Automatic Payroll Number Generation

Created by Martin Parkinson, Modified on Sun, 2 Jul, 2023 at 3:19 PM by Martin Parkinson

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.

- System Setup

Example

- Parameters

- Examples

Example 1 

Example 2





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  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.


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System Setup/Configuration


The format of the automatically generated payroll reference number can be based upon either the Reference No. of the candidate record  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 


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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 then the system uses the Reference Number for the Candidate as the basis of the Payroll Ref No.
Note: If using the sequential counter you can set the 'Next' sequence number using Maintenance>Setup>Edit System Controls
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.
Note: If this is left as zero, then the system will just use the counter, e.g.123, where as if it is a set number it will 'pad' with Zero's, e.g. Setting to SIX will display 000123
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


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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)


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