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Payroll Processing is the start of a payroll.   The options for the payroll are:

 In Progress payrolls:

or Posted prior payrolls

 

 

 The Payroll Processing program is the first program to be run in the payroll processing sequence. It initializes all active status employee records for the pay groups and pay dates specified in the progra


Pre Initialization of New Payroll

  • Posting Period Current- To set Posting Period to Open and Current go to CORE/POSTING PERIOD/CREATE. .  Select the Calendar Month, enter in the Calendar Year, click the Current box and then click the  Create button. Before payroll processing begins verify that

the current posting period is displayed in the upper right hand corner of your screen.   OR


  • Posting Period Open-If you wish to begin payroll processing for the next month,  but do not want that  processing month to be current yet.  You can go to  CORE/POSTING PERIOD/CREATE  and select the Calendar Month, enter in the Calendar Year, click the  Create button.  

This will Open the next month Posting Period and allow you to begin the payroll process. The payroll that you are processing cannot be posted until the Posting Period is set to Current. You will need to go to CORE/POSTING PERIOD and click on the  next to the Posting Period

you are processing for. You will want to verify in the  upper right hand corner of your screen that the current posting period is displayed.   You can then the post the payroll.


Start Payroll Processing

  1. To begin a new Payroll Click on the  key.

You will see the following screen:

 

     2.  Enter a Payroll Description (this can be the date of the payroll or whatever you choose to name this payroll,)

     3.  Choose the Pay Plan from the drop down box (Biweekly, Semi-monthly, monthly,)

     4.  Chose the Pay Cycle from the drop down box (First Pay of Month, Second Pay of Two pay Month, etc,)

    5.   Using the pop up calendar  choose your payroll Start Date.

    6.   Using the pop up calendar  choose your payroll Stop Date.

    7.   Using the pop up calendar  choose your payroll Pay Date.

If you want to Suppress Voluntary Deductions in this payroll your will want to check the box

If you want to Ignore Direct Deposits you will check the box

If this payroll is being run for a Special Pay your will check the box

   8.  The pay groups you want to be included in this payroll need to be in the Selected box. To exclude a pay group that you do not want included in this payroll  click on the pay group and then click the button to move this pay group to the Available box on the left. If there are multiple pay groups that you do not want included on this payroll you can hit the CNTRL key on your keyboard and click on the pay groups you do not want included and then click the to move all of these pay groups to the Available box.

If a pay group needs to be added back to the Selected box click that pay group n the Selected box and click the to move that pay group into the Selected box.

    9.  You will then click the to initialize the payroll.

You will then see that the payroll is in progress and there will be a spinner  in the Status field by each pay group that is processing . Once the pay group has processed there should be a green indicator button   next to the pay group in the Status field. This indicates the pay group processed successfully.  If a red indicator button  is in the Status field this indicates that this pay group failed during processing.

From here you can Modify the payroll by clicking on Modify Payroll or you can Delete the payroll by clicking on Delete Payroll or Delete Payroll and Exceptions.

-will delete payroll but will move exceptions entered in Payroll Payments – Current to Payroll Payments  Future so not lost.


- will delete payroll and exceptions entered in Payroll Payments 

 


The Add Pay Group Option appears after a payroll has been started. This option can be used to include multiple beginning and ending payroll dates for groups of employees as long as they all have the same pay date.  Select the  Option and supply different beginning and ending payroll dates and the applicable pay group for these dates. The pay date is the same in all cases. The Add Pay Group Option is also used to add missed pay groups to an existing payroll. Simply supply the missed pay groups in the appropriate fields:

To return to all Payroll's in Progress, click on  in the top left hand corner. You can then click on the  key to return to that specific payroll.

Pay Report

The Pay Report is to view employee earnings, deductions and accounts for the current payroll. It is used as a control sheet for payroll balancing purposes. The report also displays counts for various totals and a listing of any problems detected during the payroll process.

When you click on    the Payroll Report Options are as follows:

Payroll Report is the default file name for the Pay Report.  This can be changed by entering a new file name in the Report Title field.

Click on the drop down box to select your Sort By options (Employee ID, Employee ID, Building/District, Name, etc.)

The Report Format offers several output options. Click on the drop down box to choose your report formatting option (PDF download, Comma Separated Values, Excel, etc.}

When generating the Payroll Report there is an option to Begin Each Employee on New Page? If you want each employee on a new page you will check the box

The Include Employer Payroll Item Amounts offers the option to print board paid Payroll Items.  If not wanting to including Employer Payroll Items, uncheck the box 

The Show Only Report Totals option will only show the Report Summary of the Payroll Report. If you want only a report totals page click  the box 

Click on to create the Payroll Report. Once completed, click on to return to the Payroll Detail options

Payroll Report Example


Exit out of your Pay Report then go back to the Payroll/Payroll Processing tab and click on the  key next to your current payroll.  

Error Report 

The Error Report documents any errors encountered during the 'Initialize New Payroll' processing:

Error Report Example


Post Payroll

Once payroll is ready to be Posted, click on the button:



Click on Post to continue with posting of payroll or Cancel to stop the posting of payroll and revert back to the Payroll Detail.

Once selected to Post payroll, the Posting Status at the left hand corner will complete in a few seconds.

There are reports that are created during the Posting Payroll process:

  • Pay Report
  • Error Report
  • Budget Distribution Report
  • Payroll Account Distribution Report

Budget Distribution Report



Payroll Account Distribution Detail Report




If the payroll is not correct, there is an option to 'Unpost' the payroll.  The Payroll to be 'Unpost', has to be in the Current Period or an error will be created:

Process Payments

A Bank Account needs to be added first under Core/Bank Account before processing payments can continue.

The Process Payments option creates the employee's Checks or Direct Deposit printing files:

 

Select the Processing of the Payments: 

  • Checks
  • Direct Deposits

Output Format:

  • XML (Export)
  • PDF (Print)

Bank Account:

  • Default Bank Account

Click on the drop down box to select your Sort By options (Employee ID, Employee ID, Building/District, Name, etc.)

Leave Starting Check Number blank to automatically increment highest current number.

The File Name will automatically fill in according to what Process and Output Format has been selected:

  • Checks
    • Checks.xml
    • Checks.pdf
  • Direct Deposits
    • DirectDeposits.xml
    • DirectDeposits.pdf

Once all is entered, click on to process the payments or click on Done to exit out.

A Void Message can be added by going to SYSTEM/CONFIGURATION option and selecting 'Check Void Message Configuration' 

Checks XML (Export) Example:

Checks.pdf Example:

Direct Deposits XML (Export) Example:

Direct Deposits.pdf Example:


Warning Messages

 No compensation to calculate hours in a day for potential partial dock absence for employee number XXXXXXXXXX, activity date: Thu Feb 14 00-00-00 EST 2013, unit: Daily, length: 1.000

Payroll Processing Video

 

 

 

 

 

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