GL Journal Entry Export Setup Guide

Within Tempworks users will have the ability to setup journal entry exports by charting accounts, mapping bank accounts, running reports and more. This will guide you through a step by step process to setup a Journal Entry export.

Import Chart of Accounts

1. Change your hierarchy to Entity level. Simply select your name in the upper right hand corner of the system to open the hierarchy window.  

Or if you are adding a few new accounts to an already existent JE Export setup, you will need to set your hierarchy level to the level that your GL Accounts are currently at in the system (if you are unsure of what level your GL Accounts are at, set yourself to Entity level and try that.   The import will pop up an error message with the correct level if you are at the wrong level when you do the import).


From there, move to Entity level within the hierarchy wizard, select Next to refresh the system.



*Note- If you need to be able to run your Journal Entry export from a different hierarchy level contact our support department and TempWorks will be able to modify some configurations to allow you to pull your numbers for the level of your choice.

2. Load your chart of accounts list into a CSV file with the following columns:

A- Account Number

 I. If you do not use account numbers, leave this column blank.

B. Account Name

C. Description

D. Account Type

*Note-The Import will only accept the following AccountTypes;

  1. Non-Financial
  2. Asset
  3. Liability
  4. Revenue
  5. Expense
  6. Equity

*Note- users must save file as .CSV file, otherwise the import will not upload correctly. Please see the attached sample file- New GL Accounts.csv

Once the CSV file is created, navigate to the Pay/Bill (1.) section of Enterprise. Click the actions menu (2.), Import (3.).

Select the "New GL Account" option from the drop down menu and browse to find your CSV file you created earlier . This will open your drives located on your local computer, from there navigate to your CSV file. Once selected, choose the Import File option.

                   

*Note- If an error window populates, something is incorrect within the COA list you are trying to import. Read the error message and make the corrections to the file as directed.

If no error message has populated this indicates that the COA list imported successfully. If you need to add additional GL accounts at a later time, you can use this same import to create those in TempWorks.

Lastly, we can now locate the COA list we've just imported from the previous step. Navigate to all options (1.), administration (2.), GLS account map (3.).  

                               

Within this section select the Filter by Account ID drop down to display all of the accounts that have recently been imported.

Map Bank Accounts

Users will map each bank account that is setup in TempWorks to one of your GL Accounts. Navigate to Administration (1.), gls bank account (2.).

Select one of your bank accounts from the list. There will be two account mappings that you will want to update. The reason for these two options are if you only have one bank account record setup in TempWorks, you can still map that account to a payroll bank account for the net amount on your payroll checks and to an operating account that you deposit your cash receipts into. Also, if you use the same account to cut your checks out of and deposit your invoice payments into, then set both mapping records to the same GL Account.

GLAccount- Net Check: This is the GL Account that the system will use to book all of the net check amounts to.

Gl Account- Invoice Payments: This is the GL Account that the system will use to book all of your cash receipts/invoice payments that you enter into TempWorks with an action code of "Payment".

Run GL Journal Entry Export Report

Navigate to the Reports, GL Journal Entry Export report located within the Exports report group. 

Once within the report enter the weekend bill date for a closed week. When the report is ran, the system will look at taxes, adjustments, pay codes, worker comp codes, etc. that were processed in the week you ran the report for. The system will setup Gl account mappings for all of the different processed items if there isn't a GL account mapping already for it.

*Note- The system will only setup mapping for an item that has been processed, meaning that the system will not create a a GL account mapping for a payroll tax that you have never used or a worker comp code that is setup in the system , but has never been used.

If you are running the report for the first time, it will setup multiple mappings for you since none existed before you ran the report. When the system setups a mapping record it will map the items to one of our default accounts. A default account is an account that is not on your COA. It is a system account that the system uses as a place holder when setting up new account mapping. Once that account mapping is created you can change the account mapping from the default account to the account on your COA that you wish the item to be booked to.

When a new gl account mapping record is setup by the system, a message will be displayed at the top of the report stating what item the new gl account mapping record is for, in order for you to know what item(s) you need to update within the gl account mapping. After you run the report for the first time the new gl account mapping messages will be long, scroll to the bottom of the page to see the line items of the Journal Entry Export. It is recommended that you run the report one more time so the new gl account mapping messages clear, providing you with the the Journal Entry export line items more readily.


