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GENERAL LEDGER
GENERAL LEDGER

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[{TableOfContents }]
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If a General Ledger Interface is going to be used between Personality and your general ledger system, then there are several forms and concepts that must be completed and reviewed.
If a General Ledger Interface is going to be used between [{$applicationname}] and your general ledger system, then there are several forms and concepts that must be completed and reviewed.
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It is possible for Personality to ‘validate’ each segment of the distribution code defined in the G/L company. The G/L Segments ([IDGS]) form is used to enter all the segments you wish to validate. Once these segments have been defined, the Application will validate the distribution code via the Distribution Editor button for any forms that invoke this Distribution Editor, for example [IDDP] and [IDJB].
It is possible for [{$applicationname}] to ‘validate’ each segment of the distribution code defined in the G/L company. The G/L Segments ([IDGS]) form is used to enter all the segments you wish to validate. Once these segments have been defined, the Application will validate the distribution code via the Distribution Editor button for any forms that invoke this Distribution Editor, for example [IDDP] and [IDJB].
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[General Ledger Accounts|GENERAL LEDGER ACCOUNTS] are defined in the Maintain G/L Accounts ([IDGA]) form. A G/L account code, a short name or abbreviation, represents either a distribution code or a distribution mask. That distribution code may be a general ledger account, but distribution codes are not limited to containing general ledger accounts only. They may also contain additional segments for costing or other accounting purposes.
General Ledger Accounts are defined in the Maintain G/L Accounts ([IDGA]) form. A G/L account code, a short name or abbreviation, represents either a distribution code or a distribution mask. That distribution code may be a general ledger account, but distribution codes are not limited to containing general ledger accounts only. They may also contain additional segments for costing or other accounting purposes.
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!Distribution Codes
!Distribution Code
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The distribution code must then be established at the assignment level for each employee. This is done through the Distribution tab on the Assignments ([IEAS]) form.
The distribution code must then be established at the assignment level for each employee. This is done through the Distribution tab on the Assignments ([IEAS]) form. Distribution codes may default from the department ([IDDP]), job ([IDJB]) and position ([IDPS]) to the employee’s assignment ([IEAS]). For more information on how the distribution defaulting logic works see the [DISTRIBUTION DEFAULTING LOGIC] page.
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Distribution codes may default from the department ([IDDP]), job ([IDJB]) and position ([IDPS]) to the employee’s assignment ([IEAS]). For more information on how the distribution defaulting sequence see the [DISTRIBUTION DEFAULTING LOGIC] page.
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__Burden__ assumes you are using an estimate or "averaging" method of cost accounting, by burdening your labor costs for a percentage in respect of fringes. One of the main reasons for using burden is for timeliness sake as Labor G/L can be run on a daily basis as time is entered prior to paying the employee.
Burden assumes you are using an estimate or "averaging" method of cost accounting, by burdening your labor costs for a percentage in respect of fringes. One of the main reasons for using burden is for timeliness sake as Labor G/L can be run on a daily basis as time is entered prior to paying the employee.
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__Fringe__ on the other hand is a more accurate (but less timely) method of apportioning or allocating expenses after the employee is being paid.
Fringe on the other hand is a more accurate (but less timely) method of apportioning or allocating expenses after the employee is being paid.
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!Journalize Pay Transactions
The Journalize Pay Transactions ([UPGLPTR]) function is used to generate journal entries at pay transaction entry time for auditing purposes. Journal entries are generated for pay transactions whose journal source is 'Trial Pay Tran G/L'.
*Journalize Pay Transactions ([UPGLPTR])
*Journalize Pay Lines ([UPGLPPL])
*Journalize Labor (Pre-Payroll) ([UPLG])
**UNDO Transaction/Labor GL ([UPLGUNDO])
*Journalize Pays (Post-Payroll) ([UPGL])
**Report Payroll Journal Entries ([RPGL])
**Report Journal Entries By Employee ([RPGE])
**Report Journal Entries By Segment ([RPGS])
**G/L Interface File ([UPGLF])
**Accounts Payable Interface ([UPVEND])
**Undo a Vendor Run ([UPUNVEND])
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The [RPTR] function may be run to review pay transaction journal entries. These 'Trial Pay Tran G/L' journal entries will be removed by the [UPTR] process when the pay transactions are turned into Pay Headers pay lines. At that time, the actual cost of these pay lines will be journalized by [UPLG] or [UPGL] processes during the pay cycle.
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After [UPGLPTR] is run, the [RPGL] report may be run with the [MEX_ID] from [UPGLPTR].
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!Journalize Pay Lines
The Journalize Pay Lines ([UPGLPPL]) function provides full disclosure of G/L Distribution for Pay Lines and Pay Line Details prior to [UPAUDT] in the Journal Entries tables.
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After [UPGLPPL] is run, you can then run [UPAUDT] to print full G/L Distribution for each Pay Line Detail.
