Paying Staff Expenses

This topic assumes you have already recorded the staff expense on PS Accounting. See for more information.

If a staff member has already been paid you need to post the manual payment in order to reconcile your bank account.

If the staff member(s) have not been paid, you can create a paylist to pay them by BACS.

Please see the applicable section for more information.

Posting a Manual Staff Payment

  1. Select Options > Document Input then select the relevant document type for the payment method in which they were paid - e.g. Cheque or BACS.

  2. On the Input Form drop down select Miscellaneous Payment.

    If the payment is a cheque payment, the Number field will need to be completed with the cheque number. All other document types will be automatically assigned a number.

  3. Enter the Date and Period the payment was made and select OK.
  4. When the payment screen opens, select the relevant Bank account where the payment was made from.
  5. Enter the Amount and Description of the payment.
  6. In the Nominal field, enter the 9560 nominal for the required location. E.g LLL9560. This is the Staff Expenses Control Account.
  7. In the Account field select the staff account for the payment.
  8. The Gross will be the full amount that is being paid.
  9. The VAT Rate should be X - Outside the scope as payments do not need to be included on the VAT return.
  10. The VAT Number and Prepayment fields do not need to be completed.

    The final input form should look something like the graphic below:
  11. Press Shift + F5 to post and allocate the payment to the relevant expense documents. For more information about allocating payments, see Allocating Posted Documents.

Paying staff via BACS paylist

    1. Select Options > Payments and enter a Paylist Name, Title and select BACS from the Media drop down list and select Add.

    2. Select on the Accounts button to bring up the Selection Criteria dialog.

    3. In the Nominal field, enter the location followed by 9560 for the Staff Expenses control account in both fields to only pay staff expenses and press OK.

      To pay multiple locations, leave the nominal fields blank.

    4. Select OK and complete the payment run in the usual manner. If you are unfamiliar with the payment run process, see Creating a Payment Run.