The Employee GL Accounts form allows you to view the list of default GL accounts to be used in transactions related to the employee. If needed, you can edit the accounts and, then, the newly defined accounts will be used for this particular employee.
Note. The default accounts that can be used for all employees become available in the system with the initialization data. You can view these accounts by clicking the Employee GL Accounts link on the top of the Employees list—this opens the Employee GL Accounts form. The default accounts are listed in the first table row for which in the Employee column there is no name. You can edit these accounts to be used for all employees or you can define other sets of default accounts for specific groups of employees or specific employees. Then, when posting a transaction associated with a particular employee, the program will use the default accounts as follows:
- From a specific set of accounts defined for this employee if there is such a set.
- From a specific set of accounts defined for a group where this employee is a member if there is such a set.
- From the default set of default accounts.
To a new employee, the default GL accounts are assigned automatically. If needed, you can select other GL accounts to be used as default accounts for this employee.
The Employee GL Accounts form
In the Human Resources field, you can select a liability GL account to be used for recording unpaid compensation amounts available to this employee. The corresponding expense accounts are associated with the accrual and deduction types.
In the Prepaid Business Expenses field, select an asset GL account to be used for recording advances to the employee for paying his or her business expenses.
In the Unpaid Business Expenses field, select a liability GL account to be used for recording unpaid employee expenses in cases the expense report amounts exceed the respective advance amounts.
In the Loan field, select an asset GL account to be used for registering loans provided to the employee.
In the Interest on Loan field, select an income GL account to be used for registering interest on loans provided to the employee.
In the End-of-Service Benefits Provisions field, select an asset GL account to be used for accruing the EoSB amounts available to this employee.
In the End-of-Service Benefits Expenses field, select an expense GL account to be used for recording the monthly expenses associated with end-of-service benefit available to the employee.
Click the Save and close button to save the changes to default accounts and close the form or Close to cancel the changes and close the form.