Entering batch payroll checks

Show expandable text

For live payroll processing only

To enter batch payroll checks or to review checks entered via the web, follow these steps.

Note: Before you process batch payroll checks for the first time, verify that you have set up all necessary client payroll information and selected a payroll schedule for employees.

  1. Choose Actions > Enter Batch Payroll Checks.
  2. Select the client from the drop-down list at the top-right corner of the screen.
  3. In the Payroll schedule field, select the payroll schedule for this batch of checks. The other fields in this row fill automatically based on the payroll schedule you select. When the payroll schedule has been selected, the Pay date field displays the pay date for the next unprocessed pay period, based on the system date. Need to change the pay 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

    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.

    If the payroll check date is too far in the future (because the payroll schedule has somehow been advanced beyond the payroll date you're trying to process) choose one of the following options.

    Change the payroll schedule

    • Click the Cancel Batch button.
    • In the Payroll Information tab of the Setup > Clients screen, click Edit and then click the Ellipsis button in the Payroll Schedules section.
    • In the Payroll Schedules dialog, click Edit, and then change the status of the desired payroll schedule from Processed to Not Processed. When you click Enter, that payroll schedule will once again become available for processing in the Enter Batch Payroll Checks screen.

    Enter the checks individually

    • Click the Cancel Batch button.
    • Choose Actions > Enter Transactions.
    • Enter the payroll checks individually.
  4. Use the Rapid tab to view basic payroll information and for quick entry or editing of the employee pay hours and amounts.

    In both the Rapid and Detail tabs, you can move to the previous or next payroll check using the Page Up or Page Down keys.

  5. To modify additional payroll information, such as deductions, employer amounts, or accruable benefit hours accrued (Per hour worked, Per paycheck, or Per hourly increment accrual methods only), click the Detail tab. All relevant details about the pay information display on this tab as they will on the pay stub itself. Make any necessary modifications to the selected employee check.

    To change the order in which payroll items display on the Detail tab, use the Payroll Items Sort Order dialog, accessed from the Setup > Payroll Items screen.

    Note that you can also update employee information on the fly on this tab by right-clicking the Employee field.

    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.

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


    • If an employee has no hours or amounts entered, no check will be created for that employee when the batch is entered.
    • The Hire date and Inactive date files in the Personal tab of the Setup > Employees screen determine if the employee is included in the batch. If an employee is missing, see Employee is missing from the Enter Batch Payroll Checks screen.
    • You can use the Actions > Enter Transactions screen to view and modify any of the new unprinted payroll checks from the batch. This includes the ability to modify the bank account for all checks in the batch using the Edit Multiple Transactions feature.

Recalling a suspended batch

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) the batch, a prompt displays, asking if you are sure you want to refresh the checks included in the current batch.

  • Click Yes to recall the batch and refresh the payroll checks using all of the latest information for the employee, including any changes to payroll items, accruable benefit items, tax exemptions, work locations, GL accounts, etc.
  • Click No to recall the batch without refreshing the payroll check information. The checks will contain the information that was saved on the checks when the batch was suspended.
  • Click Cancel to return to the Actions > Enter Batch Payroll Checks screen without recalling the suspended batch. This provides you with an opportunity to determine what has changed for those employees.

For more details, see Refreshing payroll check information.

Was this article helpful?

Thank you for the feedback!

Internal only

Use the following steps if a customer needs to re-enter a batch but the Reprocess last payroll button is unavailable. These steps can be shared with a customer, but are listed internally here because it is a nonpreferred method that should not be widely necessary.

  1. Choose Actions > Enter Transactions, locate the checks created from the batch and either void or delete them.

    You can use the Edit Multiple Transactions dialog to void or delete many checks at the same time.

  2. Choose Setup > Clients and click the Payroll Information tab.
  3. Click the ellipsis button in the Payroll Schedules field.
  4. Select the appropriate payroll schedule and click Edit.
  5. Set the status for the applicable schedule to "Not Processed" and then click Enter to save your change.
  6. Choose Actions > Enter Batch Payroll Checks and select the payroll schedule to process the checks again.