GL Journal Entry Export Manual

Purpose

A standard GL Journal Entry Export will allow you to go into Enterprise and map your pay codes, adjustment codes, taxes, worker’s comp codes, sales, and AR payments against those sales into different General Ledger accounts.  Each week the system will sum up the revenues and expenses mapped to each GL account and export them to a file to be imported in to your financial system.  This will allow your company to have a big picture by branch, entity, or physical location, what your gross profit is including the payroll and revenues from TempWorks and any additional forms of revenue or expenses recorded directly in the accounting software.  These items recorded directly in your accounting software would include overhead and other miscellaneous items. 

The process for setting up a standard GL Journal Entry Export starts with you sending over your Chart of Accounts to the TempWorks team electronically.  That Chart of Accounts will be loaded in our system programmatically.  Our Reporting team will assist in the initial mapping of the TempWorks information to that Chart of Accounts.  Once this is complete, we will need a format specification from your accounting software to know what format the file will need to be put into in order to import the data into your accounting software weekly.  The summary rows by account in the GL Journal Entry Export file will tie to our standard General Ledger report.  You can also hand key the summary lines into your accounting software off the same report/export file that the TempWorks system will produce for you. 

*Note- Our standard General Ledger report can be found in our current Reports Manual. ReportManualEnterpriseInfinity.pdf 

You may also need additional exports to your accounting system, such as a pay check or invoice payment/cash receipts export to assist with your bank reconciliation. While those are outside of this Journal Entry Export system, we can build additional custom exports for you to export out whatever data you need to send to your accounting system.  

*Note- Please contact your TempWorks Account Manager if you are interested in having additional exports created for you.

How it Works

You would like to take your numbers from TempWorks and enter them into your accounting system, but you are unsure of whether or not you want to go through the process of building a custom GL Journal Entry Export or use the numbers off all different reports that TempWorks offers to extrapolate  the data you need.   Hopefully this document will help you with this decision.   Here, in a nut shell, is how the GL Journal Entry Export engine works.

At the heart of the GL Journal Entry Export engine is our account mappings, where we determine what GL account each amount in TempWorks goes to.   We map based upon all of the different items that get calculated in our system such as taxes, payroll adjustments, invoice adjustments, cash receipts, etc.  Over the years we have built in multiple options and ways to map these items to your personal GL accounts.   We have done this to allow you the flexibility to export your data in the exact format/structure that you need it in.   For instance, if you need to have your overtime wage amounts go to one account and your double time wage amounts go to a different account, we can handle that.   If you need one specific branches wages or sales to go to its own specific account and then the rest of your branches to go to your main wages or sales account, we can handle that too.  Also, if you want one branches overtime wages to go to a specific account, but ONLY when those OT wages are for a specific job title or order type, we have you covered there as well.

All of these mappings are controlled in one area so that you, as a TempWorks user, can update and edit these mappings at any time without having to wait for someone to modify a report or a configuration for you - see the GL Map List.

If you decide that a GL Journal Entry Export might not be something you want to invest in at this time, don’t worry, we have you covered.   We have a standard report called General Ledger that is available to all of our Infinity clients out of the box, free of charge.   This report is a one stop shop for all of your accounting numbers.  This report was written and designed to give you the same numbers as our custom GL Journal Entry Export, minus the custom mapping area, configurations and different break out level abilities that come with our custom GL Journal Entry Export.   Therefore, if you want to break out your overtime or to have your numbers separated for each branch location, the report will not do that for you, but we can do that in a custom GL Journal Entry Export. 

*Note- GL Journal Entry Exports are not something that comes standard with your purchase of TempWorks Enterprise.  They must be setup and configured for you before they are available to use. Please contact your Account Manager if you are interested in having a GL Journal Entry Export setup for your company.

GL Account Mappings Setup

Navigate to administration, gls account map, to adjust mappings. Once there filter for the mapping type you want to adjust or look at.  In the below example to see the account mappings setup for the payroll taxes in the system, choose the “Payroll Tax” type.

Taxes may have both an expense and a liability account (employer paid taxes) 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 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 mapping record instead of using the system wide mapping.  If you need to setup branch specific mappings please contact our support department and get in touch with one of our GL Technicians.

Sales Mapping

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 that account mapping and you will only be able to change the account mapping on the other side.

*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 mapping record instead of using the system wide mapping.  If you need to setup branch specific mappings please contact our support department and get in touch with one of our GL Technicians.

Map Type List

The following chart indicates different items/map types that we use to map accounts to:

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 uses 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.

*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.

Assignment Setup

Assignment information will determine where sales and payroll costs are associated within the GL Journal Entry export.  The following information indicates what fields are crucial to fields mapping correctly to your GL.

1. Branch Name

  1. The branch setup on the assignment will determine what branch/GL Code the sales and payroll costs flow through to the GL Journal Entry Export on and correspondingly what entity the sales/payroll costs will be associated with.  For example, if the branch on the assignment is set to Eagan (Eagan is a branch listed in entity Test Staffing) then the sales and payroll costs generated from that assignment will go to the Test Staffing entity because the Eagan branch is setup in the Test Staffing entity.   The sales/payroll costs for that assignment will also be associated with the Eagan branch since the branch is set to Eagan.  It is therefore, very important to ensure that the entity of the branch and the entity/company on the assignment match.

     b.If there are branch specific account mappings setups, then the branch will also determine the account that the payroll costs and sales get associated with.

