Deduction Master Maintenance

Use Deduction Master Maintenance to maintain information about deductions that can be taken by an employee.  You can assign deductions to an employee during Employee Master Maintenance in the Employee Master Scheduled Deductions Area.

For additional information, click More.

Directions:

To see directions for...

• Opening Deduction Master Maintenance, click More.

   

  • Click Payroll from the Menu Bar, and next click Miscellaneous File Maintenance; then click Deduction Master.

  • Or, use the keyboard shortcut:  [ALT] [p] [m] [d].

   

  Deduction Master Maintenance Window Example:

  

   

• Creating a new Deduction Code, click More.

   

  To create a new record choose one of these methods:

  • Enter the new Deduction Code and click Retrieve or press [ENTER].
    Keyboard shortcut:  [ALT + t]

  • Or, click File from the Menu Bar, and next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  Tip:  To indicate that you are building a new Deduction Code, New displays near the Deduction Code.  Default entries display and the first field is highlighted to let you know you can begin entering information.

  Deduction Master Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Deduction Code	Enter a new or existing Deduction Code.  (3.0 numeric) Required Tip:  For a list of standard (reserved) Deduction Codes, see the Standard Fringe Numbers and Deduction Codes topic.
  	To update the new or changed information click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed deductions.
  	You can use Search to view all of the existing deductions.  From the Search list you can select a deduction to change or delete. Keyboard shortcut: [ALT + r]
  	To display an existing deduction, enter the Deduction Code and click Retrieve or press [ENTER]. Keyboard shortcut: [ALT + t]
  Deduction Description	Enter the full-length description of the deduction.  (up to 20 characters)
  Abbreviated Description	Enter the abbreviated description.  (up to 8 characters) Tip:  For information about using the abbreviated description to group deductions on the W-2 forms, see theW2 Wage and Tax Statement Instructions .
  Vendor Number	Enter the Vendor Number.  (up to 6 characters) Tips: The Vendor Number is required only if the Vendor Invoices and Checks feature is active. Always enter the Vendor Number if the Vendor Payment Method is I, C, or CN. To Search for a Vendor Number, click Search . Keyboard shortcut: [CTRL + f]
  G/L Number	Enter the General Ledger Account Number, if applicable. Tips: Although G/L Number is not a required field, if you omit the G/L Number, the payroll will post to the "non" account in General Ledger. To Search for a General Ledger Account Number, click Search . Keyboard shortcut: [CTRL + f]
  G/L Description	Enter the text to appear in the General Ledger journal entry, if applicable.  (up to 12 characters) Tip:  This description prints with the General Ledger Account Number on the Payroll Post Reports - Post to G/L Journal.
  ABA Number	Enter the American Banking Association number for the financial institution that will receive the direct deposit for this deduction, if applicable.  (up to 10 characters)
  Deduction Type	Click one of the following the Deduction Types in the drop-down list: 1 - Scheduled 2 - Matched Annuity Benefit 3 - Union Deduction 4 - Other Deduction 5 - Annuity Deduction 6 - Direct Deposit
  Vendor Payment Method	Click one of the following the Vendor Payment Methods in the drop-down list: N - None I - Invoice C - Regular A/P Check CN - Non-printing A/P Check
  Closing Period Flag	To specify when deduction totals should be cleared, click one of the following the Deduction Closing Period Flags in the drop-down list: 1 - Calendar Clear 2 - Contract Clear 3 - Fiscal Clear 4 - Specific Ded Clear
  Standard Amount	Enter the standard deduction amount that appears in deductions assigned to employees during Employee Master Maintenance in the Employee Master Scheduled Deductions Area.  You can override this value.  (4.2 numeric) Tip:  If the value for this deduction is different for most employees, leave this value blank.
  Fringe Number	Enter the Fringe Number to be updated when the Payroll Post processes transactions for this Deduction Code.  This applies only when there is an employer share or matching deduction.  (3.0 numeric) Tip:  To Search for a Fringe Number, click Search . Keyboard shortcut: [CTRL + f]
  Deduction Total - MTD	Displays the total deduction amount accumulated during the current month for all employees.  (7.2 numeric) Tip:  This field is updated by the Payroll Post, so under normal conditions you do not need to edit the value.
  Deduction Total - QTD	Displays the total deduction amount accumulated during the current quarter for all employees.  (7.2 numeric) Tip:  This field is updated by the Payroll Post, so under normal conditions you do not need to edit the value.
  Deduction Total - YTD	Displays the total deduction amount accumulated during the current year for all employees.  (7.2 numeric) Tip:  This field is updated by the Payroll Post, so under normal conditions you do not need to edit the value.
  Exemptions	To specify which withholding exemptions apply to this deduction (if any), select or de-select the box next to the type of exemption. Exemptions: Federal Withholding FICA Withholding State Withholding Retirement FUTA Withholding SUTA Withholding Note:  If Payroll has accumulated Deduction Amount Totals, do not change the exemption selections until after the Period End Clear for the year.
  Scheduled Periods	To specify which Scheduled Periods apply to this Deduction Code, select or de-select the box next to each of the six Scheduled Periods. Tip:  These standard periods appear in deductions assigned to employees during Employee Master Maintenance in the Employee Scheduled Deductions Area.  You can override the periods for individual employees.

   

• Editing an existing Deduction Code, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed deductions.

  1. To display the record to be changed, enter the Deduction Code and click Retrieve or press [ENTER].
     Keyboard shortcut:  [ALT + t]
     Tip:  If you do not know the Deduction Code, you can click Search to see a list of deductions.

  2. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3. Enter the data changes.

  4. To complete the edit process, click Save or press [ENTER].
     Keyboard shortcut:  [ALT + s]

   

• Deleting a Deduction Code, click More.

   

  Warning:  You can not delete a Deduction Code if it has been assigned to an employee during Employee Master Maintenance in the Employee Master Scheduled Deductions Area.

  1. To display the record to be deleted, enter the Deduction Code and click Retrieve or press [ENTER].
     Keyboard shortcut:  [ALT + t]
     Tip:  If you do not know the Deduction Code, you can click Search to see a list of deductions.

  2. Click File from the Menu Bar, and next click Delete.
     Keyboard shortcut:  [ALT] [f] [d]

  3. At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.
     
     Example:
     
     
     
     Note: After you click Proceed, you will see the following message on the Status Bar.