Performing final payroll processing

The system stores the timecards in PRPENDTIME (Unix/Windows) or DBPRPPT (System i), a pending time record file. To complete the payroll process, an administrator must extract the PRPENDTIME (Unix/Windows) or DBPRPPT (System i) file, load it into the TIMERECORD (Unix/Windows) or DBPRTRD (System i) file, and then submit the TIMERECORD (Unix/Windows) or DBPRTRD (System i) file to the Lawson server for final payroll processing.

To perform these tasks, follow the steps below.

Extract time records for server processing

  1. Access the Pending Time Record Extract (HS535) form.

  2. Specify a job name and other information. Specify this information:

    Pay Plan Select the pay plan(s) you want to process. If you select a pay plan, you cannot select an employee group.
    Employee Group Select the employee group you want to process. If you select an employee group, you cannot select a pay plan.
    Pay Period End Dates Specify the pay period dates. You must specify dates in this format: 120102.
    Status

    Select the record statuses you want to process. You can specify these statuses:

    • 0 — Entered

    • 1 — Submitted

    • 2 — Approved

    • 3 — Hold

    • 4 — Rejected
    Delete

    Specify whether you want the system to delete the time records after the extraction.

    If you specify yes, you cannot specify yes in the update status field.
    Status

    Specify yes to update the time records' statuses. If you specified no in the delete field, you can specify yes in this field.

    The system saves these historical statuses:

    • 5 — Entered

    • 6 — Submitted

    • 7 — Approved

    • 8 — Hold

    • 9 — Rejected

  3. Add the job.

  4. Access the Job Definition (jobdef) environment utility. Select or specify the job name you added on Pending Time Record Extract (HS535).

    Note:  You only have to set up the Job Definition (jobdef) once. However, you can maintain the file jobdef attributes when necessary.

  5. Save the jobdef parameters and return to the application before submitting PR530.

  6. Select the Form ID field and then press F6. Select CSV File Attributes from the Define menu. The system displays the Jobstep CSV Workfile Attribute Definition form.

  7. Select the External Name field. Specify the path and file name on the Lawson server where you want the system to store the extracted time records until you upload them for payroll processing.

  8. Press the Enter key twice to save the attribute changes. Press the Esc (Escape) key until you return to the Pending Time Record Extract Job (HS535) form.

  9. Click the Submit button to process time records.

    Result: HS535 updates time records to history, status, and creates a .csv file. The system displays the .csv file data on the Time Record Interface (PR530) form.

Import time records for processing on the Lawson server

  1. Access Time Record Interface (PR530).

  2. Specify this information:

    Batch Assignment You must leave this field blank if Auto Batch Numbering on Company (HR 00.1) is activated.
    Error Records

    Specify how you want the system to handle records with errors.

    Specify U if you want the system to update the time record file. These time records must be fixed in Time Entry (PR35.1) before batches can be released.

    Specify E if you want the system to create a comma-separated value (CSV) error file. These time records must be fixed in the error file.

  3. Navigate to the Job Definition (jobdef) utility. Specify the CSV file attributes for the job.

    Note:  You only have to set up the Job Definition (jobdef) once. However, you can maintain the file jobdef attributes when necessary.

  4. Specify the external path name. The path name must match the path name you specified for the time record extract on Pending Time Record Extract (HS535).

    The system uses this data to locate the time record export data and import the data for final payroll processing.

  5. Click the Submit button to perform the payroll process.