Summary

After editing and checking your Actuals, you can export them to a file for importing into Payroll for further processing.

Prerequisites

Before you Export Actuals to Payroll, ensure that you:

• Have entered the correct values on the Company Settings | Export to Payroll tab.
• Processed transactions for all employees in the pay.
• Run the Pay Calculation Report to check payments.
• View Transactions to check for any incorrect payments.

Procedure

1. Double-click the Export Actuals to Payroll command.

   If you use the default settings (Query ="Default", Employee and Advanced Filter Options blank), then PayGlobal will export Actuals for all employees.

   Alternatively, you can export selected Actuals by:

   • Selecting a query in the Query field
   • Selecting an employee in the Employee field
   • Using the Advanced Filter Options tab.
2. In the Pay Sequences field, use the pick list to select the open Time & Attendance pay sequences that you require.

   Note: The number displayed in the Pay Sequences field refers to the total number of pays selected, not the pay sequence number.

3. Leave the Export filename field blank. PayGlobal will use the Data path and Export file name specified on the Company Settings | Export to Payroll tab.

   Alternatively, you can enter an override data path and file name in the Export filename field.

   Usually the export file is Data\Import\Pgpayf.adt. When you run Import Pay, PayGlobal renames the export file Pgpayf.bak and you can view the transactions in Transaction View.

4. Click OK.
5. Check the audit log to confirm that Actuals were exported to Payroll successfully.

Terminated employees

If a terminated employee has no transactions to export, then no entry appears in the audit log for the employee.

If a terminated employee has transactions, then the following type of message appears in the audit log and the transactions are not exported:

!15    1013   Peters, Shirley Joan   (not exported - terminated employee)

Re-exporting

If you change your Actuals after creating the export file, then you can re-export the data, provided that Company Settings | Export to Payroll Allow re-export = "Yes".

If you want to re-import Actuals into a pay period, then you must run Reset Pay before you re-run Export Actuals to Payroll and Import Pay.

If you do not run Reset Pay, then employees will receive duplicate payments because PayGlobal does not overwrite the original Actual Pay transactions in Payroll when you re-import pays.

When you run the Export Actuals to Payroll process again, without re-importing the original file, PayGlobal displays the following message:

"[Directory Path\Export file name] already exists"

• Click Cancel to prevent the re-export from occurring.
• Click Overwrite to replace the existing export file with this new set of data.

  Important: If the previous export file was already imported into Payroll, then PayGlobal identifies the contents of the second export file as new transactions. PayGlobal does not replace the existing Payroll transactions that were imported from T&A.

See also

Time and Attendance