The Storage Bank Balance Change Interface is for decrementing storage banks in payroll based on the absence records in HR. The system finds the list of storage banks attached to the absence code for the specified payroll (taken from the position code) and goes through this list until all the time/earnings are used up.
Note: Because of the nature of this module, it should probably be run by payroll staff as opposed to personnel staff.
Prelim/Final
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Enter 'P' to generate the interface reports without actually affecting any of the storage banks. This will let you make sure that everything is behaving expected before updating any files. Errors can be corrected at this point before proceeding with a final run. Always run the interface in preliminary mode first, and then in final mode when you are satisfied with the results produced from the reports in the preliminary run.
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Enter 'F' to actually decrement the storage banks.
Pay Id
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Enter the identifier of the payroll you wish to interface the absence records into. Search to view valid payroll identifiers. Although absence records will likely exist in HR for more than one payroll, absences can only be interfaced into one payroll at a time. Each absence record contains the payroll it should be interfaced into (calculated from the position) so that only the correct records will be picked up.
Pay Period
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Enter the pay period the absence entries should be interfaced into. Absences can only be interfaced one pay period at a time.
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Int Previously Interfaced Recs
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Enter 'N' to interface only those records which have not yet been interfaced.
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Enter 'Y' to interface records which have already been interfaced. Under most circumstances you should enter 'N' here.
Date From
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Enter the first date (YYYYMMDD or YYMMDD) in the date range to collect the absence records for. Only absence records within the date range will be picked up.
Date To
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Enter the last date in the date range (YYYYMMDD or YYMMDD) to collect the absence records for. Only absence records within the date range will be picked up.
Absence Location Types
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To interface only those absences taken from a specific location type or types, enter up to 10 location types here. Leave and Enter to proceed to the next prompt.
Employee Categories
Demo Department Numbers
Employee Bargaining Units
Employee Master Positions
Absence Locations
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To interface only those absences taken from a specific location or locations, enter up to 10 locations here. Leave blank and Enter to proceed.
Absence Types
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To interface only those absences taken with a specific absence type or types, enter up to 10 absent type codes. Leave blank and Enter to proceed.
Absence Codes
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To interface only those absences taken with a specific absence code or codes, enter up to 10 absent codes here. Leave blank and Enter to proceed.
Report Sort
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Enter the letter associated with the sort order you want to select.
|
Letter |
Description |
|---|---|
|
E |
Employee, Date |
|
T |
Employee, Absence Code, Date |
|
A |
Employee Category, Employee |
|
C |
Absence Code, Employee |
|
S |
Date, Employee |
|
D |
Department, Employee |
|
L |
Location, Employee |
|
R |
Creator, Employee |
|
P |
Pay ID, Employee |
Employee Sort
Employee Selection
Important: It is extremely important the .LOG and .LST files are checked each time this interface is run. It is quite a complex program that will not run properly if the system has not been set up correctly. You will be alerted to potential problems by referring to the .LOG and .LST files which are created when this program is run. In addition to the .log file which bears the 6 digit job number (######.LOG) there are 5 .LST files which contain valuable information. At the end of the .LOG file is a list of the .LST files that you should look at to see the results of each phase of this interface. The .LS3 file contains all the other .LST file combined into one so you can view everything in one file if you like.
$! PHASE 1 ERROR FILE: ######.LS1
$! PHASE 2 PAYROLL REPORT: ######.LST
$! PHASE 2 PAYROLL ERROR FILE: #####R.LST
$! PHASE 3 ERROR FILE: ######.LS2
$! ALL ERROR/REPORT FILES: ######.LS3
As the above excerpt from the .LOG file indicates, there are 3 phases to this interface. Phase 1 creates a temporary interface file that the payroll program will read. In Phase 2 the payroll program accesses the temporary file created in Phase 1, updates the storage banks if in Final mode, and creates another temporary status file showing the results of the interface. Phase 3 reads the status file created in Phase 2 and marks the HR records which have been successfully interfaced so they cannot be interfaced more than once.