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General Ledger Report

Overview

General Ledger (GL) reports can be generated for any specified date span. These reports are typically needed at the end of each month or quarter to make entries into your general ledger system.

GL reports can be printed or exported into various accounting software packages.

Generating Reports Without Gl Account Numbers

For printing purposes only, GL account numbers are not required. They are only required if the exported GL report file will be imported by accounting software.

Single Client Report

To create a general journal report for a single client:

  1. Go to Payroll Functions > Export Files > Export GL Journal Entries.
  2. Select the accounting period (pay date, month, quarter, or year)
  3. Click OK to create the report

Multiple Client Reports

To create general journal reports for multiple clients:

  1. Go to Client Functions > Miscellaneous > Export Files > Export GL Entries.
  2. Select the accounting period (month, quarter, or year)
  3. Click OK
  4. At the next screen, select the clients
  5. Proceed to create the report

Setting Up Export Format

If you intend to export general journal entries to specific accounting software, select that software from the list.

If your accounting software is not available on the list of supported packages, you may email a request to Paysoft Support with complete instructions and the import file format as specified by the software package. Your request will be reviewed, and you will be notified whether it can be implemented.

Setting Up GL Accounts

To access the setup GL accounts option from the main menu, click Client Functions > Miscellaneous > Export Files > Export General Journal Entries.

Before you can enter any GL accounts, you need the Chart of Accounts from your accounting software readily available.

You can work from a printout of the chart of accounts, or you can have your accounting software open and copy and paste the GL accounts into ProPay.

GL Code (GL Account Numbers)

The GL code may be either a number or any number/character combination. It is recommended to copy and paste the GL codes from your accounting software into ProPay to avoid typing errors.

GL Description

If the GL codes are numbers, the GL description helps identify the nature of the account. The GL description is optional.

Sub Account

If the GL code is part of a main account, select YES.

Main Account

If the GL code is part of a main account, enter the GL code of the main GL account.

Assigning GL Codes

Each ProPay income and deduction category that has dollar amounts must be tied to a specific GL code from the chart of accounts. If a specific pay type or deduction is not used, it may be left blank.

Exporting to QuickBooks

Before exporting general journal entries to QuickBooks, be sure you have backed up your .QBW file. Unfortunately, there is nothing in QuickBooks to prevent the user from importing duplicate entries. Also, there is no provision in QuickBooks to reverse any imported transactions.

File Details

The file created by ProPay has the .IIF file extension and is saved in the \PAYSOFT\PROPAY26\EXPORTS\ folder.

The file contains the payroll totals as seen in the GL report for the same period.

Importing into QuickBooks

To import this file from QuickBooks:

  1. Go to File > Utilities > Import > IIF Files
  2. Go to the export folder
  3. Select the .IIF file to import

Sub Accounts in QuickBooks

ProPay appends sub-accounts to main accounts during file creation by adding a colon (:) between the two.

Example: If "Payroll Taxes Due" is a sub-account of "Current Liabilities," the account code will be formatted as Current Liabilities:Payroll Taxes Due.

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