Accounting in WESPaC
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WSIPC
AP, Payroll, & AR
Sean Schaeffer
WSIPC
Accounting in WESPaC
Have you ever wanted to see AP, AR, or
Payroll transactions explained with traditional
general ledger entries and T-accounts?
Have you ever wanted to understand which
fields or settings impact the accounting for
these transactions?
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Accounting in WESPaC
Agenda
■ Perpetually Closing System
 AP Factors and Scenarios
Payroll Factors and Scenarios
AR Factors and Scenarios
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Accounting in WESPaC
Perpetually Closing System
 Revenue and Expenditures are closed to

Equity/Fund Balance account codes with each
Accounting Update
System identifies the Equity account code to post
to by the applicable fiscal year’s link/relationship
with the Revenue or Expenditure account code
 Posting Date determines the applicable fiscal year
 Viewable in Account Profile for Current Year
 Viewable for all years on Budgetary Data Mining
reports
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Accounting in WESPaC
Perpetually Closing System
Link used during
Accounting Update
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General – Equity Summary Posting
Report shows Equity Summary
Relationship
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Accounting in WESPaC
Accounts Payable
Several factors influence the accounting in AP
 Invoice Distribution Line
Account Code
Amount & Signage
 Status
 Check Type
 Accrual (Account)
 Bank Cash Account
 Posting Dates
 *Comp Tax option
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Accounting in WESPaC
Accounts Payable
Invoice Account Distribution Line
 Account Codes for first portion of accounting
entries
Also identifies Equity account code for closing
 Amount & Signage
Total amount, which includes sales tax or other
charges
Signage (such as positive or negative amount)
contributes to determination of debiting or crediting the
Distribution Lines’ account codes.
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Accounting in WESPaC
Accounts Payable
Invoice Account Distribution
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Accounting in WESPaC
Accounts Payable
Status
 Along with the distribution’s amount signage, contributes to
determination of debiting or crediting distribution account
codes.
 Two relevant Statuses: Batch and Reversal (V)
For a Regular-Check Type invoice with positive Distribution
amounts, a status, Batch, debits its Distribution account codes and
credits the Accrual account code.
Reversal Status applies the opposite logic to reverse or wash-out
the accounting of preceding Open-Status invoice.
 For a Regular-Check Type invoice with positive Distribution amounts, a
Reversal will credit its Distribution account codes and debit the Accrual
account code.
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Accounting in WESPaC
Accounts Payable
Check Type
 Along with the Amount signage and Status, determines
the Distribution account code(s) will debited or credited
 Determines if the accounting is accrued or if cash is
recognized during Batch Update
Certain Check Types offset
to selected AP Accrual
account code
Other Check Types offset to
selected Cash account code
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Accounting in WESPaC
Accounts Payable
 Accrual
 Identifies the account code that invoice’s Distribution is
accrued against.
Automatically offsets Distribution account codes during Invoice
Accounting Updates (Batch Update)
Alleviated or reversed when Check Register is Updated
Only applicable for Check Types: Regular, Hold, Single, Pay, and ACH
 Uses Summary Account mechanism:
“**” replaced with Distribution Account codes’ fund to determine actual
account code
 If Summary Account code doesn’t have an actual account in the COA,
then it posts to default AP Accrual code’s account. Otherwise, the
Update errors.
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Accounting in WESPaC
Accounts Payable
Accrual
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Accounting in WESPaC
Accounts Payable
Bank Cash Acct:
 Identifies the account code for impacting cash
Offsets Account Distribution during Batch Updates for
Check Types, Manual, Void, and Wire Transfer
Offsets the Accrual Account code during Check
Register Update for other Check Types
 Uses Summary Account mechanism:
“**” replaced with Distribution Account codes’ fund to
determine actual account code
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Accounting in WESPaC
Accounts Payable
Bank Cash Account
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Accounting in WESPaC
Interaction and Impact by Check Type
Accounts Payable
WSIPC
Check Type
Accrues?
Cash
Account
Timing
Distribution Accounting
Batch
Status
Reversal
Status
Regular, Single, Yes
Pay, and ACH
Check
Register
Update
Pos Amt - Dr
Neg Amt - Cr
Pos Amt - Cr
Neg Amt - Dr
Hold
Yes
N/A
Pos Amt - Dr
Neg Amt - Cr
Pos Amt - Cr
Neg Amt - Dr
Manual,
Wire Transfer
No
Invoice
Batch
Update
Pos Amt - Dr
Neg Amt - Cr
Pos Amt - Cr
Neg Amt - Dr
Void
No
Invoice
Batch
Update
Pos Amt - Cr
Neg Amt - Dr
Pos Amt - Dr
Neg Amt - Cr
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Accounting in WESPaC
Accounts Payable
Posting Dates
 Determines timing of accounting
 Impacts the Month and Fiscal Year that the invoice and
payment post to
YTD reports
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Accounting in WESPaC
Accounts Payable
Posting Dates
Select during Accounting Update (Batch Update)
Select while creating Check Register
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Accounting in WESPaC
Accounts Payable
Several factors influence the accounting in AP
 Invoice Distribution Line
Account Code
Amount & Signage
 Status
 Check Type
 Accrual (Account)
 Bank Cash Account
 Posting Dates
 *Comp Tax option
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Accounting in WESPaC
Accounts Payable – Scenario #1
Scenario #1 – Regular Issue
 Account Distribution Account: 10 E 530
 Account Distribution Amount: +$1,540.00
 Status: Batch
 Check Type: Regular
 Accrual: ** L 601
 Bank Cash Account Summary Acct: ** A 241
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Accounting in WESPaC
Accounts Payable – Scenario #1
Invoice Accounting Update (Batch Update)
Accrual
Equity Summary
Acct
Account
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Accounting in WESPaC
Accounts Payable – Scenario #1
Invoice Accounting Update (Batch Update)
Posting Date
Posting
Date
Account
Account
Account
Account
Account
DR
DR
DR
DR
DR
Positive
Positive
Positive Dist.
Dist.
Dist.Total
TotalTotal
Dist.
Total
Accrual
Posting Date Accrual
Equity Summary Acct.
CR
CR
CR
CR
Offset
Offset
Offset
Amt.
Amt.
Amt.
Dist.
Dist. Total
Total
Equity Summary
Acct
Account
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Accounting in WESPaC
Accounts Payable – Scenario #1
Invoice Accounting Update (Batch Update)
** L 601 0000 00 0000 000 0000 0000
10 Q 890 0000 00 0000 430 0000 0000
1,540
10 E 530 0100 32 5000 430 0000 0000
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Accounting in WESPaC
Accounts Payable – Scenario #1
Invoice Accounting Update (Batch Update)
Posting Date
01/31/2013
01/31/2013
Account
27 5000 430 0000 0000
10 E 530 0100 32
DR
CR
1,540
10
601 0000
0000
00
0000
0000
000
000
0000
0000
0000
0000
** LL 601
** L 00
601
0000
00
0000
000 0000 0000
10 Q 890 0000 00 0000 430 0000 0000
10 Q 890 0000 00 0000 430 0000 0000
10 E 530 0100 32 5000 430 0000 0000
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1,540
1,540
1,540
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Accounting in WESPaC
Accounts Payable – Scenario #1
Invoice Accounting Update (Batch Update)
Posting Date
01/31/2013
Account
10 E 530 0100 32 5000 430 0000 0000
DR
1,540
10 L 601 0000 00 0000 000 0000 0000
10 Q 890 0000 00 0000 430 0000 0000
View Update History (Financial Management\Account
Management\AM\Setup\AU\VU)
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CR
1,540
1,540
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Accounting in WESPaC
Accounts Payable – Scenario #1
Check Register Update
Accrual
Bank Cash Acct
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Accounting in WESPaC
Accounts Payable – Scenario #1

Check Register Update
Posting
Posting Date
Date
Posting Date
Account
Account
Accrual
Accrual
Accrual
Bank
BankCash
CashAcct
Acct
DR
CR
Offset
Original
Posted
Amount
Offset
Amount to
Accrual
Bank Cash Acct
Posting Date
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Accounting in WESPaC
Accounts Payable – Scenario #1
Check Register Update
** L 601 0000 00 0000 000 0000 0000
** A 241 0000 00 0000 000 0000 0000
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Accounting in WESPaC
Accounts Payable – Scenario #1
Check Register Update
Posting
PostingDate
Date
02/15/2013
DR
10
6010000
000000
000000
0000000
0000000
00000000
0000
1,540
