Chapter 5: Output Production Phase Processing

Transcription

1 Chapter 5: Output Production Phase Processing CHAPTER 5: OUTPUT PRODUCTION PHASE PROCESSING... 1 OUTPUT PRODUCTION OVERVIEW... 2 OUTPUT PRODUCTION PHASE FLOWCHART... 3 OUTPUT PRODUCTION BACKGROUND INFORMATION... 3 Ensuring Field Values are Entered Properly... 3 Modes of Operation... 4 Group Processing Status... 7 CF Fields... 7 CK Fields OUTPUT PRODUCTION PHASE INPUT Program 060 Header Paramete PRODUCING A GROUP STATUS REPORT Using NORMAL Processing Mode - Online Using SELECT Processing Mode Using Deferred Processing PRODUCING AN EMPLOYEE STATUS REPORT Using NORMAL Processing Mode - Online Using SELECT Processing Mode Using Deferred Processing PRODUCING CUSTOM REPORTS Report Set Up Considerations Using NORMAL Processing Mode - Online Using Deferred Processing PRODUCING A PAYMENT HISTORY REPORT Using NORMAL Processing Mode Online PRODUCING CHECKS AND MEMOS Feature Information for Checks Year-to-Date Amounts on Check Statements Pseudo and Automatic Physical Check Numbers Check Totals Millions and Non-Millions Format Self-Mailer Format Speedifold Format ½x11 and Pressure Seal Checks ½ x 14 Checks PRODUCING THE RECONCILIATION FILE Application Reference Manual 4-1

2 Chapter 4 Reconciliation Subsystem Flowchart Reconciliation Subsystem Flowchart Description Processing Control Transaction Bank File of Cleared Check Records Adjustment Transaction File Outstanding Check File Matched Records File Balancing Procedures Subsystem Requirements Reconciliation Master File Layout (V5.5) Reconciliation Master File Layout (V6.1) Program 068 Output File Layout (record length = 240) Adjustment Input Log Adjustment/Error Report Issued Check Listing Cleared Check Report Outstanding Check Report PRODUCING A DENOMINATION BREAKDOWN REPORT PRODUCING A CE REGISTER PRODUCING A CD REGISTER PRODUCING A REGISTER PRODUCING A COMBINED REGISTER VIA BENEFIT PAYMENTS What s on the Register? What do the Register Headings Mean? How is the Register Produced? Can I Customize the Register? How is the Register Sorted? Multiple Listings Data Overflow PGM 060 REPORT LOG PRODUCING LABELS Sort Transaction Condition Transaction Print Line Information Transaction SELECTING REPORTS FOR PRINTING File Selection File Selection in Check Processing Check Printing Transaction File Select Transaction File Selection for Remote Terminals File Selection Log File Selection in Report Processing PGM 068 Print Log Check Processing Printing the CD Register/ Producing the Reconciliation File Output Production Overview Processing your data occurs in two phases: Phase one is the Edit and Update Phase; phase two is the Output Production Phase. This second phase can produce detailed output, in three simple steps: 1. Extract information from the updated Master Database 4-2 Application Reference Manual

3 2. Sort the extracted information 3. Print the information (whether in the form of reports, checks, registers) Run the Output Production Phase after an Edit and Update Phase; this ensures that your input has been verified and that the Output Production Phase extracts information from the updated Master Database. You can rerun reports at the group or individual level, or rerun specific reports. Output Production Phase Flowchart The following flowchart provides a high-level illustration of the Output Production Phase. Payment Registers Master Database Output Production Checks, Memos ACH Tape Output Production Background Information Before proceeding to the reports, it may be helpful to understand the field environment that controls report production. This section explains: The resources used to ensure that field values are entered in the proper order and position. The modes of operation. The group processing status. The CF and CK fields. Ensuring Field Values are Entered Properly Deferred There is a specific sequence to entering field values and a certain number of positions to be filled to ensure that transactions process correctly. As an aid to ensuring this arrangement, we have provided transaction layouts in Chapter 2 of this manual for you to use as a Application Reference Manual 4-3

4 Chapter 4 guide. For example, when you initially set up a group, a 20 transaction (subcodes 05, 08-11, 15-22, 25-32, and 36-37) would be used to enter the values for the reporting fields. To indicate the values for these fields to groups that already exist, you would use a 72 Group Change Transaction. To help you determine which transactions apply to the fields you want to enter/change, we have provided the transaction code (TC) number following the fields described in this chapter. For example, in the section Produce the Transaction Proof Errors Report, the field CSKP (New Page At Group Only) is described. Following this field you will see TC72, which indicates a transaction code 72 applies to this field. Online In the Online System, where transactions are entered online through screens, there is no chance of miscalculating field positions. Fields are presented in their proper order and it s easy to see the number of positions that need to be filled. The cursor automatically skips over blank positions and moves to the ones requiring values. To help you locate the fields that are used in the production of specific reports, the discussion of each report in this chapter also includes the appropriate screen number. See the section of the specific report you want to produce for the fields that would be affected in its production. Modes of Operation You can run an Output Production Phase in one of three modes: Normal Production Mode, No Selection Normal Production Mode with Selection Select Production Mode You designate production mode for Output Production Phase report generation by means of transactions input to Program 060. You designate the run mode on header transactions. Selection or suppression of specific Output Production Phase reports occurs by means of A and B transactions. Normal Production Mode, No Selection Normal processing will usually occur in normal production mode. Master database fields, primarily CF and CK fields, control the reports produced, the output file on which they appear, and the parameters used in any sorting. The system assumes normal production mode in the absence of a header parameter. However, it also occurs when an entered header parameters includes an N in position Application Reference Manual

5 Normal Production Mode With Selection When you require reports other than those specified in the group records, enter additional A and/or B parameters following a header parameter with N in position 23 to override selected CF fields. When you enter A and/or B parameters, the values on the parameters replace the designations of the CF fields for the reports selected for TRA groups as specified. Information in the CF fields will determine reports for which you specify no new file type and file number both in and outside of the TRA group selected. The A parameter has the major TRAN key as the transaction key. It overrides for the duration of the group the CF fields for which you specified new values on the parameter. The B parameter has the group and further minor keys as the transaction key; it will override CF fields as specified for the duration of this portion of TRAN. For example, you might use the B parameter to produce reports for a department or division. In conjunction with an A parameter, B parameters will override A parameter designations for the duration of the minor key(s). Example: You have specified Custom Report 5 to list all individual home addresses and, home and office telephone numbers. Although reimbursement is monthly, you require this report only every two months, so you would enter CF07 to suppress the report. During the current processing period, you require the report for all but two divisions; they are in the process of changing all telephone numbers and will produce their phone lists on the next cycle. Enter a header parameter for normal production mode. The A parameter that follows, specifies the entire group and N0 in positions (for CF07). The subsequent two B parameters are identical except for the keys specified (the two divisions to be excluded). In position 35 each has a dash (-) to indicate suppression of Custom Report 5 for that division. Select Production Mode During select production mode, the system overrides all CF fields and produces only those reports specifically selected by further parameter input. The header parameter for select mode has an S in position 23. When you input A and B parameters following a header parameter for select mode, the system produces only those reports indicated on the parameter for only the portions of TRAN specified. Input A parameters or A and B parameters depending on the portions of TRAN for which reports will be produced. Entries on A and B parameters do not necessarily override the CF fields for a report; if you enter X for any report, the system produces the report and assigns it the regular file type and file number. Example 1: Application Reference Manual 4-5

6 Chapter 4 You require only selected reports during an off-cycle Output Production Phase run. The Check Reconciliation Tape (inadvertently erased since the last processing period; the pseudo number file is still intact). A Group Status Report. Custom Report 4 for a division. A Individual Status Report for an individual who claims that the wrong number of dependents has been entered for purposes of state tax computation. The CF fields for these reports are: CF11 - Specifies normal processing period production of the Reconciliation File which sorts on CK parameters for R report code. CF01 - Specifies regular production of the Group Status Report (subject to CRPT switch). CF06 - Specifies normal production of Custom Report 4, assigned to Print Image File 1 (P1). CF02 - Specifies regular production of Individual Status Report (subject to the switch SRPT). After the select mode parameter for this run, enter the following A and B transactions: A Transaction: Position Position 33 Position 43 N0 X X These positions indicate that the system will produce Custom Report 4 and the Reconciliation File; they will appear on the same output files as during normal processing. The Custom Report will appear on the first print image file. The Reconciliation File will be on the S (special sort) file. The system extracts Group Status Report information from the group record file produced by Program 066. B Transaction: Position 2-21 Position Entire individual TRAN key. U1 The Individual Status Report will appear on the first unsorted file and must be printed via Program 068. Example 2: A separate register production for protection of information relating to the pension of group executives is required. The run-time controls would be as follows: For normal cycle processing, enter the appropriate values in CREG, CF13, and CF14. Every regular processing period you enter a header parameter for normal mode, followed by a B parameter for the executive division with 0 in positions 47 and 49 to suppress entries on 4-6 Application Reference Manual

