Report Assistant for Microsoft Dynamics SL Payroll Module

Transcription

1 Report Assistant for Microsoft Dynamics SL Payroll Module PPM6-PR00-RA00000 RPMN-PR00-RA00650 Last Revision: March 14, 2006

2 PPM6-PR00-RA00000 RPMN-PR00-RA00650 Last Revision: March 14, 2006 Disclaimer This document may contain technical inaccuracies or typographical errors. Any documentation with respect to Microsoft Business Solutions products is provided for information purposes only and does not extend or modify the limited warranty extended to the licensee of Microsoft Dynamics SL software products. The names of companies, products, people, and/or data used in window illustrations and sample output are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. The forms and policies presented in this manual may not be the most current available. Please contact the Training Group at Microsoft Business Solutions for the most up-to-date information. This manual has been developed for Microsoft Dynamics SL 6.5. Copyright Manual copyright 2006 Microsoft Corporation. All rights reserved. Your right to copy this documentation is limited by copyright law and the terms of the software license agreement. As the software licensee, you may make a reasonable number of copies or printouts for your own use. Making unauthorized copies, adaptations, compilations, or derivative works for commercial distribution is prohibited and constitutes a punishable violation of the law. Trademark Microsoft, ActiveX, Excel, FRx, FrontPage, MapPoint, Outlook, SharePoint, Visual Basic, Visual Studio, Windows, Windows NT and Windows Server are either registered trademarks or trademarks of Microsoft Corporation, FRx Software Corporation, or their affiliates in the United States and/or other countries. FRx Software Corporation is a subsidiary of Microsoft Corporation. Crystal Reports is a registered trademark of Business Objects SA. The names of actual companies and products mentioned herein may be trademarks or registered marks - in the United States and/or other countries - of their respective owners. The example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred.

3 Table of Contents How to Use This Manual 1 Introduction 2 Manual Sections 2 Sort and Select Statements 5 Overview 6 Select Statements 7 Sort Statements 17 Possible Values Chart 22 Data Field Illustrations 25 Overview 26 Payroll Time Entry Screen 27 Payroll Time and Dollar Entry Screen 28 Review/Edit Check Screen 29 Manual Check Entry Screen 30 Payroll Check Reconciliation Screen 31 Void Check Entry Screen 32 Net Check Entry Screen 33 Employee Maintenance Screen 34 Employee History Screen 40 Employee W2 History Screen 41 Earnings Type Maintenance Screen 45 Work Location Maintenance Screen 47 Deduction Maintenance Report 48 Payroll Table Maintenance Screen 54 Pay Group Maintenance Screen 54 Benefit Class Maintenance Screen 56 Benefit Maintenance Screen 57 Worker s Compensation Maintenance Screen 61 Direct Depositor Maintenance Screen 62 Company Payroll Account Maintenance Screen 63 ACH Header/Trailer Screen 64 Payroll Setup Screen 65 PR Direct Deposit Setup Screen 70 Report Information 75 Overview 76 Time Entry Report 77 Labor Distribution Report 78 Check Preview Report 79 Checks Report 80

4 Direct Deposit Advice Slips Report 81 Check Register Report 82 Check History Report 83 PR Transactions Report 84 PR Liability Vouchering Report 85 Account Distribution Report 86 Benefit History Report 87 Workers Compensation Report 88 Benefit Transactions Report 89 Earnings & Deductions Report 90 Deduction Register Report 91 Employees Report 92 Earnings Types Report 93 Work Locations Report 94 Deduction Types Report 95 Payroll Tables Report 96 Pay Groups Report 97 Benefit Classes Report 98 Benefits Report 99 W-2 Forms Report 100 Check Reconciliation Report 101 Direct Depositor Report 102 Company Payroll Account Report 103 Arrearages Report 104 PR Batch Register Report 105 PR Edit Report 106 Index 107

5 HOW TO USE THIS MANUAL What you will learn in this section: In this section you will learn about the main sections in this Microsoft Dynamics SL Report Assistant manual. We will discuss the differences between sort and select statements. We will review possible values that can be used for both sort and select statement fields. We will also be reviewing basic information about the data field illustrations for each module data entry and maintenance screen. You will learn about basic module report information: master table, sort order, report name as stored in Crystal, and sort/select field examples.

6 Report Assistant Payroll Module Introduction Manual Sections Flexible reporting is a very important part of a company s ability to effectively operate the business. This manual is intended to assist you with flexible reporting in the Microsoft Dynamics SL Payroll module. This manual is of use during creation or modification of reports in the Crystal Report writer. The manual is divided into three parts: Sort and Select Statements The first section describes the differences between Sort statements and Select statements. This section also describes each of the parameters that are used in a sort or select statement and gives examples. This section is a good reference for users struggling when deciding the operator to use, or whether a Select statement or a Sort statement. At the end of this section, a Possible Values Chart is included. The chart displays values stored in Microsoft Dynamics SL for some of the more common fields in the Payroll module. For example, document type values, batch status values and document status values. When performing Sort and Select statements, you may not be sure of the values for some of these types of fields. The section displays some common fields with possible values. Data Field Illustrations The second section contains a picture of data entry screens and maintenance screens for the Payroll module. There is a reference for each field in the screen noting the table and field where the data from the field is stored in the Microsoft Dynamics SL data files, as noted through the Customization Manager module. For example, when entries are made in the Payroll Time and Dollar Entry ( ) screen, the amounts entered in the Units field are stored in the Prtran table, in a field named Qty. The page in this section with the Time and Dollar Entry screen includes a reference to the Units field, noting the values for the field are stored in Prtran.qty. 2 Page

