BC School Fiscal Year End Start-Up

12-Month Summer Pay Program

For employees that have Enrolled in the 12-month summer pay program.
Database Requirements Set Up to implement the 12-month summer pay program, you will need to set up:

• A Storage Bank to hold or record the deduction amount withheld

• A Storage Bank to calculate the interest, if applicable

• A pay code to pay the interest, if applicable

Database Set Up

Payroll System Maintenance > Payroll Database Maintenance > Storage Bank Control Additions

• This identifies the Storage Bank type (special 'S') and the default deduction code that it will calculate on

Payroll System Maintenance > Payroll Database Maintenance > Storage Bank Control Additions

• This will identify the type of bank for the interest, if applicable

Payroll System Maintenance > Payroll Database Maintenance > Storage Bank Table Control Additions

• For the deduction code to deposit into

Payroll System Maintenance > Payroll Database Maintenance > Storage Bank Control Additions

• For the interest, if applicable

Teacher Set Up

Payroll Demographics > Employee Changes

• Add deduction code ?? (holdback) to the employees Master Deduction screen

• Add storage banks ??(interest calculation),if applicable, and ?? (summer pay bank)

Monthly

Storage Bank Maintenance > Storage Bank Interest Calculation Process

• After the month end pay period of each month, you will run the Storage Bank Interest Calculation Process, if applicable.  Follow Interest Calculation instructions in the payroll manual

Reconciliation

Storage Bank Maintenance > Storage Bank Report

• Run the Storage Bank Report for Summer (Holdback/Pay) Storage Bank ??

Payroll Employee Reporting > Employee Deduction History Report

• Run the Employee Deduction History Report for Summer (Pay/Holdback) Deduction ??

NOTE:  These two reports should always be the same

Storage Bank Interest Reconciliation

Storage Bank Maintenance > Storage Bank Interest Calculation Process

• Upon receipt of statements from the bank, run the interest calculation process using the rate given by the bank

• Compare your results with the statements, they should match

Summer Pay Out

In June after the last payroll update:

Payroll System Maintenance > Payroll Database Maintenance > Payroll Calendar Additions

• Set up 4(?) special pay runs with deposit dates reflecting mid and end month (as your payroll dictates) pay dates attached to the last pay in June

Generate Payroll > Special Pay Run > Special Pay Run Employee Selection

• Select employees

Storage Bank Maintenance > Storage Bank Payout Distribution Process

• Run the Storage Bank Pay Out Distribution.  First in preliminary, check your results, then in final.  Your report will display the employees pay out as per your pay out process, then display the batches

NOTE: When the report is displayed in preliminary all batch codes will have the same number.  When processed in final, the batches will be created incrementally.  Example: 201412VAR02, 201412VAR03, 201412VAR04 etc.

Generate Payroll > Batch Maintenance > Batch Suspension Process

• Suspend batches created by the above process

• Un-suspend batch for special pay run A

• Run Special Pay Run A

• Update Special Pay Run A

• You will un-suspend each applicable batch as you process each special pay run

• Run the pays and update them in sequence

NOTE: Do not make any changes to your payroll employees or databases until you have completed your summer pays.

The special pay runs can all be run after the June pay has been processed and updated, then send the bank files as needed and Build PDF/Email Earning Statements as needed

The following outlines some areas that are recommended to be reviewed in each payroll module, if applicable.  Not all of the procedures might be applicable to the payroll ID you are working in.  If not applicable to the payroll ID you are in, move on to the next recommended procedure in the check list.

Refer to detailed payroll documentation in the payroll manual for further information and functionality.

The fiscal year end procedures are to be done AFTER the last payroll is run and updated for the fiscal year and BEFORE the first payroll in the new fiscal year.

Payroll FISCAL Year End Procedures - BC

Payroll System Maintenance > Payroll Profile Maintenance > OPS Master Profile

• Ensure the field BAS Fiscal Year reflects the new fiscal year.

