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2.8 – Payroll applications

Learn about the important master and transaction files used in payroll systems. Understand how the master file contains essential employee data, while the transaction file holds temporary data to update the master file. Explore the flow charts and payment methods involved in processing bills.

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2.8 – Payroll applications

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  1. 2.8 – Payroll applications Master file Transaction File Payroll outputs

  2. Introduction Payroll systems normally involve the use of batch processing. This means that the files that are need are stored on separate magnetic tapes. There are 2 types of files involved in this processing: • Master File • Transaction File

  3. Master File • Master file is the most important file since it is the most complete and up to date version of the file. If the master file is lost or damaged and is the only copy, the whole system will break down. • In a payroll system, the master file contains: Employee number Name Contact details Rate of pay Pay they have received so far this year Taxes and insurances paid so far this year • The Master file basically contains data that does not change that often.

  4. Transaction file • A transaction file is used to hold temporary data which is used to update the master file. Transactions occur in any order so it is important to sort a transaction file into the same order as the master file. • The data in a transaction file can change daily, weekly, monthly. It is only temporary data storage. In a payroll system the transaction file would contain details like: Number of hours Overtime Employee number – Primary key to the master file • The transaction file will contain details of any new workers, workers who have left the company or any workers details who have changed

  5. The inputted meter readings are inputed by OMR and are validated before they are added to the meter reading transaction file System flow chart of producing gas/ electricity bills Production of gas/electricity bills are a case of batch processing with use of a magnetic tape The diagram shows how the bills are produced for customers. The transaction file contains Utility meter readings (sorted in order). The customer master file (bills file) contains details of the amount owed by customers and this will need updating as the customers pay their bill

  6. Different input methods of payment details. Each method is validated before it is added to the payment transaction file Systems flow chart for processing the bills file Notice there are several ways of making payment. Each method of payment has to be validated before it is processed. The up date program is to produce demands to the people who haven’t yet paid their bill

  7. ICT Workbook • Complete the relevant section in your workbook

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