Get the most out of your GL settings
Initial setup:
Our support or implementations representatives will provide you with a blank spreadsheet which will be used by Greenshades to importing General Ledger (GL) accounts to your workspace. You fill in Account Number, Account Name, and Account Type values and after we import it, you'll see those accounts available in GL setup.
Once that information has been imported, you can begin mapping. In Greenshades Online, this is done by navigating to Settings > Payroll: General Ledger > Accounts setup.
Your first setup task will be to map is the Unmapped transactions account. This functions as your suspense account for transactions that do not fit into any of your GL mappings. For Payment account, use the dropdown to select the previously-imported suspense account and then Save.
Your next step is to designate your payment accounts. Select Add mapping and set the fields as required and then Save Mappings.
Split allocations
Greenshades allows for transactions to split the pro-rated costs for benefits and employer tax transactions; if your accounting practice is to split ledger transactions across multiple fields for cost accounting, choose the appropriate settings. The available fields are Department, Position, and Work Locations, with Custom Fields also supported for this split. Our system does not allow Custom Fields names to match any standard Greenshades field names.
You may also split employee liabilities (taxes, deductions, and garnishments) by setting Split employee liabilities to Yes.
Earnings, Benefits, Deductions, Garnishments, and Taxes
In these tabs you will map the ledger accounts based on your selections in the categories. To select or deselect categories you can click on Manage categories to add or remove columns from the list.
The Row number is significant for the General Ledger. The system will go in ascending order to find the correct account to use. A common error scenario would be if your first account is set to Any Code, Any Department, and a Suspense Account; this would cause all wages will go to the suspense account as that is the first account listed. To achieve the correct mapping, rows can be moved by clicking the menu (3 vertical dots) in the Actions column, and moving the priority up or down as needed.
Dimensions
Greenshades supports the use of Dimensions within the GL for businesses who use dimensional accounting.
Like the General Ledger accounts themselves, the initial setup for Dimensions requires an import of those entries by an implementations representative, who will first provide a blank spreadsheet for you to input the required dimension values.
Once your Dimensions have been imported to Greenshades Online, return to the Dimensions tab and select the arrow next to the dimension name. Start with Add rule and input the value, payroll field, and field values and then Save. Repeat this process for each dimension value.