To learn more about the Transaction History fields, choose from the tabs and fields listed below. Remember that the fields for all categories of earnings/deductions display in the box but only the appropriate fields are active for any given earning/deduction category.
Enter the number of the employee for whom you want to enter or edit historical information.
Enter a date for each historical entry. The transactions can be for any period of time you choose: year-to-date, month-to-date, check-by-check, and so forth. The transaction dates will most likely be determined by the periods covered by the reports you use as the source of the historical data.
For example, you can enter each historical payroll check by entering the check date and then entering the earnings, deductions, taxes, and so forth, associated with that check, or you can enter all historical pay by entering the date of the last historical check and then entering the employee's year-to-date earnings, deductions, taxes, and so forth.
Enter a description (up to 30 characters) of the historical data for your own information or reference.
For each class you have set up for Payroll, you can specify the class code you want to associate with the historical information you are entering.
Type the code you want to use or select it using the Finder.
The program displays a running total of net pay for the entire employee historical entry.
You enter the province in which the historical data was accumulated. For employees who worked in more than one province, you need to enter historical data for each province for correct printing of T4s, T4As, Relevé 1s, and other reports.
Important! This field determines which employment insurance tax is allowed in Transaction History if the employee has multiple employment insurance taxes assigned on the Taxes tab of the Employee Payroll window.
Enter the Earning/Deduction code for the accrual, advance, benefit, deduction, earning, or expense reimbursement for which you want to enter historical amounts and calculation information.
Accruals: Select either Accrual or Payment for the type: Accrual for vacation, sick, and compensatory/banked time accrued during the period, Payment for vacation, sick, and compensatory/banked time paid during the period.
Earnings: If the earning's category is Salary And Wages, select the wage type: Regular, Overtime, or Shift Differential.
You can enter a date for compensatory/banked time accruals, any accrual payments, and employee earnings that use the calculation methods Flat, Fixed, Hourly Rate, Piece Rate, and Sales Table.
If you are entering an employee compensatory/banked time accrual, any accrual payment, or an earning that uses the calculation method Flat, Fixed, Hourly Rate, Piece Rate Table, or Sales Commission Table, you can enter start and stop times for the hours earned by, paid to, or worked by the employee. The system interprets fractional times according to your response at the Enter Timecard Fractional Hours As field in Payroll Options (either minutes or hundredths of an hour). The hours worked represented by your entries in the Start Time and Stop Time fields display in the Hours field, where fractional entries are always expressed in hundredths of an hour. (You can override the number in the Hours field.)
If you change the entries you make in the Start Time and Stop Time fields, the system recalculates and updates the resulting hours in the Hours field. During payroll calculation, the system uses the entry in the Hours field and not the entries in the Start Time and Stop Time fields to calculate hours-based pay.
If you are entering an employee compensatory/banked time accrual, any accrual payment, or an earning that uses the calculation method Flat, Fixed, Hourly Rate, Piece Rate Table, or Sales Commission Table, you can enter start and stop times for the hours earned by, paid to, or worked by the employee. The system interprets fractional times according to your response at the Enter Timecard Fractional Hours As field in Payroll Options (either minutes or hundredths of an hour). The hours worked represented by your entries in the Start Time and Stop Time fields display in the Hours field, where fractional entries are always expressed in hundredths of an hour. (You can override the number in the Hours field.)
If you change the entries you make in the Start Time and Stop Time fields, the system recalculates and displays the resulting hours in the Hours field. During payroll calculation, the system uses the entry in the Hours field and not the entries in the Start Time and Stop Time fields to calculate hours-based pay.
Accruals: If you are entering historical compensatory/banked time, enter the hours paid or accrued. If you are entering a vacation or sick time accrual whose calculation method is Percentage Of Base and type is Payment, enter the number of hours associated with the payment. If the vacation or sick time accrual calculation method is Hours Per Hour Worked or Hours Per Frequency, enter the number of hours paid or accrued.
Earnings: If the earning type is Salary and Wages and the employee calculation method is Flat, Fixed, Hourly Rate, Piece Rate Table, or Sales Commission Table, enter the number of hours worked associated with the earning in the period for which you are entering history.
Accruals: If the vacation or sick time accrual's calculation method is Percentage Of Base and the type is Accrual, enter the wage base on which the accrual was calculated. If the vacation or sick time accrual's calculation method is Hours Per Hour Worked and the type is Accrual, enter the base hours used to calculate the accrual.
Earning/Deduction Codes: if the employee calculation method is Amount per Hour, enter the base hours used to calculate the amount of the deduction. If the calculation method is Percentage Of Base, Sales Commission Table, or Wage Bracket Table, enter the wage or sales base. If it is Piece Rate Table, enter the number of pieces.
Accruals: If the accrual type is Payment, enter the rate (per hour worked) used in paying the accrual. If the accrual type is Accrual and the calculation method is Percentage Of Base, enter the percentage applied to the base. If the accrual type is Accrual and the calculation method is Hours Per Hour Worked, enter the fractional hours accrued per hour worked.
Other Earnings/Deductions: Depending upon the calculation method, enter the flat amount, hourly rate, amount per hour, piece rate, or percentage used to calculate the earning/deduction.
Accruals: If the accrual type is Payment, enter the amount of the employee's vacation, sick, or compensatory/banked pay. If the accrual type is Accrual and the calculation method is Percentage Of Base, enter the dollar value of vacation or sick time pay accrued.
Other Earnings/Deductions: Enter the amount for the period through the transaction date.
Benefits and Deductions: If the calculation method for the employer benefit or contribution is Amount per Hour, enter the base hours used to calculate the amount. If it is Piece Rate Table, enter the number of pieces. If it is Percentage Of Base, Sales Commission Table, or Wage Bracket Table, enter the wage or sales base on which the amount is calculated. If it is Percentage of Employee Contribution, enter the amount of the employee contribution.
Enter the amount per hour or percentage of the employer benefit or contribution for the period through the transaction date.
Enter the employer amount for the period.
For each line of overtime pay, enter the employee's regular rate of pay.
For each line of overtime pay that is subject to workers' compensation, enter the employee's regular rate of pay. If you chose the Adjust Overtime Pay To Regular Rate option in the Workers' Compensation Codes window, the system adjusts an employee's overtime pay to the employee's regular rate of pay when you print the Workers' Compensation Report.
For reported tips earned by Quebec employees, enter an amount in the Pooled Tips field that represents:
- Tips not based on tippable sales. An example would be tips received by a cloakroom attendant.
- The net amount of tips paid to (and received from) other employees through a tip-sharing arrangement.
Note: Tippable sales means the sales amount on which tips are collected.
If the earning or deduction is subject to workers' compensation, enter the workers' compensation policy (group) that applies to the earning/deduction.
If the earning or deduction is subject to workers' compensation, enter the appropriate workers' compensation code.
If the earning or deduction is subject to workers' compensation, enter the appropriate base amount of dollars or hours.
Note: The amount entered in this field is not validated against the amounts entered in either the Ceiling field of the workers' compensation group itself or the amount in the Extended Amount field.
If the earning or deduction is subject to workers' compensation, enter the appropriate workers' compensation rate.
The assessment amount of the earning or deduction. You cannot edit this field because it is a product of the amounts you entered in the Base and Rate fields. It is calculated out to 5 decimal places for increased accuracy.
If you want to assign optional fields to this earning/deduction or tax, click the Use Optional Fields column to open the Optional Fields entry table. You must have already defined optional fields in Payroll Setup Optional Fields setup, as described in Optional Fields.
On the Optional Fields entry table, enter or change optional field information as you require.
- You can accept or change any default values that appear.
- To add a different optional field, press Insert on the keyboard, then use the Finder to select the code for the optional field you want to use. Note that you can select only optional fields that you set up previously for the earning/deduction or tax, using the Optional Fields setup window.
- If an optional field requires validation, you must enter a value that is specified for the optional field in Common Services. (If the optional field allows a blank, you can leave the field blank.) Otherwise, you can enter any combination of characters that is consistent with the type of field (text, amount, date, and so on).
- To delete an optional field, click it on the list, and press Delete on the keyboard.
When you are finished, click the button to return to the previous window.
Enter the code for the tax for which you want to enter historical tax deductions and taxable wages.
Enter the amount withheld from the employee's pay for the tax in the period through the transaction date.
Enter the amount paid by the employer for the tax in the period through the transaction date.
If the tax has a wage ceiling, enter the amount of wages earned that applies toward the ceiling.
For EI entries, enter the EI period insurable earnings.
Enter the amount of employee wages subject to the tax, regardless of the ceiling.
Enter the total income before any deductions. Include all salary, wages, bonuses, vacation pay, gratuities, commissions, taxable allowances, and any other payments for services performed during the year. You must enter the income in this field, in order for it to display in the employment income box of the T4 or Relevé 1 slips.
If the tax was applied to a non-periodic payment, enter the amount of the non-periodic payment.
If the tax is calculated on tips, enter the amount of tips earned that applies toward the wage ceiling.
Enter the amount of employee tips subject to the tax, regardless of the wage ceiling.
If the tax is calculated on tips, enter the portion of the total tax amount derived from tips.
If the tax is calculated on tips, enter the amount of the employee's tip-based tax liability that has not been withheld from the employee's pay.
Enter the number of weeks the employee has worked during the current year.
If you want to assign optional fields to this earning/deduction or tax, click the Use Optional Fields column to open the Optional Fields entry table. You must have already defined optional fields in Payroll Setup Optional Fields setup, as described in Optional Fields.
On the Optional Fields entry table, enter or change optional field information as you require.
- You can accept or change any default values that appear.
- To add a different optional field, press Insert on the keyboard, then use the Finder to select the code for the optional field you want to use. Note that you can select only optional fields that you set up previously for the earning/deduction or tax, using the Optional Fields setup window.
- If an optional field requires validation, you must enter a value that is specified for the optional field in Common Services. (If the optional field allows a blank, you can leave the field blank.) Otherwise, you can enter any combination of characters that is consistent with the type of field (text, amount, date, and so on).
- To delete an optional field, click it on the list, and press Delete on the keyboard.
When you are finished, click the button to return to the previous window.
Use the Finder to select the optional field codes you want to use for each type.
You can define an unlimited number of optional fields for each type, providing the optional fields are set up in Payroll Setup Optional Fields for use in your system. When you select an optional field code the program displays the description for the optional field.
Note: If you want to retain Sage HRMS Payroll optional field information when you create batches for General Ledger, you must use the same optional fields for transactions in Payroll as you use in General Ledger.
This field alerts you whether a seemingly blank optional field has an automatically inserted, but blank, default value. If it has a blank value, the Value Set field displays Yes. (You cannot tell whether an optional field has a blank default value, or no value, just by looking at the Value field.)
The Value Set field will change from No to Yes if you make an entry in the Value field.
Type the value, or use the Finder to select one.
- If the optional field you selected requires validation, you must select a value that is defined for the optional field. However, if the optional field allows blanks, you can leave the default value field blank.
- If you select a value, the description of the value will appear in the Value Description column.