Last modified by: Becky Hunnable -
Configuring, Running & Posting the Journal Entry
Adding Overrides to Configurations
Reviewing Journal Entry Results
Running and Posting the Journal Entry Report
Exporting the Journal Entry Report
Creating Configurations
To configure a version of the Journal Entry, click on "View Details" beside a Version under the Versions tab in the Journal Entry screen.
Click on "Add Config".
Click on the dropdown menu next to "PI Included/Excluded*". Choose a Journal Entry Item Type from the list. A "type" refers to a group of Benefits, Earnings, Deductions, etc.
The system will display all Payroll Instructions that exist with that Type in the "Included" column by default. From the dropdown beside "DebitGLCodes*", select the GL Code that should be Debited by these Payroll Instructions. Then choose the GL Code that should be Credited in the dropdown menu beside "CreditGLCodes*".
Add a Remark describing the Configuration in order to keep track of what Payroll Instructions have been configured. Click Update.
If you wish to exclude a payroll instruction from this particular mapping, simply click on the payroll instruction name under the Included column to remove it. You will see it move over to the "Excluded" column. Excluded payroll instructions will remain available for additional configs if needed.
The remarks added in a Configuration will show in the Comments section of the Configuration page for future reference.
Adding Overrides to Configurations
When there are exceptions for particular employees from a Configuration, you can set up an Employee Allocation by clicking on the "Employee Allocations" button. Select the employee name from the drop down menu (Note: overrides can only be added for Active employees). You can assign different Debit and Credit GL Codes if needed, split between multiple departments if needed, or a combination of both. Click on "Add More" if you require multiple rows for multiple percentage allocations. The percentage allocations must amount to 100%. (Note: the "1" beside the percentage field will default to a 1. We will cover other uses for this field in an Advanced Configuration Help guide at a later date.)
If other Overrides are required, you can click on "Add Override Type" and choose from the Override Type list to set up Overrides based on other criteria. Note: "Item Code" in the dropdown menu refers to a particular Payroll Instruction. The journal entry will calculate overrides based on the system's predetermined order of operations. When you save your configuration, then return to it, it will be sorted in the order that the overrides will be calculated in.
When applying an override, you can choose to create a "Compound Override" by Adding additional criteria to the Override. Choose the Override Type, then click "Add Criteria" to add an additional criteria to the override.
Select the second criteria from the dropdown menu in the Configuration Override window.
In the example below, the system will allocate Arthur Reid's Mileage earnings in the Day Supports Department - 200 and Debit the 4400-100 Travel account instead of the Department it was originally earned in, department 200.
For additional assistance with Journal Entry Overrides, contact Includables.
Reviewing Journal Entry Results
Once you have set up all Configurations, click Preview Results. The Preview will open in another browser window.
Select a Pay Run to Preview results for. Note: the pay runs listed in the dropdown menu will be limited to pay runs that exist within the effective dates of that Version. Your results will be posted under the Results tab for your review. You can click on the Filter icon on any column to filter to specific criteria if needed.
You can Preview the Raw Data under the Raw Data tab. Note: You can use Filters on any column under the Raw Data tab, however please note the Filters applied will be honored when Exporting the data. Remove all filters prior to exporting if you would like to export all data. Click the Export button in the top right hand corner to Export the Raw Data results to a Microsoft Excel or CSV file.
The status of the JE Version will remain in Draft status until Published.
When you are satisfied with the Results, click the Publish button.
Troubleshooting Results
If your JE is set up to "Balance Net to Payroll Invoice in JE Results" and the Results do not balance to the Payroll Invoice, a banner will appear at the top, and Configuration should be reviewed. Otherwise Results will need to be reviewed manually.
If your Results don't balance, a good first place to start when troubleshooting would be to click on the Raw Data tab, scroll to the Comments column and filter to "No Allocation Rule" to review any JE Items that haven't been Configured. If you can't find the issues here, try exporting the Raw Data clicking the Export button in the top right hand corner and make use of the filters in the report as well as the Payroll Register report to find any discrepancies.
Running and Posting the Journal Entry Report
The JE will be marked as Active under the Versions tab once published. Under the Pay Runs tab, select the pay run then click Run/View JE button in the top right hand corner. You can run multiple Journal Entries for more than one pay run at a time, however the pay runs selected need to be in consecutive order (ie. you can not skip any pay runs in between). For previously posted pay runs, you can only click the View Posted Results button.
Note: There must be an available JE in the Versions tab with an effective date on or before the pay run you are selecting in order to Run the JE, otherwise you will see "No Version Exists" in the Config Version column for that pay run and the "Run/View JE" and "View Posted Results" buttons will be unavailable.
The Journal Entry Report page will open in an additional browser window. Click the Post button in the top right hand corner of the screen under the Results tab to Post the Journal Entry Results. Note: Once a JE is in Posted status, it cannot be UnPosted. Note: Once a JE is Posted, changes cannot be made to the configuration of that version. A new version would be required if changes are required.
Exporting the Journal Entry Report
To Export the Journal Entry Report to an Excel, CSV, or formatted for a specific Accounting program, click the Export button and choose from the dropdown menu. Note: If you have applied Filters on any column, the Filters applied will be honored when Exporting the data. Remove all filters prior to exporting if you would like to export all data.
For any further assistance with Journal Entries, contact Ibex Herd.