PrismHR Help — Accounting

Setting Cash Receipt Rules

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Setting Cash Receipt Rules

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Cash_Receipts_Rules_Misc.htm Path: PD/Accounting/Action/Cash_Receipts_Rules_Misc.htm

Setting Cash Receipt Rules

Use the Cash Receipt Rules form to enter the posting types for the cash receipts that your organization processes, along with the G/L account to use for each cash receipt posting type.

Note: Note: When you enter a debit invoice that is greater than the deposit amount, you must enter credit invoices first. Otherwise, the system generates an error.

[Image: Cash Receipt Rules form, with several items in the grid. Invoice/INVOICE in the first row. Reversal/15.0555 in the second. Write-Off/16.09812 in the third.]

To configure cash receipt rules:

Access the Cash Receipt Rules form (found in the Back Office menu under Accounts Receivable|Action).
For each of the G/L accounts:

Enter the Posting Description.
In Post to GL Account: enter INVOICE for the posting type used to process invoices.

Otherwise, enter the G/L account number for other types of cash receipts transactions.

Click Save.

Related Topic

Importing and Posting Cash Receipts

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Clearing the Positive Pay File Indicator

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Clear%20Positive%20Pay%20File%20Indicator.htm Path: PD/Accounting/Action/Clear Positive Pay File Indicator.htm

Clearing the Positive Pay File Indicator

This process clears the positive pay file ID indicator from all check register records. It is typically used during the testing of the Positive Pay functionality.

Note: Note: This form does not use Client Access Group Security.

To access the form, click Back Office > Operations|Action > Clear Positive Pay File Indicator.

To clear the Positive Pay file indicator

Click Clear Positive Pay Indicator. A progress window opens that shows the number of records processed and notifies you when the process is complete. The Close and Report buttons remain disabled while the report is being generated.
Click Close to close the window.
Click Report to display the Job Control Status Report window.
In the Job Control Status Report window, click the XLS link to download the report.

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Configuring AR Customer Details

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Customer_Details.htm Path: PD/Accounting/Action/Customer_Details.htm

Configuring AR Customer Details

Use Customer Details to maintain the customer address and contact information for collection purposes, view the current representation of aging for the customer, and edit the credit limit rules.

The form displays the information for the currently selected client.

To access this form, open the Back Office menu and select Customer Details under Accounts Receivable|Change.

[Image: Customer Details panel for an example client. Shows the client address and the A/R Terms Code set to “Net 10th Prox”]

To set up basic customer details:

Locate the Customer Details panel at the top of the form. The Customer number displays.
Edit the customer name and address as needed.
Enter the Customer Group used to prepare agings to which this customer belongs, if any.
Select the A/R Terms Code.

Contacts

Use the Contacts panel to maintain customer contacts.

[Image: Customer contacts panel showing one row labeled “MAIN NUMBER” along with an example phone number.]

For each contact at the customer:

Enter the Contact Name.
Enter the Phone number.
Enter the Extension, if any.
Enter the Email address.

Aging

The Aging panel displays your organization’s operations aging information for the customer.

[Image: Example of the Aging panel, showing different aging bucket descriptions in each row (read only column). The Aging Buckets column is empty.]

The Bucket Desc column shows the descriptions for each of the buckets.
The Aging Buckets column displays the amount in each bucket.

Credit Details

Use the Credit Details panel to maintain credit rules, if that applies to this customer.

[Image: Customer Credit Details panel showing the available fields. Max Credit is set to 45,000 and in the Limit Rules grid, there is a row for a “Flat Amount” also equal to 45,000.]

The panel displays the customer’s current Credit Limit, Balance Due, and Available Credit.
Enter the Max Credit, which is the maximum credit limit allowed. If you leave this field blank, there is no credit limit.
Select Client On Hold if this customer is on a credit hold. The option indicates a manual hold, not the automatic hold.
Set the limit rules:

Select each of the Limit Rules that determines what the credit limit should be and how far the client is allowed to go outside those limits, if at all.
Enter the Limit Amt that applies to the limit rule.

For each limit review:

Enter the Limit Review Date when you conducted the review of the credit limit.
Enter the Limit Review By name or user name.
Enter the Limit Review Description/Override.

If the customer is put on credit hold, enter OVERRIDE and then any additional comments.

Otherwise, enter any comments about the limit review.

Click Save.

Invoices

Users can click the Invoices button to view the client’s invoices. See Reviewing Invoice Information for details.

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Using the External Invoice Post Feature

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/External_Invoice_Post.htm Path: PD/Accounting/Action/External_Invoice_Post.htm

Using the External Invoice Post Feature

When users process a payroll batch, the system looks at the pay date and the employer ID and adds it to a file of transactions. All payrolls processed with the same pay date and employer ID are compiled into one entry in the Export Invoice Update form (part of the External Invoice Post feature). When you look at the data in the report, it is listed by client number and invoice date. The import file includes the details by account number.

The External Invoice Update form displays:

Select: Use these checkboxes to select individual line(s) to process
TranDate: Date of the payroll (transaction date)
Co No: Employer ID
Invoice Amt: Total invoice amount
Count: Invoice count for date and employer
Receipt Amt: Total receipt amount
Count: Receipt count for date and employer
Available Invoice Total: Totals of the Invoice Amt and Count columns
Available Receipt Total: Totals of the Receipt Amt and Count columns
Show Receipts: Use this checkbox to display ACH receipts for the following accounting types:
Great Plains / Dymamics (with or without Build Account #’s)
Quick Books (with or without Build Account #’s)
Peach Tree / Sage (with or without Build Account #’s)
Itacct (with or without Build Account #’s)

The following example illustrates the External Invoice Post form.

[Image: This is the External Invoice Post form]

To view the External Invoice Detail report for only one transaction date at a time, click the TranDate.
To view the External Invoice Detail report for one or more than one transaction dates, select them and click the Report button. The Report button will display only after at least one line item (TranDate) has been selected.

This report is not available in any menu. If you might need to refer to it again in the future, print or save a copy of the report.

[Image: The External Invoice Detail report]

To create the file that you will use to import the information into your financial accounting system:

Select each line that you want to process, or Select All to include all lines.
Click Process Batch.
Click Yes in the confirmation message to proceed with the process, otherwise click No to return to the Export Invoice Update form.
If you clicked Yes, the system builds the external journal posting file.
When the process completes, click Close. (The button enables when the process is complete.)

[Image: Process dialog for “Building External Invoice Posting File”]

Note: Note: All dates and times in PrismHR are Central Time.

When the process completes, click Close.
The action of saving the file varies depending on your browser preferences. Some typical examples are that the system will prompt you with a Save As dialog, or merely ask you to confirm that you want to save the ZIP file, or it might simply download the file to your default location.

Once you save the file, the processed transaction(s) no longer display in the Export Journal Update form.

When you navigate to the location where you saved the ZIP file. Inside it contains text files with the format INVmmddyyERID.xxx (where mmddyy is the month, day, and year, ERID is the employer ID, and xxx is the type of file created).
Import the file into your accounting software as directed by that product’s requirements.

Related Topics

Accounting System Integration

Examining External Journal Posts and External Cash Transfer Posts

Setting Global Accounting Parameters

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Examining External Journal Posts and External Cash Transfer Posts

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/External_Journal_Post.htm Path: PD/Accounting/Action/External_Journal_Post.htm

Examining External Journal Posts and External Cash Transfer Posts

When users process a payroll batch, the system looks at the pay date and the employer ID or cash transfers and adds it to a file of transactions. All payrolls processed with the same pay date and employer ID or cash transfers are compiled into one entry in the Export Journal Update panel and the Export Journal Update Cash Transfers panel (part of the External Journal Posting and External Cash Transfer Posting features, respectively). When you look at the data in the import file or report, however, it is broken down by the client and pay date or by cash transfer.

Note: You can capture Third-Party Check Reporting for Corporate clients using the External Journal Post (Corporate/Staffing) form.

The Export Journal Update panel displays:

Select: Use these checkboxes to select individual line(s) to process
TranDate: Date of the payroll (transaction date)
Co No: Employer ID
Debit Amt: Total debit amount
Count: Debit count for date and employer
Credit Amt: Total credit amount
Count: Credit count for date and employer
Debit Total: Totals of the Debit Amt and Count columns
Credit Total: Totals of the Credit Amt and Count columns

For external journal postings involving the pay date and the employer ID, access these from the External Journal Post form. (Click Back Office. Select External Journal Post from the Operations|Action menu.) The following panel displays:

[Image: Export Journal Update form, listing a number of transactions. The top two are selected.]

For external journal postings involving cash transfers, access these from the External Journal Post form. (Click Back Office. Select External Cash Transfer Post from the Operations|Action menu.) The following panel displays:

[Image: Export Journal Update grid for Cash Transfers, with several transactions selected.]

To view the Accounting Journal Detail Report for one transaction date, click the TranDate.
To view the Accounting Journal Detail Report for more than one transaction date, select them and click the Report button. The Report button will become visible only after you have selected at least one or more transaction dates.

[Image: Accounting Journal Detail report, showing Journal ID, Pay Date, Period, Account Number, Debit Amount, Credit Amount, and totals.]

To create the file that you will use to import the information into your financial accounting system:

Select each line that you want to process, or Select All to include all lines.
Click Process Batch.
Click Yes in the confirmation message to proceed with the process, otherwise click No to return to the Export Journal Update form.
If you clicked Yes, the system builds the external journal posting file.
When the process completes, click Close. (The button enables when the process is complete.)

[Image: Buliding External Journal Posting File process screen.]

Note: Note: All dates and times in PrismHR are Central Time.

When the process completes, click Close.
The action of saving the file varies depending on your browser preferences. Some typical examples are that the system will prompt you with a Save As dialog, or merely ask you to confirm that you want to save the ZIP file, or it might simply download the file to your default location.

Note: Once you save the file, the processed transaction(s) no longer display in the Export Journal Update form.

Navigate to the location where you saved the ZIP file. Inside it contains text files with the format JRNmmddyyERID.xxx (where mmddyy is the month, day, and year, ERID is the employer ID, and xxx is the type of file created).
Import the file into your accounting software as directed by that product’s requirements.

Related Topics

Accounting System Integration

Using the External Invoice Post Feature

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Downloading Great Plains Check or Customer Files

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Great-Plains-Customer-Export.htm Path: PD/Accounting/Action/Great-Plains-Customer-Export.htm

Downloading Great Plains Check or Customer Files

The Great Plains Check Export form and the Great Plains Customer Export form are combined on a single form called Great Plains Export.

To access this form:

Click Back Office.
From Operations|Action, click Great Plains Export.
Select a Download Type (Great Plains Check Export or Great Plains Customer Export.

