An Introductory Guide by zhouwenjuan

VIEWS: 4 PAGES: 57

									                    AXISe Pension Systems

                       Payroll Training
                          Section 5




Prepared by:

Heywood
2 Victoria Street
Altrincham
Cheshire
WA14 1ET                                    October 2003
Contents



Introduction                       1

Payroll Control Record             3

Payroll Financial Summary Record   9

Payroll Movements Summary          13

Control/Exception/Error Reports    17

Analysis Reports                   19

New Payees and Deletions           27

Previous Employ Gross and Tax      31

Journal Reporting                  34

BACS Extract Report                42

Cross Referencing Reports          45

Reports Overview                   47
       AXISe Payroll Training – Section 5
       Introduction
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                                  Introduction




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Pay/Paygen/Training/AXISTRAIN5            1                               October 2003
       AXISe Payroll Training – Section 5
       Introduction
       ______________________________________________________________


Introduction

This Guide describes the facilities that enable a User to control the input and
processing of the Payroll system. The level of control considered necessary to
operate a payroll system varies from client to client, and it is the clients’ responsibility
to ensure that adequate controls are in place and operated.

The guide is not designed to be comprehensive, but rather it is an overview. Further
detailed instructions are available within On-line Help.

The guide assumes that the User is familiar with Microsoft’s Windows or NT operating
environment and the use of a mouse, toolbar and shortcut keys.


On-line Help and the Advisor

These facilities have already been described in Section 1 of the Training Guides.




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Pay/Paygen/Training/AXISTRAIN5             2                                October 2003
       AXISe Payroll Training – Section 5
       Control Record Display
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                                 Payroll Control Record




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Pay/Paygen/Training/AXISTRAIN5            3                               October 2003
       AXISe Payroll Training – Section 5
       Control Record Display
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Payroll Control Record

This data view is used to monitor the movement of payees on and off the payroll. It
also indicates the relative state of the payroll in processing terms. The record is
maintained interactively by member maintenance and certain batch payroll processes,
eg calculations and pay advice production.

The data view indicates the number of payees within a particular Payroll, and the state
of those payees within the payroll cycle. It is concerned with 'Head Counts' and does
not specifically identify payees individually.

The record indicates whether the following have been completed successfully:
       Calculations for all relevant payees.
       Pay advice production for all relevant payees.
       Period End.
It also shows a count of the number of ‘New starters’ and ‘Lefts’ on the payroll.

There are other indicators on the record, but its main use is in identifying the above.

Select Option R511.




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Pay/Paygen/Training/AXISTRAIN5            4                                October 2003
       AXISe Payroll Training – Section 5
       Control Record Display
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How does it work?

The record is maintained interactively, which means that it is updated immediately by
the system as and when various actions are taken. It is linked to the indicators on
payees Pay Basic Details data view. These actions can fall basically into three
categories.

       Creation/amendment/deletion of a payee's payroll data set, ie Pay Basic
        Details, Pay Elements, Variation - O/Ride data views.

       Calculations.

       Pay Advice Production.

       Other payroll batch processes, eg Period End, BACS, Year End.


Creation/amendment/deletion of a payee's payroll data set

On the payee's Pay Basic Details data view there are a series of hidden processing
indicators (sometimes called flags) which are set and unset. These indicators also
cause the Control record to be updated:

        Pay Basic Details data view       Control Record

a)      A payee is created                ‘Starters’ count is incremented
                                          ‘Not Calculated’ and ‘No Advice’ counts are
                                          incremented

b)      Calculation is performed          ‘Calculated OK’ count is incremented
                                          ‘Not Calculated’ count is decremented

c)      Calculation fails                 ‘Failed Calc’ count is incremented
                                          ‘Not Calculated’ count is decremented

In the above case we can see that 'Creation' sets indicators, as do batch processes,
eg calculations and pay advice production.

