The calculate period pay option allows you to calculate period pay for either all employees within the current payroll type or for a selected list of employees.
To access Calculate period pay
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Calculate period pay option.
Note: If the payroll has been confirmed for the current period the message Period payroll has been confirmed is displayed at which point you should select the Exit option to return you to the payroll menu since further updating of the payroll is not possible without the payroll being reset.
The Calculate period pay form is displayed.
Calculate period pay Form
The Calculate period pay form is displayed when you select the Calculate period pay option from the PAYROLL menu.
What do you want to do or be advised about?
Calculate period pay for all employees
Once all of the data has been entered into the payroll for the current payroll period it is normal in the first instance to calculate the period pay for all employees. Calculate period pay for all employees is the default process and consequently the Calculate button is in focus. Simply press the RETURN or Enter keys when the Calculate button is in focus or click the Calculate button. Each employee that is re-calculated has their Payslip printed, Cheque printed and Giro printed fields on the Static 2 TAB reset to un-ticked forcing another payslip and if required, cheque and bank giro to be printed before it is possible to confirm the period payroll. For this reason whenever a group of employees have adjustments made later to the payroll it is important not to use the all employees option.
PUSH BUTTONS:
Calculate: Calculates the payroll for either the selected list of employees that have been entered or for all employees and if required prints a calculate exception report to your current selected printer.
Exit: Returns you to the PR MAIN MENU.
Help: Displays help on the current application in your default company browser.
Calculate period pay for selective employees
The calculate period pay option should be used in a selective manner after the original calculate period pay for all employees has been run and stationery such as payslips, cheques and giros have been printed and corrections have been made. Up to 18 employees may have their pay calculated at any one time using the selective option.
First left click into the employee number grid column titled No.
No.: The individual number allocated to each employee consisting of up to six digits. Enter the employee number or search for an employee using the tip below.
Tip : Click the Ellipsis button
to search for an employee number from the employee records file by either a surname search or a word search. The search will only list those employees that have been created for your current payroll company and payroll type.
To add another employee to the selection list TAB off the earlier employee number entered or click another blank grid row.
If at any stage you wish to delete an employee from the list blank out the employee number and the list will be shuffled up the grid to remove the space.
Only enter an employee number once otherwise the error message Employee is already selected for this run is shown.
Employee name: The employee name shown in the general name format used within the payroll module as defined in payroll system parameters.
Pay method: The method of payment of wages for the employee.
PUSH BUTTONS:
Calculate: Calculates the payroll for either the selected list of employees that have been entered or for all employees and if required prints a calculate exception report to your current selected printer.
Exit: Returns you to the PR MAIN MENU.
Help: Displays help on the current application in your default company browser.
Calculate period pay messages
When using the Calculate period pay option various checks are performed. Any unusual data conditions are reported with the employee number, name and status on the Calculate period pay exception report. The message Calculation errors recorded, see print-out for details is shown on the screen if there are any K - Kerridge or A - Action status code messages. The message Calculation warnings recorded, see print-out for details is shown on the screen if there are any W - Warning status code messages. If there are no messages there will be no on screen message or print out.
The messages are shown in this help file in alphabetical order in order to make finding the message simpler. Find your message within this help file and then carry out the actions recommended below.
The status code may be one of three options shown below:-
K: Kerridge - contact the accounts software support team. A Kerridge message does stop the processing of the employee and indicates a more serious problem is present on your system needing investigation.
A: Action - an action is required as a more serious problem has been detected. An Action message does stop the processing of the employee. The Pay calculated field on the Static 2 TAB will be un-ticked. After carrying out the recommended action re-use the Calculate period payroll for the employee. If the Action status error message continues log an accounts software support call. If you cannot find the message within this help file please report this to the accounts software support team and seek advice on how to proceed.
W: Warning - the message should be read and data checked if necessary. A Warning does not stop the processing of the employee. The Pay calculated field on the Static 2 TAB will be ticked.
You should carry out the actions recommended below and then re-use the calculate period pay option until either there are no messages and no exception report printed or just an exception report containing warnings.
Kerridge status messages
Type Message User Action K K-ISAM error XX (XXXXXXXXXXXXXXXXXXXXXXXXXXXXX) at XXXXX,XXXX A database error has occurred - log an accounts software support call for the problem to be investigated as soon as possible.
Action status messages
Type Message User Action
A Add/ded code XXXX BACS details account format is invalid Correct the addition/deduction bank account number field on the BACS TAB of the addition/deduction record using the miscellaneous options menu option called Additions/deductions, it must have eight digits, if necessary leading zero digits must be added to ensure the bank account field is eight characters long.
