General Ledger Mapping in Arcoro Payroll allows you to configure metadata for payroll line items for better understanding of your job costs for better cost analysis, budget planning, and more.

Things to Note

• The data acquired in this configuration will be used in the following payroll reports:
  • Payroll Journal
  • Job Costing
  • General Ledger
• Administrators will not be able to map a general ledger type more than once. The "General Ledger" menu has validation rules to ensure admins cannot map the same type of payroll transaction twice. 

General Ledger Menu

The "General Ledger" menu will provide fields for the default "Debit" and "Credits" accounts. When the fields are filled in with the appropriate account numbers, those account numbers will be used to map payroll transactions that have no other mappings set up/entered.

The "General Ledger" menu will provide the following columns in the respective list:

• Actions - Allows a user to edit or delete a mapping.
• Group - Represents the high-level category of the payroll transaction that has been mapped. The following four groups are:
  • Wages and Earnings - Payments made for hourly and salary earnings. This includes gross and net wages.
  • Contractor Earnings - Payments made to contractors.
  • Deductions - Any line item in which the employer is deducting an amount that the employee is responsible for paying. This includes 401k contributions, child support, and employee medical.
  • Benefits - Any cost to the company that is being incurred on behalf of the employee that the employer is paying. This includes 401k employer contributions, employer medical contributions, etc.
• Type - A granular categorization of the payroll transaction.
• Subtypes - Further granularity to map to specific accounts than type, if available.
• Segment - Within a given type/sub-type combination, administrators can segment by one of five dimensions. For example, if an admin segments earnings by job, then they would set a different general ledger account number for Job A, compared to Job B, Job C, etc. 
• Entry Type - Defines what type of general ledger account the mapping is routed towards.
  • Debit
  • Credit & Debit
  • Credit
• Status

General Ledger Mapping

1. Click Add Mapping or the pencil icon for an existing mapped item.
   

2. Specify the mapping group, type, and subtype (if applicable). The types available will depend on the selected mapping group, and the subtypes available will depend on the selected type.

   

   Wages and Earnings Deductions Benefits Contractor Earnings

   • Employee Earnings
     • Double Overtime
     • Hourly
     • Non-Productive
     • Overtime
     • Paid Holiday
     • Paid Time Off
     • Rest and Recovery
     • Salaried
     • Sick
   • Employee Net Earnings
     • [No Subtypes Applicable]
   • Employee Non-Hourly Earnings
     • Bonus
     • Comission
     • Non Hourly Regular
     • Paycheck Tips
     • Severance
   • Employee Non-Hourly Earnings Other
     • 2% Shareholder Benefits
     • 2% Shareholder HSA
     • Cash Tips
     • Group Term Life
     • Other Imputed
   • Employee Reimbursements
     • [No Subtypes Applicable]

   • Child Support
     • [No Subtypes Applicable]
   • Taxes (Employee)
     • [Applicable State Tax(es)]
     • Additional Medicare
     • Federal Income Tax
     • Medicare
     • Social Security Tax
   • Company Benefits (Employee)
     • 125 Accident
     • 125 Cancer
     • 125 Critical Illness
     • 125 Dental
     • 125 Disability
     • 125 Hospital
     • 125 Life
     • 125 Medical
     • 125 Medical Other
     • 125 Vision
     • 401k
     • 403b
     • 457
     • FSA Dependent Care
     • FSA Medical
     • HSA
     • Non-Qualified Deferred Compensation
     • Non-Taxable Fringe
     • Parking
     • Roth 401k
     • Roth 403b
     • Roth 457
     • Simple IRA
     • Transit

   • Company Benefits (Employer)
     • 125 Accident
     • 125 Cancer
     • 125 Critical Illness
     • 125 Dental
     • 125 Disability
     • 125 Hospital
     • 125 Life
     • 125 Medical
     • 125 Medical Other
     • 125 Vision
     • 401k
     • 403b
     • 457
     • FSA Dependent Care
     • FSA Medical
     • HSA
     • Non-Qualified Deferred Compensation
     • Non-Taxable Fringe
     • Parking
     • Roth 401k
     • Roth 403b
     • Roth 457
     • Simple IRA
     • Transit
   • Taxes (Employer)
     • [Applicable State Tax(es)]
     • Employer Medicare Tax
     • Employer Social Security Tax
     • Federal Unemployment Tax

   • Contractor Earnings
     • [No Subtypes Applicable]
   • Contractor Reimbursements
     • [No Subtypes Applicable]
   • Contractor Payables
     • [No Subtypes Applicable]
3. Enter the default account number(s). Only numbers and letters can be entered. The account number field can be debit, credit, or debit and credit, depending on the type of transaction you are mapping. This mapping will be shown in the general ledger report once a user runs it for a given payroll. 
   
4. Set up a Segment, as needed. If you are unsure of how to use segments, refer to the following section. Changing to a different segment while setting up your mapping will remove any additional account numbers entered.

   1. Select an applicable segment. The current segment options available are: 

      • Job – The job associated with an employee’s earnings.
      • Location (Employee) – the primary location assigned to that employee.
      • Location (Work) – the location associated with an employee’s earnings.
      • Cost Code – the cost code associated with an employee’s earnings
      • Department (Job) – the department associated with an employee’s earnings.
      • Department (Employee) – the department that the employee is assigned to.

      

   2. Click Add Account Number.
      
   3. Specify the segment and the debit account that should be used for the selected segment. Enter a memo as needed. Click Save when finished.
      
   4. The segment mapping will be listed in the "Additional Account Numbers" section. Add additional account numbers as needed.
      
5. Enter an optional memo about the mapping for future reference. If you have set up a segment, the "Memo" field will not be available.
   
6. Click Add when finished.
7. The mapping will show on the main grid after it has been saved. 

How to Use Segments

Segments offer a way to add simple variables when a specific account number should be used instead of the default account number.

In the example below, an administrator has created a mapping to route all employee earnings to a default debit account of "1234".  Within this mapping, they would also like employee earnings with location "City Site 91335" and "City Site 91301" to be routed to different account numbers.  

With this configuration:

• Any employee with hourly or overtime earnings for location "City Site 91335" will have earnings associated with account number "1414" in the general ledger report. 
• Any employee with hourly or overtime earnings for location "City Site 91301" will have earnings associated with account number "2626" in the general ledger report. 
• Employees working at any other location will have hourly and overtime earnings routed to the default account number.

General Ledger Report

The General Ledger Mapping feature will include a report that allows admins to export account mapping information for payroll in a "Paid" status.

The report will show all transactions by payroll for a given time frame.  Each of these transactions will be shown with the proper mapping information set up in the administrative mapping section.

For example, if Patrick Allen paid $100 for his medical benefit contribution in a weekly payroll and this was mapped to account number 4545 in the admin section, the user will see the following record

The report will map all payroll transactions for any paid payroll in a given date range.