Use this screen to produce the External Paydata file that carries data to the ADP system. The External Paydata file is a flat data file in ADP format with a single header record, followed by paydata records. If you have selected "1" in the ADP Version drop-down box, one or two trailer records follow the paydata records, depending on the data sent.
The External Paydata file will be broken into batches. For each new batch, there is an additional header, additional paydata records, and a trailer (if you have selected "1" in the ADP Version drop-down box). If more than one batch is necessary, the batch ID is incremented in each header record.
You can establish multiple ADP timesheet transfer parameters in this screen. When the information is saved, you will be asked for a parameter name to identify the entry.
Before executing this application, set up mapping information to match Costpoint pay types and accounts with ADP field IDs using the ADP Mappings screen or ADP 2.5 Mappings screen, depending on which ADP version you are using.
If only one timesheet cycle is desired, enter the corresponding timesheet cycle code. If all timesheet cycles are desired, enter "ALL." Use Lookup to see a list of valid timesheet cycle codes.
Select this radio button if the Payroll Computed and Payroll Posted flags should not be set for any timesheets.
Select this radio button if the timesheets should be marked as "payroll computed" and "payroll posted" once they have been selected for the download. If you select this radio button, the timesheets will be marked with the pay period code "ADP." The timesheet's pay period Start Date will be the start date specified on the screen. The timesheet's pay period End Date will be the end date specified on the screen.
Select this radio button to flag timesheets (that had at least one timesheet line exported) as being computed and posted in Costpoint Payroll.
Enter the starting and ending range of timesheet dates to be included in the transfer. You must update these dates every pay period. Use the MMDDYYYY format.
ADP Version |
Compatible with ADP Version(s) |
1 |
DOS versions 4, 5, and 6 and Windows versions 1 and 2 |
2.5 |
Windows versions 2.5, 3.1, 4.0, 5.0, and 5.1 |
Select the ADP Version that is compatible with the ADP product you are currently using:
If you select "1" in the ADP Version drop-down box, the program will generate the fixed-file format using the ADP Mappings; if you select "2.5," the program will generate the comma-separated file format using the ADP 2.5 Mappings.
If you select version 2.5, the File ID (a two-character code) field becomes available and the Batch ID allows up to eight digits (rather than three).
If you have selected "2.5" for ADP Version, enter a two-character code to identify the output file. Valid values are A-Z and 0-9. If you selected "1" for your ADP Version, this field will be disabled.
Enter the three-character code assigned to you by ADP in this required field. This code should be the file extension in the EXTPAYDT.xxx File, if you selected "1" in the ADP Version field. If you have selected ADP Version "2.5," this code should be the xxx in the EPIxxxAA.CSV File.
Enter the ADP batch number to be assigned to the first batch in the transfer file. This field is required. If you selected "1" as your ADP Version, enter any number from "1" to "99." If you selected "2.5" for your ADP Version, enter an ID using any combination of eight characters from these values:
A-Z, 0-9, space $ @ [ \ ] ^ _ ` { | } ! # % & ‘ ( ) * + , - . / : ; < = > ? ~ “
Enter the ADP mapping code. This code determines the mapping rules used by the application when creating the ADP Paydata file. You set up these rules in the ADP 2.5 Mappings screen. This field is available only if you selected "2.5" as your ADP Version.
If you select this checkbox, your ADP product will suppress calculations based on the ADP Rate 1. This allows you to send hours and dollars to ADP.
If you selected "1" for your ADP Version, selecting the Suppress Rate 1 checkbox will add “007X” to each paydata record.
If you have selected "2.5" for your ADP Version, selecting the Suppress Rate 1 checkbox will append "Special Action" to the output header record and will supply an X at the end of every detail output record.
Use this pushbutton to choose a file name for the output file export, or enter an output file name in the field to the right. If you select an existing file name, the application will overwrite its contents when the export process begins.
Please see the "What Filename to Use" section of your ADP PC/Payroll for Windows Data Exchange Guide for information on file naming guidelines.
Select only one of the options in this group box; neither is required.
Select this checkbox if ADP is set up for automatic payment of salaried employees. If you select this checkbox, neither hours nor earnings will be sent to ADP for salaried employees unless the pay type or account is mapped to a field other than regular hours or earnings (codes 012 and 014).
Select this checkbox to send hours and gross pay to ADP for salaried employees.
You must select at least one of the checkboxes in this group box.
Select this checkbox to send earnings information for hourly employees.
Select this checkbox to send hours for hourly employees.
Use this button on the toolbar to initiate the transfer process. You should run this application for each pay period after all timesheets are entered. This application will also generate the Error report.
Select this button on the toolbar to print the Edit Report. This can be done at any time after selecting the Process button (which creates the Paydata File).
Field Description |
Type |
Value |
Record Type |
Character (1) |
A |
Field ID for Company Code |
Character (3) |
001 |
Company Code |
Character (3) |
Provided by user |
Field ID for Batch Number |
Character (3) |
002 |
Batch Number |
Character (3) |
Provided by user |
Version Number |
Character (1) |
Provided by user. "6" is provided for Windows versions |
End of Logical Record |
Character (1) |
z |
Spaces |
To fill out record to 80 characters |
|
Carriage Return/Line Feed |
|
|
Field Description |
Type |
Value |
Record Type |
Character (1) |
B |
Field ID for Employee ID |
Character (3) |
003 |
Employee ID |
Character (6) |
Payroll service employee ID or first six characters of the Costpoint employee ID |
Field ID for Pay Number |
Character (3) |
004 |
Pay Number |
Integer (1) |
1 for regular timesheets, 2 for bonus timesheets |
If a Shift Code is present:
Field Description |
Type |
Value |
Field ID for Shift Code |
Character (3) |
010a |
Shift Code |
Character (1) |
From Mapping table |
Field ID for Hours |
Character (3) |
From Mapping table |
If a User Code is present:
Field Description |
Type |
Value |
User Code |
Character (2) |
From Mapping table |
Hours |
Integer (7) |
From Timesheet Line table |
Hours Sign |
Character (1) |
Blank if positive,"-" if negative |
Field ID for Earnings |
Character (3) |
From Mapping table |
User Code |
Character (2) |
From Mapping table |
Earnings |
Integer (7) |
From Timesheet Line table |
Earnings Sign |
Character (1) |
Blank if positive,"-" if negative |
Field Description |
Type |
Value |
End of Logical Record |
Character (1) |
z |
Spaces |
Up to 80 characters |
|
Carriage Return/Line Feed |
|
|
Field Description |
Type |
Value |
Record Type |
Character (1) |
C |
Field ID (may occur up to five times) |
Character (3) |
Derived - see the Paydata to Trailer Field ID table below. |
Total (may occur up to five times) |
Integer (11) |
Total of hours or dollars for Field IDs |
Sign |
Character (1) |
Blank if positive, "-" if negative |
End of Logical Record |
Character (1) |
z |
Spaces |
To fill out record to 80 characters |
|
Carriage Return/Line Feed |
|
|
The field IDs of the trailer record are determined according to the following table:
Paydata Field ID |
Trailer Field ID |
012 |
030 |
013 |
031 |
016 & 017 |
032 |
018 & 019 |
033 |
014 |
034 |
015 |
035 |
020 & 021 |
036 |
022 & 023 |
037 |
024 & 025 |
038 |
Field Description |
Type |
Value |
Company Code |
Character (3) |
Co Code |
Batch ID |
Character (8) |
Batch ID |
File Number |
Character (6) |
File # |
Pay Number |
Character (1) |
Pay # |
Shift |
Character (1) |
Shift |
Regular Hours |
Character (9) |
Reg Hours |
Regular Earnings |
Character (11) Character (12) with expanded field option |
Reg Earnings |
Overtime Hours |
Character (9) |
O/T Hours |
Overtime Earnings |
Character (11) |
O/T Earnings |
Hours 3 Code |
Character (2) Character (3) with expanded field option |
Hours 3 Code |
Hours 3 Amount |
Character (9) |
Hours 3 Amount |
Earnings 3 Code |
Character (2) Character (3) with expanded field option |
Earnings 3 Code |
Earnings 3 Amount |
Character (11) Character (12) with expanded field option |
Earnings 3 Amount |
Hours 4 Code |
Character (2) Character (3) with expanded field option |
Hours 4 Code |
Hours 4 Amount |
Character (9) |
Hours 4 Amount |
Earnings 4 Code |
Character (2) Character (3) with expanded field option |
Earnings 4 Code |
Earnings 4 Amount |
Character (11) Character (12) with expanded field option |
Earnings 4 Amount |
Earnings 5 Code |
Character (2) Character (3) with expanded field option |
Earnings 5 Code |
Earnings 5 Amount |
Character (11) Character (12) with expanded field option |
Earnings 5 Amount |
Special Action Flag |
Character (1) |
Special Action (Included in header file only if you selected the Suppress Rate 1 checkbox) |
Tax Frequency |
Character (1) |
Tax Frequency |
Field Description |
Type |
Value |
Company Code |
Character (3) |
Company code specified on the screen. |
Batch ID |
Integer (8) |
Batch ID specified on the screen. |
File Number |
Character (6) |
Payroll service employee ID or first six characters of the Costpoint employee ID. |
Pay Number |
Character (1) |
If the Pay Type or Account has a Map Type of "Pay Type" or "Account" in the ADP 2.5 Mappings screen, this field will be populated with "1." If the Pay Type or Account has a Map Type of "Bonus Pay Type" in the ADP 2.5 Mappings screen, this field will be populated with "2." |
Shift |
Integer (1) |
If a Shift Code was specified for the "Account" or "Pay Type" in the ADP 2.5 Mappings screen, that shift code will be used. Otherwise, the field is not populated. |
Regular Hours |
