IdealWare Online Users Manual

PR2-06 P/R PROCESSING
31166 Register & Update

 

PURPOSE

 

The payroll register and update program permits you to print batch registers and update the payroll batch after you print your pay cheques, make direct deposits and/or print earnings statements.

 

Some prompts behave differently if you run the register and update program from within the payroll by batch program or directly from the main payroll menu. For example, the [F4] key will exit the program and return you to either the main payroll menu or the batch options menu, based on which manner you initiated the program.

 

Payroll Register & Update is accessed from:

  • Payroll by Batch program, Batch Options menu.
  • Payroll Main menu.

 

PROCEDURE

 

From the Batch Options menu of the Payroll by Batch program select Print Register then Optionally Do Update.

 

BATCH OPTIONS MENU - REGISTER AND UPDATE OPTION

┌────────────────────────────────────────────────────────────────────────────────┐
│BATCH PROCESSING OPTIONS:                                                       â”‚
│( 1)  SELECT ANOTHER BATCH                                                      â”‚
│( 2)  CHANGE BATCH DESCRIPTION                                                  â”‚
│( 3)  ABORT BATCH                                                               â”‚
│( 4)  ENTER/EDIT PAYROLL                                                        â”‚
│( 5)  VIEW PAYROLL                                                              â”‚
│( 6)  PRINT CHEQUES                                                             â”‚
│( 7)  PRINT PAYROLL JOURNAL                                                     â”‚
│( 8)  PRINT PAYROLL REPORT                                                      â”‚
│( 9)  PRINT REGISTER THEN OPTIONALLY DO UPDATE                                  â”‚
│SELECT PROCESSING OPTION: __                                                    â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

Alternatively, from the Main Payroll menu, select Payroll Register & Update.

 

The following prompts display.

 

(1) ALL BATCHES
(2) SELECTED BATCHES
** ENTER SELECTION (ENTER='1'): 1

 

[Enter] to accept the default option "1".

 

"1" to process all current batches.

 

Typically, you will have only one current batch to process, that being the current payroll period. When you select this option, the following information about the outstanding batch(es) displays.

 


    ** ALL BATCHES
    ** SELECTED BATCH: 5055
    ** SELECTED BATCH'S PAYROLL ENDING DATE: Jun24/07
    ** SELECTED BATCH'S CHEQUE DATE: Jun29/07

 

** PRESS ENTER TO CONTINUE: _

 

[Enter] to process the batch(es).

 

[F3] to return to previous field.

 

[F4] to exit and return to the menu

 

"2" to process only selected batches.

 

(1) ENTER SELECTED BATCH(S)
(2) ENTER RANGE OF BATCH(S)
** ENTER SELECTION (ENTER='1'): 1

 

[Enter] to accept the default option "1".

 

"1" to enter selected batches.

 

** ENTER SELECTED BATCH(S) (F2='ALL'):

 

Enter the numbers of the desired batches to process.

 

[F2] to process all current batches.

 

The selected options are displayed along with information about the selected batch(es).

 

 

                ** SELECTED BATCHES
                ** ENTER SELECTED BATCH(S)
                ** BATCH(S): (ALL)
                ** SELECTED BATCH: 5055
                ** SELECTED BATCH'S PAYROLL ENDING DATE: Jun24/07
                ** SELECTED BATCH'S CHEQUE DATE: Jun29/07

 

** PRESS ENTER TO CONTINUE: _

 

[Enter] to process the batch(es).

 

[F3] to return to previous prompt.

 

[F4] to exit and return to the menu.

 

[F5] to display list of current batches for selection.

 

"2" to process a range of batches.

 

** ENTER STARTING BATCH (ENTER=FIRST):

 

Enter the number of the first batch to process.

 

[Enter] to begin with the first current batch.

 

[F3] to return to previous prompt.

 

[F4] to exit and return to the menu.

 

[F5] to display list of current batches for selection.


** ENTER ENDING BATCH (ENTER=LAST):

 

Enter the number of the last batch to process.

 

[Enter] to end with the last current batch.

 

[F3] to return to previous prompt.

 

[F4] to exit and return to the menu.

 

[F5] to display list of current batches for selection.

 

The selected options are displayed along with information about the selected batch(es).

