PR-B  Enter Pay Info

Purpose of Program

Use this program to enter payroll information prior to printing payroll checks.  This is the first step in the normal payroll procedure.  The second is to run PR-C  Print Payroll Register and the third is to run PR-D  Print Payroll Checks.

Field Explanations

MAIN SCREEN

(Employee Number and Name)

The employee number and full name from the employee file.  These fields are not labeled.

Div

The employee's division as set up in PR-A  Enter Employees.

PAY TYPES

Regular

The regular pay hours, rate, and gross pay amount (rate x hours).

Overtime

The overtime pay hours, rate, and gross pay amount (rate x hours).

Double

The double time pay hours, rate (regular rate x 2), and gross pay amount (rate x hours).

Holiday

The holiday pay hours, rate (default set by regular rate), and gross pay amount (rate x hours).

Commission

Any commission pay amount.  This also reflects any commissions transferred through CS-D  Transfer Sales Commissions.

Vacation

The vacation pay included on this paycheck in hours, rate, and gross pay amount (rate x hours).

Sick

The sick pay included on this paycheck in hours, rate, and gross pay amount (rate x hours).

User Defined Pay Types (3)

Up to three user defined income categories can be defined for each division through PR-M  Payroll Defaults.  If so, you will see their titles displayed underneath the standard pay types.  You can enter hours and pay rates and the program will calculate the pay amount.  

Total Hrs

The total hours of all income categories combined for this payroll.

Gross Pay

The total payroll amount before any deductions are calculated.

Net Pay

The calculated net pay for this paycheck reflecting gross pay less all deductions.

Days in Period

The number of days worked during the payroll period.  This field will default to the days associated with the Pay Period selected for this division through PR-M  Payroll Defaults.  This field affects the way certain tax deductions are calculated.

PAYCHECK SUMMARY

This section of the main screen is organized into two columns and provides a summary of the paycheck.  The right hand column lists the Gross Pay at the top and the Net Pay at the bottom.  Listed in the left hand column are each of the standard deductions and the summary of the user-defined deductions.

USER-DEFINED DEDUCTIONS SCREEN

Deduction No

The number of the user-defined description as established in PR-M  Payroll Defaults.  This number can be any number between 1 and 15.  This field is for reference only.

Description

The name of the user-defined deduction as established in PR-M  Payroll Defaults. This field is for reference only.

Pre-Tax?

If the deduction is set up in PR-M  Payroll Defaults as a pre-tax deduction, there will be a Y in this field.  Also, the items in the Exempt from section to the right of this field will contain Y or N values indicating which standard deductions this user-defined deduction is exempt from.  If the Pre-Tax? field is set to N, the Exempt from section will be blank. This field is for reference only.

"Exempt from" Section

If the deduction's Pre-Tax? field is set to Y, the fields in this section (Fed Inc Tax, FICA (SS), FICA (Med), FUTA, State Inc Tax, SUTA, SDI, Workers Comp) will contain Y or N values indicating which standard deductions this deduction is exempt from.  If the Pre-Tax? field is set to N, these fields will be blank. These fields are for reference only.

"Employee Portion" Section

To the right of Employee Portion is a field showing the type of deduction for the employee portion as set up in PR-M  Payroll Defaults, which can be one of the following.  This field is for reference only.

Flat $ Amount

$ Amt X Total Hours

%  of Gross Pay

Deduction Amount

The amount or percentage to be deducted each payroll, according to the type defined above.  This field is for reference only.

Pay Period $ Limit

The maximum dollar amount that can be deducted per pay period.  This field is for reference only.

Annual $ Limit

The maximum dollar amount that can be deducted per year.  This field is for reference only.

Deducted QTD

The amount deducted from the employee quarter-to-date.  This field is for reference only.

Deducted YTD

The amount deducted from the employee year-to-date.  This field is for reference only.

Deduction this paycheck

The amount to be deducted on this paycheck.

