Concurrent Payrun Processing

For In House clients, the first step in using the Concurrent Payrun Processing is to establish a Partial Backup.

• Full Backups do not allow Concurrent Payrun Processing to work correctly so the option for Partial before and after running backups must be selected for Concurrent Payrun Processing.
• Partial Backups perform a backup of the database for the user's current Payrun Environment. Partial backups save information relating to employees in the user's Pay Environment.
• Partial Backups save only those records that are altered by a Payrun process.
• This allows other environment users access to the system while a Payrun backup is in progress eliminating backup blackouts.
• Sites with multiple Payruns can use this feature to continue entering and changing data for employees not in the Payrun Environment while another site can be processing a Payrun, eliminating processing downtime.
• The restore facility also caters for the Partial Backup feature. A message on the Restore window indicates if the Before/After Payrun backup is Partial and displays the Payrun ID of the Active Payrun Environment.
• As these backups are partial, you must ensure that the Standard System full library backup procedures are in place.
• The Backup Parameters window is used to establish partial backups.

To use the Concurrent Payrun Process option, the Payrun Register is created for each Payrun Environment . Depending on processing cycles, a separate Payrun Register record can be setup for each Payrun Group and Pay Frequency combination. This would only be necessary if separate Payruns are processed for these combinations.

If using the Concurrent Payrun Process option, each Preceda user must have a Payrun Environment set.

There are two methods of defining a Payrun Environment for a user:

• The user can sign on and define their own environment using the Change Payrun Environment window; or
• An administrator can define Payrun Environments for all users using the Maintain Users Payrun Environments window.

Time Entry

• Time Entry includes all Time Entry options and the Time Entry Print option. These functions can be done any time except when the set Payrun Environment is processing a Payrun.
• Any data entered for any employee who is not included in the Payrun Group and Pay Frequency combination associated with this environment is suspended.
• The Change Payrun Environment is used when accessing a different Payrun Environment.
• Time Entry transactions are suspended due to similar reasons as when a Normal Payrun processing is a:

• Forward Dated Leave transaction; or

• Transaction for employees with Pay Frequency that does not match the Pay Frequency on the Payrun Header.

• Suspended transactions remain in the Payrun Environment files and they are processed during subsequent Payruns for that Payrun Environment.
• When submitting the Time Entry print process, the records printed would be those from your current active Payrun Environment only.
• If attempting to change an employee from one Payrun Group to another and if either of the payrun Groups being changed are involved in processing a payrun, you are prevented from performing the change.

Consolidated View of Payrun Environments Time Entry

• The Consolidate Payrun Environments window is used to view all Time Entries for all Payrun Environments. This consolidation does not happen automatically. After the completion of a Payrun, the consolidation of data must be initiated.
• Time Entry data for any Payrun Environment from within any Payrun Environment can be consolidated.

 

• All Payrun Environments can be processed at the same time by different users and incorporates the following steps:
  • Calculate Payrun
  • Update Payrun
  • Payrun Reports
  • Close Payrun
• When any of these options are selected, the current Payrun Environment of the user who submitted the job is used.
• The Payrun ID is displayed on the confirmation window before each of the Payrun Cycle processes is run.
• During the Payrun, any reports that are generated relate to the Payrun Environment the user is working on.
• If running concurrent payruns, the user can define separate parameters for each Payrun Environment for the printing of Security Pay Advices. This can be specified in Program Control option A440 Security Pay Advice.

Period to Date Reports

Period to Date reports show details for the current month for the user's current Payrun Environment only.

Period End Reports

Period End reports show details for the user's current Payrun Environment only. All details for the month are reported. None of these reports reset the period to date figures.

For each of the following options, you must first define the environment to select.

Consolidation Payrun Environments

This option allows for the selection of multiple Payrun Environments for either reporting or the resetting of period to date figures.

If Reset Period to Date figures for multiple environments is selected, it is recommended that all reports are printed and retained for record keeping purposes.

 

Printing Consolidated Reports

Separate reporting is available to run consolidated report such as:

• Costing Acc/Dept MEC
• Costing Dept/Acc MEC
• Allow/Deduct MEC
• Reconciliation MEC
• Non-Contributor Superannuation MEC

The reports include details for all Payrun Environments defined in the Select Payrun Environment window.

 

Resetting Period to Date Figures

This step resets all Period To Date figures for the Payrun Environments that have been nominated in the Select Payrun Environment window.

This cannot be processed while any of the nominated Payrun Environments has a Payrun active. All Payruns must be completed up to and including Close Payrun before the month end reset can be performed.

 

Each Payrun can be processed independently or multiple environments can be consolidated for posting to the General Ledger system.

Select each Pay Environment to be included in the Close Open period file.

The restore function restores all payroll files for the user's pay environment and is designed to assist in restoring Preceda file libraries by choosing the backup to be restored.

Files are saved into the following libraries if set in the Backup Parameters as (*SAVF). Preceda automatically creates these:

One of the following can be selected:

• Before Payrun - (PAYBEF) restores the before Payrun backup
• After Payrun - (PAYAFT) restores the after Payrun backup
• Misc Functions - (PAYSAV) restores the specified backup
• Non Payrun - (PAYNON) restores non-payrun function backup

To ensure the restore is not performed out of sequence, the current paid up to date is checked against the saved paid up to date. If they are different, an error message is printed and no restore occurs for that employee.

• If an employee is no longer in the same Payrun group as they were saved, and error message prints and no restore occurs for that employee.

All Payrun Environments can be processing Year End at the same time by different users.

Processing Year End incorporates the following steps:

• Close Payrun
• Year End Reconciliation
• Print Payment Summaries
• Close Year End

When any of the options are selected, the current Payrun Environments of the Preceda users who submitted the job is used.

The Payrun ID is displayed on the confirmation window before each of the Year End processes is run.

During the year end, any reports that are generated relate solely to the Payrun Environment that the user is working.

• A new Payrun can be started for the Payrun Group if Level 1 or Level 2 restrictions were not included.

This section details the more technical aspects of Backups and Pay Environments

Partial Backups

Backup Status Table

To keep track of the status of Payrun Backups for use with the Restore function available in Preceda, the following information is stored in the Backup Status table.

Field	Attributes	Comment
Payrun ID	Alpha, 2, Optional, Unique	The Payrun ID of the Payrun Environment active at the time of the PARTIAL backup
Backup Function	Alpha, 10, Required, Unique	The Backup function indicated the area that the backup was performed; This is either PAYBEF or PAYAFT
Database Name	Alpha, 10, Required, Unique	The name of the database being saved
Save-File Name	Alpha, 10, Required	The Save File Name is a 10 byte character field indicating the name of the save file which contains the backup. If the user has nominated in the Define Backup Parameters table that the PAYBEF backup is to be done on a save file, then this is the name of the save file. The name of the save file defaults to the name of the database being saved in the case of a FULL backup and is generated by the system in the case of a PARTIAL backup. The name is generated by combining the literal PRE a sequence number and the Payrun ID (where appropriate) PRE001A1.
Save Comment	Alpha 50, Required	The Save Comment field is a 50 byte character field which is used to indicate the status of the last PAYBEF or PAYAFT backup in that Payrun Environment. e.g. Last Saved 07/10/08 10:65 on TAP03 (PARTIAL) In the case of Partial Backups the Payrun ID is also incorporated in the comment.
Save Type	Binary, 4/0 Required	The Save Type indicates if the backup was FULL or PARTIAL. 1 = Full 2 = PARTIAL

 

In all cases, the text on the save file object indicates the name of the database that the save was performed.

Backup Type	Save File Name	Save File Text
FULL	PRECEDAF30	Full save of library PRECEDAF80 on 07/10/08 10:32
PARTIAL	PRE000A1	Partial backup of PRECEDAF80 on 07/10/08 10:32 (Payrun Env A1)

The save files of payrun backups are placed in libraries PAYBEF and PAYAFT in all cases.

 

Before Run Backups

The files to be saved are those affected by Time Entry. Only physical file records are saved.

File	Details to be Saved	Restore Action
XxPAY34T	All records	All records
XxPAY34	All records	All records
Field	Attributes	Comments
XxPAYTC*	All records	All Records

Where Xx = the active Payrun Environment or no prefix if no environment exists

 

After Run Backups

File	Details to be Saved	Restore Action
XxPAY34T	All records	All records/overwrite
XxPAY34	All records	All records/overwrite
XxPAYTC*	All records	All records/overwrite
XxGLPAY46	All records	All records/overwrite
PEPBAL	All records for employees in the Payrun	All records replace existing employee records
PEPHLV	All records for employees in the Payrun	All records replace existing employee records
PEPMAC	All records for employees in the Payrun	All records replace existing employee records
PALMAC	All records for employees in the Payrun	All records replace existing employee records
PEPACC	All records for employees in the Payrun	All records replace existing employee records
PEPACCH	All records for employees in the Payrun	All records replace existing employee records
PEPWAD	All records already in the file for employees paid this run with this week ending date.	Delete all records for employees paid this run with this week ending date. Add the saved records.
PEPWEH	All records already in the file for employees paid this run with this week ending date.	Delete all records for employees paid this run with this week ending date. Add the saved records.
PAYMST	All employee numbers flagged as paid this run	Set the Payrun status flag to indicate employee is to be paid, using the saved list.
PAY06Y	All records flagged as extracted for employees in the Payrun	Add all extracted records back into the file.
PAYALW	All records for employees in the Payrun	All records/overwrite
MONTHEND	All characters	All characters/overwrite
XxPAYCOS	All records	All records/overwrite
XxPAYCSP	All records	All records/overwrite
XxPAYOCS	All records	Restore File
XxPAYOCT	All records	Restore file
XxPAYORE	All records	Restore file
XxPAYOSP	All records	Restore file
XxPAYREC	All records	All records/overwrite
XxPAYSPR	All records	All records/overwrite
XxPAY42	All records	Restore file
XxPay42AD	All records	Restore file
XxPAY42AD	All records	Restore file
XxPAY46	All records	Restore file
XxPAY46AD	All records	Restore file
XxPAY46C	All records	Restore file
XxPAY46CO	All records	Restore file
GLCTL	All records (currently only one)	All records/overwrite
PVCTLWC	All records	All records/overwrite
XxTCMSGLOG	All records	All records/overwrite
XxTCWORK1	All records	All records/overwrite
XxPAYSPT	All records	Restore file
XxPAYFLG	Non	Set the Payrun flag to 07 and Payend flag to blank.
PAYREG	All records	Compare only; No restore

Where Xx = the active Payrun Environment or no prefix if no environment exists.

 

The following files are used in the Concurrent Payrun Environment processing. For each Payrun Environment defined the following file is created with a prefix as defined on the Payrun Register file.

Other files relevant to Concurrent Payruns processing include:

• PAYROBJ - Payrun Environment files
• PAYREG - Payrun Register definition
• PAYRENV - Payrun Environment User definition
• PAYESTS - Payrun Environment Status

For Year End, the following files are created: