Managing Your Basic General Ledger Interface Tasks

Transcription

1 General Ledger Interface Managing Your Basic General Ledger Interface Tasks Handout Manual Need support after training? To exchange tips and best practices with fellow users, get on The Bridge an online community built exclusively for ADP clients. V ILN37 Copyright ADP, LLC

2 ADP Trademarks The ADP logo and ADP are registered trademarks of ADP, LLC. ADP Workforce Now is a registered trademark of ADP, LLC. The Bridge Sponsored by ADP & Bubble Talk Design is a registered trademark of ADP, LLC. ADP A more human resource.sm is a service mark of ADP, LLC. Third-Party Trademarks Adobe and Reader are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Global Crossing and Ready-Access are registered trademarks of Global Crossing Holdings, Ltd. in the United States and other countries. Microsoft and Excel are registered trademarks of Microsoft Corporation in the United States and/or other countries. WebEx is a registered trademark or trademark of Cisco Systems, Inc. and/or its affiliates in the U.S. and certain other countries. All other trademarks and service marks are the property of their respective owners. Copyright ADP, LLC. ADP Proprietary and Confidential All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. ADP provides the publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice. Published by ADP Enterprise Learning September 2017

3 MANAGING YOUR BASIC GENERAL LEDGER INTERFACE TASKS PREFACE Contents Course Introduction Navigating WebEx... 1 Course Purpose... 2 Course Agenda... 2 TheBridge.adp.com... 2 Materials Overview... 2 Implementation Questions... 2 The General Ledger Interface Process Overview... 3 Description... 3 The General Ledger Interface Process... 3 The General Ledger Interface Setup Process... 4 Explore: The General Ledger Interface Home Page... 5 Creating and Downloading the G/L File Creating the G/L File Job Aid... 6 Reviewing the G/L Report Job Aid... 7 Downloading the Import-Ready G/L File Job Aid... 8 Using Support Resources... 9 Practice: Using General Ledger Interface Part Creating the G/L File and Viewing the Error Job Aid Maintaining Your G/L Account Mapping a New Payroll Code Job Aid Recreating the G/L File from the Last Payroll Run Job Aid Practice: Using General Ledger Interface Part Deleting the G/L File Job Aid Troubleshooting General Ledger Interface Using G/L Reports Using Drill Down Reports Job Aid Practice: Using General Ledger Interface Part Course Closing Course Objectives Continuing Education Credits Training Evaluation Copyright ADP, LLC iii V ILN37

4

5 Course Introduction Navigating WebEx Copyright ADP, LLC 1 V ILN37

6 Course Purpose This course prepares you to use the basic features of General Ledger Interface. Course Agenda Create and download the G/L import file Maintain the G/L setup by updating fields and values Troubleshoot issues using G/L reports TheBridge.adp.com is an online community for payroll and HR professionals where you can ask questions, share knowledge, make connections, and learn from industry experts and peers about a broad range of human capital management topics. You can access TheBridge.adp.com to do the following and more: Learn how other professionals are getting more from their ADP solutions with timesaving resources and helpful features. Join community spaces or topics of interest, including tax, payroll, HR and benefits, and time and labor management. Connect with other payroll practitioners, HR professionals, featured industry representatives, and ADP subject matter experts. Share your experiences. Check the Frequently Asked Questions or ask the community. Materials Overview Use the job aids in this handout manual when you are back at your job. Implementation Questions Use the following table to list any follow-up items you want to discuss with your implementation specialist (IS): Questions for my IS: Copyright ADP, LLC 2 V ILN37

7 The General Ledger Interface Process Overview General Ledger Interface (GLI) is an Internet product that resides on a safe and secure website. It converts ADP payroll data to a general ledger (G/L) file for import into your accounting software. General Ledger Interface streamlines the process of creating payroll journal entries and updating your G/L file after each payroll run. After you prepare your workstation and complete the security registration process, you will complete ongoing maintenance tasks based on changes to your payroll or accounting software. The result is a G/L file ready for import into your accounting software to update your general ledger. Description The following illustration provides an overview of the GLI process. Copyright ADP, LLC 3 V ILN37

