(RUS) Set up parameters for the payroll process [AX 2012]

Updated: July 2, 2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2

This topic explains how to set up parameters for payroll calculation, payroll groups, rates and dependencies for payroll calculation, payroll posting profiles, pay types, and funds.

The following table shows the prerequisites that must be in place before you start.

Category

Prerequisite

Version

Microsoft Dynamics AX 2012 R2 Payroll for Russia Feature Pack

Country/region

The primary address for the legal entity must be in the following countries/regions: Russia

Related setup tasks

Use the Payroll parameters form to set up the parameters for payroll calculation.

To set up parameters for payroll calculation, follow these steps:

  1. Click Payroll (Russia) > Setup > Parameters.

  2. In the Payroll parameters form, in the General area, specify the calculation date, rounding off details, and terms of payment for payroll.

    Field

    Description

    Calculation period

    The period for payroll calculation. After you calculate the payroll and taxes and close the payroll period for the legal entity, the period updates automatically. You can make changes for payroll calculation within this period only.

    Calculation date

    Specify a calculation date for the payroll calculation period.

    NoteNote
    You must select a date within the specified calculation period. For example, if the payroll is calculated monthly, select a date within the month or the ending date of the month.

    Funds and data

    The calculation status of payments to off-budget funds and the employees’ NDFL archive. The options are Calculated and Not calculated.

    Payroll approximation

    Enter the precision with which to round off for the payroll amount that is paid to an employee.

    Interim payments

    Select the pay type that is used to register payroll transactions for the interim payments.

    Debt of the employee

    Select the pay type that is used to register payroll transactions for the debt amount for employees at the close of the period.

    Debt of the employer

    Select the pay type that is used to register payroll transactions for the debt amount for the employer at the close of the period.

  3. Click Calculation calendar, and then in the Calculation calendar area, click New to create a record for the calculation date. In the Calculation date field, specify a calculation date. This date is available in the list of dates that you can select for a specific payroll period in the Calculation date field in the General area.

  4. Click Transaction, and then in the Transaction area, set up the compression level for salary transactions, the default payroll posting profile for accounts, and default payroll posting profiles for offset accounts and deferral accounts.

    Field

    Description

    Compression

    Specify how to group salary transactions.

    Select from the following options:

    • Group all transactions – Group transactions by accounts and financial dimension.

    • Group transactions by table number – Group transactions for each employee number by account and by financial dimension.

    • All transactions separately – Do not group accounting transactions.

    Account posting profile

    Select the payroll posting profile for the account that is used to update the account information in the payroll transactions that you create.

    Offset account posting profile

    Select the payroll posting profile for the offset account that is used to update the offset account information in the payroll transactions that you create.

    Deferrals posting profile

    Select the payroll posting profile for the deferral account that is used to update the deferral account information in the payroll transactions that you create.

  5. Click Number sequences, and then in the Number sequences area, set up number sequence codes for the following references:

    • Journal

    • Timesheet number

    • Number of pay-sheets

    • Deposit card's number

    • Earning wages certificate

    • NDFL refund offset voucher

    • Document number of bank payment

Use the Payroll groups form to set up codes for payroll groups and assign employees or workers to the groups. These groups are used to differentiate between the calculation methods for employees or workers based on the information, such as position, date of birth, and gender. You can create a payroll group of workers to define parameters that are specific to workers, such as tax residence or citizenships.

To set up payroll groups, follow these steps:

  1. Click Payroll (Russia) > Setup > Payroll groups.

  2. Click New or press CTRL+N to create a payroll group.

  3. In the Group type field, select Worker or Employee as the type of payroll group.

  4. In the Group and Description fields, enter a name and a description for the payroll group.

  5. Select the Blocked check box to indicate that the payroll records of employees or workers in this group must be locked when calculating payroll.

  6. To add employees or workers to the payroll group manually, perform the following steps:

    1. On the Employees tab, select the employees or workers to add to the group in the Remaining employees list.

    2. Click < to move selected employees or workers. Alternatively, click << to move all of the employees or workers.

    3. In the Period form, in the From and To fields, select the starting and ending date for the period for which the employees or workers are added to the payroll group.

