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OPEN SYSTEMS® Accounting Software Direct Deposit User`s Manual

1. Direct Deposit User s Manual 6 6 Conversion You can put this version of Direct Deposit on the system in one of two ways you can install a new system see chapter 2 or you can convert an older version of Direct Deposit to the current version keeping your old files intact Before you convert files you must install the new version of Direct Deposit You can replace and update the programs properly only by using the Install Applications function in Resource Manager Before you convert an application s files verify the version number of the application you are converting from The Data File Conversion function in Resource Manager cannot determine the information from the function When you are ready to convert files use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Manual Consider Your Setup Before you try to convert your version of Direct Deposit to the current version consider the exact setup of your system Modifications to your system might be lost if you install a new version of a program or update a file If you are not sure whether your system is ready for conversion consult your value added reseller Direct Deposit User s Manual A 1 References Converting Payroll and Direct Deposit Version 4 5x A 2 When you select Data File Conversion from the Company Setup menu in Resource Manager the function screen appears A A Tiii
2. Except for the Command Help Esc and Jump Tab commands and the Enter key you can use the Keyboard function on the Workstation Configuration menu in Resource Manager to reassign any function key to any command see the Resource Manager User s Manual Key Operation Esc View the list of commands for the screen you are on and the Command help field you are in To close the commands window press any key Fl Get information about the field you are working on Help F2 Make a selection from a range of entries for a field if the Inquiry Inquiry flag appears at the bottom of the screen F3 Delete the information on the screen Since this command can Delete delete an entire record use it with caution F4 Open a menu of utilities A calculator and Global Inquiry Other which consolidates and presents information from other Direct Deposit User s Manual applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu C 1 C 2 Key F5 Abandon F6 Maintenance F7 Exit F8 List Shift F2 Information PgUp Start over PgDn Proceed Tab Jump Enter Down Arrow Enter Up Arrow Ctrl V Verification on off Operation Move the cursor back to the first field on the screen or to the first field after the key field The entries and changes you made are erased Go
3. gm it Fila Comacadon Belt DLESSTGEF On Shieh fo Diane Files 1 DAB Simp le Entec dice tcey thet conteing the filem co Es coneertad Do poa want source files erased alter oowvereion Do yom went com serrion to pausa 32 s prchlam ix our kippi Beaoription Yerainn ippi Pemoripraon Version The conversion process is automatic and invisible to you Simply specify path names of the source and destination files the application and a couple of preferences 1 Select the target directory from the list The system assigns a number to each OSAS data path with assigned values 2 Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the destination path 3 If you want source files to be erased after conversion enter Y if not or if you are not sure enter N When you are sure that the conversion has been completed successfully you can delete your old data files Direct Deposit User s Manual References 4 If you want the conversion process to pause when a problem occurs enter Y if not enter N The system considers evidence of data not converting correctly or file corruption a problem Whether you enter Y or N the system creates an error log called CNVTLOG in the DATA subdirectory 5 Enter DD at the bottom of the screen in the APPL column PA appears as the second application Then enter the version number you are converting from and press Enter When you enter
4. poo but qnoy zequnN qunooov d r ueN oTdunN 666 T TE ZT eyed Aeq 1000000 uoqeg aTdwes TGSYSO D STTA J10d94 UOTIP9ID STTA HOW Arddns s spTtng WY 07 07 6661 v0 T0 Direct Deposit User s Manual 3 20 Post Checks Features Use the Post Checks function on the Payday Reports and Posting submenu of the Payday Work menu to post checks and clear and update files You must use the Create Direct Deposit File function before you can post Reports A sample posting log is on page 3 25 Screen Use Screen Description Post Checks Use the Post Checks screen to select the year and month you want to post to and to verify that necessary tasks have been completed before posting Direct Deposit User s Manual 3 21 Post Checks Payday Work Post Checks Screen SAS To mine PS Emi be Port Checks Farcold Husker 000034 QUactar Group Code 1 Feciod End 127317 lite Pate Gn Cheeks Lis 3171289 H Period 13 Be wore chet you kaum backed op your date files before postin Fost Toi L Current Fiscal Yeu Z East fiscal Tour 1 Post to Fapzoll Tax Month LZ Decanter Peat Aenosl checks to Time Ticket Eistery TES BRAVE OH COEaCE ri DLESST Deposit File 10 Dutput device lt Ppriatec p Pjporiaa F ite My oo Field Definitions Field Name Description Payroll Number The payroll number you entered in the Calculate Checks or the Manual Checks function is displayed Quarter The
5. To remove an application 1 Press F2 to display the Favorites menu 2 Move your cursor to the submenu or application you want removed 3 Press F10 Direct Deposit User s Manual 1 23 Favorites Menu Introduction Favorites Menu Start Style a L Gd Tensei a To set up the graphical style display you can find an example of the graphical style Favorites menu on page 1 8 follow these steps 1 Position the cursor over the submenu or function you want placed into your Favorites menu 2 Right click on the function or submenu The Favorites menu set up box shown below appears 3 Clickon Add to Favorites 1 24 Direct Deposit User s Manual Introduction Favorites Menu Screen Use Screen Add to Remove Favorites Change to Favorites Main Sample data Live data Setup Function Information Direct Deposit User s Manual Description Use the Add to Remove Favorites menu button to add the desired submenu or function to or from your Favorites menu Toggles your display menu between your Favorites menu and your Main menu Switches between your sample data and your live data Clicking on this button or pressing F9 sets up the selected application Setup works only in certain applications If an application requires a setup function you will find instructions in that application s user s manual Displays information about the selected function 1 25 Function Commands
6. C 4 Right Arrow C 4 Information function key 1 28 C 2 Information menu accessing 1 28 C 2 Inquiry function key 1 27 C 1 partial key 1 31 C 5 inquiry commands C 5 Down Arrow 1 31 C 5 End 1 31 C 5 Enter 1 31 C 5 Esc 1 31 C 5 F5 C 7 F7 1 31 C 5 Home 1 31 C 5 Ins 1 31 C 5 PgDn 1 31 C 5 IX 3 PgUp 1 31 C 5 Up Arrow 1 31 C 5 Ins in field editing command C 4 inquiry command 1 31 C 5 scroll region command 1 34 C 9 Insert line item 1 34 C 9 Insert On Off in field editing command C 4 installation conversion 2 3 methods 2 3 preparing data 2 6 steps 2 3 interfaces Direct Deposit 2 4 Payroll 2 4 inventory search commands 1 32 C 6 alias lookup C 6 customer vendor lookup C 6 detail lookup C 6 item description lookup C 6 lot item lookup C 6 serial number item lookup C 6 Shift F3 C 6 Shift F4 C 6 Shift F5 1 32 C 6 Shift F6 1 32 C 6 Shift F7 1 32 C 6 Shift F8 1 32 C 6 item description lookup command 1 32 C 6 J Jump function key 1 12 1 28 C 2 L laser forms 2 5 last or first name first option 2 5 Left Arrow moving cursor to the left C 4 report command 1 33 C 8 List function key 1 28 C 2 to printer or file 1 28 C 2 Look Up inquiry command 1 31 C 5 IX 4 lot item lookup command 32 C 6 M Maintenance function key 1 28 C 2 help command C 3 manual conventions 1 5 organization 1 5 Manual Checks f
7. Featuring graphical displays access buttons for your installed applications and allowing access to OSAS functions via both the mouse and function keys both graphical style menus allow you a greater selection of interaction with OSAS and your data Both graphical style menus are available in a Windows environment only Much like the Text menu when you select an application in either graphical menu the application s menu presenting several related functions is displayed beside the Main menu Selecting a function leads you to a function screen or to another menu If you are using the Graphical menu click the appropriate button with the mouse to select an application from the Graphical menu To select a function from an application menu click the function s button with the mouse the same way as you do for an application If you choose the Start menu you can select applications from the Main menu in these ways Use the arrow keys and press Enter Click the selection Hold the mouse over the selection From any application menu you can select a button from the previous menu to move directly to that menu If you are several menu levels away from the Main menu you can return to the Main menu by clicking items on previous menus Direct Deposit User s Manual 1 13 Graphical Style Menus Introduction Graphical Main Menu Pa Jet Freien Dom Hum Bs neyo mine a rl E Live Dita SYSTEMS ING You can exit from
8. When you select an application the application s menu which presents several related functions is superimposed over the Main menu Selecting a function leads you to a function screen or to another menu You can select applications from the Main menu in these ways e Use the arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it Direct Deposit User s Manual 1 9 Text Menu Introduction e Press the first letter of the application you want to use The cursor jumps to the first application beginning with the letter press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted press PgDn or Enter to select it Position the mouse cursor over the application and click The application will briefly highlight and switch to the application screen To jump to the first application on the menu press Home To jump to the last application on the menu press End To select a function from an application menu highlight and select your choices the same way you do on the Main menu with one exception you can press PgDn only when an option leads to another menu and you must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately above it If you are several menu levels away from the Main menu you can return to the Main menu by pressing PgUp repeatedly or b
9. style of menu you want displayed The following pages describe how you use each of these types of menus Direct Deposit User s Manual 1 7 Conventions Introduction Favorites Menu The Favorites menu operates in the text based format as well as in the graphical formats The Favorites menu allows quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions With the Favorites menu you save time in no longer switching to and from commonly accessed applications For example if you have application entries in Transactions Accounts Payable Transfer Journals Inventory and Edit Transactions General Ledger rather than enabling each application menu by menu you could set up a Favorites Menu where with one press of the enter key or a click on the button your application would be open for work Favorites Menu Graphical Style For Favorites Menu set up information see page 1 23 1 8 Direct Deposit User s Manual Text Menu The Text menu can be used on all OSAS compatible systems Using text based menus the Text menu shown below offers easy access to your applications Text Main Menu 0545 TA AmE Seien Ei Emi Heip SERLE DATA PETH Oe 0 La Compeng E Beilders Supply 10 12 LN rm Rain Mera r Resource Haaager A Fockriaiien Configuration Colors Fa yboanrd ev na Faimulrm TOO OFN SYSTEE F dccommting Softwares ii
10. you can use the following keys and commands Key Operation Right Arrow Move the cursor to the right Direct Deposit User s Manual 1 29 Function Commands Introduction Key Left Arrow Del Delete Ins Insert on off Home End F9 Undo F10 Delete to end of line Inquiry Commands Operation Move the cursor to the left Delete the character the cursor is on Switch insert mode on and off When the Insert flag appears at the bottom of the screen characters you type push characters after the cursor off to the side When insert mode is turned off characters you type write over existing ones Move the cursor directly to the beginning of the field Move the cursor directly to the end of the field Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command to clear the field Delete the characters in the field to the right of the cursor If insert mode is turned off and you enter a character in the field s first position everything in the field is deleted When you use the Inquiry F2 command several other commands become available for you to use in the inquiry window 1 30 Direct Deposit User s Manual Introduction Function Commands To shorten your data search use a partial key inquiry to cut down the size of the inquiry list For example if you know that the
11. ID starts with J enter J in the ID field before you use the Inquiry command The inquiry list will start with J and run through the end of the list Key PgUp PgDn End Home Down Arrow Up Arrow Ins Look up F7 Exit Enter Esc View commands Direct Deposit User s Manual Operation Display the previous page of the window Display the next page of the window Move directly to the last item on file Move directly to the first item on file Move down one item Move up one item Enter a string of information If you have an idea of what you are looking for and the ID is longer than one character you can make a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with J enter J in the ID field Leave the Inquiry window without selecting anything Select the item the cursor is pointing to Open a window that shows Inquiry window commands and the window ID 1 31 Function Commands Introduction Inventory Search Commands If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Search commands to search for information about items and select an item for entry in the field you are in Key Operation Shift F3 Search for items with a specified alias listed as an alternate Alias Lookup item When you enter the alias you can use the and wildcard characters to restrict or wide
12. Maintenance Direct Deposit Screen E naas tim Sein LE Emmi ep Employes 11 550 04 Lest Hore S hlierke First Home Tica Hid le Initial B Diet DeposLL Erplopes Fraezoce 1 mo Ko ho mo E gt Ro r Vecifiration Field Definitions 5 4 Field Name Employee ID Last Name First Name Middle Initial Direct Deposit Employee Split By Ficect Paporit TEE Bplit bY sin u Account Bhosbec Routing Coie Amount Parcent 1264256543 7690 Fe 000143331 140 00 Ec Orr 2040 120 2558 00 00 ote oo foral 10349 00 Frasa lt Fe o gt to procmad Description Enter the ID of the employee whose direct deposit transaction record you want to add or change The employee s last name is displayed The employee s first name is displayed The employee s middle initial is displayed If you want to set up the employee for direct deposit transactions enter Y if not enter N Select A if the employee s net pay is to be divided by monetary amounts Select P if the employee s net pay is to be divided by percentages Direct Deposit User s Manual File Maintenance Direct Deposit Field Name Type Prenote In Account Number Routing Code Amount Percent Direct Deposit User s Manual Description Select C if the account type is a checking account S if the account type is a savings account or P if the account type is a paycheck If the bank has notified you
13. Master File Lists Employee Direct Deposit Information Command Bar Definitions Command Description Printer Select P to send the list to a printer File Select F to send the list to a file Screen Select S to send the list to the screen End Select E to change your selections or exit to the Master File Lists menu Saving and Exiting After the list is produced the Master File Lists menu appears Direct Deposit User s Manual 6 5 Master File Lists Employee Direct Deposit Information List Employee Direct Deposit Information xxx MOodey JO PUT xxx 00 00S 00 00S 6 0000000 PLS68L9SP A N sburtaes MSaTY prexoo35 TOOOLS 00 00T 00 SZ 920000000 TPIPETZEZ A N Buryo uo 00 SL 920000000 79588695 A N sburtaes ab10s9 sexn TOOMNT 00 007 00 007 TPEZO0SSO TZETISETZO A N sburtaes erzen wTyouor TOONOF 00 007 00 0S SYITOOOSSO EEESPEEGEGEGESEFS A N Buryo uo 00 01 S91000SSO PEEEESESESHESESES A N Buryo uo 00 01 S91000SSO ESEEDESESESEESTES A N sburtaes 00 01 ET0000000 EEESPESESTETESEFS A N sburaes 00 01 10000000 ESESESESPESEESTES A N sburtaes 00 01 10000000 EEESEESPESSEESEDS A N pupo AygourL pzeze TO0UED FZ OSEOOT 6666666 xosyoAeg 00 00Z EEEEET000 SL8S8FLLSL66C86 A N sburtaes SZ 0OSI EEEEET000 VEGTBEFEBEB6 EZ A N Buryosuo epurT eumog TOONOd 0d uv spoo butynoy ASQmN P ur mo ad L Woy suen seAoTduy dI duy uorqeudojurI 4tsodeq yoertq seAoTduy WY ZZ 11 T abeg Ajddng s eptrng 6661 70 10
14. Ower If no manual checks are on file the cursor is in the Group Code field If manual checks are on file the cursor is at the bottom of the screen Field Definitions Field Name Payroll Number Quarter Group Code Period End Date on Checks 3 8 Description The payroll number is displayed from the Payroll Tables file The current payroll quarter is displayed from the Payroll Control table Enter the codes for the groups of employees you want to calculate checks and prepare direct deposit processing for Enter the date the payroll period ends Enter the date you want printed on the checks Direct Deposit User s Manual Payday Work Manual Checks Field Name GL Period Grp Period Beg Pd Code Options Checks are already on file Do you want to start over Direct Deposit User s Manual Description Accept the displayed period to post the entries to or enter a different period The group codes you entered above are displayed For each group code you entered above accept the displayed date or enter a different date for the start of the pay period For each group code you entered above enter the period code 1 5 which indicates when and how each scheduled deduction is taken or enter 6 to skip deductions Enter 1 to enter a manual check 2 to change a manual check that is on file 3 to change a calculated check or 4 to erase the manual checks that are on file and then enter
15. Print Direct Deposit Vouchers screen to specify Vouchers how you want the vouchers to be printed Direct Deposit User s Manual 3 13 Print Direct Deposit Vouchers Payday Work Print Direct Deposit Vouchers Screen SER Geige Kd Pant jep Frint Tacscet Deposit Vuurtara Payroll H mker 000034 QUactar Group Code 1 Feciod End 12311527 Pate On Cheeks 12 317139 H Period 13 Firet YVoucher Humtssr 15320349 Ef Pertact last Geed Form Mumb r SOUP PEIDEIEg dee De pear See it Forint Ferainieg Leave Boch Feint Aligrese me Form Dutput device lt Ppriatec plB ewiew F oie My oo Field Definitions Field Name Description Payroll Number The payroll number you entered in the Calculate Checks or the Manual Checks function is displayed Quarter The quarter you entered in the Calculate Checks or the Manual Checks function is displayed Group Code The group code you entered in the Calculate Checks or the Manual Checks function is displayed Period End The period ending date you entered in the Calculate Checks or the Manual Checks function is displayed Date on Checks The date you printed on the checks in the Calculate Checks or the Manual Checks function is displayed 3 14 Direct Deposit User s Manual Payday Work Print Direct Deposit Vouchers Field Name GL Period First Voucher Number If Restart Last Good Form Number Voucher printing order Print remaining leave Print alignment form Descripti
16. Up Arrow function key 1 28 C 2 inquiry command 1 31 C 5 report command 1 33 C 8 scroll region command 1 33 C 9 updating programs A 1 user s manual conventions 1 5 organization 1 5 V Verification function key 1 28 C 2 View inquiry command 1 31 C 5 Voucher file B 1 Voucher History file B 1 voucher stubs Direct Deposit User s Manual printing on forms 2 5 vouchers printing 2 9 printing on forms 2 5 voiding D 1 W work flow daily tasks 2 9 periodic tasks 2 11 workstation date inserting C 7 Direct Deposit User s Manual IX 7
17. a Graphical menu in these ways e select a button from a previous menu e press the Tab key to go to the Main menu e click the Close box in the upper right hand corner of the window to close OSAS use the Exit F7 command to close OSAS select Exit from the File Menu to close OSAS Direct Deposit User s Manual Introduction Graphical Style Menus Start Main Menu You can exit from a menu in these ways press the left arrow key to go to the previous menu one menu up hold the mouse over a different menu item press the Tab key to go to the Main menu click the Close box in the upper right hand corner to close OSAS use the Exit F7 command to close OSAS select Exit from the File Menu to close OSAS Direct Deposit User s Manual 1 15 Graphical Style Menus Introduction Special Commands in Graphical menus Right click to display the Special Commands menu which allows you to perform these special tasks From the standard menus add a function or menu to the Favorites menu e change to the Favorites menu e change from live to sample data and vice versa e display information about a function perform special application setup From the Favorites menu remove a function or menu change to the Main menu e change from live to sample data and vice versa e display information about a function perform special application setup Menu Keys Most keyboards have a set of functio
18. a check for the employee for the balance not directly deposited If the employee s direct deposit transaction is divided by percentages enter the percentage of the employee s pay that will be directly deposited into each of the specified bank accounts The sum of the percentages you enter must be 100 5 5 Direct Deposit File Maintenance Command Bar Definitions This screen has no command bar Saving and Exiting To save your entries use the Proceed PgDn command To exit to the File Maintenance menu use the Exit F7 command 5 6 Direct Deposit User s Manual Payroll Information Features Use the Employer Bank Information option in the Payroll Information function on the File Maintenance menu to identify your company s bank name routing code account number and ACH security code for file transfers Reports No report is associated with this function Screen Use Screen Description Employer Bank Use the Employer Bank Information option screen to enter Information the bank information necessary for direct deposit transactions Direct Deposit User s Manual 5 7 Payroll Information File Maintenance Employer Bank Information Screen 0545 Tim fine Le Evil Hep Feyzoll Izsformerion Eep lower Bask Inforrart ica Euil3darzm Supply Compass Bar Hare AHIEICAN SECURITY Bars Company Foutir Cock 00132113 Copa decounl Mir 17193915293905 Heer Cheok Y Ceo FS Bast Voucher 00115156 Prim Field
19. any of the following wildcard characters to restrict or widen the search lt gt Shift F6 Lot Item Search for an item based on lot number When you enter the Lookup lot number you can use the and wildcard characters to restrict or widen the search Shift F7 Serial Search for an item based on serial number When you enter Number Item Lookup Shift F8 Item Description Lookup the serial number you can use the and wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search Direct Deposit User s Manual Menu Commands The following commands are available on menu screens To assign these commands to different keys on your system use the Keyboard function on the Workstation Configuration menu in Resource Manager Key F3 Change company F4 Enter access code F5 Toggle sample date F6 Change date Report Commands Operation Select a different company to work with If you used a c parameter in the command to enter OSAS you selected the company you want to work with If you did not enter a c parameter the company the last person used at the terminal is displayed Enter an access code Switch back and forth between your company and sample company H You can use the sample data to experiment w
20. date inserting workstation C 7 setting a day later or earlier C 7 DDDIxxx file B 1 DDTBxxx file 5 11 DDVHxxx file B 1 DDVKxxx file B 1 Del in field editing command C 4 delete character in a field C 4 help contents C 3 information on a screen 1 27 C 1 line item 1 34 C 9 to end of line C 4 detail lookup command 1 32 C 6 Direct Deposit function 5 3 installing 2 3 Direct Deposit file B 1 transmitting D 2 Down Arrow inquiry command 1 31 C 5 report command 1 33 C 8 scroll region command 1 33 C 9 IX 2 E edit line item 1 34 C 9 Employee Direct Deposit Information function 6 3 sample list 6 6 setting up 2 6 Employer Bank Information setting up 2 6 employer paid taxes deduction option 2 6 End in field editing command C 4 inquiry command 1 31 C 5 report command 1 33 C 8 scroll region command 1 34 C 9 Enter function key C 2 inquiry command 1 31 C 5 scroll region command 1 34 C 9 Enter Down Arrow function key C 2 Enter Access Code menu command C 7 entering data 2 6 procedure 2 6 tables 2 7 error log conversion A 3 Esc Command help 1 11 1 27 C 1 inquiry command 1 31 C 5 exit from help screen C 3 from inquiry window 1 31 C 5 from OSAS C 2 from report to menu 1 33 C 8 from screen or window 1 11 1 28 C 2 F F1 function key 1 11 1 16 1 27 C 1 F10 in field editing command C 4 F2 function key 1 27 C 1 F3 function key 1 27 C 1 help command C 3
21. directly to the appropriate File Maintenance function to update information about the field you are in if the Maint flag appears at the bottom of the screen Exit from a screen or a window and disregard everything you entered or exit from OSAS if you are at a menu Send the contents of the screen to a printer or a text file Open an Information menu Each selection on the menu is an information window that you can access if the Info flag appears at the bottom of the screen Each window contains a category of information about the field you are in Move the cursor back to the first field on the screen or to the first field after the key field without erasing the entries or changes you made Approve the data on the screen change the file accordingly and proceed to the next spot field or screen Move the cursor to the next block of data on the screen or to the next field that requires an entry Move the cursor to the next field regardless of whether or not it requires an entry You cannot use this command to change display only fields Move the cursor up or back one field If you changed the information in the field you were in before you used this command the change is lost when you move the cursor up If verification is turned on you must press a key twice to verify that you want to perform that operation Direct Deposit User s Manual Key Ctrl G Bell on off Ctrl F Quick on off Ctrl O Show hide