8 The General Ledger Interface Setup Process Overview Your implementation specialist (IS) will complete specific General Ledger Interface setup tasks. Description The setup process that your IS completes is as follows. Stage Description 1 Set up General Ledger Interface on ADP s mainframe. 2 Gather and analyze your accounting software specifications. 3 Set up the G/L file based on your accounting software specifications, as follows: Define the file specification. Define the account segmentation. Define employee groups. 4 Map payroll items to the Chart of Accounts. 5 Run the first payroll and load payroll information to GLI. 6 Test the G/L file setup by viewing setup reports and then running the Create G/L File option using live payroll data to verify the output. After the setup process is complete, you create error-free G/L files based on your company's accounting period. On an ongoing basis, you will then use General Ledger Interface to do the following: Create additional G/L files as needed each accounting period. Download G/L files to your PC. Import G/L files into your accounting software. Make periodic changes to your GLI setup based on changes to your accounting software or payroll. Additional Resources For definitions of and more information about the terms used here, refer to online Help. Copyright ADP, LLC 4 V ILN37

9 Explore: The General Ledger Interface Home Page Elements and Descriptions Element Menu bar Home Process Setup Reports Tools Logout Description Select an item on the menu bar to display the activities that you can perform. Return to the Home page by selecting Home on the menu bar. Create a G/L file or access a list of previously processed G/L files. Access primary setup options. Access various setup and output reports. Access additional setup and maintenance options. Close the GLI tab to exit. Important Information For security purposes, after 20 minutes of inactivity, GLI logs you out. Copyright ADP, LLC 5 V ILN37

10 Creating and Downloading the G/L File Creating the G/L File Job Aid Scenario ADP has completed its initial setup, your payroll has processed, and the resulting data has been loaded to GLI. You are now ready to generate the G/L file. You choose how often to create the file for example, every payroll, monthly, or at any other time. QuickBooks Online (QBO) clients will also see the QBO Export Status link under the Process menu. Instructions Step Action 1 Select Process and, under G/L File, select Create G/L File. 2 In the G/L File Name field, enter the name of the G/L file you will create. Note: A best practice is to use the date of the payroll selected, for example, Oct01. 3 In the CoA Map list, select a map. 4 In the Accounting Date field, enter an appropriate date. Note: This date will vary based on your accounting software. 5 Select Search for Payrolls. 6 Select the search criteria and click Submit. 7 Select the payrolls that you want to include in your G/L file. 8 Click Create G/L File. 9 On the File Status page, review the status of your file. Note: If the file status is In Progress, click Refresh until it is Complete. Copyright ADP, LLC 6 V ILN37

11 Reviewing the G/L Report Job Aid Scenario After creating the G/L file, you review the accompanying G/L report to confirm that the file has no errors. You cannot download a G/L file with errors. Instructions Step Action 1 Select the G/L file, and then click the Action icon and select View G/L Report to confirm that it has no errors. 2 For easier reference, you can print the report or save it to Microsoft Excel: To print the report, click Print. To save the report as an Excel spreadsheet, click Save as Excel. Because Excel may reformat the report, you should not import it into your accounting software. To prevent reformatting, download the report directly or change the file extension to.txt. Important Information To correct errors in a G/L file, refer to the available support resources, and then follow the instructions in Recreating the G/L File from the Last Payroll Run Job Aid section. Copyright ADP, LLC 7 V ILN37

