19.0 Edit General Ledger Groups

Transcription

1 19.0 Edit General Ledger Groups EDITION 2008 Revision 1 Software Support 7:00am 7:00pm Eastern Time Technical Inquiries 8:00am 5:00pm Eastern Time (519) PAYweb ( ) New Client Setup setup@payweb.ca Website Signon Log In or

2 Table of Contents OVERVIEW...3 EDIT G/L GROUPS...4 Adding a New General Ledger Group... 5 Making Changes... 6 Deleting a Group... 7 SETTING UP EMPLOYEE PROFILES Edit GL Groups (rev1).doc Rev. 1 Page 2 of 9 11/11/2011

3 Overview This feature allows the user to allocate multiple general ledger accounts to an employee (or group of employees) gross wages based on multiple percentages that add up to 100%. This feature is available for both hourly and salary employees. General Ledger Distribution Groups are set up based on the different General Ledger accounts and percentages required. Once completed you are able to select or assign a General Ledger Distribution Group (GLDISTGRP) to an employee. This is done in the Codes tab found in the Employee Profile. The allocation is done when the Calculate Pay option is run. The Audit report will distribute the employee s earnings over the General Ledger numbers using the percentages specified in the employee s General Ledger group. If you wish to override the Distribution Group allocation for a pay period simply enter the General Ledger number in the Hours and Earnings Entry screen for this pay period only Edit GL Groups (rev1).doc Rev. 1 Page 3 of 9 11/11/2011

4 Edit G/L Groups 1. On the main Process Payroll menu click on Additional Features. 2. In the Additional Features menu click on the Edit G/L Groups. 3. The Maintain G/L Distribution Groups screen will appear Edit GL Groups (rev1).doc Rev. 1 Page 4 of 9 11/11/2011

5 Adding a New General Ledger Group 4. The Distribution Group field is mandatory field. You cannot have a duplicate Distribution Group name. It can be up to 5 digits long and can be alpha or numeric. 5. The Description field is optional. It will default the Distribution Group name if not used. It is 30 characters long and can be alpha or numeric; however, when viewed in the Employee Profile screen it only displays the first 10 characters. In the example to the left the Distribution Group is PY/HR and the Description is Payroll/Human Resources. 6. Enter to continue. NOTE: The Delete Line will allow you to delete a group only if the Client Defined code tab in the Employee Profile does not contain this group for an employee (based on an effective date). 7. The Distribute Earnings screen is displayed. Enter the General Ledger numbers and percentage split for the Distribution Group you are creating. The total of all splits must add up to Once you have modified the General Ledger numbers and percentage splits for each. Enter to Save. A message is displayed if the splits do NOT total Press enter and correct. This screen is used for multiple allocations. If you have an employee with 100% to one General Ledger account, enter it in the General Ledger number on the Payroll tab of the Employee Profile. The Distribute to G/L field is 17 characters long and can be alpha or numeric. The Percent field is 6 characters long with 4 decimals ( ). 8. Once you saved the information, Click Exit to return to the previous screen. 9. Continue entering all of the groups and General Ledger numbers and splits. The Delete Line will allow you to delete a General Ledger number and percentage split Edit GL Groups (rev1).doc Rev. 1 Page 5 of 9 11/11/2011

6 Making Changes You can only make changes to the Distribution Group Description field on the first screen and the General Ledger account number and percentage on the distribution (second) screen. 1. If changing the Description field, highlight the field and start typing in the new description. Enter to save. 2. To make changes to the distribution click in the SEL field and click Enter to continue. 3. To change a General Ledger number highlight the one you wish to change and type in the new General Ledger number. To change the percent, highlight the percent field and type in the new percentage split. 4. To delete the entire line in the Delete Line field type in Y. Tab down to a blank field and type in the new account number and percentage. The total percentage must add up to 100%. In the example to the left the percentage as been changed to 25/75 split. 5. Enter to save. 6. Exit to return to the previous screen. Exit again to return to the Additional Features menu Edit GL Groups (rev1).doc Rev. 1 Page 6 of 9 11/11/2011

7 Deleting a Group 7. You can only delete a group if no employees have been assigned to that group. If you try to delete a group that has been assigned to an employee you will get the message to the left. G/L Group cannot be deleted. Group is being used by an employee(s). 8. To delete a Distribution Group type a Y in the Delete Line field and click Enter to continue. The line should disappear Edit GL Groups (rev1).doc Rev. 1 Page 7 of 9 11/11/2011

8 Setting up Employee Profiles Once you have setup all the groups and distribution percentages you must go to the Employee Profile to specify which group each employee belongs to. An employee can only belong to one group at a time. Effective dates are used and cannot overlap. The Effective From Date will determine when the split should occur for a Group within a payroll run. 1. From the main menu click Employee Profile. Select the employees that require groups to be setup and enter to continue. 2. Once in the Human Resources screen click on the Codes button. 3. Click on the magnifying glass beside the first blank Code field. In this prompt screen you should see a client Defined code called GLDISTGRP. 4. Click on this code to select Edit GL Groups (rev1).doc Rev. 1 Page 8 of 9 11/11/2011

9 5. Your Code field will display GLDISTGRP. 6. You can now click on the magnifying glass beside the Value field. 7. All of the General Ledger Distribution Groups that are defined for you are displayed. 8. Click on the code to select. 9. Displayed in the Value field will be the name of the group you have selected. 10. If this is correct enter to save the record. 11. The Effective From Date defaults to today s date. If you need to change this, highlight the field and start typing in the correct effective date using mmddyyyy format. 12. Enter to save. 13. If the employee changes groups change the Effective To Date of the most recent Distribution Group. Follow Steps 1 thru 12 changing the Effective From Date to coincide with the group change. The dates cannot overlap one another. 14. Once a Distribution Group is assigned to an employee, it overrides the General Ledger allocation on the Payroll tab in the Employee Profile (based on effective dates) Edit GL Groups (rev1).doc Rev. 1 Page 9 of 9 11/11/2011