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*****************************************
* *
* (tm) *
* I N S T A - P A Y *
* *
* *
*****************************************
By Cheque-Mate
Multi-Company Version 2.90p
Cheque-Mate International, INC.
890 Hampshire Road Suite W
Westlake Village, CA 91361-2812
(805) 496-7846
(C) Copyright 1988-1996 Cheque-Mate International, INC.
INSTA-PAY is a registered trademark of Cheque-Mate International.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
Table Of Contents
THE CHEQUE-MATE PAYROLL SYSTEM
An overview of the system........................... 1
How To Set Up the Cheque-Mate Payroll System........ 2
Using the Administration Routines................... 4
How to start the Cheque-Mate Payroll System......... 10
Payroll Processing Sequence......................... 11
Cheque-Mate Standard Commands....................... 12
PERSONNEL MAINTENANCE
Add A New Employee.................................. 13
Modify An Existing Employee......................... 17
PAYROLL MAINTENANCE
Pre-Pay Or Termination.............................. 18
Enter Payroll Data.................................. 19
Display/Modify Payroll Data......................... 24
PAYROLL PROCESSING
Register/Checks/Posting............................. 25
Print Time Card Labels.............................. 29
Prepare Quarterly Reports........................... 30
Prepare Yearly Reports.............................. 31
Print W-2's
Print 1099's
Print W-3
Print DE-43
Print 940
SYSTEM UTILITIES
QUIT TO DOS......................................... 32
Backup Files........................................ 33
Void A Check........................................ 34
Compute Gross From Net.............................. 36
Display Last Nets................................... 37
OPTIONAL REPORTS
Miscellaneous Reports............................... 38
Print Anniversary List.............................. 40
Print Birthday List................................. 40
Print Employee List................................. 41
Miscellaneous Utilities............................. 42
Trouble-shooting.................................... 44
Misc Features-Frequent Questions-Bugs/Enhancements.. 46
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
INSTA-PAY (TM)
The
CHEQUE-MATE PAYROLL SYSTEM
An Overview
This payroll is designed to give you the most complete reporting
system on today's market. Our experience has made it possible to
keep the operation of the system simple by narrowing it down to a
few simple procedures.
Below are a few of the basic guidelines for the operation of our
system. We suggest that you read the manual for a more complete
overview of the Insta-Pay system.
Use these guidelines:
1. To select from our menu, use the space bar or the up and down
arrow keys. Once at your desired selection, press the enter
or return key.
2. To override any numerical calculation fields, enter either
a numerical amount NNN.NN or a zero to stop the calculation.
3. There are NO quarter or year end closings using the Insta-Pay
system. Also until the data is posted and updated, you can
continue to make changes or corrections as many times as
needed to get it right.
4. Function keys:
F7. Saves and processes data.
F4/ESC. Abandon screen without processing
F2. Move from the ENTER PAYROLL DATA screen to the update
employee master screen.
Correct or change information on the ENTER PAYROLL DATA
screen.
F1. Help screens.
5. Most operating instructions are located at the bottom of
the screen. For screens with no instructions, use the light
bar to select the desired option.
6. The NET TO GROSS computation. This is used to compute bonuses.
7. Pre-paid/Terminations. Create pay entries in between payroll
cycles. Once done they do not have to be reentered. They
will be stored until the next payroll is generated.
8. Please proceed to HOW TO SETUP YOUR SYSTEM.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 1.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
SYSTEM SETUP
You are now ready to install and setup the INSTA-PAY PROGRAM.
The minimum system requirements are:
DOS 2.1 or higher
A hard disk drive with at least 3 megabytes of free space
512K RAM memory
A printer with compressed mode capability or a wide carriage
A narrow [or wide] carriage printer for checks
An HP compatible / M.I.C.R. toner compatible printer IF you are
going to M.I.C.R. encode checks.
CONSIDERATIONS
This section of the program must be set up properly. The information
you enter determines what printer(s) and disk drive(s) the program
will use and how it will interface with them.
At any point you can press F7 to save the system configuration, or you
can press F4 to abandon and return to the system prompt. This section
of the program must be completed before any other part of the program
is used. If you abandon before saving your configuration, it must be
completed at another time.
PROCESSING SEQUENCE
STEP 1. Insert disk #1 into Drive A.
STEP 2. At the DOS prompt (>) enter
------>A: (RETURN)
------>INSTALL C: (RETURN C: can be replaced with D:, E:,
etc. depending on the location of your hard disk.)
The payroll program installs and the System Configuration
screen appears.
STEP 3. Fill in your company name, address and telephone number.
STEP 4. Choose which device your checks, registers, and labels will
be printed on. If you are using a serial printer (COM1: or
COM2:), you need to specify the baud rate, parity, word
length and stop bits. For example if you are using a serial
printer attached to COM1:, 9600 baud, no parity, 8 word
length and 1 stop bit, you would enter COM1:9600,N,8,1. If
you are using parallel port LPT1:, you would enter LPT1:.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 2.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
STEP 5. Data directory is where your client's datafiles are stored.
You can precede the directory name with a drive identifier
such as D:, E:, F:, etc. to use multiple disk drives.
STEP 6. Index directory - same as above.
STEP 7. Archive directory is the area where the payroll spool files
are compressed and stored. You will need to backup and
delete these files from time to time (refer to cp_arc in the
miscellaneous commands section).
STEP 8. Spool directory is a temporary hold area for payrolls
processed each day.
STEP 9. Default late payment charge - the default amount to charge
each client when there is an outstanding amount due at month
end.
STEP 10. Default W2/1099 charge - the default charge for each W-2
processed.
STEP 11. Default quarterly charge - the default amount to charge at
quarter end.
STEP 12. Default pre-pay charge - the default charge for pre-paid
checks.
STEP 13. Base chg for xxx checks = y.yy - the default charge for
anyone processing less than or equal to xxx checks. For
example, if xxx = 006 and y.yy = 6.00, then anyone
processing 6 checks or less will be charged $6.00
STEP 14. Above base, charge = y.yy - the default charge per check
for anyone processing more than xxx checks.
STEP 15. Normal Print (10 CPI) - the decimal codes your printer
accepts for 10 CPI printing. Enter "HP" in the first
field if you are using an HP Laserjet.
STEP 16. Compressed Print (17 CPI) - the decimal codes your printer
accepts for 17 CPI printing. Enter "HP" in the first
field if you are using an HP Laserjet.
NOTE: Most of these defaults can be overriden for each
company in the Enter Company Information screen.
After you have processed this screen, the Set Master File Size screen
will appear. This routine determines how many companies the program
needs to allocate space for. This screen will appear again when you
have used more than 80% of the allocated space.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 3.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
ADMINISTRATION - SETUP A NEW COMPANY
PURPOSE
The purpose of this routine is to enter company name, address, sui
rates, processing charges, etc.
CONSIDERATIONS
The fields that are self-explanatory have been omitted from this
section. If you are running a multiple-user system, only one user
should access the administration routines at a time.
STEP 1. Account number - the computer automatically assigns the
lowest account number available. This number can not be
higher than the number of companies the you have previously
allocated space for.
STEP 2. Pay Freq - the default pay frequency for this company. This
determines which tax tables the program will use.
D = Daily W=Weekly B=Bi-weekly S=Semi-monthly
M = Monthly A = Annually (1st/15th)(15th/31st)
STEP 3. Press F6 for the voluntary deductions screen. Enter the
voluntary deductions for this employee. The default is
copied from 'Modify an existing company' for each new
employee automatically. If there are no changes, you may
skip this step.
NOTE: 401(k) type deductions are exempt from state and federal
withholding tax in Insta-Pay. 403 Section 125 deductions
(typically insurance) are tax exempt in Insta-Pay. 403 TDA
(tax deferred annuity) are exempt from state and federal
withholding. If you have pay type #2 set to 'U' on the
employee screen, one of the deduction's SPECIAL HANDLING
type must also be set to UNION. Union dues generated by pay
rate 2 will be deducted in the UNION deduction.
STEP 4. Check/Stub Printing--Dot matrix, choose (C) for checks & stubs
or (S) for stubs only. Laser choices are: (8) for stubs, (L) for
checks & stubs or (M) for MICR printing.
STEP 5. Press F7 to process and go to page 2.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 4.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
ENTER COMPANY INFO - PAGE 2
STEP 1. (B)ill to - enter B to use a separate billing address.
(S)hip to - enter S to use a separate ship-to address.
(H)old - enter H to have the payroll held for pickup
instead of being mailed. Any combination of these codes
is acceptable.
STEP 2. Reminder/Message lines - Use these to hold special reporting
or handling information for each client. They will appear
during the Select a Company mode from the Main Menu and on
the Register/Checks/Posting screen.
STEP 3. DE-3B type - enter 1 for employers declaring unemployment
and disability wages. Enter 2 for employers declaring UI
wages only (religious exempt, sole stockholder, public
entities). Enter 3 for DI wages only (sole stockholder,
elective coverage, domestic services). Enter 4 for UI and
voluntary plan DI wages.
STEP 4. FICA fractions - line 9 on the 941. Answer 'Y' if you want
to have the difference from withheld tax & calculated tax
shown as an adjustment on line 9 of the 941.
STEP 5. Print 941 - Answer 'Y' if you want a blank form showing the
client name, address and ID number. This can be used when
there are no employees for the reporting quarter.
STEP 6. Late charge - the amount to charge if there is any
outstanding amount at month end.
STEP 7. W-2 / 1099 charge - the amount to charge for each W-2 / 1099
printed.
STEP 8. Quarterly charge - the amount to charge for quarterly
reports.
STEP 9. Pre-pay charge - the amount to charge for pre-paid checks.
STEP 10. Handling charge - the amount to charge each month for
handling. If this field is left blank it will default to
$4.00 for weekly accounts, $2.00 for bi-weekly and
semi-monthly accounts, and $1.00 for monthly accounts.
STEP 11. Changeable description - this can be used for charges such
as special reports or shipping. Each client can have a
different description. It will reset after the billing is
posted each month.
STEP 12. xxx or less checks, charge = y.yy - the charge for anyone
processing less than or equal to xxx checks.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 5.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
STEP 13. per check over xxx checks, charge = y.yy - the charge per
check for anyone processing more than xxx checks.
STEP 14. Use PTM Tax Svc - If you are setting up your client for
direct payroll tax depositing answer 'Y'. This should be
done after you have been assigned a processor number by PTM.
Enter that number for every client that will use this
option. Do not use the PTM field if this feature is not
being used. It will default to 'N'.
ENTER COMPANY INFO - PAGE 3
See the instruction sheets included with your "MICR Upgrade" for more
information about Company Information - page 3.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 6.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
ADMINISTRATION - MODIFY AN EXISTING COMPANY
PURPOSE
The purpose of this routine is to modify company name, address, sui
rates, processing charges, etc.
CONSIDERATIONS
Refer to page 5 for explanations of the fields on this screen.
ADMINISTRATION - REMOVE AN EXISTING COMPANY
PURPOSE
The purpose of this routine is to remove all of a company's
information from the system.
CONSIDERATIONS
Be careful when using this routine it is non-reversible.
ADMINISTRATION - ENTER PAYMENTS / ADJUSTMENTS
PURPOSE
The purpose of this routine is to enter payments.
CONSIDERATIONS
Enter payments as positive amounts to credit the clients account.
Enter adjustments as negative amounts to credit the clients account.
ADMINISTRATION - PRINT COMPANY LISTINGS
PURPOSE
The purpose of this routine is to print company listings.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 7.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
ADMINISTRATION - BILLING
PURPOSE
The purpose of these routines is to process client billing at month
end.
CONSIDERATIONS
If you are using a print spooler, be sure to wait until after all the
bills are printed to post the billing in case the forms become
misaligned.
STEP 1. Print and check the billing register. Make any necessary
adjustments. You can reprint the register as many times as
you need to after making corrections.
STEP 2. To align the bills, print a bill for the first account with
an outstanding balance until the bills are properly aligned.
Then print for all companies.
STEP 3. When all the bills are printed, post the billing.
ADMINISTRATION - MAILING LABELS
PURPOSE
The purpose of this routine is to print mailing labels for all
payrolls and pre-paid checks processed.
CONSIDERATIONS
The label file should deleted at the end of each day by using the
Archive Daily Spools routine.
ADMINISTRATION - ARCHIVE DAILY SPOOLS
PURPOSE
The purpose of this routine is to compress and store the payroll spool
files processed each day.
CONSIDERATIONS
This routine should be run at the end of the day after all payrolls
have been processed. Be sure to do this it is VERY IMPORTANT!
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 8.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
ADMINISTRATION - REPRINT PAYROLL MENU
PURPOSE
The purpose of this routine is to reprint previously processed
payrolls.
CONSIDERATIONS
Be careful not to confuse the run date of the payroll with the check
date. The run date can be found on the second to last page of the
payroll register in the upper right corner.
STEP 1. Enter the client's account number.
STEP 2. Enter the sequence numbers for the register you want
printed. For example, if you processed five payroll
registers for a client on a given day and you want to
reprint the last one you would enter 05 to 05.
STEP 3. Enter the sequence numbers for the checks you want printed.
This works the same as STEP 2.
STEP 4. Enter a range of check numbers you want re-printed. If this
field is left blank, all checks will be re-printed. If you
want to re-print check 101, enter: 101-101. If you want
to re-print checks 101 through 109, enter: 101-109.
STEP 5. Enter the sequence numbers for the pre-paid checks you want
printed. This works the same as STEP 2.
STEP 6. If you have Archived the daily spools for the payroll to be
re-printed, enter the date that the payroll was processed.
STEP 7. If you have Archived the daily spools for the payroll to be
re-printed, and you have moved the archive to a different
drive, enter the drive letter where the Archive is located.
ADMINISTRATION - COMPANY STATISTICS REPORT
PURPOSE
To report the number of employees on file, active employees, active
companies, etc.
CONSIDERATIONS
Run this routine at quarter and year end to determine how many sets of
W2's, 941's, DE-3B's, etc., you will need to order.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 9.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
HOW TO START THE CHEQUE-MATE PAYROLL PROGRAM
PURPOSE
The purpose of this routine is to start the Cheque-Mate Payroll
System.
CONSIDERATIONS
If you have payroll from prior quarters, you must enter the gross
wages, tips, meals, federal tax, state tax, etc. for each employee by
quarter. Enter this information just as you would a normal payroll.
It is not necessary to enter either the FICA or SDI, as they are
calculated automatically by the system. When all of the information
is entered for the desired quarter, Register/Checks/Posting, setting
the check and period ending dates equal to the last date in the
quarter.
* NOTE: AFTER ENTERING BACK PAYROLL DATA YOU MUST USE THE
REGISTER/CHECKS/POSTING OPTION TO UPDATE THE EARNINGS RECORDS. THE
REGISTER AND CHECKS PRINTING CAN BE SKIPPED TO SPEED UP THIS
OPERATION.
PROCESSING SEQUENCE
STEP 1. At the DOS prompt (>) enter the drive letter that the
program resides on, followed by a colon (:).
For example: if the program resides on Drive C,
you would enter:
>C: (Return or Enter)
STEP 2. Change to the appropriate directory:
>CD\SERVICE (Return or Enter)
STEP 3. Enter the program name as follows:
>1994PYRL (Return or Enter)
* Change the payroll year on the command line to correspond to
the correct year (1993pyrl-1994pyrl-etc.)
The select a company screen displays and you're ready to
proceed.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 10.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
PAYROLL PROCESSING SEQUENCE
Eight easy steps are all that are required to process your payroll on
the Cheque-Mate Payroll System. Here is the sequence you'll follow
each time:
STEP 1. Add new employees to the Employee Master File
(see ADD A NEW EMPLOYEE).
STEP 2. Modify existing employee records as needed. You can do this
from the main menu by accessing the MODIFY AN EXISTING
EMPLOYEE routine, or you can do it while you're entering
payroll data (see ENTER PAYROLL DATA) by using F2 to travel
to the Employee screen.
STEP 3. Enter the payroll (see ENTER PAYROLL DATA).
STEP 4. Verify your entry. You can do this by displaying the payroll
on the terminal screen (see DISPLAY PAYROLL DATA) or
printing a hard copy report (see REGISTER/CHECKS/POSTING).
STEP 5. Make any needed corrections (see MODIFY PAYROLL DATA) and
verify your entries. When everything is correct, you're
ready to Register/Checks/Posting and print the checks.
STEP 6. Print the payroll checks (see REGISTER/CHECKS/POSTING).
STEP 7. At the end of the payroll quarter, print the Quarter End
Reports (see PREPARE QUARTER END REPORTS).
STEP 8. At the end of the payroll year, print the Year End Reports
(see PREPARE YEAR END REPORTS).
That's all there is to it.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 11.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
CHEQUE-MATE STANDARD COMMANDS
We've added some short-cut features to the Cheque-Mate Payroll System
to make your job even easier. By simply pressing a special key or set
of keys you can perform a variety of tasks. The "F" keys are Function
Keys You find them on your terminal keyboard labeled F1 through Fl0.
The "CTRL" (Control) commands are executed by holding down the CTRL
key as you press the associated letter key.
F7 Think of this as the GO or PROCESS key. Press Function Key
#7 to process any information you have entered on the
screen.
F4 Think of this as the OOPS key. Press Function Key #4 to
abandon any screen without updating the record and
return to the Main Menu.
F2 Press Function Key #2 to go directly to the Employee screen
(from the payroll entry screen only.)
0 (Zero) enter a zero (0) in any field to stop the action that
would normally take place there. For example: in
ENTER PAYROLL DATA, enter a zero (0) in the first voluntary
deduction field and no deduction will be taken out for this
payroll.
Shortcut-Keys (From the Main Menu)
(CTRL) D Press (CTRL) and the letter "D" to go directly to
DISPLAY/MODIFY PAYROLL DATA.
(CTRL) E Press (CTRL) and the letter "E" to go directly to
ENTER PAYROLL DATA.
(CTRL) G Press (CTRL) and the letter "G" to go directly to
Compute a net to gross amount.
(CTRL) N Press (CTRL) and the letter "N" to go directly to the
DISPLAY LAST PAYROLL NET AMOUNTS screen.
(CTRL) Q Press (CTRL) and the letter "Q" to exit from the
Cheque-Mate payroll system and return to the dos prompt.
(CTRL) R Press (CTRL) and the letter "R" to go directly to the
Register/Checks/Posting the payroll routine.
(CTRL) V Press (CTRL) and the letter "V" to go directly to the
Void a check routine.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 12.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
ADD A NEW EMPLOYEE
PURPOSE
The purpose of this routine is to add a new employee to the Employee
Master File.
CONSIDERATIONS
When you are entering dollars and cents amounts you must also enter
the appropriate decimal. With whole dollars you can choose to enter
the decimal or not. For example:
-----> Enter 400 for $400.00
-----> Enter 400.00 for $400.00
-----> Enter 123.45 for $123.45
If you want to leave a field blank, Just enter a (RETURN). You can
mix weekly, biweekly, monthly, semimonthly, and annual payrolls
together and process them all at the same time. Just enter the
appropriate code at STEP 25.
Enter F4 to abandon this screen without updating the record and
return to the Main Menu.
PROCESSING SEQUENCE
A. Select ADD A NEW EMPLOYEE (under Personnel Maintenance) from
the Main Menu.
STEP 1. EMPLOYEE # - The system-assigned employee identification
number displays at the top left of the screen. If you wish
to assign your own employee number, use the up-arrow key
to move to this field and enter the number you wish.
DEPT - If you want to enter a department for this employee
use the up-arrow key to move to this field and enter the
department code.
WORKER'S COMP CODE - This four digit field can contain both
alpha and numeric. Enter the code assigned by your
insurance carrier (State fund, etc.)
STEP 2. EMPLOYEE NAME (L,F,MI) - These fields must not be left
blank. The employee's full name is prompted in three stages:
first, enter the last name and (RETURN); enter the first
name and (RETURN); then enter the middle initial.
STEP 3. ADDRESS - Enter the employee's address.
STEP 4. CITY - Enter the employee's address city.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 13.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
STEP 5. STATE - Enter the two-character post office abbreviation for
the employee's state.
STEP 6. ZIP - Enter the zip code.
STEP 7. SOCIAL SEC NO - Enter the employee's social security number
(without the dashes.)
STEP 8. FEDERAL EXEMPTION STATUS (M/S/H) - This field can not be
left blank. Enter M (Married), S (Single), or H (Head of
Household).
FEDERAL NUMBER OF EXEMPTIONS - Enter the number of
exemptions the employee wants to claim.
STEP 9. STATE EXEMPTION STATUS (M/S/H) - This field can not be
left blank. Enter M (Married), S (Single), or H (Head of
Household).