Check Export

If you select Great Plains Check Export, the following options are added to the Great Plains Export form. Once these options are filled in, click Build to perform the export process. When the build process is complete, a hyperlink called Download Great Plains Check Export is available.

Field — Description

Starting Check Date — Required field. Starting date to include in the check export file.

Ending Check Date — Required field. Ending date to include in the check export file.

Checking Account — Checking account these checks are drawn on.

Include Voided Checks in Date Range? — Enabled by default; includes any voided checks in the specified date range.

Report every item, even if previously reported? — Disabled by default; reports items in the date range, even if they were previously reported.

Do you want to mark these items as reported? — Enabled by default; marks items in the export file as reported.

Customer Export

If you select Great Plains Customer Export, the Build option is enabled. When the build process is complete, a link called Download Great Plains Customer Export is available.

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Writing Off an Invoice

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Invoice_WriteOff.htm Path: PD/Accounting/Action/Invoice_WriteOff.htm

Writing Off an Invoice

You can use the Cash Receipts form to write off a customer invoice.

[Image: Cash Receipts form showing open batches at the top of the screen. The table includes deposit date, last worked date, batch owner, and total deposit.]

To write off an invoice on the cash receipts form:

Access the Cash Receipts form (found in the Back Office menu under Accounts Receivable|Action).
Use the form to edit a new or existing cash receipts batch:

To open an existing batch, click the Batch ID in the Cash Receipts panel.
To start a new cash receipts batch, click New deposit in the Receipt Entry panel.

[Image: Receipt Entry panel A deposit number is entered. Bank is set to “RECEIVABLE ACCT-CACHET” and the description says “Writing off an invoice”.]

The Deposit number populates automatically. You can edit it.
Select the Bank.
You can enter the Deposit Date, or allow the system to populate it automatically with the current date.
Enter a Deposit Description, if desired. For example, you can enter the reason for the write-off transaction or the actual date if it is different from the posting date. There are two lines that you can use.

[Image: Screenshot of the Deposit Details configured as an example of a write-off. The customer line deposit amount is set to 0.00, while the Additional Line Amount column is set to the negative of the value in the row above it.]

Enter the initial Deposit Detail information as shown:

Column	Description
Line Type	Select Customer.
Deposit Type	Select Write-Off.
Deposit Amount	Enter 0.00.
Deposit Reference	Enter the unique reference ID, which can include alphanumeric characters but not spaces.
Customer ID	Enter the customer ID here. The customer’s Outstanding Invoices display.
Customer Name	Defaults to the name associated with the Customer ID. You can change this if the name on the check is different.
Posting Type	Select the posting type for Invoices.
Invoice Number	Click an invoice number in the Outstanding Invoices list to add its information to the line. Otherwise, continue entering information. - You can select Invoices matching deposit amount to filter the Outstanding Invoices and show only the ones that match the deposit amount. - Click Reload outstanding invoices [Image: screenshot] in the Deposit Detail panel to see the remaining balance on the invoices included in this batch. [Image: Outstanding Invoices list filtered for ‘All Invoices’. The two invoices added to the cash posting have checkmarks next to their IDs.]

You can select Invoices matching deposit amount to filter the Outstanding Invoices and show only the ones that match the deposit amount.
Click Reload outstanding invoices [Image: screenshot] in the Deposit Detail panel to see the remaining balance on the invoices included in this batch.

Enter a second line in the Deposit Detail panel:

Set Line Type to Additional.
Select the Posting type for write-offs.
Enter the negative cash value in the Amount field that “cancels” the total invoice amount.

Go back to the first line and enter the positive cash value in the Amount field to write off the invoice.
Make sure the Deposit Remaining displays as 0.00.
If you are done entering details for this posting, click Post.

Otherwise, click Clear – the system saves your progress as an open batch at the top of the form.

Related Topics

Working with Cash Receipts and Balances

Setting Cash Receipt Rules

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Manual Check Reconciliation

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Manual_Check_Reconciliation.htm Path: PD/Accounting/Action/Manual_Check_Reconciliation.htm

Manual Check Reconciliation

Use the Manual Check Reconciliation feature to reconcile checks that cannot be reconciled by the automatic reconciliation feature.

To perform manual check reconciliation:

Open the Manual Check Reconciliation form, found in the Back Office menu under Operations|Action.
Enter the Checking Account ID. This is the number that represents an account in PrismHR and may not match the actual bank account number. The Bank Name and Account Number display.
Enter the Recon Date. The default is the current date.
Enter each Check Number that you want to reconcile. The Check Date, Paid To (payee), and Check Amount display.

You must enter a valid check number. You cannot enter the number of a check that has already been reconciled.

When you are ready, click Update.

The system sets the status of those checks to reconciled (R).

Related Topic

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Posting Auto Reconciliations

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Post_Auto_Reconciliations.htm Path: PD/Accounting/Action/Post_Auto_Reconciliations.htm

Posting Auto Reconciliations

Once you have loaded the reconciliation data file, reviewed the report, and addressed any issues, you can post the reconciliations to the system.

To post auto reconciliations:

Open the Post Auto Reconciliations form, found in the Back Office menu under Operations|Action.
Enter the Checking Account No. you previously entered for the previous steps of the process, Auto Check Reconciliation Load and Reconciliation Report for Auto Recon.
Enter the appropriate dates in the Beginning Date and Ending Date fields.

Note: Note: It is especially important to enter these dates before posting. If you post the bank reconciliation files without entering the Beginning Date and Ending Date, the process still completes, but the system will continue to list the checks as outstanding in the check register.

The Reconciliation Date defaults to the current date, but you can change it if appropriate.
Click Run. The system displays the Posting Check Reconciliation form, which details the processing steps.

[Image: Example check reconciliation processing steps, along with date and time stamps.]

When the posting is complete, click the Close button.

Related Topics

Reviewing Auto Reconciled Checks

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Reviewing Auto Reconciled Checks

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Reconciliation_Report_for_Auto_Recon.htm Path: PD/Accounting/Action/Reconciliation_Report_for_Auto_Recon.htm

Reviewing Auto Reconciled Checks

Use the Reconciliation Report for Auto Recon to review the reconciled checks in the reconciliation data file your organization is currently processing see Importing Auto Reconciliation Data.

To run the Reconciliation Report for Auto Recon:

Open the report parameters form (found in the Back Office menu under Operations|Report).
Enter the Checking Account No. you entered in Auto Check Reconciliation Load when you started the process.
Enter the appropriate dates in the Beginning Date and Ending Date fields.
Click Run. The Check Reconciliation Edit Report displays.

[Image: Example of report output displaying check number, clear date, amount cleared, and error descriptions. (For example: check amount on file is different, invalid check status, and check number not found in register).]

The report displays all the checks in the data file with pay dates that were in the specified date range. The report displays the reconciliation error. Some examples of discrepancies are:

A Check number that does not match an open check number in the system.
An Amount Cleared value that does not match the value in the system.

Notes About Common Issues

If the wrong file was loaded accidentally or if the file is loaded with the wrong format, the Check Reconciliation Edit Report will display garbage data, possibly including references to check numbers that do not exist. If that is the case, return to the Auto Check Reconciliation Load and begin again. Be sure to select the option to clear out the existing in the reconciliation file.
The automatic reconciliation process does not allow a check to be reconciled more than once. If you attempt to use a check number that has already been reconciled, the report displays the error Invalid Check Status: R.
If you know a check listed in the report with an error is actually correct and should be reconciled, use the manual reconciliation feature.

Checks that were included in the reconciliation data file that do not have errors will be reconciled when you post them.

Next Step

Posting Auto Reconciliations

Related Topics

Manual Check Reconciliation

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Regenerating Payroll Cost Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Regenerate-Payroll-Cost-Accounting.htm Path: PD/Accounting/Action/Regenerate-Payroll-Cost-Accounting.htm

Regenerating Payroll Cost Accounting

Use this form when the GL Chart of Accounts setup has changed and various earning, deduction, or tax codes need to be allocated to a new account number. Once this process is complete, you can run this process to change data on the vouchers and download a GL file with the correct COA information.

The process ID for Regenerate Payroll Cost Accounting (HRPY.WORK*REGENERATE.COST.ACCT) must be added to a Service Provider role before this form is available.

Note: Note: This form does not use Client Access Group Security.

To access this form:

Click Back Office.
From Operations|Action, click Regenerate Payroll Cost Accounting.
Enter the Employer ID.
Enter the starting and ending pay dates.
Click Run. The system asks if you want to regenerate cost accounting.
Click Yes to confirm the process. [Image: After clicking Yes to confirm the process, the Regenerate Payroll Cost Accounting window displays the processing steps]

When the process is complete, the system emails you a confirmation message.

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Clearing Outstanding Checks

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Stale_Check_Reconciliation.htm Path: PD/Accounting/Action/Stale_Check_Reconciliation.htm

Clearing Outstanding Checks

Use Stale Check Reconciliation form to clear outstanding checks.

To reconcile stale checks:

Open the Stale Check Reconciliation form, found in the Back Office menu under Operations|Action.
Enter the Checking Account ID. This is the number that represents an account in PrismHR and may not match the actual bank account number. The Account Number displays.
There are two ways to enter stale check numbers:

If you know the numbers, you can enter each of them in the Check Number column in the table.
You can also click the Import Stale Checks button to retrieve a list of all outstanding checks for the specified account and select the ones you want to reconcile.

After you click the button, the system retrieves a list of all uncleared checks. This can take a little while, depending on how many outstanding checks exist for the checking account.

[Image: Import Stale Checks form. An Ending Check Date has been entered and a number of checks display in the table.]

You can limit the checks in the list by entering a Beginning Check Date, an Ending Check Date, or both.

If you enter a Beginning Check Date, the system filters out any checks with a pay date before that date.
If you enter an Ending Check Date, the system filters our any checks with a pay date after that date.

Note: Note: There are different ways to enter dates. For example, if you want to enter a date that is 180 days in the past (about six months), enter -180 in the appropriate date field. See Entering Dates for more information.

After entering the date, press the Tab key. The list filters to match the criteria you entered.

Enable the Select checkbox for each check you want to include, or use the Select All checkbox to select all checks in the list.
Click Accept. The system returns you to the Stale Check Reconciliation Entry form and the selected checks populate the table.

Click Update on the Stale Check Reconciliation Entry form. The system marks the selected checks as reconciled with a stale date of the current day.
The system prompts you to choose whether to view a report of the checks marked as reconciled.

Click Yes to view the Stale Check Register by Check Number Report. The report displays the stale checks that you just reconciled. Use the Actions drop-down to print, share, or save the report.
Click No if you do not want to see the report. The system displays a reminder that stale checks are not account for in any way, and that you must do journals based on the reports to update your ledgers.

When you are finished, the form clears.

