Entering the YTD earnings for a employee

blairmuller

This artilce, work around 2 point 4 https://help.reckon.com/article/6e1pbelnij-kba-5623-leave-amount-is-incorrect-in-the-payslips-although-it-is-correct-in-the-employee-s-record

Enter payroll year to date values and current leave accrued.

How do I enter the YTD values for the staff member

Tanvi_kataria

Hi @blairmuller

To add the YTD figures for an employee, please follow the steps mentioned below -

• Open the Company File
• Click on Employees and Select Set up YTD Amounts

It will allow you to add the figures in the employee record. Please find the attached article for your reference - Where to "Enter payroll year to date" when creating New Employee Profile? — Reckon Community

I hope this helps. Please feel free to reach out if any concerns/issues. Thank you!

Regards

Tanvi

Acctd4

@blairmuller & @Tanvi_kataria

Those instructions are specifically related to the employee’s individual leave tabs.

Set Up YTD Amounts is for entering monetary amounts only, NOT leave! 😬

blairmuller

I did think that but the issue I see is when we upload to STP, it won't have the YTD earnings. When I use the same employeeID, it will override the YTD earnings?

Acctd4

@blairmuller What’s your specific scenario for which you need to “add” YTD payroll balances ?

The instructions you referenced previously v the instruction link provided by Tanvi are for 2 completely different things.

The one you shared is a workaround for a particular issue affecting leave balance display, whereas Tanvi’s is a general help doc for how to set up YTD monetary amounts for employees that you’ve already been paying via another program/reporting method 😬

blairmuller

@Acctd4 it's related to this :

https://community.reckon.com/discussion/8036769/how-is-this-possible-leave-details-doesnt-match-leave-accural-summary

The exact bug in the article. Workaround 1 worked in my dev enviroment but in the live environnent it didn't. Instead of trying it again, I thought I would do work around 2.

blairmuller

If I use the same employee number, will STP be affected? Specifically, will it reset his earnings for the year, or will it recognize the previously uploaded data and continue correctly?

Acctd4

OK … so this is nothing to do with Enter YTD Amounts (that section is for entering actual earnings, not leave)

You won’t be affecting STP data at all as it’s only relating to leave hours.

The workaround is referring to resetting the LEAVE hours balances only (“… Hours available as of …”) in each employee’s leave tabs, not the earnings.

If you’re referring to creating replacement employee records, I wouldn’t recommend it, but if you do decide to do that, just edit the original employee names & employee numbers (eg just prefix with an “x”) so you can continue using the correct, original name & employee numbers, in the new records. (This will ensure they’re identified in STP as the same employees as before) 😁

blairmuller

Thanks for that. I know I’m not explaining this very well, but we’re getting close to what I’m trying to clarify.

With each payroll, we report employees' year-to-date (YTD) earnings to the government via STP. For example, the existing employee, Joe (Employee Number 1), currently has $80K in gross earnings reported for example/

If I create a new employee using the same employee number (1), their YTD earnings in Reckon will 0. Wouldn't this override the previously reported YTD earnings in STP, meaning the government would now see the new (reset) YTD earnings instead? Which is an issue!

Acctd4

No, as long as you set up Joe again as Employee number 1, it should recognise it’s the same employee & just continue updating his original YTD balances as normal 😁

Worst case scenario, it will report as a 2nd income statement, but will still be under the employee’s record/myGov eg 1 income statement showing 70K gross YTD + a 2nd one, showing the other 10K (Total 80K)

In Hosted, you can’t have 2 Employees with the same details though, so you would need to amend the original employee details, as per my previous suggestion 😊