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January 2008
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Table of Contents
Introduction to Project Series in Microsoft Dynamics GP 10.0
0-1
E-Learning..........................................................................................................0-1
Instructor-Led Training .......................................................................................0-1
Training Materials ...............................................................................................0-2
Certifications.......................................................................................................0-2
Certification Exam Preparation Guides ..............................................................0-3
Learning Plans ...................................................................................................0-3
Elements of Training Materials for Microsoft Dynamics .....................................0-4
About This Training Material...............................................................................0-6
Student Objectives .............................................................................................0-8
1-1
Objectives...........................................................................................................1-1
Introduction.........................................................................................................1-1
Features and Benefits ........................................................................................1-2
Employee Number Setup ...................................................................................1-6
User Setup .........................................................................................................1-7
Lab 1.1 - User Setup ..........................................................................................1-9
Human Resources User Preferences...............................................................1-10
Lab 1.2 - Human Resources User Preferences................................................1-11
Human Resources Preferences .......................................................................1-12
Lab 1.3 - Human Resources Preferences ........................................................1-17
Payroll Preferences and Structure ...................................................................1-18
Organizational Structure...................................................................................1-29
Summary ..........................................................................................................1-42
Test Your Knowledge .......................................................................................1-43
Lab 1.1 - User Setup (Solution) ........................................................................1-44
Lab 1.2 - Human Resources User Preferences (Solution) ...............................1-45
Lab 1.3 - Human Resources Preferences (Solution)........................................1-46
Quick Interaction: Lessons Learned .................................................................1-48
Solutions...........................................................................................................1-49
2-1
Objectives...........................................................................................................2-1
Introduction.........................................................................................................2-1
Setting Up Pay Codes And Types ......................................................................2-2
Setting and Activating Post-Dated Pay Rates ....................................................2-8
Other Pay Code Setups .....................................................................................2-8
Setting Up Overtime Rate Manager .................................................................2-13
Setting Up Payroll Integration To Payables Management................................2-18
Setting Up Employee Classes ..........................................................................2-22
Lab 2.1 - Setting Up Employee Classes...........................................................2-30
Payroll Direct Deposit Setup.............................................................................2-32
ACH File Setup.................................................................................................2-37
ACH Header and Footer Setup ........................................................................2-39
Setting Up Taxes and Compensation Codes ...................................................2-40
Summary ..........................................................................................................2-50
Test Your Knowledge .......................................................................................2-51
Lab 2.1 - Setting up Employee Classes (Solution) ...........................................2-52
Page
3-1
Objectives...........................................................................................................3-1
Introduction.........................................................................................................3-2
Setting Up Deductions and Benefits...................................................................3-2
Granting Payroll View Access To A User ...........................................................3-3
Setting Up Benefit Preferences ..........................................................................3-3
Setting Up Miscellaneous Benefits .....................................................................3-6
Setting Up A Garnishment..................................................................................3-9
Setting Up Earnings Codes ..............................................................................3-11
Setting Up Maximum Garnishment Rules ........................................................3-12
Saving Garnishments to Payroll .......................................................................3-14
Using Zero Benefit and Deduction Amounts ....................................................3-14
Setting Up a Copayment Record......................................................................3-14
Setting Up a Health Insurance Coverage Type ................................................3-15
Setting Up a Health Insurance Benefit .............................................................3-15
Lab 3.1 - Health Insurance Setup.....................................................................3-18
Setting Up An Age-Based Life Insurance Benefit.............................................3-19
Setting Up A Fixed-Amount Life Insurance Benefit ..........................................3-21
Lab 3.2 - Life Insurance Setup .........................................................................3-23
Setting Up A Retirement Plan ..........................................................................3-24
Lab 3.3 - Retirement Plans Setup ....................................................................3-26
Setting Up A Standard Deduction ....................................................................3-27
Setting Up a Company-Level Deduction Sequence .........................................3-33
Setting Up Deduction In Arrears.......................................................................3-34
Completing a Benefit or Deduction Setup ........................................................3-35
Modifying or Deleting Company Setups ...........................................................3-36
Summary ..........................................................................................................3-37
Lab 3.1 - Health Insurance Setup (Solution) ....................................................3-38
Lab 3.2 - Life Insurance Setup (Solution) .........................................................3-40
Lab 3.3 - Retirement Plans Setup (Solution) ....................................................3-43
Quick Interaction: Lessons Learned .................................................................3-44
4-1
Objectives...........................................................................................................4-1
Introduction.........................................................................................................4-1
Interviews ...........................................................................................................4-2
Lab 4.1 - Interviews ............................................................................................4-4
Skills, Skill Sets and Tests .................................................................................4-5
Lab 4.2 - Skills, Skill Sets and Tests ................................................................4-10
Orientation and Termination Checklists............................................................4-11
Training Courses and Classes .........................................................................4-15
Setting Up a Training Course ...........................................................................4-16
Setting Up a Training Class..............................................................................4-19
Linking Skills To a Training Class.....................................................................4-20
Extra Fields and User-Defined Fields Setup ....................................................4-21
Lab 4.3 - Defining the Employee User Defined Window ..................................4-28
Review Policy Setup.........................................................................................4-29
Page
ii
Table of Contents
Lab 4.4 - Review Policy Setup .........................................................................4-32
Creating a Property Item Record......................................................................4-33
Lab 4.5 - Creating a Property Item Record.......................................................4-34
Summary ..........................................................................................................4-35
Test Your Knowledge .......................................................................................4-36
Lab 4.1 - Interviews (Solution)..........................................................................4-37
Lab 4.2 - Skills, Skill Sets and Tests Setup (Solution)......................................4-38
Lab 4.3 - Defining the Employee User Defined Window (Solution) ..................4-39
Lab 4.4 - Review Policy Setup (Solution) .........................................................4-41
Lab 4.5 - Creating a Property Item Record (Solution) ......................................4-42
Quick Interaction: Lessons Learned .................................................................4-43
Solutions...........................................................................................................4-44
Chapter 5: Applicants
5-1
Objectives...........................................................................................................5-1
Introduction.........................................................................................................5-1
Requisitions and Applicant Costs .......................................................................5-2
Lab 5.1 - Adding a Requisition ...........................................................................5-7
Applicant Entry ...................................................................................................5-8
Lab 5.2 - Adding an Applicant Record..............................................................5-12
Applicant Background ......................................................................................5-13
Applicant Skills and Tests ................................................................................5-16
Interviews, Offers and Hiring ............................................................................5-21
Lab 5.3 - Adding an Interview Record ..............................................................5-27
Lab 5.4 - Adding an Offer .................................................................................5-28
Lab 5.5- Hiring an Applicant .............................................................................5-29
Modifying or Deleting Applicant Records .........................................................5-30
Summary ..........................................................................................................5-30
Test Your Knowledge .......................................................................................5-31
Lab 5.1 - Adding a Requisition (Solution) .........................................................5-32
Lab 5.2 - Adding an Applicant Record (Solution) .............................................5-34
Lab 5.3 - Adding an Interview Record (Solution)..............................................5-35
Lab 5.4 - Adding an Offer (Solution).................................................................5-36
Lab 5.5 - Hiring an Applicant (Solution)............................................................5-37
Quick Interaction: Lessons Learned .................................................................5-38
Solutions...........................................................................................................5-39
6-1
Objectives...........................................................................................................6-1
Introduction.........................................................................................................6-2
Adding an Employee I-9 Record ........................................................................6-2
Lab 6.1 - Adding an Employee I-9 Record .........................................................6-4
Creating an Employee Record ...........................................................................6-5
Inactivating an Employee Record.......................................................................6-8
Reactivating an Employee Record .....................................................................6-9
Changing an Employee's Position....................................................................6-10
Creating an Additional Position Record for an Employee.................................6-11
Creating Additional Information Records..........................................................6-13
Adding an Employee Address Record..............................................................6-16
Adding an Employee Human Resources Record .............................................6-18
Page
iii
7-1
Objectives...........................................................................................................7-1
Introduction.........................................................................................................7-1
Attendance Setup ...............................................................................................7-2
Lab 7.1 - Setting Up Attendance ......................................................................7-11
Lab 7.2 - Pay Period Setup ..............................................................................7-12
Lab 7.3 - Setting Up Accruals...........................................................................7-13
Lab 7.4 - Setting Up An Accrual Schedule .......................................................7-14
Lab 7.5 - Setting Up A Time Code ...................................................................7-15
Employee Maintenance and Summary.............................................................7-16
Lab 7.6 - Adding An Employee Attendance Maintenance Record ...................7-20
Attendance Transactions..................................................................................7-21
Lab 7.7 - Using Human Resources - Attendance Transaction .........................7-25
Vacation Planning ............................................................................................7-26
Using Payroll For Attendance...........................................................................7-31
Lab 7.8 - Vacation Planning .............................................................................7-34
Summary ..........................................................................................................7-35
Lab 7.1 - Setting Up Attendance (Solution) ......................................................7-36
Lab 7.2 - Pay Period Setup (Solution) ..............................................................7-37
Lab 7.3 - Setting Up Accruals (Solution) ..........................................................7-39
Lab 7.4 - Setting Up An Accrual Schedule (Solution).......................................7-40
Lab 7.5 - Setting Up A Time Code (Solution) ...................................................7-41
Lab 7.6 - Adding An Employee Attendance Maintenance Record (Solution) ...7-42
Lab 7.7 - Using Human Resources - Attendance Transactions (Solution) .......7-43
Lab 7.8 - Vacation Planning (Solution) .............................................................7-45
Quick Interaction: Lessons Learned .................................................................7-46
iv
8-1
Table of Contents
Objectives...........................................................................................................8-1
Introduction.........................................................................................................8-1
Benefit Enrollment ..............................................................................................8-2
Lab 8.1 - Enrolling An Employee In A Health Insurance Plan ..........................8-15
Lab 8.2 - Enrolling An Employee In A Life Insurance Plan...............................8-16
Lab 8.3 - Enrolling An Employee In A Retirement Plan....................................8-17
Lab 8.4 - Enrolling An Employee In A Miscellaneous Plan...............................8-18
Deduction and Benefit Records........................................................................8-19
Family and Medical Leave Act (FMLA).............................................................8-26
COBRA.............................................................................................................8-32
Benefit Summary and History...........................................................................8-37
Total Compensation .........................................................................................8-40
Summary ..........................................................................................................8-46
Lab 8.1 - Enrolling An Employee In A Health Insurance Plan (Solution)..........8-47
Lab 8.2 - Enrolling An Employee In A Life Insurance Plan (Solution) ..............8-49
Lab 8.3 - Enrolling An Employee In A Retirement Plan (Solution) ...................8-50
Lab 8.4 - Enrolling An Employee In A Miscellaneous Plan (Solution) ..............8-52
Quick Interaction: Lessons Learned .................................................................8-53
9-1
Objectives...........................................................................................................9-1
Introduction.........................................................................................................9-1
Activate Post-Dated Pay Rates ..........................................................................9-2
Batches And Posting ..........................................................................................9-3
Payroll Transactions ...........................................................................................9-8
Lab 9.1 - Entering Employee Mass Transactions.............................................9-40
Lab 9.2 - Entering Payroll Computer Check Transactions ...............................9-42
Lab 9.3 - Building Payroll Checks ....................................................................9-44
Lab 9.4 - Calculating Payroll Checks................................................................9-46
Lab 9.5 - Printing and Posting Checks .............................................................9-47
Payroll Direct Deposit Routines........................................................................9-48
Generate ACH File ...........................................................................................9-51
Summary ..........................................................................................................9-56
Test Your Knowledge .......................................................................................9-58
Lab 9.1 - Entering Employee Mass Transactions (Solution) ............................9-61
Lab 9.2 - Entering Payroll Computer Check Transactions (Solution) ...............9-63
Lab 9.3 - Building Payroll Checks (Solution) ....................................................9-66
Lab 9.4 - Calculating Payroll Checks (Solution) ...............................................9-68
Lab 9.5 - Printing and Posting Checks (Solution).............................................9-69
Quick Interaction: Lessons Learned .................................................................9-70
Solutions...........................................................................................................9-71
10-1
Objectives.........................................................................................................10-1
Introduction.......................................................................................................10-1
Employee Education ........................................................................................10-2
Employee Skills and Tests ...............................................................................10-3
Lab 10.1 - Assigning Skills To An Employee Record .......................................10-8
Lab 10.2 - Querying Employee Skills ...............................................................10-9
Lab 10.3 - Creating An Employee Test Record..............................................10-10
Page
11-1
Objectives.........................................................................................................11-1
Introduction.......................................................................................................11-1
Employee Discipline .........................................................................................11-2
Lab 11.1 - Employee Discipline........................................................................11-5
Employee Grievances ......................................................................................11-6
Employee Reviews ...........................................................................................11-7
Lab 11.2 - Employee Review .........................................................................11-12
Employee Injury and Illness............................................................................11-13
Summary ........................................................................................................11-18
Lab 11.1 - Employee Discipline (Solution) .....................................................11-19
Lab 11.2 - Employee Reviews (Solution) .......................................................11-20
Quick Interaction: Lessons Learned ...............................................................11-21
12-1
Objectives.........................................................................................................12-1
Introduction.......................................................................................................12-1
Employee Earnings And Position History .........................................................12-2
Employee Transfers .........................................................................................12-4
Employee Termination .....................................................................................12-5
Summary ..........................................................................................................12-9
Test Your Knowledge .....................................................................................12-10
Quick Interaction: Lessons Learned ...............................................................12-11
Solutions.........................................................................................................12-12
13-1
Objectives.........................................................................................................13-1
Introduction.......................................................................................................13-1
Inquiries............................................................................................................13-2
Reports ...........................................................................................................13-17
Lab 13.1 - Reports..........................................................................................13-26
Organization Explorer.....................................................................................13-27
Summary ........................................................................................................13-30
Test Your Knowledge .....................................................................................13-31
Lab 13.1 - Reports (Solution) .........................................................................13-32
Quick Interaction: Lessons Learned ...............................................................13-33
Solutions.........................................................................................................13-34
14-1
Objectives.........................................................................................................14-1
Page
vi
Table of Contents
Introduction.......................................................................................................14-1
Human Resources Table Maintenance ............................................................14-2
Company Payroll Record Utilities .....................................................................14-5
Removing Records .........................................................................................14-12
Human Resources Archive.............................................................................14-19
Compensation Management ..........................................................................14-23
Tax Utilities .....................................................................................................14-26
Payroll Updates ..............................................................................................14-31
Payroll Checklist Items ...................................................................................14-32
Payroll Period-End Procedures ......................................................................14-34
Government Forms and Reports ....................................................................14-42
Desk Accessories ...........................................................................................14-55
Summary ........................................................................................................14-61
Test Your Knowledge .....................................................................................14-62
Quick Interaction: Lessons Learned ...............................................................14-63
Solutions.........................................................................................................14-64
A-1
Page
vii
Page
viii
Introduction
E-Learning
Online training for Microsoft Dynamics products helps you increase your
productivity without spending time away from your home or office. E-Learning
allows you to learn at your own pace through flexible access to training, therefore
proving beneficial for those lacking the time or budget to travel. E-Learning are
online training courses designed to cover detailed concepts on specific product
areas and allow you to:
Gain in-depth technical and business application training through
daily on-demand training.
Find tips and tricks to show you how to increase productivity and
save time.
Instructor-Led Training
With instructor-led training, you can gain a solid foundation or refresh your
knowledge in Microsoft Dynamics products and processes while learning from
an expert in an interactive environment. With courses on a variety of topics, you
can:
Follow demonstrations and attend presentations.
0-1
Training Materials
Training materials can be ordered for the purpose of self-paced study. These
materials are comparable to courseware used with instructor-led training, and
enable you to:
Learn at your own pace, in your own time.
For selected training materials there are training material local functionality
available which cover country specific features in the product. The training
material local functionality add on to existing training materials and are
designed to teach local functionality within a given country. Please notice that
training material local functionality are used only in conjunction with the
training material, not as stand-alone training materials
Certifications
Certifications help identify and distinguish an individuals technical skill set
using a Microsoft Dynamics or related business product. Certifications for
Microsoft Dynamics are widely recognized by industry employers and provide an
objective validation of an individuals knowledge. Organizations that employ
certified individuals benefit from a complete approach to learning certified
individuals have higher skills retention and increased productivity. Organizations
can streamline their employee recruitment process and lower their external
support costs plus downtime by maintaining technically skilled employees by
requiring Microsoft Certified Business Management Solutions Specialist and
Professional certifications.
0-2
Introduction
Microsoft Certified Business Management Solutions
Professional
The Microsoft Certified Business Management Solutions Professional is a
premier certification where an individual has completed a pre-determined set of
required and elective certification exams. These include certification exams for
Microsoft Dynamics and related business products, as well as certification exams
for other Microsoft technologies such as SQL Server. The pre-determined set of
required and elective exams for this certification are focused on one of three
specific knowledge areas Applications, Developer, or Installation and
Configuration for one Microsoft Dynamics product. This certification
demonstrates an individuals broad and deep knowledge of a Microsoft
Dynamics product more knowledge than what is needed to achieve a
Microsoft Certified Business Management Solutions Specialist title.
recommended training
supplemental learning resources
additional recommended skills
Learning Plans
Learning Plans can help you plan the best learning strategy for you and your
organization. Learning plans illustrate module specific learning tracks that can
be easily targeted towards specific roles. Learning plans also provide a learning
track towards obtaining certifications. Learning plans can be found on both
PartnerSource and CustomerSource,
0-3
Objectives
Each chapter begins with a statement of the learning objectives for that chapter.
Learning objectives are important because they inform you about what needs to
be done to successfully complete the chapter.
Introduction
An introduction sets the stage for the learning to take place and prepares you with
key statements of the chapter.
Topics
Chapters are split up into topic areas, usually according to the learning objectives
for the chapter. This is especially beneficial in large chapters so that the
knowledge and skills to be learned are split up into more manageable units.
Conclusion
The conclusion wraps up the chapter by highlighting the important parts of the
chapter as well as providing a transition to the next chapter. The conclusion also
offers an opportunity to refresh earlier learning.
Labs
Labs test your skills with the learning concepts presented and learned during a
topic or chapter. Labs begin with a scenario paragraph which describes the
business problem to be solved, and also sets the stage for the exercise. Solutions
to the labs are also provided. Labs may be offered at different levels to
accommodate the variety of skills and expertise of each student.
Challenge Yourself!
Challenge Yourself! labs are the most challenging. These exercises are designed
for the experienced student who requires little instruction to complete the
required task. This level of exercise states the business problem to be solved and
describes the tasks the learner needs to complete.
0-4
Introduction
Need a Little Help?
These exercises are designed to challenge students while providing some
assistance. These exercises do not provide step-by-step instructions; however,
they provide the user with helpful hints and more information to complete the
lab.
We suggest you try the Challenge Yourself! labs first, and if you need help
completing the task, look to the information in the Need a Little Help? labs. If
additional assistance is required, refer to the Step by Step lab solutions located
in an Appendix.
0-5
Audience
Suggested prerequisites
Student materials
Description
This comprehensive course provides you with an in-depth view of the extensive
functionality contained within the Human Resources and Payroll applications.
Besides learning the functionality, you will also learn tips and techniques that can
help make an implementation successful, and you will gain a thorough
understanding of the HR and Payroll applications and its capabilities.
The course covers the setup of the Payroll and Human Resources modules. It
covers the processing of Payroll checks, and the everyday tracking of Human
Resources. It also covers the Applicant functionality found in Human Resources
so you can track the necessary information to hire quality employees. The class
also discusses the Attendance functionality which can be used to track employee
attendance and absences using time codes. The integration of Payroll and Human
Resources is also a focus of this class.
Audience
This class is targeted toward administrators, implementers, consultants and endusers who need to understand the technical aspects of using the Microsoft
Dynamics GP Human Resources and Payroll modules and want to gain the
ability to manage employee and applicant information. Direct Deposit is also
covered in this course. This course focuses on an integrated Human Resources
and Payroll system.
0-6
Set up Attendance including time codes and accruals and how they
are attached to employees
Create pay codes, deduction codes, benefit codes, taxes and other
employee related items used to calculate Payroll checks
Introduction
Close the Payroll year and prepare the system for the next year
Prerequisites
Before attending this course, it is recommended that students have:
Some working knowledge of Microsoft Dynamics GP
0-7
Student Objectives
What do you hope to learn by participating in this course?
List three main objectives below.
1.
2.
3.
0-8
Introduction
Welcome to Microsoft Dynamics GP Human Resources and Payroll, an
integral component of the business management system. Human Resources and
Payroll offers a streamlined solution for a business by providing financial and
human resource information quickly, efficiently and accurately. Using Human
Resources and Payroll helps to make better, timelier, management decisions.
1-1
W-2 statements.
These records track monthly information for each employee and maintain this
information throughout the calendar year. Although Payroll allows tracking
comprehensive information about the employees, additional information specific
to the company can be tracked as well. The user can define two fields in the
Employee Maintenance window any way he or she likes, one of the fields might
be used to track employees most recent review dates, for example.
1-2
Print Checks
The user can process paychecks, reprint selected paychecks or void selected
checks. Before printing checks, print an alignment form to be sure the checks are
properly aligned.
W-2 statements
Unemployment reports
Many different reports and lists can be printed in Payroll to create a permanent
audit trail of transactions. Additionally, W-2 statements can be printed after
making a check run for the next year.
1-3
Perform Inquiries
Microsoft Dynamics GP allows inquiries to be performed for transactions, checks
and employees.
Unlimited history
References
Education
Skills
Interviews
Costs
1-4
Birthday lists
Turnover reports
EEO Reports
ADA Reports
1-5
1-6
User Setup
The system is designed to allow select users to set up benefits and deductions and
enroll employees for benefits and deductions. The User Setup window is used to
control this feature. To open the User Setup window, click the Administration
series button and then click User on the Setup content pane.
A system password is required to use this screen.
1-7
1-8
If this check box is not selected, the user receives no prompts and the
benefit enrollment is not completed.
Challenge Yourself
Set up all users so they have access for Human Resources and Payroll benefit
enrollments and changes.
1-9
At System Login
Use the check boxes to activate the system login options. Select the check box to
activate the Open To Do List option. This feature automatically opens the user's
To Do list upon launching Microsoft Dynamics GP.
Select the check box to activate the Open Personal To Do List option. This
feature automatically opens the user's Personal To Do list upon launching
Microsoft Dynamics GP.
Select the check box to activate the Roll Personal To Do List Forward option.
This feature moves personal to do list entries that are not cancelled or finished to
the next day's to do list.
Organizational Display
Use the Option button to select how information is to be displayed on the
Employee Maintenance window. The selection of Code indicates that only codes
populate the Division, Department and Position fields, whereas, Description
indicates that descriptions is used.
1-10
Challenge Yourself
Create the appropriate settings to:
Roll forward the unfinished work in the To-Do list to the next day.
Set the default report destination for the user to screen on the HR
User Preferences window.
Roll forward the unfinished work in the To-Do list to the next day on
the HR User Preferences window.
1-11
System preferences which are global and affect all users of Human
Resources and Payroll in the organization.
1-12
Purge Applicants
Select the Purge Applicants check box for the system to automatically purge
applicants after a set period of time. Enter the number of days applicant records
can remain in the system before being automatically deleted in the Days before
purging field. Note the last date that applicants records are purged is displayed
in the Last Purge Date box.
Pay Steps/Grade
Mark the Use Pay Steps/Grades check box to enable the use and display of pay
step information throughout Human Resources. An example of using Pay Steps is
when a pay table is created to associate an employee's amount of time in a
position with a rate of pay.
Select the type of date for the basis of the pay step increase. The date options are:
Hire Date
Seniority Date
Manual
This selection becomes the default option each time a pay step table is created.
EEO Reporting
Select the option button for EEO-1 or EEO-4 to change the options in the EEO
Class field in the Position Setup window. Typically, EEO-1 is used by private
businesses and EEO-4 is used by governments for Equal Employment
Opportunity Commission reporting.
1-13
To Do Lists
For unfinished items from the System To Do List to be included on the next day's
list, select the Roll Forward To Do List check box. Activate this feature if the
user wants items that fall on the To Do List on Saturdays and Sundays to roll
forward to Monday.
HINT: A red exclamation point (!) indicates this is an item that rolled forward
as opposed to a new entry for that day.
Purge To Do Lists
Select the Purge To Do List check box for the system to automatically purge To
Do items after a set period of time. Enter the number of days that To Do records
can remain in the system before they are automatically deleted in the To Do
purge (#days) box.
1-14
Never
Always
1-15
1-16
The Position and Pay Code links are already automatically created.
Unfinished items from the System To Do List roll forward each day.
The user has the preference whether or not to update, and, or create
Vacancies.
The user has the preference whether or not to update, and, or create
Requisitions.
Challenge Yourself
Set up Human Resources for the specifications in the scenario.
1-17
Company
Fiscal Periods
Account Format
Bank
Account
Checkbook
Posting Setup
1-18
Posting
Posting Accounts
Source Document
Overtime in Payroll
Use Automatic Overtime to:
1-19
If automatic overtime is not used, one transaction needs to be entered for the
regular hours, and a second transaction needs to be entered for the overtime
hours.
In some cases, automatic overtime does not work for businesses that pay
overtime after a specified number of hours per day or week, regardless of the
total hours worked in a pay period. Additionally, there can be times when
automatic overtime does not work for companies that have pay periods other than
weekly. Check with federal, state, and local laws before implementing Automatic
Overtime.
To automatically calculate overtime for hourly employees:
1. Select the Automatic Overtime box.
2. Enter the number of regular hours required to tell the system how
many hours are considered to be regular hours each pay period, on a
pay record by pay record basis. Overtime is calculated for the hours
that exceed the regular hours.
3. Enter 40.00, if using a weekly pay period and overtime is paid for
hours worked in excess of 40.
The Overtime Factor is set as a fraction of the regular rate. If overtime is paid at
one and one half times the regular rate, the overtime factor is 1.50. If using the
automatic overtime feature, it is not necessary to enter a rate for the employee's
overtime codes, since the system calculates it during the transaction entry
process.
Automatic overtime is based on the total units for a specific pay code. The
overtime reduces the hourly pay code and creates an overtime pay transaction for
the overtime hours, based upon the transaction entered for the hourly pay code,
and what is set up in the Regular Hours Required field. If overtime is not being
calculated automatically, overtime pay transactions must be entered manually.
For example, enter 40 for regular hours required if employees are paid weekly.
Assume Automatic Overtime is selected for a biweekly pay period and it is based
on 40 hours a week. Two hourly pay code transactions must be entered for each
employee and each hourly pay code must have a corresponding overtime pay
code.
If a pay record transaction is entered for an hourly employee who worked 35
hours the first week and 45 hours the next, 35 hours must be entered in the first
hourly pay code transaction and 45 hours in the second hourly pay code
transaction. The employee then receives 75 hours of hourly pay and 5 hours of
overtime pay.
1-20
Maintain History
The option to maintain historical information for checks, transactions and
account distributions is available. Any or all of these options can be selected,
depending upon the business's needs.
Since history can be maintained for an unlimited number of years, reports can be
printed, and inquiries on payroll information can be made across multiple years.
1-21
1-22
Decimal Places
Select the number of decimal places for:
Pay rates
Deductions
Benefits
For example, a hardware factory that pays employees on a piecework basis might
use more than two decimal places if employees are paid $.0575 per piece made.
1-23
Options
Track Days Worked/Track Weeks Worked
There is the option of keeping track of the number of days worked per pay code
by each employee. The number of days worked must be entered in transaction
entry for all pay codes except the automatic pay types. For the automatic pay
types, the number of days worked must be entered when building the check file.
When this information is entered in the Build Payroll Checks window, the days
and weeks worked are rolled down to all automatic pay types.
HINT: Depending upon the calculation method used by a state, this
information can be needed to calculate workers compensation tax.
To keep track of the number of days and, or weeks worked per pay code by each
employee, select the appropriate Option(s). This information prints on state
unemployment reports.
Edit Financial Fields
Use Microsoft Dynamics GP Payroll to edit the employee's monthly financial
information throughout the system, such as employee wage summary and
liabilities information. Select the Edit Financial Fields box to edit financial
fields.
HINT: To ensure accurate information and to maintain optimum control over
payroll records, make sure this box is clear. To make changes, select the box,
make the changes, and then clear the box again after the changes are made.
Display Pay Rate on Trx
Mark this option to edit pay rates in the Payroll Transaction Entry window for the
following pay types:
1-24
Hourly
Piecework
Salary
Commission
Business Expense
Pension
Other
If the person entering time record information does not have knowledge of
employees pay rates, do not display pay rates.
1-25
Department
Position
Workers compensation
Pay code
Deduction
Benefit
1-26
Gross Pay - This account type is an expense account entered for all
employees salaries.
1-27
Dept.
Position
Code
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
ALL
1-28
Organizational Structure
The Human Resources and Payroll modules can be used to further define the
organizational structure through the use of additional company-related
information and operating procedures, as well as through various codes for
divisions, departments, positions, location, and shifts.
Company
The Company Human Resources window stores company related fields used for
Human Resources reporting. To open this window, click the Administration
series button, click Company on the Setup content pane, and then click the
Human Resources button on the Company Setup window.
