General Ledger
Setup & Maintenance
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GL Setup & Maintenance
REVISION HISTORY
Revision history by author is indicated below:
Date
Author
Version
10/17/11
Laura Milam
v1.0.42
Description
1.
2.
3.
4.
1/18/12
Laura Milam
America OnShore Confidential
v1.0.45
Field separator added to Labor and GL fields UI
Override GL Code and Override GL Description
added to Organization Table UI
<Blank> option added to all GL segment drop-downs
Budget Hours / Dollars removed from Labor table
(moved to Pay Group Budget Hrs/Dollars screen)
Updated GL field separator to clarify.
functionality – document update only.
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TABLE OF CONTENTS
1.
OVERVIEW OF GENERAL LEDGER SETUP ..................................................... 5
2.
EMPLOYEE LABOR HISTORY ........................................................................... 6
3.
EMPLOYEE SETUP ............................................................................................. 7
3.1. EMPLOYEE FIXED DISTRIBUTION ......................................................................................................... 7
3.1.1.
3.1.2.
3.1.3.
Select Employee Distribution .................................................................................................. 7
Employee Default Distribution ................................................................................................. 7
Allocating Individual Earnings ................................................................................................. 7
3.2. TIME ENTRY ....................................................................................................................................... 8
4.
LABOR & GL FIELDS ......................................................................................... 9
4.1. LABOR & GL FIELDS MAINTENANCE: ................................................................................................... 9
4.1.1.
4.1.2.
4.1.3.
4.1.4.
4.1.5.
4.1.6.
4.1.7.
4.1.8.
4.1.9.
4.1.10.
4.1.11.
4.1.12.
4.1.13.
5.
Title ........................................................................................................................................ 10
Display Sequence ................................................................................................................. 10
Organization Field ................................................................................................................. 10
GL Account Sequence .......................................................................................................... 11
GL Key Priority ...................................................................................................................... 11
Use in Labor Allocation ......................................................................................................... 11
GL Field Separator ................................................................................................................ 11
Is a Validated Field ................................................................................................................ 11
Is a Required Field ................................................................................................................ 12
Default Home Value ........................................................................................................... 12
Allow in Time Entry ............................................................................................................ 12
Allow Default Rate ............................................................................................................. 12
Allow in Budget .................................................................................................................. 12
ORGANIZATION TABLES................................................................................. 13
5.1. ORGANIZATIONTABLE MAINTENANCE:................................................................................................ 13
5.1.1.
5.1.2.
5.1.3.
5.1.4.
5.1.5.
6.
Code ...................................................................................................................................... 13
Organization Description ....................................................................................................... 13
Is Inactive .............................................................................................................................. 13
Override GL Code ................................................................................................................. 14
Override GL Description ........................................................................................................ 14
LABOR TABLES ............................................................................................... 15
6.1. LABOR TABLE MAINTENANCE: ........................................................................................................... 15
6.1.1.
6.1.2.
Code ...................................................................................................................................... 16
Labor Description .................................................................................................................. 16
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GL Setup & Maintenance
6.1.3.
6.1.4.
6.1.5.
7.
Is Inactive .............................................................................................................................. 16
Annual Budget Hours ............................................................................................................ 16
Annual Budget Dollars ........................................................................................................... 16
LABOR ALLOCATION ...................................................................................... 17
7.1. ALLOCATION PERCENT CALCULATION ................................................................................................ 17
7.2. LABOR ALLOCATION MAINTENANCE: .................................................................................................. 17
7.2.1.
7.2.2.
7.2.3.
7.2.4.
7.2.5.
7.2.6.
8.
Allocation Gross .................................................................................................................... 18
Allocate Earnings .................................................................................................................. 18
Allocate Memo Calcs ............................................................................................................. 18
Allocate Employee Taxes ...................................................................................................... 19
Allocate Employer Taxes ....................................................................................................... 19
Allocate Deductions (garnishments & net pay) ..................................................................... 19
LABOR GL RULES ............................................................................................ 20
8.1. LABOR GL RULES MAINTENANCE: ..................................................................................................... 20
8.1.1.
8.1.2.
8.1.3.
8.1.4.
8.1.5.
Category ................................................................................................................................ 20
Description............................................................................................................................. 21
Is Based on Charge To ......................................................................................................... 21
Using This Rule List .............................................................................................................. 22
Full GL Account section ........................................................................................................ 22
8.2. LABOR GL RULES USING GL KEY PRIORITY ....................................................................................... 23
8.2.1.
8.2.2.
GL Key Priority ...................................................................................................................... 23
GL Key Priority: Translating Payroll labor fields to GL reporting values .............................. 24
9.
SCHEDULE REPORTS / EXPORTS ................................................................. 25
10.
VERIFY GL SETUP ............................................................................................ 27
10.1. REGENERATE LABOR FILES............................................................................................................... 27
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GL Setup & Maintenance
1. Overview of General Ledger Setup
General ledger (GL) reports and exports are maintained using labor tables, GL rules, and labor allocation.
GL rules can be updated anytime and GL reports / exports can be regenerated based on the new rules.
This makes the GL feature very flexible and easy to maintain.
1. Setup client Labor & GL Fields: Establishes a labor table to store values used in GL and labor
allocation reporting. Labor tables can be established to store values that will be used at the
employee level (i.e. divisions, departments, etc.) and client level (i.e. GL account number, subaccount number, etc.).
2. Update client Labor Table values: The labor tables store the values used in GL and labor
allocation reporting.
3. Setup legal company Labor Allocation: Use the Labor Allocation screen to define how
earnings, memo calculations, employee taxes, employer taxes, and deductions/net pay will be
allocated when hours are charged out.
4. Setup legal company Labor & GL Rules: This screen is used to define what is included in GL
reports/exports and how it is displayed. This is where you select payroll items (i.e. earnings,
deductions, taxes, etc.) and assign GL account numbers.
5. Schedule pay group GL reports / exports: Use the Scheduled Report Options screen to
scheduled GL reports/exports to generate with Preview Payroll and Process Payroll. All
reports/exports generated based on being setup in Scheduled Report Options, will include data
from the current payroll only. If clients require GL reporting for other than ‘current’, they should
run the General Ledger Report from Date Range Reports.
6. *Verify setup: Run a Preview Payroll and review the General Ledger Report or *Regenerate
Labor and run the General Ledger Report from Reports on Demand.
*The Regenerate process uses data from employee labor history tables.
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GL Setup & Maintenance
2. Employee Labor History
Every time an employee is paid, the labor history for that check is stored in history tables. This history
cannot be changed. For example, if you charge out an employee’s hours to 4 different departments,
there will be labor history records for each department with the hours and earnings, and possibly the
deductions, memos, employee taxes, and employer taxes (depending on labor allocation). If an
employee has multiple checks for the pay period, labor history is stored for each check.
It is important to understand how employee labor history is stored in order to understand why GL and
labor allocation reports display the data that they do.
For example, you have a new client that has one labor field setup, called department (with one labor
value, 100), and all employees are assigned to department 100. Every time the client runs a payroll, all
employees have labor history records created with department 100. The client has very basic GL and
labor allocation reports that display all data in department 100.
In June, the client decides they want to setup department 200, 300, 400, and 500 and assign each
employee to one of these. Now when the client runs a payroll, employee history records are created with
departments 100 – 500 (depending on employee’s home department and whether or not their time was
charged out). The clients GL and allocation reports reflect where the employees are paid because the
reports are generated from the labor history records.
This same client now goes to Reports on Demand, and runs a GL or labor report for run date 1/15/2011.
The report is generated using the labor history records from 1/15/2011 and therefore display only
department 100. It may be hard for them to understand why the report displays all data in department
100 when the employees are currently assigned to departments 100 – 500.
Using the ‘Regenerate Labor’ feature does not change the data stored in the employee labor history
records. The ‘Regenerate Labor’ feature applies the current Labor & GL Rules and Labor Allocation to
the employee history records.
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GL Setup & Maintenance
3. Employee Setup
The employee Organization (if tied to a labor field) and Labor screens store the employee’s ‘home’
values. All pay items are stored in labor history using the ‘home’ values unless the employee’s hours /
dollars are charged-to other labor values in Time Entry (any time entry screen, any check type).
3.1. Employee Fixed Distribution
Employee pay items can automatically be distributed to multiple labor values using the Fixed Distribution
screen. This is a permanent setup so users will not have to perform the splits in Time Entry whenever
employee entries are keyed.
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The minimum percent that can be used is 1%
The total percent for a distribution cannot exceed 100%
All earnings and individual earnings can be allocated by percentages
Following is a screenshot of the Fixed Distribution screen:
3.1.1.
Select Employee Distribution
This drop-down contains a list of all client earnings. Individual earnings can be allocated using
fixed distribution.
3.1.2.
Employee Default Distribution
The default selection is ‘Employee Default Distribution’.
earnings will use the allocation entered.
3.1.3.
When this is selected, all employee
Allocating Individual Earnings
The ‘Employee Default Distribution’ selection can be used with an individual earning selection. For
example, a client may want all of an employee’s earnings distributed 50% to Department 100 and
50% to Department 200 with the exception of the Bonus earning. 100% of the Bonus earning
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GL Setup & Maintenance
should be charged to the employee’s ‘home’ Department 100. To do this, the client will select
‘Employee Default Distribution’, enter 50%, selects Department 200, Save. After saving, select
‘Bonus’ from the ‘Select Employee Distribution’ drop-down, enter 100%, select Department 100,
Save.
3.2. Time Entry
Data from all Time Entry transaction will post to employee ‘home’ labor or will be allocated based
using Fixed Distribution. This automatic allocation can be overridden by the user by labor selections
made when hours / dollars are keyed.
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Charge-to can be entered on any Time Entry screen (Time Entry Grid, Individual Time Entry,
Additional Check Entry Grid, Timecard Import)
Charge-to can be entered for any check type (Regular, Additional, Void, Manual,
Adjustment)
An unlimited number of charge-to entries can be keyed for an employee
Following is a screenshot of the Individual Time Entry screen:
In the above example, the employee’s ‘home’ department is 100. His hours are being charged-to
Departments 300 and 400.
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GL Setup & Maintenance
4. Labor & GL Fields
The first step in setting up a GL for a client is to establish tables that will be used to store the data
elements needed for GL and labor allocation reporting. The Labor & GL Fields screen is used to setup
the tables
4.1. Labor & GL Fields Maintenance:
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An unlimited number of labor and GL fields can be setup
Labor fields can be used labor allocation reporting, GL, or both
A labor field cannot be deleted if there are any labor values for it in the Labor Table
Following are screenshots of the Labor & GL Fields screen for fields Department and GL Acct#:
‘Department’ labor field:
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GL Setup & Maintenance
‘GL Acct#’ labor field:
4.1.1.
Title
This field is required. The title is used as the drop-down field label on all screens where the field is
displayed. A Labor Table is established using the title. This field can be updated at any time.
4.1.2.
Display Sequence
This field is required. This field defines the display on employee level screens. This field can be
updated at any time.
4.1.3.
Organization Field
This field is not required. A labor field can be tied to an organization field. When a labor field is tied
to an organization field, users only need to maintain the values in one table (the organization table).
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GL Setup & Maintenance
This eliminates the need for duplicate setup at the client and employee level. A labor field does
NOT need to be tied to an organization field. This field can be updated at any time. Updates to this
field can affect GL and labor reporting.
4.1.4.
GL Account Sequence
This field is not required. All GL reports/exports include a ‘full GL account’. This can be comprised
of one labor field (i.e. GL Acct#) or multiple labor fields. For example, if a client’s ‘full GL account’
consists of the department code, GL account number, and sub-account number, you would need to
setup three labor fields (Department, GL Acct#, and Sub-Acct#) with the sequence of 1, 2, 3
respectively. Updates to this field can affect GL and labor reporting. If this field is left blank for all
labor and GL fields, the ‘full GL account’ will be blank on all GL reports / exports. This field can be
updated at any time.
4.1.5.
GL Key Priority
This field is not required. This field is used when a labor field is NOT included in the ‘full GL
account’ number but the labor field is used in GL reporting. A good example of this is clients use
‘Departments’ in GL reporting, but the department is not part of the ‘full GL account. For the
‘Department’ labor field, the GL Key Priority would be ‘1’. By entering a GL Key Priority, users are
now able to select a department and the applicable GL account numbers for each data element (i.e.
earnings, taxes, deductions, etc.)
This field is also used when clients have Payroll labor field values that are different from the GL
reporting values. For example, a client’s Payroll values for Department are 100, 200, 300, 400, and
500. But, for GL reporting, they use Departments 9100, 9200, 9300, 9400, and 9500. The GL Key
Priority field allows users to designate which labor field is the ‘payroll’ labor field. This will be
explained in detail in the Labor GL Rules section.
The presence of a value entered for any labor field, will enable the GL Key Priority section in Labor
GL rules.
Examples of both uses are in the ‘Labor GL Rules using GL Key Priority’ section.
4.1.6.
Use in Labor Allocation
This field is not required. If selected, the field will be used as a data element in labor reporting.
This check box can be selected for multiple labor fields. Updates to this field affect GL and labor
reporting AND data stored in employee labor history. This field can be updated at any time.
4.1.7.
GL Field Separator
This field is not required. This field is used to enter an account separator that will be used in all GL
exports and displayed on GL reports. The placement, of the separator, is before the GL field. For
example, if Department and GL Acct# should be separated by a dash (-), enter ‘-‘ in the field
separator. If a separator is entered for the first field of the account, it will be ignored.
4.1.8.
Is a Validated Field
This field is not required. This indicates that all values must be keyed in the labor table. A user will
not have the option to key a value, freeform, at the employee level or in Time Entry. This field can
be updated at any time.
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GL Setup & Maintenance
4.1.9.
Is a Required Field
This field is not required. This indicates that a user must select, or enter, a value at the employee
level. If this field is selected and the user does not select a value for an employee (new hire or
existing employee), they will receive an error message when they try to Save the record. This field
can be updated at any time.
4.1.10.
Default Home Value
This field is not required. When this is selected, the employee’s home value will be used in labor
allocation. An employee’s home value is what is selected on the employee Labor screen. If the
labor field is tied to an organization field, then it is the value selected on the employee Organization
screen. This field can be updated at any time.
4.1.11.
Allow in Time Entry
This field is not required. When selected, a column is displayed in time entry for the labor field.
The labor field’s title is displayed as the column heading. This field should be selected if clients will
be charging hours/earnings to this labor field. This field can be updated at any time.
4.1.12.
Allow Default Rate
This field is not required. When selected, users will have the ability to enter default rates on the
client Default Labor Rates screen. This field can be updated at any time.
4.1.13.
Allow in Budget
This field is not required. When selected, the labor field will be available on the Pay Group Budget
Hours / Dollars screen.
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GL Setup & Maintenance
5. Organization Tables
When a labor field is tied to an organization field, only the Organization table needs to be maintained.
5.1. OrganizationTable Maintenance:
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There is one organization table for each organization field that is setup
If a labor field has an ‘Organization Field’ selected, the labor values are stored in the
organization table
An unlimited number of organization table records can be added to each labor table
An organization table record cannot be deleted or inactivated if it is used anywhere
Following is a screenshot of the Department Organization table:
5.1.1.
Code
This field is required. Alphanumeric data can be keyed in this field. This field cannot be updated.
In the ‘Department’ example above, the organization codes entered are also used as labor values.
5.1.2.
Organization Description
This field is not required. Use this field to store a description for the organization code. This field
can be updated at any time.
5.1.3.
Is Inactive
When this checkbox is selected, the organization code will be inactivated. If the organization code
is being used, the message ‘Inactivate Failed - item is referenced elsewhere.’ will be displayed.
