Global GL Adjustment Process

The Global GL Adjustment Process allows a means to select specific GL history entries and move all or a percentage of the hours and amounts under one or more different GL codes. The selected GL history hours/amounts are reversed from the selected GL code by generating a GL adjustment. A corresponding GL Adjustment for the hours/amounts per distribution is generated under the new GL code(s). Only entries costing to all valid GL codes will generate GL adjustments. GL codes are validated against the current Finance year, as defined by the Payroll Master Profile. When the GL code is invalid for that Finance year, the GL code is revalidated using the Finance year taken from the ACCT Period in the payroll calendar for the pay period for that history entry.

GL entries costed 100% to the same or original GL code will be omitted from both the report as well as from the reversing process.

This process generates GL interface entries into interface file ###%%%%%PRinØD.YPP, where ### is the Finance interface code and %%%%% is the payroll ID code. YPP is the current pay period taken from the Payroll master profile. GL interface entries are compressed by employee, then by GL.

Commitment accounting entries are NOT included in this processing.

To ensure accurate GL code entry, this process requires that the Finance profile location be defined in the General Ledger Account Format profile.

Enter Start Pay Period

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

Enter End Pay Period

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

Percentage Per Pay Period allows a percentage of costs to be defined for specific pay periods within the range of pay periods declared. Only pay periods with a percentage other than 100% need be defined. For any pay period in the range not listed under the Percentage Per Pay Period will be processed using 100%. You may enter up to 22 different pay periods with corresponding percentages. Percentages must not exceed 100%. Pay periods with a zero-percentage defined will be omitted from the report and processing.

Report Earnings/Banks/BENEFITS/Other

Enter to include all types of GL entries.
Enter 'E'arnings to select earnings expenses.
Enter 'S'torage Bank to select storage banking expenses.
Enter 'B'enefit to select employer benefit expenses.
Enter 'O'ther to select liability entries.

Any combination of GL entry types may be selected.

Enter Change from G/L Account

Enter a GL code which may include wild carding (?) to define the GL code for selection. Only GL entries matching this GL code will be selected.

Enter Percentage to Cost from G/L

Enter to cost 100% of the hours/amount from the selected GL code.
Enter a percentage as a decimal (.5 equals 50%) which will reduce the hours/amount to be costed from the selected FROM GL code. The percentage entered will be included with the report header information.

The pay period percentage if applicable is applied first then the FROM GL percentage.

Percentage per change to GL

Enter the CHANGE to GL code with the corresponding percentage and when applicable, the cost center to define the new GL code to be used to receive the GL adjustment. The cost center code would normally be left blank. Enter a Cost Center code to force wild carding of the CHANGE to GL code based on the cost center definitions. When a cost center is entered the system will match the pay or deduction code to the cost center to determine the correct GL code from the cost center. When the GL from the cost center is defined to wild card (has the '?' character) the final CHANGE to GL will be converted as defined by the GL from the cost center. No change is made when wild carding is not used.

You may enter up to 13 different CHANGE to GL codes which may include the wild carding (?) character. The total distribution MUST equal 100%.

Processing of the reversal will only occur if all CHANGE to GL codes are valid for a distribution set.

Report All or Selected Employees

Due to the Prompt Storage & Retrieval process additional options are available for this employee selection. When 'S'elected employee has been chosen, you can view the list of employees currently selected by entering <PF1> V at the 'Enter the Number of Employee to be Reported' prompt.

NOTE: if you have a list of selected employees and you override the selection option to 'A'll or 'R'ange of employees, this will also clear the selected employees.

Enter Deduction Include/Exclude

Enter 'E' to indicate the following list of deduction codes will be excluded from the GL entry selection.
Enter 'I' to indicate the following list of deduction codes will be included in the GL entry selection.

Enter Deduction Codes

Enter 1 to 25 deduction codes to include/exclude from the GL entry selection.

Enter Pay Code Include/Exclude

Enter 'E' to indicate the following list of pay codes will be excluded from the GL entry selection.
Enter 'I' to indicate the following list of pay codes will be included in the GL entry selection.

Enter Pay Codes

Enter 1 to 25 pay codes to be included or excluded from the GL entry selection.

NOTE: When specific deduction or pay codes have been entered for selection, only GL detail entries are available for selection. Both GL adjustments and GL compression records will be omitted from the selection as these entries do not include pay/deduction codes.

Produce Report Only or Process

Enter 'R' to process a report only. No GL adjustments will be made.
Enter 'P' to process the GL adjustments.

When 'P'rocess was selected:

This process includes the option to maintain multiple sets of stored prompts.

Name the prompt sets by defining a title up to 10 characters, with a 30-character description.
On the first prompt click the Report Defaults icon to select an existing set of prompt values.

You can delete prompt sets or change the description from the Report Default icon.

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.

The report will include the following:

Employee number and name
Pay period and Pay period percentage if applicable
Transaction type or adjustment document
Pay or deduction code, if applicable
Adjustment hours and amount
GL code adjusted from
GL code adjusted to
Cost center code when applicable
Percentage costed to adjusted to GL or 'Invalid GL'
Total hours and amount per GL distribution when the distribution costs to multiple GL codes
Total hours and amount per employee
Total hours and amount for full selection
Total hours and amount not processed due to invalid GL codes