M9-PR-1051 Employee-Department Allocation

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Contents

Synopsis

This Custom Solution to the standard MAS 90 MAS 200 Payroll module adds the ability to allocate an employee’s earnings over different departments. The allocation may be by employee, department or both. When calculating taxes, the employee’s posted department will be scanned for allocations to other departments then allocated as required. Allocations by employee occur before allocations by department. A new Payroll Distribution Report has been added to the Payroll Reports menu.

Additional functionality exists if Custom Solution PR-1019, Location Processing is also enabled and the PR-1019 option to ‘Process Location by Line’ is checked.


Installation

Before installing any Custom Solution, please verify that the version level referenced on your installation file is the same version level as your Sage 100 (MAS 90 MAS 200) installation. (For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage 100 (MAS 90 MAS 200) platform.

Custom Solutions Control Center

Installing any Custom Solution will add an Custom Solutions Control Center to the Sage 100 (MAS 90 MAS 200) Library Master Utilities menu. When you open the Control Center, the following options will be available:

  • Merge Installation Files
  • Custom Solutions Setup options

Custom Office

If you customize your Sage 100 (MAS 90 MAS 200), then you must run the Update Utility every time you install this Custom Solution.

Setup

Upon completion of software installation, you will need to access Custom Solutions Setup from the Payroll Setup menu. Select this part number, and the Setup screen for this Custom Solution will appear (Figure 1). Check the ‘Enable Custom Solution’ box to activate this Custom Solution.

PR-1051 Setup Options


Answer the following prompts:

REGULAR EARNINGS CODE: Enter the Regular Earnings Code you wish to use in the Payroll Distribution Report.
OVERTIME EARNINGS CODE: Enter the Overtime Earnings Code you wish to use in the Payroll Distribution Report.
DEDUCTION CODE FOR 125 PLAN: Enter the Deduction Code for 125 Plan you wish to use in the Payroll Distribution Report.
DEDUCTION CODE FOR ADDL COLUMN: Enter an additional Deduction Code you wish to print on the Payroll Distribution Report.
ADDL COLUMN TITLE OF PAYROLL DISTRIBUTION REPORT: If you have defined the Deduction Code for the additional column, then you will need to define up to 10 characters for the title of the column on the report.

Role Maintenance
The following Task has been added to Payroll, Report Menu

    • Payroll Distribution Report Setup


Payroll Distribution Report Setup will be added to the Report Menu as a Setup Option task. Please review your security setup in Role Maintenance and make appropriate changes.

You should visit this Setup screen after each upgrade or reinstallation of this Custom Solution.

Operation

Employee Allocation Maintenance

Click the ‘Allocate’ button (Figure 2) on the Payroll Maintenance – Employee Maintenance screen to access the Employee Allocation Table (Figure 3).

PR Employee Maintenance
Figure 2


PR-1051 Employee Maintenance


You may allocate departments by clicking the list button and selecting one of the listed departments, or you may enter the department number. You will then be prompted to enter the percentage of allocation you want to use for that department. You will not be allowed to leave this screen if the employee’s total allocations do not equal 100%.

No allocation will occur if the department entered in Payroll data entry does not match the Employee Home Department.


Employee Listing Report

Employee allocations are printed (following earnings data) as part of the Employee Listing Report (Figure 4).

Employee Listing


PR-1019
If you have Custom Solution PR-1019, Location Processing installed, you will be prompted for a Location Code with each entry (Figure 5).

Employee Allocation Maintenance


You can setup multiple Department / Location combinations for an employee. Both the Department and the Location must both be defined for an entry to be valid.

The Employee Listing will reflect the Location in the allocations section (Figure 6).

Employee Listing Locations
Figure 6


Department Allocation Maintenance

This option is available only if PR-1019, Location Processing is not enabled.

The Department Allocation Table is accessed from the Department Maintenance screen. After selecting the department, you may access the Department Allocation Table by clicking the ‘More’ button (Figure 7).

R Department Maintenance


Department Allocation Maintenance


Just as in Employee Allocation, you can click the list button or enter the department number to bring up the department you want to maintain (Figure 8). You may then change the department percentage. Remember that you cannot exit this screen unless the total allocations equal 100%.


