Labor distribution and the GL interface: Yardi Voyager, mappings, TEST and Go live, SFTP with a pinned host key, versions and exceptions

Every payslip is split by what the work was for — grant, property, program, fund, cost center, department — and the payroll journal is made into a file for the general ledger that receives it: Yardi Voyager’s journal ETL or a generic CSV or JSON, mapped and cross-walked, checked by control totals, sent as TEST until somebody accepts it, then live by download, HTTPS or SFTP to a pinned host key. Every version is kept; exceptions are corrected and reprocessed. For every company, in every country.

ते कुठे मिळेल

• HRMS › Payroll › Labor Distribution & GL Interface: GL Interface Console, GL Interfaces, GL Interface Mappings, GL Interface Code Crosswalk, GL Interface Valid Codes, GL Interface Files, GL Interface Exceptions, Labor Splits, Payslip Allocations.
• Roles: GL Interface Administrator and Financial Controller set interfaces up and work their files; Payroll Administrator keeps Labor Splits, makes files and works exceptions; Payroll Auditor (read only) reads it all.

How a payslip is distributed

• From approved time first: each hour where it was charged (regular, final pay and correction runs).
• Else the employee’s Labor Splits in force, else the position’s, else the position’s own cost center, department, site, grant, fund and program. Retro, bonus and off-cycle runs use the standing split.
• Employer taxes and benefits, and the employee’s taxes, deductions and net pay, follow the gross. Payslip Allocations shows the result; Rebuild a run after correcting time or splits — a posted run keeps the distribution its journal was written from.

1. Set up the interface

1. GL Interfaces › New: Code, Name, Target system profile — Yardi Voyager -- journal ETL (CSV), Generic journal (CSV) or Generic journal (JSON) — Detail, Liabilities (Split like the cost, so each property balances, or At company level), Default property / entity code, Book (Yardi: Accrual or Cash), Column headings, the code patterns, Schedule (After each payroll is posted, or Manual), Transport (Download, SFTP, HTTPS API) and File name, which must carry {run_no} or {version}.
2. GL Interface Mappings: for each Amount (Earnings, Employer taxes, Employer benefit costs, the liabilities and Net pay owed) and, if needed, a code and dimensions, the Target account and Target property. The most specific rule wins: a code before *, then each dimension it names, then Priority.
3. GL Interface Code Crosswalk: a TRANXACT code of a Property, Department, Program, Fund, Grant, Cost center or Job as the target codes it — for example location <SITE-04> as property <p0004>.
4. GL Interface Valid Codes: load the receiving system’s accounts and properties; with Codes must be on the valid-code list, a code not on it stops the file.
5. The console’s Specification and Mapping workbook download the interface specification and an Excel workbook (with a To map sheet of codes still missing) for the receiving side.

Yardi Voyager’s file is a CSV with TRANNUM, PERSON, DATE, POSTMONTH, REF, REMARK, PROPERTY, ACCOUNT, AMOUNT (debit positive, credit negative), BOOK, DESC, SEGMENT1–4, JOB and NOTES, one TRANNUM per property; it is imported with Voyager’s journal ETL. A property is a location (site).

2. SFTP: fetch and pin the host key

1. Set credentials: SFTP password or SFTP private key (PEM / OpenSSH) and Key passphrase, or the HTTPS token. Sealed when saved and never shown again.
2. Fetch host key: “<sftp.example.com> presents <SHA256:…>. Compare it with the fingerprint the receiving side gives you before pinning it.”
3. Pin host key with the Fingerprint you confirmed. It is pinned only if the server still presents exactly that key.
4. Nothing is sent to an SFTP server without a pinned key, or to one presenting another key: “… presented host key …, not the pinned …; nothing was sent”. HTTPS sends are https only.

3. TEST, then Go live

1. A new interface is in TEST: files are marked TEST and go to the test folder or URL. A TEST file can be made from a calculated or approved run.
2. On the GL Interface Console choose the Interface and the Payroll run. Control totals compares the register with the labor distribution and the file — gross, employer taxes and benefits, employee taxes, deductions, net pay, debits = credits, and each property balancing — and What would stop this file lists the exceptions.
3. Make and send the file (Make the file for Download), or Make without sending.
4. When the receiving system has accepted a TEST file that passed its control totals, choose Go live on GL Interfaces and say Who accepted the TEST file, and how. From then on files are LIVE and are made only from posted runs.

Versions, resend and reprocess

• GL Interface Files keeps every file version by version with its SHA-256 checksum and control totals — never changed, never deleted.
• Send sends a file that is made but not sent; Resend sends exactly the same file again; Reprocess, with What was corrected, makes the next version from the payroll as posted and the mapping as it is now. Transmissions lists every attempt.
• GL Interface Exceptions: missing_mapping, invalid_code, unbalanced, control_mismatch, transmission_failed. Correct the cause and Reprocess, or Close it as resolved or ignored with How it was resolved. A clean new version resolves the older ones.
• With Schedule after posting, a daily job sends every posted run from the last 60 days not sent yet; Send what is due does it now. Nothing is posted to the ledger by the interface.