Payroll System Maintenance > Payroll Database Maintenance > Payroll Calendar

• To clear and reload storage bank entitlements, verify information in field Storage Bank Clear.  For example, Teachers are given 20 days Sick Leave in September.  The Storage Bank cycle code will be in field Bank Cycles to ensure the auto loading of the bank during the September run that teachers will then draw throughout the year.  This step does not apply to entitlements earned each pay period (example Support Sick Leave)

• Verify number of working days in field Working Days used for days worked for teacher pension purposes and for pay of actual days in the period for payrolls where applicable.

Generate Payroll > Miscellaneous Payroll Procedures > Payroll Housecleaning 

• To delete your old cheque, earning statement and bank EFT files.  This will free up disk space, making your backups shorter and your payroll processing faster.  Includes options to delete Payroll Stream files, Pension files, CSB files, ROE files and Miscellaneous files.  What it removed will be found in your log file from your payroll update.

Payroll Employee Reporting  > Employee Deduction Report

• Check for outstanding arrears by running the Employee Deduction Report for your arrears deduction.  If there are any balances you want to clear, you need to do a YTD Adjustment

Payroll System Maintenance > Payroll File Maintenance > Earning Statement Archive

The EARNING STATEMENT ARCHIVE PROCESS allows for Earning Statement files, for a chosen year, to be removed while retaining the employee’s last PDF statement for that given year.

Two payroll Earnings Statements files exist per employee per pay period, one text file and one PDF file. This generates a large number of files per year. This feature is design to significantly reduce the number of files maintained on the system while retaining the employee’s PDF statement containing the year to date totals. The PDF version is the only one used by the Employee Self-service.

This process can be run for just text files, just PDF files or both files for a given year. An option to archive the selected Earning Statement files before removal is also available. It should be noted however the archive feature does not recover the disk space used up by the old Earning Statement files.

The archiving portion of this process requires the logical SRB$OPSARC: be defined with a location separated from the SRB$OPSEARN location.

The report lists the employees and the number of text and PDF files removed as well as the number of PDF files kept for the selected year.

Salary Grid Rate Changes

As per collective agreements, to adjust the grids in the database and update Employee Function Lines the below processes must be run.

Payroll Maintenance > Salary Grid Maintenance > Salary Grid Adjustments

• When new salary grid rates have been negotiated Salary Grid Adjustments can be used to create new salary grid points from existing ones based on percentage or fixed amount increases.  This process can be run on selected salary grids in Preliminary mode for testing and then Final mode once you have obtained the desired result wish to implement. This process has the option to increment by a percent or flat amount depending on your increment amount, this is dictated by the collective agreements at your board.

Payroll Maintenance > Salary Grid Maintenance > Salary Grid/Payroll Update

• Salary Grid/Payroll Update module updates the employee function lines by taking the value in the salary grid database, and replacing the current values of rate and/or hours on the function line.  Over ride salary grids are bypassed in this process.  The above processes work well for multiple salary grids or salary grid levels and large groups of employees.  

• Note:  The other option would be to manually update the salary grid databases in Salary Grid changes.  Then run the Salary Grid/Payroll Update process to update the employee function lines by either salary grid or employee number.

• Review and edit Lump Sum function lines, if required

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    • Run Payroll Master Report, open in excel to get listing

    • Employee Record Changes or Global Function Lines Changes
       

Salary Grid Increment Procedures

Payroll System Maintenance > Payroll Profile Maintenance > Custom User Reports > Increment Date Projection 

Prior to running salary grid increments, first run the Increment Date Projection

The INCREMENT DATE PROJECTION process can be used to project the Teachers next salary grid increment and assign that projected date to the employee’s Increment Date field on the Pay master screen. The generation of the Projected Increment Date is for reporting the increment month to BCPSEA. The Increment Date will represent the year and month of the employees next salary increase with the day of 01 used for ease of processing.

This process requires the use of the storage bank INCREMENT HOURS LEVEL feature for salary grid increments, as is used by the Salary Grid Increment By Storage Bank process.

This process starts with the employee’s current storage bank balance and accrues the storage bank based on the employee’s current active function lines days. The process uses the payroll’s current pay period, as defined in the OPS Master profile, then stepping through all available payroll calendars accruing the employees’ storage bank balance until the employee has reached the defined INCREMENT HOURS LEVEL. The process determines which pay period the employee’s storage bank balance will meet the increment level requirement. The month from that payroll calendar plus one will define the employee’s Increment Date. The employee must be active and in cycle for a pay period to be processed. Payroll calendars for the projection period must exists in the payroll database.

