Note: Before completing the Export Pay Codes for Mail Merge option, the package must be updated using the Update Payroll with Packages option.
From the Negotiations screen, select the Options menu and then Export Pay Codes for Mail Merge.
At the Export Pay Codes for Mail Merge screen, enter the correct path (drive and folders) and file name for the file to create during the export in the File Name field, or click the Search button to select the correct path and specify the file name. By default, the file name will be Contract.txt.
Enter the 4-digit year of the ending fiscal year for the pay codes to export in the Fiscal Year End field. The year entered in the Negotiation Year End field in the Negotiations System File will appear as the default, but can be changed.
Enter the maximum number of pay codes (up to 2 digits) to export for each employee in the Maximum Employee Pay Codes Exported field.
All the custom fields defined in Payroll (and Human Resources, if applicable) appear in the Custom Field Selection List. Specify the custom fields to include in the export file by clicking the box under the Selected column to the left of each desired custom field. A checkmark will appear in the box if the custom field is selected. To select all the custom fields, click the Select All button located above the Custom Field Selection List. If desired, change the filters to modify the custom fields displayed here.
All the active pay codes defined in Payroll appear in the Pay Code Selection List. Specify the pay codes to include in the export file by clicking the box under the Selected column to the left of each desired pay code. A checkmark will appear in the box if the pay code is selected. To select all the pay codes, click the Select All button located above the Pay Code Selection List. If desired, change the filters to modify the pay codes displayed here.
Note: Only pay codes that are selected here and are active for employees in the Employee File will be included in the export file.
All the employees appear in the Employee Selection List. Specify the employees to include in the export file by clicking the box under the Selected column to the left of each desired employee. A checkmark will appear in the box if the employee is selected. To select all the employees, click the Select All button located above the Employee Selection List.
Click the Execute button to continue the export.
After the pay codes are exported to a file, a message will appear in the status bar.
If you will be using the templates provided by Software Unlimited, Inc., copy the two files (templates) to a location on your hard drive at this time.
Access Microsoft® Word and then open the desired contract template.
If using Template1 or Template2 (provided by Software Unlimited, Inc.), a message will appear stating the data source was not found; click the Find Data Source button.
Note: Depending on which version of Microsoft® Word is installed on your computer, additional prompts may appear prior to the one noted above confirming the file is a mail merge document (click Yes) and/or showing an open database connectivity error (click OK).
At the Open Data Source screen, select the correct path (drive and folders) of the Contract.txt file. Once the correct path has been selected, select the Contract.txt file and then click Open.
Tip: You may have to change the Files of Type field to look for Text Files (*.txt) or All Files (*.*).
Note: If the document is saved after completing this step, the system will try to locate the data source in that same location the next time the document is opened. If the data source is not found at that specified location when the document is opened, an error message will appear. For example, if you pointed to the Contract.txt file on Drive E in the previous step and then saved the document, the next time this document is opened, the system will look for the data file (Contract.txt) on Drive E; an error message will appear if Drive E does not contain the Contract.txt file.
Complete the appropriate steps depending upon which version of Microsoft® Word is being used.
Word 2000:
Select the Tools menu and then Mail Merge.
The path and file name of the source document appear under the Get Data button. If this is not the correct path, click the Get Data button and then Open Data Source to select the correct path and file name.
Click the Merge button.
Make your selections (for example, to merge to a new document or the printer) and then click Merge.
If the files were merged to the printer, the contracts will print directly to the default printer.
If the files were merged to a new document, the new document will be created and will display the first employee’s contract (the first page of the new document) on the screen. The contracts can then be printed like a normal word processing document.
Word 2002/2003:
The mail merged document will open showing the first employee’s contract (the first page of the document) on the screen. The contracts can then be printed like a normal word processing document.
If desired, to access the regular mail merge options, select the Tools menu, Letters and Mailings, and then Mail Merge.
Word 2007/2010:
The mail merged document will open showing the first employee’s contract (the first page of the document) on the screen. The contracts can then be printed like a normal word processing document.
If desired, to access the regular mail merge options, select the Mailings tab, Start Mail Merge, and then Step by Step Mail Merge Wizard.
Note: For additional information on the mail merge function, contact your Technology Coordinator or Business Education Teacher.