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Payroll System

The Payroll System (PRS) by Legler Systems is based on the client-server model and supports many special features for handling the payroll processing for hourly and salaried employees in small businesses and midsize companies. This customizable PRS software can be run as a stand-alone accounting application or integrated with other financial modules, such as the Check Reconciliation System and General Ledger System. The Legler Payroll software utilizes a character-based user interface with mouse support for fast data entry and optimum productivity in a multi-user environment.

The 2015 PRS software version is now available with recent changes described in the Software Update History document. This general-purpose Payroll System is easy to use and can function with or without a mouse for greater user flexibility and productivity.

After installations on different hardware and operating environments, this legacy payroll software has evolved over the last 25 years to an efficient, proven and productive business application for today under Windows 10. Custom versions of the online PRS software support in-house control of confidential payroll records and have been in day-to-day operation in small businesses in Northern California for many years.

Payroll System Menu:

The online payroll (PR) user procedures are identified on the Payroll menu shown below. Before any online PR procedure can be run, the user must first sign-on by entering a valid User-ID and password. To display the Payroll menu, enter "PR" on the Financial Menu. To start a specific PR procedure, enter the 2-digit number associated with that online procedure or single-click the left mouse button when pointing to the procedure name on the menu. The active keyboard function keys are identified at the bottom of all screens, including the payroll menu.

|     PAYROLL SYSTEM MENU  (2015)                        01-13-2014 12:45  |
|                                                                          |
| No     Procedure Name                 No     Procedure Name              |
| --   -------------------------------  --   ----------------------------- |
| 01 - Enter Labor Detail Record        11 - Enter Employee Master Record  |
| 02 - Print Labor Edit Report          12 - Print Employee Master List    |
| 03 - Print Hours Distribution Report  13 - Print Annual W-2 Forms        |
| 04 - Calculate Payroll Amounts        14 - Load Payroll Tax Rates File   |
| 05 - Print Payroll Checks             15 - Print Vacation Accrual Report |
| 06 - Print Payroll Register           16 - Purge Old PR Records          |
| 07 - Print General Payroll Report     17 - Print PR Distribution Report  |
| 08 - Adjust Prior Payroll             18 - Print Employer Reports        |
| 09 - Post Payroll To GL System        92 - Redefine System Printer       |
| 10 - Inquire Employee History         94 - Search PR System              |
|                                       96 - Inquire Latest PR Changes     |
|                                       99 - End PR Menu                   |
|                                                                          |
|                                                                          |
|    Enter PR Procedure Number.......[    ]                                |
|                                                                          |
|                                                                          |
| F1=Help  F2=Enter  F9=Print  F10=Exit                                    |

PRS Software Procedures:

Data entry procedures PR01 and PR11 display fields that comprise each payroll record and perform online file update functions (add, modify and delete) based on a Transaction Code. An Employee Master Record (name and address information) must be entered into the PR System before any employee payroll checks with payroll check stub are printed. Any payroll adjustments are entered online by procedure PR01 must be processed by procedure PR08.

Inquiry procedures PR10 and PR07 display hours worked and dollar information on the screen for employees in the system. The General Payroll Report is also used for quarterly reporting to IRS.

Online reporting procedures PR02, PR03, PR06, PR07, PR08, PR12, PR15, and PR17 print payroll reports on a line printer (computer-size paper) or a laser printer (letter-size paper). Payroll reports can be displayed in the application window or in a separate report window prior to printing a hardcopy. Procedure PR05 is run to print payroll checks on multi-purpose laser check with stub forms. Procedure PR13 prints annual W-2 forms or creates a diskette based on SSA specifications. Each online reporting procedure displays a screen for the user to enter report selection parameters, such as dates, report format option and report sort option. Procedures PR04, PR08, PR09, PR14 and PR16 print a one-page PRS Control Report showing the number of payroll records processed for audit documentation. Procedure PR18 prints the employer reports (IRS 940, IRS 941 and California DE-6).

New federal and California state payroll tax rates are entered into the Payroll System each year using procedure PR14. Procedure PR04 uses these payroll tax rates when performing the payroll tax calculation for each regular pay period (YRNO).

Payroll procedure 92, procedure 94 and procedure 96 are the same as those in the Database Control System. When 99 is entered as the PR procedure number, the main financial menu is displayed. End-user procedures DB03 and DB17 appear only on the Database Control menu.

The online PR procedures identified on the Payroll menu are described in more detail in the PR Procedure Menu document. By clicking on a selected highlighted link in the above Payroll Menu, the associated sample screen is displayed.

Payroll Software Features:

In addition to the operational, security and technical features described in the Accounting Software Overview, some key Functional Features and Objectives of the payroll module are highlighted below:

1. Print the check amount text on the employee payroll check for anti-fraud protection.

2. Perform federal and state payroll calculations.

3. Automatic assignment of GL labor expense account codes from the Employee Master Record to minimize data entry time by procedure PR01. Recording labor expense data follows the standard GL account code structure of either a 4-digit account code only or 4-digit account code plus a 2-character department number as set by System-Option-26 in procedure DB03.

