The General Ledger report is what is sent over to your accounting software each time you close the period. If you use a program such as Sage, Quickbooks, Xero or others, and haven’t connected it to PaymentEvolution, please see our Add-Ons guide to get started. If you don’t use an accounting program, or use one not compatible with PaymentEvolution, you can still use this report to provide to your accountant or to manually post to your accounting program.
This report is created upon closing the period, which can be done either by going to Actions > End of Period or if you receive a reminder like the following when starting a new pay run:
For more information on closing your remittance period, please see our guide, When should I close my remittance period?
The General Ledger report pulls information based on the GL cost codes you set up for each rule and employee. Since it’s created only when closing the period, it will contain data from all pay runs finalized since the last time you closed the period. So, if you’re closing the period once a month, your General Ledger will report on all the pay runs completed during that time.
1 – Created – this is the date the report was created – so it will also represent when the period was last closed.
2 – View/Download – on the Business plan or above, you will have the ability to export the report to PDF or excel. Otherwise, you will still be able to view it by clicking the icon and scrolling to the bottom of the page.
3 – Send (cloud) - use this button to manually send over a GL report to your integrated accounting program.
In the example above you can see the various types of fields you will see on your own GL reports. On the left, you have the cost account number assigned in PaymentEvolution (it may differ from your accounting program – this is not a problem so long as they are mapped), along with the name of the account to provide a brief description of what it contains. On the right, you have the corresponding debit and credit amounts, with it totaling at the bottom.
*Note: the numbers on this report will not be exactly the same as your payroll. A General Ledger is an accounting specific report that hits multiple accounts per item (example accrued and then paid out vacation hits the GL 6 times). This creates a full audit trail of the debits and credits for your accounting books and it is correct.