BAS Salary: A Step-by-Step Guide

In the program within the section "” Salary"” A simple personnel accounting and payroll system has been implemented: registration of hiring, transfers, and dismissals of employees, staffing tables, work schedules, timekeeping, and automatic payroll calculations – for both hourly and piecework systems.

This guide rearranges the reference material into a convenient a three-stage sequence . Go through them one by one – from the first launch to the cash payment.

The directories that everything consists of: information about people not associated with work duties is stored in the directory Individuals ; working conditions are described in reference books Positions , Types of accruals and deductions and register Staffing schedule ; The following are used to calculate time: Work schedules .

1.1. Enabling the subsystem and necessary options

Before entering data, you need to enable payroll accounting capabilities. In this configuration, they are saved as constants , so the fastest and most reliable way to find the required constant is through the service menu «Functions for a technical specialist» .

Method 1 (recommended) – via «Technician Features»

Using inclusion as an example accounting for income tax and contributions (NDFL) :

1. Open the service menuIn the main menu of the program (button ☰ in the upper left corner) select Functions for a technical specialist .
2. Find the constantIn the search box at the top right, enter Form of tax on income of deposits.
3. Open the foundThe following line will appear in the results: Keep records of income tax and contributions (Constants) - select it and press the button Open .
4. Turn on and saveCheck the box and save the constant value. After this, the Payroll tab will become available in the Payroll document. Personal income tax .

Other options that are also included

Other features of the salary subsystem are enabled in the same way (searching for the required name in the «Functions for a technical specialist»):

1.2. Handbook "Types of accruals and deductions »

These are the building blocks of a salary: salaries, bonuses, allowances, as well as deductions and taxes. OpenSalary → References → Types of Accruals and Deductions.

For each element, the switch is selected type – accrual or retention - and it is indicated cost account , to which the amount relates.

Calculation formula

Icon opens a formula editing window where you can determine how exactly the accrual or deduction amount is calculated.

The formula may include elements of the "Calculation Parameters" directory« (see paragraph 1.3), numbers (the decimal separator is a period ".") and functions .

1.3. "Calculation Settings" Directory« data source for formulas

Calculation parameters are saved data sampling rules , which are substituted into formulas when calculating wages. OpenSalary → Directories → Calculation Parameters.

By default, the program already has predefined parameters:

Each element actually contains request template to retrieve a specific value from the database. The query can be composed in two ways.

Creating a request through the wizard

When creating a new parameter, you can specify data sources, selection periods, and an indicator, and then the query will be generated automatically.

1. On the bookmark Data The data sampling period is indicated and the indicator is noted.

   

2. On the bookmark Selection The selections are superimposed on the sample. Select a data source → Add a new item → field → comparison type and value.

   

3. On the bookmark Request You can view the result and, if necessary, edit it (button Edit request ).

   

1.4. Directory "Positions"«

Create a list of company positions—they will be needed for the staffing schedule and for hiring. A directory of information describing working conditions, along with "types of accruals and deductions," forms the basis of HR records.

1.5. Work schedules for the timesheet and calculation

Directory Work schedules Contains all enterprise schedules assigned to employees. OpenSalary → Directories → Work Schedules. The graphs are constructed on the basis of production calendar and can be used both for the company as a whole and for individual departments (for example, the work schedule of a team).

For the schedule, the name, period, filling method and filling template .

In the schedule template you can set graph type :

• Days of the week — the filling is linked to the days of the week, regardless of the calendar's date frequency. By default, it is filled with a five-day period.
• Replaceable (arbitrary) — the frequency of working days (cycle days) must be specified; not tied to days of the week or holidays.

The template also allows you to configure the schedule: the start and end of the workday, breaks, and the inclusion of holidays as days off.

1.6. Staffing schedule

Register of information Staffing schedule opens atPayroll → Personnel Management → Staffing Schedule(available after enabling the option of the same name – see section 1.1).

The form consists of two parts: on the left is a tree of the organization's structural divisions (selected from the list box above), and on the right is a list of positions within the selected division. For each position, the following information is provided:

• number of bets;
• type of accrual or deduction;
• range of wages and currencies.

The report shows summary information about the staff and vacancies Staffing schedule (Salary → Analytics).

✅ Checklist: Payroll accounting is set up

• Options included inSettings → Salary(income tax, staffing schedule, part-time work – if necessary).
• The necessary ones have been created types of accruals and deductions with expense accounts and formulas.
• Checked/configured calculation parameters (tariff rate, standard days/hours, fixed amount).
• The directory is filled in Positions .
• Created work schedules based on the production calendar.
• Completed staffing schedule (rates, salary ranges) – if applicable.

