Often the payroll is used to collect monies from employees on behalf of credit stores and other third parties. To do this a Transaction Code is setup for the third party and the deduction processed. The organization then pays over the total amount deducted from all the employees. When this is done a breakdown of the total deduction amount can be supplied together with the names and the third party's account number for each person for whom a deduction has been made.
Step 1: To set up the Transaction Code that will be used to collect third party deductions:
- Go to the 'Edit', then 'Transaction Codes' menu options
- If the code does not already exist press the 'Insert' button
- Select the Transaction Category 'Deduction - Amount'
- Enter the name of the Third Party, example 'Edgars Credit Stores'
Step 2: To enter the third party account number for each employee:
- Go to the 'Edit', then 'Employee Master' menu options
- Select the employee
- Go to the 'Works Info' Tab
- Click on the 'E/D Ref' button at the bottom of the screen
- Press 'Insert'
- Use the dropdown menu to select the Transaction Code used in making the transfer to the third party
- Enter the 'Reference' (Account Number)
Step 3: To print the report:
- Go to the 'View', 'Transactions', 'Breakdown', 'By Transaction' menu options
- Use the dropdown menu to select the Transaction Code
- Press 'Ok' and see an example report below:
Note the column 'REFERENCE' which details the account number for each of the employees that had a transaction processed for the third party.