Microsoft Dynamics GP 2018 R2: Start and End Dates for Pay Codes

With the release of Microsoft Dynamics GP 2018 R2, users can assign a 'Start Date' and/or an 'End Date' to Pay Codes in the Employee Maintenance window. This functionality is similar to the start/end dates already used for benefits and deductions in the Payroll module.

This new feature will allow users to setup new pay codes without having to worry about when to start using them, or when to inactivate those they no longer wish to use.  This will be very useful to you when you are activating a new hire and terminating an existing salary employee.

In prior versions of Microsoft Dynamics GP, it was not possible to restrict whether a pay code is included in a pay run via start and/or end dates.  Instead, users would generally 'inactive' a pay code (most often a salary type pay code) to ensure it's not included in a pay run.

'Start Date' and 'End Date' fields have been added to the Employee Pay Code Maintenance window. To open the Employee, Pay Code Maintenance window: On the Microsoft Dynamics GP menu, highlight Cards, point to Payroll, and click on Pay Code.

The 'Start Date' and 'End Date' fields are not required in the Employee Pay Code Maintenance window.

When both the 'Start Date' and 'End Date' fields are empty: There are no date restrictions for the pay code, and Microsoft Dynamics GP will treat the pay code as it did prior to the new feature.

When only the 'Start Date' is populated: Microsoft Dynamics GP will check to ensure the 'Start Date' in the Employee Pay Code Maintenance window falls on or after the 'Pay Period From Date' in the Build Payroll Checks window and/or the Payroll Transaction Entry window.

When only the 'End Date' is populated: Microsoft Dynamics GP will check to ensure the 'End Date' in the Employee Pay Code Maintenance window falls on or before the 'Pay Period To Date' in the Build Payroll Checks window and/or the Payroll Transaction Entry window.

When both the 'Start Date' and 'End date' are populated: Microsoft Dynamics GP will check to ensure the 'Start Date' in the Employee Pay Code Maintenance window falls on or after the 'Pay Period From Date' in the Build Payroll Checks window, and that the 'End Date' in the Employee Pay Code Maintenance window falls on or before the 'Pay Period To Date' in the Build Payroll Checks window and/or the Payroll Transaction Entry window.

This new feature may cause issues with your payroll import of transactions, make sure you test once upgraded.

Enjoy!!

For more detailed documentation on this new feature and others with the Release of Microsoft Dynamics GP 2018 R2, please check out our Microsoft Dynamics GP 2018 R2 New Feature Blog Series.

Andrea Melroe | Sr. Technical Advisor | Microsoft Dynamics GP