Payroll Post Notes: Creating Historical Entries

Jennifer Maroney — Fri, 22 Aug 2008 14:11:00 GMT

A common question we get during the year, especially end of year, is how to add historical calculation information. The need for the historical info can vary from new organizations configuring Payroll to tax withholding corrections. Regardless of why you need to add historical information, the process is the same; create a historical entry. When you add a historical entry, it will automatically be marked as Do Not Post. This is because they are designed primarily for reporting purposes only. If you need the historical info to adjust General Ledger accounts, you will need to create a manual journal entry.

Here's how to add the historical entry:

Open the Employee record.
Select Employee, Add Historical Entry from menu bar.
Enter the appropriate Period ending date, Pay date, Bank account, Payment method, and Payment number.
In the Payment Details box, highlight Gross Pay and enter the Pay Type ID, Rate and Hours in the grid.

Highlight Deductions in the Payment Details box and enter the appropriate Deduction ID and amount, if appropriate.
Highlight Taxes in the Payment Details box and enter the appropriate Tax types, Employee W/H, and Employer Expense, if appropriate.
Highlight Benefits in the Payment Details box and enter the appropriate Benefit ID and amount, if appropriate.
Review the grid at the bottom to ensure the Current and YTD amounts are correct.
Save and close the entry.

Note: Deductions and benefits with limitations used in historical entries are not linked to currently assigned deductions and benefits. To ensure that limitations are enforced, the limits for currently assigned deductions and benefits should be reduced by any amount entered for that year via a historical entry.

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Talk to you soon!

The Ledger : historical entries

Payroll Post Notes: Creating Historical Entries