Overview

Use this procedure to enter payroll data and pay employees by check. If you are paying some or all employees using direct deposit, refer to one of the following articles depending on which direct deposit method you are using.

• Process Payroll with the Sage 100 Direct Deposit Service
• Process Payroll when Manually Sending Direct Deposit (ACH) Files to Bank

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.

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, voluntary deductions to be applied, standard days and weeks worked, and the standard earnings code. 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.

   How to use Auto Pay

   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.

   How to import from Time Track Entry

   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.

   How to import from Labor Entry

   1. Click Labor.

   2. In the Production Management Labor 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 Labor Entry data.

      Click Yes to return to the Production Management Selection window. Make additional selections and then click Proceed.

      Click No to proceed to Payroll Data Entry.

   Notes

   • Benefits entered in Labor Entry are not imported into Payroll Data Entry.
   • Overtime is imported into Payroll Data Entry as entered in Labor Entry. Overtime earnings are not automatically calculated.

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

 

To calculate taxes and verify information

1. To calculate withholding taxes for each check using Payroll Tax Calculation, click the Print button. In the Payroll Tax Calculation window, click Proceed.

   Note You can also access Payroll Tax Calculation from the Payroll Main menu.

2. When a message asks if you want to print the Payroll Data Entry Audit Report, click Yes. Check the audit report for accuracy. If any corrections are needed, make the changes in Payroll Data Entry and then run Payroll Tax Calculation again. Then reprint the audit report to verify the amounts.

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

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.

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

4. Click Print. 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.

5. Verify that all information is correct, and then update the Check Register.

6. When a message asks if you want to print the Daily Transaction Register, click Yes.
7. Verify that they information is correct, and then update the Daily Transaction Register.

The payroll postings are updated to the general ledger.