2.0. Document flow diagram

Below is a diagram of the interaction of documents involved in the procedure for calculating and accruing wages.

The logic is this:

• For hourly Payments must take into account the time worked - this is entered in the document Timesheet ;
• For piecework Payments take into account production – documents Piecework outfit And Work order (piecework pay is also calculated based on them);
• automatically filled in according to the timesheet data payroll ;
• for payment is formed payroll , on the basis of which it is registered cash expense .

2.1. Recruitment

The job responsibilities of specific individuals and the terms of payment are recorded in documents. Recruitment And Personnel transfer (Payroll → Personnel RecordsThe "Hiring" document records the hiring of employees, as well as the need to calculate accruals and deductions for them.

1. Document headerPlease indicate your employer company.
2. The Employees tab«Place employees from the directory Employees . Each new employee is automatically assigned a unique personnel number (shown next to the full name, separated by a comma). For each, please indicate the department, position, number of positions held, and work schedule.
3. Type of employmentUse the switch to determine: main place of work or part-time work (if the "Part-time job" option is enabled).
4. Accrual and Deductions tab«This displays the accruals and deductions of the selected employee with the planned amount, currency and expense account.

2.2. Personnel transfers

After acceptance, all changes in payment terms and personnel changes are recorded in documents. Personnel transfer . Before filling out, please select type of operation : Change of payment terms or Moving and changing payment terms .

On the tab employees The employees and new working conditions for them are listed on the tab Accrual and withholding - a list of accruals and deductions of the selected employee.

2.3. Dismissal

Dismissal is registered with documents Dismissals (Payroll → Personnel Records).

In the table field, enter the list of employees to be dismissed and indicate for each one date And reason Dismissal. From the specified date, automatic accruals and deductions for the employee cease.

2.4. Employee work schedule

The work schedule of a specific employee reflects deviations from the standard schedule: transfer of days, absence without pay, lateness, and overtime. The schedule is available from employee cards via the corresponding hyperlink.

Schedules are configured based on calendar days or variables, taking into account the start/end of the workday, break times, and holidays. They are used to fill out timesheets and calculate payroll.

2.5. Timesheet

Documents Timesheet is designed to enter information about the use of working time. JournalSalary → Timesheets.

1. Division and periodSpecify the subsection and registration period (the first date of the month for which the timesheet is entered).
2. Input methodUse the switch to select Daily or For the period generally.
3. List of employeesEnter the department employees and information about the hours worked. Button Fill in fills out the document automatically.
4. Source of fillingThe timesheet can be filled out by production calendar or by employees' work schedules — in the second case, all deviations from the personal schedule are taken into account (transfer of days, lateness, overtime).

2.6. Payroll key document

Document Payroll is intended for calculating wages (at the end of the month) and assigning them to expenses. JournalSalary → Payroll.

1. Period and organizationSpecify the registration period (date of the month for which payment is calculated), organization and department.
2. Filling out the tableThe table field is populated with a list of employees, indicating their position, type and amount of accrual, and the billable period of employment. For each line, the expense account is indicated, along with the line of business and customer order, if applicable.
3. Automatic calculationButton Fill out and calculate Entering data and calculating the amount. Recalculate – button Recount . Calculation parameters are taken from the “Calculation parameters” directory (see section 1.3).
4. Taxes (personal income tax)On the tab Personal income taxes (PIT) The amount of accrued tax is indicated manually (if the corresponding option is enabled).

2.7. Payroll

Document Payroll prepares salary payments (advance payments) and generates the printed form of the payroll. Opens forSalary → Salary → Payroll.

Employees with accrued amounts are entered into the table field. The document can be filled automatically using the button Fill with the rest .

2.8. Payment of wages (Cash disbursement)

The fact of payment is recorded in a document. Cash disbursement with the type of operation Salary . Cashless payment of wages is also provided.

3.1 How it works in the Small Business configuration

In the simplified salary subsystem there are no separate documents for "Vacation" and "Sick Leave"« With automatic calculation of average earnings. Therefore, vacations and sick leave are processed according to a uniform logic:

1. start certain types of accruals «Vacation» and «Sick Leave» (one-time – at the setup stage);
2. reflect the days of absence in report card the appropriate type of time (to reduce the time worked);
3. calculate average earnings according to the legislation (manually or by calculation parameter);
4. enter the received amount into the document Payroll on a separate line;
5. pay out through "Payment statement" and "Cash disbursement".

