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payroll:utilities:zeroschoolytdaccruals:extract

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payroll:utilities:zeroschoolytdaccruals:extract [2020/06/12 20:29] – emorenopayroll:utilities:zeroschoolytdaccruals:extract [2025/05/23 14:33] (current) – emoreno
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 //**Payroll > Utilities > Zero School YTD Accruals > Extract**// //**Payroll > Utilities > Zero School YTD Accruals > Extract**//
  
-<WRAP round intro>This tab is used to select an individual or group of employees and zero out their school YTD accrual amounts. This process should be used when the payoff date on the Pay Info tab was not the same as the pay date, and the accrual balances were not cleared from the school YTD records. This would normally take place in August after the August payrolls are completed but prior to the August end-of-year accrual process, and can be performed whenever necessary.+<WRAP round intro>This utility is used to select an individual or group of employees and zero out their school YTD accrual amounts. This process should be used when the payoff date on the Pay Info tab was not the same as the pay date, and the accrual balances were not cleared from the school YTD records. This would normally take place in August after the August payrolls are completed but prior to the August end-of-year accrual process, and can be performed whenever necessary.
  
-Users may select any pay frequencies that are available in the database but can only select one school year at a time. The system determines the pay date to be used for each employee individually. The pay date selected for each employee is the last pay date with accrual amounts. Therefore, if this process is run for multiple employees, the representative transactions for the process may span multiple pay dates (although each employee's transactions are applied to only one pay date).+You may select any pay frequencies that are available in the database but can only select one school year at a time. The system determines the pay date to be used for each employee individually. The pay date selected for each employee is the last pay date with accrual amounts. Therefore, if this process is run for multiple employees, the representative transactions for the process may span multiple pay dates (although each employee's transactions are applied to only one pay date).
  
 When these transactions are reported, the pre-post account distribution journals sorted by account will report totals per pay date processed. The general journal is also segregated by pay date even if a uniform journal voucher number is entered. When these transactions are reported, the pre-post account distribution journals sorted by account will report totals per pay date processed. The general journal is also segregated by pay date even if a uniform journal voucher number is entered.
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 ====Extract school YTD accruals:==== ====Extract school YTD accruals:====
  
-Under **Frequencies**, the system selects the pay frequencies for the selected pay date (e.g., 4 and 6).+Under **Frequencies**, all pay frequencies are automatically selected. 
  
 ^ Field                                        ^ Description   ^  /*Table with two rows*/ ^ Field                                        ^ Description   ^  /*Table with two rows*/
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 ^JV Number|Type the journal voucher number to be used in finance transactions. Leading zeros are not required. If left blank, the default format for the journal voucher number is P + current year pay frequency + month and day of the calculation date of the row or rows selected. This process may create transactions for multiple pay dates.| ^JV Number|Type the journal voucher number to be used in finance transactions. Leading zeros are not required. If left blank, the default format for the journal voucher number is P + current year pay frequency + month and day of the calculation date of the row or rows selected. This process may create transactions for multiple pay dates.|
-^File ID|The system is set to the current file ID (C), but users can type or click  to select a valid file ID. The file ID selected here defines the file ID and accounting periods used on the Post to Master/Interface to Finance tab.| +^File ID|The system is set to the current file ID (C), but you can type or click {{:images:dropdown.gif|Drop-down Arrow}} to select a valid file ID. The file ID selected here defines the file ID and accounting periods used on the Post to Master/Interface to Finance tab.| 
-^Clearing Fund|This field is displayed and accessible when the file ID chosen is not file ID C (e.g., 4 or 5). This field is required because it determines the accrual object and subobject codes used for the finance transactions.|+^Clearing Fund|This field is displayed and accessible when the selected file ID is not C. This field is required because it determines the accrual object and subobject codes used for the finance transactions.\\  \\  Click {{:images:dropdown.gif|Drop-down Arrow}} to select the applicable clearing fund. |
    
 All employees that still have accrual amounts in their school year-to-date master file for the pay frequency are displayed on the left side of the page. Select the employees to extract using the following buttons: All employees that still have accrual amounts in their school year-to-date master file for the pay frequency are displayed on the left side of the page. Select the employees to extract using the following buttons:
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 If another user has initiated the process, a message box is displayed indicating that the transactions are already being calculated. If another user has initiated the process, a message box is displayed indicating that the transactions are already being calculated.
  
-If there were any errors encountered during the extract, the system displays the Zero School YTD Accruals Calculation Errors listing. +  * If the process is successful, close the Extract report.  
-++++Review the report.|{{page>general:printreport&inline}}++++ +  * If there were any errors encountered during the extract, the system displays the Zero School YTD Accruals Calculation Errors listing. [[general:printreport|Review the report.]] 
- +  * **It is recommended** that you clear all errors prior to continuing with the extract process.
-It is highly recommended that users clear all errors prior to continuing with the extract process.+
  
 If there are any employees with the message "Warning: School YTD Accrual amounts do not match distribution history accrual amounts," the system uses the amounts from the distribution history records to create the temporary transactions that are ultimately interfaced to Finance. If there are any employees with the message "Warning: School YTD Accrual amounts do not match distribution history accrual amounts," the system uses the amounts from the distribution history records to create the temporary transactions that are ultimately interfaced to Finance.
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 To verify the amounts in error, it is recommended that the user print a YTD Accrual Account Distribution (HRS3300) report for the employees that includes the pay dates within the school year. To verify the amounts in error, it is recommended that the user print a YTD Accrual Account Distribution (HRS3300) report for the employees that includes the pay dates within the school year.
    
-If the differences in the accrual amounts need to be corrected, adjustments cannot be made on the School YTD Maintenance page, but must be made in Finance as journal entries.+If the differences in the accrual amounts need to be corrected, adjustments cannot be made on the School YTD Maintenance page but must be made in Finance as journal entries.
    
 Once the extract is complete, the next two tab pages are enabled. Once the extract is complete, the next two tab pages are enabled.
payroll/utilities/zeroschoolytdaccruals/extract.1591993768.txt.gz · Last modified: 2020/06/12 15:29 (external edit)

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