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ZIPPER Payroll (TM)
Users Manual
(Shareware)
SOFTCRAFT
3612 122nd Place SE
Everett, WA 98208
(206) 728-8427
FAX (206) 337-1842
Internet: edprotas@interserv.com
CompuServe: 71221,376
SOFTCRAFT BBS (206) 337-7868
(c) 1994 SOFTCRAFT -- All Rights Reserved
DEDICATION:
It is with profound gratitude that ZIPPER Payroll is dedicated
to Fran McCarthy, Bevin Protas, and Rachael Protas. The love
and support unselfishly given to a husband and father made
this work possible.
Special thanks to Sandee Ellis for Alpha & Beta testing all
versions under "live conditions", and to Michael Schulman,
CPA, for pension plan design consultation
ZIPPER Payroll logo designed by Michael Horswill, Humorous
Illustrator Cartoonist, Seattle, WA
ZIPPER Payroll User's Manual, Version 2.0, January 1994
Edition, Copyright 1990 - 1994, Softcraft, Everett, WA., All
Rights Reserved. User's Manual created by Ed Protas and Sandy
D'Entremont.
Made in the U.S.A.
WARRANTY AND DISCLAIMER:
Softcraft makes no warranty of any kind, expressed or implied
and assumes no liability for the use or attempted use of this
software product and accompanying documentation. In no event
shall Softcraft be liable to any party for any incidental or
consequential damages whatsoever in connection with or arising
from use of the product or any related materials.
ALL REGISTERED TRADEMARKS ARE OWNED BY THEIR
RESPECTIVE COMPANIES
(c) 1994 SOFTCRAFT -- All Rights Reserved
ZIPPER Payroll User's Manual
TABLE OF CONTENTS
I. INTRODUCTION Page 11
Hardware Requirements Page 14
Installation Page 16
Starting ZIPPER Page 17
ZIPPER Main Menu Page 17
Keyboard Page 18
Menu Bar Page 20
Data Entry Methods Page 21
Pick / Check Menus Page 23
Implementation Page 24
Company Information Page 25
II. EMPLOYEES Page 28
Entering New Employees Page 29
Personnel Management Page 45
Editing Employee Data Page 46
Selecting Employees to Edit Page 46
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 1
ZIPPER Payroll User's Manual
Changing an Employee's Name Page 49
Year-to-Date Payroll Information Page 50
Employee Benefits (Vacation & Sick Pay) Page 57
Page 2 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
TABLE OF CONTENTS
III. PAYROLL Page 68
Beginning Payroll Sequence Page 68
Normal or Special Payroll Page 69
Payroll Frequency Page 70
Entering Payroll Dates Page 71
Creating Payroll Records Page 73
Moving Through Payroll Records Page 73
Entering Earnings Page 74
Entering Deductions Page 79
Computing Payroll Page 81
Editing and Reprocessing Payroll Page 82
Proofing Payroll Records Page 85
Creating Multiple Payroll Groups Page 87
Printing Paychecks Page 88
Printing Checks with Quicken Page 91
Importing Payroll Data into Quicken Page 92
Printing Payroll Vouchers Page 93
Destroying Payroll Records Page 95
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 3
ZIPPER Payroll User's Manual
What-if Analysis Page 97
Advances Page 88
Printing Advance Checks Page 99
Deducting Advances Page 101
Page 4 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
TABLE OF CONTENTS
IV. REPORTS Page 104
Summary Page 105
Selecting Date Ranges for Reports Page 110
Selecting Employees for Reports Page 111
Payroll Reports by Focus Page 112
Sending Reports to the Printer Page 114
Sending Reports to a Text File Page 114
Printing W-2 Forms Page 115
Sorting Laser W-2 Forms Page 117
V. SYSTEM Page 121
Company Information Page 122
Setting Up Multi-State Payroll Page 122
Setting Up Company Departments Page 126
Password Security Page 128
Setting Up Withholding Taxes Page 130
Setting Up Other Payroll Taxes Page 131
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 5
ZIPPER Payroll User's Manual
State Disability Insurance Page 134
Creating Local Tax Tables Page 141
Installing New Tax Tables Page 149
Setting Up Labor Unions and Dues Page 150
Page 6 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
TABLE OF CONTENTS
V. SYSTEM (CONT)
Setting Up Pension Plans Page 153
Linking Employees to Pension Plans Page 156
Printer Configuration Page 157
Printer Ports Page 161
Checks & W-2's Page 162
VI. UTILITIES Page 167
Checking Data Pointers Page 167
Compressing (Packing) the Database Page 171
Creating a New Year Page 172
VII. UNDO/REDO Page 176
Change Payroll Dates Page 177
Undo Payroll Records Page 179
Undo Advances Page 183
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 7
ZIPPER Payroll User's Manual
INDEX (Not included with shareware manual) Page 186
Page 8 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 9
ZIPPER Payroll User's Manual
Page 10 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
I. INTRODUCTION
Until the invention of the zipper, getting in and out of
clothing was sometimes a hit-and-miss process. The greater
your hurry, the more likely you were to make mistakes. Sure,
the clothes got on, but sometimes buttons wound up in the
wrong place.
Traditionally, the preparation of payroll has been a similar
process. Payroll is a task that requires care, accuracy, and
a great deal of time. The amount of time involved always
depended on the skill and experience of the person doing this
work. Due to the number of steps and variables involved, it
was easy to make errors, no matter how skilled you were.
Often these errors were not apparent until preparation of
quarterly returns; then you had to go looking for them.
The solution for many businesses has been to hire bookkeeping
personnel with skills to handle the task. Hopefully the
number of errors and the time involved was reduced, but the
cost of preparation increased.
Along came the computer, a powerful device that was best
suited to the detail and repetition of a complex task like
payroll preparation. Then came payroll programs. They got
the job done, but unfortunately you needed to think like an
accountant to understand and use them properly. The small
business owner was still faced with the alternatives of hiring
this work out, or spending the time to learn to use the
software. This is the primary reason so many computers became
very expensive paper weights.
With the invention of the zipper (the one on your clothing)
everything changed. The process was immediately easier,
quicker, more reliable, and less prone to errors. Because the
approach was new, it became easier for everyone -- not just
those with dexterity.
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 11
ZIPPER Payroll User's Manual
I. INTRODUCTION (CONT)
ZIPPER Payroll is just such an improvement; that's why we
called it ZIPPER. ZIPPER does all your calculation, finds and
uses the right tax table, considers the proper number of
exemptions, computes the payroll deductions and tax
liabilities, and keeps track of annual totals for all your
reports. If you want (why wouldn't you?), ZIPPER will print
your payroll checks. ZIPPER also accumulates pension plan
benefits, as well as sick pay and vacation pay based on
whatever parameters you choose.
We designed ZIPPER so it could optionally work with Quicken
(TM). The ability to add your payroll to your Quicken check
register can be a distinct advantage if you are already a
Quicken user.
Either way, ZIPPER doesn't care, and works the same regardless
of how you write your checks or keep your financial records.
You may, of course, even write your checks by hand, in which
case ZIPPER will print payroll vouchers to include with the
checks. This is the perfect option for a small business. You
don't have to buy special payroll checks.
If you use R:BASE (TM) (System V, R:BASE for DOS, R:BASE
version 3.XX, or Personal R:BASE) your data is accessible for
any custom reports and queries you might choose to design.
The FileGateway utility included with R:BASE will enable to
export your data to a variety of other computer programs.
Information about the structure of the R:BASE data files is
included in the R:BASE.DOC file. Obviously, you need R:BASE
to take advantage of these additional features.
If you are in a hurry..... don't be! ZIPPER won't save you
time now. But it will save you time and aggravation later.
Read the program documentation carefully, especially the
section on implementation and setting up the program. A
little extra time at the beginning will be well spent.
Page 12 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
I. INTRODUCTION (CONT)
This documentation is presented in the same sequence as ZIPPER
menus. We will identify every step necessary to get ZIPPER
Payroll to work for you, and provide instructions for
processing payroll, printing reports and W-2's, processing
advances, etc. We don't need to train you to be an
accountant, or how to use a computer, so the process of
getting you up to speed won't be long. After your initial
set-up, it is likely that you will need to make little use of
the printed documentation. We think you'll find the menus and
data entry forms (the user interface) quite natural and easy
to use.
Starting during mid-year is likely to be the most difficult
part of the process, as you are probably "converting" a manual
system to a computerized one. You need to enter all existing
data (totals) for each employee, for any payroll that you have
prepared for the year to date. If you are starting ZIPPER at
the beginning of a year, or perhaps setting up ZIPPER for a
new company, you will not have any "historical" data to enter.
If such is the case, you can skip the section that describes
this procedure.
ZIPPER also includes personnel management features and can
provide budget information as well as track payroll by
department. ZIPPER will even print an employees' birthday
list.
Although ZIPPER was designed for a "small" business, it could
be used with a business of any size. The number of employees
ZIPPER can handle is limited only by the storage space (the
hard disk drive) of your computer. The concept of "small" is
up to you. One employee or several thousand, it makes no
difference to ZIPPER.
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 13
ZIPPER Payroll User's Manual
I. INTRODUCTION: HARDWARE REQUIREMENTS
ZIPPER runs in the MS-DOS / PC-DOS environment. ZIPPER
requires MS/PC DOS version 2.0 or later, and will run on the
full family of IBM & Compatible PC's. This means a PC, or an
XT, or an AT.
The installation of ZIPPER program and data files requires a
hard disk drive. You should consider 2.0 megabytes of free
disk space as an absolute minimum.
The use of a printer is optional for program operation, but
you will be severely limited without a printer. Printer
output is provided to parallel ports LPT1, LPT2, and LPT3, or
serial ports COM1, or COM2. Your printer will need to be able
to print in the compressed mode, or have a "wide carriage". A
"daisy wheel" printer will not work. ZIPPER does support the
use of laser printers, including printing checks and W-2
forms.
ZIPPER requires approximately 525K of RAM when it loads. If
you have less then this amount of memory available, ZIPPER may
still load, but it's performance will be reduced. ZIPPER
utilizes a 64K memory buffer for processing (sorting, etc).
If the full 64K is not available ZIPPER will use your disk
drive for this memory space. This will make the program
noticeably slower, or it may not run at all. You should be
able to run ZIPPER Payroll if you computer has 640K of
conventional memory, and you do not have too many TRS's
(memory resident programs) or device drivers loaded.
IMPORTANT!
Modify your CONFIG.SYS file to include the following
statements:
FILES=25 BUFFERS=30
See your DOS User's Manual regarding your CONFIG.SYS file.
Page 14 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
I. INTRODUCTION: HARDWARE REQUIREMENTS (CONT)
The configuration shown on the previous page allows ZIPPER to
make the most efficient use of your computer by creating a
memory area for processing (buffer space), and allowing ZIPPER
to have all necessary files open when necessary. Each buffer
requires 528 bytes of memory. The DOS default is two buffers,
and this is not enough. After you make this modification, be
sure to re-boot your computer before you start ZIPPER Payroll.
Changes to your CONFIG.SYS file do not take effect until you
re-boot.
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 15
ZIPPER Payroll User's Manual
I. INTRODUCTION: INSTALLATION
ZIPPER Payroll cannot be run from a floppy disk drive. It
must be installed onto your computer's hard disk drive.
ZIPPER Payroll includes an installation utility program that
will create a directory on your hard disk drive, copy the
compressed program and data files to that directory, and then
uncompress the files to make them usable. The installation
program will optionally modify your CONFIG.SYS file to ensure
the number of FILES and BUFFERS (see your DOS User's Manual)
is set correctly. The installation utility asks you a few
questions and does everything else for you. It's easy!
IF A PREVIOUS VERSION OR EVALUATION COPY OF ZIPPER PAYROLL
IS ALREADY INSTALLED ON YOUR COMPUTER, DO NOT USE THE
INSTALLATION UTILITY. PLEASE REVIEW THE BRIGHTLY COLORED
FLYER THAT COMES WITH THIS PROGRAM.
Otherwise, simply follow the steps below for a trouble-free
installation.
1. Place the ZIPPER Payroll diskette in whichever disk
drive you are going to use. If you are installing from a
5-1/4", 360k floppy diskette, insert "Disk 1" (of the two
disk set) into the drive.
2. Change to the disk drive by using DOS.
3. Type "INSTALL" (without the quotation marks), and press
the [ENTER] key.
That's about it. The installation utility will ask you to
identify the disk drive and directory where you want ZIPPER
Payroll installed. It automatically suggests the following:
Figure 1.2
Page 16 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
I. INTRODUCTION: INSTALLATION
If the above configuration is OK, just press [ENTER] three
times, Press "Y" (to indicate Yes - This Is Correct), and the
installation program will do the rest. Otherwise, simply
modify the suggested drive and/or directory.
STARTING ZIPPER
When the installation is complete, you will be located in the
directory where ZIPPER Payroll has been installed. To start
ZIPPER, simply type "ZIPPER" (without the quotation marks),
and press [ENTER].
If the installation utility has modified your CONFIG.SYS file
to set the correct number of FILES and BUFFERS, or you have
otherwise modified your CONFIG.SYS file directly, you must
reboot your computer for these changes to take effect. Please
do so before you attempt to use ZIPPER Payroll for the first
time. ZIPPER will not run properly, or may not run at all,
until this change has been made.
ZIPPER MAIN MENU
Figure M1
NOTE: The menu selections followed by ". . . " indicate the
presence of additional menus.
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 17
ZIPPER Payroll User's Manual
I. INTRODUCTION: KEYBOARD
ZIPPER makes consistent use of the keyboard, and you should
become familiar with these special keys. The User's Manual
refers to these keys by enclosing them in [ ] brackets. When
the User's Manual or a data screen indicates [ESC], this means
"Press the Escape Key"; [F8] means "Press the F8 Function
Key".
In general, the following keys perform the following
operations.
[ENTER] Enters the value displayed in a field, or accepts
the selection offered.
[ESC] Terminates a data entry session, and sometimes brings
up a data entry MENU BAR. [ESC] is generally thought of
as the "bail-out" key, and will, under almost all
conditions, terminate what your are doing and take you
"one step backwards".
[TAB] Takes you to the next data field during a data entry
session. If you are in the last field it will take you
to the first field
[SHIFT-TAB] Press down the [SHIFT] key & press [TAB]. Takes
you to the previous field during a data entry session.
If you are in the first field it will take you to the
last field.
[UP-ARROW] Same as [TAB]
[DOWN-ARROW] Same as [SHIFT-TAB]
[PGUP] or [PAGE UP] Takes you to the previous screen, or
"page" of a multi-page data entry form.
[PGDN] or [PAGE DOWN] Takes you to the next screen, or
"page" of a multi-page data entry form.
[F2] Blanks the current field of a data entry form.
Page 18 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
I. INTRODUCTION: KEYBOARD (CONT)
[F5] Resets the current field of a data entry form. If you
delete the displayed value with [F2] or [DELETE], or
overwrite the displayed value by typing new data you may
press [F5] to redisplay the original value. This can
only be done before you leave the current field.
[F7] Takes you to the previous row in a "multi-row" display
(where similar type values are displayed one above the
other).
[F8] Takes you to the next row in a "multi-row" display.
Optionally use [Enter] to move from field to field, or
row to row (downward).
[INSERT] Inserts a blank space at the current cursor
location.
[DELETE] Deletes a single character at the current cursor
location.
IMPORTANT: HELP!!!!
[F10] Press the [F10] key from any MENU for HELP.
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 19
ZIPPER Payroll User's Manual
I. INTRODUCTION: MENU BAR
The ZIPPER Menu Bar will sometimes be displayed at the end of
a data entry session. The menu bar appears at the top of the
screen. A copy is shown below.
Figure 1.1
QUIT Select Quit to save the entered data and terminate
the present data entry session.
ADD Adds the data displayed in the data entry form to the
payroll database. The data entry form is cleared, and
the form is then ready to add another "row" of data.
Select Add when you have a number of entries to make.
After the last entry is made select Quit. Quit will save
your last entry, and return you to the previous menu or
mode
EDIT AGAIN Returns you to the data entry form so that you
may edit the displayed row before ADD(ing) it to the
payroll database.
DISCARD Removes the data displayed in the data entry form
from the screen, and does not enter it in the payroll
database. Once the data entry form is cleared, new data
may be entered in its place.
Page 20 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
I. INTRODUCTION: DATA ENTRY METHODS
ENTERING DATES: ZIPPER Payroll uses the date format MM/DD/YY,
where MM represents the Month of the year (01 - 12), DD
represents the Day of the month (01 - 31), and YY represents
the Year (entered as two digits; EXAMPLE - 92).
The months and days may be entered as one or two digits where
appropriate; one through nine may be entered as 01 or 1
through 09 or 9. ZIPPER will except either format. Years
must be entered as two digits (always). The months, days, and
year digits MUST be separated by a slash (/). You may not
enter a date that is not in that format, and you may not enter
a invalid date (like 2/30/91 or 9/31/91). Thus the date
January 5, 1991 may be entered as 1/5/91, 01/5/91, 1/05/91, or
01/05/91.
When you are preparing payroll, ZIPPER will allow you to enter
payroll dates only for the "active year". The concept of the
Active Year is important. ZIPPER does your payroll one year
at a time. If the active year is 1991, ZIPPER assumes you
have made an incorrect date entry if you enter 1990 or 1992
(or any other year).
ENTERING DOLLAR VALUES: When you are entering dollar values,
ZIPPER does not require that you enter the dollar sign ($), or
commas (,). If you are entering a whole dollar amount (like
$100.00), you may simply enter 100 (no period required).
ZIPPER will automatically format the entry. Below are a few
examples of how you might enter dollar amounts, and how ZIPPER
will format them for you. REMEMBER, DO NOT ENTER DOLLAR SIGNS
($) OR COMMAS (,).
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 21
ZIPPER Payroll User's Manual
Entry ZIPPER formats to
----------------------------------------------------------
1 $1.00
.1 $0.10
1.1 $1.10
100 $100.00
1234 $1,234.00
1234.56 $1,234.56
Page 22 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
I. INTRODUCTION: PICK / CHECK MENUS
ZIPPER Payroll uses a series of "Pick / Check" menus. These
menus allow you to select individual employees, payroll
records, or payroll groups for additional processing. Each of
these Pick / Check menus operate in a similar fashion. To
make a selection simply press any letter (alphanumeric) key.
When you do, a check mark will appear next to the item you
have selected. You may remove the check mark by pressing the
space bar. This will "unselect" the previously made
selection. You move down the displayed list by pressing
[ENTER] or [F8]. To move back up the list press [F7]. If
there are more items in the list than will fit in the form,
the list will "scroll" as you move up or down.
Figure 1.3
In almost all cases, employees will be listed in alphabetical
order. Dated lists will usually appear with the most recent
record first (at the top). Press [ESC] after you have
selected all the items (records) you want. In some cases,
however, ZIPPER will limit you to making only one selection at
a time. You will be advised when this occurs.
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 23
ZIPPER Payroll User's Manual
I. INTRODUCTION: IMPLEMENTATION
FIRST THINGS FIRST: The list below shows the IMPLEMENTATION
tasks required to get you going on ZIPPER. These items are
listed in the order they need to be done. Each item is
followed by a page number reference to the location in this
manual where that particular feature is explained. Start with
Task #1, and return to this section as you complete each task
and refer to the next task.
TASK # DESCRIPTION (PAGE)
-----------------------------------------------------------
1 Program installation Page 16
2 Enter company information Page 122
3 Enter departments (optional) Page 126
4 Enter labor union information (optional) Page 150
5 Select password protection (optional) Page 128
6 Configure printer / control codes Page 157
7 Configure for Quicken (optional) Page 91
8 Other payroll taxes Page 130
FICA - Social Security Page 131
FICA - Medicare Page 131
FUTA - Federal Unemployment Tax Page 131
SUTA - State Unemployment Tax Page 131
User Defined Payroll Tax (optional) Page 133
9 State Disability Insurance codes Page 134
10 Create city / local tax tables Page 123
11 Pension Plans (optional) Page 153
12 Enter employee benefits / rates Page 57
13 Enter employee data Page 29
14 Enter year-to-date data Page 50
(if beginning during year)
Page 24 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
I. INTRODUCTION: COMPANY INFORMATION
The first time you use ZIPPER it will know that it has not as
yet been configured for any state. The first data entry
screen will ask you about your company (Name, Address, ...
etc.), to include the state where your company exists. The
data entry field for the "State" allows only two characters,
and must contain a valid two letter state abbreviation (CA,
NY, VT, WA, ... etc.)
Once you have completed this entry, ZIPPER will then configure
itself for the state in which you are located. At this point
ZIPPER is loading the proper tax tables (for your state) from
the tax table database (TAXTABL.RBF) into your ZIPPER payroll
database. All of the withholding (income) tax tables, and the
methodology for computing state withholding have now been
loaded for your state. The Federal tax tables are also
loaded.
You should enter your Federal and State Tax Identification
Number at this time. It is not mandatory to enter this
number, but if you want ZIPPER to print W-2 Forms at the end
of the year, it should be entered. If you don't have this
number handy, you may enter it at a later date through the
COMPANY INFORMATION feature.
Figure 1.4
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 25
ZIPPER Payroll User's Manual
Page 26 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 27
ZIPPER Payroll User's Manual
II. EMPLOYEES:
Option (1) off the MAIN MENU brings up the EMPLOYEE MENU. The
EMPLOYEE MENU provides six options:
Figure M2
NOTE: The menu selections followed by ". . . " indicate the
presence of additional menus.
Page 28 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
II. EMPLOYEES: ENTERING NEW EMPLOYEES
Creating a new employee record is the basis for processing
payroll. Each employee record provides the information
necessary to properly calculate payroll, withholding, and tax
liability. Creating a new employee record creates a Year-to-
Date (YTD) record for that employee as well. You can not
prepare payroll for an employee until you have entered this
employee into your payroll database.
ZIPPER Uses three data entry screens (or pages) for each
employee. Entering the last item on each screen will take you
to the first item on the following entry screen. Entering the
last item on the last screen returns you to the top of the
first screen. You may also use the [PAGE UP] or [PAGE DOWN]
key to move to any screen at any time. Use [ENTER], [TAB] or
[DOWN-ARROW] to move to the next item, [SHIFT TAB], or [UP-
ARROW] to move to the previous item.
After you have entered all items for this employee press [ESC]
to bring up the ZIPPER Menu Bar shown below.
Figure 2.1
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 29
ZIPPER Payroll User's Manual
II. EMPLOYEES: ENTERING NEW EMPLOYEES (CONT)
If you wish to abort entering a new employee, press [ESC] or
select Discard. Selecting Discard deletes the entered record,
but allows you to continue data entry. If you select Discard,
and then press [ENTER], you may now enter another employee by
selecting Edit again. Pressing [ESC] deletes the current
entry AND terminates the data entry session.
Select Quit to save the entered data and terminate the present
data entry session. Select Add to save the entered data and
enter another employee. Selecting Add clears the present data
from the form and brings up the first screen (page) of the NEW
EMPLOYEE data entry form.
Figure 2.2
Page 30 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
II. EMPLOYEES: ENTERING NEW EMPLOYEES (CONT)
Most of the employee data items (fields) are self-explanatory.
Those that require some explanation are listed below. Be
careful when entering a new employee; all payroll calculations
are based on the data you enter for each employee. Incorrect
data may cause calculation errors in your payroll and/or your
tax liability.
EMPLOYEE NAME: ZIPPER builds an internal code based on the
employees name (Last Name, First Name, and MI). Using an
employee's name for this purpose allows you to find
employees by their name. You are not required to create
"employee numbers".
We have designed the internal ID code to be unique, but
there is always the possibility that a duplicate ID code
could be created. You will know this condition exists
when you try to enter a new employee and ZIPPER informs
your that an error has occurred with the message: -
ERROR- Employee ID Code already in use - rule violation.
This message will be displayed at the top of the screen
when you attempt to add this new employee to the payroll
database.
By explaining how ZIPPER creates this internal ID code, then
you should be able to get around this rule in a way that is
acceptable to you, your employee, and ZIPPER. The basis for
the ID code is displayed below using the upper portion of the
new employee data entry screen. The example employee name to
be entered is: Jane R. Smith.
Figure 2.7
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 31
ZIPPER Payroll User's Manual
II. EMPLOYEES: ENTERING NEW EMPLOYEES (CONT)
ZIPPER builds the internal ID code by joining the first four
letters of the Last Name (Smit), the first three letters of
the first name (Jan), and the Middle Initial (R). If you
already had an employee who's name was Jana R. Smitten, the
internal ID code SmitJanR would already be in use. ZIPPER
will not allow you to create a duplication of this internal
code, and give you the warning described above.
In order to get around this condition, you will need to
"change" this employee's name. You may want to discuss this
condition with your employee. A simple solution would be to
leave out the middle initial for this employee.
DATE OF BIRTH: This item is optional, but ZIPPER does
provide a birthday list that you may wish to use. The
employee's age is not disclosed, only the month and day
of the year are listed.
DEPARTMENT: ZIPPER allows use of a four (4) character
alpha-numeric code to group employees by department. Use
of this field is optional, and would be used if you
intend to use the management and budget reports.
In order to properly use this information you must have
previously entered the four character code and a
department name that corresponds to that code. See
COMPANY DEPARTMENTS. If you have previously entered this
department information, you may print a listing of
departments and codes. This will make the entry of this
item easier and less subject to error.
JOB TITLE: Provides an optional description of the job held
by this employee. This information is used in the
management and budget reports, and appears on some of
data entry forms.
DATE HIRED: Enter the date of hire for this employee.
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II. EMPLOYEES: ENTERING NEW EMPLOYEES (CONT)
TYPE OF COMPENSATION: Enter (S)-Salary or (H)-Hourly.
Entering anything else will cause an error, and ZIPPER
will not allow you to save this record until this error
is corrected.
STATUS: You will not see this field when entering a new
employee. This field is automatically entered for you
when a new employee record is first created. This
indicates the employment and/or payroll status of the
employee. Payroll is prepared only for (A)-Active status
employees. This entry should be changed for any employee
that is terminated, layed-off, etc. Valid entries are:
(A)ctive, (I)nactive, or (T)erminated. When you enter a
new employee the status field is set to (A)ctive".
PAY PERIODS PER YEAR: This indicates the frequency that
this employee is paid. Valid entries are the numbers 12,
24, 26, or 52 [ (12)- Monthly, (24)-Semimonthly, (26)-
Biweekly, or (52)-Weekly ]. Entering anything else will
cause an error, and ZIPPER will not allow you to save
this record until this error is corrected.
The number of pay periods is the number of times per year
that an employee is paid. Thus, if an employee is paid
once per month, you would enter (12) for this employee.
If the employee is paid twice a month, say the 1st and
the 15th, enter (24).
SALARY PER PAY PERIOD: Enter the amount of regular salary
to be paid to this employee each time they are paid. An
entry should be made only if the employee is paid a
salary. This field should be left blank for employees
who are paid hourly.
Examples: If an employee is paid $1,530.00 per month,
and paid semimonthly (the number of pay periods is 24),
then the Salary per Pay Period is $765.00 [ ($1,500.00 X
12) divided by 24 ]. AND, If an employee is paid
$18,640.00 per year, and paid weekly (the number of pay
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periods is 52) then the Salary per Pay Period is $358.46
($18,640.00 / 52)
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II. EMPLOYEES: ENTERING NEW EMPLOYEES (CONT)
HOURLY RATES: ZIPPER allows three different hourly rates of
compensation for each employee. REGULAR pay would be
used for the normal rate of pay. OVERTIME1 and OVERTIME2
are provided for different scales of pay. Their use is
optional. If you do not pay overtime, then these fields
should be left blank. Alternately, you may have
employees that perform different jobs, and are paid a
different rate for each job. You might use the Overtime
categories for this purpose. The overtime rates are not
based on the regular pay rate. You must enter a specific
rate of pay for each employee who is paid hourly. All
hourly rate fields should be left blank for employees who
are paid by salary.
ZIPPER prepares payroll in groups. If you have employees
in your company that are paid at different times (weekly,
and biweekly), then these two groups must be created
separately.
Figure 2.3
TAX TABLES: These fields indicates which tax table(s) will
be used to calculate withholding taxes. There are fields
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for Federal Tax Tables, State Tax Tables, and City (or
Local) Tax Tables.
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II. EMPLOYEES: ENTERING NEW EMPLOYEES (CONT)
FEDERAL TAX TABLES: Enter (1) if Single, or (2) if Married.
ZIPPER knows there are only two Federal Tax Tables. If
you enter a number larger than two, ZIPPER will assume
that you have made an error. ZIPPER will not stop you
from making this entry, but will instead use Table 2, the
"Married" Tax Table, when payroll is processed for this
employee.
STATE TAX TABLES: Enter the number of the appropriate tax
table to use for this employee. If there is no income
tax (withholding) in your state, leave this field blank.
You may enter any single digit number (0 - 9).
ZIPPER knows if your state has a withholding tax, and how
many tax tables your state uses. If you enter a table
number that does not exist in your state ZIPPER will know
that you have made an error, but does not know which is
the correct table for this employee. In such cases,
ZIPPER will make its own determination.
For example, ZIPPER knows there are five (5) tax tables
for New Jersey (Rate A through E). ZIPPER uses tables 1
through 5 respectively. If you enter a number larger
than five, ZIPPER will assume an error condition. ZIPPER
will not stop you from making this entry, but will
instead use last table that exists, in this case table
number 5.
If there is a personal income tax in your state, and your
state provides a number of tax tables to calculate this
withholding, enter the number of the tax table you want
to use for this employee. Depending on the number of tax
tables used in your state, enter (1) if the employee
files as Single, (2) if the employee files as Married, or
enter 3 through 9 if that number of tables is used by
your state. If there is only one tax table for your
state, enter (1) for each employee. Please review the
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README.DOC file for special conditions regarding some
states.
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II. EMPLOYEES: ENTERING NEW EMPLOYEES (CONT)
STATE TAX TABLES: (cont)
If your state computes State Withholding as a percentage
of Federal Withholding, (Arizona, North Dakota, &
Vermont) leave this field blank. Arizona employers
please review the README.DOC file for special conditions.
CITY TAX TABLES: If there is no City or Local Withholding
in your area, leave this field blank.
If there is a City / Local Withholding, you may create up
to six tax tables to compute this tax. See CREATING
LOCAL TAX TABLES. After creating the necessary tax
tables, you need to indicate which table to use for this
(each) employee. If you enter a number larger than six
(6) ZIPPER will not compute city / local withholding for
this employee. If you enter a table number that does not
exist (you have not created it), ZIPPER will not compute
city / local withholding for this employee.
PERSONAL EXEMPTIONS: Personal exemptions are provided for
Federal Withholding, and in some states where income tax
exists. Carefully review the income (withholding) tax
booklet provided by your state.
BE SURE YOU UNDERSTAND THE DIFFERENCE BETWEEN PERSONAL
EXEMPTIONS AND ADDITIONAL EXEMPTIONS (ZIPPER CALLS THESE
"STATE EXTRA DEDUCTIONS" ) IF YOUR STATE PROVIDES BOTH.
FEDERAL PERSONAL EXEMPTIONS: Enter the number of deductions
the employee claims for Federal Withholding Tax purposes
(Form W-4). You may enter 0 through 99.
STATE PERSONAL EXEMPTIONS: Enter the number of deductions
the employee claims for State Withholding purposes. You
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may enter 0 through 99. This field should be left blank
if your state does not have a withholding tax.
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II. EMPLOYEES: ENTERING NEW EMPLOYEES (CONT)
STATE STANDARD DEDUCTIONS: Not all states use a "Standard
Deduction", and you will have to determine what system
your state uses. In most cases, states that use a
standard deduction use a value between zero and three
(0..3). Some states equate zero and one, and others do
not. Enter a value between zero and three, inclusive.
If you enter a value greater than 3, ZIPPER will process
this as the Married Standard Deduction (2). This field
should be left blank if your state does not have a
withholding tax.
Special situations are covered in the README.DOC file.
Check this file to see if there are conditions that apply
to your state.
STATE EXTRA DEDUCTIONS: This field should not be confused
with the State Personal Exemption, and is used by some
states to provide a wider range withholding. Special
situations are covered in the README.DOC file.
CITY NAME: If your employees are subject to any city or
local withholding tax, then you should enter the name of
the city or municipality that administers this tax. The
name you enter will appear on the employee's W-2 Form in
the block labeled "Name of locality" (block 29, Form W-
2). Leave this field blank if there is no city or local
withholding (personal income tax) in your area.
TAX STATUS (Federal, State, and City): A zero (0) is
entered as the "default" entry for all employees. You
should change this to a one (1) for any employee who is
exempt (does not pay) from any of the taxes listed below.
Entering a (1) in any field will tell ZIPPER not to
calculate that tax. Data entry errors (any number other
than 0 or 1) will treat the employee as "Not Exempt", and
tax will be calculated for this employee. Most employee
are Not Exempt; in other words, they pay tax. In such a
case, no entry is required.
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II. EMPLOYEES: ENTERING NEW EMPLOYEES (CONT)
STATE TAX STATUS
SIT (State Income Tax)
SDI (State Disability Insurance)
SUTA (State Unemployment Tax)
User Defined Tax Optional for those state that have an
additional payroll tax. See ENTERING PAYROLL TAX
RATES.
CITY TAX STATUS CIT (City or Local Income Tax)
EXTRA WITHHOLDING: (Federal, State, & City) Enter the
amount, if any, an employee might wish to have withheld
from their pay as an extra amount of withholding. You
may enter any amount, and it will not effect calculation
of normal withholding.
Extra withholding may be entered for Federal, State,
and/or City. The entry is used as a "constant", and will
automatically be included each time payroll is processed.
This amount may be changed or deleted for any individual
payroll record when you process payroll. You should
leave the State and City fields blank if you (your
employees) are not subject to this kind of tax.
Figure 2.4
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II. EMPLOYEES: ENTERING NEW EMPLOYEES (CONT)
STATE DISABILITY INSURANCE: Enter the six (6) character
alpha-numeric sequence for this employee. See STATE
DISABILITY INSURANCE.
PAID VACATION (days per year): Enter the number of days of
paid vacation you wish to provide for this employee.
Enter 0 (zero) if this employee is not entitled to
vacation pay. Do not include paid holidays. See
EMPLOYEE BENEFITS.
PAID SICK LEAVE (days per year): Enter the number of days of
sick pay you wish to provide for this employee. Enter 0
(zero) if this employee is not entitled to sick pay. See
EMPLOYEE BENEFITS.
FEDERAL TAX STATUS
FIT (Federal Income Tax)
FICA (Social Security Tax & Medicare Tax)
FUTA (Federal Unemployment Tax)
DEDUCTION FOR MEDICAL BENEFITS (per pay period): Use of
this field is optional. If your company provides any
type of medical / dental / health insurance, and you wish
to deduct any or all of the cost of this program from
your employees pay, then enter the amount to deduct from
each pay period. You must convert a monthly or yearly
premium into the proper amount for the number of pay
periods per year.
PENSION PLAN: To "link" an employee to a particular Pension
Plan, enter the number (1 to 9) of the pension plan that
has already been created. When payroll is processed, the
information about that pension plan is used to calculate
the pension deduction and/or employer contribution for
that employee.
PENSION DEDUCTION: A non-calculated employee deduction. If
there is no pension plan assigned, the amount of this
deduction will be treated as taxable wages.
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II. EMPLOYEES: ENTERING NEW EMPLOYEES (CONT)
PENSION DEDUCTION: (cont) If there is an assigned pension
plan, the amount of this deduction will be added to any
deduction that is calculated by the Employee Deduction
Rate, and treated according to how that plan is
configured.
UNION AFFILIATION: This field is optional, and would be
used if you wish to incorporate payroll deduction of
union dues. Enter the one digit number (1 through 9)
that corresponds to the proper union affiliation for this
employee. The information pertaining to each labor union
should have already been entered. See LABOR UNIONS.
UNION DUES: Enter the "flat rate", or dollar amount of dues
to be deducted from each pay period. You may have to
convert a monthly dues into the amount for this employee,
based on the number of pay periods per year. ZIPPER also
provides for a "variable rate" method of calculating
union dues that can be used instead of, or in addition to
a "flat rate". Leave this field blank if you do not wish
to deduct any union dues for this employee. See LABOR
UNIONS.
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II. EMPLOYEES: PERSONNEL MANAGEMENT
Although ZIPPER is not a personnel management program per se,
it does provide a number of useful management capabilities.
You can take advantage of these additional features by
entering the appropriate data for each employee through ENTER
NEW EMPLOYEES, and then maintaining this data as changes
occur. These data items are located on the third data entry
screen for each employee. Use of these fields is optional.
If you elect not to enter these data items, it will not have
any effect on payroll computation.
The following data fields provide this management capability.
Some of these items have been described in the previous pages.
Date of Birth
Date Hired
Date Terminated
Job Title
Department
Date of last pay increase
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II. EMPLOYEES: EDITING EMPLOYEE DATA
To change (edit) any employee information, you begin by
selecting the employee(s) you wish edit. You may select one
employee by entering the employees last name, or you may
select several employees by "checking" or "picking" them from
a list. You may also edit every employee record.
SELECTING EMPLOYEES TO EDIT
You may select one employee by entering the employees last
name. You may enter the last name in full, or only in part.
Whichever method of entry you choose, ZIPPER will search
through all your employees to find a match to your selection.
This search method provides a good combination of speed and
flexibility.
If your company is large (more than say 30 employees) the
fastest search method would be to enter the employee's last
name in full. Since some employee's names may be long and/or
difficult to spell, it may be faster (and easier) to enter
only a partial name and let ZIPPER search through the
employees that match your search parameters.
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II. EMPLOYEES: SELECTING EMPLOYEES TO EDIT
As an example, if you wanted to search for an employee who's
name is Robert Villanueva, you could enter the last name in
full, or you could enter "v*" or "vil*" or "villa*" (do not
enter the quotation marks). In the preceding examples, each
entry becomes more specific than the one before. Notice how
the asterick (*) follows the partial entry; this is a
"wildcard" character. The more letters you enter, the more
"specific" your search becomes. By entering just the
asterisk (*) wildcard character, you search becomes totally
"unspecific", and ZIPPER will then scroll through every
employee (they all match the search parameters).
Figure 2.6
To follow this example, assume you enter "vil*" to find the
employee Robert Villanueva. ZIPPER will stop at the first
match it finds - any employees who's last name begins with
the letters "vil". If the first match is correct, press
[ENTER] to indicate that this match is correct. If the
first match is not correct, and you want ZIPPER to continue
the search, press the letter "N" (for NEXT PLEASE...), or
press the [TAB] or [RIGHT ARROW] key to move to "NEXT
PLEASE...", then press [ENTER].
Figure 2.6a
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II. EMPLOYEES: SELECTING EMPLOYEES TO EDIT (CONT)
You may quit your search at any time. If there are no
remaining matches , ZIPPER will terminate the search on it's
own. If ZIPPER does not find any matches to the search
parameters you have set, it will advise you, and then allow
you to try again or quit. Remember, you can enter the
asterisk "*" by itself if you are unsure of which employee you
want, and ZIPPER will let you scroll through every employee in
your company. In this case the employees are presented in the
order they were added to your payroll database.
If you select only one employee to edit, you will have access
only the employee you selected. If you select either several
or all employees, then the selected (or all) employees will be
presented in alphabetical order. You may move through each
record by pressing [F8] for the next employee record, and/or
[F7] for the previous employee record. There are three
screens (pages) of data for each employee. You may quickly
move through the screens by using the [PGUP] and [PGDN] keys.