A Add/ded code XXXX BACS details account type invalid Correct the addition/deduction bank account type field on the BACS TAB of the addition/deduction record using the miscellaneous options menu option called Additions/deductions, it must be a digit in the range zero to nine but for most cases will be zero. If unsure on what to set the bank account type field to you should contact the financial organisation being used by the addition/deduction for their payment.
A Add/ded code XXXX BACS details require bank account name Correct the addition/deduction bank account name field on the BACS TAB of the addition/deduction record using the miscellaneous options menu option called Additions/deductions, it cannot be left blank.
A Add/ded code XXXX BACS details require bank account number Correct the addition/deduction bank account number field on the BACS TAB of the addition/deduction record using the miscellaneous options menu option called Additions/deductions, it cannot be left as a blank field or 00000000.
A Add/ded code XXXX BACS details require payment reference Correct the addition/deduction payment reference field on the BACS TAB of the addition/deduction record using the miscellaneous options menu option called Additions/deductions, it cannot be left blank.
A Add/ded code XXXX BACS details require bank sort code Correct the addition/deduction Bank sort code field on the BACS TAB of the addition/deduction record using the miscellaneous options menu option called Additions/deductions, it cannot be left as the number zero. If the sort code is prefixed with number zero the leading zero digits will not be shown on the BACS TAB of the addition/deduction record.
A Benefit code XXXX BACS details account format is invalid Correct the benefit bank account number field on the BACS TAB of the benefit record using the miscellaneous options menu option called Benefits, it must have eight digits, if necessary leading zero digits must be added to ensure the bank account field is eight characters long.
A Benefit code XXXX BACS details account type invalid Correct the benefit bank account type field on the BACS TAB of the benefit record using the miscellaneous options menu option called Benefits, it must be a digit in the range zero to nine but for most cases will be zero. If unsure on what to set the bank account type field to you should contact the financial organisation being used by the benefit for their payment.
A Benefit code XXXX BACS details require bank account name Correct the benefit bank account name field on the BACS TAB of the benefit record using the miscellaneous options menu option called Benefits, it cannot be left blank.
A Benefit code XXXX BACS details require bank account number Correct the benefit bank account number field on the BACS TAB of the benefit record using the miscellaneous options menu option called Benefits, it cannot be left as a blank field or 00000000.
A Benefit code XXXX BACS details require bank sort code Correct the benefit Bank sort code field on the BACS TAB of the benefit record using the miscellaneous options menu option called Benefits, it cannot be left as the number zero. If the sort code is prefixed with number zero the leading zero digits will not be shown on the BACS TAB of the benefit record.
A Benefit code XXXX BACS details require payment reference Correct the benefit payment reference field on the BACS TAB of the benefit record using the miscellaneous options menu option called Benefits, it cannot be left blank.
A COMP Employee contribution % may not be zero for NI code X This action status message is optional depending on if the payroll type parameter called Warn if COMP incorrect. It will only then be printed if the field on the NI rates record called COMP required is ticked and if the COMP employee contribution % field is set to 0%. Either set the COMP employee contribution % field on the Pension TAB of the payroll record to a value other than 0% or as a priority 8 payroll user switch off the payroll type parameter called Warn if COMP incorrect on the Warnings TAB.
A COMP Employee contribution % must be zero for NI code X This action status message is optional depending on if the payroll type parameter called Warn if COMP incorrect. It will only then be printed if the field on the NI rates record called COMP required is unticked and if the COMP employee contribution % field is not set to 0%. Either set the COMP employee contribution % field on the Pension TAB of the payroll record to 0% or as a priority 8 payroll user switch off the payroll type parameter called Warn if COMP incorrect on the Warnings TAB.
A COMP Employer contribution % may not be zero for NI code X This action status message is optional depending on if the payroll type parameter called Warn if COMP incorrect. It will only then be printed if the field on the NI rates record called COMP required is ticked and if the COMP employer contribution % field is set to 0%. Either set the COMP employer contribution % field on the Pension TAB of the payroll record to a value other than 0% or as a priority 8 payroll user switch off the payroll type parameter called Warn if COMP incorrect on the Warnings TAB.
A COMP Employer contribution % must be zero for NI code X This action status message is optional depending on if the payroll type parameter called Warn if COMP incorrect. It will only then be printed if the field on the NI rates record called COMP required is unticked and if the COMP employer contribution % field is not set to 0%. Either set the COMP employer contribution % field on the Pension TAB of the payroll record to 0% or as a priority 8 payroll user switch off the payroll type parameter called Warn if COMP incorrect on the Warnings TAB.
A Court order admin code not found on the payroll record Add the deduction code to the payroll record or remove the deduction code from the Administration fee field on the court order record.
A Court order administration too high Correct the deduction code value on the payroll record or on the deduction record itself if the deduction code is a fixed type. Check the maximum amount allowed on the court order using the Miscellaneous options, Court order/CSL options menu option called Court order types.
