The GL Report by GL Account/Employee # provides reporting of GL history for a range of payroll periods and for a range of either GL account numbers or by employee. The report uses the permanent payroll GL history file which is created and maintained by the payroll update process. This means that data can only be accessed by this program after the payroll update has been run for the specified pay periods.
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 extra spaces removed from front and back of the fields and all fields are separated by a comma. The export file includes the following fields:
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Payroll ID Code
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GL Account Code
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GL Account Description
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Employee Number
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Employee Name
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Occupation Code {standard costing only}
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Payroll Period
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Transaction Process Identifier
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Payroll
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YTD ADJ
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MAN CHEQ
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CHEQ CAN
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HIST ADJ
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GL ADJ
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Code Type Identifier
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Pay
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BENEFIT
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LIAB DED
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Banked
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ACCRUAL
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LIAB ACC
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LIAB BNK
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Record Type
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P for regular payroll
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S for standard costing
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Pay or deduction Code
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GL Adjustment Document
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Hours
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Amount
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Cost Center or Cost distribution
Include Generation of CSV Export File
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Enter 'N' to omit generation of the export file.
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Enter 'Y' to include the generation of the export file with this report.
Alternate Export File Location
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Enter when a copy of the export file is not required.
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Enter the alternate location for the export file. The export file ######.EXP will be copied to this alternate location. The alternate location can be entered as a directory or by using a logical.
Enter Start Pay Period
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Enter the starting pay period you want included on the report.
Enter End Pay Period #
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Enter the last pay period to be included on the report.
Employee or Account
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Enter 'A' to produce the report in account number order.
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Enter 'E' to produce the report for an employee number.
If 'E' is chosen, the following prompt will appear:
Report All or Selected Employees
When 'S'elected employee has been chosen enter the employee number in the 'Number Of The Employee To Be Reported' prompt or click the search button for more search options.
NOTE: if you have a list of selected employees and you override the employee selection option to 'A'll or 'R'ange of employees, this also clears the selected employees.
If 'A' is chosen, the following prompt will appear:
Enter Start GL Account
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Enter the first GL number to be included on the report.
Enter End GL Account
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Enter the last GL number to be included on the report.
The levels applicable to your GL account will be displayed. Selection by GL Account level allows you to select with more detail the GL accounts to be reported. For example, you can select pick to report by GL Object and then define specific GL Object codes to be reported and only the GL accounts in the range selected with the applicable Object codes will be included on the report. -
Enter one of the listed GL account levels to be able to define specific codes sets within the selected GL level.
Enter 'GL Level' to Report for All
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Enter one or more GL account element values to be reported.
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Enter to report GL accounts with any value in the selected GL Level.
Enter Deduction Include/Exclude
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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 deductions indicates that no deduction codes will be excluded. Compressed or Summary GL history can only be included when exclude none was selected.
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Enter 'I' to indicate the deduction codes entered in the following prompt are to be the only deductions included on the report. Entering 'I' without specifying a deduction list indicates that no deductions are to be reported.
Enter Deduction Codes
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Enter the list of deduction codes one at a time. Use look-up for a list of valid deduction codes.
Enter Earnings Include/Exclude
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Enter 'E' to indicate the pay codes entered on the following prompt are to be excluded from the report. Entering 'E' without entering a list of pay codes indicates that all pay codes are to be included. Compressed or Summary GL history will only be included when exclude none has been selected.
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Enter 'I' to indicate the pay codes entered on the following prompt are the only pay codes to be included on the report. Entering 'I' without specifying a list of pay codes indicates that no pay codes are to be reported.
Enter Earning Codes
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Enter the pay codes, one at a time. Use look-up for valid pay codes.
IF Report by 'A'ccount is chosen, the following prompt will display:
Sort by Pay Period or Employee Within GL
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Enter 'P' to produce the report sorted by pay period within GL account.
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Enter 'E' to produce the report sorted by employee number with GL account.
Sort by Employee Number or Employee Name
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Enter 'E' to produce the report in employee number order.
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Enter 'N' to produce the report in employee name order.
Report Content
Employee Number Report
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GL account code and description.
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Pay period.
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Transaction description.
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Code type followed by pay or deduction code.
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Cost center or costing distribution.
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Hours and amount.
Account Number Format
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Employee number and name.
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Pay period.
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Transaction type.
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Occupation code, when applicable.
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Cost center or costing distribution.
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Code type followed by pay or deduction code.
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Hours and amount.