** LL601
** L 601 0000 00 0000 000 0000 0000
10
2410000
000000
000000
0000000
0000000
00000000
0000
10
** AA241
10
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Account
Account
CR
1,540
** A 241 0000 00 0000 000 0000 0000
02/15/2013
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Accounting in WESPaC
Accounts Payable – Scenario #1
Check Register Update
Posting
Date
02/15/2013
Account
10 L 601 0000 00 0000 000 0000 0000
10 A 241 0000 00 0000 000 0000 0000
DR
CR
1,540
1,540
View Update History (Financial Management\Account
Management\AM\Setup\AU\VU)
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Accounting in WESPaC
Accounts Payable – Scenario #1
10 L 601 **
10 Q 890 **
10 A 241 **
(Bank Cash Acct) (Accrual Summary) (Equity Sum Acct)
1. Post Regular Check Type
Invoice (positive amount)
10 E 530 **
(Dist. Account)
2. Post Check Register with
Invoice from #1
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Accounting in WESPaC
Accounts Payable – Scenario #2
Scenario #2 – Payment from check
book/imprest account Account Distribution
 Account: 10 E 530
 Account Distribution Amount: +$
 Status: Batch
 Check Type: Manual
 Accrual: ** L 601
 Bank Cash Account Summary Acct: ** A 200
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Accounting in WESPaC
Accounts Payable – Scenario #2
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Accounting in WESPaC
Accounts Payable – Scenario #2
10 L 601 **
10 Q 890 **
10 A 200 **
(Bank Cash Acct) (Accrual Summary) (Equity Sum Acct)
1. Post Manual Check Type
Invoice (positive amount)
10 E 530 **
(Dist. Account)
2. Run Invoice through Check Register
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Accounting in WESPaC
Accounts Payable – Scenario #3
Scenario #3: Voided Payment
 Original invoice that needs to be voided or cancelled





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Distribution Account: 20 E 530 0033 21 7000 500 0000 0000
Distribution Line Total: $5,500.00
Check Type: Regular
Accrual: ** L 601
Cash: ** A 241
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Accounting in WESPaC
Accounts Payable – Scenario #3
20 A 241 **
20 L 601 **
20 Q 865 **
(Bank Cash Acct) (Accrual Summary) (Equity Sum Acct)
1.
2.
3.
4.
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Post Original invoice.
Update Check Register for the Original Invoice.
Post Void Check Type Invoice to cancel
Original invoice.
Update Check Register for Void Check Type
Invoice.
20 E 530 **
(Dist. Account)
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Accounting in WESPaC
Accounts Payable – Scenario #4
Scenario #4: Prepayment
 Invoice to record items purchased for next year







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Distribution Account: 10 E 530 0100 27 5000 430 0000 0000
Distribution Line Total: $4,400.00
Check Type: Regular
Accrual: ** A 430
Cash: ** A 241
Invoice Posting Date: 09/01/2013
Payment Posting Date: 07/15/2013
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Accounting in WESPaC
Accounts Payable – Scenario #4
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Accounting in WESPaC
Accounts Payable – Scenario #4
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Accounting in WESPaC
Accounts Payable – Scenario #4
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Accounting in WESPaC
Accounts Payable – Scenario #4
10 A 241 **
(Bank Cash Acct)
10 A 430 **
(Accrual)
10 E 530 **
(Equity Sum. Acct) (Dist. Account)
10 Q 890 **
1. Posting
an Invoice
for prepaid
items
2. Update
the Check
Register
for the payment.
10 A 241 **
(Bank Cash Acct)
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10 A 430 **
(Accrual)
10 E 530 **
(Equity Sum. Acct) (Dist. Account)
10 Q 890 **
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Accounting in WESPaC
Accounts Payable – Scenario #5
Scenario #5: Voiding a Prepayment (from Scenario
#4)
 Create a Void Check Type Invoice and post it to next year
 Requires a Journal Entry to completely “wash out” the
transaction
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Accounting in WESPaC
Accounts Payable – Scenario #5
10 A 241 **
(Bank Cash Acct)
10 A 430 **
(Accrual)
10 Q 890 **
10 E 530 **
(Equity Sum. Acct) (Dist. Account)
Update
5.
