Use the Payroll Check Entry window for recording after-the-fact payroll transactions. Enter payroll checks manually using information already stored in the employee records. The monthly, quarterly, and year-to-date amounts in each employee record are updated automatically when a check is accepted.
Choose Payroll Check Entry from the Tasks menu. If more than one payroll checkbook has been defined for this client, the application will prompt you to choose the checkbook you want to use so that the payroll journal entry will be made to the correct cash account.
Special information
Fields & buttons
Enter the employee's ID number in this field, or select it from the drop-down list.
Notes
- The drop-down list for this field includes all employees whose termination date is blank.
- If you wish, you may sort by employee name (rather than employee ID) during payroll check entry. Choose the Sort by Employee Name checkbox in the Data Entry Options dialog (which is accessible from the Edit menu when the Payroll Check Entry dialog is active). The current option setting is saved and restored each time you return to this data entry dialog.
Displays the net pay amount for the current payroll check and reflects the sum of the net pay amounts for all of the employee's departments.
Displays the total number of hours reflected on this paycheck and includes regular, overtime, and double-time hours for all of the employee's departments.
Enter the following dates for this payroll check:
- Period beginning date (optional)
- Period end date (optional)
- Check date
Any date you enter will repeat automatically for subsequent checks during the current data-entry session, but may be overridden at any time.
To record a check:Enter both the Check date and the Check number. When you click the Enter button to accept the check, the application records a journal entry and automatically updates the earnings history in the employee record.
Note: After a check has been recorded, a change to the check's period end date or to the check date will trigger an automatic recalculation of the check amounts.
To record a check: Enter the Check number. When you click the Enter button to accept the check, the application records a journal entry and automatically updates the employee record.
Enter the employee's dollar amount of sales associated with the selected department for the pay period(s) reflected on this payroll check.
You can enter the employee's number of work week units within the selected department for the pay period(s) reflected on this payroll check.
Enter the number of periods reflected on this payroll check for the selected department. This field automatically defaults to 1, but can be higher (for instance, if you include vacation pay in a regular paycheck).
Note: If you enter a number larger than 1 in this field, be sure to adjust the Units amount as well. (That is, two pay periods cover twice as many units as one pay period, three pay periods cover three times as many, and so on.)
Payroll items grid
GROSS PAY ROW. The application automatically totals the hours and amounts for all pay items (except any that are marked Exclude from gross pay presentation in the Special Information tab of the Setup > System Configuration > Pay Items dialog) and displays the employee's totals for the current department.
NET PAY AMOUNT. The application automatically totals the amounts for all pay items (including any pay items deliberately omitted from the gross pay presentation), and then subtracts all deduction and withholding amounts (excluding any deductions that are marked Don't include in net pay in the Calculations tab of the Setup > System Configuration > Deduction Items dialog). The application displays the result as the net pay amount. If you wish to verify the net pay, enter the net amount of the check in the net pay field. If necessary, this amount can be overridden.
Information in the Payroll Items grid is displayed by department.
For an employee associated with multiple departments, the home department is listed first, followed by the other departments in alphabetical order.
Selects the employee's home department.
Selects the employee's previous department.
Selects the employee's next department.
Displays the total values for this payroll check across all of the employee's departments.
When you have finished entering information for the current paycheck, click the Enter button to save the information and move to the next check record.
- If adding a new check, this will take you to a new (blank) record.
- If editing an existing check record, this will move you to the next check record on file.
To abandon the current check record without saving any changes, click the Cancel button.
- If adding a new check, this will clear all the fields and leave you on a new (blank) record.
- If editing an existing check record, this will cancel any changes, but leave you on the current record.
PgUp - Previous Check. Press the Page Up key on your keyboard to view the previous check.
PgDn - Next Check. Press the Page Down key on your keyboard to view the next check.
ALT+E for Payroll Check Entry Commands. Press the ALT key and the E key simultaneously to display a list of Payroll Check Entry commands.