▶️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.
Fig.1.1: The GL Code setting is Based on Grouped by value.
Path Link:****GL Code Setting
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.
Fig.2.1: Configure the debit and credit components based on the salary field.
Path Link:Debit-Credit Mapping****
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.
Fig 3.1: This is the GL code mapping screen showing salary and Expense JV selection
Path Link:GL Code Mapping****
Fig.3.2: Based on the selection of GL code Mappings.
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.
o 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
**Fig.4.1:**The GL export by selecting grouped by fields.
Path: Go to the GL Export screen.
Path Link:****GL Export****
Fig.4.2: The GL export by selecting custom fields.
**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.
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