Payroll Data Entry
Enter the employee number of the first employee for whom you will enter Payroll data, or click the Lookup button to list active employee numbers. Click the Search button to list all employee numbers for which an entry exists. Click the Next Number icon to browse through all records in the Employee file to locate the next active employee in the current pay cycle. The system browses the records for only active employees set up for the selected pay cycle. For example, if a weekly pay cycle is selected, the system browses only the records for active employees set up with a weekly pay cycle.
Use the Browse buttons at the bottom of the Payroll Data Entry window to browse the entire Data Entry file, regardless of the pay cycle.
Click the Memo button to display employee memos.
Click the Search button to list terminated and inactive employees. This button is available only if the Reactivate Employees During Data Entry check box is selected in Payroll Options.
Type the payroll entry number. This field allows you to generate more than one check for an employee in the same pay cycle. The first entry for an employee is 1 unless overridden by the user. Type 2 for the employee's second check, 3 for the third, and so forth.
1. Header
Type the number of days worked by this employee.
Type the number of weeks worked by this employee.
Select whether to print this check automatically.
Select Yes if this check will be printed automatically.
Select No if you are recording data for a manually written check or are entering quarter-to-date or year-to-date totals during System Startup.
When checks have been printed, this field is automatically set to Printed.
Select this check box to apply deductions automatically. Clear this check box if you want to manually enter all deductions.
Select this check box to enter taxes manually. Clear this check box to calculate taxes automatically. This feature is used primarily when entering manual checks. If you selected No or if Printed is displayed in the Print Check field, this check box is selected automatically to prevent automatic recalculation of taxes.
Select this check box to allow direct deposit for this check. Clear this check box if you do not want to direct deposit this check. Direct deposit is not allowed for manual checks. This field is available only if Yes is selected in the Print Check field, if the Direct Deposit check box is selected in Employee Maintenance, or if the Require Direct Deposit check box is selected in Payroll Options.
Enter a bank code, or click the Lookup button to list all bank codes. This field is available only if No is selected in the Print Check field. If Yes or Printed is selected in the Print Check field, this field is maintained automatically by the system when the checks are processed.
For manual checks, type the check number. To reverse a direct deposit, type the void check number or the direct deposit stub number. This field is available only if No is selected in the Print Check field. If Yes or Printed is selected in the Print Check field, this field is updated automatically by the system when the checks are processed.
Type the check date. This field is available only if No is selected in the Print Check field. If Yes or Printed is selected in the Print Check field, this field is updated automatically by the system when the checks are processed.
Type the check amount. For manual checks, all earnings, deduction, and tax entries must balance to the check amount. If a direct deposit stub number is entered in the Check No. field, a 0 (zero) displays in this field, and it will be unavailable for entry. This field is available only if No is selected in the Print Check field. If Yes or Printed is selected in the Print Check field, this field is updated automatically by the system when the checks are processed.
This field displays the total hours for all of the data entry lines and can only be viewed.
This field displays the total earnings amount for all of the data entry lines and can only be viewed.
This field displays the total voluntary deductions for all of the data entry lines and can only be viewed.
This field displays the total taxes for all of the data entry lines and can only be viewed. A value appears in this field when manual taxes are entered or after running Payroll Tax Calculation.
This field displays the total direct deposit amount for all of the data entry lines after running Payroll Tax Calculation. This field appears only if the Require Direct Deposit check box is selected in Payroll Options and can only be viewed.
This field displays the total net pay amount for all of the data entry lines; the net amount is adjusted for taxes after running Payroll Tax Calculation. This field can only be viewed.
2. Lines
Select a line type.
Select Earning for an earnings entry.
Select Deduction for a deduction entry.
This field defaults to the line type of the previous line.
Enter an earnings or deduction code, or click the Lookup button to list all codes. If a fringe benefit earnings code is entered, a corresponding deduction line is added to the end of the list.
Enter a state tax code, or click the Lookup button to list all state tax codes. This field is used for earnings-type entries and for deduction-type entries (pension and cafeteria plan deductions), and is available only if the Require Multiple State or Local Earnings Entry check box is selected in Payroll Options. The default is the employee's primary state tax code selected in Employee Maintenance.
