Problem:
When producing the General Ledger report, or when exporting information to a GL software package, the GL Accounts the system is using are incorrect.
Cause:
The system uses a hierarchy that controls both the setup and assignment of GL Accounts.
Solution:
Below are detailed the different methods of setup, and how the system will use them accordingly. You must check each one of these areas (as applicable) to determine where the incorrect setup has been done.
NOTE: For more information on a particular topic, please refer to the HELP contents within the software.
- Cost Allocation: The Cost Allocation setup allows you to assign GL Accounts to employees specifically , based on individual payroll category amounts. For example, you can setup an employee to use separate GL accounts (broken down by percentage, amount or unit) for Salary, Hourly Wages, etc. This is intended for use when an employee requires specific allocation, different than that in the Department setup.
- Automatic Cost Allocation: Automatic Cost Allocation allows you to setup particular taxes, earnings, deductions, etc., to be automatically allocated to a particular department, based on another payroll category (i.e. Salary). For example, if you have an employee who works in multiple different departments in each pay period, you may wish to have the Taxes go to the same department as the particular wages, based on the amounts in each department. Automatic Cost Allocation will do this for you.
- Job Costing: Job costing is a method of tracking wage and labour costs by different areas and tasks, as well as different departments and wage rates. Each individual Job Cost entry has an associated GL Account and Department along with it.
- Departmental GL Account Setup: The default, Department GL Account setup is the base level of all GL activity in the system.
- If one of the above methods is not being used, the system will always default back to the department setup to determine proper GL allocation.