What This Process Does

  • During this step in the payroll process, accounting transactions for jobs and deductions are created for each employee in the Pay ID.

Best Practices

  • Recommendation - Prior to Make Transactions, we recommend that you run the Deductions w/o Accounts and Verify for Job Accounts reports. These reports will pro-actively identify any deduction account code images and/or job accounts that are missing from your setup, so that they can be added prior to the Make Transactions process, thus reducing potential errors you may receive at Make Transactions.
  • Position Accounts - Enterprise customers normally use Position Accounts, not Job Accounts; therefore Job Accounts should not be set to true when using Position Accounts. Substitute jobs, however, would have Job Accounts set to true, but job accounts would not need to be added – they are created based on the Substitute Account Image associated with each Position ID.

Make Transactions

  • HR → Payroll → Start Tab → Make Transactions
  • Review the Instructions tab, then highlight the appropriate Pay ID.
  • Click Select to run the process. It may take a few seconds or several minutes depending on the size of the payroll being processed. NOTE: If the Make Transactions process is skipped, or the Select button is not clicked, the financial activity for the Pay ID will not be created, and you will get a “no records selected” message when you try to run your Distribution later in the payroll process.
  • Once the process has completed, click the Errors tab, and verify that there are no errors. If errors exist, they must be corrected before proceeding with the payroll. All errors indicate an issue related to accounting, such as an account is missing from your deduction/job/Financial Management setup, and must be added or otherwise corrected. If errors exist, you must click the Print Error List button to print the list to your screen or printer. Refer to the “Correcting Errors” section below for a list of next steps.
  • Click the Warning tab, and see if there are any warnings. A warning alerts you that an expense is more than the appropriation for the accounts to which the referenced employees are charged (i.e., an over-budget scenario). If warnings exist, you must click the Print Warning List button to print the list to your screen or printer. You can proceed in payroll with warnings, however, you should review Financial Management to determine whether budget amendments are necessary.
  • Click Cancel – If your setup includes a Make Transactions Audit Trail, it will generate once you cancel. If errors were detected, cancel out of the Audit Trail. Otherwise, review the Audit Trail and set flags if correct. If flags are not set on the Make Transactions Audit Trail, you will get a No Records Selected message when you try to run your Distribution.
  • Once you have achieved No Errors Detected, you can proceed with the next step in payroll, which is to Set Check Numbers. Click the link at the bottom of this page to proceed to the Wiki for Set Check Numbers.

Correcting Errors

  • If errors exist, they must be corrected before you can proceed with the payroll process.
  • If errors exist, the Undo Make Transactions process will be automatically run, and deleted records will be removed from PAYJTRN and PAYDTRN. NOTE: In the event of errors, the audit trail will not be called for either Make Transactions or Undo Make Transactions, which means there will not be associated reports archived to E-Documents.
  • Make the necessary accounting corrections, as applicable: either add the account to Financial Management, default a dimension on a Deduction Description, change the Job Account or Position Account Code, etc. If uncertain how to correct an error, please contact support.
  • Re-run Make Transactions.