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GL Setup & Maintenance
This indicates that the organization code is assigned to an employee or is used in Labor & GL
Rules. You will not be able to inactive the organization code until it is removed from all employees
and/or Labor & GL Rules.
5.1.4.
Override GL Code
This field only displays if the organization field is tied to a labor field. This field is not required. This
field is used to enter the code that should be used for labor and GL reporting. For example, the
Sales department may be ‘100’ for all payroll reports. But, for labor and GL reporting, ‘001’ is used.
The Override GL Code would be ‘001’. When adding Labor GL Rules, the user can setup records
for the 100- Sales and when the labor and GL reports / exports are created, they will display ‘001’.
5.1.5.
Override GL Description
This field only displays if the organization field is tied to a labor field. This field is not required. This
field is used to enter the description that should be used for labor and GL reporting.
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GL Setup & Maintenance
6. Labor Tables
The labor tables store the values that are used in GL and labor reporting. If a labor field has an
‘Organization Field’ selected (see section 3), there will be a message displayed on the screen ‘This labor
field is associated with the org value department all values are entered on the org values screen.’
6.1. Labor Table Maintenance:
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There is one labor table for each labor field that is setup
If a labor field has an ‘Organization Field’ selected (see section 3), there will be a message
displayed on the screen ‘This labor field is associated with the org value department all
values are entered on the org values screen
An unlimited number of labor table records can be added to each labor table
If a client uses a multi-part GL account number, multiple labor tables can be setup for each
part
A labor table record cannot be deleted or inactivated if it is used anywhere
Following is a screenshot of the ‘Department’ Labor Table:
Following is a screenshot of the ‘GL Dept’ Labor Table:
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GL Setup & Maintenance
Following is a screenshot of the ‘GL Acct#’ Labor Table:
6.1.1.
Code
This field is required. Alphanumeric data can be keyed in this field. This field cannot be updated.
In the ‘Department’ example above, the labor codes are entered in the ‘Department’ Organization
Table.
6.1.2.
Labor Description
This field is not required. Use this field to store a description for the labor code. This field can be
updated at any time.
6.1.3.
Is Inactive
When this checkbox is selected, the labor code will be inactivated. If the labor code is being used,
the message ‘Inactivate Failed - item is referenced elsewhere.’ will be displayed. This indicates
that the labor code is assigned to an employee or is used in Labor & GL Rules. You will not be able
to inactive the labor code until it is removed from all employees and/or Labor & GL Rules.
6.1.4.
Annual Budget Hours
This field is not required. Clients can enter the annual hours budgeted for the labor value. The
hours entered are used on the Actual vs Budgeted Payroll report. This field is NOT used for GL
reports. This field can be updated at any time.
6.1.5.
Annual Budget Dollars
This field is not required. Clients can enter the annual dollars budgeted for the labor value. The
dollars entered are used on the Actual vs Budgeted Payroll report. This field is NOT used for GL
reports. This field can be updated at any time.
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GL Setup & Maintenance
7. Labor Allocation
Use the Labor Allocation screen to define the allocation gross and which earnings, deductions, memo
calculations, employee taxes, and employer taxes should be allocated when employee hours are
charged-to multiple labor fields. The allocation gross and allocate earnings are used in the calculation for
allocation percent.
7.1. Allocation Percent Calculation
The calculation used to determine the allocation percent for deductions, memo calculations,
employee taxes, and employer taxes is:
(Allocate Individual Earning amount / Total Allocation Gross amount) = Allocation %
This calculation is performed for each earning selected as an ‘allocate earnings’.
Example:
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Clients allocation gross includes Regular, Overtime, Vacation, and Bonus
Client allocates earnings Regular, Overtime, and Vacation
Client allocates all Employer Taxes
Employee’s total allocation gross is $1,000 (Regular $800 and Bonus $200)
An employee is paid Regular $350 in Department 100 and Regular $450 in Department 200
The calculation is performed using the $350 amount to determine the allocation percent for
Department 100: (350 / 1,000) = 35%
The calculation is performed using the $450 amount to determine the allocation percent for
Department 200: (450 / 1,000) = 45%
35% of each employer tax will be allocated to Department 100
45% of each employer tax will be allocated to Department 200
If an earning isn’t allocated, this calculation is NOT performed when the earning is used. The
deductions, memo calculations, employee taxes, and employer taxes will be reported in the
employees’ ‘home’ labor.
