Most of the options within the System Maintenance menu will only concern the System supervisor. If you are in any doubt about their functionality contact the software support department.
Some of the items in the Payroll System maintenance menu are only available to priority 9 users and therefore will not appear on your menu. In order to exercise any changes in these areas contact the software support department.
The PR SYSTEM MAINTENANCE menu is displayed when you select the System maintenance option from the PAYROLL menu.
Prevent/allow access: Select this option to prevent users from entering the Payroll module. For example, in order to verify files, this option is used. By preventing access you can stop new users entering the Payroll module. When current users leave the module, this option will prevent them from re-entering it.
Passwords: Select this option to amend / create passwords for users in order for the user to gain entry into the Payroll module.
NI rates: Select this option to amend / create NI rates. The NI table should be checked each year to ensure the update has been successfully installed prior to period 1 calculation for all payroll companies. These are used generally once a year to set the values agreed in the budget for the next fiscal year.
PAYE rates: Select this option to amend / create PAYE rates. The PAYE table should be checked each year to ensure the update has been successfully installed prior to period 1 calculation for all payroll companies unless notified otherwise by the Inland Revenue. The PAYE rates are typically also checked in May of each PAYE year.
SSP parameters: Select this option to amend / create the Statutory Sick Pay parameters. The SSP parameters should be checked each year to ensure the update has been successfully installed prior to period 1 calculation for all payroll companies.
SSP history: Select this option to view the Statutory Sick Pay History. This option should only be used to set up history status sickness records as a part of the system set up.
SMP parameters: Select this option to amend / create the Statutory Maternity Pay parameters. The SMP parameters should be checked each year to ensure the update has been successfully installed prior to period 1 calculation for all payroll companies.
SPP parameters: Select this option to amend / create the Statutory Paternity Pay parameters. The SPP parameters should be checked each year to ensure the update has been successfully installed prior to period 1 calculation for all payroll companies.
SAP parameters: Select this option to amend / create the Statutory Adoption Pay parameters. The SAP parameters should be checked each year to ensure the update has been successfully installed prior to period 1 calculation for all payroll companies.
National minimum wage: Select this option to amend / create the National minimum wage parameters. The National minimum wage parameters should be checked each year to ensure the update has been successfully installed prior to period 1 calculation for all payroll companies. The National minimum wage parameters are typically also changed in October of each PAYE year.
Payroll type parameters: Select this option to amend the payroll type parameters. The Payroll cannot function without an accurate description of the type of payment being made and the interval between payments. The Payroll type record gives the system all of its basic data to allow the correct calculation of tax and national insurance to be performed. Payroll types can be created or amended in this option but not deleted. If new Payroll types are required the Payroll consultant should be involved in order to create all the new files which will be required. Typical Payroll types are, Weekly, Hourly, Two-weekly, Four-weekly and monthly, each given a suitable code such as 'H' for Hourly, 'W' for Weekly or 'D' for Directors.
SSP Service length codes: Select this option to amend / create the Service length codes. Service length codes are used to control the optional automated update of the rates table via entry of sickness details.
Delete payroll types Used by a payroll consultant to delete a payroll type but not the associated payroll data files.
Payroll record defaults: Select this option to amend / create the payroll default record.
System parameters: The Payroll System Parameters govern the whole of a Payroll company and not just one Payroll type and contains basic information which can be considered globally within the Payroll company. They will be set up by a payroll consultant when installing the system.
System controls: The Payroll controls are used within the whole of a Payroll company and not just one Payroll type and contains basic information which can be considered globally within the Payroll company. They will be set up by a payroll consultant when installing the system.
File usage statistics: Select this option to provide you with a report of the state of the files in the Payroll module, warning automatically if any of them is becoming too full. The file usage statistics are designed to allow you to monitor the data files within each module. If any data files appear to be filling up, you should contact software support to arrange for the relevant file to be extended. A print option is available.
Verify files: Select this option to carry out verification of all the Payroll data files. These verifications will be run at a pre-defined level to ensure that the stored data is not damaged in any way. This option does not verify the database structure of all the files used in the Payroll module.
Reset in use flags: Select this option run down the Payroll files, resetting any Payroll records that are locked in use. Payroll records would only normally be locked if another user is accessing the same Payroll record as you at the same time. However, in the case of power cuts, or somebody inadvertently switching off a terminal that is accessing a Payroll record, it is possible for a Payroll record to become locked.
Upgrade menu Select this option to perform payroll upgrades issued by software support.
Available EOP options Select this option to set up end of period (EOP) options that you wish to make mandatory before selecting a new payroll period.
Internet EOY return parameters Select this option to set up and maintain Internet end of year (EOY) return parameters. Not all fields are available to non ADP users within this option.
Internet EOY agent details Select this option to set up and maintain Internet end of year (EOY) agent details required for agent based submission of client data. This is an ADP only option.
Payroll history Select this option to set up and maintain P11 history records.
Update files from DMS Select this option to update the nominal ledger and user records on the payroll-HR system from the Dealer Management System or main accounts system.
