Steps to Export GridNote: If needed, before completing the Iowa Public Employment Relations Board Report option, define a custom field for Work Phone Number (text custom field); then complete the custom field in the Employee File for the applicable employees. The Work Phone Number field only needs to be defined and completed if one or more employees have a work phone number that is different than the default one entered when generating the report.
From the Payroll screen, select the Government Reporting menu and then Iowa Public Employment Relations Board Report.
Generating the Report:
At the Iowa Public Employment Relations Board Report screen, click the Report Options tab to complete the information.
Enter the name of the school district in the Employee Organization field, if desired. The name can be alphanumeric and up to 100 characters long.
Enter the unique bargaining unit number assigned by the Iowa Public Employment Relations Board in the Bargaining Unit Number field, if desired. The name can be alphanumeric and up to 100 characters long.
Click the down-arrow button for the Work Phone Number field to select the correct text custom field defined in the Employee File to track a work phone number if different than the default.
Enter the work phone number to use as the default in the Default field. The phone number entered here will be used for those employees where the Work Phone Number custom field was left blank (or if the custom field was not created).
Click the Save button.
Click the Pay Groups tab to select the pay groups to include on the report.
Note: The pay groups defined (within the Pay Group File) to be included on the Iowa Public Employment Relations Board Report are selected by default, but can be changed if needed; if changes are made here, the changes will also be reflected in the Pay Group File.
To select a pay group, click the box under the Selected column to the left of the pay group ID. A checkmark will appear in the box if the pay group is selected.
To select all of the pay groups, click the Select All button located above the Pay Groups List.
Click the Save button.
Viewing/Editing the Report:
4. If desired, click the View/Edit Data tab to view the information on the report and make changes if needed.
Tip: To lock a column in place so that it does not move while scrolling the information in the grid, click the pushpin located to the right of the desired column heading. Once the pushpin has been selected for a column, the pushpin will appear vertical to indicate the column is locked, and the locked column will move to the left and appear in front of all unlocked columns. To unlock a column, click the pushpin again; the pushpin will appear horizontal to indicate a column is unlocked. If the screen is closed and re-opened, the settings for the pushpins will go back to the defaults.
All the active employees in the selected pay groups appear in the Report Data List.
To change any of the information for an employee, click in the desired field and then key the correct information. Only the fields that appear in white (rather than gray) can be edited. To delete an employee from the report, click the Delete button to the left of the desired employee's record.
Note: All changes will be lost once the View/Edit Data screen is closed; if any changes were made, create the file at this time in order to include the desired changes. The Job Classification field (column) reflects the job title for the employee as entered in the Position field on the Employment screen in the Employee File. The Work Email Address field (column) reflects the Business Email Address as entered on the Name & Address Screen in the Employee File, or else Unknown if the Business Email Address is not entered for the employee. The Personal Email Address field (column) reflects the Personal Email Address as entered on the Name & Address Screen in the Employee File, or else Unknown if the Personal Email Address is not entered for the employee. The Work Phone Number field (column) reflects the phone number as entered in the designated custom field in the Employee File, or the default work phone number specified on the Report Options screen if the custom field is blank or the custom field was not created, or else Unknown if the custom field is blank and a default phone number was not specified. The Personal Phone Number field (column) reflects the home phone number as entered on the Name & Address Screen in the Employee File, or the cell phone number if there is not a home phone number entered in the Employee File, or else Unknown if there is neither a home or cell phone number entered for the employee in the Employee File.
Tip: To only include employees on the report with a certain value for a particular referenced custom field, change the filters so that only the desired employees appear and then create the file at this time.
To export the data shown in the Report Data List on the View/Edit Data screen into a file in order to open and print the report (such as in Microsoft® Excel), if desired, complete the Export Grid option (accessed from the File menu).
Note: The file created with the Export Grid option is not the file to submit to the Iowa Public Employment Relations Board as it is not using the correct required file format/layout.
Creating the Report File:
5. Select the Options menu and then Create Report File.
6. At the Create Report File screen, select the desired path (drive and folders) for the destination location and click the Save button. The system will default to the location that was last specified.
Note: Do not change the name of the file.
7. A message will appear in the status bar on the screen to show that the file was created.
8. Submit the report file to the Iowa Public Employment Relations Board following their instructions.
9. Click the X in the upper right-hand corner to close the Iowa Public Employment Relations Board Report screen.