7 How To Use The Manual When printing a report, determining the field needed in a sort or select statement is not always easy. You may know the field where data is entered in a screen, but are unsure what the field is called and the table where the data is stored. The information in this section can help you quickly determine the entry needed in the Sort or Select Field. Report Information The third section contains pertinent information about each report in the Payroll module. The following information is contained in the section: Master table When using Sort and Select statements for printing reports, knowing the master table name is important. If the field chosen for the Sort and Select statement is from the master table, the result can be much faster report processing and more accurate results. Sort order If a report is sorted differently than designed, report totals and subtotals may be inaccurate. Knowing the fields the report currently uses for the sort order may help you produce accurate reports when using sort statements. Report name as stored in Crystal If you need to modify or copy the report, knowing the report names from the report library is necessary. Many reports have multiple formats available, making this task more difficult. Sort and select field examples A table is included with sort and select fields for many of the more commonly used report filters for each report. Page 3

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9 SORT AND SELECT STATEMENTS What you will learn in this section: In this section you will learn about Microsoft Dynamics SL s Select statements, used to limit the records included on reports. We will discuss Microsoft Dynamics SL s Sort statements and their fields: Field, Sort Type, Sort Ascending, Page Break, Total Break.

10 Report Assistant Payroll Module Overview Each of Microsoft Dynamics SL s report screens include a Sort tab and a Select tab allowing you to type parameters used to limit the information included in reports. This section assists you with using the Sort and Select options. What is the difference between a Sort statement and a Select statement? Select statements limit the records included in a report. For example, if you type a Select statement to include only one employee in a report, only records meeting the criterion are included in the report. If no records are found to match the Select parameters entered, the report prints without data. Sort statements modify the sort order of the report. The report contains all of the data in the original report, but the Sort statement changes the order of the records when the records are printed. You can create multiple Sort and Select statements in one report. The Sort and Select tabs are available for all reports. However, the available fields for Sort and Select statements are different, depending on the tables included in the report. When creating Sort and Select statements, be aware that the results might not always be what you expect. Reports are written with specific grouping criteria and sort orders. When other fields are entered for Sort or Select parameters, the report may not print or total properly. Section 3 of this manual details the master table and default sort order for each report. 6 Page

11 Sort and Select Statements Select Statements As noted earlier, a Select statement is used to limit the records included in a report. A Select statement is similar to a filter. Using the Select tab, you can type fields, operators and values that make up the filter, controlling the records included in the report. The Select tab contains multiple rows, with four fields per row. The four fields are: Field, Operator, Value and Boolean. The fields are discussed below, along with examples. FIGURE 1 SELECT TAB Page 7

12 Report Assistant Payroll Module Field The Field field is used to type the table and field name used to filter the records in the report. In the Field field, you can use Microsoft Dynamics SL s F3 inquiry function to view a list of available tables and fields for the report. Sections 2 and 3 of this guide can be used as a reference for field names. NOTE: The list of available fields may include fields not used in the report. If you use a field in the Select statement not used in the report, the report may be blank. See Section 3 for examples of fields commonly used for Sort and Select statements for each report. Occasionally, you may need to add a field to the Field list used in a Select statement. Adding fields is performed by using the ROI SELECT formula in Crystal Reports. Refer to Knowledge Base article for information on this process. NOTE: ROI stands for Report Options Interpreter. Operator The Operator field controls the type of filter applied to the records when the system is gathering data for the report. FIGURE 2 SELECT TAB, OPERATOR FIELD 8 Page

13 Sort and Select Statements Begins With The Begins With operator is useful when you need a report for a group with a common factor. For example, if you need a list of employees that last names begin with the letter J, the following statement is used. Field Operator Value Boolean Employee.name Begins with J And Between Use Between to include only records between a beginning and ending range. In the value field, separate the upper and lower values with a comma or and. In the following example, the report includes information for employees EMP0001 through EMP0199. Field Operator Value Boolean Employee.empid Between EMP0001,EMP0199 And Employee.empid Between EMP0001 AND EMP0199 And NOTE: When using between, the report includes records matching the beginning and ending values entered. For example, EMP001 and EMP0199 are included in the report. Contains The Contains operator is used to select records that have a specified value anywhere in a field. In the following example, the statement used results in an Earnings & Deductions ( ) report including only amounts for deductions having FICA in the deduction description. Field Operator Value Boolean Deduction.descr Contains FICA And Equal Use Equal for an exact match. In the following example, only records for employee EMP0001 are included in the report. Field Operator Value Boolean Employee.empid Equal EMP0001 And Greater than Greater than is used to include records larger or higher than the value entered. In the following example, only employees with an annual salary greater than $19, are included in the report. Field Operator Value Boolean Employee.stdslry Greater than And Greater than or equal to Greater than or equal to is used to include records containing the value specified, as well as records greater than the value. In the following example, all records for Page 9

14 Report Assistant Payroll Module Employee ID EMP0001 are included in the report, such as EMP0002 and EMP0003. Field Operator Value Boolean Employee.empid Greater than or equal to EMP0001 And In The In operator works similarly to the Equal operator, but allows you to type multiple items in the Value field. In the example below, all records for employees EMP0001, EMP0002, and EMP0003 are included in the report. If there are no records for one of the values entered, the record does not print. However, records for the other two values print on the report. Field Operator Value Boolean Employee.empid In EMP0001,EMP0002,EMP0003 And Is NULL NOTE: The Is NULL operator is not applicable with this version of Solomon. Is not NULL NOTE: The Is not NULL operator is not applicable with this version of Solomon. Less than The Less than operator is the opposite of the Greater than Operator. Less than is used to select records for a specified field that are less than the value specified in the Value field. In the example below, the report includes employees having an hourly pay rate of $10.49 or less. Field Operator Value Boolean Employee.stdunitrate Less than And Less than or equal to The Less than or equal to operator works the same as the Less than operator, but also includes records with a value equal to the amount in the Value field. In the example below, the report includes employees with hourly pay rates of $10.50 or less. Field Operator Value Boolean Employee.stdunitrate Less than or equal to And 10 Page