1-29
Operating Procedures
Use the Operating Procedures Setup window to set up an operating procedure. To
open this window, click the HR and Payroll series button and then click
Operating Procedures on the Setup content pane.
Files created in other applications can be attached using the OLE (Object Linking
and Embedding) Container. Enter a Category name that describes the procedure
and then enter the operating procedure information either by attaching a file
using the OLE Container or by typing in the information. Click Save to save the
information.
Division Code
A division is an organizational level between a company and a department. A
company can have several divisions, and each division can have several
departments. Information can be added using extra fields.
1-30
Enter the appropriate information for the fields on the Division Setup window.
The fields are:
Division
Division Code
Address
City
State
Zip Code
Phone
Fax
Department Code
A department is a specialized unit of a division or company, which usually
concentrates on one type of task. For example, accounting and purchasing are
typical departments.
1-31
Allow for flexibility when printing Payroll reports and for posting
transactions to General Ledger.
The characters are sorted from left to right, and numbers take priority
over letters.
1-32
Department Code
Description
ACTNG
Accounting
CNTRT
Contract Work
COMMS
Communications
MKTNG
Marketing
PRGMG
Programming
RSDVP
Research/Development
SALES
Sales
Department Code
Description
SLSUP
Sales/Support
SRVCS
Service Work
Position Code
Use the Position Setup window to set up position codes. To open this window,
click the HR and Payroll series button and then click Position on the Setup
content pane.
1-33
Data
Position Code
Description
EEO Class
FLSA Status
Reports To Position
Review Type
Position Description
Notes
Description
ACT
Accountant
BYR
Buyer
CEO
CPR
Computer Programmer
GMR
Group Manager
LBR
Laborer
MFG
1-34
1-35
1-36
Select a course and choose the Zoom button to open the Position Class Link
window.
1-37
Location Code
Use the Company Addresses Setup window to set up a location code, which
includes an address, phone numbers, and a contact person for each location. To
open this window, click the HR and Payroll series button and then click
Location on the Setup content pane.
Once each location is set up, assign the location that each employee works at in
the Employee Maintenance window.
1-38
Select a company in the Select Information for field. Select an Address ID and
enter the appropriate Internet information. Click Save to retain the entries.
Shift Code
Use the Shift Code Setup window to set up a shift code. A shift premium can be
entered as an amount or percentage. To open this window, click the HR and
Payroll series button, and then click Shift Code on the Setup content pane.
1-39
Supervisor Record
Use the Supervisor Setup window to enter and maintain supervisor codes and
descriptions. To open this window, click the HR and Payroll series button and
then click Supervisor on the Setup content pane.
1-40
1-41
Summary
Planning for the setup of Microsoft Dynamics GP Human Resources and Payroll
is very important. System, organizational and user preferences are taken into
consideration during setup, as well as, developing structures for Payroll and
Human Resources that help to define how outputs are determined.
Some key points to remember from this chapter include:
1-42
1-43
Step by Step
1. Set up all users so they have access for Human Resources and
Payroll benefit enrollments and changes.
2. Click the Administration series button. In the content pane under
Setup, click User. Click the lookup button next to User ID and
select LESSONUSER1.
3. Select the check box for Payroll View for Human Resources and
Click Save.
4. Continue the process for each additional user.
1-44
Step by Step
Access the Human Resources User Preferences window. To open this window,
click the Microsoft Dynamics GP menu and select User Preferences. On the
User Preferences window click the HR button.
1. On the User Preferences window, select Screen in the Default
Report Destination field.
2. Click the HR button on the User Preferences window. In the Human
Resources User Preferences window, select the following At System
Login options:
Open To Do List
Roll Personal To Do List Forward
1-45
The Position and Pay Code links are already automatically created.
Unfinished items from the System To Do List roll forward each day.
The user has the preference whether or not to update, and, or create
Vacancies.
The user has the preference whether or not to update, and, or create
Requisitions.
Step by Step
1. To open the Human Resources Preferences window, click the
Administration series button and then click Human Resources
Preferences on the Setup content pane.
2. Make the following selections in the Human Resources Preferences
window. Accept the defaults for information not provided.
1-46
Check Boxes/Options
Values
Select
Select
Select
Select
Purge Applicants
Select
Check Boxes/Options
Values
365
Course
Select
Select
Select
Select
Select
Select
Select
To Do Purge (# Days)
365
1-47
2.
3.
1-48
Solutions
Test Your Knowledge
Payroll Posting Accounts Setup
1. Which of the following are used in conjunction with the Payroll accounts in
the Payroll Posting Accounts Setup window?
( ) Department and Position only
( ) Position only
() Department, Position and Code only
( ) Position and Code only
1-49
1-50
Set up the pay code window and the codes required to pay
employees wages.
Set up pay codes for tips, understand and setup Pay Steps and Salary
Matrixes.
Introduction
Microsoft Dynamics GP Human Resources and Payroll requires various setups
to be completed prior to use. This course focuses on the additional payroll setups
that need to be completed.
Focusing on pay codes, employee classes, direct deposit and taxes enables the
user to define the payroll structure within Microsoft Dynamics GP Human
Resources and Payroll. Other setups including the Payroll Integration to Payables
and Workers Compensation further define how Payroll integrates with other
modules.
2-1
These codes are used as default entries when setting up employee pay codes.
They can be used to apply changes to employee pay codes and also can be
included in employee classes. Pay types can be assigned to pay codes. For
example, an hourly pay type can be assigned to the HOUR pay code. As many
pay codes as necessary can be set up for each pay type.
Changes made to a pay code can be reflected in any pay codes that are based on
it, causing the dependent codes, including overtime and double time codes, to
recalculate their pay rates. Overtime and double time pay rates are also affected
by changes made to the pay factor.
2-2
Description
HOUR
Hourly
SALY
Salary
VACN
Vacation
SICK
Sick Time
PCWK
Piecework
COMM
Commission
OVER
Overtime
Pay Type
Select a Pay Type for the pay record. The following table gives a description of
each pay type available in Microsoft Dynamics GP Payroll.
Pay Type
Definition
Hourly
Salary
Piecework
Commission
Business Expense
Overtime
Double Time
Vacation
2-3
Pay Type
Definition
Sick Time
Holiday
Pension
Other
Charged Tips
Reported Tips
Overtime
Double Time
Vacation
Sick Time
Holiday
For example, there might be a need for multiple Vacation pay codes such as one
based on the:
2-4
Rate
Unit of pay
Pay period
Enter the Pay Rate for the selected pay type. The number of decimal places
available on this field is determined by the number specified in the Decimal
Places: Pay Rates field in the Payroll Setup Options window.
If Earned Income Credit is the pay type to calculate, use the EIC
tables supplied with Payroll and leave this field blank.
If Charged Tips or Reported Tips is the pay type, this field is not
available.
Unit Of Pay
Select the Unit of Pay. The units available depend on the pay type.
For example if the pay type is:
Piecework - Enter the name of the unit of work. This name is printed
on Payroll reports.
Pay Period
Select the appropriate Pay Period according to how often payroll is run in the
business.
The following is a list of the Pay Periods used in Payroll:
Pay Period
Periods/Yr
Hours/Period
52
40.00
26
80.00
24
86.67
12
173.33
2-5
Pay Period
Periods/Yr
Hours/Period
520.0
1040.0
2080.0
260
8.0
Shift Code
Enter a Shift Code associated with the pay code. Use the Shift Code field to
specify a shift code used with this pay record. Typically a shift code is used on a
night shift where an extra amount of compensation is given, compared to a
regular shift.
2-6
No taxes are withheld on an advanced pay run. All taxes are withheld
during the next normal pay run.
To calculate the Federal Tax Rate at a flat rate for this pay code
instead of using the tax tables, enter the flat rate.
To calculate the State Tax Rate at a flat rate for this pay code
instead of using the tax tables, enter the flat rate.
Report As Wages
Select Report As Wages if this pay code is for business expenses and these
expenses are reported as wages on the W-2 statement.
HINT: Pay records must exist on a company level. They are set up here or can
be added when setting up an employee pay code in the Employee Pay Code
Maintenance window.
2-7
2-8
The position selected on the Position Setup window displays. Then, enter the Pay
Code to be linked to this position. If a Salary Matrix is assigned to this pay code,
then the information also displays in this window.
Description
CTIPS
Charged tips
RTIPS
Reported tips
MINWG
HR-W
Hourly weekly
2-9
2-10
Use the Pay Step Table Entry window to create, edit, save and delete pay step
tables. Enter a Pay Step Table ID for the table and a Description that describes
it. Select either Hourly Rate or Salary for the Unit of Pay. The Step/Grade field
is completed with sequential numbers for each row. Months in Step is used to
designate the range of months in the pay step. Enter an amount in the column for
the specified effective date.
The tabs on the Pay Step Table Entry window are used as follows:
Tab Name
Field Name
Description
Add Column
Effective Date
Copy Column
Remove Column
Effective Date
2-11
Clicking the Printer button at the top right in the window prints the matrix
report.
To enter a new table, select the New Table button. Enter a Table Name when
prompted. Next, select a pay unit. New rows and columns can be added to the
table using the appropriate buttons. Rows down the left side can be set up as
position titles, grade levels, or however it is decided to break down pay scales.
Columns across the top could be 0-6 months experience, 6 months to 1 year, and
so on, across the matrix.
HINT: Salary ranges of minimum, mid and maximum are entered for each
column. The amounts must be in proper order or calculation problems can
exist.
2-12
2-13
When Overtime Rate Manager is installed and registered it is important that the
Automatic Overtime option is not selected on the Payroll Setup window. Use
Overtime Rate Manager to set up calculation methods that can be assigned to pay
codes at both the company (Pay Code Setup window) and employee (Employee
Pay Code Maintenance window) levels.
The calculation method selected determines what calculation is used, as well as
what average calculations and exclusions are applied for the transactions entered
for that pay code. If no calculation method is selected for the employee pay code,
no rate adjustments take place to transactions with those pay codes. Any number
and configuration of calculation methods can be created and used with Overtime
Rate Manager.
2-14
Weekly Overtime
Weekly overtime is the method an employee is given overtime for any hours over
40 worked in a week.
The overtime hours are calculated by subtracting 40 from the total hours worked
in that week. The result is the number of hours the employee is paid the overtime
rate for. For example, if an employee works 45 hours in that week, the overtime
hours are 5 (45-40 = 5).
Blended Rate
The employee's overtime rate is calculated differently if the employee works
hours at multiple rates of pay. In this situation, the employee's overtime rate is
calculated by multiplying a weighted average rate times the overtime factor of
1.5.
Example: The employee works 45 hours in a week. The employee works 20
hours at a rate of $10 per hour, 20 hours at a rate of $12 per hour and 5 hours at a
rate of $15 per hour. The employee receives the overtime rate for 5 hours. In this
situation, the overtime rate is the weighted average rate for all the hours worked
* 1.5. The weighted average rate is determined by dividing the total wages / total
hours: ($200 + $240 + $75) / 45 = $11.44
Typically, the overtime rate is calculated as $11.44 * 1.5 = $17.16. However, in
this case, the standard pay rate is not known for those 5 hours that are now
considered overtime. It is not necessary to breakout the 40 hours of standard time
and 5 hours of overtime. Consider the 45 hours as paid and the standard rate
(factor of 1.0), so now only the overtime factor (.5) is paid for the overtime
hours. So, the overtime premium for this employee is $11.44 * .5 = $5.72 * 5
(hrs) = $28.60. The employee's gross pay is $514.80 + $28.60 = $543.40.
2-15
2-16
Pay Codes to Include - Select all Pay Codes to use to figure this
calculation method. Click the Insert button. For each Pay Code
selected, select to use only the hours, only the dollars or both hours
and dollars from that pay code to impact the calculations.
Setting Up Exceptions
The Calculation Method window allows further restrictions to the calculation
method by assigning exclusions. Exclusions can be selected for Departments,
Positions or Shifts. Each exception can be set to use only the hours, only the
dollars or both hours and dollars from that pay code to impact the calculations.
Department Exceptions
Position Exceptions
Shift Exceptions
In the following example, the calculation method is setup to include all selected
Pay Code Hours and Dollars excluding payroll transactions where the
Department is ADMN. When the transaction Department is ADMN the
calculation method includes only the Dollars from that transaction when
calculating the overtime rate.
2-17
2-18
Code
Code varies based on the Transaction Type selected. Selecting the code here
allows selecting related Payroll Vendor setup information that is used to create a
purchasing transaction for each code. The zoom and lookup features available on
the Code field allow the appropriate transaction type data available based on
which transaction type is currently selected.
For example, if transaction type of Local Tax is selected the Code field reflects a
zoom to the correct Local Tax setup window and the lookup window reflects
only Local Tax codes.
Description displays the appropriate description for the selected code.
The Code field is always a required field.
Vendor
Use the Vendor field to select an existing vendor to assign to a particular Payroll
Vendor Setup record. The Vendor Name field displays the appropriate name for
the selected Vendor.
2-19
By default, this option is set to Off. If this is changed to On the system prompts
the user to print the Payroll Pre-Posting reports and the Payroll Integrations
Payables specific reports.
2-20
The distributions created are based on the Account setup for the particular
corresponding Vendor ID. To have the payment affect the correct General Ledger
account, it is necessary to change the payment Distribution to reflect the amount
of each departmental accrual being paid to the associated General Ledger
account. These accounts mirror the setup in Payroll Posting Accounts Setup.
2-21
Information is not required for every field. However, the more information
entered, the faster data entry is when setting up new employee records through
the Employee Maintenance window.
It is recommended to enter the class with the most common entries first and
select this class as the default class. Select Default in the Employee Class Setup
window and the information set up for this class automatically appears as the
default information for every subsequent class created. Only one default
employee class is permitted.
For example, create classes for hourly employees, temporary employees, parttime employees or any other similar characteristics. After the different classes are
identified for the employee records, group the employee records into classes and
identify those classes by assigning Class IDs. It can be helpful to name each
Class ID something that describes the class. For example, a Class ID can be
CLERKS or MACHINISTS.
2-22
2-23
Intern
Other
Indicate whether to post the next pay for the employees in the class to a Cash
Account from the checkbook used for each pay run or to an account specified for
each employee. If using Bank Reconciliation, it is recommended to use the cash
account entered in the Checkbook Maintenance window for a checkbook to
easily reconcile the cash account balance in General Ledger.
2-24
Hours Worked
To accrue vacation and sick time by the Hours Worked method, the number of
hours that accrue each pay period are calculated using the following formula:
Hours worked x (Vacation or sick time hours per year/Work hours per year) =
Hours of vacation accrued.
Here, hours worked per year is from the entry in the Employee Maintenance,
Employee Additional Information window.
For example:
2-25
Set Hours
To accrue vacation and sick time by Set Hours, enter the number of hours that are
accrued each pay period for the employee.
For a specified number of hours to be accrued per pay period:
Enter the number of hours this employee has remaining for the year
(the number of hours currently available to the employee) in the
Hours Available field.
Available vacation and sick time can be higher than the hours per year. When
employees are allowed to carry over unused vacation hours into the next year, for
example. In this case, an employee is allowed 40 hours of vacation time each
year, but he or she used only 20 hours last year. Hours Per Year are 40 hours (the
amount this employee is allowed each year), but available are 20 hours. In this
example, the Available field updates at each pay run for the 40 hours for the
year.
No Accrual
If selecting not to accrue vacation and sick time, track employee's available
vacation and sick time by entering an amount in the Hours Available field.
These amounts are automatically reduced for an employee when vacation or sick
time transactions are entered for the employee. This field can then be updated
manually as needed in the Employee Vacation-Sick Time Maintenance window
or by using the Employee Mass Update window.
To be alerted during payroll transaction entry when the sick or vacation
transaction being saved creates a negative Vacation or Sick time balance, check
the Warn option when sick or vacation available falls below zero.
2-26
2-27
Employee Position
SERV
Servers
BUS
HOST
2-28
2-29
Challenge Yourself
Field
Value
Accrue Vacation
Method
Hours Worked
80.00
Hours: Available
0.00
Method
Hours Worked
48.00
Hours: Available
48.00
Values
Pay Codes
SALY
Deductions
Benefits
401K
State Taxes
IL
2-30
Field
Value
Class ID
SALARY
Description
Salaried Employee
Accrue Vacation
Method
Hours Worked
Field
Value
80.00
Hours: Available
0.00
Method
Hours Worked
48.00
Hours: Available
48.00
Add the following codes listed to this class using the Employee Class
Code Setup, accessed by using the Codes button located on the
Employee Class Setup window.
Field
Value
Code Type
Pay Codes
Available Codes
Insert SALY
Code Type
Deductions
Available Codes
Code Type
Benefits
Available Codes
Insert 401K
Code Type
State Taxes
Available Codes
Insert IL
2-31
To open this window, click the HR and Payroll series button and then click
Direct Deposit on the Setup content pane.
2-32
This option does not require the printing of voided checks for
employees whose entire earnings are deposited directly.
Earnings statements for employees using Direct Deposit are
printed, and can be printed on plain paper, or on pre-printed
earnings statement forms.
As Voided Checks - Generates a single Payroll print job that
prints a Payroll check for every employee.
The print job includes voided checks for employees whose pay is
entirely dispersed using Direct Deposit.
2-33
Check date and direct deposit posting date are the same, leave the
Days from Pay to Post field set to zero.
Insufficient Funds
Other
2-34
Select Mask Dollar Amount to place a row of X's on the line used
to spell out the check amount on the check portion of the paycheck.
The amount displayed in the other amount field on the check is $0.
Headers/Footers Button
When using the Headers/Footers button:
Use the ACH File Header and Footer window to define headers and
footers to add extra information to the ACH file.
The headers and footers are automatically added to the file each time
it is generated.
The header and footer lines appear exactly as shown in the window
and become part of the ACH file.
To open this window, click the Headers/Footers button on the Direct Deposit
Setup window.
2-35
Links Button
When using the Links button:
For additional information regarding direct deposit deductions and their linking
refer to the Payroll printable manual or the Help available within the application.
2-36
HINT: The key difference between direct deposit accounts and deduction direct
deposit accounts is the setup of each. Once the setup of the ACH file is
completed, it can be generated the same as if it was a regular direct deposit
account.
When a deduction direct deposit is used an advice slip or earnings statement for
the deduction deposit amount is not printed for the employee. A check is printed
only for the remainder of the employee's earnings. Also, the linked deduction
amount is not posted to Bank Reconciliation.
2-37
Fields
Enter up to ten digits to identify the company in the Company Identification
field. Enter the name of the company. Part of the information entered, like the
company's identification number, might not change from one pay run to the next.
Enter this information in the ACH Fields Setup window so it is automatically
included in the ACH files generated.
Immediate Origin and Name - Enter the routing number and name
of the financial institution that is sending the ACH file.
Auto Settle
The auto-settle line is an optional line of information added to some ACH files
generated by Direct Deposit to bring the ACH file into balance.
HINT: Some financial institutions that process direct deposit payments require
ACH files to contain the auto-settle line. Others require that the ACH files do
not contain it. Check with the financial institution for its requirements.
Select Include Auto-Settle-Line if the financial institution requires this. If it is
not selected, the financial institution creates the balancing line. Use the
Checkbook Maintenance window and the Bank Maintenance window to enter
Payroll Direct Deposit auto-settle line information.
HINT: An ACH file cannot be generated that includes some Payroll runs with
the Auto-Settle Line option and some without; they must all have the Auto-Settle
Line or they all must not have it.
2-38
ACH File Location - Browse to find where to place the ACH file on
the computer or network. Use the path button to find the file, or type
in the location, and, or path of where the ACH file needs to be
created.
Next ACH Filename - Enter the name of the next ACH file. If there
is no check mark in the Increment ACH Filename check box, and
each file needs to be saved, each file needs to be moved to a new
location before generating a new file, or each file is overwritten.
2-39
2-40
To ensure reports are printed in the correct order, be sure that each
deduction code has the same number of characters.
2-41
Track Days Worked in the Payroll Setup window must be selected and the
number of days worked must be entered when entering transactions for taxes to
be calculated correctly.
2-42
2-43
Check with the local and state tax offices for additional information about state
tax requirements.
2-44
Select Apply Tax Rate to multiply the taxable wages by the tax rate
entered.
Select Apply Tax Table to calculate the tax using the tax table set
up for the local tax code in the Payroll Local Tax Tables window.
2-45
2-46
Include Amounts
When setting up a state unemployment tax, the option is available to include
other amounts when calculating whether individual employees meet state
unemployment wage limits.
2-47
For example, two different state identification numbers can be necessary, one for
filing taxes and another for filing the unemployment forms and taxes. Using this
window, assign codes for the correct numbers for each of the forms, eliminating
the need to edit the form each time a different federal or state tax identification
number is filed.
The Payroll system also accommodates states with just one number. If there is no
value in the SUTA Tax ID when setting up the Tax ID Number, the Payroll
system fills the SUTA Tax ID with the same value as the Tax ID Number. If
there is a value in the field when entering the Tax ID Number, no change takes
place.
The reverse is also true; if there is no value in the Tax ID Number when setting
up the SUTA Tax ID, the Payroll system fills the Tax ID Number with the same
value as the SUTA Tax ID. If there is a value in the field when entering the
SUTA information, no change takes place.
2-48
MMREF-1 Information
MMREF-1 information is available only if using Magnetic Media. Check with
the state tax office for additional information about state tax requirements.
Enter the Taxing Entity Code information the state requires for the MMREF-1
table. The information in this field updates the Taxing Entity Code in the RSState Record of the MMREF-1 table.
Enter the Other State Data information the state requires for the MMREF-1
table.
Enter the State Control Number information the state requires for the MMREF1 table. This field updates the State Control Number in the RS-State Record of
the MMREF-1 table.
2-49
Summary
Microsoft Dynamics GP Payroll must be setup properly to get the results needed
for a payroll run. Setups must be completed for pay codes, employee classes,
direct deposit, workers compensation and various taxes. The benefit to the
proper planning and execution of this step is minimal adverse impact, if any, to
the employee pay check or direct deposit. This course showed the user how to
accomplish the payroll setup procedures objectives.
Some key points to remember from this chapter include:
2-50
Properly set up the Direct Deposit and ACH file because it ensures
electronic payments are deposited correctly into employee bank
accounts.
Setting Up Exceptions
3. When using the Calculation Method Setup window for Overtime Rate
Manager exceptions can be made based on which item?
( ) Location
( ) Company
( ) Department
( ) Class
2-51
Step by Step
2-52
Field
Value
Class ID
SALARY
Description
Salaried Employee
Accrue Vacation
Method
Hours Worked
80.00
Hours: Available
0.00
Method
Hours Worked
48.00
Hours: Available
48.00
Click the Codes button to access the Employee Class Code Setup
window.
Select the appropriate code type from the drop-down list. Then
highlight the appropriate code in the available codes list. Click
Insert to assign the codes to the employee class. Repeat for each of
the code types listed:
Field
Value
Code Type
Pay Codes
Available Codes
Insert SALY
Code Type
Deductions
Field
Value
Available Codes
Code Type
Benefits
Available Codes
Insert 401K
Code Type
State Taxes
Available Codes
Insert IL
When all codes are assigned, click the OK button to close the
Employee Class Code Setup window, and to return to the Employee
Class Setup window.
2-53
2.
3.
2-54
Solutions
Test Your Knowledge
Setting Up Pay Codes And Types
1. Which of the following pay codes need to be based on another pay code?
(Select all that apply.)
() Vacation
( ) Commission
() Overtime
() Holiday
2. Which of the following pay types can be excluded from gross wages by not
selecting the Report as Wages box?
( ) Pension
( ) Commissions
( ) Holiday
() Business Expense
Setting Up Exceptions
3. When using the Calculation Method Setup window for Overtime Rate
Manager exceptions can be made based on which item?
( ) Location
( ) Company
() Department
( ) Class
2-55
2-56
3-1
Introduction
Microsoft Dynamics GP Human Resources and Payroll requires various setups
to be completed prior to use. This chapter focuses on the Benefit and Deduction
setups that need to be completed.
Benefit and Deduction codes are instrumental in defining the structure within
Microsoft Dynamics GP Human Resources and Payroll. Included in these codes
are health insurance, life insurance, retirement plans and miscellaneous benefits.
There also is the ability to setup garnishments and to track deductions in arrears.
3-2
A system password is required to use this screen. Select the appropriate User ID.
The Payroll View for Human Resources check box allows a user to complete
benefit enrollment in both Human Resources and Payroll.
If this check box is not selected, the user receives no prompts and the
benefit enrollment is not completed.
3-3
Determine whether to post estimated return dates or payment dates for FMLA to
the user's To Do Lists.
3-4
FMLA Calendar
Click the FMLA Calendar button to set a company down day such as weekends
and holidays. A company down day is not counted as part of any FMLA leave.
Use the company wide down day settings to select Saturdays and Sundays.
Individual days can be marked down by clicking on the day with the mouse.
Down days are displayed in black in the FMLA calendar.
Click the Printer icon to generate a FMLA calendar report. Clicking OK returns
the screen to the Benefit Preferences window.
On the Benefit Preferences window selections also need to be made for the
following under FMLA Preferences:
3-5
Benefit Preferences
The Number of working days in a week and the Number of hours in a work day
are filled from the Attendance Setup window, when using attendance. When the
Attendance module is not being used, record the company's standard work day
and work week. To edit this information, select the Override button to change it.
The remaining fields include the COBRA Preferences button which allows for
posting to the To-Do list.
HINT: Once benefit preferences are established for FMLA, and entries are
made, they should not be changed. When they are, all entries need to be reentered for the system to calculate correctly.
3-6
Charitable contributions
Union dues
Uniform expenses
3-7
Fixed Amount
Percent of Deduction
Fixed Amount
Select the type of Deduction Tier required for both the deduction and benefit
side of the window. When a deduction or benefit is a flat amount or percent for
all wages or units, select Single and enter the amount. When a deduction amount
or percent changes based on different tiers of wages or units, select Multiple.
Click the Tiers button and the Tiered Deduction Setup window opens which
allows for wage/unit tiers and their associated amounts or percents to be entered.
Enter Maximum Deduction for the Employee side and the Maximum Benefit
for the Employer side. These fields are only available if using Payroll. If there is
no maximum leave the field blank. Leaving the field blank creates the record in
Human Resources, but not in Payroll.
3-8
Pay Period - Enter the maximum amount to be deducted for one pay
period.
Setting Up A Garnishment
Use the Deduction Setup window to enter and maintain garnishments. To open
this window, click the HR and Payroll series button, then click Deduction on
the Setup content pane.
3-9
This field is not used for any calculation. The field is informational only.
Frequency
The selection made in the Frequency field is used to annualize the tax-sheltered
deduction when taxes for paychecks are calculated. The Frequency field is not
used when determining which deductions are included in the Build Checks
process.
W-2 Information
When the deduction amount needs to be printed in a special box on the W-2
statement, enter the number of the box in the W-2 Box field, then a label, when
required, to print in the W-2 Label field. For more information about W-2 labels,
refer to the instructions supplied by the Internal Revenue Service for the W-2
forms.
3-10
Use the Earnings Setup window to define an employee's Net Disposable Income
(NDI). NDI is a legally-defined selection of wages, deductions and taxes which
garnishments and standard deductions can be taken from. The definition of NDI
depends on state law. Set maximum deduction amounts in the Garnishment
Maximum Setup window.
NOTE: Before changing a deduction code to apply a new earnings code,
confirm the earnings code does not use the same deduction code in its own
definition. Such a circular reference can cause inconsistent and undesired
results.
3-11
Reduce In Earnings
Select a Deduction Code and select Insert to move the Deduction Code to the
Selected list for inclusion in this earnings code. Deductions in the Selected list
reduce net disposable income. To deduct a company fee from employee wages
for processing garnishments, create a deduction code and include the deduction
code in the earnings code.
Taxes
Select the Taxes to apply to this earnings code and reduce net disposable income.
3-12
State/Fed
Enter a state by postal abbreviation, enter FED for federal, or select a jurisdiction
using the lookup window.
Methods
Select the Method of garnishment. Method options are Percent of Gross Wages,
Percent of Net Wages and Percent of Earnings. When selecting Percent of
Earnings as the method, confirm the earnings code selected does not use the same
garnishment maximum deduction code.
3-13
Support Order
Tax Levy
Bankruptcy
Garnishment
Other
3-14
Enter a Code to be used to define the coverage types. Examples can be Single,
Family, Family+1, Health, Dental, HMO, PPO, and so on. Enter a Description of
the coverage defined by the Type of Coverage code.
3-15
3-16
3-17
Assign the dental co-pay code to the plan. The start date for payroll
is 1/1/17.
Challenge Yourself
1. Create a new dental plan to the specifications in the scenario.
2. When the setup of the new dental plan is complete, change the
existing health insurance plan as specified in the scenario.
3-18
The Life Insurance Setup window is used to create and define the life insurance
plans offered to employees. These plans can also include Short Term and Long
Term disability plans.
3-19
When the employer pays the entire cost of the life insurance, select
Full Amount.
When saving the plan, the Human Resources system prompts to set up the
deduction and benefit as applicable for the plan.
3-20
This window can also be used to setup long term and short term disability
benefits.
