Task 03 - Process the Payroll

This task must be run after all the employees have been entered in Attendance Entry and Editing - Task 1 and after the payroll has been calculated in Task 2.

This program will first make backup copies of all the payroll files in the event that the processing of this payroll needs to be rejected.

First Screen:

The system will prompt for the starting check number.

• If the payroll checking account is being used, the computer checks the file to verify that the check number entered has not already been used. If it has, this message will display:   "00xxxx check number already in payroll checking".
  • If this occurs, press Enter key, and enter a new number.
• If the A/P checking account is being used, the computer checks the file to verify that the check number entered has not already been used. If it has, this message will display:  "00xxxx check number already in A/P checking".
  • If this occurs, press Enter key, and enter a new number.

Enter the check date to print on each check. Use the format MMDDYY, with no slashes.

Enter the starting employee number or press Enter key for all employees.

At the bottom of the screen the system prompts:  "load check forms into printer". Load the checks into the printer and press Enter key.

**The checks will print on the printer selected in the printer table.  The printer table is located in Systems Management.

Verify that the checks printed correctly.

Second Screen:

The system prompts:  "Are all checks satisfactory?".  Enter YES or NO.

• If NO is answered, the system will prompt for a starting check number, check date and starting employee number again. This procedure may be repeated as many times as necessary.

Reports:

A Check List will be generated.

• This list will be generated after "YES" is answered to "Are all checks satisfactory".
• This list contains the employee number, name, check amount and check number for every employee.
• A total of the amounts and how many checks were printed will be displayed.

The Attendance Distribution Report will be generated.

• This report subtotals the employees by department.
  • For each department, the information includes the department number, number of employees paid, regular hours paid, overtime hours paid, special rate hours paid, total hours paid, miscellaneous dollars paid, number of hours of advanced vacation, gross dollars paid, and the department name.
• A grand total will print at the end of the report.

Third Screen:

The program will now prompt "Posting of Attendance header Records OK? (YES/NO):"

• If YES is answered, then you will automatically exit the program.

Information is posted to the following files:

Employee Master File

Employee Check History

Employee Deduction History

Employee Recurring Deduction File

• (The miscellaneous balance is only changed if a type "2" miscellaneous deduction was taken.)
• If NO is answered, a message will announce that the files are being restored.  Always let this process finish without interruption (it should not take very long). This removes, from the above listed files, all the information that was just posted to the files, and places it back in Attendance Entry and Editing - Task 1. Then another edit list can be printed, and make corrections. When everything is correct, then Process the Payroll-Task 3 again. 

Important:  any time a change is made in Task 1 -Attendance Entry and Editing, then Task 2 - Calculate the Payroll must also be processed again before Task 3 - Process the Payroll is run.