The Variable Deduction Edit module is for making minor changes to previously entered variable deduction entries. Refer to Variable Deduction Entry for complete documentation on modification of individual entry items. The special EI Rebate Payout icon Variable Deduction cannot be modified, although the entries may be soft deleted.
The Override Variable Deduction icon can be applied to any variable deduction entry through the Modify process. The current setting of the Override Variable deduction flag per entry will be shown in the display window at the bottom of the screen.
When field 'Allow Timesheet/Retro for Inactives', under the Users Specific Parameters Profile, is active you can edit variable deductions for Terminated and On Leave employees without reactivating them.
Variable Deduction Edit allows entries to be both soft deleted and reactivated as well. The payroll stream will not process soft deleted entries. This allows you the ability to soft delete one entry in a batch instead of removing the whole batch. The batch totals do not include the values of deleted entries. Most batch reports and the payroll stream will omit deleted batch entries. The Audit and Balance report and Transaction Inquiries will display the deleted entries. Deleted entries are marked as deleted whenever they display.
Variable Deduction Edit allows the option to access previously closed batches. Field 'Prevent Edit on Closed Batches' in the User Specific Parameter Profile may be set to block access to previously closed batches. Batches that have been processed through a Payroll Update (status Final-Updated) cannot be accessed.
Accessing a previously closed batch requires the batch be re-balanced and closed again.
Each time a batch entry is modified, deleted or undeleted, audit information as to the time, date and name are recorded per entry. This audit information is available through the Employee Transaction Inquiry screen.
The Audit & Balance Report will print deleted entries with the word 'DELETE' at the front of the deleted entry. Modified entries will be printed with the marker '**' replacing the first two digits of the year on the date.
Audit Control Entry
In Variable Deduction Edit the Batch Control Number lookup, by default, will display all the batches for the current year, omitting Updated batches that can not be changed.
To change the Batch Control Number lookup to display selection by payroll calendar periods and batch code, click the Switch between batch or pay period lookup icon. Clicking this icon, a second time will return the lookup feature back to viewing just the batches for the current year.
Emp #
Enter the number of the employee to make changes to or look-up to select by name.
Select the By Batch icon to view employees with variable deduction entries in this specific batch.
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Modify |
Select 'Modify' to change the current detail entry line. Refer to Variable Deduction Entry for complete documentation on modification of individual entry items. The special EI Rebate Payout Toggle entries cannot be modified, those entries may only be soft deleted. Select the Override Variable icon on any prompt during the Modify phase to toggle the Override Variable deduction setting on or off per entry. |
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Delete |
Select 'Delete' to delete the current detail entry line. The variable deduction delete is a soft delete. The date will be displayed as "***********" to indicate the entry line is deleted. Batch totals do not include deleted entries. The screen totals will also only reflect active entries. |
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Undelete |
Select 'Undelete' to undelete the current detail entry line. The screen totals will be adjusted to reflect the activated entry. |
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Compress |
Select 'Compress' to compress out all deleted detail entry lines. These entries will still be updated if changes were made. Compress allows you to view just the entries that will be processed by the payroll run. |
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Cancel |
Select 'Cancel' to clear all changes to this employee's Variable Deduction entries and return to the employee number prompt. When changes are made to the existing entries, you will be prompted to ensure you want to cancel all changes. |
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Save |
Select 'Save' to accept changes and return to the employee number prompt. |
The batch statistics or totals per batch are displayed on exit of the batch. Next to continue.