TOOLBOX FUNCTION: Renumber Termination Reason Codes

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1 TOOLBOX FUNCTION: Modules Affected: Versions Affected: Payroll, Human Resource Suite Version 7 (9.7c2.37 and greater) The discussion of this new function is divided into the sections shown below. Background... 1 Perform a Data Backup... 2 Accessing the Payroll Termination Reason Code Renumber Function... 2 Payroll Termination Reason Code Renumber Menu... 4 Review Termination Reason Codes... 4 Enter Translation Table... 5 Review Translation Table... 6 Payroll Termination Reason Code Renumber... 6 Background A Termination Reason Code Renumber function has been added to the Toolbox. This Toolbox program lets users assign new codes to Payroll termination reason codes and update files throughout the COINS 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. It can also be used to standardize termination codes across multiple databases. 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. 5/12/05, revised 6/8/ Construction Industry Solutions (Shaker) Corp.

2 Perform a Data Backup The Payroll Termination Reason Code Renumber Toolbox alters information throughout the database. 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. You should also backup the H/R 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 termination reason codes will be updated. Accessing the Payroll Termination Reason Code Renumber Function Follow these steps to access the Termination Reason Code Renumber 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 tbi039.p (the program name for the Payroll Termination Reason Code Renumber program) at the Enter Report Name prompt as shown in Figure 1: User-defined Reports screen. Figure 1: User-defined Reports screen 5/12/05, revised 6/8/09 2

3 05/06/05 C O I N S SHAKER CO 1 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* tbi039.p 1. 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 Termination Reason Code Renumber Toolbox program.) Figure 2: Enter Licensing Code Enter Licensing Code: xxxx-xxxx-xxxx 1. If you entered the licensing code correctly, the Payroll Termination Reason Code Renumber menu appears. See Figure 3: Payroll Termination Reason Code Renumber Menu. 5/12/05, revised 6/8/09 3

4 Payroll Termination Reason Code Renumber Menu The Payroll Termination Reason Code Renumber Menu has two options, reflecting the two primary steps to the Renumber process: Enter Translation Table Termination Reason Code Renumber Use this option to enter the new code for each termination reason code in the Payroll Termination Reason Code File that needs to be renumbered. Use this option to renumber the termination reason codes based on the information in the Translation Table. Figure 3: Payroll Termination Reason Code Renumber Menu 05/06/05 T O O L B O X d6-9.7 INTCO/DV Payroll Termination Reason Code Renumber Menu 1. Enter Translation Table 2. Termination Reason Code Renumber X. Exit Review Termination Reason Codes Review the Payroll Termination Reason Code F/M listings for each database carefully and use them to determine which termination reason codes in which databases need to receive new codes. It is important that identical termination reasons in the various databases have the same codes, and that unique identifiers have unique codes. If a termination code needs to be changed in one or more databases, you have two options: 1. Select a new, unique termination reason code for each code that needs to be changed and use it in all databases. 2. Select an existing code from one of the databases and use that code in each of the other databases. Once the analysis is complete, sign into each database that needs to be changed and access the Toolbox program as described on page 2. 5/12/05, revised 6/8/09 4

5 Enter Translation Table Use the Enter Translation Table function to enter the new code for each termination reason code that needs to be renumbered. Navigation 1. Select Report Menu from the module menu. 2. Select User-defined Reports from the Report Menu. 3. Enter tbi039.p at the User-defined Reports prompt. 4. Enter the Licensing Code. 5. Select Enter Translation Table from the Payroll Termination Reason Code Renumber Menu. The old termination reason code and description display. Figure 4: Translation Table 05/06/05 PR Termination Reason Code Renumber Entry d6-9.7 INTCO/DV Old Description New ABSENT EXCESSIVE ABSENTEEISM EMBEZ EMBEZZLE CRIMINAL POORPERF POOR PERFORMANCE RESIGN RESIGNATION SLOW SEASONAL SLOW DOWN Print Exit Field Definitions Old Description New Enter a unique code in the New column for each termination reason code that you want to renumber. You cannot enter a code that has already been entered in the New column on another record. 5/12/05, revised 6/8/09 5

6 Review Translation Table It is important to review and confirm the new termination reason codes before continuing, since the changes made by the renumber process are permanent. To print a list of the changes and review it offline, press the slash key and select Print from the strip menu. A sample Payroll Termination Reason Code Renumber Listing appears in Figure 5. Figure 5: Sample Payroll Termination Reason Code Renumber Listing RUN DATE 05/06/05 10:20:22 COINS PAYROLL MODULE PAGE 1 d6-mult Co/Div/Ctr/Interc/Interd TERMINATION CODE RENUMBER LISTING OLD NEW CODE DESCRIPTION CODE EMBEZ EMBEZZLE CRIMINAL Payroll Termination Reason Code Renumber Once you have reviewed the translation table and backed up your data, you may proceed with the Payroll Termination Reason Code Renumber process. Navigation 1. Select Report Menu from the module menu. 2. Select User-defined Reports from the Report Menu. 3. Enter tbi039.p at the User-defined Reports prompt. 4. Enter the Licensing Code. 5. Select Payroll Termination Reason Code Renumber from the Payroll Termination Reason Code Renumber Menu. A reminder appears about backing up the data before proceeding, as shown in Figure Enter Y at the Continue prompt. 7. 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. 5/12/05, revised 6/8/09 6

7 Figure 6: Warning Message 05/06/05 Payroll Termination Reason Code Renumber d6-9.7 INTCO/DV This program will change the PR Termination Reason Codes with the codes entered in the PR Termination Reason Code Renumber Entry program. YOU SHOULD HAVE A CURRENT BACKUP BEFORE YOU RUN THIS PROGRAM. MAKE SURE THE OLD/NEW CODE ASSIGNMENTS ARE CORRECT. THE ONLY WAY TO UNDO CHANGES FROM THIS PROGRAM ARE TO RESTORE A BACKUP Continue (Y/N)? Y Figure 7: File Update Status 05/06/05 Payroll Termination Reason Code Renumber d6-9.7 INTCO/DV UPDATING FILES: Payroll Employee Master F/M The Payroll Termination Reason Code Renumber process updates the following files. Wherever the old termination reason code was used, it is replaced by the new termination reason code from the translation table The affected files include: PR Termination Reason Code File (pr_term) PR Employee File (pr_employee) PR Employee Audit Trail (pr_empaudit) H/R Employee File (ei_emp) H/R Employee Status History (ei_stathis) 5/12/05, revised 6/8/09 7