Employee Record Print - Document Design Manager

Datafile Software

Employee Record Print - Document Design Manager

This document is designed in the same manner as the other documents earlier and offers the same parameter options as the End of Year Report – General Details/Parameters and Employee Print Items. This document is also part of the ‘special reports’ section (available for Diamondand Premier users via the Application Manager) and as such offers a couple of extra parameters before the document is displayed.

Which Data File

Select which file to base the document on 1-Employee File(s), 2-Department File. In fact this document should be set as 1 if it is to be continued for use as the employee record print.

Heading

Enter the report title.

Year End Report

Set if this report is to be run only at year-end. At run-time the system will warn accordingly if flagged as a year-end report and the system isn’t at the year-end (although authority level 0 users can override this with the <F7> key. A year-end report is also set by default to include leavers.

After this point the definition file pathname is confirmed and the remainder of the design matches that above.

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.

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.

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.