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JCSM Shareware Collection (September 30th 1995 Author to Vendor Edition) (JCS Distribution).ISO
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Registration Benefits:
1. You will receive the latest version of ZPAY 3 on disk. Don't
forget, there are a lot of old shareware in circulation, this
may be an old copy that you are evaluating.
2. The perfect bound, printed users manual. All of the following
information complete and illustrated.
3. The Data Export program. You will be able to export the
data to the ASCII comma delimited file format.
4. All State Tax Tables on Disk. This will save you from
transfering the data from your State Tax Guide to our program.
In order to keep the shareware version down to a minimum size
and on two disks, we had to hold back some of the files. The
Export program and Tax Tables are not in the normal shareware
disk set. If you feel that you need to try all of the files
in your evaluation, you may call us with a MasterCard or Visa
and we will send you the full 3 disk shareware set for a fee
of $15.00. This $15.00 can be credited towards the registration
price when you decide to register.
5. A data conversion program that will convert the data that you've
been using to evaluate the program to the format used by the new
version that you receive when registering. This is normally sent
each year with in our upgrade program so our users don't have to
retype in all of the information each year.
6. Be in our database for notification of annual upgrades when
needed. Our annual upgrade cost is $30.00 a year for the
latest version of ZPAY 3.
7. Be able to purchase a General Ledger program that interfaces
with ZPAY 3. Call us for information.
*******NOTICE THIS MANUAL IS ABOUT 227 PAGES IN LENGTH*******
*** TECHNICAL SUPPORT NUMBER IS 1-900-88-HELP-8 ***
You may call and register your copy with a mastercard visa charge
card by calling (813) 866-8233
ZPAY 3 Order Form
Registration fee: $69.95 plus $5.00 shipping and handling.
Florida residents add state sales tax on the $69.95.
Upon registration you will receive a registered copy of ZPAY 3
along with a printed illustrated manual. You will also become
eligible for the ZPAY 3 upgrade program.
Fill out this form and return it along with your check payable to
ZPAY Payroll Systems in US currency to:
ZPAY Payroll Systems
2526 69th Avenue South
St. Petersburg, FL 33712
Media desired ____ 5.25 or ____ 3.5 size
Check enclosed ____ or charge my Visa ____ or Master Card ____
Card number:____________________________ Expires:______________
Signature:_____________________________________________________
Name:________________________________________
Company:_____________________________________
Street Address:______________________________
City:________________________________________
State:_____________ Zip Code:________________
Telephone number:____________________________
Where did you receive your copy of ZPAY 3:_______________________
_________________________________________________________________
Version number:__________________________________________________
Comments:________________________________________________________
_________________________________________________________________
ZPAY 3 PAYROLL SYSTEM
VERSION 3.8
Copyright (C) 1986-93
All Rights Reserved
ZPAY Payroll Systems
Paul Mayer
Member, Association of Shareware Professionals
ZPAY 3 Payroll System is designed for IBM Personal Computers and
100% compatibles. ZPAY Payroll Systems reserves the COPYRIGHT to
this program and all related materials. The user is granted a
nonexclusive license to use the program and is encouraged to pay
for the program if it is found to be useful. Payment of the
$69.95 registration fee will entitle the user to full
registration including an illustrated printed manual, user
support and the ZPAY 3 upgrade program. Government and business
entities may not use the program without paying the full
registration fee. Please register your program with the form
included at the front of the documentation or call ZPAY Payroll
Systems with your Visa or Mastercard.
REMEMBER:
Shareware is not free! Send payments to:
ZPAY Payroll Systems
2526 69th Avenue South
St. Petersburg, FL 33712
The user is also granted permission to make unlimited copies of
the program and to distribute those copies as long as no fee is
charged for the program. A duplication charge not to exceed $5
may be collected.
SHAREWARE DISK VENDORS ARE REQUIRED TO OBTAIN WRITTEN PERMISSION
FROM ZPAY PAYROLL SYSTEMS BEFORE DISTRIBUTING THIS PROGRAM.
REQUESTS MUST INCLUDE A COPY OF THE VENDOR'S CURRENT CATALOG
ALONG WITH A LETTER REQUESTING PERMISSION.
MEMBER - ASSOCIATION OF SHAREWARE PROFESSIONALS
The author of this program is a member of ASP and has agreed to
comply with its standards:
Programming standards:
* The program meets ASP's definition of Shareware.
* The program has been thoroughly tested by the author and
should not be harmful to other files or hardware if used
properly (although ASP cannot warrant this; therefore, the
user should take normal precautions in trying new
software).
Documentation standards:
* The program author will respond as described in the
documentation to people who send registration payments.
At a minimum, the author will send an acknowledgment of
payment.
* The author will respond to written bug reports from
registered users when the user provides a self-addressed,
stamped envelope (some authors will respond by phone, but
this is not an ASP requirement).
* Incompatibilities with other software or hardware, major
or unusual program limitations, or known problems are
noted in the documentation that comes with the shareware
version of the program. Sufficient documentation is
provided to allow the average user to try all major
functions of the program.
* The program author has explained the Shareware concept in
a professional and positive manner.
Support standards:
* The program author will respond as described in the
documentation to people who send registration payments.
At a minimum, the author will send an acknowledgment of
payment.
* The author will respond to written bug reports from
registered users when the user provides a self-addressed,
stamped envelope (some authors will respond by phone, but
this is not an ASP requirement).
* Incompatibilities with other software or hardware, major
or unusual program limitations, or known problems are
noted in the documentation that comes with the shareware
version of the program.
General:
* The author keeps his/her membership in ASP current.
* The author recognizes that any user may appeal to ASP for
any unresolved dispute that arises.
If you feel that the author has not complied with these standards
in some manner or if you register the program with the author and
subsequently have any disputes with the author which cannot be
resolved, please write the ASP at:
Association of Shareware Professionals
545 Grover Road
Muskegon, MI 49442
While ASP cannot warrant programs nor the actions of members, ASP
will do what it can to assure that all authors who claim
membership comply with ASP standards. These standards are the
assurance of quality and support that you will get when you
register Shareware produced by ASP members.
SHAREWARE
To promote better understanding of the shareware concept, ASP has
developed the following official definition of shareware:
Shareware distribution gives users a chance to try software
before buying it. If you try a Shareware program and continue
using it, you are expected to register. Individual programs
differ on details -- some request registration while others
require it, some specify a maximum trial period. With
registration, you get anything from the simple right to continue
using the software to an updated program with printed manual.
Copyright laws apply to both Shareware and commercial software,
and the copyright holder retains all rights, with a few specific
exceptions as stated below. Shareware authors are accomplished
programmers, just like commercial authors, and the programs are
of comparable quality. (In both cases, there are good programs
and bad ones!) The main difference is in the method of
distribution. The author specifically grants the right to copy
and distribute the software, either to all and sundry or to a
specific group. For example, some authors require written
permission before a commercial disk vendor may copy their
Shareware.
Shareware is a distribution method, not a type of software. You
should find software that suits your needs and pocketbook,
whether it's commercial or Shareware. The Shareware system makes
fitting your needs easier, because you can try before you buy.
And because the overhead is low, prices are low also. Shareware
has the ultimate money-back guarantee -- if you don't use the
product, you don't pay for it.
ZPAY 3
Payroll System
User's
Guide
Software written and published by:
Paul Mayer
ZPAY Payroll Systems, Inc.
Manual written by:
Pahl Meyers
Word Exchange
NOTICE
We have done our best to insure that the material found in this
publication is both useful and accurate. However, please be aware that
errors may exist in this publication, and neither the authors nor Paul
Mayer and ZPAY Payroll Systems makes any guarantees concerning the
accuracy of the information found here or in the use to which it may be
put.
DISCLAIMER OF ALL WARRANTIES AND LIABILITY
THIS SOFTWARE IS DISTRIBUTED BY ZPAY PAYROLL
SYSTEMS, AND IS A PROPRIETARY PRODUCT OF PAUL
MAYER. IT IS LICENSED, NOT SOLD.
ZPAY PAYROLL SYSTEMS MAKES NO WARRANTIES,
EITHER EXPRESSED OR IMPLIED, WITH RESPECT TO
THE SOFTWARE DESCRIBED IN THIS MANUAL, ITS
QUALITY, PERFORMANCE, MERCHANTABILITY, OR
FITNESS FOR ANY PARTICULAR PURPOSE. THIS
SOFTWARE IS LICENSED "AS-IS". THE ENTIRE RISK AS
TO ITS QUALITY AND PERFORMANCE IS WITH THE
BUYER. SHOULD THE PROGRAM PROVE DEFECTIVE,
THE BUYER (NOT ZPAY PAYROLL SYSTEMS OR PAUL
MAYER) ASSUMES THE ENTIRE COST OF ALL
NECESSARY SERVICING, REPAIR,OR CORRECTION AND
ANY INCIDENTAL OR CONSEQUENTIAL DAMAGES
RESULTING FROM ANY DEFECT IN THE SOFTWARE,
EVEN IF ZPAY PAYROLL SYSTEMS HAS BEEN ADVISED
OF THE POSSIBILITY OF SUCH DAMAGE.
TRADEMARKS
Epson is a trademark of the Epson Printer Corporation.
HP, HP LaserJet, LaserJet Plus, LaserJet II, LaserJet IID, LaserJet III,
and DeskJet are trademarks of the Hewlett-Packard Corporation.
IBM, IBM-PC, IBM-XT, IBM-AT and PC-DOS are trademarks of the
International Business Machines Corporation.
MS-DOS is a trademark of Microsoft Corporation.
ZPAY, ZPAYII and ZPAY 3 are trademarks of Paul Mayer and ZPAY
Payroll Systems.
Table of Contents
Introduction
Introduction to ZPAY 3 . . . . . . . . . . 1-1
Features of ZPAY 3 . . . . . . . . . . . . 1-2
System Requirements . . . . . . . . . . . . 1-7
Menuing Programs. . . . . . . . . . . . . . 1-8
About This Manual . . . . . . . . . . . . . 1-9
Description of the Sections . . . . . . .1-10
Password Protection . . . . . . . . . . . .1-12
Navigating in ZPAY 3 Menus . . . . . . . .1-13
Editing Controls . . . . . . . . . . . . .1-14
Customer Support. . . . . . . . . . . . . .1-17
Warranty . . . . . . . . . . . . . . . . .1-19
Installation
Copy Distribution Disk. . . . . . . . . . . 2-1
Installation . . . . . . . . . . . . . . . 2-2
First Start of ZPAY 3 . . . . . . . . . . . 2-3
Menus
ZPAY 3 Menu Selections . . . . . . . . . . 3-1
Navigating ZPAY 3 Menus . . . . . . . . . . 3-2
Main Control Menu . . . . . . . . . . . . . 3-3
Work file . . . . . . . . . . . . . . . . 3-3
Utility . . . . . . . . . . . . . . . . . 3-4
Exit . . . . . . . . . . . . . . . . . . 3-5
Data Edit Menu . . . . . . . . . . . . . . 3-7
Tax . . . . . . . . . . . . . . . . . . . 3-7
Data Files . . . . . . . . . . . . . . . 3-8
Utility . . . . . . . . . . . . . . . . .3-11
Exit . . . . . . . . . . . . . . . . . .3-11
Payroll Reporting Menu . . . . . . . . . .3-13
Period . . . . . . . . . . . . . . . . .3-15
Month . . . . . . . . . . . . . . . . . .3-16
Quarter . . . . . . . . . . . . . . . . .3-16
Year . . . . . . . . . . . . . . . . . .3-16
Checks . . . . . . . . . . . . . . . . .3-17
Misc . . . . . . . . . . . . . . . . . .3-19
Utility . . . . . . . . . . . . . . . . .3-20
Exit . . . . . . . . . . . . . . . . . .3-20
Payroll Entry Menu . . . . . . . . . . . .3-21
Pay . . . . . . . . . . . . . . . . . . .3-21
Utilities . . . . . . . . . . . . . . . .3-22
Exit . . . . . . . . . . . . . . . . . .3-22
Test Drive
Test Drive . . . . . . . . . . . . . . . . 4-1
Start ZPAY 3 . . . . . . . . . . . . . . 4-2
Enter Password . . . . . . . . . . . . . 4-2
Enter Payroll Cut-Off Date . . . . . . . 4-2
Select Payroll File Name . . . . . . . . 4-3
Review Tax Tables . . . . . . . . . . . . 4-4
Review Data Files . . . . . . . . . . . . 4-8
Enter a New Employee . . . . . . . . . .4-12
Enter Payroll Pay Period Data . . . . . .4-16
Print Paychecks . . . . . . . . . . . . .4-25
Print a Payroll Report . . . . . . . . .4-29
Back-Up the Payroll . . . . . . . . . . .4-31
Starting a New Payroll
Starting A New Payroll "At-A-Glance" . . . 5-1
Payroll Period. . . . . . . . . . . . . . . 5-2
Start ZPAY 3 . . . . . . . . . . . . . . 5-3
Create Tax Tables . . . . . . . . . . . . 5-5
Enter Payroll Data . . . . . . . . . . .5-10
Run The Payroll . . . . . . . . . . . . .5-14
Print Payroll Checks and Reports . . . .5-20
Back-Up and Save the Payroll . . . . . .5-27
Payroll End Of Year . . . . . . . . . . .5-29
Close Previous Year's Payroll Data. . .5-29
Appendix A
Tax Tables . . . . . . . . . . . . . . . . A-1
Federal . . . . . . . . . . . . . . . . . A-3
Page One . . . . . . . . . . . . . . . A-3
Page Two . . . . . . . . . . . . . . . A-4
Page Three . . . . . . . . . . . . . . A-5
State . . . . . . . . . . . . . . . . . . A-7
Page One . . . . . . . . . . . . . . . A-7
Page Two . . . . . . . . . . . . . . .A-15
Page Three . . . . . . . . . . . . . .A-17
Page Four . . . . . . . . . . . . . . .A-18
Page Five . . . . . . . . . . . . . . .A-19
Page Six . . . . . . . . . . . . . . .A-20
Local . . . . . . . . . . . . . . . . . .A-23
Page One . . . . . . . . . . . . . . .A-23
Page Two . . . . . . . . . . . . . . .A-30
Page Three . . . . . . . . . . . . . .A-31
Appendix B
Data Files . . . . . . . . . . . . . . . . B-1
Employer . . . . . . . . . . . . . . . . B-3
Page One . . . . . . . . . . . . . . . B-3
Page Two . . . . . . . . . . . . . . . B-5
Page Three . . . . . . . . . . . . . . B-6
Employee . . . . . . . . . . . . . . . . B-9
Page One . . . . . . . . . . . . . . . B-9
Page Two . . . . . . . . . . . . . . .B-16
Page Three . . . . . . . . . . . . . .B-19
Appendix C
Calculator . . . . . . . . . . . . . . . . C-1
Appendix D
Forms Used By ZPAY 3 . . . . . . . . . . . D-1
Checks . . . . . . . . . . . . . . . . . D-2
W-2 Forms . . . . . . . . . . . . . . . . D-3
1099-MISC Forms . . . . . . . . . . . . . D-3
Appendix E
LHarc Archiving Program . . . . . . . . . . E-1
Index . . . . . . . . . . . . . . . . . . . . I-1
INTRODUCTION
1-1
INTRODUCTION TO ZPAY 3
Congratulations! you have the most powerful and easy to use payroll
system available for the IBM-PC/XT/AT family of computers. It is our
sincere wish that ZPAY 3 will fulfill your expectations and give you the
same enjoyment of using it as it has for us in developing it.
1-2
FEATURES OF ZPAY 3
User-Friendly
ZPAY 3 has been made as user-friendly as possible by utilizing simple
menus along with use of the [F1] and [F2] function keys for on-screen
help. At the touch of a key, help windows will appear to guide you
along your way. By using the help windows, we have eliminated the
possibilities of your entering incorrect data that could cause problems in
your system. If you were to enter erroneous data, a window will appear
to show you the possible entries that would be acceptable. This makes
the system as easy to use as possible.
Menu Selections
ZPAY 3 uses simple menus for you to select the operations you want to
perform. Menu selections can be made by using the keyboard or a
mouse.
Mouse Support
ZPAY 3 supports the use of a mouse for menu selections.
Keyboard Control
ZPAY 3 utilizes full IBM keyboard control for editing. If you were to
make a spelling error, or change your mind on an entry, you can quickly
change it. Full edit capabilities are provided using arrow keys, insert,
delete character and delete fields.
Built-In Tax Tables and Table Editor
ZPAY 3 has a built-in tax table editor so you may change your own tax
tables when necessary. With this feature there will be no costly updates
required, and it will be unnecessary to hire a programmer to change any
of the tables for you. The employee data base is a valuable asset in itself
since it contains much more than just the employee payroll information,
and it can be used for printing labels for mailing and other functions.
Built-In Sample Payroll
ZPAY 3 has a built-in sample payroll you can use to practice with or test
drive without using your own payroll files.
1-3
Simple To Operate - Not Complicated
ZPAY 3 is for those who do not really need the complications of a
system that must be integrated with a general ledger system.
Stand Alone System
ZPAY 3 is a "stand alone system" with easy to read reports, simple to use
menu driven functions, and on-line help to guide you along your way.
Control Over Your Payroll
ZPAY 3 is designed for those who use a professional accountant to
handle their numbers, but who would like to have control over their own
payroll.
No Accounting Experience Required
ZPAY 3 does not require that you have any accounting experience or
specialized training to use it.
Anyone Can Use It
ZPAY 3 is easy to use for the executive, manager, or designated
employee.
Incorporates Our User's Suggestions
ZPAY 3 is a complete re-write of our popular predecessor payroll
systems "ZPAY" and "ZPAYII", incorporating the many useful and
valuable suggestions of our users.
More Efficient
ZPAY 3 is the result of many years developing a payroll system that is
faster, easier to use, and more efficient than those that have been
available for the IBM-PC/XT/AT family of computers.
No Special Accessories
Besides the required hardware and operating system, nothing else is
needed to run ZPAY 3.
Different Pay Periods
ZPAY 3 will handle different pay periods by your selection.
1-4
Different Pay Scales
ZPAY 3 will handle salaried, hourly, commissioned, and salary plus
commission employees.
Non-Employees
ZPAY 3 will allow you to pay non-employee compensation for "non-
standard workers" or "outside individual contractors" which handle their
own tax deductions. You can print checks for them, track their pay, and
print 1099 forms at the end of the year.
Two Overtime Rates
ZPAY 3 will allow you to have two overtime rates, such as time-and-a-
half and double-time rates.
Bonuses
ZPAY 3 allows you to pay bonuses and track them on records.
Six Additional Pay Deductions
ZPAY 3 will handle six additional pay deductions in addition to the
normal federal taxes, FICA taxes, state taxes, local taxes, and SDI type
taxes.
Cost Accounting
ZPAY 3 does cost accounting for you.
Title Assignments
ZPAY 3 allows title assignments for up to ten different department
accounts.
Payroll Computations
ZPAY 3 computes the payroll and prints many different reports, including
the pay period, month-to-date, quarter-to-date, as well as year-to-date
figures.
Tax Reports
ZPAY 3 will generate reports containing FUTA and SDI information.
1-5
Prints Checks
ZPAY 3 will print paychecks with stub information similar to the payroll
reports. The check format is a general purpose check available from
many computer forms sources.
Automatically Posts Periods
ZPAY 3 automatically posts pay period information so you won't have
to remember when each month or quarter starts.
Data File Security
ZPAY 3 uses an encrypted data file format that cannot reveal its data
except by using ZPAY 3.
Password Protection Security
ZPAY 3 has three levels of password protection to keep prying eyes and
fingers from confidential information.
Limited Only By Disk Space
The limit of the number of employees is limited only by the amount of
disk space you have on your computer system.
Fast Access OF Data
ZPAY 3 uses a data access method called Turbo ISAM with B-Tree
indexing, allowing it to find a record in a file of over 32,000 in under
two seconds!
Different Companies On The Same Disk
ZPAY 3 allows you to select which file you want to be working with,
without getting out of ZPAY 3. This includes support of paths and
directories as well.
Prints End Of The Year Forms
ZPAY 3 will print the W-2 forms and 1099-MISC forms in addition to
the Year-End Payroll information reports.
Makes A Back Up Of Your Payroll
ZPAY 3 provides an easy way to back up your payroll data to floppy
disk for security storage. The data is compressed onto the floppy disk
using the auxiliary archiving program "LHarc". ZPAY also uses it to un-
compress backed-up files and restore them back on your hard disk.
1-6
Files backed-up by the LHarc program are compressed to less than half
their original size. A payroll file of 500 employees will compress to a
back-up file of approximately 75 K-bytes.
LHARC Archiving Program Built-In
You can use this LHarc program to archive and compress any files on
your computer, not just those in ZPAY 3. From the DOS command line,
you can type "LHarc" and press the [Enter] key. The screen will display the
parameters for using this program outside ZPAY 3.
Change Colors To Suit
If your computer has a color graphics driver and monitor, you can change
the colors of ZPAY 3 to suit your tastes. From the DOS command
screen, enter: CHGCOLOR and press the [Enter] key. Follow the prompts
on the screen to select the colors you want.
1-7
SYSTEM REQUIREMENTS
Computer
IBM-PC, IBM-XT, IBM-AT, or truly compatible computer.
Disk Drives
One hard disk drive and one floppy disk drive.
Memory (RAM)
A minimum of 375 K (kilobytes) of free memory is necessary. Extended
or expanded memory will enhance program operation by allowing the
overlay files to be loaded into it.
Printers
Any printer compatible with the IBM-PC/XT/AT family of systems. Also
special LaserJet and compatible laser printer types are supported.
If you are using the original HP LaserJet printer, you will need a font
cartridge that supports both portrait and landscape Roman-8 line printer
fonts in the 16.66 size.
Operating Systems
PC-DOS 2.0 or later. MS-DOS 2.0 or later.
1-8
Menuing Systems
Some menu programs do not actually "change" directories and drives
when starting programs to run. The ZPAY 3 program requires that you
be "logged-in" to the directory in which the programs reside. If you are
using a menu or shell type of program to run programs on your hard
drive, you should use a batch file to run the ZPAY 3 program, and not
a direct command by your menu or shell program to ZPAY3.EXE.
A sample batch file to run ZPAY 3 is shown below:
D:
CD\ZPAY3
ZPAY3
C:
CD\
In this example, the drive that ZPAY 3 is located on is the "D:" drive.
The directory on the "D:" drive is "\ZPAY3". The batch file will change
to the "D:" drive, and switch to the "\ZPAY3" directory on that drive.
It then commands "ZPAY3" (which is an ".EXE" execute file). Upon
exit, it will change to the root directory "CD\" of the "C:" drive.
You may wish to create a batch like this example, or one you tailor to
your system. If you are unfamiliar with batch files, refer to your DOS
manual for more information.
1-9
ABOUT THIS MANUAL
Since we designed ZPAY 3 to be as easy to use as possible, we have also
designed this manual to be the same. You should not have to read the
entire manual before you start.
If you are like us, you want to jump right in and start using the program.
You may not open the manual except to read about the program's
features in the introduction and find out how to install the program.
Also, because of publishing deadlines, there may be some late-breaking
information about the program that could not be included in this manual
at the time of printing. Look on the ZPAY 3 distribution disks to see if
there are any files named "READ ME". If so, you can print it for any
new information not contained in this manual.
First-Time Users of ZPAY Systems
If you are a first-time user of ZPAY payroll systems, we recommend you
read these sections:
* READ ME file on the ZPAY 3
distribution disk (if one is
there).
* Installing ZPAY 3.
* Test Drive.
* Starting A New Payroll
* Menus
* Appendix A - Tax Tables
* Appendix B - Data Files
Experienced Users of ZPAY Systems
If you are experienced in the use of previous ZPAY payroll systems, we
recommend that you at least read the Installation section and any "READ
ME" files that may be on the ZPAY distribution disks.
1-10
Upgrading From ZPAYII Systems
If you are an experienced user of the ZPAYII Payroll System, and are
upgrading to ZPAY 3, we strongly advise you to use the "Test Drive" in
this manual along with the sample data files included, before running
your existing payroll. There are many different commands, if used
incorrectly, could ruin your existing data files.
DESCRIPTION OF THE SECTIONS
Title Pages with Front Matter
This contains the title of this manual as well as various legal notices.
Table of Contents
This is a list of the sections of this manual in the order they are arranged.
Introduction
This contains some of the major points and features of ZPAY 3.
Installation
This contains a description of the procedure to install ZPAY 3.
Menus
This is a reference section that explains each selection available to you
in the menus of ZPAY 3.
Test Drive
This is a step-by-step procedure for new users of ZPAY payroll systems.
It guides you through a sample file we have included for you to see how
ZPAY 3 works without using any of your own payroll data.
Start A New Payroll
This is a step-by-step procedure for new users of ZPAY payroll systems.
It guides you through the steps for you to actually start your new payroll
using your own payroll data.
1-11
Appendix A
This is a reference section that explains each selection available to you
in the tax tables of ZPAY 3.
Appendix B
This is a reference section that explains each selection available to you
in the data files of ZPAY 3.
Appendix C
This is a reference section about the use of the built-in calculator.
Appendix D
This is a reference section of sources for forms used for ZPAY 3, such
as checks, W-2 forms, etc.
Appendix E
This is a reference section about the file compression program "LHarc"
that is used within the ZPAY 3 program.
Index
This is an alphabetic list of topics and the pages in which those topics
will be found in this manual.
1-12
PASSWORD PROTECTION
Password
ZPAY 3 will ask you for a password before you can use the program.
There are three levels of password access to ZPAY 3:
* Password Level 1
This is the minimum password level. The person with this password
can only access the "Main Control Menu" (and its Utility selections),
and the "Payroll Reporting Menu" (and all its selections). This
password allows checks, reports, lists, etc. to be printed.
This password level cannot access the "Payroll Entry Menu" nor the
"Data Edit Menu", since they contain confidential pay information
about the employees.
* Password Level 2
This is the next higher password level. The person with this
password can access the "Payroll Entry Menu" as well as the accesses
of Password Level 1. This password allows pay information to be
entered for the employees, but does not allow access to employer or
employee records.
This password level cannot access the "Data Edit Menu".
* Password Level 3
This is the master password level. The person with this password
can access all menus, including the "Data Edit Menu".
It is very important that you assign the three passwords to be different
from each other. If any two, or all three, were the same, and the first
level password were detected on an entry to the second or third level, you
would not be allowed access.
You can change the passwords at any time by selecting from the Main
Control Menu, Utility, Password, and enter the code LAUPREYAM.
1-13
NAVIGATING ZPAY 3 MENUS
You can move freely around in ZPAY 3 using the menu selections.
There is more than one way you can make selections from these menus.
* Press the CAPITALIZED letter of the menu selection.
This is the fastest way of making selections from the menu. Just
press the capitalized letter of the menu selection and that selection is
made.
* Move the cursor to the menu selection.
Mouse
Use a mouse to move the cursor to a menu selection. Click the left
button and the selection is made.
Keyboard
Press the arrow keys to move the cursor to the selection you want
and press the [Enter] key. A brief description of each selection's
function will be displayed above the menu as the cursor moves across
the selections. Also the path and file name you are currently working
within will be displayed above the function descriptions
Refer to the "Menus" section for further information about the menus.
1-14
EDITING CONTROLS
When you are entering data for your payroll, you can conveniently make
changes or edit the contents. ZPAY 3 uses the standard IBM-PC/XT/AT
keyboard keys:
Cursor Movement
Arrow Key - Left
Moves the cursor to the left in the edit field.
Arrow Key - Right
Moves the cursor to the right in the edit field.
Arrow Key - Up
Moves the cursor to the previous edit field.
Arrow Key - Down
Moves the cursor to the next edit field.
Home Key
Moves the cursor to the extreme left side of an edit field.
End Key
Moves the cursor to the extreme right side of an edit field.
Page Down Key
Moves to the next data entry screen if more than one screen is available.
Page Up Key
Moves to the previous data entry screen if more than one screen is
available.
Escape [Esc] Key
Aborts and exits the data entry screen without saving your current entries.
1-15
Deleting Characters
Back Space Key
Deletes one character to the left of the cursor in the edit field for each
press of the key. Deletes multiple characters if the key is held down.
Delete Key
Deletes one character to the right of the cursor in the edit field for each
press of the key. Deletes multiple characters if the key is held down.
Ctrl + End Key
Deletes all characters to the right of the cursor in the edit field.
Mode Variations
Insert Key
Toggles character Insert Mode and character Overwrite Mode. The status
of the toggle is displayed on the screen.
- Insert Mode pushes existing characters to the right as you type.
- Overwrite Mode types new characters in place of existing characters.
Num Lock Key
Toggles the keypad between numeral use and cursor movement. The
status of the toggle is displayed on the screen.
Caps Lock Key
Toggles the character keys between lower case and upper case. The
status of the toggle is displayed on the screen.
1-16
Function Keys
F1 Key
Displays the help screen.
F2 Key
Displays the help screen in the employee data entry mode.
F3 Key
Displays a pop-up calculator available in many of the numerical data
entry fields.
F10 Key
Completes edit entries and save the data.
1-17
CUSTOMER SUPPORT
ZPAY Payroll System's Technical Support is provided by a professional
support company, Advanced Support Group, Inc. The hours of support
are 9 AM to 5 PM Monday through Friday, Central Time Zone.
In order to provide the best possible services to our customers, we have
designed four support plans for your selection.
Plan 1 - Telephone Support Via 900 Line
The telephone number for 900 support is 1-900-88-HELP-8. There is a
$2.00 per minute charge for this service, with the first 24 seconds free.
Plan 2 - Telephone Support Where A 900 Line Is Not Available
This is a subscription service for assistance. You may purchase a
technical support subscription for $50.00 per year from ASG. This
contract covers all of the ZPAY products. For this service, please contact
ASG direct at 1-314-256-3130.
Plan 3 - A Second Plan Where A 900 Line Is Not Available
Support can be provided and will be charged to your Visa or MasterCard
by ASG. The charge is $1.75 per minute, with a minimum charge of
$10.00, and will be charged at the end of the week. If you call and only
use several minutes on one day, and call the next day, the time will be
added together and billed at the end of the week. That number is also 1-
314-256-3130.
Plan 4 - Contact ZPAY By Mail or CompuServe
You may write to ZPAY directly for support by mail, or you may use
CompuServe. We do not charge for this support. We answer all letters
in the order they are received by first class mail. On CompuServe, we
respond daily to messages directed to us. Our CompuServe ID number
is 70040,645.
If you do not have a CompuServe account and would like to get one, see
the offer on the next page.
1-18
How To Reach ZPAY On CompuServe
Reaching ZPAY on CompuServe is no more difficult than using your
microwave or your automatic teller machine. If you have a computer,
communications software, and a modem, you can access ZPAY on
CompuServe worldwide.
Your free IntroPak tells you how to log in, enter your ID number and
password, and viola! You have a wealth of information at your fingertips
-- instantly! Have a specific question? Just type it in, no matter what
time of day or night it is, or what day of the week. You come back at
your convenience for the answer -- in most cases within 24 hours!
Best of all, when you are not using it, CompuServe doesn't cost you a
cent. There's no subscription fee. You only pay for the actual time you
use. If you want to save on-line time, you can use the free ATO
"AUTOSIG" program available on-line in the IBMCOM forum or the
TAPCIS CompuServe modem program available through shareware in the
TAPCIS forum.
For your free CompuServe IntroPak:
Phone CompuServe at 1-800-848-8199, or 1-614-457-0802 and ask for
Operator 162.
CompuServe will send you a free sign-up kit with $15.00 usage credit.
WARRANTY
The ZPAY 3 registered distribution disks are guaranteed for ninety days
from date of purchase. Any defective disks will be replaced free of
charge during this period.
INSTALLATION
2-1
INSTALLING ZPAY 3
Copy the Distribution Disks
Copy your ZPAY 3 distribution disks to make back-up copies to use for
installation. Do not use your original ZPAY 3 distribution disks for
installation. Use the copies and store the original disks in a safe place.
* If you are familiar with the procedure to copy disks, you can skip to
the installation procedure.
Have ready two double-sided double-density (DS-DD) blank floppy disks
formatted with the DOS format. Label one "ZPAY 3 - Disk 1" and the
other "ZPAY 3 - Disk 2".
* The blank formatted disks must be the same type as your ZPAY 3
distribution disks, either 5-1/4 inch or 3-1/2 inch disks.
Place a write-protect sticker over the notch on the side of your original
ZPAY 3 distribution disks to prevent any existing files from being
accidentally changed or erased. Use your computer's "DISKCOPY"
command to copy each disk:
Type "DISKCOPY A: A:" and press the [Enter] key. Follow the
prompts on the screen to copy the disks:
* The "source" disk is your original ZPAY 3 distribution disk, which
you applied the write-protect sticker. This is the disk you copy from.
* The "target" disk is your blank formatted disk. It is the disk you copy
to.
You will copy "Source" Disk 1 to "Target" Disk 1.
You will copy "Source" Disk 2 to "Target" Disk 2.
When you have made copies of both ZPAY 3 distribution disks, store
them in a cool, dry place. Use the copies for the installation.
2-2
Installation
Before you can use ZPAY 3 you have to use the "install" program it so
it will work properly on your computer.
Place your copy of ZPAY 3 "Disk 1" in your floppy drive "A".
Type "A:INSTALL" and press the [Enter] key.
The ZPAY 3 installation program will do several things that are necessary
for proper operation of the ZPAY 3 Payroll System:
* It will create a directory named "ZPAY3" on your hard disk. You will
be given the opportunity to use a different disk drive designation or
directory name, or accept the one it suggests.
* It will create and place the necessary program files onto your ZPAY
3 directory.
* It will examine to see if you have a "CONFIG.SYS" file on your root
directory.
- If one does not exist, it will create one containing these statements
which are required for ZPAY 3 to operate properly:
FILES = 16
BUFFERS = 20
- If one does exist, it will examine it for a sufficient amount of
"FILES" and "BUFFERS":
FILES = 16
BUFFERS = 20
If it finds files and buffers amounts greater than those, it will leave
them unchanged.
* It will notify you when the installation is completed.
2-3
First Start of ZPAY 3
From the DOS command line prompt on your screen, change to the
ZPAY3 directory by typing:
"CD\ZPAY3" (or CD\ and the name of your ZPAY 3 directory)
You can start the ZPAY 3 program from this directory by typing:
"ZPAY3" and press the [Enter] key.
When this is the first time you are starting ZPAY 3, you will be
requested for the password. This first time only type:
"LAUPREYAM" and press the [Enter] key.
It will ask if you want to change the password. This is your first
opportunity to establish different levels of password security.
It is very important that you assign the three passwords to be different
from each other. If any two, or all three, were the same, and the first
level password were detected on an entry to the second or third level, you
would not be allowed access.
You can change the passwords at any time by selecting from the Main
Control Menu, Utility, Password, and enter the code LAUPREYAM.
Type "Y" (for yes).
It will ask you to enter a different password for each of three levels.
Enter Password for level 1 ______
This is the minimum password level. The person with this password can
only access the "Main Control Menu" (and its Utility selections), and the
"Payroll Reporting Menu" (and all its selections). This password allows
checks, reports, lists, etc. to be printed.
2-4
This password level cannot access the "Payroll Entry Menu" nor the
"Data Edit Menu", since they contain confidential pay information about
the employees.
Type the password you want for access to this level of ZPAY 3, and
press the [Enter] key. You will be asked to enter the password for the next
level:
Enter Password for level 2 ______
This is the next higher password level. The person with this password
can access the "Payroll Entry Menu" as well as the accesses of Password
Level 1. This password allows pay information to be entered for the
employees, but does not allow access to employer or employee records.
This password level cannot access the "Data Edit Menu".
Type the password you want for access to this level of ZPAY 3, and
press the [Enter] key. You will be asked to enter the password for the next
level:
Enter Password for level 3 ______
This is the master password level. The person with this password can
access all menus, including the "Data Edit Menu".
Type the password you want for access to this level of ZPAY 3, and
press the [Enter] key.
You will then be shown the current date and asked if it is correct. This
date is to be the payroll period cut-off date so that printed reports will
reflect the proper pay periods.
Enter the date in the format: MM/DD/YY.
MM = Two digit designation for the month.
DD = Two digit designation for the day of the month.
YY = Two digit designation for the year.
2-5
When you enter the date and press the [Enter] key, the Main Control Menu
will be displayed:
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
Installation Completed
ZPAY 3 is installed and ready to use.
If you are not familiar with ZPAY Payroll Systems, you can take a test
drive using some sample payroll data we have included. This way you
don't have to learn how to use ZPAY 3 for the first time while using
your own payroll data.
Refer to these sections in this manual for additional information about
using ZPAY 3:
* Test Drive
* Starting a New Payroll
* Menus
MENUS
3-1
ZPAY 3 Menu Selections
Password Password Password
Level Level Level
2 1 3
│ │ │
│ │ │ Main Control Menu
╔═══╧═══════╧════════╧════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═══▐═══════▐════════▐══════╪═════════╪═══╝
▐ ▐ ▐ Date Stay
▐ ▐ ▐ File Exit
▐ ▐ ▐ Password
▐ ▐ ▐ Backup
▐ ▐ ▐ Restore
▐ ▐ ▐ Export
▐ ▐ ▐
▐ ▐ ▐
▐ ▐ ▐
▐ ▐ ▐ Data Edit Menu
▐ ▐ ╔═══════════════════════════════════╗
▐ ▐ ║ Tax Data files Utility Exit ║
▐ ▐ ╚═══╪═════════╪══════════╪═══════╪══╝
▐ ▐ Federal Employer Date Stay
▐ ▐ State eMployee File Exit
▐ ▐ Local Index
▐ ▐ Copy state Rework
▐ ▐ cOpy local
▐ ▐
▐ ▐
▐ ▐ Payroll Reporting Menu
▐╔══════════════════════════════════════════════════════════════════╗
▐║ Period Month Quarter Year Checks miSc Utility Exit ║
▐╚═══╪═══════╪══════╪══════╪═══════════╪═════════╪═════╪═════════╪══╝
▐ Single Month Quarter Yearly Checks Phone Date Stay
▐ Current Tax W2 forms Register Short File name Exit
▐ Active 1099forms No checks Long Change port
▐ cOmplete 1099 Totals bridGe laBels
▐ Employer bridgE Mail
▐ cosT
▐ Wide current
▐ wIde active
▐ wiDe complete
▐
▐
▐
▐ Payroll Entry Menu
╔══════════════════════════════╗
║ Pay Utilities Exit ║
╚════╪══════════╪══════════╪═══╝
Prepare Date Stay
Enter File name Exit
Add & post
3-2
NAVIGATING ZPAY 3 MENUS
You can move freely around in ZPAY 3 using the menu selections.
There is more than one way you can make selections from these menus.
* Press the CAPITALIZED letter of the menu selection.
This is the fastest way of making selections from the menu. Just
press the capitalized letter of the menu selection and that selection is
made.
* Move the cursor to the menu selection.
Mouse
Use a mouse to move the cursor to a menu selection. Click the left
button and the selection is made.
Keyboard
Press the arrow keys to move the cursor to the selection you want
and press the [Enter] key. A brief description of each selection's
function will be displayed above the menu as the cursor moves across
the selections. Also the path and file name you are currently working
within will be displayed above the function descriptions
3-3
Main Control Menu
This is the first menu displayed when you start ZPAY 3. It is accessible
by all password levels.
Work file: C:\ZPAY3\XXXXXX
Xxxx xx xxxx xxxxxx
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═══════════════════════════╪═════════╪═══╝
Date Stay
File Exit
Password
Backup
Restore
Export
Work file: C:\ZPAY3\XXXXXX
This identifies the payroll file you are currently working with. It will be
displayed for all the major menus so you always know which file you are
working on.
C:\ZPAY3
This is the path (drive and directory) where the ZPAY 3 files are
located on your computer.
\XXXXXX
We used the "X's" in this manual to represent the name of the
payroll file you are currently working on. The name must conform
to the DOS rules of eight characters maximum for file names. (Refer
to your computer's DOS manual for file name rules.)
We recommend you use the default name "ZPAY" or something like
"PAYROLL". However, CPA's may want to use clients' descriptive
names such as, "ACME" for Acme Plumbing Co.
Xxxx xx xxxx xxxxxx
This is a brief description of the menu selection that the cursor resides
upon. We used "X's" in this manual to represent the description.
Edit
You must have a Level 3 password to get access to the "Data Edit
Menu". Refer to Page 3-7 for the description of this selection.
3-4
Reports
The minimum password Level 1 (or higher) can get access to the "Payroll
Reporting Menu". Refer to Page 3-13 for the description of this
selection.
Pay
You must have a Level 2 (or higher) password to get access to the
"Payroll Entry Menu" selection. Refer to Page 3-21 for the description
of this selection.
Utility
Use this utility for changing: dates, files, passwords, and: backing-up,
restoring, and exporting the payroll data.
Date
Use this to change the payroll cut-off date.
File
Use this for selecting a different payroll file.
Password
Use this to change the password access level.
Backup
Use this to backup your payroll data files to floppy disk.
Restore
Use this to restore payroll data files from your back-up disks. You
can use this to restore damaged or corrupted payroll data files.
CAUTION: You must have the full drive and path name as your
work file in order for the restore function to copy your payroll data
files from the backup floppy disk into the proper ZPAY 3 program
directory on your hard disk. If you have only your work filename
assigned, without the full path, the files will be restored to the root
directory on your hard disk (instead of the proper ZPAY 3 directory).
You can find the complete path name and work filename displayed
above the menu bar in each section of ZPAY 3. ZPAY 3 does not
create directories on your hard disk. You must create directories on
your hard disk for ZPAY 3 to restore data into. Be sure you have
already created any directories for data files before you use the
restore option.
3-5
Export
Use this to export your payroll data for further importing by other
computer programs. The export format is the standard comma quote
delimited type.
Exit
Use this selection to exit out of the ZPAY 3 program.
Stay
This selection allows you to stay in this menu.
Exit
This selection exits out of the ZPAY 3 program.
3-6
(This page is blank to correspond with the
registered user's manual, from which this
manual was converted for disk publication.)
3-7
Data Edit Menu
Use this selection to create, edit, or copy your tax tables. You must have
a Level 3 password to make this selection.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══╪═════════╪══════════╪═══════╪══╝
Federal Employer Date Stay
State eMployee File Exit
Local Index
Copy state Rework
cOpy local
Tax
These are the tax tables you must create for each payroll. They are
necessary for properly taxing the employees.
Federal
The 1st tax table you must fill-in. This tax table must be up to date
with the current federal tax booklet.
State
The 2nd tax table you must fill-in if there are any state taxes
applicable.
Local
The 3rd tax tables you must fill-in if there are any city, county, or
municipal taxes applicable.
Copy State
Use this to copy your existing state tax tables to make a different
payroll file.
These selections ("Copy State" and "Copy Local") are provided for
CPA's and Accountants to be able to create new payroll files without
having to enter the Tax Tables information again.
Copy Local
Use this to copy your existing local tax tables to make a different
payroll file.
3-8
Data files
Use this to create or edit payroll data files for the employer and
employees.
Employer
This is where you enter the employer's name, address, tax numbers,
department labels, deductions, etc.
Employee
This is where you enter new employees' number, name, exemptions,
hours, etc.
Employee Numbers
Here are some tips about assigning employee numbers for your
payroll:
* Department Employee Number Series
You can use employee numbers to designate the department
that each employee belongs. Give each of your departments
a number series containing enough digits to include the largest
number of employees in any department. Example:
100 through 199 = Administration Dept.
200 through 299 = Accounting Dept.
300 through 399 = Engineering Dept.
400 through 499 = Manufacturing Dept.
500 through 599 = Warehouse Dept.
When you print checks, reports, etc. you can print them in
groups by department. Just enter the employee's number for
the "First Record" to "Start printing with:" and the employee's
number for the "Last Record" to "End printing with:" for the
employees in a specific department. Repeat the same
procedure for the employees in the next department, ...and so
on.
3-9
* Consecutive Employee Number Series
If you do not use the department employee number series, but
instead use a consecutive employee number series, then you
must use zeros in front of the numbers with less digits than
the largest number.
Use zeros in front of your employee numbers so that all the
employee numbers for the entire payroll contain the same
quantity of digits. Example:
If you start your numbering consecutively from "one" enter
the numbers in this manner: "001, 002, 003, 004, 005", etc.
through "023". The numbers will be sorted in the same order:
001
002
003
004
005
006
007
008
009
010
011
012
013
014
015
016
017
018
019
020
021
022
023
3-10
However, if you start your numbering consecutively from
"one" and you were to enter the numbers in this manner: "1,
2, 3, 4, 5", etc. through "23", the numbers will be sorted in
this order:
1
10
11
12
13
14
15
16
17
18
19
2
20
21
22
23
3
4
5
6
7
8
9
So, be sure to use the "0" prefixes if you use consecutive
numbering to make the sorting useful.
3-11
Utility
Use this utility to change payroll dates or payroll files.
Date
Use this to change the payroll cut-off date.
File
Use this to change to different payroll data files.
Index
Use this to rebuild a damaged or corrupted payroll data file index.
NOTE!
We recommend you use this selection
after extensive editing where
employees' names and numbers have
been changed.
Rework
Use this only at the end of the payroll year. It will close out all the
totals on all employees, and it will permanently delete inactive or
unemployed personnel.
YOU MUST USE THIS TO CLOSE OUT A PAYROLL AT THE END
OF ITS YEAR BEFORE YOU START A NEW PAYROLL. This
prevents the previous year's figures from carrying over to the new
payroll.
Exit
Use this selection to exit back to the "Main Control Menu".
Stay
This selection allows you to stay in this "Data Edit Menu".
Exit
This selection exits out of this "Data Edit Menu".
3-12
(This page is blank to correspond with the
registered user's manual, from which this
manual was converted for disk publication.)
3-13
Payroll Reporting Menu
Use this selection for listing and printing reports of the payroll data.
This selection is accessible by all password levels.
Payroll Reporting Menu
╔══════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚═══╪═══════╪══════╪══════╪═══════════╪═════════╪═════╪═════════╪══╝
Single Month Quarter Yearly Checks Phone Date Stay
Current Tax W2 forms Register Short File name Exit
Active 1099forms No checks Long Change port
cOmplete 1099 Totals bridGe laBels
Employer bridgE Mail
cosT
Wide current
wIde active
wiDe complete
This Payroll Reporting Menu gives you a very flexible way of printing
your reports, checks, W-2's, etc. When you make a selection for
printing, you will be prompted on the screen for the record you want to
start printing with and the last record you want to end printing with:
Start printing with: First Record
End printing with: Last Record
ZPAY 3 defaults to start printing with the first record in your selected
file and to end printing with the last record in your selected file.
However, ZPAY 3 gives you the flexibility to start and end the printing with
specific records if you want.
* If the paper were to run out in your printer, or get torn, you can
resume printing with the next record in line when the printer paper
is restored.
All you have to do is over-type the name (or number) of the next
record in line for "Start printing with:". You can leave the "End
printing with:" to be "Last Record" to continue printing to the end of
the records.
* If you want to begin a printing session with a selected range of
records, just over-type the beginning and ending record name (or
number).
3-14
ZPAY 3 also provides for printing with different types of printers. It will
prompt you for a reply about the printer type you are using:
Are you using a LaserJet or compatible printer? (Y/N)
* Type "Y" (for Yes) and press [Enter] if you are going to use a LaserJet
or compatible laser printer.
* Type "N" (for No) and press [Enter] if you are going to use a dot-matrix,
daisy wheel, or any non-laser printer.
"Init string" codes are displayed to allow you to change the printing
characteristics if you want. The default codes should apply in most cases.
If you are not familiar with the codes your printer uses, it would be best
to leave the default codes as they are.
Init string:
* These are the default initializing codes for Epson dot-matrix printers
(non-laser printers). This "init" code selects compressed print for the
printer.
The codes for laser printers are built-in to ZPAY 3 and are not
displayed.
Exit string:
* These are the corresponding default exit codes for Epson dot-matrix
printers. This "exit" code returns the printer to 10 characters per inch
(cpi) printing.
As for the "init" codes, the ones for laser printers are not displayed.
ZPAY 3 will also ask you to select the order you want your records
printed, by name or by number.
* Enter "N" if you want your records printed in order of last names.
* Enter "C" if you want your records printed in order of code numbers.
3-15
Period
This selection is applicable for the last pay period entered. Use it to
print the different types of reports listed below.
We recommend you always print at least the Employee Report and the
Employer Report each time.
Single
Data of one individual employee.
Current
Data of all employees that were paid this pay period.
Active
Data of all employees except those marked as unemployed.
Complete
Data of all employees, including those marked as unemployed.
Employer
Data of the complete payroll information compiled from the
employee records.
Cost
Data of the cost accounting totals of each department.
Wide current
Same as "Current" above, but it will print on two lines across a
page. It allows more employees to be listed on each page.
Wide active
Same as "Active" above, but it will also print on two lines across
a page.
Wide complete
Same as "Complete" above, for printing on two lines across a
page.
3-16
Month
This reports information by month-to-date.
Month
This selects the month-to-date report.
Quarter
This reports information by quarter-to-date.
Quarter
This selects the quarter-to-date report.
Tax
You can use this report for filling in the 941 forms for completing
the FUTA, SUTA, and federal liabilities.
Year
This reports information by year-to-date.
Yearly
This selects the year-to-date report.
W2 forms
Use this to print the W2 forms at the end of the year. It will print
on standard forms available from most computer form suppliers.
There is an option to change the top and left margins when you
are printing W2 forms on the HP LaserJet printer. It is important
that the printing is not in the red area on the form.
The default for the top margin is 270 decipoints and for the left
margin the default is Column 3. You can adjust both of these
positions in the display that appears just before printing the forms.
1099 forms
Use this to print the forms of non-employee workers.
3-17
1099 Totals
Use this to print reports of the total amount paid to non-employee
workers.
Checks
Use this to print checks.
Checks
Use this selection to print the paychecks.
Register
Use this selection to print a register of the paychecks (after the
paychecks have been printed). If you are not going to print the
checks, you must use the "No checks" selection before you can
print only the register.
No checks
Use this selection first when you do not want to print checks, but
only the register. If you are not going to print checks, you must
use this selection before you can print the register.
Bridge (bridGe) ASCII File
Use this selection if you want to export the payroll data into an
ASCII file to be used for importing by other programs. Many
general ledger programs are capable of importing data from
programs such as ZPAY 3.
This selection will create an ASCII file and name it
BRIDGE.ASC. The file is a "comma delimited" file that contains
the following information in the following order:
1. Employee number
2. Employee name
3. Employee check number
4. Date paid
5. Regular pay for period
6. Bonus pay for period
7. Commission pay for period
8. Vacation pay for period
3-18
9. Reported tips for period
10. Collected tips for period
11. Federal tax for period
12. FICA for period
13. Medicare for period
14. State tax for period
15. Local tax for period
16. SDI tax for period
17. Mis. deduction 1 for period
18. Mis. deduction 2 for period
19. Mis. deduction 3 for period
20. Mis. deduction 4 for period
21. Mis. deduction 5 for period
22. Mis. deduction 6 for period
23. Net pay for period
If you use the finance program Quicken, and you want to convert
the ASCII bridge data from ZPAY 3 for use with Quicken, a
utility program for that is available form the "Public (software)
Library". They will sell a copy of the program for $5.00, which
will cover the cost of the disk and postage. If you want to order
by telephone with MasterCard or Visa, the charge is $9.00. Ask
for the "ZPAY 3 to Quicken" conversion utility. You can contact
them at:
The Public (software) Library
P.O. Box 35705
Houston, TX 77235-5705
(800) 242-4442
3-19
Bridge (bridgE) WKS Spreadsheet File
Use this selection if you want to export the payroll data into a
".WKS" file format for use with spreadsheet programs. Some well
known spreadsheet programs are Lotus 123, SuperCalc, and As-
Easy-As. The file conversion routines for this were provided to
ZPAY by TRIUS, Inc., the makers of As-Easy-As. This is a great
spreadsheet program with a very reasonable price. If you do not
have a spreadsheet program, and are interested in one, you can
contact the following for information:
TRIUS, Inc.
231 Sutton Street
Suite 2D-3
North Andover, MA 01845
(508) 794-9377
Misc
Use this for printing various types of listings of employees.
Phone
This prints a list of employees along with their telephone numbers.
Short
This prints a list of employees and their employee numbers. You
can post the list next to a time clock.
Long
This prints a listing of the employees personal data.
Labels
This prints labels for payroll envelopes.
Mail
This prints mailing labels of each employee.
3-20
Utility
Use this utility for changing payroll dates and payroll files.
Date
Use this to change the payroll cut-off date.
File name
Use this to select a different payroll file.
Change Port
Use this to select the printer port on your computer to which your
printer is connected. Choose the port for each payroll file you
create. You can choose ports from LPT1, LPT2, or LPT3.
Exit
Use this selection to exit back to the "Main Control Menu".
Stay
This selection allows you to stay in this "Payroll Reporting Menu".
Exit
This selection exits out of this "Payroll Reporting Menu".
3-21
Payroll Entry Menu
Use this selection to do the entering and posting for your payroll. You
must have a Level 2 (or higher) password to make this selection.
Payroll Entry Menu
╔══════════════════════════════╗
║ Pay Utilities Exit ║
╚════╪══════════╪══════════╪═══╝
Prepare Date Stay
Enter File name Exit
Add & post
Pay
Use this selection to enter payroll data.
Prepare
This selection will "zero-out" the current pay period figures so you
can enter new payroll data. It also clears out the old month-to-
date and quarter-to-date figures on the first payday of a new month
or quarter. At the beginning of a new month-to-date or quarter-to-
date the system will check the last date paid and automatically
change the m-t-d and q-t-d totals.
CAUTION
If you did not print your Quarterly Reports on
the last payday of a quarter, DO NOT SELECT
PREPARE! If you do, Prepare will erase the
data for the Quarterly Report!
Use the [Esc] key to back out of this "Pay"
selection. Exit this Payroll Entry Menu and
select the Payroll Reporting Menu to print your
Quarterly report. Then return to this "Pay"
selection to select "Prepare".
3-22
Enter
Use this selection to enter employees' personal information, hours
worked, commissions, dependents, etc.
Add & post
Use this to add and post the information, after you have
completed entering the information above.
Utilities
Use this utility to change payroll dates and payroll file names.
Date
Use this to change the payroll cut-off date.
File name
Use this to enter different payroll file names.
Exit
Use this selection to exit back to the "Main Control Menu".
Stay
This selection allows you to stay in this "Payroll Entry Menu".
Exit
This selection exits out of this "Payroll Entry Menu".
TEST DRIVE
4-1
TEST DRIVE
We have included a sample payroll file that you can use to "test drive"
ZPAY 3 to get a feel of how it works. You can look it over, kick the
tires, and actually drive it without using your actual payroll data. Sample
information has already been entered, except for the addition of one
employee ... you. You will have the opportunity to see operation with
existing data, and also you can interact and add data yourself!
There are certain things that you must already have done before you can
run this test drive:
* Completed the installation.
* Established your three levels of passwords.
During this test drive you will see how to do these things to run a payroll
for your company:
* Start ZPAY 3 (Page 4-2)
* Enter your level password (Page 4-2)
* Select a payroll file name (Page 4-3)
* Review the tax tables (Page 4-4)
* Review the data files (Page 4-8)
* Enter a new employee (Page 4-12)
* Enter payroll period data (Page 4-16)
* Print the paychecks (Page 4-25)
* Print a payroll report (Page 4-29)
* Save and copy the payroll (Page 4-31)
4-2
OK! Test Drive ZPAY 3!
* Start ZPAY 3
When you have the DOS command line prompt on your screen, and
have changed to the ZPAY3 directory, you can start the ZPAY 3
program by typing:
ZPAY3 and press the [Enter] key.
Refer to the Getting Started section in this manual and your
computer's DOS operation manual for more information about
prompts, commands, and directories.
* Enter Your Level Password
For this test drive you will need the highest level password, Level 3,
because you will be going into the restricted areas of ZPAY 3. So,
enter your Level 3 Password and press the [Enter] key.
* Enter the Payroll Cut-Off Date
After you enter your password, ZPAY 3 displays a date on the screen
and asks you if this is correct. The date asked about is the cut-off
date of your payroll.
For this test drive, enter the date that is the last day of this month.
Just type the date in the format "MM/DD/YY" (Month/Day/Year as
two digits, such as: 01/01/90 for January 1, 1990) and press the [Enter]
key. Type the letter "Y" (for Yes) where it asks if that date is
correct.
The program will automatically display the Main Control Menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
4-3
* Select a Payroll File Name
You need to select a specific payroll file name to work on. In this
test drive we have provided you with a hypothetical sample payroll
using the file name SAMPLE. Here's how to use it:
- Select Utility
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═══════════════════════════╪═════════════╝
Date
File
Password
Backup
Restore
Export
- Select File
Notice that the default file name is ZPAY, appearing at the
prompt for the file name. But we want you to use the sample file
we have provided. So, you need to look at a "pick" list of file
names.
- Press the [F1] key for a list of existing payroll file names.
Move the highlight bar to the file name SAMPLE.EMR (if it is
not at that position already).
- Press the [Enter] key.
Your selection of the file SAMPLE.EMR now replaces the
default ZPAY file name.
- Press the [Enter] key again.
You will be placed back on the Main Control Menu.
4-4
* Review the Tax Tables
You get to a payroll's tax tables by using the Data Edit Menu. You
will need a Level 3 password to get access to this menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
- Select eDit
The Date Edit Menu will be displayed.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══════════════════════════════════╝
- Select Tax (from the Data Edit Menu)
Now you can see the selections you use to create or edit Federal,
State, and Local tax information.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══╪═══════════════════════════════╝
Federal
State
Local
Copy state
cOpy local
4-5
- Select Federal
The first page of the Federal Tax is displayed. The number of
pages for this table is displayed at the top of the screen. These
figures are taken from the Circular E booklet of the Internal
Revenue Service.
You can browse through these pages by pressing the [Page Down]
key. If you have a Circular E booklet handy, you can compare
the figures to see where they came from. These are the figures
ZPAY 3 uses in computing various pay period pay rates.
Remember, all these figures are entered as yearly figures.
When you have finished looking over these Federal tax figures,
press the [F10] key to exit back to the Data Edit Menu, with the
cursor poised on Tax. Press [Enter] again to re-display the
selections available under Tax.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══╪═══════════════════════════════╝
Federal
State
Local
Copy state
cOpy local
4-6
- Select State
The first page of the State tax tables is displayed. We have
already filled in this sample tax table as it would apply for the
state of Illinois. Notice that Illinois uses a percentage of the
gross pay for its tax computations. Also, notice that $1,000 is
deducted from the gross pay for each dependant before the tax is
computed.
Just like the Federal tables, you can browse through the pages by
pressing the [Page Down] key.
Notice that the last page is for California only. (If you were to
enter California in the state name and CA in the state
abbreviation, the bottom half of the page would be disabled since
it does not apply to California.)
When you have finished looking over these State tax figures,
press the [F10] key to exit back to the Data Edit Menu, with the
cursor poised on Tax. Press [Enter] again to re-display the
selections available under Tax
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══╪═══════════════════════════════╝
Federal
State
Local
Copy state
cOpy local
4-7
- Select Local
The Local tax tables are presented in the same manor as the
Federal and State that you just looked over. You can look these
over in the same way you did for the others, and exit back to the
Data Edit Menu.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══════════════════════════════════╝
4-8
* Review the Data Files
- Select Data files
Now you can see the selections you use to create or edit information
for the employer and the employees.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═════════════╪═════════════════════╝
Employer
eMployee
4-9
- Select Employer
This sample employer is our own ZPAY Payroll Systems, Inc.
The first page displayed contains the identity, name and address,
etc. information about this employer.
Press the [Page Down] key to look at the next page. It has the
company code and departments information. As you can see, we
have used several of the entries.
The last entry is Non-Employee Workers. This will be the label
for your 1099 form for reporting this type of worker.
Important!
Any "Non-employee" label
must reside in the last entry!
Press the [Page Down] key to go to the next page, which is for
miscellaneous deductions. Our sample uses this for medical
deductions. (It could also be used for a health insurance
program.) Notice we have listed the last entry here also as Non-
employee Pay. Remember, any Non-employee label must be the
last entry.
When you have finished looking over these entries for Employer,
press the [F10] key to exit back to the Data Edit Menu, with the
cursor poised on Data files. Press [Enter] again to re-display the
selections available under Data files.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═════════════╪═════════════════════╝
Employer
eMployee
4-10
- Select eMployee
The program will ask you to choose the sorting order for the
listing of employees, by name (N) or by employee number (C).
This determines the order that they will be displayed. For our
sample test drive, select "C" for employee number (code) order.
The employee information is not displayed yet, but a menu bar is
at the bottom of the screen. Now you can browse through some
sample employee records we have entered for you.
Next
Press "N" for "Next" and you will see a display of the first
employee record in our sample list. You can browse through each
of the employees in turn by pressing "N" for "Next".
Edit
Now we are going to show you the Edit selection feature so you
can see how it works. Press "E" for "Edit". A cursor highlights
the first entry of the employees record.
This first page allows you to change information about the
employee as well as the employee's pay basis.
Now watch this! You have the assistance of on-screen help while
you are in these records.
- If you press the [F1] key, it will display a listing of keys you
can use to move around and edit these entries.
- If you press the [F2] key, it will display a brief help message
about what kind of entry ZPAY 3 allows at this cursor
location. Move from entry to entry and press the [F2] key as
you pause on each one. (Names and addresses, etc. usually
will not display help because these are the kind of entries that
only you would know what to enter.)
4-11
- If you press the [F3] key when the cursor is on an entry
requiring numbers, it will display a calculator for your
convenience.
When you have become familiar with each item on this first page,
press the [Page Down] key to move to the next page.
If you were starting to use ZPAY 3 to set up a payroll after the
first of the fiscal year, this page and the next are the ones you
would use to convert from another payroll system.
The second page allows you to change the payroll's monetary
information for the current pay period, Month-To-Date, Quarter-
To-Date, and Year-To-Date. You will see a column for a
miscellaneous deductions amount that is labeled "Constant". It
allows you to have a repeating deduction that will be deducted
each payday.
Press the [Page Down] key to move to the third page. This page
allows you to change the hours and commissions for this
employee. This is similar to the data on the previous page.
You can page through these same pages again by pressing the
[Page Down] or the [Page Up] keys, if you wish.
When you are through looking over these pages, press the [F10]
key to exit back to the menu bar at the bottom of the screen.
We have already entered three common types of employees for
you: salaried, hourly, and commissioned. Now we want you to
enter the last type which is the non-employee worker, such as
contract or temporary help. This will be you!
4-12
* Enter a New Employee
Add
Select Add. Follow the cursor and enter the appropriate
information at each entry that applies to you. Press the [F2] key
at each entry to display help about certain ones.
- Employee No:
Type in "104" and press the [Enter] key. (The last number we
used for these sample records was 103.)
- Marital Status Fed:
Press [F2] to display the type of entry ZPAY 3 allows. Type
in the entry that applies to your marital status. Press
the [Enter] key.
- State:
Same thing here. Type in the entry that applies to your marital
status for State, and press the [Enter] key.
- Pay Period:
Type "52" and press [Enter]. You have just made yourself a
weekly-paid worker.
- Last Name:
Type in your last name and press [Enter].
- First Name:
Type in your first name and press [Enter].
- Street:
Type in your street address (where you live) and press
[Enter].
- City:
Type in the name of the city where you live and press
[Enter].
- State:
Type in the two letter abbreviation of the state where you live
and press [Enter].
4-13
- Zip:
Type in the zip code of your address (with four digit extension
if you have one) and press [Enter].
- Phone:
Type in your area code number first, then your telephone
number and press [Enter]. (You do not have to type in the dash,
just the numbers.)
- SSAN:
Type in your Social Security Account Number and press
[Enter]. (You do not have to type the dashes, just the numbers.)
- Date Employed (MM/DD/YY):
Type in today's date and press [Enter]. (Use two digit numbers for
the date, month first, day, the year, such as "01/01/90" and you
do not have to type in the slashes, just the numbers.)
- Cost Accounting Code: 0
Type in "10" and press [Enter] for this code. (We use "10" for
this non-employee code.)
- Pay Rate: 0.00
Don't type an entry here, leave it blank for a non-employee.
Press [F2] to see what types of entries would be used for other
employee types. Just press [Enter] to scroll through the next
entries.
- Overtime Rate One: 0
Don't type an entry here either for a non-employee.
Press [Enter].
- Rate two: 0
Don't type an entry here either for a non-employee.
Press [Enter].
- Number of Exemptions Federal:0
Don't type an entry here, leave it as zero and press
[Enter].
4-14
- State: 0
Don't type an entry here, leave it as zero and press
[Enter].
- Exempt from W/H? (Y/N)
Type "Y" for Yes, and press [Enter]. (Non-employees are exempt
from the following deductions also.)
- FICA:
Type "Y" for Yes, and press [Enter].
- Federal:
Type "Y" for Yes, and press [Enter].
- State:
Type "Y" for Yes, and press [Enter].
- Local:
Type "Y" for Yes, and press [Enter].
- SDI:
Type "Y" for Yes, and press [Enter].
- Additional W/H Federal: 0
Don't type an entry here, leave it as zero and press
[Enter].
- Additional W/H State: 0
Don't type an entry here, leave it as zero and press
[Enter].
- Employee Type - H, S, C, N, or U:
Enter "N" for non-employee and press [Enter]. The cursor returns
to the top of the page on the first entry you made.
[F10]
Press [F10] to save the information you just entered. The cursor
is returned to the menu bar at the bottom of the screen. You've
just entered yourself as a new employee into the records of the
test drive sample files!
4-15
If you want to review what you have just entered, press "E" to
edit. Press [Enter] to scroll within the page, and [Page Down] to
scroll to the next pages. You can even make changes to your
entries. If you do make any changes, just be sure to press [F10]
to save the information again.
- Quit
Press "Q" to quit this employee data entry. You will be
returned to the Data Edit Menu.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══════════════════════════════════╝
Then press "E" twice to exit back to the Main Control Menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
4-16
* Enter Payroll Period Data
Now you are going to run the payroll for this pay period. You will
be entering the employees' work information that ZPAY 3 uses to
calculate their pay for this pay period. You will use the "Pay"
selection from the Main Control Menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
- Select Pay
The Payroll Entry Menu will be displayed.
Payroll Entry Menu
╔══════════════════════════════╗
║ Pay Utilities Exit ║
╚══════════════════════════════╝
- Select Pay (from the Payroll Entry Menu selections)
You must have a Level 2 (or greater) password to be able to
access this selection, because it contains personal information
about the employees.)
