Creating a deduction formula makes it possible to process complicated deductions or levies automatically.
Add a Formula Deduction to a Transaction Type
Before a formula can be applied to a deduction, the deduction transaction type must already exist in the system. To create a new transaction type, see Add / Edit Transaction Types.
- 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.
- Under Category, click System.
- Under Select, double-click Transaction Type to open the Transaction Type window.
- Search for the transaction type that requires a formula.
- Select the transaction type from the grid.
- Click the Formula sub-tab.
- Click on the Function drop-down menu and select a function type for Line 1. More information about function types appears below.
- Click on the first Define button to open the Define Value dialog.
- Select a value type from the Define Value dialog and define it. More information about the Define Value dialog and each value type is available below.
- Click Submit to save the value.
- Some functions allow the addition of up to five values per line. Click the button to add a new value.
- Add the desired number of values and define them.
- If a new line is required to continue creating the formula, click the Add Line button. This will create Line 2.
- Repeat steps 7 through 12 for each new line until the desired formula is complete.
See Admin Tools: Transaction Type - Formula Deduction Detailed Example for an example of a formula deduction entry.
Edit Formula Values
Formula values can be edited at any time.
- Click on the value to be edited. This will open the Define Value dialog.
- Edit the value or value type as needed.
- Click Submit to save the change.
Delete formula lines
When a formula has more than one line, the Delete button becomes active.
Click the Delete button on the line to be removed from the formula.
This section describes each function that is available when building a formula-based deduction.
Specify single value
Provides a single value for the line.
Returns the sum of up to five values.
Returns the sum of up to five values.
Returns the result of multiplying the first and second value.
Returns the result of dividing the first value by the second value.
Use the Lesser Value
Compares up to five values and returns the smallest value.
Use the Greater value
Compares up to five values and returns the greatest value.
Apply Tiers To
Applies the results of a tiered transaction type rate to the line in the formula.
Click the blue Tiers Setup link in the line to open the Tier sub-tab.
When tiered transactions are used in a formula, use per-check amounts.
For more information about building a tiered transaction type, see Transaction Type - Tiered Transactions
The Define Value Dialog
|Value Type||Description||Additional Information|
|Manual value entry||A single number value.|
|Previous line reference||A value taken from a previous line. The drop-down menu is populated with all previous lines in the formula.||If a line is added or deleted before the referenced line, the number of that line will change and all of the references to that line will update accordingly. If the referenced line is deleted, the definition field will turn red and have a label of "Define".|
|Non-transaction type value||A value that is not a defined transaction type.|| Possible items that appear in this menu could include the following:
|Transaction type value||Defined by first selecting a Transaction Type category, and then selecting a specific Transaction Type associated with the category.|
|Transaction type group||A Transaction Type Group. See Transaction Type Groups below to learn more.
Note: The groups must be set up prior to creation of the formula.
Transaction Type Groups
Transaction Type Groups are used in the formula builder in the Details tab of Admin Tools - Transaction Type. The sum of all transaction types in the group is applied when the new deduction transaction is created based on the formula. These groups are typically created to contain several similar transaction types, e.g, medical insurance and dental insurance.
Single transaction types are not limited to only one group at a time. They can be used in multiple groups simultaneously. This provides flexibility when creating formulas based on different combinations of transaction types.
Using the tools in the Groups tab, single transaction types can be organized into Transaction Type Groups.
Create a New Transaction Group
- Navigate to the Start page.
- Click the Actions menu.
- Select Admin Tools.
- Click System.
- Double-click Transaction Type.
- Click the Groups tab.
- Click Add New to prepare for a new group setup.
- Enter a group name and a short description.
- Click Save to create the new group.
- In the Transaction Types Available box, search for the transaction type to be added to this group.
- Click the blue arrow to the right of the transaction type's name.
This will add the transaction type to the group and remove from the Transaction Types Available box.
- Add the rest of the desired transaction types to the group.
- Click the Save button to save the group.