Overview

Package Overview

How To Use This Manual

When most people receive a new product, they want to use it right away.  Unfortunately, this is not quite possible when dealing with computer hardware and software.  This manual is intended to serve as a reference guide in describing the functionality and the application of the Payroll package. 

If you are not familiar with the basic operation of your Personal Computer (PC), then please read your PC's DOS Manual.  Before loading this system, you should be able to turn on your computer, start or boot DOS, scan diskette file directories, format diskettes, and copy files between diskettes.

The first few sections of this manual are intended to introduce the user to the Payroll (PR) system and help get you started.  The latter sections are for reference when the user has specific questions about each of the Payroll applications.  These applications are described later in this section under PR Menu Bar Selections and Definitions.

It is highly recommended that the user first read the System Manager manual.  The Package Overview section of this manual gives an overview of the Payroll package.  The General Operator Instructions in the System Manager manual explains how to enter and edit data and the use of special keys on the keyboard.  The Startup section gives step‑by‑step instructions on how to load the programs, create the data files, and enter the initial data.  The Processing Procedures section gives direction in daily, period and year ending procedures.

The user should then scan each of the PR sections to understand how each of the PR applications work.  A very basic description of each of these applications is also contained under the heading PR Menu Bar Selections and Definitions that is part of this Package Overview.

Data Load sheets are included in the manual under many of the applications.  These sheets may be used to manually fill out the data that must be entered at the computer.  They also may be helpful in easing data entry.

Sample screens and reports are also included under each of the appropriate PR applications.  These are a guide to show the user the type of screens and reports that may be obtained from the system.

A General Explanation Of Payroll

You will benefit by having some understanding of the basic terms and concepts that will be used throughout the rest of this manual.  Even if you have already had a great deal of experience with Payroll packages, reading through this general discussion of Payroll will help you get an idea of how this package has put the basic accounting principles to use.

Pr Menu Bar Selections And Definitions

There are many Payroll functions, which can be performed by this PR package.

Maintenance

Employee File

Maintains information about the employees; earning rates, tax information, deductions, period‑to‑date, quarter‑to‑date and year‑to‑date totals of earnings, taxes and deductions.

Employee Code Tax File

Maintains a file or record of additional State and City tax codes that apply to each employee and prints a list of tax codes.

Account File

Maintains a reference file or record of Payroll accounts, which will be posted to the General Ledger.  Prints a list of accounts.

Deduction/Earning Code File

Maintains a file or record of the special deductions and earnings that can apply to an employee's pay. Prints a list of these special earnings and deductions.

State/City Tax Code File

Maintains information related to City/State withholding and other taxes.  Prints a list of these taxes.

Job Code File

Keeps a file or record containing jobs that can be used to keep track of budgets, contract amounts, and expenses.  Prints a list of job-related information.

W-2 Information File

Provides for the entry of all necessary additional income and withholding information that is not maintained during normal payroll processing functions but must be reported on standard W‑2 forms. This application allows the user to generate the (SSA) copy "A" information required by the Social Security Administration on magnetic media.

L And I Code File

Maintains a file or record of codes that calculate labor and industry premiums required by several states for employees and employer.  Prints a list of these codes.

L And I Code History File

Allows the user to add, maintain, or delete labor and industry code records in the Codes History File.  These records are usually created when the Post Payroll Checks application is run.

Shift Code File

Maintains a file or record of codes that calculate differentials in pay due to a variance in hourly rate for the shift worked.  Prints a list of these codes.

Inquiry

Employee File Inquiry

Enables you to examine, but not change, the information and notes that were previously entered in the Employee File Maintenance application.

Processing

Time Transaction Processing

Generates and/or allows for the entry of the time and pay transactions that will result in employees being paid.

Calculate Payroll

Actually performs the payroll calculations.

Print Payroll Checks

Automatically prints the checks for employees.

Post Payroll Checks

Posts the earnings, taxes, and deductions to appropriate PTD, QTD, and YTD information and G/L accounts.

Manual Transaction Processing

Allows for entry of data about manual, voided checks, non‑standard transactions, and adjustments of Payroll data.

Post Manual Transactions

Posts manual transactions to the appropriate accounts.

Check Reconciliation

Allows for the entry of data to inform the system which checks have been paid.

Clear Employee Totals

Clears period‑to‑date, quarter‑to‑date, and year‑to‑date totals, as requested in the Employee file.

Print/Create W-2 Forms

Provides for the reporting of annual information on gross pay, taxes paid, and other federally required information.

Reports

Employee Audit Trail Report

Enables you to track changes made to sensitive payroll data entered into the change mode of the Employee File.

PR Distribution to G/L Report

Allows the user to print a report showing the distribution to G/L accounts.

Payroll History Reports

Prints four reports showing information on employees' pay history, deduction/earnings history, labor and industry premium history, and shift differential history.

Employees Reports

Prints reports detailing union deductions, overtime and sick pay, non‑employee compensation, worker's compensation, and (for restaurants) reports of meals to employees.

Quarterly Payroll Report

Prints the required information to fill out the 941A Quarterly Payroll Report, detailing what employees have earned in the quarter.

Reconciliation Report

Print a report of payroll checks that were paid and those that have not yet been paid.

Job Distribution Report

Prints a report showing how different job expenses are allocated to various General Ledger accounts.

Job Analysis Report

Allows you to print a report that will show all PR expense, A/P expense, and A/R billed against a job, and compares these to budgeted job figures.

Util setup

Payroll Setup

Allows you to tailor the Payroll package to your specific payroll requirements.

Print Spooled Reports

Allows you to print or display a spooled report as many times as needed.  If the user wants to print several copies of the report, it is much faster to spool one copy of the report and print it several times.