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Payroll Posting Accounts let’s get to know them! What are best practices, and how do they work?
We receive many common questions about payroll posting accounts. Such as the warning message: "Not all required payroll posting accounts have been assigned?” or, payroll posting accounts are not going to the correct account.
Let’s try to understand why some of these errors and issues occur.
What are the REQUIERED payroll posting accounts, and best practices of setting them up?
First, you must set up departments and positions in HR & Payroll before setting up payroll posting accounts.
Second, set up posting accounts, be sure to set the account format using the Account Format Setup window. Microsoft Dynamics GP button > Tools > Setup > Company > Account Format
Third, set up the Payroll Posting Accounts. The following table shows the posting accounts required in Payroll. Notice you MUST have an ALL Department and an ALL Position setup up for each account type on the list. This is to ensure that an account will be found should there be a payroll transaction in a department/position/code combination that is not specifically set up.
Entering Posting Accounts:
How do posting accounts work in Dynamics GP?
Posting accounts, are read left to right: Department then Position then Code then Account. GP will literally look for what you have setup, it is first looking for DETAIL DETAIL DETAIL, then ALL.
Below is a good summary / guide to go by of how payroll will post and read the accounts:
ALL-ALL-ALL default account.
Here are a few scenario examples for you…
Below are screenshot examples of when the new Mechanic position has been set up with the correct information to post the transactions. Notice how I still have the ALL, ALL, ALL set up in case another department combination posted to this MECH position.
We are so excited about these great features!!!
Posting Edit List - You can edit accounts on the fly!
Note: You must complete payroll check calculation before using this window.
Payroll & HR > Transactions > Posting Edit List
If you have a payroll checklist you use, or a documented process procedure, please consider adding this step to your process, it could save you time, headaches and effort.
We recommend checking this window after the Calculate Checks process is complete. Payroll & HR > Transactions > Posting Edit List
If you have a suspense or a dump account, do a search on this account to see if any transactions are sitting in it. If there are, you can easily change this account to the correct account on the fly before you post payroll. This will save you time and energy trying to figure out why are the accounts not correct?
Navigation List for Payroll Posting Accounts - Check out this document for all the details!
Microsoft Dynamics GP 2016 enhances a user’s ability to view, sort, search, set up, and edit their Payroll Posting Accounts. This new Payroll Posting Accounts navigation list is a great new way to manage your Payroll Posting Accounts and allows for users to import and export their Payroll Posting Accounts setup.
As we approach the end of Q2 2019, I hope this information is useful in identifying any issue you may have quicker and save you time in the future.
Other helpful payroll resources to consider:
Business Applications communities