Warning: The system parameters are set up by an Autoline consultant when installing the system. The parameters should NOT be changed unless under guidance from a support consultant.
To access System parameters
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 System parameters option.
The Payroll system parameters form is displayed.
Payroll system parameters Form
The Payroll system parameters form is displayed when you select the System parameters option from the PR SYSTEM MAINTENANCE menu.
What do you want to do or be advised about?
The payroll system parameter record consists of five TABs. The Main accounts system TAB will only be shown if the payroll system is a part of a KPay or Stand Alone payroll system. The HMRC BACS payment TAB will only be shown if the payroll company either has the system parameter or payroll type parameter defining a BACS company identifier. To create a payroll company with a system parameter record contact your software supplier consultancy department. To amend an existing payroll type parameter record use the System parameter option, complete the TABs as required and click the Save button.
General Tab
The General form is displayed when you select the General Tab from the Payroll system parameters form.
Integrated accounts: Tick this check box if nominal ledger postings are to be generated and posted to the nominal ledger or on KPay systems copied to the main accounts system for extraction into the nominal ledger. If this check box is left unticked a Nominal Ledger containing valid cost centres and expense codes must still exist so that a printed posting schedule can be produced even though the update will not take place automatically.
Use location offset: Tick this check box if nominal ledger postings are to be generated using the cost centre and expense code masks on the location records as defined by the employee record. This is normally only used on a divisional nominal ledger system where there are many nominal ledger companies and a single payroll company.
Use uplift basic pay: Tick this check box if additions/deductions are allowed to be included in the basic hourly rate of pay which in turn is used on the rates table B method unless the first rate table line which is assumed to be the basic salary or pay. If this is ticked the Additions/deductions option should be used to set up the additions/deductions that are to be used in B method calculations.
General name Format: The name of an employee is presented throughout the Payroll module in a general name format defined within this parameter. Use the following letters and other characters such as comma and full stop as required.
I: Initial.
F: Forenames.
S: Surname.
T: Title.
BACS name Format: The format of the employee name as seen on the BACS listing report and BACS transaction postings destination name field is defined within this parameter. Use the following letters and other characters such as comma and full stop as required.
I: Initial.
F: Forenames.
S: Surname.
T: Title.
Warning: Do not include a comma in this field if BACS transaction records are being exported into a 3rd party BACSTEL-IP package as a csv file since it will cause validation problems within the 3rd party BACSTEL-IP package.
BACS company: The two character company identifier of the BACS module to which the payment details are to be sent. This must be left blank if not required. This parameter should not be used if different payroll types are to use varied BACS companies as defined within the Payroll type parameters.
Tip : Click the Ellipsis button
to search for a BACS company identifier. The search option is only available if the BACS module is installed on the payroll environment and if the payroll system parameter called Local BACS system is ticked.
The payroll type parameter for the BACS company only needs to be used too if there is more than one payroll type within the payroll company and the BACS postings have to use different BACS companies for security reasons. For example, the Weekly and Monthly BACS postings are required to be posted to separate BACS companies due to the payroll operator processing the weekly payroll and the accountant processing the monthly payroll. If all of the payroll types are to use the same BACS company the BACS company may instead be declared once for the payroll company within the payroll system parameters.
Pension Age Male: Set to 65.
Pension Age Female: Set to 60.
Pension Age warnings: Tick this check box if pension age warnings are required when calculating the payroll. If the age of an employee at the last day of the payroll period is greater than the pension age defined in the Pension age male or Pension age female fields and the NI code of the employee is not the NI code declared within the Pension NI code field a warning is shown as follows:- Pensionable age, not NI C, obtain age exemption certificate. Conversely, if the age of employee at the last day of the payroll period is below the age defined in the Pension age male or Pension age female fields and the NI code of the employee matches the NI code declared within the Pension NI code field a action message is shown as follows:- NI code C must not be used before pensionable age
Pension NI code: Usually C to be checked against.
Pension tax relief: The annual limit for tax relief for both occupational and personal pension schemes is the higher of the total of the individual's relevant UK earnings chargeable to income tax for the tax year and the value held in this system parameter. For the 2006/2007 PAYE year this parameter will be 3600 pounds.
Pension 'Z' method value: The % to multiply the gross pay for pension by when evaluating the pension on the Z method.
Tip : Leave as 100.000 if the Z method pension is not required.
Special pension: Tick this field if advanced pension calculations are to be made available within the payroll company. See Pension schemes for more information on special pensions.
SSP age limit: The maximum age of an employee on the first day of a Period of Incapacity to Work prior to the 1st October 2006. This is 65. If the employee exceeds this age on the first day of a PIW that is prior to 1st October 2006 a warning message is shown:- WARNING:- No SSP due - employee is aged 65 years or older on the first day of the PIW", the sickness record type is set to EXCLUD and the SSP Exclusion code field on the Static 2 TAB of the payroll record is set to AG. AG is an abbreviation for age related.
Default client directory: This is default client directory used when browsing for an import file when using the miscellaneous options, utilities menu options called Import P9 data, Import SL1 data and and Import user defined data. The default setting is C:\TMP.
Holiday pay accrual: Tick this check box to allow holiday accruals to be posted to the Nominal Ledger.
Posting detail: Tick this check box to show the names of employees on the posting details print when selecting a new period.
Priority to amend SMP average pay: When setting up SMP, SPP or SAP the system calculates the value of the average pay on which it bases SMP, SPP or SAP payments. Any user below this priority cannot alter the system generated value. This is normally set to 6.
K code regulatory tax limit %: The Statutory limit to restrict the amount of tax taken on a K tax code employee. The % is based on the period gross pay for tax. This is currently 50%.
End of year returns via internet: Tick this check box if the payroll company is to have the end of year P35 and P14 records filed by the internet instead of submitted on paper. See the Internet submission summary and Internet options menu for further information.
In year movements via the internet: Tick this check box if the payroll company is to have the in year P45 Parts 1 and 3 and P46 records filed by the internet instead of submitted on paper. See the Leavers/joiners reports menu for the internet options.
Change password interval (days): The frequency at which a user must change their payroll password when entering the payroll module. If you do not want to force users to change their password at a particular frequency leave this parameter as 0.
Accumulators
Each payroll record contains four global accumulators used to record values paid or deducted via the Addition/deduction records.
Description: The sixteen character description for memorandum purposes only.
Type: The one character type for memorandum purposes only. Choose from either:-
Blank: Not used
A: Addition
D: Deduction
Tip : Click on the Drop down
to select.
Further analysis category descriptions
Each payroll nominal grade posting table allows for four further analysis categories to be defined as seen on the Income 2 TAB of the Nominal grade posting table.
Description: The thirty character description for memorandum purposes only. The descriptions are seen within the NL grade posting tables, Additions/deductions and the rates table and also reported on the Period payroll summary and Gross pay analysis reports.
What do you want to do?
Coin analysis Tab
The Coin analysis form is displayed when you select the Coin analysis Tab from the Payroll system parameters form.
Note/coin details
Up to twelve different note and coin values may be entered for use on cash payment methods. These fields are used when a Coin analysis report is produced.
Note/Coin: The value of the note or coin to be used within the cash payment.
Minimum required: The minimum number of the note or coin to be supplied as a part of the cash payment subject to the net earnings being sufficient.
Other fields
Rounding method: Enter the appropriate rounding method to be used with the cash payment method - CSH. All roundings are accumulated on the payroll record, seen in the Roundings field on the Totals TAB and adjusted in the following payroll period. Choose from one of the following:-
N: None
V: Even, half of the rounding amount is rounded in the employee's favour.
E: Employee
R: Employer
Tip : Click on the Drop down
Round to: Enter a figure to round to.
What do you want to do?
Control Postings Tab
The Control postings form is displayed when you select the Control postings Tab from the Payroll system parameters form.
This tab records the Nominal Ledger expense codes to be used for the Nominal ledger payroll control postings.
Tip : On a simplified system set up the SSP Control and NI compensation, SMP Control and NI compensation, NI control and NI Rebate control will all use the same expense code. The PAYE tax control and Tax credit control will share the same expense code. The Cash control, Cheque control, Giro control and BACS control will all use the same expense code. Some users will also combine the NI and PAYE controls.
What do you want to do?
Main accounts system Tab
Warning: If the main accounts system is re-located or updated these system parameters should be reviewed and possibly updated.
The Main accounts system TAB will only be shown if the payroll system is a part of a KPay or Stand Alone payroll system.
The Main accounts system form is displayed when you select the Main accounts system Tab from the Payroll system parameters form.
Different server: Tick this check box if the main accounts system is on a different server to the payroll system. In most cases this check box is left unticked.
Destination name/IP: Enter the host name or IP address of the main accounts system server. You will be prevented from accessing this field if the Different server parameter is unticked.
FTP user name: Enter the login id that is used to access the main accounts system when nominal and BACS data is to be copied to the main accounts system. This is normally set up as the kcc login or ftp login.
FTP password: Enter the password for the login id that is used to access the main accounts system when nominal and BACS data is to be copied to the main accounts system. This is normally only known by the software supplier.
Warning: If the main accounts system user id password changes this parameter will require updating too otherwise it will not be possible to copy nominal ledger and BACS details to the main accounts system.
FTP remote NL address: Enter the main accounts system full directory path that is to be used to copy the nominal ledger payroll postings data file to. This is normally the main accounts system base directory followed by /prxfer such as /user1/prxfer.
Local BACS system: Tick this check box if payroll is to use a BACS module local to the payroll system. Leave this check box unticked if the BACS module, if used, only resides on the main accounts system.
FTP remote BX address: Enter the main accounts system full directory path that is to be used to copy the BACS payroll postings data file to. This is normally the main accounts system base directory followed by /prxfer such as /user1/prxfer. You will be prevented from accessing this field if the Local BACS system parameter is ticked.
Remote home directory path: Enter the main accounts system full directory path for the home directory. This is only required if the payroll system nominal ledger look up and user detail files are updated from the main accounts system either manually or by a timed operation process. This will normally be /user1/home but will require checking by the software supplier. If you leave this parameter blank you will be warned with a message WARNING: Update from main dealer management system will not be possible, because the remote directory is not a valid home directory. This field will not be accessible if your system has been set up not to be updated from the main accounts system by the software supplier.
Remote revision: Enter the type of revision of software used by the main accounts system. This is only required if the payroll system nominal ledger look up and user detail files are updated from the main accounts system either manually or by a timed operation process. This field will not be accessible if your system has been set up not to be updated from the main accounts system by the software supplier. Choose from either:-
Blank: Payroll nominal look up and user details are not updated from the main accounts system
7: Revision 7.40 main accounts system
8: Revision 8.20, 8.30 or 8.35 main accounts system
Tip : Click on the Drop down
What do you want to do?
HMRC BACS payments Tab
The HMRC BACS payment TAB will only be shown if the payroll company either has the system parameter or payroll type parameter defining a BACS company identifier.
The HMRC BACS payments form is displayed when you select the HMRC BACS payments Tab from the Payroll system parameters form.
BACS payments to HMRC: Tick this check box if BACS payments are to be made to HMRC. By ticking this check box and completing the HMRC BACS fields the BACS payments may be generated using the HMRC BACS payments option on the Payroll Miscellaneous options menu.
HMRC BACS company: The two character company identifier of the BACS module to which the HMRC payment details are to be sent. You will be prevented from accessing this field if the BACS payments to HMRC check box is unticked.
Tip : Click the Ellipsis button
HM Revenue and Customs accounts office: Choose the accounts office that you are due to make your HMRC payment to. You will be prevented from accessing this field if the BACS payments to HMRC check box is unticked.
Account name: The account name is automatically system completed for you either as AO Shipley or AO Cumbernauld.
Sort code: The sort code is automatically system completed for you either as 105041 for Shipley or 105167 for Cumbernauld.
Account number: The account number is automatically system completed for you either as 23456000 for Shipley or 23444401 for Cumbernauld.
Account type: The account type is automatically system completed for you 0 for both Shipley or Cumbernauld.
BACS references
PAYE payments reference: The sixteen character reference provided via the HMRC for the PAYE transaction. The reference is validated using a HMRC supplied algorithm. If you incorrectly enter the reference you will be advised with the message HM Revenue & Customs BACS PAYE reference is invalidand you should contact HMRC to confirm your reference. You will be prevented from accessing this field if the BACS payments to HMRC check box is unticked.
NIC payments reference: The sixteen character reference provided via the HMRC for the NIC transaction. The reference is validated using a HMRC supplied algorithm. If you incorrectly enter the reference you will be advised with the message HM Revenue & Customs BACS NIC reference is invalidand you should contact HMRC to confirm your reference. You will be prevented from accessing this field if the BACS payments to HMRC check box is unticked.
What do you want to do?
PUSH BUTTONS:
Exit: Returns you to the PR SYSTEM MAINTENANCE menu.
Help: Displays help on the current application in your default company browser.
Create: Not used.
Amend: Not used.
Save: Saves any changes that you have made to the Payroll system parameters form and returns you to the PR SYSTEM MAINTENANCE menu.
Cancel: Cancels any changes that you have made to the payroll system parameters form and returns you to the PR SYSTEM MAINTENANCE menu
Ad-hoc: Not used.
