You can define edit sets so that you and other users can reuse them in regular or off-cycle pay runs that belong to the same pay group. For example, if you create a reusable edit set for pay run 02 - 00 of the US - Biweekly pay group, it is also available pay run 02 - 01 and 03 - 00 of this pay group.
The key benefit of reusing an edit set is that it allows you to generate copies of quick entries that were assigned to the edit set from other pay runs. For example, say you created 25 quick entries in a pay run last quarter, and you need to create a very similar set of entries in a pay run this quarter. If you assigned those entries to a reusable edit set in the previous pay run, you can set the application to generate copies of those entries in the current pay run. The application adds them as new entries that you can edit as needed:
When you reuse entries from another pay run, it has no impact on the original entries or pay run from which they were copied.
Note the following behavior when you reuse quick entries from another pay run:
- When the employee to which the quick entry is assigned isn’t assigned to the edit set in the current pay run, the application adds the quick entry to the list with a warning message.
- When the employee to which the quick entry is assigned is no longer in the pay group, the application adds the entry to the list with an error message.
- When the employee to which the quick entry is assigned has the Terminated status, and you have not manually added the employee to the pay run as a Terminated status employee, the application adds the entry to the list with an error message. See Include Terminated Status Employees in Pay Runs.
You can define an edit set as reusable when you first create it or, or you can update it be reusable later. You define edit sets as reusable in the Manage Edit Sets dialog box by selecting the Reusable option in the Type column and clicking Save.
When you open the Manage Edit Sets dialog box for any other pay run of the same pay group (for example, the next pay run), the application displays the reusable edit set in the list. However, the Loaded, Hours/Units, Earnings, Deductions, Taxes, and Employees settings are cleared and you need to redefine them for the specific pay run.
If you selected the All Employees checkbox for the original edit set, this checkbox is also enabled for the edit set in the new pay run. This means that all employees in the pay group are automatically assigned to the edit set. However, you can still clear the All Employees checkbox.
Note: Making changes to the name or description, Type drop-down list, or All Employees checkbox of a reusable edit set will not overwrite the settings in pay runs where the edit set is already in use.
If you want to use the edit set, you first need to load it. At a minimum, before you can load an edit set for use, you need to assign it to at least one employee or click the All Employees checkbox.
You load an edit set in the Manage Edit Sets dialog box by clicking the Loaded checkbox. If the edit set was assigned to at least one quick entry in another pay run, the application automatically shows the Load Edit Set dialog box:
This dialog box gives you the option to copy quick entries that are assigned to the edit set from another pay run.
If the edit set isn’t assigned to at least one entry in other pay runs, the Load Edit Set dialog box isn’t displayed and the edit set loads as normal.
In the Load Edit Set dialog box, you can click OK to complete loading the edit set without loading quick entries. When you do this, the application returns you to the Manage Edit Sets dialog box. At this point, the edit set is loaded and you don’t need to click Save.
Alternatively, you can select the Include Data checkbox to enable the Selected Period drop-down list, from which you can select a pay run that has quick entries assigned to the edit set:
The Selected Period drop-down list can show up to fifty pay runs. After you select a pay run and click OK, the application returns you to the Manage Edit Sets dialog box. At this point, the edit set is loaded and you don’t need to click Save.
When you click Close in the Manage Edit Sets dialog box, the application displays the quick entries that were assigned to the edit set in the pay run that you selected. You can edit, save, or delete these entries as needed: