Now that your Cost Analysis Structure is set up, you can set up rules within Cintra iQ, according to how you want your costs to be analysed when you extract Cost Analysis data. The rule set up is based on pay elements. You can also group multiple pay elements together under a costing category so that you can apply cost analysis rules to categories of pay elements rather than individual pay elements.
Go to Cintra iQ: Payroll> Payroll Setup> Accounting. The Account Mappings window appears.
About the Account Mappings window
Within this window, you can perform the following:
- Assign default codes for costs and liabilities.
- Allocate Accounts codes.
- Allocate Analysis codes.
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The Leaving Reasons are created via Definitions Lookup Table. For more information about Lookup Tables, see How Do I Add a Lookup Table?
Default Accounts tab
Cost Categories tab
Cost Categories are used to group together payments (additions) and overheads that are to be treated in the same way by the costing rules set up in Cost Allocations or Mapped Cost Allocations.
Costing Categories pane
This is where you can create a Costing Category that will appear in the Journal Display.
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A category can contain one or many payment items and every item must fall into a category if it is to be mapped to a particular account or analysis code. Items not in a category will be costed to the employee defaults.
Additions by Costing Category pane
This is where you can assign additions to the relevant costing category.
Overheads by Costing Category pane
This is where you can assign overheads to the relevant costing category.
If you want to allocate the contribution the Employer makes on behalf of the Employee (via Salary Sacrifice) to a separate account from the contribution the Employer makes on their own behalf, you can create an extra overhead heading on the Pension Scheme to achieve this.
To create the Overhead heading, go to Cintra iQ: Payroll> Payroll Setup> Benefit Schemes> Pension/Other Benefits. Open the desired Salary Sacrifice definition. Open the desired Contribution. Navigate to the Main Contribution Attributes tab> Addition and Overhead Settings for Salary Sacrifice. Create a new Employer Journal Overhead Name.
Cost Allocations tab
Cost Allocations are used when a particular payment item or category (a category is used to group payment items that will behave in the same way) will be assigned to a different cost code account and/or department from the employee’s default account.
Mapped Cost Allocations tab
Mapped Cost Allocations are used if a Cost Category is allocated to a particular account and you want it to be reallocated to a different account.
Mapped Cost Allocation
Where the account code allocation for a category varies depending on the employee's default account code, then the Mapped Cost Allocation option should be used.
In the example above we are instructing the cost extract to behave as follows:
- Where the employee’s default account code is 40100, all payments categorised as “Mileage” will be sent to Account Code 40000.
- Where the employee’s default account code is 40000, all payments categorised as “Mileage” will be sent to Account Code 99999.
- Analysis codes will be drawn from the employee default.
Liability Allocations tab
The pane’s layout is based upon your cost code structure, allowing you to map a liability heading to a cost code part.
There are two approaches to mapping each cost code part depending on the level of analysis required:
Within the Liability Allocations pane, double-click on a Liability Allocation. The Edit Liability Allocation form appears.
- To analyse the liability using individual employee mappings, click on the Use Employee Value check box for the relevant part.
- To override the employee defaults and force the liability to a given account or analysis code, leave the check boxes unchecked.
Mapped Cost Allocation
The payroll tax liability is always paid to HM Revenue & Customs and does not normally require analysis. You would therefore override any employee analysis codes and map Tax directly to a single account. However, if you make loans to employees you may wish to see the exact amount, per employee, of repayments to control the loan balance. In this case you would require an analysis code denoting each employee (such as Clock Number) and would use this unique employee analysis mapping to break down the loan liability.
Liability Allocation Overrides tab
You can override an Accounts Part for a specific payroll when mapping a liability to an account.
Mapped Cost Allocation
I want to see the Weekly Payroll bill I had just paid to HMRC, therefore I should override the default Liability Account used for HMRC with one that is specific to the weekly payroll so I can allocate all the HMRC payments to that particular account code.