One Time PSHUP File Load and Maintenance - 13i
Purpose: Use this document as a reference for how to: load the One Time PSHUP Template .CSV file to the staging table, make changes to that data once loaded, and create a new paysheet for directly adding one time transactions. Also included are steps to create and load the PSHUP data to the payroll paysheets in ctcLink
Audience: Payroll Administrator
PSHUP File Load and Maintenance
NOTE: If the one time entries are to be done by someone other than the Payroll Administrator, a One-Time PSHUP Template .CSV file can be used and later uploaded to the staging table. Instructions for using the One-Time PSHUP Template .CSV file can be found on the ctcLink Reference Center under the PAYROLL section.
- When using the One Time PSHUP tempalte file to load general deduction transactions, column AS “Plan Type” requires two digits.
- Do not change the formatting of the cells in the template file.
- The One Time PSHUP tempalte file needs to be saved as a .CSV (comma delimited) file before loading to the Holding Load page.
The PSHUP File Load and Maintenance is a combination of four specific processes.
1. Paysheet Holding Load: This process loads the One Time PSHUP template file to the staging table (Optional)
2. Update and/or add PSHUP data in Paysheet Holding Update page (staging table)
3. Use the Paysheet Holding Update page to create One-Time Paysheet entries
4. Create and Load Paysheet Transactions
Part 1: Paysheet Holding Load (Run this process only if you are using the One Time PSHUP Template .CSV file option)
NOTE: When using the One Time PSHUP file Template (Excel to .CSV file) note the following columns/data fields:
- Column K (SEQNO) is a required field. The sequence number needs to be unique based on other key data.
For data entry simplicity/efficiencies, you can simply number each row in the spreadsheet sequentially, i.e.: row 2 = 1, row 3 = 2, row 4 = 3, etc. all the way down to the last row.
- Columns R, S, T & U (DEPTID, JOBCODE, POSITION_NBR & ACCT_CD) are NOT required fields, BUT the data should be populated if it’s an “override” to the employee’s job data or if different from the CTC Earns Distribution.
Navigation: Payroll for North America > CTC Custom > CTC Processes > Paysheet Holding Load
- Enter a Run Control ID or select Add a New Value.
- Click Search.
- Click the Attached File icon to select the file to be loaded.
- Click Browse and select the file.
- Click Upload.
- Click Run.
- Click OK to begin the process.
- When the process has run to Success, click on the Details and Review Log/Trace to confirm success.
NOTE: ONce Part 1 is complete, you should be able to view and update the One-Time PSHUP file in the Holding Update page. (See next section Part2).
Part 2: Paysheet Holding Update
Note: Both the One-Time PSHUP and FWL PSHUP files are accessible in the Paysheet Holding Update page.
Navigation: Payroll for North America > CTC Custom > Paysheet Holding Update
- Enter the Company code.
- Enter the Create Date or select from the Search option.
- The PSHUP file paysheet information is displayed and ready for editing.
- Some samples of key fields that could be edited on this page are outlined in red below.
- As you can see, you can also add rows and delete rows as needed.
- Once you have completed your edits, click Save.
Part 3: Using the Paysheet Holding Update page to enter One-Time Paysheet transactions
NOTE: Here you can create a new PSHUP file and enter one-time entries directly into the paysheet.
IMPORTANT: Even though there are multiple tabs to select from depending on the type of transaction you need to do, you must only use one paysheet for each type of one-time transaction, i.e.: one paysheet for Earnings, one paysheet for Deductions and one paysheet for Taxes. Each paysheet must be saved with a different Creation Date.
Navigation: Payroll for North America > CTC Custom > CTC > Paysheet Holding Update
- Click Add a New Value.
- Enter the Company or select from the drop down option.
- Enter a Creation Date (current date).
- Click Add.
- The Update page appears with the first line available to key your data. Notice the three tabs available for entering one time transactions; Earnings, Deductions and Taxes.
- Select the appropriate tab for the type of one-time transactions you are entering on the paysheet.
- Enter your one-time transaction in the appropriate tab.
- Select Save after the first transaction row has been completed.
- To enter another line, select the Add a Row button on the right side of the row.
Note: You must select Save after each row entry (this is a temporary solution until functionality can be updated).
NOTE: To speed up the data entry process, after you have entered the first transaction row and selected SAVE, you can select the Add a Row button multiple times to insert several blank rows, this will allow you to then enter the line transaction data without saving until you have populated all of the blank rows.
- Click Save when done.
- You can return to this page throughout the pay period to add one-time transactions to this paysheet by selecting the creation date from the Search Criteria on the Paysheet Holding Update page.
NOTE: The One Time PSHUP file is ready for the “Create and Load Paysheets” process in Part 4 of this document.
Part 4: Create and Load Paysheets
Navigation: Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Load Paysheet Transactions
- Enter a Run Control ID or select Add a New Value
- Click Search
- Click the Pay Run ID lookup icon and select the appropriate pay run ID.
- Click the On or Off Cycle drop-down menu and select On Cycle Checks.
- Click the Paysheet Update Source drop-down menu and select Other Sources.
- Click the Process Options drop-down menu and select Process Transactions.
- Select the OK to Pay checkbox.
- Click the Run button.
- When the Process has run to Success/Posted, click the Details link and confirm there were no errors in the process.
- Validate that the data from the Paysheet Holding Update page has loaded to the Paysheets as expected for the current payroll processing.
After running the Create and Load Paysheets process, you can go back to the Paysheet Holding Update page and view the status of the data in the file you loaded. View the STATUS column on the Paysheet Holding Update page to identify the following:
I = Inactive, this means the data has loaded to the payroll paysheet and is now inactive on the Paysheet Holding page. If you were to make any changes to the data in I status, it will not load again to payroll.
A = Active, this means the data has NOT loaded to the payroll paysheet for some reason. Check your message log on the process monitor for the Create and Load Paysheet process to see any error messages related to the transactions still in Active status. Any transactions still in Active status will try to load to the payroll paysheets the next time you run the Create and Load Paysheets process. The transactions will continue to error and not load until you go back to the Paysheet Holding Update page and change the Status to INACTIVE. Be sure to select Save after making the change.