How to do a Quick Reprint of all checks (PYUTQR)mws.mcallenisd.net/sungarddocs/bootcamp/Check Maintenance.docx · Web viewTo guide you in the steps ... Use this procedure if a paycheck

Check Maintenance

Overview Check Maintenance is used to keep integrated the Payroll history, Finance Ledger(s) and Check Database(s). By using check maintenance, manual journal entries and payroll history corrections are not necessary. Check Maintenance tools are used after the Distribute and Pay (PYPADP) is complete but a problem is identified requiring payroll to correct the paycheck and/or reprint.

PurposeTo guide you in the steps necessary to run Check Maintenance scenarios.

Objectives1. How to do quick reprint of checks2. How to reverse checks3. How to reprint a check4. How to process payroll emergency checks/advances

Key Features Check Maintenance to automatically reverses payroll history, do journal entries on the ledger(s) and fix the

check database Payroll Utilities to run quick reprints of 1, a range, or all paychecks.

Definitions

Check Note Status

DP – Distributed and Paid – the Employee Paid/Unpaid History entry hold information which has been paid and distributed to the General Ledger.

WR – Waiting Reversal – the Employee Paid/Unpaid History entry hold information which has been distributed to the General Ledger and has been placed on a system-generated check; however, the check was not handed out to the given employee and is ready to be reversed. This means that all entries which resulted from the writing of the Employee Paid/Unpaid History entry need to be reversed in the General Ledger.

When the distribution of check maintenance occurs, all ‘WR’ Employee Paid/Unpaid History entries and Arrears Tracking entries are changed to ‘DR’. Entries of ‘DO’ are created for Payroll History records to offset the reversals. In addition, the Check database and the General Ledger are updated to reflect the reversal of the history entry(s).

DR – Distributed Reversal – The Employee Paid/Unpaid History entry has been reversed in the Check database and the General Ledger.

DO – Distributed Offset – The mirror image of a ‘DR’ entry with all the amount fields reversed (negative values) to offset the ‘DR’ entry in the payroll system.

How to do a Quick Reprint of all checks (PYUTQR)

Objective: The utility can be used to reprint spool files associated with Payroll check runs. In running the new PYUTQR mask the user will be prompted for Job Number, Document Type and Printer.

Check Maintenance Page 1Revised: 11/17/2011_kim

Prerequisite: Run the Distribute and Pay (PYPADP) and defer the payroll job by setting the Priority low

1. Load ELF on printer– if applicable

2. Run the Quick Reprint Utility (PYUTQR)

A job number to use? enter the 8 digit IFAS Job number located in the corresponding payroll history (PYUPPH) record(s).

Which type of document would you like to request? you can specify two types of documents, namely “Checks” (CHK) and “Efts” (EFT). Select the type of document that you want to reprint.

Printer - specify the printer that you want to perform the reprint on.

How to Turn off Shadow spool files To prevent shadow spool files from being created use the common SHDW / NOSPL. Code Category: SHDWCode Value: NOSPL### Associated Codes: The mask to prohibiting shadow spool file creation. With the release of 7.9 software, the following masks will automatically create shadow spool files for Check and Eft documents, PYTPDP and PYPADP. To turn off this feature put the mask in the Associated Codes value of IFAS masks you wish to not have this feature.


How to Reprint Range of Checks (PYUTRP)

Warning: Only use the PYUTRP utility when a payroll check run has been completed, but checks were damaged or destroyed (and checks are in-hand). If the entire payroll is impacted, it may be necessary to undo a Payroll (PYUTUN)

Objective: The PYUTRP utility causes all selected checks to be either reversed or voided. Checks can be reprinted using the exact same check numbers or a new range of check numbers.

1. Delete from check reconciliation database (BKUPCD) – When reprinting with the “OR” original check numbers, the entries in the Check database must be purged before this process is run. It is recommended that you use the purge utility (CKUTPU) to do this. When reprinting with “NE” new check numbers, no purge is necessary unless the range of new check numbers overlaps the range of old check numbers. If there is an overlap, all checks in that overlap must be purged from CK.

2. Run Reprint Range of Checks Utility (PYUTRP)

NE -Use new numbers

This option will allow you to reprint checks using new check numbers. You will be prompted for both the old check range and the new check range.

OR -Use original numbers

This option will allow you to reprint checks using the original check numbers. You will be prompted for only the original range of check numbers.

For all new document numbers to print, there must NOT be an existing entry in the CKDB or BKDB database. Therefore, whether using the original numbers or new numbers, those conflicting numbers need to be deleted from CKDB or BKDB prior to running this utility. The process will stop and issue a warning if there is a conflict. The following system prompts will be displayed:

Enter the period as YYccIII (YY=Year, cc=Pay Cycle, III=Number):Enter the pay period number in YYccIII format where YY = Year, cc = Pay Cycle and III = Period Number. This pay period was previously defined on the PAY PERIOD DEFINITION form.

Enter the starting check number to be reprinted:

Enter the first check number of the range that failed to print correctly before.

