Managing Your Basic General Ledger Interface Tasks

1 General Ledger Interface Managing Your Basic General Ledger Interface Tasks Handout Manual Need support after training? To exchange tips and best practices with fellow users, get on The Bridge an online community built exclusively for ADP clients. V09251745171 ILN37 Copyright 2005 2017 ADP, LLC ADP Trademarks The ADP logo and ADP are registered trademarks of ADP, LLC. ADP Workforce Now is a registered trademark of ADP, LLC. The Bridge Sponsored by ADP & Bubble Talk Design is a registered trademark of ADP, LLC. ADP A more human is a service mark of ADP, LLC. Third-Party Trademarks Adobe and Reader are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Global Crossing and Ready-Access are registered trademarks of Global Crossing Holdings, Ltd. in the United States and other countries. Microsoft and Excel are registered trademarks of Microsoft Corporation in the United States and/or other countries. WebEx is a registered trademark or trademark of Cisco Systems, Inc.

2 And/or its affiliates in the and certain other countries. All other trademarks and service marks are the property of their respective owners. Copyright 2005 2017 ADP, LLC. ADP Proprietary and Confidential All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. ADP provides the publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice. Published by ADP Enterprise Learning September 2017 Managing YOUR Basic General Ledger Interface Tasks PREFACE Copyright 2005 2017 ADP, LLC iii V09251745171 ILN37 Contents Course Introduction Navigating WebEx.

3 1 Course Purpose .. 2 Course Agenda .. 2 .. 2 Materials Overview .. 2 Implementation Questions .. 2 The General Ledger Interface Process Overview .. 3 Description .. 3 The General Ledger Interface Process .. 3 The General Ledger Interface Setup Process .. 4 Explore: The General Ledger Interface Home Page .. 5 Creating and Downloading the G/L File Creating the G/L File Job Aid .. 6 Reviewing the G/L Report Job Aid .. 7 Downloading the Import-Ready G/L File Job Aid .. 8 Using Support Resources .. 9 Practice: Using General Ledger Interface Part 1 .. 10 Creating the G/L File and Viewing the Error Job Aid .. 11 Maintaining Your G/L Account Mapping a New Payroll Code Job Aid .. 12 Recreating the G/L File from the Last Payroll Run Job Aid .. 13 Practice: Using General Ledger Interface Part 2 .. 14 Deleting the G/L File Job Aid .. 15 Troubleshooting General Ledger Interface Using G/L Reports .. 16 Using Drill Down Reports Job Aid .. 17 Practice: Using General Ledger Interface Part 3.

4 18 Course Closing Course Objectives .. 19 Continuing Education Credits .. 19 Training Evaluation .. 20 Managing YOUR Basic GLI Tasks HANDOUT MANUAL Copyright 2005 2017 ADP, LLC 1 V09251745170 ILN37 Course Introduction Navigating WebEx Managing YOUR Basic GLI Tasks HANDOUT MANUAL Copyright 2005 2017 ADP, LLC 2 V09251745170 ILN37 Course Purpose This course prepares you to use the Basic features of General Ledger Interface . Course Agenda Create and download the G/L import file Maintain the G/L setup by updating fields and values Troubleshoot issues using G/L reports is an online community for payroll and HR professionals where you can ask questions, share knowledge, make connections, and learn from industry experts and peers about a broad range of human capital management topics. You can access to do the following and more: Learn how other professionals are getting more from their ADP solutions with time-saving resources and helpful features. Join community spaces or topics of interest, including tax, payroll, HR and benefits, and time and labor management.

5 Connect with other payroll practitioners, HR professionals, featured industry representatives, and ADP subject matter experts. Share your experiences. Check the Frequently Asked Questions or ask the community. Materials Overview Use the job aids in this handout manual when you are back at your job. Implementation Questions Use the following table to list any follow-up items you want to discuss with your implementation specialist (IS): Questions for my IS: Managing YOUR Basic GLI Tasks HANDOUT MANUAL Copyright 2005 2017 ADP, LLC 3 V09251745170 ILN37 The General Ledger Interface Process Overview General Ledger Interface (GLI) is an Internet product that resides on a safe and secure website. It converts ADP payroll data to a General Ledger (G/L) file for import into your accounting software. General Ledger Interface streamlines the process of creating payroll journal entries and updating your G/L file after each payroll run. After you prepare your workstation and complete the security registration process, you will complete ongoing maintenance Tasks based on changes to your payroll or accounting software.

