CCIS Payroll can assign values to a GL list and print a report that can be used to input these values into your General Ledger.
Each Client can either have its own list, or share the entries from a Master list. If CCIS Payroll finds a GL list for a Client, it uses that list. If there isn’t one that is specific to the Client, CCIS Payroll looks for the master list and uses it to print the report. If no list is found, the menu option is grayed indicating that the report is not available.
The General Ledger Report prints from the Calculations window.
This section discusses:
• The structure of the General Ledger list
• How to add, remove, or change list items
• How to print the list
• The values that CCIS Payroll assigns to the list
• How to print the General Ledger report
General Ledger list structure
The General Ledger list file contains sections that correspond to the typical Chart of Accounts.
There are two parts, an Account Number, and a Description. The Account Number can consist of any number or letter, and can be up to 15 characters long. The Description holds up to 25 characters.
CCIS Payroll has a set of defaults that are based on an accrual-based chart of accounts. Creating a master list can change these defaults. Once you create a master list, CCIS Payroll always uses those values as the default.
If you have a chart of accounts already established for a Client, we recommend that you use exactly the same Account Numbers and Descriptions.
You can have a GL Account for every label per Client. CCIS Payroll cannot make an entry into a field if you have not entered a label for that field.
CCIS Payroll adds two Bank Accounts, areas to separate Officer and Other earnings, and a series of debits and credits for Unemployment Insurance in addition to the labels that you provide.
How to edit the GL Account List
The GL Account List is maintained from the Home window. Choose Maintenance | GL Accounts.
You select the file to work with by choosing the radio button on the GL Accounts window. You can make or change a file for one specific Client, or edit a Master file that is used by all Clients who do not have a file of their own.
There are five sections in the file: Earnings, Taxes, Deductions, Unemployment and Non-employee.
Earnings:
The Earnings section is reached by clicking the Earnings button.
The Earnings sections contain the postings for all W-2 employees. There are three columns, GL Account Number, GL Name, and Label in Client.
The GL Account Number can contain any character. It accepts up to 15 characters.
The GL Name can contain any character. It accepts up to 25 characters.
We recommend using the same numbering and naming system you use for your General Ledger.
The default values for the first eight income fields are "Salary and Wages –” and the Label from CCIS Payroll. Income labels are number 1 through 8 from the label window. If an income field is not labeled in the Client, the word [Unused] appears and the GL fields are left blank.
CCIS Payroll adds the two income labels that cannot be changed, Non-Tax/Tips, and TDW to complete the earnings.
CCIS Payroll adds three GL accounts. One for Officers, another for other employees (i.e. employees that are not officers), and an offset to the bank called Payroll Bank Account. These accounts contain the totals from the previous 10 accounts, split between officers and others.
To use this feature, put the word Officer into the Position field of any employee that is a corporate officer.
The Payroll Bank Account receives the Net Check amount for W-2 employees.
Withholdings:
Select the Taxes button to display the Withholdings section. It contains fields for Federal Income Tax, FICA, Medicare, Advance EIC, three State Withholdings, three State Disability withholdings and two City/Local withholdings.
Deductions:
Select the Deductions button to display the Deductions section. It contains a GL Account and GL Name for every deduction label set up in the Client.
Non-employees:
The Non-employees section contains the same information as the Earnings section, except that it applies only to non-employees and third parties. CCIS Payroll adds a bank account field called, Operating Bank Account. This field holds the net check amount for all non-employees.
Unemployment:
The Unemployment section contains Liability and Expense accounts fro FUTA and three states.
How to print the General Ledger Account list
The entire contents of the General Ledger Account list can be printed when the update window is visible.
To open the update window, go to the Home window. Then choose Maintenance | GL Accounts.
The Print button will be enabled if there is a file for this Client, or there is a Master file. Select the Print button to print the file. It prints on the System Printer.
Values output to the GL Report
Here is the way that CCIS Payroll outputs the GL values when it is processing a Time Entry situation.
The signs of the output change according to the job. Cancel check would be the exact reverse of the values shown here.
In the Earnings section, CCIS Payroll outputs the first 12 accounts as positive numbers. The offset to the Payroll Bank Account is output as negative. The special summary fields for Officers and Others are output as positive but they are not included in the GL Totals. Instead, they print at the end of the report.
All amounts withheld in the Withholdings section are output as negative. The FICA Employer’s Expense and Medicare Employer’s Expense are output as positive.
All Deductions are output as negative unless they are a reimbursement in which case they are positive.
In the Non-employees section, CCIS Payroll outputs the first 8 accounts as positive numbers. The offset to the Operating Bank Account is output as negative.
For Unemployment, all payables are negative, and all expenses are positive.
How to print the General Ledger report
The General Ledger report is available in the Calculations window. It uses the values from the current payroll job.
First, complete entering the payroll for the period. It is not necessary to print checks in order to get the GL Report. Next, choose the Print button, then G/L Postings, or File | Print | G/L Postings.