Numeric (9) |
If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is selected, this field will be populated with the regular hours from the Timesheet Line table. If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is not selected, this field will not be populated. If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field will be populated with the regular hours from the Timesheet Line table. If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is not selected, this field will not be populated. Note: This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Reg Hours" in the ADP Hours Type field in the ADP 2.5 Mappings screen. |
Regular Earnings |
Character (11) Character (12) with expanded field option |
If employee is Hourly and the Send Dollars checkbox is selected in the Hourly Employees group box, this field will be populated with the regular earnings from the Timesheet Line table. If employee is Hourly and the Send Dollars checkbox is not selected in the Hourly Employees group box, this field will not be populated. If the employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field will be populated with the regular earnings from the Timesheet Line table. If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is not selected, this field will not be populated. Note: This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Reg Earnings" in the ADP Hours Type field in the ADP 2.5 Mappings screen. |
Overtime Hours |
Numeric (9) |
If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is selected, this field will be populated with the overtime hours from the Timesheet Line table. If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box checkbox is not selected, this field will not be populated. If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field will be populated with the overtime hours from the Timesheet Line table. If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is not selected, this field will not be populated. Note: This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "O/T Hours" in the ADP Hours Type field in the ADP 2.5 Mappings screen. |
Overtime Earnings |
Character (11) Character (12) with expanded field option |
If employee is Hourly and the Send Dollars checkbox is selected in the Hourly Employees group box, this field will be populated with the overtime earnings from the Timesheet Line table. If employee is Hourly and the Send Dollars checkbox is not selected, this field will not be populated. Note: Paydata records for salaried employees always contain the overtime earnings amount where applicable. Note: This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "O/T Earnings" in the ADP Hours Type field in the ADP 2.5 Mappings screen. |
Hours 3 Code |
Character (2) Character (3) with expanded field option |
If the timesheet line "Pay Type" or "Account" was mapped to "Hours 3 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen, the assigned ADP Hours Code will be inserted here. |
Hours 3 Amount |
Character (9) |
If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is selected, this field will be populated with the Hours 3 Code hours from the Timesheet Line table. If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is not selected, this field will not be populated. If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field will be populated with the Hours 3 Code hours from the Timesheet Line table. If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is not selected, this field will not be populated. Note: This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Hours 3 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen. |
Earnings 3 Code |
Character (2) Character (3) with expanded field option |
If the timesheet line "Pay Type" or "Account" was mapped to "Earnings 3 Code" in the ADP Earnings Type field in the ADP 2.5 Mappings screen, the assigned ADP Earnings Code will be inserted here. |
Earnings 3 Amount |
Character (11) Character (12) with expanded field option |
If employee is Hourly and the Send Dollars checkbox is selected in the Hourly Employees group box, this field will be populated with the Earnings 3 Code earnings from the Timesheet Line table. If employee is Hourly and the Send Dollars checkbox is not selected, this field will not be populated. Note: Paydata records for salaried employees will always contain the earnings 3 amount where applicable. Note: This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Earnings 3 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen. |
Hours 4 Code |
Character (2) Character (3) with expanded field option |
If the timesheet line "Pay Type" or "Account" was mapped to "Hours 4 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen, the assigned ADP Hours Code will be inserted here. |
Hours 4 Amount |
Character (9) |
If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is selected, this field will be populated with the Hours 4 Code hours from the Timesheet Line table. If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is not selected, this field will not be populated. If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field will be populated with the Hours 4 Code hours from the Timesheet Line table. If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is not selected, this field will not be populated. Note: This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Hours 4 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen. |
Earnings 4 Code |
Character (2) Character (3) with expanded field option |
If the timesheet line "Pay Type" or "Account" was mapped to "Earnings 4 Code" in the ADP Earnings Type field in the ADP 2.5 Mappings screen, the assigned Earnings Code will be inserted here. |
Earnings 4 Amount |
Character (11) Character (12) with expanded field option |
If employee is Hourly and the Send Dollars checkbox is selected in the Hourly Employees group box, this field will be populated with the Earnings 4 Code earnings from the Timesheet Line table. If employee is Hourly and the Send Dollars checkbox is not selected, this field will not be populated. Note: Paydata records for salaried employees always contain the earnings 4 amount where applicable. Note: This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Earnings 4 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen. |
Earnings 5 Code |
Character (2) Character (3) with expanded field option |
If the timesheet line "Pay Type" or "Account" was mapped to "Earnings 5 Code" in the ADP Earnings Type field in the ADP 2.5 Mappings screen, the assigned Earnings Code will be inserted here. |
Earnings 5 Amount |
Character (11) Character (12) with expanded field option |
If employee is Hourly and the Send Dollars checkbox is selected in the Hourly Employees group box, this field will be populated with the Earnings 5 Code earnings from the Timesheet Line table. If employee is Hourly and the Send Dollars checkbox is not selected, this field will not be populated. Note: Paydata records for salaried employees always contain the earnings 5 amount where applicable. Note: This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Earnings 5 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen. |
Special Action Flag |
Character (1) |
X (Included in the paydata file only if you selected the Suppress Rate 1 checkbox) |
Tax Frequency |
Character (1) |
If you specified a Tax Frequency for the account or pay type in the ADP 2.5 Mappings screen, that tax frequency code is used. Otherwise, the field is not populated. |
Timesheets from the Timesheet Line table will be selected if the date falls within the chosen range, and if (a) the employee is flagged with the timesheet cycle in the Employee Basic table, and (b) the Payroll Processed flag is set to "N" (No).
For each timesheet row selected, the program will assign the ADP field IDs, codes, and pay number and will insert the row into the ADP Paydata table.
The application will check to see whether the account on the timesheet line is found in the ADP Mappings table and, if a match is found, the associated field IDs and codes will be assigned and the pay number will be set to "1." If no match is found for the account, the application will check to see whether the pay type on the timesheet line is found in the ADP Mapping table and, if a match is found, the associated field IDs and codes will be assigned. If the pay type is a bonus pay type, the pay number will be set to "2." Otherwise, the pay number will be set to "1." If no match is found, the record will be written to the Error table and an error message will be written to the Error Report.
If the employee is salaried and you selected the Autopay checkbox, the timesheet line will be mapped to regular hours or earnings (field IDs 12 or 14) and will not be included in the External Paydata file. However, if the timesheet line maps to one of the other hours or earnings fields (e.g., overtime, vacation), it will be included in the External Paydata file. Field types that map to a bonus pay type will be included regardless of the Autopay checkbox.
Cost-only pay type records (timesheet rows with hours equal to zero and labor cost not equal to zero) send earnings only to ADP.
Once the ADP Paydata Table is created, the application uses it to generate the External Paydata File. The file is created in the path you selected in the Output File Path group box. If you selected "1" in the ADP Version drop-down box, the system generates three record types in the External Paydata File for each batch: a header record, paydata records, and one or two trailer records. If you selected "2.5" in the ADP Version drop-down box, the system generates two record types in the External Paydata File for each batch: a header record and paydata records.
The application generates one or more logical paydata records for each check an employee receives. Timesheet records are rolled up for each employee, field ID, user code, and shift code change. Correcting timesheets will be included with regular timesheets to prevent ADP from printing a separate check for the correcting timesheet. Labor-only timesheets will not be included in the paydata file.
Cannot open EXTPAYDT file.
This is a system error. The External Paydata file could not be opened. The file must be created in the output file path you specified earlier, and you must first have rights to this directory.
Ending Date is earlier than beginning date.
The Date Range group box will not allow an ending date earlier than a beginning date.
Errors have occurred that may need correcting.
Errors have occurred and will be reported on the Error report.
Errors occurred while trying to update the Timesheet Header table with posting data. Some timesheets have not been flagged. Please see the Error Report for details.
Errors occurred while updating the timesheet Header table. These will be reported on the Error report.
<<File name>> Invalid file name.
Your file name is invalid. Check file name, extension, and number of characters.
No records exist in the ADP Mapping table. Mapping data must be entered before the download can be processed.
In order for timesheets to be selected for the download, the pay type or account must be mapped to ADP fields.
No records have been selected to transfer to ADP.
There are no timesheet lines to be transferred. This could be due to incorrect parameters (usually the date range has not been updated) or incorrect setup (i.e., all records were rejected).
Requested Company Code does not exist in the PDD Table.
The Company code on the screen does not match that in the Paydata table.
Requested dates do not exist in the PDD Table.
The date range on the screen does not match the date range used to select timesheets to create the Paydata table.
Requested Timesheet Period Code does not exist in the PDD Table.
The Timesheet Cycle on the preprocessor screen does not match that in the Paydata table.
This message will not occur if you selected "ALL" for the Timesheet Cycle on the preprocessor screen.
You must send at least one type of field for hourly employees.
Neither of the checkboxes in the Hourly Employees group box is selected.
You cannot send hours if Autopay is selected.
You have selected both the Autopay and the Send Hours checkboxes in the Salaried Employees group box. You can select only one of these checkboxes or you can select neither of the checkboxes.
The following messages may appear on the Error report:
Employee ID Not Numeric.
The first six characters of the Costpoint employee ID must be numeric if the Payroll Service Employee ID is blank.
Changed by another user.
The timesheet has been changed by another user since the download process was started. The original timesheet information is in the External Paydata file, but may no longer be correct. The timesheet has not been flagged as posted to payroll. Please note that this message will be received only when the Set PR Computed Flag checkbox is selected.
Incomplete pay pd data
The pay period code or the pay period start and end dates could not be retrieved. The employee must have a pay period code in the Payroll Taxes screen in Costpoint Payroll. The pay period code must have one range of dates marked as open in the Pay Periods screen in Costpoint Payroll.
Not in Mapping Table.
A selected timesheet could not be mapped to any of the hours or earnings IDs set up in the ADP Mapping or ADP 2.5 Mapping table.
More than 30 lines.
The ADP Version is "1" and the employee's data has more than 30 lines. ADP is limited to 30 lines of data per employee.
Earnings out of range for tax freq
The Reg Earnings, O/T Earnings, Earnings 3 Amount, Earnings 4 Amount, or Earnings 5 Amount is less than -40,500.00 or greater than 99,999.99 (or 99,999,999.99, if you are using expanded fields), and the tax frequency is "D" or "F."
Account
(ACCT)
Menu: Accounting - General Ledger - Accounts - Maintain Accounts
Employee
(EMPL)
Menu: People - Employee - Basic Employee Setup - Basic Employee Info
Employee Tax
(EMPL_TAX)
Menu: People - Employee - Basic Employee Setup - Employee Taxes
Pay Period Schedule
(PAY_PD_SCHEDULE)
Menu: People - Payroll - Payroll Controls - Pay Periods
Pay Type
(PAY_TYPE)
Menu: People - Labor - Labor Controls - Pay Types
Timesheet Line
(TS_LINE)
Menu: People - Labor - Timesheets - Enter Timesheets
ADP Error
(X_ADP_ERROR)
Menu: Others - Product Interfaces - ADP Interface - ADP Timesheet Transfer
ADP Mappings
(X_ADP_MAP)
Menu: Others - Product Interfaces - ADP Interface - ADP Mappings
ADP Parameters
(X_ADP_PARMS)
Menu: Others - Product Interfaces - ADP Interface - ADP Timesheet Transfer
Functional Parameters Catalog
(FUNC_PARMS_CATLG)
Posting Semaphore
(POST_SEMAPHORE)Timesheet Header
(TS_HDR)
Menu: People - Labor - Timesheets - Enter Timesheets
ADP Paydata
(X_ADP_PDD)
ADP External Paydata File
(EXTPAYDT.[Company Code])
ADP Error Report
(printer or file)
ADP Edit Report
(printer or file)