Payroll Check Report

Datafile Software

Payroll Check Report

The pre-payroll check report is effectively a dummy payroll run so that you can see all the details are correct before you commit yourself. If you find any errors, then you can go back to the input routines.You can run the pre-payroll check report as many times as you like.

When you select this option, the program first checks the links between the employee and department files in case you have moved any employees between departments. This checking operation ensures the integrity of all of your employees and that they are all linked to a valid department heading.

Typically you would process all employees. However, you can process individual employees one at a time if you wish. For example, if you have an employee who is leaving prior to the usual pay date, you may want to check their payroll separately.If so, then reply ‘No’ to the above prompt. Later you will be asked for the specific employee numbers to run.

If you want to process all employees (or all other employees, if you have already run one or two on their own) then reply ‘Yes’.

Verify report date

The date shown, for weekly/2-weekly or 4-weekly payroll, is the period up to which the employees are being paid. It is important that the default date reflects this. For monthly payroll the date is the default pay date within the month.Accept this or overtype with another date – but note that the ‘payment as at’ date remains as per the original default.

Process / Print Sequence

You have the option to print reports either in employee number sequence, or sorted into employee number order within each department. Reply 1 for the first option, or 2 for the second. Diamond and Premier users have the option to nominate a data item on the employee file to use as a report sequence – if configured this is offered as a third option.

Report Employee Birthdays

Set to flag up employees who have birthdays within the current/next pay period.

Printing Procedure

Once you have set the check report parameters you select which print device to output the report to.

Depending on system configuration the report can be output in a number of different methods. To ‘print’ you select the desired output device and then click the OK button. Available options are:

Screen – selecting this option displays the report on the screen. If you are happy with the output selecting <F7-Option> on the report allows you to print the report or save it for subsequent print/enquiry.

Print Device – selecting this option allows you to print the report to any printer configured on your pc. The printer is selected from the NAME drop down list.

Disk Spooler – selecting this option saves the report for subsequent enquiry / print.

Microsoft Word – if Microsoft Word is installed then the report can be output as a document to Word.

Microsoft Excel – if Microsoft Excel is installed then this option allows the creation of an Excel spreadsheet based on the report.

Fax-File Server – this option is enabled if you have fax software such as Tobit David or Zetafax that uses a ‘file scan’ folder to pickup faxes. If you use fax software such as WinFax then the fax output can be selected from the ‘print device’ list.

E-Mail– selecting this option creates an email message (Tobit David, Outlook and Outlook Express only) with the report as a PDF file attachment.

PDF File – selecting this option displays the check report as a PDF file.

The report columns are usually configured to show the employee number, gross pay, additions to gross, deductions from gross, taxable pay, NI deducted (employer and employee), tax deducted, additions to net, deductions from net and net pay. Diamond and Premier users can of course amend the items printed on this report.
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Article ID: 1969
Created: March 26, 2013
Last Updated: March 27, 2013
Author: Terry Moore

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