Difference between revisions of "How do I post the wages journal?"

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{{Incomplete}}
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== Summary ==
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= Summary =
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The following article explains how to post a wages journal using [[Posting journals|Journal Entries]].
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The following article explains how to post a wages journal via [[Posting Journals|journal entries]].
+
You should have the following Nominal Centres (or similar) set up in Platinum:
−
You should have the following Nominal Centres, or similar setup within Platinum:
 
  
−
*Gross Wages (Purchase Ledger Indicator – Overhead)
+
* Gross Wages (Sales,W/S,Parts etc) (Profit & Loss Indicator - Overhead)
−
*Directors Remuneration (Purchase Ledger Indicator – Overhead)
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* Directors Remuneration (Profit & Loss Indicator - Overhead)
−
*Employers NI (Purchase Ledger Indicator – Overhead)
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* Employers NI (Profit & Loss Indicator - Overhead)
−
*Wages Control Account (Balance Sheet Indicator – Asset/Liability)
+
* Employers Pension Charges (Profit & Loss Indicator - Overhead)
−
*Paye & NI Control Account (Balance Sheet Indicator – Asset/Liability)
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* Wages Control Account (Balance Sheet Indicator - Asset/Liability)
 +
* PAYE & NI Control Account (Balance Sheet Indicator - Asset/Liability)
 +
* Pension Control Account (Balance Sheet Indicator - Asset/Liability)
 +
* Employment Allowance (Profit & Loss Indicator - Overhead)
  
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= In Detail =
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== More Information ==
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There are three journals to carry out when dealing with wages. One to post the payroll information e.g. the Gross NI & PAYE values owed, one to transfer the money out of the bank account when you actually pay the employees and a third to transfer the money out of the bank when you pay the Inland Revenue.
+
There are three journals to carry out when dealing with wages:
 +
* First - to post the payroll costs, i.e. the Gross Wages and Employers NI.
 +
* Second - to transfer the money out of the bank account when you actually pay the employees.
 +
* Third - to transfer the money out of the bank when you pay the Inland Revenue.
  
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= Posting Payroll Information =
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=== Posting Payroll Costs ===
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Go to "Nominal Ledger"->"Journal Entries"->"Multiple Entry"
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Go to {{Menu|{{NL}}|Journal Entries}}
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*Enter a suitable date for the journal e.g. the date the wages were processed.
+
* At {{DataPrompt|Entry mode}}, choose {{DataValue|Multiple}}.
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*Follow the steps below and post all entries on the same journal.
 
  
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== Post the Gross Wages ==
+
* At {{DataPrompt|Date}}, enter a suitable date for the journal.
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* Enter the centre for Wages. If you would like to split the wages into departments or separate Directors pay from employees then enter the appropriate centres.
 
−
* The value should be the Total Gross Pay for the appropriate centre and is a positive value.
 
−
* The comment should be the period e.g. M1 or WK1 and GROSS PAY and press {{KeyPress|enter}}
 
−
* Now enter the Wages Control Account centre and post the same Total Gross Pay again, but this time as a negative value.
 
−
* Press {{KeyPress|F6}} on the Comment field to pick up the same comment as above and then press {{KeyPress|enter}}
 
  
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== Post the Tax ==
+
{{Example|text=The date the wages were processed.}}
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* Enter the Wages Control Account centre.
 
−
* The value should be the Total PAYE for the period and is a positive value.
 
−
* The comment should be the period e.g. M1 or WK1 and PAYE. Press {{KeyPress|enter}}
 
−
* Enter the PAYE & NI Control Account and post the Total PAYE, again as a negative value.
 
−
* Press {{KeyPress|F6}} on the Comment field to pick up the same comment as above. Press {{KeyPress|enter}}
 
  
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{{Note|text=The above process has the effect of reducing the amount that you owe the employees and showing the Tax figure as an amount you owe HMRC}}
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* Follow the steps below and post all entries on the same journal.
  
