1. Accounting in WESPaC AP, Payroll, & AR Sean Schaeffer
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AP, Payroll, & AR
Sean Schaeffer

2. 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?
Lead-in Slide:  
Create a lead-in question whose answer is the reason they are attending this session. Present a problem/issue or situation that can be resolved with your session’s goal. For example, ask, “Have you ever…” or “Have you ever wanted an easy way to…” or “Did you know you could…”
Then after you show your goal slide, make a statement like: “Well, today I’m going to be showing you…. “
And then transition to your next (Agenda) slide and present that as the outline/agenda for accomplishing the goal.

3. Accounting in WESPaC Agenda
Perpetually Closing System
AP Factors and Scenarios
Payroll Factors and Scenarios
AR Factors and Scenarios
Agenda Slide: This is the plan for accomplishing the goal of the presentation. Goal is presented on prior slide as a lead-in question.

4. 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

5. Accounting in WESPaC Perpetually Closing System
Link used during Accounting Update

6. General – Equity Summary Posting
Report shows Equity Summary Relationship

7. 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

8. 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.

9. Accounting in WESPaC Accounts Payable
Invoice Account Distribution

10. 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.

11. 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

12. 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.

13. Accounting in WESPaC Accounts Payable
Accrual

14. 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

15. Accounting in WESPaC Accounts Payable
Bank Cash Account

16. Accounting in WESPaC Accounts Payable
Interaction and Impact by Check Type
Check Type
Accrues?
Cash Account Timing
Distribution Accounting
Batch
Status
Reversal
Regular, Single, Pay, and ACH
Yes
Check Register Update
Pos Amt - Dr
Neg Amt - Cr
Pos Amt - Cr
Neg Amt - Dr
Hold
N/A
Manual,
Wire Transfer No
Invoice
Batch Update
Void

17. 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

18. Accounting in WESPaC Accounts Payable
Posting Dates
Select during Accounting Update (Batch Update)
Select while creating Check Register

19. 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

20. 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

21. Accounting in WESPaC Accounts Payable – Scenario #1
Invoice Accounting Update (Batch Update)
Accrual
Equity Summary Acct
Account

22. Accounting in WESPaC Accounts Payable – Scenario #1
Invoice Accounting Update (Batch Update)
Posting Date
Account DR CR
Positive Dist. Total
Accrual
Offset Amt.
Equity Summary Acct.
Dist. Total
Posting Date
Account DR CR
Positive Dist. Total
Posting Date
Account DR CR
Posting Date
Positive Dist.Total
Accrual
Offset Amt.
Equity Summary Acct.
Dist. Total
Posting Date
Account DR CR
Posting Date
Account DR CR
Positive Dist. Total
Accrual
Offset Amt.
Accrual
Posting Date
Equity Summary Acct
Account

23. Accounting in WESPaC Accounts Payable – Scenario #1
Invoice Accounting Update (Batch Update)
** L
1,540
10 Q
10 E

24. Accounting in WESPaC Accounts Payable – Scenario #1
Invoice Accounting Update (Batch Update)
Posting Date
Account DR CR
10 E
1,540 L
Posting Date
Account DR CR
10 E
1,540
10 L
Posting Date
Account DR CR
10 E
1,540
Posting Date
Account DR CR
01/31/2013
10 E
1,540
10 L
10 Q
Posting Date
Account DR CR
Posting Date
Account DR CR
10 E
1,540
10 L
10 Q 10 **
** L
01/31/2013
1,540
10 Q
10 E

25. Accounting in WESPaC Accounts Payable – Scenario #1
Invoice Accounting Update (Batch Update)
Posting Date
Account DR CR
01/31/2013
10 E
1,540
10 L
10 Q
View Update History (Financial Management\Account Management\AM\Setup\AU\VU)

26. Accounting in WESPaC Accounts Payable – Scenario #1
Check Register Update
Accrual
Bank Cash Acct

27. Accounting in WESPaC Accounts Payable – Scenario #1
Check Register Update
Posting Date
Account DR CR
Accrual
Offset Original Posted Amount
Bank Cash Acct
Offset Amount to Accrual
Posting Date
Account DR CR
Accrual
Offset Original Posted Amount
Bank Cash Acct
Offset Amount to Accrual
Posting Date
Account DR CR
Accrual
Bank Cash Acct
Posting Date

28. Accounting in WESPaC Accounts Payable – Scenario #1
Check Register Update
** L
** A

29. Accounting in WESPaC Accounts Payable – Scenario #1
Check Register Update
Posting Date
Account DR CR
02/15/2013
10 L
1,540
10 A
Posting Date
Account DR CR
Posting Date
Account DR CR
10 L
1,540
10 A
Posting Date
Account DR CR L A **
** L 10 ** 10
** A
02/15/2013

30. Accounting in WESPaC Accounts Payable – Scenario #1
Check Register Update
Posting Date
Account DR CR
02/15/2013
10 L
1,540
10 A
View Update History (Financial Management\Account Management\AM\Setup\AU\VU)

31. Accounting in WESPaC Accounts Payable – Scenario #1
(Bank Cash Acct)
10 L 601 **
(Accrual Summary)
10 Q 890 **
(Equity Sum Acct)
1,540 2
1,540 1
1,540 1
1,540 2
10 E 530 **
(Dist. Account)
Post Regular Check Type Invoice (positive amount)
1,540 1
Post Check Register with Invoice from #1

32. 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

33. Accounting in WESPaC Accounts Payable – Scenario #2

34. Accounting in WESPaC Accounts Payable – Scenario #2
(Bank Cash Acct)
10 L 601 **
(Accrual Summary)
10 Q 890 **
(Equity Sum Acct)
1,540 1
1,540 1
10 E 530 **
(Dist. Account)
Post Manual Check Type Invoice (positive amount)
1,540 1
Run Invoice through Check Register

35. Accounting in WESPaC Accounts Payable – Scenario #3
Scenario #3: Voided Payment
Original invoice that needs to be voided or cancelled
Distribution Account: 20 E
Distribution Line Total: $5,500.00
Check Type: Regular
Accrual: ** L 601
Cash: ** A 241

36. Accounting in WESPaC Accounts Payable – Scenario #3
(Bank Cash Acct)
20 L 601 **
(Accrual Summary)
20 Q 865 **
(Equity Sum Acct)
5,500 2
5,500 1
5,500 1
5,500 2
5,500 3
5,500 3
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)
5,500 1
5,500 3

37. Accounting in WESPaC Accounts Payable – Scenario #4
Scenario #4: Prepayment
Invoice to record items purchased for next year
Distribution Account: 10 E
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

38. Accounting in WESPaC Accounts Payable – Scenario #4

39. Accounting in WESPaC Accounts Payable – Scenario #4

40. Accounting in WESPaC Accounts Payable – Scenario #4

41. Accounting in WESPaC Accounts Payable – Scenario #4
(Bank Cash Acct)
10 A 430 **
(Accrual)
10 Q 890 **
(Equity Sum. Acct)
10 E 530 **
(Dist. Account)
4,400 2
4,400 2
2. Update the Check Register for the payment.
1. Posting an Invoice for prepaid items
10 A 241 **
(Bank Cash Acct)
10 A 430 **
(Accrual)
10 E 530 **
(Dist. Account)
10 Q 890 **
(Equity Sum. Acct)
4,400 1
4,400 1
4,400 1

42. 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

43. Accounting in WESPaC Accounts Payable – Scenario #5
(Bank Cash Acct)
10 A 430 **
(Accrual)
10 Q 890 **
(Equity Sum. Acct)
10 E 530 **
(Dist. Account)
4,400 2
4,400 2
4,400 5
4,400 5
3. Post a Void Check Type Invoice
Update Check Register with Void Check Type Invoice
5. Post Journal Entry to to completely void the payment.
4. Post Journal Entry to to completely void the payment.
10 A 241 **
(Bank Cash Acct)
10 A 430 **
(Accrual)
10 Q 890 **
(Equity Sum. Acct)
10 E 530 **
(Dist. Account)
4,400 3
4,400 1
4,400 1
4,400 1
4,400 4
4,400 4
4,400 3
4,400 3

44. Accounting in WESPaC Accounts Payable – Scenario #6
Scenario #6: Comp Tax
Distribution Account: 10 E
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

