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PR Employee Accumulations

PR Employee Accumulations holds monthly totals of earnings, deductions, and liabilities by employee. After go-live, payroll processing updates these rows automatically. Use the form mainly to enter balance-forward amounts at implementation (tax-related codes and codes with annual limits), mid-year Vista upgrades, or other amounts not driven by a PR Timecard Entry / timecard process. Editing here does not post to the general ledger.

US: add or edit rows on this form. AU/CA: this form adds new records only; edit existing rows in PR Employee Accums Detail (double-click the grid). Adding a row also adds one detail record for that employee / month / type / EDL code.

Before you start​

  • Employee exists in PR Employees.
  • Earnings, deduction, and liability codes exist (PR Earnings Codes, PR Deductions and Liabilities).
  • For go-live balance forward: if you go live at the start of a calendar quarter, enter YTD in the month before the live month. If mid-quarter, put YTD through the prior quarter in the last month of the prior quarter, and QTD in the month before the live month (needed for accurate quarterly reports).

Steps (US add / edit)​

  1. Open PR Employee Accumulations.
  2. Enter Employee (F4).
  3. Add a row in an empty grid line, or select an existing row to edit.
  4. Enter Month (calendar month the accumulations apply; all amounts are based on the payment month).
  5. Enter Type: E-Earnings, D-Deduction, or L-Liability.
  6. Enter EDL Code (F4; must match Type).
  7. Complete amount fields that apply to the Type (see below). Save.

Fields by type​

  • Hours/Liab Wks — earnings or liabilities only. MTD hours for that earning or liability code. For unemployment: hours or weeks of accumulated MTD state unemployment. If PR State Information Accumulate With SUTA Liability is Hours Worked, the field tracks hours; if Weeks Worked, it tracks weeks.
  • Subject Amt — deductions or liabilities only. MTD subject amount: all earnings subject to the deduction/liability, including amounts not in the calculation basis (earnings flagged subject-only on PR Earnings Codes, and earnings over the subject limit). Subject amounts do not stop at the annual limit.
  • Eligible Amt — deductions or liabilities only. MTD eligible amount: earnings used in the calculation basis, up to the subject/annual limit. With a limit on PR Deductions/Liabilities, eligible becomes 0.00 once the limit is reached (can be negative if Auto Correct if Limit is Exceeded is checked and the limit was exceeded). With no limit, subject and eligible stay the same.
  • Amount — earnings, deductions, or liabilities. For deductions/liabilities with method Rate of Gross, amount is calculated from the rate on PR Deductions/Liabilities; otherwise enter or edit the MTD amount. For earnings, enter or edit the MTD amount.

Balance-forward example (limit $20,000): employee with YTD $50,000 → subject $50,000, eligible $20,000; employee with YTD $15,000 → subject $15,000, eligible $15,000.

Subject vs eligible (limits and W-2)​

  • Subject = amount subject to calculating a deduction or liability; accumulated per code and used on several payroll reports. When a limit exists, it is checked before calculating; after the limit, subject still accumulates but no further deduction/liability is calculated. The limit is also checked when W-2s run.
  • Eligible typically tracks limited taxes (for example FUTA and SUTA) but can apply to any limited deduction/liability. Eligible stops at the limit; the deduction/liability amount itself stops accumulating once the limit is reached.
  • Mid-year limit change (example SUTA): Vista compares the annual limit from PR Deductions/Liabilities (annual income limit × rate) to the YTD deduction/liability amount. If YTD is lower, it multiplies the pay-period subject amount by the rate without exceeding the annual limit.
  • US W-2 federal, FICA, and state wages come from the subject amount of the deductions (not the earnings section). If the deduction has a limit (example FICA), eligible is used. See PR W-2 Process.

How payroll updates accumulations​

After setup, accumulations are maintained automatically when payroll runs. Executing the PR Payroll Process summarizes earnings and calculates deductions and liabilities for the period (including craft/class add-ons). Reprocess when timecards are posted or corrected, auto earnings are posted, or overrides change on PR Employee Pay Seq Control. Process payment sequences in order so limits (for example FICA) are not applied incorrectly when a bonus sequence runs before regular pay.

PR Ledger Update also updates employee monthly accumulations of earnings, deductions, and liabilities as part of the GL/CM/Accumulations option. The accumulations help topics do not state that editing this form writes GL.

Notes​