The Statement History Adjustments module will only adjust the history of the employee for the specified pay period for prior years. The employee's current totals will not be changed. Statement History Adjustment can be used to adjust the prior year history for changes required for year-end processing.
The ONLY exception to this rule is the special Arrears Deduction code, Group 0 Type 0. The special Arrears Deduction is not a yearly deduction and the year to date totals should always be updated.
In addition, Statement History Adjustments will calculate Pension Credits when required. The amount is calculated when an entry for a pension deduction is accepted. The pension credits are displayed on the deduction screen at the top right, as well as on the final report. The Statement History Adjustments will not process an adjustment with a zero balance. To adjust pension credits without generating earnings, use the Pension Credit Change module.
For Canadian payrolls, the employee's EI deduction values will be automatically calculated based on the earnings entered when an EI deduction code is entered. You can override the automatic EI calculations by setting the OVERRIDE EI to 'Y'es on the initial screen.
Overridden or manual EI entries will not be entered into the EI system (ROE reporting) – only to the employee's history record. The intent of allowing the EI to be manually entered is to allow you to balance for T4 reporting.
The program creates an interface file of all GL distributions related to the YTD adjustment/manual cheque. This file can be interfaced as soon as you want.
An interface file named###%%%%PRIN0B.YPPis created or added to by this process. Where YPP is the last 3 digits of the current pay period, ### is the Finance interface code from the Payroll Master Profile, %%%% is the payroll ID code from the Payroll Master Profile. Decommitment values will NOT be calculated on history adjustments for those payrolls using the commitment system.
When AUTO INTERFACING is active:
When exiting from this process you will be prompted:
Do Auto Interface
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Enter 'N' to omit the auto interfacing
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Enter 'Y' to auto interface the Journal and Invoice Entries interface files.
The Statement History Adjustment Entry process will calculate the employee's storage bank amounts based on earnings entered following the same rules applied to the payroll stream. Days Banks and regular Increment Banks (without hours percentage ratio) will be omitted. The days bank and regular increment banks are banks that should only apply once during a pay period and not be reapplied during an adjustment to a pay period.
Storage bank transactions include storage bank withdrawal and deposits based on the pay codes used as well as full accrual costing of liabilities, when costing has been setup for the storage banks. The GL Liability account must be setup on the storage bank table code for accrual costing to be done.
Throughout the Statement History Adjustment process, the History Memo function is available. When the screen displays memo, you can access existing or add new history memos for the employee's pay period.
NOTE: This report MUST be run online and sent to a printer or to disk.
Pay Period
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Enter the pay period to adjust. The pay period must be for a prior year.
Employee #
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Enter a valid employee number. Use look-up to select the employee by name.
Employee Name
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The employee name is automatically displayed.
Override EI
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Enter "N' to accept automatic EI calculation based on the earnings entered.
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Enter 'Y' to override all automatic EI calculations. Values entered using the override method will not be entered into the EI file system and therefore will not be available for ROE reporting.
DOCUMENT #
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Enter up to 8 characters of a document or reference number.
This number displays on the screen during Payroll History Inquiry as well as listed on the Payroll Register History report.
Pay Code
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Enter the Pay Code to adjust hours or amounts for, the description displays automatically.
Earning entries with a pay code defined as a deposit to a storage bank display with the description 'BNK DEP'. No EI transactions will apply to bank deposit earnings. Deposited earnings are included in the final amount and are reported separately on the report. Bank deposit earnings will be omitted from GL costing distributions.
The following prompt relates only to Canadian payrolls when there is no override on the EI automatic calculation
Period
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Enter to indicate the hours and monies for this entry to be distributed into the period of the history adjustment for the distribution of the EI.
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Enter a pay period prior to the adjustment period to indicate the hours and monies for this entry that should be distributed into that period. This entry allows you to distribute EI insurable earnings to periods prior to the one that the history adjustment is currently being generated for.
Hours
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The number of hours by which the payroll statement history is to be adjusted. The amount can be positive or negative.
Amount
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Enter the dollar amount by which the payroll statement history is to be adjusted. The amount can be positive or negative.
CCOST
The initial default will be the costing from the master function line. After the initial entry of the costing, the default will be the last costing value entered.
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Enter a valid cost center or costing distribution. Enter Dist. 01 or EMP 01 for employee-based costing. The number represents the function line number.
When the CCOST was a Distribution:
The distribution breakdown displays including the percent, hours, amount, costing and GL account per distribution. Distributions that produce invalid GL accounts will not be accepted. You will not be prompted for a GL account.
