Export controls

Security

Built-in filters

Export controls define how electronic files produced from payroll data are laid out. Electronic files can be submitted to government entities, insurance and pension administrators, or anyone who requires a file of employee totals. Files can be fixed-width or comma- or tab-delimited.

For your convenience, the ActivityHD distribution includes a few export control files which can be imported to your system. These include layouts for USA EFW2, state EFW2s, Canadian T4, California Quarterly Wage (DE 6), and New Employee Registry (DE 34). You can find these files in the Extras folder: ...\Extras\Payroll\Export Controls\.

Export controls are used to generate the Create Totals File (see below) and to print the Employee Totals File Report.

Create an export control

In the Navigation pane, highlight the Payroll/Human Resources > Setup > Export Controls folder.
Click . The New Export Control window opens.
Enter a unique Code for the export control.
Enter a Description of the export control.
Select the Options tab.
From the Output Type drop-down list, select how to lay out the output file. Your options are:
- Fixed Position. Creates a file with fixed-length records and fixed-length fields. Electronic Filing of W-2 Forms (EFW2) uses a fixed position file.
- Comma Separated. Creates a comma-separated value file (.csv). This type of file can be opened by Excel. The output has the following characteristics:
  - A comma is inserted between fields.
  - Field sizes are maximum sizes rather than exact sizes. Any trailing spaces are trimmed from each field.
  - If a field value contains a comma or quotes ("), the entire field is enclosed in quotes.
  - If the field is enclosed in quotes, quote characters embedded within the field are doubled.
    Example
    "Aaron, Henry "Hank"" would become "Aaron, Henry ""Hank""".
- Pipe Delimited. Creates a file similar to a comma-separated file except that the delimiter is the pipe (|) symbol. The output has the following characteristics:
  - A pipe is inserted between fields.
  - Field sizes are maximum sizes rather than exact sizes. Any trailing spaces are trimmed from each field.
  - If a field value contains a pipe or quotes ("), the entire field is enclosed in quotes.
  - If the field is enclosed in quotes, quote characters embedded within the field are doubled.
    Example
    "Aaron, Henry "Hank"" would become "Aaron, Henry ""Hank""".
- Tab Delimited. Creates a file similar to a comma-separated file except that the delimiter is a tab. The output has the following characteristics:
  - A tab is inserted between fields.
  - Field sizes are maximum sizes rather than exact sizes. Any trailing spaces are trimmed from each field.
  - If a field value contains a tab or quotes ("), the entire field is enclosed in quotes.
  - If the field is enclosed in quotes, quote characters embedded within the field are doubled.
    Example
    "Aaron, Henry "Hank"" would become "Aaron, Henry ""Hank""".
- XML. Creates an XML file. If you select this option, an XPath column is added to the Records table and to the Fields table so that you can define the output structure.
Select the Structure tab.
In the Records table and the Fields table, define each type of record in the export file and the fields for each record type. Perform the following steps for each record type you need to define:
1. In the Records table in the Name column, enter the record name.
2. From the Type drop-down list, select the type of record. Your options are:
  - File Header. The file header is typically the first record(s) in the file and contains information that applies to the whole file. For government files, the file header typically includes submitter information. The file header is also an appropriate place for column headings if you intend to open the file in Excel.
  - Batch Header. The batch header is used to begin a new group of employees. For example, you might have a different batch for each employer included in the file.
  - Employee Detail. The detail section contains one or more employee records per employee. Each detail record represents a total of check lines by group, tax entity, and/or PRCode.
  - Batch Footer. The batch footer is used to end a group of employees. It typically contains totals for the employer.
  - File Footer. The file footer typically contains totals for the entire file.
3. If you selected "XML" in the Output Type field on the Options tab, the XPath column is visible. If you don't see the XPath field, skip to the next step. Enter the XPath that describes the record. In the past, record-type XPaths were always written in relation to the root element; however, beginning in ActivityHD 9.3-0, the root is no longer assumed. To start the XPath at the root directory, include an initial forward slash (/). If there is no initial slash, the root is ignored. The XPath has the following syntax:
  (//, /) (element([n], [*], [*^])/...)element or @attribute([n], [*], [*^])
  where
  - // at the beginning indicates a movement to the root element.
  - / indicates a movement to the parent element.
  - @ indicates an attribute.
  - [n] For n≥1, specifies the nth element or attribute by the given path.
  - [*] indicates that a new element or attribute should be appended at the given path.
  - [*^] indicates that a new element or attribute should be prepended at the given path.
  Important
  XML XPaths are case-sensitive.
  For more on XPath directives, click here.
4. If there will be more than one record of the same type, enter the Order of that record within the record type. Otherwise, accept the system default of "1".
5. With the row that you just created in the Records table still selected, go to the Name column in the Fields table and enter the name of the first field you need to define. The field name must be unique within the record.
  Tip
  AccountingWare suggests creating the fields in the same order as they are listed in the file layout instructions. You can use the begin and end values to help ensure that fields are the correct length and in the correct positions in the file.
6. If you are entering fields in the order of the file layout instructions, you can accept the default value in the Order column. If you need to include a field but want to hide it (suppose it's needed to calculate another field but doesn't need to be in the output), delete the entry in the Order column. Otherwise, enter the number that corresponds to the position of the field in the output.
7. In the Size column, enter the width of the field in characters. The field width is usually specified in the documentation of the record layout. For delimited files, enter the maximum width (trailing spaces are automatically trimmed).
8. If you selected "XML" as the output type, the XPath column is visible. Enter the XPath that describes the field. The XPath has the following syntax:
  (//, /) (element([n], [*])/...)element or @attribute([n], [*])
  where
  - // at the beginning indicates a movement to the root element.
  - / indicates a movement to the parent element.
  - @ indicates an attribute.
  - [n] specifies the nth element or attribute by the given path.
  - [*] indicates that a new element or attribute should be created.
9. From the Origin drop-down list, select the origin for the field. The origin is a group of sources that indicates where the field information comes from. Your options are:
  - Employee
  - Employer
  - General
  - PRCode
  - Submitter
  - Tax Entity
10. From the Source drop-down list, select the information to provide in the field. The options available in the drop-down list depend on the origin you selected in the previous column. Click here for a list of sources by origin.
11. The Format field loads the current defaults for the field's data type. If this is the first field of this data type, ActivityHD loads the system defaults. Otherwise, ActivityHD loads the format options from the last field of the same data type.
  In the Format column, click the right arrow or press F2 to open the Field Format dialog box. The contents of the dialog box depend on the data type of the field.
12. In the Justify field, select the appropriate justification for the field. Your options are:
  - Left. Typically used for alphanumeric fields.
  - Right. Typically used for numeric fields.
  - None
13. In the Pad Character field, enter the character to use to fill empty space in field values. "0" is typically used to pad numeric fields; " " (space) is used to pad string fields.
14. The bottom section of the Field Format dialog box varies by data type. Follow the instructions that are applicable:
  - Date
    1. In the Format field, enter the date format code to apply to the date.
  - Numeric
    1. In the Minus field, select how to handle negative numbers. Your options are:
      - Left. Place the minus to the left of the number.
      - Right. Place the minus to the right of the number.
      - Error. Report an error.
    2. In the Scale field, enter the number of places (0-4) to show to the right of the decimal.
    3. Mark the Show Decimal Point checkbox to include the decimal point in numbers (52.74). Ensure the checkbox is cleared to suppress the decimal point (5274).
    4. Mark the Show Commas checkbox to include commas in numbers with more than three digits to the left of the decimal (1,286.25). Ensure the checkbox is cleared if you do not want to show commas (1286.25).
    5. Mark the Blank if Zero checkbox to show nothing when the field value is zero. Ensure the checkbox is cleared to show 0 when the value is zero.
  - String
    1. In the Case field, select how to capitalize the field values. Your options are:
      - Upper. Render all characters in uppercase: CASE.
      - Lower. Render all characters in lowercase: case.
      - Mixed. Capitalize initial characters only: Case.
    2. If specific formatting is needed for the field, enter a format template in the Format field. Use X's as placeholders.
      Example
      To enter a format template for social security numbers, enter XXX-XX-XXXX.
    3. If you need to specify the value of the field when the string is blank, enter the value in the Blank field.
    4. If you want ActivityHD to strip certain characters from the string, enter the characters in the Remove field.
      Examples
      To remove dashes, enter "-". Spaces are not removed. 806-687-8500 becomes 8066878500.
      To remove dashes and periods, enter "-.". 2014-45-10.A becomes 20144510A.
      To remove a space and any other character, enter " ?" (a space followed by any other character). However, you cannot just remove a space. ActivityHD already trims trailing spaces from field values.
      To remove spaces and periods, enter " ." (a space followed by a period). Trust me. I know what I'm doing. becomes TrustmeIknowwhatI'mdoing.
  - True/False
    1. In the True Value field, enter the value to display when the field returns true.
    2. In the False Value field, enter the value to display when the field returns false.
15. When you finish with the Format Fields dialog box, click Close.
16. In the Parameters column, click the right arrow to open the Field Parameters dialog box. If the dialog box says, "No parameters are needed for this export source," skip to step q. Otherwise, provide the information requested in the dialog box. The information requested depends on the origin-source context. Click here to see an explanation of the options in the Parameters column.
17. When you finish with the Parameters dialog box, click Close.
18. If you want ActivityHD to return an error when this field is blank in the export file, mark the Required checkbox.
19. If you want to suppress repetitious printing of the value in this field on successive related records, mark the Not Duplicated checkbox.
  Example
  You may have multiple records for the same employee because you are iterating over a tax entity or PRCode. In this case, the field prints on the first record but not on the following records that have duplicate information.
20. The Skip Zero checkbox applies to numeric and true/false fields only. If you want to include this field in the list of fields that ActivityHD checks for a zero value when the export file is created, mark the checkbox. If all fields in the list are zero when the file is created, the record is not created.
  To use this option with a true/false field, create a field with an origin of "General" and source of "Field Compare". Set up the comparison to indicate when you want to see the employee total and mark this checkbox (i.e., skip if false).
21. Repeat steps e-t for each field you need to define for the current record.
22. Repeat steps a-t for each record you need to define for the export file.
When you finish, select the Options tab.
The Tax Entity Mask field applies when a field with a source of "Group Total" or a field with an origin of "Tax Entity" is defined with the Iterated Tax Entity checkbox in the Field Parameters dialog box marked. This field controls which tax entities are reported. Enter a mask that describes the tax entities to iterate over. To iterate over all tax entities, enter *.

Example

To include all Indiana counties, you could enter USA.IN.*.
The PRCode Mask field applies when a field with a source of "Group Total" or "Parameter" or a field with an origin of "PRCode" is defined with the Iterated PRCode checkbox in the Field Parameters dialog box marked. This field controls which PRCodes are reported. Enter a mask that describes the PRCodes to iterate over. To iterate over all PRCodes, enter *.

Example

To include only child support garnishments, you could enter Ded.G.CS*.
To append a carriage return/line feed to every record in the export file, mark the Append CR/LF? checkbox. Some government files require this; others prohibit it. If you are creating an export file to open in Excel, ensure that you mark this checkbox.
Save the new export file.

Import an export control

AccountingWare provides a number of export controls for your use in the ...\Extras\Payroll\Export Controls\ folder of the ActivityHD distribution. In particular, there are export controls available for USA EFW2, SUTA, state EFW2, and more. Before you can use these export controls, you need to import them into your system.

To import an export control:

In the Navigation pane, highlight the Payroll/Human Resources > Setup > Export Controls folder.
Right-click and select Import from the shortcut menu. The Import Export Controls wizard starts.
In the File field, click and browse to and select the export control to import.
Click Open to load the file.
Click Next >>. You are prompted to confirm the import.
Click Yes. You are notified when the import completes.
Click Finish.

The export control is now available in the Export Controls folder.

Create an export totals file

The Employee Create Totals File wizard creates a file of employee totals based on the record and field definitions in an export control you designate. Only merged checks are selected for inclusion in employee totals. Depending on the content set up in the export control, the export totals file can be sent to government entities (e.g., for electronic filing of W-2s, new hire reporting), insurance and retirement administrators, company managers and supervisors, et al.

Note

Check-specific information such as batch sequence numbers and check numbers are not available for inclusion in the employee totals file.

Before you attempt to create an employee totals file, ensure that the address on the company record, as well as the export control, export submitter (if required by the export control), and export employer (if required by the export control) records are set up.

Tip: Use date expressions and saved answers to streamline totals file creation year over year

Using the begin or end date from the Standard Options tab along with date expressions on date fields on the Additional Options tab, you can simplify and standardize export totals file creation.

Ensure the export control you plan to use to create the export totals file has prompts for the dates you want to report by; for example, to report by quarter, set up prompts for Quarters 1, 2, 3, and 4.
On the Additional Options tab of the Employee Create Totals File process, enter date expressions relative to the begin or end date to determine the dates to report on. For example, if the Additional Options tab has prompts for each of the four quarters and you want to base the dates on the end date that the user enters on the Standard Options tab, you could designate the following date expressions:
- For quarter 1, use "today - 9 months".
- For quarter 2, use "today - 6 months".
- For quarter 3, use "today - 3 months".
- For quarter 4, use "today".
Configure any other options for the export totals file, leaving the date fields on the Standard Options tab blank.
Create a saved answer based on the options settings.
In the future, any time you run the Employee Create Totals File process for the export control, load the saved answer you created in the previous step.
On the Standard Options tab, enter the appropriate begin date or end date. The dates on the Additional Options tab are calculated for you!
Click Create File.

In the Navigation pane, highlight the Payroll/Human Resources > Employees folder.
Start the Employee Create Totals File wizard.
- To report totals for all or a filtered subset of employees:
  1. Right-click the Employees folder and select Select and Create Totals File from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report totals for specifically selected employees:
  1. In the HD view, select the employees to include in the totals. You can use Ctrl and/or Shift selection to select multiple records.
  2. Right-click and select Create Totals File from the shortcut menu.
Select the Standard Options tab.
In the Filename field, enter the path and file name for the export totals file or browse to the location. Append an appropriate file extension (.xml, .csv, .txt, etc.).
Select the Export Control to use to create the export totals file. The export control specifies the record and field definitions used to create the totals file.
The Export Submitter field is enabled if the selected export control has fields with submitter as the origin. Select the submitter to use for the creation of the export totals file.
The Export Employer field is enabled if the selected export control has fields with employer as the origin. Select the employer to use for the creation of the export totals file.
In the Begin Date and End Date fields, enter the range of dates for which to include information for the totals file.
In the Date field, select the type of date to limit employee group totals by. Your options are:
- Check Date. Selects check lines by the date on the check that contains the check line.
- Work Date. Selects check lines by the work date on the check line.
If the export control you selected contains fields set up to prompt for more information, the Additional Options tab is visible. Select the tab.
Respond to each of the prompts as appropriate.
Select the Check Lines tab.
Define any conditions on check lines to apply to the data.
Click Create File. ActivityHD notifies you how many records were created.
Click OK. The totals file is created and saved to the designated location. You can open the file in Excel.

Tip

You can run the Employee Totals File Report to view the contents of the employee totals file.

Export Controls Listing

Purpose

The Export Controls Listing provides a list of the export controls defined in Payroll.

Content

For each export control included on the report, the listing shows:

description
tax entity mask
PRCode mask
whether a carriage return/line feed is to be appended to records
output type.

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

export records (record name, type, XPath, order, length)
fields (field name, order, size, begin position, end position, origin, source, whether required, whether duplicates are allowed, whether to check field for zero when determining whether to skip records)
formats and parameters
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 > Export Controls folder.
Start the report set-up wizard.
- To report on all or a filtered subset of export controls:
  1. Right-click the Export Controls folder and select Select and Report > Export Controls Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected export controls:
  1. In the HD view, select the export controls to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular export control from the Export Control window:
  1. In the HD view, locate and double-click the export control to report on. The Export Control window opens with the export control loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Export Records - If this checkbox is marked, the following checkbox is enabled:
  - Export Fields - If this checkbox is marked, the following checkbox is enabled:
    - Export Formats and Parameters
- 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 extensions are available for the report:

Export controls
Export records
Export fields

Employee Totals File Report

Purpose

The Employee Totals File Report shows employee totals for the export file and the export control you designate.

Content

For each record represented on the report, the report shows:

record number
defined fields.

For each field represented on the report, the report shows:

field number
beginning position of field
ending position of field
length of field
field name
field value
formatted number (when the field value is a number).

The following totals appear on the report:

total records reported
total fields reported.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Employees folder.
Right-click the Employees folder and select Report Totals File from the shortcut menu.
On the Options tab in the Filename field, enter the path and file name of the export totals file or browse to it and select it.
Select the Export Control to use for the report. The export control specifies the record and field definitions used for the totals file.
The fields in the Optional Record Limits section let you filter by one or more of the following fields:
- Beginning. Enter the smallest record number to include on the report.
- Ending. Enter the largest record number to include on the report.
- Name. To filter by record name, enter the value or partial value to match.
- Employee. To filter by employee name, enter the value or partial value to match.
The fields in the Optional Field Limits section let you filter by one or more of the following fields:
- Beginning. Enter the smallest field number to include on the report.
- Ending. Enter the largest field number to include on the report.
- Name. To filter by field name, enter the value or partial value to match.
- Value. To filter by field value, enter the value or partial value to match.
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
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).

Export Control Record ID

Code

A unique code for the export control.

Description

A description of the export control.

Structure tab

Records table

The Records table and the Fields table work in coordination. The field definitions in the Fields table correspond to the record currently selected in the Records table.

Name

A name for the record for which fields are defined.

Type

The type of record defined. Your options are:

File Header. Typically, the File Header is the first record in the export file. It contains information that applies to the entire export file. For government files, the File Header record usually contains submitter information. The File Header record is also a good place to insert the column headings for the files you intend to open in Excel.
Batch Header. The Batch Header record signals a new group of employees. For example, if you are including multiple employers in the file, you might include a different batch for each employer.
Employee Detail. The Employee Detail section contains one or more records per employee. Each detail record represents a total of check lines by check line group, by tax entity, and/or by PRCode.
Batch Footer. The Batch Footer record signals the end of a batch of employees. It typically contains totals for the employer.
File Footer. The File Footer typically contains totals for the entire export file.

XPath

This column is only visible if the output type (set on the Options tab) is "XML".

The XPath which describes the structure of this record in the XML document that is created with the export control. In the past, record-type XPaths were always written in relation to the root element; however, beginning in ActivityHD 9.3-0, the root is no longer assumed. To start the XPath at the root directory, include an initial forward slash (/). If there is no initial slash, the root is ignored. The XPath has the following syntax:

(//, /) (element ([n], [*], [*^])/...)element or @attribute([n], [*], [*^])

where

// at the beginning indicates a movement to the root element.
/ indicates a movement to the parent element.
@ indicates an attribute.
[n], where n > 1, specifies the nth element or attribute by the given path.
[*] indicates that a new element or attribute should be appended at the given path.
[*^] indicates that a new element or attribute should be prepended at the given path.

For more on XPath directives, click here.

Order

This column defaults to the next available position for records of the current type. If you need to change the order, enter the ordinal position of this record among the other records of its type.

Length

Displays the length, in characters, of the record. ActivityHD maintains this value as you add fields to the record.

Fields table

Use this table to define the fields contained in the record that is currently selected in the Records table. Define fields in the order in which they are listed in the file layout instructions. When you finish defining a field and move to the next row in the table, ActivityHD computes the beginning and ending positions of the field. Use this information to verify that your definitions align with the file layout instructions.

Name

A name for the field. The field name must be unique among other fields in the record.

Order

The value in this column defaults to the next available field position for the record. If you need to rearrange fields, enter the ordinal position of this field among other fields in the record. ActivityHD adjusts other fields in the record accordingly. If you need to hide the field, clear this cell.

One reason to hide fields is to use the hidden fields to calculate another field which you do want to display. To learn about the types of field calculations that are possible, click here.

Size

The length of the field in characters. If you are working from file layout specifications, you should find this information there.

Note

For delimited files, enter the maximum field size. ActivityHD automatically trims trailing spaces in delimited files.

Begin

Displays the location of the leftmost position in the field within the record. ActivityHD calculates this from the ending location of the prior field (if one) in the record.

End

Displays the location of the rightmost position in the field within the record. ActivityHD calculates this using the beginning location and the field size.

XPath

This column is only visible if the output type (set on the Options tab) is "XML".

The XPath which describes the structure of this field in the XML document that is created with the export control. Field XPaths are in relation to the element indicated by their record's XPath. (This is the root element if the record's XPath is blank.) The field XPath complies with the following syntax:

(//, /) (element ([n], [*])/...)element or @attribute([n], [*])

where

// at the beginning indicates a movement to the root element.
/ indicates a movement to the parent element.
@ indicates an attribute.
[n], where n > 1, specifies the nth element or attribute by the given path.
[*] indicates that a new element or attribute should be appended at the given path.

Origin

The group of sources from which the field information is derived. The origin determines which items are available in the Source column. Your options are:

Employee
Employer
General
PRCode
Submitter
Tax Entity

Source

The source for the field information. The options available depend on the origin you selected. Click here for a list of sources by origin.

Format

This field loads the current defaults for the field's data type. If this is the first field of this data type, ActivityHD loads the system defaults. Otherwise, ActivityHD loads the format options from the last field of the same data type.

In this column, click the right arrow or press F2 to open the Field Format dialog box. The contents of this dialog box depend on the data type of the field. Respond to the prompts as appropriate, then click Close.

