To access the General Ledger (GL) you must first launch the GL Module
Next, Select the New GL button to create a new GL.
Then select the Process Start and End Dates for your GL. Please note when adding a new GL Entry the dates default to the most recently processed payroll.
Once you have selected the Process Start and End Dates you will be taken to the Labor Allocations Over Ride Screen.
On this screen, you can set up which account you would like any rounding errors to go to. You can do this by selecting the "Edit" button and entering your bank account number in the text box. When you have finished select the "Save" button.
Also on this screen, you can choose which your labor allocations override. To do so you must first select "Yes" from the override column drop-down menu.
Doing so will bring up the following menu:
From this menu select the "Add Row" button. Doing so will allow you to choose any Branch, Divison, Department, or project to allocate labor to as well as allow you to choose an Allocation Percentage and any Allocation Deductions. You can do this by selecting the drop-down menu in the appropriate columns.
Be sure to click save changes button if you make changes to the labor allocation grid. If you do not select the save button your changed will not be saved. When you have finished this process select the "Continue Load Deduction" button.
Clicking the continue button will take you to the Expense Mapping tab. This tab will allow you to begin mapping your GL.
The Expense Mapping section allows you to choose your grouping by department structure or by earning / deduction/tax code. To choose your grouping select the "Edit" button and select your grouping from the drop-down menu.
The Account Mapping section allows you to map your Direct Debit, Checks Payable, and Billing accounts to General Ledger. You can map these accounts by entering the account number in the corresponding text box.
The filter section filters through the allocated funds. In the following example, the employee name filter is used to find this specific employee in the general ledger.
The Earning, Memo, ER Tax, EE Tax, and Deductions tab allows you to map bank accounts to earning codes. You can do this by entering your debit account with the corresponding codes.
When you have completed your mapping, select the continue button on the bottom of your screen.
Clicking the continue button will take you to the Cash Mapping Tab. This tab allows you to map your accounts to the general ledger. On this tab you will first choose if you would like your checks displayed individually or summed together. If you would like them displayed individually select the "List" option. If you would like them summed together select "Sum".
Next, you can map your bank account numbers by entering the account number in the corresponding text box.
When you have finished select the "Continue Button"
Selecting continue will take you to the Calculate GL tab. Here your General Ledger is calculated and ready for review. Once you have reviewed your General Ledger select the complete button to complete your Ledger.
Once you have selected the complete button your General Ledger will:
- The general ledger is marked as complete so it doesn’t display in the list on the Select Date Range tab of the General Ledger module unless the user clicks the Include complete checkbox.
- Any output files for the report vault will be generated.
- Pushes data to Quickbooks online if configured to do so.
- Locks down the template associated with the General Ledger entry so if any changes are made the General Ledger will not be impacted.
You can always reopen a General Leger from the Select Date Range tab but any changes to that General Ledger as far as expense and cash mappings, labor allocations, etc. will only impact that General Ledger. If you want to redo a closed General Ledger with the current template you would need to delete the General Ledger entry and recreate it.
When you reopen a complete General Ledger it will display the following message at the top of every General Ledger screen: