MODULE 8: REPORTS AND INQUIRIES

Module Overview
To help you analyze the payroll transactions and the information in the
Payroll module, you can use several inquiry forms and reports to
review the payroll information.

All reports and inquiries are available from the Payroll area page.

Objectives
The objectives are:

 Use inquiries to view payroll information.

 Print Payroll reports.

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Inquiries
Microsoft Dynamics AX includes nine inquiries that you can use to
analyze earnings, benefit deductions and contributions, and tax
transactions.

Pay Statements
You can use the Pay statement earnings inquiry to review the
earnings lines that are included in a worker's pay statement. This
inquiry is an easy way to review the pay period earnings for multiple
workers at the same time.

You can use the Pay statement benefit amounts inquiry to review
the calculated benefit deduction amounts for a worker on each pay
statement. Each benefit that the worker is enrolled in is listed
separately. If a vendor invoice is generated for the benefit provider,
the invoice number is also listed.

Taxes
You can use the Tax transaction history summary inquiry to view a
summary of the taxes that are withheld for a worker on each pay
statement. Click View pay statement to display the pay statement
that is associated with the selected line in the grid area.

You can use the Tax transaction history detail inquiry to review all
tax transactions for the workers. Each tax transaction is displayed on a
separate line in the grid area. You can also use this inquiry to create a
new tax transaction when there is no tax amount withheld or when the
tax amount is withheld incorrectly. Click New on the inquiry's Action
Pane Strip to create a new transaction.

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Form W-2 Box Adjustments

The Form W-2 box adjustments inquiry is unique in the Payroll

module because it only displays adjustments that you make from the
inquiry. You can use this inquiry form to change the amount that is
reported in boxes 10 through 14 on a worker's Form W-2. You can
enter positive or negative amounts to add or subtract from the original
calculated amount for the box.

Worker Arrears
To review the arrears amounts for workers whose deductions for
benefits are in arrears, you can use the Worker arrears inquiry form.
This form lists the original arrearage amount that is from the pay
statement where the arrearage occurred and the amount that remains.
A second grid area on the form displays any arrearage adjustments.

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Benefits and Benefit Accruals

You can use the Worker benefit and deduction setup inquiry to
view the benefit setup information for the:

 Worker
 Workers in a type of benefit
 Workers that are enrolled in a specific benefit plan and
option

You can also use this form to list the benefit information for the date
that you specify.

Benefit Accruals

You can use the Benefit accrual balances and Benefit accrual
transactions inquiries to analyze the current and past states of
worker's accruals in the organization's paid time off plans.

The Benefit accrual balances inquiry displays the worker's balance

in all the worker’s enrolled plans for the current plan year. The inquiry
also displays the hours that are:

 Carried forward from the previous year

 Accrued
 Used to this point
 Pending usage
 Available for the rest of the plan year

The Benefit accrual transactions inquiry displays the transactions

that add to or subtract from the worker's plan balance. This includes
any adjustments that are made during the year.

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 Module 8: Reports and Inquiries
Demonstration: Adjusting a Form W-2 Box
Amount
This demonstration shows how to use the Form W-2 box adjustments
inquiry to enter adjustments to the amounts report on a worker's Form
W-2.

Demonstration Steps

1. Create the adjustment record.

a. Click Payroll > Inquiries > Form W-2 box
adjustments.
b. Click New.
c. In the Worker fields, select the worker that you are
making an adjustment for.
d. In the Date field, enter a date to identify the reporting
period that you are making an adjustment in.
e. In the Form W-2 box number field, select the box that
you are adjusting.

In the Amount field, enter the amount to adjust the Form W-2 box by.
You can enter a positive or negative amount.

Reports
Microsoft Dynamics AX includes six payroll-related reports. The
Reports section of the Payroll area page also includes one form that
is used to generate an electronic file for Form W-2 reporting.

You can use the register-type reports to review worker payments,

benefits, and the taxes for all workers that are included in a payroll run
for a specific pay period. Additional reports are used to reconcile and
create W-2 forms that are used to report to the Internal Revenue
Service (IRS).

Pay Statements
You can use the Pay statements report to print pay statements any
time after the payments are issued.

On the Report parameters form, you can select the pay cycle, pay
period, and the payment disbursement method to include in the report.
You can also use the Query form to filter the printed pay statements.
For example, you can filter the pay statements by worker, payment
number, batch, and payment date.

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Payroll in Microsoft Dynamics® AX 2012 R2

FIGURE 8.4:PAY STATEMENT REPORT

Benefit Register
You can print the Benefit register to view a list of the benefit
deduction and employer contribution amounts, the hours for the pay
cycle and the pay period that you specify. You can use this report to
validate the benefit amounts that are calculated during the payroll
process.

To include the earnings hours and to report only amounts, select the
Print earning basis detail check box. For garnishments, you can
include the associated court case number by selecting the Print court
case number check box.

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You can select to print the register in a summarized or detailed format

by using the Print in summary or detail field on the Report
parameters form. The summary version of the report lists deductions
and employer contributions for each benefit plan and option. The
detailed version lists the deductions and contributions for every worker
that is enrolled in each benefit plan and option.

FIGURE 8.5:BENEFIT REGISTER

Worker Payment Register

You can print the Worker payment register to review the gross and
net pay, deductions, and contributions on each pay statement that is in
the range of the pay periods that you select. You can use this report to
view payroll totals before you issue payments for a pay period. If a
check payment is issued from a pay statement, the check number is
also listed on the report.

Best Practice: You can use this payroll report each pay period to
validate data and to approve pay runs.

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Payroll in Microsoft Dynamics® AX 2012 R2

FIGURE 8.6:WORKER PAYMENT REGISTER

Tax Reports
The Tax report group includes reports that are used to pay period tax
calculations and to print W-2 forms. Click Payroll > Reports > Tax to
access the payroll tax reports.

You can print the Tax register to validate the tax amounts that are
calculated during the payroll process.

Form W-2 Reports

Every organization must create a W-2 for each of its workers to report
wages and taxes that have been withheld. To support this IRS
reporting requirement, Microsoft Dynamics AX includes the three
following reports:

 Form W-2 reconciliation report to balance Form W-2s and

validate the amounts before you issue Form W-2s to the
workers.
 Form W-2 report to print the W-2 that you will issue to the
worker. You must print the report on specially formatted
Form W-2 paper before you issue the W-2 to the worker.
 Electronic Form W-2 report to generate an electronic W-2
file to submit to the IRS to report the worker’s wages and
withholdings.

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Demonstration: Printing a Tax Register

This demonstration shows how to print a Tax register report.

Demonstration Steps

1. Open the Report parameters form and select the dates to

report on.
a. Click Payroll > Reports > Tax > Tax register.
b. In the From field, select the start date in the range to
report on.
c. In the To field, select the last date in the range.
d. Optionally, select the Print social security number
check box to print the worker's social security number
on the report.

2. Optionally, select a specific tax code to report on and run

the report.
a. In the Tax code area, click Select to open the query
form.
b. Use the Criteria field to select a specific tax code to
report on. For example, select USA-WA-ER_SUTA to
report only tax transactions for the Washington State
Unemployment Tax code.
c. Click OK to close the query form.
d. Click OK to run the report.

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Module Review
In this module, you learned how to use inquiries and reports to review
and adjust payroll information. When you print reports, this can help
validate that the payroll calculations are what you expect before you
continue to process a payroll run.

You also learned how to generate the Form W-2s for the workers in the
organization. You can adjust Form W-2 box amounts by using the
Form W-2 box adjustments inquiry and you can print or generate
the form by using the tax reports that are available on the Payroll
area page.

Test Your Knowledge

Test your knowledge with the following questions.

1. Which report would be most helpful when you try to review pay,
tax, and benefit amounts on every pay statement that is included
in a payroll?

( ) Tax register

( ) Pay statements

( ) Benefit register

( ) Worker payment register

2. From which inquiry can you manually enter a tax transaction for a
worker?

( ) Form W-2 box adjustments

( ) Tax transaction history summary

( ) Tax transaction history detail

( ) None of these options

3. The Form W-2 box adjustments inquiry lists the amounts reported
on Form W-2 for all workers in the pay cycle that you specify.

( )True

( )False

4. You can print the Pay statements report as frequently as is

necessary.

( )True

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( )False

Test Your Knowledge Solutions

Module Review and Takeaways
1. Which report would be most helpful when you try to review pay,
tax, and benefit amounts on every pay statement that is included
in a payroll?

( ) Tax register

( ) Pay statements

( ) Benefit register

(√) Worker payment register

2. From which inquiry can you manually enter a tax transaction for a
worker?

( ) Form W-2 box adjustments

( ) Tax transaction history summary

(√) Tax transaction history detail

( ) None of these options

3. The Form W-2 box adjustments inquiry lists the amounts reported
on Form W-2 for all workers in the pay cycle that you specify.

( )True

(√) False

4. You can print the Pay statements report as frequently as is

necessary.

(√) True

( )False

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