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P R O F I T P L A N P A Y R O L L U S E R 'S M A N U A L Silver Hill Development 1811 Porter Avenue Suitland, Md. 20746 (301) 736-7299 Copyright 1993 Silver Hill Development All Rights Reserved PROFIT PLAN PAYROLL Table of Contents Chapter 1 About Profit Plan Payroll.................... 3 Chapter 2 Getting Started.............................. 4 2.1 Setting Up Payroll........................... 4 2.2 Running Payroll.............................. 4 Chapter 3 Entering System Information.................. 4 Chapter 4 Preparing Data Files......................... 7 4.1 Tax Codes.................................... 8 4.2 Deductions.................................. 10 4.3 Employees................................... 12 Chapter 5 Using Payroll............................... 17 5.1 Entering Adjustments........................ 17 5.2 Printing Checks............................. 18 5.3 Voiding Checks.............................. 19 5.4 Entering Manual Checks...................... 20 5.5 Post Pay Periods............................ 21 5.6 General Journal Entries..................... 22 5.7 Close Quarter/Year.......................... 22 Chapter 6 Payroll Reports and File Lists.............. 23 6.1 Pre-Check Register.......................... 23 6.2 Payroll History............................. 24 6.3 Employee History............................ 24 6.4 Hourly Employees Report..................... 25 6.5 Employee Deduction Report................... 25 6.6 Tax Liability Report........................ 26 6.7 Print W-2's................................. 27 6.8 Unemployment Tax Report..................... 28 6.9 List Employees.............................. 29 6.10 List Tax Codes.............................. 30 6.11 List Deductions............................. 30 Chapter 7 System Maintenance.......................... 31 7.1 Rebuild Files............................... 31 7.2 Delete History.............................. 31 Page 3 1. A B O U T P A Y R O L L Profit Plan Payroll uses the information that you specify to automatically calculate employee deductions and tax withholding for each of your employees. Then, it automatically prints checks for your employees. The program also enables you to make one-time adjustments to any paycheck and allows for the entry of manual checks that you have issued outside of the system. And if you wish, Payroll can create general journal entries that can be transferred automatically to the General Ledger module. At the end of a quarter or year, Payroll will automatically close the quarter and prepare files for the next quarter or year. The program also prints several reports to help you analyze your data. Following is a more extensive listing of Payroll features: * Processes payroll for over 1000 companies, assuming sufficient disk space. * Links to General Ledger module in summary or detail. * Allows for two levels of overtime pay. * Automatically updates quarter-to-date and year-to-date amounts for each employee. * Allows for up to 999 departments. * Calculates payroll for employees in an unlimited number of states. * Allows up to six deductions for each employee. * Automatically accrues vacation and sick hours for each employee. * Allows for weekly, biweekly, semi-monthly, and monthly pay cycles. * Provides for one-time adjustments to any single paycheck. Before proceding, it is recommended that you become familiar with the information in the file INTRO.DOC. The manual in this file explains how to install the Profit Plan program files and begin to configure the system for your company. It also contains a general explanation of the Profit Plan system and outlines basic rules and conventions that the program follows. Page 4 2. G E T T I N G S T A R T E D This chapter outlines the steps necessary to configure the Payroll system for your company and briefly describes some of the functions that you will need to use on a regular basis. 2.1 SETTING UP PAYROLL You will probably need to set up Payroll in two separate steps. First, you will need to define the basic Payroll system information. This process is described in Chapter 3. Then, the appropriate data files must be loaded. You will need to create at least one employee record. If you want the program to automatically calculate tax withholding and deductions, you will also need to create tax code and deduction records. Preparing data files is discussed in Chapter 4. 2.2 RUNNING PAYROLL After you have entered the system information and loaded the data files, you will be prepared for regular payroll processing. The ENTER ADJUSTMENTS function can be used to make one-time changes to the next check to be printed for any employee. Any commissions, tips, vacation hours, or sick hours are also entered by this function. After you have made any necessary adjustments, you can use the PRINT CHECKS function to print checks for any or all employees. You can also record checks issued outside of the system by using the ENTER MANUAL CHECKS function. When all checks have been properly prepared, the POST PAY PERIODS function will update the Employee file. At the end of each quarter, the CLOSE QUARTER/YEAR function is used to update quarter-to-date and year-to-date fields and prepare your data files for the next period or year. Payroll also allows you to analyze your data with several reports. The HOURLY EMPLOYEES REPORT lists regular and overtime hours and earnings for each employee. You can print the PRE-CHECK REGISTER to review information for the checks that are due to be printed for the current pay cycle. The EMPLOYEE HISTORY report lists information for all checks printed during the current year for each employee. And you can print the EMPLOYEE DEDUCTION REPORT and TAX LIABILITY REPORT to review the deductions and taxes withheld for each employee. 3. E N T E R I N G S Y S T E M I N F O R M A T I O N This chapter explains how to enter or change the basic Payroll system information for your company. You must run the SYSTEM Page 5 INFORMATION function at least once before using Payroll on a regular basis. Select SYSTEM INFORMATION from the Payroll System Maintenance menu. You will first be asked if you want to edit the displayed system information. Answer "Y" if you want to make changes or "N" to return to the main menu. If you elect to continue, you will need to enter the following fields: Link to GL?:You can link to the General Ledger module in summary or detail. If you link in summary form, the program will summarize transactions so that only one general journal entry is created for each account number. If you link in detail, no summarization will take place. This may result in a very large number of general journal entries. Enter "S" in this field to link in summary form or "D" to link in detail. Enter "N" if you do not want to link Payroll to the General Ledger module. Use Departments?:Enter "Y" if this company will use departments or "N" if not. Distribute By Department?:If this company uses departments, you have the option of transferring department detail to the General Ledger module. If you have elected to link to the General Ledger module and enter "A" in this field, all accounts referenced by distributions from the Payroll module will have a departmental sub-account determined by the employee's department number. If you enter "E" in this field, only earnings amounts will be departmentalized. Enter "N" if you do not want