Setting up Staff Accounts

If your employees buy things on the business account and you need to re-coup the payment from their wages, we recommend using a General Ledger account to keep track of the running balance.

• Set up a General Ledger code for the employee. You need to have one GL code per employee, so if you have 10 employees with a Staff Account, you need to set up 10 GL codes.  
• When the creditor invoice comes in, you code this to the employee's GL code as a debit.
• When you run payroll, deductions are made from the employee's pay and the system will code these payments to the employee's GL code as a credit. 

Setting up a General Ledger Code

1. General Ledger > GL Accounts > Add
2. Set up a new GL code in the Current Asset section of the chart of accounts. 
3. Repeat Step 2 for each employee that has a staff account. You can use different suffixes for different employees.

Coding the creditor invoice to the employee's GL code

1. General Ledger > Journals
2. Make a debit journal to the employee's GL code and a credit journal to an Expense account. This forms the opening balance of your employees' staff account. Contact Support if you're not sure which Expense account to use. 
3. Every time your employee buys more things, repeat Steps 1-2 to increase their Staff Account balance. 

Coding the employee payment to the employee's GL code

1. Employees > Select employee > Edit > Standard Items
2. Add > Add the Staff Account > Add in the Standard Amount > Enter in the GL Account Cost Code

Every time a pay is run for the employee, the system will auto code the payments to their GL code. 

When the employee has finished paying for the item(s), go back to Standard Items and tick Ended.