4. Automatic vacation accrual (paid time off) based on hours worked.

5. Maintain control over check numbers used, so missing checks can be identified each time the print payroll checks procedure PR05 is run.

6. Identify the employee gross pay and all payroll deductions on the payroll check stub.

7. Flexible reporting capability allows the user to request and print 53 different Payroll Reports, including employee payroll checks with payroll check stub by procedure PR05, by specifying various report selection parameters. One-time ad-hoc payroll reports are easily printed.

8. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script, so large payroll reports are printed offline.

9. In the PR System, special notes (instructions, comments, etc.) can be entered and displayed from data entry screens PR01 and PR11 by dynamic linking to procedure DB17 (General Notes Record) using keyboard function key F7 or a mouse when the word "NOTES" appears.

10. Enable employee number lookup by name when the "#" character is entered in the employee number field and then enter the employee's name or telephone number when prompted. When only one matching employee is found, the associated employee number automatically replaces the "#" character, so the user does not have to enter the employee number. This special employee number lookup option can be done at any time where the Employee-No prompt appears. This "#" feature is in addition to the standard employee number lookup by employee name initials (uppercase) in both a client-server (ASCII coding) and IBM mainframe (EBCDIC coding) environment.

Payroll System Interface Capabilities:

The online PRS software references four master records in the Database Control System (required) to: (1) control basic system functions (Company Control Record), (2) verify User-IDs, passwords and other user options, such as screen color for background color and foreground color (User Control Record), (3) validate Hour-Codes, GL labor expense accounts and other user definable codes (Code Definition Records) and (4) identify special notes or comments about an employee by displaying the word "NOTES" on a data entry screen (General Notes Record).

The PR System references customer order records in the Order Entry System (optional) to verify job number or order numbers associated with labor transactions.

The PR System software formats and outputs General Journal Records (PR09) to either an export Transfer File for input to another computerized GL system or directly into the General Ledger System (optional). The General Journal Records contain the dollar amounts associated with each GL account code.

The PR System formats and writes Check Records (procedure PR05) directly into the online Check Reconciliation System (optional).

The PRS software supports dynamic linking between data entry procedures (such as PR01 to PR11) with a single keystroke (function key F7) or double-click of the left mouse button.

PRS Software and Hardware Requirements:

The Payroll System operates on any x86 personal computer (pc) in the Command Prompt window using any version of Microsoft Windows operating system from MS Windows 3.1 to Windows XP and Windows 7 and and now Windows 10. The source programs are compatible with 32-bit cobol compilers (such as Micro Focus Net Express) that generate executable code for MS Windows 10. Personal computers can be connected in a local area network with complete flexibility in specifying the disk location of master files on either the client or server. Additionally, the PRS software can be run on a single stand-alone pc or on a UNIX based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system. In addition to the standard screen size (80x25), a larger character-based window of 80 characters wide by 50 rows (80x50) is now supported for greater usefulness. The 2018 version of the payroll software supports 32-bit code (.dll) or 16-bit code (.exe) depending on the OPR-SYS-PARM setting ('WIN' or 'DOS') in the DBSPGM file.

The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the PR executable programs. The latest MS Windows payroll programs (32-bit code) are the same as the DOS payroll programs (16-bit code) for compatibility. For data archiving and historical reporting, the same PR executable programs can be run offline from a removable disk, such as a CD-ROM disk or USB flash drive; thereby eliminating the need to restore old financial data and programs to a separate hard disk drive in order to view or print historical payroll reports.

The Database Control System by Legler Systems Company is required to support the PR System and is included with this Payroll software. The PR source programs are written in structured ANSI COBOL, the most widely used business programming language, for easy maintenance in a client-server (ASCII code) or IBM mainframe (EBCDIC code) environment. Each PR procedure identified on the Payroll menu corresponds to a separate application program.

More Information on the Payroll System:

The PR System software cost is identified in the Software Price Sheet and includes: (1) PRS executable programs for any version of MS Windows, (2) PRS Procedure Manual and (3) online Help File. The source programs written in ANSI COBOL language can be purchased separately.

For sample payroll reports and screen formats, General Information Manual or a free working demo of this PR System on a CD-ROM disk (or USB flash drive) for any version of MS Windows, e-mail Bill Legler in the San Francisco Bay Area, California.

Legler Systems Company, developer of the online Payroll software, is located in the East Bay of the SF Bay Area in Northern California and provides local on-site PRS software support in Alameda County (major cities are Oakland and Berkeley), Contra Costa County (major cities are Concord, Walnut Creek and Orinda) and other counties in California (CA). E-mail support is always available regarding any PRS software questions or problems.

Version 11.8 (2018). All rights reserved by Legler Systems Company.