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GL Account Codes Table

Overview

GL Account Code

Fields on the GL Account Codes Table

• Account Code. Enter the Code for this general ledger account in the Account Code field. As with all code names, use a maximum of 10 characters. Omit special characters and spaces.
• Account ID.  An Account ID number is added and automatically increments to create a unique identifier to allow the processing of multiple accounts with the same account code.  

Note: If you add two GL Account Codes with identical Account Code values, then the Account ID assigns its own incremented number to ensure that the GL account has a unique identifier.

• Active?  A selected Active checkbox means that this general ledger account is included when general ledger processes.

• Description. Enter a description for this account in the Description field.
• Offset Account. Only use the Offset Account field to create a particular offset record for processed dollars. It is unnecessary to enter an Offset Account number because an offset account is created when a new GL account is saved.  Offset Accounts are created through two automatic methods:  by entering an account in the Offset Account field (optional) or as a mirror of a GL account code.

Example:  An offset account number is needed for a GL account for earnings that aren't wages worked and don't pay dollars to the employee, such as non-cash earnings.  

Result:When an Offset Account number is applied, the system automatically creates a new GL Account Code with its own unique Account ID. WHERE the Credit radio button is selected for a Credit type of account, then the assigned Offset Account is created with a unique Account ID and a Debit for the same dollar amount.

CAUTION!  is manually added as a GL account code with List Box items selected, the GL account is duplicated, and amounts applied will appear in both GL Accounts, causing an out-of-balance general ledger. and If the Offset Account number is applied on a GL account code

• Debit or Credit?  Select Debit or Credit based on the normal payroll-processing consequences for this account code's dollars.  

• Accrual %. Leave the Accrual % field blank unless a specific accrual percentage is always used for this account. The Accrual % field overrides a GL percentage-adjustment for a carry-over week from whatever accrual percentage is entered on the general ledger processing tool.  Accrual percentages calculate a percentage adjustment amount for carry-over days in a week for monthly or bi-monthly reporting.

WHERE non-accrual accounting is used (i.e. cash accounting), THEN ALWAYS leave the Accrual % field blank.

Where your company reports payroll dollars on an accrual basis for GL processing, then wait until processing GL to enter an accrual percentage to apply to all accounts without a pre-defined Accrual %on the GL Account Codes Table. As soon as you enter anything in the Accrual % field, you are using a feature designed for Accrual accounting, and seeking advice from your organization's Corporate Accountant is suggested before defining the General Ledger Accounts. The Corporate Accountant can use the guidelines outlined here while determining what general ledger setup is appropriate.

Processing Information

• Processing Information.  To define the type of dollars to process for this Account's General Ledger, the option selected in the "Processing Information" frame determines which Validation Table provides the items available for selection in the "List Box Items" box, either Earning, Deduction, Net Pay, or Tax. For instance, selecting the Earnings option causes codes from the Earnings Table to display, such as BONUS, REG, or an overtime earning.
• List Box.  The selected items define the items to process for this account. All selected List Box Items accumulate dollars for this GL Account Code. The list box has a scroll-bar. When you add or edit a GL Account Code, scroll-down to review all of the available List Box Items and ensure that only the items that you wish to process are selected.

Anytime that your organization adds any new Earning codes, Deduction codes, Net Pay codes, or Tax codes to the Validation Codes Tables, return to the GL Account Codes Table and review your selection of List Box Items. Apply the new code for the item to the appropriate GL Account Code to include the amounts in General Ledger processing and reporting.

Other Indicators

Accounting options including setting the accounting type as accrual accounting and/or setting the GL account to process negative amounts can be defined in the "Other Indicators" section.

• Accrual Only or Accrual Standard option. To define whether a GL account will be used to process payroll information and accruals for the general ledger (standard) OR will process only accrual amounts, each GL Account needs either Accrual Standard or Accrual Only selected. For a standard GL account, choose Accrual Standard. Accrual Standard includes the payroll information and adds any calculated accrual-percentage dollars.  For a GL account that is only used for accrual amounts, choose the Accrual Only option.  

For standard accounting, select the Accrual Standard option. Use the Accrual Standard option to have the payroll information and any accruals process together. Accrual Standard includes the GL Account Code in GL processing (whether or not processing includes accrual processing).

Accrual Only.  For an account that needs to report only the accrual amount, select Accrual Only. Accrual Only excludes the GL Account Code UNLESS Accrual Processing is included in the GL Processing. So, use the Accrual Only option to only report the accrual amount to this GL account.  

WHERE no accruals are processed with GL Processing, all GL codes that have "Accrual Only" selected are omitted from the general ledger reports.

• Negative Amounts?  For roll-up processing of negative dollar amounts (voids) for a finance system that accepts negative dollar amounts, select the Negative Amounts checkbox. Alternatively, leave the "Negative Amounts" checkbox clear when the finance system doesn't accept negative dollar amounts. Where the "Negative Amounts" checkbox is clear, processing takes the absolute value of any negative amount and switches the amount from debit to credit or vice versa. This creates a reverse entry for negative amounts, i.e., if the entry is a negative to a debit account, the system creates a positive credit entry.
• Miscellaneous.  Optionally, if your organization is using an interface for General Ledger Accounting, enter sub-account information or other additional identification numbers in the Miscellaneous field
• Distribution option.  Select the method of distribution from the set of three options in the "Other Indicators" section.  

Master Distribution.  Use Master Distribution option to sort and subtotal dollars and hours according to the labor segments designated for each employee on their Employee Master Organization Tab records.

Summary Distribution.  Use Summary Distribution option to show only total dollars and hours, without any details. All amounts will be rolled up into one amount.

Payroll Distribution.  Use Payroll Distribution option to sort and subtotal the dollars according to labor segment levels 1-4 assigned to employees' payroll dollars. (Labor Segments default from each employee's records, but Labor Segments may be assigned and reassigned as part of the payroll entry process. Thus, Labor Segments can be designated per employee, per payroll calendar, and per row of earnings/deductions on the Payroll Entry spreadsheet. To reflect hours worked in other Labor Segments, changes to default labor distributions may be made as part of payroll entry.)

Filter Information

Optionally, filter the GL account. Where no selections are made in the Filter Information section, THEN  for all tiers and labor segment distributions are included in the General Ledger based on the selected Reporting Distribution method. To further delineate groups for general ledger processing and reporting, use the "Filter Information" column.

• Company, Tier(s), and Labor Segment(s).  Delineate groups for overrides by selecting Company, Tier(s), and Labor Segment(s) from the selection lists of available codes to create combinations.

Override Information

A General Ledger Account can be defined to override a Company, tier level, or labor segment in the Override Information column. Define overrides to facilitate general ledger accounting as needed.

• Override Information column.  To apply an override, enter the replacement value in the "Override Column" field, and then enter one or more corresponding override values. To create combinations, enter corresponding values. Alternatively, to exclude groups from reporting on this account, use zeroes. Define as many overrides as needed to facilitate general ledger accounting.

To facilitate balancing and avoid over-filtering or inaccurate overrides, filter by either tiers or labor segment filters instead of filtering by both, especially if a GL Account is marked for "Payroll Distribution" processing. Filtering one or more GL Accounts by both labor segments and tier filtering can cause dollars that are needed for general ledger reporting and balancing to be filtered out of the general ledger.