ANTE User ManualSet Up an Inter-company Recharge
Your company pays the salary of people who work for a related company, such as trainees or seconded staff, and bills that cost back every month. This tutorial sets up the arrangement once, then generates, checks and issues the first debit note.Before You Start
A debit note is built from posted payroll, so a few things need to be in place first:
- Posted payroll for the month. Notes only read cutoffs that are already posted in Payroll Center.
- Dispatch records, if you want people picked up automatically. Record each person's dispatch period on their employee record (see Managing Employee Dispatch). Otherwise you add them to the arrangement yourself.
- An exchange rate for the billing currency and month, either keyed in the Payroll Journal's monthly rate table or available from the month's exchange-rate data.
- For the journal only: an advances account in the chart of accounts, and the Payroll Journal account map filled in for the components you recharge.
Throughout this tutorial the example is a related company in Japan that is billed in yen for the salaries of trainees on a Trainee dispatch.
Go to Manpower → Payroll Accounting → Debit Notes and open the Arrangements tab. Each arrangement describes one recharge: who is billed, in which currency, and for which employees. Click New arrangement.
The Tutorial button at the top of the page, and in the arrangement dialog, opens this page.
- 1Tutorial — opens this guide in a new tab
- 2New arrangement
- 3One row per arrangement — click it to edit
The dialog has four tabs. Start with Billing:
- Code and Name identify the arrangement. The code cannot be changed after you save.
- Related company billed and Address on the note print in the "Billed to" block of the note.
- Employee code prefix prints before each employee code, so JP + 0123 shows as JP0123.
- Note currency, Rate basis (monthly average or month-end closing) and Rate month (the salary month or the month before) decide the conversion. The line under them spells out which rate a note for this month would use.
The rate is looked up in this order: a rate you type on the note, then the monthly rate table, then the month's exchange-rate data. If none is found, the note is not generated, so nothing is billed at a wrong rate.
- 1The four tabs of the dialog
- 2Related company billed — printed as "Billed to"
- 3Note currency, rate basis and rate month
- 4What the choice means, in one sentence
Select by dispatch period picks people up automatically: every employee with an active dispatch of that type in the salary month is included. Choose Assigned employees only to bill only the people you add with the Employees button. Both can be combined: assigned employees always count on top of the dispatched ones. Use Payroll group to limit the note to one group.
Under What is recharged, tick the pay components billed to the related company. Leave everything unticked to bill every earning and allowance. Adjustments (prior-period corrections) are listed separately so including them is a deliberate choice.
Provision adds an amount on top of the gross: the components you pick below it, divided by the divisor. A divisor of 12 on basic pay bills a 13th-month provision; 0 means no provision.
- 1Dispatch type that picks employees up each month
- 2Who will be included, in plain words
- 3Summary of what is recharged
- 4Components grouped by earnings, allowances and adjustments
Each note can produce an accompanying journal: it debits the Advances account with the total recharged and credits each component to the account the payroll journal uses, plus the provision. The download also holds the reversing entry, dated the first day of the next month.
Pick the advances account from the chart of accounts. You can save and generate notes without one, but not their journal.
The Control number prefix starts every note's number: prefix, salary month and a running number, for example DNJP-202610-001. Arrangements that share a prefix share the running number, so give an arrangement its own prefix if it needs its own series.
- 1Advances account, picked from the chart of accounts
- 2Control number prefix
- 3The number the next note would get
Everything on Note layout is optional. Set a Title (blank prints DEBIT NOTE), Header lines above the employee table, a Subtitle, and Footer lines below the totals, one per line.
Add a row under Signatories for each person who signs. The label (Prepared by, Approved by) is required; leave the name blank for a handwritten signature. The two switches show or hide the employee code and section columns.
Click Save. If a field needs attention, its tab is marked with a count and the dialog opens it for you.
- 1Existing notes keep the layout they were generated with
- 2Header and footer lines
- 3Signature blocks, left to right
- 4Show or hide the code and section columns
Back on the Arrangements tab, click Employees on the row to add the people billed under this arrangement. For each person you can set a Code on the note, which replaces prefix + employee code, and a Section.
People picked up from a dispatch period do not need to be listed. Add them here only to give them their own code or section.
Open the Debit notes tab, choose the Arrangement and the Salary month, and click Generate debit note. The line under the arrangement summarises what it bills, and if the month already has a note the tab says so: a draft is replaced by Regenerate draft (keeping its number), an issued month cannot be billed again.
The draft shows the gross, provision, the total in your currency and the amount in the note currency, with one line spelling out the calculation. Anyone skipped for lack of posted payroll is listed by name above it.
Check the rate and totals. Use Edit rate / date to type an agreed rate or change the issue date. When it is final, click Issue, then download the PDF or Excel to send, and the Journal for Accounting.
An issued note can no longer be changed or regenerated. Delete a draft instead if you need to start over.
- 1What to do with a draft
- 2The rate and where it came from
- 3How the total and the foreign amount are calculated
- 4Issue — then download the PDF, Excel or journal
Common Questions
Why is an employee missing from the note?
An employee appears only when they have posted payroll in the salary month and either an active dispatch of the arrangement's type that overlaps the month, or a place under Employees. If a payroll group is set, they must also be in that group. Generating lists anyone skipped for lack of posted payroll as a warning.
What does "No rate" mean?
No rate was found for the currency and rate month. Add one to the monthly rate table, or generate the note and type the rate with Edit rate / date.
I changed the layout, but the draft note still looks the same
A note keeps the layout it was generated with. Generate the draft again for the same month to pick up the new layout. Issued notes never change.
Why can I not pick some components?
Only the parts of an employee's gross pay can be recharged. The 13th month is billed through the provision, and employer statutory shares and deductions are not part of the recharge.
Make an arrangement dispatch-driven and keep dispatch records up to date, and each month's note picks up the right people without a list to maintain.
Related Topics
- Debit Notes (Inter-company Recharge) — every field and button on the screen
- Payroll Journal — the account map and monthly rates the note relies on
- Dispatch Treatment — payroll rules for dispatched employees