8813-En Human Resources and Payroll-US Student Manual

COURSE 8813: HUMAN RESOURCES AND PAYROLL-US IN MICROSOFT DYNAMICS GP 10.0

Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement

January 2008 The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. 2008 Microsoft Corporation. All rights reserved. Microsoft and Solomon are either trademarks or registered trademarks of Microsoft Corporation or Dynamics GP Software, Inc. or their affiliates in the United States and/or other countries. Dynamics GP Software, Inc. is a subsidiary of Microsoft Corporation. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.


Table of Contents

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Introduction to Project Series in Microsoft Dynamics GP 10.0 0-1 E-Learning..........................................................................................................0-1 Instructor-Led Training .......................................................................................0-1 Training Materials...............................................................................................0-2 Certifications.......................................................................................................0-2 Certification Exam Preparation Guides ..............................................................0-3 Learning Plans ...................................................................................................0-3 Elements of Training Materials for Microsoft Dynamics .....................................0-4 About This Training Material...............................................................................0-6 Student Objectives .............................................................................................0-8

Chapter 1: System and Organization Setup 1-1 Objectives...........................................................................................................1-1 Introduction.........................................................................................................1-1 Features and Benefits ........................................................................................1-2 Employee Number Setup ...................................................................................1-6 User Setup .........................................................................................................1-7 Lab 1.1 - User Setup ..........................................................................................1-9 Human Resources User Preferences...............................................................1-10 Lab 1.2 - Human Resources User Preferences................................................1-11 Human Resources Preferences .......................................................................1-12 Lab 1.3 - Human Resources Preferences ........................................................1-17 Payroll Preferences and Structure ...................................................................1-18 Organizational Structure...................................................................................1-29 Summary ..........................................................................................................1-42 Test Your Knowledge .......................................................................................1-43 Lab 1.1 - User Setup (Solution) ........................................................................1-44 Lab 1.2 - Human Resources User Preferences (Solution) ...............................1-45 Lab 1.3 - Human Resources Preferences (Solution)........................................1-46 Quick Interaction: Lessons Learned.................................................................1-48 Solutions...........................................................................................................1-49

Chapter 2: Payroll Setup 2-1 Objectives...........................................................................................................2-1 Introduction.........................................................................................................2-1 Setting Up Pay Codes And Types......................................................................2-2 Setting and Activating Post-Dated Pay Rates ....................................................2-8 Other Pay Code Setups .....................................................................................2-8 Setting Up Overtime Rate Manager .................................................................2-13 Setting Up Payroll Integration To Payables Management................................2-18 Setting Up Employee Classes..........................................................................2-22 Lab 2.1 - Setting Up Employee Classes...........................................................2-30 Payroll Direct Deposit Setup.............................................................................2-32 ACH File Setup.................................................................................................2-37 ACH Header and Footer Setup ........................................................................2-39 Setting Up Taxes and Compensation Codes ...................................................2-40 Summary ..........................................................................................................2-50 Test Your Knowledge .......................................................................................2-51 Lab 2.1 - Setting up Employee Classes (Solution) ...........................................2-52


Human Resources and Payroll-US in Microsoft Dynamics GP 10.0

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Quick Interaction: Lessons Learned.................................................................2-54 Solutions...........................................................................................................2-55

Chapter 3: Deductions and Benefit Setup 3-1 Objectives...........................................................................................................3-1 Introduction.........................................................................................................3-2 Setting Up Deductions and Benefits...................................................................3-2 Granting Payroll View Access To A User ...........................................................3-3 Setting Up Benefit Preferences ..........................................................................3-3 Setting Up Miscellaneous Benefits .....................................................................3-6 Setting Up A Garnishment..................................................................................3-9 Setting Up Earnings Codes ..............................................................................3-11 Setting Up Maximum Garnishment Rules ........................................................3-12 Saving Garnishments to Payroll .......................................................................3-14 Using Zero Benefit and Deduction Amounts ....................................................3-14 Setting Up a Copayment Record......................................................................3-14 Setting Up a Health Insurance Coverage Type................................................3-15 Setting Up a Health Insurance Benefit .............................................................3-15 Lab 3.1 - Health Insurance Setup.....................................................................3-18 Setting Up An Age-Based Life Insurance Benefit.............................................3-19 Setting Up A Fixed-Amount Life Insurance Benefit ..........................................3-21 Lab 3.2 - Life Insurance Setup .........................................................................3-23 Setting Up A Retirement Plan ..........................................................................3-24 Lab 3.3 - Retirement Plans Setup ....................................................................3-26 Setting Up A Standard Deduction ....................................................................3-27 Setting Up a Company-Level Deduction Sequence .........................................3-33 Setting Up Deduction In Arrears.......................................................................3-34 Completing a Benefit or Deduction Setup ........................................................3-35 Modifying or Deleting Company Setups ...........................................................3-36 Summary ..........................................................................................................3-37 Lab 3.1 - Health Insurance Setup (Solution) ....................................................3-38 Lab 3.2 - Life Insurance Setup (Solution) .........................................................3-40 Lab 3.3 - Retirement Plans Setup (Solution) ....................................................3-43 Quick Interaction: Lessons Learned.................................................................3-44

Chapter 4: Other Human Resources Setups 4-1 Objectives...........................................................................................................4-1 Introduction.........................................................................................................4-1 Interviews ...........................................................................................................4-2 Lab 4.1 - Interviews ............................................................................................4-4 Skills, Skill Sets and Tests .................................................................................4-5 Lab 4.2 - Skills, Skill Sets and Tests ................................................................4-10 Orientation and Termination Checklists............................................................4-11 Training Courses and Classes .........................................................................4-15 Setting Up a Training Course ...........................................................................4-16 Setting Up a Training Class..............................................................................4-19 Linking Skills To a Training Class.....................................................................4-20 Extra Fields and User-Defined Fields Setup ....................................................4-21 Lab 4.3 - Defining the Employee User Defined Window ..................................4-28 Review Policy Setup.........................................................................................4-29


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Lab 4.4 - Review Policy Setup .........................................................................4-32 Creating a Property Item Record......................................................................4-33 Lab 4.5 - Creating a Property Item Record.......................................................4-34 Summary ..........................................................................................................4-35 Test Your Knowledge .......................................................................................4-36 Lab 4.1 - Interviews (Solution)..........................................................................4-37 Lab 4.2 - Skills, Skill Sets and Tests Setup (Solution)......................................4-38 Lab 4.3 - Defining the Employee User Defined Window (Solution) ..................4-39 Lab 4.4 - Review Policy Setup (Solution) .........................................................4-41 Lab 4.5 - Creating a Property Item Record (Solution) ......................................4-42 Quick Interaction: Lessons Learned.................................................................4-43 Solutions...........................................................................................................4-44