3-21
Increment Employee
Full Amount
If either of the first two options is chosen, enter the portion of the insurance
premium the employer pays for each increment. If the Portion of Employee
Premium is selected enter the amount the Employer is to pay. Click Save.
When saving the plan, the Human Resources system prompts to set up the
deduction and benefit in Payroll as applicable for the plan.
NOTE: If choosing to set up this information later, the windows can also be
opened by clicking the benefits icon.
To verify a Life Insurance plan is completely set up, click the benefits icon and
Incompletes. This window shows when the plan was set up on the Payroll side.
3-22
The first plan name is LIFE2 and it has a monthly frequency. The
carrier is Blue Cross/Blue Shield. The group number is 345978 and
the plan begins 1/1/17. The premium method is Fixed Amounts. The
increments are $5000 for employees and their spouses with the fixed
premium being $1.00. Smoker premiums are $2.00. The maximum
amount of coverage an employee can enroll for is $100,000 or two
times their annual salary. The employer pays increments on the
whole family with the premium payment of $.75. Create this plan for
both Human Resources and Payroll.
Low age of 18, employee and spouse premium is $1.25 with the
premium doubling for smokers.
Low age of 30, employee and spouse premium is $1.50 with the
premium doubling for smokers.
The employer pays the full amount of the premiums in
increments of $5000. The premium for children is $.50 and
employees can enroll for up to $100,000 in insurance or two
times their annual salary. Create this plan for both Human
Resources and Payroll.
Challenge Yourself
1. Set up the first new plan as specified in the scenario.
2. Set up the second new plan as specified in the scenario.
Create the first new life insurance plan. To open this window, click
the HR and Payroll series button, click Human Resources on the
setup content pane, click Benefits and Deductions and then click
Life Insurance.
Create the second new life insurance plan using the same window.
3-23
3-24
3-25
Challenge Yourself
Change the plan as defined in the scenario.
3-26
Deduction Description
ADV
Advance to Employee
CHD
DEP
Family Health
EPU
Employee Purchases
401K
401(k) Deduction
MED
Medical Flex
SGL
Single Insurance
UW
United Way
3-27
Description
401K
401(k) Contribution
CHDC
HLFM
Family Health
HLSG
Single Insurance
UWAY
United Way
CAFE
Deduction Type
Select a deduction type. Use Standard for most deductions. When the deduction
is a court ordered garnishment, select Garnishment. Refer to the lessons on
garnishments for additional information on setting up garnishment deductions.
3-28
Frequency
Select a Frequency to annualize employee deductions for tax calculation
purposes. The frequency a deduction is calculated at depends on whether the
frequency is selected during the build paychecks process.
The frequency options are:
Weekly
Biweekly
Semimonthly
Monthly
Quarterly
Semiannually
Annually
Daily/Miscellaneous
Based On
Select Based on Pay Codes to base the deduction on all pay codes or selected
pay codes.
Highlight each code to base the benefit on and select Insert to add
the pay code to the Selected list.
To remove a pay code from the Selected box, highlight the pay code and click
Remove.
3-29
Description
Fixed Amount
NOTE: Pay type choices made in theBased on Pay Codes: Selected box only
affects percent of gross wages, and amount per unit deduction methods.
For additional information on this topic, refer to the lesson on Setting Up
Earnings Codes.
Deduction Tiers
Select either a Single Deduction Tier or Multiple Tiers.
3-30
Click the Tiers button and the Tiered Deduction Setup window
opens.
Enter wage/unit tiers and their associated amounts or percents.
Wage Level
4.375 percent
7.25 percent
Over $2,541.66
When the gross wages equaled $3,000, the deduction is calculated as follows:
Wage
Rate
Deduction Amount
$2,541.66
4.375 percent
$111.20
$458.34
7.25 percent
$33.23
Total Deduction
$144.43
3-31
Wage Level
$10
Up to $1,000
$15
$20
Over $2,000
Deduction Amount
First $1,000
$10
Second $1,000
$15
Third $1,000
$20
Total Deduction
$45
Number of Units
$0.10
Up to 100
$0.20
$0.39
When the number of units equaled 250, the deduction is calculated as follows:
Units
Deduction Amount
$0.10
$10
$0.20
$30
Total Deduction
3-32
$40
Pay Period, enter the maximum amount to be deducted for one pay
period.
W-2 Information
When the deduction amount needs to be printed in a special box on the W-2
statement, enter the number of the box in the W-2 Box field, then a label, when
required, to print in the W-2 box. For additional information about W-2 labels,
refer to the instructions supplied by the Internal Revenue Service for W-2 forms.
3-33
3-34
Deduction Code
Select each Deduction Code to assign the default arrears fields:
3-35
3-36
Summary
The proper setup of Benefit and Deduction codes in Microsoft Dynamics GP
ensures the accuracy of payroll deductions and company contribution amounts.
The various Benefit and Deduction setups provide the necessary data to describe
various benefits to the employees that are enrolled.
Some key points to remember from this chapter include:
3-37
Assign the dental co-pay code to the plan. The start date for payroll
is 1/1/17.
Step by Step
1. Create a new dental plan beginning in the Health Insurance Setup
window. To open this window, click the HR and Payroll series
button, click Human Resources on the Setup content pane, click
Benefits and Deductions and then click Health Insurance.
2. Accept the defaults for information not provided.
3-38
Field
Data
Code
DENTAL
Description
Dental Coverage
Frequency
Monthly
Carrier
Waiting Period
30 days
Type of Coverage
DENTAL
Employee Contribution
$12.00
Employer Contribution
$28.00
Deductible
$250.00
Co-Pay Code
DENTAL
Click Save.
Select Yes to set up the corresponding codes in Payroll.
The Deduction is set up first. Use a start date of 1/1/17.
Save the Deduction Setup window.
The Benefit is set up next. Use a start date of 1/1/17.
Save the Benefit Setup window.
Make a change to an existing setup.
Field
Data
Select Code
INS
Employee Contribution
$20.00
Employer Contribution
$69.36
10.
11.
12.
13.
14.
15.
16.
17.
Click Save.
Select Yes to roll down changes.
Select Yes to set up the corresponding codes in Payroll.
The Deduction is set up first. Use a start date of 1/1/17.
Save the Deduction Setup window.
The Benefit is set up next.
Save the Benefit Setup window.
Select Yes to roll down the changes.
3-39
The first plan name is LIFE2 and it has a monthly frequency. The
carrier is Blue Cross/Blue Shield. The group number is 345978 and
the plan begins 1/1/17. The premium method is Fixed Amounts. The
increments are $5000 for employees and their spouses with the fixed
premium being $1.00. Smoker premiums are $2.00. The maximum
amount of coverage an employee can enroll for is $100,000 or two
times their annual salary. The employer pays increments on the
whole family with the premium payment of $.75. Create this plan for
both Human Resources and Payroll.
The next plan is LIFE3 and it has a monthly frequency also. Blue
Cross/Blue Shield is the carrier and this plan begins on 1/1/17. The
premium method is Age Based and the table is as follows:
Low age of 18, employee and spouse premium is $1.25 with the
premium doubling for smokers.
Low age of 30, employee and spouse premium is $1.50 with the
premium doubling for smokers.
The employer pays the full amount of the premiums in
increments of $5000. The premium for children is $.50 and
employees can enroll for up to $100,000 in insurance or two
times their annual salary. Create this plan for both Human
Resources and Payroll.
Step by Step
1. Create the first new life insurance plan. To open this window, click
the HR and Payroll series button, click Human Resources on the
Setup content pane, click Benefits and Deductions and then click
Life Insurance.
2. Accept the defaults for information not provided.
3-40
Field
Data
Plan Name
LIFE2
Description
Life Insurance 2
Frequency
Monthly
Carrier
Field
Data
Group Number
345978
Plan Term
01/01/17
Premium Method
Fixed Amounts
Increments
Fixed Premium
$1.00
Smoker Fixed
Premium
$2.00
Coverage Maximum
Amount
$100,000.00
Factor
2.0
Rounding
Up
Employer Pays
Employer
Increments
$5,000
Employer Fixed
Premium
0.75
3.
4.
5.
6.
7.
8.
9.
Click Save.
Select Yes to set up the corresponding codes in Payroll.
The Deduction is set up first.
Save the Deduction Setup window.
Set up the Benefit.
Save the Benefit Maintenance window.
Accept the defaults for information not provided.
Field
Data
Plan Name
LIFE3
Description
Life Insurance 3
Frequency
Monthly
Carrier
BCBS of IL
Plan Term
01/01/17
Premium Method
Age Based
18
3-41
Field
Data
Employee
1.25
Smoker
2.50
Spouse
1.25
Smoker
2.50
Select Insert
Low Age
30
Employee
1.50
Smoker
3.00
Spouse
1.50
Smoker
3.00
Full Amount
Increments
$0.50
$100,00.00
Factor
2.0
3-42
Step by Step
1. Change the employer contribution to the 401k plan from 5% to 6%.
Also, change the employee contribution from 3% to 5%. To open the
Retirement Plans Setup window, click the HR and Payroll series
button, click Human Resources on the Setup content pane, click
Benefits and Deductions and then click Retirement Plans.
2. Accept the defaults for information not provided.
Field
Data
Benefit
Select 401K
Premium Method
Employer Match %
3.
4.
5.
6.
7.
8.
9.
10.
Click Save.
Select Yes to roll down the changes.
Select Yes to set up the corresponding codes in Payroll.
The Deduction is set up first.
Save the Deduction Setup and do not roll down the changes.
The Benefit is set up next.
Save the Benefit Setup.
Select Yes to roll down the changes.
3-43
2.
3.
3-44
Introduction
The setups found in this chapter completes the foundation for the Microsoft
Dynamics GP Human Resources and Payroll modules. These employee-related
setups include Interviews, Skills, Training and Reviews.
In addition, User-defined fields and Extra fields can be used to provide flexibility
for the organization and enable them to customize data within Microsoft
Dynamics GP.
4-1
Interviews
Different positions require various skills, and therefore, different types of
interviews. Customizing interview forms for different positions can help the
interviewer determine the best candidate for a position.
Enter a name assigned to this Interview Type. These can be based on the type of
position (assembly worker, clerical, and so on) or some other designation.
Enter the number corresponding to the top rating that an applicant can receive
during an interview when completing the Interview Range from 1 to field.
(When all applicant responses are judged the same on a scale from 1 to 10, for
instance, enter a 10 in this field.) The top score can be up to 99.
When the cursor is moved out of the field, a black dot appears in the top line of
the scrolling window. This dot indicates the active record in the scrolling
window.
4-2
4-3
Challenge Yourself
Create an Interview setup as defined in the scenario.
4-4
The Skills components can then be combined to create a skill set. For example, a
position can require various skill components such as typing, filing, ability to
answer phone, and so on. These individual skills can be combined into one skill
set.
Tests help to gauge the extent of knowledge and skills an employee or applicant
can have. Standardized testing, such as knowledge base testing or personality
indices, can be setup in Microsoft Dynamics GP to record scores of both
applicants and employees.
Creating a Skill
There are two windows used to complete a skill setup and a skill set, use the:
4-5
Enter a Skill name and choose the insert button to save the skill. If additional
compensation is offered for possessing certain skills enter a value in the
Compensation Value field. If a value is entered, then select a frequency from
the drop-down list. Click OK to save.
4-6
On the Skill Set Setup - Page 1 window, enter the description for the Skill Set. A
message appears giving the option to add the skill set. Select Yes. Select a skill
from the Available Skills box. Click the insert arrow.
Skills can be sorted using the Drop-down list by either Sequence Number or
Alphabetically. Skills can also be removed from the list by clicking on the
remove arrow.
4-7
To re-sequence the skills, select the skill's Sequence Number and change it to
reflect where it needs to be in the list. Select the Reorder button. In the column
called Required, check the box next to the skills required for this skill set. In the
Comment field, enter any information about the skill needed. For example, the
skill for Typing can have a wpm comment indicating the speed required. Close
the window to save the changes.
4-8
While the skills synchronization process takes place, the user can continue to use
Microsoft Dynamics GP Human Resources; however, the user cannot exit
Microsoft Dynamics GP Human Resources and any skills reports are not to be
printed until the process is complete. On the toolbar select Microsoft Dynamics
GP, and then select Process Monitor to see if the synchronization process is
complete. Click Redisplay to refresh the window.
To define a company test, enter a description that identifies the test. Then enter a
code or accept the default code and select Save.
4-9
Challenge Yourself
1. Create the skills needed for the skill set in the scenario.
2. Create the skill set named Technician and assign the skills to this
skill set defined in the scenario.
3. Add a comment next to the Microsoft Outlook skill as defined in the
scenario. Also, change the order of the skills so that Microsoft
Windows 2003 server is first.
4-10
4-11
4-12
Checklist
Step
Default
Setup 1
Checklist
Step
Default
Setup 3
W-4 completed
I-9 completed
Issue keys/nametag
Employee tracking data completed
Policy manual issued and reviewed
Pre-employment training completed
Notify payroll of new employee
4-13
4-14
Checklist
Step
Default Setup 1
Default Setup 2
Checklist
Step
Default Setup 3
Default Setup 4
Default Setup 5
Default Setup 6
Default Setup 7
Accounting notified
Payroll notified
Credit union notified
Security notified
Mail room notified
4-15
A course is basic class information, which can be used over and over
again as part of a class definition.
4-16
Enter Classes
Select the top line of the scrolling window. A black dot appears near the left
margin, stating which part of the scrolling window is active. Enter information
directly in the scrolling window, use the mouse or tab key to move from field to
field.
4-17
When the class is selected as completed for the employee, the skills that are
linked to the class are added to the employee skills record. Use the lookup button
on the Class ID field to select the class to link the skills to.
All the skills defined in the system are displayed in the left scrolling window. In
the scrolling window, locate the skill linked to the active class. Select it once to
highlight it, and then click the Insert button between the two scrolling windows.
HINT: When enrolling employees in a class which has skills linked to the class,
and then those employees are certified after completion of the class, the skills
linked to the class definition appear as part of the employee's skill records.
4-18
4-19
1. Enter or select a Course ID and select Class Skills to open the Class
Skills window. Select a Class ID.
2. Select a skill in the Available Skills list and select the insert button.
3. To remove a skill from a class, highlight the skill in the Skills in
Class Skill Set list and select the remove button.
4. Close the window.
4-20
It is possible to enter data and view data in the Extra Fields window for each of
these organizational setup windows. Use these windows to create up to 25 extra
fields:
4-21
Use the Extra Fields Setup to define how to label the fields available:
To store date information, enter a label for the date in one of the Date
fields.
HINT: The Integer and Dollar fields automatically fill with zero values, so be
careful as to how these fields are used. (Consider this when deciding how to use
these fields.)
4-22
Enter the appropriate data in the fields on the Extra Fields window.
4-23
NOTE: Use the Applicant User Defined Setup window and Employee User
Defined Setup window to create a customized window to store additional
information.
To set up applicant or employee extra fields, enter labels for each field to be
created and then click OK.
4-24
4-25
4-26
1. Select any Field Code lookup button to open the User Defined Field
Lookup window. Select a user-defined field. Continue adding userdefined fields to the report.
2. Select Save.
3. Select the print button to print the Applicant User Defined Test
Report or the Employee User Defined Test Report.
4-27
Challenge Yourself
HINT: It is not necessary to enable consecutive fields. For example, when you
enable String 1 and String 3, a space is placed between the two fields on the
window.
4-28
4-29
Enter the Word Set Name such as Standard. Enter the words to include in the
word set and click the Insert button.
4-30
Excellent
Good
Average
Unacceptable
HINT: To reorder the items in the Rating Words scrolling window, change the
sequence numbers in the Sequence column so they reflect the new order to
review the categories to appear and then click the Reorder button.
4-31
Challenge Yourself
Create a new review type named Performance Review as defined in the scenario.
4-32
4-33
Challenge Yourself
Create 11 back door keys in the Property Setup window. The first Item number
begins with BACK DOOR KEY 001.
4-34
Summary
Employee-related setups for Interviews, Skill Sets, Tests, Orientation and
Termination Checklists, Training and Property complete the Microsoft Dynamics
GP Human Resources Setup topics. Additional information can be used with the
system by using Extra Fields and User-Defined windows.
Future topics are going to discuss how to apply the setups that are completed in
the first courses to Applicants and Employees. Each of the setups covered to this
point are providing the groundwork to be able to apply information to the
individual Applicant and Employee records.
Some key points to remember from this chapter include:
4-35
4-36
Step by Step
1. Create a setup as specified in the scenario. To open the Interview
Types window, click the HR and Payroll series button, click
Human Resources on the Setup content pane and then click
Interview.
2. Enter the following Interview information:
Field
Data
Interview Type
Telephone
Interview Range
1 to 10
Category
1) Review Resume
2) Review Job Description
3) Why are you looking?
4) Special Skills
5) Special Experience
4-37
Step by Step
1. To open the Skills Setup window, click the HR and Payroll series
button, click Human Resources on the Setup content pane and then
click Skills.
2. Create the skills needed for the scenario. Accept the defaults for
information not provided.
3. Use the blue insert arrow to insert the skill into the scrolling window.
There is no compensation value assigned to these skills.
4. Create a skill set named Technician and assign the skills to the skill
set as defined in the scenario. To open this window, click the HR
and Payroll series button, click Human Resources on the Setup
content pane and then click Skills Sets.
5. Enter the following Skill Set information:
6. Click the next page icon and go to Page 2.
7. Because these are all required skills, select the Required check box
next to each skill.
8. Add the following comment next to Microsoft Outlook, Latest
version.
9. Change the sequence number for Microsoft Windows 2003 server to
5 and click the Reorder button.
4-38
Step by Step
1. Create a window which can be used to track drug testing results. To
open the Employee User Defined Setup window, click the HR and
Payroll series button and then click Employee User Defined on the
Setup content pane.
2. Multiple records for each employee are tracked along with the
following information: The name of the drug being tested, the cost of
the test and the date of the test. Also, in case the employee needs to
be re-tested, track the cost of a re-test along with the date of a re-test.
3. Additionally, determine whether the results are positive or negative
and when those results are the results of the original test or the retest. Finally, determine the time of the test and the time of a re-test.
4. Enter the following information on the first page:
Field
Data
Window Name
Drug testing
Multi Record
Selected
String 1 - Enabled
Drug Tested
Currency 1 - Enabled
Cost of Test
Currency 2 - Enabled
Cost of Retest
Date 1 - Enabled
Date Tested
Date 2 - Enabled
Date Retested
4-39
Field
Data
Checkbox 1 - Enabled
Positive
Checkbox 2 - Enabled
Negative
Checkbox 5 - Enabled
Original Test
Checkbox 6 - Enabled
Retest
Time 1 - Enabled
Time of Test
Time 3 - Enabled
Time of Retest
HINT: It is not necessary to enable consecutive fields. For example, when you
enable String 1 and String 3, a space is placed between the two fields on the
window. A space is placed between the two fields on the window.
4-40
Step by Step
1. Create a new review type named Performance Review. To open the
Review Policies Setup window, click the HR and Payroll series
button, click Human Resources on the Setup content pane and then
click Reviews.
2. This review is performed one month after the hire date, six months,
12 months and annually thereafter. Use the five predefined
categories for this review and the review range is from 0 to 10. You
want to be reminded of the next review date for each employee
assigned to this review type.
3. Accept the defaults for information not provided.
Field
Data
Performance Review
Review Intervals
1 month
6 months
12 months
Previous + 12
Categories to Insert
Select all 5
Review Range
0 to 10
4. Select the check box Post date of next Review to the To Do List?
5. Click Save.
4-41
Step by Step
1. Create 11 back door keys in the Property Setup window. To open the
Property Setup window, click the HR and Payroll series button,
click Human Resources on the Setup content pane and then click
Property. The first Item number begins with BACK DOOR KEY
001.
2. Accept the defaults for information not provided.
Field
Data
Item Number
Description
Available
Select
3. Select Save.
4. Select BACK DOOR KEY 001 in the look up next to Item number.
Field
Data
Items to Create
10
4-42
2.
3.
4-43
Solutions
Test Your Knowledge
Skills, Skill Sets and Tests
1. Which of the following statements does not apply to Skills and Skill Sets?
( ) Individual skills are assigned to various skill sets.
( ) Skill sets can be applied to Training classes.
() Skills and skill sets cannot be assigned to individual employees.
( ) Skills and skill sets can be identified as being required for a particular
position.
2. In which of the following situations is a synchronization performed to ensure
that the sequence of skills is printed accurately on skills reports? (Select all
that apply.)
() Adding skills to a previously-defined skill set.
() Removing skills from a previously-defined skill set.
() Selecting or unselecting required skills in a skill set.
( ) Any skills report is printed.
4-44
Chapter 5: Applicants
CHAPTER 5: APPLICANTS
Objectives
The objectives are:
Add a requisition and learn how to view applicants that have applied
and the related costs.
Add information into the Applicant Entry window using the Extra
Fields and User Defined window options.
Introduction
Microsoft Dynamics GP has an Applicant feature that supports gathering data
about applicants for demographics, Equal Employment Opportunity (EEO),
background information, requisitions, and queries. The applicant portion of the
Microsoft Dynamics GP Human Resources and Payroll module crosses all
companies so that when a person applies for a position, he or she can be assigned
to whichever company is necessary.
The more an organization knows about an applicant, the better their decisionmaking ability when it comes time to choose an applicant to hire. The Applicant
feature also enables the user to record interview information, score interviews,
prepare offer letters, and hire an applicant. Once an applicant is hired through
this feature, relevant data is transferred to the Employee record to minimize the
time involved when bringing someone new on board.
5-1
Adding a Requisition
Use the requisitions window to enter the formal request to fill a position.
Requisitions are entered prior to entering the applicant information. To open the
Requisitions window, click the HR and Payroll series button, click Human
Resources on the Cards content pane, click Applicant and then click
Requisitions.
The next available Requisition Number then defaults into the field. Accept the
default or enter the number of the requisition to be created.
5-2
Chapter 5: Applicants
Use the Status drop-down list to enter the requisition status. Selections include:
Internal Post Date - Enter the date the position is advertised inside
the company.
Internal Close Date - Enter the date the position closes inside the
company.
Internal Close Date - Enter the date the position closes inside the
company. This date is posted to the To Do list.
Enter the name of the Recruiter or the recruiting company for this requisition.
Select whether this is an Internal or External Job Posting. Enter the Company,
Division and Department information for the open positions and then select the
Position to be filled.
In the Positions Available field, enter the number of positions available through
this requisition. When more than one position is open and they are the same
position, then positions available can be incremented.
The Positions Filled field is automatically updated by the system as the open
positions are filled. Applicants Applied is updated as requisitions are assigned to
the applicants through the Applicant window.
Enter the advertising and recruiter costs incurred for this requisition.
Total Costs
Enter cost information for this requisition. The Total Costs button shows the cost
totals for this requisition. Other fields on this window are optional. Enter
information in these fields as needed.
5-3
5-4
Chapter 5: Applicants
To open the Costs window, click the HR and Payroll series button, click
Human Resources on the Cards content pane, click Applicant and then click
Costs.
Enter the costs incurred for this candidate in the appropriate fields for Travel,
Lodging, Moving and Other. Enter notes about the costs by clicking the notes
button next to Costs. Click the Insert button (blue arrow button) to the right of
the Costs scrolling window to enter the information in the Total Costs scrolling
window, where the information is saved. Each requisition number displays its
own costs total.
Select the applicant with the cost information to edit and choose the requisition
which includes the cost information to edit. Make changes as needed and click
the Insert button to the right of the scrolling window, to update total costs.
5-5
HINT: Costs cannot be edited or deleted from the Total Costs window. The
Costs window from the applicant record must be used to complete this.
5-6
Chapter 5: Applicants
You decided to advertise the position in the Tribune, the Web page
and the employee bulletin board.
Challenge Yourself
1. Create a requisition for the available position defined in the scenario.
2. The company does not track vacancies and you wish to post a
reminder to the To-Do list for the close date of the requisition.
5-7
Applicant Entry
After positions are opened or requisitions are created, information needs to be
entered about the candidates who apply to fill those positions. For tracking
applicant information that does not fit into predefined windows, use the
Applicant Extra Fields and Applicant User Defined windows.
Use the Applicant Extra Fields window to track information in 25 additional
fields:
5-8
Chapter 5: Applicants
Adding an Applicant Record
After opening requisitions, information needs to be entered about the candidates
who apply to fill those positions. To open the Applicant window, click the HR
and Payroll series button, click Human Resources on the Cards content pane,
click Applicant and then click Applicant.
5-9
5-10
Chapter 5: Applicants
Deleting Applicant Records
Use the Applicant window to delete every aspect of an applicant's records, all
applications, all skills records, interview records and so on. Select the applicant
whose records need to be deleted and then select the Delete button.
The fields displayed are those previously setup through the Applicant User
Defined setup window. Fill in the previously set up fields with the correct
information for this applicant. There can be multiple user defined records for
each applicant by selecting to save the record. This is indicated by the presence
of the field called Record Number.
Use the Applicant User Defined window to print reports for user-defined
information by clicking the Printer icon. This brings up the Applicant User
Defined Print window where a selection is made to print all records or a single
record.
5-11
Challenge Yourself
5-12
Chapter 5: Applicants
Applicant Background
Compiling information about the applicant's background is an important part of
the hiring process. Enter and store information such as an applicant's educational
background, work history and references.
Information about applicants educational backgrounds can have a huge impact
on their desirability as employees. In the Applicant Education window, enter and
store unlimited information about applicants educational past including schools
attended, majors, degrees earned and grade point averages. Information about
past employers can be stored, and then combined with details about position,
years of service and pay.
One of the key considerations when hiring an applicant is his or her references.
Using Microsoft Dynamics GP Human Resources allows unlimited references for
every applicant in the system.
5-13
Content Description
School
School name
Major
Year
Deg
Degree granted
GPA
Base
Notes
5-14
Chapter 5: Applicants
Use the lookup button to select the applicant's Last Name, First Name and Soc
Sec Number. Enter Previous Employment Information for Employer, Position,
Start Date, End Date, Years of Experience, Wage, and Compensation Period.
Click the Insert arrow to populate the scrolling window. Continue to add job
history records to this applicant's record by repeating the process.
Use the lookup button to select the applicant's Last Name, First Name and Soc
Sec Number.
Field
Content Description
Reference Name
Reference Relationship
5-15
Field
Content Description
Company
Phone
Select the Notes button to enter the details from the reference. Click the Insert
button to the right of the scrolling window. The reference record appears in the
scrolling window, and is automatically saved. Repeat the process until all
references are entered.
5-16
Chapter 5: Applicants
To open the Applicant Skill window, click the HR and Payroll series button,
click Human Resources in the Cards content pane, click Applicant and then
click Skills.
Use the lookup button to select the applicant. A Skill Set can be selected by
using the associated lookup button. The scrolling window fills with the skills that
are part of that skill set.
Enter information about the applicant's skills by selecting the appropriate check
box in the Skill column. Comments about an applicant's skill can be entered in
the Comments field, up to 20 characters. Enter a proficiency rating, if applicable,
for the skill in the Proficiency field.
5-17
Enter a name in the Query Name field for a new query, or use the lookup button
to find a query previously set up. Use the lookup button on the Skill Set field to
select the skill group which contains skills. The scrolling window is filled with
the skills which are part of the skill set. Select either Query Employees, Query
Applicants, or Query Both to define how the query is to be run.
In the Skill column, select the skill(s) that are to be included in the Search
Criteria and click the Insert arrow. Enter a required amount in the Proficiency
field. Click the Query button or turn the page to get the results.
5-18
Chapter 5: Applicants
Creating an Applicant Skills Sub-Query
After a query is completed, narrow the list of eligible applicants down further for
a position by completing a sub-query. Use the Skills Query window to create a
skills sub-query.
1. Complete a query as described in this lesson.
2. After the report on the first query is generated, return to the Skills
Query window.
3. Click the Sub-Query button. The skills used in the first query appear
in the display-only Query Search Criteria window.
4. Use the lookup button on the Skill Set field to select the skill group
which contains other skills the applicant must have. The scrolling
window fills with the skills which are part of the skill category.
5. Continue for a query, selecting skills and entering minimum
proficiencies as needed.
6. Click the Query button. When no applicants meet all the query
requirements, a window displays stating this. When one or more
applicants are found who meet the requirements, the Query Results
window opens. Here the names and IDs of the applicants which
match the query appear. Sort the applicants by ID or name. The
Query Search Criteria scrolling window is filled with all the skills
used in the query.
7. Click the Zoom button to open the Applicant window to more
closely view the highlighted applicant's information.
8. To produce a report, click the Print button, the Report Destination
window appears. Continue processing the report normally.
An Undo Sub-Query button is available to undo the last query, or as many
queries as needed.
5-19
HINT: The Applicant Tests and Employee Tests windows share test definitions.
Any tests defined for the applicants show up as a selection for employees, and
vice versa. All tests are defined in the Tests Setup window.
5-20
Chapter 5: Applicants
Education and skill records are transferred and become part of the
employee record. If the new employee's position is tied to a review
form, the date of the next review is calculated and entered in the
employee record.