STATE NUMBER OF EXEMPTIONS - Enter the number of
exemptions the employee wants to claim.
STEP 10. PAY RATE #1 - Enter the employee's rate of pay.
STEP 11. PAY RATE #2 - Enter the employee's second rate of pay if
applicable.
STEP 12. SALARIED OR HOURLY (S/H) This field can not be left blank.
Enter S (Salaried) or H (Hourly). Pay rate #2 will accept
and compute union dues and piece-work. To compute union
dues, enter the union rate in pay rate #2 and place a U in
the second pay type. The union dues will appear in
deduction #4. To compute piece-work, place a P in the
second pay type, put the minimum rate in pay rate #1 and the
per-piece rate in pay rate #2.
STEP 13. Press F6 for the voluntary deductions screen. Enter the
voluntary deductions for this employee. The default is
copied from 'Modify an existing company' for each new
employee automatically. If there are no changes, you may
skip this step.
NOTE: 401(k) type deductions are exempt from state and federal
withholding tax in Insta-Pay. 403 Section 125 deductions
(typically insurance) are tax exempt in Insta-Pay. 403 TDA
(tax deferred annuity) are exempt from state and federal
withholding. If you have pay type #2 set to 'U' on the
employee screen, one of the deduction's SPECIAL HANDLING
type must also be set to UNION. Union dues generated by pay
rate 2 will be deducted in the UNION deduction.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 14.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
STEP 14. 1099 (Y/N) - Enter Y (Yes) if this is a contract worker. No
taxes are withheld from 1099 contractors.
STEP 15. WITHHOLD FICA (Y/N) - Enter Y (Yes) for automatic FICA
withholding; enter N (No) for none.
STEP 16. WITHHOLD SDI (Y/N) - Enter Y (Yes) for automatic State
Disability Insurance withholding; enter N (No) for none.
STEP 17. AUTO-CHECK (Y/N) - Enter Y (Yes) to use the automatic
check feature for salaried employees, N (No) to bypass it.
STEP 18. HIRE DATE - Enter the date this employee was hired as
MMDDYY.
STEP 19. DATE OF LAST RAISE - Enter the date as MMDDYY.
STEP 20. TERMINATION DATE - Enter the date as MMDDYY.
STEP 21. DATE OF BIRTH - Enter the birthday as MMDDYY.
STEP 22. SPOUSES BIRTH DATE - Enter the birthday as MMDDYY.
STEP 23. ANNIVERSARY DATE - Enter the wedding date as MMDDYY.
STEP 24. SPOUSES FIRST NAME - Enter the spouse's first name.
STEP 25. PAY OVERRIDE (D/W/B/S/M/A) - Enter the pay period for this
employee as follows: D = Daily; W = Weekly; B = Biweekly;
S = Semimonthly; M = Monthly; or A = Annually.
STEP 26. FEDERAL TAX OVERRIDE - Enter the dollar amount of federal
tax to be withheld from the employee's check. An entry in
this field indicates that the system is to bypass the
standard tax table.
STEP 27. STATE TAX OVERRIDE - Enter the dollar amount of state tax to
be withheld from the employee's check. An entry in this
field indicates that the system is to bypass the standard
tax table.
STEP 28. FEDERAL TAX TO ADD - Enter the amount of additional federal
tax withholding.
STEP 29. STATE TAX TO ADD - Enter the amount of additional state tax
withholding.
STEP 30. Look over the data you've entered. If you need to make a
correction to any field, use the light bar to move to that
field, then make the correction.
If all of the data is correct, press F7 to process.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 15.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
STEP 31. TELEPHONE NUMBER - Enter the area code, prefix, and number.
STEP 32. JOB TITLE - Enter the employee's official job title.
STEP 33. VACATION ACCRUAL - Enter the rates at which you want to
accrue vacation earnings.
SICK LEAVE ACCURAL - Same as above.
STEP 34. VACATION ACCRUED - Enter the hours or amount of vacation
already accrued.
SICK LEAVE ACCRUED - Same as above.
AMOUNT or HOURS - Specify whether vacation/sick leave will
be entered as hours or a dollar amount.
STEP 35. VACATION TO ISSUE AT EFFECTIVE DATE - Enter the amount of
vacation (hours or dollar amount as specified above) to be
issued on the first payroll after the EFFECTIVE DATE
(above).
SICK LEAVE TO ISSUE AT EFFECTIVE DATE - Same as above.
YEARLY (Y/N) - Enter Y (Yes) to have the vacation/sick leave
amounts issued every year.
STEP 36. Look over the data you've entered. If you need to make a
correction to any field, use the light bar to move to that
field, then make the correction.
If all of the data is correct, press F7 to process.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 16.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
MODIFY AN EMPLOYEE
PURPOSE
The purpose of this routine is to change existing employee records in
the Employee Master File.
CONSIDERATIONS
You can also change employee records from the Payroll Processing
function (see REGISTER/CHECKS/POSTING in this manual)
When you are entering dollars and cents amounts you must also enter
the appropriate decimal. With whole dollars you can choose to enter
the decimal or not. For example:
------> Enter 400 for $400.00
------> Enter 400.00 for $400.00
------> Enter 123.45 for $123.45
If you want to leave a data field blank, just enter a (RETURN).
Enter F4 to abandon this screen without updating the record and
return to the Main Menu.
PROCESSING SEQUENCE
A. Select MODIFY AN EMPLOYEE (under Personnel Maintenance) from
the Main Menu.
STEP 1. EMPLOYEE # - Enter the number or last name of the employee
record you want to modify.
STEP 2. Use the light bar to move to the field or fields you want to
modify, then make the correction.
STEP 3. If all of the information is correct, press F7 to save the
record. You are returned to the Main Menu.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 17.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
PRE-PAY OR TERMINATION
PURPOSE
The purpose of this routine is to enter a pre-pay or termination
payroll check into the Cheque-Mate system without actually running a
payroll.
CONSIDERATIONS
Information on this pre-pay or termination check will appear on the
Prepaid Earnings Report in your next payroll processing. When you are
entering dollars and cents amounts you must also enter the appropriate
decimal. With whole dollars you can choose to enter the decimal or
not. For example:
------> Enter 400 for $400.00
------> Enter 400.00 for $400.00
------> Enter 123.45 for $123.45
If you want to leave a data field blank, just press (RETURN). At any
point in this routine you can go to the Employee screen by pressing
F2. Press F4 to abandon this entry without updating the record and
return to the Main Menu. You can go directly to the COMMISSION field
by entering * (asterisk), or you can go directly to the GROSS PAY
field by entering / (slash).
Employee information displays on the lower portion of the screen. If
the employee has any deductions, they will flash to call your
attention to them. You can override any of these deductions by
placing an amount in the corresponding deduction override field.
PROCESSING SEQUENCE
A. Select PRE-PAY OR TERMINATION (under Payroll Maintenance)
from the Main Menu.
STEP 1. SELECT EMPLOYEE - Enter the employee number or last name you
want to process. This must be a valid number in the Employee
File. When a valid number is entered, the entry screen
displays along with selected information about the
employee. From this point on you'll enter this pre-pay or
termination check just as you would an ordinary one. The
pre-pay screens look the same as the payroll entry screens,
but internally the system processes each one differently.
The pre-pay screen will produce a check immediately. The
payroll entry screen will only produce a check after the
payroll has been run.
If you have any questions about any of these fields, look at
the section titled ENTER PAYROLL DATA.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 18.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
ENTER PAYROLL DATA
PURPOSE
The purpose of this routine is to enter the data for the current
payroll period.
CONSIDERATIONS
When you are entering dollars and cents amounts you must also enter
the appropriate decimal. With whole dollars you can choose to enter
the decimal or not For example:
------> Enter 400 for $400.00
------> Enter 400.00 for $400.00
------> Enter 123.45 for $123.45
Hours are entered in whole and hundredths of an hour. For example:
Enter 8.75 for 8-3/4 hours.
If you want to leave a data field blank, just enter a (RETURN). You
can mix weekly, biweekly, monthly, semimonthly and annual payrolls
together and process them all at the same time. At the end of payroll
entry, you can process salaried employees with the Auto-Check feature
of the Cheque-Mate Payroll System.
At any point in this routine you can go to the Employee File by
pressing F2.
You can go directly to the COMMISSION field by entering * (asterisk).
You can go directly to the GROSS PAY field by entering / (slash).
Employee information displays on the lower portion of the screen. If
the employee has any deductions they will flash to call your attention
to them. The employee's rates of pay 1 and 2 are displayed at the
bottom of the screen.
Enter F4 to abandon this screen without updating the record and return
to the Main Menu.
PROCESSING SEQUENCE
A. Select ENTER PAYROLL DATA (under Payroll Maintenance) from
the Main Menu.
STEP 1. SELECT AN EMPLOYEE - Enter the employee number you want to
process. This must be a valid number in the Employee Master
File. When a valid number is entered, the data entry
screen displays along with selected information from the
employee's master record. After you have entered all of the
payroll data, enter F4 at this prompt and go to STEP 20.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 19.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
STEP 2. REG HOURS - Enter the number of regular hours in column 1 or
2 according to the appropriate pay rate.
STEP 3. OT HOURS - Enter the number of overtime hours
(time-and-a-half) in column 1 or 2 according to the
appropriate pay rate.
STEP 4. DT HOURS - Enter the number of double-time hours in column 1
or 2 according to the appropriate pay rate.
STEP 5. TEMPORARY RATE CHANGE - Enter the pay rate to be used for
this payroll only in the appropriate pay rate column.
STEP 6. PERMANENT RATE CHANGE - Enter the new pay rate in the
appropriate pay rate column.
STEP 7. COMMISSION/BONUS PAY - Enter in the field is in two parts
(percentage/amount).
A. The percentage will always default to one hundred
percent (100%).
B. To pay a flat bonus, do not change the percent. To pay a
percentage enter the percent. For example, enter 10.00 to
compute ten percent of the amount you enter in the
commission field.
STEP 8. TIPS - Enter the amount of tips the employee is claiming.
STEP 9. MEALS - Enter the amount meals that are being claimed as
wages.
STEP 10. ALTERNATE PAY FREQUENCY Enter the alternate pay frequency
for this payroll entry, choices are: D = Daily;
W = Weekly; B = Biweekly; S = Semimonthly; M = Monthly;
or A = Annually.
STEP 11. WORKER'S COMP CODE Enter a four digit alpha/numeric code for
this check only.
STEP 12. TERMINATION (Y/N) - Enter Y (Yes) if this is a termination
check.
