PR560 - Payroll History Load CSV Run PR560 (Payroll History Load) to create payroll history records in the LAWSON INSIGHT Payroll system. PR560 reads the contents of a previously created comma separated value (CSV) file (HSTLOADCSV). Any history record that does not pass cleanly through edits is written to a CSV file called HSTOUTCSV and does not create a record in the database. Errors are printed on an edit report so you can make corrections. History records that are created are also listed on the report unless "Bypass report" is entered as "Yes". Select No in the Update field, to run the program for edit purposes. Select Yes in the Update field to update the database. * * * IMPORTANT * * * The input file, HSTLOADCSV, must be SORTED prior to running PR560. If it is not sorted, unpredictable results and data corruption are possible. HSTLOADCSV must be sorted by: HL-COMPANY HL-EMPLOYEE HL-PROCESS-LEVEL HL-DEPARTMENT HL-CHECK-ID A re-run option is also available. When you re-run the program against the original input, history for each employee included in the input file is deleted and reconstructed. Select No in the Rerun field so that existing data is not purged and the contents of the HSTLOADCSV file is added to the existing data. Each record in this file represents a deduction or pay record for an employee for a specified year, quarter, payment ID, tax state, process level, and department, if applicable. PR560 jobs may be run concurrently, each having it's own input and output files. For best results, all records for a specific employee must be run in the same job. The HL-CHECK-ID (payment ID) field is required and the HL-CHECK-NBR (payment number) field is optional but will default from the HL-CHECK-ID. Planning considerations 1. Determine level of history to convert For your conversion, decide exactly how much historical data you want to retain for the Lawson system. - Determine the amount of historical detail you want in your records. Decide if you want records for every payment, or quarterly, monthly, or annual records. To make this decision, consider what reports of payroll history you want to see in Lawson and how that data will contribute to your tracking needs. Consider what you use currently and whether you wish to retain the same units or summarize a portion of the history data. If you choose to summarize your data in the Payroll system, you can write a program to collect the data from your system and total it before mapping it to the Lawson system. - Determine how far back you want historical records in the Lawson system. Verify how far back your records go on your current system. Consider the earliest records you need on the Lawson system. Your reporting and auditing needs influence this decision. The space you have now and your future needs may also limit your choices. 2. Determine the conversion schedule The payroll conversion schedule requires very careful planning because you do not have the leisure of stopping the payroll cycle while you convert. - Determine the pay cycle during which you plan to convert. The conversion must occur in the small window of time between the close of one payroll cycle and the start of the next cycle when the old payroll system begins accumulating additional data. - Determine if you will stagger the conversion within company units, or convert the whole company on the same date. Your decision to stagger the conversion or convert all at once depends on the parallel/live schedule you determined. You should also consider the number of locations, the number of employees, the amount of data and number of cycles (i.e., weekly, bi-weekly, semi-monthly, or monthly) at each location, and training requirements. Caution To stage a more realistic parallel, we recommend that you schedule conversion of payroll data before running parallel for any location. It is extremely important that you make these decisions with the consultation of members of your conversion team. 3. Define a test sample Because payroll history data is usually quite extensive, running a test sample through the whole process helps to flush out errors and discrepancies before you are encumbered by the volume of data. - Decide the size of the sample. We recommend that your test sample be limited to one or two employees. Select employees with a large number of pay types and deduction types. - Decide the level of history of the sample. Make the sample large enough to test most fields, but small enough to be manageable. We recommend that you test on one. Perform all steps of the conversion process to verify that you defined structures and codes properly and that your data converted without errors. Before you run PR560: - Ensure the company is defined in HR00.1 (Company). - Ensure process levels are defined in HR01.1 (Process Levels). - Ensure departments are defined in HR02.1 (Departments). - Ensure job codes are defined in HR06.1 (Job Codes). - Ensure deductions are defined in PR05.1 (Deduction). - Ensure pay codes are defined in PR20.4 (Pay Codes). Caution: Benefit deductions converted from payroll history must have different deduction code names from those set up on the LAWSON INSIGHT Benefits system. When you run PR560 (Payroll History Load CSV), the Payroll system creates payroll benefit deductions without sequence numbers or stop dates. When you define plans in the Benefits system, deductions are automatically created in the same file with a sequence number. Failure to set up different code names for the two deductions causes the deduction to be taken twice. Verify that the benefit deduction codes you defined for payroll history data are different from other benefit deduction codes, and that the codes for payroll history data have stop dates. In this way, you avoid creating duplicate deductions, and you create an audit trail of both the converted deduction amounts and those created in the Benefits system. For example, if you name the health deduction HL for the Benefits program, use another name, such as HLCV for the health deduction history. 3. Confirm Employee Conversion is completed You must complete HR511 (Employee Conversion) before converting payroll history data. The payroll conversion program validates the values in the employee number field that are converted through the Human Resources conversion program or added directly in the Human Resources system through HR11.1 (Employee). Conversion Program Parameters Rerun - If set to Y, the program reruns against the original input. All history of each employee in the input file is deleted and reconstructed. If set to N, it does not purge existing data but adds to the contents of the CSV file to existing data. Error Limit - number of errors before the program terminates. Create Payment Records - If set to N, no PRCHECK records will be created. If set to Y, PRCHECK will be created based on the payment information and bank account assigned to the process level. If the HL-CHECK-NBR is blank, the HL-CHECK ID is used as payment number. By creating PRCHECK records, the payment information is available on-line through PR85.1 (Payment Reconciliation). Payments are created as "Reconciled status and as "System" payments. PR560 updates the following files: File Name File Description --------- ---------------- PAYDEDUCTN Employee Payment Deductions PAYMASTR Employee Payments file EMDEDMASTR Employee Deduction PREDEDHST Employee Deduction History PRSYSTEM Human Resources Company and Process Levels PRTIME Employee Pay/Hours History QUARTDED Quarterly Deduction QUARTWAGE Quarterly Wage file Workfile Name: HSTLOADCSV To verify data: - PR260 (Payment Detail Listing) - a list of payment detail of all payments. - PR290 (Quarterly Report) - a listing of quarterly and year-to-date gross and taxable wages for each employee. - PR294 (Balancing Report) - a year-to-date report for use in balancing wages and deductions by tax authority and tax category. - PR297 (W-2 Forms) - a report in either detail or summary format of year-to-date W-2 deductions and gross wages. The report also produces a negative wage report showing all employees with negative wages for the year. Updated Files CKPOINT - EMDEDMASTR - PAYDEDUCTN - PAYMASTR - PRCHECK - PREMDEDHST - PRSYSTEM - PRTIME - QUARTDED - QUARTWAGE - Referenced Files BANKFILE - DEDCODE - DEPTCODE - EMPLOYEE - PREMPGARN - PRPAYCODE - PRSTATE - PSGRELATE - TAXGROUP - INVOKED Programs HRFN IFOB PREN |