Understanding Your General Ledger (GL) Report  

What is the General Ledger report?  

• Earnings (salaries, overtime, bonuses, etc.)

• Deductions (benefits, garnishments, 401k, etc.)

• Taxes (employer and employee portions)

• Net Pay

• Invoice (payroll provider fees)

This default setup allows you to review your payroll in a structured format before customizing it with your company’s unique chart of accounts.

How to view the Generic GL Report  

1. Navigate to the Payroll Processing screen. (Hamburger Menu > Team Icon > Payroll > Process Payroll.)
   

2. Find the payroll you’d like to review.

3. Click the Reports Quick Links.

4. Select General Ledger Summary.

Here, you’ll see the payroll data grouped by category (earnings, deductions, taxes, etc.).

➡️ You can also switch between:

• GL Totals View – This shows summary totals by category (e.g., total earnings, total deductions, total taxes).

• GL Details View – This provides a breakdown of the individual line items that make up those totals, giving you more visibility into the source of each number.

Summary View:

Customizing Your GL Report  

• Replace the placeholder accounts with your actual GL account numbers.
  

• Add or adjust categories (e.g., separating reimbursements into phone, mileage, misc.).

• Apply different filters to better align with how you post payroll in your books.
  

Next steps  

To have your GL report customized:

• Please reach out to your Payroll Specialist.

• They will provide you with a GL mapping file where you can:

• Enter your account numbers, or

• Mark “Suppress” for categories you don’t want included in your GL report (Suppress means that line will not appear in your exported GL report.).

➡️ Proactive option: If you’d prefer, you can also export the GL Summary or GL Totals report from your system, add a column next to the “Account #,” and enter your company’s actual GL codes directly on that export. Once provided, your Payroll Specialist can replace the placeholder codes in the system with your actual codes. Please note, if the General Ledger is extremely robust, set up and training fees may be associated.

After we receive your mapping (via file or export), we will:

1. Update your account with the codes provided.

2. Recalculate your most recent finalized payroll using the updated GL mapping.

3. Send you a report for review and feedback.

4. Finalize the setup and, if requested, schedule your GL report to automatically email at the time of payroll finalization or show you where to access it on demand.

✅ Tip: Once finalized, we can set up your GL report so it is:

• Accessible on demand in your system, or

• Automatically emailed to you each time payroll finalizes.

Applying General Ledger Settings to Past Finalized Payrolls  

To update those payrolls with the correct GL account numbers or to reallocate amounts based on new settings, you’ll need to recalculate the GL for the affected payroll(s).

How to Recalculate GL for Past Payrolls  

• Navigate to Payroll Processing > Payroll History.

2. Select the payroll(s) to update

• Check the box next to the payroll or payrolls you want to recalc.

3. Recalculate the GL

• In the upper right corner, click Recalc GL.

• When prompted, choose Primary.

4. Review your updated report

• Open the GL Summary Report to confirm that the new settings have been applied and that account numbers are mapped correctly.

If you still see amounts showing as Suspense or notice that some categories are not allocated correctly, please reach out to your Payroll Specialist for further assistance. They can review the GL settings with you and make any additional updates needed.

✅ Tip: After you’ve made changes to your GL codes, always run a quick review of the GL Totals and GL Details views to ensure every line item is allocated properly.