"Employer Portion" Section

To the right of Employer Portion is the type of contribution for the employer portion as set up in PR-M  Payroll Defaults, which can be one of the following.  This field is for reference only.

Flat $ Amount

$ Amt X Total Hours

%  of Gross Pay

Matching Percentage

Deduction Amount

The amount or percentage to be contributed by the employer each payroll, according to the type defined above.  This field is for reference only.

Pay Period $ Limit

The maximum dollar amount that can be contributed per pay period.  This field is for reference only.

Annual $ Limit

The maximum dollar amount that can be contributed per year.  This field is for reference only.

Contribution QTD

The amount contributed by the employer quarter-to-date.  This field is for reference only.

Contribution YTD

The amount contributed by the employer year-to-date.  This field is for reference only.

Contrib. this paycheck

The amount to be contributed by the employer for this paycheck.

STANDARD & MISC DEDUCTIONS SCREEN

STANDARD DEDUCTIONS

Fed Inc Tax

The amount of federal income tax withheld on this paycheck.

FUTA

This is not an employee deduction, so there will be no entry in the WH Amount column, but you will see the employer's expense displayed in the EC Amount column.

FICA (SS)

The social security portion of FICA withheld on this paycheck.  You will see the employer's portion displayed in the EC Amount column.

FICA (Med)

The Medicare portion of FICA withheld on this paycheck.  You will see the employer's portion displayed in the EC Amount column.

St Inc Tax

The amount of state income tax withheld on this paycheck.

SUTA

This is not an employee deduction, so there will be no entry in the WH Amount column, but you will see the employer's expense displayed in the EC Amount column.

SDI

The amount to be withheld for state disability insurance from the employee.

Workers Comp

The amount of workman's compensation insurance withheld from the employee, if applicable in your state.  (Rate x hours or days)  The employer's portion is displayed in the EC Amount column.

OTHER DEDUCTIONS

(Miscellaneous Deduction)

The Miscellaneous deduction is an optional on-the-fly deduction that can be used for special situations such as reimbursing an employee.  The description is entered each time the deduction is entered.  This field is the first of the two fields in the OTHER DEDUCTIONS section.

WH Amount

The amount of the Miscellaneous deduction to be withheld this paycheck.

GL Account

The GL account to which the Miscellaneous deduction is to be charged.

(Special Deduction)

The Special deduction is an optional on-the-fly deduction that can be used for special situations such as reimbursing an employee.  The description is entered each time the deduction is entered.  This field is the second of the two fields in the OTHER DEDUCTIONS section.

WH Amount

The amount of the Special deduction to be withheld this paycheck.

GL Account

The GL account to which the Special deduction is to be charged.

General Program Operation

Adding New Payroll Records

The opening screen offers a list that displays existing payroll records by employee and a listing of active employee names for those who do not yet have payroll records created.  Payroll records get created when labor gets posted to payroll via WO-L-E  Print/Post Labor to Payroll or PR-K  Print/Post Time Cards, as well as from this program.  Payroll records are marked in the P column with a C if a payroll record exists but has not been processed for payment, and are marked with a P if the payroll record has been processed for payment.  The right column indicates D if the employee is Direct Deposit or M if  the employee will get a printed check based on the setting in the employee master record in PR-A  Enter Employees.  This can be changed for this payroll only by highlighting an employee and clicking the D/M button.

The first step in running this program is to "tag" those employees for whom you wish to process payroll records.  Various tagging options are available.  Tagged employees are marked with a checkmark in the far left column.

If you wish to tag all your active employees, click on the Tag All button.  If you wish to tag employees within a certain division, click on the Tag Division button and you will be prompted for a division.  If you wish to tag a single employee, use your mouse or arrow keys to highlight the employee, then click on it (or press <Enter> or click the Tag/Untag One button.

Once employees are tagged for processing, the next step is to pay them.  You have three choices.  If you want to pay all employees but wish to review and/or edit their records, click on the Pay All (review each) button.  If you want to pay all employees but have no need to review nor edit any of their records, click on the Pay All (no review) button.  If you want to pay one employee at a time, use your mouse or arrow keys to highlight the employee, then click on the Pay One button.