Now, the next selections must be done in a 1, 2, 3 order:
1st: You Prepare
2nd: You Enter
3rd: You Add & post
4-17
Payroll Entry Menu
╔══════════════════════════════╗
║ Pay Utilities Exit ║
╚════╪═════════════════════════╝
Prepare
Enter
Add & post
- Select Prepare
There is nothing for you to enter with this selection. When you
select Prepare, it automatically clears-out any existing payroll
figures to clear the way for the payroll entries for this pay period.
It automatically places the cursor on the Enter selection, ready
for you to select.
CAUTION
If you exit this Payroll Entry Menu for
any reason and then return to it, do NOT repeat
the Prepare selection again. It would clear
out all the totals you just completed for this
payroll period.
4-18
Payroll Entry Menu
╔══════════════════════════════╗
║ Pay Utilities Exit ║
╚════╪═════════════════════════╝
Prepare
Enter
Add & post
- Select Enter
ZPAY 3 allows you to select the order of sorting the employees'
records, either by their last names or by their employee numbers.
For your convenience, you can select the order in which the
records will be displayed, depending on how your employees'
time cards are sorted.
Since you do not have any time cards for this test drive, select
"C" for employee number. The first employee's number record
appears on the screen.
Notice that you have two windows of information about this
employee. The window on the left contains personal information,
and the window on the right contains payday information. The
date at the bottom of the right window tell you when this
employee was last paid.
You can browse through the employees by pressing "N" (for
Next) and "P" (for Previous).
You can search for a particular employee's record by pressing "F"
(for Find).
Now you're ready to start entering information for this payroll.
The first record will be an example of a salaried employee, the
second commissioned, the third hourly, and the fourth is you ..
non-employee help.
4-19
Salaried Employee
Press "E" (for Enter). The cursor goes to the left window poised
at the entry for Regular Hours Worked.
Since this is a salaried employee, you do not need to enter his
hours worked (or overtime). You could enter his hours worked
or overtime if you wanted a record of them. But they are not
needed for calculation of his base pay since it is the same amount
each payday until his salary is changed. The rest of the entries in
this left hand window are already filled in from the employee's
data that was previously entered through the Data Edit Menu.
Press [Page Down] to move to the right hand window. Notice
that his Pay Rate amount was carried over from the left window
to the right window. However, his deductions such as taxes, etc.
have not been made yet. Press the [F9] key now, to have ZPAY
3 make those calculations for you and display his net pay.
That's all you have to do to enter payroll information for a
salaried employee ... except now you must save it. Press [F10] to
save this employee's information, and you're placed back on the
menu bar at the bottom of the screen.
4-20
Commissioned Employee
Press "N" for the next employee's payroll record. She is an
employee who is paid a commission in addition to her base salary.
Press "E" to enter her commission information. Use the arrow
key to move to the "Commission Paid" entry. We can use this as
a good example to show you how to use the built-in calculator.
Calculator:
Press [F3] to pop up the calculator on the screen. For example,
let's say this employee has $15,000.00 in sales, and gets a
commission of 4%. In the calculator, enter "15000", press the [*]
key for multiplication and then enter "4", and press the [%] key
for the answer. You will see a result of "600" in the calculator
window. Now all you have to do to paste this answer in the
"Commission Paid" entry (where you moved the cursor) is to
press the [F10] key. Do this now and watch it work for you!
Now use the [Page Down] key to move over to the right window.
As you can see we have the salary and commission, but no
deductions have been made yet. Press the calculate key [F9] to
calculate her net pay. Don't forget to save this information by
pressing the [F10] key. Again, you are placed back on the menu
bar at the bottom of the screen.
4-21
Hourly Employee
Press "N" for the next employee's payroll record. She is an
employee who is paid by the hour.
Press "E" (for Enter). The cursor goes to the left window poised
at the entry for Regular Hours Worked. Type in "40" for the
regular hours she worked and press the [Enter] key. The cursor
automatically moves to the next entry "Overtime One Hours
Worked". Type in "5.75" for her Overtime One hours and press
[Enter] again. That's all you need to enter on the left window, so
press [Page Down] to move to the right window so you can have
ZPAY 3 calculate her pay. Press [F9] to calculate her pay, press
[F10] to save it, and you're done. See how simple it is!
4-22
Non-employee
Hey, that's you! You are going to pay yourself $475.00 for some
contract work you did.
Press "N" (for Next) to display the non-employee record you
made for yourself in the Data Edit Menu.
Press "E". Since you are a non-employee, there is no information
for you to enter in the left window. Press [Page Down] to go
directly to the right page. Notice that the cursor will be
automatically placed on the "Non-employee" position.
Now, here is where a non-employee entry is different than those
for employees: Enter the amount as a minus number since it is
a negative deduction. This will make it a positive number for the
"Net Pay".
Enter "- 475.00" at the "Non-Emp." entry and press [Enter]. You do
not press the [F9] key to calculate since the correct amount is
already shown in the "Net Pay". Furthermore, if you DO press
the [F9] key, it will erase the entry you made. Just press [F10]
to save it and you are back on the menu bar at the bottom of the
screen.
Press "Q" to quit and back out to the Payroll Entry Menu.
You will be automatically placed on Pay at the Enter selection
4-23
Payroll Entry Menu
╔══════════════════════════════╗
║ Pay Utilities Exit ║
╚════╪═════════════════════════╝
Prepare
Enter
Add & post
- Select Add & post
You must use this selection after the Pay entries are completed.
This function adds the totals of the pay entries you just
completed. If you do not use Add & post, the totals for your
Month-To-Date, Quarter-To-Date, and Year-To-Date reports will
not reflect this payroll.
CAUTION
If you did exit this Payroll Entry Menu
and then return to it to add or change payroll
information WITHOUT HAVING PRINTED
THE CHECKS AND REPORTS, do not repeat
the Prepare selection. It would clear out all
the totals you just completed for this payroll
period.
CAUTION
If you did exit this Payroll Entry Menu
and then return to it AFTER PRINTING THE
CHECKS AND REPORTS, you DO repeat the
Prepare selection. You must clear out all
the totals you just completed for this payroll
period, or the SAME checks would be printed
AGAIN!
4-24
OK, now you have entered all the employees' information so they
can be paid for this pay period. Now you are ready to print their
paychecks.
Payroll Entry Menu
╔══════════════════════════════╗
║ Pay Utilities Exit ║
╚══════════════════════════════╝
Press "E" twice to return to the Main Control Menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
4-25
* Print the Paychecks
You print the pay checks and payroll reports from the Payroll
Reporting Menu, which is accessed from this Main Control Menu.
You need only the minimum Level 1 (or greater) password to access
this menu.
You will need to select the printer port your printer is connected to,
in order for ZPAY 3 to be able to send the data to your printer.
Make sure that your printer is loaded with paper to print these test
drive paychecks. We recommend you do not load your regular blank
paychecks for this test drive. Plain paper will do for this purpose.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
- Select Reports (from the Main Control Menu).
This selection displays the Payroll Reporting menu.
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚════════════════════════════════════════════════════════════════╝
Select Utility (from the Payroll Reporting Menu).
Select Change port from the Utility menu.
Select the port that your printer is connected to. If you do not
know, you can select LPT1, since many computer systems have
their printer connected to that port. ZPAY 3 will return you to the
Payroll Reporting Menu.
Select Checks (from the Payroll Reporting Menu)
4-26
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚═══════════════════════════════════╪════════════════════════════╝
Checks
Register
No checks
bridGe
bridgE
Select Checks (under the Checks selection)
You will be asked to enter some information about printing your
paychecks:
-Enter the starting check number:XXXX
Accept the number displayed for this test drive by pressing
[Enter].
-Are your check numbers pre-printed? (Y/N)
Type "N" for No and press [Enter]. You can see how ZPAY 3 prints
the check numbers on the checks for this example.
-Enter a comment if desired:
Type "This check is NOT NEGOTIABLE - It is a TEST" and
press [Enter]. It will prevent these test drive checks from being
used, even if they are on plain paper! You should destroy them
when you are through with this test drive.
-Are you using a LaserJet or compatible printer? (Y/N)
Type "Y" (for Yes) and press [Enter] if you are going to print these
test drive checks on a LaserJet or compatible laser printer.
Type "N" (for No) and press [Enter] if you are going to print these
test drive checks on a dot-matrix, daisy wheel, or any non-laser
printer.
-Init string:
These are the default initializing codes for Epson dot-matrix
printers (non-laser printers). This "init" code selects compressed
print for the printer.
4-27
The codes for laser printers are built-in to ZPAY 3 and are not
displayed.
-Exit string:
These are the corresponding default exit codes for Epson dot-
matrix printers. This "exit" code returns the printer to 10
characters per inch (cpi) printing.
As for the "init" codes, the ones for laser printers are not
displayed.
Press [F10] to continue.
Then you will be asked to select the way you want the paychecks
sorted for printing, by employee name, or by employee number.
For this test drive select "C" to print in order of employee number.
When you enter your choice, ZPAY 3 begins printing your
payroll's paychecks.
When the printer has finished printing the paychecks, ZPAY 3
returns you to the Payroll Reporting Menu. Press [Enter] to re-
display the selections available under Check.
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚═══════════════════════════════════╪════════════════════════════╝
Checks
Register
No checks
bridGe
bridgE
Now, prepare the printer for printing the check register. Make
sure that your printer is loaded with plain print paper for this
test drive.
4-28
Select Register (under the Checks selection)
Remember, do not print the register first. You must print the
paychecks first, or use the "No checks" selection before you can
print a register without first printing the paychecks.
Your payroll's test drive paycheck register will be printed.
When the printer has finished printing the check register, ZPAY 3
returns you to the Payroll Reporting Menu.
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚════════════════════════════════════════════════════════════════╝
4-29
* Print a Payroll Report
Now, we are going to have you print only one of the reports that
are available. You will see how reports are printed without
spending a lot of time. Make sure that your printer is still loaded
with the appropriate print paper.
- Select Period
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚═══╪════════════════════════════════════════════════════════════╝
Single
Current
Active
cOmplete
Employer
cosT
Wide current
wIde active
wiDe complete
All the selections under Period are reports for the last pay
period entered. That's the payroll you just did.
-Select Current
Printing the Current record will print the pay roll data of all
those employees (and non-employees) to be paid this pay period.
It will include your name because you were entered as a "non-
employee" for contract labor.
You will be asked to enter some information about the printer
you are going to use to print this report:
Are you using a LaserJet or compatible printer? (Y/N)
- Type "Y" (for Yes) and press [Enter] if you are going to print
this test drive report on a LaserJet or compatible laser
printer.
- Type "N" (for No) and press [Enter] if you are going to print
this test drive report on a dot-matrix, daisy wheel, or any
non-laser printer.
4-30
Then you will be asked to select the way you want the records
of the report sorted for printing, by employee name, or by
employee number. For this test drive select "C" to print in order
of employee number. When you enter your choice, ZPAY 3
begins printing your payroll's report.
When the printer has finished printing the report, ZPAY 3 returns
you to the Payroll Reporting Menu.
-Select Employer
Use the same procedure to print the Employer report.
We recommend you always print at least the Employee Report
and the Employer Report each time.
When the printer has finished printing the report, ZPAY 3 returns
you to the Payroll Reporting Menu.
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚═════════════════════════════════════════════════════════════╪══╝
Stay
Exit
You can refer to the Introduction section of this manual, under
Menus for explanations of the remaining report selections.
If you wish, you can print any other reports before continuing to
the next procedure.
-Press "E" (to Exit) twice to exit back to the Main Control Menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
4-31
* Back-Up the Payroll
Now you will finish up by making a back-up copy of this payroll to
a floppy disk for security.
Use the Utility File selection from the Main Control Menu to select
the Backup utility.
- Select Backup.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═══════════════════════════╪═════════════╝
Date
File
Password
Backup
Restore
Export
ZPAY 3 will ask you the designation of the floppy drive to which
you want to copy the back up files:
What drive do you want to backup to? A
The "A" floppy drive selection is already displayed for your
convenience.
-If you want to back-up your files to a different drive, enter the
letter of that drive. Place a floppy disk in that drive. When you
press the [Enter] key, ZPAY 3 will start copying your files to that
drive
-If you want to back-up your files to the "A" drive, place a floppy
disk in drive "A" and just press the [Enter] key. ZPAY 3 will start
copying your files to drive "A".
ZPAY 3 uses a built-in "archive" program, called "LHARC", to
compress your payroll files into smaller ones as they are copied
onto the floppy disk.
4-32
All the individual files that are copied are compressed onto the
floppy disk as one file name. This one file will be less than half
the size of the original files combined. ZPAY 3 automatically
names this file using numbers corresponding to the date you make
the back-up copy:
MMDDYY.LZH
││││││ │││
││││││ └┴┴──────┐
┌───┴┘├┘└┴─┐ │
│ │ │ ■
Month Day Year Extension
Identifies
Lharc File
For example:
If the date you make the back-up is March 10th 1991, ZPAY 3 will
automatically name the compressed file to be: 031091.LZH
When the back-up copy is completed, you will be returned to the
Main Control Menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
* You're Done!
Press "E" (for Exit) twice to exit out of ZPAY 3 and you will be
returned to your computer's DOS prompt.
C:\ZPAY3>
STARTING
A NEW
PAYROLL
5-1
STARTING A NEW PAYROLL
"At-A-Glance"
1. Start ZPAY 3
* Enter your password. (Level 3 Password)
* Enter the payroll cut-off date.
* Enter a name for your new payroll file.
- Utility
(File)
2. Create Tax Tables (from Data Edit menu)
* Enter the tax tables (from the Tax menu)
- Federal
- State
- Local
3. Enter Payroll Data (from Data Edit Menu)
* Data files (Enter Payroll Data for:)
- Employer
- Employee
(Salaried)
(Hourly)
(Commissioned)
(Non-Employees)
4. Run the Payroll (From the Payroll Entry Menu)
* Pay (Enter employees pay information)
- Prepare (Clears out previous payroll information)
- Enter (This payroll pay information)
Sort Order
- Add & Post (Save this payroll)
5. Print the Payroll Checks and Reports
* Print the Paychecks
- Print the Check Register
* Print the Payroll Reports
- Select Type of Report
* Backup and save the payroll
5-2
STARTING A NEW PAYROLL
PAYROLL PERIOD
IMPORTANT!
You should begin a new payroll on the
first of the year, or on the first payday
of a new quarter. This will allow the
proper system "tags" to be set. Also, it
will require that you type in only the
"Year-to-Date" figures in the data entries
for employees.
5-3
1. Start ZPAY 3
When you have the DOS command line prompt on your screen, and
have changed to the ZPAY3 directory, you can start the ZPAY 3
program by typing ZPAY3 and press the [Enter] key. Refer to
Navigating Around in the Introduction section of this manual, and
your computer's DOS operation manual for more information about
prompts, commands, and directories.
* Enter your password.
You must have the highest level password (Level 3) to be able to
start a new payroll. Starting a new payroll will require you to
use the Data Edit Menu which requires a Level 3 password for
access.
* Enter the payroll date.
After you enter your password, you will be shown a date on the
screen and asked if it is correct. This is the cut-off date of
your payroll period.
- If the displayed date is correct for your payroll cut-off, simply
press the [Enter] key to accept it.
- If the displayed date is not correct for your payroll cut-off,
then just type the letter "N" (for No). The screen will display
blank blocks for you to type in the correct payroll date. Just
type the date in the format "MM/DD/YY" (Month/Day/Year as
two digits, such as: 01/01/90 for January 1, 1990) and press the
[Enter] key. Type the letter "Y" (for Yes) where it asks if
that date is correct.
- The program will automatically display the first menu which
is the Main Control Menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
5-4
* Enter a name for your new payroll file.
Use the Utility File selection from the Main Control Menu to
enter a name for your new payroll file.
- Select Utility.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═══════════════════════════╪═════════════╝
Date
File
Password
Backup
Restore
Export
- Select File.
A default file name ZPAY will be displayed. You can over-
type your own choice of your payroll file name. A file name
must conform to the DOS rules of naming files:
Refer to your computer's DOS manual if you are unfamiliar
with the rules of naming files. When you press the [Enter]
key, you will be returned to the Main Control Menu.
We recommend you use the default name "ZPAY" or
something like "PAYROLL". However, CPA's may want to
use clients' descriptive names such as, "ACME" for Acme
Plumbing Co.
5-5
2. Create Tax Tables
- Select eDit
ZPAY 3 checks to insure that all the necessary files to use this
selection are present.
- When all the files needed are not present, a list of the files
will be displayed, indicating which ones are not present. When
you are starting a new payroll for the first time, only the
Federal tax table will be present (the one provided by ZPAY 3).
The list will look like this:
Checking your files for C:\ZPAY3\ZPAY company
╔════════════════════════╗
The files if missing must be created ║ ║
in the following order: ║ If any of your files ║
║ are MISSING you must ║
Federal tax tables file. - OK ║ go into the data file ║
State tax tables file. - MISSING ║ menu and create the ║
Local tax tables file. - MISSING ║ missing files. DO ║
Employer data file. - MISSING ║ NOT ATTEMPT TO RUN A ║
Employee data file. - MISSING ║ PAYROLL WITH ANY OF ║
║ YOUR FILES MISSING! ║
║ ║
║ Hit Any Key to Return ║
╚════════════════════════╝
- When all the files needed are present, this listing will display
only momentarily, then the Data Edit Menu will appear.
Press any key to display the Data Edit Menu.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══════════════════════════════════╝
You must initialize all of the Tax Tables. The program will abort
running the payroll if it does not find all these tax tables. Even if
your payroll may not require state or local taxes, you must at least
open and then close each tax table without necessarily entering any
information.
5-6
IMPORTANT!
All tax entries must be annual figures
regardless of the pay periods selected.
We recommend you create your new tax tables, your employer, and
employee files in the order listed in the message ZPAY 3 displayed
when you accessed this Date Edit Menu:
State tax table
Local tax table
Employer file
Employee file
- Select Tax
Now you can see the selections available that you will use to
create your tax tables.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══╪═══════════════════════════════╝
Federal
State
Local
Copy state
cOpy local
Many of the entries in these tax table will be self explanatory.
There are several "pages" to the tax tables. Each page sequence
is identified at the top of the screen so you know where you are.
You can ask ZPAY3 to prompt you with information regarding
the entry you are on. ZPAY3 shows you which keys to press to
get prompted about the entry.
You have the assistance of on-screen help while you are in these
records.
5-7
- If you press the [F1] key, it will display a listing of keys you
can use to move around and edit these entries.
Also, ZPAY3 will automatically prompt you with the correct type
of information needed if you do not fill-in entries that are
necessary.
When you go to a next page, ZPAY3 will identify any critical
entries that you did not fill-in. You can return to that (or any)
entry to enter the appropriate information.
If you are not familiar with the entries for the tax tables, you may
refer to the Appendix sections in the back of this manual for
explanations of the entries.
- Select Federal
For your convenience, ZPAY 3 is shipped with a Federal Tax
file containing federal tax information already entered for you
from the Circular E booklet of the Internal revenue Service.
This file is included with the program files. You can use this
file for the Federal Tax table, but you should review the entries
to be sure the data is up to date with your current Federal Tax
booklet.
The first page of the Federal Tax table is displayed. The
number of pages for this table is displayed at the top of the
screen.
You can browse through these pages by pressing the [Page
Down] key. Remember, all these figures are entered as yearly
figures.
When you have completed your review (and any entries), press
the [F10] key to exit back to the Data Edit Menu, with the
cursor poised on "Tax". Press the [Enter] key again to re-display
the selections available under "Tax".
5-8
- Select State
Since you have not made your State tax table yet, a message
displays at the bottom of the screen reminding you of this:
State Tax file missing. Create new file (Y/N)
Enter "N" (for No) if you do not want to do this
now, but at a later time. You will be placed
back on the Data Edit Menu.
Enter "Y" (for Yes) to create your State tax
tables now.
The first page of the State tax tables is displayed.
This is where you enter information about the taxes for the
state that your payroll applies. This information must be
accurate according to your current State Tax booklet so that
ZPAY3 will be able to properly tax your employees.
(If your payroll does not require any state tax table
information, you still must open this file and then close it
without entering any data.)
When you have completed your entries, close the table by
pressing the [F10] key to exit back to the Data Edit Menu,
with the cursor poised on "Tax". Press the [Enter] key again
to re-display the selections available under "Tax".
- Select Local
Since you have not made your Local tax table yet, a message
displays at the bottom of the screen reminding you of this:
Local Tax file missing. Create new file (Y/N)
Enter "N" (for No) if you do not want to do this
now, but at a later time. You will be placed
back on the Data Edit Menu.
5-9
Enter "Y" (for Yes) to create your Local tax
tables now.
The first page of the Local tax tables is displayed.
The Local tax tables are presented in the same manor as the
ones for Federal and State that you just used.
This is where you enter information about the taxes for the
local city (or county, municipal, etc.) that your payroll applies.
This information must be accurate according to your current
Local Tax booklet so that ZPAY 3 will be able to properly tax
your employees.
(If your payroll does not require any local tax table
information, you still must open this file and then close it
without entering any data.)
You can make your entries for these in the same way you did
for the State tables.
When you have completed your entries, press the [F10] key to
exit back to the Data Edit Menu.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══════════════════════════════════╝
5-10
3. Enter Payroll Data
- Select Data files
This is where you enter information about your company
(employer) and its employees.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═════════════╪═════════════════════╝
Employer
eMployee
Now you can see the selections available that you will use to
create your employer and employee files.
- Select Employer
Since you have not made your Employer file yet, a message
displays at the bottom of the screen reminding you of this:
Employer data file missing. Create new file (Y/N)
Enter "N" (for No) if you do not want to do this
now, but at a later time. You will be placed
back on the Data Edit Menu.
Enter "Y" (for Yes) to create your Employer
data files now.
The first page of the Employer data file is displayed.
There will be several "pages" of information that must be filled-in.
Each page sequence is identified at the top of the screen so you
know where you are.
5-11
You have the assistance of on-screen help while you are in these
records.
- If you press the [F1] key, it will display a listing of keys you
can use to move around and edit these entries.
- If you press the [F2] key, it will display a brief help message
about what kind of entry ZPAY 3 allows at this cursor
location. Move from entry to entry and press the [F2] key as
you pause on each one. (Names and addresses, dollar amounts,
etc. usually will not display help because these are the kind of
entries that only you would know what to enter.)
Also, ZPAY3 will automatically prompt you with the correct type
of information needed if you do not fill-in entries that are
necessary.
