[Jill Herren]

We provided an incentive to employees for participating in a wellness event and achieving a goal. That incentive was paid out in cash to employees and recorded in payroll with a miscellaneous pay code that is set up as All-All-MISCL (Department-Position-Pay). We use this to record to a default account and then reclassify to the correct account later (since these miscellaneous payments can be charged to different accounts in the end). We also had Dept-All-All codes set up, so when this was processed, the miscellaneous code ended up not posting to the default account but to an account that was tied to each department’s Dept-All-All code (ex. EBA-All-All). We tried to adjust this for the next payroll, in the hopes that when the MISCL pay code is used again that it will hit the default account. So we removed each Dept-All-All code and set up All-All-REGSAL, as an example, to capture a common pay code that is applied to all salaried employees; we did the same thing for hourly employees. Those pay codes no longer show up in each department’s set of pay codes. However, when we processed our next payroll, all of the REGSAL, REGHR, and REGMIN pay codes posted to the default account, making it seem like it couldn’t recognize a payroll posting account setup to properly post to. We thought that it would look at the department code setups first and that if it couldn’t recognize anything there, that it would then go to the All-All-Pay Code setup, but it doesn’t appear that happened. So how does the system read the payroll posting accounts setup? Is our best resolution for this to set up Dept-All-REGSAL, instead of going the All-All-Pay Code route? We’re looking to get this cleaned up before our payroll next week. Thanks!

——————————
Jill Herren
Tennessee Baptist Convention
Brentwood TN
——————————

[Charles Allen]

I set up a similar scenario.

For a pay code, I set up an All-All-SALY record.

I also set up a record for a specific Dept and Position with All for the Pay Code.

Here’s my screenshot.

When the transaction posted, the record with the specific Dept and Position information was used.

The order in which the record appears in the my screenshot is not relevant. Once the window was opened, the data was sorted from left to right.

The answer to your question is the system uses the detail to determine the GL account.

——————————
Charles Allen
Senior Managing Consultant
BKD Technologies
Houston, TX
——————————
——————————————-

[Joni Finnell]

Jill:

We have a very complex payroll posting setup. I have experimented with them and found that the process looks left to right. The setup depends solely on your GL structure.

The transaction process looks for a Dept first. If it matches then it looks at the Position code. If it matches then it moves to the Pay Code. If any segment doesn’t match then it looks for an ALL code in the same order. We use a different GL account for some of our Pay Codes. So, we can’t use ALL-ALL-ALL unless we setup at least one Pay Code for each Dept.

Your Dept-ALL-ALL code was overriding your ALL-ALL-MISCL code because it found a Dept code. If you have one pay code that uses a different account then you have to set up a posting account for each pay code because the “ALL” is no longer applicable. We avoid the ALL-ALL-Paycode combination because it isn’t effective as you have discovered. 😎 However, if your whole setup is only ALL-ALL-Paycode then it should work.

If I were setting them up I would do the following for each Dept:
Dept-ALL-MISCL
Dept-ALL-REGSAL
Dept-ALL-REGHR
Dept-ALL-REGMIN 

It adds multiple posting accounts but it is more definite.

 

Please let me know if I can help.

Thanks

——————————
Joni Finnell
Project Accountant/GP Troubleshooter
Consumer Support Services, Inc.
Newark OH
——————————
——————————————-

[Jill Herren]

So my understanding from what I’m reading is that the system is looking for a Dept first, and if it finds it, then it’s looking for the Position and Pay Code in that order. If it can’t find a Dept, then it would default to the All Dept option, if set up. I think that we previously understood it as it would look for a specific Dept-Pay-Position combination, and if that couldn’t be found, then it would still look for an All Dept setting.

To add another view to this, I’ll use a specific example since I’m still a little unsure about what changes I need to make. One employee received the Pay codes ADDHR2, PTOHR, and REGHR on our most recent payroll. We have AST-ALL-ADDHR2 set up (AST is the Dept she is in). But the PTOHR and REGHR Pay codes are not set up specifically for this Dept. They are set up as ALL-ALL-PTOHR and ALL-ALL-REGHR. The amounts recorded for ADDHR2 and PTOHR posted to the correct GL accounts, but the amount for REGHR posted to the default account, as if it wasn’t recognized anywhere. If the PTOHR and REGHR codes are set up the same (both are set up as ALL-ALL-CODE, and neither of those codes is set up for specific Depts), how did one of them post to the GL correctly and the other did not?

——————————
Jill Herren
Tennessee Baptist Convention
Brentwood TN
——————————
——————————————-

[Joni Finnell]

Jill:

I may have confused things with my post. The process does look for the combination before the ALL. That is what I meant by segment. 😎

When you say “REGHR posted to the default account”. How is the default setup? Are you referring to an ALL-ALL-ALL combination? We don’t use a default. If the dept isn’t set up in GP then it kicks out an error when the build is processed. That way we can catch any unassigned transactions before they get processed.

Thanks

——————————
Joni Finnell
Project Accountant/GP Troubleshooter
Consumer Support Services, Inc.
Newark OH
——————————
——————————————-