> For the complete documentation index, see [llms.txt](https://docs.pockethrms.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/setting/payroll/salary-and-expense-jv-integration.md).

# Salary and Expense JV Integration

### 1. How to configure Salary and Expense JV integration with Sage 300 and SAP Hana?

### Step 1 – Understand the GL Code Setting

**Path:** Go to **Settings > Payroll > GL Code Setting**.

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/g0IVO0kAbfTB09YUxxBO/Unknown%20image)

**Fig.1.1:** The GL Code setting is Based on Grouped by value.

**Path Link:** [GL Code Setting](https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll\&submodule=GLCodeSetting)

* In the screen above, the user begins by entering the number of **"Group By"** fields based on specific requirements.
* This setting determines how the Journal Voucher (JV) will be grouped during the export process.
* The user can then select a parameter from the **"Group Fields"** dropdown, such as **"Cost Centre".**
* The selected parameter will be used to group the JV entries.
* For example:
  * if the user selects **"Cost Centre,"** the system will group the JV entries according to the configured Cost Centres.
  * The Cost centres are mapped to the relevant GL (General Ledger) codes within the system.
* Once the grouping is set, the system will export the JV report with entries organized based on the selected grouping parameter

### Step 2 – Set Up Debit–Credit Mapping to Field Value

**Path:** Go to **Settings > Payroll > Debit-Credit Mapping**.

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/pv3x89ea16nAl4UJ9MtW/Unknown%20image)

**Fig.2.1:** Configure the debit and credit components based on the salary field.

**Path Link:**[Debit-Credit Mapping](https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll\&submodule=DebitCreditMapping)

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/AW0v2u4CxJoyWlcuG9LW/Unknown%20image)

**Fig.2.2:** Configure the debit and credit components based on the Expense field.

* **Select Map field:The system will provide the option to set configuration for salary and expense. You can select the value and make configurations for each value. And proceed with the JV export.**
* **Identify Components:** Determine which salary and expense components will be included in the journal voucher.
* **Assign Debit or Credit:**
  * By default, it is selected as **NONE**. Based on the nature of each component (expense or income), assign them to either the debit or credit side.
  * Next, set up each component to appear on the correct side based on your previous classification.
* **Debit Side:**
  * **Salary Components:** Typically, salary components that represent expenses (e.g., Basic Salary, Allowances, Bonuses) would be listed on the debit side. This is because they represent outflows or costs to the organization.
  * **Expense Components:** Any expenses that the organization incurs and needs to account for would also appear on the debit side (e.g., Travel Expenses, Office Supplies).
* **Credit Side:**
  * **Salary Components:** Components that reduce the organization's cash or bank balance would be on the credit side (e.g., Employee Deductions, Tax Withholdings).
  * **Expense Components:** Any refunds or reimbursements total related to expenses might be listed on the credit side. (e.g., Expense Total)

### Step 3 – Setting Up the GL Code Mappings for JV Type

**Path:** Go to **Settings > Payroll > GL Code Mapping**.

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/jDEgsVx13gAPNcQm3PJL/Unknown%20image)

**Fig 3.1:** This is the GL code mapping screen showing salary and Expense JV selection

**Path Link:**[**GL Code Mapping**](https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll\&submodule=GLCodeMapping)

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/bQRN80tynsG3cW2ye5ts/Unknown%20image)

**Fig.3.2:** Based on the selection of GL code Mappings.

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/xqTkKW3KefwhFaWFmnus/Unknown%20image)

**Fig.3.3.Based on the selection of GL code Mappings.**

**Selection of JV Type:**

* Select JV Type between Salary JV and Expense JV to begin mapping the components

For instance,

* if you want to set configuration for salary JV then the user will select the Salary option from the dropdown.
* If you want to set the configuration for the Expense JV then the user will select the Expense option from the dropdown.

**Refer Fig 3.1**

* **Mapping Components:**
  * Assign salary and expense components to either the debit or credit fields. This setup is organized according to Group By settings such as cost centre.  (Ø  Step 1 - GL Code

    Setting).
  * For salary components, map items like Basic Salary or Allowances to the debit or credit side as appropriate.
  * For expense components, map types of expenses (e.g., Travel, Office Supplies) to the debit side, and total expenses to the credit side.
* **Posting Key Details:**

Add detailed information and descriptions for each mapped component. This helps in identifying and understanding the nature of each component during the journal voucher process.

* **Editing and Deleting Mappings:**
  * Modify existing mappings or remove them if necessary. The screen allows you to update mappings to reflect changes in salary or expense components.
* **Separate Configuration for Debit and Credit:**
  * Configure debit and credit mappings independently.
  * **Debit Mapping:** Select the relevant debit components and associated cost centre details. For example, choose expense types like Travel Allowances and assign them to the debit side.
  * **Credit Mapping:** Select expense totals and assign them to the credit side. This ensures that the total expenses are accurately reflected in the journal voucher.

### Step 4: GL Export based on JV Type

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/3nI2k4bJkR6OK3jYt7ZF/Unknown%20image)

Fig.4.1: The GL export by selecting grouped by fields.

**Path:** Go to the **GL Export** screen.

**Path Link:** [GL Export](https://cloud.pockethrms.com/Reports/Report/Index?module=payroll\&submodule=GLExport)

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/P3Xo93POTzTyT3NuEMVP/Unknown%20image)

**Fig.4.2:** The GL export by selecting custom fields.

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/uvLtARrcOmvxEcxZf4Ti/Unknown%20image)

Fig.4.3: The GL export by selecting Map fields and Month selection.

**Group Fields:**

* In the “Group Fields” section, select the configured group-by-field value. This field determines how the data will be organized in the JV report. o Ensures that the exported report is categorized according to the specified group settings, such as cost centres or departments.

**Custom Field:**

* Choose the export method from the available integrated systems, such as **SAP HANA** or **SAGE 300 ERP**.
* Allows you to select the appropriate platform for exporting the JV report, ensuring compatibility with your existing systems.

**Date Range/Month with map field selection:**

* Specify the date range or month for which you need to export the JV report.
* Before that you have to select the map field from the dropdown which include that salary JV and expense JV value.
* Filters the data according to the selected period, ensuring that the report reflects the correct time frame.

**CSV Upload:**

* Use the option to upload the JV report directly to the integrated platform via a CSV file.
* Facilitates seamless data transfer by utilizing the API for integration with your platform, streamlining the export process.

For any queries reach out to the Pocket HRMS application consultant.

At <support@pockethrms.com>.