NOTE: From this point on the fields are calculated by the system.
However, you can override them if you wish.
STEP 13. GROSS PAY (OVERRIDE) Enter the applicable gross pay.
STEP 14. FEDERAL TAX (OVERRIDE) Enter the federal tax amount to be
withheld from this entry.
STEP 15. FICA (OVERRIDE) Enter the FICA amount to be withheld from
this entry.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 20.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
STEP 16. STATE TAX (OVERRIDE) Enter the state tax amount to be
withheld from this entry.
STEP 17. DISABILITY (OVERRIDE) Enter the State Disability Insurance
amount to be withheld from this entry.
STEP 18. (DEDUCTIONS) Voluntary deductions set up for this employee
display Enter the amount to be withheld for one or all of
the deductions.
STEP 19. VACATION & SICK LEAVE - Enter any vacation/sick leave
amounts/hours to be paid on this check.
* NOTE: The system will not allow you to create a payroll entry with
a negative net amount. If your entry results in a negative
net amount, an error message displays and you must correct
the entry. To correct this situation you must delete
voluntary deduction(s), and/or change withholding allowance
overrides.
Press F7 to process this entry. When you are through
entering payroll data, press F4 to proceed to the Auto-Check
routine, and then to the main menu.
STEP 20 DO YOU WANT TO ADD ANY "AUTO-CHECK" EMPLOYEES TO THIS RUN
(Y/N)?
Enter Y (Yes if you want to process salaried employees with
Cheque-Mate's Auto-Check feature. The system goes through
the Employee Master File and creates a record for this
payroll for each employee who has a Y (Yes) response in
STEP 29. When the calculation is completed, you are returned
to the Main Menu.
Enter N (No) if you do not want to process Auto-Check
employees. You are return to the Main Menu.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 21.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
USING THE AFTER THE FACT SCREEN
PURPOSE
The purpose of the After-the-Fact entry screen is to enter
hand-computed payroll. There are many options here to verify that
your data entries and computations are correct.
CONSIDERATIONS
The cursor will be on the CHECK DATE field when you go into the
screen. It is very important to enter the check date and the check
number at this time.
PROCESSING SEQUENCE
The following short cut keys can be used from here.
1. The asterisk key takes you to the GROSS field.
2. Pressing the slash key from the GROSS field moves you to REG EARN.
REG EARN These are optional fields that can be used for workman's
O/T EARN compensation reporting or to verify wage calculations.
D/T EARN The GROSS field must always be blank when using these
fields.
HOURS ---- These fields are used for reporting purposes only.
Special information regarding the use of voluntary deductions for
401(k) and Section 125 Cafeteria plans.
401(k) deductions are exempt from state and federal withholdings.
If the type of deduction is 403 Section 125, it will be treated as
section 125 insurance, cafeteria plan. 403 Section 125 deductions
are tax exempt. 403 retirement or TDA [tax deferred annuity] are
exempt from federal and state withholdings.
If pay type 2 is set to 'U' on the employee master screen, one
deduction's SPECIAL HANDLING type should be set to UNION. Any
union dues deducted will appear in this field.
IMPORTANT--Make sure the amounts in either one of these deduction
fields are included in the GROSS pay entered.
(continued on the next page)
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 22.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
AFTER THE FACT DATA ENTRY
1. Enter the gross through the taxes to record each entry.
2. FICA and SDI are checked automatically for accuracy. Leave
these fields blank and the computer will fill them in for you.
[To SKIP the checking routine press F5 at this time.] Press
F7 to process data.
3. If an out of balance occurs, a display appears on the screen.
It will show the amount that needs to be adjusted and will
give you options to choose from to correct the entry. The
right arrow key will move you to your selection. Press enter
to process.
4. The year to date fields are keeping track of all entries made
for each employee. You cannot enter or change data in these
fields.
5. The gross field must be blank if you use the regular earnings
field to enter data. This is also true for TIPS, MEALS,
COMMISSION and VACATION/SICK PAY.
6. Use the F2 key to make changes to the employee master or after
pressing F7 use F2 to modify your check entry.
7. Enter the net pay if you want to make sure the amount balances
with the original check written.
8. To Register/Checks/Posting,return to the Main Menu. Go to the
REGISTER/CHECKS/POSTING screen. Leave today's date as-is. The
payroll will automatically run one pay date at a time. You
may choose to print or not print the registers. The choice is
yours. Unless stubs are needed, skip those too.
9. Make sure you press 'Y' to post and update. This is very
important.
Once the After-the-Fact routine is used with the first employee,
it will continue in that mode until you return to an enter the
payroll data screen using the F9 key.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 23.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
DISPLAY/MODIFY PAYROLL DATA
Going to the DISPLAY/MODIFY screen after every payroll is entered will
help you eliminate almost all data entry errors. Now you can verify
that the payroll is correct before the register and checks are
printed.
This screen will show all entries made for the current payroll. You
will be able to make changes or corrections to the data from this
screen.
The steps are as follows:
1. Select DISPLAY/MODIFY PAYROLL on the MAIN MENU.
[shortcut-CONTROL D from MAIN MENU]
2. Use the light bar to move to the entry that needs to be
changed or corrected.
3. Press enter to go to the ENTER PAYROLL DATA SCREEN.
4. Make the appropriate changes, press F7 and you will be
returned to the DISPLAY/MODIFY screen.
5. Repeat steps 2-4 if there are more entries to be
changed.
6. To delete an entry put in by mistake, highlight it and
press the delete key. The entry will not disappear but
it will not be part of the payroll.
7. Press F4/ESC to return to the MAIN MENU.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 24.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
REGISTER/CHECKS/POSTING
PURPOSE
The purpose of this routine is to compute the net earnings on the
current payroll data, to produce a departmental register, deposit
requirements page, and to print the checks.
CONSIDERATIONS
At the end of the payroll computation, you can press Y (YES) to print
the actual checks, or press N (NO) to return to the main menu.
Choose N (NO) if any entries on the payroll register need to be
modified. Correct the entries and Register/Checks/Posting again. After
the checks have been printed, press Y (YES) to verify that they have
been printed properly and post the data or N (NO) to reprint them.
You can modify your payroll entry up until the time you actually
print the checks, Once checks are printed, the only way you can make
corrections is to void the check through the VOID A CHECK function.
Before selecting this routine, be sure that the proper paper or forms
are loaded in the printer and that the printer is turned on.
Press F4 to abandon this screen without updating any records and
return to the Main Menu.
PROCESSING SEQUENCE
A. Select REGISTER/CHECKS/POSTING (under Payroll processing)
from the Main Menu.
STEP 1. ENTER CHECK DATE Enter the pay date you want printed on
the check as MMDDYY.
STEP 2. ENTER PERIOD ENDING DATE Enter the period ending date as
MMDDYY.
STEP 3. ENTER PERIOD BEGINNING DATE Enter the period ending date as
MMDDYY.
STEP 4. ENTER BEGINNING CHECK # - Enter the number of the first
check you've loaded in the printer.
Press F7 to proceed.
STEP 5. DO YOU WANT TO PRINT CHECKS AT THIS TIME (Y/N)? - Press Y
(Yes) if you want to print the checks now. If you need to
align the checks, press any key and a test pattern will
print. Repeat this procedure until the checks are properly
aligned. Press P to print the checks. After the checks
print, you are returned to the Main Menu.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 25.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
Enter N (No) if you do not want to print checks at this
time. The PAYROLL REGISTER prints and you are returned to
the Main Menu.
HOW TO USE THE AUTOMATIC DEPOSIT CHECK ROUTINE
STEP 1. The Register/Checks/Posting screen is used to setup each
client to issue deposit checks for the first time. This
should be done when you are ready to process a payroll.
STEP 2. At the bottom of the screen are two processing keys (F5 and
F6). Use these to enter the bank name and address and
the EDD address from the mailing label in the white coupon
book. Press F7 to accept.
STEP 3. This procedure will only be required once per client unless
there is a change in bank name or address.
STEP 4. If the client is setup as a semi-weekly depositor status,
the 941 question will default to "Y". The 940 will always
require a "Y", "N", or "F" to process.
STEP 5. If the client is setup as a monthly depositor, the 941 and
940 questions will default have to be answered each time a
payroll is run.
STEP 6. If a client wants a deposit check every time a payroll is
processed, answer each question with an "F". This will
force a check to be printed. The deposit check date will
match the employee check date instead of the deposit due
date.
Remember, when you select "Y" for 941/state checks, a 941 or
state check will only be printed when a deposit is due.
When you select "Y" for 940 checks, a 940 check will only be
printed when a 940 deposit is due. Remember, a 940 deposit
is only due when the FUTA liability for the quarter reaches
$100.00.
HOW TO USE THE REMINDERS/MESSAGES FOR AUTOMATIC REPORT GENERATION
Automatic reports can be generated after a payroll is posted using the
Register/Checks/Posting function. Use either of the two
Reminder/Message fields, and precede your report number with "REPT."
For example, to print an employee list by last name, with
terminations, enter "REPT.01" in either of the two Reminder/Message
fields. The Reminder/Message fields can be setup on the
Register/Checks/Posting screen, or on the "Modify An Existing Company
- Page 2" screen. See the following list for report codes.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 26.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
AUTOMATIC REPORT VALUES
01 = Employee list by last name, with terminations (Type in REPT.01)
02 = Employee list by last name, no terminations (Type in REPT.02)
03 = Employee list by number, with terminations (Type in REPT.03)
04 = Employee list by number, no terminations (and so on...)
05 = Employee list by department, with terminations
06 = Employee list by department, no terminations
07 = Birthday list
08 = Anniversary list
09 = Time Sheet by last name (Type in REPT.09)
Add .1 to include pay rates (Type in REPT.09.1)
10 = Time Sheet by number
Add .1 to include pay rates (Type in REPT.10.1)
11 = Time Sheet by department
Add .1 to include pay rates (Type in REPT.11.1)
12 = CA DE-34 Report. Will list employees with hire date between
period beginning & ending dates on Register/Checks/Posting.
21 = Check register (Type in REPT.21)
Add .001 to print for this pay-check date only.
(Type in REPT.21.001)
Omit .001 to print from this pay-check date to 12-31-next
year. This is useful for showing tax deposit checks.
22 = Ind Pay Record (Type in REPT.22)
Add .001 to print for this pay-check date only.
Omit .001 to print from this pay-check date to 12-31-next year
23 = Worker's Comp report (Type in REPT.23)
Add .001 to print for this pay-check date only.
