GL Distribution by Period Report

The GL Distribution by Period Report supplies the equivalent information to the detailed GL Distribution Report - On-Line. The on-line report reports from the temporary file prior to payroll update. This report provides the same information after the payroll update has been run.

The GL history file is maintained in detailed format. There is an option to compress this file into a summary format by employee for accounting periods. If the compression run has been done for an accounting period, the transaction detail will only be available at the summary level for an employee within an account.

This report includes an option to generate an export file, ######.CSV, where ###### is the job number. The export file is generated where the logical SRB$OPSWRK is defined. All fields within the export file have any extra spaces removed from the front and back of the fields and all fields are separated by a comma.

The export file includes the following fields:

Payroll ID code
GL Account
GL Description
Employee number
Employee name
Pay Period
Code (pay or deduction)
Transaction Description
Storage Bank
Cost Center Code
Occupation Code
Position code
Vendor Number
Hours
Amount
Standard/Average Costing marker (Standard/Average or Offset) when applicable

The summary export file includes the following fields:

Payroll ID code
GL Account
GL Description
Hours
Amount
Standard/Average Costing marker (Standard/Average or Offset) when applicable

Enter Starting Pay Period

Enter the starting pay period for a range of pay periods to be reported.

Enter Ending Pay Period

Enter the ending pay period for a range of pay periods to be reported.

Full/Summary/Invalid Report

Enter 'S' to produce a report in summary format.
Enter 'F' to produce a full report.
Enter 'I' to produce a report of invalid GL entries. The format is the same as the full report. NOTE: GL's reported as invalid are invalid based on the current value of the Finance fiscal year defined in the master profile.

Earnings/Deduction Transactions

Enter 'E' to include only earnings transactions.
Enter 'D' to include only deduction transactions.
Enter to include both earnings and deductions.

When 'S'ummary report was selected:

Summary Sort by GL or GL Level

Enter 'G' to have the GL summary report sorted by the full GL code.
Enter 'L' to have the report sorted based on a specific GL level. When a sort by GL level is selected, the report will include a summary of totals by GL levels.

When sort by GL 'L'evel was selected:

Selected GL Level to Sort On

The levels of your GL account will be displayed.

Enter the GL level to be used for sorting on the GL summary report

When 'D'eductions or All transactions was selected:

Enter Deduction Include/Exclude

Enter 'E' to indicate the deduction codes entered in the following prompt are to be excluded from the report. Entering 'E' without entering a list of deduction codes indicates that no deduction codes be excluded (exclude nothing). Summary or Adjustment GL history records will be omitted unless exclude nothing is selected.
Enter 'I' to indicate the deduction codes entered in the following prompt are to be the only deductions to be included on the report. Entering 'I' without specifying a deduction list indicates that no deductions are to be reported. NOTE: When a deduction listing other than 'E/' (exclude nothing) is entered, the total transactions reported for a GL account code will not include Summary or Adjustment GL transactions. These record types do not include a deduction code and are therefore omitted. The report will print the marker '**' following the GL totals for any GL code that contains Summary or Adjustment GL transactions that were bypassed.

Enter Deduction Codes

Enter the list of deductions one at a time. Use look-up for valid deduction codes.

When 'E'arnings or All transactions was selected:

Enter Earnings Include/Exclude

Enter 'E' to indicate the pay codes entered in the following prompt to be excluded from the report. Entering 'E' without entering a list of pay codes indicates that no pay codes be excluded (exclude nothing). Summary or Adjustment GL history records are omitted unless exclude nothing is selected.
Enter 'I' to indicate the pay codes entered in the following prompt are to be the only earnings to be included on the report. Entering 'I' without specifying a pay code list indicates that no earnings are to be reported.

NOTE: When a pay code listing other than 'E/' (exclude nothing) is entered, the total transactions reported for a GL account code will not include Summary or Adjustment GL transactions. These record types do not include a pay code and are therefore omitted. The report will print the marker '**' following the GL totals for any GL code that contains Summary or Adjustment GL transactions that were bypassed.

Enter Earning Codes

Enter the list of pay codes one at a time. Use look-up for valid pay codes.

Include Earnings/Deductions Code Summary

Enter 'Y' to include the pay and deduction code summary listing. This is a listing of all pay/deduction codes reported and a total per code.
Enter 'N' to omit the pay/deduction code summary.

When 'D'eductions are included and 'I'nvalids only was NOT selected:

Omit all GL Liability Entries

Enter 'N' to include all GL Liability entries on the report.
Enter 'Y' to omit all GL Liability entries from the report.

Include Generation of CSV Export File

Enter 'N' to omit the generation of the export file.
Enter 'Y' to include the generation of the export file.

Report Content

GL account and description for the details that follow

Employee number and name
Pay period
Pay or deduction code followed by transaction description
Storage bank code when applicable
Cost center or Employee based costing distribution
Occupation code
Position code or Vendor number
Hours and amount
Total hours and amount per GL account
Pay and deduction code summary when selected