3.2. Preparation (performed once)

Step A. Types of accruals

In the directory Types of accruals and deductions (p. 1.2) create elements:

• Vacation pay - type Accruals , the expense account is the same as for the basic salary; the calculation method is fixed amount (the value is set during calculation);
• Sick leave (at the employer's expense) – the first days of incapacity;
• Sick leave (at the expense of the Pension Fund) — other days (a separate view is convenient for reporting and invoicing).

Step B. Types of time in the timesheet

Make sure that the time type classifier has marks for vacations And temporary disability (sick leave) — they will be needed to correctly reflect the days of absence in the timesheet and not charge the regular salary.

3.3. Vacation – step by step

1. Determine the billing periodUsually it is 12 calendar months , preceding the month of vacation (or the actual time worked if the employee works less than a year).
2. Collect your total earningsSummarize the payments included in the average calculation for this period. The data is conveniently taken from the report. «Accrual and Deduction» .
3. Calculate the average daily earnings
   Resolution of the Cabinet of Ministers No. 100 – vacation pay

   Average daily salary = Salary for 12 months. ÷ (365 − holy days/non-working days)
4. Calculate the amount of vacation pay
   Amount to be accrued

   Vacation = Average daily salary × number of calendar days of vacation
5. Display days on the timesheetIn the document Timesheet (Section 2.5) For vacation days, indicate the time type as «vacation» rather than hours worked, so that regular pay is not charged for these days.
6. Enter the amount in "Payroll"«Add a line with the accrual type vacation pay and enter the calculated amount (as a fixed amount). Specify the expense account.
7. Withhold taxesOn the tab Personal income tax Please take into account income tax (and military tax) on the vacation pay amount.
8. Pay outMake a payment via payroll → Cash disbursement (clauses 2.7–2.8). Vacation pay is paid no later than 3 days before the start of the vacation.

3.4. Sick leave – step by step

1. Determine the billing periodFor sick leave, the average is usually considered to be 12 calendar months before the month of onset of incapacity for work (or for the period actually worked).
2. Calculate the average daily earnings
   Average for sick leave

   Average daily salary = Salary for the payroll period ÷ number of calendar days in the period (excluding «unaccountable» days)
3. Take into account the insurance period (percentage of payment)

   Insurance experience	% from average
   up to 3 years	50%
   from 3 to 5 years	60%
   from 5 to 8 years old	70%
   more than 8 years	100%

4. Split payments by sourceThe first ones 5 days disability pays employer , With 6th day – fund (PFU) . That is why two types of accrual are convenient (clause 3.2).
   Amount of assistance

   Doctors = Average daily salary × number of calendar days of illness × % length of service
5. Display days on the timesheetВ Timesheet For days of illness, indicate the type of time as temporary disability.
6. Enter amounts in "Payroll"«Add lines with views Sick leave (employer) And Sick leave (PFU) and enter the corresponding amounts.
7. Withhold taxes and payAccount for personal income tax and military tax on the Personal Income Tax tab, then pay it along with your salary via "Payroll" → "Cash Expense".

✅ Tips and common mistakes

• Be sure to display vacation/sick days in report card – otherwise the program will charge the regular fee for them and you will end up with a double charge.
• Here you go certain types of accruals for vacation and sick leave - this simplifies reporting and distribution to accounts and funding sources.
• Before calculating the average check the list incoming/non-incoming payments with the current version of Resolutions No. 100 and No. 1266.
• Save calculation of the average (in a separate file or calculation parameter) – will be needed for checks.
• Don't forget about military assembly and current personal income tax rates when filling out the personal income tax tab.

All reports are opened via a hyperlink. Reports divisionsAnalytics. A list filtered by tag opens. Salary (All reports set).

List of employees

Display of personnel information, planned accruals, passport data, and contact information. Modes: List of employees , Planned accruals to employees , Passport details , Contact information .

Accrual and withholding

Displays employee accrual and deduction data, broken down by accrual/deduction type. Data is grouped by department. Convenient for collecting earnings when calculating vacation pay and sick leave.

Settlements with personnel

Displays the status of wage arrears for the selected period. Data is shown in hryvnia and foreign currency.

Time worked

Summary data on working time accounting based on documents Timesheet . Two modes:

• Before the days – daily working time costs for the period; grouped by departments.
• Overall for the period – total costs detailed down to the time type on a specific date; grouped by employees and departments.

This guide is based on the methodological materials in the "Salary" section of the Business Automation Software for small companies (PROF) configuration. The procedure for calculating vacations and sick leave is presented in accordance with Ukrainian legislation as of the date of preparation; please verify rates, percentages, and payment schedules against current versions of regulations.