22. function keys Alt 1 Shell Alt 2 Refresh Help Commands Operation If the bell is turned on it sounds at an error or when you must verify acommand To turn off the bell use this command or the Defaults function in Resource Manager To turn the bell back on use this command again If this option is turned off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry use this command to turn the option on If this option is turned on the applicable function keys are displayed on the screen If this option is turned off no keys are displayed Shell to the operating system To return to OSAS from the operating system type Exit Refresh the data on the screen This option is especially useful if you are on a network and need to get data from far away When you use the Help F1 command three commands become available for you to use on help screens Key F3 Delete F6 Maintenance F7 Exit Direct Deposit User s Manual Operation Delete the help screen contents To recover a deleted help screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens Edit a help screen Exit from the help screen and close the window C 3 In Field Editing Commands When the cursor is in a field that contains information you
23. menu command C 7 scroll region command 1 34 C 9 F4 Direct Deposit User s Manual function key 1 11 1 27 C 1 menu command C 7 F5 function key 1 27 C 2 menu command C 7 F6 function key 1 28 C 2 help command C 3 menu command C 7 F7 function key C 2 help command C 3 inquiry command 1 31 C 5 report command 1 33 C 8 F8 function key 1 28 C 2 F9 in field editing command C 4 fields editing C 4 restoring information C 4 File Maintenance functions 1 4 files descriptions B 1 source A 2 first or last name first option 2 5 function keys C 1 Alt 1 C 3 Alt 2 C 3 changing C 1 commands C 1 Ctrl F 1 29 C 3 Ctrl G 1 12 1 28 C 3 Ctrl O C 3 Ctrl V 1 28 C 2 data entry screens C 1 Enter Down Arrow C 2 Esc 1 11 1 27 C 1 Fl 1 27 C 1 F2 1 11 1 27 C 1 F3 1 27 C 1 F4 1 27 C 1 Fs 1 27 C 2 F6 1 28 C 2 F7 1 11 1 28 C 2 F8 1 28 C 2 PgDn 1 28 C 2 PgUp 1 12 1 28 C 2 Direct Deposit User s Manual Shift F2 1 28 C 2 show hide C 3 Tab 1 12 1 28 C 2 Up Arrow 1 28 C 2 H Help commands C 3 F3 C 3 F6 C 3 F7 C 3 Help function key 1 27 C 1 Home in field editing command C 4 inquiry command 1 31 C 5 report command 1 33 C 8 scroll region command 1 34 C 9 I include vacation sick hours in accrual calculation option 2 5 in field editing commands C 4 Del C 4 End C 4 F10 C 4 F9 C 4 Home C 4 Ins C 4 Left Arrow
24. on ACE File Fedetal Tax ID Federal Femerve Bnuriry Code me P O elec Lert Direct Deposit Foo Mam Fomted On Last Beto Used 5020000 Sscuricr Code Foc Fila Trarafer Ou Lise of 394 Characters Maz ine 1234387220 1274233 78901239327920127439 729012 3432792012394387220 1231424 7805 LH 4114458 EkTGH 3142553105 CHP E HE HOES B Pad Becruriry Code To k Length 0 58 r Verification Frasa Fagio to poocesd Field Definitions Field Name Description Company Bank Name Enter the name of the bank you will transmit your ACH file to Company Routing Code Enter the routing code for your company s bank Company Account Enter your company s bank account number Number Next Check Enter the next check sequence number you want to use This field is updated when checks are printed Next Voucher Enter the next direct deposit voucher number you want to use This field is updated when vouchers are printed 5 8 Direct Deposit User s Manual File Maintenance Field Name Print Field on ACH File Federal Reserve Routing Code Last Direct Deposit Run was Posted on Last Batch Used Security Code for File Transfer Pad Security Code to a Length of Payroll Information Description Select F to include your company s federal tax ID number in the ACH file R to include your company s routing code or B to include the federal reserve bank routing code Contact your bank if you are unsure which option to use If your
25. on file Move directly to the first item on file Move down one item Move up one item Enter a string of information If you have an idea of what you are looking for and the ID is longer than one character you can make a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with J enter J in the ID field before you use the Inquiry command The inquiry list will start with J and run through the end of the list Leave the Inquiry window without selecting anything Select the item the cursor is pointing to Open a window that shows Inquiry window commands and the window ID C 5 Inventory Search Commands When the cursor is in an Item ID field you can use any of the Inventory Search commands to search for information about items and select an item for entry in the field you are in Key Operation Shift F3 Alias Search for items with a specified alias listed as an alternate Lookup item When you enter the alias you can use the and Shift F4 Customer wildcard characters to restrict or widen the search Search for an item based on customer ID or vendor ID Vendor Lookup When you enter the customer or vendor ID you can use the and wildcard characters to restrict or widen the search Shift F5 Detail Search for detailed information about an item You can Lookup enter search information in any of the fields that appear using
26. period 3 4 Direct Deposit User s Manual Payday Work Calculate Checks Field Name Grp Period Beg Pd Code Calculate direct deposit Include salary wages Calculate vacation sick accruals Description The group codes you entered above are displayed For each group code you entered above accept the displayed date or enter a different date for the start of the pay period For each group code you entered above enter the period code 1 5 which indicates when and how each scheduled deduction is taken or enter 6 to skip deductions Enter Y to include direct deposit transactions in the checks calculations Enter N to exclude direct deposit transactions and to produce checks for all employees If you enter N paychecks will be produced for employees whose paychecks are normally directly deposited Enter Y to include salary wages in the calculation for the group codes entered enter N to exclude the wages Enter Y or N to indicate whether or not you want the system to calculate vacation and sick accruals Command Bar Definitions Command Printer File End Saving and Exiting Description Select P to send the log to a printer Select F to send the log to a file Select E to change your selections or exit to the Payday Work menu After the log is produced the Payday Work menu appears Direct Deposit User s Manual 3 5 Payday Work Calculate Checks Calculate Checks Log b
27. support representative if you encounter an inconsistency Open Systems Holding Corp 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 612 403 5700 General Fax 612 496 2495 Support Telephone 800 582 5000 Support Fax 612 403 5870 Internet Address www osas com Introduction General Information Conventions Text Menu Graphical Style Menus Favorites Menu Function Commands Reports Setting Up Installing Direct Deposit Work Flow Payday Work Calculate Checks Manual Checks Print Direct Deposit Vouchers Create Direct Deposit File Post Checks Periodic Processing Create Prenotification File File Maintenance Direct Deposit Payroll Information Tables Direct Deposit User s Manual Contents 1 3 1 5 1 9 1 13 1 23 1 27 1 35 2 3 2 9 3 3 3 7 3 13 3 17 3 21 4 3 5 3 5 7 5 11 Master File Lists Employee Direct Deposit Information References Conversion File Descriptions Function Keys Common Questions Index 6 3 B 1 C 1 D 1 Direct Deposit User s Manual Introduction General Information Conventions Text Menu Graphical Style Menus Favorites Menu Function Commands Reports Direct Deposit User s Manual General Information The OPEN SYSTEMS Accounting Software OSAS product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form
28. terminal usually has a default ID that was assigned when the terminals were added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid only if you are using Resource Manager for LANs The company ID c is the identification code assigned to a company If your system carries two or more companies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Refer to the Resource Manager User s Manual for information about assigning passwords The most general expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 you want to work with company B and the password is lerxst specify that information to enter the system osas t T2 c B a lerxst You can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t c or a and the parameter itself Menu Conventions When you start OSAS the Main menu which presents the applications you can use appears If you are using the Resource Manager for UNIX or DOS the Text menu appears If you are using the Resource Manager for Windows you can choose between the Text Menu Graphical Menu or Start Menu In Windows use the Workstation Configuration Defaults function in Resource Manager to select the
29. Checks 3 21 Direct Deposit User s Manual 3 1 Calculate Checks Features Use the Calculate Checks function on the Payday Work menu to calculate direct deposit transactions at the same time you calculate checks Reports A sample log is on page 3 6 Screen Use Screen Description Calculate Checks Use the Calculate Checks screen to select the information for building the PACHxxx Checks file in preparation for check printing and direct deposit processing Direct Deposit User s Manual 3 3 Calculate Checks Payday Work Calculate Checks Screen E aA Tim sein e Emi Hp Cmlculazm Checka Farcold Husker 000034 QUactar woup Code 1 Feciod End 12311527 Pate SE Cheeks 12 3171239 L Period 13 Gra Period bey Fa Code Srp Period Bey Pi code 1 0101 154 1 Calculate Dirmcr Deposit TE Include Selercy Una TE Colouleate Veranion ick Accruals 123 Phrimemr ple ewiaw F Field Definitions Field Name Description Payroll Number The payroll number from the Payroll Control table is displayed Quarter The quarter from the Payroll Control table is displayed Group Code Enter the codes for the groups of employees you want to calculate checks and prepare direct deposit processing for Period End Enter the date the payroll period ends Date on Checks Enter the date you want printed on the checks and vouchers GL Period Accept the displayed period to post the checks and vouchers to or enter a different
30. Direct Deposit Setting Up Determining Options and Interfaces 2 4 To set up each company s options and interfaces use the Resource Manager Options and Interfaces function see the Resource Manager User s Manual DD is the application ID Interfaces Payroll with Direct Deposit has slightly different interfaces from Payroll but you must set up the interfaces you want to use with Direct Deposit You must have Payroll installed in order to use Direct Deposit Options Your answers to the following questions determine how the system works and how information flows through it 1 Toggle to YES or NO to indicate whether or not you want to interface Payroll Direct Deposit with General Ledger Job Cost and Bank Reconciliation The interface options work independently of each other You can respond to them with any combination of Ys and Ns Toggle to YES or NO to indicate whether or not you want to save Payroll transaction history You cannot produce the Transaction History Report unless you save transaction history Toggle to YES or NO to indicate whether or not you want to save check history You cannot produce the Check History Register or the 941 Report unless you save check history Toggle to YES or NO to indicate whether or not you want to post voided checks to the PACHxxx Checks file These checks have been voided as a result of printing payroll checks not as a result of using the Void Checks function Direct D
31. OPEN SYSTEMS Accounting Software Direct Deposit User s Manual 2210 DD600 Direct Deposit 1998 Open Systems Holdings Corp All rights reserved Document Number 2210 DD60 No part of this manual may be reproduced by any means without the written permission of Open Systems Holdings Corp OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO 5 and Visual PRO S are registered tradmarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows 98 Windows NT and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKUNZIP utilities from Ascent Solutions Inc 9009 Springboro Pike Miamisburg OH 45342 Phone 937 847 2374 Internet www asizip com Printed in U S A This manual is recyclable January 1999 Release 6 00 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer
32. OSAS the copyrights screen shows the version of Direct Deposit you have 6 If data files already exist for Direct Deposit in the intended destination path the following prompt appears DD Data files exist Do you want this task to erase them If you want to erase the existing files and convert the files from the version in the source path enter Y If you enter N you must change your entries so that no conflict exists 7 Tf data files already exist for Payroll in the intended destination path the following prompt appears PA Data files exist Do you want this task to erase them If you want to erase the existing files and convert the files from the version in the source path enter Y If you enter N you must change your entries so that no conflict exists 8 To convert use the Proceed PgDn command 9 The following prompt appears Do you wish a printout of error log after each application If you want the error log to be produced after the files are converted for each application enter Y if you want the log to be produced after all the files are converted enter N If you are converting only Direct Deposit files your answer to this prompt makes no difference If aprompt appears when a problem occurs enter Y to stop the conversion process or N to let the conversion run its course 10 When the process is finished the files are converted Select the output device for the error log Direct Deposit User s Manual A 3 Referenc
33. Once you select an OSAS application function from the menu the function screen appears The way that you enter data on OSAS screens is consistent from function to function To move around the OSAS screens you use the function commands described below Most keyboards have a set of function keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys You can use the commands to work with data entry screens Except for the Command Help Esc and Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help Fl Help F2 Inquiry F3 Delete F4 Other FS Abandon Direct Deposit User s Manual Operation View the list of commands for the screen you are on and the field you are in To close the commands window press any key Get information about the field you are working on Make a selection from a range of entries for a field if the Inquiry flag appears at the bottom of the screen Delete the information on the screen Since this command can delete an entire record use it with caution Open a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands me
34. Using the mouse move the cursor to the menu and click once or click on an icon for the function desired Pictured below is the OSAS pull down menu icon selection 1000 OMN TS 1 CES Accor Salina Fe Taqi Fame Ds Heb asomo Direct Deposit User s Manual 1 17 Graphical Style Menus Introduction File Menu RO isk Feaas gre He Command Icon Key Result Access code F4 Displays the Access Code dialog box See Access Code dialog box below Sample data set F5 Toggles between the Sample Data or Live Data set and the Live Data Workstation date F6 Displays the Workstation date dialog mu box See Workstation Date dialog box below Exit F7 Exits from OSAS Access Code dialog box 1 Enter the access code 2 Click OK to save your entry and return to the Main Menu or Exit to abandon the dialog box and return to the Main menu 1 18 Direct Deposit User s Manual Introduction Graphical Style Menus Workstation Date dialog box al alain Dial E jeornm PP je e 1 Enter the date or use the up down buttons to increase or decrease the date 2 Select OK to change the workstation date System Date to change the workstation date to match the operating system date Abandon to exit without changing the date or Exit to return to the Main menu Tools Menu pe EE risas p s Eee el Command Icon Key Calculator Favorites Menu Fk Tear ree Ces u El ES 10 Change ta Fia Fo Co
35. a powerful accounting solution to your daily and periodic accounting needs Customer Support Open Systems Holdings Corp has a strong commitment to customer service and product quality If you have difficulty in using Open Systems products consult the user manual and other OSAS reference materials If you need more information consult a customer support representative The Structure of OSAS Resource Manager The Resource Manager application is the foundation or shell of OSAS it provides the operating environment that holds the other applications To use OSAS you must run Resource Manager through an operating system based on Microsoft Windows Windows 95 Windows NT UNIX or Novell NetWare OSAS operates on LAN systems across a web server using the OSAS Web program and within a single computer After you install Resource Manager you can use it to install other applications modify how each application works and specify how the overall system operates Base Applications Base applications are designed and produced with the largest possible number of industries in mind They are most effective when you interface them with each other Base applications are usually named after common accounting operations Examples are General Ledger Accounts Payable Purchase Order Accounts Receivable Sales Order Payroll and Inventory Direct Deposit User s Manual 1 3 General Information Introduction Direct Deposit Overv
36. ank Reconciliation Transactions file along with the disbursement entries for the regular checks Print Check History Register Produce the Check History Register as a record of earnings deductions withholdings cash disbursements and amounts that have been directly deposited along with voucher numbers Periodic Tasks You must do the following tasks periodically 1 Create the Prenotification file 2 Print selected reports and lists Create Prenotification File Use the Create Prenotification File function whenever your company needs to add or change information for employees on direct deposit Only employee records that have been added or changed since the last time you used this function are included in the new file unless you choose to resend all prenotifications You must send the prenotification file to and receive approval from the bank before you can process direct deposit transactions for employees Print Selected Reports and Lists Periodically you will print selected reports and lists to review information about your payroll and direct deposit information Use the functions on the Payday Reports and Posting submenu of the Payday Work menu the Payroll Reports menu the Personnel Reports menu the Periodic Processing menu and the Master File Lists menu Direct Deposit User s Manual 2 11 Payday Work Calculate Checks 3 3 Manual Checks 3 7 Print Direct Deposit Vouchers 3 13 Create Direct Deposit File 3 17 Post
37. bank is a federal reserve bank enter the federal reserve routing code The last direct deposit posting date is displayed This field is updated when you post checks and vouchers Accept the displayed batch number If you are transferring several batches posted on different days enter the number of the first batch you want to transfer to the bank If your bank expects your ACH file to begin with a security code enter the code If your bank does not require a security code leave this field blank Enter the required length of the security code for your bank If your code is shorter than required the system appends the required number of characters to your security code The maximum length you can enter is 94 Command Bar Definitions This screen has no command bar Saving and Exiting To save your entries and exit to the File Maintenance menu use the Proceed PgDn command Direct Deposit User s Manual 5 9 Tables Features Use the Tables function on the File Maintenance menu to set up and maintain the Direct Deposit tables You must set up all the Payroll tables in the Direct Deposit Tables file If you do not want to set up all the Payroll tables use your operating system to copy the PATB file to the DDTB file Tables store information about the system data options and default settings for other applications Reports To produce a list of the information entered for each table use the Table List functi
38. can use the following keys and commands Key Right Arrow Left Arrow Del Delete Ins Insert on off Home End F9 Undo F10 Delete to end of line Operation Move the cursor to the right Move the cursor to the left Delete the character the cursor is on Switch insert mode on and off When the Insert flag appears at the bottom of the screen characters you type push characters after the cursor off to the side When insert mode is turned off characters you type write over existing ones Move the cursor directly to the beginning of the field Move the cursor directly to the end of the field Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command to clear the field Delete the characters in the field to the right of the cursor If insert mode is turned off and you enter a character in the field s first position everything in the field is deleted Direct Deposit User s Manual Inquiry Commands When you use the Inquiry F2 command several other commands become available for you to use in the inquiry window Key PgUp PgDn End Home Down Arrow Up Arrow Ins Look up F7 Exit Enter Esc View commands Direct Deposit User s Manual Operation Display the previous page of the window Display the next page of the window Move directly to the last item
39. ed am Tv ELVST 00 0S0 EZ 00 0S0EZ po2 pd beg potrzeg dig syoeyp qeTnoTeo Atddns szept tng 310dey JO puq SI uOnOA JO requNN S 9 u0 JO ISQU N s oTdum Jo 18QUIN syo uo Aeg 3 N Keg ssom DbeM p rzeTeS TUS sTeqoL S199Y qeTnoTeo T 966T T0 T0 T apo pa beg porz dq di ct pordz d T9 666T TE ZT S0949 uo qeq 6661 TE ZT T pug potted apog dnomy Wd v Z 6661 12 21 Direct Deposit User s Manual 3 6 Manual Checks Features Use the Manual Checks function on the Payday Work menu to prepare manual checks and vouchers for direct deposit Reports No report is associated with this function Screen Use Screen Description Manuals Checks Use the Manual Checks screen to select the information for building the PACHxxx Checks file in preparation for check printing and direct deposit processing Manual Checks Page 1 Use the Manual Checks Page 1 screen to enter and edit earning codes for manual checks to change or delete unposted manual checks or to create or clear a direct deposit voucher Direct Deposit User s Manual 3 7 Manual Checks Payday Work Manual Checks Screen SEE re Farisi pare i Payroll Husker 000034 17 TE 54 a woup Cade 1 End 12 517 Lite Cheeks 1231 7199 A Period 13 riod Bey PQ Code Ste Period beg Po Code Annual Checks L 44 Hee Becks Cime Hamal Snecks Chamge Calculated Checka 1 Start
40. eposit User s Manual Setting Up Installing Direct Deposit Toggle to YES or NO to indicate whether or not you want to post voided checks to Bank Reconciliation These checks have been voided as a result of printing payroll checks not as a result of using the Void Checks function Toggle to YES or NO to indicate whether or not you want employees to accrue vacation and sick time automatically Toggle to YES or NO to indicate whether or not you want to use vacation and sick hours for accrual calculations Toggle to FIRST or LAST to indicate whether you want to print the first names of employees first on checks and in reports or whether you want to print last names first Toggle to YES or NO to indicate whether or not you want to print the company name on checks Toggle to PREPRINTED BLANK or LASER to indicate whether you want to print checks on preprinted forms blank check stubs or laser forms If you use preprinted checks the stub is printed first if you use blank check stubs the check is printed first Toggle to YES or NO to indicate whether or not you want to print the company name on direct deposit vouchers Toggle to BLANK LASER FORM or PREPRINTED to indicate whether you want to print vouchers on blank paper or preprinted forms Toggle to BLANK or PREPRINTED to indicate whether you want to use preprinted vouchers with blank stubs or preprinted stubs If you use preprinted stubs the stub is printed first if y
41. eriodic Processing functions 1 4 periodic tasks 2 11 procedures 2 11 PgDn function key 1 28 C 2 inquiry command 1 31 C 5 report command 1 33 C 7 scroll region command 1 34 C 9 PgUp function key 1 28 C 2 inquiry command 1 31 C 5 report command 1 33 C 7 scroll region command 1 33 C 9 Post Checks Direct Deposit User s Manual function 2 10 3 21 sample log 3 25 post voided checks to Bank Reconciliation option 2 5 post voided checks to check history option 2 4 prenotification file setting up 2 6 print company name on vouchers option 2 5 Print Direct Deposit Vouchers function 2 9 3 13 sample 3 16 printing contents of screen C 2 screen contents 1 28 printing checks option 2 5 printing on laser forms 2 5 printing voucher stubs option 2 5 printing vouchers option 2 5 Proceed function key 1 28 C 2 programs updating A 1 Q Quick entry turning on or off 1 29 C 3 R Refresh function key C 3 report commands 1 33 C 7 Down Arrow 1 33 C 8 End 1 33 C 8 Exit 1 33 C 8 F7 1 33 C 8 Home 1 33 C 8 PgDn 1 33 C 7 PgUp 1 33 C 7 Right Arrow 1 33 C 8 Tab 1 33 C 8 Up Arrow 1 33 C 8 Reports conventions 1 35 including all information 1 35 limiting information 1 35 selecting information for 1 35 Resource Manager backing up 2 8 IX 5 operating systems 1 3 Options and Interfaces 2 4 Right Arrow moving cursor to the right C 4 report command 1 33 C 8 s sa
