The following company code tables are often the most critical to creating accurate payroll processing and labor allocation; therefore, these table are available for company code filtering:
Earnings Groups
Deduction/Benefit Groups
Pay Groups
Job Codes
Organization Levels (such as Department, Region, and Division)
The ability to use company code filtering is always available in the application. You can set up code filters at two levels:
Master company level
menu access
code table access
Component company level
menu access
code table access
The following procedure explains how to create a code set and define filters through menu access at either the master or company level.
To set up code filters through master or component company level menu access:
From the File menu, select Setup, then Code Filters. The Company Code Filter Setup window appears, and defaults to the Define filters tab.
Select the Filter code sets by list. The available code tables are listed.
From the list, select the code table for which you want to create a code set. The code table and description display in the lower message bar of the window.
Click the Add button to create a unique name for your code set. The Create code set window appears.
Enter the Description for your new code set. You can enter up to 40 characters.
From the Filter code sets by list, select the code by which the code sets will be filtered. It defaults to your selection from the Define filters window.
Click OK. The new code set is added to the Code Set list. All of the codes for the code table that you selected are shown in the Not Selected list. For more information on setting up company code tables, please refer to the Company Setup Guide.
Select the codes you want to add to the new code set. You can either double-click on the code or select it and click on the arrow to move it to the Selected list.
Click the Save button.
Important! At this point, you must still assign your new code sets to a component company. Simply creating code filters does not enable a company able to use code filters. For more information, refer to "Assigning Code Filters to Component Companies" in this chapter.
Important! If you create a code set, and do not add any codes to the set, but assign that code set to a component company, that code set is of no use to the component company and you may run into some issues later. For more information, please review the Important! notes in "Assigning Code Filters to Component Companies" and "Viewing Your Results List."
The following procedure explains how to create a code set and define filters through code table access at either the master or company level.
To set up code filters through master or component company levels code table access:
From the File menu, select Setup, then Codes. The Code Setup window opens.
From the code table list, select one of the code tables to enable the component company to use company code filters. Refer to the "Overview" section of this chapter for more information on which code tables are available for company code filter use.
Select the Company Code Filter button. The Company Code Filter Setup window appears, and defaults to the Define filters tab. The Filter code sets by field defaults from the code setup window and is not editable. The code table and description display in the lower message bar of the window.
Click the Add button to create a unique name for your new code set. The Create code set window appears.
From the Filter code sets by list, select the code by which the code sets are to be filtered. It defaults to your selection from the Define filters window. Duplicate names are not allowed.
Click OK. The new code set is added to the Code Set list. All of the code tables for the code set that you selected are shown in the Not Selected list. For more information on setting up company code tables, please refer to the Company Setup Guide.
Select the code tables you want to add to the new code set. You can either double-click on the code or select it and click on the arrow to move it to the Selected list.
Click the Save button.
Important! At this point, you must still assign your new code sets to a component company. Simply creating code filters does not make a company able to use code filters. Refer to "Assigning Code Filters to Component Companies" in this chapter.
Important! If you create a code set, and do not add any codes to the set, but assign that code set to a component company, that code set is of no use to the component company and you may run into some issues later. For more information, please review the Important! notes in "Assigning Code Filters to Component Companies" and "Viewing Your Results List."
Now that you have defined your code filters, you must assign those code filters to your component companies. There are two methods to assign code filters to a component company:
through the master company
through a component company
To assign code filters through the master company:
Ensure you are in the master company.
From the File menu, select Setup, then Code Filters. The Company Code Filter Setup window appears, and defaults to the Define filters tab.
From the Filter code sets by list, select the code table you are assigning to a company. The code table and description display in the lower message bar of the window.
Select the specific code set you want to assign to a company. After you select the code set, the Not Selected and Selected lists are populated as they were set up previously.
Select the Assign filters tab.
Select the component company from the Not Selected list, and move it to the Selected list. You can either double-click the code set, or use the mover buttons.
Click the Save button. You must save each code set assignment. If you attempt to move from this window, the system asks you if you want to save your changes.
Your component company is now set up to use code filtering.
To assign code filters through a component company:
From the File menu, select Setup, then Company.
From the navigator outline, select the component company you want to view.
On the Summary window, click the Company Code Filter button. The Company Code Filter Setup window appears. Only the Assign filters tab is available. You can't set up additional code filter sets from the Assign filters tab. (you can only set up code filter sets on the Define filters tab). Also note that the company name list is disabled here. Only the component company that you are logged into is available.
From the Select code sets by list, select the code table that will be assigned to a company. The code sets for the selected code table appear in the Not Selected list.
Select the code sets you want to assign to the component company. You can either double-click on the code or select it and click on the arrow to move it to the Selected list.
Click the Save button. You must save each code set assignment. If you attempt to move from this window before you save, the system prompts you to save your changes.
Your component company is now set up to use code filtering.
Important! If you create a code set, but do not add any codes to the set, yet still assign that code set to a component company, you will still have all existing codes to choose from, instead of filtered codes. For example, if you set up a code set for Deduction Benefit Groups, but do not select any codes for that set, and still assign the set to a component company, if you attempt to hire a new employee and select a deduction/benefit group, you will still view all the available groups to choose from, rather than choosing from a select few.
You may want to view all the code sets you have created. You can do this from either the master or component company level. When you are in Show All view, you can modify and save any changes to any existing code set, but you can't create any new code sets.
To view all code sets created:
From the File menu, select Setup, then Code Filters. The Company Code Filter Setup window appears, and defaults to the Define filters tab.
Select Show All from the Filter code sets by list. All of your code sets are listed. The code table and description display in the lower message bar of the window.
On the Define filters tab, select any code set to view the assigned codes assigned.
On the Assign filters tab, select any code set to view the assigned component company.
You may want to view the resulting codes for the assigned code sets. The Code Set Results window shows all of the codes you included in your combined assigned code sets.
To view your code list results
Note: The Results button is active only when the Company Code Filter Setup window is activated from the component company setup Filter button.
From the File menu, select Setup, then Company.
From the navigator outline, select the component company you want to view.
On the Summary window, select the Company Code Filter button. The Company Code Filter Setup window opens.
Highlight a code table.
Click on the Results button. The Code Set Results window opens. In this example, the results include all deduction/benefit codes assigned to your Deduction Benefit Group code set filter (only two of five possible deduction/benefit group codes).
Click OK to close the window.
Important! When no codes are assigned to the code sets for a component company, all codes will display in the Results window. If you see codes that do not belong, return to your code sets and update the selected codes. For example, you created a Deduction Benefit Group code set called "Restaurant-Ded/Ben," but did not add any deduction/benefit codes to the set and you assigned that code set to your component company. You now want to view the code set results for deduction/benefit groups. When you perform the same steps as above in "To view your code list results" and you highlight "Deduction" and click the Results button, instead of seeing no codes like you might expect since you didn't actually add any to your job code set, you see all the system codes for jobs. For example, the graphic below shows all five of the five possible deduction/benefit group codes for this company: