Global Function Line Processing

This process provides the ability to globally add, change or delete function lines with multiple layers of selection and exclusion criteria. It is strongly recommended you do a backup of your payroll before running this option in process mode as this option is not reversible, except from a backup. This option includes the feature to run in report only mode. It is recommended all Global Function Line processing be run first in report only mode and the resulting report reviewed thoroughly to ensure accuracy before proceeding to run for real.

This process will NOT set a function line field to a code that is not currently valid in the data base. All invalid data base codes generated will be reported on the error report. The reporting of the invalid database codes is optional.

On Function Line Changes, when an employee's code already equals the new value, the function line is not changed or reported.

This process does not restrict you from making changes to the function line which the payroll will consider invalid, but rather a report is generated warning you of any invalid changes. For example, you could change the hours of a Fixed paid function line to zero, and a warning message would be generated. This flexibility is allowed with the assumption that you intend to do addition changes to those selected function lines. DO NOT disregard warning message as those results will cause errors when running the payroll stream.

On function line additions, you define the values to be applied for each function line element. You may leave fields empty to indicate you want that value to be pulled from the employee's existing master or first function line.

The selection and exclusion criteria values as well as the Change to value allows the use of the wild card '?'. The '?' character means that element value is to be taken from the employee's code to form a new selection code or new change to code. For example, you could enter a selection cost center with the value of ?????????8, meaning include all function lines with a cost center that has the last character equal to an 8 regardless of the other characters. The use of the '?' is not available on the numeric fields such as hours, pay rate and percent employed. When both selection criteria are entered the employee must match on both criteria in order to be selected.

For payrolls using the Percent Employed field in the Users Specific Parameters Profile the option to select by and change the Percent Employed field is available. When changing the Percent Employed value, changes are also automatically made to the hours and pay rate for that function line. Changes to the salary grid will also have the same effect to the hours and pay rate. For Salaried function lines only, the hours are automatically adjusted. Function lines with an Override Salary Grid as defined in the Users Specific Parameter Profile will only have the Percent Employed changed, changes to the hours and rate will be omitted during a Percentage change. The Percent Employed feature only applies to function lines with a pay type of Fixed, Salaried, Annual and Contract. Function lines with pay types of Lump, Hourly and Part Time will always be omitted for Percent Employed selection and changes. Individual changes to the pay rate and hours are not available to employees with an active Percent Employed on the function line, unless the function line uses an Override Salary Grid. The report indicates when an Override Salary Grid has prevented the rate and or hours from being changed.

This process includes the option to maintain multiple sets of stored prompts.

Name the prompt sets by defining a title up to 10 characters, with a 30-character description. The prompt set description will be included on the header of the report.

On the first prompt click the Report Defaults icon to select an existing set of prompt values. You can delete prompt sets or change the description from the Report Default icon.

A Backup of the Files is Recommended.

Continue or Exit

Enter 'C' to continue with the global function line changes.
Enter 'E' to exit from this process back to the menu.

Process Function Line Changes, Add or Delete

Enter 'C' to process a global function line change.
Enter 'A' to process a global function line addition.
Enter 'D' to process a global function line deletion.

Select Employees by Code

Enter a 2-character code to define which field to use for employee and/or function line selection for the first level of selection. Use the look-up to scroll through the list of options.
Enter 'EM' to select employees based on employee number. Selection by employee number is only available on the first level of selection.
- - Employee Number – EM
  - Location Code – LC
  - Salary Grid – GR
  - Pay Cycle Code – CY
  - Pay Type – PT
  - Pay Code – PC
  - Pay Rate – PR
  - Base Hours - HR
  - Cost Center – CS
  - Occupation Code – OC
  - Employee Type – ET
  - Shift Code – SC
  - Start Date – SD
  - End Date – ED
  - General Ledger – GL
  - Position Code – PS
  - Percent Employed - PE

When Employee Selection is by Employee Number:

Report All or Selected Employees

When employee selection is by any field other than employee number, you are prompted to enter one or more of that code or value. You may enter valid codes or any combination using the wild card '?'. The wild card is not a valid entry for numeric fields such as hours. The list of values entered will determine if an employee's function line will be selected for changes.

When selection by GL account was chosen:

Select by Default Earnings GL or Deduction GL

Enter 'E' to do employee selection based on the employee's default earnings GL account.
Enter 'D' to do employee selection based on the employee's default benefit GL account.

Enter GL Account for Employee Selection

Enter one or more GL codes to be used for employee selection. GL codes may include the wild card character '?'.
Enter 'BLANK' to indicate selection will occur when the employee's GL account is empty.

Select Employee's by Alternate Code

Location Code – LC
Salary Grid – GR
Pay Cycle Code – CY
Pay Type – PT
Pay Code – PC
Pay Rate – PR
Base Hours - HR
Cost Center – CS
Occupation Code – OC
Employee Type – ET
Shift Code – SC
Start Date – SD
End Date – ED
General Ledger – GL
Position Code – PS
Percent Employed - PE

There are 3 alternate employee selection definition available. Each definition will be applied to the employee / function line for selection and an employee / function line must match all levels of criteria to be included in the process.

Enter a 2-character code to define which field to use for employee function line selection. Use look-up to scroll through the list of options. When both selection criteria are defined, the function lines must meet both criteria in order to be selected.

Report Terminated, On Leave, Both or None

Exclude Employees by Alternate Code

Location Code – LC
Salary Grid – GR
Pay Cycle Code – CY
Pay Type – PT
Pay Code – PC
Pay Rate – PR
Base Hours - HR
Cost Center – CS
Occupation Code – OC
Employee Type – ET
Shift Code – SC
Start Date – SD
End Date – ED
General Ledger – GL
Position Code – PS
Percent Employed - PE

There are 3 levels of employee / function line exclusion definitions available. Each definition will be applied to the employee / function line for select and an employee / function line must match all levels of criteria to be included on the process.

Enter a 2 character code to define which field to use for employee function line selection. Use look-up to scroll through the list of options. When both selection criteria are defined, the function lines must meet both criteria in

Exclusion by employee number, EM, is by individual employee number only.

When Processing a Function Line 'C'hange was selected:

Select Item Code to Change

Enter a 2-character code to define which function line field will be changed. Use look-up to scroll through the list of options.

NOTE: Changes to cost center codes only applies to those function line costing where a cost center is currently defined.

Location Code – LC
Salary Grid – GR
Pay Cycle Code – CY
Pay Type – PT
Pay Code – PC
Pay Rate – PR
Base Hours - HR
Cost Center – CS
Occupation Code – OC
Employee Type – ET
Shift Code – SC
Start Date – SD
End Date – ED
General Ledger – GL
Position Code – PS
Percent Employed - PE

Enter Replacement Salary Grids Code

Select the value of the field to be used in changing the function line. This change to value may also contain the wild card '?' where appropriate. Function lines will not be changed with invalid data base codes.

The function lines CANNOT be globally changed to use the Contract pay type. The definition of the Contract pay type requires manual setting of additional contract information and must be done through Employee Record Changes.

When Change to GL Account was Chosen:

Change to Default Earnings GL or Deduction GL

Enter 'E' to indicate the employee's default earnings GL is to be changed.
Enter 'D' to indicate the employee's default benefit GL is to be changed.

Enter Replacement Pay Rate

The pay rate of Fixed, Annual or Contract function lines that has the Percent Employed active cannot be changed, unless the function line uses an Override Salary grid.

NOTE: To make a percentage change to a pay rate, enter '%' followed by the percentage. For example, %1.5 will indicate the pay rate is to be multiplied by 1.5. This feature is intended for use on Lump Sum function lines.

Enter Replacement Base Hours

You CANNOT change the base hours of a Fixed, Salaried, Annual, or Contract function line that has the Percent Employed active, unless the function line uses an Override Salary grid.

NOTE: For payrolls where the hours are not tied to the salary grids, you can globally increase or decrease the base hours using a percentage. To make a percentage change to a base hour, enter '%' followed by the percentage. For example, %.75 will indicate the base hours are to be multiplied by .75 or reduce by 25%.

When Processing a Function Line 'A'ddition was selected:

Select the function line values to be used on the function line addition. Wild carding does not apply to function line additions, except for the GL account.

On function line additions, you define the values to be applied for each function line element. You may leave fields empty to indicate you want that value to be pulled from the employee's existing master or first function line.

You can define a Cost Center and / or a GL account to be used on the function line to be added or have the costing create from the existing master function line costing. This would include creating a distribution should the master function line have a costing distribution You can also define a GL to be wild carded against the master function GL.

When the function line to be added is defined as a Contract pay type, you are prompted for values to be used for the Payments in Contract and Periods in Contact. Should the function line being added be defined with out a pay type and the pay type is derived from the master function line, the Payment and Period in Contract will be taken for the current master function line values.

Report Only or Process

Enter 'R' to generate a report only. The function lines are NOT adjusted.
Enter 'P' to have the changes applied to the function lines.

Suppress Reporting of Invalid Database Codes

Enter 'N' to include the invalid database, codes generated by this process. The employee will NOT be updated with the change only reported.
Enter 'Y' to suppress the printing of invalid database codes.

The report for function line changes lists the following:

The Employee number, name and employee status
The function line number selected for changing
The code or description of the value used to select the function line for changing
The original value of the field
The new value to be applied to the function line
The total number of employees changed
The selection and exclusion criteria values used

The report for function line Additions lists the following:

The Employee number, name and employee status
The function line number and function line field values of the function line selected to be added
The total number of employees to have function lines added
The total number of function lines to be added
The selection and exclusion criteria values used
The total number of employees changed

The report for function line Delete lists the following:

The Employee number, name and employee status
The function line number and function line field values of the function line selected to be deleted
The total number of employees to have function lines deleted
The total number of function lines to be deleted
The new value to be applied to the function line
The selection and exclusion criteria values used

The Warning/Error Listing includes the following:

The employee number, name and employee status
The function lines number selected for changing

Warnings:

The value used for the function line change is invalid for that function line. The function line will be changed. Additional changes are required.
A warning message which explains the problem. For example, you would be warned when function line has been changed from a pay type of Fixed to Hourly. The pay rate in this case will also require adjustment.

Errors:

The database code intended to be used on the function line. The reason the change was not made.
When function line deletion would select to delete the employee last or only function line, an error is indicated. One function line is mandatory per employee.
The total number of warnings/errors.