Working with the Payroll Cycle

This chapter provides overviews of the payroll cycle and recalculation of employee taxes, lists a common field used in this chapter, and discusses how to:

• Process pre-payroll.

• Review payroll cycle information online.

• Correct errors in pre-payroll processing.

• Process payments.

• Reset payroll cycle steps.

• Work with pro forma journal entries.

• Review payroll cycle reports.

• Process the final update.

• Process multiple versions of pay cycle steps.

Understanding the Payroll Cycle

The payroll cycle is a process that you complete each time that you pay employees. The payroll cycle consists of these basic steps:

• Process pre-payroll.

• Print payments.

• Process pro forma journal entries.

• Print payroll cycle reports.

• Process a final update.

Before each payroll cycle, you enter and update information that the system uses during the payroll cycle. This information includes pay frequency and employee information, such as the employee's tax ID number, pay rate, tax information, and timecards.

This diagram shows the flow of events (the payroll cycle) that you use to process payroll for employees. The top line shows the flow of the tasks that you perform before and after a payroll cycle. The circle represents a payroll cycle:

Payroll cycle

When you process a payroll cycle, you must process pre-payroll first and process final update last. The payments, journal entries, and reports steps can be completed any time after pre-payroll and before final update. During the payroll cycle, you can also verify payroll cycle information and correct it if necessary.

Processing pre-payroll is the first step in the payroll cycle. You must successfully complete this step before you can perform any of the other steps. You process pre-payroll to create the workfiles that the system needs to produce payments and reports. After you process pre-payroll, you can review payroll cycle information and make any necessary corrections before you print the payments. Employees can receive cash, automatic-deposit advice slips, and paychecks.

After you process pre-payroll and print payments, you create the workfile for pro forma journal entries so that you can prepare the journal entries for posting to the general ledger.

During each step of the payroll cycle, you can print reports to verify that the information is correct. You can set up reports to automatically print during a specific step of the payroll cycle. For example, you can set up the Payroll Register report to print during pre-payroll processing. When you need to print a report that is not set up to print automatically, you can print it during the reports-only step of the payroll cycle.

The final update is the last step in the payroll cycle. You use the final update to update transaction, payment history, and tax information for employees, and to create actual journal entries from the pro forma journal entries. After you process the final update, you cannot change information that is related to that payroll cycle. The system enables you to automatically post journal entries during the final update.

When you encounter errors prior to the final update, you can correct them and rerun the necessary steps. In some cases, you might need to reset a step before you can rerun it. Resetting is a process that you complete to restore the data to its previous state before you ran the step.

You can also process multiple versions of selected pay cycle steps within a single payroll process. Processing multiple versions can dramatically improve the performance of the system during pay cycle processing. Multiple version processing enables you to run multiple versions of certain pay cycle programs simultaneously. The system consolidates the information from each of the versions that you run to create a single output.

For example, if you run 10 versions of the Pre-Payroll Driver UBE program (R07200) to improve the performance of pre-payroll processing, and you choose to print the Payroll Register during the pre-payroll step of the payroll cycle, the system creates one Payroll Register after all of the versions of the Pre-Payroll Driver UBE are run.

Payroll Workbench

The payroll workbench is the central location for accessing all of the forms that are related to payroll cycle processing. For example, you access the payroll workbench to perform these procedures:

• Review payroll cycle information.

• Set up payroll instructions.

• Correct errors in a payroll cycle.

• Reset payroll cycle steps.

The payroll workbench displays information about each payroll ID that you have set up. This workbench simplifies the process of reviewing the status of a payroll cycle and its associated information.

Locked Records

To manage payroll processing and prevent anyone from changing current payroll information for the employees records that are included in a cycle, the pre-payroll program initiates a payroll lockout condition for all employee records that are included in the pre-payroll. If you locate an employee record that is included in a payroll cycle, the system displays a warning message. On some forms, the system displays a locked record in a contrasting color. On other forms, the status box in the upper right corner appears in a contrasting color.

When the system initiates a lockout, the lockout remains in effect until the final update is complete. During lockout, only authorized users can update any of the employee records that are included in the pre-payroll.

If an employee's record is locked by one payroll ID, you cannot include that employee in another payroll ID until the lock is removed. To remove the lock, you must either complete the final update or reset the payroll cycle.

See Also

Resetting Payroll Cycle Steps

Understanding Recalculation of Employee Taxes

In a pay period, some employees might not earn enough to pay for all of their deductions. When you set up a deduction, you can specify that it be either reduced or placed in arrears when an employee does not have enough wages to pay for the deduction. Reducing or placing pretax (tax-deferred or tax-exempt) deductions in arrears changes the employee's taxable gross wages. When this condition occurs during regular pre-payroll processing, the system automatically reduces the pretax deduction to zero and recalculates the employee's taxes using the new taxable gross wages. Automatic recalculation does not function for interim payment processing.

Pre-Payroll Calculations

During pre-payroll processing, the system performs these steps to recalculate the employee's taxes:

1. Places a pretax deduction entirely in arrears or fully reduces it (depending on the arrearage rule) if it cannot be fully deducted.

   The system does not partially place in arrears or reduce a pretax deduction to avoid negative pay. Two examples are:

   • A pretax deduction has an arrearage rule Q (place the full or partial amount in arrears as needed and do not apply the limits when collecting).

     If the system cannot take the full amount of the pretax deduction, it uses rule G instead, which places the entire amount in arrears.

   • A pretax deduction has an arrearage rule P (partially or fully reduce the deduction as needed, but do not collect the amount in the future).

     If the system cannot take the full amount of the pretax deduction, it uses rule F instead, taking none of the deduction. In this case, the system does not place the amount in arrears, nor does it hold the amount over to be collected in the future.

2. Marks the deduction as a one-time override with a zero amount.

   This prevents the deduction from being calculated for this pay period only.

3. Updates the Pre-Payroll Error File table (F07355).

   This table lists each employee whose taxes were recalculated and shows which deductions were placed in arrears and which deductions were reduced or omitted.

Reductions to Mandatory Deductions

When the system automatically recalculates an employee's taxes, the recalculation typically results in higher taxes. To avoid a negative payment, the system might place one or more mandatory deductions in arrears, according to the normal processing priorities that you have set up for deductions, benefits, and accruals (DBAs). When a tax-exempt deduction is adjusted or placed in arrears, every deduction with a lower priority has already been adjusted or placed in arrears.

Example: Wages Are Lower Than Total Pretax Deductions

Assume that an employee has standard pretax deductions of 100.00 USD and 50.00 USD, but earnings for this pay period are only 95.00 USD. When the system initially calculates the employee's pay, it applies the 50.00 USD pretax deduction, but omits the 100.00 USD pretax deduction because wages do not cover the second deduction in its entirety. Because of the arrearage rule for the 100.00 USD deduction, the system does not place the amount in arrears. That is, the system will not try to deduct this amount in future pay periods.

When the system subtracted pretax deductions from the gross wages, no taxable gross remained and no taxes were calculated. However, the 100.00 USD deduction was not taken. Therefore, taxes must be recalculated on 45.00 USD (gross wages minus only the pretax deduction that is being taken).

On the Payroll Register, the record for the employee might be:

See Also

Correcting Errors in Pre-Payroll Processing

Common Field Used in This Chapter

Processing Pre-Payroll

This section provides an overview of pre-payroll, lists prerequisites, and discusses how to process pre-payroll.

Understanding Pre-Payroll

Processing pre-payroll is the first step in the payroll cycle. You must successfully complete this step before you can perform any of the other steps.

This diagram illustrates the location of the pre-payroll step in the payroll cycle:

Payroll cycle: pre-payroll

You process pre-payroll to:

• Define the employees to include in a payroll cycle.

• Generate timecards for employees who are set up for autopay.

  Autopay employees are those for whom you do not need to enter timecards for regular pay.

• Process timecards that are entered for the pay period.

• Calculate gross-to-net pay for employees.

• Create the workfiles that the system needs to produce payments and reports.

• Print reports that list pay types, deductions, benefits, and accruals (PDBAs); taxes withheld; and any unique overrides that are used in the calculations.

• Process interim payments.

Pre-payroll processing updates the Pay Cycle Parameters File table (F07210).

You should create one payroll ID for each selected group of employees, such as salaried employees, hourly employees, and so on. You might also want to create additional payroll IDs for processing special groups of employees, such as only those receiving interim payments or a special bonus payroll. The payroll ID identifies the program version that you use to select employees and process them through the payroll cycle. You use this payroll ID when you run all subsequent steps in the payroll cycle.

After you create a payroll ID, you can select that ID again in subsequent pay periods to process a payroll cycle for that group of employees. You do not need to create a new payroll ID each time that you process a payroll cycle.

When you select an existing payroll ID to process pre-payroll, be aware that a program version is already assigned to the ID. You can assign a different program version if necessary. You can also change the parameters for an existing payroll ID. For example, you might change the beginning date of the payroll cycle so that you can include in the payroll cycle any late timecards that should have been processed in the previous payroll cycle.

Prerequisites

Before you complete the tasks in this section:

• Enter new and updated employee information such as new-hire information and pay rate increases.

• Enter timecards for employees whose timecards are not automatically generated.

  See Entering Timecards for Employees.

• Enter exception timecards and one-time DBA overrides for employees, as necessary.

  See Entering Timecards for Employees.

• Verify any interim payments that you want to include in this payroll cycle.

  See Working with Interim Payments.

• Print the Employee Roster to review job and pay rate information for current employees.

  See R064011 - Employee Roster.

• Set up pay cycle control parameters, payroll cycle reports, and payment types.

  You typically perform these setup tasks only once and reuse them for each payroll cycle.

  See Setting Up Payroll Cycle Information.

• Create a payroll ID.

  See Creating a Payroll ID.

• Create one or more program versions for pre-payroll processing.

  You typically create a version only once and reuse it for each payroll cycle.

  See Processing Multiple Versions of Pay Cycle Steps.

  See JD Edwards EnterpriseOne Tools 8.98: Development Tools: Batch Versions Guide

See Also

Payroll Periodic Reports

Understanding Pre-Payroll Workfiles and Business Functions

Correcting Errors in Pre-Payroll Processing

Form Used to Process Pre-Payroll

Processing Pre-Payroll

Access the Work With Pay Cycle Workbench form.