Journal
Register
Entry
12-13
Void
to Check
completely
Typevoid
Invoice
the
4. PostCheck
3. Post
a Voidtowith
Check
13-14
Type
Invoice
10 A 241 **
10 A 430payment.
**
10 E 530 **
10 Q 890 **
(Bank Cash Acct)
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(Accrual)
(Equity Sum. Acct) (Dist. Account)
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Accounting in WESPaC
Accounts Payable – Scenario #6
Scenario #6: Comp Tax









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Distribution Account: 10 E 530 0100 27 5000 430 0000 0000
Distribution Line Amount: $100.00
Check Type: Regular
Accrual: ** L 601
Cash: ** A 241
Comp Tax Accrual: ** L 630
Comp Tax Rate: 10%
Invoice Posting Date: 02/25/2013
Payment Posting Date: 02/28/2013
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Accounting in WESPaC
Accounts Payable – Scenario #6
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Accounting in WESPaC
Accounts Payable – Scenario #6
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Accounting in WESPaC
Accounts Payable – Scenario #6
10 A 241 **
(Bank Cash Acct)
1.
2.
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10 L 601**
(Accrual)
10 L 630 **
10 Q 890 **
(Comp Tax Accrual) (Equity Sum Acct)
Post invoice.
Update Check Register for the invoice.
10 E 530 **
(Dist. Account)
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Accounting in WESPaC
Accounts Payable – Scenario #6
Comp Tax – Processing a Comp Tax Generated
invoice and paying Comp Tax to DOR







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Check Type: Wire Transfer
Accrual: ** L 601
Cash: ** A 240
Distribution Account: 10 L 630 0000 00 0000 000 0000 0000
Distribution Total: $10.00
Invoice Posting Date: 04/10/2013
Payment Posting Date: 04/10/2013
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Accounting in WESPaC
Accounts Payable – Scenario #6
10 A 241 **
(Bank Cash Acct
for Original Inv)
10 A 240 **
(Bank Cash Acct
for Comp Tax Inv)
10 L 601**
(Accrual)
3.
4.
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10 L 630 **
10 Q 890 **
(Comp Tax Accrual) (Equity Sum Acct)
Post Comp Tax
Generated invoice.
Update Check Register
for the Comp Tax
Generated invoice.
10 E 530 **
(Dist. Account)
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Accounting in WESPaC
Payroll
Payroll’s Update step posts activity to account codes
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Accounting in WESPaC
Payroll
Pay Record Account Distribution’s Account Code
 Records the gross wage
 Can change on Payroll Transaction record during a run
Pay Record
Transaction
Account Distribution
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Accounting in WESPaC
Payroll
Posting
Date
Account
Account
Pay Record/Transaction Acct. Distrib.
DR
DR
CR
Gross Salary
Pay Record
Transaction
Account Distribution
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Accounting in WESPaC
Payroll
Benefit Accounting
 Based on Pay Record/ Payroll Transaction Account Codes
(such as salary account code)
 And selected Benefit codes tied to Pay Record or Payroll
Transaction for the selected Employee
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Accounting in WESPaC
Payroll
Benefit Accounting
 Benefit Account Code identified by overlaying Payroll
Transaction (Salary) account code’s object dimension with
Benefit Code’s Object Debit and Benefit Overlay Mask
 Identified during Calculate step
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Accounting in WESPaC
Payroll
4040
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*1**
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Accounting in WESPaC
Payroll
10 E 0100 23 2000 430 0000 0000
4040
*1**
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Accounting in WESPaC
Payroll
Benefit Accounting
 After identifying benefit account code, PaC either:
Selects the account code from the COA
Adds the account code to COA and then selects it
 Currently, Account Code Clearance Groups must be manually updated
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Accounting in WESPaC
Payroll
Posting
Date
Posting
Date
WSIPC
Account
Account
DR
DR
Pay Record/Transaction Acct. Distrib.
Pay Record/Transaction Acct. Distrib.
Gross Salary
Gross Salary
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Calculated Amt.
Derived Benefit Account Code #3
Calculated Amt.
