Payroll Accounting BAS File Process Overview

Detailed Payroll Accounting File Process Overview

GOAL: To provide a wholistic overview of the process leading up to and how to use the Detailed Payroll Accounting file. 

PROCESS OVERVIEW

Prepare for Pay Run process in entirety as per usual. 

Entitlement > Group Authorization > Schedule Groups > Pay Run > Confirm Pay. 

PAYROLL > PAY RUN MENU > ENTITLEMENT > SUBMIT

**Configure EMP_GROUP** 

PROCESS > COMPLETED

PAYROLL > PAY RUN MENU > GROUP AUTHORIZATION > SUBMIT

**Group Authorization = P for EMP_GROUP to commit changes to memory**

PROCESS > COMPLETED

PAYROLL > PAY RUN MENU > SCHEDULE GROUPS > SUBMIT

**Indicator = P configured for EMP_GROUP**

PAYROLL > PAY RUN MENU > PAY RUN > SUBMIT

**Pay Run Completed – 330 pages**

PAYROLL > POST RUN > CONFIRM PAY > SUBMIT

Note: Confirm DB side records for the completed Pay Run. 

select * from EC_EMPLOYEE_ACCOUNTING

where EMP_GROUP_CODE = 'ELENG'

and PAY_NUMBER >= '202311'

**15,280 rows**

select * from EC_EMPLOYEE_PAY_RECORD 

where EMP_GROUP_CODE = 'ELENG'

and PAY_NUMBER = '202311'

**20,376 rows**

PAYROLL > CHEQUE PROCESS > RUN CHEQUES AND EFT > SUBMIT

**Configure Run Cheques and EFT as per usual**

PAYROLL > ACCOUNTING > REPORTS

Here we want to run and submit Account Detail, Account Summary and Invalid Accounts to review prior to creating the BAS File. 

Account Detail

**scroll to bottom of document to ensure values balance**

Account Summary

**Check to ensure the Report Total balances to 0**

Invalid Accounts

**Blank Invalid Account report = GOOD**

PAYROLL > ACCOUNTING > PRE-BAS LIABILITY ACCOUNT UPDATE

**Submit the Pre-BAS Liability process**

This background process is used to create entries in the accounting transaction file which will be imported to the Finance system. 

It updates the accounting table with liability codes for TAX, CPP and UI specified for each Revenue Canada code.

Note: This process must be run before the "Create BAS file" program to ensure that the correct Liability Account Codes are used for TAX, CPP and EIC if you have entered Liability Account Codes in the Liability Account Code screen (at menu position PAYROLL.BOARD DATA.REVCAN C, LIAB A/C).

This procedure should be run upon successful completion of the Pay Run.

PAYROLL > ACCOUNTING > CREATE BAS FILE > SUBMIT

Note: As a user, you configure ‘Yes’ to the above once you have reviewed the Account Detail, Account Summary and Invalid Account report under Payroll > Accounting > Reports > Submit and the Pre-BAS Liability Account Update process under Payroll > Accounting > Pre-BAS Liability Account Update.  

IMPORTANT NOTE: BAS Files are done for the entire Payroll with all details in one single file for the whole Pay Number. This means there is one BAS File for each one Pay Period Number. 

**Upon choosing Submit, the above warning message will remind the user that EC_EMPLOYEE_ACCOUNTING will be purged upon submission of this Report**

This process will perform the following steps:

Updates all records in the EC_PAY_PERIOD_CALENDAR table by setting the PROCESSED_FOR_BAS_IND to 1 if the indicator was previously NULL and if the PROCESSED_BY_PAYROLL_IND is Y.

select * from EC_EMPLOYEE_ACCOUNTING

where EMP_GROUP_CODE = 'xxxxx'

and PAY_NUMBER >= '2024xx'

and ACCOUNT_TYPE = 'E'

2)     Generates the IPECPRACCEXT.DAT data file by retrieving all records from the EC_EMPLOYEE_ACCOUNTING table that have a corresponding Employee Group Code and Pay Number in the EC_PAY_PERIOD_CALENDAR table and a processed for bas indicator set to 1. These records are sorted by GL_ACCOUNT_CODE and if the GL_ACCOUNT_CODE is NULL those records are last.

select * from EC_EMPLOYEE_ACCOUNTING

where EMP_GROUP_CODE = 'xxxxx'

and PAY_NUMBER >= '2024xx'

and ACCOUNT_TYPE = 'E'

3)     Creates Summarized Accounting transactions to be inputted into BAS from the IPECPRACCEXT.DAT data file created in Step 2. These summarized amounts are saved in IPECPRTOBAS.DAT and are calculated by adding all amounts to calculate a total for each GL_ACCOUNT_CODE from the IPECPRACCEXT.DAT file. The IPECPRTOBAS.DAT is then formatted and part of the data file is removed. 

4)     Generates the Account Summary Report as described in the report section below.

5)     Creates a detail accounting file from records that exist in the EC_EMPLOYEE_ACCOUNTING table (that will be deleted) if the Generate K212 HRP B2K Details is Yes. The details are stored in K212 HRP_B2K_DETAILS.DAT file. All Employee and Employee Group Code records are printed to the file if the Employee Group and Pay Number exist in the EC_PAY_PERIOD_CALENDAR with a PROCESSED_FOR_BAS_IND set to 1 and a PROCESSED_BY_PAYROLL_IND set to Y. Data file records are printed in the format from which they are retrieved from the table. 

select PROCESSED_FOR_BAS_IND, PROCESSED_BY_PAYROLL_IND, * from EC_PAY_PERIOD_CALENDAR 

where EMP_GROUP_CODE = 'xxxxx'

and PAY_NUMBER >= '2024xx'

6)     Deletes all from the EC_EMPLOYEE_ACCOUNTING table if the Employee Group Code and pay Number exist in the EC_PAY_PERIOD_CALENDAR table with a PROCESSED_FOR_BAS_IND set to 1 and a PROCESSED_BY_PAYROLL_IND set to Y.  Files are deleted once all reports and data files are generated.

select * from EC_EMPLOYEE_ACCOUNTING

where EMP_GROUP_CODE = 'xxxxx'

and PAY_NUMBER >= '2024xx'

7)     Updates the EC_PAY_PERIOD_CALENDAR table by setting the PROCESSED_FOR_BAS_IND to ‘Y’ if it was previously ‘1’.

select PROCESSED_FOR_BAS_IND, PROCESSED_BY_PAYROLL_IND, * from EC_PAY_PERIOD_CALENDAR 

where EMP_GROUP_CODE = 'xxxxx'

and PAY_NUMBER >= '2024xx'

Processes > Completed

**Note the IPEC Report File can be viewed here**

**Here you can review Distribution Amounts per Account Code for the given Pay Number, on a per EMP_GROUP basis**

DEPLOYMENT WIZARD > LOCATE BAS FILE

**Use Deployment Wizard to confirm generation location/naming of BAS/B2K File**

Note: IPEC File is the Accounting Summary report, while B2K File represents the Detailed Accounting Report. 

REVIEW FILES 

**Locate BAS File > Right Click > Edit with Notepad++ > Review File**

IMPORT FILES INTO EDSEMBLI FIN