to departmentalize Payroll distributions at all. Keep Check History?:Ordinarily, all checks are removed from the system when you close a year. The program will not use this information. However, you do have the option of saving checks in a history file. You can then use this information to create your own customized reports. Enter "Y" if you want to keep prior year checks on file. If you enter "N" in this field, Payroll will automatically remove all checks at the close of each year. Print Name on Checks:Enter "Y" if you want the program to print your company's name on your checks or "N" if your company's name is already printed on the checks. Next Check:When first installing the program, you should use this field to enter the next check number that will Page 6 be printed. Thereafter, the system will maintain this field automatically. Max. Soc. Sec. wages:Specify the amount beyond which the employee's wages are no longer subject to Social Security taxes. Employee Soc. Sec %:Specify the percentage to be used to calculate the employee's Social Security contribution. Employer Soc. Sec %:Specify the percentage to be used to calculate the employer's Social Security contribution. Max. Medicare wages:Specify the amount beyond which the employee's wages are no longer subject to Medicare tax. Medicare %:Specify the percentage to be used when calculating the employee and employer Medicare tax. Minimum wage:Specify the current federal minimum wage. 1st Overtime Rate:Specify the pay rate for the first level of overtime pay. The program will multiply an employee's hourly pay rate by the number that you enter here to calculate the employee's earnings at the first overtime level. 2nd Overtime Rate:Specify the pay rate for the second level of overtime pay. The program will multiply an employee's hourly pay rate by the number that you enter here to calculate the employee's earnings at the second overtime level. If you have not linked Payroll to the General Ledger module, you will then be asked if you want to save the information that you have entered. Answer "Y" to save and return to the main menu or "N" to return to the main menu without saving. If you have elected to link to the General Ledger module, you will need to specify the following account numbers: Cash Account:Specify the payroll checking account. If you have chosen to distribute to all accounts by department, the departmental extension entered here will be ignored. Salary Pay:All salary pay expenses will be debited to this account. It should normally be an expense account. If you have elected to distribute by department, the departmental extension entered here will be ignored. Regular Pay:All regular hourly pay expenses will be debited to this account. It should normally be an expense account. If you have elected to distribute by department, the departmental extension entered here will be ignored. Page 7 Overtime1 Pay:All first overtime pay expenses will be debited to this account. It should normally be an expense account. If you have elected to distribute by department, the departmental extension entered here will be ignored. Overtime2 Pay:All second overtime pay expenses will be debited to this account. It should normally be an expense account. If you have elected to distribute by department, the departmental extension entered here will be ignored. Commissions:All commission pay expenses will be debited to this account. It should normally be an expense account. If you have elected to distribute by department, the departmental extension entered here will be ignored. Other Income:All "other income" pay expenses will be debited to this account. It should normally be an expense account. If you have elected to distribute by department, the departmental extension entered here will be ignored. Employee FICA Payable:All FICA amounts that are deducted from employee pay are credited to this account. It should normally be a liability account. If you have chosen to distribute to all accounts by department, the departmental extension entered here will be ignored. Employer FICA Payable:Specify the account to be credited for all employer FICA amounts. It should normally be a liability account. If you have chosen to distribute to all accounts by department, the departmental extension entered here will be ignored. Employer FICA Expense:Specify the account to be debited for all employer FICA amounts. It should normally be an expense account. If you have chosen to distribute to all accounts by department, the departmental extension entered here will be ignored. You will then be asked if you want to save the information that you have entered. Answer "Y" to save and return to the main menu or "N" to return to the main menu without changing anything. 4. P R E P A R I N G D A T A F I L E S This chapter outlines the steps necessary to prepare all of the Payroll data files. You will need to create at least one employee record. If you want the program to automatically calculate tax withholding and deductions, you will also need to create tax code and deduction records. Page 8 4.1 TAX CODES Use this function to create, modify, or delete records for each tax code. Select ENTER TAX CODES from the Payroll File Maintenance menu. You will be asked to enter a tax code. At this point, you can: 1. Enter a new tax code 2. Enter an existing tax code 3. Press ENTER to return to the main menu IMPORTANT NOTE:Tax codes consist of two parts. First, you must enter a two-character code for the taxing authority. You might wish to use the appropriate two-letter abbreviations for state codes and "US" for federal codes. Then, you will need to enter a one-character code to represent the filing status. You might use "S" for single, "M" for married, etc. If you want to create a tax code, go to section 4.1.1. If you want to modify or delete an existing tax code go to section 4.1.2. 4.1.1 CREATING A NEW TAX CODE Enter the codes for the taxing authority and filing status. You will then be asked if you want to add a new tax code. Answer "Y" to continue or "N" to reenter the tax code. If you elect to continue, you will need to enter the following fields: Description:Enter a description for this tax code. Tax Type:Payroll allows for for four types of taxes. Enter "F" for federal tax codes, "S" for state tax codes, "L" for local tax codes, or "O" for "other" tax codes. Tax Basis:Enter "W" if taxes for this code are calculated based on the employee's wages or "F" if taxes are calculated on the basis of the amount of federal withholding tax. This field is skipped for federal tax codes. Employer ID:Use this field to enter the company's Employer identification number. Withholding Allow.:Enter the dollar amount of each withholding exemption for this tax code. Unemployment Wage Limit:Enter the maximum annual wages on which unemployment insurance tax is calculated for this tax code. Unemployment Tax %:Specify the unemployment insurance tax percentage. Page 9 Withholding Acct.:Specify the General Ledger account number to which withholding taxes payable for this tax code are posted. Unemployment Liab. Acct.:Enter the account to which unemployment insurance taxes payable for this tax code are posted. If you have linked Payroll to the General Ledger module, general journal entries will only be created for federal and state unemployment tax amounts. However, you will be able to include all tax types in the Unemployment Tax report. Unemployment