7 both registers for the individuals within the division. When you produce registers for the executive division, enter a header parameter for Select mode, followed by an A parameter with all blanks for the group and a B parameter with X in position 47 and position 49 for the division. Note that in select mode, B parameters must follow an A parameter. Group Processing Status Before producing an Output Production Phase report, you must enter a group s processing status in the CSTT field (Group Processing Status) on the 60 Control Transaction. The statuses that you can enter are: Blank = A (Active Status) CONV = C (Conversion Status) SPEC - M (Special Status) TEST = A (Active), then I (Inactive) TRAN = I (Inactive) For a definition of each group processing status, see Chapter 4, Group Processing Status. CF Fields CF fields control Report Form and File Designation characteristics. There are 16 CF fields on the group record. Each CF field defines the form name, file type, and file number for a specific report. The table below lists each CF field and the report it represents. CF Field CF01 CF02 Report or File it Represents Group Status Report Individual Status Report CF03-CF08 Custom Report 1-6 CF09 CF10 CF11 CF12 CF13 CF14 CF15 CF16 Payment History Report Checks Reconciliation File Denomination Breakdown Report CE Register CD Register Memos Register The following table contains the values within the CF field that need to be defined. Form, File Type, and File Number Value Position Value Description Application Reference Manual 4-7

8 Chapter Blank Produce standard forms. Four alpha characters Group all reports with identical form types together. 5 P Produce a print image file. This is a 132- character record sent directly to the printer. The number of print image files that can be produced is established at system-generation. U You can only assign one form name to each print image file for all CF fields for all groups processed on the same processing cycle (duplication may occur between cycles). Within each group, you can only assign one report to each print image file. The system requires at least one print image file, since the Report Log produced by Program 060 goes by default to P1. Additionally, you can send one other report to the same print image file as the Report Log. If more than one report per group is sent to a particular P file, all will default to N0. Produce an unsorted file. An unsorted file contains sequence fields and 132-character print image records. Use unsorted files for reports that need totaling but not sorting. Unsorted files are restricted. You can only assign one form type to each unsorted file for a group processed on the same processing cycle. Within each group, you can only assign one report to each unsorted file. As with the P files, if a U file receives more than one report per 4-8 Application Reference Manual

9 N group, all will default to N0. Produce a normal sort file. A normal sort file contains sequence control fields, sorted according to form, report, group, and TRAN key sequence, and the file number is always 0. Regardless of whether you establish a normal sort file at system generation, the system will sort any report that is specified as a normal sort but does not have a CK field in Master Database sequence. An N file can include different form names. S The values for the sort (CK) fields should be entered normally. A value of N0 will cause a report to be written on the special sort file with a user sort key equal to TRAN. Do not enter a value of S0 in the CF fields unless the appropriate CK fields have already been entered. Produce a special sort file. A special sort file contains fields sorted by form, report, group, and a specified sort key (in CK field) sequence. Assign an S to only those reports that have a valid CK field. In the case of Custom Reports, assign an S to a report that has a valid sort specified in the corresponding CRC and CRF fields. If you assign an S to a report that does not have valid sort parameters (either CK or CF), the system will use the default of N for that report's file type Application Reference Manual 4-9

10 Chapter 4 and normal sort sequence will occur. - Suppress the report (default) Produce a report for P- and U-type files. 0 Produce a report for N- and S-type files. CK Fields CK fields control report Sort Parameters. There are 30 CK fields on a group record that define the sort parameters for a given report code. Contiguous CK fields can define up to six sort parameters that make up the total sort key for a report code. The following table contains the values available for the CK fields. Sort Parameter Values Position Value Description 1 Blank This position of the CK field is always left blank. 2 0 Do not total the report at this level break. 1 Total the report at this level break. 3 Blank Sort the Group Status and Payment History Reports. E Sort the Individual Status Report. 1-6 Sort Custom Reports 1-6. C R Sort Checks, Denomination Breakdown, and Memos. Sort Reconciliation File Reports, CE Register, CD Register, and Register. 4-7 Data Element Sort on the individual-level field entered. If an asterisk is entered, the sort will occur on the asterisk reference and will not be translated to sort on the value of the group constant to which it refers. You can specify up to three individual miscellaneous information fields as a single sort parameter in the format Xxxy, where X identifies the series to which the field belongs (E, F, G, etc.), xx is the number of the first field, and y is a 1 or 2 to indicate the inclusion of one or two additional fields. 8-9 Start Position Sort on the data element specified starting in a specific position of the field. If you do not enter a start position, the system generates the Master Database length. The start position must be relative to the first position of the field and cannot 4-10 Application Reference Manual

11 exceed the field's Master Database length. For example, if you entered TRAN in the Data Element field (positions 4-7), a start value of 21 would exceed the field's Master Database length of Stop Position Sort on the data element specified stopping in a specific position of the field. The stop position must be equal to or greater than the start position and cannot exceed the Master Database length of the field (which will never exceed 48). Contiguous CK Fields You can define a report sort field using more than one individual Master Database data element in contiguous CK fields. All of the CK fields for the same report must be contiguous; the system will reject those fields that are not. However, the system allows for gaps in the CK fields entered between report codes to allow for expansion of sort parameters for a report. Sort Key Length Output Production Phase Input The entire sort key field cannot exceed the system-variable sort key length that you specified at system generation (varies from 24 to 48). The length for each individual sort parameter comprising the total sort field is the length on the Master Database, or, if you specify start and stop positions, the length of the portion of the field to be used. For numerous fields, the Master Database length differs from the input length. To determine the total sort key length for a report, see Chapter 1 in this manual Note: For Custom Reports with a value of 1 or 2 in position 3 of the corresponding Custom Report Formatting (CRC) field, the total length of the sort key includes the length of the field in Custom Report Data Fields (CRF). In order to determine the features for Output Production Phase processing, you must enter a header parameter into Program 060 and optionally A and/or B transactions as well. When a header parameter is not entered, NORMAL processing is assumed. This section presents the required values for the Program 060 Header Parameter as well as the A and B transaction formats. Note: Program 060 produces and maintains the Check Number File (CHECKNO) for automatic physical check numbering. For details, see the section titled Checks and Memos, subsection Pseudo and Physical Check Numbers. Application Reference Manual 4-11

12 Chapter 4 Program 060 Header Paramete The main purpose of the Program 060 Header Parameter is to designate production mode and override some or all of the report form and file designation (CF field) values that have been established on the group record. The following table presents the format for the Program 060 Header Parameter and is entered directly to Program 060. Program 060 Header Parameter Format Position Value Description 1 R The transaction is for Program 060. If an R is not indicated in position 1, the program will process in NORMAL mode regardless of the value entered in position blank Not used. 22 H Header parameter. 23 N NORMAL production mode. NORMAL mode is used for regular processing and all reports are produced according to the pre-established Master Database controls unless additional A and/or B parameters are entered for specific reports. In that case, the A and/or B parameters override those parameters on the group record, but all others are produced as previously indicated. S SELECT production mode. SELECT mode is used to produce only those reports that have been selected at run time to meet special report requirements Print a status report from multiple individual records or blank Print active and inactive individuals on registers. 1 Print active individuals on registers. 2 Print all individuals on registers, regardless of status. 26 blank Extract ACH records (NACHA only). 1 Do not extract ACH records. 27 Select-All option for production of status reports. Can only be implemented in SELECT mode (position 23). blank Produce status reports only as indicated on A and/or B transactions. 0 Produce status reports for all individuals on file. 1 Produce group status reports for all processing groups on file. 2 Produce status reports for all individuals and processing groups on file. Note: The presence of an A transaction for a group overrides the Select-All option for that group; therefore, status reports are not produced for that group unless specifically requested on the A or B transaction Application Reference Manual

