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Select Payroll Main menu > Check Register/Update. This task can also be accessed at the completion of Check Printing.
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The Check Register summarizes all checks printed during the current payroll cycle. Information on the report includes the check and employee numbers, totals for all earnings, taxes, and deductions, and totals for manual, printed, and direct deposit stubs. Any check voided during the print alignment process is also included on the Check Register. A printed copy of the register must be produced before the check information can be updated to the permanent files.
If there are direct deposit participants in the current batch, the Direct Deposit Register window appears.
The *** UNPRINTED CHECK *** message prints under the check number of any unprinted check. The *** NEGATIVE CHECK *** message prints under the check number of any check that prints with a negative amount. A negative check amount does not prevent the register from updating. The ** UNPRINTED NEGATIVE CHECK ** message prints under the check number of any unprinted check that has a negative check amount.
For payroll earnings lines that reference a labor code, if a wage expense account is defined for the labor code in Labor Code Maintenance, that wage expense account is used during the Check Register update process. If a wage expense account is not defined for the labor code in Labor Code Maintenance, the Check Register update process uses the earnings expense account defined in Earnings Code Maintenance or, if that account is not defined, the standard payroll expense account defined in Department Maintenance.
For payroll deduction lines, if a deduction code accrual account is defined for the employee's home department in Department Maintenance, that accrual account is used during the Check Register update process instead of the accrual account defined in Deduction Code Maintenance. If a deduction code accrual account is not defined for the department in Department Maintenance, the accrual account defined in Deduction Code Maintenance is used during the Check Register update process.
After the earnings entries are completed and all checks are printed, you can print the Check Register and perform the update to post the Job Cost distribution to the Daily Job Transaction file.
In addition to the standard Check Register, the Job Cost Burden Allocation Register prints automatically for any Job Cost distributions entered in Payroll Data Entry. The Job Cost Burden Allocation Register is an audit report of all labor burden calculated and posted against jobs for the current pay cycle. Information on the report includes the job number, burden cost code, employee, hours, wages, burden amount, and the general ledger accounts to debit and credit for the burden postings.
After the registers print, continue with the Check Register update. In addition to the standard Payroll update process, all Job Cost transactions are posted to the Daily Job Cost Transaction file. These transactions can be posted to the permanent Job Cost files following the printing of the Daily Transaction Register.
If the Payroll accounting date is in a future Job Cost period, the actual cost-to-date information is updated to the Job Cost future period.
For TimeCard records that reference a Job Cost job number, the Payroll module debits the Earnings/Expense Accrual account that was entered in the Earnings Accrual Account field in the TimeCard & TimeClock Options window. The update and posting process remains unchanged from standard Payroll processing for TimeCard records that do not reference a job number.
Note If the Job Cost module is integrated with TimeCard, no posting to the Job Cost module will occur from Payroll.
You must reference a unique general ledger account number as the Earnings Accrual account number. This account will be credited when entries are posted to the Job Cost module and debited when payroll is updated.
TimeCard Status Flags
Each TimeCard record contains two status flags: one flag indicates the record's status in regard to the Job Cost module; the other flag indicates the record's status in regard to the Payroll module.
The N (new/not posted) posting status indicates a new record that has not been posted.
The C (chosen/not posted) posting status indicates a record selected for posting but not yet posted.
All records pulled into the Payroll module from TimeCard display a status of C in the P/R Posting Status field on the TimeCard Entry and Edit Additional tab until the Payroll Check Register is updated.
All records selected in Job Cost Selection display a status of C in the J/C Posting Status field on the Time Card Entry and Edit Additional tab until the J/C Distribution Register is updated.
The P (posted) posting status indicates a posted record. A status of P at the P/R Posting Status field on the TimeCard Entry and Edit Additional tab indicates that the Payroll Check Register has been updated, resulting in the posting of the record. A status of P in the J/C Posting Status field on the TimeCard Entry and Edit Ad ditional tab indicates that the TimeCard J/C Distribution Register has been updated, resulting in the posting of the record.
Review the Check Register for accuracy. If there are errors, return to Payroll Data Entry and make the necessary changes. Recalculate taxes and reprint any reports affected by the changes. Reprint the checks affected by the changes and reprint the Check Register. To proceed with the update, all checks must be printed.
Warning Do NOT, under any circumstances, interrupt the update process.
During the update process, the appropriate check information is updated to the Employee master file, the Check History file, and the General Ledger Transaction file. After the update is completed, you can print the Daily Transaction Register and update the general ledger entries posted from the Check Register.
note This information only applies to employees with tip wages. In order to comply with new government regulations regarding W2 and the Quarterly 941 Reporting of Social Security tips, FICA Tip data will be recorded separately from FICA data. The amounts will display in separate columns on the register.
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