U.S. Payroll 5 - partners.sagenorthamerica.com Accpac International, Inc. Confidential SAGE ACCPAC Sage Accpac ERP™ U.S. Payroll 5.5A User Guide

.

Sage Accpac International, Inc. Confidential

SAGE ACCPAC

Sage Accpac ERP™

U.S. Payroll 5.5A User Guide

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Sage Accpac International, Inc. Confidential

©2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

User Guide iii

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Sage Software Confidential

Contents

Chapter 1: Introducing the User Guide

How to Use This Guide .........................................................1–1 The Payroll Getting Started Manual ..............................................1–2 Where To Now?................................................................1–3

Chapter 2: What You Need to Know Before Using Payroll Payroll Processing Flowchart ....................................................2–2 Processing Printed Paychecks ...................................................2–3

Entering Timecards .........................................................2–4 Calculating Payroll ........................................................2–15 Printing the Pre‐Check Payroll Register......................................2–19 Printing Payroll Checks ....................................................2–20 Posting Payroll Data and Creating G/L Transaction Batches....................2–20 Correcting Posted Checks ..................................................2–22

Processing Manual Checks .....................................................2–22 Overriding Cost Center Segments on the Manual Check.......................2–23 Entering Optional Fields on the Manual Check ...............................2–25 Processing After‐the‐Fact Manual Checks ....................................2–25 Processing Printed Manual Checks ..........................................2–26 Entering Multiple Manual Checks...........................................2–27 The Manual Check Cycle ...................................................2–27 Printing the Payroll Processing Exceptions Report ............................2–28 Printing the Pre‐Check Payroll Register......................................2–29 Printing Manual Checks....................................................2–30

iv Sage Accpac Payroll



Posting Manual Checks.................................................... 2–30 Periodic Payroll Processing .................................................... 2–31

Creating G/L Batches ...................................................... 2–32 Deleting Inactive Payroll Records........................................... 2–33 Finding Duplicate SSNs ................................................... 2–34

Adjusting Payroll ............................................................. 2–34 Printing Payroll Transaction Reports............................................ 2–35 Generating Government Reports ............................................... 2–39

Printing the Quarterly Wage Report ........................................ 2–40 Printing the Quarterly Wage Report on Disk(ette) ............................ 2–40 Printing the 941 Report .................................................... 2–40 Printing W‐2s on Paper .................................................... 2–41 Printing W‐2s on Disk(ette) ................................................ 2–41 Printing the Certified Payroll Report ........................................ 2–41

Where to Now?............................................................... 2–41

Chapter 3: Maintaining Earnings/Deductions

Earning/Deduction Maintenance ................................................ 3–2 Before Using............................................................... 3–2 How to Use the Earnings and Deductions Form............................... 3–6 After Using............................................................... 3–19

Chapter 4: Maintaining Taxes

Federal and State Tax Maintenance .............................................. 4–1 Before Using............................................................... 4–2 How to Use the Federal and State Taxes Form ................................ 4–4 After Using................................................................ 4–8

Local and Other Custom Tax Maintenance ....................................... 4–8 Before Using............................................................... 4–9 How to Use the Local and Other Custom Taxes Form......................... 4–11 After Using............................................................... 4–18

User Guide v



Chapter 5: Maintaining Employees

Employee Maintenance .........................................................5–2 Before Using ...............................................................5–3 How to Use the Employees Form ............................................5–5 After Using ...............................................................5–13

Employee Activity.............................................................5–14 How to Use ...............................................................5–14

Assign Selection Lists to Employee..............................................5–15 How to Use ...............................................................5–15

Assigning Earnings/Deductions to Employees ...................................5–17 Before Using ..............................................................5–17 How to Use ...............................................................5–17 After Using ...............................................................5–20

Updating Earnings/Deductions for All Employees................................5–21 Before Using ..............................................................5–22 How to Use ...............................................................5–22 After Using ...............................................................5–26

Updating Taxes for All Employees ..............................................5–27 Before Using ..............................................................5–29 How to Use ...............................................................5–29 After Using ...............................................................5–32

Employee Supplemental Information............................................5–33

Chapter 6: Processing Payroll Overview of Timecards .........................................................6–3 Employee Timecards ...........................................................6–4

Before Using ...............................................................6–4 How to Use ................................................................6–4

Detailed Payroll Timecards.....................................................6–10 Reusable Timecards .......................................................6–12 Before Using ..............................................................6–13

vi Sage Accpac Payroll



Notes .................................................................... 6–14 How to Use............................................................... 6–17 After Using............................................................... 6–38

Entering Job Information ...................................................... 6–38 Project and Job Costing Details Form........................................ 6–39

Copying Timecards ........................................................... 6–46 How to Use............................................................... 6–46

Listing Timecards............................................................. 6–48 How to Use............................................................... 6–48

Calculating Payroll ........................................................... 6–50 Before Using.............................................................. 6–51 Notes .................................................................... 6–51 How to Use............................................................... 6–53 After Using............................................................... 6–61

Printing the Payroll Processing Exceptions Report ............................... 6–62 How to Use............................................................... 6–64

Printing the Pre‐Check Payroll Register ......................................... 6–64 Correcting Payroll Data After Calculating Payroll................................ 6–65

Correcting Employee Information .......................................... 6–66 Adding and Correcting Timecards.......................................... 6–66 Recalculating Payroll ...................................................... 6–66

Printing and Posting Payroll Checks ............................................ 6–69 Before Using.............................................................. 6–71 Notes .................................................................... 6–73 How to Use............................................................... 6–74 After Using............................................................... 6–79

Generating the EFT File ....................................................... 6–79 How to Use............................................................... 6–80 Combining EFT Files ...................................................... 6–82 Submitting the EFT File.................................................... 6–85

Entering Manual Checks ...................................................... 6–85 Before Using.............................................................. 6–86 Notes .................................................................... 6–87

User Guide vii



How to Use ...............................................................6–89 After Using ..............................................................6–103

Processing Manual Checks ....................................................6–104 Before Using .............................................................6–105 Notes....................................................................6–105 How to Use ..............................................................6–106 After Using ..............................................................6–107

Printing the Payroll Processing Exceptions Report ...............................6–108 Posting Manual Checks .......................................................6–108

Before Using .............................................................6–109 Notes....................................................................6–110 How to Use ..............................................................6–111 After Using ..............................................................6–111

Check List ...................................................................6–111 How to Use ..............................................................6–112

Check Inquiry................................................................6–113 How to Use ..............................................................6–114

Reversing Checks ............................................................6–115 How to Use ..............................................................6–115

Adjusting Payroll ............................................................6–119 Notes....................................................................6–120

Producing Government Reports ...............................................6–121 Quarterly Wage Reports (on Paper) ........................................6–121 Quarterly Wage Reports on Disk(ette) ......................................6–121 Quarterly Wage on Disk(ette) Status Report .................................6–121 941s .....................................................................6–122 W‐2s on Paper............................................................6–123 W‐2s on Disk(ette) or Electronic Filing ......................................6–126 W‐2s on Disk(ette) Status Report ...........................................6–127

viii Sage Accpac Payroll



Chapter 7: Periodic Processing

Periodic Processing Overview................................................... 7–1 Creating General Ledger Batches ................................................ 7–2

Before Using............................................................... 7–2 How to Use................................................................ 7–3 After Using................................................................ 7–3

Deleting Inactive Records....................................................... 7–3 Before Using............................................................... 7–4 How to Use................................................................ 7–4 After Using................................................................ 7–6

Finding Duplicate Social Security Numbers ...................................... 7–6 How to Use................................................................ 7–6 After Using................................................................ 7–7

Chapter 8: Reports

Payroll Reports ................................................................ 8–1 The Setup Reports Folder ................................................... 8–2 The Employee Reports Folder ............................................... 8–2 The Payroll Transaction Reports Folder ...................................... 8–2 The Government Reports Folder............................................. 8–2 The Periodic Processing Reports Folder ...................................... 8–2 Order and Selection ........................................................ 8–3 Printing the Report......................................................... 8–3

Setup Reports ................................................................. 8–4 Class Codes ............................................................... 8–4 Earnings and Deductions ................................................... 8–5 EFT Combine Setup ........................................................ 8–7 EFT Options ............................................................... 8–7 G/L Integration ............................................................ 8–8 Optional Fields ............................................................ 8–8 Options ................................................................... 8–9

User Guide ix



Overtime Schedules .......................................................8–10 Shift Differential Schedules .................................................8–10 Tax Profiles ...............................................................8–11 Work Classification Codes..................................................8–12 Workers’ Compensation Codes .............................................8–13

Employee Reports.............................................................8–14 Assign Employee Earnings/Deductions Audit ................................8–14 Employee Information .....................................................8–15 Employee Selection ........................................................8–17 Employee Supplemental Information........................................8–17 Transaction History........................................................8–18 Transaction History Audit..................................................8–19 Update Employee Earnings/Deductions Audit ...............................8–20 Update Employee Taxes Audit..............................................8–21

