Setting up a General Ledger template and generating a GL from an approved payroll can lead to various errors. Below, we have included a list of errors clients may encounter and what steps should be taken to resolve them. Expand each section for details on the error and resolution steps.
Note: The data can only be uploaded in .CSV file format. Any other file type will be rejected.
General Ledger Template - Set Up Errors
[ACCORDION] Error in row [X] - Column Debit Account - [###] is not part of the options: ….
Issue: The chart of accounts on the identified row(s) is not one of the ones listed in the Chart of Accounts for GL template set up.
Resolution: Check the chart of accounts listed for the identified rows.
Verify the following:
- The provided account code is part of the entity’s chart of accounts
- Clients are using the account code and not the account name.
- There are no spaces before/after the account code in the cell
- Example: Account codes with spaces like “ 123”, “123 “ or “ 123 “ will return an error.
[/ACCORDION]
[ACCORDION] There are invalid columns for the generation type or extra dimensions
Issue: The uploaded spreadsheet had too many columns.
Resolution: The uploaded spreadsheet should have exactly 4 columns with these exact names:
- G2N Items
- Debit Account
- Credit Account
- Needed for GL
Remove any extra columns in the file and upload again.
[/ACCORDION]
[ACCORDION] Error in row [X] - Column G2N Items - [Item Name] is not part of the accepted values, please refer to the template for the list of accepted items
Issue: The G2N item(s) flagged in the error message are not currently accepted values. These G2N item names have either been replaced by newer ones, or will no longer be used in payroll.
Resolution: To resolve this, clients will need to delete all of the G2N items listed in the error message from the General Ledger Template upload.
Toggle to the Individual tab and use the search box to locate the G2N item to be deleted.
Click Delete and confirm to remove the item from the template mapping.
Once the removing of the flagged G2N items is finished, click Continue to submit the updated mapping for validation.
[/ACCORDION]
[ACCORDION] The following G2N items were not mapped in the template, please map them to generate the general ledger
Issue: Some of the G2N items in the uploaded file were not present in the original G2N template mapping.
Resolution: Clients will need to upload a new version of the G2N template containing the missing G2N items, or add the missing G2N items to the mapping. Review How To Upload G2N reports onto Deel for more information.
Note: Instead of deleting, ignore specific G2N items by marking them as “Not needed for GL” on the GL mapping file.
[/ACCORDION]
[ACCORDION] Missing / Invalid Columns Error
Issue: The mapping upload will be unsuccessful if the columns do not match the template!
Resolution: Remove extra columns and correct the names of the other columns to follow the template.
[/ACCORDION]
[ACCORDION] Incomplete Mapping Error
Issue: The following G2N item is missing a credit code, debit code, or both credit & debit codes.
Resolution: Clients must verify that the mapping includes credit and debit codes for payroll items following the logic below:
Payroll items (AKA G2N items) that must have BOTH credit and debit codes:
| Category | Payroll item | Description |
| 03. Benefit In Kind | 1. BIK | Fringe benefits given by the employer to the employee |
| 07. Employer Contributions | 1. Taxes and Social Security | Employer contribution/share to social security, social unemployment benefits, educational tax, food vouchers, etc |
| 2. Retirement/Pension | Employer contribution for pension or retirement funds both legislated by country or private, Employer share on 401K | |
| 3. Health and Insurance | Employer contribution for different insurances both public & private | |
| 4. Other | Other employer contributions (skills development, trade union, etc) | |
| 10. Accruals | 1. Accruals | Accrual values (13th salary, holiday pay, pension, leave pay, etc) |
Payroll items (AKA G2N items) that must have a credit code:
| Category | Sub Category | Definition |
| Gross deductions | 1. Leave deduction | Gross deductions |
| 2. Other | ||
| 04. Worker Taxes and Contributions | 1. Taxes and Social Security | Taxes paid by employees based on statutory rates to different government bodies & agencies, Employee contribution to social security |
| 2. Retirement/Pension | Employee contribution for any retirement funds, pension funds both legislated by country or private | |
| 3. Health and Insurance | Employee contribution for different insurances both public & private | |
| 4. Other | Other employee deductions (i.e. loans, union dues, child support, etc) | |
| Totals | 5. Net Pay | Gross pay less deductions of withholding tax and employee contributions |
| Net deductions | 1. Garnishments | |
| 2. Company loans | ||
| 3. Other |
Payroll items (AKA G2N items) that must have a debit code:
| Category | Sub Category | Definition |
| 02. Gross (Taxable) | 1. Pay rate | Annual base salary rate without benefits, allowances, bonuses, or adjustments including 13/14th month payments. |
| 2. Wage additions | Other taxable pay given to employees that impact gross | |
| 3. Bonus | Bonuses given to employees | |
| 4. Severance | Any severance/termination payments for departing employee | |
| 5. Benefits | Taxable Allowances & benefits given to employees | |
| 6. Gross Expenses | Taxable Expense Reimbursement | |
| 05. Net Additions (Non Taxable) | 1. Net Additions | Non-taxable pay given to employees |
[/ACCORDION]
General Ledger Generation Errors
[ACCORDION] Mapping Issues
Issue: The General Ledger is expecting to allocate credit and deduction per dimension (department i.e.). One of the employees on the GL does not have this detail on their contract page in Deel.
Resolution: Perform one of the following fixes:
- Review the employee allocation and insert the missing details.
- Add a default mapping for dimensions with no department specified in, and the amounts for employees that are not mapped will be gathered at these charts of account codes.
[/ACCORDION]
[ACCORDION] Missing / Invalid Columns Error
Issue: The mapping upload will be unsuccessful if the columns do not match the template.
Resolution: Remove extra columns and correct the names of the other columns to follow the template.
[/ACCORDION]
GL Generation - "Credit and Debit Not the Same" Errors
[ACCORDION] Typing Error
Resolution: Please review the data to make sure there are no typing errors (typos).
[/ACCORDION]
[ACCORDION] Negative Amounts
Resolution: Negative amounts are treated as refunds, meaning that a deduction (income tax for example) should never be recorded as a negative amount unless it’s a refund to the employee. If there is a negative amount in the G2N that should not be there, reach out to the payroll manager to request a new G2N.
[/ACCORDION]
[ACCORDION] The G2N Item is not a Currency
Resolution: Some items are tracked in different measurements/formats (An item may be measured in "days", for example) and will not appear in the GL. Make sure the G2N items are in the correct format, and if not, please reach out to the payroll manager to request a new G2N.
[/ACCORDION]
[ACCORDION] Inaccurate Mapping
Resolution: The General Ledger template must be accurate and complete to create the correct General Ledger. For example, a department name “IT” and “Information and Technology” are not the same and will need to be adjusted to match. Navigate to the employee contract details and make sure the details appear accurately for all the dimensions that were set up.
[/ACCORDION]
[ACCORDION] The following G2N items are marked as "Not Needed for the General Ledger", but have values different from 0 on the G2N file.
Resolution: G2N Items that are marked as Not Needed for the GL should have a value of 0 in the uploaded file. If the value is not zero, clients will need to map the flagged G2N items.
Select Add Item on the G2N mapping screen.
Select the G2N Item from the drop down list. Enter the credit/debit account code, and toggle “Needed for GL” on.
Click Save to apply the changes. Repeat this process for all of the items flagged in the error.