15 Sort and Select Statements Not between The Not between operator is used to print a report for values outside a particular range. For example, if you need a report showing employees with annual salaries less than $20,000 or more than $30,000, the following statement is used. Field Operator Value Boolean Employee.stdslry Not between 20000,30000 And Employee.stdslry Not between AND And NOTE: When using Not Between, the report does not include records matching the beginning and ending values entered (i.e and are not included in the report). Not contains The Not contains operator is used to exclude data from a report with broad specifications. For example, if you want to exclude all the FED deductions from an Earnings & Deductions report, the following statement is used. Note that all deduction ID s containing FED, such as NEWFED, are excluded. Field Operator Value Boolean Deduction.dedid Not contains FED And Not equal The Not equal operator is used to exclude specific data from a report. In the example below, the report is printed to exclude salaried employees. Field Operator Value Boolean Employee.paytype Not equal S And Not in The Not in operator works similarly to the Not equal operator, but allows you to type multiple values in the Value field. In the example below, the report is printed to include employees with pay group ID s not equal to SAL or EXEC. Field Operator Value Boolean Employee.paygrpid Not in SAL, EXEC And Page 11

16 Report Assistant Payroll Module Value The Value field is used to type data that Microsoft Dynamics SL uses to determine the records included in a report. The previous section included many examples for the Value field. However, there are additional functions available. NOTE: The Value field is limited to one hundred characters. FIGURE 3 SELECT TAB, VALUE FIELD Wildcards Microsoft Dynamics SL supports the use of wildcards in the Value field of select statements. In the following example, the report includes all records where the employee s default wage expense account number begins with 50. For example, accounts 5000, 5010, 5029 and Field Operator Value Boolean Employee.dfltexpacct Equal 50?? And A question mark (? ) is used when one character is being replaced. In the above example, an employee with a default expense account number of is not included in the report. When multiple characters are needed, an asterisk is used. By changing the value in the previous example to the one below, Microsoft 12 Page

17 Sort and Select Statements Dynamics SL returns all accounts starting with 50, regardless of the account length. Field Operator Value Boolean Employee.dfltexpacct Equal 50* And Date Values When using date values, include the forward slashes in the date. Quotes are not necessary. The month and day are typed with or without leading zeroes, and the year is entered with two or four characters. Field Operator Value Boolean Employee.strtdate Greater than 06/30/02 And Employee.birthdate Greater than 6/1/1970 And Dashes and Other Special Characters Many fields in Microsoft Dynamics SL may contain dashes or other special characters that require special consideration when entering values for Sort and Select statements. Sometimes the values must be typed with the special characters. The governing factor is whether the special characters are entered during regular data entry. For example, if you have subaccounts set up with multiple segments, the segments may be separated with dashes or other characters. During data entry, the system fills in the separator. When making an entry for subaccount 05-25, you only type 0525 in the data entry screen. In this case, if you want to use subaccount as a value for a Select statement, type 0525 in the Value field. In other instances, the special characters may be required. For example, setting up Inventory IDs with only one segment and then using dashes in the ID field when creating Inventory IDs. In this case, since the dash is not a separator between segments but is instead a part of the ID, the dash must be tped during data entry and when used in a Select statement. For items such as phone numbers, zip codes, and social security numbers, the system supplies the special characters during data entry. Therefore, the characters are not typed in Select statements. In general, the way to test if the characters need to be specified is to open a screen where the item is included. If you do not type the special characters during data entry, then do not type the special characters in the Select statement. Fiscal Periods Special care is taken when using fiscal periods in Select statements. In many of the report screens, there are fields used to specify the fiscal periods included in the report. The fiscal periods typed in the report screen are used to select the data based on the Period to Post field for the transaction. Page 13

18 Report Assistant Payroll Module In the Select tab, parameters are entered to select data based on Period Entered, Period Closed, and Period to Post. If the report screen includes fields for restricting the periods reported, and you type a Select statement for Period to Post with a different period, the report is blank. For example, the Check Register ( ) report has fields on the Report tab to specify beginning and ending fiscal periods. If you type in both fields, the report includes only transactions posted to If you also type the following Select statement in the Select tab, the report is blank: Field Operator Value Boolean Prdoc.perpost Equal And Although fiscal periods are displayed in screens and reports as month and then year, fiscal periods are stored in the data files as year, then month. Fiscal periods are typed in Select statements as shown in the previous example. 14 Page

19 Sort and Select Statements Boolean Often entering more than one select statement is necessary to print only the needed information on a report. The Boolean value defines how the multiple Select statements are used together. FIGURE 4 SELECT TAB, BOOLEAN FIELD NOTE: The And Boolean on the first line is grayed out. The first line is used to join the select criteria to the existing select criteria of the report in the Crystal Report Writer. And When And is used for the Boolean value, each record included in the report must match the values for both of the select statements. In the following example, the resulting report includes only records for the Fed2 deduction, and only when the year-to-date amount of Fed2 exceeds $3,000. Field Operator Value Boolean Earnded.earndedid Equal Fed2 And Earnded.calytdearnded Greater than 3000 And Or When Or is used in the Boolean field, records are included in the report if the records meet the specifications of one of the select statements. In the following example, records are included in the report if the employee s default wage expense account is 7300 or the default wage expense subaccount is Field Operator Value Boolean Employee.dfltexpacct Equal 7300 And Employee.dfltexpsub Equals Or Page 15

20 Report Assistant Payroll Module Boolean values are used to create Select statements with multiple rows of select statements, allowing you to narrow report results. For example, assume you need a report as of January 1, 2002 showing a list of people working in the Chicago office that are over 40 years old, are salaried, have been with the firm for over 10 years, and are earning less than $40,000 per year. Printing the Employees ( ) report, using the following Select statement provides this information. Field Operator Value Boolean Employee.city Equal chicago And Employee.birthdate Less than 01/01/62 And Employee.paytype In S,E And Employee.strtdate Less than 01/01/92 And Employee.stdslry Less than And 16 Page

