General Ledger

You can use the General Ledger information to create an export file for exporting payroll information into an external accounting system. Navigate to Administration > HCM Setup >Settings > Payroll Setup > General Ledger to access the General Ledger (GL).

The GL setup process typically involves the following steps:

1. Create a basic format of the GL structure made up of the GL Code segments from earnings, deductions, taxes, bank accounts, and cost centers at Administration > HCM Setup >Settings > Payroll Setup > General Ledger > Settings.

2. Enter GL Codes for each section of the format at Administration > HCM Setup >Settings > Payroll Setup > General Ledger > Codes.

3. Create Overrides for exceptions to the format at Administration > HCM Setup >Settings > Payroll Setup > General Ledger > Settings.

General Ledger Settings

To view General Ledger Settings, go to Administration > HCM Setup >Settings > Payroll Setup > General Ledger > Settings. From the General Ledger Settings page you can create the GL format, which can be up to 10 positions. The 10 positions can be constants, codes from the GL, GL offset codes (related to earnings, deductions, taxes, bank accounts, vendors, or invoice services), or any section of a cost center tree.

To download a PDF of the General Ledger Settings, select the Download PDF button on the General Ledger Settings page. You can use the PDF as a working configuration guide.

Adding a General Ledger Format

Follow these steps to add a new General Ledger Format:

1. Navigate to Administration > HCM Setup >Settings > Payroll Setup > General Ledger > Settings.

2. Select the Add GL Format button. The new Format appears under the existing formats.

3. Select the # of Positions (segments) for this format. The number of positions is equivalent to the number of components used to form the GL string for the external accounting system.

   Suppose the GL format for your system requires a Constant of 1, Cost Center level 1, Cost Center level 2, and the GL account number, with each of those separated by dashes. The number of positions to enter would be 4. After you enter 4, the four levels appear on the page for you to configured per the requirements.

4. Use the drop-down lists to define the type of entry. The choices in a newly established company are GL/GL Offset, Constant, and Employee. The list expands as you make configuration selections to meet your specific company needs. The following are some common options:

   • Constant: Typically, you use this at the beginning of the GL string and it does not change.

   • GL/GL Offset: Use this with the segment tied to earnings, taxes, and deductions for recording employer expenses and liabilities.

     Note: You configure the GL and GL Offset codes on each individual earning, deduction, tax, bank account, vendor, or cost center. If you don't configure one of these items and you use it in a GL, that part of the GL won't work. Also, ensure that each earning, deduction, tax, bank account, and cost center level you use has a GL Account Code assigned. If your GL report shows an item in suspense status, check the item's Format and then look at each portion of the format to ensure that each portion has a code assigned.

5. Select the Save button when you're done.

Adding a GL Override

General Ledger (GL) overrides control special handling of payroll items that do not fall within the normal General Ledger flow or are exceptions to the formatting rule. The system executes the overrides in a line number order. You need to place your overrides in the correct order to ensure proper handling. The order is important because when the system encounters an override condition during GL processing, it processes the override within the guidelines of the override rules and does not continue to search for any related conditions.

You can export the values in the Assignments and Filter columns (after you add those columns via Select Columns) to these formats: CSV, Excel 97-2007, Excel 2007, PDF, and HTML (Paged).

Follow these steps to add a new GL Override:

1. Navigate to Administration > HCM Setup >Settings > Payroll Setup > General Ledger > Settings.

2. Select the Add GL Override button.

3. On the General Ledger Override page, enter the Name, Description and Line number for the override. The Line number establishes the execution order.

   A best practice is to create your Line numbers with gaps between them, such as 10, 20, 30, instead of 1, 2, 3. This enables you to insert an override later (such as between the first two overrides), without having to reassign the previous overrides.

4. To add filters to the override, select Add Filter. Select the Flag icon next to the filter you want to add. You can use the AND, OR, and NOT buttons to define additional conditions for your filter. To add a condition, select an entry in the Filter list in which to add the condition.

5. Select the Save button when you're finished.

The system executes GL Overrides in the order shown on the page, which matches the line number you assigned to the override.

General Ledger Codes

You can enter codes on each corresponding earning, deduction, tax, bank account, or cost center. However, the General Ledger Codes page is a quicker way to enter all of the GL accounts for all of the components in payroll in a matrix grid format. When you enter a code on one page, the system updates the other page. Access this option at Administration > HCM Setup >Settings > Payroll Setup > General Ledger > Codes.

If you have security permissions to view the General Ledger Codes (General Ledger item enabled in your assigned Security Profile), you can download a PDF of the General Ledger Codes; select the Download PDF button on the General Ledger Codes page. You can use the PDF as a working configuration guide.

Adding General Ledger Codes

Follow these steps to add a new entry to the General Ledger Code matrix:

1. Navigate to Administration > HCM Setup >Settings > Payroll Setup > General Ledger > Codes.

   The GL Codes page lists all of the GL items that are available to be distributed to the GL file. As you highlight a GL item on the page, the system displays a white or gray box and the type of entry related to the item. If a box is gray when you select (or tab) into it, an account number is not required. If a box is white, an account number is required.

2. As you add and save codes on the page, the Configured column shows a Y for items that contain account numbers. You can easily filter for any items that show a Y or those that don't show a Y to see the ones that have and have not been configured.

3. Use the View GL Report button to view a report of the GL codes.

4. Use the View GL Settings button to view the settings for the GL codes.

5. Select the Save button when you're finished.

General Ledger Account Descriptions

You can configure a report of Account Descriptions that references the Account Number and Account Name. This maps any formatted GL Code to a friendly description, such as Payroll Cash Account. The friendly description is often helpful for you and others to understand the GL entries in your system. You can select the Description column as a column for the GL report. To access Account Descriptions, go to Administration > HCM Setup >Settings > Payroll Setup > General Ledger > Account Descriptions.

Adding General Ledger Account Descriptions

Follow these steps to add General Ledger Account Descriptions:

1. Navigate to Administration > HCM Setup >Settings > Payroll Setup > General Ledger > Account Descriptions.

2. Select the Add New button.

3. Enter the GL Account name and a Description.

4. Select the Save button when you're finished.