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Rebuilding Registers

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Tax-Register-Rebuild.htm Path: PD/Accounting/Action/Tax-Register-Rebuild.htm

Rebuilding Registers

Use the Register Rebuilds form to rebuild Form 941 Tax Registers, Company Tax Registers, or All Tax Registers for a Year. You can also Rebuild Tax Basis Transfer from Successor.

Note: Note: This form does not use Client Access Group Security.

Adding User Permission to Register Type Options

To display the Register Type options for users in the Register Rebuilds form, you must add the following forms to the user role(s) in the User Roles form:

941 Tax Registers: 941 Register Rebuild Security Control Form (HRPY.WORK*941.REBUILD.SECURITY.STUB)
Company Tax Registers: Company Register Rebuild Security Control Form (HRPY.WORK*COMPANY.REBUILD.SECURITY.STUB)
Rebuild All Tax Registers for a Year: Tax Register Rebuild Security Control Form (HRPY.WORK*TAX.REBUILD.SECURITY.STUB)
Rebuild Tax Basis Transfer from Successor: Transfer Tax Rebuild Security Control Form (HRPY.WORK*TRANSFER.REBUILD.SECURITY.STUB)

For example, this user role is set up to allow a user to rebuild company registers and tax basis transfers, but that user cannot rebuild 941 registers or all tax registers:

[Image: User Roles form showing “Full” and “Deny” access for various register rebuild forms.]

See the PrismHRSystem Administration Guide for more information about defining user roles.

Rebuilding 941 Tax Registers

The 941 tax registers are used to generate data contained on the 941 worksheet report and the 941 schedule R report. These reports show the tax liabilities for Federal Income Tax as well as the Employee/Employer portion of OASDI and Medicare. The 941 register rebuild process corrects data that is contained in this register.

To rebuild 941 registers:

Click Back Office. Under Operations|Action, select Register Rebuilds.
Select Tax - 941 Tax Registers from the Register Type drop-down.
Select a Year against which registers are rebuilt.
Select All if you want to rebuild the 941 Tax Registers for all employers OR
Select Select Employers if you want to rebuild the 941 Tax Registers for selected employers. Click the Employer ID hyperlink and add one or more employers.
Click Rebuild. The system cautions you about the implications of rebuilding registers.
Click Yes to proceed with the rebuild. A progress window displays.

Rebuilding Company Registers

Rebuilding company registers rebuilds all tax registers for the specified company. This includes Employee and Employer Tax Registers, Employee 401K Registers, Employee Voucher Registers, Employee Benefits Registers, Employee Workers Comp Registers, Employee Deferral Registers, and Employee Voucher Cross Reference Registers.

Note: Note: This form does not use Client Access Group Security.

To rebuild company registers:

Click Back Office. Under Operations|Action, select Register Rebuilds.
Select Tax - Company Tax Registers from the Register Type drop-down.
Select a Year against which registers are rebuilt.
Select a Client ID for Company Register Rebuilds.
Click Rebuild. The system cautions you about the implications of rebuilding registers.
Click Yes to proceed with the rebuild. A progress window displays.

Rebuild All Tax Registers for a Year

You can rebuild registers by selecting the type of register from a single form. The Notification process monitors each rebuild process to provide updates. It can take hours to rebuild tax registers. During this process, it is best practice to set the lockout feature to prevent payrolls from being initialized as this can cause incorrect voucher calculations.

This option rebuilds the company, employee, employer, 941, and client federal entity tax registers at one time for a particular year.

To rebuild all tax registers for a year:

Click Back Office. Under Operations|Action, select Register Rebuilds.
Select Tax - Rebuild All Tax Registers for a Year from the Register Type drop-down.
Select a tax Year.
Click Rebuild. The system warns that the data used for payroll and employee pay history will be cleared and asks whether you still want to proceed.
The following database files are involved in this process:

EMPLOYEE.TAX.REGISTER
EMPLOYER.TAX.REGISTER
CLIENT.TAX.REGISTER
EMPLOYER.941.REGISTER
CLIENT.SUM.TAX.REGISTER
TAX.LIABILITY.JOURNAL
EMPLOYEE.PAYROLL.REGISTER

Click Yes. The rebuild progress window appears and displays the rebuild process steps. You will receive an email notification when the rebuild process is finished.

Rebuilding the Tax Transfer Basis from Successor

This option rebuilds the tax registers that are created when importing the taxes from successor wages.

To rebuild the tax registers that are created when importing taxes from successor wages:

Click Back Office. Under Operations|Action, select Register Rebuilds.
Select Tax - Rebuild Tax Transfer Basis from Successor from the Register Type drop-down.
Select a tax Year.
If you want to clear the register before rebuilding, select Clear Register Prior to Rebuild.
Click Rebuild. The system warns that the data used for payroll and employee pay history will be cleared, and asks whether you still want to proceed.

Note: Note: This process only clears the Net Taxable to Another State or Successor and the Net Tax to Another State or Successor fields.

The following database files are involved in this process:

EMPLOYEE.TAX.REGISTER
EMPLOYER.TAX.REGISTER
CLIENT.TAX.REGISTER
CLIENT.FEDERAL.TAX.REGISTER

Click Yes. The rebuild progress window appears and displays the rebuild process steps. You will receive an email notification when the rebuild process is finished.

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Reversing Check Reconciliation

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Action/Unreconcile_a_Check.htm Path: PD/Accounting/Action/Unreconcile_a_Check.htm

Reversing Check Reconciliation

If a check was reconciled in error and you need to reset it, use the Unreconcile a Check feature.

Note: You can reverse reconciliation on a check that is in either the R - Reconciled or S - Stale Dated Check status code.

To reverse check reconciliation:

Open the Unreconcile a Check form, found in the Back Office menu under Operations|Action.
Enter the Checking Account ID. This is the number that represents an account in PrismHR and may not match the actual bank account number.
Enter the Check Number to unreconcile. The Status Code, Status Date, Check Amount, and Pay to Name (payee) display.
Verify that this is the correct check and then click Unreconcile Check.

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Automatically Reconciling Checks

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Concepts/Using_Auto_Reconciliation.htm Path: PD/Accounting/Concepts/Using_Auto_Reconciliation.htm

Automatically Reconciling Checks

Three different forms are involved in the automatic check reconciliation procedure. The overall procedure is as follows:

Receive the reconciliation data from the financial institution.
Use Auto Check Reconciliation Load to import the reconciliation data into a temporary file.
Run the Reconciliation Report for Auto Recon to review any checks that the system could not reconcile.
Run Post Auto Reconciliations to clear the reconciled checks from the temporary file.

[Image: screenshot]

You can use the automatic reconciliation feature if your organization’s financial institution provides an electronic file format supported by PrismHR. The currently supported formats are:

- Tab Delimited - Arch Format - Amcor - Bank of America - Alternate Bank of America - Bank of America - Bank of America BAI Format - Bank of America pos34 12-digit acct#	- Bank of The West - Chemical Bank - Chase Bank - First Union - Fleet/Baybank - Hancock Bank - KeyCorp Bank - Merrill Lynch	- M&T Bank - National Bank - ARP - Regions Bank - SunTrust Bank - SunTrust Alternate Format - Wells Fargo - Wells Fargo CSV - Wells Fargo Fixed Length

Tab Delimited
Arch Format
Amcor
Bank of America
Alternate Bank of America
Bank of America
Bank of America BAI Format
Bank of America pos34 12-digit acct#
Bank of The West
Chemical Bank
Chase Bank
First Union
Fleet/Baybank
Hancock Bank
KeyCorp Bank
Merrill Lynch
M&T Bank
National Bank
ARP
Regions Bank
SunTrust Bank
SunTrust Alternate Format
Wells Fargo
Wells Fargo CSV
Wells Fargo Fixed Length Related Topics

Reviewing Auto Reconciled Checks

Posting Auto Reconciliations

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System and General Ledger Setup

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/Acct_UG_Chapter_System_Setup.htm Path: PD/Accounting/Front_Matter/Acct_UG_Chapter_System_Setup.htm

System and General Ledger Setup

Your organization must set up accounting parameters and general ledger information at the system level.

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Troubleshooting ACH Issues

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/AR_UG_Appendix_Troubleshooting.htm Path: PD/Accounting/Front_Matter/AR_UG_Appendix_Troubleshooting.htm

Troubleshooting ACH Issues

These are procedures for uncommon situations:

ACH Lock Errors: Documents two possible error messages that can prevent a user from running an ACH process in PrismHR due to the processes being locked.
Clearing the Lock on ACH Processing Features: Describes how and when to clear the lock on ACH processing features.

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Accounts Receivable Code Files

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/AR_UG_Chapter_AR_Code_Files.htm Path: PD/Accounting/Front_Matter/AR_UG_Chapter_AR_Code_Files.htm

Accounts Receivable Code Files

These topics describe how to set up and manage your codes and aging buckets for accounts receivable.

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Working with Cash Receipts and Balances

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/AR_UG_Chapter_Cash_Receipts_Balances.htm Path: PD/Accounting/Front_Matter/AR_UG_Chapter_Cash_Receipts_Balances.htm

Working with Cash Receipts and Balances

At times, your organization will need to post non-automatic cash receipts.

You can use the Cash Receipts form to:

Enter corrections to prior automatic functions (for example, a bounced ACH)
Write off balances that cannot be collected
Distribute cash to a specific general ledger account (for example, you receive a rent check)

Note: Note: When you enter a debit invoice that is greater than the deposit amount, you must enter credit invoices first. Otherwise, the system generates an error.

Related Topics

System and General Ledger Setup

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Check Reconciliation

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/AR_UG_Chapter_Check_Recon.htm Path: PD/Accounting/Front_Matter/AR_UG_Chapter_Check_Recon.htm

Check Reconciliation

Users can reconcile or unreconcile checks in PrismHR.

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Customer-Level A/R Setup

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/AR_UG_Chapter_Customer_Setup.htm Path: PD/Accounting/Front_Matter/AR_UG_Chapter_Customer_Setup.htm

Customer-Level A/R Setup

Customer Details contains the address and contact information for collection purposes, a current representation of the aging for the customer, and the ability to edit the credit limit rules (with authorization).

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Accounting System Integration

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/AR_UG_Chapter_Integrate_Acct_Sys.htm Path: PD/Accounting/Front_Matter/AR_UG_Chapter_Integrate_Acct_Sys.htm

Accounting System Integration

Using the External Invoice Post and External Journal Post features, your organization can create the files that you will use to import data into your financial accounting system.

PrismHR uses two different steps when processing payroll, where it creates:

Payroll vouchers and external journal post entries
Billing vouchers and external invoice post entries

Note: Note: Your organization must set up Global Accounting in the System Parameters form to use these features. (See Setting Global Accounting Parameters.)