13 28 blank Not used. The system only accepts one header record, which precedes A and B transactions in ascending sequence of TRAN. The A and B transaction formats are presented in the following table. A and B Transaction Formats Position Value Description 1 R A control transaction for Program 060. The system will ignore an A or B transaction without an R in position Portion of TRAN to which the transaction applies On an A transaction, this is the group key. On a B transaction, this is the major key plus some portion of the intermediate TRAN keys For either transaction, this must be leftjustified and followed by blanks. 22 The transaction type. A B Use the major TRAN (group) key. Use the group key plus minor keys. See the following two tables for the file type and file number values for the following sixteen 2-position fields Group Status Report Individual Status Report Custom Report Custom Report Custom Report Custom Report Custom Report Custom Report Payment History Report Checks Reconciliation File Reports Denomination Breakdown CE Register CD Register Memos Register Blank Not used. The file type and file number values to be specified for the individual reports in the A and B transactions vary by the production mode indicated on the preceding header parameter. The values for the file type and file number for each production mode are presented in the following two tables. In these tables, when referring to position 1, it is the 1st position of the 2-position field. Position 2 refers to the 2nd position of the 2-position field on the A and B transaction. Application Reference Manual 4-13

14 Chapter 4 File Type and File Number Values for A and B Transactions (NORMAL Production Mode) Position Value Description 1 blank Default to file type and file number in the CF field. - Suppress the report. P U N S Produce a print image file. Produce an unsorted file. Produce a normal sort file. Produce a special sort file Can only be entered for P or U file types. File Type and File Number Values for A and B Transactions (SELECT Production Mode) Position Value Description 1 blank on A Do not produce the report. blank on B Do not override specifications on A transactions. - Suppress the report. X P U N S Produce report using CF field file type and file number. Produce a print image file. Produce an unsorted file. Produce a normal sort file. Produce a special sort file Can only be entered for P or U file types. Producing a Group Status Report A Group Status Report is a printout of a group s record. The report lists all group options and report information fields, regardless of whether you entered values for them. Fields that don t have values appear as blanks. The report contains group data concerning: Tax information Print Options Custom Reports Earnings Deductions Group Constants 4-14 Application Reference Manual

15 Own Codes Monthly Accumulators CK Sort Fields CF Form and File Designation Fields Output Production Phase Fields (CK Sort, CF Form/File Designation, CN Optional, CU Alternate Earnings, and CW Alternate Deductions Fields) Pushdown Stacks Automatic Change Generator Fields (GN Constants, GC Condition, GD Driver, and GO Change Fields) The Group Status Report will always contain at least four pages; the number of pages produced depends on the size of the group record. Report heading information such as date, group number, and page number, appears at the top of every page. Note: A Group Status Report prints automatically for a new group. Using NORMAL Processing Mode - Online During normal processing, three group record fields control the production of the Group Status Report: CRPT, CF01, and CSTT. In order to produce the Group Status Report, you must set all three fields to on as outlined below. 1. Navigate to the Report Options screen, which is within the Group Maintenance feature. Locate the Automatic Group Status Report field. The data element for this field is CRPT. Type a 1 to automatically print a Group Status Report if error conditions exist in the CF, CK, or CDP fields (CF = form and file designation fields, CK = Output Production Phase report sort parameters, and CDP = deduction priority fields). 2. Navigate to the Form and File Designations screen, which is within the Group Maintenance feature. Locate the Group Status Report field. The data element for this field is CF01. This is where you identify the type of form you want the report to print on, and where you assign a file type and a number to the report. In the Form field, indicate the type of form on which you want the report to print. Any value can be typed. If left blank, the report will print on the standard form. N S U In the File Type field, type one of the following values to indicate the file type. Normal sort file Special sort file Unsorted file Application Reference Manual 4-15

16 Chapter 4 Note that while P (Print image file) is a valid File Type for other reports, it is not valid for the Group Status Report. In the File Number field, type either a 0 (for file types N or S) or any value (for file types U) to indicate the file number for the report. 3. The Group s Processing Status (data element CSTT) must be a value other than I (inactive). The processing status can be either A (active), C (conversion), or M (special). You can modify this field through the Group Changes screen within the Group Maintenance feature. Using SELECT Processing Mode Regardless of the CRPT (Automatic Group Status Report) and CF01 (Form and File Designation) values, you can always request a status report during Select processing mode. In addition, the system will produce a status report on request while the group is in Inactive processing status and the Select processing mode is in use. Using Deferred Processing Note: This section on deferred processing includes many references to specific transaction numbers and to positions within transactions. As you read this deferred processing information, you may find it helpful to refer to the transaction layouts in the Transaction Layout Booklet. Three group record fields control the production of the Group Status Report: CRPT, CF01, and CSTT. In order to produce the Group Status Report, you must set all three fields to on as outlined below. 1. To turn CRPT (Automatic Group Status Report) on, use a 20 transaction, subcode 05, and type a 1 in position To turn CF01 (Group Status Report) on, use a 20 transaction, subcode 36, and type the report s Form, File Type, and File Number in positions Positions are the Form fields. Indicate the type of form on which you want the report to print. Any value can be typed. If left blank, the report will print on the standard form. N S U Position 29 is the File Type field. Type one of the following values to indicate the file type. Normal sort file Special sort file Unsorted file (Note that while P (Print image file) is a valid File Type for other reports, it is not valid for the Group Status Report.) Position 30 is the File Number field. Type one of the 4-16 Application Reference Manual

17 CONV TRAN TEST SPEC Blank following values to indicate the file number for the report. 0 for file types N or S Any value for U file types 3. To turn on CSTT (Group s Processing Status), use a 60 Control Transaction and type one of the following values in positions Conversion run. Transfer from one Master Database to another. Treat group as active, then revert to inactive. Special run. Regular run. Producing an Employee Status Report Note: Benefit Payment Users -- This report is titled the Payee Status Report. Defined Contribution Users -- This report is titled the Participant Status Report. Human Resource Planning Users -- This report is titled the Position Status Report. The Employee Status Report is a printout of a employee's record. It is comparable to the Group Status Report, but at the level of an employee. The report contains the employee s number (TRAN), name, and any relevant personal information such as address, date of birth, and salary. Also, the Employee Status Report contains details about: Taxable Accumulators Quarterly Controls Earnings Deductions Automatic Change Generators Miscellaneous Fields Application Reference Manual 4-17

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19 Employee Status Reports are only necessary when you add new employee records, terminate an employee, or have chosen to automatically produce a Employee Status Report when employee record fields change. A sample report follows the steps below. Using NORMAL Processing Mode - Online During normal processing, four group record fields (CASR, CKnn, CF02, and CSTT) and one employee record field (SRPT) control production of the Employee Status Report. Turn these fields on as outlined below. 1. Navigate to the Report Options screen, which is within the Group Maintenance feature. Locate the Automatic Employee Status Rpt field. The data element for this field is CASR. Type a value to indicate whether to print an Employee Group Status Report if field changes are successfully processed. 0 Print when new, tax transferred, or terminated employees are processed. 1 Print when 47, 49, 70, 72, or 95 transactions are processed 2. Navigate to the Report Sort Parameters screen within Group Maintenance. Use this screen to define up to 30 sort parameters (CK fields) for the Employee Status Report. The sort parameters are used to group reports by a specified value (for example, NAME). In the Sort Field, type the number of the sort parameter. Up to 30 parameters (CK01-CK30) can be defined for reports. In the Total field, type a value to indicate whether to total at each sort (0 = do not total at sort; 1 = total at sort). In the Report Number field, type an E to indicate that you want to produce an Employee Status Report. In the Field Name field, type the valid employee-level data element that indicates the sort parameter field. Tax packet fields cannot be used. If the sort field is alphanumeric, you can specify start and stop positions within the field. If start and stop positions are not specified, the entire field is used. In the Start and Stop fields, type the beginning and ending data element positions. 3. Navigate to the Form and File Designations screen within Group Maintenance. Locate the Employee Status Report field. The data element for this field is CF02. This is where you identify the type of form you want the report to print on, and where you assign a file type and a number to the report. In the Form field, indicate the type of form that you want the report to print on. Any value can be typed. If left blank, the report will print on the standard form. Application Reference Manual Chapter 5: Output Production Phase Processing 19