12 Downloading the Import-Ready G/L File Job Aid Scenario After you generate an error-free G/L file, you download it to your local or network drive for import into your accounting system. You can download the file immediately after creating it or at any other time. There will be an additional Export option for authorized QuickBooks Online (QBO) users on the File Status page. If FTP is enabled for clients, they will see the Transmit link on the File Status page. Instructions Step Action 1 Select Process and, and under G/L File, select File Status. 2 In the row for the G/L file, click the Action icon and select Download. Your browser's default Internet security settings may prevent you from downloading the file. For information about how to change your security settings, refer to the online Help topic, "Turning On the File Download Feature." 3 In the File Download window, click Save. Note: You should identify a standard location for saving your G/L files. 4 In the Save As window, select an appropriate location to save the file. If desired you may also change the file name, and then click Save. Result: The file is now available for import into your accounting software. To import the file, refer to the procedures in your accounting software manual. Copyright ADP, LLC 8 V ILN37

13 Using Support Resources Overview General Ledger Interface has support resources that you can use to learn more about the product, locate procedures for completing tasks, and practice the tasks covered in this course. Resources and Descriptions From the Home page, use the following resources to locate information about GLI. Resource Online Help Online Guide New Features Description The Help system provides detailed page information about GLI and procedures for completing tasks within the product Introducing ADP s General Ledger Interface helps you to set up and process your G/L file. Information about the new features added to the current version of the product. Copyright ADP, LLC 9 V ILN37

14 Practice: Using General Ledger Interface Part 1 Overview You will now gain some hands-on experience using a training environment that replicates GLI. The practice will cover what you have just learned. Scenario You have just begun using GLI, and you are ready to create your first G/L file. Instructions Step Action 1 Click Practice: Using General Ledger Interface Part 1. 2 Select Process and, under G/L File, select Create G/L File. 3 On the Create G/L File page, click the G/L File Name field to enter the file name Demo. 4 In the CoA Map field, select CoA Map Client Training. 5 To enter a date, click the Accounting Date. 6 To select a specific payroll, click Search for Payrolls. 7 In the Search for Payrolls window, accept the defaults and click Submit. 8 Select the Include check box for Year/Week # 2017/32, and then click Create G/L File. 9 To change the file status from In Progress to Complete, click Refresh. 10 In the Complete section, in the row for the Demo.txt file, click the Action icon, and select View G/L Report. 11 Briefly review the G/L report, and then click Close, the X in the upper-right corner. 12 In the Complete section, in the row for the Demo.txt file, click the Action icon and select Download. 13 On the Save button, click the down arrow and select Save As. 14 Click Save again. 15 Click Close. Copyright ADP, LLC 10 V ILN37

15 Creating the G/L File and Viewing the Error Job Aid Scenario When creating your G/L file, you may get an error. Instructions Step Action 1 Select Process and, under G/L File, select Create G/L File. 2 In the G/L File Name field, enter a file name. 3 In the CoA Map list, select a chart of accounts map. 4 In the Accounting Date field, enter a date. 5 If necessary, select Search for Payrolls. 6 Select the payrolls to include in the G/L file. 7 Click Create G/L File. Note: G/L files in error will immediately display in the Complete section. 8 Locate the G/L file with the "Errors" status. 9 To view the error messages indicating why the G/L file could not be created, click the Action icon and select View Error/Warning Report. Copyright ADP, LLC 11 V ILN37

16 Maintaining Your G/L Account Mapping a New Payroll Code Job Aid Scenario Mapping a new payroll code involves selecting a field name and a code and then mapping the code to an employee group. You see an error message on your G/L report that says payroll code 6 is not mapped to the correct G/L account. You must map the code to payroll account Instructions Step Action 1 Select Setup > Accounts Mapping. 2 In the Selected CoA Map list, select the appropriate map. Result: When you select a field, the corresponding data populates the page. 3 In the left panel, select the account number value type. 4 Click Add (+). 5 Click the payroll item, and then select the appropriate code. 6 Assign the field or account to an employee group (if needed). 7 Map the field or account to a specific account field (if needed). 8 Click Save. Important Information You can map hours and accounts fields, such as Regular Hours, Overtime Hours, and Hours Amount (Coded Hours), and then use them as map to values. Copyright ADP, LLC 12 V ILN37

