Navision Financials' Human Resources & Payroll is fully integrated with General Ledger, Accounts Payable, Jobs and Resources.

PAYROLL

Basic Payroll

Basic Payroll lets you maintain employee information, write manual checks and print reports, W2s, and other government reports.

Payroll Control

This option lets you determine what kind of payroll information is kept, how it is categorized, how it appears on forms required by the government and on paychecks, and how it is posted. All payroll information tracked by Navision Financials is kept using a payroll control, whether it is hours worked, pay earned, taxes withheld, employer-paid payroll taxes, weeks worked, vacation earned or taken, or net pay. This granule provides you with advance planning and data entry, and a built-in history of changes by tagging frequently changed data with effective dates.

Payroll Journal

This journal lets you make a variety of payroll entries, such as manual paychecks, manual adjustments, and computer-printed paychecks. You can calculate paychecks automatically, make adjustments to calculated paychecks, and then print them. You can post your payroll entries and print a posting report while posting.

Time Journal

The Time Journal lets you enter hours and earnings for employees which are split based on job, department or project. The journal can then post these entries to the job ledger - as often as you like - and to the Payroll Journal. You can also set up separate time journals so employees can enter their hours, letting them see only their personal journal.

Accrual Journal

This journal lets you calculate employer liabilities based on accumulated paid time off (PTO) hours, and post these values to the general ledger, reversing this entry automatically the next day. You can also make payroll-related manual adjustments to your general ledger.

Other features let you post employer liabilities to accounts payable, update jobs, departments, and projects with the labor burden, recalculate taxes to adjust for rate changes, account for rate changes, or limit how much certain balances can carry forward from one year to the next. Also included are reports for internal reporting. Since detailed ledgers of all the elements of a paycheck are maintained, producing periodic reports can be done at any time without having to perform closing processes. Through the Documents option, you can print forms and documents, such as W2s and 941s.

Multi-State Payroll

Multi-State Payroll functionality makes it possible to set up multiple states without having to create numerous duplicate payroll controls. Allows you to enter employee earnings information without having to remember which of the many earnings controls correspond to each state. Allows you to set up Employee live-in and work-in states, for automatic handling of the situation where these are different. Allows you to set up automatic split for work-in states, where this is possible. Allows the same functionality for both Localities and for Work Types, as well as for States. This will allow easier calculations for Workers Compensation.

Payroll Calculations

Payroll Calculations lets you do automatic pay calculations, including salary & hourly and vacations & sick time. It will also perform automatic deductions and contributions, including taxes & withholding, insurance, 401K and Section 125, garnishments and loans. Requires Basic Payroll.

Direct Deposit

The overall goal for the direct deposit functionality is to allow the user to create a payroll run where a portion or all of the transactions that are recorded are electronic in nature. In other words, rather than creating entries in the payroll journal for only checks, the user can choose to create entries for direct deposit as well. It is also possible to create split payments. In other words, an employee can be paid a portion as direct deposit and a portion as a check.

When the checks are printed from the journal, a check will be printed with the pay distribution displayed on the stub. This indicates how much of the check is being paid by direct deposit and how much is paid by check. The check payment amount printed on the check body will only include the amount to be paid by check. If the entire payment is made by direct deposit, the check body is marked as VOID.

From the payroll journal, a file is created by exporting the electronic transactions. This file is in the standard ACH format as defined by the 1997 ACH Rules book. This file can then be transmitted to the bank by using the communications software provided to the customer by the bank. Navision Financials does not handle the physical transfer of the file to the bank. It is most probable that this file will need to be modified by the NSC to conform to the specific format defined by the customer's bank.

When the entries are exported, the transaction is handled in a manner similar to when a check is printed. However, rather than the entry being recorded in the Check Ledger with a Bank Payment Type being "Computer Check" and a status of "Printed", it is recorded as "Electronic Payment" with a status of "Exported". (These are new options being added to the Check Ledger Entry table to support direct deposit). Once the payments are exported and the file is successfully transmitted to the bank, a batch process can be run in the payroll journal to record the entries as "transmitted".

Once this process is run, the journal can be posted. Upon posting, the Check Ledger Entries for the direct deposit transactions are changed to "Posted", as it is with checks.

Tax Update Service

Your Navision Solution Center also offers you a complete Tax Update Service.

HUMAN RESOURCES

The Human Resources application area adds personnel management functionality to Navision Financials, built around a central repository of employee information.

Employee Records

A complete information file for each employee centers around an employee card where you record basic information. This includes personal information about the employee and various administrative status codes. Among these codes is one for employment contracts, which you can use to assign standardized employment contracts or levels. A generic statistical grouping code is also available that you can use to freely categorize by any criteria. Each employee's file includes a table of qualifications that you can assign from a user defined table of qualification codes. These can include educational credentials, continuing education certificates and professional certifications. This information, along with the statistical codes, assists you in identifying employees that fit the profile of a job opening or project assignment.

Separate Record of Confidential Information

Confidential information for an employee is tracked in a separate table attached to the employee card. This lets you give relatively broad access to basic employee file information, while placing tighter security restrictions on the confidential file. Confidential information can include such things as salary, insurance coverage, stock options and computer access codes. You can also track equipment issued to employees, such as keys, credit cards, company cars, portable computers, cellular phones and pagers. There is even a place to attach a scanned employee photograph, as well as a list of alternate addresses.

Absence Tracking

The absence tracking function lets you create your own unique absence codes. These can then be used along with statistical codes, department codes and project codes to provide multi-dimensional reporting of absence history. Trends or patterns can thus be easily identified and quickly addressed.

Documented Records

Comment sheets are provided throughout the Human Resources area so that all aspects of the personnel file can be property documented. Comments can be attached to all employee records including absences, qualifications, equipment issuances and confidential information.

Reporting

Human Resources includes reports that list and analyze your records. These include employee lists, labels, absences by employee, absences by reason, birthday lists and various statistical reports.

Highlights of Human Resources:

• Complete employee records
• Qualification lists
• Absence tracking with reason codes
• Multiple address for employees
• Separate confidential information
• Equipment issuance tracking