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Introduction

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/AR_UG_Chapter_Intro.htm Path: PD/Accounting/Front_Matter/AR_UG_Chapter_Intro.htm

Introduction

The accounting online help explains the functions and features related to accounting in PrismHR, which consists of the following:

Setup - The tasks and steps involved in defining and setting up codes, values, and definitions that are used for accounting. Authorized users set up these values and definitions at the global and company level, and might perform these tasks periodically when new values or definitions are required.
Administration - The tasks and steps involved in the day-to-day maintenance and administration of accounting tasks.

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Reports

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/AR_UG_Chapter_Reports.htm Path: PD/Accounting/Front_Matter/AR_UG_Chapter_Reports.htm

Reports

Use these reports in PrismHR to view accounting information.

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Intended Audience

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/AR_UG_Intended_Audience.htm Path: PD/Accounting/Front_Matter/AR_UG_Intended_Audience.htm

Intended Audience

Your organization should already have set up the initial defaults, files, and preferences required for system administration, as well as client information. You should also have general knowledge of accounting practices. Explaining industry-specific topics other than the use of this software product is outside the scope of this document.

Note: Note: Unless you have permission to access system-level features, you cannot set global accounts receivable information.

PrismHR strongly recommends that you follow the setup steps in the order they are presented in this guide. Be sure to complete the entire accounts receivable setup while no one is using PrismHR to initialize and post payrolls or other accounting processes, as this could cause unexpected results.

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Setting Up the Billing Code and G/L Account Associations

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/General_Ledger_Account_Associations.htm Path: PD/Accounting/Front_Matter/General_Ledger_Account_Associations.htm

Setting Up the Billing Code and G/L Account Associations

Use the G/L Setup form to set up the billing code and general ledger account associations.

To set up the billing codes/general ledger account associations:

Enter or select the GL Template for the general ledger distribution template. (This template was previously defined.)

Note: Note the following:

CLID wildcards do not work with the GL Template set to GL and the GL Type set to Miscellaneous.
Your organization might have different templates for PEOs and ASOs. You can assign different account numbers to each template.
An error message displays if you enter or select an obsoleteGL Template, and the system will not process a payroll when a client assigned with an obsolete G/L template tries to initiate payroll calculation or finalization.

From the GL Type drop-down, select Billing Code. The form lists each Billing Code and Description in the system.
Enter or import the G/L account number used for the billing code in the Account field.

Note: You can enter simple account segments or full account numbers with wildcards.

Click Save.

Repeat the procedure for each general ledger template you need to edit.

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PrismHR Accounting Setup

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Front_Matter/PHR_Acct_Setup.htm Path: PD/Accounting/Front_Matter/PHR_Acct_Setup.htm

PrismHR Accounting Setup

To understand how to assign G/L account numbers to codes in the system, it is important to know how PrismHR creates the actual accounting entries.

Related Topic

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ACH Build Errors

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Reference/ACH_Build_Errors_HRP.htm Path: PD/Accounting/Reference/ACH_Build_Errors_HRP.htm

ACH Build Errors

Users can rebuild the ACH file if needed. The following list provides example cases where an ACH rebuild is required.

A user was in the process of building the ACH file, but they were kicked out of the system before they could get the file.
The file includes incorrect data.
The file contains both debits and credits, but they need to be separated.
A user built the file before updating the client’s bank account number.
An employee’s bank account number changed but was not updated in the system, so the ACH file has the wrong account number.

Several features are available that allow users to save and rebuild the ACH file.

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Reconciling Debits and Credits for Client Accounts

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Reports/Accounting_GL_Detail_Download.htm Path: PD/Accounting/Reports/Accounting_GL_Detail_Download.htm

Reconciling Debits and Credits for Client Accounts

Use the Accounting G/L Detail Download form to run the Accounting G/L Detail Download Report. The report produces an internal CSV download file that allows service providers to reconcile all the debits and credits for their client accounts.

Note: Note: Security is enabled for clients and employees, so users can only view data for those clients and employees to which they have access.

Regenerating Invoice and Payroll Cost Accounting

If you made changes to the G/L Setup that affects Billing Codes, then you must run two system processes — Regenerate Invoice Accounting and Regenerate Payroll Cost Accounting — which update all the data in the Accounting G/L Detail Download Report.

If there are no changes, you can just run the download.

To update the G/L Setup after making changes to the Billing Codes:

In the Back Office menu, under Operations|Action, select Regenerate Invoice Accounting.
Run the Regenerate Invoice Accounting process.
In the Back Office menu, under Operations|Action, select Regenerate Payroll Cost Accounting.
Run the Regenerate Payroll Cost Accounting process.

Running the Accounting G/L Detail Download Report

To run the Accounting G/L Detail Download Report:

In the Reports menu, under Operations|Report, select Accounting G/L Detail Download.
Enter the Selection Parameters to determine what displays on the report by doing one of the following:

Enter the Payroll Number or click this field and select from the list that displays to run this report for a specific payroll.
Select Enter a Pay Date Range to enter a Start Date and an End Date to run this report for a date range.

Enter the Employer ID or Client ID or click the field and select from the list that displays, or leave both blank. The Employer Name or Client Name displays.
Enter the Report Filters to display on the report:

Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays. The report displays records for that Location.

Click Run.

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ACH Review Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Reports/ACH_Review_Report.htm Path: PD/Accounting/Reports/ACH_Review_Report.htm

ACH Review Report

The ACH Review Report allows you to review direct deposit details before posting.

To run the ACH Review report:

Enter the Processor ID of the ACH originator.
Select the File Type Limiter:

Both: This default option will include both debits and credits in the report.
Credit: The report will include only credit transactions.
Debit: The report will include only debit transactions.

Select Child Support Only to view only child support transactions (ACH class = CS) in the report.
Click Run.

The system builds the report.

When the file build process is complete, you can click View Report.

[Image: ACH Review Report example]

The report columns are:

File ID: The name of the file in which the transaction will be included.
Effective Date: Date of the transaction.
Type: Indicates whether the transaction is a debit (DB) or credit (CR).
Emp Com: Indicates whether the transaction was made to a company (C) or employee (E), if either.
Depositor Name: Name of the depositor.
Reference: Transaction reference, if any.
A/R Invoice: Accounts receivable invoice, if any
Check Save: Indicates whether the transaction was made to a checking (C) or savings (S) account.
Transit: The transit number for the depositor’s bank.
DFI Account: The depositor’s account number.
Debit Amount: Debit amount of the transaction.
Credit Amount: Credit amount of the transaction.
The report shows the subtotals by depositor, date, and file. It also displays the grant total.

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A/R Aging Reports and Statements

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Reports/AR_Aging_Reports_and_Statements.htm Path: PD/Accounting/Reports/AR_Aging_Reports_and_Statements.htm

A/R Aging Reports and Statements

This report displays aging based on client. Enter the Aging Date to show the amount and days past due. For example:

[Image: A/R Aging Reports and Statements form]

To display aging records:

Enter the Selection Parameters to determine what displays on the report:

Enter the Aging Date.
Select the Aging Type from Operations or Financial.
Enter the Select Client Accounts to display on the report:
Enter the Client Account. The client Name displays.
Enter the Select Cost Centers:
Enter the Cost Center. The cost Name displays.
Select Statement Format to display one client per page.
Select Current Balance Aging to display 30 days or less past due.

Note: Note: If you select the Current Balance Aging option, the Aging Date field must contain a date that is today or later. If you desire to run an As-Of Aging report, enter the As-Of date but do not select the Current Balance Aging option.

Select Total by Cost Center to display a total for each cost center.
Select Only show totals to only display grand totals.
Enter the Employer GL Number to limit the report information to only the number you enter in that field. Therefore, the report will not display any information if there is no match to the number you enter.

Note: This field does not display if you select the Statement Format or Total by Cost Center field.

Click Run. The report displays. For example:

[Image: screenshot]

The report columns are:

Client Group: The client’s group name.
Account: The client account number and name.
Client: The client number.
Invoice: The invoice number.
Date: The invoice date.
Opening Balance: The amount due on the invoice.
Current: The amount currently due.
Past Due: The amount past due.
8-14 Past Due and so on: The amount past due for 8-14 days and so on.

Note: The past due number is based on the entered Aging Date and Date of the invoice.

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A/R Transaction Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Reports/AR_Transaction_Report.htm Path: PD/Accounting/Reports/AR_Transaction_Report.htm

A/R Transaction Report

This report displays invoice details by client.

To run the A/R Transaction report:

Enter the Selection Parameters to determine what displays on the report:

Enter a Start Date and End Date to display transactions for that date range.
Enter the Select Client Accounts to display on the report:
Enter the Client Account. The client Name displays.

Click Run.

The report columns are:

Customer Group: The client’s group name.
AR Account No: The client account number and name.
Client: The client number.
Employer ID: The client number.
Invoice: The invoice number.
Invoice Date: The invoice date.
Invoice Total: The total dollar amount on that invoice.
Pay Dates: The pay dates for that invoice.
Pay Type: The type of pay for that invoice. For example, Cash, Check, or Wire Transfer.
Receipt Account: The account number.
Pay Ref: The reference number for that invoice.
Pay Amounts: the amount paid.
Net Transaction: The total after the Pay Amount has been subtracted from the Invoice Total.

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Cash Posting Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Reports/Cash_Posting_Report.htm Path: PD/Accounting/Reports/Cash_Posting_Report.htm

Cash Posting Report

This report displays the details of a cash posting deposit.

To run this report:

Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:

Enter or select the Bank to display only that bank’s cash postings.
Enter the Posting Batch Number to display only that batch number.
Enter the Deposit Date From and to displaying cash deposits made between the entered dates.
Enter the Posting Date From and to displaying cash posting between the entered dates.
Enter the Deposit Reference to display only that reference ID.
Enter the Deposit Description to display only that type of deposit.

Select the Format Options on how the report will display.

Select Sort by Cash Type to sort on Deposit Type.
Select Include Cost Centers to add the Cost Center and Employer columns to the report output.

Click Run. The output for the Cash Posting Report displays.

Report Output

[Image: screenshot]

The report columns that display are based on the criteria specified in the form:

Bank ID: PrismHR Bank ID.
Posting Batch #: The posting batch ID number.
Deposit Date: The date the deposit is made.
Name: The name of the client.
Deposit Type: The type of deposit made.
Deposit Reference: The deposit reference number.
Invoice: The number of the invoice.
Invoice Pay Amount: The amount paid on the invoice.
Misc G/L Account: The amount for this account.
Cost Center: The cost center name.
Employer: The PEO.

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Open Balance Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Reports/Open_Balance_Report.htm Path: PD/Accounting/Reports/Open_Balance_Report.htm

Open Balance Report

This report displays open accounts receivable balances.

