Static Control F/M (PRF980)

This program allows the user of the FACTS system to create and maintain the company payroll static control record. The static control record is critical to the proper functioning of the PR system. The record contains information which the PR system references in performing various functions.

CAUTION! It is strongly advised that a password be used on this program. Changes should be made only with extreme caution and under the supervision of your affiliate.

For more information how to use maintenances, refer to the following topics:

How to use file maintenance programs

Use the following fields to create the company payroll static control record:

1. Bank

Enter the bank code of the standard PR bank. The entry must be a valid bank code. Enter (CR) initially defaults to the first bank on file.

2. Use Period GL Distribution

Enter Y or N to indicate if the Period GL Distribution is used. Enter (CR) initially defaults to Y indicating the period GL distribution file is active and the Period GL Distribution Report is available.

3. Use Period Check Register

Enter Y or N to indicate if the Period Check Register is used. Enter (CR) initially defaults to Y indicating the period check file is active and the Period Check Register is available.

4. Use Earnings Distribution

Enter Y or N to indicate if the earnings % distribution feature is used. Enter (CR) initially defaults to Y indicating the earnings percent distribution file is active and the Earnings % Distribution F/M program is available. If the system uses earnings distribution by %, and employees have earnings % distribution records, then it takes precedence over their earnings GL posting table during posting.

Example: An employee is assigned to the following earnings GL posting table:

The employee earns the following:

Regular   $1000.00

Vacation    1000.00

Commission   500.00

    $2500.00

If the Use Earnings Distribution flag is set to N, the system uses the GL table to distribute the earnings as follows:

      Debit

570-00 Salaries-Regular   1000.00

572-00 Salaries-Vacation  1000.00

575-00 Salaries-Commission   500.00

If the Use Earnings Distribution flag is set to Y, the system uses the earnings % distribution from the Earnings % Distribution F/M program. If the earnings % distribution is set up as follows:

The system distributes the earnings as follows:

      Debit

581-00 Salaries-Branch 1  1250.00

582-00 Salaries-Branch 2  1250.00

5. Use Job Cost

Enter Y or N to indicate whether Job Cost is to be used and tied into Payroll. Enter (CR) initially defaults to Y.

6. Default Job Cost Bill Rate

Enter whether to use the job cost bill rate from the E-employee pay cycle file or C-cost code in employee file as the default for entering job cost information in the Earnings Entry program.

7. Zero Max Hours at Year End

Enter N or Y to indicate whether to zero out the maximum hours at year end. If Y is entered, all maximum hours entered by users through the Employee Maximum Hours F/M are set to zero by the End-of-Period Update at the end of the year.

8. # Of History Periods Stored

Enter the number of periods (months) of employee period history to store (0-24). The system automatically stores month-to-date, quarter-to-date and year-to-date history which is rolled to zero at the end of each month, quarter and year respectively. This flag refers to a separate file storing earnings, taxes and deductions for each employee by period. The system may store up to 24 periods of history which is available for printing on the Employee Period History Report and inquiry in the Employee Inquiry.

9. GL Distribution

The payroll system may post to General Ledger automatically. The Check Register may print a general ledger distribution and make a journal posting to GL during the update. Enter 0, 1, S or D to indicate how PR is tied in with general ledger. Enter (CR) initially defaults to 0.

0 - no GL distribution is printed or posted.

1 - the GL distribution is printed (printing is in detail format) but not posted to GL.

S - the GL distribution is printed (printing is in summary format) and posted to GL in summary format. When posting in summary, only one line per GL account number will be written to the journal entry created for that register.

D - the GL distribution is printed (printing is in detail format) and posted to GL in detail (posting includes each item contributing to the amount for each account number).

10. GL Posting Journal

Enter the journal number to post to when posting from the Payroll Check Register. The entry must be a valid journal number. F2 allows a search.

11. Post Unemployment

Enter N or Y to indicate whether to post the unemployment insurance (or tax) to general ledger. Enter (CR) initially defaults to N. If Y is entered, the system posts the unemployment debit and credit amounts to general ledger based on the tax districts. The Check Register GL distribution prints the unemployment GL information before posting occurs.

NOTE: If you are posting unemployment to GL, the system does not automatically post taxes payable to the accounts payable system. Therefore, the unemployment debit may be set up as the AP expense account (example, payroll tax expense) and the unemployment credit may be set up as the liability which becomes a zero-balance account when the taxes are entered in AP.

Example:

    Debit  Credit

PR posting:

Payroll Tax Expense  100.00

Payroll Tax Liability    100.00

AP posting:

Payroll Tax Liability  100.00

Accounts Payable    100.00

12. Post Worker’s Comp

Enter N or Y to indicate whether to post worker’s compensation to general ledger. Enter (CR) initially defaults to N. If Y is entered, the system posts the worker’s compensation accrual and expense amounts to general ledger based on the employees’ worker’s compensation code. The Check Register GL distribution prints the worker’s compensation GL information before posting occurs.

13. QTD Roll Period

Enter the four payroll periods in which quarter-to-date history figures are to be rolled to zero when the periods are closed. Payroll always runs on the calendar year, therefore, enter the fiscal periods for March, June, September and December. For example, if the company’s fiscal year runs on the calendar year, enter 03060912. If the company’s fiscal year starts in March, enter 01040710; i.e., the first fiscal period ends in March which is when the first quarter is closed.

14. YTD Roll Period

The payroll period in which year-to-date history figures are to be rolled into prior year. The system automatically determines this field based on the QTD roll periods.

15. Sec. Code to View Employee Info from Bank Rec

Enter a character from a-z, A-Z or 0-9 to define the security code that authorizes users to have access to view employee information in the SM Bank Reconciliation system.

To authorize a user to view employee information in the Bank Reconciliation system, make sure this code appears in the Security Code field of that user’s record in User Code F/M.

16. Federal Wage Adjustment for Nonresident Aliens

The amount to adjust the annualize earnings for nonresident aliens prior to calculating federal taxes. This value should be set to 2100.00 for 2011.