The Confirm/reset period payroll option is used to either confirm or to reset the period payroll.
Confirming the period payroll is used after the period payroll has been calculated and payslips, cheques and bank giros have been printed. Confirming the payroll will prevent further input into the payroll and will generate nominal and optional BACS postings held at this stage within the payroll module.
Reset the period payroll is optionally later used to possibly reset the payroll and to correct the original generated payroll.
To access Confirm/reset period payroll
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Confirm/reset period payroll option.
The Confirm/reset period payroll form is displayed.
Confirm/reset period payroll Form
The Confirm/reset period payroll form is displayed when you select the Confirm/reset period payroll option from the PAYROLL menu.
What do you want to do or be advised about?
Confirm the period payroll
If the payroll is currently unconfirmed the Confirm/reset period payroll Form is shown with the following options:
PUSH BUTTONS:
Confirm: Confirms the payroll and returns you to the PR MAIN MENU or if there are any errors displays the message on screen Period payroll not confirmed - see report. You should check the Confirm period payroll - exception report sent to your current selected printer. See the Confirm period pay messages section of this help file for the messages and corrective actions.
Exit: Returns you to the PR MAIN MENU.
Help: Displays help on the current application in your default company browser.
Reset the period payroll
If the payroll is currently confirmed the Confirm/reset period payroll Form is shown with the message Period has already been confirmed and the following options:
PUSH BUTTONS:
Reset: Resets the payroll allowing you to correct the original generated payroll and to selectively re-calculate the period pay and to produce another payslip and if required cheque or bank giro. Afterwards you are returned to the PR MAIN MENU.
Exit: Returns you to the PR MAIN MENU.
Help: Displays help on the current application in your default company browser.
Confirm period pay messages
When using the Confirm/reset period payroll option various checks are performed to ensure each payroll record has been calculated, had the payslip printed, if required had the cheque or bank giro printed and the nominal ledger and optional BACS postings are generated. Any unusual data conditions are reported either as an employer error or with the employee number, name and status on the Confirm period payroll - exception report. The message Period payroll not confirmed - see report will also be shown on the screen. The status code may be one of two options shown below:
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.
K: Kerridge - contact the software support department. A Kerridge message prevents the confirming of the period payroll and indicates a more serious problem is present on your system needing investigation.
A: Action - an action is required as a data problem has been detected. An Action message prevents the confirming of the period payroll. If the payroll record is amended always re-run the options to calculate the period payroll, print payslip and if required print cheques and print bank giros for the employee after the action advice has been carried out. If the Action status error message continues log a software support call.
You should carry out the actions recommended below and then re-use the Confirm/reset period payroll 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 a software support call for the problem to be investigated as soon as possible.
Action status messages
Type Message User Action
A Addition code XXXX ignored (not found) Create or check the addition/deduction code XXXX using the Miscellaneous options menu option called Additions/deductions.
A Addition code XXXX ignored (type not B,O,X,H,1,2,3,4 or S) Correct the addition/deduction code XXXX field called Analysis using the Miscellaneous options menu option called Additions/deductions. Click the required radio button. The field should only contain B, O, X, H, 1, 2, 3, 4 or S.
A Benefit XXXX bank name is invalid Correct the Benefit record XXXX BACS TAB field called Bank account name using the Miscellaneous options menu option called Benefits. The field should only contain 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 (/).
A Benefit code XXXX ignored (not found) Create or check the benefit code XXXX using the Miscellaneous options menu option called Benefits.
A Benefit XXXX payment ref is invalid Correct the Benefit record XXXX BACS TAB field called Bank reference using the Miscellaneous options menu option called Benefits. The field should only contain 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 (/).
A Addition/deduction XXXX bank name is invalid Correct the Addition/deduction record XXXX BACS TAB field called Bank account name using the Miscellaneous options menu option called Additions/deductions. The field should only contain 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 (/).
A Addition/deduction XXXX payment ref is invalid Correct the Addition/deduction record XXXX BACS TAB field called BACS reference using the Miscellaneous options menu option called Additions/deductions. The field should only contain 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 (/).
A Court order bank account name is invalid Correct the Court order record BACS TAB field called Bank account name using the main payroll menu option called Enter court orders / CSL. The field should only contain 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 (/).
A Court order payment reference name is invalid Correct the Court order record BACS TAB field called Court reference using the main payroll menu option called Enter court orders / CSL. The field should only contain 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 (/).
A Employer record BACS account name is invalid Correct the Employer record field called BACS details Account name using the Employee Records module Miscellaneous options menu option called Add/modify employer details. The field should only contain 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 (/).
A Employer record BACS account name needs to be set Correct the Employer record field called BACS details Account name using the Employee Records module Miscellaneous options menu option called Add/modify employer details. It cannot be left blank.
A Employer record BACS account number is invalid Correct the Employer record field called BACS details Account number using the Employee Records module Miscellaneous options menu option called Add/modify employer details. It must have eight digits, if necessary leading zero digits must be added to ensure the bank account field is eight characters long.
A Employer record BACS account number needs to be set Correct the Employer record field called BACS details Account number using the Employee Records module Miscellaneous options menu option called Add/modify employer details. It cannot be left as a blank field or 00000000.
A Employer record BACS account type is invalid Correct the Employer record field called BACS details Account type using the Employee Records module Miscellaneous options menu option called Add/modify employer details. 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 employer for their payroll payment.
A Employer record BACS sort code needs to be set Correct the Employer record field called BACS details Sort code using the Employee Records module Miscellaneous options menu option called Add/modify employer details. 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 employer record.
A XXXXXXXXXXXXXXXXXXXX expense code is invalid The nominal ledger expense code used by the part of the system described within XXXXXXXXXXXXXXXXXXXX probably does not exist on the payroll system. Either the payroll system is incorrectly set up or the accounting system is incomplete. The expense codes from the payroll system are found at the following places: The Pension TAB of the payroll record maintained using the main payroll menu option called Add/modify payroll record, the main TAB of the court order record maintained using the main payroll menu option called Enter court orders / CSL, the addition/deduction record, the benefit record, the rates table or the NL grade posting table all maintained within the Miscellaneous options menu, the System parameters maintained within the System maintenance menu. If you are satisfied the correct expense code is being used but this is missing off the nominal ledger then the expense code needs to be set up on the accounts system using the main nominal ledger menu option called Add/modify expense codes. If using a KPay system separate to the main accounts system but on the same server and the nominal ledger files are kept in syncronisation between the two systems you also need to log onto the payroll as a priority 6 payroll user and run the System maintenance menu option called Update files from DMS.
A Negative BACS addition/deduction XXXX posting disallowed You are now attempting to pay the employee by BACS a negative amount of the XXXX addition/deduction having earlier already copied to the BACS module for the current payroll period a higher amount of the XXXX addition/deduction. It is not possible to create a BACS transaction for a negative amount. If the batch of data earlier copied to the BACS module for the current payroll period has not been transmitted or exported for transmission or if it has been transmitted and recalled it is necessary to first reset the payroll record Additions/deductions TAB field called Paid to BACS. This is achieved by using the Miscellaneous options menu, Utility options menu option called Zero off BACS transfer amounts. When using the Zero off BACS transfer amounts option ensure you only select the employee(s) and ca tegories that have not been transmitted or have been re-called. If the whole batch of data has not been transmitted or exported for transmission the batch header should be set to a lower case letter status such as g or i by a priority 8 BACS module user using the main BACS menu option called Add/modify batch headers.
A Negative BACS benefit XXXX posting disallowed You are now attempting to pay the XXXX benefit for the employee by BACS a negative amount having earlier already copied to the BACS module for the current payroll period a higher amount of the XXXX benefit. It is not possible to create a BACS transaction for a negative amount. If the batch of data earlier copied to the BACS module for the current payroll period has not been transmitted or exported for transmission or if it has been transmitted and recalled it is necessary to first reset the payroll record Benefits TAB field called Paid to BACS. This is achieved by using the Miscellaneous options menu, Utility options menu option called Zero off BACS transfer amounts. When using the Zero off BACS transfer amounts option ensure you only select the employee(s) and categories that have not been transmitted or have been re-called. If the whole batch of data has not been transmitted or exported for transmission the batch header should be set to a lower case letter status such as g or i by a priority 8 BACS module user using the main BACS menu option called Add/modify batch headers.
