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GL Account Codes Table

Overview

GL Account Code

Fields on the GL Account Codes Table

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.

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

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

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.

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.

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.

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.

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.