If you are not familiar with these entries for your company, you
may refer to the Appendix sections in the back of this manual for
an explanation of each entry.
When you have completed your entries, press the [F10] key to
exit back to the Data Edit Menu, with the cursor poised on "Data
files". Press the [Enter] key again to re-display the selections
available under "Data files".
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═════════════╪═════════════════════╝
Employer
eMployee
- Select eMployee
This is where you enter information about each employee of your
company.
Since you have not made your Employee file yet, a message
displays at the bottom of the screen reminding you of this:
Employee files missing. Create new file (Y/N)
5-12
Enter "N" (for No) if you do not want to do this
now, but at a later time. You will be placed
back on the Data Edit Menu.
Enter "Y" (for Yes) to create your Employee
data files now.
The first page of the Employer data file is displayed.
First, you will be prompted for the sorting order of all the
employees: either by "N" (employees' last names), or "C"
(employees' code numbers).
Enter "N" if you want your employee data files
listed in order of their last names.
Enter "C" if you want them listed in order of
their code numbers.
The employee information page is not displayed yet, but a menu
bar is shown at the bottom of the screen.
┌───────────────────────────────────────────────┐
│ Add Find Quit Edit Next Previous Delete │
└───────────────────────────────────────────────┘
- Select Add
The first page of information about the employee will be
displayed. After you have entered the information on this
page, you can press the [Page Down] key to move to each next
page in succession.
You have the assistance of on-screen help while you are in
these records.
- If you press the [F1] key, it will display a listing of keys
you can use to move around and edit these entries.
5-13
- If you press the [F2] key, it will display a brief help message
about what kind of entry ZPAY 3 allows at this cursor
location. Move from entry to entry and press the [F2] key
as you pause on each one. (Names and addresses, etc.
usually will not display help because these are the kind of
entries that only you would know what to enter.)
- If you press the [F3] key when the cursor is on an entry
requiring numbers, it will display a calculator for your
convenience.
If you are not familiar with these entries for your employees,
you may refer to the Appendix sections in the back of this
manual for an explanation of each entry.
Use Add to enter all your types of employees: salaried, hourly,
commissioned, etc., as well as "non-employees".
When you have completed the entries for an employee, press
the [F10] key to save the information. You will be returned to
the menu bar at the bottom of the screen.
- Select Add again to enter the next employee's information.
When you are done, press "Q" to Quit. You will be returned
to the Data Edit Menu.
Data Edit Menu
╔═══════════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══════════════════════════════════╝
Now you are ready to begin running the payroll for this pay
period. You need to exit back to the Main Control Menu so
you can make the selection to enter pay information for this
payroll period.
- Press "E" twice to exit back to the Main Control Menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
5-14
4. Run the Payroll
You must have a Level 2 (or greater) password to be able to access
this selection, because it contains personal information about your
employees.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
* Select Pay
The Payroll Entry Menu will be displayed.
Payroll Entry Menu
╔══════════════════════════════╗
║ Pay Utilities Exit ║
╚══════════════════════════════╝
* Select Pay (from this Payroll Entry Menu)
Payroll Entry Menu
╔══════════════════════════════╗
║ Pay Utilities Exit ║
╚════╪═════════════════════════╝
Prepare
Enter
Add & post
From this selection you will prepare, enter, and add & post the
employees work information for this pay period.
Now, in this selection you will be doing three things that must be
done in a 1, 2, 3 order:
1st: You Prepare
2nd: You Enter
3rd: You Add & post
5-15
- Select Prepare
You must select this first at the start of every payday's data
entry. Do this only once for each payroll session.
There is nothing for you to enter with this selection. When
selected, it will "zero-out" any existing payroll figures to clear
the way for this new payroll, and automatically place you on
the Enter selection.
CAUTION
If you exit this Payroll Entry Menu
after selecting Prepare, and then return back
to it, do NOT repeat the Prepare selection
again. It would clear out all the totals you just
completed for this payroll period.
- Select Enter
First, you will be prompted for the sorting order of all the
employees: either by "N" (employees' last names), or "C"
(employees' code numbers).
For your convenience, you can select the order in which the
records will be displayed, depending on how your employees'
time cards are sorted.
Enter "N" if you want your employee data files
listed in order of their last names.
Enter "C" if you want them listed in order of
their employee code numbers.
5-16
Your first employee's information page is displayed with a menu
bar at the bottom of the screen.
┌───────────────────────────────────────────────┐
│ Find Enter Quit Next Previous HELP <F1>│
└───────────────────────────────────────────────┘
Notice that you have two windows of information about this
employee. The window on the left contains personal information,
and the window on the right contains payday information. The
date at the bottom of the right window tells you when this
employee was last paid.
You can browse through the employees by pressing "N" (for
Next) and "P" (for Previous).
You can search for a particular employee's record by pressing "F"
(for Find).
Now you're ready to start entering information for this payroll.
- Select Enter
Use this selection to enter work information to be used to
compute the employee's pay for this pay period (hours,
overtime, commissions, vacation, etc.). Press the [Page Down]
key to toggle the cursor over to the other window where the
regular pay will be displayed. Press the [F9] key if you want
to calculate the pay at this time.
If an employee's pay is not sufficient to cover their
miscellaneous deductions, a window will open to alert you of
this. You can use this window to decrease some of the
miscellaneous deductions to bring the net amount above zero.
5-17
NOTE FOR CPA's
If you are a CPA, or are using the system as an
after-the-fact payroll, do not use the [F9] key if
you want to type in your own figures. When
you are satisfied with the results press the [F10]
key to save the data. Notice the right window
will then display the date paid.
NOTE FOR REIMBURSEMENTS
If you are making a repayment of expenses,
enter the amount as a negative entry (such as
-45.00). You can even change the employee's
total gross and the pay will be automatically
recalculated.
NOTE FOR NON-EMPLOYEES
Enter the amount paid (net pay only) for non-
employees by entering a negative amount (such
as -300.00) in the deduction field only. Do not
make any other entries for this type of
employee. The entry should only be in the
special deduction field.
5-18
Next
Use this selection to display the next employee's windows
for pay entries. Continue until all employees have their pay
information entered. You can browse through any one to be
sure all the information is entered correctly.
Quit
Use this selection to back out of the entry section. You will
be placed back to the Pay menu on the Add & post
selection.
Payroll Entry Menu
╔══════════════════════════════╗
║ Pay Utilities Exit ║
╚════╪═════════════════════════╝
Prepare
Enter
Add & post
Select Add & post
You must use this selection after the Pay entries are
completed. This function adds the totals of the pay entries you
just completed. If you do not Add & post, the totals for
your Month-To-Date, Quarter-To-Date, and Year-To-Date will
not reflect this payroll.
If you found that you had missed entering an employee's pay
information, and you have already selected Add & post,
DO NOT re-enter this Pay selection. You must print the
checks and reports before entering payroll data again in this
Pay selection. You could then run a separate payroll for only
the employee you missed. Then remember you must select
Prepare first to clear out the previous payroll's totals.
5-19
CAUTION
If you did exit this Payroll Entry Menu
and then return to it to add or change payroll
information WITHOUT HAVING PRINTED
THE CHECKS AND REPORTS, do not repeat
the Prepare selection. It would clear out all
the totals you just completed for this payroll
period.
CAUTION
If you did exit this Payroll Entry Menu
and then return to it AFTER PRINTING THE
CHECKS AND REPORTS, you MUST repeat
the Prepare selection to clear the way for
new payroll entries. You must clear out all the
totals you just completed for the checks you
printed, or the existing totals would be added
again, and the checks would be printed with
wrong amounts!
When you have selected Add & post, it will automatically
return you to the Payroll Entry Menu.
OK, now you have entered all the employees' information so
they can be paid for this pay period. Now you are ready to
print their paychecks.
Payroll Entry Menu
╔══════════════════════════════╗
║ Pay Utilities Exit ║
╚══════════════════════════════╝
Press "E" twice to return to the Main Control Menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
5-20
5. Print the Payroll Checks and Reports
You print the pay checks and payroll reports from the Payroll
Reporting Menu, which is accessed from the Main Control Menu.
You need only the minimum Level 1 (or greater) password to access
this menu.
The Payroll Reporting Menu gives you a very flexible way of printing
your reports, checks, W-2's, etc. When you make a selection for
printing, you will be prompted on the screen for the record you want to
start printing with and the last record you want to end printing with:
Start printing with: First Record
End printing with: Last Record
ZPAY 3 defaults to start printing with the first record in your selected
file and to end printing with the last record in your selected file.
However, ZPAY 3 gives you the flexibility to start and end the printing
with specific records if you want.
* If the paper were to run out in your printer, or get torn, you can
resume printing with the next record in line when the printer paper
is restored.
All you have to do is over-type the name (or number) of the next
record in line for "Start printing with:". You can leave the "End
printing with:" to be "Last Record" to continue printing to the end of
the records.
* If you want to begin a printing session with a selected range of
records, just over-type the beginning and ending record name (or
number).
5-21
* Print the Paychecks
Make sure that your printer is loaded with the appropriate blank
paychecks.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
- Select Reports
This selection displays the Payroll Reporting menu.
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚════════════════════════════════════════════════════════════════╝
You will need to select the printer port your printer is connected to,
in order for ZPAY 3 to be able to send the data to your printer.
-Select Utility (from the Payroll Reporting Menu).
-Select Change port from the Utility menu.
Select the port that your printer is connected to. If you do not
know, you can select LPT1, since many computer systems have
their printer connected to that port. ZPAY 3 will return you to the
Payroll Reporting Menu.
-Select Checks
Now you can see the selections available under Checks.
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚═══════════════════════════════════╪════════════════════════════╝
Checks
Register
No checks
bridGe
bridgE
5-22
Caution! Do not print the Register first. You must print the
paychecks first, or use the "No checks" selection before you can
print a register without first printing the paychecks.
-Select Checks
You will be asked to enter some information about printing your
paychecks:
Enter the starting check number: XXXX
Enter your starting check number and press [Enter].
Are your check numbers pre-printed? (Y/N)
Type "N" (for No) and press [Enter] if your checks are not pre-
printed with check numbers. ZPAY 3 will print sequential
check numbers on your checks, beginning with the starting
check number you entered above.
Type "Y" (for Yes) and press [Enter] if your checks are pre-
printed with sequential check numbers. ZPAY 3 will not print
check numbers on your checks.
Checks have blank top or blank bottom (T/B)
This option allows you to print on checks with the plain
bottom as well as standard 1013 checks that ZPAY 3 uses.
Type "B" (for Bottom) if you are using the checks with the
blank on the bottom. The area format is the same as the 1013
checks except that the top part is printed on the bottom.
Type "T" (for Top) if you are using the standard 1013 check
with the blank on the top. We still recommend printing on the
1013 checks for best appearance.
5-23
Enter a comment if desired:
Any comments you type here will be printed on your checks.
The comment will be located beneath the payee's name and
address.
Are you using a LaserJet or compatible printer? (Y/N)
Type "Y" (for Yes) and press [Enter] if you are going to print
these test drive checks on a LaserJet or compatible laser
printer.
Type "N" (for No) and press [Enter] if you are going to print
these test drive checks on a dot-matrix, daisy wheel, or any
non-laser printer.
Init string:
These are the default initializing codes for Epson dot-matrix
printers (non-laser printers). This "init" code selects compressed
print for the printer.
The codes for laser printers are built-in to ZPAY 3 and are not
displayed.
Exit string:
These are the corresponding default exit codes for Epson dot-
matrix printers. This "exit" code returns the printer to 10
characters per inch (cpi) printing.
As for the "init" codes, the ones for laser printers are not
displayed.
Press [F10] to continue.
5-24
Now you are asked to select the way you want the paychecks
sorted for printing, by employee name, or by employee number.
Enter "N" if you want your paychecks printed in
order of the employees' last names.
Enter "C" if you want your paychecks printed in
order of the employees' code numbers.
When you enter your choice, ZPAY 3 begins printing your
payroll's paychecks.
When the printer has finished printing the paychecks, ZPAY 3
returns you to the Payroll Reporting Menu. Press [Enter] to re-
display the selections available under Check.
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚═══════════════════════════════════╪════════════════════════════╝
Checks
Register
No checks
bridGe
bridgE
Now, prepare the printer for printing the check register. Make
sure that your printer is loaded with the appropriate print paper
for the check register.
-Select Register
When you select Register this pay period's paycheck register
will begin printing.
When the printer has finished printing the check register, ZPAY
3 returns you to the Payroll Reporting Menu.
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚════════════════════════════════════════════════════════════════╝
5-25
* Print a Payroll Report
Make sure that your printer is loaded with the appropriate print
paper for your reports.
-Select Period
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚═══╪════════════════════════════════════════════════════════════╝
Single
Current
Active
cOmplete
Employer
cosT
Wide current
wIde active
wiDe complete
All the selections under Period are reports for the last pay
period entered. (That's the payroll you just completed.)
-Select the reports you want to print.
There are various types of reports you can choose. Refer to the
Introduction section of this manual under Menus for explanations
about the types of reports you can make with ZPAY 3.
When you select a report to be printed, you will be asked to enter
some information about the printer you are going to use to print
this report:
Are you using a LaserJet or compatible printer? (Y/N)
- Type "Y" (for Yes) and press [Enter] if you are going to print
the report on a LaserJet or compatible laser printer.
- Type "N" (for No) and press [Enter] if you are going to print the
report on a dot-matrix, daisy wheel, or any non-laser printer.
5-26
Then you will be asked to select the way you want the records
of the report sorted for printing, by employee name, or by
employee number.
Enter "N" if you want your report printed in order
of the employees' last names.
Enter "C" if you want your report printed in order
of the employees' code numbers.
When you enter your choice, ZPAY 3 begins printing your
payroll's report.
When the printer has finished printing the report, ZPAY 3 returns
you to the Payroll Reporting Menu.
Payroll Reporting Menu
╔════════════════════════════════════════════════════════════════╗
║ Period Month Quarter Year Checks miSc Utility Exit ║
╚═════════════════════════════════════════════════════════════╪══╝
Stay
Exit
If you wish, you can print any other reports before continuing to
the next procedure.
-Press "E" (to Exit) twice to exit back to the Main Control Menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
5-27
* Back-Up and Save the Payroll
Now you will finish up by copying this payroll to a floppy disk for
security.
Use the Utility File selection from the Main Control Menu to select
the Backup utility.
- Select Backup.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═══════════════════════════╪═════════════╝
Date
File
Password
Backup
Restore
Export
ZPAY 3 will ask you the designation of the floppy drive to which
you want to copy the back up files:
What drive do you want to backup to? A
The "A" floppy drive selection is already displayed for your
convenience.
-If you want to back-up your files to a different drive, enter the
letter of that drive. Place a floppy disk in that drive. When you
press the [Enter] key, ZPAY 3 will start copying your files to that
drive
-If you want to back-up your files to the "A" drive, place a floppy
disk in drive "A" and just press the [Enter] key. ZPAY 3 will start
copying your files to drive "A".
5-28
ZPAY 3 uses a built-in "archive" program, called "LHARC", to
compress your payroll files into smaller ones as they are copied
onto the floppy disk.
All the individual files that are copied are compressed onto the
floppy disk as one file name. This one file will be less than half
the size of the original files combined! ZPAY 3 automatically
names this file using numbers corresponding to the date you make
the back-up copy:
MMDDYY.LZH
││││││ │││
││││││ └┴┴──────┐
┌───┴┘├┘└┴─┐ │
│ │ │ ■
Month Day Year Extension
Identifies
LHarc File
For example:
If the date you make the back-up is March 10th 1991, ZPAY 3 will
automatically name the compressed file to be: 031091.LZH
When the back-up copy is completed, you will be returned to the
Main Control Menu.
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚═════════════════════════════════════════╝
* You're Done!
Press "E" (for Exit) twice to exit out of ZPAY 3 and you will be
returned to your computer's DOS prompt.
C:\ZPAY3>
5-29
* Payroll End Of Year
Reminder! Be sure you close out the payroll's data by printing the
reports and W2 forms, and "rework" the payroll for the end of year.
Close Previous Year's Payroll Data
IMPORTANT!
YOU MUST CLOSE ALL THE FILES OF
A PREVIOUS YEAR'S PAYROLL BEFORE
YOU START A PAYROLL FOR A NEW
YEAR. You must clear all the figures to
"zero" at the end of the payroll year to
prevent last year's figures from being
carried into a new payroll.
* Select the "Payroll Reporting Menu", "Period". Select
"Complete". Start printing with the first record and end printing
with the last record.
* Select "Edit", "Utility", "Rework". You must type all three
letters YES to start "Rework". It will permanently remove all
unemployed persons and will "zero" the figures on all the active
employees. This will close out the payroll year's end data to
prevent figures from being carried over into a new payroll year's
data.
APPENDIX
A
A-1
Appendix A
Reference
Tax Tables
* Federal
* State
* Local
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚════════════════════▌════════════════════╝
▌
▌
▌
▌
▌
▌
▌
▌ Data Edit Menu
╔═══▌═══════════════════════════════╗
║ Tax Data files Utility Exit ║
╚═══╪═══════════════════════════════╝
Federal
State
Local
A-2
(This page is blank to correspond with the
registered user's manual, from which this
manual was converted for disk publication.)
A-3
Federal
■─────────────────────────────────────────────────────────────────■
Page One of Three Pages
Federal Exemption Allowance : XXXX.XX
Percent Cut Off
Medicare share : X.XXX % XXXXX.XX
FICA share : X.XXX % XXXXX.XX
Fed Unemployment: X.XXX % XXXX.XX
■─────────────────────────────────────────────────────────────────■
Federal Exemption Allowance : XXXX.XX
This is the maximum amount allowed for each exemption claimed by an
employee.
Percent
This is the column for the percentages that are applied to each
employee's wages for calculation of the Medicare, FICA, and Federal
Unemployment tax.
Cut Off
This is the maximum of the employee's wage that the percentages
(above) can be used to calculate the Medicare, FICA, and Federal
Unemployment tax.
Medicare share : X.XXX % XXXXX.XX
This is the percent and cut off calculations for Medicare contributions
made by the employer.
FICA share : X.XXX % XXXXX.XX
This is the percent and cut off calculations for FICA contributions made
by the employee.
Fed Unemployment: X.XXX % XXXXX.XX
This is the Federal Unemployment tax paid by the employer.
A-4
Federal
■─────────────────────────────────────────────────────────────────■
Page Two of Three Pages
Table for Single Persons
Minimum of Amount to Percent over
Line Range Withhold Minimum
1 0.00 0.00 0.000 %
2 XXXX.XX 0.00 XX.000 %
3 XXXXX.XX XXXX.XX XX.000 %
4 XXXXX.XX XXXXX.XX XX.000 %
5 XXXXXX.XX XXXXX.XX XX.000 %
6 0.00 0.00 0.000 %
7 0.00 0.00 0.000 %
8 0.00 0.00 0.000 %
■─────────────────────────────────────────────────────────────────■
This table applies only for employees whose marital status is "single".
Minimum of Range
This column contains the ranges of minimum amounts of wages used for
calculating Federal withholding taxes.
Amount to Withhold
This column contains the base amounts to be withheld corresponding to
each range of minimum amount.
Percent over Minimum
This column contains the percentages of the excess over the minimum
amounts which are added to the base amounts.
Line 1
through
Line 8
These lines contain the figures that apply to each level of minimum wage
range. Use Line 1 for zero wages and percents. Use each succeeding
line for each succeeding level of minimum wage range.
A-5
Federal
■─────────────────────────────────────────────────────────────────■
Page Three of Three Pages
Table for Married Persons
Minimum of Amount to Percent over
Line Range Withhold Minimum
1 0.00 0.00 0.000 %
2 XXXX.XX 0.00 XX.000 %
3 XXXXX.XX XXXX.XX XX.000 %
4 XXXXX.XX XXXXX.XX XX.000 %
5 XXXXXX.XX XXXXX.XX XX.000 %
6 0.00 0.00 0.000 %
7 0.00 0.00 0.000 %
8 0.00 0.00 0.000 %
■─────────────────────────────────────────────────────────────────■
This table applies only for employees whose marital status is "married".
Minimum of Range
This column contains the ranges of minimum amounts of wages used for
calculating Federal withholding taxes.
Amount to Withhold
This column contains the base amounts to be withheld corresponding to
each range of minimum amount.
Percent over Minimum
This column contains the percentages of the excess over the minimum
amounts which are added to the base amounts.
Line 1
through
Line 8
These lines contain the figures that apply to each level of minimum wage
range. Use Line 1 for zero wages and percents. Use each succeeding
line for each succeeding level of minimum wage range.
A-6
(This page is blank to correspond with the
registered user's manual, from which this
manual was converted for disk publication.)
A-7
State
■─────────────────────────────────────────────────────────────────■
Page One of Six Pages
Name of State ___________ Abbreviation __
Maximum on wages to tax (Y/N)
Limit of Unemployment 0.00 Rate 0.000 (Employer only)
Is there SDI type Tax (Y/N)__ State withholding (Y/N)__
Calculate by Table or Percent (T/P)__
Base on Gross or Tax (G/T)__
Amount or Percent on Standard Deduction (A/P)
* Single Standard Deduction Percent 0.000 %
* Married Standard Deduction Percent 0.000 %
Head of House Std Deduct Percent 0.000 %
Minimum Standard Deduction Amount 0.00
Maximum Standard Deduction Amount 0.00
Standard Deduction Before or After Calculation (B/A)
Single Personal Exemption 0.00
Married Personal Exemption 0.00
Head of House Pers Exempt 0.00
Subtract Personal Exemption Before or After Calculation (B/A)
Exemption Amount per Dependent 0.00
Subtract Dependent Exemption Before or After Calculation (B/A)
Deduct FICA (Y/N) Deduct Federal W/H (Y/N) All or Half (A/H)
Deduct Before or After Calculation (B/A)
■─────────────────────────────────────────────────────────────────■
* These are "Percent" entries when "P" is selected above.
These are "Amount" entries when "A" is selected above.
Name of State ___________
This is the name of the state in which your company is located.
Abbreviation __
This is the two letter abbreviation of the state used in mailing addresses.
Maximum on wages to tax (Y/N)
Some states have a ceiling on the total wages to be taxed. This can be
compared to the procedure used by the Federal FICA tax.
- Enter "N" (for No) if your state does not have a maximum level
wage that can be taxed. (You will not be prompted to enter a Cut-
off amount.)
