Earning Transactions (Payroll Tab)

This screen allows you to view earning-related transactions for closed pay runs. This is useful during the payroll review process when you need to examine past transactions, whether they be for a single pay sequence or across a range of historical pay runs. Note: The data presented in this screen is for review purposes only and cannot be edited.

View step-by-step tutorial

Common Buttons

Visit the Button Descriptions help page to view detailed descriptions of each button that appears on your screen (whether in the Button Bar at the top of the table, or in the table itself). Note: If a button is unavailable (i.e. its text appears in Gray), either the command is not applicable to the current screen, or its function has already been applied (e.g. you clicked the New button for an item that can only be added one time).

Context-Specific Buttons (that are unique to this screen, or that require additional instruction)

Load Sequence - This button allows you to load the payroll transactions for a given pay sequence. Clicking the button loads each employee's payroll transactions for the pay sequence that is displayed in the drop-down list that appears to the right of the button. If you load a regular pay sequence where all of your employees have been paid, each row will represent a single person along with his/her individual pay sequence details. If you load a special pay sequence where a specific number of employees were paid, then only those employees will appear in the table.

The pay sequence number is sequentially assigned and increments for every pay calculation regardless of the calculation type. For example, if your payroll is set to semi-monthly, and you calculated only Normal pay types throughout the year (i.e. no other special pay types), the final sequence at year-end would be 24 (24 normal pays per year). Each time you run other pay type (e.g. Additional, Extra, Reversal, etc.), this number increments accordingly. This number is for convenience only and can be used to track specific pay runs for historical or review purposes.

Each pay sequence is displayed with a series of identifiable information based on the following format: (pay period / pay sequence) start date - end date : pay date.

The following section of this help page describes the various columns and cells shown in the main table on this screen. If you see a description on this help page for a column that does not appear on your screen, you can add the additional column to your view by using the Customize option under the Views button (located at the left side of the screen just above the table). Refer to the Customize View help page for more help on this feature.

Hidden Rows - The columns on the right side of the table contain sub-rows that may be hidden from view initially (to provide more screen space). If required, these additional rows can be revealed by selecting the Expand Row icon (the right-facing triangle at the left side of each employee's top row). Expanding the rows provides access to the individual settings for each sub-row.

Amount

This uneditable cell shows the amount that was paid for the earning, based on the selected pay sequence.

Code

This uneditable cell displays the earning's Code (also referred to as the Name of the earning) as defined in the Earning Items screen (accessible via the Payroll tab's Employee - Earning Items menu command).

Distribution

This uneditable cell shows the distribution code to which this earning was charged (expensed). Please refer to the Distributions help page for more details on this feature.

Employee No.

This cell displays the unique number that identifies the employee in this payroll. Alphanumeric characters (letters and numbers) may be used. e.g. 001, or MGM001.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage its content.

End

This uneditable cell displays the effective ending date for the earning.

Given Name

Use this cell to enter the employee's first name (also referred to "given name" or "personal name"). For example, John Smith's given name is "John". The cell supports special characters - e.g. María-Jose or Günther.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage its content.

Hours

This uneditable cell displays the amount of hours that were worked for the earning for the chosen pay sequence.

Pay Sequence

This cell displays the payroll sequence number that is currently being viewed (i.e. the sequence that was chosen when the Load Sequence button was selected). To view a different pay sequence, you must choose one from the drop-down list beside the Load Sequence button, and then click the button to load the data.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage its content.

Rate

This uneditable cell shows the rate that was assigned for the earning, based on the selected pay sequence.

S/H

This uneditable field indicates if the earning is a Salary or Hourly type of earning.

Start

This uneditable cell displays the effective starting date for the earning.

Surname

Use this cell to enter the employee's surname (also referred to "family name or "last name"). For example, John Smith's surname would be entered as Smith. You can also enter surname prefixes for employee names that require one. For example, John Van Houton's surname would be entered as Van Houten. The cell also supports special characters - e.g. O'Leary or Elkjærd.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage its content.

Total Amount

This uneditable cell displays the total dollar amount paid for the earning based on the chosen pay sequence.

Total Hours

This uneditable cell displays the total amount of hours that were calculated for the earning for the chosen pay sequence.

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