Page tree

I have added a new bank account, what do I need to change in Payroll?


After adding a new bank account and checking account into your system, there are only two areas that you need to edit to move payroll over to the new account.

 To enter timesheets
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks, then click Go .
  3. Click Enter Time Sheets.
  4. In the Select Bank drop-down list, select the new bank.
 To select cost centers
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Select Cost Centers.
  4. Select the affected Cost Center and click Edit.
  5. On the Data tab, edit the Checking Account to match the new account.
  6. Click OK.

 

How do I view a check without doing a payroll run?


There is a maintenance utility called the Payroll Tax Calculator that you can use to see how changes to an employee's rate, hours, adjustments, or taxes will affect their net pay.

Tip

Any changes made in the Payroll Tax Calculator do not affect the employee's record.

 To use the Payroll Tax Calculator
  1. Under Advanced tools, click Admin Utilities.
  2. In the drop-down list, select Maintenance Utilities and click Go .
  3. Click Payroll Tax Calculator.
  4. Select the appropriate Bank and Employee.
  5. Use the Add, Edit, or Del options in the Wages and Adjustments sections to change the employee's record. The Summary area to the right displays the Gross, EIC, Addition, Deduction, Tax, and Net amounts.

How do I create an ACH file after posting payroll?


Creating an ACH file after you post payroll requires recreating the payroll run. However, you will NOT post this payroll run.

 To create a new ACH file after posting payroll
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Enter the Time Sheets to match the payroll run you are recreating.
  4. Click OK.
  5. Click Print Payroll Checks and print these on plain paper.
  6. Click Create ACH File to process and save the file.
  7. To clear the payroll run without posting, click Reset Payroll.
  8. Click Enter Time Sheets.
  9. To clear time sheets for the next payroll run, click Clear All.

Can I reprint the Payroll Journal or Check Register?


After posting payroll, you cannot reprint the Payroll Journal; however, you can print the Accumulation Report to display the same information listed on the Payroll Journal.

 To print the Accumulation Report
  1. Under Generate Reports, click the Reports tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Under Journals, select Accumulation Report.
  4. Under Report Options, enter the date of the payroll run you want to view.
  5. To customize the report, click Customize. Otherwise, click Preview or Print.

You can reprint the Check Register anytime.

 To print the Check Register Report
  1. Under Generate Reports, click the Reports tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Under Journals, select Check Register Report.
  4. Under Report Options, enter the date of the appropriate payroll run.
  5. To customize the report, click Customize. Otherwise, click Preview or Print.

Why are taxes not withheld for an employee?


When taxes are not withheld for an employee, check these three areas:

  1. The appropriate tax tables are listed on the employee's record.
  2. The number of exemptions — The number of exemptions affects the amount of taxes withheld from an employee. The higher the exemptions, the less taxes are withheld. Using 99 in the number of exemptions does not withhold any taxes, but records the income as taxable on Form W-2.
  3. The appropriate tax flags are marked on the Pay Type.

 

 To verify tax table information
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Employees and click Go .
  3. Select the employee whose taxes are not being withheld, then click Edit.
  4. On the Taxes tab, under Tax Tables, verify that:
    • Federal (required) = 001 (Married) or 002 (Single)
    • EIC (optional) = 003 (Married Filing Alone), 004 (Single), or 005 (Married Both Filing)
    • State (required) = Appropriate State Tax Table
    • Local 1, 2, and 3 (optional) = Appropriate Entered Local Tax Table

Tip

The following states do not require a State Tax Table: Alaska, Florida, Nevada, New Hampshire, South Dakota, Tennessee, Texas, Washington, and Wyoming.

In Payroll Setup, you can select Warn if Federal Tax Code is not assigned and Warn if State Tax Code is not assigned to display a message if you try to save an employee's record without completing the Federal or State Tax tables.

