The GL Adjustment Import Process can be used to import GL adjustments created through an external process. Each GL adjustment entry generates both the reversing GL entry to the old GL account code, as well as the new GL entry to the new GL account code. The GL adjustment amount included in the import file is used to create the new GL adjustment GL entry, while the opposite value (adjustment amount times –1) is used for the old GL account entry. This process will prompt for a default pay period where the GL adjustments are to be made. This default pay period would be used when the imported entry does not include a pay period for adjustment.
GL codes are validated against the current Finance year, as defined by the Payroll Master Profile. All GL adjustment entries are processed into the journal entry interface file ###%%%%PRinØM.YPP, where ### is the Finance interface code and %%%% is the payroll ID, the YPP is the current pay period taken from the Payroll master profile. These GL adjustments would then be manually or auto interfaced into the Finance system.
Any rejected entries will be listed on a separate error/rejection listing along with the reason for the rejection. Each rejected entry includes a record number of the error. This number refers to the record number of the import file, providing a way for you to identifying the invalid record. This rejection report is listed following the regular report.
The GL Adjustment import file MUST have the following format:
|
Type |
Max |
Value |
|
|---|---|---|---|
|
Employee number |
10 |
Char |
Valid employee number for current payroll |
|
GL Adjustment amount |
|
Num |
Dollar value of GL Adjustment amount |
|
GL Adjustment type |
1 |
Char |
P for earnings entry
|
|
Pay or Deduction Code |
2 |
Num |
Valid pay or deduction code |
|
Old GL account number |
30 |
Num |
GL account to receive the reversing adjustment amount |
|
New GL account number |
30 |
Num |
GL account to receive the positive adjustment amount |
|
Override adjustment pay period |
6 |
Num |
Pay period, if other than default (may be empty) |
|
GL Adjustment hours |
|
Num |
Hours value of GL Adjustment (may be empty) |
When Auto Interfacing is active:
Upon exiting from this process in 'F'inal mode, you will be prompted:
Do Auto Interface
-
Enter 'N' to omit the auto interface
-
Enter 'Y' to auto interface the Journal Entries generated by this process.
This process is forced to batch
Enter Location of File to BE Imported
-
Enter up to 35 characters of a logical or exact directory location where your import file can be found.
Enter Name of the File to BE Imported
-
Enter the exact name of your import file.
Fields Tab or Comma Delimited
-
Enter 'C' when the fields in your file are separated by a comma.
-
Enter 'T' when the fields in your file are separated by a tab.
Enter Default Adjustment Pay Period
-
Enter the pay period to be used for creating GL adjustments when a pay period is not included on an imported entry.
Report Only or Process
-
Enter 'R' to generate just a report. No GL adjustments will be made.
-
Enter 'P' to process the GL adjustments.
When 'F'inal was selected:
Enter GL Adjustment Document Number
-
Enter up to 8 alpha numeric characters to be included on the GL adjustment as a reference document number. This field is mandatory.
This report lists the following:
-
Employee number and name
-
Pay period for GL adjustment
-
GL Adjustment type code identifier
-
Pay
-
BEN
-
DED (liability)
-
-
Pay or deduction code
-
New GL adjustment amount.
-
New GL adjustment hours
-
Old GL account code (adjusted from)
-
New GL account code (adjusted to)
-
Total transactions
-
Rejections with reason for rejection
-
Total rejections