Payroll Post Notes Time Saver: Globally Add Records to Employees

Jennifer Maroney — Mon, 16 Jun 2008 12:01:00 GMT

The top question asked last month was how to globally add compensation types, attendance information, and events. Since a lot of people are asking this question, I thought it would be a good topic to cover. Globally adding records is a great way to save time and your wrist when you need to add the same record to a large number of employees. You can globally add the following records:

Pay Type
Benefit
Deduction

Attendance Record
Attendance Plan
Event

Pay types, benefits, and deductions can be added for one calculation or with a schedule for multiple calculations.

I strongly recommend creating a backup of your database right before globally adding or changing anything in your database. This is one of those processes that can only be reversed by manually correcting each record, which defeats the purpose of the shortcut, or restoring to a backup, which will cause you to lose all data entered after the backup was made (hence the backup right before the change).

Just so you know, the last paragraph was not meant to scare you completely: I just want to make sure you're prepared in case you find an error after clicking Process Now. As long as you take your time and verify the records that will be changed before processing, you'll be fine .

Ok, now that the standard warnings are out of the way, let's get to the fun stuff and don't be scareI. It is a great tool. Here we go:

In Payroll Processing, click Create Group Assignments.
On the Options tab, select to Assign new records to employees.
Select the appropriate field from the Assign new drop-down menu and the appropriate ID or code.
On the Assignment Grid tab, select the records to include or click Select All.
Note: Depending on the pay type and defaults defined, additional information, such as hours or amounts, may be required.
After you verify the records and information are correct on the Assignment grid tab, click Process Now.

The process may take a while to complete depending on the number of records to be updated. If you are adding a record to a large number of employees, you may want to run the process overnight.

On a side note, since the only way to undo a global change is manually updating records or restoring to a backup, I recommend granting Global Change security rights to only a handful of users. This way you will be able to more easily monitor who uses the tool.

Talk to you soon!

The Ledger : Create Group Assignments

Payroll Post Notes Time Saver: Globally Add Records to Employees