Manuals. Product Documentation. Payroll. Includes features to Version Xyntax Systems #2, 118 Railway Street West Cochrane, AB, T4C 2B5
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- Johnathan Sutton
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1 Manuals Product Documentation Copyright 2006 Xyntax Group Inc. All rights reserved. Includes features to Version This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Xyntax Group Inc. Xyntax Group Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this documentation. Xyntax Native Systems and Xyntax Systems is a wholly owned division and Trade-name of Xyntax Group Inc., Calgary, Alberta, Canada. These pages are for reference material only and are not intended for training purposes. Xyntax makes no representation or guarantee as to the validity or accuracy of the material contained herein. Xyntax Systems #2, 118 Railway Street West Cochrane, AB, T4C 2B5
2 # 1 Setup New Pay Period Setup New Pay Period This program sets up parameters for each new pay period setup. Each pay period date can only be used once. It is suggested to avoid setting up non essential pay periods as the updates will make the ROE information somewhat confusing by counting the extra pays as if they were full pay periods. The default calendar year suggested is obtained from Parameters, field # 10. You are able to enter any year that has the tax tables set up. This will be the year that this payroll is applied to the T4 year to date information. You can select either a new pay period ending date or one of any open pay periods. Selecting an open period allows you to change the original settings, or, if really necessary, to delete the entire pay period. Deleting a period that has had cheques issued is not recommended, as a lot of work will be needed to manually record the missing entries for audit purposes. The next choice refers to which pay period in the month that you want to call this one. This information is used for deductions that have selected pay periods to deduct in. You can choose any of number 1 to number 5. The last choice here is whether to accrue any sick or vacation leave that is set to monthly in the Employee Master #52. Default is no. Choose (Y) to accrue these specific leaves in this pay period. Then you choose each of the 12 deductions in the Employee Master #51. Any of them can be set to N to stop the deduction for this pay period only. Lastly, the five default Taxable Benefits are chosen to include or not include. Accepting the choices with (Y) will set up the parameters for this pay period. Enter Earnings/Deducations This program is used for all input of data to the pay period. # 10 Enter Earnings/Deductions Choose an open pay period that you want to post time into by selecting a number from the period or periods that are displayed. The only program that you can enter a date to select is in #1. The selection of pay periods does not appear if there is only one period open for posting. Input styles are hourly or automatic. (Default is hourly) Hourly - you select employees individually and manually input the necessary data. Automatic - only use if you want to post everybody who is set up as either salary or recurring payment. You can edit the information that is used as a default posting or decline to pay the individual, but you cannot choose employees by entering their codes. Note - Do not use automatic more than once per pay period. Start/End at Employee - only appears in automatic method. Choose the first and last employees you wish to pay. Start/End at Department - (default is beginning and ending departments) Choosing the defaults means that all departments will be used for next employee option. If you select either a starting or ending department, a temporary sort of all employees within the range will be made. This is used when you only want to post to a particular department or departments and want to use the next employee option. Direct Deposit OK - If direct deposit has been set up, you will get a prompt to okay the posting of direct deposit items. If you wish to issue cheques instead of direct deposits, enter (N). If you change your mind later, you can switch again at the time of printing the cheques/vouchers. Default is (Y). If you chose automatic posting: Employee numbers will be brought up by the system in employee number order with the defaults set up in the employee master. If you want to accept the entry, press <Enter> and the system will move on to the next employee. To cancel the posting while you
3 are in the Ok column, enter (N) and press <Enter> or the F2 key. If you wish to change the posting, use the F3 key to back up to the column you want to change, and re-enter the information. Press <Enter> in the Ok column to accept the changed information. If any posting has been made to this employee this pay, the system will not accept any entry in the automatic posting portion. If you chose hourly posting: Employee Code - As with any of the entry points for employee code, the system will insert leading zeros in a numeric code or add spaces in an alpha numeric code to bring the code to 5 characters. If the employee is active, the pay period date is inserted in the Date Worked column and the employee name is printed on the line below. If the employee is inactive, you are prompted on the line below that the employee is terminated. If you have need to restart this employee, you can enter a restart date. If the restart date is entered, the system will try and reinstate the employee using that date. No information will be changed in the Employee Master except the hire date. The employee will now be active. If made active in error, you have to use the PR 99, #61 to