MAINTAIN EMPLOYEE PAY TRANSACTIONS#
The Employee Pay Transaction (IPTRE) form is used to modify transactions already generated and to add new transactions by employee. Using this screen, the user has the ability to see the employee's batch history, and the employee's totals by time code, time type and time code set.See FEATURES OF IPTR for more information on IPTR and IPTRE.
- Batch #
- This field will display the automatic numeric value assigned to the batch.
- Batch Code
- This field specifies the batch code.
- Payroll
- There can only be one payroll attached to each batch. If more than one payroll needs to be processed through the pay cycle then additional batches must be created for each payroll. All of the batches may then be calculated together.
- Pay Period
- This field indicates the pay period the batch was generated for. Pay periods are numbered by the year, followed by the pay period # of the year
199901 is the first pay period in 1999.
199902 is the second pay period in 1999 and so on.
- Entity
- This field will display the entity the batch belongs to.
- Batch Status
- The status of the batch will appear in this field. The lexicon X_BATCH_STATUS is used by the field to specify the available statuses.
- Eligible
- If this toggle is ON then the batch is eligible to be processed by UPTR. If OFF then the batch is not eligible to be processed.
- Show History
- This toggle allows the user to see the employee's transaction history in processed batches.
Pay Transactions Tab#
The Pay Transaction grid may be customized but the following fields depict what is released with the base software.
- Assignment
- This field indicates the employee's assignment the transaction was created for.
- Date
- The date of the transaction is held here.
- Time Code
- The time code used to store the amount or hours is held here.
- Value
- The time code value (hours or dollars) is held here.
- Position
- The position associated to the employee's assignment used to create the transaction is held here.
- Job
- The job associated to the employee's assignment is held here.
- Department
- The department code associated to the assignment the transaction was created for is held here.
- Cost Center
- This field may hold a cost center the transaction is to be tied to.
Details#
- Position
- This field shows the position code from the employee’s assignment.
- Job
- The job code from the employee’s assignment is displayed in this field.
- Department
- This field shows the department code defaulted in from employee’s assignment
- Work Rule
- The work rule that governed the transaction generation is held in this field.
- Jurisdiction
- This field shows the tax jurisdiction defaulting from employee’s assignment.
- Distribution
- This field displays the distribution code associated with the transaction.
- Wage Rate
- This field shows the standard wage rate from primary assignment.
- Basis
- The rate basis is the unit of measure in which the associated rate is being stored or displayed. E.G. hourly, weekly, biweekly, semi-monthly, monthly, or annual.
- Rate Overridden
- This toggle indicates if the rate on the transaction has been overridden.
- Work In Process
- If the ‘Work in Progress’ toggle is ON, this pay line is considered a WIP transaction and will be journalized to the Work in Progress account of the general ledger, instead of the Payroll Clearing account. If the toggle is OFF, the pay line is not journalized as work in progress.
- Work Order
- This is a customized field used to define work orders attached to a specific sundry. The Work order validation is defined on the 'Define G/L Company' (IDGC) form. The work order on each pay line can be unedited (no validation) or validated from an external system that has been pre-programmed.
- Sched. Time
- If time was generated on the pay transaction then the amount that was generated will be indicated here. This will be used to ensure that the day, week or period scheduled time will always add up to the generated time. For example, if 8 hrs was generated as regular time and then 4 hrs of vacation is entered for the exact same time frame the regular time will be reduced to 4 hrs for a total of 8 scheduled hours.
- Total Hrs
- This field will display the total number of hours for the employee in the current batch.
- Reference Info
- This field shows any reference information for the pay line generated.
- Status
- This field will default to “newly entered” and is for display purposes only.
- Source
- This field will default to data on the “IPTR screen” and is for display purposes only.
- Generated By
- This field will display whatever function generated the batch (e.g. UPTG) followed by the execution id (MEX_ID) (e.g. run #1234). e.g. UPTG Run #1234 This field will be for display purposes only.
- Updated By
- This field will display whatever function updated the batch (e.g. UPTG) followed by the execution id (MEX_ID) (e.g. run #1234). e.g. UPTG Run #1234 This field will be for display purposes only.
- Pay Number
- If there is a pay number attached to the pay transaction, that number will be shown here. This field is for display purposes only.
- Alt TC
- This toggle indicates if an alternate time code was used.
- View Journal Entries
- When you click this button, a pop up screen will appear displaying the journal entries for this transaction.
Time Codes tab#
- Time Code
- This field displays the time code to be used to create transaction detail. More than one time code can exist per IPTR line.
- Value
- This field shows the amount of time entered on the pay line.
- Basis
- The time basis is the unit of measure in which the associated time is being stored or displayed. E.G. hours, days, weeks, months, years, pay periods, miles, kilometers, pieces or units.
- Reason
- This field displays the reason for time entered. This reason may be given for a leave or for overtime. The data in this field defaults in from the Time Codes tab on IDWR for the time code being entered. This field is not updateable. The lexicon X_REASON_FOR_TIME is user-definable.
- Leave Reason
- If a leave reason was provided, it will be displayed here.
- Leave Information
- Time Code
- This field indicates the time code used to capture the leave time taken by the employee.
- Value
- This field displays the overall amount of leave taken by the employee.
- Balance
- This field is used to display the balance remaining of the leave policy.
- Reason
- If a leave reason was provided, it will be displayed here.
- Leave Reason Text
- This field provides the user to add additional information pertaining to the leave.
Premiums tab#
- Premium
- Premium code to be applied to transaction is displayed on this field.
- Rate
- The premium amount is provided as the rate in this field.
- Basis
- The basis is the unit of measure in which the associated premium is being stored or displayed. For example, hours, days, weeks, months, years, pay periods, miles, kilometers, pieces or units.
- O/R Rate
- This field will display override premium amount provided by the user.
- O/R Basis
- This field will display the override premium basis provided by the user.
Audit tab#
- Audit Info
- This field displays information about the audit, such as clock entries, leave policies, etc.
Comments tab#
- Number
- This field displays the request number assigned by the application to the record when saved.
- Status
- The status of the request displays in this field.
- Created On
- This field displays the date the request / comment was created.
- Synopsis
- This field holds the synopsis of the request / comment.
- Text
- This field holds the full text of the request / comment.
Time Code Totals Tab#
This tab displays time code totals for the employee and batch.
- Time Code
- The time code within the batch the total is for.
- Employee Total
- The employee's accumulated total for the time code within the batch in focus.
- Batch Total
- The batch's accumulated total for the time code in focus.
Misc Totals Tab#
This tab allows the user to see various totals for the employee. This tab is similar to that of the Summary tab in IPTRB however the focus here is by employee, therefore the time codes seen here are those tied to the employee's transactions.
The prompts of the fields will dynamically change to be time code, time type or time code set code depending of the type of total chosen at the bottom of the form.
The records that do not have information for Person Code, Name or Assignment are grand total records.
Totals for prior period transactions that belong to the current batch are included in the batch total. When the system totals by week, the prior period's grand total records will not have a From Date and the To Date will be the pay period end date of the prior batch.
The user is provided with the following three toggles to choose how they wish to see the totals.
- By Batch
- When this focus is chosen the system calculates the totals in a selected batch for the employee as of the end date of the pay period.
- By Week
- When this focus is chosen the system calculates the totals in a selected batch for the employee as of the end of the week. The end of the week is considered 7 consecutive intervals ending on the pay period end date.
- By Day
- When this focus is chosen the system calculates the totals in a selected batch for the employee and by date.
- Assignment
- The employee's assignment the transactions were generated for.
- From Date
- This field may display the pay period start date, week start date or the day of the transaction, depending on which toggle was selected above.
- To Date
- This field may display the pay period end date, week end date or the day of the transaction, depending on which toggle was selected above.
- Show Time Code Totals
- This toggle will dynamically display totals for time codes associated to the employee's transactions.
- Show Time Type Totals
- This toggle will dynamically display totals for the time types associated to the time codes used to generate the employee's transactions.
- Show Time Code Set Totals
- This toggle will dynamically display totals for time code sets which include the time codes associated to the employee's transactions.
Clients can choose which time code sets to display by turning ON the toggle Is IPTR Total in IDTCS for only the time code sets they wish to use for totals. These will be used here in IPTRE and in IPTRB. If there are no time code sets with this toggle turned ON, the system will dynamically choose up to 15 time code sets to display in both forms.