7.2. Labor Allocation Maintenance:
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Updates can be made at any time and are effective immediately
Updates can be applied to previously generated Labor files by using Regenerate Labor
If a client is using labor allocation, the selections may have to be updated when new
earnings, deductions, memo calculations, or taxes are setup
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GL Setup & Maintenance
Following is a screenshot of the Labor Allocation screen:
7.2.1.
Allocation Gross
This section contains a list of all earnings and is used to define which earnings are to be
include/excluded from the total allocation gross amount. By default, all earnings are INCLUDED in
allocation gross. Select the earnings that you would like to exclude from the allocation gross total.
7.2.2.
Allocate Earnings
This section contains a list of all earnings and is used to define which earnings are to be allocated.
By default, all earnings are EXCLUDED. Select the earnings that you would like to be allocated
when used.
7.2.3.
Allocate Memo Calcs
This section contains a list of all memo calculations. By default, all memo calculations are
EXCLUDED. Select the memo calculations that you would like to be allocated.
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distribution of these documents, in any form or means including electronic, mechanical, photocopying or otherwise is prohibited.
GL Setup & Maintenance
7.2.4.
Allocate Employee Taxes
This section contains a list of all employee taxes. By default, all employee taxes are EXCLUDED.
Select the employee taxes that you would like to be allocated. If all employee taxes should be
allocated, select the ‘Allocate All Employee Taxes’ check box.
7.2.5.
Allocate Employer Taxes
This section contains a list of all employer taxes. By default, all employer taxes are EXCLUDED.
Select the employer taxes that you would like to be allocated. If all employer taxes should be
allocated, select the ‘Allocate All Employer Taxes’ check box.
7.2.6.
Allocate Deductions (garnishments & net pay)
This section contains a list of all deductions. By default, all deductions are EXCLUDED. Select the
deductions that you would like to be allocated. If all deductions, garnishments, and net pay should
be allocated, select the ‘Allocate All Deductions & Net Pay’ check box. Selecting this check box is
the only way to allocate garnishments and net pay.
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distribution of these documents, in any form or means including electronic, mechanical, photocopying or otherwise is prohibited.
GL Setup & Maintenance
8. Labor GL Rules
The Labor GL Rules screen is used to setup the posting parameters for GL and labor reports. This is
where you select pay items (earnings, deductions, ee taxes, er taxes, invoice amounts, etc.) and attach
GL account numbers to them.
8.1. Labor GL Rules Maintenance:




Updates can be made at any time and are effective immediately
Updates can be applied to previously generated Labor files by using Regenerate Labor
An unlimited number of rules can be setup
A rule can be deleted at any time
Following is a screenshot of the Labor GL Rules screen(no GL Key Priority fields defined):
8.1.1.
Category
The category is the first thing that needs to be selected. The category selected controls the pay
items displayed in the ‘Using this Rule’ section and the drop-downs in the ‘Full GL Account’ section.

The same category can be selected multiple times if individual items from the ‘using this
rule’ list need to be charged to different accounts.
Category
Description
* Item List
Deduction
Employee deductions are listed
Yes
Deposit Into Settlement Acct
Service Bureau’s settlement account from Legal
Company > Bank Accounts
Direct Deposit
Employee direct deposit amount
Earning
Earnings
Yes
Employer Local Tax
Employer local taxes
Yes
Federal & State Employee
Federal and state level employee taxes
Yes
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distribution of these documents, in any form or means including electronic, mechanical, photocopying or otherwise is prohibited.
GL Setup & Maintenance
Category
Tax
Description
* Item List
Federal & State Employer Tax
Federal and state level employer taxes
Yes
Garnishment
Garnishment types
Yes
Impound Offset
?
