PRCodes

Efficient payroll processing in ActivityHD hinges on structured and well-defined PRCodes. A PRCode pulls together the calculation expressions, parameters, check line groups, and GL accounts for each check line and distribution line. PRCodes are comprised of segment items. For instance, you might supply a PRCode calculation expression and parameters on one segment item, and supply the parameter values in another segment item. You could supply the main part of the GL account on one segment item and the department part of the account number on a subsequent segment item.

PRCodes have the following functions:

PRCodes establish the type of a check line. There are four types of built-in segment items: pay, deduction, tax, and statistic. These built-in segment items determine if the result amount of a check line is included in the total for the check. For example, pay lines are added to a check, but employee deduction lines and taxes are subtracted from a check. Employer deductions, employer taxes, and statistic lines do not affect a check.
PRCodes can assign check line groups and tax entities for calculation and reporting.
PRCodes define posting to the general ledger. One segment of a PRCode can determine the main part of the GL account and dependent segments can determine the other segments. The combined PRCode produces a combined GL account. Any parts of the account number that are still missing can be supplied from the employee or entered explicitly during check entry.
PRCodes define calculation parameters such as begin and end dates, minimum and maximum amounts, flat amounts, rates, etc. These parameters can be referenced by source, rate, and result calculation expressions.

Come to grips with the PRCode concept

Create a PRCode

When you create a PRCode, ActivityHD prompts you to select a segment item for each segment represented in the PRCode.

To create a PRCode:

Create a PRCode

In the Navigation pane, highlight the Payroll/Human Resources > Setup > PRCodes folder.
Click . The New PRCode window opens.
In the Type field, select the built-in segment item that represents the type of PRCode you are creating. Another field appears beneath the Type field. The label on the new field corresponds to the name of the first dependent segment for the main segment.
In the second field, select the segment item that is needed for the PRCode you are setting up. An additional field may appear beneath this second field if there are other dependent segments in the hierarchy, or multiple fields may appear if there are sibling segments at the same level of the hierarchy.
If needed, continue in this mode of selecting a segment item at each prompt until no more fields are added.
When you finish, save the new PRCode. At this point, you can view information on the Properties and Calculations tabs.

Preinstalled PRCodes

Eight commonly used PRCodes used for calculating federal taxes are preinstalled for you when Payroll is installed into a company database for the first time. Preinstalled codes are there for your convenience but can be deleted or modified as needed to fit your circumstances. The preinstalled codes are:

PRCode	Description
Tax.FUTA	Federal unemployment tax
Tax.MedAdd	Additional Medicare
Tax.MedEE	Medicare Tax - Employee
Tax.MedER	Medicare Tax - Employer
Tax.SocSecEE	Social Security - Employee
Tax.SocSecER	Social Security - Employer
Tax.USA	Federal Withholding
Tax.USAx	Federal Extra Withholding

In the past, PRCodes for calculating state unemployment taxes were also preinstalled. However, now you can manage which state PRCodes are installed (even PRCodes for Indiana, Michigan, and New York local withholding and local extra withholding) by using the PRBuiltInStateData.sql script available in the ...\Extras\Payroll distribution folder to install data for only the states you need. The script also installs related data including tax entities, income tax and SUTA segment items, segment item parameters, SUTA tax deposit types, and check proofing filters. The script should be run immediately after Payroll is initially installed and later when your company adds employees for a new state. The script does not delete any state-specific data which is already built in.

To run the script:

Run SQL Server Management Studio.
Connect to the server where your company database resides.
From the menu, select File > Open > File, then navigate to the location where PRBuiltInStateData.sql is stored, select it, and click Open.
Follow the instructions at the top of the file to modify the script to suit your company's needs.
In the toolbar, select the company to run the script for.
Click Execute. The database is populated with the requested data.

Flag a PRCode as obsolete

PRCodes Listing

Purpose

The PRCodes Listing provides a list of the PRCodes defined in Payroll.

Content

For each PRCode included on the report, the listing shows:

description
an indication if the PRCode has been flagged as obsolete.

In addition, you can include one or more of the following:

items (for each item: PRCode type and description, segment or segment item and description, an indication if segment item is obsolete)
properties (description, run types, groups, whether employee or employer is responsible for amount, credit account, type of liability date, check stub item, source scale, rate scale, result scale)
parameters and parameter values (for each parameter: data type, scale, description, current value; for each parameter value: effective date, value, description, item)
expressions (source expression, rate expression, result expression)
timestamps
memos
custom fields.

The following count appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Setup > PRCodes folder.
Start the report set-up wizard.
- To report on all or a filtered subset of PRCodes:
  1. Right-click the PRCodes folder and select Select and Report > PRCode Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected PRCodes:
  1. In the HD view, select the PRCodes to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular PRCode from the PRCode window:
  1. In the HD view, locate and double-click the PRCode to report on. The PRCode window opens with the PRCode loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Items
- Properties
- Parameters and Parameter Values
- Expressions
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

PRCodes

PRCode Record ID

Code

Displays the unique code for this PRCode. When you create a new PRCode, this code is built as you select the segment items that belong to the PRCode.

Items tab

Type

The segment item that represents the type of PRCode you are creating.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Deduction/Pay/Statistic/Tax

The segment item that represents the type of deduction/pay/statistic/tax you are creating the PRCode for.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

[Segment]

If you are prompted for an additional segment, a segment item that further defines the PRCode.

Depending on how segments and their segment items are defined, you could be prompted for one or more additional segments.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Properties tab

Effective Values

Description

Displays the combined descriptions from the segment items which comprise the PRCode.