terminate them again. If successful, the system continues as with an active employee. Date Worked - Defaults to pay period date. Can be changed to any date with the pay period. If changed, the changed date will be remembered in this session until changed again. Normally no need to modify date as pay periods are considered as units instead of weeks any more. code - Letter codes R, O, D, P, B, S, V, F, RV, BI, and BO are valid, number codes 19 to 25, 31 to 46, 50, 51, and 53 to 67 are valid. See Code list for descriptions (PRR #40). Default by pressing F2 is R. Pressing <Enter> will bring forward the last code you used. Already on file - This window will appear if there are any postings already on file for this employee in the pay period. These items posted and amounts will be displayed. This will let you see what you have already posted. If there is nothing more to post, press F3 to go back, or press F2 to continue with the entry. Remember that even an item like a voided cheque or an adjustment will show here. Distribution - codes that require distribution will display the default distribution if there is one. If no distribution is required you cannot enter one. If you need to enter one, you must use a valid G/L code. Pressing F2 will enter the default code if there is one. Base Rate - If a default base rate is found, it will be entered here. If not, you can enter any positive non zero number. This rate will be used to calculate the amount. If no rate is required, the system will not stop here. Pressing F2 will insert the default hours, if found. Hours - If a default number of hours is found, it will be entered here. If not, you can enter any non zero number, positive or negative, to result in the total hours you wish to show on this cheque. If no hours are required, the system will not stop here. Pressing F2 will insert the default rate, if found. Amount - If hours and rate are entered, the amount is calculated and cannot be entered. If entry is needed, the system will stop here so you can enter the appropriate amount. There is no Ok as in automatic, so the system will proceed onto the next entry. If you notice an error in the last entry, you can press the F3 key when you are in the Employee Code column, which will erase the last entry you made. It can then be entered again. None of the entries you enter either under hourly or automatic will be saved unless you accept them at the end of the entry process. You can make as many line entries as you need for an employee. If you made a mistake on a previous entry session, you can just reverse it here and enter the corrected line. As long as you have not accepted the cheques after printing them, you can keep entering onto the folio created for this process. On completion of your payroll entry, press F4. You are prompted to accept the batch of entries you have just created. Pressing (Y) will update the payroll data with the new information posted. Pressing (N) will cancel this session and none of your last entries will be posted.
4 # 15 Void Computer Cheques Void Computer Cheques cheques/vouchers are retained by the system for a minimum 30 days after the reconciliation date to enable voiding of the payment. Outstanding payments remain indefinitely on file. Removal of the payment voiding information is automatically done when an outstanding cheque list is printed for a date more than 30 days after the recorded reconciliation date. Once the cheque/voucher has been transferred to history by the outstanding cheque list it cannot be voided. It is important to remember that Direct Deposit Vouchers are considered reconciled as soon as they are accepted in PR 24. You must go into PR 80 and reinstate them as outstanding if they are to be voided, before the 30 day time limit is reached. Note - The cheque or voucher number will not be accepted if it has been transferred to history. For a valid cheque number, the information is displayed for your information and you are prompted to accept or not accept the void process. Choosing <N> will cancel the voiding for that cheque. Entering a voucher number, which is the letter D plus the number, will accept the number if the direct deposit has not been processed yet. If the voucher has been processed but is still flagged as outstanding you have the option to press the F2 key and force the void to go through. This is necessary if the payment has been stopped at the bank. If the deposit has not been processed, when the void batch is accepted the entry will be removed from the file being prepared for transfer to the bank. When you are forcing a void to a voucher, you can only process the one item. You should not mix any other void items with the voucher being forced to void. When you are finished with entering cheques to be voided, press F4 to continue with the final update of the batch. If you are forcing a void of a voucher, you will not have the option to enter more cheques or vouchers, only to continue with the cancellation. Cancelling the Printer Choice window with F4 still gives the option to cancel posting of the batch one more time. If you select a valid printer, the void process will be completed and updated into the current payroll batch. Note - A voided cheque/voucher cannot be reinstated, it must be replaced with a new one. # 20 Edit Listing Edit Listing This is the first part of the programs run to update the payroll. It produces a listing of the items entered in PR #10. The list can be run at any time on an active payroll. The listing is meant to be looked at before the cheques are printed to verify the input, but most payroll can be run without printing unless an error is suspected. It must be printed before the payroll update can complete.
