new payment processing procedures - d-bit .pdf · automatically be advised onto the employee's...

Table of Contents

Part I Review on Payment Processing 2

................................................................................................................................... 21 Information

................................................................................................................................... 22 Requirements

. .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... ... 2Bank Payment Action

. .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... ... 2Bank Payment Action Setup

... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... . 3Calc Tab

... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... . 3Rules Tab

... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... . 4Validation Tab

... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... . 4Report Tab

... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... . 5General Tab

... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... . 5Costing Tab

Part II Configuration 5

................................................................................................................................... 51 Cheque Settings

................................................................................................................................... 72 Bank Transfer Settings

................................................................................................................................... 83 Payslip Settings

................................................................................................................................... 94 Email Settings

................................................................................................................................... 105 SMS Settings

................................................................................................................................... 106 Test Settings

................................................................................................................................... 127 Configuration Settings

................................................................................................................................... 128 Advanced

Part III Processing Procedures 13

................................................................................................................................... 131 NPMUSR.DEF

................................................................................................................................... 132 Opening Payment Processing within D-BIT

................................................................................................................................... 143 Cheques

... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... ... .... ... .... ... .... ... .... ... ... .... ... .... . 15Void Cheques

................................................................................................................................... 164 EFT'S

................................................................................................................................... 175 Payslips

................................................................................................................................... 186 Email

................................................................................................................................... 187 SMS

Part IV Notes 18

Part V Enhancements 18

New Payment Processing ProceduresI


2Review on Payment Processing


1 Review on Payment Processing

1.1 Information

The new Payment Processing will replace the 'Old' Check list Processing. All payment proceduresare now available under one location and enables you to to print/execute the following:

· Cheques· EFT's· Payslips· Emailing of Payslips

· SMS of Payslips (New Feature)· 3rd Party Payments (New Feature)

Through 'Configuration' you are able to:

· Print payslips/cheques to different Paypoints/Distribution Codes etc and thesePaypoints/Distributions can be pointed to a separate printer for example:

JHB - can print to printer 'A' where the printer location is in the JHB OfficeCPT - can print to printer 'B' where the printer location is in the CPT Office

This means that the printing of payslips etc can now be done from anywhere.

· Bank Payment Facility - within the payroll you can set up a 'Bank Payment' action which willautomatically be advised onto the employee's payslip at the time of printing cheques/EFT'szeroing the 'Net Pay' of the payslip.

This facility allows you to have multiple cheques/EFT's for employee's for one pay period. Thetemporary entry created for each cheque/EFT will have the cheque/EFT number in the 'SequenceNo.'. This makes for easy reference when trying to audit the trail of cheques/EFT's.

1.2 Requirements

There are certain requirements namely program updates and action updates that need to be doneprior to setup of Payment Processing.

1.2.1 Bank Payment Action

This is 'MANDATORY' the system requires at least 1 Bank Payment action to be setup. Forcosting distribution you could set up an action for each type of payment method eg:

Cheque PaymentEFT Payment

1.2.2 Bank Payment Action Setup

Below is an example of a 'Bank Payment' action.

3 New Payment Processing Procedures


1.2.2.1 Calc Tab

Type of action - must be 'Bank payment'.Sequence - set as the highest sequence number eg: '9999'

1.2.2.2 Rules Tab

4Review on Payment Processing


1.2.2.3 Validation Tab

Action this code for : - tick on for 'Vacation pay' and for 'Termination pay'.Action 'active' while on : - tick on for 'Vacation pay' and for 'Termination pay'.

1.2.2.4 Report Tab



1.2.2.5 General Tab

1.2.2.6 Costing Tab

Distribution code - if you are using the costing facility within the D-BIT Payroll then you mustadvise a distribution code for this action.

2 Configuration

2.1 Cheque Settings

Select 'Configuration' Tab.

Select 'Cheque Settings'.

6Configuration


Select either 'Laser' or 'Dot Matrix' depending on which format of cheques you are using.

Rows/Cols - key in the number of rows and columns required for your cheques.Font - select the font to be used from the drop down list.Minimum value - enter the value for which cheques must be suppressed.Cheque register option - select the option from the drop down list.

No cheque register - no cheque register will be printed the system will give you a message'Configuration specifies that no cheque register is to be printed' at the time of executingcheque printingCheque Register without values - no values will be printed on the cheque register.Cheque Register with values - values will be printed on the cheque register.Cheque Register with and without values - 2 cheque registers will be printed one with valuesand one without values.

Currency symbol - enter the symbol of the currency that the cheque values represent.Cashbook - will write to Pastel onlyCheque date - select the date to be printed on the cheques from the drop down list.

Payroll P/E date - use the Payroll Period End Date.Current date - use the current date.End of Week - will print the last day of the week of the week ending in which the cheques areprinted.End of Month - prints the last day of the month in which the cheque is being printed.

You can then add/minus days from the selected date.

Record cheque issued on bank payment action? - if selected then at the time of executing thecheque printing the bank payment action advised in 'Action Maintnenance' and the 'Type of



action = Bank Payment' will automatically be advised onto the employee's payslip and zeroing the'Net Pay'.

