Hiding the Payroll in MoneyWorks Gold

Q: How do I hide the Payroll transactions from other users?

Even though MoneyWorks does not include a Payroll Module with all the deductions and withholdings that you are required to make, you can as explained in detail, process payroll in MoneyWorks (See Processing Payroll in Canada or Processing Payroll in the USA). If processing payroll is the most often asked question, the second most asked would be how do I hide the payroll transactions from prying eyes.

So here’s one way to do it.

As you are aware there are no magic buttons that you can press that prevent one transaction from appearing on the transaction lists, nor anyway to prevent the history of transactions to appear under the Names records, unless you prevent a user from seeing Names, which usually prevents them from doing their job.

So the first rule is do not make Payroll Payments out to a coded Names Records. Instead make Payroll Payments this way, using the To Field to enter the employees Name.

Note: Clicking the right facing arrow to the left of the To Field opens the address boxes and allows you to enter their Address etc. if you want that to appear on the cheque/check etc. Besides people tend to overuse the Names codes. Remember you only have to use a Name Code if you want to keep a history by name code.

By just using the To field, the payroll payments will no longer be available through Names records and you can still find and search and create reports on the payments made to employees via your Transactions Lists.

However so can other users, unless we hide them on their transactions list. So the next rule is to create a special Payroll User that you as the Administer log in as, when doing the Payroll.

Eg. As the Administrator go to the File menu at the top of your computer screen (or the MoneyWorks Window on a PC) and Select Sharing & Users.The PassWord Control Window below will open. Highlight your Admin Name and click the Duplicate Icon and create a Payroll user, assigning a User Name, Initials and Password to be used when doing Payroll e.g. Payroll user below with the initials of “pay”….

Click Ok to close the User Privileges window and click Done to close the PassWord Control window and then switch to the new Payroll user via the File Menu > Switch User.

Enter your Payroll as normal and it will appear in your Transaction list, e.g. Red Payment below.

Complete the Payroll with other cheques/checks etc. and then Switch back to your regular Administrator ID.

The reason for switching to a special ID to enter Payroll entries is that MoneyWorks keeps track of who entered what transaction, by initials. So by setting a Filter on the regular Users Transaction List you can hide transactions created by certain users, in this case the Payroll user. However your other entries, using your regular Admin ID would be listed, but the Payroll entries would not.

Create a Filter

The next step is create the Filter. Go to the Payments Transaction List [Red Arrow , Select Edit [Blue Arrow] under the Display All Filter button [Green Arrow}, The Filter Functions window [Purple Arrow} will Open, Click the New icon {Orange Arrow], opening the Calculation window Black arrow]. Type the following calculation: If (EnteredBy  <>  “pay”, Type=”@”, ” “) as shown below in the red box. Then assign the Filter a name [Yellow Arrow} e.g. Find All, as that is the only function the button will have for the user, although it will really only find all except entries made by initial “pay”, but you might not want to run it in their face. Then choose Filter is for All views for this File [Grey Arrow] Which saves you recreating it 10 times.
MoneyWorks Support on Filters
Clock OK to the Calculation window and Done to the Filter Functions window.

Adding the Filter to the User’s machine.

Transaction list filters have to be assigned on the user’s machine, when logged into their under the user’s ID. So log onto the Users machine using their password and under all Transactions lists {Payments, Receipts, Purchase Invoices, Sales Invoices, Journals, Unposted, Posted, Payable, Receivable, Entered Today, plus ll plus the Recents listed under Transactions by Period) choose the new Find All filter from the Display All Filter button.
You will notice on the payments window {since we have a Payment that was created using the PayRoll ID and therefore the initials “pay” that when the new “Find All” filter [Blue Arrow} is chosen the Red payment to Tom Smith that was listed under Display All {Green Arrow] is no longer listed and the list is actually showing 363 of 364 transactions [Red Square].

Preventing the user from changing Filters.

The last step is to log out as the user and log back in as the Administrator. Open the User’s privileges File menu >  Sharing & Users. The PassWord Control window [Red Arrow] will open. Double Click the User’s Name [Blue Arrow] and their User Privileges window [Orange Arrow] will open. Move the sliding bar to the bottom of the list [Black Arrow} and uncheck the Select Filters privilege [Purple Arrow].
Click Ok to close the User Privilege Window and click Done to close the Password Control window. If you are doing this from the Users machine, make sure you Quit MoneyWorks so that the user does not end up using your password :).

Summary

Using this method, all we have taken away is the user’s ability is to select predefined filters. However they can still do Finds by date or name or many other fields which will perform all of the functions that were in the filters, but none of those finds will ever list a transaction that was created by the user “pay” and therefore in this example they will not see Tom Smith’s payroll payment.
Of course if you enter Payroll by Journals, you would just take away the Journal privilege (see Hiding Journals).
Also remember if your user has access to account enquiries as a privilege they could if determined look at the movements to the wages account. So you might want to limit their ability to do account enquiries in the privileges also. However if you do not trust them enough that they can see the payroll, they shouldn’t have access to account enquiries anyway.
I hope that you found this article helpful. For more information MoneyWorks training and./or support options go to www.moneyworkssupport.ca.

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