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After [UPGLPPL] is run, you can run [RPGL] with the [mex id|MEX_ID] from [UPGLPPL] report.
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!Journalize Labor (Pre-Payroll)
Labor costs may be sent to the G/L system on a regular (daily, weekly, bi weekly etc.) or ‘on demand’ basis prior to the pay being calculated. Labor G/L processing ([UPLG]) takes place after the payroll batch has been entered into the Personality system.
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The payroll batch can be generated by [UPTR] (from pay transactions), [UPTG] (system generated) or manually entered on the [IPPH] form. Labor G/L can process payroll batches that have been audited by the [UPAUDT] process or to optionally include un-audited pay lines to obtain labor costs on a timely basis.
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On the [IDGA] form, the G/L account must have the ‘Pre Payroll’ toggle on in order to be processed by Labor G/L. Labor G/L does not balance Gross to Net and Deductions. The earnings that are to be journalized will be balanced against the G/L Account that has been set up with the Labor Clearing account usage in the G/L Accounts ([IDGA]) form.
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The process for running Labor G/L is as follows:
* [UPAUDT]
* [UPLG]
* [RPGL]
* [UPGLF]
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!UNDO Transaction/Labor GL
After Labor GL is run in update mode, you may discover errors due to incorrect GL set up (e.g. incorrect employee's assignment distribution code etc.) To make corrections, you can run [UPLGUNDO] to remove the Labor GL journalized entries in order to put back the pay headers and pay lines in their original state. You many then make manual corrections to GL set up and re-run [UPLG].
This [UPLGUNDO] can also remove 'Trial Pay Tran G/L' journal entries for pay transactions and 'Trial Pay Line G/L' journal entries for pay lines so that you may set up the GL again and then re-run the [UPGLPTR] and [UPGLPPL].
!Journalize Pays (Post-Payroll)
Payroll actual costs may be sent to the G/L system after the pay cycle is closed. Payroll G/L process ([UPGL]) can be run on a per payrun basis or on demand basis, and should usually be run at the end of a month in order to send all journal entries of a fiscal period to the G/L system.
The [UPGL] process may be run in ‘Trial’ mode to verify that the payroll is posting correctly and that there are no entries posted to the suspense account. This can be seen by running [RPGL] for the execution id generated.
Only pay lines that are NOT marked as ‘Journalized’ (some may have been processed by Labor G/L-[UPLG]) will be journalized. Those items that have previously been journalized will be collectively indicated in a payroll clearing account.
The process for running Payroll G/L is as follows:
* [UPCLOZ]
* [UPGL]
* [RPGL]
* [UPGLF]
!Report Payroll Journal Entries
The Payroll Journal Entries Report ([RPGL]) should be run after the Labor and Payroll G/L Update, to verify the journal entries. The Execution ID of the General Ledger Update ([UPLG]/[UPGL]) is an important key to producing the report of the process.
!Report Journal Entries By Employee
The Journal Entries Report by Employee ([RPGE]) is an optional report that may be run after the Labor and Payroll G/L Update, to verify the journal entries by employee. The Execution Id of the General Ledger Update is an important key to producing the report of the process.
Before running RPGE, the user defined field 'PRINT ON RPGE' in [IMUF] for the [P2K_CM_GL_ACCOUNTS] table must be defined. The user defined field must be tied to the Lexicon - [X_YES_NO]. [IDGA] must then be set up with this user field to indicate that the G/L accounts are to be reported on RPGE (Print on RPGE Y-Yes).
!Report Journal Entries By Segment
The Journal Entries Report by Segment ([RPGS]) is an optional report that may be run after the Labor and Payroll G/L Update, to verify the journal entries.
The Execution Id of the General Ledger Update is an important key to producing the report of the process.
!G/L Interface File
If an interface file to a general ledger system needs to be created, then the ([UPGLF])function must be run.
Running [UPGLF] in non-trial mode will commit the journal entries. For Labor G/L, this will mark individual pay lines as ‘Journalized’, for Payroll G/L this will mark the pay header as ‘Journalized’.
!Accounts Payable Interface
The [UPVEND] function is run to create an Accounts Payable (AP) interface file. This can only be launched after all pay runs for the given payroll period are closed ([UPCLOZ]). This function provides a detailed list of all AP invoices to be exported to an interface file named in this function.
For more information on the required set up for an Accounts Payable Interface see the [ACCOUNTS PAYABLE - UPVEND] page.
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!!LIST OF G/L PAGES
*[Accounts Payable - UPVEND|ACCOUNTS PAYABLE - UPVEND]
*[Distribution Defaulting Logic|DISTRIBUTION DEFAULTING LOGIC]
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*[Distribution Defaulting Logic|DISTRIBUTION DEFAULTING LOGIC]
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![Notes|Edit:Internal.GENERAL+LEDGER]
[{InsertPage page='Internal.GENERAL+LEDGER' default='Click to create a new notes page'}]
This page (revision-12) was last changed on 26-Nov-2021 10:22 by JEscottTop