*Note- The branch name can also be changed on a specific timecard and that will change what branch the revenues and expense for that timecard go to.  However, the branch on the timecard always defaults to what is on the assignment at the time the timecard is created.

2. Company

  1. The company selected on the assignment determines if the work was done by the staffing company employee (W2) or a vendor employee (1099).  If the company on the assignment is not set to the staffing company and the W2 check box is not checked, then the sales from this assignment will go to the account we specify for the sub-contractors and the payroll costs will go to expense account we specify for the sub-contractors.  If the W2 box is checked and the assignment is set to staffing company, then the revenues and payroll cost expense will go to the normal revenue and payroll cost expense accounts.

3.Worker Comp Code

  1. Worker comp codes are all mapped individually and can be mapped to different GL Accounts.  

Customer Setup

Within the customer record there will be certain information that determines where AR and Cash Receipts tie into the GL Journal Entry Export. 

1. Branch Name

     a.The branch setup on the customer will determine what branch/GL Code the AR for that customer will flow through to the GL Journal Entry Export on and correspondingly what entity the AR gets associated with. For example, if the branch on the customer is set to Eagan (Eagan is a branch listed in entity Test Staffing) then the AR generated for that customer will go to the Test Staffing entity because the Eagan branch is setup in the Test Staffing entity.  

      b. Once the branch on the AR is set, then the invoice payments/cash receipts will be applied to the same branch and entity that the AR was posted to.

Timecard Setup

Specific information within the timecard will determine what account the Sales and Gross Payroll Cost for W2 employees will get associated with in the GL Journal Entry Export.  Below are the options available for how we map out the Sales and Gross Payroll Costs in the GL Journal Entry Export.

1.Pay Code

  1. The pay code setup on the timecard will determine what account the Sales and Gross Payroll Cost will go to base upon the mapping setup for each of the pay codes.  Each pay code has the ability to be mapped to separate Sales and Gross Payroll Cost accounts for W2 employees.

2.Job Title

     a.The job title setup on the timecard (this job title will default to what is setup on the employee’s assignment) will determine what account the Sales and Gross Payroll Cost will go to based upon the mapping setup for each of the job title.  Each job title has the ability to be mapped to separate Sales and Gross Payroll Cost accounts for W2 employees.

3.Order Type

  1. The order type setup on the timecard (this order type will default to what is setup on the employee’s order that they are assigned to) will determine what account the Sales and Gross Payroll Cost will go to based upon the mapping setup for each of the order type.  Each order type has the ability to be mapped to separate Sales and Gross Payroll Cost accounts for W2 employees.

How to Run a GL Journal Entry Export

Because each accounting software requires the GL data in a different format in order to import the journal entry successfully into that accounting software, how you run your GL Journal Entry Export may differ depending on what accounting software you are exporting to. You will see there are a few ways to you run your GL Journal Entry Export report/export file to get the data in the needed format to import the journal entry into your accounting software.  However, remember that your way could be different than what is shown here:

Navigate to reports, filter for the GL or select the exports report group. Double-click on your GL Journal Entry Export report, this report name will be GL Journal Extry Export " Accounting Software Name".  Once the report is opened you may now export your report to excel if needed. If you are exporting to Quickbooks, please refer to the Importing GL Journal Export Into Quickbooks document for further help on exporting and importing. 

File Export

Navigate to Pay/Bill (1.), select the actions menu (2.), select Export (3)

Each export is setup custom to client needs, the next steps will be determined by how your custom export was setup for you. Choose the correct category, procedure, enter parameters, and export.

Memo Column Explanation 

The memo column on the report will tell you what item in TempWorks the line item amount is from.  For instance, an employee’s child support adjustment amount withheld from their check will be shown as “Payroll: Adjustments : ChildSupt”.  Below is a list of the 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.

Reports to Reconcile GL Export

Once again, when running reports, keep in mind  the GL Journal Entry Export pulls in data by the weekend bill date or what is sometimes referred to as your processing week date (this is always a Sunday date).   Your GL Journal Entry Export report/export file may pull in the check date, invoice date or payment date in the output, but the GL Journal Entry Export always filters on the weekend bill date.  The below reports are some that you can run from TempWorks to help you balance and troubleshoot the GL Journal Entry Export.

Invoice Payments

This report will show you all of the details of the Invoice Payments/Cash Receipts that have been entered into the system.  If you want to see the detail of a GL Journal Entry Export report/export file, run the report by Weekend Bill date.  

Invoice Register

You can use this report for trouble shooting and balancing.  This report will show you the details of your new AR amounts for a given date range.  If you want to see the detail of a GL Journal Entry Export report/export file, run the report by Weekend Bill date.  

Check Register

You can use this report for trouble shooting and balancing payroll data over all.  This report will give you one line per check and can be grouped by the bank id that the check was processed on for you to tie out to the GL Journal Entry Export the Net payroll amounts that hit the bank account.  If you want to see the detail of a GL Journal Entry Export report/export file, run the report by Weekend Bill date.  

Tax Deposit

You can use this report for trouble shooting and balancing taxes.  If you want to see the detail of a GL Journal Entry Export report/export file, run the report by Weekend Bill date.  

Employee Adjustments

You can use this report for trouble shooting and balancing adjustments.  If you want to see the detail of a GL Journal Entry Export report/export file, run the report by Weekend Bill date.  

Management Report

This is an overall report that splits things by branch.  This is a helpful one stop place for by branch totals.  The Management report only runs by the Weekend Bill date, so there is no need to choose the correct date filter on here to match up with your GL Journal Entry Export report/export file.  

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