Select new period is the final operation of the current payroll function where the transfer to the next period payroll is performed. This option is used also to perform the final operation of the payroll year end process with the exception of submission by internet payroll end of year P14 and P35 data which may occur after the payroll year end is run.
To access Select new period
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Select new period option.
The Select new period form is displayed.
Select new period Form
The Select new period form is displayed when you select the Select new period option from the PAYROLL menu.
What do you want to do or be advised about?
What processes should have been performed prior to selecting a new payroll period but not payroll year end?
The following is a list of the functions should have been successfully completed or considered before attempting this option:
All payroll stages leading up to confirming the period pay on the main payroll menu - (mandatory)
Print Coin analysis on the reports & enquiries menu - (if required)
Print Giro listing on the reports & enquiries menu - (if required)
Print BACS listing on the reports & enquiries menu - (if required)
Print Cheque listing on the reports & enquiries menu - (if required)
Print Autopay listing on the reports & enquiries menu - (if required)
Print EOP reports on the main payroll menu or period reports menu - (mandatory)
Print SSP recovery report on the period reports menu - (if required)
Print any other reports such as gross pay analysis, employer cost analysis, net pay analysis on the period reports menu and leaver reports and P45's from the leavers reports menu. It is recommended that for each area of payroll that is used that a report be produced, for example, SSP, SMP, SPP, SAP, Court orders, Tax Credits.
Ensure the company liability to the HM Revenue & Customs is paid. If your system has the BACS module or you have the BACS module on the main accounting system from Kerridge it is possible to set up the payroll system to pay the HMRC Accounts office by BACS. Click HMRC payments by BACS for a summary of paying HMRC by BACS.
Allow time for an over night data backup to be taken
What processes should have been performed prior to selecting a new payroll period for the payroll year end?
All of the processes for a normal payroll period end should be run or considered for running plus the following list of functions should have been successfully completed or considered before attempting this option:
Print various statutory related reports for Tax, National Insurance, Tax credits, SSP, SMP, SPP, SAP, pensions, COMP pensions and Collection of Student Loans on the Year-end reports menu if you require a paper copy of payroll year to date information and in particular if the tax year end archiving is not used. Click Tax year end archiving used? to determine if the tax year archiving is used. If the tax year end archive is used it will typically hold on line a copy of the information for at least 7 years.
Print the SSP recovery report for all periods on the Year-end reports menu - if you want to check on if you may claim back SSP - most companies will not be able to claim back SSP though.
Print the P35 listing on the Year-end reports menu. This option is mandatory for users who submit paper based year end P14s and P35 and only mandatory for internet end of year filing users if the End of Year TAB payroll type parameter called Mandatory printing of P35's is ticked. If you use internet end of year filing it is not necessary to send to HM Revenue & Customs (HMRC) a paper based P35 since the data is sent normally as a part of the internet submission. In fact, if a paper based P35 is sent to the HMRC prior to an internet submission you risk a financial penalty.
An employer with 50 or more employees in the PAYE reference for 2005-2006 should be filing electronically for the 2005-2006 payroll year end. An employer with less than 50 employees does not need to file electronically at payroll year end until the 2009-2010 PAYE year however there are incentive payments from the HMRC if electronic filing is per formed earlier as follows:- 2005/2006 - 250 pounds, 2006/2007 - 150 pounds, 2007/2008 - 100 pounds and 2008/2009 - 75 pounds.Click Internet end of year filing used? to determine if the internet end of year filing is used.
Print the P35A,P38(S) or P46 check list on the Year-end reports menu. This option is advisory for users who submit paper based year end P14s and P35. The listing shows which employees have no statutory payments or deductions and are therefore excluded from the P35 listing.
Print the P60 forms in either Surname, employee or sort code order from the Year-end reports menu, Internet options menu for users who file electronically using the internet the year end P14s and P35. Internet end of year users only print the P60 for employees that are employed at year end. Mandatory.
Print the P14/P60 forms in either Surname, employee or sort code order from the Year-end reports menu for users who submit paper based year end P14s and P35. Mandatory.
Print P11 report from log from the Year-end reports menu or from the Employee reports menu if you require a paper copy of the period by period statutory information and in particular if the tax year end archiving is not used. Click Tax year end archiving used? to determine if the tax year archiving is used.
If internet year end filing is used to submit the P14 and P35 data to HM Revenue & Customs use the Year-end reports menu sub menu called Internet options to extract the P14 and P35 data from the employee and payroll records, to maintain as required the P35 record and if needed the P14 records and to either send the submission before or after the payroll year end.Mandatory for internet year end filing users.
Click Internet processing summary for the process summary of the internet year end option.
Click Internet end of year filing used? to determine if the internet end of year filing is used.
Print any additional reports as required.
Ensure the company liability to the HM Revenue & Customs is paid. If your system has the BACS module or you have the BACS module on the main accounting system from Kerridge it is possible to set up the payroll system to pay the HMRC Accounts office by BACS. Click HMRC payments by BACS for a summary of paying HMRC by BACS.
Use of the Select new period option
On selecting the option if you are about to perform a payroll year end a large dialog box is first displayed with the message emphasising the need to take a payroll backup prior to running the payroll year end and to keep the backup for 8 years. You should as advised click the Exit button if you have not taken the backup otherwise click the Continue button. The payroll backup may be taken using the SYSTEM MAINTENANCE menu, PAYROLL UPGRADE menu option called Backup procedure and by selecting the backup option called Payroll. If in doubt about taking a payroll back up you should in the first instance speak to your computer system administrator and if necessary ask the computer system administrator to contact the accounts software support team.
The form will show the current payroll type, description, next period number and if BACS is used the Transfer buffer to BACS status. You should then complete the following fields, exactly which are available for completion depends on the system setup as explained below.
Nominal ledger posting date: The nominal ledger posting date copied into the invoice buffer or in the transfer file being copied to the remote accounts system. The date will default to the current payroll period end date but may be changed by keying in another date. If the default date or entered date is before the start of the current nominal ledger period date and the payroll and accounts environments are one and the same you are shown a warning message:- WARNING: posting date set to start of current NL period, press OK to this message. If the default date or entered date is after the end of the current nominal ledger period date and the payroll and accounts environments are one and the same you are shown a warning message:- WARNING: posting date after current NL period, press OK to this message.
Tip : Click the Ellipsis button
to search for a date.
BACS reference: The BACS reference is only prompted for if the current payroll type uses the BACS module. This is defined by either the General TAB payroll system parameter or General - 1 TAB payroll type parameter for the current payroll type and company having the BACS company field completed and for the BACS module to be present on either the main accounts system or the the payroll environment itself. The BACS reference field will default to PAYROLL T P## where T is the payroll type, P is the period type M - Monthly and W - Weekly and ## is the payroll period number. It may be changed by you. It will be verified to ensure only the characters allowed by BACS are present. If invalid characters are present an error message is shown and the reference needs to be corrected.
Once the prompted fields are completed use the push buttons that are available as explained below.
PUSH BUTTONS:
New period: Selects the payroll into the new period. The main processes performed are as follows:-
The P11 history file is first updated with statutory data for the current payroll period.
The optional detailed history file is updated with the detailed break down of the data from the current payroll period.
The nominal ledger posting analysis is printed with the option to print further copies.
If the payroll system is integrated for posting into a nominal ledger the nominal ledger postings are made. These are either made directly into the accounts system invoice buffer when payroll resides on the main accounts system or copied to the accounts system for extraction using the Nominal ledger module, Miscellaneous options menu option called Extract PR to invoice buffer.
The BACS system if used with outstanding postings is either posted to creating a BACS batch or copied to the accounts system for extraction using the BACS Submission module, Miscellaneous options menu option called Extract PR to BACS.
The collation system if used has new initialised records generated for the next payroll period.
The payroll records are updated as descibed on the form.
The payroll type record is updated with new payroll period dates and the mandatory report flags are reset.
New year: This button is only available when the system has detected you are currently in the last payroll period of the current tax year. By clicking this button you will perform a payroll year end. This is similar to the normal payroll period end except that archive files may be written to and parts of the payroll record are reset ready for the next tax year. If the payroll is a weekly payroll type you will be prompted to complete the following tax year dates and period dates, this is the point at which you can set the tax year to have 53 weeks instead of 52 if required.
Exit: Returns you to the PR MAIN MENU.
Help: Displays help on the current application in your default company browser.
Tax year end archiving
The payroll system may be set up in order for an archive of the payroll record, all P11 history records and all sickness records that are being deleted as a part of the payroll year end to be archived during the payroll year end and available on line for viewing and reporting. This is recommended for being switched on as a facility.
Set up stages for Tax year end archiving:-
A priority 9 Kerridge user is required to use the System maintenance menu option called Payroll type parameters to tick the parameter called Archive at year end on the End of Year TAB.
A priority 9 Kerridge user creates three data files as follows:-
CC.PR.arcee._T
Archive payroll record, CC=payroll company, T=Payroll type. Sized as 7 times maximum payroll records within the CC.PR.empee._T data file in the payroll type.CC.PR.arcph._T
Archive history record, CC=payroll company, T=Payroll type. Sized as tax periods per year times maximum payroll records within the CC.PR.empee._T data file in the payroll type.CC.PR.arcss
Archive sickness record, CC=payroll company. Sized as 70 times maximum payroll records within the CC.PR.empee._T data file in the payroll type.The payroll archive data may be viewed within the following options:-
The main payroll menu option called Display payroll record. Select the starting tax year from the Archive field below the employee number.
The miscellaneous options menu, Archive options menu option called Display payroll record for the main archive payroll record, Display payroll history for the archive P11 history and Display SSP history for the archive sickness.
Internet end of year filing
Internet end of year filing has been switched on your payroll company by your software supplier or a kcc priority 9 user if the General TAB payroll system parameter called End of year returns via the internet is ticked and other parameter and file set up has been performed. If your system has on the payroll year-end reports menu a sub menu called Internet options your system has the End of year returns via the internet set up.
HMRC payments by BACS
Accounts office payments of tax and National Insurance may be paid to the HM Revenue & Customs Once the BACS module is installed on either the main accounts system or on the separate payroll environment as follows:-
A priority 8 user needs to set up the BACS fields including the PAYE and National Insurance BACS references on the HMRC BACS payments TAB using the System maintenance menu, System parameters option.
A priority 8 user uses the Miscellaneous options menu option called HMRC BACS payments. to enter the Pay As You Earn (PAYE) and National Insurance (NI) transaction values.
If the payroll environment is seperate to the environment with the BACS module you must first use the BACS Submission module, Miscellaneous options menu option called Extract PR to BACS to create the batch of data that in turn can be transmitted to BACS or exported to a 3rd party BACS package for transmission.
Select new period messages
When using the Select new period option various checks are performed to ensure the correct operation of the payroll system. Any unusual data conditions are reported on the screen and require corrective action by you or the accounts software support team.
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 and then re-use the Select new period option until there are no messages. 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.
Message User Information and Action
Archive history file full, extend or consolidate When running the select new period option for a payroll year end the system can be set up to optionally write to an archive history file, this happens if the End of Year TAB payroll type parameter called Archive at year end is ticked by a Kerridge priority 9 user and the data file is created. These records may be viewed using the Payroll Miscellaneous options menu, Archive options menu option called Display payroll history. This message appears when it either the file or index has become full. The payroll select new period end will fail and anything done so far for the select new period will be reversed out. You should contact software support for the data file to be extended or you should consolidate the data file as a priority 8 user using the Payroll Miscellaneous options menu, Archive options menu option called
Delete archived records. Data may be deleted using a range of tax years but is ideally kept for a minimum of 7 years.
Archive payroll file full, extend or consolidate When running the select new period option for a payroll year end the system can be set up to optionally write to an archive payroll file, this happens if the End of Year TAB payroll type parameter called Archive at year end is ticked by a Kerridge priority 9 user and the data file is created. These records may be viewed using the main Payroll menu option called Display payroll record and by selecting the tax year from the drop down below the employee number or by using the Payroll Miscellaneous options menu, Archive options menu option called Display payroll record. This message appears when it either the file or index has become full. The payroll select new period end will fail and anything done so far for the select new period will be reversed out. You should contact software support for the data file to be extended or you should consolidate the data file as a priority 8 user using the Payroll Miscellaneous options menu, Archive options menu option called Delete archived records. Data may be deleted using a range of tax years but is ideally kept for a minimum of 7 years.
Archive sickness file full, extend or consolidate When running the select new period option for a payroll year end the system can be set up to optionally write to an archive sickness file any sickness records that to be deleted out of the live sickness data file, this happens if the End of Year TAB payroll type parameter called Archive at year end is ticked by a Kerridge priority 9 user and the data file is created. These records may be viewed using the Payroll Miscellaneous options menu, Archive options menu option called Display SSP history. This message appears when it either the file or index has become full. The payroll select new period end will fail and anything done so far for the select new period will be reversed out. You should contact software support for the data file to be extended or you should consolidate the data file as a priority 8 user using the Pa yroll Miscellaneous options menu, Archive options menu option called Delete archived records. Data may be deleted using a range of tax years but is ideally kept for a minimum of 7 years.
Attempt to create duplicate key in archive history file When running the select new period option for a payroll year end the system can be set up to optionally write to an archive history file, this happens if the End of Year TAB payroll type parameter called Archive at year end is ticked by a Kerridge priority 9 user and the data file is created. These records may be viewed using the Payroll Miscellaneous options menu, Archive options menu option called Display payroll history. This message appears when a record for the same employee, company, tax period, NI source, tax year and payroll type is already incorrectly present. It is not safe to just delete the existing data without further investigation therefore you should contact the software support for the data file to be reviewed.
Attempt made to create duplicate key in archive payroll file When running the select new period option for a payroll year end the system can be set up to optionally write to an archive payroll file, this happens if the End of Year TAB payroll type parameter called Archive at year end is ticked by a Kerridge priority 9 user and the data file is created. These records may be viewed using the main Payroll menu option called Display payroll record and by selecting the tax year from the drop down below the employee number or by using the Payroll Miscellaneous options menu, Archive options menu option called Display payroll record. This message appears when a record for the same employee and tax year is already incorrectly present. It is not safe to just delete the existing data without further investigation therefore you should contact the software support for the data file to be reviewed.
Attempt to create duplicate key in archive sickness file When running the select new period option for a payroll year end the system can be set up to optionally write to an archive sickness file any sickness records that to be deleted out of the live sickness data file, this happens if the End of Year TAB payroll type parameter called Archive at year end is ticked by a Kerridge priority 9 user and the data file is created. These records may be viewed using the Payroll Miscellaneous options menu, Archive options menu option called Display SSP history. This message appears when a record for the same employee, status, start date and tax year is already incorrectly present. It is not safe to just delete the existing data without further investigation therefore you should contact the software support for the data file to be reviewed.
Attempt made to create duplicate key in detailed history file When running the select new period option the system can be set up to optionally write to a detailed history file, this happens if the General - 2 TAB payroll type parameter called Detailed history is ticked by a Kerridge priority 9 user and the data file is created. These records may be viewed using the Payroll Miscellaneous options menu, Archive options menu option called Display detailed history. This message appears when a record for the same employee, company, tax year, tax period and payroll type is already incorrectly present. It is not safe to just delete the existing data without further investigation therefore you should contact the software support for the data file to be reviewed.
Attempt made to create duplicate key in payroll history file When running the select new period option a record of the statutory data is made within a P11 history file. These records may be viewed using the Payroll Miscellaneous options menu option called Display payroll history. This message appears when a record for the same employee, company, tax period, NI source and payroll type is already incorrectly present. It is not safe to just delete the existing data without further investigation therefore you should contact the software support for the data file to be reviewed.
Backup failed, unable to copy XXXXXXXXXXXXXXXXXXXX The payroll system has been set up for an internal disk copy of the payroll data to be made before the payroll period end with the End of period TAB payroll type parameter called Backup data ticked but the system is unable to copy the specified file. Press return to the message, backup files will be removed and the process abandoned. You should contact the accounts software support team for the ENV("PREOPCOPY") to be reviewed, there may be insufficient disk space or directory permission problems.
Detailed history file full, extend or consolidate When running the select new period option the system can be set up to optionally write to a detailed history file, this happens if the General - 2 TAB payroll type parameter called Detailed history is ticked by a Kerridge priority 9 user and the data file is created. These records may be viewed using the Payroll Miscellaneous options menu, Archive options menu option called Display detailed history. This message appears when it either the file or index has become full. The payroll select new period will fail and anything done so far for the select new period will be reversed out. You should contact software support for the data file to be extended or you should consolidate the data file as a priority 8 user using the Payroll Miscellaneous options menu, Archive options menu option called Delete detailed histor y. Data may be deleted using a range of tax periods and tax years.
EOP option #### not found EOP means End of Period. The payroll system checks that reports defined in the payroll type parameters for mandatory running before select new period is used have been run. The message however means the end of period option itself cannot be loaded. You should use the System maintenance menu option called Available EOP options to check the record #### is set up and if necessary either re-create the EOP option record or remove the EOP selected record from the payroll type parameters End of period TAB within the System maintenance menu option called Payroll type parameters.
EOP option not run (XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX) EOP means End of Period. The payroll system checks that reports defined in the payroll type parameters for mandatory running before select new period is used have been run. You should use the main payroll menu or period reports menu option called Execute EOP options to run the described report.Payroll type parameters.
Error copying the XML file to BACS system If the BACS module is used on a main accounts system from a separate payroll environment it is possible if the system becomes full or is incorrectly set up for this message to occur. You should contact the software support for the system to be reviewed:- checks will include the location defined for the FTP remote BX address on the Main accounts system TAB within the payroll system parameters, the presence of the transfer directory with the correct permissions and system space.
Error copying the XML file to NL system If the nominal ledger is being updated on a main accounts system from a separate payroll environment it is possible if the system becomes full or is incorrectly set up for this message to occur. You should contact the software support for the system to be reviewed:- checks will include the location defined for the FTP remote NL address on the Main accounts system TAB within the payroll system parameters, the presence of the transfer directory with the correct permissions and system space.
Error creating collation record - XXXXXXXXXXXXXXXXXXXX Selecting a new payroll period for payroll systems that use collation create collation records for each batch for those employees that have not left or been suspended from the payroll. Contact the accounts software support team for the collation data file to be checked and if necessary extended. The collation file should be sized as the maximum number of employees in the payroll type multiplied by the number of collation batches as defined by the General 2 TAB payroll type parameter field called Maximum batch number.
Error creating XML file If either the BACS or nominal ledger modules are being updated on a main accounts system from a separate payroll environment it is possible if a system becomes full for this error to be reported together with other errors. You should contact the software support for the system to be reviewed:- checks will include location defined for the FTP remote BX and NL addresses on the Main accounts system TAB within the payroll system parameters, the presence of the transfer directory with the correct permissions and system space.
Error posting batch ###### Your payroll system is creating a batch number ###### of BACS data and an error has occurred when creating the header or transaction record. If the error is due to either the data area or the index of the header or transaction file becoming full the data copied to the BACS module is removed. The payroll select new period will fail and anything done so far for the select new period will be reversed out. You should check the file usage of the BACS batch header and BACS transaction files in the BACS Submission option, System maintenance menu using the File usage statistics option and remove processed BACS batches using the main BACS Submission option caled Delete accepted batches. If the problem persists contact the accounts software support team.
Error reading pay buffer file If the nominal ledger is being updated on a main accounts system from a separate payroll environment it is possible if a system becomes full for this error to be reported together with other errors. You should contact the software support for the system to be reviewed.
Error reading software modules record The payroll software release is checked when selecting a new payroll period to ensure the latest release has been loaded. If the payroll software module record cannot be loaded this error is shown. You should contact the accounts software support team.
Internet data not yet extracted/submitted, it must be submitted before mid May of the next PAYE year When running the payroll year end the system will check that if the payroll company is set up for internet end of year filing that the filing has at least been extracted if not also submitted. If the P14 and P35 data has not been extracted or submitted this message is shown. You should use the Payroll Year-end reports, Internet options menu to extract the data, maintain the P35 record and if necessary the P14 records data and if required submit the data before the payroll year end. See the internet options menu for more details.
Internet data still in process Employee record and payroll data has been extracted for the current payroll type, submitted ane amended but not re-submitted as an amendment. This might relate to a test submission. You should use the Payroll Year-end reports, Internet options menu to submit the data using the Live or test amendment submission request option depending on the type of submission being performed. If this still is a problem contact the accounts software support team.
Invalid number of days in current period When a payroll year end is run on a weekly payroll you are prompted for the period and payroll year dates for the next tax year. You need to ensure the length of the next payroll period matches the number of tax periods per run on the weekly payroll multiplied by 7. Amend the prompted dates again.
Last years Internet data not yet submitted. Contact your agent if you have not heard from your agent by mid May of this PAYE year. Employee record and payroll data has been extracted for the current payroll type for the previous tax year and this is either a monthly payroll in month 1 or a weekly payroll where the next payroll period is period 7 or more but the data has not yet submitted by your agent. You should contact your agent immediately to check the status of last years submission.
Last years Internet data not yet submitted, it must be submitted before mid May of this PAYE year Employee record and payroll data has been extracted for the current payroll type for the previous tax year and this is either a monthly payroll in month 1 or a weekly payroll where the next payroll period is period 7 or more but the data has not yet submitted. Data needs to be internet filed before mid May to avoid a financial penalty. You should use the Payroll Year-end reports, Internet options menu to submit the data using the Live submission request option or if an amendment has been made the Live amendment submission option. If this still is a problem contact the accounts software support team.
No calendar update possible, unable to read human resources record An attempt is being made to update the Human Resources module calendar with new Statutory Maternity, Paternity, Adoption or Sickness Pay dates but the human resources record cannot be loaded. Contact software support to review the links of the Human resource record using the Employee Records module, Kerridge utilities menu option called Amend transfer details and also for the presence of the Human Resources record. The select new period process will continue but the human resources calendar for the current employee will not be updated.