Transaction Reports ...........................................................8–21 Accruals ..................................................................8–21 Earnings and Hours .......................................................8–24 Earnings/Deductions Summary .............................................8–25 EFT Combine History ......................................................8–27 EFT Direct Deposit ........................................................8–29 EFT Transactions ..........................................................8–31 Employee Timecards.......................................................8–32 Hours Analysis............................................................8–33 Jobs ......................................................................8–34 Manual Checks............................................................8–36 Payroll G/L Transactions ...................................................8–37 Payroll Job Register ........................................................8–39 Payroll Processing Exceptions ..............................................8–41 Payroll Register ...........................................................8–42 Pre‐Check Payroll Job Register..............................................8–45 Pre‐Check Payroll Register .................................................8–47 Tax Calculation Analysis ...................................................8–50 Timecards ................................................................8–51

x Sage Accpac Payroll



Workers’ Compensation ................................................... 8–52 Periodic Processing Reports.................................................... 8–54

Delete Inactive Records Audit .............................................. 8–54 Duplicate SSN ............................................................ 8–55

Government Reports .......................................................... 8–56 941 ...................................................................... 8–56 Certified Payroll .......................................................... 8–58 Quarterly Wage........................................................... 8–60 Quarterly Wage on Disk(ette) .............................................. 8–61 W‐2s on Disk(ette) ........................................................ 8–62 W‐2s on Paper ............................................................ 8–68

Appendix A: Error Messages

Using Online Message Help ....................................................A–1

Appendix B: Importing and Exporting

Importing and Exporting Data — Tips and Reminders ............................B–2 Importing Records .........................................................B–2 Import Options ............................................................B–2 Errors During Importing....................................................B–4 Exporting from Records with Multiple Record Types ..........................B–4 Setting Selection Criteria to Export Records...................................B–5

Appendix C: Payroll Security

Permission and Rights..........................................................C–1 Setting Up Security for Timecards ...............................................C–9

Access to All Timecard Functions...........................................C–10 Access to Employee Timecards .............................................C–10

User Guide xi



Appendix D: Technical Information

Creating Macros for Payroll .................................................... D–1 Running Visual Basic Macros in Payroll ..................................... D–1

Multiuser Considerations ...................................................... D–2

Appendix E: Special Payroll Procedures

Multiple Accruals ............................................................. E–1 Accruing on Accruals.......................................................... E–3 Terminating Employment...................................................... E–5 Quarterly Wage Reporting on Disk(ette)......................................... E–6

Before You Begin .......................................................... E–7 Overview of Steps ......................................................... E–7 Entering Employee Supplemental Information ............................... E–7 Using the Quarterly Wage on Disk(ette) Feature ............................... E–14 Notes and Instructions for Specific States ................................... E–16

Index

User Guide 1–1

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Introducing the U

ser Guide

Chapter 1 Introducing the User Guide

This chapter introduces you to the Payroll User Guide. The User Guide contains an overview of Payroll processing as well as detailed information about the day‐to‐day and periodic operations of the Payroll application.

How to Use This Guide The Payroll User Guide contains the following chapters:

Chapter 2, What You Need to Know Before Using Payroll, presents an overview of Payroll processing, discusses important concepts, and provides you with the information you need to calculate payroll and perform periodic maintenance tasks.

Chapter 3, Maintaining Earnings/Deductions, describes the procedures for maintaining earnings/deductions once you have set them up and includes the conditions under which you can modify and delete earnings/deductions.

Chapter 4, Maintaining Taxes, describes the procedures for maintaining taxes once you have set them up and includes the conditions under which you can modify and delete taxes.

Chapter 5, Maintaining Employees, describes the procedures for maintaining employees once you have set them up and includes the conditions under which you can modify and delete employees, including earning/deduction and tax information associated with employees.

Chapter 6, Processing Payroll, describes the tasks you perform to calculate payroll, print payroll checks, and process after the fact checks. Chapter 6 includes information about recording the results of

The Payroll Getting Started Manual

1–2 Sage Accpac Payroll



payroll processing within Payroll and posting payroll data to the general ledger. If you use Sage Accpac Project and Job Costing, Chapter 6 also describes how to enter job‐related information for transfer to Project and Job Costing.

Chapter 7, Periodic Processing, describes the tasks you perform periodically to generate general ledger batches, delete inactive payroll records, or report employees who are assigned duplicate social security numbers.

Chapter 8, Reports, describes Payroll reports and how to produce them.

Appendix A, Error Messages, describes where to look for help if you encounter an error message while using Payroll.

Appendix B, Importing and Exporting, describes Payroll’s importing and exporting functions.

Appendix C, Payroll Security, lists the Payroll task groups to which security can be assigned.

Appendix D, Technical Information, provides information for macro developers and for administrators of multiuser environments.

Appendix E, Special Payroll Procedures, provides instructions on how to set up your Payroll system to handle specific tasks in Payroll, such as multiple accruals, accruing on accruals, terminating employment, and quarterly wage reporting by diskette or electronic submission.

The Index contains an alphabetical listing of topics in this user guide, with corresponding page‐number references.

The Payroll Getting Started Manual The Payroll documentation includes this Payroll User Guide and the Payroll Getting Started manual.

Where To Now?

User Guide 1–3



Introducing the U

ser Guide The Getting Started manual introduces the Payroll software and

documentation. It provides an overview that will help you make best use of Payroll’s powerful features and then steps you through starting and setting up the application.

Where To Now? If you have just purchased the System Manager and Payroll programs, install them on your computer, following the instructions in the System Manager Administrator Guide. If you have already installed System Manager, you should install Payroll, following the instructions in the System Manager Administrator Guide.

Day-to-day Payroll operations

Once you have created your own Payroll system, following the instructions in the Getting Started manual, and are ready to begin using Payroll for your day‐to‐day operations, read Chapter 2, “What You Need to Know Before Using Payroll,” in this guide, for an overview of Payroll processing.

Payroll processing and reporting

Refer to the remaining chapters in this guide for information about using Payroll maintenance, processing, and reporting functions.

User Guide 2–i



Before U

sing Payroll

Chapter 2 What You Need to Know

Before Using Payroll

Payroll Processing Flowchart ....................................................2–2 Processing Printed Paychecks ...................................................2–3

Entering Timecards .........................................................2–4 Entering Overtime on the Timecard ......................................2–7 Calculation Order of Timecard Lines Eligible for Overtime .................2–9 Proration of Hours to Determine Overtime ................................2–9 Overriding Cost Center Segments on the Timecard........................2–13 Entering Optional Fields on the Timecard ................................2–14

Calculating Payroll ........................................................2–15 Selecting the Employees to Process ......................................2–16 Entering Optional Fields for Payroll Calculation ..........................2–17 Printing the Payroll Processing Exceptions Report ........................2–18

Printing the Pre‐Check Payroll Register......................................2–19 Printing Payroll Checks ....................................................2–20 Posting Payroll Data and Creating G/L Transaction Batches....................2–20 Correcting Posted Checks ..................................................2–22

Processing Manual Checks .....................................................2–22 Overriding Cost Center Segments on the Manual Check.......................2–23 Entering Optional Fields on the Manual Check ...............................2–25 Processing After‐the‐Fact Manual Checks ....................................2–25 Processing Printed Manual Checks ..........................................2–26 Entering Multiple Manual Checks...........................................2–27 The Manual Check Cycle ...................................................2–27 Printing the Payroll Processing Exceptions Report ............................2–28 Printing the Pre‐Check Payroll Register......................................2–29 Printing Manual Checks....................................................2–30

2–ii Sage Accpac Payroll



Posting Manual Checks.................................................... 2–30 Periodic Payroll Processing .................................................... 2–31

Creating G/L Batches ...................................................... 2–32 Deleting Inactive Payroll Records........................................... 2–33 Finding Duplicate SSNs ................................................... 2–34

Adjusting Payroll ............................................................. 2–34 Printing Payroll Transaction Reports............................................ 2–35 Generating Government Reports ............................................... 2–39

Printing the Quarterly Wage Report ........................................ 2–40 Printing the Quarterly Wage Report on Disk(ette) ............................ 2–40 Printing the 941 Report .................................................... 2–40 Printing W‐2s on Paper .................................................... 2–41 Printing W‐2s on Disk(ette) ................................................ 2–41 Printing the Certified Payroll Report ........................................ 2–41

Where to Now?............................................................... 2–41

User Guide 2–1



Before U

sing Payroll

Chapter 2 What You Need to Know

Before Using Payroll

This chapter provides general information about processing payroll, printing paychecks, and posting payroll information within payroll and to the general ledger. It discusses periodic procedures such as clearing obsolete history and creating G/L batches if you choose not to generate them automatically during payroll posting.

Chapter 6, “Processing Payroll,” and Chapter 7, “Periodic Processing,” in this guide describe in detail the online forms in Sage Accpac Payroll that you use for processing payroll.

Three ways to issue a paycheck

In payroll, you can issue a paycheck to an employee in one of three ways:

• By using the system to calculate payroll (after you enter timecards if necessary) and generate printed paychecks.

• By issuing manually written checks and then entering the data for the checks into the system and processing it “after the fact.”

• By entering manual check information into the system and then using the system to generate printed checks based on that information.

Can I enter a timecard and a manual check for the same employee?

Although you can enter both a Payroll timecard and a manual check for an employee during a pay period (that is, using the same pay period end date), you cannot calculate payroll for an employee if an active manual check, processed or unprocessed, exists for the employee. The only exception to this rule occurs if you calculate payroll for an employee for whom a processed manual check for an earlier pay period exists; in this case the system allows the calculation.

Payroll Processing Flowchart




Payroll Processing Flowchart The following flowchart shows you how to process your Sage Accpac Payroll, via timecards or manual checks. Step‐by‐step directions for processing Payroll follow the flowchart in this chapter.

Manual Checks

Print Timecards Report?

No

Print Pre-Check Payroll Register?

No

Checks print OK?

Yes

Yes

Timecards

Calculate Payroll

Print Payroll Checks (using Payroll Checks

icon)

Post Payroll Checks (using Payroll Checks

icon)

Timecards

Report

Manual Checks Report

Print Manual Checks Report?

No

Print Pre-Check Payroll Register?

No

After-the-Fact (ATF) Checks?

Process Manual Checks

Post Manual Checks (using Post Manual

Checks icon)

Pre-Check Register

YesYes

Yes

No

Non-ATF

Yes

Print Payroll Register

Print Payroll Register

No

ATF

Figure 2.1 Processing Payroll. The steps are explained in detail in the rest of this chapter.

Processing Printed Paychecks

User Guide 2–3



Before U

sing Payroll

Processing Printed Paychecks Once you complete the setup steps described in the Getting Started manual, the system has all the information it needs to calculate payroll, without your needing to enter timecards. When you run Calculate Payroll, the system generates the earning/deduction and tax data needed for producing paychecks from the earning/deduction, tax, and employee records themselves. If your employees are all salaried, for example, you may be able to calculate payroll automatically without entering timecards.

Many companies will use this Payroll package to calculate payroll based on the data set up in employee records and entered on timecards, and then let the system generate paychecks. To process payroll this way, you complete the following steps:

1. Each pay period, enter timecards to override data in employees’ records or to enter variable data such as reported tips, numbers of pieces completed, hours worked, or amounts of sales.

Note: Employee timecards, if you use them, must be transferred to the detailed Payroll timecard in order to be processed. More details about timecards are provided in the next section “Entering Timecards,” and in Chapter 6, “Processing Payroll” of this manual.

2. Calculate payroll. The system calculates employees’ pay from information in employee records and from the detailed Payroll timecard data.

3. Print the Pre‐Check Payroll Register to verify the system’s calculations. If you find an error, correct it, and either merge recalculated data for selected employees with existing unposted data or erase unposted data and replace it with recalculated data for all employees. (See the section “Correcting Payroll Data after Calculating Payroll” in Chapter 6, “Processing Payroll,” for more information.)





4. Print employee paychecks. When you approve the paychecks, the system updates payroll records and, optionally, generates transaction batches for posting to the general ledger.

Entering Timecards

In Sage Accpac Payroll, there are two types of timecards:

• Employee Timecard. You can set up employees to enter limited information, such as number of hours worked, start and stop times, and shift information, on their own timecards using the Employee Timecards form.

Once an employee timecard is completed and approved, it must be transferred to the detailed Payroll timecard for processing.

• Detailed Payroll Timecard. You can enter employees’ payroll information directly onto detailed payroll timecards instead of employee timecards. On the detailed Payroll timecard, you can view and edit more information, such as the rate/amount/percent of an employee’s earning or deduction, taxes, overtime expense, and so on.

The Calculate Payroll function uses the detailed Payroll timecard, not the employee timecard, to process paychecks.

This section discusses the detailed Payroll timecard, and its role in payroll calculation.

You enter Payroll timecards for an employee whenever processing payroll directly from the employee record will not produce the desired result for the current pay period. Timecards allow you to enter specific information that the employee record does not generate, such as vacation, sick, or compensatory time taken; units produced for a piece‐rate earning; or unusual hours or shifts worked during a pay period. They also allow you to override data provided by the employee record, such as an employee’s rate of pay or the amount deducted from a paycheck for a particular tax.


User Guide 2–5



Before U

sing Payroll

Timecards are cleared when you approve paychecks unless marked for reuse

Unless you indicate that a timecard should be saved for reuse, a timecard exists only for the pay period in which you enter it. Once you process a timecard for an employee and print and approve the resulting paycheck, the timecard is cleared from the system.

The next time you process payroll for the employee, you make a fresh start: you can generate the employee’s payroll data directly from the employee record or you can enter a new timecard.

Reusable timecards are saved for reuse

The system does not clear reusable timecards when you approve paychecks.

Timecards marked for reuse are not associated with any pay period end date; they are processed each time you calculate payroll (as long as the employees for whom you entered them are among the selection criteria for payroll calculation).

When you post the results of payroll calculation, the system clears from each reusable timecard any dates associated with the earnings/deductions on the timecard but retains the timecard for the next payroll processing. To prevent a reusable timecard from being processed, mark it as inactive.

You can turn a timecard’s Reuse option on and off. If you turn the Reuse option off, you must then enter a pay period end date for the timecard.

Entering overtime If an employee worked overtime, enter the overtime information on a nonreusable timecard. See the later section “Entering Overtime on the Timecard.”

Job-related information for Project and Job Costing

If you use Sage Accpac Project and Job Costing, you can select the Job Related option, which enables you to enter job information for all earnings/deductions except for:

• An hourly rate, fixed or flat earning that is using an overtime schedule that is setup to pay overtime as compensatory time hours.

• An earning that uses Percentage Of Base or Amount Per Hour, if you have selected the Jobs Allocated Based On Calc Base option





for that earning. Although you cannot enter job information for this type of earning, Payroll will still automatically calculate its cost and billing amount and transfer the information to Project and Job Costing.

Timecards are processed in conjunction with the employee record

Data you can enter on a timecard includes any earning/deduction or tax that has already been assigned to an employee on the Pay tab or Taxes tab of the Employees form. The system processes timecards in conjunction with the information in the employee record.

Suppose, for example, that an employee has been assigned earnings A, B, C, and D and earns them all within a pay period. If you override earning B on a timecard, the system processes earnings A, C, and D according to the information in the employee record and B according to the information entered on the timecard.

To indicate which timecards to use in payroll calculation, you set each timecard’s status to Active or Inactive. Only active timecards are eligible for processing.

Copying timecards You can also create new timecards based on an existing timecard, as described in Chapter 6, “Processing Payroll,” of this User Guide.

Importing timecards

For information about importing timecards, see Appendix C, “Importing and Exporting,” in this manual.

You can enter an unlimited number of timecards for an employee in a pay period, and each timecard can contain an unlimited number of earnings/deductions and taxes.

You do not have to enter all timecards for the pay period in one session; you can save your entries, exit the function, and then reenter the function later to enter more timecards. Before processing timecards (by calculating payroll), print the Timecards Report to verify the data you entered. The report can include both active and inactive timecards.


User Guide 2–7



Before U

sing Payroll

Enter timecards remotely, using a browser

If you have set up your Sage Accpac ERP system for use on the internet, employees can enter timecards remotely using a browser. For information on setting up Sage Accpac ERP for internet users, see Chapter 3 in the System Manager Administrator Guide. To find out how to sign on to Sage Accpac ERP using a web browser, see Chapter 2 of the System Manager User Guide.

Entering Overtime on the Timecard

If an employee worked overtime, use a nonreusable timecard. Enter the period end date, and for each earning on the detail line, enter the date, hours, days worked, and overtime schedule. For details about these fields, see the field descriptions for timecards in Chapter 6 of this guide.

Note: If you do not specify an overtime schedule for an earning, Payroll does not include that earning for overtime consideration.

Normally, you would not use a reusable timecard to record overtime, since the date, hours, days worked, and period end date will vary for each pay period. Consequently, you might not enter this type of information on a reusable timecard. However, by omitting this information, overtime results may not match your intentions, as discussed later.

When you enter earnings on the detail lines of a timecard, they override the values entered for the same earnings on the employee’s Pay tab. For example, suppose that on the employee’s Pay tab, the Default Hours field of an HOURLY earning is 40. To report 5 hours of overtime, you would enter a timecard with detail lines that total 45 hours for the HOURLY earning, thus overriding the 40 default hours on the Pay tab.





Entering day-by-day information is recommended

The most precise method of reporting overtime on the timecard is by entering a day‐by‐day detail line for every earning involved. For example, assume for the HOURLY earning, an employee worked 9 hours each day from Monday to Friday for a total of 45 hours. You should enter 5 detail lines for HOURLY, and for each line, enter the date and the 9 hours worked.

Entering only one line may give unpredictable results

If, however, you enter the entire 45 hours on only one line for HOURLY, and do not enter a date for the line, then Payroll lacks the specific details for a more precise calculation. For example, Payroll cannot be certain on which days the 45 hours were worked. The employee might have worked 9 hours each, Monday to Friday, or 8 hours Monday to Friday and 5 hours on Saturday.

In such a case, Payroll performs calculations based on assumptions and defaults. For example, if the Date and Days Worked fields are not entered on a line, Payroll uses the number of days in the pay period as the “days worked.” (This is discussed in the later section, “Proration of Hours to Determine Overtime.”)

When you enter the total hours on one line without a date, you may not get the same overtime calculation results as when you enter each detail line separately. The results may differ from your intentions, particularly if your company uses more complex setups such as multiple hourly pay rates, and/or an overtime schedule that specifies variable rates for multiple periods.

Order of detail lines may produce varying results

When you enter several earnings on a timecard, be aware that the order in which you enter them may affect the amount of overtime pay that will be calculated. See the later section, “Calculation Order of Timecard Lines Eligible for Overtime.”

