Pyrl - Pay Employees
Purpose
The Pay Employees form is used to create payroll checks. Once checks are created they can be previewed before printing, or deleted and recreated. If you are satisfied with the way they have been created, you will print them from this form as well.
Usage
1. Select employees to pay by either clicking on the checkbox beside the employee in the 'Pay' column or by using the pay select feature. When employees are selected, a check amount is calculated based on the default parameters entered on the employee card during employee setup.
Pay Select: The pay select feature automatically selects employees to pay based on the parameters you choose from the combo boxes. The first combo box is for pay frequency, while the second is for pay type. After these two selections are made, click the 'Select' button and all employees of the pay type and frequency you chose will be marked for payment. You may click the 'Clear' button to unmark them.
2. Make adjustments for each employee pay type.
Hourly Employees: Enter hours worked for hourly employees. The number of hours worked will automatically default to the last number of hours entered for that employee. When hours are changed, the check amount field will re-calculate. It is helpful to sort employees by pay type when entering hours worked. This is done by clicking on the pay 'Type' label above that column heading.
Salary type employees: Check amounts for salaried employees will automatically calculate based on the annual salary and the pay frequency. If the check amount appears incorrect, verify the data entered for that employee in employee setup.
Commission type employees: This pay type is for employees who are paid on a commission only basis. Commission amounts can be selected manually by sales invoice or can be set to calculate automatically by selecting the 'Automatically pay all commissions..' box in payroll setup under the 'rates and amounts' tab. (Note: If this box is checked, the 'Commissions' button on this form will become invisible.)
Commissions button: If you choose to manually select the sales invoices you wish to pay sales commission on, select the Commissions button and you will see a form listing line items for all Commissionable invoices where commission has not yet been paid. Select the commission amount by choosing invoice line items to apply to that employee's paycheck.
Salary + Commission type employees: This pay type is for employees with a base salary and a sales commission structure. The check amount will automatically calculate for the annual base salary amount divided by the pay frequency plus any sales invoices which are selected for that employee either manually or automatically. See commission type and salary type above.
3. Payroll Items Button: During employee setup, you should have created any necessary payroll items and applied them to employees as needed. Payroll items are for additions and deductions to income as defined by the user. For example, you may have created payroll items for state tax deductions or employee loan deductions for warehouse uniforms initially paid for by the company. If you need to create a new one, click this button and it will open the payroll items form.
4. Edit check amounts if necessary by changing the default payroll items selected.
The default payroll items applied to a check calculation may be edited by clicking the drilldown button on the far right of each employee record. This will open a check detail form showing what makes up each paycheck. If you wish, you may apply or remove payroll items from a paycheck calculation by marking or unmarking them here, or by changing each payroll item's amount or percent values. These changes will not be permanently saved, so payroll must be created from the detail form to apply them to the paycheck. If you want the changes to be permanent, you must edit the employee record in 'Employee Setup' under the main payroll menu.
5. Create payroll checks by clicking the 'Create Payroll' button.
Payroll checks are "created" when they are posted to the 'payroll register'. At this point, they have not yet been printed or posted to the 'general ledger'. They are held in the register until they are either deleted, or printed and posted to the GL. Checks will be created for all employees marked in the pay field. The pay field will then be automatically cleared. You may create multiple checks for each employee if necessary.
The following two fields are required to have date values before payroll can be created. Pay period start date: Marks the beginning of the pay period covered by the current check. Pay period ending date: Marks the last day of the pay period covered by the current check.
6. Manual Check button: Clicking this button opens the manual check form. This form allows you to create checks by entering the exact amounts you choose for gross pay and payroll items, including taxes.
7. Preview Button: Once payroll is created, the checks can be previewed and even printed on a detail report prior to printing the actual checks. Click on the Preview button to open the 'Checks to print' screen. You will see a listing of all checks created that have not been printed and posted. You may delete them through the preview screen.
8. Print Checks
After reviewing the checks you have created, you are now ready to print and post them. IF you choose to write your checks out by hand, select the 'Manual Checks' option button rather than the computer checks button. If you choose Manual, you may also select the box to send a manual check report to your printer. Selecting the 'Computer Checks ' option will send the actual check information to your printer. Either method will ask you for your next check number.
Select a bank account: Use the lookup window to select the cash account you wish to credit. You will see the account balance appear below the account name, as well as the dollar amount of unposted checks you created in the register.
Print Checks button: Click this button to start the check posting and printing processes. You will be asked for your next check number, and given one more chance to load your check stock into the printer if you chose the computer check option. Be sure to load your check stock in ascending order starting with the "next check number" you provided. Click ok and the checks will print and the transaction will post. If you chose 'Manual Checks' , your transaction will only post and inform you to begin writing checks
Payroll Disclaimer:
Use of this software is under the agreement that Integral Accounting is not acting as an Accountant or agent for the end-user by providing this software for their use and may not be held liable for any misuse of this software, intentional or otherwise. All Reports should be reviewed by the user's Tax Advisor prior to submitting to IRS or any other entity.