No calendar update possible, unable to read SAP calendar code An attempt is being made to update the Human Resources module calendar with new Statutory Adoption Pay dates but the calendar code to be used cannot be found. Check the calendar code to be used within the System maintenance option called
on the SAP TAB. Either check and create this code within the Human Resources module, Human Resource records option, Tools, Lookup tables option called Calendar Codes.
No calendar update possible, unable to read SMP calendar code An attempt is being made to update the Human Resources module calendar with new Statutory Maternity Pay dates but the calendar code to be used cannot be found. Check the calendar code to be used within the System maintenance option called
on the SMP TAB. Either check and create this code within the Human Resources module, Human Resource records option, Tools, Lookup tables option called Calendar Codes option or remove the code from the payroll type parameters.
No calendar update possible, unable to read SPP calendar code An attempt is being made to update the Human Resources module calendar with new Statutory Paternity Pay dates but the calendar code to be used cannot be found. Check the calendar code to be used within the System maintenance option called
on the SPP TAB. Either check and create this code within the Human Resources module, Human Resource records option, Tools, Lookup tables option called Calendar Codes option or remove the code from the payroll type parameters.
NOT ENOUGH SPACE IN NL invbf CALL KCC! Your payroll system is not a separate environment payroll system and is attempting to copy the payroll postings directly into the nominal ledger invoice buffer and has run out of space in the invoice buffer. The payroll select new period will fail and anything done so far for the select new period will be reversed out. You should contact software support for the invoice buffer data file to be extended or you should consolidate the invoice data file as a priority 5 user using the Nominal Ledger, Daybook miscellaneous options menu option called Clear processed batches. Use of this option requires exclusive access to the invoice buffer any therefore other users may be required to log off.
Payroll history file full, contact software support to extend it When running the select new period option a record of the statutory data is made within a P11 history file. These records may be viewed using the Payroll Miscellaneous options menu option called Display payroll history This message appears when it either the file or index has become full. The payroll select new period will fail and anything done so far for the select new period will be reversed out. You should contact software support for the data file to be extended.
Period end does not match period end day When a payroll year end is run on a weekly payroll you are prompted for the period and payroll year dates for the next tax year. You need to ensure the period end date matches the period end day seen on the General 1 TAB of the payroll type parameters within the System maintenance menu. Monday is set as day 1 through to Sunday for day 7.
Period payroll has not been confirmed Selecting a new payroll period is only possible after the payroll has been confirmed. First check the current payroll period using the Display current period option from the PAYROLL menu, if the period is in the expected payroll period you should then use the Confirm/reset period payroll option on the main PAYROLL menu. If the current payroll period has already been selected then no further action is required since the payroll has already been advanced ready for the next payroll period.
Periods per year exceeds maximum of ## When a payroll year end is run on a weekly payroll you are prompted for the period and payroll year dates for the next tax year. The dates need to be set up such that there is never more than 52 periods plus the number of tax periods per run in the whole payroll year. For example, a 1 tax period per run weekly payroll cannot have more than 53 periods in the tax year. Amend the prompted dates again.
Periods per year not an integer When a payroll year end is run on a weekly payroll you are prompted for the period and payroll year dates for the next tax year. The dates need to be set up to take into account of the number of tax periods per payroll run and for 7 days per week. Amend the prompted dates again.
P14/P60s not printed When running the payroll year end the system will check that the P14/P60s have been printed for non internet filing users. They are not recorded as being printed. You should use the Payroll Year-end reports menu to print the P14/P60s using the P14/P60 forms option.
P35 listing not printed When running the payroll year end the system will check that the P35 listing has been printed for non internet filing users or for internet filing users that have indicated this is to be a mandatory print by ticking the End of Year TAB payroll type parameter called Mandatory printing of P35's. It is not recorded as being printed. You should use the Payroll Year-end reports menu to print the P35 listing using the P35 listing option.
P60s not printed When running the payroll year end the system will check that the P60s have been printed for internet filing users. They are not recorded as being printed. You should use the Payroll Year-end reports, Internet options menu to print the P60s using the Employee P60 forms option.
Reference contains invalid characters If a BACS reference has been entered it is validated to check it only contains the characters allowed by BACS, these are the upper case letters A-Z, the lower case letters a-z, the digits 0-9, a space, an ampersand (&), a full stop (.), a dash (-) or a stroke (/). If this error message is shown correct the entered BACS reference.