For inactive employees, suspended storage banks, override salary grids or those employees at the top of the salary grid the Increment date is to be cleared and left blank to indicate no salary increment.

To auto increment employee’s Salary Grids, as per their experience, one of the below processes must be run according to collective agreements

Payroll Maintenance > Salary Grid Maintenance > Grid Increment By Date

The Salary Grid Increment By Date program provides a salary grid increment process based on the employee’s Increment date, as defined on the master Pay screen. This process will update the function line salary grids by stepping up one grid level. A salary grid is incremented by adding one to a user-defined position within the salary grid used to represent the years of service and this is the position incremented.

The employee is selected for increment when the employee’s Increment date falls within the selected range of dates.

Optionally you can define the Increment date to be advanced (reset) for the next increment. You can have the Increment date advanced by adding years, months or even days to the current Increment date to define the next Increment date.

Employees cannot be incremented to a salary grid that does not exist within the payroll salary grid database.

Employees that do not have an Increment date will be omitted from both processing and reporting. You must add the initial increment date as required to each employee in Employee Record Changes.

Function lines that contain an override salary grid will be omitted from processing. The override salary grids are defined on page 3 field Override Salary Grids of the User Specific Parameters Profile.

To update the rate and/or hours on the function line based on the new salary grid value you must run the Salary Grid/Payroll Update once this process is completed.

Payroll Maintenance > Salary Grid Maintenance > Salary Grid/Payroll Update

The Salary Grid/Payroll Update module updates the employee function lines by taking the value in the salary grid database, and replacing the current values of rate and/or hours on the function line. Function lines that contain an override salary grid (page 3 field Override Salary Grids on User Specific Parameter Profile) are bypassed by this process. A summary of employees that had function lines bypassed based on an override salary grid is also generated.

All Lump Sum function lines are omitted from this process.

Payroll Maintenance > Salary Grid Maintenance > Grid Increment By Storage Bank

To increment employees based on a storage bank balance you will use this procedure. The Storage bank is defined in the database with the number of hours/days required to increment. When you run this process you can run it in report mode first to see which employees have the appropriate balance needed to increment. The report provided from this process will list the employee, the current grid and the new grid. Verify the results, then re-process. Once this process is run you must run the Salary Grid Payroll Update to update the employee’s Function Lines.

Payroll Maintenance > Salary Grid Maintenance > Salary Grid/Payroll Update

The Salary Grid/Payroll Update module updates the employee function lines by taking the value in the salary grid database, and replacing the current values of rate and/or hours on the function line. Function lines that contain an override salary grid (page 3 field Override Salary Grids on User Specific Parameter Profile) are bypassed by this process. A summary of employees that had function lines bypassed based on an override salary grid is also generated.

All Lump Sum function lines are omitted from this process.

Vacation Pay - Auto Increment Process (SUPP & CASU) - Years of Service Increment (based on date field in Employee Master)

This type of increment is used when the contract stipulates vacation pay is based on years of service.

Example:  Years 1 – 5         4% Vacation

                Years 5+ – 10     6% Vacation

                Years 10+ – 15   8% Vacation

                Years 15+           10% Vacation

Storage Bank Maintenance > Employee Bank Table Increment

Vacation Pay - Auto-Increment Process 

 Run the Employee Bank Table Increment, depending on the definitions on the Storage Bank table set up, the program will first look at the employee’s Original Hire , Current or Vacation  date on the Employee master.  You will run this process either prior to each payroll run or several times a year as per collective agreements.

• This process can be run in report mode first to get a list the employees who are eligible for a vacation percent increase.

• If you choose the PROCESS option, the program will automatically move the reported employees to the next Storage Bank table, thus they will earn the higher level of vacation in the current pay period.