To setup the report parameters, do the following:

Enter the Selection Parameters to determine what displays on the report:

Select Current Open Balance to show open balances to date.
Enter As Of Date to show open balance as of that date.

Click Run.

The report columns are:

Branch: The client branch number.
Invoice Date: The date of the invoice.
Invoice: The invoice number.
Client: The client number.
Client Name: The client name.
Amount: The amount of the open balance on the invoice.
Cost Center: The cost center assigned to the open balance.

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Check Register (Stale) by Check Number Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Reports/Stale_Check_Register_By_Check_Number.htm Path: PD/Accounting/Reports/Stale_Check_Register_By_Check_Number.htm

Check Register (Stale) by Check Number Report

Use the Check Register (Stale) by Check Number Report form to view a check register of stale checks sorted in ascending order by check number.

Note: Note: All of the fields are optional. If you run the report without specifying any criteria, you will see all stale checks for all clients and checking accounts.

Enter the information you want to use the filter the report results, if any:

Enter the client ID number in the Company Number field.
Enter a Beginning Check Date to include only checks with pay dates on or after that date in the report.
Enter an Ending Check Date to include only checks with pay dates on or before that date in the report.
Enter the Checking Account ID; this is the number that represents an account in PrismHR and may not match the actual bank account number. The name of the account displays.
Enter a Check No. to show only that check on the report.
Enter a Beginning Stale Check Date to include only checks with a stale date on or after that date.
Enter an Ending Stale Check Date to include only checks with a stale date on or before that date.

Note: Note: The stale date is the day when the check was reconciled as stale.

Click Run. The report output displays. For example:

[Image: Stale Check Register By Check Number Report example]

The report columns are:

Stale Date: The day when the check was reconciled as stale.
Stale Chk Entry By: The user name of the person who reconciled the stale check.
Check Number: The number of the check.
Check Date: The date on the check.
Paid To: The payee name on the check.
Check Amount: The amount the check was made out for.

Related Topic

Clearing Outstanding Checks

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Wage Billing by State Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Reports/Wage%20Billing%20By%20State%20Report.htm Path: PD/Accounting/Reports/Wage Billing By State Report.htm

Wage Billing by State Report

Use this Wage Billing By State Report form to generate a report to see how much has been billed to clients per state for selected bill codes for a specified pay date range. You can run this report for all or a specific employer or client.

Note: Note: Client Access Group Security is enabled on this form.

To access this form, click Reports. Under Operations|Report, click Wage Billing by State Report.

To generate the Wage Billing by State Report:

Complete the following fields:

Field Name — Description

Starting Date — Enter the first date of the pay date range for your report.

Ending Date — Enter the first date of the pay date range for your report.

Employer ID — This field is optional. Leave this field blank to include all employers for your report. If you want to run this report for a specific employer, enter the Employer ID here or click the Employer ID link and select it from the Select Employer dialog box.

Client ID — This field is optional. Leave this field blank to include all clients for your report. If you want to run this report for a specific client, enter the Client ID here or click the Client ID link and select it from the Select Client dialog box.

Bill Codes — Enter all the bill codes for which you want to run this report. > Note: Note: If you do not enter at least one bill code, this report does not generate and an error displays.

Click Run to generate the report on screen. Following is a sample Wage Billing by State Report.

[Image: screenshot]

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Benefit Plan Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Benefit_Plan_Accounting.htm Path: PD/Accounting/Setup/Benefit_Plan_Accounting.htm

Benefit Plan Accounting

If you have created global group benefit plans, you must create the association of each group benefit plan ID with a general ledger account.

To setup the group benefit plan code/general ledger account associations:

Enter the G/L Template for the general ledger distribution template. This template was defined previously.

Your organization would have different templates for PEOs and ASOs. You can assign different account numbers to each template.

From the G/L Type drop-down, select Benefit Plan. The form lists each Benefit Plan ID and Description in the system.

[Image: G/L Setup Maintenance for GL Type “Benefit Plans”, showing benefit plans, debit/credit accounts, and prepaid accounts.]

For each code that requires account information, enter the full Debit Account and Credit Account numbers of the associated general ledger accounts. You can enter a simple account segment or a full account number with wildcards.

The debit and credit accounts represent the premium amount to be paid to the plan provider. You can use a different G/L code for Debit and Expense if the benefit plan uses the One Month Prepay option (bill the client and deduct the amounts from the employees for the next month in the current month).

Click Save.

Repeat the procedure for each general ledger template you need to edit.

In the system, group benefit plans have accrual accounting attached to them. (Many other systems only track employee contributions to group benefits as they are deducted from employee checks.)

The system performs accrual accounting on a per-batch accounting basis, so that the costs associated with benefit plans are waiting in the liability accounts by the time the invoice arrives from the benefit provider. Using the per-batch method is especially useful for a company that performs complex cost accounting using cost centers. The costs are broken out at the source level, which means there is less chance for accounting errors—not to mention less work.

Examples

PEO/Client Provided and PEO Paid Benefit Plan

Client Provided and Paid Benefit Plan

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Client Provided and Paid Benefit Plan

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Benefit_Plan_Acct_Client_Provided_Paid.htm Path: PD/Accounting/Setup/Benefit_Plan_Acct_Client_Provided_Paid.htm

Client Provided and Paid Benefit Plan

In this case, the PEO has no cost associated with the plan and has all monies deducted from the employee, decreasing the invoice.

PrismHR users frequently handle these kinds of plans as simple voluntary deductions with a client rebate code attached (for example, see Table 68). This reduces the client invoice by the amount deducted from the employees.

There are some issues handling these benefits as simple deductions, though. Since the PEO does not administer the plan, the client has to notify the PEO how and when to update the amounts to be withheld from each employee’s check. However, if your client is unable or does not desire to keep up with the balances due, you might want to build an “Other” group benefit plan. Building the “Other” group benefit plan automatically activates PrismHR’s built-in arrearage system and allows you to keep track of contributions.

The accounting issue with benefit plans is making the Cost accounting side “go away.” With client sponsored/client paid benefits, the PEO has no liability or cost accounting requirements because the PEO is rebating all the money deducted from employee checks through invoice credits.

For this case, the PrismHR Customer Support Team recommends that PrismHR users create a liability account that is assigned the function of washing through zero value journals. In this case, the Benefit Plan would have both the debit and credit transactions assigned to this zero account.

Also, the premium cost sides of the plan should be set to zero (0.00) costs, as should the billing sides of the plan. You would do this by building a Benefit Plan in Benefit Plan maintenance that showed the premium costs for each plan level (single, single plus one, family, and so on) as zero. In the event some money ever ended up in the account accidentally, the fact that it would exist on the balance sheet would bring immediate attention to the problem.

Table 68 shows benefit plan accounting for a $150.00 plan:

Zero (Wash) Liability
$0.00	$0.00

Table 68 shows the cost side of the benefit plan hitting the books. This example assumes the plan is built with zero costs, as recommended above. Likewise, the deduction code used in either case (Voluntary Deduction with Rebate Code (see Voluntary Deduction Rebated to the Client) or Benefit Plan with Deduction (see PEO/Client Provided and PEO Paid Benefit Plan)) would be coded into the same wash account.

The Bill Code associated with the Deduction/Benefit Plan would also be coded against the same account so that monies withheld from employees would be washed against the credit issued on the invoice, the net effect of which would be none, as shown in Table 69. Table 70 shows the credit from the billing transaction.

Payroll Cash		Zero (Wash) Liability
$50.00				$50.00
Accounts Receivable		Zero (Wash) Liability
—	—	—	—	—
	$50.00		$50.00

The credit is the “sales” effect, sent to the Zero (Wash) Liability account. The desired effect is net zero. As you can see, once both are complete, the net effect in the Zero (Wash) Liability account is zero.

Parent Topic

Benefit Plan Accounting

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PEO/Client Provided and PEO Paid Benefit Plan

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Benefit_Plan_Acct_Provided_PEO_Paid.htm Path: PD/Accounting/Setup/Benefit_Plan_Acct_Provided_PEO_Paid.htm

PEO/Client Provided and PEO Paid Benefit Plan

In this case, the PEO (service provider) or client provides the benefit plan and the PEO pays the plan provider for the benefit. The PEO has an accrual to their liability account for the amount of the check to be paid to the benefit provider.

The system prompts for the debit and credit accounts for the benefit plan. It accrues the entire benefit payable while deciding which employees are eligible for the benefit—in other words, whether or not the employee makes a contribution against the benefit, the entire balance accrues. The system is capturing the total due to the plan provider.

With this in mind, the selection of the Premium Debit and Premium Credit accounts should ultimately charge the cost of sale account for the debit and the liability account for the credit.

The following table shows benefit plan accounting for a $150.00 plan:

Benefit Liability Accrued (or Accrued Payable)		Cost of Sales - Benefit Plan Expense
	$150.00		$150.00

The deduction code referenced on the benefit plan should be set up to credit the expense. Remember that anything the employee pays towards the benefit plan does not affect your liability; it simply decreases your cost.

The following image shows the Group Benefit Plans form in PrismHR. (Click Back Office. Select Group Benefit Plans under System|Change.) This figure highlights the Deduction Code.

[Image: screenshot]

Since the same amount deducted from the employee will also be credited back to the client, the sales account will also be reduced by the same amount. The P&L effect will not change. For example, if the employee contributes $50.00, the bill to the client will go down by $50.00, as will your cost for providing this benefit.

Table 63 shows the effect of the deduction code:

Payroll Cash Account		Cost of Sales - Benefit Plan Expense
$50.00				$50.00

Table 64 shows the effect of the deduction on the billing side:

Accounts Receivable		Sales - Benefit Plans
	$50.00		$50.00

Even if the benefit is 100% paid by the PEO, the amount paid by the employee serves to lower the PEO’s costs.

As an option, the system can update an expense account instead of a revenue account so that an employee deduction towards a benefit serves to negate the reduction of expenses; however, this method never completely ties your invoiced amounts into your revenues. The PEO has to include revenues that were accounted for within your General Journal costs to get the complete picture of revenues; in this case, no invoice register would contain complete revenue data.

Some clients wash all these elements through a clearing account if there is no mark-up on the plans.

Parent Topic

Benefit Plan Accounting

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Accounting for Checking Accounts

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Checking_Accounts_GL_Accounting.htm Path: PD/Accounting/Setup/Checking_Accounts_GL_Accounting.htm

Accounting for Checking Accounts

Use the G/L Setup Maintenance form enter the appropriate account number for each checking account in the system.

To set up the billing codes/general ledger account associations:

Enter or select the GL Template for the general ledger distribution template. (This template was previously defined.)

Note: Note the following:

CLID wildcards do not work with the GL Template set to GL and the GL Type set to Miscellaneous.
Your organization might have different templates for PEOs and ASOs. You can assign different account numbers to each template.
An error message displays if you enter or select an obsoleteGL Template, and the system will not process a payroll when a client assigned with an obsolete G/L template tries to initiate payroll calculation or finalization.

From the GL Type drop-down, select Billing Code. The form lists each Billing Code and Description in the system.
Enter or import the G/L account number used for the billing code in the Account field.

Note: You can enter simple account segments or full account numbers with wildcards.

Click Save.

Repeat the procedure for each general ledger template you need to edit.

Deduction Code Accounting

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Voluntary Deduction Not Rebated to the Client

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Dedn_Code_Acct_Vol_Dedn_Not_Rebated.htm Path: PD/Accounting/Setup/Dedn_Code_Acct_Vol_Dedn_Not_Rebated.htm

Voluntary Deduction Not Rebated to the Client

Before implementing this setup, your organization would decide whether your want to earn revenue off your employees.

If these deductions are considered revenue streams, then you would code the charges for items such as stop payment check fees and other service charges to credit a revenue account. Most service providers find this revenue stream to be so small or unimportant that they choose instead to show these transactions as either a reduction of expenses for office or bank service fees or other income below the line.

Whatever account your organization selects will be credited for any amount withheld from an employee’s check. Many organization prefer expense categories , making revenue a function of the invoice process. Table 76, for example, shows a credit for a garnishment pay period fee.

Payroll Cash		Office Expense
$50.00				$50.00

Do note that, if this type of transaction is coded to revenues, these revenues will not show on the invoice and may cause issues in reviewing invoice and billing reports for total revenues. To handle this, some service providers build special expense accounts to receive the money instead of lumping it into “office expense”; for example, “office expense reimbursed from garnishment or fees” as a contra-account to “office expense”.

Parent Topic

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Voluntary Deduction Rebated to the Client

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Dedn_Code_Acct_Vol_Dedn_Rebated.htm Path: PD/Accounting/Setup/Dedn_Code_Acct_Vol_Dedn_Rebated.htm

Voluntary Deduction Rebated to the Client

A deduction code for a voluntary deduction rebated to the client should contain a Rebate Bill Code.

[Image: Voluntary deduction code with its Rebate Bill Code field set to “DEDCR” (Deduction Credit).]

The accounting for the deduction places a credit into a liability account that is the same account as the Bill Code referenced. The bill code subsequently creates a debit on the invoice that creates a zero-effect transaction. A liability account is preferable since any extra balances are more obvious to inspection.

Table 73 shows the deduction code:

Payroll Cash		Zero (Wash) Liability
$50.00				$50.00

Table 74 shows the rebate transaction:

Accounts Receivable		Zero (Wash) Liability
	$50.00		$50.00

Parent Topic

Deduction Code Accounting

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Deduction Code Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Deduction_Code_Accounting.htm Path: PD/Accounting/Setup/Deduction_Code_Accounting.htm

Deduction Code Accounting

Once you have created your global deduction code files, go to the general ledger accounting interface files to create the interface for each deduction code file. Typical deductions are benefit plans, retirement plans, and standalone or voluntary deductions.

Deduction codes associated with benefit plans need to be coded to have the desired effect as coordinating accounting. This area requires your organization to do significant planning and review; see Benefit Plan Accounting.

If you have created global deduction codes, you must create the association of each deduction code with a general ledger account.

To set up the deduction code/general ledger account associations:

Enter the G/L Template for the general ledger distribution template. This template was defined previously.
From the G/L Type drop-down, select Deduction Codes. The form lists each Deduction Code and Description in the system.

[Image: G/L Setup Maintenance form showing GL Type “Deduction Codes”. The grid displays deduction codes along with credit account and debit/credit arrears.]

For each code that requires account information:

Enter the full Credit Account number (with wildcards, if needed) for the associated general ledger account.
If the deduction code will affect arrears, enter the Debit Arrears and/or Credit Arrears. This is typically a clearing event, since you probably do not want to book a “receivable” for arrearage.

You can enter simple account segments or full account numbers with wildcards.

Click Save.

Repeat the procedure for each general ledger template you need to edit.

Examples

Voluntary Deduction Rebated to the Client

Voluntary Deduction Not Rebated to the Client

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FSA Plan Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/FSA_Plan_Accounting.htm Path: PD/Accounting/Setup/FSA_Plan_Accounting.htm

FSA Plan Accounting

If you have created Flexible Spending Account (FSA) plans, you must create the association of each FSA plan ID with a general ledger account.

To set up the FSA plan code/general ledger account associations:

Enter the G/L Template for the general ledger distribution template. This template was previously defined.
From the G/L Type drop-down, select FSA Match. The form lists each FSA Plan and Description in the system.

[Image: screenshot]

For each FSA plan, enter information as necessary for your organization’s accounting:

Enter the Match Debit Account.
Enter the Match Credit Account.
Enter the Debit ACH Account, which is the account to debit for any FSA amounts deposited via direct deposit.

You can enter simple account segments or full account numbers with wildcards.

Click Save.

Repeat the procedure for each general ledger template you need to edit.

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G/L Account Numbers in PrismHR

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/GL_Account_Numbers_Setup.htm Path: PD/Accounting/Setup/GL_Account_Numbers_Setup.htm

G/L Account Numbers in PrismHR

You can establish G/L account numbers for each of the codes that exist in the system for pay, deductions, benefits, retirement, workers’ compensation, taxes, checking, billing, and other items.

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Using G/L Account Wildcards

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/GL_Account_Wildcards.htm Path: PD/Accounting/Setup/GL_Account_Wildcards.htm

Using G/L Account Wildcards

In the G/L Setup form, you can use the G/L account wildcards to divide your internal accounting into the correct segments.

Wildcard	Description
CLBROKER	Client Broker*
CLCC	Client Cost Center
CLGRPCD	Client Group Code*
CLID	Client ID*
CLNAISC	Client NAISC*
CLSALES	Client Sales Person*
CLSCC	Client Sub Cost Center
CLSTATE	Client State*
CLSVRT	Client Service Type*
CLWC	Client WC Policy*
EEDP	Employee Department
EEDP2	Employee Department Two
EEDV	Employee Division
EEDV2	Employee Division Two
EEDV3	Employee Division Three
EEJB	Employee Position
EEJB2	Employee Position Two
EEJB3	Employee Position Three
EELCC	Employee Location Code
EELC	Employee Location
EELC2	Employee Location Two
EELC3	Employee Location Three
EEPR	Employee Project
EESCC	Employee Sub Cost Center
EMCC	Employer Cost Center
EMID	Employer ID*
EMSCC	Employer Sub Cost Center
MSCL01 - MSCL99	Client Miscellaneous GL Codes 01-99
EEMDP01 - EEMDP99	Employee Department Miscellaneous GL Codes 01-99
EEMDV01 - EEMDV99	Employee Division Miscellaneous GL Codes 01-99
EEMJB01 - EEMJB99	Employee Position Miscellaneous GL Codes 01-99
EEMLPJ01 - EEMLPJ99	Employee Project Miscellaneous GL Codes 01-99
EEMLC01 - EEMLC99	Employee Worksite Location Miscellaneous GL Codes 01-99

Note: Note that the following information only applies to the wildcards indicated above with an asterisk (*) in its Description column:

External Journal Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Journal Post.
External Invoice Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Invoice Post.
External Third Party Checks Journal Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Third Party Checks Journal Post.
Regenerate Payroll Cost Accounting (located on Operations|Action menu): After adding or changing the wildcards within the G/L Setup, the system applies them during the regenerate cost accounting process.
Regenerate Invoice Accounting (located on Operations|Action menu): After adding or changing the wildcards within the G/L Setup, the system applies them during the regenerate invoice accounting process.

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G/L Chart of Account Maintenance

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/GL_Chart_Maintenance.htm Path: PD/Accounting/Setup/GL_Chart_Maintenance.htm

G/L Chart of Account Maintenance

Use G/L Chart of Account Maintenance to add, maintain, or delete accounts from your general ledger chart of accounts.

What you might need to do with this form depends on whether your system is set to build account numbers; see also Setting Global Accounting Parameters.

If the Accounting Interface Type in System Parameters includes “Build Account #s”, then the chart of accounts is in the auto-build mode. This means that if a G/L number is added into the system in one of the G/L code file setup menus, then at the time the payroll is initialized it will create that number within the chart of accounts. If it is not a valid account, use this form to delete it.
If “Build Account #s” is not indicated and the G/L number is not in the G/L chart of accounts, then the system will give the payroll processor an error during initialization telling the user that it has not been set up. You would then need to use the G/L Chart of Account Maintenance form to add the G/L number.

The G/L Chart of Account Maintenance form is found in the Back Office menu under System|Change.

To set up the G/L chart of accounts:

Enter the Account Number. This is the chart of account number that the system uses for validation of accounts that will be sent to your third-party accounting system.
If appropriate, enter the Account Description.

To create the account in your chart of accounts because it was missing, click Save.
To remove the account from the chart of accounts because it is not valid, click Delete.

Related Topic

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G/L Template Account Number Swap

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/GL_Template_Acct_Number_Swap.htm Path: PD/Accounting/Setup/GL_Template_Acct_Number_Swap.htm

G/L Template Account Number Swap

The G/L Template Account Number Swap is only for internal accounting. It is for organizations that use QuickBooks and would like to use the Account Description instead of the Account Number for the service provider’s general ledger.

[Image: Example of the G/L Template Account Number Swap form, showing Template ID field and on-screen instructions. See the form for details about these instructions.]

To run the G/L Template Account Number Swap utility:

Make sure that you have the file ready as described in the form.
Enter the G/L Template ID.
Click Run Update.
Click Yes in the confirmation message to proceed.

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G/L Template Copy

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/GL_Template_Copy.htm Path: PD/Accounting/Setup/GL_Template_Copy.htm

G/L Template Copy

Use the G/L Template Copy feature to copy the account codes from an existing template to another template that you have created. For information about setting up G/L templates, see Creating Multiple G/L Templates.

To copy G/L account codes from one template to another:

Locate the G/L Template Copy form in the Back Office menu under System|Change.
In the Copy From field, enter the ID of the existing template, which contains the account codes to use as the basis for the newer template.
In the To field, enter the ID of the newer template, which receives the copied account codes.

The Template Types table populates with the existing types.

If you do not need to copy a type, remove it from the list by clicking the x at the left-hand side of the row.

[Image: Example of the G/L Template Copy utility. This copy starts from the ‘ASO’ template ID and includes the following template types: Benefit Plans, Deduction Codes, Billing Codes, Pay Codes, Retirement Codes, Tax Codes, and W/C Codes.]