Parameters

In this column, click the right arrow or press F2 to open the Field Parameters dialog box. If the dialog box says, "No parameters are needed for this export source," skip to the next column. Otherwise, provide the information requested in the dialog box. The information requested depends on the origin-source context. Click here to see an explanation of the options in the Parameters column.

Required

If this checkbox is marked, indicates ActivityHD should return an error whenever this field is blank in the generated export file.

Not Duplicated

If this checkbox is marked, indicates ActivityHD should suppress repetitious printing of the value in this field on successive related records.

Example

You may have multiple records for the same employee because you are iterating over a tax entity or PRCode. In this case, the field prints on the first record but not on the following records that have duplicate information.

Skip Zero

This column applies to numeric and true/false fields only. If this checkbox is marked, this field is included in the list of fields that ActivityHD checks for a zero value when the export file is created. If all fields in the list are zero when the file is created, the record is not created.

To use this option with a true/false field, create a field with an origin of "General" and source of "Field Compare". Set up the comparison to indicate when you want to see the employee total and mark this checkbox (i.e., skip if false).

Options tab

Tax Entity Mask

This field applies when a field with a source of "Group Total" or a field with an origin of "Tax Entity" is defined with the Iterated Tax Entity checkbox in the Field Parameters dialog box marked. This field controls which tax entities are reported. Enter a mask that describes the tax entities to iterate over. To iterate over all tax entities, enter *.

Example

To include all Indiana counties, you could enter USA.IN.*.

PRCode Mask

This field applies when a field with a source of "Group Total" or "Parameter" or a field with an origin of "PRCode" is defined with the Iterated PRCode checkbox in the Field Parameters dialog box marked. This field controls which PRCodes are reported. Enter a mask that describes the PRCodes to iterate over. To iterate over all PRCodes, enter *.

Example

To include only child support garnishments, you could enter Ded.G.CS*.

Append CR/LF?

If this checkbox is marked, a carriage return/line feed is appended to every record in the export file. Some government files require this; others prohibit it. If you are creating an export file to open in Excel, ensure that you mark this checkbox.

Output Type

The file layout of the export file. Your options are:

Fixed Position. Creates a file with fixed-length fields and fixed-length records. Electronic filing of W-2 forms (EFW2) uses a fixed position file.
Comma Separated. Creates a comma-separated value (.csv) file. A .csv file can be opened by Excel. The output has the following characteristics:
- A comma is inserted between fields.
- Field sizes are maximum sizes rather than exact sizes. Any trailing spaces are trimmed from each field.
- If a field value contains a comma or quotes ("), the entire field is enclosed in quotes.
- If the field is enclosed in quotes, quote characters embedded within the field are doubled.
  Example
  "Aaron, Henry "Hank"" would become "Aaron, Henry ""Hank""".
Pipe Delimited. Creates a file similar to a comma-separated file except that the delimiter is the pipe (|) symbol. The output has the following characteristics.
- A pipe is inserted between fields.
- Field sizes are maximum sizes rather than exact sizes. Any trailing spaces are trimmed from each field.
- If a field value contains a pipe or quotes ("), the entire field is enclosed in quotes.
- If the field is enclosed in quotes, quote characters embedded within the field are doubled.
  Example
  "Aaron, Henry "Hank"" would become "Aaron, Henry ""Hank""".
Tab Delimited. Creates a file similar to a comma-separated file except that the delimiter is a tab. The output has the following characteristics:
- A tab is inserted between fields.
- Field sizes are maximum sizes rather than exact sizes. Any trailing spaces are trimmed from each field.
- If a field value contains a tab or quotes ("), the entire field is enclosed in quotes.
- If the field is enclosed in quotes, quote characters embedded within the field are doubled.
  Example
  "Aaron, Henry "Hank"" would become "Aaron, Henry ""Hank""".
XML. Creates an XML file. If you select this option, an XPath column is added to the Records table and to the Fields table so that you can define the output structure.

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.

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.

Common accesses available on export controls

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

The following built-in filters are available for export controls:

Filter Name	Effect
? Attribute	Prompts for an attribute and lists the export controls which reference the attribute.
? Group	Prompts for a check line group and lists the export controls which reference the group.
? Segment Item Parameter	Prompts for a segment item parameter and lists the export controls which reference the segment item parameter.
? Source	Prompts for a source name and lists the export controls which include sources which contain the specified search string. Sources in this context refer to the possible values in the Source dropdown in the Fields table such as "Literal - String" and "Field Compare".

Employee Totals File Report

Purpose

The Employee Totals File Report shows employee totals for the export file and the export control you designate.

Content

For each record represented on the report, the report shows:

record number
defined fields.

For each field represented on the report, the report shows:

field number
beginning position of field
ending position of field
length of field
field name
field value
formatted number (when the field value is a number).

The following totals appear on the report:

total records reported
total fields reported.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Employees folder.
Right-click the Employees folder and select Report Totals File from the shortcut menu.
On the Options tab in the Filename field, enter the path and file name of the export totals file or browse to it and select it.
Select the Export Control to use for the report. The export control specifies the record and field definitions used for the totals file.
The fields in the Optional Record Limits section let you filter by one or more of the following fields:
- Beginning. Enter the smallest record number to include on the report.
- Ending. Enter the largest record number to include on the report.
- Name. To filter by record name, enter the value or partial value to match.
- Employee. To filter by employee name, enter the value or partial value to match.
The fields in the Optional Field Limits section let you filter by one or more of the following fields:
- Beginning. Enter the smallest field number to include on the report.
- Ending. Enter the largest field number to include on the report.
- Name. To filter by field name, enter the value or partial value to match.
- Value. To filter by field value, enter the value or partial value to match.
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
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).

The table below shows system default formatting settings by data type.

Date	Justify: Left	Pad: " "	Format: "YYYYMMDD"
Number	Justify: Right	Pad: "0"	Decimal: No Commas Scale: 2 No Minus: Error
String	Justify: Left	Pad: " "	Case: Upper

The following list shows the possible components of a date format code. In the list, "d" stands for day, "m" for month, and "y" for year. All other characters are recognized as formatting characters. If the format code returns a formatted date longer than 10 characters, the date will be truncated.

d	Displays the day as a number without a leading zero (1-31).
dd	Displays the day as a two-digit number with a leading zero (01-31).
ddd	Displays the day as an abbreviation (Sun-Sat).
dddd	Displays the day as a full name (Sunday-Saturday).
m	Displays the month as a number without a leading zero (1-12).
mm	Displays the month as a two-digit number with a leading zero (01-12).
mmm	Displays the month as an abbreviation (Jan-Dec).
mmmm	Displays the month as a full name (January-December).
yy	Displays the year as a two-digit number (00-99).
yyyy	Displays the year as a four-digit number (0000-9999).

Examples

The following examples show how the date March 6, 2014 is displayed when the corresponding date format code is applied.

mm/dd/yy	03/06/14
m/d/yy	3/6/14
mm/dd/yyyy	03/06/2014
dd/mm/yy	06/03/14
yyyy/mm/dd	2014/03/06
yyyy	2014
mmmm	March

XPath directives

An XPath directive is used in an import process to locate the portions of an XML document which should be considered for the import operation. The default value for the XPath directive is /XML/data. Since version 9.3-0, ActivityHD supports XPath directives that allow more specific limits.