Storage Bank Verification - Check and verify Storage Banks

• Employee Changes - Ensure employee has correct storage banks and tables on Banks screen.  Modify tables (or delete storage banks) or Add Storage Banks.  Suspend '*' or unsuspend storage banks as needed.  Enter override dates, if required

• Storage Bank Adjustments - Manually add or adjust storage bank hours/days or money, if required

• Storage Bank Report - Report employees bank, table and available balance.  Open in excel as columns are in the correct order format for use with Storage Bank Adjustment Interface process, if required.  Option to report Suspended banks or Negative balances only

• Storage Bank Adjustment Interface - Provides a means of importing storage bank hours and/or earnings values from excel spreadsheet.  Adjustment adds to existing storage bank balance.  Load results in new storage bank balance is equal to the amounts from import file
  
  

Do you have storage banks that you would like incremented or cleared external from the payroll stream prior to the beginning of a period suck as September?  Please send in a support request and we can discuss if either of these optional processes are right for your district and assist you with utilizing these new payroll features effectively

Storage Bank Maintenance > External Storage Bank Clearing

• Optional, only if required

• Process allows storage bank balances to be cleared external from the payroll stream. Bank clear may trigger a rollover and all the new rules of bank rollovers will apply - prorated limits, negative balances etc.

Storage Bank Maintenance > External Increment Load/Recalculation

• Optional, only if required

• Process was created to allow storage bank increments (‘I’ type banks) to be run external from the payroll stream so you can preload the storage bank value prior to the beginning of a period such as in September. This process can also correct / adjust increments that were setup wrong.

Test and Verify

Pay estimates to test and verify results

Payroll Master Report 

• Complete screen as required & click Excel icon.  When opened in Excel the report contains multiple fields of employee record data which is helpful for verifying your data.

Compare & verify function line FTEs from AtrievePayroll to AtrieveHR assignment FTEs

• If district has Staffing Notification Full, from AtrieveHR

  • run Assignment/Function Line Comparison Report

• Districts using Staffing Notification Lite you will do a manual comparison using these two reports:

  • Run Payroll Master Report  per payroll, open in Excel, to get AtrievePayroll FTEs.

  • Run Assignment ASOF Report  to get AtrieveHR FTEs per payroll ID, open in Excel.

Note, if HR position is hours based the hours per week will be reported and could be compared to base hours on the payroll function lines. Add formulas.

Payroll Processing & Analysis

1. Run payroll stream processing & verify results

2. Review resulting reports in Pay Report Output Review 

3. Run Detail GL Distribution Reports check for Invalid GL accounts, run in Full to verify GL costing is accurate

4. Gross Pay Comparison Report can also be re-run from menu (2,5,9) various selection criteria, open in Excel

5. Payroll Register Extract open in Excel and analyze results

6. Correct data as required and re-run payroll stream

Update Annual Salary/Age Used In Calculation of Employee Benefit Deductions

As of Age/Salary Changes - Note: If your division was given specific As of Age/Salary instructions previously – please follow your custom procedure sheets

Payroll Demographics > As of Age/Salary Maintenance

This module provides a fixed salary and age as at a certain point of the year for a specific deduction that requires these two factors to be fixed as of a certain point in time.  At the present time, this is used for group life insurance and may be applicable to other deductions in the future.  See payroll documentation for detailed instructions for use.

When a new employee is hired and they will have employee benefits deducted:

• Mandatory deductions will default, insert the applicable deductions codes and deductions code tables to the Deduction Screen of the Employee Record (1,1,#) for Life Insurance and other group benefits.

• For Support payroll employees who are hourly / timesheet employees if the FTE for the benefits is defined under field 23=Benefit on the Pay Screen of the Employee Record.  The default of blank equals an FTE of 1.0, if the employee is less than full time for benefit purposes enter the benefit FTE here.

• Run As of Age/Salary Update for the Selected employee(s) only to calculate the employee’s age and/or salary so that it can be fixed as of a particular point in time. See payroll documentation for description of prompt fields.

  • ENTER RELATED DEDUCTION CODE ## enter the deduction code for LIFE

  • LIST OF STORAGE BANKS TO INCLUDE IN SALARY 

  • use FIND key to select the appropriate accrual or pay storage banks to be added to the as of salary ie. vacation pay banks, etc. if applicable

  • PROCESS EMPLOYEES     ALL/SELECT/BY CYCLE    

  • <S> Select employee by number

  • The updated employee age and annual salary amounts will display.

