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Adding & Editing Sub Ledger - Employee in Ginesys HO

Owned by Deepankana Roy (Unlicensed)
Last updated: Jul 13, 2022 by Subhasree Banerjee (Unlicensed)
6 min read

Any organization unavoidably and definitely has financial interactions with its employees and thus are considered as a sub ledger. Companies may both buy from and sell to their employees, such transactions can be reflected in Sub ledger - Employee. All the transactions of each employee are recorded in respective sub ledger. This ledger is called Sub Ledger Employee.

This article describes how to manage Sub Ledger - Employee in Ginesys HO. 

 Add Sub Ledger - Employee

Prerequisites

  1. The user's role must have access to the Sub Ledgers - Employee feature by enabling Add application operation in Admin - Security - Roles through Finance - Setup - Chart of Account.

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web > Finance > Chart of Account > Sub Ledger - Employee.

  2. Sub Ledger - Employee module opens.

  3. Click on Add button.

  4. Add Sub Ledger - Employee window opens.

  5. Fill the Employee ID and Name (both are Mandatory Field) in the Employee Information section.

  6. In the Detail Information section you will get two tabs - General and Finance.
    1.  General Tab


      The General tab contains the sections like - General, Goods & Service Tax Details, Billing Details and Shipping Details etc. 


                                 

      General 

      The General section includes the following fields:

                                 

      Field name
      Function
      Class Name

      This field allows to choose the Class Name for your sub ledger from the drop down.  

      This is a mandatory field.

      Class TypeThis field displays the Class Type. This field auto populates as soon as you select the Class Name. In this case, this will always display Other.
      AR LedgerThis field allows you to choose the ledger whose sub ledger it would be. Here, the values has to be selected from a drop down list.
      Cheque LabelThis field records the Account name which will be used to draw cheques for payment. It could be name of a particular person or an organisation. 
      PANThis field records the PAN number of the person for whom the sub ledger is being created.
      Transporter NameThis fields helps you to choose the transporter name from the drop down list.
      RemarksThis is a text only field. It allows you to note any needed information about the sub ledger.

      Goods & Service Tax Details 

      This section displays the Goods & Service Tax details. This section includes the following fields:

                              

      Field Name
      Function
      GST Category

      This field allows you to choose the GST category of the sub ledger.

      This is a mandatory field.

      GST Identification No.

      This field displays the GST Identification No.

      The GSTIN No. should be of exact 15 digits.

      This field also includes a date field, which allows you to select the date of the GSTIN number.

      GST StateThis field fills its value automatically after entering the GST Identification No.

      Billing Details 

      This tab allows you to enter the billing details of the entity for whom sub ledger is being made. This includes the following fields:


                             

      Field Name
      Function
      Contact personThis has two related fields: Name (name of the contact person) and Mobile Number (mobile number of the contact person). 
      Address

      This has seven (7) related fields:

      • Address
      • City
      • Std Code
      • District
      • State
      • Pin Code
      • Country

      Address, City and Pin code are user inputs; however, City can be selected from the lookup.

      The Std Code, State and Country fields are automatically displayed on selection of City.

      Phone NumberIn this section, three (3) Office numbers of the person or entity can be recorded along with his Fax Number and his Residence Number.
      EmailThis section has the option of recording two (2) Email ids of the person or entity.
      WebsiteThe person or entity's website link can be recorded here.

      Shipping Details 


                             

      Field Name
      Function
      Contact person

      This has two related fields: Name (name of the contact person) and Mobile Number (mobile number of the contact person).

      These are mandatory fields.

      Address

      This has seven (7) related fields:

      • Address
      • City
      • Std Code
      • District
      • State
      • Pin Code
      • Country

      Address, City and Pin code are user inputs; however, City can be selected from the lookup.

      The Std Code, State and Country fields are automatically displayed on selection of City.

      Phone NumberIn this section, three (3) Office numbers of vendor can be recorded along with his Fax Number and his Residence Number.
      EmailThis section has the option of recording two (2) Email ids of the person or entity.
      WebsiteThe person or entity's website link can be recorded here.
      Copy Billing Address (button)The button allows copying of the Billing Address details into the corresponding fields to avoid redundancy.
    2.  Finance tab

      The Finance tab allows you to make transactions using the ledgers. You will get two sections under the Finance tabs - Allow to transact with these Ledgers and Applicable Sites.

      Allow to transact with these Ledgers:

      Apart from the AR/AP ledger, if the customer has to do other financial transaction, then the respective ledger needs to be tagged in this block. Only the General type ledgers selected here will be allowed for transaction with the selected customer. The Add Row button allows you to add a blank row at the bottom of the list.

