YTD Deductions and Benefits (Year-to-Date) - (Payroll Tab)

All deduction/benefits, earnings, accumulators, and statutory items accrue year to date (YTD) values over the year and represent the total of all monies or hours that were paid to or accrued by those items for the current year. Although most payroll situations will typically use these values as the "final" amounts for year-end purposes, you may encounter a situation where you need to adjust the amounts manually. This screen allows you to view and modify year-to-date deduction/benefit values for your employees.

The most common example is when you are starting a new company and need to enter any current payroll amounts for your employees. If any pay cheques have been issued for the year, the year-to-date amounts will need to be recorded prior to starting the payroll in the eNETEmployer program.

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Common Buttons (included on all screens)

The following command buttons appear on all screens. Choose a button to view detailed description of each command. 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). You can also view the Button Descriptions help page to see the detailed descriptions of all program button on a single help page.

Save New Delete Reload Tools Help

Save - Clicking this button saves all pending table changes to the program database. If a row is currently being edited, the changes will be saved and the row's checkmark () will remain so that you can continue making further edits.

New - This button allows you insert a new row (item) in the current table. Clicking the button adds the new row at the top of the table and activates Edit Mode so you can enter the data required for each cell. Note: If this button includes a drop-down list immediately to its right, you must first select an item from the list so that the new row will be based on the chosen list item.

Delete - Clicking this button removes the current row from the table. If you have multiple rows selected, all of the rows will be removed. When you click the button, you are prompted to make sure you want to delete the item(s) as the action cannot be undone.

Important Considerations - While most program screens allow you to delete a row easily, some screens contain items that require special consideration before deleting:

Employees - When you delete an employee from the Payroll tab's Employee - Setup Employee screen, the employee will no longer be visible on any screen in the Payroll tab other than the Employee - Status Parameters screen (the latter screen is required so that the employee can undeleted if necessary). If you delete an employee from the Employee Database, the employee is irretrievable. Refer to the Deleting Employees tutorial for more information.

Linked Items - Care should be taken when deleting an item(s) as they may be associated with other items in your database. If you attempt to delete an item and receive the following message: "Cannot delete <item> because it is linked to the following item:", it means that the item is associated (linked) with another item in the program. The item cannot be deleted until you remove the link/association between the two items. Refer to the Deleting Linked Items help page for more information.

Sub Rows - Some screens contain sub-rows that will appear under the main row that you are deleting. If you see an Expand icon () at the leftmost side of the row, you may wish to expand the main row to ensure that you are deleting the proper items. Note: If you are presented with an error message stating that "the first item should be deleted last", it indicates that you must delete all of the sub rows first before you can delete the main row. For screens that offer a Trash icon () to the left of the main row, you can choose the icon to remove the row and all of it's sub-rows in one action.

Reload - Clicking this button refreshes the browser page and replaces the data in the current screen with the last saved copy from the database. This is useful if you have made a number of changes to a row and wish to discard them all in one operation. Note: Remember that eNETEmployer saves the changes to a row each time a new row is selected. Thus, if you edit three rows in succession and then select the Reload button, only the third row will be restored.

Tools - Clicking the button displays a drop-down menu with special data functions that are available for the current screen. Depending on the which screen you are viewing, the options may include any of all of the following:

Audit - This option opens the History window that displays a list of changes that have been made to the current row. Changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.

Backup - This option creates a backup file that contains your complete company database (from all program modules, including Payroll, HR, Recruitment, etc.) - including all of the necessary information required to restore your data to the last program state when the backup was created. Depending on your browser settings, the backup file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file. Click here to view a detailed description of the Backup command.

Export - This option saves the current table's data to a semicolon-separated file that can be opened in a spreadsheet program. The export function is carried out immediately upon choosing the command. Depending on your browser settings, the file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file. Refer to the Export a File for Proper Formatting note above for more information on the export feature.

Import - This option allows you to import data from a character-separated (comma or semi-colon) spreadsheet file. Choosing the option opens a popup window where you can specify the file to be imported.

Messages - This option displays the Messages Log window that contains a running log of program messages that appear above the table. This log will be active for the login session, and will be cleared when you log out or the program, or if the system times out. The popup window contains thee command buttons:

Print - This button opens the Print window so that you can print a copy of the current table. A preview of the table will appear in a preview window before printing so that you can adjust the print settings as needed.

Copy - This button copies the full contents of the Messages Log window to your computer's virtual clipboard. If you wish to copy only a portion of the text shown, select the desired text, and then press <Ctrl>+<C> on your keyboard.

More - This button scrolls the window so that you can view messages that appear outside of the current view. You can also use the scroll bars at the left of the window to scroll through the window.

Print - This option opens the Print window so that you can print a copy of the current table. A preview of the table will appear in a preview window before printing so that you can adjust the print settings as needed.

Report - Available on the Payroll tab's Payroll Processing - Calculations screen only, this option generates an interim Payroll Register report so that you can review the details of the current pay sequence.

Help - Clicking this button displays a list of the various tutorials and online help tools that are provided for the current screen. The Online Help option provides a detailed description of each column and item on the current screen. The Step-by-Step option provides a tutorial for the current screen where you can follow along with the lesson one step at a time.

Table Columns

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.

Audit

This button allows you to view a list of changes that have been made to the current item. Choosing the button opens the Audit History window where item changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.

Benefit Adjustment

Use this cell to enter the amount by which the benefit needs to be increased (if required). The amount entered here will be added to the value shown in the Amount cell to arrive at the adjusted benefit total. For example if an employee's calculated benefit value (shown in the Benefit Amount cell) needs to be increased by $50, you would enter 50.00 in this field. Conversely, if an employee's calculated benefit value needs to be reduced by $50, you would enter -50.00 in this field (since the program supports negative values) - however the suggested method for negative YTD adjustments would be to use the Benefit Adjusted Amount cell instead (see below).

Benefit Adjusted Amount

Use this cell to enter the total revised amount to which the benefit needs to be changed. The amount entered here will override the calculated amount shown in the Amount cell. For example if an employee's actual benefit amount needs to be adjusted to read $50.00 but the calculated benefit value (shown in the Benefit Amount cell) reads $55.00, you would enter 50.00 in this field.

Benefit Amount

This uneditable cell shows any year to date amounts that have been accrued by this benefit. If the amount needs to be adjusted and you know of the "revised" total amount, enter this amount into the Benefit Adjustment Amount cell. However, if you only know the specific amount by which the benefit is in error, then enter this amount in the Benefit Adjustment cell.

Code

This uneditable cell shows the name of any deduction that has accrued a year-to-date balance. Deduction details can be edited using the Deductions screen.

Deduction Adjustment

Use this cell to enter the amount by which the deduction needs to be increased (if required). The amount entered here will be added to the value shown in the Deduction Amount cell to arrive at the adjusted deduction total. For example if an employee's calculated deduction value (shown in the Deduction Amount cell) needs to be increased by $50, you would enter 50.00 in this field. Conversely, if an employee's calculated deduction value needs to be reduced by $50, you would enter -50.00 in this field (since the program supports negative values) - however the suggested method for negative YTD adjustments would be to use the Deduction Adjusted Amount cell instead (see below).

Deduction Adjusted Amount

Use this cell to enter the total revised amount to which the deduction needs to be changed. The amount entered here will override the calculated amount shown in the Deduction Amount cell. For example if an employee's actual deduction amount needs to be adjusted to read $50.00 but the calculated deduction value (shown in the Deduction Amount cell) reads $55.00, you would enter 50.00 in this field.

Deduction Amount

This uneditable cell shows any year to date amounts that have been accrued by this deduction. If the amount needs to be adjusted and you know of the "revised" total amount, enter this amount into the Deduction Adjustment Amount cell. However, if you only know the specific amount by which the deduction is in error, then enter this amount in the Deduction Adjustment cell.

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.

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.

Status

This uneditable cell displays the status of the employee in the payroll. The available status options are:

Active - Indicates that the employee is actively engaged in work with the company and is considered active in the payroll.
On Leave - Indicates that the employee is away from work for an indefinite period of time.
Terminated - Indicates that the employee is no longer working at the company and is now excluded from the payroll. Note: Employees are set to this status automatically after a pay has been closed and in which they have been marked as the Last Pay status (see below). It should also be mentioned that the word "terminated" is used as a general "status" term and simply means that a person is "no longer in the payroll" - and is applicable in a number of cases (retiring from the company, quitting the job, permanent job loss, etc.).
Last Pay - Indicates that the next pay run will be the employee's last pay. Note: As mentioned above, if you mark an employee with this status and then close the pay, the employee will be automatically set to the Terminated status and excluded from subsequent pay runs (see above).
Special - Indicates that the employee is to be included in any subsequent Extra, Additional, or Reversal (Special) pay runs. This status is best used in cases where a pay run is to be applied to a single or limited number of employees only. If a Reversal (All) payroll is run, this status will be ignored since all employees will be paid regardless. Note: If you set an employee's status for a single subsequent special pay run, remember to set the status back to Active after the run so that the employee will not continue to be included in subsequent special runs.
Deleted - Indicates that the employee is not working for the company and has been removed from the payroll. This status can be needed in a number of cases such as:
- The employee was created in error or as a duplicate.
- The employee was never paid nor does he/she have any YTD values.
- The employee was created for testing purposes only.
Custom Status - This cell may also display a custom status if you have defined one in the Employer tab's Payroll Define Status screen.

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.

See Also