GL Account Hierarchy

When paychecks are generated in Computer Checks (PR> Computer Checks) or Manual Checks (PR> Manual Checks), the GL account that will be debited for the gross amount of each timecard line item can be pulled as an entire GL account or built from multiple partial accounts. The precedence of the sources for these full or partial accounts is determined by the following GL account hierarchy.

• The GL account attached directly to the timecard line item is the overriding account. If a GL account is attached directly to the timecard line item, that GL account will override all other GL accounts on the rate code, pay code and employee record. You can attach a GL account directly to a timecard line item during the Computer Checks process (PR> Computer Checks> Timecards> Open a timecard line item).
  • The first place the system will look for a GL account is the WO work order on the timecard line item. If a WO work order is attached to the timecard line item, the GL account associated with that work order will be used.
    • If only a partial GL account is attached to the work order, that section of the GL account will be set and the system will build the complete GL account by checking the other accounts attached to the timecard line item.
  • If the timecard line item does not have an attached work order, or if the attached work order only provided a partial GL account, the system will look next at the PM type code attached to the timecard line item.
  • Finally, the system will look at the PM task code attached to the timecard line item to complete the GL account.
  • If a user enters a GL account directly in the GL Account field on the timecard line item, that account will override all other accounts on the timecard. HOWEVER, this account must be manually entered AFTER all other timecard line item details are specified. If this account is entered manually, and then a work order/type code/pay code is specified, the GL account attached to the work order/type code/pay code will overwrite the GL account entered manually.
• If the timecard line item does not provide the full GL account, the system will look at the PR rate code attached to the employee's timecard. You can attach a GL account to a rate code using the Rate Code Maintenance window (PR> Maintenance> Rate Code> GL Account field).
• The PR pay code attached to employee's timecard is the next place the system will look. You can attach a GL account to a pay code using the Pay Code Maintenance window (PR> Maintenance> Pay Code> Account fields).
• Finally, if the GL account is not complete, the system will look to the employee record to provide the GL account. You can attach a GL account to an employee record using the Employee Maintenance window (PR> Maintenance> Employee> Distribution tab).
• The GL account hierarchy is displayed below:

Timecard Line Item

(GL Account Field > Work Order > Type Code > Task Code)>Rate Code>Pay Code>Employee Record

• For example, if an organization uses a four-part GL account format (XX-XXX-XXX-XXXX), the work order attached to the timecard line item has a partial GL account (10-111-XXX-XXXXX), and the pay code has a full GL account (20-222-333-12345), the GL account that would appear on the timecard line item would be a combination of the two with the elements of the work order taking precedence (10-111-333-12345).