Workplace provisions

Define the Workcover Liability

Print the Workplace liability report to calculate the liability (located in System Reports | Historical | Taxation).
To apply a general ledger code for workcover, from the navigator go to Payroll | Payroll Framework. Double click the Pay Items node to open the file.
Select the Pay Items node on the left to display a list of the Pay Item Types.
On the left select Reserved Pay Items.
On the right double click the pay item ZWC - Workcover - reserved use.
In the pop-up window select the General Ledger tab. General ledger codes for workcover provisions are normally both debit and credit.

Field	Explanation
Post to General Ledger as...	The system will default to Both
GL Debit Code	If you want to post the liability as a debit item, enter the code here. GL provisions will normally be posted as both a debit and a credit. If you are using a fixed general ledger code, enter the entire code. If you wish to use the GL structure, enter only the portion of the GL code which represents the pay item
Use GL Structure	Select if you will be using the GL structure for this general ledger code. You will see the code reflected in the example of your current definition.
GL Credit Code	If you want to post the liability as a credit item, enter the code here. GL provisions will normally be posted as both a debit and a credit. If you are using a fixed general ledger code, enter the entire code. If you wish to use the GL structure, enter only the portion of the GL code which represents the pay item
Use GL Structure	Select if you will be using the GL structure for this general ledger code. You will see the code reflected in the example of your current definition
Define Structure	Click this if you need to define or modify a general ledger account code structure. Note that this structure applies to the entire general ledger function, not just leave provisions.

Choose how you will derive workcover provisions

Provision figures for workcover can be derived from an employee's home department (default) or from a payrun costing split. You must choose the preferred method prior to processing a payrun.

From the navigator go to Company | Maintain Company Details.
In the right hand pane select the General Ledger Tab.
In the lower section, select the preferred method for workcover provisions:

Derive workplace from the employee's "home" department: the system will export figures derived from the employee's home department, regardless of any costing split which may have been applied in the payrun.

Derive workplace from the department costing allocation in each payrun: this option will cause provision figures to be derived from any payrun costing splits, rather than from the employee's home department.

Process a payrun.

Only payruns which have been processed after workcover provisions have been configured will have provision figures exported. It is important to note that changing the configuration for workcover after the payrun has been updated will not change the provision figure for export, as this figure is generated at the time of the payrun update, not at the time of export. (This is in contrast to the figures calculated on the workplace liability report (System Reports | Historical | Taxation), which are calculated using the settings current at the time of running the report.)

Checking the Workplace Liability Report

After the payrun has been updated, check the workplace liability report to ensure that workcover premiums have been generated. This report is located in System reports | Historical | Taxation. It is important to note that changing the configuration for workcover after the payrun has been updated will not change the provision figure for export, as this figure is generated at the time of the payrun update, not at the time of export. (This is in contrast to the figures calculated on the workplace liability report (System reports | Historical | Taxation), which are calculated using the settings current at the time of running the report.)

Exporting Workcover Provisions

Workcover provisions are exported using the standard G/L export routine.

From the navigator go to Payroll | General ledger.
Double click the Export node.
The GL Export window opens on screen.

In the main section select the payrun which is to be exported.
You may only export one payrun at a time, but can repeat that export as many times as you wish. Click Show processed to show those payruns which have been previously exported.
Complete the following information as required:

Field	Explanation
Export Type	Select your accounting package from the list. The export file created will be compatible with the selected type.
Period (1-13)	This applies to Pastel 6 exports only. Select the period you wish to export.
Include Department as Job Code	Select this option to include the department code as a job code in the export file. This will always default to NO (unticked).
Processed Date	This is the date the export file is processed, and defaults to today's date.

Click OK to create the export file, or cancel to exit without exporting.
When the export has completed, the window will close.
The export file can now be imported into your accounting software. The provision will appear in the general ledger with the code(s) assigned at step 2 above, and the description "Workcover - Reserved Use". Note that these figures are provisions only and NOT your actual workcover liability.

Figures on the Workplace liability reportsare calculated at the time of running the report, but figures for workplace liability provisions are calculated at the time of updating the payrun. This means that if you adjust settings for workplace liability, the workplace liability reports will reflect that change, but the provision export will not.