Bank payment action - enter the bank payment action from the drop down list, listing of actionsfrom the payroll.

2.2 Bank Transfer Settings

Select 'Bank Transfer Settings'.

Suppress transfer if value below - enter the value for which bank transfers must be suppressed.

Append transfer sequence no to output file name? - this feature inserts the the 'Transfer seqenceNo' to the end of the 'Extension' of the output file 'TRANSAC.FIL' EG: 'TRANSAC.FIL..00000021'This file can then be saved into say a 'Bank File' directory and when the file needs to be upliftedto the bank then the 'Transfer Seqnece No' must be removed from the extension of the filename.

Record EFT payments on the bank payment action? - if selected then at the time of executingthe 'EFT's' the bank payment action advised in 'Action Maintnenance' and the 'Type of action =Bank Payment' will automatically be advised onto the employee's payslip and zeroing the 'NetPay'.

Bank payment action - enter the bank payment action from the drop down list, listing of actionsfrom the payroll.

8Configuration


2.3 Payslip Settings

Select 'Payslip Settings'.

Printer type - select either 'Laser' or 'Dot Matrix' this is dependant on the format of payslips used.NB: DOT MATRIX PAYSLIPS MAY ONLY BE SELECTED IF THEY HAVE SPECIFICALLYBEEN PROGRAMMED FOR YOUR COMPANY.

Print ONLY if:

Earnings or Deductions are present? - tick on if payslips must be printed if earnings ordeductions are present.Net pay is not zero? - tick on to print only the payslips where 'Net Pay' contains a value.Print if already printed? - if selected you are able to print payslips again.

Store image when printing? - 'MANDATORY' tick on for images to be stored when payslipprinting is executed.

Include payslip types: - use the down arrow key to select the option from the list.

All Payslip Types - store any type of payslip.Printed Only - store only printed payslips.SMS'd Only - store only SMS'd payslips



2.4 Email Settings

Select 'Email Settings'.

Source of eMail address - use the down arrow to select where the email address can be located.

Attachment format - VPE, PDF or PDF (pwd - password secure)Attachments - select either discreet or combined.

SMTP ServerHost Name/Address - enter the service provider address.Port Number - enter the port number.

SenderName: - enter the sender name.Address: - enter the address.Username: - enter the username.Password: - enter the password.Bind to: - This is the connectionto the IP addressEncoding - this is the encoding used by the emailPriority - select priority from drop list.Authentication Method - select from drop list.AUTH LOGIN ( ) LOGIN PLAIN ( )

10Configuration


2.5 SMS Settings

Select SMS Settings

Service Provider - enter service provider.WebServiceURL - enter the URL for the selected web service.Authentication - this is setup in 'Advanced' settings according to your service providerspecifications.Send message - this is setup in 'Advanced' settings according to your service providerspecifications.

Sms ONLY if:

Earnings or Deductions are present? - tick on.Net pay is not zero? - tick on.

2.6 Test Settings

This is where you can test that the settings for the email and for SMS are working.

Select Test Settings.



Enable Test Mode? - tick on when you wish to test.

Test Environment

eMail Recipient - advise the test recipients email address.SMS Phone Number - enter the test recipients phone number.

12Configuration


2.7 Configuration Settings

This is where you set the order in which you want printing to be sorted by.

Select Configuration Settings

NB:Level 1 and 4 cannot be changed as they are system standard settings.Level 2 - select from the drop down list.Level 3 - select from the drop down list.

Printer search

Local printer - these are printers located on the workstation where printing will take place.Network printers - these are the printers located on the network.Remote printers - these are printers on other sites eg: Durban Branch or JHB branch printers.

2.8 Advanced

All the settings setup in configuration write to the 'NPPAYSLIP.INI' file in the Data Directory

The advanced settings is where you define the following items that do not appear under the'Configuration' tab and if necessary may need the asstance of IT or a technical specialist:

Data Heirarchy:Order in which payslips etc are to be printed

Printer Definitions:Printer A, B C names etc and set paypoints/or Centre to print payslips to particular printers

SMS Parameters:API_IDUserPassword

SMS Message:Message employee's will receive when they receive the SMS.



Test Options:SMS (cell phone number)Test eMail address.

Click on the Advanced tab and the NPPayslip.INI will be opened.

3 Processing Procedures

3.1 NPMUSR.DEF

If there is no NPMUSR.DEF file in your NPADMIN\ENU folder then this file needs to be createdthere containing the following:

[#Payroll Checklist-SCH0000]Process1=Print Payslips,E,0,5,NPP00004Process2=Processing Queries,E,0,5,##EXEC(NPQUERY)Process3=Payroll Audit Schedule,E,0,3,##CRPE(NPRC0002)Process4=Email Payslips using SMTP,E,0,5,##EXEC(SMTP_Payslips)Process5=First National Bank Transfer,E,0,5,##EXEC(FNB Transfer)Process6=Standard Bank Transfer,E,0,5,##EXEC(STD Transfer);Process7=NedBank Transfer,E,0,5,##EXEC(NED Transfer);Process8=ABSA Bank transfer,E,0,5,##EXEC(ABSA Transfer);Process9=PereSoft Cashbook Transfer,E,0,5,##EXEC(PERESOFT Transfer)Process10=FIHRST Connect,E,0,5,##EXEC(FIHRST Connect)Process11=Costed Actions vs Lock Report,E,0,5,##EXEC(NpActionCost)Process12=Generate GL transactions,E,0,5,##EXEC(GenerateGL)Process13=Accept Payroll,E,0,5,NPP00005Process14=Payment Processing,E,0,5,##EXEC(NPPayslip)Process15=Sequential Printing,E,0,18,NPPROCSROpen the file in Notepad and copy the above information into it.

