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Set up employees and payroll items

Edit multiple employees

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The Edit Multiple Employees wizard enables you to edit specific fields for multiple employees (within a single client record) simultaneously. This can be used to correct errors in the initial setup of employee records, to update records due to policy changes, or to make changes to rates or amounts across employee records.
The types of information you can change using the wizard are:
  • General information
  • Accruable benefits
  • Payroll items (pay items, deduction items, and employer contribution items)
  • Federal, state, and local taxes
To use the wizard, go to
Setup
 >
Employees
, then
Edit multiple employees
.

Select the types of information to edit

The first screen to display is the Information to Edit screen, where you can select the types of information you want to edit. The selections you make here will determine which screens display as you progress through the wizard.
  1. Select the checkboxes next to the types of information you want to edit.
  2. Select
    Next
     to continue.

Select the employee records to modify

  1. In the Employee Selection screen, select the checkboxes next to the employee records you want to modify.
    note
    Use the filter to display fewer employees in the grid. To include both active and inactive employees in the list, select the
    Include inactive
     checkbox.
  2. Select
    Next
     to continue.

Modify the employee information

For each type of information you selected in the Information to Edit grid, a screen will display where you can select the specific information you want to modify. The screens will vary somewhat for each type of information. However, the following notes apply to all screens.
note
  • The Selected Employees grid at the bottom of the screen displays the employees that were selected in the Employee Selection screen. For each field selected in the Information to Edit grid, a column is added to the Selected Employees grid that displays the current value of that field for the employee.
  • Some fields in the Details column may contain ellipsis buttons, which you can select to open dialogs in which to specify further details.
  • You can use your right-click mouse for the option to select or deselect all checkboxes in the grid at once.
General information
  1. In the
    Information to Edit
     column, select the checkboxes next to any fields/information that you want to modify for the selected employees.
  2. In the Details column, enter or select the new value for the fields/information you have selected.
  3. Select
    Next
     to continue or select
    Finish
     if this is the last step.
    note
    If you've selected the option to update the employee type in the General Information screen, the application won't display a prompt to update existing check records for the employees. The application will update only future checks for employees when you modify the employee type using the Edit Multiple Employees wizard.
Accruable benefits
  1. Select an accruable benefit from the Accruable Benefit dropdown.
  2. In the
    Information to Edit
     column, select the checkboxes next to any fields/information that you want to modify for the accruable benefit for the selected employees.
  3. In the Details column, enter or select the new value for the fields/information you have selected.
  4. Repeat these steps for each accruable benefit item as needed.
  5. Select
    Next
     to continue or select
    Finish
     if this is the last step.
Payroll items
Depending on which checkboxes you marked in the Information to Edit screen, you'll have the option to modify pay items, deduction items, and/or employer contribution items (and their GL account information) in the next few screens.
  1. Select a payroll item (pay item, deduction item, or employer contribution item, as appropriate) from the dropdown.
  2. You can select the ellipsis in the Rate row for the payroll item to open the
    Rate
     screen. Here you can adjust employees' pay, deduction, or employer contribution item amounts or percentages by 1 of the following methods:
    • By a fixed amount.
       Adjust the item by a fixed amount/percentage.
    • By a percentage.
       Adjust the item by a specified percentage.
    • To equal.
       Adjust the item so that it equals a specified amount/percentage.
  3. In the Information to Edit column, select the checkboxes next to any fields/information that you want to modify for the payroll item for the selected employees.
  4. In the Details column, enter or select the new values for the fields/information you have selected.
  5. Repeat these steps for each payroll item as needed.
  6. Select
    Next
     to continue.
    note
    If an employee has a location/department-specific rate assigned to a payroll item, that rate can't be changed using the Edit Multiple Employees wizard. The rate must be edited manually in the
    Employees
     screen.
To modify the GL account information for payroll items
If you don’t need to modify any General Ledger accounts, skip the following steps and select
Next
 to continue.
  1. In the
    Pay Items - GL Account
     screen,
    Deduction Items - GL Account
     screen, or
    Employer Contribution Items - GL Account
     screen, select a payroll item from the dropdown.
  2. In the Location, Department, and GL Expense/Liability Account columns, select the location/department combinations and corresponding GL accounts to update for the payroll item.
    note
    • If an employee isn't currently active in the selected location/department combination, the changes won’t be applied to that employee.
    • The All Locations and All Departments values act as wild cards, and can be used to apply changes to employees with multiple locations and/or departments. For example, to apply changes to an employee working in multiple departments within a single location, you would select Location X and (All Departments).
    • To change the GL account information for employees that don’t have location/department specific GL accounts, you'll need to select the
      (All Locations) / (All Departments)
       combination.
  3. Repeat these steps for each payroll item as needed.
  4. Select
    Next
     to continue or select
    Finish
     if this is the last step.
Federal, state, and local taxes
Depending on which checkboxes you marked in the Information to Edit screen, you'll have the option to modify federal, state, and local tax information (and their GL account information) in the next few screens.
  1. In the Information to Edit column, select the checkboxes next to any tax information that you want to modify for the selected employees.
  2. In the Details column, enter or select the new values for the fields/information you have selected.
  3. Select
    Next
     to continue.
To modify the GL account information for taxes
If you don’t need to modify any General Ledger accounts, skip the following steps and select
Next
 to continue.
  1. In the
    Federal/State/Local Taxes - GL Accounts
     screen, select a tax item from the dropdown.
  2. In the
    Location
    ,
    Department
    , and
    GL Expense/Liability Account
     columns, select the location/department combinations and corresponding GL accounts to update for the tax item.
    note
    • If an employee isn't currently active in the selected location/department combination, the changes won’t be applied to that employee.
    • The All Locations and All Departments values act as wild cards, and can be used to apply changes to employees with multiple locations and/or departments. For example, to apply changes to an employee working in multiple departments within a single location, you would select Location X and (All Departments).
    • To change the GL account information for employees that don’t have location/department specific GL accounts, you will need to select the (All Locations) / (All Departments) combination.
  3. Repeat these steps for each tax item as needed.
  4. Select
    Next
     to continue or select
    Finish
     if this is the last step.

View the list of exceptions

When you select
Finish
 and the wizard completes the selected edits, it will display a list of any information that failed to update for the selected employees.
Print the list if needed, and then look at the employee records to determine why the information couldn’t be modified correctly.

This article applies to:

  • PRODUCT: Accounting CS
  • Subject: Payroll checks,Setup

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