PL-B  Import Employee Checks

Purpose of Program

Use this program to import transactions associated with the processing of employee payroll checks within CheckMark or Easy Pay Payroll into General Ledger.

The program does the following things..

Initializes (clears) the import file so that each import starts with a clean slate.

Checks the transaction date for fiscal year and GL Close Date validity.  Just like all posting programs, it will allow posting in one or two past fiscal years, if allowed by the GL Close Date.

Validates each General Ledger account code.

Makes sure that the Payroll checking acct is properly set up in AD-B  Checking Accounts Defaults and has a valid General Ledger account code.

Makes sure that for every check being imported, there is one, and only one, entry going to the cash account specified for the Payroll bank account in AD-B  Checking Accounts Defaults.

Protects against binary zeroes in the GL account and department fields.

Makes sure total debits equals total credits.

General Program Operation

Create import file in CheckMark

Before actually running this program you must first create the import file (CHECKS.TXT).

After payroll checks are created and printed in CheckMark, click Employee Paychecks on the CheckMark main menu.  You can import the check data by month or by check date.  Choose the appropriate report range on the right side of the screen and you will see a number of checks displayed on the left.

In the middle of the screen choose the fourth output option (the one where there is a drop-down selection of formats), and choose DBA Software as the format.  Then click Save as Text File.  Click Save to accept the default file name CHECKS.  The program will append .TXT as the extension automatically, thus creating the import file CHECKS.TXT.

Create import file in Easy Pay

Before actually running this program you must first create the import file (GLIMPORT.CHK).

After payroll checks are created and printed in EasyPay, click on Periodic, then General Ledger, then Create Entries on the Easy Pay main menu.  You export the check data by year and pay period.  Choose the appropriate report range on the top of the screen.

In the middle of the screen choose the third output option (Detailed  - all G/L details provided for each Cheque), and enter a batch number.  Then click OK. It will show you at the bottom right of the screen the number of  transactions/debits/credits it did and display a message saying Exported successfully.

Running PL-B

This program is run after you've created the import file, as described above.

Enter the path and name of the employee check import file (CHECKS.TXT for CheckMark or GLIMPORT.CHK for Easy Pay).  For example, if the import file is in your DBAMFG folder on drive F, you would enter F:\DBAMFG\CHECKS.TXT.

If there are errors, an error report is available on the screen.  There is also a pre-transfer report.  If there are no errors you'll be able to transfer the entries.  This creates GL entries that are eventually posted into the General Ledger via GL-O  Print/Post General Ledger Batches and creates a check register entry for each check.

Once the transfer is complete, the CHECKS.TXT import file gets deleted.  In AD-B  Checking Accounts Defaults the next check number for the Payroll bank account gets updated (if the last check number imported is greater than the current setting).