The Leave Of Absence J/E Interface will create the necessary BAS journal entries to charge internal accounts the costs of leaves of absence. This is done by creating a journal entry interface file then automatically running the BAS journal entry program to journalize the costs.
An added feature of this process is the ability to decommit previously committed funds. Funds can be committed at the time the leave is approved by creating a purchase order. This purchase order can then be entered onto the leave. When this process creates the journal entries to expense the leave, it will also close the purchase order and create the journal entries to decommit the previously committed funds.
This module processes leaves that are marked as needing to be journalized. This is done by setting Field - Create Journal Entry to 'Y' on the Leave Rule Code Database. Leaves will only be journalized when they are completely taken (fully absence interfaced).
Leaves can be selected by leave end date, leave type, employee category, and employee. You also have the option of only processing leaves with a PO number attached.
The values used in the journal entry interface will be calculated as specified below.
The source code will be taken from the leave rule code. The reference field will comprise of the employee's name and the start date of the leave. The expenditure amount will be the rate multiplied by the number of days. This process assumes the rate to be charged will be the fixed rate specified on the leave rule code. The expenditure GL will be the GL specified on the leave. The expenditure reference will be the leave ID. If there is a Purchase Order number specified on the leave, then the commitment amount will be the decommitted amount minus the original amount from the PO. The commitment GL will come from the PO. The commitment reference will be the leave ID.
This process should be run in preliminary mode first to make sure you get the results you expect. When you run this process in final mode, the journal entry interface will be created and optionally transferred directly into BAS. The leave will be marked as journal entry interfaced to prevent the possibility of interfacing the same leave more than once.
This process will create two reports. One will be automatically printed to the specified output device. The other will be created to disk and have the name *****A.LST where ***** are the first five characters of the job number. This report will be the journal entry interface report.
Leave End Date
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This process lets you select leaves of absences based on when they ended. Enter the from and to dates as (YY)YYMMDD. All leaves ending between the dates specified and have been fully absence interfaced and not already JE interfaced will be processed.
Leave Types
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If your leave of absences have common leave type code(s), specify them here. Search for valid leave type codes. If you leave this field blank, all leaves marked as needing to be journalized will be picked up depending on the above guidelines.
Employee Categories
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Enter valid employee category to report on
Reinterface Leaves
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If you want to re-create journal entries already created enter 'Y' otherwise accept the default of 'N'.
Only Leaves With Po's
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Enter 'Y' here to only process leaves with a PO number attached.
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Enter 'N' to process leaves regardless of whether or not a PO number is present.
Preliminary/Final
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Enter 'P' to run this process in preliminary mode, 'F' for final. A preliminary run will calculate and display the journal entries that will be created without actually creating them. A final run produces the same report and create the journal entries.
Rep/Merge
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Run the report in report mode or merge into Excel
Employee Selection
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Select on individual employees are select all employees
Period
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Enter the account period as YPP to create the journal entries for.
Batch Code
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Enter the batch code to attach to the journal entry batch. Search to view valid batch codes.
Profile Number
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Enter the number of JE profile to use for the interface process. Search to view valid profiles.
Transfer Directly Into Bas
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Enter 'Y' to automatically run the BAS Journal Entry Interface Program. When you do this a report is created in your login directory by the name of *****A.LST where ***** are the first 5 characters of your job number.
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To manually run the interface program, enter 'N'. Only a final run will create an interface file that you can interface manually.