To process pre-payroll:

1. Select a record in the detail area to run pre-payroll without changing any of the pre-payroll parameters. Then select Pre-Payroll from the Row menu, and then select Pre-Payroll from the Submit menu. Otherwise, go to step 3.

2. Click Select if you need to change any of the pre-payroll parameters.

3. Make any necessary revisions on the Pre-Payroll Processing form.

4. Select the Submit Pre-Payroll option, and then click OK.

   Typically, one or more reports have been previously set up to automatically print during pre-payroll processing. Before you print payments, you should review these reports to verify the accuracy of the payroll information.

   If the system encounters any errors when you process pre-payroll, it displays a message to notify you that the process finished with errors.

Reviewing Payroll Cycle Information Online

This section provides overviews of online payroll cycle information and payroll messages and discusses how to:

• Review the status of a payroll cycle.

• Review general payment information.

• Review payment distributions.

• Review tax information for payments.

• Review paystub information.

• Purge payroll messages.

Understanding Online Payroll Cycle Information

After you process pre-payroll, you typically need to verify information about tax, earnings, and deductions so that you can correct any errors before you print payments. To easily verify payroll cycle information, you can review detail information online.

After you review payment information, you might need to make corrections or perform a reset.

Status

After you process pre-payroll, and before you complete the final update, you can review information that helps you determine the status of each step in the payroll cycle. For example, you can review the status of the pre-payroll step to determine whether it finished normally. However, the status does not indicate whether any errors occurred during the steps of the payroll cycle.

When you review the status of a payroll cycle, you can also review:

• The ID of the user who processed the payroll cycle steps.

• The dates that are associated with the payroll cycle.

• The program version that is associated with the payroll cycle.

• The number of employee records that are included in the payroll cycle.

• The total net pay, gross pay, and hours for the payroll cycle.

General Payment Information

After you process pre-payroll, you can review detailed information about payments for individual employees to ensure that the information is correct. You can verify whether the system correctly calculated an employee's gross-to-net pay and determine whether an employee was inadvertently omitted from the payroll cycle.

When you review general payment information, you can access additional forms to review from the Row menu. For example, you can access the employee entry forms and forms for interim payments. You can also access a form for resetting an individual employee record.

Payment Distributions

After you process pre-payroll, you can review the payment distributions for one or more employees to ensure that they are correct. Payment distributions show which portion of an employee's total payment is paid in the form of an automatic deposit and which portion is paid in the form of a check. If this payroll cycle is the first during which a certain employee is to receive an automatic deposit payment, you might want to review the payment distribution for that employee to ensure that the system correctly processed the automatic deposit.

You can review payment distribution information for all types of payments, or you can limit the review to automatic deposits only or checks only.

Tax Information for Payments

After you process pre-payroll, you can review detailed information about individual employees' taxes. You can also verify the total tax for the employee. You can review all taxes that were calculated for the employee, or you can limit the review to taxes that were paid by only the employee or taxes that were paid by only the company.

Paystub Information

After you process pre-payroll, you can review detailed information about individual employees' pay, taxes, deductions, available vacation time, and available sick leave time. You can verify that an employee's net pay and timecard information is correct. This information appears on the employee's payment detail form.

To easily determine whether the employee's paystub information is correct, you can use options on the Row menu to review tax information, the employee's timecard information, and any existing one-time overrides of DBAs.

See Also

Understanding Correcting Errors in Pre-Payroll Processing

Resetting Payroll Cycle Steps

Resetting Individual Employee Records

Understanding Payroll Messages

When you process pre-payroll, the system generates messages to warn you of certain conditions. When errors occur during pre-payroll, the system displays messages in the Employee Work Center to notify you that the errors occurred. You should review these messages in the Employee Work Center before you continue processing the payroll cycle.

The system generates these general categories of payroll error messages:

For conditions that affect only one employee's record, you can use the Payroll Message Center to review more detailed information about the affected employee.

Payroll error messages are stored in the Pre-Payroll Error File table (F07355). Periodically, you can purge the records in this table by using the purge function of the Pre-Payroll Message Center program (P07355). You can specify which records to purge by a payroll ID, a range of dates, or both.

DBA Control Table Errors

These DBA Control Table errors cause pre-payroll processing to terminate prematurely:

Quantum Errors

These Quantum errors cause pre-payroll to terminate prematurely:

Employee Errors

These situations do not prevent pre-payroll from processing. However, you should investigate their causes and make any necessary corrections:

Forms Used to Review Payroll Cycle Information Online

Reviewing the Status of a Payroll Cycle

Access the Work With Pay Cycle Workbench form.

See Also

Reviewing Payroll Cycle Information Online

Reviewing General Payment Information

Access the Work With Employee Payment Review form.

Reviewing Payment Distributions

Access the Work With Payment Distribution Review form.

Reviewing Tax Information for Payments

Access the Work With Tax Detail form.

Reviewing Paystub Information

Access the Work With Paystub Detail form.

Purging Payroll Messages

Access the Purge Payroll Messages form.

To purge payroll messages:

1. Complete the Payroll ID field to select records by payroll ID.

   To select records by payroll ID only, complete this field and proceed to step 3. To select records by date range only, leave this field blank and proceed to step 2. To select records by payroll ID and date range, complete this field and then proceed to step 2.

2. Complete these fields in the Dates section of the form to select records by date range:

   • From

   • Thru

3. Click OK.

4. In the Purge Error Records window, review the message to verify that you are purging the correct records, and then click OK.

   The system runs the Purge F07355 Records program (R07355).

See Also

Correcting Missing Timecard Information

Resetting Individual Employee Records

Correcting Gross-to-Net Errors

Correcting DBA Instructions

Understanding Correcting Errors in Pre-Payroll Processing

Correcting Errors in Pre-Payroll Processing

This section provides an overview of correcting errors in pre-payroll processing, lists prerequisites, and discusses how to:

• Correct selection criteria.

• Correct missing timecard information.

• Correct DBA setup.

• Correct pre-payroll processing parameters.

• Correct DBA setup for group plans.

• Correct DBA instructions.

• Correct calculation tables.

• Review one-time overrides.

• Verify interim payments.

• Correct gross-to-net errors.

• Process changes-only pre-payroll.

Understanding Correcting Errors in Pre-Payroll Processing

After you review pre-payroll information online and in reports, you might discover errors that prevent the system from correctly processing payroll information. For example, you might have inadvertently omitted an employee's record from the data selection for the pre-payroll version. You must correct these errors and rerun pre-payroll for the affected employees before you print payments. To reduce computer-processing time, you can often process pre-payroll for only those employee records that you corrected. This type of pre-payroll processing is called a changes-only pre-payroll.

Correcting Employee Records That Were Omitted from Pre-Payroll

Occasionally, an employee who should be paid for the current pay period is omitted from pre-payroll processing. For example, an employee might be omitted from pre-payroll processing for any of these reasons:

• The selection criteria for the pre-payroll version did not include the employee.

• The date that was entered as the employee's pay start date or pay stop date is incorrect.

• No timecard has been entered for the employee.

• The user who submitted pre-payroll does not have security to access the employee's record.

After you complete pre-payroll processing, the record for the employee should be locked in pre-payroll. If the record for the employee is not locked in pre-payroll, the employee was not included in the pre-payroll processing. To include the employee in future pre-payroll processing for this payroll ID, you must correct the error. To ensure that the employee receives a payment for this payroll cycle, complete one of these procedures:

• Reset the payroll ID, and then process pre-payroll again.

• Issue an interim check for the employee.

  If you issue an interim check, you should change the pre-payroll selection criteria after you complete payroll cycle processing.

Selection Criteria

When you create a program version for a payroll ID, the selection criteria for that version must include all of the employee records that you want to process for that payroll ID. You enter the selection criteria in the data selection for the version. When an employee record is omitted from a payroll cycle, verify that the data selection is correct and revise it if necessary.

Correcting Employee Information

When an employee record is unintentionally omitted from a payroll cycle, review the data selection for the pre-payroll version, or versions that are associated with that payroll ID, and compare it to the employee's information. Verify that the employee's information is within the parameters of the data selection. You should also verify the employee's dates of employment and the payroll dates.

For example, when an employee's pay start date is after the pay period ending date or the pay stop date is before the pay period beginning date, the system does not include that employee in the payroll cycle. If the pay period dates are April 26 through May 9 and an employee's pay start date is May 12, the system does not include that employee in that payroll cycle. When appropriate, you should correct the employee's information so that the employee will be included in the data selection. Typical information that you might need to correct includes:

• Pay start and stop dates.

• Tax area codes.

• Pay status.

If the employee's information is correct, you might need to revise the payroll data selection to include the employee in the payroll cycle.

Correcting Missing Timecard Information

When an employee record is omitted from a payroll cycle, verify that the employee has an accurate time entry record for the pay period. If the employee is paid hourly, verify that you performed one of these actions:

• Entered a timecard for the employee.

• Entered standard hours for the employee.

  When you enter standard hours, the system automatically generates timecards for the employee.

You can revise the employee's timecard information or, if necessary, enter a new timecard. Alternatively, you can enter standard hours for the employee.

DBA Calculations

Periodically, the system does not calculate one or more DBAs that should be calculated during pre-payroll. This might happen even if the system properly calculated the DBAs during the previous payroll cycle. This condition might affect payments for all employees, some employees, or just one employee.

You can use the D/B/A Transaction Audit Report (R073053) or the D/B/A Register report (R073062), which you can print at any time during the payroll cycle, to determine the number of employees for whom the system did not calculate DBAs.

If the system does not calculate a DBA for one or more employees, you should review the setup information for the DBA and make any necessary corrections. For example, if the system did not calculate the DBA for any of the employee records, you might need to correct the effective dates for the DBA. If the system calculated a DBA (such as a retirement plan deduction) for all but one of the employees, determine whether the affected employee has reached the limit for the DBA.

If the system calculated a DBA for some employees, but did not calculate it for any of the employees in a specific group plan, you might need to correct the effective dates or withholding period that you set up for the group plan.