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== Employees National Insurance ==
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=== Gross Wages ===
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* Now enter the Wages Control Account centre.
+
On a line on the list:
−
* The value should be the Total Employee’s National Insurance for the period and is a positive value.
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* In the {{DataPrompt|Centre}} column, enter the centre for Wages. If you would like to split the wages into departments or separate Directors pay from employees then enter the appropriate centres.
−
* The comment should be the period e.g. M1 or WK1 and EE’S NI. Press {{KeyPress|enter}}
+
* In the {{DataPrompt|Debit}} column, enter the Total Gross Pay for the appropriate centre.
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* Enter the PAYE & NI Control Account and post the Total Employee’s National Insurance as a negative value.
+
* In the {{DataPrompt|Comment}}, enter a comment.
−
* Press {{KeyPress|F6}} on the Comment field to pick up the same comment as above and then press {{KeyPress|enter}}
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{{Example|text={{DataValue|Gross M6}}.}}
  
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== Employers National Insurance ==
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On the next line:
−
* Enter the Employers NI centre.
+
* In the {{DataPrompt|Centre}} column, enter the Wages Control Account centre and post the same Total Gross Pay again, but this time in the {{DataPrompt|Credit}} column.
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* The value should be the Total Employer’s National Insurance for the period and is a posted as a positive value.
+
* Press {{KeyPress|C-F6}} on the {{DataPrompt|Comment}} field to pick up the same comment as above.
−
* The comment should be the period e.g. M1 or WK1 and ER’S NI. Press {{KeyPress|enter}}
 
−
* Enter the PAYE & NI Control Account and post the Total Employer’s National Insurance again as a negative value.
 
−
* Press {{KeyPress|F6}} on the Comment field to pick up the same comment as above and then press {{KeyPress|enter}}
 
  
 +
Repeat as many times as necessary if you are splitting Gross Wages into departments.
  
−
{{Note|text=Any other values you should now be posted as appropriate e.g. Tax Credits should be posted as a debit (positive) to the PAYE & NI Control Account and as a credit to the Wages Control Account; Pensions deducted after tax could debit Wages Control and credit Pension Control; Student Loan Deductions could debit Wages Control and credit Student Loan Control etc.}}
+
=== Tax (PAYE) ===
 +
On a line on the list:
 +
* In the {{DataPrompt|Centre}} column, enter the Wages Control Account centre.
 +
* In the {{DataPrompt|Debit}} column, enter the Total Tax for the period.
 +
* In the {{DataPrompt|Comment}}, enter a comment.
 +
{{Example|text={{DataValue|Tax M6}}.}}
  
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Now press {{KeyPress|escape}} and {{KeyPress|accept}} to post the journal.
+
On the next line:
 +
* In the {{DataPrompt|Centre}} column, enter the PAYE & NI Control Account and post the Total Tax in the {{DataPrompt|Credit}} column.
 +
* Press {{KeyPress|C-F6}} on the {{DataPrompt|Comment}} field to pick up the same comment as above.
  
 +
{{Note|text=This reduces the amount that you owe to the employees by the Tax figure since you owe this to HMRC.}}
  
 +
=== Employees National Insurance ===
 +
On a line on the list:
 +
* In the {{DataPrompt|Centre}} column, enter the Wages Control Account centre.
 +
* In the {{DataPrompt|Debit}} column, enter the Total Employees' National Insurance for the period.
 +
* In the {{DataPrompt|Comment}}, enter a comment.
 +
{{Example|text={{DataValue|EE NI M6}}.}}
  
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= Posting the payment of the Wages, PAYE and NI to the Inland Revenue =
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On the next line:
 +
* In the {{DataPrompt|Centre}} column, enter the PAYE & NI Control Account and post the Total Employees' National Insurance in the {{DataPrompt|Credit}} column.
 +
* Press {{KeyPress|C-F6}} on the {{DataPrompt|Comment}} field to pick up the same comment as above.
  
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== Paying the Wages ==
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{{Note|text=This reduces the amount that you owe to the employees by the Employees National Insurance figure since you owe this to HMRC.}}
−
* Go to "Nominal Ledger"->"Journal Entries"->"Cashbook Entry"
 
−
* Enter the Bank Centre (Z992) at the top of the screen and press {{KeyPress|enter}}.
 
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* The Money In/Out flag should be set to 'O' as you are paying money out of the bank account.  Press {{KeyPress|enter}}
 
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* Enter the date you are paying the money out.
 
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* In the centre field, enter the Wages Control Centre.
 
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* Enter the amount to pay (do not enter this as a negative value)
 
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* The comment should be the period e.g. M1 WAGES.
 
