Edit Job — Accounts & Approval

When the Save button at the bottom of the Add New Job window is clicked,
OR when a job is selected in the Edit Employee window & the Edit button is clicked,
the Edit Job window opens with the Accounts tab displayed.

Use this window to select the expenditure accounts to be encumbered for this compensation and to which the actuals for earnings will be charged. A budget check is performed when the job is approved to ensure budget exists for the account code(s) selected.

These accounts will be used to encumber the funds and record actual transactions during the accounting cycle. The job can be saved with a status of New & Inactive without entering an account code, but allocation is required to be able to approve the job.

  1. Select account code(s) and allocate the salary using the account code assistant and the account code allocation window. See Account Code Assistant and Account Code Allocation for instructions.

  2. Click Save when the salary has been completely allocated.

The job must be approved to create the encumbrance for compensation and make the job available for payroll.
If you are creating a group of employee records, it will be faster to use the Mass Approve Jobs feature.
If you are creating a single employee record, you will want to approve the new employee's job(s) as you are creating the record. You may approve the jobs individually or as a group. Click here to approve multiple jobs for this employee, or continue with step 9 to approve this job individually.

  1. Click Approve Job to approve this job. You'll be asked if you are sure you want to approve the selected job(s).

  2. Click Yes. If budget checking is enabled and there are insufficient funds in the selected account(s), another message is displayed. Choose Yes to ignore the budget check and approve the job anyway, or choose No to cancel.
    The approved job is now available for payroll processing, and a general ledger transaction is written to encumber the funds.

Return to Edit an Employee