If you are not using group DBA plans, or if the employees for whom the system did not calculate the DBA are in different group plans, verify that the employees earned enough to cover their deductions and that the employees' DBA instructions are accurate.

Sometimes, a valid condition exists that prevents the system from calculating a DBA for an employee. For example, you might have entered a one-time override for the DBA when you entered the employee's timecard.

If a DBA is not being calculated correctly for one or more employees in the payroll:

• Verify that the Pre-Payroll DBA Calculation Control Table (F07901) contains data.

  If this table is empty, contact JD Edwards Technical Support for assistance.

• Verify that user-defined code (UDC) table 07/VN exists and that it contains data.

• Confirm that the Period Number field on the Pre-Payroll Processing form contains a value.

• Verify that the value in the Period Number field on the Pre-Payroll Processing form coincides with the value in the appropriate Pay Period of the Month field on the Basic DBA Information form.

  For example, if the Period Number field contains a 1, verify that the Pay Period of the Month (1) field contains a value of * or Y.

• Verify that the from and through dates for pre-payroll are not within the DBA start and stop dates.

• Review the Override Flag in the employee's DBA instructions or in the group plan setup.

  The DBA might not be set up to calculate for an employee or group of employees.

• Verify that the system calculated the based-on DBA if the DBA that you are reviewing is based on another DBA.

• Verify that one or more of the pay types that were used to pay the employee's earnings for the period are included in the DBA's basis of calculation.

• Verify that the Home Company field on the Advanced DBA Information form is blank.

  If it contains a value, verify that the value is the same as the employee's home company.

Correcting Information When DBAs Were Not Calculated for Any Employees

If the system does not calculate a DBA for any of the employees in the payroll cycle, you should first review the setup of the DBA and make any necessary corrections. Review the basis of calculation for the DBA and verify whether these conditions are met:

• The based-on PDBAs were calculated.

• The based-on PDBAs are not zero.

• The DBA is not based on another DBA that is assigned at a different level (for example, employee, group, or DBA).

Additionally, you should verify that the DBA is set up to be calculated during the current period. After you have determined that the setup for the DBA is correct, you might need to correct the processing parameters that you entered during pre-payroll. For example, you might need to change the period number of the payroll cycle.

Correcting DBA Setup for Group Plans

You need to verify the group plan setup only if you have assigned employees to group plans. If you are using the JD Edwards EnterpriseOne Benefits system to enroll employees in benefit plans, you probably are not using group plans. In that case, verify that the employees are enrolled in the proper benefit plans.

If the system calculated a DBA for some employees but not for any of the employees in a specific group plan, complete one of these actions to correct the plan setup:

• If you are using the JD Edwards EnterpriseOne Benefits system to enroll employees in benefit plans, verify that the employees are enrolled in the appropriate plans.

• If you are using the JD Edwards EnterpriseOne Payroll system to assign DBAs to employees, review the setup for the group plan and make any necessary corrections.

  For example, you might need to correct the effective dates or the withholding period that you set up for the group plan.

Correcting Information When DBAs Were Not Calculated for One Employee

If the system does not calculate a DBA for one employee only, you should verify whether the employee earned enough to cover all deductions. If the employee earned enough to cover all deductions, and the employee belongs to a group DBA plan, review the employee's DBA instructions to ensure that you did not inadvertently omit the employee from the group plan. Then verify that the effective dates for the employee's DBA instructions are within the date parameters of the payroll cycle.

In some cases, the DBA might be assigned to an employee who has not reached the minimum requirements to participate in the DBA. For example, a vacation accrual might be set up so that vacation time does not start accruing until an employee has worked for the organization for three months. To verify the requirements for a DBA, review the calculation tables that are associated with the DBA.

Sometimes, a valid condition exists that prevents the system from calculating the DBA. For example, you might have entered a one-time override of a DBA when you entered the employee's timecards. A one-time override prevents the system from calculating the DBA during pre-payroll. You should also verify whether the employee received an interim payment. If the DBA is set up to be calculated once per pay period, and the system calculated the DBA during interim payment processing, the system does not calculate the DBA during regular payroll cycle processing.

To correct information when the system does not calculate a DBA for only one employee, you might need to correct the employee's DBA instructions, determine whether a one-time override exists, or verify interim payments.

You also correct information when the system does not calculate the DBA for more than one employee, and the employees are in different group plans. You must correct information for each employee for whom the system does not calculate a DBA.

To determine whether the employee has reached the limit for the DBA that the system did not calculate, review the information in these fields and compare them with the limits that you set up for the DBA:

• Limit $ Pay Period

• Limit Monthly

• Limit $ Quarterly

• Limit $ A/L1

• Limit $ A/L2

• Limit % Period

Gross-to-Net Errors

A gross-to-net error occurs when the gross wages minus the taxes and deductions that print on an employee's payment do not equal the net wages on the payroll register. The Payroll Register report (R073012) displays GTN or ERR next to each employee who has a gross-to-net error. You typically print the Payroll Register report during the pre-payroll processing step of the payroll cycle.

When a gross-to-net error occurs during pre-payroll, the system does not update the status code in the Pre-Payroll field on Work With Pay Cycle Workbench (the field remains blank). After you correct the gross-to-net errors, you must reset this status code to 1, reset the payroll ID, and then rerun pre-payroll.

To ensure that the system creates the appropriate journal entries, you must correct gross-to-net errors. Depending on the way in which the company options are set up, you might be required to correct these errors before you can continue with payroll cycle processing.

Typically, gross-to-net errors occur because incomplete or incorrect tax area information has been entered into the system. For example, a gross-to-net error occurs if the system deducts a tax from the employee's gross wages, but the tax area information that is associated with that tax has not been set up in the system. This situation might occur if the organization has recently started doing business in another state, but tax area information for that state has not yet been entered into the system. To correct the gross-to-net error, you must set up the missing tax area information and reprocess pre-payroll.

Gross-to-net errors can also occur if the system deducts a tax from the employee's gross wages, but the tax area information that is associated with that tax is not set up to print on the employee payment. To correct the gross-to-net error, you must change the tax area information so that all taxes that are deducted from the employee's wages are printed on the payment. After you correct the tax area information, you must reprocess pre-payroll.

Tax Calculations

If the system is not calculating taxes correctly for one or more employees in the payroll:

• Verify that the Vertex database is populated.

• If a timecard is created for this employee, verify that it is locked to the correct payroll ID.

• If no timecards exist for the employee, verify that a taxable benefit was created for the employee.

  If no timecards or taxable benefits were created for the employee, the system will not calculate taxes.

• Confirm that the Set Vertex Tax table (F07490) contains 112 records for the United States, and 48 records for Canada.

• Verify that the value in the Tax Area field is correct in the employee's record in the Employee Master Information table (F060116).

Processing Changes-Only Pre-Payroll

After you complete pre-payroll processing, you should review the pre-payroll information. If you identify any errors in employee salary or timecard information, you must correct the errors and then rerun pre-payroll. To reduce computer-processing time, you can rerun pre-payroll for only those employees whose information you corrected. This type of processing is called changes-only pre-payroll processing.

You must run a changes-only pre-payroll when you make any of these types of changes to the employee records that were included in a pre-payroll:

• Revise employee information that affects the payment, such as home company, home business unit, annual salary, hourly rate, or marital status.

• Revise timecard information.

• Add, change, or delete an interim payment, based on the date of the interim payment.

After you run pre-payroll processing for the first time in a payroll cycle, you can process a changes-only pre-payroll without resetting the payroll ID. You cannot process a changes-only pre-payroll if you have already printed payments or if you have changed any of this information from the time that you processed pre-payroll:

• The selection criteria for the pre-payroll program version.

• The setup of a PDBA that affects one or more employees in the payroll cycle.

• The labor distribution, automatic deposit, or DBA instructions for an employee.

If you have printed payments or made any of these changes, you must reset the payroll ID and then rerun pre-payroll processing for all of the employees who are included in the payroll cycle. Resetting the payroll ID restores the employees' data to the way it was before you processed pre-payroll.

If you need to process a changes-only pre-payroll after you have printed payments, you must:

1. Reset the payment workfile.

2. Process the pre-payroll for the changes.

3. Print the payments again.

4. Rerun the payroll-cycle reports.

5. Process the pro forma journal entries.

Diagnosing Pre-Payroll Errors

Occasionally, you might experience errors that cause pre-payroll to end abnormally. These errors can be related to a single employee, or the entire payroll cycle.

You have a number of diagnostic tools available to help you identify the errors that are causing pre-payroll to end abnormally. To identify the errors, you should:

• Review all payroll messages that were generated by this payroll ID.

  These messages are specific to certain employees in the payroll process.

• Review all messages in the Personal In Basket.

  You might need to clear the in basket of all messages, and then rerun pre-payroll to locate the specific messages that are associated with this payroll ID. These messages apply to programmatic errors that occur during payroll processing.

• Generate logs when running pre-payroll.

  These logs can provide you, the system administrator, and the JD Edwards technical assistance team with pertinent information. You should generate these logs:

  • JDE.log

  • JDEDebug.log

  • UBE.log for R07200

• Determine whether the Pre-Payroll Driver UBE finished normally on the server.

  Contact the system administrator for assistance with these troubleshooting tasks:

  • Review the OCM mappings for R07200.

  • Confirm that a server package/update was completed if you use modified objects.

  • Confirm that Quantum for Payroll is loaded on the server, and that the database connections are set correctly.

  • Confirm that all necessary UBEs and business functions have been mapped to run on the server.

  • Confirm that the version of the R07200 that is associated with this payroll ID has been checked into the server.

• Verify that these setup tasks have been completed:

  • Review the accuracy of the data selection for the payroll ID.

    Specifically, review data selection criteria for employee number, start date, and pay status.

  • Confirm that the Master Pay Cycle is set up with valid dates.

  • Verify that the country code that is associated with the payroll ID is the same country code that is associated with the employees whose records you are processing.

  • Verify whether Auto Pay is selected for the payroll ID, if applicable.

  • Review the additional parameters for the payroll ID.

  • Confirm that employees who are being processed in this payroll are not locked to another payroll ID.

