Payroll Audit Summary SmartList POW!

I had a request last week for an audit report for payroll processing that would summarize the amounts and hours being paid by pay code.  This report would be generated after a payroll was built and calculated, to confirm the amounts before checks are printed.

So, I turned to my favorite user-friendly tool: SmartList Builder.  We were able to create the report in under 5 minutes, which I think deserves a POW :)  Here are the steps:

1. Microsoft Dynamics GP>>Tools>>SmartList Builder>>SmartList Builder
2. Enter a SmartList ID, Name, and Item Name
3. Pick Product: Microsoft Dynamics GP, Series: Payroll
4. Under Tables, click the + and choose to add a Microsoft Dynamics GP table
5. In the Add Table window, choose Product: Microsoft Dynamics GP, Series: Payroll, and Table: Payroll Work Pay Code
6. Click Save
7. If you want to, you can also add the Payroll Master table as well using the same process, related on the Employee ID fields.
8. In the SmartList Builder window, you can then mark the fields you want to default in the view.  We picked Pay Record, Units to Pay, and Total Pay.
9. Click Options at the top of the SmartList Builder window to open the Options window
10. Mark the Summary SmartList checkbox
11. For the Payroll Work Pay Code table, locate the Pay Record field and double-click.   Change the Summary Method to Group By to group the summary for each pay code.
12. Locate the Units to Pay and Total Pay fields to confirm that the Summary Methods are set to Sum.
13. Click Save
14. Save and close the Smartlist Builder window
15. Launch SmartList, Microsoft Dynamics GP>>SmartList and include the changes.
16. View the results! NOTE, this will only display results from a payroll that has been built and calculated but not yet printed and posted.  You should see one line for each pay code in the payroll, with a summary of hours and total amount to be paid.

Extra Credit!  Use the matched table feature in SmartList Builder to add the Payroll Work Deduction and Payroll Work Benefit tables to the SmartList so that the report includes the summary of deductions and benefits as well.  HINT, to access the match tables feature open SmartList Builder, select the Payroll Work Pay Code table, click the Edit Selected Table icon, and choose Matched Tables.

Where, Oh, Where Has My Budget Gone?

As we approach the end of the first quarter, many users are starting to revise budgets and forecast for the remaining part of the year. Normally we get at least one call, if not a couple, from users who have accidentally deleted or modified their budgets unintentionally. You may think it could never happen to you, but believe me-- it happens to those who least expect it. So I thought it might be a good idea to review some guidelines regarding the budget windows in Microsoft Dynamics GP.



First, let's talk about the Budget Maintenance window, accessed from Cards>>Financial>>Budget and then choosing Open>>Using Microsoft Dynamics GP or New>>Using Microsoft Dynamics GP.



When you use this window, it is important to note that you are modifying the ENTIRE BUDGET unless you stipulate a range using the Ranges button. So, for example, if you click the Delete button at the top of this window, you will delete the ENTIRE BUDGET. Or, if you click the Methods button an apply a 10% increase, it will increase the ENTIRE BUDGET. This catches users off guard because the window does allow you to select a single account and modify the amounts manually. But keep in mind that all other buttons- like Delete and Methods- apply to the entire budget unless you have restricted the range using the Ranges button.



One way to avoid accidents when using this window is to mark the Preliminary button BEFORE you make any changes, this will allow you to close the window and choose to Discard changes. If actual is marked, you will not get the option to discard changes- you only get the option to Save or Delete. And, remember, Delete will apply to the ENTIRE BUDGET unless (repeat it with me) you have restricted the range using the Ranges button.



So, have I scared you yet? :) But, seriously, it doesn't have to be scary when you need to modify a budget in Microsoft Dynamics GP. Some hints I use in training:

• If you need to make a change to a single account, use the Single Account Budget Maintenance window which can be accessed from Cards>>Financial>>Account>>Budget button. This window only affects the selected account's budget, and allows you to apply a percent change to the account's budget.


• After making changes to your budget, back up the budget by exporting it to Excel from Cards>>Financial>>Budget. That way, if something does happen to your budget you can easily re-import it from Excel.

Feel free to share any tips/tricks you have learned when budgeting in Microsoft Dynamics GP. And with the coming of GP2010, we will get the ability to enter transactions to a budget, and combine budgets :) In the meantime, happy budgeting....