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  • CHKUPD - Check Update

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The CHKUPD program updates job, pay account, and deduction amount data and creates a payroll posting file to be used by a USAS program to actually perform the posting.

When running the program, you will be prompted for the following information:

  • A print options page prompt if set to Y (yes) will cause a listing to print at the beginning of the text file showing which options were selected for the run.
  • A summary report option (with trearurer's signature block) and a detail report option are available. You must supply a text file name for these to print. Leaving the fields blank will cause the report to not print.
  • Enter the filename for the Budget Summary rpt spreadsheet export file. Leave blank to suppress Budget Summary report spreadsheet printing.
  • The Type field offers the following output options.
    • WKS Lotus 1-2-3(Version 1.0)
    • CSV Comma Separated Values
    • TAB Tab Delimited Values
    • PRN Comma and " delimited
  • Enter the file name for the Budget Detail rpt spreadsheet export file. Leave blank to suppress Budget Detail report spreadsheet printing.
  • Sort option (Employee ID and name) are available for the report as well as an optional report heading.
  • Enter a valid check number for the distribution check. The default is the next USAS check available.
  • Enter a valid vendor number for the distribution check. The default is the last vendor used with this program.

In addition to the text files requested, a file is also created that will be used by the person responsible for posting the payroll to USAS. This process takes place using a USAS program called AUTOPOST.

accessing the program

The program may be executed in the menu system:

Code Block
Menu>CHKUPD

 

The program may be executed by typing (if you execute the program this way the SAVEPAY and KIOSK pay slips will NOT be generated):

Code Block
$ RUN OECN$PAY:CHKUPD

at the $ prompt or in the menu system type:

Code Block
Menu>CHKUPD

 


sample screen

 

Code Block
 ----------------------------------------------------------------------------
|                           CHKUPD - Update for payroll                      |
|                                                                            |
|                                                                            |
|Budget Report Options:                                                      |
| Print options page? (Y,N)                             _                    |
| Budget distribution summary report file              __________            |
| Budget distribution detail report file               __________            |
| Summary report spreadsheet file ____________________________    Type ____  |
| Detail report spreadsheet file  ____________________________    Type ____  |
| Sort options (ID,N)                                   _                    |
| Optional report heading        __________________________________________  |
|                                                                            |
|                                                                            |
| - Selection Criteria -                                                     |
|USAS Check number                                     ______                |
|USAS Vendor number                                    ______                |
|                                                                            |
|                                                                            |
|                                                                            |
|                                                                            |
|                                                                            |
|                                                                1 of  1     |
|  XX  Execute         XX  Reset                                             |
|  XX  Help            XX  Save/Recall                                       |
|  XX  Exit                                                                  |
|  XX  Cancel                                                                |
 ----------------------------------------------------------------------------

The [Reset] key resets the fields to the default values you started the program with. Use this key to start field input over again.

The [Save/Recall] key allows you to save all the screen answers that you entered during the current session. Several pop-up windows appear throughout this process. Choose the Save Current Answer option. Then select Save Answers Using a New Name and enter a name or description for your answer set. You then need to select either OK or Cancel. Each time you use the Save/Recall command, a list of the answer sets previously saved will appear. You have the option to bring-up, delete, or rename any of these.

Once all data is verified, press the [Execute] key.

...

Budget Report - Summary

Code Block
-- Options Summary --

    Print options pages? (Y,N)  Y
    Budget distribution summary report file:  BUDDIS.TXT
    Budget distribution detail report file:  BUDDET.TXT
    Sort options (ID,N): ID

Date: 03/03/94           SAMPLE CITY SCHOOL DISTRICT                Page:    1
Time:  1:06 pm       PAYROLL ACCOUNT DISTRIBUTION SUMMARY           (BUDDIS)
                         02/18/1994 THRU 03/04/1994

                                                      FISCAL YTD                   PROJECTED
DESCRIPTION FUND FUNC OBJ SCC  SUBJ   OPU IL JOB UNENCUMBERED BALANCE GROSS EXPD  UNENCUMB BAL
----------- ---- ---- --- ---- ------ --- -- --- -------------------- ---------- ---------------
 BUDACCTS: 001 1110 111 0000 000000 000 00 000    999,999,999.00       1,107.69   999,998,891.31
           001 1130 111 0000 000000 002 00 000      9,999,999.00       3,961.55     9,996,037.45
APPR ACCTS:001 1100 100 0000 000000 000 00 000 GENERAL REG ELEMENTARY REGULAR SAL-CERT
                                                  110,499,998.00       5,069.24   110,494,928.76
                                        .
                                        .
                                        .

