Setting up an Accumulator

ANSWER ID:22808

Accumulators are great to use for staff that make purchases from your company or borrow money, etc. By setting up an accumulator you will be able to deduct the money from the employee's pay and Payroll will automatically stop the deductions when the loan has been paid.

Accumulators can also be useful to:

Record Time Off In Lieu of Overtime (TOIL) - see Recording time off in lieu of overtime for more information.
Record Long Service Leave (LSL) - see Setting up a Long Service Leave Accumulator for more information.

Applying an accumulator to an employee is a short process of creating the new accumulator and pay code, attaching the two together, and finally applying it to the desired employee.

1. Create a new Accumulator

Go to the Payroll menu and choose Maintain Accumulators.
Click New.
Enter the Accumulator Code and Description as shown in the following example:
Click OK.

2. Create a new Pay Code

Go to the Maintenance command centre and click Maintain Pay Codes.
As the Pay Code Type, select Post-Tax Deductions.
Enter a Pay Code and Pay Code Description as shown in the following example where the code and description incorporate the employee's name and initials:
Click OK.
Click the newly created pay code in the General tab.
Select the option Allow rate to be modified when entering pay details. Leave the Pay Code rate is based on employee's payrate option as None as shown below:
Click the Other tab.
Select the option Include on Direct Credit Schedule and enter the required Bank account number and reference details for re-payments to be made to. See our example below.
.

3. Attach the Accumulator to the Pay Code

Still within Maintain Pay Codes, click the Accumulator tab of the new pay code.
In the Accumulate quantities to field, select the newly created LOAN Accumulator and leave the default option Decrease Accumulator balance as shown below:

4. Add new pay code to employee's pay/default totals

Go to the Maintenance command centre and click Maintain Employees.
Click Select Employee.
Click the employee who is repaying the loan then click OK.
Click the Pay Defaults tab.
Click New.
Select the newly created LOANBJ pay code.
Enter the required amount to be deducted each pay in the Quantity column. This must be entered to ensure the accumulator value decreases correctly.
Enter 1.00 in the Rate column and leave the Type as Variable. See our example below:

5. Attach the accumulator to the employee

Still within Maintain Employees, click the employee's Accumulator tab.
Select the newly created LOAN accumulator.
Enter the balance (if any) of the accumulator.
[Optional] Select the option Show on Payslip. See our example below:

The Accumulator is now set up and ready to automatically deduct the required repayments and keep a record of any payments made.

This LOAN accumulator can be used for multiple employees, but a separate loan pay code is required for each individual employee.