PR> Computer and Manual Checks> GL Distribution
Summary
The journal entry generated by the Computer Checks (PR> Computer Checks) and Manual Checks (PR> Manual Checks) process displays on the GL Distribution Report generated during those processes. This document outlines how that journal entry is generated in both the Computer Checks and Manual Checks process.
Related Links
Click here for information on creating a split period liability journal entry.
Journal Entry
The journal entry will be created in the following way:
| Description | Debit | Credit |
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Gross amount of the computer or manual check. This includes any premiums added to the paycheck because the premium will be paid out using the pay code that triggers it (PR> Maintenance> Premiums> Pay Codes section).
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Gross amount of the check | |
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GL cash account attached to the bank account selected during the Generate step (PR> Computer Checks> Generate) or the Settings step (PR> Manual Checks> Settings). The fund will be pulled from the fund of the GL account used to debit the gross amount of the manual check. This line item will not include the direct deposit amounts.
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Net amount paid out on the physical check | |
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GL account attached to the deductions. If this is a Computer Checks batch, these are the deductions attached to the employee record with the same deduction cycle that displays on the Generate step (PR> Computer Checks> Generate> Deduction Cycle field). The deduction cycle of the batch is pulled from the pay schedule period being processed in the batch. Click here for information on adding a deduction to a pay period. Click here for information on adding deductions to an employee record.
If this is a Manual Checks batch, these are the deductions that were manually added to the check on the Timecard Maintenance window (PR> Manual Checks> Timecards> Select an employee on the Selection tab> Deductions tab). Click here for information on adding a deduction to an employee record.
If there is a Primary Fund defined on the Setup window (PR> Utilities> Setup> General tab> Primary Fund field), the fund used on this line item will be pulled from the primary fund and the rest of the GL account number will be pulled from the deduction record (PR> Maintenance> Deduction/Benefit> Account tab> Default Credit Account section). Click here for information on the Deduction/Benefit Maintenance window. Click here for information on the Payroll module Setup window.
If there isn’t a primary fund defined on the Setup window (PR> Utilities> Setup> General tab> Primary Fund field) and the fund attached to the deductions is not the same fund used to debit the gross amount of the paycheck, or the primary fund defined on the Setup window is not the same fund that was used to debit the gross amount of the timecard, the transfer account will be credited for the amount of the deduction. The transfer account is defined on the Setup window (PR> Utilities> Setup> General tab> Transfer field). This will also generate entry OPTIONAL 1. Click here for information on the Setup window.
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Amount of the deduction | |
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Debit account attached to the benefits on the check. If this is a Computer Checks batch, these are the benefits attached to the employee record with the same deduction cycle that displays on the Generate step (PR> Computer Checks> Generate> Deduction Cycle field). The deduction cycle of the batch is pulled from the pay schedule period being processed in the batch. Click here for information on adding a deduction to a pay period. Click here for information on attaching benefits to an employee record.
If this is a Manual Checks batch, these are the benefits manually attached to the check using the Deductions tab on the Timecards Maintenance window (PR> Manual Checks> Timecards> Select an employee on the Selection tab> Deductions tab). Click here for information on adding benefits to a manual check. Click here for information on adding a deduction to an employee record.
If there isn’t a fund attached to the GL account, the fund number will be pulled from the primary fund (PR> Utilities> Setup> General tab> Primary Fund field). Click here for information on the Payroll module Setup window.
If there isn’t a debit account on the benefit record, the GL account used to debit the gross amount of the paycheck will be debited for the benefit amount.
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Amount of benefit | |
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Credit account attached to the benefits manually added to the check. This GL account is set up on the benefit record (PR> Maintenance> Deduction/Benefit> Account tab> Credit Create Account section). Click here for information on deduction and benefit maintenance.
If there isn’t a fund attached to the GL account, the fund number will be pulled from the primary fund (PR> Utilities> Setup> General tab> Primary Fund field). Click here for information on the Payroll module Setup window.
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Amount of benefit | |
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OPTIONAL 1 The deduction amount will be debited and credited in a fund if the primary fund is different than the fund used to debit the gross amount of the timecard, or there isn’t a primary fund and the fund on the GL account attached to the deduction is different than the fund used to debit the gross amount of the timecard. The debit GL account is the transfer account (PR> Utilities> Setup> Transfer field), and the debit account is the GL account attached to the Deduction Maintenance window (PR> Maintenance> Deduction/Benefit> Account tab> Default Credit Account section). Click here for information on setting up a transfer account in the Setup window. Click here for information on the Account tab of the Deduction/Benefit Maintenance window.
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Deduction Amount | Deduction Amount |
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OPTIONAL 2 If the Use General Ledger distribution of accruals toggle is checked on the Payroll module Setup window (PR> Utilities> Setup> Accruals tab> Use General Ledger distribution of accruals toggle), the GL accounts attached to the accrual will be debited and credited. The amount of the accrual will be calculated by multiplying the number of hours accrued by the hourly rate on the employee record (PR> Maintenance> Employee> Financial tab> hourly rate of the applicable revision).
If you leave the debit account blank on the accrual record (PR> Maintenance> Accrual> Account tab> Debit account), the debit account will be pulled from the cash account attached to the bank account selected during the Generate step (PR> Computer Checks> Generate> Bank Account field), or the Settings step (PR> Manual Checks> Settings> Bank Account field).
If you leave both the debit and the credit account blank on the accrual record, no journal entry line item will be generated for the accrual amount.
GL accounts are attached to accrual codes using the Account tab of the Accrual Maintenance window (PR> Maintenance> Accrual> Account tab). Click here for information on accrual code maintenance. |
Accrual Amount | Accrual Amount |