Omit .001 to print from this pay-check date to 12-31-next year
(continued on next page)
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 27.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
24 = Recap report
Add .1 to sort by Dept (Type in REPT.24.1)
Add .2 to sort by W/C Code (Type in REPT.24.2)
Add .3 to sort by Emp Number (Type in REPT.24.3)
Add .4 to sort by Check Number (Type in REPT.24.4)
Add .?1 for All detail (? represents choice 1-4 from above)
(Type in REPT.24.11)
Add .?2 for Sub-totals only (? represents choice 1-4 from above)
(Type in REPT.24.12)
Add .?3 for Totals only (? represents choice 1-4 from above)
(Type in REPT.24.13)
Add .??1 to print for this pay-check date only (1st ? represents
choice 1-4 from
above.
2nd ? represents
choice 1-3 from
above.)
Omit .??1 to print from this pay-check date to 12-31-next year
25 = Qtd, Ytd earnings report
Add .1 to Include terminated employees (Type in REPT.25)
Add .?1 to include zero wage employees
(? represents choice 0-1 from above)
(Type in REPT.25.01, REPT.25.11)
26 = Deduction register
Add .1 for detail level: each check (Type in REPT.26.1)
Add .11 to sort by employee name (Type in REPT.26.11)
Add .12 to sort by employee number (Type in REPT.26.12)
Add .13 to sort by employee SSN (Type in REPT.26.13)
Add .2 for detail level: each pay date (Type in REPT.26.2)
Add .3 for detail level: each deduction (Type in REPT.26.3)
Add .??1 to print for this pay-check date only (1st ? represents
choice 1 from
above.
2nd ? represents
choice 1-3 from
above.)
Omit .??1 to print from this pay-check date to 12-31-next year
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 28.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
PRINT TIME CARD LABELS
PURPOSE
The purpose of this routine is to print time card labels for all
employees for the payroll period you specify.
CONSIDERATIONS
Before selecting this routine, be sure that the proper forms are
loaded in the printer and that the printer is turned on. Press F4 to
abandon this screen and return to the Main Menu.
PROCESSING SEQUENCE
A. Select TIME CARD LABELS (under Payroll Processing from the
Main Menu.
STEP 1. PERIOD BEGINNING - Enter the beginning date of the payroll
period as MMDDYY.
STEP 2. PERIOD ENDING Enter the period ending date as MMDDYY.
STEP 3. Enter F7 to begin printing the labels. A sample label will
print on the first label. Look at the alignment of the
test line. Make whatever adjustment is necessary to align
the labels.
STEP 4. ALIGNMENT O.K. (Y/N)? - Enter Y (Yes) if the labels are
aligned properly. The labels print and you are returned to
the Main Menu.
Enter N (NO) if the labels are not aligned. Another label
will be printed. Continue to adjust the labels and respond
Y (YES) when the labels are properly aligned.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 29.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
PREPARE QUARTER END REPORTS
PURPOSE
The purpose of this routine is print 941, 941-B, DE-3DP, and DE-3B(s)
quarterly filing reports. The 941, 941-B, and DE-3DP reports are
printed on plain paper. If DE-3B's are required (when there are more
than 7 active employees), they need to be printed on the actual DE-3B
forms.
CONSIDERATIONS
These reports will be printed in facsimile form. If you want to print
on the form, select the routines from the administration menu. You
must select which quarter reports are to be printed for.
Quarter 1 - Jan 1 thru Mar 31
Quarter 2 - Apr 1 thru Jun 30
Quarter 3 - Aug 1 thru Sep 30
Quarter 4 - Oct 1 thru Dec 31
Before selecting this routine be sure that the proper paper is loaded
in the printer and that the printer is turned on.
PROCESSING SEQUENCE
A. Select PREPARE QUARTERLY REPORTS (under Payroll
Processing) from the Main Menu.
STEP 1. Select the appropriate quarter by pressing 1, 2, 3, or 4.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 30.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
PREPARE YEAR END REPORTS
PURPOSE
The purpose of this routine is print W-2's, 1099's, W-3, DE-43, and
940 year end reports. The W-3, DE-43, and 940 reports print on plain
paper. The W-2's and 1099's print on the actual government form.
CONSIDERATIONS
You can select the following reports to print:
Print W-2's
Print 1099's
Print W-3
Print DE-43
Print 940
These reports will be printed in facsimile form. If you want to print
on the form, select the routines from the administration menu.
Before selecting this routine, be sure that the proper paper is
loaded in the printer and that the printer is turned on.
PROCESSING SEQUENCE
A. Select PREPARE YEAR END REPORTS (under Payroll Processing)
from the Main Menu.
STEP 1. Select the report and print format you want with the light
bar. The report prints and you are returned to the
selection menu.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 31.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
QUIT TO DOS
PURPOSE
The purpose of this routine is to quit from the Cheque-Mate Payroll
System for the day.
CONSIDERATIONS
Reminder: It's a good idea to back up your payroll system before you
shutdown for the day.
PROCESSING SEQUENCE
A. Select QUIT TO DOS (under System Utilities) from the
Main Menu.
STEP 1. The Cheque-Mate Payroll System logs off and you are returned
to the DOS prompt (A>, B>, C>, etc.)
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 32.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
BACKUP FILES
PURPOSE
The purpose of this routine is to make a backup copy of the
Cheque-Mate payroll data and program files.
CONSIDERATIONS
Always, always, always backup your payroll system to ensure that all
of the hard work you did today is safely copied. Be sure you have
plenty of formatted floppy disks available before you select this
routine.
PROCESSING SEQUENCE
A. Select BACKUP FILES (under System Utilities) from the
Main Menu.
STEP 1. Remove the disk in Drive A: and insert your formatted
backup disk. Press any key when you are ready to begin the
backup. When the backup is completed you are returned to the
Main Menu.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 33.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
VOID A CHECK
This routine enables you to void a check written in error or not
issued--after a payroll has been posted and updated.
The steps are as follows:
1. From the main menu select VIEW/VOID CHECKS. Press enter.
[shortcut-CONTROL V from the MAIN MENU]
2. Move the light bar and find the check or checks to be voided.
3. Press the delete key at each one. A small box will appear
to the right of the net. If you delete one by accident, go
back and press the insert key. This will "undelete" the
entry. It only applies if a payroll has not been run. Once
posted and updated, a check voided in error must be reentered.
4. After deleting, return to the main menu.
5. You can stop here if no payroll updating is necessary.
If a replacement check is needed, go to PRE-PAY on the MAIN
MENU. Press enter. Put in the data and press F7 to process.
You should be back to the MAIN Menu.
The voids and replacements [if needed] will appear on the
next payroll register. All employee and company totals
[i.e. deposits] will be adjusted accordingly.
6. If a reigister needs to be run to update [i.e. end of the
quarter or year end for W2 accuracy] select REGISTER/
CHECKS/POSTING under PAYROLL PROCESSING and press enter.
7. Put in the same check date and period ending date that
appeared on the original pay check. That way the quarter
involved will be adjusted correctly. THIS IS VERY IMPORTANT.
8. No check number is needed unless there is a replacement check,
and you can answer yes to skip the register printing if you
choose. Checks and stubs do not print on the void routine.
Be sure to answer yes to post and update. When finished, you
will be back on the MAIN MENU.
9. We suggest that you print a facsimile of the quarter end reports
to make sure the information is correct.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 34.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
HOW TO VOID TAX DEPOSIT CHECKS
1. From the main menu go to VIEW/VOID CHECKS. Press enter.
2. Find the check or checks to be voided.
3. The highlight bar should be on the entry to be deleted. Press
the delete key and a small box will appear next to the net
amount.
4. When finished press ESC or F4 to return to the main menu.
5. Go to the REGISTER/CHECKS/POSTING screen.
6. Enter the date of the original check or checks. This is very
important.
7. Make sure the 941 and the 940 questions are answered with an
"N"
8. If a printout is not needed answer "Y" to skip register
printing.
9. Press F7 to process. No check will be issued. Updating is
all that is needed.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 35.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
COMPUTE GROSS FROM NET
PURPOSE
The purpose of this routine is to calculate what the gross earnings
must be to obtain a specific net amount.
CONSIDERATIONS
You can use this routine to determine what gross income an employee
needs to receive in order to take home a specified net amount each pay
period. You can also use this routine to compute a net bonus check on
an annual or monthly basis. Be sure to check FICA & SDI limits on
employees for whom you are computing an annual bonus.
PROCESSING SEQUENCE
A. Select COMPUTE GROSS FROM NET (under System Utilities) from
the Main Menu.
STEP 1. NET AMOUNT Enter the net amount the employee wants to take
home each pay period.
STEP 2. MARITAL STATUS (M/S/H/E)? Enter the employee's marital
status as follows:
M = Married
S = Single
H = Head of Household
E = Exempt (No federal or state taxes)
STEP 3. NUMBER OF EXEMPTIONS Enter the number of exemptions the
employee would claim.
STEP 4. PAY FREQUENCY (D/W/B/S/M/A)? Enter the type of pay cycle on
which the employee would be paid as follows:
D = Daily
W = Weekly
B = Biweekly
S = Semimonthly
M = Monthly
A = Annually
Press F7.
STEP 5. The gross pay calculation displays along with a breakdown of
the withholding applicable to the information you entered.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 36.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
DISPLAY LAST NETS
PURPOSE
The purpose of this routine is to display the net earnings of all
employees from the last payroll you've processed.
PROCESSING SEQUENCE
A. Select DISPLAY LAST NET (under System utilities) from the
Main Menu.
STEP 1. The net earnings of all employees from the most recent
payroll display, pre-paid amounts flash. When you are
through with this inquiry press F4 to return to the Master
Menu.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 37.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
MISCELLANEOUS REPORTS MENU
PURPOSE
The purpose of these routines is to produce a hard copy report of the
gross earnings and withholding taxes for all employees on file.
CONSIDERATIONS
If the printer is turned off when you call up these reports, a message
will inform you to turn the printer on then press any key to resume
printing.
Before selecting any of these reports, be sure that the proper paper
is loaded in the printer and that the printer is turned on.
CHECK REGISTER
PURPOSE
The purpose of this report is to produce a check register sorted by
check number and totaled by month for any payroll period over the past
two years.
PROCESSING SEQUENCE
A. Select check register (under Misc. Reports) from the
master menu.
INDIVIDUAL PAY RECORD
PURPOSE
The purpose of this report is to produce an individual pay record for
each employee for any payroll period over the past two years.
