Staff purchases deducted from salary
With SmartMy HRMS payroll, an employee buys at the staff store and the amount is taken from their next salary. The cashier scans the badge, and a monthly limit keeps it in check. The next payslip gets one Store Purchases deduction line, never more than the net pay. What is still owed when someone leaves goes into the exit settlement.
PLANSScale onlyWith SmartMy HRMS
Why it matters
Factories, hospitals and campuses run staff stores and canteens where employees buy on credit until payday. The store keeps a list, HR types the deductions into payroll by hand, and amounts are missed when someone leaves. SmartMy POS charges the sale to the employee, found by badge number, within a monthly limit you set. The next payslip deducts it in one line, carrying over what does not fit in the net pay. Anything left at exit is part of the final settlement, and the books clear through the salary entry.
The problem it solves
- The staff store keeps a credit list, and HR types the deductions into payroll each month.
- A deduction is missed, and the store never gets its money.
- An employee leaves owing the store, and the full and final settlement does not show it.
- A large deduction leaves an employee with almost nothing in hand.
How it works
- Set it up once: a payment method of the kind Deduct from Salary on the store's registers. On a register's Receipt tab set the Salary Deductions Clearing account and the Salary Deduction Limit (month).
- At the counter, type or scan the employee's badge number. The employee comes first in the customer list.
- Add the products, click Pay, choose the salary method and Validate. The order shows a Salary tab with the charge.
- The sale is refused if the customer is not a current employee of that Entity, or if it would pass the monthly limit. The message says what is left this month.
- The next payslip gets one deduction line, Store Purchases, with the charges up to the end of its period. They go oldest first, never above the net pay. What does not fit waits for the next payslip.
- When the payslip is approved the charges become Deducted. At exit, what is still to deduct is part of the dues of the final settlement.
Everything it does
Settings per store
- Salary Deductions Clearing: where these sales wait until the payslip deducts them
- Salary Deduction Limit (month): the most one employee can buy against the salary in a month; 0 means no limit
At the counter
- Employees found by badge number, as well as by name or phone
- Only current employees of that Entity
- Cash and salary can be mixed on one bill
Payroll
- Point of Sale > Salary Deductions: employee, order, amount, payslip and status To Deduct, Deducted or Cancelled
- One Store Purchases deduction line per payslip, oldest charges first
- Capped at the net pay; the rest carries over
- The clearing account is cleared in the salary entry and in the full and final settlement entry
Refunds
- Refunded back to the salary, never more than the sale charged
- Not yet deducted and refunded in full: the charge is cancelled
- Already deducted: a negative line, given back on the next payslip
Who uses it
Store cashierScans the badge and charges the sale to the salary.
HR and payrollRuns payroll; the deduction line is added by itself.
AccountsSets the clearing account and checks it clears each month.
EmployeeBuys on credit and sees the deduction on the payslip.
Where you use it
- Web: the Deduct from Salary method on the store's counter; Point of Sale > Salary Deductions; the Salary tab of an order
- The SmartMy POS app: employees found by badge and the salary method on the Pay screen. It is built and in testing, not in the app stores yet
- Not built: a list of store purchases for the employee in the HRMS employee app; they see the payslip line
- Not for contractors or family members: the customer must be a current employee
What you control
Settings
- Salary Deduction Limit (month): 0 (no limit) until you set it
- Deduction on the payslip: capped at the net pay, the rest carried over
Works with
SmartMy HRMSNeeded, with payroll: employees, badges, payslips and the exit settlement.
SmartMy HostelStaff residents who pay their stay by salary have hostel store purchases taken through the salary entry too.
Questions
Can an employee run up a large bill?
Not past the monthly limit you set. A sale that would go over it is refused, with what is left this month.What if the deduction is more than the salary?
The deduction stops at the net pay. The rest waits for the next payslip.What happens when someone leaves?
What is still to deduct is part of the dues of the exit settlement.Can part of a bill be paid in cash?
Yes. Split the payment between cash and the salary method.Does it need SmartMy HRMS?
Yes, with payroll. The deduction is added to the employee's payslip in SmartMy HRMS.Related features
WITH OTHER SMARTMY PRODUCTSCampus store on the student's fee accountWith SmartMy Campus, a student buys at the campus store without money. The cashier scans the ID card and the sale goes on the student's fee account. On the 1st of each month the last month's purchases become one fee due per student. Parents see and pay it with the other fees, and a monthly limit keeps spending in check.WITH OTHER SMARTMY PRODUCTSHostel store on the resident's hostel billWith SmartMy Hostel, a resident buys at the hostel store or tuck shop and pays later on the hostel bill. Each sale becomes a Store Purchases charge on the resident's current stay, invoiced by the hostel's billing run with the other charges. Income and tax are booked once, through a clearing account.SET-UPRoles, branches and a shared counter with PINsFour roles decide who sells, who approves and who sets up, and each person sees only the stores they may switch to. On a shared counter, staff sign in with their own PIN, so every sale shows who made it.WEB COUNTER AND APPSmartMy POS app for phones and tillsThe SmartMy POS app runs the whole shift on one device. Open the session, sell, take payments, refund, and print or share receipts. Move cash and close with a cash count. It keeps the register's products, prices and taxes on the device and keeps selling without signal. It runs on Android and iOS phones and tablets and on Windows, macOS and Linux tills.SELLINGFind or add the customer at the counterFind a customer by typing two letters of the name or digits of the mobile number. Or add a new one with just a name and a phone. Without a customer the sale goes to the register's walk-in customer.
See a day at your counter, start to close.
Tell us what you sell and how many counters you run. We will show you the opening count, a sale without internet, a refund and the closing report.