Enhanced Perpetual Payroll History PR-1074

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1 Enhanced Perpetual Payroll History PR-1074 Overview This Extended Solution to the Payroll module creates and updates four data files that contain Perpetual Tax History by Check Date, and Perpetual UDF Data. A Payroll Analysis by Earnings Type Report may also be printed using data from the Payroll Check History Detail by Employee/Check Number file. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options 2005 Sage Software, Inc. All rights reserved. PR-1074 (Revised 08/05) Page 1

2 Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Payroll Setup menu option screen. After the option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 Answer the following prompts: ALTERNATE TITLE FOR LABOR CODE: Enter the alternate title you wish to use. If you leave this field blank, the title defaults to Labor Code. Use the following two prompts to enter the titles you wish to appear for User Defined Columns 10 and 11 of the Payroll Analysis by Earnings Code Report. The prompts allow entries for each User Defined Column. COLUMN TITLE (LINE 1): Enter the first line of the title for each of the User Defined Columns Sage Software, Inc. All rights reserved. PR-1074 (Revised 08/05) Page 2

3 COLUMN TITLE (LINE 2): Enter the second line of the title for each of the User Defined Columns. If Title lines 1 and 2 for a column are left blank, it is assumed that you do not intend to use the column, so you cannot enter any more information for the column. Use the next prompt to enter the Earning Types for the hours worked you wish to appear in User Defined Columns 10 and 11 of the Payroll Analysis by Earnings Type Report. The prompt allows you to make entries for each of the User Defined Columns. EARNING TYPES: Enter Earning Types for which hours worked will be displayed in columns 10 and 11 of the report. The following prompt will appear only if PR-1040 is installed and enabled. Use this prompt to enter the Alternate Earning Codes for the hours you want to appear in User Defined Columns 10 and 11 of the Payroll Analysis by Earnings Code Report. The prompt allows you to make entries for each User Defined Column. ALTERNATE EARNING TYPES: Enter Alternate Earning Types for which hours will be displayed in columns 10 and 11 of the report. If the Alternate Earning Types fields are left blank, all Alternate Earning Types are selected. If both the Earning Types and the Alternate Earning Types fields for a User Defined Column are left blank, the User defined Column will not appear on the report. Example 1 If you want to display holiday hours separately, you might want to title the User Defined Column Holiday Hours and enter the Earnings Type corresponding to holiday hours in the Earning Types field. The Alternate Earning Types field would be left blank in this case. Example 2 If you wish to display all hours worked for Earning Types with an Alternate Earning Type of C (regardless of the standard Earnings Type) in one of the User Defined Columns, leave the Earning Types field blank for the column, and enter C in the Alternate Earning Types field for the User Defined Column. If the Perpetual Payroll History Report has not been previously added to a menu, you will see a pop-up screen, which will ask if you would like the report automatically added to the selected menu. After you have added the Perpetual Payroll History Report to a menu another pop-up screen will appear allowing you to add the Payroll Analysis by Earnings Type Report to a menu. Add this report to a menu in the same manner as the Perpetual Payroll History Report. Answer NO if you want to use Menu Maintenance to add the program to a menu you choose. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution Sage Software, Inc. All rights reserved. PR-1074 (Revised 08/05) Page 3

4 Operation Perpetual Payroll History Report A Print State and Local Taxes in Summary option (Figure 2) has been added to the report selection screen, which can be accessed by clicking the More button (Figure 2a). If you check this box, then a State Tax Total and a Local Tax Total will print, instead of each tax line (Figure 3). Figure 2 Figure 2a 2005 Sage Software, Inc. All rights reserved. PR-1074 (Revised 08/05) Page 4

5 Figure 3 Check Register Update During the Payroll Check Register update, the tax and UDF detail from all checks is automatically captured and written to the Perpetual History files. Payroll Analysis by Earnings Type Report You may access the Payroll Analysis by Earnings Type Report selection from the Payroll report menu. The report selection screen allows selection by a range of Labor Codes, Employee Numbers, Check Dates and Period End Dates (Figure 4). The report is sorted by Labor Code, Rate of Pay and Employee Name. One line is printed per employee for each pay rate and Labor Code summarizing hours and earnings for all checks within the date range selected (Figure 5) Sage Software, Inc. All rights reserved. PR-1074 (Revised 08/05) Page 5

6 Figure 4 Figure 5 The data columns are: Col. Heading Data 1 Employee Name Last, First 2 Regular Hours Hours worked under Earning Codes with Pay Type R. 3 Regular Earnings Earnings for Earnings Codes with a Pay Type of R. 4 O/T Hours Hours worked under Earnings Codes with Pay Type O. 5 O/T Earnings Earnings for Earnings Codes with a Pay Type of O. 6 Vacation Hours Hours worked under Earnings Codes with Pay Type V. 7 Sick Hours Hours worked under Earnings Codes with Pay Type S. 8 * User Defined (in Setup) Hours worked under Earning Codes with Earning/Alternate Earning Types entered in Setup Sage Software, Inc. All rights reserved. PR-1074 (Revised 08/05) Page 6

7 9 * User Defined (in Setup) Hours worked under Earning Codes with Earning/Alternate Earning Types entered in Setup. 10 Other Hours Any hours that do not fit the criteria for other columns. 11 Gross Earnings Total earnings for this pay rate within the date range and labor code range. * User Defined Columns: You have the ability to define the column headings for columns 10 and 11 through the Payroll Analysis by Earnings Type Report screen (See Setup). If you do not define the column headings for Columns 10 and 11 of the report in Setup, these columns will not appear on the report. In addition, you may control which Hours Worked are displayed in columns 10 and 11 of the report. The data displayed in columns 10 and 11 is determined by the values entered in the Earnings Type and Alternate Earnings Type fields on the Setup screen. If hours fit the criteria to appear in a user-defined column as well as another column, the hours print in the user-defined column. If PR-1040: User Defined Earnings and Deduction Types is installed and enabled and Alternate Earnings Types were entered on the Setup screen, the report process logic for the User Defined Columns works as follows: If the Earnings code from the employee check detail record is one of the types entered in the Earning Types field on the User Defined Column Setup screen and the Alternate Earnings type for the Earnings code entered is a PR-1040 Alternate Earning Type, then the hours worked from the employee check detail record will appear in the column. Or, in this case, you may leave the Alternate Earnings Types field blank to print the same hours in the User Defined Column. If PR-1040 is not installed or enabled, all hours worked under Earning codes of any of the types entered in the Earning Types field of the user defined column will appear in this column. If the Earning Types and Alternate Earning Types fields were left blank in Setup, the User Defined Column will not appear on the report. Data Files Perpetual Tax History by Check Date This file stores tax information by check date, batch and locality. Perpetual UDF Data This file stores data from PR-1062 employee UDFs. For this file to contain any information, Sage Software Extended Solution PR-1062: Employee User Defined Fields must be installed and enabled. The data is grouped by employee number, check date, and check number Sage Software, Inc. All rights reserved. PR-1074 (Revised 08/05) Page 7

8 Helpful Hints The descriptions for the Earning and Deduction codes are not saved in the history files. The description that prints on the report will be from the current deduction/earning code file. The employee name is not saved in the history files. The name that prints on the report is from the current employee masterfile. To store employee UDF perpetual history, PR-1062: Employee User Defined Fields must be installed and enabled. To use Alternate Earning Types on the Payroll Analysis by Earning Type Report, PR-1040: User Defined Earnings and Deduction Types must be installed and enabled. The Earning Types used to generate the Payroll Analysis by Earnings Type report are saved in P/R Perpetual Check History. The Alternate Earning Types are the current Alternate Earning Types maintained by PR The employee name is from the current employee masterfile. If neither of the user-defined columns is used on the Payroll Analysis by Earnings Type Report, the report is 132 columns wide. If either user-defined column is used, you must turn on compressed print, and the report should be printed on a wide-carriage printer or a laser printer in landscape mode. Depending on your setup, a wide-carriage printer may be necessary. Report Master/Visual Integrator The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Visual Integrator purposes. New File: Field: PR.PER_TAX All Fields PR.PER_UDF All Fields The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Software Extended Solutions installed. Note: The Report Master module is not supported in MAS 200 SQL. Crystal Reports The files listed below have been added or changed in the Crystal Dictionaries by this Extended Solution for Crystal Reports purposes Sage Software, Inc. All rights reserved. PR-1074 (Revised 08/05) Page 8

9 File: Description Field: PR_HT Perpetual Tax History File All Fields PR_HD Perpetual History Udfs All Fields Be aware that the Crystal Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. PR-1074 (Revised 08/05) Page 9