Exp. Acct.:Enter the account to which unemployment insurance tax expenses for this tax code are posted. If you have linked Payroll to the General Ledger module, general journal entries will only be created for federal and state unemployment tax amounts. However, you will be able to include all tax types in the Unemployment Tax report. You can then enter the information for the withholding table for this tax code. The withholding table allows for up to 15 tax brackets. For each tax bracket, you can enter the following fields: Amt:Enter the tax amount for this tax bracket. Rate:Enter the tax rate for all income in excess of the base amount for this tax bracket. Base:Enter the base amount on which taxes for this tax bracket are calculated. When you have completed the withholding table, enter zeros in each field. You will then be asked if you want to save the tax code. You can: 1. Answer "S" to save the tax code as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon entry of this tax code Whether you elect to save the tax code or not, you will be returned to the previous screen and asked to enter another tax code as described in section 4.1. 4.1.2 CHANGING OR DELETING AN EXISTING TAX CODE Enter an existing tax code or press F2 to use the lookup window to search for the tax code. After you enter the code, the screen will display the information previously entered for this tax code and you will be asked if you want to make changes or delete it. You can: 1. Answer "E" to make changes for this tax code Page 10 2. Answer "D" to delete the tax code 3. Answer "Q" to return to the previous screen If you elect to delete the tax code, you will be asked to confirm that you actually want to delete it. Answer "Y" to delete or "N" to return to the previous prompt. If you elect to make changes, you will need to reenter each displayed field as described in section 4.1.1. You will then be asked if you want to save any changes that you have made. You can: 1. Answer "S" to save the tax code as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon any changes that you have made Whether or not you save changes, you will be returned to the previous screen and asked to enter another tax code as described in section 4.1. 4.2 DEDUCTIONS Use this function to create, modify, or delete records for each employee deduction. Select ENTER DEDUCTIONS from the Payroll File Maintenance menu. You will be asked to enter a deduction code. At this point, you can: 1. Enter a new deduction code 2. Enter an existing deduction code 3. Press ENTER to return to the main menu If you want to create a new employee deduction, go to section 4.2.1. If you want to modify or delete an existing deduction go to section 4.2.2. 4.2.1 CREATING A NEW DEDUCTION CODE Enter the code that will represent this deduction. You will then be asked if you want to add a new deduction code. Answer "Y" to continue or "N" to reenter the deduction code. If you elect to continue, you will need to enter the following fields: Description:You can specify a description of the deduction. GL Account:Enter the General Ledger account number to which all amounts for this deduction will be posted. FICA Taxable:Enter "Y" if this deduction is considered part of FICA taxable income or "N" if it is exempt from FICA. FUTA Taxable:Enter "Y" if this deduction is considered part of federal unemployment taxable income or "N" if it Page 11 is exempt from federal unemployment tax. SUTA Taxable:Enter "Y" if this deduction is considered part of state unemployment taxable income or "N" if it is exempt from state unemployment tax. FWT Taxable:Enter "Y" if this deduction is subject to federal withholding or "N" if it is exempt from federal withholding tax. S/L/O Taxable:Enter "Y" if this deduction is subject to state, local, and "other" withholding or "N" if it is exempt from state, local, and "other" withholding tax. After completing the last field, you will be asked if you want to save the deduction. You can: 1. Answer "S" to save the deduction as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon entry of this deduction Whether you elect to save the deduction or not, you will be returned to the previous screen and asked to enter another deduction code as described in section 4.2. 4.2.2 CHANGING OR DELETING AN EXISTING DEDUCTION CODE Enter an existing deduction code or press F2 to use the lookup window to search for the deduction. After you enter the code, the screen will display the information previously entered for this deduction and you will be asked if you want to make changes or delete the code. You can: 1. Answer "E" to make changes for this deduction 2. Answer "D" to delete the deduction 3. Answer "Q" to return to the previous screen If you elect to delete the deduction, you will be asked to confirm that you actually want to delete it. Answer "Y" to delete or "N" to return to the previous prompt. If you elect to make changes, you will need to reenter each displayed field as described in section 4.2.1. You will then be asked if you want to save any changes that you have made. You can: 1. Answer "S" to save the deduction as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon any changes that you have made Whether or not you save changes, you will be returned to the previous screen and asked to enter another deduction code as described in section 4.2. Page 12 4.3 EMPLOYEES Use this function to create, modify, or delete records for each employee. Select ENTER EMPLOYEES from the Payroll File Maintenance menu. You will be asked to enter an employee number. At this point, you can: 1. Enter a new employee number 2. Enter an existing employee number 3. Press ENTER to return to the main menu If you want to create a new employee, go to section 4.3.1. If you want to modify or delete an existing employee go to section 4.3.2. 4.3.1 CREATING A NEW EMPLOYEE Enter the number that will represent this employee. You will then be asked if you want to add a new employee. Answer "Y" to continue or "N" to reenter the employee number. If you elect to continue, you will need to enter information for three screens. Entering the Employee's Personal Information -------------------------------------------- Enter the following fields to complete the first screen: Name:Enter the employee's name. Address:These should contain the employee's address. Address:These should contain the employee's address. Department:If you have elected to use departments, you can use this field to specify the employee's department. Telephone:Enter a telephone number for this employee. Soc. Sec. No.:Enter a social security number for this employee. Active ?:Enter "Y" if this is an active employee, or "N" if the employee is inactive. You can only print checks for active employees. Pension Plan ?:Enter "Y" if this employee participates in a pension plan, or "N" if the employee does not participate in a pension plan. If you enter "Y" here, an "x" will appear in the appropriate box on the employee's W2 form. Deceased ?:Enter "Y" if this employee is deceased or "N" if not. If you enter "Y" here, an "x" will appear in the appropriate box on the employee's W2 form. Page 13 Legal Rep. ?:Enter "Y" if this employee has a legal representative or "N" if not. If you enter "Y" here, an "x" will appear in the appropriate box on the employee's W2 form. Category:You can specify a category for each employee. Later, you can use the LIST EMPLOYEES function to list employees for a single