The payroll password file records are used to provide additional protection to the payroll data over and above the standard Permissions and Security mechanism used within the Autoline package.
The software supplier will have created their own and the payroll manager's password record as a part of the system set up. The payroll manager should ideally be a priority 8 payroll user, this person should then maintain all other payroll password records.
The payroll priority has to be 8+ for a user to be able to maintain payroll password records fully, a user with a payroll priority below priority 8 can only access the password field on their own payroll password record using the Change password option on the Payroll Miscellaneous options menu.
Standard functionality exists that allows you to create and maintain records. To clone an existing record, first display the existing record, click the Copy radio button and click the Create button.
Note: Password details are set up by your Payroll manager or by your software supplier. If you are unsure what to do, contact your Payroll Manager in the first instance.
To access Passwords
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the System maintenance option.
The PR SYSTEM MAINTENANCE menu is displayed.
Select the Passwords option.
The Payroll passwords form is displayed.
Payroll passwords Form
The Payroll passwords form is displayed when you select the Passwords option from the PR SYSTEM MAINTENANCE menu.
What do you want to do or be advised about?
Maintenance of payroll password records
The payroll password record consists of the one TAB called Payroll password details. To amend an existing payroll password enter the User ID and click the Amend button. To create a payroll password click the Create button and enter the User ID and other fields.
Payroll password details Tab
User ID: The up to eight character user ID of the user.
The payroll type grid
Below the User ID field a grid is shown that allows for up to ten different payroll types to be entered.
Payroll: The one character payroll type that the user is to have access to. Normally the payroll type will be M - Monthly or W - Weekly but other letters may be used such as D - Director. Once the payroll type is entered the description will be shown to the right.
Tip : Click in the payroll column and click on the Drop down
to search for a payroll type code from the payroll types file.
Enabled: Tick the column to allow the user to access the payroll company. This column is set back to a space if a user takes too many attempts to enter the correct password when entering the payroll company. To re-allow a user to enter the payroll company tick this column.
Transfer allowed: Tick this column if the user is to be allowed to use the Change employee company/type utility in order to transfer an employee into this payroll type and if the control of such transfers via the payroll type parameter called Transfer allowed is set to P - Password access.
Login attempts: This is a system maintained field that records the current number of login attempts as the user enters the payroll company.
Last login attempt: This is a system maintained field that records the number of login attempts taken when the user last entered the payroll company.
Date last login: This is a system maintained field that records the date when the user last entered the payroll company.
Time last login: This is a system maintained field that records the time when the user last entered the payroll company.
Terminal last login: This is a system maintained field that records the terminal used when the user last entered the payroll company.
Import allowed: Tick this field if the user is allowed to use the Import user defined data option on the UTILITIES MENU.
Other fields
Priority: The priority of the user when in the payroll module. The priority entered overrides any priority allocated from within the System Utilities, Permission and Security option.
Payroll priority summary
The priority field is used to control access to menu options and maintenance functions within the payroll module. When creating a payroll password record the priority will default to that set for the user within the System utilities, Permission & security option. When amending the user password record the priority may not be set any higher than that defined within the System utilities, Permission & security option.
Input pay priorities may be set in the Input options TAB of the payroll type parameters by a priority 8 payroll user.
The default priorities and their standard functions are as follows:-
Priority Description 1 Input rates table data only. 2 Input pay, Display payroll record. 3 Creation and amendment of payroll records and most of the basic payroll period processes. 4 Ad-hoc enquiry reporting, Use of the Full employee edit utility, Trade set up, Transfer BACS buffer to BACS, Educational establishment set up. 5 Enter leaving date. Period and Year-end reporting, NL grade posting and Sickness reason set up 6 Most utilities, System maintenance. Rates table and Pension schemes set up. 7 Spare 8 Applying payroll upgrades, Statutory table maintenance, Most system maintenance options, archive file purging, archive file maintenance, BACS category maintenance, change control audit set up, internet end of year maintenance and submission, HMRC BACS payments, Zero off BACS transfer amounts. 9 Software supplier only system set up. Encrypted password: An up to twenty character password for the user. This is saved on the payroll password record in an encrypted format for additional security.
Last changed: This is a system maintained field that records the date when the user last changed their payroll password.
Change control log maintenance access: This controls the access rights to maintain data in the change control audit log within the CHANGE CONTROL MENU option called Add/modify change control log. Select from one of the following:-
N: None
E: Edit
D: Delete
B: Both edit and delete
The following fields are displayed on the Audit boxed area of the form. All of these fields are self-explanatory and thus no explanation is supplied.
Date created: This is a system maintained field that records the date when the payroll password was created.
Time created: This is a system maintained field that records the time when the payroll password was created.
User Created: This is a system maintained field that records the user who created the payroll password.
Terminal created: This is a system maintained field that records the terminal used when the payroll password was created.
Date amended: This is a system maintained field that records the date when the payroll password was last amended.
Time amended: This is a system maintained field that records the time when the payroll password was last amended.
User amended: This is a system maintained field that records the user who last amended the payroll password.
Terminal amended: This is a system maintained field that records the terminal used when the payroll password was last amended.
PUSH BUTTONS:
Exit: Returns you to the PR SYSTEM MAINTENANCE MENU.
Help: Displays help on the current application in your default company browser.
Create: Click the Create button before entering the User ID or any other details if creating a new payroll password record.
Amend: Click the Amend button after entering the User ID if wanting to amend an existing payroll password record.
Delete: Click the Delete button after entering the User ID if wanting to delete an existing payroll password record.
Save: Saves any changes that you have made to the Payroll passwords form and allows you to further maintain payroll passwords.
Cancel: Cancels any changes that you have made to the payroll password form and returns you to the PR SYSTEM MAINTENANCE MENU
Ad-hoc: Allows for reporting on the payroll password records.
What do you want to do?
Resetting a user to allow payroll access
The payroll system allows a user a number of attempts to enter the correct password when entering a payroll company. If a user however fails to enter the correct password within the defined number of attempts they are shown a message Sorry, you failed to enter the correct password too many times and will then need their password access resetting.
To reset a password you have to log in to the payroll module as a priority 8 user and within the System maintenance, Passwords option:-
Enter the user id
Click the Amend button
Click the Enabled column for the payroll type needing resetting
Change the password if required
Repeat the password entry
Click OK
Click the Save button
Advise the user to attempt to log in again and for the user to change their password if you have changed it. See Payroll Change password
What do you want to do?
Changing the maximum login attempts
The payroll system allows a user a number of attempts to enter the correct password when entering a payroll company. The default number of attempts is 5.
The number of attempts is defined in the General - 2 TAB payroll type parameter called Maximum login attempts. This parameter will either be set to 0 indicating an unlimited number of attempts or between 1 and 99. Please contact the software support department if you require this parameter to be changed since it is only accessible by a software supplier login.
What do you want to do?
Changing the password change interval days
The payroll system allows for users to be forced to change their password at an interval number of days since their password was previously set. The default is this facility is not switched on and users are not forced to change their password when entering the payroll module.
The password change interval days is defined in the General TAB payroll system parameter called Change password interval (days). This parameter will either be set to 0 indicating no forced password change or between 1 and 99 days. A priority 8 payroll user may change this parameter within Payroll, System maintenance, System parameters.
What do you want to do?
