Using Sage HRMS Payroll > Processing Payroll in Sage HRMS > About Distribute Earnings > Using Employee Earnings Distribution

Using Employee Earnings Distribution

Using the Employee Earnings Distribution window allows you to distribute earnings of selected employees to multiple cost centers. Only earnings that have been assigned to the employee through the Pay tab of the Employee Payroll window can be set up in this window. For more information about this window's fields, click on Field List in the More information box.

After you have set up an employee in Employee Earnings Distribution, all payrolls processed for the employee will be distributed without the need to do so manually on the employee's timecard.

Before you start

To Enter Earnings Distributions

To create a new earning distribution for an employee, click the New icon (next to the Employee Earning Distribution field); to find preexisting distribution data for an employee, use the navigation buttons or the Finder next to the Employee Earning Distribution field.
Enter the employee number in the Employee field, or use the Finder (next to the Employee field) to select one.
Enter a 6 letter code to designate the employee's earning distribution in the Code field.
Enter up to 30 characters in the Description field to provide a more detailed explanation of the Code you entered in step 3.
Ensure that the Active check box remains checked if you want the earning distribution to be calculated on the employee's payroll. If you want to stop an employee's earning distribution at a later date, clear this check box instead of deleting all of the employee's data from the window.
Click on the detail grid to create a new row if you are setting up a new earning distribution for an employee or press the Insert key on your keyboard to insert a new row if you are adding rows to a preexisting earning distribution.
Enter a valid earnings code into the Earning field, or select one by using the Finder.
Define the type of accrual in the Type field; this is only applicable if the earnings code you have selected is an accrual.
Enter the percentage in the Dist Pct field for which the earning will be allocated. This percentage can be up to two decimal places.
Edit the distribution code in the G/L Dist Code field if you want this individual row's distribution to be assigned to a different general ledger code. This field will default to the G/L code assigned to the employee on the Pay tab of the Employee Payroll window, and only those codes assigned to the earnings code (in the Earning/Deduction Setup window) you have entered in the Earning field for this row will be available to you.
Edit the expense account code in the Regular Expenses field if you want this individual row's distribution to be assigned to a different expense account. This field will default to the expense account code assigned to the distribution code for the earnings code (in the Earning/Deduction Setup window) you have entered in the Earning field.
(Optional) If you have set up general ledger segments as editable on the G/L Options window in Payroll Setup, you will see fields labeled GL Segment 1 through GL Segment 3, with accompanying GL Segment Description fields. Edit the general ledger segment code in these fields if you want this individual row's distribution to be assigned to a different general ledger code.
To create additional rows, press Insert on your keyboard. Remember that the total percentage for any earnings distribution entries for the same earnings code must equal 100% or you will generate an error when you attempt to save the data.
When you are finished entering distribution data for this employee, click the Add button. If you are editing preexisting earning distribution data for an employee, the Add button will instead be a Save button.

To delete an employee's earning distribution data rather than inactivating it, first display the employee's data and then click the Delete button at the bottom of the window.