Changing the Payroll Setup in this way should never be attempted in the live division. It can have major ramifications in the payroll process if not done correctly.
It must always be done in a test division with testing of the payroll process and GL posting.
How Distribution Tables Determine Accounts
When using distribution tables, the determination of accounts follows this formula:
• First, the distribution table is invoked. If the account mask from the table has no X's (mask characters), that account number is used just as it is defined in the distribution table. For example, if the distribution table contains three accounts, 01 02-00 6110, 02 02-00 6110, and 02 03-00 6110, those three accounts are used for the earning item. The account that the earning item derived is not used. (in this example, the earning item is SALARY).
• Next the account number from the earning item is determined. For example, if SALARY is defined to find the GLA and DEPT on the employee record in .S GLA and .S DEPT, that number is found and stored.
If the account mask from the table has one or more X's, those characters are retrieved from the account number stored from the earning item. For example, if a distribution table contains three masks: 01 01-00 XXXX, 02 00-00 XXXX, and 05 00-00 XXXX, the XXXX dimension is retrieved from the account determined by SALARY.
If SALARY determined the account XX XX-XX 6110, these three accounts would be used:
• 01 01-00 6110
• 02 00-00 6110
• 05 00-00 6110
For each distribution mask, the GLA dimension is pulled from the SALARY account.
Use the following steps to implement distribution tables in your Payroll/Personnel module. Again, it must be done in a test division prior to implementing in your live division. You may want Professional Service assistance to determine whether this is your best option.
1. Define parameter:
a. From Payroll > Setup > Payroll Parameter, type C to Change.
b. Type 1 for field to be changed and press Enter.
c. Press Enter until the cursor is at Dist tables, type Y and press Enter.
d. Type 0 to accept the change, and press Enter.
e. Type E to End. The .DIST TBL employee data item will be automatically created.
2. Define edit values:
a. Make a list of the distribution tables you will use.
b. From Payroll > Setup> Employee Data Items, type C to Change.
c. Type .dist tbl and press Enter.
d. Type 5 for field to change and press Enter.
e. Type A to Add and type the name of the distribution table in the Edited value.
f. Press Enter, type a description of the table in Lookup 1, then press Enter and ESC. If you have other distribution tables to add, you can type A to Add and continue to add the new tables until all have been added.
g. Type E to End, type 0 to accept.
h. Press ESC and E to End.
3. Define earning items:
a. From Payroll > Setup > Historical Data Items type C to Change
b. Type the name of the earning item that will use the distribution tables and press Enter
c. Type 4 for field to be changed and press Enter.
d. Press Enter 3 times and type Y for Use Dist Table.
e. Press Enter until the top of the screen says, Enter field to be changed (0 to accept), type 0 to accept and press Enter.
f. Press ESC and type E to End.
4. Define the distribution tables using the exact same names as those used in the edit values (step 2e above):
a. From Payroll > Maintenance > Distribution tables, type A to Add.
b. Type in the exact name of the table used in step 2e above, and press Enter.3. Type a description, and press Enter.
c. In field 2 enter the account numbers and the percent of distribution. Make sure the total equals 100%.
d. Accept the changed and E to End.
5. Add tables to employees (optional):
The user may need to log out of FundWare and log back in to see the distribution tables in the Pay Calculation tab. Distribution tables can be added to the employee records by adding Distribution Table and a value in the employee data item portion of the employee record. Do this for employees that use the same distribution table every pay period. Salaried employees with a fixed distribution should have a data item on their record. Hourly employees that either have no distribution table or use a different table every pay period, should not have a distribution table on their record.
a. From Payroll > Open select the Active Employee folder.
b. Edit the employee to add the new distribution table to the record.
c. Select the Pay Calculation tab.
e. Click New, select Distribution Table and click OK.
f. Click the drop-down arrow in the Value column for Distribution Table and select the table for the employee.
g. Click OK