    4. Click OK to move the selected employees or workers to the Select employees list. The number of employees or workers that you move to the Select employees list is updated in the Employees field on the Overview tab.

    5. If required, you can modify the starting and ending date for the period for which an employee or a worker is added to the payroll group after you add the employee or worker to the payroll group. On the Employees tab, select the employee or worker in the Select employees list, and then modify the starting and ending dates in the From date and To date fields.

    –or–

    To add employees or workers to the payroll group using a query, perform the following steps:

    1. Click Query > Create, and then specify the criteria to add employees or workers.

    2. Click OK, and then click Yes to run the query. The employees or workers that match the criteria are added from the Remaining employees list to the Select employees list on the Employees tab. The number of employees or workers that are moved to the Select employees list is updated in the Employees field on the Overview tab. The Query check box on the Overview tab is selected for the payroll group. A selected check box indicates that the payroll group is created using a query, and that you cannot modify the list of employees or workers in the group manually. You can click Query > Delete to delete the query that is attached to a payroll group.

    NoteNote

    You can click Payroll groups on the Payroll tab in the Action pane on the Employees list page to open the Payroll groups form, where you can view the list of groups that an employee or a worker belongs to. You can also assign the employee or worker to another group.

  7. Click Rates to open the Set up rate values form, where you can set up the salary rates for the payroll group. For more information, see 4. Set up rates based on value type.

You can generate the Payroll groups report that contains the details of a selected group of employees or workers. Click Payroll (Russia) > Reports > Payroll groups.

Use the Rates form to define the values of calculation variables, such as the rate to calculate pension fund contributions or the number of children to calculate the corresponding benefits for. You can use the rates to maintain entity specific attributes, such as tax residence status of a worker, base salary value of a hired employee, hazardous working conditions additional pay value for a single department, or a specific social compensation value that is configured for a group of workers.

To set up rates and dependencies for payroll calculation, follow these steps:

  1. Click Payroll (Russia) > Setup > Calculation > Rates.

  2. Press CTRL+N to create a record.

  3. In the Rate and Name fields, enter an identification code and name for the rate.

  4. In the Rate type field, select the type of rate. Use the information in the following table to decide what type of rate to create.

    Rate type

    Purpose

    System

    The value of this rate is defined for all of the employees of the legal entity.

    Employee

    The value of this rate is defined for each individual employee separately.

    Department

    The value of this rate is defined for all of the employees in a department.

    Group

    The value of this rate is defined for employees or workers who are part of the payroll group.

    Worker

    The value of this rate is defined for each individual worker separately.

  5. On the Value tab, in the Value type field, select a type of value to use for the rate. Use the information in the following table to decide what value to use for the rate.

    Type

    Purpose

    Number

    Enter a numeric value in the Value field. This is used as the default value for this rate.

    Yes/No

    Select Yes or No in the Value field. This is used as the default value for this rate.

    Rate

    Select a rate in the Rate field. This is used to determine the default value for this rate.

    Tax deduction

    Select the income tax deduction, discount, and relief code in the Deduction code field. This is used as the default value for this rate.

    Criteria

    Select Minimum or Maximum as the criteria in the Value field.

    NoteNote
    If you select this option, select the Calculation check box to calculate the amount for which the rate is calculated, based on the criterion value that you specified in this field.

    Counter

    Select a counter code in the Counter field. This is used as the default value of this rate.

    Enum

    Select an element in the Element field. This is used as the default value of this rate.

    You can set up values and descriptions for a list of elements that you can select in the Element field. This list of elements is available as options when you manually select a value in the Element field. In the lower pane, click New, and then in the Element and Description fields, enter a code and description for the element. This value is used as the default value of this rate.

  6. Click Rate values to open the Set up rate values form, where you can set up the value of the current rate for a specific payroll group, department, or employee for a particular date. For more information, see 4. Set up rates based on value type.

  7. Click Dependencies to open the Dependencies form, where you can view the counter and statistics statements that use the selected rate.

    NoteNote

    You can open the Dependencies form from the Pay type setup, Counter setup, and Off-budget funds and labor remuneration fund taxes forms. You can view the correlation between module entities, such as rates, pay types, counters, and funds in the Dependencies form.

Use the Set up rate values form to set up rates, and then define types and values for rates. You can use the rates to define the values of calculation variables, such as the rate for calculating pension fund contributions or the number of children for calculating the corresponding benefits. You can define the values for the rates for all of the employees in a legal entity, department, or payroll group or for an individual employee.

To set up rates based on value type, follow these steps:

  1. Click Payroll (Russia) > Setup > Rate values.

  2. In the Rate type field, select System, Employee, Department, Group, or Worker to filter the rates displayed in the Set up rate values form.

  3. Depending on the value in the Rate type field, select a rate code of the selected rate type, and then in the right pane, click New to create a value record.

  4. In the Date field, select or modify the starting date from which the rate is effective.

  5. Depending on the type of value in the Value type field, specify one of the following values for the rate:

    Value type

    Value

    Number

    Enter a numeric value in the Value field.

    Yes/No

    Select Yes or No in the Value field.

    Rate

    Select a rate in the Rate field.

    Tax deduction

    Select the deduction, discount, and relief code in the Deduction code field.

    Criteria

    Select Minimum or Maximum as the criteria in the Value field.

    Counter

    Select a counter code in the Counter field.

    Enum

    Select an element in the Element field. You can select an element from the list of elements that you define when you create a rate that has a value type of Enum.

    NoteNote

    If you do not specify any value, the value that you specified in the Rates form is used as the default value, except for the rate of type Criteria.

  6. On the General tab, in the Description field, enter a note about the changes that you made to the rate value.

    NoteNote

    This field is available only for the rates of type Yes/No, Rate, or Criteria.

  7. If an attachment document is available, then in the Document date, Series, and Number fields, specify the date, serial number, and number of the attachment document.

  8. Repeat steps 3 through 7 to create additional values.

Use the Pay type setup form to set up the types of pay for employees.

To set up pay types, follow these steps:

  1. Click Payroll (Russia) > Setup > Calculation > Pay types.

  2. Click New or press CTRL+N to create a pay type.

  3. On the Overview tab, specify the identification code, name, category, income code, and other details for the pay type.

    Field

    Description

    Pay type

    Enter an identification code for the pay type.

    Name

    Enter a name for the pay type.

    Category

    Select Income or Retention as the category of the pay type.

    Income code

    Select the income code for the pay type. For more information about how to set up an income code that is used to calculate income taxes, see “3. Set up an income code for income tax calculations” in (RUS) Set up taxes and funds for the payroll process.

    NoteNote
    This field is available only if you select Income in the Category field.

    Posting blocked

    Select this check box to prevent the posting of transactions that use a pay type that pays directly to the general ledger. When you use the pay type in payroll transactions for an employee, the net salary of the employee is not affected.

    Period

    Select the duration of the period for which an accrual is carried out. This value is used to calculate bonuses for the average earnings calculation for the specified period.

  4. On the Setup tab, specify the details about entry validation, rate, rounding method, and precision for the pay type that are used to enter data manually in payroll journal lines. For more information, see “1. Create and post a payroll journal” in (RUS) Generate pay statements.

    Field

    Description

    Entry (quantity)

    Select this check box to indicate that you can manually enter a value in the Qty field in the Payroll journal lines form.

    Entry (rate)

    Select this check box to indicate that you can manually enter a value in the Rate field in the Payroll journal lines form.

    Entry (amount)

    Select this check box to indicate that you can manually enter a value in the Amount field in the Payroll journal lines form.

    Rate

    Select the rate by which the value in the Qty field is multiplied to determine the value in the Amount field, when you enter lines in the Payroll journal lines form.

    Percent value

    Select this check box to calculate the rate as a percentage of the value in the Qty field in the Payroll journal lines form.

    Rounding

    Select the value rounding method for the payroll journal lines that use the pay type.

    Precision

    Enter the precision with which to round off the value for the payroll journal lines in the Payroll journal lines form.

    Pay type of the current period

    If required: Select the pay type that is used to write off the deferrals. This information is used for pay types that represent the deferral income for future periods to reference it to the original pay type. Both the pay types are used for applying proper accounting rules when the salary journal transactions are generated.

  5. To add the current pay type to the base of calculation or fund, on the Off-budget fund tab, select an off-budget fund or calculation base in the Remaining list, and then click < to move it to the Selected list. Alternatively, click << to move all of the off-budget funds to the Selected list.

    NoteNote

    This tab is available only if you select Income in the Category field.

  6. On the Deferrals tab, in the Model number field, select the value model for deferral for the pay type. The name of the value model is updated in the Name field.

  7. In the Deferrals group field, select the deferral group for the pay type. The name of the value model is updated in the Name field.

You can click Dependencies to open the Dependencies form, where you can view the counter and statistics statements that use the selected pay type.

You can create a copy of a pay type by clicking Copy, and then in the Pay type field, specify an identification code for the pay type.

Use the Off-budget funds and labor remuneration fund taxes form to set up a group of pay types that are used as off-budget funds, tax bases for income tax calculation, or basis for the calculation that defines the structure of payment types that are used to calculate sick pay, vacation pay, maintenance payments, and other payments. You can also select a list of pay types that are used as limits of calculations, such as the maximum percentage of personal deduction to apply to the net salary of an employee.

  • Off-budget fund – This fund defines the tax base that is used to calculate the actual contributions of employees to the off-budget funds.

  • Basis for calculation – This fund defines the base for calculation of vacation pay, sick pay, maintenance payments, other payments, and tax and personal deductions. The fund also defines the limit of calculations.

To set up off-budget and labor remuneration funds, follow these steps:

  1. Click Payroll (Russia) > Setup > Calculation > Funds.

  2. Click New or press CTRL+N to create a fund record.

  3. In the Fund type field, select Off-budget fund or Basis for calculation as the type of fund.

  4. In the Fund code and Name fields, enter an identification code and a name for the fund record.

  5. If you select Off-budget fund in the Fund type field, perform the following steps:

    1. In the Account type and Account fields, select the type and code of the account to post the off-budget funds payments to.

    2. In the Offset account type and Offset account fields, select the type and code of the offset account to post the off-budget funds payments to.

    3. On the General tab, in the Account type and Deviation account fields, select the type and code of deviation account. The deviation account is used to post the differences in off-budget funds payments that occur if you recalculate the funds for a previous period and the base of the recalculation is changed and cannot be determined.

    4. Set up the financial dimensions for the account, deviation account, and offset account.

  6. On the Pay types tab, select a pay type in the Remaining list, and then click < to move it to the Selected list. Alternatively, click << to move all of the pay types to the Selected list.

You can click Dependencies to open the Dependencies form, where you can view the counter and statistics statements that use the selected fund.

You can click Funds totals to open the Payments to off-budget funds (totals) form, where you can view the information about total payments to off-budget funds.

NoteNote

The Funds totals button is available only for the fund of type select Off-budget fund.

You can set up off-budget funds that are used to calculate the individual contributions. For more information, see “5. Set up off-budget funds for individual contribution calculations” in (RUS) Set up taxes and funds for the payroll process.

Use the Payroll posting profiles form to set up posting profiles for payroll calculation.

To set up a payroll posting profile, follow these steps:

  1. Click Payroll (Russia) > Setup > Payroll posting profiles.

  2. Click New or press CTRL+N to create a posting profile.

  3. In the Posting profile and Description fields, enter an identification code and description for the posting profile.

  4. On the Settings tab, click New to create a record, and then specify the grouping that is used for posting profile, pay type of an employee, job title of an employee, and account details.

    Field

    Description

    Cost type relation

    Select the pay type or counter code to apply the posting profile to.

    Select from the following options:

    • Table – Apply the posting profile to a pay type.

    • Group – Apply the posting profile to a calculation base.

    • All – Apply the posting profile to all of the pay types.

    Cost type/Base for calculation

    Select the pay type or calculation base that the current posting profile line applies to. This field is determined by the selections in the Cost type relation field.

    NoteNote
    This field is available only if you select Table or Group in the Cost type relation field.

    Employee relation

    Select the employee code to apply the posting profile to.

    Select from the following options:

    • Table – Apply the posting profile to an employee.

    • Group – Apply the posting profile to a payroll group.

