How do I generate accounting entries ?

If the Office Maker Staff software has been correctly configured, the creation of salary slips can be the object of accounting entries that you can recover in your accounting software.

For greater transparency, the transfer of data to an accounting program is done in three steps: the first step consists of the Accounting Preparation; the second step consists of the Export of the data; and the third step consists of the import of the exported data into the accounting program.

The first step generates a series of records in the Preparation for accounts file (accessible via the Data menu), containing all the data necessary to create the export file. The data in question is extracted from the Salary Lines file. Only the types of salaries for which the Accounting export option is checked are taken into account.

1. Generate accounting entries

To carry out the accounting preparation, click on the Generate entries button at the bottom of the main window. It is also possible to launch the operation from the Salaries file by choosing the Generate entries command from the Action menu. The dialog box that appears allows you to choose between two options:

Accounting preparation is usually done before the salaries are locked. If the option Unlocked salaries is checked by default, all unlocked salaries will be taken into account. If you prefer to choose the salaries that are to be subject to the accounting preparation, you just have to select the concerned records in the Salaries file beforehand. If 19 salary records are selected, you will choose the option Selection of the 19 current salaries.

When you request the accounting preparation, the entries that are already there (and that were normally used to generate the previous accounting export) are in principle deleted. The option Delete previous entries is checked by default. If you prefer to cumulate the entries generated in the accounting preparation, you can deactivate this option.

After clicking on the OK button, the entries are generated as follows:

For each row (corresponding to a Type of salary in the file where the Accounting export box is checked) of each Salary file:

• if there is no Profit/Cost Center defined in the corresponding Salary or Employee record, an accounting preparation line is generated. 
• if the Profit/Cost Centers are defined in the Salary master or the Employee master, the total of the salary line is distributed according to this distribution key and an accounting preparation line is generated for each Profit/Cost Center.

2. Export the generated entries

After having performed the Accounting preparation, you need to export these documents. Simply choose the Export command from the File menu.

To obtain a file to be imported into Office Maker Finance, choose the Office Maker Exchange format and click on the Export button.

The Accounting export format allows you to prepare a file for other software than Office Maker Finance. Ask Micro Consulting for more information.

Give a name to the file that will be created on the disk, choose its location and click on Save. Once the operation is finished, the exported file is represented by an icon on the disk. All that remains is to import it into the accounting software.

3. Import the entries into the accounting software

If you are using Office Maker Finance, choose the Import command from Transactions file. Select the Office Maker Exchange format and click on the Import button, then simply point to the file created in the previous step.

See the Office Maker Finance reference manual if you need more information.