NWDUG 2001

USING MS ACCESS TO
ANALYSE PAYROLL
INFORMATION

The Budget Officers Perspective of

HR/Payroll Records
 NWDUG 2001
PRESENTATION

One application of a reporting technique

with step-by-step instructions
Can be used any time you want to move
Colleague information into MS Access
This is a Colleague Report, presentation
only comes from Access
PROJECT OUTLINE NWDUG 2001

Extract Colleague Data from PayToDat File

Import file into MS Access Database
Reformat Information for more flexibility
Use standard Querys and Reports to
answer Ad Hoc Requests
Provide End-Users with Easy to Read
Reports
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STEP #1

CREATE NEW ACCESS

DATABASE
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Create Tables with Fixed Data

Cost Centre Table Fields: Fund,
Function, Unit, Name,
Budget Officer
Object Code Table
Fields: Object Code,
Description

Function Table
Fields: Function Code,
Description, Division
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Sample Table - Object Codes

OBJECT DESCRIPTION
6110 CUPE
6120 BCGEU
6130 CCFA
6140 Exempt
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STEP #2

ADD CURRENT COLLEAGUE

DATA
PayToDat Fields Used NWDUG 2001

GL Acct Number - PTD.GL.NOS

Gross Amount - PTD.AMOUNTS
Colleague ID - PTD.EMPLOYEE.ID
Pay Period End Date - PTD.PERIOD.DATE
Last Name - PTD.LAST
Pay Cycle (PAYCLASS) PCLS.PAYCYCLE
Mail Name - S.MIO.MAIL.LABEL
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Pull Information

Extract written by IT to create file

We limit the amount of data by keying in a
pay period end date to start from
The file is FTPd to our desktop using
QVT
The file is labelled .txt then imported into
MS Access
Import Methods NWDUG 2001

FAST - Open file in Excel first and clean it

up - Then Import into Access
FASTER- Change to .txt file name and
Import into Access using saved specs
SLICK - Write a macro which calls up file
and imports using the saved specs
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Importing Text File Into Access
File Pulldown -Get External Data - Import
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Import Text Wizard Opens File

Click on Advanced
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Add Field Names

Not necessary to use the Colleague Names

Use names that are logical
For example, we use General Ledger for
PTD.GL.NOS
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Type in Your Field Names
Save your field names using Save as
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HELPFUL HINT

BRING GROSS AMOUNTS IN AS

CURRENCY DATA TYPE TO
ALLOW FOR NEGATIVE
NUMBERS
New Table Created NWDUG 2001

Colleague data now in a new Access Table

One time only setup required to create your
saved specs if you use Text method
Each time you refresh your data from
Colleague the old table is overwritten
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STEP #3

CREATE REFORMATTED TABLE

FOR CURRENT DATA
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Break Apart GL Account

106423566110 -Arrives from Colleague

Fund = 10
Function = 64
Unit = 2356
Object = 6110
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Using Make Table Query

Define Fund fund: Mid([general

ledger],1,2)
Define function: Mid([general
Function ledger],3,2)
Define Unit unit: Mid([general
ledger],5,4)
Define Object object: Mid([general
ledger],9,4)
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Run Make Table Query

Use all the fields you brought in from

Colleague
Add the new fields you create to reformat
the G/L Account Number
Call the new table a different name
Run this Query each time you refresh
Colleague Data (!) button
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ONE TIME ONLY

CREATE YOUR MAKE TABLE

QUERY ONCE ONLY THEN USE
IT EACH TIME YOU IMPORT
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STEP #4

LINK YOUR TABLES TOGETHER

IN A QUERY
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Creating Your Query

Use NEW/Simple Query Wizard to link

your tables and identify all the fields youd
like to query
OR Use DESIGN/Query drop down box
and add your tables and join them together
using click/drag then identify all the fields
youd like to query
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Joining Tables in Access
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Add All Fields to Your Query

Add all the information you have to your

new query
EG Object from the table you made and
Object Description from the Object Table
6110 CUPE
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Use Mouse to Add Files

Drag down the fields
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Save to Name Your Query

This will be the query you use to answer all

your Ad Hoc Requests
For Example, call it Payroll Records
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STEP #5

WRITE SOME SIMPLE REPORTS

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Creating Your Report

Use NEW/Report Wizard to use your

Query and identify all the fields youd like
to report and where to sort and total
AND/OR Use DESIGN /Design View
and create your report from your query
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STEP #6

DEFINE YOUR CRITERIA TO

ANSWER AD HOC NEEDS
 NWDUG 2001

Who is paying Tom Cruise?

In your Payroll Records Query, define the

criteria for Field Colleague ID as 11278
OR, define the criteria for Field Surname as
Cruise
Run your report.
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Enter your search criteria

Enter name for that field
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SAMPLE REPORT
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Who is being paid from this G/L?

In your query, define the criteria for Field

UNIT as 1069
Run your report.
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SAMPLE REPORT
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STEP #7

CREATE STANDARD REPORTS

FOR END USERS
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Who has been paid this year?

No criteria is necessary, show all records

Create a new report by copying the 1st one
Sort by Function/Schools
Remove the details from your report
Show summaries only
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SAMPLE REPORT
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What is the Total Fiscal Payroll?

No criteria is necessary, show all records

Create a new report using Report Wizard
Sort by Fund, Function or Object to show
various looks at the data
Show summaries only
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SAMPLE REPORT
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Mailing Reports to Departments

Put your selection criteria in your query

Run the report to check
File/Save as Rich Text Format (.rtf)
E-mail to Department (attachment)
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HELPFUL HINT (GOTCHA)

Journel Entries in CF must be

matched with EPAJ entries in Payroll
to maintain accuracy
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EPAJ entries show corrections

GL Acct No Amount
10 1301
10-62-6786-6140 3,001.25-
10 1301
10-61-7190-6140 3,001.25
Must equal zero --> 0.00
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Another Application

Same Technique
Y-T-D Actuals - Same as GLBR
IT Staff wrote Extract for us
Simple to Produce - Easy to Read
Colleague Report - Access Presentation
 NWDUG 2001
SAMPLE REPORT
Questions?