Payroll Manual Check Interface: Pipe Delimited Method
- Samantha Menzynski
Use the Payroll Manual Check Interface to load billing information using data from external applications. Information you load using this interface adds to the data already stored in PENTA. This interface has same functionality as PENTA’s Manual Checks window.
Data files you load must have Request Types assigned to the M Interface Type.
PENTA runs several high-level tests for integrity on the file and records. Only if the Batch Number is equal to the file name will PENTA attempt to process the Detail Records and distribute the batch (Header Record and associated Detail Records). If PENTA is unable to load an individual record, it bypasses that check and moves on to the next. It creates checks using the accepted records from the file. It notes the rejected records and does not load them into PENTA.
PENTA performs the following validity checks on a Payroll Manual Check Interface file:
One Header Record per file. The Header Record indicates the file type and control information to ensure the file processes completely.
One or more check Header Records, one record per check issued.
One or more earnings Detail Records associated with each check.
You can optionally include one or more of the following input file Record Types associated with each check:
Local withholding
Deduction
Reimbursement
Fringe benefit
Other compensation
Tax information
After interfacing records, you can review and edit them as needed in the Manual Checks window.
Payroll Manual Check Where to View Loaded Data
You can view the checks loaded through the interface program in the Manual Checks window.
If necessary, you can make any corrections and/or late entries directly in PENTA. After loading, reviewing, and modifying the data, you can use PENTA to distribute the batch.
Available Records
Header Record
Include only one Check Header Record per check.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | Record Type must be CHK. Identifies the record as a check Header Record. |
2 | Check Number | Req | I 8 | Number of the check. |
3 | Check Form Id | Req | C! 8 | Must be a valid PENTA Check Form Id representing the check stock and cash account on which the check was issued. If the Check Number = 0, do not enter a Check Form. |
4 | Employee Id | Req | X | The Id of the employee to whom you issued the check. |
5 | Check Date | Req | D | Date the check was issued. |
6 | Net Pay Amount | Req | F 15.2 | The net pay of the check (or zero). |
7 | FICA Amount | Opt | F 15.2 | The FICA withheld from the check. Only used for employees with Payroll Country Code USA. If this is a check for an employee with Payroll Country Code CAN and you enter a non-zero value here, PENTA issues an error message. |
8 | FICA – Medicare Amount | Opt | F 15.2 | The Medicare portion of FICA withheld from the check. Only used for employees with Payroll Country Code USA. If this is a check for an employee with Payroll Country Code CAN and you enter non-zero value here, PENTA issues an error message. |
9 | FIT Amount | Opt | F 15.2 | The federal income tax amount withheld from the check. Only used for employees with Payroll Country Code USA. If this is a check for an employee with Payroll Country Code CAN and you enter a non-zero value here, PENTA issues an error message. |
Optional Check Header Field (place after Field 9)
Field | Entry | Description | ||
|---|---|---|---|---|
SVP_RT | F 15.2 | The rate at which PENTA calculates Statutory Vacation Pay for the Employee. This field is usable only for checks for employees with Payroll Country Code CAN. If an interface file contains this field for an employee with Payroll Country Code USA, PENTA provides an appropriate error message. | ||
Deduction (DED) Detail Record
You can optionally include one or more deduction records per check Header Record. If you include this record, it must immediately follow the associated check Header Record and precede any subsequent check number.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | Identifies the record as an employee deduction record. Record Type must be DED. |
2 | Check Number | Req | I 8 | Use the same Check Number entered on other records for this check. |
3 | Check Form Id | Req | C! 8 | Must be a valid PENTA Check Form Id representing the check stock and cash account on which the check was issued. Use the same Check Form Id entered on other records for this check. If the Check Number = 0, do not enter a Check Form. |
4 | Deduction Number | Req | I 3 | Must be a valid PENTA deduction number. |
5 | Deduction Amount | Req | F 15.2 | The deduction amount withheld on the check for this deduction. |
Earnings Distribution (EARN) Detail Record
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | Record Type must be EARN. Identifies the record as an earnings Detail Record. |