Chapter 5: Applicants 5-1 Objectives...........................................................................................................5-1 Introduction.........................................................................................................5-1 Requisitions and Applicant Costs.......................................................................5-2 Lab 5.1 - Adding a Requisition ...........................................................................5-7 Applicant Entry ...................................................................................................5-8 Lab 5.2 - Adding an Applicant Record..............................................................5-12 Applicant Background ......................................................................................5-13 Applicant Skills and Tests ................................................................................5-16 Interviews, Offers and Hiring ............................................................................5-21 Lab 5.3 - Adding an Interview Record ..............................................................5-27 Lab 5.4 - Adding an Offer .................................................................................5-28 Lab 5.5- Hiring an Applicant .............................................................................5-29 Modifying or Deleting Applicant Records .........................................................5-30 Summary ..........................................................................................................5-30 Test Your Knowledge .......................................................................................5-31 Lab 5.1 - Adding a Requisition (Solution) .........................................................5-32 Lab 5.2 - Adding an Applicant Record (Solution) .............................................5-34 Lab 5.3 - Adding an Interview Record (Solution)..............................................5-35 Lab 5.4 - Adding an Offer (Solution).................................................................5-36 Lab 5.5 - Hiring an Applicant (Solution)............................................................5-37 Quick Interaction: Lessons Learned.................................................................5-38 Solutions...........................................................................................................5-39

Chapter 6: Employee Maintenance 6-1 Objectives...........................................................................................................6-1 Introduction.........................................................................................................6-2 Adding an Employee I-9 Record ........................................................................6-2 Lab 6.1 - Adding an Employee I-9 Record .........................................................6-4 Creating an Employee Record ...........................................................................6-5 Inactivating an Employee Record.......................................................................6-8 Reactivating an Employee Record .....................................................................6-9 Changing an Employee's Position....................................................................6-10 Creating an Additional Position Record for an Employee.................................6-11 Creating Additional Information Records..........................................................6-13 Adding an Employee Address Record..............................................................6-16 Adding an Employee Human Resources Record.............................................6-18



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Employee Vacation-Sick Time Maintenance....................................................6-20 Adding an Employee Contact Record ..............................................................6-21 Adding an Employee Dependent Record .........................................................6-22 Lab 6.2 - Adding an Employee Dependent Record..........................................6-24 Property Records .............................................................................................6-25 Lab 6.3 - Assigning a Property Item to an Employee .......................................6-26 Union Records..................................................................................................6-27 Employee Extra Fields and User-Defined Fields..............................................6-28 Employee Pay Code Maintenance ...................................................................6-31 Entering an Employee Tax Record ..................................................................6-36 Entering an Employee State Tax Record .........................................................6-39 Entering an Employee Local Tax Record.........................................................6-42 Employee Direct Deposit Maintenance ............................................................6-44 Deduction Direct Deposit Maintenance ............................................................6-49 Beginning Balances..........................................................................................6-52 Pay Steps Maintenance ...................................................................................6-55 Modifying or Deleting Employee Records ........................................................6-58 Summary ..........................................................................................................6-59 Lab 6.1 - Adding an Employee I-9 Record (Solution) .......................................6-60 Lab 6.2 - Adding an Employee Dependent Record (Solution)..........................6-61 Lab 6.3 - Assigning a Property Item to an Employee (Solution).......................6-63 Quick Interaction: Lessons Learned.................................................................6-64

Chapter 7: Employee Attendance 7-1 Objectives...........................................................................................................7-1 Introduction.........................................................................................................7-1 Attendance Setup...............................................................................................7-2 Lab 7.1 - Setting Up Attendance ......................................................................7-11 Lab 7.2 - Pay Period Setup ..............................................................................7-12 Lab 7.3 - Setting Up Accruals...........................................................................7-13 Lab 7.4 - Setting Up An Accrual Schedule .......................................................7-14 Lab 7.5 - Setting Up A Time Code ...................................................................7-15 Employee Maintenance and Summary.............................................................7-16 Lab 7.6 - Adding An Employee Attendance Maintenance Record ...................7-20 Attendance Transactions..................................................................................7-21 Lab 7.7 - Using Human Resources - Attendance Transaction .........................7-25 Vacation Planning ............................................................................................7-26 Using Payroll For Attendance...........................................................................7-31 Lab 7.8 - Vacation Planning .............................................................................7-34 Summary ..........................................................................................................7-35 Lab 7.1 - Setting Up Attendance (Solution) ......................................................7-36 Lab 7.2 - Pay Period Setup (Solution) ..............................................................7-37 Lab 7.3 - Setting Up Accruals (Solution) ..........................................................7-39 Lab 7.4 - Setting Up An Accrual Schedule (Solution).......................................7-40 Lab 7.5 - Setting Up A Time Code (Solution) ...................................................7-41 Lab 7.6 - Adding An Employee Attendance Maintenance Record (Solution) ...7-42 Lab 7.7 - Using Human Resources - Attendance Transactions (Solution) .......7-43 Lab 7.8 - Vacation Planning (Solution) .............................................................7-45 Quick Interaction: Lessons Learned.................................................................7-46

Chapter 8: Employee Benefits 8-1


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Objectives...........................................................................................................8-1 Introduction.........................................................................................................8-1 Benefit Enrollment ..............................................................................................8-2 Lab 8.1 - Enrolling An Employee In A Health Insurance Plan ..........................8-15 Lab 8.2 - Enrolling An Employee In A Life Insurance Plan...............................8-16 Lab 8.3 - Enrolling An Employee In A Retirement Plan....................................8-17 Lab 8.4 - Enrolling An Employee In A Miscellaneous Plan...............................8-18 Deduction and Benefit Records........................................................................8-19 Family and Medical Leave Act (FMLA).............................................................8-26 COBRA.............................................................................................................8-32 Benefit Summary and History...........................................................................8-37 Total Compensation .........................................................................................8-40 Summary ..........................................................................................................8-46 Lab 8.1 - Enrolling An Employee In A Health Insurance Plan (Solution)..........8-47 Lab 8.2 - Enrolling An Employee In A Life Insurance Plan (Solution) ..............8-49 Lab 8.3 - Enrolling An Employee In A Retirement Plan (Solution) ...................8-50 Lab 8.4 - Enrolling An Employee In A Miscellaneous Plan (Solution) ..............8-52 Quick Interaction: Lessons Learned.................................................................8-53

