Generating accounting entries

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Generating accounting entries

Access: General Ledger > Processing > Generate accounting entries

This function allows you to generate accounting entries, to open an unformatted file, or to process payroll data that will then be transferred to an export file or an online interface.

1Under Filters, use the different filters to refine your search if needed.  

2Click on Refresh.  

3Under List of payroll data, select the desired payroll processings.

▪It is not possible to select a payroll processing for a company for which the accounting software is not configured.

▪If your business uses more than one accounting software, you must select the payroll data that is associated to the same Type of transfer, either an export file or an online interface.

4If you have not configured your accounting periods (see Configuring accounting periods ), in AP, indicate the accounting period number in which the accounting entries from the selected payroll processing should be accounted for.

5Indicate the Accrual rate, if needed. If you do not have accrual salaries to calculate, leave the rate at 0.

▪The accrual rate is the percentage applied to the earnings and deductions amount associated with the company's organizational structure levels or job numbers.

Things to remember

The processing status will be:

▪New if the accounting entries have not yet been generated.

▪Results if the accounting entries have already been generated. You can view the results on the Last processing results screen (General Ledger > Processing).

▪Accounted if the entries have been read and accounted for.

6Click hmtoggle_plus1 here to generate the accounting entries.

a)Click on Execute.

b)A message will confirm when the processing is done. Click on Last processing results to display the Last processing results screen. See Viewing and downloading accounting entries or transferring them to an online interface.

Important

The system will confirm when the processing is done in the Processing confirmation screen. If applicable, the system will list all earnings, deductions, employer contributions and banks for regular and accruals entries, calculations to be made and service fees for which the accounts were not defined under the Undefined general ledger accounts list section.

7Click hmtoggle_plus1 here to open an unformatted file.

a)Click on Download.

b)In the window displayed, open or save the file in the directory of your choice.

▪The unformatted file will prove useful to transfer your data in your accounting system, using a compatible interface.

8Click hmtoggle_plus1 here to execute the Generate accounting entries which is to be transferred to the online interface.

a)Click on Execute.

b)The Processing confirmation screen appears with a confirmation message indicating that the processing is done.

c)Click on Last processing results to display the Last processing results screen so as to transfer the payroll data processings to the online interface. See Viewing and downloading accounting entries or transferring them to an online interface.

Things to remember

The Transfer status column appears if the accounting software is an online application. It indicates the status of the last online interface transfer. The statuses are:

▪In progress, if the transfer is in progress. Click on the icon displayed in the Transfer status column to refresh the status.

▪Success if the transfer was completed without an error.

▪Failure if the online interface transfer that was done from the Last processing results screen has failed.
Click on the Failure hyperlink to display the Quickbooks online transfer errors screen. See Viewing the list of online interface transfer errors.

Things to remember

The payroll processing files will be stored for a 14 month period. After this period, the files will automatically be deleted.

For more information

Data processing

General Ledger Interface - Additional information

Viewing and downloading accounting entries or transferring them to an online interface

Viewing the list of online interface transfer errors