edtdemo


Screen Num 1

We keep 2 versions of the PAYUSA.DTA file on seperate directories so you are
able to re-run a pay cycle in case of errors found.  However, once you start
entering hours etc. for the next cycle then the previous file is overwritten.
There is a built in check routine in both PAYUSEDT.COM and PAYUSBAT.COM that
reminds you when a copy seems necessary.  The copy is done by the program.

Screen Num 2

This is the main menu of PAYUSEDT.COM - the program which maintains your
employee database (file PAYUSA.DTA).   This program can either be run on its
own or run from the PAYUSA.COM menu.   If run from PAYUSA.COM then F6 will
return you to that program else it will return you to DOS.  Toggling F4 will
prevent accidental alterations if you just want to look at the employees.

Screen Num 3

The user has selected to update an employee, and this window pops up to ask
how the employee is to be located in the file.   Choices F1 to F3 will find
individual employees, F4 will find all non salaried employees - because
salaried people rarely change, whereas non salaried need updates of hours
worked etc. before each pay period.

Screen Num 4

The user wants an individual employee with a known employee number, so this
small window pops up to input that number.   Because of the indexing method
used and the fact that the whole index is always kept in memory, this search
routine will find any employee almost instantly, even in very large employee
files.  If the key is not unique (e.g. search on Name) it will display (more..)

Screen Num 5

all possible matches in this window and the user can either accept the match
or go on to the next possibility, or end the search.  The key to the employee
file is the Social Security Number plus the Employee Number and the combination
must be unique.  We made it both in case an employee is re-hired and you wanted
to set up a new record (same SSN but different Empl. No.).

Screen Num 6

Having selected an employee the user is asked where to start looking at the
records.  The usual choice would be F6 to just update current hours, but we
take F1 and go through the whole record.  When the input edit routine is in use
F1 will display information on the editor without loosing your place, the arrow
keypad can be used to navigate through the employee's screens.

Screen Num 7

Some basic employee information.  The bright bar next to prevs empl num is
the cursor.  The format of the employee number is your choice - numbers and
alpha characters can be mixed - you allocate the number.  Some fields are
checked as the cursor passes over them.  In case of error a window pops up with
a reason, or a cursor selectable choice of valid values.

Screen Num 8

Before passing on to the next screen a pop up window gives you a chance to
throw away any changes you made to this screen.  Useful in case of second
thoughts or if you think you may have accidentally changed something.  When
you select an employee all that employees records are copied from disk to
memory.  It is the memory copy we are updating here.  The updated copies (more)

Screen Num 9

are not rewritten back to disk until you finish with that employee and then you
are given a last chance to abort the rewrite and preserve the originals.  The
above screen is a continuation of the employee basic information.  Fields that
are meaningless to you (e.g. Salary Territory/Level/Performance are meaningless
if you dont use a structured salary grade/step table) can be left empty.

Screen Num 10

This screen is where the employees Federal, State, and Local (if any) tax
information is kept.  If no local taxes apply then set Exempt Local Tax to
true (Local Tax fields are on the bottom of the screen under this text).
Whatever is in the W2 Box 16 fields at Year End will be printed in that area
of the W2 - leave it empty if nothing is required to be printed in W2 Box 16.

Screen Num 11

We have provided a mini word processor and one screen per employee of free form
textual comments.  You can put whatever you want in this screen.  F1 will
display editor help, as with the entry of fields, and F2 will justify text.
Word wrap is automatic at end of line so use Enter only at end of paragraphs or
where you want to force a permanent line break.

Screen Num 12

You can see an employee's YTD position at any time.  If starting PAYROLL USA
mid year then you can also enter the YTD from your existing system on these
screens.  You are given that option until the first pay cycle has been run for
that particular employee.  After that the YTD screens are locked (become read
only) to preserve system integrity.  They are auto. updated by the pay cycle.

Screen Num 13

More on the YTD.  If you remember from the presentation on PAYUSA.COM we
provided specific lines for most popular items, than added "Other" categories.
You can customize what prompt is displayed instead of "Other" from the
Configuration Menu of PAYUSA.COM .  E.G. "Other Ded. 1" could be easily changed
to read "SDI" or whatever is appropriate to you.

Screen Num 14

The final YTD screen.  Notice that we also keep track of your liabilities on
an employee by employee basis.  These depend on what you entered in the
PAYUSA.COM configuration screens as well as on what is stored in the employee's
own record.  The Non Tax items between Net Pay and Issue Check  are to simplify
employee expenses, e.g. Gas and Mileage, Uniform Allowance, etc.

Screen Num 15

This is the start of the current pay screens.  Same as equivalent YTD screens
except you can always enter or change information.  Note we gave you several
methods of categorising pay for accounting/statistical purposes - GL Account,
Branch, Department, Project being Worked on.  These can be left empty if not
needed, though GL/Branch/Dept combined are the key for sub totals on (more...)

Screen Num 16

the Payroll Register which is produced in the Pay Cycle.  When using these
screens note that the cursor will not go to fields that do not need an entry
(e.g. Salary/Wages/Taxes when previous screen indicated that the computer is
to calculate them).  Pressing F8 will calculate the pay and taxes and put them
on the screen so you can see what they will come to, and make changes (more..)

Screen Num 17

if required.  F8 can be pressed repeatedly to recalculate.  It is a convenience
feature only.  It is not necessary to press F8 to pay an employee - all the
calculation are done automatically in the Pay Cycle whether or not you press
F8.  Any F8 calculations are then thrown away.  Note that F8 only calculates
current pay and taxes- it does not update YTD, print checks , or anything else.

Screen Num 18

This is the third of the three current pay screens.





Screen Num 19

The final employee screen is an overview of what has been done in the last 10
pay cycles.  It is read only, updated automatically in the pay cycle.  If the
screen is full then the oldest line is dropped from the bottom of the screen as
the latest line is inserted at the top.  There is no magic to the use of 10, it
just happened that we had enough spare space in the employee record to hold 10.

Screen Num 20

Whenever you finish with an Employee Record (and you don't have to page through
all of it as we did here, END or ESC from any screen to get out) this Double
Check Window will pop up to ask if you really want to overwrite the disk
records.  It is an extra safety feature to reduce the chances of accidental
changes to employee's records.

Screen Num 21

If you select the Add New Employee option from the main menu you are presented
with blank screens to complete.  When adding your own employees please remember
to ERASE (DOS) our PAYUSA.DTA / PAYUSA.INX files and start with no input file
(unless you just want to add a few test cases to our file).  The program will
warn you there is no input file, then it will create a new file.

Screen Num 22

Here is an example of a pop up error message.  Because SSN is key information
it will not let you out of the screen without it.  If you just got into the
screen to look at it and dont actually want to set up a new employee then you
will still have to enter a SSN just to get passed this edit.  Once SSN and
Empl Num are entered the Index is checked to see if they already exist. (more..

Screen Num 23

if they do then the New Add is stopped by retrieval of the employee records
belonging to that SSN/Empl Num combination, thus ensuring they stay unique.
If you entered a new SSN/Empl Num key and just want to get out without setting
up an employee then press End, or Esc, or Pg Dn, and the above window will
pop up.  New employees are all or nothing, always either abort or finish entry.