CR
CR
58
Accounting in WESPaC
Payroll
 Accrual accounting
 Salary and Benefit Distributions are accrued to Payroll
Accrual Summary Account
Set in SA\FM\FM\Payroll\General Options
Summary Account so Fund is derived from Distribution accounts
Posted Amount = Sum of Salary and Benefit Amounts
 Reversed in same posting because warrants and direct
deposit records are created in the Payroll run
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Accounting in WESPaC
Payroll
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Accounting in WESPaC
Payroll
Posting
Posting
DateDate
Account
DR
Pay Record/Transaction Acct. Distrib.
Gross Salary
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Calculated Amt.
Derived Benefit Account Code #3
Calculated Amt.
Sal & Ben Total
Payroll Accrual Summary Account
Payroll Accrual Summary Account
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CR
Sal & Ben Total
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Accounting in WESPaC
Payroll
 Accrual accounting
 Deduction and Benefit amounts are accrued to the account
codes assigned to Deduction and Benefit Codes
Accrual is alleviated when related AP invoices are posted (Batch
Updated)
 Payroll’s Update step creates AP invoices with Deduction Codes’ account
codes assigned to the invoices’ Distributions
 Payroll’s Update step uses the Payroll Account Payable Bank’s Summary
Account (SA\FM\FM\Payroll\General Options) to assign a bank account to
the Payroll-generated AP invoices
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Accounting in WESPaC
Payroll
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Accounting in WESPaC
Payroll
Posting Date
Account
DR
Pay Record/Transaction Acct. Distrib.
Gross Salary
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Calculated Amt.
Derived Benefit Account Code #3
Calculated Amt.
Sal & Ben Total
Payroll Accrual Summary Account
Payroll Accrual Summary Account
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CR
Sal & Ben Total
Deduction Code Account Code
Deduction Total
Benefit Code Account Code
Benefit Total
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Accounting in WESPaC
Payroll
 Cash Accounting
 When not producing a warrant to transfer funds to direct
deposit settlement account, Payroll Cash Account Bank
records the gross wage and an offsetting amount that totals
the deductions.
Gross Wage – Sum of Deduction = Net Reduction to Cash
SA\FM\FM\Payroll\General Options
Summary Account Functionality
 Fund derived from Distribution account codes
Can be changed when running the Payroll Calculate step
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Accounting in WESPaC
Payroll
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Accounting in WESPaC
Payroll
Posting Date
Account
Account
Payroll Cash Account Bank Acct.
DR
DR
Deduction Total
Pay Record/Transaction Acct. Distrib.
Gross
Gross
Salary
Salary
Derived Benefit Account Code #1
Calculated
Calculated
Amt.
Amt.
Derived Benefit Account Code #2
Calculated
Calculated
Amt.
Amt.
Derived Benefit Account Code #3
Calculated
Calculated
Amt.
Amt.
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Gross Salary
Sal & Ben Total
Payroll Accrual Summary Account
Payroll Accrual Summary Account
CR
SalSal
& Ben
& Ben
Total
Total
Deduction Code Account Code
Deduction
Total
Benefit Code Account Code
Benefit Total
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Accounting in WESPaC
Payroll
 Equity Summarization
 Salary and Benefit (assuming they are expense or revenue
account codes) account codes summarize their activity to
their related Equity Account Codes.
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Accounting in WESPaC
Payroll
Posting Date
Account
DR
Payroll Cash Account Bank Acct.
Deduction Total
Pay Record/Transaction Acct. Distrib.
Gross Salary
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Calculated Amt.
Derived Benefit Account Code #3
Calculated Amt.
Sal & Ben Total
Deduction Code Account Code
Deduction Total
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
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Gross Salary
Sal & Ben Total
Payroll Accrual Summary Account
Payroll Accrual Summary Account
CR
Sal & Ben Total
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Accounting in WESPaC
Payroll
 Posting Date
 Set when running Payroll Calculate
 Defaults as Check Date/Payroll Posting Date
 Can be overridden
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Accounting in WESPaC
Payroll
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Accounting in WESPaC
Payroll
Posting Date
Account
Budgetary
Payroll Cash Account Bank Acct.
Posting Date
DR
Deduction Total
Pay Record/Transaction Acct. Distrib.
Derived Benefit Account Code #1
Gross Salary
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Calculated Amt.
Payroll Accrual Summary Account
Payroll Accrual Summary Account
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Gross Salary
Calculated Amt.
Calculated Amt.
Sal & Ben Total
Sal & Ben Total
Deduction Total
Deduction Code Account Code
Benefit Code Account Code
Equity Summary Account Code
CR
Benefit Total
Sal & Ben Total
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Accounting in WESPaC
Payroll – Scenario #1
Scenario #1: No direct deposit invoice (e.g., CT
electronically transfers payroll funds to settlement
account)
 Gross Salary: $4,166.67
 Pay Record Account Distribution:
10 E 530 0100 27 2000 430 0000 0000
 Total Benefits: $521.06
 Account Codes related to selected Benefit Codes
10 E 530 0100 27 4220 430 0000 0000 (198.14)
10 E 530 0100 27 4230 430 0000 0000 (4.17)
10 E 530 0100 27 4240 430 0000 0000 (318.75)
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Accounting in WESPaC
Payroll – Scenario #1
Scenario #1
 Total Deductions: $994.17
Deduction Account: 10 L 610 0000 00 0000 000 0000 0000
 Payroll Accrual Summary Account Code:** L 605
 Payroll Cash Account Bank: ** A 230 2310
 Posting Date: 01/31/2013
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Accounting in WESPaC
Payroll – Scenario #1
Posting
Date
Posting
Posting
DateDate
Budgetary
Posting
Date
Budgetary
01/31/2013
Posting Date
Account
10 A 230 2310 00Account
0000 000 0000 0000
10
230Cash
2310Account
00 2000
0000 430
000
0000
0000
Payroll
Bank
Acct.
10 A
E 530
0100
27
0000
0000
10
530
0000
0000
Pay
10 EE Record/Transaction
530 0100
0100 27
27 2000
4220 430
430Acct.
0000 Distrib.
0000
10
E 530 0100
27 4220
430 0000
Derived
Benefit
Account
Code0000
#1
10 E 530 0100 27 4220 430 0000 0000
10
E 530 0100
27 4220
430 0000
0000
Derived
Benefit
Account
Code0000
#2
10 E 530 0100
27 4220
430 0000
10
530 0000
0100
27 0000
4220
430 0000
0000
0000
Derived
Benefit
Account
Code0000
#3
10 EL 605
00
000
10
0000
0000
0000
Payroll
Account
10 LL 605
605Accrual
0000 00
00Summary
0000 000
000 0000
0000
0000
Payroll
Accrual
Summary
Account
10
0000
0000
0000
Payroll
Account
10 LL 605
610Accrual
0000 00
00Summary
0000 000
000 0000
0000
0000
Deduction
Code
Account
Code0000
10
00
000
Deduction
Code
Account
Code
10 LL 610
610 0000
0000
00 0000
0000
000 0000
0000
0000
Benefit
Code
Account
Code
10
10 LQ610
8900000
000000
000000
0000000
4300000
00000000
0000
Equity
Summary
Account
Code0000
10 Q 890
0000 00 0000
430 0000
WSIPC
DR
DR 994.17
CR
CR
4,166.67
Deduction Total
994.17 Gross Salary
4,166.67
4,166.67
Gross Salary
4,166.67
198.14
Calculated Amt.
198.14
4.17
Calculated Amt.
4.17
318.75
318.75
Calculated Amt.
