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What payroll options do I have to separate employees?

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Summary

I am doing payroll and want to keep track of payroll expenses by job categories, locations or groups of employees.

Description

Departments

  • A department allows the company to assign employees, inventory, vendors, customers to be allocated to a department.
  • Any transaction containing a record attached with a department will have their respective journal entries marked into the department.
  • In all financial reports, accounts are then subdivided in departments.
  • Follow article DocLink: How to setup Departments and what are departments? on how to setup departments.
Categories:
  • A Job category allows you to pull payroll reports based on the category each employee is assigned to.
  • Job categories can not be pulled up on a GL report like Departments and Expense Groups can.

Expense Groups:

  • An expense group allows you to link expense accounts to different ones compared to the default payroll linked accounts.
  • This applies to Incomes, Taxes, User-defined Expenses.
  • This does not apply to Deductions.

Cause

Resolution

Preliminary notes:

  • For an explanation on Departments, Job Categories and Expense Groups, read the Additional Information section before implementing the steps below.

Option 1: Departments

  1. Open the Employee record.
  2. Select the Personal tab.
  3. Select the Department the employee belongs to.

Option 2: Job Category

  1. Select Setup, Settings, Payroll, then Job Categories.
  2. Add a new category under Job Category.
  3. Fill in each column accordingly.
  4. Select Assign Job Categories.
  5. The Job Category Information window appears.
  6. Select the Job Category you want to start assigning to.
  7. Move employees on the left to the right that you want to assign to this category.
  8. Select OK.
  9. Select OK.
  10. Repeat from step 1 for additional job categories.

Option 3: Expense Group (Premium or higher)

  1. Select Setup, Settings, Payroll, Linked Accounts, then Expense Groups.
  2. Select the checkbox My company uses Payroll Expense Groups.
  3. Select Add.
  4. Enter the expense group name.
  5. Double-click on the expense group name to open the expense group details or single click on the 3 little dots on the right
  6. The Payroll Expense Group Accounts window appears.
  7. Setup specific linked accounts for each used Incomes, Taxes, User-Defined Expenses.
  8. Select OK.
  9. Select OK.
  10. Open the Employee record.
  11. In the Personal tab, on the Expense Group line, select the Expense Group this employee belongs to.
  12. Repeat steps 10 to 11 until all employees are set up with an expense group.
DocLink: How to setup Departments