17 Working with Payroll History Integrity

This chapter contains the following topics:

17.1 Understanding Payroll History Integrity

After you process a payroll, you should verify the integrity of the payroll history. You use this history for:

  • Government reports

  • Year-end forms

  • Internal reporting purposes

To verify the integrity of the payroll history, you run integrity reports to identify these types of information:

  • Discrepancies within the summary history tables.

  • Discrepancies between the summary history tables and their corresponding detail tables.

  • Information in the summary tables that is missing, inaccurate, or incomplete.

You should run payroll history integrity reports monthly, quarterly, and before you begin year-end processing. You should review each error that appears on the integrity reports to determine what action, if any, you must take to correct it. Depending on the error, you must correct payroll history either by revising the appropriate payroll information or by making changes to the payroll history tables. The system can correct other errors automatically when you run integrity reports in update mode. The JD Edwards EnterpriseOne Payroll system includes error code tables that can help you research integrity errors.

17.1.1 Types of Payroll History

Each time that you run the final update for a payroll cycle, the system creates payroll history records and stores them in history tables. This table describes the two types of history records:

Record Description
Detail records Detail history records contain each tax type, pay type, deduction, benefit, and accrual that the system calculated for each payment. The system stores these records in detail history tables.
Summary records After the system stores records in the detail history tables, it totals and summarizes the information in these tables, and creates summary history records. The system then writes the summary history records to the corresponding summary history tables. The system uses the summary history tables to retrieve tax and earnings information for government reports and year-end forms. The use of summary history tables to report tax and earnings information reduces processing time.

17.1.2 History Tables

This table lists detail history tables and their corresponding summary tables:

Detail Table Summary Tables
F06166 F06136
F0719
  • F06145

  • F06146

  • F06148
F0618
  • F06146

  • F0627

17.2 Common Fields Used in This Chapter

Error Code

Review this four-digit number that is assigned to all errors. When this number is used in the error message facility (F7 from any form), you can enter a specific error message number and press F13 to automatically access the revisions program that is referenced within the text of the error message. This function applies only to error messages that refer to items such as user-defined codes (UDCs).

History Type

Review the UDC (07/TH) that specifies the type of information that is being tracked for the employee in the F06136 table or the F0713 table. The value in this field determines what type of year-end form the system generates.

Year

Enter the two-digit number that identifies the applicable year. If you leave this field blank, the program uses the system date.

17.3 Working with Tax History Integrity

This section provides an overview of working with tax history integrity, lists prerequisites, and discusses how to:

  • Identify tax history integrity errors.

  • Set data selection and sequence for the Tax History Integrity report.

  • Set processing options for the Tax History Integrity report (R077011).

17.3.1 Understanding Working with Tax History Integrity

To verify tax history integrity, run the Tax History Integrity report (R077011). This report identifies errors such as missing, inaccurate, or incomplete information in the F06136 table. You should regularly verify the integrity of the taxation history to ensure that the correct information appears on the quarterly tax reports and employees' year-end forms.

To identify taxation integrity errors, you first run the Tax History Integrity report in proof mode so that you can research errors and enter any corrections manually before you update the table. When you run the integrity report in proof mode, the system identifies possible errors, but does not change any information in the history table. Running the integrity report in update mode automatically corrects some errors.

To correct taxation integrity errors, use history revision forms to enter corrections manually, and then run the Tax History Integrity report in update mode. When you run an integrity report in update mode, the system corrects information in the F06136 table and generates a report that indicates the errors that could not be corrected. Review all of the errors, correct them as instructed, and rerun the integrity report until all of the errors are corrected. (Some entries on the report might reflect valid conditions for the data.)

To simplify the process of regularly verifying the payroll history integrity, you can set up the integrity reports to run during the final update step of each payroll cycle. The versions of these reports that you run during final update should be set up to run in proof mode. You should also run these reports monthly, quarterly, and before you begin year-end processing.

To complete the tax history integrity tasks, you must run the integrity report at least three times to:

  • Identify the errors.

  • Correct the errors.

  • Verify that all updates were performed.

17.3.1.1 Employee Tax History Types

Note that when you review employee tax history, each tax history record is assigned a tax history type. The tax history type that is assigned to tax history records is determined by the tax method that you assign to the employee during the employee setup process. The system uses the tax history type to determine the year-end form on which the employee's earnings are reported. For example, if an employee has a blank tax method (regular), the tax history type is also blank. All tax history records with a blank history type are reported on the W-2 form. This table indicates the year-end form on which each type of tax history is reported:

Tax Method Description Tax History Type Year-End Form
Blank Regular Blank W-2
N/A Third-Party Sick Pay 1 W-2 (separate)
C Contract C 1099-MISC
P Pension 2 1099-R
4 Medicare Qualified 3 W-2
5 FICA/Medicare Exempt 4 W-2
R Regular - Puerto Rico with Tax Area = 72 R 499R-2

17.3.1.2 Identifying Tax History Integrity Errors

The system uses the information in the F06136 table to produce government year-end forms for employees. Keeping this table error-free simplifies the year-end processing tasks. The Tax History Integrity report identifies three types of information:

  • Errors that you must correct manually.

  • Errors that the program corrects when you run the report in update mode.

  • Irregularities that are not necessarily errors.

    For example, a situation in which no federal tax was withheld might be a valid condition for a low-wage earner.

The system also creates a backup table of the summary history table (F077011) when you delete records (for example, invalid records that contain negative amounts). You should call customer support for help in restoring the backup table.