−
* Press {{KeyPress|escape}} and {{KeyPress|accept}} to post the journal.
 
  
−
== Paying the Inland Revenue ==
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=== Employers National Insurance ===
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* Go to "Nominal Ledger"->"Journal Entries"->"Cashbook Entry"
+
On a line on the list:
−
* Enter the Bank Centre (Z992) at the top of the screen and press {{KeyPress|enter}}.
+
* In the {{DataPrompt|Centre}} column, enter the Employers NI (P&L Overhead) centre.
−
* The Money In/Out flag should be set to “O” as you are paying money out of the bank account. Press {{KeyPress|enter}}
+
* In the {{DataPrompt|Debit}} column, enter the Total Employer's National Insurance for the period.
−
* Enter the date you are paying the money out.
+
* In the {{DataPrompt|Comment}}, enter a comment.
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* In the centre field, enter the PAYE & NI Control Centre.
+
{{Example|text={{DataValue|ER NI M6}}.}}
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* Enter the amount to pay (do not enter this as a negative value)
 
−
* The comment should be the period e.g. M1 PAYE & NI.
 
−
* Press {{KeyPress|escape}} and {{KeyPress|accept}} to post the journal.
 
  
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== Paying money to other bodies e.g. Student Loan Company, Council, CSA and Pension Companies ==
+
On the next line:
−
* Go to "Nominal Ledger"->"Journal Entries"->"Cashbook Entry"
+
* In the {{DataPrompt|Centre}} column, enter the PAYE & NI Control Account and post the Total Employer's National Insurance again in the {{DataPrompt|Credit}} column.
−
* Enter the Bank Centre (Z992) at the top of the screen and press {{KeyPress|enter}}.
+
* Press {{KeyPress|C-F6}} on the {{DataPrompt|Comment}} field to pick up the same comment as above.
−
* The Money In/Out flag should be set to 'O' as you are paying money out of the bank account. Press {{KeyPress|enter}}
 
−
* Enter the date you are paying the money out.
 
−
* The centre is the relevant code which you have been posting the payroll details to e.g. Student Loan Deductions.
 
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* Enter the amount to pay (do not enter this as a negative value)
 
−
* The comment should be the period e.g. M1 STUDENT LOAN.
 
−
* Press {{KeyPress|escape}} and {{KeyPress|accept}} to post the journal.
 
  
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== See Also ==
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=== Employees Pension Contributions ===
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*[[Posting Journals]]
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On a line on the list:
−
*[[Posting Cashbook entries]]
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* In the {{DataPrompt|Centre}} column, enter the Wages Control centre.
−
*[[What is a Nominal Code?]]
+
* In the {{DataPrompt|Debit}} column, enter the Total Employee's Pension Contributions for the period.
−
*[[Recommended Accounting Routines]]
+
* In the {{DataPrompt|Comment}}, enter a comment.
 +
{{Example|text={{DataValue|EE PENSION M6}}.}}
  
−
{{KB_Tags|wages, journal, HMRC}}{{KB_NL}}
+
On the next line:
 +
* In the {{DataPrompt|Centre}} column, enter the Pension Control Account and post the Total Employee's Pension Contributions again in the {{DataPrompt|Credit}} column.
 +
* Press {{KeyPress|C-F6}} on the {{DataPrompt|Comment}} field to pick up the same comment as above.
 +
 
 +
=== Employers Pension Contributions ===
 +
On a line on the list:
 +
* In the {{DataPrompt|Centre}} column, enter the Pension Charges (P&L Overhead) centre.
 +
* In the {{DataPrompt|Debit}} column, enter the Total Employer's Pension Contributions for the period.
 +
* In the {{DataPrompt|Comment}}, enter a comment.
 +
{{Example|text={{DataValue|ER PENSION M6}}.}}
 +
 
 +
On the next line:
 +
* In the {{DataPrompt|Centre}} column, enter the Pension Control Account and post the Total Employer's Pension Contributions again in the {{DataPrompt|Credit}} column.
 +
* Press {{KeyPress|C-F6}} on the {{DataPrompt|Comment}} field to pick up the same comment as above.
 +
 
 +
{{Note|text=Post any other values appropriately.}}
 +
 
 +
{{Example|text=Tax Credits should be posted in the {{DataPrompt|Debit}} column to the PAYE & NI Control Account and in the {{DataPrompt|Credit}} column to the Wages Control Account; Student Loan Deductions could debit Wages Control and credit Student Loan Control etc.}}
 +
 
 +
* Press {{KeyPress|ESC}} and {{KeyPress|Accept}} to post the journal.
 +
 
 +
==== Example Journal ====
 +
{{Information|text=Please click [[Media:Example.pdf|here]] to download an example of a Payroll Analysis and the journal to post.}}
 +
 
 +
=== Employment Allowance ===
 +
If you are entitled to [[How do I claim employment allowance?|employment allowance]] you will need to post an additional journal.
 +
 
 +
* In the {{DataPrompt|Centre}} column, enter the PAYE & NI Control Account centre.
 +
* In the {{DataPrompt|Debit}} column, enter the Employment Allowance which has been deducted from this period's NI contributions for the period.
 +
* In the {{DataPrompt|Comment}}, enter a comment.{{Example|text={{DataValue|EMP ALLOW M6}}.}}
 +
 
 +
On the next line:
 +
* In the {{DataPrompt|Centre}} column, enter the Employment Allowance (P&L Overhead) centre and post the value allowed again in the {{DataPrompt|Credit}} column.
 +
* Press {{KeyPress|C-F6}} on the {{DataPrompt|Comment}} field to pick up the same comment as above.
 +
 
 +
To check the value that has been allowed this period please view the [[How do I close a payroll period?#Employer Payment Summary (EPS)|'''E'''mployer '''P'''ayment '''S'''ummary (EPS)]].
 +
=== Posting the Payment of the Wages ===
 +
 
 +
==== Paying the Wages ====
 +
* Go to {{Menu|{{NL}}|Journal Entries}}
 +
* At {{DataPrompt|Entry mode}}, choose {{DataValue|Cashbook}}.
 +
* At {{DataPrompt|Money in/out}}, choose {{DataValue|out}} as you are paying money out of the bank account.
 +
* On the highlighted line, enter your Bank Centre.
 +
* On the next line:
 +
** In the {{DataPrompt|Centre}} column, enter the Wages Control Centre.
 +
** In the {{DataPrompt|Date}} column, enter the date you are paying the money out.
 +
** In the {{DataPrompt|Debit}} column, enter the amount to pay.
 +
** In the {{DataPrompt|Comment}}, enter a comment.
 +
{{Example|text={{DataValue|WAGES PAID M6}}.}}
 +
 
 +
* Press {{KeyPress|ESC}} and {{KeyPress|Accept}} to post the journal.
 +
 
 +
=== Posting the Payment to HMRC ===
 +
 
 +
==== Paying HMRC ====
 +
* Go to {{Menu|{{NL}}|Journal Entries}}
 +
* At {{DataPrompt|Entry mode}}, choose {{DataValue|Cashbook}}.
 +
* At {{DataPrompt|Money in/out}}, choose {{DataValue|out}} as you are paying money out of the bank account.
 +
* On the highlighted line, enter your Bank Centre.
 +
* On the next line:
 +
** In the {{DataPrompt|Centre}} column, enter the PAYE & NI Control Centre.
 +
** In the {{DataPrompt|Date}} column, enter the date you are paying the money out.
 +
** In the {{DataPrompt|Debit}} column, enter the amount to pay.
 +
** In the {{DataPrompt|Comment}}, enter a comment.
 +
{{Example|text={{DataValue|WAGES PAID M6}}.}}
 +
 
 +
* Press {{KeyPress|ESC}} and {{KeyPress|Accept}} to post the journal.
 +
 
 +
=== Paying Money to Other Bodies ===
 +
{{Example|text=Student Loan Company, Council, CSA and Pension Companies.}}
 +
 
 +
* Go to {{Menu|{{NL}}|Journal Entries}}
 +
* At {{DataPrompt|Entry mode}}, choose {{DataValue|Cashbook}}.
 +
* At {{DataPrompt|Money in/out}}, choose {{DataValue|out}} as you are paying money out of the bank account.
 +
* On the highlighted line, enter your Bank Centre.
 +
* On the next line:
 +
** In the {{DataPrompt|Centre}} column, enter the relevant code to which you have been posting the payroll details e.g. Pension Deductions.
 +
** In the {{DataPrompt|Date}} column, enter the date you are paying the money out.
 +
** In the {{DataPrompt|Debit}} column, enter the amount to pay.
 +
** In the {{DataPrompt|Comment}}, enter a comment.
 +
{{Example|text={{DataValue|PENSIONS M6}}.}}
 +
 
 +
* Press {{KeyPress|ESC}} and {{KeyPress|Accept}} to post the journal.
 +
 
 +
== See also ==
 +
* [[How do I run a payroll period?]]
 +
* [[Posting journals]]
 +
* [[Posting cashbook entries]]
 +
* [[What is a nominal code?]]
 +
* [[How do I journal a Covid19 grant?]]
 +
* [[Recommended accounting routines]]
 +
 
 +
{{KB_Tags|wages, journal, hmrc, gross, paye, national insurance, pension, tax, nett, payroll}}
 +
{{How}}{{KB_NL}}{{KB_PR}}{{ZN_Accounts}}

Latest revision as of 18:26, 13 May 2020

Summary

The following article explains how to post a wages journal using Journal Entries. You should have the following Nominal Centres (or similar) set up in Platinum:

  • Gross Wages (Sales,W/S,Parts etc) (Profit & Loss Indicator - Overhead)
  • Directors Remuneration (Profit & Loss Indicator - Overhead)
  • Employers NI (Profit & Loss Indicator - Overhead)
  • Employers Pension Charges (Profit & Loss Indicator - Overhead)
  • Wages Control Account (Balance Sheet Indicator - Asset/Liability)
  • PAYE & NI Control Account (Balance Sheet Indicator - Asset/Liability)
  • Pension Control Account (Balance Sheet Indicator - Asset/Liability)
  • Employment Allowance (Profit & Loss Indicator - Overhead)

More Information

There are three journals to carry out when dealing with wages:

  • First - to post the payroll costs, i.e. the Gross Wages and Employers NI.
  • Second - to transfer the money out of the bank account when you actually pay the employees.
  • Third - to transfer the money out of the bank when you pay the Inland Revenue.

Posting Payroll Costs

Go to " Nominal Ledger Journal Entries"

  • At "Entry mode", choose 'Multiple'.
  • At "Date", enter a suitable date for the journal.
The date the wages were processed.
  • Follow the steps below and post all entries on the same journal.

Gross Wages

On a line on the list:

  • In the "Centre" column, enter the centre for Wages. If you would like to split the wages into departments or separate Directors pay from employees then enter the appropriate centres.
  • In the "Debit" column, enter the Total Gross Pay for the appropriate centre.
  • In the "Comment", enter a comment.
'Gross M6'.

On the next line:

  • In the "Centre" column, enter the Wages Control Account centre and post the same Total Gross Pay again, but this time in the "Credit" column.
  • Press <Ctrl+F6> on the "Comment" field to pick up the same comment as above.

Repeat as many times as necessary if you are splitting Gross Wages into departments.

Tax (PAYE)

On a line on the list:

  • In the "Centre" column, enter the Wages Control Account centre.
  • In the "Debit" column, enter the Total Tax for the period.
  • In the "Comment", enter a comment.
'Tax M6'.

On the next line:

  • In the "Centre" column, enter the PAYE & NI Control Account and post the Total Tax in the "Credit" column.
  • Press <Ctrl+F6> on the "Comment" field to pick up the same comment as above.
This reduces the amount that you owe to the employees by the Tax figure since you owe this to HMRC.

Employees National Insurance

On a line on the list:

  • In the "Centre" column, enter the Wages Control Account centre.
  • In the "Debit" column, enter the Total Employees' National Insurance for the period.
  • In the "Comment", enter a comment.
'EE NI M6'.

On the next line:

  • In the "Centre" column, enter the PAYE & NI Control Account and post the Total Employees' National Insurance in the "Credit" column.
  • Press <Ctrl+F6> on the "Comment" field to pick up the same comment as above.
This reduces the amount that you owe to the employees by the Employees National Insurance figure since you owe this to HMRC.

Employers National Insurance

On a line on the list:

  • In the "Centre" column, enter the Employers NI (P&L Overhead) centre.
  • In the "Debit" column, enter the Total Employer's National Insurance for the period.
  • In the "Comment", enter a comment.
'ER NI M6'.

On the next line:

  • In the "Centre" column, enter the PAYE & NI Control Account and post the Total Employer's National Insurance again in the "Credit" column.
  • Press <Ctrl+F6> on the "Comment" field to pick up the same comment as above.

Employees Pension Contributions

On a line on the list:

  • In the "Centre" column, enter the Wages Control centre.
  • In the "Debit" column, enter the Total Employee's Pension Contributions for the period.
  • In the "Comment", enter a comment.
'EE PENSION M6'.

On the next line:

  • In the "Centre" column, enter the Pension Control Account and post the Total Employee's Pension Contributions again in the "Credit" column.
  • Press <Ctrl+F6> on the "Comment" field to pick up the same comment as above.

Employers Pension Contributions

On a line on the list:

  • In the "Centre" column, enter the Pension Charges (P&L Overhead) centre.
  • In the "Debit" column, enter the Total Employer's Pension Contributions for the period.
  • In the "Comment", enter a comment.
'ER PENSION M6'.

On the next line:

  • In the "Centre" column, enter the Pension Control Account and post the Total Employer's Pension Contributions again in the "Credit" column.
  • Press <Ctrl+F6> on the "Comment" field to pick up the same comment as above.
Post any other values appropriately.
Tax Credits should be posted in the "Debit" column to the PAYE & NI Control Account and in the "Credit" column to the Wages Control Account; Student Loan Deductions could debit Wages Control and credit Student Loan Control etc.
  • Press <Esc> and <Accept> to post the journal.

Example Journal

Please click here to download an example of a Payroll Analysis and the journal to post.

Employment Allowance

If you are entitled to employment allowance you will need to post an additional journal.

  • In the "Centre" column, enter the PAYE & NI Control Account centre.
  • In the "Debit" column, enter the Employment Allowance which has been deducted from this period's NI contributions for the period.
  • In the "Comment", enter a comment.
    		'EMP ALLOW M6'.

On the next line:

  • In the "Centre" column, enter the Employment Allowance (P&L Overhead) centre and post the value allowed again in the "Credit" column.
  • Press <Ctrl+F6> on the "Comment" field to pick up the same comment as above.

To check the value that has been allowed this period please view the Employer Payment Summary (EPS).

Posting the Payment of the Wages

Paying the Wages

  • Go to " Nominal Ledger Journal Entries"
  • At "Entry mode", choose 'Cashbook'.
  • At "Money in/out", choose 'out' as you are paying money out of the bank account.
  • On the highlighted line, enter your Bank Centre.
  • On the next line:
    • In the "Centre" column, enter the Wages Control Centre.
    • In the "Date" column, enter the date you are paying the money out.
    • In the "Debit" column, enter the amount to pay.
    • In the "Comment", enter a comment.
'WAGES PAID M6'.
  • Press <Esc> and <Accept> to post the journal.

Posting the Payment to HMRC

Paying HMRC

  • Go to " Nominal Ledger Journal Entries"
  • At "Entry mode", choose 'Cashbook'.
  • At "Money in/out", choose 'out' as you are paying money out of the bank account.
  • On the highlighted line, enter your Bank Centre.
  • On the next line:
    • In the "Centre" column, enter the PAYE & NI Control Centre.
    • In the "Date" column, enter the date you are paying the money out.
    • In the "Debit" column, enter the amount to pay.
    • In the "Comment", enter a comment.
'WAGES PAID M6'.
  • Press <Esc> and <Accept> to post the journal.

Paying Money to Other Bodies

Student Loan Company, Council, CSA and Pension Companies.
  • Go to " Nominal Ledger Journal Entries"
  • At "Entry mode", choose 'Cashbook'.
  • At "Money in/out", choose 'out' as you are paying money out of the bank account.
  • On the highlighted line, enter your Bank Centre.
  • On the next line:
    • In the "Centre" column, enter the relevant code to which you have been posting the payroll details e.g. Pension Deductions.
    • In the "Date" column, enter the date you are paying the money out.
    • In the "Debit" column, enter the amount to pay.
    • In the "Comment", enter a comment.
'PENSIONS M6'.
  • Press <Esc> and <Accept> to post the journal.

See also


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Keywords AND Misspellings
wages, journal, hmrc, gross, paye, national insurance, pension, tax, nett, payroll
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