2 | Check Number | Req | I 8 | Use the same Check Number entered on other records for this check. |
3 | Check Form Id | Req | C! 8 | Must be a valid PENTA Check Form Id representing the check stock and cash account on which the check was issued. Use the same Check Form Id entered on other records for this check. Do not enter a Check Form if the Check Number is 0. |
4 | Work Date | Req | D | The date associated with the labor distribution. YYYYMMDD format. |
5 | Job Id | Opt | X | The PENTA Job Id charged for this particular labor distribution. If not entered, you must enter either an OU and Account or Fixed Asset and Expense Category. |
6 | Cost Type | Opt | C! 4 | This is the Cost Type charged for the labor. You must enter a value if there is a Job Id. The Cost Type must be valid for the Job. |
7 | Costcode | Opt | X | This is the Costcode charged for the labor. You must enter a value if there is a Job Id. The Costcode must be valid for the Job and Cost Type. |
8 | OU Id | Opt | X | Only enter an OU Id if you will make the charge directly to an OU and Account. Do not enter an OU Id if you entered a Job Id or Fixed Asset. |
9 | Account Number | Opt | X | You must enter an Account # if an OU Id exists. Do not enter an Account # if a Job Id or Fixed Asset exists. This must be a valid PENTA non-edit rule Account. |
10 | Fixed Asset Id | Opt | X | Only enter a value if you will make the charge directly to a Fixed Asset. Do not enter a value if you entered a Job Id or OU Id. |
11 | FA Expense Category | Opt | I 3 | You must enter a value if a Fixed Asset exists. Do not enter a value if a Job Id or OU Id exists. |
12 | Hours | Opt | F 10.3 | The hours associated with the individual labor distribution. |
13 | Gross Pay Amount | Opt | F 15.2 | The gross pay amount (excluding add to gross fringes entered separately) associated with this labor distribution. |
14 | Other Pay Amount | Opt | F 15.2 | Any pay (excluding add to gross fringes entered separately) to be categorized as other pay associated with this labor distribution. |
15 | Hour Class | Opt | I 3 | This defaults as Hours Class 1. |
16 | Hour Type | Req | C! 1 | Possible values:
|
17 | Payroll Class Number | Opt | I 8 | Include only if the Employee’s Payroll Class for this distribution differs from the one established on the Employee’s main record. This defaults as the employee’s current Payroll Class. |
18 | Withholding State Code | Opt | C! 4 | When processing an employee with Payroll Country Code USA, include only if the employee’s withholding state for this distribution differs from the one established on the Employee’s main record. This defaults as the job’s or the employee’s Withholding State. When processing an employee with Payroll Country Code CAN, include only if the employee’s Province of Employment for this distribution differs from the one established on the Employee’s main record. This defaults as the Province of Employment in the Employee Payroll Information window’s Master tab. A Provincial Parameters and provincial TD1 must exist for the override province. |
19 | Unemployment Compensation State Code | Opt | C! 4 | When processing an employee with Payroll Country Code USA, include only if the employee’s UC state for this distribution differs from the one established on the Employee’s main record. This defaults as the job’s or the employee’s Unemployment Compensation State. When processing an employee with Payroll Country Code CAN, include only if the employee’s Work Province for this distribution differs from the one established on the Employee’s main record. |
20 | Local Code | Opt | C! 3 | Include only if the employee’s local withholding code for this distribution differs from the one established on the Employee’s main record. This defaults as the job’s or the employee’s local code. Only used for employees with Payroll Country Code USA. If this is a check for an employee with Payroll Country Code CAN and the user has entered a Local Code, PENTA provides an appropriate error message. |
21 | Workers Comp Code | Opt | I 4 | Include only if the Workers Compensation Code for this distribution differs from what PENTA would normally assign (which it will default to if not included). |
22 | Public Liability Code | Opt | I 4 | Include only if the Public Liability Code for this distribution differs from what PENTA would normally assign (which it will default to if not included). |
23 | Standard Charge Rate | Opt | F 15.4 | The job will be charged at this rate (hours * rate) rather than the amount the employee was paid. |
24 | Contract Line Item Number | Opt | I 6 | PENTA associates this cost with this Contract Line Item for automated billing purposes. If you do not include this value, it will link to a line item through the standard cross-referencing mechanisms. |
25 | Change Order Id | Opt | X | You can include this field only if you entered a Job. If included, must be a valid Change Order Id for this job. Indicates that costs associated with this labor distribution relate to a specific Change Order. |
Fringe Benefit (FRNG) Detail Record
You can optionally include one or more fringe benefit records per check Header Record. If you include this record, it must immediately follow the associated check Header Record and precede any subsequent check Header Records. Enter one fringe benefit record for each taxable fringe benefit recorded with the check.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | Identifies the record as a fringe benefit record. Record Type must be FRNG. |
2 | Check Number | Req | I 8 | Use the same Check Number entered on other records for this check. |
3 | Check Form Id | Req | C! 8 | Must be a valid PENTA Check Form Id representing the check stock and cash account on which the check was issued. Use the same Check Form Id entered on other records for this check. If the Check Number = 0, do not enter a Check Form. |
4 | Payroll Class Number | Req | I 6 | Must be a valid PENTA Payroll Class Number associated with one or more of the EARN records. |
5 | Fringe Benefit Number | Req | I 3 | Must be a valid PENTA Fringe Benefit Number within the specified Payroll Class. |
6 | Fringe Amount | Req | F 15.2 | The amount associated with the check for this fringe. |
7 | Added to Gross | Req | C! 1 |
|
8 | Deducted After Taxes | Req | C! 1 |
|
Header Record
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | File Identifier | Req | C 3 | Value must be PMC. Identifies the files as a Payroll Manual Check file. |
2 | Record Count | Req | I 6 | The total number of records in the file (all Record Types). Used to determine if the file is complete. |
3 | Net Pay Batch Total | Req | F 11.2 | Total net pay for all of the checks in the file. Used to determine if the file is complete. |
Local Withholding (LCL_WH) Detail Record
You can optionally include one or more local withholding records per check Header Record. If you include this record, it must immediately follow the associated check Header Record and precede any subsequent check Header Records. Enter one record for each unique local taxing authority for which taxes were withheld on the check.
The local withholding record applies only to employees with Payroll Country Code USA. If an interface file contains a Local Withholding Record for an employee with Payroll Country Code CAN, PENTA provides an appropriate error message.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | Identifies the record as a local withholding record. Record Type must be LCL_WH. |
2 | Check Number | Req | I 8 | Use the same Check Number entered on other records for this check. |
3 | Check Form Id | Req | C! 8 | Must be a valid PENTA Check Form Id representing the check stock and cash account on which the check was issued. Use the same Check Form Id entered on other records for this check. If the Check Number = 0, do not enter a Check Form. |
4 | Local Code | Req | C! 3 | Must be a valid PENTA local code. This code must either be (1) the default based on the local withholding code associated with the employee or Job or (2) was entered as an override local withholding code on an EARN record for this check. |
5 | Withholding Amount | Req | F 15.2 | The amount of local tax withheld from this check in this locality. |
Other Compensation (COMP) Detail Record
You can optionally include one or more other compensation records per check Header Record. If you include this record, it must immediately follow the associated check Header Record and precede any subsequent check Header Records. Enter one record for each other compensation associated with the check.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | Identifies the record as an Other Compensation record. Record Type must be COMP. |
2 | Check Number | Req | I 8 | Use the same Check Number entered on other records for this check. |
3 | Check Form Id | Req | C! 8 | Must be a valid Check Form Id representing the check stock and cash account on which the check was issued. Use the same Check Form Id entered on other records for this check. If the Check Number = 0, do not enter a Check Form. |
4 | Other Compensation Number | Req | I 3 | Must be a valid Other Compensation Number. |
5 | Amount | Req | F 15.2 | The amount associated with this check for this other compensation. |
Reimbursement (REIMB) Detail Record
You can optionally include one or more reimbursement records per check Header Record. If you include this record, it must immediately follow the associated check Header Record and precede any subsequent check number. Enter one record for each payroll reimbursement included with this check.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | Identifies the record as an employee reimbursement record. Record Type must be REIMB. |
