To calculate salaries in Procountor, the basic info necessary for salary calculation must first be defined in Procountor.
The basic settings are defined in the main menu's Management section. Three different sections under Management must be set up for salary calculation:
Company info
Salary info
Accounting info
Company info
The guided setup can be utilized when filling out basic information. Guided setup lists all the necessary steps and ensures all the important information for salary calculation is filled out.
Basic info view must have the company name, company ID, and address. This is essential information required from all wage payers that will also be sent to the Incomes Register with the Earnings payment report.
Bank account information section contains the information about the company’s bank accounts. Salaries can be paid in the Procountor environment after the bank has processed the bank connection implementation form and established the connection. More on bank connections can be found here.
Usage settings is for configuring basic settings and functionalities in Procountor.
For reporting salary info to the Incomes Register, the notifier must have an Incomes register certificate as well as a permission to use this certificate. Using the certificate has its own instructions, and we advise you to familiarize yourself with them here.
Read the Company info instructions for a more detailed description on what information must be filled in to implement salary calculation.
Salary info
In Salaries basic info view, fill out the Employees’ Pension Insurance and accident insurance contracts and their payment percentages. Any additional information on the on the wage payer for earnings payment report can also be filled in here, if necessary. Insurance contract information is an essential part of employee salary info. Familiarize yourself with the Salaries basic info guide, where step-by-step instructions are given on filling out the information.
In Salary periods, define the salary periods used when creating new salary lists. More detailed information on salary periods is found here.
In Salary base template management, you can create a template and use it when editing the salary base of multiple people at a time. Read more about utilizing salary base templates here.
Accounting info
Each salary slip creates its own separate accounting page in Procountor. You can define posting defaults for salaries after you have activated the “salary posting” setting in usage settings. We recommend that the salary slips are posted by default in salary rows.
In Default salary postings view, you can select the accounts for the salary entries.
You do not have to modify posting defaults when setting up salary calculation, if Procountor's general defaults are suitable for your company, but it is good to know where the postings can be changed if it becomes necessary later.
Approval circulation and other automations
When Procountor’s renewed views have been enabled, various payroll-related automations can be activated.
This article provides a more detailed overview of the payroll approval circulation. You can read more about the other automations in the articles below.
Overview
The payroll approval workflow improves communication and clarifies the roles of the parties at different stages of the payroll process. The payroll accountant reviews the payslips and submits them for approval. The approver approves or rejects the payslips. When the approval workflow is enabled, payslips cannot be approved before verification.
Activation
You can acticate the payroll approval workflow in Management > Company info > Usage settings > Payroll > Automation settings
Setting Salary verification needs to be ON (as a default it's OFF)
User rights
Verifier (accounting office): All rights to Payroll (all salary functions) > Is allowed to mark as verified and submit to approver
Approver (end customer): All rights to approve payslips (New!) and at least viewing rights to payroll (all salary function to be able to view he payslips) > Is allowed to view, approve and reject payslips.
Note! At release, all users who had Payroll (all salary functions)- All rights will automatically also be granted the "approve payroll" right.
When Verification is enabled, it activates:
The Verified status in the payslip lifecycle.
The option to submit for approval.
The Approval workflow statuses log on the payroll list and payslip.
Alerts and notifications
Note! The verifier receives a notification only after the approver has processed ALL payslips on the list, either by approving or rejecting them. Approving or rejecting an individual payslip does not yet trigger an alert.
Process steps
The verifier marks the payslips as verified using the Verify button or directly with the Verify and submit for approval button.
The verifier submits the payslips to the approver, selects the approver and can add a message.
The approver receives an alert by email or mobile notification, if the mobile app is in use.
The approver processes the payslips and rejects or approves the entire list or each payslip individually. A reason must be provided when rejecting a payslip.
When all payslips have been processed, the verifier receives a notification.
The approver is not limited to the person to whom the payslips were submitted for approval.
Any user with payroll approval rights can approve the payslips.
The Submit for approval action can be performed multiple times.
The alert can be sent to the same or a different user. This enables, for example, sending a reminder or changing the approver.
Rejection process
A rejected payslip is opened with the Edit button and changed to Unfinnished status.
The verifier makes the corrections and verifies the payslip again.
The payslip is resubmitted for approval.
The cycle can be repeated multiple times, and all events are saved in the event log.
Approval workflow statuses panel
The payroll list and the individual payslip view include an Approval workflow statuses panel in the upper-right corner. The panel shows:
Verifications
Submitted for approval events
Messages from the verifier to the approver
Actions taken by the approver
Any reasons for rejection