22 Verify the Integrity of Payroll Summary History

This chapter contains these topics:

22.1 Verifying the Integrity of Payroll Summary History

You should regularly verify the integrity of your payroll summary history to ensure that the correct information prints on your quarterly tax reports and employees' year-end forms. To verify payroll summary history integrity, run reports that locate missing, inaccurate, or incomplete information in the summary history tables.

This section contains the following:

  • Reviewing the Tax History Integrity Report

  • Reviewing the PDBA Integrity Report

  • Reviewing the DBA Integrity Report

  • Correcting Integrity Errors Manually

  • Correcting Integrity Errors Automatically

  • Verifying That Integrity Errors Have Been Corrected

To complete these tasks, you must run each integrity report at least three times:

  1. Identify the errors

  2. Correct the errors

  3. Produce clean reports

The following table lists the payroll summary history integrity reports and their corresponding summary history tables.

To identify integrity errors, run the integrity reports in proof mode. When you run an integrity report in proof mode, it identifies possible errors without changing any information in your history tables. You should run integrity reports in proof mode so that you can research errors and enter any manual corrections before you begin updating the table.

Integrity reports identify three types of information:

  • Errors that are not really errors. For example, zero Federal tax withheld might be a valid condition for a low-wage earner or a tax exempt employee.

  • Errors that you must correct manually.

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

To help you determine the action you must take to correct integrity errors, you can review an explanation of each error code that prints on the integrity reports.

To correct integrity errors, run the integrity reports in update mode or use history revision forms to enter manual corrections. When you run an integrity report in update mode, the system corrects information in the summary history table and prints a report listing the errors that it could not correct. You should investigate all errors and rerun the integrity reports until all valid errors are corrected.

22.1.1 Before You Begin

22.2 Reviewing the Tax History Integrity Report

Navigation

From Canadian Payroll Master (G77), enter 27

From Payroll Advanced/Technical Operations (G773), choose Data Integrity/Global Update

From Data Integrity/Global Update (G7731), choose Taxation History

You use the Tax History Integrity Report to identify errors in your Taxation Summary History (F0713) table. You use the information in this table to produce governmental, year-end forms for employees and people to whom you pay pensions or other payments for income. When you keep this table error-free, you simplify the year-end processing tasks.

The following table briefly explains the error codes (07/IX) that might show on the Tax History Integrity report.

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

Manually determine whether taxable wages should be less than tax. For example, the amount might include a refunded tax or voided cheque from a prior year. If there is an error, you can leave it alone, repost the Tax Ledger table (F0716), or manually adjust the Taxation History table using the Pay & Taxes by Month screen on the Data Integrity & Global Updates menu (G7731).
0102 - Gross minus excludable is less than tax The amount of taxable wage [Gross less Excludable] is less than the amount of tax withheld.

Manually determine whether the excludable or tax amount should be changed.
0103 - Excludable is greater than gross The excludable amount is greater than the gross wage.

Manually determine why the excludable amount is greater than the gross amount and decide which is correct. You can either repost the Tax Ledger table (F0716) or manually adjust the Taxation History table using the Pay & Taxes by Month screen on the Data Integrity & Global Updates menu (G7731).
0104 - Sign mismatch on gross/tax A mismatch exists between the taxable wages and tax. Either the taxable is positive and the tax negative, or taxable is negative and the tax positive.

Manually determine why there is a sign mismatch between the two numbers and decide which is correct. For example, someone might have manually keyed the tax as a negative number. You can leave the mismatch alone, repost the Tax Ledger table (F0716), or manually adjust the Taxation History table using the Pay & Taxes by Month screen on the Data Integrity & Global Updates menu (G7731).
0105 - Sign mismatch on gross/excludable A mismatch exists between the gross wages and excludable amount. Either the gross is positive and the excludable negative, or gross is negative and the excludable positive.

Manually determine why there is a sign mismatch between the two numbers and decide which is correct. For example, someone might have manually keyed the tax as a negative number. You can leave the mismatch alone, repost the Tax Ledger table (F0716), or manually adjust the Taxation History table using the Pay & Taxes by Month screen on the Data Integrity & Global Updates menu (G7731).
0106 - Work State, County, City mismatch tax area The tax area on the Taxation Summary record does not match the country (work state) or province (work county), on the same record.

Manually determine that the tax area in the Taxation Summary History record matches the Tax Area Constants table (F069016). If it is correct, run this report again in update mode to correct the Work State and Work County fields.
0108 - Provincial Wages greater than Federal The total of the wages for Provincial records is greater than the Federal wages.

Manually review the transactions and each Provincial record, and determine if these totals should balance to the Federal balance. For example, if an employee lives in one state and works in another, both state records are updated with total gross wages. You must manually adjust the discrepancy through the Pay & Taxes by Month screen on the Data Integrity & Global Updates menu (G7731).
0109 - Invalid Tax ID Number The corporate tax ID number on the tax areas with tax type of CF (Quebec) is blank. For this type of tax, the tax ID must be numeric and up to 15 characters in length.

Verify that the corporate tax ID is set up on the Corporate Tax IDs screen located on the Taxes and Insurance menu (G7744). Then, rerun the Tax History Integrity Report in update mode.
0111 - Employee Number is invalid The employee number does not exist or has been deleted from the Employee Master table (F060116).

Manually add the employee back into the master file. Then, run the Tax History Integrity Report in update mode.
0112 - Mismatch on Social Insurance Number A difference exists between the social insurance number in the Employee Master table (F060116) and the social insurance number in the Tax Summary History record.

Verify that the Social Insurance Number is correct on the Employee Entry screen located on the Canadian Employee Information menu (G7711). Then, rerun the Tax History Integrity Report in update mode.
0114 - Tax Area doesn't exist The tax area code on the record does not exist in the Tax Area Constant table (F069016).

Manually add the tax area to the Tax Area Information screen located on the Taxes and Insurance menu (G7744). Then, run the Tax History Integrity Report in update mode.
0115 - Statutory Code doesn't match The statutory code on the Taxation Summary record does not match the statutory code in the Tax Area Constants table (F069016).

Verify that the statutory code on the Tax Area Constants screen located on the Taxes and Insurance menu (G7744), is correct. If not, correct it and then run the Tax History Integrity Report in update mode.
0117 - Tax ID doesn't match The corporate tax ID on the record does not match the corporate tax ID in the Corporate Tax ID table (F069086).

Verify that the tax ID on the Corporate Tax IDs screen located on the Taxes and Insurance menu (G7744) is correct. This ID might have changed, but history records exist with the prior number. If the tax ID is incorrect, change it, then run the Tax History Integrity Report in update mode.

22.2.2 Data Selection for Taxation History Integrity Report

Specify the last two digits of the current year in the data selection.

22.2.3 Data Sequence for Taxation History Integrity Report

Do not change the data sequence of the report.

22.3 Reviewing the PDBA Integrity Report

Navigation

From Canadian Payroll Master (G77), enter 27

From Payroll Advanced/Technical Operations (G773), choose Data Integrity/Global Update

From Data Integrity/Global Update (G7731), choose Payroll Month PDBAs

Use the PDBA Integrity Report to identify errors in your Payroll Month PDBAs Summary History table (F06146). The amounts on this report might include RRSP contributions, moving expenses, group term life insurance premiums, and so on. When you keep this table free of errors, you simplify the year-end processing tasks.

Figure 22-1 PDBA Integrity report

Description of Figure 22-1 follows
Description of "Figure 22-1 PDBA Integrity report"

The following list briefly explains the error codes (07/IT) that might show on the PDBA Integrity report.

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

Manually add the employee back into the master file and rerun the Transaction History Integrity Report.
0102 - Pay, Deduction or Benefit Type doesn't exist The Pay, Deduction, Benefit, or Accrual number does not exist in the Transaction Parameter table (F069116).

Manually add the pay, deduction, benefit, or accrual number using the DBA Setup screen or the Pay Type Setup screen located on the Pay/Deductions/Benefits Setup menu (G0742 or G7742). Then, rerun the Transaction History Integrity Report.
0103 - Tax ID doesn't exist The corporate tax ID on the record does not exist in the Corporate Tax ID table (F069086).

Manually add the corporate tax ID on the Corporate Tax IDs screen located on the Taxes and Insurance menu (G0744 or G7744). Then, rerun the Transaction History Integrity Report.
0104 - Tax ID doesn't match The corporate tax ID on the record does not match the corporate tax ID in the Corporate Tax ID table (F069086).

Verify that the tax ID on the corporate tax IDs screen located on the Taxes and Insurance menu (G0744 or G7744) is correct. If not, correct it and rerun the Transaction History Integrity Report.
0105 - Amount Due invalid There is an amount due on the DBA, but the Transaction Parameter table 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. To adjust the amount manually, use the Additional function from the DBA Setup screen located on the Pay/Deductions/Benefits Setup menu (G0742 or G7742).
0106 - Number Periods invalid There is a value in the Number of Periods field on the DBA, but the Transaction Parameter table 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. To adjust the periods manually, use the Additional function from the DBA Setup screen located on the Pay/Deductions/Benefits Setup menu (G0742 or G7742).

22.3.2 Data Sequence for Transaction History Integrity Report

Do not change the data sequence of the report.

22.4 Reviewing the DBA Integrity Report

Navigation

From Canadian Payroll Master (G77), enter 27

From Payroll Advanced/Technical Operations (G773), choose Data Integrity/Global Update

From Data Integrity/Global Update (G7731), choose Calendar Month DBAs

Figure 22-2 DBA Integrity report

Description of Figure 22-2 follows
Description of "Figure 22-2 DBA Integrity report"

Use the DBA Integrity Report to identify errors in your Calendar Month DBA Summary History table (F06145). When you keep this table free of errors, you simplify the year-end processing tasks

The following list briefly explains the error codes that might print on the DBA Integrity report. These codes are defined in user defined codes table 07/ID.

Error Code Description
0101 - Employee Number doesn't exist The employee number does not exist in the Employee Master table (F060116).

Manually add the employee back into the master table and run the Calendar Month DBA Integrity Report in update mode.
0102 - DBA Type doesn't exist The Deduction, Benefit, or Accrual number does not exist in the Transaction Parameter table (F069116).

Manually add the DBA number using the DBA Setup screen located on the Pay/Deductions/Benefits Setup menu (G0742 or G7742). Then, run the Calendar Month DBA Integrity Report in update mode.
0103 - Tax ID doesn't exist The corporate tax ID on the record does not exist in the Corporate Tax ID table (F069086).

Manually add the corporate tax ID on the Corporate Tax IDs screen located on the Taxes and Insurance menu (G0744 or G7744). Then, run the Calendar Month DBA Integrity Report in update mode.
0104 - Tax ID doesn't match The corporate tax ID on the record does not match the corporate tax ID in the Corporate Tax ID table (F069086).

Verify that the tax ID on the corporate tax IDs screen located on the Taxes and Insurance menu (G0744 or G7744) is correct. If not, correct it and run the Calendar Month DBA Integrity Report in update mode.

22.4.2 Data Selection for Transaction History Integrity Report

Specify the last two digits of the current year in the data selection.

22.4.3 Data Sequence for Transaction History Integrity Report

Do not change the data sequence of the report.

22.5 Correcting Integrity Errors Manually

Navigation

From Canadian Payroll Master (G77), enter 27

From Payroll Advanced/Technical Operations (G773), choose Data Integrity/Global Update

From Data Integrity/Global Update (G7731), choose an option under the Revise History Files heading

You can use the following programs to correct integrity errors manually:

  • Pay and Taxes by Month

  • Pay and Taxes by Cheque

  • PDBAs by Payroll Month

  • DBAs by Calendar Month

After you run an integrity report in proof mode, you must research each error on the report. The Payroll system provides error code tables that describe each type of payroll history integrity error. Use these error code tables to determine the action, if any, that you must perform to correct each error. You must correct these errors so that your year-end forms will be accurate.

Some integrity errors require that you make manual corrections to the appropriate history or constants tables before you run the report in update mode. You might need to manually revise history records, tax area constants, or corporate tax IDs. For example, you might need to:

  • Delete a record that contains zero dollars

  • Enter a tax ID number

For each error that prints on the report, determine the action, if any, that you must perform to correct it. Some entries on the report might not be errors for your setup. For example, taxation error 0250 - No Federal Tax Taken might print for an employee who is a low wage earner and does not need to have any Federal tax withheld. Review the user defined code lists 07/IX, 07/IT, and 07/ID to determine the action you need to take for each error.

After you revise payroll history manually, the summary totals do not equal the detail totals.

Caution:

The system does not create an audit trail of the changes you make when you revise payroll history manually. Therefore, you should assign these programs the highest possible level of system security.

See Also:

22.6 Correcting Integrity Errors Automatically

Navigation

From Canadian Payroll Master (G77), enter 27

From Payroll Advanced/Technical Operations (G773), choose Data Integrity/Global Update

From Data Integrity/Global Update (G7731), choose the report you want to correct

After you review an integrity report and make any manual corrections, run the report in update mode to update the summary history table with the corrected information. 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.

When you run the report in update mode, the system also corrects the errors it can correct and prints a report listing the errors it cannot correct.

The following list shows the errors you can correct by running each integrity report in update mode. These errors require manual corrections to your system setup before you run the report in update mode.

Report Errors
Tax History Integrity Report 0109 - Invalid Tax ID number

0113 - Tax ID does not match

0252 - Invalid Statutory Code

0253 - Invalid Century Field
PDBA Integrity Report 0104 - Tax ID does not match
DBA Integrity Report 0101 - Employee number does not exist

0102 - Pay type does not exist

0103 - Tax ID does not exist

0104 - Tax ID does not match

Each time you run an integrity report in update mode, the system creates a backup table of the summary history table as of the previous run. Therefore, if you run a report in update mode and receive unexpected results, you can restore your data to the way it was before the update. The system re-creates this table each time you run the integrity procedure. JD Edwards World recommends that you call customer support for help in restoring the backup.

22.6.1 Before You Begin

  • Set the processing options to print the report and update the table.

22.7 Verifying That Integrity Errors Have Been Corrected

After you run the report in update mode, run it a third time, in proof mode, to ensure that all errors have been corrected. You should investigate all errors and rerun the integrity report until all valid errors are corrected. When the system finds no errors, it prints only the cover page.