IdealWare Online Users Manual

PR2-04 P/R PROCESSING
31349 Print Cheques/Statements

 

PURPOSE

 

The print cheques/statements program prints payroll cheques and/or earnings statements. The program is run as a normal part of your payroll processing routines. The program can generate a file to be transmitted to the bank to make direct deposit payments. You can use your preprinted cheques. You can choose to print earnings statements alone or in addition to cheques or direct deposit. If you will be printing cheques, some formatting of cheques is required prior to using the program. If you will be using direct deposit some additional setup is required to interface properly with your bank's supplied software. Your Ideal consultant can advise you regarding cheque formatting and direct deposit set up.

 

Some prompts behave differently if you run the cheques/statements 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.

 

Print Cheques/Statements is accessed from:

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

 

PROCEDURE

 

From the Payroll by Batch, Batch Options menu select Print Cheques/Earnings Statements. Option 6 displays the available cheques or statements actions.

 

BATCH OPTIONS MENU - CHEQUES/STATEMENTS OPTIONS

┌────────────────────────────────────────────────────────────────────────────────┐
│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 EARNING STATEMENTS                                                  â”‚
│( 6)  DO DIRECT DEPOSIT OR PRINT EARNING STATEMENTS                             â”‚
│( 6)  PRINT CHEQUES                                                             â”‚
│( 6)  PRINT CHEQUES, DO DIRECT DEPOSIT OR PRINT EARNING STATEMENTS              â”‚
│( 7)  PRINT PAYROLL JOURNAL                                                     â”‚
│( 8)  PRINT PAYROLL REPORT                                                      â”‚
│( 9)  PRINT REGISTER THEN OPTIONALLY DO UPDATE                                  â”‚
│SELECT PROCESSING OPTION: __                                                    â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

The option 6 for cheque and statement printing varies depending on how you have set up your company maintenance. The company maintenance program allows you to specify payment by cheque or direct deposit with or without an earnings statement, or earnings statements only.

 

Alternatively, from the Main Payroll menu, select Cheques/Statements.


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.

 

[F4] to exit to the menu.

 

 

It is possible to automate much of the process of selecting prompts by set up choices in the company maintenance program. See 31182 COMPANY MAINTENANCE.

 

 

 

** SELECTED BATCH(S): WP5055
** PAYROLL ENDING DATE: Jun24/07
** CHEQUE DATE: Jun29/07

** 1=PRINT CHEQUES, 2=PRINT STATEMENTS OR CREATE BANK TRANSFER FILE:

 

"1" to print pay cheques.

 

** IS THIS A RESTART ? (Y/N): N

 

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

 

"N" to indicate it is not a restart.


"Y" to restart from the last cheque that printed correctly.

 

If you begin to print pay cheques and for some reason the print run is interrupted without completing all of the cheques, you may correct the problem and restart the printing from the last cheque that printed correctly. The most common problems are paper jams and running out of preprinted cheque forms.

 

 

** EMPLOYEE CODE ON LAST GOOD CHEQUE:

 

Enter the employee code of the last cheque that printed correctly.

 

The program displays the folio number, cheque number, cheque date, division and department for the last good cheque and prompts whether this information is correct.

 

 

** FOLIO NUMBER ON LAST GOOD CHEQUE:
** RELATED CHEQUE NUMBER/DATE/DIV/DEP:
** CORRECT ? (Y/N):

 

"Y" to proceed.

 

"N" to reenter employee code for last good cheque.

 

[F3] to return to previous field.

 

[F4] to exit and return to the menu.

 

[F5] to display employee list for selection.

 

** ENTER FIRST CHEQUE NUMBER TO PRINT:

 

Enter the number of the first cheque you wish to print.

 

If this is a restart enter the next cheque number AFTER the last cheque that printed correctly.

 

 

[F3] to return to previous field.

 

[F4] to exit and return to the menu.

 

** PRINT TEST CHEQUE BEFORE PROCEEDING ? (Y/N):

 

"Y" to print a test pattern to verify cheque format.

 

"N" to not print a test pattern.

 

[F3] to return to previous field.

 

[F4] to exit and return to the menu.

 

"2" to print statements or create transfer file for direct deposit.

 

**1=PRINT STATEMENTS ONLY,2=CREATE BANK TRANSFER FILE ONLY,3=DO BOTH:

 

"1" to print earnings statements only.

 

**FOR PAYROLLS:1=PAID BY CHEQUE,2=PAID BY DIRECT DEPOSIT,3=BOTH: 2

 

[Enter] to accept the default "2".

 

"1" for cheque pays.

 

"2" for direct deposit pays.

 

"3" for both cheque and direct deposit pays.

 

After you make your selection the following prompts display. Press [F3] to backup to change any of the default selections.

 

 

** 1=SKIP REJECTS,2=INCLUDE REJECTS,3=PRINT REJECTS ONLY:2
** PROMPT ON EACH REJECT ? (Y/N): Y
** SORT BY DIVISION OR EMPLOYEE ? (D/E): E
** START AT EMPLOYEE CODE (ENTER FOR FIRST):

 

[Enter] to proceed.

 

"2" to create a bank transfer file for direct deposit.

 

"3" to print earnings statements and bank transfer file for direct deposit.

 

** 1=CREATE REAL BANK TRANSFER FILE, 2=CREATE TEST BANK TRANSFER FILE: 1

 

With selection of either option the following prompt displays.

 

** ENTER DESIRED BANK TRANSFER REFERENCE NUMBER: 1___

 

Enter any number up to 4 digits as a reference for this print batch.

 

** SORT BY DIVISION OR EMPLOYEE ? (D/E): E

 

This field defaults to sort by employee, if you wish to sort by division, press [F3] from the next field to return to this field and make the change.

 

 

[Enter] to accept the default "E".

 

"E"    Sort by employee code.

 

"D"    Sort by division code.

 

** START AT EMPLOYEE CODE (ENTER FOR FIRST):

 

You will be prompted for a division code if you selected division above. If this is restart the program will display the employee code and name (or division code and description) from the last cheque that printed correctly and the cursor will skip this prompt thus:

 

 

** START AT EMPLOYEE CODE (ENTER FOR FIRST): <CODE> <NAME>

 

Enter the code of the employee to start the cheque run.

 

[Enter] to begin with the first employee.

 

[F3] to return to previous field.

 

[F4] to exit and return to the menu.

 

[F5] to display employee list for selection.


** END AT EMPLOYEE CODE (ENTER FOR LAST):

 

You will be prompted for a division code if you selected division above.

 

 

Enter the code of the employee to end the cheque run.

 

[Enter] to end with the last employee.

 

[F3] to return to previous field.

 

[F4] to exit and return to the menu.

 

[F5] to display employee list for selection.

 

** ENTER=CONTINUE (F4 TO EXIT):

 

[Enter] to proceed to print selection menu.

 

[F4] to exit and return to the menu.

 

If you are printing cheques and/or earnings statements the print selection menu is displayed.

 

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.

 

If any problems occur during printing, rerun the program and select the "restart" options.