Import JE

Import journal entries, Payroll costs

Within e·silentpartner, you can import journal entries, payroll costs by employee (to recalculate time charge costs) or a file from CheckMark Payroll.

Journal Entry

There are many reasons to prepare a journal outside of e·silentpartner and then import it into your database. The most common reasons are to import the resulting journal entry from your payroll service or for monthly recurring JEs.

To import a journal entry, simply select Import JE > Journal Entry from the G/L menu.

Then:

• Select Company.
• Browse for your file.
• Click
• Click the + icon to review the import
  file structure.

Preparation for the import consists of the following steps:

1. Create an Excel spreadsheet with columns as defined in the shown table below.
2. Remove any header or subtotal/total rows before importing.
3. Columns like GL Account (column A) may need to be formatted as Format Cells > Text. Otherwise an invalid acct error may appear when importing. For example, unless the column is formatted as text, an account number like 1001.10 is read as 1001.1 instead of 1001.10.
4. Format amounts as positive numbers only with up to 2 decimals and without a symbol or 1000 separator.
5. Select File > Save as...and change the format to Tab Delimited Text (.txt) to save a version for import only. ONLY TAB DELIMITED TEXT (.TXT) FILES MAY BE IMPORTED! We recommend retaining an Excel version to edit and modify if needed.

Payroll Cost (For Time Charges)

Labor costs on the Management Income Statements are most commonly reported using time charge costs calculated from standard employee costs. When an employee enters a time entry against a Job, the labor cost and billing amount for the number of hours entered are stored on the time charge. The labor cost is based upon the employee’s cost per hour defined in his/her employee record under the Employee’s Rate History window. The billing rate is then determined based on the job’s assigned billing parameter.

However, when running a Management Income Statement report, there is an option to “Use Payroll Labor Costs” which uses imported payroll costs as the Labor values instead of the standard employee costs. This import ‘Payroll Cost’ feature allows you to import payroll amounts for employees in order to assign a calculated payroll cost to their time charges for specified payroll periods. The employee’s payroll cost per hour is calculated as the employee’s payroll amount/their total hours reported. This payroll cost per hour is then multiplied by the # of hours for each time charge and assigned to each charge as the corresponding payroll cost.

To import payroll costs, simply select Import JE > Payroll Cost from the G/L menu.

Then...

• Browse for your file.
• Optionally select the “Include Internal Jobs” checkbox to also assign payroll
  costs to internal time charges.
• Click
• Click the + icon to review the import file structure.

Preparation for the import consists of the following steps:

1. Create an Excel spreadsheet with columns as defined in the following picture and the table outlined below.
   
2. The import spreadsheet can have as many rows as desired, though you should remove any header or subtotal/total rows before importing.
3. Columns C and D should contain dates formated as mm/dd/yyyy with no overlap
   between the date ranges for the same employee. This revised version shows multiple rows for the same two employees over different date ranges:
   
4. Format column E amounts with up to 2 decimals without a symbol or 1000 separator.
5. Select File > Save as...and change the format to Tab Delimited Text (.txt) to save a version for import only. ONLY TAB DELIMITED TEXT (.TXT) FILES MAY BE IMPORTED! We recommend retaining an Excel version to edit and revise if needed.
   

Once the import file is processed, you will see a window such as this:

The payroll amounts are imported and distributed equally across the individual job charge entries for each employee (optionally may include time on internal jobs). This information can then be selected to flow into the Management Income Statements as payroll labor costs. There are a variety of Management Income Statement reports, which are described in the GL Reports section.