Defining and Applying Global PEO Accounting Templates

The Global PEO Client Accounting Templates allow you the flexibility to define and apply a PEO accounting template for related clients globally without having to repeat the setup on a client-by-client basis. A service provider with a PEO Client that has sister companies might want all their accounting to be set up the same, for example, a chain of hotels. You can define a Global PEO Client Accounting Template and then select it in the Global Account Template field in the PEO Client Accounting form. From there, you will only have to enter any overrides a client might have in the individual PEO Client Accounting form for that client. These account codes can be replaced by the invoice format. If items are to be summarized on the invoice format, an account number there will replace these.

Note:  Client Access Group security is enabled on this form.

Caution: The client accounting templates that prepare downloads must be of specific design to work correctly. Please make sure you understand the format requirements before making changes here.

To access the form, click Back Office. Under System|Change, click Global PEO Client Accounting Templates.

To change the Global PEO Client Accounting Templates:

1. Access the Global PEO Client Accounting Templates form in the System|Change menu.
2. Complete the following:

Field Name

Description
Accounting Template ID
• To create a new global client accounting template that can be shared by multiple clients, enter the name of global Accounting Template here.
• To change a global client existing accounting template, enter the client accounting template ID or click the Accounting Template ID link and select the one that you want to change from the Select Global Accounting Template dialog box.
Template Description

Enter the description of the global client accounting template entered above.

Note:  For an existing global client accounting template ID, this field will auto-populate. You can edit the template description here.
Client Accounting System

Select the client accounting system to be used for this global client accounting template from the following options:

• Generic - this is the default option.
• PeachTree
• QuickBooks
• QuickBooks Billing
• Great Plains
• Custom

Note:  For an existing global client accounting template, this field will auto-populate. You can edit the client accounting system here.
Match Format

If present, this will test the entries to ensure they follow the format.

Enter a format to ensure that the G/L Account numbers entered into each code section matches the format in this field.

The options you can use in this field are N, A, or X, where N is a number, A is an alphabetic character, and X is a wildcard, which means you can use anything. A zero in front of the X (that is, 0X) indicates that section of the code can be any length and any character. (An error displays, "This entry does not match the mask pattern!", if the Acct Format entered does not adhere to the Match Format.)

For example, if you enter 4N-2N, which indicates four numbers, with two numbers in this field, so any G/L number you enter must be in that format. For example, 4321-23 is a valid Acct Format, but 64321-23 is not because its format is five numbers, with two numbers in this field.
Earning Codes

Enter the earning code here to build the client accounting template or click the Earning Code link to select the one you want from the Pay Code Search dialog box. You can select more than one earning code for a client accounting template by clicking on the (+) sign before the Earn Code link. The Description of the earning code will auto-populate which cannot be edited. In the Earn Acct Format, enter the account number format.

Note:   

• For an existing client accounting template ID, this field will auto-populate.
• You can add or delete an earning code here which will change the existing client accounting template.
• You can edit the Earn Acct Format which will override the Earn Acct Format for that earning code in the existing client accounting template.

Deduction Codes

Enter the deduction code here to build the client accounting template or click the Deduct Code link to select the one you want from the Deduction Codes dialog box. You can select more than one deduction code for a client accounting template by clicking on the (+) sign before the Deduct Code link. The Description of the deduction code will auto-populate which cannot be edited. In the Deduction Account Format, enter the account number format. This field does not allocate.

Note:   

• For an existing client accounting template ID, this field will auto-populate.
• You can add or delete a deduction code here which will change the existing client accounting template.
• You can edit the Deduction Account Format which will override the Deduction Account Format for that deduction code in the existing client accounting template.

Tax Codes

Enter the Vertex tax code here to build the global client accounting template or click the Tax Code link to select the one you want from the Select Tax Code dialog box. You can select more than one tax code for a global client accounting template by clicking on the (+) sign before the Tax Code link. The Description of the tax code will auto-populate which cannot be edited. In the Tax Account Format, enter the account number format.

Note:   

• For an existing client accounting template ID, this field will auto-populate.
• You can add or delete a tax code here which will change the existing global client accounting template.
• You can edit the Tax Account Format which will override the Tax Account Format for that tax code in the existing global client accounting template.

Other Bill Codes

Enter other bill code here to build the global client accounting template or click the Other Bill Code link to select the one you want from the Select Billing Code dialog box. You can select more than one bill code for a global client accounting template by clicking on the (+) sign before the Other Bill Code link. The Description of the other bill code will auto-populate which cannot be edited. In the Other Bill Account Format, enter the account number format.

Note:   

• For an existing client accounting template ID, this field will auto-populate.
• You can add or delete a bill code here which will change the existing global client accounting template.
• You can edit the Other Bill Account Format which will override the Tax Account Format for that bill code in the existing global client accounting template.
3. Click Save to either save the new global client accounting template or save the changes made to an existing global client accounting template. Upon saving, the form is cleared.
4. Click Delete to delete an existing global client accounting template any time.
5. Click Clear to clear this form.