How do I change my Employee Monthly Schedule (EMS)?

Monthly Inland Revenue Department (IRD) returns are made up of two forms, the Employee Monthly Schedule EMS/IR348 and the Employer Deductions form (EDF/IR345).

If wage information has been omitted from an IRD return for the period the wage occurred in, an adjustment needs to be made to move the wage information into the correct return. Payment also needs to be made to the IRD to balance the return.

Scenarios:
Wiremu notices when checking wage records that he transposed the PAYE amount for one employee.
Sophie notices when checking wage records that she missed the ESCT portion of KiwiSaver for her employees.
Oliver wants to amend a Pay Date for an employee. He normally pays his employee on the last day of the month. Oliver realises that 31 January fell on a Sunday and the payment was not processed until Monday 1st February. The payment was incorrectly included in January’s IRD return when it should be included in February’s. (This also impacts Oliver’s Dec/Jan and Feb/Mar GST returns).

When making any corrections or adjustments there are no reversal transactions. The corrections are always done within the original Pay worksheet, and then an adjustment form (IR344) is normally completed to update IRD’s records.

Tip: If you have not yet filed your Employee Monthly Schedule (EMS/IR348) for the month in question, you can still make the correction in Cashmanager RURAL’s Wagebook. Once all of your information is correct, file your with the IRD.

You only need to complete an Employer monthly schedule amendments (IR344) form if your return has already been received and processed by the IRD.

Tip: You will not be able to file a second EMS/IR348 form for the month in question - the IRD’s systems will show this as a duplicate and will not process it.

Follow these steps to change your Employee Monthly Schedule.

Step 1: Go into Wagebook and change the applicable pay worksheet.

When editing a pay worksheet after it has been filed as part of the monthly IRD return, you will see one of the following prompts:

You may also see another prompt when saving the changes:

Select Yes for both.

Tip: These messages are reminders that changes may impact your returns with the IRD.

• You will always need to advise the IRD that your monthly return has been amended.
• You may also need to advise the IRD that a GST return has been impacted.
  -- > Changes to Wagebook will only impact your GST return if:
  • They occur in a time period covered by an already filed GST return.
    AND
  • The changes that you have made include changing the GST type and/or changing the Net Pay.

Step 2: Update your IRD Return with the IRD.

If you only have a small number of adjustments, phone Inland Revenue on 0800 377 772 and they will update them over the phone. You will need your IRD number.

Alternatively, complete an Employer monthly schedule amendments (IR344) form (available from IRD’s website). You can amend up to three employees' details per form. Use separate forms if there are more than three.

Further information on how to complete an IR344 form is available on the IRD’s website.

IRD resources

• Employer monthly schedule amendments IR344 form.
• How to correct your EMS return.
• Employer monthly schedules: Getting it right.

Align the Cashmanager Code List to your General Ledger

Your accountant may use another finance system to manage their general ledgers. Aligning codes means your accountant will be able to easily export transactions from Cashmanager Rural into their general ledger without having to do rework to make the codes make sense in the general ledger. This saves your accountant time and therefore will save you both time and money.

Aligning codes is compatible with most general ledgers including: Solution 6, MYOB, XLON 2, APS and Xero. Your accountant will be able to manually export transactions from Cashmanager Rural directly into their general ledger.

Tip: As well as exporting coded transactions into a general ledger, aligning codes also works for importing transactions if you use Banklink. Aligning codes means that Banklink transactions will be imported precoded into Cashmanager Rural. How handy is that!

Step 1: Give your Accountant admin access to Cashmanager Rural

If you want your Accountant to help with mapping account codes in Cashmanager Rural you’ll need to give them ‘Admin’ or ‘Controlled’ access which will allow them to alter the Code List.

Step 2: Aligning Cashmanager Rural codes to Account codes

-- > Who should align Cashmanager Rural to Accountant codes?

Either you or your accountant can align the codes as after you give admin access to your accountant you will both be able to do this in Cashmanager Rural.

There are benefits to aligning codes yourself such as saving money on accountant fees. You will need still to ask your accountant for their codes though.

The main benefit of your accountant aligning the codes themselves is they will be less likely to make errors with the Accountant codes, as they’re familiar with their own codes and general ledger practices.

-- > Three ways to align the codes.

Use the table to help you select which option is best for aligning your codes then follow the steps.

How codes can be aligned	Benefits of this technique	When to use this technique
Through Set Acct. Codes	You can align all your codes in one session using this method.	When aligning the codes in bulk, like the first time you align accountant codes to Cashmanager RURAL.
Through Setup Codes	Aligning codes as you see they need to be done, enter as you go.	If only aligning a few codes.
Online through www.cashmanagerrural.nz to Xero or MYOB	This is for accountants who export database transactions into their Xero or MYOB General Ledger (GL)	If you have Cashmanager RURAL online and your accountant uses Xero or MYOB as their GL.

