Creating General Ledger and Voucher Files

Transcription

1 Creating the General Ledger File Automated Import of GL and Voucher Files Payroll Module General Ledger Create General Ledger Entries End-user is given two choices for creating the general ledger file for import into the Finance Module. Automatically creating the file (Finance option) or Manually create the file (Generic Text File option). Click on Calendar Select file creation option: 1) Finance radio button. This option keeps payroll and finance accounts in sync because the file is brought over to finance as unposted journal entries as soon as you click the Finance radio button. No changes are allowed this this automated file. 2) Generic Text Option radio button. Manually creates the file, end user must click the File Cabinet to SAVE and manually import into Finance. This option creates a text file that can be manipulated if needed. Click on Create GL button If the process completes without serious or warning errors it will return the message, Process was successful. Imported JE Code = (next available in finance) You do not have to click the file cabinet to save. This is an automated process. In Finance you will see the unposted entries. o You are not allowed to make any changes to the entries. o You need to post the gl to update finance. o If file needs to be changed: 1. Undo the entries in payroll BEFORE they are posted 2. Make changes in payroll and recreate the gl file again 3. Do not use the Finance radio button to create the file. Instead click the Generic Text File radio button which will create a manual file you can manipulate if needed BEFORE posting to finance. ESV Region IV RMIC 1 Rev 11/2015

2 4. If the file has been posted in finance it will require a journal entry to make corrections, or an account code transfer in payroll to bring corrections over to finance. Sample screen you will get after you have created and the automatic import has been completed. Sample screen for how the voucher processing will be done. ESV Region IV RMIC 2 Rev 11/2015

3 General Ledger Create General Ledger Entries Undo button BEFORE posting in finance If you need to make corrections to the file before the file is posted in finance you will do this in payroll, make corrections to gl account codes in payroll and recreate the gl file. Click on the Undo button o Message box example: Click YES o Message Box example: Click OK General Ledger Create General Ledger Entries Undo button AFTER posting in finance If you undo a general ledger entry that has already been posted in finance you will get the following messages during the Undo process in payroll. It does let you undo the gl and recreate it on the payroll side only. Using this option would be rare. If you use this option you have potential of payroll and finance accounts not matching. A better option is to request an account code transfer be done in payroll so a file can be imported into finance. Second option is to allow the undo/recreate of the gl file on the payroll side and manually complete a journal entry in finance. ESV Region IV RMIC 3 Rev 11/2015

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5 Creating a Voucher File for SMART Finance To create a voucher file for SMART Finance you need to have payees built and assigned to a deduction or benefit at the district level or at the employee level. Payees (vendors) include insurance companies, TSA companies, retirement entities, garnishments, tax entities and other companies you submit payments to. Payments are made for the payroll withholdings and board share benefits withheld and paid on behalf of your employees. Payroll Setup Setup Payees Payee. This field is alphanumeric. You will need to determine the naming convention that meets your district s information needs. Enter an abbreviated form of the vendor name. Retrieve, make sure the file cabinet is bold. Payee Name. Enter the Payee name. This is a required field. Payee address. Three address lines are provided. Use only the lines you need. 1 st line of the address is a required field. ESV Region IV RMIC 5 Rev 11/2015

6 Enter the City, State and Postal Code information. These are required fields Contact. The name of the contact person for this payee (vendor) and the contact's telephone number. Optional field. Payee Type. Select DEDUCTION from the drop down list box. Other options included in the drop down list box include: Garnishment and Tax. Select the TAX option if you setup a payee for FIT, SITMN, OASDI or Medicare. This is a required field. Fed ID. The Federal ID number for the payee. The next three fields are used for creating a voucher file to import date from payroll directly to SMART Finance. If you do not want a particular payee to be in the import file leave these fields blank. Vendor Group. The vendor group used by SMART Finance. This will be 1, 2 or 3. Most districts use a 1 for their normal board bills, a 2 for the payroll import and a 3 if they are semi-monthly or bi-weekly and need payments to happen after each payroll. This is a required field for using the import feature. Vendor Code. The vendor code used by SMART Finance for this payee. This is a lookup field (browse to find the vendor id in finance) and is a required field for using the import feature. Vendor Name. This is a view only field and will be displayed after a valid vendor code is selected from finance or manually entered. You must tab out of the field for the vendor name to be displayed. Payment Type. Check or Wire. This is a required field for using the import feature. Payment Method. This area is not being used in the software today. Payee EFT Information Box. This area is not being used in the software today. Assigning the Payee Code to a Deduction/Garnishment/Benefit/Retire/Tax Code Payroll Module Payroll Setup Change Deduction Codes After building a payee, it can be assigned as the default vendor code in the Change Deduction Codes window. If you have the code in this window the payee (vendor) will automatically display when you add the code on an employee s deduction tab in the future. It will also be used as the default value for deduction codes already in existence. ESV Region IV RMIC 6 Rev 11/2015

7 You can build payees but not assign them to a deduction or benefit at the district setup level. The payee you build can be selected at the employee level. For example, the deduction code TSA can have many different payees depending on the employee s choice of TSA company. Once vendor group, vendor code and payment type have been assigned to the payees and the payees have been assigned to deductions you may begin using the voucher export feature on subsequent payrolls. Note: You will not be able to create vouchers for payrolls that were processed prior to completing this setup. ESV Region IV RMIC 7 Rev 11/2015

8 Creating the Voucher File Payroll Module General Ledger Create General Ledger MN General Ledger Create Vouchers 1. Create the GL File. The gl s must be created before the Create Vouchers button will be highlighted and available. If you have not created gl you will not be able to click on the Create Vouchers button. 2. Create Voucher File. After clicking on the button Create Vouchers you will get the following pop-up box. Batch. The batch you list in here must be valid in finance. Period. This will default based on the calendar you select. The following error box will display if you enter an invalid Batch number into the field. Click on OK, enter or build a valid batch number and try creating the vouchers again. ESV Region IV RMIC 8 Rev 11/2015

9 A valid batch number returns the following message box. Click on OK. Print Manger ESV Region IV RMIC 9 Rev 11/2015

10 Sample of what the Preview Tab displays: Once the file is saved, the Print Manager box will open. It is recommended that you print the Voucher Batch Summary report and review it prior to importing the voucher file into SMART Finance. ESV Region IV RMIC 10 Rev 11/2015

11 SMART FIN Import The above process puts open vouchers out in the Finance Module for payment generation. You need to generate payment on both the wires and checks. After payment generation you will print the finance checks like you always do. ESV Region IV RMIC 11 Rev 11/2015