Earnings statement (form) [AX 2012]

Updated: October 27, 2014

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

Click Payroll > Common > Earnings statements > Earnings statements. Double-click an earnings statement to open it.

Use this form to create and maintain earnings statement lines and to release and hold lines.

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

Action button

Description

Edit

Change the earnings statement.

Delete

Delete the earnings statement.

You can delete only earnings statements for which no lines have been processed.

Earnings statement

Create an earnings statement.

Earnings statement lines

Generate earnings statement lines for the worker, pay cycle, and pay period that are specified in the earnings statement header. After you click this button to create default lines, you can add and remove lines to change values.

The lines that are generated don’t overwrite or discard lines that you manually add, regardless of whether you add them before or after you generate the lines.

Premium earnings

Generate premium earnings statement lines for the selected earnings statement. After you click this button, you can decide whether to generate premiums for all premium codes or just for the premium codes that you specify.

If you select the Replace premium earning lines check box, the premium generation process overwrites or discard any lines that haven’t been released, and that correspond to the premium codes that you specify or to all existing premium codes.

You can’t generate premium earnings for earnings statement lines that are on hold.

NoteNote

Premium earnings aren’t available prior to Microsoft Dynamics AX 2012 R3 Cumulative Update 8.

Release earnings statement

Select all the lines on the earnings statement that haven’t been processed as ready for payment. Lines are typically released for payment after they have been reviewed.

Hold earnings statement

Place on hold all the earnings statement lines that haven’t been processed to prevent them from being processed.

You can’t generate premium earnings for lines that are on hold.

View distributions

Open the Accounting distributions form, where you can view and modify how each line on the earnings statement is distributed.

Calculate Salary

By default, this option is selected for positions that are designated to have a salary calculated for them. When you add or change lines, the other values are adjusted automatically to make sure that the worker is always paid the same salary amount.

NoteNote

When this control is turned off, the automatic salary calculation for salaried positions is turned off so the set salary might not be calculated correctly. This is typically turned off only for unique situations, such as worker terminations.

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Field

Information

Worker

The name of the worker who will receive the earnings.

Pay cycle

The pay cycle that was selected when the earnings statement was generated and that is assigned to the position.

Pay period

The date range of the pay cycle.

Earnings statement number

The unique ID that is assigned to the earnings statement.

Note

More information about the earnings statement.

You can select an earning line and enter notes about the line by using the Line details tab.

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Button

Information

Add line

Remove

Manually add or remove earnings statement lines. For more information about how to add lines to earnings statements, see Generate earnings.

The Source field is set to User entry for lines that are manually entered.

Distribute earnings

Open the Accounting distributions form, where you can view and modify how the selected earnings statement line is distributed.

Distributions are created that use the main account from the earning code or from the project category, if a project is specified. The dimension and template values that are displayed on the Financial dimensions tab are combined together with the main account. You can change the dimension values in the Accounting distributions form for a line. However, you can’t change the main account because it’s always derived from either the earning code or the project category.

To view all distributions for the lines, click View distributions on the Action Pane.

Release lines for payment

Release the selected lines so that they can be processed. You can release only earnings statement lines that are fully distributed.

When you release a line for payment, an icon appears that indicates the value of the payment status, which is also displayed in the grid.

To release all lines on this earnings statement, click Release earnings statement on the Action Pane.

Hold lines for payment

Place the selected earnings statement lines on hold to prevent them from being processed. You can put on hold only lines that haven’t been processed.

When you hold a line for payment, an icon appears that indicates the value of the payment status, which is also displayed in the grid.

To hold all lines on this earnings statement that haven’t been processed, click Hold earnings statement on the Action Pane.

You can’t generate premium earnings for lines that are on hold.

Field

Information

Earnings date

The date when the earning was earned by the worker. This date must occur in the pay period that is specified for the earnings statement.

Position

The unique ID that is assigned to the position that will receive the earnings.

Tax region

The default tax region for the line, which comes from the worker position combination. You can change this to any tax region that is defined for the worker. The tax region is used in tax calculations when you create pay statements.

Earning code

Description

The name and description of the earning code.

Quantity

Unit type

Rate

Amount

The quantity, which is multiplied by the rate to determine the earning line amount. The quantity should be appropriate for the unit type, which is assigned to the earning code.

You can’t change the rate if it’s calculated automatically. You can change the rate only for flat-rate earnings.

Payment status

The payment processing status. By default, earning lines have a status of None. When payment lines are released, the status changes to Released, and when they are processed, the status changes to Processed.

NoteNote

If you place a line on hold, the status changes to On hold and the line isn’t processed until you release it.

You can’t generate premium earnings for lines that are on hold.

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Field

Information

Workers' compensation code

The workers’ compensation code, which is copied from the position. You can change this for each earning line.

NoteNote

The tax region state and the workers’ compensation code state must be the same for each line.

General liability insurance

The general liability insurance, which is copied from the position. You can change this for each earning line.

Manual

When this check box is selected, the earning statement line is processed in a manual payment run. Manual payment runs are used to record payments that are made outside Payroll. For more information, see Processing payroll.

NoteNote

The earning code for these earnings can’t be set up for a fringe benefit or a gross up payment run type. The rate basis must be a flat amount.

Accounting date

The accounting date for the earning line, which is used for the earnings when the pay statement is journalized.

If pay statement earning lines are summarized, the accounting date for each line is the end date of the pay period. If pay statement lines aren’t summarized, the accounting date for each line is the earning line date.

The default date for this field is determined by the Accounting date options for earnings selection in the Payroll parameters form.

Work period

The work period for the line. Certain earnings, such as the overtime premiums that are required by the Fair Labor Standards Act (FLSA), are based on work periods, not pay periods.

This field is used only when the earning code that is associated with the line has a rate basis of Regular rate of pay.

This control isn’t available prior to AX 2012 R3 CU8.

Source

The source of the earning line.

  • Salary lines are generated if you specify them for the position.

  • Recurring earnings are generated when earning codes are added to individual workers.

  • Imported lines are imported from an external source.

  • Position schedule lines are imported from a schedule that is assigned to the position.

  • Worker leave lines are generated when the earning is entered in the Leave form.

  • Premium lines are generated by using premium earning policies and premium codes.

    Premium earnings aren’t available prior to AX 2012 R3 CU8.

If you manually entered the line, this field is set to User entry.

Premium code

The premium code that was used to generate the premium line.

Premium earnings aren’t available prior to AX 2012 R3 CU8.

Line modified

If this check box is selected, the earning line was generated by an automated process and was manually changed.

Note

More information about the earnings statement line.

TipTip

You can enter general notes about the completed earnings statement in the Note field on the Earnings statement header tab.

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Field

Information

Project ID

Category

Activity

Line property

The Project tab contains optional fields that are used to specify that an earning line is for a project. If you enter a project ID, the category is required. When a project and category are specified, the project Activity and Line property fields are optional.

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Field

Information

Template ID

Default financial dimensions

The Financial dimensions tab contains fields for an accounting distribution template and financial dimension values. The template ID that is assigned to the earning code is used. If this isn’t available, the template ID from the position is used.

NoteNote

The dimension values come from the combination of dimensions that are specified for the earning codes and position. The dimension values for the earning code have precedence.

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