                                                TOTAL ALL FUNDS:       5,934.63



****************************************
*Use the following information to type *
*a warrrant check for this pay period. *
****************************************
Check number   :   6523
Check pay date : 03/03/1994
Vendor #       : 000001
Vendor name    : SAMPLE CITY SCHOOL DIST
Vendor name2   :
Vendor address : 111 TEST DR.
City           : SAMPLE
State          : OH
Zip code       : 44444
Total amount   :       5,934.63




                T r e a s u r e r ' s    C e r t i f i c a t e

It is hereby certified that the amount ($   ) required to meet the contract, agreement, obligation,
payment or expenditure for the above, has been lawfully appropriated or authorized or directed for
such purpose and is in the treasury or in process or collection to the credit of the _______________
fund free from any obligation or certification now outstanding.

______________________________  DATE__________    ______________________________  DATE __________
PURCHASING AGENT                                  TREASURER, BOARD OF EDUCATION
            ***************************************************************
            *                                                             *
            *  THIS ORDER IS VOID UNLESS TREASURER CERTIFICATE IS SIGNED  *
            *                                                             *
            ***************************************************************

Budget Report - Detail

Code Block
-- Options Summary --

    Print options pages? (Y,N)  Y
    Budget distribution summary report file:  BUDDIS.TXT
    Budget distribution detail report file:  BUDDET.TXT
    Sort options (ID,N): ID

Date: 03/03/94                  SAMPLE CITY SCHOOL DISTRICT                            Page: 1
Time:  1:06 pm               PAYROLL ACCOUNT DISTRIBUTION DETAIL                      (BUDDET)
                                 02/18/1994 THRU 03/04/1994

 DESCRIPTION   FUND FUNC OBJ SCC  SUBJ   OPU IL JOB  ID          JOB  EMPLOYEE NAME  GROSS EXPEND
 ------------- ---- ---- --- ---- ------ --- -- ---  ----------- ---  -------------- ------------
 BUDGET ACCTS:  001 1110 111 0000 000000 000 00 000  888888888    01  STORM, WINTER B.  1,107.70

 BUDGET ACCTS:  001 1130 111 0000 000000 002 00 000  333333335    01  BASKET, MAY B.    1,153.80
                                                     333333337    01  TRACY, DICK S.     692.40
                                                     333333339    01  JUNGLE, LARRY A. 1,153.80
                                                     333333342    01  MACHINE, ADDING M. 961.50
    APPR ACCT:  001 1100 100 0000 000000 000 00 000  REG ELEMENTARY REGULAR SAL-CERT 5,069.24


 

miscellaneous notes

CHKUPD Informational Message

The following describes informational messages that may appear during the CHKUPD run. A CHKUPDERR.TXT will be created.

  • One pay remains for Job. xx, new contract data may need to be purged.

Indicates that the next payroll will be the last one for the contract. If a new contract is to begin part way through the last pay period of the current JOBSCN contract, the new contract may need to be purged prior to starting the next payroll. This allows the days that are worked towards the new contract to be properly credited. Another option is to adjust the period begin/end dates that will be used in INICAL for the next payroll. 

  • No USPBEN record. Unable to update current service hrs. ###

The ### means the number of hours that should have been updated in the current service hours field on USPSCN/USPBEN. The USPSCN/USPBEN record will need to be added by the user and the number of current service hours will also need to be added. It is suggested to update the Accum/Serv field at this time also, so that MASCHG/MASSICK can be run.