You may edit any of the data that is displayed, with the
exception of the employees name. ZIPPER makes special use of
the employee's name, and therefore provides special processing
if you need to change this information. This is discussed
below.
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II. EMPLOYEES: CHANGING AN EMPLOYEE'S NAME
ZIPPER builds an internal code based on the employees name
(Last Name, First Name, and MI). Using an employee's name for
this purpose allows you to find employees by their name. You
are not required to create or remember "employee numbers", and
you do not need to remember the employee codes that ZIPPER
creates. The method for creating an Employee ID Code is shown
below.
Figure 2.7
ZIPPER builds the internal ID code by joining the first four
letters of the Last Name (Smit), the first three letters of
the first name (Jan), and the Middle Initial (R). Thus, the
Employee Id Code for Jane R. Smith is "SmitJanR".
When you change an employee's name, ZIPPER builds a new ID
code for this employee. Since it is possible that this ID
code may already be used for another employee, ZIPPER will
check for this condition and warn you if this is the case.
Since ZIPPER does not allow the duplication of an existing ID
code, you will need to somehow modify the change you wish to
make. See ENTERING NEW EMPLOYEES - Employee Name.
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II. EMPLOYEES: YEAR-TO-DATE PAYROLL INFORMATION
From the EMPLOYEE MENU, select (4) Enter / Change Historical
(YTD) Data.
If you begin using ZIPPER Payroll during the middle of a year,
and are converting from another system, you must enter the
year to date payroll data for your employees. We recommend
that you do this BEFORE you process any payroll with ZIPPER.
Although ZIPPER allows you to directly access this data at any
time, WE RECOMMENDED THAT YOU DO NOT DO SO, OR THAT YOU DO IT
WITH EXTREME CAUTION.
Some payroll programs restrict you to working within
"quarters", and closing these quarter as they pass. This is
the way accounting systems seem to work, and we have tried
very hard to create a system that works in a more natural
fashion. The one draw-back of such a design is that if you
begin using ZIPPER Payroll during the middle of a quarter you
will not be able to extract the necessary information for your
quarterly reports for that particular quarter.
EXAMPLE:
Say you want to begin using ZIPPER Payroll in May, the
second month of the second quarter. By entering the year-
to-date data at that time, ZIPPER knows the proper year-
to-date amounts for each employee, but has no way of
knowing in which quarter (or month) these wages occurred.
Thus, ZIPPER does not keep track of quarters, per se, but
tracks data based on the "payroll date".
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II. EMPLOYEES: YEAR-TO-DATE PAYROLL INFORMATION (CONT)
ZIPPER allows you to extract information (create reports)
based on any quarter, the full year, or any date range you
wish to create - at any time. You will understand the
advantages of this design when you begin creating reports.
Because of this, we recommend that you begin using ZIPPER to
process payroll at the beginning of a new quarter (January,
April, July, or October), and enter the Year-To-Date values
for each employee PRIOR to processing your first payroll.
If you incorrectly enter any year-to- date values, ZIPPER will
simply continue to build on these incorrect values. If you
discover your error at a later date you may correct it, but BE
CAREFUL. We give you access to this data to make your life
easier, but it also gives you enough rope to hang yourself.
As a precaution, we recommend that you print the Year-To-Date
Payroll Register Report after you have entered your initial
data. This way you will always have a record of your starting
point. We also recommend that you print a copy of this report
BEFORE and AFTER you make any adjustments to the data.
Consider using the [SHIFT-PRINT SCREEN] feature of your
computer prior to editing any existing data.
ONCE YOU CHANGE THE DATA IN THE YEAR-TO-DATE REGISTER IT CAN
NOT BE RESET. UNLESS YOU RECORDED THE PRIOR VALUES, YOU
WILL NEED TO LIVE WITH THE CHANGES YOU HAVE MADE.
When editing this data, ZIPPER will allow you one last chance
to undo the changes you have made. You may do so by selecting
the "Reset" option from the MENU BAR. Think about this before
you press [ESC] or select "Quit". The Reset feature is
available only while you are editing this record. Once you
leave this employee's record, the Reset feature will not work.
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II. EMPLOYEES: YEAR-TO-DATE PAYROLL INFORMATION (CONT)
Listed below are the data items you need to enter. Remember,
this is year to date data. The amounts you are entering are
the amounts you have paid, deducted, or that have accumulated
for the whole year - up to the day you are entering this data.
Figure 2.8
HOURS WORKED: THESE ITEMS SHOULD BE ENTERED FOR BOTH HOURLY
AND SALARIED EMPLOYEES.
Regular Hours: The # of hours worked, not including any
overtime.
Overtime1: The # of hours worked in the first overtime
category/rate.
Overtime2: The # of hours worked in the second overtime
category/rate.
WAGES: THESE ITEMS SHOULD BE ENTERED ONLY FOR HOURLY
EMPLOYEES.
Regular : The dollar amount of hourly wages paid, not
including any overtime.
Overtime1: The dollar amount of hourly wages paid in the
first overtime category/rate.
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Overtime2: The dollar amount of hourly wages paid in the
second overtime category/rate.
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II. EMPLOYEES: YEAR-TO-DATE PAYROLL INFORMATION (CONT)
EARNINGS
Salary : THIS ITEM SHOULD BE ENTERED ONLY FOR SALARIED
EMPLOYEES. Enter the dollar amount of salary paid. Does
not include WAGES (above).
Other : This is the miscellaneous category. Enter the
dollar amount of earnings that are not otherwise covered
by other categories.
Commission : The dollar amount of commissions paid.
Holdiay Pay: The dollar amount of holiday pay paid. THIS
AMOUNT SHOULD NOT BE INCLUDED IN SALARY, OR ANY WAGE
ITEM.
Vacation : The dollar amount of vacation pay paid. THIS
AMOUNT SHOULD NOT BE INCLUDED IN SALARY, OR ANY WAGE
ITEM.
Sick Pay : The dollar amount of sick pay paid. THIS AMOUNT
SHOULD NOT BE INCLUDED IN SALARY, OR ANY WAGE ITEM.
TIPS: The dollar amount of tips earned. See PROCESSING
PAYROLL - EARNINGS - TIPS, for a discussion between Tips
Paid and Tips Reported.
Paid : The dollar amount of tip you have paid.
Reported : The dollar amount of tip collected by this
employee, and reported to you.
WITHHOLDING
Federal : The dollar amount of Federal Withholding deducted
(withheld) from this employees pay.
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State : The dollar amount of State Withholding deducted
(withheld) from this employees pay.
City : The dollar amount of City (or local) Withholding
deducted (withheld) from this employees pay.
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II. EMPLOYEES: YEAR-TO-DATE PAYROLL INFORMATION (CONT)
DEDUCTIONS
Social Sec. : Enter the dollar amount of Social Security
(FICA) Tax withheld.
Medicare : The dollar amount of Medicare Tax (FICA)
withheld.
SDI : The dollar amount of State Disability Insurance
(sometimes called State Industrial Insurance) withheld
(the employees portion).
Medical : Use this category for any medical / dental /
vision insurance plan to which your employee(s)
contributes.
Advances : The dollar amount of advances you have collected
back from this employee. DO NOT ENTER THE AMOUNT OF
ADVANCES YOU HAVE PAID, ONLY THE AMOUNT RECOVERED.
Union Dues : The dollar amount of union dues (employees
portion) withheld.
Pension : Use this category for any pension / retirement
plan to which your employee(s) contribute.
Other : This is the miscellaneous category. Enter the
dollar amount of any deductions that are not otherwise
covered by another category.
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II. EMPLOYEES: YEAR-TO-DATE PAYROLL INFORMATION (CONT)
BENEFITS
Vacation Paid: Enter the NUMBER OF HOURS of vacation pay
paid to this employee. DO NOT INCLUDE THIS AMOUNT IN
HOURS WORKED (see above). If this employee is paid a
salary, you must convert the amount paid into an numeric
representation of hours.
EXAMPLE: An employee who takes a "one week" vacation is
actually paid for five days. Assuming a normal eight
hour day, this employee actually received 40 hours of
vacation pay. (See EMPLOYEE BENEFITS.)
Accrued Bal. : Enter the number of hours of vacation pay
benefits that are owed (accrued) to this employee AS OF
THE LAST PAYROLL.
Sick Pay Paid: See above, Vacation Paid.
Accrued Bal. : Enter the number of hours of sick pay
benefits that are owed (accrued) to this employee AS OF
THE LAST PAYROLL.
Holiday Paid: Enter the NUMBER OF HOURS of holiday pay paid
to this employee. DO NOT INCLUDE THIS AMOUNT IN HOURS
WORKED (see above). If this employee is paid a salary,
you must convert the amount paid into an numeric
representation of hours.
ADVANCES
Balance : Enter the dollar amount of advances paid to this
employee that have not been recovered. The amount
entered should represent the amount owed to you by this
employee, AS OF THE LAST PAYROLL.
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II. EMPLOYEES: YEAR-TO-DATE PAYROLL INFORMATION (CONT)
WAGES PAID NOT SUBJECT TO: You should enter dollar amounts
for these categories only under certain conditions.
Social Sec. : Enter an amount ONLY IF (1) you have paid
wages to this employee, and this employee is exempt from
(not subject to) Social Security Tax; or (2) this
employee has already been paid earnings (of any kind) in
excess of the social security wage base. (See IRS
Circular E.) If the above does not apply, leave the
amount as $0.00.
Medicare : Enter an amount ONLY IF (1) you have paid wages
to this employee, and this employee is exempt from (not
subject to) Medicare Tax; or (2) this employee has
already been paid earnings (of any kind) in excess of the
medicare wage base. If the above does not apply, leave
the amount as $0.00.
FUTA : Enter an amount ONLY IF (1) you have paid wages to
this employee, and this employee is exempt from (not
subject to) FUTA (Federal Unemployment) Tax; or (2) this
employee has already been paid earnings (of any kind) in
excess of the FUTA wage base. If the above does not
apply, leave the amount as $0.00.
SUTA : Enter an amount ONLY IF (1) you have paid wages to
this employee, and this employee is exempt from (not
subject to) SUTA (State Unemployment) Tax; or (2) this
employee has already been paid earnings (of any kind) in
excess of the SUTA wage base. (Check your state bulletin
for the amount of this wage base). If the above does not
apply, leave the amount as $0.00.
TOTALS : When entering the individual year-to-date data
values (above) , ZIPPER will automatically calculate the
proper totals (INCOME, DEDUCTIONS, AND NET PAY) for you.
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II. EMPLOYEES: EMPLOYEE BENEFITS
ZIPPER allows you to compute two types of employee benefits;
Vacation Pay and Sick Pay. ZIPPER makes certain assumptions
to do these computations, and your method of computation must
match these assumptions for ZIPPER to work for you. We have
tried to provide you with as much flexibility as possible.
In order to compute both Vacation Pay and Sick Pay, you will
need to enter the amount (number of days per year) each
employee is entitled to. This information should be entered
for each employee when they are entered into the payroll
database. See ENTERING NEW EMPLOYEES.
The number of days can be changed at any time (EMPLOYEE MENU -
Edit / Change Employee Data), and the updated amount of
benefit (days per year) will only affect payroll that is
computed after that change. Previous payroll entries are not
affected by these changes.
A typical entry for an employee who will receive two weeks
paid vacation, and one week paid sick leave would be as
follows:
Paid Vacation : 10 (days per year)
Paid Sick Leave: 5 (days per year)
The above entry assumes a five day work week. Prior to
entering this information for each employee, you will need to
tell ZIPPER how your benefits are to be configured. This
information needs to be entered only once, when you do your
initial set-up. What ZIPPER needs to know is:
The number of hours in the normal work day : (Usually 8)
The number of hours in the normal work week: (Usually 40)
The number of weeks in the normal work year: (Usually 52)
With this information ZIPPER computes the number of hours in
the normal work year: (Usually 2080)
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II. EMPLOYEES: EMPLOYEE BENEFITS (CONT)
This data is entered or changed via the EMPLOYEE MENU, Option
(6), Employee Benefits (Vacation & Sick Pay). You are
provided with an entry screen requesting the information
listed above. Based on your entries, ZIPPER calculates the
number of hours per year, and displays that amount for you to
see. An example is also provided which will display the
actual effects of your company's benefits configuration
combined a typical entry for a given employee. You are
allowed to change the number of vacation and sick pay days in
this example, and it does not have any effect on your
particular configuration or any of your employees. Press
[ESC] when you have finished entering this data.
Figure 2.5
The best way to explain these conditions is to show by an
example. You may wish to go to the EMPLOYEE BENEFITS entry
screen; MAIN MENU (1) Employees, then (6) Employee Benefits,
and follow along.
The "default settings" are :
Hours per day : 8
Hours per week: 40
Weeks per year: 52 (this creates) --> Hours per year:
2080
Based on the "default setting" of:
Paid vacation days (per year) : 10
Paid sick pay days (per year) : 5
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The EXAMPLE (above) produces the following result: 0.04
days of vacation pay, and 0.01960784 days of sick pay,
for every 8 hour day worked.
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II. EMPLOYEES: EMPLOYEE BENEFITS (CONT)
These calculations assume that each of these employee benefits
will continue to accrue even while an employee is on vacation,
or off sick. In the above example, this assumption creates
the following modification to the more obvious calculations.
For the purposes of vacation pay, this employee would actually
work 50 weeks (or 2000 hours) per year; for the purposes of
sick pay, 51 weeks (or 2040 hours) per year.
This condition further identifies that the entries for the
number of hours worked (during payroll preparation) is
important, even for salaried employees.
NOTE:
ZIPPER's benefits calculations are "advisory" and do not
have any effect on your actual payroll. You may, at any
time, exceed the amount of accrued benefits for any
employee, or even pay benefits to any employee who
normally does not receive benefits. The accrual amounts
will be displayed for each employee when you process their
payroll. The accruals are also included on the Year-To-
Date Payroll report.
Consider the following example:
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Hours Vacation Sick Pay Basis for
Employee: Worked Paid (hrs) Paid (hrs) Benefits
-------------------------------------------------------------------
Employee A 28 8 4 40
Employee B 32 0 8 40
Employee C 40 0 0 40
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II. EMPLOYEES: EMPLOYEE BENEFITS (CONT)
These entries are critical, especially in states where taxes
like Industrial Insurance are computed on the number of hours
worked. In the example above the taxes would be based on 28,
32, and 40 hours (for Employee's A, B, and C, respectively
from the previous page), and the calculation for employee
benefits (accumulations for Vacation Pay and Sick Pay) would
be based on 40 hours.
When you prepare payroll, enter the number of hours worked to
reflect the number of hours that the employee was present, and
will be paid for. The "hours worked" should not include any
vacation or sick pay. Vacation and sick pay are separate
entries. These calculations are for the purposes of
maintaining a "running total" for the amount of benefits
(calculated in hours) available for each employee. Thus, the
amount of benefits granted to each employee affects the amount
of additional benefits accrued during any payroll period. As
indicated above, these "running totals" are displayed
(rounded-off) for each employee during payroll processing, and
are only advisory. You may exceed the accumulated benefits
due for any employee.
Printing the Year-To-Date Payroll Register will show the
amount accrued for each employee. These amounts are carried
over from year to year for each employee. If your company
does not provide for carry-over accumulations, then you will
need to delete the amount contained in the YTD Register after
a "New Year" is created.
Hint:
If employees are granted company paid holidays (Christmas,
New Years Day, etc), those hours should be entered as
Holiday Pay when payroll is processed.
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ZIPPER Payroll User's Manual
III. PAYROLL
Option (2) off the MAIN MENU brings up the PAYROLL MENU. The
PAYROLL MENU provides seven options:
Figure M3
NOTE: The menu selections followed by ". . . " indicate the
presence of additional menus.
BEGIN NEW PAYROLL SEQUENCE (CREATE PAYROLL RECORDS):
You begin processing payroll by creating a "payroll group".
ZIPPER processes payroll as a group, and will lead you through
the logical steps necessary to create this group. After the
group has been selected, ZIPPER creates individual payroll
records for each employee within that group. You may create
several payroll groups and process them together, or create
and process each as a separate entity. After you have created
a payroll group, you can enter the data ZIPPER needs to
calculate payroll.
Creating a payroll group involves selecting the type of
payroll you are processing (Normal or Special), the frequency
with which this group is paid (Weekly, Biweekly, Semimonthly,
or Monthly), and the type of pay the individuals within this
group receive (Hourly, Salary, or either Hourly or Salary).
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III. PAYROLL: NORMAL OR SPECIAL PAYROLL
NORMAL PAYROLL:
As the name implies, this is what you will "normally" do.
Select this option to create a payroll group that you might
logically create every week, every two weeks, twice a month,
or once a month.
SPECIAL PAYROLL:
Select this option for processing payroll that would be beyond
the realm of a Normal payroll. Examples of this might be
paying an employee early if they go on vacation, or as
termination pay, severance pay, or other similar reason. This
option might also be used if you underpay an employee (while
processing a Normal Payroll) and want to issue a supplementary
check for the additional amount due.
Do not use Special Payroll to process payroll advances.
ZIPPER provides separate capabilities for this purpose.
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III. PAYROLL: FREQUENCY
Next you need to further specify the employees to include in
your payroll group. This selection is based on the frequency
your employees are paid. Your choices are:
(1) Weekly (paid 52 times a year)
(2) BiWeekly (paid 26 times a year)
(3) SemiMonthly (paid 24 times a year)
(4) Monthly (paid 12 times a year)
If your company has employees that are paid at different
times, you might, on certain occasions, need issue paychecks
for both groups at the same time. ZIPPER will allow you to
process these groups and print checks at the same time, but
the two groups must first be created separately.
Now ZIPPER asks you to further define your payroll group.
Your choices are:
(1) All Employees
(2) Hourly Employees
(3) Salary Employees
For example, within a Weekly group you could process all
employees (both Hourly and Salary) at the same time.
Optionally, you could process only employees that are paid
hourly as a separate group from the employees that are paid
a salary. The selection here is purely for your convenience
and flexibility. If you process these groups separately,
you may still print or export paychecks, or print payroll
vouchers at the same time.
After you have made your payroll group selections, ZIPPER will
show you the group that you have created, and then let you
accept or reject this group. If you reject the group you have
just selected, you may start over or quit. If this is the
payroll group you want, press any key, other than the [ESC]
key. Next you will need to enter the payroll dates for this
payroll group.
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III. PAYROLL: ENTERING PAYROLL DATES
ZIPPER requires three dates for payroll preparation. These
are the Payroll Date, the Starting Date, and the Ending Date.
See the section on DATA ENTRY METHODS, ENTERING DATES.
Figure 3.1
PAYROLL DATE: Use this date to indicate the actual date that
payroll will be issued. Paychecks will be printed or exported
with this date, and this is the date that will be used to
calculate your tax liability for your quarterly returns.
The screen prompting you for entry of these dates also
displays a calendar with the current month in the center.
The preceding and following months are displayed along side.
ZIPPER assumes you wish to use "today" as the payroll date,
and displays it as the payroll date. ZIPPER obtains the
date from your computer system. If the battery for your
clock / calendar is dead, your computer is not equipped with
such a device, or the system date is not properly set, the
date pre- entered and the PAYROLL DATE will be incorrect.
You may edit this date by typing over it, or Press [F2] to
delete it.
When entering the payroll dates, ZIPPER requires that all
fields have a date entered. If you decide to abort the
preparation of payroll at this point, simply leave any date
field blank.
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III. PAYROLL: ENTERING PAYROLL DATES (CONT)
PAYROLL DATE: (cont)
ZIPPER always knows the "active year", and will not allow
you to enter a payroll date that is not in this same year.
At the end of the year you will want to create a new payroll
database (ZIPPER will do this for you, See UTILITIES -
CREATE A NEW YEAR), so that you may continue to process
payroll in the new year.
ZIPPER computes Federal, State, and City (Withholding) Taxes
based on the tax tables for the current year. Since the tax
tables change from year to year, ZIPPER will not allow you
to create payroll (based on the Payroll Date) in a year
different than the year that is covered by the tax tables
contained in your payroll database. Updated tax tables
(federal and state) will be sent only to registered users.
You will need to manually update any local tax tables that
you have created. See CREATE A NEW YEAR, and INSTALLING NEW
TAX TABLES.
STARTING & ENDING DATE:
These dates are more for explanatory purposes, and indicate
the period that is covered by this payroll. Leaving either
date blank will abort processing of the selected payroll
group. Additionally, ZIPPER assumes an ending date that
occurs before a starting date to be an error, and will not
allow this condition.
If you later discover that any payroll dates are incorrect,
you may correct this error after you have completed
processing this payroll. See UNDO / REDO.
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III. PAYROLL: CREATING PAYROLL RECORDS
After you have entered the payroll dates, ZIPPER will create
new payroll records for the group you have selected. As soon
as these records are created, you may enter your payroll data.
If you do not wish to enter payroll data at this time, press
[ESC]. You may return at any time to continue entering or
finish entering payroll data. You may now create another
payroll group, and enter payroll data for the two (or more)
groups at the same time.
MOVING THROUGH YOUR PAYROLL RECORDS
When entering payroll data, the payroll records are in
alphabetical order. Use [F8] to move to the next employee,
and [F7] to move to the previous employee. Use the [TAB],
[DOWN ARROW], or [ENTER] keys to move to each field. Use the
[SHIFT TAB] or [UP ARROW] keys to move to a previous fields.
When you have entered (or skipped over) the last EARNINGS
field of the first page of this data entry form, you then move
to the first field of the DEDUCTIONS page (page 2). You can
move back and forth from EARNINGS to DEDUCTIONS by pressing
[PGUP] and [PGDN].
To terminate the present data entry / edit session, press
[ESC]. The records will be saved in their present condition,
and you may return at any time, find where you left off, and
continue to enter or edit the existing data.
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III. PAYROLL: ENTERING EARNINGS
Earnings are entered on the first screen (page) of each
payroll record.
Figure 3.2
REGULAR HOURS WORKED: Enter the number of regular (not
overtime) hours worked by each employee. ENTER THE HOURS
WORKED EVEN IF THE EMPLOYEE IS PAID A SALARY. The number
of hours are needed for computing vacation benefits
(accruals), and computing State Industrial Insurance
(SDI).
OVERTIME1 (and OVERTIME2 ) HOURS WORKED: Enter the number
of hours in each field where appropriate.
ZIPPER allows two rates of overtime pay for each
employee. In order to take advantage of this feature,
you must have entered the hourly rates for the overtime
categories for this employee. If you have entered these
hourly rates they will be displayed to the right of the
field where you enter the number of hours worked. If
there is no hourly rate indicated at this location, an
entry in the hours worked field will not generate any
wages for this employee.
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III. PAYROLL: ENTERING EARNINGS (CONT)
VACATION BENEFIT HOURS PAID: Enter an amount only if the
employee is to be paid vacation pay during this payroll
period.
As an example, consider an employee who is paid BiWeekly
(every two weeks) and normally works 80 hours during a
payroll period. Assume the employee worked one of these
weeks (40) hours, and was on vacation the other week (40
hours). The amount entered under REGULAR HOURS would be
40 (the number of hours actually worked), and the amount
entered under VACATION would also be 40 (the number of
vacation hours to be paid). In this case, the number of
hours worked is 40, yet the employee is still paid the
proper amount of pay (based on 80 hours). THIS APPLIES TO
BOTH HOURLY AND SALARY EMPLOYEES.
SICK PAY BENEFIT HOURS: Similar to the above situation,
entry would be made into this field only if the employee
is to be paid sick pay. As above, this amount should
offset (not duplicate) the number of hours worked.
HOLIDAY BENEFIT HOURS PAID: Enter an amount only if the
employee is to be paid holiday pay during this payroll
period.
Vacation, Holiday and Sick pay are computed against the
REGULAR HOURLY RATE. Salaried employees are paid
vacation and sick pay at a rate that equals an hourly
representation of their annual pay.
BENEFIT HOURS ACCRUED: This field displays the amount of
vacation pay and sick pay (hours) accrued to date.
The amount is based upon (1) the parameters you have
selected for your company (See EMPLOYEE BENEFITS), and
(2) the amount of benefits this employee receives. The
amount of benefits for each employee is set when you
enter the employee into your payroll database. The
amount displayed is advisory only.
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III. PAYROLL: ENTERING EARNINGS (CONT)
BENEFIT HOURS ACCRUED: (cont) You may pay any amount
(number of hours). If the amount of hours displayed is a
negative amount, the employee "owes you" the number of
hours indicated. Each time payroll is processed, ZIPPER
automatically computes the number of benefit hours earned
by each employee, based on the parameters described
above.
SALARY: This amount is automatically provided but can be
changed. The amount displayed is based on the salary per
pay period that you have entered for this employee. If
the employee is paid hourly this field is blank, and an
amount should not be entered.
TIPS: Food service businesses have special requirements with
respect to income categorized as tips. ZIPPER handles
tips in a method that provides the greatest flexibility
(for you), and still keeps your bookkeeping (payroll)
correct. Tips are not difficult to handle, from ZIPPER's
point of view, but it is important that you understand
how this information is processed.
TIPS PAID: These are tips that are collected by you, the
employer, and then included in your employees paycheck.
Do not include any tips that the employee has already
collected (received).
TIPS REPORTED: These are tips that are already in the hands
of your employee. How they get there is not important
(to ZIPPER). Whether or not you collect and later
disperse this money to your employee (as in tips that are
included in credit card purchases, or "pooled" tips, or
the employee takes them is cash off the table), the IRS
requires that these tips be reported as income.
Since the employee is already in possession of REPORTED
TIPS (like an advance), you do not want to include it in
their pay. You do, however, need to include it in their
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payroll calculation to ensure it is subject to
withholding and FICA.
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III. PAYROLL: ENTERING EARNINGS (CONT)
TIPS REPORTED:
By entering this amount in the TIPS REPORTED category
during payroll processing, you will insure that the above
requirements are met. These tips are added to the
employee's pay for tax calculations, and then subtracted
so they are not paid again.
Note that in manually calculating the TOTAL EARNINGS,
TOTAL DEDUCTIONS and NET PAY amounts on the check stubs,
payroll vouchers, or payroll proof report, the amount of
TOTAL DEDUCTIONS will also include the amount of TIPS
REPORTED. The DEDUCTIONS column will therefore seem to
be incorrect, but it is not so. The TIPS category on the
check (payroll voucher, or proof report) combines TIPS
PAID and TIPS REPORTED, even though ZIPPER keeps them
separate.
In a food service business it is possible for an employee
to have a "minus" pay. This happens when the amount of
TIPS REPORTED is very large, and the amount of wages or
salary is relatively small. Usually, the amount of
withholding (Federal and/or State) is too large for the
small amount of wages included in the check. ZIPPER will
not allow the processing of a zero or negative payroll.
Should such a condition occur, you will need to correct
these payroll record. See NEGATIVE PAYROLL.
COMMISSION: Enter the dollar amount of this type of
earnings.
OTHER INCOME / PAY: Enter the dollar amount of this type of
pay.
DESCRIPTION (of OTHER INCOME / PAY): Enter a description, up
to 30 characters, describing the basis for this entry.
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III. PAYROLL: ENTERING DEDUCTIONS
Deductions are entered on the second screen (page) of each
payroll record.
Figure 3.3
EXTRA FEDERAL WITHHOLDING: This item will display an amount
if the employee has requested an additional amount of
Federal Withholding Tax to be withheld, and you have
entered this amount into the employee's payroll record.
This amount will appear in every payroll record you
create for this employee, but may be edited or deleted
for any payroll. DO NOT ENTER FEDERAL WITHHOLDING TAX
from the Tax Tables, Circular E, into this field.
Federal Withholding Tax is automatically calculated by
ZIPPER.
EXTRA STATE WITHHOLDING: Same as above. DO NOT ENTER STATE
WITHHOLDING TAX into this field. State Withholding Tax
is automatically calculated by ZIPPER in states where
withholding tax exists. This field should be blank if
there is not a withholding tax in your state.
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III. PAYROLL: ENTERING DEDUCTIONS
EXTRA CITY WITHHOLDING TAX: Same as above. DO NOT ENTER
CITY WITHHOLDING TAX into this field. City Withholding
Tax is automatically calculated by ZIPPER if you have
created City / Local Tax tables. This field should be
blank if there is not a withholding tax in your city or
local municipality.
MEDICAL / DENTAL BENEFITS: This field will contain an
amount if you have entered this information in the
individual employee's record. You may change or delete
the amount from this particular record. See ENTERING NEW
EMPLOYEES - DEDUCTIONS FOR MEDICAL BENEFITS.
PENSION PLAN: See the section on PENSION PLANS.
UNION DUES: See the section on UNION DUES.
ADVANCES AGAINST PAY: Use this field to recover payroll
advances that have been paid to this employee.
ZIPPER displays the amount of advances accumulated to
date. The amount displayed (the amount the employee owes
you) is advisory. Enter whatever amount you wish to
deduct from this payroll. DO NOT ENTER THIS ITEM AS A
NEGATIVE AMOUNT.
OTHER DEDUCTIONS: May be used for any purpose (savings
bonds, profit sharing, etc).
DESCRIPTION (of OTHER DEDUCTIONS): Enter a description, up
to 30 characters, describing the basis for this entry.
After you have entered data into the last DEDUCTION
field, you will be taken to the first EARNINGS field of
the next payroll record. After you have entered all data
for each employee, press [ESC]. You are ready to begin
AUTOMATED PAYROLL PROCESSING (compute payroll).
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III. PAYROLL: COMPUTING PAYROLL
After all payroll data is entered, you are ready to begin
Automated Payroll Processing. ZIPPER steps through each
payroll record and calculates all necessary deductions, taxes,
and liabilities. You can watch as each of the records, and
each item within that payroll record is calculated. A check
mark will appear next to each item as it is calculated. Items
that are not checked have not been computed.
Figure 3.4
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III. PAYROLL: EDITING AND REPROCESSING PAYROLL
(NEGATIVE PAYROLL)
After all payroll computations have been completed, ZIPPER
checks to be sure that there are not any payroll records that
have resulted in a Net Pay of $0.00 or an amount that is less
then zero. If this occurs a warning screen will display.
Figure 3.5
Press any key to continue, and select payroll records that
have a zero or negative net pay.
Figure 3.6
Press [F8] and/or [F7] to move up and down the payroll
records. Select records by pressing [ANY KEY]. A check mark
will appear next to any selected records. Press [SPACE BAR]
to unselect any records.
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III. PAYROLL: EDITING AND REPROCESSING PAYROLL
(NEGATIVE PAYROLL)
You can also print the Payroll Proof Report. The Payroll
Proof Report provides greater detail then viewing the records
on screen, and will be more helpful in indicating the reason
for the zero or negative net pay. The most likely causes for
a zero or negative net pay are:
1. Deducting an advance that is greater than the amount of
available pay.
Correct this condition by changing the amount of the
advance deduction.
2. A large amount of Reported Tips combined with a small
amount of wages or salary.
Correct this condition by entering a negative amount in
Extra Federal Withholding field (Deductions) that is
greater than the amount of the negative balance.
3. Any deduction that was incorrectly entered.
Correct this condition by changing the amount of the
deduction.
You must correct or delete the offending record(s), as ZIPPER
will not process any zero or negative paychecks. These
records are held "in limbo" until they have been corrected and
reprocessed, or deleted.
If any payroll records have been selected they will be
immediately reprocessed. This means that the original payroll
calculations will be reset and you will be allowed to make
changes. Edits or changes to these records will not have any
effect until the records are reprocessed. Reprocessing edited
payroll records is the same as selecting (3) Compute Payroll
(Automated Processing) from the PAYROLL MENU.
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III. PAYROLL: EDITING AND REPROCESSING PAYROLL
(NEGATIVE PAYROLL)
You cannot create checks for these records until they have
been reprocessed, and you cannot create checks for these
records until the net pay is greater than zero. Remember,
these records are "in limbo", and will remain that way until
reprocessed or deleted. Also, if you create checks (print /
export / write) ZIPPER will ignore any zero or negative net
pay records.
After you have edited these payroll records, ZIPPER will
remind you to recompute or delete these payroll records.
There is also a no action option. You can recompute or delete
these payroll records later from the PAYROLL MENU.
If you select the option to delete the edited payroll records,
ZIPPER will delete every record that you marked for editing,
even records with a "positive" balance. If you have zero or
negative net pay records that you want to delete AND other
payroll records that you want to edit and reprocess, these
records should be selected and reprocessed in different
groups. In other words, select and delete payroll records,
then select, edit, and reprocess any other payroll records.
There is no limit to the number of times that payroll records
may be selected, edited, and reprocessed.
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III. PAYROLL: PROOFING PAYROLL RECORDS
ZIPPER lets you evaluate your payroll records before you print
or export your paychecks. You can view these records on
screen, or print a report showing the full payroll. While
viewing the records on screen, you have the ability to select
any or all of the records for further editing or deletion.
See DESTROYING PAYROLL RECORDS.
To proof your payroll records, select (4) Final Proof Payroll
Records from the PAYROLL MENU. By "Final Proof", we mean this
is your last opportunity to review, evaluate, or change any of
your payroll records prior to printing checks (or exporting to
Quicken).
The PAYROLL PROOF/EDIT MENU allows you to:
(1) Print Payroll Proof Report
(2) Select Records to Edit / Correct / Destroy
PAYROLL PROOF REPORT:
This report shows the Earnings, Deductions, Hours Worked,
Hours Paid, Gross Earning, and Net Pay for each employee. The
report also provides a total of these amounts for the entire
payroll group. This lets you see your total payroll
requirement (Net Pay) before you print checks. The Payroll
Proof Report tells you how much money you need in the bank to
cover this payroll.
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III. PAYROLL: PROOFING PAYROLL RECORDS (CONT)
SELECT RECORDS TO EDIT / CORRECT / DESTROY:
Selecting this option lets you view your payroll records on
the screen. This allows you to see the Hours, Earnings,
Deductions, and Net Pay for each employee. If you want to
change any of these records they must be individually
selected.
Each record you have selected will be identified with a check
mark. After you have made your selection(s), press [ESC].
ZIPPER automatically re-processes each of these payroll
records, and makes them available for changes. You may now
edit or delete these records and process again.
Figure 3.4
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III. PAYROLL: CREATING MULTIPLE PAYROLL GROUPS
As soon as you have created a payroll group you may create
another payroll group. You can create a payroll group,
complete automated payroll processing, and then create another
payroll group. These multiple groups can then be printed
(paychecks) or exported at the same time.
You might find that you generate a payroll group, have it
ready to print, and then decide to generate another payroll
group as well. ZIPPER allows the greatest flexibility
possible. Under certain conditions, however, ZIPPER may
become confused as to which payroll group you want to work
with. Should this occur, ZIPPER will ask.
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III. PAYROLL: PRINTING PAYCHECKS
If you want ZIPPER to print your checks, you need the checks
that are designed to be used with ZIPPER Payroll. These
checks are available directly from Deluxe Business Systems.
See ORDERING CHECKS.
After you have finished computing your payroll you may print
paychecks. If you do not wish to review (Final Proof) your
payroll records, or you have already done so, select (5) Print
/ Export Paychecks from the PAYROLL MENU. ZIPPER will now
update the Year-To- Date payroll records for each employee.
You may now select your method of processing paychecks. To
have ZIPPER print your checks, select (1) Print Checks, from
the CHECK PRINTING / EXPORTING MENU. ZIPPER will show you
your currently selected printing configuration, and allow you
to make any changes. You need to select the printer that
allows printing in the compressed (approximately 17 characters
per inch) mode. ZIPPER also supports the printing of
paychecks on laser printers. (See PRINTER CONFIGURATION.)
This would be a good time to insert the ZIPPER custom
paychecks forms into your printer. The first time you print
your checks you will need to do some experimenting with the
alignment of your printer and the checks. Your particular
set-up depends on the configuration of your printer. In most
cases, you will need to order a special "form saver" or check
leader to attach to your first check so that you don't waste a
check each time you print paychecks.
Once you have established the "proper alignment" for your
printer, you should "record" this information. Make note of
this alignment, and perhaps make a mark on your check leader
so that subsequent printing of checks will be easier. For an
initial setting, we recommend that you align the top edge of
the check (the "first line") with the top of your printer's
print head.
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III. PAYROLL: PRINTING PAYCHECKS (CONT)
ZIPPER now displays the number of checks that are ready to
print. This will be the same as the number of payroll records
that ZIPPER just updated, unless you are printing paychecks
for more than one payroll group. If you have created and
processed more that one payroll group you can print paychecks
for all of them at the same time.
ZIPPER now displays the check number it thinks you will want
to use for the next check. If this is the first group of
checks ZIPPER is printing the number will be zero ( 0 ). Each
time you print checks ZIPPER will maintain the number, and
display the check number it thinks you will want to use at
that time. You may use the check number displayed by pressing
[ENTER] or you may enter a new check number.
Figure 3.8
ZIPPER will now ask if you want to print one check to verify
your printer alignment. Choosing "NO" will have ZIPPER print
all of your paychecks. Choosing "YES" is the safe way to see
if the alignment of your check and printer is correct.
Choosing "YES" will have ZIPPER print only the first check,
and then ask you if it printed OK. If you choose not to print
just the first check, all of your checks will now print.
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III. PAYROLL: PRINTING PAYCHECKS (CONT)
ZIPPER will then want to know if your check(s) printed
correctly. If it printed correctly (the alignment was correct
and the printer did not jamb), select "YES", if not, select
"NO". Depending on your choice, ZIPPER will take you to the
appropriate next step.
If your first check did not print correctly, ZIPPER will take
you back to where you started in printing these checks, and
verify the check number. ZIPPER assumes that you "trashed"
the first check and increments the number by one. Accept or
change the number displayed, and once again you may print only
one or all of your checks. If the alignment of your first
check was correct, you may now print your remaining checks.
You can quit and come back later to finish printing checks.
If your checks printed correctly, and there were no printing
errors (printer jammed, checks torn, etc.) then press [ENTER].
This tells ZIPPER that everything processed correctly. ZIPPER
will then update the payroll register for the check(s) it just
printed. The payroll cycle in now complete.
If any printing errors occurred, you need to tell ZIPPER the
number of the first check that did not correctly print. Based
on the number you enter, ZIPPER assumes that the checks that
printed before this number printed OK. These records are
updated (completed) and removed from the list of checks you
have to print. You must enter a number that is between the
first and last check number displayed (the check numbers
ZIPPER thinks it just printed).
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III. PAYROLL: PRINTING CHECKS WITH QUICKEN (TM)
ZIPPER provides an option to "Export" payroll check data in a
format that can be used by Quicken. The format used by ZIPPER
is compatible with Quicken, Version 3.x and later. You will
need to tell ZIPPER where your Quicken files are located, so
that ZIPPER will know where to send the data. This may be
done the first time you export data to Quicken, or from the
SYSTEM MENU, select (6) QUICKEN Configuration.
Payroll data will be exported to a file ZIPPERQ3.DAT, located
in the directory that you have identified. If you do not
identify a directory to use, ZIPPER will use the default
setting as indicated on the screen. You may change the
default setting for the Drive & Path, and also the Category or
Class for Quicken to use. Be sure the directory location is
entered correctly, or the file will not be created.
The default settings are:
DRIVE & PATH : C:\Quicken
CATEGORY : Net Payroll
IT IS IMPORTANT TO NOTE THAT PREVIOUSLY CREATED ZIPPERQ3.DAT
FILES WILL BE DESTROYED (OVER-WRITTEN) BY THE CURRENTLY
CREATED ZIPPERQ3.DAT FILE. IT IS THEREFORE ALSO IMPORTANT
THAT EACH UNIQUE ZIPPER PAYROLL CYCLE BE IMPORTED INTO
QUICKEN IMMEDIATELY AFTER IT IS CREATED.
To export the data to Quicken, select the Export To Quicken
option from the CHECKS MENU. ZIPPER will take you through the
steps to export your payroll data
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III. PAYROLL: IMPORTING PAYROLL DATA INTO QUICKEN
To import the data into Quicken:
1. Quit ZIPPER
2. Start Quicken.
3. Select the Account Group you wish to use.
4. From the Check Register select [F2] Acct/Print.
5. Then, select - 6. Import.
6. At the "Import From ASCII File" menu:
FILE: [ enter the filename ]
Enter ZIPPERQ3.DAT Quicken remembers your entry, so the next
time you import you will not have to enter a filename.
Include items which are transfers (Y/N): [ enter N ]
7. Quicken will import the data, and your paychecks are
ready to print.
See your Quicken User's Manual for additional information.
PAYROLL VOUCHERS: Quicken does not print payroll check stubs
for your employees. If you export your "checks" to Quicken,
you should let ZIPPER print these check stubs (payroll
vouchers) for you. See Printing Payroll Vouchers.
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III. PAYROLL: PRINTING PAYROLL VOUCHERS
ZIPPER provides the flexibility to print paychecks, export
paychecks to Quicken, or write checks by hand. There are
advantages to each, and the decision is yours to make. You
choose how you wish to "write" your paychecks after you have
created and processed your payroll records.
You should print payroll vouchers if ZIPPER is not printing
your paychecks. If ZIPPER prints your paychecks, all payroll
information, both current and year-to-date, is included on the
"pay stub" portion of the check.
If you are sending your data to Quicken, Quicken is not
capable of providing the detailed payroll information included
on the stub portion of the check. ZIPPER will export your
data to Quicken and still print a separate payroll voucher to
be included with the Quicken printed check. This same option
is also available if you elect to write your checks by hand.
Payroll vouchers may be printed after the payroll records have
been fully processed. From the PAYROLL MENU select (5) Print
/ Export Paychecks. If you are exporting your data to
Quicken, ZIPPER will ask you if you want to print payroll
vouchers after your data has been exported. You must print
these payroll vouchers at this time. If you do not print the
vouchers at that time, you will not be allowed to print them
later.
You can print your vouchers first and export your data to
Quicken second. Select option (3), Print Vouchers, and then
export your data.
If you write checks by hand select option (3), Print Vouchers,
and then select option (4), Manually Process Checks, after you
have printed your vouchers. You may then enter the numbers
for the checks you have written. Manually entering check
numbers is optional, and although you are encouraged to do so,
ZIPPER does not require it.
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III. PAYROLL: PRINTING PAYROLL VOUCHERS (CONT)
If you have paychecks that are ready to be printed, ZIPPER has
a feature that will remind you of this when you start the
program. If you issue your paychecks by hand, then you will
need to select option (4) Manually Process Checks, at some
point to "finalize" these records. If you do not do so, then
ZIPPER will not know that you have processed them yourself.
ZIPPER will continue to recognize these records as
unprocessed, and remind you that you have paychecks ready to
print the next time (and every time) you start ZIPPER. If you
forget to manually process paychecks after printing vouchers,
you may do so at any time.
NOTE:
Unprocessed payroll records will not be included in any
printed payroll reports. You must process or "finalize"
these records if you want this data to be included in any
reports. Payroll records are automatically "finalized"
when they are printed by ZIPPER or exported to Quicken.
Payroll vouchers are printed one to a page, and are formatted
so that the name, address, and zipcode of the employee will be
located (when properly folded) for the window of a standard
business envelope.
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III. PAYROLL: DESTROYING PAYROLL RECORDS
This feature provides the means to delete individual payroll
records prior to the completion of payroll.
Consider a new payroll sequence. At some point after creating
a "payroll group", you realize that you did not intend to
prepare payroll for one of the employees in the group. You
might need to prepare payroll for all but one of your
employees (for whatever reason), and do not want create a
Special Payroll to do so. Now What?
ZIPPER can handle each of these conditions. You may Destroy
one, several, or all of the payroll records you have
created.
To understand how destroy works, it helps to understand how
ZIPPER handles payroll records. When you first create a
payroll group, ZIPPER makes a new payroll record for each
employee included in the group. These payroll records are
placed in a "temporary work area"; call this Work Area 1.
While these payroll records are in Work Area 1, you can enter
or change any of the payroll information needed to complete
each payroll record (Hours Worked, Benefit Hours Paid, Salary,
Tips, Commission, Other Income, and any Deductions). These
records are accessible in this work area at any time, up until
you Compute Payroll (begin Automated Payroll Processing).
AUTOMATED PAYROLL PROCESSING performs all calculations
necessary to complete the payroll records in Work Area 1 based
on the information previously entered for each employee, as
well as the data entered in the current payroll record. After
automated processing is completed, the payroll records are
moved to another area, Work Area 2.
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III. PAYROLL: DESTROYING PAYROLL RECORDS (CONT)
To Destroy Payroll Records that have not been through
Automated Payroll Processed (still located in Work Area 1),
select Destroy Payroll Records from the PAYROLL MENU. ZIPPER
will then warn you of the number of records you are about to
delete, and ask you to confirm this decision. Select "NO" to
abort this decision. Select "YES" and they are gone!
Payroll records can only be Destroyed when they are located in
Work Area 1. If you want to Destroy a payroll record that has
already been processed (but not yet printed or exported), it
must be returned from Work Area 2 to Work Area 1. Since the
Destroy feature works on EVERY RECORD located in Work Area 1,
you want to select only those records (in Work Area 2) that
you want to Destroy (move to Work Area 1).
Selecting payroll records is done by using the Final Proof
Payroll Records feature. See PROOFING PAYROLL RECORDS.
After selecting the payroll records you want (to Destroy),
ZIPPER "unprocesses" each of these records, and returns them
to Work Area 1. This is the same process you would use if you
wanted to correct a payroll record. Selected records can now
be Edited or Destroyed. Select Destroy Payroll Records to
eliminate the records you have selected. ZIPPER will always
ask you to confirm any records selected for Destruction.
Once you have selected a payroll record for Destruction it has
been "separated" from it's payroll group (still located in
Work Area 2). If you decide not to delete this record(s), you
need to "reunite" this record with it's group. This is done
by once again Computing Payroll (Automated Processing).
ZIPPER recalculates all amounts for each record, and transfers
it back to Work Area 2.
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III. PAYROLL: WHAT-IF ANALYSIS
One of the benefits of providing a feature of this type is
that it gives you the ability to create a payroll group just
to calculate and/or evaluate any type of payroll scenario.
You can create a payroll group, calculate payroll, and print
the Payroll Proof Report to see the effects of this payroll.
You can change these records (See PROOFING PAYROLL RECORDS),
and print another Payroll Proof Report. After you are through
"playing around", you can Destroy these records. The records
are gone, and will have no effect on your companies' data.
This is sometimes referred to as "What-If Analysis". This
type of feature lets you see exactly what your payroll costs
might be if your business needs to bid jobs, and part of your
bid a based on labor costs.
Taking this analysis one step further, you could even compute
the cost of state and federal payroll taxes on a hypothetical
payroll. To do this, select your payroll group, and use a
payroll date that is in the future (to help identify this
group). Process your payroll (print the checks with your
printer turned off), and then print the quarterly reports for
that payroll period (enter the specific payroll date).
Remember, ZIPPER allows you to process quarterly reports for
any date range you select -- not just by quarters.
After you have finished this analysis, be sure to UNDO any
"what-if" payroll you have created. See UNDO / REDO.
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III. PAYROLL: ADVANCES
ZIPPER makes it easy to provide payroll advances for
employees. ZIPPER maintains a running total for the advances
that you prepare, so that you will know how much you have
advanced an employee (balance) when you prepare a new advance
or prepare a regular paycheck. The balance amount is advisory
only, and ZIPPER does not restrict the amount you pay
(advance) or deduct from a paycheck.
Advances are created by selecting (1) Create New Advances from
the ADVANCES MENU. You may prepare advances for one employee
or several at a time.
If you select (1) One Employee, ZIPPER will ask you for the
employee's name. Enter the name in full, or use a wildcard
(*) search.
If you select (2) Several Employees, ZIPPER will provide you
with a "Pick / Check" form to select the employees you wish to
include. ZIPPER will list only "Active" employees. Press any
key to select an employee, press the [SPACE BAR] to unselect
any previously selected employee. Press [ENTER] or [F8] to
move down the list. Press [F7] to move back up the list of
employees. If you have more employees than will fit in the
window, you may scroll downward [F8] or upward [F7] to get to
the employee you want. Employee names are listed in
alphabetical order. Select as few or as many employees as you
wish.
You may select additional employees in another session if you
forget to include an employee. You may add to this list at
any time prior to printing (or exporting) advance checks.
Once an employee is selected for an advance this payroll
record cannot be deleted until it has been fully processed.
The completed advance may be deleted later (See UNDO / REDO).
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III. PAYROLL: ADVANCES (CONT)
After you have selected the employees (one or several) you
wish to include, ZIPPER will ask you for the date you wish to
use for the currently selected advance(s). ZIPPER gives you
the current date as the default. Press [ESC] to use this
date, or enter a new date and press [ESC].
To enter a new date you can type over the date that is shown,
or press [F2] to blank the field. A valid date must be
entered.
ZIPPER will show you a list of each of the employees you have
selected. The Year-To-Date Balance (how much each employees
owes you) is also displayed. Enter the amount of the advance
you wish to pay each of the selected employees. You must
enter an amount for each employee, and the amount must be
greater than zero. You may not enter a negative amount.
Press [ESC] after you have entered an amount for each
employee, and are returned to the ADVANCES MENU. You may now
print or export (to Quicken) these checks. If you wish to
change the amount of any advance, you may do so up until such
time as the checks print, simply select (2) Edit Advances.
PRINTING ADVANCE CHECKS
Choose (3) Print Advance Checks. ZIPPER checks to see that
amounts have been entered for all advances. If proper amounts
have been entered you may print or exports these checks. If
you have forgotten to enter an amount you will be returned to
the data entry screen where you can do so. If you have
entered a negative amount (less than zero), you will likewise
be returned.
Advance checks are printed / exported like paychecks. See
CHECK PRINTING / EXPORTING. If you are using ZIPPER Custom
Payroll Checks, align them in the same way you do paychecks.
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ZIPPER does not provide the ability to print Payroll Vouchers
for advances.
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III. PAYROLL: DEDUCTING ADVANCES
Advances paid to employees are recovered by payroll deduction.
This is done when you process payroll (Normal Payroll or
Special Payroll). When you prepare payroll enter the amount
you wish to deduct from that employee. The Current (advance)
Balance (the amount this employee owes you) is displayed to
the right of where you enter the amount you wish to deduct.
The Current Balance is "advisory" only. You may deduct as
much or as little as you wish during the current payroll.
ZIPPER maintains a running balance for each employee, and the
Current Balance will always be displayed a payroll time.
If you deduct an amount greater than an employee owes you, it
will appear at the next payroll as a negative (-) amount. If
you have "overcharged" an employee for an advance, you must
process an advance for the amount you have overcharged. An
overcharged advance cannot be corrected by payroll processing.
You can ignore a negative balance (as long as the employee
does not object) because the Current Balance does not effect
payroll, withholding, or tax liability. ZIPPER treats
advances as a "loan".
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IV. REPORTS
Option (3) off the MAIN MENU brings up the REPORTS MENU. The
REPORTS MENU provides eight options:
Figure M4
NOTE: The menu selections followed by ". . . " indicate the
presence of additional menus.
ZIPPER Payroll provides a wide range of data output in the
form of printed reports. Because of the nature of the data,
ZIPPER does not provide data output to the screen. In order
to take advantage of ZIPPER Payroll's extensive reporting
capabilities, you will need a printer. You may also send your
reports to a disk file.
ZIPPER supports all printers; however printing of continuous
W-2 forms or continuous checks requires a printer that can
print in the compressed (17 cpi) mode. Printer control
sequences, or codes, are sent to the printer based on the
currently selected printer. The selected printer may be
changed at any time a report is printed. Be sure that you
have configured your printer(s) by giving ZIPPER the necessary
control codes listed in your printer manual. See PRINTER
CONFIGURATION.
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IV. REPORTS: SUMMARY
In addition to some of the specialized reports (like
paychecks, advance checks, W-2 forms, etc.), ZIPPER provides
the following reports.
Payroll Reports
Focus (grouped by) by Employee
Focus (grouped by) by Pay Period
Employee Benefits Report
Pension Plan Report
Year-To-Date Payroll Register
Check Register
Paycheck Register
Advance Check Register
Payroll Liability (Quarterly) Reports
Federal Withholding & FICA
Federal Unemployment (FUTA)
State / Local Withholding
State Unemployment (SUTA)
State Disability (Industrial) Insurance (SDI)
User Defined Tax
Labor Union Dues
Combined Liabilities Report
Personnel & Management Reports
Department Listing
Employees by Departments
Employee Birthdays
Payroll by Department (Budget)
SDI - Listing of Codes, Classes, & Rates
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IV. REPORTS: SUMMARY (CONT)
EMPLOYEE BENEFITS REPORT The employee benefits report shows
the amount of vacation and sick pay that was accrued and/or
used for the period selected. It also includes the amount of
payroll deductions for pension or medical plans. The actual
balance (accumulations as of report time) for vacation pay as
sick pay are also shown. You may print this report for one,
several, or all employees.
PENSION PLAN REPORT The pension plan report shows year-to-
date pension information by employee and pension plan type.
It also includes the amount of employer contributions, as well
as employee deductions. You may print this report for one,
several, or all employees.
YEAR-TO-DATE PAYROLL REGISTER The year to date payroll
register is just what the name suggests. ZIPPER maintains
year to date totals for each employee, and this report
provides this data. The year to date payroll register report
does not require a date range. You may print this report for
one, several, or all employees.
CHECK REGISTER ZIPPER maintains two check registers, one for
paychecks and one for advances. Select the register you want
to print, the date range you want to cover, and the
employee(s) you wish to include. The report includes the
Date, Check Number, Payee (Employee), and the Amount of the
check. The checks are listed in numerical sequence.
PAYROLL LIABILITY (QUARTERLY) REPORTS These reports form the
backbone of your quarterly tax liability reports -- the ones
you file with the IRS, and various agencies in your state.
These reports require a date range, and will include every
employee for whom payroll was prepared within the selected
date range.
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IV. REPORTS: SUMMARY (CONT)
FEDERAL WITHHOLDING & FICA: This report will serve as the
basis for your IRS Form 941, Employer's Quarterly Federal Tax
Return. Although you would generally print this report for a
specific quarter, you can select a specific date range to
calculate the amount of your periodic tax deposits. This
report will include all employees for whom payroll was
processed during the selected date range.
FEDERAL UNEMPLOYMENT (FUTA): This report is similar to the
one above, but includes information for preparing IRS Form
940, Employer's Annual Federal Unemployment (FUTA) Tax Return.
You can select a specific date range to calculate the amount
of your periodic tax deposits. This report will include all
employees for whom payroll was processed during the selected
date range.
STATE / LOCAL WITHHOLDING: This report includes information
for preparing your state and, if applicable, local withholding
tax return.
STATE UNEMPLOYMENT (SUTA): This report is similar to the
Federal Unemployment (FUTA) report, but includes information
for preparing the state return.
STATE DISABILITY (INDUSTRIAL) INSURANCE (SDI): This report
forms the basis for the SDI report, if SDI is treated like a
payroll tax.
USER DEFINED TAX: This report is used for states that utilize
some type of payroll tax other than those listed above. If
you have created such a condition for ZIPPER to track, then
this report would be utilized to prepare that quarterly
report.
LABOR UNION DUES: If you are deducting union dues for any of
your employees, then this report will provide the information
you would need to report and deposit these dues with the
respective labor unions.
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IV. REPORTS: SUMMARY (CONT)
COMBINED LIABILITIES REPORT: This report includes information
regarding your entire payroll tax expense. The report
includes Gross Earnings, Social Security Tax (FICA), Medicare
Tax (FICA) Federal Unemployment Tax (FUTA), State Disability
Insurance (SDI), State Unemployment Tax (SUTA), and Other
(User Defined) Payroll Tax Expenses. The total payroll tax
expense is also provided.
PERSONNEL & MANAGEMENT REPORTS
DEPARTMENT LISTING: If you wish to utilize the Payroll By
Department report (see below), then you will need to assign
each of your employees to a department. You do this by
creating department codes and descriptions. After you have
created all your departments you should print this report to
review what you have entered. Printing this report will make
it easier for you to assign your employees to their respective
departments.
EMPLOYEES BY DEPARTMENTS: If you wish to utilize the Payroll
By Department report (see below), then you will need to assign
each of your employees to a department. After you have made
these assignments you should print this report for review.
PAYROLL BY DEPARTMENT (BUDGET): If you have assigned
employees to various departments within your company, then
this report will show you what your year to date gross payroll
is for each of these departments. It also includes a listing
of each employee within that department, and the gross pay for
each employee.
EMPLOYEE BIRTHDAYS: This is a neat little "freebie" report
that you might want to use in your company. It lists employee
birthdays by months, but is discreet enough not to include the
employees age. This little touch could help to build esprit
d'corps within your company. Try it!
SDI - LISTING OF CODES, CLASSES, & RATES: This report
provides a listing of the codes, classes, and industrial
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insurance rates that you have entered. See STATE INDUSTRIAL
INSURANCE.
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IV. REPORTS
IMPORTANT:
Most ZIPPER Payroll Reports (other than personnel and
management reports) will require you to specify a date
range and/or specify the employees you want to include.
(See the following sections for information on how to
specify these ranges.)
SELECTING A DATE RANGE FOR REPORTS
The ZIPPER Payroll Menu System will lead you through the
necessary choices to set the various report parameters. As an
example, many of the reports require you to specify a report
range --the period you want to cover in the report. In such
cases, you create the range by selecting the specific dates or
the quarter.
If you wish to select "BY SPECIFIC DATES", simply enter the
Starting Date and Ending Date you want covered in that report.
The computer system date appears as the "default" Ending Date.
You may delete this date by pressing [F2], and then enter the
date you wish to use. The date range is inclusive. If you
fail to enter one of the dates, ZIPPER will assume you do not
wish to continue.
Figure 4.1
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IV. REPORTS: A DATE RANGE FOR REPORTS
Figure 4.2
You may create a date range by selecting "BY QUARTER". This
feature lets you forget that silly jingle "Thirty days has
September, April, June and November....". Now, by selecting
"3rd Quarter", ZIPPER will automatically enter the dates July
1, xxxx to September 30, xxxx (where xxxx equals the current
payroll year, like 1994). You may also select the "Full
Year". This option creates the date range January 1, xxxx to
December 31, xxxx. If you want the report to cover a period,
say only the month of June, simply select "BY SPECIFIC DATES".
SELECTING EMPLOYEES FOR REPORTS
When you select a report to print, ZIPPER will ask you to
specify the employees you want to include. You may select (1)
One employee, (2) Several employees, or (3) All employees.
See SELECTING EMPLOYEES TO EDIT.
To select one employee, enter the employees last name.
Remember, you can do a "wildcard" search by including the
asterisk ("*") with a partial name.
If you want to create a report including several, but not all
your employees, select (2) Several employees. This will allow
you to pick the employees you want to include. You must
select at least one employee to let ZIPPER know that you want
to continue.
Your printed report will indicate the date range and the type
of employee selection where applicable.
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IV. REPORTS: PAYROLL REPORTS BY FOCUS
ZIPPER provides two primary payroll reports. These reports
include the same information, but are formatted differently.
Because there is so much payroll information that ZIPPER
maintains, this report requires a minimum of four pages. That
is to say that the report is four pages wide, even in
compressed mode. You must have a printer that prints in
compressed mode, or a wide carriage printer capable of
printing 132 columns at 10 characters per inch. You must
assemble the pages to format the report correctly.