20 Chapter 4 N P S U In the File Type field, type one of the following values to indicate the file type. Normal sort file Print image file Special sort file Unsorted file (Note: Except on an S file type, the report appears in TRAN key sequence. The S code is valid, although the number of lines sorted will have a marked effect on system processing time.) In the File Number field, type one of the following values to indicate the file number for the report. 0 for file types N or S Any value for U file types 4. The Group s Processing Status (data element CSTT) must be a value other than I (inactive). The processing status can be either A (active), C (conversion), or M (special). You can modify this field through the Group Changes screen within the Group Maintenance feature. 5. Navigate to the Employee Changes screen, which is within the Employee Maintenance feature. This is where you will turn the status report flag (data element SRPT) to on. In the Field To Be Changed field, type SRPT. In the New Value field, type a 1. Note that even if the SRPT field is off, the system will automatically produce an Employee Status Report if a SELECT transaction is used by Program 060. Note: Tax packets are only printed for those records that are permanent (FLAG=0) and their tax packet field (PCTR) is equal to any value from 1-5. Using SELECT Processing Mode In Select mode, you can produce an Employee Status Report regardless of any Master Database controls, including the group s processing status (CSTT). Using Deferred Processing Note: This section on deferred processing includes many references to specific transaction numbers and to positions within transactions. As you read this deferred processing information, you may find it helpful to refer to the transaction layouts in the Transaction Layout Booklet. Four group record fields (CASR, CKnn, CF02, and CSTT) and one employee record 20 Chapter 5: Output Production Phase Processing Application Reference Manual

21 field (SRPT) control production of the Employee Status Report. Turn these fields on as outlined below. 1. To turn CASR (Automatic Employee Status Report) on and print an Employee Group Status Report if field changes are successfully processed, use a 20 transaction, subcode 05. Type a 1 in position = Print when 47, 49, 70, 72, or 95 transactions are processed 0 = Print when new, tax transferred, or terminated employees are processed. 2. To turn CK (Report Sort Parameters) fields on, use a 20 transaction, subcode 27, and provide the following data for positions Position 26 is the Total field. Type a value to indicate whether to total at each sort (0 = do not total at sort; 1 = total at sort). Position 27 is the Report Code field. Type an E to indicate that you want to produce an Employee Status Report. Positions are for the Field Name. Type the valid employee-level data element that indicates the sort parameter field. Tax packet fields cannot be used. If the sort field is alphanumeric, you can specify start and stop positions within the field. If start and stop positions are not specified, the entire field is used. Positions 32 and 33 are the Start fields. Type the position within the data element where you want sorting to begin. Positions 34 and 35 are the Stop fields. Type the position within the data element where you want sorting to end. 3. To turn CF02 (Employee Status Report) on, use a 20 transaction, subcodes 36 and 37, and type the report s Form, File Type, and File Number in positions Positions are the Form fields. Indicate the type of form on which you want the report to print. Any value can be typed. If left blank, the report will print on the standard form. N P S U Position 35 is the File Type field. Type one of the following values to indicate the file type. Normal sort file Print image file Special sort file Unsorted file (Note: Except on an S file type, the report appears in TRAN key sequence. The S code is valid, although the number of lines sorted will have a marked effect on system processing time.) Position 30 is the File Number field. Type one of the following values to indicate the file number for the report. 0 for file types N or S Any value for U file types Application Reference Manual Chapter 5: Output Production Phase Processing 21

22 Chapter 4 CONV TRAN TEST SPEC Blank 4. To turn on CSTT (Group s Processing Status), use a 60 Control Transaction and type one of the following values in positions Conversion run. Transfer from one Master Database to another. Treat group as active, then revert to inactive. Special run. Regular run. 5. To turn SRPT (Status Report Flag) on, use a 49 or 71 transaction and provide the following data for positions Positions 21 and 22 are for identifying the type of transaction. Type either 49 or 71. Positions are for the data element. Type SRPT. Positions are for the new value for this data element. Type a 1 in position 27. Note that even if the SRPT field is off, the system will automatically produce an Employee Status Report if a SELECT transaction is used by Program 060. Note: Tax packets are only printed for those records that are permanent (FLAG=0) and their tax packet field (PCTR) is equal to any value from 1-5. Producing Custom Reports You can use Custom Reports for many purposes, such as eligibility lists and spending group totals. Custom Reports allow you to quickly report information contained in Master Database fields. There are six reports available and each report includes six columns. The first column contains the individual s TRAN key. The second column contains the individual s name. These two columns are pre-defined by the system and are automatically generated. You define the remaining four columns based on the data that you want to produce. Structural and formatting limitations of Custom Reports make production of some desirable reports impossible. To address this issue, use the report generator described in the Report Writer Manual. The advantage in using Custom Reports is that the system produces these reports on the same pass of the Master Database as for production reports, thereby saving processing time. Furthermore, the Master Database itself contains the data for the reports; you don t need any special control transactions to access the data. Report Set Up Considerations Before producing a Custom Report, consider the following. Then, proceed to the section titled Using NORMAL Processing Mode Online or the section titled Using Deferred Processing for instructions on producing your reports. 22 Chapter 5: Output Production Phase Processing Application Reference Manual

23 Report Title What do you want to call each report? You ll type a 12-character report title in the CRH1-CRH6 fields. Column Headings The first two columns are system-generated (TRAN key and Name); however, you can define up to four columns that will print information of your choice. Each column heading should identify the data printed in the column (for example, LoanBal or SocSec). You ll type up to an 8-character heading in the CRS1-CRS6 fields. Detail Columns The four detail columns contain information pertinent to your report. Each column of data prints below a Column Heading. In the CRF1-CRF6 fields, you ll type the 4-character data element that corresponds to the data you want extracted from the Master Database. Producing Reports Simply because you re creating a report does not mean you want it produced during every Output Production Phase. You have the option to produce or suppress the report at will. You ll type the report option in the first position of the CRC1-CRC6 fields. Selecting Records Do you want a report that contains information from all employee records? Or perhaps only for employees on vacation? You ll type your report selection criteria in the second position of the CRC1-CRC6 fields. Sorting Report Your reports may contain pages of information. Sorting your reports to suit your needs will be extremely helpful. You ll type your sort criteria in the third position of the CRC1-CRC6 fields. Using NORMAL Processing Mode - Online To produce a Custom Report online, follow the instructions in your application User s Guide, in the Group Maintenance chapter. Using Deferred Processing Note: This section on deferred processing includes many references to specific transaction numbers and to positions within transactions. As you read this deferred processing information, you may find it helpful to refer to the transaction layouts in the Transaction Layout Booklet. In order to produce a Custom Report and to set up additional information, you must first define the following fields. 1. To define CRH1-CRH6 (Report Titles), use a 20 transaction, subcodes These fields contain the title for Custom Reports 1-6. Type up to 12 characters to identify each report. 2. To define CRS1-CRS6 (Column Headings), use a 20 transaction, subcodes These fields identify up to four column headings for each report. Each column heading can be up to 8-characters long. Type up to 8 characters in the specified positions to identify headings for columns 3-6. Provide the following information. In the first 8 positions, type the heading for column 3 In the second 8 positions, type the heading for column 4 Application Reference Manual Chapter 5: Output Production Phase Processing 23

24 Chapter 4 In the third 8 positions, type the heading for column 5 In the last 8 positions, type the heading for column 6 3. To define CRF1-CRF6 (Detail Columns), use a 20 transaction, subcodes These fields contain the data element associated with the information that you want extracted and printed in columns 3-6 for each report. Columns 3 and 4 can print up to 8 characters. Columns 5 and 6 can print up to 24 characters. Class N and * fields are rightjustified and edited for two decimal places. All other classes are leftjustified. Type a data element in the specified positions to identify data for columns 3-6. Provide the following information. In the first 4 positions, type the data element of information to print in column 3 In the second 4 positions, type the data element of information to print in column 4 In the third 4 positions, type the data element of information to print in column 5 In the last 4 positions, type the data element of information to print in column 6 4. To define CRC1-CRC6 (Producing Reports), use a 20 transaction, subcodes 15-20, and provide the following information in positions Position 69 is for the Format. Type one of the following values to indicate whether to produce a report. 0 Do not produce the report (default). 1 Produce the report. Position 70 is for the Condition. The one of the following values: 0 Include all individual records. 1 Include only those individual records that have data displayed in column 3 (the first field indicated by CRF). 2 Include only those individual records that have data displayed in column 3 (the first field indicated by CRF) and are not a previous cycle adjustment. 3 Include only those individual records that have data displayed in column 3 (the first field indicated by CRF), are not a previous cycle adjustment, and the record is permanent (FLAG=0) and active (ASTT=A). 4 Include all permanent individual records (FLAG=0). 5 Include all permanent individual records (FLAG=0) in active status (ASTT=A). Position 71 is for the Sequence. Type one of the following values to indicate your sorting preference. 0 Sort the report in Master Database sequence. 1 Sort the report on the data in column 3. 2 Sort and total the data in column To define CF03-CF08 (Form and File Designation), use a 20 transaction, subcode 36, and type the report s Form, File Type, and File Number in positions See the Transaction Layout Booklet for an illustration of the 20 transaction. 24 Chapter 5: Output Production Phase Processing Application Reference Manual

