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 Xs (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, like SALARY, derived is not used.
• Then, 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 Xs, 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. Steps 1 through 6 are completed in the Classic Edition; steps 7 through 9 are completed in FundWare 7.20.
1. Define the Payroll/Personnel parameter to contain a Y for the field titled Dist tables. The .DIST TBL employee data item will be automatically created.
2. Define the earning items that will use distribution tables to contain a Y for the field titled Use dist tables.
3. Make a list of the distribution tables you will use.
4. Define edit values for the .DIST TBL employee data item for each table you will use.
5. Enter the exact name of the table you will use in Edited value and a description of the table in Lookup 1.
6. Define the distribution tables using the exact same names as those used in the edit values.
7. Add tables to employees (optional). Distribution tables can be added to the employee records by adding .DIST TBL 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.
8. Create Group Time sheets. When time sheets are generated with Group Time sheets, the distribution table on the employee record is used.
9. Enter/edit Single Time sheets. When time cards are entered manually, you are prompted for a distribution table against which to prorate the amount of earnings entered.
10. After the time card is entered, a message is displayed at the bottom of the screen telling you how many time cards were created and how many errors occurred. Immediately correct any time cards in error. You can scroll time cards, and see the distributions that were made.