• Run Pay Estimate Inquiry to check the results when processed through the payroll stream.

• As of Age/Salary Change allows access to change, either the As Of Age, or the As of Salary, for any employee.  As of Age/Salary Inquiry allows access to the information for as of age and as of salary for a specific employee.

When there has been a pay rate change for several employees, after the new pay rates have been entered and updated on the employee record master function lines:

• As of Age/Salary Report provides a listing of all the employees presenting the calculated as of age and calculated as of salary.  This report is to be used for verifying that the figures as shown on the file are correct and may be used as the basis of adjustments when required.

• As of Age/Salary Update can be run for ALL/SELECT/BY CYCLE employees to calculate the employee’s age and/or salary so that it can be fixed as of a particular point in time.  Caution – as all selected employees will be automatically updated it is recommended that you select test employees first and verify the desired outcome before processing the entire group of employees.  Run Pay Estimate Inquiry to check the results when processed through the payroll stream. (see payroll documentation for description of prompt fields)

• As of Age/Salary Report can be re-run to be used for verifying that the figures as shown on the file are correct and may be used as the basis of adjustments when required.

• Run Pay Estimate Inquiry to check the results when processed through the payroll stream.

• As of Age/Salary Change allows access to change, either the As Of Age, or the As of Salary, for any employee.  As of Age/Salary Inquiry allows access to the information for as of age and as of salary for a specific employee.

Database Maintenance

Payroll System Maintenance > Payroll Database Maintenance > Deduction Code

• Enter deduction rate changes, if applicable.  Upon exiting you will be prompted to do a global change. You will say “Y” Yes to this prompt.  You MUST run the Global Deduction Changes to apply the change.

Payroll Demographics > Global Deduction Changes

• Must be run to apply the changes made in the database to specific deduction codes and apply the changes to the Employee’s Master Deduction screen.  Run in ‘R’eport mode first to verify results.  Must be re- run in final ‘P’rocess mode to apply the changes to the employee records.

Payroll System Maintenance > Payroll Database Maintenance > Deduction Rate Table

• ie. Dental, Health, Vision where amounts stored on tables.  Select the deduction code to be changed, the Lookup icon will produce a list of deduction codes that use Tables.  Select each Table Enter Rate Table changes to the employee and/or employer share as required.  Upon exiting you will be prompted to do a deduction table update. You will say “Y” Yes to this prompt.  MUST be followed by Deduction Table Update process.

Payroll Demographics > Deduction Table Update

• This process will take the changes made in the database to specific deduction rate tables and apply the changes to the Table field on Employee’s Master Deduction screen.  Run in Report mode first to verify results, and then in Process.

Payroll System Maintenance > Payroll Database Maintenance > Occupation Code

• Enter new values for occupation code allowances, if applicable.

Payroll System Maintenance > Payroll Database Maintenance > Shift Code

• Enter new rates for shift premiums, if applicable.

Payroll System Maintenance > Payroll Database Maintenance > Storage Bank Table Control

• Update pay bank amounts i.e. Negotiated % or flat amount increases, allowance amounts paid by a pay bank.  Edit each Bank Table code as required.

Payroll Cost Split Menu

Payroll Maintenance > GL Distribution > Payroll Interface Cost Split

The Payroll Interface Cost Split provides a means of splitting a payroll interface file by percentage, before interfacing the journal entries into the finance system.  This option would be used for payrolls that cross over a fiscal year end and you can a percentage of the payroll costed to each fiscal year.

This process offers two options:

1. A straight percentage split where the values from the existing interface file are split into two new files.

2. The second option allows you to select specific employees to be split. The option to selectively split the interface costs allows you to identify a group of employees to be split while all other employee’s costs will remain un-split and costed under the ###%%%%PRIN01.YPP file.

Procedure
1. Run the Payroll Update (If using the SRB finance system, be sure to say NO to the auto-interface prompt)
2. Run the Payroll Interface Cost Split putting the percent to be interfaced into the next year
3. Run the Journal Entry Interface process from finance twice: Once for the current year using file PRIN01 and a second time for the next accounting year using PRIN02

Payroll - Manual Prompts Below:
ENTER PERIOD # [YYYYPP]
Enter a valid pay period number. The pay period entered identifies the interface file ###%%%%PRIN01.YPP to be split, where ### is the Finance interface code and %%%% is payroll ID code both taken from the Payroll master profile. This interface file is created by running the Payroll Update phase of the payroll.
ENTER PERCENTAGE TO CHARGE TO NEXT PERIOD [E.G. .25]
Enter the percentage of the interface file which is to be charged to the next accounting year. These charges will be contained in an interface file by the name of ###%%%%PRINØ2.YPP where the YPP will be the same pay period number as the period entered in the previous prompt.
The ###%%%%PRINØ1 file would be interfaced into the current accounting year. The ###%%%%PRINØ2 file would be interfaced into the next accounting year.
SPLIT INTERFACE BASED ON EMPLOYEE SELECTION [Y/N] <N>
Enter <CR> or 'N' to split all GL entries within the current interface file.
Enter 'Y' to select a group of employee to have their GL entries split while all non selected employees will not be split.
WHEN SELECTION BY EMPLOYEE SELECTED:
SELECT EMPLOYEE'S BY CODE [CC] <EM>
EMPLOYEE NUMBER EM PAY CODE PC
LOCATION CODE LC COST CENTER CS
SALARY GRID GR OCCUPATION CODE OC
PAY CYCLE CODE CY EMPLOYEE TYPE ET
PAY TYPE PT SHIFT CODE SC
Enter a 2 character code to define the field to use for employee selection. Selection is based on the master function line.
Enter 'EM' or <CR> to select employees based on employee number.
WHEN EMPLOYEE SELECTION IS BY EMPLOYEE NUMBER:
REPORT ALL OR SELECT EMPLOYEES [A/S] <A>
Enter 'A' or <CR> to select all employees.
Enter 'S' to select specific employees.
When employee selection is based on any field other than employee number, you are prompted to enter one or more of that code or value. You may enter valid codes or any combination using the wild card '?'. The wild card is not a valid entry for numeric fields such as hours. The list of values entered will determine if an employee is selected based on the values from the master function line. Enter <REMOVE> or <PF1>D to clear the selected codes.
WHEN SELECTION BY EMPLOYEE SELECTED:
GENERATE INTERFACE BY – GL OR EMPLOYEE [G/E] <G>
Enter 'G' to have the interface entries summarized by GL account code. There is one Journal Entry created for each GL per file with only the total of all entries against the code being processed. The report will also be generated in GL summary format.
Enter 'E' to have the interface include complete detailed transactions for all payroll entries. No compression of entries is done. The journal entries will have the employee name on them. The report will be generated by employee with a summary per employee cost.
Report Content
The report lists each account code or employee with the details spread on three lines for commitment, expense and hours.
The following columns are reported:
NEXT PERIOD
IDENTIFIES THE AMOUNT OF EACH OF THE ITEMS TO BE CHARGED TO THE NEXT ACCOUNTING PERIOD AND CONTAINED IN THE ###%%%%PRINØ2 FILE.
CURRENT PERIOD This is the amount to be charged to the current year and is contained in the ###%%%%PRINØ1 file.
COMPUTED TOTAL This is the sum of the next period and current period distributions.
ORIGINAL AMOUNT This is the original amount contained in the original ###%%%%PRINØ1 file read by the program. Not applicable on employee selection.
DIFFERENCE This is any difference that exists between the computed total and the original amount and should always be zero. Not applicable on employee selection.
ANY NON-ZERO FIGURES IN THE DIFFERENCE COLUMN SUBMIT A SUPPORT CASE THROUGH THE CASE PORTAL.

Finance - Journal Entry Interface

Manual Prompts

The INTERFACE PROCESSING MENU provides the facility to import external files so that you can load data to files of the Budgetary Accounting System. The file formats must first be entered through the INTERFACE PROFILE MENU.

Journal Entry Interface Format, manual details:

2 = JOURNAL ENTRY INTERFACE PROCESSING PROMPTS

BATCH AND PRINT QUEUE SCREEN SEE APPENDIX B.

SELECT FORMAT #

Choose the format which was defined in the Interface Profile Menu.

