This chapter contains these topics:
The final update is the last step in the payroll cycle. This step updates the payroll history tables, creates journal entries, and prepares your system for the next payroll cycle. If you have set up your Payroll system to integrate with the Accounts Payable system, final update also creates vouchers, voucher journal entries, and related reports.
The following graphic illustrates the preceding steps in the payroll cycle:
From Payroll Master (G07), choose Pay Cycle Processing
From Pay Cycle Processing (G0713), choose Final Update
The final update is the last step in the payroll cycle. After you run the final update, you cannot change anything related to your payroll ID.
You use the final update to:
Update employees' transaction, tax, and check history.
Create journal entries.
Post journal entries (optional).
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 it includes.
During the final update, you can print integrity reports that reveal discrepancies between the various history tables that the system updates. You should rarely encounter errors during final update. However, JD Edwards World recommends that you print and review these reports.
If you are using the Human Resources Benefits Administration system, the final update also creates pending claim amounts.
When the system completes the final update, it generates a completion message. If the system encountered no errors, you can use the history inquiry forms to review the results of the final update.
On the first Final Update form
Complete the following field:
On the second Final Update form, if you want to print integrity reports, enter a version in the following fields:
Tax Integrity Report
PDBA Integrity Report
Final Update Integrity Reports
If your organization accumulates wages for employees on contract calendars, complete the following field:
Generate Accumulated Wages Timecards
This field appears only when you activate contract calendars in the payroll constants.
Choose the Submit Job function.
|Abnormal ending to the final update||If the final update ends abnormally, such as when a machine or power failure occurs, you must reset the final update status code and then rerun it.
When you rerun the final update, the system resumes processing at the point where the abnormal ending occurred. The system prints the Employee Update report, which lists the address number of the employee on which final update stopped processing. Use this report to verify that the system updated the history for this employee. If the employee's history did not update, consult JD Edwards World Customer Support for assistance.
Use the integrity reports to check for errors that occurred during final update. These reports identify discrepancies between the Paycheck Workfile (F063501) and the history tables that the system updates during final update. Because you use these history tables to create year-end forms and governmental reports, it is critical that this information is correct.
Errors occurring during final update are rare. However, JD Edwards World recommends that you print and review these reports.
Reviewing integrity reports include:
Reviewing tax and PDBA integrity reports
Reviewing the Paycheck Control Report
Reviewing the Transaction History Summary Control Report
Reviewing the Tax History Control Report
Reviewing the Timecard Control Report
Reviewing the Tax Ledger Control Report
Reviewing the Transaction History Detail Control Report
Each of these reports shows only those records that contain errors. The reports also show which table or workfile is in error. If the system finds no errors of the specified kind, the report prints a message that no records are in error.
Most errors can be determined by the error code, and corrected by directly editing the payroll tables. However, if you cannot determine the error by the error code, you can research the tables in question to determine which values must be corrected. You can then edit the tables accordingly. If you cannot determine the errors, you should call JD Edwards World for customer support.
Use the Tax History Integrity Report and the PDBA Integrity Report to locate missing, inaccurate, or incomplete information in your summary history tables.
You can print the Tax History Integrity Report and PDBA Integrity Report during final update. These reports contain an update feature that you can use to automatically correct many of the errors that print on the report. When you run these reports during final update, you should choose versions that are set up to run the reports without updating the Taxation Summary History table (F06136) and Payroll Month PDBA Summary History table (F06146). If these reports reveal any errors, you must use the Data Integrity and Global Updates menu to rerun them in update mode.
In addition to printing integrity reports during final update, you should print them monthly, quarterly, and before you begin year-end processing.
The Paycheck Control Report lists:
Interim checks that were not removed from the interim workfiles during final update
Payments written in the current payroll cycle that do not have corresponding records in the Paycheck History table
The Transaction History Summary Control Report compares year-to-date PDBA amounts in the Paycheck Workfile (F063501) to the corresponding amounts in the Payroll Month PDBA Summary History table (F06146).
This report does not have error codes. The Variance column lists current DBA information that was not updated in the Payroll Month DBA Summary table.
This report does not have error codes. Instead, the amounts that do not match between the tables are displayed in the Variance column.
The Employee Transactions Detail (current) table (F06116) does not contain records that were processed this payroll cycle.
The Payroll Transaction History table (F0618) was updated during final update.
For each check control number, the total of the transaction type in the Payroll Transaction History table equals the corresponding total in the Paycheck Workfile.
The Tax Ledger Control Report shows discrepancies between the Paycheck Workfile (F063501) and the Tax Ledger History table (F06166). The system verifies that, for every check control number in the Paycheck Workfile, an identical record was created in the Tax Ledger table.
DBA Detail History table (F0619)
DBA Transaction Detail table (F0609)
After you run final update, if you have set up your Payroll system to integrate with the JD Edwards World Accounts Payable system, you should review the Payroll Voucher Edit report to verify that no errors occurred during the update. The report lists any vouchers that contain errors.