42. es After conversion is finished and the error log is produced the Main menu with Payroll with Direct Deposit added appears Converting Payroll 4 5x and 5 0 Without Direct Deposit A 4 Follow the steps above for conversion except for step 5 When you come to step 5 enter DD for the application ID PA appears as the second application and the following prompt appears Some source files missing for DD Do you want a printout of them Enter No and continue with the remaining conversion steps If you chose to print an error log the following error message appears DDDIxxx does not exist It could not be converted Since Direct Deposit was not previously installed ignore this message Direct Deposit User s Manual File Descriptions DDDIxxx Direct Deposit The DDDIxxx file stores employee information such as names account numbers and bank and routing information DDVHxxx Voucher History The DDVHxxx file stores voucher history This file is cleared when you remove check history in the Periodic Maintenance function DDVKxxx Voucher The DDV Kxxx file stores voucher information that is used in conjunction with the PACHxxx Checks file Direct Deposit User s Manual B 1 Function Keys Function Keys C Most keyboards have a set of function keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys You can use the commands to work with data entry screens
43. g Create Prenotification File Field Name Description Mark all prenotifications To mark all employees in the prenotification run approved in this run approved enter Y The system then sets the Prenote In field in the File Maintenance Direct Deposit function to YES Entering Y here saves you from having to update employees individually in the Direct Deposit function If you do not want to mark all employees in the run approved until you receive a reply from the bank and then update the information through the File Maintenance Direct Deposit function enter N Command Bar Definitions This screen has no command bar Saving and Exiting To create the prenotification file use the Proceed PgDn command After the file 1s created the Periodic Processing menu appears Direct Deposit User s Manual 4 5 File Maintenance Direct Deposit Payroll Information Tables Direct Deposit User s Manual 5 3 5 7 5 11 5 1 Direct Deposit Features Use the Direct Deposit function on the File Maintenance menu to set up and maintain direct deposit transactions for employees who want their net pay to be directly deposited into their bank accounts Reports No report is associated with this function Screen Use Screen Description Direct Deposit Use the Direct Deposit screen to enter account numbers routing codes and amounts for direct deposit employees Direct Deposit User s Manual 5 3 Direct Deposit File
44. iew Use Direct Deposit to set up and maintain an automatic method of depositing employee paychecks directly into the employee s bank accounts You can distribute the employee s pay among as many as six accounts This user s manual explains enhancements made to Payroll functions and new functions that were introduced because of the Direct Deposit connection with Payroll Only the Direct Deposit system enhancements and additions to Payroll are described in this user s manual If a subject is mentioned in both manuals this manual overrides the Payroll User s Manual If you cannot find information in this user s manual refer to the Payroll User s Manual Payday Work After you have set up Payroll and Direct Deposit using the File Maintenance functions you can use the Payday Work functions to enter and calculate checks produce vouchers and process direct deposit transactions at your bank Periodic Processing Use the Create Prenotification File function on the Periodic Processing menu to create the file necessary for the bank to verify account numbers and routing codes File Maintenance Use the File Maintenance functions to set up and maintain direct deposit information for your employees Master File Lists Use the Employee Direct Deposit Information function to print employee direct deposit information 1 4 Direct Deposit User s Manual Conventions Your manual will help you to install OSAS on any standard machine w
45. install anew system or you can convert the old files and upgrade the system To install Direct Deposit use the Install Applications function in Resource Manager see the Resource Manager User s Manual To convert files and upgrade the system see appendix A Before installing Direct Deposit make sure that you are using Resource Manager version 5 21 and Payroll version 5 21 and that there are no unposted checks in Payroll Both Payroll and Payroll State Tax Routines must be installed before you install Direct Deposit If you are using a version of Payroll prior to 5 21 use the Resource Manager Install Applications function to install Payroll 5 21 No special considerations are needed for Payroll when you use this function If you have made modifications to OSAS contact your authorized reseller before proceeding with the installation To install Direct Deposit follow these steps 4 Use the Resource Manager Install Applications function to install Direct Deposit When you install Direct Deposit the system removes the Payroll application from the menu the Payroll functions are now in Direct Deposit After you install Direct Deposit the Main menu with Payroll with Direct Deposit added appears 5 Use the Resource Manager Create Data Files function to create DD data files for your system Enter No at the following prompt Payroll data files exist Do you want this task to erase them Direct Deposit User s Manual 2 3 Installing
46. irectly to the top of a group of pages Move directly to the bottom of a group of pages Exit to the menu from any point in the report Move left one character Move right one character Toggle between the left and right halves of a report Move a line up and down the screen to line up information when you toggle between halves of a report Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands Key Down Arrow Up Arrow PgUp Direct Deposit User s Manual Operation Move down one line item Move up one line item Move to the previous screen or to the first line if you are on the first screen 1 33 Function Commands Introduction 1 34 Key PgDn Home End F3 Delete Ins Insert Enter Edit Operation Move to the next screen or to the last line if you are on the last screen Move to the first line item in the entire list Move to the last line item in the entire list Delete the line item at the prompt gt Insert a line item at the prompt gt Edit the line item at the prompt gt Direct Deposit User s Manual Reports Selecting a Range of Information Sorting To produce a report you must specify the amount of information you want in the report e To produce a report that includes all the available information leave the From Thru fields on the report function screen blank For example if
47. is displayed Enter Y or N to indicate whether or not you want to overwrite the existing direct deposit file Command Bar Definitions Command Printer File End Saving and Exiting Description Select P to send the report to a printer Select F to send the report to a file Select E to change your selections or exit to the Payday Reports and Posting submenu After the report is produced the Payday Reports and Posting submenu appears Direct Deposit User s Manual 3 19 Payday Work Create Direct Deposit File ACH File Creation Report TZ 9vO0L 52 05 00 007 SZ ost 75 9077 9 TSS 16 7597 LT 6 TV LS 6902 26 ET 26 ET 26 ETP 6 17 26 ELF S 0S 00 007 SZ 0SI TELEELOOO 8ZTOEOTBTOEBZOL TELEELOOO GLES8PLLSLE6E86 SbuTneS EEELETOOO PeSzBEPEseserEz SutyoeyO 920000000 Tv9vetzez Duryosuo 920000000 ezos8869s Sbutaes G9TOOOSSO EEESHEESEGESEGEHS BDuryosuo S9TO00SSO DEEEESESESVEGESES Duryosuo S91000SSO ESEEVESEGESEESVES S uUTARS ETO000000 EEESHESEGHEVEGEHS SHUTARS ETO000000 ESESESESVESEESVES sbutaes ETO000000 EEESEESVESSEESENS BDurTyosuo EEEEET000 SLES8PLLSLE6E86 SbuTaes EEEEET000 PES7REPESEBEPEZ PUTADSYI xxx Modey ZI SUO O SU IL JO 19 3uno99y yueg Aueduiog 04 pa11q8g qui epurT sumog 3b1099 sexnT AYAQUTL pie199 eputT sumog JO PUA xxx qUNN TEIOL nowy TeIOL TOONOE 100311 00339 Toonoa T avd
48. ith functions and learn how the system works without risking live data Access the date field and change the OSAS date If you do not use this command the OSAS date and time are taken from the date and time specified by the operating system When you are in a field that requires a date you can press D to insert the workstation s date to set the date a day later or to set the date a day earlier You can use the following commands when a report is displayed on the screen Key PgUp PgDn Direct Deposit User s Manual Operation Move to the previous page of the report Move to the next page of the report C 7 0 8 Key Home End F7 Exit Left Arrow Right Arrow Tab Toggle Up Arrow Down Arrow Operation Move directly to the top of a group of pages Move directly to the bottom of a group of pages Exit to the menu from any point in the report Move left one character Move right one character Toggle between the left and right halves of a report Move a line up and down the screen to line up information when you toggle between halves of a report Direct Deposit User s Manual Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands Key Down Arrow Up Arrow PgUp PgDn Home End F3 Delete Ins Insert Enter Edit Direct Deposit User s Manual Operation Move down one line item Move u
49. ithin many popular operating systems and help you with your accounting software questions In the manual we use the term Conventions or standards to help describe complicated processes new terms and to help you use your OSAS applications Manual Conventions This User s Manual is divided into these sections made up of several chapters e The Introduction provides an overview of this application and the OSAS system including installation procedures graphical and text based application features and function key references e Installation explains the steps necessary to begin using this application in your company including how to install the application on your system e The last part of your manual is made of several chapters each chapter describing a function group within this application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual we use these terms for using the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right click is a single press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action a
50. l you might process your payroll once a month or every two weeks or you might use manual checks weekly or daily to pay employees See the Payroll User s Manual to organize your Payroll tasks You must do the following tasks to process direct deposit transactions Calculate checks and manual checks Print checks and vouchers for employees Generate the Direct Deposit file Send or transmit the file to your bank Produce the Paycheck Received Report Post checks Produce the Check History Register UN A ED Calculate Checks and Manual Checks When you have finished posting payroll transactions use the Calculate Checks or the Manual Checks function to create check information before you print checks or vouchers When you use the Calculate Checks function you can have the system calculate direct deposit transactions at the same time When you use the Manual Checks function you can choose to create a voucher for an employee Print Vouchers After you have calculated checks or created manual checks use the Print Direct Deposit Vouchers function to produce vouchers for employees whose pay is directly deposited Direct Deposit User s Manual 2 9 Work Flow Setting Up Generate and Transmit Direct Deposit File Use the Create Direct Deposit File function to generate the ACH Automated Clearing House file you will send to the bank Contact your company s bank to determine whether the file should be transmitted by modem or on a di
51. lect P to send the posting log to a printer File Select F to send the posting log to a file End Select E to change your selections or exit to the Payday Reports and Posting submenu Saving and Exiting After the log is produced the Payday Reports and Posting submenu appears 3 24 Direct Deposit User s Manual Post Checks Payday Work Posting Log Tp L6 et Ore Tv EL6 0p EsE 08 979 OT 62h EZ VEE 0 986 OT 62h EZ VEE 00 00T 00 S 0S L8b 00 0S 00 SLT 60 vT vz cb 3Tp zo J10d8y Jo puq rad TOOENA qunooov yueg 0 P94S04 s ET 08 SE ZI poTaag souetTeg 19 08 925 E 00 S sur dusun OT 6ZR T 00 S IQSVO ATdum EZ PEE 00 sS ezeoTpen 2ATduy 00 0SS 0E 0207 eben pat1eTes 100Y pTOH 7 000001 Aryug useo 3 l T vE0z H M NW LEOZ sur dw un T ZEOZ Tasvo sATdum zEoZ ezeotpen eATduy 0807 HM Te3z p a I ZE0Z IQSVO ATdum ZEOZ ezeotpen 147duE 0507 ueTd 10098 0108 Buryae 0507 ATO 6666 uotun 7peX 0707 Aem pa3tun OSes sur qeq OSes sul TeOTp W 3rq q 3unooov T9 uoradr3os q syo uo 3804 WY ZZ 0l1 3V4 rddng s eptrng 6661 v0 TO T 3 25 Direct Deposit User s Manual Periodic Processing Create Prenotification File Direct Deposit User s Manual 4 3 4 1 Create Prenotification File Features Use the Create Prenotification File function on the Periodic Processing menu to create the file necessary for
52. mmand Icon Key Change to F2 Favorites Direct Deposit User s Manual Result Displays the Windows calculator Result Displays the Favorites menu Main menu See Favorites Menu on page 1 23 Graphical Style Menus Introduction 1 20 Other Menu Die Loa Favcates TEN ale ep Cabak saru a am pasing prian Comer Cal a PDS oe Phiri hipahiy ADD ice piri Yapi er Gone norton mapan p uppa araon Lim paranta The Other menu contains a set of utilities A calculator and Global Inquiry which consolidates and presents data from other applications are some of the utilities on the Other menu See the Resource Manager User s Manual for information about the utilities on the Other menu Help Menu Ele Hook Fleas Ote EFJ Beane e Command Help About OSAS Icon Key al Fl Result Displays the online help Displays the About OSAS dialog box Direct Deposit User s Manual Introduction Graphical Style Menus Toolbar Icons ala 2 mig z 9 There are three icons on the toolbar that were not described above Icon Key Result Displays the Application Information dialog box Opens an MS DOS prompt Displays a screen for calling any BBx program Be that does not require variables to be passed to it See the Resource Manager User s Manual Other Graphical Screen Features The graphical screens offer more than shortcuts to application functions In version 6 0
