Steps
to Adjust Custom FieldsNote: The following instructions are for use with the Iowa BEDS Report option, which is available for Iowa school districts only, to copy the data for Primary School, Folder, District Experience, Total Experience, and/or Highest Degree to the appropriate fields in the Employee File. When completing the Transfer Data to Employees option, any information previously entered for the selected data in the specified fields within the Employee File will be overwritten.
From the Payroll screen, select the Government Reporting menu and then Iowa BEDS Report.
At the Iowa BEDS Report screen, click the Report Options tab and verify the applicable fields are completed for the desired data to be transferred:
Primary School: Click the down-arrow button for the Primary School field to select the correct referenced custom field defined in the Employee File to track the primary school (building) for the employees.
Folder: Click the down-arrow button for the Folder field to select the correct text custom field defined in the Employee File to track the folder number of the certified employees.
Highest Degree: Click the down-arrow button for the Highest Degree field to select the correct referenced custom field defined in the Employee File to track the highest degree earned by the employees.
Note: A custom field must be specified for the field in order to transfer the particular data. Also, if the Use Human Resources field is selected for the Folder or Highest Degree field, the data will not be transferred. If needed, also complete the Fiscal Year End and System Key fields in order to save any changes.
Select the Options menu and then Transfer Data to Employees.
At the Transfer Data to Employees screen, select the fields for the data to transfer. A checkmark will appear in the box if the field is selected.
Note: If a custom field was not specified for a particular field (in Step 2), or the Use Human Resources field was selected (if applicable), the Primary School, Folder, and/or Highest Degree field will be disabled and cannot be selected to transfer.
Tip: If the District Experience field is selected, the data will be transferred into the Years of Service (Internal) field. If the Total Experience field is selected to be transferred, the Years of Service field is enabled; click the down-arrow button for the Years of Service field to designate into which Years of Service field (External in State or External Out of State) the value for the Total Experience less the District Experience should be transferred.
Click the Execute button to continue the transfer.
Once the data has been transferred, a message will appear in the status bar.
Click the X in the upper right-hand corner to close the screen.
Edit or adjust the fields in the Employee File as needed for those employees who had data transferred, as the data imported and transferred contained information for last year and may need to be updated to reflect the current year.
Note: If desired, use the Adjust Custom Fields option to update the data in a custom field for a group of employees. If needed, complete the Increment Years of Service option to update the Years of Service (Internal) field on the Employment screen in the Employee File.