Check stub items

Security

Built-in filters

Check stub items comprise the lists of totals that print on pay check stubs or direct deposit advice. ActivityHD allows considerable flexibility in how you organize these lists.

Lists can be as simple as a list of items that contribute to gross pay and a list of items that subtract from gross pay. On the other hand, you may want to separate taxes and deductions, or pre-tax deductions from post-tax deductions. You may want a separate list of employer-paid benefits.

You can summarize several check lines into one check stub item. For instance, suppose you have separate PRCodes for each 401(k) fund an employee contributes to. You can combine all the funds into one item by assigning each PRCode to the same check stub item. On the other hand, you could create a different check stub item for each 401(k) fund.

Each check stub item is assigned to a list and assigned an order in that list. The check stub items are always printed in their assigned order, no matter what the order is on the check. Gaps are removed in the print process. A check stub item is only printed if there are lines on the check that contribute to the item or if there are historical check lines that contribute to the YTD or cumulative total.

Check stub items are entirely optional. You can print a check stub or direct deposit advice using just ActivityHD's built-in totals, such as gross wages and net pay. However, if you want more detail, you will need to create lists. When you do, be sure only to assign items to a check stub item that contribute to the list.

You can choose the totals that you want to appear on the check stub for each check stub item. The following provided totals are available for any check stub item: Source Check, Source YTD, Source All, Result Check, Result YTD, Result All, Rates.

Example

Four lists are represented below. We'll examine how the first three lists are set up.

The first list, "Pay", results from the following check stub items:

Field	Values
Code	Regular	Overtime	Bonus	Benefits	Tips	Reimburse
Description	Regular Pay	Overtime	Bonus	Taxable Benefits	Reported Tips	Reimburse
Label	Regular	Ovt	Bonus	Bfit	Tips	Reimb
List Number	1	1	1	1	1	1
Sort Order	1	2	3	4	5	6
Source Check
Source YTD
Source All
Result Check
Result YTD
Result All
Rates

"Deductions/Taxes" results from the following check stub items:

Field	Values
Code	EE401K	EEHealth	EESocial	EEMedicare	USA	DC Tax	Union
Description	Employee 401K	Employee Health	Employee Social Security	Employee Medicare	USA Tax	DC Tax	Union Dues
Label	401K	Health	Social	Medic	USA	DC	Union
List Number	2	2	2	2	2	2	2
Sort Order	1	2	3	4	5	6	7
Source Check
Source YTD
Source All
Result Check
Result YTD
Result All
Rates

"Employer-Paid Benefits" results from the following check stub items:

Field	Values
Code	ER401K	ERHealth	ERSocial	ERMedicare	IDUSA	UIDC Tax
Description	Employer 401K	Employer Health	Employer Social Security	Employer Medicare	USA Unemployment	DC Unemployment
Label	401K	Health	Social	Medic	FUI	SUI DC
List Number	3	3	3	3	3	3
Sort Order	1	2	3	4	5	6
Source Check
Source YTD
Source All
Result Check
Result YTD
Result All
Rates

Create a check stub item

In the Navigation pane, highlight the Payroll/Human Resources > Setup > Check Stub Items folder.
Click . The New Check Stub Item window opens.
Enter a unique Code for the check stub item.
Enter a Description of the check stub item.
In the Label field, type the label to use for this item when it appears on check stubs or direct deposit advice. While you can use up to 20 characters for the label, for best results keep the label pithy Brief and to the point and recognizable.
In the List Number field, enter the number of the list to include the check stub item in. You can organize and number the lists according to your needs.
In the Sort Order field, enter the number that represents the position of the check stub item in its list. You can leave the number blank or enter an outrageously big number to have ActivityHD automatically calculate the next highest number in the list. You can set the number to a number that's already assigned to another check stub item to insert it at that point and move the items below it in the list down. View check stub items on the HD view and sort by List Number + Sort Order to see the effects.
In the Provided Totals section, mark the checkbox(es) for the amount(s) you want to include for the check stub item. If nothing is selected, no totals will print on the stub. Your options are:
- Source Check
- Source YTD
- Source All
- Result Check
- Result YTD
- Result All
Note

Calculating the "YTD" and "All" totals takes a toll on system resources; mark these options only if needed.
Mark the Rates checkbox to print rates for the check stub item, one line per rate. If the checkbox is cleared, all check lines assigned to this check stub item are combined, and no rates are printed. When the checkbox is marked, the lines are combined by rate, and one line is printed for each rate. If nothing is selected, no rates will print on the stub.
Save the new check stub item.

Check Stub Items Listing

Purpose

The Check Stub Items Listing provides a list of the check stub items defined in Payroll.

Content

For each check stub item included on the report, the listing shows:

list number
sort order
description
label
provided totals.

In addition, you can include one or more of the following:

timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Setup > Check Stub Items folder.
Start the report set-up wizard.
- To report on all or a filtered subset of check stub items:
  1. Right-click the Check Stub Items folder and select Select and Report > Check Stub Items Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected check stub items:
  1. In the HD view, select the check stub items to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular check stub item from the Check Stub Item window:
  1. In the HD view, locate and double-click the check stub item to report on. The Check Stub Item window opens with the check stub item loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
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 extension is available for the report:

Check stub items

Check Stub Item Record ID

Code

A unique code for the check stub item.

Description

A descripton of the check stub item.

Check Stub Item tab

Label

The label to use for this check stub item when it appears on check stubs or direct deposit advice. While you can use up to 20 characters for the label, AccountingWare suggests you keep it pithy

Brief and to the point.

List Number

The number of the list to include the check stub item in. Lists can be organized and numbered according to your needs.

Sort Order

The number that represents the position of the check stub item in its list. You can leave the number blank or enter an outrageously big number to have ActivityHD automatically calculate the next highest number in the list. You can set the number to a number that's already assigned to another check stub item to insert it at that point and move the items below that point in the list down.

Provided Totals

Each marked checkbox represents an amount to be included for the check stub item. If nothing is selected, no totals will print on the check stub. Your options include:

Source Check
Source YTD
Source All
Result Check
Result YTD
Result All

Note

Calculating the "YTD" and "All" totals takes a toll on system resources; mark these options only if needed.

Rates

If the checkbox is marked, rates will print for the check stub item, one line per rate. If the checkbox is cleared, all check lines assigned to this check stub are combined and no rates are printed. When the checkbox is marked, lines are combined by rate and one line is printed for each rate.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Segment Items tab

The Segment Items pane shows the Segment Items HD view filtered to show all segment items that are assigned to the check stub item.

Double-click a row in the pane to drill down to its record in the Segment Item window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Extras\Payroll\Import Check Stub Items.xls

Common accesses available on check stub items

Access	A user with this access can...
Change	Use the mass change action on check stub items.
Custom Fields	Create and edit custom fields for check stub items.
Data	Have read-only access to check stub items from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete check stub items.
Edit	Edit check stub item records.
Export	Export check stub item records from ActivityHD.
Import	Import check stub item records into ActivityHD.
New	Create new check stub item records.
Read	Have read-only access to check stub item records.
Report	Run reports with check stub item information.
Report Designs	Create and edit report designs with check stub item 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 stub items.
Shared Filters	Create and edit shared filters on check stub items.
Visible	View the Check Stub Items folder in the Navigation pane.

The following built-in filters are available for check stub items:

Filter Name	Effect
? Description	Prompts for a check stub item description and lists check stub items with a description that contains the specified search string.
? List	Prompts for a list number and lists the check stub items with that list number.

AccountingWare, LLC

5225 S Loop 289, #207

Lubbock, TX 79424

806.687.8500 | 800.354.7152