Chapter 9: Daily Payroll Procedures 9-1 Objectives...........................................................................................................9-1 Introduction.........................................................................................................9-1 Activate Post-Dated Pay Rates ..........................................................................9-2 Batches And Posting ..........................................................................................9-3 Payroll Transactions...........................................................................................9-8 Lab 9.1 - Entering Employee Mass Transactions.............................................9-40 Lab 9.2 - Entering Payroll Computer Check Transactions ...............................9-42 Lab 9.3 - Building Payroll Checks ....................................................................9-44 Lab 9.4 - Calculating Payroll Checks................................................................9-46 Lab 9.5 - Printing and Posting Checks .............................................................9-47 Payroll Direct Deposit Routines........................................................................9-48 Generate ACH File ...........................................................................................9-51 Summary ..........................................................................................................9-56 Test Your Knowledge .......................................................................................9-58 Lab 9.1 - Entering Employee Mass Transactions (Solution) ............................9-61 Lab 9.2 - Entering Payroll Computer Check Transactions (Solution) ...............9-63 Lab 9.3 - Building Payroll Checks (Solution) ....................................................9-66 Lab 9.4 - Calculating Payroll Checks (Solution) ...............................................9-68 Lab 9.5 - Printing and Posting Checks (Solution).............................................9-69 Quick Interaction: Lessons Learned.................................................................9-70 Solutions...........................................................................................................9-71

Chapter 10: Employee Assets And Development 10-1 Objectives.........................................................................................................10-1 Introduction.......................................................................................................10-1 Employee Education ........................................................................................10-2 Employee Skills and Tests ...............................................................................10-3 Lab 10.1 - Assigning Skills To An Employee Record .......................................10-8 Lab 10.2 - Querying Employee Skills ...............................................................10-9 Lab 10.3 - Creating An Employee Test Record..............................................10-10



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Employee Orientation.....................................................................................10-11 Employee Training .........................................................................................10-12 Summary ........................................................................................................10-16 Test Your Knowledge .....................................................................................10-17 Lab 10.1 - Assigning Skills To An Employee Record (Solution).....................10-18 Lab 10.2 - Querying Employee Skills (Solution) .............................................10-19 Lab 10.3 - Creating An Employee Test Record (Solution) .............................10-20 Quick Interaction: Lessons Learned...............................................................10-22 Solutions.........................................................................................................10-23

Chapter 11: Employee Performance 11-1 Objectives.........................................................................................................11-1 Introduction.......................................................................................................11-1 Employee Discipline .........................................................................................11-2 Lab 11.1 - Employee Discipline........................................................................11-5 Employee Grievances ......................................................................................11-6 Employee Reviews...........................................................................................11-7 Lab 11.2 - Employee Review .........................................................................11-12 Employee Injury and Illness............................................................................11-13 Summary ........................................................................................................11-18 Lab 11.1 - Employee Discipline (Solution) .....................................................11-19 Lab 11.2 - Employee Reviews (Solution) .......................................................11-20 Quick Interaction: Lessons Learned...............................................................11-21

Chapter 12: Employee History 12-1 Objectives.........................................................................................................12-1 Introduction.......................................................................................................12-1 Employee Earnings And Position History .........................................................12-2 Employee Transfers .........................................................................................12-4 Employee Termination .....................................................................................12-5 Summary ..........................................................................................................12-9 Test Your Knowledge .....................................................................................12-10 Quick Interaction: Lessons Learned...............................................................12-11 Solutions.........................................................................................................12-12

Chapter 13: Inquiries, Reports And Organization Explorer 13-1 Objectives.........................................................................................................13-1 Introduction.......................................................................................................13-1 Inquiries............................................................................................................13-2 Reports...........................................................................................................13-17 Lab 13.1 - Reports..........................................................................................13-26 Organization Explorer.....................................................................................13-27 Summary ........................................................................................................13-30 Test Your Knowledge .....................................................................................13-31 Lab 13.1 - Reports (Solution) .........................................................................13-32 Quick Interaction: Lessons Learned...............................................................13-33 Solutions.........................................................................................................13-34

Chapter 14: Utilities and Routines 14-1 Objectives.........................................................................................................14-1


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Introduction.......................................................................................................14-1 Human Resources Table Maintenance ............................................................14-2 Company Payroll Record Utilities.....................................................................14-5 Removing Records.........................................................................................14-12 Human Resources Archive.............................................................................14-19 Compensation Management ..........................................................................14-23 Tax Utilities.....................................................................................................14-26 Payroll Updates ..............................................................................................14-31 Payroll Checklist Items ...................................................................................14-32 Payroll Period-End Procedures ......................................................................14-34 Government Forms and Reports ....................................................................14-42 Desk Accessories...........................................................................................14-55 Summary ........................................................................................................14-61 Test Your Knowledge .....................................................................................14-62 Quick Interaction: Lessons Learned...............................................................14-63 Solutions.........................................................................................................14-64

Appendix A: Job Aids A-1 Global and System Setup Checklist .................................................................. A-1 Organization and Payroll Setup Checklist ......................................................... A-1 Applicant Checklist ............................................................................................ A-2 Employee Checklist ........................................................................................... A-3 Attendance Checklist......................................................................................... A-3 Benefits and Deductions Checklist .................................................................... A-4 Computer Check Processing Checklist ............................................................. A-5 Manual Check Processing Checklist ................................................................. A-5 Period-end Procedures Checklist ...................................................................... A-6 Quarter-end Procedures Checklist .................................................................... A-6 Year-end Closing Checklist ............................................................................... A-6 Human Resources and Payroll Setup Reports.................................................. A-8 Human Resources and Payroll Quiz ............................................................... A-21 Payroll Quiz Answers ................................................................................... A-25



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Introduction

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INTRODUCTION TO PROJECT SERIES IN MICROSOFT DYNAMICS GP 10.0

Training is a vital component of retaining the value of your Microsoft Dynamics GP investment. Quality training from industry experts helps keep you updated on your solution and develops skills to maximize the value of your solution. Whether choosing E-Learning, instructor-led training, or self-paced study using training materials, there is a type of training that meets your needs. Additionally, validate your training and demonstrate your expertise with one of many certifications for Microsoft Dynamics. Choose the training or certification type that best enables you to stay ahead of the competition.

E-Learning Online training for Microsoft Dynamics products helps you increase your productivity without spending time away from your home or office. E-Learning allows you to learn at your own pace through flexible access to training, therefore proving beneficial for those lacking the time or budget to travel. E-Learning are online training courses designed to cover detailed concepts on specific product areas and allow you to:

Gain in-depth technical and business application training through daily on-demand training.