2 | Check Number | Req | I 8 | Use the same Check Number entered on other records for this check. |
3 | Check Form Id | Req | C! 8 | Must be a valid PENTA Check Form Id representing the check stock and cash account on which the check was issued. Use the same Check Form Id entered on other records for this check. If the Check Number = 0, do not enter a Check Form. |
4 | Reimbursement Number | Req | I 3 | Must be a valid PENTA reimbursement number. |
5 | Reimbursement Amount | Req | F 15.2 | The reimbursement amount added to the check for this reimbursement. |
6 | Applied Account Number | Opt | X | Include only if the reimbursement amount also applies directly to a Job, Fixed Asset, or General Ledger account. You must enter of one of the following:
|
7 | Distribution Date | Opt | D | The date as of which to make the charge entry. Only include this if you are charging the reimbursement directly. |
8 | Job Id | Opt | X | The PENTA Job Id charged for the reimbursement. If you do not enter a Job Id, you must enter either an OU and Account or a Fixed Asset and Expense Category. |
9 | Cost Type Code | Opt | C! 4 | The Cost Type to charge for the reimbursement. You must enter a Cost Type Code if a Job Id exists. This must be a valid Cost Type for the Job. |
10 | Costcode | Opt | X | The Costcode to charge for the reimbursement. You must enter a Costcode if a Job Id exists. This must be a valid Costcode for the Job and Cost Type. |
11 | OU Id | Opt | X | Only enter an OU if you will make the charge directly to an OU and Account. Do not enter a value if a Job Id or Fixed Asset Id exists. |
12 | Account Number | Opt | X | You must enter an Account # if an OU Id exists. Do not enter a value if a Job Id or Fixed Asset Id exists. This must be a valid PENTA non-edit rule Account. |
13 | Fixed Asset Id | Opt | X | Include only if you will make the charge directly to a Fixed Asset. Do not enter a value if a Job Id or OU Id exists. |
14 | FA Expense Category | Opt | I 3 | You must enter a value if a Fixed Asset exists. Do not enter a value if a Job Id or OU Id exists. |
Tax (TAX) Detail Record
The Tax Record applies to all employee taxes for employees with Payroll Country Code CAN, and to employee state taxes for employees with Payroll Country Code USA.
# | Field | Entry | Format | Description |
|---|---|---|---|---|
1 | Record Type | Req | C! 5 | Identifies the record as a tax record. Record Type must be TAX. |
2 | Check Number | Req | I 8 | Use the same Check Number entered on other records for this check. |
3 | Check Form Id | Req | C! 8 | Use the same Check Form Id entered on other records for this check. If the Check Number = 0, do not enter a Check Form. Must be a valid Check Form Id representing the check stock and cash account on which the check was issued. |
4 | Tax Type | Req | C! 6 | For Payroll Country Code = CAN: For Payroll Country Code = USA: |
5 | Province or State | Opt | C! 4 | You must enter a value if the tax is levied at a provincial or state level, and the tax is not specific to a particular province. The entered province must either be (1) the default based on either the province of employment or the Work province (depending upon Tax Type) on the Employee’s Payroll Information window or (2) entered as an appropriate override on an EARN record for this check. If the tax is specific to a particular province or state, this value must match the province or state for the tax or can be null and PENTA will appropriately default it. In either case, the province must either be a default or an override on an EARN record as described above. Entry of this field for a tax not levied at a provincial or state level is an error and results in an appropriate error message. |
4 | Tax Type | Req | C! 6 | Must be a valid Canadian Tax Type that is at least partially paid by the employee (i.e., the RESP_CD in the Tax_Type table is E or B). |
5 | Province | Opt | C! 4 | The province must either be (1) the default based on either the province of employment or the Work province (depending upon Tax Type) on the Employee’s main record or (2) entered as an override on an EARN record for this check. If the tax is specific to a particular province, this value must match the province for the tax or can be null and PENTA will appropriately default it. In either case, the province must either be a default or an override on an EARN record as described above. Entry of this field for a tax not levied at a provincial level is an error and results in an appropriate error message. Required if the tax is levied at a provincial level, and the tax is not specific to a particular province; otherwise, do not enter a value. |
6 | Tax Amount | Req | F 15.2 | The employee-paid amount of the specified tax withheld from the check. |