Any report formats that you design will be stored in the report file. The system will allow you to have up to 99 different report formats in this file.
Following is a list of all information contained in each report record.
Report Number
The Report Number must be a number between 1 and 99. Each report record must contain this number. The Report Number will be used in accessing the records and in selecting the reports to be printed.
Report Title
The Report Title will appear at the top of each printed page of your report. This field can contain 78 characters.
Column Headings
The system allows you to have two lines of Column Headings. Each line can be 132 characters long. The information that is entered in these two fields will also be printed at the top of each page. Your Column Headings will simply be your description of the information that will be printed on the report. Each print position will be shown on the screen. It will be your responsibility to properly position the information in your column headings so it corresponds with the information you have selected to print on the report. If you do not have layout sheets or a print ruler, you may have to temporarily enter the column heading, run a test report, and then reposition your headings.
Item Number For Print Selection
This field will be used in conjunction with the print selection criteria. This field will be the number of the item in the master or department record on which you want to base your selection of the records to be printed. A list of the items that you can use for print selection and their associated item numbers are listed later in this section. Only item numbers that contain numeric information can be used as criteria for selecting the employees who are to appear on the reports.
Summarize Department Records
This field allows you to specify whether you want to summarize all departmental records for each employee or to print the selected information for every department for each employee. This field must contain either a 0 (do not summarize) or a 1 (summarize). For example, if you have an employee who has two departmental records and both records have pension withholdings, you can either select to have both records appear on the pension report or you can select to summarize the records into one entry for the employee.
Condense Horizontal Print
This option will allow you to print your report in the standard format (10 characters per inch), or to print the same report in condensed print (15 characters per inch). This field must contain either a 0 (standard format) or a 1 (condensed print format).
Print Selection Criteria
This field will be used in conjunction with the Item Number For Print Selection field. You can have a maximum of 100 items on each report as your selection criteria. The information that you enter in these fields will be compared to each master or departmental record in determining the employees who are to be printed on you report.
For example, if you want to print a report that selects employees with specific vacation pay codes, you would enter a 16 in the Item Number For Print Selection field, which corresponds to Vacation Pay Code. You would enter the specific vacation codes that you want to use in selecting the employees that are to be printed. For example, if you wanted only the employees with vacation pay codes of 1,16, or 32 to print, you could enter these three items as your selection criteria and only the employees with one of these three codes will be printed
The information that you use in selecting the employees for printing does not have to appear on your report. It is only used in the selection process.
Item number To Print
This is the field that indicates which information will be printed on your report. You can have a maximum of 20 columns on your report. Refer to the list of item numbers and their associated names shown later in this section.
Print Positions
The use of the Print Positions will allow you to indicate where each piece of information (column) will be printed on your report. As stated earlier, you can have up to 20 columns on your reports. Each of the 20 columns must have a corresponding starting print position. These will be the beginning position of each column of information. Care must be taken to make sure that the fields will not overlap. If, after you have designed and run your report, you find that the printer skips a line within an employees record, you have overlapped some fields and it will be necessary for you to skip some more space between the starting positions of your columns. The space required for each item to print is shown later in this section.
Total This Item
This option allows you to total different numeric columns on your report. This field must either contain a 0 (do not total) or a 1 (total this column). Alphabetic columns cannot be totaled. This field can also contain up to 20 items.
Item Number To Print, Print Position, and Total This Item fields are all directly related. That is, the forth number listed in the Print Position Field, and that item will or will not be totaled according to the fourth item in the Total This Item field. This will be apparent when displayed on the screen.
