In this article, we will show you how to create payables from calculated payroll and process their payment. If you have not yet calculated your payroll, we recommend reviewing the previous steps of the guide first.
Generating payables
Payables are generated based on the document types configured in the HR menu. If you have not set up document types yet, you can do so under Accounting - Document Types - Other Payable Types (or Internal Document Types). The relevant type must then be assigned to the corresponding operation in HR settings or in company settings.
Payables can be generated in the Payroll Update menu via the Generate Payables button in the top toolbar.
In order to generate payables, all employees must have their payroll calculated for the given month. It is not possible to generate a payable for just one individual employee. Additionally, all employees must have their health insurance provider filled in within the HR module; otherwise, the following error message will appear:
Once generated, payables will appear under Accounting - Other Payables, and internal documents will appear under Accounting - Internal Documents. Internal documents cannot be matched against payments, so use them only for postings such as gross salary entries and other accounting operations that do not need to be reconciled with a payment. For cash-on-delivery items and payables to financial or other institutions, always use Other Payables.
Adding payables to a payment order
Payment orders are created in the usual way under Money - Payment Orders. Click the New button to create a new payment order. Select the bank account from which the payables will be paid. This account must match the account specified on the other payables.
Add payables to the order using the Select Documents for Payment button.
To select documents, you must check the checkbox next to each item as shown in the screenshot. Simply highlighting a row and clicking OK is not sufficient — the payables will not be added to the order that way.
In order to add a payable to a payment order, the recipient's bank account must be filled in. If it is missing, the following error message will appear:
Unfortunately, the account cannot be corrected directly from within the payment order. You must exit the payment order and switch back to Accounting - Other Payables, where you can update the account in the Supplier Account field:
Then simply click the Send button (you need to have a bank account configured with a supported bank format):
Then select the electronic option:
And choose the folder where the payment order file should be saved (if you have an online banking connection, skip this step):
Re-generating payables and making manual adjustments
There may be situations where a payroll entry needs to be corrected after its payable has already been generated. In such cases, you have two options. In both cases, first correct the payroll in the Payroll Update section. You can then re-generate payables from the Payroll Update (note that it is not possible to generate a payable for a single employee only), and the system will ask whether you want to overwrite the already generated payables:
If you confirm, the payables will be overwritten. However, they must not be included in a payment order at that time — if they are already part of a payment order, the following error message will appear:
In that case, you must first remove the payable from the payment order. You can tell whether a payable is included in a payment order by checking the "In Order" column — it will show the flag "Included in order":
You would need to open the payment order, cancel the submission if necessary, and remove the payable from the order.
The second option is to not re-generate all payables, but instead manually adjust the amount on the already generated payable using the Edit button. Alternatively, you can create an additional payable to cover any outstanding amount owed to the employee or another recipient.
Frequently asked questions
1) How can I find out which payment order a payable is included in?
It is not possible to see directly on the payable which payment order it belongs to. However, you can work around this by clicking the "eye" icon on the payable, which will take you to the change log where you can see the date and time when the payable was added to the order:
2) We changed the bank account, but the old account keeps being filled in on other payables.
In this case, simply update the account on the document type under Accounting - Document Types - Other Payable Types. Find the document type that is showing the incorrect bank account and update it:
This change does not affect already generated payables, but the correct account will be used in all future generations.