1. Through Set Acct. Codes

In the transaction screen select Setup > Codes and then Set Acct. Codes.

This will bring up the Edit Accountants Codes box:

1. Cashmanager Rural alpha codes are listed here
2. Enter the corresponding accountants code for each Cashmanager Rural code by selecting a box and typing the numerical code in it.
3. If income or expense codes are greyed out this is because Cashmanager Rural recognises that particular item is only an income or expense. Therefore there is no need for separate accountant codes for income and expense.

When all accountant codes are entered Click OK to save changes.

2. Through Setup Codes
Codes can also be aligned by editing the Category and Extended codes. If you are adding or editing a lot of codes it is easier and quicker to do this through the option above. If you are only editing one or two codes as you go through Setup Codes is a good way to do this.

In the transaction screen select Setup > Codes to bring up the Setup Codes box.and Select the code you want to edit from the list.

1. Select the Category or Extended Code you want to add an Accountant’s code to
2. Add the Accountant’s Codes

3. Align codes online through www.cashmanagerrural.nz to Xero or MYOB
If your Account exports database transactions through Connect to GL they can align their codes through the website following these steps:

1. Log into www.cashmanagerrural.nz
2. Click on the Farms tab to list databases you have access to
3. Select the database you want to access
4. Click on the Connect to GL button

If the General Ledger has already been selected upon registering for Cashmanager Rural Online, and codes haven’t been aligned, the program will prompt you to enter accountants codes. Click on Edit Code action to align codes or Map GL codes to align any codes that are missing from transactions.

Any sections that require codes to be mapped are highlighted by the triangle symbol. The rounding tab is only available if the account GL is Xero.

Step 3: Export transactions to an Accountant’s General Ledger

-- > Once the codes in Cashmanager Rural have been aligned to the Accountant’s codes, it’s easy to export transactions from Cash Manager Rural directly into a general ledger.

If you have Cashmanager Rural Online and your accountant uses Xero or MYOB you can export transactions through the Align codes through Cashmanager Rural steps.

If your accountant uses a different general ledger from Xero or MYOB or you are not registered for Cashmanager Rural Online then you will need to export transactions from transaction screen. Click Export > Accountants, this will bring up the Accountants Export box. Select the general ledger the transactions will be exported to and this will export them in the correct file format for you.

You will then be able to import the file into the General Ledger.

Step 4: Aligning codes in the future

Work with your accountant to put regular checks in place to update your codes and make sure they are aligned.

If aligning codes and exporting transactions online through Connect to GL, alerts will automatically appear when codes are missing for transactions.

If manually exporting transactions here are some ways you or your accountant can check for new Cashmanager Rural codes that need to be aligned to the accountants codes:

• Print out the Code List Report from the transaction screen to see any codes that haven’t been aligned:

• At the end of financial year, through the Accountants Annual Report you can identify any codes that haven’t been mapped to accountants codes.

• Alternatively your accountant can check for codes that need aligning through Setup > Codes and the Edit Accountants Codes box.

Relevant topics

Setting up and organising codes

@Gemma thanks :)

I have read the post and failed to upload pic. Technology and me don't always mix! Love the idea of rural community forum.

How do I change my view of GST?

GST modes

In Cashmanager RURAL you can choose how you display GST in your budgets by changing your GST mode to be:

• GST Exclusive
• GST Inclusive
• GST exempt

Tip: The GST mode cannot be changed on the Transaction screen. Transactions will always be displayed as GST inclusive.

Be aware that changing your GST mode will change your Cashflow screen and reports, so make your selection carefully!

You can check what your current GST mode is at any time by looking in the top right-hand corner of your Cashflow screen.

For example, Campbell can see that his Cashflow is currently set to display GST Exclusive.

Follow these steps to change your current GST mode:

1. From the Cashflow screen, click Setup and select Business.
2. Select Business.

3. Select the GST tab.
4. Set the GST mode.
5. Click OK.

Current farm, Ponatahi, Wairarapa

Period End Column

The Period End Column is an important tool for Financial Year Reporting; it can be switched off if you choose to do Cash Reporting for your business.

When using Financial Year Reporting, transactions are allocated against the date the sale or service occurred - not when payment was made or received. This can have a significant impact on reporting when these transactions bridge the financial year.

Scenario:

• David is a sheep farmer and sells three hundred 2nd Shear Ewes on 30th June 2015 for $18,000 but doesn’t receive payment until 20th July 2015. The sale occurred in his previous financial year but payment was received in his new financial year.

• Simon is a wheat farmer and invests heavily in upgrading his irrigation system late in the financial year. Deferred payments mean that he receives a bill on 20 July 2015 for $7,700 although the equipment was purchased in his previous financial year.

• Lisa is a dairy farmer and sells 6,734.8 kg/MS on 30th May 2015 for $29,721.66 but doesn’t receive payment until 19th June 2016. The sale occurred in her previous financial year but payment was received in her new financial year.

If these transactions are allocated as an expense or income against the new financial year, it can make the farm appear to be doing much worse or better than it is.

Having the Period End column turned on helps make your financial reporting more accurate as your Cashflow screen will be driven by financial year reporting. It means that transactions at the end of your financial year will appear in two places:

• For your new financial year, they will appear on the Cashflow for your Actual Transactions under Last Year (income, purchases, farm expenditure etc.).
• For your previous financial year, they will appear on the Cashflow for your Actual Transactions in the Period End column.

This increased visibility provides a clearer understanding of your farm’s available finances and can assist with budgeting; for instance by providing an idea of future income and when an overdraft may be required.

Scenario:
David purchases $250,000 worth of trading stock at the end of the financial year; he may appear cash poor but he is actually asset rich because there is potential income to come later on from this stock when they’re ready to be sold.

Similarly, David could sell $250,000 worth of trading stock and appear cash rich but have no income to look forward to.
By having the Period End column turned on, David has visibility of this transaction in both financial years and incorporates this into his budgeting expectations.

Having the Period End column turned off will change your Cashflow screen to be driven by transaction (cash) reporting; it will remove the Last Year section of your Cashflow and the Period End column. All transactions will be displayed against the year in which they are paid (or income is received) regardless of when the actual sale took place.

It can be difficult to identify significant transactions that impact the new financial year when the Period End column is turned off. It will be necessary to look at management reports such as Profit & Loss or Performance (EFS) reports.

Tip: Management reports will differ from the Cashflow screen when the Period End column is turned off. This is because Period End transactions are still incorporated into these reports.

How to turn the Period End column on/off

Follow these steps to turn the Period End column on or off.

1. From the Cashflow screen, click on Setup and select Business.

2. Click on the Advanced tab.
3. Select “Period End” and “Last Year” section on or off in Cashflow.

Scenario: Period End column
Lisa is a dairy farmer and sells eighteen Rising 1yr Heifers on 30th May 2015 for $18,000 (GST incl). She receives payment on 20th June 2015 and enters it on the Transaction screen.

Lisa can view her transaction, $15,652 (GST exclusive) on the Cashflow screen by setting her view to Transactions (Actual Cashflow):

1. In her current financial year, 2015/16, it appears under Last Year: Income in the June 2015 column (the month payment was received).

2. In her previous financial year, 2014/15, it appears under Income: Dairy (Sales) in the Period End column (to recognise that payment was received in the following financial year).

Period End turned off

If Lisa turns off the Period End column and Last Year section then her Transactions (Actual Cashflow) view will change to this:

1. In her current financial year, 2015/16, the sale appears under Income:Dairy Sales in the June 2015 column and is included as income for the current financial year.

2. In her previous financial year, 2014/15, the sale does not appear at all and there is no Period End column displayed.

Tips & Tricks

The Period End column and Last Year section can also be turned on and off for both Budgets and Transactions (Actual).

When budgeting Livestock and Cropping transactions, and the Period End column is turned on, you can choose to adjust projected sale/bill dates in order to select which budget the transaction will appear in.

Scenario:
Lisa is adjusting her Main 2016 budget in her Livestock worksheet and anticipates selling twenty-two R1yr Heifers at the end of May 2016. She creates a new sale and can make choices in her budget about both the (1) Sale Date and (2) Payment Delay.
While Lisa has the Period End column turned on, she could choose to:

• Set the sale date as 31/05/16 and the payment delay as 0 days so that the income is allocated to her Main 2016 budget.
• Set the sale date as 31/05/16 and the payment delay as 20 days so that the income is allocated to her Main 2016 budget in the Period End column and also appears in her Main 2017 budget under Last Year’s income.
• Set the sale date as 01/06/16 and the payment delay as 0 days so that the income is allocated to her Main 2017 budget.

Need more help?

›Visit our online forums to chat with other users.

›Our Support Centre is there to help you.

Other Relevant Topics

• Create a Budget

Want to increase your skills?

Budgeting made easy - Guide.

Entering Bills and Invoices

Entering a bill is a manual process in Cashmanager RURAL. By entering bills regularly (daily or weekly) and other transactions regularly this means you will be able to see your current cash flow and make financial decisions based on this and your budget. Maybe you will need to extend your overdraft this month? Or perhaps … another decision from bill information?

