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Overview

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. By allowing the user to record sales to employees, these transactions create payroll deductions. Therefore, Employee Sales can be used to create reimbursements in the host system via entering negative arrears. 

Prerequisites

Required Prerequisites

Before entering an Employee Sale, the user must complete the following:

  • Employee Setup
  • Financial Account Setup

Optional Prerequisites

  • Set the Purchasing Preference for “Enable Real Time Integration” to “Yes”. This user guide assumes that the preference is set to “Yes”. If the preference is set to “No”, then the events in Step 3 will not occur.
  • Set the Purchasing Preference for “Default Payroll Deduction” to “Employee Purchases”

Understanding the data flow

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.

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

Step 1: Entering the transaction in NorthScope.

Entering a new transaction

From NorthScope, expand the Purchasing module on the navigation menu and select “Sales”. This will open the Purchasing Sale List View, which displays all purchasing sales with a status of New, Approved, or Ready to Post.

Click the “New” toolbar icon and select “Employee Sale” to open a blank record view.

Completing the header fields

  • Description: An optional field for a description of the transaction.
  • Doc Date: Identifies the date of the sale or return.
  • Doc No: An optional field for a document number. If entered, the Doc No must be unique by transaction type.
  • Sold To: Select the employee being sold the item(s) or returning the item(s).
  • Status: This field is to select the status from the following options:
    • New - This is the default.
    • Approved - Used when there is a two-step process for finalizing transactions. Setting the status to “Approved” disables all editable fields except Status.
    • Ready to Post - Used when the user is ready to post the transaction. Setting the status to “Ready to Post” disables all editable fields including status.

Adding line items

By default, new employee sales open with 5 blank rows for data entry. Complete the data entry by adding one line for each transaction.

Required line item fields

  • 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.

Step 2: Finalizing the transaction in NorthScope.

Changes can be made to a transaction until it is finalized. To finalize a transaction, the user will need to change the status to “Ready to Post”. In some companies, posting is a two-step process where transaction(s) are “Approved” by one person and posted by another.  

Approving the transaction

This step is optional and is used for companies that require a two-step process where there the person who approves the transaction cannot be the same person that posts the transaction.

To approve a transaction open it from the list view, change the status to “Approved”, and click the “Save” icon on the header toolbar. In addition to the validations performed each time the “Save” icon is clicked, there are additional validations that are performed:

  • Ensures there is at least one valid line item on the transaction
  • Ensures that all default GL Accounts can be assigned.

Once the status has been successfully updated to “Approved”, all the editable fields, with the exception of Status, will be disabled.

Finalizing the transaction

When the transaction is ready to be finalized, the user must open it and change the status to “Ready to Post” and save the transaction. Setting the invoice to “Ready to Post” does the following:

  • 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.

Step 3: Posting and reviewing the transaction entries in the host system.

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”. 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).

Journal entries for positive sale line items

  • One debit line showing the summarized amounts for the employee “Accounts Receivable” account. The GL Account comes from the employee’s “Accounts Receivable” account in the host system.

  • One credit line showing the summarized amounts for each unique “Sale Account” on the transaction.

Journal entries for negative sales line items (Returns)

  • One debit line showing the summarized amounts for each unique “Sale Account” on the transaction.
  • One credit line showing the summarized amounts for the employee “Accounts Receivable” account. The GL Account comes from the employee’s “Accounts Receivable” account in the host system.

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.

 

In addition, an Arrears Transaction Entry will be posted in the host system’s HR & Payroll module under the employee for each transaction line item.

Arrears transactions for positive sale line items

  • One arrears deduction for each sale line item under the “Payroll Deduction Code” specified on the transaction line item.

Arrears transactions for negative sale line items (Returns)

  • One negative arrears deduction for each return line item under the “Payroll Deduction Code” specified on the transaction line item.

Step 4: Reviewing in NorthScope.

Whether or not Step 3 is complete, the following will occur in NorthScope:

  • The posted Employee Sale(s) will automatically update from “Ready to Post” to “Posted” and will no longer be visible in the Purchasing Sale List View.

 Once Step 3 is complete, the following will occur in NorthScope:

  • The NorthScope journal entry will update from "Ready to Post" to "Posted" and will no longer be visible in the Financial Journal Entries List View
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