After submitting a Payroll Batch, that batch data will need to be downloaded from APS Payoll and imported into your R365 database. Two Payroll Batch files will need to be downloaded from APS Payroll: the Payroll Reversal file, which 'trues-up' the Labor accruals from the POS, and the Banking Journal Entry file, which reflects Labor payment in Bank Activity.
Payroll Reversal File
To export the Payroll Reversal File, the file will need to be downloaded from the Reporting console. After navigating to the Reporting console in APS Payroll, click 'R365 GL' to open the R365 GL Export report.
The R365 GL Export modal will appear where Report Parameters can be set before running the report.
1) Check Date - The Pay Batch that this GL Export will be ran for
- Note: If no Payroll Batches are prepared and submitted before attempting to run this report, this selector will not be displayed
2) Payroll Liability Account Number - The Liability Account Number that is used for Accrued Wages
3) JE Location - The Location assigned to this Journal Entry
4) JE File Type - The type of file ran for this report, which should be 'Step 1 - Payroll Reversal File'
When all fields have information entered, click 'Run Export' and then download the file as a CSV.
Once the file is downloaded, add a column called 'Type' after the 'JENumber' column and enter 'Payroll' in each row that has an entry. Ensure to save the file.
Navigate to your R365 database to import the downloaded Payroll Journal Entry. Hover over 'Account' in the top ribbon and then click 'Import Journal Entry'.
In the Import Journal Entry window, click the 'Payroll Journal Entry' checkbox. This will display the Payroll Start and End Date fields, which will need to be updated to reflect the beginning and end Payroll dates. Once these dates are entered, click the 'Select Files...' button and upload the Payroll Journal Entry file.
Banking Journal Entry File
Return to the R365 GL Export modal in APS Payroll and update only the 'JE File Type' field to 'Step 2 - Banking Journal Entry File'. Once more, click 'Run Report' and then download the report as a CSV.
Once more, add a column to the downloaded file called 'Type' after the 'JENumber' column and enter 'Payroll' in each row that has an entry. Ensure to save the file.
Navigate back to the Import Journal Entry window in your R365 database and uncheck the 'Payroll Journal Entry' checkbox. During this import, ensure that no checkboxes are checked before uploading the Banking Journal Entry file via the 'Select Files' button.