The Payroll Update module uses the temporary files created in the payroll processing run and the amounts contained in them to update the totals on to the employees in the master records. After the update is run any inquiries into the pay period will show the updated totals.
NOTE: It is imperative that a backup of the data files be done prior to running the payroll update. This procedure updates the master file and if there is a stoppage in processing while this is being accomplished or if this process is run out of sequence, the files must be restored in order to run it again. If they are not restored it may result in duplicate entries for employees.
It is important that a payroll run is updated before beginning a new set of payroll runs. The correct year to date balances and cheque numbering sequence can only be maintained when the payroll is updated before beginning a new pay period.
Payroll Tracking, which monitors the successful running of the payroll stream, will not allow a Payroll Update to be processed should any of the three initial phases of the payroll stream not have completed successfully. Payroll tracking information is available on the second screen of the payroll calendar per pay period. The Earnings Detail, Earnings Summary and Payroll Processing phases of the payroll stream must all be completed with a status of ‘Y’. The payroll tracking will also ensure these three phases of the payroll stream were not run out of sequence.
NOTE: The payroll tracking will also inform you when it detects that multiple payroll calendars have been run at the same time. This message is an informational warning and does not prevent you from continuing. It is not valid to run more than one payroll calendar at a time through the payroll stream. This message will warn you that the other payroll calendar set must be reprocessed completely starting at the Earnings Detail phase once this Payroll Update has been completed successfully.
It is recommended you verify the successful completion of the Payroll Update by confirming both the payroll tracking and reviewing the Payroll Update log.
A phase of the Payroll Update marks all Finalized Batches with the status of UPDATED. This status does not allow access to the batch, nor can the batch be deleted. A batch that was present during the Payroll Update cannot be removed or changed. When the Payroll Update is a Special Pay run, then only batches that contain a processed employee will be marked as UPDATED. This extra check allows you to run a Special Pay run ahead of your regular payroll run and not have all batches locked, only those batches that included the paid employees.
The final step of the Payroll Update includes a process that cleans up old empty interface files from the global interface directory SRB$OPSINT. This process will only remove interface files belonging to the current payroll, are a month or more old and are empty. The files removed are listed in the Payroll Update log for reference.
The final stop of the Payroll Update includes an auto clean up phase that removes work files from the payroll system based on the files type and age. The details of the file clean up is included in the log of the Payroll Update. Each file cleaned up is reported along with the file creation date and size of the file.The first phase cleans up old empty interface files for the global interface directory SRB$OPSINT. This phase removes interface files that are a month or older, are empty and belong to the current payroll.
The second phase of clean up removes old work files sych as ######.TMP and ######.WRK that are a month or older found in the work directory of the current payroll at SRB$OPSWRK:.
The third phase of the clean up removes old ######.CSV, ######.EXP and ######.MSG files that are 3 or more months old found in the work directory of the current payroll at SRB$OPSWRK:.
The fourth phase of clean up removes old work files that are 3 or more years old from the work directory SRB$OPSWRK and the export SRB$EXPORT. These files may include the PAYypp.TAP, PAYypp.EST and PAYypp.CHQ files, PEBT extract, ATRF extract files and Canada Saving Bond files.
Batch and Print Queue Screen
NOTE: This job will only run in batch.
Continue or Exit [C/E]
Enter 'C' to continue with the payroll update.
Enter 'E' to exit from payroll update.
Enter Pay Period # [YYYYPP]
Enter the pay period number to update.
GL Interface - GL / Employee / Compress Employee [G/E/C]
Enter 'G' to have the interface summarize by GL account code. There is one Journal Entry created for each GL with only the total of all entries against the code being processed.
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.
Enter 'C' to have the interface summarized by GL code within employee. The journal entries will contain the employee's name, and only accounts which are the same for one employee will be summarized into one total. Liability entries will be summarized per GL code regardless of employee. Multiple liability entries may occur if any earnings or benefit transactions have been costed through a liability GL.
The GL interface file ###%%%%PRINØ1.YPP is produced during this step. ### is the Finance Interface Code (defined in the OPS Payroll Master profile) and %%%% is this payroll's ID Code, (defined in the OPS Payroll Master Profile).
All interface files are generated into the location defined by the logical SRB$OPSINT:. When the payroll update has been checked to ensure the update completed correctly, you may run the Finance interface to load the payroll costing into the Finance system.
NOTE: The 'E' entry will cause substantially more journal entries to be produced. Please take into account disk space and reporting needs.
When Auto Interfacing is active:
Upon exiting from this process you will be prompted:
Do Auto Interface [Y/N]
Enter 'N' to omit the auto interfacing at this time.
Enter 'Y' to auto interface the Journal Entry and Invoice Entry interface files.
When the payroll update has completed, verify the log for error messages. Refer to the 'INTERLINK UP LOAD/DOWN LOAD PROCESS' in the event your payroll must be restored in order to rerun the Payroll Update.
Control Totals Report
The Control Totals report lists the totals as shown below, these totals should be compared to the totals as per the payroll processing.
The report lists the following:
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Total Hours
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Total Earnings
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Total Employer's Share
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Total Eligible Earnings
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Total Deduction Amount
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Total Taxable Benefits
Report is named ######.LST - ###### being the 6 digits from the job number.
Optional Storage Bank Comparison Report
This report is only generated when the Storage Bank Comparison Reporting field has been activated in the User Specific Parameters Profile.
Report is named #####D.LST - ##### being the 5 digits from the job number.
Employee Banks and Pool Banks Summary Update
The Employee Banks and Pool Banks Summary report reports the balances of the employee's banks after the employee's storage banks are updated with changes from that payroll period.
This report lists:
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The employee number and name
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All storage banks of the employee
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The hours and/or amount of the balance of each bank per employee
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A summary of total transactions per employee into pool banks
A Summary Per Storage Bank of:
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Original hours and amount
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Total transactions for hours and/or amount
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Total transactions into pool banks
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Total hours and/or amount after the payroll update.
Report is named #####G.LST - ##### being the 5 digits from the job number.
Date Terminated Employees Report
The Date Terminated Employees report lists all employees terminated during the payroll update due to the employee having a date only termination where the date of termination had been reached.
This report lists:
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The employee's number and name
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The employee's termination date
Report is named #####H.LST - ##### being the 5 digits from the job number.
Interlink Upload Procedure Summary
The Interlink Up Load summary is the report generated at the end of Payroll Update after the Interlink Backup file (SRB$OPSDAT0:PRHRØ2.DAT) has been generated. It is absolutely mandatory that the Interlink Up Load procedure be run before every backup of any payroll is done. A specific payroll CANNOT be restored unless this step has been done. Refer to option 'INTERLINK UP LOAD/DOWN LOAD PROCESS' for further details. Review the User's Guide Interlink Process before using this module.
This report lists the following:
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The payroll's ID and description
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Location of the main files
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Marker indicating 'LIVE PAYROLL' or 'TEST PAYROLL'
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Total number of employees in this payroll
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Total number of Terminated employees in this payroll
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Total number of employees On Leave in this payroll
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Total number of employees Being Terminated in this payroll
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Total number of employees On Leave With Benefits in this payroll
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Total number of Personnel Only employees in this payroll
Report is named ####UP.LST - #### being the first 4 digits of the job number.
DO NOT ATTEMPT TO RUN THE UPDATE TWICE for ANY REASON without contacting atrieveERP first