Department Listing

A listing of department allocations can be printed by using the Print option from the department maintenance screen (Figure 9).

Department Allocations


Payroll Data Entry
Payroll data entry and auto-pay operations are performed normally.

Payroll Data Entry Audit Report
The Payroll Data Entry Audit Report must be printed in Detail to reflect the employee department allocations.


Allocation

Allocation follows the same logic for every employee, whether she has only an Employee Allocation, only a Department Allocation, or if she has both. The logic used is as follows:


1) By answering ‘YES’ to Calculate Taxes, the allocation process will begin. All allocations will be completed before tax calculation takes place.


2) The employee is checked for allocations. If there are any Employee Allocations, they are made. This process continues until all Employee Allocations are finished.


3) After all employee allocations are made, the department allocations are made. This process continues until all Department Allocations are finished.


4) Note that for both Employee and Department allocations, there may be multiple allocation processing cycles depending on the number of allocations and the number of Payroll data entry line items. Each cycle may cause rounding discrepancies. The discrepancy is allotted to the last line created by each allocation cycle. Since this Custom Solution corrects for rounding discrepancies by allocation cycle and not on a line-by-line basis, the Payroll Data Entry Audit report may, for some lines, print the standard MAS 90 MAS 200 message that the ‘Rate Times Hours Does Not Equal Amount.’


5) Allocations have now been completed and standard Payroll tax calculation begins.


An allocation can only occur once for an employee, changing Employee or Department allocations will not change the records for allocations already completed.



Allocations with PR-1019

When Custom Solution PR-1019, Location Processing is also installed, the allocation of a check entry in PR Tax Calculation will be processed as follows: All existing earnings line which references both the employee’s Home Department and Home Location will explode according to that employee’s allocation schedule. Existing earnings lines which do not match for both Home Department and Home Location will remain untouched.


Period End Processing

Allocations from both files will be deleted whenever an Employee’s files are deleted during Period End Processing.


Payroll Distribution Report

This report may be generated while Payroll Data Entry is in progress. Once the Check Register has been updated, the report’s data will no longer be available.

The report may be selected by a range of Employee Numbers, and may be sorted either by Department Worked/Employee Number or by Employee Number/Department Worked (Figure 10). The Pay Period Ending Date will be printed in the report header.

Payroll Distribution Report


When sorted by Department/Employee, the report will print one line per employee in the data entry file with earnings in the department. When sorted by Employee/Department, the report will print one line per Department Worked for each employee with a check in the data entry file.

The report will include the following data elements:

Data Elements

Footnotes:
(1)Percent Applied refers only to the Employee Department allocation file (PR_ED). Lines which reference the Department allocations (PR_CD) will print ‘zero’ for a percentage.
(2)Since deduction lines do not reference a department, this information is calculated based on the percentage value held in PR-1051 files.
(3)If you defined an Additional Deduction Code in Setup, it will be inserted between the ‘125 Plan’ and ‘Other Deduct’ columns. ‘Other Deduct’ will be modified to exclude the values used for this second deduction.

Figure 11 is an example of the report with no Additional Deduction specified. Figure 12 shows the additional deduction column.

No Additional Deduction


Additional Deduction


Specific Purpose Rule applies to this report. The described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS200 standards and procedures.

Visual Integrator

The files listed below have been added or changed in the Data Dictionary by this Custom Solution for Visual Integrator purposes.

Visual Integrator Files

The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Software Custom Solutions installed.


ODBC Dictionary

The files listed below have been added or changed in the ODBC Dictionaries by this Custom Solution for Crystal Reports purposes.

ODBC Files

Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Custom Solutions installed.


What’s New

With the 09-02-08 release:

    • Added integration with PR-1019, Location Processing


Upgrades and Compatibility

The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Custom Solution was prepared. This Custom Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Custom Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.


Documentation

Only changes made by Blytheco, LLC to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.


Acknowledgments

Copyright © 2010 Blytheco, LLC. MAS 90 and MAS 200 are registered trademarks of Sage Software, Inc.


Revision Note: 4.3

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