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About code tables

Setting up code tables

You can easily copy, add, edit, and delete codes to meet each employer's specific coding requirements.

Note: After you save a code, you cannot change the:

  • Benefit Rate Tables
  • Benefit Savings Plans
  • Attendance Plans
  • Absence Reason Codes
  • FMLA Event Reason Codes

  1. In the upper-right corner of the page, choose Enterprise.
  2. Select one of the following menu items:
    • Setup > Employees > Code Tables > code table name
    • Setup > Canadian Employees > Code Tables > code table name
    • Setup > Time Off > Code Tables > code table name
    • Setup > Payroll > Code Tables > code table name
    • Setup > Canadian Payroll > Code Tables > code table name
    • Setup > Training > Code Tables > code table name
  3. On the code page for the enterprise for Employer, select the employer whose codes you want to create by copying an existing code table.
  4. Click Copy.

  5. Select Enterprise or the employer whose codes you want to copy, and then click OK.

    Note: Only the employers with codes set up for this type of code table appear in the selection list. The employer you selected in step 3 does not appear in the list because you cannot copy codes from an employer to itself.

  6. For most code tables, the Select Codes to Copy page opens. The Available list shows all the codes set up for that code table.

    Highlight a code in the Available list and click Select > (or double-click the code) to add it to the Selected list, which shows the codes you want to copy. If you want to remove a code from the Selected list, highlight it and click Remove.

    Note: When copying some codes, you may see a window informing you of the related codes that will be updated to correspond with those you are copying. Click Yes to continue or click No to return to the Select Codes to Copy page.

  7. When the Selected list contains all the codes you want to copy, click OK.

    The program checks to see if the codes to be copied are the same as any that already exist for the employer receiving them. If there are duplicates, Sage HRMS asks whether you want the old code to be overwritten with the new. You then click Yes or No.

  8. The page then shows the code table for this employer with the codes that you copied. Review the codes and make any changes.
  9. When you are finished with the codes, click black X icon (the close page button).
  1. Select one of the following menu items:
    • Setup > Employees > Code Tables > code table name
    • Setup > Canadian Employees > Code Tables > code table name
    • Setup > Time Off > Code Tables > code table name
    • Setup > Payroll > Code Tables > code table name
    • Setup > Canadian Payroll > Code Tables > code table name
    • Setup > Training > Code Tables > code table name
  2. For Employer, select the employer (or Enterprise) whose code table you want to change.

  3. On the code page for this employer, review the table that shows the codes already established for this employer.

    Note: If the table is blank, this employer uses the enterprise-level code table. If you want to continue to have those codes but add another code, first copy the enterprise-level code table.

  4. To add a new code, click Add.

  5. On the Codes Detail page for the new code, enter the code and description.

    Note: Some code tables contain a blank code with a Description of None Specified. This enables users to leave the code blank when entering information. To provide this option, include a blank code along with the None Specified description .

  6. If applicable, select or enter other information.

    For example, for Job, Organization, and Reason codes, select a code Status of Active or Inactive. When the code is active, it displays in the code selection list on a detail page. However, when the code is inactive (and the Show Inactive Codes setting on the Enterprise Setup page is set to No), the code does not display in the code selection list.

  7. Click OK.

    Sage HRMS checks for duplicate codes and saves the changes if no duplicate exists. If a duplicate is found, the program prompts you to enter a different code.

  8. On the code page for this employer, the code you added is now included in the table. Review the codes and make any other changes.
  9. When you are finished with the codes, click black X icon (the close page button).

Note: Codes in the Benefit Rate Tables, Benefit Savings Plans, Attendance Plans, Absence Reason Codes, and FMLA Event Reason Codes tables cannot be changed. If you need to change a code name in one of these tables, create a new code table and delete the old one.

  1. Select one of the following menu items:
    • Setup > Employees > Code Tables > code table name
    • Setup > Canadian Employees > Code Tables > code table name
    • Setup > Time Off > Code Tables > code table name
    • Setup > Payroll > Code Tables > code table name
    • Setup > Canadian Payroll > Code Tables > code table name
    • Setup > Training > Code Tables > code table name
  2. For Employer, select the employer (or Enterprise) whose code table you want to change.
  3. On the code page for this employer, review the table that shows the codes for this employer.
  4. To change a code, highlight the code and click More
  5. On the Codes Detail page for that code, make your changes and click OK.
  6. On the code page for this employer, the code you changed is now updated in the table. Review the codes and make any other changes.
  7. When you are finished with the codes, click black X icon (the close page button).
  1. Select one of the following menu items:
    • Setup > Employees > Code Tables > code table name
    • Setup > Canadian Employees > Code Tables > code table name
    • Setup > Time Off > Code Tables > code table name
    • Setup > Payroll > Code Tables > code table name
    • Setup > Canadian Payroll > Code Tables > code table name
    • Setup > Training > Code Tables > code table name
  2. For Employer, select the employer (or Enterprise) whose code table you want to change.
  3. On the code page for this employer, review the table that shows the codes for this employer.
  4. To delete a code, highlight the code and click Delete

  5. When Sage HRMS prompts you to confirm the deletion, either click Yes to delete the code or click No to cancel the deletion.

    Note: Deleting a code could affect history files and reports that contain that code.

  6. On the code page for this employer, the code you deleted is no longer in the table. Review the codes and make any other changes.
  7. When you are finished with the codes, click black X icon (the close page button).

Adding codes while on a Details page

When a Details page contains a drop-down list, that list displays codes from a code table. For example, on the Current Job page, the Change Reason drop-down list uses the Reason Codes table.

Several of these drop-down lists contain the Add New Code option (at the bottom of the list), so you can easily add a new code while you are entering information on the page.

Note: You cannot use this method to add codes to the Benefit Insurance Plans, Benefit Savings Plans, and Benefit Rate Tables.

  1. Open the drop-down list that references the code table you want to update.
  2. Scroll to the bottom of the list and select Add New Code.

  3. On the Add Code page, enter the information for the new code and click OK.

    Sage HRMS adds the code to the list and selects the new code from the drop-down list.