Understanding the Recalculate Employee Data Feature in SQL Payroll

Difficulty Level:

Advanced Level AccountMate User
Intermediate Level Visual FoxPro Programmer
Intermediate Level MSSQL Programmer

Version(s) Affected:

AM7 for SQL, Express and LAN
AM6.5 for LAN with Upgraded Payroll

Module(s) Affected: PR

Posting Date: 06/09/2010

DESCRIPTION

When employee balances are incorrect due to data inconsistency, you may resolve the inconsistency by performing employee data recalculation using the Recalculate Employee Data feature in the Data Manager function.

This Technical Note discusses conditions that necessitate recalculation, the requirement that must be met prior to performing recalculation, recalculation procedures, AccountMate tables used and updated by the recalculation routine, and issues that may cause the recalculation process to fail.

SOLUTION

Conditions for performing employee data recalculation
Data inconsistencies are the main reason for performing data recalculation. Data inconsistencies occur when data in Employee Maintenance do not match data in transaction tables. For example, the state tax withholding amounts in PRTRSS (PR Transaction State Withholding Tax File) do not match with the state tax withholding amounts in PREMPS (Employee State Tax Withholding Table). You must perform recalculation if the employee data have the following conditions:
- An employee’s YTD earnings are incorrect.
- An employee’s Federal, State, or Local taxes withholding amounts are incorrect.
- An employee’s deduction amounts are incorrect.
- An employee’s leave hours are incorrect.
Requirement for employee data recalculation
You must always back up the company database prior to performing employee data recalculation. DO NOT SKIP THIS PROCEDURE!
Steps to recalculate employee data
1. Access the Data Manager from the Utilities menu.
2. Enter the Supervisor password when prompted.
3. Mark the Recalculate Employee Data checkbox.
4. Click Process.

Tables and fields used and updated during recalculation

Tables used when recalculating employee data
1. PRTRST (PR Transaction File)
2. PRTRSS (PR Transaction State Withholding Tax File)
3. PRTRSL (PR Transaction Local Withholding Tax File)
4. PRTRSD (PR Transaction Deduction File)
5. PRTLVE (PR Transaction Paid Leave File)

Tables and fields updated when recalculating employee data

PREMPY (Employee Table)

1) nYTDEarn (YTD Earnings)

2) nYTDOthNtx (YTD Other Non-Taxable Amount)

PREMPF (Employee Federal Tax Withholding Table)

1)	nGross1~4 (1^st to 4^th Quarter Total Taxable Gross)
2)	nFica1~4 (1^st to 4^th Quarter Total FICA Amount)
3)	nFICAGr1~4 (1^st to 4^th Quarter Total FICA Gross)
4)	nMedi1~4 (1^st to 4^th Quarter Total Medicare Amount)
5)	nMediGr1~4 (1^st to 4^th Quarter Total Medicare Gross)
6)	nFUTA1~4 (1^st to 4^th Quarter Total FUTA Amount)
7)	nFUTA1~4 (1^st to 4^th Quarter Total FUTA Amount)
8)	nFWT1~4 (1^st to 4^th Quarter Total Federal Withholding Amount)
9)	nFWTGr1~4 (1^st to 4^th Quarter Total Federal Withholding Gross)
10)	nTips1~4 (1^st to 4^th Quarter Total Tips Amount)
11)	nEIC1~4 (1^st to 4^th Quarter Total EIC Amount)
12)	nNetDed1~4 (1^st to 4^th Quarter Total Net Deduction Amount)
13)	nChkAmt1~4 (1^st to 4^th Quarter Total Check Amount)

PREMPS (Employee State Tax Withholding Table)