Click Save.
Click Yes to confirm that you want to copy the template information.

The system copies the files; this can take a moment.

When prompted, click the OK button.

The G/L Template Copy form clears.

Related Topic

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Creating Multiple G/L Templates

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/GL_Template_Maintenance.htm Path: PD/Accounting/Setup/GL_Template_Maintenance.htm

Creating Multiple G/L Templates

Use the G/L Template Maintenance form to create multiple templates for use in the system. These different templates allow you to assign different G/L account numbers to the same codes (benefit codes, pay codes, deduction codes, and so on). Your organization assigns G/L templates to the clients in the system.

To set up G/L templates:

Locate the G/L Template Maintenance form in the Back Office menu under System|Change.
In the Template ID field, enter the unique identifier for the template.
Enter a Description of the template as needed.
For this template, enter the value of the Natural Account Number Position in the G/L account definition format.
If you are using a multi-part G/L account number, select the account number Position Delimiter.
Select Obsolete to prevent the template from being used.

Note: Obsolete G/L template IDs display Y in the Obsolete column on the Select GL Template list when you select Template ID.

Click Save.

Related Topic

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Global Codes Setup for Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Global-Codes-Setup.htm Path: PD/Accounting/Setup/Global-Codes-Setup.htm

Global Codes Setup for Accounting

During payroll processing, the system checks the Global Codes Setup in System Parameters. Each code must be associated with a G/L account number in the appropriate G/L account set up screen. If not, payroll processors will encounter errors informing them that the G/L account number is not defined.

To set up the global codes:

Open System Parameters (found in the Back Office menu under System|Change).
Scroll down to the Global Codes Setup panel.

[Image: Global Codes Setup panel on the System Parameters form, showing global deduction codes assigned to over a dozen deduction types including 401(k), Tip Credit, FSA, HSSA, and Group Term Life.]

Enter the 401(k) Pre-Tax Deduction Code used for 401(k) elective contributions deducted before taxes.
Enter the 401(k) Loan Deduction Code used for 401(k) loan payments.
Enter the 401(k) Post-Tax Deduction Code used for 401(k) elective contributions deducted after taxes.
Enter the Garnishment Fee Deduction Code used for deducting garnishment fees. It must be set up as a voluntary type deduction code.
Enter the Automatic Loan Deduction Code used to automatically convert deductions entered on the Other Deductions form to employee loan deductions.
Enter the Employee Loan Deduction code used to automatically create employee loan deductions.
Enter the Tip Credit Make Up Pay Code used to pay tip credit make-up wages.
Enter the ACH To Deduction Code used when an ACH transaction is set up to create a payroll deduction rather than an ACH direct deposit transaction.
Enter the Group Term Life Fringe Pay Code used for life over 50K taxable fringe benefits.
Enter the Dependents GTL Fringe Pay Code used for group term life for employees’ dependents.
Enter the Auto Term Employee Status Code to use in employee records when employees are automatically terminated because a client was terminated.
Enter the Auto Term Reason Code to use in employee records when employees are automatically terminated because a client was terminated.
Enter the Transfer Term Reason Code to use when an employee is terminated after being transferred to a different client.
Enter the FSA Match Bill Code used for billing client contributions to employees’ flexible savings account.
Enter the HSA Match Bill Code used for billing client contributions to employees’ health savings account.
Enter the Refund Tax Pay Code to use when refunding a tax amount over-withheld from an employee.
Enter the Code Test Employer ID used to validate items (such as billing codes) that do not have a particular employer tied to them. This ID must exist in Employer Details.

The system validates accounts, sub-accounts, cost centers, and sub-cost centers against the accounting master file. Since this accounting validation requires employer information, PrismHR uses the employer in this field when no other is available.

Note: Note: Since the system performs the validation only for this client, other client flows might be incorrect. The PrismHR Customer Support Team strongly recommends that you test any new code you add for each employer that uses the code.

Click Save.

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Setting Global Accounting Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Global_Accounting_Parameters.htm Path: PD/Accounting/Setup/Global_Accounting_Parameters.htm

Setting Global Accounting Parameters

Before setting up your general ledger accounts, configure the accounting parameters that your organization plans to use throughout the system.

To set up the global accounting information:

Open System Parameters (found in the Back Office menu under System|Change).
Scroll down to the Global Accounting panel.

[Image: screenshot]

Select the Accounting Interface Type, which represents the type of accounting program you use with PrismHR.

No Accounting: No accounting interface.
Great Plains/Dynamics: Use Great Plains/Dynamics.
Great Plains/Dynamics - Build Account #s: Automatically create accounts for your Great Plains/Dynamics chart of accounts.
Intacct: Use Intacct.
Intacct - Build Account #s: Automatically create accounts for your Intacct chart of accounts.
Peach Tree/Sage: Use Peach Tree/Sage.
Peach Tree/Sage- Build Account #s: Automatically create accounts for your Peach Tree/Sage chart of accounts.
QuickBooks: Use QuickBooks.
QuickBooks - Build Account #s: Automatically create accounts for your QuickBooks chart of accounts.
Custom Layout: Create a custom layout.
Custom Layout - Build Account #s: Automatically create accounts for the chart of accounts for your custom accounting layout.

Note: Note: Automatically building the chart of accounts can be useful. If a G/L account is not in the Chart of Accounts, it does not stop payroll processing; it simply adds the G/L number to the chart. However, the system can also add “bad” G/L numbers, and not all accounting programs can handle these errors. You can remove account numbers that were added in error.

Enter the complete Export Path For Cash Receipts.
Enter the complete Export Path For Receivables data.
Enter the Export Path For Journals, which is the complete export path for general journal data.
Enter the Export Path For CustMast, which is the complete export path for customer data.
Enter the Export Path For CompanyAcctng, which is the complete export path for download files produced by client accounting.
Enter the Import Path For Chart, which is the complete import path for chart of accounts data.
Select Consolidate Cost Accounting to consolidate costs by date.
Select Use PrismHR Accounts Receivable if your organization is using PrismHR Accounts Receivable and you want it to be the primary accounts receivable. (If you select this option, the system will not track accounts receivable information in your accounting software.)
Select Suppress File Transfer Message to suppress the dialog that appears when accounting files are successfully transferred to your computer.
From the W/C General Ledger by State/Policy drop-down, select whether to set up workers’ compensation general ledger accounts by State or Policy. If you do not specify, the system assumes state.
Using the Require Prepay Benefit Account No.field, determine how PrismHR handles prepaid benefits:

Yes: Send liability amounts for prepaid benefit plans to another account. This forces the use of the prepaid account; appropriate fields display in the Group Benefit Plans form.
No: Use the same account for all benefit plans.
Setup: Allow setup transition.

For example, if a single plan has clients prepaying, you would put the current clients into the liability and prepaid clients into a prepaid account that you would manually “sweep” at the end of the month into the liability account for the next month.

Click Save.
Click Yes to confirm that you want to save the system parameters.

Related Topics

Maintaining System Parameters

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HSA Plan Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/HSA_Plan_Accounting.htm Path: PD/Accounting/Setup/HSA_Plan_Accounting.htm

HSA Plan Accounting

If you have created HSA (Health Savings Account) plans, you must create the association of each HSA plan ID with a general ledger account.

To set up the HSA plan code/general ledger account associations:

Enter the G/L Template for the general ledger distribution template. This template was previously defined.
From the G/L Type drop-down, select HSA Match. The form lists each HSA Plan and Description in the system.

[Image: G/L Setup Maintenance form, showing GL Type “HSA Match” along with HSA plans, match debit accounts, match credit accounts, and debit ACH accounts.]

For each HSA plan, enter information as necessary for your organization’s accounting:

Enter the Match Debit Account.
Enter the Match Credit Account.
Enter the Debit ACH Account, which is the account to debit for any HSA amounts deposited via direct deposit.

You can enter simple account segments or full account numbers with wildcards.

Click Save.

Repeat the procedure for each general ledger template you need to edit.

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Miscellaneous G/L Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Miscellaneous_GL_Accounting.htm Path: PD/Accounting/Setup/Miscellaneous_GL_Accounting.htm

Miscellaneous G/L Accounting

Use the GL Interface Setup form to enter the account numbers for each of the listed codes. If you do not want to use a G/L account number for any of the codes, you can leave the field blank.

To set up the miscellaneous codes/general ledger account associations:

Enter GL in the G/L Template field to open the default G/L template. (Miscellaneous codes only apply to this template.)
From the G/L Type drop-down, select Miscellaneous. The form lists each Billing Code and Description in the system.

[Image: G/L Setup Maintenance form with GL Type set to Miscellaneous. Miscellaneous items are listed in the grid, with one editable column called G/L Account.]

For the items that need it, enter the G/L Account. You can enter a simple account segment or a full account number with wildcards.
Click Save.

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Overview of G/L Account Number Usage

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Overview_GL_Account_Numbers.htm Path: PD/Accounting/Setup/Overview_GL_Account_Numbers.htm

Overview of G/L Account Number Usage

This section describes how G/L account number coding affects the accounting for your organization and how these numbers are used in the system’s payroll process.

Parent Topic

Overview of G/L Account Number Usage

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Benefit Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Overview_GL_Benefit_Plans.htm Path: PD/Accounting/Setup/Overview_GL_Benefit_Plans.htm

Benefit Plans

When a user sets up a benefit plan, there are four items that affect the accounting process. Each item has a G/L account number assigned to it, so your organization should ensure that they are coordinated together. The four items are:

Benefit Plan ID
Deduction Code
125 Deduction Code
Bill Code

[Image: Group Benefit Plans form with the following fields highlighted and assigned: Benefit Plan ID, Deduction Code, 125 Deduction Code, and Bill Code.]

To set up the G/L account codes for the benefit plan, ensure the accounting information is set up for the benefit plan and each of the codes referenced on the plan:

Payroll Processing Examples

The following is an example of what the system generates during payroll processing.

If the pay period amount for the total premium is $200, then the system creates entries:

Benefit Plan Debit

$200.00

Benefit Plan Credit
	$200.00

If in this example the premium was split equally between the employee and the employer, then the entries for the deduction from the employee would be:

Deduction Code Debit

$100.00

Cash Account Credit
	$100.00

The entries for the billing to the client would be:

Bill Code Credit
	$100.00

Accounts Receivable Debit

$100.00

If this was a plan paid by the PEO (either PEO- or client-sponsored), then the PEO would have a liability of $200, which is owed to the plan provider.

Depending on how your organization wants to set up accounting, the debits and credits will offset each other in different ways. Here are some options.

Liability, Cost, and Income

If you want to record the entries to show a liability, cost, and income, the accounting entry would be like those shown in Table 50.

