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PRINT PAYMENT ADVICES

Use this screen to print and reprint direct deposit payment advices based on the information in the Employee Payroll table (Payroll Edit table). All employees that have an Active status for direct deposit, have their Mail Direct Deposit Advice check box selected on the Manage Employee Bank Information screen, and do not have a check number and check date in the Employee Payroll table (Payroll Edit table) for the selected pay cycle have payment advices printed.

You can print up to nine pay types and 18 deductions on a single deposit advice.

You can print payment advices only after you enter timesheets, compute payroll, print and review the Payroll Edit Report, make any necessary corrections in the Employee Payroll table (Payroll Edit table), and create the ACH file. If you have employees working in a state or states that require the pay rate be included on the payment advice, you must select the Include Pay Rate on Paychecks and Advices check box on the Manage State Taxes screen for those states. If an employee's FLSA status is Non-exempt and the Include Pay Rate on Paychecks and Advices check box is selected for the employee's SUTA state, the employee's pay rate is included on the payment advice.

You must have compatible forms before attempting to print checks and/or deposit advices. It is important that you order forms in time to receive and test them before printing "live" checks and/or deposit advices.

You can use existing check stock to print payment advices, whether or not multi-state applies to the employee. Detailed State Withholding information prints on every payment advice, regardless of the number of withholding states an employee has and regardless of the status of the Enable Multi-State Tax Withholding check box assigned to the employee’s Pay Cycle on the Manage Pay Periods screen.

You will not be able to access this screen if there are records in the old EMPL_BANK_HDR, EMPL_BANK_LN, and EMPL_BANK_PEND_LN tables. To address this, run the Restore Employee Bank Information toolkit.

Location

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Use this group box to select the range options for the pay cycle, employees, locator codes, and home organizations for the payment advices.

Pay Cycle

Use these fields to specify the pay cycle for the payment advices you want to print. You can print payment advices only for one pay cycle at a time.

Options

This field always displays One.

Start

Enter, or click to select, the pay cycle for which you want to print.

Employee

Use this group box to select the range of employees to include when printing or reprinting payment advices.

Options

This drop-down list provides the following employee range selections:

If you select All, the Start and End fields are disabled; if you select One, the End field is disabled; if you select From Beginning, the Start field is disabled; and if you select To End, the End field is disabled.

Start

If your range selection is One, Range, or To End, enter, or click to select, the employee ID with which you want to start.

End

If your range selection is Range or From Beginning, enter, or click to select, the employee ID with which you wish to end the range.

Locator Code

Use this group box to select the range of locator codes to include when printing or reprinting payment advices.

Options

This drop-down list provides the following range of locator code selections:

If you select All, the Start and End fields are disabled; if you select One, the End field is disabled; if you select From Beginning, the Start field is disabled; and if you select To End, the End field is disabled.

Start

If your range selection is One, Range, or To End, enter, or click to select, the locator codes to start the range.

End

If your range selection is Range or From Beginning, enter, or click to select, the locator codes to end the range.

Home Organization

Use the fields in this group box to select the range of employee home organizations to include when printing or reprinting payment advices.

Options

This drop-down list provides the following range of home organization selections:

If you select All, the Start and End fields are disabled; if you select One, the End field is disabled; if you select From Beginning, the Start field is disabled; and if you select To End, the End field is disabled.

Start

If your range selection is One, Range, or To End, enter, or click to select, the home organization to start the range.

End

If your range selection is Range or From Beginning, enter, or click to select, the home organization to end the range.

Advice Information

Advice Date

Enter, or click to select, the date to be printed on the payment advices, which is also used to update the check date field in the Employee Payroll table (Payroll Edit table). Enter the date that you want to print on the payment advices, or accept the date that defaults into this field. This is a required field.

Starting Advice Number

Enter the number to print on the first payment advice. This number is the number of the first real payment advice that you prints; it is usually pre-printed on the advice form. The advice number is recorded in the Employee Payroll table (Payroll Edit table); after the Payroll Journal is posted, the advice number is recorded in the Employee Earnings and the Bank Reconciliation tables.

The last advice number referenced on the Configure Direct Deposits screen increments by one and defaults into this field according to the pay cycle. This is a required field.

Sort By

1st Sort

Use the drop-down list to select how you want the payment advices sorted. The payment advices print in alphabetical order. Options are:

Employee Name is the default.

2nd Sort

Use the drop-down list to select the secondary sort for your payment advices. This drop-down list is not available unless you select Locator Code in the 1st Sort drop-down list. The payment advices print in alphabetical order. Options are:

Employee Name is the default.

Options

Use this group box to specify the print options for the advice.