53. mple data toggle to C 7 save check history option 2 4 scroll region commands 1 33 C 9 Down Arrow 1 33 C 9 End 1 34 C 9 Enter 1 34 C 9 F3 1 34 C 9 Home 1 34 C 9 Ins 1 34 C 9 PgDn 1 34 C 9 PgUp 1 33 C 9 Up Arrow 1 33 C 9 serial number item lookup 1 32 C 6 setting up access codes 2 6 2 7 Direct Deposit tables 2 6 employee direct deposit information 2 6 employer bank information 2 6 options and interfaces 2 4 prenotification file 2 6 tables 2 7 setup steps 2 6 Shell function key C 3 Shift F2 function key 1 28 C 2 Shift F3 inventory search command C 6 Shift F4 inventory search command C 6 Shift F5 inventory search command C 6 Shift F5 inventory search command 1 32 Shift F6 inventory search command C 6 Shift F6 inventory search command 1 32 Shift F7 inventory search command C 6 Shift F7 inventory search command 1 32 IX 6 Shift F8 inventory search command C 6 Shift F8 inventory search command 1 32 source files deleting after conversion A 2 Start Over function key 1 12 1 28 C 2 T Tab function key 1 28 C 2 report command 1 33 C 8 Tables company specific 2 7 function 5 11 PATB 2 7 Payroll 5 11 setting up 2 6 2 7 terminal parameter 1 7 time card calculator option 2 5 toggle between halves of reports 1 33 C 8 to sample data C 7 transmitting ACH file 2 10 transmitting direct deposit file D 2 U Undo in field editing command C 4
54. n keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys Key Fl Key Help F2 Favorites Menu F4 Access Code F5 Live Sample swap Operation Displays the list of Icons and Functions keys available to you Displays the Favorites menu Displays the Access Code dialog box Switches between live and sample data Direct Deposit User s Manual Graphical Style Menus Key Operation F6 Displays the current workstation date and allows you to Workstation Date change it F7 Exits from OSAS Exit F9 Allows certain functions to be set up Works only in certain Application Setup applications This application does not use an application setup function F10 Allows you to add to and delete from your Favorites menu Change to Favorites Right click Shift FS Change menu style Shift F2 Application Info Window Title Bar Menus works only with Start style menu Displays the a functions display box Switch between text and graphical menu styles without going into Defaults Displays information about the applications you have installed When working using the graphical menus you can use the pull down menus and tool buttons graphical icons to access functions without using the function keys While the function keys still work in the graphical menus the menu bar and icons offers you a choice in how you access certain functions
55. n the search Shift F4 Search for an item based on customer ID or vendor ID Customer Vendor When you enter the customer or vendor ID you can use the Lookup and wildcard characters to restrict or widen the search Shift F5 Search for detailed information about an item You can Detail Lookup enter search information in any of the fields that appear using any of the following wildcard characters to restrict or widen the search lt gt Shift F6 Search for an item based on lot number When you enter the Lot Item Lookup Shift F7 Serial Number Item Lookup Shift F8 Item Description Lookup lot number you can use the and wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search Direct Deposit User s Manual Introduction Function Commands Report Commands You can use the following commands when a report is displayed on the screen Key PgUp PgDn Home End F7 Exit Left Arrow Right Arrow Tab Toggle Up Arrow Down Arrow Operation Move to the previous page of the report Move to the next page of the report Move d
56. new manual checks This prompt appears if you have entered checks for the group Enter N if you do not want the checks on file to be erased Enter Y only if you are sure that you do not need the paychecks on file 3 9 Manual Checks Payday Work Manual Checks Page 1 Screen MER Being KR Em bie Pia 1 of F Emruml Checks Erplojee SAUD Becblieske Tina EB BeqQeeace Groma Par 17159 67 Pieza 12 Chert Ho 1135 Hera Bored 1514 00 Earn Code Pescriptio n State Leesa LLE Hours deal laaa dep Job Phasa natr Grube hate rail Bonus FR n1 173 330 L71529 87 Prz 200 05 000 Facrnirg 001 of 0011 etss Pay Tonal 1759 67 Entec edit Egpend Colcelstce check Next page Header Paleta check Field Definitions Field Name Description Employee Enter the ID of the employee the check is for Sequence If you entered two checks for the employee the Employee field changes to Sequence use the Inquiry F2 command to select the check you want to change You can use the Delete F3 command twice to delete the check Gross Pay The employee s gross pay for the check is displayed Pieces If applicable enter the number of pieces the employee is being paid for 3 10 Direct Deposit User s Manual Payday Work Manual Checks Field Name Check No Create voucher Clear voucher Weeks Worked Description If you are entering the check after it was issued enter the number of the check you issued to the em
57. ning on or off 1 12 1 28 C 3 C Calculate Checks function 2 9 3 3 Change Company menu command C 7 Change Date menu command C 7 Direct Deposit User s Manual Index Check History Register 2 11 checks printing on forms 2 5 Checks file B 1 Command help 1 11 1 27 C 1 closing window 1 11 1 27 C 1 commands data entry screens C 1 help C 3 in field editing 1 29 C 4 inquiry C 5 inventory search C 6 menu C 7 report 1 33 C 7 scroll region 1 33 C 9 company name on checks option 2 5 company parameter 1 7 conventions report 1 35 user s manual 1 5 converting deleting source files A 2 Direct Deposit A 1 A 4 effect on modifications A 1 erasing existing files A 3 error log A 3 from version 4 5x A 2 pausing for problems A 3 prerequisites A 1 Create Direct Deposit File function 2 10 3 17 sample file creation report 3 20 Create Prenotification File function 1 4 2 11 4 3 creating prenotification file 2 6 Ctrl F function key 1 29 C 3 IX 1 Ctrl G function key 1 12 1 28 C 3 Ctrl O function key C 3 Ctrl V function key 1 28 C 2 cursor moving to beginning of field C 4 moving to end of field C 4 moving to next field C 2 moving to the left C 4 moving to the right C 4 moving up or back one field 1 28 C 2 selecting item 1 31 C 5 customer support 1 3 customer vendor lookup C 6 D daily tasks 2 9 data entering 2 6 Data File Conversion screen A 2 steps A 2
58. nu Move the cursor back to the first field on the screen or to the first field after the key field The entries and changes you made are erased 1 27 Function Commands Key F6 Maintenance F7 Exit F8 List Shift F2 Information PgUp Start over PgDn Proceed Tab Jump Enter or Down Arrow Enter Up Arrow Ctrl V Verification on off Ctrl G Bell on off Introduction Operation Go directly to the appropriate File Maintenance function to update information about the field you are in if the Maint flag appears at the bottom of the screen Exit from a screen or a window and disregard everything you entered Send the contents of the screen to a printer or a text file Open an Information menu Each selection on the menu is an information window that you can access if the Info flag appears at the bottom of the screen Each window contains a category of information about the field you are in Move the cursor back to the first field on the screen or to the first field after the key field without erasing the entries or changes you made Approve the data on the screen change the file accordingly and proceed to the next spot field or screen Move the cursor to the next block of data on the screen or to the next field that requires an entry Move the cursor to the next field and accept the data entered Move the cursor up or back one field If you changed the informati
59. of something other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and you want all of them to be in a report you might enter 1 at From and 20 at Thru expecting them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order they are listed in a different order 1 10 19 2 20 3 9 To prevent that situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 00000000000000000001 through 00000000000000000020 Output Device Report functions screens offer four output options printer file screen and end When you need a hard copy of a report select P and either accept the printer that appears or enter the code for the printer you want to use If applicable select if you want the report to be in standard size print or C if you want it to be in compressed print If you want to stop printing after it has begun press Ctrl Break Ifyou want to save the report as a data file for example to include it in a word processed report in CR LF format select F The data path for the workstation including the default drive appears if it is specified in the Defaults function Enter the filename and file extension using no more than 35 characters overall To preview the report you must be using the Visual PRO 5 Interpreter and have a sysp
60. of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu Switches between live and sample data Displays the current workstation date and allows you to change it Exits from OSAS Allows certain functions to be set up Works only in certain applications The application s user s manual will describe the function if necessary Allows you to add to and delete from your Favorites menu Text Menu Introduction Key Operation Shift F5 Switch between text and graphical menu styles without going Change menu style into Defaults Shift F2 Displays information about the applications you have Application Info installed PgUp Move back one menu level Start over Tab Move back to the Main menu Jump Enter Select a menu or function from a menu Up Arrow Move the cursor up or down through the menu selections Down Arrow Ctrl G If the bell is turned on it sounds at an error or when you must Bell on off verify a command Use this command to turn off the bell To turn the bell back on use this command again 1 12 Direct Deposit User s Manual Graphical Style Menus There are two types of graphical style menus to choose from The standard Graphical menu features application buttons that resemble many Windows functions The Start Main menu is named because of its functional resemblance to the Start menu in Windows 95 and Windows NT
61. on The general ledger period the checks are posted to from the Calculate Checks or the Manual Checks function is displayed Accept the displayed voucher number or enter a different voucher number If you are reprinting vouchers enter the number of the last voucher that was printed correctly Select E to print vouchers by employee ID C to print by check location or D to print by department Select V to print remaining vacation leave on the vouchers S to print remaining sick leave B to print both or N to print neither Enter Y or N to indicate whether or not you want to print an alignment form Command Bar Definitions Command Printer File End Saving and Exiting Description Select P to send the vouchers to a printer Select F to send the vouchers to a file Select E to change your selections or exit to the Payday Work menu After the vouchers and the log are printed the Payday Work menu appears Direct Deposit User s Manual 3 15 Payday Work Print Direct Deposit Vouchers Direct Deposit Voucher 3zod q JO puq I SAEHINON JO ON ST 06 SWMHHOnOA IHN WIOL 00 00SL SSOD WIOL v6 TLLGZ T9 OTSZT Z8 EBE8 00 00SL 00 00 00SL eq JON GLA ped AIA ware GIA Keg JN ped rang ureg 1209 oyey Keg 000 96 Burureusu 49TS 00S 6TT Sututeusy oe 00 SzS 00 ueTa 1015 LL 68 T 00 A107 00 002 00 uorun p919 78 80 00 Aem poyrun 80 FI 00 sul Tequeq 02 tr 00 SUI Te
62. on in the field you were in before you used this command the change is lost when you move the cursor up Tf verification is turned on you must press a key twice to verify that you want to perform that operation Tf the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in chapter 3 To turn the bell back on use this command again Direct Deposit User s Manual Introduction Function Commands Key Operation Ctrl F If this option is turned off the cursor stops at every field Quick on off possible To make the cursor skip the fields that do not require an entry use this command to turn the option on Ctrl O Tf this option is turned on the applicable function keys are Show hide function displayed on the screen If this option is turned off no keys are keys displayed Help Commands When you use the Help F1 command three commands become available for you to use on help screens Key Operation F3 Delete the help screen contents Delete To recover a deleted help screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens F6 Edit a help screen Maintenance F7 Exit from the help screen and close the window Exit In Field Editing Commands When the cursor is in a field that contains information
