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
• 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. 

Expand for Navigation Steps to the General Ledger

Expand Setup and click General Ledger Mapping. 

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. You will be taken to a dedicated mapping menu to complete the mapping details.
2. Specify the Mapping Group.
   
   • Wages and Earnings
   • Deductions
   • Benefits
   • Contractor Earnings
3. Select the Type. The types listed will differ depending on the mapping group selected.
   
4. Subtype - The subtypes listed will differ depending on the type selected.
   
5. Enter the default account number.
   
   • Only numbers and letters can be entered.
   • This mapping will be shown in the general ledger report once a user runs it for a given payroll.  The account number field can be debit, credit, or debit and credit.  The field label depends on the type of transaction the admin is mapping. 
6. Select a segment, if available. Available segments will differ between types. If you are unsure of how to use segments, refer to the following section. For example, the following segments are available for Employee Earnings. After selecting the segment, complete any additional set up related to the segment.
   
7. Enter an optional memo about the mapping for future reference.
8. Click Add when finished.

Using Segments

Segments offer a way to break out a given mapping by a set of pre-defined dimensions. The current segments 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 – the department that the employee is assigned to.

In the example below, 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 from the construction operations department to be routed to a different account number than employee earnings from the compliance department.  In this case, the admin would choose to segment the mapping by the "Department", as shown below. Once the admin chooses "Department" for the segment, they are shown additional fields to add additional account numbers.

Now, with this set up any employee in the compliance department that has hourly or overtime earnings will have earnings associated with account number 8989 in the general ledger report.  Any employee from the construction operations department with hourly or overtime earnings will see these earnings routed to account number 1212.  All other departments will have hourly and overtime earnings routed to the default account number.