Unique Employee Record - Add Next Employee

By default, Datafile Payroll uses the record number as the employee number and when adding new employees, you can enter ‘N’ to automatically assign the next employee reference.

When using the alternate ‘Unique Employee Reference’ option you had to manually enter the reference. Now, when using a numeric index format, the system will offer the next reference for you automatically.

Installation

Unique Employee Code Setup

The Unique Employee Code will, if not already in use need to be created. Checklist for setup is that:

1)Data Item on Employee file – typically X10 – must be configured as the first secondary index.

2) Item is referenced in the Data File Profiles – Employee Mandatory 1/4

3)Code Format for Employee is set in Installation / Code Formats (for auto-increment options this needs to be a numeric format – i.e. 99999)

If you have pre-existing employees then all employees will need to be updated for a unique reference – including any leavers. There are also special considerations for the HMRC where RTI requires that any change in employee reference is notified to them. For this notification you will need to update the OLD-EMP-NO data item on the EM2 record for the employee with the existing record no based reference.

System Profiles

To enable the auto-increment facility a new parameter has been added to the Payroll System Profiles. To update select Installation from the main menu followed by Application Manager and then System Profiles. Choose the Payroll application and then select Payroll Profile (Type / Period / Options) – screen 1 includes the new parameter.

Allow auto-increment last Emp-No – if set then system will offer the next employee number when creating a new employee.

Controls & Audit Manager

Within the Edit System Status parameters for Payroll a new option is available to set/confirm the last employee reference added.