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Slide 2 20 HR and Payroll Tips and Tricks Slide 3 Presenter Landon Russell Controller, The Money Box Landon Russell is not an accountant, he just plays one at work. He has worked for The Money Box, a Texas-based company providing check cashing and related financial services, for over 28 years. He oversees the accounting and payroll departments as the company Controller (that sounds important, but it is just him and his assistant). His experience with Dynamics-GP goes all the way back to 1996. Slide 4 Session Objective Get more out of the HR/Payroll modules Have a few I didnt know I could do that moments Become better at processing payroll Slide 5 Agenda Lots of tips and tricks Some demonstrations Slide 6 20 HR and Payroll Tips and Tricks Dont be a Dynamics Zombie by Mark Polino Novice Advanced Beginner Competent Proficient Expert Slide 7 20 HR and Payroll Tips and Tricks Dont be a Dynamics Zombie by Mark Polino Take a look at this blog post from Mark Polino: http://community.dynamics.com/product/gp/gpnontechnical/b/gproadwarrior/archive/2011/08/28/don- t-be-a-dynamics-gp-zombie.aspx http://community.dynamics.com/product/gp/gpnontechnical/b/gproadwarrior/archive/2011/08/28/don- t-be-a-dynamics-gp-zombie.aspx Which learning stage category do you fit into? We want all Dynamics GP users to get to the Proficient or Expert levels. GPUG Summit and Convergence are just one way to help us get to these higher levels. Check out some of the other resources listed in the blog to advance your knowledge of Dynamics GP. DETAIL SLIDE Slide 8 20 HR and Payroll Tips and Tricks Husband Wife What are HR and Payroll like? Slide 9 20 HR and Payroll Tips and Tricks One of our employees showed a 401(k) deduction of $30.00 Our company matches the 401(k) deduction dollar for dollar up to 10% The employees match (benefit) showed zero dollars What happens when HR and Payroll dont communicate? Slide 10 20 HR and Payroll Tips and Tricks 1.SmartList / SmartList Builder / SRS Reports payroll and HR can make good use of these tools 2.Find menu (Ctrl-F) search for text in a report 3.Show Details icon more details on payroll entry screen Slide 11 20 HR and Payroll Tips and Tricks 1.SmartList / SmartList Builder / SRS Reports payroll and HR can make good use of these tools Use SmartList / SmartList Builder for quick and easy reporting. SRS Reports can be used for more difficult reporting needs. For a good reference for Tables, Fields and Windows, go to Microsoft Dynamics GP > Tools > Resource Descriptions. Mark Polino offers an Excel spreadsheet listing table and field references at his website: http://msdynamicsgp.blogspot.com. Click on the Downloads tab and you will be taken to a page with a bunch of things to download. Scroll down to the Reference section and pick the document for your version of GP.http://msdynamicsgp.blogspot.com Common tables used for payroll/HR reporting: - Payroll Master (UPR_MSTR / UPR00100) - Payroll Transaction History (UPR_Transaction_HIST / UPR30300) - Payroll Deduction Master (UPR_MSTR_Deduction / UPR00500) - Payroll Benefit Master (UPR_MSTR_Benefit / UPR00600) - Payroll Check History (UPR_Check_HIST / UPR30100) 2.Find menu (Ctrl-F) search for text in a report When printing a report to the screen, choose Find > Find (or Ctrl-F) to search for text in the report. This is handy when looking for warnings in the Calculate Checks Report. DETAIL SLIDE Slide 12 20 HR and Payroll Tips and Tricks 3.Show Details icon more details on payroll entry screen Clicking on the Show Details icon (double arrow) on the Payroll Transaction Entry screen brings up a more detailed payroll input screen. The In Addition to Salary checkbox can be used to pay vacation pay (above the normal pay amount). DETAIL SLIDE Slide 13 20 HR and Payroll Tips and Tricks Slide 14 4.Customize the home page 5.NoPrintDialogs=TRUE (add to dex.ini to no longer show print dialog window) Slide 15 20 HR and Payroll Tips and Tricks 4.Customize the home page The Quick Links section of the home page can be customized with links to windows, web pages or external programs. On the Quick Links bar, click on the Change Details icon (pencil) to bring up the Quick Links Details window. Choose one of the options under the Add button. Most of the options to add windows, web pages or external programs are easy to setup. Dividers can be added by choosing Web page, giving a name for the divider (or just a divider) and typing anything in the address field. The new link (or divider) will be placed in the list and can be moved up or down. The home page will need to be refreshed for the changes to show up. 5.NoPrintDialogs=TRUE (add to dex.ini to no longer show print dialog window) This tip keeps the print dialogs from displaying before each report. The dex.ini is a text file and is located in the following directory for GP 2010: Program Files\Microsoft Dynamics\GP2010\Data. DETAIL SLIDE Slide 16 20 HR and Payroll Tips and Tricks 6.Employee Extra Fields window and Employee User Defined window store additional information 7.Note icon on the Employee Maintenance screen free-form note field to store even more information Slide 17 20 HR and Payroll Tips and Tricks 6.Employee Extra Fields window and Employee User Defined window store additional information Multiple windows to store extra payroll and HR data. Data types can include Dates, Numeric, Alpha/Numeric and Currency. Customized checkboxes can also be setup. - Employee Extra Fields: Access from the Employee Maintenance screen, click on the Human Resources button, then click on the Extra Fields button. Setup Microsoft Dynamics GP > Tools > Setup > Human Resources > Extra Fields > Employee. Data can be used in SmartList and SRS reports. - Employee User Defined: Access from the Employee Maintenance screen, click on the Go To icon > Human Resources > User Defined. Setup Microsoft Dynamics GP > Tools > Setup > Human Resources > Employee User Defined. Data can be used in SmartList and SRS reports. 7.Note icon on the Employee Maintenance screen free-form note field to store even more information Use the Notes field to store any kind of miscellaneous information for employees. Data is stored in the ST03900 table and can be used in SmartList and SRS reports (Product: MS Dynamics GP, Series: Company, Table: Record Notes Master) DETAIL SLIDE Slide 18 20 HR and Payroll Tips and Tricks 8.Payroll Mass Transaction Entry allows for the same entry across multiple employees, classes, departments, etc 9.Manual Check Entry Do you know how to use it? 10.Right-click (to Remove From List) Slide 19 20 HR and Payroll Tips and Tricks 8.Payroll Mass Transaction Entry allows for the same entry across multiple employees, classes, departments, etc Access the entry screen by going to Transactions > Payroll > Mass Entry. Transactions can be entered for Pay Codes, Deductions and Benefits. The range of entries includes Employees, Positions, Classes and Departments. As an example, an entry can be made giving all full-time employees 8 hours of holiday pay, without having to key in individual transactions for each employee. 9.Manual Check Entry Do you know how to use it? Access the entry screen by going to Transactions > Payroll > Manual Checks. Allows for recording of a Manual Check, an Adjustment transaction (net zero) or a Beginning Balances transaction (does not update Bank Rec or General Ledger information). The Beginning Balances entry can be used for transactions that only need to update payroll, such as disability payments from a third-party. 10.Right-click (to Remove From List) Delete mis-typed Employee IDs (also works in other parts of Dynamics GP). Also take a look at the AutoComplete Setup, located on the User Preferences screen. DETAIL SLIDE Slide 20 20 HR and Payroll Tips and Tricks 11.PSTL (Professional Services Tools Library) use Employee Modifier ($) to change Employee ID 12.Payroll Checklists setup payroll procedures Slide 21 20 HR and Payroll Tips and Tricks 11.PSTL (Professional Services Tools Library) use Employee Modifier ($) to change Employee ID Lots of extras available from Microsoft in the Professional Services Tools Library. Read more on CustomerSource (https://mbs.microsoft.com/customersource/support/assistedsupport/professionalservices/NOAM_PSTL). Includes two tools for the payroll series.https://mbs.microsoft.com/customersource/support/assistedsupport/professionalservices/NOAM_PSTL 12.Payroll Checklists setup payroll