What This Process Does

  • Distributes the Payroll "financial activity" to the appropriate Account Codes. Activity records are created for the applicable Salary and Benefit Expenditure Accounts (as well as the associated Balance Sheet Accounts), and the amounts are moved to the Distributed Column in the Account Year Masters.

Requirement

  • Make Transactions - This process MUST be completed, and Flags Set on the Audit Trail (based on the Organization's setup), as a prerequisite to Distribution.

Payroll Distribution

1. HR → Payroll → Finish Tab → Distribution

2. Populate all fields, as described below and Save Defaults (if desired - with the exception of the Pay Identification):


Select and Range Tab

FIELDS
Opt.
Rec.
Req.
Description
Pay Identification——♦Choose the Desired Pay ID in the Dropdown
Sort Employee By♦——Choose to Sort Employees by Personnel ID or Last Name in the Dropdown
Page Break on Fund♦——Select to Create a Separate Page for Each Fund
Show Expenditure Detail on Printout♦——Select to Include Employee-Level Detail on the Report
Opt. = Optional  Rec. = Recommended  Req. = Required


3. Under normal circumstances, run this process without ranging, in order to Distribute the financial activity for ALL Employees in the chosen Pay ID (however, Range Criteria is available for scenarios when it is only necessary to Distribute for an Individual Employee or Location)

4. Click Select to Run the Process

5. View/Print the Report

6. Verify the Accuracy of the Distribution

7. Verify the Fiscal Month and Fiscal Year. IF either Fiscal Period is NOT correct, do NOT Set Flags on this process. IF either Fiscal Period is incorrect, Undo Make Transactions, Change the Fiscal Period in the Pay Master/Pay ID; Re-Make Transactions, and Run the Distribution again

8. Once the Fiscal Periods and Distribution are verified correct, Click Cancel and then Click Set Flags (setting flags will update the database and also automatically saves the report in the Payroll Module's filing cabinet)

NOTE: IF Flags are NOT Set, the Distribution process will NOT be completed

9. Click OK in the Acknowledgment Window (if applicable)

Troubleshooting

  • IF a No Records Selected message is being received, it most likely means that the Make Transactions process was NOT run, or Flags were NOT Set on the process, so there are no transactions to Distribute. To determine if Make Transactions was run: Go to Pay Master → Personnel Pay Master. IF the Total Make Transactions field is 0.00, Make Transactions was NOT done - Run Make Transactions, and then Distribution.