Payroll retrieves the General Ledger account number it needs for any entry by searching through Payroll, Job Cost, and Equipment Cost. There's a hierarchical structure that Sage 300 CRE uses to determine how to assign accounts to various entries. When it locates a complete General Ledger account, it uses the account for the entry. If the program can't find an account in one location, it continues searching.

Account Retrieval Settings

Payroll Setup

PR Settings indicates whether you use intercompany accounting, retrieve prefixes, your default account numbers, etc.

Job Cost Setup

JC Settings indicates how to retrieve General Ledger accounts for all Job Cost entries, even if you enter the accounts in Payroll. The retrieval method in GL Entry Settings determines if Sage retrieves accounts from the job, cost code, or category for job-related entries. For additional information, refer to the Job Cost Help topic "Cost account retrieval". See details on cost account retrieval.

Equipment Cost Setup

EQ Settings indicates if Equipment Cost uses intercompany accounting and account tables.

Assigning General Ledger expense accounts

The chart below specifies how Payroll finds the General Ledger expense accounts to use for debit entries. Sage accesses several locations for the account number, based on the features and applications you use.

Example: The retrieval process searches Job Cost first for any earnings entered with job information. If it doesn't find an account number in Job Cost, it checks the pay, then the department, then the pay group, etc.

How Payroll retrieves GL expense accounts depends on whether or not you're retrieving prefixes, based on the PR Settings, GL Entry Settings options.

Depending on your Job Cost setup, you can override the account in Enter Time and Enter Checks by entering an account in the Account column.

Assigning General Ledger liability accounts

The chart below specifies how Payroll finds the General Ledger liability accounts to use for credit entries. Sage accesses several locations for the account number, based on the features and applications you use.

Example: The union class is the first place accessed for the liability account applicable to fringes. If not found there, Payroll checks the account for the fringe, and finally the default liability account in PR Settings.

How Payroll retrieves GL liability accounts depends on whether or not you're retrieving prefixes, based on the PR Settings, GL Entry Settings options. 

Liability entries made from the EQ Detail Entries window use the General Ledger retrieval methods in Equipment Cost.

It's possible to override this retrieval process by entering a full account for any General Ledger account (not recommended).

Payroll debit entries are going to the wrong General Ledger account