You can enter overtime manually (overtime override)

If you prefer to override the overtime pay that Payroll normally calculates automatically based on your setup options, you can select the Overtime Override option on the timecard. This enables you to override the overtime hours and rate for specific types of earnings in the grid of the Earnings/Deductions tab of the timecard.


User Guide 2–9



Before U

sing Payroll

Note: The Overtime Override option applies only to the timecard for which it has been selected. If you have multiple timecards, you must select this option for each timecard where you want to override the overtime calculation.

Calculation Order of Timecard Lines Eligible for Overtime

When processing a timecard, Payroll processes the detail lines that are assigned overtime schedules, in the following order:

• Level of the earning (as defined in the Earnings And Deduction setup form) — lowest level first

• Date specified on the timecard detail line — earliest first

• Start Time specified on the timecard detail line — earliest first

• Period End Date (only if there are multiple timecards) — earliest first

• Timecard Number (only if there are multiple timecards) — in ascending order

• Line No. of the detail line on the timecard — in ascending order

This may affect the amount of overtime that is calculated. For example, if the first 5 parameters are the same for both Earning A and Earning B, then the calculated overtime may differ depending on whether you enter Earning A before or after Earning B on the timecard (that is, if Earning B was on line 1 and Earning A was on line 2, Payroll will process Earning B first).

Proration of Hours to Determine Overtime

During the Calculate Payroll process, Payroll prorates the Hours field of each timecard detail line that contains an hourly, flat, or fixed earning code. Essentially, this means that Payroll spreads the hours across the number of days worked, as follows:





• Proration Moves Forward. If, on a timecard, you have entered a date on the detail line, then the hours will be spread among the days from that date onward (that is, proration moves forward from the detail date). For example, if on the detail line, the Date is October 18, and the Days Worked is 3, then the hours will be spread among October 18, 19, and 20.

• Proration Moves Backwards. If, on a timecard, you have not entered a date on the detail line, then the hours will be spread among the days that precede the pay period end date (that is, proration moves backwards from the period end date).

For example, suppose you entered a period end date of October 19. If you did not enter a date on the detail line, Payroll sets the Days Worked field to zero, and then assumes that the “days worked” is the number of days between and including the start and end dates. Assuming a “weekly” pay frequency (which implies 7 days), Payroll automatically calculates a start date of October 13 (that is, 7 days prior to the end date October 19). The hours then would be spread among Oct. 13, 14, 15, 16, 17, 18, and 19.

Note the following for the same example:

− If you had changed the default start date (on the Calculate Payroll form) to October 10, then Payroll would spread the hours from October 10 to 19.

− If you had changed the Days Worked (on the timecard) from zero to 5, then the hours would be spread among October 15, 16, 17, 18, and 19, even if the start date was October 13.

(To see how Payroll determines the “days worked,” see the description of the Days Worked field of the timecard in Chapter 6 of the Payroll User Guide.)

Payroll then sums the hours for each day, and determines which hours are subject to overtime, using the earning’s assigned overtime schedule.


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If the Days Fall Outside the Pay Period

On a timecard, you should enter the Date and Days Worked fields of a detail line so that the days subject to proration will fall within the start and end date range of the pay period; otherwise the results may not suit your intentions.

• If, during timecard entry, you enter data that would result in hours being prorated among days that are beyond the timecard’s Period End Date field, you will see a warning similar to this:

For example, suppose you enter on a nonreusable timecard:

− Period End Date = November 15

− Date on the detail line = November 13

− Days Worked = 4

This implies that Payroll should prorate the Hours field among 4 days — November 13, 14, 15, and 16. However, November 16 falls after the period end date of November 15.

Since Payroll will not allocate any hours to the days beyond the period end date, Payroll will allocate the November 16th hours to the last day (November 15).

If this does not suit your intentions, you can change the data on the timecard so that the hours will be allocated on the days before or on the period end date (for example, change the detail line’s date to November 12). Or, if this suits your intentions, you can close the warning and proceed.





After you run the Calculate Payroll function, print the Pre‐Check Register to verify your results.

• If you enter a date for a detail line on the timecard that is earlier than the start date of the pay period, you will see a warning like this:

For example, suppose you enter on a nonreusable timecard:

− Period End Date = November 15

− Date on the detail line = November 7

− Days Worked = 5

Assuming a weekly pay frequency, Payroll calculates the start date as November 9. The date on the detail line (November 7) is earlier than the calculated start date of November 9, so Payroll issues the warning.

Again, you can choose to proceed or change the data.

Note that during timecard entry, Payroll calculates the start date internally, but does not display it on the timecard. Start dates are displayed on the Calculate Payroll form.

Reusable timecards

On a reusable timecard, you cannot enter a period end date, but Payroll determines the period end date during Calculate Payroll. If the days are found to be outside the start and end dates, then a warning is issued in the Payroll Processing Exceptions report, which you can print after the Calculate Payroll process completes.


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Overriding Cost Center Segments on the Timecard

Cost center overrides and other payroll processing options are discussed in detail in Chapter 2, “What You Need to Know Before Setting Up Payroll,” in the Getting Started manual.

The Timecards function provides one last opportunity before payroll calculation to modify the G/L accounts to which payroll expenses and/or liabilities post.

The earning/deduction distribution account set

When you make a timecard entry, the system defaults the account numbers you associated with the employee earning/deduction via the distribution code. If you use cost center overrides, the system replaces segments of the distribution accounts with the employee earning/deduction‐ specific segment codes you entered on the Pay tab of the Employees form. The system displays the resulting accounts on the Earnings/Deductions tab of the Timecard.

If you use cost center overrides, segment replacement occurs based on your selection at the Use Cost Center Overrides For These Accounts field on the Payroll G/L Integration setup form:

• If you chose None, no replacement occurs.

• If you chose Expense Accounts, the system replaces segments of the payroll expense accounts only; the distribution liability accounts remain as you set them up in the Earnings and Deductions form.

• If you chose Expense and Liability Accounts, the system replaces segments of all payroll expense and liability accounts and displays the resulting accounts on the timecard.

The accounts that display on an employee’s timecard are the accounts to which the system would post payroll expenses and liabilities if you were to calculate payroll without entering timecards. During timecard entry however, you can override yet again the G/L accounts, or segments of the G/L accounts, to which payroll data posts.





How to override timecard cost center accounts

When you enter an employee’s earnings/deductions onto a timecard, you can accept the G/L accounts displayed by the system or you can override them with any valid, active G/L account set up in your chart of accounts.

To change the timecard accounts, you can either enter a new account in each account column or use the Cost Center Override form to override particular segments of all the G/L accounts associated with a specific employee earning/deduction.

Payroll tax account posting

If you do not use cost center overrides (or you do use cost center overrides but have chosen None as your Use Cost Center Overrides For These Accounts setting), tax expense and liability amounts post to the distribution accounts you set up for the tax in Sage Accpac Payroll’s online Taxes forms, regardless of the accounts you entered on the timecard for your earning/ deduction expense and liability posting.

If you do use cost center overrides and you have chosen to override segments of expense accounts only or expense and liability accounts, the system distributes tax amounts proportionately to the cost center segments you entered on the timecard for the employee’s taxable wages.

Cost center override allocated based on calc base

For earnings, benefits or deductions that are set with the Cost Center Override Allocated Based on Calc Base option, Payroll will automatically distribute their wage expenses to the cost centers (G/L accounts) of the earnings/deductions on which those expenses were based. This option is explained in detail in the section describing earnings/deductions setup, in Chapter 3, “Setting Up Payroll” of the Getting Started manual.

Entering Optional Fields on the Timecard

If you use Sage Accpac Transaction Analysis and Optional Field Creator, you can enter optional field information for:

• The timecard as a whole. Enter this information on the Optional Fields tab.


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• Each detail line on the Earnings/Deductions tab.

• Each detail line on the Taxes tab.

All optional fields must first be defined using the Optional Fields form in Common Services, and in Payroll.

To learn more about optional fields, refer to the topics that describe how to set up optional fields, in Chapter 2, “What You Need to Know Before Setting Up Payroll,” and Chapter 3, “Setting Up Payroll,” of the Getting Started manual.

Calculating Payroll

The Calculate Payroll function takes the information in the employee record and the information on timecards for a range of dates (determined by the pay frequency of the employee and the pay period end date) and calculates the amounts to be included in or deducted from an employee’s pay for the period.

Using a simplified, tax‐free example, suppose a weekly employee’s record indicates that the employee works 40 hours a week earning an hourly pay rate of $9.60, and that the employee’s pay is reduced by a weekly flat deduction of $102. In the absence of a timecard overriding the employee information, the Calculate Payroll function performs the following calculations:

Earning ($9.60 x 40 hours):

$384.00

Deduction: - 102.00

Net Pay: $282.00

When the system calculates payroll, it produces a file of information that is used to print payroll checks. The calculation above would result in a payroll check in the amount of $282.00 with a check stub indicating an earning of $384.00 and a deduction of $102.00.





Timecards are included in payroll calculation only if the pay period end dates on the timecards coincide with the pay period end date entered in Calculate Payroll.

Reusable timecards, however, are not associated with a particular pay period end date; all reusable timecards are processed each time you calculate payroll provided the employees for whom the timecards were entered were chosen among the selection criteria.

