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Payroll (Document)

To start accounting for payroll, maintain the respective Accounting settings:

  • Expense account
  • Liability – the account to be used for entering liabilities to employees
  • Personal tax – the account to be used for entering liabilities to tax authorities

Payroll is the document, where you can:

  • record wages and salaries
  • record additional earnings (such as bonuses)
  • withhold deductions or taxes payable by the employee (such as income tax)
  • accrual for presonal-related company taxes
  • generate payroll payment.

Create Payroll document #

Before creating a payroll document, create Earnings and Deduction types!

  1. Navigate to Payroll – Documents – Payroll
  2. Click Create
  3. Choose the Department (optional) and time period. Time period can be custom, e.g. two weeks or a week. Built-in check will not allow to account for the same Employee and the same time period twice.
  4. Number of work days will be calculated automatically based on the Working calendar (adjust the Calendar if needed)
  5. Click Fill to fill in the list of Employees, hired before the date of the document
  6. Adjsut the number of days actually worked to record for Base salary

Accounting #

Wages and salaries within Payroll document create the following transactions in the General Journal:

Record Additional earnings #

  1. In the column Additional earning choose the respective Earning type
  2. If earning type is calculated based on days actually worked, the amount will be calculated automatically
  3. If earning type has manual input, fill in the amount

Accounting #

Additional earnings within Payroll document create the following transactions in the General Journal:

Record Company taxes #

  1. In the column Company taxes choose the respective Deduction type
  2. If the deduction type is calculated based on precentage, the amount will be calculated automatically
  3. If deduction type has manual input, fill in the amount

Accounting #

Company taxes within Payroll document create the following transactions in the General Journal:

Record Deductions #

  1. In the column Deductions choose the respective Deduction type
  2. If the deduction type is calculated based on precentage, the amount will be calculated automatically
  3. If deduction type has manual input, fill in the amount

Accounting #

Dedutions within Payroll document create the following transactions in the General Journal:

Record Personal income tax #

  1. Navigate to Payroll – Lists – Personal Income Tax ans specify the PIT rate and deduction.
  2. In the column Personal income tax, the tax will be calculated automatically.

Accounting #

Personal income tax within Payroll document create the following transactions in the General Journal:

  • Debits: Payroll liability (default account set in Accounting settings)
  • Credits: Personal income tax liability

Please refer to a separate article on how to create a payroll payment.

Import the Payroll Document #

Importing payroll documents saves time by avoiding duplicate calculations and manual entry in the accounting system. It reduces errors through validated external processing and ensures better compliance with complex regulations.

  1. Please make sure that required Earning types, Deduction types and Employees are entered into the system.
  2. Create a new Payroll document and specify the time period.
  3. Click Import from file.
  4. The Import window opens, showing the columns required for import. Click Edit template to add more columns and tick the additional columns. Use the arrows to change the order of the columns. The minimum information required for import includes the Employee, the Earning type with its amount, and/or the Deduction type with its amount.

5. Fill in the table manually or copy and paste data from a spreadsheet.

Or select From File and Save the template to your computer. Fill in the table and then click Import spreadsheet

6. Tick the checkbox Cells contains value to select the data from the dropdown list.

7. Click Next after filling in the table. The result of the import will be displayed.

8. Save the document.

9. Imported Payroll documents are marked with a pencil icon:

When importing a payroll document, AccountingSuite performs no independent payroll calculations. Only the imported values are posted directly to the General Ledger accounts. Verify all payroll data externally for accuracy and compliance before import.

Payslip #

Payslips in AccountingSuite are generated as separate sheets for each employee listed in the Payroll document, providing compliant breakdowns of individual earnings, deductions, taxes, and net pay.

From any Payroll document, navigate to Print > Payslip and run the form to instantly produce these personalized payslips. Users can further customize the output by editing the print form template (see print form templates documentation) to match specific business requirements, local regulations, or branding needs.

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