Invoice
Invoice amount for current payroll
Local Tax
Employee local taxes
Yes
Memo Calculation
Memo calculations
Yes
Netpay
Net pay from live checks
OBC
Account
Adjustment
ACH
From Pending ACH Adjustments when the clients
OBC bank account is selected
QuickBooks Check Detail
Use this to select a different bank account number
that should be used in the QuickBooks check detail
section. Clients will want to do this when the bank
account used for the client check is not the one they
want to use in this export.
Tax Credit
Use for tax credits (i.e. Missouri, California)
Tax Filing ACH Adjustment
From Pending ACH Adjustments when the clients
Tax Filing bank account is selected
Third Party Checks
Total amount from all third party payments
Unpaid Earnings
Examples include GTL (group-term life), fringe
benefits, etc.
Withdraw
Acct
from
Settlement
Workers Comp Payment
Yes
Service Bureau’s settlement account from Legal
Company > Bank Accounts
Total Workers Comp payment based on system
mapped WC Eligible Wages
* Item List: List of individual items is displayed with check boxes
8.1.2.
Description
This field is required. Enter a description that will display on the GL reports / exports. This field can
be updated at any time.
8.1.3.
Is Based on Charge To
This field is not required. When employee hours / dollars are charged out to multiple labor values
(i.e. departments, branch, store, etc.), a labor record for each department is stored in the
employee’s labor history. Select this check box if the selections for this category should use the
‘charge to’ labor data. If this is not selected, the employee’s ‘home’ labor department will be used.
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documents are not for general distribution and are meant for use only by America OnShore and trusted partners. Unauthorized
distribution of these documents, in any form or means including electronic, mechanical, photocopying or otherwise is prohibited.
GL Setup & Maintenance
8.1.4.
Using This Rule List
No selections are required. Whether or not this section is displayed depends on the ‘Category’
selection. See chart above. If ‘Yes’ in Item List column, this section will display. Select the items
for this record. NOTE: An item can be selected for more than one record but the GL report / export
will be overstated by those amounts because they will be included on the report / export more than
once. The selections in this section can be updated at any time.
8.1.5.
Full GL Account section
No selections are required in this section. This section is dynamically populated based on the ‘GL
Account Sequence’ number entered on the Labor Fields screen and the category selected. There
will be a row for each labor field that has a ‘GL Account Sequence’



There can be 1 – 3 columns based on the category selected
o Debit: Select the values that should be used for the debit entries
o Credit: Select the values that should be used for the credit entries
o Impound Offset Credit: Select the values that should be used for the impound
offset credit entries. NOTE: If a selection is made, the General Ledger reports
will include an ‘Impound Entries’ section in addition to the Payroll Entries section.
Time Entry Debit Override: When this check box is selected, the value selected will be
used no matter what was keyed in Time Entry for the labor field. For example, if you’re on
the ‘Dept’ row, select a department AND select this check box, everything will be posted
to the selected department. Employee home / charge-to labor records will be ignored.
The <Blank> Option selection allows a blank to be used for any GL Segments. It does not
need to be added as an Org or Labor lookup.
America OnShore Confidential
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distribution of these documents, in any form or means including electronic, mechanical, photocopying or otherwise is prohibited.
GL Setup & Maintenance
8.2. Labor GL Rules using GL Key Priority
If there is a value present, for any labor field, in GL Key Priority, the ‘GL Based on Rule Key’ section
is displayed with a drop-down for each of the fields with a GL Key Priority. Otherwise, this section is
NOT displayed. Following are two examples of common uses of GL Key Priority.
8.2.1.
GL Key Priority
The GL Key Priority is used when an employee labor field is needed for GL reporting but that labor
field is NOT part of the Full GL Account number. In this example, the client needs to setup GL
accounts by department:
Note: Clients may require multiple drop-downs in this section. For example, some clients may
require Division and Department.
America OnShore Confidential
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GL Setup & Maintenance
8.2.2.
