Payroll check distributions

Security

Built-in filters

The Distributions table on the Lines tab of the Check window shows how a check line's expense will be accrued in General Ledger. The Distribution window shows the detail for a single distribution line.

Accrual distributions cannot be changed or deleted if the associated GL entry is merged. However, additional distributions can be entered to adjust a merged distribution. When you enter adjusting distributions, a new GL entry is automatically created.

The Check Distributions HD view can optionally include columns for all payroll attributes. Attributes with employee-only usage show the attribute item for the employee as of the GL date. Attributes with distribution usage show the value from the distribution line; this value may differ from the employee default value.

Maintain a check line distribution

Until the GL entry associated with an accrual distribution is merged, certain fields on a distribution detail line are available for editing. Once the GL entry is merged, the accrual distribution cannot be changed (except for distribution attributes). You can, however, enter additional distributions to adjust already merged distributions. When you do, the new GL entry is created automatically.

To maintain a distribution when the GL entry is not merged:

In the Navigation pane, highlight the Payroll/Human Resources > Checks > Distributions folder.
In the HD view, locate and double-click the distribution you want to maintain to load it in the Distribution window.

Perform only the steps needed to update the distribution record.

The GL Date defaults to the date specified on the payroll run. For some distribution methods ("Follows Pay" and "Split Period"), the date may be calculated from other values. Enter a different GL date if needed.
If the distribution account is not fully qualified or if the account does not exist, the Account field (or a portion of it) is enabled and its background is shaded yellow. If a fully-qualified derived account number has been changed to a different valid account number, the field is enabled and the account number displays in purple. Enter any part of the account number you need to complete or change.

Note

If you need to override the account number and it is disabled, place your cursor in this field and select > File > Unlock Debit Account or press Ctrl+Alt+U to unlock the field.
If you are prompted for distribution attributes, select an appropriate attribute item to assign to each attribute.

Note

Check line distributions which "follow pay" derive the GL date, account, attributes, and allocated amounts from the distributions on the pay lines they follow. You cannot modify distribution attributes on distributions which follow pay.
Note

If an attribute is flagged for "Use on GL Detail" and to "Follow Calendar Post Control" and to "Post to GL" for Payroll and the payroll check is merged and the corresponding accrual journal entry is merged and the post control is "Error", the attribute item on a check line distribution cannot be changed. If those conditions exist but the post control is "Warning", a message is displayed before the attribute item can be changed.

The post control in effect is determined as follows:
1. If there is a segment-specific control calendar on the distribution GL account, use the control calendar. Otherwise, use the default calendar.
2. Open the calendar period that contains the distribution GL date. If there is a Payroll-specific post control for the period, use it.
3. If the period of the posting date is outside the periods before or the periods after the current period, use the post control on the calendar.
In the Source field, enter the source amount to use to calculate the distribution result. If there is only one distribution line for the check line, the source is typically the check line's source amount. If you change the source value, ActivityHD recalculates the result.
If the distribution method is "Manual", the Result field is enabled. If needed, enter the result amount directly in this field. If you do, the source amount is not updated.
Save your changes.

Check Distributions Listing

Purpose

The Check Distributions Listing provides a list of check distribution records in Payroll.

Content

For each check distribution included on the report, the listing shows:

batch - entry - line - distribution number
PRCode
GL date
source
result.

The following totals appear on the report:

account totals per employee
distribution line count per account per employee
source amount per account per employee
result amount per account per employee
employee totals or account totals
grand totals.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Checks > Distributions folder.
Start the report set-up wizard.
- To report on all or a filtered subset of check distributions:
  1. Right-click the Distributions folder and select Select and Report > Check Distributions Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected check distributions:
  1. In the HD view, select the check distributions to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Check Distributions Listing from the drop-down menu.
- To report on a particular check distribution from the Distribution window:
  1. In the HD view, locate and double-click the check distribution to report on. The Distribution window opens with the check distribution loaded.
  2. Click and select Check Distributions Listing from the drop-down menu.
Select the Options tab.
In the Group By field, select how to group distribution records on the report. Your options are:
- Employee
- Account
In the Include field, select the information to include on the report. Your options are:
- Detail
- Totals Only
If you selected "Detail" in the Include field, the Include Distribution Attributes checkbox is enabled. Mark the checkbox to include a second line for each distribution line which shows the associated distribution attributes and their values.
In the Employee Order field, select the sort order for employee records on the report. Your options are:
- Code - Base the sort order on the employee code.
- First Name First
- Last Name First
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.

Note

Detail sorts first by the options you specify and then by check batch, check entry number, check line order, and distribution order.

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:

Employees
Checks
Check lines
Check line distributions

Distribution Analysis

Purpose

The Distribution Analysis shows individual distribution postings for a specified period.

Content

When printed to include details, for each batch name - entry number - line number - distribution number included on the report, the report shows:

GL date
GL account and account name
source amount
result amount.

The following totals appear on the report:

sorting option subtotals (optional)
grand totals.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Checks > Distributions folder.
Start the report set-up wizard.
- To report on all or a filtered subset of check distributions:
  1. Right-click the Distributions folder and select Select and Report > Distribution Analysis from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected check distributions:
  1. In the HD view, select the distributions to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Distribution Analysis from the drop-down menu.
- To report on a particular distribution from the Distribution window:
  1. In the HD view, locate and double-click the check distribution to report on. The Distribution window opens with the check distribution loaded.
  2. Click and select Distribution Analysis from the drop-down menu.
Select the Options tab.
In the Report Title field, type a title for the report. You can use up to 100 characters.
In the Begin Date and End Date fields, enter the range of dates for which to include distribution data on the report.
To include distribution detail on the report, mark the Include Details checkbox. If you do not include detail, the report shows grand totals only for the date range you specified.
If you marked the Include Details checkbox, the Include Distribution Attributes checkbox is enabled. Mark the checkbox to include a second line for each distribution line which shows the associated distribution attributes and their values.
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort 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.
To start a new page for each change in one of the sorting options you specified, select the sorting option to break on from the Page Break Level drop-down list. If you do not want to insert page breaks, accept "(none)".
To subtotal based on one of the sorting options you specified, select the sorting option to subtotal on from the Subtotal Through Level drop-down list. If you do not want to show subtotals, accept "(none)".
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:

Employees
Checks
Check distributions

Distribution Record ID

Check

Displays the batch name and entry number of the check associated with this distribution.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Line

Displays the number of the check line associated with the distribution.

