adp reporting for the payroll practitioner fot 02 · activity: list deduction totals..... 13...

Copyright ©2015-2017 ADP, LLC. ALL RIGHTS RESERVED. of 45

ADP Reporting for the Payroll Practitioner FOT 02

ADP Trademarks The ADP® logo and ADP® letters are registered trademarks of ADP, LLC. ADP A more human resource.SM is a service mark of ADP, LLC.

Third-Party Trademarks Microsoft® Excel® is a registered trademark of Microsoft Corporation in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners. Copyright © 2015–2017 ADP, LLC. ADP Proprietary and Confidential - All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. Any repurposing, reposting, or other use of this content (including, but not limited to, YouTube® or any other social media) is expressly prohibited. ADP provides this publication “as is” without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice.

Contents Course Objectives .................................................................................................. 41: Preparing to Create Payroll Reports .................................................................. 5

Payroll Data .................................................................................................................... 5File Relationship Diagram: HR/Payroll ........................................................................... 6

2. Writing Reports Using Coded Amounts .............................................................. 9Coded Amounts .............................................................................................................. 9Activity: List Deduction Totals ....................................................................................... 13Activity: Convert Multiple Rows into Columns for an Hours and Earnings Report ....... 15

3. Using Advanced Data Grouping ....................................................................... 20Report Totals and Subtotals ......................................................................................... 21How Do I Create Summary Reports? ........................................................................... 23Activity: Create a Summary Report Using Advanced Data Grouping ........................... 24

4. Creating Dynamic Joins ................................................................................... 27What Are Dynamic Joins? ............................................................................................ 27Activity: Include the Description Field in a Report Using a Dynamic Join .................... 28

5. Understanding Matched and Unmatched Joins ............................................... 30What Are Matched and Unmatched Joins? .................................................................. 30Coding an Unmatched Join in ADP Reporting ............................................................. 31Activity: Create a Deduction Report Using an Unmatched Join ................................... 33

6. Using Effective Dates and Keys ....................................................................... 37Effective Dates ............................................................................................................. 37Activity: Change the Effective Date of a Report ........................................................... 38How ADP Reporting Retrieves Data from Effective-Dated Files .................................. 40Set Effective Date Keys ................................................................................................ 40

Effective Parameters ................................................................................................ 42Activity: Create a Report Using Effective Keys ............................................................. 43


Course Objectives • Prepare to create payroll reports • Create a report using coded amounts • Explore advanced data grouping • Describe dynamic joins • Understand matched and unmatched joins • Examine effective dates and keys


1: Preparing to Create Payroll Reports Payroll Data Payroll tables are set up to make running payroll and payroll reports in your ADP HR/payroll application efficient and accurate. Although the data can easily be retrieved using ADP Reporting without understanding the data structure, it can sometimes be helpful when you are writing ad hoc reports, to know how the data fits together. The chart that follows outlines the structure of several of the most commonly used payroll tables.


File Relationship Diagram: HR/Payroll

File

Rel

atio

nshi

p Di

agra

m -

HR/

Payr

oll


What Are the Most Common Files for Reports? As you begin to learn about the payroll data in your ADP HR/payroll application, the number of files can be overwhelming. For creating reports, the most common files to begin with are shown here. HR Files Personal Dta One row per employee; contains name, SSN, address, gender,

and other demographic information for each employee Employment Dta Contains data for each position an employee holds Job Dta Contains a row for each job action for an employee including

hire, transfer, pay rate increase, promotion, termination, and so on

Dept Info Contains history, current, and future information about each department in the organization with location, reporting structure, manager, and so on

Jobcode Info Contains history, current, and future information about each job defined in the organization

Location Info Contains history, current, and future information about each physical location defined in the organization

Paygroup Info Contains history, current, and future information about each pay group defined in the organization

Establishment Info Contains history, current, and future information about each establishment defined in the organization

Company Info Contains history, current, and future information about each company defined in the organization

Payroll* CheckView Files CheckView Data Contains one row per check CheckView Hours/ Earn Contains one row per hours and/or earnings entry for each

check (examples: Regular, Sick, Vacation) CheckView Deductions Contains one row per deduction entry for each check

(examples: Uniform, 401(k), Charity, Union Dues) CheckView Memos Contains one row per memo for each check (if the check was

allocated across multiple accounts) and one row per account allocation (use the filter Entry# > 0 for reports)

Payroll Year-to-Date (YTD) Files YTD Controlled Hours Contains multiple records per employee, one row for each

controlled hours type (depending on your installation, this file may contain a complete set of controlled hours totals for each pay period, or simply the current totals)

YTD Goals Contains multiple records per employee, one row for each goal (depending on your installation, this file may contain a complete set of goal totals for each pay period, or simply the current totals)

YTD Taxes Contains multiple records per employee, one row for each tax type (depending on your installation, this file may contain a complete set of YTD taxes, or simply the current totals)


YTD Taxables Contains multiple records per employee, one row for each tax type (depending on your installation, this file may contain a complete set of YTD taxes, or simply the current totals.)

YTD Spec Accum Contains multiple records per employee, one row for each employee accumulator (depending on your installation, this file may contain a set of data for each pay period, or simply the current totals)

YTD Gross/Misc Balances Contains multiple records per employee, YTD gross plus two client-defined balances (depending on your installation, this file may contain a complete set of accumulator totals for each pay period, or simply the current totals)

Payroll PayData Files Pay Data Transactions Contains one row for each entry in a paydata batch, including

the batch ID and type, and employee ID Pay Data Entry Hours/Earn Contains one row detailing each hours and earnings entry in a

pay data batch Pay Data Entry Deductions Contains one row detailing each deduction entry in a pay data

batch Pay Data Entry Memos Contains one row detailing each memo entry in a pay data

batch Pay Data Entry Taxes Contains one row detailing each taxes entry in a pay data batch Additional Payroll Files Tax Dta Contains history, current, and future federal tax settings as well

as designated lived-in/worked-in state W-4 Tax Dta Contains history, current, and future tax settings for all state,

county, and city taxes Lien/Garnish Dta Contains history, current, and future garnishment/lien

information, one row for each garnishment/lien Dir Dep Parent Info Contains multiple records per employee (each row contains the

effective date of the latest direct deposit information) Dir Dep Dta Contains multiple records per employee, one row for each

direct deposit account as of the effective date in the Dir Dep Parent Info file

Auto Labor Alloc Parent Info Contains multiple records per employee (each row contains the effective date of the latest automatic labor allocation information)

Auto Labor Allocation Dta Contains multiple records per employee, one row for each automatic labor allocation as of the effective date in the Auto Labor Alloc Parent Info file

Fifth Field Earn Parent Info Contains multiple records per employee (each row contains the effective date of the latest fifth field information)

Fifth Field Earnings Dta Contains multiple records per employee, one row for each fifth field earnings entry as of the effective date in the Fifth Field Earn Parent Info file


2. Writing Reports Using Coded Amounts Coded Amounts For certain fields in your ADP HR/payroll application, the data in the files is stored with a code on each row to indicate what type of data it is. An example is the CheckView Deduction file. For each deduction amount, a code determines the type of deduction that applies to the amount. An employee may have a deduction amount of $10 for deduction code B, $25 for deduction code C, and so on, as shown in the following figure.


Coded amount fields can show totals for deductions, hours, earnings, memos, and benefit deductions rather than detail lines, depending on how you select the data.

If you select the Deduction Code field in your report, you can select all or groups of codes and the detail is displayed in a single column with multiple rows per employee. If you do not select the Deduction Code field for your report, select the AL Amount field and specify the codes you want to total in columns for your report. Specify the name for the coded amount in the Name field. The feature gives you the flexibility of selecting the codes you want to show from a list, or entering the codes in the field beside the Enter Codes option. When you enter codes here, separate them with commas.


Coded Amount File and Field Options The following list identifies many of the files and fields that are set up in your ADP HR/payroll application for coded amounts.

File Name ADP Reporting Amount Type Coded Amount (prints on report)

CheckView Deductions AL Deduction Code AL_AMOUNT2

CheckView Deductions Deduction Code AL_AMOUNT

CheckView Hours/Earn Earnings Type EARNINGS

CheckView Hours/Earn Row Number EARNINGS2

CheckView Hours/Earn Row Number AL_HOURS2

CheckView Hours/Earn Earnings Type AL_HOURS

CheckView Memos Memo Code AL_AMOUNT

Check Recalcs Recalc Code AL_AMOUNT

Deduction Calculations Deduction Code DED_CUR

Deduction Calculations Deduction Code DED_CUR_PCT

Dir Dep Dta Full Deposit Indicator DEPOSIT_AMT2

Dir Dep Dta Deduction Code DEPOSIT_AMT

Lien/Garnish Dta Deduction Code LIEN_PCT

Lien/Garnish Dta Lien Type GOAL_AMT2

Lien/Garnish Dta Lien Type LIEN_AMT2

Lien/Garnish Dta Lien Type LIEN_PCT2

Lien/Garnish Dta Deduction Code LIEN_AMT

Lien/Garnish Dta Deduction Code GOAL_AMT

YTD Spec Accum AL Accum Nbr ACCUM_AMOUNT

YTD Controlled Hours Controlled Hrs Nbr CNTL_HRS_TAKEN

YTD Controlled Hours Controlled Hrs Nbr ANNUM_AMT

YTD Controlled Hours Controlled Hrs Nbr CNTL_HRS_ALLOW

YTD Controlled Hours Controlled Hrs Nbr CYCLE_AMT


File Name ADP Reporting Amount Type Coded Amount (prints on report)

YTD Taxes Autolink Check Tax Type PRIOR_TAX_AMT

YTD Taxes Autolink Check Tax Type YTD_TAX_AMT

YTD Taxables Taxable Type YTD_TAXABLE_AMT

YTD Taxables Taxable Type PRIOR_TAXABLE_AMT

FSA Benefit Info Plan Type EMPL_CONTRBUTN_AMT

FSA Benefit Info Plan Type ANNUAL_PLEDGE

Life/ADD Benefit Dta Plan Type FLAT_AMOUNT

Savings Plan Dta Plan Type PCT_GROSS_ATAX

Savings Plan Dta Plan Type PCT_GROSS

Savings Plan Dta Plan Type FLAT_DED_AMT_ATAX

Savings Plan Dta Plan Type FLAT_DED_AMT

FSA Benefit Info Plan Type EMPL_CONTRBUTN_AMT

FSA Benefit Info Plan Type ANNUAL_PLEDGE

Notes:

• If you include both the Amount Type field and the Coded Amount field, you get the detail showing multiple rows per employee.

• If you include only the Coded Amount field, you can specify one or more of the amount type entries to be displayed in a column for each employee.


Activity: List Deduction Totals Scenario: You need a report that shows deduction details for a pay group for a pay period. Use the following steps to create this report. Starting Point: Setup > Setup > New Report Step 1 of 7: Name Your Report

1. In the Report Name field, enter Deduction Totals.

2. Advance to the next step.

Step 2 of 7: Select Fields

3. Select the following fields in Personal Dta. (Enter Personal Dta, click the search icon, and beside Personal Dta, click View All.)

– Empl ID – Name - Personal Dta

4. Select the following fields in CheckView Deductions. (Enter CheckView Deductions and click the search icon.)

– Deduction Code - CheckView Deductions – AL Amt Field (AL) - CheckView Deductions

5. In the Field Name field, type Deduction Amt. 6. Click the Include All Codes option and click Done.

7. Next to the Deduction Amt (Coded Fields) field, click the arrow button and notice that Total is selected.

8. Advance to step 5, Select Format. If you receive the Unmatched Records prompt, click OK.


Step 5 of 7: Select Format 9. Change the column headings as desired.

10. Click Edit and format the Deduction Amt field to show a currency symbol and a thousand separator.

11. Advance to step 6, Select Filters.

Step 6 of 7: Select Filters 12. Click Add a Filter Statement. 13. Enter the following data.

Field Payck Issue Dt - CheckView Deductions

Operator = (equal to)

Compare with 06/09/2006

14. Click Add.

15. Click AND.

16. Click Add a Filter Statement. 17. Enter the following data.

Field Pay Group - CheckView Deductions


Compare with ET1

18. Click Add.


Step 7 of 7: Run a Report 20. Click Run.

21. If necessary, on the View Reports List page, click Refresh.

22. When the run status is Completed, click the arrow and select HTML. Note the totaled deductions.

23. Close the HTML window.


Activity: Convert Multiple Rows into Columns for an Hours and Earnings Report When employees have multiple hours and/or earnings on a single pay period, instead of returning multiple rows, often you want to return one row per employee with multiple columns for each hours and earnings amount as shown below.

Use the following steps to create a report showing hours and earnings in multiple columns. Starting Point: Setup > Setup > New Report Step 1 of 7: Name Your Report

1. In the Report Name field, enter Hours and Earnings.



3. Select the following fields from Personal Dta.

– Empl ID – Name - Personal Dta

4. Select the following field from CheckView Hours/Earn.

– Hours (ROW#) - CheckView Hours/Earn

5. On the Create a Coded Field window, in the Field Name field, type Regular Hours.

6. Select the row 1 code check box.


Note: This coded amount field evaluates each row number and when the match is recognized, returns the hours amount for that row, or else returns a numeric value of zero.

7. Click Done.

8. Select Hours (ROW#) - CheckView Hours/Earn again, triggering the Create a Coded Field window to be displayed again.

9. On the Create a Coded Field window, in the Field Name field, type Overtime Hours.


11. Click Done.

12. Select Hours - CheckView Hours/Earn, triggering the Create a Coded Field window to be displayed again.

13. On the Create a Coded Field window, in the Field Name field, type Holiday Hours.

14. Select the H earnings code check box.

15. Click Done.


16. Select Earnings (ROW#) - CheckView Hours/Earn, moving it to the Selected Fields list.

17. On the Create a Coded Field window, in the Field Name field, type Regular Earnings.


19. Click Done.

20. Select Earnings (ROW#) – CheckView Hours/Earn, triggering the Create a Coded Field window to be displayed again.

21. On the Create a Coded Field window, in the Field Name field, type Overtime Earnings.


23. Click Done.

24. Select Earnings – CheckView Hours/Earn, triggering the Create a Coded Field window to be displayed again.

25. On the Create a Coded Field window, in the Field Name field, type Holiday Earnings.

26. Select the H earnings code check box.

27. Click Done.

Note: In addition to creating coded fields as in this activity, you can also select Other Actions > Create Coded Fields from Step 2 - Select Fields.

28. Advance to step 4, Specify Totals.

Step 4 of 7: Specify Totals

29. Optionally, select Total for each of the coded fields, to get grand totals at the bottom of the report.

30. Advance to step 5, Select Format.


Step 5 of 7: Select Format

31. Optionally, modify the column heading for the Name field and correct the alignment as shown.

32. Advance to step 6, Add Filters.

Step 6 of 7: Add Filters

33. Enter the following data.

Field Pay Group - CheckView Dta


Compare With ET1

34. Click Add.

35. Click AND.


Field Paycheck Issue Date - CheckView Dta

Operator Between (two values)

Compare With From Value: 01/01/2001

To Value: 12/31/2001


38. Click Add.

39. Click Save and Next.

Step 7 of 7: Run a Report

40. On step 7, click Run.

41. When the run status is Completed, click Action and select HTML.



3. Using Advanced Data Grouping Advanced Data Grouping In this unit, we briefly review basic grouping before performing more complex grouping. You will be able to use advanced data grouping features to produce summary reports. You will also filter data to limit results. The following section reviews how to add totals and subtotals to reports. You may be familiar with this from the ADP Reporting - Basics class.


Report Totals and Subtotals

Using ADP Reporting, you can include counts, distinct counts, minimum and maximum values, totals, and averages on your reports. You can also format your reports to include this information in the header and/or footer sections. You do this in steps 4 (totals) and 5 (formatting) of the report wizard. Note: Totals are only displayed when you view the report with the HTML, Microsoft Excel, or PDF output type. Step 4 - Specify Totals In step 4 of the wizard, you specify the totals that you want to include on the report. For many reports, you may want to show detail as well as totals by department, location, and so on. Specify how you want totals shown in this step.


Options for summarizing data in this step are as follows.Count The number of entries in the subtotal list.

Count Distinct The number of distinct (unique) values in the subtotal list.

Min Value The lowest value in the subtotal list.

Max Value The highest value in the subtotal list.

Average The total of all values in the subtotal list divided by the count (number of entries). This function is only available for numeric fields.

Total The total of all values in the subtotal list. This function is only available for numeric fields.

Adding Totals and Subtotals If you chose to sort by a field in step 3, you see the Break field options for that field. The break setting controls the subtotals that are displayed on your report.

• If you select New Line or New Page, the report includes subtotals for that section.

• If you do not indicate a break, the report includes grand totals only.

Important: If you don't see your total in a footer, it may be because you are totaling the leftmost field on the report. That field cannot be used for totals and subtotals. If you need that field totaled, move it to another position on the report.


How Do I Create Summary Reports? Advanced data grouping allows you to create summary reports such as headcount reports for your data. Although this feature should be active for all users, if it is not active for you, you can activate it by selecting Preferences > Custom Report > Advanced Data Grouping.

When you select your fields in step 2, you have the ability to summarize data rather than show all detail lines. Depending on the type of field, the following options may be available:

• Count

• Count Distinct

• Minimum

• Maximum

• Total (for numeric values only)

• Average (for numeric values only)


Activity: Create a Summary Report Using Advanced Data Grouping Scenario: We need to provide management a summary of the number of employees in each state for a given pay group and month along with their total gross and total state taxes.

Use the following steps to create the report. Starting Point: Setup > Setup > New Report Step 1 of 7: Name Your Report

1. In the Report Name field, enter Employees by State.



3. Move the following fields from CheckView Dta to the Selected Fields list:

– State Tax Code - CheckView Dta – Autolink File Number – CheckView Dta – Autolink Gross Amount of Check – State Tax Amount – CheckView Dta

4. Next to Autolink File Number, click the hidden Action icon and select Count Distinct.

5. Click the Action icon next to Autolink Gross Amount of Check and State Tax Amount and

verify that the Total option is selected.


Step 3 of 7: Select Sort Order

7. Verify that the State Tax Code – CheckView Dta field is in the Selected Fields list.

8. Advance to step 5, Select Format.



9. Change the column headings as follows.






Compare With ET1

12. Click Add.

13. Click AND.


Field Paycheck Issue Date - CheckView Dta Change the date format to Month and Year (MM/YYYY)


Compare With 06/2001

16. Advance to step 7, Run a Report.






20. Close the report HTML page.


4. Creating Dynamic Joins What Are Dynamic Joins? Occasionally, joins between some files are not defined in the catalog, or the predefined joins don’t produce the output you need. In situations like these, ADP Reporting provides you with the opportunity to create your own dynamic join between two files.


Activity: Include the Description Field in a Report Using a Dynamic Join Scenario: In this report, we need to include the state name in the Employees by State report that we created earlier. Use the following steps to create the report. Starting Point: Edit > Edit Reports > Edit Custom Reports

1. To the right of the report you named Employees by State, click the Actions icon and select Copy.

2. Enter State Names for your report name and click Copy.

3. On the Edit Reports List page, select your State Names report.

4. In the wizard, go to Step 2, Select Fields.

5. Select the Manage Files tab.

6. Point to the right of the CheckView Dta file until you see the Actions icon. Select Create Dynamic Join.

7. Enter the following information to join the CheckView Dta file to the State Tax Codes file by

the State Tax Code field.

8. Click Save.


9. Back on step 2, change your search criteria to Selected Files.

10. Search for Description and select Description – State Tax Codes from the State Tax

Codes file. Move it up to display after State Tax Code in the Selected Fields list.

11. Advance to step 7, Run a report.

Step 7 of 7: Run a Report 12. Run the report, and then view it in HTML.



5. Understanding Matched and Unmatched

Joins What Are Matched and Unmatched Joins? When you retrieve data from two or more files, ADP Reporting joins them. The join selects data when key fields from one table match fields from another table. There are two types of joins: • A matched join or inner join links two files so that all records with common (matching) values

in the joining keys are retrieved. • An unmatched or outer join links two files together so that both matched and unmatched rows

are returned from the tables. Matched Join: The matched joining of personal data and CheckView data produces a row for only those employees that have check data.


Unmatched Join: You must use an unmatched join if you want all employees, regardless of whether they have a paycheck. With an unmatched join, the data from the primary record is displayed even if that record has no matching data (the unmatched join returns matched and unmatched records) in the associated file. To get this result in ADP Reporting, select the parent file first (Personal Dta) and select the Show Unmatched check box next to the child file (CheckView Dta).

Coding an Unmatched Join in ADP Reporting When an unmatched join is possible in ADP Reporting, a check box is displayed in the Selected Files list. You can select the Unmatched Records check box for a single child table, or multiple child tables of a single parent.


If you have more than one child associated with a parent, be aware that duplicate data may be displayed on rows. For example, employee 10000 has one paycheck with two deductions and two types of earnings. On the report shown below, the paycheck information is duplicated because there are two deductions and two earnings types.

However, the use of coded fields helps to eliminate some of the duplicate rows appearing as in the example below.


Activity: Create a Deduction Report Using an Unmatched Join Scenario: We want a report that identifies all employees who received a paycheck, with or without deductions, for a specified pay group and date range. Use the following steps to create a report using an unmatched join. Starting Point: Setup > Setup > New Report Step 1 of 7: Name Your Report

1. In the Report Name field, enter Paycheck Deduction Summary.



3. Move the following fields to the Selected Fields list:

– From Personal Dta o Empl ID o Name - Personal Dta

– From CheckView Dta o Paycheck Issue Date – CheckView Dta

– From CheckView Deductions o AL Amt Field – CheckView Deductions

4. On the Create a Coded Field window, in the Field Name field, type Deduction Amount. 5. Click the Include All Codes option.


6. Click Done.

7. Click Manage Files.

8. Select the Unmatched Records check box for the CheckView Deductions file.

Note: For unmatched join reports, ADP Reporting will identify the parent and child files based on their relationship to each other. Some child files may be parents for another. For example, CheckView Dta is a child file to Job Dta and at the same time, it is a parent file to CheckView Deductions. Therefore, in order to retrieve all paychecks with or without deductions, the child file CheckView Deductions is dependent on its parent file, CheckView Dta. The unmatched records being enabled will include all paycheck records from both files.



10. Make sure the Empl ID field is in the Selected Fields list.


Step 4 of 7: Specify Totals



13. Optionally, modify formatting for each of the columns.







Compare With ET1

17. Click Add.

18. Click AND.


Field Paycheck Issue Date - CheckView Dta

Operator Between (two values)

Compare With From Value: 01/01/2001

To Value: 12/31/2001

21. Click Add.







Note: The Deduction Amount column is blank where there are no deductions for the employee. Scroll down the list to see other employees who may or may not have deductions taken on a particular pay date.



6. Using Effective Dates and Keys Effective Dates Your HR/payroll application uses dates to categorize data as current, history, or future. The field used to denote this category is called Effective Date. When a file contains the Effective Date field, it is considered an effective-dated file. Note that you can tell which files are effective-dated in ADP Reporting because they are flagged on step 2 with a Calendar icon. If you point to the Calendar icon, an explanation is displayed to give you guidance.


Activity: Change the Effective Date of a Report On any report with an effective date, you can report on a specific point in time by changing the effective date option. In this activity, you will change a report's effective date option. Options for effective date are as follows. Effective as of a Given Date

The row that was currently active at the date given is retrieved. It is the last one prior to the date.

Became Effective on a Given Date

The effective date for the row retrieved must be the given date.

Earliest The first date in a chronological sequence is retrieved.

Latest The last date in a chronological sequence is retrieved. It may be in the future.

All Records All effective dates and rows are retrieved. Options for date type are as follows. Static Date The specific date shown on this window is used.

First of the Month The first day of the month of the date shown is used.

Last of the Month The last day of the month of the date shown is used.

Report Run Date The date the report is run is used. Effective sequence options include the following. The Last Effective Sequence

The row with the highest effective sequence number for the effective date retrieved is retrieved.

The First Effective Sequence

The row with the lowest effective sequence number for the effective date retrieved is retrieved.

All All rows for the effective date retrieved are retrieved. Effective sequence is not used to limit rows.

Use the following steps to change the Job report's effective date option. Starting Point: Edit > Edit Reports > Edit Custom Reports

1. Search for the Do No Delete – MOTM Job Report. 2. Select Action > Copy to make a copy of the report.

3. Rename as XXX MOTM Job Report (where XXX is your initials) and click Copy.

4. On the Edit Custom Reports page, select your new report.

5. Go to Step 6, Add Filters.


Step 6 of 7: Add Filters 6. Ensure that no filters exist for the report.

7. Go to Step 7, Run a Report.

Step 7 of 7: Run a Report 8. Note the runtime settings for the Job Dta file.

9. Select Print Settings on Report. 10. Click Run.

11. On the View Reports page, note the number of records.

12. Click the Action icon for this report and select Edit/Run.

13. Change the effective date of the report by selecting the Static Date option and clicking the Calendar icon as shown below.

14. Change the date to a date in 2004 such as 01/01/2004. (Click the year to change the year;

click the month to change the month; click the day to change the day.)

15. Click Run.

16. On the View Reports List window, click Refresh as necessary.

17. When the run status is Completed, note the number of records that were retrieved. Is it different from the one with today's date?

18. Open the HTML page with the report output.

19. Note the departments that were retrieved and the run settings that were printed in the report heading.


Note: When using a date range in a filter, select All Records for the effective date options on step 7 to bypass the built-in effective date logic and allow the filter to select the data accurately.


How ADP Reporting Retrieves Data from Effective-Dated Files ADP Reporting has a standard method of retrieving HR/payroll data. For example, when retrieving fields from Job Dta, ADP Reporting retrieves the information primarily by employee ID and effective date, which are keys to the data. Other files could have different retrieval keys. For example, CheckView Dta is organized by employee ID and pay group. In some cases, you may want to select both Job Dta and CheckView Dta. Retrieving data by employee ID, reporting across multiple pay groups, regardless of an employee's potential changes in pay group, ADP Reporting joins Job Dta and CheckView Dta appropriately. If you want, however, to see multiple rows for employees who have transferred to different pay groups during a pay period or who have different file numbers, an adjustment needs to be made to the standard effective date keys to account for this retrieval requirement. To change this retrieval requirement, you use the Set Effective Keys link on step 7. Set Effective Date Keys ADP Reporting uses a catalog to specify keys for effective-dated tables so that you do not have to code effective date logic. However, your HR/payroll application has data that you can retrieve in multiple ways, depending on the key structure of the data and the different requirements you may have for retrieving the data. To address the need to extract the data in different ways, ADP Reporting gives you the flexibility, with the Set Effective Keys link on Step 7 - Run a Report, to change the field or fields used as the effective date key.


