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***************************************** * * * (tm) * * I N S T A - P A Y * * * * * ***************************************** By Cheque-Mate Single-Company Version 1.01F Cheque-Mate International, INC. 749-A Lakefield Road Westlake Village, CA 91361 (805) 496-7846 (C) Copyright 1988, 1989 Cheque-Mate International, INC. INSTA-PAY is a registered trademark of Cheque-Mate International. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM Table Of Contents THE CHEQUE-MATE PAYROLL SYSTEM An Overview Of The Cheque-Mate Payroll Program...... 1 How To Set Up For Your First Payroll................ 2 Running the Cheque-Mate Payroll System.............. 5 Payroll Sequence of Processing...................... 6 Cheque-Mate Standard Commands....................... 7 PERSONNEL MAINTENANCE Add A New Employee.................................. 8 Modify An Existing Employee......................... 12 PAYROLL MAINTENANCE Pre-Pay Or Termination.............................. 13 Enter Payroll Data.................................. 14 Modify Payroll Data................................. 17 Display Payroll Data................................ 18 Delete A Payroll Entry.............................. 19 PAYROLL PROCESSING Run The Payroll..................................... 20 Print Time Card Labels.............................. 21 Prepare Quarterly Reports........................... 22 Prepare Yearly Reports.............................. 23 Print W-2's Print 1099's Print W-3 Print DE-43 Print 940 SYSTEM UTILITIES System Shutdown..................................... 24 Backup Files........................................ 25 Void A Check........................................ 26 Compute Gross From Net.............................. 27 Display Last Nets................................... 28 OPTIONAL REPORTS Miscellaneous Reports............................... 29 Print Anniversary List.............................. 31 Print Birthday List................................. 31 Print Employee List................................. 32 SINGLE COMPANY OPTIONS Update Company Information.......................... 33 How to setup your 401-K plan........................ 34 Update System Configuration......................... 36 INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM INSTA-PAY (TM) The CHEQUE-MATE PAYROLL SYSTEM An Overview This payroll is designed to give you the most complete reporting system on today's market. Our experience has made it possible to keep the operation of the system as simple as learning only the following rules. First, though, we must tell you that in order to process more than one company on our single-company system, you must store the data for each company on its' own floppy disk. To install for multiple companies using the setup program, remember to choose the drive letter that corresponds to the disk drive you will use to store your data. The Rules to follow are: 1. To select from our menu, you must move the lightbar by using the space bar or the up and down arrow keys. Once at your desired selection, press the enter or return key. 2. To override any numerical fields, enter either a numerical amount NNN.NN or a zero to stop the calculation. 3. You may run quarter and year end reports as many times as you want! Also, until you print the pay-checks, you may run the payroll register as many times as needed to get it right. 4. Function keys A. Once data has been entered in any screen to save or process it, press F7. B. To abandon the screen without processing anything, press F4. C. To move from the ENTER PAYROLL DATA screen, to the update employee master screen, press F2. 5. The instructions for most screens are located on the bottom part of the screen (F7/F2/F4.) On screens with no instructions, use the light bar and press enter or return to obtain the desired results. 6. The NET TO GROSS computation (this one's fun!). If you are entering an annual bonus, don't forget to check your employees' FICA & SDI year-to-date totals. Use this to compute net to gross for any new employees. 7. If you have finished the payroll and have forgotten an employee, enter a pre-paid check. It will show up on your next payroll. 8. At this point you don't need to read much more of the manual, because the entry screens will not let you press F7 without the required data. It is now necessary to setup the program for your computer. Please proceed to HOW TO SETUP YOUR SYSTEM. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM HOW TO SETUP FOR YOUR FIRST PAYROLL The purpose of this routine is to setup your system configuration in preparation for running your first Cheque-Mate payroll. CONSIDERATIONS Minimum system requirements are: DOS 2.1 or higher A Hard Disk with at least 800K free space 512K Ram memory 132 Column printer or dot matrix printer with compressed mode It is imperative that this section of the program is set up properly. The information you enter determines what printer(s) and disk drive(s) the program will use and how it will interface with your printer(s). At any point you may press F7 to save the system configuration and install the program, or you may press F4 to abandon the installation and return to the system prompt. PROCESSING SEQUENCE HARD DISK SYSTEM (Floppy systems are not supported) STEP 1. Insert the program disk into Drive A. STEP 2. At the DOS prompt (>) enter ------>A: (RETURN) ------>SETUP (RETURN) The System Configuration / Installation screen appears. STEP 3. PROGRAM DRIVE - Enter: ------>C STEP 4. DATA DRIVE - Enter: ------>C NOTE: If you opt to use drive A as your data drive, you must issue the following commands whenever you want to create a data diskette: format a: mkdir a:\pay89 INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 2. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 5. REGISTER PRINTER - Enter the printer number that corresponds to the printer you are using as Printer #1 (To print registers, employee lists, time card labels, etc.) Valid entries are as follows: 1 - LPT1 Parallel Printer 1 2 - LPT2 Parallel Printer 2 3 - LPT3 Parallel Printer 3 4 - COM1 Serial Printer 1 5 - COM2 Serial Printer 2 The standard configuration is LPT1. NOTE: LPT1, LPT2, and LPT3 refer to parallel printers. If you have a parallel printer go to STEP l0. COM1 and COM2 refer to serial printers. If you have a serial printer go to STEP 6. STEP 6. BAUD RATE is the speed of data transmission to the printer. It applies to serial printers only. Enter the baud rate for your serial printer. Valid entries are as follows: 9600, 4800, 2400, 1200, 600, 300, 150 Standard configuration is 9600. STEP 7. PARITY is an error detection technique used to check accuracy in data communications. Enter the code for the parity check technique used by your printer. Valid entries are as follows: N = None, M = Mark, S = Space, O = Odd, E = Even Standard configuration is N. STEP 8. WORD LENGTH is the number of bits that make up one character. Valid entries are 7 or 8. Standard configuration is 8. STEP 9. STOP BITS are used to define the end of an asychronously transmitted character. Enter 1 or 2. Standard configuration is 1. SET-UP FOR SERIAL PRINTER #2 STEP 10. CHECK PRINTER - Enter the type of printer you are using as Printer #2. Valid entries are as follows: LPT1 Parallel Printer 1 LPT2 Parallel Printer 2 LPT3 Parallel Printer 3 INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 3. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM COM1 Serial Printer 1 COM2 Serial Printer 2 Standard configuration is LPT1. NOTE: LPT1, LPT2, and LPT3 refer to parallel printers. If you have a parallel printer to STEP 15. COM1 and COM2 refer to serial printers. If you have a serial printer to STEP 11. STEP 11. BAUD RATE - Enter the baud rate for your second serial printer. Valid entries are 9600, 4800, 2400, 1200, 600, 300, or 150. Standard configuration is 9600. STEP 12. PARITY - Enter the parity for your second serial printer. Valid entries are N (None), M (Mark), S (Space), O (Odd) or E (Even). Standard configuration is N. STEP 13. WORD LENGTH - Enter the number of bits that make up one character. Valid entries are 7 or 8. Standard configuration is 8. STEP 14. STOP BITS - Enter 1 or 2. Standard configuration is 1 STEP 15. DO YOU HAVE A COLOR DISPLAY (Y/N)? Enter Y (Yes) if you have a color monitor. Enter N (No) if you have a black and white, amber, or green monitor. STEP 16. Look over your entries. If a correction needs to be made use the light bar to travel to that field, then enter the correct information. If all of the information is correct, press F7 to process this screen. You are returned to the DOS prompt. STEP 17. Run the payroll program INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 4. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM HOW TO RUN THE CHEQUE-MATE PAYROLL PROGRAM PURPOSE The purpose of this routine is to run the Cheque-Mate Payroll System. CONSIDERATIONS If this is your first payroll, you will have to setup your company information. This will be the first screen to display (see HOW TO SET UP THE SYSTEM FOR YOUR FIRST PAYROLL.) If you have payroll from prior quarters, you must enter the gross wages, tips, meals, federal tax, state tax, etc. for each employee by quarter. Enter this information just as you would a normal payroll. It is not necessary to enter either the FICA or SDI, as they are calculated automatically by the system. When all of the information is entered for the desired quarter, run the payroll, setting the check and period ending dates equal to the last date in the quarter. * NOTE: AFTER ENTERING BACK PAYROLL DATA YOU MUST PRINT CHECKS ON BLANK PAPER TO UPDATE THE EARNINGS RECORDS. PROCESSING SEQUENCE STEP 1. At the DOS prompt (>) enter the drive letter that the program resides on, followed by a colon (:). For example: if the program resides on Drive C, you would enter: >C: (Return or Enter) STEP 2. Change to the appropriate directory: >CD \PAY89 (Return or Enter) STEP 3. Enter the program name as follows: >1989PYRL (Return or Enter) * the directory and payroll year change to correspond to the correct year on the above two commands (\pay90-91-etc) & (1990pyrl-1991pyrl-etc). The Enter Company Info screen displays and you're ready to proceed. See page 34 for an explanation of this screen. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 5. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAYROLL PROCESSING SEQUENCE Eight easy steps are all that are required to process your payroll on the Cheque-Mate Payroll System. Here is the sequence you'll follow each time: STEP 1. Add new employees to the Employee Master File (see ADD A NEW EMPLOYEE). STEP 2. Modify existing employee records as needed. You can do this from the main menu by accessing the MODIFY AN EXISTING EMPLOYEE routine, or you can do it while you're entering payroll data (see ENTER PAYROLL DATA) by using F2 to travel to the Employee Master File. STEP 3. Enter the payroll (see ENTER PAYROLL DATA). STEP 4. Verify your entry. You can do this by displaying the payroll on the terminal screen (see DISPLAY PAYROLL DATA) or printing a hard copy report (see RUN THE PAYROLL). STEP 5. Make any needed corrections (see MODIFY PAYROLL DATA) and verify your entries. When everything is correct, you're ready to run the payroll and print the checks. STEP 6. Print the payroll checks (see RUN THE PAYROLL). STEP 7. At the end of the payroll quarter, print the Quarter End Reports (see PREPARE QUARTER END REPORTS). STEP 8. At the end of the payroll year, print the Year End Reports (see PREPARE YEAR END REPORTS). That's all there is to it. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 6. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM CHEQUE-MATE STANDARD COMMANDS We've added some short-cut features to the Cheque-Mate Payroll System to make your job even easier. By simply pressing a special key or set of keys you can perform a variety of tasks. The "F" keys are Function Keys You find them on your terminal keyboard labeled F1 through Fl0. The "CTRL" (Control) commands are executed by holding down the CTRL key as you press the associated letter key. F7 Think of this as the GO or PROCESS key. Press Function Key #7 to process any information you have entered on the screen. F4 Think of this as the OOPS key. Press Function Key #4 to abandon any screen without updating the record and return to the Master Menu. F2 Press Function Key #2 to go directly to the Employee Master File (From the payroll entry screen only.) 0 (Zero) you may enter a zero (0) in any field to stop the action that would normally take place there. For example: in ENTER PAYROLL DATA, enter a zero (0) in the first voluntary deduction field and no deduction will be taken out for this payroll. Shortcut-Keys (From the Main Menu) (CTRL) D Press (CTRL) and the letter "D" to go directly to DISPLAY PAYROLL DATA. (CTRL) E Press (CTRL) and the letter "E" to go directly to ENTER PAYROLL DATA. (CTRL) G Press (CTRL) and the letter "G" to go directly to Compute a net to gross amount. (CTRL) N Press (CTRL) and the letter "N" to go directly to the DISPLAY LAST PAYROLL NET AMOUNTS screen. (CTRL) R Press (CTRL) and the letter "R" to go directly to the Run the payroll routine. (CTRL) S Press (CTRL) and the letter "S" to exit from the Cheque-Mate payroll system and return to the dos prompt. (CTRL) V Press (CTRL) and the letter "V" to go directly to the Void a check routine. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 7. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM ADD A NEW EMPLOYEE PURPOSE The purpose of this routine is to add a new employee to the Employee Master File. CONSIDERATIONS When you are entering dollars and cents amounts you must also enter the appropriate decimal. With whole dollars you may choose to enter the decimal or not. For example: -----> Enter 400 for $400.00 -----> Enter 400.00 for $400.00 -----> Enter 123.45 for $123.45 If you wish to leave a field blank, Just enter a (RETURN). You may mix weekly, biweekly, monthly, semimonthly, and annual payrolls together and process them all at the same time. Just enter the appropriate code at STEP 16. Enter F4 to abandon this screen without updating the record and return to the Master Menu. PROCESSING SEQUENCE A. Select ADD A NEW EMPLOYEE (under Personnel Maintenance) from the Master Menu. STEP 1. DEPT - If you wish to enter a department for this employee use the up-arrow key to move to this field and enter the department code. EMPLOYEE # - The system-assigned employee identification number displays at the top left of the screen. If you wish to assign your own employee number, use the up-arrow key to move to this field and enter the number you wish. STEP 2. EMPLOYEE NAME (L,F,MI) - These fields must not be left blank. The employee's full name is prompted in three stages: first, enter the last name and (RETURN); enter the first name and (RETURN); then enter the middle initial. The employee's system-assigned number displays at the top of the screen. Enter F4 to EXIT this screen and return to the Master Menu. STEP 3. ADDRESS - Enter the employee's address. STEP 4. CITY - Enter the employee's address city. STEP 5. STATE - Enter the two-character post office abbreviation for the employee's state. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 8. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 6. ZIP - Enter the zip code. STEP 7. SOCIAL SEC NO - Enter the employee's social security number (without the dashes.) STEP 8. EXEMPTION STATUS (M/S/H) - This field may not be left blank. Enter M (Married), S (Single), or H (Head of Household). STEP 9. NUMBER OF EXEMPTIONS - Enter the number of exemptions the employee wishes to claim. STEP 10. PAY RATE #1 - Enter the employee's rate of pay STEP 11. PAY RATE #2 - Enter the employee's second rate of pay if applicable. STEP 12. SALARIED OR HOURLY (S/H) This field may not be left blank. Enter S (Salaried) or H (Hourly). Pay rate #2 will accept and compute union dues. STEP 13. WORKER'S COMP CODE - This four digit field can contain both alpha and numeric. Use this field for your worker's comp codes (example: MACH = machnist, OFC = office, etc.) STEP 14. DEDUCTIONS 1, 2, 3, 4 - You may enter up to four voluntary payroll deduction codes for this employee. Deductions 1 and 2: Enter those deductions with no limits or balances to be taken out of the employee's check each pay cycle. Deductions 3 and 4: Enter those deductions that have limits or balances. These deductions will be taken until the limit is reached, then they will stop. Union dues will appear in deduction #4. STEP 15. BALANCES - Enter the limits or balances applicable to the deductions you entered in STEP 14 for voluntary deductions 3 and 4. Enter the dollar amount to be deducted from the employee's check each pay cycle and (RETURN). Next enter the balance or limit amount and (RETURN) For example: At STEP 14 you entered a loan code for deduction #3. Here you would enter 100 ($100.00) in the first portion of the balance field and 1000 ($1000.00) in the second portion. This indicates that $100 is to be deducted from the employee's check until a limit of $1000.00 is reached. The deduction will stop. STEP 16. PAY OVERRIDE (W/B/S/M/A) - Enter the pay period for this employee as follows: W = Weekly; B = Biweekly; S = Semimonthly; M = Monthly; or A = Annually. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 9. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 17. TELEPHONE NUMBER - Enter the phone number in three stages: first, enter the area code and (RETURN) or just enter a (RETURN) for the default area code; second, enter the prefix and (RETURN); third, enter the number and RETURN) STEP 18. JOB TITLE - Enter the employee's official job title. STEP 19. 1099 (1) - Enter 1 if this is a contract employee. No taxes are withheld from 1099 employees. STEP 20. DATE OF BIRTH - Enter the birthday as MMDDYY. STEP 21. SPOUSES BIRTH DATE - Enter the birthday as MMDDYY. STEP 22. ANNIVERSARY DATE - Enter the employment marital anniversary date as MMDDYY. STEP 23. SPOUSES FIRST NAME - Enter the spouse's first name. STEP 24. HIRE DATE - Enter the date this employee was hired as MMDDYY. STEP 25. DATE OF LAST RAISE - Enter the date as MMDDYY. STEP 26. TERMINATION DATE - Enter the date as MMDDYY. STEP 27. WITHHOLD FICA (Y/N) - Enter Y (Yes) for automatic FICA withholding; enter N (No) for none. STEP 28. WITHHOLD SDI (Y/N) - Enter Y (Yes) for automatic State Disability Insurance withholding; enter N (No) for none. STEP 29. AUTO-CHECK (Y/N) - Enter Y (Yes) to use the Cheque-Mate automatic check feature for salaried employees; enter N (No) to bypass it. STEP 30. FEDERAL TAX TO ADD - Enter the amount of additional federal tax withholding. STEP 31. STATE TAX TO ADD - Enter the amount of additional state tax withholding. STEP 32. FEDERAL TAX OVERRIDE - Enter the flat dollar amount of federal tax to be withheld from the employee's check. An entry in this field indicates that the system is to bypass the standard tax table. STEP 33. STATE TAX OVERRIDE - Enter the flat dollar amount of state tax to be withheld from the employee's check. An entry in this field indicates that the system is to bypass the standard tax table. STEP 34. Look over the data you've entered. If you need to make a correction to any field, use the light bar to move to that INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 10. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM field, then make the correction. If all of the data is correct, press F7 to process. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 11. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM MODIFY AN EMPLOYEE PURPOSE The purpose of this routine is to change existing employee records in the Employee Master File. CONSIDERATIONS You may also change employee records from the Payroll Processing function (see RUN THE PAYROLL in this manual) When you are entering dollars and cents amounts you must also enter the appropriate decimal. With whole dollars you may choose to enter the decimal or not. For example: ------> Enter 400 for $400.00 ------> Enter 400.00 for $400.00 ------> Enter 123.45 for $123.45 If you wish to leave a data field blank, just enter a (RETURN). Enter F4 to abandon this screen without updating the record and return to the Master Menu. PROCESSING SEQUENCE A. Select MODIFY AN EMPLOYEE (under Personnel Maintenance) from the Master Menu. STEP 1. EMPLOYEE # - Enter the number or last name of the employee record you wish to modify. STEP 2. Use the light bar to move to the field or fields you wish to modify, then make the correction. STEP 3. If all of the information is correct, press F7 to save the record. You are returned to the Master Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 12. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PRE-PAY OR TERMINATION PURPOSE The purpose of this routine is to enter a pre-pay or termination payroll check into the Cheque-Mate system without actually running a payroll. CONSIDERATIONS Information on this pre-pay or termination check will appear on the Prepaid Earnings Report in your next payroll processing. When you are entering dollars and cents amounts you must also enter the appropriate decimal. With whole dollars you may choose to enter the decimal or not. For example: ------> Enter 400 for $400.00 ------> Enter 400.00 for $400.00 ------> Enter 123.45 for $123.45 If you wish to leave a data field blank, just press (RETURN). At any point in this routine you may go to the Employee Master File by pressing F2. Press F4 to abandon this entry without updating the record and return to the Master Menu. You may go directly to the COMMISSION field by entering * (asterisk), or you may go directly to the GROSS PAY field by entering / (slash). Employee information displays on the lower portion of the screen. If the employee has any deductions, they will flash to call your attention to them. You may override any of these deductions by placing an amount in the corresponding deduction override field. PROCESSING SEQUENCE A. Select PRE-PAY OR TERMINATION (under Payroll Maintenance) from the Master Menu. STEP 1. SELECT EMPLOYEE - Enter the employee number or last name you wish to process. This must be a valid number in the Employee File. When a valid number is entered, the entry screen displays along with selected information about the employee. From this point on you'll enter this pre-pay or termination check just as you would an ordinary one. The pre-pay screens look the same as the payroll entry screens, but internally the system processes each one differently. The pre-pay screen will produce a check immediately. The payroll entry screen will only produce a check after the payroll has been run. If you have any questions about any of these fields, look at the section titled ENTER PAYROLL DATA. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 13. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM ENTER PAYROLL DATA PURPOSE The purpose of this routine is to enter the data for the current payroll period. CONSIDERATIONS When you are entering dollars and cents amounts you must also enter the appropriate decimal. With whole dollars you may choose to enter the decimal or not For example: ------> Enter 400 for $400.00 ------> Enter 400.00 for $400.00 ------> Enter 123.45 for $123.45 Hours are entered in whole and hundredths of an hour. For example: Enter 8.75 for 8-3/4 hours. If you wish to leave a data field blank, just enter a (RETURN). You may mix weekly, biweekly, monthly, semimonthly and annual payrolls together and process them all at the same time. At the end of payroll entry, you may process salaried employees with the Auto-Check feature of the Cheque-Mate Payroll System. At any point in this routine you may go to the Employee File by pressing F2. You may go directly to the COMMISSION field by entering * (asterisk). You may go directly to the GROSS PAY field by entering / (slash). Employee information displays on the lower portion of the screen. If the employee has any deductions they will flash to call your attention to them. The employee's rates of pay 1 and 2 are displayed at the bottom of the screen. Enter F4 to abandon this screen without updating the record and return to the Master Menu. PROCESSING SEQUENCE A. Select ENTER PAYROLL DATA (under Payroll Maintenance) from the Master Menu. STEP 1. SELECT AN EMPLOYEE - Enter the employee number you wish to process. This must be a valid number in the Employee Master File. When a valid number is entered, the data entry screen displays along with selected information from the employee's master record. After you have entered all of the payroll data, enter F4 at this prompt and go to STEP 20. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 14. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 2. REG HOURS - Enter the number of regular hours in column 1 or 2 according to the appropriate pay rate. STEP 3. OT HOURS - Enter the number of overtime hours (time-and-a-half) in column 1 or 2 according to the appropriate pay rate. STEP 4. DT HOURS - Enter the number of double-time hours in column 1 or 2 according to the appropriate pay rate. STEP 5. TEMPORARY RATE CHANGE - Enter the pay rate to be used for this payroll only in the appropriate pay rate column. STEP 6. PERMANENT RATE CHANGE - Enter the new pay rate in the appropriate pay rate column. STEP 7. COMMISSION/BONUS PAY - Enter in the field is in two parts (percentage/amount). A. The percentage will always default to one hundred percent ( 1OO%). B. To pay a flat bonus, do not change the percent. To pay a percentage enter the percent. For example, enter 10.00 to compute ten percent of the amount you enter in the commission field. STEP 8. TIPS - Enter the amount of tips the employee is claiming. STEP 9. MEALS - Enter the amount meals that are being claimed as wages. STEP 10. ALTERNATE PAY FREQUENCY Enter the alternate pay frequency for this payroll entry. Alternate pay frequencies are: W = Weekly B = Biweekly S = Semimonthly M = Monthly A = Annually STEP 11. WORKER'S COMP CODE Enter a four digit alpha/numeric code for this check only. STEP 12. VAC=V TERMINATION=T Enter V if this check represents VACATION pay; enter T for TERMINATION pay. NOTE: From this point on the fields are calculated by the system. However, you may override them if you wish. STEP 13. GROSS PAY (OVERRIDE) Enter the applicable gross pay. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 15. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 14. FEDERAL TAX (OVERRIDE) Enter the federal tax amount to be withheld from this entry. STEP 15. FICA (OVERRIDE) Enter the FICA amount to be withheld from this entry. STEP 16. STATE TAX (OVERRIDE) Enter the state tax amount to be withheld from this entry. STEP 17. DISABILITY (OVERRIDE) Enter the State Disability Insurance amount to be withheld from this entry. STEP 18. (DEDUCTIONS) Voluntary deductions set up for this employee display Enter the amount to be withheld for one or all of the deductions. * * * N O T E * * * The Cheque-Mate Payroll System will not allow you to create a payroll entry with a negative net amount. If your entry results in a negative net amount, an error message displays and you must correct the entry. To correct this situation you must delete voluntary deductions 1 through 4, and/or change withholding allowance overrides. Press F7 to process this entry. When you are through entering payroll data, press F4 to proceed to the Auto-Check routine, and then to the main menu. STEP 20 DO YOU WISH TO ADD ANY "AUTO-CHECK" EMPLOYEES TO THIS RUN (Y/N)? Enter Y (Yes if you wish to process salaried employees with Cheque-Mate's Auto-Check feature. The system goes through the Employee Master File and creates a record for this payroll for each employee who has a Y (Yes) response in STEP 29. When the calculation is completed, you are returned to the Master Menu. Enter N (No) if you do not wish to process Auto-Check employees. You are return to the Master Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 16. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM MODIFY PAYROLL DATA PURPOSE The purpose of this routine is to modify a payroll entry prior to processing. CONSIDERATIONS When you are entering dollars and cents amounts you must also enter the appropriate decimal. With whole dollars you may choose to enter the decimal or not For example ------> Enter 400 for $400.00 ------> Enter 400.00 for $400.00 ------> Enter 123.45 for $123.45 If you wish to leave a data field blank, press (RETURN). At any point in this screen you may go to the Employee Master File by pressing F2. You may go directly to the COMMISSION field by entering * (asterisk). You may go directly to the GROSS PAY field by entering / (slash). Employee information displays on the lower portion of the screen. If the employee has any deductions, these flash to call your attention to them. Enter F4 to abandon this screen without updating the record and return to the Master Menu. PROCESSING SEQUENCE A. Select MODIFY PAYROLL DATA (under Payroll maintenance) from the Master Menu. To find the reference number of an employee you must first run the display payroll data routine. (see next page) STEP 1. SELECT EMPLOYEE - Enter the REFERENCE number of the employee you wish to process. When the correct number has been entered, the data entry screen displays with selected information from the employee's record. From this point on you'll make your changes just as if you were creating an entry for the first time. If you have any questions about any of these fields, look at the discussion in ENTER PAYROLL DATA. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 17. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM DISPLAY PAYROLL DATA PURPOSE The purpose of this routine is to display the current payroll data to verify your entries CONSIDERATIONS Always run this routine before you print checks to verify that your payroll has been entered correctly. If you wish, you may print a Payroll Register for a hard copy of the same data along with the net earnings. Do this through PROCESS PAYROLL DATA and respond N (No) to the prompt DO YOU WISH TO PRINT CHECKS AT THIS TIME. Enter F4 to abandon this screen and return to the Master Menu. PROCESSING SEQUENCE A. Select DISPLAY PAYROLL DATA (under Payroll Maintenance) from the Master Menu. STEP 1. The inquiry displays. If you find an entry that needs to be corrected, note the REF (reference) number on the far left-hand side of the screen. You will need this reference number to make your correcting entry in MODIFY PAYROLL DATA. STEP 2. Use the light bar to select your next step at the bottom of the screen prompt You may Return to the menu. View the next page of the screen display. Modify the entry. For instructions see MODIFY PAYROLL DATA in this manual INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 18. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM DELETE A PAYROLL ENTRY PURPOSE The purpose of this routine is to delete a payroll entry. CONSIDERATIONS You'll need the reference number for the payroll entry you wish to delete You'll find this reference number in DISPLAY PAYROLL DATA, in the far left column of the display. Employee information displays on the lower portion of the screen. If the employee has any deductions, these flash to call your attention to them. Enter F4 to abandon this screen without updating the entry and return to the Master Menu. PROCESSING SEQUENCE A. Select DELETE A PAYROLL ENTRY (under Payroll Maintenance) from the Master Menu. STEP 1. REFERENCE NUMBER Enter the reference number of the payroll entry you wish to delete. If it is a valid reference number, a message confirming the deletion will appear at the bottom of the screen. Otherwise, an error message will display. REFEFENCE NUMBER refers to the reference number found on the DISPLAY PAYROLL DATA SCREEN. * If you try to delete more than half of the records entered you will have to go back to the display data screen since this routine resequences the reference numbers............ INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 19. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM RUN THE PAYROLL PURPOSE The purpose of this routine is to compute the net earnings on the current payroll data, to produce a departmental register, deposit requirements page, and to print the checks. CONSIDERATIONS At the end of the payroll computation, you may press Y (YES) to print the actual checks, or press N (NO) to return to the main menu. Choose N (NO) if any entries on the payroll register need to be modified. Correct the entries and run the payroll again. You may modify your payroll entry up until the time you actually print the checks, Once checks are printed, the only way you can make corrections is to void the check through the VOID A CHECK function. Before selecting this routine, be sure that the proper paper or forms are loaded in the printer and that the printer is turned on. Press F4 to abandon this screen without updating any records and return to the Master Menu. PROCESSING SEQUENCE A. Select RUN THE PAYROLL (under Payroll processing) from the Master Menu. STEP 1. ENTER CHECK DATE Enter the pay date you wish printed on the check as MMDDYY. STEP 2. ENTER PERIOD ENDING DATE Enter the period ending date as MMDDYY. STEP 3. ENTER BEGINNING CHECK # - Enter the number of the first check you've loaded in the printer. Press F7 to proceed. STEP 4. DO YOU WISH TO PRINT CHECKS AT THIS TIME (Y/N)? - Press Y (Yes) if you wish to print the checks now. If you need to align the checks, press any key and a test pattern will print. Repeat this procedure until the checks are properly aligned. Press P to print the checks. After the checks print, you are returned to the Master Menu. Enter N (No) if you do not wish to print checks at this time. The PAYROLL REGISTER prints and you are returned to the Master Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 20. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PRINT TIME CARD LABELS PURPOSE The purpose of this routine is to print time card labels for all employees for the payroll period you specify. CONSIDERATIONS Before selecting this routine, be sure that the proper forms are loaded in the printer and that the printer is turned on. Press F4 to abandon this screen and return to the Master Menu. PROCESSING SEQUENCE A. Select TIME CARD LABELS (under Payroll Processing from the Master Menu. STEP 1. PERIOD BEGINNING - Enter the beginning date of the payroll period as MMDDYY. STEP 2. PERIOD ENDING Enter the period ending date as MMDDYY. STEP 3. Enter F7 to begin printing the labels. A sample label will print on the first label. Look at the alignment of the test line. Make whatever adjustment is necessary to align the labels. STEP 4. ALIGNMENT O.K. (Y/N)? - Enter Y (Yes) if the labels are aligned properly. The labels print and you are returned to the Master Menu. Enter N (NO) if the labels are not aligned. Another label will be printed. Continue to adjust the labels and respond Y (YES) when the labels are properly aligned. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 21. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PREPARE QUARTER END REPORTS PURPOSE The purpose of this routine is print 941, DE-3, and DE-3B(s) quarterly filing reports. The 941 & DE-3 reports are printed on plain paper. If DE-3B's are required (when there are more than 8 active employees), they need to be printed on the actual DE-3B forms. CONSIDERATIONS You must select which quarter reports are to be printed for. Quarter 1 - Jan 1 thru Mar 31 Quarter 2 - Apr 1 thru Jun 30 Quarter 3 - Aug 1 thru Sep 30 Quarter 4 - Oct 1 thru Dec 31 Before selecting this routine be sure that the proper paper is loaded in the printer and that the printer is turned on. PROCESSING SEQUENCE A. Select PREPARE QUARTERLY REPORTS (under Payroll Processing) from the Master Menu. STEP 1. Select the appropriate quarter by pressing 1, 2, 3, or 4. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 22. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PREPARE YEAR END REPORTS PURPOSE The purpose of this routine is print W-2's, 1099's, W-3, DE-43, and 940 year end reports. The W-3, DE-43, and 940 reports print on plain paper. The W-2's and 1099's print on the actual government form. CONSIDERATIONS You may select the following reports to print: Print W-2's Print 1099's Print W-3 Print DE-43 Print 940 Before selecting this routine, be sure that the proper paper is loaded in the printer and that the printer is turned on. PROCESSING SEQUENCE A. Select PREPARE YEAR END REPORTS (under Payroll Processing) from the Master Menu. STEP 1. Select the report and print format you wish with the light bar. The report prints and you are returned to the selection menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 23. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM SYSTEM SHUTDOWN PURPOSE The purpose of this routine is to quit from the Cheque-Mate Payroll System for the day. CONSIDERATIONS Reminder: It's a good idea to back up your payroll system before you shutdown for the day. PROCESSING SEQUENCE A. Select SYSTEM SHUTDOWN (under System Utilities) from the Master Menu. STEP 1. The Cheque-Mate Payroll System logs off and you are returned to the DOS prompt (A>, B>, C>, etc.) INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 24. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM BACKUP FILES PURPOSE The purpose of this routine is to make a backup copy of the Cheque-Mate payroll data files. CONSIDERATIONS This option is available for hard disk systems only. Always, always, always backup your payroll system to ensure that all of the hard work you did today is safely copied. Be sure you have an initialized floppy disk available before you select this routine. PROCESSING SEQUENCE A. Select BACKUP FILES (under System Utilities) from the Master Menu. STEP 1. Remove the disk in Drive A: and insert your initialized backup disk. Press any key when you are ready to begin the backup. When the backup is completed you are returned to the Master Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 25. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM VOID A CHECK PURPOSE The purpose of this routine is to void a payroll check written in error. CONSIDERATIONS Checks which are voided appear on the next Payroll Register as pre-paid entries. Enter F4 to abandon this screen without updating the screen and return to the Master Menu. PROCESSING SEQUENCE A. Select VOID A CHECK (under System Utilities) from the Master Menu. STEP 1. REFERENCE NUMBER Enter the reference number of the check you wish to void. You'll find this number on the Payroll Register for the period in which this check was issued. It is directly above the NET PAY on the PAYROLL REGISTER. Information concerning the check displays. STEP 2. IS THIS THE CHECK YOU WISH TO VOID (Y/N)? Enter Y (Yes) if this is the check you want to void. The check is voided and you are returned to STEP 1. Enter N (No) if you do not want to void this check. You are returned to STEP 1. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 26. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM COMPUTE GROSS FROM NET PURPOSE The purpose of this routine is to calculate what the gross earnings must be to obtain a specific net amount. CONSIDERATIONS You can use this routine to determine what gross income an employee needs to receive in order to take home a specified net amount each pay period. You may also use this routine to compute a net bonus check on an annual or monthly basis. Be sure to check FICA & SDI limits on employees for whom you are computing an annual bonus. PROCESSING SEQUENCE A. Select COMPUTE GROSS FROM NET (under System Utilities) from the Master Menu. STEP 1. NET AMOUNT Enter the net amount the employee wants to take home each pay period. STEP 2. MARITAL STATUS (M/S/H/E)? Enter the employee's marital status as follows: M = Married S = Single H = Head of Household E = Exempt (No federal or state taxes) STEP 3. NUMBER OF EXEMPTIONS Enter the number of exemptions the employee would claim. STEP 4. PAY FREQUENCY (W/B/S/M/A)? Enter the type of pay cycle on which the employee would be paid as follows: W = Weekly B = Biweekly S = Semimonthly M = Monthly A = Annually Press F7. STEP 5. The gross pay calculation displays along with a breakdown of the withholding applicable to the information you entered. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 27. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM DISPLAY LAST NETS PURPOSE The purpose of this routine is to display the net earnings of all employees from the last payroll you've processed. PROCESSING SEQUENCE A. Select DISPLAY LAST NET (under System utilities) from the Master Menu. STEP 1. The net earnings of all employees from the most recent payroll display, pre-paid amounts flash. When you are through with this inquiry press F4 to return to the Master Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 28. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM MISCELLANEOUS REPORTS MENU PURPOSE The purpose of these routines is to produce a hard copy report of the gross earnings and withholding taxes for all employees on file. CONSIDERATIONS If the printer is turned off when you call up these reports, a message will inform you to turn the printer on then press any key to resume printing. Before selecting any of these reports, be sure that the proper paper is loaded in the printer and that the printer is turned on. CHECK REGISTER PURPOSE The purpose of this report is to produce a check register sorted by check number and totaled by month for any payroll period over the past two years. PROCESSING SEQUENCE A. Select check register (under Misc. Reports) from the master menu. INDIVIDUAL PAY RECORD PURPOSE The purpose of this report is to produce an individual pay record for each employee for any payroll period over the past two years. PROCESSING SEQUENCE A. Select individual pay record (under Misc. Reports) from the master menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 29. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM WORKER'S COMP REPORT PURPOSE The purpose of this report is to produce a worker's comp report sorted by worker's comp code and totaled by month for any payroll period over the past two years. PROCESSING SEQUENCE A. Select worker's comp report (under Misc. Reports) from the master menu. QUARTER AND YEAR-TO-DATE EARNINGS REGISER PURPOSE The purpose of this report is to produce a hard copy report of the gross earnings and withholding taxes for all employees on file. PROCESSING SEQUENCE A. Select Ytd earnings register (under Optional Reports) from the Master Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 30. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PRINT ANNIVERSARY LIST PURPOSE The purpose of this routine is print a report which lists all employees who have wedding anniversaries this month. CONSIDERATIONS If the printer is turned off when you call up this report, a message will inform you to turn the printer on then press any key to resume printing. Before selecting this routine, be sure that the proper paper is loaded in the printer and that the printer is turned on. PROCESSING SEQUENCE A. Select PRINT ANNIVERSARY LIST (under Optional Reports) from the Master Menu. PRINT BIRTHDAY LIST PURPOSE The purpose of this routine is print a report which lists all employees who have birthdays this month. CONSIDERATIONS if the printer is turned off when you call up this report, a message will inform you to turn the printer on then press any key to resume printing. Before selecting this routine, be sure that the proper paper is loaded in the printer and that the printer is turned on. PROCESSING SEQUENCE A. Select PRINT BIRTHDAY LIST (under Optional Reports) from the Master Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 31. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PRINT EMPLOYEE LIST PURPOSE The purpose of this routine is to print a report which lists all employees in the Employee Master File. This report is sorted by employee number. CONSIDERATIONS If the printer is turned off when you call up this report, a message will inform you to turn the printer on then press any key to resume printing. Before selecting this routine, be sure that the proper paper is loaded in the printer and that the printer is turned on. PROCESSING SEQUENCE A. Select PRINT EMPLOYEE LIST (under Optional Reports) from the Master Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 32. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM UPDATE COMPANY INFORMATION PURPOSE The purpose of this routine is to create or modify information in the Company Master File. CONSIDERATIONS Be sure that you've entered all of the information on this screen BEFORE you start your first payroll. This screen contains vital information the Cheque-Mate Payroll System needs to process your payroll correctly. Press F4 to abandon this screen without updating the record and return to the Master Menu. PROCESSING SEQUENCE A. Select UPDATE COMPANY INFORMATION (under Single Company Options) from the Master Menu. STEP 1. OWNER OR PARTNERS NAMES - Enter the name of THE OWNER or owners just as you want it to appear on all printed reports. Do not enter CORPORATE NAMES UNLESS YOU NEED 4 lines for your name and addresses. REMINDER: The company name or owners names must be entered exactly as it appears on the label of the 941 report you receive from the federal government. STEP 2. COMPANY NAME Enter the complete name of the company just as it is to appear on all printed reports. REMINDER: The company name must be entered exactly as it appears on the label of the 941 form you receive from the federal government. STEP 3. ADDR 1 - Enter the first line of the company's address. STEP 4. ADDR 2 - Enter the second line of the company's address. Enter (RETURN) to leave this field blank. STEP 5. PHONE - Enter the company's telephone number. Entry is made in three phases. First, enter the area code, second enter the prefix, and, third, enter the number. The area code you enter here will be the default area code in the Employee Master File. STEP 6. PAY FREQ (W/B/S/M/A) Enter the normal payroll cycle your company uses as follows: W = Weekly M = Monthly B = Biweekly A = Annually S = Semimonthly INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 33. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 7. FEDERAL ID - Enter your federal identification number. STEP 8. STATE ID - Enter your state identification number STEP 9. SUI RATE Enter your State Unemployment Insurance rate. Entry format is 2N. 1N (one-place decimal.) First, enter the whole percentage figure then the partial percentage. The first portion of the field is a two-character field. If you fill the field, the system performs an automatic (RETURN) for you; if you don't fill the field, you'll need to enter (RETURN) For example: 3 (RETURN) 5 for 3.5% 03 (no return) 5 for 3.5% STEP 10. TRAINING RATE Enter the percentage rate you are charged for training. Enter the figures Just as you entered the percentage in STEP 4. Enter (RETURN) to leave this field blank. STEP 11. DESC FOR DEDUCTION #1 Enter the default description you wish for the first voluntary deduction. This description displays during payroll processing and on the actual checks. The next field DESC for DEDUCTION #2 works in the same manner. STEP 12. DESC FOR DEDUCTION #3 Enter the default description you wish for the third voluntary deduction. If the first three characters of this deduction are 401, it will be treated as a 401-K type deduction. The next field DESC for DEDUCTION #4 works in the same manner. Ded #4 may be used for UNION Dues. You must have pay type #2 coded 'U' in the employee master to use this for union dues. STEP 13. Enter code for printing checks (C) or stubs (S). If you do not have checks that use the Cheque-Mate format, we will supply them for $89.00 per 1,000 or $125.00 with your company logo. If you wish stubs only (pay vouchers), they are $25.00 per 500. Call (805) 496-7846 to order. STEP 14. PRINTER There are two fields to set up for your printer configuration. Each field has four parts to it, but you may need to fill in only one of those parts. It all depends upon the type of printer you have. Check your printer manual for the decimal code applicable to each of the two fields. Condensed Print Enter the decimal code that permits your printer to use a condensed print format. Most printers will use "015" as the standard code Verify this in your printer manual. Press (RETURN) to leave any part of the field as is. You may INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 34. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM enter up to 4 printer codes. Normal Print Enter the decimal code that permits your printer to use a normal print format Most printers will use "18" as the standard code. Verify this in your printer manual. Press (RETURN) to leave any part of the field blank. You may enter up to 4 printer codes. STEP 15. Look over your entry. If you find you need to make a correction, move to that field with the light bar, then enter the new data. When all of the data is correct, press F7 to process your entry. You are returned to the Master Menu. At this point you are ready to add employees. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 35. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM UPDATE SYSTEM CONFIGURATION PURPOSE The purpose of this routine is to enter changes to your system configuration. CONSIDERATIONS Realistically, the only changes you should ever have to make to this record are printer changes. It is imperative that you correctly set up the information in this record. The information you enter determines what programs the computer is to use and how to handle its interface with your printer. At any point you may enter F4 to abandon your entry without updating the configuration and return to the Master Menu. PROCESSING SEQUENCE A. Select UPDATE SYSTEM Configuration (under Single Company Options) from the Master Menu. STEP 1. Use the light bar to travel to the field or fields you wish to modify. If you need a refresher on the definitions of any of these important fields, refer to HOW TO SET UP THE SYSTEM FOR YOUR FIRST PAYROLL in this manual. STEP 2. Look over your entry. If a correction needs to be made use the light bar to travel to that field then enter the correct data. If all of the information is correct, press F7 to process the record. You are returned to the Master Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 36.