PRCHECKS Payroll Post Payroll Checks
Post Payroll Checks
Application Overview
The Post Payroll Checks application transfers employee payroll transactions into the Employee File and additional Distribution files.
After checks are approved, the payroll data for the printed checks is posted via the Post Payroll Checks application in the Processing window to the Employee file, the Payroll Distribution file, the Deduction/Earning History file, and the Payroll History file; also the Job History file and/or Check Reconciliation file if the appropriate options were selected for the Payroll package in Payroll Setup. These postings can be done by pay period end date or by check date.
Payroll distributions to the General Ledger are posted as follows:
For distributed employees, the distributions are posted as entered in Time Transaction Processing, including the distribution of vacation, holiday, sick, and supplemental pay. Otherwise, the payroll expense is distributed to each Employee's Wage account as specified in the Employee's Master file record; vacation pay is distributed to the Vacation Expense account specified in Payroll Setup for each employee's profit center determined by the subaccount number, if any, of the Employee's Wage account. If the Vacation Pay account is specified as all nines in Payroll Setup, vacation pay is posted to the Wage account. Holiday pay and sick pay are similarly posted to the appropriate Expense account for the employee's profit center or to the Wage account if the Holiday/Sick accounts in Payroll Setup are all nines.
Earned Income Credit is posted to the EIC Advance account specified in Payroll Setup. EIC is treated as an advance against federal tax withheld and may be shown in the section of the balance sheet that pertains to tax liabilities, although the EIC Advance account is a Debit account.
The employer's FICA contribution is posted simultaneously to the Employer FICA Expense account for the employee's profit center and to the Employer's FICA Liability account as specified in Payroll Setup (unless these accounts are zero).
All federal withholding deductions are posted to the appropriate liabilities accounts specified in Payroll Setup.
FUI, SUI and Worker's Compensation liability for each check are calculated and the amount of liability is posted to the correct accounts, which have been defined in Payroll Setup and State/City Tax Code File (unless these accounts are zero). The amount will also be counterbalanced to the Expense account in Payroll Setup with the profit center determined by the Wage account on the Employee file (unless the expense account is zero).
All state and city withholding deductions are posted to the appropriate liability accounts as specified for each employer's State and City Tax codes. All Labor/Industry state withholding deductions are posted to the appropriate liability and expense accounts as specified for each Labor and Industry code.
Savings bond, loan repayment and garnish deductions are posted to the appropriate accounts specified in Payroll Setup. Union deductions are posted to the Union account specified in the Employee file. Temporary and permanent deductions are posted to the accounts specified in the Deduction/Earning Code file.
Net pay is posted to the Checking account specified in Payroll Setup.
The Savings Bond Register shows how the bond balance will be updated on the Employee file after subtracting the value of full bond purchases specified.
If no employee wage accrual account number has been entered in PR Setup or if it has been entered as all zeros, the user has the option of posting as of the check date or the pay period ending date. If an accrual account number has been entered in PR Setup, posting will be done according to the accrual percentages entered in the Time Transaction Processing application.
Run Instructions
Select Post Payroll Checks from the pull down PR Processing window. The following screen will then be displayed:
Post Payroll Checks Entry Screen
The following options are available:
- Enter the data requested on the screen
To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.
Entry Field Descriptions
Name | Type | Description |
Do You Want To Post At This Time? | Y or N | Enter Y to post payroll checks or N to decline. |
Post Check To G/L With Which Date? | 1 alphabetic character. | This field will only appear if no accrual account number has been entered in PR Setup, or if it has been entered as all zeros. Valid entries are: P = Pay Period End Date C = Check Date |
Print Payroll Checks
Application Overview
Print Payroll Checks should be run after the Calculate Payroll application to print the payroll checks. After the checks are printed, use the Post Payroll Checks application to update all permanent files.
If there are any states on the State/City Tax Code file that use the anniversary year as the accumulation period for worker's compensation; and the current pay period date is on or after the next anniversary date after the last time the worker's compensation accumulation fields were cleared (i.e. the latest anniversary year has just come to an end), then the user must first clear these accumulation fields (via the Print Worker's Compensation Report function of the Employee Reports application) before he will be allowed to run this application.
Supplemental Earnings will appear below the earnings boxes of the check stub. This amount has been added to gross pay during Calculate Payroll.
Calculated Earned Income Credit will appear at the bottom of the check stub and will be added to net pay. To the right of earned income credit, the total number of vacation days and sick days due are printed.