5 # 21 Calculate Net Pay Calculate Net Pay This program processes the information entered in PR 10, taking the deductions setup for this pay period and adding in any accruals such as vacation pay to generate a net pay from each folio. Folios that have had the cheque/deposit printed and accepted are ignored. All other folios are available to update. Selecting options #3 just displays the codes that were set to Yes in PR 1. Calculations can be run as many times as necessary. If you are adjusting entries, use PR 22 to review the results of the calculation and see what net pay the cheque/deposit would result in. Calculation can be done on either all of the available folios or on selected employees. Normally you would just do all the available. Selected employees would be used where you have changes that you only want to apply to specific folios without changing any other calculations you have done. If more than one cheque/deposit is done in the pay period for an employee, all of the entries will be included in the calculation. This does not pose a problem for most of the deductions, but does present a problem with tax calculation. The total income from the pay period can cause excess tax to be deducted since the total income will be considered as normal for a pay period and tax deducted as if this was normal. If the double payment is a result of issuing and then voiding a payment, as long as the payment is voided before the second calculation is done the net result will be correct. Note - Some of the entry codes in #10, specifically 31 and 32 should never be calculated. These codes refer to advances on pay, which are not considered earnings for T4 purposes. Issuing an advance should be processed directly from #10 to #24 without any other folios active since you want the gross pay and net pay to be the same. Other considerations on calculation: adjustments made by posting to one of the deduction items 3 to 12 (Codes 058 to 067) in the Employee Master #51 screen are included on top of the net pay calculation, not in the calculation. Any adjustments that will be applied to the federal deductions or pension should be posted in #10 after the net pay calculation has been done and just before going to #24 to print since the system will correct the adjustment on calculation. If you select individual employees to calculate, you have the option to skip the non statutory deductions by entering the employee code and press F1 instead of pressing<enter>. This will cause the calculation to ignore all 12 of the deductions in the Employee Master. For a selected employee included in a batch, simply calculate everyone, then return and calculate only the selected person or persons with this change. During the calculation, any manual entries found for the employee will bring up a prompt asking if it is okay to include the manual pay in the net pay calculation. Manual entries refers to both adjustment entries from PR 11 and voided payments from PR 15. The response should be: (N) No you have voided a payment from another pay period and are not replacing it. you made an adjustment in PR #11 not involving gross pay amounts. (Y) Yes you are replacing a payment from this pay that has been voided. The general rule is to include the manual pay if there is a matching regular pay so that the net result of including the manual pay will zero out the matching regular pay and calculations will end up being based on only the last payment entries. Don t include the manual pay if it refers to a payment from another pay period that is not also included in this pay period. The system will accumulate all of the included folios, calculate based on the total, and adjust the deductions for this pay period to any maximums that should be applied. Once the calculation is done, you can then go to PR 22 to review the results for any employees that may be in error.