Learn at your own pace - lessons can be stopped and restarted, skipped or repeated.

Save time and increase your productivity. Receive product knowledge comparable to instructor-led training

without the need for travel or time away from the office. Gain beneficial training when preparing for Microsoft Dynamics

certification exams. Find tips and tricks to show you how to increase productivity and

save time. Learn about the changes in features and functionality of a new

Microsoft Dynamics product version. Evaluate a new Microsoft Dynamics module or product.

Instructor-Led Training With instructor-led training, you can gain a solid foundation or refresh your knowledge in Microsoft Dynamics products and processes while learning from an expert in an interactive environment. With courses on a variety of topics, you can:

Follow demonstrations and attend presentations. Receive hands-on product experience.



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Participate in classroom activities and discussions with other attendees.

Gain beneficial training when preparing for Microsoft Dynamics certification exams.

Training Materials Training materials can be ordered for the purpose of self-paced study. These materials are comparable to courseware used with instructor-led training, and enable you to:

Learn at your own pace, in your own time. Refer to an abundance of tips, tricks, and insights. Learn using a self-study format when preparing for Microsoft

Dynamics certification exams. For selected training materials there are training material local functionality available which cover country specific features in the product. The training material local functionality add on to existing training materials and are designed to teach local functionality within a given country. Please notice that training material local functionality are used only in conjunction with the training material, not as stand-alone training materials

Certifications Certifications help identify and distinguish an individuals technical skill set using a Microsoft Dynamics or related business product. Certifications for Microsoft Dynamics are widely recognized by industry employers and provide an objective validation of an individuals knowledge. Organizations that employ certified individuals benefit from a complete approach to learning certified individuals have higher skills retention and increased productivity. Organizations can streamline their employee recruitment process and lower their external support costs plus downtime by maintaining technically skilled employees by requiring Microsoft Certified Business Management Solutions Specialist and Professional certifications.

Microsoft Certified Business Management Solutions Specialist The achievement of this certification demonstrates an individuals proficiency in one module of a Microsoft Dynamics or related business product. Microsoft Certified Business Management Solutions Specialists must pass a single certification exam for a Microsoft Dynamics or related business product to earn the title.


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Microsoft Certified Business Management Solutions Professional The Microsoft Certified Business Management Solutions Professional is a premier certification where an individual has completed a pre-determined set of required and elective certification exams. These include certification exams for Microsoft Dynamics and related business products, as well as certification exams for other Microsoft technologies such as SQL Server. The pre-determined set of required and elective exams for this certification are focused on one of three specific knowledge areas Applications, Developer, or Installation and Configuration for one Microsoft Dynamics product. This certification demonstrates an individuals broad and deep knowledge of a Microsoft Dynamics product more knowledge than what is needed to achieve a Microsoft Certified Business Management Solutions Specialist title.

Certification Exam Preparation Guides To help prepare for a certification exam, Microsoft highly recommends the use of the certification exam preparation guides available for each exam. Certification exam preparation guides contain valuable information about a specific exam, including:

The target audience Skills being measured Time expected to take each portion of the exam Pass rates and requirements Question types and topics Preparation tools, such as:

recommended training supplemental learning resources additional recommended skills

Certification Exam Preparation Guides help you determine which learning options are appropriate to best prepare you for a certification exam. Microsoft does not expect or intend one course or type of training to be the sole preparation method for passing a certification exam. A combination of hands-on experience using the product and training are recommended certification exam preparation. Certification exam preparation guides are available through PartnerSource and CustomerSource.

Learning Plans Learning Plans can help you plan the best learning strategy for you and your organization. Learning plans illustrate module specific learning tracks that can be easily targeted towards specific roles. Learning plans also provide a learning track towards obtaining certifications. Learning plans can be found on both PartnerSource and CustomerSource,



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NOTE: For more information on E-Learning, instructor-led training, training materials and certifications for Microsoft Dynamics log in to PartnerSource or CustomerSource and visit Training & Certification.

Elements of Training Materials for Microsoft Dynamics Training Materials for Microsoft Dynamics products contain a number of sections or elements. Each chapter includes the following elements:

Objectives Each chapter begins with a statement of the learning objectives for that chapter. Learning objectives are important because they inform you about what needs to be done to successfully complete the chapter.

Introduction An introduction sets the stage for the learning to take place and prepares you with key statements of the chapter.

Topics Chapters are split up into topic areas, usually according to the learning objectives for the chapter. This is especially beneficial in large chapters so that the knowledge and skills to be learned are split up into more manageable units.

Test your Knowledge The Test your knowledge section consists of review questions for each chapter or topic and is designed to help reinforce learning concepts. Questions can be short answer, true and false, multiple-choice, fill-in-the-blank or any other type. Answers to questions are also provided.

Conclusion The conclusion wraps up the chapter by highlighting the important parts of the chapter as well as providing a transition to the next chapter. The conclusion also offers an opportunity to refresh earlier learning.

Labs Labs test your skills with the learning concepts presented and learned during a topic or chapter. Labs begin with a scenario paragraph which describes the business problem to be solved, and also sets the stage for the exercise. Solutions to the labs are also provided. Labs may be offered at different levels to accommodate the variety of skills and expertise of each student.

Challenge Yourself! Challenge Yourself! labs are the most challenging. These exercises are designed for the experienced student who requires little instruction to complete the required task. This level of exercise states the business problem to be solved and describes the tasks the learner needs to complete.


Introduction

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Need a Little Help? These exercises are designed to challenge students while providing some assistance. These exercises do not provide step-by-step instructions; however, they provide the user with helpful hints and more information to complete the lab. We suggest you try the Challenge Yourself! labs first, and if you need help completing the task, look to the information in the Need a Little Help? labs. If additional assistance is required, refer to the Step by Step lab solutions located in an Appendix.

Quick Interaction: Lessons Learned At the end of each chapter within the Training Material for Microsoft Dynamics, you will find a Quick Interaction: Lessons Learned page. This interaction is designed to provide you with a moment to reflect on the material you have learned. By outlining three key points from the chapter, you are maximizing knowledge retention, and providing yourself with an excellent resource for reviewing key points after class.