Payroll checks print by employee number within department.
Run Instructions
Select Print Payroll Checks from the pull down PR Processing window. The following screen will then be displayed:
Print Payroll Checks Entry Screen
The following options are available:
- Mount the checks on the printer and type Done when the checks are properly mounted.
- After checks are mounted you are asked if you wish to print an alignment form. Type Y if you wish it to be printed. When alignment is correct, answer N to the alignment question.
- Enter the starting check number, the check date, the starting and ending department and employee numbers of employees to be paid, and if you want the employee's hourly pay rate, sick hours due, and vacation hours due printed on the check. The check date defaults to the current system date. The starting department numbers defaults to All departments.
- The starting and ending employee numbers may be entered only if checks are being printed for a single department.
- After the screen entry is complete, checks will be printed and the question Are Payroll Checks Just Printed OK? will appear on the screen. If the checks printed are OK, answer Y and you will be asked for another range of employees to print. If the checks are not OK (due to a printer jam or other printer malfunction), answer N and the checks just printed will be considered void by the package. Note: If a large number of checks are printed and only a few are not OK ‑ it is not necessary to void all checks. Answer Y to the Are Checks Just Printed OK? question and return to reprint checks only for those employees whose checks were not okay. In this case, the package will consider only the final checks for these employees as valid; all previous checks for these employees will be considered void by the package. Be sure to destroy any duplicated checks immediately so that employees do not receive more than one paycheck for the same period.
- After check printing is complete press the ESC or F10 key when the cursor is positioned for entry of the starting check number. If checks have been printed, and then you wish to post the checks to the appropriate files, use the Post Payroll Checks application in the Processing window.
To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.
Entry Field Descriptions
Name | Type | Description |
1. Starting Check No | 6 numeric digits (999999). | This must be non‑zero, and must correspond to the preprinted check number of the first check that will be printed. |
2. Check Date | A date in the standard date format. | Defaults to current system date. |
3. Starting Department No | 4 alphanumeric characters. | Defaults to All departments by pressing the RETURN key. In this case, All employees are automatically selected. |
4. Ending Department No | 4 alphanumeric characters. | Defaults to the starting department number by pressing the RETURN key. |
5. Starting Employee No | 4 numeric digits (9999). | If only one department was selected, an entry for this field will be requested. Otherwise no entry will be requested. Defaults to All by pressing the RETURN key. |
6. Ending Employee No | 4 numeric digits (9999). | Defaults to the starting employee number by pressing the RETURN key. |
7. Print Pay Rates For Employee Types? | 1 alphabetic character. | Valid entries are: H = Hourly/Non S = Salary B = Both Hourly/Non & Salary N = None Defaults to N. If print pay rates has been chosen, the regular, overtime, and special pay rates will be printed at the top of the employee's pay stub. |
8. Print Vac And Sick Hours Due ? | Y or N. | Defaults to N. If Y is entered, the employee's vacation and sick hours will print on the last line of the pay stub. |
Error Recovery Procedures
Checks Jam in Printer
You are printing checks starting at check number 2300. At check number 2400, the paper jams, and the printer starts printing one line on top of the other, making a dark black line across one check.
If you do not notice that this has happened and it runs to completion, you need not worry. If you do notice that it is happening, you can stop the printer and see if you can get the checks printing correctly again. Do not worry if additional checks get printed incorrectly when you are trying to realign the paper.
One way or another, if the program runs to completion and the question, Are The Checks Just Printed Ok? is asked, answer Y (if most of them were okay there is no point in clearing out all record of these good checks), then immediately reprint the checks for the range of employees whose checks were printed incorrectly.
Wrong Starting Check Number
The starting check number is entered incorrectly and this is not noticed until after the check run has started.
Let the program run to completion, and answer N to Are The Checks Just Printed Ok?. This will clear out all record of the checks having been written. You can use the checks that were printed if you put blank paper on the printer and run checks again, or you can just reprint all of the checks and destroy the originals.
One thing that you need to be careful of is that you do not end up with duplicate checks being given to an employee. When the computer prints two checks for the same employee in the same check run because you have decided to reprint a range of checks, it assumes that the first one is void and records it that way. (The check will appear on the check register as a void check), but you must make sure that the actual check is destroyed so that it will not be cashed. It is recommended that if you are ever required to do any reprinting of checks that you take a look at the check register afterwards and make sure to destroy the check forms shown as void.
Print Payroll Checks
Print Payroll Checks (Printer Instructions)
