in the File Location field to select the alternate file location to which you want to save the file. If you choose the second option, leave the File Location field blank when you export the file.Use this screen to produce the external paydata file that carries data to the ADP system. The external paydata file is a flat data file in ADP format with a single header record, followed by paydata records. If you selected 1 in the ADP Version drop-down list, one or two trailer records follow the paydata records, depending on the data sent.
The external paydata file is broken into batches. For each new batch, there is an additional header, additional paydata records, and a trailer (if you selected 1 in the ADP Version drop-down list). If more than one batch is necessary, the batch ID is incremented in each header record.
You can establish multiple ADP timesheet transfer parameters in this screen. When you save the information, you are asked for a parameter name to identify the entry.
Before executing this application, set up mapping information to match Costpoint pay types and accounts with ADP field IDs using the Manage ADP Mapping Values screen or the Manage ADP 2.5 Mapping Values screen, depending on which ADP version you are using.
Before running this screen, please see this ADP Transfer Overview.
in the File Location field to select the alternate file location to which you want to save the file. If you choose the second option, leave the File Location field blank when you export the file.Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.
You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults.
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
This field always displays One. However, you have the option to include all timesheet cycles in the Start field.
Enter, or click to select, the timesheet cycle code. If you like to include all timesheet cycles, enter ALL.
This field always displays Range.
Enter, or click 
to select, the starting timesheet date to be included in the transfer. You must update these dates every pay period. Use the MMDDYYYY format.
Enter, or click to select, the ending timesheet date to be included in the transfer. You must update these dates every pay period. Use the MMDDYYYY format.
From the drop-down list, select the ADP version that is compatible with the ADP product you are currently using. The following table lists the valid options:
|
ADP Version |
Compatible with ADP Version(s) |
|
1 |
DOS versions 4, 5, and 6 and Windows versions 1 and 2 |
|
2.5 |
Windows versions 2.5, 3.1, 4.0, 5.0, and 5.1 |
If you select 1 in the this drop-down list, the program generates the fixed-file format using the ADP Mappings; if you select 2.5, the program generates the comma-separated file format using the ADP 2.5 Mappings.
If you select version 2.5, the File ID (a two-character code) field becomes available and the Batch ID allows up to eight digits (rather than three).
If you select this check box, your ADP product suppresses calculations based on the ADP Rate 1. This allows you to send hours and dollars to ADP.
If you selected 1 for your ADP Version, selecting the Suppress Rate 1 check box adds 007X to each paydata record.
If you selected 2.5 for your ADP Version, selecting the Suppress Rate 1 check box appends Special Action to the output header record and supplies an X at the end of every detail output record.
Enter, or click to select, the ADP mapping code. This code determines the mapping rules used by the application when creating the ADP paydata file. You set up these rules in the Manage ADP 2.5 Mapping Values screen. This field is available only if you selected 2.5 as your ADP Version.
Select this option if you do not want the Payroll Computed and Payroll Posted flags set for any timesheets.
Select this option to have the timesheets marked as "payroll computed" and "payroll posted" after they have been selected for the download. If you select this option, the timesheets are marked with the pay period code ADP. The timesheet's pay period Start Date is the start date specified on the screen. The timesheet's pay period End Date is the end date specified on the screen.
Select this option to flag timesheets (that had at least one timesheet line exported) as being computed and posted in Costpoint Payroll.
Select only one of the options in this group box; neither is required.
Select this check box if ADP is set up for automatic payment of salaried employees. If you select this check box, neither hours nor earnings are sent to ADP for salaried employees unless the pay type or account is mapped to a field other than regular hours or earnings (codes 012 and 014).
Select this check box to send hours and gross pay to ADP for salaried employees.
You must select at least one of the check boxes in this group box.
Select this check box to send earnings information for hourly employees.
Select this check box to send hours for hourly employees.
If you selected 2.5 for ADP Version, enter a two-character code to identify the output file. Valid values are A-Z and 0-9. If you selected 1 for your ADP Version, this field is disabled.
Enter the three-character code assigned to you by ADP in this required field. This code is the file extension in the EXTPAYDT.xxx File, if you selected 1 in the ADP Version field. If you selected ADP Version 2.5, this code is the xxx in the EPIxxxAA.CSV File.
