Document Revision History Date Version Change Reference November 16, 2009 AA Original version Table of Contents 1.0 Introduction... 1 2.0 Payroll Menus... 2 3.0 Filtering and Sorting... 3 4.0 Column Selection... 4 5.0 Exporting Data... 5 5.1. Renaming Columns in an Export File... 5 5.2. Export Your Data... 5 6.0 Saving, Loading, and Deleting Query Definitions... 7 6.1. Saving... 7 6.2. Loading... 8 6.3. Deleting... 9 7.0 Summary View... 10 8.0 Payroll Entry Details... 12 1.0 Introduction Online Analytics allows you to view and export employee payroll and demographic data through 3E. This document contains basic instructions on how to use Online Analytics to customize and export your data. Online Analytics is a subscription-based service. Please contact your PrimePay representative if you are interested in activating Online Analytics. Copyright 2009, PrimePay, Inc. All rights reserved. This material is protected by the copyright laws of the United States and other countries. It may not be reproduced, distributed or altered in any way without written permission from PrimePay.
2.0 Payroll Menus Use the Payroll menu to access employee payroll and demographic data: Employee Payroll Setup The following menus display setup information specific to each employee: Employee Demographics Employee Auto Allocations Employee Deductions Employee Direct Deposit Employee Recurring Earnings Employee Events Employee Miscellaneous Data Employee Pay Rates Employee Taxes Employer Payroll Setup The following menus display employer-level setup information: Employer Accruals Employer Deductions Employer Departments Employer Earnings Employer Events Employer Taxes Paycheck Data The following menus display data about individual employee paychecks: Payroll Entry Details displays one row describing each paycheck Payroll Entry Deductions displays one row for each deduction on each paycheck Payroll Entry Earnings displays one row for each earning on each paycheck Payroll Entry Taxes displays one row for each tax on each paycheck Page 2 of 13 Last Updated: 11/17/2009
3.0 Filtering and Sorting Click the Query Definition button located on the top right-hand corner of the screen: In the Filter tab, you may select multiple filters to narrow your dataset. From the Add Filter drop-down list, select a column that you want to filter, and enter the filter value in the text box. To add additional filters, select a new filter from the Add Filter drop-down list: Click the green plus to create a filter using the OR statement. For example, if you want to filter for records where the Last Name is either Smith OR Jones, first add a filter on Last Name for Smith. Then, click the green plus and add a filter for Jones: Use the Sort tab to change how columns are sorted: Page 3 of 13 Last Updated: 11/17/2009
4.0 Column Selection Click the Display Fields tab to access the column selection screen: The Available list box on the left contains columns available for selection. The Selected list box on the right contains columns that will appear on screen after the query is applied. Use the select/de-select arrows to add columns to or remove columns from the Selected list box: Add a column Add all columns Remove a column Remove all columns Use the Move Up and Move Down buttons to specify the order of the columns in the query result: Page 4 of 13 Last Updated: 11/17/2009
5.0 Exporting Data 5.1. Renaming Columns in an Export File Click on the Export Fields Captions tab, and adjust the captions for the selected columns: NOTE: The new captions will not be reflected on-screen; they will appear in the exported file. 5.2. Export Your Data Click the Export all Data button located on the top right-hand corner of the screen: From the Target File Type drop-down list, select either Microsoft Excel or CSV file. Next, enter a Description for your export, and click the Export button: Page 5 of 13 Last Updated: 11/17/2009
You will be returned to 3E, and the system will be available for use while your export request is processed. You will receive a notification e-mail when your file is ready to be retrieved: Once you receive the notification e-mail, navigate to My Exports under the My Profile menu: Click on the desired export document, and you may choose to either open it or save it to your computer: NOTE: As indicated in the above screenshot, exported documents are available for 14 days. Page 6 of 13 Last Updated: 11/17/2009
6.0 Saving, Loading, and Deleting Query Definitions 6.1. Saving The query settings illustrated in the previous sections may be saved as a query definition and applied later. To save a query definition, click the Save or Delete button in the lower left-hand corner of the window: Enter a Name and an optional Description, and click the Save and Apply button. Page 7 of 13 Last Updated: 11/17/2009
6.2. Loading NOTE: Saved query definitions are associated with a specific menu item. For instance, if you save a query definition on the Employee Deductions menu and want to load it later, you must first open the Employee Deductions menu to access the saved query definition. If you open, for example, the Employee Taxes menu, you will not find the saved query definition from the Employee Deductions menu. To load a previously saved query definition, navigate to the menu from where you saved the original query. Click the Query Definition button, and click the Load button in the lower lefthand corner of the window. Click the name of the previously saved query definition to apply it. Page 8 of 13 Last Updated: 11/17/2009
6.3. Deleting To delete a previously saved query definition, load the query definition as indicated above. Click the Query Definition button, and click the Save or Delete button in the lower left-hand corner of the window: Click the Delete button: Page 9 of 13 Last Updated: 11/17/2009
7.0 Summary View On the Display Fields tab, the Summary option allows you to group datasets and calculate the SUM, AVERAGE, MIN, or MAX of columns containing numeric values (e.g. Hours, Amounts, Rates, etc.). To use Summary View: 1. Click the Summary radio button. 2. From the Type drop-down list, select the calculation that you want to use: SUM, AVERAGE, MIN, or MAX. 3. Optionally, click the checkbox labeled Display record count for each group to display the number of records that have been grouped together. 4. Select the columns that you want to group and total. Columns that are capable of being totaled are displayed in blue text. 5. Click the Apply button. FOR EXAMPLE From the Payroll Entry Deductions menu, if you want to display the total Deduction Amount for each employee per pay date, use the following settings: Page 10 of 13 Last Updated: 11/17/2009
If you apply the above settings, you will receive each employee s total Deduction Amounts per day date: If you remove the Pay Date column from the Display Fields tab, you will receive each employee s total Deduction Amount across all pay dates: Even if a column is not present on screen, you may still add a Filter for it. For example, the Pay Date column is not present in the above screenshot, but you may still filter for a specific Pay Date in the Filter tab: Applying the above filter produces the following result: Page 11 of 13 Last Updated: 11/17/2009
8.0 Payroll Entry Details The Payroll Entry Details view allows you to view earnings, deductions, and taxes for a single paycheck on one line. Access the Payroll Entry Details menu, and click the Query Definition button. In the Display Fields tab, scroll down the Available columns list until you see the Payroll Entry Details section: The Payroll Entry Details section lists all the deduction amounts, earning amounts, earning hours, and tax amounts that are associated with your company. Select the desired columns and click Apply. Page 12 of 13 Last Updated: 11/17/2009
FOR EXAMPLE If you want to display the amounts for deductions K, K1, L, and ST for each paycheck, use the following settings: If you apply the above settings, you will receive one row per paycheck with the four selected deductions on the same line: Page 13 of 13 Last Updated: 11/17/2009