5-21
Enter or select the applicant's Last Name. The appropriate information pre-fills
for the First Name and Soc Sec Number fields. Company displays the name of
the current company. Position displays the position selected in the Applicant
window. The option is available to select a different position.
The New button clears the interview information in the window and allows new
interview records to be created for this applicant. Enter the Date of the
applicant's interview. Select the Interview Type for the applicant.
Category displays the interview categories created in the Interview Types
window. Weight Factor displays the interview category weight factor created in
the Interview Types window. This number multiplied by the category score plus
the other weight factors multiplied by the other scores are equal to the Interview
Rating.
Notes displays the information entered in the Note Entry window. Notes can be
entered for each category in the scrolling window and by using the notes buttons.
To view the notes of each category use the Hide and Show buttons. Interview
Rating displays the sum of the weight factors multiplied by the scores.
5-22
Chapter 5: Applicants
Scoring Interviews
An interview score is generated for each applicant interview. The score an
applicant receives for an interview is the total of the scores the applicant receives
in each category. Those scores are the applicant's category scores multiplied by
the weight given that particular category.
For example, assume the following categories and weights are entered in the
Applicant Interview Rating window for an interview:
Category
Weight
Review of Resume
Strengths/weaknesses
Review of Resume 8 x 1 = 8
Strengths/weaknesses 10 x 2 = 20
5-23
Enter or select an Applicant record. In the Start Date field, enter the date the
person is to begin work and in the Reply by Date field enter the date which this
person needs to respond back by concerning the offer. In the Position field,
select the position being offered to this applicant. Enter the proposed Salary
included in the offer and use the drop-down list to set the unit of time the pay is
based on (hourly, weekly, and so on).
In the Signature Line field, enter the name of the person who signs the letter and
in the Title field, enter the title of the person who signs the letter.
In the scrolling window, specify which Benefits are offered as part of the
package by selecting the check boxes for the entries which apply.
5-24
Chapter 5: Applicants
Click the Printer icon to print the Applicant Offers Letter. The Report
Destination window appears; choose where to send the offer letter:
To a computer file
To the screen
To a printer
Click the Save button and the To Do Entry window automatically opens. Select
the Post Early Reminder box. This activates the Days field. Enter the number of
days in advance to receive a reminder. Fill in the other fields as necessary.
Hiring an Applicant
Use the Hire window to enter hiring information for an applicant. The applicant's
skills are transferred and are part of the new employee record that is created.
However, any skill entries that are added to the employee's record are not
included in that person's applicant record. To open the Hire window, click the
HR and Payroll series button, click Human Resources on the Cards content
pane, click Applicant and then click Hire.
Entering applicant information in the Hire window does not remove the new hire
from the list of applicants. Enter the Employee ID to use for this person. The ID
needs to match the one being used in the Employee Maintenance window. Once
this ID is saved on the Hire window, it cannot be changed.
HINT: The user is required to be logged into the company the applicant is
being hired for.
5-25
HINT: Once an applicant is selected, the window defaults with the Department
and Position information based on the latest application date for this applicant.
Select a Position Type from the drop-down list and enter the number of work
hours per year as well as the hire date for this employee.
When the Save button is selected on the Hire window, the applicant is hired for
the position chosen. Once an applicant is hired, several events occur:
When the new employee's position is tied to a review form, the date
of the next review is calculated and entered in the employee record.
HINT: When using the Hired button, it does not remove the new hire from the
list of applicants. To remove the new hire from the list of applicants it is
necessary to delete the new hire from the Applicant window.
5-26
Chapter 5: Applicants
Challenge Yourself
5-27
The start date is 1/1/18 and you wish to hear back regarding
accepting the position by 12/18/17.
The offer includes a $70,000 annual salary along with health, dental,
life insurance and participation in the company 401k plan.
Print an offer letter and post a 5 day early reminder in the To-Do list
for the reply to the offer.
The applicant you are using for these exercises is still the applicant created
earlier; either yourself or a fictitious person.
Challenge Yourself
5-28
Chapter 5: Applicants
Challenge Yourself
The Employee ID is the last name and first initial. When there is no
social security number assigned to the application, the social security
number is needed at this point. The position type is full time regular
and the hire date is 12/18/17.
5-29
Summary
The Applicant feature in the Microsoft Dynamics GP Human Resources and
Payroll module allows the organization to gather applicant data, automate the
hiring process for an applicant, and transfer that data to the applicant's employee
records.
Some key points to remember from this chapter include:
5-30
Chapter 5: Applicants
Applicant Background
5. Which of the following statement(s) are true when entering information
about an Applicant's background? (Select all that apply.)
( ) Use the Work History window to enter previous compensation data.
( ) Education records can be entered that include a grade point average.
( ) When entering a reference, fields are present to record the person talked to
and what company he or she represented, but actual comments cannot be
put down.
( ) Work history includes previous employers and dates of employment but
not positions held.
5-31
You decided to advertise the position in the Tribune, the Web page
and the employee bulletin board.
Step by Step
1. Create a requisition for the available position. (Cards > Human
Resources > Applicant > Requisitions)
2. Enter the information as follows:
5-32
Field
Data
Requisition No.
Accept default
Status
Open
12/1/17
12/31/17
Opening Date
12/15/17
Advertising
Company
Fabrikam, Inc.
Division
Main
Department
Installation
Position
Technician
Positions Available
Chapter 5: Applicants
3.
4.
5.
6.
5-33
Step by Step
5-34
Field
Data
Apply Date
12/01/17
Requisition No.
Status
Open
Chapter 5: Applicants
Step by Step
5-35
The start date is 1/1/18 and you wish to hear back regarding
accepting the position by 12/18/17.
The offer includes a $70,000 annual salary along with health, dental,
life insurance and participation in the company 401k plan.
Print an offer letter and post a 5 day early reminder in the To-Do list
for the reply to the offer.
The applicant you are using for these exercises is still the applicant created
earlier, either yourself or a fictitious person.
Step by Step
1. You are prepared to offer the Technician position to an applicant as
defined in the scenario. (Cards > Human Resources > Applicant >
Offers)
Enter the following Offer information:
Field
Data
Start Date
1/1/18
Reply By Date
12/18/17
Company
Fabrikam, Inc.
Position
Technician
Salary
$70,000.00 Annually
Signature Line
Lisa Johnson
Title
HR Director
2.
3.
4.
5.
6.
5-36
Chapter 5: Applicants
Step by Step
1. Open the Hire window. (Cards > Human Resources > Applicant >
Hire)
2. Enter the following Hire information:
Field
Data
Employee ID
Position Type
Hire Date
12/18/17
3. Click Save.
4. Select Yes to increment the number of positions filled for
Requisition 6 and decrease the number of positions available.
5. Select Yes to change the status of the requisition to Closed.
6. Select No to finish entering the employee information.
7. View the setup using the Employee Maintenance window.
5-37
2.
3.
5-38
Chapter 5: Applicants
Solutions
Test Your Knowledge
Adding Applicant Test Records
1. How many testing records can be added for each applicant?
()0
()5
( ) 15
() Unlimited
Applicant Background
5. Which of the following statement(s) are true when entering information
about an Applicant's background? (Select all that apply.)
() Use the Work History window to enter previous compensation data.
() Education records can be entered that include a grade point average.
( ) When entering a reference, fields are present to record the person talked to
and what company he or she represented, but actual comments cannot be
put down.
( ) Work history includes previous employers and dates of employment but
not positions held.
5-39
5-40
Add an I-9 form and enter the verification data needed to support
citizenship or immigration status.
Enter data for extra fields or for user-defined windows per employee.
6-1
Introduction
Employee records are the foundation of Microsoft Dynamics GP Human
Resources and Payroll. This information is used to track the status of employees
and store vital information. It is important to keep this information up-to-date to
reflect the company's current activity.
When entering the first employee records:
6-2
6-3
Challenge Yourself
6-4
A class can be used when entering employee records. This class supplies default
values for many fields, making data entry easier and faster. If an individual
employee record differs, override the defaults for the employee.
Employee ID
Enter the Employee ID (number) use up to fifteen characters.
If selecting to use Auto-Assign Employee IDs in Payroll Setup, tab off the
Employee ID field and the next ID appears automatically. After an ID is
assigned to an employee it cannot be modified.
6-5
Class ID
Employee information can be categorized by classes when entering employee
cards. A Class ID supplies default values for many fields, making data entry
easier and faster. If an individual employee record requires some different
information than what is defaulted from the class, the default information can be
overridden for the employee.
HINT: If changing the information defaulted from the Employee Class Setup,
remember if opting to roll-down changes from the Employee Class Setup in the
future, the changes at the employee level are set back to the employee class
settings.
Last Name
First
Middle
Enter the employee's Social Security Number. Note the following about this
field;
Once the number is provided, edit the Social Security Number field,
and save the record again.
6-6
HINT: An employee took six weeks of FMLA leave after he or she adopted a
child. The employer creates an adjusted hire date six weeks later than his or her
actual hire date.
Intern
Other
6-7
This window is also available by clicking Payroll in the Cards content pane and
then by clicking Employee. If an employee record is entered incorrectly and
there are no plans to use it in the future, delete it.
6-8
Is monthly information.
Is quarterly information.
Is yearly information.
Throughout the normal course of business, employees leave the company and
their records need to be removed. If the employee has current-year activity and
cannot be deleted yet, mark the employee's records as inactive. W-2 statements
can be printed for inactive employees during the middle of the year, or at yearend.
To inactivate the record, select the Inactive check box. Then enter the date the
employee record is inactivated in the Date Inactivated field and the reason for
inactivation in the Reason field. All records for the employee are automatically
selected as Inactive. Inactive employee records continue to appear on the payroll
reports if they have current-year activity. When printing other reports in Payroll,
such as employee lists, inactive employee records can be included, if desired.
The option is available to delete inactive employee records during the year-end
closing process.
HINT: It is recommended to use the termination checklist procedure within
Human Resources to terminate an employee if using the Microsoft Dynamics
GP Human Resources module.
6-9
Clear the Inactive check box and click the Save button. The
Reactivate Employee window opens, and the employee's records can
be reactivated.
Pay records
Time records
Deductions records
Benefit records
All these options are selected to be reactivated when the Reactivate Employee
window opens. Clear any selections that are not going to be reactivated. Click
OK to save the changes made and to reactivate the records selected.
6-10
6-11
Enter a FTE for each position, if desired, and indicate which position is the
employee's primary position.
6-12
6-13
Female
Male
N/A
Asian
Hispanic or Latino
N/A
White
Spouse Information
If known, enter the employee's Marital Status. Select one of the following:
Married
Single
N/A
If applicable, enter the Spouse Name and Spouse Social Security Number.
6-14
6-15
For example, interns might have one address during the school year and another
address in the summer.
6-16
6-17
This information can be used for reporting and benefit purposes. The Employee
Contacts window and the Employee Extra Fields window can both be opened
from the Employee Human Resources Maintenance window. The Employee ID
and Name for the selected employee are automatically displayed.
HR Status
Choose the employee's current HR Status. Choices include:
6-18
Active
Family leave
Leave of absence
Maternity
Other
Retired
Separated
Suspended
Terminated
Disabled - Is disabled.
Smoker - Is a smoker.
Veteran - Is a veteran.
VETS-100 Information
Select the following VETS-100 Information that applies to the selected
Employee:
6-19
The Employee ID and Name are pre-filled with the information from the
Employee Maintenance window. Select the check boxes as appropriate to
Accrue Vacation, Warn When Vacation Available Falls Below Zero, Accrue
Sick Time and Warn When Sick Time Falls Below Zero.
If the Accrue options are selected then select either Hours Worked or Set Hours
upon which to base the Accrual. Enter the Hours Per Year or the Hours Per
Pay Run the employee earns and the current Available for the employee. Click
OK to save.
6-20
Contact name
Home Phone
Work Phone
Select Save, or the Insert button to add the record to the scrolling window.
Repeat the process until all the contact information is added for the employee.
6-21
This helps ensure that the benefits the company offers are administered properly.
Use this window to enter basic information about the dependents, including their:
Full Name
Gender
Date of birth
Address
6-22
Spouse
Child
Parent
Sibling
Guardian
Other
Self
6-23
Challenge Yourself
Enter the dependent information specified in the scenario.
6-24
Property Records
Property records are used to track the property the company has and who has
possession of property items. For instance, define the property items the
organization lends to employees, and track which employees have those items.
Due dates can be assigned for the return of the loaned items. Use the Property
window to track an item on loan to an employee.
Select the Employee ID to assign Property to. If entering a new item for this
employee to check out, enter the Item Number here or use the lookup button for
a selection. Selecting an item saves it into the scrolling window and then
selecting the check box indicates the item is out. The system date is used for the
Date Out field.
To indicate that an employee returned an item, click the show details icon to see
all fields in the scrolling window. Enter a date in the Date In field and the system
automatically clears the Available check box allowing this item to be checked
out by someone else. The information however, remains in this window as a
record of what property is checked out by the employee.
6-25
Challenge Yourself
Assign the keys to Shannon Elliot, Pilar Ackerman, Adam Barr and John Chen as
indicated in the scenario.
6-26
Union Records
A Union is a labor organization that represents the interests of employees,
usually in a particular industry. Many businesses and industries employ union
members. Use Microsoft Dynamics GP Human Resources and Payroll to track
basic information about employees union memberships.
Select an Employee ID using the lookup button if the Union window is opened
directly from the Human Resources options.
Assign basic union information, such as:
Seniority dates
Union name
Contract number
Union dues
HINT: Setting up union dues here does not create a deduction in Payroll. A
deduction must still be set up to take this out of the employee's paycheck.
6-27
The Employee User Defined window allows for tracking employee information
in 36 additional fields:
6-28
To add an employee extra field record, enter the information in the fields and
then select Save.
6-29
Any additional information can be tracked, like security checks or drug testing
results. The window name created in the Employee User Defined Setup window
is the name that is displayed.
To add an employee User-Defined record:
1. Select an Employee ID.
a. If Multi Record is not selected in the Employee User Defined
Setup window, proceed with Step 2.
b. If Multi Record is selected in the Employee User Defined Setup
window, the window opens with the Record Number field set to
a value of 1.
2. To enter information for Record 1, proceed with Step 2.
3. To create another record, use the browse buttons on the Record
Number field until reaching the number record that needs to be
created.
4. Enter information in the fields and select Save.
6-30
6-31
Select a Pay Code for the record to be added for this employee. The lookup list
contains the company pay codes that are set up using the Pay Code Setup
window.
HINT: There are two ways to access the lookup list of the existing pay codes.
First, click the Pay Code look up button to access the entire list of the existing
pay codes, or second, use the browse buttons to bring up the pay codes assigned
to the employee's class.
After selecting a pay code from the lookup list, the system asks whether the
default information from the company or employee pay code is going to be used.
If Company is selected, the settings default from the Pay Code Setup window. If
Employee is selected, the settings default from the base pay code for the selected
employee. Using the default information speeds data entry time. Any of the
default information can be overridden, if necessary.
6-32
6-33
When Payroll Transactions are created with this Employee and Pay Code, the
pay rate is adjusted based on that Calculation Method. If there is a Calculation
Method assigned to this Pay Code at the Pay Code Setup level when the
Employee Pay Code record is created, the Calculation Method defaults.
The values for this window default from the Pay Code Options window for the
pay code selected. The default values are saved upon clicking Save on the
Employee Pay Code Maintenance window. To change the defaults, enter the
changes, click OK and then Save on the Employee Pay Code record.
Employee Pay Code Option records are created when an Employee Class ID is
assigned to an employee in the Employee Maintenance window: This occurs
when first answering Yes to the Do you want to use default information from
the employee class record? message that appears when exiting the Class ID
field and Save the Employee Maintenance record.
Select an active Calculation Method and assign it to the displayed Employee
and Pay Code combination. This field is only enabled if the Pay Code is pay type
overtime or double-time.
6-34
6-35
Select an Employee ID. The Name displays from the Employee Maintenance
window.
6-36
Married
Single
Exempt
Not Eligible
Single/Head of Household
Household Employee
Select if the employee is a Household Employee and the information is not
going to be reported on Form 941.
6-37
Description
Statutory Employee
Pension Plan
State Tax
Use the Employee State Tax Maintenance window to enter and maintain
employee state tax records. To open this window, click the State Tax button on
the Employee Tax Maintenance window. Employee state tax entry is explained
later in this chapter.
Local Tax
Use the Employee Local Tax Maintenance window to enter and maintain
employee local tax records. To open this window, click the Local Tax button on
the Employee Tax Maintenance window. Employee local tax entry is explained
later in this training.
6-38
HINT: Not all fields are required for all states. Complete the appropriate fields
for the state entered.
HINT: A state tax record must be set up for state taxes to be withheld.
Enter the Employee ID. The Name displays from the Employee Maintenance
window.
State Code
Enter the two-character State code for the employee's income tax to be withheld.
6-39
Alaska
Florida
New Hampshire
Nevada
South Dakota
Tennessee
Texas
Washington
Wyoming
For the state of Massachusetts, special exemption amounts are for Married Both
Spouses only. For the state of Mississippi, personal exemptions are for Blind and
Blind Spouse only.
6-40
Self
Spouse
Blind
Blind Spouse
Over 65
Spouse Over 65
Special Allowance
Inactive
Select the Inactive check box to inactivate the state tax record.
6-41
Enter the Employee ID. The Name displays from the Employee Maintenance
window.
6-42
Additional Withholding
If necessary, specify an Additional Withholding amount for the selected local
tax. This amount is withheld in addition to the calculated amount of the tax.
Inactive
Select the Inactive check box to stop calculating the selected tax for the selected
employee.
6-43
6-44
6-45
Active means the direct deposit account is active. Payroll funds are
deposited to that account.
Inactive means the direct deposit account is inactive. Use this option
to temporarily stop direct deposits to this account.
Prenote means the direct deposit account is in a trial run. Use the
Prenote status to verify the entries are properly set up.
Use the Default Prenote Count field in the Direct Deposit Setup window to
track the number of prenotifications that are required for each employee's direct
deposit account. Each time an Automated Clearing House (ACH) file is
generated, the prenote count changes in the Employee Direct Deposit
Maintenance window.
When the # field in the Employee Direct Deposit Maintenance window is zero
and the status is Prenote, the Employee ID and Employee Name appears in the
Completed Prenotes window.
Use the Completed Prenotes window to update an employee direct deposit
account status. This window is a shortcut to the Employee Direct Deposit
Maintenance window, where changes can be made to the employee's account
status from Prenote to Active. To open this window, click the HR and Payroll
series button, click Payroll on the Transactions content pane, click Generate
ACH File and then click the View Completed Prenotes button on the Generate
ACH File window.
6-46
6-47
6-48
6-49
6-50
Use the following steps to create an employee deduction direct deposit record:
1. Select an Employee ID and select the Link Deduction button to
open the Deductions window.
2. Select a Deduction and choose Select. The deduction direct deposit
record is displayed in the Employee Direct Deposit Maintenance
window.
3. Enter a Bank Number and an Account Number for the deduction.
4. Select Checking or Savings to indicate the type of bank account the
deduction is to be deposited to.
5. Verify the Amount or Percentage for this account. The amount or
percentage cannot be changed in this window. Use the Employee
Deduction Maintenance window to make changes.
6. Select a Status for the account.
7. Enter a Remainder of Net Line Number. This is the last line
number with bank account information. A deduction direct deposit
account cannot be assigned as a Remainder of Net account.
8. Select Save.
6-51
Beginning Balances
If setting up Payroll for the first time and the calendar year already started, enter
beginning balances to ensure that the monthly, quarterly and yearly financial
amounts are correct, as well as to correctly process W-2 statements at the end of
the year.
6-52
6-53
6-54
6-55
6-57
6-58
Summary
The information stored in the Microsoft Dynamics GP Human Resources and
Payroll modules for employee records needs to be maintained on a regular basis.
This information provides the foundation for reporting and must be kept current
to meet those needs.
Some key points to remember from this chapter include:
6-59
Step by Step
Use the I-9 Form window to add I-9 information. (Cards > Human Resources >
Employee > I-9)
Field
Information To Be Entered
Employee ID
ELLI0001
File Date
03/18/17
Date Prepared
03/18/17
Eligibility
Citizen
List B
Issuing Authority
Illinois
Document #
E065-6812-9054
Expiration Date
12/31/19
List C
Document #
420-02-1592
Employer/Authorized Rep
Your name
Title
HR Director
Date signed
03/18/17
03/18/17
Click Save.
6-60
Step by Step
1. Enter the dependent information specified in the scenario. (Cards >
Human Resources > Employee > Dependents)
2. Enter the following information:
Field
Data
Employee ID
ELLI0001
Last Name
Elliot
First Name
Kyle
Relationship
Child
3. Click the blue insert arrow to insert the dependent into the scrolling
window.
Field
Data
Employee ID
BARR0001
Last Name
Barr
First Name
Elizabeth
Relationship
Spouse
6-61
Data
Employee ID
DELA0001
Last Name
Delaney
First Name
Michael
Relationship
Sibling
5. Click the blue insert arrow to insert the dependent into the scrolling
window and close the window.
6-62
Step by Step
1. Assign the front door key and back door key (#001) to Shannon
Elliot. (Cards > Human Resources > Employee > Property)
2. Keys also need to be assigned to Pilar Ackerman, Adam Barr and
John Chen.
3. Enter the following Property information:
Field
Data
Employee ID
ELLI0001
Item Number
Item Number
6-63
2.
3.
6-64
View employee time used and time available using the Employee
Attendance Summary window.
Introduction
Microsoft Dynamics GP allows for the accruing of benefit time through
Microsoft Dynamics GP Payroll or the Microsoft Dynamics GP Human
Resources attendance feature. To accrue time using Microsoft Dynamics GP
Human Resources, accrual periods, accruals, accrual schedules and time codes
must be set up. The Microsoft Dynamics GP Payroll system allows for the
automatic calculation of vacation and sick time and the reduction of time as
hours are taken, whether accruals are being used or not.
7-1
Attendance Setup
Use the Attendance Setup window for the following purposes, to:
Allow the entry of the attendance type and the reason in the
Microsoft Dynamics GP Payroll module, when using Microsoft
Dynamics GP Human Resources for accruals.
Setting Up Attendance
To open the Attendance Setup window, click the HR and Payroll series button,
click Human Resources on the Setup content pane, click Attendance and then
click Setup.
Select an Accrue Type to specify how the company accrues benefit time:
Attendance transactions can be set up to update the vacation calendar. Set default
hours per day and default days per week and set up reasons and types to use
when creating attendance transactions.
7-2
Enter the Current Accrual Year and the Last Day Accrued for
attendance, and indicate whether Seniority is to be based on Months
or Days. These fields are available when Payroll is not registered, or
when Payroll is registered and the accrue type is Human Resources.
Select Update Vacation Calendar to link benefit and absent time codes to the
Vacation Calendar. If this option is selected, an entry appears in the Vacation
Calendar window for each benefit or absent time code transaction.
Any absences created when this is selected appear in the Attendance Setup
Options window. If the option is not selected, absences are entered in the
Absence Entry window.
7-3
Both selection boxes can be found with their default data on the transaction entry
window.
Defaults for Reason are:
Sick
Funeral
Vacation
Military
Leave of Absence
FMLA
Planned
Unplanned
To enter additional reasons employees are absent or tardy, use the Reason field.
Enter the reason and click the Insert button to the right of the scrolling window.
Note the original entries cannot be deleted.
7-4
The accrual periods are used when creating transactions and time accruals.
Accrual periods for the current year and the next year are already previously
setup, and at the end of each year, set up the following year. At least the current
year and the following year must be set up.
1. Enter the current Year and select the button for the accrual period
intervals that the organization uses. The appropriate accrual period
setup window opens.
2. Enter the starting date of the first accrual period for this year in the
Start Date #1 field. Press TAB to display dates in the rest of the
fields. If Semimonthly Setup is selected, enter the starting date for
the #2 field, or the End Date for the #1 field.
3. Select the * check box - for Accrued - next to previous periods to
indicate accrued attendance transactions. As attendance transactions
are accrued, each accrued transaction displays with an asterisk that is
for reference only.
4. To select all accrual periods, select Mark All. To unselect all accrual
periods, select Unmark All.
7-5
Setting Up Accruals
Use the Accrual Setup window to create accruals that determine the rate at which
benefit time, such as vacation time or sick time, is earned. Time codes indicate
what is earned and accruals indicate how that time is earned. To use the Accrual
Setup window, Human Resources must be selected as the accrue type in the
Attendance Setup window. To open the Accrual Setup window, click the HR
and Payroll series button, click Human Resources on the Setup content pane,
click Attendance and then click Accruals.
Accruals are the level an employee earns benefit times at, such as vacation or
sick time. The company can choose to use up to four different methods of
accruing benefits.
The methods are:
7-6
An accrual code must be defined for each benefit type the company uses. An
accrual must be defined for all possible options.
Example:
Most employees at Universal Industries earn vacation time based on a simple
schedule:
At the end of their first six months of work, they get 24 hours of
vacation time.
At the end of years two through five, they earn 80 hours of vacation
time.
From five to 10 years, they earn 120 hours of vacation time per year.
Pay Period - When employees earn this allotment based on their pay
periods.
In the Number of Hours to Accrue enter the number of hours to accrue. When
Interval is selected for the Accrue By field, enter the Number of Days per
Intervals. Enter the Maximum Accrual Hours per Year that an employee can
earn with this accrual. Enter the Maximum Hours Available that an employee
can have at any given time with this accrual. Enter the standard number of Work
Hours per Year that an employee works.
Select an Accrual Period for the accrual if Pay Period is selected in the Accrue
By field. The frequencies are Weekly, Biweekly, Semimonthly, Monthly,
Quarterly, Semiannually, Annually or Daily/Miscellaneous.
Select one or more of the Based on Time Codes in this list to base the accrual on
when Hours/Year is selected in the Accrue By field. Transactions from these
time codes are used to calculate benefit hours earned.
7-7
Enter an accrual Schedule code and Description of what the schedule is used
for. The Start Date and End Date fields are only used when the accrual schedule
changes. Most plans are in effect indefinitely, and these fields are to be left
blank. In the Seniority field, enter the number of months or days of seniority that
an employee must have to be eligible for the accrual entered. Enter the Accrual
to add to the schedule.
HINT: To add an accrual to the schedule, use the Insert button to the right of
the scrolling window. The accrual added is based on the seniority entered.
7-8
When creating time codes, specify the Time Type each time code is based upon.
Options include:
Benefit is time the employee receives pay for even though he or she
is not on the job. Comp. time, vacation time and sick leave are all
examples of benefit time types. In other words, when time accrues
for this type of time, the time type must be a benefit.
7-9
Use the Accrual Period drop-down list to show how frequently this time is used.
When an employee who uses this time code gets paid weekly, set his or her time
code to weekly. Use the lookup button to select a Default Accrual Schedule to
be associated with this time code.
HINT: The time code chosen must have a Benefits time type to select a default
accrual schedule.
Select Linked Pay Code to link pay codes to time codes. Link one pay code per
time code and vice versa. Use the lookup button to display the Available Pay
Codes window. To link pay codes to time codes, pay codes and pay types must
match the corresponding time codes and time types. For example, if the time type
is Hourly, only link pay codes with a pay type of hourly. Or, if the time type is
Benefit, only link pay codes with a pay type of Vacation, Sick Time or Holiday.
Select Warn When Available Time Falls Below Zero if a message displays
when entering a Payroll transaction that brings the available hours below zero.
This field is available only if the time type is Benefit.
7-10
Challenge Yourself
7-11
Challenge Yourself
1. Complete the Pay Period setup for the years 2016, 2017 and 2018.
2. Create both monthly and semimonthly pay periods. The first
semimonthly pay period begins on 1/1, which is the same as the
monthly pay period. The second semimonthly pay period begins on
1/16.
7-12
Employees who are with the company for five years or longer
receive 50 hours of sick time each year. These employees are
allowed to carry over up to 50 hours of sick time each year.
Challenge Yourself
The new sick time policy as stated in the scenario requires setting up 2 accruals.
One will be for less than five years receiving 40 hours of sick time and the
second will be for more than 5 years of service receiving 50 hours of sick time.
Be sure to allow for carry over amounts and maximums.
Use the Setup Accruals window to create the accrual codes for the
new sick time policy defined in the scenario.
The new policy states that employees with less than five years
seniority will receive 40 hours of sick time each year.
This allotment will be given once a year and you can carry over up to
40 hours each year with an 80 hour per year maximum.
Employees who have been with the company for 5 years or longer
will receive 50 hours of sick time each year.
This allotment will be given once a year and you can carry over up to
50 hours of sick time each year with a 100 hour per year maximum.
7-13
Employees who are with the company for less than five years are
issued 40 hours of sick time each year.
Employees who are with the company for five years or longer are
issued 50 hours of sick time each year.
Challenge Yourself
Create the sick time accrual schedule to reflect the new policy defined in the
scenario. There is no starting or ending date for the schedule. Seniority has
previously been setup as months so be sure to convert the years of service to
months.
7-14
Challenge Yourself
Create new time codes for sick time with pay. One will need to be setup for
monthly paid people and one for semimonthly people.
