Payroll item Other 1 (set up to handle overtime rate) is reducing Long Service Leave balance

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  • Updated 4 years ago
  • (Edited)
Hi All, we are using Reckon Accounts Premier Edition 2015. A payroll item 'Other 1' has been set up to handle staff overtime hours which are paid at a different $ rate. The system is deducting hours from Long Service Leave balances (Hours used this year) so now it appears as if the staff member has used up some of their LSL entitlements when they haven't taken any yet. Can you help?!!
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Twine

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Posted 4 years ago

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Kim Chapman - COS Business Solutions, Accredited Partner

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Hi Twine

This has come about due to someone renaming the Other 1 default payroll item incorrectly to be an overtime rate.  The only way to fix this is to make the (Other 1 default item) or overtime rate inactive and create a new overtime Payroll item setup correctly as just what it is as an overtime rate you will notice that this new Overtime item you setup automatically calculates ie. 1.5 times the base rate, you existing overtime item is a set amount based on the cardfile amount.  You will then have to manually calculate the LSL hours to get the correct figures to adjust the real Other 1 quantity to what it should be.

Kind Regards

Kim Chapman

Accredited Consultant.

 

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Alex Tan, Alum

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Hi Twine,

Just to mention why you have to make the item inactive is that you have already used it in a payslip and this is why you cant delete the payroll item.

The reason behind this is that someone may have created an overtime item that links to the LSL tab in your leave entitlements area so when you make a new overtime payroll item make sure that it does not link to the LSL tab again.

-Alex
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John Graetz

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Hi Twine.  My answer is a little different to the one provided by Kim but tends to follow a similar theme.  Reckon Accounts automatically comes with a number of "default" payroll codes.  One of those is "Other 1" which you have used for Overtime.

If you go to Edit (top left of screen)> Preferences> Payroll & employees> Company Preferences (tab) you will probably find that by default, Reckon may have classified the Payroll Item "Other 1" as an LSL leave item, hence the reason that you are having the problems that you are experiencing.  Anybody else who uses that default "Other 1" payroll item will end up with exactly the same problem if they have not changed the Company Preferences payroll item for LSL leave.

The solutions proposed by both Twine and Alex, of making the current item inactive and creating a new item, set up correctly, and not being selected in the Company preferences as a leave item, will work.

  John L G
(Edited)
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Kim Chapman - COS Business Solutions, Accredited Partner

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John

There is nothing wrong with the item or the setup of Reckon, it works perfectly when you start using the Other 1 item as RDO or LSL, if everything has been setup correctly.  It is only an issue when the Other 1 (system item) is renamed, ie. when someone renames it rather than creating, generally happens when a user does not know how to setup a Payroll Item. 

Regards

Kim Chapman

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John Graetz

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Rav.  If you look at this issue that Twine first raised, there is your answer.  It would seem that somebody could have allocated the wrong leave type to a payroll item, in relation to its supposed use, but there is no way that she could see what the problem was.  Her only perceived option was to make the item inactive and create a new item.  That is a fix, but we can only speculate on what might have gone wrong, rather that emphatically knowing what went wrong.  Personally, I have have on more than one occasion wanted to go and have a look at the setup, but couldn't readily do so.  I only found out today that I could see this info by exporting the data by means of an iif file.  John L G
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Rav, Community Manager

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Yes I can understand that John.

In regard to such issues, I think there is an element of ownership the user must take on board, however obviously along the way honest mistakes will be made also. As in this unique case there are solutions available however unfriendly they may be, along with support such the Community right here or phone support.

The next logical step is to evolve these "unfriendly" solutions which is where we come in. In an ideal world it would be great to have every aspect covered however this is not always possible. 

There isn't much I can do about this on an immediate level however I can raise this on our Ideas list for future consideration.

Cheers
Rav
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John Graetz

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Thanks Rav - that would be good.  John L G
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Andrew

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So its a 'user' issue then Rav, that we can't see all the details about the item created? Ummm ok...
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John Graetz

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Ah yes Andrew.  If it wasn't for the trees, we would be able to see the wood, but in this case, I reckon it is a case of not being able to see the detail because of Reckon :)  John L G
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John Graetz

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Spot on Kim.  John L G
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Twine

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Thanks so much, everyone! I will check the setup and make the necessary adjustments. Cheers

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