What This Process Does
- Adds Expense Account(s) to a Position in order to reflect an Expense for any Job that includes that Position when the Position is processed through Payroll.
- Account Expense can be Tracked in Financial Management.
Requirements
- The Position ID MUST Already Exist in the Position Master (See Add Position, if necessary).
Add/Build Position Accounts
- HR → Position Tracking → Add Tab → Position Accounts
- Build Position Accounts Window will open automatically
FIELDS | Opt. | Rec. | Req. | Description |
| Use Clearing Fund* | — | — | ♦ | Select IF Using a Clearing Fund in Payroll (Selected by Default IF the Payroll GSV Payroll Fund Type is set to Payroll Clearing) |
| Disencumber | — | — | ♦ | Select IF Position Account should Disencumber (Selected by Default IF the Payroll GSV is set to Encumber Payroll) |
| Position ID | — | — | ♦ | Load the Desired Position ID |
| View/maintain existing account numbers | ♦ | — | — | Click to View/Edit Existing Account Codes set up on the Selected Position ID (Can View and/or Edit the Existing Account) |
| Location | — | — | ♦ | Auto-Populates from the Selected Position ID |
| Category Identification | ♦ | — | — | Auto-Populates from the Selected Position ID |
| Account Code | — | — | ♦ | Load the Desired Account Code |
| Debit Code | — | — | ♦ | Auto-Populates from the Selected Account Code |
| Credit Code | — | — | ♦ | Auto-Populates from the Selected Account Code |
| Encumbrance Code | — | — | ♦ | Auto-Populates from the Selected Account Code (IF Disencumber was Selected) |
| Reserve Code | — | — | ♦ | Auto-Populates from the Selected Account Code (IF Disencumber was Selected) |
| Payable Code | — | — | ♦ | Auto-Populates from the Selected Account Code |
| Cash Code | — | — | ♦ | Auto-Populates from the Selected Account Code |
| Due From Code | — | — | ♦ | When Using a *Clearing Fund in Payroll...Load the CORRECT Due From Balance Sheet Code |
| Prorate | — | — | ♦ | Select IF the Position will be Expensed to Multiple Account Codes by Percentage Amounts |
| Proration Percentage | — | — | ♦ | When Prorate WAS SELECTED - Enter the Percentage Amount that should be Expensed to the Account Code |
| Amount | — | — | ♦ | When Prorate WAS NOT SELECTED because the Account Codes MUST be Prorated by a Dollar Amount - Enter the Dollar Amount that should be Expensed to the Account Code |
| Opt. = Optional Rec. = Recommended Req. = Required | ||||
NOTE: Once the Account Code field is populated, the appropriate Balance Sheet Codes will auto-populate. IF Multiple Account Codes need to be added, Select Prorate at the Bottom of the FIRST Account Code and Add the Percentage/Dollar Amount. Additional Account Codes can be added, but Leave the LAST Account Code WITHOUT the Prorate Option Selected or Any Percentage/Dollar Amount. The System will automatically Expense the Remaining Amount to the LAST Account.