New/Edit Electronic File Table - Detail

Use this tab to enter detail information for the new electronic file.



Variable type

Select the variable type: Single, Multiple, Constant, or Formula.

  • If Single is selected, the Search File Variables window opens and displays all of the available variables in Payroll.

  • If Multiple is selected, the Concatenate Multiple Variables window displays. Use this window to combine the information from several fields into one field. For example, you might want to combine the City, State, and Zip fields into one concatenated "address" field.

  • Select Constant if you want to use special plan numbers or other company information that is constant for all employees.

  • If Formula is chosen, the Electronic File Formulas window displays. Select an appropriate formula code; this will default to the Descriptions field on the main screen.

If you select Single or Formula, the Search File Variables window displays. Use this window to select the delimiter's source file. For Single and Formula variables, certain files offer different selections and selection type fields:


Type = Federal (0), State (1), County (2), Local (3), and Blank (ALL)

Selection = Tax table code


Type = Add-on/deduction code, Category group

Selection = Code or group, as determined by Type


Type = N/A Selection = Worker's comp code


Enter a description that will display for the Constant variable type, for example: 'Employee Name'.

If the variable type is Single, Multiple, or Formula, press F4 or double-click on this field to display the corresponding search window or Details window.


The file type defaults from the database. File types include Alphanumeric, Numeric, Date, and Key.

Note: You need to enter the Key field type if you want the sort variables (employee code, check number, and so forth) to display in the file; otherwise the information will still sort according to the setup in the Properties window, but the variables will not display.


The length (number of characters) of the variable displays. This can either be the length in the database, or it can be defined here if the variable type is Constant or Multiple.


Enter the number of decimal spaces that will appear after the decimal point.


Select the justification type: Default, Left, or Right.


If the file type is Numeric and right-justified, enter Zero to fill the leading spaces with zeros, or leave the fill type blank if you want the leading spaces to appear blank. You can also choose the character that will display for non-existent dates; for example, if you selected the character 0, the date would display as 00/00/0000, according to the display mask.

Display format

Use this field to determine a combination of mask characters (up to 20 characters).

Date formats might be set up as MM/DD/YY or MM/DD/YYYY (or any other user-defined arrangement).

Alpha-numeric formats can be set up to default as left or right-justified. Entering the character X causes the variable to be left-justified within the mask (for example, social security codes might be set up as XXX-XX-XXXX) and entering the character Y causes the variable to be right-justified within the mask. Likewise, X and Y are mutually exclusive within a single display mask. All other characters are displayed literally.

Numeric formats can be set up to use any combination of the following:

9 Digit 0-9 (when the position is blank a zero is stored),

Z Digit 0-9 (when the position is blank a blank is stored),

- Minus sign

, Comma

. Decimal (If you do not enter a decimal place, Spectrum will round to the nearest dollar.)


Select the period: Current or Year-to-date. If this is not a check or check detail variable, the period should be blank.


Select this checkbox if you want to deselect this record if a given variable (for example, the hire date, social security number, or state earnings amount) is blank or zero. This feature is especially helpful if you do not want a record to appear in the file.


No entry is allowed.


No entry is allowed.


The file corresponding to the sort variable displays.

Alternate name

No entry is allowed.


The tax table description displays in this field.