Payroll Edit Reports
Use this option to generate two reports that allow you to verify employees' timecard entries before you process your payroll:
Payroll Groups Report | Shows the selection criteria entered in the Payroll Setup - Step 2 page. This data includes pay groups, default hours, period start and end date, and default period start and end date. |
Payroll Edit Report | Summarizes the timecard data loaded and entered for each employee. This report also includes specific warnings and error messages to alert you to conditions that could cause errors in employees' pay. |
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:
Report Sort Order | Enables you to sort the Payroll Edit report by department or check location. |
Report Criteria | Enables you to select employees by ID, department, job class, payroll groups, and check location. |
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
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.
Click Next.
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.
Click OK.
In the Report Criteria section, enter criteria identifying the employees to include, and then click OK. Leave blank to include all employees.
In the first Print window, enter settings for generating the Payroll Groups report. The report's default file name is groups.rpt.
Click OK to generate the report.
In the message dialog, click OK to continue.
In the second Print window, enter settings for generating the Payroll Edit report. The report's default file name is payedit.rpt.
Click OK to generate the report.
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.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.