You run integrity reports in proof mode to identify possible errors without changing any of the information in the history tables. You also run integrity reports in proof mode so that you can research errors before correcting and updating the appropriate tables. You use processing options to specify that the Tax History Integrity report run in proof mode.

17.3.1.3 Reviewing Error Codes for the Tax History Integrity Report

After you run the Tax History Integrity report (R077011) in proof mode, you must research each error that appears on the report. You must correct these errors so that the quarterly reports and year-end forms are accurate.

Any of these error codes might appear on the report. These codes are defined in UDC table 06/IX. To help determine the action that you must take to correct integrity errors, review the explanation of the error code from this error code list:

Error Code Description
0101 - Taxable wage less than tax The amount of taxable wage [Gross minus (Excludable + Excess)] is less than the amount of tax that is withheld or paid on the same earnings.

Determine whether taxable wages should be less than tax. For example, the amount might include a refunded tax or a voided check from a prior year.

If an error occurs, you can disregard it, repost the information from the F06166 table to the F06136 table, or manually adjust the records in the F06136 table using the Tax Summary form.
0102 - Sign mismatch on gross/tax A mismatch exists between the taxable wages and tax. Either the taxable wages value is positive and the tax is negative, or the taxable wages value is negative and the tax is positive.

Determine the cause of the sign mismatch between the two numbers and decide which is correct. For example, someone might have entered the tax as a negative number.

You can disregard the mismatch, repost the F06166 table, or manually adjust the F06136 table by using the Tax Summary form.
0103 - Sign mismatch on earnings A mismatch exists between the various wage fields in the F06136 table. One or more of the wage fields is positive, and the other is negative.

Determine the cause of the sign mismatch between the earnings fields and decide which one is correct. For example, someone might have entered the wage as a negative number.

You can disregard the mismatch, repost the F06166 table, or manually adjust the F06136 table by using the Tax Summary form.
0104 - Mismatch on Social Security (OASDI) amount A difference exists between the Federal/D wage or tax amount and the Federal/E wage or tax amount. That is, the employee portion differs from the employer portion.

Determine the cause of the mismatch between the Federal/D record and the Federal/E record, and decide which is correct. For example, an interim check might have an override of the employee tax but not the employer tax. Or a pay type, deduction, or benefit might be set up as exempt from one tax type but not the other.

You can disregard the mismatch, repost the F06166 table, or manually adjust the F06136 table by using the Tax Summary form.
0105 - Mismatch on Medicare A difference exists between the Federal/P wage or tax amount and the Federal/Q wage or tax amount. That is, the employee portion differs from the employer portion.

Determine the cause of the mismatch and decide which record is correct. For example, an interim check might have an override of the employee tax but not the employer tax. Or a pay type, deduction, or benefit might be set up as exempt from one tax type but not the other.

You can disregard the mismatch, repost the F06166 table, or manually adjust the F06136 table by using the Tax Summary form.
0106 - Mismatch on Tier I A difference exists between the Federal/R wage or tax amount and the Federal/S wage or tax amount. That is, the employee portion differs from the employer portion.

Determine the cause of the mismatch and decide which record is correct. For example, an interim check might have an override of the employee tax but not the employer tax. Or a pay type, deduction, or benefit might be set up as exempt from one tax type but not the other.

You can disregard the mismatch, repost the F06166 table, or manually adjust the F06136 table by using the Tax Summary form.
0107 - Tax area not on record No tax area exists on the Tax History record.

Delete the erroneous transaction from the F06136 table. If you include this record when you build the workfile for the year-end form, the program ends abnormally with an array index error.
0108 - State wages greater than federal The total of the wages for State/C Federal Unemployment Insurance (FUI) records is greater than the Federal/C wages.

Review the transactions and each State/C record to determine whether these totals should balance to the Federal/C balance. For example, if an employee lives in one state and works in another, the system updates both records with total gross wages. You must manually adjust the discrepancy, using the Tax Summary form.
0109 - Invalid tax ID number The corporate tax ID number on the tax areas with tax types of F through N (State or Local) is blank. For these types of taxes, the tax ID must be numeric and from two to nine characters in length.

Verify that the corporate tax ID is set up on the Corporate Tax ID Revisions form, which you access from the Taxes and Insurance menu (G07BPTI4). Then rerun the Tax History Integrity report in update mode.
0110 - Employee number is invalid The employee number does not exist or has been deleted from the F060116 table.

Add the employee number to the F060116 table, and then run the Tax History Integrity report in update mode.
0111 - Tax area does not exist The tax area code on the record does not exist in the F069016 table.

Add the tax area to the Tax Area Information form, which you access from the Taxes and Insurance menu (G07BPTI4). Then run the Tax History Integrity report in update mode.
0112 - Tax ID does not exist The corporate tax ID on the record does not exist in the F069086 table.

Add the corporate tax ID on the Corporate Tax ID Revisions form. Then run the Tax History Integrity report in update mode.
0113 - Tax ID does not match The corporate tax ID on the record does not match the corporate tax ID in the F069086 table.

Verify that the tax ID on the Corporate Tax ID Revisions form is correct. This ID might have changed, but history records exist with the prior number. If the tax ID is incorrect, change it, and then run the Tax History Integrity report in update mode.