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About This Training Material This section provides you with a brief description of:

The training material Audience Suggested prerequisites Training material objectives Student materials Related certification exams

Description This comprehensive course provides you with an in-depth view of the extensive functionality contained within the Human Resources and Payroll applications. Besides learning the functionality, you will also learn tips and techniques that can help make an implementation successful, and you will gain a thorough understanding of the HR and Payroll applications and its capabilities. The course covers the setup of the Payroll and Human Resources modules. It covers the processing of Payroll checks, and the everyday tracking of Human Resources. It also covers the Applicant functionality found in Human Resources so you can track the necessary information to hire quality employees. The class also discusses the Attendance functionality which can be used to track employee attendance and absences using time codes. The integration of Payroll and Human Resources is also a focus of this class.

Audience This class is targeted toward administrators, implementers, consultants and end-users who need to understand the technical aspects of using the Microsoft Dynamics GP Human Resources and Payroll modules and want to gain the ability to manage employee and applicant information. Direct Deposit is also covered in this course. This course focuses on an integrated Human Resources and Payroll system.

At Training Material Completion After completing this course, students should be able to:

Use Payroll Setup windows to customize the application to organizational needs

Understand the available global setups that are available in Human Resources

Set up Benefits and Deductions in Human Resources and Payroll. Set up Attendance including time codes and accruals and how they

are attached to employees Create pay codes, deduction codes, benefit codes, taxes and other

employee related items used to calculate Payroll checks


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Assign methods to calculate vacation and sick time for employees Process, generate and void Payroll checks for employees Use Human Resource Employee windows and be familiar with how

they may be used to track necessary data about employees Use the Applicant system to better suit your organizational needs Use miscellaneous Payroll and Human Resources tools such as

Payroll Gross Up, To-Do Lists and Compensation Management Create Human Resources and Payroll report options and produce

desired reports Print numerous other Payroll documents such as W-2s, 1099R's and

others Use Direct Deposit instead of generating checks for certain

employees Close the Payroll year and prepare the system for the next year

Prerequisites Before attending this course, it is recommended that students have:

Some working knowledge of Microsoft Dynamics GP Some basic understanding of Payroll law and regulations



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Student Objectives What do you hope to learn by participating in this course? List three main objectives below. 1.

2.

3.


Chapter 1: System and Organization Setup

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CHAPTER 1: SYSTEM AND ORGANIZATION SETUP Objectives

The objectives are:

Understand what some of the features and benefits are associated with using Microsoft Dynamics GP Human Resources and Payroll.

Learn how to assign default Employee ID numbers. Set up a user in Microsoft Dynamics GP Human Resources and

Payroll Understand how to customize Microsoft Dynamics GP for individual

preferences. Understand the system preferences available for Human Resources. Understand the procedures to follow when setting up the Microsoft

Dynamics GP Payroll module. Understand the various components within Microsoft Dynamics GP

Human Resources and Payroll that define the organizational structure.

Introduction Welcome to Microsoft Dynamics GP Human Resources and Payroll, an integral component of the business management system. Human Resources and Payroll offers a streamlined solution for a business by providing financial and human resource information quickly, efficiently and accurately. Using Human Resources and Payroll helps to make better, timelier, management decisions.



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Features and Benefits Microsoft Dynamics Human Resources and Payroll are modules that are used to:

Create and maintain employee records and employee classes. Enter and edit transactions. Print paychecks automatically.

Information compiled in Payroll is used to generate:

W-2 statements. Wage and hour reports. Other crucial Payroll reports.

Payroll includes a variety of flexible features. The following section provides a sampling of the features and benefits of Microsoft Dynamics GP Payroll and Human Resources.

Create Employee Classes

Payroll provides the option to group employees into classes. This makes employee setup and maintenance of employee records much easier and it saves data entry time. For example, separate classes can be created for hourly employees, temporary employees, part-time employees or whatever best suits the business's needs. These classes provide default values for many fields, making data entry for new employee records easier and faster.

Enter and Maintain Employee Records

Payroll enables the user to:

Maintain personal information. Create pay records. Tax records and deductions and benefits records.

These records track monthly information for each employee and maintain this information throughout the calendar year. Although Payroll allows tracking comprehensive information about the employees, additional information specific to the company can be tracked as well. The user can define two fields in the Employee Maintenance window any way he or she likes, one of the fields might be used to track employees most recent review dates, for example.

Maintain Deductions and Benefits

Different types of deductions and benefits can be entered and maintained for employees. These tiers can be used to specify different percentages or amounts to be withheld or contributed for different wage levels.



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Maintain Unlimited Years of Payroll Data

Historical detail and summary information is available for quick inquiries on specific employees or full audits of an entire year. Reporting can be on calendar and fiscal years.

Customize Transaction Entry and Posting

Transactions can be entered in single-use or recurring batches. The user also determines how often the transactions are posted: weekly, monthly or after a specified number of days.

Enter Mass Transactions

Groups of similar transactions for employees who share a particular pay type can be entered using the Mass Transaction Entry window. This provides a means of easy transaction entry.

Enter Manual Checks

Payroll allows for the entry of information for hand-written checks. This enables checks to be reversed or adjustments to be made to employee financial information.

Print Checks

The user can process paychecks, reprint selected paychecks or void selected checks. Before printing checks, print an alignment form to be sure the checks are properly aligned.

Print Payroll Reports

Use the Microsoft Dynamics GP reporting feature to create payroll reports that are straightforward and easy to read. The following can be sorted and printed in a variety of ways, providing up-to-date information used to analyze payroll activity:

W-2 statements Unemployment reports Employee lists and wage and hour reports

Many different reports and lists can be printed in Payroll to create a permanent audit trail of transactions. Additionally, W-2 statements can be printed after making a check run for the next year.



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Print Reports to Multiple Locations

The user can send reports to a file, a printer or the screen. Microsoft Dynamics GP provides the flexibility to view reports in whatever format is needed.

Zoom to a Transaction's Origin

Microsoft Dynamics GP unique querying tools provide a total financial picture by allowing the user to zoom on the origin of a particular transaction. This feature can be helpful if an error is suspected in a transaction and needs to be traced it to its origin. Also, Payroll's inquiry windows can be used to view paycheck and employee financial information in both detailed and summary form. Inquiries can be performed on posted transactions.

Perform Inquiries

Microsoft Dynamics GP allows inquiries to be performed for transactions, checks and employees.

Human Resources Setup Options

Efficient setup systems allow the user to design the system to match his or her processes. Instead of forcing the user to alter procedures and processes to conform to the software, a full selection of easy-to-use setup systems are included to ensure the system works as desired.

Applicant Tracking Options

Applicant tracking options provide instant access to detailed information about the following:

Unlimited history References Education Skills Interviews Costs

Extensive Employee Tracking

Employee tracking allows the tracking of employees from their first days to their last, monitoring all phases of an employee's life cycle.

