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Field List

About Transaction History

Using Transaction History

Before you start

  • The employee record must be set up in Payroll and have the items to update already assigned.

    • For example, to enter employee historical amounts for an earning/deduction or tax, you must have assigned it to the employee in Payroll.

To Enter or Edit Historical Data

  1. Open Payroll > Tasks > Transaction History.
  2. To find the historical data for an existing employee, use the navigation buttons or the Finder next to the Employee Transaction History field.

    To create historical data for an employee, enter the employee number in the Employee field, or use the Finder (next to the Employee field) to select one.

  3. At the Date field, enter the date through which you want to enter balances.

    These amounts can be for any period of time you choose: quarterly, monthly, year-to-date, and so forth.

    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 earnings, deductions, taxes, and so forth from the first of the year up to conversion to Sage HRMS Payroll.

    Or you can use any combination of the two methods above.

    To edit transaction history already entered, you can select the transaction date for a given set of transactions from the Finder.

  4. At Province of Employment field, enter the province in which the historical amounts were paid, deducted, withheld, and so forth. If the employee worked in more than one province, enter the data appropriate for each province of employment. Historical and current data are associated with the province of employment for T4s, T4As, Relevé 1s, and other reports.
  5. After completing the fields that apply to all the historical amounts you will add for one transaction date, you move to the Earnings/Deductions tab or the Taxes tab, or if applicable, the Optional Fields tab.
  6. After completing the fields that apply to all the historical amounts you will add for one transaction date, you move to the Earnings/Deductions tab or the Taxes tab, or if applicable, the Optional Fields tab.

Earnings/Deductions tab

The Earnings/Deductions tab contains columns for all the entries you make for all categories of earnings/deductions. Not all of the columns are relevant to a particular earning/deduction category. You can edit the fields on the table directly, or press F9 to enter the fields on a detail entry window.

Taxes tab

Not all of the columns on the Taxes tab are relevant to a particular tax. You can only make entries in columns that are appropriate to the category of earning/deduction or the type of tax you are adding.

On the Taxes tab, when entering a tax that does not have a wage ceiling (such as federal or Quebec income tax), enter the total income before deductions in the Earnings Before Deductions field. If you do not, the total income amount will not appear in the employment income box on the T4 or Relevé 1 slips.

On the Taxes tab, when entering a tax that does not have a wage ceiling (such as federal income tax), enter the amount of employee wages subject to the tax in the No Ceiling Wage field. If you do not, the wages will not appear in the wages box on the employee’s Form W-2.

Notes:  

  • To reduce an employee’s historical total for a particular earning/deduction or tax, enter the extended amount as a negative number.
  • When you adjust employee history using the Payroll Transaction History window, the program determines whether you have already printed and approved the 941 Report for the quarter to which the results of the adjustment will post (in Payroll). If the system detects that the 941 Report has been printed and approved for the quarter, it displays a warning message informing you of the situation.

After Adding

  • After entering adjustments, as part of your audit trail, print the Transaction History Audit report. The Transaction History Audit report prints the transaction history you entered for your employees when you set up Sage HRMS Payroll and subsequent adjustments entered through the Payroll Transaction History window.

    If you approve the report after printing it, the system deletes the audit file that produced the report. If you do not approve the report, you can reprint it later.

  • Print the Earnings and Hours report to verify that the adjustments you enter produce the desired result in your employee totals.