Generate Payroll Posting File for Finance

Generate Payroll Posting File for Finance

GOAL: To provide a wholistic overview of correcting GL errors and generating the Payroll Posting file from the Pay Run. 

All Payroll Posting File processes in HRP are housed under ‘Accounting’. 

PAYROLL > ACCOUNTING > REPORTS

**Check for invalid accounts first, choose ‘Reports’**

You have 3 options to choose from

1. Account Detail
   1. Line by line breakdown of all GL charges in the Pay Run
2. Account Summary
   1. Summary of GL charges by GL account
3. Invalid Accounts
   1. Details GL account code error listings from EMPLOYEE_ACCOUNTING table

1: Check for Invalid Accounts

**Report will detail GLs that are missing or completely incorrect**

Example: GL substitution rules set up incorrectly or GL Accounts which don’t have those substitutions available. 

Choose the Report Sequence field

• ACCOUNT
  1. Summarizes invalid GLs by GL Account
• EMPLOYEE
  1. Summarized invalid GLs by Employee

**Choose SUBMIT to process the report**

PAYROLL > REPORTS > PROCESS REPORTS

**Choose Invalid Accounts to review the PDF/Excel report**

Ways to correct Invalid GL Accounts:

1. Fix the GL before the file is run
   1. Accounting > Account Maintenance
2. Fix the GL via Journal Entry after the Payroll Posting File has been run:
   1. Go through all steps first to produce the Payroll Posting File
   2. Post the file to Finance
   3. Make the journal entry correction in the Finance system
3. Fix through the next pay run (check with Finance first due to when correction may post)
   1. Do not use Account Maintenance to correct GL
   2. Re-process the correction through the next pay period

2: Check Account Detail Report

**Choose SUBMIT to process the report** 

Note: This report also shows any GLs that are completely missing at top of each section

PAYROLL > REPORTS > PROCESS REPORTS

**Choose Account Detail to see a line by line breakdown of entire Payroll Posting File**

Reviewing Account Detail Report:

1. Missing GLs will appear first
   1. GL is entirely missing
2. Failed GL Substitutions will appear next
   1. Ex. $$$$ type substitution where parent GL wasn’t set on the Employee’s position default GL in Position & Assignment
3. Legitimate GLs will be the remaining sections

3: Check Account Summary Report

**Choose SUBMIT to process the report** 

PAYROLL > REPORTS > PROCESS REPORTS

**Choose Account Summary to see report**

If any RP# has different GLs from another RP# for Tax/CPP/EI, run the below process to change GLs before running the Payroll Posting File. 

PAYROLL > ACCOUNTING > PRE K212 FINANCE LIABILITY ACCOUNT UPDATE

**Choose SUBMIT to run the background process** 

4: Correcting GL before Payroll Posting File

PAYROLL > ACCOUNTING > ACCOUNT MAINTENANCE

NOTE: Always correct all GLs before running the Payroll Posting File. 

Choose EMP_GROUP & PAY NUMBER to Search for data

**Choose Save to commit changes**

NOTE: Repeat the above step of correcting GLs for each Employee Group & Pay Number combination that requires correction. 

5: Create the Payroll Posting File

Once all of the following has been completed;

1. All Accounting Reports have been produced
   1. Accounting > Reports
2. All GLs have been corrected
   1. Accounting > Account Maintenance

Generate the Payroll Posting File

PAYROLL > ACCOUNTING > CREATE K212 FINANCE FILE

**Select ‘YES’ for Accounting Reports Produced > SUBMIT to generate the file**

NOTE: No corrections can be made after Payroll Posting File is run. 

PAYROLL > REPORTS > PROCESS REPORTS