Adding or editing employee records during payroll check entry

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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.

You can add or modify employee records on the fly during payroll check entry in the Actions > Enter Transactions screen.

If you are processing live payroll, you can add or modify employee records on the fly in the Actions > Enter Batch Payroll Checks screen screen.

Enter Transactions screen

Follow these steps to add a new employee record on the fly while entering a payroll check.

  1. Choose Actions > Enter Transactions.
  2. In the Transaction Detail section, select Payroll check from the Type drop-down list and then make any other selections necessary in that section.
  3. Right-click inside the Employee field and choose Add Employee from the drop-down list. (You can also begin to type an ID/name that does not yet exist, and the application will prompt you to add the employee on the fly.)
  4. Use the Employees dialog, which mirrors all the tabs and fields on the Setup > Employees screen, to enter any information for the employee that you would normally enter in the main setup screen and then click Enter and Done to save the employee information.
  5. Enter payroll check information for the new employee in the Enter Transactions screen and then click Enter to save the payroll check.

Follow these steps to edit an employee record on the fly while entering a payroll check.

  1. Choose Actions > Enter Transactions and start entering your payroll check as usual.
  2. Right-click inside the Employee field and choose Edit Employee from the drop-down list.

    Note: The Edit Employee option is available only for unsaved payroll checks, unprinted payroll checks, or handwritten checks that have not yet had liabilities generated.

  3. Use the Employees dialog (a dialog version of the Setup > Employees screen) to add or modify an employee record as you normally would and then click Enter to save the employee information.
  4. When you are prompted to save and refresh the payroll check with the latest employee information, you can click Yes to update the check with the new employee information or click No to return to the check without refreshing the information.

    Note: If you click Yes, note that only the information in the selected payroll check is refreshed.

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Enter Batch Payroll Checks screen

For live payroll processing only

During payroll check entry you may realize that you need to make changes to the way an employee is currently set up. For example, you may need to adjust an employee's pay rate, activate or deactivate a particular payroll item or accruable benefit, update their address and taxation information, update direct deposit information, or add a new employee record for a recently hired employee. Rather than canceling the batch currently being entered, follow these steps to make the changes and update all the employee information in the batch.

  1. Choose Actions > Enter Batch Payroll Checks and start entering your payroll check batch as usual.
  2. To add or edit an employee record on the fly, click the Detail tab, right-click inside the Employee field, and then choose Add Employee or Edit Employee from the menu. This suspends the current batch while you add or edit the employee record. (You can also begin to type an ID/name that does not yet exist, and the application will prompt you to add the employee on the fly.)
  3. Use the Employees dialog (a dialog version of the Setup > Employees screen) to add or modify an employee record as you normally would, and then click Enter to save the employee information.
  4. Repeat the previous step for as many employees as you want to add or edit, and then click the Done button to close the dialog and return to the Enter Batch Payroll Checks screen.
  5. A prompt displays, asking if you would like to refresh the checks in that suspended batch with the latest employee information. Click Yes to update the batch with the new employee information.

Note: The application prompts you to refresh payroll check information every time you recall a suspended batch.

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Related topics

Entering batch payroll checks

Entering individual payroll checks

Refreshing payroll check information

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