6 # 22 Scan Current Employee Earnings Scan Current Employee Earnings This program displays information from folios in any of the active pay periods. It is meant to review pay records that have not been updated. Display shows selected pay period. When the employee code is entered, all the active folio numbers on file for that employee will be shown. Once a folio is selected, the display will show the selected folio, the department the folio has been applied to, and on the right side will show either Cheque or Direct and may or may not have a number after it. The Cheque or Direct indicates the setting that has been applied to this folio, either payment by cheque or payment by direct deposit. If a number appears after it, then a cheque or voucher has been printed for this folio. The bottom of the screen will indicate to press <Enter> to continue, F5 for distribution, and if more than one folio exists, F2 to go to the next folio. The F5 key will open a window showing the entries that were posted into PR #10. Pressing F2 will cycle through the available folios if there is more than one. The F1 Edit Option will allow you to manually edit certain fields in the employees payment. Note - The F1 option will not appear if this cheque has been printed and ACCEPTED. Print Journal # 23 Print Journal This is the second part of the payroll update process. The payroll journal is grouped by department normally with subtotals at the end of each department. This report is based on the department numbers found on the folios for the pay period. That does not necessarily mean that the expenses reported here will be all posted to this department s profit centre. Since each folio is allocated to a department and the costing used in the payroll entry may not match the department then comparison of the final general ledger posting to the department can be different. The general ledger will be posted correctly, but this printout may have interdepartmental differences if additional profit centres were used in the time entry. The final totals will still match the total posting to the general ledger.
7 # 24 Cheques/Earnings Statements Cheques/Earnings Statements This program prints cheques or earning statements for employees. Direct deposit vouchers are cheque forms with modifications to indicate that it is a voucher only. You cannot selectively print cheques at this time. All cheques not yet printed and accepted will print again. Because of the batch process in payroll, direct deposit vouchers are not mixed with cheques when printing, and all regular cheques must be printed first before vouchers for direct deposit can be done. When prompted with Is this a Re-Start, you should only enter (Y) ( Y plus F2 for vouchers) if you had just printed the batch and not accepted it. This will allow you to restart printing after the last good item printed. If you are printing the whole batch again, press <Enter> for cheques or F2 for vouchers to start a new run of forms. Do not use the (Y) if you have made any changes to the already printed batch or your changes may be lost. If you choose (Y) then you must enter the number of the last good cheque/voucher printed. You cannot reprint all of the cheques from here. Printing cheques/earnings statements - Earnings statements are simply paper forms with the payroll information and are not normally used for this payroll process. The only known use is if you are entering the payroll data again for a separate banking process. Simple approach is to use the direct deposit built in to the system. You are now asked for date to print on cheques and then for the printer to send the cheques to. You must choose a laser printer for the print job, even for earnings statements. Next option is for a test pattern. This prints a sample void cheque in case you need to verify that all the necessary fonts and logos have been downloaded to the printer. You must choose (Y) or (N). The print job will not continue past here until you choose (N). Now you have the option for a message on the stub. This will print on all the top stubs of the forms. Press (Y) to enter a message or (N) to continue. The system now reads through all the folios and assigns a cheque number to any which do not already have one. Then the print job starts, with each employee displayed on screen as it is being printed. Since the printer cannot keep up with the print job, you will likely see many employee names go by before the first one comes out on the printer. This is normal and eventually the printer will catch up. Note - If your cheque amount is $0.00 or you are paying by Direct Deposit a NO CASH VALUE will appear across the cheque. The last option which appears when the last employee has been sent to the printer is the message Did the cheques print OK?. You should wait until the last cheque has come out of the printer to verify it before you accept the batch. Once you accept the batch the folios for the printed cheques are updated as having been accepted and are effectively closed. If you do not accept the batch, the program restarts to try again. Note - If for some reason you do not accept the batch, you must be careful on the reprint to destroy any duplicate cheques that are created. This also can occur automatically if the printer has a paper jam, as the printer will reprint the last couple of cheques in its memory. After a paper jam is cleared and the print job starts again, you must check carefully for duplicate cheques. The system offers to print the cheque register for this batch of cheques. This is only necessary if you need a list of the cheques in this batch. Whether you say Yes or No to this option, the system will reprint a cheque register of all the cheques in this pay period during the payroll update program. The default here is (N). Printing Direct Deposit Vouchers - Pressing the F2 to process direct deposit items goes through a couple of extra steps. If the direct deposit is not properly set up, the F2 key is ignored and reverts to normal cheque printing. If this is okay, the system first verifies that all the regular cheques have been printed and accepted. If any cheques are not yet accepted, you can return to the previous prompt to print them. The option is also available to convert the folios flagged as cheque to be direct deposit (if they are convertible). Remember that once a cheque number or voucher number has been assigned to the folio, it is not convertible. If you choose to convert, all folios that can be converted will be done. If any are left that cannot be converted you must return to the print cheques option to finish them separately.