Selecting the Employees to Process

When you run Calculate Payroll, you can select the employee pay frequencies to process and the earning/deduction frequencies to include. You calculate payroll for a range of employee numbers or for a selection list of employees within a range of employee numbers. You can also calculate payroll based on ranges of employee class codes. Each selection criterion is used in conjunction with the next to allow you to clearly define the employees you wish to process.

For example, on the Calculate Payroll form you might indicate the following selection criteria:

Employee Selection List: EXEMPT

Employee Pay Frequency: Biweekly

Employee Range: 101 ‐ 199

Assuming that the employee selection list EXEMPT includes all of your company’s exempt employees, the system would then calculate payroll for all biweekly exempt employees whose employee numbers fall between 101 and 199.

To go a step further, suppose you complete the selection criteria as follows:

Employee Selection List: NONEXE

Employee Pay Frequency: Weekly & Biweekly


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Employee Range: 500 ‐ 999

Class 1 Range: CT ‐ MA

Class 2 Range: 500 ‐ 999

Assume in this case that the employee selection list NONEXE includes all of your company’s non‐exempt employees, that Class 1 employees work in your Northeastern division, and that Class 2 employees work in the Northwestern division. Using these selection criteria, the system would calculate payroll for all weekly and biweekly non‐exempt employees whose employee numbers fall between 500 and 999 and who work in either the Connecticut through Massachusetts range of Northeastern states or the California through Idaho range of Northwestern states.

Entering Optional Fields for Payroll Calculation

If you use Sage Accpac Transaction Analysis and Optional Field Creator, you can include optional field information during Calculate Payroll as follows:

• The Optional Fields tab on the Calculate Payroll form lets you enter optional field information about the overall Calculate Payroll run.

• If you have set up optional fields for Transactions, Transaction Earnings/Deductions, or Transaction Taxes, the optional field information is included for the paychecks produced by Calculate Payroll.

These optional fields can be passed automatically to Sage Accpac General Ledger.







Printing the Payroll Processing Exceptions Report

If the system encounters situations during payroll calculation that prevent the processing of particular employees, employee earnings/deductions, or employee taxes, the system collects and records these “exceptions” in the Payroll Processing Exceptions Report, which you can print immediately after calculating payroll.

What is the Payroll Processing Exceptions Report?

The Exceptions Report includes a list of employees and employee earnings/deductions that were not included in processing and provides a reason for each exclusion.

Payroll exceptions may occur because an earning/deduction’s start date has not been reached at the time of calculation or because a manual check exists for an employee included in the payroll calculation selection criteria.

You may not need to take any action after reviewing the Payroll Processing Exceptions Report. If an employee earning/deduction is not processed during payroll calculation because its start date falls after the pay period end date, and the start date is correct, there is no need to correct the situation.

However, if any of the exceptions occurred due to an incorrect procedure, you may want to correct the situation and then recalculate payroll for one or more employees. If an employee is excluded from payroll calculation because a manual check exists for the employee, process and post the manual check, and then recalculate payroll for the employee.

The Exceptions Report is a temporary report

Each time you run the Payroll Calculation or Process Manual Checks function, the system clears the contents of the existing Payroll Processing Exceptions Report.

If you do not print the Payroll Processing Exceptions Report immediately after calculating payroll, be sure to use the Payroll Processing Exceptions icon in the Transaction Reports folder to print and review exceptions before you calculate payroll again and before you process any manual checks.


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See the section “Printing the Payroll Processing Exceptions Report” in Chapter 6 of this manual for a detailed list of conditions that generate payroll processing exceptions.

Printing the Pre-Check Payroll Register

After the system calculates employees’ pay, you print the Pre‐Check Payroll Register for verification. The report includes, for each employee:

• The period start date, period end date, check date, and calculation sequence.

• The amount of the paycheck; the earnings/deduction and tax amounts calculated.

• The G/L accounts to which amounts will post, and where appropriate, the hours, pieces, base, rate or amount, and workers’ compensation group/code associated with each earning/deduction or tax.

• Report totals by category and type of earning/deduction and tax.

Correct, recalculate, and print again

If you find errors, you can correct the data for selected employees, recalculate payroll for those employees only, and merge the recalculated data with the current unposted activity.

Alternatively, you can erase the existing activity for the period and recalculate payroll for all employees. Correcting data may include modifying the employee record (if pay rates were wrong, for example). You may also need to correct a timecard error or correct the selection criteria used to calculate payroll.

Project and Job Costing report

If you use Sage Accpac Project and Job Costing, you can print the Pre‐check Payroll Job Register (which is similar to the Pre‐check Payroll Register) to show paycheck and job information.





Printing Payroll Checks

You can print system checks or manual checks

You can print and post payroll checks after you have entered timecards, calculated payroll, and made any needed corrections or alterations to the payroll you processed. If you mark the Print Check box in Manual Checks, you can also print and post manual checks using the Payroll Checks function.

Back up first Be sure to back up your payroll data before printing paychecks. If you discover errors in payroll processing after printing and approving paychecks, you may need to restore data from a backup to correct the errors.

When you approve the checks, the system posts the check data

Before printing real checks, you can print one or more sample checks to test the alignment of check forms. After printing the actual paychecks, the system asks you to approve them. The system updates payroll totals with the results of payroll processing when you approve printed paychecks.

Posting Payroll Data and Creating G/L Transaction Batches

As mentioned in the last section, the system posts payroll totals and, optionally, creates transaction batches for posting to the general ledger when you approve printed paychecks in the Payroll Checks form. You should not approve paychecks until you are sure that payroll calculations are complete and correct.

When you approve paychecks, the system:

• Deletes all nonreusable timecards processed through Calculate Payroll. If a timecard has been designated reusable, the system deletes all earnings dates and leaves other timecard information intact for subsequent use.

• For employees included in the current processing, carries over any accruals with carry‐over dates earlier than the pay period end date you entered on the Payroll Checks form.

• Updates payroll to‐date totals.


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• Generates G/L batch files if you elected to Create G/L Transactions During Posting on the Payroll G/L Integration setup form. (Otherwise, you must use the Create G/L Batch icon to generate G/L batch files.)

The transactions in the posting file include...

When you approve paychecks, the system produces a posting file of G/L transactions. Transactions in the posting file credit the Salary and Wages Payable account with the amounts paid to employees for the pay period (including net salaries and wages, tips disbursed, accrual payments, cash advances, and expense reimbursements). The system generates corresponding debit transactions to various wage and benefit expense accounts, depending on your G/L account setup.

To reflect amounts paid on printed paychecks, the system also produces debit transactions to the Salary and Wages Payable account and credit transactions to the bank account. Again depending on your account setup, the system produces balancing transactions to earning/deduction and tax expense and liability accounts and, in the case of a repayment deduction, to an advances receivable account.

The posting date The dates associated with certain G/L transactions depend upon whether you choose (on the Payroll G/L Integration setup form) to use the check date or the pay period end date as the journal entry date. Your choice affects transactions posting to expense and employer liability accounts only; the check date is always associated with transactions posting to the bank and employee liability accounts.

Therefore, if you opt to use the check date as the journal entry date, all your G/L transactions post to the check date. If you opt to use the pay period end date as the journal entry date, your expense and employer liability account transactions post to the period end date and your bank and employee liability account transactions post to the check date.

If you create G/L transactions immediately upon posting in Payroll, these journal entries become available for posting in the general ledger. If you do not create G/L transactions automatically upon

Processing Manual Checks




posting in Payroll, you must create them using the Create G/L Batch form in the Periodic Processing folder.

Correcting Posted Checks

If you discover, after printing and approving paychecks, that you omitted or underpaid an employee, you can recalculate payroll, using the same pay period end date, and print and approve additional checks. When you approve the additional paychecks, the additional amounts are posted in Payroll.

If you discover other types of errors after approving paychecks, however, you may need to reverse one or more paychecks in Bank Services. (For instructions on reversing paychecks, see the section “Reversing Checks” in Chapter 6, “Processing Payroll,” in this manual.) Alternatively, you can restore data from the backup you made before printing paychecks. Once you restore your data, you can correct the errors and recalculate payroll, either erasing or merging with previous activity.

Processing Manual Checks You can use the manual checks functions in Sage Accpac Payroll to enter checks issued outside Payroll (after the fact checks). Printing manual checks through the system is also an option you can choose.

Manual check processing differs from payroll calculation because, when issuing manual checks, you do most of the calculating yourself before entering the manual check. On the Manual Checks form, you enter the employee earnings/deductions and the calculated amount for each included in the manual check total.

For instance, if an employee worked 20 hours at an hourly rate of $14.25 under earning code MACH, you would enter onto the manual check the earning code MACH, the 20 hours worked, the hourly rate of $14.25, and, in the Extended Amount field, the computed pay of $285.00.


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On the Manual Checks form, the system defaults all the taxes that have been assigned to an employee. You can enter amounts for all the taxes to reflect the taxes associated with the employee’s manual check pay.

Job-related information for Project and Job Costing

If you use Sage Accpac Project and Job Costing, you can select the Job Related option, which enables you to enter job information for all earnings/deductions except for:

• An hourly rate, fixed or flat earning that is using an overtime schedule that is setup to pay overtime as compensatory time hours.