17 Recreating the G/L File from the Last Payroll Run Job Aid Scenario Now that you have used the G/L report to correct the errors in the current G/L file, you must recreate the file before importing it into your accounting software. Instructions Step Action 1 Select Process and, under G/L File, select Create G/L File. 2 Select Set All Fields to the Values from the Last Run. 3 Click Create G/L File. 4 In the Confirm Action window, click OK. 5 Click the Action icon in that row and select View G/L Report. 6 Import the G/L file into your accounting software. Copyright ADP, LLC 13 V ILN37

18 Practice: Using General Ledger Interface Part 2 Overview You will now gain some hands-on experience using a training environment that replicates GLI. The practice will cover what you have just learned. Scenario You see an error message on your G/L report that payroll code 6 is not mapped to the correct G/L account. To fix the error, you must map the code to payroll account 1221, and then run the G/L file again. Instructions, Step 1: Mapping the Payroll Code Step Action 1 Click Practice: Using General Ledger Interface Part 2. 2 Review the error message for the G/L file August2017.txt. 3 Select Setup > Accounts Mapping. 4 In the COA Map column, select Mapwitherrors. Result: When you select a field, the corresponding data populates the page. 5 In the left panel, select Account Number: GL Account Number. 6 Click Add (+). 7 Select the Deductions by Code check box, and click Move Selected Right to move the payroll item to the Selected Payroll Items section. 8 Click Codes. 9 Select the check box for 6 (Health Savings), and then click Done. 10 Click the down arrow on the scroll bar to scroll down the page. 11 Click Next and accept the default employee group. 12 Click Next and, in the Account/Field Value field, enter In the Description field, enter Health Savings Click Save & Return. Instructions, Step 2: Recreating the G/L File Step Action 1 Select Process and under G/L File, select Create G/L File. 2 Select Set All Fields to the Values from the Last Run. 3 Click Create G/L File. 4 In the Confirm Action window, click OK to overwrite the existing G/L file. Result: The G/L file is created without any errors, and is ready for you to download. Copyright ADP, LLC 14 V ILN37

19 Deleting the G/L File Job Aid Scenario You have been creating G/L files for six months. The list includes a number of files that you no longer need, making it difficult to locate the file that you want to work with. You need to delete obsolete files from your system. Instructions Step Action 1 Select Process > File Status. 2 On the General Ledger Report File Status page, select the G/L file that you want to delete. 3 Click the Action icon in that row and select Delete. 4 Click OK. Best Practice As part of your routine GLI maintenance, periodically delete unused G/L files to keep the list of usable files current and small. Copyright ADP, LLC 15 V ILN37

20 Troubleshooting General Ledger Interface Using G/L Reports Overview GLI provides many reports to help verify setup, identify errors, and reference details. You access these reports by pointing to Reports on the menu bar and selecting a report category. Reports and Descriptions Use the following reports to troubleshoot or review your G/L file. If You Need To View the type, format, alignment, and output format of a file View the values that are used to determine employee groups View the CoA maps in your setup and compare them to the actual CoA View all payroll items available to map to your G/L account View the details of the general ledger reports that have been created including CoA Map, accounting period ending date, and creation date View errors and warnings that occur when creating a G/L file Analyze payroll data that make up dollar amounts associated with a selected account in a G/L file Then Use This Report File Specification Employee Groups Accounts Mapping Payroll Items General Ledger Error/Warning Drill Down Additional Resources For more information about GLI reports and how to use them for troubleshooting purposes, refer to online Help. Copyright ADP, LLC 16 V ILN37