21 Sort and Select Statements Sort Statements The Sort tab contains multiple rows, with five (5) fields per row. When creating Sort statements, the following five fields are used: Field, Sort Type, Sort Ascending, Page Break and Total Break. FIGURE 5 SORT TAB, TIME ENTRY REPORT Field The sort Field is used to type the table and field name to use to sort the report. For example, the Employees ( ) report is designed to sort by Employee ID. If you want to sort the report by the employee s name instead of the Employee ID, type the following Sort statement. Field Sort Type Sort Ascending Page Break Total Break Employee.name Group Field Checked Blank Blank Page 17

22 Report Assistant Payroll Module FIGURE 6 EMPLOYEES REPORT WITH DEFAULT SORT FIGURE 7 EMPLOYEES REPORT WITH SORT ON THE EMPLOYEE NAME FIELD NOTE: When in the Field field, you can use Microsoft Dynamics SL s F3 inquiry function to view a list of available tables and fields for the report. Sections 2 and 3 of this guide can be used as a reference for field names. 18 Page

23 Sort and Select Statements Sort Type The Sort Type field describes the type of field identified in the Field field. Group Field indicates that the field is a report group that allows page and total breaks. Sort Field indicates that the report data is sorted by the values in the field, in existing groups. Groups are always processed first, followed by sort fields. Sort Ascending The Sort Ascending field is used to specify whether the values are sorted in ascending or descending order. To sort in ascending order, check the Sort Ascending field. To sort in descending order, uncheck the Sort Ascending field. Page Break Checking the Page Break field causes the report to begin a new page when the field in the Sort Field changes. The Page Break option is very useful if you want to print a report that is distributed to department managers and you want the report to include only the data for the department. For example, you want to send the manager of each payroll work location the timesheet data that is entered for the area. The following Sort statement prints all of the timesheet information for the first work location, performs a page break and prints the timesheet information for the second work location. Field Sort Type Sort Ascending Page Break Total Break Prtran.wrklocid Group Field Checked Checked Blank FIGURE 8 TIME ENTRY WITH PAGE BREAK Page 19

24 Report Assistant Payroll Module Total Break The Total Break is used to change the total grouping of a report. There are two important factors to keep in mind when creating total breaks. First, the report must already have total rows included in the report. If the report is not written with a total row, the following message displays when you process a report with a Total Break: You must also specify a sort order for the field to perform the total break on, or the Total Break cannot work. Usually you specify the field for the Total Break as the 1 st sort order. For example, if you print the Time Entry ( ) report with the following Sort parameters, the report sorts by work location and prints a total when the Work Location Id changes. Field Sort Type Sort Ascending Page Break Total Break Prtran.wrklocid Group Field Checked Checked Checked FIGURE 9 TIME ENTRY WITH NO TOTAL BREAK 20 Page

25 Sort and Select Statements FIGURE 10 TIME ENTRY WITH TOTAL BREAK ON WORK LOCATION ID CAUTION: The Total Break does not always work correctly; therefore review the report carefully if you have selected a Total Break. Up and Down Buttons The Up and Down buttons located on the right side of the Sort screen allow you to change the hierarchy of the sort commands. Clicking the Up button moves the sort command higher in the list. Clicking the Down button moves the sort command lower in the sort order. Reset Button Click the Reset button to restore the grouping and sorting criteria from the report. This feature allows you to make changes and, if you do not like the changes, to reset the original values or restart modifications. Apply Button Click the Apply button to implement the changes you have made for this specific report generation. Page 21

26 Report Assistant Payroll Module Possible Values Chart The Value that is stored in a field might not always be obvious. The following chart is intended to assist with values that are stored in some of the Payroll fields. The Value/Format field is the value typed in the Value field of a Select statement. Field Type Value/Format Batch Status: On Hold H Balanced B Released Not posted to GL U Released Posted to GL P Released Does not affect GL C Partially Released S Voided V Deleted D Document Type or Transaction Type Check CK Manual or Hand Check HC Void Check VC Zero Check ZC Mask Check MC Stub Check SC Earnings & Deduction Types Timesheet Transaction 1 Earnings E Employee Deduction DW Employer Deduction DE Benefit Accrual BA Net Pay N Benefit Earning EB Date fields 01/05/2002or 01/05/02 Period fields such as period-to-post, periodentered, etc Calendar Quarter Fields 3 Fiscal Year fields 2003 Alpha-numeric fields (Employee ID) BAKEEL (actual ID) 22 Page

27 Sort and Select Statements Microsoft Dynamics SL stores several fields as True/False fields using the values of 1 for True and 0 for False. When a value is a True or False value, such as the Released field, Microsoft Dynamics SL stores True as a 1 and False as a 0. If a field has a value of Yes or No, Microsoft Dynamics SL stores Yes with a value of 1 and No with a value of 0. If the field is a checkbox, such as the Medicare Qualified field in the Employee Maintenance ( ) screen, the value is stored as a 1 if the field is checked, and the value is stored as 0 if the field is not checked. Below are some of the fields in the Payroll Module that have values of True or False: Prtran.rlsed Prdoc.rlsed Stubdetail.netpay Prtran.paid Prtran.timeshtflg Page 23

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29 DATA FIELD ILLUSTRATIONS What you will learn in this section: In this section you will learn about the fields in Project Controller data entry and maintenance screens: their field names and the table and field where they are stored in the Microsoft Dynamics SL data files.