Sample XPath	Behavior
`/XML/data[2]`	Consider only the second XML element in the `/XML/data` path.
`/XML/data[@Code="A"]`	Consider only the XML elements in the `/XML/data` path which have a Code attribute with the value "A".

In the table below, the first column represents the values in the Origin drop-down list in the Fields table. The second column shows the options available in the Source drop-down list when you select a particular option from the Origin drop-down list. The third column shows the data type of the source. The fourth column shows any parameters that can be specified for the corresponding source.

Note

When a date prompt parameter is available on a source, the source value is delivered as of the date entered for the parameter on the Additional Options tab, or as of the end date from the Standard Options tab if no prompt is provided on the Additional Options tab.

Origin	Source	Data Type	Parameters
Employee	Age	Number	Date Prompt
	Attribute Item	String	Attribute, Date Prompt
	Attribute Item Date	Date	Attribute, Date Prompt
	Attribute Item Description	String	Attribute, Date Prompt
	Birth Date	Date	None
	Business Phone	String	None
	Code	String	None
	Custom Field	String	Custom Field
	Disbursement Address City	String	None
	Disbursement Address City/State/Zip	String	None
	Disbursement Address Country	String	None
	Disbursement Address Line 1	String	None
	Disbursement Address Line 2	String	None
	Disbursement Address Name 1	String	None
	Disbursement Address Name 2	String	None
	Disbursement Address State	String	None
	Disbursement Address Zip Code	String	None
	Disbursement Address Zip Extension	String	None
	EEO-1 Job Category Code	String	None
	EEO-1 Pay Band Code	String	None
	EEO-1 Race/Ethnicity/Gender Code	String	None
	Emergency Contact	String	None
	Emergency Contact Home Phone	String	None
	Emergency Contact Mobile Phone	String	None
	Emergency Contact Work Phone	String	None
	Ethnic Origin	String	None
	Ethnic Origin Description	String	None
	Fax Phone	String	None
	First Hired	Date	None
	First Name	String	None
	First Name First	String	None
	Gender	String	None
	Government Address City	String	None
	Government Address City/State/Zip	String	None
	Government Address County	String	None
	Government Address Line 1	String	None
	Government Address Line 2	String	None
	Government Address Name 1	String	None
	Government Address Name 2	String	None
	Government Address State	String	None
	Government Address Zip	String	None
	Government Address Zip Extension	String	None
	Group Coverage (Month/Day)	True/False	Group, Tax Entity, Month, Day
	Group Total	Number	Group, Amount, Tax Entity, Iterated Tax Entity (True/False), Employe(EE/ER), Iterated PRCode (True/False), Begin Prompt, End Prompt
	Home Email	String	None
	Home Phone	String	None
	Job Category	String	None
	Job Category Description	String	None
	Last Hired	Date	None
	Last Name	String	None
	Last Name First	String	None
	Last Termination	Date	None
	Leave Ledger	Number	Leave Ledger, Date Prompt
	Marital Status	String	None
	Middle Name	String	None
	Mobile Phone	String	None
	Name Prefix	String	None
	Name Suffix	String	None
	Other Phone	String	None
	Parameter - Date	Date	Parameter, Date Prompt
	Parameter - Number	Number	Parameter, Date Prompt
	Parameter - String	String	Parameter, Date Prompt
	Parameter - Yes/No	True/False	Parameter, Date Prompt
	Pay Grade Code	String	None
Pay Grade Description	String	None
Pay Grade Maximum	Number	None
Pay Grade Minimum	Number	None
Position Code	String	None
Position Description	String	None
Position Level	Number	None
Primary Address City	String	None
Primary Address City/State/Zip	String	None
Primary Address Country	String	None
Primary Address Line 1	String	None
Primary Address Line 2	String	None
Primary Address Name 1	String	None
Primary Address Name 2	String	None
Primary Address State	String	None
Primary Address Zip Code	String	None
Primary Address Zip Extension	String	None
Retirement Plan	True/False	None
Social Insurance Number	String	None
Social Security Number	String	None
Status Code	String	None
Status Description	String	None
Statutory Employee	True/False	None
Supervisor Code	String	None
Supervisor Position Description	String	None
SUTA Wages Over Cutoff	Number	None
SUTA Wages Over Cutoff (Total Comp)	Number	None
SUTA Wages Under Cutoff	Number	None
Termination Date (blank if employee is currently active)	Date	None
Third Party Sick Pay	True/False	None
Unit of Pay Amount	Number	None
Unit of Pay Code	String	None
Unit of Pay Description	String	None
W-4 Allowances	Number	None
W-4 Date	Date	None
W-4 Deductions	Number	None
W-4 Dependents Total	Number	None
W-4 Exempt	True/False	None
W-4 Extra Withholding	Number	None
W-4 Filing Status	String	None
W-4 Other Income	Number	None
W-4 Two Jobs	True/False	None
Work Email	String	None
Employer	City	String	None
	City/State/Zip	String	None
	Code	String	None
	Contact Email	String	None
	Contact Fax	String	None
	Contact Job Title	String	None
	Contact Name	String	None
	Contact Phone Extension	String	None
	Contact Phone Number	String	None
	Custom Field	String	Custom Field
	Delivery Address	String	None
	Description	String	None
	Employer Name	String	None
	Employment Code	String	None
	Establishment Number	String	None
	Foreign Country	String	None
	Foreign Postal Code	String	None
	Foreign State/Province	String	None
	Kind of Employer	String	None
	Location Address	String	None
	Other EIN	String	None
	State	String	None
	Tax Jurisdiction Code	String	None
	Third Party Sick Pay	True/False	None
	Zip Code	String	None
	Zip Extension	String	None
General	Batch Record Count	Number	Record
	Batch Total	Number	Record, Field
	Blank	String	None
	Dialog - Date	Date	Prompt
	Dialog - Number	Number	Prompt
	Dialog - String	String	Prompt
	Dialog - Yes/No	True/False	Prompt
	Employee Sequence Number	Number	None
	Field Append	String	Field1, Field2
	Field Coalesce	String	Field1, Field2
	Field Compare	True/False	Field1, Operator, Field2
	Field Difference	Number	Field1, Field2
	Field Maximum	Number	Field1, Field2
	Field Minimum	Number	Field1, Field2
	Field Product	Number	Field1, Field2
	Field Quotient	Number	Field1, Field2
	Field Sum	Number	Field1, Field2
	File Record Count	Number	Record
	File Total	Number	Record, Field
	Identifier	String	Value
	IF - Date	Date	Condition, If True, If False
	IF - Number	Number	Condition, If True, If False
	IF - String	String	Condition, If True, If False
	IF - Yes/No	True/False	Condition, If True, If False
	Literal - Date	Date	Value
	Literal - Number	Number	Value
	Literal - String	String	Value
	Literal - Yes/No	True/False	Value
	Main Begin Date	Date	None
	Main End Date	Date	None
	Now	Date (Time)	None
	Parameter - Date	Date	PRCode, Parameter, Date Prompt
	Parameter - Number	Number	PRCode, Parameter, Date Prompt
	Parameter - String	String	PRCode, Parameter, Date Prompt
	Parameter - Yes/No	True/False	PRCode, Parameter, Date Prompt
	Quarter Number	Number	None
	Sequence Number	Number	None
	Today	Date	None
	Work Days	Number	Calendar, Date Prompt
PRCode	Code	String	PRCode, Iterated PRCode (True/False)
	Custom Field	String	Custom Field, PRCode, Iterated PRCode (True/False)
	Description	String	PRCode, Iterated PRCode (True/False)
Submitter	Code	String	None
	Company City	String	None
	Company City/State/Zip	String	None
	Company Delivery Address	String	None
	Company Foreign Country	String	None
	Company Foreign Postal Code	String	None
	Company Foreign State/Province	String	None
	Company Location Address	String	None
	Company Name	String	None
	Company State	String	None
	Company Zip Code	String	None
	Company Zip Extension	String	None
	Contact Email	String	None
	Contact Fax	String	None
	Contact Name	String	None
	Contact Phone Extension	String	None
	Contact Phone Number	String	None
	Custom Field	String	Custom Field
	Description	String	None
	EIN (Employer Identification Number)	String	None
	Submitter City	String	None
	Submitter City/State/Zip	String	None
	Submitter Delivery Address	String	None
	Submitter Foreign Country	String	None
	Submitter Foreign Postal Code	String	None
	Submitter Foreign State/Province	String	None
	Submitter Location Address	String	None
	Submitter Name	String	None
	Submitter State	String	None
	Submitter Zip Code	String	None
	Submitter Zip Extension	String	None
	Use Email for Problems	True/False	None
Tax Entity	Custom Field	String	Custom Field, Tax Entity, Iterated Tax Entity (True/False)
	Employer ID	String	Tax Entity, Iterated Tax Entity (True/False)
	Federal Code	String	Tax Entity, Iterated Tax Entity (True/False)
	Local Code	String	Tax Entity, Iterated Tax Entity (True/False)
	Maximum SUTA Wages	Number	Tax Entity, Iterated Tax Entity (True/False), Date Prompt
	State Code	String	Tax Entity, Iterated Tax Entity (True/False)
	Unemployment ID	String	Tax Entity, Iterated Tax Entity (True/False)