You will note at the top of the report that the page header
line has special characters at the right edge, the left edge,
or both the right and left edge. These characters ">" "<"
help to indicate the relative position of the individual pages
of the report. Examples of the respective top lines are
indicated below.
Illustration 4.1
After final assembly, the top line (actually the title
underline) of the four pages should look like the sample
below.
Illustration 4.2
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IV. REPORTS: PAYROLL REPORTS BY FOCUS
These reports give you all of the payroll information in one
wide report. You need to tape these pages together (hence the
special character markings above) to make effective use of
this information. This may seem a bit unwieldy, but such is
the nature of the payroll beast. This is the only report that
requires this configuration.
Selecting "Focus by Employee" will present the payroll data
grouped by individual employees, and broken down by payroll
date. Select this report if you want to review payroll for
individual employees.
Selecting "Focus by Pay Period" will present the payroll data
grouped according to payroll date, with individual payroll
records listed in alphabetical order within each payroll date
/ group. Select this report if you want to review payroll by
the payroll date.
Both payroll reports require a date range. You may print this
report for one, several, or all employees.
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IV. REPORTS: SENDING REPORTS TO THE PRINTER
ZIPPER will next display the current printer settings, and
give you the opportunity to make any changes. Select YES to
change the current settings. You may change the currently
selected printer, the currently selected printer port, or both
the printer and printer port. ZIPPER allows you to select
among any of the printers (up to 3) you have previously
configured, and supports printing to 3 parallel ports (LPT1,
LPT2, and LPT3), and 2 serial ports (COM1 and COM2).
SENDING REPORTS TO A TEXT FILE
To send your report to a text file select that option. ZIPPER
will ask you to enter a valid DOS file name. You may enter up
to eight (8) letters or characters allowable by DOS. Do not
enter a period "." or a filename extension after the
"filename". ZIPPER will automatically enter a period and the
file name extension ".ZPR" (Zipper Printed Report) to every
report you sent to a disk file. ZIPPER creates this file in
the current directory (where your payroll database is
located). ZIPPER does not check to see if it will "overwrite"
a previously created report file, so use care in selecting
unique file names. If you enter a file name that matches a
file that already exists, ZIPPER will overwrite (destroy) the
previously existing file without any warning.
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IV. REPORTS: PRINTING W-2 FORMS
Printing W-2 forms is similar to printing checks; it requires
the alignment of a preprinted form in your printer. From the
REPORTS MENU, select (7) W-2 Forms. (See the section on
SYSTEM to refer to setup information for Checks and W-2s on
the CHECKS MENU.)
You can order continuous W-2 forms from Deluxe Business
Systems. (Check out the SYSTEM MENU, selection (8) Checks and
W-2's for additional information.) If you do not wish to
purchase the continuous W-2 forms (maybe you only have a few
to print), then you can simply "print your W-2's" on plain
paper, and then copy the data to the W-2 forms you can get
free from the IRS or Post Office. OR, use a laser printer.
YOUR PRINTER MUST BE ABLE TO PRINT IN THE COMPRESSED MODE
(17 CPI) IN ORDER TO PRINT THE W-2 CONTINUOUS FORMS.
ZIPPER begins by checking and verifying year end totals, and
then creating control numbers to use for printing W-2's.
ZIPPER will print W-2's only for employees who have been paid
during the current year. ZIPPER will let you know how many W-
2's you have to print, and ask you if you want to print the
first W-2 to check the alignment of your printer. Since the
alignment of these forms is critical, we suggest that you
print the first one, and adjust your printer as necessary.
ZIPPER will allow you to print a test W-2 as many times as
necessary to get the alignment of your printer and forms
correct. Once you have the alignment correct, select "NO".
This tells ZIPPER you want to print all your W-2's.
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IV. REPORTS: PRINTING W-2 FORMS (CONT)
Box 1 (upper left corner) of the W-2 form is labeled as
"Control number". The IRS does not use this information, but
it allows us to sequentially number your W-2's. We do this in
the event you have a printing error of some type, and one or
more of your W-2's will need to be reprinted. After ZIPPER
has printed (or thinks it has printed) all your W-2's, it will
ask if they all printed correctly. If no printing problems
occurred, select "NO", and W-2 printing has been completed.
If printing errors occurred, select "YES". ZIPPER will ask
you for the number of the first W-2 that did not print
correctly. This question refers to the control number in Box
1 of the W-2 form. Enter the control number of the first W-2
that needs to be reprinted, and ZIPPER will once again allow
you to test print and align your printer and forms. After the
alignment issue is resolved, ZIPPER will print the remaining
W-2's, beginning with the first W-2 you indicated as printing
incorrectly.
After you have successfully printed all your W-2's, ZIPPER
will ask you if you want to print a summary W-2. If you leave
your printer just where it is, ZIPPER print one additional W-2
form with the totals of all your W-2's. This is the
information you need to complete your Form W-3. (The layout
of the Form W-3 is different than the Form W-2, and ZIPPER
does not directly provide printing of the Form W-3). This
report may also be printed from the REPORTS MENU, (8) W-3
Report (W-2 Totals).
ZIPPER will allow you to print W-2's at any time, but we
assume that you would only want to do so AFTER you have
processed all payroll for the year. The information included
on the W-2 forms is the year-to- date totals for each
employee. If you print W-2's, and then process more payroll
for the year, your previously printed W-2's will be incorrect.
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IV. REPORTS: PRINTING W-2 FORMS (CONT)
PRINTING W-2's (AND THEN YOUR W-3 REPORT) SHOULD BE THE LAST
THING YOU DO FOR THE "ACTIVE PAYROLL YEAR".
SORTING LASER W-2 FORMS:
Special attention needs to be given to properly sorting your
preprinted W-2 forms if you are printing them on a laser
printer.
Single sheet W-2's are available in 4-set, 6-set, or 8-set
forms. When you print W-2, if you have configured your system
for Laser W-2's (above), then ZIPPER will ask you how many
copies (sets) you want to print. ZIPPER allows you to print
from 1 to 9 copies (sets). Normally, you would select either
"4", "6", or "8", depending on whether you have state
withholding (6-set), state and local withholding (8-set), or
simply federal withholding (4-set).
Prior to loading these forms into your laser printer, you must
separate each form and then place them into like piles. You
would then have one pile with just "Copy A", one pile with
just "Copy B", one pile with just "Copy C", and so on. Now,
place the "Copy A" pile on top of the "Copy B" pile, and then
place this pile (A over B) on top of the "Copy C" pile, and so
on. Now load these "sorted" W-2 forms into your laser
printer, Tell ZIPPER how may copies (sets) you want to print,
and relax.
Obviously, this sorting procedure is not required to print W-
2's on continuous forms for dot matrix printers.
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V. SYSTEM
Option (4) off the MAIN MENU brings up the SYSTEM MENU. The
SYSTEM MENU provides eight options:
Figure M5
NOTE: The menu selections followed by ". . . " indicate the
presence of additional menus.
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V. SYSTEM: COMPANY INFORMATION
The first time you use ZIPPER it will know that it has not as
yet been configured for any state. The first data entry
screen will ask you about your company (Name, Address, ...
etc.), to include the state where your company exists. ZIPPER
configured itself for the state in which you are located,
loading the proper tax tables (for your state) from the tax
table database (TAXTABL.RBF) into your ZIPPER payroll
database. All of the withholding (income) tax tables, and the
methodology for computing state withholding are loaded for
your state. The Federal tax tables are already included.
You should enter your Federal and State Tax Identification
Number at this time. If you don't have this number handy, you
may enter it at a later date.
Figure 5.1
SETTING UP MULTI-STATE PAYROLLS
If you do not have company branches in other states (all you
employees are in one state), you may skip this section.
As indicated above, ZIPPER configures itself for the state
where you are located. This means that you cannot process
payroll (without some changes) if you have branches or
employees in several states. If your company needs to process
payroll for several states, simply create a payroll database
for each state. Each database will need to be located is a
different directory.
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V. SYSTEM: SETTING UP MULTI-STATE PAYROLLS
Say your company does business in Washington, Oregon, and
California. Each state has different tax requirements. In
order to process payroll for your company, you must create a
different DOS sub- directory for each state. (See your DOS
users manual and the installation instructions for ZIPPER
Payroll.) An example for this situation might be as follows:
C:\ZIPPER______ \ZIPCA (or ZIP_CA or CAL-ZIP)
|_____ \ZIPOR
|_____ \ZIPWA
You could locate the ZIPPER Payroll program files (ZIPPER.EXE,
ZIPPER.OVL, etc) in the directory C:\ZIPPER, and the database
files ZIPPER1.RBF, ZIPPER2.RBF, and ZIPPER3.RBF in each of the
sub- directories for each state. This configuration will work
as long as "C:\ZIPPER" is located in your DOS "path" (see your
DOS manual). You will also need to copy the tax table
databases (TAXTABL1.RBF, TAXTABL2.RBF, and TAXTABL3.RBF) to
each of these sub-directories as well. When you initially use
ZIPPER Payroll for each of these states, simply use the two
letter state designation (CA, OR, or WA) for the state in
question. (Use the address for your branch location). ZIPPER
will load the proper tax tables for each configuration.
At the end of the year, when you wish to print W-2 forms,
simply change the two letter state designation to whatever
matches your company location, or enter the address of the
parent location. This will insure that your company address
will appear correctly on the W-2 form. ZIPPER will sense this
change in state location, and ask you to verify that this is
what you wish to do. If you affirm this action, ZIPPER will
then load the state tax tables for the new state you have
selected.
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V. SYSTEM: SETTING UP MULTI-STATE PAYROLLS
THIS MODIFICATION WILL NOT AFFECT YOUR DATA, BUT YOU DO NOT
WANT TO PROCESS ANY PAYROLL WITH THESE NEW TAX TABLES
LOADED.
In order for ZIPPER to load the new tax tables, you will need
to be sure that the tax table database TAXTABL.RBFis available
in the current directory.
If there is a city or local withholding tax (in your "old
state"), and you have created one or more city / local
withholding tax tables, ZIPPER will assume that the existing
local tax tables will not be applicable to the new state you
have selected. ZIPPER will want to delete these tables, and
will ask if you want to review / approve deletion of each
table. Select "YES", and then disapprove each tax table
deletion. ZIPPER will delete the actual tax table(s), but
save the templates containing the rates and ranges you have
created. In effect, this will save your tax tables.
After you print your W-2 forms (this should be about the last
thing you do for the year), simply change back to your
original state designation. This will reload the proper state
tax tables. Again, you will need to be sure that the tax
table databases (TAXTABL.RBF) is available in the current directory.
See CREATING LOCAL TAX TABLES.
You should now reactivate your local tax tables (if you saved
them as indicated above). To do so, from the MAIN MENU select
(4) System, (3) Payroll Tax Rates & Tables, (3) City / Local
Income (Withholding) Tax. You need to again indicate the
basis by which your City / Local Income Tax is to be computed.
(See CREATING LOCAL TAX TABLES.) After making your selection
you will be shown the first of your city /local tax tables
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(templates). Press [ESC], and then press "Y" for YES, or
press [ENTER]. ZIPPER will now recreate your tax tables.
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V. SYSTEM: SETTING UP COMPANY DEPARTMENTS
ZIPPER provides the option of grouping employees by
department. This feature allows additional management
reporting capabilities, such as reporting payroll by
department. Use of this feature is optional, and is also
described in the section on PERSONNEL MANAGEMENT. If your
company is small, and you do not have different departments,
you do not have to use this feature.
In order to group employees by department, you will need to
enter Department ID Codes (that you define) and a Department
Name that you assign to that code.
Department ID Codes may be letters and/or numbers that you
select to uniquely identify this department. The following
are all valid entries: 0001, 1, 2, 3, 15, Exec, EXEC, Adm6.
You may use from one to four characters. The entry must be
unique, and ZIPPER will warn you if you attempt to make a
duplicate entry.
Figure 5.2
DEPARTMENT ID CODE: A Department ID Code should be entered
for each employee (optional) within that department when
the employee is first entered. If you later decide to
change a previously entered Department ID Code, you will
need to update each employee record that has been
assigned this ID Code. You may change an employee from
one department to another, at any time, and this will not
have an effect on previous payroll. Payroll is "charged"
to the "assigned" department at the time payroll is
computed. This allows proper departmental budget
reporting.
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V. SYSTEM: SETTING UP COMPANY DEPARTMENTS (CONT)
DEPARTMENT NAME: Each Department ID Code is related to a
Department Name. You are allowed any twenty characters
for this purpose. Typical departmental entries are shown
below. The entry must be unique. ZIPPER will warn you
if you attempt to make a duplicate entry. You may enter
the department names in UPPER or lower case letters.
You can print a "hard copy" listing of all Departments that
have already been entered. This will make it easier for you
to select the correct Department ID code when entering each
employee. When you enter new employees into your payroll
database, enter the Department ID Code for the appropriate
department. This will "assign," or link, your employee, for
payroll purposes, to that department.
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V. SYSTEM: PASSWORD SECURITY
The use of a password security system is optional. If you
elect not to utilize a password system, then you will never be
asked for a password.
INSTALLING A NEW PASSWORD:
A password can be set by selecting (4) System from the MAIN
MENU, and (2) Password from the SYSTEM MENU. You will be
informed that no password is in use, and then asked to enter a
password. If you decide not to enter a password at this
point, simply press [ENTER], and no password will be set.
To enter a password type in any letters and/or numbers you
wish. You are limited to a maximum eight (8) characters, and
a minimum of one (1). The password is "case sensitive". In
other words, the passwords "goForIt" is not the same as
"GOFORIT" or "Goforit" or "goforiT". Some examples might be:
"zipadedo", "JohnBrow", "12345678", "Bill6/%%", or "ZZ9z".
Do not enter quotation marks unless you want them as part of
the password.
CHANGING A PASSWORD:
To change the current password, you will be required to first
enter the current password. If the password is entered
correctly, you will be asked for a new password. You may
enter any valid password.
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V. SYSTEM: PASSWORD SECURITY
REMOVING PASSWORD PROTECTION:
You will be required to enter the current password. If the
password is entered correctly, you will be asked for a new
password. Press [ENTER], and the password system will be
removed. You will no longer be asked for your password when
ZIPPER starts.
Figure 5.3
USING THE PASSWORD SYSTEM:
If a password is in effect, ZIPPER issues a warning when the
program starts that a password security system is in use. The
user is given three (3) chances to enter the correct password.
If the password is not correctly entered by the third attempt,
this event (date and time) is recorded and the program
terminates. The next authorized user (someone who correctly
enters the password) will be informed that someone tried to
access the program, and the date and time of the event is
reported. We call this the "tattle-tale" feature. ZIPPER
does not keep a permanent record of these events - only the
last occurrence is recorded.
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V. SYSTEM: SETTING UP WITHHOLDING TAXES
FEDERAL & STATE WITHHOLDING TAXES: See the README.DOC file
for any special conditions regarding your state.
ZIPPER Payroll includes all federal and state tax tables, and
ZIPPER "knows" the methodology of computing withholding taxes
for your state. You do not have to do anything to create or
configure these tax tables. Once you tell ZIPPER where (in
which state) your company is located, it will configure and
load the proper tax tables. The tax table databases must be
located in the same DOS directory as your payroll database.
If the tax tables are not present, ZIPPER will not be able to
configure itself for your needs. Also see INSTALLING NEW TAX
TABLES and MULTI-STATE PAYROLL.
To set up other types of payroll taxes, select option (3) TAX
RATES AND TABLES, from the SYSTEM MENU
Figure 5.4
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V. SYSTEM: SETTING UP OTHER PAYROLL TAXES
In addition to Federal, State, and City Withholding (Income)
Tax, ZIPPER provides the ability to calculate the following
payroll taxes.
FICA: Social Security & Medicare
FUTA: Federal Unemployment Tax
SUTA: State Unemployment Tax
OTHER: A user defined payroll tax
To enter or edit the information relating to these payroll
taxes, form the MAIN MENU select (4) System, (3) Payroll Tax
Rates & Tables, (1) FICA, FUTA, SUTA, and User Defined.
Figure 5.5
ZIPPER comes with the current rates and base amounts entered
for FICA (Social Security Tax and Medicare Tax) and FUTA. You
will need to enter the tax rates / bases in order for ZIPPER
to properly compute your tax liability for SUTA and OTHER
(User Defined Payroll Tax) as may be required by your state.
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V. SYSTEM: SETTING UP OTHER PAYROLL TAXES (CONT)
Your state tax rates (SUTA and OTHER) may need to be updated
annually, or more frequently, as required. You should not
update these values until you want them to take effect.
Changing these tax rates will not have any effect on
previously prepared payroll. ZIPPER does not update these tax
rates for you. ZIPPER does provide, to registered users,
annual updates for Federal Income Tax (FIT), State Income Tax
(SIT), FICA, and FUTA.
FICA: In 1991 the IRS split FICA into the separate
categories of Social Security, and Medicare. The current
rates and maximum wage base for these items can be found
on the cover of the Circular E, Employer's Tax Guide.
This publication is sent to every business registered
with the IRS. The tax rate is the amount paid by both
employer AND employee. These tax rates are maintained by
ZIPPER. You will not have to make any entries, nor will
you have to update these rates from year to year. These
tax rates, along with the federal and state withholding
tables are provided to registered ZIPPER Payroll users.
See the README.DOC file for information about tax table
updates, and technical support.
FUTA: Same as above. ZIPPER automatically computes the
proper rate for the Net FUTA Liability based on the
liability rate for state unemployment (SUTA), and the
current FUTA maximum credit.
SUTA: This information should be provided by the agency in
your state that regulates unemployment benefits. The
Maximum Wage Basis represents the amount of earnings that
is taxable. Any earnings under this amount (total for
the year) are taxable, and earnings over this amount are
not taxable. Liability Rate refers to that to be paid
by the Employer; Deduction rate refers to that to be paid
by the Employee.
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V. SYSTEM: SETTING UP OTHER PAYROLL TAXES (CONT)
OTHER: ZIPPER provides the ability to enter one additional
payroll tax that may be used in your state or locality.
The following information needs to be entered.
NAME / DESCRIPTION: A 24 character text field describing
this tax.
MAXIMUM WAGE BASIS: The maximum or ceiling, if any.
LIABILITY and DEDUCTION RATES: Entered as a decimal value
(For example, 0.014). Liability Rate refers to that to
be paid by the Employer; Deduction rate refers to that to
be paid by the Employee.
The fields listed above should be left blank if you do
not need to make use of this additional tax category. An
example of this type of tax would be the California
Employment Training Tax.
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V. SYSTEM: SDI CONFIGURATION:
Configuring ZIPPER Payroll to properly handle State Disability
Insurance (sometimes called Workers Compensation) involves
only three steps: (1) SDI System Configuration; (2) Creating
SDI Class / Categories; and (3) Linking employees to SDI Class
/ Categories. Much of this is accomplished from the STATE
INDUSTRIAL INSURANCE MENU (below). To access this menu,
choose Option (2) from the PAYROLL TAXES menu.
Figure 5.12
SDI SYSTEM CONFIGURATION:
From the MAIN MENU select (4) System; from the SYSTEM MENU
select (3) Tax Rates & Tables, then (2) State Industrial
(Disability) Insurance, then (1) System Configuration. This
brings up the screen below:
Figure 5.13
ZIPPER calculates SDI in one of four ways: None (no SDI
calculation), based on Regular Hours, based on Total Hours,
or based on Gross Wages. The method by which SDI is
calculated is determined by entering a 0, 1, 2, or 3 into
the Premium (liability) Basis field.
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V. SYSTEM: SDI CONFIGURATION (CONT)
NONE Enter "0" (Zero) into the Premium (liability) Basis
field. ZIPPER will not calculate any SDI liability or
deductions.