Note: Year-end forms do not print correctly when the Federal A Corporate Tax ID in the Tax Summary field contains punctuation or spaces. The Federal A tax area is the tax area that is set up as the default federal tax area. If this tax area contains punctuation or spaces, you cannot print year-end forms for employees.
0114 - School district code missing A school district code is not present in the school district tax history record.

Currently, the system does not check for this error.
0115 - Uncollected taxes Uncollected payroll taxes exist for the tax area and type. This condition, which is most common in an environment in which employees earn tips, could occur if you calculated taxes in arrears and adjusted the tax to have net pay equal to zero.

Determine whether you should be calculating taxes in arrears. If so, this error message indicates that uncollected taxes exist and that these amounts will be printed on the year-end form (in box 12) if the tax types are FICA or Medicare.
0120 - Social Security Over/Under-withheld The amount of Social Security tax was either over-withheld or under-withheld.

To correct the over-withheld or under-withheld tax, enter an interim payment for the correct amount. The system changes the tax withheld to match the FICA taxable wage. Alternatively, you can report the amount on the employee's year-end form, and the employee is then responsible for recording an overpayment or underpayment on the tax return.
0121 - Medicare Over/Under-withheld The amount of Medicare that was withheld exceeds the annual maximum that is defined by the Internal Revenue Service (IRS).

To correct the over-withheld or under-withheld tax, enter an interim payment for the adjustment amount. The system corrects the tax. Alternatively, you can report the amount on the employee's year-end form so that the employee becomes responsible for reporting an overpayment on the tax return.
0131 - Record contains no dollars ($) All of the amounts in the F06136 table are blank (zero dollars).

Delete each of these records from the table by using the Tax Summary form.
0140 - State taxable wage, no tax Taxable wages exist for the employee, but no tax was withheld. This situation might have occurred because of reciprocal agreements between states or because the employee has claimed enough exemptions to prevent tax from being withheld.

The system cannot identify which states have or do not have tax amounts. You must determine which records are valid. If you determine that the records are invalid, you must manually delete the records using the Tax Summary form.
0141 - Tax in non-taxing state The state listed is a non-taxing state, as defined by UDC list 06/TA; but taxes have been withheld due to an interim payment tax override.

Remove the tax amount from the non-taxing state record or enter a tax refund through the interim payment facility. If you manually adjust the record, you should add the adjusted amount to another state that withholds state income tax.
0150 - Negative gross wage amount The gross wage amount contains a negative value.

Determine whether a negative balance is justified for the tax area and tax type. If it is not justified, adjust the balance by using the Tax Summary form. Run the Tax History Integrity report again to verify that no other problems exist.
0152 - Negative excludable wage amount The excludable wage amount contains a negative value.

Determine whether a negative balance is justified for the tax area and tax type. If not, adjust the balance using the Tax Summary form. Run the Tax History Integrity report to verify that no other problems exist.
0154 - Negative paid-in-excess wage amount The paid-in-excess wage amount contains a negative value.

Determine whether a negative balance is justified for the tax area and tax type. If it is not justified, adjust the balance by using the Tax Summary form. Run the Tax History Integrity report again to verify that no other problems exist.
0156 - Negative tax paid amount The tax withheld and paid amount contains a negative value.

Determine whether a negative balance is justified for the tax area and tax type. If it is not justified, adjust the balance by using the Tax Summary form. Run the Tax History Integrity report again to verify that no other problems exist.
0199 - History record deleted The program deleted the tax history record from the F06136 table.

Determine whether the record should have been deleted. If it should not have been deleted, restore the backup table.
0250 - No federal tax taken Federal taxable wages exist for the employee, but no tax was withheld. This condition might have occurred because the employee has claimed enough exemptions to prevent tax from being withheld.

If you determine that the federal transactions are invalid, you must manually change the records, using the Tax Summary form.
0251 - Work state, county, city mismatch tax area The tax area on the Tax Summary record does not match the work state, work county, or work city fields on the same record.

Determine whether the tax area in the tax history record matches the F069016 table. If it is correct, run this report again in update mode to correct the WST,WCNT, and WCTY fields.
0252 - Invalid statutory code The statutory code on the Tax Summary record does not match the statutory code in the Payroll Tax Area Profile table.

Verify that the statutory code on the Tax Area Information form is correct. If it is not correct, correct it and then run the Tax History Integrity report in update mode.
0253 - Invalid century field The Century field in the Tax Summary record is blank.

Run the Tax History Integrity Report in update mode to correct the Century field in the Tax Summary record.
0254 - Fed Tax Wages not equal to State Tax Wages The currency amount of federal taxable wages does not equal the currency amount of state taxable wages.

Verify that the taxable wages are correct for both federal and state. If you determine that the taxable wages are incorrect, you can change this information by using interim payments, or you can manually update tax information by using the Tax Summary form.
0256 - Hospital insurance withheld wrong: Employee salary over 200,000 (Release 9.1 Update) The withholding amount for the Medicare hospital insurance tax is either to high or too low. Employees with wages over $200,000 pay taxes at an additional 0.9%.

To correct the discrepancy, enter an interim payment for the adjustment amount to enable the system to correct the tax. Alternatively, you can report the amount the employee's year-end tax forms. This approach makes the employee responsible for reporting an overpayment on the tax return.
999 - Invalid The error code is not set up in UDC list 06/IX.

17.3.2 Prerequisites

Before you complete the tasks in this section:

  • Create a backup table of the F077011 table.

    The system does not create a backup of this table when you run the integrity report.

  • Set the processing mode to Proof in the processing options to ensure that the system runs the report without updating data.

  • Enter the appropriate tax earnings limitations and rates in the processing options.

    Without this information, the system cannot identify certain types of errors.

  • On the Corporate Tax ID Revisions form, ensure that no dashes or spaces exist in the tax ID for the Federal A tax area.

    See "Setting Up Corporate Tax IDs" in the JD Edwards EnterpriseOne Applications Human Capital Management Fundamentals Implementation Guide.

17.3.3 Identifying Tax History Integrity Errors

Select Advanced and Technical Operations (G07BUSP3), Tax History Integrity.

17.3.4 Setting Data Selection and Sequence for the Tax History Integrity Report

Enter the last two digits of the current year. If all of the companies in the organization have the same paymaster, do not include the home company in the selection criteria.

Do not change data sequence.

17.3.5 Setting Processing Options for the Tax History Integrity Report (R077011)

These processing options specify the mode in which to run the Tax History Integrity report, whether the system deletes certain information, and which error types the system displays on the report. You can also enter information that might vary from year to year, such as the tax rate and limit for Social Security.

17.3.5.1 Taxation

1. Processing Mode

Specify the mode in which the report runs. If you select proof mode, then the system prints a report without updating the history tables. If you select update mode, then the system prints a report and updates the summary history table with the corrected information. Values are:

0: Proof mode.

1: Update mode.

2. Tax History Records

Specify whether to delete the records in the Tax History table for which the company, tax area, and tax type have no corresponding records in the Corporate Tax ID table. In some situations, these records are valid and should not be deleted. For example, if you are waiting to receive a corporate tax ID from the government, you might have entered applied for in the Corporate Tax ID table. In this case, you would not want to delete the tax history records, even though they do not correspond to the records in the Corporate Tax ID table. Values are:

0: Do not delete.

1: Delete.


Caution:

Deleting tax history records can cause significant loss of information that you might need for year-end processing. Before you set this processing option to 1, contact JD Edwards Technical Support for customer support.

3. Annual Wage Limit for Social Security

Specify a numeric value that represents the amount of wages on which employees must pay Social Security tax.

4. Tax Rate for (Employee Paid) Social Security (Release 9.1 Update)

Specify a numeric value that represents the percentage of wages that employees must pay in Social Security tax for the current year. For example, if the Social Security tax rate is 4.2 percent, enter 4.2 in this processing option.

5. Tax Rate for (Employer Paid) Social Security (Release 9.1 Update)

Specify a numeric value that represents the percentage of wages that employers must pay in Social Security tax for the current year. For example, if the Social Security tax rate is 6.2 percent, enter 6.2 in this processing option.

6. Tax Rate for (Employee Paid) Medicare (Release 9.1 Update)

Specify a numeric value that represents the percentage of wages that employees must pay in Medicare tax for the current year. For example, if the Medicare tax rate is 1.45 percent, enter 1.45 in this processing option.

7. Tax Rate for (Employer Paid) Medicare (Release 9.1 Update)

Specify a numeric value that represents the percentage of wages that employers must pay in Medicare tax for the current year. For example, if the Medicare tax rate is 1.45 percent, enter 1.45 in this processing option.

8. Tax Rate for additional (Employee Paid) Medicare (Release 9.1 Update)

Specify a numeric value that represents the increased percentage of wages that employees must pay in Medicare tax for the current year. This is only applicable if the employee's wage earned is over the specified limit. For example, if the Additional Medicare Tax rate is 2.35 percent, enter 2.35 in this processing option.

9. Error Codes to Omit.

Specify the four-digit error codes that you do not want to print on the report. If you leave this processing option blank, all error codes will print on the report.

17.4 Correcting Tax History Integrity Errors

This section provides an overview of how to correct tax history integrity errors, lists a prerequisite, and discusses how to:

  • Correct tax history integrity errors manually.

  • Correct tax history integrity errors automatically.

17.4.1 Understanding How to Correct Tax History Integrity Errors

After you run the Tax History Integrity report (R067011) in proof mode and review the errors, you must correct these errors so that the quarterly reports and year-end forms are accurate.

Running the integrity report in update mode automatically corrects certain errors, such as an invalid statutory code or a missing tax ID code. To correct other errors, such as an incorrect tax ID or an invalid number of periods, you must manually revise the payroll data before you run the report in update mode. Some entries that appear on the report might not be errors for the data. For example, taxation error 0250 - No Federal Tax Taken might appear for a low-wage earner for whom no federal tax should be withheld.

After you run the Tax History Integrity report in update mode, you should run it again to produce an error-free report. When the system finds no errors, it generates only the cover page.


Note:

If running the Tax History Integrity report does not generate errors, the review form does not allow you to review information. This form is used only to review and revise errors that are generated by the report.

17.4.1.1 Correcting Tax History Integrity Errors Manually

The payroll error code list helps you determine the actions that you must perform to correct each payroll history error that appears on the Tax History Integrity report. You might need to manually revise history records, tax area information, or corporate tax IDs before running another integrity report in update mode. For example, you might need to make these corrections:

  • Delete a record that contains zero dollars.

  • Change a tax ID number.

Correcting tax history ensures that the correct information appears on the quarterly tax reports and year-end forms.


Important:

This program must have the highest possible level of system security. Be aware of this information when you revise payroll history manually:

The system does not update the JD Edwards EnterpriseOne General Accounting system. You must manually enter the appropriate journal entries.

The system does not create an audit trail of the changes that you enter when you revise payroll history manually.

The summary totals do not equal the detail totals.

17.4.1.2 Correcting Tax History Integrity Errors Automatically

After reviewing the Tax History Integrity report (R077011) and making any corrections manually, you run the report in update mode to update the Summary History table with the corrected information. Errors that can be corrected automatically are corrected when you run an integrity report in update mode. For example, you might have entered a new tax ID or corrected an existing one. When you run the report in update mode, the system updates all history records with the new tax ID.

Consult the payroll error code list for information that you might need to correct before running the integrity report in update mode.

You can correct these errors by running the Tax History Integrity report in update mode after you have made any necessary corrections as instructed for each error on the error code list:

  • 0109 - Invalid tax ID number.

  • 0112 - Tax ID does not exist.

  • 0113 - Tax ID does not match.

  • 0251 - Work state, county, city mismatch tax area.

  • 0252 - Invalid statutory code.

  • 0253 - Invalid century field.

Error codes 0251, 0252, and 0253 are for fields in the table only. The information is not visible from any review forms.

17.4.2 Prerequisite

Set the processing mode to Update in the processing options for the Tax History Integrity report to print the report and update the table.

17.4.3 Forms Used to Correct Tax History Integrity Errors

Form Name FormID Navigation Usage
Work With Taxation History Review W077001A Advanced and Technical Operations (G07BUSP3), Tax History Integrity Review Specify the fields to include in the review, and select a record from the detail area.
Corporate Tax ID Revisions W059081AB On the Work With Taxation History Review form, select Corp Tax ID (Corporate Tax ID) from the Row menu. Change the corporate tax ID number.
Work With Payment History W070601C On the Work With Taxation History Review form, select Paycheck Review from the Form menu. Void a payment.
Working With Tax Area Information W069012C On the Work With Taxation History Review form, select Tax Area Cnsts (Tax Area Constants) from the Form menu. Enter or correct a tax area.
Work With Tax History W070920A On the Work With Taxation History Review form, select Tax History from the Row menu. Revise an employee's tax history.

17.4.4 Correcting Tax History Integrity Errors Manually

Access the Work With Taxation History Review form.

To correct tax history integrity errors manually:

  1. Complete one or more of these fields, and click Find:

    • Company

    • Year

    • Error Code

    • History Type

    • Skip to Employee

  2. Review the errors that appear in the detail area, and complete the following steps, as necessary.

  3. Complete steps 4 through 6 to enter or correct a corporate tax ID number.

  4. Select a record in the detail area on Work With Taxation History Review.

  5. Select Corp Tax ID (Corporate Tax ID) from the Row menu on Work With Taxation History Review.

  6. Enter the necessary changes on Corporate tax ID Revisions.

  7. Complete steps 8 and 9 to void a payment.

  8. Select Paycheck Review from the Form menu on Work With Taxation History Review.

  9. Complete the steps for voiding a payment on Work With Payment History.

  10. Complete steps 11 and 12 to enter or correct a tax area.

  11. Select Tax Area Cnsts (tax area constants) from the Form menu on Work With Taxation History Review.

  12. Enter the necessary changes on Work With Tax Area Information.

  13. Complete steps 14 through 16 to review or revise an employee's tax history.

  14. Select a record in the detail area on Work With Taxation History Review.

  15. Select Tax History from the Row menu on Work With Taxation History Review.

  16. Enter any necessary changes on Work with Tax History, and then click OK.

17.4.5 Correcting Tax History Integrity Errors Automatically

Start Advanced and Technical Operations (G07BUSP3), Tax History Integrity.

17.5 Working with PDBA History Integrity

This section provides an overview of how to work with PDBA history integrity, lists prerequisites, and discusses how to:

  • Identify PDBA history integrity errors.

  • Set data selection and sequence for the PDBA History Integrity report.

  • Set processing options for Payroll Month PDBA Integrity report (R077021).

17.5.1 Understanding How to Work with PDBA History Integrity

To ensure that the correct information appears on the quarterly tax reports and employees year-end forms, you should regularly verify the integrity of the PDBA history. To verify PDBA history integrity, run the PDBA Integrity report (R077021). This report identifies missing, inaccurate, or incomplete information in the F06146 table.

To identify PDBA history integrity errors, run the PDBA History Integrity report in proof mode so that you can review errors and enter any manual corrections before updating the table. When you run the integrity report in proof mode, the system identifies possible errors without changing any information in the history table.

To correct PDBA history integrity errors, run the PDBA History Integrity report in update mode or use history revision forms to enter corrections manually. When you run an integrity report in update mode, the system corrects information in the Employee Transaction History Summary table and generates a report that lists the errors that it could not correct. Review all errors, correct them as instructed, and rerun the integrity report until all of the errors are corrected.

You should run integrity reports monthly, quarterly, and before you begin year-end processing.

To complete these tasks, you must run the integrity report at least twice:

  • The first time, to identify the errors.

  • The second time, to correct the errors.

17.5.1.1 Identifying PDBA History Integrity Errors

You use the Payroll Month PDBA Integrity report to identify errors in the F06146 table. This table contains the adjustment amounts that you might need to add to taxable wages or to report in other detail boxes on the year-end forms. These amounts might include retirement account contributions, moving expenses, group term life insurance premiums, and so on. Ensuring that this table remains error-free simplifies the year-end processing tasks.