Export controls: Parameters by source and origin

In the table below, the Prompts column indicates the additional information you need to provide to define a field with the corresponding origin and source. Click the entries in the Prompts column for instructions on how to respond to the prompts.

Origin	Source	Data Type	Prompts
Employee	Age	Number	Date Prompt
	Attribute Item	String	Attribute Date Prompt
	Attribute Item Date	Date	Attribute Date Prompt
	Attribute Item Description	String	Attribute Date Prompt
	Birth Date	Date
	Business Phone	String
	Code	String
	Custom Field	String	Custom Field
	Disbursement Address City	String
	Disbursement City/State/Zip	String
	Disbursement Address Country	String
	Disbursement Address Line 1	String
	Disbursement Address Line 2	String
	Disbursement Address Name 1	String
	Disbursement Address Name 2	String
	Disbursement Address State	String
	Disbursement Address Zip Code	String
	Disbursement Address Zip Extension	String
	EEO-1 Job Category Code	String
	EEO-1 Pay Band Code	String
	EEO-1 Race/Ethnicity/Gender Code	String
	Emergency Contact (Returns the name of the first contact that is flagged as an emergency contact.)	String
	Emergency Contact Home Phone (Returns the home phone number of the first contact that is flagged as an emergency contact.)	String
	Emergency Contact Mobile Phone (Returns the mobile phone number of the first contact that is flagged as an emergency contact.)	String
	Emergency Contact Work Phone (Returns the work phone number of the first contact that is flagged as an emergency contact.)	String
	Ethnic Origin	String
	Ethnic Origin Description	String
	Fax Phone	String
	First Hired	Date
	First Name	String
	First Name First	String
	Gender	String
	Government Address City	String
	Government Address City/State/Zip	String
	Government Address Country	String
	Government Address Line 1	String
	Government Address Line 2	String
	Government Address Name 1	String
	Government Address Name 2	String
	Government Address State	String
	Government Address Zip Code	String
	Government Address Zip Extension	String
	Group Coverage (Month/Day)	True/False	Group Tax Entity Month Day
	Group Total	Number	Group Amount Tax Entity Include/Exclude Iterated Tax Entity Employ(EE/ER) Iterated PRCode Begin Prompt End Prompt
	Home Email	String
	Home Phone	String
	Job Category	String
	Job Category Description	String
	Last Hired	Date
	Last Name	String
	Last Name First	String
	Last Termination	Date
	Leave Ledger	Number	Leave Ledger Date Prompt
	Marital Status	String
	Middle Name	String
	Mobile Phone	String
	Name Prefix	String
	Name Suffix	String
	Other Phone	String
	Parameter - Date	Date	Parameter Date Prompt
	Parameter - Number	Number	Parameter Date Prompt
	Parameter - String	String	Parameter Date Prompt
	Parameter - Yes/No	True/False	Parameter Date Prompt
	Pay Grade Code	String	Position Date Prompt
Pay Grade Description	String	Position Date Prompt
Pay Grade Maximum	Number	Position Date Prompt
Pay Grade Minimum	Number	Position Date Prompt
Position Code	String	Position Date Prompt
Position Description	String	Position Date Prompt
Position Level	Number	Position Date Prompt
Primary Address City	String
Primary Address City/State/Zip	String
Primary Address Country	String
Primary Address Line 1	String
Primary Address Line 2	String
Primary Address Name 1	String
Primary Address Name 2	String
Primary Address State	String
Primary Address Zip Code	String
Primary Address Zip Extension	String
Retirement Plan	True/False
Social Insurance Number	String
Social Security Number	String
Status Code	String	Date Prompt
Status Description	String	Date Prompt
Statutory Employee	True/False
Supervisor Code (Returns the position code for the supervisor of the employee's position.)	String	Position Date Prompt
Supervisor Position Description	String	Position Date Prompt
SUTA Wages Over Cutoff	Number	Tax Entity Include/Exclude Iterated Tax Entity Qtr End Prompt
SUTA Wages Under Cutoff	Number	Tax Entity Include/Exclude Iterated Tax Entity Qtr End Prompt
Termination Date	Date
Third Party Sick Pay	True/False
Unit of Pay Amount	Number	Position Unit of Pay Date Prompt
Unit of Pay Code (Returns the unit of pay code for the employee's position. The employee-specific unit of pay fields are reported if they exist; otherwise, position-specific fields are reported.)	String	Position Unit of Pay Date Prompt
Unit of Pay Description	String	Position Unit of Pay Date Prompt
W-4 Allowances	Number	Date Prompt
W-4 Date	Date	Date Prompt
W-4 Deductions	Number	Date Prompt
W-4 Dependent Totals	Number	Date Prompt
W-4 Exempt	True/False	Date Prompt
W-4 Extra Withholding	Number	Date Prompt
W-4 Filing Status	String	Date Prompt
W-4 Other Income	Number	Date Prompt
W-4 Two Jobs	True/False	Date Prompt
Work Email	String
Employer	City	String
	City/State/Zip	String
	Code	String
	Contact Email	String
	Contact Fax	String
	Contact Job Title	String
	Contact Name	String
	Contact Phone Extension	String
	Contact Phone Number	String
	Custom Field	String	Custom Field
	Delivery Address	String
	Description	String
	Employer Name	String
	Employment Code	String
	Establishment Number	String
	Foreign Country	String
	Foreign Postal Code	String
	Foreign State/Province	String
	Kind of Employer	String
	Location Address	String
	Other EIN	String
	State	String
	Tax Jurisdiction Code	String
	Third Party Sick Pay	True/False
	Zip Code	String
	Zip Extension	String
General	Batch Record Count	Number	Record
	Batch Total	Number	Record Field
	Blank	String
	Dialog - Date	Date	Prompt
	Dialog - Number	Number	Prompt
	Dialog - String	String	Prompt
	Dialog - Yes/No	True/False	Prompt
	Field Append	String	Field 1 Field 2
	Field Coalesce	String	Field 1 Field 2
	Field Compare	True/False	Field 1 Field 2
	Field Difference	Number	Field 1 Field 2
	Field Maximum	Number	Field 1 Field 2
	Field Minimum	Number	Field 1 Field 2
	Field Product	Number	Field 1 Field 2
	Field Quotient	Number	Field 1 Field 2
	Field Sum	Number	Field 1 Field 2
	File Record Count	Number	Record
	File Total	Number	Record Field
	Identifier	String	Value
	IF - Date	Date	Condition If True If False
	IF - Number	Number	Condition If True If False
	IF - String	String	Condition If True If False
	IF - Yes/No	True/False	Condition If True If False
	Literal - Date	Date	Value (can be blank)
	Literal - Number	Number	Value
	Literal - String	String	Value
	Literal - Yes/No	True/False	Value
	Main Begin Date	Date
	Main End Date	Date
	Now (Returns the current system time in HHMMSS format. To separate by colons, specify a format of XX:XX:XX.)	Date (Time)
	Parameter - Date	Date	PRCode Parameter Date Prompt
	Parameter - Number	Number	PRCode Parameter Date Prompt
	Parameter - String	String	PRCode Parameter Date Prompt
	Parameter - Yes/No	True/False	PRCode Parameter Date Prompt
	Quarter Number	Number	Date Prompt
	Today (Returns the current system date.)	Date
	Work Days	Number	Calendar Date Prompt
PRCode	Code	String	PRCode Iterated PRCode
	Custom Field	String	Custom Field PRCode Iterated PRCode
	Description	String	PRCode Iterated PRCode
Submitter	Code	String
	Company City	String
	Company City/State/Zip	String
	Company Delivery Address	String
	Company Foreign Country	String
	Company Foreign Postal Code	String
	Company Foreign State/Province	String
	Company Location Address	String
	Company Name	String
	Company State	String
	Company Zip Code	String
	Company Zip Extension	String
	Contact Email	String
	Contact Fax	String
	Contact Name	String
	Contact Phone Extension	String
	Contact Phone Number	String
	Custom Field	String	Custom Field
	Description	String
	EIN (Employer Identification Number)	String
	Submitter City	String
	Submitter City/State/Zip	String
	Submitter Delivery Address	String
	Submitter Foreign Country	String
	Submitter Foreign Postal Code	String
	Submitter Foreign State/Province	String
	Submitter Location Address	String
	Submitter Name	String
	Submitter State	String
	Submitter Zip Code	String
	Submitter Zip Extension	String
	Use Email for Problems	True/False
Tax Entity	Custom Field	String	Custom Field Tax Entity Iterated Tax Entity
	Employer ID	String	Tax Entity Iterated Tax Entity
	Federal Code	String	Tax Entity Iterated Tax Entity
	Local Code	String	Tax Entity Iterated Tax Entity
	Maximum SUTA Wages	Number	Tax Entity Iterated Tax Entity Date Prompt
	State Code	String	Tax Entity Iterated Tax Entity

