Pay slips - A4 Cold Seal

This window is used to create the files for the printing of cold seal pay advices on a laser printer.

Rules and Guidelines

  • To use this option to print cold seal pay advices, Crystal Reports must be installed on the PC.
  • Position 19 of Program Control option P316 determines the method in which the pay slip is produced.
  • When you process this job, two data files are created and can be accessed via Console (both of these need to be downloaded to c:Preceda/CrystalDataFiles), retaining their existing name formats. If environments are in use, you may have to rename the files each time. Then open the Crystal template for Pay slips and click F5 to refresh the data.

Report Parameters

This refers to the company that pay slips will be produced for. If this field is left 'blank', all companies will be included.

This refers to the date the money will be available to employees in their bank accounts. This date will print on the Pay Advices as a reference for the employee.

Select Run Process to submit the PPRE316 job.

This method of creating cold seal Pay slips for printing uses a manual download of the datafiles to the C: Drive on the PC before using Crystal Reports to produce the Pay slips.

Rules and Guidelines

  • To use this method of retrieving the Pay slips for printing, Position 19 of Program Control P316 must be 'blank'.
  • Program Control Option P316 is also used to control the printing of User Defined Leave Balances on Pay slips.
  • If using Payrun Environments and cold seal Pay slips, special instructions apply to the downloading of these files.
  • Based on the switches set on Program Control Options for A440, this will control the printing of certain information on A4 cold seal Pay slips.

 

To download the latest version of the layout for Pay slips, click on the button displayed on the window. The Pay slip Layout.rpt should be copied to the folder c:\Preceda\Crystal.

When the job is completed, access the Datafiles option on the Console.

Preceda will created two files containing the Pay slip data:

  • PRE316W1 will contain the header details of the Pay slips.
  • PRE316W2 will contain the detailed records of the Pay slips.

 

In both cases, the description will include the Payment Date entered into the Payrun header.

These files must be saved to your PC to enable Crystal Reports to create the Pay slips. Double click on each file to save it to your PC.

A new directory may have to be created for the first time. After that, replace the existing files or rename the files.

The files will be saved in c:\Preceda\Export Data as a comma separated value .csv files. They are now ready to be accessed by Crystal Reports.

  • Open the report Pay slip Layout.rpt. This should be on your PC in c:\Preceda.
  • Select the printer that the Pay slips are to be printed using File > Printer Setup from the Toolbar.

 

Using Crystal Report to Print

In Crystal Reports:

  • Select the Refresh icon to import the content of the datafiles into the report.
  • The Enter Parameter Values window appears.
  • This window is used to alter the Return Address details. This should be the address of your organisation. Click on the parameter field to be altered and enter the details into the Discrete Value field, then select OK. The first Pay slip will be displayed.
  • Use Crystal Reports to alter the Company Logo and return address to suit.
  • Select the Printer icon.

 

Saving Pay slip Files in Payrun Environments

If using cold seal Pay slips and Payrun Environments, the pay slips files will be created, except that each Pay slip file will be prefixed with the name of the Payrun Environment (e.g. a1PRE316W1).

Each file should be re-named to remove the prefix so that Preceda can read the file to produce the Pay slips.

Preceda recommends that the file is renamed, printed and deleted for each Payrun Environment in turn to avoid confusion.