Once the 'Calcd' indicator on a payee’s Pay Basic Details data view is set to 'Y' any
amendment to that payee’s payroll data views resets the indicator to 'N', thus forcing a
recalculation. The Control record is also amended at the same time.



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Pay/Paygen/Training/AXISTRAIN5            5                               October 2003
       AXISe Payroll Training – Section 5
       Control Record Display
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How should the record be used?

The record should be viewed before processing the next stage in the payroll
production cycle in order to check that it is appropriate to proceed.
eg
     All calculations performed before reconciliation reports produced.
     All calculations performed before Pay advices produced.
     All calculations performed before BACS processed.




        All payees calculated.

        OK to process Payments and Advices.


What if the count is out of step?

Even though the record is maintained interactively it is possible, in exceptional
circumstances, for it to get out of step. It is sometimes necessary, therefore, to rebuild
the record.

Select Option R512 to rebuild the record.


Are there any other uses for the control record?

The record also indicates other information.

eg      Number of         Lefts
                          Suspended
                          Starters



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Pay/Paygen/Training/AXISTRAIN5            6                                October 2003
       AXISe Payroll Training – Section 5
       Control Record Display
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Apart from information related to payees there are also system indicators.

eg      Updates Inhibited - This is set automatically to 'Y' when a 'BACS' file is
        extracted. This prevents any amendment to payees payroll data views in order
        to ensure that the amounts paid equal the amounts on the payees data set.

        There may be instances when this indicator needs to be unset to allow further
        amendment. If this is the case, BACS may also need to be re-extracted.
        Select Option R751 and follow the instructions in the Payroll On Line Help.

        Period End - This gets set to 'R' when Period End is requested, then 'N' when it
        is complete.

        Year End Indicator - This indicator is set when Year End Update has been
        processed successfully.

        Returns Year - This indicates the latest year for which returns have been
        produced.


Successful Period End Update For Period 03




'This Period’ totals moved to 'Last Period’ totals. Calculation and Pay Advice totals are
reset
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Pay/Paygen/Training/AXISTRAIN5            7                               October 2003
AXISe Payroll Training – Section 5
Financial Summary




                          Financial Summary Display




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Pay/Paygen/Training/AXISTRAIN5            8                               October 2002
       AXISe Payroll Training – Section 5
       Financial Summary Display
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Payroll Financial Summary Display

This data view is used to calculate the total financial value of the payroll. Unlike the
Control Record it is not maintained interactively, but needs to be built when required.

It calculates control totals for:

This Period Values                  -     Total of This Period calculations

Year-To-Date Values                 -     Totals from payees Pay Basic Details data
                                          view excluding calculations

Adjustment Values This Period       -     Total of Variation O/Ride data views paid via
                                          Immediate Payments

The totals are in respect of :            Earnings Taxable/Non Taxable
                                          Gross Pay
                                          Gross Taxable Pay
                                          Tax
                                          Deductions
                                          Net
                                          Previous Employ Taxable Pay
                                          Previous Employ Tax


To build the Financial Summary select Option R514.

The build option outputs a report that should be checked and retained.

To view the Financial Summary Display select Option R513.

The summary should be produced and reconciled after the payroll calculation but
before payments are processed.




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Pay/Paygen/Training/AXISTRAIN5            9                               October 2002
       AXISe Payroll Training – Section 5
       Financial Summary Display
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Payroll Financial Summary Display

This Period Values
ie the result of calculations.




To Date Values
This section of the screen is derived by totalling the ‘Year To Date’ values of each
payee within the payroll, ie Page 2 of the Pay Basic Details data views.

nb As with Page 2 of the Pay Basic Details data views, ‘To Date’ values do not include
calculations for the current period.


Period End Update

The Funancial Summary is rebuilt by Period End Update, and a copy is included in the
report from that process. It is advisable to check this Financial Summary immediately
after Period End Update against the report produced prior to Period End Update to
ensure that the brought forward figures can be reconciled.




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Pay/Paygen/Training/AXISTRAIN5           10                               October 2002
       AXISe Payroll Training – Section 5
       Financial Summary Display
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Payroll Financial Summary Display

Before Period End Update

Remember the Financial Summary display needs to be built (Option R514) each
time it is to be used. Unlike the Payroll Control display, it is not interactive. If a
rebuild is required, a message is displayed on the screen:




This Period Values

This is the result of the payroll calculations.

To Date Values

This is the total of all payee Year To Date values including Previous Employ values.




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Pay/Paygen/Training/AXISTRAIN5            11                               October 2002
       AXISe Payroll Training – Section 5
       Financial Summary Display
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After Period End




This Period Values

This is the result of the payroll calculations. It will be noticed that the ‘This Period
Values’ are now blank because they have been added in to the ‘To Date Values’

To Date Values

This is the total of all payee Year To Date values including Previous Employ values.




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Pay/Paygen/Training/AXISTRAIN5            12                                 October 2002
       AXISe Payroll Training – Section 5
       Payroll Movements Summary
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                        Payroll Movements Summary




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Pay/Paygen/Training/AXISTRAIN5           13                               October 2002
       AXISe Payroll Training – Section 5
       Control/Exception/Error Reports
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Payroll Movements Summary - Option R521

The Payroll Movements Summary report is designed to illustrate how payroll financial
values have moved from the beginning of the period to the end of the period. It is an
important part of the reconciliation process.

The Payroll Movements Summary report displays the following:

   Financial information brought forward from the previous period, amounts resulting
    from adjustments, deletions, transfers and calculations in this period and the
    carried forward values.

   Transfers- refers to payees who had their Payroll Id amended ie switched from one
    payroll to another. Any values in this column must be investigated and compared
    with movement summaries for other payrolls.

   The number of payees and the value for the current period for BACS and
    non-BACS payments

   The total number of payees brought forward from the previous period, changes this
    period as a result of deletions or new starters and the carried forward value.

   The number of payees for each payroll status brought forward from the previous
    period, movements in the current period and the carried forward values.

   The number of payees with ‘Deferred Process’ status for each period of deferment.




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Pay/Paygen/Training/AXISTRAIN5           14                               October 2002
       AXISe Payroll Training – Section 5
       Control/Exception/Error Reports
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Payroll Movements, Reconciliation Summary




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Pay/Paygen/Training/AXISTRAIN5           15                               October 2002
       AXISe Payroll Training – Section 5
       Control/Exception/Error Reports
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                     Control/Exception/Error Reports




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Pay/Paygen/Training/AXISTRAIN5           16                               October 2002
       AXISe Payroll Training – Section 5
       Control/Exception/Error Reports
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Control/Exception/Error Reports

Exception/Error Reports are used to prove that all processes and/or all selected
payees were processed correctly. They are an important part of system control.

Many jobs within AXISe only output Exception/Error reports (to a print file).

        eg       Payroll Calculations - outputs details of payees who have errors or
                 warnings, but only outputs control totals for all other payees. It doesn't
                 produce a line by line payee report detailing all payees because at this
                 stage the User is only concerned that payees are calculated, and not
                 concerned initially with the individual calculation results.

The calculation values can be listed later by other AXISe reports when all calculations
have been processed.

Other processes within AXISe will output Exception/Error reports (to print files!) plus
reports containing detailed data.

        eg       Pay Advice Production - outputs details of payees who have errors or
                 warnings together with control totals for all other payees. In addition to
                 this the actual data that will be printed onto the pay advice forms is also
                 produced in other print files.

In the above example only one Print filename is input by the User but multiple print
files are produced. The system achieves this by taking the original print filename and
appending suffixes to it depending on the contents of the file.

eg      PAYADV becomes PAYADVCR -                   Control report
                       PAYADVP1 -                   Pay advice data
                       PAYADVC1 -                   Cheque advice data

It is important to read the various Control/Error/Exception reports so that any problems
can be identified, and to confirm that processes have finished correctly.




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Pay/Paygen/Training/AXISTRAIN5              17                               October 2002
       AXISe Payroll Training – Section 5
       Analysis Reports
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                                 Analysis Reports




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Pay/Paygen/Training/AXISTRAIN5           18                               October 2002
       AXISe Payroll Training – Section 5
       Analysis Reports
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Analysis Reports

As mentioned previously, AXISe generally operates on an Exception/Error reporting
basis, i.e. it will not usually produce reams of detailed data as a consequence of
processing a job.

There will, of course, be times when detailed data needs to be produced.

This can be done either through 'Standard' reports or the 'Report Writer'.

nb The use of the 'Report Writer' is not covered as part of payroll training.


Standard Reports

The reports are standard in so much that the layout for each individual report is
generally the same each time the report is requested, but the User has the option of
requesting the inclusion/exclusion of different individuals or groups, i.e. the contents
can differ depending on the Users requirements.


Compromise

'Compromise', in this context is a very important word. AXISe does not set out to
replicate any reports the User's existing system produces. The data is probably
available in AXISe, but may be in a different format. The compromise is in the way
that the User should expect to see the data on AXISe, as opposed to the way it is
presented on the existing system.

Examples of report selections now follow.




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Pay/Paygen/Training/AXISTRAIN5            19                                 October 2002
       AXISe Payroll Training – Section 5
       Analysis Reports
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Pensioner Reconciliation Reports - Option R521




Notice that more than one report can be requested at the same time.

The ‘Payments Analysis’ output has been specified as ‘Surname Order’.

There is an option to have values detailed, ie per payee, or totals only by checking the
relevant bullet. In this example a ‘Detail’ report has been requested for the Payments
Analysis, and a ‘Total’ report for the Element Code Analysis.

N.B. The following warning message will be output on both the data view and the
     report in the event that the Payroll Control Data View displays any payees as
     not being calculated.

                          Reply ** 2841 Not all Payees Calculated **

This is only a warning message and does not prevent the request from being made.
There will, perhaps, be instances where the reports will be required when all payees
are not calculated, eg immediately after Period End Update


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Pay/Paygen/Training/AXISTRAIN5              20                            October 2002
       AXISe Payroll Training – Section 5
       Analysis Reports
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Payroll Gross/Net Pay Analysis




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Pay/Paygen/Training/AXISTRAIN5           21                               October 2002
       AXISe Payroll Training – Section 5
       Analysis Reports
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Pensioner Reconciliation Reports - Option R521

Element Code Analysis




'Element Code Analysis' output in ‘Surname’ order.

Because one of the two element reports has been selected it is possible to be further
selective by nominating which particular elements are included. This is achieved by
using the Element Code range fields.



In the above example only elements 001 to 006 will be included in the report.



In this example only Element 006 will be reported.

Leave Element code range blank to produce a listing of all elements.

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Pay/Paygen/Training/AXISTRAIN5           22                               October 2002
       AXISe Payroll Training – Section 5
       Analysis Reports
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Payroll Element Code Analysis Report




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Pay/Paygen/Training/AXISTRAIN5           23                               October 2002
       AXISe Payroll Training – Section 5
       Analysis Reports
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Pensioner Reconciliation Reports

Including/Excluding Payees or Data

The ability to include or exclude certain categories is a feature of these reports.

Elements

We have seen how requests can be selective about which elements or ranges of
elements are to be included. Other selections available include:

Individual or Range of Payees

This is achieved by using the Sequence range fields. Sequence refers to the Print
Selection sequence.




For instance, if ‘Member Number’ Sequence has been requested, the above
example will restrict the reporting so that only payees with Member Numbers within
the entered range will be shown.

Point of Calc Codes

Each element created on the system has been allocated a ‘Point of Calculation’
definition as follows.

1 Not used                                    2 Earnings - No NI
3 Earnings - No Tax / No NI                   4 Not used
5 & 6 Not used                                7 Deduction
8 Not Used                                    9 GAYE

Using the check boxes allows the User to globally select elements for reporting, eg
all Deduction Elements.




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Pay/Paygen/Training/AXISTRAIN5           24                               October 2002
       AXISe Payroll Training – Section 5
       Analysis Reports
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Pensioner Reconciliation Reports

Including/Excluding Payees or Data

Leavers

The User has the ability to determine whether values for payees set to ‘Left’ are
included or excluded.




Amended Payees

The same kind of selection is available for payees amended this period.




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Pay/Paygen/Training/AXISTRAIN5           25                               October 2002
       AXISe Payroll Training – Section 5
       Analysis Reports
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Payee Status Report - Option R522

Status in this context is the status of the payee in processing terms, eg
 Setting payee as ‘Left’ or ‘Leaving’.
 Setting payee as ‘Suspended’ or ‘Suspend Next Period’.
 Setting payee as ‘Do Not Process’ this period.

This is achieved using the ‘Status/Misc Adjust’ data view at payee level.

The ‘Payee Status’ report details payees with the various statuses.




In this example this report will produce in Name order all payees whose payroll status
is ‘Left’ or ‘Suspended’.




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Pay/Paygen/Training/AXISTRAIN5           26                                 October 2002
       AXISe Payroll Training – Section 5
       Analysis Reports
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Payee Status Report




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Pay/Paygen/Training/AXISTRAIN5           27                               October 2002
       AXISe Payroll Training – Section 5
       New Payees and Deletions
       ______________________________________________________________




                           New Payees and Deletions




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Pay/Paygen/Training/AXISTRAIN5           28                               October 2002
       AXISe Payroll Training – Section 5
       New Payees and Deletions
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New Payees and Deletions - Option R526

It is recommended that each payroll status of payee, eg Live, Left, Starters, Deleted
etc are reconciled each period in the following way.

eg      Live     =        No of Payees B/Fwd
                 +        New Payees
                 -        Left Payees this period
                 -        Deleted Payees
                 =        Live C/Fwd

There may be adjustments required where payees are set to Suspended or No
Process then later reinstated.

Select Option R526 for a list of new payees and deleted payees this period.




NB      Only in exceptional circumstances would a payee be deleted - for example a
        payee created in error.

        If payments have been made via the record then careful consideration must be
        given before deleting the record.

The analysis of payees set to Left, Suspended or No Process is obtained using Option
R522 Payee Status Report.




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Pay/Paygen/Training/AXISTRAIN5               29                           October 2002
       AXISe Payroll Training – Section 5
       New Payees and Deletions
       ______________________________________________________________

New Payees Report




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Pay/Paygen/Training/AXISTRAIN5           30                               October 2002
       AXISe Payroll Training – Section 5
       New Payees and Deletions
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Deletions Report




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Pay/Paygen/Training/AXISTRAIN5           31                               October 2002
       AXISe Payroll Training – Section 5
       Previous Employ Gross and Tax
       ______________________________________________________________




                     Previous Employ Gross and Tax




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Pay/Paygen/Training/AXISTRAIN5           32                               October 2002
       AXISe Payroll Training – Section 5
       Previous Employ Gross and Tax
       ______________________________________________________________


Previous Employ and Tax - Option R527

Details of updates or amendments to payee’s Previous Employment values can be
obtained via Option R527.




The report details B/Fwd and C/Fwd values so it is possible to identify where existing
values have been amended.




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Pay/Paygen/Training/AXISTRAIN5           33                               October 2002
       AXISe Payroll Training – Section 5
       Previous Employ Gross and Tax
       ______________________________________________________________

Previous Employ and Tax Report




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Pay/Paygen/Training/AXISTRAIN5           34                               October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
       ______________________________________________________________




                                 Journal Reporting




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Pay/Paygen/Training/AXISTRAIN5           35                               October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
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Journal Reporting

This is sometimes known as audit reporting.

How does it operate?

Every time a User of the system processes a change to the data, i.e. creation,
amendment or deletion, the old and new values are written to the 'Journal' file. This
journal file can be reported upon.

Which Users update the Journal file?

Both Administration and Payroll Users will update the same journal file because AXISe
is an integrated system.

How can the Payroll Users identify payroll amendments?

AXISe journal file reporting is not simply a print of all data amendments in date order.
It is a powerful reporting tool. The reporting system enables the User to target all
creations/amendments/deletions processed via particular Users, programs, payrolls or
in respect of individual members/payees.

Who is responsible for producing the reports?

It varies from client to client.

How long is the information held for?

In theory, indefinitely, but in practice the journal file will grow very large and system
administrators will periodically reset the file to clear it down.

It will be necessary to discuss with the administrator exactly how long the information
should be held on the file.

Full or Summary?

The ‘Full’ request produces a detailed report of each field and record type processed
and the action, eg create.

The Summary request produces a one line entry on the report detailing the data view
processed and the action, eg amend.



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Pay/Paygen/Training/AXISTRAIN5           36                               October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
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Journal Print Member File Data - Option R533

All Creations/Amendments etc by Payroll Id

This selection will show all amendments processed for payees in Payroll 'DEM'
between the date and times shown on Page 2.




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Pay/Paygen/Training/AXISTRAIN5           37                               October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
       ______________________________________________________________


Journal Print Member File Data - Option R533

All Creations/Amendments etc by Specific User

It may be appropriate to produce journal reports for specific users to facilitate the
checking of data input.

Eg User ‘JOHN’




Only those amendments, etc, processed by JOHN, between the dates selected, for all
payees with a Payroll of ‘TST’ will be reported.




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Pay/Paygen/Training/AXISTRAIN5           38                               October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
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Journal Print Member File Data - Option R533

All Creations/Amendments to a particular Data View.

It may be appropriate to produce journal reports for specific data views to facilitate the
checking of data input. Here we are using the example above but this time specifying
a particular data view, 201.




Data View Codes

Each data view has a three-character system code. The main codes used for payroll
purposes are as follows

000          Member Summary
013          Member Address
014          Correspondence Address
025          GMP Details
030          Pension Details
035          Dependant Details
201          Pay Basic Details
202          Pay Elements
203          Variation - Override
205          Messages
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Pay/Paygen/Training/AXISTRAIN5           39                                October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
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Journal Print Member File Data - Option R533

All Creations/Amendments to a particular Member.

This selection will show all amendments for Member Number 630899 between the
dates shown.

Notice also the use of the range of data view codes




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Pay/Paygen/Training/AXISTRAIN5           40                               October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
       ______________________________________________________________


Journal Reporting

Pro-Forma Maintenance, Member Data - Option R536


Rather than continually inputting the various requests each time a report is required,
this facility allows creation request template, which can be saved with a unique name.
This type of request is called a Pro-Forma.

A pro-forma can be used to request any of the previous examples which have
concentrated on global requests.

eg      Everything affecting Payroll TST

        Everything processed by User JOHN using the Pay Basic Details data view.

If there was a need to be more specific and concentrate on method of payment details
or tax codes, for example, then the Mnemonic facility would be used. Briefly, every
data item has a system name and that name is known as a Mnemonic.

Once a Pro-forma is created it is simply a case of inputting the relevant name in the
field on option R533 and confirming the screen.

See the following example regarding reporting tax code amendments.




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Pay/Paygen/Training/AXISTRAIN5             41                             October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
       ______________________________________________________________


Pro-Forma Maintenance, Member Data - Option R536




Page 1




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Pay/Paygen/Training/AXISTRAIN5           42                               October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
       ______________________________________________________________


Pro-Forma Maintenance, Member Data - Option R536

Page 2

Specifying where the data is held.




File Code                        ME for Member File

Report Sequence                  Date/Time indicated by inputting 1 in the sequence box

Data View                        201 is the system code for the Pay Basic Details data view
                                 on which Tax Codes are recorded

Payroll                          TST is the Payroll for which the report is required




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Pay/Paygen/Training/AXISTRAIN5               43                                October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
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Pro-Forma Maintenance, Member Data - Option R536

Page 3

Specifying the actual data to report on using Mnemonics (Mnemonics are the system
names for data fields.)




A Tax code is made up of three fields, Tax code, Basis and Prefix/Suffix.

In the example above If the mnemonic for Prefix/Suffix is not known, the ‘Find’ facility
can be utilised, as described on the following pages.




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Pay/Paygen/Training/AXISTRAIN5           44                               October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
       ______________________________________________________________


Pro-Forma Maintenance, Member Data - Option R536

Using ‘Find’




The Find facility works in a number of ways.

Data View Code

It is known that the field resides on a particular data view, eg 201 Pay Basic Details.




This displays all the Mnemonics for the Pay Basic Details data view.




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Pay/Paygen/Training/AXISTRAIN5           45                                October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
       ______________________________________________________________


Pro-Forma Maintenance, Member Data - Option R536

Using ‘Find’ (Continued)

Scroll to the mnemonic required - TAXSUFPREF in this example:




Clicking OK will add the mnemonic to the list on Page 3 tab.




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Pay/Paygen/Training/AXISTRAIN5           46                               October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
       ______________________________________________________________


Pro-Forma Maintenance, Member Data - Option R536

Using ‘Find’ (Continued)

Mnemonic Name Wild Card

Because we are looking for a field concerned with tax it is quite likely that the
mnemonic has the word Tax included in it. Use the wild card symbol ‘ * ‘ ie asterix.




This displays a list of the mnemonics prefixed with TAX.




Scroll to the field required and click OK to add the mnemonic to the list on the
Page 3 tab.




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Pay/Paygen/Training/AXISTRAIN5           47                               October 2002
       AXISe Payroll Training – Section 5
       Journal Reporting
       ______________________________________________________________


Pro-Forma Maintenance, Member Data - Option R536

Using ‘Find’ (Continued)

Inputting a valid mnemonic in the find box displays the definition of that field




Please note that confirming OK returns the User to the Pro-Forma screen, it does not
update the list with the mnemonic.




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Pay/Paygen/Training/AXISTRAIN5            48                                October 2002
       AXISe Payroll Training – Section 5
       BACS Extract Report
       ______________________________________________________________




                                 BACS Extract Report




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Pay/Paygen/Training/AXISTRAIN5           49                               October 2002
       AXISe Payroll Training – Section 5
       BACS Extract Report
       ______________________________________________________________


BACS Extract Report - Option R461

NOTE: BACS is treated in more detail in Section 6 of the training guides.

There are four reports produced by the BACS extract routine. This program basically
creates a file for onward transmission to BACS via BACSTEL. There are separate
menu options that actually process the file for BACSTEL and these options will be
covered later during the implementation process. This section is only concerned with
the reconciliation aspects of the report that is produced by the extract procedure.




Four reports are produced using the filename input on the request screen with the
following suffixes:

       Print ‘xxxxxxxC.rep’ - Certification report.

       Print ‘xxxxxxxM.rep’ - report giving details of all BACS payees.

       Print ‘xxxxxxxE.rep’ - report showing warnings/errors

       Print ‘xxxxxxxS.rep’ - Summary report.




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Pay/Paygen/Training/AXISTRAIN5             50                              October 2002
       AXISe Payroll Training – Section 5
       BACS Extract Report
       ______________________________________________________________

BACS Extract Report - Option R461


The following appear in the Summary report:

    a) NO. OF 201 RECORD READ - total number of payees in the Payroll

    b) NO. OF LEFT/SUSPENDED PAYEES

    c) NO. OF BACS PAYMENTS POSSIBLE - equals a) minus b) minus No. of
       payees paid by other methods of payment

    d) NO. OF REJECTIONS - NOT PROCESSED - equals number of BACS payees
       set to 'No Process’

    e) NO. OF REJECTIONS - CALC INVALID - equals number of BACS payees not
       calculated

    f) NO. OF REJECTIONS - ZERO PAYMENT - indicated on warnings/error report

    g) NO. OF REJECTIONS - NEGATIVE PAYMENT - BACS payees with failed
       calculation resulting in negative net pay

    h) NO. OF BACS PAYMENT RECORDS GENERATED - number of payees paid
       via BACS for this payroll in the requested period

    i) VALUE OF BACS PAYMENT RECORDS GENERATED -total Net Pay of
       payees included in h)

    j) VALUE OF NON BACS PAYMENTS - eg Value of Cheque/Manual payments

    k) TOTAL VALUE OF PAYMENTS - i) plus j) - should be equal to the Total Net
       Pay for the Payroll




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Pay/Paygen/Training/AXISTRAIN5           51                               October 2002
       AXISe Payroll Training – Section 5
       BACS Extract Report
       ______________________________________________________________

BACS Extract Report


There may be instances when reconciling these values, when the AXISe Reportwriter
needs to be utilised.

eg If there is a difference between item c), number of BACS payments possible and
item h), number of payments generated.

The difference may be because some of the payees have a pay frequency override
indicator set (e.g. set to quarterly payments) and they are not due for payment this
period. The User will need to utilise the Reportwriter to identify such payees if pay
frequency override is in use. The Heywood Payroll Consultant should be contacted if
assistance is needed.

Similarly, the Reportwriter must be used to identify payees set to method of payment
'M' for manual.




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Pay/Paygen/Training/AXISTRAIN5           52                               October 2002
       AXISe Payroll Training – Section 5
       Cross Referencing Reports
       ______________________________________________________________




                          Cross Referencing Reports




Pay/Paygen/Training/21405AXISTRAIN5   53              October 2002
       AXISe Payroll Training – Section 5
       Cross Referencing Reports
       ______________________________________________________________


Cross Referencing Reports
This is basically balancing totals from one report to another.

Examples of the kind of things a User may consider checking are

i)      the Control record indicates 20 new starters on payroll - process a New Payees
        report (R526) to identify payees created.

ii)     the Control record indicates 5 payees set to 'No Process' - process a 'Payee
        Status' report (R522).

iii)    the Control record indicates 8 payees set to 'Suspended' - process a 'Payee
        Status' report (R522).

iv)     Does the total number of payees calculated equal the total number of payments
        made?

        ie

        Total Payees Calculated            -        Source: Control Record
        should equal…
        Total No. Payments                 -        Source: BACS Extract Summary
        plus Total No. Cheques             -        Source: Pay Advice Reports
        plus Total No. 'No Process'        -        Source: Payee Status Report
        plus Total No. Manual payment      -        Source: Report Writer

        It will be necessary to utilise the Reportwriter to identify the number of extra
        payments produced if the Net Pay Split facility is in operation.

v)      Does the total value of Net Pay Calculated equal the total value of the
        payments made? That is…

        Total Net Calculated               -        Source: Pay Analysis
        should equal…
        Total Value of BACS                -        Source: BACS Extract Summary
        plus Total Value of Cheques        -        Source: Pay Advice Reports
        plus Total Value of Manual         -        Source: Report Writer




Pay/Paygen/Training/21405AXISTRAIN5            54                   October 2002
       AXISe Payroll Training – Section 5
       Reports Overview
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                                      Reports Overview




Pay/Paygen/Training/21405AXISTRAIN5          55          October 2002

								
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