Entry via Single Screen

The Pay Slip option is used when an employee has multiple pays in one payrun. The system issues a separate pay advice for each Pay slip ID. For multiple normal pays, a Pay Slip ID needs to be specified.

A Pay slip ID is a pay separator. If an employee has Allowance/Deduction automatically included in their pay, these automatic payments will be added to every pay separator, unless Position 36 of Program Control option PAY38 is set to Y.

Choose the next Pay Slip. If this is left blank, the system allocates the next available Pay slip ID.

Valid Separator ID's
Standard
1 to 9	For additional, normal pays
A to M	For Prepayments
N to Z	For Rebanks

 

Note: Please be aware that SGC calculations on the additional Pay slip IDs will appear on the Standard Pay slip.

Pay Enquiry allows for a pay calculation to be viewed based on a selected Pay Separator. Clicking this button automatically starts the Pay Calculation Process resulting in the calculation of tax (to be displayed without having to leave the window).

This performs an online calculation of the timesheet details currently displayed on this window for the current employee. It will calculate the pay for that timesheet including Gross, Tax and Net. It effectively runs the same process as the Pay Calculation Enquiry.

The Hours/Unit column on the modal window will display the Leave Units value when the payment of the Hours Code is calculated using Leave Units instead of Hours.

This button displays a modal window of the Retrospective Entry via Single Screen when clicked. This button only appears if M001737 Activity ID (Retrospective Entry via Single Screen which allows the user to key data for prior periods) has been activated for the user.

Type or select an Hours Type Code to use for payment to the employee.

Type the number of hours that are to be paid to the employee.

This field is enabled when Prevar *PP_LEAVE_UNITS Position 1 is set to Y.

Note that the Accrual Unit Type on the Leave Entitlements screen must not be in Hours for the Leave Units to be valid.

For Leave entries, this is the date that this Leave Type begins.

For Leave entries, this is the date that this Leave Type ends. This will display the From Date as the default but can be overridden.

Indicate if the employee is to be paid regardless of them being entitled to it.

Code	Description
Y	Force the Payment to be made
N	Force Non-Payment
Blank	Do not force the payment

 

This is an overriding Account number.

The account number entered is used to cost the entered units.

This is the department where these hours are allocated.

A Labour Costing number is entered if this value is to be allocated to one. Labour Costing 1 is used in conjunction with Multiple Roles.

A User Costing number is entered if this value is to be allocated to one.

Rate for these hours can be entered only if they are different from the Salary window. This new rate will only apply to this line.

If a value is entered, the Salary Code field must be left blank.

Enter an overriding salary code.

If this field is used, the Rate field must be blank.

Entry of a Calculation Method will override any Calculation Methods that have been entered on the Hours Type record or on the employee Tax window.

Was a Doctor's Certificate issued? This indicates which balance to reduce in the employee's sick leave entitlements.

Code	Description
N	Do not reduce the balance of employee sick leave entitlements. Without Certificate
Y	Reduce the balance of employee sick leave entitlements. With Certificate

• This only applies to Sick Leave and Worker's Compensation.
• If the entry is for Worker's Compensation, enter the Incident # in the Comment field.

 

Indicate if this a continuation of this type of leave from the previous Payrun.

Code	Description
N	The leave is not a continuation.
Y	This leave is a continuation from the previous payrun and is recorded in the history file.

 

Any comments or references can be entered and is recorded on the Leave History window.

Safety Module

• The Comment field is used to record the Incident Number.
• This will only apply if the Hours Type Code has a Classification of W.
• If an Incident Number is not entered, an error will be displayed.
• When the transaction is processed through a Payrun, the Hours Payment is automatically linked to the incident.
• This can be viewed through the Workers Compensation Payments window in the Safety module.
• If the Incident Number is not known at the time of entry, the transaction will still be processed. The payment can be linked to the incident after the Payrun via the Link Payments to Incidents window in the Safety module.

 

The reason for taking leave, only if the Hours Code entered is for Other Leave Type or a User Defined Leave Accrual Method. This is recorded in the Leave History window.

• A Leave Reason must be entered for Hours Codes with a Classification of O.

 

As hours transactions relevant to Training are inputted, the Course ID and Session ID must be entered. When the transaction is processed through a Payrun, Preceda automatically links the hours payment to the Training Course/Session. This can then be viewed through the Training History window .

• The Hours Type selected must have a Classification of Q.
• If the Course/Session ID is not known, the transaction will still be processed. The payment can be linked to the incident after the Payrun via the Link Session with Participants window.

 

When saved, the costing date will be validated and report any errors.

• Only valid entries will be processed through the Payrun. Any invalid entries will be discarded.
• If the Position 23 of Program Control PAY29 is set to Y, the Costing Date will be used for the change in SG calculation for U18 (under 18) employees. For the first week, hours must be entered into the field and the Costing Date can be any date within the first 7 days of the period. For the second week, hours must be entered into the field and the Costing Date can be any date within the next 7 days of the period.
• If the Costing Date was not entered on one or both of the entries, the system will calculated SG using the standard method: total the hours and then divide by two to get an average weekly value and then determine if the SG is to be calculated.
• For time-sheeted transactions:
  • If the Costing Date is entered in Entry via Single Screen, this will become the Costing Date.
  • If the Costing Date is not entered in Entry via Single Screen, the Costing Date will be the last day of the pay period.
  • If the employee is terminated and the Costing Date is after the termination period, the system will use the costing effective as the termination date, or if the employee is terminated, it will use the termination date.

 

This is only used for Forward Dated Leave.

Indicate if the leave transaction is to be suspended or not.

Code	Description
N	(Default) Pay the leave in the current Payrun.
Y	Suspend Payment until the date specified in the Suspend Pay Date field.

 

Specify a date that is after the period end date defined in the Payrun Header window. The leave will be paid when the Header Period End Date is equal to or greater than the Suspend Date.

• The field is left blank to apply a default date subject to the Suspend Leave Until option set in Program Control option PAY34.
• To enter a Costing Date, double click on the row to reveal a drill-down window.

 

Any Allowances/Deductions that have been set up on an employee's record as standard are NOT displayed.

• If there is an existing record set up, any details entered for the same Allowance/Deduction code will override those details entered into the employee records.

 

These are Allowance/Deduction codes that are set to be included in this Payrun for this employee.

This is the number of units to be paid to the employee for the selected Allowance/Deduction code; a value of at least 1 must be entered.

• A unit value used to multiply the value in the Rate field can be specified. If a rate is not specified, the rate indicated on the Salary window or the value specified in the Allow/Deduct window is used.

 

This displays the value of the Allowance/Deduction. This rate will be multiplied by the Allowance/Deduction Units and included in the employee's payrun.

• The maximum value for this field is '99999.9999'. A tooltip message ("The maximum value for this field is 99999.9999") will be displayed if you try to enter a rate that is more than the maximum value.
• If overriding an existing Allowance/Deduction for an employee that is percentage-based, a percentage must not be entered. Rather, an actual value must be entered.
• By typing more than one zero in this field, the operation of an existing Allowance/Deduction for this particular payrun will be suppressed.
• The Overrides window should be used to suppress the payment of all the employee's allowances/deductions.

 

This is used if hours are to be allocated to a General Ledger account number.

This is used if hours are to allocated to a department.

This is the Costing Date to be used.

Enter the Recipient for the selected Allowance/Deduction Code, if applicable.