I think most of us who have implemented GP payroll have come across errors in the check build that a payroll posting account is missing. In an effort to stop these messages and not interrupt the payroll process I will typically add a suspense account for each area in payroll posting (Gross wages, deductions, benefits etc). That way we can analyze the suspense account after payroll is posted.
Today I did just that with a client. She had a balance in her suspense account…nothing too big but we needed to get it cleaned up! We looked at each transaction and we zoomed back to the Check History window. From there we were able to find the check and view the transactions. We narrowed down our problem to 2 new pay codes that had been set up but the specific posting accounts were not added! GP defaulted the posting account to the ALL-ALL-ALL account for Gross Wages; which happens to be the suspense account number.
So we added the correct gross wages posting accounts and made journal entries from the suspense account to the correct wage account. Simple, right?
Well, why not avoid the research and journal entries and get the posting accounts corrected BEFORE printing and posting payroll checks? The Payroll Posting Edit List is found on the HR & Payroll area page under Transactions | Payroll. Click Posting Edit List to open the window.
In this window you can add restrictions to view the posting accounts. For example, because I like to use a suspense GL account number as a posting ‘placeholder’ I can simply enter my suspense account number and view what, if any, transactions will post to that account!
In this case there is an employee with a $200.00 transaction that will post to the suspense account unless corrected. So I rebuild and calculate checks again and now my Payroll Posting Edit List window is empty. This is an easy way to prevent unwanted payroll posting accounts being used.
