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.
In order to export your GL journal entries, you must first setup your accounts and map the correct items, as applicable.
Use the following steps to setup or update your GL Journal Entry Export:
- Create Your Chart of Accounts File
- Import the File
- Locate and Map the Accounts
- Run the GL Journal Entry Report
- Update the GL Account Mapping
- Export the finalized GL Journal Export Report
Step 1: Create Your Chart of Accounts File
In order to import your chart of accounts you may need to change your hierarchy level. We recommend being at Entity level. If you are adding new accounts to an already existing JE Export setup, you will need to set your hierarchy level to the same level your GL accounts are currently configured at. You will receive an error message if you choose the wrong hierarchy level for an existing GL account. To learn more about Hierarchy, check out Hierarchy.
*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.
Your chart of accounts list must be loaded into a CSV file with the following columns in this order:
- Account Number
- If you do not use account numbers, leave this column blank.
- Account Name
- Description
- Account Type
- Non-Financial
- Asset
- Liability
- Revenue
- Expense
- 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
Step 2: Import Your Chart of Accounts
Once the CSV file is created, you will need to import it into Enterprise.
- Navigate to the Pay/Bill section of Enterprise
- Select the
at the top of the page - Choose Import
- Select "New GL Accounts" option from the select import drop down menu
- Select the
under select file to select the CSV file you created and saved from Step 1 - Once selected, choose the Import File option:
at the top of the page
under select file to select the CSV file you created and saved from Step 1
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.
Step 3: Locate and Map the Accounts
Now that we have imported the new accounts, we can locate the Chart of Accounts list we've just imported from the previous step.
To Locate the Chart of Accounts:
- Navigate to all options > administration
- Select GLS account map on the left
- Within this section, select the Filter by Account ID drop down in the upper right to display all of the accounts that have recently been imported.
To Map Bank Accounts
Now that you have located your accounts, you may need to update some of the account settings in administration
- Navigate to all options > administration
- Select "GLS Bank Account" on the left
- Select one of the bank accounts listed
- Set the GLAccount information at the bottom:
- GLAccount- Net Check: This is the GL Account that the system will use to book all of the net check amounts to
- GLAccount- 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"
- Select Save
Because each company's General Ledger is unique, we leave both option available to accommodate those that map to separate accounts. If you only have one account, select the same account for both Net Checks and Invoice Payments.
Step 4: Run GL Journal Entry Export Report
This report will generate all the GL mapping options for you in the system based on the options used in your last closed week. You will need to run this report and review the new items created before mapping the accounts to the correct items.
- Navigate to the Reports > GL Journal Entry Export report located within the Exports report group
- Select Run Report
- The report will open in another window, enter the weekend bill date for a closed week:
- Select View Report
When the report is run, 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. This means that the system will not create a a GL account mapping for a payroll tax 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 Chart of Accounts. 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
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.
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. |
Step 5: 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.
- Navigate to all options > administration
- Select GLS Account Map on the left
- Optionally, use the filters on the right to narrow down the fields you are looking for
- Ex. to see all GL account mapping for payroll taxes, choose Payroll Tax type in the filter drop down
- The first time you map accounts, we recommend you look through all types to ensure GL Account mapping is correct
- For each item that pertains to your general ledger, select the correct GL debit and/or credit accounts
*Note* 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.
Notes on Item Types:
- For 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.
- 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 | Notes |
|---|---|---|---|
| Wages | Gross Pay - Pay Code | Pay code on the timecard | This is the default type used for wages out of the box |
| Wages | Gross Pay - Job Title | Job Title of the Assignment | |
| Wages | Gross Pay - Order Type | Order Type on the Order Record | (ex. Direct Hire, Temp, Temp to Full Time) |
| Wages | Gross Pay - Method Type | Reg Hours, OT Hours, DT Hours | If you wanted to have your sales from Overtime Hours (OT) go to one account adn your sales from Double Time (DT) hours go to another, then you would use this option |
| Sales | Sales - Pay Code | Pay code on Timecard | |
| Sales | Sales - Job Title | Job title on Assignment Record | |
| Sales | Sales - Order Type | Order Type on Order Record | |
| Sales | Sales - Method Type | Reg Hours, OT Hours, DT Hours, salary, & Unit Pay method types from timecard | If you wanted to have your OT wages go to one account and your DT wages go to another, you would use this map type. |
| Contractor Costs | Contractor Cost - Pay code | Pay code on the time card | |
| Contractor Sales | Contractor Sales - Pay code | Pay code on the time card | |
| Employee Deductions/Adjustments | Employee Perm Ded/Adj | Adjustment Type | Reoccurring adjustments setup on employee record |
| Employee Deductions/Adjustments | Employee Timecard Adj | Adjustment Type | One-time pay adjustments that are entered in on the timecard. Ex. mileage or Per Diem reimbursements |
| Sales Deductions | Billable Sales Adj | Adjustment Type | One-time sales/billable adjustments that are entered on the timecard. Ex. mileage or Per Diem reimbursements |
| Sales Tax | Sales Tax | Sales Tax Code | |
| Employee Payroll Taxes | Payroll Taxes | Tax Code/Jurisdiction Code | Each employee and each employer paid tax codes are mapped here |
| Worker Comp | Worker Comp | Worker Comp Code | |
| Check Net | Bank Account | Bank Account | This maps each bank account record that you setup in TempWorks 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 Invoices | 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 Code | The action code of "Payment" is automatically mapped to the bank account that was selected on the payment batch. |
Step 6: Export the Finalized GL Journal Entry Export Report
Now that everything is mapped to the GL account(s) of your choice, it is time to export the journal entry and import/enter it into your accounting system.
- Navigate to the Reports > GL Journal Entry Export report located within the Exports report group
- *Note* If you are exporting to QuickBooks or have a custom Journal Export, you will want to select that report instead.
- Select Run Report
- The report will open in another window, enter the weekend bill date for a closed week:
- Select View Report
- Choose the export option in the report view to save as an excel, CSV, etc.
Now that you have your file exported and saved on your computer, you can either manually key in or import the file into your accounting software.
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 customization needed, whether it is accounting system specific or reports/exports that need certain data, can be handled by our TempWorks support team.