Enter the ending check number to be reprinted:

Enter the last check number of the range that failed to print correctly before.

Enter the general check message:

Enter up to 76 characters indicating the check message to be printed on the entire range of new checks.

If you are reprinting using new check numbers, you will also be asked the following questions:


Enter the FIRST Check Number in the box

Enter the first new check number. This check number will replace the old check number on the first check.

Enter the LAST Check Number in the box

If you are using check stock, enter the last check number in the box. Otherwise, enter a number large enough to encompass the entire range of checks to be reprinted.

Enter the FIRST Check Number in the NEXT box

If you are using check stock, enter the first check number in the next box of checks. Otherwise, enter a number larger than the number that you entered for the last question.

How should the CKDB entries be marked? (RV, VM):

There are 2 valid responses to this question, "RV" and "VM". For the range of numbers specified, the Check Type on the Check Database records will be set accordingly. "RV" indicates a reversed status and "VM" indicates a void status.

NE – Use New NumbersOR – Use Original Numbers


How to Reverse (“Void”) a Check

Objective: Use this procedure if a paycheck must be voided and the original transactions reversed in payroll accumulators and the General Ledger.

1. Run Prelist report for original period. (Keep for comparison)

2. Run Accumulator report for employee. (Keep for comparison)

3. Update Payroll History (PYUPPH) record to WR - Change DP to WR (waiting reversal) and save the record by pressing [Enter. ]

a. Update permissions are controlled in common code PYFG/PY353CSP

4. Update Arrears Transactions to WR (PYUPAT) - if applicable

5. Run Check Maintenance Prelist (PYRECM) – confirm the reversal will completely reverse the original paycheck.


6. Run Distribute Check Maintenance (PYPACM) using today’s date and send to ARCHIVE.

7. Run Accounts Payable Interface (PYUTAP) to generate the negative entries which can then be pulled into AP to offset the original liability payments.

See Appendix for Check Maintenance Output Examples


How to Create an Emergency Check (“Advance”)

Objective: Use this procedure if there was a gross error on the employee’s paycheck and s/he cannot wait until the next regular payroll run. Using this procedure will not process contract salary or retro only timecard payments/adjustments.

1. Create a Manual Check Worksheet and determine the amount of emergency check. For example:

Gross Amount Due to Employee-20% taxes-8% retirement

= Emergency check amount

2. Setup a Supplemental Pay Period to process this check. However, see below for some important setup rules for this type of emergency check:

Period Code = TCONLY - this will only include timecards and will exclude all other contributions, deductions or salaries.

Period Type = LEAVE BLANK (or this will break contracts)

Begin/End dates = Must encompass the employee’s pay assignment dates

Dates and Check Stocko Check Date = actual date the employee will receive the check. o EFT date = same as check dateo Check ID = payroll checkido EFT ID = EFT checkid


Frequency Match Code: RG (if using frequency matching on pay assignments)

3. Flag the employee(s) for the supplemental to be used for selection criteria.

We recommend using a field on Employee Master (HREMEN)

For example: Employee Information/ Select Code 2 = Period to be paid on. By using this naming convention, the code does not have to be cleared when done since it is unique to each supplemental period.

If more than one employee is to be included in this emergency check run, then flag them all using the same code.

4. Create and enter into timecard batch PYADJ+period (e.g. PYADJ1001091)

Date: last day of pay period# of hours: FULL AMOUNT OF EMERGENCY CHECKNo: 3995 PAYADJ

Post to the employee’s Default Paystring.

Note: If the emergency check is due to an EFT rejection, contact your Finance Department to get instructions on how to post the OBJECT.


5. Distribute the batch PYTCDTDS


6. Run Force Calc (PYPAFC) and select employee(s) to be included in the Supplemental Run. - Do NOT run Patch By Payline (PYTCDTPT) - Do NOT run retirement extracts (e.g. Washington PYRERRWA02)


7. Run Prelist and verify. Remember, this is just an emergency check and will not include taxes, deductions or benefits. Those

amounts should be reduced from the PAYADJ (and corrected on the next regular period)

8. Run Distribute and Pay (PYPADP) process when ready.

Fix the pay assignment for the next month

9. Create a CDH Assignment (HRPYCA) for 2979 to recover the pay adjustment during the next regular pay period.

Contact your Finance Department to be sure the CDH and/or posting strategies are in place to correctly post this deduction.

Skip this step for EFT REJECTIONS. No correction is needed in payroll. Careful to only setup for 1 period (use dates!)


APPENDIX

CHECK MAINTENANCE OUTPUT EXAMPLE

PYPPACM prelist


EXAMPLE OF POSTING REPORTS

Contribution Register

Deduction Register


Check Register

Distribution Report



Documents

How to do a Quick Reprint of all checks (PYUTQR)mws.mcallenisd.net/sungarddocs/bootcamp/Check Maintenance.docx · Web viewTo guide you in the steps ... Use this procedure if a paycheck