We're excited to announce the new Journal Entries Structure page, where you can set up how you would like your journal entries to be created. Including how to match your journal entries, how many employees you wish to include, and how you would like to group and generate them. Allowing you to set up the structures of your journal entries for any of your financial integrations.
How to Set Up Your Journal Entries Structure
User Menu → System Preferences → Integration Setup → Financial Integrations → Journal Entries Structure
On the Journal Entries Structure page, set up the structure of journal entries for your financial integrations. You also have the option to activate the Journal Entries Exporter, which will enable you to export your journal entries on all the related pages. Once you activate any financial integration and/or the Journal Entries Exporter, the generated journal entries will be based on the Journal Entries Structure you created.
To set up your Journal Entries Structure, follow these steps:
- On ZenHR, click your user icon in the upper right corner and go to System Preferences→ Integration Setup → Financial Integrations→ Journal Entries Structure.
- Select if you want to match your journal entries using Clearance accounts or Accrued salary differences.
- Add the Maximum number of employees per journal.
- Select if you want a Detailed or Summary journal type.
- If the selected journal type is Summary, select how you'd like to group your journal entries under Group by.
- Check the “Generate a separate journal for each group” box if you’d like a separate journal to be created for each group selected.
- Select if you want to auto-generate separate journals for Off-cycle payments and/or Off-cycle vacation in-advance salaries.
- Select if you want to generate separate journals for Company expenses and/or Company contributions.
- Activate the toggle if you want to Calculate employees’ provisions.
- If the toggle is activated, select How to generate provision journal entries.
- Check the “Activate journal entries exporter” box to activate the Journal Entries Exporter.
- Then click “Save”.
How to Activate The Journal Entries Exporter
User Menu → System Preferences → Integration Setup → Financial Integrations → Journal Entries Structure
On the Journal Entries Structure page, check the “Activate journal entries exporter” box on the bottom of the page to activate the Journal Entries Exporter.
Once it’s activated, the option to export your journal entries will appear on all related financial integration pages. You will be able to export payroll, off-cycle payments, and off-cycle vacation in-advance salaries journal entries.
Journal Entries Structure Descriptions:
Field Name | Options | Field Description |
Match journal entries using: | 1. Clearance Accounts | Clearance accounts will be added to match the credit and debit in the journal entries. |
2. Accrued salary differences | Salary records will be accrued to match the credit and debit in the journal entries. This will only be applied to payroll, off-cycle payments, & vacation in-advance journal entries, while other journal entries will use clearance accounts to match the debit with credit. | |
Maximum number of employees per journal: |
| Select the maximum number of employees to be included in each journal. |
Journal type: | 1. Detailed | A detailed journal type will consist of the amount of each transaction for each employee listed in the journal entries.
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2. Summary | A summary journal type will include the total amount of transactions grouped by branch, department, project, section, work location, or hierarchy group. | |
Grouped by: |
| If the selected journal type is summary, select how you'd like to group your journal entries. |
Generate a separate journal for each group: |
| If this box is checked, a separate journal will be created for each group selected. |
Auto-generate separate journals for: | 1. Off-cycle payments | If this box is checked, a new journal for off-cycle payments will be automatically generated when payroll journal entries are generated through the Manage Salaries page. Otherwise, the user can manually generate journals for off-cycle payments through the Manage Financial Transactions page. |
2. Off-cycle vacation in-advance salaries | If this box is checked, a new journal for off-cycle vacation in-advance salaries will be automatically generated when payroll journal entries are generated through the Manage Salaries page. Otherwise, the user will be able to manually generate journals for off-cycle vacation in-advance salaries through the Manage Vacation In-Advance Salary page.
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Generate separate journals for: | 1. Company expenses
| If this box is checked, all company expenses will be added to a new journal instead of being included in the payroll journal entries.
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2. Company contributions | If this box is checked, all company contributions, such as social security and health insurance, will be added to a new separate journal instead of being included in the payroll journal entries.
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Calculate employees’ provisions:
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| If this toggle is activated, the system will automatically calculate employees' provisions when salaries are calculated. The financial integration Status on the Manage Salaries page will be “Calculating provision”. When the provisions are successfully calculated, the status will be “ Not sent”. |
1. Include in payroll journal entries | If this option is selected, employees' provisions will be included in the payroll journal entries.
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2. Generate a separate journal for employees' provisions | If this option is selected, a separate journal for employees' provisions will be generated when payroll journal entries are generated through the “Manage Salaries” page. | |
3. Generate a separate journal for each provision type | If this option is selected, a separate journal for each provision transaction type will be generated when payroll journal entries are generated through the “Manage Salaries” page, such as air tickets, STBs, vacation compensation, and extra salaries.
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Activate journal entries exporter: |
| If this box is checked, you’ll enable journal entries to be exported as Excel sheets through the “Export Journal Entries” button on these pages:
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