Date printed: 03-29-2024 Last updated: 07-01-2008 To view our complete support knowledge base and most current version of this article visit support.timeips.com. |
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The TimeIPS Custom Payroll/Report Engine allows users to define the characteristics and contents of the file including the file extension, number of columns, field delimiter, line terminator, and data output. Custom Payroll requires the IPSCPE Customizable Payroll Export module (included in the IPSEPI Extended Payroll Integration module), the defined file can be generated then imported in your payroll application. Custom Reporting requires the IPSRPT Custom Report Module. .
For Payroll: Using the left pane Main Menu, click on: Administration » Payroll and Reports » Payroll Export
For Custom Report: Using the left pane Main Menu, click on: Administration » Payroll and Reports » Special Reports » Custom Report
Before you export:
- Obtain the file layout requirements, including the field level detail, that your payroll application will import. You can obtain this information from your payroll application’s help documentation or support resources. This document should specify the data fields (columns of information) to be included in the file generated from TimeIPS.
EXAMPLE A: Landon Payroll Application provided the following file layout requirements:
Name Description Data Type Required? Example File # Unique number that identifies employee Numeric Y 46228 Emp Name Employee’s Name Text N Jones Mark Payroll Date Payroll Period End Date Date (YYYYMMDD) Y 20070420 Emp Division Division (Location) Code employee is assigned to Text N 557 Reg Hrs Regular labor hours worked Numeric Y 40 O/T Hrs Labor hours worked; paid at 1.5 times normal rate Numeric N 3.48 Sick Hrs Sick hours used Numeric N 8 Vacation Hrs Vacation hours used Numeric N 8 Holiday Hrs Holiday hours paid Numeric N 8
- Map the available TimeIPS fields to each required field included in the file layout.
EXAMPLE A2: TimeIPS contains several employee fields that can store a unique identifier as the "File #" including the employee's "ID/Badge Number," "Alternate Employee Number," or "SSN." In this example, we will enter the Landon Payroll Application's Employee "File #" as the TimeIPS "Alternate Employee Number." The “Emp Division” field is not a default field in TimeIPS. However, there are a number of employee fields that can store the data and be mapped as the “Emp Division.” In this example, we will enter the employee’s "Division Code" in TimeIPS’s "Department" field. The "File #" will be mapped to the "Alternate Employee Number" and the "Division Code" will be mapped to the TimeIPS’s "Employee Department" field in your custom payroll export preset’s Column tab.
Name Description Data Type Required? TimeIPS Field Example File # Unique number that identifies employee Numeric Y Alternate Employee Number 46228 Emp Name Employee’s Name Text N Employee's Name (Last, First Mid) Jones, Mark Payroll Date Payroll Period End Date Date (YYYYMMDD) Y Enter Payroll End Date 20070420 Emp Division Division Code (Location) employee is assigned to Text N Employee's Department 557 (code for North Branch) Reg Hrs Regular labor hours worked Numeric Y Calculated by TimeIPS 40 O/T Hrs Labor hours worked; paid at 1.5 times normal rate Numeric N Calculated by TimeIPS 3.48 Sick Hrs Sick hours used Numeric N TimeIPS Benefit Hours 8 Vacation Hrs Vacation hours used Numeric N TimeIPS Benefit Hours 8 Holiday Hrs Holiday hours paid Numeric N TimeIPS Benefit Hours 8
- Once you have the file format you wish TimeIPS to generate, you are ready to build your custom preset.
Select a Payroll Type and Payroll Period for the date range you are working on from the drop-down boxes and click on the button labeled Prepare Payroll for Export. Next you should see the payroll calculation being scheduled
Select Custom from the drop down menu and then click on the button labeled Export Payroll Data
Click on Add Preset to begin setting up a preset for the Custom payroll export
The General tab defines information about the format of the file. The field level detail will be specified in the Columns tab.
The Pay Codes tab associates each type of earnings or pay with a specific name or code for identification in your payroll application.
