4.1 Company

Choose Company under the Payroll menu or type in the keyboard command equivalent, <cmd-Y>, to access the company parameters dialog.


4.1.1 Adding a New Company

A new company file can be created only when an existing file is not open. If a company file is open, an orange bar will be displayed below the menu bar at the top of the screen. In this case, close the company file by selecting Close from the File menu or by typing in the keyboard command equivalent, <cmd-W>, until the bar disappears.

Create the new file by selecting New from the File menu, or by typing in the keyboard command equivalent, <cmd-N>. Select a directory to save the file in, and type in a name for it. When this is done, click on the Save button or press the <Return> key.


New Company File Dialog
Figure 4.1.1.1 -- New Company File Dialog



PRCap will open a Company Parameters dialog window, as shown in Figure 4.1.1.2. The window will contain default values of 'Your Company Inc.' for company name, '52' for pay periods per year, and '1' for the current period number.


Company Parameters Dialog Window
Figure 4.1.1.2 -- Company Parameters Dialog



Complete the Company Parameters dialog window as follows:

a) Access Password

Enter password to be used to access the company file. This field may be left blank if no password will be used.

b) Company Name

Enter the Company name which is to appear on all cheques, reports, etc.

c) Address

Enter the company street/mailing address.

d) Cheque Addr 1/Cheque Addr 2

Enter the company address you wish to have printed on cheques. If preprinted cheques already include the company address, leave these fields blank.

e) Postal Code

Enter the company postal code.

f) Employer No.

Enter your company's Revenue Canada employer number.

g) Bank GL

Enter the General Ledger account number that is to be used for the Bank. This account number is used in posting from payroll to the General Ledger. The General Ledger account number may be left blank if not posting is to be done to the GL. However, if left blank, you will only be able to print cheques, and various payroll reports.

h) Offset GL

Enter the General Ledger payroll clearing account number to be used.

i) Pay Periods/Year

A minimum value of 1 and a maximum value of 52 is allowed in this field. If the value entered is less than 1 or greater than 52, the appropriate default value of 1 or 52 is substituted.

j) Default Province

Click anywhere in this field and select the appropriate province designation.

k) Use short cheque format

Select this option if you want to use the short cheque format.

l) Current Period

1. Period No.

Enter the current period number.

2. EI Salary Hours

Enter the number of salary hours in the current period.

3. From Date

Enter the current period start date in the format YY/MM/DD. The date may also be entered as YY.MM.DD

4. To Date

Enter the current period end date in the format YY/MM/DD. The date may also be entered as YY.MM.DD

m) Bank Journal File Type

Select the bank journal file type. Choose from Royal Bank and Alberta Treasury Branch. Customized modules can be designed by Sharecom for customers who do business with another bank.



Company Parameters Dialog Window
Figure 4.1.1.3 -- Completed Company Parameters Dialog



In order to edit a value in any field in this dialog, either <Tab> to or click on the field and type in the appropriate changes. Once the company parameters have been entered to your satisfaction, click OK. The Company Parameters Dialog will close.

When a new company file is created, at least one (1) cost centre must also be created. Go to section 4.3 Cost Centres for instructions on how to set them up.

The paycodes for the company must also be entered at this time. Go to section 4.4 Paycodes for instructions on how to set them up.


4.1.2 Editing an Existing Company

Choose Company under the Payroll menu or type in the keyboard command equivalent, <cmd-Y> to access the compny parameters dialog.


Company Parameters Dialog Window
Figure 4.1.2.1 -- Company Parameters Dialog



In order to edit a value in any field in this dialog, either <Tab> to or click on the field and type in the appropriate changes. Once the company parameters have been edited to your satisfaction, click OK. The Company Parameters Dialog will close.