ItemItem Field
NumberNameLength
1Employee Number8
2*Employee Name30
3*Address30
4*City, State, Zip30
5*Social Security Number11
6Race1
7Sex1
8Martial Status2
9Federal Exemptions2
10State Exemptions2
11Employment Status2
12Pay Code2
13FICA Code2
14EIC Code2
15Sick Pay Code7
16Vacation Pay Code7
17Sick Hours Accrued9
18Vacation Hours Accrued9
19Standard Federal Withholding9
20Federal Tax Add-On9
21Standard State Withholding9
22State Tax Add-On9
23Date Hired8
24Last Payroll Date8
25Department Number3
26*General Ledger Number12
27Last Review Date8
28Next Review Date8
29Last Increase Date8
30Last Payroll Date8
31State Code2
32Workman’s Comp Code2
33Union Code2
34Amount of Last Increase10
35Salary9
36Regular Hourly Rate9
37Overtime Hourly Rate9
38Miscellaneous - 110
39Miscellaneous - 210
40Miscellaneous - 310
41Miscellaneous - 410
42Miscellaneous - 510
43Miscellaneous - 610
44Miscellaneous - 710
45Miscellaneous - 810
46Miscellaneous - 910
47Miscellaneous - 1010
48Workman’s Comp Wages - Month10
49Employers FICA Tax10
50Employers State Unemployment Tax10
51Employers Federal Unemployment Tax10
52Regular Hours - YTD10
53Overtime Hours - YTD10
54Sick Hours - YTD10
55Vacation Hours - YTD10
56Holiday Hours - YTD10
57Workman's Comp Wages - YTD10
58Regular Hours - Current8
59Overtime Hours - Current8
60Sick Hours - Current8
61Vacation Hours - Current8
62Holiday Hours - Current8
63Workman’s Comp wages - Current8
64Federal Withholding - YTD13
65FICA Withholding - YTD13
66State Withholding - YTD13
67Miscellaneous - 1 - YTD13
68Miscellaneous - 2 - YTD13
69Miscellaneous - 3 - YTD13
70Miscellaneous - 4 - YTD13
71Miscellaneous - 5 - YTD13
72Miscellaneous - 6 - YTD13
73Miscellaneous - 7 - YTD13
74Miscellaneous - 8 - YTD13
75Miscellaneous - 9 - YTD13
76Miscellaneous - 10 - YTD13
77EIC - YTD13
78Medicare Withholding - YTD13
79Regular Earnings - YTD13
80Overtime Earnings - YTD13
81Other Compensation - YTD13
82Meals - YTD13
83Tips - YTD13
84Total Wages - YTD13
85Federal Withholding - QTD13
86FICA Withholding - QTD13
87State Withholding - QTD13
88Miscellaneous - 1 - QTD13
89Miscellaneous - 2 - QTD13
90Miscellaneous - 3 - QTD13
91Miscellaneous - 4 - QTD13
92Miscellaneous - 5 - QTD13
93Miscellaneous - 6 - Month13
94Miscellaneous - 7 - Month13
95Miscellaneous - 8 - Month13
96Miscellaneous - 9 - Month13
97Miscellaneous - 10 - Month13
98EIC - QTD13
99Medicare Withholding - QTD13
100Total Wages - QTD13
101Total Wages - Month13
102Federal Withholding - Current Period13
103FICA Withholding - Current Period13
104State Withholding - Current Period13
105Miscellaneous - 1 - Current Period13
106Miscellaneous - 2 - Current Period13
107Miscellaneous - 3 - Current Period13
108Miscellaneous - 4 - Current Period13
109Miscellaneous - 5 - Current Period13
110Miscellaneous - 6 - Current Period13
111Miscellaneous - 7 - Current Period13
112Miscellaneous - 8 - Current Period13
113Miscellaneous - 9 - Current Period13
114Miscellaneous - 10 - Current Period13
115EIC - Current Period13
116Medicare Withholding - Current Period13
117Regular Earnings - Current Period13
118Overtime Earnings - Current Period13
119Other Compensation - Current Period13
120Meals - Current Period13
121Tips - Current Period13
122Total Wages - Current Period13
123Net Pay - Current Period13
124Telephone Number12
125Birth Date8
* Item numbers 2, 3, 4, 5, and 26 cannot be used as item numbers for print selection. These fields are not numeric fields.
Maintain Report File
The Maintain Report File option from the Report File Menu will allow you to make corrections to any existing user designed reports. You will receive the following screen displays.
[Historical illustration unavailable]
Enter the Report Number you wish to correct and the information will be displayed exactly as it was entered. (An entry of 0 (zero), F5, or blank will return you to the Payroll Menu.
[Historical illustration unavailable]
[Historical illustration unavailable]
[Historical illustration unavailable]
When the information is displayed on the screen, move the cursor to the field you wish to change and enter the correct information. Anything on the screen can be changed, including the Report Number. If the Report Number is entered as 0 (zero), that report will be completely deleted.