To download the GL Report, you must first enable it. Kindy follow the below steps:
1. At HR Lounge, click on Payroll.
2. At the Payroll dashboard, click on GL Report.
3. Click on the Enable icon.
Enabling GL reports will allow you to download an accounting report to be used by your finance department. You will need to key in your list of accounts and map each payroll item to the right account.
4. Configure your accounts before you proceed with the mapping. Use the “List of Accounts” button on the top right of the page to do so.
i. To add an account, click on the "+Add an account" icon.
ii. Select the Type, and input the Account Number and Description.
Note: The Account Number is usually a code for the items setup. Best practice is to check this with your Finance team as they will be able to advise on these Account Numbers.
iii. Click on the "tick" icon to save the information.
5. Perform the General Configuration by choosing the Grouping from the dropdown menu, as well as the Salary Mapping.
Read below, for more information on the ENTRIES MAPPING :
The first thing to do is to choose :
1. Your Grouping :
a. Choose “Company” if you would like your payroll accounting entries to be grouped at the company level.
b. Choose “Office” if you would like them to be grouped at office level.
c. Choose "Department" if you would like the entries to be grouped at department level.
Most companies will use the “Company” setting. You can use the “Office” or "Department" settings if you have departments, branches or outlets that you would like to distinguish in your accounting.
2. Your Salary Mapping :
a. Choose “Basic Salary” if you would like to map your employees' basic salary first. This will allow you for instance, to separate expenses such as allowances into different accounts.
b. Choose “Net Salary” if you would like to map your employees' net salary first. Read the MAPPING EXAMPLE in the next paragraph, to better understand the impact.
After you have done these selections, you can perform your Entries Mapping. For each element in the list, you can choose the corresponding debit and credit account. It is entirely up to you, and should correspond to your accounting preferences.
WARNING : If you are using the “Basic Salary” mode, it is mandatory that you map all payroll items that you are using in your payroll other than basic salary and statutory contributions. This includes any allowance, bonus, deduction, unpaid leave etc. Use the “Add payroll item” button.
MAPPING EXAMPLE :
Many of our clients are using a mapping such as the one described below. The objective is to break down your expenses between the basic salary and the other items such as allowances paid to the employee. At the same time, you would like to group together your liabilities to the employee and the statutory bodies.
If you would like to use such a mapping, here is how it would work in BrioHR :
When you have finished your configuration, do not forget to save the information by clicking on the Save icon at the bottom right.
6. Once the configuration has been set up and saved, at the Payroll dashboard, click into the completed payroll month. Click on the Preview icon to download the GL Report excel file accordingly.