8 After a conversion the program restarts, you must then go through the initial process to get back to here. Once all the above has been cleared up, the system reports the number of direct deposit folios that is has found for printing. You can choose to continue with the direct deposit, then have the option to convert the direct deposit items back into cheque items. This is your last opportunity to reverse the direct deposit items back into cheques. You may need to do this if the batch has been processed too late for the payments to reach the employees by payroll date, or if for some reason you need to issue cheques. Once a voucher number has been assigned to the folio, it cannot be converted again. Converting causes the program to restart as above. System now proceeds as with the cheque printing. All of the same warnings apply regarding paper jams and reprinted vouchers. Watch for duplicates. The file being prepared for the bank cannot have duplicates. Remember that the bank process uses the cheque date to group the batch for transmitting it to the bank, so if you use more than one date for the vouchers, each date will be a separate batch. Batches can be added to as necessary up to the time it is compiled in EB #10 for transfer. There is no limit to the number of batches that can be created again with the same transmission date, but only one can exist at a time. batches are treated separately from account payable batches and so there can be one of each type without interference for the same date. Direct deposit process completes the same as cheque printing. The forms are printed like cheques and on cheque forms, but are clearly marked as vouchers with no cash value. All the form numbers for direct deposit start with the letter D and have a five digit number after. They are recorded in the cheque register as if they were cheques. The cheque register for this batch is optional, as it is for normal cheques. Calculation Warning A warning will show if it appears that a cheque is being printed that has not had federal deductions applied to it. This allows you to okay the cheque, stop the cheque run to go back and calculate, or just turn off the warning if you need to. Cost Distribution Report # 25 Cost Distribution Report This program is the third part of the payroll update process. Cost distribution prepares the entries used to post accruals, burdens and all of the expenses. The only items not prepared in this report are the extra deductions that are in the Employee Master #51. Note - The report can be run as many times as required.
9 # 30 Quick-Run Update Quick-Run Update The automatic payroll update processes all the basic update programs in order, that is PR 20, 23, 25, and 40, and spools all the reports for printing later. This is convenient if your payroll normally prints out okay. Any error which would stop PR 40 anyway will still stop the processing there. As with PR 40, the date is boldly highlighted if you choose a date more than 30 days either side of the pay period date. Once you accept the date, all the programs run in sequence. Some of the programs in the PR #96 menu can be added to the run sequence on request, such as pension deductions or miscellaneous deductions from payroll. Update This program posts all the payroll entries for a selected pay period to the general ledger. # 40 Update Warning - During the update, the system may prompt for G/L accounts or profit centres that have been posted to, but do not currently exist. Because payroll is a batch process, it depends on the various company and department settings to accurately reflect the accounts to be posted to. The payroll process has no simple way of deciding at the time of data entry if the accounts and profit centres used are or will be valid at the time of update, so must warn if some setting has resulted in posting to a non existent or invalid account. The posting date for the pay period should be based on the budget or the normal payment release date, not necessarily the same date as the ending date for the pay period. Pay periods should not be kept open longer that necessary in order that any year to date inquiries are reasonably accurate, periods not updated are not reflected in programs outside of payroll calculations. Once the company and pay period have been selected, the system tries to verify that all the folios to be processed have had a payment issued. Incomplete direct deposits or cheques, ones that have been entered but not printed or processed will cancel the update automatically after warning of the problem. Next the system will verify that the burden calculation (P/R #25) and the departmental reports (P/R #23) have been run. The run time is not verified, and since these programs can be run as often as required, it is expected that they would be run just prior to this program. The update cannot proceed without these two reports being run. Otherwise, a warning will be displayed if the input report (P/R #20) is not run or if the payments have been printed without a calculation to net (ie. gross pay=net pay). You may continue without correcting the warnings, but it is not recommended. The posting date for journal entry can be in any currently open period. The date displayed is boldly highlighted if you pick a date more that 30 days either way of the pay period date so you have the option to correct it. Once you accept the date, the payroll update process should not be interrupted. Processing the update proceeds in this order: Individual employee records are updated including YTD, WCB, and Insurable income. Any accruals due for vacation, sick, or banked leave are done, followed by any deductions applied against the earnings (from employee master). Cost distribution is next, including wage expense, costs, burdens, and misc deductions. Any inter company postings are applied at the end. At the end of the update, you are asked to select a printer for the cheque register. Whether or not you printed cheque registers as you printed payments, the update prints one register of all the payments processed in the period.
10 The last listing is the detail list of all the update transactions. During the G/L posting, all accounts are posted as a single value and noted with the pay period date. The detail listing breaks down each of the postings into the component values that make it up. The detail listing is saved and can be reprinted in all or in part from P/R 96, #65.
11 # 60 Report Generator Report Generator This program is designed to create custom reports using all of the available design codes. The report can be in any column order and can be sorted by any one of the employee master codes. There are three condition codes available for selecting results. The report design can be based on current amounts, historical amounts (updated payrolls), monthly amounts, or year to date amounts. Sorting is by any of the design codes starting with E. The number of columns is 15 or less depending on column width. Columns can be placed in any order, the sort column does not need to be first. Report conditions are used to select only records that have an appropriate value and to eliminate zero based records. With no conditions, every record for every employee would be included. One condition should normally be to eliminate inactive employees. When designing reports you can copy a report from another payroll company to save retyping the same information. Note - Employee status E50 has no value for an active person, or has termination code from ROE for inactive. # 61 Year to Date Inquiry Year to Date Inquiry This program allows you to do a year to date inquiries. Inquiries in this program are based on calendar year. Earnings register prints a report similar to the totals pages that are printed by P/R #23 for each department and then for the company. Individual inquiry, the default choice, displays current year to date record for selected employee. Earning HIstory Report/Inquiry # 62 Earning History Report/Inquiry Reports/inquiries in this program are based on individual employee records that have been updated to history. Any records not yet updated (pay periods that are still open) are viewed in P/R #22. Options #1 and #3 print the same information, but option #3 adds subtotals and page breaks for each employee chosen and adds up a grand total. Option #2 is for screen display only. Note - Dates are selected for inclusive pay periods from starting to ending date. If printing a report for #1 or #3, you can select employees and departments to include in the printed report. Totals for #3 will not necessarily be complete for the employee if only selected departments are chosen. The display in #2 shows each pay period in folio order for each selected employee.
12 # 63 Simplified Report Generator Simplified Report Generator This program is meant as to print simple lists of transactions in payroll. The listing is always by employee number, the first two columns being employee number and name. The third column is either SIN for nonhistory lists or Pay Period for history lists. Periods to include are selected at print time. Report Design allows up to 99 numbered reports to be prepared. Options for each report are: A. Report Title B. Active/Inactive/Both - include employees matching choice C. No of Columns - in addition to the first three D. Use History File - use history or current employee file E. Show Detail - default is summary for each employee. Design codes are based on listing from P/R 99, #40. Only the codes 001 to 075 and those that start with U are used in the simple reports. The report heading is what will appear on the printed report. Conditions will determine range of values to include. Example would be to print a list of pension deductions for the selected pay periods. You would choose design code 050 (Pension) and the Condition#1 would be that 050 is between.01 and If you do not add conditions, you will get a report of every employee since zero is then an acceptable value. The Active/Inactive option defaults to active only, since you do not usually need to search terminated employees. By choosing conditions you can select the Both option and report any activity for persons recently terminated. If you choose to use history file, payrolls that have not been updated will not show on the report. Choosing detail will print every occurrence that meets the conditions instead of just a summary per employee (within the periods selected). Employee Deductions History # 64 Employee Deductions History This program reports changes that have been made to records in the deductions screen of the employee master file. If the history option is set to be active in the individual deductions, any change in the net amount of the record, that is the Maximum Amount less the To Date Amount, is recorded. This listing should be considered as an Information Only listing since it records all changes, whether they are payroll updates or just editing of the deduction record. The total shown only reflects the recorded changes and is not necessarily accurate as to current balance. Entering the employee number lists the codes that have had the history option turned on. Choose a number to view or print the transactions. If you enter the employee number plus the F2 key, it is possible to edit or delete any of the entries if it was entered incorrectly.
13 # 70 Monthly Deduction Summary Monthly Deduction Summary Picks up all deductions processed within the dates selected. Dates are not restricted, so you can pick up as large a period as required. Reports all federal deductions along with all 12 of the additional deductions available in the employee master. Listing is by employee with summary totals at the end. Monthly WCB Report This program will prints a list of hours and earnings for WCB reporting. # 71 Monthly WCB Report Offers to clear old data prior to starting date of the report, normally okay to accept once report is printed. # 80 Cheque Reconciliation Cheque Reconciliation This program records reconciliation or reinstatement of cheques as outstanding. It is suggested that the reconciliation date used be the same as the date of the bank statement it is being processed from. An option is to reprint a reconciled batch, this works best if the reprinted list (which is based on reconciliation date) matches the statement. If you want to reprint, you have the option at the date prompt to press the F2 key. This option is explained further below. The operator can choose to display the cheques in the selected batch either in cheque number order or in the order in which they were reconciled. Non reconciled cheques appear after the reconciled, still in cheque number order. Enter the cheque number at the prompt. The full number is not necessary unless you are entering manual or direct deposit (start with M or D) items. If the item is found, the status of it will be displayed. If the status is outstanding, then pressing <Enter> will reconcile it, but if it shows as reconciled, press R and <Enter> to reinstate it as outstanding. The net total of outstanding and reconciled items processed so far is displayed at the bottom of the screen. If you process a cheque in error, simply enter the same cheque number again to reverse the process. The F2 key will always bring up the next cheque in sequence, F3 will cancel the current number entered, and F1 can be used in place of pressing <Enter>. If you happen to sort the cheques into numerical order before reconciling, this is useful for one handed processing. The option to reprint by reconciliation date by pressing F2 at the date prompt is meant to reprint a lost reconciliation list. It will pick up all cheques based on just the reconciliation date, but it cannot distinguish between different batches if the reconciliation date is the same. You are asked for a starting and ending number just to speed up the process, the numbers are not needed. If you pick the defaults, the system must search every single cheque still in the system, which can take a while if you have been printing cheques for a few years. Selecting a starting number and/or ending number shortens the search time. The screen will display the information as if you were typing in the cheque numbers, and the final printout will be the same.
14 # 81 Outstanding Cheque List Outstanding Cheque Listing This program prints a listing of outstanding cheques as of the date input. This listing is used along with any listing produced by P/R 96, #63 (Cheques not yet updated to G/L), for month end bank reconciliation. Cheques that have been reconciled for more that 90 days are transferred to historical cheque register. If you print a listing that is older than the 90 days, some items may appear to be missing. For example, if you print an outstanding cheque listing for April, May, June, and then July, if you go back and print April again, items that were reconciled for more than 90 days in July would have been removed to history, making the April list different than the first printing. # 82 Cheque Status Inquiry Cheque Status Inquiry This program allows you to inquire on the status and other basic information for payroll cheques which have been issued. Information displayed is as follows : Payee Name Employee Number Pay Period Date of Record Date of Cheque Current Status Amount Bank G/L Code Bank Statement Date Note - This is an inquiry screen only.
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