category. Pay Type:Enter "H" if this is an hourly employee or "S" if this is a salaried employee. Pay Frequency:Enter "W" if the employee is paid weekly, "B" if the employee is paid bi-weekly, "S" if the employee is paid semi-monthly, or "M" if the employee is paid monthly. Next Pay:When you create a new employee record, use this field to specify the next pay date for the employee. Thereafter, this field will be maintained automatically by the system. Tip Credit ?:If an hourly employee is paid less than minimum wage, the employer must pay FICA tax on the difference between the minimum wage and the employee's hourly pay rate. Enter "Y" if you want the program to allow for this or "N" if you want the employer's FICA contribution to be based only on the hourly pay rate. FICA Exempt ?:Enter "Y" if this employee is exempt from FICA tax or "N" if not. Salary:Enter the employee's annual salary. Regular Time:Enter the number of hours and minutes that the employee normally works at the regular pay rate during the pay cycle. You should make an entry here for salaried employees if you want to calculate overtime pay or vacation and sick hours. Overtime 1 Time:Enter the number of hours and minutes that the employee normally works at the first overtime pay rate during the pay cycle. Overtime 2 Time:Enter the number of hours and minutes that the employee normally works at the second overtime pay rate during the pay cycle. Hourly Rate:Enter the employee's regular hourly pay rate. You should make an entry here for salaried employees if you want to calculate overtime pay. Payroll can maintain vacation and sick hour information for each employee. This information is kept for your reference only; the program imposes no restrictions on the entry or accumulation of Page 14 vacation or sick hours. The following fields must be entered for both sick hours and vaction hours: Hrs/Yr:Enter the number of hours available to the employee per year. Acc:This is the total number of hours accrued for the employee to date. The system maintains this field, but you can change it at any time. Used:This is the total number of hours taken by the employee to date. The system maintains this field, but you can change it at any time. Remain:This is the total number of hours remaining for the employee. The system maintains this field. Rate:This is the rate at which hours will accrue. For every hour that the employee works, the system will add the number of vacation or sick hours specified here. Use Overtime:Enter "Y" if vacation and sick hours are to be accrued on the basis of total hours worked or "N" if hours are to be accrued on the basis of regular hours only. After entering the vacation and sick hour information, you will be given a chance to accept the information that you have entered. Answer "A" to accept the currently displayed information or "E" to make changes. After accepting the first screen, you will be asked if you want to change tax or deduction information. Answer "Y" to specify taxes or deductions for the employee or "N" to skip the tax and deduction screen and proceed to the third screen. Entering Tax and Deduction Information -------------------------------------- Payroll allows up to six deductions for each employee. Enter the following fields for each deduction that will apply to this employee: Code:Enter the deduction code in this field or press ENTER to complete the entry of deductions. Amount:Enter the amount to be deducted for this code during each pay cycle. You can also enter up to four tax codes for each employee. If the employee has state, local, or "other" taxes calculated on the basis of federal withholding tax, the first tax code should be a federal tax code (See section 4.1.1). Enter the following fields for each tax code that will apply to this employee: Code:Enter the tax code in this field or press ENTER to complete the entry of tax codes. Page 15 Exmp.:Enter the number of exemptions that the employee claims for this tax code. Added With.:Enter any additional tax that should be added to the amount calculated for each pay cycle. You can also use this field to specify additional employee and employer Social Security amounts. After entering the last tax code, you will be given a chance to accept the information that you have entered. Answer "A" to accept the currently displayed information or "E" to make changes. After accepting this screen, you will be asked if you want to change quarter-to-date or year-to-date information. Answer "Y" to enter quarter-to-date and year-to-date totals or "N" to skip the final screen. Entering QTD and YTD Information -------------------------------- When creating a new employee record, you can enter quarter-to-date and year-to-date totals for the following fields: Regular Pay:Enter the total regular hour or salary pay for the employee. Overtime 1 Pay:Enter the total first overtime pay for the employee. Overtime 2 Pay:Enter the total second overtime pay for the employee. Commissions:Enter the total commission pay for the employee. Tips:Enter the total tips for the employee. Other Income:Enter the total "other income" for the employee. You can also enter quarter-to-date and year-to-date totals for FICA taxes and any deductions and tax codes that you have entered for this employee. Finally, you will need to enter the following fields: Empl. / Empr. Medicare Wages:These fields contain the year-to-date wages on which the employee and employer Medicare taxes were calculated. You can only make an entry in these fields when creating a new employee record. Thereafter, they are maintained by the system. Soc Sec Wages/Tips:These fields contain the year-to-date wages (excluding tips) and the year-to-date tips on which the employee Social Security contribution was calculated. You can only make an entry in these fields when creating a new employee record. Thereafter, they Page 16 are maintained by the system. Employer Soc Sec Wages:This is the year-to-date wages on which the employer Soc Sec contribution was calculated. You can only make an entry in this field when creating a new employee record. Thereafter, it is maintained by the system. Tips Deemed Wages:The difference between what a tipped employee would have earned at minimum wage and the wages actually paid is considered Tips Deemed Wages. Enter the end-of-year total for this amount in this field. Term Life > IRS Max:Enter the annual cost of any term life insurance in excess of the non-taxable limit. Fringe Benefits:During normal processing any fringe benefits should be entered as "other income." If you want an employee's fringe benefits to appear on a W-2 form, you should enter the end-of-year total fringe benefits received by the employee in this field. FICA Taxable Benefits:Use this field to enter the annual amount of fringe benefits subject to social security tax. Allocated Tips:Enter the total amount of any allocated tips for the employee. This amount will appear on W2 forms. Uncollected FICA Tip Tax:Enter the end-of-year amount of any uncollected social security tax on the employee's tips. You will then be asked if you want to accept the information that you have entered. Answer "A" to accept the currently displayed information or "E" to make changes. After accepting this screen, you will be asked if you want to save the employee record. Answer "Y" to save or "N" if you do not want to save this employee. You will then be asked to enter another employee number as described in section 4.3. 4.3.2 CHANGING OR DELETING AN EXISTING EMPLOYEE Enter an existing employee number or press F2 to use the lookup window to search for the employee. After you enter the empoloyee number, the screen will display the information previously entered for this employee and you will be asked if you want to make changes or delete the employee. You can: 1. Answer "E" to make changes for this employee 2. Answer "D" to delete the employee 3. Answer "Q" to return to the previous screen Page 17 IMPORTANT NOTE:You will not be able to delete an employee with current year checks on file. If you elect to delete the record, you will be asked to confirm that you actually want to delete it. Answer "Y" to delete or "N" to return to the previous prompt. If you elect to make changes, you can reenter each field as described in section 4.3.1. You will then be asked if you want to save any changes that you have made. Answer "Y" to save your changes to this record or "N" to abandon any changes that you have made. You will then be asked to enter another employee number as described in section 4.3. 5. U S I N G P A Y R O L L This chapter describes the Payroll functions that you will most likely use on a regular basis. 5.1 ENTERING ADJUSTMENTS This function can be used to make one-time changes to the next check to be printed for any employee. Any commissions, tips, vacation hours, or sick hours must also be entered by this function. All adjustments entered through this function will apply only to the current pay cycle. Select ENTER ADJUSTMENTS from the Payroll main menu. You will need to enter the following fields: Employee:Enter the employee number of the employee that you want to make adjustments for or press ENTER to return to the main menu. After you enter the employee number, the employee's normal pay information will be displayed. Salary:Enter the salary that you want the employee to receive for this pay cycle. This field is skipped for hourly employees. Regular Time:Enter the number of "regular" hours and minutes that the employee works for this pay cycle. This field is skipped for salaried employees. Overtime 1 Time:Enter the number of hours and minutes that the employee works at the first overtime pay rate during this pay cycle. Overtime 2 Time:Enter the number of hours and minutes that the employee works at the second overtime pay rate during this pay cycle. Commissions:Enter the commission pay for the employee during this pay cycle. Page 18 Tips:Enter the tips for the employee during this pay cycle. You should only make an entry in this field if you want to withhold taxes for reported tips. If so, you should be certain that the employee's other pay is sufficient to cover all tax liabilities (You may also need to make entries in the "Additional Tax" fields). This is especially important if you have linked Payroll to the General Ledger module. If the program is unable to deduct all tax amounts from an employee's gross pay, it will generate unbalanced general journal entries and you will have to make a correcting entry. Other Income:Enter the total "other income" for the employee for this pay cycle. Sick Hours:Enter the sick hours taken by the employee during the pay cycle. Vacation Hours:Enter the vacation hours taken by the employee during the pay cycle. You can also change the amounts for any employee deductions and change the additional tax amounts for FICA taxes and any tax codes that you have entered for this employee. You will then be asked if you want to save any changes that you have made. Enter "Y" to save the information displayed on the screen or "N" to abandon any changes that you have made. In either case, you will then be asked to enter another employee number. 5.2 PRINTING CHECKS After making any necessary adjustments for the current pay cycle you can use the PRINT CHECKS function to print paychecks. Pre-printed Payroll checks may be ordered directly from RAPIDFORMS (800-257-8354). Be sure to order form number DB2860. The Payroll module is also compatible with a variety of other general purpose top-stub checks. Select PRINT CHECKS from the Payroll main menu. You will need to enter the following fields: Beginning Employee:Enter the number of the first employee whose check you intend to print or skip this field to begin with the first employee. Ending Employee:Enter the number of the final employee whose check you intend to print or skip this field to end with the last employee. Salaried Employees:Enter "Y" if you want to print checks for salaried employees or "N" to exclude all salaried employees. Page 19 Hourly Employees:Enter "Y" if you want to print checks for hourly employees or "N" to exclude all hourly employees. Weekly Employees:Enter "Y" if you want to print checks for weekly employees or "N" to exclude all weekly employees. Bi-Weekly Employees:Enter "Y" if you want to print checks for bi-weekly employees or "N" to exclude all bi-weekly employees. Monthly Employees:Enter "Y" if you want to print checks for monthly employees or "N" to exclude all monthly employees. Semi-Monthly Employees:Enter "Y" if you want to print checks for semi-monthly employees or "N" to exclude all semi-monthly employees. Check Date:The date that you enter in this field will determine which checks are due to be printed. Checks will be printed only for employees whose "Next Pay" date occurs on or before this date. This is also the date that is printed on all checks processed during this session. After selecting the print device, you are asked if you want to print an alignment test. This option enables you to print a test pattern in order to be certain that all information will be printed in the proper locations. You can print this test as many times as necessary. Since the check forms are only 7 inches in length, most printers will require that you begin printing on the second available check. Answer "Y" to print the test pattern or "N" if you do not want to print an alignment test. You are then asked if you want to print the checks. Answer "Y" to continue and print the checks or "N" to return to the main menu. Payroll checks are numbered in sequence, beginning with the next available check number. Finally, you will need to remove the check forms from the printer and replace them with stock paper. Then, press a key to continue and print a check register. The program will then automatically return to the main menu. 5.3 VOIDING CHECKS You can use this function to void any check that was processed during the current year. Select VOID CHECKS from the Payroll main menu. You will first be asked to enter a check number. Enter the number of the check that you want to void or press ENTER to return to the Page 20 main menu. After you enter the check number, the screen will display the earnings, deductions, and tax amounts for the check and you will be asked to confirm that you actually want to void the check. Answer "Y" to void the check or "N" to return to the previous screen. If you elect to delete the check, you will need to complete the following fields: Is This Check in the Current Quarter?:Enter "Y" if the check was processed in the current quarter or "N" if it was processed in a previous quarter. Recalculate Employee FICA Wages?:Enter "Y" if you want to recalculate the year-to-date wages for employee contributions to Social Security and Medicare. Otherwise, enter "N" in this field. Recalculate Employer FICA Wages?:Enter "Y" if you want to recalculate the year-to-date wages for employer contributions to Social Security and Medicare. Otherwise, enter "N" in this field. Payroll will then automatically void the check. Any employee totals that were updated by the check are reversed. You will then be returned to the previous screen and asked to enter another check number. IMPORTANT NOTE:If you have linked Payroll to the General Ledger module and have not run the GENERAL JOURNAL ENTRIES function since the check was created, any general journal entries that were to be created by the check will be deleted automatically. However, if the check has already been transferred to the General Ledger module, you will need to create reversing general journal entries. 