63. on on the Master File Lists menu Screen Use Screen Description Tables Use the Tables screen to maintain system tables Direct Deposit User s Manual 5 11 Tables File Maintenance Tables Screen B isas nim Zeirg a Hep q A AAA DQ Table LED VERE bese BEI Haker af Cola n luma L rt hi The T Field Definitions Field Name Description Table ID Enter or change the table ID To set up a company specific table enter the table ID plus the one to three character company ID To set up a terminal specific table enter the table ID plus the four character terminal ID Copy From This field appears if you entered a new table ID To copy a company specific or a terminal specific table enter the table ID plus the company and terminal ID Description Enter or change the description of the table Number of Cols The number of columns in the table is displayed Column Length The length of the columns in the table is displayed 5 12 Direct Deposit User s Manual File Maintenance Tables Field Name Description Type The type of characters you can enter in the table is displayed alphanumeric A numeric N or numeric with one to four decimal places Although you can change the type you cannot enter any other type of character than the table originally specified Command Bar Definitions This screen has no command bar Saving and Exiting To save your entries and exit to the File Maintenance menu u
64. ou use blank stubs the voucher is printed first If you use laser vouchers toggle to BLANK Toggle to YES or NO to indicate whether or not you want to use the time card calculator during entry of time tickets for hourly employees Direct Deposit User s Manual 2 5 Installing Direct Deposit Setting Up 15 Toggle to HOME or WORKED to indicate whether you want to post employer paid taxes and deductions to the employees home department from the PAEGxxx Employee General Information file or the department s they worked in during the pay period Preparing Your Data Follow these steps to prepare your data Gather your bank information routing codes account numbers and security codes for file transfers Gather account information for your employees such as account numbers and amounts percentages to be allocated to various accounts Entering Your Data When you set up Direct Deposit gather and enter the information in the order below As you complete the setup steps use the Master File Lists functions to print the information you entered in each step use the lists as references throughout the setup process 1 2 2 6 Set up the Direct Deposit tables Set up employer bank information Enter direct deposit information for each employee who has direct deposit in the Direct Deposit function Create the prenotification file Send the prenotification file to your bank for approval When you receive approval f
65. p one line item Move to the previous screen or to the first line if you are on the first screen Move to the next screen or to the last line if you are on the last screen Move to the first line item in the entire list Move to the last line item in the entire list Delete the line item at the prompt gt Insert a line item at the prompt gt Edit the line item at the prompt gt C 9 Common Questions It looks as if the system has not calculated a direct deposit voucher for one employee Why not The system calculates direct deposit vouchers only for employees whose Prenote Out status is N and whose Prenote In status is Y The Prenote Out field shows whether the prenotification file has been sent to the bank for the employee The Prenote In field shows whether the bank has approved the information You can check the status by producing the Employee Direct Deposit Information List You can change this information in the File Maintenance Direct Deposit function If you make changes through the Direct Deposit function you must send the prenotification file to the bank for approval Can I void a voucher No and you cannot void a check that was created along with the voucher You must enter a negative manual check see the Payroll User s Manual What is the direct deposit file called The default name for the direct deposit file is DDEPOSIT XXX XXX is the company ID You can change the filename when you use the C
66. ployee If you do not enter a check number check numbers are assigned automatically when you print checks This prompt appears if you are entering a check for an employee with direct deposit If you want to create a voucher for direct deposit enter Y If you want to issue a check for the entire amount of the transaction enter N This prompt appears if you are editing a voucher If you want to issue a check for the entire amount of the transaction enter Y If you want to create a voucher for direct deposit enter N Enter the number of weeks the employee worked Command Bar Definitions Command Enter edit Append Calculate check Next page Header Delete check Saving and Exiting Description Press Enter to edit an earning code Press A to append an earning code Press C to calculate a check Press N to go to the next page of line items Press H to go to the header for the transaction Press D to delete the check To save your work and proceed to the next page of line items press N To exit to the Payday Work menu use the Exit F7 command Direct Deposit User s Manual 3 11 Print Direct Deposit Vouchers Features Use the Print Direct Deposit Vouchers function on the Payday Work menu to print the direct deposit pay vouchers you created in the Calculate Checks and the Manual Checks functions Reports A sample voucher is on page 3 16 Screen Use Screen Description Print Direct Deposit Use the
67. quarter you entered in the Calculate Checks or the Manual Checks function is displayed Group Code The group code you entered in the Calculate Checks or the Manual Checks function is displayed Period End The period ending date you entered in the Calculate Checks or the Manual Checks function is displayed Date on Checks The date you printed on the checks in the Calculate Checks or the Manual Checks function is displayed 3 22 Direct Deposit User s Manual Payday Work Post Checks Field Name Description GL Period The general ledger period the checks are posted to from the Calculate Checks or the Manual Checks function is displayed Bank Account If Direct Deposit is interfaced with Bank Reconciliation accept the displayed bank account to debit or enter a different account Post To If Direct Deposit is interfaced with General Ledger and the system detects general ledger last year files select 1 to post to the current fiscal year or 2 to post to the previous fiscal year Post to Payroll Tax Accept the displayed month or enter a different month to post Month to Post manual checks to If you want to post manual checks to time ticket history enter time ticket history Y if not enter N Have you created the If you have created the direct deposit file enter Y if not enter direct deposit file N Direct Deposit User s Manual 3 23 Post Checks Payday Work Command Bar Definitions Command Description Printer Se
68. reate Direct Deposit File function The system appends your company ID to the name you enter Contact your bank to see whether it requires a special filename Can I use Direct Deposit for manual checks Yes See page 3 7 for instructions on using the Manual Checks function Can I split an employee s check by percentage and amount You must select either the amount or the percentage you want to deposit in the account Direct Deposit User s Manual D 1 How do I get my direct deposit file to the bank Contact your bank to find out whether to transfer the file by modem or on a diskette If the bank wants you to use amodem you must use your communication software to transmit the file What standard is used to create the prenotification and direct deposit files I send to the bank The files are created using NACHA National Automated Clearing House Association standards D 2 Direct Deposit User s Manual A Abandon function key 1 27 C 2 Access Codes parameter 1 7 access codes entering on menu C 7 setting up 2 6 2 7 accrual of vacation sick time option 2 5 ACH file 2 10 3 17 D 1 alias lookup command C 6 Alt 1 function key C 3 Alt 2 function key C 3 applications base 1 3 B backing up data files 2 8 operating system commands 2 8 programs 2 8 Resource Manager 2 8 Backup function 2 8 Bank Reconciliation interface with Direct Deposit 2 11 base applications definition 1 3 batching 2 10 bell tur
69. rect Deposit User s Manual 3 17 Create Direct Deposit File Payday Work Create Direct Deposit File Screen SIERT gain Lie Emi bie Coumta Bicect Gepost Fila Fayrsll Hunter 000034 arta doup Code 1 Facicd End 1273531 Lite Babe Gn Cheeks 12531 7109 Gl Period id ACH Carport Filer PREFCATT 03 005 meng Le DEPOSIT H dels A Prose file Por ALA File Crean Report Cutput device Ppriazec p Pjporiaa F sim My oo Field Definitions Field Name Description Payroll Number The payroll number you entered in the Calculate Checks or the Manual Checks function is displayed uarter The quarter you entered in the Calculate Checks or the Manual q y Checks function is displayed Group Code The group code you entered in the Calculate Checks or the Manual checks function is displayed Period End The period ending date you entered in the Calculate Checks or the Manual Checks function is displayed Date on Checks The date you printed on the checks in the Calculate Checks or the Manual Checks function is displayed 3 18 Direct Deposit User s Manual Payday Work Create Direct Deposit File Field Name GL Period ACH Output Filename Warning File Exists Overwrite Description The general ledger period the checks are posted to from the Calculate Checks or the Manual Checks function is displayed Enter the output filename The system appends your company ID to the filename The path for the ACH file
70. rint printer in your CONFIG BBX file select R If applicable select if you want the report to be in standard size print or C if you want it to be in compressed print In the Printer dialog box that appears select a sysprint printer and press Enter The report is displayed on the screen 1 36 Direct Deposit User s Manual Introduction Reports e To view the report on the screen select S If the workstation default for compressed characters is inactive the report is displayed in standard character mode If the default is active you can select standard mode or compressed mode See your terminal documentation and the section on the termcap file in the User s Reference Guide PRO 5 If the message End of Page appears at the bottom of the report screen you can press Enter to generate the next page of the report If the message End of Report appears at the bottom of the report screen you can press Enter to exit to the menu you selected the report from e If you need to change some selections before you produce the report select E and then press Enter To end the function and return to the menu without producing the report select E and then use the Exit F7 command Direct Deposit User s Manual 1 37 Setting Up Installing Direct Deposit Work Flow Direct Deposit User s Manual 2 3 2 9 2 1 Installing Direct Deposit You can put this version of Direct Deposit on the system in one of two ways you can
71. rom the bank use the Create Prenotification File function or the Direct Deposit function to mark direct deposit employees approved Set up access codes Direct Deposit User s Manual Setting Up Installing Direct Deposit Direct Deposit Tables Set up the DDTB file before you set up anything else All companies use the DDTB file You can set up company specific tables in the DDTB file If you do not want to set up all the Payroll tables again in Direct Deposit use your operating system to copy the PATB file to the DDTB file Employer Bank Information Use the Employer Bank Information option in the Payroll Information function to enter the bank information necessary to process direct deposit transactions Direct Deposit Use the Direct Deposit function on the File Maintenance menu to set up and maintain direct deposit transactions for employees Have your bank routing codes and employee bank account numbers at hand for this step Prenotification File Use the Create Prenotification File function on the Periodic Processing menu to set up a file to use as a trial run before you begin processing direct deposit transactions Whenever an employee changes direct deposit information you must process a new prenotification You cannot produce a direct deposit voucher for an employee until a prenotification file has been sent to and received from your bank Back up your data files before using this function Access Codes To res
72. s two separate clicks and may not perform the desired function Direct Deposit User s Manual 1 5 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space within the window and press the left mouse button Some mouse manufacturers allow you to change the function of the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when you use them For example a click refers to a single press of the right mouse button while the term right click refers to a single press of the left button and so on OSAS Conventions Operations in OSAS follow conventions or patterns The conventions used in OSAS applications are presented below Running OSAS OSAS memory and disk space requirements vary according to the operating system you use and the size of your data file Consult the Resource Manager User s Manual for more information Starting OSAS To start OSAS on a Windows machine double click the OSAS icon on the desktop or in the appropriate folder To start OPEN SYSTEMS Accounting Software on anon Windows machine enter osas at the operating system prompt The command can recognize three parameters t c and a 1 6 Direct Deposit User s Manual Introduction Conventions The terminal ID t is the identification code assigned to the terminal you are using to work with OSAS On multiuser systems each