6 The result is a G/L file ready for import into your accounting software to update your General Ledger . Description The following illustration provides an overview of the GLI process. Managing YOUR Basic GLI Tasks HANDOUT MANUAL Copyright 2005 2017 ADP, LLC 4 V09251745170 ILN37 The General Ledger Interface Setup Process Overview Your implementation specialist (IS) will complete specific General Ledger Interface setup Tasks . Description The setup process that your IS completes is as follows. Stage Description 1 Set up General Ledger Interface on ADP s mainframe. 2 Gather and analyze your accounting software specifications. 3 Set up the G/L file based on your accounting software specifications, as follows: Define the file specification. Define the account segmentation. Define employee groups. 4 Map payroll items to the Chart of Accounts. 5 Run the first payroll and load payroll information to GLI. 6 Test the G/L file setup by viewing setup reports and then running the Create G/L File option using live payroll data to verify the output.

7 After the setup process is complete, you create error-free G/L files based on your company's accounting period. On an ongoing basis, you will then use General Ledger Interface to do the following: Create additional G/L files as needed each accounting period. Download G/L files to your PC. Import G/L files into your accounting software. Make periodic changes to your GLI setup based on changes to your accounting software or payroll. Additional Resources For definitions of and more information about the terms used here, refer to online Help. Managing YOUR Basic GLI Tasks HANDOUT MANUAL Copyright 2005 2017 ADP, LLC 5 V09251745170 ILN37 Explore: The General Ledger Interface Home Page Elements and Descriptions Element Description Menu bar Select an item on the menu bar to display the activities that you can perform. Home Return to the Home page by selecting Home on the menu bar. Process Create a G/L file or access a list of previously processed G/L files.

8 Setup Access primary setup options. Reports Access various setup and output reports. Tools Access additional setup and maintenance options. Logout Close the GLI tab to exit. Important Information For security purposes, after 20 minutes of inactivity, GLI logs you out. Managing YOUR Basic GLI Tasks HANDOUT MANUAL Copyright 2005 2017 ADP, LLC 6 V09251745170 ILN37 Creating and Downloading the G/L File Creating the G/L File Job Aid Scenario ADP has completed its initial setup, your payroll has processed, and the resulting data has been loaded to GLI. You are now ready to generate the G/L file. You choose how often to create the file for example, every payroll, monthly, or at any other time. quickbooks online (QBO) clients will also see the QBO Export Status link under the Process menu. Instructions Step Action 1 Select Process and, under G/L File, select Create G/L File. 2 In the G/L File Name field, enter the name of the G/L file you will create.

9 Note: A best practice is to use the date of the payroll selected, for example, Oct01. 3 In the CoA Map list, select a map. 4 In the Accounting Date field, enter an appropriate date. Note: This date will vary based on your accounting software. 5 Select Search for Payrolls. 6 Select the search criteria and click Submit. 7 Select the payrolls that you want to include in your G/L file. 8 Click Create G/L File. 9 On the File Status page, review the status of your file. Note: If the file status is In Progress, click Refresh until it is Complete. Managing YOUR Basic GLI Tasks HANDOUT MANUAL Copyright 2005 2017 ADP, LLC 7 V09251745170 ILN37 Reviewing the G/L Report Job Aid Scenario After creating the G/L file, you review the accompanying G/L report to confirm that the file has no errors. You cannot download a G/L file with errors. Instructions Step Action 1 Select the G/L file, and then click the Action icon and select View G/L Report to confirm that it has no errors.

10 2 For easier reference, you can print the report or save it to Microsoft Excel: To print the report, click Print. To save the report as an Excel spreadsheet, click Save as Excel. Because Excel may reformat the report, you should not import it into your accounting software. To prevent reformatting, download the report directly or change the file extension to .txt. Important Information To correct errors in a G/L file, refer to the available support resources, and then follow the instructions in Recreating the G/L File from the Last Payroll Run Job Aid section. Managing YOUR Basic GLI Tasks HANDOUT MANUAL Copyright 2005 2017 ADP, LLC 8 V09251745170 ILN37 Downloading the Import-Ready G/L File Job Aid Scenario After you generate an error-free G/L file, you download it to your local or network drive for import into your accounting system. You can download the file immediately after creating it or at any other time. There will be an additional Export option for authorized quickbooks online (QBO) users on the File Status page.