    • All – Apply the posting profile to all of the employees.

    Employee/Payroll group

    Select the employee or payroll group that the current posting profile line applies to. This field is determined by the selections in the Employee relation field.

    NoteNote
    This field is available only if you select Table or Group in the Employee relation field.

    Department code

    Select the department code to apply the posting profile to.

    Position

    Select the position to apply the posting profile to.

    Account type

    Select the type of account that is used in the payroll transactions that are generated for employees according to the conditions that you set up.

    Account

    Select the account code that is used in the payroll transactions that are generated for employees according to conditions that you set up.

  5. Repeat step 4 to configure additional settings.

  6. On the Financial dimensions tab, set up the financial dimension codes for accounts for each posting profile line.

You have finished setting up the general parameters for the payroll process. Continue to set up additional parameters for the payroll process. For more information, see the following topics:

After you have finished all of the setup tasks for the payroll process, continue to calculate payments for workers. For more information, see the following topics:

If you don't have access to the pages that are used to complete this task, contact your system administrator and provide the information that is shown in the following table.

Category

Prerequisite

Configuration keys

Click System administration > Setup > Licensing > License configuration. Select the CIS Payroll and CIS Staff administration configuration keys.

Security roles and duties

To set up parameters for the payroll process, you must be a member of a security role that includes the following duties.

  • Maintain worker master (HcmWorkerMaintain)

  • Enable payroll process (HcmPayrollProcessEnable)

  • Enable organizational process (HcmOrganizationalProcessEnable)

  • Enable time management process (RPayTimeManageProcessEnable)

  • Set up payroll master data (PayrollMasterDataMaintain)

  • Enable collections process (CollectionLetterCollectionsProcessEnable)

  • Maintain and configure organizational model (OMOrganizationsMaintain)

  • Inquire into payroll process (HcmPayrollProcessInquire)

  • Inquire into compensation process (HcmCompensationInquire)

  • Inquire into benefits process (HcmBenefitProcessInquire)

  • Inquire into organizational process (HcmOrganizationalProcessInquire)

  • Inquire into payroll master data (PayrollMasterDataInquire)

  • Inquire into human resources process (RPayHumanResourcesProcessInquire)

  • Maintain earning entry (PayrollEarningStatementGenerationMaint)

  • Enable project accounting process (ProjProjectAccountingProcessEnable)

  • Inquire into benefits process (HcmBenefitInquire)

  • Inquire into payroll position and worker setup (PayrollPositionWorkerSetupInquire)

  • Inquire into workers (HcmWorkerInquire)

  • Maintain audit policies (ComplianceMgmtAuditPoliciesMaintain)

  • Maintain project master (ProjProjectMasterMaintain)

Security roles and privileges

To set up parameters for the payroll process, you must be a member of a security role that includes the following privileges.

  • Edit workers (HcmWorkerEdit)

  • Maintain accounting rules (references to posting profiles & transactions compression) (RPayAccRulesMaintain)

  • Maintain bank document posting profiles (RPayPostProfileMaintain)

  • Maintain base payroll information (HcmPayrollBaisMaintain)

  • Maintain department rates values (RPayDepRatesMaintain)

  • Maintain department rates values (RPayRateValuesMaintain)

  • Maintain groups of pay types (funds) (RPayFundGroupMaintain)

  • Maintain organizational chart (RPayOrgChartMaintain)

  • Maintain pay types (RPayTypeMaintain)

  • Maintain rates list (RPayRatesListMaintain)

  • Maintain teams (OMTeamMaintain)

  • View bank document posting profiles (RPayPostingProfilesView)

  • View base payroll information (HcmPayrollBasisView)

  • View department rates values (RPayRateValuesVIew)

  • View department rates values (RPayDepRatesView)

  • View employees rates values (RPayEmplRatesView)

  • View groups of pay types (funds) (RPayFundGroupView)

  • View pay types (RPayPayTypesView)

  • View persons rates values (RPayPersonalRatesValuesView)

  • View rates dependencies (RPayRatesDependView)

  • View rates list (RPayRatesListView)

  • View the list of dependent elements (RPayDependentListView)

  • View workers (HcmWorkerView)


Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).

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