NB: If the file already exisits open in 'Notepad' check if this information/part there of already exists.If the information is there copy the last lie checking that the 'Process' rises in sequence.

NB2: Once you have either added or edited the existing NPMUSR.DEF file you must go completelyout of D_BIT Payroll and then log back in order to reset the menus.

3.2 Opening Payment Processing within D-BIT

Select Processing->Payroll Processing->Open the company->at the bottom of the process checklist should be Payment Processing.

Select 'Processing'.

14Processing Procedures


Select 'Payroll Processing'.Select 'Next'.Select Payroll.Select 'Next'.

Double click on 'Payment Processing'. The Payment Processing screen will now be displayed.

3.3 Cheques

When processing you must start from the left most tab starting with 'Cheques' and move right sosequence of process is as follows:ChequesEFT's



PayslipsEtc

Click on 'Cheques'.

Click on 'Get Data'.The system will list out in the sort option configured the employee's for whom cheques are to beprinted.

Enter the 'start' number of the first cheque and then click on 'Execute'.

Once the cheques have been printed they are moved into the 'Cheque Register' section on thescreen.

3.3.1 Void Cheques

To void/cancel a cheque or cheques from being printed:

Click on the 'Plus' sign to the left of the 'Cheque Register' to open the list of cheques printed.

Click on 'Lock Seq': this screen will display all cheques from the selected employee down. 'Right'click to open following screen.

To select a single cheque to be cancelled 'Tick' in the box to the left of the cheque number.ORYou may at this point want to void all of these cheques, to do this click on the box next to the word'Cheque' and all boxes next to the employees will be ticked.

Click on 'VOID' button.

The cheque for this employee will now be moved back into the section where cheques are waitingto be printed.



3.4 EFT'S

Click on 'EFT's'.

Click on 'Get Data'.The system will list out in the sort option configured for the employee's for whom EFT's are to beprocessed.

NB: Not all banks have been programmed into the new system so if your bank does notappear in the listed banks please inform D-BIT and we will program the bank.ACB and BDB are listed but as of yet are NOT in the new system.

'Right' click on the 'Bank ' below the 'Payroll' name to display the screen from where youselect the bank to be used for the EFT.

Click on the bank to be used to create the bank file.Click 'OK'.The selected bank screen will be displayed where company code/dates etc must be advised, onceadvised generate the bank file.



Once the EFT's have been processed they are moved into the 'Transfer Register' section on thescreen, and the action eg: 'Bank Payment' specified in the 'EFT configuration' will be createdwith the 'Net' value on the employee's payslips, thus giving the employee's a 'Zero' net pay duenow.

NB: There is no facility to 'Void' an electronic transfer because the electronic file could alreadyhave been uplifted to the bank and the 'Bank Payment' action would be reversed and the Netwould no longer be zero hence the possibility of double payments.

3.5 Payslips

Click on 'Payslips'.

Click on 'Get Data'.The system will list out in the sort option configured for the employee's for whom payslips are to beprinted.

Once you are happy that these employee's are due payslips enter the 'start' number of the firstcheque and then click on 'Execute'.

Once the payslips have been printed they are moved into the 'Payslip Register' section on thescreen.

NB: If you have ticked 'ON' that payslips can be reprinted in 'Configuration' the payslips will NOTgo into the Payslip Register.

NB2: There is No facility to 'Void' payslips because once you print payslips they get created in the'Images' file and therefore you can reprint from images one employee at a time.



3.6 Email

NB: Payslip MUST be printed ie: published to the 'Payslip Register' prior to being emailed.

Click on 'eMail'.

Click on 'Get Data'.The system will list out in the sort option configured for the employee's for whom payslips are to beemailed.

Once you are happy that these employee's are due emailed payslips enter the 'start' number ofthe first email and then click on 'Execute'.

Once the emails have been sent they are moved into the 'eMail Register' section on the screen.

3.7 SMS

Click on 'Sms'.

Click on 'Get Data'.The system will list out in the sort option configured for the employee's for whom Sms's are to besent.

Once you are happy that these employee's are due Sms payslips enter the 'start' number of thefirst Sms and then click on 'Execute'.

Once the Sms's have been sent they are moved into the 'SMS Register' section on the screen.

4 Notes

A number of options are available for compatiblity to other systems, however over time it willbecome 'Mandatory' to have a 'Bank Payent' action and use the 'Cheque Register'.

5 Enhancements

There are 2 tabs still to be developed:

Cash3rd Party Payments

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