45. Accounting in WESPaC Accounts Payable – Scenario #6

46. Accounting in WESPaC Accounts Payable – Scenario #6

47. Accounting in WESPaC Accounts Payable – Scenario #6
(Bank Cash Acct)
10 L 601**
(Accrual)
10 L 630 **
(Comp Tax Accrual)
10 Q 890 **
(Equity Sum Acct)
100 2
100 1
10 1
110 1
100 2
10 E 530 **
(Dist. Account)
Post invoice.
Update Check Register for the invoice.
110 1

48. Accounting in WESPaC Accounts Payable – Scenario #6
Comp Tax – Processing a Comp Tax Generated invoice and paying Comp Tax to DOR
Check Type: Wire Transfer
Accrual: ** L 601
Cash: ** A 240
Distribution Account: 10 L
Distribution Total: $10.00
Invoice Posting Date: 04/10/2013
Payment Posting Date: 04/10/2013

49. Accounting in WESPaC Accounts Payable – Scenario #6
(Bank Cash Acct for Original Inv)
10 L 601**
(Accrual)
10 L 630 **
(Comp Tax Accrual)
10 Q 890 **
(Equity Sum Acct)
100 2
100 1
10 1
110 1
100 2
10 3
10 A 240 **
(Bank Cash Acct for Comp Tax Inv)
10 E 530 **
(Dist. Account)
Post Comp Tax Generated invoice.
Update Check Register for the Comp Tax Generated invoice.
10 3
110 1

50. Accounting in WESPaC Payroll
Payroll’s Update step posts activity to account codes

51. 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

52. Accounting in WESPaC Payroll
Posting Date
Account DR CR
Pay Record/Transaction Acct. Distrib.
Gross Salary
Posting Date
Account DR CR
Pay Record
Transaction
Account Distribution

53. 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

54. 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

55. Accounting in WESPaC Payroll
4040
*1**

56. Accounting in WESPaC Payroll
4040
*1**
*2**
10 E
4240
2000 2
10 E
2000
10 E
4040
*1**

57. 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

58. Accounting in WESPaC Payroll
Posting Date
Account DR CR
Pay Record/Transaction Acct. Distrib.
Gross Salary
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Posting Date
Account DR CR
Pay Record/Transaction Acct. Distrib.
Gross Salary

59. 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

60. Accounting in WESPaC Payroll

61. Accounting in WESPaC Payroll
Posting Date
Account DR CR
Pay Record/Transaction Acct. Distrib.
Gross Salary
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Posting Date
Account DR CR
Pay Record/Transaction Acct. Distrib.
Gross Salary
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3

62. 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

63. Accounting in WESPaC Payroll

64. Accounting in WESPaC Payroll
Posting Date
Account DR CR
Pay Record/Transaction Acct. Distrib.
Gross Salary
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Deduction Total
Benefit Code Account Code
Benefit Total
Posting Date
Account DR CR
Pay Record/Transaction Acct. Distrib.
Gross Salary
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total

65. 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

66. Accounting in WESPaC Payroll

67. Accounting in WESPaC Payroll
Posting Date
Account DR CR
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
Pay Record/Transaction Acct. Distrib.
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Posting Date
Account DR CR
Pay Record/Transaction Acct. Distrib.
Gross Salary
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Deduction Total
Benefit Code Account Code
Benefit Total

68. 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.

69. Accounting in WESPaC Payroll
Posting Date
Account DR CR
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
Pay Record/Transaction Acct. Distrib.
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
Posting Date
Account DR CR
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
Pay Record/Transaction Acct. Distrib.
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total

70. Accounting in WESPaC Payroll
Posting Date
Set when running Payroll Calculate
Defaults as Check Date/Payroll Posting Date
Can be overridden

71. Accounting in WESPaC Payroll

72. Accounting in WESPaC Payroll
Posting Date
Account DR CR
Budgetary
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
Pay Record/Transaction Acct. Distrib.
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
Posting Date
Account DR CR
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
Pay Record/Transaction Acct. Distrib.
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code

73. 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
Total Benefits: $521.06
Account Codes related to selected Benefit Codes
10 E (198.14)
10 E (4.17)
10 E (318.75)

74. Accounting in WESPaC Payroll – Scenario #1
Total Deductions: $994.17
Deduction Account: 10 L
Payroll Accrual Summary Account Code:** L 605
Payroll Cash Account Bank: ** A
Posting Date: 01/31/2013

