Transaction Type - Add / Edit Transaction Types

CHAPTERS

Add a New Transaction Type
Edit an Existing Transaction Type
Transaction type Definitions
Transaction Type Properties

 

Add a New Transaction Type

  1. From the Start page, select Admin Tools from the Actions menu or click the Admin Tools shortcut button to open the Admin Tool Main window.
  2. Under Category, click System.
  3. Under Select, double-click Transaction Type to open the Transaction Type window.
  4. Click the Add New button. The Details sub-tab is cleared and ready for the new transaction type to be entered.
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  5. In the Name field, enter a name for the transaction. Give the new transaction type a name that reflects its use. For example, if the transaction being created is for PEO transactions, then a name like "P.BurdenCost" makes it more easily identified.
  6. In the Description field, enter a brief description of the transaction.
  7. The System Name field will automatically be updated to contain the name that was entered in the Name field. Remove all spaces between words in this field. For example, "Example Transaction Name" should be changed to "ExampleTransactionName".
    Note: This field is not editable after saving the new transaction type to the system.
  8. From the Type drop-down menu, choose a transaction type.


    Note: The choice made from this drop-down menu cannot be changed after saving the new transaction type to the system. 
  9. Put a check next to each property that applies to this transaction type.  Properties that are either required or unavailable for this type are colored gray and cannot be changed.
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  10. If the new transaction type is a deduction, click the Deduction Category drop-down menu and select an appropriate category.
    1. You may have different options than those listed in the examples below.
      1. Reports, Imports, and Exports use the Category field
    2. Deduction Category/Transaction Types
      1. AdvanceBank
        1. This is used for tracking overpayments to Employees.  A deduction is then added to the Employee for reimbursing the overpayment (A default option that doesn't require additional setup)
      2. Caf125
        1. These cafeteria plans allow employees to set aside pre-tax income for certain employer-offered benefits. They are called cafeteria plans because employees are given a list of benefits to choose from, similar to a cafeteria-style menu (Adoption, 401k, ...)
      3. DirectHire
        1. You can use this for fees related to Direct Hire (DH Fee, Temp to Hire Fee, ...)
      4. Expense
        1. This is for tracking different expenses you would like to have a record of (Per Diem, Mileage, ...)
      5. Garnishment
        1. This is used when employees have to pay a flat rate or % of their check (Court Ordered Child Support, Safety Glasses, ...)
      6. Health Care
        1. This is mostly used for your non-ESC health insurance (Health, Vision, ...)
      7. Insurance
        1. This can be used for other types of Insurance (Life, AD&D, ...)
      8. Retirement
        1. This can be used for other Retirement benefits


  11. The Vertex Ded Code drop-down menu will be enabled if the Is Adjustment Type box is checked. Select the desired option from the Vertex Ded Code drop-down menu. 
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  12. From the Vertex Pay Code drop-down menu, select the applicable option.
    Users of Avionté version 15.1 or earlier may see a free-text field instead of a drop-down menu. If presented with the free-text field, enter either "r" for regular or "s" for supplemental.
  13. In the W2Box field, enter the appropriate W2 form box number for this transaction if it will appear on an employee's W2.
  14. In the W2Label field, enter the text that will be displayed as the transaction's label on the employee's W2 form.
    Note: These labels need to be entered in capital letters in order to appear on the W2 with Greenshades. Example: DD
  15. Add a check next to each branch that should have access to this transaction type.


  16. Click Save to add the transaction type to the system.

Edit a Transaction Type

  1. From the Start page, select Admin Tools from the Actions menu or click the Admin Tools shortcut button to open the Admin Tool Main window.
  2. Under Category, click System.
  3. Under Select, double-click Transaction Type to open the Transaction Type window.
  4. Search for the transaction type to be edited.
  5. Click on the transaction type in the grid to view its details in the Detail sub-tab.
  6. Make the required changes.
    1. Some fields may not be editable.
    2. Uneditable Fields
  7. Click the Save button to save all changes.

Canceling Changes

Any changes made before saving can be undone by clicking the Cancel button. Edited fields will revert to their original values.

 

Uneditable Fields

Several fields are not editable after a transaction type has been created:

  1. System Name
  2. The Type drop-down menu.
  3. All required fields for that transaction type.
  4. All inapplicable fields and drop-down menus for that transaction type.