The Employee windows offer a rich assortment of employee-related features including those for tracking information for benefit plans. Using the options from the Benefit setup windows, the user can: Define multiple benefits that can be applied individually. Define dependents.



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Generate benefit letters. Track Family and Medical Leave Act (FMLA) usage and cost.

An employee's position and salary history can be tracked. A user can easily maintain expanded history for reviewing

employees past positions and salaries in the organization, and track and view changes in employee salaries and positions separately or combined.

Analyze and Manage Information

The Position Setup window allows the choice for each position's Equal Employment Opportunity (EEO) classification and to designate its Federal Labor Standards Act (FLSA) status, store job descriptions, American Disabilities Act (ADA) requirements and salary ranges, making job profiling simple.

With the Salary Matrixes, ranges of salary and wage information can be defined and then those matrices can be used to show pay levels for each position and pay code in the organization. Automatically adjust entire matrices by fixed percentages or amounts, making maintaining these forms almost effortless.

Another option is to use Pay Steps to associate an employee's amount of time in a position with a rate of pay using either the Hire Date or an Adjusted Hire Date.

Human Resources Reports

Reports help to summarize and analyze human resources information. Most reports can be altered with easy-to-use filters that enable the user to select report specifics (many reports can be limited to specific dates, departments, or individuals).

Special-use reports include:

Birthday lists Turnover reports Vets 100 reports Employee EEO reports A disciplinary point system setup

Other reports include:

Mailing labels generated through a user-defined list, based on the individual, department or division

OSHA Reports and Logs EEO Reports ADA Reports



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Integration

Integration in Microsoft Dynamics GP is defined as the process of linking two or more modules together. Transaction flow occurs between modules that are integrated. When Microsoft Dynamics GP is installed, modules are automatically integrated and information is shared between modules. This makes data entry faster, easier and more accurate.

Also, reports can be printed that are more detailed than is possible in a manual accounting system, simply because information entered in one module can be combined and analyzed along with information from other modules. Payroll and Human Resources are tightly integrated.

FIGURE 1.1 INTEGRATION - PAYROLL AND HUMAN RESOURCES

Employee Number Setup Microsoft Dynamics GP Human Resources and Payroll allows Employee IDs to be either manually entered or they can be automatically assigned. If they are automatically assigned then in the Employee Maintenance window, the default number increases by one to the next available number.

If a user is registered for Payroll, the same settings in the Payroll Setup window are updated with his or her settings in the Human Resources Setup window.



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To open the Human Resources Setup window, click the HR and Payroll series button and then click Human Resources on the Setup content pane.

FIGURE 1.2 HUMAN RESOURCES SETUP WINDOW

User Setup The system is designed to allow select users to set up benefits and deductions and enroll employees for benefits and deductions. The User Setup window is used to control this feature. To open the User Setup window, click the Administration series button and then click User on the Setup content pane.

A system password is required to use this screen.

FIGURE 1.3 USER SETUP WINDOW

Select the appropriate User ID.



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The Payroll view for Human Resources check box allows a user to complete benefit enrollment in both Human Resources and Payroll.

If this check box is selected, when a user is performing benefit enrollment or benefit changes, the user is prompted to complete the integration on the payroll side.

If this check box is not selected, the user receives no prompts and the benefit enrollment is not completed.



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Lab 1.1 - User Setup Scenario

Company: Fabrikam, Inc.

All users are performing benefit enrollment and benefit changes in both Human Resources and Payroll. Grant these users the proper privileges to complete benefit enrollment and benefit changes in Human Resources and in Payroll.

Challenge Yourself

Set up all users so they have access for Human Resources and Payroll benefit enrollments and changes.

Need a Little Help? 1. Set up all users so they have access for Human Resources and

Payroll benefit enrollments and changes. 2. Select the User Setup window to make the applicable changes for

each user. 3. The check box for Payroll View for Human Resources allows

users to perform benefit enrollment and benefit changes in both Human Resources and Payroll.



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Human Resources User Preferences Microsoft Dynamics GP allows for the customization of its appearance based on individual preferences. The user preferences selected are applied to all the companies the user has access to.

To open this window, click the Microsoft Dynamics GP menu and select User Preferences and then click the HR button.

FIGURE 1.4 HUMAN RESOURCES USER PREFERENCES WINDOW

At System Login

Use the check boxes to activate the system login options. Select the check box to activate the Open To Do List option. This feature automatically opens the user's To Do list upon launching Microsoft Dynamics GP.

Select the check box to activate the Open Personal To Do List option. This feature automatically opens the user's Personal To Do list upon launching Microsoft Dynamics GP.

Select the check box to activate the Roll Personal To Do List Forward option. This feature moves personal to do list entries that are not cancelled or finished to the next day's to do list.

Organizational Display

Use the Option button to select how information is to be displayed on the Employee Maintenance window. The selection of Code indicates that only codes populate the Division, Department and Position fields, whereas, Description indicates that descriptions is used.



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Lab 1.2 - Human Resources User Preferences Scenario


Create some preferences for an individual user login. The user wants the default report destination to be the screen and the user wants the To-Do list to open automatically upon logging into Microsoft Dynamics GP. In addition, the user wants the unfinished To-Do list work to be rolled forward to the next day. Create the appropriate settings.

Challenge Yourself

Create the appropriate settings to:

Set the default report destination for the user to screen. Open the To-Do List automatically upon logging into Microsoft

Dynamics GP. Roll forward the unfinished work in the To-Do list to the next day.

Need a Little Help?

Create the appropriate settings to:

Set the default report destination for the user to screen on the HR User Preferences window.

Open the To-Do List automatically upon logging into Microsoft Dynamics GP on the HR User Preferences window.

Roll forward the unfinished work in the To-Do list to the next day on the HR User Preferences window.



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Human Resources Preferences Preferences are the adjustments made in the setup so the software works more efficiently for the organization. There are two types of preferences:

User preferences which are tied directly to a particular login. System preferences which are global and affect all users of Human

Resources and Payroll in the organization.

To open the Human Resources Preferences window, click the Administration series button and then click Human Resources Preferences on the Setup content pane.

FIGURE 1.5 HUMAN RESOURCES PREFERENCES WINDOW

Activating Use of Adjusted Hire Date

An adjusted hire date is a date changed to reflect time away from the job. For example, an employee takes six weeks leave. The employee's employer creates an adjusted hire date that is six weeks later than the employee's actual hire date. This date can then be used to calculate the employee's attendance accruals, benefits eligibility, and length of service.

