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Contents of the Export Timesheets to ADP Screen

Use the fields and options to configure the Export Timesheets to ADP screen.

Identification

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, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

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 on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on 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 on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Timesheet Cycle

Field Description
Options

This field always displays One, but you can include all timesheet cycles in the Start field.

Start

Enter, or click to select, the timesheet cycle code. If you like to include all timesheet cycles, enter ALL.

Timesheet Dates

Field Description
Options

This field always displays Range.

Start

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.

End

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.

Options

ADP Version

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).

Note:

Select 1 if you use ADP Windows Version 2. Both ADP Windows products accept the DOS format file this application generates. If you select the Windows product, Deltek Costpoint creates a DOS version 6 file.  Do NOT change the file name to match the ADP Windows documentation. The ADP Windows products recognize and accept the DOS file format when they find the DOS version file name (EXTPAYDT.xxx).

Field Description
Suppress Rate 1

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.

Map Code
Note:

If your office is in an area where use of expanded fields is allowed by ADP, select a Map Code that has the Use Expanded Fields check box selected in the Manage ADP 2.5 Mapping Values screen.

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.

Set Payroll Computed/Posted Flags

Warning:

This flag is set in the ADP Timesheet Transfer process only if you are not licensed for Costpoint Payroll.

Field Description
No Timesheets

Select this option if you do not want the Payroll Computed and Payroll Posted flags set for any timesheets.

Timesheets Without Mapping Errors

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.

Any Timesheet with Exported Lines

Select this option to flag timesheets (that had at least one timesheet line exported) as being computed and posted in Costpoint Payroll.

Salaried Employees

Select only one of the options in this group box.

Field Description
Autopay

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).

Send Hours

Select this check box to send hours and gross pay to ADP for salaried employees.

Hourly Employees

You must select at least one of the check boxes in this group box.

Field Description
Send Dollars

Select this check box to send earnings information for hourly employees.

Send Hours

Select this check box to send hours for hourly employees.

Note:

If you select only the Send Dollars check box, Costpoint computes the earnings and sends the amount to ADP. If you select only the Send Hours check box, ADP pays for hours at the hourly rate in ADP.

If you select both Send Dollars and Send Hours, ADP pays for hours sent at the hourly rate in ADP and adds the earnings computed by Costpoint to the earnings computed by ADP. See the documentation for the Suppress Rate 1 check box.

Generate

File Data

Field Description
File ID

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.

Company

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.

Batch Number

Enter the ADP batch number to be assigned to the first batch in the transfer file. 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, #, $, @, _

File Information

Field Description
File Location

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.
File Name

Enter an output file name in this field.

Note:

If you enter an existing file name, the application displays an error when the export process begins. In this way, previously exported files will not be overwritten.

Please see the "What Filename to Use" section of your ADP PC/Payroll for Windows Data Exchange Guide for information on file naming guidelines.

Process

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.

Print

You must run and print the Export Timesheets to ADP Report before you run the application process.

Click to print the Export Timesheets to ADP Report.