30 Report Assistant Payroll Module Overview The information in this section contains a screen illustration of the data entry screens and most maintenance screens in the Payroll module. The information in this section is very useful when performing Sort and Select statements, writing reports in Crystal Reports, using SQL statements to verify information, or using ODBC. Each screen is displayed with a callout box indicating the table and field name where the data is stored, as noted in the FieldName field on the Property Window of the Customization Manager module. Some data is stored in multiple tables and fields. Multiple tables and fields may be noted in the callout box. However, there may be additional tables or fields where the data is stored. NOTE: Some fields in data entry screens and maintenance screens are calculated or temporary fields specifically for the screen, and are not fields that are actually stored in the database. These types of fields have been designated with the text Calculated or Temporary in the following data field illustrations. Because these fields are calculated or temporary, the fields do not display in Sort and Select inquiry lists, Crystal Reports table lists, or field lists. 26 Page

31 Data Field Illustrations Payroll Time Entry Screen Batch.noteid Batch.status Variable Batch.batnbr Prtran.batnbr Prtran.timeshtnbr Prtran.trandate Prtran.empid Batch.cpnyid Prtran.wrklocid Prtran.earndedid Earntype.netpay Batch.ctrltot Batch.drtot Prtran.qty Prtran.acct Prtran.projectid Prtran.taskid Prtran.sub Prtran.wrkcomp Prtran.noteid Prtran.billable Page 27

32 Report Assistant Payroll Module Payroll Time and Dollar Entry Screen Batch.batnbr Prtran.batnbr Batch.noteid Batch.drtot Calculated Batch.ctrltot Batch.status Variable Prtran.timeshtnbr Prtran.trandate Prtran.empid Prtran.cpnyid Prtran.wrklocid Prtran.earndedid Earntype.netpay Prtran.qty Batch.crtot Prtran.unitprice Prtran.tranamt Prtran.acct Prtran.projectid Prtran.taskid Prtran.sub Prtran.wrkcomp Prtran.billable Prtran.noteid 28 Page

33 Data Field Illustrations Review/Edit Check Screen Employee.noteid Employee.empid Earnded.empid Employee.name Employee.cpnyid Employee.status Employee.paytype Employee.paygrpid Paygroup.payfrq Earnded1.earndedid Earntype1.netpay Earnded1.wrklocid Deduction.noteid Earnded2.earndedid Deduction1.empleeded Calculated Earnded.currunit Earnded.currearndedamt Calculated Earnded.currearndedamt Calculated Earnded.currrptearnsubjde Earnded.arrgcurr Earnded.arrgytd Page 29

34 Report Assistant Payroll Module Manual Check Entry Screen Batch.batnbr Prdoc.batnbr Prdoc.acct Prtran.chkacct Batch.perpost Batch.noteid Prdoc.noteid Batch.status Variable Batch.cycle Employee.cpnyid Prdoc.paypernbr Batch.ctrltot Prdoc.chknbr Prtran.refnbr Stubdetail.chknbr Prdoc.chkdate Prtran.trandate Prdoc.empid Prtran.empid Studetail.empid Earntype.netpay Prtran1.cpnyid Prtran1.qty Stubdetail.edcurrunits Earnings.noteid Prtran2.earndedid Stubdetail.typeid Deduction.empleeded Ptran2.cpnyid Batch.curydrtot Batch.drtot Prdoc.sub Prtran.chksub Stubdetail.sub Calculated Employee.paytyp Prdoc.netamt Calculated Prtran1.sub Payperiod.payperstrtdate Payperiod.payperenddate Prtran1.workcomp Ptran1.billable Prtran2.tranamt Stubdetail.edcurramt Deduction.noteid Prtran1.worklocid Stubdetail.worklocid Prtran1.earndedid Stubdetail.typeid Prtran1.taskid Ptran2.arrgamt Prtran2.sub Prtran2.acct Prtran.tranamt Prtran1.acct Prtran1.projectid 30 Page

35 Data Field Illustrations Payroll Check Reconciliation Screen Batch.noteid Batch.batnbr Batch.status Variable Prtran.chkacct Prtran.chksub Batch.ctrltot Batch.drtot Prtran.refnbr Prtran.tranamt Prdoc.chkdate Prdoc.empid Prtran.noteid Page 31

36 Report Assistant Payroll Module Void Check Entry Screen Batch.noteid Batch.status Variable Batch.ctrltot Batch.curyctrltot Batch.batnbr Prdoc.batnbr Batch.perpost Prdoc.perpost Prdoc.acct Prdoc.sub Prdoc.chknbr Prdoc.chkdate Batch.drtot Batch.curydrtot Prdoc.paypernbr Prdoc.payperstrtdate Prdoc.payperenddate Prdoc.netamt Prdoc.empid Employee.name Prtran.noteid 32 Page

37 Data Field Illustrations Net Check Entry Screen Batch.status Variable Batch.batnbr Prdoc.batnbr Calculated Prtran.empid Batch.ctrltot Batch.crtot Prtran.acct Prtran.cpnyid Prtran.jobrate Prtran.earndedid Prtran.wrklocid Prtran.paypernbr Prtran.projectid Prtran.task Prtran.sub Prtran.workcomp Prtran.billable Page 33

38 Report Assistant Payroll Module Employee Maintenance Screen Employee Tab Employee.empid W2empname.Namemiddle W2empname.Namelast Employee.status W2empname.Namefirst Employee.name Employee.department Employee.cpnyid Employee.birthdate Employee.strtdate Employee.enddate W2empname.Namesuffix Employee.magw2 Employee.medgovtempl Employee.statutory Employee.lastpaiddate Employee.ssn Employee.marstat Employee.dfltpersexmpt Employee.dfltothrexmpt 34 Page

39 Data Field Illustrations Address Info Tab Employee.attn Employee.salut Employee.addr1 Employee.addr2 Employee.city Employee.state Employee.zip Employee.country Employee.fax Employee.phone Page 35

40 Report Assistant Payroll Module Defaults Tab Employee.dfltexpacct Employee.dfltexpsub Employee.dfltwrkloc Workloc.descr Employee.dfltearntype Earntype.descr Employee.percentdispearn employee.maxgarnwarn Employee.wccode 36 Page

41 Data Field Illustrations Pay Info Tab Employee.paygrpid Paygroup.descr Paygroup.payfrq Employee.paytype Employee.stdslry Employee.stdunitrate Page 37

