Summary

The Accrual Adjustments process is used to create both positive and negative accrual hour adjustments on employee records.

Step by Step

1     Create or modify an Accrual Adjustments batch.

• Select the Accrual Adjustments palette in PR> Accrual Adjustments. This will expand the Accrual Adjustments palette and display the steps of the Accrual Adjustments batch process.
• Modify an existing batch or create a new Accrual Adjustments batch.
  • The Accrual Adjustments process is a single batch process, meaning you can process only one batch at a time. If there is an open batch in the process, you will not be able to create a new batch. If you would like to create a new batch, you can either delete the existing batch (highlight the batch in the batch number drop-down at the top of the Accrual Adjustments palette and press DELETE), or you can reset the steps on the palette by returning to the first step of the process. If you return to an earlier step of the process, all of the information in the previous batch will be overwritten.
  • Select New from the Accrual Adjustments batch number drop-down menu to create a new batch. This will open the New Batch window.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .

2     Import Accrual Adjustments.

• Open the Import window (PR> Accrual Adjustments> Import).
• This window is used to import bulk adjustments into the Accrual Adjustments process.
• The Configuration drop-down menu is used to select the import configuration you would like to use.
  • An Accrual Adjustments-specific import configuration can be created before importing bulk adjustments. Import configurations are created and maintained on the Import Configuration Maintenance window (SS> Maintenance> Import Configuration).
  • The Standard Springbrook configuration will be selected by default.
  • Once the desired configuration is selected, click the Display Format icon   to open the Import Configuration window and display the expected format of the imported file.
• Enter the path to the import file in the File Name field or click the field label to browse to the file.
• Click the Confirm icon to import the adjustments immediately or enter a date and time in the field next to the Confirm icon to schedule the import to process at a later time. You can view the progress of the import on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).

3     Create Accrual Adjustments.

• Open the Accrual Adjustments window (PR> Accrual Adjustments> Adjustments).
• This window will display all of the uncommitted adjustments in the open batch.
• Highlight an adjustment and click the Delete icon or press DELETE to remove the selected adjustment from the batch.
• Click the Create icon or press INSERT to create a new accrual adjustment. This will open the Employee Selection window.
  • Use the Search Criteria section to filter the displayed employees.
  • Highlight all of the employees you would like to include in the accrual adjustments batch and click the Confirm icon  . This will populate the Accrual Adjustments window with the selected employees.
  • Employees that are included in uncommitted PR Computer Checks batches cannot be included in an Accrual Adjustments batch. Any desired adjustments to those employee accrual totals can be made in the open Computer Checks batch (PR> Computer Checks> Timecards step> Accruals tab> Additional Hours field).
• The Accrual Code and Current Balance will be displayed for each employee added to the batch.
  • Click the Accrual Code Ellipsis icon to change the accrual code associated with the line item.
    • Only accrual codes that are already associated with an employee can be selected. An accrual code must be specified on each adjustment line item in order to save the batch.
    • An employee can be attached to multiple accrual adjustment line items in a single batch, but they can only be attached to one accrual adjustment line item per accrual code.
  • Accrual Codes are created and maintained on the Accrual Maintenance window (PR> Maintenance> Accrual).
  • Accrual codes are associated with employees on the Employee Maintenance window (PR> Maintenance> Employee> Accruals tab> Create icon).
• Enter the Adjustment Amount for the line item. This value can be positive or negative, but it cannot be zero.
• The New Balance field will automatically update based on the values in the Current Balance and Adjustment Balance fields.
• Click the Save icon when all of the desired adjustments are entered.

4     Print the Accrual Adjustments Proof List.

• Open the Accrual Adjustments Proof List window (PR> Accrual Adjustments> Proof List).
• This report does not have any print options.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• The report will display the Employee Number, Employee Name, Accrual Code, Accrual Type, Current Balance amount, Adjustment amount and New Balance amount for each employee included in the batch.

5     Print the Accrual Adjustments GL Distribution List.

• Open the Accrual Adjustments GL Distribution window (PR> Accrual Adjustments> GL Distribution).
• The GL Distribution step will only be displayed if the Payroll module is set up to use GL distribution on accruals (PR> Utilities> Setup> Accruals tab> Use General Ledger distribution of accruals toggle).
• Enter the Journal Entry date for the batch. This will determine the fiscal year and period of the journal entry.
• Check the Break by fund and department toggle to include fund and department totals on the report.
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• The report will display the Account Number, Debit Amount, Credit Amount and Description for every adjustment transaction included in the batch. The report will also provide Department, Fund, Split Period and Report Totals.

6     Commit the Accrual Adjustments batch.

• Open the Commit Accrual Adjustments window (PR> Accrual Adjustments> Commit).
• Click the OK button to commit the batch.
• The accrual adjustment transactions will now be displayed on the Employee Maintenance window (PR> Maintenance> Employee> Accruals tab> Accrual History sub-tab).