You are now taken to the main screen where current and default payroll information is shown for this employee.  From this screen you can change the employee's pay amounts, user-defined deductions, or standard deductions.

Entering Pay Amounts

To enter or change pay amounts, click on the Pay Amounts button.  The cursor will move to the Regular field in the PAY TYPES column.  Enter hours and/or pay rates in all the applicable income categories.  At any point when are completed you can click on the Pay Amounts Done button or you can continue pressing <Enter> until the cursor returns to the OK to save? field.

While entering pay amounts the program allows entry to the Days in period field.  The value in this field defaults to the number of days associated with the Pay Period defined for this division through PR-M  Payroll Defaults.  You might, however, want to change the number of days if you are also including vacation pay or extra pay days on the check.  The program calculates taxes based on the number of days.  Therefore, if the pay amount is for more than the normal number of days in the pay period, you should change the number of days to the correct number.  If you do not, then the incorrect tax amount will be withheld from the employee's pay.

Entering User-Defined Deductions

To enter or change user-defined deductions, click on the User-Defined Deds button.  You will then be presented with a list of deductions in a scrolling window.  Use your mouse or arrow keys to highlight the deduction you wish to enter, then click on it or press <Enter>.   You will then be presented with an entry screen where you can enter or change the employee deduction and/or the employer's contribution (if applicable).  When finished, click on the Back to list button to return to the list of deductions from which you can select another deduction for entry or click on the Main Screen button to return to the main screen.

Entering Standard and Miscellaneous Deductions

To enter or change the standard and miscellaneous deductions, click on the Std/Misc Deds button.  You will be presented with an entry screen that allows you to edit any of the standard federal and state deductions.

You can also to enter an on-the-fly miscellaneous or special deduction.  You must enter a description, amount, and GL account.  These deductions are used to record special deductions that occur only rarely or to reimburse the employee for out of pocket expenses.  If you are using either of these fields to reimburse an employee, enter the amount as a negative number, i.e., -100.00.  This way the employee will get the full amount and it will not be added to the employee's gross pay, nor included in tax calculations.

When finished with your entries, click on the Main Screen button to return to the main screen.

Once your income and deduction entries are complete and the OK to save? field in the lower right is set to Y, you can click on the Save button (or press F10) and this employee's payroll record will be saved.  If on the opening screen you had tagged multiple employees for processing, the next employee's record will be displayed for processing.  Each tagged employee will be displayed in succession until the last record is processed.

If for any reason you want to skip an employee and process him later, you can set the OK to save? field to N, click on Save (or press F10), and the next employee's record will be presented.   The employee's payroll record will not be marked for payment, but any changes you had made to it will be preserved.

When you are done processing the final employee record, you are returned to the opening screen.  All payroll records that are fully calculated and marked for payment will have a P displayed in the P column.

From the opening screen you can tag more employees for payment processing, or you can click on the Exit button (or press <Esc>) to return to the Payroll menu.  The next step in the payroll process is to move on to PR-C  Print Payroll Register.

Changing an Existing Payroll Record

The easiest and most direct way to change an existing payroll record is to go to the opening screen and use your mouse or arrow keys to highlight the employee record you wish to change.  Click on it (or press <Enter>) or click on the Tag/Untag One button.  Once the record is "tagged", click on the Pay One button and you will be taken to the main screen for this employee's payroll record.

Make any changes that are needed, then save the record and you will be returned to the opening screen where you can change other records or exit back to the Payroll menu.

You can change an employee pay record again and again until you run PR-D  Print Payroll Checks, after which all the payroll processing records are cleared in anticipation of the next payroll run.

Removing a Payroll Record

To remove a payroll record, "tag" the employee's payroll record on the opening screen, then click on the Pay One button.  Click on the Pay Amounts button and set all Hours values to 0.  Save the record and return to the opening screen.  Doing this sets the Net Pay amount to zero which will result in no pay check being printed.