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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 online 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 2018 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 systems, this reliable 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) end-user procedures are identified on the Payroll System Menu (screen image 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 from the Financial Menu, enter "PR" to the System-ID prompt. 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 Payroll System Menu. The active keyboard function keys are identified at the bottom of all screens, including the payroll menu.

PRS Software End-User Procedures:

Data entry procedures PR01 (screen image) and PR11 (screen image) display data 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 the employee payroll checks with payroll check stub are printed. Any payroll adjustments are entered online in procedure PR01 and processed by procedure PR08.

The online Help File contains a description of all PR data fields and PR error messages that are displayed in a separate Help Message Window whenever keyboard function key F1 is pressed. A drop-down list of valid codes for a field (marked by a down arrowhead) is also shown in the Help Message Window when the F2 key is pressed after the F1 key. The Help Message Window temporarily overlays the bottom half of the basic application window (Command Prompt window).

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.

Each online PR end-user procedure identified on the Payroll System Menu is described in more detail in the PR Procedure Menu document.

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).

This user-friendly 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 Windows 3.1 to Windows XP (16-bit) and Windows 7 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 Windows 10 (64-bit version). 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 application window size (80x25), a larger Command Prompt window of 80 characters wide by 50 rows (80x50) is now supported for greater usefulness.

The 2017 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 exe programs run under Windows XP and the dll programs are used with Windows 10. AIX programs use the .gnt code. The PR application programs (32-bit code) run on 64-bit hardware.

The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the PR executable programs. The latest Windows 10 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 disc or USB flash drive; thereby eliminating the need to restore old payroll data and application 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. A Micro Focus cobol compiler is used to generate the PRS executable programs for person computers using 32-bit or 64-bit addressing. Each PR end-user procedure identified on the Payroll System 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 Microsoft 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 or a free working demo of this user-friendly PR System on a USB flash drive or CD-ROM disc for any version of Microsoft 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.