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Personnel Payments Journal

A list of personnel payments for a period — document by document and row by row: to whom, by which payment method and how much, with totals per payment method. It answers "how much did we reimburse employees this month, and from which till or bank account". The same report as "Personnel Payment Journal" in SERP.

Where to find it: Modules → Expenses → Reports → Personnel Payments Journal

The journal is built from Personnel Payment documents — the payments with which the company settles what it owes an employee on an advance (the advance account — the employee's own account from their settings, otherwise the general one, usually 372). Salaries do not appear here: they are paid with a cash out and show up in the cash out journal.

Parameters

  • Period — by the document's transaction date. It applies only when both dates are filled in; empty — all documents. A start later than the end — refusal "Incorrect period".
  • Number — a single number or a range with a colon: 12:20 (bounds included). Not a positive whole number, or a reversed range (20:12) — refusal "Document not found".
  • Payment method — a payment method code. It is compared with the row's method, or with the document header's method when the row has none. Only matching rows are listed, and the document sum comes from them alone; a document with no such rows is left out of the journal. An unknown code — refusal "Payment mode not found".
  • Not OKed / OKed — only unposted or only posted payments (the document's "OK" box). Both boxes or neither — all.

There is no "Detail" box here: the rows are always shown.

What you get

Documents are listed in ascending number order. A document line shows the number (a click opens the payment itself), transaction date, payment date, the header's payment method, comment, sum in the document currency, currency and sum in base currency. Below it come the payment rows: employee (login), name, bank account, the row's payment method and sum. The row's payment method is the one in effect: an empty one is shown as the header's.

At the bottom there is a "Total for payment method" line with the method code for each method (in the base currency) and a "Total in Base Currency" line for all documents.

Sums are calculated the same way as the payment's posting: each row is converted to the base currency at the document's rate and rounded on its own. So for posted payments ("OKed" box) the total per payment method matches, to the penny, the credit to that payment method's account in the books; if two payment methods share an account — the sum of their totals. An unposted payment has no posting (nor does a posted one when payment postings are switched off in Records from Subsystems), so without the "OKed" box the total can be larger than the account's credit.

Bank charges are not added to the sum: the payment window has no such field.

The report also exports to Excel, with the same columns and total captions as on screen.

Worked example

An illustrative example. Payment No. 3 of 05/10/2026, header payment method CASH, two rows:

Employee Row payment method Sum
IVANOV — 300.00
PETRENKO BANK 500.00
  • no filter — the document with a sum of 800.00, totals: CASH — 300.00 (a row without its own method takes the header's), BANK — 500.00, grand total 800.00;
  • payment method BANK — the same document, but only the PETRENKO row and a sum of 500.00;
  • payment method CASH — only the IVANOV row, sum 300.00.

In a foreign currency (with ordinary rounding to cents — "half up"): two rows of 10.01 USD at 41.50 give 415.42 + 415.42 = 830.84 in the base currency — the same as in the posting, not the 830.83 that rounding the document sum would give. Another mode in the Rounding setting gives other cents — the same ones as in the posting.

Typical situations

Reconciling with cash and bank. With the "OKed" box, the total per payment method is what the posted payments took out of that method's account. Compare it with the cash book for the same period and account; if the cash book shows a different outflow for these payments, check the documents that made it into each.

One payment, several tills. The rows of one document can use different payment methods — part in cash, part to a card. A payment-method filter keeps only the matching rows under the document, and the totals are split by method.

Payments to one employee. The journal has no employee filter. Run it for the period and search the page for the login, or filter the "Employee" column in the Excel export.

A check before closing the month. Tick only "Not OKed": these are payments that were entered but not posted — the employee has the money, but they are not in the books, and the debt on the employee's advance account is not closed.

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