7-15
For example, assign hourly and vacation time codes to a new employee, or assign
a benefit time code when an existing employee becomes eligible.
Select the option to display a message when a Payroll transaction brings an
employee's available balance below zero, and select to print available time
information on Payroll checks.
7-16
7-17
This window displays the hours used, days used, weeks used and the hours
available for each time code for an employee.
7-18
7-19
Challenge Yourself
Verify the SICK and VACN pay codes are assigned to Pilar
Ackerman and Adam Barr. Assign the pay codes when they are not
already assigned to these employees.
Both of these employees are eligible for sick time with pay and
vacation pay. Their next accrual date is 6/1/17. Assign the
appropriate time codes.
7-20
Attendance Transactions
The Attendance Transaction Entry window allows two types of transactions to be
created:
Hours Used transactions are for entering the way employees spent their time
during a period of time. Hours Available adjustments are created to enter
employee beginning balances or to change the existing time balance. Adjusting
transactions are not posted to the General ledger.
7-21
7-22
7-23
7-24
Adam Barr has taken 8 hours of sick time with pay on 6/15/17.
These transactions are for employees who are not at work and who either are paid
or not paid.
Challenge Yourself
7-25
Vacation Planning
Use the Vacation Calendar window to help track the employees planned absences
and to connect the employees vacation schedules to their attendance records. If
the Update Vacation Calendar option is selected in the Attendance Setup
window, open the Attendance Transaction Entry window from the vacation
calendar. Then, after entering attendance transactions, the vacation calendar is
updated with current benefit and absence information from those transactions.
The Vacation Calendar window displays a month's worth of employee absence
information at a glance. To open the Vacation Calendar window, click the HR
and Payroll series button, click Human Resources on the Cards content pane,
click Employee - Attendance and then click Vacation Calendar.
The window opens to the current month. To view information from another
month, use the month and year drop-down lists to select the appropriate period.
The absence information is graphically represented on the calendar in the
window. When the window opens some boxes are blank or they have blue X's in
them. The dates with the blank boxes have no scheduled employee absences. The
boxes with the blue X's have at least one scheduled absence.
7-26
When selecting to view information for a specific employee, the symbols used in
the calendar change, there are blank boxes and red arrows.
A red line through the box means the employee is gone. A box with a leftpointing arrow means the employee's absence is continued from the previous
month. A box with a right-point arrow means the employee's absence continues
into the next month. When another employee is also absent, the line appears with
a squiggle in it.
HINT: A key of all the absence symbols is included in the Vacation Calendar
Key window. To open this window, open the Vacation Calendar window and
then click the Key button located near the bottom of the window.
While using the employee view of information (when using the red arrows and
lines instead of the blue X's) and then wishing to return to the date view of the
information, select the Line to x button near the bottom of the window. This
refreshes the visible information, and updates the window information as needed.
7-27
7-28
7-29
7-30
7-31
7-32
The hours available increase as hours are accrued. Employees are able to take
vacation and sick time hours for greater than the amount of hours available. As a
result, the time available can go negative.
To accrue vacation and sick time by Set Hours, enter the number of hours that
are accrued each pay period for the employee. Available vacation and sick time
might be higher than the hours per year. For example, employees are allowed to
carry over unused vacation hours into the next year. In this case, an employee
might be allowed 40 hours of vacation time each year, but he or she only used 20
hours last year - but available are 20 hours. In this example, the Available field is
updated each pay run for the 40 hours for the year.
7-33
The time is approved so enter Pilar Ackerman's and Adam Barr's vacation time
into the Vacation Calendar.
Challenge Yourself
7-34
Use the Absence Entry window to enter the time for Ackerman and
Barr.
Summary
Microsoft Dynamics GP allows for the accruing of benefit time through the use
of the Attendance feature in Microsoft Dynamics GP Human Resources. If
transactions are to be entered through Microsoft Dynamics GP Payroll, the
system allows for the Microsoft Dynamics GP Human Resources accrual to be
deselected so the transactions originate in the Microsoft Dynamics GP Payroll
module.
Some key points to remember from this chapter include:
At least two consecutive years must be set up when doing the Pay
Period Setup.
Time Codes can be linked to Pay Codes, but the Time Type and the
Pay Type must be matched.
7-35
Step by Step
To open the Attendance Setup window, click HR and Payroll series button,
click Human Resources in the Setup content pane, click Attendance and then
click Setup.
Enter the following information:
7-36
Field
Data
Accrue Type
Human Resources
Current Year
2017
6/1/17
Seniority Based on
Months
One week =
5 days
One day =
8 hours
Step by Step
1. Complete the Pay Period setup for the years 2016, 2017 and 2018.
To open the Accrual Periods Setup window from the Microsoft
Dynamics GP menu, click Tools > Setup > Human Resources >
Attendance > Accrual Periods.
2. Create both monthly and semimonthly pay periods. Enter the
following Semimonthly Setup information in the Pay Period Setup
window:
Field
Data
Year
2016
Start Date 1
1/1/16
Start Date 2
1/16/16
Data
Year
2017
Start Date 1
1/1/17
Start Date 2
1/16/17
Data
Year
2018
Start Date 1
1/1/18
Start Date 2
1/16/18
7-37
Data
Year
2016
Start Date 1
1/1/16
Data
Year
2017
Start Date 1
1/1/17
Data
Year
2018
Start Date 1
1/1/18
7-38
Employees who are with the company for five years or longer
receive 50 hours of sick time each year. These employees are
allowed to carry over up to 50 hours of sick time each year.
Step by Step
1.
Create the accrual codes to reflect the new policy as stated in the
scenario. To open the Accrual Setup window, click HR and Payroll
series button, click Human Resources in the Setup content pane,
click Attendance and then click Accruals.
2. Enter the following information:
Field
Data
Accrual
SICK 1
Description
Accrue By
Interval
Accrue #Hours
40.00
Interval Days
365
Year Max
80.00
Accrual
SICK 5
Description
Accrue By
Interval
Accrue # Hours
50.00
Interval Days
365
Year Max
100.0
7-39
Employees who are with the company for less than five years are
issued 40 hours of sick time each year.
Employees who are with the company for five years or longer are
issued 50 hours of sick time each year.
Step by Step
1.
Create the sick time accrual schedule to reflect the new policy as
stated in the scenario. To open the Accrual Schedule Setup window,
click HR and Payroll series button, click Human Resources in the
Setup content pane, click Attendance and then click Accrual
Schedule.
2. Enter the following information:
Field
Data
Schedule
SICK
Description
Months Seniority
Accrual
SICK 1
Data
Months Seniority
60
Accrual
SICK 5
4. Click Save.
7-40
Step by Step
1. Create time codes for sick time with pay. From the Microsoft
Dynamics GP menu, click Tools > Setup > Human Resources >
Attendance > Time Codes.
2. Time codes are specific to the pay period frequency and the company
pays both monthly and semimonthly. Enter the following Time Code
information for the semimonthly pay period:
Field
Data
Time Code
SICKWS
Description
Time Type
Benefit
Pay Period
Semimonthly
Data
Time Code
SICKWM
Description
Time Type
Benefit
Pay Period
Monthly
7-41
Step by Step
1. Assign the SICK and VACN pay codes to Pilar Ackerman and Adam
Barr. (Cards > Human Resources > Employee > Employee > Go To
> Payroll > Pay Codes)
2. Enter the following information in the Attendance Employee
Maintenance window. (Cards > Human Resources > Employee
Attendance > Employee Maintenance)
Field
Data
Employee ID
ACKE0001
Time Code
SICKWS
Accrual Schedule
SICK
Next AccrualDate
6/1/17
Employee ID
ACKE0001
Time Code
VAC
Accrual Schedule
VACHR
Next AccrualDate
6/1/17
Employee ID
BARR0001
Time Code
VAC
Accrual Schedule
VACHR
Next AccrualDate
6/1/17
7-42
Adam Barr has taken 8 hours of sick time with pay on 6/15/17.
These transactions are for employees who are not at work and who are either paid
or not paid.
Step by Step
1. Enter the transactions in the Attendance component. (Transactions >
Human Resources > Transaction Entry)
2. Enter the following information:
Field
Data
Employee ID
ACKE0001
Time Code
VAC
Start Date
6/1/17
End Date
6/15/17
Hours Used
40.00
3. Select Save.
Field
Data
Employee ID
BARR0001
Time Code
VAC
Hour AvailableAdjustment
Start Date
6/1/17
Hours
80.00
7-43
Data
Transaction
Accept default
Employee ID
BARR0001
Time Code
SICKWS
Start Date
6/15/17
End Date
6/15/17
Hours Used
8.00
5. Select Save.
7-44
The time is approved so enter Pilar Ackerman's and Adam Barr's vacation time
into the Vacation Calendar.
Step by Step
1. Enter the vacation information specified in the scenario into the
Vacation Calendar. (Cards > Human Resources > Employee
Attendance > Vacation Planning)
2. Enter the following calendar information: Absence Entry. To be able
to get the Absence Entry window, the Update Vacation Calendar
cannot be checked on the Attendance Setup window.
Field
Data
Employee ID
ACKE0001
Start Date
12/21/15
End Date
12/27/15
Comment
Vacation
3. Select Insert.
4. Select Absence Entry.
Field
Data
Employee ID
BARR0001
Start Date
12/23/15
End Date
12/31/15
Comment
Vacation
5. Go back to the Vacation Calendar and use the three icons at the
bottom of the window to view the calendar information.
7-45
2.
3.
7-46
Initiate FLMA leave and track insurance premiums due and those
paid.
Introduction
This chapter focuses on assigning various benefits, such as health insurance, life
insurance, retirement plans and other miscellaneous benefits. These benefits can
be entered through the Microsoft Dynamics GP Human Resources module,
which also provides the ability to view an overview of each employee's benefit
enrollment, a benefit summary, the tracking of history and the ability to provide a
customized total compensation report.
In addition, FMLA and COBRA is addressed, as well as the ability to track
FMLA leave and COBRA enrollments. The organization can also choose to
record premiums for benefits that are due and then record payments as they are
received.
8-1
Benefit Enrollment
Benefits are programs administered by the company for the employees. Benefits
can include different kinds of health insurance; medical, dental, vision plans, life
insurance and retirement plans. A benefit is considered an expense for the
employer.
8-2
Windows to Use
Yes
No
8-3
HINT: Use the Letter Writing Assistant to create new letters or to prepare
prewritten, preformatted employee letters, such as benefit eligibility and open
enrollment letters, in Microsoft Word. For more information, refer to the
Microsoft Software Integration section in the System User's Guide.
8-4
Enter the Beginning Date and the Ending Date for the health
insurance plan. If it is a continuous plan, leave the ending field
blank.
Assign a CoPay Code and then enter or change the CoPay Amount,
if necessary. If copayment codes are assigned in the Health Insurance
Setup window, these codes are displayed.
If contribution amounts are entered and the Payroll View for Human
Resources is selected in the User Setup window, a message prompts
to set up the corresponding codes in Payroll to complete the
integration.
8-5
8-6
HINT: The payroll side setups (benefits and deductions) can be completed for
the employee when the benefit for the employee is saved.
8-7
Select a Plan Status. Enter the Beginning Date and the Ending
Date for the retirement plan. If it is a continuous plan, leave the
ending date blank.
Select the Loan Active check box if the employee is eligible for
loans from the retirement plan and record loan information using the
note button by the Employee ID.
If a tiered formula for determining plan contributions is used, select the Tiers
Used check box and select the Tiers check box to open the Benefit Tiers
window. For more information, refer to Setting Up a Benefit Tier.
Be sure the Investment Allocations Total field equals the total amount of the
deduction. For instance, if the retirement plan uses dollars, the Allocations Total
is equal to the sum of the amounts in the Pre-Tax Dollar and After-Tax Dollar
fields. If the retirement plan uses percents, the Allocations Total is 100.00%. To
create funds, refer to Setting Up a Retirement Plan.
8-8
HINT: The payroll side setups (benefits and deductions) can be completed for
the employee when the benefit for the employee is saved.
8-9
8-10
Enter the Beginning Date and the Ending Date for the
miscellaneous benefit. If it is a continuous plan, leave the ending
field blank.
If multiple tiers is selected, select the Tiers button and the Tiered
Deduction Setup window opens, allowing entry for tiered
deductions.
8-11
HINT: The payroll setups (benefits and deductions) can be completed for the
employee when the benefit is saved for the employee.
8-12
Enter the First, and Last name and Social Security number of the
beneficiary.
8-13
8-14
She named her father, Bill Elliot, as the beneficiary for this plan.
Enroll Shannon for this plan in both Microsoft Dynamics GP Human Resources
and Microsoft Dynamics GP Payroll and assign her father as the beneficiary.
Challenge Yourself
Based on the information specified in the scenario, enroll Shannon for the health
insurance plan.
HINT: DO NOT begin in the Employee Benefit Maintenance or the Employee
Deduction Maintenance windows as these are Microsoft Dynamics GP Payroll
windows.
She named her father, Bill Elliot, as the beneficiary for this plan. The
Benefits icon in the Enrollment window allows you to assign her
father as the beneficiary.
8-15
Currently, this life insurance plan has an ending date. Delete the
ending date as it is to be ongoing.
Challenge Yourself
Based on the information specified in the scenario, enroll Shannon for the life
insurance plan.
HINT: DO NOT begin in the Employee Benefit Maintenance or the Employee
Deduction Maintenance windows as these are Microsoft Dynamics GP Payroll
windows.
8-16
Challenge Yourself
Based on the information in the scenario, enroll Shannon for the retirement plan.
HINT: DO NOT begin in the Employee Benefit Maintenance or the Employee
Deduction Maintenance windows as these are Microsoft Dynamics GP Payroll
windows.
8-17
Enroll Shannon in the United Way plan for both Microsoft Dynamics GP Human
Resources and Microsoft Dynamics GP Payroll.
Challenge Yourself
Based on the information specified in the scenario, enroll Shannon for the United
Way plan.
HINT: DO NOT begin in the Employee Benefit Maintenance or the Employee
Deduction Maintenance windows as these are Microsoft Dynamics GP Payroll
windows.
HINT: Do not use the default information from the Deduction Setup window
because the deduction amounts are different.
8-18
8-19
Enter the Start Date of the deduction. This date is on or before the
End Date of the pay period the first deduction is going to be taken in.
Enter the End Date of the deduction. This date is on or before the
End Date of the pay period the last deduction is going to be taken in.
If the deduction is continuous, leave this field blank.
Select the Data Entry Default check box to use the information in
this window when a transaction for the deduction code is created
during a pay run.
NOTE: The Maximum Deductions (per Pay Period, Per Year and Per Lifetime)
still apply when Arrears options are selected. If the employee hits a Max Per
Pay Period during a pay cycle the balance of the deduction amount is created
as a new arrears record. If the employee hits a Max Per Year or a Max Per
Lifetime during a pay cycle no arrears record is created for the balance.
8-20
Use the Based on Pay Codes section to select the deduction for All
pay codes or Selected pay codes. If Selected is chosen, from the
displayed pay codes list, select each code and select Insert to add
each to the Selected list.
8-21
8-22
The Deduction, Description and Sequence are all display fields. Select a split
method, Even or Pro-Rata. The method selected is assigned to all the deductions
having this same sequence number.
8-23
8-24
Enter or select the Benefit Code for the benefit that is being set up.
Enter the Start Date the benefit takes effect. This date is on or
before the Ending Date of the pay period the first benefit takes
effect; otherwise, the benefit is not calculated.
Select the Data Entry Default check box to use the information in
this window when a transaction is created for the benefit code during
a pay run. Select the benefit Frequency and select the taxes the
benefit is subject to.
To base the benefit on all pay codes, select Pay Codes and select
All.
To base the benefit on certain pay codes, select Pay Codes and
choose Selected. Select each code to base the benefit on and choose
Insert to add the pay code to the Selected list.
Enter the Maximum Benefit amount each employee can receive for
this benefit for each pay period, year or lifetime.
Enter the number of the box in the W-2 Box field if the benefit
amount needs to be printed in a special box on the W-2 statement.
8-25
FMLA Limitations
There are some limitations to using the FMLA system. For example, tracking is
not available automatically for part-time employee records, and varying work
weeks and advanced leave must be handled on an individual basis.
These items can still be included in the FMLA calculations by using the
following solutions:
8-26
Before the FMLA Initiation window can be used, FMLA preferences must be set
up in the Benefit Preferences window. For more information about setting up
FMLA preferences, refer to Setting Up Benefit Preferences.
To initiate an employee FMLA leave:
Select the New button to create a new instance number or use the
look up button to select an existing Instance Number.
8-27
Accept the default dates or enter the Start Date and End Date for
the FMLA leave. The default start date is the system date. The end
date displayed is the date the employee's FMLA leave is exhausted
on. If this is the employee's first instance of FMLA leave, the ending
date is 12 weeks from the starting date.
Select the Frequency that payments are to be made and enter the
amount of each payment in the Amount field. The amount due is
displayed in the Balance field and is updated when payments are
recorded in the FMLA Premiums and Payments window.
Select the Auto Postings check box to track the payment schedule.
The default date in the Next Auto Post date field is calculated from
the First Payment date. For more information about automatically
tracking FMLA premiums and payments, refer to Entering an FMLA
Premium Due and Entering an FMLA Payment.
8-28
Click Save.
Enter Range restrictions. Only one restriction can be created for each
type of information. For example, if a restriction is entered to print
records for the first five of 25 employees, another restriction cannot
be entered to print records for the last ten employees.
Save and print the report option. The report lists the number of
FMLA leaves used by each employee, as well as each employee's
remaining hours in the FMLA year.
8-29
First initiate FMLA for an employee before entering a premium due. Only enter
an FMLA premium due if auto postings is not selected when initiating an
employee FMLA leave.
If Auto Postings is selected in the FMLA Initiation window, the information
about employee premiums entered in that window displays in the FMLA
Premiums and Payments window.
To enter an FMLA premium due:
8-30
Enter the Date the employee began paying the benefit premium.
In the Description field, enter a brief note that explains that this is a
premium due for continuation of benefits during the employee's
FMLA leave.
Choose the page turn icon to open the FMLA Premiums and
Payments window.
8-31
COBRA
The Consolidated Omnibus Reconciliation Act of 1985, (COBRA) allows
employees to continue their participation in insurance programs offered by the
company during unpaid leaves of absence or after separation from the company.
As a result, Human Resources professionals have three tasks to manage:
8-32
Select the Send Notification button to print the notice informing the
employee of his or her COBRA rights.
Click the Return button to move employee names from the Actual
Recipients list to the Potential Recipients list.
8-33
8-34
Enter the Qualifying Event Date that the employee and his or her
dependents are eligible for COBRA coverage. This can be when the
employee is terminated.
Select For Employee if the COBRA benefit is for the employee and
select a Reason for COBRA coverage. Or, select For Dependent if
the COBRA benefit is for a dependent and select a Reason for
COBRA coverage.
Select the Payment Frequency and enter the date the First
Payment is due. The system uses the duration and payment
frequency information entered to calculate the Last Payment date
Enter or select an Instance Number and then select the page turn
icon to open the COBRA Premiums and Payments window.
8-35
8-36
Select the page turn icon to open the COBRA Premiums and
Payments window.
Select the All Benefits checkbox to see the benefits currently defined
and available to employees.
To make changes, select a Benefit and select the Zoom button. The
window that opens depends on the benefit selected.
8-37
8-38
To delete a benefit history record select the record and select Delete. To change a
benefit history record, select the record and choose Select. The appropriate
benefit enrollment window opens. Make the necessary changes and select the
benefit history Save button.
8-39
Total Compensation
To provide a summary of benefits for the employees so they are aware of the
value of their benefits, use the Total Compensation/Benefits Summary window to
generate reports that summarize their entire compensation packages, including
pay, insurance and other benefits. To open this window, click the HR and
Payroll series button, click Human Resources on the Cards content pane, click
Employee - Benefits, click Benefit and Deduction Summary, click Benefits
icon and then click Total Compensation.
8-40
Header1
Header2
Header3
CS1100
200.00
500.00
500.00
EN1001
200.00
1100.00
500.00
PROD1600
100.00
1500.00
500.00
8-41
8-42
8-43
Select the Compute Sum check box to generate the total value of the
employee's benefits.
Select the records in the Report column to be included in the report. Only the
marked entries are included in the reports.
Select the mark all button (M) to mark all the records in the Report
column.
Select the unmark all button (U) to unmark all the records in the
Report column.
Select the unmarked records and to unmark those that are already
marked, choose the reverse button (R).
8-44
A message prompts to confirm to clear the Setup window. Select Clear. Another
message prompts to confirm to clear information in the Amounts Window. Select
Clear.
8-45
Summary
Employee benefits can be assigned in the Microsoft Dynamics GP Human
Resources module by entering them either through the benefit enrollment
windows or by using the Benefit and Deduction Summary window. In addition,
FMLA and COBRA can be tracked including benefit premiums and the
associated payments.
Some key points to remember from this chapter include:
8-46
Retirement plan benefits can track various funds that the employee
chooses for investments.
She named her father, Bill Elliot, as the beneficiary for this plan.
Enroll Shannon for this plan in both Microsoft Dynamics GP Human Resources
and Microsoft Dynamics GP Payroll and assign her father as the beneficiary.
Step by Step
1. Enroll Shannon for this plan in both Microsoft Dynamics GP Human
Resources and Microsoft Dynamics GP Payroll and assign her father
as the beneficiary. (Cards > Human Resources > Employee Benefits > Benefits and Deduction Summary)
2. Enter the health insurance enrollment information for Shannon
Elliot. Accept defaults for information not provided.
Field
Data
Employee ID
ELLI0001
Ben/Ded
INS1
Benefit Status
Active
Benefit Begins
4/17/17
4.
5.
6.
7.
Field
Data
Name of Beneficiary
Bill Elliot
Relationship
Parent
8-47
8-48
Currently, this life insurance plan has an ending date. Delete the
ending date as it is ongoing.
Step by Step
1. Enroll Shannon for the life insurance plan. (Cards > Human
Resources > Employee - Benefits > Benefit and Deduction
Summary)
2. Enter the life insurance enrollment information for Shannon Elliot.
Accept defaults for information not provided.
Field
Data
Employee ID
ELLI0001
Ben/Ded
LIFE
Benefit Status
Active
3/18/17
Employee Amount
$20,000
8-49
Step by Step
1. Enroll Shannon for the retirement plan. (Cards > Human Resources >
Employee - Benefits > Retirement Plans)
2. Enter the retirement plan enrollment information for Shannon Elliot.
Accept defaults for information not provided.
Field
Data
Employee ID
ELLI0001
Ben/Ded
401K
Plan Status
Active
Plan Begins
3/18/17
Data
Name of Beneficiary
Elliot, Bill
Relationship
Parent
Beneficiary allocation
100%
8-50
8-51
Enroll Shannon in the United Way plan for both Microsoft Dynamics GP Human
Resources and Microsoft Dynamics GP Payroll.
Step by Step
1. Enroll Shannon for the United Way plan.
2. Enter the United Way Miscellaneous Benefit information for
Shannon Elliot. (Cards > Human Resources > Employee - Benefits >
Miscellaneous Benefits)
3. Accept defaults for information not provided.
Field
Data
Employee ID
ELLI0001
Ben/Ded
UW
Benefit Status
Active
Benefit Begins
3/18/17
Method
Fixed Amount
Deduction Tier
Single: $10.00
8-52
2.
3.
8-53
8-54
Create a Payroll batch for both manual and computer checks and
learn to post manual checks.
Build and calculate checks, print and post checks and void checks.
Introduction
This chapter describes how to create Microsoft Dynamics GP Payroll
transactions, including a computer check, manual check, arrears, mandatory
arrears and Payroll accrual transactions. Payroll provides the capability to enter
transactions and batches. Transactions can be created in single-use batches or
recurring batches. Recurring batches are used for transactions that are entered on
a regular basis. Batches can be identified as a group of transactions entered by a
specific employee, or a group of transactions entered on a particular date.
9-1
Post-dated pay rates allows for the completion of pay rate changes ahead of their
effective dates, however, they do not become effective unless activated. To enter
changes to post-dated pay rates, use the Employee Post-Dated Pay Rates
window.
Select a Range to activate employee post-dated pay rates or select the All option.
A range of Effective Dates, Employee IDs or Pay Codes can be entered. An
option can be selected to sort the Active Employee Post-Dated Pay Rates
window. The options available using the Sort By drop-down menu are Effective
Date, Employee ID or Pay Code.
Effective Date
Displays the date the new pay rate becomes effective. If a Post-Dated Pay Rate is
activated in error, the pay rate changes. The Effective Date field is for
information only.
Fields
Employee ID - Displays the Employee ID associated with pay code change.
Pay Code - Displays the pay code for the selected record.
9-2
Buttons
Click Redisplay to update the window with current data based on the selections
made in the window. Click Mark All to select the Activate option for all pay
codes shown in the scrolling window. Click Unmark All to clear the Activate
option for all pay codes shown in the scrolling window.
Click Process to update the employee's pay code maintenance information for
this code. The code is removed from the Employee Post-Dated Pay Rates
window and the window closes.
9-3
Creating A Batch
Use the Payroll Batch Entry window to set up batches for processing Payroll
transactions. This window is also used to modify or delete batches and to open a
transaction entry window for entering transactions. To open this window, click
the HR and Payroll series button, click Payroll on the Transaction content pane
and then click Batches.
To create a batch:
9-4
The Last Date Posted field displays the last date this recurring batch
posted if the origin is Computer Checks.
The Times Posted field displays how many times a recurring batch posted if the
origin is Computer Checks. Use the Transactions Control and Actual fields to
compare the actual number of transactions within a batch with the transactions
control. The transactions control is a required number of transactions that must
be entered before a batch can be posted. The transactions control can be adjusted
or deleted at any time before a batch is posted. This feature is optional, and is set
up using the Posting Setup window.
9-5
9-6
Before posting a Payroll batch, print an edit list and review the transactions in the
batch. To print an edit list from this window, select the Batch ID and select
Print from the File menu. If corrections need to be made, do so at this time.
Make a backup of the company's data. Refer to the System Administration Guide
for more information about making backups.
To post a batch, enter or select the Batch ID and Origin for the batch to post.
Only batches with a manual check origin can be posted in this window. Approve
the batch for posting, if required. After it is approved, a batch cannot be edited
unless Approved is unselected. Click Post. The Payroll records update to reflect
the information from the transactions and General Ledger accounts updates,
depending on the posting setup selections in the Posting Setup window.
9-7
Payroll Transactions
A paycheck is a group of transactions involving a single employee. A transaction
can be for a person's salary, for his or her taxes, the employee's portion of
insurance payments, 401K contributions, vacation accrued or the employer's
portion of a 401K transaction. Each of these items is a separate transaction and
all that apply go into an employee's paycheck.
Many of the Payroll transactions for the employees during the process of building
checks are automatically created. Salaried employees who receive a regular
salary do not require individual transactions; the build checks process creates
them, along with transactions for the applicable taxes, benefits and deductions.
Payroll check transactions include computer check transactions and manual
check transactions. Payroll transactions must be entered in batches. To print edit
lists for transactions, the transactions must be part of a batch.
If using Microsoft Dynamics GP Human Resources and accruing benefit time
using Human Resources, refer to the Human Resources documentation for
information about creating Microsoft Dynamics GP Payroll transactions.
For example, use a mass transaction to enter a bonus for all employees, and then
exclude those employees not with the company long enough to be eligible for the
bonus.
9-8
Pay Code - Select Pay Code as the transaction type to create a mass
transaction for a pay code (such as Hourly).
Enter the beginning date for the transactions that are being created,
and enter the ending date for the transactions that are being created.
Enter the number of Days Worked for the transaction. To track the
number of days and weeks worked for SUTA and workers
compensation purposes, Track Days Worked and Track Weeks
Worked must be selected in the Payroll Setup Options window.
Enter the number of Weeks Worked for the transaction, if the Track
Weeks Worked option in the Payroll Setup Options window is
selected.
Click Insert to add the range specified into the scrolling window. If
the range is not inserted, it is not used to restrict the employees
included for the mass transactions.
9-9
9-10
Enter the number of Days and Weeks Worked. These values can be
used for calculating unemployment, and serve as the transaction
defaults.
9-11
Select whichever of the following methods that makes data entry faster and
easier:
9-12
Pay Code - Select Pay Code as the transaction type to create a mass
transaction for a pay code (such as Hourly). For example, if an
hourly employee worked a 40-hour week, then enter a pay code
transaction to record the 40 hours.
If the business involves tips, there are five related choices concerning FICA tax,
federal taxes, and how tips affect those numbers. These can be accessed by
expanding the view, discussed later. For more information, refer to the reference
manual or help documentation.
9-13
HINT: If using the default entries, after selecting the Employee ID, the default
information populates the remainder of the data entry fields and the system
moves to the Employee ID field to enter the next employee.
Transactions usually are not entered for Salary pay types. If Salary pay code is
selected, the Payroll Salary Adjustment window opens, select Reallocate Dollars,
Reallocate Hours, Reduce Dollars, Reduce Hours or Additional Amount, then
enter the amount or hours for the adjustment.
9-14
When checks for salaried employees are being prepared that include
amounts that are in addition to regular earnings, select the In
Addition to Salary option. For example, select this option when
vacation or sick time is to be paid out in a final check for a salaried
employee. This field is only active if the transaction type is Pay Code
and the code selected is Vacation or Sick Time based on Salary.
To Reallocate Hours and let the system calculate the amount, select
this option and enter the number of hours to reallocate to that
department or position. The system then automatically calculates the
dollar value of the hours to be reallocated.
Use the Hours field to enter the number of hours to apply to the
transaction. The hours entered here updates the transaction in the
Payroll Transaction Entry window.
The Pay Rate displays the selected code from the Employee Pay Code
Maintenance window, when the Display Pay Rate on Transaction option in the
Payroll Setup Options window is marked.
If necessary, edit pay rates for hourly and piecework pay types, or overtime,
vacation, sick or holiday pay types based on hourly or piecework pay types. If
Charged Tips or Reported Tips is the pay type, this field always displays $0.00.
If the Display Pay Rate on Transaction option in the Payroll Setup Options
window is not marked, this field displays $0.00.
HINT: If using automatic overtime for hourly employees, do not enter any
transactions for overtime pay. Enter the entire number of hours worked under
the regular hourly pay code. The amount of overtime hours is calculated
according to the entries made in the Payroll Setup window. The system creates
two transactions, one for the regular pay for the required hours and one for the
overtime pay code at the overtime pay rate.
The employee's department, position, state tax, local tax, workers compensation
codes and the unemployment state default from the Employee Maintenance
window. If necessary, edit these by clicking the Show button.
9-15
Order Entered
Employee ID
Code
Department
Position
9-16
To open this window, click the HR and Payroll series button, click Payroll on
the Transactions content pane and then click Manual Checks.
9-17
Regardless of the type of check entered, the overall process is the same.
The payment or adjustment number defaults from the Payroll Setup window.
Each time a payment is saved or posted, the default payment/adjustment number
increments by one. These numbers appear on the Transaction Edit List. Batches
are groups of transactions identified by a name or number.
To create or select a batch:
Create a new batch by entering a new Batch ID. The system asks
whether a new batch needs to be added.
Click Add and the Payroll Batch Entry window opens. Enter
information to identify the batch. Batches are not required when
using manual checks.
9-18
If these transactions are not being entered into a batch, enter the date
to use as the posting date. The posting date defaults from the check
date.
If these manual checks are being entered into a batch and the posting
date from the transaction (Posting Setup) is being used, enter a date
to use as the posting date.
Pay Code
Tax Code
Deduction
Benefit Codes
9-19
Department
Position
State
Local
SUTA State
Workers Comp
In the Receipts field, enter sales information associated with the Charged Tips or
Reported Tips transaction being entered.
Always print a Manual Check Edit List to verify the accuracy of the manual
checks entered before they are posted. Edit lists can be printed only for checks
and transactions entered in a batch. To open this window, click the HR and
Payroll series button, click Payroll on the Transactions content pane and then
click Manual Checks. Edit lists can also be printed from the Payroll Batch Entry
window.
To print a Manual Check Edit List:
9-20
Select Print from the File menu, or click the Printer icon on the
window.
HINT: The audit trail reports for individually posted checks and transactions
are generally the same as the audit trail reports for checks and transactions
posted in batches. The reports for individually posted checks and transactions,
however, contain information only for the transactions that are entered and
posted since the Payroll Manual Check/Adjustment Entry window is opened.
Use the Payroll Batch Entry window to post manual check batches. To open this
window, click the HR and Payroll series button, click Batches on the
Transactions content pane. Select the Batch ID, and then click Post to begin the
posting process.
After these amounts are entered issue a correct check using either
computer or manual check processes.
9-21
9-22
Enter or select the past Start and End Dates for the Retro Period
Date. The start and end dates must be on or before the user date.
Enter ranges, or select All, for Class ID, Employee ID, Department
and Position.
9-23
Business Expense
Charged Tips
Reported Tips
EIC
Pension
Pay codes of these pay types do not generate Retroactive Pay records.
Unmark the check box for any record that is to not be included when
retroactive pay transactions are created or choose the Unmark All
button.
9-24
9-25
Description
Salary
Pension
HINT: If none of these pay types are selected, checks are built only for the
transactions included in the batches selected in the Select Batches window.
When using pay periods to include, select the pay periods to include in the pay
run and select as many pay periods as needed. For example, if some employees
are paid every week and others twice a month, select Weekly and Semimonthly.
The selections determine which automatic pay records are to be included. Skip
this step if automatic pay records are not included in the build.
9-26
Days Worked - Enter the number of days worked in the pay period.
This number is posted to any salary transactions included in the pay
run.
The Payroll Check Pay Codes window is only available for advance pay runs.
1. Click the Include Pay Codes button to open the Payroll Check Pay
Codes window.
2. Select the pay codes to include in an advance pay run.
3. When finished selecting pay codes click OK. The Payroll Check Pay
Codes window closes and the Build Payroll Checks window is
redisplayed.
Select which fixed deductions and benefits to include in this pay run, otherwise
deductions and benefits are not taken.
To open the Payroll Check Deductions window:
1. Click the Include Deductions button.
2. Select the deductions to include in this pay run.
3. When finished selecting deductions, click OK. The Payroll Check
Deductions window closes and the Build Payroll Checks window
redisplays.
To open the Payroll Check Benefits window:
1. Click the Include Benefits button.
2. Select the benefits to include in this pay run.
3. When finished selecting benefits, click OK. The Payroll Check
Benefits window closes and the Build Payroll Checks window
redisplays.
4. Click the Select Batches button to open the Payroll Check Batches
window. Use this window to select or clear batches of Payroll
transactions for processing for this pay run. Skip this step if there are
no transactions to include.
5. When finished selecting the batches of transactions to process, click
OK to close the Payroll Check Batches window. The Build Payroll
Checks window redisplays.
HINT: Only the batches selected are included in the pay run; and batches with
0 transactions are not allowed in a build.
9-27
Once the checks are built, the Payroll Check Build Report prints.
This report lists the wages, tax codes and deduction codes that affect
each employee's paycheck. It also lists any errors or warnings in the
build.
Errors are problems with individual transactions that must be corrected before
the paychecks can be calculated. For example, if a posting account is missing an
error message is received and the error needs to be corrected before check
processing can begin.
Warnings do not prevent from calculating checks. Decide whether the situation
causing the warning needs to be corrected. If the warning is ignored, be aware of
the result. In some cases, the transaction where the warning appeared is either
totally or partially ignored. For example, if a transaction is subject to local tax but
no local tax code is specified, the transaction is paid but no local tax is withheld.
A build is automatically removed after the paychecks are calculated, printed and
posted. However, remove a build when there are errors in it that require changes
to transactions included in the build. Remove the build by clicking Remove. Any
batches selected are cleared automatically. When finished editing the transaction,
select the batch and build the paychecks again.
Checks can be rebuilt again before they are calculated. Before building, change
any of the fields in the Build Payroll Checks window. For example, if salary pay
is not included in the original build, check the Salary box and then click
Rebuild. In this case, it is not necessary to remove the build first.
9-28
9-29
Used to verify the information and dollar amounts that are printed on
the employees paychecks.
When the Print Edit Reports option is on, various registers are printed.
Depending upon the way the system is set up, posting journals can or cannot be
printed when posting. These audit trail reports are optional; and can be selected
to print when the system is set up. Some audit trail reports cannot be printed at
the calculate process because not all the information is available until the check
printing process is completed. Refer to the Posting Setup section of the System
Manager training manual.
By default, this option is set to Off, and the system does not send a prompt to
Print Edit Reports after Calculating Payroll Checks and to print the Precheck
report. If this is changed to On, the system sends a prompt to print the Payroll
Pre-Posting reports and the Payroll Integration to Payables specific reports.
9-30
Employee ID
Department
Class ID
Any of the following different Payroll check formats can be selected including:
Stub on Top-Continuous
Stub on Bottom-Continuous
Other-Continuous
Other-Single Feed
9-31
Check Alignment
Reprint Checks
Void Checks
Create Deposits
HINT: It is critical to go to the printer and ensure all checks are printed
correctly before completing the Post Payroll Checks window. If not, then the
checks must be voided individually using the Void Checks window, the
transactions re-entered, and then the computer check process must be
completed again to generate the checks.
Enter the posting date for this check run. This date is used to post to General
Ledger, and defaults from the check date.
To print earnings statements separately, the Payroll checks must be already
printed. The ACH File can also be created before posting by selecting the Create
Deposits option in the Post Payroll Checks window after printing the checks.
When Process is chosen after the Create Deposits option is selected, the ACH
File can be verified within the Generate ACH File window before posting. The
ACH build for the pay run is created again during the posting process, which is a
duplicate of the ACH build created when Create Deposits is processed. One of
the builds can be deleted from the Generate ACH File window.
9-32
Depending upon the way the system is set up, posting journals can or
cannot be printed when posting. These audit trail reports are
optional; and can be selected to print when the system is set up.
Any check numbers used during the alignment process are noted on
the Computer Check Register, as well as the numbers for any checks
that are reprinted or voided.
Voided checks appear with an asterisk before the check number, and
reprinted checks appear as * REPRINTED.
A summary of the Payroll taxes for this pay run appears at the
bottom of the Computer Check Register. The employer FICA tax
liability is also calculated and posted. This report is very helpful
when making the necessary tax deposits.
The system creates Payables vouchers for all vendors setup in the
Payroll Integration to Payables Vendor setup window. The vouchers
can be processed in Payables Management.
9-33
When voiding a check using Void Payroll Checks, all Payroll information is
updated, such as:
9-34
Taxes
Deductions
Benefits
Sick time
The check date must fall within the current (calendar) year. (The
current year is based on the user date.)
Check Number
Employee ID
To display a range, enter or select the first and last check, or Employee ID or
Audit trail code. All the checks that can be voided between the two entries are
included in the range. The first and last entries do not have to be existing checks,
employees or audit trail codes.
9-35
This is the date that appears as the posting date in Payroll for the
entries used to reverse the checks.
All the entries posted offset the amounts of the original check. For
example, if the original check is positive, the offsetting amounts
posted when voiding the check are negative. If the original check is
negative, the offsetting amounts are positive.
Enter the posting date for the checks. This is the date that appears as the posting
date for the reversing entries to the General Ledger accounts that offset the
original transaction distributions. It also is the Posted Date that prints on the
Payroll Check Posting Register.
When using redisplay:
Click Redisplay to display the checks within the selected range that
are available for voiding.
HINT: If a check meets all the criteria necessary to be voided but it does not
appear in the scrolling window, it is possible another user in the system
reconciled the check or selected it for reconciling in the Bank Reconciliation
module, or it is possible the user removed history for the check since the
window opened.
When voiding checks:
1. Select each check to void or select Mark All to void all checks.
2. If it is decided not to void a check, clear the check, or if none of the
checks are to be voided select Unmark All.
Print a Void Payroll Checks Edit List. Use the void Payroll checks edit list to
show:
All checks available for voiding (based on the range entered) and the
checks chosen to be voided (indicated by an X).
To print the report, click the Printer icon or choose select Print from the File
menu. If a range is selected to display in the scrolling window (such as selecting
checks for reconciliation in the Bank Reconciliation module), and another user
already made changes to these checks, the edit list displays messages beneath any
checks no longer available for voiding.
9-36
Review the entries on the edit list, and then click Process to void the
selected checks.
By selecting Process, the amounts posted for the original check are
reversed.
Depending on how the system is set up, several audit trail reports can
be printed when choosing Process (including the Check Posting
Register and Check Register).
Select the posting reports to print using the Posting Setup window. The Check
Posting Register is similar to the edit list and shows the details for each
transaction that is posted.
HINT: If keeping check and transaction history, both the original check and the
voided check prints on history reports (the voided check amounts are negative).
The voided checks also are indicated by an asterisk on the Check History
Report.
9-37
The Mandatory Arrears feature is used for a standard deduction like health
insurance that is a required per pay period deduction even though the employee
does not receive a paycheck for that pay period.
It becomes a new step in the Payroll process to collect and post all mandatory
deductions for any employees not included in that pay period process. Once
Mandatory Arrears are calculated they are then posted and an Arrears record for
that employee, deduction and arrears amount is created.
Collection is not attempted for mandatory deductions without marking the Allow
Arrears and Mandatory Arrears check boxes in the Employee Deduction
Maintenance window.
Enter the beginning (From) and ending (To) check dates range. Once the check
date range is entered, the Pay runs to Include scrolling window populates with
all builds that are posted with a check date that falls within that date range. Select
the appropriate builds. Mandatory Arrears are calculated based on Deduction
frequency.
9-38
9-39
Challenge Yourself
Use Mass Transaction Entry to record a $100 bonus for all eligible employees,
except for Brenda Diaz.
Selection
Batch ID
BONUS
Origin
Computer Checks
Comment
Frequency
Single Use
9-40
Field
Selection
Transaction Type
Pay Code
Code
BONS
Date
3/15/17
Amount
100.00
Range
All Employees
9-41
Challenge Yourself
1. Record transactions for Angela and Pilar in a single-use batch.
2. Print an edit list to review your work.
Selection
Batch ID
Comment
3/15 Payroll
Frequency
Single Use
Selection
Pay Period
3/1/17-3/15/17
Days Worked
10.00
Weeks Worked
2.00
9-42
HINT: If the first few letters of the Employee ID are typed (BAR) and then the
lookup button is clicked, the lookup defaults to the designated section of the
Employee List (Employee IDs beginning with BAR).
6. Finish entering Angela's transaction information.
Field
Selection
Transaction Type
Pay Code
Code
HOUR
Hours/Units
80.00
Selection
Employee ID
ACKE0001
Transaction Type
Pay Code
Code
VACN
Amount
40.00
Date From
3/8/17
Date To
3/12/17
9-43
10 days/2 weeks
Salaried employees
Since this is the first Payroll of the month, include only the 401(k) deduction and
401(k) benefit.
Challenge Yourself
Using the settings described above, create a build default that can be used for
future Payrolls. Use the default created to build the Payroll.
Selection
Default ID
Description
Normal Payroll
9-44
Field
Selection
Regular
3/1/17-3/15/17
ALL
Employee ID Range
ALL
Semimonthly
Salary
Days Worked
10.00
Weeks Worked
2.00
9-45
Challenge Yourself
Calculate the Payroll checks, and print the Calculate Checks report to the screen
for review.
9-46
Challenge Yourself
1. Print the Payroll checks using the Other-Single Feed form.
HINT: If printing to a dot matrix printer, make sure to print an alignment form
before printing the actual checks to ensure the printer is aligned correctly.
2. Post the Payroll checks, and print the posting journals to the screen.
Print the Payroll checks using the Print Payroll Checks window.
(Transactions > Payroll > Print Checks)
Selection
Checkbook ID
PAYROLL
Checks
Sort Checks By
Employee ID
Check Format
Other-Single Feed
Starting Check
Check Date
3/15/17
Accept the default Posting Date and select Post Checks as the
process. Click Process to post the Payroll checks.
9-47
Select Process to calculate the direct deposit information. If some of the direct
deposits are not made, an exceptions report prints. If there are exceptions, change
them now and recalculate Payroll; however any exceptions are not required to be
changed before continuing with the Payroll process.
If the Earnings Statements is set to print Separate from Checks in the Direct
Deposit Setup window, checks must be printed now. Proceed with Printing direct
deposit earnings statements.
9-48
If the Earnings Statements are set up to print Separate from Checks in the Direct
Deposit Setup window, checks must be printed before printing the earnings
statements.
If it is necessary to reprint any earnings statements that printed already, print
them after the earnings statements printed. However, earnings statements cannot
be printed after posting. If the Deposit Method is Separate from Checks print the
earnings statements now. Earnings statements cannot be printed after posting.
Enter a Posting Date or accept the default date and select Print Earnings
Statements in the Process field. This date can be changed on the Starting
Earnings Statements field. Select Process to print direct deposit earnings
statements.
After the earnings statements are printed, the Post Payroll Checks window opens.
Continue the Payroll process with Posting checks using Payroll Direct Deposit.
9-49
Enter a Posting Date or accept the default date and select Post in the Process
field. Select Process to post the Payroll checks. Continue the Payroll process
with Generating an ACH file.
9-50
After posting Payroll, generate the ACH file. An ACH file is an Automated
Clearing House transaction file, and is a text file containing a group of electronic
payments. The ACH file summarizes basic information about the account the
company pays its Payroll from. It includes basic information about the
employees accounts. The electronic payments are deposited into employee bank
accounts in lieu of paper checks.
9-51
9-52
Report
Report Information
Report
Report Information
9-53
Report
Report Information
9-54
9-55
Summary
This chapter explains how to create single-use batches, or recurring batches for
transactions entered on a regular basis. Batches can be used to identify a group of
transactions entered by a specific employee, or a group of transactions entered on
a particular date. This course also describes how to create transactions including
computer check, manual check, arrears, mandatory arrears and Payroll accrual
transactions.
Some key points to remember from this chapter include:
9-56
Retroactive pay does not apply to these pay types: Business Expense,
Charged Tips, Reported Tips, EIC, Minimum Wage Balance, and
Pension.
Select Delete Build After Use, to delete the direct deposit data file
after the ACH file is generated. If Delete Build After Use, is not
selected, the build is available if the ACH file needs to be generated
again.
9-57
9-58
Calculate Checks
8. Which of the following is the best option to correct the number of hours on a
transaction for an employee which is noticed while calculating checks?
( ) Go back to Build Checks and select the build, click Remove, then make
the correction on the transaction.
( ) Finish check processing and then void that check, then make the
correction on the transaction.
( ) Go directly to Transaction Entry and make the correction on the
transaction.
( ) Delete the employee from the check run.
9. When calculating checks, which of the following must be corrected before
the pay run can be completed?
( ) Errors
( ) Warnings
( ) Warnings and Errors
( ) Critical Mistakes
9-59
9-60
Step by Step
Create a batch to record the bonus pay for employees. Use the
Payroll Batch Entry window. (Transactions > Payroll > Batches)
Selection
Batch ID
BONUS
Origin
Computer Checks
Comment
Frequency
Single Use
Use the Pay Code lookup button to open the Pay Codes Lookup
window. Locate BONS, highlight it, and then click Select to return
to the Payroll Mass Transaction Entry window.
Selection
3/15/17
Amount
100.00
For ranges, select Employee ID and click the All option button.
Click Insert to insert the range of all employees into the restrictions
box.
9-61
9-62
When finished entering the data, click the Preview button to open
the Preview Mass Transactions entry window. This lists which
employees are getting a bonus. Brenda Diaz (DIAZ0001) is not
getting a bonus, since she does not qualify. Clear the Include check
box so she does not receive a bonus.
Use the Batch ID lookup button (in the Payables Transaction Entry
window) to open the Batch Lookup window. Locate BONUS,
highlight it, and then click Select to return to the Payroll Transaction
Entry window.
Click the Print button to print an edit list of the transactions for
review.
Once the report is reviewed, close the screen output window and the
Payroll Transaction Entry window. The transactions are
automatically saved.
Step by Step
1. Record Angela's hours and Pilar's vacation using the Payroll
Transaction Entry window. (Transactions > Payroll > Transaction
Entry)
2. Enter the Batch ID.
Field
Selection
Batch ID
HOUR
3. When tabbing off the Batch ID field, the system asks whether to add
the batch. Choose Add which then opens that Payroll Batch Entry
window. Complete the batch information.
Field
Selection
Comment
3/15 Payroll
Frequency
Single Use
Selection
3/1/17-3/15/17
Days Worked
10.00
Weeks Worked
2.00
9-63
HINT: If the first few letters of theEmployee ID are typed (BAR) and then the
lookup button is clicked, the lookup defaults to the designated section of the
Employee List (Employee IDs beginning with BAR).
7. Complete Angela's transaction information.
Field
Selection
Transaction Type
Pay Code
Code
HOUR
Amount
80.00
8. Accept the defaults for the remaining fields, then tab to the next
blank record in the scrolling window.
9. Use the Employee ID lookup button to open the Employees Lookup
window. Locate ACKE0001, highlight it, and then click Select to
return to the Payroll Transaction Entry window.
HINT: If the entire Employee ID is known, it can also be typed directly in the
Employee ID field in the Payroll Transaction Entry window.
10. Continue entering Pilar's transaction information. The VACN pay
code needs to be added to Pilar Ackerman's record.
Field
Selection
Transaction Type
Pay Code
Code
VACN
Amount
40.00
11. Once VACN is typed in and the tab or enter key is used, the system
asks, Do you want to add this pay code for this employee? Click the
Add button and use the Employee default information. Click Save
within the Employee Pay Code Maintenance window and exit out of
the window. You should now be back in the Transaction Entry
window.
12. Click the Show Details button and enter the following information.
9-64
Field
Selection
Date From
3/8/17
Date To
3/12/17
9-65
10 days/2 weeks
Salaried employees
Since this is the first Payroll of the month, include only the 401(k) deduction and
401(k) benefit.
Step by Step
1. Open the Build Payroll Checks window. (Transactions > Payroll >
Build Checks)
2. Enter the following Default ID; Normal
3. When prompted, choose to Add the Default ID. This opens the
Payroll Check Default Setup window.
4. Enter Normal Payroll for the Description.
5. Click Save to save the record.
6. Close the Payroll Check Default Setup window to return to the Build
Payroll Checks window.
7. Enter the following information in the Build Payroll Checks window,
accept all other defaults.
9-66
Field
Selection
Regular Pay
3/1/07
3/15/07
ALL
Employee ID Range
ALL
Semimonthly
Salary
Days Worked
10.00
Weeks Worked
2.00
9-67
Step by Step
1. Open the Calculate Payroll Checks window to calculate Payroll
checks. (Transactions > Payroll > Calculate Checks)
2. Click OK to start the calculation process.
3. Select Screen as the destination for the Calculate Checks report.
4. Close the screen output once the report is reviewed.
9-68
Step by Step
1. Open the Print Payroll Checks window. (Transactions > Payroll >
Print Checks)
2. Accept the defaults for information not provided in the following
table:
3.
4.
5.
6.
7.
8.
9.
10.
Field
Selection
Checkbook ID
Checks
Sort Checks By
Employee ID
Check Format
Other-Single Feed
Starting Check
Check Date
3/15/17
9-69
2.
3.
9-70
Solutions
Test Your Knowledge
Activate Post-Dated Pay Rates
1. How is a post-dated pay rate activated?
( ) A post-dated pay rate is activated when the user date is set to the effective
date for the pay code.
( ) A post-dated pay rate is activated automatically when building checks for
a pay period that includes the effective date.
( ) A post-dated pay rate is automatically activated on the effective date.
() A post-dated pay rate is activated when the pay code is activated in the
Activate Employee Post-Dated Pay Rates window.
9-71
Calculate Checks
8. Which of the following is the best option to correct the number of hours on a
transaction for an employee which is noticed while calculating checks?
() Go back to Build Checks and select the build, click Remove, then make
the correction on the transaction.
( ) Finish check processing and then void that check, then make the
correction on the transaction.
( ) Go directly to Transaction Entry and make the correction on the
transaction.
( ) Delete the employee from the check run.
9. When calculating checks, which of the following must be corrected before
the pay run can be completed?
() Errors
( ) Warnings
( ) Warnings and Errors
( ) Critical Mistakes
9-72
9-73
9-74
Introduction
Assigning the education, skills, tests and training codes to employees completes
the cycle of Employee Assets. As indicated when setting up the codes for these
various assets, it is increasingly important for employer's to track relevant
information about their employees and their endeavors to further educate
themselves.
10-1
Employee Education
Keeping records of an employee's educational background is important, but it is
also very useful when an employee transfers from one position to another. While
companies need employees with a variety of skills, it is also important for the
employees to maintain a certain level of ongoing education and training for their
careers.
If education information is entered for an applicant and the Hire window is used
in Microsoft Dynamics GP Human Resources to enter hiring information for
that applicant, the educational records are transferred to the Education window.
Enter or select an Employee ID. Enter the School and Major Information,
including the Year Graduated, Degree obtained, Grade Point Average (GPA),
and the GPA Base. Use the Note button to enter additional information for each
entry. Close the window to save the changes.
10-2
Employee skills carry from one skill set to the next. For example, Skill X is part
of Skill Set 1 and Skill Set 2. Information is entered about an employee's
proficiency for Skill X and now this information is displayed when either Skill
Set 1 or Skill Set 2 is selected for the employee.
On the Employee Skills window, enter an Employee ID. On the Skill Set field,
use the lookup or browse buttons to select the appropriate employee skill set. The
scrolling window fills with the skills that are part of that skill set.
10-3
Each query that is built is a kind of checklist: only the employees that have all the
skills in the query display. Enter a name in the Query Name field if this is a new
query, or use the lookup button to find a query previously set up. Use the lookup
button on the Skill Set field to select the skill group that contains the skills. The
scrolling window fills with the skills that are part of the desired skill set. Select
the Query Employees option. As indicated, the query can also be used for
applicants or a query can be run for both applicants and employees.
10-4
10-5
Undoing Queries
By narrowing down the employee list further, eventually a skill query can be
built that has no employee, or very few employees, that meet the specific
requirements.
Microsoft Dynamics GP Human Resources includes a function that allows for
undoing the last query, or as many queries as needed. This allows for backing up
(possibly saving from having to retrace the steps in the query.) Make the Skills
Query window active. Click the Undo Sub-Query button. The effects of the
most recently completed query is undone. Continue to click the Undo SubQuery button until the point desired is reached.
Use the lookup button in the Test column to select a test taken by the employee
and in the Date column, enter the date the test is administered on. In the Score
column, enter the employee's score on the test. (The total possible score can also
be entered, as in 95 of 100.) Enter additional comments by clicking the Notes
button. Continue these steps until all an employee's test scores are entered.
10-6
HINT: Any test scores entered for applicants subsequently hired, are
automatically added to the Employee Tests window using the Hired function.
Use Microsoft Dynamics GP Human Resources to delete either a single test score
from an employee record or all the employee's test scores.
To delete a test score, select the Employee with the test score to remove and in
the scrolling window locate the record to remove. Select it once, so a black dot
appears on that line near the left margin of the scrolling window. Click the
Delete button.
In the dialog box that appears, select the button for deleting This Item. If all the
tests need to be removed, when the dialog box appears, select the button for
deleting All Items.
10-7
Challenge Yourself
1. Assign the Technician skill set to Shannon Elliot. She has obtained
all skills in that skill set.
2. Assign the Technician skill set to Jane Clayton. She has obtained the
Windows 2003 Server skill along with Internet Explorer and
Windows XP.
3. Assign the Technician skill set to Roger Harui. He has obtained all of
the skills in that skill set.
10-8
Challenge Yourself
1. Perform a Skills Query on the Office Skill Set. First create a list with
employees who have Basic PC skills. From that list, further restrict it
to those employees who also have Microsoft Word skills.
2. Name the query Office.
10-9
Pilar Ackerman also completed the Windows 2003 Server exam with
a score of 92% on 3/27/17.
Challenge Yourself
Record the results of the employee tests in the Microsoft Dynamics GP Human
Resources system as specified in the scenario.
10-10
Use the Employee Tests window to enter the test results specified in
the scenario.
Employee Orientation
An orientation program gives a new employee an opportunity to learn about the
organization and makes the transition into a new position smoother for the
employee.
Use the Orientation Checklist window to help ensure the new employees are
introduced to the organization's policies and procedures. Use the default
orientation checklists included with the Microsoft Dynamics GP Human
Resources program, or modify the checklists to suit the company's specific needs.
For more information about creating an orientation checklist, refer to Setting up
an Orientation Checklist using Default Options and Setting up an Orientation
Checklist.
10-11
Employee Training
To help the employees improve their skills and acquire new skills, the company
may offer a variety of classes. Classes can be one-time classes or part of a more
comprehensive course. For instance, the company might offer a cardiopulmonary
resuscitation (CPR) class and an injury class as parts of a first aid course. Or, the
company might offer a course on the telephone system with different times for
each class. For more information about creating courses and classes, refer to
Setting up a Training Course on and Setting up a Training Class.
10-12
To enroll employees one by one, use either the Training Employee window, or
the Training Signup window. Use the lookup buttons on the Employee ID,
Course ID and Class ID fields to select the employee and the class that person
wants to be enrolled in. To add the course to the scrolling window, click the
Insert button.
Click the Hide and Show buttons by the upper right corner of the scrolling
window to see more (or less) information.
10-13
For example, enroll all the names of clerical employees in a class on a new
company mailing policy. Enrolling employee names in batches saves time by
allowing them to enroll by division, department or position.
Select the Course and Class ID the employees are being enrolled for. Use the
drop-down arrow to select a list of employees to enroll. To enroll employees
from a certain department, for example, set the drop-down list to Department.
10-14
HINT: To enroll nearly all the employees in a large group, it is best to use the
Insert All button to put all the employee names in the right scrolling window,
and then remove those employees that are not to be enrolled.
Click the Add button to enroll the employees. Click Remove to unenroll an
employee. Click the Completed button to select the employees as having
completed the class on the date specified in the subsequent window.
Use the Course Enrollment window to view which employees are enrolled in a
particular course. Open this window by clicking the Class Enrollment button on
the Training Course and Class Definition window. Be sure to select the course
and class to review before opening this window.
10-15
Summary
Tracking an employee's education, skills, tests and training are important for both
the employer and the employee. These records help to identify those that have the
necessary background for specific needs of the organization. Providing training
and tracking also helps to make sure employees stay current with their job
requirements or any of their own personal training requirements.
Some key points to remember from this chapter include:
10-16
Employee Education
1. The Education window is used to track which of the following types of
information about an employee?
( ) Schools, Tests, and Degrees
( ) Schools, Major, Year Graduated, Degree Attained and GPA
( ) Skills and Skill Sets
( ) Tests, Scores and dates completed
Employee Orientation
2. Orientation checklists are assigned to employees and used to accomplish
which of the following?
( ) Assign benefits to a new employee
( ) Terminate an employee
( ) Notify Payroll of a new employee
( ) Notify supervisors
Employee Training
3. The Training Batch Signup window is used to restrict the employee list by
which of the following? (Select all that apply.)
( ) All Employees
( ) Location
( ) Division
( ) Department
Employee Training
4. The Employee Training window is used to track which of the following types
of information? (Select all that apply.)
( ) Tests
( ) Course completion dates
( ) Class completion dates
( ) Instructor Name
10-17
Step by Step
1. Assign the Technician skill set to Shannon Elliot. Open the
Employee Skills window. (Cards > Human Resources > Employee >
Employee > Go To > Human Resources > Skills)
2. Enter ELLI0001 in the Employee ID field.
3. Select Technician in the Skill Set field.
4. Select the Obtained check box for all of the skills in this skill set.
5. Assign the Technician skill set to Jane Clayton.
6. Enter CLAY0001 in the Employee ID field.
7. Select Technician in the Skill Set field.
8. Select the Obtained check box for the Windows 2003 Server skill,
the Internet Explorer skill and the Windows XP skill in this skill set.
9. Assign the Technician skill set to Roger Harui.
10. Enter HARU0001 in the Employee ID field.
11. Select Technician in the Skill Set field.
12. Select the Obtained check box for all of the skills in this skill set.
10-18
Step by Step
1. Perform a Skills Query on the Office Skill Set. (Cards > Human
Resources > Employee > Skills > Skills Query)
2. Click the Skills Query button.
Field
Data
Query Name
Office
Skill Set
Office
3. Create a list with employees who have Basic PC skills. Select Basic
PC and click Insert.
4. Click Query. Review the results and close the Query Results
window.
5. From that list, further restrict it to those employees who have
Microsoft Word skills. To do this, click the Sub-Query button.
6. Select Microsoft Word and click insert.
7. Select Query.
10-19
Pilar Ackerman also completed the Windows 2003 Server exam with
a score of 92% on 3/27/17.
Step by Step
1. Record the results of the employee tests in the Microsoft Dynamics
GP Human Resources system as specified in the scenario. Open the
Employee Tests window. (Cards > Human Resources > Employee >
Employee > Go To > Human Resources > Tests).
2. Enter the following Test information:
10-20
Field
Data
Employee ID
ELLI0001
Test
Date
3/20/17
Score
94%
Employee ID
ELLI0001
Test
Internet Explorer
Date
3/27/17
Score
100%
Data
Employee ID
ACKE0001
Test
Date
3/27/17
Score
92%
Data
Employee ID
BARR0001
Test
Internet Explorer
Date
3/25/17
Score
98%
Data
Employee ID
BARR0001
Test
MS Outlook
Date
3/28/17
Score
100%
10-21
2.
3.
10-22
Solutions
Test Your Knowledge
Employee Education
1. The Education window is used to track which of the following types of
information about an employee?
( ) Schools, Tests, and Degrees
() Schools, Major, Year Graduated, Degree Attained and GPA
( ) Skills and Skill Sets
( ) Tests, Scores and dates completed
Employee Orientation
2. Orientation checklists are assigned to employees and used to accomplish
which of the following?
( ) Assign benefits to a new employee
( ) Terminate an employee
() Notify Payroll of a new employee
( ) Notify supervisors
Employee Training
3. The Training Batch Signup window is used to restrict the employee list by
which of the following? (Select all that apply.)
() All Employees
( ) Location
() Division
() Department
Employee Training
4. The Employee Training window is used to track which of the following types
of information? (Select all that apply.)
( ) Tests
() Course completion dates
() Class completion dates
( ) Instructor Name
10-23
10-24
Introduction
Microsoft Dynamics GP provides the ability to track employee discipline,
grievances, reviews and work-related injury and illness records. The system
provides flexibility in how to document disciplinary actions and reviews
providing multiple ways to document these processes. For grievances and injury
and illness records, the processes are defined by the organization and
maintenance is easy to accomplish.
11-1
Employee Discipline
Microsoft Dynamics GP Human Resources provides a solid foundation for
handling disciplinary actions. In the Discipline Entry window, an incident can be
handled in a variety of ways. This gives the opportunity to take into account the
surrounding circumstances that can affect how an incident is viewed. There are
two different ways of handling discipline:
Progressive
If the organization awards points (merits and demerits) use the points system to
help track each employee's point total. This type of discipline is discussed later in
this section.
Add an employee discipline record, track the type of disciplinary action taken,
modify the record, and add notes or comments to the record. If using a points
system, award or decrease points for each employee. When a discipline record no
longer needs to be active, close it. Discipline records can be deleted.
Enter or select an Employee ID. Use the lookup button on the Offense Number
field to select an existing record, or click the New button to have the system
generate the next available offense number.
11-2
Within this window the Stage and Date of Stage default from the
prior window; however, other pertinent information can be entered
such as, the name of the person who is carrying out the action.
Use the Stage Type drop-down list to note the kind of action this is.
Choices include Normal, Probation, Suspension, and Termination.
HINT: To change the order of the incidents in the scrolling window, select the
Offense Number to change and either increase or decrease the Sequence
number accordingly. After clicking the Reorder button, click Save.
11-3
Challenge Yourself
Enter a verbal warning for Angela Barbariol as indicated in the scenario. Add the
necessary comments.
11-5
Employee Grievances
With Microsoft Dynamics GP Human Resources, there is a tool for tracking the
employee's grievances. Use the Grievances window to not only log the
employee's problems, but to track the follow-up to those problems, even if the
resolution requires several steps or stages. This helps prevent key issues and
concerns from being forgotten.
Enter or select an Employee ID. The union affiliations for employees whose
affiliations are entered in the Union window are displayed when their record is
selected.
Use the New button to have the system automatically generate the next grievance
number, and to have it displayed in the Grievance Number field. Use the lookup
button to select a Grievance Number if it is already set up.
HINT: Grievances are numbered on an aggregate basis (if Employee A has
Grievance 1, the next employee to file a grievance files Grievance 2.)
11-6
Employee Reviews
One of the most critical aspects of Human Resources Management is Reviews.
The Employee Review window provides a framework to review the progress of
individual employees or employee teams. It also gives supervisors and
employees a good opportunity to discuss goals and problems. And, of course, it is
usually the harbinger of a wage adjustment.
A review is a regularly scheduled appraisal of an employee's performance. In
most companies, reviews are based on the employee's abilities in a certain set
of tasks.
11-7
11-8
In the Cost of Error field, enter the amount this employee's error cost the
company. This is an optional field. Use the Cost of Quality field to enter any
costs associated with a decrease in the quality of a product or service the
employee is responsible for. This is an optional field. Enter the percentage (out of
100%) of Efficiency that is associated with this employee.
Use the Notes icon to enter text about the employee's most outstanding
characteristic, areas of needed improvement, plans, and, or recommendations for
improvement or general comments.
If the employee is working to earn a new position, use the lookup button on the
Desired Job field to select that position. Use the Improvement Area combo box
to enter or choose the area the employee needs to concentrate on.
If an employee needs to be placed on Probationary Status, select the check box.
Use the following fields to enter the amount the reviewer wants to recommend
for adjustments for this employee's pay: Suggested Sal., Effective Date,
Approved By. The recommendations made in these fields do not automatically
change the employee's salary information.
A variety of reports pertaining to reviews are available by selecting the printer
icon in the upper right portion of the window.
Review Dates
The next review date is calculated based on the setting of the review being used.
However, it is possible to adjust the date of the next review on the Additional
Information window.
11-9
Weight
Quality ofWork
Quantity ofWork
Attendance
Care ofEquipment
Weight
Quality ofWork
Quantity ofWork
Attendance
Care ofEquipment
10
11-10
11-11
Challenge Yourself
Create a new review type named Performance Review as defined in the scenario.
11-12
11-13
Mental illnesses.
11-14
Select all the check boxes that apply for the Type of Treatment the employee
required. Select the appropriate check box if Safeguards are provided and in use
at the time of the incident. Enter a brief Safeguard Description of the preventive
measures that are in place.
Enter the Date First Aid is administered, who it is Administered by, and a
Description of the first aid steps taken if this applies. If the employee saw a
doctor, enter data about the doctor in the Physician Information area. If the
employee went to a hospital or clinic, enter the information about the hospital or
clinic in the Hospital/Clinic Information area.
11-15
11-16
With the fields in the Costs area of the window, breakdown the invoice costs that
accrue: Doctor, Clinic, Therapy, Medication, Tests and Other fields are
available.
Enter and store multiple invoice records for each injury record, unlimited medical
billing information can be stored for each injury record. Once the costs are
recorded with an invoice number, the invoice number can be inserted into the
window. Subsequent costs can be added with a new invoice number. To modify
an existing invoice number:
1. Highlight it in the scrolling window.
2. Click the blue Select button and make the necessary changes.
3. Click the Save button to save the modifications made.
11-17
Summary
This chapter focused on employee performance records including discipline,
grievances, reviews and injury and illness records. Each topic covered plays a
role in the overall performance of an employee and records are maintained within
Microsoft Dynamics GP as a result.
Some key points to remember from this chapter include:
11-18
The Employee Injury and Illness window allows for the tracking and
reporting of OSHA recordable events.
Step by Step
1. Enter the instance defined in the scenario into the Discipline Entry
window. (Cards > Human Resources > Employee > Discipline)
2. Enter the following information:
Field
Data
Employee ID
BARB0001
Offense Number
New
Date of Offense
3/15/17
Tardy
Stage to Insert
Verbal Warning
3/15/17
Stage Type
Normal
Comment
11-19
Step by Step
1. Create a new review type named Performance Review. (Tools >
Setup > Human Resources > Reviews)
2. This review is to be performed one month after the hire date, six
months, 12 months and annually thereafter. Use the five predefined
categories for this review and the review range is to be from 0 to 10.
You want to be reminded of the next review date for each employee
that is assigned this review type.
3. Accept the defaults for information not provided.
Review Setup Name
Performance Review
Review Intervals
Select all 5
Review Range
to 10
4. Click Save.
11-20
2.
3.
11-21
11-22
Introduction
This chapter focuses on employee earnings history, position history, transfers and
terminations. Microsoft Dynamics GP provides the flexibility to view earnings
history through the Microsoft Dynamics GP Human Resources module and to
add, view and change position history records.
In addition, the processing of employee transfer requests is supported in the
Microsoft Dynamics GP Human Resources module. Multiple requests can be
recorded along with any applicable notes that are required.
Finally when an employee is scheduled to leave employment, Microsoft
Dynamics GP provides a termination checklist to ensure all the appropriate steps
are taken and also provides the ability to record information from an exit
interview.
12-1
12-2
Enter the Effective Date of the position. To enter additional information about a
specific position entry in the employee record, click the notes button on the
Effective Date field. This opens another window where notes and comments can
be entered.
Select a Division, Department, Position, Supervisor and Location. Select an
Employment Type and HR Status for the position. If the HR Status selected is
Separated, enter the reason for the separation in the Separation Reason field.
This is a 30 character alphanumeric field.
12-3
The employee's work status (full time, part time, and so).
The position.
The company.
Repeat these steps until the entire employee's history information is entered.
Employee Transfers
Use the Employee Transfer Request window to track an employee's request to be
transferred to another position. Multiple transfer requests can also be tracked for
each employee in the organization.
12-4
Employee Termination
When an employee leaves the company, be sure the Payroll and Human
Resources Departments are notified and company property in the possession of
the employee is returned. Use the information in the Termination Checklist
window as a basis for exit interviews. Gather feedback from employees who are
changing positions within the company or who are leaving the company.
Use the termination checklists to be sure all the tasks are completed such as
notifying the Payroll Department of an employee's termination and notifying the
employee of his or her COBRA rights. Use the default termination checklists
included with the Microsoft Dynamics GP Human Resources program, or modify
the checklists to suit the company's specific needs. For more information about
creating a termination checklist, refer to Setting up a Termination Checklist
Using Default Options and Setting up a Termination Checklist.
Microsoft Official Training Materials for Microsoft Dynamics
Your use of this content is subject to your current services agreement
12-5
Track information such as the date when benefits expire and the employee's
rehire status. Enter or select an Employee ID. Select the name of a checklist
from the Termination Name field and accept the Start Date or enter the date the
termination process started. The default date is the system date of the computer.
Expand the scrolling window. Enter or select the Person Responsible for each
checklist item. When an item is completed, select the item Completed and enter
the Date Completed. Click Save.
12-6
The window provides a list of questions to use as a starting point for the exit
interview. Enter information about the employee's new position and additional
comments. Enter the Date the exit interview is conducted. Select the employee's
response to each exit interview question and indicate if the employee wants to
keep the exit interview confidential. To enter additional information about the
exit interview, use the comments Notes button. Click Save, then the Termination
Checklist window displays.
12-7
The termination checklist is completed when all the checklist items are finished.
Enter the employee's last day worked and termination date. Then, these dates
display in the Employee Maintenance window.
Enter or select an Employee ID. Select a Termination Name and enter the date
the employee's termination checklist is completed in the End Date field.
Enter the Last Day Worked and select the Rehire button if the employee is
eligible to be rehired by the company. Last Day Worked also updates the same
field in the Employee Maintenance window.
Enter the Date Benefits Expire and the employee's Termination Date. The
termination date appears in the Date Inactivated field in the Employee
Maintenance window. Click Save.
12-8
Summary
This chapter focused on earnings and position history records, transfer requests
and employee terminations.
Some key points to remember from this chapter include:
12-9
Employee Transfers
2. How many employee transfer requests can be processed for one employee?
()0
()1
( ) 10
( ) Unlimited
Employee Termination
3. Which fields on the Termination Checklist window update information in
Employee Maintenance? (Select all that apply.)
( ) Last Day Worked
( ) Date Benefits Expire
( ) Termination Date
( ) Start Date
Employee Termination
4. Which of the following can be accomplished through the use of the Exit
Interview window? (Select all that apply.)
( ) Provide notes based on the comments made by the employee.
( ) Provide information about the employee's next position.
( ) Provide employee ratings for a user-defined set of questions.
( ) Indicate whether the information is to remain confidential.
12-10
2.
3.
12-11
Solutions
Test Your Knowledge
Employee Earnings and Position History
1. Which of the following can be viewed on the Earnings History window?
(Select all that apply.)
() Pay Code
() Pay Rate
( ) Position
( ) Who changed the record
Employee Transfers
2. How many employee transfer requests can be processed for one employee?
()0
()1
( ) 10
() Unlimited
Employee Termination
3. Which fields on the Termination Checklist window update information in
Employee Maintenance? (Select all that apply.)
() Last Day Worked
( ) Date Benefits Expire
() Termination Date
( ) Start Date
Employee Termination
4. Which of the following can be accomplished through the use of the Exit
Interview window? (Select all that apply.)
() Provide notes based on the comments made by the employee.
() Provide information about the employee's next position.
( ) Provide employee ratings for a user-defined set of questions.
() Indicate whether the information is to remain confidential.
12-12
Introduction
Microsoft Dynamics GP allows information to be viewed and printed using
Inquiry windows and Reports. The Inquiry windows allow the user to view
information about employees, their benefits, payroll information, and other
historical data.
The Reports window allows the user to create a report option once and print it
again at any time without having to redefine the option. The reports printed, as a
result, are up-to-date and can be printed quickly and easily at any time.
13-1
Inquiries
Tracking employee information is an important part of the computerized
Microsoft Dynamics GP Human Resources system. Use the Human Resources
inquiry windows to view important information about employees, their benefits
and other historical data.
This window can also be viewed by clicking Payroll on the Inquiry content
pane and then clicking Employee.
This window displays personal information such as name, Social Security
number, tax filing status and demographic information such as addresses, phone
numbers and postal codes.
Employment information can also be viewed, such as status, department,
position, wages and user-defined information that is defined in the Payroll Setup
Options window.
Enter or select an Employee ID. View the information and close the window.
13-2
13-3
13-4
For more information about creating a redlined status table for all employees in
the company, refer to Reconciling Human Resources information. View the
information and close the window.
13-5
13-6
The Void check box is selected in the left-hand side of the scrolling
window.
Use this window to view all the checks for one employee and a range of checks
by check number, date or audit trail code. To do this complete the following
steps:
1. Enter or select an Employee ID.
2. Select the Range to view check history for. View a range of check
numbers, check dates or audit trail codes.
3. Select Redisplay to display the checks within the selected range that
are available for viewing. For beginning balance transactions, BEG
BAL appears in the scrolling window's Check Number field.
Automatic transactions are marked with a caret (^).
4. To view detailed information about a particular paycheck, select the
Check.
5. Click the Transactions button to open the Payroll Transaction
Inquiry window which lists all transactions associated with the
selected check.
6. If making a change in the Select By field, click the Redisplay button
to refresh the window.
7. Click the Show button to view additional information about the
checks listed in the scrolling window.
8. To print a report of the displayed information, use the printer icon or
select Print from the File menu.
13-7
Use the Payroll Transaction Inquiry window to view detailed Payroll transaction
information including the:
13-8
Payment number
Check number
Transaction type
Payroll code
Units to pay
Posted date
Department
Position
State code
Local code
Use the Employee Record Inquiry window to view records set up for each
employee for his or her:
Pay
Deduction
Benefit
13-9
View the employee record by the ID, last name or first name.
13-10
Pay code
Deduction
Benefit
Also use this window to verify the amount of vacation and sick time available to
a particular employee.
13-11
Click the Tips button to open the Employee Tips Summary Inquiry
window. Use this window to view employee tips by month.
For example, to check the hours, days and weeks worked on a pay transaction for
an employee, this window provides the needed information.
Also, use the Employee Pay History Inquiry window to check which department,
position and workers compensation code is used for a particular transaction.
13-12
For example, the window displays the amount paid for a pay code and a year-todate summary of the amount paid for a pay code. Also, use this window to view
the hours, days, and weeks worked for a specific pay code.
To view historical pay code information:
13-13
To view the company payroll summary, select a Year and Month. If Human
Resources is selected as the accrue type in the Attendance Setup window, the
vacation hours and sick time hours fields are not available.
To view the summary of tips for the selected year and month, choose the Tips
button to open the Payroll Tips Summary Inquiry window. Click OK when
finished.
13-14
Select a Year and a Month to view wage and tax information for.
Select the Tips button to open the Employee Tips Summary Inquiry
window.
Choose OK.
13-15
13-16
Click OK.
Reports
Use Human Resources with Payroll reports to analyze activity, track changes and
view applicant, employee, and Payroll information. For example, the benefit
reports display information such as beneficiaries, history and enrollment. The
applicant reports display detailed applicant information, such as applicant test
scores, work history and interview notes. Use this information as a guide through
printing reports and working with report options and report groups.
Reports provided with Human Resources can be modified using Report Writer.
Print the report to the screen, then click the Microsoft Dynamics GP menu,
select Tools, and Customize, then Modify Current Report.
13-17
Employee Lists
Quarter-End reports
Period-End reports
13-18
If using print to the screen, the report appears on the screen then
select print to the printer. In addition, if using MAPI (Microsoft's
Mail Application Program Interface), e-mail any report that prints to
the screen. (If Adobe Distiller or PDFWriter is installed, email the
report in PDF format.)
Description
Tab-delimited
Comma-delimited
Text file
HTML file
For analysis, history and setup reports, select the destination when
creating the report options needed to print these reports.
13-19
13-20
For report options window information choose Help > Index; then
enter the name of the specific report options window.
Name the Option and enter information to define the option. The
name for the option does not appear on the report. The selections
available for defining report options vary, depending on the report
type selected.
To print the report option from the report options window, select
Print before saving it. To print the report later select Save and close
the window. The report window redisplays.
Select a report Option and select Insert to insert the report option in
the Print List.
Customizing A Report
Most of the existing reports in Microsoft Dynamics GP can be modified to meet a
user's needs. Add or delete fields, change sorting options, add subtotals or create
new custom reports using Report Writer. This procedure describes the simplest
method to customize a default report and to set access to it. Refer to Report
Writer documentation for detailed instructions about using Report Writer.
13-21
Select Microsoft Dynamics GP menu > Tools > Setup > System >
Security and select the user, company and product to grant access.
13-22
Report
Report Information
Direct Deposit
Exceptions Report
Report
Report Information
Direct Deposit
Statement of Earnings
13-23
Summary Table
The summary table, which is always the last page of the report, follows the
format of a report required by many financial institutions to accompany the ACH
file.
13-24
A restriction called Suppress Check which allows splitting the checkprinting process into two processes - one for paychecks and one for
direct deposit earnings statements.
DD_Mask_Dollar
DD_Mask_Words
13-25
Challenge Yourself
Print a report that details the information required by the Controller using a
standard Payroll report.
13-26
Organization Explorer
Use the Organization Explorer window as a tool to manage the organization's
positions. Create positions, assign positions to employee records and create
requisitions. View a graphical representation of the organization, including
companies, divisions, departments, positions, employees and vacant positions.
Zoom to any of the organizational setup windows to create or modify new
divisions, departments and positions. Open the Vacancy Maintenance window
from the Organization Explorer to change the number of vacant positions.
The Organization Explorer window also displays the employee's full time
equivalency (FTE) information. Assign an FTE to an employee's position, and if
an employee has multiple positions, assign an FTE to each position. Usually, a
full time position equals 1.00.
13-27
Click Save.
13-28
Select Create a new employee for this position and select OK. The
Employee Maintenance window opens.
Close the window. The new employee record for the position is
displayed in the Organization Explorer window.
To view the new employee record for the position, select Redisplay
and then Expand All.
Select Create a new employee for this position and select OK. The
Employee Maintenance window opens.
13-29
Select Create a new requisition for this position and select OK.
The Requisitions window opens.
For more information about creating or changing the number of vacancies for a
position, refer to Creating or Changing the Number of Vacancies for a Position.
Summary
Inquiries and reports are important outputs generated by Microsoft Dynamics
GP. Inquiries allow the user to view employee and Payroll information, while
reports allow the user to generate printed copies of various employee and Payroll
data.
Some key points to remember from this chapter include:
13-30
Inquiries
1. Inquires can be ran on each of the following except?
( ) Applicant data
( ) Employee demographics
( ) Benefits and Deductions
( ) Employee pay
Reports
2. Which of the following are steps for creating a report? (Select all that apply.)
( ) Selecting a sort order
( ) Inserting Range restrictions
( ) Opening the applicable employee window
( ) Selecting a destination
Organization Explorer
3. The user can view all the following information from Organization Explorer
window, except which one?
( ) Company
( ) Division
( ) Department
( ) Pay Rate
Organization Explorer
4. Organization Explorer can be used to initiate which of the following
activities? (Select all that apply.)
( ) Number of Vacancies
( ) Hiring an Applicant
( ) Requisitions
( ) Employee Transfers
13-31
Step by Step
1. Use the Wage and Hour Report Options window. (Reports > Payroll
> Wage and Hour)
2. On the Wage and Hour Reports window, select the Earnings
Summary report from the drop-down list. Select New.
3. On the Wage and Hour Report Options window, either select an
existing Option from the drop-down list or enter a new name. Enter a
Date From of 01/01/14 and a Date To of 02/28/14. Ranges are based
on Employee ID. For the From field select ACKE0001 and for the
To field select the last name using the lookup button. Click Insert to
put information into the Restrictions area.
4. Select the Destination button. In the Report Destination window,
select where the report is to be printed. Click OK.
5. Select the Print button. Verify the accuracy of information on the
Print screen if printing to a printer. Click OK.
13-32
2.
3.
13-33
Solutions
Test Your Knowledge
Inquiries
1. Inquires can be ran on each of the following except?
() Applicant data
( ) Employee demographics
( ) Benefits and Deductions
( ) Employee pay
Reports
2. Which of the following are steps for creating a report? (Select all that apply.)
() Selecting a sort order
() Inserting Range restrictions
( ) Opening the applicable employee window
() Selecting a destination
Organization Explorer
3. The user can view all the following information from Organization Explorer
window, except which one?
( ) Company
( ) Division
( ) Department
() Pay Rate
Organization Explorer
4. Organization Explorer can be used to initiate which of the following
activities? (Select all that apply.)
() Number of Vacancies
( ) Hiring an Applicant
() Requisitions
() Employee Transfers
13-34
Use the Tax Table Update engine to update the Payroll system and
company databases with the latest updates for the current year.
Edit, verify and print government forms such as W-2, 1099 and
8027.
Introduction
Microsoft Dynamics GP Human Resources and Payroll provides various
Utilities, Routines and Procedures to assist a user with tasks. Both Microsoft
Dynamics GP Human Resources and Microsoft Dynamics GP Payroll
provide a way to ensure data integrity with the use of a Reconcile function. In
addition, it provides the ability to archive employee and applicant records for
those that are no longer active in an effort to maximize the efficiency of the
system.
This chapter also explains the use of tools such as Compensation Management
and Desk Accessories that assist the user in planning activities. Compensation
Management helps to analyze and update employee compensation. Desk
Accessories provides the means to update To Do Lists, create records of contact
information and also provide a Notepad to keep notes in one place.
14-1
14-2
Process
Create Multicompany
Organization Tables
Update Requisitions
Update Skills
14-3
Employee
Vacation-Sick
Time Maintenance
window
Employee Class
Setup window
Employee Pay
Code Maintenance
window
Posting Setup
window
14-4
If benefits or deductions are defined in Payroll, reconcile and classify the benefits
or deductions so they appear in Human Resources. Select Update Benefit Setup
and select Process. If benefit codes or deduction codes exist in Payroll but not
Human Resources, a message asks to synchronize the codes. Select Yes. The
Benefit Classification window opens.
If no errors are found, the Report Destination window opens, print the Reconcile
Error Report. If the Benefit Classification window opens, select an HR Benefit
Classification for each code and select OK to classify the benefits. If all benefits
and deductions are not clarified, the code continues to appear in the Benefit
Classification window.
14-5
To determine total gross wages for any one employee, add wages for all pay
codes for the employee and subtract all tax-sheltered deductions to determine the
value for the month in question. Use values from the Employee Pay Code
Summary and the Employee Deduction Summary windows.
The Payroll system generates a report that flags all discrepancies for each month;
determine which value is correct and make manual adjustments, if necessary.
Reconcile records if a Payroll system problem occurs and if the Payroll data
needs to be verified. The reconcile process also is useful if inconsistencies are
discovered in reports. Be sure to backup the company database before
reconciling.
To complete the reconcile:
1. Select the Year to reconcile or to print a Reconcile Error report for.
2. Select a Range of Employee IDs to reconcile. If a range is not
entered, all employee records are reconciled.
3. Select Insert to insert the range.
4. Select Process to compare the employee summary and detail
financial information or print the Payroll Reconcile Error Report,
depending on the selections in this window.
14-6
Policy states that vacation accrual rates are increased after five years
of service. The accrual amount can be updated based on the
employee start date.
Be sure to make a backup of the Payroll data for each company before updating
employee information. There are some limitations to updating records in the
Employee Mass Update window.
Limitations include:
14-7
Use the Employee Mass Update window to change pay rates and benefit and
deduction amounts for a range of employees. To open this window, click the HR
and Payroll series button, click Payroll on the Utilities content pane, and then
click Mass Update.
14-8
Pay Rate
Deduction Amount
Benefit Amount
Vacation Available
Class ID
Employee ID
Department
Position
Start Dates
Enter either the Amount or the Percentage for the selected record that needs to
be adjusted.
14-9
If a benefit or deduction code is being updated and the calculation method for the
code is Percent of Gross or Percent of Net, the updated percentage cannot be
more than 100 percent. For example, if there is a deduction percentage that is 20
percent of gross and 90 percent is entered to increase the percentage to 110
percent, the updated amount is then set to 100 percent.
If a pay or benefit code is being updated, the current amount cannot be decreased
to an amount less than zero; however, if a deduction code is being entered, the
current amount can be decreased to an amount that is less than zero.
To Increase or Decrease employee records:
The current information (the amount prior to the update) for the
range of employees displays in the Current Amount field in the
scrolling window.
Neither, tiered deductions or tiered benefits can be updated using the Employee
Mass Update window. If a deduction or benefit amount is being selected to be
updated and the employees in the selected range have only tiered deductions or
tiered benefits, a message is received that there are no records in the selected
range to update and the edit window does not open.
14-10
Enter the positive Net Amount the employee receives. Enter the employee's
Federal Tax rate. After Calculate (or Recalculate) is selected, the federal tax
amount displays.