You typically generate the integrity report first in proof mode to identify possible errors without changing any information in the history tables. After you have reviewed and corrected any errors that appear on the report, you generate the report in final mode, during which time the system updates the appropriate tables.

The Payroll Month PDBA Integrity report identifies these types of information:

  • Errors that you must correct manually.

  • Errors that the program corrects when you run the report in update mode.

    These errors usually apply to multiple records.

To generate the Payroll Month PDBA Integrity report in proof mode, set the processing mode to Proof in the processing options.

17.5.1.2 Reviewing Error Codes for the PDBA Integrity Report

After you run the PDBA Integrity report (R077021) in proof mode, you must research each error that appears on the report. You must correct the errors to ensure accurate quarterly reports and year-end forms.

Any of these error codes might appear on the report. These codes are defined in UDC table 06/IT. To help determine the action that you must take to correct integrity errors, review the explanation of the error code from this error code list:

Error Code Description
0101 - Employee number is invalid The employee number does not exist in the F060116 table.

Add the employee record to the F060116 table, and then run the PDBA History Integrity report in update mode.
0102 - Pay, deduction, or benefit type does not exist The pay, deduction, benefit, or accrual number does not exist in the F069116 table.

Create a new pay, deduction, benefit, or accrual using the Basic DBA Information form or the Pay Type Revisions form. Then run the PDBA History Integrity report in update mode.
0103 - Tax ID does not exist The corporate tax ID on the record does not exist in the F069086 table. This is a common error.

Add the corporate tax ID on the Corporate Tax ID Revisions form. Then run the Payroll Month version of the PDBA Integrity report in update mode.

The report corrects the tax ID for a number of forms automatically.
0104 - Tax ID does not match The corporate tax ID on the record does not match the corporate tax ID in the F069086 table. This is a common error.

Verify that the tax ID on the Corporate Tax ID Revisions form is correct, and then run the Payroll Month PDBA History Integrity report in update mode.

The report corrects the tax ID for a number of forms automatically.

Note: Year-end forms will not print correctly if the Federal A Corporate Tax ID contains punctuation or spaces.
0105 - Amount due invalid An amount is due on the DBA, but the record for the DBA states that an amount due should not occur on the transaction.

Either change the Amount Due field to allow amounts due or manually adjust the amount due to zero by using the Advanced DBA Information form.
0106 - Number Periods invalid A value exists in the Number of Periods field for the DBA, but the record for the DBA states that using number of periods is not allowed.

Either change the Number of Periods field to allow periods or manually adjust the periods to zero by using the Advanced DBA Information form.

17.5.2 Prerequisites

Before you complete the tasks in this section:

  • Create a backup table of the F06146 table.

    The Payroll Month PDBA Integrity report does not automatically create a backup of the information in this table when you run the report in update mode.

  • Set the processing mode to Proof in the processing options for the Payroll Month PDBA Integrity report to print the report without updating the table.

17.5.3 Identifying PDBA History Integrity Errors

Select Advanced and Technical Operations (G07BUSP3), Payroll Month PDBA Integrity Report.

17.5.4 Setting Data Selection and Sequence for the PDBA History Integrity Report

Enter the last two digits of the current year in the data selection. Do not change the data sequence of the report.

17.5.5 Setting Processing Options for Payroll Month PDBA Integrity Report (R077021)

Set these processing options before you run the Payroll Month PDBA Integrity report.

17.5.5.1 Process

Use these processing options to specify the mode in which to run the Payroll Month PDBA Integrity report. You can also specify any error types that you do not want the system to print on the report.

1. Processing Mode

Specify whether to process the report in proof mode or update mode. In proof mode, the system prints a report without updating the history tables. Use the report to review errors and determine the information that you need to correct manually before you run the report in update mode. In update mode, the system prints a report and updates the summary history table with the corrected information. Use this mode after you have reviewed and corrected all errors that you can correct manually. Values are:

0: Proof mode

1: Update mode.

2. Error Codes to Omit

Specify the error codes that you do not want the system to print on the report. To print all error codes, leave all fields for this processing option blank. Enter four digits for each error code that you want to omit. Use leading zeros for codes that are less than four digits (for example, 0101). For a list of valid error codes, see UDC list 06/IT.

17.6 Correcting PDBA History Integrity Errors

This section provides an overview of how to correct PDBA history integrity errors, lists prerequisites, and discusses how to:

  • Correct PDBA history integrity errors manually.

  • Correct PDBA history integrity errors automatically.

17.6.1 Understanding How to Correct PDBA History Integrity Errors

After you run the PDBA History Integrity report in proof mode and review the errors, you must correct the errors so that the quarterly reports and year-end forms are accurate.

Running the integrity report in update mode automatically corrects certain errors, such as a missing tax ID code. To correct other errors, such as an invalid number of periods, you must manually revise the payroll data before you run the report in update mode.

After you run an integrity report in update mode, you should run it again in proof mode to produce an error-free report. When the system finds no errors, it generates only the cover page.

If the PDBA History Integrity report does not generate errors, the review form does not enable you to review information. This form is used only to review and revise errors that are generated by the report.

17.6.1.1 Correcting PDBA History Integrity Errors Manually

After you run the Payroll Month version of the PDBA Integrity report (R077021), you might need to enter some manual corrections before you run the report again. The payroll error code list helps you determine the actions that you must perform to correct each payroll history error that prints on the report. You might need to manually correct the history before running another integrity report in update mode. Correcting the history ensures that the correct calculated totals print on the quarterly tax reports and year-end forms. For example, you might need to modify the gross pay amount for one month for a particular pay type.