4,687.73
Sal & Ben4,687.73
Total
4,687.73
Sal
Total
Sal &
& Ben
Ben4,687.73
Total
521.06
Deduction
Total
Deduction521.06
Total
994.17
Benefit
Total
Benefit Total
994.17
4,687.73
Sal
Total
Sal &
& Ben
Ben4,687.73
Total
75
Accounting in WESPaC
Payroll – Scenario #1
WSIPC
76
Accounting in WESPaC
Payroll – Scenario #1
During Payroll
10 A 230 2310 ** 10 L 605 **
10 Q 890 ** Update
(Bank Cash Acct) (Payroll Accrual) (Equity Sum. Acct.) 1. Post Payroll
Expenses &
Related Accrual
2. Alleviate Payroll
Accrual, Reduce
Cash for Direct
Deposit
Issuance, &
Accrue Payables
10 E 530 **
10 A 240 **
10 L 610 **
(Ded/Ben)
(AP Bank Cash Acct) (Ded/Ben Accrual) (Dist. Account)
After Payroll Update
3. Batch Update
Payrollgenerated AP
Invoices (WireCheck Type)
WSIPC
77
Accounting in WESPaC
Payroll – Scenario #2
Scenario #2: Direct Deposit Invoice Created (e.g., CT
requires warrant to transfers payroll funds to settlement
account)
 Same example/parameters as Scenario #1
 Additional Accounting when Warrant is required
AP Invoice is created to produce a payment that is deposited in the
payroll settlement bank account to fund the direct deposits issued
WSIPC
78
Accounting in WESPaC
Payroll – Scenario #2
Requires the following System Admin Options:
 Selecting a Direct Deposit Accrual Summary Acct
(SA\FM\FM\Payroll\Direct Deposit)
 Selecting the Create Direct Deposit Invoices option
(SA\FM\FM\Payroll\Direct Deposit)
WSIPC
79
Accounting in WESPaC
Payroll – Scenario #2
Requires the following System Admin Options:
 Selecting a Generate Invoice for Direct Deposit Amounts
(SA\FM\FM\Payroll\ACH)
WSIPC
80
Accounting in WESPaC
Payroll – Scenario #2
Posting
Posting
Date
Date
Date
Budgetary
Budgetary
12/28/2010
01/13/2013
Posting
Posting
Date
Date
Account
Account
10
A
2310
00
0000
0000
Payroll
Payroll
Cash
Account
Bank
Bank
Acct.
Acct.
10
A 230
230Cash
2310Account
00 0000
0000 000
000
0000
0000
Pay
Acct.
Distrib.
EERecord/Transaction
10
530
0100 27 2000
0000
0000
2000 430
Pay
Record/Transaction
Acct.
Distrib.
Derived
Benefit
Account
Code0000
#1
10
27
430
10 EE 530
530 0100
0100
27 4220
4220
430 0000
0000
0000
Derived
Benefit
Account
Code
#2
Derived
Benefit
Account
Code0000
#1
10
E 530 0100
27 4220
430 0000
Derived
Benefit
Account
Code
#3
Derived
Benefit
Account
Code0000
#2
10
E 530 0100
27 4220
430 0000
Payroll
Account
Derived
Benefit
Account
Code0000
#3
10
LL 605
0000
00
0000
000
10
605Accrual
0000
00Summary
0000
000 0000
0000
0000
Payroll
Account
10
L 605Accrual
0000 00Summary
0000
000 0000
0000
Payroll
Accrual
Summary
Account
Deduction
Code
Account
Code
10
LL 610
0000
00
000
0000
10
610 Accrual
0000
00 0000
0000
000 0000
0000
0000
Payroll
Summary
Account
Benefit
Code00
Account
Code
10 L 610 0000
0000 000
0000 0000
WSIPC
Deduction Code Account Code
10
Q 890
0000 00 0000
430 0000
Equity
Summary
Account
Code0000
Benefit Code Account Code
10
A 230
230
2310
00 0000
0000
000
0000
0000
Payroll
Cash
Account
Bank
Acct.
Payroll
Cash
Account
Bank
10 A
2310
00
000
0000
0000
Equity Summary Account Code
Direct
Deposit
Accrual
Sum.
Acct.
10
L 605
6510 00
0000 Sum.
000
0000
0000
Direct
Deposit
Accrual
Acct.
DR
DR
DR
CR
CR
Deduction
DeductionTotal
Total
994.17
4,166.67
994.17 Gross Salary
4,166.67
Gross Salary
4,166.67
4,166.67
Gross Salary
Calculated Amt.
198.14
198.14
CalculatedAmt.
Amt.
Calculated
4.17
4.17
CalculatedAmt.
Amt.
Calculated
318.75
318.75
Sal & Ben4,687.73
Total
Calculated Amt.
4,687.73
Sal & Ben4,687.73
Total
4,687.73 Sal & Ben Total
Deduction Total
521.06
521.06
Sal & Ben Total
994.17
Benefit Total
994.17
Deduction Total
Sal & Ben4,687.73
Total
4,687.73
Benefit Total
3172.50
Dep.
Net Direct3,172.50
Sal & Ben Total
Net Direct
Dep.
Direct3,172.50
81
Accounting in WESPaC
Payroll – Scenario #2
10 A 230 2310 ** 10 L 605 **
10 L 610 **
During Payroll
(Bank Cash Acct)(Payroll Accrual) (Ded/Ben Accrual) Update
1. Post Payroll
Expenses &
Related Accrual.
2. Alleviate Payroll
Accrual, Reduce
Cash for Direct
Deposit
Issuance, &
10 Q 890 **
10 E 530 ** 10 L 605 6510 ** Accrue Payables
(Equity Sum. Acct.) (Dist. Account) (Dir Dep Accrual)
(Ded/Ben).
3. Accrue Direct
Deposit Invoice
and reclaim cash
for reduction with
Invoice.
WSIPC
82
Accounting in WESPaC
Payroll – Scenario #2
10 A 230 2310 ** 10 L 605 **
10 L 610 **
After Payroll Update
(Bank Cash Acct) (Payroll Accrual) (Ded/Ben Accrual) 4. Batch Update
Payrollgenerated AP
invoices (Wire
Check Type) to
pay Ded/Ben
vendors.
5. Batch Update AP
Invoice (Regular
10 A 240**
10 L 601 ** 10 L 605 6510 ** Check Type) for
(AP Bank Cash Acct)
(AP Accrual)
(Dir Dep Accrual) Direct Deposit
Settlement.
WSIPC
83
Accounting in WESPaC
Accounts Receivable
Factors Influencing Accounting
 Distribution Line
Determines Account Codes for explicit posting
Amount Signage contributes to determining debit or credit
 Accrual – Determines AR Accrual account and offset to
distribution
 Status – Contributes to determining debit or credit
 Bank Cash Account – Identifies the Cash account code to
record payment posting
WSIPC
84
Accounting in WESPaC
Accounts Receivable
Factors Influencing Accounting
 Deferred Revenue check box
Determines if posting to the distribution account codes is deferred
until payment is posted
Substitute the designated Deferred Revenue Accrual account during
Batch Updating
Posting Dates – Invoice and Payment
 Determine timing of accounting
WSIPC
85
Accounting in WESPaC
Accounts Receivable – Scenario #1
Scenario #1:Deferred Revenue






WSIPC
Accrual: ** A 340
Deferred Revenue is selected
Deferred Revenue Accrual: ** L 750
Bank Cash Account: ** A 230
Invoice Detail Line Total: 10 R 960 0000 27 2710 000 0000 0000
Distribution Total: $200.00
86
Accounts Receivable – Scenario #1
WSIPC
87
Accounting in WESPaC
Accounts Receivable – Scenario #1
10 A 230 **
10 A 340**
(Bank Cash Acct) (Accrual)
1.
2.
WSIPC
10 L 750 **
10 Q 890 **
(Deferred Revenue)(Equity Sum Acct)
Post AR Invoice, deferring revenue.
Update Payment.
10 R 960**
(Detail Line)
88
Accounting in WESPaC
Accounts Receivable – Scenario #2
Scenario #2: Unapplied Payments
 Payment is made in advance of $250.00
WSIPC
89
Accounting in WESPaC
Accounts Receivable – Scenario #2
Identify Unapplied Accrual Account and Bank Cash
Account in System Admin options
WSIPC
90
Accounting in WESPaC
Accounts Receivable – Scenario #2
10 A 230 **
10 L 740 **
1.
(Bank Cash Acct) (Unapp Accrual Acct)
WSIPC
Post Unapplied Cash
deposit.
91
Accounting in WESPaC
Accounts Receivable – Scenario #2
Applying Unapplied Payment to an Invoice
 Invoice





WSIPC
Accrual: ** A 340
Deferred Revenue Accrual: N/A
Bank Cash Account: ** A 230
Invoice Detail Line Total: 40 R 960 1001 00 0000 100 0000 0000
Distribution Total: $250.00
92
Accounting in WESPaC
Accounts Receivable – Scenario #2
10 A 230 **
10 L 740 **
1.
(Bank Cash Acct) (Unapp Accrual Acct)
2.
3.
Post Unapplied payment.
Post Invoice.
Apply payment to invoice and
Update.
40 A 230 **
40 R 960 **
40 A 340**
40 Q 819 **
(Bank Cash Acct) (Accrual Acct) (Accrual Acct) (Detail Line Acct)
WSIPC
93
Questions?
What are your questions?
WSIPC
94
Thank You!
Sean Schaeffer, WSIPC
sschaeffer@wsipc.org
Washington School Information Processing Cooperative
WSIPC
95