SPELLING - CHEQUE OR CHECK ?
============================

I came from England and now live in Canada.  In both countries (and probably
also in Australia, New Zealand, and most other english speaking countries) a
piece of paper representing an order for money is a cheque.   The different
spelling distinguishes it from the need to check (scrutinize or verify)
something or to make a check mark in a box on a form.   In most of the USA
popular usage seems to be "check" for everything including an order for money.

In these instructions I have used the U.S. terminology, but in the program you
will find the word "cheque".   If this causes any problems please let me know
for possible change in a future U.S. release, but if possible I would like to
retain "cheque" so most of the same program source code can be used in other
countries as that makes it easier to maintain it and ensures that enhancements
in one version are automatically included in all versions.


HOW TO ENSURE PAYROLL USA IS RECORDING CHECK DATA
=====================================================

In January and February of 1995 PAYROLL USA will check to see if you have
tried this new feature.  If it finds no *.BRC (bank) files on the program
directory it will assume you have never tried it so it will switch it on
automatically.  The only other action you need take is the first time you
print pay cheques it will ask for a file name for the bank file, name it
whatever is meaningful for you, presumably a short form of your bank's name
(8 characters or less), such as BANKAMER or FIRSTATE etc.

You can switch it on at other times (or turn it off after trying it)
as follows:

Either:
1.
   From the MAIN PAY MENU
   F3 PRINT AND/OR RECONCILE CHECKS, PRINT PAY SLIPS, then
      F3 Bank Reconciliation of Pay Checks
          { it will offer to turn it on if not already on, not much
            else you can do here until some checks on file }
-OR-

2.
   From the MAIN PAY MENU
   F5 CONFIGURATION & OTHER UTILITIES, then
         F4 CHANGE CONFIGURATION - DISKS, PROMPTS, ETC., then
             F5 Your Company Information, then

                   (at the bottom of the screen)
                   set "USING CHECK RECONCILIATION" to true
                   and press Escape repeatedly until back to
                   the MAIN PAY MENU.

Any PAYROLL USA checks printed after this is done will be added to the
check file.  If you later stop using this feature then repeat this procedure
but change "Using Check Reconciliation" to False to stop check recording
and prevent the file filling up. (It can only be made False from the
"F5 CONFIGURATION & OTHER UTILITIES" route)

Also, for those who were using it prior to January 1995 note that your check
file names will be automatically changed to allow for the new multiple bank
feature.  Only the 3 character extension will be changed, example PUSACHQR.DTA
will become PUSACHQR.BRC and PUSACHQR.INX will become PUSACHQR.BRI   You need
not worry about this unless you have an automatic backup routine that copies
certain specified files to tape - if so change it to take the new names.
You no longer need the seperate Check Reconciliation program we sent you,
use the new built in routine instead.


PROGRAM FEATURES
================

Pay checks are automatically added to the check file as they are printed by
PAYROLL USA.  At that point they are outstanding. You can mark them as
reconciled when they are returned to you by the bank (or are shown as paid on
your bank statement).  You can also mark them void if they are reissued or
replaced with cash.  You will want to keep outstanding checks on the file at
least until they become stale dated, and you may wish to keep void and
reconciled checks on file for say 3 months in case of queries. You can
selectively delete older checks in either category when the file becomes too
full.  If you need a longer history than 3 months you can have it, but the
file will become larger.  If it exceeds 2,500 checks and you want to keep
them all then you will need to order the upgrade to the maximum file size of
8,190 checks ($100.00 plus taxes).


F1 Find Any Pay Check
----------------------

Checks can be located by number or by payee name.  You can modify or void
individual checks, and you can void a range of check numbers in one
operation (Example: Pay cycle run, checks printed, errors found, corrected,
pay cycle re-run and checks re-printed. First set of checks can all to be
voided as a range of numbers from ... to ... because replaced by second set).

The check display includes check number, check date, payee, amount, the
type of check, what the last action taken was, and the date that action was
taken.


F2 Enter NEW Manually Issued Pay Checks
----------------------------------------

Additional manually issued checks can also be entered.  When entering manual
checks you can select what the last activity was and that activity date. The
check number must not already be on file or an error message will occur when
attempting to insert the new check into the file.  Also, of course the same
check number must not be used again later by Payroll USA before the first
check has been purged from the file or an error message will occur then.

You should not mix bank accounts on the same check file or your reports will
give confusing figures and there may be conflicts in check numbers.  The
program allows multiple bank files so use that feature if you have this
situation.



F3 Reconcile Checks from Bank Statement
----------------------------------------

When reconciling checks from your bank statement you can enter your beginning
balance, deposits, and service charges and your ending balance will be
calculated for you to double check against your bank statement. Reconciling
checks is just a matter of entering a series of check numbers and amounts.
Each check is retrieved from the file, the number and amount is verified and
if any differences are found you are immediately advised and shown the check
record so you can determine the cause of the error. You are also warned if you
try to reconcile a check that has previously been reconciled or voided.

Keying in the amounts may seem un-necessary as we could get it from the check
number, but it is required to catch any errors on the bank's part.  They work
from the MICR coding and if their clerk keys the amount wrong when adding the
MICR for amount then the wrong amount is taken from your account.  It will
also catch fraud if somebody deliberately changed the check before depositing
it.  Take the amount from your bank statement.

The cursor can be moved around this screen.  Instructions are on the bottom of
the screen.  When you are about to leave the screen you are asked if this is
the last entry screen you need.  If you answer Y (when all checks from that
bank statement are reconciled) then a report is printed of what was entered on
the screens.  A copy of the report file is saved on disk in case of any
printer error (out of paper, not on line, jambed, etc.).  You will be given a
second chance to print this report next time you select the F3 function.


F4 Purge Old Checks
--------------------

Reconciled or not, checks remain on file until purged.  You can select purge
dates for dead (reconciled) checks (defaults to 3 months ago) and for live
(outstanding) checks (defaults to a year ago).  You can change the defaults
by typing in your choice of date.

The purge routine also makes a backup copy of the file as it was before the
purge (in PUSACHQR.BRB / PUSACHQR.BRX) so if a purge is done in error and you
realise it immediately (or before any other checks are added, changed, or
reconciled) you can reverse the purge from the DOS prompt with:

COPY PUSACHQR.BRB PUSACHQR.BRC
COPY PUSACHQR.BRX PUSACHQR.BRI

The filename may be different from PUSACHQR as you can name it for the bank
whose checks are in it, but the .BRB etc. extensions will be the same. Do
a DOS DIR \PAYPGMS\*.BR* to see all bank files.

If you do this copy after any changes are made you will lose the changes and
they will have to be redone.


F5 Print Check Register
------------------------

You can also print a check register at any time showing what is on the file.
You can select start and end check dates (they will default to the last month
but you can change them to whatever you want) and types of checks (any one of
or combination of: Outstanding, Void, N.S.F., Reconciled) that will be
included on this report.  Outstanding check amounts are in a seperate column
from dead checks and both are totalled seperately on the report.


UPGRADING MAXIMUM FILE SIZE
---------------------------

On the version included free with Payroll USA the maximum check file size
is 2,500 checks - should be enough for most companies.  It can be increased
to 8,190 checks for a one time cost of $100.00 (plus taxes). For this we
provide a seperate program which does the same thing (with the higher limit)
but which has to be run from the DOS prompt (as we cannot create special
versions of Payroll USA).   Telephone me if an upgrade is needed urgently,
else mail us a check for the amount shown with a note of what it is for.


                       Christopher Anthistle, President
                              14th. January 1995