• An earning that uses Percentage Of Base or Amount Per Hour, if you have selected the Jobs Allocated Based On Calc Base option for that earning. Although you cannot enter job information for this type of earning, Payroll will still automatically calculate its cost and billing amount and transfer the information to Project and Job Costing.

Overriding Cost Center Segments on the Manual Check

The Manual Checks function provides one last opportunity before processing to modify the G/L accounts to which payroll expenses and/or liabilities post.

The earning/ deduction distribution account set

When you make a manual check entry, the system defaults the account numbers you associated with the employee earning/ deduction via the distribution code.

If you use cost center overrides, the system replaces segments of the distribution accounts with the employee earning/ deduction‐specific segment codes you entered on the Pay tab of the Employees form. The system displays the resulting accounts on the Earnings/Deductions tab of the Manual Checks form.

Cost center segment replacement occurs based on your selection at the Use Cost Center Overrides For These Accounts field on the Payroll G/L Integration form:





• If you chose None, no replacement occurs.

• If you chose Expense Accounts, the system replaces segments of the payroll expense accounts only; the distribution liability accounts remain as you set them up on the Earnings/Deductions form.

• If you chose Expense and Liability Accounts, the system replaces segments of all payroll expense and liability accounts and displays the resulting accounts on the manual check.

The accounts that display on an employee’s manual check are the accounts to which the system will post payroll expenses and liabilities based on information already in the system. During manual check entry however, you can override yet again the G/L accounts, or segments of the G/L accounts, to which payroll data posts.

How to override manual check cost center accounts

When you enter an employee’s earnings/deductions onto a manual check, you can accept the G/L accounts displayed by the system or you can override them with any valid, active G/L account set up in your chart of accounts.

To change the manual check accounts, you can either enter a new account in each account column or use the Cost Center Override form to override particular segments of all the G/L accounts associated with a specific employee earning/deduction.

Payroll tax account posting

If you do not use cost center overrides (or you do use cost center overrides but have chosen None as your Use Cost Center Overrides For These Accounts setting), tax expense and liability amounts post to the distribution accounts you set up for the tax in Sage Accpac Payroll’s online Taxes forms, regardless of the accounts you entered on the manual check for your earning/deduction expense and liability posting.

If you do use cost center overrides and you have chosen to override segments of expense accounts only or expense and liability accounts, the system distributes tax amounts proportionately to the expense


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and/or liability cost center segments you entered on the manual check for the employee’s taxable wages.

Cost center override allocated based on calc base

For earnings, benefits or deductions that are set with the Cost Center Override Allocated Based on Calc Base option, Payroll will automatically distribute their wage expenses to the cost centers (G/L accounts) of the earnings/deductions on which those expenses were based. This option is explained in detail in the section describing earnings/deductions setup, in Chapter 3, “Setting Up Payroll” of the Getting Started manual.

Entering Optional Fields on the Manual Check

If you use Sage Accpac Transaction Analysis and Optional Field Creator, you can enter optional field information for:

• The manual check as a whole. Enter this information on the Optional Fields tab.

• Each detail line on the Earnings/Deductions tab.

• Each detail line on the Taxes tab.



Processing After-the-Fact Manual Checks

Checks you write by hand, or otherwise generate outside of Sage Accpac Payroll, are referred to as “after the fact” (ATF) checks. The label “after the fact” distinguishes these manually‐written checks from manual checks printed in Payroll; manually‐written checks are generally entered into the payroll system after they are written.





If you pay an employee with a check written outside of Sage Accpac ERP, you use the Manual Checks form to enter into the system the payroll data contained on the check.

You process the after‐the‐fact manual check using the Process Manual Checks function and post it using Post Manual (ATF) Checks.

If you use optional fields

If you use Sage Accpac Transaction Analysis and Optional Field Creator, you can include optional field information during Process Manual Checks as follows:

• The Optional Fields grid on the Process Manual Checks form lets you enter optional field information about the overall Process Manual Checks run.

• If you have set up optional fields for Transactions, Transaction Earnings/Deductions, or Transaction Taxes, the optional field information is included for the paychecks produced by the Process Manual Checks run.

These optional fields can be passed automatically to Sage Accpac General Ledger.



Processing Printed Manual Checks

If you pay an employee with a manual check that you plan to print in Sage Accpac Payroll, you use the Manual Checks form to enter the payroll data for the check into the system. To indicate that you intend to print the check from Payroll, you mark the Print Check box at the top of the Manual Checks form.


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As with after the fact checks, you process the to‐be‐printed manual check using the Process Manual Checks function. After processing, however, the path takes a detour. Because you need to print the check before posting it, you turn to the Payroll Checks function, which both prints and posts manual checks that have their Print Check boxes marked. You do not use the Post Manual Checks function to post system‐printed manual checks.

Entering Multiple Manual Checks

You can enter an unlimited number of after the fact manual checks for an employee in a pay period. If you intend to print manual checks, you can enter as many manual checks of this sort per employee per pay period as you need as long as the check date on each check is unique.

To enter more than one printed manual check for an employee in one period regardless of the date, you can also enter the check, process it, print and post it, and then, when you have completed the process, you can enter another printed manual check for the employee using the same pay period end date, and the same check date if necessary, and repeat the process.

The Manual Check Cycle

When can you process manual checks?

Although you cannot calculate payroll for an employee for whom a manual check has also been entered, you can enter and process a manual check for an employee with an active timecard, even if the manual check and the timecard have the same pay period end date.

Manual checks are processed independently from payroll checks, even when you use the Payroll Checks function to print the manual checks, and there are no restrictions on the process.

You cannot choose specific manual checks to process; the system processes all manual checks with a period end date the same as the period end date you enter on the Process Manual Checks form.





To process either type of manual check, you complete the following steps:

1. Each pay period, enter manual checks as necessary. Print the Manual Checks Report to verify your data entry.

2. Process manual checks. The system records the earning/deduction and tax amounts you entered, computes earnings subject to taxes, and calculates the employer liability for Social Security, Medicare, and any other employer taxes assigned to the employee.

3. Print the Pre‐Check Payroll Register to verify the system’s calculations. If you find an error, correct it in Manual Checks and reprocess. Until you post the manual checks, each time you reprocess manual checks, the system replaces the results of the previous processing with current processing.

4. If you want to print your manual checks, use the Payroll Checks function both to print them and to post them. When you approve the checks, the system updates payroll records and, optionally, generates transaction batches for posting to the general ledger.

5. If you wrote your manual checks before entering them into the system, use the Post Manual (ATF) Checks function to post them. The system updates payroll records and, optionally, generates transaction batches for posting to the general ledger.


If the system encounters error conditions during manual check processing, it collects and records these “exceptions” in the Payroll Processing Exceptions Report, which you can print immediately after processing manual checks.

For example, in the Manual Checks function, you may have entered a G/L account that has been set to Inactive or you may have entered a cost center override that results in an invalid G/L account. If the


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system informs you that exceptions were noted during processing, be sure to print the report and, if necessary, correct the exceptions.

Each time you run the Process Manual Checks or Calculate Payroll function, the system clears the contents of the existing Payroll Processing Exceptions Report. If you do not print the Payroll Processing Exceptions Report immediately after processing manual checks, be sure to use the Payroll Processing Exceptions icon in the Transaction Reports folder to print and review exceptions before you process manual checks again or before you calculate payroll.


After the system processes employees’ manual checks, you print the Pre‐Check Payroll Register for verification. The report includes, for each employee:

• The period start date, period end date, check date, and calculation sequence.

• The amount of the paycheck; the earnings/deduction and tax amounts calculated.

• The G/L accounts to which amounts will post, and where appropriate, the hours, pieces, base, rate or amount, and workers’ compensation group/code associated with each earning/deduction or tax.

• Report totals by category and type of earning/deduction and tax follow.

If you find errors, you can correct the data for selected employees and reprocess manual checks. Until you post manual checks, you can reprocess as many times as you need. The results of one processing replace the results of the previous processing. Because you enter no selection criteria other than a pay period end date when you process manual checks, you must reprocess all manual checks entered for a period at once.





Project and Job Costing report

If you use Sage Accpac Project and Job Costing, you can print the Pre‐check Payroll Job Register (which is similar to the Pre‐check Payroll Register) to show paycheck and job information.

Printing Manual Checks

Use the Payroll Checks form to print manual checks for which you have marked the Print Check box on the Manual Checks form.

Posting Manual Checks

When you post after the fact manual checks, the system:

• Deletes all after the fact manual checks (manual checks for which you have not marked the Print Check box) that have been processed using the Process Manual Checks function.

• For employees included in the current processing, carries over any employee accruals with carry‐over dates earlier than the pay period end date you entered on the Post Manual Checks form.

• Updates payroll totals.

• Generates G/L batch files if you elected to Create G/L Transactions During Posting on the Payroll G/L Integration setup form. (Otherwise, you must use the Create G/L Batch icon to generate G/L batch files.)

Transactions in the posting file include...

When you post manual checks, the system produces a posting file of G/L transactions. Transactions in the posting file credit the Salary and Wages Payable account with the amounts paid to employees for the pay period (including net salaries and wages, tips disbursed, accrual payments, cash advances, and expense reimbursements).

The system generates corresponding debit transactions to various wage and benefit expense accounts, depending on your G/L account setup.