The Preamble tab defines file heading rows that include summary data about the file. Unless preamble records are specified in the file layout requirements provided by your payroll application, leave the default value of “Do Not Use”.
The Columns tab defines the number of columns, the format for each column, and the data contained in each.
If you wish to add more blank columns:
- Enter the new Number of Columns.
- Click on Save Settings.
- Edit your preset again and the new columns will be available.
EXAMPLE: The default preset selected includes 6 columns. The payroll file layout requires 3 additional fields at the end. Therefore, adjust the "Number of Columns" to 9, "Save Settings," and edit your preset again.
If you wish to delete an existing column:
- Enter the column number(s) in the the Delete Column(s) field.
- Click on Save Settings.
- Edit your preset again and the columns will be deleted.
NOTE: You do not need to adjust the # of columns as TimeIPS will automatically adjust them based on the duplicated/deleted columns entered.
If you wish to move a column:
or
- Click and hold on the drag and drop icon .
- Now drag the column to where you want it to show up in the custom export.
- Release your mouse button.
- Click on the move icon .
- This will move the column up one spot or down one spot depending on the direction of the arrow.
If you wish to insert a single blank column:
- Click and hold on the drag and drop icon .
- This will insert a new column directly below the column you chose the icon from .
If you wish to duplicate a single column:
- Click on the duplicate icon .
- This will duplicate the column directly below the column you chose the icon from .
Length | Pad | Align | Output |
---|---|---|---|
20 | x | Left | Thomas-Jones, Michae |
20 | x | Right | nes, Michael Anthony |
40 | x | Left | Thomas-Jones, Michael Anthonyxxxxxxxxxxx |
40 | x | Right | xxxxxxxxxxxThomas-Jones, Michael Anthony |
Record # | Employee Name | Date | Job Code | Reg Hrs | O/T Hrs |
---|---|---|---|---|---|
1 | Jones Mark | 2007-06-04 | 84005 | 3 | 0 |
2 | Jones Mark | 2007-06-04 | 84005 | 1 | 0 |
3 | Jones Mark | 2007-06-04 | 37121 | 4 | 0 |
4 | Jones Mark | 2007-06-05 | 84005 | 3.5 | .5 |
Record # | Employee Name | Date | Job Code | Reg Hrs | O/T Hrs |
---|---|---|---|---|---|
1 | Jones, Mark | 2007-06-04 | 84005 | 4 | 0 |
3 | Jones, Mark | 2007-06-04 | 37121 | 4 | 0 |
4 | Jones, Mark | 2007-06-05 | 84005 | 3.5 | .5 |
Notes on Payable Time Duration
Notes on Payable Rates
Notes on Removing Rows
Any row that contains any field that evaluates to or consists of nothing but the keyword "action_remove_this_row" will cause the entire row to be removed. This is useful in cases where specific types of time, pay, jobs, workorders, etc. should be excluded from the report.
- Type in the the number of subtotals you would like in the Number of Subtotal Triggers: field
- Trigger on changes in column is used to specify when each subtotal row should be inserted.
- Summary Name* is inserted as a new column at the end of the subtotal row. You can use advance formatting or it can be any value you would like. ( Example: If you are subtotaling total hours worked for a pay period, you could call it Worked Time.)
- Column tells you the name of the column in the custom payroll export.
- Mode allows you to choose a function for each column.
- Sum sums the information in the column by the defined trigger.
- Mean is the arithmetic average of a set of values,
- Median is the number separating the higher half of a sample from the lower half.
- Mode is the element that occurs most often.
- Min is the minimum number in the range.
- Max is the Maximum number in the range.
- Count counts the number of values in a range.
- Distinct counts the number of unique values in a range.
- Format* allows you to us advance formating.
Note: Editing of time events is locked during payroll processing to avoid having another user make changes via the Time/Edit Report that would not be reflected properly in the current payroll run.
Click on the download link to save the newly created payroll export file.
The TimeIPS Knowledge Base is updated frequently.
Please continue to check back for further details about TimeIPS payroll exports.