PROCESSING SEQUENCE
A. Select individual pay record (under Misc. Reports) from the
Main Menu.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 38.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
WORKER'S COMP REPORT
PURPOSE
The purpose of this report is to produce a worker's comp report sorted
by worker's comp code and totaled by month for any payroll period over
the past two years.
PROCESSING SEQUENCE
A. Select worker's comp report (under Misc. Reports) from the
Main Menu.
QUARTER AND YEAR-TO-DATE EARNINGS REGISER
PURPOSE
The purpose of this report is to produce a hard copy report of the
gross earnings and withholding taxes for all employees on file.
PROCESSING SEQUENCE
A. Select Ytd earnings register (under Optional Reports) from
the Main Menu.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 37.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
PRINT ANNIVERSARY LIST
PURPOSE
The purpose of this routine is print a report which lists all
employees who have wedding anniversaries this month.
CONSIDERATIONS
If the printer is turned off when you call up this report, a message
will inform you to turn the printer on then press any key to resume
printing.
Before selecting this routine, be sure that the proper paper is
loaded in the printer and that the printer is turned on.
PROCESSING SEQUENCE
A. Select PRINT ANNIVERSARY LIST (under Optional Reports) from
the Main Menu.
PRINT BIRTHDAY LIST
PURPOSE
The purpose of this routine is print a report which lists all
employees who have birthdays this month.
CONSIDERATIONS
if the printer is turned off when you call up this report, a message
will inform you to turn the printer on then press any key to resume
printing.
Before selecting this routine, be sure that the proper paper is
loaded in the printer and that the printer is turned on.
PROCESSING SEQUENCE
A. Select PRINT BIRTHDAY LIST (under Optional Reports) from the
Main Menu.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 38.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
PRINT EMPLOYEE LIST
PURPOSE
The purpose of this routine is to print a report which lists all
employees in the Employee Master File. This report can be sorted by
employee number or last name.
CONSIDERATIONS
If the printer is turned off when you call up this report, a message
will inform you to turn the printer on then press any key to resume
printing.
Before selecting this routine, be sure that the proper paper is loaded
in the printer and that the printer is turned on.
PROCESSING SEQUENCE
A. Select PRINT EMPLOYEE LIST (under Optional Reports) from the
Main Menu.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 39.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
MISCELLANEOUS UTILITIES
UTILS - PURPOSE
The purpose of these utilities is to provide miscellaneous support for
the Cheque-Mate payroll system.
CONSIDERATIONS
Read this section carefully to get a full understanding of how the
system works.
PROCESSING SEQUENCE
A. Type: cd\service (or Service.89, Enter or Return)
1994pyrl
Select 'Utilities Menu' from the main menu
---------------------------------------------------------------------
ARC TO ZIP - PURPOSE
This routine is used to copy Version 2.51 & earlier Daily Archive
files from the ARC format to the ZIP format.
BILLING HISTORY - PURPOSE
This routine is used to report billing history codes to Cheque-Mate
International, Inc.
BILLING UTILITIES - PURPOSE
These routines print past due notices, billing registers, and accounts
receivable summaries.
CHECKS/YTD checksum - PURPOSE
Use this routine to compare the Year-to-Date file totals against the
Check Register file totals.
CONSIDERATIONS
If you have had problems with your system, or think that your files
may be corrupted, run this routine.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 40.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
MISCELLANEOUS UTILITIES (Continued)
CLEAN SYSTEM - PURPOSE
The purpose of this routine is to remove unneeded work areas from the
data directories.
CONSIDERATIONS
When a client is accessed, a work area is created for net
computations, etc. Run this routine to save time before running your
daily backup.
CLEAR COMPANY - PURPOSE
The purpose of this routine is to fix the company data file.
CONSIDERATIONS
If the program restricts you from using an empty account number, run
this routine. You will not normally have to run this routine unless
the computer has been shut off during a company master update.
COPY/COMBINE COMPANIES - PURPOSE
Use this routine to combine a company's data to another existing
company. Keep in mind that duplicate employee numbers are not
corrected. This will produce erroneous "check-listing" type reports,
such as the check register, individual pay register, etc. The most
common use of this routine is to combine two companies for printing
consolidated 941's, DE-3DP's, and W-2's. If you are using this
routine for the second time (like the second quarter) for two
companies, remember to delete any employee & Y-T-D data to avoid
"doubling" the Y-T-D/employee data.
COPY ARCHIVE - PURPOSE
The purpose of this routine is to periodically move the payroll print
files from the hard disk to floppy disks. This routine should be run
monthly so that only one complete month of print files is left on the
hard disk at a time. For example, if you begin to process payroll in
May, remove the print files for May at the end of June. Remove the
print files for June at the end of July, etc.
CONSIDERATIONS
Have plenty of formatted disks on hand before starting this routine.
Use a label for the dates contained on each disk for easy retrieval.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 41.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
MISCELLANEOUS UTILITIES (Continued)
DELETE YTD - PURPOSE
The purpose of this routine is to delete all of the year-to-date
information for a particular client.
CONSIDERATIONS
Be careful when using this routine. It is non-reversible.
FIX KEYS - PURPOSE
The purpose of this routine is to rebuild the company keys file.
CONSIDERATIONS
If the program restricts you from using an empty account number, run
this routine. You will not normally have to run this routine unless
the computer has been shut off during a company master update.
GENERATE ALL - PURPOSE
The purpose of this routine is to add labels for all companies to the
label queue.
CONSIDERATIONS
To print the labels, run this routine; then run 1994pyrl and print
mailing labels from the administration menu.
MODIFY BILL - PURPOSE
The purpose of this routine is to modify client billing information.
MODIFY CHECK - PURPOSE
The purpose of this routine is to modify check information. Use this
routine to modify worker's comp codes, or regular/overtime/double-time
hours and/or earnings on checks already issued.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 42.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
MISCELLANEOUS UTILITIES (Continued)
MOVE SINGLE - PURPOSE
The purpose of this routine is to copy/convert single company files to
multi-company files.
CONSIDERATIONS
A company master file must be set up from the ADMINISTRATION menu in
order to access the new data.
RE-INDEX - PURPOSE
The purpose of this routine is to rebuild the company master file
index.
CONSIDERATIONS
If you are unable to locate an account by name selection, but are able
to by account number selection, run this routine. You will not
normally have to run this routine unless the computer has been shut
off during a company master update.
TIMECARD - PURPOSE
The purpose of this routine is to calculate the total hours worked for
time cards. Entering the employee number will transfer your data to
the "Enter Payroll Data" section as well.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 43.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
TROUBLE-SHOOTING
If you encounter a fatal error 52 or 75 when processing the
payroll/printing checks or stubs, your config.sys file must be
modified. Type the following:
cd \
type config.sys
If the file displays on the screen, note the contents.
Anything other than buffers = xx or files = xx will need to
be re-typed. Write these lines down. If the file does not
exist you will see "File not found."
copy con config.sys
buffers = 20
files = 40
(add the lines that you wrote down earlier, if any).
F6 (press fuction key #6)
ENTER (press the enter or return key)
Re-boot the computer by pressing Ctrl-Alt-Del.
If you cannot re-print a payroll that you are sure was run on a
certain date.
Check to make sure you are running the daily shutdown
routine. It may not have been run for the day in question,
try re-printing from the following day.
Check to make sure the files have not been moved to floppy
disks. If they have, see the section on page 8 regarding
payroll re-prints.
If you cannot print out the quarterly reports, a ytd earnings
register or the other misc reports after running payroll.
Check to make sure you have printed the checks after running
the payroll. The information is not posted in the qtd & ytd
files until this step is completed.
If you encounter a fatal error 75 or 76 when using a floppy disk
for your data.
Each disk must be prepared prior to use. Type the following
to prepare a new client data disk:
format a:
mkdir a:\data
mkdir a:\data\1994
The disk must be inserted in the drive prior to typing
1994pyrl.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 44.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
If you encounter a fatal error 61, the program cannot find any
free disk storage space. Delete unneeded files or move the
payroll files to a larger disk.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 45.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
MISCELLANEOUS FEATURE/RUSH ENHANCEMENTS (KLUDGES)
These features have been provided on a rush basis. Therefore, they
are not yet formalized in our manual. In some cases, they are not yet
documented on the screens.
1099-MISC's
Enter "M" in the 1099 (Y/N)? field to use the Medical Box on the
1099-MISC.
Enter "R" in the 1099 (Y/N)? field to use the Rent Box on the
1099-MISC.
Enter "6" in the 1099 (Y/N)? field to ignore $600 minimum for
printing 1099's.
F.U.T.A./F.I.C.A. subject/taxable/non-taxable
FICA (Y/N/U/F)? field on the Add/Modify employee screen:
Y = FICA & F.U.T.A.
N = NO FICA & NO F.U.T.A.
U = F.U.T.A. only.
F = FICA only.
SUI/SDI subject/taxable/non-taxable
SDI (Y/N/U/S)? field on the Add/Modify employee screen:
Y = SDI & SUI.
N = NO SDI & NO SUI.
U = SUI only.
S = SDI only.
MANUAL ALLOCATED TIPS
Enter a negative amount on Page 1 of Company Information in the
allocated tips rate field if you are manually allocating your tips.
This will override Insta-Pay's allocated tips computation. When you
Enter Payroll Data, any amounts entered into Gross Tip Sales will be
printed directly on forms W-2 & W-3 in the allocated tips box without
computation.
APARTMENT MANAGERS
In some cases, apartment manager's pay is taxed similar to
meals. Try using meals for apartment manager's pay. Insta-Pay
treats meals as exempt from all federal taxes and exempt from state
withholding tax.
QUARTER-END/YEAR-END SPOOL FILES
Change the register printer to TMP. 941 & DE-3DP print-outs
will appear as C:\Service\Tmp\xxxxxx.941, C:\Service\Tmp\xxxxxx.DE3,
etc. xxxxxx represents your Insta-Pay client number. Use this only
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 46.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
if you are familiar with how to copy these files to diskettes, and/or
your printer. There is no other technical support available for
handling quarter/year-end spool files.
1994 & Later versions - DIRECT DEPOSIT
The Cheque-Mate payroll service bureau is using a program called
"Easy Money Mover" for direct deposit. Contact National Payment
Corporation at (813) 222-0333 for additional information regarding
direct deposit. If you enter "D-DEP" in the Spouse's name field,
Insta-Pay will print "VOID" in large letters on the signature line of
the check. This allows you to issue stubs to all pay-check & direct
deposit employees at the same time.
3-Up Laser stubs on 8.5" x 11" paper
Add /LSTUBS to your 1994pyrl command line.
Example: 1994pyrl /LSTUBS
If you are using a menu system, add /LSTUBS as a "command line
option".
Date/Amt line - laser check adjustment
Add /LCHKADJ to your 1994pyrl command line.
Example: 1994pyrl /LCHKADJ. If you are using a menu system,
add /LCHKADJ as a "command line option".
FICA/SDI Special Handling
Enter FICA.N in the reminder/message field on
Register/Checks/Posting, or Modify an existing company. This is for
companies not subject to FICA/FUTA. Use SDI.N for companies not
subject to SDI/SUI. Other combinations work as well (i.e. FICA.F,
SDI.U, etc.)
TO SORT PAY-CHECKS, EARNINGS REGISTER
Under "Modify an existing company" or "Register/Checks/Posting",
any of the Reminder/Message fields, enter: SORT.ALPHA to sort the
employees by last name, -or- enter SORT.DEPT to sort the employees by
department, and last name. If there is no message, the program will
default to sorting by employee number.
To show a different state on the W-2 form:
Add /W2 XX to your 1995Pyrl command line. XX represents the W-2
state.
Examples:
CD\Service
1995Pyrl /W2 OH (For Ohio)
CD\Service
1995Pyrl /W2 NJ (For New Jersey)
and so on...
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 47.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
If you are using a menu system, windows, etc. add /W2 XX as a
"command line option". to your menu system.
To Accrue vacation/sick leave on rate1 hours only:
Under "Modify an existing company" or "Register/Checks/Posting",
any of the Reminder/Message fields, enter: VACSLV RATE1 to have
vacation & sick leave accrued on hours worked for rate 1 only. Omit
this and vacation & sick leave will accrue on hours worked for rates
1 and 2 combined. This option only affects accrual based on
percetage of hours worked. It does not affect the other accrual
methods.
To Accrue vacation/sick leave: Flat amount on each payroll:
Under "Modify an existing company" or "Register/Checks/Posting",
any of the Reminder/Message fields, enter: VACSLV PERIODIC to have
vacation & sick leave accrue a flat amount for each paycheck. In the
VACATION TO ISSUE AT EFFECTIVE DATE field, enter the amount you would
like to accrue with each check. In the YEARLY FIELD enter "N".
This amount will be added to the VAC ACCRUED field for each pay check
issued. The same applies to Sick Leave.
INACTIVE CLIENTS
Under "Modify an existing company" or "Register/Checks/Posting",
any of the Reminder/Message fields, enter: INACTIVE to skip printing
W-2's, 941's, etc. tax reports/forms for inactive clients
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 48.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
FREQUENTLY ASKED QUESTIONS
1 Q: Why didn't the version number change on the main menu after
installing the update.
A: The update did not successfully install. Try the alternate
installation instructions on the reverse side of the update
instructions page. Watch for any disk error/disk full messages.
Please try these instructions before calling.
2 Q: Why is there a large negative or positive number on the 941
form, line 9?
A: Go to 'Administration Menu' 'Modify an existing company'--Page
2, "Use Line 9 for FICA fractions" is set to YES. This option looks
at withheld FICA/FWT, and the calculated LIABILITY then posts the
difference to line 9 on the 941. Too little/much FICA withheld. Or
an employee has been changed to FICA exempt, or to FICA taxable.
3 Q: Why do the check register numbers disagree with the Quarter &
Y-T-D report
numbers?
A: This is normal. There are two records kept by Insta-Pay for
employee earnings data. The first, check register is just that, a
list of checks. The second, the QTD/YTD file is a totals file that
hold each quarter's earnings & deductions. It is used to generate ALL
of the quarterly and year-end reports. Reasons for difference between
two files: Print check register & QTD/YTD earnings report for an
employee for the WHOLE year. If the totals don't match, corrupted
data--see common solutions guide-error #6 solution. If the totals
match, earnings are in different quarters than you want. Example 1:
Check
issued 6-30-95, then VOIDed 7-1-95. Correction: Re-enter the check,
post & update using 7-1-95 as the check date. VOID post & update
using 6-30-95 as the check date. Example 2: Pre-pay issued 6-30-95,
payroll run 7-1-95 Correction: Re-enter the check, post & update
using a check date of 6-30-95, VOID the check, post & update using a
check date of 7-1-95.
4 Q: Why do the check register numbers disagree with the 941, etc.
forms?
A: Same as above.
5 Q: Why is a pre-pay with a second quarter date showing on the 941
for the next
quarter?
A: Same as above
6 Q: Why is there a negative number on the DE-6 or 941 form?
A: Same as above
7 Q: Why aren't the 941's, etc. printing for my 'Move Single'
company?
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 49.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
A: No Depositor type. Correction: under
Register/Checks/Posting: Select Y to Skip Register print, Y to Skip
Check print. Enter 941/943, DE-6 type. Press F7, N to modify.
8 Q: Why didn't the check I just voided reduce the 941 or W-2 form?
A: You must post the VOID. Post it by using
Register/Checks/Posting option, and be sure to use the check's
original check date. See also F1 Help on View/Void check screen.
9 Q: Why aren't the stub-only client's stubs printing properly on
the laser printer?
A: On 'Modify an existing company' enter 8 for 8 1/2 x 11 stubs.
When starting Insta-Pay, type; 1995pyrl /LSTUBS. If you have a menu
system, add /LSTUBS to it.
10 Q: Why doesn't the MICR check number increment automatically?
A: The MICR check number is represented by the letter B for
business (six digits) or P for personal (4 digits) on the MICR
line-page three of company info. Many times, the actual check number
of a sample check is entered. Instead of entering the check number,
use the letter B or P.
11 Q: Why does the backup screen flash briefly, then return to the
main menu?
A: See the BACKUP PROBLEMS sheet that came with your Insta-Pay
package (or request one by fax)
12 Q: Why can't I remove an employee that I paid in error?
A: For AUDIT-INTEGRITY purposes, the system does not allow
employees that have been paid to be removed. This applies even if all
checks issued have been voided.
13 Q: How can I combine two companies for quarterly/year-end
reporting?
A: Under the utilities menu, choose: 'Combine Companies' Be
sure to setup a third company as your 'bucket' company. If you
combine one LIVE company into another LIVE company, the other
company's data is unusable to further LIVE payroll. Remember to dump
your 'bucket' company before doing the next quarter by selecting
'Delete YTD & Emp Info' from the Utilities Menu.
14 Q: Will combining two companies with same SSN employees combine
the employees
too?
A: Yes
15 Q: Why are the checks from last year showing up on the View/Void
checks screen?
A: The checks are there so that you can print Worker's comp
reports, and other
check reports spanning multiple years. Last years' checks do not
affect this years year-to-date earnings.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 50.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
16 Q: Why are the W-2 forms from the Administration Menu wrapping
around on my
narrow carriage dot-matrix printer?
A: The W-2 forms from the Administration Menu are designed for
wide carriage printers. Try the W-2 option from the Main Menu
(year-end reports).
17 Q: Why does the first W-2 form print properly, then all
subsequent forms print up or
down from where they should be printed?
A: Top Of Form (TOF) has not been set properly. Align a W-2 form
properly, then turn the printer OFF, then ON. If this does not work,
check the printer's FORM LENGTH. It should be set to 11 inches. This
is for dot-matrix (continuous forms) printers.
18 Q: Why didn't the version number change after I installed the
update?
A: The update was not installed successfully. See the reverse
side of the update installation instructions for an alternate method.
19 Q: Why do all of the reports come out in large print, and/or
overflow to the next page
on my printer?
A: Check your printer code settings under the 'Administration
Menu', System Configuration. If you have a laser printer, the codes
should be "HP" for normal print, and "HP" for compressed print. If
you have a DOT-MATRIX epson compatible printer, the codes should be
"018" for normal print, and "015" for compressed print. For other
printers, see your printer manual, or call the manufacturer for
assistance.
20 Q: Why doesn't a 943 print when I request one from the
Administration Menu?
A: Check depositor type under Register/Checks/Posting.
21 Q: Why doesn't a 941 print when I request one from the
Administration Menu?
A: Check depositor type under Register/Checks/Posting.
22 Q: Why doesn't a DE-6 print when I request one?
A: Check depositor type under Register/Checks/Posting.
23 Q: How can I get a copy of a prior DE-88 payment coupon
(facsimilie)?
A: Use Register/Checks/Posting for the same payroll period. No
payroll information has to be re-entered.
24 Q: How do I get one check for SUI/SWT/SDI (all state taxes) paid
with the regular SWT/SDI payment? Enter "D" under the SUI Tax Checks
question on the 'Register/Checks/Posting' screen.
25 Q: Why do the MICR checks print with % signs, not the special
symbols?
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 51.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
A: Check page three of company info for the proper 'Shell Process
to use before MICR printing" it should be "COPY SDI-MICR.BYT LPT1:/B"
different printer/network configurations may have different
settings--check with your computer adminstrator.
26 Q: Why can't I change an employee number?
A: For AUDIT-INTEGRITY purposes, employee numbers cannot be
changed.
27 Q: Can I change an employee to a 1099 mid-year?
A: No, the system would treat them retroactively as 1099's which
causes a problem for withheld taxes, etc. Add a new employee.
28 Q: Can I change a family member to an employee mid-year?
A: No, the system would treat them retroactively as an employee
which causes a problem for FICA liabilities, etc. Add a new employee.
29 Q: Can I skip "AUTO-PAYing" an employee/employees this pay
period?
A: Yes, after saying YES to AUTO PAY in the 'Enter Payroll'
section, choose display payroll, and delete the employee/employees you
are not paying.
30 Q: Why is the salary paid also when I only enter bonus/comm pay?
A: Salary is an automatic calculation, to skip for one check,
enter 0 in the temporary rate change on the 'Enter Payroll' screen.
31 Q: Why aren't my changes to an employee's department retroactive?
A: Employee deparment changes are not retroactive to allow for
ACTUAL changes in employment where an employee moves to a new
department.
32 Q: Why is FICA/SDI calculating at the incorrect percentage/not
stopping at the proper
limit?
A: Insta-Pay handles FICA/SDI as a year-to-date calculation.
This means that if tax was over-withheld, Insta-Pay will compensate on
future checks.
33 Q: Why don't GROSS TIP SALES show on the pay stub?
A: The system has not been updated for this yet.
