Pay statement (form) [AX 2012]

Updated: August 27, 2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2

 Click Payroll > Common > Pay statements > All pay statements. Double-click a pay statement.

Use this form to maintain worker pay statements in payroll.

NoteNote

This topic describes functionality that is available only if the Payroll - USA configuration key is selected.

Buttons

Information

Edit

Delete

Modify or delete a pay statement.

If a pay statement is changed, it must be recalculated before it can be submitted for payment.

If the pay statement has already been posted or submitted for payment, or if the payment has already been issued, you must reverse the pay statement instead of deleting it. For more information, see Work with existing payroll payments.

When you delete a pay statement:

  • The earnings statement lines are not deleted. They can be included when you generate a new pay statement.

  • Any arrearages that were created by the pay statement are deleted. If an amount in arrears is partially or fully recovered by a later pay statement, the pay statements that recovered the amount must be deleted before the pay statement that created the arrearage can be deleted.

For more information about changing or deleting pay statements, see Work with pay statements.

Reverse

Reverse a pay statement. This creates a reversing pay statement that has amounts that are the opposite of the amounts in the original pay statement.

Neither the original pay statement nor the reversing pay statement can be modified or deleted.

Arrearage amounts are not reversed when you reverse a pay statement. If arrearages were created or recovered on the pay statement that you reverse, you must manually adjust the worker’s arrearage balance on the Worker arrears form. If an arrearage was created, the amount of the arrearage is in the Arrears FactBox. To determine whether an arrearage was recovered, use the Worker arrears form.

ImportantImportant

A pay statement can only be reversed after it has been submitted for payment or posted to the general ledger. Therefore, there are important steps that you must take both before and after you reverse the pay statement. For more information about reversing pay statements and worker payments, see Work with existing payroll payments.

Submit for payment

Submit the pay statement to create a payment journal so that the payment can be generated for the worker.

To post the pay statement at the same time that you submit it for payment, select the Post the selected pay statement check box.

To submit more than one pay statement at the same time, see Issue worker payments.

NoteNote

This button is not available when the pay statement must be recalculated, when the payment has been submitted for payment, or when the payment has been issued to the worker. It is not available at any stage of processing for pay statements that were created using a Manual payment run type with the Disable accounting check box selected.

Submit to reissue

Submit the pay statement to create a payment journal so that a payment can be reissued. This is used when the payment to the worker was properly issued but the funds were not received by the worker, most commonly as a result of a lost or damaged check.

For additional steps that need to be done before you reissue a payment, see Work with existing payroll payments.

NoteNote

This button is available only after the payment has been issued to the worker. It is not available at any stage of processing for pay statements that were created using a Manual payment run type with the Disable accounting check box selected. It is not available for pay statements that have been reversed.

Pay statements

Print the pay statement.

To print more than one pay statement at the same time, see Work with existing payroll payments.

NoteNote

This button is available only after the payment has been issued to the worker.

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The controls in this table are not available for pay statements that were created using a Manual payment run type with the Disable accounting check box selected.

Buttons

Information

Post

Post the pay statement to the general ledger. This enters the pay statement earnings, benefits, and taxes into the general ledger.

To submit the pay statement for payment at the same time that you post it, select the Submit for payment after posting check box.

For more information, or to post more than one pay statement at the same time, see Post payroll and generate vendor invoices.

This button is not available when the pay statement must be recalculated or when the payment has been posted.

View distributions

View the accounting distributions of all lines on the pay statement.

Subledger journal entries

Open the Subledger journal form, where you can view the subledger journal lines for the selected pay statement.

Change accounting dates

Change all of the accounting dates on a pay statement to a new date.

When you reverse a pay statement, the accounting date of the reversing pay statement is the same as the accounting date of the original pay statement. If the pay statement is reversed after the fiscal period is closed, the accounting date on the reversing pay statement must be changed so that it can be posted.

For more information about reversing pay statements and worker payments, see Work with existing payroll payments.

Perform budget checking

Budget check errors or warnings

Perform budget checking for the selected pay statement, or open a form to view the budget check errors or warnings for the selected pay statement.

NoteNote

Budget checking is available only when the all of the following conditions are true:

  • The Budget control configuration key is selected.

  • The Payroll pay statements check box is selected and budget control is turned on in the Budget control configuration form.

For more information about budget control, including conditions that can affect budget control results, see About budget control.

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Fields

Information

Payment date

The date when the payment is scheduled to be issued to the worker. The default date for this is set for each pay period on the Pay cycles and pay periods form.

Disbursement format

Workers can be paid by check or by an electronic payment.

Pay cycle

The pay cycle that includes the pay period that the pay statement covers.

All positions for a worker that have the same pay cycle and are paid by the same legal entity are processed into a single payment when they are processed from the Periodic menu or from the Worker form or list page. However, when the payment generation is run from the Position form or list page, only the earnings and benefits that apply to the selected position are processed.

Pay period

The pay period that the pay statement covers.

Personnel number

The personnel number of the worker that the pay statement is for.

Pay statement number

The pay statement number is determined by the number sequence that is assigned to the pay statement.

Batch number

The batch number is assigned to the pay statement generation run that created the pay statement.

Payment run type

There are four payment run types. Each earning code specifies the payment run types that the associated earnings can be included in.

  • Primary – The primary payment is the regular payment made for the pay period. A single worker/position combination can have only one primary payment per pay period.

  • Additional – This payment run type is used to process additional payments, such as bonuses, commissions, payouts, termination pay, or corrections.

  • Gross up – This payment run type is used when the employer chooses to pay all of the payroll taxes on behalf of the worker. The payment of the taxes is treated as additional taxable wages to the employee.

  • Manual – This payment run type is used when a worker is paid and taxes are withheld outside the payroll system. For example, this is used when an employee vests stock shares and a certain number of shares are withheld to cover the taxes involved. The manual payment run collects the data that is required to create accurate pay statements and Form W-2s.

    Benefit accrual calculations are not performed for manual payment runs.

    Manual payment runs are not submitted for payment.

    Certain pay statement fields that cannot be modified for pay statements that are generated by other payment run types can be modified for pay statements that are generated by manual payment runs.

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  • Earning lines cannot be added to a pay statement.

  • Earning lines can be removed from a pay statement. The earning lines that you remove are not deleted from the payroll system. They can be included in a future pay statement.

  • Earning lines that are on a pay statement cannot be modified.

For more information, see Work with pay statements.

Buttons

Information

Remove

If you remove an earning line, you must recalculate the pay statement before you can submit it for payment or post it to the general ledger.

At least one earning line must remain on the pay statement. If you want to remove all of the earning lines, delete the pay statement instead.

View distributed amounts

Open the Accounting distributions form, where you can view distribution amounts for the selected earning line.

To change the accounting distributions, you must first remove the pay statement earning line or delete the pay statement. When you have done that, you can change the distribution amounts on the earning statement line.

Budget

Open a menu that contains the following items:

  • Perform budget checking - Perform a budget check for the selected pay statement line. For more information, see About budget control.

  • Budget check errors or warnings - Open a form where you can view the results of the budget check for the selected pay statement line. For more information, see Budget check errors or warnings (form).

NoteNote

Budget checking is available only when the all of the following conditions are true:

  • The Budget control configuration key is selected.

  • The Payroll pay statements check box is selected and budget control is turned on in the Budget control configuration form.

For more information about budget control, including conditions that can affect budget control results, see About budget control.

Grid headings

Information

Budget check results

The budget check results for the pay statement.

A red X indicates that the budget check failed. A yellow triangle indicates that the budget check passed with warnings, and a green check mark indicates that the budget check passed. This field is blank if the budget checking is not performed.

NoteNote

This field is available only if the Budget control configuration key is selected.

Date

The accounting date of the earning line.

Earning code

Description

The earning code for the earning line.

Position

All positions for a worker that have the same pay cycle and that are paid by the same legal entity are processed into a single payment when they are processed from the main menu or from the worker. However, when the payment generation is run for a specific position, only the earnings and benefits that apply to the selected position are processed.

A single worker/position combination can have only one primary payment per pay period.

Quantity

Rate

The number of units worked or produced, and the amount earned for each unit worked or produced. These two values are multiplied to determine the worker’s pay for the pay statement earning line.

Amount

The worker’s pay for the pay statement line.

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Fields in the Line details FastTab provide additional information about the line that is selected in the Earning lines grid.

Fields

Information

Tax region

The worker tax region that applies to the pay statement earning line.

Pay statement line source

The document or process that the pay statement line originated from.

Earnings date

The accounting date of the selected earning line. If earnings statement lines are summarized when pay statement lines are generated, the accounting date for each pay statement earning line is the pay period end date. If earnings statement lines are not summarized when pay statement lines are generated, the accounting date for each pay statement earning line is the original earning line date.

The accounting date for the pay statement earning line is used for the earnings when the pay statement is posted.

For more information, see Payroll parameters (form).

Workers' compensation code

General liability insurance

This earning line will be used as part of the calculation basis in the calculation of the specified general liability insurance benefit or workers’ compensation benefit.

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This grid shows the deduction calculations for benefits that have been included on this pay statement.

Caution noteCaution

If arrearages were created when the pay statement was generated, the arrearage amounts are displayed in the Arrears FactBox. The arrearages may cause the pay statement benefit lines to differ from the lines and amounts that you expect.

A benefit line that appears to be missing may have been removed during benefit calculation because there was not enough pay to cover the amount.

Likewise, a benefit line or amount that appears on the pay statement that was not expected may have been added to recover arrears from previous pay statements. There is no indication on the pay statement itself that an arrearage amount has been recovered. Use the Worker arrears form to determine whether arrears were recovered on the pay statement.

Buttons

Information

Add line

Remove

If you add a benefit line, that benefit line can be modified. Benefit lines that are generated by the system can be modified only if the benefit plan is set to allow benefit lines to be modified.

If you add, remove, or change a benefit line, you must recalculate the pay statement before you can submit it for payment or post it to the general ledger.

Distribute amounts

Open the Accounting distributions form, where you can create distribution amounts for the selected transaction.

Budget

Open a menu that contains the following items:

  • Perform budget checking - Perform a budget check for the selected pay statement benefit line. For more information, see About budget control.

  • Budget check errors or warnings - Open a form where you can view the results of the budget check for the selected pay statement benefit line. For more information, see Budget check errors or warnings (form).

NoteNote

Budget checking is available only when the all of the following conditions are true:

  • The Budget control configuration key is selected.

  • The Payroll pay statements check box is selected and budget control is turned on in the Budget control configuration form.

For more information about budget control, including conditions that can affect budget control results, see About budget control.

Grid headings

Information

Budget check results

The budget check results for the pay statement benefit line.

A red X indicates that the budget check failed. A yellow triangle indicates that the budget check passed with warnings, and a green check mark indicates that the budget check passed. This field is blank if the budget checking is not performed.

NoteNote

This field is available only if the Budget control configuration key is selected.

Unlabeled column

If the unlabeled column contains a circle with a red slash, the benefit line cannot be changed. If the column contains a pencil icon, the benefit line has been changed by a user.

Benefit lines that are generated by the system can be modified only if the benefit plan is set to allow benefit lines to be modified. For more information, see Benefit elements (form).

Benefit

Description

The benefit that the worker deduction is made for.

Position

The position that is held by the worker and that offers the benefit.

Deduction amount

The amount that is deducted from the worker’s gross pay to pay for the benefit.

Deduction amounts for the worker are set up on the Maintain benefits form.

Included in invoice

If a check mark appears in this column, the line amount has been included in a vendor invoice. For more information, see Post payroll and generate vendor invoices.

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This grid shows the contribution calculations for benefits that have been included on this pay statement.

Buttons

Information

Add line

Remove

If you add a benefit line, that benefit line can be modified. Benefit lines that are generated by the system can be modified only if the benefit itself is set to allow benefit lines to be modified.

If you add, remove, or change a benefit line, you must recalculate the pay statement before you can submit it for payment or post it to the general ledger.

Distribute amounts

Open the Accounting distributions form, where you can create distribution amounts for the selected transaction.

Budget

Open a menu that contains the following items:

  • Perform budget checking - Perform a budget check for the selected pay statement benefit line. For more information, see About budget control.

  • Budget check errors or warnings - Open a form where you can view the results of the budget check for the selected pay statement benefit line. For more information, see Budget check errors or warnings (form).

NoteNote

Budget checking is available only when the all of the following conditions are true:

  • The Budget control configuration key is selected.

  • The Payroll pay statements check box is selected and budget control is turned on in the Budget control configuration form.

For more information about budget control, including conditions that can affect budget control results, see About budget control.

Grid headings

Information

Budget check results

The budget check results for the pay statement benefit line.

A red X indicates that the budget check failed. A yellow triangle indicates that the budget check passed with warnings, and a green check mark indicates that the budget check passed. This field is blank if the budget checking is not performed.

NoteNote

This field is available only if the Budget control configuration key is selected.

Unlabeled column

If the unlabeled column contains a circle with a red slash, the benefit line cannot be changed. If the column contains a pencil icon, the benefit line has been changed by a user.

Benefit lines that are generated by the system can be modified only if the benefit plan is set to allow benefit lines to be modified. For more information, see Benefit elements (form).

Benefit

Description

The benefit that the employer contribution is made for.

Position

The position that is held by the worker and that offers the benefit.

Contribution amount

The amount that the employer contributes for the benefit.

Contribution amounts for the worker are set up on the Maintain benefits form.

Included in invoice

If a check mark appears in this column, the line amount has been included in a vendor invoice. For more information, see Post payroll and generate vendor invoices.

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This grid shows the deduction calculations for taxes that have been included on this pay statement.

Buttons

Information

Add line

Remove

If you add or remove a tax line, you must recalculate the pay statement before you can submit it for payment or post it to the general ledger.

Distribute amounts

Open the Accounting distributions form, where you can create distribution amounts for the selected transaction.

Budget

Open a menu that contains the following items:

  • Perform budget checking - Perform a budget check for the selected pay statement tax line. For more information, see About budget control.

  • Budget check errors or warnings - Open a form where you can view the results of the budget check for the selected pay statement tax line. For more information, see Budget check errors or warnings (form).

NoteNote

Budget checking is available only when the all of the following conditions are true:

  • The Budget control configuration key is selected.

  • The Payroll pay statements check box is selected and budget control is turned on in the Budget control configuration form.

For more information about budget control, including conditions that can affect budget control results, see About budget control.

Grid headings

Information

Budget check results

The budget check results for the pay statement tax line.

A red X indicates that the budget check failed. A yellow triangle indicates that the budget check passed with warnings, and a green check mark indicates that the budget check passed. This field is blank if the budget checking is not performed.

NoteNote

This field is available only if the Budget control configuration key is selected.

Unlabeled column

If the unlabeled column contains a circle with a red slash, the tax line cannot be changed. If the column contains a pencil icon, the tax line has been changed by a user.

Only Medicare and FICA tax lines cannot be changed.

Tax code

Description

The tax that the worker deduction is made for.

Position

The position that the tax is required for.

Deduction amount

The amount that is deducted from the worker’s gross pay to pay the tax.

Included in invoice

If a check mark appears in this column, the line amount has been included in a vendor invoice. For more information, see Post payroll and generate vendor invoices.

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This grid shows the contribution calculations for taxes that have been included on this pay statement.

Buttons

Information

Add line

Remove

If you add or remove a tax line, you must recalculate the pay statement before you can submit it for payment or post it to the general ledger.

Distribute amounts

Open the Accounting distributions form, where you can create distribution amounts for the selected transaction.

Budget

Open a menu that contains the following items:

  • Perform budget checking - Perform a budget check for the selected pay statement tax line. For more information, see About budget control.

  • Budget check errors or warnings - Open a form where you can view the results of the budget check for the selected pay statement tax line. For more information, see Budget check errors or warnings (form).

NoteNote

Budget checking is available only when the all of the following conditions are true:

  • The Budget control configuration key is selected.

  • The Payroll pay statements check box is selected and budget control is turned on in the Budget control configuration form.

For more information about budget control, including conditions that can affect budget control results, see About budget control.

Grid headings

Information

Budget check results

The budget check results for the pay statement tax line.

A red X indicates that the budget check failed. A yellow triangle indicates that the budget check passed with warnings, and a green check mark indicates that the budget check passed. This field is blank if the budget checking is not performed.

NoteNote

This field is available only if the Budget control configuration key is selected.

Unlabeled column

If the unlabeled column contains a circle with a red slash, the tax line cannot be changed. If the column contains a pencil icon, the tax line has been changed by a user.

Only Medicare and FICA tax lines cannot be changed.

Tax code

Description

The tax that the employer payment is made for.

Position

The position that the tax is required for.

Contribution amount

The tax amount that the employer pays.

Included in invoice

If a check mark appears in this column, the line amount has been included in a vendor invoice. For more information, see Post payroll and generate vendor invoices.

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This area is not available for pay statements that have a Manual payment run type.

View information about benefit accrual plans, such as vacation or sick time. The benefit accrual grid is empty until you submit the pay statement.

NoteNote

You cannot change benefit accrual lines on the pay statement. If a change is needed, adjust the worker balances using the Benefit accruals form.

Grid headings

Information

Benefit accrual plan

The benefit accrual plans that the worker is enrolled in.

NoteNote

If both the Stop accrual and the Stop balance reduction check boxes are selected on the Benefit accruals form for a plan that the worker is enrolled in, that plan will not appear on the pay statement.

Amount accrued

The amount that was added to the balance in the plan in this pay statement.

Amount used

The amount that the worker used from the plan in this pay statement.

Plan year accrued

The amount that has been added to the worker’s balance in the plan since the start of the current plan year.

Plan year used

The amount that the worker has used from the plan since the start of the current plan year.

Available

The balance that is available for the worker to use. The accrual and usage rates are set up in the Benefit accrual plans form.

TipTip

The balance that is displayed in a pay statement is calculated at the time that the pay statement is submitted for payment. The amount is not recalculated if you reprint the pay statement later. It remains unchanged over time so that you can see the history. To see the latest available plan balance, use either the Benefit accrual balances form or the Benefit accruals form for the worker.

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