25 The first 4 positions of each field identify the Form type. Indicate the type of form on which you want the report to print. Any value can be typed. If left blank, the report will print on the standard form. N P S U The fifth position of each field identifies the File Type. Type one of the following values to indicate the file type. Normal sort file Print image file Special sort file Unsorted file CONV TRAN TEST SPEC Blank The sixth position of each field identifies the File Number. Type one of the following values to indicate the file number for the report. 0 for file types N or S Any value for U file types 6. To define CSTT (Group Processing Status), use a 60 Control Transaction and type one of the following values in positions Conversion run. Transfer from one Master Database to another. Treat group as active, then revert to inactive. Special run. Regular run. 7. To define CK01-CK30 (Sort Parameters), use a 20 transaction, subcodes 27-32, and provide the following data. The first position is the Total field. Type a value to indicate whether to total at each sort (0 = do not total at sort; 1 = total at sort). The second position is the Report Code field. Type an E to indicate that you want to produce an Employee Status Report. The next four positions are for the Field Name. Type the valid employee-level data element that indicates the sort parameter field. Tax packet fields cannot be used. If the sort field is alphanumeric, you can specify start and stop positions within the field. If start and stop positions are not specified, the entire field is used. The fifth and sixth positions are the Start fields. Type the position within the data element where you want sorting to begin. The seventh and eight positions are the Stop fields. Type the position within the data element where you want sorting to end. Producing a Payment History Report Note: Human Resources and Human Resource Planning users -- This section is not applicable. The Payment History Report is not available in either application. The Payment History Report provides information on all pay-producing transactions and adjustment transactions processed for an employee for the first six earnings categories. For each payment on the report, a line prints, sequences by date and Application Reference Manual Chapter 5: Output Production Phase Processing 25

26 Chapter 4 TRAN key for each employee, showing gross pay, the amounts for the first earnings categories, and net pay. Note that for any individual whose FLAG=1, the year-todate amounts are cleared to zero. Using NORMAL Processing Mode Online To produce a Payment History Report online, follow the instructions in your application User s Guide, in the Group Maintenance chapter. In addition to the instructions in your User s Guide, also perform the following: 1. Navigate to the Report Options screen, which is within the Group Maintenance feature. Locate the Produce Payment History File field. The data element for this field is CQTR. Type a 1 to produce the file (a 0 indicates Do Not Produce the File). 2. Navigate to the Form and File Designations screen, which is within the Group Maintenance feature. Locate the Payment History field. The data element for this field is CF09. This is where you identify the type of form you want the report to print on, and where you assign a file type and a number to the report. In the Form field, indicate the type of form on which you want the report to print. Any value can be typed. If left blank, the report will print on the standard form. N S U In the File Type field, type one of the following values to indicate the file type. Normal sort file Special sort file Unsorted file (Note that while P (Print image file) is a valid File Type for other reports, it is not valid for the Payment History Report.) In the File Number field, type one of the following values to indicate the file number for the report. 0 for file types N or S Any value for U file types 26 Chapter 5: Output Production Phase Processing Application Reference Manual

27 In addition to either online or deferred processing, the Program 620 Payment History Control Transaction must be entered. The following table contains the format for this transaction. Program 620 Payment History Control Transaction Position Value Description 1-25 variable Major key is entered starting in position 1, followed by four blanks, and then by the minor key. If the total length of this key (including the blanks) is fewer than 25 characters, the remaining positions are left blank CCYYMMDD Date of report. This date does not appear on the actual report. 34 Transaction code indicating whether the report is to be printed and/or the file is to be purged. 0 Print all records on file for the major key (leave positions blank). 1 Purge the file. 2 Print and purge the file. This is usually used for the last report in a group period CCYYMMDD This is the beginning date for the transaction code in position 32. Month and day are printed on the first line below the individual identification. If this field is blank, the transaction code is applied to the first record as specified by the control transaction CCYYMMDD This is the ending date for the transaction code. The month and day are printed on the last detail line before the period totals. If this field is blank, the transaction code is applied through the last record for a pay group or individual. All dates between the beginning and ending dates are printed in the same way Number of individuals to appear on each page of the report. If the column is left blank, as many individuals as possible are printed Blank Not used. Producing Checks and Memos Note: Human Resources and Human Resource Planning users -- This section is not applicable. Checks and Memos are not available in either application. Application Reference Manual Chapter 5: Output Production Phase Processing 27

28 Chapter 4 Check and memos production is an integral part of the Genesys System. This allows you to reimburse an employee for spending account claims, pay pensions to individuals, produce checks for Plan carriers via the Disbursement group, etc. Subject to both program and Master Database controls, checks and memos are produced only for groups in either active or special status. Notes: Zero net pay amounts on certain adjustments are recorded on memoranda. The millions output format is the same as the non-millions format. However, the net pay field includes a millions position displaying a leading asterisk, or the millions digit when appropriate. All deductions print on check stubs in Deduction Priority sequence. The Medicare deduction is a Type Code S. At the Group Level With Release on May 18, 2007, you may produce checks, memos, and a combined register by a group that you define, rather than allowing the system to merge all of your groups. To use this function for checks, go to the Single Group Changes page (or Group Changes screen) for your selected Group. Specify CF10 for the Field to be Changed, and type a 4-position New Value. This is the value that the CF10 field will use to produce checks for this group. To produce memos for this group, specify CF15 for the Field to be Changed, and then type a 4-position New Value. This is the value that the CF15 field will use to produce memos for this group. To produce a combined register for this group, change the CF16 field to a new value. The new value will be used by the CF16 field. Your check forms, deposit forms, and register will be produced for your selected group in the following files, where "xxxx" is the name for the group that you defined on the Group Changes screen: Employee_Check_Forms_xxxx.txt Employee_Deposit_Forms_xxxx.txt Register_Report_xxxx.txt For example, here is a setup for group fields The output will be labeled as follows Employee_Check_Forms_CH08.txt Employee_Deposit_Forms_ME08.txt Register_Report_CR08.txt Note also that the form codes must be updated in the input file in Program 066 at SYS001. Windows as delivered: 28 Chapter 5: Output Production Phase Processing Application Reference Manual

29 TXN member XPP066.cp1 ECHCK 002 z/os as delivered: XOUTPUT JCL //* BLKSIZE=29280), //SYS001 DD * OPTIONAL FILE SELECT CARDS ECHCK 002 Add/change to your CF10 value CF10 and/or CF15 (Checks and Memos) - TC72 - In position 5 (File Type), this value cannot be P (print image file), and must be U (unsorted file) to produce memos. For information on CF field values, see the section on Report Form and File Designation (CF Fields) in this chapter. CSTT (Group Processing Status) - TC60 - CSTT is system-generated, based on the value entered on the 60 Control Transaction. For checks, this value cannot be C (conversion) or I (inactive). CNAM (Suppress Group Name) - PECE 01/TC72 Value Description 0 Print the group name on checks and memos (default). 1 Do not print the group name on checks. 2 Do not print the group name on checks and memos. 3 Do not print the group name on memos. 4 Do not print the sort key on checks and memos. 5 Do not print the sort key on checks and memos and do not print the group name on checks. 6 Do not print the sort key and group name on checks and memos. 7 Do not print the sort key on checks and memos and do not print the group name on memos. CQVR (Individual Address on Check) - PECE 01/TC72 Value Description 0 Do not print individual address (default). 1 Print individual address on the three lines beneath the individual's name on checks. CP Fields (Check Messages) - PECI 01/TC72 - Type the message(s) you want printed on checks and/or stubs. CK Fields (Sort Parameters) - TC72 - Type any sorting requirements. If you sort checks by CK parameters, the sort key prints on the check opposite the individual name and below the pseudo number. On checks sorted by TRAN, the individual TRAN key appears here. For detailed information about CK fields, see the section on Sort Parameters (CK Fields) in this chapter. COHA-F (Optional Check Statement Information Headings A-F) - PECH 01/TC72 - Type the headings for the optional amounts. You can enter any fourcharacter heading for each of the amounts. COAA-F (Optional Check Statement Information Fields A-F) PECH 01/TC72 - Type the data element of the optional year-to-date amount to print. Application Reference Manual Chapter 5: Output Production Phase Processing 29

30 Chapter 4 CN19 (Alternate Name on Checks) - PEC2 03, PEG1 02, PET1 02, PEW1 02/TC72 - Type the first of three individual miscellaneous fields that contain the individual's alternate name. If the field pointed to by CN19 is left blank, the system uses NAME for printing on checks. CN20 (Alternate Address on Checks) - PEC2 03, PEG1 02, PET1 02, PEW1 02/TC72 - Type the first of nine contiguous individual miscellaneous fields that contains the individual's alternate address. If the field pointed to be CN20 is left blank, the system uses ADR1-3 for printing on checks. CN28 (Third Party Name on Checks) - PEC Type the first of three individual miscellaneous fields that contains the third party name to be printed. The system takes the value in these fields and prints it on the line above the individual's name (either NAME or CN19). A third party name only prints if CQVR=1. If CQVR does not equal 1, or the field pointed to by CN28 is blank, or the transaction generating the check is a 90-series transaction, the line is not printed. Note: This feature is used by the Disbursement group for rollover bank payments. Combine CEs on Checks - Group Header Record in Expanded CE Fields Value Description 00 Print the CE category as is. 99 Suppress the CE category. 98 Print the CE category and include other CE categories. nn Include this CE category with the 98 categories. Combine CD on Checks - Group Header Record in Expanded CD Fields Value Description 00 Print the CD amount and name. 99 Suppress printing the amount for this CD. 98 Print the CD amount and name, but all amounts for CDs with an amount code value equal to the number of this CD are to be included in the total amount displayed. nn Add the amount for this CD to the CD of that number. Where nn is a number from CCKF (Print Formats for Checks and Memos) - TC72 Value Description 0 Print checks and memos in normal format. (not supported in V6.1) Feature 209 (Self-Mailer) 1 Print checks in special self-mailer format, memos in normal format. (not supported in V6.1) 2 Print checks and memos in special self-mailer format. (not supported in V6.1) 3 Print checks in normal format, memos in special self-mailer format. (not supported in V6.1) Feature 213 (Speedifold) 30 Chapter 5: Output Production Phase Processing Application Reference Manual

31 4 Print checks in special Speedifold format, memos in normal format. (not supported in V6.1) 5 Print checks and memos in special speedifold format. (not supported in V6.1) 6 Print checks in normal format, memos in speedifold format. (not supported in V6.1) For detailed information on the Self-Mailer or Speedifold, see the Produce Checks and Memos section in this chapter. 8½x11 Check 7 Print checks in full 8½ x 11 format (not supported in V6.1) Pressure Seal Check 8 Print checks in pressure seal format.. (not supported in V6.1) Z-fold Check 9 Prints checks in Z-fold format. This simplex printed form is available for all applications, as well as online check.. (not supported in V6.1) 8½x14 Check (all are self-mailers) A B C D E F G Print checks in full 8½ x 14 format without rate. (not supported in V6.1) Print checks in full 8½ x 14 format with rate. (not supported in V6.1) Print checks in 8½x14 format without rate Print checks in 8½x14 format with rate Print checks in 8½x14 format without rate. Check 21 compliant. Includes hours and earnings on stub. Print checks in 8½x14 format with rate. Check 21 compliant. Includes hours, earnings, and pay rate on stub. Benefit Payments with tax form. Check 21 compliant. Includes distributions on stub [Benefit Payments application only] H Canadian Cheque. Follows Canadian Payments Association Standard 006 check format. Print checks in 8½x14 format. Includes hours, earnings, and pay rate on stub. CSPC (Pay Bonus By Check) - PECE 01/TC72 Value Description 0 No, use each individual individual's DCCD value. 1 Yes, pay all bonuses by check, regardless of the individual's DCCD value. At the Individual Level PTID (Check Message) - PEF1 01, PEP1 01/TC72 Value Description 0 No message Application Reference Manual Chapter 5: Output Production Phase Processing 31

32 Chapter 4 1 Message 1 on check face 2 Message 2 on check face 3 Message 3 on check face 4 Message 4 on check face 5 Message 5 on check face A B C D E J K L M N Message 1 on check face and stub Message 2 on check face and stub Message 3 on check face and stub Message 4 on check face and stub Message 5 on check face and stub Message 1 on check stub Message 2 on check stub Message 3 on check stub Message 4 on check stub Message 5 on check stub STAT (Individual Status) - PEE2 01, PEV2 01, PEV3 01/TC72 - This value cannot be P, F, or S. Value A Description Active F Adjustment 55 I Inactive O Adjustment 52 P Adjustment 50 and 54 S Adjustment 53 T Terminated Z Adjustment 90 and 91 DCCD (Payment Method) - PED1 01, PEDA 01, PEDP 01, PEDS 01, PEF1 01, PEP1 01/TC72 - This value must be C (check). Value C D M S Description Check Deposit Cash ACH (Direct Deposit) Feature Information for Checks The features 32 and 84 affect checks and can be applied to your system. Feature 32, Individual Number on Checks You can print the last five characters of the individual TRAN key on regular format checks and memos. The last five characters print on the extreme right of the face of the check, on the line below the optional check message. 32 Chapter 5: Output Production Phase Processing Application Reference Manual

33 Feature 84, State Name Abbreviation on Payment Stub You can print the two-character Post Service state abbreviation on the individual payment stub for checks, notifications of deposits, and pay receipts. If the DN constant field of any S or L type CD contains zeroes in positions 3-4, and the state code is less than 56 or equal to 63 or 64 in positions 1-2, the appropriate state abbreviation is printed in the CD name on the payment stub. The CD name established in the CD field on the company header is always overloaded with STATE xx, where xx equals the state abbreviation. STATE xx prints for all valid current state tax CDs on the payment stub. This feature does not require any changes to input forms, or file layouts. Year-to-Date Amounts on Check Statements In the year-to-date column on check statements, the following headings and amounts are printed automatically: Gross Payment FICA/Medicare Tax Federal Tax State Tax Pseudo and Automatic Physical Check Numbers Pseudo Check Numbering During processing, the system assigns every check a pseudo number (or record number) which locates it specifically within the check file. The pseudo number serves two purposes: first, it facilitates reruns of individual or groups of checks; second, if you use preprinted physical check numbers on checks (CPHY=1), it allows entering of physical numbers after check processing so that physical check numbers appear on the Deduction Register, Register, and Reconciliation File. Pseudo numbers appear on checks and statements opposite the employee name and above the year-to-date amounts, respectively. Check Number Field With Release (September 6, 2002), the check number field was increased from eight to nine positions. This change had an impact on adjustment masks and screens. As part of this change, the pointer field CN09 was modified to permit the use of a data element name, rather then a direct reference to the miscellaneous area. In order to fully use this enhancement, users must take the following steps: 1. If you have customized screens that use the following adjustment masks, they need to be changed to use the new adjustment mask that incorporates the nine-digit length. Also, the length of the adjustment mask must be expanded one additional position on any corresponding screens, moving the start of the check number from position 38 to position 37. Note that for these adjustment masks, the first two positions are the transaction code (50, 53, 54, and 55), the next two Application Reference Manual Chapter 5: Output Production Phase Processing 33