- Enter "Y" (for Yes) if your state does have a maximum amount of
wages that can be taxed. You will be prompted to enter the Cut-
off amount:
A-8
Cut off amount 0.00
This is the maximum wage that can be taxed.
Limit of Unemployment 0.00 Rate 0.000 (Employer only)
This is for states that have State Unemployment Insurance (SUI) tax or
State Unemployment Tax (SUTA) return. This is similar to the Federal
FUTA tax. This is not deducted from the employees pay. This is
reported only for the employer's contribution.
Limit
Enter the cut off amount of wages,if any.
Rate
This is the percentage of contribution by the employer.
Is there SDI type Tax (Y/N)__
This is a "State Disability Insurance tax".
- Enter "Y" (for Yes) if your state does have SDI. Be sure to enter
the amounts on "Page Two of Six Pages" of this tax table.
- Enter "N" (for No) if your state does not have SDI. (Then you
will not need to enter anything on "Page Two of Six Pages" of this
table.)
State withholding (Y/N)__
This is a State Income Tax.
- Enter "N" (for No) if your state does not have a State Income Tax.
If your state has no state income tax, do not enter any other entries
on this page. Skip to the next page "Page Two of Six Pages".
A-9
- Enter "Y" (for Yes) if your state has a State Income Tax. You will
need to fill out the rest of the entries on this page:
Calculate by Table or Percent (T/P)__
- Enter "P" (for Percentage) if your State Income Tax is calculated
by one percentage rate. When you enter "P", you will be prompted
to enter the percentage rate:
Rate 0.000 %
Enter the single percentage rate used to calculate your state's State
Income Tax.
- Enter "T" (for Table) if your State Income Tax is calculated using
tax tables (similar to the Federal Tax Tables). Or if it uses one
percentage for single persons and a different percentage for married
persons, or multiple percentages.
When you enter "T", be sure to enter the correct amounts in the
tables on "Page Three of Six Pages", "Page Four of Six Pages",
and "Page Five of Six Pages" after you have completed this page.
Base on Gross or Tax (G/T)__
- Enter "G" (for Gross) if your state bases the taxable wages on the
gross income.
- Enter "T" (for Tax) if your state bases the taxable wages on the
Federal Tax amount.
Amount or Percent on Standard Deduction (A/P)
- Enter "A" (for Amount) to have a fixed dollar amount deducted
using this calculation:
Taxable Gross Pay = (Gross Pay) - (Standard Deduction Amount)
A-10
Enter the appropriate deduction amount in only one of the
selections below:
- If the employee's marital status is "single", enter the
deduction amount to:
"Single Standard Deduction Amount 0.00".
Enter this amount when you have selected "A" (for Amount)
above.
- If the employee's marital status is "married", enter the
deduction amount to:
"Married Standard Deduction Amount 0.00".
Enter this amount when you have selected "A" (for Amount)
above.
- If the employee's status is "head of household", enter the
deduction amount to:
"Head of House Std Deduct Amount 0.00".
This taxable gross amount will be compared against the minimum
and maximum standard deduction amounts.
- If the amount is between the minimum and maximum standard
deductions, the taxable gross amount remains unchanged.
- If the amount is less than the minimum standard deduction, the
taxable gross amount will become the same as the minimum.
- if the amount is more than the maximum standard deduction,
the taxable gross amount will become the same as the
maximum.
A-11
- Enter "P" (for Percent) to have a fixed percent deducted using this
calculation:
Taxable Gross Pay = Gross Pay - (Gross Pay x Standard Deduction %)
Enter the appropriate deduction percent in only one of the
selections below:
- If the employee's marital status is "single", enter the deduction
percent to:
"Single Standard Deduction Percent 0.000 %".
Enter this percent when you have selected "P" (for Percent)
above.
- If the employee's marital status is "married", enter the
deduction percent to:
"Married Standard Deduction Percent 0.00 %".
Enter this percent when you have selected "P" (for Percent)
above.
- If the employee's status is "head of household", enter the
deduction percent to:
"Head of House Std Deduct Percent 0.00 %".
This taxable gross amount will be compared against the minimum and
maximum standard deduction amounts.
- If the amount is between the minimum and maximum standard
deductions, the taxable gross amount remains unchanged.
- If the amount is less than the minimum standard deduction, the
taxable gross amount will become the same as the minimum.
A-12
- if the amount is more than the maximum standard deduction, the
taxable gross amount will become the same as the maximum.
Minimum Standard Deduction Amount 0.00
This is the minimum amount for a standard deduction.
Maximum Standard Deduction Amount 0.00
This is the maximum amount for a standard deduction.
Standard Deduction Before or After Calculation
(B/A)
This is asking if you want to deduct the exemption before or after the
"tax calculation" by either the tables or percentage method.
- Enter "B" (for Before) to deduct the standard deduction before the
State tax calculation is done.
- Enter "A" (for After) to deduct the standard deduction after the
State tax calculation is done.
Single Personal Exemption 0.00
This is a fixed dollar amount to be deducted from the gross amount
without regard to a minimum or maximum as the "Standard Deductions"
above. Enter this if the employee's marital status is "single".
Married Personal Exemption 0.00
This is a fixed dollar amount to be deducted from the gross amount
without regard to a minimum or maximum as the "Standard Deductions"
above. Enter this if the employee's marital status is "married".
Head of House Pers Exempt 0.00
This is a fixed dollar amount to be deducted from the gross amount
without regard to a minimum or maximum as the "Standard Deductions"
above. Enter this if the employee's status is "head of household".
A-13
Subtract Personal Exemption Before or After
Calculation (B/A)
- Enter "B" (for Before) to deduct the (single or married) personal
exemption before the State tax calculation is done.
- Enter "A" (for After) to deduct the (single or married) personal
exemption after the State tax calculation is done.
Exemption Amount per Dependent 0.00
This is a calculated dollar amount derived from this formula:
┌─■ ■─┐
Taxable Gross │ Exemption Number │
Gross = Wages - │ Amount per x of │
Wages │ Dependent Dependents│
└─■ ■─┘
Subtract Dependent Exemption Before or After
Calculation (B/A)
- Enter "B" (for Before) to deduct the dependent exemption before
the State tax calculation is done.
- Enter "A" (for After) to deduct the dependent exemption after the
State tax calculation is done.
Deduct FICA (Y/N)
- Enter "Y" (for yes) if your State regulations deduct FICA from the
gross amount to calculate State taxes.
- Enter "N" (for No) if your State regulations do not deduct FICA
from the gross amount to calculate State taxes.
Deduct Federal W/H (Y/N) All or Half (A/H)
- Enter "Y" (for yes) if your State regulations deduct Federal
withholding from the gross amount to calculate State taxes.
A-14
- Enter "N" (for No) if your State regulations do not deduct Federal
withholding from the gross amount to calculate State taxes.
Deduct Before or After Calculation (B/A)
- Enter "B" (for Before) to deduct the FICA or Federal withholding
before the tax State calculation is done.
- Enter "A" (for After) to deduct the FICA or Federal withholding
after the State tax calculation is done.
A-15
State
■─────────────────────────────────────────────────────────────────■
Page Two of Six Pages
SDI Employee Rate X.XXX % Cutoff XXXXX.XX
SDI Employer Rate X.XXX % Cutoff XXXX.XX
Override default SDI name on reports with: SDI
■─────────────────────────────────────────────────────────────────■
SDI Employee Rate X.XXX % Cutoff XXXXX.XX
This is the State Disability Insurance rate and maximum wage used for
calculating the amount for the employee's contributions.
SDI Employer Rate X.XXX % Cutoff XXXX.XX
This is the State Disability Insurance rate and maximum wage used for
calculating the amount for the employer's contributions.
Override default SDI name on reports with: SDI
This allows you to change the designation of this tax, since all states do
not use the SDI tax. You can change the three-letter designation of this
tax from SDI to any three-letter designation you want for the displays and
reports. This deduction will appear in block 18 of the W2 form.
A-16
For CALIFORNIA Only
■─────────────────────────────────────────────────────────────────■
Page Two of Six Pages
SDI Employee Rate X.XXX % Cutoff XXXXX.XX
Training Tax Rate X.XXX % Cutoff XXXX.XX
Override default SDI name on reports with: SDI
■─────────────────────────────────────────────────────────────────■
SDI Employee Rate X.XXX % Cutoff XXXXX.XX
This is the California State Disability Insurance rate and maximum wage
used for calculating the amount.
Training Tax Rate X.XXX % Cutoff XXXX.XX
This is the California State training Tax rate and maximum wage used for
calculating the amount. (This is applicable for California ONLY.)
Override default SDI name on reports with: SDI
This is the same for "State" above. NOTE: This should not be changed
for California.
A-17
State
■─────────────────────────────────────────────────────────────────■
Page Three of Six Pages
Table for Single Persons
Minimum of Amount to Percent over
Line Range Withhold Minimum
1 0.00 0.00 0.000 %
2 0.00 0.00 0.000 %
3 0.00 0.00 0.000 %
4 0.00 0.00 0.000 %
5 0.00 0.00 0.000 %
6 0.00 0.00 0.000 %
7 0.00 0.00 0.000 %
8 0.00 0.00 0.000 %
9 0.00 0.00 0.000 %
10 0.00 0.00 0.000 %
11 0.00 0.00 0.000 %
12 0.00 0.00 0.000 %
■─────────────────────────────────────────────────────────────────■
This table applies only for employees whose marital status is "single".
Minimum of Range
This column contains the ranges of minimum amounts of wages used for
calculating State withholding taxes.
Amount to Withhold
This column contains the base amounts to be withheld corresponding to
each range of minimum amount.
Percent over Minimum
This column contains the percentages of the excess over the minimum
amounts which are added to the base amounts.
Line 1 through Line 12
These lines contain the figures that apply to each level of minimum wage
range. Use Line 1 for zero wages and percents. Use each
succeeding line for each succeeding level of minimum wage range.
A-18
State
■─────────────────────────────────────────────────────────────────■
Page Four of Six Pages
Table for Married Persons
Minimum of Amount to Percent over
Line Range Withhold Minimum
1 0.00 0.00 0.000 %
2 0.00 0.00 0.000 %
3 0.00 0.00 0.000 %
4 0.00 0.00 0.000 %
5 0.00 0.00 0.000 %
6 0.00 0.00 0.000 %
7 0.00 0.00 0.000 %
8 0.00 0.00 0.000 %
9 0.00 0.00 0.000 %
10 0.00 0.00 0.000 %
11 0.00 0.00 0.000 %
12 0.00 0.00 0.000 %
■─────────────────────────────────────────────────────────────────■
This table applies only for employees whose marital status is "married".
Minimum of Range
This column contains the ranges of minimum amounts of wages used for
calculating State withholding taxes.
Amount to Withhold
This column contains the base amounts to be withheld corresponding to
each range of minimum amount.
Percent over Minimum
This column contains the percentages of the excess over the minimum
amounts which are added to the base amounts.
Line 1 through Line 12
These lines contain the figures that apply to each level of minimum wage
range. Use Line 1 for zero wages and percents. Use each
succeeding line for each succeeding level of minimum wage range.
A-19
State
■─────────────────────────────────────────────────────────────────■
Page Five of Six Pages
Table for Heads of Household
Minimum of Amount to Percent over
Line Range Withhold Minimum
1 0.00 0.00 0.000 %
2 0.00 0.00 0.000 %
3 0.00 0.00 0.000 %
4 0.00 0.00 0.000 %
5 0.00 0.00 0.000 %
6 0.00 0.00 0.000 %
7 0.00 0.00 0.000 %
8 0.00 0.00 0.000 %
9 0.00 0.00 0.000 %
10 0.00 0.00 0.000 %
11 0.00 0.00 0.000 %
12 0.00 0.00 0.000 %
■─────────────────────────────────────────────────────────────────■
This table applies only for employees whose marital status is "head of
household".
Minimum of Range
This column contains the ranges of minimum amounts of wages used for
calculating State withholding taxes.
Amount to Withhold
This column contains the base amounts to be withheld corresponding to
each range of minimum amount.
Percent over Minimum
This column contains the percentages of the excess over the minimum
amounts which are added to the base amounts.
Line 1 through Line 12
These lines contain the figures that apply to each level of minimum wage
range. Use Line 1 for zero wages and percents. Use each succeeding
line for each succeeding level of minimum wage range.
A-20
State
■─────────────────────────────────────────────────────────────────■
Page Six of Six Pages
--------------------ESTIMATED DEDUCTIONS------------------
Amount for each itemized deduction XXXX.XX
--------------------STANDARD DEDUCTIONS-------------------
0 or 1 Allowances 2 or more
Standard Deduction XXXX.XX XXXX.XX
-------------------TAX CREDIT TABLE-----------------------
Table D 0 1 2 Increment
Tax credit single X.XX XX.XX XXX.XX XX.XX
Tax credit married X.XX XX.XX XXX.XX XX.XX
■─────────────────────────────────────────────────────────────────■
This table applies to CALIFORNIA state taxes ONLY.
ESTIMATED DEDUCTIONS
These are for additional withholding allowances claimed by the
employee. If the employee claims any additional withholding allowances
for estimated deductions, subtract the amount of the estimated deduction
from the employee's wages.
Amount for each itemized deduction 0.00
This is the fixed dollar amount the employee claims for additional
withholding.
STANDARD DEDUCTIONS
These are for standard withholding allowances claimed by the employee.
Subtract the amount of the standard deduction from the employee's
wages.
This is the number of allowances claimed by an employee's whose
marital status is "Married" or "Unmarried Head of Household". It
is a fixed dollar amount based on the employee's earning period.
A-21
0 or 1 Allowances 2 or more
These are the columns for the number of allowances claimed by an
employee.
- 0 or 1
This is the column for the standard deduction amount for none "0" or one
"1" allowance claimed by the employee.
- 2 or more
This is the column for the standard deduction amount for two "2" or
more allowances claimed by the employee.
Standard Deduction 0.00 0.00
This is the amount of the standard deduction corresponding to the column
in the Standard Deduction Table.
TAX CREDIT TABLE
These are for tax credit allowances claimed by the employee. Subtract
the amount of the tax credit from the employee's wages.
It is a fixed dollar amount based on the employee's earning period.
Table D 0 1 2 Increment
These are the columns for the number of tax credits claimed by an
employee.
- The "0", "1", and "2" are the number of allowances.
- The "Increment" is the amount of each step for the next highest pay
period.
A-22
Tax credit single 0.00 0.00 0.00 0.00
This is the amount of the tax credit for an employee whose marital status
is "Single", corresponding to the column in the Tax Credit Table.
Tax credits married 0.00 0.00 0.00 0.00
This is the amount of the tax credit for an employee whose marital status
is "Married", corresponding to the column in the Tax Credit Table.
A-23
Local
■─────────────────────────────────────────────────────────────────■
Page One of Three Pages
Name of Local Tax
Maximum on wages to tax (Y/N)
Limit of Unemployment 0.00 Rate 0.000 (Employer only)
Local withholding (Y/N)
Calculate by Table or Percent (T/P)
Base on Gross or Tax (G/T)
Amount or Percent on Standard Deduction (A/P)
* Single Standard Deduction Percent 0.000 %
* Married Standard Deduction Percent 0.000 %
Minimum Standard Deduction Amount 0.00
Maximum Standard Deduction Amount 0.00
Standard Deduction Before or After Calculation (B/A)
Single Personal Exemption 0.00
Married Personal Exemption 0.00
Subtract Personal Exemption Before or After Calculation (B/A)
Exemption Amount per Dependent 0.00
Subtract Dependent Exemption Before or After Calculation (B/A)
Deduct FICA (Y/N) Deduct Federal Withholding (Y/N)
Deduct Before or After Calculation (B/A)
■─────────────────────────────────────────────────────────────────■
* These are "Percent" entries when "P" is selected above.
These are "Amount" entries when "A" is selected above.
Name of Local Tax
This is the name of the city, municipality, or county that the tax is for.
Maximum on wages to tax (Y/N)
Some local taxes have a ceiling on the total wages to be taxed. This can
be compared to the procedure used by the Federal FICA tax.
- Enter "N" (for No) if your local tax regulations do not have a
maximum level wage that can be taxed. (You will not be
prompted to enter a Cut-off amount.)
- Enter "Y" (for Yes) if your local tax regulations do have a
maximum amount of wages that can be taxed. You will be
prompted to enter the Cut-off amount:
Limit of Unemployment 0.00 Rate 0.000 (Employer only)
This is for local tax regulations that have Local Unemployment Insurance.
It is similar to the Federal Unemployment Tax (FUTA) return. It is not
deducted from the employees pay. This is reported only for the
employee's contribution.
A-24
Limit
Enter the cut off amount of wages,if any.
Rate
This is the percentage of contribution by the employer.
Local withholding (Y/N)
This is a Local Income Tax.
- Enter "N" (for No) if your local area does not have a Local Income
Tax.
If your local area has no local income tax, do not enter any other
entries on this page. Exit the Local Tax Table.
- Enter "Y" (for Yes) if your local area has a Local Income Tax.
You will need to fill out the rest of the entries on this page and the
next two pages.
Calculate by Table or Percent (T/P)
- Enter "P" (for Percentage) if your Local Income Tax is calculated
by one percentage rate. When you enter "P", you will be prompted
to enter the percentage rate:
Rate 0.000 %
Enter the single percentage rate used to calculate your Local
Income Tax.
- Enter "T" (for Table) if your Local Income Tax is calculated using
tax tables. Or if it uses one percentage for single persons and a
different percentage for married persons, or multiple percentages.
When you enter "T", be sure to enter the correct amounts on "Page
Two of Three Pages" and "Page Three of Three Pages" of this
table after you have completed this page.
A-25
Base on Gross or Tax (G/T)
- Enter "G" (for Gross) if your local regulations base the taxable
wages on the gross income.
- Enter "T" (for Tables) if your local regulations base the taxable
wages on the Federal Tax Booklet.
Amount or Percent on Standard Deduction (A/P)
- Enter "A" (for Amount) to have a fixed dollar amount deducted
using this calculation:
Taxable Gross Pay = (Gross Pay) - (Standard Deduction Amount)
Enter the appropriate deduction amount in only one of the
selections below:
- If the employee's marital status is "single", enter the deduction
amount to:
"Single Standard Deduction Amount 0.00".
Enter this amount when you have selected "A" (for Amount)
above.
- If the employee's marital status is "married", enter the
deduction amount to:
"Married Standard Deduction Amount 0.00".
Enter this amount when you have selected "A" (for Amount)
above.
This taxable gross amount will be compared against the minimum
and maximum standard deduction amounts.
- If the amount is between the minimum and maximum standard
deductions, the taxable gross amount remains unchanged.
A-26
- If the amount is less than the minimum standard deduction, the
taxable gross amount will become the same as the minimum.
- if the amount is more than the maximum standard deduction,
the taxable gross amount will become the same as the
maximum.
- Enter "P" (for Percent) to have a fixed percent deducted using this
calculation:
Taxable Gross Pay = Gross Pay - (Gross Pay x Standard Deduction %)
Enter the appropriate deduction percent in only one of the
selections below:
- If the employee's marital status is "single", enter the deduction
percent to:
"Single Standard Deduction Percent 0.000 %".
Enter this percent when you have selected "P" (for Percent)
above.
- If the employee's marital status is "married", enter the
deduction percent to:
"Married Standard Deduction Percent 0.00 %".
Enter this percent when you have selected "P" (for Percent)
above.
This taxable gross amount will be compared against the minimum and
maximum standard deduction amounts.
- If the amount is between the minimum and maximum standard
deductions, the taxable gross amount remains unchanged.
A-27
- If the amount is less than the minimum standard deduction, the
taxable gross amount will become the same as the minimum.
- if the amount is more than the maximum standard deduction, the
taxable gross amount will become the same as the maximum.
Minimum Standard Deduction Amount 0.00
This is the minimum amount for a standard deduction.
Maximum Standard Deduction Amount 0.00
This is the maximum amount for a standard deduction.
Standard Deduction Before or After Calculation (B/A)
This is asking if you want to deduct the exemption before or after the
"tax calculation" by either the tables or percentage method.
- Enter "B" (for Before) to deduct the standard deduction before the
Local tax calculation is done.
- Enter "A" (for After) to deduct the standard deduction after the
Local tax calculation is done.
Single Personal Exemption 0.00
This is a fixed dollar amount to be deducted from the gross amount
without regard to a minimum or maximum as the "Standard Deductions"
above. Enter this if the employee's marital status is "single".
Married Personal Exemption 0.00
This is a fixed dollar amount to be deducted from the gross amount
without regard to a minimum or maximum as the "Standard Deductions"
above. Enter this if the employee's marital status is "married".
A-28
Subtract Personal Exemption Before or After
Calculation (B/A)
- Enter "B" (for Before) to deduct the (single or married) personal
exemption before the Local tax calculation is done.
- Enter "A" (for After) to deduct the (single or married) personal
exemption after the Local tax calculation is done.
Exemption Amount per Dependent 0.00
This is a calculated dollar amount derived from this formula:
┌─■ ■─┐
Taxable Gross │ Exemption Number │
Gross = Wages - │ Amount per x of │
Wages │ Dependent Dependents│
└─■ ■─┘
Subtract Dependent Exemption Before or After
Calculation (B/A)
- Enter "B" (for Before) to deduct the dependent exemption before
the Local tax calculation is done.
- Enter "A" (for After) to deduct the dependent exemption after the
Local tax calculation is done.
Deduct FICA (Y/N)
- Enter "Y" (for yes) if your Local regulations deduct FICA from the
gross amount to calculate Local taxes.
- Enter "N" (for No) if your Local regulations do not deduct FICA
from the gross amount to calculate Local taxes.
Deduct Federal Withholding (Y/N)
- Enter "Y" (for yes) if your Local regulations deduct Federal
withholding from the gross amount to calculate Local taxes.
- Enter "N" (for No) if your Local regulations do not deduct Federal
withholding from the gross amount to calculate Local taxes.
A-29
Deduct Before or After Calculation (B/A)
- Enter "B" (for Before) to deduct the FICA or Federal withholding
before the Local tax calculation is done.
- Enter "A" (for After) to deduct the FICA or Federal withholding
after the Local tax calculation is done.