Enter a local tax code, or click the Lookup button to list all local tax codes. This field is used for earnings-type entries and for deduction-type entries (pension and cafeteria plan deductions), and is available only if the Require Multiple State or Local Earnings Entry check box is selected in Payroll Options. The default is the employee's primary local tax code selected in Employee Maintenance.
Enter a department number, or click the Lookup button to list all department codes. This field is used for earnings only. This code is used for sorting the Labor Distribution Report and for departmental earnings expense postings to the general ledger. The default value is the department defined for the employee number.
Enter a labor code, or click the Lookup button to list all labor codes. This code is used when posting earnings to the Labor Distribution Report. The default value is the labor code assigned to this employee in Employee Maintenance.
Enter the workers' compensation code for the selected state tax code, or click the Lookup button to list all workers' compensation codes. The default value is the workers' compensation code defined in Employee Maintenance.
If a workers' compensation code is selected for an earnings code not subject to workers' compensation, a message appears asking if you want to override the earnings code.
If the Job Cost module is integrated with Payroll, the workers' compensation code defaults from Workers' Compensation Cost Code Maintenance when a cost code and state are entered in Payroll Data Entry. The system verifies if the cost code is assigned to a workers' compensation code for the state in Workers' Compensation Cost Code Maintenance. If so, that workers' compensation code overrides any existing entry at this field. If the cost code is assigned to more than one workers' compensation code for the state, the program uses the first workers' compensation code it finds. If no workers' compensation code is assigned in Workers' Compensation Cost Code Maintenance, the system determines the default code as follows:
If a workers' compensation code is assigned to the job number and cost code in Job Masterfile Maintenance, that code is used.
If no workers' compensation code is assigned in Job Masterfile Maintenance, then the code defined for the employee in Employee Maintenance is used.
Enter the job number to distribute employee labor costs to, or click the Lookup button to list all job numbers. If the Define Job Statuses Allowed in Entry check box is selected in Job Cost Options, the system checks to see if the status of the job number entered is allowed in Job Status Maintenance.
If you enter a job number with a status that is not allowed, a warning message appears. If the appropriate security is set up in Role Maintenance, you can click Yes to enter the job number. If the appropriate security is not set up, you can click Yes to override security with a logon ID and password. In both cases, if you click No, the job number is removed from this field. If this field previously displayed a job number with a valid status, that number will reappear in this field.
This field is available only if the Job Cost module is integrated with Payroll.
Enter the cost code to distribute employee labor costs to, or click the Lookup button to list all cost codes. This field is available only if the Job Cost module is integrated with Payroll and if a number is entered in the Job No. field.
Type the rate. The default rate is defined by the earnings code or deduction code in conjunction with the employee rates established in Employee Maintenance. This field is available only for codes using rates (fixed amounts do not require a rate entry).
Type the hours for this earnings code or deduction code. Earnings codes and deduction codes can have default hours, as described in Earnings Code Maintenance and Deduction Code Maintenance. This field is available only for those earnings/deduction codes using hours.
If you are entering allocated tip information for the current employee, a prompt appears in the status bar requesting the receipt amount for tip allocation. This amount is used to calculate the allocated tip amount, and is entered in the Hours field. The tip allocation amount is calculated automatically in Payroll Tax Calculation and the Amount field is skipped.
Type the amount of the earnings or deduction line you want to apply. If the earning or deduction is based on hours, the hours and rate are extended automatically. For earnings and deductions not based on hours, the standard rate amount (if any) appears.
This field displays the total hours for all of the data entry lines and can only be viewed.
This field displays the total earnings amount for all of the data entry lines and can only be viewed.
This field displays the total voluntary deductions for all of the data entry lines and can only be viewed.
This field displays the total taxes for all of the data entry lines and can only be viewed. A value appears in this field when manual taxes are entered or after running Payroll Tax Calculation.
This field displays the total direct deposit amount for all of the data entry lines after running Payroll Tax Calculation. This field appears only if the Require Direct Deposit check box is selected in Payroll Options and can only be viewed.
This field displays the total net pay amount for all of the data entry lines; the net amount is adjusted for taxes after running Payroll Tax Calculation. This field can only be viewed.
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