Keeping on top of entering your bills will make your GST and end of year reconciliations much quicker and easier.

How you enter a bill into Cashmanager Rural will be affected by:

• Payment - when and how much of the bill you will pay
• Transactions on the bill – do you want to see separate transactions to help you make specific financial decisions or enter the transactions all as one to make GST returns easier?
• GST – Is the invoice inclusive or exclusive of GST and is the expense GST deductible?

Follow these steps to enter transactions from your bill:

Step 1: Read your bill

--> Check your bill before entering the transactions into Cashmanager Rural as this will affect how the transactions are entered.

1. Invoice date – is it for the current financial year?
2. Payment date – is it due for immediate payment, will you pay in full, is it an HP/deferred payment or part paid? Payment will affect how you enter the details of the invoice. This impacts on your cashflow so your correct incomings and outgoings are shown –it’s an unpleasant surprise to think you’ve paid a bill in full and then to find out you’ve actually only made a part payment.
3. Transactions – how will you enter them, as a group of separately?
   Personal or exempt transactions on the bill – find these and make a note or highlight – these affect how GST is calculated as you won’t claim for GST on these transactions
4. Is GST inclusive or exclusive on the invoice?

Although bills look different they will all show an invoice date, payment date, a breakdown of transactions, and how GST is worked out.

Step 2: Enter transactions: single or multiple transactions

--> Single transaction: On a bill, transactions can be grouped together and entered as one single transaction. The benefit of this approach is that it makes recording transactions quicker and it’s easier to calculate GST. You could do a single transaction when you’ve made a purchase from a company for one type of product.

In the Transaction screen click on the Expense button, then enter the transaction details.

1. Enter the Transaction date as the payment date (either when you paid the invoice or the due date which you intend to pay the invoice).
2. Enter the Amount as the GST inclusive amount on the invoice. This is the amount that will show as paid on your bank records. You don’t need to enter a Reference.
3. If you have Other Party details enter them or skip this section
4. Code details, this part is to analyse how the money was spent/received, e.g. repairs and maintenance or stock sales or purchases.
   • Select the relevant Category, you may have Extended codes that break down expense or purchase items into more detail, for example, Sheep then Ram Lambs. You can set up new extended codes if needed.
   • Check the GST code is correct, B for business (automatically calculates 15% GST), E for exempt or P for personal (contains no GST).
   • If entering as a single transaction the Code Amount is automatically filled in for you and includes GST.
5. Enter Quantity field if relevant to bill.
6. Enter a Note that is short and tells you what the specific purchase was.

--> Multiple transactions: Splitting out transactions within the same bill means you will get a more detailed picture of your expenses. This can be useful for making future financial decisions. If you have different types of purchases on an invoice it is useful to enter multiple transactions. It is also useful to enter multiple transactions if you want to see the costs between different business areas such as separate farms or crops.

Although this invoice could be entered as a single transaction, it’s entered as a multiple transaction as the farmer wants to allocate the costs to the different crops.

The Code Amount is where Cashmanager Rural will recognise if you want to enter multiple transactions for the bill. If you enter a code amount smaller than the total Amount, it will create another transaction for the bill until the Remaining amount reaches $0.

--> Tip: When entering multiple transactions most invoices show each transaction GST exclusive so you will need to push <Ctrl> + to automatically calculate the GST for each transaction.

How to check you’ve entered all the transactions correctly

1. Multiple lines for the bill will show in red until transactions are entered to a remaining balance of $0
2. When entering each transaction make sure it’s as an expense if it shows as Income under the code amount change to Reversal by pushing <+>
3. When the Remaining balance = $0 this is the last transaction to balance the bill and the red transaction lines will turn from red to grey once OK is clicked.

Step 3: Enter transactions to match when payments will occur

--> If you are not paying the bill by the due date and it will be deferred or financed (e.g. Hire Purchase) it’s important to enter this into Cashmanager Rural. This way, there will be no surprises when you’ve think you’ve paid a bill and you haven’t.

Entering financed or deferred payments

Step 4: Storing your invoice

--> Store your invoice once entered and indicate once it’s been paid.

It is useful to store invoices electronically that way they won’t get lost. Scan my bills helps with this.

@batley.o - I have also

Delete a budget

Follow these steps to delete a budget:

Step 1: Select the budget you want to delete

1. Select View / Edit Budget
2. From the Budget drop down select the budget you want to delete
3. Click Cashflow

Step 2: Check you are in the correct budget

- > Look at the budget name - are you in the correct budget?

Step 3: Delete the Budget

- > Select Delete “Budget name” from the Cashflow menu and follow the screen prompts

More info?

Create a blank budget

Want to increase your skills?

Budgeting made easy - Guide