JDE HCM for HR Best Practices

JDE HCM is a Human Capital Management platform designed to help companies manage HR processes such as onboarding new hires, coaching employees, managing payroll, and using human resource analytics to capture employee sentiment.  

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HR Table Maintenance

Tables are the basic unit of data storage in JDE HCM, where data is stored in rows and columns. Specific tables store general information about roles, responsibilities, and details, defined by reference to existing structures. A view is a logical representation of a table or combination of tables and is a stored inquiry that derives its data from the tables on which it’s based. This can include phone numbers, extensions, phone type, country code, and individual assignment.  

The use of JDE HCM Payroll is a comprehensive solution within JDE HCM that is specifically designed for managing payroll processing, calculation, and disbursements. It supports multi-country payroll and complies with local laws, as well as integrates with time, labor, absence management, and benefits administration. Facilitation of various payment methods also helps enhance payroll operations and accuracy.  

Here is an example of how to use HCM Payroll

Once all the payrolls are completed through to the final update, select:  

• F07350 – Header Workfile
• F07351 – Payment Workfile
• F07352 – Pay Stub Workfile
• F07353 – Tax Workfile
• If you do not have any One Time Overrides created beyond the end of the current year, the F0709 should also be cleared
• Look into the F06116 to make sure all the time has been moved to history (F0618), if there is anything that remains run interims to get the data moved to history.  

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Address book records

Before you can use other JD Edwards EnterpriseOne systems, you must enter information into the Address Book system for your customers, suppliers, and more. Other E1 systems retrieve up-to-date name and address information based on the information you enter. Address Book Master Tables (F0101) store information from these records.  

Additionally, you can enter an unlimited number of phone numbers for each address book record and specify whether the number is a business number, cell number, fax number, or other. Phone numbers are stored in the Phone Numbers table (F0115).  

If locating an individual within Address Book, you can enter a full or partial name, address, number, etc. However, if you use a partial name, you must include an asterisk (*) either in front or behind the name, as the program only searches for the first word in the address record.  

Specifically for employees and former employees that have earning for the current year, look in the AB records to make sure there are no special characters such as : in the employee names or extra spaces contained within the name. Also check for address issues such as incorrect formats for Postal code or Zip Code.  

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‍Historical Payroll Registers

It is important to confirm that the historical register runs and confirms the amounts provided with contributed amounts (payments made) to Government, Unions and any other entities and can help speed up the process of running the year end. If you are running these quarterly or semi-annually, you will minimize the amount of time spent balancing these while processing T4s and W2s.

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Canadian or US Integrity reports  

Running of the integrity reports is important through the year to make sure there is no data integrity issues.  

Canadian  

• R77703 Canadian Payroll History Audit report does the comparison of Summary and detail tables to insure there is no issues. The tables it compares are F0713, F0716, F06145, F0719, F06146, F0618, F06176 & F06156  
• R777011 Tax History Integrity report compare the F0713 and the F0716  

US

• R077011 Tax History Integrity report does a comparison of many different pre-set situations and can be set to do the updates if ran in final mode.  
• R07146 Crosscheck Federal Taxable Wages between F06146 and F06136
• Plus, many other State specific reports can be run.  

If you run your integrity reports on a regular basis then you can fix any issues as they are reported. It is also important to run your year-end workbench as a trial in September or October and compare that to your historical payroll register to confirm the numbers.  

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Year End ESU Planned Date

To process year-end information, first you must verify the integrity of payroll history and correct any inaccurate history records by running a Taxation History Integrity Report and a PDBA History Integrity Report.  

Then processing the year-end rollover programs is conducted. For this, the system carries PBDA balances forward to the new year. To ensure the balances are correct, process the Year-End Payroll Month Rollover and the Year-End Calendar Month Rollover programs.  

Next, employee setup is verified using the Address Book system to ensure the information you report to the government and to employees is correct. Note that if employee names are not formatted correctly, government reporting agencies might not accept the year-end information, and you may have to process a conversion program to ensure that all employee names are formatted correctly.

To verify company and constants information setup, you can verify that the format of the company name and address is correct in the Address Book system, verify that the parent company information is correct, or verify that the statutory code for the local area is correct.  

To build the year-end workfile, you must complete the following:

• Create a year-end ID and complete the workfile build
• Use the additional parameters to add selection criteria if necessary  
• Add special handling information to the workfile build
• Run the workfile build program  

You can then verify online that all information is correct before you print year-end forms, which allow you to verify year-to-date history and compare the balance in your audit reports with the year-end forms.

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Vertex Update schedule  

Vertex updates are usually released on the third week of each month and contain the cumulative updates with some having the effective dates mattering on what the changes are. Make sure you are up to date on the version as well as taking all the applicable updates. The monthly updates usually contain changes to multiple states so if you are running US payroll watching to see which updates you need is important. For the Updates that impact Canadian Payroll, they are usually just the December or January (mattering on what legislative changes have been made) and occasionally in June or July. If you are signed up to receive the emails from Vertex, you should receive them prior to the release, and they will have notes to advise what has been updated or changed.  

For 2023 the update information provide thus far includes the following changes;

CA

• CPP additional contributions tax treatment –any additional CPP contributions are to be treated as at source deductions
• Some provincial specific changes, including some TD1 amounts, make sure to distribute new TD1 for Federal and each province to employees to keep them current if they are not just claim the basic amounts. To get a list of employees not at basic amount you can pull this information from the F06017.  

US

• Has some updates for specific States.  

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Contact us to learn more about how JDE HCM can help you elevate your business and stay in line with HR best practices.

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