5.4 ENTERING MANUAL CHECKS When it is necessary to record checks issued outside of the system, you can use this function to keep your Payroll files up to date. Select ENTER MANUAL CHECKS from the Payroll main menu. You will need to enter the following fields: Employee:Enter the employee number of the employee whose check you want to record or press ENTER to return to the main menu. After you enter the employee number, the employee's normal pay information will be displayed and Payroll will automatically assign the next available check number to the check. Check Date:Enter the date for the check. Salary:Enter the salary that you want the employee to receive for this pay cycle. This field is skipped for hourly employees. Page 21 Regular Time:Enter the number of "regular" hours and minutes that the employee works for this pay cycle. This field is skipped for salaried employees. Overtime 1 Time:Enter the number of hours and minutes that the employee works at the first overtime pay rate during this pay cycle. Overtime 2 Time:Enter the number of hours and minutes that the employee works at the second overtime pay rate during this pay cycle. Commissions:Enter the commission pay for the employee during this pay cycle. Tips:Enter the tips for the employee during this pay cycle. Other Income:Enter the total "other income" for the employee for this pay cycle. Sick Hours:Enter the sick hours taken by the employee during the pay cycle. Vacation Hours:Enter the vacation hours taken by the employee during the pay cycle. You can also change the amounts for any employee deductions and change the additional tax amounts for Social Security taxes and any tax codes that you have entered for this employee. You will then be asked if you want to save the manual check. Enter "Y" to save the information displayed on the screen or "N" to abandon entry of this check. If you elect to save the check, the program will then record the check without printing it. You can then use the POST PAY PERIODS function to process this check as you would a printed check. 5.5 POST PAY PERIODS This function updates the employee file with information from all checks printed since the last payroll posting. You can also print a check posting register listing all checks processed during the current posting. Select POST PAY PERIODS from the Payroll main menu. You will first be asked if you want to continue with the payroll posting. Answer "Y" to post all unposted checks or "N" to return to the main menu. If you elect to continue, the program will then update the appropriate totals for each employee for whom a check has been printed. You will then be asked if you want to print a check posting register. Answer "Y" to list the checks just processed or "N" to return to the main menu. If you elect to print the report, you Page 22 will need to select to print device. If you choose to continue, Payroll will then print the report and return automatically to the main menu. If you need to reprint a check after posting, you should first void the check by using the VOID CHECKS function and then create a manual check or print a new check to replace the old one. 5.6 GENERAL JOURNAL ENTRIES This function can be used to create entries in the Payroll linking file for transfer to the General Ledger module. Or, you can print a report listing the general journal entries that will be created. Select GENERAL JOURNAL ENTRIES from the Payroll System Maintenance menu. You will need to enter the following fields: Create GJ Entries?:Answer "Y" if you want Payroll to update the linking file. All entries created by this function will be assigned general ledger source code "PR" for Payroll. If you only want to list the entries that will be created, enter "N" in this field. List Transactions?:Answer "Y" if you want to print a report listing the entries to be created. Answer "N" if you do not want to print a report. You will then be returned to the main menu. If you have elected to update the linking file, this field is automatically set to "Y" and the report will print as the entries are created. Report Date:The date that you enter here will appear on the report header. You will then be asked to specify the report device. If you choose to continue, Payroll will then print the report. If you have elected to update the linking file, the update will occur as the report prints. 5.7 CLOSE QUARTER/YEAR Use this function to close the current quarter and prepare files for a new quarter. Select CLOSE QUARTER/YEAR from the Payroll System Maintenance menu. When you close the quarter, all quarter-to-date fields for each employee are set to zero. If the current quarter is the last of the year, all year-to-date fields are set to zero and all checks for the current year are deleted. If you have elected to keep Page 23 Payroll history, these checks will first be saved in a check history file. You will need to enter the following fields: Close Year?:Answer "Y" if you are closing the final quarter of the year. Otherwise, enter "N" in this field. Print Payroll Report?:Answer "Y" if you want to print a payroll summary for this quarter. Answer "N" if you do not want to print a report. Report Date:If you have elected to print a report, the date that you enter here will be specified as the ending date for the quarter on the report header. Otherwise, this field will be skipped. If you have elected to print the report, you will then be asked to specify the report device. Otherwise, you will simply be asked if you want to continue and close the period. In either case, you can answer "Y" to continue or "N" to return to the main menu. 6. R E P O R T S A N D F I L E L I S T S This chapter describes the various Payroll reports and file lists. Most reports and file lists can be formatted to include only the items that you want. None of the reports updates the Payroll data files. 6.1 PRE-CHECK REGISTER This report lists information for checks that will be printed for the current pay period. Select PRE-CHECK REGISTER from the Payroll Reports menu. To format the report, you will need to enter the following fields: Beginning Employee:Enter the number of the first employee to include in the report or skip this field to begin with the first employee. Ending Employee:Enter the number of the final employee to include in the report or skip this field to end with the last employee. Salaried Employees:Enter "Y" if you want the report to include salaried employees or "N" to exclude all salaried employees. Hourly Employees:Enter "Y" if you want the report to Page 24 include hourly employees or "N" to exclude all hourly employees. Weekly Employees:Enter "Y" to include weekly employees or "N" to exclude all weekly employees. Bi-Weekly Employees:Enter "Y" to include bi-weekly employees in the report or "N" to exclude all bi-weekly employees. Monthly Employees:Enter "Y" to include monthly employees in the report or "N" to exclude all monthly employees. Semi-Monthly Employees:Enter "Y" to include semi-monthly employees or "N" to exclude all semi-monthly employees. Check Date:Enter the date on which checks are to be printed. Only employee checks due to be printed on this date will appear on the report. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Payroll will then print the report. 6.2 PAYROLL HISTORY This report lists information for checks recorded during the current year. Select PAYROLL HISTORY from the Payroll Reports menu. To format the report, you will need to enter the following fields: Beginning Check:Enter the first check number to include in the report or skip this field to begin with the first check. Ending Check:Enter the final check number to include in the report or skip this field to end with the last check. Department:If you want to include checks for only one department, enter the department number here. Skip this field to include checks for all departments. This field only appears if you have elected to use departments. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Payroll will then print or display the report. 6.3 EMPLOYEE HISTORY This report lists information for all checks recorded during the current year for any range of employees. Page 25 Select EMPLOYEE HISTORY from the Payroll Reports menu. To format the report, you will need to enter the following fields: Beginning Employee:Enter the number of the first employee to include in the report or skip this field to begin with the first employee. Ending Employee:Enter the number of the final employee to include in the report or skip this field to end with the last employee. Department:If you want to include checks for only one department, enter the department number here. Skip this field to include checks for all departments. This field only appears if you have elected to use departments. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Payroll will then print or display the report. 6.4 HOURLY EMPLOYEES REPORT This report shows regular hours and earnings and overtime hours and earnings for each employee. Both salaried and hourly employees appear on the report. Select HOURLY EMPLOYEES REPORT from the Payroll Reports menu. To format the report, you will need to enter the following fields: Beginning Employee:Enter the number of the first employee to include in the report or skip this field to begin with the first employee. Ending Employee:Enter the number of the final employee to include in the report or skip this field to end with the last employee. Category:Only employees for the category specified here will appear on the report. Skip this field to include all employees. Department:If you want to include employees for only one department, enter the department number here. Skip this field to include all employees. This field only appears if you have elected to use departments. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Payroll will then print or display the report. 6.5 EMPLOYEE DEDUCTION REPORT This report lists the quarter-to-date and year-to-date deductions Page 26 for any range of employees. Select EMPLOYEE DEDUCTION REPORT from the Payroll Reports menu. To format the report, you will need to enter the following fields: Beginning Employee:Enter the number of the first employee to include in the report or skip this field to begin with the first employee. Ending Employee:Enter the number of the final employee to include in the report or skip this field to end with the last employee. Category:Only employees for the category specified here will appear on the report. Skip this field to include all employees. Department:If you want to include employees for only one department, enter the department number here. Skip this field to include all employees. This field only appears if you have elected to use departments. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Payroll will then print or display the report. 6.6 TAX LIABILITY REPORT This report shows the quarter-to-date and year-to-date tax liabilities for any range of employees. Select TAX LIABILITY REPORT from the Payroll Reports menu. To format the report, you will need to enter the following fields: Beginning Employee:Enter the number of the first employee to include in the report or skip this field to begin with the first employee. Ending Employee:Enter the number of the final employee to include in the report or skip this field to end with the last employee. Category:Only employees for the category specified here will appear on the report. Skip this field to include all employees. Department:If you want to include employees for only one department, enter the department number here. Skip this field to include all employees. This field only appears if you have elected to use departments. After completing the above fields, you will need to specify the Page 27 device for the report. If you elect to continue, Payroll will then print or display the report. 6.7 PRINT W-2'S You can use this function to print W-2 statements for any or all employees at any time before closing the year. You can print W-2 statements as many times as necessary, but you should be certain to use this function before using the CLOSE QUARTER/YEAR function at the end of the year. You should also be certain that any allocated tips or fringe benefits have been entered into the employee records if you want those amounts to appear on the statements. W-2 forms may be ordered directly from RAPIDFORMS (800-257-8354). Be sure to order form number DB7111. Select PRINT W-2'S from the Payroll Reports menu. You will need to enter the following fields: Beginning Employee:Enter the number of the first employee whose statement you intend to print or skip this field to begin with the first employee. Ending Employee:Enter the number of the final employee whose statement you intend to print or skip this field to end with the last employee. Print State Data?:Enter "Y" to print state wages and income tax for each employee or "N" to leave these amounts blank. Print Local Data?:Enter "Y" to print local wages and income tax for each employee or "N" to leave these amounts blank. Print State/Local Name?:If you enter "Y" in this field, the two-character code for each state and local tax authority will be printed in the "Name of state" and "Name of locality" boxes. Enter "N" to leave these spaces blank. Print Fringe Benefits?:Enter "Y" to print the amount specified as "Total Fringe Benefits" for each employee in the appropriate box. Otherwise, enter "N" in this field. Print Control Numbers?:Enter "Y" if you want to print control numbers in the in the appropriate box on each form. Otherwise, enter "N" in this field. Deduct Nontaxable Amts?:Nontaxable deductions are included in employees' total wages and will be included in all wage amounts printed on W2 forms unless you indicate otherwise in this field. Enter "Y" to exclude all nontaxable deductions from the federal, state, and Page 28 local wage totals that will appear on the forms or "N" to include these amounts in each employee's total compensation. After selecting the print device, you are asked if you want to print an alignment test. This option enables you to print a test pattern in order to be certain that all information will be printed in the proper locations. You can print this test as many times as necessary. Most printers will require that you begin printing on the second available form. Answer "Y" to print the test pattern or "N" if you do not want to print an alignment test. You are then asked if you want to print the statements. Answer "Y" to continue and print the W-2's or "N" to return to the main menu. If you continue and have elected to print control numbers, you will be asked to specify the control number that will appear on the first form. The forms are numbered in sequence, beginning with this number. A summation form is printed for every 41 regular forms. IMPORTANT NOTE:If you have entered more than one tax code of a particular type (federal, state, or local), the wage and tax amounts for that tax authority will be based on the first such code. 6.8 UNEMPLOYMENT TAX REPORT You can print this report to simplify the calculation of unemployment taxes. It can be formatted to show quarter-to-date or year-to-date totals. Select UNEMPLOYMENT TAX REPORT from the Payroll Reports menu. To format the report, you will need to enter the following fields: Beginning Tax Code:Specify the first tax code to include in the report or skip this field to begin with the first tax code. Ending Tax Code:Specify the final tax code to include in the report or skip this field to end with the last tax code. List Federal Codes?:Enter "Y" if you want the report to include federal tax codes or "N" to exclude federal tax codes. List State Codes?:Enter "Y" if you want the report to include state tax codes or "N" to exclude state tax codes. List Local Codes?:Enter "Y" if you want the report to include local tax codes or "N" to exclude local tax codes. Page 29 List Other Codes?:Enter "Y" if you want the report to include "Other" tax codes or "N" to exclude "Other" tax codes. Inactive Empoyees?:Enter "Y" to include inactive employees in the report or "N" if you want to exclude inactive employees. QTD/YTD Report?:Enter "Q" if you want the report to show quarter-to-date totals or "Y" if you want the report to show year-to-date totals. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Payroll will then print the report. 6.9 LIST EMPLOYEES This report lists information for each employee. It can be printed or displayed for one employee, any range of employees, or all employees. Select LIST EMPLOYEES from the Payroll File Lists menu. To format the report, you will need to enter the following fields: Beginning Employee:Enter the first employee number to include in the report or skip this field to begin with the first employee. Ending Employee:Enter the final employee number to include in the report or skip this field to end with the last employee. Category:Only employees for the category specified here will appear on the report. Skip this field to include all employees. Include Inactive?:Enter "Y" to include inactive employees in the report or "N" if you want to exclude inactive employees. Short Report?:You can elect to print a short report that shows only the department number, employee name and address, telephone number, social security number, and category for each employee. Enter "Y" to print the short report or "N" to show all information for each employee. Department:If you want to include employees for only one department, enter the department number here. Skip this field to include all employees. This field only appears if you have elected to use departments. After completing the above fields, you will need to specify the Page 30 report device. Only the short report may be directed to the screen. If you elect to continue, Payroll will then print or display the report. 6.10 LIST TAX CODES This report lists information for each tax code. It can be printed or displayed for one tax code, any range of tax codes, or all tax codes. Select LIST TAX CODES from the Payroll File Lists menu. To format the report, you will need to enter the following fields: Beginning Tax Code:Specify the first tax code to include in the report or skip this field to begin with the first tax code. Ending Tax Code:Specify the final tax code to include in the report or skip this field to end with the last tax code. List Federal Codes?:Enter "Y" if you want the report to include federal tax codes or "N" to exclude federal tax codes. List State Codes?:Enter "Y" if you want the report to include state tax codes or "N" to exclude state tax codes. List Local Codes?:Enter "Y" if you want the report to include local tax codes or "N" to exclude local tax codes. List Other Codes?:Enter "Y" if you want the report to include "Other" tax codes or "N" to exclude "Other" tax codes. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Payroll will then print or display the report. 6.11 LIST DEDUCTIONS This report lists information for each deduction. It can be printed or displayed for one deduction, any range of deductions, or all deductions. Select LIST DEDUCTIONS from the Payroll File Lists menu. To format the report, you will need to enter the following fields: Beginning Deduction:Specify the first deduction to include in the report or skip this field to begin with the first deduction. Page 31 Ending Deduction:Specify the final deduction to include in the report or skip this field to end with the last deduction. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Payroll will then print or display the report. 7. M A I N T E N A N C E F U N C T I O N S Payroll includes two functions that you should rarely, if ever, need to use. The REBUILD PAYROLL FILES function enables you to conserve disk space and to recover from certain errors. You can use the DELETE HISTORY function to remove old Payroll checks and further conserve disk space. 7.1 REBUILD FILES Unless you need to recover disk space, you will probably never need to use this function. If, however, you find that some reports are not showing all records or that you are not able to access certain records, rebuilding your data files may correct the problem. Select REBUILD FILES from the Payroll System Maintenance menu. You will first be asked if you want to include Payroll History files. Answer "Y" if you want to rebuild the Check History file. If this file contains a large number of checks, this may be time consuming. Answer "N" to rebuild all files except for this one. You will then be asked if you want to continue and rebuild your files. Answer "Y" to continue or "N" to return to the main menu. If you elect to continue, Payroll will then rebuild your files and return automatically to the main menu. 7.2 DELETE HISTORY You can use this function to delete checks from the Check History file. If the file contains a large number of checks, this may be time consuming, but can conserve considerable disk space. Select DELETE HISTORY from the Payroll System Maintenance menu. You will need to enter the following fields: Cutoff Check:Enter a check number. All checks up to and including the check that you specify here will be deleted. List Deleted Checks?:Answer "Y" if you want to print a list of all checks that will be deleted first. You Page 32 will then have a chance to review this list before proceding. If you elect to print the report, you will need to specify the device for the report. If you elect to continue, Payroll will then print the report. Otherwise, you will be asked if you want to continue and remove the checks. Answer "Y" to continue or "N" to return to the main menu.