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Employee Self Service W-2 in Microsoft Dynamics GP 2015 R2

Microsoft Dynamics GP 2015 R2 Features

Self Service User Type/Employee Self Service View and Print W-2 Features

A huge request Microsoft was getting from its customers was to have the ability to limit users to only a few features in the software. The Self Service User Type has been added with the updated Microsoft Dynamics GP 2015 R2. This is a less expensive option, which enables limited users to do tasks like enter payroll time, entering project time and expenses, and creating purchase requisition. The Self Service User Type was available for purchase before it was implemented into the product with the release of Microsoft Dynamics GP 2015 R2. Before 2015 R2, Self Service users were set up as Limited users with the understanding these users would only have access to the ESS Security Roles and Tasks. With the Release of Microsoft Dynamics GP 2015 R2, Self Service users originally created as Limited users can be switched to the Self Service user type appropriately.

The Self Service User Type has been added to the User Setup window with the release of Microsoft Dynamics GP 2015 R2. Open the User setup window by clicking on the Administration area pane, select Setup, and then click User under System:

 

The following steps can be used to assign the Self Service User Type to a new or existing user:

  1. Open the User setup window by clicking on the Administration area pane, select Setup, and then click User under
  2. Next to User ID enter a new User ID or select an existing User ID.
  3. In the User Name field, enter a name for the new user if applicable.
  4. Select‘Self Service for the User Type.
  5. Enter/confirm a password for the user.
  6. Click Save, and close the window.

Note: The POWERUSER role must be unmarked in the User Security Setup window prior to assigning the Self Service User Type.

If POWERUSER is marked in the User Security Setup window in association with the user in question: When you change that user to the Self Service user type, the following error will occur prompting you to ‘unmark‘ the POWERUSER role:

 

Self Service Users may have access to the following Self Service features (depending on security access granted):

Features Added in Microsoft Dynamics GP 2013 R2:

  • Purchase Requisition
  • Payroll Time card
  • Project Time sheet
  • Home Page Parts

Features Added with Microsoft Dynamics GP 2015:

  • Employee Profile
  • Paystubs
  • W4
  • Benefits
  • Direct Deposit
  • Skills and Training
  • Project Expense

Feature Added with Microsoft Dynamics GP 2015 R2:

  • W2

In Microsoft Dynamics GP 2015 R2, new window that can be accessed in the Time Management content pane by Self Service employees, was added that enables the user to Print/View their W-2. The Self Service employee will be able to print their own W-2 with the most current boxes and labels.

 

 

 

 

 

Some employers will want the ability to print all W-2 forms for employees who haven’t already printed their own W-2s. A new option was added that enables the user exclude printing W-2s that a Self Service employee has already printed themselves. This option will be listed in the Print W-2 Forms window (Tools>>Routines>>Payroll>>Print W-2s). There will be a checkbox under the ‘Print: W-2 Forms’ radio button which will be labeled ‘Exclude ESS Printed W-2’.

 

 

 

You Need to be on Dynamics GP 2015 R2 to take advantage of these updates


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