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JDE-100890 PAYROLL PROCESS Do you know how to find all the data that is put out during the process? 04/09/2019 Felicia Bratton Sr. Application Consultant EmeraldCube Solutions A Syntax Company

Your Presenter – Felicia Bratton • Sr. Application Consultant, EmeraldCube Solutions • HCM Senior Consultant for 20 Years • Gold Mines • Public Sector • Oil & Gas • Orange Grove (Piece Work) • Construction (Prevailing Wage) • Payroll Manager for 15 Years • Retail • Manufacturing

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Pay Cycle Workbench – P07200 • Pre-Payroll Data Selection • Master Pay Cycle Setup • Payroll ID • Payroll Parameters • Date/Detail Info • Additional parameters • Paycheck Transparency • Pre-Payroll • Journals • Check/Auto Deposit • Reports • Final Update • Temporary Tables

Pre-Payroll – P07210 Processing Options - Review the processing options that are set for your Payroll ID #4 - Time Entry Version #5 – Future Data Revisions #7 – Job Step Progression #8 – Interim Id Dates #12 – Jurisdiction Interaction Treatments

Pre-Payroll Data Selection – R07200 Data selection on the Pre-Payroll Process (depending on your company requirements) Pay Frequency – Weekly/Bi-Weekly/Monthly Pay Status – 0 thru 9 If you have multiple Companies you could add a Company Number This is to ensure you only pull in the employees that meet the criteria for that payroll process.

Master Pay Cycle The Master Pay Cycle is used to validate • Period Number • Period Month • Pay Period Ending Date • Check Date • Pay Period Number • Standard Hours

Payroll ID Payroll Parameters Questions you should be asking yourself when setting up a new payroll id • Interim Only • Is this Payroll ID for Interim’s Only (Misc. checks that are processed outside the payroll cycle) • Merge Interims • Do you want to pull in all your Interims into this payroll cycle (Misc. checks) • Auto Pay • Does the system calculate auto pay for your Salaried employees • Leave Balance • Do you want to maintain leave balance history information

Date/Detail Info – Additional Parameters – Check Transparency Date/Detail Info – most important is the from and thru dates – do you change these dates? If you are trying to pull in information that has a prior date you will need to change the from date. It is recommended not to pull in data with date worked more than 2/3 months from the current dates you are processing. Additional Parameters – This tab is where you can further fine tune what type of payroll you are processing. Step progression automation can be found on this tab. Paycheck Transparency – Federal contractors are required to provide transparency in the paychecks – Must contain hours worked, overtime hours, pay and additions to or deductions made from an employee’s pay.

Pre-Payroll The first step of the payroll cycle is to submit Pre-Payroll – Once you submit the pre-payroll the pre-payroll field is label with an ‘A’ – Actively processing the payroll and when it is finished processing the field is set to a ‘1’ – Completed processing. Under the Pre-Payroll Menu you have three options: • Submit • Reset Payroll • Review Messages – 3 type of messages • DBA Control Table (F07901) Errors – Contact system administrator • Quantum Errors – Contact system administrator – Vertex Issue • Employee Errors - Messages that affect one or more employees

Review Messages – Employee Errors Unclick the Summarized Button in order to review what employee(s) might have valid issues • Autopay Timecard in Error • EE Locked to Another Payroll • EE has Gross-to-Net Error • EE Deduction Not Taken • EE Has Deduction in Arrears • EE Has unprocessed Interim Payment • Job Does Not Qualify • Terminated Employee Has Been Paid • You can review the information on-line using – Payment Review

Example: Errors on Pay Cycle Workbench • Gross to Net Error • When you get a Gross to Net Error the workbench does not come back with a ‘1’ it leaves it blank • You must go into Payroll Parameters and enter a ‘1’ in the Pre-Payroll Processing field Go into payment review & look for Employee highlighted in red on the Payment Review Screen • Job Does Not Qualify – Could be one of two reasons. If there is a pay start date in the Employee Master and that date is after the pay period ending date you will get this error. If there is a pay stop date in the employee master and this date is before the beginning date of the payroll cycle you will get this error.

Payment Review Once you have processed Pre-Payroll the information for each employee in that cycle can be reviewed on-line from the Payment Review application. You can review the following: • Distribution Review – Payment Distribution (Auto Deposit) • Timecard Detail – Time Entry • DBA Review • Tax Detail • Stub Detail • You can go to the Employee Master and review Employee Information • You can Reset Employee which pulls employee out of the pay cycle • Review Prevailing Wage Transactions (if applicable)

Journal Entries • Journal Entries should be the second step of your payroll processing. NOTE: you should never final a payroll if the Journals are in error. • These journal entries are preliminary, review-level entries. You post journal entries after the final update. (Normally someone in accounting should be posting your journal entries. You also can have the journals posted automatically during the final update.) • Submit Journals • Errors on Journals – Review Journal Report R05229 • Locate error on report make note of account in error

Journal Entries (Continued) Two errors on this report Warning Date is in Future Fiscal Year Accounting will need to fix this warnings T1 Error - Account Number 9. is Invalid In order to find out what employee(s) are generating the error. Go back into the Payroll Workbench > Click Row > Journal Entries > Journal Review > Journal Detail On QBE enter Document Type and Account Number > Look for Employee #