Account	Debit	Credit
Payroll Cash (portion of net pay credit)	$100.00
A/R	$100.00
Liability		$200.00
Income		$100.00
Cost	$100.00

Liability Only

If you want to net all of the entries and not show cost or income but only the liability, then the accounting entry would be like those shown in Table 51.

Account	Debit	Credit
Payroll Cash (portion of net pay credit)	$100.00
A/R	$100.00
Liability		$200.00

Zero Liability

If you have a plan that is sponsored and paid by the client, your organization would have a liability of zero (Table 52).

Account	Debit	Credit
Payroll Cash (net pay paid from client’s account)	$0.00
A/R (nothing due from client because it is offset to zero)		$0.00
Liability (net amount between the liability and deduction code)		$0.00

Parent Topic

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Retirement Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Overview_GL_Retirement_Plans.htm Path: PD/Accounting/Setup/Overview_GL_Retirement_Plans.htm

Retirement Plans

Various retirement plan setup fields can affect the accounting process. Each accounting-related field has a G/L account number assigned to it, so your organization should ensure that they are coordinated. The items are the retirement Plan ID, deduction codes, and billing code.

[Image: Retirement Plans form with Plan ID highlighted]

[Image: Deduction/Bill Code Setup panel, with various codes assigned.]

To set up the G/L account codes for the retirement plan, ensure that the accounting information is set up for the retirement plan and each of the codes referenced on the plan:

Parent Topic

Overview of G/L Account Number Usage

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Payroll Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Payroll_Accounting.htm Path: PD/Accounting/Setup/Payroll_Accounting.htm

Payroll Accounting

If you have created global pay codes, you must associate each pay code with a general ledger account.

To set up the pay code/general ledger account associations:

Enter the G/L Template for the general ledger distribution template. This template was defined previously.

Your organization would have different templates for PEOs and ASOs. You can assign different account numbers to each template.

From the G/L Type drop-down, select Pay Codes. The form lists each Pay Code and Description in the system.

[Image: G/L Setup Maintenance form for GL Type “Pay Codes”, showing pay code list along with debit and premium debit account fields.]

For each code that requires account information, enter the full Debit Account or Premium Debit Account number of the associated general ledger account. You can enter a simple account segment or a full account number with wildcards.

You will enter a debit account for each pay code you use. The first and probably most frequently used will be some form of your Regular pay code.
The premium debit account is rarely used; it is for sending the premium portion of an overtime calculation to a separate account. Leave this column blank if you do not separate the amounts.

Click Save.

Repeat the procedure for each general ledger template you need to edit.

Examples

Regular Client Payroll

Internal Payroll

Overtime Pay

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Payroll Cost and Liabilities

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Payroll_Cost_and_Liabilities.htm Path: PD/Accounting/Setup/Payroll_Cost_and_Liabilities.htm

Payroll Cost and Liabilities

You must set up an association between the codes of several code types and various general ledger accounts for the cost/liability portion of payroll accounting.

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Internal Payroll

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Payroll_Cost_Liabilities_Internal_Payroll.htm Path: PD/Accounting/Setup/Payroll_Cost_Liabilities_Internal_Payroll.htm

Internal Payroll

This example covers accounting for pay to your own staff using the system.

Since the PEO internal payroll is run separate from client payroll, the PrismHR Customer Support Team recommends creating a separate account. PrismHR does not recommend creating a special pay code, such as REGINT (Regular Internal) or anything similar.

Cash 1010		MyPEO Wage Expense 7100
	$100.00		$100.00

Within the separate account, you would enter your organization’s Wage Expense account in the Debit Account field of the REG pay code. (This would likely be something in the 6000+ range of accounts.)

Parent Topic

Payroll Accounting

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Overtime Pay

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Payroll_Cost_Liabilities_Overtime_Pay.htm Path: PD/Accounting/Setup/Payroll_Cost_Liabilities_Overtime_Pay.htm

Overtime Pay

If the premium portion goes into a different general ledger account than the standard pay portion of the payroll, you can use the Premium Debit Account field of the GL Interface Codes for Pay Codes form, as well.

For example, Table 59 shows the cash amount as $150.00 with $100.00 going into the Debit account and $50.00 going into the Premium Debit account:

Cash 1010		Cost of Sales - Wages 5100
	$150.00		$100.00
			Cost of Sales - O/T Wages 5150
			$50.00

This categorization is rarely an issue with PEOs, however, therefore the overtime pay accounting would typically resemble the REG pay setup shown in Table 60.

Cash 1010		Cost of Sales - Wages 5100
	$150.00		$150.00

Parent Topic

Payroll Accounting

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Regular Client Payroll

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Payroll_Cost_Liabilities_Reg_Payroll.htm Path: PD/Accounting/Setup/Payroll_Cost_Liabilities_Reg_Payroll.htm

Regular Client Payroll

This example covers accounting for straight pay. Typically, you debit your Cost of Sales account and credit your Cash account.

The cash side of the transaction is implied through the Payroll checking account, so the only thing to enter is the debit side, Cost of Sales. This would be true for regular wages paid to client companies.

Cash 1010		Cost of Sales - Wages 5100
	$100.00		$100.00

Parent Topic

Payroll Accounting

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Retirement Plan Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Retirement_Plan_Accounting.htm Path: PD/Accounting/Setup/Retirement_Plan_Accounting.htm

Retirement Plan Accounting

If you have created global retirement plans, you must create the association of each retirement plan ID with a general ledger account.

To set up the retirement plan code/general ledger account associations:

Enter the G/L Template for the general ledger distribution template. This template was previously defined.
From the G/L Type drop-down, select Retirement Plans. The form lists each Retirement Plan and Description in the system.

[Image: screenshot]

For each code that requires account information:

— Enter the full Match Debit Account and/or Match Credit Account numbers, which are used for accounting for the clients’ match accounts.
— If your organization matches contribution amounts, enter the partial or full account number in the PEO Match Debit Account and/or the PEO Match Credit fields.

You can enter simple account segments or full account numbers with wildcards.

Click Save.

Repeat the procedure for each general ledger template you need to edit.

Retirement plans follow the same general rules as benefit plans. See Benefit Plan Accounting for accounting guidelines.

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Billing, Revenue, and Sales Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Revenue-Sales.htm Path: PD/Accounting/Setup/Revenue-Sales.htm

Billing, Revenue, and Sales Accounting

You must set up an association between billing codes and general ledger accounts for the billing, revenue, and sales portion of accounting.

To set up an association, do the following:

Enter the G/L Template for the general ledger distribution template. This template was previously defined.

Your organization would have different templates for PEOs and ASOs. You can assign different account numbers to each template.

From the G/L Type drop-down, select Billing Code. The form lists each Billing Code and Description in the system.

[Image: G/L Setup Maintenance form, with GL Type set to “Billing Code”. In the panel below, a list of bill codes displays with each corresponding account number.]

For each code that requires account information, enter the full Account number of the associated general ledger account. You can enter a simple account segment or a full account number with wildcards.

When payroll is processed for a client, the system generates the accounting based on the setup of the different plans, the client, and the employees. In the case of benefit plans, for example, generating the employee payroll voucher creates the entries for the benefits plans, retirement plans, workers’ compensation, miscellaneous deductions, and so on. Once the voucher process is complete, the system then generates the billing vouchers and those in turn generate income entries, accounts receivable entries, and the invoice to the client.

Click Save.

Repeat the procedure for each general ledger template you need to edit.

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Taxes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Taxes_GL_Codes.htm Path: PD/Accounting/Setup/Taxes_GL_Codes.htm

Taxes

If you have created global tax codes, you must create the association of each tax code with a general ledger account. Tax G/L accounts are entered into the system based on state code and tax ID.

To set up the tax code/general ledger account associations:

Enter the G/L Template for the general ledger distribution template. This template was previously defined.
From the G/L Type drop-down, select Tax.
In the State Code field, enter FG for federal government or the two-character state code (second example below). The system lists each Tax ID and Description in the first two columns. These taxes are either at the federal level (federal income tax), state level (state income tax, SUTA, and so on), or lower (county and local taxes).

For employer-paid taxes, you need both a credit (liability) account and debit (expense) account.

For employee-paid taxes, you need only a credit account because there is no expense to an employee-paid tax.

When a tax is computed, the system looks at the state record to find the G/L codes. If they are not found there, it looks at FG (federal government). Therefore, you should only enter general ledger numbers at the state level if they are different from the ones used for the federal government.

If you want to use only state-level accounting, then leave the FG record entirely blank. That way, the system will inform you if the state is missing codes rather than accepting the federal-level defaults.

[Image: screenshot]

For each code that requires account information, enter the full Debit Account and/or Credit Account numbers of the associated general ledger accounts. You can enter a simple account segment or a full account number with wildcards.

For a state, the FG? column indicates how the system uses G/L account numbers for each tax ID. (This column does not apply to FG.)

No FG: There is no number entered on the FG template.
UseFG: The state template uses the value from the FG template.
OvrFG: The template uses the number indicated in the Debit Account or Credit Account column.

Click Save.

Repeat the procedure for each general ledger template you need to edit.

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Workers’ Compensation Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Accounting/Setup/Workers_Comp_GL_Codes.htm Path: PD/Accounting/Setup/Workers_Comp_GL_Codes.htm

Workers’ Compensation Accounting

If you have set up workers’ compensation, you must create the association of each state code with a general ledger account. Depending on your system setup, this is either set for the state or the policy.

State-Based Accounts

To set up the workers’ compensation/general ledger account associations when your system bases workers’ compensation on the state:

Enter the G/L Template for the general ledger distribution template. This template was previously defined.
From the G/L Type drop-down, select Workers’ Comp (State Based). The form lists each State Code and Description in the system.

[Image: screenshot]

For each state that requires account information, enter the full Debit Account and/or Credit Account numbers of the associated general ledger accounts. You can enter a simple account segment or a full account number with wildcards.

You have two options for entering the G/L account numbers for state-based accounts. You can either enter the accounts for each state or you can use the State Code FG (federal government) and enter one G/L account number for all states. This means that each state uses the debit and credit accounts for FG. States not using their own accounts display UseFg in the FG? column.

If you want to use a different number for one or more states, you can enter the account numbers in the respective state code. The FG? column displays OvrFG.

Click Save.

Repeat the procedure for each general ledger template you need to edit.

Policy-Based Accounts

To set up the workers’ compensation/general ledger account associations when your system bases workers’ compensation on the policy:

Enter the G/L Template for the general ledger distribution template. This template was previously defined.
From the G/L Type drop-down, select Workers’ Comp (Policy Based). The form lists each Policy ID and Description in the system.

[Image: screenshot]

For each workers’ compensation policy that requires account information, enter the full Debit Account and/or Credit Account numbers of the associated general ledger accounts.
Click Save.

Repeat the procedure for each general ledger template you need to edit.