3a._Verify_the_general_ledger_updates_for_the_calendar_year

3a. Verify the general ledger updates for the calendar year

Payroll Year-end Checklist

Make sure the transactions for each pay period have been updated to the general ledger. You can check with the general ledger clerk or you can use Journal Inquiry or the Journals Report in the General Ledger application to verify the payroll transactions have been updated. 

Do you have a general ledger clerk?

  • Yes, we have a general ledger clerk. If your organization has a person who manages the general ledger, check with that person to make sure (1) the payroll updates for the calendar year have posted to the general ledger, and (2) there are no duplicate entries recorded in the journals for payroll checks, transmittal checks, payroll benefits, and payroll compensation.

  • No, we don't have a general ledger clerk. If you don't have a general ledger clerk, you need to check the payroll updates and look for duplicate entries in the journals for payroll checks, transmittal checks, payroll benefits, and payroll compensation. 

 

You have two options to review journal entries...

 

Watch a video

 

 

How do I use Journal Inquiry to view journal entries?

If you want to review journal entries without printing a report, use Journal Inquiry to search for duplicate entries. Remember, you can use Journal Inquiry to view journal entries on the screen and you can print the journal entries that you're viewing in Journal Inquiry to paper.


What if a payroll transaction was updated more than once or deleted? The Checkout Report that you ran in Step 2b will not find this type of error. To find duplicate or missing transactions, you need to check the General Ledger application.


Do this...

1. Open Connect General Ledger > Journal Inquiry.

2. Use the Journal box to enter a payroll journal code.

In other words, PC, PB, CDP, CDPT, or enter the corresponding journal codes used by your site.

CDP, Payroll Checks
CDPT, Transmittal Checks*
PB, Payroll Benefits
PC, Payroll Compensation

*Only review the CDPT journal if you use transmittals. If you don’t use transmittals, you can skip reviewing the entries in the CDPT journal.

 

3. Click the Detail tab.

Detail tab


4. Verify that duplicate entries do not exist in the journal for any pay periods for the entire year being closed.

This should be straightforward. In most circumstances, any duplicates will be identified and fixed during bank reconciliation.

Amount column on the Journal Inquiry > Detail tab


5. Verify that the entries exist for each pay period.

6. Update missing entries and correct duplicate journal entries as needed.

7. Repeat steps 2 to 6 for each of the payroll journals that your site uses.

When there are no duplicate journal entries and all of the pay periods show the correct entries, you’re ready to print the Payroll History report. Go to Step 3b. Print Payroll History.

 

How do I print journals to paper?

If you prefer to review the journals on paper rather than on the screen, follow these steps to print the Journals report.

Do this...

1. Open Connect General Ledger > Reports > Journals.

2. Change the report dates to select the entire calendar year.

Report dates


3. Select the following journals.

  • CDP (Cash Disbursements - Payroll)

  • CDPT (Cash Disbursements - Payroll Transmittals)

  • PB (Payroll Benefits)

  • PC (Payroll Journal)

 

Journal codes


4. Click Preview (Ctrl+Q) to preview the report, or Print (Ctrl+P) to print the report.

5. Verify that entries exist for each pay period.

6. Check the report for duplicate journal entries for any pay periods for the entire year being closed.

This should be straightforward. Any duplicates should already have been caught during General Ledger Bank Reconciliation.


7. Update missing entries and correct duplicate journal entries as needed.

When there are no duplicate journal entries and all of the pay periods show the correct entries, you’re ready to print the Payroll History report. Go to Step 3b. Print Payroll History.

 

 

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