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*************************** Special BBS distribution package. You must have both ZPAY3-1.ZIP and ZPAY3-2.ZIP in order to use this package. Disregard any reference to the INSTALL program in the manual "ZPAY3.DOC" as that only applies to the "Disk Vendor" and "Registered" disk sets. *************************** 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 History file program. You will be able to print payroll history reports on your employees with this program. 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 History 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 3.6 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