Processing the non-Lawson Payroll Transaction Import

If your organization does not use the Lawson Payroll application or has affiliate employees, then you can import pay records into Lawson and run an interface program which creates labor distribution for eligible payroll records, relieves salary encumbrances, and creates and posts transactions to Lawson Financials.

This illustration identifies the key steps to process labor distribution and post transactions from a non-Lawson payroll system to Lawson Financials:

overview of processing transactions with non-Lawson Payroll

Processing non-Lawson payroll records

  1. Complete payroll processing in the non-Lawson payroll system.
  2. Export payroll transaction data from the non-Lawson payroll system.
  3. Prepare a comma-separated value (CSV) file containing pay records. The file fields must match the order and data type of the fields in the Non-Lawson Payroll Transaction Import (GMDISTREL (Unix/Windows) or DBGMGDI (IBMi)) file.

    • Map the data you exported from the non-Lawson payroll system to the GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) CSV file.

    • If you are processing pay records for employees of affiliate organizations, populate the pay records into a GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) CSV file.

    The GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) file layout is available in KB2218730 in Infor Customer Portal.

  4. If necessary, transfer the CSV file to the server where your environment resides.
  5. Use the Import command to load the transactions from the CSV file into the GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) file in the Lawson database. For instructions on using the Import command, see Lawson Administration: Server Setup and Maintenance.
  6. Access Non-Lawson Payroll Tran Import (GM500). Use these guidelines to specify the field values:
    Run Group

    Specify or select the run group for which you want to process imported payroll transactions.

    If the run group is being processed in another GM500 job, then you cannot add, change, or submit the current GM500 job.

    Update

    Select (A) All to run the transaction import in update mode. When you submit the job, GM500 validates data in the GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) file. If no problems exists GM500 processes labor distribution for eligible records, relieves salary encumbrance commitments for the employees and pay period in Project Accounting and General Ledger, updates effort information, creates Project Accounting and General Ledger transactions for the entire payroll, and clears records for the run group from the GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) file.

    Select (P) Partial to perform a partial update. When records for multiple HR companies exist in the run group, you can update records for the companies that pass data validation. Records for all companies in the run group are verified. You can add, change, or submit the job if records for at least one of the run group's HR companies are in balance and contain the same currency.

    • For HR companies where records are in balance and all other data validations are successfully passed, GM500 updates information and clears processed records from the GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) file.

    • For HR companies where records are not in balance, no updating occurs and the records remain in the GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) file. You can use Non-Lawson Payroll Tran Import (GM500) to correct, add, or delete records for the out of balance company. Note that HR company is the from company on any intercompany transactions, so it is the company used to evaluate whether transactions are in balance.

    Select (N) No Report Only to run the import in non-update mode. GM500 performs data validations and any problems appear on the error report. If no errors are found, GM500 processes labor distribution for eligible records but does not update information or remove records form the GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) file. The default setting is No Report Only.

    Report Option

    Select Error Report Only (1) to print an error listing only. The Update field must be set to No Report Only if you choose this option.

    Select Labor Distribution Report (2) to print the labor distribution report. If any problems occur during data validation, the error report will print in addition to the labor distribution report. The default is 2.

    Post Date

    Specify the date you want to use for posting transactions to Project Accounting (AC) and General Ledger (GL). This date determines the period to which transactions are posted.

    Sort

    Select Sequence Number (1) to sort the labor distribution report by the sequence number assigned in the GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) import file. The default is Sequence Number.

    Select Check ID (2) to sort the labor distribution report by check ID.

  7. If any data validation errors occur when you add, change, or submit the job, or messages appear on the GM500 error report, then you can use Non-Lawson Payroll Tran Import (GM50.1) to add, change, or delete records from the GMDISTREL (Unix/Windows) or DBGMGDI (IBMi) file.

    If data errors are extensive, then you can repair the import file and re-import it. If you chose Partial (P) in the Update field, then make sure the import file does not contain records that GM500 already successfully processed.

  8. After the GM500 job has completed successfully, post transactions to Project Accounting by running Activity Posting (AC190). Then post transactions and burdens generated during activity posting to General Ledger by running Journal Posting (GL190).
    Note: Click Run Group on GM50.1 to see the net amount and number of records for all records in a run group, or for all records for a specific Human Resources company within a run group. You can also use the link to delete all records in an existing run group.
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