42 Report Assistant Payroll Module Deductions Tab Earnded.nbrothrexmpt Earnded.addlexmptamt Earnded.earndedid Earnded.nbrpersexmpt Earnded.addlcramt Earnded.fxdpctrate Earnded.calmaxytdded Earnded.exmpt Earnded.dedsequence Deduction.noteid Earnded.arrgempallow 38 Page

43 Data Field Illustrations Benefits Tab Calculated Benemp.benid Benefit.descr Benefit.classid Benemp.bybegbal Benemp.bytdavail Benemp.bytdaccr Benemp.bytdused Benemp.bytdworked Benemp.btotworked Calculated Benemp.lastpayperenddate Benemp.lastclosedate Benemp.lastavaildate Benemp.lastaccrrate Benemp.maxcarryover Benemp.trnsdate Benemp.trnsbenid Benemp.noteid Benemp.trnscarryfwdhist Page 39

44 Report Assistant Payroll Module Employee History Screen Employee.noteid Employee.name Employee.empid Earnded.earndedid Earnded.wrklocid Earnded.ytdunits Earnded.calytdearnded Earntype.netpay Employee.noteid Earnded2.earndedid Earnded.calytdearnded Earnded.ytdpertkn Earnded.ytdrptearnsubjded Employee.calyr Earnded.qtdearnded00 Earnded.qtdearnded01 Earnded.qtdearnded02 Earnded.qtdearnded03 Earnded.qtdearnded00 Earnded.qtdearnded01 Earnded.qtdrptearnsubjded00 Earnded.qtdrptearnsubjded01 Earnded.qtdrptearnsubjded02 Earnded.qtdrptearnsubjded03 Deduction.empleeded Deduction.noteid Earnded.arrgytd Earnded.qtdearnded02 Earnded.qtdearnded03 Calculated Calculated 40 Page

45 Data Field Illustrations Employee W2 History Screen W2 History Tab W2federal.calyr Employee.noteid W2Empname.namefirst W2Empname.namemiddle W2federal.checkbox_statutory W2Empname.namelast W2federal.empid W2Empname.namesuffix W2federal.fed_wages W2federal.fed_tax W2federal.socsec_wages W2federal.socsec_tax W2federal.medicare_wages W2federal.medicare_tax W2federal.nonqual_non457 W2federal.nonqual_457 W2federal.socsec_tips W2federal.alloc_tip W2federal.adv_eic W2federal.dependent_care_ben W2federal.checkbox_pensionplan W2federal.checkbox_3partysickpay Page 41

46 Report Assistant Payroll Module Misc Info Tab W2federal.controlnbr W2federal.emp_ssn W2federal.emp_addr1 W2federal.emp_addr2 W2federal.emp_city W2federal.emp_state W2federal.emp_zip 42 Page

47 Data Field Illustrations Letter/Other Info Tab Wrkw2letter.letter Wrkw2letter.descr Wrkw2letter.amt Wrkw2letter.noteid W2federal.other_descr00 W2federal.other_descr01 W2federal.other_descr02 W2federal.other_amt00 W2federal.other_amt01 W2federal.other_amt Page 43

48 Report Assistant Payroll Module State & Local Info Tab W2statelocal.state W2statelocal.sltype W2statelocal.entityid W2statelocal.descr W2statelocal.wages W2statelocal.tax W2statelocal.noteid W2statelocal.state_employerid 44 Page

49 Data Field Illustrations Earnings Type Maintenance Screen Earnings Type Tab Earntype.id Earntype.noteid Earntype.descr Earntype.ettype Earntype.acct Earntype.sub Earntype.benclassid Earntype.payratemult Earntype.netpay Earntype.excfromdispearn Valearnded.dedid Deduction.descr Deduction.noteid Page 45

50 Report Assistant Payroll Module W-2 Control Data Tab Earntype.boxnbr Earntype.pension Earntype.section457 Earntype.boxlet 46 Page

51 Data Field Illustrations Work Location Maintenance Screen Workloc.noteid Workloc.wrklocid Workloc.state Workloc.descr Workloc.prtw2 Valworklocded.dedid Deduction.descr Deduction.dedtype Workloc.noteid Page 47

52 Report Assistant Payroll Module Deduction Maintenance Report Deduction Tab Deduction.noteid Deduction.descr Deduction.dedid Deduction.dedtype Deduction.dedsequence Deduction.basetype Deduction.baseid Deduction.calcmthd Deduction.Lifetime Deduction.fxdpctrate Deduction.minsubjwage Deduction.maxsubjwage Deduction.maxdedamt Deduction.subjallwrkloc Deduction.empleeded Deduction.roundtodollars Deduction.incindispearn Deduction.allocded Deduction.arrgdedallow Deduction.prntemplr Deduction.wthldacct Deduction.wthldsubs Deduction.wthldsub Deduction.expacct Deduction.expsubsrc Deduction.expsub Deduction.vendid Deduction.updproject 48 Page

53 Data Field Illustrations Pay Frequency Tab Deduction.bwkmaxperyr Deduction.bwkschedule Deduction.bwkintrv Deduction.bwkstrtper Deduction.smonschedule Deduction.smonintrv Deduction.smonstrtper Deduction.smonmaxperyr Deduction.wkschedule Deduction.wklyintrv Deduction.wklystrtper Deduction.wklymaxperyr Deduction.wklyminamtperpd Deduction.wklymaxamtperpd Deduction.monintrv Deduction.monstrtper Deduction.monmaxperyr Deduction.monminamtperpd Deduction.monmaxamtperpd Deduction.smonminamtperpd Deduction.wkpayseq Deduction.smonmaxamtperpd Deduction.bwkminamtperpd Deduction.bwkmaxamtperpd Deduction.bwkpayseq Deduction.smonpayseq Page 49

54 Report Assistant Payroll Module Payroll Tables Tab Deduction.allid Deduction.headid Deduction.jointid Deduction.marriedid Deduction.singleid Prttableheader1.descr Prttableheader2.descr Prttableheader3.descr Prttableheader4.descr Prttableheader5.descr 50 Page

55 Data Field Illustrations W-2 Control Tab Deduction.state Deduction.omitrptearn Deduction.cpnytaxnbr Deduction.boxnbr Deduction.pension Deduction.boxlet Deduction.section457 Page 51

56 Report Assistant Payroll Module Exemptions/Credits Tab Exmptcredit.redrptearnsubjd Exmptcredit.marstat Exmptcredit.exmptcr Exmptcredit.exmptcrid Exmptcredit.calcmthd Exmptcredit.paytblid Exmptcredit.annminamt Exmptcredit.descr Exmptcredit.basetype Exmptcredit.basededid Exmptcredit.fxdpctrate Prtableheader6.desc Exmptcredit.annmaxamt Exmptcredit.noteid Exmptcredit.maxapplyflg 52 Page

57 Data Field Illustrations Multicompany Tab Deductcpny.cpnyid Deductcpny.wthldacct Deductcpny.wthldsub Deductcpny.expacct Deductcpny.expsub Deductcpny.updproject Page 53

58 Report Assistant Payroll Module Payroll Table Maintenance Screen Prtableheader.noteid Prtableheader.paytblid Prtabledetail.pct Prtableheader.descr Prtableheader.tbltype Prtabledetail.amtadded Prtabledetail.minamt Prtabledetail.noteid Pay Group Maintenance Screen 54 Page

59 Data Field Illustrations Paygroup.paygrpid Paygroup.descr Paygroup.payfrq Paygroup.stdunit Paygroup.noteid Page 55

60 Report Assistant Payroll Module Benefit Class Maintenance Screen Benclass.classid Benclass.descr Benclass.noteid 56 Page

61 Data Field Illustrations Benefit Maintenance Screen Benefit Tab Benefit.benid Benefit.noteid Benefit.descr Benefit.classid Benefit.yeartype Benefit.planyrbegin Benefit.expdate Benefit.availmthd Benefit.accrliab Benefit.accrmthd Benefit.expacct Benefit.expsub Benefit.liabacct Benefit.liabsub Benefit.prtonstub Page 57

62 Report Assistant Payroll Module Earnings Types Tab Benearntype.earntypeid Earntype.descr Earntype.noteid 58 Page

63 Data Field Illustrations Rate Table Tab Benratetable.monthsemp Benratetable.maxcarryover Benratetable.maxcumavail Benratetable.rateann Benratetable.ratehour Benratetable.ratemon Benratetable.ratesmon Benratetable.ratebwk Benratetable.rateweek Benratetable.noteid Page 59

64 Report Assistant Payroll Module Transitions Options Tab Benefit.trnsmthd Benefit.trnsdate Benefit.trnsunits Benefit.trnsbenid Benefit.descr Benefit.trnscarryfwdhist 60 Page

65 Data Field Illustrations Worker s Compensation Maintenance Screen Pjcode.code_value Pjcode.code_value_desc Pjcode.data1 Pjcode.data2 Page 61

66 Report Assistant Payroll Module Direct Depositor Maintenance Screen Employee.name Dbank.name DDDepositor.empid Ddepositor.bankid Ddepositor.disttype Ddepositor.disttype Ddepositor.banktransit00 Ddepositor.lowpay Ddepositor.lowpay Ddepositor.accttype00 Ddepositor.pnstatus00 Ddepositor.bankacct00 Ddepositor.banktransit01 Ddepositor.banktransit02 Ddepositor.banktransit03 Ddepositor.banktransit04 Ddepositor.pnstatus01 Ddepositor.pnstatus02 Ddepositor.pnstatus03 Ddepositor.pnstatus04 Ddepositor.pnstatus05 Ddepositor.banktransit05 Ddepositor.bankacct01 Ddepositor.bankacct02 Ddepositor.bankacct03 Ddepositor.bankacct04 Ddepositor.bankacct05 Ddepositor.accttype05 Ddepositor.accttype04 Ddepositor.accttype03 Ddepositor.accttype02 Ddepositor.accttype01 Ddepositor.amount00 Ddepositor.amount01 Ddepositor.amount02 Ddepositor.amount03 Ddepositor.amount04 62 Page

67 Data Field Illustrations Company Payroll Account Maintenance Screen Ddbank.name Ddbank.bankid Ddbank.banktransit Ddbank.accttype Ddbank.bankacct Ddbank.pnstatus Page 63

68 Report Assistant Payroll Module ACH Header/Trailer Screen Ddachheadtrail.startpos Ddachheadtrail.header_trailer Ddachheadtrail.endpos Ddachheadtrail.descr Ddachheadtrail.value Ddachheadtrail.datatype 64 Page

69 Data Field Illustrations Payroll Setup Screen Payroll Information Tab Prsetup.calyr Prsetup.pernbr Prsetup.lastbatnbr Prsetup.retpertimesheets Prsetup.retqtrchecks Prsetup.retyrsemphist Prsetup.retdeducthist Prsetup.directdepost Prsetup.retchkrcncl Prsetup.magw2 Prsetup.mctimeentry Prsetup.apupd Prsetup.apupdre Prsetup.Multchkpay Prsetup.apbatdflt Page 65

70 Report Assistant Payroll Module GL Information Tab Prsetup.chkacct Prsetup.chksub Prsetup.expacct Prsetup.expsub Prsetup.glpostopt Prsetup.empidtogl 66 Page

71 Data Field Illustrations Government Reporting Tab Prsetup.empmttype Prsetup.estabplannbr Page 67

72 Report Assistant Payroll Module Disposable Earnings Tab Prsetup.percentdispearn Prsetup.fedhrlyminwage Prsetup.minwagemultiplier 68 Page

