...Menu...
G/L Coding Theory
Since proper G/L coding is so important to a proper functioning system we have prepared
this document to help you better understand how the G/L is updated and how transactions
are coded internally.
The coding structure is very flexible, this means that you have many avenues open to
you for keeping track of payroll expenses and liabilities that the task of proper coding
will seem daunting to you. It really isn't, and once you are familiar with some of the
design assumptions you will have no problems.
For purposes of our discussion we will be talking about a transaction that has been
posted through any one of the posting programs. When we talk about a G/L coding we mean
the debit and credit for the transaction unless we specifically talk about the debit and
credit account.
In the following list the list items will determine the order in which the search
happens, each number in the sequence supersedes the previous, that is, if a G/L code is
found at level 4 it will supersede the G/L at levels 1-3 etc.
- The first thing the system does is find the employee and the EBD for the earning or
deduction we are dealing with.
- If the transaction was created via Templates then the G/L coding will come from the
template. The EBD code on the transaction will be set to 101 for an hourly employee and
120 for a salaried employee. If both codes are present then no further processing is done;
we have our G/L coding. If the debit or credit accounts are blank then proceed to step 3
for the account that is blank.
- If the transaction was created via a Vacation, Sick Pay, or Time Bank payout, the system
will use the G/L codes from the payout fields in the respective record. No further
processing; we have our G/L codes.
- If the transaction carries a work order number then the G/L coding will come from the
work order file. In this instance no further processing is done; we have our G/L coding.
- The use EBD and use employee fields from the EBD file are checked. If use EBD is checked
then the debit side of the transaction will be taken from the EBD otherwise we will use
the G/L account from the employee master file. The
credit will be retrieved from the EBD file.
- The system will then check if there are any overrides for the EBD by department. If there are then the debit
and/or credit account will be used.
- The next file checked will be the fixed
maintenance. If there is an override for a specific EBD code then the G/L debit and/or
credit account will be retrieved.
Exceptions
These transactions are created during Batch check creation. The G/L codes are created
via the masks in the cross reference file.
Last updated October 20, 2006