The print payslips option allows you once you have calculated the payroll to review on screen the payslips for checking purposes and to print all, a range or a list of selective payslips in either employee order or your own user defined order.
To access Print payslips
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Print payslips 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 Print payslips pay form is displayed.
Print payslips Form
The Print payslips form is displayed when you select the Print payslips option from the PAYROLL menu.
What do you want to do or be advised about?
Print all payslips
Once all employees have been calculated using the Calculate period pay option it is normal in the first instance to preview and then print all payslips. Complete the print payslip form and use the push buttons detailed below.
Payslip date: Enter the date that you wish to appear on the payslips. This will either default to todays date or a specific date set within the payroll type parameter called Payslip default date
Tip : Click the Ellipsis button
adjacent to the Payslip date field, in order to display a Calendar where you may select the appropriate date.
Sequence: Choose the sequence number by clicking one of the radio buttons
Employee number: Select the Employee number radio button to set the payslips to be printed in employee number order.
Payslip sort code: Select the Payslip sort code radio button to set the payslips to be printed in Payslip sort code order as defined on the Static 1 TAB of the payroll record.
Selection: Click All for all payslips to be printed.
PUSH BUTTONS:
Exit: Returns you to the PR MAIN MENU.
Help: Displays help on the current application in your default company browser.
Align: Alignment print for the payslips.
Print preview: An on screen preview of the selected payslips. Use the Previous and Next buttons to select the previous and next payslips respectively or use the Downward arrow to select a payslip or key in directly the payslip screen number. Use the escape key to close the payslip preview form.
Print: Print the payslips, if the actual payslips have been printed remember afterwards to click the Update button.
Update: Updates the Payslip printed field on the Static 2 TAB of the payroll record after the actual payslips are printed. The Payslip printed field must be ticked in order for the payroll to be confirmed later.
Print payslips for a selective list of employees
Once a payroll period has been confirmed, if the payroll is reset and adjustments are made to selective employees it is normal to preview and then print a selective list of payslips. Complete the print payslip form and use the push buttons detailed below.
Payslip date: Enter the date that you wish to appear on the payslips. This will either default to todays date or a specific date set within the payroll type parameter called Payslip default date
Tip : Click the Ellipsis button
Sequence: Choose the sequence number by clicking one of the radio buttons
Employee number: Select the Employee number radio button to set the payslips to be printed in employee number order.
Payslip sort code: Select the Payslip sort code radio button to set the payslips to be printed in Payslip sort code order as defined on the Static 1 TAB of the payroll record.
Selection: Click Selected to print payslips for a selected list of employees.
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. The No. field is prompted for only when the selective option is chosen. Up to 18 employees may have their payslips printed at any one time using the selective option.
Tip : Click the Ellipsis button
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.
Once all the employees are entered click the OK button and then continue to select options from the PUSH BUTTONS shown on the main form.
PUSH BUTTONS:
Exit: Returns you to the PR MAIN MENU.
Help: Displays help on the current application in your default company browser.
Align: Alignment print for the payslips.
Print preview: An on screen preview of the selected payslips. Use the Previous and Next buttons to select the previous and next payslips respectively or use the Downward arrow to select a payslip or key in directly the payslip screen number. Use the escape key to close the payslip preview form.
Print: Print the payslips, if the actual payslips have been printed remember afterwards to click the Update button.
Update: Updates the Payslip printed field on the Static 2 TAB of the payroll record after the actual payslips are printed. The Payslip printed field must be ticked in order for the payroll to be confirmed later.
Print payslips for a range of employees
When printing payslips it may be necessary to use the range option after a printer jam. Complete the print payslip form and use the push buttons detailed below.
Payslip date: Enter the date that you wish to appear on the payslips. This will either default to todays date or a specific date set within the payroll type parameter called Payslip default date
Tip : Click the Ellipsis button
Sequence: Choose the sequence number by clicking one of the radio buttons
Employee number: Select the Employee number radio button to set the payslips to be printed in employee number order.
Payslip sort code: Select the Payslip sort code radio button to set the payslips to be printed in Payslip sort code order as defined on the Static 1 TAB of the payroll record.
Selection: Click Range to print payslips for a range of employees.
Employee number range From: Used only when the sequence field is selected to Employee number, the first employee number to have the payslip printed. In the case of an earlier printer jam it will be necessary to first check the earlier printed copy to determine this number.
Tip : Click the Ellipsis button
Employee number range To: Used only when the sequence field is selected to Employee number, the last employee number to have the payslip printed.
Tip : Click the Ellipsis button
The Employee number range To value entered will be checked to ensure it is greater than the Employee number range From value entered, if not an error message is shown Employee number sequence is reversed and the OK button will not be available to click. If this occurs you should re-enter the range selection.
Payslip sort code range From: Used only when the sequence field is selected to Payslip sort code, the first payslip sort code to have the payslip printed. In the case of an earlier printer jam it will be necessary to first check the earlier printed copy to determine this code.
Payslip sort code range To: Used only when the sequence field is selected to Payslip sort code, the last payslip sort code to have the payslip printed.
The Payslip sort code range To value entered will be checked to ensure it is greater than the Payslip sort code range From value entered, if not the OK button will not be available to click. If this occurs you should re-enter the range selection.
PUSH BUTTONS:
Exit: Returns you to the PR MAIN MENU.
Help: Displays help on the current application in your default company browser.
Align: Alignment print for the payslips.
Print preview: An on screen preview of the selected payslips. Use the Previous and Next buttons to select the previous and next payslips respectively or use the Downward arrow to select a payslip or key in directly the payslip screen number. Use the escape key to close the payslip preview form.
Print: Print the payslips, if the actual payslips have been printed remember afterwards to click the Update button.
Update: Updates the Payslip printed field on the Static 2 TAB of the payroll record after the actual payslips are printed. The Payslip printed field must be ticked in order for the payroll to be confirmed later.
Previous pay period payslip printing
You may print a payslip for a previous payroll period only if the document archive module has been installed and set up to archive payslips and the payslip has not been deleted off the system. Use the main payroll menu option called Payslip documents. If this option is not present on the main payroll menu it will mean payslips have not been archived and they are therefore not re-printable for a previous payroll period without a system restore. If you wish to have payslip archiving set up on your system please contact the accounts software support team. When setting up archiving of payslips you need to decide if re-printing a payslip for a payroll period is to create a new archive record or to replace any existing archive record. This control is a payroll type parameter called Overwrite archive payslip.
What is the next process?
Your next step in the payroll process is to use the Print cheques option to first preview and then to print cheques if used as a payment method followed by selecting the Update option.
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.