Enter the ADP batch number to be assigned to the first batch in the transfer file. This field is required. If you selected 1 as your ADP Version, enter any number from 1 to 99. If you selected 2.5 for your ADP Version, enter an ID using any combination of eight characters from these values:
A-Z, a-z, 0-9, #, $, @, _
Enter the location of the file you are exporting. There are two ways to do this:
In the File Location field, enter, or click to select, the alternate file location where you want to store the export file. Alternate file locations are set up on the Manage Alternate File Locations screen.
or
Leave the File Location field blank. When you execute this application, the export file is saved to the Costpoint database. Use the Export Files application to retrieve it and save it to a location on the network.
Enter an output file name in this field.
Please see the "What Filename to Use" section of your ADP PC/Payroll for Windows Data Exchange Guide for information on file naming guidelines.
Click 
to initiate the transfer process. Run this application for each pay period after all timesheets are entered. This application also generates an Error report.
Click 
to print the Edit Report. You can do this any time after clicking (which creates the paydata File).
|
Field Description |
Type |
Value |
|
Record Type |
Character (1) |
A |
|
Field ID for Company Code |
Character (3) |
001 |
|
Company Code |
Character (3) |
Provided by user |
|
Field ID for Batch Number |
Character (3) |
002 |
|
Batch Number |
Character (3) |
Provided by user |
|
Version Number |
Character (1) |
Provided by user. 6 is provided for Windows versions |
|
End of Logical Record |
Character (1) |
z |
|
Spaces |
To fill out record to 80 characters |
|
|
Carriage Return/Line Feed |
|
|
|
Field Description |
Type |
Value |
|
Record Type |
Character (1) |
B |
|
Field ID for Employee ID |
Character (3) |
003 |
|
Employee ID |
Character (6) |
Payroll service employee ID or first six characters of the Costpoint employee ID |
|
Field ID for Pay Number |
Character (3) |
004 |
|
Pay Number |
Integer (1) |
1 for regular timesheets, 2 for bonus timesheets |
If a Shift Code is present:
|
Field Description |
Type |
Value |
|
Field ID for Shift Code |
Character (3) |
010a |
|
Shift Code |
Character (1) |
From Mapping table |
|
Field ID for Hours |
Character (3) |
From Mapping table |
If a User Code is present:
|
Field Description |
Type |
Value |
|
User Code |
Character (2) |
From Mapping table |
|
Hours |
Integer (7) |
From Timesheet Line table |
|
Hours Sign |
Character (1) |
Blank if positive,"-" if negative |
|
Field ID for Earnings |
Character (3) |
From Mapping table |
|
User Code |
Character (2) |
From Mapping table |
|
Earnings |
Integer (7) |
From Timesheet Line table |
|
Earnings Sign |
Character (1) |
Blank if positive,"-" if negative |
|
Field Description |
Type |
Value |
|
End of Logical Record |
Character (1) |
z |
|
Spaces |
Up to 80 characters |
|
|
Carriage Return/Line Feed |
|
|
|
Field Description |
Type |
Value |
|
Record Type |
Character (1) |
C |
|
Field ID (may occur up to five times) |
Character (3) |
Derived - see the Paydata to Trailer Field ID table following. |
|
Total (may occur up to five times) |
Integer (11) |
Total of hours or dollars for Field IDs |
|
Sign |
Character (1) |
Blank if positive, "-" if negative |
|
End of Logical Record |
Character (1) |
z |
|
Spaces |
To fill out record to 80 characters |
|
|
Carriage Return/Line Feed |
|
|
The field IDs of the trailer record are determined according to the following table:
|
Paydata Field ID |
Trailer Field ID |
|
012 |
030 |
|
013 |
031 |
|
016 & 017 |
032 |
|
018 & 019 |
033 |
|
014 |
034 |
|
015 |
035 |
|
020 & 021 |
036 |
|
022 & 023 |
037 |
|
024 & 025 |
038 |
|
Field Description |
Type |
Value |
|
Company Code |
Character (3) |
Co Code |
|
Batch ID |
Character (8) |
Batch ID |
|
File Number |
Character (6) |
File # |
|
Pay Number |
Character (1) |
Pay # |
|
Shift |
Character (1) |
Shift |
|
Regular Hours |
Character (9) |
Reg Hours |
|
Regular Earnings |
Character (11) Character (12) with expanded field option |
Reg Earnings |
|
Overtime Hours |
Character (9) |
O/T Hours |
|
Overtime Earnings |
Character (11) |
O/T Earnings |
|
Hours 3 Code |
Character (2) Character (3) with expanded field option |
Hours 3 Code |
|
Hours 3 Amount |
Character (9) |
Hours 3 Amount |
|
Earnings 3 Code |
Character (2) Character (3) with expanded field option |
Earnings 3 Code |
|
Earnings 3 Amount |
Character (11) Character (12) with expanded field option |
Earnings 3 Amount |
|
Hours 4 Code |
Character (2) Character (3) with expanded field option |
Hours 4 Code |
|
Hours 4 Amount |
Character (9) |
Hours 4 Amount |
|
Earnings 4 Code |
Character (2) Character (3) with expanded field option |
Earnings 4 Code |
|
Earnings 4 Amount |
Character (11) Character (12) with expanded field option |
Earnings 4 Amount |
|
Earnings 5 Code |
Character (2) Character (3) with expanded field option |
Earnings 5 Code |
|
Earnings 5 Amount |
Character (11) Character (12) with expanded field option |
Earnings 5 Amount |
|
Special Action Flag |
Character (1) |
Special Action (Included in header file only if you selected the Suppress Rate 1 check box) |
