STEP 1 :

• 1A.Go to HRMS, click Settings

• 1B.Click Client Data Import

• 1C.Under the Payroll section – Click Accounting link by employee
• 1D.Click Download template

Note : The file is automatically saved to the Downloads folder

• 1E.Browse the Downloads folder to locate and open the template

• The below illustrations show the content of the sheets AccLinkByEmployee and Reference

STEP 2 :

• To proceed with the file update, follow the steps below :

• 2. Copy the required information from the Reference sheet and paste it into the corresponding columns in the AccLinkByEmployee sheet.

• 2A. Copy the Company code from the Company column in the Reference sheet and paste it into the Company, (CompanyId) column in the AccLinkByEmployee sheet.

• 2B. Copy the content of the columns Employee and Employee Name in the Reference sheet and paste it into the columns Employee, (employeeId) and Employee Name in the AccLinkByEmployee sheet.

• In the AccLinkByEmployee sheet proceed as follows :

• 2C.GL A/C NBR, (glAccNo) column, insert the General Ledger account number, depending on chart of accounts (Example : 421000 refers to all Salaries and 425000 for all overtimes)

• 2D.DR / CR, debitCreditType column, insert Debit or Credit for each payroll item (Example : Debit for Payments and Benefit in kind and Credit for Employer contributions and Deductions)

• 2E.AUXILIARY A/C NBR, auxAccNo column, insert any additional grouping by cost centers (Example : A cost center should be defined by category, post, division)

• 2F.ANALYTIC A/C, anaAccNo column, and ANALYTIC A/C NBR 2, anaAccNo2 column, insert any additional grouping (Example : By cost centers, by category, post, division)

• 2G.PARTICULARS, particulars column, represent the payment and deduction name. While choosing the PDCode, the system will automatically display the PDName. The text can be modified if needed.

• 2H.SPLIT %, splitPercentage column, indicates percentage cost allocation to the GLAccNo. Insert 1 to indicate a 100% percentage cost allocation to the GLAccNo.

For split cost allocations, insert the percentage as a decimal value. For example, for a 60% / 40% split:

• 1st record: 0.6 (60%)
• 2nd record: 0.4 (40%)

• 2I.Repeat steps 2A to 2H for all Employees and Payment and Deduction Codes required in the accounting link.

• 2J.Save the template
• Below is an extract of an accounting link excel template