Populating wage transactions

You can create one or more records in the GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) file for affiliate employee gross wages (Record Type 1). Each wage record must include the employee. The transaction date populated in each record determines which labor distribution template is applied. For the most accurate application of labor distribution templates, create one wage record for each day worked, rather than one wage record for the entire pay period.

A check identification (Check ID) is required in wage records. If a check number is not available, populate a unique check ID in each record. You may want to keep a separate sequential counter to populate the check ID field in the interface file, or use the affiliate organization's invoice number on which the employee pay is billed plus a sequence counter. Because the check ID field is used to gather transaction information for subsequent cost transfers, it is important to be sure check IDs are not repeated in subsequent imports.

The company, accounting unit, and account in wage records should identify a salary expense account in the affiliate organization's General Ledger company. In cases where GM500 cannot distribute 100 percent of the wage record (for example, the template total was less than 100 percent, or a distribution line is not approved or has expired), this ensures the remaining portion of the wage transaction is charged to the affiliate organization and not the grant recipient.