Periodic Payroll Processing

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To reflect amounts paid on manual checks, the system also produces debit transactions to the Salary and Wages Payable account and credit transactions to the bank account. Again depending on your account setup, the system produces balancing transactions to earning/deduction and tax expense and liability accounts and, in the case of a repayment deduction, to an advances receivable account.

The dates associated with certain G/L transactions depend upon whether you choose (in Payroll G/L Integration) to use the check date or the pay period end date as the journal entry date. Your choice affects transactions posting to expense and employer liability accounts only; the check date is always associated with transactions posting to the bank and employee liability account.

If you create G/L transactions immediately upon posting in Payroll, these journal entries become available for posting in the general ledger. If you do not create G/L transactions automatically upon posting in Payroll, you must create them manually using the Create G/L Batch form in the Periodic Processing folder.

Periodic Payroll Processing You normally perform the payroll processing functions on a regular basis, with the frequency depending upon the pay frequencies of your employees. Payroll provides other functions, however, that you will usually perform only periodically. These functions, which appear in the Periodic Processing folder, allow you to:

• Create G/L batches from processed payroll data.

• Delete payroll records, including employees, earnings/deductions, and taxes that are inactive and no longer used.

• Find employees who have been assigned the same social security numbers.





Creating G/L Batches

Payroll offers you the option of creating G/L batches immediately upon posting the results of payroll processing in the Post Manual Checks or Payroll Checks function or later at your discretion using the Create G/L Batch function.

Deferring the creation of batches

If you select the On Request Using Create G/L Batch Icon option in the Create G/L Transactions field of the Payroll G/L Integration form, the system does not create G/L batches unless you instruct it to do so by running Create G/L Batch. On the Create G/L Batch form, you create batches for all processed payroll transactions to‐date.

When you run Create G/L Batch, the system generates from the posting file the batches you post to the general ledger. The G/L batch conforms to the specifications you entered on the Integration tab of the Payroll G/L Integration form. These specifications include your selection of either the check date or the pay period end date as the journal entry date and your choice as to whether the system should generate a new batch for the processed payroll transactions (and optionally post the batch in General Ledger), or append the transactions to the most recent existing batch.

If you do not have Sage Accpac General Ledger activated, the system will always append new batches to the most recent existing batch, regardless of whether you selected the option on the Payroll G/L Integration form.

Existing G/L batch must have a status of OPEN

Payroll will append to an existing G/L batch of Payroll transactions only if the batch has a status of OPEN in General Ledger. When you print a batch in General Ledger or set it as ready to post, its status is no longer OPEN.

In Payroll G/L Integration, you also specified the way in which batches are to be generated: unconsolidated or consolidated by either account and fiscal period or account, fiscal period, and source code.

Finally, you defined the Salary and Wages Payable and Suspense accounts (and an Exchange Rounding Differences account if your payroll currency differed from your functional currency), and


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defined the contents of the G/L description, reference, and comment fields.

According to these specifications, the system builds a G/L batch file of posted payroll transactions:

• If you use Sage Accpac General Ledger, the system builds the batches in General Ledger, where you can review them, edit them if necessary, and then post them.

• If you do not use Sage Accpac General Ledger, the system generates the batch as a CSV (comma separated values) file, which you can edit with a text editor.

You can run the Create G/L Batch function at any time.

Deleting Inactive Payroll Records

Occasionally you may want to clear transaction history, earnings/deductions, taxes, and employees you no longer need.

You can delete earnings/deductions, taxes, and employees directly from the forms in which you set them up. However, if you have a number of records to delete, the Delete Inactive Records form (in the Payroll Periodic Processing folder) can provide the quickest method. On this form, you can specify the range of records to delete.

Begin by deleting transaction history older than the number of years you specified to keep in Payroll Options. The system will not delete inactive earnings/deductions and taxes or terminated employees if they are referenced in payroll history. By deleting obsolete transaction history, you delete the earning/deduction and other references.

The system allows you to delete transaction history only if all checks defining that history have been cleared or reversed and posted in Payroll. In deleting transaction history, the system clears all check detail, 941 tax records, and year‐to‐date payroll totals for the historical period being deleted.

Adjusting Payroll




Employees you wish to delete must have a status of Terminated and no references in existing payroll history. Earnings, deductions and taxes must be set to Inactive and not be assigned to any employees or referenced in existing payroll history.

You can delete inactive payroll records whenever you choose. Before doing so, you must be sure you have set all records to terminated or inactive and disassociated the inactive earnings/deductions and taxes from the employees to whom they were assigned.

Finding Duplicate SSNs

When setting up employees, you may have inadvertently assigned the same social security number to more than one employee, or you did not enter the social security number, leaving it as zeroes. To find these employees so that you can reassign unique numbers to them, use the Find Duplicate SSN feature.

In the Periodic Processing Reports folder, you could also print the Duplicate SSN report, which shows the employees found when you last ran the Find Duplicate SSN feature.

Adjusting Payroll Payroll history comprises the historical data prior to using Sage Accpac Payroll that you enter as part of Payroll setup, and the subsequent payroll data generated by payroll processing. The Transaction History form in the Payroll Employees folder, in addition to providing the mechanism by which you enter payroll history during setup, allows you to make adjustments to payroll historical totals at any time. The adjustments you make affect Payroll only; to affect the general ledger, you must make entries to the general journal as well.

Before you use Transaction History for adjustments, be sure to read the notes in the “Adjusting Payroll” section of Chapter 6, “Processing Payroll” of this guide for important information.

Printing Payroll Transaction Reports

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To adjust payroll totals, you enter an employee number, the date of the adjustment, the earning/deduction or tax code affected, and the amount of the adjustment up or down. You can review your adjustments by printing the Transaction History Audit Report. Print the Earnings and Hours Report as well to verify that the adjustments you make produce the desired results in the employee record.

Printing Payroll Transaction Reports Chapter 8, “Reports,” describes Sage Accpac Payroll reports in detail, and provides instructions on how to print them.

Payroll provides a variety of transaction reports that you print at various times during the payroll calculation or manual check processing cycle. These reports, listed in the order in which you might print them during a payroll cycle, include:

Manual Checks Report. Lists all manual checks for ranges of employees and check dates. You print the Manual Checks report after entering manual checks and before processing them, to ensure that your data entry was correct.

Employee Timecards Report. Prints the details entered on employee timecards for ranges of dates and employees. Print the Employee Timecards report after employees enter their employee timecards, to verify the data entered. You can then approve the employee timecards and transfer them to the detailed Payroll timecard.

Timecards Report. Lists all timecards, active or inactive and reusable or nonreusable, for a range of employees. You print the Timecards report after entering timecards and before calculating payroll, to ensure that your data entry was correct.

Payroll Processing Exceptions Report. Lists employees not processed and earnings/deductions either not processed or processed only partially, and gives the reason for each exception. Print this report if the Calculate Payroll or Process Manual Checks function informs you that exceptions occurred during processing.





Depending upon the exceptions noted, you may need to modify your data and reprocess.

Pre-Check Payroll Register. Prints the preliminary (pre‐payroll checks) results of payroll calculation or manual checks processing. You can print the Pre‐Check Payroll Register for ranges of employees and pay period end dates, selecting a specific pay frequency. Use the Pre‐Check Payroll Register to ensure that payroll processed correctly before you print paychecks and post the results of processing.

Payroll Register. Prints the results of payroll calculation or manual checks processing. You print the register after posting payroll checks or manual checks for ranges of employees and check dates, selecting a specific pay frequency. If you use Sage Accpac EFT Direct Payroll, you should print the Payroll Register after generating the EFT file for direct deposit of paychecks.

Use the Payroll Register to ensure that your payroll processed and posted correctly and that you maintain a sound audit trail.

Pre-Check Payroll Job Register. This report is available only if you use Sage Accpac Project and Job Costing. This report is similar to the Pre‐Check Payroll Register. It shows job details and information, and minimal check information.

Payroll Job Register. This report is available only if you use Sage Accpac Project and Job Costing. This report is similar to the Payroll Register. It shows job details and information, and minimal check information.

Jobs Report. This report is available only if you use Sage Accpac Project and Job Costing. This report shows posted job information.

EFT Direct Deposit Report. This report is available only if you use Sage Accpac EFT Direct Payroll for direct deposit of paychecks. Print the EFT Direct Deposit report after you generate an EFT (direct deposit) file, to verify the details of the file before submitting it to your bank. (You generate the EFT file after calculating payroll, and printing/posting the paychecks.)


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EFT Transactions Report. This report is available only if you use Sage Accpac EFT Direct Payroll for direct deposit of paychecks. The report prints the details of paychecks that have been directly deposited. Print the EFT Transactions report any time after you generated EFT (direct deposit) files. (You generate the EFT file after calculating payroll, and printing/posting the paychecks.)

EFT Combine History Report. This report is available only if you use Sage Accpac EFT Direct Payroll for direct deposit of paychecks. This report shows a history of the EFT files that were combined and created by the Combine EFT Files function in Payroll.

Payroll G/L Transactions Report. Prints the general ledger transactions created by payroll processing. Print a detailed or summary version of the report after printing and approving system checks or posting manual checks and before using the Create G/L Batch function to create the G/L transactions in General Ledger. (You cannot print the report if you chose on the Payroll G/L Integration setup form, to create G/L transactions during posting.) Use the G/L Transactions Report as part of your payroll processing audit trail.

