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Contents of the Void/Replace Posted Paychecks Screen

Use the fields and options to configure the Void/Replace Posted Paychecks screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Method

Select the method that will be used to select paychecks for processing.

Field Description
Selection Ranges Select this option to use the fields in the Selection Ranges group box to select paychecks.
Non-Contiguous Paycheck List Select this option to specify a non-contiguous paycheck list. Specify the checks that you want to process in the Non-Contiguous Paychecks subtask.

Selection Ranges

Use this group box to select the employee, check number, and date for which to void paychecks.

The Check Number and Check Date fields provide a link between the V type and W type records and the voided check.

Field Description
Record Type

From the drop-down list, select the type of paycheck record to be voided. The options are:

  • R
  • B
  • X
  • Y

You can process only one record type at a time. This field is only editable if the Selection Method is Selection Ranges.

Employees
From the drop-down list, select the type of range that will be used to select employees for processing. You have the following options:
  • All: Select this option to include all employees that have paychecks that meet the other selection criteria.
  • One: Select this option to void paychecks for a specific employee.
  • Range: Select this option to void paychecks for a range of employees. The process will include employees with IDs that are greater than or equal to the starting employee value and less than or equal to the ending employee value.
This drop-down box is only editable if the Selection Method is Selection Ranges.

Employees

Field Description
Employee Range Type
From the drop-down list, select the type of range that will be used to select employees for processing. You have the following options:
  • All: Select this option to include all employees that have paychecks that meet the other selection criteria.
  • One: Select this option to void paychecks for a specific employee.
  • Range: Select this option to void paychecks for a range of employees. The process will include employees with IDs that are greater than or equal to the starting employee value and less than or equal to the ending employee value.
This drop-down box is only editable if the Selection Method is Selection Ranges.
Starting Employee

If your employee range type is One, enter, or click to select, the employee to be processed. If your range selection is Range, click to select, the starting employee for the range. This data field is not editable if the employee range type is All.

Ending Employee

Enter, or click to select, the ending employee ID for the range you want to include in the processing. This field is only available if you select an employee range type of Range.

Check Numbers

Field Description
Check Number Range Type
From the drop-down list, select the type of range that will be used to select check numbers for processing. You have the following options:
  • All: Select this option to include all check numbers.
  • One: Select this option to void paychecks for a specific check number.
  • Range: Select this option to void paychecks for a range of check numbers. The process will include check numbers that are greater than or equal to the starting check number value and less than or equal to the ending check number value.
This drop-down box is only editable if the Selection Method is Selection Ranges.
Starting Check Number

If your check number range type is One, enter, or click to select, the check number to be processed. If your range type is Range, click to select, the starting check number for the range. This data field is not editable if the check number range type is All.

Ending Check Number

Enter, or click to select, the ending check number for the range you want to include in the processing. This field is only available if you select a check number range type of Range.

Check Dates

Field Description
Check Date Range Type
From the drop-down list, select the type of range that will be used to select check dates for processing. You have the following options:
  • All: Select this option to include all check dates.
  • One: Select this option to void paychecks for a specific check date.
  • Range: Select this option to void paychecks for a range of check dates. The process will include check dates that fall within the specified starting check date and ending check date.
Starting Check Date

If your check date range type is One, enter, or click to select, the date of the paycheck to be processed. If your range type is Range, or click to select, the starting check date for the range. This data field is not editable if the check date range type is All. The format for this field is MM/DD/YYYY.

Ending Check Date

Enter, or click to select, the ending check date for the range you want to include in the processing. This field is only available if you select a check date range type of Range.

Options

Field Description
Check Date for Void/Replacement Records

Enter, or click to select, the date to be assigned to the V (Void) type checks. The format for this field is MM/DD/YYYY. This date will ultimately be used when selecting payroll records for tax reporting and tax calculations. You can enter any date in this field. The report will include a warning message when the date is not in the same quarter as the check assigned to the open pay period. If no check date was assigned to the open pay period, then the void check date will be validated against the last day of the open pay period. If you've opted to also create a W (replacement) record, the same date will be assigned to that record.

Create Replacement Records

Select this check box to create a W type replacement record in addition to the V type reversal record. If this check box is not selected and the process is run, only a V type reversal record is created.

Subtasks

Subtask Description
Non-Contiguous Paychecks Click this link to enter multiple non-contiguous ranges of paychecks that you want to process.