From version 1.00.16.209 (or later) it is possible to get the Influence System to automatically generate a payroll reference for the Candidate.
The system can be configured to generate this payroll reference using either the Candidate reference no field or by using a sequential counter stored in the system.
Contents (Click an Item to Jump to that section)
- How to generate Payroll Ref No.
How to Generate the Payroll Reference Number
To generate the number automatically simple go to the [Financial] tab of the candidate record (sometimes called [Controls])
Click the small [...] button next to the Pay Ref: field.
Provided the Pay Ref field is currently <blank> the system will automatically generate a payroll reference number.
The format of the automatically generated Pay Ref can be controlled by parameters within your system.
System Setup/Configuration
The format of the automatically generated payroll reference number can be based upon either the Reference No. of the candidate record <or> on a sequential number.
It can also be prefixed with letters based upon the type (e.g. BACS, PAYE, etc.) to generate a Payroll Ref No.
For example you might decide upon a Payroll Reference Format of AAnnnnnnn where AA is an alphabetic prefix, determined by the Type of (PAYE, Ltd Co or Umbrella) and where nnnnnnn is a series of numbers based upon either the Reference No of the Candidate, or a sequence number held in the system.
Example:
Candidate John Smith [Ref: 00023045] could be set as PAYE and could have a payroll ref such as PY023045 or if he was set as LTD, he may have a payroll ref of LL023045
PARAMETERS
The following parameters need to be considered.
| Payroll_B, Flag (11) Use Payroll Ref Counter Control |
Set this option to Y if you want to use the Sequential system counter. If set to N then the system uses the Reference Number for the Candidate as the basis of the Payroll Ref No.
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| Payroll_B, Integer (2) Digits in Pay Ref using Counter |
If using the Sequential Counter (See above) how many digits are used in the Pay Ref.
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| Enigma, Integer (7) Digits from Ref to use in Auto Payrol Ref |
If using the Candidate Ref No as the Payroll Ref, how many digits from the Ref are used. |
The Prefix is controlled by the 'Extra' Fields on the Pay Ref [166] Code Table
Maintenance > Setup > Code Tables. Select System Area = C - Contact management then choose Pay Ref [166]
The Sequence Number is held in Maintenance > Setup > Edit System Controls.
Choose the 'Auto Numbering' tab and then set the Last Payroll Ref
Example 1: Create a Payroll Number based on the Candidate REF
| Payroll B, Flag (11) Use Payroll Ref Counter Control |
N, Not using counter |
| Payroll B, Integer (2) Digits in Pay Ref if using counter |
Set to 0, because not using counter |
| Enigma, Integer (7) Digits from Ref to use in Auto Payrol Ref |
6, This will tell the system to use 6-digits from the Candidate Ref |
If setup as above, then for candidate John Smith [00000265], who is setup to work as PAYE (where code PAYE uses prefix PY), the Payroll Ref would be generated as,
Payroll ref: PY000265
Example 2: Create a Payroll Number based on a 'system Counter'
| Payroll B, Flag (11) Use Payroll Ref Counter Control |
Y, Using the Counter below |
| Payroll B, Integer (2) Digits in Pay Ref if using counter |
Set to 4, to use 4 digits in the generated Ref. |
| Enigma, Integer(7) Digits from Ref to use in Auto Payroll Ref |
Set to Zero (0) because it is not used. |
If setup as above, then for candidate Mark Jones [00000287], who is setup to work as PAYE (where code PAYE uses prefix PY), the Payroll Ref might be generated as,
Payroll ref: PY0183
(The '183' is just the next sequence number when the Payroll number gets allocated)
Graeme Orchard
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