Summary

The Detail Payroll Distribution Report displays the GL accounts affected by a selected computer or manual check batch or during a specified date range. This report is similar to the GL Distribution Report generated on the Computer Checks palette (PR> Computer Checks> GL Distribution), but it displays the employee attached to each journal entry line item and can be filtered by union, GL account number and employee number.

The Detail Distribution Report can be generated for committed or uncommitted batches. If you generate the report for an uncommitted batch, the Distribution step on the batch process must be complete or no information will display on the report.

The Department, Union and Employee Number fields are used to filter the employees that display on the report. If you filter the report by department, union or employee number, only the journal entry line items associated with the selected employee records will display on the report.

Step by Step

1     Open the Detail Payroll Distribution window (PR> Reports> Detail Distribution).

2     Configure the report. 

• Check the toggle next to each ALFRE designation you would like to include in the report.
  • GL accounts are given their ALFRE designation when they are attached to an account type (GL> Maintenance> Chart of Accounts> General tab> Account Type field).
• The Filter Type field is used to specify whether the report will be filtered by batch number or date. The selection in this field will determine which fields are enabled below.
• The Batch Number field is used to select the batch number you would like to include in the report.
  • This field will only be enabled, and is a required field, if the Filter Type is set to batch.
  • Enter a batch number or click the field search button  to select one from a list. Only the batch of the type selected in the Batch Type field below will display in the window.
• The Date Type field is used to filter the report by either the date on the payroll check or the end date of the payroll period.
  • The Date From and Date To field are used to specify a date range for the payroll transactions that will be included in the report. The date used to filter the transactions is specified in the Date Type field above.
    • You must specify a Date From or a Date To in order to run the report.
  • The Date fields will only be enabled if date is selected in the Filter Type field above.
• The Batch Type drop-down menu is used to select the type of batch you would like to display on the report. Select Computer to include a Computer Checks batch or select Manual to include a Manual Checks batch.
• The Department field is used to filter the employees that display on the report by the department attached to their employee record.
  • Enter a department or click the field search button  to select one from a list.
  • You can view the department attached to an employee record using the Employee Maintenance window (PR> Maintenance> Employee> General tab> Department field).
• The Union field is used to filter the employees on the report by the union unit attached to the employee record. Only the employees that belong to the selected union will display on the report.
  • Enter a union unit code or click the field search button to select one from a list.
  • Union units are created and maintained using the Union Unit Maintenance window (HR> Maintenance> Union Unit).
  • You can view the union units attached to an employee record using the Employee Maintenance window (PR> Maintenance> Employee> General Information tab> Union field).
• The Account From and Account To fields are used to filter the journal entry line items that display on the report by a range of GL accounts. Enter a GL account number or click the field search button to select a GL account from a list. Only journal entry line items associated with the range of GL accounts will display on the report.
  • GL accounts are created and maintained using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts).
• The Employee Number field is used to filter the report by a single employee. Enter an employee number or click field search button   to select one from a list.
• The Fiscal Year field is used to filter the journal entry line items that display on the report by the fiscal year on the line item.
• Check the Aggregate employees toggle to display one aggregate transaction total for each employee associated with each account included in the report. If the toggle is unchecked, every employee transaction total for every account included in the report will be displayed.
• Check the Page break by fund toggle to start a new page for each fund included in the report.
• Check the Display Details toggle to include additional employee details in the report. This toggle will be disabled when the Aggregate employees toggle is checked above.
  • When this toggle is checked, the report will include either the Check Date or Per End Date column based on the selection in the Date Type field. The report will also include the Type column to display the Pay Code, Deduction Code, or Benefit Code. Each of these will also include the code description.

3     Print the report.

• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select PDF to print the report in the default Springbrook PDF format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once a print option is selected, that option will automatically be selected the next time you access the report. For example, if you select Excel from the drop-down menu, the next time you access the report the Excel button   will be displayed by default.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.