|
Tax Frequency |
Character (1) |
Tax Frequency |
|
Field Description |
Type |
Value |
|
Company Code |
Character (3) |
Company code specified on the screen. |
|
Batch ID |
Integer (8) |
Batch ID specified on the screen. |
|
File Number |
Character (6) |
Payroll service employee ID or first six characters of the Costpoint employee ID. |
|
Pay Number |
Character (1) |
If the Pay Type or Account has a Map Type of Pay Type or Account in the Manage ADP 2.5 Mapping Values screen, this field is populated with 1. If the Pay Type or Account has a Map Type of Bonus Pay Type in the Manage ADP 2.5 Mapping Values screen, this field is populated with 2. |
|
Shift |
Integer (1) |
If a Shift Code was specified for the Account or Pay Type in the Manage ADP 2.5 Mapping Values screen, that shift code is used. Otherwise, the field is not populated. |
|
Regular Hours |
Numeric (9) |
If employee is Hourly and the Send Hours check box in the Hourly Employees group box is selected, this field is populated with the regular hours from the Timesheet Line table. If employee is Hourly and the Send Hours check box in the Hourly Employees group box is not selected, this field is not populated. If employee is Salaried and the Send Hours check box in the Salaried Employees group box is selected, this field is populated with the regular hours from the Timesheet Line table. If employee is Salaried and the Send Hours check box in the Salaried Employees group box is not selected, this field is not populated. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Reg Hours in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values screen. |
|
Regular Earnings |
Character (11) Character (12) with expanded field option |
If employee is hourly and the Send Dollars check box is selected in the Hourly Employees group box, this field is populated with the regular earnings from the Timesheet Line table. If employee is hourly and the Send Dollars check box is not selected in the Hourly Employees group box, this field is not populated. If the employee is salaried and the Send Hours check box in the Salaried Employees group box is selected, this field is populated with the regular earnings from the Timesheet Line table. If employee is salaried and the Send Hours check box in the Salaried Employees group box is not selected, this field is not populated. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Reg Earnings in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values screen. |
|
Overtime Hours |
Numeric (9) |
If employee is hourly and the Send Hours check box in the Hourly Employees group box is selected, this field is populated with the overtime hours from the Timesheet Line table. If employee is hourly and the Send Hours check box in the Hourly Employees group box check box is not selected, this field is not populated. If employee is salaried and the Send Hours check box in the Salaried Employees group box is selected, this field is populated with the overtime hours from the Timesheet Line table. If employee is salaried and the Send Hours check box in the Salaried Employees group box is not selected, this field is not populated. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to O/T Hours in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values screen. |
|
Overtime Earnings |
Character (11) Character (12) with expanded field option |
If employee is hourly and the Send Dollars check box is selected in the Hourly Employees group box, this field is populated with the overtime earnings from the Timesheet Line table. If employee is hourly and the Send Dollars check box is not selected, this field is not populated. Note: Paydata records for salaried employees always contain the overtime earnings amount where applicable. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to O/T Earnings in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values screen. |
|
Hours 3 Code |
Character (2) Character (3) with expanded field option |
If the timesheet line Pay Type or Account was mapped to Hours 3 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values screen, the assigned ADP Hours Code is inserted here. |
|
Hours 3 Amount |
Character (9) |
If employee is hourly and the Send Hours check box in the Hourly Employees group box is selected, this field is populated with the Hours 3 Code hours from the Timesheet Line table. If employee is hourly and the Send Hours check box in the Hourly Employees group box is not selected, this field is not populated. If employee is salaried and the Send Hours check box in the Salaried Employees group box is selected, this field is populated with the Hours 3 Code hours from the Timesheet Line table. If employee is salaried and the Send Hours check box in the Salaried Employees group box is not selected, this field is not populated. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Hours 3 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values screen. |
|
Earnings 3 Code |
Character (2) Character (3) with expanded field option |
If the timesheet line Pay Type or Account was mapped to Earnings 3 Code in the ADP Earnings Type field in the Manage ADP 2.5 Mapping Values screen, the assigned ADP Earnings Code is inserted here. |
|
Earnings 3 Amount |
Character (11) Character (12) with expanded field option |
If employee is hourly and the Send Dollars check box is selected in the Hourly Employees group box, this field is populated with the Earnings 3 Code earnings from the Timesheet Line table. If employee is hourly and the Send Dollars check box is not selected, this field is not populated. Note: Paydata records for salaried employees always contain the earnings 3 amount where applicable. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Earnings 3 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values screen. |
|
Hours 4 Code |
Character (2) Character (3) with expanded field option |
If the timesheet line Pay Type or Account was mapped to Hours 4 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values screen, the assigned ADP Hours Code is inserted here. |
|
Hours 4 Amount |
Character (9) |
If employee is hourly and the Send Hours check box in the Hourly Employees group box is selected, this field is populated with the Hours 4 Code hours from the Timesheet Line table. If employee is hourly and the Send Hours check box in the Hourly Employees group box is not selected, this field is not populated. If employee is salaried and the Send Hours check box in the Salaried Employees group box is selected, this field is populated with the Hours 4 Code hours from the Timesheet Line table. If employee is salaried and the Send Hours check box in the Salaried Employees group box is not selected, this field is not populated. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Hours 4 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values screen. |
|
Earnings 4 Code |
Character (2) Character (3) with expanded field option |
If the timesheet line Pay Type or Account was mapped to Earnings 4 Code in the ADP Earnings Type field in the Manage ADP 2.5 Mapping Values screen, the assigned Earnings Code is inserted here. |
|
Earnings 4 Amount |
Character (11) Character (12) with expanded field option |
If employee is hourly and the Send Dollars check box is selected in the Hourly Employees group box, this field is populated with the Earnings 4 Code earnings from the Timesheet Line table. If employee is hourly and the Send Dollars check box is not selected, this field is not populated. Note: Paydata records for salaried employees always contain the earnings 4 amount where applicable. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Earnings 4 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values screen. |
|
Earnings 5 Code |
Character (2) Character (3) with expanded field option |
If the timesheet line Pay Type or Account was mapped to Earnings 5 Code in the ADP Earnings Type field in the Manage ADP 2.5 Mapping Values screen, the assigned Earnings Code is inserted here. |
|
Earnings 5 Amount |
Character (11) Character (12) with expanded field option |
If employee is hourly and the Send Dollars check box is selected in the Hourly Employees group box, this field is populated with the Earnings 5 Code earnings from the Timesheet Line table. If employee is hourly and the Send Dollars check box is not selected, this field is not populated. Note: Paydata records for salaried employees always contain the earnings 5 amount where applicable. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Earnings 5 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values screen. |
|
Special Action Flag |
Character (1) |
X (Included in the paydata file only if you selected the Suppress Rate 1 check box) |
|
Tax Frequency |
Character (1) |
If you specified a Tax Frequency for the account or pay type in the Manage ADP 2.5 Mapping Values screen, that tax frequency code is used. Otherwise, the field is not populated. |
Timesheets from the Timesheet Line table are selected if the date falls within the chosen range, and if (a) the employee is flagged with the timesheet cycle in the Employee Basic table, and (b) the Payroll Processed flag is set to N (No).
For each timesheet row selected, the program assigns the ADP field IDs, codes, and pay number and inserts the row into the ADP Paydata table.
The application checks to see whether the account on the timesheet line is found in the ADP Mappings table and, if a match is found, the associated field IDs and codes are assigned and the pay number is set to 1. If no match is found for the account, the application checks to see whether the pay type on the timesheet line is found in the ADP Mapping table and, if a match is found, the associated field IDs and codes are assigned. If the pay type is a bonus pay type, the pay number is set to 2. Otherwise, the pay number is set to 1. If no match is found, the record is written to the Error table and an error message is written to the Error Report.
If the employee is salaried and you selected the Autopay check box, the timesheet line is mapped to regular hours or earnings (field IDs 12 or 14) and is not included in the external paydata file. However, if the timesheet line maps to one of the other hours or earnings fields (such overtime or vacation), it is included in the external paydata file. Field types that map to a bonus pay type are included regardless of the Autopay check box.
