GL Costing

By Dylan Richardson

1,1,1 Employee Addition

• The system will automatically prompt you through the 6 mandatory screens:– Main– Pay– Function Line– Deduction– Storage Bank– Benefits

• Once you start 1,1,1 you must step through the entire process

• Never abort this process once you have started.

Employee ‘M’ Main Screen

Employee ‘P’ Pay Screen

Employee ‘F’ Function Line

Employee ‘D’ Deduction Master

Employee ‘B’ Storage Banks

Employee ‘S’ Benefits Screen

Is it all about the GL?

• In Finance they say it’s all about the GL

The Truth

• This is a common misconception.

The Reality

• It’s all about the Employee Function Line.

Employee Function Line

• Each Employee can have 7 function lines

Employee Function Line

Costing Percentage

• Each Function Line can have up to 10 Costing Sets

Function Line Costing 100% Dist.

Function Line Costing 100% Dist.

Function Line Costing 50% Dist.

Function Line Costing 50% Dist.

Function Line Costing 50% Dist.

Costing Distribution

• This Function line has 2 out of a possible 10 costing sets.

Cost Centre

• Leave this field blank when the costing distribution is to be defined as Employee Based

Employee Based Vs. Cost-Centre Based Costing

Employee Based– No cost centre is defined– Actual GL Accounts are detailed per pay code and

deduction code (benefits) and attached to the employee’s costing distribution.

– Costing Definition includes a Default Earnings GL as well as a Default Benefits GL.

– Wild carding is not applicable to the earnings GL accounts, although wild carding is available for Benefit GL accounts

• Employee Based costing is great for those exception employees that cannot be handled through a cost center.

Employee Based Vs. Cost-Centre Based Costing

Cost Centre Based– A cost center is attached which details GL

Costing for both earnings and benefits.– A Default Earnings GL and Default Benefit GL

may be defined on the employee as well– Expense GL accounts may also be defined to

each pay, deduction, and storage bank table code in the database. Wild carding is allowed on these GL’s.

Cost Centre

• Press <PF1>V to view the pay and deduction detail costing applicable to the cost centre code

Default Earnings GL

• Enter the GL # to which the costing distribution earnings is to be charged to.

• When Employee Based costing is used this will become the default earnings GL

Default Earnings GL

• When a cost centre was entered, press <FIND> to view or pull from the Default Earnings GL from the cost centre Database.

Default Benefits GL

• Enter the GL # to which the costing distribution benefits is to be charged to.

• When Employee Based costing is used this will become the default benefits GL

Default Benefits GL

• When a cost center was entered, press <FIND> to view or pull from the Default Benefits GL from the cost centre database

GL Costing Complete

4,2,2—Cost Centre Database

Employee Function Line

4,2,2—Cost Centre Database

1,1,4 Employee Inquiry

GL Distribution for Pay Period 200712

Employee Function Line

• Each Employee’s FL may have up to 10 Costing Distributions.

Function Line Costing Rules

Employee Based:1. Matching the Pay Code to the detailed Costing

Distribution

2. The expense GL from the Pay Code database

3. The Default Earnings GL on the employee’s costing distribution.

• Wild carding is only allowed on the expense GL defined on the pay code database for this situation. Wild carding is done against the Default Earnings GL for the costing distribution

Function Line Costing Rules

Cost Centre Based Costing:1. From the Default Earnings GL on the employee’s

costing distribution

2. Matching the Pay Code to the details of the Cost Centre

3. The Expense GL from the Pay Code database

4. From the Default Earnings GL on the cost centre.

Function Line Costing Rules

Cost Centre Based Costing:– When a cost centre based distribution contains a

Default Earnings GL, ALL earnings are costed to that GL account unless the costing is redirected through the use of wild carding.

Cost Centre Based Costing– When a Default Earnings GL exists on the employee’s

costing distribution then all wild carding is done against that Default Earnings GL

• When the Default Earnings GL on the employee’s costing distribution is left blank, wild carding would be done against the Default Earnings GL from the Cost Centre

A DEFAULT EARNINGS GL EXISTS ON THE EMPLOYEE'S COSTING DISTRIBUTION:

When a Default Earnings GL is defined on the employee's costing distribution, that GL overrides all other GL's unless wild carding is applied.

GL COSTING - FUN #01 DISTR #01 10007 - GRADE_ONE, FRANK-JACKSONS

PERCENTAGE 100.00% POSITION CODE COST CENTER 1000 FIRST ELEMENTARY SCHOOL DEFAULT EARNINGS GL 011000101200 OPER-FINAN-INSTR SUP DEFAULT BENEFITS GL PAY CODE GL ACCOUNT Accept Modify Details Convert Total Details 0 COST CENTER CHANGES EARNINGS Page 1 of 1 CODE 1000 NAME FIRST ELEMENTARY SCHOOLDEFAULT GL 011000101110 OPER-ELEM 1-K-7-KIND-TEACSALPATTERN GL PAY CODE GL ACCOUNT 45 EXTRA PAY 011000101150 OPER-ELEM 1-K-7-KI<END> Accept Insert Modify Copy Delete Phase HeaderTotal Details 1

Benefit Costing Rules

Employee Based:1. Matching the deduction code to the detailed

costing distribution

2. The expense GL from the deduction code database

3. The default benefits GL on the employee’s costing distribution

Benefit Costing Rules

Cost Centre Based:1. Matching the deduction code to the details in the

cost centre

2. The deduction code database expense GL

3. Employee’s costing distribution Default Benefit GL

4. Default Benefit GL from the deduction phase of the cost centre.

• All wild carding for benefits is done against the earnings GL Account