      Field Names
      Functions
      General Ledger NameThe values in this field are selected from a drop down list, which displays the Name, Type and Site Applicable of the non-extinct General nature ledgers.
      ExtinctIf selected, it will extinct the tagging of the respective Sub Ledger with the customer.


                          

      Applicable Sites: The Applicable Sites tab allows you to select sites for the sub ledger.

      Field Name
      Function
      Site NameThis displays the selected sites applicable for the selected Sub Ledger. Site can be selected through the Select Site button.
      Site TypeThis displays site type of applicable sites.
      ExtinctSince selected sites cannot be deleted, the Extinct option has been provided. If required the Sub Ledger - Site tagging can be made extinct.
      Select Site (Button)

      On clicking this button, the Select Site window opens which lists all sites and site types from which user can select the sites for which the selected Sub Ledger will be applicable.

                

      On clicking the Populate button, the selected sites populates in the main window.

      Important

      • Applicable sites will be enabled only for the selected ledgers which are Site applicable.
      • Applicable sites are tagged to selected Sub Ledger.
      • At least one site selection is mandatory if site is applicable for the selected sub ledger.
      • Multiple site selection allowed.

       TDS

      Although it is customary to deduct TDS for services rendered, yet jobbers and other service providers often apply and get certain relaxations on the TDS rate based on various criteria. These are attested by the exception certificates awarded by the government to a specific service provider for a particular financial year. Such details of a service provider is captured in the Exception Details section of the TDS tab.

      The TDS Applicable checkbox needs to be checked to enable the TDS window.

      Specify TDS Source- The source name for TDS calculation must be selected mandatorily from the drop down box. The source name is an identifier for the different TDS heads of Corporate and Non Corporate type. It is displayed from TDS Source Definition.


                                    

      TDS Information

      Field Name
      Function
      Add Row (Button)It adds a blank row at the bottom of the list.
      TDS NameName of the tax to be deducted from TDS Section Definition.
      SectionDisplay field which is automatically populated once TDS name is selected.

      Exception Details

      Field Name
      Function

      Date From

      Calendar field, must take value within current financial year.

      Only last date entry TDS Name wise can be modified.

      Date To

      Calendar field, must take value within current financial year.

      Only last date entry TDS Name wise can be modified.

      Note: Date From ≦ Date To

      Certificate No.The Government of India issues a Certificate to some entities for Lower Deduction of TDS. The Certificate Number allows you to capture this detail, if present. Duplicate number is not allowed.
      Max Limit

      The maximum amount till which the exception rate of TDS provided in the next column will be applicable.

      For example: The TDS Rate for commercial entity may be 5% for upto  200,000.00 and above that a general rate of 10% may be applicable.

      TDS Rate

      The rate at which the TDS will be deducted as long as the service amount is within the exception limit.

      Important

      It cannot be :

      • Zero
      • Negative
      • Blank - if Maximum Limit has been provided
  7. Click on the Save button to save the new Sub Ledger - Employee.
 Edit Sub Ledger -Employee

Prerequisites

  1. The user's role must have access to the Sub Ledgers - Employee feature by enabling Edit application operation in Admin - Security - Roles through Finance - Setup - Chart of Account.

  2. Sub Ledger - Employee must be created. 

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web > Finance > Chart of Account > Sub Ledger - Employee.

  2. Sub Ledger - Employee module opens with the list of previously created ledgers.

  3. Select the ledger you want to edit.

  4. Go to Action > Edit or double click on the selected ledger.

  5. Edit Sub Ledger Employee window will open.


  6. All the data will be populated.

  7. Edit the required field.

  8. Click on the Save button to save the modified record.
  • Note: One time master creation for section 194Q has to be done manually with tagging of all eligible TDS source and their respective TDS rate.
Reflection in Vendor Master

  • Under TDS Information block, a new column has been introduced for TDS Type in Vendor, Customer, Employee and Other sub ledger master.

  • The TDS Name can be quickly chosen by the new TDS Type column in the drop-down list.

  • Note: One time effort is to be applied to mark the eligible vendors for TDS Applicable and specify the Exception Limit for the year. 
    • Check: Sum of Invoice value already created during this year, needs to deducted from maximum exception limit, for respective vendors. 
    • Ex: If total value of Invoice raised till 30th June is 20Lacsfor a given vendor, then exception limit for that Vendor should be 30Lacs i.e.(50L - 20L). From next year Limit should be on full value i.e. 50Lacs.

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To go back to the main page click on the link : How To: Manage Setup in Ginesys Finance