Transfer to Accounting

Access this form using Activities>Payroll>Transfer to Accounting. It is only available with the Payroll module; it is not available for Payroll Link users.

Use this form to transfer payroll data to Accounting. Note that the entries created by this process are not posted; you must post them using Activities>Manage Sessions>Post Transactions.

Pre-transfer reports—which can be printed only before transferring the payroll data—show the entry that will be created in Accounting. Use the Pre-Transfer button to create the data necessary to print the report. Print the report using the Reports>Payroll>Processing>Pre-Transfer Register. When you print the report or transfer the data, you can do so in Detail or in Summary. A detail transfer creates a separate document for each check. When you transfer in summary, the system creates a single document for each payroll. When transferring in summary, the system ensures that the Payroll information in the accounting entries is confidential.

After completing this form, click the Transfer button to transfer the entries to Accounting. Reminder, if for some reason you need to undo the transfer (you need to transfer a payroll again), use the Activities>Payroll>Undo Transfer to Accounting form.

Depending on the amount of data being transferred, this process can be quite lengthy. To cancel during the transfer process, press the Esc key. The system stops the process and no data is transferred.

Note: Once you have transferred a payroll to Accounting, you can only identify that transfer by the Session ID entered here. Therefore, you may want to print a Pre-transfer report each time you create a session, in order to keep track of which payroll is in which session. If you do not print a Pre-transfer report, and you are not certain what a session contains, you can print the session (Reports>Transactions>Unposted General Ledger Transactions and Posted General Ledger Transactions).

 

Session Information

• Session ID: Enter a session ID for the transferred entries. Use the Drop-Down Lookup to view a list of previously transferred session IDs. Select the items to transfer by clicking on the appropriate check box. The table contains only payrolls for which you have printed, voided, or manually entered checks/vouchers. Furthermore, you can transfer only payrolls that have not yet been transferred. We recommend using all numeric session IDs. We also recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.
• Session Date: Enter the date for this transfer session.
• Description: Enter a description for this session. The default description is "Transferred from Payroll."

Transfer Type

• Detail, Summary: Select a transfer type of either Summary or Detail. A detail transfer creates a separate document for each check. While a summary transfer creates a single document for each payroll. Transferring in summary sacrifices the detailed information but effectively reduces the size of the transaction.
• Document: If Summary is selected, enter a unique document number or accept the number that the system assigned. When generating a Summary type Payroll Transfer, the system displays the next available number; you can also accomplish this by pressing the + key. (P/R System Generated System Check number options were set up by the Administrator using Organization>Organization Preferences>Document Number tab).

Transfer to Accounting: This table displays untransferred payrolls for which you have printed checks, voided checks, or manually entered checks. The table displays a processing group code, its Pay Date, Payroll Type (Regular, Void, Manual, or Supplemental), and Check Date.

You can also enter a Check Percent, Accrual Date, and Accrual Percent in this table. The check and accrual percentage must equal 100% when combined, and the accrual date must be prior to the check date. Accrual entries are only created if the Check % does not equal 100%.