 

 

          ** SELECTED BATCHES
          ** ENTER RANGE OF BATCH(S)
          ** ENTER STARTING BATCH (ENTER=FIRST): FIRST
          ** ENTER ENDING BATCH (ENTER=LAST): LAST
          ** SELECTED BATCH: 5055
          ** SELECTED BATCH'S PAYROLL ENDING DATE: Jun24/07
          ** SELECTED BATCH'S CHEQUE DATE: Jun29/07

 

** PRESS ENTER TO CONTINUE:

 

[Enter] to continue with batch processing.

 

The selected batch(es) are listed.

 

 

[F4] to exit to the menu.

 

** INCLUDE PAYROLLS WITHOUT A CHEQUE NUMBER ? (Y/N): N

 

Cheque #'s are assigned via cheque printing, direct deposit or manual entry. This applies to the update as well (if you proceed with the update). Typically, you would select the default value of "N" here.

 

 

[Enter] to accept the default value "N".

 

"N" to not include payrolls without cheque numbers.

 

"Y" to include payrolls without cheque numbers.

 

** INCLUDE PAYROLLS WITH A ZERO OR NEGATIVE NET PAY ? (Y/N): N

 

This applies to the update as well (if you proceed with the update). Typically, you would select the default value of "N" here.

 

 

[Enter] to accept the default value "N".

 

"N" to not include payrolls with a zero or negative pay.

 

"Y" to include payrolls with a zero or negative pay.

 

** ENTER=CONTINUE (F4 TO EXIT):

 

[Enter] to proceed to the print selection menu.

 

[F4] to exit and return to menu.


PRINTER SELECTION & CONFIGURATION

┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               â”‚
│                                                                                â”‚
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10                            â”‚
│   SINGLE OR DOUBLE DENSITY ? (S,D) ............. S   SINGLE DENSITY            â”‚
│                                                                                â”‚
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):

 

"1" to change printers.

 

"2" to change the CPI and/or print density.

 

[Enter] to print.

 

[F4] to not print and exit to the menu.

 

[F5] to display a list of printers for selection.

 

After printing you have the following update options:

 

** PRESS 'R' TO REPRINT, 'U' TO UPDATE, 'E' TO END:

 

"R" to reprint the registers.

 

"U" to update the payroll batch.

 

"E" to exit without updating the batch.

 

The batch remains current.

 

 

An example Payroll Batch Register printout follows.

  



                                 THE DEMO COMPANY INC.
 Jun29/07  21:02:29                                                             PAGE: 1

                PAYROLL CHEQUE REGISTER FOR PERIOD ENDING JUNE 24, 2007

 ----------------------------------------------------------------------------------------
 EMPLOYEE                                          FOLIO     DATE      CHEQUE      AMOUNT
 ----------------------------------------------------------------------------------------
 CEDJA  CEDAR, JAMES                               1576    Nov08/02                784.56
 JACMI  JACKSON, MICHAEL                           1577    Nov08/02                718.46
 MORDE  MORGAN, DENNIS                             1578    Nov08/02                722.98
 MURPE  MURPHY, PETER                              1579    Nov08/02                791.07
 NICWI  NICKERSON, WILLIAM                         1580    Nov08/02                751.27
 OHAMA  O'HARA, MAUREEN                            1581    Nov08/02                531.15
 PHIRO  PHILIPS, ROBERT                            1582    Nov08/02                649.04
 SMIBI  SMITH, BILL                                1583    Nov08/02                846.20
                                                                               ----------
 NUMBER OF RECORDS PRINTED: 8                                                    5,794.73
                                                                               ==========




                          THE DEMO COMPANY INC.
 Jun29/07  21:02:29                                               PAGE: 1
                     GENERAL LEDGER POSTING SUMMARY

 SOURCE CODE: WP           BATCH NUMBER: 5055           G/L DATE: Jun29/07
-------------------------------------------------------------------------
  ACCOUNT     ACCOUNT                                DEBIT          CREDIT
    CODE        NAME                                 AMOUNT         AMOUNT
-------------------------------------------------------------------------

01-01-2200     PAYROLL WITHHOLDINGS PAYABLE                       1,762.33
01-01-2210     PAYROLL PAYABLE                                    5,794.73
01-01-6400     WAGES                               7,100.00
01-01-6410     EMPLOYER'S UIC/CPP CONTRIBUTIONS      173.35
01-01-6452     EMPLOYEE'S LTD PAYMENT                                45.14
01-01-7005     MISC PAYROLL EXPENSE                  328.85
                                               ------------   ------------
                                                   7,602.20       7,602.20
                                               ============   ============