An employee is considered covered by a group if the employee has at least one check where (1) the coverage date falls between the pay period begin date and end date, and (2) the check contains at least one check line in the coverage group (and tax entity, if one is specified). If the employee is covered, the value for true is written to the totals file; otherwise, the value for false is written to the file.

In the Group field, select the check line group for the coverage test.
In the Tax Entity field, select the tax entity to apply to the coverage test.
In the Month field, enter the number of the month for the coverage test. The month number is relative to the date range you select when you create the totals file.

Example

If you specify a date range of October 1 to December 31 when you create the totals file, then Month 1 is October, Month 2 is November, and Month 3 is December. If you want to test November, enter 2.

In the Day field, enter the day of the month (1-31) for the coverage test.

The Group Total parameter returns the group total that results when the conditions you specify are applied.

In the Group field, select the check line group to calculate a total for.
From the Amount drop-down list, select the amount to report. Your options are:
- Source (or the name assigned to the source on the group record)
- Result (or the name assigned to the result on the group record)
If the selected group is qualified by tax entity, the Tax Entity field is enabled. Select the tax entity to apply to the group total calculation and then from the adjacent drop-down list, select whether to "Include" or "Exclude" the tax entity. The default selection is "Include". Use "Exclude" to get a group total for all tax entities except the specified tax entity. If you need to to iterate over multiple tax entities, leave this field blank, mark the Iterated Tax Entity checkbox, and specify a tax entity mask in the Tax Entity Mask field on the Options tab. This causes ActivityHD to iterate over the tax entities that match the mask. Iterating allows you to report the group total for the current tax entity for this row.
If the selected group is qualified by employee/employer, the Employ(EE/ER) field is enabled. From the drop-down list, select the contributor to limit tax and deduction totals to. Your options are:
- <blank>
- Employee
- Employer
If you want to iterate over PRCodes, mark the Iterated PRCode checkbox and enter a PRCode mask in the PRCode Mask field on the Options tab. This causes ActivityHD to iterate over the PRCodes that match the mask.
If you want to limit the group total to a different check date or work date range than the one specified on the Standard Options tab of the Create Totals File wizard, enter labels for the begin and end dates of the alternate date range in the Begin Prompt and End Prompt fields. The date range prompts will appear on the Additional Options tab.

Example

The state of Michigan asks employers to report the total compensation from other states besides Michigan. The "Include/Exclude" options help you accomplish this. Create a row in the export control with the following settings:

Name: UI taxable wages for other states
Origin: Employee
Source: Group Total
Parameters: Group = Unemployment Wages, Tax Entity = USA.MI, "Exclude"

The SUTA Wages Over Cutoff parameter returns the amount of SUTA wages over the maximum cutoff that results when the conditions you specify are applied. More specifically:

SUTA Wages Over Cutoff returns the total, by employee and by quarter, of the following per-check amount:

State Compensation - (PreUnemployment * State Compensation/Total Compensation) - Unemployment Wages

where

Total Compensation = Total result amount of check lines in the Compensation group

State Compensation = Total result amount of check lines in the Compensation group and the state tax entity.

PreUnemployment = Total result amount of check lines in the PreUnemployment group

Unemployment Wages = Total source amount of check lines in the Unemployment group and the state tax entity

To enter parameter values for SUTA Wages Over Cutoff:

In the Tax Entity field, select the tax entity for which to consider SUTA wages and then from the adjacent drop-down list, select whether to "Include" or "Exclude" the tax entity. The default selection is "Include". Use "Exclude" to get SUTA wages over cutoff for all tax entities except the specified tax entity. If you need to to iterate over multiple tax entities, leave this field blank, mark the Iterated Tax Entity checkbox, and specify a tax entity mask in the Tax Entity Mask field on the Options tab. This causes ActivityHD to iterate over the tax entities that match the mask. Iterating allows you to report the SUTA wages over cutoff for the current tax entity for this row.
If you want to prompt for the quarter end date of the quarter for which to report SUTA wages over cutoff on the Additional Options tab of the Create Totals File wizard, enter a label for the prompt in the Qtr End Prompt field. Otherwise, the end date from the Standard Options tab is used to determine the quarter to provide SUTA wages over cutoff for.

