GL Code Overview

Overview

When you export data to your GL finance system, GL codes allow you to match data in Astute Payroll with the financial reporting capabilities of your GL system.

Astute Payroll supports the setting of GL codes in several parts of the system.

GL codes for payroll and invoicing data can be automatically assigned or manually assigned and edited on invoices.

Account String Structures

The GL Accounts in your finance system are identified by a unique account number. These numbers may range from using a single code (Simple Account String) to more complex versions that also identify reporting structures such as departments (Constructed Account String).

Simple Account Strings are usually the Natural Account, otherwise known as the Base GL Account. You can add extra information into a natural account, such as a prefix, depending on how your GL is structured.

Constructed Account strings are supported by certain integrations. This means that there will be additional information obtained from defined locations in the system.

This is a specific logic that has been built into the individual integration, so you will need to refer to your GL integration instructions for further details.

Data Exported to Finance Systems

Astute Payroll GL exports support the double-entry journal requirements of general ledger systems.

This means that all journals will contain debit and credit entries that will balance to $0.00. The specific data exported and the format of the file will depend on the finance system that you use.

GL Code Hierarchy

For transactions relating to wages and expenses, GL Codes are selected based on a defined system hierarchy in Astute. For each component of data, the first GL Code found in the hierarchy will be assigned.

For example:

• If you have paid $200 of Base Wages and you have the GL expense code on the pay item set to ‘Forced’, the system will stop at this point and assign the code.
• If you have paid $200 of Base Wages and you do not have the GL expense code on the pay item set to ‘Forced’, the system will continue down the hierarchy. If you have a GL timesheet expense code set on the employee, the system will stop at that point and assign the code.

There is a separate hierarchy for expenses (payroll) and sales (invoicing and payments).

Fixed GL Code

For transactions relating to defined items such as super and deductions, GL Codes are taken directly from these items and do not use the GL Code Hierarchy.

GL Codes in GL Groups

Certain transactions relating to defined items (eg Payroll Tax, Work Cover) need to be set in a defined place and are not found using the GL Hierarchy. This is managed using GL Groups.

At a minimum, GL Groups are used to get the GL codes for the major of non-pay item payroll elements. You can also configure GL Groups to allow you to define GL codes for all items, including pay and charge items.

GL Groups can be used in combination or in place of the GL Hierarchy. When used in combination, GL Groups are at the top of the GL Hierarchy.