GL Key Priority: Translating Payroll labor fields to GL reporting values
The GL Key Priority is used when the Payroll labor field values (i.e. those assigned to an employee
and stored in the labor history tables) do not match the labor field values used in GL reporting. For
example, a client’s payroll values for Department are 100, 200, 300, 400, and 500. But, for GL
reporting, they use Departments 9100, 9200, 9300, 9400, and 9500. The user will have a labor
table that stores the Payroll departments and a labor table to store the GL departments. The
PayroIl labor field is designated as the GL Key Priority.
The GL Key Priority is used to translate the Payroll labor value to the GL reporting value. In this
example, Department 100 (payroll department) is being translated to Department 9100 (GL
department):
NOTE: If using the Override GL Code feature (added to the Organization table UI in v1.0.42),
then this method of translating labor fields is no longer needed. Using the Override GL Code
feature is recommended because it results in fewer Labor GL Rules.
America OnShore Confidential
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documents are not for general distribution and are meant for use only by America OnShore and trusted partners. Unauthorized
distribution of these documents, in any form or means including electronic, mechanical, photocopying or otherwise is prohibited.
GL Setup & Maintenance
9. Schedule Reports / Exports
Use the Scheduled Report Options screen to setup the GL and labor reports. The reports will be needed
to verify the GL and labor setup. There are several standard reports / exports that can be scheduled,
processed using Reports on Demand, or processed using Date Range Reports. Following is a list of
reports as of v1.0.38:
Report Name
Custom
Detail
Description
Labor
Allocation
Custom
Labor
Summary
Allocation
Employee Labor Detail
Employee
Expense
Labor
Detail
Employee Labor Expense
Employee Labor Report
General Ledger Export
General Ledger Report
GL Detail Export
GL Detail Report
Labor Allocation Detail
Labor Allocation Summary
MAS90 GL Exchange Export
MTD Actual vs. Budgeted
Payroll
MTD Labor Allocation by Pay
Date
MTD Labor
Period End
Allocation
by
QTD Actual vs. Budgeted
Payroll
QuickBooks
Export
Check
Detail
Check detail section only
QuickBooks Export
Check detail and general journal entries
QuickBooks Export (Account
Desc)
Using account description instead of account number
QuickBooks General Journal
General journal section only
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documents are not for general distribution and are meant for use only by America OnShore and trusted partners. Unauthorized
distribution of these documents, in any form or means including electronic, mechanical, photocopying or otherwise is prohibited.
GL Setup & Maintenance
QuickBooks General Journal
(Account Desc)
General journal section only; Using account description instead of
account number
QuickBooks General Journal
Summary
General journal section with totals by GL category (i.e. earnings,
deductions, ee taxes, etc.)
QuickBooks General Journal
Summary (Account Desc)
General journal section with totals by GL category (i.e. earnings,
deductions, ee taxes, etc.); Using account description instead of
account number
QuickBooks Summary Export
QuickBooks Summary Export
(Account Desc)
YTD Actual
Payroll
vs.
Budgeted
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documents are not for general distribution and are meant for use only by America OnShore and trusted partners. Unauthorized
distribution of these documents, in any form or means including electronic, mechanical, photocopying or otherwise is prohibited.
GL Setup & Maintenance
10.
Verify GL Setup
After setting up the client tables, verify the GL setup using Reports on Demand, Date Range Reports, or
run a Preview Payroll and verify using a Preview report. If you want to apply new Labor Allocation and
Labor GL Rules to past pay runs, you will need to ‘Regenerate’ the labor files for the applicable runs.
10.1. Regenerate Labor Files
The regenerate function can only be performed on one payroll run at a time. Labor files can be
regenerated as many times as needed.
Following is a screenshot of the Regenerate Labor screen:




Select the payroll run from the grid
Click on ‘Regenerate Labor’ once
The Regenerate Begin field will be populated with a date/time stamp
When done, the Regenerate End field will be populated with a date/time stamp
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documents are not for general distribution and are meant for use only by America OnShore and trusted partners. Unauthorized
distribution of these documents, in any form or means including electronic, mechanical, photocopying or otherwise is prohibited.