GL Account
GL Account is bypassed when the costing was a distribution.
By default, the GL account code for the pay code and specified costing displays. Enter to accept the default GL account code or enter an override account code.
The first 20 characters of the GL account or Distribution is displayed.
As you scroll up and down the earning entry lines, the full GL account or costing distribution will be displayed at the bottom of the screen.
Storage Bank Screen
The storage bank screen lists all storage bank transactions generated based on the employee's storage banks and the earnings previously entered. The storage banks transactions may extend to more than one screen and the number of pages of screens are listed at the top. Storage bank transactions cannot be changed within the Statement History Adjustment entry. The values listed duplicate the values that would be generated had the payroll stream been used.
Deduction Screen
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Enter the deduction code to adjust the employer's share, eligible amount and deduction amount.
The deduction codes must be valid deduction codes contained in the deduction code database and must exist on the employee's master deduction list.
When an EI deduction code entered and Override EI not selected (Canada only):
Accept/Adjust Insurable/View Existing
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Enter 'A' to accept the EI values shown.
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Enter 'V' to display the existing EI values for the period of the adjustment.
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Enter 'I' to adjust the insurable produces the following prompts:
Reduce or Accept
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Enter 'A' to accept the EI values.
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Enter 'R' to reduce the EI values.
Hours/Amount to Reduce
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Enter 'A' followed by the amount to reduce the eligible earnings by (e.g., A5.00 will reduce the eligible earnings by 5.00).
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Enter 'H' followed by the value to reduce the hours by (e.g., H1.5 will reduce the total hours by 1.5).
Once the EI insurable is accepted, limiting of the eligible and EI amounts are calculated, the EI deduction amount and employer share is calculated based on the EI eligible shown.
EMPLOYER'S SHARE
Enter the amount of employer's share for the deduction.
Eligible Amount
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Enter the dollar amount of the eligible earnings for the deduction.
Deduction Amount
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Enter the dollar amount of the deduction.
Benefit Amount
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Enter the taxable benefits for the deduction code, if any.
CCOST
The initial default will be the costing from the master function line. After the initial entry of the costing the default will be the last costing value entered.
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Enter a valid cost center or costing distribution. Enter Dist. 01 or EMP 01 for employee-based costing. The number represents the function line number.
Select Function Line to view/select costing from a specific function.
When Function Line is selected:
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Enter the function line number to be selected or using the up and down arrows move to the appropriate function line.
Select GL Costing to view the costing details of the current function line.
Select Close to exit and return to the previous screen without selecting a costing distribution.
When the CCOST was a Distribution:
The distribution breakdown will display including the percent, share, deduction amount, costing and benefit GL account per distribution.
When a Distribution contains an invalid benefit account:
When a distribution produces an invalid or empty benefit GL account you will be prompted to supply a valid benefit GL account. You will be shown the exact distribution or cost center combination that produced the invalid results.
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Enter a valid benefit GL account.
GL Account
GL Account is bypassed when the costing was a distribution.
By default, the benefit GL account code for the deduction code and specified costing will display.
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Enter to accept the default benefit GL account code or enter an override benefit GL account code.
The first 20 characters of the GL account or Distribution displays.
As you scroll through the earning entry lines, the full GL account or costing distribution will display at the bottom of the screen.
Liability GL
The default GL displayed is from the Liability GL setting in the deduction code database for this deduction. Enter to accept this liability GL or enter an override liability GL account.
When a History Adjustment Entry is done against an employee with a contract function line the above screen will appear. This screen lists all the employee's contract function lines and allows you to adjust the contract paid to date, contract units to date, adjusted contract and units to date, and the number of pays remaining in the contract. The changes made to these fields should reflect the adjustments made by the History Adjustment entered.
When all adjustments have been made to the contract values, you are shown the resulting entries to be generated. If the adjustment specified is incorrect, then answering 'N' returns you to the previous screen and allows you to readjust the contract values. An adjustment of all zero entries will not produce an adjustment record in the contract history.
Accepting the adjustment to the contract will only take effect when the History Adjustment has been accepted. Once the History Adjustment has been accepted the employee master contract values will be updated based on the adjustment's values shown. An adjustment to a contract will list as a Transaction Type 'H' in the contract history.
Accept or Cancel History Adjustment
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Enter 'A' to accept this History Adjustment.
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Enter 'C' to cancel all entries made for this employee.