Journal Entries (Continued) Go into Employee Payment Review and check to see what is causing the error. Since the one error is Journal Type AT (Accrued Taxes) you need to check the Work With Tax Detail. The error is on the Tax H2. Now go into your AAI’s and verify that H2 is setup in your Liabilities Setup H2 in your Liabilities NOTE: Since we only updated the AAIs we do not have to reset the payroll all you need to do is: Journal Entries>Revise Journal>Submit Journals Go into Submitted Jobs, Open up Report R05229, search on the word ‘Error”

Journal Entries (Continued) Validating numbers on your Journal Entries T1 – Credit Liabilities DA/DP – Credit Refn2 code = Net Pay on Register AW - Debit = Gross Wages on Register AL – Credit = DBA Employee & Employer Cost AT – Credit = Taxes Employee & Employer Cost CF – Debit = Employer Cost DBAs CT – Debit = Employer Cost Taxes & Workers Comp. T2 – Labor AW – Credit = AW from T1 T3 – Burden CF & CT – Credit = CF & CT from T1 Verify Grand Totals Debit and Credit equal

Payments Next Step is to run your checks > auto deposits and bank file Checks and Auto Deposits go to your Job Queue and Auto Deposit file goes to your ‘export’ folder.

Payroll Reports When you setup Payroll Reports you indicate what Step in the payroll cycle that report should run. Payroll Register R073012 – Should run both in Step 1 and Step 4. Difference in report is that in Step 1 there is no Check number on the register where in Step 4 there is. Other reports that you should run: • Payroll Exception Report – R053191 • DBA Register – R073062 • Federal Tax Register – R073170 • State Tax Register – R073162 • W/C Register – R073601 • Tax History Integrity Report - R077011 • PDBA Integrity Report – R077021

Final Update Final Update updates the following tables: Tax History Summary – F06136 PDBA History Summary – F06146 Pay Check History Tax Ledger Detail– F06166 Pay Check History Summary – F06156 Employee Transaction History Detail – F0618 DBA Transaction Detail History – F0719 Calendar Month DBA Summary History File – F06145 Tax Area Transaction History – F06148 W/C Summary History – F0627

Other Payroll Functions • Processing Job Step Progression • Davis Bacon Prevailing Wage • Future Data Update • Multiple Version Processing • Interim Processing – Interim Payment Code • Off Cycle – Standard or manual payment • Advance – Interim payment for a calculated advance • Net Advance – Advanced Interim Payment • Adjustment – Adjust to correct historical information • Gross Up – Individual Gross up

Pre-Payroll Temporary Tables After each payroll the Temporary Tables should be checked to make sure everything has posted when you processed final update. • Tax Detail File – F07353 • Payment File – F07350 • Employee Lockout Code File – F07300 • Stub Info File – F07352 • Payment Distribution File – F07351 • DBA Ledger File – F0709 • Journal File – F063951 • Burden Ledger – F07241

Error Messages – Pay Cycle Workbench • DBA Control Table Not Found - The system uses this table during pre-payroll to calculate DBAs for each employee. Contact the database administrator for assistance in creating the Pre-Payroll DBA Calculation Control Table. • DBA Control Table Has No Data - The system uses this table during pre-payroll to calculate DBAs for each employee. Contact the database administrator for assistance in loading data into the Pre-Payroll DBA Calculation Control Table. • Vertex Tax Table Not Found - The system uses the Set Vertex Tax Table (F07940) during pre-payroll to calculate taxes for each employee. Contact the database administrator for assistance in creating the Set Vertex Tax Table. • Vertex Tax Table Has No Data - The system uses this table during pre-payroll to calculate taxes for each employee. Contact the database administrator for assistance in loading data into the Set Vertex Tax Table

Continue – Error Messages • Vertex Library Local Failed - The system uses the Quantum library during pre-payroll to calculate taxes for employees. Contact your technical support for assistance. • Vertex Connection Unsuccessful - The system is unable to connect to Quantum for Payroll Tax. Contact your technical support for assistance • Vertex Function Pointer is Invalid - The system is unable to locate a Quantum for Payroll Tax function. Contact your technical support for assistance. • Autopay Timecard in Error – MBF for time entry encountered an error when it calculated an autopay timecard for an employee. • EE Locked in Another Payroll – Employee record is included in another payroll cycle. • EE has Gross to Net Error – Gross minus taxes and deduction did not equal the net wages. Review detailed information about the error

Continued – Error Messages • Employee has deductions not taken – Insufficent gross wages were available to pay for the employee deductions. • Employee has deductions in Arrears – Gross wages were insufficient to pay for all employee deductions. System placed in arrears • EE has unprocessed Interim Payments – Interim payment has not been processed – EE might have terminated during process. • Job Does Not Qualify - If there is a pay start date in the Employee Master and that date is after the pay period ending date you will get this error. If there is a pay stop date in the employee master and this date is before the beginning date of the payroll cycle you will get this error. • Terminated EE Has Been Paid – EE has a pay status of terminated. Review employee record

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JDE-100890 fbratton@emeraldcube.com

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