ENTER ACCOUNTING PERIOD [YYYYPP] <>

Enter the accounting period to receive the transactions from this interface batch. The accounting period specified is used to create the batch header and to log all the transactions processed for this interface run.

USE FILENAME AS BATCH DEFAULT? [Y/N] N

Enter 'Y' to have the first 3 characters of the file name be the default for the batch type code.

Enter 'N' or <ENTER> to enter the batch type code to use as the default for this interface.

IF YOU ENTERED 'N' ABOVE, THE FOLLOWING PROMPT WILL APPEAR:

ENTER BATCH CODE DEFAULT

Enter the 3-digit batch type code to be used as the default for this interface. This eliminates the step of changing the batch type code on each interface file.

ENTER SOURCE LOCATION

Enter the location where the interface files can be found. The default presented is the location which is assigned to the logical SRB$BASINT which is in your BAS logicals.com file. You can change the location to any VMS directory as needed. In many cases the interface files are located in the payroll accounts (the majority of interface files come from payroll).

The location would look like the following:

DUA1: (SUBTEACH] or it could be a logical such as:

SUBTEACH: when the logical has been set up, one for each of the various accounts where you want to pull interface information from.

ENTER INTERFACE FILE SPEC

The default is always *.* which produces a list of all files in the specified location. Wild cards are useful in specifying a select group of files from a directory. Valid file specifications include:

PRIN * All files where the file name is PRIN and any extension.

PRIN*.205 All files beginning with PRIN and ending with the extension 205.

PRIN*.* All files beginning with PRIN and ending with any extension.

PRIN All files containing PRIN anywhere within the file name.

SUBS * All files containing the payroll ID SUBS.

NOTE: Files created by the payroll interface have the following naming convention:

O P S S U B S P R I N Ø 1 . 5 1 8

First 3 digits are the Batch type code taken from payroll Next 4 digits are the payroll ID for this payroll Payroll

file name Payroll period

Once the file spec has been entered, a window containing the files that match your selection specification will appear. In a column to the right of the file name is the default batch code, which is normally set to the first 3 characters of the file name.

FILE NAME BATCH CODE

OPSTEACPRINØ1.2Ø3 OPS

OPSSUBSPRINØ1.2Ø4 OPS

OPSEXCLPRINØ1.2Ø5 OPS

OPSEXCLPRINØ1.2Ø6 OPS

Use the arrows to move through the list of file names. To select a file to be interfaced, press <SELECT>. To de-select press <SELECT> a second time.

Directly below the window containing the file names is a window containing a list of available hot keys.

Enter 'S' to select all the files matching the specified file specification.

Enter 'R' to reset all highlighted file names to de-select.

Enter 'F' to change the file specification.

Enter 'D' to view only the highlighted items. This is useful right before accepting the selected files to be interfaced to review all the files selected.

Enter 'Q' to exit processing and return to the previous menu.

Enter 'A' or <ENTER> to accept the selected files for interfacing. Once the selected files have been accepted, file and batch types will be checked by the system. If invalid files are found, you will be asked if you wish to continue. If so, only those files which passed the error checking will be interfaced while the invalid files will be listed at the end of the interface report and also in the log file.

The batch type default of any file can be changed by entering 'C'. A window will show the highlighted file and current batch code. Enter the new batch code as prompted and the batch code will be updated.

Interface files are INVALID if:

The record segment size defined in the profile does not match the record size of the interface file.

The interface file is empty.

The batch code selected is invalid.

You do not have sufficient privilege to access the interface.

PRELIMINARY/FINAL RUN [P/F] <P>

The default is a preliminary run. The preliminary run does all the checking of transactions against the GL, produces the same report as the final run, but does no file updates and does not create a batch header. The final run, in addition to producing a report and identifying errors, loads the transactions to the journal entry file, updates the GL file and sets up the batch header in the batch file. In addition, when the run completes, the interface file used is deleted so you cannot accidentally re-run an interface loading the transactions more than once. You can keep a backup of your completed interface files. To do so fill in field '04' in the interface profile (Backup Location). The file is deleted from the interface directory and copied to the backup directory as the process completes.

PRESS <ENTER> TO BEGIN PROCESSING