Balances Tab

---

Use the Balances tab to define the transaction types that should be balanced tracked and/or have an accrual rule assigned. If a transaction type is balanced tracked, Greentree will keep a running total of the hours and dollar value of the transaction type for each employee it is assigned to. This would be used for transaction types such as Sick Leave, Annual Leave, RDO's and Long Service Leave.

If a transaction type is balance tracked, you can optionally have other transaction types that deduct from the balance of the accrued transaction type. Overdrawn warnings applies to both the accrued transaction type and any transaction types that deduct from it. There is no option to limit how much accrual is used by any of the deduct from transaction types.

Payroll leave accruals can also be set to optionally update the General Ledger as the accruals are processed. This is controlled by options in Module Control and on the Balances tab for leave transaction types. When enabled in Module Control, the accrual account and the selection for which accrual transactions to generate the journals for are made available on the Balances tab if the transaction type is enabled for balance tracking.

The expense mask should be set up as an expense account and the accrual account as a balance form liability account. During the termination process, a balance adjustment is created to reduce the leave balances to zero. A GL Journal is created to reduce the accrual account therefore, the expense account for the payout balance on termination transaction types must be set as Expense accounts. For Australian sites, the accrual for Annual Leave Loading can also be set to update to the general ledger.

You can also assign a default accrual rule for the transaction type. This accrual will then be assigned to employees who have the transaction type assigned to them in employee maintenance. The accrual rule may be changed for an employee, in employee maintenance, where required.

For New Zealand companies, annual leave is paid out at a percentage of the employees Gross Earnings and the settings for this are found on this tab.

To set this up, select the Apply Annual Leave accrual rule and enter the percentage required. Also select the transaction type that the paid out balance should be put to. The leave transaction type must be set as being entitled only paid out on termination.

When terminations are processed, the employee's gross earnings since their last anniversary date are calculated and multiplied by the percentage entered. If the entitled balance is negative, the amount of pay for those non entitled hours is deducted from the gross x percentage amount. This final amount is added to the payout transaction type.

Note: This transaction type must be a type of amount. When the entitled balance is negative for an employee, the normal transfer on termination is not performed.

These calculations are all performed on the Termination Wizard when you click the Payout Balances button.

Accrue balance

Select this option if you want the transaction type balance to accrue. When selected, this option enables the other options on this tab.

Deduct from

Select the transaction type that the leave will be deducted from.

Not accrued

Select this option if this transaction type is not accrued.

Included in balance

This field displays the transaction types whose balances are deducted from the balance of this transaction type.

Automatically create for New employee

Select this option to create the transaction type for each new employee record.

Allow all accrued balance to be used

Select this option to enable employees to use all leave against this transaction type, both accrued but not yet entitled and entitled leave.

Print accrual on pay slip

Select this option to print the accrual balances for the selected transaction type on the employees' pay slip.

Show next credit & entitled date in Employee Maintenance

Select this option to display the next credit and entitled dates on the Employee Balances tab and on the Scales form.

Note: If you select this option, Greentree  does a forecast, so you may need to set up calendars and standard hours per day depending on the system setup.

Accrual rule must be specified

Select this option if an accrual rule must always be specified for the transaction type.

Default Rule

Select a rule to use as the default rule for accrual calculations for the transaction type.

Create GL Journals for Accruals

Select this option to create accrual journals for the selected transaction type. This does not include journals or balances adjustments, except where the balance adjustment is part of a termination.

Create GL Journals for Revaluations

Select this option to create journals for revaluation lines for the selected transaction type.

Create GL Journals for Expiry

Select this option to create journals for expiring accrual values for the selected transaction type.

Accrued Balance (including entitled)

Select this option to payout the full balance of any leave owing on this transaction type when the employee is terminated. This includes leave that they have accrued, but are not yet entitled to.

Entitled Only

Select this option to payout only the entitled balance of any leave owing on this transaction type when the employee is terminated.

Nothing

Select this option not payout any outstanding leave.

Zero Balance

Select this option to create a balance adjustment to set the balance as zero when the employee is terminated.

Transfer to Normal Termination

Select the transaction type to transfer the balance to when the employee is terminated and the termination is a normal type termination.

Transfer to Special Termination (Australia Only)

Select the transaction type to transfer the balance to when the employee is terminated and the termination is a special type termination.

Apply Annual Leave accrual rule (New Zealand Only)

Select this option to apply the rules about annual leave payment on termination.

Percentage (New Zealand Only)

Enter the percentage of gross wages that should be paid out on termination. This is usually 8%.

Payout TT (New Zealand Only)

Select the transaction type that the payment of the annual leave on termination should be assigned to.

Note: This transaction type must have a method of Amount.

• Employee Maintenance
• Accrual Rule Maintenance

---