Journal Entries Structure

Match journal entries using:   

1. Clearance accounts                

Select this to match journal entries based on clearance accounts, which are used to temporarily hold transactions before they are finalized. This is ideal if your accounting system relies on clearance accounts for reconciliation. 

2. Accrued salary differences        

Select this to match entries based on differences in accrued salaries, calculated at the employee level. This ensures accurate tracking of salary adjustments over time. 

3. Show the employee’s social security and the company’s contribution separately from the accrued salary.

Enable this to break out social security contributions and company contributions as separate line items, providing clarity in your financial records. 

Maximum number of employees per journal: 

-                  

Set a specific number (e.g., 50, 100) to limit how many employees are included in a single journal entry. Leave it blank to include all employees, which is useful for smaller organizations or when no limit is needed. This helps manage large datasets and ensures compatibility with your financial system’s import limits. 

Journal type:                  

1. Detailed                         

Creates a journal entry with individual line items for each transaction, offering a granular view of data (e.g., each employee’s salary separately). Ideal for detailed auditing. 

2. Summary                          

Generates a consolidated journal entry summarizing all transactions, simplifying the view for high-level reporting. 

Grouped by:                    

-                     

Use the dropdown to select a grouping criterion (e.g., branch, department, or cost center). This organizes journal entries based on the chosen category, making it easier to analyze data by specific segments. 

Generate a separate journal for each group: 

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Enable this to create individual journal entries for each group defined in the "Grouped by" field (e.g., one journal per branch). This is useful for organizations with multiple branches or departments requiring separate financial reporting. 

Generate a separate journal for each: 

1. Branch                         

Creates a distinct journal for each branch, ensuring branch-specific financial data is isolated. 

2. GL accounts level                

Generates separate journals based on general ledger (GL) account levels, useful for detailed account tracking. 

Prevent deletion of all sent transactions and expenses: 

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Activates a safeguard to prevent accidental deletion of transactions or expenses already sent to your financial system, ensuring data integrity. 

Prevent editing of all sent transactions and expenses: 

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Locks sent transactions and expenses to prevent modifications, maintaining consistency with records already posted elsewhere. 

Prevent resending successfully sent transactions: 

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Prevents duplicate submissions of transactions that have already been successfully sent, avoiding errors in your financial system. 

Deduct absence from worth basic salary: 

-                       

Automatically reduces the basic salary in journal entries based on employee absences, ensuring accurate payroll reflections. 

Auto-generate separate journals for: 

1. Off-cycle payments             

Automatically creates distinct journals for off-cycle payments (e.g., bonuses or adjustments outside regular payroll), keeping them separate for clarity. 

2. Off-cycle vacation in-advance salaries 

Generates separate journals for vacation salaries paid in advance, useful for tracking pre-paid leave benefits. 

Generate separate journals for: 

1. Company expenses                 

Creates individual journals for company-related expenses, separating them from employee-related entries. 

2. Company contributions            

Produces separate journals for company contributions (e.g., pension or insurance), ensuring clear financial categorization. 

Auto-calculate employees’ provisions with payroll: 

-                    

Enables automatic calculation of employee provisions (e.g., end-of-service benefits) alongside regular payroll, streamlining the process. 

How to generate provision journal entries: 

1. Include in payroll journal entries 

Combines provision entries with regular payroll journals, reducing the number of separate entries. 

2. Generate a separate journal for employees’ provision 

Creates a dedicated journal for all employee provisions, ideal for detailed tracking. 

3. Generate a separate journal for each provision type 

Produces individual journals for each type of provision (e.g., gratuity, severance), offering maximum granularity. 

4. Calculate provisions based on the cut-off date 

Bases provision calculations on a specific date, ensuring accuracy for the reporting period. 

5. Calculate provisions for outsourced employees 

Includes provisions for employees outsourced to other entities, if applicable. 

6. Exclude moved balances from monthly provisions 

Prevents double-counting by excluding balances already transferred from previous months. 

7. Auto-calculate termination month provisions with termination settlement 

Automatically computes provisions for the termination month, aligning with final settlements. 

Activate cost centers journal:  

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Turns on the ability to generate journals based on cost centers, which is essential for tracking expenses by department or project. 

How to generate cost center journal entries: 

1. Auto-generate cost center journal entries with payroll journal entries 

Automatically includes cost center data with payroll journals, simplifying allocation. 

2. Generate a separate journal for each cost center 

Creates a unique journal for each cost center, providing detailed cost tracking. 

3. Exclude the off-cycle payments from the journal 

Omits off-cycle payments from cost center journals, keeping them separate if needed. 

Journal type (Cost Centers):    

1. Detailed                         

Lists individual transactions for each cost center, ideal for in-depth analysis. 

2. Summary                          

Summarizes cost center data, suitable for high-level overviews. 

Cost Center Group Level:       

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Use the dropdown to select a grouping level (e.g., department or project) for cost center journals, enhancing organizational reporting. 

Activate Bank Transfer Journal: 

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Enables the creation of journals for bank transfers, useful for tracking salary disbursements or other payments. 

Journal type (Bank Transfer):   

1. Detailed                         

Provides a line-by-line breakdown of bank transfer transactions. 

2. Summary                          

Offers a consolidated view of bank transfer data. 

Bank Transfer Group Level:     

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Select a grouping level (e.g., branch or employee group) to organize bank transfer journals, improving data segmentation. 

Activate journal entries exporter: 

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Turns on the feature to export journal entries as Excel files, allowing you to download data for offline use or import into other systems. This is helpful for backup or manual reconciliation.