procedures Use the Payroll Checklists feature to setup various payroll procedures (daily, monthly, yearly, etc.). External tasks (Word, Excel, etc.) and macros can be included in the checklists. Access and Setup Microsoft Dynamics GP > Tools > Routines > Payroll > Checklists. DETAIL SLIDE Slide 22 20 HR and Payroll Tips and Tricks 13.Human Resources Preferences window LOTS of options, including Employee Filters 14.Change the Organizational Display view by Code or Description 15.Retroactive Pay Management easy way to add retro payments Slide 23 20 HR and Payroll Tips and Tricks 13.Human Resources Preferences window LOTS of options, including Employee Filters The HR Preferences screen contains lots of options that may be relevant for your company. The Employee Filters option can be used to restrict access by Division or Department. The screen is accessed by going to Microsoft Dynamics GP > Tools > Setup > System > Human Resources Preferences. 14.Change the Organizational Display view by Code or Description The organizational display (Division, Department, Position, etc.) can be changed, by individual user, to show the Description or the Code. Access by going to Microsoft Dynamics GP > User Preferences, click on the HR button, choose Code or Description under Organizational Display. 15.Retroactive Pay Management easy way to add retro payments Retroactive payments can be easily added through this screen. Pick the retro pay period and choose from the various options (Employee ID, Class ID, etc.). Select an amount or percent adjustment and a code to pay, then choose the Insert For Retro button. Preview the transaction(s) to be created, then choose the Create Retro button to assign the payments to a batch. The transaction screen is accessed by going to Microsoft Dynamics GP > Tools > Utilities > Payroll > Retroactive Pay Management. DETAIL SLIDE Slide 24 20 HR and Payroll Tips and Tricks 16.Internet Information window store misc internet related information, possibly employee pictures 17.EmpLookup=X (change the sort order 2 for Last Name, 3 for First Name, 4 for SSN) Slide 25 20 HR and Payroll Tips and Tricks 16.Internet Information window store misc internet related information, possibly employee pictures From the Employee Maintenance screen, click on the Internet button (the italic i on the Address ID line). Various Internet-related information can be stored (the defaults include email, home page, image, etc.). A couple of examples include storing an employee picture in the Image field or attaching a scanned document, relevant to the employee, in one of the User Defined fields. The descriptions on this screen can be edited by going to Microsoft Dynamics GP > Tools > Setup > Company > Company and click on the Internet User Defined button. 17.EmpLookup=X (change the sort order 2 for Last Name, 3 for First Name, 4 for SSN) This tip allows you to change the sort order in the employee lookup window of the Employee Maintenance screen (the default is by Employee ID). See tip #5 for more info about the dex.ini file. DETAIL SLIDE Slide 26 20 HR and Payroll Tips and Tricks 18.Advanced Lookups add more ways to sort on the Additional Sorts menu 19.Numerous ways to sort on the employee lookup window 20.Clearing the payroll work tables KB851664, with a Fix it wizard Slide 27 20 HR and Payroll Tips and Tricks 18.Advanced Lookups add more ways to sort on the Additional Sorts menu Even more ways to enhance sorting on the Additional Sorts menu when looking up employees from the Employee Maintenance screen. Access by going to Microsoft Dynamics GP > Tools > Setup > Company > Advanced Lookups and choose Employees from Lookup Name dropdown menu. Four additional sorting options can be added and the description can be edited. 19.Numerous ways to sort on the employee lookup window There are lots of additional ways to sort on the employee lookup window by choosing the dropdown View arrow. - Exclude Inactive Employees (instead of showing All Employees) - Restricted List (or choosing the binoculars icon) brings up a search window - Favorites searches by SmartList Favorites - Set as Default View makes the current view the default 20.Clearing the payroll work tables KB851664, with a Fix it wizard When something goes wrong with payroll processing, sometimes its best to start from scratch (sort-of). If an error is received related to a batch in payroll, the payroll work tables may not have been cleared. This KnowledgeBase article gives details about how to clear the tables. There is also a Fix it wizard that will handle clearing the work tables for you. DETAIL SLIDE Slide 28 20 HR and Payroll Tips and Tricks 21.www.paycheckcity.com numerous payroll- related calculatorswww.paycheckcity.com 22.Attend the GPUG HR/Payroll SIG (Special Interest Group) monthly webinars Slide 29 20 HR and Payroll Tips and Tricks 21.www.paycheckcity.com numerous payroll-related calculators Website contains several payroll-related calculators (gross-up, 401(k), bonus, hourly, salary, etc.) 22.Attend the GPUG HR/Payroll SIG (Special Interest Group) monthly webinars GPUG hosts monthly HR/Payroll SIG webinars. Learn from Microsoft representatives, as well as other Dynamics GP users. Its a great way to ask questions and learn from other GP HR and payroll users. DETAIL SLIDE Slide 30 20 HR and Payroll Tips and Tricks 23.SSNVS (Social Security Number Verification Service) verify SS numbers with Social Security Administration 24.AccuWage software free software from the SSA to check W-2 data Slide 31 20 HR and Payroll Tips and Tricks 23.SSNVS (Social Security Number Verification Service) verify SS numbers with Social Security Administration The Social Security Administration has created an online tool to verify names and Social Security numbers. There are two verification options verify up to 10 names and SSNs online, or upload a file containing up to 250,000 names and SSNs. The website is: http://www.ssa.gov/employer/ssnv.htm.http://www.ssa.gov/employer/ssnv.htm 24.AccuWage software free software from the SSA to check W-2 data The SSA has created a software program that will check W-2 reports for correctness, before the files get sent to SSA. For more information, check out their website: http://www.socialsecurity.gov/employer/accuwage/.http://www.socialsecurity.gov/employer/accuwage/ DETAIL SLIDE Slide 32 20 HR and Payroll Tips and Tricks 25.Make friends with Terry Heley and check out her posts on the Dynamics GP Support blog Slide 33 20 HR and Payroll Tips and Tricks 25.Make friends with Terry Heley! Terry is the most knowledgeable person at Microsoft for HR and payroll related questions. She leads the monthly HR/Payroll SIG webinars for GPUG. Get to know her (at GPUG Summit and Convergence) so you can hit her up with questions and problems about your payroll processing and HR issues. In addition to helping the users of Dynamics GP, she genuinely wants to hear from the users, as well. Check out the Dynamics GP Support Blog at http://blogs.msdn.com/b/dynamicsgp/. Use the search tool to find articles related to HR and payroll.http://blogs.msdn.com/b/dynamicsgp/ DETAIL SLIDE Slide 34 20 HR and Payroll Tips and Tricks Bonus Tip! Welcome to Dynamics startup sound place GPSSystemStart.wav in the Windows folder Slide 35 20 HR and Payroll Tips and Tricks Bonus Tip! Welcome to Dynamics startup sound place GPSSystemStart.wav in the Windows folder This one has nothing to do with HR/Payroll, I just stuck it in here to be fun. If youve been using Dynamics GP for a long time, you may remember the Welcome to Dynamics startup sound. Just place this wav file in your Windows folder and Dynamics GP will greet you each time it starts up. You can use any wav file, as long as it has the same name. The sound can be found at the following blog post: http://blogs.msdn.com/b/developingfordynamicsgp/archive/2010/03/31/revisiting-welcome-to-dynamics.aspx. http://blogs.msdn.com/b/developingfordynamicsgp/archive/2010/03/31/revisiting-welcome-to-dynamics.aspx DETAIL SLIDE Slide 36 20 HR and Payroll Tips and Tricks More HR/Payroll sessions: Microsoft Dynamics GP Payroll & HR Toolbox Sunday @ 4:45 pm What to Do When Something Goes Wrong with HR & Payroll Tuesday @ 9 am Ask Your Peers: HR & Payroll Tuesday @ 11 am & Wednesday @ 3 pm 50 Tips in 50 Minutes: HR & Payroll Tuesday @ 5 pm & Wednesday @ 1:30 pm Slide 37 20 HR and Payroll Tips and Tricks Q & A Slide 38 Contact Info Landon Russell landonr@themoneybox.net landonr@themoneybox.net