Enter Payroll

The first step in doing a payroll run is to enter the hours each employee worked for the time period being processed. Each employee is assigned a pay frequency. When you pay employees, you choose which pay frequency you are going to pay and then enter time for the employees with that pay frequency.

Choose the Payroll Frequency:
Choose which pay frequency you want to enter time for. If there are no employees set up to be paid on a particular frequency, the system will not allow you to enter a payroll. The system will automatically select the payroll frequency to which the most employees have been assigned.

Pay Period Ending
Enter the pay period ending date. This is the ending date of the range of dates this payroll covers.

Pay Date
Enter the date the employees will be paid. This date is placed on the employee's paycheck and is used as the general ledger posting date for the payroll.

Edit a Previous Pay
To make changes to an existing payroll, choose the Edit a Previous Payroll button. This will bring up a list of payroll ending and pay dates. Choose the payroll to be modified from this list. Additionally, if you enter a pay date of a payroll that already exists, the system will ask you if you would like to edit it.

Press the Process button to continue.
Press the Exit button to cancel this payroll entry and close the .

Payroll Data Entry

Once the pay frequency and dates are entered and the Process button has been pressed, the system presents you with the payroll data entry .

Employee
The employee ID of the employee being processed. The system brings up the first employee in the group of employees who have the pay frequency being processed. To select a different employee than the one being displayed, press the F2 button or use the employee lookup button. For simplicity, it's recommended that you process your employees in the order in which they are initially displayed. You may also advance to a different employee by clicking the arrow buttons to the right of the employee name displayed.

Next Employee
Once the information for an employee is correct, pushing the Save button will create the journal entries and check for this employee. To move to the next employee, press the > button, which is on the right side of the red Employee box. If you need to go back, just press the < button, which will take you back an employee. The next employee button will then bring up the next employee in the list to be processed. If the next employee button is pushed without saving, the system will prompt you to save before moving to the next employee.

Regular Hours or Salary
Enter the number of hours this employee worked during the pay period. If this employee is a salaried employee, this field will show the default number of hours during the pay period based upon 2,080 hours worked per year, which is the result of a 40-hour week and a 52-week year.

Rate
The employee's regular pay rate. If this is an hourly employee, the rate is the amount of pay per hour worked. If the employee is a salaried employee, the rate shows the gross amount of salary the employee receives for the pay period.

Amount
The gross amount of pay for regular time during this pay period.

Overtime Hours 1
Enter the number of regular overtime hours worked during the pay period. This only applies to hourly employees. There is no provision for overtime hours for salaried employees.

Rate
The employee's regular overtime pay rate.

Amount
The gross amount of regular overtime pay for this pay period.

Overtime Hours 2
Enter the number of overtime hours worked during the pay period. This only applies to hourly employees. There is no provision for overtime hours for salaried employees.

Rate
The employee's overtime 2 pay rate.

Amount
The gross amount of overtime 2 pay for this pay period.

Income 1-5
Up to 5 additional types of income can be setup for an employee. These would be setup on the Payroll Income Codes window and then assigned to each employee on the Income tab of the Employee Information window. If an employee has additional income assigned to them then you will be able to see 5 Income tabs when entering the payroll for this employee. Click on the various tabs to enter the income for each.
The name for each income code will be listed on the left. The two fields on the right are a continuation of the Rate and Amount columns in the fields above.

Rate
The employee's pay rate for the Income Code assigned to this employee.

Amount
The gross amount of the additional income for this pay period.

Pay Period Ending & Pay Date
These display the period ending date and pay date that you are processing. They cannot be updated from this .

Bonus Check
Select this box if this is a bonus check. Instead of posting to the normal payroll expense account, it will post to the bonus account selected in the employee record. If a bonus account was not selected in the employee record, it will use the default bonus account from the payroll options . Selecting this entry as a bonus check will prompt you to enter an amount for the bonus, which is then used as their gross wages for the period. This will allow you to overwrite the calculated amount for salaried employees.

Voucher Entry
If you do not print your payroll checks through the Accounting Manager, you will need to mark each employee's record as being a voucher entry. This will create the appropriate history and general ledger entries, but will not create a check to be printed for this employee.

Historical Entry
If you do not want a check created or general ledger entries created from a payroll entry, each employee payroll record should be marked as an historical entry. It will still store the information entered into the payroll history tables, but does no other processing with the information additionally.

Direct Deposit
If this employee's payroll is direct deposited, check this option. If the option is checked, the amount of this employee's payroll check, as well as any other employees marked as direct deposit, will be lumped together as one entry in your check register instead of an individual check created for each employee.

Total Income
This is a display only field, and will automatically update with the total of all income for the employee on this pay period.

Federal W/H
The amount of federal income tax withheld for this employee during this pay period.

FICA
The amount of social security being withheld for this employee during this pay period.

State Withholding
The amount of state income tax withheld for this employee during this pay period.

Local Withholding 1
The amount of local tax withheld as defined in the Payroll Taxes , and selected for this employee in the Employee Information .

Local Withholding 2
The amount of local tax withheld as defined in the Payroll Taxes , and selected for this employee in the Employee Information .

Note: If the employee has additional deductions set up, the additional deductions will appear in this area. These amounts can be changed or zeroed out as needed.

Total Deductions
This is a display only field, and will automatically update with the total of all deductions for the employee on this pay period.

Check Memo
If you would like a memo to print on this payroll check, you can enter it here. This is useful for denoting a bonus check, vacation pay, etc.

Net Pay:
This is a display only field, and will automatically update with the net pay for this employee during this pay period.

NOTE: All information on the payroll entry can be overridden or zeroed out, if desired, with the exceptions of the Total Income and Deductions fields and the net pay field. This is done for maximum flexibility. This is where any changes would be made for a variable amount of income or deduction. This is also the place to make changes if you have an employee who is exempt from any Federal taxes. Exempting an employee from a tax on this is as easy as zeroing out the amount.

NOTE: To enter past payroll data to bring your payroll records up to date, enter one voucher payroll entry for each employee's quarterly earnings for the previous quarters. The current quarter can be entered as a lump sum for each month to date.