34 Chapter 4 Old positions are the subcode (05), and last two are the starting position for the check number. New CN09 should be updated to point to a nine-position data element, and all custom screens that previously referenced what was stored in CN09, will now need to be updated to point to the data element. If you are using the delivered AJCK provided by Genesys, you will note that this field has been expanded to nine positions, and you will need to assess if your current AJCK needs to be relocated to accommodate the nine positions. In addition the following payment masks were removed , , , Note that the expanded check number field (starting in position 37 of subcode 05) applies to the deduction schedule using transactions that calculate (52, 90, 91, and 92), and to transactions that are adjusting payments already made (50, 53, 54, and 55). Automatic Physical Check Numbering The Output Production Phase includes optional automatic physical check numbering capabilities. As a user, your input is minimal; you simply: Assign a check number. Begin the automatic physical check numbering process. Optionally, ignore - or bypass - the output results. The system does everything in-between. Background Information The automatic physical check numbering option is controlled by the Check Number File (CHECKNO). This is an indexed file that stores both the Next Check Number to use and the number of checks to print during the current execution of the Output Production Phase. The CHECKNO file requires a record for each group that will receive automatic physical check numbering; each record is identified by an Application ID and a Group Key. Each record also contains a field for a second Application ID and Group Key. Use these second fields whenever you have two groups using the same check numbering sequence. Note that the two groups can be for different applications; for example, the primary group may be for Payroll while the second group could be for Defined Benefits. Default processing assumes that each group uses its own check numbering sequence unless the CHECKNO file record for that group indicates that it uses the same numbering as another group. Step 1: Assign the Beginning Check Number Prior to running your first payroll with automatic physical check numbering, you must tell the system which check number you want to start with (this is known as the 34 Chapter 5: Output Production Phase Processing Application Reference Manual

35 App ID Group Key (CTRN) Next Check Number). You only have to identify the Next Check Number this first time; the system maintains the check numbers from this point forward, unless you tell it otherwise. How you identify the Next Check Number depends on whether you are a Windows user or an OS/390 user. Windows Users To assign the Next Check Number, you must run XCHECKNO.BAT, where X = your application identifier (for example PCHECKNO.BAT for Payroll). This bat file calls in CHECKUPD.CP1, which is a control card. This control card is were you assign the Next Check Number to each of your pay groups. The format of the control card is illustrated below. OS/390 Users To assign the Next Check Number, you must edit the JCL in the CHECKNO file. This JCL is where you assign the Next Check Number to each of your pay groups. The JCL to edit is line 53 of the CHECKNO file. The format of the JCL is illustrated below. All Users, Format for both Control Cards and JCL: Position Check numbering for one group... 1 Type the Group s Application ID. 2-7 Type the Group s Key (CTRN). 8 Blank Blank. Check numbering for more than one group, each using the same check sequencing... Type the secondary Group s Application ID. Type the secondary Group s Key (CTRN). 9 Blank. Type the primary Group s Application ID Blank. Type the primary Group s Key (CTRN). 16 Blank Blank Type the nine-digit Next Check Number (include leading zeroes). Leave these positions blank. Start a new line. Type the primary Group s Application ID in position 1, the primary Group s Key in positions 2-7, and the Next Check Number in positions Example: To set up more than one group using the same check sequencing, you must first set up line A and then set up line B. Line A: App ID Group Key (CTRN) P P App ID Group Key (CTRN) Line B: App ID Group Key (CTRN) Next Check Number Next Check Number P Notes to All Users Application Reference Manual Chapter 5: Output Production Phase Processing 35

36 Chapter 4 1. If, for some reason you need to change the Next Check Number, simply follow the procedure above and type the new check number in positions Once you assign a beginning check number for a group, that group s check numbers must be in one continuous sequence. If the current Next Check Number and the number of checks in the current batch require the use of check numbers that were already used or set aside, you must change the Next Check Number in the CHECKNO file to start at a new check number before you run the Output Production Phase. Step 2: Begin the Automatic Physical Check Numbering Process After you assign a beginning check number, run an Output Production Phase. The Output Production Phase is where the automatic physical check numbering takes place. Note: If it is necessary to rerun an Output Production Phase to recut checks, you must know whether all the groups which share a checking account are being rerun and the number of checks that were destroyed by a jam. It may be possible to update the CHECKNO file and rerun. Alternately, the pseudo-to-physical assignment transactions could be created manually and the CHECKNO file updated after the rerun. The best option is to backup the CHECKNO file prior to every execution of the Output Production Phase and to restore the CHECKNO file from the backup if the Output Production Phase has to be rerun. Step 3: The System Takes Over When you request an Output Production Phase, the system initiates the automatic physical check numbering process through Program 060. This program automatically produces input transactions for Programs 068 and 070, based on your physical check numbers. After the system processes each group, Program 060 automatically: Updates the group s CHECKNO file record with the number of checks to be printed for that group, and Creates input transactions for Programs 068 and 070 (without check numbers). If no CHECKNO file record exists for the group, the system creates one with a Next Check Number of The input transactions that are created have dummy values for all check numbers. (Note that these input transaction differ from those created manually: these carry both the form code from CF10 and the CTRN so that they can be sorted into form and group sequence.) At this point, the system sorts the input for Programs 068 and 070, which was created by Program 060 in group sequence, into both form and group sequence. Next, Program 061 reads: The CHECKNO file (in random access). The sorted input for Program 068 (now in form and group sequence). The sorted input for Program 070 (now in form and group sequence). Program 061 then updates the transactions in the two input files with the actual pseudo numbers and the physical check numbers, based on the number of checks to be printed for each group. They are written to two files that are used as input to Program 068 (SYS001) and to Program 070 (SYS001). 36 Chapter 5: Output Production Phase Processing Application Reference Manual

37 Finally, Program 061 updates the CHECKNO file with the Next Check Number to be used during the next Output Production Phase run and clears the number of checks to be printed to zero. Now the transactions for Programs 068 and 070 are in the format expected by these programs and the transactions contain the correct data to print the physical check numbers on your checks. Step 4: Optionally Ignore the Automatic Physical Check Numbering Results Each time you run an Output Production Phase, the system reads the CHECKNO file and produces input transactions for Programs 068 and 070. Even though the CHECKNO file must exist, and input transaction for Programs 068 and 070 will be created, you are not required to use the automatically produced transactions. You can ignore these transactions by having Programs 068 and 070 read manually created transactions. How you ignore the automatically produced transactions depends on whether you are a Windows or an OS/390 user. Windows Server Users: To ignore the automatically produced transactions, you must edit XOUTPUT.BAT. To do this, dummy out the statement that calls CHECKNO. OS/390 Users: To ignore the automatically produced transactions, you must edit XOUTPUT. To do this, dummy out the statement that calls CHECKNO. Note: X = your application identifier. Application Reference Manual Chapter 5: Output Production Phase Processing 37

38 Chapter 4 Optional Automatic Physical Check Numbering Diagram Check Totals In addition to any totals resulting from CK sort parameters, the system prints totals for each account. Following the last valid check for the account is a void check that shows the account master database key, the number of checks issued, and the total net amount. These same totals appear on the Totals Recap Reports for the cycle. Millions and Non-Millions Format Millions-formatted checks and memos require a printer setting of 8 lines per inch and 28 per page. The printer setting for non-millions checks and memos is 6 lines per inch and 23 lines per page. The face of the check is identical in either format. The format for the millions payment statement differs from that of the non-millions format. Year-to-date figures appear on the lower portion of the statement on the millions format as opposed to the right-hand side of the payment statement on the 38 Chapter 5: Output Production Phase Processing Application Reference Manual

39 non-millions format. Payee name, TRAN key, net pay, and the period-ending date have also been relocated to accommodate millions formatted output. Self-Mailer Format The following is a sample check produced in the self-mailer format. Genesys Self-Mailer Check The Self-Mailer Check is a five-part form: Part One is a file copy. Part Two is the face of the self-mailer envelope. Part Three is the check. Part Four is the individual's earnings and deductions statement. Part Five is the back of the envelope. The following is a sample memo produced in the self-mailer format. Genesys Self-Mailer Memo The self-mailer memo is a four-part form. The part sequence of the memo is identical to that of the check, but to enhance the security of the document, Part Three has been removed. Application Reference Manual Chapter 5: Output Production Phase Processing 39

