The Export Employee Deductions process generates deduction information per employee into a file suitable for importing into external programs such as Excel or Lotus. The intent of this option is to allow the employee's benefit deduction amounts to be compared to the values as supplied by your benefit supplier for reconciliation purposes. This process allows you to select for a range of pay periods, up to 16 deduction groups values. This process can also be run for selected special pay periods. Each column of values report represents the total of the employee's deduction amount and the employer's share for all applicable deductions per column.
This process creates two extract files, ######.CSV a comma separated value file and ######.EXP a fixed field format file. The CSV version file will display automatically when the EXCEL Button is selected. The EXP export file created by this option does not contain a report header while the CSV does. The option to include eligible earnings columns only applies to the CSV format file. Neither export file contains page breaks nor is there formatting done on the numeric values. This process also allows for deduction values to be extracted from a previously run payroll stream. In order to include the payroll stream deduction values the Earnings Detail, Earnings Summary, and the Payroll Processing must be run ahead of time.
NOTE: Export file, ######.EXP will be generated at the same location where your reports are generated unless the output selected is pointed to a disk. When output is directed to a disk the export file will be generated at the location pointed to by the disk definition. This option allows you to have a disk definition that points to a specific disk and directory where you want the export file generated. The CSV file is generated in the work directory of the payroll, pointed to by the logical SRB$OPSWRK. The CSV file is also available for emailing to yourself from the Email process on the main menu.
The EXP export file will only be sent to the disk, by redirecting the output selection you are only controlling where on the disk the export file will be generated.
Batch and Print Queue Screens
The results of this option will always be sent to the disk.
Report on Regular / Shadow YTD File [R/S]
Enter 'R' to run the export based on the regular year to date file.
Enter 'S' to export on the shadow year to date file.
Running the export on the regular year to date file allows you view all transactions including regular payroll entries, cheque cancellations, year-to-date adjustments, manual cheques and history adjustments.
Running the export based on the shadow year to date file gives you access to manual adjustments done between two points in time. The time period is determined by when this shadow file was last deleted and the run time of this report. See the Detailed Adjustments Report for further instructions of the use and maintenance of the shadow file.
When reporting by the year-to-date shadow file is selected, the prompts for a pay period range is bypassed.
Enter Starting History Pay Period Number [YYYYPP]
Enter the starting pay period for a range of history pay periods to include employee's deduction values.
Enter Ending History Pay Period Numbers [YYYYPP]
Enter the ending pay period for a range of history pay periods to include the employee's deduction information.
Report Pay / Adjustment / Manual Cheque / Cheque Cancel [P/A/M/C]
Enter to report on all history record types.
Enter the history record types to be reported. More than one history record type can be reported at one time.
Select 'clear' icon to clear the selected history record types.
Include Current Payroll Information [N/Y]
Enter 'N' to only report on history deduction values.
Enter 'Y' to include deduction values from a previously run payroll stream.
WHEN 'Y' WAS SELECTED:
Enter Current Pay Period [YYYYPP]
Enter the pay period for the payroll stream previously run.
Report By Employee Number Or Employee Name [E/N]
Enter 'N' to produce the results in employee name order.
Enter 'E' to produce the results in employee number order.
Report Employee SIN Or Employee Number [S/N]
Enter 'S' to report the employee's SIN.
Enter 'N' to report the employee number.
Employee Selection By Pay Cycle Code
Enter when employee selection by pay cycle code is not required.
Enter up to 30 pay cycles codes, one at a time, to define the employees to be selected for export. Employees who have a function line with one of the select pay cycles will be included on the export. All function lines will be checked for a match on pay cycle codes.
Report Employees Terminated / On Leave / Both [T/L/B/N]
Exclude Terminated Employees Prior To Date [YYYYMMDD]
Enter a valid date to indicate that employees terminated prior to the date entered are not to be included in this process.
Report Eligible Earnings Columns [Y/N]
Enter ‘N’ to omit the reporting of the eligible earnings columns and only print the deduction amounts.
Enter ‘Y’ to have the applicable total eligible earnings reported before each column of deduction amounts. The eligible earnings columns will only be included on the .CSV format file.
The Following Prompt Repeats 16 Times to Allow for 16 Specific Deduction Groups to be Reported Under Sixteen Different Columns:
Deduction Codes to Report for Column One [##]
Enter 1 to 9 deduction codes. The list of deduction codes entered under each column prompt will determine which employee's deduction amount and employer share portion of all or any deduction will appear under that column of values. The results of the process are as follows: Employee's SIN number Employee's name, the total of the employee's deduction amount and employer share for each of the 16 columns as per deduction codes selected per column. Totals for each of the 16 columns.
Select Excel to run report to CSV
Select Run or click 'enter' to process report
Select New Default Prompts
Define a title and description for the current set of prompts. If the title of an existing prompt set is changed you will create a new prompt set without changing the original set.