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.

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.

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:

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

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

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

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

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.

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.

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

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

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.

Article ID: 2052
Created On: Wed, Mar 27, 2013 at 10:41 AM
Last Updated On: Fri, Jun 16, 2023 at 4:44 PM

Online URL: https://kb.datafile.co.uk/article/employee-record-print-document-design-manager-2052.html