 

Transaction Type Definitions

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Transaction Type Definition
Adjustment A one-time adjustment entered in Time Entry that is applied post-tax, e.g., a charge for a drug test.
Adjustment + Deduction A post-tax adjustment that is taken once or multiple times. This adjustment is dependent upon whether the deduction is made in either Time Entry or Employee Record.
Deduction + Contribution A transaction that is both an employee permanent deduction and an employer contribution, e.g., an employer-matched 401K plan.
ER Contribution An employer-only contribution for a type of benefit, e.g., employer-paid long-term disability coverage.
PayCode Applies to transactions for regular, overtime, and double-time pay.
Permanent Deduction An employee's pay deduction that is entered in the Employee Record only.
Custom Used for other transaction types not covered through the standard types described above.
Add To Net

Add the deduction amount to employee net pay. Mimics the Adjustment + Deduction type, except that the Allow Negative property is available.

This is useful for recurring expenses that occur week over week that may not be a set amount every week.

 

Transaction Type Properties

Property Name Description
Is Adjustment A one-time adjustment made in Time Entry and applied post-tax, e.g., a drug test charge.
Is Transactional Adds the transaction type to the Time Card Entry screen as a right-click option and as a transaction type to add at the Order/Assignment level.
Is Tiered

Sets this transaction type as a tiered transaction.

Allow Web Time Entry Allows users to add time from the web portal for this transaction type. This transaction type will appear in the Type drop-down menu when adding additional items from the web portal.
Is Equipment Adds the transaction type to Mass Equipment Deduction tracking.
Is Permanent Adds this transaction type to the Employee Deduction screen.
Is ER Contribution Adds this transaction type to the drop-down menu in the Employee Contribution sub-tree.
Show Employer Contribution on Paycheck Causes this transaction to appear on the employee's paycheck as an employer contribution.
Is Healthcare Indicates that this transaction is related to healthcare. If the Config Option HealthcarePlanOffered is set to False, transactions with this setting will not be usable.
Allow Multiple Entry Allows multiple transaction types to appear within the same transaction, e.g., a one-off equipment return transaction is allowed to take place multiple times per transaction.
Is Discretionary Bonus Indicates if the transaction type is a discretionary bonus or should be included as regular hours named "isDiscretionaryBonus" and if it should be included in overtime rate calculations.
Synced to Front Office

Only available after you create and save the transaction.

Indicates the transaction type is available for Integrated customers in the Front Office. 

Allow Negative

Only available when the "Add To Net" transaction type is selected.

When creating a new deduction (for example, a custom expense) a negative Amount or Percentage Of Net is possible. Negative amounts can be added in the Amount or Percent field. (For example, -5.00% of the net of an employee's check.)

The amounts will be calculated and displayed in the Deductions section of Checks, during Payroll.

An error message will display when users attempt to enter negative values in the Amount or Percent field when this is not active.

Apply Reg Rate

This is for a Pay Code transaction type. It indicates the transaction will use an employee's default Regular Pay Rate. This allows you to configure a Transaction Type where Type = Pay Code, to have an option to default the Pay Rate to the employee's regular rate. As an example, this is useful when arranging Retro Pay. The pay and bill rates will also apply to the Order Detail.

Note: When selected, the system will apply the existing REG rate upon initial setup for transactions within CLASSIC Back Office. It will not retroactively update existing transaction types if a REG rate is updated after the initial setup.

The Apply Reg Rate will work for manually entered transactions in CLASSIC Back Office Time Entry or imported using the Standard Import File. For customized import files, a request to add the Apply Reg Rate parameter can be made with the Technical Services team.

Transactions received from BOLD will maintain the rate that is applied in the BOLD configuration of Additional Transactions, however the rate can be updated manually in CLASSIC Back Office Time Entry. 

Is Non-Cash Benefit

Only applicable to Canadian Customers.

Indicates if the transaction type is a Non-Cash Benefit.

Canadian Non-cash / Non-insurable Taxable Benefits and Allowances - Admin Tools

 

*Bonus Paycode is set to 22% Tax; regardless if the employee is exempt.

There is a DRM that will fire if multiple transaction types are listed (or they can create a separate check)

  • SP Name: pbv_CheckSupandReg

 

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