Deel’s General Ledger Fast Set Up is a Self-Service process that allows you to create a Chart of Accounts, customize your General Ledger Template, and generate the General Ledger in three easy steps.

Note: Global Payroll must be active for the entity in order to set up a GP General Ledger.

Please follow these steps if your payroll has already been processed. If you need to create a General Ledger before payroll is processed, please refer to the Chart of Accounts and General Ledger Template Setup article for more information.

✅ Step 1 - Select to Generate General Ledger

Go to Payroll > Global Payroll.

Select an entity that has completed payroll processing. Click on the Payroll tab, and scroll down to the Payroll Documents section.

Post-approval Payroll Documents have the option to Generate the General Ledger. Select Generate to continue.  

A popup will appear allowing you to select how to create your General Ledger. You can either create a new GL Template or to use an existing one.

If you opt to use an existing template, select it from the drop down menu. The General Ledger will be generated by your selected template, and you will be able to further customize it, or save it

If you opt to create a new template, Select Continue.

✅ Step 2 - Add Chart of Accounts

If you have any accounts already on record for this entity they will be listed on screen.

To edit a chart of accounts, click each account name. Use the Trash icon to delete a specific chart of accounts.

Select Add to add a new account.

You will have the option to manually add an Individual Account’s details, Use a CSV to Bulk Add your Chart of Accounts, or Duplicate the Chart of Accounts from another entity. 

Once the Chart of Accounts is complete, select Continue. 

✅ Step 3 - Set up G2N Mapping 

You will have several steps available for your G2N mapping set up on the screen (1 required step and 2 optional).

[DROPDOWN] Select from the dropdown to explore each: 

[DROPDOWN-OPTION] Required: Download template and upload filled CSV

Select to Download the CSV template provided. Fill in all of the columns of the document.

Click to Browse or Drag and Drop to upload the filled CSV file.

[DROPDOWN-OPTION] Optional: Define your Consolidation Settings 

On Step 2 of 3: Set up Mapping, select Consolidation Settings. 

Select to define the Consolidation Settings by By Entity, By Dimension, or By Employee. 

• By Entity:
  Choose this option if you do not require further segmentation of GL transactions. You will map the Account Codes assigned in the Chart of Accounts (COA) to the payroll items to generate the GL.
  
  
• By Dimension:
  Choose this option if you wish to slice and dice the data into smaller segments based on various groupings, including cost centers and department for example.
   
• By Employee:
  Choose this option if you wish to slice and dice the data into smaller segments based on specific employees. 

[ACCORDION] Add a Dimension 

Select +New Dimension to create a custom dimension.

List of fields found in the Job Information section that can be used as dimensions: 

• Division
• Department
• Job Title
• Cost Center
• Employment Type
• Location
• Custom Fields (See Note below)

Note: If you need more options, Custom Fields may be created in Organization Settings and selected as Dimensions here. (See Usage of Dimensions for more information)

Select a Dimension from the dropdown menu. To customize the way the dimension appears in the GL Journal Reports, enter your desired Label name.

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After setting your Consolidation Settings, complete the required step of uploading your filled mapping template CSV to continue.

[DROPDOWN-OPTION] Optional: Review & Edit uploaded data in Individual tab

After you have imported the filled CSV file, you may toggle to the Individual tab to review and edit the uploaded account information.

If you need to make a change or correction, you can do so directly on screen by clicking into the cell you’d like to edit. 

You may also add an item to the list of accounts by selecting Add item. 

Toggle Show Dimension in GL Report?

• If toggled to ON, Dimension will visibly aggregate transaction lines on GL based on these employee “groupings”
  
  
• If toggled to OFF, Dimension will only be used to assign appropriate GL Accounts to G2N items based on employee “groupings”

Select Add to save and return to the General Ledger mapping. 

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Select Continue to submit the G2N mapping.

✅ Step 4 - Mapping Data Validation

Deel will quickly validate the mapping between the chart of accounts and G2N items you mapped or uploaded to ensure there are no errors before allowing you to proceed. The validation step will point out on any errors found in the mapping so they can be corrected.  

Refer to How To Handle General Ledger (GL) Errors for more information on the types of errors you may encounter and how they can be resolved.

Once you are ready, click Continue.

The General Ledger will be then validated and generated, mainly checking that the credit and debit amounts are the same. 

If any errors are found, Deel will flag them so you can make the necessary corrections.
Select the Error icon for details on the issues found.

Refer to How To Handle General Ledger (GL) Errors for more information on the types of errors you may encounter and how they can be resolved. 

✅ Step 5 - Optional: Configure and Customize your GL 

Note: Customization of your GL is optional. If there are no customizations required, please proceed to Step 6. 

Use the Configure button on the bottom right to customize your General Ledger to meet your specific needs.

Under Configure Journal, you can edit the following: 

• Journal Template Name 
  
  
• Payroll Cycles to include
  • By default, the cycle from which you started the generation will be included. The General Ledger can be generated for multiple cycles as well, just select them from the list.
    
    
• Posting Date reflected in the journal
  • You can select what is your accounting date for the journal. By default, the General Ledger is set up to the employee pay date, and you can change to the pay cycle end date.
    
    
• Number Separator
  • You can select how the numbers to appear on the journal - is it 1,000.12 or 1.123,12 or without a separator 1234.12
    
    
• Date Format
  • The journal supports over 20 date formats to cater to your needs
    
    
• Columns (Order, Name, and Visibility)
  • For every column that appears on the journal by default, you can decide to hide it, rename it, or sort it differently. You can add additional columns as explained in the next section

[ACCORDION] How to add a new GL column

Select Add Columns 

Enter your desired column Name and select a column Field Type from the menu. 

The General Ledger supports 3 types of columns: Fixed String, Custom User Defined Field, and Running Number.

Fixed String - Cells in this column type will have the same value for all the journal entries. For example, if you set it to “note” then for every line the journal will include “note”.
Custom User Defined Field - Cells with this column type can support concatenation of up to 10 items. Items in the concatenated string can include fixed strings, G2N items, and/or payroll cycles.
Running Number - Cells in this column type will have a prefix, a start number, and interval. For example, If the prefix is 'test', the starting number is 1, and the interval is 2, then the user defined field value will be: test1, test3, test5, and so on.

[ACCORDION] How to hide an existing column

Select to edit an existing column or select Add Column to create a new column.

Toggle the eye icon to show or hide the column in the report.

[ACCORDION] How to change date format

You can configure the date format of the journal overall and/or  by individual column.
Select to edit an existing column or select Add Column to create a new column.

Scroll down to the Posting Date Format section

Select the symbol that will serve as your date separator and the display format for the date  

[ACCORDION] How to change numbers split (Set number separator)

Under Step 3 of 3: Configure & Generate, select Configure.

Scroll down to the Select Number Separator section

Select to use commas (,) or dots (.) as the separator symbol for numbers that appear in the journal.

• Dot (1.000.000,00)
• Comma (1,000,000.00)

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Once you have customized the GL to your preferences, select Save to apply the changes.
Your GL will be validated again and you will see the changes you’ve made update in real time. 

✅ Step 6 - Generate your General Ledger

Select Generate to save and create your General Ledger.

Select View to review your GL template or OK to continue. 

✅ Step 7 - Sync or Download your General Ledger 

Once you’ve generated the General Ledger, you can either sync it to your NetSuite, or download your General Ledger at any time from the entity’s Payroll Tab

Return to the Payroll Documents section.
Select the three dots icon in line with General Ledger. Select Download from the menu.

FAQ

[ACCORDION] What happens to the original GL report if I regenerate one on the same payroll cycle?

Deel keeps a history of every GL report generated. Each time you regenerate a report, the latest one becomes available for download under the entity's payroll tab.

You can access and download historic GL reports in the payroll cycle under After Approval >  General Ledger > Action Menu (Three Dots icon)

Select View Details

Select to Download any GL versions in the history to review

[ACCORDION] How can I set up a GL before I have a payroll processed?

Navigate to the entity settings and upload a chart of accounts, create a template. Please refer to the Chart of Accounts and General Ledger Template Setup article for more information. 

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