The Memo column on the report will tell you what item in TempWorks that line item amount is from. For example, an employee's child support adjustment amount withheld from their check will be shown as "Payroll: Adjustments:Child Supt". The following list shares different Memo descriptions and what they line up with in TempWorks.

*Note- Anything listed below in Italics is a variable, where the name for the type of item that is mapped will show up.  This type name is what is called the Origin Desc in the admin gl account mapping area discussed in step 4 below.


Memo Column

TempWorks Item

ArInvoice

Total Invoice amounts

ARInvoicePay: Action Code Name

Invoice Payments/Cash Receipts by payment action code.  The action code of “Payment” is mapped based upon the bank account selected for the payment batch when payments are entered.  See Step 2 above for more information on that.

Invoice Adjustments: Adj Name

Invoice Adjustments on the invoice by adjustment name

Payroll: Adjustments : Adj Name

Employee check adjustments by adjustment name.  These can be reoccurring weekly adjustments that are setup on the employee’s record, such as Child Support or a Levy, or they can be one-time adjustments entered in on the timecard such as Per Diem, Mileage, Equipment reimbursements, etc.

Payroll: Net pay :Check Type

Net check amounts by the check’s type.  An independent contractor’s check has the check type of “IC”, a consolidated vendor check is “CC”, an authority check is “AA” and then an employee’s check has the type of “W2”.  These items are mapped based upon the bank account that the check was processed under.  See Step 2 above for more information on that.

Payroll: Taxes :Tax Juris Name

Payroll taxes by the tax jurisdiction that they are for.  This will have both employer paid taxes as well as taxes withheld from an employee’s pay check.

Txns ContractorCost: Timecard Pay Code

Total contractor costs paid out to both vendor employees and independent contractors by the pay code on the timecard.

Txns Pay: Timecard Pay Code/Job Title/Order Type/Pay Method Type

Gross wages for W2 employees mapped by either the pay code, job title, order type or pay method type (rhours, ot hours, units, etc) on the timecard depending on which one you have selected to map your wages based upon.

Txns Sales Contractor: Timecard Pay Code

Total sales from both vendor employees and independent contractors by the pay code on the timecard.

Txns Sales Tax: Sales Tax Juris

Sales tax by the sales tax jurisdiction

Txns Sales: Timecard Pay Code/Job Title/Order Type/Sales Method Type

Total sales amounts for W2 employees mapped by either the pay code, job title, order type or sales method type (rhours, ot hours, units, etc) on the timecard depending on which one you have selected to map your sales based upon.

Txns Sales: Mapped Item – Hold off TXNS

Total sales amounts for customers who you send an invoice to on a non-weekly basis (Monthly, Bi-Weekly, etc.).  These sales items are shown separately as there is no invoice created for them when the sales amounts are booked.

TxnsOther Bill: Adj Name

Sales adjustments by adjustment name.  These are the sales adjustments that are entered in on the employee’s timecard, such as back ground tests that you bill your client for.

WC from txns:Worker Comp Code

Worker comp costs by worker comp code.


Update GL Account Mappings

Now that you have your gl account mappings created, it is time for you to update/configure them to use your gl accounts instead of the default system accounts.


To get to the mapping area where you can adjust these mappings, click administration, select the gls account map option in the left menu bar.  Once you are there, filter for the map type you want to adjust or look at.  Example, to see the gl account mappings for the payroll taxes, choose the “Payroll Tax” type.

You will want to go through all of the types and update gl account mappings in them.

 Adjust Payroll account mappings- Since some taxes/adjustments have both an expense and a liability account (employer paid taxes/adjustments) you will adjust the GL Debit Account ID to adjust the expense account and the GL Credit Account ID to adjust the liability account that the tax is going to. For taxes/adjustments that do not have an expense account, only adjust the Credit account.  

Anytime you see an account mapped to the account “CLEARING - Payroll Summary”, account number 9991, you will not be able to change that account mapping.  The “CLEARING - Payroll Summary” account is our internal Payroll Summary account which we use as a wash account and we do not display it on any of the GL Reports/Exports.   You can think of this account as an Accrued Payroll/Wages account and since this account will always come through the export with an amount of zero for a given weekend bill, we do not show it as there is no need to hit an account with a $0 amount.

*Note- If a mapping has a branch associated with it, that is a specific branch override mapping, meaning any items for that branch will go to the accounts specified on the branch gl account mapping record instead of using the system wide gl account mapping.  If you need to setup branch specific gl account mappings please contact our support department and get in touch with one of our GL Technicians.