A-30
Local
■─────────────────────────────────────────────────────────────────■
Page Two of Three Pages
Table for Single Persons
Minimum of Amount to Percent over
Line Range Withhold Minimum
1 0.00 0.00 0.000 %
2 0.00 0.00 0.000 %
3 0.00 0.00 0.000 %
4 0.00 0.00 0.000 %
5 0.00 0.00 0.000 %
6 0.00 0.00 0.000 %
7 0.00 0.00 0.000 %
8 0.00 0.00 0.000 %
9 0.00 0.00 0.000 %
10 0.00 0.00 0.000 %
11 0.00 0.00 0.000 %
12 0.00 0.00 0.000 %
■─────────────────────────────────────────────────────────────────■
This table applies only for employees whose marital status is "single".
Minimum of Range
This column contains the ranges of minimum amounts of wages used for
calculating Local withholding taxes.
Amount to Withhold
This column contains the base amounts to be withheld corresponding to
each range of minimum amount.
Percent over Minimum
This column contains the percentages of the excess over the minimum
amounts which are added to the base amounts.
Line 1 through Line 12
These lines contain the figures that apply to each level of minimum wage
range. Use Line 1 for zero wages and percents. Use each succeeding
line for each succeeding level of minimum wage range.
A-31
Local
■─────────────────────────────────────────────────────────────────■
Page Three of Three Pages
Table for Married Persons
Minimum of Amount to Percent over
Line Range Withhold Minimum
1 0.00 0.00 0.000 %
2 0.00 0.00 0.000 %
3 0.00 0.00 0.000 %
4 0.00 0.00 0.000 %
5 0.00 0.00 0.000 %
6 0.00 0.00 0.000 %
7 0.00 0.00 0.000 %
8 0.00 0.00 0.000 %
9 0.00 0.00 0.000 %
10 0.00 0.00 0.000 %
11 0.00 0.00 0.000 %
12 0.00 0.00 0.000 %
■─────────────────────────────────────────────────────────────────■
This table applies only for employees whose marital status is "married".
Minimum of Range
This column contains the ranges of minimum amounts of wages used for
calculating Local withholding taxes.
Amount to Withhold
This column contains the base amounts to be withheld corresponding to
each range of minimum amount.
Percent over Minimum
This column contains the percentages of the excess over the minimum
amounts which are added to the base amounts.
Line 1 through Line 12
These lines contain the figures that apply to each level of minimum wage
range. Use Line 1 for zero wages and percents. Use each succeeding
line for each succeeding level of minimum wage range.
APPENDIX
B
B-1
Appendix B
Reference
Data Files
* Employer
* Employee
Main Control Menu
╔═════════════════════════════════════════╗
║ Pay Reports eDit Utility Exit ║
╚════════════════════▌════════════════════╝
▌
▌
▌
▌
▌
▌
▌ Data Edit Menu
╔═════════════▌═════════════════════╗
║ Tax Data files Utility Exit ║
╚═════════════╪═════════════════════╝
Employer
eMployee
B-2
(This page is blank to correspond with the
registered user's manual, from which this
manual was converted for disk publication.)
B-3
* Employer
■─────────────────────────────────────────────────────────────────■
Page One of Three Pages
Company Name:
Street Address:
City: State: Zip:
Federal I.D. Number :
State I.D. number :
Local I.D. number :
■─────────────────────────────────────────────────────────────────■
Company Name:
This is the legal name of the employer.
Street Address:
This is the street address of the employer.
City:
This is the city in which the employer is located.
State:
This is the name of the state in which the employer is located.
Zip:
This is the mailing zip code for the address of the employer.
Federal I.D. Number:
This is the number assigned by the federal government for the employer's
business.
B-4
State I.D. Number:
This is the number assigned by the state for the employer's business.
(Not all states require this.)
Local I.D. Number:
This is the number assigned by the city, municipality, or county for the
employer's business. (Not all local areas require this.)
B-5
* Employer
■─────────────────────────────────────────────────────────────────■
Page Two of Three Pages
Cost label one :
Cost label two :
Cost label three :
Cost label four :
Cost label five :
Cost label six :
Cost label seven :
Cost label eight :
Cost label nine :
Cost label ten : Non-Employee Workers
■─────────────────────────────────────────────────────────────────■
Cost label one :
through
Cost label nine :
These are the cost accounting labels your employer uses for different cost
areas of the organization, such as departments. Examples of these are:
Administration
Domestic Sales
Foreign Sales
Manufacturing
Engineering
Cost label ten :
This one is reserved for identifying "Non-employee" workers, such as
temporary or contract.
Tip: If you place brackets "[ ]" around the description "Non-
employee", it will be printed that way on the reports to highlight
that entry as: [Non-employee].
Important!
Any "Non-employee" label must
reside in the last entry!
If you do not use "Non-employee" workers, you can use "Cost label ten"
as an additional cost area of your organization.
B-6
* Employer
■─────────────────────────────────────────────────────────────────■
Page Three of Three Pages
┌■
This deduc-│Deduction one : Medical Percent of Gross:__
tion may be│
used for a │Exempt from FIT:N FICA:N Medi:N FUTA:N SIT:N SUTA:N SDI:N
401k plan. │
│W2 form box 17 ID Character: Box 6 Pension:N Box 6 Deferred:N
└■
Deduction two : not used
Deduction three : not used
Deduction four : not used
Deduction five : not used
Deduction six : (Non-Employee Pay)
■─────────────────────────────────────────────────────────────────■
Deduction one :Medical
You can assign Deduction one as a 401k plan or other such plans that are
reportable in box 17 of the W2 form. If you enter a character in the W2
form box (such as a "D" used by the 401k plan), the yearly total for
deduction one will print in box 17 of the W2 form. Your "Y" (for Yes)
or "N" (for No) entry selections for the "Exempt" line determines the way
the gross wages will be reported on the W2 form as well as on the
quarterly tax report, the month, quarter and year reports for wages subject
to figures.
In order to print the "check mark" on the W2 form, you must also select
the Pension and Deferred fields.
You may also have this deduction as a "Percent of Gross" wages or a flat
dollar amount. If you enter "Y" (for Yes) for Percent of Gross, you
should also put the percentage in the "Employee" edit display under the
first constant for deductions. If you enter "N" (for No), this figure
should be entered as a dollar amount in the employee's first constant for
deductions.
We recommend you consult with a tax lawyer, or someone who is a
knowledgeable CPA, to find out what the tax requirements are for setting
up different non-taxable plans.
B-7
Deduction two :
through
Deduction five :
These are categories your employer uses for regular deductions to be
applied to the employees.
Examples of these are:
Insurance
Medical
Profit Sharing
Pension
United Fund
Deduction six :
This one is reserved for identifying "Non-employee" workers, such as
temporary or contract.
Tip: If you place brackets "[ ]" around the description "Non-
employee", it will be printed that way on the reports to highlight
that entry as: [Non-employee].
If you do not use "Non-employee" workers, you can use "Deduction six"
as an additional deduction.
B-8
(This page is blank to correspond with the
registered user's manual, from which this
manual was converted for disk publication.)
B-9
* Employee
■─────────────────────────────────────────────────────────────────■
Page One of Three Pages
Employee No: Marital Status Fed : State: Pay Period: 0
Last Name: First Name:
Street: Phone: ( ) -
City: State: Zip: - SSAN: - -
Date Employed (MM/DD/YY): / / Cost Accounting Code: 0
Pay Rate: 0.00 Overtime Rate One: 0.00 Rate Two: 0.00
Number of Exemptions Federal: 0 State: 0 California State DE-4: 0
Exempt from W/H? (Y/N) FICA: Federal: State: Local: SDI:
Additional W/H Federal: 0.00 Additional W/H State: 0.00
Allocated Tips 0.00 Employee Type - H, S, C, N, or U:
■─────────────────────────────────────────────────────────────────■
Employee No:
This is the code number assigned to an employee. Acceptable codes may
be any alpha-numeric entry, as long as each employee has a different
code than any other employee. For more information about employee
numbers, refer to the "Menus" section, "Data Edit Menu", "Data files",
"Employee".
Marital Status Fed :
This is the employee's marital status regarding Federal regulations. The
only entries acceptable are a single letter:
S = Single.
M = Married.
State:
This is the employee's marital status regarding State regulations. The
only entries acceptable are a single letter:
S = Single.
M = Married.
H = Head of Household.
B-10
Pay Period: 0
This is the number of pay periods per year for the employee. The only
entries accepted are the numbers:
52 = Weekly
26 = Biweekly
24 = Semimonthly
12 = Monthly
4 = Quarterly
2 = Semiannually
Last Name:
This is the employee's last name.
First Name:
This is the employee's first name.
Street:
This is the residence street address where the employee lives or receives
mail.
City:
This is the city in which the employee lives or receives mail.
State:
This is the state in which the employee lives or receives mail.
Zip: -
This is the ZIP code for the address where the employee lives. Add the
ZIP extension if an extension is applicable for the employee's address.
B-11
Phone: ( ) -
This is the residence telephone number of the employee. Include the area
code at the beginning.
SSAN: - -
This is the Social Security Account Number of the employee.
Date Employed (MM/DD/YY): / /
This is the date the employee was hired. Enter the date in the numerical
form MM/DD/YY:
MM = Month
DD = Day of the month
YY = Year
For example, if an employee were hired on June 1, 1990, you would
enter: 06/01/90.
Cost Accounting Code: 0
This is the Cost Accounting Code of the department (or part of the
company) in which the employee is working.
The only code numbers acceptable are:
"1" through "10".
(These are the number codes for the "Cost label" entries in your
"Employer" data, "Page Two of Three Pages".)
You must have an entry in this data area for employees' as it would cause
some of the reports to print erroneous results. If you are not using the
cost accounting feature just enter the number "1".
B-12
Pay Rate 0.00
This is the rate of pay amount for the employee.
Hourly paid employees:
Enter the amount of pay the employee receives per hour.
For hourly paid employees, you must also enter their pay rates for
overtime pay:
- Enter the pay rate for "Overtime Rate One" (commonly 1.5 times
the regular hourly rate).
- Then enter the pay rate for "Rate Two" (commonly 2.0 times the
regular hourly rate).
For example, for an hourly paid employee who has a regular hourly rate
of $10 per hour, you would enter:
Pay Rate: 10.00 <------------ The hourly rate
Overtime Rate One: 15.00 <--- 1.5 times the hourly rate
Rate Two: 20.00 <------------ 2.0 times the hourly rate
Salary paid employees:
Enter the amount of pay the employee receives per salaried period. This
pay rate usually does not receive any overtime pay rates.
For example, for a salary paid employee who is regularly paid $300 per
week, you would enter:
Pay Rate: 300.00 <-------------- The salaried rate
Overtime Rate One: 0.00 <------- None
Rate Two: 0.00 <---------------- None
A salary paid employee may also receive a commission pay rate.
B-13
Commission paid employees:
Do not enter anything here unless:
- The employee also receives in addition to a commission, a salary
rate of pay.
If so, enter the rate of pay the employee receives in addition to
a commission.
For example, for a commission paid employee who also receives a base
salary of $150 you would enter:
Pay Rate: 150.00 <------------ The amount of salary
Overtime Rate One: 0.00 <----- None
Rate Two: 0.00 <-------------- None
For example, for a commissioned paid employee who is paid by
commission ONLY and does NOT receive any other pay, you would enter:
Pay Rate: 0.00 <--------------- None
Overtime Rate One: 0.00 <------ None
Rate Two: 0.00 <--------------- None
Non-employee
Do not enter anything here. The non-employee compensation workers
rates are to be left blank.
Pay Rate: 0.00 <--------------- None
Overtime Rate One: 0.00 <------ None
Rate Two: 0.00 <--------------- None
Overtime Rate One: 0.00
This is the rate of pay the hourly paid employee receives for hours
worked beyond the "Regular" hours worked. This is not applicable for
all employees. Refer to the "Pay Rate 0.00" above for entry information.
B-14
Rate Two: 0.00
This is the rate of pay the hourly paid employee receives for hours
worked beyond "Overtime One" hours worked. Refer to the "Pay Rate
0.00" above for entry information.
Number of Exemptions Federal : 0
This is the number of exemptions the employee claims under Federal
Regulations.
State: 0
This is the number of exemptions the employee claims under State
Regulations (if State Regulations are applicable).
Local: 0
This is the number of exemptions the employee claims under Local
Regulations (if Local Regulations are applicable).
Exempt From W/H? (Y/N) FICA:__ Federal:__ State:__ Local:__ SDI:__
This is asking if the employee is exempt from having withholding
amounts deducted from his or her pay. The only acceptable entries are
"Y" or "N".
- Enter "Y" (for Yes) if the employee is exempt from withholding
(does not have withholding deducted).
Also, enter "Y" (for Yes) as exempt for all these entries for Non-
employees.
- Enter "N" (for No) if the employee is not exempt from
withholding (does have withholding deducted).
FICA:__
This is for federal income tax deduction from pay.
B-15
Federal:__
This is any additional federal deduction from pay.
State:__
This is for state income tax deduction from pay.
Local:__
This is for local income tax deduction from pay.
SDI:__
This is for State Disability Insurance deduction from pay.
Additional W/H Federal: 0.00
This is for any additional Federal Withholding deduction amount for the
employee (if applicable).
Additional W/H State: 0.00
This is for any additional State Withholding deductions for the employee
(if applicable).
Allocated Tips: 0.00
This is for tips reported by the employer when employees do not report
enough in tips. It is entered only at the end of the year before printing
the W-2 forms.
Employee Type - H, S, C, N, or U:
This is the pay rate basis for the employee. The only acceptable entries
are:
H = Paid by an hourly rate.
S = Paid by a fixed salary.
C = Paid by commission.
N = Paid by a Non-standard category.
U = Unemployed. (Use this to delete employees from the active
payroll until they are permanently removed at the end of the
year.)
B-16
* Employee
■─────────────────────────────────────────────────────────────────■
Page Two of Three Pages
Constant Period M.T.D. Q.T.D. Y.T.D.
EARNINGS
Gross Pay: 0.00 0.00 0.00 0.00
Bonus paid: 0.00 0.00 0.00 0.00
Reported Tips: 0.00 0.00 0.00 0.00
Collected Tips: 0.00 0.00 0.00 0.00
Vacation Pay: 0.00 0.00 0.00 0.00
Net Check Paid: 0.00 0.00 0.00 0.00
DEDUCTIONS
Federal Tax: 0.00 0.00 0.00 0.00
FICA Tax: 0.00 0.00 0.00 0.00
State Tax: 0.00 0.00 0.00 0.00
Local Tax: 0.00 0.00 0.00 0.00
SDI Deduction: 0.00 0.00 0.00 0.00
not used: 0.00 0.00 0.00 0.00 0.00
not used: 0.00 0.00 0.00 0.00 0.00
not used: 0.00 0.00 0.00 0.00 0.00
not used: 0.00 0.00 0.00 0.00 0.00
not used: 0.00 0.00 0.00 0.00 0.00
Non-Employee Pay: 0.00 0.00 0.00 0.00 0.00
■─────────────────────────────────────────────────────────────────■
Constant Period M.T.D. Q.T.D. Y.T.D.
These columns are arranged to record the various categories according to
different time periods.
Constant
This column is for records that are the same regardless of the employee's
earnings. It is usually applied to deductions.
Period
This is the current pay period.
M.T.D.
This is the accumulation of entries logged for the Month-To-Date.
Q.T.D.
This is the accumulation of entries logged for the Quarter-To-Date.
B-17
Y.T.D.
This is the accumulation of entries logged for the Year-To-Date.
EARNINGS
This groups all the categories of income to be totaled together for the
employee.
Gross Pay:
This is a record of the employee's pay amount based on pay rate before
any deductions are subtracted from it.
Bonus paid:
This is a record of any bonus amount added to the employee's pay.
Reported Tips:
This is a record of tips reported by the employee.
Collected Tips:
This is a record of tips collected by the employer for the employee.
Vacation Pay:
This is a record of pay to the employee for vacation time.
Net Check Paid:
This is a record of the net amount paid to the employee after all the
deductions have been subtracted from the total pay.
B-18
DEDUCTIONS
This record groups all the categories of deductions to be totaled together
for the employee.
Federal Tax:
This is a record of the federal income tax withholding deduction.
State Tax:
This is a record of the state income tax withholding (if applicable for
your state).
Local Tax:
This is a record of the local income tax withholding (if applicable for
your local area).
SDI Deduction:
This is a record of the State Disability Insurance deduction (if
applicable for your state).
not used:
These are reserved for user-determined categories. You can use these to
enter categories such as: Medical, Profit Sharing, etc.
Non-employee Pay:
This is a record of the category for Non-employees pay. Non-employees
are such as: temporary workers, contract workers, etc.
B-19
* Employee
■─────────────────────────────────────────────────────────────────■
Page Three of Three Pages
Regular Hours Worked: 0.000 0.000 0.000 0.000
Overtime One Hours Worked: 0.000 0.000 0.000 0.000
Overtime Two Hours Worked: 0.000 0.000 0.000 0.000
Vacation Hours: 0.000 0.000 0.000 0.000
Commission Paid: 0.00 0.00 0.00 0.00
■─────────────────────────────────────────────────────────────────■
This page is for the accumulation of hours recorded for the employee.
The columns correspond to the columns on the previous page. They are:
Period M.T.D. Q.T.D. Y.T.D.
Regular Hours Worked:
This is a record of the accumulation of regular hours logged to the
employee for the year.
Overtime One Hours Worked:
This is a record of the accumulation of Overtime One hours logged to the
employee for the year.
Overtime Two Hours Worked:
This is a record of the accumulation of Overtime Two hours logged to
the employee for the year.
Vacation Hours:
This is a record of the accumulation of vacation hours logged to the
employee for the year.
Commission Paid:
This is a record of the accumulation of commissions logged to the
employee for the year.
APPENDIX
C
C-1
Appendix C
Reference
Calculator
╔════════════════════════════╗
║ ║
║ ╔════════════════════════╗ ║
║ ║ 0║ ║
║ ╚════════════════════════╝ ║
║ ║
║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
║ │ 7 │ │ 8 │ │ 9 │ │ / │ ║
║ └───┘ └───┘ └───┘ └───┘ ║
║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
║ │ 4 │ │ 5 │ │ 6 │ │ * │ ║
║ └───┘ └───┘ └───┘ └───┘ ║
║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
║ │ 1 │ │ 2 │ │ 3 │ │ - │ ║
║ └───┘ └───┘ └───┘ └───┘ ║
║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
║ │ 0 │ │ · │ │ = │ │ + │ ║
║ └───┘ └───┘ └───┘ └───┘ ║
║ ┌───┐ ┌───┐ ┌───┐ ┌────┐ ║
║ │ C │ │cE │ │ % │ │Move│ ║
║ └───┘ └───┘ └───┘ │<-->│ ║
║ └────┘ ║
║ Esc Quits - F10 to Paste ║
║ ║
╚════════════════════════════╝
C-2
Calculator
When you are in the "edit" mode of numerical entries that may require
calculation of some data files, you can pop up a handy calculator on the
screen. (If the entry does not require calculated numbers, the calculator
will not be available.)
To pop up the calculator:
Press the [F3] key.
The calculator will display on the screen (over your ZPAY 3 edit page).
╔════════════════════════════╗
║ ║
║ ╔════════════════════════╗ ║
║ ║ 0║ ║
║ ╚════════════════════════╝ ║
║ ║
║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
║ │ 7 │ │ 8 │ │ 9 │ │ / │ ║
║ └───┘ └───┘ └───┘ └───┘ ║
║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
║ │ 4 │ │ 5 │ │ 6 │ │ * │ ║
║ └───┘ └───┘ └───┘ └───┘ ║
║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
║ │ 1 │ │ 2 │ │ 3 │ │ - │ ║
║ └───┘ └───┘ └───┘ └───┘ ║
║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
║ │ 0 │ │ · │ │ = │ │ + │ ║
║ └───┘ └───┘ └───┘ └───┘ ║
║ ┌───┐ ┌───┐ ┌───┐ ┌────┐ ║
║ │ C │ │cE │ │ % │ │Move│ ║
║ └───┘ └───┘ └───┘ │<-->│ ║
║ └────┘ ║
║ Esc Quits - F10 to Paste ║
║ ║
╚════════════════════════════╝
It is very similar in appearance to any generic hand-held calculator you
are familiar with. It functions much the same way except you press the
number keys on your computer's keyboard instead of the calculator's.
C-3
Calculator Functions
Window
The window displays the numbers you enter and the results of
calculations. Numbers displayed in the calculator's window can be
transferred ("pasted") to the ZPAY 3 entry on which the cursor is
residing.
Key Pad
The key pad functions the same as that on a hand-held calculator.
However, a few of the keys on the key pad use symbols that correspond
to characters found on your computer's keyboard. The key for
multiplication is the asterisk [*] character (instead of "x") and
division is the forward slash [/] character (instead of "÷").
Number Keys - 0 through 9
Use these keys on your computer's keyboard to enter numbers. You can
use the number keys located above the alphabet keys, or the keypad
number keys if your computer is equipped with them. As you press each
number key, that number is displayed to the right of the previous number
in the calculator's window.
Example:
When you type the number 5, then 2, then 7, (for the number 527) the
window displays:
╔════════════════════════════╗
║ ║
║ ╔════════════════════════╗ ║
║ ║ 527║ ║
║ ╚════════════════════════╝ ║
║ ║
This number will remain displayed until you type another number,
clear the entry or display, or continue with some math function
such as add, subtract, multiply, or divide.
C-4
The Decimal [.] Character The period is the decimal character. Use
it to place a decimal in your numbers.
Example: To enter 25.4 in the calculator:
Type 2, 5, the decimal character [.], then 4. The calculator's window
displays "25.4".
The Equal [=] Character
The equal is the equal character. Use it after you have entered a math
function ([+], [-], [*], [/]) and its number to get the math function
result.
The Division [/] Math Function Character
The forward slash is the division character. Use it after the number you
want to be divided.
Example: To take 27 and divide it by 3:
Type 27, press the divide character [/], then type the number to divide by,
3. When you press [=] (or [Enter]) the result "9" will be displayed in the
calculator's window.
The Multiplication [*] Math Function Character
The asterisk is the multiplication character. Type it after the number you
want to be multiplied.
Example: To multiply 25 by 4:
Type 25, press the multiplication character [*], then type the number to
multiply it, 4. When you press the equals character [=] (or [Enter])
the result "100" will be displayed in the calculator's window.
C-5
The Subtraction [-] Math Function Character
The minus is the subtraction character. Type it after the number you
want to be subtracted by another number.
