Working with PEO Client Accounting

You can define the accounts that PrismHR uses to build the client accounting download file and the report that breaks out invoice numbers using the client's own account numbers. To do this, enable the settings on the PEO Client Accounting form using the following instructions.

Note: If you are building onto a global template, enter only differences or additions. The system uses the data from the global template for any field you leave blank. See Setting Up PEO Client Accounting for general information about the PEO Client Accounting process.

Establishing the General Ledger Chart of Accounts

Use the PEO Client Accounting panel to establish the general ledger Chart of Accounts and various accounting system parameters used for this client.

Go to the PEO Client Accounting form and complete the following fields:

Field

Description

Account Template

Enter the client's Account Template ID.

Client Accounting System

Select the Client Accounting System type.

QuickBooks Billing Template

If you have been instructed to do so by the PrismHR Customer Support Team, enter the QuickBooks Billing Template used for billing export.

The QuickBooks Billing Template field is for Quick Book Extracts custom logic implementation. The system uses this instead of the Accounting Template. Use this field.

Global Account Template

Enter the Global Account Template used for this client.

Name of Output File

Enter the Name of Output File to specify the name of the file that the system creates for the client accounting download, if any.

If you define an output file, PrismHR creates the file automatically during payroll processing and users can download it from the Payroll Reports form or the Payroll Summary form.

Note: Do not use the following invalid characters when naming the output file: “*/:<>?\|. Instead, you can use uppercase A-Z, lowercase a-z, and a space.

Company Offset Account

Enter the Company Offset Account number used to handle the accounting offset for this client.

Earn Code/Earn Account Format

For each pay code that should use a different format:

Enter a pay code in the Earn Code field to build an accounting format. You can also enter an asterisk (*), which indicates "all remaining" pay codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row.

Enter the Earn Account Format. This overrides any format defined in the template and the common format.

Tax Code/Tax Account Format

For each tax account that should use a different format:

Enter the Vertex Tax Code to create client accounting. You can also enter an asterisk (*), which indicates "all remaining" tax codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row.

Enter the full code or the tax identifier, which is the part after the dash. The state/county/local segments of the number precedes the dash. The first two numbers after the dash indicate the kind of tax. Refer to your documentation or voucher data to determine what codes to use.

The Select Tax Code form displays when you click this field, where you can select from a list of available tax deduction codes. This form displays the tax code's description and employer paid tax deduction.

Enter the Tax Account Format. This overrides any format defined in the template and the common format.

Deduction Code/Deduction Account Format

For each deduction code that should use a different format:

Enter a Deduction Code to build an accounting format. You can also enter an asterisk (*), which indicates "all remaining" deduction codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row.

Note the following when working with deduction codes:

•

When searching for codes using the Deduction Codes search form, only those codes set with a rebate bill code in the System|Change|Deduction Codes form display. (The search form displays the code's rebate bill code in the Bill Code column.)

•

If you enter a deduction code that is not set with a rebate bill code, an error message displays, "Only Deduction Codes with Rebate Bill Codes can be used here."

Enter the Deduction Account Format. This overrides any format defined in the template and the common format.

Other Bill Code/Other Bill Account Format

For each bill code that should use a different format:

Enter an Other Bill Code that is not covered by the other fields, for example, employee setup, report, administrative, compensation, or delivery fees. You can also enter an asterisk (*), which indicates "all remaining" bill codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row.

To set up an offset for a billing code that is set to Memo Client Acct Only, enter MEMO-OFFSET in the Other Bill Code field.

Enter the Other Bill Account Format. This overrides any format defined in the template and the common format.

Use Non-Bill Accounting

Select Use Non-Bill Accounting to open the Non-Bill Accounting panel.

Click Save.

Establishing Accounting System Parameters

Use the Non-Bill Accounting panel, if you need to establish any accounting system parameters used for this company in PrismHR.

Note: This panel displays only if you select the Use Non-Bill Accounting option.

In the Non-Bill Accounting panel, complete the following fields:

Field

Description

EE Deduction Code/EE Deduction Amount/EE Deduction Account Offset

For each employee deduction code:

Enter the EE Deduction Code to override the format defined in the template. The Description displays.

Note the following when working with EE deduction codes:

•

When searching for codes using the EE Deduction Codes search form, only those codes that are not set with a rebate bill code display. (No values display in the search form's Bill Code column.)

•

If you enter a deduction code that is set with a rebate bill code, an error message displays, "Only Deduction Codes that do not have a Rebate Bill Code in place can be used here."

Enter the EE Deduction Account number format for this client.

Enter the for the EE Deduction Account Offset number format.

EE Tax Code/EE Tax Account/EE Tax Account Offset

For each employee tax code:

Enter the Vertex EE Tax Code. This overrides any format defined in the template.

You can enter the full code or the tax identifier, which is the part after the dash. The state/county/local segments of the number precedes the dash. The first two numbers after the dash indicate the kind of tax. Refer to your documentation or voucher data to determine what codes to use.

Enter the EE Tax Account number format for this client.

Note: You must enter a value in this field. Otherwise, a warning displays since not entering this value could cause a payroll failure.

Enter the EE Tax Account Offset number format.

EE Arrears Recv

Enter the account number for the receivables portion of employee arrears in the EE Arrears Recv field.

EE Arrears ContraExpense

Enter the ContraExpense account number for the receivables portion of employee arrears in the EE Arrears ContraExpense field.

Click Save.

Defining the Custom Layout

If you selected Custom as the Client Accounting System, the Custom Layout panel displays.

In the Custom Layout panel, complete the following fields:

Field	Description
Cust Column	Enter the Cust Column number where the data is entered. If you enter the same column number in multiple rows, the system concatenates the data.
Cust Heading	In the Cust Heading, enter the heading to display in the first row.
Data	Click Data to display the Lookup Items panel, where you can select a preset code to display in the spreadsheet. (Only the preset code displays in the spreadsheet, not the description.) You can also enter data in this field instead of selecting an item from the Lookup Items list. Note: If there are multiple Pay Period End Dates for a payroll, the PPENDDATE preset code displays the earliest Pay Period End Date for that payroll.
Mask	Enter the Mask code to use on the data, if any.
Delimiter	Select the Delimiter for the file, either tab or comma.
Show Heading	Select Show Heading to include the heading row in the file.

Click Save.