Ideal Online Documentation

31163 P/R PROCESSING
PR2-02 Enter/Edit Payroll

 

PURPOSE

 

The enter/edit payroll program allows you to enter and modify the amounts posted to the various income, deduction and benefit fields of an employee's current payroll. The program will automatically update all affected payroll calculations based on the new amounts entered.

 

Enter/Edit Payroll is accessed from:

  • Payroll Main menu.

 

PROCEDURE

 

When you select Enter/Edit Payroll from the Main Payroll menu the following prompts display defaulted to the current payroll batch and deductions option.

 

Example Payroll Current Batch display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Jun29/07                 THE IDEAL COMPUTER GROUP INC.                          â”‚
│                                 PAYROLL ENTRY                                  â”‚
│                                                                                â”‚
│** PAYROLL STARTING DATE (ENTER=Jun24/07): Jun24/07  JUNE 24, 2007              â”‚
│                                                                                â”‚
│** PAYROLL ENDING DATE (ENTER=Jun24/07): Jun24/07  JUNE 24, 2007                â”‚
│                                                                                â”‚
│** PAYROLL CHEQUE DATE (ENTER=Jun29/07): Jun29/07  JUNE 29, 2007                â”‚
│                                                                                â”‚
│** DEDUCT MONTHLY DEDUCTIONS THIS PAY ? (Y/N): N                                â”‚
│                                                                                â”‚
│** THE PAYROLL ENDING Jun24/07 HASN'T BEEN UPDATED. CONTINUE ? (Y/N): _         â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│F3=BACKUP, F4=EXIT                                                              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** THE PAYROLL ENDING MmmDD/YY HASN'T BEEN UPDATED. CONTINUE ? (Y/N):

 

"Y" to edit the payroll batch.

 

See PROCEDURE - EDIT PAYROLL.

 

 

"N" to exit to the menu.

 

[F3] to re-enter previous data field.

 

The program defaults to the current payroll period, but you may change any of these fields by pressing [F3] and entering the desired options.

 

 

[F4] to exit to the menu.

 


PROCEDURE - EDIT PAYROLL

 

When you continue to edit payroll the payroll entry screen displays. On this screen you can edit the existing entries in a payroll batch or make additional entries. Typically, payroll batches are created automatically based on weekly payroll data maintained in your employee maintenance program and you will use the edit payroll program simply to make only minor changes. You may use this program to run test payrolls to verify that payroll data entered in the employee maintenance program is correct. This program is also used for manual payroll entry from the payroll by batch program.

 

PAYROLL ENTRY SCREEN DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│Jun29/07                 THE IDEAL COMPUTER GROUP INC.         P/R DATE Jun24/07│
│                                 PAYROLL ENTRY                                  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│EMPLOYEE: _____                                              PAY RATE           â”‚
│   FOLIO:                     TD1 EXEMPTION                  HOURLY RATE        â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│   HOURS/CODE       PAY RATE                              AMOUNT                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│ENTER EMPLOYEE CODE                                                             â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
ENTER EMPLOYEE CODE

 

Enter the code of the employee whose payroll you wish to edit.

 

[F4] exit to the menu.

 

[F5] to display list of employees for selection.

 

 

EMPLOYEE INQUIRY

┌────────────────────────────────────────────────────────────────────────────────┐
│─────────────────────────────< GENERAL INQUIRY >────────────────────────────────│
│Oct31/02                ***** BY STATUS/EMPLOYEE *****                16:57:09  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│   STAT  CODE   SURNAME          FIRST NAME INIT DIV  DEP  GROUP PROV           â”‚
│────────────────────────────────────────────────────────────────────────────────│
│ 1   A   CEDJA  CEDAR            JAMES           000  000  GEN    BC            â”‚
│ 2   A   JACMI  JACKSON          MICHAEL     R   000  000  GEN    BC            â”‚
│ 3   A   MORDE  MORGAN           DENNIS      O   000  000  GEN    BC            â”‚
│ 4   A   MURPE  MURPHY           PETER       F   001  000  GEN    BC            â”‚
│ 5   A   NICWI  NICKERSON        WILLIAM     S   000  000  GEN    BC            â”‚
│ 6   A   OHAMA  O'HARA           MAUREEN     M   000  000  GEN    BC            â”‚
│ 7   A   PHIRO  PHILIPS          ROBERT          000  000  GEN    BC            â”‚
│ 8   A   SMIBI  SMITH            BILL        X   000  000  GEN    BC            â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** SELECT INQUIRY OPTION (F12 FOR OPTIONS); F4 TO EXIT INQUIRY: ___             â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** SELECT INQUIRY OPTION (F12 FOR OPTIONS);F4 TO EXIT INQUIRY:

 

Enter line number of employee to process and press [Enter].

