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The Employee Sale transaction is used to record sales to employees. These transactions upload to the host system as a transaction entry in the Financial module and an arrears transaction entry in the HR & Payroll module, if the integration is turned on. By allowing the user to record sales to employees, these transactions create payroll deductions. 

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An employee sale transaction can be used to record sales transactions to employees and returns from employees. When the transaction status is changed to “Ready to Post,” a NorthScope employee deduction journal entry is created and sent to the host system as a transaction entry in the Financial module and an arrears transaction entry is created in the host system’s HR & Payroll module for the employee. The integration only occurs, when integration setup for Employee Arrears and Journal is set to Timed/Immediate.

To view the data flow of Employee Sale transactions, click here.

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• Description: Offers a description of the line item being sold or returned. This field defaults once the item has been selected.
• Extended: This field is read-only and displays the product of the price per UOM and the quantity. 
• Item: Select the item being sold or returned. This field offers a lookup of all active items.
• Payroll Deduction Code: Select the payroll deduction code the employee deduction will integrate under.
• Price: Enter the price per UOM for the line item. Prices must be greater than or equal to 0. This field defaults to 0.
• Quantity: Enter the amount of the line item being sold. This field defaults to 1.
  • Note: If the customer sale is recording a return, the user must use the Quantity field to record the negative (i.e. -1) and enter the absolute value of the price of the item(s) to be returned in the Price field. For example, a return of $500 would be entered by placing a -1 in the Quantity field and a positive 500 in the price field.
• Sale Account: Select the sale account to be credited on the line item journal entry. This field defaults once the item has been selected.
  • Note: If the customer sale is recording a return, the sale account will be debited.
• UOM: Select the unit of measure for the line item. This field defaults once the item has been selected.

Note: If a Tax Class is selected, a line item will auto-populate in the grid to display the total amount of taxes applicable to the transactions. This line item is not editable by the user. 

Step 2: Recording payments/refunds on the transaction. (Optional)

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Once the payment has been entered and the transaction is saved as 'Ready to Post,' a journal entry will be sent to the host system, if the integration is turned on.

Note: If payments/refunds are recorded, each payment/refund value must correspond to the overall transaction amount value. For example, if the overall transaction amount is positive, then each payment/refund amount value must also be positive. Alternatively, if the overall transaction amount is negative, then each payment/refund amount value must also be negative. 

Step 3: Finalizing the transaction in NorthScope.

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• Validates the same conditions as the approval status and locks down all editable fields including status.

• Updates the transaction status to Posted and removes it from the list view.

• Creates the NorthScope Employee Deduction journal entry and sends it to the Host System, if the integration is turned on.

Step 4: Posting and reviewing the transaction entries

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For every Employee Sale a journal entry will be made in the host system if the Purchasing Preference for “Enable Real Time Integration” is set to “Yes” and the integration setup for Employee Arrears and Journal is set to Timed/Immediate. The journal entry will appear in the host system's Financial module as a Transaction Entry in the batch titled NS followed by the year, month, and day with the following format: NS: YY_MM_DD. For example, if the Employee Sale was integrated on July 14, 2015, the Batch ID for the transaction entry would be NS: 15_07_14. 

Each Employee Sale journal entry description will be the NorthScope journal entry number followed by the NorthScope transaction ID followed by the NorthScope transaction name (i.e. 12345: INV123456 Emp Sale).

If the Integration Setup for Employee Arrears and Journal is set to None, the transaction is set to "Posted" when saves as "Ready to Post".

Journal entries for positive sale line items

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Once the user is satisfied that all the GL Distributions are correct, the user can post the batch in the host system.

Note: Although this step is required, it does not need to be done for each transaction. Posting can be done nightly or as needed.

Arrears transactions for positive sale line items

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