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PR Ledger Update

PR Ledger Update sends payroll for one PR Group and pay period into Job Cost, Equipment Management, Service Management, General Ledger, and Cash Management, and updates each employee’s monthly accumulations of earnings, deductions, and liabilities. Run it after you close the period in PR Pay Period Control (standard Executing the PR Payroll Process order), then run PR AP Update. You can also run selected updates while the period is still open so current payroll appears in module reports (for example daily JC before the week ends). After ledger updates finish, Pay Period Control’s Final Updates boxes are set; AP Update is then allowed.

Repeat the form for each group / period combination. Each month updated gets one batch ID, added automatically for JC, EM, GL, CM, and SM.

Before you start​

  • Timecards, optional auto overtime / salary distribution / auto earnings, payroll process, checks / EFT / deposit stubs, and registers are complete for the sequences you are updating.
  • For the normal close path: period is closed in PR Pay Period Control (earnings fully processed, accumulation files updated, check numbers assigned). After close you cannot back up without a reopen; a reopen requires rerunning final updates even if nothing changed.
  • Codes that distribution needs (earnings cost types, liability templates, EM/SM parameters, GL accounts, and so on) are valid. Invalid codes can print on the Error List.

Steps​

  1. Open PR Ledger Update.
  2. Enter PR Group and Pay Period Ending Date (default = last accessed group/period). Tab off the ending date so Available Updates enables. That combo identifies an open pay period; if the period is closed, only updates that have not had a final run stay enabled. If open, all options are enabled.
  3. Check Available Updates for the modules you want:
    • Job Cost / Equipment Usage / SM Labor Costs
    • Equipment Costs
    • General Ledger / Cash Management / Accumulations — checking this group also checks Job Cost / Equipment Usage (GL distributions for EM revenue breakdown need the JC/EM update).
  4. Select Validate. Vista loads interface tables and checks codes. Then Distribution Reports enables.
  5. Preview or print the reports you need: Job Cost List, Equipment Revenue List, Equipment Cost List, General Ledger List, Service Management Cost List, Error List. Only checked reports attach to the pay-period record if Attach GL ledger update reports to pay period is checked on PR Groups.
  6. If there are errors or corrections: clear the batch, fix source data, and rerun Validate.
  7. Enter Posting Date (default = today; override to the payroll ending date when you report by payroll period), then Post. Confirm, then Close. Selected modules update.

Open vs closed and Final Updates​

  • About text: all updates must run after the period is closed, but each may also run while open for interim reporting.
  • Processing Payroll order: Close in PR Pay Period Control → PR Ledger Update → PR AP Update.
  • On PR Pay Period Control, Final Pay Period Updates checkboxes are system-updated (not editable): Job Cost / Equip Usage / SM Work Order; Equipment Costs; General Ledger / Cash Mgmt / Accumulations; Accounts Payable; Leave Accrual / Usage.

Month split and what posts​

  • JC, EM, SM compare timecard date to the pay-period Cutoff Date.
  • GL, CM, and Accumulations use payment month. GL posts expenses by timecard date and cash by payment date; if they differ, accrual in the first month reverses in the next.
  • Dollars always update to GL. Hours update only if a Cross Reference Memo Account exists on the GL Chart of Accounts earnings account; otherwise hours are not posted.
  • The pay-period record stores expense month(s) for ledger updates.

Reruns and skips​

  • JC, SM: each run skips any Employee / Payment Sequence that needs reprocessing or has non-posted timecards. EM skips sequences that require processing or have non-posted timecards.
  • JC, EM, GL, and employee accumulations store current vs last update until the period is purged. Equal values = nothing posted. Unequal = reverse old and post current (accumulations subtract old and add current by the month earnings were paid).
  • CM records checks, EFTs, and voids by paid month.
  • If you correct timecards after payroll was processed, reprocess those employees. If distributions already posted, rerun Ledger Update after corrections. Backing up in the payroll sequence means rerunning forms from the change point.

Module calculation notes (high level)​

  • JC labor: Actuals (job/phase on timecard + JC cost type from PR Earnings Codes); Fixed Rate (JC Fixed Rate on PR Employees, or JC Fixed Rate Template when assigned — fully burdened); otherwise Burden and Premium Time from liability templates; Equipment Costs from usage units and revenue-code rates.
  • EM: mechanics costs as Actuals, Fixed Rate, or Burden per EM Company Parameters; revenue from Equipment, Revenue Code, and Usage Units (matches JC equipment cost).
  • SM: labor posts to the work order; job work orders also post to JC. Service timecards with equipment post EM revenue and SM work-order cost; GL gets revenue to the EM Departments revenue-code account and cost to Cost or Cost WIP on SM Work Completed when tracking WIP. Changes after post require rerunning EM, SM, and GL together.

Notes​