To use Adjusted Hire Date for accruals such as vacation and sick time, select the Update Seniority Date with Adjusted Hire Date check box. To use Adjusted Hire Date to determine benefit eligibility, select the Adjusted Hire Date for Benefits check box. To use Adjusted Hire Date to determine the length of service, select the Adjusted Hire Date for Length of Service check box.



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Activating Address Change Reports

Select the Address Change Report check box if Change-of-Address reports need to be produced when employees move from one residence to another. The report shows both the old and new addresses.

Purge Applicants

Select the Purge Applicants check box for the system to automatically purge applicants after a set period of time. Enter the number of days applicant records can remain in the system before being automatically deleted in the Days before purging field. Note the last date that applicants records are purged is displayed in the Last Purge Date box.

Pay Steps/Grade

Mark the Use Pay Steps/Grades check box to enable the use and display of pay step information throughout Human Resources. An example of using Pay Steps is when a pay table is created to associate an employee's amount of time in a position with a rate of pay.

Select the type of date for the basis of the pay step increase. The date options are:

Hire Date Adjusted Hire Date Seniority Date Manual

This selection becomes the default option each time a pay step table is created.

Position Training Link

Select the option to indicate whether to link positions to individual training classes or to a course of classes.

EEO Reporting

Select the option button for EEO-1 or EEO-4 to change the options in the EEO Class field in the Position Setup window. Typically, EEO-1 is used by private businesses and EEO-4 is used by governments for Equal Employment Opportunity Commission reporting.

Auto Create Position/Pay Code Links

The system automatically links pay codes to specific positions if this check box is selected. When selected, the system allows any pay code to be attached to an employee, regardless of his or her position. Left cleared, only pay codes defined for the employee's position can be attached to the employee.



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Edit Attendance Maintenance and Earnings History

This option allows a user to edit the amount of hours, days, and weeks of benefit time used and available on the Attendance Employee Maintenance window.

HINT: If edits need to be made, turn this feature on and make the edits. When the edits are completed, turn this feature off to prevent accidental modifications.

Enable Reason for Pay Adjustment

When selected, upon saving a pay adjustment for an employee, a window opens asking for the reason why the employee's compensation was adjusted.

Enable Cancel on Reason for Pay Adjustment

Used in conjunction with Enable Reason for Pay Adjustment option, if this feature is selected, the user can cancel out of the Adjustment Reason message box without providing a reason.

Ignore Position/Salary Matrix Links

Select this check box if the user does not want a message displayed when an employee's salary is outside of the salary matrix ranges or a salary matrix does not exist.

Default Employee Info to Dependent Info

Select this check box to display the employee's address and phone information in the Employee Dependents window.

To Do Lists

For unfinished items from the System To Do List to be included on the next day's list, select the Roll Forward To Do List check box. Activate this feature if the user wants items that fall on the To Do List on Saturdays and Sundays to roll forward to Monday.

HINT: A red exclamation point (!) indicates this is an item that rolled forward as opposed to a new entry for that day.

Purge To Do Lists

Select the Purge To Do List check box for the system to automatically purge To Do items after a set period of time. Enter the number of days that To Do records can remain in the system before they are automatically deleted in the To Do purge (#days) box.



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Automatically Create/Update Vacancies and Requisitions

Select the option button that best suits the organization to automatically create/update vacancies and organizational requisitions. Options are:

Never Always Ask Each Time

If an employee is moved from their position (termination/transfer) the system can create or update an existing vacancy and, optionally, create or update a requisition for that position.

Employee Lookup Filters

Activate the use of Employee lookup filters to address the security needed with Human Resources and Payroll. A user's access to employees is determined based on the division and, or department the employee record is tied to. Note these filters are used only with Human Resources windows and not with Payroll windows. Choose the organization level to be the basis of the employee filters.

HINT: Employee Lookup Filters work only with Human Resource windows. If a user has access to the payroll windows, they can still access those windows, regardless of the filter settings.

To limit the users access based on divisions, check the Division check box. To limit the users access based on departments, check the Department check box.

To set a user's access, select the lookup button on the organizational field (division or department). The employee filter window appears. Select the User ID in the left side of the window and the organization part of the level that is given to the user access. All entries with a check indicate the user has access to the item.

To remove the user's access to parts of the system, remove the check. Continue making the filter selections. Click the OK button when complete.

HINT: If there are two or more users who need identical access setups, use the User Access Duplication feature to copy the filter setups.



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User Access Duplication

This feature allows for copying a user's employee filters to another user. Select the lookup button on the Grant User field. In the lookup window, select the user to copy the employee filter setup to. Select the lookup button on the Like User field. In the lookup window, select the user that is already set up with the employee filters that are to be copied.

Once these two selections are made, the system gives the user displayed in the Grant User field the same employee filters access as the user displayed in the Like User field.



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Lab 1.3 - Human Resources Preferences Scenario


Human Resources is installed on your system, and decisions were made on how Human Resources should operate within your environment. Set up Human Resources for these choices.

The Adjusted Hired Date is used for Attendance, Benefits and Length of Service.

The Address Change report is needed. Applicants are purged every 365 days. Positions are linked to Training Courses. The Position and Pay Code links are already automatically created. Attendance Maintenance and Earnings History can be edited. Pay Adjustment reasons are required. Validation of a Salary Matrix against a Position is not needed. The Employee Information defaults in the Dependant Information

window. Unfinished items from the System To Do List roll forward each day. The To-Do Lists are purged every 365 days. The user has the preference whether or not to update, and, or create

Vacancies. The user has the preference whether or not to update, and, or create

Requisitions.

Challenge Yourself

Set up Human Resources for the specifications in the scenario.

Need a Little Help?

Set up Human Resources for the specifications in the scenario. Use the Human Resources Preferences window for these selections.



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Payroll Preferences and Structure The information in this lesson helps the user to define how the payroll system works for his or her organization. By determining organizational and user preferences, developing a payroll posting account structure, and then structuring various codes such as department and position, an overall payroll process begins to be defined.

Company, Financial and Posting Setup Procedures

Before beginning to setup Payroll, be sure to complete the following set up procedures using selections from the following menus. If all the following tasks are not completed, be sure to do so before continuing with the procedures in this lesson.

Company Setup

Company Fiscal Periods Account Format Bank

Financial Setup - Bank Reconciliation

Financial Cards

Account Checkbook

Posting Setup

Posting Posting Accounts Source Document Audit Trail Codes



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Payroll Setup

Use the Payroll Setup window to set default entries that appear throughout the Microsoft Dynamics GP Payroll system. To open this window, click the HR and Payroll series button and then click Payroll on the Setup content pane.

