A GL Group is a collection of general ledger (GL) expense, liability, income and asset codes collated under one group. They can be assigned to employees or on Jobs where the GL codes will be the same.
When changes are made to a GL Group, they will also apply to any employee profile or Job that has been linked to the GL Group.
The GL Group screen will only show one region at a time. To navigate between regions, click the Report Settings drop-down arrow, select a Regulatory Region and click Go.
Add a GL Group
To add a GL Group:
Go to Config > Payroll > GL Groups > Add New GL Group.
Select the Region from the popup window. (If only one region is enabled in your portal, this popup window won’t appear.)
Enter a GL Group Name to identify the group.
Tick the Enabled checkbox if the GL Group should be available to assign to users and Jobs.
Tick the Default checkbox to set the GL Group as the default for the portal.
Enter the GL codes into the fields provided. Default accounts can be set at the top of a section if individual codes are not required for each line underneath.
- Click Save.
If you require different combinations of GL codes for different employees, you can create separate GL Groups.
The system can be configured to include all pay and leave items in a GL Group. When this is enabled, you will be able to define a default account code as well as individual account codes per item.
To have this functionality enabled, please contact our Support Team.
Edit a GL Group
To edit a GL Group:
Go to Config > Payroll > GL Groups.
Click on the GL Groups name to open the settings screen.
- Edit the required fields and click Save to apply the changes.
Delete a GL Group
You can delete a GL Group if:
- it hasn’t been assigned to an employee;
- it hasn’t been assigned to a Job; and,
- it isn’t set as the Default GL Group for the portal.
To delete a GL Group:
Tick the checkbox to the left of the GL Groups name.
- Click ‘With selected…’ > Delete > Confirm.