This document is to be used as a walkthrough for Payroll Entry, Timecard Entry and printing checks.

TIMECARDS

1. It is important to know that payroll can be done 2 ways: First, you can use timecards and then copy the timecards into Payroll entry to create the payroll.  Second, you can enter the information needed for each payroll directly into Payroll entry.  Either way is acceptable.  If you trust your employees to punch in and out, then the timecards may make the person doing payroll have an easier job.  Otherwise, both ways are acceptable.

2. Timecard entry is found in Point of Sale.  From the Main Menu go to 1.11.

3. The employee needs to enter his Employee number and hit ENTER. He would have been this number after the Employee was entered into the system.  (To look up the Employee number, go to 9.3.1 and use a “?” to look up his name.)

4. The system will ask him to enter the last four digits of his Social Security number as a secret password.  When he does this and hit ENTER the time will appear on the timecard.  He simply needs to save this by hitting “s” and ENTER.  Each time he punches in and out it stamps the time.  This way the one doing a payroll run will be able to transfer the information on the timecard into the payroll entry.

PAYROLL

1. To begin a Payroll run, you first must go to 9.1.1, Payroll Date Entry.

2. You must enter the “Location” for the payroll run.

3. You must “Enter the Current Start Date” for the week or period of the payroll.

4. You must “Enter the Current End Date” for the week or period of the payroll.

5. You must “Enter the Current Payroll Date” which is the date that will appear on the check for the employee.

6. It will then ask you to “Save” the Payroll date, so hit “S” and ENTER to save it.

7. Next, if you are utilizing timecards, then go to 9.1.2.  In here there are 3 options: TimeCard Maintenance, TimeCard Report, Auto Post of Payroll from TimeCards.    You may want to go into TimeCard Maintenance to fix an employee’s timecard in case they forgot to punch out or in on a certain day.  If you know the timecards should stand as they are, then print the report under #2, TimeCard Report. 

8. The report will give you everyone’s time; everyone punched in and out for the week.  You can fill out the necessary criteria (employee, dates, etc.) and print to the Screen or to the Printer.

9. If you are satisfied with the report for the timecards, you can post the information from the timecards into the payroll entry for editing.  #3, Auto Post of Payroll from TimeCards, takes the information on the timecard and creates separate payroll entries for each employee.  This makes your work easier so that you do not have to enter all the information by hand.

10. Next, you will go back a menu into Payroll Calculation.  Go into #3, Payroll Hours Entry.  Here is where each payroll entry has been created.  You can do a “?” to see all of the available timecards which have been translated into payroll entries.  Choose the first one, and pull it up by using the number off to the left.  Then edit the payroll entry as you need to.

11. The need for editing the payroll entry will depend on what should be changed.  You should see earning codes and deduction codes (if they have them), their name and the dates for the payroll.  It should also tell you the number of weeks worked.  Each of these can be edited by simply going to the line and then typing over the hours, codes or information for those codes.  For instance, the hours worked may be 41.5, and you could edit to 42 if you desired by simply typing over it.

12. If you create a payroll entry from scratch, you will need to enter a period “.” for a new number, and then the employee number.  The rest of the screen should fill in from the defaults already entered in Employee setup.

13. After the Payroll entry has been entered, you must “save” it by hitting “s” and ENTER.

14. You should be back at the Payroll calculation menu.  Next, you need to do #4, “Print Payroll Proof Report.”  This will give you what will print out as checks for the payroll run.  Make sure you check this well.  If there are further corrections, just go back into Payroll Entry and correct what needs to be fixed.

15. Next, you will need to do #5 and calculate the Payroll.  It will say, “This program will calculate payroll for all Payroll items except those items which have already been calculated or Manual Payroll items. Manual Payroll items have a Check Number Manually Entered in Payroll Entry.”  NOTE: if you manually edit the Payroll and enter a check number, the computer thinks you have written a manual check for the employee.  Check will not print that have a check number in it.  You will enter a “C” to calculate and hit ENTER.

16. Next, you will print out your payroll checks by going into #6, “Print Payroll Checks.”

17. It will say, “This Selection will print payroll checks for the Employee's Setup for Payroll.”  You will need to fill out the location, whether the employees are using direct deposit or not and then the Printer number.  At this point you should have your checks loaded in the check printer.

18. Next, enter the beginning check # in sequence.  It asks you if you want to do an alignment test.  If you have tractor fed checks, you should do the test to make sure the checks are aligned.  If they are then you can answer “N” to the test and continue.  If you need to do another test because it was off, then answer “Y” for it to print again. 

19. Next, if you wasted a check or two during the alignment process, you can enter the check numbers in the field called “voids?.”  Enter them like so: 1000, 1001, 1002,  etc.

20. The check run will then begin and the checks will print out.

21. When the checks are printed you will need to print a “Print Payroll Earnings Register” report.  It will show you what the computer has just printed and will be posted.

22. Finally you will “Post Payroll to Accounting”.  Enter the location and then a “P” to post.  The computer will post the payroll you just printed.

You must post to finish the cycle.  If there are other checks to void, for whatever reason, you can still go into “Void Posted Payroll Check” and void them; otherwise you should be finished.