  • After you reset the payroll ID, verify that the G/L Date (DGL) and Batch Number - G/L (GICU) fields in the Employee Transaction Detail File table (F06116) are empty.

    Contact the system administrator for assistance.

• Verify that security for the system and for the payroll ID have been set up correctly by:

  • Verifying that the person who processed pre-payroll is included in the Execution Control Parameters.

  • Confirming that additional security has not been set up for a specific user.

    Contact the system administrator for assistance.

After reviewing tools, setup, and security information, if you still cannot determine the cause of the pre-payroll errors:

• Process pre-payroll without generating any reports.

  If pre-payroll runs successfully without reports, contact the system administrator or technical support; you might need to build a server package with the reports.

• Verify that the Employee Master Information table (F060116) and the Employee Jobs table (F060118) contain the same number of records.

• Exclude interim payments from the payroll ID.

  If pre-payroll finishes successfully without interim payments, review all of the interim payments that were previously included in the process. Specifically, review one-time overrides and DBAs.

• Confirm that timecards are being created during pre-payroll for all autopay employees.

• If the R07200 program fails to run on the server, try processing it locally.

  Contact the system administrator for assistance with this task

Prerequisites

Before you complete the tasks in this section:

• Review the employee's record on the Work With Employee Information form.

  If the employee's record appears in a contrasting color, then the record is locked in pre-payroll, in which case you will need to correct the missing timecard information.

• Verify that the basis of calculation for the DBA is set up correctly.

  See Understanding Correcting Errors in Pre-Payroll Processing.

See Also

Resetting the Payroll ID

Working with Interim Payments

Setting Up Deductions, Benefits, and Accruals

Forms Used to Correct Errors in Pre-Payroll Processing

Correcting Selection Criteria

Access the Data Selection form.

Correcting Missing Timecard Information

Access the Time Entry Revisions form.

See Also

Entering Timecards for Employees

Adding Employee Records One at a Time

Reviewing and Revising Employee Information

Correcting DBA Setup

Access the Basic DBA Information form.

Correcting Pre-Payroll Processing Parameters

Access the Pay Period Constants Revisions form.

Correcting DBA Setup for Group Plans

Access the Revise Single Group Plan DBA Setup form.

See Also

Enrolling Employees

Correcting DBA Instructions

Access the Employee DBA Instructions form.

Correcting Calculation Tables

Access the Calculation Table form.

Reviewing One-Time Overrides

Access the One Time Overrides form.

Verifying Interim Payments

Access the Work With Pay Cycle Workbench form.

See Also

Setting Up Tax-Deferred and Taxable PDBAs

Setting Up Deductions, Benefits, and Accruals

Correcting Gross-to-Net Errors

To correct gross-to-net errors:

1. Set up a tax area for the new state or locality.

2. Reset the status code for pre-payroll to 1 (Complete).

3. Reset the payroll ID.

4. Rerun a full pre-payroll.

See Also

Resetting Status Codes

Creating a Payroll ID

Setting Up Company Options

Setting Up Tax Area Information

Processing Changes-Only Pre-Payroll

Access the Pre-Payroll Processing form.

See Also

Resetting the Payroll ID

Processing Payments

This section provides an overview of payment processing and discusses how to:

• Print payments.

• Reprint payments.

Understanding Payment Processing

After you process the pre-payroll step and verify that the information is correct, you can print payments for employees. Payments are the forms, such as checks and automatic deposit advice slips, that employees receive when they get paid.

After the pre-payroll step has been completed, the next three steps of the payroll cycle can be completed in any order that you prefer.

This diagram illustrates the location of the payments step in the payroll cycle:

Payroll cycle: payments

You can set up employees to receive either of these types of payments:

Printing Payments

After you process pre-payroll and verify that the information is correct, you can print payments for employees. A payroll ID can include employees who are set up to receive checks, automatic deposit advice slips, or both.

Employees who are set up to receive different types of payments can be included in the same payroll ID. For example, a payroll ID might include some employees who are paid by check and some who are paid by automatic deposit. When you process payments for a payroll ID that includes some employees who are paid by check and others who are paid by automatic deposit, you can do either of these actions:

• Run the Print Payments program (P07230) once and print both checks and automatic deposit advice forms.

• Run the Print Payments program twice, the first time to print checks, and the second time to print automatic deposit advice forms.

Individual employees can choose to receive part of their payment in the form of a check and another part in the form of an automatic deposit. For example, an employee whose net pay is 1000.00 USD per pay period might choose to receive a check for 200.00 USD and an automatic deposit of 800.00 USD.

When the payroll ID includes employees who are set up for automatic deposit, you must also instruct the system to generate an automatic deposit bank file, which contains the information that the bank needs to transfer funds to the employees' bank accounts. You can generate the automatic deposit bank file when you print payments, or you can generate the file separately, after you print the payments. In some cases, employees might work for multiple companies or they might receive different types of pay during a payroll cycle. These situations might cause the system to create multiple payments for an employee. The system automatically creates separate payments in each of these scenarios:

• The system creates a separate payment for any pay that an employee receives from a pay type or cash benefit that is set up with S (separate payment) in the Print Method field.

• The system creates a separate payment for each corporate tax ID in which the employee works during the pay period.

  The system also generates separate automatic-deposit bank files for each corporate tax ID that is processed during a payroll cycle.

• The system creates separate payments if the timecards for an employee use different payroll disbursement bank accounts.

  The system also generates separate automatic-deposit bank files for each payroll disbursement bank account that is derived during a payroll cycle. These bank account numbers are derived based on the payroll AAIs and information from the employee's timecards.

  Note. The system can print a maximum of 14 lines on a paystub. When you set up payment information, you can specify the number of lines (14 or fewer) that you want to print on a paystub. If an employee's paystub needs more lines, the system prints an overflow attachment in addition to the payment. The attachment contains all remaining lines. If an employee's net pay is zero, the system prints an attachment instead of a payment.

Reprinting Payments

After you print payments or payment advice slips but before you continue to the next step in payroll cycle processing, you should inspect the payments and advice slips to verify that they printed correctly. If a printer problem, such as a paper jam, prevents one or more payments or advices from printing correctly, you can reprint those specific forms.

Occasionally, you might need to reset the payments before you reprint them. For example, when the payments or advice slips are dated incorrectly, you must reset the payroll ID, change the payment dates in the pre-payroll parameters, and process the payroll cycle again. You might also need to reprint all of the payments, but do not need to reset the payroll cycle. For example, if you print the checks using the wrong check stock, you will need to reprint all of the payments; however, none of the information that the system prints needs to be changed. In this case, you would reset and then rerun the print payments step of the payroll process.

Note. The system does not verify payment numbers to ensure that no duplicates exist because you might be using multiple bank accounts to pay the payments. You must manually verify payment numbers.

Prerequisite

Set up payment types for each type of payment that the organization uses.

See Setting Up Payment Types.

Forms Used to Process Payments

Printing Payments

Access the Print Payments form.

Checks	Select to process checks. You can process checks, automatic deposit advice slips, and the automatic deposit bank file at the same time, or you can process them separately. To process them separately, run this program multiple times, selecting different options each time. Note that only the options that are associated with the types of payments that are included in the payroll cycle are enabled. For example, if all of the employees in the payroll cycle receive all of their earnings using automatic deposit, then the Checks option is disabled, because no checks need to be printed for the payroll cycle.
Auto Deposit Advice	Select to process automatic deposit advice slips. You can process checks, automatic deposit advice slips, and the automatic deposit bank file at the same time, or you can process them separately. To process them separately, run this program multiple times, selecting different options each time. Note that only the options that are associated with the types of payments that are included in the payroll cycle are enabled. For example, if all of the employees in the payroll cycle receive all of their earnings using automatic deposit, then the Checks option is disabled, because no checks need to be printed for the payroll cycle.
Auto Deposit Bank File	Select this option to process the automatic deposit bank file. You can process checks, automatic deposit advice slips, and the automatic deposit bank file at the same time, or you can process them separately. To process them separately, run this program multiple times, selecting different options each time. Note that only the options that are associated with the types of payments that are included in the payroll cycle are enabled. For example, if all of the employees in the payroll cycle receive all of their earnings using automatic deposit, then the Checks option is disabled, because no checks need to be printed for the payroll cycle.
Next Check Number	Enter the beginning or next available number of the forms on which employees' checks are printed. The system does not notify you of duplicate check numbers because you might be using multiple bank accounts. You must track check numbers manually.
Check Message	Enter the message to print on the checks.
Next Advice Number	Enter the beginning or next available number of the forms on which employees' automatic deposit advice slips are printed. The system does not check for duplicate advice numbers because you might be using multiple bank accounts. You must track advice numbers manually.
Auto Deposit Advice Message	Enter the message to print on the auto deposit advices.

Reprinting Payments

Access the Reprint Payments form.

See Also

Resetting Payroll Cycle Steps

Resetting Payroll Cycle Steps

This section provides an overview of resetting payroll cycle steps and discusses how to:

• Reset individual employee records

• Reset the payroll ID

• Reset the payment workfile

• Reset status codes

Understanding Resetting Payroll Cycle Steps

During payroll-cycle processing, you might encounter errors that require you to rerun a step in the cycle. Depending on where you are in the cycle, you might need to reset a step before you can rerun it. Resetting is a process that restores data to its state before you ran the step.

The user who originates a pre-payroll has authorization to perform a reset. Other users must be authorized to perform a reset. When you set up the system, you can grant up to five users the authority to process the steps in a payroll cycle and to perform a reset.

If you inadvertently include in a payroll cycle an employee who should not get paid in that payroll cycle, you must reset the record for the individual employee. In addition, you must reset the payroll ID when you:

• Process pre-payroll for the wrong employees.

• Omit a group of employees who should have been included in pre-payroll processing.

• Change the setup of a DBA that affects one or more employees in the payroll cycle.

You reset the payment workfile when you need to reprint an entire batch of payments after you have completed the print payments step. For example, you would reset the payment workfile if the payments were lost and not delivered.

When you perform a reset, the system updates the status code for the step in the payroll cycle that is affected by the reset. You can also manually reset status codes when you need to rerun a step that ended abnormally or that has a scheduling lock. A step might end abnormally when a machine or power failure occurs. A scheduling lock occurs when two people attempt to run the step at the same time.

You do not need to perform a reset before rerunning these steps in the payroll cycle:

• Payroll journal entries.

• Payroll-cycle reports.

Individual Employee Records

You might inadvertently include in a payroll ID an employee who should not get paid in that payroll cycle. For example, you might use an incorrect selection criteria for the pre-payroll processing or forget to change an employee's status to Terminated.

You can use the employee reset option to remove an employee from a payroll ID without rerunning pre-payroll. You can reset only one employee record at a time.

When an employee is included in a payroll ID, the system locks the employee's record. Resetting unlocks the employee's record. When you reset an employee's record, the system deletes all transactions for the employee except for those that you added to the system, such as timecards.

Note. After you print payments or process pro forma journal entries, you cannot reset an individual employee record, which prevents you from posting incorrect journal entry information to the general ledger and from sending incorrect information to banks if you create automatic deposits.

Payroll ID

Resetting the payroll ID restores the data to its previous state before you began payroll-cycle processing. You must reset the payroll ID when you:

• Process pre-payroll for the wrong employees.

• Omit a group of employees who should have been included in pre-payroll processing.

• Change the setup of a DBA that affects one or more employees in the payroll cycle.

If the pre-payroll processing included the wrong employees or omitted some employees who should have been included, you must change the selection criteria for the pre-payroll processing after you perform the reset. Do not change the pre-payroll data selection until after you run this reset, or the employees that were incorrectly locked to the payroll will remain locked to that payroll, even after you remove them from the data selection.

You might need to change the DBA setup for several reasons. For example, you might need to change a medical insurance deduction when the carrier increases premiums.

If the payments are lost or damaged after you print them, you can reprint payments without resetting the payroll ID.

Unless you have changed the pre-payroll selection criteria, modified the DBA setup, or printed payments, you do not need to reset the payroll ID when you:

• Revise employee information, such as home company, home business unit, annual salary, hourly rate, or marital status.

• Revise timecard information.

• Add, change, or delete an interim payment.

If you do any of these actions, you can run a changes-only pre-payroll to process the changes.

When you reset the payroll ID, the system performs these steps:

1. Identifies all of the employees that are locked to the payroll ID by using data in the Employee Lockout Code File table (F07300).

2. Identifies the check control numbers for all of the employees that are locked to the payroll ID by using data in the Payment File table (F07350).

3. Clears all of the records in these tables that have check control numbers that are associated with the payroll ID that you reset:

   • Payment Distribution File (F07351).

   • Stub Information File (F07352).

   • Tax Detail File (F07353).

4. Clears all of the time entry records that were created during the payroll process from the Employee Transaction Detail File table (F06116).

   The system does not clear records that were manually entered using any of the time entry programs.

5. Clears all records from these DBA tables:

   • Deduction/Benefit/Accrual Ledger File (F0709).

   • DBA Period Control File (F0705).

6. Updates these tables to reflect the new pay cycle status:

   • Pay Cycle Parameters File (F07210).

   • Pay Cycle Parameters (F072107).

7. Clears all of the records that contain the batch number that is associated with the payroll ID from these tables if journal entries were processed before you reset the payroll ID:

   • WF - Payroll Journal (Detail) (F05290).

   • Payroll Journal (Compressed) File (F063951).

   • Burden Distribution File (F07241).

   • Payroll - Accounts Payable Detail (F07490).

   • Payroll - Accounts Payable Summary File (F07491).

   • Payroll - Accounts Payable Control File (F07492).

     Note. Resetting a payroll ID does not delete the information that you entered on the Pre-Payroll Processing form. To delete this information, you must first reset the payroll ID, and then use the Delete option on the Work With Pay Cycle Workbench form to delete the payroll ID and all of its associated information. You need to delete the payroll ID parameters only if you do not plan to use that payroll ID again.

Payment Workfile

In some cases, you might need to reprint an entire batch of payments (which might include checks or advice slips or both) after you complete the print payments step. You do this, for example, if the payments were not delivered. If you have completed the print payments step, you must reset the payment workfile before you can reprint payments. You also need to reset the payment workfile when any of these situations occurs:

• You experience a machine or power failure that causes the print payments step to terminate abnormally.

• You find an error in employee personal or salary information after you have already printed payments.

• You need to change employee timecard information after you have already printed payments.

You can choose to reset checks only, advice slips only, or both types of payments. Resetting the payment workfile does not create accounting transactions. Therefore, you cannot reset the payment workfile if you have processed the final update for a payroll cycle.

Status Codes

When a step in the payroll cycle is locked or has ended abnormally, you must change the status of the payroll cycle. A step might end abnormally when a machine or power failure occurs, thus causing the status code to remain active (A). A scheduling lock occurs when two people try to run the step at the same time. You typically use the Pay Cycle Review/Reset form to change an Active status code to a blank so that you can rerun the abnormally terminated or locked step.

Note. When you reset status codes, consider that:

You cannot change the status code to Complete for print checks or final update. You can change the status code to Complete for pre-payroll, reports only, and journal entries. However, you should verify that the step was actually completed before you change the status to Complete.

When pre-payroll processing ends abnormally, you must change its status code to Complete (1), reset the payroll ID, and then rerun the pre-payroll processing.

You can rerun payroll reports only or payroll journal entries even if the status code is Complete. You can rerun pre-payroll processing if the status code is Complete and you have not printed payments.

If the final update ends abnormally, such as when a machine or power failure occurs, you must reset the status code for the final update and then rerun that step. When you rerun the final update, the system resumes processing at the point during which the abnormal termination occurred and generates an email message that includes the address number of the employee for whom the final update stopped processing. You should verify that the system updated payroll history for this employee. If the employee's history was not updated, consult JD Edwards Technical Support for assistance.

You cannot change the status code for payments. Instead, you must reset the payment workfile. Click OK.

After you reset status codes, resubmit the process for the step that you reset, and then complete the remaining steps in the payroll cycle.

Forms Used to Reset Payroll Cycle Steps

Resetting Individual Employee Records

Access the Work With Employee Payment Review form.

See Also

Reviewing Payroll Cycle Information Online

Printing Payroll Cycle Reports

Resetting the Payroll ID

Access the Work With Pay Cycle Workbench form.

See Also

Resetting the Payment Workfile

Processing Changes-Only Pre-Payroll

Resetting the Payment Workfile

Access the Work With Pay Cycle Workbench form.

Resetting Status Codes

Access the Reset Payroll Parameters form.

Pre-Payroll Processing	Change the value in this field to 1. You must reset the payroll ID before you rerun pre-payroll. This code indicates the current status of pre-payroll processing for this payroll cycle. Values are: Blank: Not processed for this payroll ID. A: Active or in the job queue. 1: Completed. E: Canadian Corporate Tax ID not set up. S: Scheduling lock. You cannot change the status of pre-payroll processing to Completed.
Journal Entries	Indicates the current status of the journal entries for this payroll cycle. Remove the value in this field to reset journal entries. Values are: Blank: Not processed for payroll ID. A: Active, or in the job queue. 1: Completed. S: Scheduling lock.
Reports Only	Indicates the current status of the reports-only step of this payroll cycle. Remove the value in this field to reset reports only. Values are: Blank: Not processed for this payroll ID. 1: Completed. A: Active, or in the job queue. S: Scheduling lock.
Final Update	Indicates the current status of the final update for this payroll cycle. Remove the value in this field to reset final update. Values are: Blank: Not processed for this payroll ID. A: Active or in the job queue. You cannot change the status of final update to complete. When the final update is complete, the system clears the status codes for all of the steps.

See Also

Resetting the Payment Workfile

Resetting the Payroll ID

Working with Pro Forma Journal Entries

This section provides an overview of pro forma journal entries, lists a prerequisite, and discusses how to:

• Process pro forma journal entries.

• Set processing options for the Generate Payroll Journal Entries program (R072902).

• Set processing options for the Payroll Voucher Upload program (R07411Z1).

• Review pro forma journal entries online.

Understanding Pro Forma Journal Entries

Pro forma journal entries are preliminary, review-level entries that the system stores in the F063951 table until you run the final update. You create a workfile based on this table to prepare the journal entries for review and posting. When you create the workfile, the system runs the Payroll Journal Proof/Edit report (R05229). You use this report to review the accuracy of the payroll cycle information before the system posts the information to the general ledger. You can also review detail and summary information online.

To post journal entries automatically during the final update, you must first correct any errors that you find when you review the Payroll Journal Proof/Edit report. The final update step creates actual journal entries, updates the F0911 table, and optionally posts the entries to the F0902 table if the JD Edwards EnterpriseOne Payroll system is integrated with the JD Edwards EnterpriseOne General Accounting system.

When you set up the system, you can set a company option that directs the system to post journal entries automatically to the general ledger during the final update step of the payroll cycle. You can also manually post the journal entries to the general ledger after final update is complete. If the JD Edwards EnterpriseOne Payroll system is not integrated with the JD Edwards EnterpriseOne General Accounting system, you must use another method to enter the information from the Payroll Journal Proof/Edit report into the general ledger.

You can process pro forma journal entries at any time during the payroll cycle after pre-payroll processing but before the final update. This sequence is recommended:

1. Process pre-payroll

2. Create payments

3. Process journal entries

4. Print reports

5. Run the final update

This diagram illustrates the location of the journal entries step in the payroll cycle:

Payroll cycle: journal entries

You process pro forma journal entries so that you can review information before you post the actual journal entries. When you process pro forma journal entries, the Generate Payroll Journal Entries program (R072902) creates a workfile in which the journal entries are held until you review and post them.

If you use contract labor categories, the program updates the Job Type (JBCD) field in the workfile.

See Understanding Payroll Pro Forma Journal Entries with Contract-Specific Labor Categories.

When the system creates the workfile for the pro forma journal entries, it also:

• Creates pro forma journal entries in full detail and then summarizes them, based on the AAIs that you have set up.

• Prints the Pay Period Journal Batch Proof report.

• Calculates any outstanding transactions that are associated with the current payroll cycle, including:

  • Intercompany settlements

  • Workers compensation

  • Accounts payable vouchers

• Calls the Payroll Voucher Upload program (R07411Z1), which creates pro forma vouchers for DBA and tax transactions (if you integrate JD Edwards EnterpriseOne Payroll with JD Edwards EnterpriseOne Accounts Payable).

If you need to rerun the journal entries step, you do not need to reset this step or the payroll ID. Instead, you can select an option that enables you to delete previous journal entries without regeneration. When you select this option, the system removes the general ledger batch number from the associated timecard entries, resets the journal entries step to blank in the Reset Payroll Parameters program (P07216), and does not print a report.

Note. When you enter a timecard, the system enters the home company and the home business unit from the employee master into the timecard. You can override both of these fields on the timecard if necessary. The default journal entry process uses the home company and home business unit from the Employee Master Information table (F060116) when creating journal entries for taxes and DBAs. All other journal entries are created using the home company and the home business unit from the timecard.

You can use a processing option to specify whether the system uses the home company and home business unit from the timecard or the F060116 table when creating journal entries that are associated with taxes and DBAs. All other journal entries use the information from the timecard. This processing option must be set on version ZJDE0001 of the Generate Payroll Journal Entries program.

Reviewing Pro Forma Journal Entries Online

After you process pro forma journal entries, you can review summary and detail journal information online. From the summary form, you can access the detail information that is included in the summary record. You should review this information before you process the final update for the payroll cycle, at which point the system creates and posts the actual journal entries.

You can use the review forms to verify the information that the system transfers to the general ledger during the final update; however, these forms do not indicate whether any of the records contain errors. To determine whether the journal entries contain errors, you must review the Pay Period Journal Batch Proof report. If you find any errors in the journal entries, you can correct them and then reprocess the pro forma journal entries.

Prerequisite

Set up the Payroll Journal Proof/Edit report (R05229) to print during the journal entries step of the payroll cycle.

See Reviewing Payroll Cycle Reports.

Forms Used to Work With Pro Forma Journal Entries

Processing Pro Forma Journal Entries

Access the Payroll Journal Entries form.

Submit Journals.	Select this option to submit journals.
Expense Distribution Code	Enter the code that determines the general ledger date for labor and burden entries. Document types T2 and T4 are used to record labor and T3 is used to record burden. Values are: 1: Work Date. The general ledger date is the timecard work date. 2: Period Ending Date. The general ledger date is the pay period end date for the payroll cycle that is currently being run. 3: Cost Period. The general ledger date is the end of the accounting fiscal period for timecards with a work date in the prior period, and the general ledger date is the pay period end date for timecards in the current period.
Accrual Factor	Enter the accrual factor that applies to payroll expenses and is normally used during a transition pay period in which all timecards are entered with a work date that is equal to the pay period end date. In this case, you can use the accrual factor (for example, 25 for 25 percent) to accrue a portion of payroll expenses in the previous month and defer the expense in the following month.
Override Accounting Date	Enter the date on which the payroll-accounting journal entries are created. This date is the payment date unless you override it. In payroll journal entries, the absolute override date is used as the general ledger date for all journal entries that are generated for this payroll cycle (labor, burden, and payment disbursement).
Delete Previous Journal Without Regeneration.	Select this option if you are rerunning the journal entries step for this payroll cycle. If you select this option, the system deletes the previous batch of journal entries and does not create new pro forma journal entries. However, the system can create pro forma voucher journal entries during the revision process if you select this option. If you select this option, you must recreate pro forma journal entries after you complete the revision process, and before you process the final update step of the payroll cycle.
Create All Journal Entries in Full Detail.	Select to create all payroll journal entries in full detail mode. When you create the journal entries in full detail, the Payroll Journal Proof/Edit report includes detailed information, such as employee names and earnings. You can review the information before you post the journal entries. Warning! Processing journal entries in full detail can significantly increase processing time. Also, when you post journal entries that have been created in full detail, all of the detailed information that is associated with those journal entries is included in the general ledger. For security reasons, and to maintain salary confidentiality, you should run journal entries in full detail only when researching errors in the payroll. Then, after you correct the errors, you should recreate journal entries without detail before you post them to the general ledger.
Do not create Payroll Journal Details (F05290)	Select to bypass the creation of payroll journal detail records in the WF - Payroll Journal (Detail) table (F05290). If you select Create All Journal Entries in Full Detail, this option is disabled.
A/P Integration (accounts payable integration)	Complete this field if you are integrating JD Edwards EnterpriseOne Payroll with JD Edwards EnterpriseOne Accounts Payable. The A/P Integration field specifies the level of integration between the JD Edwards EnterpriseOne Payroll and JD Edwards EnterpriseOne Accounts Payable systems. Pro forma vouchers are created during the payroll journal entries step of the payroll cycle. Actual vouchers are created in the JD Edwards Accounts Payable system during the final update step. Values are: N: No integration. 0: Create vouchers for both DBAs and taxes that have been set up with accounts payable integration. 1: Create vouchers only for DBAs that have been set up with accounts payable integration. 2: Create vouchers only for taxes that have been set up with accounts payable integration.
Wage Attachment Invoice Date	Complete this field if you are integrating the JD Edwards EnterpriseOne Payroll system with the JD Edwards EnterpriseOne Accounts Payable system. Enter a code that specifies whether the invoice date on the voucher is the payroll check date or the pay period end date. When the JD Edwards EnterpriseOne Accounts Payable system prints the payment for the payee, the system can print the invoice date on the check stub. The system fills the invoice date only for wage attachments. This feature is useful when the payee uses the employee's pay schedule to track payments. Values are: Blank: Create the voucher with check date in the Invoice Date field. The invoice number will be blank. C: Create the voucher with check date in the invoice date field. The invoice number will be the check date followed by the employee's case number. P: Create the voucher with pay-period end date in the invoice date field. The invoice number will be the pay-period end date followed by the employee's case number.
Run Accounts Payable Integration Only	Enter the code that enables you to rerun accounts payable integration without rerunning pay period journals. This code is typically associated with a check box. Values are: 0 (Selected): Run pay period journals and accounts payable integration. 1 (Cleared): Run accounts payable integration only.
Separate Batch for DBAs and Taxes	Enter the code that indicates whether to separate DBA vouchers and tax vouchers into two batches. This code is useful when the payment schedule for taxes requires you to approve and post the batch to accounts payable at a much earlier date than DBAs (or vice versa). This code is typically associated with a check box. Values are: 0 (Cleared): Create one batch for both DBA vouchers and tax vouchers. 1 (Selected): Create two batches, one for DBA vouchers and one for tax vouchers.

See Also

Setting Up Accounts Payable Integration

Setting Up Company Options

Processing Journal Entries

Processing and Reviewing Journal Entries

JD Edwards EnterpriseOne Tools 8.98: Foundation Guide

Setting Processing Options for the Generate Payroll Journal Entries Program (R072902)

Set these processing options before you generate payroll journal entries.

Process

Setting Processing Options for the Payroll Voucher Upload Program (R07411Z1)

Set this processing option before you upload payroll vouchers.

Process

This processing option enables you to specify the summarization level that the system uses when creating payroll vouchers.

Reviewing Pro Forma Journal Entries Online

Access the Work With Compressed Payroll Journals form.

Reviewing Payroll Cycle Reports

This section provides an overview of payroll cycle reports, lists a prerequisite, and discusses how to:

• Print payroll cycle reports.

• Set processing options for Payroll Register (R073012).

• Set processing options for Summary Payroll Register (R073013).

• Set processing options for the Payroll Exception report (R053191).

• Set processing options for Time and Pay Entry Journal (R073051).

• Set processing options for D/B/A Register (R073062).

Understanding Payroll Cycle Reports

During the payroll cycle, you can generate reports that help you to verify tax, earnings, and timecard information for employees. When you set up reports, you can indicate the step in the payroll cycle during which you want the system to generate each report. For example, you might choose to generate the Payroll Register report during pre-payroll processing. You can also create custom reports and set the system up to generate them during various steps of a payroll cycle.

After you process each step in the payroll cycle, you typically need to review the reports and make any necessary corrections before you continue to the next step. Many reports are particularly useful after you have processed pro forma journal entries. For this reason, the payroll cycle includes a reports step, during which you can generate any of the payroll cycle reports that are not set up to be generated during another step of the cycle.

After you process pro forma journal entries, you can print any additional payroll cycle reports that have not been set up to print during another step of the cycle. If you corrected any errors after processing pre-payroll, you can also reprint reports to verify the corrections.

Some reports contain more detailed information when you print them after you print payments and create journal entries. For example, if you set up the Payroll Register report to print during pre-payroll, the report does not include payment numbers. When you print this report after you print payments, the report includes payment numbers.

This diagram illustrates the location of the reports step in the payroll cycle:

Payroll cycle: reports

Payroll Register Report

After you process pre-payroll, you can use the Payroll Register report (R073012) to verify that the system correctly calculated gross-to-net amounts for employees and that the correct employees are being paid. You can review employee earnings for this payroll cycle by pay type and deductions. The report lists:

• Pay type and deductions for each employee by business unit.

• Totals by pay type for each business unit.

• Grand totals by pay type for each company.

• Check-control numbers.

The Payroll Register report also identifies the employees for whom gross-to-net calculations are incorrect and the employees who exceed the maximum net-pay limit that you set up in the processing options. During JD Edwards EnterpriseOne Payroll system setup, you can specify whether gross-to-net errors are soft or hard. If you specify that the errors are soft, the system enables you to continue with processing. Otherwise, you must correct the errors before continuing.

For each payment that is created, the system assigns a check control number, which appears on the Payroll Register. Check control numbers are unique numbers that you can use to track employee payments. The system also uses check control numbers to track journal entries and to complete all of the necessary account reversals when you void a payment. The check control number is particularly important because the system does not track actual payment numbers. This is because the organization might create payments using several accounts, which can result in duplicate payment numbers.

A warning appears on the report when the total gross amount, after deductions have been subtracted, does not equal the total net amount.

Note. You should run either a Payroll Register report or a Summary Payroll Register report during pre-payroll to help you verify payroll information. You should also run one of these reports again after you print payments so that you can review the actual payment numbers.