REGULAR HOURS Enter "1" into the Premium (liability) Basis
field. ZIPPER will calculate SDI on the number of
Regular Hours entered for each employee. The calculation
works the same regardless of whether the employee is paid
hourly or by salary.
NOTE: You should always enter the number of hours worked
for every employee - even if they are paid a salary.
TOTAL HOURS Enter "2" into the Premium (liability) Basis
field. ZIPPER will calculate SDI on the total number of
hours for each employee. This includes Regular Hours
PLUS Overtime Hours. The calculation works the same
regardless of whether the employee is paid hourly or by
salary. Normally, salaried employees would not have
hours entered for overtime, and all hours for salaried
employees would be entered as "Regular Hours".
GROSS WAGES Enter "3" into the Premium (liability) Basis
field. ZIPPER will calculate SDI on the dollar amount of
gross wages paid to each employee.
ZIPPER also provides a field for MAXIMUM WAGE BASIS. Enter a
dollar value in this field if you want ZIPPER to stop
calculating SDI (both employer liability and employee
deduction) when the individual employee's year-to-date
earnings reach this amount. Wages (or hours) worked after
this amount is reached will not be subject to SDI.
CREATING SDI CLASS / CATEGORIES:
From the MAIN MENU select (4) System; from the SYSTEM MENU
select (3) Tax Rates & Tables, then (2) State Industrial
(Disability) Insurance, then (2) Enter Class / Catagories.
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V. SYSTEM: SDI CONFIGURATION (CONT)
In our example below, we have already created two SDI entries,
or records. You can create as many SDI records as you need.
You may create different rates (Classes) for different jobs,
or assign a single rate (Class) to all employees. SDI can be
paid by the employer, the employee, or both.
Figure 5.13a
Data is entered into each of the four fields. This
information tells ZIPPER how much SDI to calculate (Liability
Rates), and for which employees (Class Code). The Class Code
provides the "link" to the individual employees. )
CLASS CODE This is an alpha-numeric field (you can enter
letters or numbers). The entry should be meaningful.
This field provides the link to the employee when the
same value is entered into the employee record.
CLASS / JOB DESCRIPTION This is a reference or information
field. Enter something that describes this Class.
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V. SYSTEM: SDI CONFIGURATION (CONT)
NOTE: The next two fields are entered as a decimal values.
What this rate actually represents depends on the system
configuration. If the system is set to "1" or "2" (Regular
Hours or Total Hours), then the "rate" will be a dollar value
multiplied by the number of hours. If the system is set to
"3" (Gross Earnings), then the "rate" will be a decimal
(percentage) to be multiplied against gross earnings. A rate
may be entered in one or both fields.
LIABILITY RATE - EMPLOYER Enter the rate to be used to
calculate the "employer portion" of SDI. This rate may
be left blank if SDI is not "employer paid".
LIABILITY RATE - EMPLOYEE Enter the rate to be used to
calculate the "employee portion" of SDI. This rate may
be left blank if SDI is not "employee paid". The
calculated amount will be deducted (withheld) from the
employee's pay.
LINKING EMPLOYEES TO SDI CLASS / CATEGORIES:
Linking the information you have entered above is now done
in each individual employee records. From the MAIN MENU
select (1) Employees; from the EMPLOYEE MENU select (1)
Enter New Employees, or (2) Edit Employee Data (if the
employees have already been entered). Press [PAGE DN]
twice, this brings up the screen below (only the upper
portion of the screen is shown):
Figure 5.13b
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In order to "link" an employee to a particular SDI Class /
Category, you need to enter a Class Code that has already
been created.
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V. SYSTEM: SDI CONFIGURATION (CONT)
LINKING EMPLOYEES TO SDI CLASS / CATEGORIES (cont)
Now the liability rates for that Class can be accessed
during payroll processing. If you enter a value into State
Disability Insurance Code that does not exist, there can be
no link. When you enter a valid code in this field, the
Class / Job Description will display.
In the case above, we have entered the code "1101". This is
the code for "Parcel Delivery". When payroll is processed
for Jason Browning (our example employee), ZIPPER will
calculate an Employer Liability of $0.9107 times the Total
Hours, AND it will calculate an Employee Deduction of
$0.0118 times the Total Hours. The rates used for this
employee are the rates entered in Step #2, and the
calculation is on the basis of the system configuration
established in Step #1.
Now, press [PAGE UP] once. Be sure that the State Tax Status
for SDI is set to "0" (Zero). This section of the screen is
shown below.
Figure 5.13c
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V. SYSTEM: SDI CONFIGURATION (CONT)
If you process payroll and SDI has not been calculated, the
following steps should be taken:
(1) Edit the employee record(s) to see if there is a link.
(2) Edit the employee record (the second screen) to be sure
that the employee has not been made exempt from SDI - the
value should be "0".
(3) Edit the SDI records you have created (or print the
report) to determine that you have entered rates for
Employer and/or Employee Liability, and
(4) Verify the proper system configuration.
NOTE:
If you have created payroll records before a proper link
has been created, you will need to destroy these payroll
records, then create new ones.
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V. SYSTEM: CREATING LOCAL TAX TABLES
If your city or local municipality has a personal income tax,
and requires that the employer withhold this tax from an
employee's pay, ZIPPER can automatically compute this
withholding for you, within certain limitations.
ZIPPER comes configured so that there will be no computation
of city / local taxes. To change this, from the MAIN MENU
select (4) System, (3) Payroll Tax Rates & Tables, and (3)
City / Local Income (Withholding) Tax.
ZIPPER now asks you to select the basis by which your City /
Local Income Tax is to be computed. You have five options:
Figure 5.6
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V. SYSTEM: CREATING LOCAL TAX TABLES (CONT)
(0)-None means that ZIPPER will not compute any city / local
withholding tax.
(1)-% of Gross Wages means that ZIPPER will compute city
/local tax based on a percentage of Gross Wages. ZIPPER
will not consider any type of deductions, personal
exemptions, or allowances. The appropriate tax rate(s)
need to be entered in the tax tables as indicated below.
(2)-% of Taxable Wages (Federal Base) means that ZIPPER will
compute city /local tax based on a percentage of the
amount computed to be "taxable wages" for federal
withholding purposes. In other words, the same amount
(not necessarily the same tax rate though) used to
compute federal withholding. The appropriate tax rate(s)
need to be entered in the tax tables as indicated below.
(3)-% of Taxable Wages (State Base) means that ZIPPER will
compute city /local tax based on a percentage of the
amount computed to be "taxable wages" for state
withholding purposes. In other words, the same amount
(not necessarily the same tax rate though) used to
compute state withholding. The appropriate tax rate(s)
need to be entered in the tax tables as indicated below.
(4)-% of State Withholding means that ZIPPER will compute
city /local tax based on a percentage of state
withholding. The appropriate tax rate(s) need to be
entered in the tax tables as indicated below.
(5)-% of Federal Withholding means that ZIPPER will compute
city /local tax based on a percentage of federal
withholding. The appropriate tax rate(s) need to be
entered in the tax tables as indicated below.
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V. SYSTEM: CREATING LOCAL TAX TABLES (CONT)
ZIPPER accepts only zero (0) through (5) as a proper entry.
If you enter 1 through 5, ZIPPER allows you to enter
information into a template from which ZIPPER will create a
tax table. Create up to six local tax tables. Below is a
sample of a tax table template for the County of Price for
single persons. ZIPPER USES ONLY ANNUAL TAX TABLES, and then
computes the proper tax based on the payroll frequency for
each employee. Enter the information to create ANNUAL tax
tables. Although the table below uses four "payroll ranges,"
you may have as many as eleven; each range includes a minimum
(the OVER column), a maximum (the BUT NOT OVER column), a
minimum amount of tax, a tax rate, and a tax base.
Figure 5.7
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EXAMPLE:
Consider an employee who receives an annual salary that
once adjusted for deductions and exemptions equals
$39,000.00. The tax table above would translate this into
the following equation (see row three): "The amount of
(ANNUAL) income tax to be withheld shall be $150.00 plus
2.00% (.0200) of the excess over $10,000.00", = $150.00
plus .0200 times $29,000.00 ($39,000.00 - $10,000.000), =
$150.00 plus $580.00 = $730.00. This is exactly the same
as the federal tables, but the amount is computed (in
Price County) on the basis of (3)-% of Taxable Wages
(State Base), or the same amount used to compute state
withholding (but not the same rate.)
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V. SYSTEM: CREATING LOCAL TAX TABLES (CONT)
You can create as many as six local tax tables. When you
first enter information into these tax tables, the "Table
Description" will indicated that it is "Unused". This is a
key word for ZIPPER, and you must enter some other type of
description, like "City of New York - Single" (whatever
identifies the table for you), so that ZIPPER will create a
tax table from the information you have entered. If you do
not enter something other than key word "Unused", ZIPPER will
not build a tax table.
Additionally, it is important that you do not enter any amount
in the maximum (BUT NOT OVER) column in the row that
represents the highest payroll range. In the table above this
is the fourth row. The maximum column is blank. This tells
ZIPPER that this is the last row in the table you have
created.
If your local tax rate is based on a flat rate (percentage) of
federal withholding, than creating a tax table is simple. The
example below shows how to create a tax table where the local
withholding rate is eight percent (8%) of the amount of
federal withholding. You need to enter information only in
the first row.
Figure 5.7a
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V. SYSTEM: CREATING LOCAL TAX TABLES (CONT)
Notice again that the maximum column is blank. This tells
ZIPPER that this is the last (and in this case the only) row
in the table you have created.
The table above creates an infinite range from $0.00 upward.
If you selected (5)-% of Federal Withholding as the basis for
your local withholding, then all employees (unless you have
indicated that they are exempt from local tax) will have local
withholding computed at the rate of 8% of the amount of
federal withholding for this pay period.
After you have made all of the necessary entries in the first
tax table (Table # 1), you may use the [TAB] key or the
[ENTER] key to move through the fields to the next tax table
(Table #2). You may also press [F8] to move to the next
table, or [F7] to move to the previous tables. If you do not
have any more tables to create press [ESC].
ZIPPER will respond by asking you if you need to update (save)
any tax table changes. Press "Y", "y", or [ENTER] to save
these changes.
Actually, if you press something else, your entries will not
be lost. The entries you make for a template that ZIPPER uses
to create your local tax tables. ZIPPER cannot compute local
withholding, however, until you "save" the entries or changes
you have entered in this template. If you press "Y" or
[ENTER], ZIPPER will then create tax tables from your
templates.
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WARNING:
You should carefully review your entries in these
templates. Improper entries will effect the proper
computation of local withholding, and therefore net pay.
You may review these tables at any time, and make any
corrections to the templates. If you make changes you
need to tell ZIPPER to update the tax tables (save these
changes).
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V. SYSTEM: CREATING LOCAL TAX TABLES (CONT)
UPDATING LOCAL TAX TABLES:
Any local tax tables you create may need to be updated
annually, or more frequently, as required. You should not
update these tables until you want the new rates to take
effect. You can enter the new values in the templates and
then press "N" (for No) to tell ZIPPER not to update the
tables now. That way you can enter the changes whenever you
receive them, but not have them go into effect until you
choose to update or save the changes. Changing your tax
tables will not have any effect on previously prepared
payroll.
DELETING LOCAL TAX TABLES:
Should you need to delete any of the tax tables you have
created, simply edit the templates. Change the Table
Description to "Unused" and blank each of the fields by
pressing [F2] when the cursor is located in that field. After
you have done this to all the tables you wish to delete, press
[ESC], then press "Y" or [ENTER]. ZIPPER will delete these
tables.
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V. SYSTEM: INSTALLING NEW TAX TABLES
After you have created a payroll database to process payroll
for the new year, you must install the updated tax tables for
this new year.
NEW TAX TABLES ARE SUPPLIED ONLY TO REGISTERED USERS OF
ZIPPER PAYROLL
Install new tax tables from the SYSTEM MENU (3) Payroll Tax
Rates & Tables, (4) Install New Tax Tables (Federal & State).
The tax table databases must be located in the same DOS directory
as your new payroll database. Tax table updates are supplied by
SOFTCRAFT. These files should be copied to the DOS directory where
you have located your payroll database for the new year. ZIPPER
installs new Federal and State Tax Tables, but does not modify any
city / local tax tables you have created. You will need to update
any local tax tables you have created. See UPDATING LOCAL TAX TABLES.
Be sure to copy the new calendar files (ZIPCAL.1 through
ZIPCAL.12) to the directory where your new payroll database is
located.
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V. SYSTEM: SETTING UP LABOR UNIONS & DUES
ZIPPER supports payroll deduction of union dues. You may want
to take advantage of this feature if some of your employees
are union members, AND you wish to deduct union dues from
their pay. If your employees are responsible for paying their
own union dues, then you should not use this feature.
ZIPPER allows you to compute and track payroll deduction for
up to 9 labor unions, and provides two methods of computing
union dues. To use this feature, you will need to enter the
information for each labor union you wish to include.
1. From the MAIN MENU select (4) System, and then (4) Labor
Unions.
2. You may enter new information, or edit previously
entered data. Note that each labor union is assigned an
ID Number (1 through 9). This is the number you will
later need to assign to each employee that is a member of
that labor union. This is done when you first enter the
employee into the payroll database.
3. If you do not need this feature, simply leave the "Union
Affiliation" field blank when the employee record is
entered.
Figure 5.9
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V. SYSTEM: SETTING UP UNION DUES
ZIPPER allows up to two types of union dues for each employee.
These are "Flat Rate" and "Variable Rate" dues.
FLAT RATE dues is the dollar amount of dues to be deducted
per payroll period (each time payroll is prepared for
this employee). This information is entered into the
individual employee record. A flat rate system supports
different rates for each employee. Thus, if the labor
union in question had a different rate for each category
of membership (apprentice, journeyman, etc), then the
appropriate rate would be entered for each employee. In
each case, you will need to convert the monthly dues into
an annual amount, then divide it by the number of pay
periods per year (either 12, 24, 26, or 52) to convert it
to the amount to withhold per pay period.
VARIABLE RATE dues is the rate (percentage) applied to the
base you have selected. The base would be (1) Regular
Hours, (2) Total Hours, or (3) Gross Wages. Thus, if the
union in question computes dues as a percentage (say 1-
1/2% of gross wages), then enter 3 for Dues Basis, and
0.015 for Dues Rate.
To deduct and track union dues, enter Union Dues:
1. First enter Union Information.
2. Assign a union affiliation to each employee that is a
member of that union.
3. Enter a "Flat Rate" for each employee, AND / OR
4. Enter "Variable Rate" for the union, if applicable.
ZIPPER will now automatically compute and deduct the proper
amount of union dues for each employee assigned to any of the
9 available unions. ZIPPER will print a report (See LIABILITY
REPORTS) of accumulated union dues liability for each labor
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union, showing the amount of dues computed and deducted for
each employee.
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V. SYSTEM: SETTING UP PENSION PLANS:
Configuring ZIPPER Payroll for pension plans involves two
steps: (1) System Configuration; and (2) Linking employees to
a pension plan.
SYSTEM CONFIGURATION: From the MAIN MENU select (4) System;
from the SYSTEM MENU select (5) Pension Plans.
Figure 5.10
ZIPPER provides the ability to create up to nine different
"Pension Plans". How each plan actually works depends on the
entries made in each field. This fields below should be
entered as described below for each pension plan you want to
create. Press [F8] OR [F7] scroll through the available
plans.
PENSION NAME This field is for informational purposes, but
you should enter a meaningful description.
EMPLOYER DEDUCTION RATE Enter a decimal value that
represents a percentage. Example: Enter "0.065" to
represent an employee deduction rate of 6.5%. A
deduction equal to 6.5% of the employees Gross Wages will
be made at the time payroll is processed.
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V. SYSTEM: SETTING UP PENSION PLANS: (CONT)
EMPLOYER CONTRIBUTION RATES
ZIPPER provides the ability to have the employer make a
contribution to an employee's pension plan. There are two
types of employer contributions available. You should use
either Rate 1 or Rate 2, neither, but not both.
NOTE: Employer contributions are not "Elective Referrals",
and are reported in Box 14 of Form W-2.
EMPLOYER CONTRIBUTION RATE 1 Enter a decimal value that
represents a percentage. This value represents an
employer contribution that is based on the amount of the
employee's deduction (see Employee Deduction Rate,
above). If there is no employee contribution, there will
not be any employer contribution.
EMPLOYER CONTRIBUTION RATE 2 Enter a decimal value that
represents a percentage. This value represents an
employer contribution that is based on the amount of the
employee's gross pay.
MAXIMUM ANNUAL EMPLOYEE CONTRIBUTION Enter a dollar amount
if appropriate. Entering an amount in this field will
tell ZIPPER to stop calculating pension plan deductions
and/or employer contribution when the employee's total
contribution has reached this amount. Only the
employee's deductions are considered in determining the
amount of year-to-date contributions. Leave this field
blank if you do not want to limit the amount of employee
and/or employer contributions.
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V. SYSTEM: SETTING UP PENSION PLANS: (CONT)
EMPLOYEE DEDUCTIONS SUBJECT TO The lower section of the
screen provides the ability to make the employee's
pension contributions either SUBJECT TO or NOT SUBJECT TO
Federal and/or State Withholding.
Figure 5.10a
By default, each of these fields are blank. This means that
the amount of the employee's pension plan deduction will not
be taxed. This represents an "Elective Deferral", and is
reported in Box 13 (Code D) of Form W-2.
Pressing [ANY KEY] while in either of these fields will place
a check mark in the field. The check mark indicated that the
amount of the employee deduction will be taxed. This method
treats the amount of the deduction as regular wages; they are
not considered "Elective Deferrals", and are not included in
Box 13, Form W-2.
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V. SYSTEM: SETTING UP PENSION PLANS: (CONT)
LINKING EMPLOYEES TO PENSION PLANS:
Linking the information you have entered above is now done in
each of the employee records. From the MAIN MENU select (1)
Employees; from the EMPLOYEE MENU select (1) Enter New
Employees, or (2) Edit Employee Data (if the employees have
already been entered). Press [PAGE DN] twice, this brings up
the screen below (only the Pension Plan portion of the screen
is shown):
Figure 5.11
In order to "link" an employee to a particular Pension Plan,
you need to enter the number (1 to 9) of the pension plan that
has already been created in the previous step. When payroll
is processed, the information about that pension plan is used
to calculate the pension deduction and/or employer
contribution for that employee.
A second field, PENSION DEDUCTION, allows the entry of a
dollar amount. The amount entered is a non-calculated
employee deduction. If there is no pension plan assigned, the
amount of this deduction will be treated as taxable wages. If
there is an assigned pension plan, the amount of this
deduction will be added to any deduction that is calculated by
the Employee Deduction Rate, and treated according to how that
plan is configured.
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V. SYSTEM: PRINTER CONFIGURATION
Printer configuration is one of the more difficult aspects of
setting up any software. Configuring your printer for ZIPPER
can be easy, and involves only three steps: 1) Naming the
printer, 2) Entering the printer control codes, and 3)
Building the printer drivers.
The most difficult part in configuring the printer is
determining the proper printer control codes. The control
codes, sometimes called "escape codes" or "escape sequences"
can be found in your printer's user manual. An example, for
the Okidata Microline 193 Plus, is shown below. We are
concerned only with the "Decimal" values. This is what you
enter so that ZIPPER can "talk" to your printer.
From the MAIN MENU select (4) System; from the SYSTEM MENU
select (5) Printer Configuration. This brings up the screen
below:
Figure 5.15
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V. SYSTEM: PRINTER CONFIGURATION (CONT)
The upper portion of the screen is used to enter the printer
name. ZIPPER allows you to set up three printers - Printer
#1, #2, and #3. You must enter a name to associate with each
printer you want to use. You can set up one, two, or all
three printers. In the example above, the name "Okidata
Microline 193" has been entered. After you enter a printer
name, press [ENTER] or the [F9] function key to enter the
printer control codes for that printer. You must enter the
printer control codes for each printer you want to configure.
