Payroll > Payroll Link to CheckMark Payroll > PL-C Import Employer Vouchers

PL-C Import Employer Vouchers

Purpose of Program

Use this program to import employer liabilities for tracking and payment through the Accounts Payable system.

Besides processing and printing employee checks, Checkmark also calculates employer payments for tax withholding and related employer expenses. CheckMark refers to these as "Employer Payees" and "Employer Checks" and, indeed, can print checks for these payments. However, do not print employer checks in CheckMark. Rather, the amounts that CheckMark calculates for the employer payments will be transferred as AP vouchers for payment via an AP check.

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 Accounts Payable GL account matches the one designated in AD-A General Ledger Defaults and has a valid General Ledger account code.

•	Makes sure that each vendor's Reference/ID# code has a valid, matching vendor code in AP-A Enter Vendors.

•	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 (VOUCHERS.TXT).

After creating payments in CheckMark as part of running a payroll, click Employer Checks on the CheckMark main menu. Highlight the appropriate month on the right and you will see a number of checks listed on the left.

In the middle of the screen choose the third output option (drop-down selection of formats) and choose DBA Software as the format. The default file name comes up as VOUCHERS. Click Save and .TXT will be appended automatically and the VOUCHERS.TXT import file will be created.

Create import file in Easy Pay

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

After creating payments in EasyPay as part of running a payroll, click on Periodic, then General Ledger, then Create Entries on the EasyPay 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 first output option (Summarized ?no cheque details provided [Vouchers]), 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-C

This program is run after you've created the import file VOUCHERS.TXT or GLIMPORT.EMP, as described above.

Enter the path and name of the employer vouchers import file. For example, if the import file is in your DBAMFG folder on drive F, you would enter F:\DBAMFG\VOUCHERS.TXT.

Enter a date range. The reason this is important is that CheckMark only allows vendor payments to be selected by month. If you run payroll weekly and import vendor payments each week, you will get duplicate entries for prior weeks within the same month. Use this date range filter to confine your entries to just the dates you want to import.

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 aging records in the AP aging file. These GL entries get posted to the Payroll (PR) journal, and the vendor records get updated for outstanding invoices/credits and YTD purchases. Once aging records are created, they can be selected for payment at any time the same as any other payable.

Once the transfer is complete, the VOUCHERS.TXT import file gets deleted.