PRACTMNT Payroll PR Account File Maintenance

PR Account File Maintenance

Application Overview

Of all the accounts in General Ledger, only some will be affected by Payroll. They are:

One or more cash accounts
One or more wage accounts
Deductions, withholding expense and liability accounts
Payroll tax expense accounts along with other types of earning accounts

The PR Account File stores the numbers of all the accounts that will be directly affected by Payroll. A description for each account is also stored. When an account number is entered from within the Payroll package, it is checked against this file. If the account number is not found, the entry is invalid, and the operator must enter a different number. If the account number is found, the description is displayed on the screen so he can see if this is the intended account. This greatly reduces the number of operator entry errors that occur on account numbers.

The account number format is variable and dependent on how many levels are defined in the Company Setup application. As previously discussed in Package Overview, the account number format can incorporate up to three integrated levels for each account. These include a main account number, profit center number, and department number. Each may include as many as eight alphanumeric characters. But the TOTAL number cannot exceed fifteen (15). For more complete information of how to set up your account number format see the Application Overview section of Company Setup.

The Import PR Accounts from G/L application will allow a range of accounts from the G/L Account File to be imported into the Payroll Account File. This selection appears only if the Elliott General Ledger package is installed.

Run Instructions

Select PR Account File from the pull down PR Maintenance window. The following screen will then be displayed:

PR Account File Maintenance Entry Screen

The following options are available:

Select the desired mode from the PR Account File menu bar
Enter the data requested on the screen

To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

Entry Field Descriptions

Name	Type and Description
1. Account No	An account number in the standard account number format. Enter the account number from G/L. In the change or delete modes, pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.
2. Description	30 alphanumeric characters. Enter a description of the account number, which will make it clear to the operator at a glance whether or not he has entered the correct number.

Name

Type and Description

1. Account No

An account number in the standard account number format.

Enter the account number from G/L.

In the change or delete modes, pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.

2. Description

30 alphanumeric characters.

Enter a description of the account number, which will make it clear to the operator at a glance whether or not he has entered the correct number.

List

Name	Type and Description
Starting Account No	An account number in the standard account number format. Enter the beginning of the range of accounts, which you wish to have listed. This field defaults to All. Pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.
Ending Account No	An account number in the standard account number format. Enter the end of the range of accounts, which you wish to have listed. This field defaults to the starting account number to facilitate listing a single account number.

Name

Type and Description

Starting Account No

An account number in the standard account number format.

Enter the beginning of the range of accounts, which you wish to have listed.

This field defaults to All.

Pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.

Ending Account No

An account number in the standard account number format.

Enter the end of the range of accounts, which you wish to have listed.

This field defaults to the starting account number to facilitate listing a single account number.

Import PR Accounts from G/L

Name	Type and Description
1. Starting Account No	An account number in the standard account number format. This question and the next one (ending account number) allow you to specify a range of account to be imported from the G/L Account File. If you press RETURN for the entry of the starting account number, the field will default to All accounts, and the entry of the ending account number will be skipped.
2. Ending Account No	An account number in the standard account number format. If you press RETURN for the entry of the ending account number, the field will default to the same value as entered for the starting account number.

Name

Type and Description

1. Starting Account No

An account number in the standard account number format.

This question and the next one (ending account number) allow you to specify a range of account to be imported from the G/L Account File.

If you press RETURN for the entry of the starting account number, the field will default to All accounts, and the entry of the ending account number will be skipped.

2. Ending Account No

An account number in the standard account number format.

If you press RETURN for the entry of the ending account number, the field will default to the same value as entered for the starting account number.

Date filled out ____________by___________ ADD CHANGE DELETE

PR VALID G/L ACCOUNT FILE MAINTENANCE LOAD SHEET