How do I configure the order my employees appear?
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Summary
When you run a Payroll Period, the order your employees appear on screen can be defined by you. For example they may be listed by Payment Type then by Employee Code.
 | PLEASE NOTE: Any reports which are based on the Period Sort Order e.g. Payslips will appear in the order defined in the Period Sort Order. |
Editing the Period Sort Order
- Go to "Payroll" -> "Payroll Parameters/Maintenance" -> "Payroll Parameters" -> "Period Sort Order"
You can change the order while you are running a Payroll Period (only from the Standard Screen not from the Detailed Entry screen) by pressing <Alt+F2>, but it will only apply to that period. To change it for all Periods. Your screen will resemble the screen displayed below:
Period Details Employee Sorting
Employee Code : 3
Department : 2
Surname : 0
Forename : 0
Sex : 0
Bank Sort Code : 0
Payment Method : 0
Payment Type : 0
Payment Frequency : 1
Tax Code : 0
Directors NI. : 0
NI Band : 0
NI Number : 0
NI Contracted Out : 0
You can sort your employee listing by up to 5 variables.
In the example above, when the Run Payroll option is selected, employees will be listed on screen by Payroll Frequency, then by Department and finally by Employee Code.
Enter a number <1-5> next to the variables you wish to sort by. A variable assigned an order of 1 is sorted first down to 5 which is sorted last. For example, if you wish to order your employees by Payment Method then by Surname you would enter <1> by Payment Method and <2> by Surname. Leave all other fields set at zero (you can sort by a maximum of 5 fields and a minimum of 1).
When the Run Payroll option is selected, employees will now appear on screen in this order e.g. All those being paid by BACS will appear first in order of their employee code, next will appear all those being paid by Cash in order of employee code, then those being paid by Cheque etc.
Editing the Sort Order temporarily
If you find you need to change the sort order while you are in the Run Payroll Screen, you have the option to temporarily edit it. From the Run Payroll Period screen, press <Alt+F2> to Re-Sort Data (it does not matter which field you are on when you select this option).
The Period Sort Order screen will pop up. Edit the order, as described above, and press <Esc>. When you return to the Payroll Main Menu, the Sort Order will revert back to the original settings
See also