Adjust Sales account mappings.  For the sales side of things, we also use a wash account just like the CLEARING - Payroll Summary account on the Payroll side.  The Sales wash account is “CLEARING - Uninvoiced Revenue”, account number 9992.   Therefore, whenever you see a mapping sent to the “CLEARING - Uninvoiced Revenue” account, you will not have the ability to change it that account mapping and you will only be able to change the account mapping on the other side.

Once you have completed updating your gl account mappings, you can go back and re-run the GL Journal Entry Export report and see if there are any items that are still mapped to the Default accounts and need to have their gl account mapping updated to the correct account.

Map Type List

Below is a list of different items/map types that we use to map your accounts to for your review. For Wages and Sales, you cannot use all 4 map types, you must choose one as the primary and then you can choose another to be the secondary if needed.  By default, the system will use the pay code to map Wages and Sales.  Contact our support department if you would like to have your Wages or Sales map type changed to one of the other 3 map type options.

GL Type

Map Type

TempWorks Item Linked To

Description

Wages

Gross Pay – Pay Code

Paycode on the Timecard

This is the default type used for Wages out of the box

Wages

Gross Pay – Job Title

Job Title of Assignment


Wages

Gross Pay - Order Type

Order Type of Order


Wages

Gross Pay - Method Type

R Hrs, O Hrs, D Hrs, Salary, Unit Pay amounts from Timecard

Would use this map type if you wanted to have your Sales from OT hours go to one account and your Sales from DT hours go to another, etc.

Sales

Sales – Pay Code

Paycode on the Timecard

This is the default type used for Sales out of the box

Sales

Sales – Job Title

Job Title of Assignment


Sales

Sales – Order Type

Order Type of Order


Sales

Sales - Method Type

R Hrs, O Hrs, D Hrs, Salary, Unit Pay method types  from Timecard

Would use this map type if you wanted to have your OT Wages go to one account and your DT Wages go to another, etc.

Contractor Costs

Contractor Cost – Pay Code

Paycode on the Timecard


Contractor Sales

Contractor Sales – Pay Code

Paycode on the Timecard


Employee Deductions / Adjustments

Emp Perm Ded/Adj

Adjustment Type

Reoccurring adjustments setup on employee record

Employee Deductions / Adjustments

Emp Timecard Adj

Adjustment Type

One-time pay adjustments that are entered in on the timecard.  IE mileage or Per Diem reimbursements

Sales Deductions

Billable Sales Adj

Adjustment Type

One-time Sales/billable adjustments that are entered in on the timecard.  IE, background checks that you bill your client for.

Sales Tax

Sales Tax

Sales Tax Code


Employee Payroll Taxes

Payroll Taxes

Tax Code / Jurisdiction Code

Each employee and employer paid tax codes is mapped here

Worker Comp

Worker Comp

Worker Comp Code


Check Net

Bank Account

Bank Account

Each bank account record that you setup in TempWorks, we map that to the GL account you have setup for it.  The bank record you select when running a payroll run, is the bank we associate with the net of each check

AR / Invoices

AR Invoice

Invoice Run Type


Invoice Discounts/Adjustments

Invoice Adj Type

Invoice Adj Type

These are any adjustments that you setup on the customer to come out on a reoccurring basis, such as ACA Surcharges, Discounts, etc.

Cash Receipts / Invoice Payments

AR Invoice Payments

AR Payment Action Codes

The action code of “Payment” automatically gets mapped to the bank account that was selected on the payment batch.















*Note- All mappings have the ability to be combined with each other, meaning I can map my MN State Income Tax to one account for all of my OT Hours and then to another account for all other pay method types.  We also have the ability to do branch specific mappings as specified above.

Export GL Journal Entry Export Report

Now that everything is mapped to the gl account of your choice, it is time to export the journal entry and import/enter it into your accounting system. 

Navigate to Reports, filter for the GL or go to the export report group. Double-click on your GL Journal Entry Export report. 

*Note- If you have a customized report, most of the time the report's name will be GL Journal Entry Export "Accounting Software Name". The following example displays an export report for QuickBooks.

Once the report is open you will have the ability to export your report to Excel.

If you are exporting to QuickBooks, please follow the link  to access our online guide on how to export your report and import the information into QuickBooks, using the Transaction Pro Importer, click here

Any customizations needed whether it is accounting system specific or reports/exports that need certain data can be handled by our support center. 























Related Articles