Argenta allows you to track payroll distributions and easily integrate them into the General Financials system. This article shows you how to enter a payroll distribution in Argenta and explains how it gets entered in your General Journal.
To get started, select Staff & Human Resources > Payroll - from the Argenta main menu on the left side of the screen.
This will bring you into your Payroll Distribution screen. From here, select the "Add New" button.
This will bring up the Add A New Payroll Distribution screen.
- Payment Date. Enter a payment date, which should be the date you run payroll and give checks to your staff members. This is required.
- Period Start Date and Period End Date. Enter the pay period start and end dates wither manually or by using the date picker. This is required.
- Staff Member. Select the staff member you're paying from the drop-down list.
Click the "Create Distribution" button to create the payroll distribution and continue to the next screen to enter the details of the distribution.
The next screen is the Payroll Distribution Details page. This is where you will enter the specific details of the payment, including taxes. You will also indicate whether you want to add the distribution to the General Financials system. If you want the transaction to be automatically recorded in all of the proper accounts, check the Add Payroll Distribution To The General Journal box.
- Fund. If you decide to add the transaction to your accounting system, you can choose a corresponding fund (if applicable).
- Bank Account Used for Payment. Next select the checking or asset account you will use to make the payment.
You will notice the accounts from your Chart of Accounts are already selected for you. Argenta provides the appropriate payroll accounts for you. You can change the account numbers if you choose, but the account names cannot be changed. This is because a payroll transaction is very specific and Argenta does all the journal work automatically, so you don't have to. The following is the distribution of payroll as it is entered into your General Journal.
- "Payroll Account (Expense)" - Payroll Expenses: Wages - The employees Net Pay goes into this account and gets removed from the bank account chosen above.
- "Payroll Tax Account (Expense)" - Payroll Expenses: Taxes - The value from Total Taxes which includes a total of all taxes
due, is debited from this account and credited to the corresponding
liability accounts below.
- "Federal Tax Account (Liability)" - Payroll Taxes Payable: Federal - The amount from Federal Income Tax plus the amount from Employer Taxes Paid plus the amount from Social Security Tax plus the amount from Medicare Tax gets credited to this account.
- "State Tax Account (Liability)" - Payroll Taxes Payable: State - The amount from State Income Tax gets credited to this account.
- "Other Tax Account (Liability)" - Payroll Taxes Payable: Other - The total amount from Unemployment Tax gets credited to this account.
Regular Hours, Overtime Hours, Regular Pay, Overtime Pay, Commission Pay, and/or Commission For Month. Enter your hours and/or pay figures here.
Employer Taxes Paid. Fill in the taxes paid figure.
Gross Pay. Fill in the gross pay amount for the employee.
Federal Income Tax, State Income Tax, Social Security Tax, Medicare, Tax, Unemployment Tax, Total Taxes. Fill in all the tax amounts in the appropriate tax fields along with any other deductions.
Net Pay, Payment Method, Check/Ref. Number. Fill in the paycheck amount, the payment method, and a check/ref number.
This completes the fields for creating a paycheck. You can add any files or notes to the payroll distribution as needed.
Once everything has been filled out you will click the "Save All Changes & Exit" button to add the payroll distribution and return to your full list of distributions.