To enter printer control codes, we are now concerned with the
lower section of the screen.
Figure 5.16
The left side of the screen tells you how to enter the codes
and provides an example. The center lists the type of print,
or "printer effect". The right side of the screen is where
you enter the control codes that cause that particular type of
"printer effect" to occur.
Now enter the "decimal" values for the printer control codes
to START COMPRESSED (15), STOP COMPRESSED (18), and DEFAULT
(18). Be sure to enter the forward slash ( "/" ) after each
set of numbers. The printer above uses only one set of
numbers for each printer effect, but the EXAMPLE at the left
side of the screen shows a control code with four sets of
numbers (27/04/8/115/).
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NOTE:
Currently, ZIPPER does not use the BOLD printer effect.
You do not need to enter any codes for START BOLD or STOP
BOLD.
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V. SYSTEM: PRINTER CONFIGURATION (CONT)
After you have entered the printer control codes for this
printer, you can enter information for a 2nd printer, or even
a 3rd printer. Enter the control codes (described below) for
the corresponding printer effect, and press [ENTER] or [F8] to
move to the next printer control mode / sequence. Press [F8]
to move down the list, and [F7] to move back up the list.
After entering all of the printer control codes for this
printer, Press [F9] to return to the printer name. You may
then press [F8] to enter the next printer (if you wish to use
more than one printer), or press [ESC] to finish.
Press [F9] again to return to the upper portion of the screen.
Press [F8] to go the next printer; enter a printer name, and
press [F9] again to enter the control codes. And so on...
Remember, each printer you set up must have a name and it's
own control codes. After you have set up your printer(s) and
control codes press the [ESC] key. ZIPPER asks:
Figure 5.17
ZIPPER will ask if you want to update any printer drivers
(save changes). Press "Y" or [ENTER] if you have just entered
a new printer, or you have changed any of the existing printer
control codes. Press "N" if you do not want to update printer
drivers. Printer driver(s) will only be updated if you elect
to do so. Changes made to the control codes will be saved,
but the printer driver(s) will not be updated unless you elect
to do so. You must build / update the printer drivers in
order to print reports correctly.
Once you have entered the control codes for the printer(s) you
use, and have built new printer drivers, you will not need to
modify these settings unless you replace any of your printers.
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V. SYSTEM: PRINTER PORTS
ZIPPER recognized five printer ports; LPT1, LPT2, LPT3, COM1,
and COM2. LPT1, LPT2, and LPT3 are Parallel printer ports,
and COM1 and COM2 are Serial printer ports. You may configure
any of your (up to three) printers to any of these five
printer ports at print time.
At print time ZIPPER will show you the current printer and
printer port settings. The current settings are the ones used
at the last printing session. You may leave the current
settings as they exist, or change them to any other
combination you choose.
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V. SYSTEM: CHECKS & W-2'S
ZIPPER Payroll provides the ability to print payroll checks
and preprinted W-2 forms. These can be printed on either
continuous, tractor feed forms (the type printed on dot matrix
printers), or single sheet (8-1/2" by 11") forms. Single
sheet forms are the type used in laser printers.
Before you print checks or W-2's, ZIPPER needs to know which
type your are going to use. From the MAIN MENU select (4)
System; from the SYSTEM MENU select (8) Checks & W-2's, then
(1) Select Check & W-2 Type.
Figure 5.14
Select item (2) to have ZIPPER print an order form that you
can fill out and send to Deluxe Business Systems.
The configuration screen for Check & W-2 Types appears below.
Figure 5.14a
Enter either a "1" or "2" in each of the fields. If you will
not be printing checks and/or W-2's there is no entry
required.
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V. SYSTEM: SORTING LASER W-2 FORMS:
Special attention needs to be given to properly sorting your
preprinted W-2 forms if you are printing them on a laser
printer.
Single sheet W-2's are available in 4-set, 6-set, or 8-set
forms. When you print W-2, if you have configured your system
for Laser W-2's (above), then ZIPPER will ask you how many
copies (set) you want to print. ZIPPER allows you to print
from 1 to 9 copies (sets). Normally, you would select either
"4", "6", or "8", depending on whether you have state
withholding (6-set), state and local withholding (8-set), or
simply federal withholding (4-set).
Prior to loading these forms into your laser printer, you must
separate each form and then place them into like piles. You
would then have one pile with just "Copy A", one pile with
just "Copy B", one pile with just "Copy C", and so on. Now,
place the "Copy A" pile on top of the "Copy B" pile, and then
place this pile (A over B) on top of the "Copy C" pile, and so
on. Now load these "sorted" W-2 forms into your laser
printer, Tell ZIPPER how may copies (sets) you want to print,
and relax.
Obviously, this sorting procedure is nor required to print W-
2's on continuous forms for dot matrix printers.
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ZIPPER Payroll User's Manual
Page 164 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
(c) 1994 SOFTCRAFT ALL RIGHTS RESERVED Page 165
ZIPPER Payroll User's Manual
Page 166 (c) 1994 SOFTCRAFT ALL RIGHTS RESERVED
ZIPPER Payroll User's Manual
VI. UTILITIES
Option (5) off the MAIN MENU brings up the UTILITIES MENU.
The Utilities module provides three options:
Figure M6
CHECK DATA POINTERS (DATABASE INTEGRITY):
Your data is stored in a file on your hard disk drive. Each
piece of data also contains a "pointer" to show where the next
piece of data is located. Sometimes, due to power
fluctuations, power failures, or other reasons, you data may
be damaged. This damage can be to the actual data or to the
data pointer.
A LOSS OF DATA IS NOT DUE TO AN ERROR IN YOUR SOFTWARE.
Lost and damaged data and data pointers occur due to power
fluctuations (like someone switching on the photo-copier at
just the wrong moment), power failures, a "hung" computer due
to memory errors, or other events of this type. You can be
assured, that this will happen to you at some time. It is a
fact of life with computers. That is why you back-up your
data.
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VI. UTILITIES: CHECK DATA POINTERS (CONT)
ZIPPER provides you with a method to check the reliability of
your data, before you save it (back-it-up). This provides an
advantage over commercial backup procedures, in that these
other methods do not check the integrity of your data prior to
saving it. It is therefore possible to continually save
corrupted or unreliable data, over a long period of time,
without your knowing that a problem exists.
Without being overly technical, what ZIPPER is doing, is
checking the condition of the "data pointer chain". The data
pointers provide a highway map of your data. Each location of
data "points" to the next location, until the end of the data
is encountered. Due to the events described above, it is
possible for these pointers to become broken. When that
happens, the highway map is broken, and all data located
beyond the break cannot be found.
IT IS POSSIBLE TO ENTER NEW DATA BEYOND POINTERS. DATA
ENTERED BEYOND A BROKEN POINTER WILL BE LOST.
With this feature, ZIPPER checks the data tables to verify the
pointers are intact. The progress will be updated to the
screen as the pointers are checked. This will happen fairly
rapidly on a "quick" computer. The process will be halted
only if problems are encountered. You may utilize this
option as often as you like.
UTILIZE THIS FEATURE PRIOR TO MAKING A BACK-UP OF YOUR
PAYROLL DATA.
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VI. UTILITIES: CHECK DATA POINTERS (CONT)
If a broken pointer is encountered, you have several options.
Your choice will likely be a function of the amount of data
you might lose, and how valuable the data is to you. Your
options are:
(1) Accept your losses, and re-enter all of the lost data.
This assumes you know what data you lost.
(2) Restore the data from a previous back-up. This assumes
that you have made regular data backups, and the data you
intend to restore is fairly recent. Very "old data", or
data that is missing many recent entries, is not of much
value. If you rely on an old back-up, you will still need
to re-enter the data that is not included in the backup you
use.
OR
(3) You can send your database, with any or all backups you
have made (PLEASE - COPIES ONLY), to SOFTCRAFT. We can also
ATTEMPT to restore your data.
DO NOT SEND ANY DATA OR FILES TO SOFTCRAFT FILES WITHOUT
MAKING ARRANGEMENTS IN ADVANCE.
There is a cost for losing data, the cost will be up to you.
The more frequently you check the data pointers and back-up
your data, the smaller your loss will be. The frequency of
your back-ups should reflect the value you place on your data.
We consider payroll data to be critical, and the few extra
minutes you take each week (payroll) to check the data
pointers and do a back-up will be time well spent.
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WE RECOMMEND YOU CHECK YOUR DATA POINTERS AND BACK-UP YOUR
DATA AFTER EVERY PAYROLL.
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VI. UTILITIES: COMPRESS (PACK) DATABASE
Packing your payroll database reclaims the unused spaces in
the data file. These unused spaces are created as a result of
normal payroll processing. Packing the database may be done
at any time, and as frequently as you like. Packing the
database will improve the performance (reduce access time) of
your payroll processing.
DO NOT COMPRESS (PACK) YOUR PAYROLL DATABASE WITHOUT HAVING
CHECKED THE DATA POINTERS, AND MAKING A BACK-UP COPY OF YOUR
DATA.
HAVING A RELIABLE BACK-UP COPY OF YOUR DATA WILL HELP YOU
AVOID A LOSS OF DATA.
PACKING A PAYROLL DATABASE THAT CONTAINS BROKEN DATA
POINTERS WILL RESULT IN AN UNRECOVERABLE LOSS OF ALL DATA
BEYOND THE BREAK IN THE POINTER CHAIN.
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VI. UTILITIES: CREATING A NEW YEAR
This option creates a new payroll database for the next (new)
year. ZIPPER simply clones your current payroll database,
keeping ALL employee records, and resetting the year-to-date
totals to zero - just like it was a new year. You may do this
at any time, but you should wait until you have processed all
payroll for the "old" year. This will insure that all
accumulated totals (Vacation Pay, Sick Pay, & Advances) will
be correct.
YOU MAY NOT PROCESS PAYROLL WITH THIS NEW DATABASE UNTIL YOU
HAVE UPDATED THE TAX TABLES.
Since the payroll database files for the new year have the
same name as your current year payroll database (ZIPPER1.RBF,
ZIPPER2.RBF, and ZIPPER3.RBF), ZIPPER cannot let you build a
new payroll database in the same location as your present
payroll database. ZIPPER needs to create a new DOS directory
to hold your new payroll database.
ZIPPER will be prompt you for the Drive and Directory Name or
Path where you want to locate your new payroll database.
Enter the single letter for the drive you wish to use (C, D,
E, F, etc.), and enter a legal DOS directory name.
For Example: Suppose your active ZIPPER payroll database is
located at C:\ZIPPER. You want to create your new ZIPPER
payroll database in the same disk drive (Drive C), and in
the directory named NEWZIP. Enter the directory as \NEWZIP
. Be sure to enter the backslash [ \ ], and do not include
a backslash at the end of the directory name. You can make
the new directory a subdirectory of \ZIPPER by entering
\ZIPPER\NEWZIP as the directory.
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VI. UTILITIES: CREATING A NEW YEAR (CONT)
IF YOU ENTER AN INVALID DIRECTORY NAME, OR THE DIRECTORY
ALREADY EXISTS, YOU WILL RECEIVE AN ERROR MESSAGE TELLING
YOU THAT ZIPPER WAS NOT ABLE TO CREATE THE NEW DATABASE.
Creating a new year will take a few moments, depending on the
speed of your computer.
NOTE: Employee records were created for every employee in
your old payroll database, including [I]nactive and
[T]erminated employees. If you wish to delete any of these
employees you may do so at any time.
Your original payroll database (for the current year) remains
unaltered. After the year is through, you might want to copy
the *.RBF files to a floppy disk (you will need a high density
diskette, 1.2 MB or 1.44 MB) to do this. Consider compressing
these files using a compression utility like PKZIP, from
PKWARE, to simplify this task and save space.
In order to work, ZIPPER must have access to the program files
that came with your ZIPPER product. These files are
ZIPPER.EXE, ZIPPER.OVL, and ZIPPER.MSG. Make sure the program
files are in the DOS PATH (PATH=C:\ZIPPER), and that you are
located in this new directory (C:\NEWZIP) when you start the
ZIPPER.
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VII. UNDO / REDO
Option (6) off the MAIN MENU brings up the UNDO MENU. The Undo
module provides three options:
Figure M7
USE CARE WITH THESE FEATURES. ONCE YOU HAVE DELETED PAYROLL
RECORDS THEY ARE GONE - FOREVER.
If you have spent any amount of time manually preparing
payroll, it should be obvious to you that making payroll
errors is something that happens. In designing ZIPPER we
assumed that mistakes would be made, and we wanted to give you
the ability to correct your mistakes without requiring a
seemingly endless number of steps. The Undo / Redo features
make it easy to correct your mistakes, but proceed with
caution; changes you make may have significant consequences.
Since ZIPPER allows for easy error correction while processing
payroll (See PROOFING PAYROLL RECORDS and DESTROYING PAYROLL),
what we are now discussing is correction of payroll errors
after you have printed or exported your payroll. ZIPPER
provides the ability to correct the following types of these
"after the fact" errors:
Incorrect payroll date(s)
Incorrect payroll - Individual payroll (employee) record
Incorrect payroll - Entire payroll group (sequence)
Incorrect advance - Individual payroll (employee) record
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VII. UNDO / REDO (CONT)
Before making any changes, it is very important that you
understand how this data is maintained, and what effect any
changes will have. You may wish to review DESTROYING
PAYROLL RECORDS.
INCORRECT PAYROLL DATES:
ZIPPER maintains a "register" of the payroll that you process.
Each payroll group is given an internal sequence number (you
do not need to know this number), and every record in that
group "knows" that number. Since this register maintains data
for each record within that group, changes that you make to
the register information will effect every record in that
group.
If you need to change any of the payroll dates, you begin by
selecting the specific payroll group that needs to be changed.
A "Pick / Check" menu form is provided for your selection. If
you select more than one payroll group, ZIPPER will remind you
that this is not allowed. You will be returned to the Pick /
Check Menu. When you have made your selection, you will be
allowed to edit the payroll dates for this payroll group. You
can press [F2] to first blank the field, or type over the date
displayed. After you have made all of the changes you wish,
press [ESC].
The Beginning Date and Ending Date of the Pay Period are more
of an "informational" type of data. Changing either of these
dates only effects the information that is printed on checks,
payroll vouchers, or reports. Changing the Payroll Date,
however, could effect your tax liability, and the period in
which it is owed.
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YOU SHOULD NOT MAKE CHANGES TO THE PAYROLL DATES AFTER YOU
AVE PROCESSED YOUR QUARTERLY REPORTS
(the ones you file with the IRS and your state).
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VII. UNDO / REDO: INCORRECT PAYROLL DATES
Example: Say you created a payroll group with a Payroll
Date of 10/1/93. The Pay Period dates for this group is
09/15/93 to 09/30/93. Even though you processed this
payroll and paid your employees on 10/1/93, you realize that
this payroll should be charged to September, not October.
September is in the 3rd quarter, October is in the 4th
quarter. Changing the payroll date from 10/1/93 to 9/30/93
will shift the tax liability for this payroll from the 4th
quarter to the 3rd quarter. As always, ZIPPER will assume
that you know what you are doing, and will allow you to make
such changes.
UNDO PAYROLL RECORD(S):
There may come a day when you process payroll, print your
payroll checks, and then realize that you paid an employee who
no longer works for you (the employee's payroll status was not
changed to (T)erminated), or you overpaid or underpaid some
employee. Now what?
You may even process a complete payroll group, print or export
the checks, and then realized that you have paid the wrong
group of employees. Now what? ZIPPER provides the ability to
easily overcome each of these type of errors.
UNDO INDIVIDUAL PAYROLL RECORD(S):
In the case of underpaying an employee you might consider
issuing a "supplemental" payroll check. You can do this by
processing a "Special Payroll" See PROCESSING PAYROLL -
SPECIAL PAYROLL. If, however, you decide the only way to
remedy the error you have made is to delete the payroll
record, then proceed to do so.
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VII. UNDO / REDO: UNDO PAYROLL RECORD(S) (CONT)
INDIVIDUAL PAYROLL RECORD(S): (cont)
In this case ZIPPER will remove all traces of the payroll
record(s) that you select. The Payroll Register is updated to
reflect the new number (one less) of records. The Year-To-
Date Payroll Register for the individual employee is also
updated. When this processing is completed it will be as
though this employee had not been paid on the occasion(s) that
you select. No muss, no fuss, NO AUDIT TRAIL; just gone!
REMEMBER, YOU CANNOT UNDO AN UNDO! ONCE YOU HAVE DELETED
(UNDONE) A PAYROLL RECORD IT IS GONE FOR GOOD.
If you compare this feature to a "manual" system, it is just
like tearing up the check and drawing a line through the entry
in your payroll register.
To UNDO a payroll record you begin by identifying the employee
who's record(s) you want to delete. Enter the employee's last
name exactly as it is spelled or use a wildcard (*) search.
When you have selected the proper employee, ZIPPER will
present you with a list of every payroll record for that
employee. The payroll records are listed in descending order,
with the most recent payroll listed first.
Select any payroll record you wish to delete by pressing any
key; a check mark will appear. You may unselect any selection
you have made by pressing the [SPACE BAR] when the cursor is
at a check mark. Press [ENTER] or [F8] to move down the list.
Press [F7] to move back up the list of payroll records. Press
[ESC] after selecting all the records you want to delete.
After selecting payroll records, ZIPPER will ask you to
confirm the selection(s) you have made. Choosing "NO" will
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unselect all the records you have selected. Choose "YES" and
they are gone!
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VII. UNDO / REDO: UNDO PAYROLL RECORD(S) (CONT)
UNDO PAYROLL GROUP:
Undoing a payroll group works like Undoing an individual
record. The only difference is you select the group you wish
to delete, and ZIPPER repeats the process for every employee
record within that group.
ZIPPER presents you with a list of every payroll group you
have created. They are listed in descending order, with the
most recently prepared payroll listed first. Again, use any
key to select, and the [SPACE BAR] to unselect any previously
selected record(s).
ZIPPER allows you to Undo only one payroll group at a time.
If you select more than one payroll group ZIPPER will warn you
that you may not do so, and return you to the Payroll Register
to make your selection over.
In the meantime, ZIPPER has already unselected every record
that you have selected. This time make ONLY ONE SELECTION.
You may also press [ESC] to abort this process. If you select
a group to Undo, ZIPPER will ask you to confirm the selection
you have made. Choosing "NO" will unselect the payroll group
you have selected. Choose "YES", and each record is gone!
REMEMBER, YOU CANNOT UNDO AN UNDO! ONCE YOU HAVE DELETED
(UNDONE) A PAYROLL GROUP, EVERY RECORD IN THAT GROUP IS GONE
FOR GOOD.
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VII. UNDO / REDO: UNDO ADVANCES:
Undo(ing) an advance works just like undoing an individual
payroll record, with one small difference. Undoing advances
combines the abilities of the Destroy feature with the Undo
feature. ZIPPER allows you to select from every record in the
Payroll Advance Register. The records are listed with the
most recently dated records first. You may select advances
that have already been processed (printed or exported), or
advances that have not been processed. ZIPPER knows the
difference, and will update the Year-To- Date totals
appropriately for each employee.
If you delete an advance that has already been processed,
ZIPPER does not know if you have already deducted all, or any
part of this advance (while processing payroll). If you
delete such a record, and you have already deducted some or
all of this amount in a payroll (deduction), than you may end
up with a negative balance (-) for this employee. This will
appear as a negative number in that employees account, and
will be displayed as a negative dollar amount in each payroll
record you process. This would seem to indicate that you owe
this employee money (the amount of that negative balance), but
that may not be the case. This condition, should it occur,
will not have any effect on your payroll, or tax liability.
It can only be removed by processing another advance for this
employee, for an amount equal to the amount of the negative
balance.
The Undo feature provides you with the best reason to use
a security password. Anyone accessing your data can wreak
havoc, intentionally or otherwise, on your data. Delete
the wrong information and you may be having some
unpleasant conversations with the IRS.
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