 

[Enter] to display the next screen.

 

[F3] to display the previous screen.

 

[F4] to exit the inquiry.

 

[F12] to display the general inquiry options

 

See 29114 GENERAL INQUIRY.

 

 

After entering the desired employee code or selecting the employee from the inquiry, the employee's code, name, pay rate and outstanding folio(s) are displayed:

 

EMPLOYEE: CEDJA   JAMES  CEDAR               PAY RATE    950.00

 

EXISTING FOLIOS:  1568

 

The following prompt displays.

 

ENTER FOLIO NUMBER, OR PRESS ENTER FOR NEW FOLIO

 

Enter the desired folio number.

 

[Enter] to create a new folio number.

 

For example, if you wished to create an additional pay for this employee.

 

 

After you select a folio the payroll data for the selected employee is displayed.

 

Example Payroll Entry/Editing Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│ Jun29/07        PAYROLL ENTRY FOR The Ideal Computer Group Inc.                â”‚
│ PAYROLL CRITERIA: [PAYROLL DATE: Jun24/07] [NO MONTHLY E&D'S] [NON-BATCH MODE] â”‚
│────────────────────────────────────────────────────────────────────────────────│
│EMPLOYEE: CEDJA  CEDAR, JAMES                        RATE: 950.00    TD1: 7,634 â”‚
│DIV: 000  DEP: 000                    IN PROGRESS:  1568                        â”‚
│────────────────────────────────────────────────────────────────────────────────│
│FOLIO: 1568  PAY: Jun24/07  CHQ#:         DATE: Jun29/07  SOURCE: WP5051        â”‚
│===== HOURS/EARNINGS ====  ======= DEDUCTIONS ======  ======== BENEFITS ======= â”‚
│001 SAL HRS         40.00  050 INC TAX        197.08  100 EI              29.26 â”‚
│002 REG HRS          0.00  052 E.I.            20.90  101 CPP             41.49 â”‚
│003 O/T HRS          0.18  053 C.P.P.          41.49  102 RRSP NT          0.00 â”‚
│004 B.OT HR          0.18- 076 LTD              5.97  120 MSP TX           0.00 â”‚
│005 VAC HRS          0.00  077 LIFE             0.00  121 LIFE TX          0.00 â”‚
│006 STAT HR          0.00  078 LTD 2            0.00                            â”‚
│007 SICK HR          0.00  086 GARNT            0.00                            â”‚
│014 EI HR           40.00  099 V/P W-E         57.00                            â”‚
│015 SAL PAY        950.00                                                       â”‚
│F7=MORE                    F8=MORE                    F9=MORE                   â”‚
│REGULAR RATE        23.75  OVERTIME RATE       23.75  TOT BENEFITS        70.75 â”‚
│GROSS PAY          950.00  DEDUCTIONS         265.44  CPP EARNINGS       950.00 â”‚
│TAXABLE INCOME     950.00  NET PAY            684.56  EI EARNINGS        950.00 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** A=ACCEPT AS IS, B=BYPASS, C=CREDIT, D=DELETE, M=MODIFY: ___                  â”‚
│   F7=VIEW EARNINGS, F8=VIEW DEDUCTIONS, F9=VIEW BENEFITS (ALONE OR AFTER CODE) â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** A=ACCEPT AS IS, B=BYPASS, C=CREDIT, D=DELETE, M=MODIFY: ___
   F7=VIEW EARNINGS, F8=VIEW DEDUCTIONS, F9=VIEW BENEFITS

 

"A" to accept all amounts as displayed.

 

The batch data is updated and the screen cleared.

 


"B" to return to the EMPLOYEE CODE field.

 

No data is affected and the screen is cleared.

 

 

"C" to reverse all values.

 

You are then given the options of accepting or bypassing the new values.

 

 

"D" to delete all values.

 

You are NOT prompted to confirm the deletion.

 

 

"M" to modify specific values.

 

The following prompt displays.

 

 

** PAYROLL CODE (CODE + F1 = DISPLAY FROM THIS CODE):  ___

 

Enter the payroll code of the value you wish to modify.

 

After making changes to as many fields as you desire (see FIELDS below), you are then given the options of accepting or bypassing the new values.

 

 

[F7] to view additional earnings that are not displayed.

 

[F8] to view additional deductions that are not displayed.

 

[F9] to view additional benefits that are not displayed.

 

 

FIELDS

 

The payroll data fields and the codes corresponding to each data field are fully user defined.

  • Company Maintenance (See 31182 Company Maintenance).
  • Employee Maintenance (See 31184 Employee Maintenance).