FIGURE 1.6 PAYROLL SETUP WINDOW

Also use this window to select:

Automatic Overtime in Payroll. Options for tracking history and employees. Employee numbers in Payroll. Setting up Payroll default entries. Options for including year-to-date amounts. Payment and adjustment numbers in Payroll. Payroll setup options for tips.

Overtime in Payroll

Use Automatic Overtime to:

Pay overtime after employees work a specified number of regular hours in one pay period.

Save time when entering transactions since a single transaction can be entered with the total number of hours worked during the pay period.



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Have the Payroll system automatically calculate regular and overtime pay.

Set up an hourly pay record and an overtime pay record.

If automatic overtime is not used, one transaction needs to be entered for the regular hours, and a second transaction needs to be entered for the overtime hours.

In some cases, automatic overtime does not work for businesses that pay overtime after a specified number of hours per day or week, regardless of the total hours worked in a pay period. Additionally, there can be times when automatic overtime does not work for companies that have pay periods other than weekly. Check with federal, state, and local laws before implementing Automatic Overtime.

To automatically calculate overtime for hourly employees:

1. Select the Automatic Overtime box. 2. Enter the number of regular hours required to tell the system how

many hours are considered to be regular hours each pay period, on a pay record by pay record basis. Overtime is calculated for the hours that exceed the regular hours.

3. Enter 40.00, if using a weekly pay period and overtime is paid for hours worked in excess of 40.

The Overtime Factor is set as a fraction of the regular rate. If overtime is paid at one and one half times the regular rate, the overtime factor is 1.50. If using the automatic overtime feature, it is not necessary to enter a rate for the employee's overtime codes, since the system calculates it during the transaction entry process.

Automatic overtime is based on the total units for a specific pay code. The overtime reduces the hourly pay code and creates an overtime pay transaction for the overtime hours, based upon the transaction entered for the hourly pay code, and what is set up in the Regular Hours Required field. If overtime is not being calculated automatically, overtime pay transactions must be entered manually.

For example, enter 40 for regular hours required if employees are paid weekly. Assume Automatic Overtime is selected for a biweekly pay period and it is based on 40 hours a week. Two hourly pay code transactions must be entered for each employee and each hourly pay code must have a corresponding overtime pay code.

If a pay record transaction is entered for an hourly employee who worked 35 hours the first week and 45 hours the next, 35 hours must be entered in the first hourly pay code transaction and 45 hours in the second hourly pay code transaction. The employee then receives 75 hours of hourly pay and 5 hours of overtime pay.



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Passwords

Entering passwords in the Vacation Available and Sick Time Available fields prevents any transaction from being entered where the transaction amounts exceeds the available amount. If this happens, the system prompts the data entry person to enter the password to accept the transaction.

Maintain History

The option to maintain historical information for checks, transactions and account distributions is available. Any or all of these options can be selected, depending upon the business's needs.

Check history is a summary of payroll checks. Transaction history includes pay, deduction, benefit, state, and

local tax transaction information. Account distribution history is a record of the distributions that

posted to posting accounts.

Since history can be maintained for an unlimited number of years, reports can be printed, and inquiries on payroll information can be made across multiple years.

Auto Assign Employee ID

Check this box for the system to automatically assign employee IDs, instead of entering them manually. If this function is activated:

Enter a starting ID in the Next Employee ID field. A user's own Employee IDs can be entered, if necessary, in the

Employee Maintenance window.

HINT: For the Next Employee ID field to increment properly and automatically, the ID must end with a number(s). For example, EMP0001 increments properly whereas 0001EMP does not.

Last Date Posted

The last date posted fields are:

Updated when the unemployment taxes and workers compensation payments post.

Blank when this window is first opened. Updated automatically when posted in Microsoft Dynamics GP

Payroll, and can be updated manually when recording the last time the liabilities are posted in the previous system.



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Defaults

When using defaults:

1. Enter or select the checkbook for checks that a pay run is typically issued for.

2. Specify a different default checkbook for computer and manual check pay runs. Other checkbooks can be selected during a computer or manual pay run.

Select the type of checks that are typically used during the payroll process in the Check Format drop-down menu. These defaults can be changed during payroll processing.

Last Year End Update

The Last Year End Update field is automatically updated when the Year End Update is installed and contains year-end information including W-2 and 1099-R changes. Year end updates can automatically be downloaded by selecting Check for Tax Updates from the U.S. Payroll Updates option on the Maintenance Menu.

Payroll Setup Options

Use the Payroll Setup Options window to setup additional options that can be defined to use in the payroll process. To open this window, click the HR and Payroll series button, click Payroll on the Setup content pane and then click Options on the Payroll Setup Options window.

FIGURE 1.7 PAYROLL SETUP OPTIONS WINDOW



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Next Transaction Numbers

When using the Next Transaction Numbers feature:

A payment number identifies a group of related entries that are entered in Manual Payroll Checks/Adjustment Entry and Payroll Computer Checks windows and are posted collectively as a single computer or manual check.

An adjustment number identifies a group of adjustments that can be made in the Manual Payroll Checks/Adjustment Entry window. Use payment and adjustment numbers to trace transactions to the check they originated from in Payroll. These numbers appears on the reports as part of the audit trail.

A computer check transaction number identifies a specific transaction entered in the Payroll Transaction Entry window.

A manual check transaction number identifies a specific transaction in the Payroll Manual Check/Adjustment Entry window.

Enter next payment, adjustment, computer check and manual check transaction numbers or accept the default, 1, for each. Each time transactions are entered, the default numbers are incremented by one. The next numbers can be changed; these numbers are not check numbers.

HINT: If using Microsoft Dynamics GP Payroll on a network where more than one person is entering transactions at the same time, the number can appear to increment by two or more.

These payment/adjustment numbers appear on reports as part of the audit trail, and they can be used to trace transactions to the check they originated from.

Decimal Places

Select the number of decimal places for:

Pay rates Deductions Benefits

For example, a hardware factory that pays employees on a piecework basis might use more than two decimal places if employees are paid $.0575 per piece made.



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User-defined Fields

When using user-defined fields the option exists to customize two fields used to track additional employee information. For example, to keep track of the dates of the employee's most recent performance review, enter Last Review Date in this field. This prompt appears in the Employee Maintenance window, where the actual last review date can be entered, or whatever other information is chosen to track for each employee.

Options

Track Days Worked/Track Weeks Worked

There is the option of keeping track of the number of days worked per pay code by each employee. The number of days worked must be entered in transaction entry for all pay codes except the automatic pay types. For the automatic pay types, the number of days worke

Documents

8813-En Human Resources and Payroll-US Student Manual