Process Payroll with the Sage 100 Direct Deposit Service

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Use this procedure to process payroll if you are enrolled in the Sage 100 direct deposit service.

If you are not enrolled in the Sage 100 direct deposit service, refer to the applicable article below:

Set up direct deposit first. For more information, see Set Up Direct Deposit.

Important Do not attempt to process payroll for any employee whose record is incorrect or incomplete. Use Employee Maintenance to correct or complete all employee records before processing payroll. You cannot select an employee in Payroll Data Entry if you have not entered all information on the Taxes tab in Employee Maintenance.

Processing payroll and synchronizing direct deposit transactions with the Sage 100 Direct Deposit service is a four-step process:

To enter payroll data

  1. Select Payroll Main menu >  Payroll Data Entry.

    If batching is enabled, the Payroll Data Entry Batch window opens. Enter a batch number and optionally a comment. Select the Private Batch check box if applicable. For more information, see Batch Entry - Fields.

  2. In the Pay Cycle window, enter payroll cycle data, such as the period starting and ending date, check date, and so forth. For more information, see Pay Cycle - Fields.

  3. There are three ways to create payroll entries:

    • Click OK to proceed to Payroll Data Entry and manually create payroll entries.

    • Use Auto Pay to automatically create data records for groups of employees with standard earnings and deductions.

    • Import entries from Time Track Entry.

    1. Click Auto Pay.
    2. In the Auto Pay window, select the employees that you want to pay. You can select employees by department, employee number, labor distribution code, and based on whether they are hourly or salaried. For more information, see Auto Pay - Fields.
    3. Enter the hours for the payroll cycle.
    4. The earnings code entered in the Pay Cycle window appears in the Earnings Code 1 field and can only be viewed. If applicable, enter a second earnings code to automatically pay additional earnings to the selected employees.

    5. Click OK.

    6. A message asks if you want to automatically pay more employees.

      Click yes to return to the Pay Cycle window and make additional selections or import records from Time Track Entry.

      Click No to proceed to the Payroll Data Entry window.

    1. Click Time Track.
    2. In the Payroll Time Track Selection window, use the grid to select the entries that you want to import.
    3. Click Proceed.

    4. A message asks if you want to select more Time Track Entry data.

      Click Yes to return to the Time Track Selection window. Make additional selections and then click Proceed.

      Click No to proceed to Payroll Data Entry.

  1. In Payroll Data Entry, select employees not paid using the Auto Pay or Time Track feature, and click the Lines tab to enter all applicable earnings and deductions.

 

To calculate taxes and verify information

  1. When you are finished entering payroll data in Payroll Data Entry, click the Print button. The Payroll Tax Calculation window opens. You can also access this window from the Payroll Main menu.

  2. Click Proceed. Withholding taxes are calculated for each check.

  3. When a message asks if you want to print the Payroll Data Entry Audit Report, click Yes. Check the audit report for accuracy, and use Payroll Data Entry to make any needed corrections.  

If the direct deposit distribution information is incorrect, return to the Employee Direct Deposit window accessed through Employee Maintenance. Make any needed corrections, run Payroll Tax Calculation again, and print the Payroll Data Entry Audit Report to verify the amounts.

  1. Select Payroll Main menu > Employer's Expense Summary. Print and review the report.

Note The data used to create the reports on the Payroll Main menu is created when you run Payroll Tax Calculation, and it is cleared when the Check Register is updated. Be sure to print these reports as needed before you update the Check Register.

 

To print checks and direct deposit stubs

  1. Select Payroll Main menu > Check Printing.

    If the Payroll Data Entry Batch window opens, select a batch.

  2. Enter an effective date. The effective date should be your payroll check date. This date may need to be adjusted to allow for weekends and holidays. Please verify with your bank.

  3. Make any other selections as needed. For more information, see Payroll Check Printing - Fields.

  4. Click Print.

  5. If the Print Direct Deposit Stubs check box is selected in Payroll Options, after any checks are printed, a message asks if you want to print direct deposit stubs. Click Yes to open the Direct Deposit Stub Printing window. You can also open the window from the Check Printing window by clicking Direct Deposit Stubs.  

  6. If the Print Direct Deposit Stubs check box is cleared in Payroll Options, a voided check will print for direct deposit employees and there will be no prompt to print direct deposit stubs.

  1. When a message asks if you want to print the Check Register, click Yes.

    Note You can also access the Check Register from the Payroll Main menu.

  2. After the Check Register prints, the Direct Deposit Register window opens. You can enter a direct deposit comment for the current payroll batch. The comment appears on the employee's bank statement and prints in the Bank Reconciliation module to identify this particular deposit. The default comment is the period-end date for the pay period, but you can change it.

    Print the Direct Deposit Register. Verify that all information is correct, and then update the Check Register.

  3. When a message asks if you want to print the Daily Transaction Register, click Yes.

    Note You can also access the Daily Transaction Register from the Payroll Main menu.

  4. Verify that they information is correct, and then update the Daily Transaction Register. The payroll postings are updated to the general ledger.

 

To sync direct deposit payments with the Sage 100 direct deposit service

  1. Select Payroll Direct Deposit menu > Direct Deposit Processing. The Process Employee Pre-Note and Direct Deposit Transactions window displays a list of payroll batches and prenote batches, including batches that have already been synchronized.  

  2. Select the batch(es) that you want to synchronize with the Sage 100 Direct Deposit service.

    Warning Be sure to select only batches that have not already been synced, and do not select batches with a past date.

  3. Click Proceed and then sign in with your Sage ID (your email address). The Synchronizing Direct Deposit Data window displays the status of the synchronization.

  4. When the status indicates that the synchronization is complete, click OK.

The direct deposit payments are synchronized with the Sage 100 direct deposit service for deposit into your employees' accounts. See the Direct Deposit Service Activity Log to review a recap of synchronization activity between Sage 100 and the Sage 100 direct deposit service.

Warning If the synchronization fails, your direct deposit data is not transmitted. Contact iSolved customer support at 833-203-7226 for help. For details about the error, refer to the SPSSync*.log file, which is located in the ..\MAS90\SOA folder.

Important After you've synced your direct deposit payments, you should purge them to avoid accidentally resyncing them, which could result in employees being paid twice. See Purge Direct Deposit Batch Files.