Payroll Period Viewer


Create and maintain Payroll Periods.


Required for Payroll.

Registry Entries:

Field level verification (for the Accrue to GL, Pay With EFT, Accrue PTO, Remote Tech Use boxes may be enabled via the registry entry described in Registry Entry - Payroll Period. This registry may also be used to enable the Post History button for payroll service users.

Important Fields:

Note: this Help Topic lists the standard configuration of all fields that may be included in this record. If you are using a customized system, the fields displayed on your screen may not exactly match the fields described in this Topic.

Pay Period Id: (15 character, only . and - special characters)
This required field must uniquely identify this record.

Hint: include the year as part of your Id.

Description: (40 character)
Briefly describes this Payroll Period or its use. This field is optional.

Default Period
If this box is flagged for an active accounting period, it will default in the following cases:

 When creating a new Labor Journal transaction (in the regular Labor Journal)
 When entering a Work Order Labor line

Double-click on this box to check/clear it. If you use the current default payroll period to create the new default payroll period (and you leave the Default Payroll Period box checked), the system will ask if this period should replace the existing period as the default. If you click 'Yes', the system will remove the default flag from the older period, and save the new period with the Default box checked. If you answer 'No', you must clear the Default Payroll Period box (by double-clicking on it or pressing the Spacebar) before the system will let you change the record.

When a Payroll Period record is saved, the user is warned if there is no Payroll Period flagged as Default.  

Pay with EFT Field
This field must be checked (by double-clicking on it or pressing the Spacebar) in order to produce direct deposit information and an Electronic Funds Transfer (EFT) file. If this field is not checked, employees will be paid with a live paycheck regardless of the status of the DDEP fields in the Employee record. For example, if you wished to hand out live bonus checks, you would assign them to a payroll period with the Pay with EFT field blank. This field effects the Print Paychecks function.

This Accounting Period will be used as the default when payroll checks are printed. Enter a valid Accounting Period Id or double-click (or press Alt+F7) to select from a list. Note that this Accounting Period should be active when checks are printed.

Accrue to GL?
If this field is checked (by double-clicking or pressing the Spacebar), the system will automatically make GL accruals when you create time card entries in the Labor Journal for Earnings (and Earning Groups) also flagged as Accrue to GL. If this field is checked, the GL Credit Account (and Entity, if appropriate) in your Earnings records that are flagged to Accrue must be completed with the appropriate accrued payroll account.

If this box is not checked, earnings for this Payroll Period will not be automatically accrued to GL, regardless of how the Accrue to GL flag is set in the Earnings or Earnings Group records.

NOTE:  BONUS amounts (entered on the Labor Journal) will NOT Accrue/post to
the GL, regardless of how this field is checked.

Accrue PTO
If this field is blank, Paid Time Off hours (as defined in the Employee record PTO tab) will not be accrued for this Payroll Period (e.g., for bonus pay). This field effects the Compute Payroll function. Note that the PTO accrual will only take place when compute payroll is run if the Start and End dates of the payroll period intersect with the Start and End Dates of the PTO tab of the Employee record.

Note: PTO Accrual and Special Pay Periods
Typically, PTO Hours would not be accrued on payroll periods created for special purposes such as cutting yearly Bonus Payroll Checks. Accruing PTO Hours for these special periods would result in more than the desired number of accruals being made (for example, 13 instead of 12 for employees that are paid monthly).

Period Start Date:  Period End Date:
Enter the range of work dates included in this pay period in mmddyyyy format (or double-click on this field to access the Calendar to do so). Validation ensures that the Payroll Period End Date does NOT precede the Payroll Period Start Date when the record is saved.  The system also validates that the Check End Date does not precede the Check Start Date. Note that it is not an error when the Start Date and End Date are the same.

Start Check Date:  End Check Date:
Enter the range of payroll check dates valid for this pay period. This Check Date may fall after the Payroll Period date range, but it must fall within the Accounting Period Date range; the system will verify this when you save or change this record. Validation also ensures the Start and End Check dates are both within the payroll Year.

Period Status: Active Inactive
Select the correct status for this payroll period (Active, Inactive) by double-clicking on the circular radio button next to the desired Period Status (keyboard users should Tab to the desired radio button and then press the Spacebar to select it). If a Payroll Period Record is flagged as inactive, you will be unable to complete a journal entry with it.

This button should only be enabled (via registry) for payroll service users who export data, but do not print and post checks.  If you use the Post History function, you cannot afterwards print and post a paycheck for the select Pay Period for employees impacted by the post.  When run, it sets the Payroll History Date Effective to the Last Check Date from the Payroll Period, and the Source Journal to the text you specify via registry  ‘ADP Export’ by default. This process replaces the print/post check functionality to enable the use of certain payroll reports.

Prior Period Accruals:
Period End Date:  Accounting Period Id:

If the Accrue to GL box is flagged, and this Payroll Period crosses an Accounting Period, enter the last work date of the period to be accrued to the specified Prior Period Accounting Period. The system will verify the date ranges that are selected. The display-only Period Status field defaults from the Accounting Period record. If prior period accruals are implemented, the GL Credit Account (and Entity, if appropriate) in your Earnings records that are flagged to Accrue must be completed with the appropriate accrued payroll account.

Important Note on Start WO Entry: if your firm uses the Start Work Order Entry function to entry time and materials, this field must be completed if your Pay Periods cross monthly boundaries.

Example 1: Prior Period Accruals Not Needed

Payroll Period Start: Jun 6, 2004  End: Jun 6, 2004
Check Start: Jun 17, 2004 Check End: Jun 17, 2004
Accounting Period Start: Jun 1, 2004 End: Jun 30, 2004

Since the Payroll Period does not cross an Accounting Period, there is no need to complete the Prior Period Accrual fields should remain blank.

Example 2: Prior Period Accruals Needed

Payroll Period Start: Jun 27, 2004 End: Jul 3, 2004
Check Start: Jul 10, 2004 End: Jul 10, 2004
Accounting Period Start: Jul 1, 2004 End: Jul 31, 2004

Since the Payroll Period does cross an Accounting Period, the Prior Period Accrual fields should be completed. Note that the Check Dates should fall within the Accounting Period, not the Prior Period Accounting Period.

Prior Period Accruals:
Period End Date: Jun 30, 2004
Accounting Period Start: Jun 1, 2004 End: Jun 30, 2004

Year: Quarter: Month:
Indicate which Year, Quarter and calendar Month this Payroll Period should be assigned to for Reporting and Deduction Limit calculations. Should be based upon the date of the check.

941 Report:
For the 941 Report to show daily tax liability, the month must be entered as the calendar month (1-12) and not the month in the quarter.

Deduction Cycles
If completed, this field provides the default values for Start Compute Payroll's Pay/Deductions fields so that Deduction will not be accidentally skipped. Deduction Cycle information is maintained in the Deductions Group record (for union payroll) and the Employee Deduction tab (non-union). Up to five Deduction Cycles may be specified; they should NOT be separated by commas.


If a Deduction Code of M is used for Monthly deductions, it would be entered in the Deduction Cycle of Payroll Periods used for Monthly pay.

If Deductions Codes are not used for Bonus pays, the Deduction Cycle could be set to XXXXX to prevent all Deductions from being taken. A Deduction will not be taken unless its cycle is specified; if a Deduction Cycle is blank in the Employee or Deduction Group, it wlll be taken if one of the Deduction Cycle fields in the Payroll Period is blank. Setting all fields to X or another character never used for Deduction Cycles will prevent this.

Accrue Bonus Pay:
This field is in conjunction with the AccrueBonusPay registry setting in sys-ffv-global-settings.  If this field is set to True AND the registry is set to true, bonus pay entered for this Payroll Period will accrue. If this field is set to False or is blank, bonus pay will NOT accrue regardless of whether or not the AccrueBonusPay setting is enabled.

Executive Payroll
When this field is flagged, only users who have the Executive Payroll field flagged in their User record can:

Access the Payroll Period Record
Access Labor Journal Transaction for Executive Payroll Periods
Run Compute Payroll for Executive Payroll Periods
Print Payroll Checks for Executive Payroll Periods
Print PR Miscellaneous Deduction Checks for Executive Payroll Periods

Important Note: If the Executive Payroll box is checked the Default Payroll flag should NEVER be set.

Remote Technician Applet:
Ok to Use?
Check this box if this Payroll Period may be selected for time entries made from TechAnywhere or TimeAnywhere.

Pay Period User1:  Pay Period User2:
These optional fields may be used for entering any information your company wishes to retain.

Hours Tab

Employee - Regular – Overtime – Dbl Time Holiday – Vacation – Sick – Other – Total

These fields indicate the number of hours recorded for each employee for this Payroll Period.

The Hours Tab is filtered based on the User's Executive PR and Branch Filter fields. Data for Executive Payroll Employees (Executive P/R flagged in the Employee record) will only be displayed if the User's Executive PR? box is checked in their User record.

Filtering based on the User's Branch Filter only comes into play when the hard-block filtering option is turned on via the global registry option BranchFilterWithHardBlock enabled.


The Status of each line is determined for each employee as follows:

**ERRORS**: errors prevented Compute Payroll from being run successfully for this employee OR Labor was changed AFTER the Compute Payroll was run for this employee.  No check will be created until the Compute Payroll is run and the error has cleared.

*NOT COMPUTED*: Compute Payroll has not yet been run for this employee.

*UNPOSTED*: Payroll has been computed successfully, but either a pay check has not been posted, or the Post History button has not been used to post history. 

Check #: This pay check was printed and posted in SAMPro.

The Status column shows the 'PostSourceDescription' value for exports to a payroll service  when none of the other options apply.