73. se the Proceed PgDn command Direct Deposit User s Manual 5 13 Master File Lists Employee Direct Deposit Information Direct Deposit User s Manual 6 3 6 1 Employee Direct Deposit Information Features Use the Employee Direct Deposit Information function on the Master File Lists menu to produce a list of the direct deposit transaction records You can use the list to verify that you have entered information correctly and to check prenotification status In order for the system to create the direct deposit file the In column must be marked Y and the Out column must be marked N You can change the status in the Create Prenotification File function Reports A sample Employee Direct Deposit Information List is on page 6 6 Direct Deposit User s Manual 6 3 Employee Direct Deposit Information Master File Lists Screen Use Screen Description Employee Direct Deposit Use the Employee Direct Deposit Information screen to Information select the employees whose direct deposit information you want in the list Employee Direct Deposit Information Screen B isas mon Zinn Ci Fei Help Employes Darect PTupumit Ino da r N s l fF hn o sN gt gt Bick Eeplopes Ib Fros Thru Catput device Fleinter piRjeries fjile 3 ccm g Field Definitions Field Name Description Pick Employee ID Enter the range of employee IDs you want in the list 6 4 Direct Deposit User s Manual
74. skette Back up this file on a diskette each time you process your payroll and keep a copy of the ACH File Report Batching You can process multiple payrolls in a pay period for transmittal to the bank on the same day Banks refer to this process as batching Each direct deposit file you transmit must have a unique batch number When you process several payroll batches in a working day the system increments the batch number If you process one or more additional batches on different working days before sending your direct deposit transactions to the bank the system begins numbering batches starting at 00000001 again This may result in different batches with the same number To edit the batch number use the Employer Bank Information screen in the Payroll Information function For example if you process batches 1 2 and 3 on Monday and process another batch on Tuesday you must change Tuesday s batch number to 4 Note You can have only one batch for each ACH file Print Paycheck Received Report Produce a Paycheck Received Report to see which employees are scheduled to be paid for the pay period The report shows which employees receive vouchers and which receive checks Post Checks Before posting checks you must create the Direct Deposit file 2 10 Direct Deposit User s Manual Setting Up Work Flow If Direct Deposit is interfaced with Bank Reconciliation a direct deposit transaction is posted to the BRTRxxx B
75. stpen 00 Z9Z 00 000 Aeg uorzeoen T9 hpOZ 00 H M NW 00 8EL6T 00 000 Aea zernbag 08 PT6T 00 Iasvo eATdug Z8 EET 00 000 nTLA use 28 Lor 00 oTpen eATdugz 00 0SL 00 000 snuog Gb 7795 00 HM Texepa4 00 00GL 00 00SL OEE ELT Sem petzetes GLA quy 1109 suorqonp q ALA quy aan SLINO S4H sburtureg LObT 66 TE ZT 66 ST ZT 660T 0E 66 2 PPpur sumog 005 TOONOg ON OA ana Wd 938 ad NSS FAWN HHAOTINEH 14xd ON dawa Arddng sz pTrng gerss NW eurpH SAY UOITTWRH N TOS SL 6FIL yo uoAed uznog O epuTT 00 002 GLES8PLLSLEGE86 JOON AVS GZ 0OSI DEGZ8GHEB686HEZ OU AUD 66 TE ZT UOTANATIISTA qunooov ITSodeq ID9ITA press NW T32Te2Id USDH Kemyzeg 3s M AITO LLY9 Arddns sz pTrng aaHanoA 11Soadaaa LOAUIA Direct Deposit User s Manual 3 16 Create Direct Deposit File Features Use the Create Direct Deposit File function on the Payday Reports and Posting submenu of the Payday Work menu to create an ACH Automated Clearing House file The ACH file contains all the direct deposit transaction information for your employees After you have created the ACH file send it to your company s bank You cannot create this file if you are using last year data or if employer bank information has not been set up Reports A sample ACH File Creation Report is on page 3 20 Screen Use Screen Description Create Direct Deposit File Use the Create Direct Deposit File screen to enter the ACH output filename Di
76. that the prenotification file was successfully received for the employee enter Y the employee s record is ready for direct deposit transactions If the bank has not notified you about a successful prenotification file transfer or if you have not yet sent the prenotification file for the employee enter N a voucher will not be created for the employee Enter the employee s bank account number If you change this field in an existing direct deposit record the Prenote In field changes to No A new prenotification file must be processed before direct deposit transactions can be processed for the employee You can enter six accounts for each employee Enter the employee s bank routing code If you change this field in an existing direct deposit record the Prenote In field changes to No A new prenotification file must be processed before direct deposit transactions can be processed for the employee If the employee s direct deposit transaction is divided by amount enter the net amount of the employee s pay that will be directly deposited into each of the specified bank accounts If any net pay remains after having been distributed to the employee s accounts the system applies the remaining pay to the last authorized account If the employee wants a fixed amount deposited and a balance remains as a result of working overtime for example enter 99999 99 in the Amount Percent field on the Paycheck line The system then generates
77. trict access to data files menus and functions that provide confidential information or are sensitive to change use the Resource Manager Access Codes function to set up access codes on your system Access codes are company specific When you set up an access code for a user the code is assigned to the company you are in Direct Deposit User s Manual 2 7 Installing Direct Deposit Setting Up After you set up your access codes print a list of the codes and store it in a safe place Creating a Backup Schedule 2 8 Back up your Direct Deposit data files whenever they change and before you run these functions e Create Direct Deposit File Post Checks Back up your programs once a month as insurance against diskette damage or deterioration Use the Backup function on the Resource Manager Data File Maintenance menu to back up files You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Direct Deposit User s Manual Work Flow Your work flow is divided into daily and periodic tasks Daily Tasks Depending on the size and nature of your company and your payrol
78. unction 2 9 3 7 D 1 Master File Lists functions 1 4 menu commands C 7 F3 C 7 F4 C 7 F6 C 7 Menus conventions 1 7 Information 1 28 Other Command 1 11 1 27 menus Information C 2 Other Commands C 1 modifications and conversion A 1 O option accrual of vacation sick time 2 5 first or last name first 2 5 include vacation sick hours in accrual calculation 2 5 Payroll transaction history 2 4 post employer taxes deductions 2 6 post voided checks to Bank Reconciliation 2 5 post voided checks to check history 2 4 print company name on checks 2 5 print company name on vouchers 2 5 printing checks 2 5 printing voucher stubs 2 5 printing vouchers 2 5 save check history 2 4 time card calculator 2 5 options and interfaces 2 4 OSAS conventions 1 6 Direct Deposit User s Manual running 1 6 structure 1 3 Other Command menu accessing 1 11 1 27 Other Commands menu accessing C 1 Other function key 1 27 C 1 output device printer 1 36 P PACHxxx file B 1 parameters access code 1 7 command to start OSAS 1 6 company ID 1 7 format 1 7 general expression 1 7 order 1 7 terminal ID 1 7 partial key inquiry 1 31 C 5 PATB copying to DDTB 2 7 PATBxxx file 5 11 Paycheck Received Report function 2 10 Payday Work functions 1 4 Payroll functions in Direct Deposit 1 4 installing with Direct Deposit 2 3 Payroll Information function 5 7 Payroll transaction history option 2 4 P
79. y pressing the Tab key You can exit from a menu in these ways Press the PgUp key to go to the previous menu one menu up Press the Tab key to go to the Main menu e Use the Exit F7 command to go to the operating system Function Keys Used in the Text menu Most keyboards have a set of function keys usually labeled with the letter F and a number Within the menu commands are assigned to these function keys You can use the commands to work with data entry screens 1 10 Direct Deposit User s Manual Text Menu Except for the Command Help Esc the Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help Fl Function Help F2 Favorites Menu F3 Change Company F4 Access Code F4 twice Other Menu ES Live Sample swap F6 Workstation Date F7 Exit F9 Application Setup F10 Add to Favorites Direct Deposit User s Manual Operation Views the list of commands for the menu To close the commands window press any key Displays help information for this function Displays the Favorites menu or changes to the regular menu from the Favorites menu Allows you to switch between companies Displays the Access Code prompt Opens a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some
80. you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank e To limit the amount of information in the report enter the range of information in the From Thru fields For example if you want a report to include information only about vendor ACE001 enter ACE001 at both From and Thru If you want the report to include information only about vendors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report function screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report will contain information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor ACE001 the report includes information only about vendor ACE001 Information for reports is sorted first by a space _ then by characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Direct Deposit User s Manual 1 35 Reports Introduction But take notice when you enter codes or IDs that consist
81. you can at a glance or with a mouse click determine the date and time switch between live and sample data and switch between companies and their data sets Date and Time Date red Tine Kae ZU PH The workstation date and time are displayed Direct Deposit User s Manual 1 21 Graphical Style Menus Introduction Data Set Da Set C Lis Dita E sara Duis Check the Live Data radio button to work with live data Check the Sample Data radio button to work with sample data Change Company Field H Haider Guppy Select the company to change to 1 22 Direct Deposit User s Manual Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy access to your common applications By setting up your Favorites menu you can access your most used functions or submenus by pressing the F2 button or selecting the mouse pull down menu Favorites Menu Text Style Ferocitas Menu TODO F T ES KF TANDA El E s GL Edit Teansections If Transfers Jounal There are two ways you can set up your Favorites menu depending on if you use the text style menu or the graphical style menus To set up the text style Favorites menu follow these steps 1 Move your cursor to the submenu or application that you want placed in the Favorites menu 2 Press F10 You can press F2 to verify your selection was added to your Favorites menu
82. your bank to verify account numbers and routing codes in a trial run You cannot produce vouchers until you receive approval from your bank Reports No report is associated with this function Screen Use Screen Description Create Prenotification File Use the Create Prenotification File screen to select and approve prenotifications Direct Deposit User s Manual 4 3 Create Prenotification File Periodic Processing Create Prenotification File Screen SEE Fling e Emi ip THiS Presa BILL cocale 4 MLEGEL deposit presocitjosciore file irom the PPiregr PBepopir Recounts file Only cecocde hice hava been added Sf Charge Site Che las prenolificalicas File was reared will be inolwded Be suce Pou bre Biskup EeIoce poeocmiding Tha prepcotifications file will Be called DES marampi PREMOTES E Fasand LIL Premoci2icationse Wo Bark All Premstiiioations im this cui Appel Hu r Verification Field Definitions Field Name The Prenotification File Will Be Called Resend all prenotifications 4 4 Cresta Pomnotidicationa film Praga Pgno to pooceed Description The path for the prenotification file is displayed The system appends your company ID to the filename Enter NO if you are sending the prenotification file for employees who have been added or changed Enter YES if you want to resend the prenotification file for all employees Direct Deposit User s Manual Periodic Processin

OPEN SYSTEMS® Accounting Software Direct Deposit User`s Manual

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OPEN SYSTEMS&reg; Accounting Software Direct Deposit User`s Manual

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OPEN SYSTEMS® Accounting Software Direct Deposit User`s Manual