For example, assume you want to retrieve the most current effective-dated row from the Job Dta file for each employee's job action. The standard effective keys would retrieve the most current effective-dated row for each employee (indicated by the key fields, Empl ID and Employment Record Number). This initial setting would be a common need for retrieving data from this file, but you may also want to get current rows of data identified by job action. You could add this requirement by clicking the Set Effective Keys link from Step 7 - Run a Report, shown in the previous graphic, selecting the Action field in the Effective Key field as shown in the following graphic, and clicking the Add button.

With Employee ID and Employment Record Number as the effective keys, for each employee (each unique employee ID and employment record number combination) the row with the most current effective date and effective date sequence # combination would be retrieved as shown in the following graphic.

However, with action included in the list of effective keys, for each employee action (each unique employee ID, employment record number, and action combination) the row with the most current effective date and effective date sequence # combination would be retrieved as shown in the following graphic.


With the effective keys set up to include the Action field, Step 7 - Filters can retrieve the current row for the specific action you are interested in for your report, such as PAY. Effective Parameters Date If you should use another date to select appropriate rows, such as event date, select it in the Date field and select the Active check box next to it. Sequence The sequence number allows multiple rows for the same date. If, on the Job Dta file, you want to specify the effective sequence number as part of the effective date logic, specify the Effective Sequence Number field in the Sequence field and select the Active check box next to it. If you do not, ADP Reporting retrieves all rows for the current effective date, regardless of the effective sequence number. Only files with a sequence number have this option. Status If you need a specific effective status to retrieve the correct rows, use the Status field and select the Active check box next to it. If you select the Active check box, ADP Reporting requires that this Status field have the value A (Active) on each row it retrieves for the report. This option is active for files like the Dept Info or Company Info files, which use the Status field or Effective Status field to indicate active and inactive departments or companies.


Activity: Create a Report Using Effective Keys Scenario: Your manager has requested that you retrieve the most current row from a specific pay group in the Job Dta file for an employee. You will need to specify the pay group and file number as keys to properly link to payroll files for those employees whose pay group or file number have changed. Use the following steps to complete this activity. Starting Point: Setup > New Report Step 1 of 7: Name Your Report

1. In the Report Name field, enter Job Data - Payroll. 2. Click Save and Next.


3. Select the following fields from Job Dta:

– Empl ID – Pay Group - Job Dta – Autolink File Number - Job Dta – Effective Date - Job Dta – Autolink Rate 1 - Job Dta

4. Select Autolink Gross Amount of Check from CheckView Dta.


5. Sort by Pay Group and then Empl ID.






Compare With ET1

9. Click Add.

10. Click AND.

11. Click Add a Filter Statement.



Field Paycheck Issue Date - CheckView Dta Change the date format to Month and Year (MM/YYYY)

Operator =

Compare With 06/2001

13. Click Add.

14. Click AND.


Field Entry Number – CheckView Dta

Operator Ø (greater than)

Compare With 0

17. Advance to step 7, Run a Report.



19. When the status is Completed, note the number of records returned: ____.

20. To view the output in HTML, select Actions > HTML.


22. Select Actions > Edit/Run next to the Job Data-Payroll report.

23. In the Runtime Settings section, below Job Dta, click the Set Effective Keys link.

24. In the Effective Key field, select Pay Group - Job Dta and click the Add button.

25. In the Effective Key field, select Autolink File Number - Job Dta and click the Add button.


26. Click Save.

27. Back on Step 7, click Run.

When the status is Completed, note the number of records returned: ____. Note: The original setting (excluding pay group and file number) for the effective dates produced fewer results. In the second instance, with pay group and file number as part of the key structure, the employees whose pay group or file number have changed are now displayed for pay group ET1. They were missing in the first report because their current pay group is not ET1.

28. Close the HTML report.

adp reporting for the payroll practitioner fot 02 · activity: list deduction totals..... 13...

Documents