You can print this report only during a payroll cycle. You cannot print reports from the Report Setup form.

Summary Payroll Register Report

If you are processing payroll for a large number of employees, you might prefer to use the Summary Payroll Register report (R073013) to review gross-to-net earnings for employees. This report includes only one line per payment.

The Summary Payroll Register report indicates the employees for whom gross-to-net calculations are incorrect and which employees exceeded the maximum net-pay limit that you set. When you set up company options, you can specify whether to make gross-to-net errors soft (which allows you to continue with processing) or hard (which requires that you correct the errors before continuing).

This table describes some of the columns that appear on the Summary Payroll Register report:

The error messages that appear on the Summary Payroll Register report include:

Note. You should run either a Payroll Register report or a Summary Payroll Register report during pre-payroll to help verify payroll information. You should also run one of these reports after you print payments to review the actual payment numbers.

You can print this report only during a payroll cycle. You cannot print reports from the Report Setup form.

Payroll Exception Report

The Payroll Exception report (R053191) lists employees who either exceed the maximum or fall below the minimum rates or hours that you define. The report also includes warning messages about possible time entry errors. This report can be run during pre-payroll through reports setup. Use this report to determine whether you need to correct any time entry records. You can also print the base timecards that need to generated for component pay on the report.

You can print this report during a payroll cycle or after entering timecards from the Time Entry menu (G05BT1). You cannot print reports from the Report Setup form. Set up this report in reports setup.

Time and Pay Entry Journal Report

If the payroll cycle that you are processing includes employees who are set up for autopay (employees whose timecards are automatically generated by the system), you can print the Time and Pay Entry Journal report (R073051) to verify timecard information for those employees before you print payments. When you print the Time and Pay Entry Journal report during pre-payroll processing, the report includes timecard information for autopay employees.

You can print this report during a payroll cycle only. You cannot print reports from the Report Setup form.

Labor and Burden Distribution Register

You use the Labor and Burden Distribution Register program (R053010) to review labor and burden costs for each employee, business unit, and company within the organization. If employees within the organization use labor distribution rules, the costs that are associated with their labor are typically split between several business units. The Labor and Burden Distribution Register displays all of the labor and burden costs, including employer-paid taxes and benefits, according to the business unit to which the labor was actually charged.

The system uses data from the Employee Transaction Detail File table (F06116) and the Burden Distribution File table (F07241) to produce the Labor and Burden Distribution Register. This report enables you to easily determine the actual personnel costs for each business unit. This information can be invaluable for:

• Creating budgets for each business unit.

• Determining personnel hiring and headcount information.

• Verifying the accuracy of past budget information.

This report can also be used to track information about labor expenditures that are associated with state or federal grants.

This report enables you to review and analyze the organization's labor and burden costs by employee, business unit, or company, or by the grand totals for the entire organization. The report displays details and totals of the following information for each employee, business unit, and company, and for the entire report:

• Number of hours worked by pay type.

• Amount of earnings by pay type.

• Employer-paid taxes by tax type.

• Employer-paid benefits by DBA code.

You can generate this report during a payroll cycle only. You cannot generate reports from the Reports Setup form.

Note. To include burden information on the report, you must create records in the F07241 table. To create these records, you set up burden rules for each business unit that you want to include in the report before you process the payroll cycle. If you do not set up burden rules for a business unit, the report will not include any burden information for that business unit.

See Setting Up Business Unit Burden Rules.

D/B/A-Register Report

The D/B/A-Register report (R073062) lists all of the DBAs for the employees who are included in the payroll cycle. You can print this report during a payroll cycle only. You cannot print reports from the Report Setup form.

D/B/A Transaction Audit Report

Use the D/B/A Transaction Audit Report (R073053) to review detailed information about the DBAs that are assigned to individual employees. For each employee, you can review all DBA transactions by pay period. The report includes arrearage amounts as well as totals for each employee and DBA.

To compile the report, the system retrieves information from the Benefit/Accrual Detail File table (F0619). You can print this report during a payroll cycle only. You cannot print reports from the Report Setup form.

Payroll Payment Register Report

You can print the Payroll Payment Register report (R07238) to review payment numbers and amounts. If you reprint any payments during the print payments step, the report indicates that the original payment was voided.

You can print this report only during a payroll cycle. You cannot print reports from the Report Setup form.

Automatic Deposits Bank Register Report

When you process the Create Auto Deposit Tape File program (R07235), the system prints the Automatic Deposits Bank Register report. Use the register as an audit trail of the deposit information that you send to the bank clearing house. The report contains important information about the payroll transactions that are copied onto magnetic media for direct deposit. This report requires no setup; the system automatically generates this report when you process automatic deposits.

Payroll Voucher Journal Summary Report

You use the Payroll Voucher Journal Summary report (R07496) to review summarized information about tax and DBA vouchers that are created during the payroll cycle. You can choose to print DBA vouchers, tax vouchers, or both types of vouchers on the report. The information on the report is summarized using the voucher rules that were used to create the vouchers. The information that prints on this report is based on the Payroll - Accounts Payable Summary File table (F07491).

You can print this report during a payroll cycle only. You cannot print this report from the Report Setup form.

Payroll Voucher Journal Detail Report

You use the Payroll Voucher Journal Detail report (R07493) to review detailed information about tax and DBA vouchers that are created during the payroll cycle. You can choose to print DBA vouchers, tax vouchers, or both types of vouchers on the report. The information that appears on this report is based on the Payroll - Accounts Payable Detail table (F07490).

You can print this report during a payroll cycle only. You cannot print this report from the Report Setup form.

Prerequisite

Set up the payroll cycle reports that you want to print.

See Setting Up Pay Cycle Reports.

See Also

R053011 - Historical Labor and Burden Distribution Register

Entering Labor Distribution Instructions

Form Used to Review Payroll Cycle Reports

Printing Payroll Cycle Reports

Access the Payroll Reports Only form.

Setting Processing Options for Payroll Register (R073012)

Set this processing option before you run payroll reports.

Print Options

Setting Processing Options for Summary Payroll Register (R073013)

Set these processing options before you run payroll reports.

Report Options

Setting Processing Options for the Payroll Exception Report (R053191)

Set these processing options before you run the payroll exception report.

Defaults

Use these processing options to specify the parameters that determine which employee records print on the report. The report lists each employee whose hours worked or pay rate is below the minimum or over the maximum value that you specify.

Time Accounting

Use these processing options to enter the date range that you use to select the time entry records that appear on the report. You complete the processing options on this tab only if you are printing the Payroll Exception report outside of a payroll cycle. For example, if you are not using the JD Edwards EnterpriseOne Payroll system, you might print the Payroll Exception report to verify timecard information before you send it to the payroll service provider.

Payroll

Use these processing options to enter the minimum number of sick and vacation hours that the organization requires employees to have in their accrual balances. The report lists each employee whose accrued vacation and sick hours are below the minimum that you specify. You complete the processing options on this tab only if you are printing the Payroll Exception report during a payroll cycle.

Display

Use this processing option to specify the format for the employee number that appears on the report.

Setting Processing Options for Time and Pay Entry Journal (R073051)

Set these processing options before you run payroll reports.

Print

Use this processing option to specify the information that appears on the report.

Setting Processing Options for D/B/A Register (R073062)

Set these processing options before you run payroll reports.

D/B/A

Processing the Final Update

This section provides an overview of the final update step and discusses how to process the final update.

Understanding the Final Update Step

The final update is the last step in the payroll cycle. This step updates the payroll history tables, creates journal entries, and prepares the system for the next payroll cycle. After you run the final update, you cannot change anything related to the associated payroll ID.

This diagram shows where the final update occurs in the payroll cycle:

Payroll cycle: final update

You use the final update to:

• Update employees' transaction, tax, and check history.

• Create actual journal entries using the Generate Payroll Journal Entries program (R072902).

• (Optional) Post actual journal entries to the general ledger.

• Update the Employee Master Information table (F060116).

• Unlock the payroll ID and prepare the system for another payroll cycle.

  Unlocking the payroll ID gives other users access to that payroll ID and the employee records that it includes.

• Process future data changes that become effective during the dates of the payroll cycle.

When the system completes the final update, it generates a completion message. If the system encounters no errors, you can use the history inquiry forms to review the results of the final update.

If the final update ends abnormally, such as when a machine or power failure occurs, you must reset the status code for the final update and then rerun the final update. When you rerun the final update, the system resumes processing at the point at which the abnormal termination occurred and generates an email message that includes the address number of the employee for whom the final update stopped processing. You should verify that the system updated payroll history for this employee. If the employee's history was not updated, consult JD Edwards Technical Support for assistance.

Integrating Payroll with General Accounting

During system implementation, you define a company option that indicates whether the JD Edwards EnterpriseOne Payroll system integrates with the JD Edwards EnterpriseOne General Accounting system. You use this company option to indicate whether you post payroll journal entries to the JD Edwards EnterpriseOne General Accounting system. If you want to integrate the JD Edwards EnterpriseOne Payroll system with the JD Edwards EnterpriseOne General Accounting system, you can choose either of these options:

• During the final update step of the payroll cycle, the system automatically posts payroll journal entries to the general ledger.

• After you process the final update for a payroll cycle, you manually post payroll journal entries to the general ledger.

  If you select this option, use the Manual Payroll Journal Post (R09801) option on the Work With Pay Cycle Workbench form to post the journal entries. This menu option processes the ZJDE0031 version of the General Ledger Post Report program.

Form Used to Process the Final Update

Processing the Final Update

Access the Work With Pay Cycle Workbench form.

See Also

Resetting Status Codes

Processing and Reviewing Journal Entries

Setting Up Company Options

Posting Journal Entries

Processing Multiple Versions of Pay Cycle Steps

This section provides an overview of processing multiple versions of pay cycle steps, lists prerequisites, and discusses how to:

• Process multiple versions of pre-payroll.

• Process multiple versions of interims only pre-payroll.

• Process multiple versions of changes only.

• Process multiple versions of payroll journal entries.

• Revise multiple versions of payroll journal entries.

• Process multiple versions of final update.

