Adding System Accounts for Payroll

Overview

Use this job aid to add system accounts for payroll. System account (transaction) codes defined under Payroll are indicated on the audit reports of other packages by *Y. If none of the optional boxes are specified, the transaction code's source is considered to be "generic". Each transaction is matched with a specific source. Any transaction without a specific source uses the generic source. For example: federal withholding taxes affect the same ledger account regardless of the department, job, state, or locality. During creation of the system journal entries, transactions that match the specified sources are grouped together on the same system journal entry. Transactions that do not match any of the specified sources use the generic source.

To add system accounts for payroll:

1. From the Toolbar, click SJI for System Journal Interface.

2. From the SJI Menu, select System Accounts, and then select Payroll.

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3. In the optional Department Code box, click Lookup or type * and press Enter, and then select the department, or type the department. The department code is typically used in conjunction with the system account (transaction) codes for regular pay, overtime pay, and other income, or type the department code.

4. In the optional Job Code box, click Lookup or type * and press Enter, and then select the job code, or type the job code. You can only assign the job code in conjunction with the transaction codes for regular pay, overtime pay, and other income. The Labor Distribution module must be activated in the Agris Payroll Accounting System to use this box.

5. In the optional State/Local Code box, click Lookup or type * and press Enter, and then select the state/local code, or type the state/local code. You can only assign the state/local code in conjunction with the transaction codes for state withholding tax, SUTA expense, and local withholding tax.

6. Click OK.

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7. In the Transaction Code box, click Lookup or type * and press Enter, and then select the transaction code associated with the system accounts, or type the transaction code associated with the system accounts. Click OK.

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8. In the Account box, click Lookup or type * and press Enter, and then select the general ledger account associated with the transaction code, or type the general ledger code associated with the transaction code.

9. In the Detail Code and Profit Center boxes, type the detail code and profit center associated with the Account box.

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10. For Payroll Deductions: Enter Department and Job Code (like in steps 3-4) and display the payroll transaction code menu.(step 7)  The payroll deduction codes, DA through DT, will be available for selection.  

11. Select a payroll deduction code and assign it a general ledger account number. Click OK.

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12. At the Is This Correct? prompt, click Yes.

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Learn more about System Accounts feature: