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Pay Profiles

Program #: 1809

Module: System Administration

Overview

Use Pay Profiles (program #1809) to define and track the payroll information for all resources by type and by branch. This information works in conjunction with other commission programs to determine the amount of commission paid to employees. You can also keep track of your payroll budget for commission and bonuses in Pay Profiles.

The main window in Pay Profiles displays the available branches in SBN. To view and enter details on specific resources you must search for a resource type. You can narrow your search by branch and resource type to view only the resources with which you want to work.

Note: The branch profile assigned to your user ID in program #1501 prevents you from accessing branches you are not authorized to view when you search for resources by branch in Pay Profiles.

Use Zoom In/Out of Sublevel [F10] to display all details in Pay Profiles. The sublevel displays the details tabs in which you

Enter your budget and hours
View the following logs

q Pay Log

q Hours Change Log

q Commission Change Log

q Miscellaneous Change Log

This document includes the following sections:

Pay Profiles Options

The Pay Profiles Window

Viewing the Budget of Pay Profiles/Branch

Adjusting the Budget of Pay Profiles for a Branch

Searching for a Pay Profile for a Resource

Using Common Functions

Zooming into the Sublevel of Pay Profiles

Pay Profiles Options

Options control several settings in the Pay Profiles program. The following list describes the options related to Pay Profiles. For detailed information on each option and its default setting, see SBN Options.

Option ba159 - Use this option to define the number of months in the Actual Cycle Fees field in the Budget window of Pay Profiles: 1 - one month, 12 - annual.
Option ba164 - When this option is on, SBN calculates and displays branch sales numbers from the Budget window of Pay Profiles in the Commission Calculation window. When this option is off, SBN calculates the branch sales numbers as a roll up of personnel attached to the branch.

The Pay Profiles Window

The following graphic shows Pay Profiles as the program opens. The lower pane displays available branches for each pay profile.

Field/Column Descriptions - Main Window

The following table describes the fields and columns used in the main window of Pay Profiles.

Field/Column	Description
Branch	Branch in which you want to search for pay profiles. (This menu originates from program #1530.)
Type	Employee type for whose pay profiles you want to search within a selected branch.
ID	Identification number assigned to this branch.
Name	Name of this branch.

Viewing the Budget of Pay Profiles / Branch

From the main window of Pay Profiles you may access the budget of pay profiles of a selected branch. Use the Budget tab to enter monthly quotas or budgets for the selected branch.

Use the following steps to view the budget of pay profiles:

1. In Pay Profiles, select the branch for which you want to view the budget of pay profiles.

2. Choose Zoom in/out of Sublevel.

â€° The Budget tab appears below the main window and displays the budget of pay profiles - by month - of the current year.

3. Choose Previous Year or Next Year to view past or projected budgets of the selected branch.

Column Descriptions - Budget Tab

The following table describes the columns used in the Budget tab.

Column	Description
Month	First day of the month of the budget period.
Budget Sale	Total single quota for the month.
One Time Budget Fee	Total budgeted amount for one-time fees.
Cycle Budget Fee	Total budgeted amount for cycle fees.
Actual Sale	Total of all one-time fees plus one cycle period for the work orders approved in this period.
Actual Commission	Total commission earned for the period.
Actual One Time Fee	Total of all one-time fees for the period. This figure includes any manual adjustments made.
Actual Cycle Fee	Total of all cycle fees for the period. This figure includes any manual adjustments made.
Actual Value	Total amount of the monthly value of the cycle fees multiplied by the contract term.
Actual Bonus	Total bonus earned for the period. SBN calculates this information from data entered in Bonus Profiles (program #1821) when you choose Recalculate.
Totals Line (No label)	Displays the totals for each column at the bottom of each column.

Adjusting the Budget of Pay Profiles for a Branch

You may adjust amounts in the following columns of a budget of a pay profile:

Budget Sale
One-Time Budget Fee
Cycle Budget Fee

Use the following steps to adjust the budget of a pay profile:

1. In the Budget tab, display the yearâ€™s budget of pay profiles that you want to adjust.

2. Choose Change Record.

â€° The grid of the budget opens. You may only adjust amounts in the first three columns.

3. Double-click in the cell of the grid that you want to change.

4. Enter changes, as needed.

5. Choose Save.

Searching for a Pay Profile for a Resource

To access the pay profile of a resource, you must search for pay profiles by branch and resource type.

Note: The branch profile assigned to your user ID in program #1501 prevents you from accessing branches you are not authorized to view when you search for resources. Define branch user access profiles in program #1740, then assign branch profiles to specific users in program #1501.

Use the following steps to search for a pay profile for a resource:

1. In Pay Profiles, select the branch and type of resource for which you want to search for pay profiles.

2. Choose Search.

â€° SBN displays the resources that match the Branch and Type parameters and displays detail fields in the middle pane of the window.

Field/Column Descriptions - Pay Profiles Details

The following table describes the fields and columns used in the middle and lower panes of the main window of Pay Profiles Details.

Field/Column	Description
ID	Personnel ID for the resource type selected.
Name	Last name of the employee.
Type	Resource type of the employee.
Commission Type	The resource basic commission type. (This menu originates from program #1805.)
Pay Type:
Weekly	Salary by week.
Monthly	Salary by month.
Hourly	Salary by hour.
Overtime:
Week	Minimum number of hours worked in a week before the employee is eligible for overtime.
Day	Minimum number of hours worked in a day before the employee is eligible for overtime.
Rate	Overtime percentage to pay when employee works over the minimum hours.
Bonus	Select the bonus profile. (This menu originates from program #1821.)
Changed	Date and time the record was last changed.
By	User ID of the person who recorded the last change.

Using Common Functions

See the reference document Common Functions in SBN for more information.

Zooming into the Sublevel of Pay Profiles

The sublevel of Pay Profiles contains six tabs that display additional detailed information on each resource:

The Budget Tab
The Hours Tab
The Pay Log Tab
The Hours Change Log Tab
The Commission Change Log Tab
The Miscellaneous Change Log Tab

When you initially access the sublevel of Pay Profiles, only the Budget tab appears by default. To access the other details tabs:

1. In Pay Profiles, select an entry in the Type field. You may select an entry in the Branch field as well, but a Type must be selected.

2. Choose the Search button. In addition to the Budget tab, the other sublevel tabs are now visible.

3. To remove the other sublevel tabs from the Pay Profiles window, clear the Type field and choose Search again. The other tabs no longer appear, leaving only the Budget tab.

The Budget Tab

Use the Budget tab to enter budget information for a specific resource. See Column Descriptions - Budget Tab for definitions of the columns in this tab. See Adjusting the Budget of Pay Profiles for a Branch for information on adjusting budget amounts.

The following graphic shows the Budget tab with information displayed.

The Hours Tab

Use the Hours tab to enter payroll hours and to view totals for periods defined in the Payroll Periods program (program #1849). Once you save a record in the Hours tab, you cannot delete it. You must create an additional entry to correct any mistakes to prior entries.

The following graphic shows the Hours tab with information displayed.

Field/Column Descriptions - Hours Tab

The Hours tab contains four panes of information. The following table describes the fields and columns used in the Hours tab from left to right, top to bottom.

Field/Column	Description
Pay Period	Beginning and ending date of the current pay period for the selected employee.
Closed/Open	Pay period status for the office. O When the closed status equals - or x, you cannot make entries for the current pay period. O When the open status equals x, you cannot make entries for the current pay period.
X	If this column displays an X the field is protected. If an incorrect entry exists, re-type the information in an unprotected field, using a negative number to reverse the hours. Once you have made the correction, type the new entry with the correct information.
Day	Day of the week that applies to the hours.
Type	Work type for the hours. (This menu originates from program #1850.)
Hours	Number of hours that apply to the selected work type for this day.
Work Order Number	Work order number associated with this entry. This work order number appears in the hours change log as the reference number.
Hours Day Pane
Date	Date the hours apply.
Day of Week	Day of the week the hours apply.
Daily Total	Total hours entered for this date and person.
Hours/Type Pane
Abbreviation	Work types that apply for the pay period.
Batch Total	Total number of hours that apply to the work type.
Hours and Pay Group Pane
Group	Pay Group code. (This menu originates from program #1850.)
Batch Total	Total hours for all work types attached to this group.
Rate	Displays the group rate.
Pay	Total group pay based on (group hours * group rate).
Total	Total hours for the pay period.
Pay	Total pay based on the total of all group pay.
Inst	Number of installations based on the background counter.
Com	Total amount of commission calculated by SBN.
PE	Piece rate earnings.
Adj	Commission adjustments.
Gross A	Gross adjustments.
Adj	Piece rate adjustments.
Bonus	Total amount of bonus pay.
PE Tot	Net of piece earnings and piece adjustments. SBN calculates this number and includes it in the final total.
Adj	Bonus adjustments.
High	Highest rate.
On Call	The on call amount.
Ot H	Number of overtime hours.
OT Pay	Amount of overtime pay.
Total	Net total pay. Calculation: Total = (Piece rate summary + Gross Adjustment + On Call + Group Total + Commission + Adjustments + Bonus + Adjustments)

Working in the Hours Tab

Use the following steps to enter or change information in the Hours tab:

1. In Pay Profiles, in the Hours details tab, choose Change Record.

â€° Four fields open in the lower left corner for adding a new entry into the Hours tab.

Note: You cannot change existing entries in the Hours tab. You must type a reverse entry to correct mistakes.

2. Fill in the following fields:

l In Day - select the day of the pay period in which you want to create an entry.

l In Type - select the work type for the new entry.

l In Hours - type the number of hours for the day and type selected.

Note: You can type negative hours to create a reverse entry.

l In WO# - type a work order number to associate to the entry.

3. Choose Save.

The Pay Log Tab

The Pay Log tab displays the total pay for the selected person for each completed pay period. The following graphic shows the pay log tab with information displayed.

Column Descriptions - Pay Log Tab

The following table describes the columns used in the Pay Log tab.

Column	Description
Period	Beginning date of the current open pay period for the selected employee.
Ending Date (No label)	Displays the ending date of the current open pay period for the selected employee.
Amount	Net total pay for the selected pay period.

The Hours Change Log Tab

The Hours Change Log tab displays all change to payroll hours for the selected employee. The following graphic shows the Hours Change Log tab with information displayed.

Field/Column Descriptions - Hours Change Log Tab

The following table describes the field and columns used in the Hours Change Log tab.

Field/Column	Description
Period	Beginning and ending date of the current pay period.
Pay Date	Date the entry applies.
Type	Work type for the entry. (This menu originates from program #1850.)
Hours	Number of hours that apply to the corresponding date and work type.
Reference No.	A reference number for the payroll hours entry or adjustment; usually the work order number entered with the hours.
Reference Code (No label)	Displays l x - the reference number comes from the work order number l . - no reference number exists.
Change Date	Displays the date of the payroll entry or adjustment.
Change Time	Displays the time of the payroll entry or adjustment.
User	User ID of the person who made the payroll hours entry or adjustment.
Adjustment Code (No label)	Code to determine where the entry or adjustment was initiated. l . - the entry or change comes from the payroll hours entry dialog box

The Commission Change Log Tab

The Commission Change Log tab displays commission adjustments for the selected employee and current pay period. The following graphic shows the Commission Change Log tab with information displayed.

Field/Column Descriptions - Commission Change Log Tab

The following table describes the fields and columns used in the Commission Change Log tab.

Field/Column	Description
Period	Beginning and ending date of the current pay period.
Pay Date	Pay date associated with the commission adjustment.
Code	Commission code, if applicable, associated with the adjustment.
Commission	Amount of commission added or subtracted with this adjustment.
Adjustment Code (No label)	Code that indicates the type of change made: l M = Manual l - = SBN-generated l + = SBN-generated
Work Order Number	Work order number associated with the commission adjustment.
Line Index	Line index number of the item in the work order associated with the commission adjustment.
Change Date	Date the commission adjustment was entered.
Change Time	Time the commission adjustment was entered.
User	User ID of person entering the commission adjustment.
Comments (No label)	Comments associated with the commission adjustment.
Code	Commission code entered with the commission adjustment.

Working in the Commission Change Log Tab

Use the following steps to enter changes to the Commission Change Log tab:

1. In Pay Profiles, in the Commission Change Log details tab, choose Change Record.

â€° Fields open in the lower pane of the tab for creating a new entry in the Change Log.

2. Complete the fields, as needed:

l In WO - type the work order number to associate with this entry.

l In Commission - type the amount of commission for this entry.

l In Code - select the commission codes to associate with this entry.

l In Comment - type any comments to associate with this entry.

3. Choose Save.

The Miscellaneous Change Log Tab

The Miscellaneous Change Log tab displays all bonus, master, and piece earnings adjustments made for the selected pay period and employee. The following graphic shows the Miscellaneous Change Log tab.

Field/Column Descriptions

The following table describes the fields and column used in the Miscellaneous Change Log tab.

Field/Column	Description
Period	Beginning and ending date of the current pay period.
Code	Code associated with the adjustment.
Adjustment	Amount of the adjustment.
Adjustment Type	Indicates if the adjustment applies to a bonus, master, piece earnings, or on-call account adjustment.
Adjustment Code (No label)	Identifies the adjustment: l M - manual l -,+ - SBN-generated
Change Date	Date of the adjustment.
Change Time	Time of the adjustment.
User	User ID of the person who entered the adjustment.
Comment (No label)	All comments associated with the adjustment.

Working in the Miscellaneous Change Log Tab

Use the following steps to enter changes to the Miscellaneous Change Log tab:

1. In Pay Profiles, in the Miscellaneous Change Log details tab, choose Change Record.

â€° Fields open in the lower pane of the tab for creating a new entry in the Change Log.

2. Complete the fields, as needed:

l In Adj - type the adjustment amount.

l In Code - select the adjustment codes to associate with this entry.

l In Bonus - type an x to designate this entry as reflecting a Bonus adjustment.

l In Master - type an x to designate this entry as reflecting a Master adjustment.

l In PE - type an x to designate this entry as reflecting a Piece Rate adjustment.

l In On Call - type an x to designate this entry as reflecting an On-Call adjustment.

l In Comment - type any comments to associate with this entry.

3. Choose Save.

Button Functions

The following table displays the buttons, describes the shortcut keys, actions, and functionality.

Button	Name	Shortcut Key	Action	Description
	Get	ALT+F1	1809/ 1	Get record.
	Change	F2	1809/ 2	Change selected record.
	New	F3	1809/ 3	Create new record.
	Delete	SHIFT+F10	1809/ 4	Delete selected record.
	Undelete	ALT+F10	1809/ 5	Restore deleted record.
	Print	CTRL+F8	1809/ 6	Print selected records.
	Search	F6	1809/ 7	Search for existing records.
	Previous Year	F4	1809/ 13	Select last year.
	Next Year	F5	1809/ 14	Select next year.
	Previous Period	F4	1809/ 23	Select last period.
	Next Period	F5	1809/ 24	Select next period.
	Get All	ALT+F1	1809/ 65	Get all records.
	Restore Period	SHIFT+F6	1809/ 46	Reset the date.
	Recalculate	ALT+F6	1809/ 999	Calculates total bonus earned for that period.
	Zoom	F10	1809/ 999	Zoom in/out of sublevel.
	Previous	F4	1809/ 999	Select last record.
	Next	F5	1809/ 999	Select next record.