Run Types

Displays the run types from the rightmost segment item with run types designated.

Groups

Displays the check line groups from the rightmost segment item with groups designated.

Follows Pay Group

This field is not visible for employee-paid deductions or taxes. Displays the follows pay group from the rightmost segment item with a follows pay group designated.

Employee/Employer

This field is visible for deduction and tax PRCodes. Displays the employee/employer qualifier from the rightmost segment item with a qualifier designated.

Tax Entity

This field is visible for tax PRCodes only. Displays the tax entity qualifier from the rightmost segment item with a qualifier designated.

Check Stub Item

Displays the check stub item from the rightmost segment item with a check stub item designated.

Debit Account (Accrual)

This field is visible for pay and statistical PRCodes and for employer-paid deduction and tax PRCodes. Displays the debit account derived by applying the debit account masks on the segment items from left to right.

Credit Account (Liability)

This field is visible for deduction and tax PRCodes. Displays the credit account derived by applying the credit account masks on the segment items from left to right.

Liability Date

This field is visible for deduction and tax PRCodes. Displays the source of the liability date (check date or work date) from the rightmost segment item with a liability date designated.

Create Accrual Debit?

This field is visible for statistical PRCodes only. Displays whether a GL debit posting will be created (yes/no) based on the rightmost segment item with an answer designated.

Position

This field is visible for pay PRCodes only. Displays the position from the rightmost segment item with a position designated.

AP Control

This field is only visible if the Payroll to AP interface is enabled and if this is a deduction or tax PRCode. This field displays the AP control from the rightmost segment item with an AP control designated.

Source Amount Scale

Displays the source amount scale from the rightmost segment with the scale designated.

Rate Amount Scale

Displays the rate amount scale from the rightmost segment with the scale designated.

Result Amount Scale

Displays the result amount scale from the rightmost segment with the scale designated.

Contributing Items

The values in this list represent the segment items which contribute to the determination of the values in the corresponding fields in the Effective Values list for this PRCode.

Calculations tab

Available Parameters table

Displays the parameters that come from the segment items that comprise the PRCode.

Note

Obsolete segment item parameters appear in this table only if a value is assigned.

Parameter

Displays a parameter needed to calculate a check line with this PRCode.

Description

Displays a description of the parameter.

Data Type

Displays the data type of the parameter. Valid types include:

Date
Number
String
True/False

Current Value

Displays the current value of the parameter as of the system date.

Values table

Displays the parameter values for the parameter that is currently selected in the Available Parameters table.

Effective

Displays the effective date of the corresponding value.

Value

Displays the parameter value as of the effective date.

Description

Displays a description of the value.

Item

Displays the segment item where the value is defined.

Source Expression

The source expression from the rightmost segment item of the PRCode. This expression produces the source for a check line that contains this PRCode.

Rate Expression

The rate expression from the rightmost segment item of the PRCode. This expression produces the rate for a check line that contains this PRCode.

Result Expression

The result expression from the rightmost segment item of the PRCode. This expression produces the result for a check line that contains this PRCode.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Check Lines tab

The Check Lines pane shows the Check Lines HD view filtered to show all check lines created with the selected PRCode.

Double-click a row in the pane to drill down to its record in the Check Line window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Extras\Payroll\Import PRCodes.xls; PRBuiltInStateData.sql

Common accesses available on PRCodes

Access	A user with this access can...
Change	Use the mass change action on PRCodes.
Change Logs
Custom Fields	Create and edit custom fields for PRCodes.
Data	Have read-only access to PRCodes from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete PRCodes.
Edit	Edit PRCode records.
Export	Export PRCode records from ActivityHD.
Import	Import PRCode records into ActivityHD.
New	Create new PRCode records.
Read	Have read-only access to PRCode records.
Report	Run reports with PRCode information.
Report Designs	Create and edit report designs with PRCode information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to PRCodes.
Shared Filters	Create and edit shared filters on PRCodes.
Visible	View the PRCodes folder in the Navigation pane.

The following built-in filters are available for PRCodes:

Filter Name	Effect
? Account	Prompts for an account number and lists the PRCodes that reference a credit or debit account with an account number that contains the specified search string.
? Check Stub Item List	Prompts for a check stub item list number and lists the PRCodes associated with check stub items with that list number.
? Description	Prompts for a PRCode description and lists the PRCodes with a description that contains the specified search string.
? Expressions Contain	Prompts for a word in a calculation expression and lists the PRCodes with a calculation expression that contains the specified search string.
? Has Group	Prompts for a check line group and lists the PRCodes associated with a group with a group code that contains the specified search string.
? Has Run Type	Prompts for a payroll run type and lists the PRCodes associated with a run type with a run type code that contains the specified search string.
? Not used since	Prompts for a work date and lists the PRCodes which have not been used since the specified work date or which have never been used.
? PRCode	Prompts for a PRCode and lists the PRCodes that contain the specified search string.

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PRCodes

Create a PRCode

PRCodes Listing

Purpose

Content

Print the report

Data extensions

PRCode Record ID

Items tab

Properties tab

Calculations tab

Custom tab

Fields subtab

References subtab

Exchange Folder subtab

File subtab

Internet Address subtab

Network Folder subtab

Check Lines tab

Attachments tab

Change Logs tab

Other tab

Developer tab

Automation subtab

Export (XML | JSON) subtab

Import (XML | JSON) subtab

Change Log (XML | JSON) subtab

Select Statement (SQL) subtab

PRCodes security

Common accesses available on PRCodes

PRCodes filters