Cheque Design - Document Design Manager

Datafile Software

Cheque Design - Document Design Manager

To design a cheque layout for the payroll select the option ‘Payroll Documents’ from the Document Design menu and then select Cheques. On selection of the cheque layout you will be prompted if the cheque layout also includes the payslip. Although there is no difference on the design side, at run-time the system also flags the payslip as having been printed when the cheque is printed.

Before displaying the cheque layout, the system then asks for the pathname for the payslip document – usually DATA\???-PCQ.DEF (where ??? is the current company id). Confirm as required and the cheque layout will be opened.

Cheque Categories

As discussed earlier you select a cheque 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

Cheque Parameters – allows print of the cheque values

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, eleven 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.

Cheque Parameters

Value/Word Line

Column 99,999 (etc.)

The cheque layout is intended to print the values in boxes for ten-thousand, thousands, hundreds etc.For example, if an employee had pay of £1450.00 the system would print ZERO in the ten-thousands box, ONE in the thousands box, FOUR in the hundreds box, FIVE in the tens box, and ZERO in the units box. These parameters ask for the line number to print these values on and the columns to print at.

Item for Amount

Usually referenced to C-NET-PAY, select the item from the employee record that is to be used as the cheque amount.

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

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.