Common Warning Messages

The Common Warning Messages section is a quick way to find solutions for some of the warning messages in Spectrum®.

Warning Equipment Code Entered Has Inactive Status

If an inactive equipment code is entered, this message displays. Click OK to continue entering data, if desired.
  1. To change the equipment's status, click Equipment Control > Maintenance > Equipment to open the Equipment File Maintenance screen.
  2. In the Status field, enter a different status code, or press F4 or double-click in this field to select from a list of valid equipment status codes.

Warning - G/L Account Code Entered Has Inactive Status

If an inactive General Ledger account code is entered, this message displays. Click OK to continue entering data, if desired.
  1. To change the General Ledger account code's status, click General Ledger > Maintenance > Master File to open the G/L Master File Maintenance screen.
  2. Select either Active or Not Used in the Status section.

Warning - Job Entered Has An Inactive Status

If an inactive job code is entered, this message displays. Click OK to continue entering data, if desired.

  1. To change the job code's status, click Job Cost > Maintenance > Job > Properties.
  2. In the Status section, click either Active or Complete.

Warning - Phase Code Entered Has Inactive Status

If an inactive phase code is entered, this message displays. Click OK to continue entering data, if desired.

To change the phase's status, open Job Cost > Maintenance > Phases. Enter the Job code and then select Begin Editing. Locate the phase in question on the grid and click the wrench icon to open the Edit Phases window, where you can change the phase status to Active.

Warning - XX Not Taken For Union - Invalid For PR Dept (where XX is an Add-On or Deduction code)

If an item type selected on the Payroll department does not match that of the G/L code assigned to the selected add-on/deduction code (for example, if the Payroll department is set up as Job Cost, but the G/L code assigned to the add-on or deduction code is not set up as Job Cost), this message displays. Click OK to continue entering data, if desired.

Warning - Checks Have Been Printed

If the software has already printed the selected check run, this message displays. Click OK to continue with the reprint, if desired.

Spectrum allows you to easily reprint checks in the event of a paper jam, incorrect check date, or other unforeseen event. You do not have to reprint the entire check run. Instead, you can enter in the criteria for the first check you would like to reprint, including the starting check number.

Important: Please review the selections criteria carefully before you reprint the checks. The default print sort will dictate how the checks are reprinted. For example, if your checks print out in alpha order, you must enter the starting alpha reference for the next check. If you leave the alpha ref field blank, Spectrum assumes that you want to start at the beginning of the check run.

Warning - Replacement Checks Exist That Have Not Yet Been Transferred

If the replacement check run process is still in process and you attempt to run the check calculation, this message displays. Click OK to continue with the check calculation, if desired.

If you elect to click OK to the warning message, the Replacement Checks window appears displaying the Employee code, Original check number, and Replacement check number for the items not transferred to Time Card Entry.

Warning - Errors Still Exist

If you attempt to transfer pre-time cards that have been previously imported into Spectrum to Time Card Entry, this message may display. Click OK to continue with the data entry, if desired.

This warning indicates that the Pre-Time Card Error Log contains records that will not be updated to Time Card Entry. In the Warning – Error still exists window, click the View button to be taken to the Pre-Time Card Import Errors screen to make the appropriate corrections.
Note: If both View buttons are active, click either button to access the Pre-Time Card Import Errors screen.

Warning - You Have Not Completed The Current Payroll Process

This message will occur when you click the Set New Cycle option in Payment Processing after the cycle has already been set. If this occurs, you have three selection options:

  • Yes, clear entries in progress and start a new payroll cycle

    Use this option if you would like to start over and delete any information you have already entered into Time Card Entry.

  • Yes, continue this cycle, but reset parameters

    Select this option if you would like to change the options for this pay cycle. This is a handy way to make a change to this cycle and not lose information already entered.

Tip: Use this option if you find that the wrong Check Date is printed on your paychecks. After you reset the cycle you will need to perform Check Calculation once again. Remember that any changes you have made in Check Adjustment Entry will be lost and have to be re-entered. Once you have made the necessary adjustments, print the checks again; they should display the correct date.

  • No, cancel selection

    Use this option if you want to return to the pay cycle without making any changes.

Warning - Payroll Checks Have Already Been Calculated

This message will display if changes have been made in Check Adjustment Entry that may require that you run the check calculation or print Payroll checks again. Click OK to continue with the check run, if desired.

There are two versions of this warning message:

  • It will be necessary to run the Check Calculation update again after entering this selection.

    This message warns you that any changes you may have made in Check Adjustment Entry will be lost and will need to be re-entered. The Check Calculation process will determine the employees' taxes and recurring add-ons and deductions.

    Note: Some add-ons and deductions may have been changed in Check Adjustment Entry, but the software will recalculate these fields and ignore these changes.

  • It will be necessary to reprint checks after entering this selection

    As it is possible to make changes in Check Adjustment Entry, this message warns you that you will have to reprint the paychecks to reflect these changes.