75. Accounting in WESPaC Payroll – Scenario #1
Posting Date
Account DR CR
Budgetary Posting Date
10 A
994.17
4,166.67
10 E
10 E
198.14
4.17
318.75
10 L
4,687.73
10 L
521.06
Equity Summary Account Code
Sal & Ben Total
Posting Date
Account DR CR
Budgetary Posting Date
10 A
994.17
4,166.67
10 E
10 E
198.14
4.17
318.75
10 L
4,687.73
10 L
521.06
10 Q
Posting Date
Account DR CR
01/31/2013
10 A
994.17
4,166.67
10 E
10 E
198.14
4.17
318.75
10 L
4,687.73
10 L
521.06
10 Q
Posting Date
Account DR CR
Budgetary Posting Date
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
10 E
4,166.67
10 E
198.14
4.17
318.75
10 L
4,687.73
10 L
521.06
994.17
Equity Summary Account Code
Sal & Ben Total
Posting Date
Account DR CR
Budgetary Posting Date
10 A
994.17
4,166.67
10 E
10 E
198.14
4.17
318.75
10 L
4,687.73
10 L
521.06
10 Q
Posting Date
Account DR CR
Budgetary Posting Date
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
10 E
4,166.67
10 E
198.14
4.17
318.75
10 L
4,687.73
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
Sal & Ben Total
Posting Date
Account DR CR
Budgetary Posting Date
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
Pay Record/Transaction Acct. Distrib.
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
Posting Date
Account DR CR
Budgetary Posting Date
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
10 E
4,166.67
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
Posting Date
Account DR CR
Budgetary Posting Date
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
10 E
4,166.67
10 E
198.14
4.17
318.75
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
Posting Date
Account DR CR
Budgetary Posting Date
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
10 E
4,166.67
10 E
198.14
4.17
318.75
10 L
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
Posting Date
Account DR CR
Budgetary Posting Date
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
10 E
4,166.67
10 E
198.14
4.17
318.75
10 L
4,687.73
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code

76. Accounting in WESPaC Payroll – Scenario #1

77. Accounting in WESPaC Payroll – Scenario #1
During Payroll Update
Post Payroll Expenses & Related Accrual
Alleviate Payroll Accrual, Reduce Cash for Direct Deposit Issuance, & Accrue Payables (Ded/Ben)
After Payroll Update
Batch Update Payroll-generated AP Invoices (Wire- Check Type)
10 A **
(Bank Cash Acct)
10 L 605 **
(Payroll Accrual)
10 Q 890 **
(Equity Sum. Acct.)
4,1672
4,6881
4,6881
4,6882
9942
10 A 240 **
(AP Bank Cash Acct)
10 L 610 **
(Ded/Ben Accrual)
10 E 530 **
(Dist. Account)
15153
5212
4,1671
9942
1981
15153 41
3191

78. 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

79. 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)

80. 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)

81. Accounting in WESPaC Payroll – Scenario #2
Posting Date
Account DR CR
12/28/2010
10 A
994.17
4,166.67
10 E
10 E
198.14
4.17
318.75
10 L
4,687.73
10 L
521.06
10 Q
Payroll Cash Account Bank
Net Direct Dep.
Direct Deposit Accrual Sum. Acct.
Posting Date
Account DR CR
12/28/2010
10 A
994.17
4,166.67
10 E
10 E
198.14
4.17
318.75
10 L
4,687.73
10 L
521.06
10 Q
Direct Deposit Accrual Sum. Acct.
Net Direct Dep.
Posting Date
Account DR CR
Budgetary Posting Date
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
Pay Record/Transaction Acct. Distrib.
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
Net Direct Dep.
Direct Deposit Accrual Sum. Acct.
Posting Date
Account DR CR
Budgetary Posting Date
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
Pay Record/Transaction Acct. Distrib.
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
Direct Deposit Accrual Sum. Acct.
Posting Date
Account DR CR
Budgetary Posting Date
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
Pay Record/Transaction Acct. Distrib.
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
Direct Deposit Accrual Sum. Acct.
Posting Date
Account DR CR
Budgetary Posting Date
Payroll Cash Account Bank Acct.
Deduction Total
Gross Salary
Pay Record/Transaction Acct. Distrib.
Derived Benefit Account Code #1
Calculated Amt.
Derived Benefit Account Code #2
Derived Benefit Account Code #3
Payroll Accrual Summary Account
Sal & Ben Total
Deduction Code Account Code
Benefit Code Account Code
Benefit Total
Equity Summary Account Code
Posting Date
Account DR CR
01/13/2013
10 A
994.17
4,166.67
10 E
10 E
198.14
4.17
318.75
10 L
4,687.73
10 L
521.06
10 Q
3,172.50
10 L

82. Accounting in WESPaC Payroll – Scenario #2
(Bank Cash Acct)
10 L 605 **
(Payroll Accrual)
10 L 610 **
(Ded/Ben Accrual)
During Payroll Update
Post Payroll Expenses & Related Accrual.
Alleviate Payroll Accrual, Reduce Cash for Direct Deposit Issuance, & Accrue Payables (Ded/Ben).
Accrue Direct Deposit Invoice and reclaim cash for reduction with Invoice.
4,1672
4,6881
5212
4,6882
9942
9942
31733
10 Q 890 **
(Equity Sum. Acct.)
10 E 530 **
(Dist. Account)
10 L **
(Dir Dep Accrual)
4,6881
4,1671
31733
1981 41
3191

83. Accounting in WESPaC Payroll – Scenario #2
(Bank Cash Acct)
10 L 605 **
(Payroll Accrual)
10 L 610 **
(Ded/Ben Accrual)
After Payroll Update
Batch Update Payroll-generated AP invoices (Wire Check Type) to pay Ded/Ben vendors.
Batch Update AP Invoice (Regular Check Type) for Direct Deposit Settlement.
4,1672
4,6881
5212
4,6882
9942
9942
15154
31733
10 A 240**
(AP Bank Cash Acct)
10 L 601 **
(AP Accrual)
10 L **
(Dir Dep Accrual)
15154
31735
31733
31735

84. 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

85. 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

86. Accounting in WESPaC Accounts Receivable – Scenario #1
Scenario #1:Deferred Revenue
Accrual: ** A 340
Deferred Revenue is selected
Deferred Revenue Accrual: ** L 750
Bank Cash Account: ** A 230
Invoice Detail Line Total: 10 R
Distribution Total: $200.00

87. Accounts Receivable – Scenario #1

88. Accounting in WESPaC Accounts Receivable – Scenario #1
(Bank Cash Acct)
10 A 340**
(Accrual)
10 L 750 **
(Deferred Revenue)
10 Q 890 **
(Equity Sum Acct)
200 2
200 1
200 1
200 2
200 2
200 2
10 R 960**
(Detail Line)
Post AR Invoice, deferring revenue.
Update Payment.
200 2

89. Accounting in WESPaC Accounts Receivable – Scenario #2
Scenario #2: Unapplied Payments
Payment is made in advance of $250.00

90. Accounting in WESPaC Accounts Receivable – Scenario #2
Identify Unapplied Accrual Account and Bank Cash Account in System Admin options

91. Accounting in WESPaC Accounts Receivable – Scenario #2
(Bank Cash Acct)
10 L 740 **
(Unapp Accrual Acct)
Post Unapplied Cash deposit.
250 1
2501

92. Accounting in WESPaC Accounts Receivable – Scenario #2
Applying Unapplied Payment to an Invoice
Invoice
Accrual: ** A 340
Deferred Revenue Accrual: N/A
Bank Cash Account: ** A 230
Invoice Detail Line Total: 40 R
Distribution Total: $250.00

93. Accounting in WESPaC Accounts Receivable – Scenario #2
(Bank Cash Acct)
10 L 740 **
(Unapp Accrual Acct)
Post Unapplied payment.
Post Invoice.
Apply payment to invoice and Update.
250 1
2501
2503
2503
40 A 230 **
(Bank Cash Acct)
40 A 340**
(Accrual Acct)
40 Q 819 **
(Accrual Acct)
40 R 960 **
(Detail Line Acct)
2503
2502
2502
250 2
2503

94. Questions?
What are your questions?

95. Thank You! Sean Schaeffer, WSIPC sschaeffer@wsipc.org
Washington School Information Processing Cooperative