Entering batch handwritten payroll checks

Alerts and notices

To enter batch handwritten (after-the-fact) payroll checks, follow these steps.

  1. Choose Actions > Enter Batch Handwritten Payroll Checks.

    You can choose Edit > Options to customize the screen based on your data entry preferences. You can choose to add or hide columns, specify pay items and tax items to include in the Rapid tab, and more.

  2. Select the client from the drop-down list at the top-right corner of the screen.
  3. In the Input type field, select Employee Defaults.
  4. In the Enter Batch Handwritten Payroll Checks dialog, enter basic check information for the batch and then click Next.

    Note: You are required to enter a check date and period end date.

  5. In the next dialog, mark the checkboxes for any employees that you want to include in the batch. If you entered a starting check number in the previous dialog, the check number column automatically populates for each employee as you select them. If necessary, you can change the check numbers as needed. When you are finished, click Finish.


    • You can filter the employees in the grid using the filter drop-down list at the top, or mark the Include inactive checkbox to include inactive employees in the grid.
    • You can select/deselect all employees by right-clicking inside the grid and choosing Select All or Deselect All. The payroll checks are re-numbered accordingly.
  6. Use the Rapid tab to view basic payroll information and to quickly enter or edit employee pay hours, amounts, or payroll tax amounts.
  7. To modify additional payroll information, such as deductions or employer amounts, click the Detail tab. All relevant details about the pay information display on this tab. Make any necessary modifications to the selected employee check.

    Note: Overridden payroll check information in the Rapid and Detail tabs and the Distributions dialogs display in red text. The application automatically recalculates all payroll check values when amounts are overridden and recalculates the values again when overrides are cleared.

    To revert a single overridden field to its original amount, put your cursor in the field and then choose Edit > Clear Override. To revert all overridden fields in the current check to their original amounts, choose Edit > Clear Check Overrides.

  8. When you are satisfied with the information for this batch, click the Enter Batch button to save the information and create the handwritten checks. You can also click the Suspend Batch button to save the information and recall it at a later time to complete time entry.


    • The application will not create a check for any employee with the DNP checkbox marked.
    • To recall a suspended batch, select the appropriate client from the drop-down list at the top-right corner of the screen, and then choose Employee Defaults from the Input type field.
  9. If you do not have the Suppress generate liabilities prompt checkbox marked in the Options dialog, the application will display the Generate Liabilities dialog. To generate liabilities for the handwritten payroll checks you just created, follow the steps in the Generating liabilities for handwritten payroll checks section of the Entering historical payroll data topic.

Related topics

Location/Department allocation of payroll items and taxes