21 Using Drill Down Reports Job Aid Scenario You want to analyze some of the payroll items in an account such as employee name and department worked. To do so, you create and run a Drill Down report. Instructions Step Action 1 Select Reports and, under Output Reports, select Drill Down. 2 In the G/L File Name row, click a G/L file name. 3 In the Enter an Account# field, enter an account number or select one from the list. 4 To ensure that a description of the item appears in the report, select the Include Payroll Items check box. 5 In the Payroll Field list, select one or more payroll fields. Note: Each time you select a payroll field, a new row is displayed. 6 For each payroll field, optionally enter a filter or value. 7 Click Run. Important Information If your security setup does not allow access to file number or employee name, you will see asterisks in those fields. You can print the Drill Down report or save it in Excel format. Tip You must add at least one payroll field to the report for the Run button to be active. Copyright ADP, LLC 17 V ILN37

22 Practice: Using General Ledger Interface Part 3 Overview You will now gain some hands-on experience with GLI using a simulation that replicates the interface. The practice will cover material from the entire course. Scenario You have reviewed the errors and recreated the G/L file. Now, you will use a Drill Down report to analyze some of the information in that file. Instructions Step Action 1 Click Practice: Using General Ledger Interface Part 3. 2 Select Reports and, under Output Reports, select Drill Down. 3 In the G/L File Name column, click Demo.txt. 4 In the Enter an Account# field, select from the list. 5 Select the Include Payroll Items check box. 6 Select Employee Name and Department Worked as payroll fields. 7 Click Run. Copyright ADP, LLC 18 V ILN37

23 Course Closing Course Objectives Now that you have completed this course, you are prepared to do the following: Create and download the G/L import file. Maintain your G/L setup by updating fields and values. Troubleshoot issues using G/L reports. Continuing Education Credits ADP is an approved provider of recertification credit hours (RCHs) by the American Payroll Association (APA) and continuing professional education (CPE) credits by the National Association of State Boards of Accountancy (NASBA). Most ADP courses are eligible for RCHs and CPE credits. RCHs and CPE credits provide recognition for updating or broadening professional competencies and may be used to maintain certifications such as the Certified Payroll Professional (CPP) and Certified Public Accountant (CPA). Professional organizations establish their own certification procedures, which are subject to change. Professional organizations often require documentation of class objectives, agenda, and duration, along with a certificate of completion. This information is provided at the end of your handout manual. At your request, your instructor will provide you with a certificate of completion at the end of this class. Copyright ADP, LLC 19 V ILN37

24 Training Evaluation Thank you for attending the Managing Your Basic General Ledger Interface Tasks course. Please take a moment to complete the evaluation. Copyright ADP, LLC 20 V ILN37

25 ADP Course Description Managing Your Basic General Ledger Interface Tasks (45170) Program Content This course prepares participants to use the basic features of General Ledger Interface. Topics include creating and downloading general ledger (G/L) import files, maintaining the G/L setup by updating fields and values, and troubleshooting issues using reports. Objectives Upon completing this course, participants will be prepared to do the following: Audience Create and download the G/L import file. Maintain their G/L setup by updating fields and values. Troubleshoot issues using G/L reports. This course is intended for practitioners who need to set up and maintain general ledger accounts using General Ledger Interface. Prerequisites None Advance Preparation None Participant Materials Participants need to print the Managing Your Basic General Ledger Interface Tasks handout manual before attending class. Method of Presentation Virtual class (VC), Group Internet Based Duration 1 hour, 30 minutes

26 Continuing Education Credits This course may be eligible for the following recertification credit hours (RCHs) and continuing professional education credits (CPEs): RCH: 1.5 CPE: 1.5 Note: ADP is unable to grant formal RCH and CPE credits to a participant logged on to class through a mobile device. For more information, see the Training Policy. In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour. ADP, LLC, Employer Services, is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: In accordance with the American Payroll Association (APA), recertification credit hours (RCHs) apply to Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials. Recommended Field of Study (NASBA) Specialized Knowledge and Applications Cost and Training Policy For information about course cost, registration, and cancellation policies, refer to the Training Policy. Learner Records and Privacy Policy Learner records are available on Learn@ADP within 24 hours after participants complete their training classes. To access learner records, refer to these instructions. View ADP's Privacy Policy on Learn@ADP. V ILN37 Copyright ADP, LLC