A Court order BACS details account format is invalid Correct the court order bank account number field on the BACS TAB of the court order record using the main payroll menu option called Enter court orders / CSL, it must have eight digits, if necessary leading zero digits must be added to ensure the bank account field is eight characters long.
A Court order BACS details account type is invalid Correct the court order bank account type field on the BACS TAB of the court order record using the main payroll menu option called Enter court orders / CSL, it must be a digit in the range zero to nine but for most cases will be zero. If unsure on what to set the bank account type field to you should contact the financial organisation being used by the court for their payment.
A Court order BACS details require bank account number Correct the court order bank account number field on the BACS TAB of the court order record using the main payroll menu option called Enter court orders / CSL, it cannot be left as a blank field or 00000000.
A Court order BACS details require bank account name Correct the court order bank account name field on the BACS TAB of the court order record using the main payroll menu option called Enter court orders / CSL, it cannot be left blank.
A Court order BACS details require bank sort code Correct the court order Bank/BS sort code field on the BACS TAB of the court order record using the main payroll menu option called Enter court orders / CSL, it cannot be left as the number zero. If the sort code is prefixed with number zero the leading zero digits will not be shown on the BACS TAB of the court order record.
A Court order BACS details require payment reference Correct the court order payment reference field on the BACS TAB of the court order record using the main payroll menu option called Enter court orders / CSL, it cannot be left blank.
A Court order payment periods duplicated, order ignored Correct the tax year and tax period schedules on the court order record.
A Court order type XXXXXXXX load error Check and if necessary re-create the court order type record within the Miscellaneous options, Court order/CSL options menu option called Court order types.
A Court order type XXXXXXXX - invalid student loan flag Check the court order type record within the Miscellaneous options, Court order/CSL options menu option called Court order types to ensure the Student loan field is set to a blank indicating N, Y or I.
A Court order type XXXXXXXX load error, order ignored Check and if necessary re-create the court order type record within the Miscellaneous options, Court order/CSL options menu option called Court order types.
A Employee has an illegal NI code X Correct the National Insurance code field on the Static 1 TAB of the payroll record. As a priority 8 payroll user check that the NI code exists within the System maintenance option called NI rates.
A Employee has an illegal NI history code X Correct the National Insurance code fields on the National Insurance history TAB of the payroll record. As a priority 8 payroll user check that the NI code exists within the System maintenance option called NI rates.
A Employee has an illegal payment method XXX Correct the payment method on the Payments TAB of the payroll record. If the payment method to be used is not present on the payment method file log an accounts software support call.
A Employee has an illegal savings method XXX Correct the savings method on the Payments TAB of the payroll record. If the savings method to be used is not present on the payment method file log an accounts software support call.
A Employee's date of birth not set Special pension calculations that use a percentage contribution based on the employee age at the end of the payroll period are used and the date of birth is not set preventing the calculation of the pension contribution. You are required to set the date of birth on the employee record.
A Holiday counter cannot exceed holiday periods Check the current holiday periods and holiday counter fields on the Static 2 TAB of the payroll record. The current holiday counter field can only be less than or matching the current holiday periods field. The holiday counter field is the number of payroll periods the employee has been off and not included in the period payroll, the holiday periods field is the number of payroll periods aid in advance that the employee is off on holiday.
A Holiday period cannot extend beyond fiscal year Reduce the number of the current holiday periods using the Input pay details option in order for the tax year end as defined by the payroll type parameters on the General - 1 TAB not to be exceeded. If necessary the employee should be logged away on holiday in period 1 of the new tax year.
A Invalid tax code (######)XX Set on the Static 1 TAB of the payroll record the tax prefix/suffix field to a valid tax code, valid codes are: NT, D, BR, K, L, P, T, V and Y
A Invalid TN prefix on NI number Correct the National Insurance number field on the employee record if necessary by using the NINO tracing service. As a temporary measure blank off the National Insurance number field.
A LEAVER: balance outstanding on code XXXX (-#,###,###.##) You are required to perform an action to decide how much if any of the outstanding payment to an employee is to be paid, the outstanding balance or specific period value of the addition record should be set within the Input pay details option to ensure the outstanding balance matches the specific period value after the calculate period pay option is used.
A Leaver with negative pay needs adjustment You are required to perform an action to adjust the recovery of a loan within the Input pay details option in order for the net pay for the leaver to be no lower than zero and then to recover the remainder of the loan outside of the payroll module.
A NI code C must not be used before pensionable age NI code C is only to be used once an employee has reached pensionable age and a valid age exemption certificate, CA4140, has been supplied by the employee to the employer. Use the Add/modify payroll record option to change the NI code back to the previous used NI code.
A XX NI number prefix is invalid Correct the National Insurance number field on the employee record if necessary by using the NINO tracing service. If you believe the National Insurance Prefix is valid please log an accounts software support call requesting the prefix code be validated by the development department before further use. As a temporary measure blank off the National Insurance number field.
A X NI number suffix is invalid Correct the National Insurance number field on the employee record if necessary by using the NINO tracing service. If you believe the National Insurance last character is valid please log an accounts software support call requesting the suffix code be validated by the development department before further use. As a temporary measure blank off the National Insurance number field.
A Only one student loan per employee allowed Delete one of the court order records that relate to a Student Loan since only one is allowed per employee.
A Payment autopay reference required Correct the payment Autopay reference field on the Payments TAB of the payroll record, it cannot be left as a blank field.
A Payment details account format is invalid Correct the payment Bank account number field on the Payments TAB of the payroll record, it must have eight digits, if necessary leading zero digits must be added to ensure the bank account field is eight characters long.
A Payment details account type is invalid Correct the payment Bank account type field on the Payments TAB of the payroll record, it must be a digit in the range zero to nine but for most cases will be zero. If unsure on what to set the bank account type field to you should contact the financial organisation being used by the employee for their payment.
A Payment details require bank account number Correct the payment Bank account number field on the Payments TAB of the payroll record, it cannot be left as a blank field or 00000000.
A Payment details require bank sort code Correct the payment Bank/BS sort code field on the Payments TAB of the payroll record, it cannot be left as the number zero. If the sort code is prefixed with number zero the leading zero digits will not be shown on the Payments TAB of the payroll record.
A Payroll record is currently in use Determine which users are also logged into the current payroll type by a priority 8 payroll user using the system maintenance option called Prevent/allow access. Ensure the other users are either logged out of the payroll type or are only displaying the records. If there are no other users logged in it will be necessary for users to remain logged out of the payroll type and for a priority 8 payroll user to run the system maintenance option called Reset in use flags.
A Pension scheme XX BACS details account format is invalid Correct the pension scheme bank account code field on the BACS TAB of the pension scheme record using the miscellaneous options menu option called Pension schemes, it must have eight digits, if necessary leading zero digits must be added to ensure the bank account field is eight characters long.
A Pension scheme XX BACS details account type is invalid Correct the pension scheme bank account type field on the BACS TAB of the pension scheme record using the miscellaneous options menu option called Pension schemes, it must be a digit in the range zero to nine but for most cases will be zero. If unsure on what to set the bank account type field to you should contact the financial organisation being used by the pension scheme for their payment.
A Pension scheme XX BACS details require bank account name Correct the pension scheme bank account name field on the BACS TAB of the pension scheme record using the miscellaneous options menu option called Pension schemes, it cannot be left blank.
A Pension scheme XX BACS details require bank account number Correct the pension scheme bank account code field on the BACS TAB of the pension scheme record using the miscellaneous options menu option called Pension schemes, it cannot be left as a blank field or 00000000.
A Pension scheme XX BACS details require bank sort code Correct the pension scheme Bank sort code field on the BACS TAB of the pension scheme record using the miscellaneous options menu option called Pension schemes, it cannot be left as the number zero. If the sort code is prefixed with number zero the leading zero digits will not be shown on the BACS TAB of the pension scheme record.
A Pension scheme XX BACS details require payment reference Correct the pension scheme payment reference field on the BACS TAB of the pension scheme record using the miscellaneous options menu option called Pension schemes, it cannot be left blank.
A Period data needs to be cleared as on holiday The payroll record Current Holiday periods and current holiday counter fields on the Static 2 TAB have possibly been amended to put the employee on holiday after an earlier calculation of the payroll. Ensure all inputted data is first removed from the payroll record and the holiday counter field is set to zero and re-calculate the employee, afterwards amend the holiday counter field if required to the correct number of periods the employee is currently into the holiday.
A Period type (P45) must be 'M'onthly or 'W'eekly The P45 period type field on the Static 1 TAB of the payroll record needs to be amended, it may only read M - Monthly or W - Weekly.
A Prefix 'F' no longer valid, set to '0T' and notify HM Revenue & Customs Set on the Static 1 TAB of the payroll record the tax code field to zero and the tax prefix/suffix field to T and check with HM Revenue & Customs for a revised tax code for the employee.
A P45 period is invalid The P45 period field on the Static 1 TAB of the payroll record needs to be amended, it cannot be left as 0 or set to a payroll period greater than the current payroll period if the P45 payroll type matches the current payroll type.
A Savings autopay reference required Correct the savings Autopay reference field on the Payments TAB of the payroll record, it cannot be left as a blank field.
A Saving details account format is invalid Correct the saving Bank account number field on the Payments TAB of the payroll record, it must have eight digits, if necessary leading zero digits must be added to ensure the bank account field is eight characters long.
