KASBO Fall 2014 Session 4T Excel for Munis Payroll (Lab) Presenter: Sheila Miller, KDE Business Analyst

Transcription

1 KASBO Fall 2014 Session 4T Excel for Munis Payroll (Lab) Presenter: Sheila Miller, KDE Business Analyst Session Prerequisites 1. You will be accessing Munis so make sure you know your Munis login ID and Password. 2. Make sure you have appropriate access to be able to view records and export to Excel in the following programs: a. Employee Deductions b. Employee Inquiry c. Munis Pathway Detail Records (If your position is not permitted access to Pathway in Munis, you can work with another program during this part of the lab activity.) 3. Bring flash drive if possible. Employee Deduction Records to Excel Human Resources/Payroll >Payroll >Employee Maintenance >Employee Deductions 1. Perform a find for the health insurance deduction number. 2. Click the Excel icon. Make sure the Enable hyperlinks box is checked. 3. Click on the Select None button to clear the selections. Select the fields you want to see on the Excel file. Choose Employee, Last Name, First Name and Employee Amt/Pct and select press enter. 4. Sort Click the Data tab then select Sort. Select Sort by Last Name. Select OK. 5. Select columns that represent currency values and change to Currency format by going to the 6. Click on one of the EE# hyperlinks. After entering your login and password, that Employee s information will load in the Employee Master File Inquiry screen. 7. Stay in this screen to continue to the next section. 1 P a g e

2 Employee Inquiry 1. Find all Active records for Job Class Codes 2025, 2040,= and This is performed by inserting the pipe sign between the numbers in the Job Class Code field. You might have to respond Yes-continue to the Confirm Record Set message. 2. Click the Excel icon. Make sure the Enable hyperlinks box is checked. 3. Click on the Select None button to clear the selections. 4. Select the fields to export to the Excel file and select Ok. (Employee, Last Name, First Name, Job Class, Location, Group/BU, Org, Object, Project, Pay Hourly Rate, Pay Daily Rate, Pay Period Salary, Pay Annual Salary) 5. Freeze Panes - Click on the View tab and select Freeze Top Row. 6. Sort - Click the Data tab then select Sort. Select Sort by Employee. (This refers to employee #.) Then select Sort anything that looks like a number, as a number. 7. Select columns that represent currency values and change to Currency format by going to the 8. Filter Click the Data tab then select Filter. Each column heading will now have a drop-down option. Click on the Job Class Code column and click the Select All option to clear the selections. Then choose the code(s) you want to view and select OK. 2 P a g e

3 After you are finished viewing, click the Filter button at the top of the column and choose the clear filter from option. You can also filter more than one column of information at the same time. For example, if you wanted to view only Job Class Code 2025 and one particular Org Code, you would add filter to Job Class Code and Org Code columns. Note: Select a hyperlink and you will be taken to the particular program in Munis. You may be prompted to provide your login ID and password. 9. Save this file to your flash drive and leave it open. Munis Pathway Detail Records Human Resources/Payroll >Payroll >State Specific >South >Kentucky >KY KTRS Pathway Report 1. Select KTRS Master Records then select Detail Records. 2. Select Browse. 3. Delete columns not wanted or needed. You can right click on one of the column headings and select the information you want to see or hide. I would suggest always getting rid of the SSN column. 4. In the Browse screen, you can also click a column heading and drag it to another place on the screen. 3 P a g e

4 5. Click on the Excel icon. Answer Yes to the following prompt: 6. Freeze Panes - Click on the View tab and select Freeze Top Row. 7. Sort - Click the Data tab then select Sort. Select Sort by Emp #. 8. Select columns that represent currency values and change to Currency format by going to the 9. Auto Sum - Scroll to the bottom of one of the currency columns and click in the empty cell under the last amount. Select the Home tab then click the AutoSum button at the top right of the screen. Tab to each row that represents currency and click AutoSum. 10. Filter Click the Data tab then select Filter. Each column heading will now have a drop-down option. Click on the Summary Class Code column and click the Select All option to clear the selections. Then choose the code(s) you want to view and select OK. After you are finished viewing, click the Filter button at the top of the column and choose the clear filter from option. You can also filter more than one column of information at the same time. For example, if you wanted to view only Summary Class Code 2025 at one location, you would filter on Location and Summary Class Code. Note: This Excel file can be used to make sure your Munis Pathway records match the payroll proof. Total each column and compare to employee earnings, employee contributions and employer contributions. View More Than One Document on the Screen 1. Open more than one excel document (Use a file you just exported.) 2. Click the View tab then select View Side by Side. This is located at the top right hand side of the screen. Select the files you want to view in side-by-side mode then click OK. 3. Arrange All Select how you want to view the open files. 4 P a g e

5 4. Synchronous Scrolling Select this from the top of the screen if you want to lock the files so you can scroll through each at the same time side-by-side. 5. New Window Select this if you have multiple worksheets in the file and want to view them as separate files. You can then select Arrange All and view all open files and/or worksheets at the same time. 5 P a g e