40 Chapter 4 Speedifold Format Up to 10 CE Categories and 15 CD Categories can be printed on the Genesys Speedifold earnings statement. Individuals with over 15 deductions have the remainder of their deductions totaled into a deduction category called OTHER. The same holds true for those individuals with more than 10 CE Categories. Additionally, 10 year-to-date CE Category and CD Category fields are displayed on the statement. Four of these -- gross pay, FICA, FIT, and SIT -- are standard, and print automatically. Six others are user-defined and are established by appropriately entering the COAA-COAF data elements. The headings that correspond to these fields are set up by entering COHA-COHF. Note: The CF10 and CF15 fields (form and file designations for checks and memos) must be adjusted to ensure that the proper output documents (regular or speedifold) are being used. The values of CF10 and CF15 should relate to the input of CCKF. For OS users, the JCL for Program 068 has to be adjusted to account for these two form changes (CF changes). System fields that relate to print options for checks and memos can be found in the beginning of this section. These options (CQVR, CSPC, CP10-51, CN19, CN20, PTID) can all be used with Speedifold in the same ways that they can be used with regular checks. However, placement of print may be different. Four print masks are printed to ensure proper alignment of forms before individual Speedifold documents are printed. Other System Features That Affect Speedifold (Feature 213) The following features may affect the way the Speedifold feature works: Feature How it affects Speedifold 45 Makes possible the use of CNAM on Speedifold output. CNAM is the data element that prints or suppresses from printing varying combinations of pay group name and sort key on checks and memos. 84 Affects Speedifold output as well as regular checks. Feature 84 prints the state code abbreviation beside the education heading State Tax on the payment statement. 123 Prints the pay frequency code next to the pay period ending date on the payment statement of Speedifold output. 144 Prints alpha net pay on Speedifold checks and memos. Note: Feature 213 (Speedifold) can be used on the same system as Feature 209 (Self-Mailer), but not by the same group. 8½x11 and Pressure Seal Checks In addition to the check styles mentioned earlier in this section, you can also produce two other check styles: 8½x11 checks and Pressure Seal checks. Both the 8½x11 and the Pressure Seal checks include an enlarged check stub area where detailed check information is printed. The stub information prints first, and the actual check is printed on the bottom of the page. The stub and check are separated by a perforation. Both check styles are controlled by the group-level data element CCKF. To produce 8½x11 checks for a group, enter a value of 7 in the CCKF field. To produce Pressure 40 Chapter 5: Output Production Phase Processing Application Reference Manual

41 Seal checks, enter a value of 8 in the CCKF field. These checks are similar in appearance, though the Pressure Seal check is slightly condensed, which allows room for the adhesive edges of the check to seal. Here is a sample check, followed by a description of what is printed in each portion of the check. What Prints on the 8½x11 and Pressure Seal Checks 1. The top portion of the check contains several pieces of information, including: The employee s name, which is either from NAME or Alternate Name (CN19). This is the same name that prints on the actual check portion. Application Reference Manual Chapter 5: Output Production Phase Processing 41

42 Chapter 4 The payment date (CPPD) in MM-DD-CCYY format. The employee s social security number (SSNO). The current check message, if any. The actual message that prints is controlled by CPnn. The location where the message prints is controlled by PTID. The company s name (CN1S). 2. The PAY INFORMATION block contains: The PAY END DATE (CEDT) in MM-DD-CCYY format. This is the pay period ending date. The employee s RATE/SALARY. If the employee s employment type (SHCD) equals S, the system uses SALY, otherwise the system uses RATE. The CHECK number. 3. The EARNINGS AND HOURS block contains: Both current and year-to-date units and earnings, with descriptions. DESCRIPTIONS are from the CE field. CURRENT HOURS are from the OH field. CURRENT EARNINGS are from the OE field. YTD HOURS are from the YH field. YTD EARNINGS are from the YE field. All earnings are printed here, up to 30, unless the earning is listed in CM93 through CM99 (except CM97). See PRE TAX DEDUCTIONS, item 6 below. Any earnings with current amounts are listed. There are 30 available slots. If there are more than 30 earnings, the remaining are totaled into the last slot. 4. The TAX INFORMATION block contains six lines of information: FED EXEMPT (DB02) STATE EXEMPT (DB03) STATE (DN03) TAX STATUS (MARR) FED ADDL (DA02) STATE ADDL (DA03) 5. The MISC INFORMATION block may be blank. However, if filled, this area contains six lines of information for the six optional check fields (COAA-COAF) and descriptions (COHA-COHF). May leave the description area blank, the value will print if greater than The PRE TAX DEDUCTIONS block contains: Both current and year-to-date pre-tax deductions if the corresponding deduction number is listed in CM93, CM94, and CM95 (CD fields). CM96, CM98, and CM99 do the same for earnings (CE fields). 42 Chapter 5: Output Production Phase Processing Application Reference Manual

43 These CM fields identify pre-tax deductions, and they point to deductions that you want to print in the Pre-Tax Deductions box of the check. It does not matter if the amount is negative. The tax sheltering must occur in the earnings fields, but some organizations choose to reduce net pay in a deduction, and some choose to reduce it in an earning. Therefore, the system allows you to point to either or both. Each CM field can hold 4 two-byte deductions numbers. The CM field layout is , which puts 04, 06, 08 into the pre-tax box. DESCRIPTIONs are from the CE field. CURRENT amounts are from the OE field. YTD amounts are from the YE field. There is space for 12 pre-tax deductions. CM97 You may use this field to specify a Period Ending Date, which will print on the 8½ x 11 check. 7. The DIRECT DEPOSIT INFORMATION block contains two areas: one for NET PAY and one for ALT DEPOSITS. These areas are where account numbers print if the employee elected to have direct deposit. NET PAY CHKG ACCT (SAC1) = Account number if net pay is deposited to a checking account. NET PAY SAV ACCT (SAC2) = Account number if net pay is deposited to a savings account. ALT DEPOSITS CHKG ACCT (SAC3) = Account no. if partial pay is deposited to a checking account. ALT DEPOSITS SAV ACCT (SAC4) = Account no. if partial pay is deposited to a savings account. ALT DEPOSITS OTHER ACCT (SAC5) = Account number if deposit is to an optional account. 8. The TAXES block contains: Both current and year-to-date tax deductions if the type code is S or L and/or FICA is T022 and T082 or Medicare is T023 and T083. DESCRIPTIONs are from the CD field. CURRENT amounts are from the OD field. YTD amounts are from the YD field. Any CDs with current amounts are listed. There are 8 print lines. If there are more than 8, the remaining are totaled into the last spot. 9. AFTER TAXES DEDUCTIONS Both current and year-to-date deductions. DESCRIPTIONS are from the CD field. CURRENT amounts are from the OD field. YTD amounts are from the YD field. Application Reference Manual Chapter 5: Output Production Phase Processing 43

44 Chapter 4 Any CDs with current amounts are listed. There are 16 available slots. If there are more than 16, the remaining are totaled into the last slot. 10. All totals print on the bottom of the stub, just above the perforation. There are totals for both current and year-to-date amounts. Current Fields: GROSS PAY (GROS) PRE TAX DEDUCTION (TOTB) is the total of all current amounts listed in the PRE TAX DEDUCTIONS box. TAXES (TOTC) is the total of all current amounts listed in the TAXES box. AFTER TAX DEDUCTIONS (TOTY) is the total of all current amounts listed in the AFTER TAX DEDUCTIONS box. NET PAY (NETP) YTD Fields: GROSS PAY (YGRS) PRE TAX DEDUCTION (TOYB) is the total of all YTD amounts listed in the PRE TAX DEDUCTIONS box. TAXES (TOYC) is the total of all YTD amounts listed in the TAXES box. AFTER TAX DEDUCTIONS (TOYY) is the total of all YTD amounts listed in the AFTER TAX DEDUCTIONS box. NET PAY (YNET) 11. Below the perforation is the actual check. The check includes: The company s name (CN1S) and the check number from the current check number field. The company s address, line 1 (CA2S) and line 2 (CA3S). The check sort key. The check date (CPPD) and amount (NETP). The alpha net pay (if feature 144 is activated). The employee s name (NAME) or alternate name (CN19). Note that if the field pointed to by CN19 is blank, the system prints the employee s name (NAME) on the check. This is the same name that prints at the top of the stub. The employee s address, lines 1-3 (ADR1-ADR3) or the alternate address (CN20). Note that if the field pointed to by CN20 is blank, the system prints the employee s address (ADR1-ADR3) on the check. The check number; same as above. 44 Chapter 5: Output Production Phase Processing Application Reference Manual

45 8½ x 14 Checks The 8½ x14 inch checks include an enlarged check stub area where detailed check information is printed. The stub and check are separated by a perforation. This check style is controlled by the group-level data element CCKF. To produce 8½ x14 inch checks for a group, enter a value of A in the CCKF field. Here is a sample check stub, followed by a description of what is printed in each section. Top of the Check Stub The top portion of the check stub contains the following information: Your name and social security number Your company's name and address Pay Date -- Date the payment is effective. This is the date the funds are deposited in your direct deposit account or the date when you may cash your check Rate/Salary -- Your hourly pay rate or pay period salary Application Reference Manual Chapter 5: Output Production Phase Processing 45