Payroll Entry

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Payroll Entry [prent] allows you to modify the Payroll data that was loaded into your database through the Load/Interface C&C Payroll Invoice [printr] screen.  Each Payroll transaction is equivalent to a single Payroll invoice which may include many employees, displaying a number of accounts such as Labor, Fringe, FICA, etc.  In Payroll Entry [prent], you can change almost any distribution coding (e.g., account, series, location, set, etc.) on the Payroll Interface file.  You can also add a line to split amounts for each employee as well as delete a line.  However, you can not change the invoice total or the total amount for each employee.  The Payroll Entry [prent] screen is not used to enter new Payroll transactions; only loaded Payroll invoices.  Please contact your Cast & Crew Payroll Coordinator to issue a new or revised Payroll invoice if needed.

 

If no changes need to be made on the Payroll Interface file, the Payroll Entry [prent] screen can be skipped and you can proceed to post the invoice in the Post P/R Transactions [prpost] screen.

 

 

Open:

 

To access the Payroll Entry [prent] screen, click on Tab #6 or press 'ALT' and the number '6' Key simultaneously to open the screen.

 

Payroll Entry [prent] can also be accessed in 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.

 

 

 

Reference Information:

 

Reference Number - System-assigned number that is also referred to as transaction number.  This automated number is generated after loading the Payroll Interface file in the Load/Interface C&C Payroll Invoice [printr] screen.  To bring up the Payroll transaction, type in the Reference Number previously assigned and press Enter, the F7 Key or select the 'Find' icon located on the toolbar; the transaction appears in which you can proceed with the necessary modifications.  If you forgot to write down the Reference Number assigned, you can also bring up the Payroll transaction by pressing the F2 Key or right clicking in the Invoice Number field to choose from the list.

 

Effective Date - Date of the transaction that is recorded on the Bible Report [bdbr] and appears as an Actual Cost on the Estimated Final Cost Report [efcrpt]; should default with the date the Payroll Interface file was loaded into PSL3. You can always change the Effective Date by typing over the defaulted date or by right clicking in that field for the calendar selection to appear.  Please note you can not input a date that is in a previously closed period.

 

 

 

         

Note

NOTE:

 

Please email a request to support@castandcrew.com if you need a transaction's Effective Date changed and include the Reference Number(s).  Please be advised depending on your specific studio's guidelines, the Support Department may need to obtain approval from your Studio Finance Executive before proceeding.

 

 

 

Description - Week-ending date from the Payroll invoice which can hold up to 30 alpha/numeric characters.  If this invoice was loaded through the Load/Interface C&C Payroll Invoice [printr] screen, this Reference Description is normally not changed.

 

Status - Overall status of the transaction.  This field is marked with a 'U' for an Unposted entry until you post it in the Post P/R Transactions [prpost] screen.  As long as the transaction is marked with an unposted status, you are able to modify it.  Once posted, it is marked with a 'P' for Posted.  PSL3 updates the status automatically.

 

 

Note

NOTE:

 

Please email a request to support@castandcrew.com if you need a transaction unposted and include the Reference Number(s). Please be advised depending on your specific studio's guidelines, the Support Department may need to obtain approval from your Studio Finance Executive before proceeding.

 

 

Batch Information:

Codes that are attached to the transaction.  These fields are pulled from the Load/Interface C&C Payroll Invoice [printr] screen.  To change the defaulted codes, you can press the F2 Key or right click in any of these fields (Batch, Production, Company, Bank and Currency) and make your selection.

 

Invoice Information:

Invoice Number - Cast & Crew assigned invoice number generated from the Payroll Edit file.  If you forgot to write down the Reference Number assigned, you can also bring up the Payroll transaction by pressing the F2 Key or right clicking in this field to choose from the list.

 

Payroll Information:

Total Debits - Total amount of the debit entries calculated in the distribution lines that defaults from the Payroll Edit file.  Please note you are not able to access this field.
Total Credits - Total amount of the credit entries calculated in the distribution lines that defaults from the Payroll Edit file.  Please note you are not able to access this field.

Entering a positive amount in the distribution lines Amount field increases the Total Debits field.  Entering a negative amount (input a minus sign before the number) in the distributions line Amount field increases the Total Credits field.  Debits and credits must equal before you can save the transaction.

 

Distribution Lines:

 

The distribution lines automatically default from the Payroll Edit file.  To make any necessary coding changes, press the F2 Key or right click in most of these fields (Account, Series, Location, Set, Insurance, Free Field(s), Description, Employee Number and Amount) and make your selection.  You can also simply type in the changes in the allotted fields.

 

Account Number - Chart of Accounts number that will be debited or credited on this distribution line.  If the Payroll Interface file contains an account number that does not exist in PSL3, then the Suspense Account will automatically default if setup; otherwise, the Account Number field is left blank. Press the F2 Key or right click to change the account number.  If the account number doesn't exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar.  This zooms into the Chart of Accounts Entry [glca] screen in which you can add the account number immediately.  Once saved, press the F1 Key, then 'F' option or select the 'Fetch' icon to fetch the account back to the Payroll Entry [prent] screen.

 

 

WARNING:

 

Please be advised although you can save a Payroll transaction with a Suspense Account Number in Payroll Entry [prent], PSL3 does not allow you to post it in the Post P/R Transactions [prpost] screen.

 

 

Note

NOTE:

 

The Series, Location, Set, Insurance and Free Field Codes are brought over from Payroll Interface file.  If the Payroll Interface file contains codes that do not exist in PSL3, the codes input in the Load/Interface C&C Payroll Invoice [printr] screen default instead. To make any necessary coding changes, press the F2 Key or right click in these fields and make your selection.

 

 

 

Description - Explanation for this distribution line which can hold up to 30 alpha/numeric characters.

 

Employee Number - Number of the employee who will receive payment.  This number is usually for your records only.

 

Amount - Dollar or other currency amount for this distribution line.  Type over the debit or credit to change the amount. If you are entering a negative amount, input the minus sign before the number. After making changes, total debits must equal total credits.  In addition, the invoice total and the total amount for each employee must stay the same. Please note if you press the F2 Key or right click in the Amount field, a calculator displays for your convenience.

 

 

 

 

Helpful Hints:

 

Make sure to input all white colored fields as white fields are required before saving in PSL3.
To save this entry, select either 'Save' icon located on the toolbar.        

 

You can also press the F1 Key, then 'U' option to Update which saves and remains on screen or press the F1 Key, then 'A' option to Accept which saves and clears the screen (most common).

 

 

 

To add another distribution line, press Enter or Tab where the last line was entered.

 

To insert a distribution line in between already existing lines, place your cursor where you want to add and press the F4 Key or select the 'Add' icon .  A new line is added beneath.

 

To delete a distribution line, place your cursor in the line you want to delete and press the F10 Key or select the 'Delete' icon .  A red strike-through line appears which is deleted upon saving.
To search for an existing entry, press the F7 Key or select the 'Find' icon when the screen is clear.  All records appear in which you can scroll through using the 'Arrow' icons (First, Prior, Next and Last) or by pressing the 'Page Up' or 'Page Down' Keys until you find the entry needed.