Efficient payroll processing in ActivityHD hinges on structured and well-defined PRCodes. A PRCode pulls together the calculation expressions, parameters, check line groups, and GL accounts for each check line and distribution line. PRCodes are comprised of segment items. For instance, you might supply a PRCode calculation expression and parameters on one segment item, and supply the parameter values in another segment item. You could supply the main part of the GL account on one segment item and the department part of the account number on a subsequent segment item.
PRCodes have the following functions:
- PRCodes establish the type of a check line. There are four types of built-in segment items: pay, deduction, tax, and statistic. These built-in segment items determine if the result amount of a check line is included in the total for the check. For example, pay lines are added to a check, but employee deduction lines and taxes are subtracted from a check. Employer deductions, employer taxes, and statistic lines do not affect a check.
- PRCodes can assign check line groups and tax entities for calculation and reporting.
- PRCodes define posting to the general ledger. One segment of a PRCode can determine the main part of the GL account and dependent segments can determine the other segments. The combined PRCode produces a combined GL account. Any parts of the account number that are still missing can be supplied from the employee or entered explicitly during check entry.
- PRCodes define calculation parameters such as begin and end dates, minimum and maximum amounts, flat amounts, rates, etc. These parameters can be referenced by source, rate, and result calculation expressions.
Come to grips with the PRCode concept
Think of segments as decision points and the segment items for each segment as the options for the decision. Building a PRCode amounts to selecting one option for each decision and combining the results.
To determine which segments belong in a PRCode, determine the minimum amount of information needed to determine the pay amount, deduction, tax, or statistic. Arrange the segments in order from broadest decision to narrowest. Define the options (segment items) for each segment. You should naturally find that most of the decision points depend on the preceding decision.
In the illustration that follows, in order to determine an employee's health insurance premium, the company needs to know the PRCode type, the type of deduction, the insurance carrier, and the type of coverage. As a result, the Carrier and Coverage segments need to be defined (Type and Deduction are built in) and segment items need to be defined for Deduction, Carrier, and Coverage. (If the company had only one health insurance carrier, the Carrier segment would not be necessary.)
When you create a PRCode, ActivityHD prompts you to select a segment item for each segment represented in the PRCode.
To create a PRCode:
- In the Navigation pane, highlight the Payroll/Human Resources > Setup > PRCodes folder.
- Click
. The New PRCode window opens.
- In the Type field, select the built-in segment item that represents the type of PRCode you are creating. Another field appears beneath the Type field. The label on the new field corresponds to the name of the first dependent segment for the main segment.
- In the second field, select the segment item that is needed for the PRCode you are setting up. An additional field may appear beneath this second field if there are other dependent segments in the hierarchy, or multiple fields may appear if there are sibling segments at the same level of the hierarchy.
- If needed, continue in this mode of selecting a segment item at each prompt until no more fields are added.
- When you finish, save the new PRCode. At this point, you can view information on the Properties and Calculations tabs.
Eight commonly used PRCodes used for calculating federal taxes are preinstalled for you when Payroll is installed into a company database for the first time. Preinstalled codes are there for your convenience but can be deleted or modified as needed to fit your circumstances. The preinstalled codes are:
| PRCode | Description |
|---|---|
| Tax.FUTA | Federal unemployment tax |
| Tax.MedAdd | Additional Medicare |
| Tax.MedEE | Medicare Tax - Employee |
| Tax.MedER | Medicare Tax - Employer |
| Tax.SocSecEE | Social Security - Employee |
| Tax.SocSecER | Social Security - Employer |
| Tax.USA | Federal Withholding |
| Tax.USAx | Federal Extra Withholding |
In the past, PRCodes for calculating state unemployment taxes were also preinstalled. However, now you can manage which state PRCodes are installed (even PRCodes for Indiana, Michigan, and New York local withholding and local extra withholding) by using the PRBuiltInStateData.sql script available in the ...\Extras\Payroll distribution folder to install data for only the states you need. The script also installs related data including tax entities, income tax and SUTA segment items, segment item parameters, SUTA tax deposit types, and check proofing filters. The script should be run immediately after Payroll is initially installed and later when your company adds employees for a new state. The script does not delete any state-specific data which is already built in.
To run the script:
- Run SQL Server Management Studio.
- Connect to the server where your company database resides.
- From the menu, select File > Open > File, then navigate to the location where PRBuiltInStateData.sql is stored, select it, and click Open.
- Follow the instructions at the top of the file to modify the script to suit your company's needs.
-
In the toolbar, select the company to run the script for.
- Click Execute. The database is populated with the requested data.
A PRCode automatically becomes obsolete whenever one of its segment items is flagged as obsolete. However, you can also flag a PRCode obsolete independent of its segment items. This leaves the segment items available for use on other PRCodes.
Flagging a PRCode as obsolete is the same general procedure as flagging any other entity as obsolete:
- Open the PRCode record in edit mode.
- From the menu, select
> Edit > Obsolete. ActivityHD prompts you to confirm the action. - Click Yes.
Purpose
The PRCodes Listing provides a list of the PRCodes defined in Payroll.
Content
For each PRCode included on the report, the listing shows:
- description
- an indication if the PRCode has been flagged as obsolete.
In addition, you can include one or more of the following:
- items (for each item: PRCode type and description, segment or segment item and description, an indication if segment item is obsolete)
- properties (description, run types, groups, whether employee or employer is responsible for amount, credit account, type of liability date, check stub item, source scale, rate scale, result scale)
- parameters and parameter values (for each parameter: data type, scale, description, current value; for each parameter value: effective date, value, description, item)
- expressions (source expression, rate expression, result expression)
- timestamps
- memos
- custom fields.
The following count appears on the report:
- record count.
Print the report
- In the Navigation pane, highlight the Payroll/Human Resources > Setup > PRCodes folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of PRCodes:
- Right-click the PRCodes folder and select Select and Report > PRCode Listing from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected PRCodes:
- In the HD view, select the PRCodes to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click
.
- To report on a particular PRCode from the PRCode window:
- In the HD view, locate and double-click the PRCode to report on. The PRCode window opens with the PRCode loaded.
- Click .
- To report on all or a filtered subset of PRCodes:
- Select the Options tab.
- Mark the checkbox(es) for the additional information to include:
- Items
- Properties
- Parameters and Parameter Values
- Expressions
- 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:
- PRCodes
PRCode Record ID
Items tab
The segment item that represents the type of PRCode you are creating.
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.
The segment item that represents the type of deduction/pay/statistic/tax you are creating the PRCode for.
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.
If you are prompted for an additional segment, a segment item that further defines the PRCode.
Depending on how segments and their segment items are defined, you could be prompted for one or more additional segments.
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.
Properties tab
Calculations tab
Displays the parameters that come from the segment items that comprise the PRCode.
Note
Obsolete segment item parameters appear in this table only if a value is assigned.
- Date
- Number
- String
- True/False
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.
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.
Check Lines tab
The Check Lines pane shows the Check Lines HD view filtered to show all check lines created with the selected PRCode.
Double-click a row in the pane to drill down to its record in the Check Line 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.
Other tab
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Extras\Payroll\Import PRCodes.xls; PRBuiltInStateData.sql |
PRCodes security
Common accesses available on PRCodes
| Access | A user with this access can... |
|---|---|
| Change | Use the mass change action on PRCodes. |
| Custom Fields | Create and edit custom fields for PRCodes. |
| Data | Have read-only access to PRCodes from anywhere in the software (e.g., field validations, filters, date expressions). |
| Delete | Delete PRCodes. |
| Edit | Edit PRCode records. |
| Export | Export PRCode records from ActivityHD. |
| Import | Import PRCode records into ActivityHD. |
| New | Create new PRCode records. |
| Read | Have read-only access to PRCode records. |
| Report | Run reports with PRCode information. |
| Report Designs | Create and edit report designs with PRCode 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 PRCodes. |
| Shared Filters | Create and edit shared filters on PRCodes. |
| Visible | View the PRCodes folder in the Navigation pane. |
PRCodes filters
The following built-in filters are available for PRCodes:
| Filter Name | Effect |
|---|---|
| ? Account | Prompts for an account number and lists the PRCodes that reference a credit or debit account with an account number that contains the specified search string. |
| ? Check Stub Item List | Prompts for a check stub item list number and lists the PRCodes associated with check stub items with that list number. |
| ? Description | Prompts for a PRCode description and lists the PRCodes with a description that contains the specified search string. |
| ? Expressions Contain | Prompts for a word in a calculation expression and lists the PRCodes with a calculation expression that contains the specified search string. |
| ? Has Group | Prompts for a check line group and lists the PRCodes associated with a group with a group code that contains the specified search string. |
| ? Has Run Type | Prompts for a payroll run type and lists the PRCodes associated with a run type with a run type code that contains the specified search string. |
| ? Not used since | Prompts for a work date and lists the PRCodes which have not been used since the specified work date or which have never been used. |
| ? PRCode | Prompts for a PRCode and lists the PRCodes that contain the specified search string. |
Report Email dialog
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
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