A Saving details account type is invalid Correct the savings Bank account type field on the Payments TAB of the payroll record, it must be a digit in the range zero to nine but for most cases will be zero. If unsure on what to set the bank account type field to you should contact the financial organisation being used by the employee for their saving.
A Savings details require bank account number Correct the saving Bank account number field on the Payments TAB of the payroll record, it cannot be left as a blank field or 00000000.
A Savings details require bank sort code Correct the saving Bank/BS sort code field on the Payments TAB of the payroll record, it cannot be left as the number zero. If the sort code is prefixed with number zero the leading zero digits will not be shown on the Payments TAB of the payroll record.
A Tax credit addition code XXXX detected, no longer permitted A tax credit addition code XXXX has been detected but this is not permitted to be paid via the employer after 31st March 2006. You should remove the addition code from the payroll record and delete the addition code within the Miscellaneous options menu, Additions/deductions option. Contact HM Revenue & Customs for further advice.
A Tax credit payment value calculated, no longer permitted A tax credit payment has been generated but this is not permitted to be paid via the employer after 31st March 2006. You should ensure the tax credit date(s) and values are removed from the payroll record and contact HM Revenue & Customs for further advice.
A The NI number prefix is invalid for tax year #### Correct the National Insurance number field on the employee record if necessary by using the NINO tracing service. If you believe the National Insurance Prefix is valid please log an accounts software support call requesting the prefix code be validated by the development department before further use. As a temporary measure blank off the National Insurance number field.
A Unable to read addition/deduction record, code XXXX Check and if necessary re-create the addition/deduction code within the Miscellaneous options menu option called Additions/deductions or remove the code off the payroll record or set the code to a D - Delete at payroll year end status.
A Unable to read benefit record, code XXXX Check and if necessary re-create the benefit code within the Miscellaneous options menu option called Benefits or remove the code off the payroll record or set the code to a D - Delete at payroll year end status.
A Unable to read NI rates table record for NI code X Correct the National Insurance code field on the Static 1 TAB of the payroll record. As a priority 8 payroll user check that the NI code exists within the System maintenance option called NI rates.
Warning status messages
Type Message User Action
W Addition code XXXX ignored (holiday flag not Y,N or O) Set the Applicable if on holiday radio button to the correct setting on the addition/deduction record using the Miscellaneous options menu option called Additions/deductions.
W Addition code XXXX ignored (not found) Check and if necessary re-create the addition/deduction code within the Miscellaneous options menu option called Additions/deductions or remove the code off the payroll record or set the code to a D - Delete at payroll year end status.
W Addition code XXXX ignored (pay method not V, B, S or P) Set the Payment method radio button to the correct payment method on the addition/deduction record using the Miscellaneous options menu option called Additions/deductions.
W Basic period pay is zero This is an advisory warning only that the payments to the employee analysed as B = Basic are zero, for example, the employee may be receiving Statutory Sick Pay only. Check the data entered using the Input pay details option.
W Benefit code XXXX ignored (holiday flag not Y,N or O) Set the Applicable if on holiday radio button to the correct setting on the benefit record using the Miscellaneous options menu option called Benefits.
W Benefit code XXXX ignored (not found) Check and if necessary re-create the benefit code within the Miscellaneous options menu option called Benefits or remove the code off the payroll record or set the code to a D - Delete at payroll year end status.
W Benefit code XXXX ignored (pay method not V,B,S,N,T or P) Set the Payment method radio button to the correct payment method on the benefit record using the Miscellaneous options menu option called Benefits.
W Blank NI number This is an advisory warning only shown if the payroll type parameter called Warn of blank NI number is ticked. Enter the National Insurance number field on the employee record if necessary by using the NINO tracing service.
W Check if this employee should have a payroll record created This is an advisory warning that a non leaver employee record is present for the payroll company but the payroll record does not exist. You should create the payroll record in either this or another payroll type for the current payroll company and then enter the correct payroll details for the employee and re-calculate the payroll for the employee. If you do not require this warning it may be switched off by a priority 8 payroll user by unticking the payroll type parameter called Warn if payroll records missing on the Warnings TAB.
W Check pay - pay rate below National Minimum Wage of ##.## This is an advisory warning that the calculated hourly pay rate is below the National Minimum Wage (NMW) when taking into account the age of the employee derived via the date of birth field on the employee record, the length of service as derived via the start date field on the employee record and the Undergoing accredited training field on the Static 1 TAB of the payroll record. The NMW rates are generally updated in October and need revising on your system by a priority 8 payroll user within the System maintenance menu option called National Minimum Wage. The NMW warnings may be further controlled by either switching them off for the whole payroll type using the payroll type parameter called National minimum wage warning or for individual trades using the Miscellaneous options menu option called Trades.
W Employee has an invalid SCON number This is an advisory warning, the Scheme Contracting Out Number (SCON) for the current NI code is required but the number has not passed the validation test supplied by the HM Revenue & Customs (HMRC). Check the number and correct the Contracting out number (SCON) field on the Pension TAB of the payroll record.
W Employee has an invalid 1st NI history SCON number This is an advisory warning, the Scheme Contracting Out Number (SCON) for the first NI history code is required but the number has not passed the validation test supplied by the HM Revenue & Customs (HMRC). Check the number and correct the first SCON field on the National Insurance history TAB of the payroll record.
W Employee has an invalid 2nd NI history SCON number This is an advisory warning, the Scheme Contracting Out Number (SCON) for the second NI history code is required but the number has not passed the validation test supplied by the HM Revenue & Customs (HMRC). Check the number and correct the second SCON field on the National Insurance history TAB of the payroll record.
W Employee has left but leaving date not set Use the main payroll menu option called Enter leaving details to set the leaving date.
W Employee is a leaving fire marshall This is an advisory warning that a fire marshall is leaving and it may therefore be necessary to ensure another employee is trained as a fire marshall. The fire marshall field may be found on the Current details TAB of the Human Resources record.
W Employee is a leaving first aider This is an advisory warning that a first aider is leaving and it may therefore be necessary to ensure another employee is trained as a first aider. The first aider field may be found on the Current details TAB of the Human Resources record.
W Employee is a leaving key holder This is an advisory warning that a key holder is leaving and it is therefore necessary to retrieve the key(s) and allocate another key holder. The key holder field may be found on the Current details TAB of the Human Resources record.
W Employee leaving - check entered data This is an advisory warning that you should carefully check the entered data on the final payslip. The payroll type parameter on the Warnings TAB called Warn leaving employees has been set to A - Always warn you of leaving employees.
W Employee leaving - check rate line 1 and other data This is an advisory warning that you should carefully check the first rate line since the number of hours entered match the standard hours per period field on the Static 1 TAB of the payroll record. The employee is leaving so it is advisory to carefully check entered data on the final payslip. The payroll type parameter on the Warnings TAB called Warn leaving employees has been set to 1 - 1st rate line hours match is reported.
W Employee pension not calculated (type not A,B,F,G,M,V or Z) Amend the employee pension deduction type field on the Pension TAB of the payroll record and re-calculate the payroll record.
W Employee's date of birth not set This is an advisory warning, the date of birth should ideally be set on the employee record. Without the date of birth set it is not possible to perform various checks such as for the National Minimum Wage, SSP entitlement and pensionable age.
W Employee's standard hours are zero This is an advisory warning, the data should be checked since factored rates of pay using the B payment method will not generate any values.
W Employee's trade XXXX not on trades file. This is an advisory warning that the trade related warnings such as maximum and minimum % earnings and the use of the National Minimum Wage cannot be checked due to being unable to load the trade record. Check for the presence of the trade record using the Miscellaneous options menu option called Trades.
W Employer pension not calculated (type not A,B,F,G,M,V or Z) Amend the employer pension deduction type field on the Pension TAB of the payroll record and re-calculate the payroll record.
W Gross pay below pay type limit #######.## by #######.## This is an advisory warning that the total gross pay for the employee is below the defined value. If you suspect the earnings are inaccurate you should check the data inputted or if the Minimum limit field is too high update it as a priority 8 payroll user within the System maintenance menu option called Payroll type parameters on the General - 2 TAB.
W Gross pay below the earnings limit for trade XXXX This is an advisory warning that the total gross pay for the employee is below the defined % of the basic period pay field on the Static 1 TAB of the payroll record. If you suspect the earnings are inaccurate you should check the data inputted or if the Minimum pay limit % field is too high update it using the Miscellaneous options menu option called Trades.
W Gross pay exceeds pay type limit #######.## by #######.## This is an advisory warning that the total gross pay for the employee is above the defined value. If you suspect the earnings are inaccurate you should check the data inputted or if the Maximum limit field is too low update it as a priority 8 payroll user within the System maintenance menu option called Payroll type parameters on the General - 2 TAB.
W Gross pay exceeds the earnings limit for trade XXXX This is an advisory warning that the total gross pay for the employee exceeds the defined % of the basic period pay field on the Static 1 TAB of the payroll record. If you suspect the earnings are inaccurate you should check the data inputted or if the Maximum pay limit % field is too low update it using the Miscellaneous options menu option called Trades.
W Invalid ECON number This is an advisory warning, the Employer Contracting Out Number (ECON) for the current NI code is required but the number has not passed the validation test supplied by the HM Revenue & Customs (HMRC). A priority 8 payroll user should check the ECON number field within the payroll type parameter called ECON certificate number on the End of Year TAB.
W LEAVER: Court order (XXXXXXXX) balance outstanding (#######.##) You should advise the issuer of the court order that the employee is leaving your employment. XXXXXXXX is the unique court order number.
