IdealWare Online Users Manual

PR4-15 P/R MAINTENANCE
31198 Vacation Pay Summary File Maintenance

 

PURPOSE

 

The vacation pay summary file maintenance program allows you to record and modify earnings and rates related to the calculation and payment of vacation pay.

 

V/P Summary File Maintenance is accessed from:

  • Main Payroll menu.

 

PROCEDURE

 

Select V/P Summary File Maintenance from the Main Payroll menu. The maintenance screen is displayed.

 

PAYROLL VACATION PAY SUMMARY FILE MAINTENANCE DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│Jul16/07                 THE IDEAL COMPUTER GROUP INC.                          â”‚
│                           VACATION PAY SUMMARY FILE                            â”‚
│────────────────────────────────────────────────────────────────────────────────│
│     EMPLOYEE CODE       _____                                                  â”‚
│     RECORD TYPE                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│   1 REGULAR HOURS                       7 DATE OF LAST ENTRY                   â”‚
│   2 OVERTIME HOURS                      8 V/P RATE AT LAST ENTRY               â”‚
│   3 OTHER HOURS                         9 PAY RATE AT LAST ENTRY               â”‚
│                                                                                â”‚
│        TOTAL HOURS                     10 VACATION PAY EARNED                  â”‚
│                                        11 VACATION PAY RELEASED                â”‚
│   4 REGULAR EARNINGS                   12 VACATION PAY ACCRUED                 â”‚
│   5 OVERTIME EARNINGS                                                          â”‚
│   6 OTHER EARNINGS                     13 VACATION HOURS TAKEN                 â”‚
│                                        14 LAST VAC'N HOURS TAKEN               â”‚
│        TOTAL EARNINGS                                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
EMPLOYEE CODE

 

Enter the code of the employee to process.

 

[F2] to scan employee codes.

 

[F4] to exit to menu.

 

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


RECORD TYPE

 

"C" for current payroll(s) only.

 

"H" for history (updated) payrolls only.

 

If you enter a record type that does not exist for this employee you will be prompted whether or not you wish to ADD the record type. See ADD A RECORD TYPE.

 

If you enter a record type for the employee specified which is currently on file the system will prompt whether or not you wish to modify or delete the record. See MODIFY AN EXISTING RECORD.

 

 

 

ADD A RECORD TYPE

 

If you enter a record type that does not exist for the employee specified the system will prompt whether or not you wish to add a new record type:

 

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

 

[Enter] to aadd a new record type.

 

The program will step you through each field. See FIELDS. Once all the fields have been entered, the following prompt is displayed.

 

 

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

 

[Enter] to accept the data fields and update the file.

 

[F2] to modify data fields.

 

See MODIFY AN EXISTING RECORD.

 

 

[F4] to not add new code.

 

The display is cleared and the cursor positioned in the EMPLOYEE CODE field.

 

 

[F2] to not add the new record.

 

You are returned to the EMPLOYEE CODE field where may enter a different employee code or press [F4] to exit.

 

 

 

MODIFY AN EXISTING RECORD

 

If you enter a record type for the employee specified which is currently on file the system the following prompt is displayed.

 

# TO =MODIFY   D=DELETE   F4=END:

 

Enter the number of the data field to modify.

 

After modifying the field value press [Enter] to accept the changes. This prompt is again displayed and you may enter another field to modify or press [Enter] again to update the modifications.

 


[Enter] for modifications complete.

 

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

 

[Enter] to update modifications.

 

[F2] to make additional modifications.

 

[F4] to cancel all modifications and revert to original values.

 

The display is cleared and the cursor is positioned in the EMPLOYEE CODE field.

 

 

"D" to delete the record.

 

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

 

"Y" to delete the record.

 

This clears the employee's vacation pay CURRENT or HISTORY file, depending on which file type you selected.

 

 

"N" to not delete the record.

 

[F4] to exit to menu.

 

Example Payroll Vacation Pay Summary Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Jul16/07                 THE IDEAL COMPUTER GROUP INC.                          â”‚
│                           VACATION PAY SUMMARY FILE                            â”‚
│────────────────────────────────────────────────────────────────────────────────│
│     EMPLOYEE CODE       CEDJA  CEDAR, JAMES                                    â”‚
│     RECORD TYPE         C  CURRENT                                             â”‚
│────────────────────────────────────────────────────────────────────────────────│
│   1 REGULAR HOURS             .00       7 DATE OF LAST ENTRY       Oct27/02    â”‚
│   2 OVERTIME HOURS            .00       8 V/P RATE AT LAST ENTRY       6.00    â”‚
│   3 OTHER HOURS          1,760.00       9 PAY RATE AT LAST ENTRY      23.75    â”‚
│                                                                                â”‚
│        TOTAL HOURS       1,760.00      10 VACATION PAY EARNED      2,074.74    â”‚
│                                        11 VACATION PAY RELEASED    1,501.00    â”‚
│   4 REGULAR EARNINGS          .00      12 VACATION PAY ACCRUED     2,333.74    â”‚
│   5 OVERTIME EARNINGS         .00                                              â”‚
│   6 OTHER EARNINGS      34,899.02      13 VACATION HOURS TAKEN     2,288.00    â”‚
│                                        14 LAST VAC'N HOURS TAKEN        .00    â”‚
│        TOTAL EARNINGS   34,899.02                                              â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│# TO =MODIFY   D=DELETE   F4=END:  __                                           â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

Fields can be edited unless indicated otherwise.

 

1 REGULAR HOURS

 

Displays the year to date total regular hours worked.

 

2 OVERTIME HOURS

 

Displays the year to date total overtime hours worked.

 

3 OTHER HOURS

 

Displays the year to date total "other" hours worked.


TOTAL HOURS

 

Calculates and displays the total of all hours worked.

 

This field can not be edited.

 

 

4 REGULAR EARNINGS

 

Displays the year to date total regular earnings.

 

5 OVERTIME EARNINGS

 

Displays the year to date total overtime earnings.

 

6 OTHER EARNINGS

 

Displays the year to date total "other" earnings.

 

TOTAL EARNINGS

 

Calculates and displays the total of all earnings.

 

This field can not be edited.

 

 

7 DATE OF LAST ENTRY

 

Displays the date of last earnings entry.

 

This field defaults to the current system date.

 

 

8 V/P RATE AT LAST ENTRY

 

Displays the rate to calculate vacation pay.

 

This is based on the last earnings entry and defaults to the value configured in the employee maintenance program.

 

 

9 PAY RATE AT LAST ENTRY

 

Displays the rate of regular pay.

 

This is based on the last earnings entry and defaults to the value configured in the employee maintenance program.

 

 

10 VACATION PAY EARNED

 

Displays the year to date total vacation pay earned.

 

11 VACATION PAY RELEASED

 

Displays the year to date total vacation pay released.

 

12 VACATION PAY ACCRUED

 

Displays the total vacation pay accrued.

 

This total includes any carry over from previous year(s).

 

 

13 VACATION HOURS TAKEN

 

Displays the year to date total vacation hours taken.

 

14 LAST VAC'N HOURS TAKEN

 

Displays the last vacation hours taken.