Ideal Online Documentation

31183 P/R MAINTENANCE
PR4-02 Department Maintenance

 

PURPOSE

 

The department maintenance program is used to add, modify and delete department codes. The department code is a three digit numerical code assigned to department categories of the company. The system must include at least one department and all employees must be assigned to a department.

 

Department Maintenance is accessed from:

  • Payroll Super User menu.

 

PROCEDURE

 

Select Department Maintenance from the Payroll Super User menu. The cursor will be positioned in the DEPARTMENT CODE field.

 

PAYROLL DEPARTMENT MAINTENANCE SCREEN DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│Jul06/07                 THE IDEAL COMPUTER GROUP INC.                          â”‚
│                         PAYROLL DEPARTMENT MAINTENANCE                         â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
│     DEPARTMENT CODE                    ___                                     â”‚
│                                                                                â”‚
│   1 DEPARTMENT DESCRIPTION                                                     â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
DEPARTMENT CODE

 

Enter the department code you wish to add, modify or delete.

 

To add a new code see ADD A CODE. To modify or delete an existing code see MODIFY AN EXISTING CODE.

 

 

[F2] to scan through existing codes.

 

[F4] to exit to menu.

 

[F5] to display list of department codes for selection.

 


ADD A CODE

 

If you enter a code which is not defined the following prompt displays.

 

** NOT ON FILE. DO YOU WANT TO ADD ? (ENTER=YES/F2=NO):

 

[Enter] to add a new code.

 

The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt is displayed:

 

 

** OK TO UPDATE? (ENTER TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept and update.

 

[F2] to modify.

 

See MODIFY AN EXISTING CODE below.

 

 

[F4] to not add the code and return to CODE field.

 

[F2] to not add a new code.

 

You may enter a different NEW code, an existing code or press [F4] to exit.

 

 

 

 

MODIFY AN EXISTING CODE

 

If you enter an existing code the following prompt is displayed.

 

** ENTER LINE # TO MODIFY, D=DELETE, ENTER=CONTINUE:

 

Enter the number of the field you wish to modify.

 

[Enter] to clear the display and return to the CODE field.

 

Once you have modified the field data (see FIELDS below) press [Enter] to return to this prompt where you may enter the number of additional fields to modify or press [Enter] again to end modifications.

 

 

[Enter] when modifications are complete.

 

** OK TO UPDATE? (ENTER=UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept changes and update.

 

The file is updated and you are returned to the CODE field.

 

 

[F2] to make additional modifications.

 

You are returned to the FIELD NUMBER prompt above.

 

 

[F4] to cancel changes and return to CODE field.

 

"D" to delete the code.

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the code.

 

"N" to not delete the code.

 

Example Payroll Department Maintenance Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Jul06/07                 THE IDEAL COMPUTER GROUP INC.                          â”‚
│                         PAYROLL DEPARTMENT MAINTENANCE                         â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
│     DEPARTMENT CODE                    000                                     â”‚
│                                                                                â”‚
│   1 DEPARTMENT DESCRIPTION             GENERAL DEPARTMENT                      â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** ENTER LINE # TO MODIFY, D=DELETE, ENTER=CONTINUE:  _                         â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

1. DEPARTMENT DESCRIPTION

 

Enter the description for the department code.

 

You can enter up to 35 alpha/numeric characters.