FICA Soc Sec Tax displays the default FICA Soc Sec Tax rate from the tax
tables. After Calculate (or Recalculate) is selected, the FICA Soc Sec Tax
amount displays.
FICA Medicare Tax displays the default FICA Medicare Tax rate from the tax
tables. After Calculate (or Recalculate) is selected, the FICA Medicare Tax
amount displays.
14-11
Removing Records
History records provide useful information for audit purposes. These records can
be maintained for an unlimited number of years, if just one type of history is kept
available in Payroll. Removing history can affect the ability to reprint posting
journals and void posted checks.
When historical records are removed, the Payroll system removes records only
for the range specified. Normally, history is removed after the year-end closing
process; however, at other times during the accounting cycle, it can be necessary
to remove ranges of history that are no longer useful.
Do not remove history until all government statements and reports are printed for
that year. After Payroll history is removed, statements and reports for that year
cannot be reprinted. Backup the company database before removing history.
14-12
Select From then enter or select the first entry to include in the range
of Payroll history to remove. If Posting Date is selected in the
Ranges field, select Enter Date and select a day from the list or type
the first date to include in the range.
Select To then enter or select the last entry to include in the range of
Payroll history to remove. If Posting Date is selected in the Ranges
field, select Enter Date and select a day from the list or type the last
date to include in the range.
Restrictions are used to define the ranges of Payroll history to remove. If range
restrictions are specified, click Insert to insert the range into the list or the range
is not used. If an error in a range or a restriction is made, select the range and
select Remove. If no range restrictions are specified, all Payroll history is
removed.
To print history reports:
Select Process to remove the Payroll check or transaction history or print the
Check History Report or Transaction History Report, depending upon the
selections made in this window. If options are marked in both the Remove and
Print fields, the report is printed when historical records are removed.
14-13
If range restrictions are specified, click Insert to insert the range into
the list or the range is not used.
14-14
14-15
Select Insert to insert the selected year into the Restrictions list.
Once restrictions are selected, click Process to remove year-end history for the
selected year.
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Select From then enter or select the first entry to include in the range
of distribution history to be removed. If Posting Date is selected in
the Ranges field, select Enter Date and select a day from the list or
type the first date to include in the range.
Select To then enter or select the last entry to include in the range of
distribution history to be removed. If Posting Date is selected in the
Ranges field, select Enter Date and select a day from the list or type
the last date to include in the range.
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Select From then enter or select the first entry to include in the range
of posting journal history to remove. If Posting Date is selected in
the Ranges field, select Enter Date and select a day from the list or
type the first date to include in the range.
Select To then enter or select the last entry to include in the range of
posting journal history to remove. If Posting Date is selected in the
Ranges field, select Enter Date and select a day from the list or type
the last date to include in the range.
Click Insert to insert the selected range into the Restrictions list.
Select Process to remove posting journal history for the ranges selected.
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Costs
Education
Interviews
Offers
References
Skills
Tests
User Defined
Work History
To delete the applicant's record from the list of active applicants, select Delete
applicant when finished. Click Save.
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To delete that employee record from the employee table, delete the employee
record from the Employee Maintenance window after archiving it. For more
information about deleting an employee record after archiving the record, refer to
Deleting an employee record.
Enter or select an Employee ID. Select the records of this employee to archive. If
Attendance is selected and Include Transactions is not selected, employee
maintenance information and yearly accrual summary information for the
employee is archived. If Include Transactions is selected, all the transactions for
this employee are archived. Click Save.
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Compensation Management
Use the Compensation Management window as a tool to analyze and update
employee compensation. This feature is not available if Canadian Payroll is being
used; it is only available for U. S. Payroll.
Select individual employee names or groups of employee names for
compensation adjustments and analyze percentage or dollar amount changes.
After analyzing the compensation change, update the compensation for the
employee names selected. View the employee's division, department, position,
shift code, previous wage and proposed wage.
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Select Calculate. The new employee salaries for the employees in the scrolling
window are calculated. To view calculated salary statistics, select the View
Statistics button to open the Compensation Statistics window. For more
information about viewing compensation statistics, refer to Viewing
Compensation Statistics.
Select Print from the File menu to print the HRP Compensation Summary
report. To apply the updates to employee records, select the Update Salary
button. Changes made to employee salary history records using this procedure
displays COMP MGMT as the reason for change.
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This window is not available for Canadian Payroll. Follow the instructions for
Analyzing and Updating Employee Compensation to enter and calculate a wage
analysis. Select the View Statistics button to open the Compensation Statistics
window.
The system calculates both the current and proposed average, high and low salary
figures for everyone in the part of the system selected. The total change and the
difference between current and proposed wages and salaries are displayed. The
number of employees that are included can be viewed in the information for each
level.
Tax Utilities
To help keep the Payroll records current use the tax utilities that are available in
Microsoft Dynamics GP Payroll to edit federal tax liabilities, tax codes, and
FICA taxes, if the amounts are incorrect.
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It is not recommended to use the Payroll Edit Federal Tax Liabilities window to
edit liability information except in extreme circumstances. To edit federal tax
liabilities, the Edit Financial Fields option must be selected in the Payroll Setup
window.
Differences in tax liability amounts can occur in any of the following
circumstances:
If beginning to use Payroll during the year and pay run information
is being entered for employees using the Employee Summary
window instead of entering the information using the Payroll Manual
Checks-Adjustment Entry window.
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Form 941
The Payroll Tax Liability Table is updated with these changes. The Payroll
Employee Master Table is not affected. If changes are made using this window, it
is recommended to print the Federal Tax Liabilities List and keep the report for
the records. Click OK to save changes.
Use Payroll Update to download and install updated information, including tax
tables, to calculate federal tax, FICA tax, and state and local tax withholding. If
the tax tables are modified while working in the lesson company, it might be
necessary to install the tables again.
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Payroll Updates
The Payroll update engine helps update the Payroll system and company
databases with the latest round of tax table information and all preceding tax
updates for the current year.
The year-end updates must be downloaded and any changes affecting Payroll
program code from the Tax Updates section of the Customer Source Web site
must be installed separately.
The Automatic option downloads all current and prior tax table
updates for the year to the default location. If necessary, restart
Microsoft Dynamics GP to complete the update.
The Manual option processes all current and prior tax table updates
for the year from a location specified. If necessary, restart Microsoft
Dynamics GP to complete the update. Select Manual if a computer
that is not connected to the Internet needs to be updated.
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Select the Process button to start the update. Verify that Microsoft Dynamics GP
has the latest tax update (Microsoft Dynamics GP menu > Tools > Setup >
System > Payroll Tax).
One way of completing all the steps in the Payroll Year-end Closing procedures
is to follow the Routine Payroll Calendar Year Checklist provided with the
system. As each step is selected in the checklist, the appropriate window used to
complete that step appears.
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Enter a Frequency for routines. Frequency options are: Daily, Payday, Period
End, Month End, Quarter End, Fiscal Year, Calendar Year or User Defined.
The Routine displays the name of the routine. An unlimited number of routines
can be added to this window. To perform a routine, select the frequency and
routine, and then choose Open. The window, application, file or macro
corresponding to the routine appears. The Routine field displays the company
routines set up for that particular frequency.
The Date displays the date the routine is last performed. The Time displays the
time the process or routine is started. The User ID displays the ID of the user
who last performed the routine.
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If External Task is selected from the Type list, enter or select the
application, such as Word.
The File field is available only if External Task is selected from the Type list.
Enter or select the name of a file to be opened by the external application. For
example, if a routine for setting up new employee records is being created, a task
for printing a name tag for the new employee can be included. If there is a
Microsoft Word template for the name tag, select Microsoft Word as the
application and the name tag template file as the file. The File button opens a
window that can be used to select the location and filename of a file to open
automatically each time the routine is started.
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Select the Type of information to include on the report. The types available are
Month and Period. If Month is selected, enter the month and year to include on
the report. If Period is selected, enter the time period to include on the report in
the Date From and Date To fields.
Select the Range of information to specify. Records within the range specified
are included on the report. Enter the first record to include in a range to restrict
the information that appears on a period-end report. Enter the last record to
include in a range to restrict the information that appears on a period-end report.
Select any or all of the period-end reports to print.
Pay Code Summary - This report lists each pay code, hours worked
and amounts paid. Pay codes are set up for each employee using the
Employee Pay Code Maintenance window.
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FUTA Summary - This report lists period and yearly gross wages
and taxable wages up to the FUTA wage limit per employee. This
report is used to calculate the period's FUTA deposit the company
needs to make. If posting FUTA tax liabilities, the FUTA Posting
Journal shows what is posted to each account. The wage figures for
this report are taken from the Payroll Pay Code History file. These
figures can be viewed using the Employee Pay Code History
window.
SUTA Summary - This report lists employees in each state that pay
unemployment taxes and the period and yearly amounts owed to
each state. The total amount owed for each department for all states
also is shown. Use this report to complete the period withholding
reports for each state. If posting SUTA tax liabilities, the SUTA
Posting Journal shows the amount posted to each account. The wage
figures for this report are taken from the Payroll Pay Code History
file. These figures can be viewed using the Employee Pay Code
History window.
Last Date Posted displays the most recent date FUTA, SUTA and workers
compensation tax posted. These fields are updated automatically when tax
liabilities are posted during period-end processes. They also are maintained to
warn against if there is any attempt to post these liabilities more than once in a
specified period.
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FUTA displays the most recent date FUTA tax liabilities are posted
on at period-end.
SUTA displays the most recent date SUTA tax liabilities are posted
on at period-end.
FUTA Tax
SUTA Tax
When these options are marked, the Posting Date field displays the date these
liabilities are posted on. Once Process is selected, the selected reports are printed
and the tax liabilities post if they are selected to post.
Select the Quarter that the quarter-end reports are to be printed from and select
the Reports to be printed. Selections include:
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Form 941 - Select this box to print the information on the actual
Form 941, Employer's Quarterly Federal Tax return that is sent to the
Internal Revenue Service.
Form 941 Schedule B - Use this report to print the quarterly Payroll
tax information directly onto the Schedule B (Form 941) form.
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Microsoft Dynamics GP
Payroll Report Name
Tables
941 Schedule B
Preparation Report
Quarterly 941
Preparation Report
Form 941
HINT: Before creating the Year-end file install the Payroll Year-end and
Magnetic Media Update.
Use the Payroll Year-End Closing window to create a file of annual wage
information. To open this window, click the HR and Payroll series button and
then click Year-End Closing on the Routines content pane.
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Select how to sort the information on the report. The employee IDs
can be sorted by:
MQGE/Employee ID
MQGE/Employee Name
MQGE/Department/Name
The selection in this list determines the order records appear in when the browse
buttons are used. Employees classified as Medicare Qualified Government
Employees (MQGE) always are listed after all Regular employees.
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Select the calendar Year. Type displays the employment type of the
Employee ID that is selected: Regular or Medicare Qualified
Government Employee (MQGE).
Wages, Tips and Other Comp displays the wages, tips and other
compensation the employee earned.
Medicare Tax Withheld displays the Medicare tax withheld for the
employee.
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Select the Special button to open the Edit W-2 Special Information
window. Enter additional labels and amounts to print in the Special
box of additional W-2 statements.
Select the Other button to open the Edit W-2 Other Information
window. Enter additional labels and amounts to print in the Other
box of additional W-2 statements.
Select the State button to open the Edit W-2 State Tax Information
window. View or edit an employee's W-2 state tax information.
Select the Local button to open the Edit W-2 Local Tax Information
window. View or edit an employee's W-2 local tax information.
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Box
Information
5 and 7
W-2 Criteria
Select a Year to print W-2 statements for. Select the type of W-2 statements to
print:
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Select Regular for employees who are required to pay both FICA
Social Security and FICA Medicare taxes.
MQGE/Employee ID
MQGE/Employee Name
MQGE/Department/Name
MQGE/Employee Social Security Number
1 Wide continuous
2 Wide continuous
1 Wide single-feed
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W-2 Forms Alignment to print a test form to ensure the forms are
aligned. For information about adjusting the alignment of forms,
refer to the Report Writer documentation.
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HINT: Editing the 1099-R information changes only the year-end wage file. It
does not change the employee records. It is necessary to change those fields as
well.
A 1099-R statement shows an employee's distribution from a retirement plan.
The Payroll year must be closed before 1099-R statements can be edited or
printed for a specific year. Only pay codes with a pay type of Pension are
displayed in this window or printed on the 1099-R statement.
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Enter the Capital Gain amount of the distribution eligible for the
capital gain election for employees born before 1936.
State 1 displays the primary state the income tax is withheld from
for the distribution. If taxes are withheld for a second state, enter that
information in the State 2 field. Change the state if necessary.
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Select the Order the forms are to be printed in: Employee ID, Employee Name,
Department/Name or Social Security Number. Enter the Company name and
select the Address ID.
Employer Identification Number displays the company's Employer ID for
wages reported during the year. This number is assigned by the Federal
Government and is the number entered using the Unemployment Tax Setup
window. Change the number, if necessary.
To print 1099-R Statements:
1. Select the Form Type to print. Select Continuous if the forms
printed are on a continuous sheet of paper separated by perforations.
Select Single-Feed if the forms are on individual regular-sized sheets
of paper.
2. Select the form to print:
Select Validation Report to print a report to verify the 1099-R
information.
Select 1099-R Forms Alignment to be sure the forms are
aligned correctly in the printer.
Select 1099-R Forms to print the statements.
Select 1096 Transmittal Form to print a summary of the 1099R statements. The 1096 Transmittal Form summarizes all 1099R statement information.
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Form 8027 is used by large food and beverage establishments to report tips and
receipts to the Federal Government. The Payroll year must be closed before Form
8027 or its associated preparation report can be edited or printed for a specific
year. Follow these steps to use this form:
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Total Charged Tips displays the total charged tips amount entered
on the Charged Tips pay code in transaction entry from all
employees.
Direct Reported Tips displays the total of the tips pay transactions
with a pay type of Direct.
Gross Receipts displays the total amount of all receipts from the
employee summary.
Allocated Tips displays the total of all employees allocated tips for
the year from the Employee Summary window. Allocated tips are
employee receipts divided by company receipts, multiplied by the tip
allocation rate.
Total Reported Tips is the total of all reported tips by Indirectly and
Directly Tipped Employees.
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The Payroll year must be closed before Form 8027 or its associated preparation
report for a specific year can be edited or printed. For more information, refer to
Editing Form 8027 information.
Select a reporting Year. A year-end wage file must exist for the year
to print Form 8027.
Final
Amended
Click Print.
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Desk Accessories
For an easy way to access addresses and phone numbers for other companies and
business contacts create a set of records using the Card Catalog window.
To remember important dates, such as employee review dates and employee
benefit eligibility dates, create entries using the To Do List and Personal To Do
List windows. Use the Notepad window to keep the notes in one place.
Click Save.
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This To Do List is the global To Do that can be used by all companies or for one
specific company.
Dates that can be automatically posted to the To Do List include:
Review dates
Select a Company and a Category to view. Use the Up button to view future
dates and use the Down button to view previous dates, or select the date to open
the Date lookup window. Select the Hide and Show buttons to view additional
information.
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Enter or select a Date and a Time for the entry. Use the drop-down lists on the
Company, Category, Priority and Status fields to enter more information about
the activity.
Category selections are:
All
Applicant
Requisitions
Interviews
Reviews
Benefits
Training
Orientation
Employee
Discipline
Termination
Property
Skill Expiration
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None
Low
Medium
High
Urgent
N/A
Not Started
In Progress
Finished
Canceled
Select the Post early reminder check box if this TO DO item is to show up on
the master To Do List X number of days before the actual To Do Date. Enter the
number of days this action item is to show up before the actual To Do Date in the
Days box.
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Category Selections
Priority Selections
Status Selections
All
None
N/A
Applicant
Low
Not Started
Requisitions
Medium
In Progress
Interviews
High
Finished
Reviews
Urgent
Canceled
Benefits
Training
Orientation
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Category Selections
Priority Selections
Status Selections
Employee
Discipline
Termination
Property
Skill Expiration
Enter the information. Select the print button to print the notepad information.
Click OK to save the information.
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Summary
This chapter discussed the Utilities and Routines available in the Microsoft
Dynamics GP Human Resources and Payroll module.
Some key points to remember from this chapter include:
Payroll tax tables can be updated and federal tax liabilities can be
edited if needed.
W-2s, 1099-Rs and Form 8027 can be edited, viewed and printed.
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2.
3.
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Solutions
Test Your Knowledge
Mass Update Employee Records
1. Which of the following can be done in the Employee Mass Update window?
(Select all that apply.)
() Give a 5 percent pay increase to all employees.
( ) Update tiered deductions or tiered benefits.
() To give pay increases to employees in a specific department, to all
employees with a specific position or to a specific class of employees.
() Update employee information by replacing an amount with a specific
amount.
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12. Create Payroll pay codes using the Pay Codes Setup window.
A-1
13. Create Benefits and Deductions using the Benefit & Deduction
Setup windows.
14. Set up Payroll local taxes using the Payroll Local Tax Setup
window.
17. Set up Payroll posting accounts using the Payroll Posting Accounts
Setup window.
18. Set up Direct Deposit using the Direct Deposit Setup window.
25. Print the various Human Resources and Payroll set up reports and
save them for future reference.
Applicant Checklist
Use the following high-level checklist to assist in completing applicant
information.
A-2
1. Complete Skills and Skill Set Setup in the Skills Setup and Skill Set
Setup windows.
Employee Checklist
Use the following high-level checklist to assist in completing employee
information.
Attendance Checklist
Use the following high-level checklist to assist in completing the attendance
setup.
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A-4
6. Complete the set up of life insurance using the Life Insurance Setup
window.
10. Create deduction codes using the Deduction Setup window. Enter
deduction sequences using the Deduction Sequence Setup window.
9. Make a backup.
10. Print checks using the Print Payroll Checks window. Reprint or
void any checks, if necessary.
11. Select Post in the Post Payroll Checks window to post the checks
and print the posting journals.
A-5
6. Make a backup.
2. Make a backup.
3. Print additional reports (other than those printed from the Periodend Payroll reports window).
6. OPTIONAL: Close the fiscal period for the Payroll series using the
Fiscal Periods Setup window.
2. Make a backup.
A-6
3. Make a backup.
6. Create the Year-end Wage File using the Payroll Year-end Closing
window.
7. Print the Year End Wage Report and verify W-2 and 1099-R
statement information using the Print Year-end Wage report
window. Also, if using tips, print Form 8027 using the Form 8027
window.
8. Edit employee W-2 and 1099-R statement records using the Edit W2 Information and Edit 1099-R Information windows.
9. Print the W-2 Validation report, W-2 and forms using the Print W-2
Forms window.
10. Print the 1099-R Validation Report, 1099-R forms and 1096
Transmittal form.
15. OPTIONAL: Close the fiscal periods for the Payroll series.
A-7
Benefit Summary
REPORTS PAYROLL PERIOD-END
The Benefit Summary report lists the totals for each benefit for a specified
period.
Tables:
uprCrossCompanyEmp SORTING
N/A
MstrTemp3
RANGES
Employee ID
Class ID
Department
Position
OPTIONS
Month/Period
Date From/To
Check Register
REPORTS PAYROLL REPRINT JOURNALS
department, Social Security number, gross pay, deductions and net pay are
shown for each check. The tax withholding and liability amounts for a pay run
are summarized at the end of the report. The Payroll Check Register is printed
automatically after posting a check run. This report is part of the audit trail
code and is kept with the permanent records. The Check Register can be
reprinted at any time as long as Reprint is selected in the Audit Trail Codes
Setup window and the history for the transactions is not removed.
SORTING
N/A
RANGES
N/A
OPTIONS
Audit Trail Code
A-8
The Company Benefits List provides a list of the company benefits set up in
Payroll.
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
This report provides a list of all the local tax codes which are set up using the
Payroll Local Tax Setup window.
Tables:
Payroll Local Tax
Setup
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
RANGES
N/A
OPTIONS
N/A
The Department Wage and Hour Report lists totals by pay type for hours
worked and dollars paid for each department for the date range specified.
Tables:
Payroll Temp Dept
Wage Hour
Payroll Department
Setup
Payroll Pay Code
Setup
Payroll Master
SORTING
N/A
RANGES
Department
Pay Code
OPTIONS
Date From/To
A-9
A-10
The report also provides wage and withholding information. Print the Detailed
Employee List to review all the employee records which are set up in Payroll.
SORTING
Employee ID
Employee Name
Employee Class
Department
RANGES
Employee ID
Employee Name
Employee Class
Department
OPTIONS
Include Inactive Employees
Employee Information
Employee Summary
Pay Codes
Deductions
Benefits
Tax Information
State Tax
Local Tax
The Direct Deposit Detail list is a summary of the accounts that are involved in
Payroll Direct Deposit.
Tables:
Direct Deposit
Employee Account
Master
Direct Deposit
Employee Master
Payroll Master
SORTING
RANGES
OPTIONS
N/A
N/A
N/A
Tables:
Payroll Distribution
History Detail
Account Master
SORTING
RANGES
OPTIONS
Employee ID
Audit Trail Code
Posting Date
Account
Segment ID
N/A
The Earnings Code List report lists the earnings codes and descriptions.
Tables:
Payroll Earnings Setup
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
Earnings Register
REPORTS PAYROLL WAGE AND HOUR EARNINGS SUMMARY
The Earnings Register lists monthly, quarterly and yearly gross-to-net wage
summary information for each employee. This report also lists tips wages and
tips taxes information.
SORTING
N/A
RANGES
Employee ID
OPTIONS
Date From/To
A-11
RANGES
Employee ID
Employee Name
Employee Class
Department
OPTIONS
Include Inactive Employees
This report provides a list of all the employee class codes which are set up
using the Employee Class Setup window.
SORTING
N/A
RANGES
Employee ID
Employee Class
OPTIONS
N/A
This report is sorted by deduction and includes summary amounts for the date
range specified for each employee for each deduction code.
SORTING
Tables:
N/A
Payroll Employee
Deduction List Temp
Payroll Master
Payroll Deduction
Setup
A-12
RANGES
Employee ID
Deduction Code
OPTIONS
Date To/From
Include Inactive Employees
RANGES
Employee ID
Department
OPTIONS
Include Inactive Employees
A-13
The Employee List by Location includes the locations of each employee in the
company.
Tables:
Payroll Master
Record Notes Master
SORTING
N/A
RANGES
Employee ID
Location
OPTIONS
Include Inactive Employees
This report is sorted by pay code and includes pay amounts for the specified
date range for each employee for each pay code.
Tables:
Payroll Employee Pay
Code List Temp
Payroll Pay Code
Setup
Payroll Master
SORTING
N/A
RANGES
Employee ID
Pay Code
OPTIONS
Date To/From
Include Inactive Employees
Tables:
Payroll Master
Payroll Setup
Supervisor
Payroll Position Setup
SORTING
N/A
A-14
RANGES
Employee ID
Supervisor
OPTIONS
Include Inactive Employees
The Employee Pay History Report shows the pay code, pay date, department,
job, hours worked, days worked, weeks worked, pay rate and amount paid to
each employee. Print this report to review the pay history of each employee.
SORTING
By Employee ID/Pay Code
By Employee ID/Pay Date
RANGES
Employee ID
Pay Code
Pay Date
Department
OPTIONS
N/A
The Employees Without Pay Codes List displays the names and ID numbers of
employee who are not assigned to pay codes.
Tables:
Payroll Temp
Employee List
Payroll Master
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
RANGES
Employee ID
OPTIONS
N/A
FUTA Summary
REPORTS PAYROLL PERIOD-END FUTA SUMMARY
The FUTA Summary report is an audit trail report that totals compensation and
taxable wages for a specified period. This report lists the period and taxable
wages for the employee. The report also provides the total FUTA tax due.
Tables:
uprCrossCompanySum
SORTING
mRptsTemp
N/A
Company Master
RANGES
Employee ID
Class ID
Department
Position
OPTIONS
Month/Period
Date From/To
A-15
RANGES
Varies by Report selection
OPTIONS
N/A
The Overtime Rate Adjustment report is an overtime rate manager report that
lists the details for the selected calculation method.
Tables:
Overtime Adjustment
Setup
Overtime Adjustment
Setup Detail
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
RANGES
Employee ID
Check Number
Audit Trail Code
Date
OPTIONS
N/A
Payroll Summary
REPORTS PAYROLL PERIOD-END PAYROLL SUMMARY
The Payroll Summary report lists the amounts for gross wages, advanced
earned income credit payments, federal taxes withheld, FICA wages, FICA
taxes withheld and net wages for a specified period.
Tables:
uprCrossCompanyEmp
SORTING
MstrTemp3
N/A
A-16
RANGES
Employee ID
Class ID
Department
Position
OPTIONS
Month/Period
Date From/To
RANGES
Employee ID
Department
Check Number
Audit Trail Code
Date
OPTIONS
N/A
The Payroll Vendor Setup report is part of the Payroll Integration to Payables
feature. This report lists the vendor setup records that affect Payroll
transactions.
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
Personnel List
REPORTS PAYROLL EMPLOYEE LISTS PERSONNEL LIST
RANGES
Employee ID
Employee Name
Employee Class
Department
OPTIONS
N/A
A-17
The Position Summary report lists the wages and hours for each position code
in a specified period.
Tables:
uprCrossCompanyEmp SORTING
Employee ID
MstrTemp3
Check Number
RANGES
Employee ID
Check Number
Audit Control Code
Date
OPTIONS
Month/Period
Date From/To
The Posting Accounts Report contains information about the default posting
accounts set up for the current company. Default posting accounts are defined
for each type of account used during posting in each series. The default
accounts are used only if an account is not assigned to the customer, vendor,
item or employee affected by the transaction.
SORTING
N/A
RANGES
Series
OPTIONS
N/A
The Quarterly 941 Preparation Report to prepare Form 941 for quarterly federal
tax returns. This report lists the amount of FICA wages, total quarterly
compensation, federal tax withheld and FICA taxes due. Use this report to
verify the accuracy of data before printing the actual Form 941. This is an audit
Tables:
uprCrossCompanySum trail report and is kept for the records.
mRptsTemp
Company Master
A-18
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
The State Wage Report lists the monthly, quarterly and yearly taxable wages
and tax withholding for each employee by state code.
SORTING
N/A
RANGES
Employee ID
State Code
OPTIONS
N/A
The Supervisor Codes List displays a list of all the supervisor codes set up in
Payroll, along with their descriptions.
Tables:
Payroll Setup
Supervisor
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
This report provides a list of all the unemployment rates which are set up using
the Unemployment Tax Setup window.
Tables:
Payroll Unemployment SORTING
N/A
Setup
Record Notes Master
Payroll Unemployment
TSA
RANGES
FUTA/SUTA Code
OPTIONS
N/A
RANGES
N/A
OPTIONS
Audit Trail Code
A-19
The Vacation/Sick Time Available List displays the amount of vacation and
sick time available for employees who are eligible to receive vacation benefits
and sick time.
SORTING
By Employee ID
By Employee Name
By Employee Class
By Department
RANGES
Employee ID
Employee Name
Employee Class
Department
OPTIONS
Include Inactive Employees
This report provides a list of all the workers compensation codes which are set
up using the Workers Compensation Setup window.
Tables:
Payroll Workers Comp
Setup
Record Notes Master
SORTING
N/A
A-20
RANGES
State Code
OPTIONS
N/A
No
A-21
A-22
No
No
A-23
No
A-24
Yes
16.
No
31.
No
2.
No
17.
No
32.
Yes
3.
No
18.
Yes
33.
Yes
4.
No
19.
No
34.
No
5.
Yes
20.
Yes
35.
Yes
6.
Yes
21.
No
36.
Yes
7.
No
22.
No
37.
Yes
8.
Yes
23.
Yes
38.
No
9.
Yes
24.
No
39.
Yes
10.
No
25.
No
40.
Yes
11.
Yes
26.
Yes
41.
Yes
12.
Yes
27.
Yes
42.
Yes
13.
Yes
28.
No
43.
Yes
14.
Yes
29.
No
44.
Yes
15.
Yes
30.
Yes
45.
Yes
A-25
A-26
Index
INDEX
1099-R statement ........................................14-48
Absence entry transactions............................7-27
Accrual periods ................................................7-5
Accrual schedules............................................7-8
ADA physical requirements............................1-35
Adjusted hire date..........................................1-12
Applicant's educational background ..............5-13
Applicant's references....................................5-15
Automatic overtime ........................................1-20
Building Payroll checks ..................................9-24
Calculate Payroll checks................................9-29
Check forms.................................................13-24
COBRA coverage ..........................................8-32
Computer check transactions ........................9-11
Cross-company reports................................13-18
Custom reports ............................................13-21
Deduction sequences ....................................8-21
Deduction tiers...............................................3-31
Departments ..................................................1-31
Divisions.........................................................1-30
Edit federal tax liabilities ..............................14-27
edit financial fields..........................................1-24
EIC payments ................................................6-38
Employee direct deposit.................................6-45
Exit interview..................................................12-7
Flat tax percentages ........................................2-7
FMLA ...............................................................3-4
FMLA leave....................................................8-26
Form 8027 preparation report......................14-52
Link pay codes...............................................6-32
Local taxes.....................................................2-43
Lookup filters..................................................1-15
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