Employee Bank Details
Employee Bank Details holds the bank and the account number for one man. It is the plain record of where his salary is meant to land, kept in one place so that payroll, HR and finance are all looking at the same number.
What it is for
An employee tells HR his account number once. Without a screen to put it on, that number lives in a spreadsheet, in an email, or on the back of a joining form, and the bank transfer file is built from whichever copy the person making it happened to have.
This screen is that one place. One row per employee: the bank, and the account at that bank.
One thing to be clear about, because it catches people out. The payroll run does not read the account number from this screen. It reads the paying bank and account from the employee's Recurring Payments and Deductions record, which carries its own Payment Method, Bank and Account fields. Keep the two the same. If a man changes bank, change it in both places, or the payroll will keep paying the old account.
Every field, in plain words
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Employee | The man this account belongs to | Imran Shahid | Pick him from the list |
| Bank | The bank holding the account | Habib Bank Limited | Pick it from the Bank list |
| Account | The account number at that bank | 0123-7901-4455-01 | Type it exactly as the bank wrote it, including dashes if the client keeps them |
How to configure it
- Make sure the bank itself exists in the Bank list. If the employee banks somewhere nobody else does, that bank has to be added there first.
- Open the screen and pick the employee.
- Pick his bank.
- Type the account number, copied off the cheque book or the bank letter, not off the joining form.
- Save.
- Open his Recurring Payments and Deductions record and set the same bank and account number there, with Payment Method set to Bank. That is the copy the payroll run pays from.
Scenarios
A man has changed his bank and his salary bounced
Change it here, then change it on his Recurring Payments and Deductions record. The payroll already run for the month will still carry the old account, because a payroll keeps the bank and account as they stood when it was run. Either re-run that payroll, or pay him by hand and tell finance which account to use.
We need the full routing detail, not just an account number
Use Employee Payment Method instead. It carries the IBAN, the SWIFT code, the branch, the account holder name and the currency. This screen is the short version.
What it is connected to
- Needs the employee record and the Bank list.
- The paying bank and account the payroll run actually uses come from Recurring Payments and Deductions.
- Employee Payment Method is the longer form of the same thing, for clients who need IBAN and SWIFT.
If something looks wrong
- "The bank list is empty" - no banks have been set up yet in Cash and Bank.
- "I changed his account here and payroll still paid the old one" - the payroll reads the account off his Recurring Payments and Deductions record. Change it there too.