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P45 Leavers - Document Design Manager

Datafile Software

P45 Leavers - Document Design Manager


The P45 Leavers document is designed as per the other documents and offers similar parameters options to the bank giro credit – general details/parameters and employee items to be printed. There is, however, a second screen of general parameters.

The P45 document supplied by the HMRC for LaserJet and DeskJet printers is a document printed over three pages. The second and third pages are identical to the first page except that at a certain point no more values are printed. If printing to this type of document then the second page of the general parameters can be configured for this.

Print Categories

As discussed earlier you select a data item to print by right-clicking with the mouse and choosing to insert a new data item. The available categories are:

General Parameters – allows print of the pay date and the employee number

Employee Details (1) – allows you to select to print any item from the employee file. You can print the same item more than once if required.

Employee Details (2) – allows you to select to print any item from the employee-2 file. This file contains, amongst other items, the SMP, SAP, SPP, Tax Credit and Student Loan deductions.

Employee Details (3) – allows you to select to print any item from the employee-3 file. This file contains the attachment of earnings details.

Parameter Screens

In addition to the print categories there are various parameter screens, ten in all, which can be used to configure the printed output and the processing of the document.

General Document Parameters

Number of Copies

Defaulting to 1, set the number of copies of the payslip document you require. (Maximum of 3)

Lines Down

Column Width

Key in the number of lines down for the document length (max 132), and the number of characters of the document width (max 255).

Size of Values

Set the number of significant figures to print values at – set to 5 allows values of 99999.99, 7 allows values of 9999999.99.

Date Line / Column

DD/MM/YYYY Format

Usually printed from the document mask, via the category General Details, this option allows you to set the print position of the payroll date. You can also set whether the date is to be printed with a 2 (default) digit year or a four digit year.

Employee No Line / Column

Usually printed from the document mask, via the category General Details, this option allows you to set the print position of the employee (record) number.

General Parameters (2nd Page)

Print 2nd Sheet

Set to print a second copy for this document.

Omit Printing on 2nd Sheet after Line

Set the line number to stop printing at. As discussed above the second page of the LaserJet stationery supplied by the HMRC is identical to the first except that it stops repeating details ‘halfway’ down and the remainder is blank.

Print 3rdSheet

Set to print a third copy for this document.

Omit Printing on 3rdSheet after Line

Set the line number to stop printing on the third copy

Print 4thSheet / Omit Printing on 4th Sheet after Line

No longer required for standard P45 layout supplied by HMRC.

Employee Items to be Printed

Here you can select for print up to 70 items from the main employee file (over 5 screens). Although usually configured for print from the mask via the category ‘Employee Details (1)’ there are a couple of extra parameter items for each print item you may want to set here.

Zero

If set then the system omits the print when the value if 0, else the 0 is printed.

Pence

If set then no decimal places of the value are printed (although no rounding takes place)

Extra Employee Items

Although the employee databases allow 320 data items each they are numbered 1-160 and 321 to 480 this is because there are a number of special items, termed 161+ items, which can be configured for print. These duplicate items that are already in the employee files or are values (such as the employer name and address) that are held in the payroll system profiles. Although primarily for use on end-of-year documents such as the P14/P60 you can use these items as required in any of the payroll documents.

For the full list of extra items view the details in the database structures section at the end of this manual.

Employee File 2 Items to be Printed

Here you can select for print up to 30 items from the second employee file (over 2 screens). Again these items would usually be configured for print from the mask via the category ‘Employee Details (2)’. The extra parameters to omit the value if zero and to omit the decimal values are also applicable.

The employee 2 print items would primarily be used to print any tax credit payments, student loan deductions, statutory payments (other than sick pay) and stakeholder pension contributions.

Employee File 3 Items to be Printed

Here you can select for print up to 30 items from the third employee file (over 2 screens). Again these items would usually be configured for print from the mask via the category ‘Employee Details (3)’. The extra parameters to omit the value if zero and to omit the decimal values are also applicable.

The employee 3 print items would be used to print attachment of earnings orders.

  • Release ID: Standard

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