The Payroll Upgrade Phase 2 option allows a priority 8 payroll user to apply special update processes to the payroll system. This option should only be used after successfully completing Payroll Upgrade Phase 1 as advised in documentation from the accounts software support team.
Note: If your payroll system is in a separate environment to the main accounts system known as Stand Alone Payroll or KPay there is no need to use this option in normal conditions since entering the payroll module will automatically perform the updates included in the Payroll Upgrade Phase 2. This menu option is now only used by the accounts software support team or by users who continue to have their payroll system as a part of the main accounts system.
To access Payroll Upgrade Phase 2:-
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the System maintenance option.
The PR SYSTEM MAINTENANCE menu is displayed.
Select the Upgrade menu option.
The PAYROLL UPGRADE menu is displayed.
Select the Payroll Upgrade Phase 2 option.
The Payroll Upgrade Utility form is displayed.
Warning: If any error messages appear, keep the message on the screen and contact the accounts software support team, do not proceed.
When you enter the payroll Upgrade Phase 2 option you will be shown a grid containing payroll company and type details.
The top section lists the payroll companies by company number and company description, the payroll type description, the last change applied (None is shown if no upgrade has been applied using this utility), whether access to the payroll type is allowed via the payroll security process and if the particular payroll type is to be converted. Payroll types for which the user does not have access to are displayed in the read only colour with the process column not ticked. By default, payroll types that are accessible are ticked for processing and will always be processed.
The second section shows the description of the last upgrade applied or the word None if no upgrade has been applied using this utility.
The third section shows the list of changes to apply, each change has a change identifying number which in turn is seen in the first section after the upgrade, a description of the change and a prompt to apply the upgrade. Any changes that have already been applied to all payroll types are not shown on this list.
The fourth and final section shows a progress status, this will detail the next upgrade option to be applied.
Applying the interim 2006/2007 upgrade - this is expected to be released October 2006
Note: There is a single release currently in use, the version number has a suffix of 61 - Issued March 2006 for the PAYE 2006-2007 year.
When applying the interim payroll upgrade for the PAYE 2006/2007 tax year the first section should show the number 146 - if currently on release payroll release 8.200.61 or 8.300.61.
Under the Last Change column, the Last Upgrade Applied section 2 should show the last run option name such as for option 146 New Tax Year 04/2006: Update Software Record file (to 8.?00.61) by xxxxxxxx on DD/MM/YYYY or None.
The changes to apply in section 3 should show numbers ranging from 147 - if currently on release payroll release 8.200.61 or 8.300.61 to 162.
The Progress section 4 should show the first option which as an example for option 147 is Update menu header (to 8.?00.61).
If the token file used to record changes is not present the first change to apply will be number 146, in this instance this will not cause a problem.
Software Release check
If for any reason the system software release is incorrectly set or has already been upgraded by the conversion of other payroll types the items to be applied in section 3 will be shown in red with the message:- The changes in red are not suitable for this revision of the software (XXXXXXX) where XXXXXXX is your current listed revision.
If the current listed revision shown in brackets is 8.200.62 or 8.300.62 indicating another user has already converted other payroll types you simply then need to enter OK to confirm the message and then click to enter a tick into the Apply column for all Change ID from numbers 147 (the first change) to 162 (the last change), the highest change numbers are accessed by scrolling down using the scroll bar on the right of the grid.
Warning: If this message is shown with any other revision other than 8.200.62 or 8.300.62 in the brackets you should contact the accounts software support team immediately and not proceed to upgrade.
Provided you do not have the software release message mentioned above and do not need to contact the accounts software support team you should accept the defaults of payroll types to be converted and upgrades to be applied and click the OK prompt.
Continuing with the upgrade
If payroll types are listed which you do not have access to please ensure the other payroll users are aware they need to convert their payroll. If in doubt, you should contact the accounts software support team. In this instance the following message will be shown as a reminder, for this message there is no need to contact the accounts software support team.
You do not have access to all pay types. Do you want to process those that are accessible only ? You should always answer OK to this prompt.
Warning: If any error messages occur contact the accounts software support team for advice immediately and do not proceed.
Once the changes have been applied the message Changes applied successfully will be displayed, select OK to this prompt and this will return you to the payroll upgrade menu.
Your payroll for the payroll types chosen only has now been fully upgraded and is ready to be manually checked and then used.
Remember also to check statutory tables as described in the supplied documentation.
