Business Assistant/Business Assistant.iso/acctg/acct_pay/pc-pr.doc

Text File | 1987-09-16 | 31KB | 622 lines

                                 PC-PR MANUAL
                                  Version 1.4


PROGRAM DESCRIPTION

     PC-PR is a payroll writing and payroll summary program for small and
medium size businesses.  The program runs on a IBM PC or compatible computer
with one disk drive and 128k memory.

     PC-PR is a user supported program.  Your are encouraged to give copies to
anyone who might use it.  Since the federal tax tables are included in the
program, you will need an updated version of the program each year.  The cost
for the updated program is $35.  The program as distributed includes the 1987
federal tax tables.  To receive a copy of the program with 1988 tax tables
send $35 to:

                             Jerry Medlin
                             310 S. Jefferson St.
                             Napa, Ca.  94559

     The updated program will be available in December 1987. Your payment will
entitle you to a telephone number for limited telephone assistance should you
require it.

     The system consists of two files:

     PC-PR.COM - The compiled program written in Turbo
     Pascal.

     PC-PR.DOC - This documentation in ASCII form.

     In addition, the program W2.COM will be provided to registered users for
printing employee W-2 forms at then end of the year.  This program will also
be available in December 1987.

     To run the payroll program, simply type "PC-PR".  If you want to specify a
drive and path for your data just add the drive and path description after the
program name.  i.e. type "PC-PR B:PAYROLL\" to use the directory named PAYROLL
on the B drive for data files.  If you just want the root directory on B:
drive you would type PC-PR B:

     You will be asked to enter a date.  This date will be used to date all of
the payroll checks written.

     A menu is then displayed for operator selection:

          Enter or Change Employee Data
          Enter or Change Payroll Checks
          Print Employee Listing
          Print Payroll Check Listing
          Print Payroll Ledger
          Zero Employee Balances
          Enter or Change Employer Data
          Export Employee Data
          End Processing

     Use the arrow keys to highlight your selection then press return.

     PC-PR is fast because it works with data in random access memory, but the
capacity is limited by available memory. Available memory is shared by the
data.  With more employees on file, fewer payroll checks can be entered.  PC-
PR allows a maximum of 500 employees and 1000 payroll checks per accounting
period with 512k of memory.  With 128k the capacity is reduced to about 200
employees and 200 checks.

     Each time the menu is displayed, the number of payroll checks that can be
added with the available memory is printed at the bottom of the screen.  The
number of employees that can be added is obtained by dividing this number by
2, as each employee takes up twice as much memory as a payroll check entry.

     Since a power interruption will result in loosing all the data currently
entered into the program, you should occasionally save your data back to the
disk.  This is done by selecting End Processing from the menu.  The current
data will be saved to the disk then you will be asked "Do you want to end ?".
Just answer with an "N" and you may resume processing.


THE PROCESSING CYCLE

     Payroll checks may be written on any cycle from daily to annually.  After
each batch of payroll checks, you should print the Payroll Check Listing
report and the Payroll Ledger report. This will provide a printed "audit
trail".  Although the program will work just fine without printing these
reports, you will not have any printed record of where you got all those
numbers on the employee's W-2.

     Each time the program is run, all employee data is loaded into memory.
You will then be asked: "Do you want to start a new payroll period? (Y/N)".
Usually, you will answer Y to this question and a new payroll period will be
started.  If you ended the previous payroll without printing any reports you
should answer with a "N", and all payroll checks written since the last "Y"
answer will be loaded into memory.  You can then continue writing checks to be
added to the previous batch of checks.

     Payroll Checks are usually printed as the payroll data is entered, but you
have the option of entering the data and then printing the checks one at a
time.  When all of the payroll checks for the current payroll have been
entered, you may begin printing reports.  Reports may be printed in any order
and as often as desired.  If you discover an error in any of the reports you
may correct the problem and reprint the report.  At any time you can stop
processing by choosing the End Processing selection from the menu.  Data will
automatically be saved.


ENTER OR CHANGE EMPLOYER DATA

      Before you can do anything with PC-PR you need to enter a screen of
employer information.  This employer information need only be entered once and
then changed whenever any of the relevant data changes.  This is done by
selecting ENTER OR CHANGE EMPLOYER DATA from the main menu.  When the program
is first run, most of the data is blank.  By using the up and down arrows, you
can select each field to be changed then by pressing "C" you may change the
information in that field.

     Space is provided for the employer name (2 lines), employer address (2
lines) and employer federal and state identification numbers.  The first line
of the employer name will be printed on all reports.  The remaining name and
address information is used only for printing W-2's at the end of the year.

     The number of paydays per year is necessary to calculate federal income
tax to be withheld and must be a number between 1 and 52.  Weekly payroll
would be 52 paydays per year, semimonthly payroll would be 24 paydays per
year, biweekly payroll would be 26 paydays per year and monthly payroll would
be 12 paydays per year.

     Next you must fill in the information for payroll deductions.  There are
six deductions possible with PC-PR.  The first deduction will always be
federal income tax withholding (FWH).  The remaining five deductions must be
named by the user. You may also set a limit for each deduction and the
percentage to be withheld.  For instance social security tax (FICA) for 1987
is limited to 7.15% of the first $43800 of income.  Anyone who earns more than
$43800 will not have social security tax deducted after they reach $43800.

     A zero value for the limit and percentage means that this deduction must
be input by the user.  Such is the case with some state income taxes and for
any miscellaneous deductions.

     A negative value for deduction percent will tell the program to calculate
the tax as a percentage of federal withholding.  So, if your state income tax
is 10 percent of federal income tax, you should enter 10.00- for the deduction
percent for that deduction.

     A value of 99.99 for the deduction percent will tell the program to use
the California state income tax withholding tables.

     Next, you may input information for calculating up to six payroll tax
amounts.  This information is used to print at the bottom of the payroll
ledger report a summary of payroll taxes due for the quarter.  It is
especially useful for calculating employer paid payroll taxes like federal
unemployment insurance (FUI), which is based on payroll paid up to a certain
amount for each employee.

     Since PC-PR requires a printer capable of printing at least 96 characters
across a page, you must let the program know what printer codes are required
to set your printer to 10 and 12 characters per inch (cpi).  If your printer
is already set up to print at least 96 characters or you use switches to set
the printer width then you can leave this part blank.  Otherwise, enter in
hexadecimal the code or codes required to change your printe