W LEAVER: loan balance adjusted on code XXXX (-#,###,###.##) This is an advisory warning only that the deduction code XXXX with a balance shown has had the period deduction amount adjusted by the extra amount shown to reclaim the loan.
W LEAVER: On going court order (XXXXXXXX) operating You should advise the issuer of the court order that the employee is leaving your employment. XXXXXXXX is the unique court order number.
W Left employee has a court payment of #######.## copied to BACS This is an advisory warning that despite the payroll record indicating the employee has now left and not due to have court order payments made an earlier court order amount has been copied to the BACS module for transmission. The court order payment should be checked and if necessary re-called.
W Left employee has XXXX add/ded pay of #######.## copied to BACS This is an advisory warning that despite the payroll record indicating the employee has now left and not due to have addition/deduction payments made an earlier addition/deduction amount has been copied to the BACS module for transmission. The addition/deduction payment should be checked and if necessary re-called.
W Left employee has a net pay of #######.## copied to BACS This is an advisory warning that despite the payroll record indicating the employee has now left and not due to be paid an earlier payment has been copied to the BACS module for transmission. The payment should be checked and if necessary re-called.
W Left employee has a savings of #######.## copied to BACS This is an advisory warning that despite the payroll record indicating the employee has now left and not due to have savings made an earlier savings amount has been copied to the BACS module for transmission. The savings should be checked and if necessary re-called.
W Left employee has an illegal payment method XXX Correct the payment method on the Payments TAB of the payroll record. If the payment method to be used is not present on the payment method file log an accounts software support call.
W Left employee has an illegal savings method (XXX) Correct the savings method on the Payments TAB of the payroll record. If the savings method to be used is not present on the payment method file log an accounts software support call.
W Left employee has XXXX benefit pay of #######.## copied to BACS This is an advisory warning that despite the payroll record indicating the employee has now left and not due to have benefit payments made an earlier benefit amount has been copied to the BACS module for transmission. The benefit payment should be checked and if necessary re-called.
W Net pay except tax credits negative - adjusted by roundings This is an advisory warning that roundings have been introduced in this payroll period for the employee and will thus appear on the next payslip as a deduction to recover the roundings.
W NI calculated on a weekly basis This is an advisory warning, the payroll period is not a weekly type or not a single tax period per payroll run and therefore the weekly NI basis flag should only be used for final irregular payments to the employee after the employee has left. You should confirm that this is such a payment. If it is not such a payment untick the Weekly N.I. basis field on the Static 1 TAB of the payroll record.
W Payment details bank account number set to 00000000 This is an advisory warning only shown if the payment bank account is 00000000 and the payment building society roll number is completed and the Warnings TAB payroll type parameter called Warn when bank account is all 0 for building societies is ticked. You should contact the employee or building society and check if a payment bank account number has to be entered for the BACS payment to work correctly and if required, enter the payment bank account number on the payroll record. This warning is optional because some building societies do not require a bank account number to be entered.
W Pensionable age, not NI C, obtain exemption certificate This is an advisory warning only shown if the payroll system parameter called Pension age warnings is ticked. Ask the employee to supply the certificate of age exemption, CA4140 that authorises you to update their National Insurance code to code C. The whole of the payroll period may be paid using NI code C if the employee has reached the pensionable age by the pay day.
W P45 tax entered = ##,###.##, calculated = ##,###.## - notify IR This is an advisory warning only, if the P45 tax and P45 calculated tax figures widely differ the tax fields set up on the payroll record should be re-checked for accuracy and if amended, reset the P45 calculated field back to zero and re-calculate the period pay to check the P45 tax figure again.
W Rate XX ignored (pay method not S,B,C,G,A,V,P or T) Check and correct the rates table, rate line XX where XX is between 1 and 20 using the Miscellaneous options menu option called Rates table.
W Regulatory limit for K code exceeded by #######.## This is an advisory warning only to advise that more than 50% of the period taxable pay was calculated as tax but the amount of tax taken has been restricted. Note that the 50% is a payroll system parameter.
W Savings details bank account number set to 00000000 This is an advisory warning only shown if the savings bank account is 00000000 and the savings building society roll number is completed and the Warnings TAB payroll type parameter called Warn when bank account is all 0 for building societies is ticked. You should contact the employee or building society and check if a savings bank account number has to be entered for the BACS payment to work correctly and if required, enter the savings bank account number on the payroll record. This warning is optional because some building societies do not require a bank account number to be entered.
W SCON number should be 000000000 as it is not required This is an advisory warning, the Scheme Contracting Out Number (SCON) for the current NI code is not required but has been set so it should be amended to 000000000 on the Pension TAB of the payroll record.
W Student Loans (CSL) occur - the CSL report should be run A student loan has been collected but the Collection of Student Loans report is not mandatory for running in the Execute EOP option, this is advisory for you to run the report though for your records.
W Student loan not collected due to other court orders You could check to ensure other court orders stopping the collection of the student loan are valid.
W SUSPENDED: Court order (XXXXXXXX) balance outstanding (#######.##) You should advise the issuer of the court order that the employee is suspended due to their casual working basis, XXXXXXXX is the unique court order number.
W SUSPENDED: On going court order (XXXXXXXX) operating You should advise the issuer of the court order that the employee is suspended due to their casual working basis, XXXXXXXX is the unique court order number.
W Tax credit payment restricted to 31/03/2006, contact HMRC This is an advisory warning that although a tax credit payment itself may not be generated the payroll record is set up with a date generated beyond the 31st March 2006 cut off for tax credit payments via the employer. You should remove the tax credit date(s) and value fields from the payroll record and contact HM Revenue & Customs if not already done so regarding the employee tax credit in case there is any further action required by the employer.
W Tax credits occur - the tax credit report should be run A tax credit payment has been made to an employee but the Tax credits report is not mandatory for running in the Execute EOP option, this is advisory for you to run the report though for your records.
W Tax credit payment restricted to 31/03/2006, contact HMRC HM Revenue & Customs have advised that tax credit payment via employers (PVE) is to cease after 31st March 2006. This warning is to advise you that the tax credit has been ended on the 31st March 2006 but would of otherwise continued to have been paid. You should contact HMRC via your local tax office to seek guidance and to report the details to HMRC.
W WARNING: Incorrect software release. You should contact the accounts software support team to check your system for an upgrade as advised on screen. It is not permitted for you to calculate the pay using the current payroll set up. The accounts software support team will check the payroll type parameters for the tax year and software check number on the General - 1 TAB. The tax year minus the software check number should be a number that matches the payroll release suffix as seen on the main payroll menu header and set in the System utilities, Kerridge menu, Software modules option. The software release present will also be checked since it is possible that a software upgrade has to be loaded onto your system.
W 1st NI history SCON number should be 000000000 as it is not required This is an advisory warning, the Scheme Contracting Out Number (SCON) for the first NI history code is not required but has been set so it should be amended to 000000000 on the National Insurance history TAB of the payroll record.
W 2nd NI history SCON number should be 000000000 as it is not required This is an advisory warning, the Scheme Contracting Out Number (SCON) for the second NI history code is not required but has been set so it should be amended to 000000000 on the National Insurance history TAB of the payroll record.
What is the next process?
Your next step in the payroll process is to use the Reports & enquiries option to check the data that has been entered onto the system or if known to be correct to report on the data for analysis purposes.
The overall process of running a payroll period may be summarised as follows:-
Make amendments to existing employees and create new employee and payroll records and if used, Human Resource records for joiners using either the main employee records or payroll menu option called Full employee edit or the Employee records main menu option called Add/modify employee details, the main payroll menu option called Add/modify payroll record and the main human resources menu option called Human resource records.
Input pay details option to input the main payroll details.
Enter sickness details option to input the sickness details if this option is to be used on your system.
Enter maternity details option to input the maternity details.
Enter paternity details option to input the paternity details.
Enter adoption details option to input the adoption details.
Enter court orders/CSL option to input the court orders and student loan collections.
Enter leaving dates option to maintain leavers and to re-instate payroll records to perform final irregular payments to left employees.
Calculate period payroll option to calculate the payroll.
Reports & enquiries option may be used at this or at any other entry stage to check the data that has been entered onto the system.
Print payslips option to first preview the payslips on screen or to print them on plain paper for checking and then to print the payslips followed by selecting the Update option.
Print cheques option to first preview and then to print cheques if used as a payment method followed by selecting the Update option.
Print bank giros option to first preview and then to print bank giros if used as a payment method followed by selecting the Update option.
Confirm/reset period payroll option to freeze the input of the payroll and to generate nominal and optional BACS postings held at this stage within the payroll module.
BACS listing option to produce a BACS listing report if BACS is used.
Transfer BACS buffer to BACS option to copy the payment data to the BACS submission module on the main accounting system or the payroll system ready for transmission to BACS if BACS is used.
Confirm/reset period payroll option to possibly reset the payroll and to correct the original generated payroll. This is typically followed by selective use of all the steps prior to the first use of the Confirm/reset period payroll option.
Execute EOP options option to produce the reports set up for mandatory running within the payroll period - this is best left until you are satisfied with the accuracy of the payroll processed.
Reports & enquiries option to produce any other optional reports and at payroll year end mandatory reporting.
Select new period option after a nightly system backup to select into the next payroll period or payroll year including the optional copying of the nominal ledger postings to the main accounting system and any other BACS generated postings to the BACS submission module on either the main accounting system or the payroll system ready for transmission to BACS.