1)	nSWT1~4 (1^st to 4^th Quarter State Tax W/H Amount)
2)	nSWTGr1~4 (1^st to 4^th Quarter State Tax W/H Gross)
3)	nSDI1~4 (1^st to 4^th Quarter SDI Amount)
4)	nSDIGr1~4 (1^st to 4^th Quarter SDI Gross)
5)	nSUTA1~4 (1^st to 4^th Quarter SUTA Amount)
6)	nSUTAGr1~4 (1^st to 4^th Quarter SUTA Gross)
7)	nSTax1EE1~4 (1^st to 4^th Quarter Tax W/H for the 1st Additional Tax Code)
8)	nSTax1ER1~4 (1^st to 4^th Quarter Tax W/H for the 1st Additional Tax Code – Employer)
9)	nSTax1Gr1~4 (1^st to 4^th Quarter Gross for the 1st Additional Tax Code – Employee and Employer)
10)	nSTax2EE1~4 (1^st to 4^th Quarter Tax W/H for the 2nd Additional Tax Code)
11)	nSTax2ER1~4 (1^st to 4^th Quarter Tax W/H for the 2nd Additional Tax Code – Employer)
12)	nSTax2Gr1~4 (1^st to 4^th Quarter Gross for the 2nd Additional Tax Code – Employee and Employer)
13)	nSTax3EE1~4 (1^st to 4^th Quarter Tax W/H for the 3rd Additional Tax Code)
14)	nSTax3ER1~4 (1^st to 4^th Quarter Tax W/H for the 3rd Additional Tax Code – Employer)
15)	nSTax3Gr1~4 (1^st to 4^th Quarter Gross for the 3rd Additional Tax Code – Employee and Employer)

PREMPL (Employee Local Tax Withholding Table)

1) nLWT1~4 (1^st to 4^th Quarter Total Local Tax W/H Amt)

2) nLWTGr1~4 (1^st to 4^th Quarter Total Local Tax W/H Gross)
PREMPD (Employee Deductions Table)

1) nQtrDAmt1~4 (1^st to 4^th Quarter Deduction Total)

2) nQtrMCAmt1~4 (1^st to 4^th Quarter Contribution/Matching Total)
PRDEDU (Deductions Table)
nQtrDAmt1~4 (1^st to 4^th Quarter Deduction Total)
PREERN (Employee Earning Table)

1) nQtrAmt1~4 (1^st to 4^th Quarter Earn Amount)

2) nQtrAmt1~4 (1^st to 4^th Quarter Earn Hours)

3) nQtrWAmt1~4 (1^st to 4^th Quarter Worker’s Comp Amount)
PRELVE (Employee Leave Table)

1) nQtrAHr1~4 (1^st to 4^th Quarter Accumulated Leave Hours)

2) nQtrUHr1~4 (1^st to 4^th Quarter Used Leave Hours)

Common conditions that cause recalculation to fail
1. Other functions are open during recalculation
2. Affected tables are open during recalculation
3. Other users are logged in during recalculation
4. A blank record is present in one or more affected tables

Understanding the Recalculate Employee Data feature helps you to identify when and how to perform recalculation and what to do before recalculation. Knowing the tables used and updated by the recalculation routine helps you better understand AccountMate’s basis for updating certain values in the employee record when recalculation is performed.

This information is provided “AS IS” without warranty of any kind. Ceravolo Consulting, Inc. disclaims all warranties, either express or implied. In no event shall AccountMate be liable for any damages whatsoever including direct, indirect, incidental, consequential, loss of business profits, or special damages, even if AccountMate has been advised of the possibility of such damages.

Understanding the Recalculate Employee Data Feature in SQL Payroll

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1)	nYTDEarn (YTD Earnings)
2)	nYTDOthNtx (YTD Other Non-Taxable Amount)

1)	nLWT1~4 (1^st to 4^th Quarter Total Local Tax W/H Amt)
2)	nLWTGr1~4 (1^st to 4^th Quarter Total Local Tax W/H Gross)

1)	nQtrDAmt1~4 (1^st to 4^th Quarter Deduction Total)
2)	nQtrMCAmt1~4 (1^st to 4^th Quarter Contribution/Matching Total)

1)	nQtrAmt1~4 (1^st to 4^th Quarter Earn Amount)
2)	nQtrAmt1~4 (1^st to 4^th Quarter Earn Hours)
3)	nQtrWAmt1~4 (1^st to 4^th Quarter Worker’s Comp Amount)

1)	nQtrAHr1~4 (1^st to 4^th Quarter Accumulated Leave Hours)
2)	nQtrUHr1~4 (1^st to 4^th Quarter Used Leave Hours)