Distribution

Displays the number of the distribution detail line with respect to its check line.

Net Pay

Displays the net pay amount on the check associated with the distribution.

Employee

Displays the employee code for the employee on the check associated with the distribution.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Check Date

Displays the check date for the check associated with the distribution.

Distribution tab

Accrual distributions cannot be changed or deleted if their GL entries have been merged. You can, however, enter additional distributions to adjust merged distributions. New GL entries are automatically created for these new entries.

Distribution Method

Displays the distribution method for the check line. Valid methods are:

By Source. The account number was determined from the PRCode, the employee attributes, or both.
Follows Pay. Distributions were automatically generated for selected PRCodes. The distributions are proportional to the distributions for a selected group of other check lines. "Follows Pay" is defined on the PRCode segment item.
Manual. Account numbers were entered manually.
Split Period. The distribution split the check between two GL periods.

GL Date

The date the distribution posts to the general ledger. Typically, this date defaults to the check line's work date; however, a different default distribution date can be specified on the payroll run. Also, depending on the distribution method, this date may be calculated from other values.

Account

The distribution account. This account is derived using the debit account masks from the check line's PRCode and the distribution attributes. The values supplied by the PRCode and the distribution attributes cannot be changed unless you unlock the account number. If wild cards remain in the account number, you can enter values for them.

If the account is not fully qualified or if the account does not exist, the background is shaded yellow. If a fully qualified derived account number is changed to a different valid account number, the account number displays in purple. You can merge checks with invalid distribution accounts, but you must either create the missing account or enter a valid distribution account before you can merge the associated GL entry.

If you must unlock the account, select the field and then select > Tools > Unlock Debit Account or press Ctrl+Alt+U.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Attributes

This section lists the distribution attributes defined for usage in Payroll and shows the attribute item currently assigned to each attribute for this distribution.

Note

Check line distributions which "follow pay" derive the GL date, account, attributes, and allocated amounts from the distributions on the pay lines they follow. You cannot modify distribution attributes on distributions which follow pay.

Note

If an attribute is flagged for "Use on GL Detail" and to "Follow Calendar Post Control" and to "Post to GL" for Payroll and the payroll check is merged and the corresponding accrual journal entry is merged and the post control is "Error", the attribute item on a check line distribution cannot be changed. If those conditions exist but the post control is "Warning", a message is displayed before the attribute item can be changed.

The post control in effect is determined as follows:

If there is a segment-specific control calendar on the distribution GL account, use the control calendar. Otherwise, use the default calendar.
Open the calendar period that contains the distribution GL date. If there is a Payroll-specific post control for the period, use it.
If the period of the posting date is outside the periods before or the periods after the current period, use the post control on the calendar.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Source

The source amount for the distribution. The default source value is the check line's source amount. The source amount is used to calculate the distribution result. If there is only one distribution line for the check line, the source is typically the check line's source amount. You can change the source amount if you need to distribute the check line across multiple accounts.

To enter the remaining source amount on a distribution line, press Ctrl+B or select > Tools > Distribute Balance.

When you enter a source amount, ActivityHD automatically calculates the distribution result using the check line's effective rate:

Distribution Source * (Check Line Result/Check Line Source)

Result

The result of the distribution calculation. For results which are automatically calculated, the following formula is used:

Result = Distribution Source * (Check Line Result/Check Line Source)

If the manual distribution method is used, you can enter the result amount directly. When you manually enter the result, the source amount is not updated.

Debit GL Detail

The journal entry and line number of the detail row with the debit entry for the check distribution.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Credit GL Detail

The journal entry and line number of the detail row with the credit entry for the check distribution.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Common accesses available on check distributions

Access	A user with this access can...
Change	Use the mass change action on check distributions.
Data	Have read-only access to check distributions from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete check distributions.
Edit	Edit check distribution records.
Read	Have read-only access to check distribution records.
Report	Run reports with check distribution information.
Report Designs	Create and edit report designs with check distribution 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 check distributions.
Shared Filters	Create and edit shared filters on check distributions.
Visible	View the Distributions folder in the Navigation pane.

The following built-in filters are available for check distributions:

Filter Name	Effect
? Check Date Range	Prompts for a range of dates and lists the check distributions with a check date in that range.
? Employee Code	Prompts for an employee code and lists check distributions for employees with an employee code that contains the specified search string.
? Employee Name	Prompts for an employee name and lists check distributions for employees with a name that contains the specified search string.
? GL Account	Prompts for a GL account number and lists check distributions posted to an account that contains the specified search string.
? GL Distribution Date	Prompts for a range of dates and lists the check distributions with a GL distribution date in that range.
? Group	Prompts for a check line group and lists the check distributions to groups with a group code that contains the specified search string.
? PRCode	Prompts for a PRCode and lists the check distributions for check lines that reference a PRCode that contains the specified search string.
Current Employees	Lists check distributions for current employees.
Invalid Account	Lists check distributions with an invalid account.

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