34 Q: How do I print another copy of the manual?
A: (If you have a laserjet printer, set it to 66 lines/page)
CD\SERVICE
COPY MANUAL LPT1:
35 Q: How do you handle direct deposit employees pay-stubs?
A: Enter D-DEP in the spouse's name field for all direct deposit
employoees.
36 Q: What 1099's does the system produce?
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 52.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
A: The system produces ONLY the 1099-MISC form. In the 1099
(Y/N) field, you may enter Y for 1099-MISC nonemployee compensation, R
for Rent, or M for medical.
37 Q: What are the new requirements for 1996?
A: The California DE-6 & DE-7 must be used. The California
DE-3DP, DE-3B, & DE-43 can no longer be used.
38 Q: Can I re-print just one check?
A: Yes, under the 'Administration Menu' choosed 'Repring
payroll/checks'. Enter the check number range you would like to
reprint (one check i.e. 1001, enter 1001-1001).
39 Q: What is 'Archive Daily Spools'?
A: 'Archive Daily Spools' is an option to compress your spool
files into an ARCHIVE. This saves disk space, and makes retrieval of
Current Earnings & Check prints easier.
40 Q: Why don't the tax payments I entered post correctly to the
941?
A: The payroll check date and/or quarter designation may have bee
entered incorrectly. Choose 'Enter Tax Payments' Press F5 for a
printout. See also question #54.
41 Q: I produced tax checks or posted tax payments, why doesn't the
941 reflect those
entries?
A: They may be offset by incorrectly posted negatives (voids).
They may be posted into the wrong quarter. Choose 'Enter Tax
Payments' Press F5 for a printout. See also question #55.
42 Q: How do I generate tax-checks for a payroll that has already
been posted?
A: 'Register/Checks/Posting' with the same check date. No
payroll information has to be re-entered.
43 Q: I entered history payroll totals for the quarter. How do I
get the liability detail to
show on the 941/941-B?
A: Choose 'Utilities Menu', then 'Modify Liabilities'.
44 Q: How do I enter previous payroll history?
A: Payroll history can be entered using the After-The-Fact
payroll entry mode. Choose 'After the Fact Payroll' mode (press F9 on
the 'Enter Payroll' input screen. Then enter the GROSS/FICA/ETC. one
quarter at a time. Enter the check date for each quarter on the
After-The-Fact screen. Choose 'Register/Checks/Posting'. Post all
entries.
45 Q: How can I get earnings/employee reports to print automatically
after the payroll?
A: Choose 'Register/Checks/Posting' Press F1 for help on setting
up "Auto Reports".
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 53.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
46 Q: What is the DE-34 report?
A: The DE-34 reports is a listing of new employees required by
the State of California. You must report all new employees withing 30
days of hire to the State of California.
47 Q: How do I print a quarterly for a company with no wage
activity?
A: Under 'Modify an Existing Company', Page two, enter "YES" to
'Print 941, etc. even if no wage activity. Also remember, IRS &
Calif. depositor types must be answered on Register/Check/Posting
screen before printing reports.
48 Q: How do I stop printing a large report that was selected in
error?
A: Turn the printer off. If Insta-Pay displays an error message,
press Q to Quit to DOS. Otherwise turn the printer back on, and let
the report finish.
49 Q: On the employee screen, what do the Y/N/U/F options for
Withhold FICA mean?
A: Y is for Yes, withhold FICA, subject to FUTA. N is for NO,
don't withhold FICA, not SUBJECT to FUTA. U is for subject to FUTA
only. F is for withhold FICA only.
50 Q: On the employee screen, what do the Y/N/U/S options for
Withhold SDI mean?
A: Y is for Yes, withhold SDI, subject to SUI. N is for NO,
don't withhold SDI, not subject to SUI. U is for subject to SUI
only. S is for withhold SDI only.
51 Q: Why don't the 403 section 125 wages appear on the quarterlies
or W-2's?
A: Section 125 wages are not reported on these tax reports per
IRS/State guidelines.
52 Q: Can I use Piece-work & hourly at the same time?
A: Yes, setup two hourly rates. Rate 1 would be for hours
worked. Rate 2 would be for pieces.
53 Q: What files are need to restore one client from a disk or tape
backup?
A: Any file that matches your client number. Client numbers are
always six digits (i.e. #1 = 000001, #25 = 000025, #422 = 000422).
This will restore all employees & earnings. Company information must
be setup manually on the Adminstration Menu.
54 Q: Why are my deposit checks coming out with the amount for the
whole
quarter/year?
A: The prior deposit history has not been entered, or entered
correctly. Enter any deposits already made using 'Enter Tax Payments'
on the main menu. This section is mainly used internally by
Insta-Pay, and the entries have to be just right. To avoid any
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 54.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
problems, enter all deposit payment history using the first date of
the quarter (i.e. quarter 1=1/1/95, quarter 2 = 4/1/95). Be sure to
enter the payments for all quarters of the year.
55 Q: How do I re-print a current-earnings register, checks, or
stubs?
A: If the information has no been posted, choose
register/checks/posting again. If the information HAS been posted,
choose 'Administration Menu', 'Reprint Payroll/Checks'. If you are
running the 'Archive Daily Spools' routine, the numbers '01 to 99'
should be changed to '01 to 01' for the first batch of payroll, or '01
to 02' for the first two batched of payroll and so on... If you are
not running the 'Archive Daily Spools' routine, the numbers '01 to 99'
allow you to indicate which batch of payroll you would like to reprint
since the last 'Archive Daily Spools'
56 Q: Why are my deposit checks different from the deposit coupons?
A: Insta-Pay has not been enhanced yet to make the deposit
coupons match the checks. If you are getting different amounts, then
you are either paying taxes early or late. These features were added
as 'extras'. To get the deposit coupons, and checks to match, choose
'Y'es to pay when taxes are due. Be sure to only pay on the last
payroll of the month for monthly depositors. The "D" option for SUI
is an exception, the coupon will match the check when paying SUI in
advance with "D".
57 Q: How do I determine how many 941's, W-2's, etc. that I will be
printing/need to
order?
A: 'Administration Menu', 'Company Statistics'
----- 12-12-95 -----
58 Q: How do I void a tax payment check with a 1996 date? (applies
to all deposit checks)
A: On the View/Void checks screen, highlight the check, press the
delete key. Read the instructions on screen. In summary, they say to
go to register/checks/posting, and use the same PAYROLL check date.
This is not the actual check date. For example, a monthly depositor
with payroll checks dated 12-31-95 will have a deposit check dated
1-15-96. After voiding the tax payment check, use the same 12-31-95
PAYROLL date, NOT the 1-15-96 tax payment date. The same applies to
Semi-Weekly depositors.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 55.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
SOFTWARE BUG CORRECTION & ENHANCEMENT LIST
Version 2.90:
10 deductions per employee released 12/19/95
Flat deductions not copied in conversion 12/21/95
Version 2.90a:
Void a check not voiding voluntary deductions 12/22/95
Version 2.90b:
1099 Gross not shown on current earnings register 12/26/95
0's appearing on Register/Checks/Posting screen 12/26/95
Program not automatically converting all clients 12/26/95
Reminder/Messages changed on Register/Checks/Posting screen
garbled.
Version 2.90c:
Payroll entries generated from Timecard program calculate
to 0 on all entries 12/28/95
Voluntary deductions not appearing on G/L posting 12/28/95
Check Tax Payments not showing FUTA/SUI payments 12/28/95
Pension box not checked on W-2 form 12/29/95
Version 2.90d:
SWT/SDI appearing in NV/FL/TX/AK programs 01/02/96
Administration Menu not correct NV/FL/TX/AK progs 01/02/96
Remove an employee corrupts YTD files 01/02/96
(see error 6 corrupted YTD solution to correct)
Version 2.90e:
Remove an employee removes wrong employee 01/03/96
SUI Rates changed on currently selected company not taking
effect until company re-selected 01/03/96
Versopn 2.90f:
Main Menu 941 including 401/403/408 on line #2 01/04/96
96Ck2Cls, 96Class, 96Howell not including voluntary
deductions 01/04/96
Checks/Ytd checksum on 'Utilities Menu' not correcting YTD
for voluntary ded's 01/04/96
DE-43's printing for 'N'ew depositors (shouldn't) 01/04/96
% of gross, % of net deductions rounding fractional part of
percent (i.e. 6.5% = 7%, 6.4% = 6%). 01/04/96
Version 2.90g:
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 56.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
943 laser-drawn form finalized 01/08/96
Tax Payment By Modem FICA corrected 01/08/96
Deduction limits on c/e register dropping last part of cents
01/09/96
Columns misaligned on some voluntary deduction reports
01/09/96
Error #53 in NV/TX/FL programs 01/09/96
Version 2.90h:
1099 copy B laser-drawn form "1995" mis-aligned 01/10/96
CEP field out of position in NV program 01/11/96
Child care not shown on W-3 01/11/96
Version 2.90i:
Checks/Ytd changed to check all YTD fields
(was only doing GROSS/FWT/DED3/DED4, but correcting all
amount if GROSS/FWT/DED3/DED4 out of balance) 01/16/96
940-EZ showing state tax incorrectly if Childcare/403(125)
deductions taken 01/16/96
Right-hand W-2 4-up's adding instead of deducting 401(k)
01/15/96
W-3 not adding for 23+ if entered as negative deduction
(reimbursement) 01/16/96
DE-3dp/3b Not deduction 403(125) from employee earnings
01/20/96
TX/NV/FL/AK FICA/SUI/FUTA rates for 95 programs using 96
rates 01/20/96
Version 2.90j:
Right-hand W-2 2-up's adding instead of deducting
401(k)/403(b)/etc.
01/28/96
Version 2.90k:
Possible error #6 cause changed in version L 02/01/96
Version 2.90L:
Limit/Balance type deductions in deduction #2 not showing
balance and/or limit 02/02/96
Check register/etc. not showing all deductions in totals
section 02/02/96
Version 2.90m:
Mag media did not include tips in medicare wages 02/23/96
Checks/Ytd for 'all clients' did not correct YTD voluntary
deduction totals except for the selected company 02/16/96
STS tax payment by modem updated 02/20/96
Version 2.90n:
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 57.
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM
After the fact entries clearing out flat amounts, percent of
net, percent of gross in voluntary deductions 02/27/96
Version 2.90o:
FUTA underreported for current payroll if employee going
over $7000 limit with 403 sec. 125 insurance deduction
Program automatically corrects in next payroll 02/28/96
Versopm 2.90p:
Current version - no reported problems
INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 58.
