Payroll Edit Reports

Use this option to generate two reports that allow you to verify employees' timecard entries before you process your payroll:

You should run these reports as many times as needed to ensure that your timecards are correct. After you run the Payroll Calculation option, you cannot change timecard data.

Menu Path

From the Human Resources menu, select Entry & Processing. From the Payroll menu, select Pay Run Processing. From the SetUp/Timecards menu, select Employee Time Reports.

Page Sections

The Pay Edit Report page includes the following sections:

Warnings and Error Messages

Thoroughly review the Payroll Edit report. Depending on the messages generated, you may have to correct timecards, employee pay rates, and other records before continuing with the payroll process. After using the Pay Calculation option, you cannot make corrections to your pay run.

The following warnings and error messages appear in the report when the system detects errors in employees' timecard data:

• Time Card Amount = 0

• Time Card Rate Not Equal To Current Rate

• Time Card Entered - Employee Not Yet Working

• Time Cards Entered For Terminated Employee

• Pay Code Table Record Not On File

• Salary Not On File For Salaried Employee

• Hourly Wage Not On File For Hourly Employee

• Daily Wage Not On File For Daily Employee

• Class Table Record Not On File

• Deduction Code Not On File

• Leave Code Not On Leave Table

• Leave Not Valid For This Employee

• Leave Code Current Balance Is 0.00

• No Valid Pay Method, Cannot Calculate Wages

• Federal Tax Table Not On File

• State Tax Table Not On File

• Invalid Payroll Step

• Schedule Not Found In Schedule Table

• Step Is Greater Than Maximum Step For Range

• Hours/Days From Schedule Cannot Be Zero

• Contract Days Cannot Be Zero

• Days Worked Per Year Cannot Be Zero

• Hours Worked Per Day Cannot Be Zero

• R Pay Method Cannot Be Used With Hourly Schedule

• Pay/Year Cannot Be Zero With R Pay Method

• Range Not On Range/Step Table

• Time Card Entered for Pending Employee

• Non-Overtime Hours Entered Less Than Normal (##.##) Hours

In addition to warnings and error messages, the Payroll Edit report may include the message Advance Pay Time Cards. This is intended to alert you to employees who are receiving advanced pay. It does not indicate a problem with their timecards.

Generate the Payroll Groups and Payroll Edit Reports

1. On the Time Reports page. Select Payroll Edit Reports. You can select checkboxes for other reports if desired. If you are using the Payroll Wizard, the Time Reports page displays when you click Next on the Edit Employee Time page.

2. Click Next.

3. In the Pay Edit Report page, select the appropriate radio button:

   • Department (default) - to sort the report by departments

   • Check Location - to sort by locations.

4. Click OK.

5. In the Report Criteria section, enter criteria identifying the employees to include, and then click OK. Leave blank to include all employees.

6. In the first Print window, enter settings for generating the Payroll Groups report. The report's default file name is groups.rpt.

7. Click OK to generate the report.

8. In the message dialog, click OK to continue.

9. In the second Print window, enter settings for generating the Payroll Edit report. The report's default file name is payedit.rpt.

10. Click OK to generate the report.

11. Click OK in each of the confirmation dialogs that display.
    If you selected another Time Reports option in Step 2, the appropriate report page displays. Otherwise, the Pre-Calc Report page displays.

12. Review the reports, and then correct any errors identified. You may return to the Time Reports page and re-run the reports as many times as needed until your timecard data is error free.