NEW TOOLBOX FUNCTION: Payroll Earnings Category Renumber

Transcription

1 NEW TOOLBOX FUNCTION: Modules Affected: Versions Affected: Payroll, Accounts Payable, Billing, General Ledger, Job Status, Human Resource Suite Version 7 (9.7c2.25 and greater) The discussion of this new function is divided into the sections shown below. Background... 1 Accessing the Function... 1 Menu... 3 Enter Translation Table... 3 Perform a Data Backup Background A function has been added to the Toolbox. This Toolbox program lets users assign new codes to Payroll earnings categories and update files throughout the COINS database. It also updates earnings category information in the Human Resource Suite, if an H/R database is connected to your COINS Business System database. This function supports clients as they upgrade from COINS version 6 to COINS version 7, particularly when they need to combine multiple version 6 databases into a single, intercompany version 7 database. Important! This Toolbox program changes important information in your COINS database. You must have a current, verified backup before running the program. Contact SHAKER Support immediately if you suspect that this Toolbox program has not finished. Accessing the Function 11/11/04 1 Shaker Computer & Management Services, Inc.

2 Follow these steps to access the Menu: 1. Sign on to COINS. 2. Select any module from the COINS Master Menu. 3. Select Report Menu from the module menu. 4. Select User-defined Reports from the Report Menu. 5. Enter tbi037.p (the program name for the Payroll Earnings Category Renumber program) at the Enter Report Name prompt as shown in Figure 1: User-defined Reports screen. 6. Enter the authorized code at the Enter Licensing Code prompt, as shown in Figure 2. (This code was provided to you when you purchased the Payroll Earnings Category Renumber Toolbox program.) Figure 1: User-defined Reports screen 11/01/04 C O I N S SHAKER Payroll Report Menu - General 1. Certified WH-347 Report 16. Quarterly Wages by State Report 2. Company Fringe and Deduct Report 17. Retroactive Union Report 3. EEO/Utilization Reports 18. SUTA Report by State by Employee 4. Employee Benefit Report 19. Tax Summary Report 5. Employee Deduction Report 20. Union Report 6. Employee Earnings Detail History 21. Union Stamp Report 7. Employee Earnings Report 22. Utilization Report 8. Employee FUTA Report 23. W-2 Report 9. Employee SUTA Report 24. Workers Comp Report 10. Employee YTD Report 25. Workers Comp by Hours Report 11. Gross Payroll Register 96. User-defined Reports 12. Job Fringe and Deduction Report 97. Report Package 13. New Hire Report 98. Monitor Requested Reports 14. Payroll Check Journal 99. Generate Foreground Reports 15. Posted PR Detail G/L Distribution X. Exit User-defined Reports Enter Report Name* tbi037.p Figure 2: Enter Licensing Code Enter Licensing Code: xxxx-xxxx-xxxx 7. If you entered the licensing code correctly, the Payroll Earnings Category Renumber menu appears. See Figure 3: Payroll Earnings Category Renumber Menu. 11/11/04 2

3 Menu The Menu has two options, reflecting the two primary steps to the Renumber process. Figure 3: Menu 11/01/04 T O O L B O X d6-9.7 INTCO/DV Menu 1. Enter Translation Table 2. PR Earnings Category Renumber X. Exit Menu Options 1. Enter Translation Table Use this option to enter the new code for each earnings category that needs to be renumbered. 2. PR Earnings Category Renumber Use this option to renumber the earnings categories based on the information in the Translation Table. Enter Translation Table When consolidating databases, it is important that earnings categories from the various databases have unique identifiers unless the earnings categories are truly identical. Review the Payroll Earnings Category F/M listings for each database for identical earnings categories and use it to determine which earnings categories in which databases need to receive new codes. Select a new, unique earnings category code for each one that needs to be changed. Once the analysis is complete, sign into each database that needs to be changed. Use the Enter Translation Table function to enter the new code for each earnings category that needs to be renumbered. 11/11/04 3

4 Navigation 1. Select Report Menu from the module menu. 2. Select User-defined Reports from the Report Menu. 3. Enter tbi037.p at the User-defined Reports prompt. 4. Enter the Licensing Code. 5. Select Enter Translation Table from the Payroll Earnings Category Renumber Menu. Figure 4: Translation Table 11/01/04 PR Earnings Category Renumber Entry d6-9.7 INTCO/DV Old Description New +E Expense Pay EX EXEMP FROM O/T ft Federal Taxable H1 Holiday 1 H2 Holiday 2 H3 HOLIDAY CO. 3 HO H4 HOLIDAY CO. 4 HO HE HOURLY EARNINGS HO HOLIDAY PAY hp PREMIUM PAY hr hourly earnings +ht Hourly Time Print Exit Field Definitions Old Description New Existing earnings categories in the database are listed with the Old earnings category code and the earnings category description. Enter a unique 2-character code in the New column for each earnings category that you want to renumber. It is important to review and confirm the new earnings category codes before continuing, since the changes made by the renumber process are permanent. To review the list of earnings categories that will be updated, press the slash key and select Print from the strip menu. A sample Listing appears in Figure 5. 11/11/04 4

5 Figure 5: Sample Listing RUN DATE 11/01/04 10:26:48 COINS PAYROLL MODULE PAGE 1 d6-mult Co/Div/Ctr/Interc/Interd EARNINGS CATEGORY RENUMBER LISTING OLD NEW NUMBER DESCRIPTION NUMBER H3 HOLIDAY CO. 3 HO H4 HOLIDAY CO. 4 HO Perform a Data Backup The Toolbox alters information throughout the database. If the Human Resource Suite is connected to the database you are updating, information there will be changed as well. All records that refer to one of the renumbered earnings categories will be updated. Since the changes are irreversible, it is important to backup the database before you proceed. A current, verified data backup means that you will be able to restore the database if necessary. A reminder appears about backing up the data appears when you run the Renumber function, as shown in Figure 6. Figure 6: Backup Reminder 11/01/04 d6-9.7 INTCO/DV This program will change the PR Earnings Category Numbers with the numbers entered in the PR Earnings Category Renumber Entry program. YOU SHOULD HAVE A CURRENT BACKUP BEFORE YOU RUN THIS PROGRAM. MAKE SURE THE OLD/NEW NUMBER ASSIGNMENTS ARE CORRECT. THE ONLY WAY TO UNDO CHANGES FROM THIS PROGRAM ARE TO RESTORE A BACKUP Continue (Y/N)? N Once you have reviewed the translation table and backed up your data, you may proceed with the process. 11/11/04 5

6 Navigation 1. Select Report Menu from the module menu. 2. Select User-defined Reports from the Report Menu. 6. Enter tbi037.p at the User-defined Reports prompt. 7. Enter the Licensing Code. 3. Select from the Payroll Earnings Category Renumber Menu. A reminder appears about backing up the data before proceeding, as shown in Figure Enter Y at the Continue prompt. 5. Status messages appear on your screen to notify you of the files that are being updated. An example appears in Figure 7: File Update Status. Figure 7: File Update Status 11/01/04 d6-9.7 INTCO/DV UPDATING FILES: pr_earncat ap_config ap_timecard bi_costdet gl_company jc_2xtra jc_jobtc pr_accrual pr_ahistory pr_bcalc pr_config pr_deduct pr_ebcalc pr_edmas pr_ehistory pr_employee pr_jobrate pr_recur pr_timecard pr_trade sm_cstdt Press space bar to continue. The process updates the following files. Wherever the old earnings category code was used, the new earnings category number replaces it. Master files: PR Deductions Master File (pr_deduct) PR Benefit Accrual Master File (pr_accrual) PR Benefit Calculation Master file (pr_bcalc) PR Earnings Category Master File (pr_earncat) PR Employee Benefit Calculation file (pr_ebcalc) PR Employee Deduction Master File (pr_edmas) 11/11/04 6

7 PR Employee Master File (pr_employee) PR Job Rate File (pr_jobrate) PR Recurring Time Cards File (pr_recur) PR Trade File (pr_trade) Other COINS tables: A/P Configuration file (ap_config) A/P Contract Labor Time Card file (ap_timecard) BI Cost Detail file (bi_costdet) G/L Company Information File (gl_company) Job Status Extra File #2 (jc_2xtra) J/S Labor Cost File (jc_jobtc) PR Accrual Benefit/Voluntary Deduction History File (pr_ahistory) PR Configuration file (pr_config) PR Employee Time Card History File (pr_ehistory) PR Time Card File (pr_timecard) S/M Service Management Cost Detail File (sm_cstdt) Human Resource Suite tables: Employee Payroll Timecard File (ei_timecard) Health Benefit Rules (ba_bthrules) Life/Disab Benefit Rules (ba_btlrules) Pension Plan Rules (ba_btprules) Accrual Calculation Table (ta_accrcalc) Accrual Group Rules (ta_accrules) HR Configuration File (hrv8_config) 11/11/04 7