Understanding Processing Multiple Versions of Pay Cycle Steps

To decrease the processing time of large payroll cycles, you can process multiple versions of several steps in the payroll cycle. Multiple version processing enables you to submit multiple versions of pay cycle steps simultaneously during a pay cycle. The system combines the output from these versions so that the output is identical to the output that would be created if only one version of a pay cycle step had been processed. You can use multiple version processing to complete any of these pay cycle steps:

• Pre-payroll

• Changes only

• Interims only

• Submit journals

• Revise journals

• Final update

You can run any or all of the listed pay cycle steps using multiple version processing. For example, you might choose to run a single version of pre-payroll, multiple versions of journal entries, and a single version of final update.

When you use multiple version processing, you must set up data selection for each version. Doing so ensures that employees are not included in more than one version. You should identify ranges of address book numbers that evenly distribute the number of employees across each version of a pay cycle step.

In addition, if you process more than one pay cycle step using multiple version processing, you should set up the same number of versions for each step, and you should use the same data selection scheme for the versions that are associated with each step.

For example, if you choose to process five versions of pre-payroll using multiple version processing, and you also want to use multiple version processing to submit journal entries and to process final update, you should create five versions for pre-payroll, journal entries, and final update. You might then use specific ranges of address book numbers as the data selection for pre-payroll, journal entries, and final update. For example:

Note. Multiple version processing does not affect the order in which you process pay cycle steps. If you process multiple versions of pay cycle steps, you must still complete pre-payroll before you run any other pay cycle steps, and final update must still be the last step in the pay cycle process. For additional information about when to process pay cycle steps, see “Payroll Cycle” in the JD Edwards EnterpriseOne 9.0 Payroll Implementation Guide.

After all of the versions that you set up for a payroll cycle step have finished processing, the system automatically runs the Payroll Report Driver program (R07354). This program identifies any reports that you have set up to process during the specified step of the payroll cycle. The system then processes the reports for that step of the payroll cycle. Therefore, whether you run multiple or single version processing, the system produces a single set of reports for that pay cycle step. The output that the system generates when running a single version of a pay cycle step is no different from that which the system generates when running multiple versions.

Note. To determine the number of versions to use for each pay cycle step, you must first identify the number of processors that the system uses. Contact the system administrator for this information. After you identify the number of processors, multiply that number by three or four to determine how many versions to create for each pay cycle step. For example, if the system uses four processors, you should create between 12 and 16 versions of each pay cycle step to achieve optimal processing time. However, due to the differences in system speeds, you should test different scenarios to determine the number of versions that best suits the business requirements.

Multiple Versions of Pre-Payroll

You can use multiple version processing to process multiple versions of these types of pre-payroll:

• Full pre-payroll

• Interims only pre-payroll

• Changes only pre-payroll

You can process any or all of these pre-payroll steps using multiple versions. For example, you might choose to run multiple versions of full pre-payroll processing, but run only a single version of changes only pre-payroll.

Note. Multiple version processing does not affect the order in which you process pay cycle steps. Whether you use multiple version processing or single version processing, you must complete pre-payroll as the first step in the pay cycle process.

In addition, if you choose to process multiple versions of the Pre-Payroll Drive UBE program (R07200), you must still enter a valid version of R07200 in the Version field on the Pre-Payroll Processing form when you create the payroll ID. However, if you assign multiple versions of R07200 to that payroll ID, the system does not use the version of the R07200 that you entered on the Pre-Payroll Processing form. See “Creating a New Payroll ID” in the JD Edwards EnterpriseOne 9.0 Payroll Implementation Guide for additional information.

You can use multiple version processing to decrease the amount of the time that the system takes to complete pre-payroll processing. When you use multiple version processing, the system simultaneously processes multiple versions of the Pre-Payroll Driver UBE program (R07200). As the system processes multiple versions of the Pre-Payroll Driver UBE program, it updates all of the payroll workfiles with information that is created by each version. Therefore, the workfiles that are created when you use multiple version processing are identical to the workfiles that are created when you process a single version of pre-payroll.

Before you process multiple versions of pre-payroll, create multiple versions of the Pre-Payroll UBE program (R07200) and assign them to a payroll ID.

Note. For employees who require the total time accounting (TTA) process, the R07200 report processes only those timecards that have been processed through TTA.

Multiple Versions of Interims Only Pre-Payroll

If you process many interim payments, you can use multiple version processing to significantly decrease the processing time for interims-only pre-payroll processing. When you use multiple version processing, the system simultaneously processes multiple versions of the Interims Only Driver UBE program (R07200I). As the system processes multiple versions of the Interims Only Driver UBE program, it updates all of the payroll workfiles with information that is created by each version. Therefore, the workfiles that are created when you use multiple version processing are identical to the workfiles that are created when you process a single version of pre-payroll.

Before you process multiple versions of interims-only pre-payroll, create multiple versions of the Interim Only Driver UBE program (R07200I) and assign them to a payroll ID.

Multiple Versions of Changes Only

If you typically make changes to large numbers of employees after you have processed pre-payroll, you can greatly reduce processing time by simultaneously processing multiple versions of changes only.

Note. If you process pre-payroll using multiple versions, you do not need to use multiple versions of changes-only pre-payroll processing. Regardless of the number of versions that you use to process pre-payroll, you can use either multiple version or single version processing to complete changes-only pre-payrolls.

Before you process multiple versions of changes only, create multiple versions of the Pre-Payroll Changes Only program (R07200C) and assign them to a payroll ID.

Multiple Versions of Payroll Journal Entries

Whether you use multiple or single version processing for pre-payroll, you can choose to process multiple versions of payroll journal entries. Due to the large number of calculations that the system performs when it creates journal entries, running a single version of journal entry processing can be time consuming, especially if the payroll is large. By processing multiple versions of the Generate Payroll Journal Entries program (R072902), you can significantly decrease journal entry processing time.

When you use multiple version processing to generate payroll journal entries, the system simultaneously runs each version of the Generate Payroll Journal Entries program that you create. When all versions have finished processing, the system automatically combines the output from each version into a single batch of journal entries. In addition, the system creates a single Payroll Journal Proof/Edit report (R05229) from the combined information from all of the journal entry versions.

If you process journal entries using multiple versions, and you need to reset journal entries, you must use the multiple version reset function to reset the journal entries step of the payroll cycle.

Note. Multiple version processing does not affect the order in which you process pay cycle steps. Journal entries must be created after you process pre-payroll and before you process final update. See “Payroll Cycle” in the JD Edwards EnterpriseOne 9.0 Payroll Implementation Guide for additional information about the order in which you process pay cycle steps.

To decrease the amount of processing time that is needed to create pro forma journal entries during the payroll cycle, you can use multiple version processing for journal entries.

Before you process multiple versions of journal entries, process the pre-payroll step of the pay cycle and create multiple versions of the Generate Payroll Journal Entries program (R072902) and assign those versions to a payroll ID.

See Processing Pre-Payroll.

After you create pro forma journal entries during the payroll cycle, you might need to revise the entries to correct information. If you use multiple version processing to submit journal entries, you must use multiple version processing to revise them.

You do not need to create multiple versions of the journal entry reset function, because the system reprocesses the versions of the Generate Payroll Journal Entries program (R072902) that you have set up for the payroll ID in order to revise journal entries.

Multiple Versions of Final Update

To decrease the processing time of the final update step of the payroll cycle, you can process multiple versions of final update. When you use multiple version processing for final update, the system simultaneously processes all of the versions of the Final Update Driver UBE program (R07250) that you set up for the specified payroll ID.

The system updates employee history information as each payment that was included in the payroll cycle is processed through a version of final update. After all of the versions of the Final Update Driver UBE program have finished processing, the system updates all employee history information with data from the payroll cycle.

Before you process multiple versions of final update, process the pre-payroll, payments, journal entries, and reports steps of the pay cycle, and create multiple versions of the Final Update Driver UBE program (R07250).

See JD Edwards EnterpriseOne Tools 8.98: Development Tools: Batch Versions Guide

Prerequisites

Before you complete the tasks in this section:

• Set up versions for each pay cycle step for which you want to use multiple version processing.

  See JD Edwards EnterpriseOne Tools 8.98: Development Tools: Batch Versions Guide.

• Create a payroll ID.

  See Creating a Payroll ID.

• Assign each version that you create for multiple version processing to a payroll ID.

  See Setting Up Multiple Version Processing.

See Also

Processing Pre-Payroll

Resetting Payroll Cycle Steps

Forms Used to Process Multiple Versions of Pay Cycle Steps

Processing Multiple Versions of Pre-Payroll

Access the Work With Pay Cycle Workbench form.

Processing Multiple Versions of Interims Only Pre-Payroll

Access the Work With Pay Cycle Workbench form.

Processing Multiple Versions of Changes Only

Access the Work With Pay Cycle Workbench form.

Processing Multiple Versions of Payroll Journal Entries

Access the Work With Pay Cycle Workbench form.

1. Complete the Payroll ID field on Work With Pay Cycle Workbench, and click Find.

2. Select a record, and then select Process Multiple, Process, Submit Journals from the Row menu.

3. Complete these fields on Payroll Journal Entries:

   • Expense Distribution Code

   • Accrual Factor

   • Override Accounting Date

4. Click the Create All Journal Entries in Full Detail option to create all payroll journal entries in full detail mode.

5. Click the Do not create Payroll Journal Details (F05290) option to bypass the creation of payroll journal detail records in the Payroll Journal Detail table.

   Note. If you click Create All Journal Entries in Full Detail, the system automatically disables this option. Because you already chose to create journal entries in full detail, an additional set of journal detail records in the Payroll Journal Detail table is unnecessary.

6. Complete the Wage Attachment Invoice Date field if you use Accounts Payable Integration.

7. Select the Run Accounts Payable Integration Only option to produce journal entries for accounts payable only.

8. Select the Separate Batch for DBAs and Taxes option to create separate batches of journal entries for DBA and tax vouchers.

9. Click OK.

10. Click OK on Multiple Versions Confirmation.

Revising Multiple Versions of Payroll Journal Entries

Access the Payroll Journal Entries form.

Processing Multiple Versions of Final Update

Access the Work With Pay Cycle Workbench form.

See Also

Processing the Final Update