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About the window hierarchy

This window is organized in a hierarchical tree. There are main branches and sub-branches, like main folders and sub-folders in a Windows Explorer environment.

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The hierarchy for each origin/account is illustrated below.

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Preparing to set up accounts

The Payroll And Overhead Offset Accounts Setup window provides a lot of flexibility in setting up accounts. Before you begin assigning accounts, jot down how general or specific you want charges, expenses, and so on to be charged to what accounts, for which departments. Perhaps you could print the origin/account type diagrams above, and mark which levels for which you will assign accounts. If necessary, organize and enter your accounts in a spreadsheet, and use that as your source when you to enter them into the system.

Setup requirements for account types

Please review the following setup requirements for setting up offset accounts.

• Overhead Offset
  You can enter accounts for individual overhead detail codes (Job Cost) only if the Payroll Overhead Detail Distribution check box in the Posting Options window is marked. You can still assign a default account that would be used for all for overhead codes.
• Travel Offset Accounts and Expense Offset Accounts
  You can enter accounts for travel and expenses only if Signature TimeTrack is registered and the Create Expense/Travel Transactions option is set. This applies to all origins.

Printing the account setup list

To keep better track of which accounts were assigned, we recommend you periodically print the Signature Payroll and Offset Accounts list. In the Payroll and Overhead Offset Accounts window, click on the printer button that appears at the bottom left of the window. Complete the Report Destination window to print the report.

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Assigning accounts

You must set up at least a required default account for each origin/account type combination.

1. In the Payroll and Overhead Offset Accounts window, select the Origin and Account Type.
2. Locate the Division for which you want to assign accounts. Use the tree view to navigate as far down the tree as you desire, until you hit the level at which you want to assign an account. To save time, you can navigate the tree using arrow keys. When you get to a level/node that for which you can assign accounts, the account field at the bottom of the window is enabled. Some origin/account type trees do not go as deep as others. For example, for the travel offset account type, you can specify accounts at the Pay Code level. For the expense account type, you can assign accounts one level deeper, at the Cost Element level.
3. You can select an account in one of two ways:
   • Double-click on the node to which you are assigning the account (ex. Pay Code). The Accounts window opens. Select an account, then click Select. The account displays in the account number in the account field. The account is saved automatically. - OR -

   • Highlight the node in the tree, then enter the account manually in the account field at the bottom of the window. When finished, click the Save button. (You only need to click Save when you enter accounts manually.) 

     Note
     Assign more accounts; remember to assign at least an All - Default: REQUIRED account for each origin/account type combination. If you close the window without having assigned Default accounts, a missing required account number message will display.

     
     

4. Choose OK to disregard the error and keep the window open. You will get this message until you enter the required account that the system is looking for.
5. Choose Ignore to close the window.

Creating new accounts

Although you will probably not have to very often, you can create new accounts from the Payroll And Overhead Offset Accounts Setup window, that will be assigned to whatever node is selected.

1. Highlight the node in the tree, then enter the account manually in the account field at the bottom of the window.
2. In the account field, type a new account, then Tab. Choose Add when prompted to create the account.
3. Select the type of account you want to create (Posting, Fixed or Variable). The Account Maintenance window opens.
4. Complete the fields on the Account Maintenance window, including a Description. When finished, choose Save.

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How the system determines which account to use

When an offset account is needed in a posting window or elsewhere, the system looks at the Payroll and Overhead Offset Accounts Setup window, in the following order, starting from the lowest (more specific) level to the highest (more general).

• (Specific) Pay Code, Overhead Code, or Cost Element
• Pay Code - Default for Overhead Code or Cost Element - Default
• Department - All Departments or Pay Code - All Pay Codes (for Job Cost travel and expense offset accounts only)
• Department - Default
• Division - All Divisions: Department (specific)
• Division - All Divisions: Department - All Departments - Pay Code
• All - Default: REQUIRED

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Reviewing accounts after posting

In this section, we will look at a sample General Ledger after payroll has been posted, in this case, through the Signature Transaction Entry window. Included is where from within the Payroll and Overhead Offset Accounts Setup window the accounts were grabbed.

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