You can correct certain payroll history errors by revising the monthly history for a pay type, deduction, benefit, or accrual. To revise monthly PDBA history, use the PDBAs Integrity Report Review program (P077002). This program updates the F06146 table.


Important:

This program must have the highest possible level of system security because when you revise payroll history manually:

The system does not update the JD Edwards EnterpriseOne General Accounting system. You must manually enter the appropriate journal entries.

The system does not create an audit trail of the changes that you enter when you revise payroll history manually.

The summary totals do not equal the detail totals.

17.6.1.2 Correcting PDBA History Integrity Errors Automatically

After reviewing the Payroll Month PDBA Integrity report and making any manual corrections, you generate the report in update mode to update the F06146 table with the corrected information. Errors that are corrected automatically are corrected when you generate an integrity report in update mode.

Consult the payroll error code list for information that you need to correct before you generate the integrity report in update mode.

You can correct these errors by running the Payroll Month PDBA Integrity report in update mode after you have made the necessary corrections as instructed for each error on the error code list:

  • 0103 - Tax ID does not exist.

  • 0104 - Tax ID does not match.

17.6.2 Prerequisites

Before you correct PDBA history integrity errors:

  • Review the error codes that appear on the report.

    See Identifying PDBA History Integrity Errors.

  • Set the processing mode to Update in the processing options for the Payroll Month PDBA Integrity report, if you are correcting errors automatically, to generate the report and update the table.

17.6.3 Forms Used to Correct PDBA History Integrity Errors

Form Name FormID Navigation Usage
Work With PDBAs Review W077002A Advanced and Technical Operations (G07BUSP3), Payroll Month PDBA Integrity Review Review PDBA history integrity errors.
Work With Corporate Tax ID's W059081AA On the Work With PDBAs Review form, select Corp Tax ID (Corporate Tax IDs) from the Form menu. Enter or correct a corporate tax ID number.
Work With Payment History W070601C On the Work With PDBAs Review form, select a record and select Payment History from the Form menu. Void a payment.
PDBAs by Payroll Month W079951B On the Work With PDBAs Review form, select a record and select History Rev (History Review) from the Row menu. Enter or correct PDBA history.

17.6.4 Correcting PDBA History Integrity Errors Manually

Access the Work With PDBAs Review form.

To correct PDBA history integrity errors manually:

  1. Complete one or more of these fields, and click Find:

    • Company

    • Error Code

    • Year

    • History Type

    • Skip to Employee

  2. Review the errors that appear in the detail area, and complete the following steps, as necessary.

  3. Complete steps 4 and 5 to enter or correct a corporate tax ID number.

  4. Select Corp Tax ID (corporate tax IDs) from the Form menu on Work With PDBAs Review.

  5. Enter the necessary changes on Work With Corporate Tax ID's.

  6. Complete steps 7 through 9 to void a payment.

  7. Select a record in the detail area on Work With PDBAs Review.

  8. Select Payment History from the Form menu.

  9. Complete the steps for voiding a payment on Work With Payment History.

  10. Complete steps 11 through 13 to enter or correct PDBA history.

  11. Select a record in the detail area on Work With PDBAs Review.

  12. Select History Rev (history review) from the Row menu.

  13. Make any necessary corrections to any of the information in these fields on PDBAs by Payroll Month, and then click OK:

    • Amount

    • Pay Basis

    • Pieces

17.6.5 Correcting PDBA History Integrity Errors Automatically

Select Advanced and Technical Operations (G07BUSP3), Payroll Month PDBA Integrity Report.

17.7 Reposting Payroll History

This section provides an overview of how to repost payroll history, lists prerequisites, and discusses how to:

  • Repost the tax ledger to the tax summary.

  • Set processing options for Repost Tax Ledger to Tax Summary (R07136).

  • Repost pay types to the payroll month.

  • Set processing options for the Payroll Repost - F0618 to F06146 program (R07146A).

  • Repost DBAs to the payroll month.

  • Set processing options for Repost DBAs to Payroll Month (R07146B).

  • Repost DBAs to the calendar month.

  • Repost DBAs to the tax area summary.

  • Set processing options for Repost DBA's to Tax Area Summary (R07148).

  • Repost the workers compensation summary.

17.7.1 Understanding How to Repost Payroll History

In rare instances, you might encounter a history integrity problem that you cannot correct by running an integrity report in update mode or by revising payroll history manually. For example:

  • During the final update, a machine failure or power outage might prevent the system from updating the summary history tables.

  • While revising pay and tax amounts by month, you might have entered an incorrect gross pay amount.

In these instances, you can usually repost to correct the problem. A repost program retrieves the information in a detail history table by payment date and recalculates the totals in the corresponding summary history table. If you revised or corrected the summary history table and want to keep the changes, you should not run a repost. Except for maximum amount taxes such as FICA and Medicare, the repost will not include the revisions that you made to the history summary table.

17.7.1.1 Reposting the Tax Ledger to the Tax Summary

Repost the tax ledger to the tax summary if the F06136 table contains corrupt data. This repost totals the tax transactions in the F06166 table by year, home company, tax type, tax area, tax ID, and employee number. It then posts these totals as one summary transaction to the F06136 table. The summary transaction includes these totals by month for each year that is processed:

  • Gross pay.

  • Excludable gross.

  • Pay in excess of annual limit for tax calculation.

  • Taxes withheld.

The repost program summarizes information by check date. In addition, it overwrites existing totals in the summary table.

17.7.1.2 Reposting Pay Types to the Payroll Month

Repost pay types to the payroll month if the F06146 table contains corrupt data. This repost process totals the pay type transactions in the F0618 table and posts monthly totals for gross pay and hours to the F06146 table. The repost summarizes by check date and overwrites existing totals in the F06146 table.

17.7.1.3 Reposting DBAs to the Payroll Month

Repost DBAs to the payroll month if the information in the F06146 table does not correspond to the detail information in the F0719 table. For each employee, this repost calculates monthly totals for each DBA type. It then posts these totals to the F06146 table. The repost summarizes by check date and overwrites existing totals in the F06146 table.

17.7.1.4 Reposting DBAs to the Calendar Month

Repost DBAs to the calendar month if the information in the F06145 table does not correspond to the detail information in the F0719 table. For each employee, this repost calculates monthly totals for each DBA type. It then posts these totals to the Calendar Month DBA Summary History File table. The repost program summarizes by work date. It overwrites existing totals in the F06145 table.

17.7.1.5 Reposting DBAs to the Tax Area Summary

Repost DBAs to the tax area summary if the information in the F06148 table does not correspond to the detail information in the F0719 table. For each employee, this repost totals the amounts for all transactions that have the same tax area, DBA type, year, tax ID, and company number. It then posts the total, as one summary transaction, to the F06148 table. The repost overwrites existing totals in the F06148 table.

17.7.1.6 Reposting the Workers Compensation Summary

Repost the workers compensation summary when the information in the F0627 table does not correspond to the detail information in the F0618 table. This repost summarizes, by payment month and year, the workers compensation and general liability amounts in the F0618 table. It then posts this summary to the F0627 table. This repost adds information to the history summary table. It does not overwrite any existing information.

If you have not set up a corporate tax ID for the workers compensation and general liabilities tax types, the system enters the Federal A tax ID for U.S. Payroll and the Federal Tax ID for Canadian Payroll.

17.7.2 Prerequisites

Before you complete the tasks in this section:

  • Back up all summary tables that you need to repost.

  • Contact JD Edwards Technical Support for customer support.

17.7.3 Reposting the Tax Ledger to the Tax Summary

Select Advanced and Technical Operations (G07BUSP3), Repost Tax Ledger to Tax Summary.

17.7.4 Setting Processing Options for Repost Tax Ledger to Tax Summary (R07136)

Set these processing options before you repost Tax Ledger to Tax Summary.

17.7.4.1 Tax Repost

Enter the Tax Area to Repost

Specify the tax area to repost. This code identifies a geographical location and the tax authorities for an employee work site, including employee and employer statutory requirements. In the Vertex payroll tax calculation software, the tax area code is synonymous with GeoCode. To determine the valid codes for the location, refer to the documentation for the tax calculation software that you are using.

Enter the Tax Type to Repost

Specify the tax type to repost. This code identifies the type of payroll tax that is being processed. This is a UDC (07/TX). To set up state minimum wage amounts, you must enter MW in this field. To do so, you must first add MW to UDC 07/TX. However, you should not change the codes and definitions that are provided with the software.

Enter the Year to Repost

Specify the year to repost. Enter this as a two-digit number. If you leave this processing option blank, the program uses the system date.

Enter the Month to Repost

Specify the month to repost. If you leave this processing option blank, the system will repost all months for the specified year.

If desired, enter a Specific Employee, or leave blank to Repost all employees

Specify an employee to repost. If you leave this processing option blank, the system will repost all employees.

17.7.5 Reposting Pay Types to the Payroll Month

Select Advanced and Technical Operations (G07BUSP3), Repost Pay Type to Payroll Month.

17.7.6 Setting Processing Options for the Payroll Repost - F0618 to F06146 Program (R07146A)

Set this processing option before you run the Payroll Repost - F0618 to F06146 program.

17.7.6.1 Payroll Repost

Enter the YEAR to be reposted

Specify the year to repost. Enter this as a two-digit number. If you leave this processing option blank, the program uses the system date.

17.7.7 Reposting DBAs to the Payroll Month

Select Advanced and Technical Operations (G07BUSP3), Repost DBAs to Payroll Month.

17.7.8 Setting Processing Options for Repost DBAs to Payroll Month (R07146B)

Set this processing option before you repost DBAs to Payroll Month.

17.7.8.1 Payroll Repost

Enter the YEAR to be reposted

Specify the year to repost. Enter this as a two-digit number. If you leave this processing option blank, the program uses the system date.

17.7.9 Reposting DBAs to the Calendar Month

Select Advanced and Technical Operations (G07BUSP3), Repost DBAs to Payroll Month.

17.7.10 Reposting DBAs to the Tax Area Summary

Select Advanced and Technical Operations (G07BUSP3), Repost DBAs to Tax Area Summary.

17.7.11 Setting Processing Options for Repost DBA's to Tax Area Summary (R07148)

Set this processing option before you repost DBAs to Tax Area Summary.

17.7.11.1 Select

1. Year To Repost, Blank = Repost All Years

Specify the year to repost, including the century. If you leave this processing option blank, the system will repost all years.

17.7.12 Reposting the Workers Compensation Summary

Select Advanced and Technical Operations (G07BUSP3), Repost Workers Compensation Summary.