 To verify the tax flags
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Select Pay Types.
  4. Edit the Pay Type associated with the employee in question.
  5. Verify that Federal, State, and FICA taxable are marked if they apply. The taxes do not calculate if the Pay Type is not marked as taxable.

Why is an adjustment not calculating on a check?


When adjustments are not calculating for an employee, be sure to verify:

  1. The adjustment pay period is marked.
  2. The adjustment global limit is correct.
  3. The adjustment limit set on the employee's record.


On each adjustment, pay periods are marked to tell the program when to calculate the adjustment. When processing the Payroll Journal, you must select a pay period. If this does not match the pay period selected on the adjustment, the adjustment is not calculated on the check run.

 To verify the pay period marked
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Select Adjustments.
  4. Select the adjustment you want to verify, then click Edit.
  5. Under For Period, verify that the Periods marked match the period selected under Process Payroll Journal.

 

If the adjustment is a temporary addition, deduction, or contribution, set a global limit for the maximum amount or percentage. The adjustment becomes inactive when the limit is reached. If employees have a global adjustment associated with their records, the specified amount or percentage is the default on the employee records.

 To verify Global Limit
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Select Adjustments.
  4. Select the adjustment you want to verify and click Edit.
  5. Verify that the Global Limit is correct. (Enter $0.00 if there is no limit to the adjustment).

At times, you may limit temporary additions, deductions, or contributions that are different for each employee. In this case, set an individual limit when adding the adjustment to the employee's record.

 To verify individual limit
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Employees and click Go .
  3. Select the appropriate employee and click Edit.
  4. Edit the appropriate adjustment.
  5. Verify that the Individual Limit is correct. (Enter $0.00 if there is no limit to the adjustment).

What if I accidentally close the month in Payroll?


If you accidentally close the month in Payroll, you can change the Posting Month in Payroll Setup. You can change the Posting Month at any time in Payroll, and it is independent of all other Financial modules.

 To change the Posting Month
  1. Under Advanced Tools, click the Settings tab.
  2. In the drop-down list, select Payroll and click Go .
  3. On the Posting tab, select the correct Posting Month in the drop-down list.
  4. Click OK.

My Payroll did not post to General Ledger. Checks are not in GL Inquiry


First, verify that the checks are not in General Ledger. Then, reset payroll and process the payroll journal again. Mark the checks as printed and post them.

 To locate a transaction using specific text
  1. Under Manage Records, select the Transactions tab.
  2. In the drop-down list, select General Ledger Transactions and click Go.
  3. Click Add/Edit Transactions.
  4. Click Filter by, then click Find Transaction.
  5. Click on the Text Search tab.
  6. Select Explanation or Comment.
  7. In the search text box, enter the text.
  8. Under Match, select an option for matching upper or lower case, Case Sensitive, Ignore Case, or Exact Match.
  9. Click Find Text.
  10. On the Search Results tab, select the transaction you want to view, then click Return Selection.
 To reset payroll
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks, then click Go .
  3. Click Reset Payroll.
  4. If there are checks in the system, a confirmation message displays. Click Yes.
 To process and print the Payroll Journal report
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Process Payroll Journal.
  4. Select the Pay Period with the adjustments that you want to process for the employees' checks. 
  5. Select the Period Start and Period End dates.
  6. In the Check Date field, enter the date you want to print on the checks.
  7. Select the appropriate option to print the journal in summary or in detail.
    • The summary includes the total number of ACH checks, gross wages, additions, taxes deducted, other deductions, employer and employee federal tax liability information, and any other employer contributions.
    • The detail includes the summary report's information as well as each individual employee's wage totals, taxes and deductions, accumulated time, and net and gross pay.
  8. Click OK.
  9. To print the report, click Print. To preview before printing, click Preview.
 To mark checks as printed
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Preview/Issue Checks.
  4. Click Preview Current Checks.
  5. Select Printed? to mark this check as a printed check. When you select this, the check does not print, but it does post to the general ledger. Make certain to enter the correct check number of the printed check in the Check No. field.