A Negative BACS court order posting disallowed You are now attempting to pay for the employee by BACS a negative court order amount having earlier already copied to the BACS module for the current payroll period a higher amount of the court order. It is not possible to create a BACS transaction for a negative amount. If the batch of data earlier copied to the BACS module for the current payroll period has not been transmitted or exported for transmission or if it has been transmitted and recalled it is necessary to first reset the court order record BACS TAB field called Payment made to BACS. This is achieved by using the Miscellaneous options menu, Utility options menu option called Zero off BACS transfer amounts. When using the Zero off BACS transfer amounts option ensure you only select the employee(s) and categories that have not been transmitted or have been re-called. If the whole batch of data has not been transmitted or exported for transmission the batch header should be set to a lower case letter status such as g or i by a priority 8 BACS module user using the main BACS menu option called Add/modify batch headers.
A Negative BACS net pay posting disallowed You are now attempting to pay the employee by BACS an amount of net pay having earlier already copied to the BACS module for the current payroll period a higher amount of net pay. It is not possible to create a BACS transaction for a negative amount. If the batch of data earlier copied to the BACS module for the current payroll period has not been transmitted or exported for transmission or if it has been transmitted and recalled it is necessary to first reset the payroll record Payments TAB field called Net pay to BACS. This is achieved by using the Miscellaneous options menu, Utility options menu option called Zero off BACS transfer amounts. When using the Zero off BACS transfer amounts option ensure you only select the employee(s) and categories that have not been transmitted or have been re-called. If the whole batch of data has not been transmitted or exported for transmission the batch header should be set to a lower case letter status such as g or i by a priority 8 BACS module user using the main BACS menu option called Add/modify batch headers.
A Negative BACS savings posting disallowed You are now attempting to save for the employee by BACS an amount of savings having earlier already copied to the BACS module for the current payroll period a higher amount of savings. It is not possible to create a BACS transaction for a negative amount. If the batch of data earlier copied to the BACS module for the current payroll period has not been transmitted or exported for transmission or if it has been transmitted and recalled it is necessary to first reset the payroll record Payments TAB field called Savings to BACS. This is achieved by using the Miscellaneous options menu, Utility options menu option called Zero off BACS transfer amounts. When using the Zero off BACS transfer amounts option ensure you only select the employee(s) and categories that have not been transmitted or have been re-called. If t he whole batch of data has not been transmitted or exported for transmission the batch header should be set to a lower case letter status such as g or i by a priority 8 BACS module user using the main BACS menu option called Add/modify batch headers.
A XXXXXXXXXXXXXXXXXXXX NL account ############ not found The nominal ledger account code used by the part of the system described within XXXXXXXXXXXXXXXXXXXX probably does not exist on the payroll system. Either the payroll system is incorrectly set up or the accounting system is incomplete. The account code is created as a combination normally of a four digit cost centre followed by an expense code typically set to four to eight digits in length. The cost centre is defined from one of the following places: The employee record using either the Cost centre or Cost centre split fields, the payroll record Static 1 TAB Balance sheet cost centre field, the addition/deduction or benefit record maintained within the Miscellaneous options menu. The expense codes from the payroll system are found at the following places: The Pension TAB of the payroll record maintained using the main payroll men u option called Add/modify payroll record, the main TAB of the court order record maintained using the main payroll menu option called Enter court orders / CSL, the addition/deduction record, the benefit record, the rates table or the NL grade posting table all maintained within the Miscellaneous options menu, the System parameters maintained within the System maintenance menu.
More often than not the NL account ############ not found message is due to a mismatch of the Employee record Cost centre or Cost centre split field and an expense code via the Static 1 TAB payroll record field called NL Grade, these two areas should be first checked to ensure the correct combination of cost centre and expense code is being used. If you are satisfied the correct account code is being used but this is missing off the nominal ledger then the account code needs to be set up on the accounts system using the main nominal ledger menu option cal led Add/modify expense codes and the nominal ledger miscellaneous options menu option called Create/delete account codes. If using a KPay system separate to the main accounts system but on the same server and the nominal ledger files are kept in syncronisation between the two systems you also need to log onto the payroll as a priority 6 payroll user and run the System maintenance menu option called Update files from DMS.
A NL postings do not balance - call software support now The nominal ledger postings for each employee should balance to zero. In the unlikely event this message occurs contact the software support department to investigate the issue.
A Payment building society roll number is invalid Correct the Payroll record Payments TAB field called Payment details - Society roll number using the main payroll menu option called Add/modify payroll record. The field should either be left blank if not used or set but only containing 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 (/).
A Rate ## ignored (nominal not S or G) Correct the rates table line ## field called Nominal using the Miscellaneous options menu option called Rates table. The field should only contain S or G.
A Rate ## ignored (type not B,O,X,H,1,2,3 or 4) Correct the rates table line ## field called Analysis using the Miscellaneous options menu option called Rates table. The field should only contain B, O, X, H, 1, 2, 3 or 4.
A Requires bank giro Re-print the bank giro for the employee using the main payroll menu option called Print bank giros. If you are certain that the bank giros have all accurately been printed and you simply forgot to click the Update button you should re-print the bank giros to either plain paper or to the clip board and click the Update button afterwards. To print to the clipboard use the KClient option called preferences accessed by right clicking the window title. Change the print output device from printer to Clipboard and click OK. Select using the Change printer option a Local printer. Afterwards ensure the print is selected back to a proper printer and not left selected to the clipboard.
A Requires calculation Calculate period pay for the employee and re-print the payslip and if required cheque or bank giro..
A Requires cheque Re-print the cheque for the employee using the main payroll menu option called Print cheques. If you are certain that the cheques have all accurately been printed and you simply forgot to click the Update button you should re-print the cheques to either plain paper or to the clip board and click the Update button afterwards. To print to the clipboard use the KClient option called preferences accessed by right clicking the window title. Change the print output device from printer to Clipboard and click OK. Select using the Change printer option a Local printer. Afterwards ensure the print is selected back to a proper printer and not left selected to the clipboard.
A Requires payslip Re-print the payslip for the employee using the main payroll menu option called Print payslips. If you are certain that the payslips have all accurately been printed and you simply forgot to click the Update button you should re-print the payslips to either plain paper or to the clip board and click the Update button afterwards. To print to the clipboard use the KClient option called preferences accessed by right clicking the window title. Change the print output device from printer to Clipboard and click OK. Select using the Change printer option a Local printer. Afterwards ensure the print is selected back to a proper printer and not left selected to the clipboard.
A Savings building society roll number is invalid Correct the Payroll record Payments TAB field called Savings details - Society roll number using the main payroll menu option called Add/modify payroll record. The field should either be left blank if not used or set but only containing 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 (/).
What is the next process?
Your next step in the payroll process depends on how you intend to use the payroll system and the payment methods used.
If you use BACS as a payment method and wish to transfer BACS details to the BACS module for export or transmission without selecting a new payroll period the recommended next stage is to use the BACS listing option within the Reports & enquiries menu to produce a BACS listing report.
If you do not use BACS or rely on selecting a new payroll period to generate the BACS batch your next step once you are satisfied with the completeness and accuracy of the payroll period is to use the Execute EOP options option either on the main payroll menu or the Reports & enquiries, Period reports menu to print the reports and analysis that have been set up for mandatory printing.
If you do not use BACS or rely on selecting a new payroll period to generate the BACS batch your next step may be to perform a correction to the payroll requiring the payroll to be reset. In this case you need to use the Confirm/reset period payroll option to reset the payroll and to correct the original generated payroll.
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.
