Dynamics NAV Coffee Break: Employee Ledger Entries
Submitted by Gwendolynn Massie
The latest release of Microsoft Dynamics NAV, NAV 2018, offers a new feature called Employee Ledger Entries. This feature allows you to pay your employees with the same ease and efficiency as a vendor. Gwen demonstrates how to use this functionality to improve your efficiency. She walks through how to edit an Employee Card, update the General Journal, and more. She also highlights the new Suggest Employee Payments option in this how-to video.
Below is a transcript of the video for your convenience:
Welcome to today's coffee break. Today,we're discussing a new feature that became available in NAV 2018 and it's called Employee Ledger' or Employee Ledger Entries. So let me just show you the employee card.
Here I have a list of my employees and we're gonna go ahead and bring up Annette's employee card in NAV, and one of the fields is on the employee card is on the payments fast tab and that is the employee posting group, so this posting group points to let me show you the payables account I have setup in my general ledger in my chart of accounts. I've got an employee's payable account so let me show you where that comes into play.
I'm going to go ahead and create a journal entry for this particular employee and I'm just going to pretend that I'm putting in expenses and what that will do is I can actually post it to their account and then I can go to the payment journal and suggest employee payments and I can cut checks.
What's nice about this is I often see vendor tables that are filled with employees because people want the ability to cut checks for the employees so this separates that. Let me just show you where you see it. In the journals if I just go to my general journal, I create a batch for my employee expenses - you don't have to but I did - and I open it up. Here's what it looks like. This is what's new if you go to the account type you use to have these; GL account customer, vendor bank, fixed asset, IC partner.
And now you have employee as an option so you'll choose employee and now you'll have the list of employees to select from.
So we're selecting a net now I can change the description to be something other than her name something that's more meaningful.
And there we go and then I just choose my expense account for travel there we go, and now I'm all set.
Once you've entered all the different expenses in this general journal selecting your account type is employee you just post it like you normally would.
There we go and now if I go to my payment journal, I see this new button which is a new process which is suggest employee payments. I don't have to use this just like I didn't have to suggest vendor payments. I could go in here and do the same thing where I choose an account type, employee and I type them in.
But this is kind of a nice feature because it will go look at all the journal entries and see what's been paid and hasn't been paid on the employee and it will bring it into into the body of this screen. So I'm gonna go to "suggest employee payments" and I can choose if I want to summarize it or break it out line by line. These are the same options that you have in the suggest vendor payment screen and I just want to put in my posting date a starting document number which will be replaced by the check number.
And I'm going to say that the money is coming out of this bank account and we are doing computer checks here.
So I click OK, and now it has suggested that I create checks for Annette in the amount of $200 and John in the amount of six hundred forty seven dollars. If I look at the applies to option, I will see that that is that entry that we just posted in the general journal for the expense.
Once you cut the check, let's go back to the employees. You can then go to the employee card and go to their ledger entries and you can see the expenses that you entered and the payments that were applied to those.
And just like any other screen in Navision, you can go to the applied entries and see which transactions that payment was applied to. You have the un-apply option so you can un-apply things and reapply them, just like you would in a normal ledger entry.
And of course I can drill down now and see the GL impact of this entry if I navigate. My GL entry show srelated entries and I see here with my expense account for travel and we're back to that employees payable account that we set up on the employee card.
So I just want to show you some new functionality it's always exciting to get with the new releases so I want to share that with you.
I hope you enjoyed today's coffee break.
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