Create T4A'S | PowerSchool Atrieve

The Create T4A'S program creates T4A's, runs the T4A Detail Report and the Invalid SIN Report and can print the T4A's. Because of the amount of work done by this process, it must be run in batch. It is recommended that output be directed to a printer so that you have a hard copy of the reports and any errors or warnings.

You may run this process in preliminary or final mode. The difference is that final prints the T4A's. This process may also be re-run if needed.

T4A's are printed using the 'T4A Print Format' and are sent to the printer specified in the user profile option #40 'T4A Print Device'.

Note: See section T4A Print FORMAT for adjusting the layout of T4A's. See section User Profile to setup the T4A print device.

Each T4A that is printed is saved in a history file for later viewing through the 'T4A History Inquiry' program. The T4A history file is called 'BAT4YYYY.DAT', where the 'YYYY' is a the year you enter at the start of this program.

Note: Changes made to the T4A registers will not affect the T4A's until you run this program.

If vendors do not have a valid SIN number, you must still specify a SIN # in their tax registration field for them to be reported. This SIN # should be the dummy SIN designated by Revenue Canada. It is required that this SIN # be specified in the User Profile beside the heading T4A Dummy SIN to create a separate T4A for each vendor.

Starting Vendor Number

To print T4A's for certain vendors, enter the first vendor number to print or <Enter> to start at the first vendor.

Ending Vendor Number

Enter the last vendor number to print
Accept default to print all of them.

Year Of T4A:

Enter the year for which T4A's are being created.

Alternate Address File [Y/N]

If vendor addresses are stored in a separate file, enter 'Y'.
If the vendor addresses in the vendor file are correct, enter 'N'

Note: If 'Y' is selected and there is no address for a vendor in the alternate address file, the address will be taken from the vendor file.

If 'Y' is selected, the next two prompts will appear:

Directory of Alternate Address File

Enter the name of the directory (including its full path) that contains the alternate address file. i.e. DKA100:[TSC.Address]

Name OF Alternate Address File

Enter the name of the alternate address file.

Merge T4A Register with Another

Enter 'N' if there is only one register from which you want to create T4A's.
Enter 'Y' if you have more than one register file and want to merge the registers together.

If you enter 'Y', the next two prompts will appear:

Directory of Second T4A Register

Enter the name of the directory (including its full path) that contains the second register file i.e. DKA100:[TSC.DAT0]

Name OF Second T4A Register

Enter the name of the second register.

Minimum Amount on a T4A

The federal government does not require T4A's under a certain dollar amount.

Enter the minimum dollar amount required on a T4A. No T4A's will be created for paid invoices totaling less than this amount.

Sort Detail Report by Vendor Name OR Vendor Number

The T4A detail report is produced by this menu option.

Enter 'N' to sort the report by vendor name.
Enter 'V' to sort the report by vendor number.

Include Addresses on Detail Report

Do you wish to have vendor address printed on the T4A Detail Report?

Preliminary/Final Run

Enter 'P' if this is a preliminary run. The Preliminary run will not create T4A's.
Enter 'F' if this is a final run. The final run will print the T4A's. The reports will print to the printer specified at the time the job is run.

If you are doing a final run, the following two prompts appear:

Number of Alignment T4A's to be Printed

Alignment T4A's are printed so that you may align the printer correctly on some test T4A's. Each alignment T4A you select (from 1 to 99) will print X's and the name of the field where each field will print.

Create Electronic Output File

Enter 'Y' to create an electronic output file of T4A's. This file can be created and sent to Revenue Canada instead of printed T4A's. The name of the data file includes the year. For YYYY it is T4AYYYY.TAP and for 1995 it is T4A1995.TAP. The data file can be located by using the logical SRB$BASWRK0. In order to create the electronic output file, the Employer Constants Profile (BAS Profile menu) must be filled in. Note: This feature is not available to our U.S. customers.

If you do not submit the Create T4A's directly to a printer, the following files will be created: