Table of Contents

Set up posting groups and account assignment for payroll posting

Posting groups allow different financial- and cost-accounting account assignments for the same salary type for different employee groups. Set up accounts, offsetting accounts, cost types, and cost center matrices together with finance and cost accounting — before you post the first definitive payroll run and again whenever the account assignment or dimensions change.

Prerequisites

  • The chart of accounts is set up.
  • Cost types, cost centers, and cost objects are available if you use cost accounting.
  • The required salary types are set up.
  • Employees can be assigned to a posting group.

Create posting groups

  1. Open Posting Groups from the Employee Card on the Job tab.
  2. Enter a unique Code.
  3. Enter a meaningful Description.
  4. Assign the posting group to the relevant employees.
Wichtig

A posting group with existing account assignments shouldn't be deleted. When deleting, SwissSalary points out that account assignments are present.

Assign general-ledger accounts

  1. Open the Salary Types list.
  2. On the Salary Type Card, under Related, choose Account > General Ledger.
  3. Enter the following for each Salary Type No. in use:
    • Account No.
    • Bal. Account No.
  4. Check that the accounts are present in the chart of accounts and are suitable for the intended posting.

The posting matrix can override the account assignment of a salary type for a posting group. If no different value is present in the matrix, SwissSalary uses the account assignment of the salary type.

Hinweis

The payroll run checks whether the specified general-ledger accounts exist. Missing accounts prevent correct processing.

Assign cost types

If you use cost accounting:

  1. Open the Salary Types list.
  2. On the Salary Type Card, under Related, choose Account > Cost Accounting.
  3. Enter the following for each salary type:
    • Debit Cost Type No.
    • Credit Cost Type No.
  4. Check that both cost types exist.

Whether cost types are determined by posting group or by salary class depends on the Payroll Setup. Consistently use the method defined in your company.

Complete the cost center matrix

  1. On the salary type, under Related, choose Dimension > Cost Center or Cost Object.
  2. Enter the required combinations of salary type and posting group.
  3. Enter the following depending on the module:
    • Debit Cost Center
    • Debit Cost Center G/L
  4. Check that the dimension values aren't blocked.

The posting matrix distinguishes the General Ledger and Cost Accounting modules and the types Cost Center, Account, and Cost Object.

Check G/L posting entries

  1. Choose a representative employee for each posting group.
  2. Run a test payroll run with the typical salary types.
  3. Check the salary entries that are created:
    • account and offsetting account;
    • debit and credit cost type;
    • cost center and cost object;
    • posting group.
  4. For a controlled definitive run, create the General Ledger Log and, if applicable, the Cost Accounting Log.
  5. Reconcile debit, credit, and dimensions before you post productively.
Warnung

Don't test account assignment changes for the first time on a productive, already approved run. An incorrect matrix can affect all employees in the same posting group.

Manage changes

When making changes:

  • document the professional reason and the effective date;
  • check all affected salary types and posting groups;
  • run a representative test run again;
  • check financial and cost accounting separately;
  • don't change posted salary entries directly.

Good to know

  • If you delete a posting group with existing account assignments, you tear apart the account mapping — open runs can no longer be posted.
  • If you leave missing general-ledger accounts in the matrix, processing fails and the payroll run remains unposted.
  • If you test account assignment changes only on the approved productive run, incorrect accounts affect all employees in the group.
  • If you "fix" posted salary entries instead of setup and test run, you risk inconsistent follow-up postings and audit findings.

See also