Cost-only pay type records (timesheet rows with hours equal to zero and labor cost not equal to zero) send earnings only to ADP.
After the ADP Paydata Table is created, the application uses it to generate the external paydata File. The file is created in the location you selected in the File Information group box. If you selected 1 in the ADP Version drop-down list, the application generates three record types in the external paydata File for each batch: a header record, paydata records, and one or two trailer records. If you selected 2.5 in the ADP Version drop-down list, the application generates two record types in the external paydata File for each batch: a header record and paydata records.
The application generates one or more logical paydata records for each check an employee receives. Timesheet records are rolled up for each employee, field ID, user code, and shift code change. Correcting timesheets are included with regular timesheets to prevent ADP from printing a separate check for the correcting timesheet. Labor-only timesheets are not included in the paydata file.
|
Message |
Description |
|
Cannot open EXTPAYDT file. |
This is a system error. The external paydata file cannot be opened. The file must be created in the output file path you specified earlier, and you must first have rights to this directory. |
|
Ending Date is earlier than beginning date. |
The Timesheet Dates group box does not allow an ending date earlier than a beginning date. |
|
Errors have occurred that may need correcting. |
Errors have occurred and are reported on the error report. |
|
Errors occurred while trying to update the Timesheet Header table with posting data. Some timesheets have not been flagged. Please see the Error Report for details. |
Errors occurred while updating the timesheet Header table. Run the error report to determine which errors have occurred. |
|
<<File name>> Invalid file name. |
Your file name is invalid. Check the file name, extension, and number of characters. |
|
No records exist in the ADP Mapping table. Mapping data must be entered before the download can be processed. |
In order for timesheets to be selected for the download, you must map the pay type or account to the ADP fields. Use the Manage ADP Mapping Values or Manage ADP 2.5 Mapping Values applications. |
|
No records have been selected to transfer to ADP. |
There are no timesheet lines to be transferred. This may be due to incorrect parameters (usually the date range was not updated) or incorrect setup (that is, all records were rejected). |
|
Requested Company Code does not exist in the PDD Table. |
The Company code on the screen does not match that in the Paydata table. You must always process (create the paydata file) before printing. To create the ADP Paydata table, click the |
|
Requested dates do not exist in the PDD Table. |
The date range on the screen does not match the date range used to select timesheets to create the Paydata table. You must always process (create the paydata file) before printing. To create the ADP Paydata table, click the |
|
Requested Timesheet Period Code does not exist in the PDD Table. |
The Timesheet Cycle on the preprocessor screen does not match that in the Paydata table. You must always process (create the paydata file) before printing. To create the ADP Paydata table, click the This message does not occur if you select ALL for the Timesheet Cycle on the preprocessor screen. |
|
You must send at least one type of field for hourly employees. |
Neither of the check boxes in the Hourly Employees group box is selected. Select either Send Dollars or Send Hours in the Hourly Employees group box. |
|
You cannot send hours if Autopay is selected. |
You have selected both the Autopay and the Send Hours check boxes in the Salaried Employees group box. You can select only one of these check boxes or none. |
The following messages may appear on the Error report:
|
Message |
Description |
|
Employee ID Not Numeric. |
The first six characters of the Costpoint employee ID must be numeric if the Payroll Service Employee ID is blank. |
|
Changed by another user. |
The timesheet was changed by another user since the download process was started. The original timesheet information is in the external paydata file, but may no longer be correct. The timesheet was not flagged as posted to payroll. Please note that this message is received only when the Set PR Computed Flag check box is selected. |
|
Incomplete pay pd data |
The pay period code or the pay period start and end dates were not retrieved. The employee must have a pay period code in the Manage Employee Taxes screen. The pay period code must have one range of dates marked as open in the Manage Pay Periods screen. |
|
Not in Mapping Table. |
A selected timesheet cannot be mapped to any of the hours or earnings IDs set up in the ADP Mapping or ADP 2.5 Mapping table. |
|
More than 30 lines. |
The ADP Version is 1 and the employee's data has more than 30 lines. ADP is limited to 30 lines of data per employee. |
|
Earnings out of range for tax freq |
The Reg Earnings, O/T Earnings, Earnings 3 Amount, Earnings 4 Amount, or Earnings 5 Amount is less than -40,500.00 or greater than 99,999.99 (or 99,999,999.99, if you are using expanded fields), and the tax frequency is D or F. |