The Payroll Export feature is used to export/re-export data for specific periods and Pay Policies. The export converts attendance and absence data to the output requirements you define. Once an export has been configured, you can run it using the Exports form or the PAYROLL_EXPORT service instance. To configure an export, see the Configuration Steps below.
See Also:
The Payroll Export feature requires that you have the following policies configured and assigned:
Pay Policy - The system includes a SYSTEM_DEFAULT Pay Policy that also includes a set of system default pay rules. The policy is assigned to System Settings and applies to all users.
Export Premium Policy - If you want premium portions of a transaction to appear in separate records you must configure an Export Premium Policy and assign it to an Employee Group with type FACILITY.
To configure a payroll export, follow all the steps below:
Step |
Details |
Form to Use |
1. Create the Export Rules |
Export rules determine when and how labor data is grouped (when the LABOR_ALL_MT service runs). Each rule is expressed as an IF-THEN statement. The IF portion contains one or more conditions, and the THEN portion contains one or more actions. When the conditions are met, the action is executed. Use the Export Rule Operands to create the rules. |
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2. Create an Export Ruleset (with Context Name ExportRuleset) |
Rulesets are used to group individual rules. When you create the ruleset, you add individual rules to it. Assign the rules you created in Step 1 to this ruleset. You will assign this ruleset to an Export Definition in the next step. Note: You must use ExportRuleset as the Context Name for the ruleset. |
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3. Create an Export Definition |
When you create an export, you define which Ruleset to use when the export runs. For example, you can assign the Ruleset you created in step 2. By configuring the export, you format the output of the data that can be extracted from system tables. You can also configure how you want the header, detail and trailer to look in your output. Note: The Split Premium field requires that you have an Export Premium Policy configured. |
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4. Configure the Data Output Format |
You can modify the format of the output data. For example, you can determine the output of positive and negative values. |
Once you have configured the payroll export, you can run it via the Exports form or the PAYROLL_EXPORT service. You can also configure which Pay Groups and pay periods to include in the export.
You can run a payroll export from the Exports form, provided the Export Destination is FILE or TABLE. When you run an export from the Exports form, you can include data that is entered in user-defined fields. This data will not be included when you run the export via the PAYROLL_EXPORT service. You can also specify whether to include Previously Exported Records and download exports that have already been generated.
You can also run a payroll export using the PAYROLL_EXPORT service. You will need to configure this service on the Service Instance form. You can then schedule the PAYROLL_EXPORT service to run automatically, or run it manually, using the Service Monitor form.
To run the payroll export from the Exports form:
Ensure that the LABOR_ALL_MT service has run.
To run the service, select it on the Service Monitor form and click Schedule Immediately.
Click Main Menu > Payroll > Exports.
Select an Export Name from the drop-down menu (for example, the Export Name you created in Step 4 of the configuration above).
Enter an Output Name for the export file that will be created.
If you check Preview Export, when you run the payroll export with New Records checked, the records will be exported (output) but will not be marked as processed. Once you have "previewed" the export output, you can run the export again with Preview Export unchecked. When you run the export with Preview Export unchecked, the new records will be marked as processed.
If you want to assign a custom ID or batch number to the payroll export, enter it in the External Batch Num field. This field allows you to identify a specific payroll using your company's naming conventions.
If you want to include records that have not yet been exported, check the New Records box.
If you want to include previously exported records, check the Prev Exp Records box.
If you checked the Prev Exp Record box, use the Prev Exp Start and Prev Exp End date fields to specify the dates when the records were previously exported.
Modify the Start Date and End Date of the Parameter Names (Pay Groups) as necessary.
When you run a payroll export, the Parameter Name column on the Exports form displays the available Pay Groups defined on the Pay Policy form. The export will only include records for employees in the Pay Groups that have the Select box checked. The Start Date and End Date for each Pay Group indicates the date range of the records to include in the export.
The available Pay Groups depend on the Security Data Role Name to which you are assigned. In the Security Data Role Name, the Item Name “PAY_GROUP_NAME” determines which Pay Groups you can include in the payroll export.
Click Run Export on the toolbar.
When the export is complete, go to the Output tab. Select the record and click Download to open or save the export file.