73 Data Field Illustrations Workers Compensation Tab Prsetup.wcposttogl Prsetup.wcexpacct Prsetup.wcsubsrc Prsetup.wclibacct Prsetup.wclibSub Page 69

74 Report Assistant Payroll Module PR Direct Deposit Setup Screen Default Tab Ddsetup.disttypedflt Ddsetup.lowpaydflt 70 Page

75 Data Field Illustrations ACH File Setup Tab Ddsetup.achimmdest Ddsetup.achimmdestn Ddsetup.immorig Ddsetup.achimmorign Ddsetup.achcompanyid Ddsetup.achfilename Ddsetup.achfillblock Ddsetup.achcrlf Ddsetup.achincldr Ddsetup.testmode Ddsetup.pathachscript Page 71

76 Report Assistant Payroll Module Communication Options Ddsetup.commtype Ddsetup.commuserprog 72 Page

77 Data Field Illustrations Phone/Port/Protocol Tab Ddsetup.commphone Ddsetup.commpxferproto Ddsetup.commpbaud Ddsetup.commpdatabit Ddsetup.commpstopbit Ddsetup.commpecho Ddsetup.commphandshake Ddsetup.commpparity Ddsetup.commprts Ddsetup.commpdt Ddsetup.commpcommport Page 73

78 Report Assistant Payroll Module Modem Tab Ddsetup.commmnum Ddsetup.commmma Ddsetup.commmodel Ddsetup.commmhighbaud Ddsetup.commminit Ddsetup.commmattn Ddsetup.commmhangup Ddsetup.commmreset Ddsetup.commmdialprefix Ddsetup.commmanswer Ddsetup.commmconnect Ddsetup.commmbusy 74 Page

79 REPORT INFORMATION What you will learn in this section: In this section you will learn the pertinent information about each report in the Payroll module: master table, sort order, report name as stored in Crystal, sort/select field examples.

80 Report Assistant Payroll Module Overview The information in this section lists each report in the Payroll module, along with the following information: Report Formats and Report Names This section lists the name of the report format from the Report Format field of the report screen. Next to the Report Format is the name of the Report as stored in Crystal Reports. This information is also stored in the Rptcontrol table in the system database. Master Table Often when looking at the inquiry list in the sort or select field of a report, you see the same field in more than one table. For example, the employee ID field (empid) is in several tables. If you are entering a sort or select statement based on a field contained in multiple tables, your report usually processes faster if you use the field from the master table. This section gives you the master table (or view) that is used in the report. NOTE: A View is a virtual table with data defined by a SQL query statement. A View is similar to a table with columns and rows of data, but does not exist in the database as a stored set of data values. All reports that are written with a View, rather than a table, begin with the letter V. For purposes of Sort and Select statements, a View is treated as table in a report and can be accessed in Sort and Select statements. Default Sort Fields This section lists the sort fields, in the same order as the report. If different fields are selected when sorting a report, the totals on the report may no longer be accurate. When running a report with a Sort statement, use this section of the manual to see fields the report currently uses as sort fields to help you ensure your sort field is a good choice. Common Sort Examples At the bottom of each report there is a list of some of the common sort and select fields you may use in the report, along with the possible values for the field listed. 76 Page

81 Time Entry Report This report is used to review information entered in either of the time entry screens. You can review paid and unpaid timesheet transactions. This report also includes the Dist Rate field indicating how the employee's pay rate is originally entered. N indicates the rate is entered manually in one of the payroll time entry screens, while H indicates the rate is the employee's standard hourly rate. S indicates the employee is a salaried employee. Report Formats Report Name Master Table Default Sort Fields Default format only Prtran Prtran.timeshtnbr The following table shows fields typically used for Sort and Select parameters for this report: Sort/Select Item Field Name Format / Possible Values Transaction Date Prtran.trandate Example: 02/28/00 Reference Number Prtran.timeshtnbr Valid timesheet reference numbers Employee ID Prtran.empid Valid Employee ID Paid / Unpaid Prtran.paid 1 True, 0 False Earnings Type Prtran.earndedid Valid Earnings Type ID Timesheet Status Prtran.rlsed 1 True, 0 False Work Location Prtran.wrklocid Valid Work Location ID Page 77

82 Report Assistant Payroll Module Labor Distribution Report This report displays the account information of all employees,along with the associated work locations and pay groups. Report Formats Report Name Master Table Default Sort Fields Default format only Prtran Prtran.projectid Prtran.paid Prtran.trandate The following table shows fields typically used for Sort and Select parameters for this report: Sort/Select Item Field Name Format / Possible Values Batch Number Prtran.batnbr Example: Check (Reference) Number Prtran.refnbr Example: General Ledger Account Prtran.acct Valid account number General Ledger Subaccount Prtran.sub Valid subaccount number Earnings / Deduction ID Prtran.earndedid Example: Reg, Fed1 78 Page

83 Check Preview Report This report displays the gross earnings, deductions, net earnings and/or benefit information with subtotals and totals, appearing on the employee payroll check stubs. The report is generated in the three different formats: Earnings and Deductions- Detail, Earnings and Deductions-Totals and Benefits. Report Formats Report Name Master Table Default Sort Fields Earnings & Deductions Detail 02620ED Employee Employee.paygrpid Employee.empid Calcchkdet.chkseq Calcchkdet.edtype Earnded.earndedtype Earnded.earndedid Benefits 02620B Employee Employee.paygrpid Employee.empid Benemp.benid Earnings & Deductions Totals 02620EDT Earnded Earnded.edtype Earnded.earndedtype Earnded.earndedid The following table shows fields typically used for Sort and Select parameters for this report: Sort/Select Item Field Name Format / Possible Values Employee Employee.empid Valid Employee ID Earnded.empid Department Employee.department Valid Department Pay Group ID Employee.paygrpid Valid Pay Group ID Work Location Earnded.wrklocid Valid Work Location ID Benefit Benefit.benid Valid Benefit ID Page 79