Editing General Ledger entries created by an adjustment

You can add, change, partially, or completely delete Payroll general ledger entries if you add an adjustment before closing the adjustment through Payroll Close (PR197). This procedure describes how to edit General Ledger entries created by an adjustment.

For example, if you are creating an adjustment for a payment paid out of Accounts Payable, then you should delete some General Ledger entries from the adjustment that you created. Entries are deleted when the General Ledger is updated by the Accounts Payable entry.

Access Adjustment Distributions (PR82.2).
Select the Company and Employee in the appropriate fields.
Select the adjustment to edit the distributions.
Select the Inquire form action to display the adjustment distribution entries.
Edit the adjustment. Use these guidelines to specify the field values:

FC

Select the action that you want to perform on this line.

To add distribution information to an existing adjustment, inquire on the adjustment then select form action Change and line action Add and enter the distribution information.

Exp Co

For distributions created by Adjustment (PR82.1), the company to which the adjustment is posted displays but can be changed.

When adding distribution information for an existing adjustment, select the company to which the adjustment is to post.

Accounting Unit

For distributions created by Adjustment (PR82.1), the accounting unit to which the adjustment is posted displays but can be changed.

When adding distribution information for an existing adjustment, select the accounting unit to which the adjustment is to post.

Acct

For adjustments created by Adjustment (PR82.1), the account to which the adjustment is posted displays but can be changed.

When adding distribution information to an existing adjustment, select the account number to which the adjustment is to post.

Sub Acct

For distributions created by Adjustment (PR82.1), the distribution subaccount number to which the adjustment is posted displays but can be changed.

When adding distribution information for an existing subaccount number, select the subaccount number to which the adjustment is to post.

Amount

For adjustments created by Adjustment (PR82.1), the adjustment amount displays but can be changed.

When adding distribution information for an existing adjustment, type the adjustment amount.

Activity

For distributions created by Adjustment (PR82.1), the activity which the adjustment is posted displays but can be changed.

When adding distribution information for an existing adjustment, select the activity to which the adjustment is to post.

Acct Cat

For distributions created by Adjustment (PR82.1), the account category to which the adjustment is posted displays but can be changed.

When adding distribution information for an existing adjustment, select the account category to which the adjustment is to post.

Type

For distributions created by Adjustment (PR82.1), the adjustment type displays but can be changed.

For adjustment distributions that are manually added, select whether the distribution is a Cash, Expense, or Accrual type entry.

Ded

For deduction adjustment distributions created by Adjustment (PR82.1), the deduction displays but can be changed.

When adding deduction distribution information for an existing adjustment, select the deduction associated with the adjustment.

Pay

For adjustment distributions created by Adjustment (PR82.1), the pay code associated with the adjustment displays but can be changed.

When adding distribution information for an existing adjustment, select the pay code associated with the adjustment.
Select the Additional Information detail tab to override default information for the adjustment distributions. Use the following guidelines to enter field values:

Hours

Type the hours associated with the distribution.

Units

Specify the number of pay units associated with the distribution.

Job Code

Select the job code associated with the distribution.

Process Level

Select the process level associated with the distribution.

Department

Select the department associated with the distribution.

Position

Select the position associated with the distribution.

Note: If the dollars for the adjustment have already been posted to the general ledger, you can delete the distributions for the adjustment so they are not double-posted to the general ledger. If an out-of balance condition occurs due to changes made to the entries, Payroll posts the difference to the error suspense account. Distributions can also be changed before posting to the general ledger.
Update the Adjustment to payroll history through Payroll Close (PR197). We recommend running Payroll Register (PR141) before closing adjustments and including these totals in the payroll ledger used for balancing. If you wait to close the adjustment until you process the next payroll cycle, the adjustment is included with the payroll register of that payroll and might complicate balancing. See Creating the Payroll Register and Closing the payroll cycle.

Related Reports and Inquiries


To	Use
Report all earnings and deductions affected by the adjustment process	Payroll Register (PR141) – or – Consolidated Payroll Register (PR142)
List all adjustments issued or all adjustments not closed by Payroll Close (PR197)	Payment Register (PR162)
Produce a list of payments	Payment Detail Listing (PR260)