Example: To take 25 and subtract 5 from it:
Type 25, press the subtraction character [-], then type the number to be
subtracted, 5. When you press the equals character [=] (or [Enter])
the result "20" will be displayed in the calculator's window.
The Addition [+] Math Function Character
The plus is the addition character. Type it after the number you want to
be added by another number.
Example: To take 25 and add 5 to it:
Type 25, press the addition character [+], then type the number to add,
5. When you press the equals character [=] (or [Enter]) the result "30"
will be displayed in the calculator's window.
The Clear [C] Character
The [C] character (either upper or lower case) is the clear key. Use it to
clear the calculator of any previous numbers or functions. It will erase
all previous and existing numbers and functions and reset the calculator
to zero "0".
Example: To clear previous calculations and the existing display:
Press the clear character [C]. The existing numbers in the display are
erased and the display is changed to zero "0".
C-6
The Clear Entry [E] Character
The [E] character (either upper or lower case) is the clear entry key.
Use it to clear only the existing entry and continue with an existing
math function. All previous entries of a math function before this one
are retained.
Example: To clear an erroneous entry in a math function "5 + 2":
Press 5, then 2 (but you press "3" instead of "2"), then press [E]. The
"3" is erased, then press "2", and continue with [=] for the result "7".
The Percent [%] Character The [%] character is the percent key.
Use it to calculate a percentage of a previously entered number.
Example: To calculate 30% of 200:
Type 200, type the multiplication character [*], then type 30, then press
the [%] key. The result "60" will be displayed in the calculator's
window.
C-7
The [<-] and [->] Arrow Keys (Move Calculator)
The right and left arrow cursor keys will move the calculator across the
screen. Use them to move the calculator to one side or the other to be
able to see any part of your ZPAY 3 screen that may have been covered
by the calculator.
┌──■┌──■┌──■┌──■┌──■┌──■┌──■ ╔════════════════════════════╗
│ │ │ │ │ │ │ ║ ║
│ │ │ │ │ │ │ ║ ╔════════════════════════╗ ║
│ │ │ │ │ │ │ ║ ║ 0║ ║
│ │ │ │ │ │ │ ║ ╚════════════════════════╝ ║
│ │ │ │ │ │ │ ║ ║
│ │ │ │ │ │ │ ║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
│ │ │ │ │ │ │ ║ │ 7 │ │ 8 │ │ 9 │ │ / │ ║
│ │ │ │ │ │ │ ║ └───┘ └───┘ └───┘ └───┘ ║
│ │ │ │ │ │ │ ║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
│ │ │ │ │ │ │ ║ │ 4 │ │ 5 │ │ 6 │ │ * │ ║
│ │ │ │ │ │ │ ║ └───┘ └───┘ └───┘ └───┘ ║
│ │ │ │ │ │ │ ║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
│ │ │ │ │ │ │ ║ │ 1 │ │ 2 │ │ 3 │ │ - │ ║
│ │ │ │ │ │ │ ║ └───┘ └───┘ └───┘ └───┘ ║
│ │ │ │ │ │ │ ║ ┌───┐ ┌───┐ ┌───┐ ┌───┐ ║
│ │ │ │ │ │ │ ║ │ 0 │ │ · │ │ = │ │ + │ ║
│ │ │ │ │ │ │ ║ └───┘ └───┘ └───┘ └───┘ ║
│ │ │ │ │ │ │ ║ ┌───┐ ┌───┐ ┌───┐ ┌────┐ ║
│ │ │ │ │ │ │ ║ │ C │ │cE │ │ % │ │Move│ ║
│ │ │ │ │ │ │ ║ └───┘ └───┘ └───┘ │<-->│ ║
│ │ │ │ │ │ │ ║ └────┘ ║
│ │ │ │ │ │ │ ║ Esc Quits - F10 to Paste ║
│ │ │ │ │ │ │ ║ ║
└──■└──■└──■└──■└──■└──■└──■ ╚════════════════════════════╝
C-8
The Escape [Esc] Key
The [Esc] key is the "quit" key. Use it to quit using the calculator and
return to the ZPAY 3 edit screen. You can quit using the calculator at
any time by pressing [Esc]. However, if you have not cleared the
calculator's display first by pressing [C], the next time you pop-up the
calculator (in the same ZPAY 3 session) it will have the last figures
displayed in its window. When you exit out of ZPAY 3 to DOS, the
calculator will be automatically reset to zero "0" the next time you start
up ZPAY 3 and use the calculator.
The Paste Key [F10]
The [F10] key will transfer (paste) the numbers currently displayed in the
calculator's window to the entry field in your ZPAY edit screen. You
can use it to transfer any calculations to an edit or pay screen field.
The field will be the field your cursor resided when you popped up the
calculator.
Example: We can use the example from the Test Drive for calculating
a commission for an employee's pay.
Display the "Pay" edit screen. Move the cursor to the "Commission
Paid" entry field.
Press [F3] to pop up the calculator on the screen. In this example, let's
say this employee has $15,000.00 in sales, and gets a commission of 4%.
In the calculator, enter "15000", press the multiplication character [*]
and then enter "4", press the percent character [%] for the result. You
will see a result of "600" in the calculator window.
Now all you have to do to paste this answer in the "Commission Paid"
entry (the field where your cursor resides) is to press the paste key
[F10]. The calculator disappears and 600 dollars will be transferred to
the "Commission Paid" field.
When the calculator disappeared, it had not been cleared. So be sure to
clear the calculator if you pop it up again during this ZPAY 3 session.
APPENDIX
D
D-1
Appendix D
Reference
Forms Used By ZPAY 3
* Checks
* W-2 Forms
* 1099-MISC Forms
D-2
Checks
The checks used for the ZPAY 3 Payroll System are a "general
purpose" check form used by many accounts payable programs.
We recommend this supplier for these forms:
Deluxe Computer Forms
1275 Red Fox Road
P.O. Box 64046
St. Paul, MN 55164-0046
Call toll-free telephone number: 1-800-336-4168
FAX number: 1-800-336-4169
In Minnesota call collect: 1-612-631-8500
FAX number: 1-800-490-8160
Pin Feed Checks: # 1013
Laser Form Checks: # 081013
When ordering give ZPAY Payroll Systems Order Code Number:
L02231 to insure getting the proper forms.
D-3
W-2 Forms
The W-2 Forms used with ZPAY 3 are standard forms available from
many computer supply firms.
We recommend this supplier for the W-2 Forms (and the 1099 Forms):
Nelco, Inc.
3130 South Ridge Road
P.O. Box 10208
Green Bay, WI 54307-0208
Voice telephone number: (414) 337-1000
Fax telephone number: (414) 336-5130
1099-MISC Forms
The 1099-MISC Forms used with ZPAY 3 are standard forms
available from many computer supply firms.
See "W-2 Forms" above for the supplier we recommend for these
1099-MISC forms.
APPENDIX
E
E-1
Appendix E
Reference
LHarc
Archiving Program
E-2
LHarc
Unlike ZPAY 3 which is a program that requires payment, LHarc is a
"public domain" program that anyone may copy and use without any
payment. The author has magnanimously placed this program in the
public domain for others to use.
You don't have to do anything special to use the LHarc file compression
while you are using ZPAY 3. ZPAY 3 utilizes LHarc in a way that is
transparent to the ZPAY 3 user. You just select the back-up option from
the ZPAY 3 menu, and ZPAY 3 operates LHarc without your having to
do anything else.
However, LHarc is a useful tool for compressing files even when you are
not using ZPAY 3. You do not have to use ZPAY 3 to be able to use
LHarc. You will need to have a working knowledge of your computer's
DOS command usage and how to navigate among different drives and
directories of your computer.
You can copy the LHarc program file to any disk or directory you want.
Refer to your computer's DOS manual for the procedure to copy a file
from one place to another.
LHarc Manual On-Disk
There is a file named "LHARC.MAN" included with your ZPAY 3
program files. This file is an on-disk manual for the LHarc program. It
was written by the author of LHarc. It contains in-depth explanations of
all the ways you can use LHarc externally of ZPAY 3.
For your convenience, on the next few pages we have included a few
abbreviated examples of a couple of the most popular uses of LHarc.
These examples are not intended to replace the on-disk manual for
LHarc, but are intended just to give you a head start in using it.
E-3
How To Use LHarc
LHarc uses the DOS command line with a variety of operating functional
switches.
If you just type "LHARC" and press [Enter], a help screen will be
displayed with descriptions of the various command line switches.
Here is a representation of the help screen displayed by LHarc:
LHarc version 1.00
Copyright(c) Haruyasu Yoshizaki, 1988-89
<<< High-performance file compression program >>>
Usage:
LHarc [<command>] [/<switches>[-|+|2|<optional>]]
<archive> [<drive name>: | <base directory>\] [path
name> ...]
a:Add files to archive
f:Freshen files in archive
e,x:EXtract files from archive
d:Delete files from archive
s:make Self-extract archive
u:Update files to archive
m:Move new files into archive
p:disPlay files in archive
l,v:View List of files in archive
<< switches >>
r:Recursive collection of files
x:allow eXtended file names
p:Precise comparison of names
a:allow any Attributes of files
w:assign Work directory
m:no Message for query
c:ignore Comparison of times
v:View files by another utility
E-4
Examples
An Example for Compressing One File
LHARC A A:LETTERS C:\DOCS\MYFILE.TXT
LHARC = command.
A = Add file to the archive.
A: = The drive you want your compressed file to be placed.
\LETTERS = The name of the file to contain the file to be
compressed.
C: = Drive designation containing the file you want to compress.
\DOCS = The directory containing the file you want to compress.
\MYFILE.TXT = The name of the file you want to compress.
E-5
Example for Compressing Several Files Into One File
LHARC A A:LETTERS C:\DOCS\*.TXT
LHARC = command.
A = Add files to the archive.
A: = The drive you want your compressed file to be placed.
LETTERS = The name of the file to contain all the files to be
compressed that have the extension ".TXT".
C: = Drive designation containing the files you want to compress.
\DOCS = The directory containing all the ".TXT" files you want to
compress.
\*.TXT = All the files that have and extension ".TXT" that you
want to compress.
E-6
An Example for Un-Compressing a Compressed File
LHARC X A:LETTERS.LZH C:\DOCS
LHARC = command.
X = Extract (un-compress) each of the compressed files from the file
containing the compressed files.
A: = Drive designation containing the compressed files.
LETTERS.LZH = The file name of the compressed file.
C: = The drive you want your un-compressed files to be placed.
DOCS = The name of the directory you want your un-compressed files
to be placed.
Index
1099 forms 3-16
1099 totals 3-17
1099-MISC forms D-3
401k entry B-6
A
Active 3-15
Add 4-12, 5-12, 5-13
Add & post 3-22, 4-23, 5-18
Additional W/H federal B-15
Additional W/H state B-15
Allocated tips B-15
Allowances A-21
Amount for each itemized deduction A-20
Amount to withhold A-4, A-5, A-17, A-18, A-19, A-30, A-31
ASCII conversion 3-17
B
Back up 4-31, 5-27
Back up data files 3-4
Base on gross A-9
Base on gross or tax A-25
Base on tax A-9
Bonus paid B-17
Bridge
ASCII 3-17
WKS 3-19
C
Calculate by percent A-9
Calculate by table A-9
Calculate by table or percent A-24
Calculator 4-11, C-2
California 4-6, A-16
Changing the password 3-4
Changing printer port 3-20
Check register 3-17, 4-28
Checks 3-17, 5-20
Comments 4-26
No checks 3-17
Pre-printed check numbers 4-26
Register 3-17, 4-28
Sorting 4-27
Starting check number 4-26
Checks (forms) D-2
Close end of year 5-29
Collected tips B-17
Comment 5-23
Comments 4-26
Commission paid B-19
Commission paid employees B-13
Commissioned employee 4-20
Complete 3-15
Constant B-16
Copy local 3-7
Copy state 3-7
Cost 3-15
Cost accounting code B-11
Cost labels B-5
CPA's 5-17
Current 3-15
Customer support 1-17
Cut off amount A-8
Cut-off date 4-2
D
Data 5-10
Data Edit Menu 3-7
Data file
Employer 4-30
Data files 3-8, 4-8
Add 4-12
Backup 3-4
Calculator 4-11
Department numbers 3-8
Edit 4-10
Employee 3-8, 4-10
Employee numbers 3-8, 3-9, 3-10
Employer 3-8, 4-9, B-3
Export 3-5
Next 4-10
Quit 4-15
Restore 3-4
Date 3-11, 3-20, 3-22, 5-3
Cut-off date 4-2
Date employed B-11
Deduct federal withholding A-28
Deductions B-6, B-18
Amount for each itemized A-20
Estimated A-20
Standard A-20
Department numbers 3-8
E
Earnings B-17
Edit 4-10
Editing controls 1-14
Function keys 1-16
Employee 3-8, 4-10, 5-11
Employee data files B-9
Employee type - H,S,C,N,U B-15
Marital status federal B-9
Employee numbers 3-8, 3-9, 3-10
Employee type - H,S,C,N,U B-15
Employees data files
Additional W/H federal B-15
Additional W/H state B-15
Allocated tips B-15
Bonus paid B-17
Collected tips B-17
Commission paid B-19
Commission paid employees B-13
Constant B-16
Cost accounting code B-11
Deductions B-18
Earnings B-17
Exempt from W/H B-14
Federal tax B-18
Gross pay B-17
Hourly paid employees B-12
Local tax B-18
M.T.D. B-16
Marital status state B-9
Net check paid B-17
Non-employee B-13
Non-employee pay B-18
Not used B-18
Number of exemptions federal B-14
Number of exemptions local B-14
Number of exemptions state B-14
Overtime one hours worked B-19
Overtime rate one B-13
Overtime two hours worked B-19
Pay period B-10
Pay rate B-12
Period B-16
Q.T.D. B-16
Rate two B-14
Regular hours worked B-19
Reported tips B-17
Salary paid employees B-12
SDI deduction B-18
SSAN B-11
State tax B-18
Vacation hours B-19
Vacation pay B-17
Y.T.D. B-17
Employer 3-8, 3-15, 4-9, 4-30, 5-10
Employer data files B-3
Cost labels B-5
Deductions B-6
Federal I.D. number B-3
Local I.D. number B-4
State I.D. number B-4
End of year closing 5-29
End printing with 3-13, 5-20
Enter 3-22, 4-18, 5-15, 5-16
Estimated deductions A-20
Exemption
Amount per dependent A-28
Married A-12, A-27
Per dependent A-13
Single A-12, A-27
Subtract after calculation A-13, A-28
Subtract before calculation A-13, A-28
Exemptions
Federal B-14
Local B-14
State B-14
Withholding B-14
Exit 3-11, 3-20, 3-22
Exit 3-22
Stay 3-22
Exit string 3-14, 4-27, 5-23
Export data files 3-5
F
F1 key 5-12
F10 key 5-13
F2 key 5-12
F3 key 5-13
Features 1-2
Federal exemption allowance A-3
Federal I.D. number B-3
Federal tax 4-5, B-18
Federal tax tables A-3
Federal unemployment tax A-3
FICA A-3, A-13, A-28, B-14
File 3-11, 4-3, 5-4
File name 3-20, 4-3
File names 3-4
Files missing 5-5
Find 5-16
First record 5-20
Forms
1099-MISC forms D-3
Checks D-2
W-2 forms D-3
Function keys
Editing controls 1-14
G
Gross pay B-17
H
Hourly employee 4-21
Hourly paid employees B-12
I
Index 3-11
Init string 3-14, 4-26, 5-23
Installing ZPAY 3 2-1
J
K
L
Labels 3-19
Last record 5-20
LHarc compression 5-28, E-2
Example for compressing one file E-4
Example for compressing several files E-5
Example for un-compressing files E-6
How to use LHarc E-3
Manual (on-disk) E-2
LHarc file compression 4-31
Limit of unemployment A-8, A-23
Local I.D. number B-4
Local tax 4-7, B-18
Local tax tables A-23
Local withholding A-24
Long 3-19
M
M.T.D. B-16
Mail 3-19
Married personal exemption A-12, A-27
Married standard deduction A-25, A-26
Married tax credits A-22
Maximum on wages to tax A-7, A-23
Maximum standard deduction A-12, A-27
Menus
Backup 3-4
Checks 3-17
Copy Local 3-7
Copy State 3-7
Data Edit Menu 3-7
Data files 3-8
Date 3-4, 3-11
Employee 3-8
Employer 3-8
End printing with 3-13
Exit 3-5, 3-11, 3-20, 3-22
Export 3-5
Federal tax 3-7
File 3-4, 3-11
File name 3-3
Index 3-11
Local tax 3-7
Main Control Menu 3-3
Misc 3-19
Month 3-16
Navigating 1-12, 3-2
Password 3-4
Pay 3-4, 3-21
Payroll Entry Menu 3-21
Payroll Reporting Menu 3-13
Period 3-15
Quarter 3-16
Register 3-17
Reports 3-4
Restore 3-4
Rework 3-11
Start printing with 3-13
State taxes 3-7
Stay 3-5, 3-11, 3-20
Tax 3-7
Utilities 3-22
Utility 3-4, 3-11, 3-20
Year 3-16
Menu systems 1-8
Minimum of range A-4, A-5, A-17, A-18, A-19, A-30, A-31
Minimum standard deduction A-12, A-27
Misc 3-19
Labels 3-19
Long 3-19
Mail 3-19
Phone 3-19
Short 3-19
Missing files 5-5
Month 3-16
Mouse 1-13
N
Naming files 3-4
Net check paid B-17
Next 4-10, 5-16, 5-18
No checks 3-17
Non-employee 4-9, 4-22, B-13
Non-employee pay B-18
Non-employees 5-17
Not used B-18
Note for CPA's 5-17
Number of exemptions federal B-14
Number of exemptions local B-14
Number of exemptions state B-14
Numbers 3-10
Order of sorting 3-9, 3-10
O
Overtime one hours worked B-19
Overtime rate one B-13
Overtime rate two B-14
Overtime two hours worked B-19
P
Paper torn 5-20
Password 1-12, 5-3, 4-2
Path for restore 3-4
Pay 3-21, 4-16, 5-14
Add & post 3-22
Enter 3-22
Prepare 3-21
Pay period B-10
Pay rate B-12
Paychecks
Print 4-25
Payroll
Add& post 4-23
Back up 4-31
Commissioned employee 4-20
Enter 4-18
Hourly employee 4-21
Non-employee 4-22
PPay 4-16
Period 4-29
Prepare 4-17
Report 4-29
Salaried employee 4-19
Payroll cut-off date 4-2
Payroll data 5-10
Payroll Entry menu 3-21
Payroll name 5-4
Payroll period 4-16
Payroll Reporting Menu 3-13
Percent over minimum A-4, A-5, A-17, A-18, A-19, A-30,
A-31
Period 3-15, 4-29, B-16
Active 3-15
Complete 3-15
Cost 3-15
Current 3-15
Employer 3-15
Single 3-15
Wide active 3-15
Wide complete 3-15
Wide current 3-15
Phone 3-19
Pre-printed check numbers 4-26, 5-22
Prepare 3-21, 4-17, 5-15
Previous 5-16
Print paychecks 4-25, 5-21
Print report 5-25
Print reports 4-29
Printer
Daisy wheel 3-14
Dot-matrix 3-14
Ports 3-20, 4-25
Printers 4-26, 5-23
Exit string 4-27
Init string 4-26
LaserJet 3-14
Q
Q.T.D. B-16
Quarter 3-16
Tax 3-16
Quit 4-15, 5-18
R
Range of records printed 5-20
Rate two
Rate B-14
Register 3-17, 4-28
Regular hours worked B-19
Reimbursements 5-17
Report 4-29, 5-25
Reported tips B-17
Reports 5-20
Print 4-29
Restore data files 3-4
Restore data path 3-4
Rework 3-11
S
Salaried employee 4-19
Salary paid employees B-12
SDI
Employee rate A-14
Employer rate A-14
SDI deduction B-18
SDI tax A-8, A-15
Short 3-19
Single 3-15
Single personal exemption A-12, A-27
Single standard deduction A-25, A-26
Single tax credit A-22
Sorting 4-27
Spreadsheet bridge 3-19
SSAN B-11
Standard deduction
After calculation A-12, A-27
Amount A-9, A-25
Before calculation A-12, A-27
Married A-25, A-26
Maximum A-12, A-27
Minimum A-12, A-27
Percent A-9, A-25
Single A-25, A-26
Standard deductions A-20
Start a new payroll
Back-up the payroll files 5-27
Print report 5-25
Start printing with 3-13, 5-20
Start ZPAY 3 5-3 4-2
Starting a new payroll
At-A-Glance 5-1
Create tax tables 5-5
Enter payroll data 5-10
Password 5-3
Payroll date 5-3
Print checks and reports 5-20
Print paychecks 5-21
Run the payroll 5-14
Starting check number 4-26, 5-22
State I.D. number B-4
State tax 4-6, B-18
State tax tables A-7
California only A-16
State withholding A-8
Stay 3-11, 3-20, 3-22
Subtract dependent exemption A-28
Subtract personal exemption A-28
System requirements 1-7
Memory 1-7
T
Table for heads of household A-19
Table for married persons A-5, A-18, A-31
Table for single persons A-4, A-17, A-30
Tax 3-16
Base on gross A-25
Base on tax A-25
Calculate by percent A-24
Calculate by table A-24
Credit single A-20
Credit table A-19
Credits married A-20
Federal tax tables A-3
Maximum on wages to tax A-23
SDI A-8
State tax tables A-7
Tax credit table A-21
Tax tables 4-6, 5-5
California (only) 4-6
Federal tax 4-5
Local tax 4-7
State tax 4-6,
Test drive 4-1
Start ZPAY 3 4-2
Torn paper 5-20
Training tax rate (California) A-16
U
Unemployment tax A-3
Utilities 3-22
Date 3-22
File Name 3-22
Utility 3-11, 3-20, 4-3, 5-4
Date 3-20
File name 3-20
V
Vacation hours B-19
Vacation pay B-17
W
W2 forms 3-16, D-3
Warranty 1-17
Wide active 3-15
Wide complete 3-15
Wide current 3-15
Withholding A-28
Additional W/H federal B-15
Additional W/H state B-15
Deduct after calculation A-14, A-29
Deduct before calculation A-14, A-29
Federal A-13
Local A-24
State A-8
X
Y
Y.T.D. B-17
Year 3-16
1099 forms 3-16
1099 totals 3-17
W2 forms 3-16
Yearly 3-16
Yearly 3-16
Z