Summary

The Accrual Adjustments process is used to create both positive and negative accrual hour adjustments on employee records.

Step by Step

1     Open the Accrual Adjustments home page.

• The Accrual Adjustments process is a single batch process, meaning you can process only one batch at a time.
• If there is an open batch in the Accrual Adjustments process, you will not be able to create a new batch. If you would like to create a new batch, you can either delete the existing batch by clicking the Delete icon on the batch tile, or you can reset the steps in the batch by returning to the first step of the process. All of the information in the batch will be overwritten.
• If there are no open batches in the process and you would like to create a new batch, click the Create New Batch button. This will open the New Batch view. The batch number, batch month, and batch year of the batch will not affect the transactions cleared in the process. The batch information is for reference purposes only.

2     Open the Batch Overview page. 

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Accrual Adjustments process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Accrual Adjustments process.

3     Import Accrual Adjustments. 

• Open the Import window (PR> Accrual Adjustments> Import).
• This window is used to import bulk adjustments into the Accrual Adjustments process.
• The Configuration drop-down menu is used to select the import configuration you would like to use.
  • An Accrual Adjustments-specific import configuration can be created before importing bulk adjustments. Import configurations are created and maintained on the Import Configuration Maintenance window (SS> Maintenance> Import Configuration).
  • The Standard configuration will be selected by default.
  • Once the desired configuration is selected, click VIEW LAYOUT/FORMAT to open the Import Configuration window and display the expected format of the imported file.
• Click the SELECT FILE button to browse to the import file or drag and drop the file into the area to the right of the button.
• Click the Submit button to import the adjustments.

4     Create Accrual Adjustments.

• Open the Accrual Adjustments window (PR> Accrual Adjustments> Adjustments).
• This window will display all of the uncommitted adjustments in the open batch.
• Select an adjustment and click DELETE to remove the selected adjustment from the batch.
• Click ADD to create a new accrual adjustment. This will open the Employee Selection window.
  • Use the Search Criteria section to filter the displayed employees and click the Search button  .
  • Highlight all of the employees you would like to include in the accrual adjustments batch and click the Select button  . This will populate the Accrual Adjustments window with the selected employees.
  • Employees that are included in uncommitted PR Computer Checks batches cannot be included in an Accrual Adjustments batch. Any desired adjustments to those employee accrual totals can be made in the open Computer Checks batch (PR> Computer Checks> Timecards step> Accruals tab> Additional Hours field).
• The Accrual Code and Current Balance will be displayed for each employee added to the batch.
  • Click the Accrual Code search button to change the accrual code associated with the line item.
    • Only accrual codes that are already associated with an employee can be selected. An accrual code must be specified on each adjustment line item in order to save the batch.
    • An employee can be attached to multiple accrual adjustment line items in a single batch, but they can only be attached to one accrual adjustment line item per accrual code.
  • Accrual Codes are created and maintained on the Accrual Maintenance window (PR> Maintenance> Accrual).
  • Accrual codes are associated with employees on the Employee Maintenance window (PR> Maintenance> Employee> Accruals tab> Create icon).
• Enter the Adjustment Amount for the line item. This value can be positive or negative, but it cannot be zero.
• The New Balance field will automatically update based on the values in the Current Balance and Adjustment Balance fields.
• Click UPDATE to save the accrual adjustment changes to the current line item.
• Click the Save button after all of the desired adjustments are entered.

5     Print the Accrual Adjustments Proof List.

• Open the Accrual Adjustments Proof List window (PR> Accrual Adjustments> Proof List).
• This report does not have any print options.
• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• The report will display the Employee Number, Employee Name, Accrual Code, Accrual Type, Current Balance amount, Adjustment amount, and New Balance amount for each employee included in the batch.

6     Print the Accrual Adjustments GL Distribution List.

• Open the Accrual Adjustments GL Distribution window (PR> Accrual Adjustments> GL Distribution).
• The GL Distribution step will only be displayed if the Payroll module is set up to use GL distribution on accruals (PR> Utilities> Setup> Accruals tab> Use General Ledger distribution of accruals toggle).
• Enter the Journal Entry date for the batch. This will determine the fiscal year and period of the journal entry.
• Check the Break by fund and department toggle to include fund and department totals on the report.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• The report will display the Account Number, Debit Amount, Credit Amount, and Description for every adjustment transaction included in the batch. The report will also provide Department, Fund, Split Period, and Report Totals.

7     Commit the Accrual Adjustments batch.

• Open the Commit Accrual Adjustments window (PR> Accrual Adjustments> Commit).
• Click the Commit button to commit the batch.
• The accrual adjustment transactions will now be displayed on the Employee Maintenance window (PR> Maintenance> Employee> Accruals tab> Accrual History sub-tab).