Adding & Editing Sub Ledger - Employee in Ginesys HO
- Aparajita Basu Roy (Unlicensed)
Any commercial organization unavoidably has financial interactions with its employees and thus it is considered 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 the respective sub-ledger. This ledger is called Sub Ledger Employee.
This article describes how to manage Sub Ledger - Employee in Ginesys HO.
Prerequisites
The user's role must have access to the Sub Ledgers - Employee feature by enabling the Add application operation in Admin - Security - Roles through Finance - Setup - Chart of Account.
Step-by-step guide
Go to Ginesys Web > Finance > Chart of Account > Sub Ledger - Employee.
Sub Ledger - Employee module opens.
Click on Add button.
Add Sub Ledger - Employee window opens.
Fill the Employee ID and Name (both are Mandatory Field) in the Employee Information section.
In the Detail Information section you will get two tabs - General and Finance.
The General tab contains the sections like - General, Goods & Service Tax Details, Billing Details and Shipping Details etc. The General section includes the following fields:  Fields and their Descriptions Class Name - This field allows users to choose the Class Name for their sub-ledger from the drop-down. This is a mandatory field. Class Type - This 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. This section includes the following fields: Fields and their Descriptions 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 exactly 15 digits. This field also includes a date field, which allows you to select the date of the GSTIN number. GST State - This field fills its value automatically after entering the GST Identification No. Billing Details - This is where the bill or invoice will be sent
 Fields and their Descriptions Contact person - This 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, and Pincode are user inputs; however, City can be selected from the lookup.
 Fields and their Descriptions Contact person - This 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, and Pincode are user inputs; however, City can be selected from the lookup. |
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. Fields and their Descriptions General Ledger Name - The 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. Extinct - If selected, it will extinct the tagging of the respective Sub Ledger with the customer. The Applicable Sites tab allows you to select sites for the sub ledger.
 Fields and their Descriptions Site Name - This displays the selected sites applicable for the selected Sub Ledger. The site can be selected through the Select Site button. Site Type - This displays the site type of applicable sites. Extinct - Since 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 the user can select the sites for which the selected Sub Ledger will be applicable. Important
TDSAlthough 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. 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 Fields and their Descriptions Add Row (Button) - It adds a blank row at the bottom of the list. Exception Details Fields and their Descriptions Date From - The Date field must take a value within the current financial year. Only the last date entry TDS-wise can be modified. Date To - The Date field must take a value within the current financial year. Only the last date entry TDS-wise can be modified. 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. Example: The TDS Rate for a commercial entity maybe 5% for up to ₹ 200,000.00 and above the limit 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:
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Prerequisites
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.
Sub Ledger - Employee must be created.
Step-by-step guide
The steps are as follows:
Go to Ginesys Web > Finance > Chart of Account > Sub Ledger - Employee.
Sub Ledger - Employee module opens with the list of previously created ledgers.
Select the ledger you want to edit.
Go to Action > Edit or double click on the selected ledger.
Edit Sub Ledger Employee window will open.
All the data will be populated.
Edit the required field.
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.
Online Printing option is now available from version 12.6.6 onwards.
From version 12.18.0 - We've introduced a new field in the Sub Ledger Masters “Transporter ID.” Now id with ‘88’ could be save in this field. This information will be used specifically for generating E-Way bills via integration, significantly streamlining the process.
Transition handling: Following this update, the users that have transporter’s with id as ‘88’ should capture the same in the new field to utilize the integration of E-way bill. Others can continue as-is without any change.
To go back to the main page click on the link : How To: Manage Setup in Ginesys Finance