Remote XML BACS file already exists, do you wish to overwrite it? This message may appear if your payroll priority is priority 8 or higher and if a BACS batch of data for the current period number has been copied from the payroll environment to the main accounting system earlier. This will be either for the current payroll period or the same payroll period in a previous payroll year but the data has not been removed. You should ideally extract the earlier batch of data using the main accounts system, BACS submission module, Miscellaneous options menu option called Extract PR to BACS. Review using the BACS Reports & enquiries menu options the batch header and transactions created and either submit or export them them or as a priority 8 BACS user use the BACS Submission module main menu option called Add/modify batch headers to amend the batch status to a lower case g or i or upper case 'A' letter . This will ensure if you are not intending to submit the batch of data that it is deleted off the BACS system. You should only overwrite the earlier batch file if totally certain the earlier batch of data is not to be used.
Remote XML BACS file already exists, requires priority 8 to overwrite it, or the XML file data should be extracted and batch status set to 'g', 'i' or 'A' if not required This message may appear if your payroll priority is below priority 8 and if a BACS batch of data for the current period number has been copied from the payroll environment to the main accounting system earlier. This will be either for the current payroll period or the same payroll period in a previous payroll year but the data has not been removed. You should ideally extract the earlier batch of data using the main accounts system, BACS submission module, Miscellaneous options menu option called Extract PR to BACS. Review using the BACS Reports & enquiries menu options the batch header and transactions created and either submit or export them them or as a priority 8 BACS user use the BACS Submission module main menu option called Add/mo dify batch headers to amend the batch status to a lower case g or i or upper case 'A' letter. This will ensure if you are not intending to submit the batch of data that it is deleted off the BACS system.
Requested operation has FAILED This message confirms an earlier problem when using the select new period option. The system has not been carried forward into the next payroll period. Ensure the advice contained within this help file is followed and afterwards attempt to use the Select new period option again.
SAP calendar code is not for a full day An attempt is being made to update the Human Resources module calendar with new Statutory Adoption Pay dates but the calendar code to be used is not 1 day unit in length. Check the calendar code to be used within the System maintenance option called
on the SAP TAB. Either amend this code so that it is 1 day unit in length within the Human Resources module, Human Resource records option, Tools, Lookup tables option called Calendar Codes option or remove the code from the payroll type parameters.
SMP calendar code is not for a full day An attempt is being made to update the Human Resources module calendar with new Statutory Maternity Pay dates but the calendar code to be used is not 1 day unit in length. Check the calendar code to be used within the System maintenance option called
on the SMP TAB. Either amend this code so that it is 1 day unit in length within the Human Resources module, Human Resource records option, Tools, Lookup tables option called Calendar Codes option or remove the code from the payroll type parameters.
Software revision number unreadable The payroll software release is checked when selecting a new payroll period to ensure the latest release has been loaded. If the software release found is not in the expected format of 8.300.## with the last 2 characters being digits this error is shown. You should contact the accounts software support team.
SPP calendar code is not for a full day An attempt is being made to update the Human Resources module calendar with new Statutory Paternity Pay dates but the calendar code to be used is not 1 day unit in length. Check the calendar code to be used within the System maintenance option called
on the SPP TAB. Either amend this code so that it is 1 day unit in length within the Human Resources module, Human Resource records option, Tools, Lookup tables option called Calendar Codes option or remove the code from the payroll type parameters.
The payroll type currently in period ## dated DD/MM/YYYY to DD/MM/YYYY .... Your system has been set up to detect early use of the select new period option as a safety measure. The time since the last use of the select new period option is less than a % of the duration of the current payroll period. The % is defined within the Select new period ratio payroll type parameters on the End of period TAB. You should read the message and if satisfied you are closing the correct payroll period click the Continue button otherwise click the Exit button and check the payroll period using the Display current period option on the main payroll menu. Contact the accounts support team if necessary if you are unsure how your payroll has already been selected into the current payroll period. If you no longer require this safety check you should set the Select new period ratio payroll type paramet er to 0.
The year has been changed from #### to ####. Are you sure this is correct? When a payroll year end is run on a weekly payroll you are prompted for the period and payroll year dates for the next tax year. This is a confirmation prompt for the next tax year only, read the message carefully and either Confirm the years or Cancel.
This program does not run in text mode A corruption has occurred to a variable storing the mode of using the payroll module. This should not arise since it is no longer possible to use the payroll module in text mode. You should contact the accounts software support team.
Unable to create backup directory XXXXXXXXXXXXXXXXXXXX The payroll system has been set up for an internal disk copy of the payroll data to be made before the payroll period end with the End of period TAB payroll type parameter called Backup data ticked but the system is unable to create the required directories where ENV("PREOPCOPY") is defined. Press return to the message, backup files will be removed and the process abandoned. You should contact the accounts software support team for the ENV("PREOPCOPY") to be reviewed, there may be insufficient disk space or directory permission problems.
Unable to find PREOPCOPY environment setting The payroll system has been set up for an internal disk copy of the payroll data to be made before the payroll period end with the End of period TAB payroll type parameter called Backup data ticked but the parameter defining where the disk copy is to be stored has not been set. You should contact the accounts software support team.
Unable to lock employee record ###### - XXXXXXXXXXXXXXXXXXXX Employee records for the current payroll type are all locked during the use of the select new payroll period option in order for them to be updated. If this message occurs ensure no user is amending the ###### employee and try the process again. If this fails ensure all users are logged out of the employee records module by using the Employee records System maintenance option called Prevent/allow access and then reset the module using the Employee records System maintenance option called Reset files in use. If this still is a problem contact the accounts software support team.
Unable to lock employees, operation FAILED This message confirms the previous message. If this message occurs ensure no user is amending any of the employees for the current payroll type and try the process again. If this fails ensure all users are logged out of the employee records module by using the Employee records System maintenance option called Prevent/allow access and then reset the module using the Employee records System maintenance option called Reset files in use. If this still is a problem contact the accounts software support team.
Unable to lock item #### This message may appear if for some unforeseen reason the nominal ledger invoice buffer record for item number #### is about to be deleted following an earlier failed posting but cannot be locked. You should contact the software support for the system to be reviewed.
Unable to read payroll type record The payroll type parameter record for the current payroll type has to be loaded for updating. In the event it cannot be loaded and this message is shown you should contact the accounts software support team.
WARNING:- All employees have no gross pay, are you sure you want to select a new payroll period ? This is a safety check to reduce the risk of selecting new period twice without inputing pay in the interim. Select YES if this is the accepted status, for example, a closed payroll is being advanced to the end of the tax year otherwise select No.
WARNING: Incorrect software release. Contact software support to check your system for an upgrade. Selecting a new payroll period is not permitted. The payroll software release is checked when selecting a new payroll period to ensure the latest release has been loaded. The incorrect release has been found. You should select Exit and contact the accounts software support team.
WARNING: Internet data extracted but not yet submitted, remember to submit it before mid May of the next PAYE year When running the payroll year end the system will check that if the payroll company is set up for internet end of year filing that the filing has at least been extracted if not also submitted. If found extracted only this advisory warning is shown. You should remember before it is too late to submit the P14 and P35 data using the Payroll Year-end reports, Internet options menu, Live submission request option.
WARNING: Last years Internet data not yet submitted. Contact your agent if you have not heard from your agent by mid May of this PAYE year. Employee record and payroll data has been extracted for the current payroll type for the previous tax year and this is a weekly payroll where the next payroll period is before period 7 but the data has not yet submitted by your agent. You should contact your agent if you have not been advised of the completed submission by mid May of this PAYE year.
WARNING: Last years Internet data not yet submitted, remember to submit it before mid May of this PAYE year Employee record and payroll data has been extracted for the current payroll type for the previous tax year and this is a weekly payroll where the next payroll period is before period 7 but the data has not yet submitted. Data needs to be internet filed before mid May to avoid a financial penalty. This is an advisory warning not preventing you selecting the new payroll period. At some point soon though you should use the Payroll Year-end reports, Internet options menu to submit the data using the Live submission request option or if an amendment has been made the Live amendment submission option. If this still is a problem contact the accounts software support team.
Year end does not match period end day When a payroll year end is run on a weekly payroll you are prompted for the period and payroll year dates for the next tax year. You need to ensure the year end date matches the period end day seen on the General 1 TAB of the payroll type parameters within the System maintenance menu. Monday is set as day 1 through to Sunday for day 7.
Year start to year end range invalid When a payroll year end is run on a weekly payroll you are prompted for the period and payroll year dates for the next tax year. You need to ensure both the year start and year end dates are entered and that the year end date is beyond the year start date.
What is the next process?
You have now completed the payroll process for a payroll period and are now ready to begin the next payroll period using the first listed item below to make amendments to existing records and to create any new employee, payroll and if used, human resource records.
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.