Print Type

Use this group box to designate the print process you want to perform. If you select the Print Payment Advices or Reprint Payment Advices options, validation is performed and a warning message is triggered if there are duplicate check numbers in the Maintain Payroll Edit or Maintain Employee Earnings tables for the same account number and pay cycle.

Print Test Pattern 

Select this option to print a test pattern on a blank payment advice. This is useful to ensure proper alignment of the payment advices. You can print test patterns as many times as necessary to get the payment advices aligned properly. The first few times you print payment advices, you may need to experiment to determine the proper insertion/starting point for the first real payment advice.

Print Payment Advices 

Select this option to print employee payment advices. Be sure to enter the correct real payment advice starting number in this screen before printing. After you reprint, the bank account allocation for each employee is stored and can be viewed in the Direct Deposit Info subtask of the Manage Payroll Records screen.

Reprint Payment Advices 

Select this option to reprint employee payment advices if, for instance, you have a range of payment advices within a run that was erroneously printed and you want to reprint it. You can reprint one payment advice or a range of advices. The presence of a paycheck (advice) number in the Employee Payroll table (Payroll Edit table) does not affect the selection. You can reprint payment advices as needed. It is not necessary to void the payment advices before reprinting. After you reprint, the bank account allocation for each employee is stored and can be viewed in the Direct Deposit Info subtask of the Manage Payroll Records screen.

After posting payroll to the General Ledger, you can use the Void/Replace Posted Paychecks screen to reissue payment advices. When you use this application, the program generates a V record to maintain the disbursement code of the original check. An editable W record is generated with a check disbursement code replacement type. W records without a check number and check date in the Employee Payroll table (Payroll Edit table) are included in the printing of payment advices for employees that have an Active status for direct deposit.

It is easiest to print payment advices to an attached printer.

Deferred leave does not print on deposit advices.

If the Print only last 4 digits of Bank Account Number check box is selected for the employee's pay cycle on the Posting/Advice Information tab of the Configure Direct Deposits screen, only the last four digits of the employee’s bank account numbers print on payment advices. Any numbers preceding the last four digits of the account number print as an X. 

When a payment advice is created for an employee, Costpoint inserts the bank information into the Employee Payroll Direct Deposit (EMPL_PR_DD) table.

A payment advice can be based on up to three different Payroll Edit records. If an employee has R, X, and Y type records in the Payroll Edit table, for example, those three records are allocated and paid as one advice.

Advice Type

Select the advice type.

Pre-printed Advices

Select this option to print on pre-printed stock. This option is the default.

Blank Stock

Select this option to print laser advices on blank stock with the company logo on the blank check stock. If you select this option, the company name and address that prints on the advices reflects the taxable entity ID that is assigned in the Taxable Entity (Address) field on the Posting/Advice Information tab of the Configure Direct Deposits screen.

Z-Fold

Select this option to print Z-fold payment advices. If you select this option, the company name and address that prints on the advices reflects the taxable entity ID that is assigned in the Taxable Entity (Address) field on the Posting/Advice Information tab of the Configure Direct Deposits screen.

Suppress

Social Security Numbers

Select this check box to prevent employees' social security numbers from being printed on their payment advices.

Hours for Salaried Employee

Select this check box to suppress hours (not show the hours worked) for salaried employees when you print payment advices. This can be useful when salaried employees work uncompensated time and you do not want to show the total hours the employees worked on their payment advices.

Print Options

Use this group box to print payment advices for employees with zero net pay or suppress hours for salaried employees on the payment advices.

Override Name Format

Select this check box to print employees' names on advices in the format of "first name<space>middle initial<space>last name".  If you do not select this check box, advices are printed with the employee name as it appears for the record in the Displayed Name field on the Manage Employee Information screen. 

Print Advices with Zero Net Pay

Select this check box to print zero-net-pay payment advices. If you have zero-net-pay payment advices and do not print them, you must provide an advice date and number for them in order to post payroll.

Include Home Organization

Select this check box to print organization identifiers on the payment advices. This can be useful when hand sorting and delivering payment advices internally to employees. The organization identifiers print under the last address line on the payment advices.

Include Company Logo

Select this check box to print the company logo on the payment advice. In order to print a company logo on an advice, you must have a graphic (a bitmap file) named "logo.bmp" in the Company Logo File Location specified on the Posting/Advice Information tab of the Configure Direct Deposits screen. The bitmap file cannot exceed 150 KB. When you click Print, the application reads the bitmap file and prints the graphic on the advice.

Do not select this check box if either the Blank Stock option or the Z-Fold option is selected on this screen. The logo is automatically included if either of those options are selected.

ACH Filename

Enter the name that was used for the creation of the ACH file for which you have selected to print the advices.

ACH File Location

Enter the path that was used for the creation of the ACH file for which you have selected to print the advices.