Payroll Database Maintenance

The Database Maintenance module provides the facility to control all the parameters used in the payroll system. This is referred to as Database Maintenance. Selecting one of the codes will bring you to the Batch Code Maintenance menu.

The functions represented by numbers 1 to 4 and 'R' or 'A' is described in the following paragraphs. Codes are then described individually, with appropriate notations for specific prompts.

When in Add/Change/Delete/Inquiry Use look-up on any database code field for valid codes.

Functions

Additions - Enables you to add a new record, or parameter for the code entered. Attempting to add an existing code in the database will result in an error message.

Changes - Allows modifications to be made to an existing record.

Deletions- Allows you to physically delete a specified parameter record. NOTE: Extreme care should be exercised when using this function because any data in the employee files associated with the deleted code will be left hanging.

Inquiry - Allows you to view a display of a specified parameter record and all associated data. No information may be changed with this function.

Report - Provides a formatted report on all existing parameter records for the specified code and includes the data items for each record.

Audit Report – All changes made to the database are audited along with the date, time and user. The Audit Report provides a formatted report on all or selective database changes.

Calendar Copy – Allows you to generate a new set of payroll calendars based on the values from a range of source payroll calendars.

Calendar Edit – Allows you to view and modify a range of existing payroll calendars in a while scrolling through the calendars both vertically as well as horizontally.

NOTE: Entry to any database item is obtained by keying a database number followed by a 'period' and then a function. For example, if you want to 'change' the 'Federal Tax Table', you will enter 21.2 or 21.R to generate the 'Federal Tax Table' report.

To produce a report of one or more database items:

When 'R' was entered the prompts will appear:

Enter Report Number to Print

Enter number of each database code to be printed. Each number will display.
Enter 'A' to print all database codes.

If 'Cost Center Code' chosen, the following prompt will appear:

Summary or Detail or Default GL Cost Center Report

Enter 'S' to print the Cost Center report in summary format only.
Enter 'D' to print the Cost Center Report details, all phases of the cost centers and a list of all GL's.
Enter 'F' to report the default GL only on all phases of the cost center.

Enter Start Cost Center

Enter a cost center starting position for reporting to begin at the first cost center.

Enter End Cost Center

Enter a cost center ending position for reporting or CR> to report all cost centers after the start point.

When 'F' is selected on Cost Center Reports:

Report by cost center or GL account

Enter 'C' to report by cost center code; order.
Enter 'G' to report by GL account order.
Enter GL account
Enter to report on all selected cost centers.
Enter a GL account number to report only those cost centers where the GL account specified currently exists. The GL account to search for does not have to be a full GL account code.

If Salary Grid is chosen, the following prompt will appear:

Select Grid Point Range to Report

Enter 1-4 to report grid points 1 through to 4.
Enter a range of grid points to be reported. Only 4 grid points may be reported at one time.

If Payroll Calendar is chosen, the following prompt will appear:

Calendar Start Period

Enter a pay period beginning point for reporting calendar entries to report from first calendar entry.

Calendar End Period

Enter a pay period ending point for reporting to report all calendar entries to the end.

If Storage Bank Table Control is chosen, the following prompt appear:

Enter Storage Bank Number

Enter to report all bank tables for all storage banks.
Enter a specific storage bank code to report only the bank tables for that specific storage bank code.

If Transit Numbers is chosen, the following prompt will appear:

Report by Transit Number or Bank Name

Enter 'T' to sort by transit number.
Enter 'B' to sort by bank name.

If Deduction Rate Table is chosen, the following prompt will appear:

Enter Table Deduction Number

Enter to report all table deductions codes followed by all applicable deduction table entries.
Enter a specific table deduction code to report only the table deduction entries for that deduction code.

To produce an audit report of one or more database items:

When 'A' was entered the following prompts will appear:

Enter the Starting Date Range

Enter the starting date for a range of date to be reported.
Enter to report starting at the earliest entry in the audit trail.

Enter the Ending Date Range

Enter the ending date for a range of date to be reported to report up to the most recent entry in the audit trail.

Enter Database Number to Print

Enter the number of each database code to be reported.
Enter 'A' to report the audit for all database items.

If 'Cost Center Code' chosen, the following prompt will appear:

Enter Start Cost Center

Enter a cost center starting position for reporting.
Enter to begin report at the first cost center.

Enter End Cost Center

Enter a cost center ending position for reporting.
Enter to report all cost centers after the start point.

If 'Pay Code' Chosen, the Following Prompt will Appear:

Enter Pay Codes to Report

Enter one or up to 15 pay codes to select the audit reporting.
Enter will report all audit changes for all pay codes.

If 'Deduction Code' Chosen, the Following Prompt will Appear:

Enter Deduction Codes to Report

Enter one or up to 15 deduction codes to select the audit reporting.
Enter will report all audit changes for all deduction codes.

If Payroll Calendar is chosen, the following prompt will appear:

Calendar Start Period

Enter a pay period to beginning reporting calendar entries.
Enter will report from first calendar entry.

Calendar End Period

Enter a pay period ending point for reporting.
Enter to report all calendar entries to the end.

If Storage Bank Table Control is chosen, the following prompt appear:

Enter Storage Bank Number to report

Enter to report all bank tables for all storage banks.
Enter a specific storage bank code to report only the bank tables for that specific storage bank code.

If Deduction Rate Table is chosen, the following prompt will appear:

Enter Table Deduction Number to report

Enter to report all table deductions codes followed by all applicable deduction table entries.
Enter a specific table deduction code to report only the table deduction entries for that deduction code.

This report lists the following:

Data base item description and code
Field affected, date and time of audit entry
The action that generated the audit entry
- 'Add'- item was added to the database
- 'CHA'- item was changed
- 'DEL' item was deleted from the database
The Username (or login identification) of the person who did the entry.
Message 'End OF Database Audit Report' to ensure the report completed