---
title: "Set Up GL Exports in ProWork"
sidebarTitle: "ProWork GL exports"
description: "Copy the GL export reports from the client template, schedule automated delivery, and configure GL codes, formats, and override mapping."
icon: "file-export"
---

> **For AI agents:** the complete documentation index is at [llms.txt](/llms.txt). Append `.md` to any page URL for its markdown version.

This guide sets up the automated payroll GL export from ProWork into Intacct or R365 — copying the report templates, scheduling delivery, and configuring the GL mapping.

<Info>
  **Source:** `General Accounting/11 - Accrued Payroll/GL exports in PRO WORK.docx`. Related SOP: [Payroll concepts](/internal/sops/accounting/payroll/payroll-concepts).
</Info>

## Copy the reports from the client template company

<Steps>
  <Step title="Open Reports Settings Maintenance">
    Log in to **ProWork Admin** and navigate to **Maintenance → Processes → Reports → Reports Settings Maintenance**.
  </Step>

  <Step title="Find the two reports to copy">
    Apply these filters:

    - `Company:ShortName` = **ClientTemplate**
    - `Setting Type` = **Intacct Data**
  </Step>

  <Step title="Copy them to the new company">
    Check the box next to the two reports and click **Copy To**. Select the new companies you want to copy the reports to, and copy them as a **company level report**.
  </Step>
</Steps>

## Schedule report delivery

Log in as **SA** to the client company.

<Steps>
  <Step title="Locate the copied reports">
    Navigate to **My Saved Reports**. Make sure the **Show Other's Settings** box is checked, then filter on `Saved as Name` **like** `Intacct` (or `R365`). You should see the two reports listed.
  </Step>

  <Step title="Take ownership of each report">
    Edit each report, change the report ownership to **My Personal Setting**, and click save.
  </Step>

  <Step title="Set up the email schedule">
    Do this for each of the two reports.

    <Frame caption="The email configuration icon next to the report name">
      <img src="/images/accounting/gl-exports-in-pro-work/image1.png" alt="ProWork report email configuration" />
    </Frame>

    1. Click the email envelope icon next to the report name.
    2. Click **Add New Email Configuration**.
    3. Enter a name for the schedule — for example `Intacct Export – Every 2 Weeks`.
    4. Change the **Weekdays** dropdown to **Days Profile**, then select the days profile you set up.
    5. Enter the time you want the reports sent.
    6. **Uncheck** the **Send to Me** box.
    7. Add the recipients in the **Send to Emails** section.
    8. Confirm the **Run As** field is set to **Me**.
    9. In the email section, set:

    | Field | Value |
    |---|---|
    | **Report Format** | Excel 2007 |
    | **Display Header/Footer** | Unchecked |
    | **From Email Address** | `noreply@yourprowork.com` |
    | **Message Title** | `Intacct Data` |
    | **Maximum Rows to Send** | `3000` |
  </Step>
</Steps>

## GL mapping

GL mapping in ProWork happens in two sections: **GL Codes** and **GL Settings**.

### GL Codes

Access at **Payroll Setup → General Ledger → Codes**. This section handles two scenarios:

| Scenario | Description |
|---|---|
| **Simple GL mapping** | One GL is used for each ProWork item. A single-entity business codes all payroll taxes to the same GL `2100-E01`, regardless of employee department, location, or position. |
| **Modified mapping** | Entering the Intacct or R365 location number in the **Cost Center/Job** column allows mapping payroll items to different cost centers based on default or GL employee information. |

<Frame caption="GL Codes with cost center mapping">
  <img src="/images/accounting/gl-exports-in-pro-work/image2.png" alt="ProWork GL codes configuration" />
</Frame>

### GL Settings

This is where most mapping happens. Access it from **Payroll Setup → General Ledger → Codes**.

**Formats** — dictates what information is created for each section of the GL entry. The example below has an entry with two sections: the first holds the GL code, the second holds the location.

<Frame caption="GL entry format sections">
  <img src="/images/accounting/gl-exports-in-pro-work/image3.png" alt="ProWork GL settings formats" />
</Frame>

**Overrides** — mapping rules for any items that couldn't be mapped in GL Codes. Items are sorted in **line order**, which determines the order conditions execute.

<Warning>
  **Debits must always be numbered before liabilities** for items like taxes and work comp. Getting the order wrong produces an entry that doesn't balance the way you expect.
</Warning>

Use this numbering system to ensure conditions execute correctly:

| Range | Category |
|---|---|
| `0–199` | Earnings |
| `200–299` | Deductions |
| `300–399` | Taxes |
| `400–499` | Work comp |
| `500–1000` | Net pay, invoices, suppress |

<Frame caption="Override rules in line order">
  <img src="/images/accounting/gl-exports-in-pro-work/image4.png" alt="ProWork GL override configuration" />
</Frame>

## Creating an Intacct GL entry

**Accounting for entities and dimensions** — if the client is multi-entity or uses any dimensions, **both** reports need editing to account for this.

On the check export report, adjust the offset accounts at **Settings → Custom Settings**, then adjust the formula for **Offset Account**.

<Frame caption="Custom Settings for the check export report">
  <img src="/images/accounting/gl-exports-in-pro-work/image5.png" alt="ProWork custom settings offset account" />
</Frame>

<Frame caption="Editing the Offset Account formula">
  <img src="/images/accounting/gl-exports-in-pro-work/image6.png" alt="ProWork offset account formula" />
</Frame>

Useful field references for these formulas:

```text
GL_CostCenter1Abbrev
BankAccount_BankAccountFirstName
BankAccount_BankAccountWorkPhone
```

## Related

- [Payroll concepts](/internal/sops/accounting/payroll/payroll-concepts) — the entries this export produces
- [Export payroll from Aloha Enterprise](/internal/how-to/accounting/aloha-payroll-export) — how hours get to the CSM in the first place
- [Positive pay file policy](/internal/sops/accounting/ap/positive-pay-file-policy) — ProWork also generates the payroll positive pay file