Preparing and Posting Accounting Lines from Global Payroll to General Ledger

Steps for Creating and Sending Global Payroll Accounting Lines

These are the steps for creating accounting lines in Global Payroll and sending them to General Ledger:

1. Calculate and finalize payroll.

2. Run the GL Transaction Creation Application Engine process (GP_GL_PREP) with the Calculate option selected to generate the payroll accounting lines on the GP Accounting Line table (GP_ACC_LINE).

   Note: Do not run the process using the Finalize option. When you select a calendar group ID that integrates with EnterpriseOne, the page does not display the Finalize option.

3. View the Transactions w/o Account (transactions without account) page to check for amounts not associated with accounts and make corrections as necessary.

4. If corrections were made, rerun the GL Transaction Creation process with the Calculate option selected.

5. Run the Finalize Costs for GL Application Engine process (HI_GP_POST) to post the journal entries to General Ledger.

6. Check the status of the posting process in the Process Scheduler process monitor.

7. Check the status of the transaction on the View GL Transaction Status page.

8. If for any reason it is necessary to correct account data after it has been posted:

   1. Run the GL Reset Process Application Engine process (GP_GL_RESET).

   2. Make data corrections.

   3. Repeat steps two through five.

Posting Process Description

When you run the Finalize Costs for GL process, the system performs the following processing steps:

1. Determines the cost center:

   • Determines the controlling area and cost center according to the mapping table setup.

   • Writes the controlling area to chartfield 7 on the accounting line.

   • Writes the cost center to chartfield 8 on the accounting line.

2. Checks debit and credit balances if the balancing option is selected:

   If they do not match, creates a suspense entry if a suspense account is defined for the GL business unit or generates an error without posting accounting lines if the suspense account option is not selected or the account is not defined.

   If the foreign total amount nets to zero and domestic total amount does not, it assumes rounding differences due to currency conversion and forces the domestic amount to net to zero.

3. Creates a separate posting for each GL business unit.

   Each posting is divided into segments according to the chunking limit that is configured on the Target Products page. The segmentation requires definition of the clearing accounts for the GL business unit. If no chunking limit is set for the target product, the program does not segment the postings; in this case it does not check for clearing accounts. Each segment is sent with the GP_POST_GL XML message.

Reset Process Description

If the transactions sent to General Ledger are later found to have errors, you might have to run the GL Reset process and repost the transactions.

The GL Reset process:

• Deletes all rows on the Global Payroll Accounting Line Staging table (PS_GP_ACC_LINE_STG), which is invoked during the Finalize Costs for GL process and is the source record for the posting process.

• Resets the GL Finalized indicator fields to not finalized on both the Completed GL Stream table (PS_GP_GL_PREP_STRM) and the Calendar Run Definition table (PS_GP_CAL_RUN).

  You must run the GL Reset process before rerunning the GL Transaction Creation process and reposting for the calendar group ID.

Checking the Process Status and Message Log

Even if the process runs successfully, there might be functional problems with validation, balancing, or chunking. To determine whether there are problems:

1. Access Process Monitor.

2. Enter criteria to filter the data displayed and click Refresh.

3. Verify that the HI_GP_POST Application Engine process status is Success.

4. Click Details for the process instance.

5. Click Message Log.

   • Check for messages about errors.

   • If needed, identify the calendar group ID processed in the process instance.

Resolving Process Service Operations Monitor Log Errors for the Posting Process

View Process Instance

Use the fields in this group box to select the process instances to view. The page automatically displays the process instances from the last day.

Process Instance Tab

The fields on this tab display the same information as the Process Monitor.

Transaction Status Tab

Select the Transaction Status tab.

This example illustrates the fields and controls on the View GL Transaction Status page: Transaction Status tab.

Transaction Details Tab

Select the Transaction Details tab.

This example illustrates the fields and controls on the View GL Transaction Status page: Transaction Details tab.

Each posting that exceeds the maximum number of accounting lines, as specified for the target product, is separated into multiple segments. Each segment is sent as an individual message by the Integration Broker. Use this page to view the status and information related to the individual segments.

Return Code Errors

If the return code on the View GL Transaction Status page is Account Number Mismatch or Inserting Error and no accounting lines were inserted into the Z1 staging table, follow this procedure:

1. The finance office administrator locates and sends to the payroll office administrator the Enterprise process instance ID from the Transaction Number field on the Work With Store & Forward Journal Entries page.

2. The payroll office administrator accesses the View GL Transaction Status page and searches for the affected process instance using the fields in the View Process Instance group box.

   Once the payroll office administrator locates the affected process instance, he or she should:

   1. Click the Transaction Details tab.

   2. Click Process Parameters.

   3. Note the affected calendar group ID from the View Process Parameters page.

3. The payroll office administrator resets and reruns the general ledger processing for the calendar group ID.