Load/Interface C&C Payroll Invoice

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When the Payroll Edit file is finalized, Payroll checks are cut and the Payroll Interface file is created and sent to the PSL3 server that houses the database.  The Accountant is notified by email that the Payroll Interface file is ready to load into PSL3.  Upon interfacing, should your Payroll Edit List encounter any errors (e.g., illegal/invalid account, series, location, set, etc.), this usually means that the Payroll System has codes that differ and/or do not exist in PSL3.  To correct this, add the necessary codes in PSL3 then review the Edit List again or load the file with the errors and make the corrections in the Payroll Entry [prent] screen.  You can also contact your Payroll Coordinator to make any revisions before interfacing into PSL3.

 

 

Open:

 

To access the Load/Interface C&C Payroll Invoice [printr] screen, click the 'P/R' module from the menu tree (see following screen shot).

 

You can also access this screen by typing the screen or acronym name in the blue prompt bar located above the 'Setup' menu.  Then, press Enter.

 

 

 

The screen then appears.

 

 

Invoice Information:

Invoice - Select the Payroll invoice you wish to load by pressing the F2 Key or by right clicking in this field to choose from the list.  All unimported invoices that have not been interfaced display on the pick list.  You can also simply type in the invoice number and press Enter.  Please note invoice numbers are loaded one at a time.

 

Interface File Information:

File - This field automatically populates once you input an invoice number.  The invoice number displays at the end of the file name and looks something like this: /usr/pa/inv/yourdatabasename/123456.  Please note you are not able to access this field.

 

Load Data:

Load only the employee information, without the payroll data - Check mark this box only if you want to load new employee records.  Otherwise, to load both new employee records and the Payroll invoice data into PSL3, leave this box unchecked which is the default.

 

Default Distribution Codes:

Press the F2 Key or right click in any of these fields (Batch, Production, Company, Bank, Currency, Series, Location, Set, Insurance and Free Field(s)) to choose the necessary codes if they don't already default.  Inputting the default codes here does not change the existing codes already on the Payroll Interface file; it simply takes the place of any errors (e.g., illegal/invalid account, series, location, set, etc.) that have been encountered upon loading. Please note whichever Batch Number you input here is carried through to Payroll Entry [prent] in addition to A/P Entry [apte] if your database is setup for the Automatic A/P option.  You can also create a new Batch Number with up to six alpha/numeric characters (e.g., PAYROLL) to keep track of all Payroll transactions.

 

*Make sure to input all white colored fields as white fields are required before proceeding in PSL3.

 

 

Report Type:

 

Defaults to 'Edit List' to review the selected invoice file and check for any errors (e.g., illegal/invalid account, series, location, set, etc.) prior to loading.  If you have encountered any errors, they are listed on the Edit List and this usually means that the Payroll System has codes that differ and/or do not exist in PSL3.  To correct this, add the necessary codes in PSL3 then review the Edit List again or load the file with the errors and make the corrections in the Payroll Entry [prent] screen.  You can also contact your Payroll Coordinator to make any revisions before interfacing into PSL3.  To move forward with loading, select 'Loading Register' followed by either the Print or Preview option.

 

 

Print/Preview the Report: Located in the top right hand corner of the screen, you can choose the following options to generate the report:

 

Print - Opens the Print Dialogue box and sends the report directly to the printer.

 

Preview - Generates a PDF format report and appears instantly on your screen.  You are still able to print from the PDF format.

 

Once you select 'Loading Register' followed by either the Print or Preview option, PSL3 displays the following message prompt:

 

 

 

 

If you select 'No', PSL3 asks "Would you like to reprint the register?".  If you still select 'No', the loading process is not done.  If you select 'Yes', you will receive a secondary prompt confirming the selected Payroll invoice is now loaded in which PSL3 will provide you the Payroll Entry [prent] Reference Number for this invoice.  Upon selecting 'Yes', you may also receive the following warning message if your Payroll Interface file contained errors:

 

 

 

 

If you select 'No', you will receive a prompt notifying you the loading process is not done.  If you select 'Yes', you will then receive the prompt confirming the selected Payroll invoice is now loaded in which PSL3 will provide you the Payroll Entry [prent] Reference Number for this invoice.  With this new Reference Number, you can still make any needed changes in Payroll Entry [prent] before posting as it is created with an unposted status.