Enter Batch Payroll Checks screen

Alerts and notices

For live payroll processing only

Use the Enter Batch Payroll Checks screen to enter payroll checks in batches based on the next unprocessed pay schedule, to create on-demand payroll checks, or to review batches entered via the web. All employees of the selected client assigned to the specified payroll schedule populate the entry screen where you can modify certain pay information on either the Rapid or the Detail tab prior to entering the batch. Use the Page Up and Page Down keys to move to the previous or next payroll check.

Choose Actions > Enter Batch Payroll Checks.

Note: Overridden payroll check amounts 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.

To customize and save payroll check data entry options per client per payroll schedule, choose Edit > Options to open the Enter Batch Payroll Checks Options dialog.

Tabbed pages in this screen

Rapid tab

Detail tab

Fields & buttons

  • Payroll schedule. Select the payroll schedule for which you want to enter batch payroll for the client. If you want to create on-demand payroll checks, select <On Demand> from the drop-down list to open the Create On Demand Payroll dialog.
  • Frequency. When the payroll schedule has been selected, this field is filled automatically based on the frequency as defined on the payroll schedule (for new batches) or by the frequency of the earliest pending batch of checks and suspended batches.
  • Pay date. When the payroll schedule has been selected, this field will display the next pay date based on the system date. If necessary, the pay date can be modified, but the new pay date must be:
    • Within the same year
    • On or after the current system date
    • After the previous batch's pay date
    • Prior to the next batch's pay date

    Note: When the pay date is changed in this screen, the current pay date listed for the selected payroll schedule is automatically updated in the Payroll Schedules dialog accessed from the Payroll Information tab of the Setup > Clients screen.

  • Period begin. When the payroll schedule has been selected, this field will display the period beginning date.
  • Period end. (Required field) When the payroll schedule has been selected, this field will display the period ending date.

    Note: If necessary, you can adjust the period beginning and/or end dates in the Payroll Schedules dialog, accessed by clicking the Ellipsis button next to the Payroll schedules field in the Payroll Information tab of the Setup > Clients screen.

  • Bank account. Select the bank account to be used for this batch of payroll checks.

    Note: To change the bank account that displays by default for this client's selected payroll schedule, choose Edit > Options and make that change in the Enter Batch Payroll Checks Options dialog.

  • Preview Payroll. The Preview Payroll button enables you to preview the Preprocessing Summary report showing the data from the current batch and any suspended batches.
  • Enter Batch button. Entering the batch saves changes made to the payroll checks and creates unprinted checks.

    Note: If an employee has no hours or amounts entered, no check will be created for that employee when the batch is saved.

  • Suspend Batch button. Suspending the batch saves the information in the Enter Batch Payroll Checks screen, where you can make changes to the information and enter the batch at a later time.

    Notes:

    • To recall (unsuspend) a batch at a later time, select the appropriate client from the drop-down list at the top-right corner of the screen, and then choose the suspended payroll date from the Payroll schedule drop-down list.
    • When you recall (unsuspend) a suspended batch, a prompt displays, asking if you are sure you want to refresh the checks included in the current batch. Click Yes to refresh the payroll checks using all of the latest information for the employee, including changes to payroll items, accruable benefit items, tax exemptions, work locations, GL accounts, etc. Refer to the Refreshing payroll check information topic for more information.
  • Cancel Batch button. Canceling the batch cancels any changes made to any employee payroll checks since they were last saved.

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