Example

The state of Michigan asks employers to report the total excess wages for compensation from other states besides Michigan. The "Include/Exclude" options help you accomplish this. Create a row in the export control with the following settings:

Name: UI excess wages for other states
Origin: Employee
Source: SUTA Wages Over Cutoff
Parameters: Tax Entity = USA.MI, "Exclude"

The SUTA Wages Under Cutoff parameter returns the amount of SUTA wages under the maximum cutoff that results when the conditions you specify are applied. Since the source amount for Unemployment automatically cuts off at the limit, the total is the total source amount of check lines in the Unemployment group and the state tax entity.

In the Tax Entity field, select the tax entity for which to consider SUTA wages and then from the adjacent drop-down list, select whether to "Include" or "Exclude" the tax entity. The default selection is "Include". Use "Exclude" to get SUTA wages under cutoff for all tax entities except the specified tax entity. If you need to to iterate over multiple tax entities, leave this field blank, mark the Iterated Tax Entity checkbox, and specify a tax entity mask in the Tax Entity Mask field on the Options tab. This causes ActivityHD to iterate over the tax entities that match the mask. Iterating allows you to report the SUTA wages under cutoff for the current tax entity for this row.
If you want to prompt for the quarter end date of the quarter for which to report SUTA wages under cutoff on the Additional Options tab of the Create Totals File wizard, enter a label for the prompt in the Qtr End Prompt field. Otherwise, the end date from the Standard Options tab is used to determine the quarter to provide SUTA wages under cutoff for.

The Unit of Pay Description parameter returns the unit of pay description for a specified position (or primary position if not specified) and specified unit of pay code as of a specific position effective date. The employee-specific unit of pay fields are reported if they exist; otherwise, position-specific fields are reported.

In the Position field, select the position for which to return the unit of pay description.
In the Unit of Pay field, select the unit of pay code for which to return the unit of pay description.
If you want to prompt for the effective date of an employee position on the Additional Options tab of the Create Totals File wizard when the export file is created, enter a label for the prompt in the Date Prompt field. Otherwise, the end date from the Standard Options tab is used to determine which position to use.

You can combine fields in order to create another field that is calculated based upon those fields. To do so, first include the fields you need to combine in your field definitions. When you define the calculated field, select "General" in the Origin field. Then, in the Source field, select one of the Field functions. Finally, in the Parameters column you can designate the fields to combine.

The following functions for combining fields are available in the Source column:

Field Append. Returns the formatted value of Field1 followed by the formatted value of Field2.
Field Coalesce. If Field1 is not blank, returns the formatted value of Field1. Otherwise, returns the formatted value of Field2.
Field Compare. If the comparison of Field1 to Field2 is true, returns the True value. If the comparison of Field1 to Field2 is false, returns the False value.

If Field1 is a True/False field, then Field1 and Field2 can be compared using the following comparison operators:
- =
- AND
- OR
- <> (not equal)
The following comparison operators are available if Field1 is any other field type besides True/False:
- =
- >
- ≥
- <
- ≤
- <> (not equal)
Tip

If you need to compare Field1 to a specific value, define Field2 with an origin of "General" and select one of the Literal sources in the Source column. In the Parameter column, enter the literal value you want to compare to.
Field Difference. Returns Field1 - Field2.
Field Maximum. Returns the larger of Field1 and Field2.
Field Minimum. Returns the smaller of Field1 and Field2.
Field Product. Returns Field1 * Field2.
Field Quotient. Returns Field1/Field2.
Field Sum. Returns Field1 + Field2.

You can use two fields to produce a third field. If you do, the first two fields must be defined in the record before you can set up the field that uses them.

When two fields are compared, the Field Compare parameter returns "true" if the comparison of Field 1 to Field 2 is true; "false", if the comparison is false.

From the Field 1 drop-down list, select the first field to compare.
From the Operator drop-down list, select the comparison operator to use. Your options are:
- = - Equal
- > - Greater Than. Not available on True/False fields.
- ≥ - Greater Than or Equal. Not available on True/False fields.
- < - Less Than. Not available on True/False fields.
- ≤ - Less Than or Equal. Not available on True/False fields.
- <> - Not Equal
- AND - Logical AND. Only available on True/False fields.
- OR - Logical OR. Only available on True/False fields.
From the Field 2 drop-down list, select the field to compare the first field to.

Note

If you need to compare a field value to a specific value, create a "Literal" field and enter the specific value for the parameter. Leave the Order column for the field blank so that its values will not print.

The layout of the Field Format dialogs depends on the data type of the field you are defining.

All Field Format dialogs prompt for the following information:

General

Justify

Select how you want the field values to be justified. Your options are:

Left. Typically used for alphanumeric fields.
Right. Typically used for numeric fields.
None

Pad Character

Enter the character to use to fill empty space in field values. "0" is typically used to pad numeric fields; " " (space) is used to pad string fields.

Dialogs for date fields prompt for the following additional information:

Date

Format

Enter the date format code to apply to date values.

Dialogs for numeric fields prompt for the following additional information:

Number

Minus

Select where to place the minus sign for negative numbers. Your options are:

Left. Place the minus sign to the left of the number.
Right. Place the minus sign to the right of the number.
Error. Report an error.

Scale

Enter the number of places (0-4) to show to the right of the decimal.

Show Decimal Point

Mark this checkbox to include the decimal point in numbers (52.74). Ensure the checkbox is cleared to suppress the decimal point (5274).

Show Commas

Mark this checkbox to include commas in numbers with more than three digits to the left of the decimal (1,286.25). Ensure the checkbox is cleared if you do not want to show commas (1286.25).

Blank if Zero

Mark this checkbox to show nothing when the field value is zero. Ensure the checkbox is cleared to show 0 when the value is zero.

Dialogs for string fields prompt for the following additional information:

String

Case

Select how to capitalize field values. Your options are:

Upper. Render all characters in uppercase: CASE.
Lower. Render all characters in lowercase: case.
Mixed. Capitalize initial characters only: Case.

Format

If the field requires specific formatting, enter a format template. Use X's as placeholders.

Example

To enter a format template for social security numbers, enter XXX-XX-XXXX.

Blank

Enter the value to use in the field when the string is blank.

Remove

Enter any characters you want ActivityHD to strip from the string.

Examples

To remove dashes, enter "-". Spaces are not removed. 806-687-8500 becomes 8066878500.

To remove dashes and periods, enter "-.". 2014-45-10.A becomes 20144510A.

To remove a space and any other character, enter " ?" (a space followed by any other character). However, you cannot just remove a space. ActivityHD already trims trailing spaces from field values.

To remove spaces and periods, enter " ." (a space followed by a period). Trust me. I know what I'm doing. becomes TrustmeIknowwhatI'mdoing.

Dialogs for true/false fields prompt for the following additional information:

True/False

True Value

Enter the value to display when the field returns "True".

False Value

Enter the value to display when the field returns "False".

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