Enter Transactions screen - Payroll checks

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Use the Payroll check type transaction to record payroll checks for your client's employees.

Notes

  • If you override payroll check amounts in the Transaction Detail section, the application displays those amounts in red text and automatically recalculates all payroll check values.

    To revert a single overridden field to its original amount, place 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. The application recalculates the values when you clear overrides.

  • To refresh information for a payroll check, highlight it in the Transactions list and then choose Edit > Refresh Payroll Check (or press the F5 key). The application refreshes the payroll check 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.
  • To create a check with a specific net pay (for a bonus check, for example), create a new payroll check and choose Edit > Calculate Net To Gross.
  • To print an exact copy of a payroll check that was printed within the past three months, choose File > Reprint Payroll Checks.

Choose Actions > Enter Transactions, select Payroll check from the Type drop-down list.

Tabbed pages

  • Sales. Enter the total amount of sales that the employee had for the payroll period. The application calculates amounts for any pay item that has been set up with the Percent of sales calculation type based on the amount entered in this field.

    If the employee is assigned to multiple locations and/or departments, you can distribute the sales amounts between them by clicking the Ellipsis button button to open the Sales Distributions dialog.

  • Pay. Verify the pay item descriptions, number of hours, rate, and total amount of the pay items for this check. You can modify these as necessary.

    You can change the distribution of hours among the various locations and departments associated with this employee by clicking the Ellipsis button button in the grid to open the Payroll Item Distributions dialog.

    You can create a payroll check with a specific net pay amount by choosing Edit > Calculate Net To Gross.

  • Deductions. Verify the deduction items and amounts for this check. To change the distribution of amounts to different locations and departments associated with this employee, click the Ellipsis button button to open the Payroll Item Distributions dialog.
  • Taxes. Verify the descriptions and amounts of the employee-paid portions of taxes for this check, or modify these amounts as necessary.
  • Accruable Benefits. Verify the descriptions and hours accrued for this check. You can override check-based hours accrued (Per hour worked, Per paycheck, and Per hourly increment accrual methods) in this grid if necessary.
  • Workers' Compensation. Verify the descriptions and amounts of the employer-paid Workers' Compensation for this employee.
  • Employer Contributions. Verify employer-contributed items and the check amount. To change the distribution of amounts to different locations and departments associated with this employee, click the Ellipsis button button to open the Payroll Item Distributions dialog.
  • Employer Taxes. Verify the descriptions and amounts of the employer-paid portions of taxes for this check, or modify these amounts as necessary.

The Direct Deposit tab displays the direct deposit allocations for this employee. You can override these amounts, if needed.

Enter miscellaneous information about the check that may be helpful when you are reviewing payroll checks. If you enter any information in this tab, the application displays an icon in the Notes Note icon column for the transaction.

This tab displays the date and time that an action was taken on the selected payroll check and the ID and name of the staff person who took the action. Recorded events include adding, finalizing (entering as handwritten, changing to handwritten, or printing), and voiding the transaction. 

Fields & buttons

Mark the checkbox if this is a handwritten check, and then enter the check number in the field below. When you mark this checkbox, the Date field defaults to the system date and the Check # field defaults to the next check number for the selected bank account. You can override both fields.

Note: If you process after-the-fact payroll for this client, the Handwritten / Check # checkbox cannot be cleared, because hand-written payroll checks must have a check number. If you want to print live payroll checks, you will need to add the Payroll service.

Handwritten check transactions represent physical checks that were written from the selected bank account and that need to be recorded in Accounting CS to ensure that the balance in Accounting CS matches the actual bank balance.

Enter the check date. The date defaults to the system date, but you can override it if necessary. If this is a handwritten check, you must enter a date.

Handwritten check transactions represent physical checks that were written from the selected bank account and that need to be recorded in Accounting CS to ensure that the balance in Accounting CS matches the actual bank balance.

(Required) Select the employee who is to be the recipient. When you move to the next field, the application populates the remaining fields with the employee's primary payroll schedule and the current period ending date, but you can override these fields. You can right-click inside this field for options to add or edit an employee record on the fly or to filter the employees that are available for selection in the drop-down list. See the Adding or editing employee records during payroll check entry procedure for more information.

Displays the amount of this check that will be direct deposited into the employee's account, using the allocations specified in the Setup > Employees > Direct Deposit tab.

Displays the employee's net pay amount for this payroll check.

(Required) The frequency defaults to the frequency associated with the employee's primary payroll schedule, but you can select another frequency if necessary. (Payroll schedules are set up for the client in the Payroll Schedules dialog, and you can select a primary and alternate payroll schedule for the employee in the Main tab of the Setup > Employees screen.)

(Period end is required.) Enter or select the period beginning and ending dates. The Period end field defaults to the current period end date for the selected frequency. The application uses the period begin and end dates to calculate employee counts. For more information, see Employee count examples for 94x and state unemployment (SUTA) forms.

Related topics

Entering or modifying accounting transactions

Reprinting payroll checks

Entering individual payroll checks

Setting up payroll check templates

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