Employee automatics are the PRCodes which are used routinely to calculate an employee's pay check.The automatics for an employee are maintained on the employee record in the Automatics table of the Calculations tab.
As of release 5.32, automatics have been expanded to include garnishments. If an employee has a garnishment record, ActivityHD automatically adds the garnishment into the Automatics table. Automatics for garnishments can also be seen in the Employee Automatics HD view.
To view automatics for all employees, highlight the Payroll/Human Resources > Employees > Automatics folder and view them in the HD view.
Automatics only generate check lines when an employee's check is processed in a payroll run and the run type for the payroll run matches the run type on the PRCode. (PRCodes without a run type are always processed.)
Automatics are date-driven, so you can set automatics up in advance and have them take effect on a specific beginning check date. You can also set an end date on an automatic to prevent it from being processed after a specific check date.
Tip
AccountingWare recommends that you set up model employee records with commonly used lists of automatics that can be copied to new employee records.
Employee Automatics Listing
Purpose
The Employee Automatics Listing provides a list of the employee-specific automatic lines applied to payroll checks when the checks are created in Process Payroll Run.
Content
For each automatic included on the report, the listing shows:
employee code
employee name
PRCode
PRCode description
beginning effective date
ending effective date.
The following total appears on the report:
record count.
Print the report
In the Navigation pane, highlight the Payroll/Human Resources > Employees > Automatics folder.
Start the report set-up wizard.
To report on all or a filtered subset of employee automatics:
Right-click the Automatics folder and select Select and Report > Employee Automatics Listing from the shortcut menu.
On the Selection tab, define any filters to apply to the data.
To report on specifically selected employee automatics:
In the HD view, select the employee automatics to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
Click .
To report on a particular employee automatic from the Employee Automatic window:
In the HD view, locate and double-click the employee automatic to report on. The Employee Automatic window opens with the automatic loaded.
Click .
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
Select the Output tab.
In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.
Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extensions are available for the report:
Employee automatics
Employees
PRCodes
Extras\Payroll\Import Employee Automatics.xls
×
Employee automatics security
Common accesses available on employee automatics
Access
A user with this access can...
Change
Use the mass change action on employee automatics.
Data
Have read-only access to employee automatics from anywhere in the software (e.g., field validations, filters, date expressions).
Delete
Delete employee automatics.
Edit
Edit employee automatic records.
Read
Have read-only access to employee automatic records.
Report
Run reports with employee automatic information.
Report Designs
Create and edit report designs with employee automatic information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers
Create and edit action profiles and report profiles related to employee automatics.
Shared Filters
Create and edit shared filters on employee automatics.
Visible
View the Automatics folder in the Navigation pane.
×
Employee automatics filters
The following built-in filters are available for employee automatics:
Filter Name
Effect
? Current
Prompts for a date and lists the employee automatics with an end date greater than the specified date or with no end date.
? Employee Code
Prompts for an employee code and lists automatics for employees with an employee code that contains the specified search string.
? Employee Name
Prompts for an employee name and lists automatics for employees with a name that contains the specified search string.
? Expired
Prompts for a date and lists the employee automatics with an end date less than or equal to the specified date. If no date is specified, lists all employee automatics with any end date.
? Has Run Types
Prompts for one or more run types and lists employee automatics with the run type(s).
? PRCode
Prompts for a PRCode and lists automatics that reference a PRCode that contains the specified search string.
? Social Insurance
Prompts for a social insurance number and lists automatics for the employee with that number.
? Social Security
Prompts for a social security number and lists automatics for the employee with that number.
Current Employees
Lists automatics for current employees.
Garnishments
Lists garnishment-type automatics for employees with a garnishment order.
Terminated Employees
Lists automatics for terminated employees.
×
Report Email dialog
From
The email account from which to send the email. Valid options are:
Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
.
to move your selection(s) to the Assigned Sort Options list box.
and 
to arrange the sort fields in the order you want them applied.
- Provides access to two preview options.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the 
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).