Accruals Report. For posted paychecks and entries made in transaction history, this report shows the hours and amounts that have been accrued and paid. Print the report in detail or summary, choosing ranges of dates, accrual codes, and employees. You can also show the current balances of the accruals.

Print the Accruals report at any time. To include on the report all payroll data processed to‐date, be sure to print and approve paychecks for the period before printing.

Hours Analysis Report. Print the Hourly Analysis report to show the hours (regular, overtime, shift) that were paid for each earning on an employee’s paycheck, and the hours that were paid and accrued for each accrual that appears on the paycheck.

Print the report in detail or summary, choosing ranges of dates, earnings/deductions, and employees. You can also choose the type of hours (such as regular, overtime, shift) to include on the report.





Print the Hours Analysis Report at any time. To include on the report all payroll data processed to‐date, be sure to print and approve paychecks for the period before printing.

Earnings/Deductions Summary. Prints a summary of earnings/deductions that have been processed for a range of employees. You can print amounts either for a range of dates or for the calendar year showing month‐, quarter‐, and year‐to‐date amounts up to a specified month. You can also print current balances for accruals and advances.

Rather than reviewing the results of payroll processing as a whole (as you do with the Payroll Register), you limit the Earnings/Deductions Summary to a particular category and type of earning/deduction and print it for a range of earnings/deductions.

Print the Earnings/Deductions Summary at any time. To include all payroll data processed to date on the report, be sure to print and approve paychecks for the period before printing.

Tax Calculation Analysis. Provides a summary of taxes that have been calculated for specified ranges of taxes and employees.

You can print the amounts for a range of dates or for the calendar year up to a specified month. Print calendar year totals to verify month‐, quarter‐, and year‐to‐date amounts calculated for taxes as of the month and year you enter. Print the date‐range report to verify the tax amounts calculated over the period covered by the range of dates.

You can also limit the report to a particular range of taxes. Print the Tax Calculation Analysis at any time. To include on the report all payroll data processed to‐date, be sure to print and approve paychecks for the period before printing.

Earnings and Hours Report. Prints amounts for all earnings/deductions and taxes used in calculating an employee’s pay, and includes gross pay subtotals, earnings totals, and net pay amounts.

Generating Government Reports

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Print the totals for a particular month and year to verify month‐, quarter‐, and year‐to‐date amounts as of the month and year you enter. The report includes vacation, sick, and compensatory time accruals and payments.

Print the date‐range report to verify the amounts calculated over the period covered by the range of dates. The report includes gross pay subtotals, earnings totals, and net pay amounts.

Print the Earnings and Hours report for a particular month after processing the last payroll of the month. You can also print the Earnings and Hours Report at any time for a range of employees. To include on the report all payroll data processed to‐date, be sure to print and approve paychecks for the period before printing.

Workers’ Compensation Report. Prints workers’ compensation information including wages subject to workers’ compensation premiums and the calculated premiums.

You can print the Workers’ Compensation Report in detail or summary for ranges of workers’ compensation groups/codes, employees, and check dates. To include on the report all payroll data processed to‐date, be sure to print and approve paychecks for the period before printing.

Generating Government Reports Several forms in the Payroll Government Reports folder enable you to produce the following government reports that you submit on a quarterly or an annual basis:

• Quarterly Wage Report

• Quarterly Wage on Disk(ette)

• 941 Report

• W‐2s on Paper

• W‐2s on Disk(ette)

Generating Government Reports




• Certified Payroll (if you use Sage Accpac Project and Job Costing)

The following sections summarize the reports. For more details and instructions, refer to Chapter 8, “Reports.”

Printing the Quarterly Wage Report

You use the Quarterly Wage function in the Government Reports folder to print quarterly wage information for your taxing entities. When you print the report, you specify the quarter and year, and ranges of taxes and employees for which to print quarterly wage information. The report includes each employee’s social security number, name, and quarterly wages for the taxing entities.

Printing the Quarterly Wage Report on Disk(ette)

The Quarterly Wage on Disk(ette) function allows you to print employee quarterly wage information to diskette or hard disk. The system also provides a Quarterly Wage on Disk(ette) Status report that summarizes the employee data recorded.

Printing the 941 Report

The 941 function in the Government Reports folder provides a form with tabs that mimic the actual federal Form 941, the Employer’s Quarterly Federal Tax Return. When you enter the quarter and year for which you want to print the report, the system displays the quarter‐to‐date wages subject to federal income, Social Security, and Medicare taxes, the amounts withheld for those taxes, advance earned income credit (EIC) payments made to employees, and the employer’s tax liabilities, if applicable. You can enter adjustments and other information, review the report before printing, and then print the Form 941.

Where to Now?

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Printing W-2s on Paper

With the W‐2s on Paper function, you can print statements of the employee earnings subject to and the amounts deducted for federal, Social Security, Medicare, state, and local withholding for the year. You select the W‐2 form to use and the range of employees to print. The system can sort W‐2s by social security number, employee name, employee number, or class.

Printing W-2s on Disk(ette)

The W‐2s on Disk(ette) function allows you to print employee W‐2 data (employee earnings subject to and amounts deducted for federal, Social Security, Medicare, state, and local withholding for the year) to diskette or hard disk. The system also provides a W‐2s on Disk(ette) Status report that summarizes the employee data recorded.

Printing the Certified Payroll Report

This report is available only if you use Sage Accpac Project and Job Costing.

If you choose to use the U.S. Department of Labor form WH‐347 for contractors and sub‐contractors, the Certified Payroll report provides most of the information that you need to complete that form. The Certified Payroll report does not print the form itself.

Where to Now? Once you understand how Payroll processes data, you can use Chapter 6, “Processing Payroll,” and Chapter 7, “Periodic Processing,” in this manual as reference tools as you go about your work. Chapter 3, “Maintaining Earnings/Deductions,” Chapter 4, “Maintaining Taxes,” and Chapter 5, “Maintaining Employees,” provide reference material about maintaining and updating the

Where to Now?




earnings/deductions, taxes, and employees you set up following the instructions in the Getting Started manual.

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Chapter 3 Maintaining Earnings/Deductions

Earning/Deduction Maintenance.................................................3–2 Before Using ...............................................................3–2

Notes ..................................................................3–4 How to Use the Earnings and Deductions Form ...............................3–6

Basic Information Tab ...................................................3–7 Employee Tab .........................................................3–10 Employer Tab .........................................................3–11 G/L Distributions Tab ..................................................3–12 Piece Rate Tab .........................................................3–14 Sales Tab..............................................................3–14 Brackets Tab ..........................................................3–15 Calculation Base Tab ...................................................3–16 Optional Fields Tab ....................................................3–17

After Using ...............................................................3–19

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Chapter 3 Maintaining Earnings/Deductions

This chapter describes the procedures for maintaining earnings/deductions. For other topics related to earnings/deductions:

• For an overview of earning/deduction concepts, see Chapter 2, “What You Need to Know Before Setting Up Payroll,” in the Getting Started manual.

• For step‐by‐step instructions for setting up Payroll and adding earnings/deductions, and for field descriptions, see Chapter 3, “Setting Up Payroll,” in the Getting Started manual.

• For special procedures, such as how to set up for “accruing on accruals,” see Appendix E of this User Guide.

This chapter tells you how to modify earning/deduction information and delete earnings/deductions that are not assigned to any employees and that are not referred to in the company history files.

For information about quickly deleting inactive earnings/deductions that are not assigned to employees or referred to in the history files, see the section “Deleting Inactive Records” in Chapter 7, “Periodic Processing.” If you have a number of obsolete earning/deduction records to delete, Delete Inactive Records provides the quickest way of doing so.

Press F1 for Help

For specific information about a field on the online form, press the F1 key, then choose the Field List button on the Help screen that describes the form. For instructions on how to use Help, choose Using Help from the Help menu.

Earning/Deduction Maintenance




Earning/Deduction Maintenance Use the Earnings and Deductions form to add and maintain earnings/deductions, and to delete as needed earnings/deductions that are not assigned to any employees or referred to in payroll history.

The Earnings and Deductions form lets you record required payroll information and specify:

• The category (earning, deduction, benefit, and so forth) and type (cash, noncash, and so forth) of earning/deduction you are adding.

• The methods for calculating the employee or employer portion of the earning/deduction.

• The earning/deduction’s frequency, start and end dates, rate or amount, and relation to taxing entities.

• The G/L account numbers to which earning/deduction amounts post.

• Other information, such as piece rates, commission rates, or calculation bases, necessary for the calculation of the earning/deduction.

Before Using

You can find information about importing earnings/deductions from a file in Appendix B, “Importing and Exporting.” You may want to consider this option as an alternative to adding earnings/deductions manually.

Before adding Before adding an earning/deduction:

• Enter all company‐related information in the Payroll Options form.


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• If you want to enter the taxes to which an earning/ deduction is subject or list the taxes to be taken after a particular deduction is made, on the Taxes forms (Federal and State Taxes and Local and Other Custom Taxes), enter the taxes to which your employees’ pay is subject.

• Consider the levels of your earnings/deductions. An earning/deduction’s level determines the other earnings/deductions and taxes that can be included in its calculation base. Since an earning/deduction with a level of 10 can include in its calculation base only those earnings/deductions with levels 1 through 9, add earnings/deductions with the lowest levels first and work up to the earnings/deductions with the highest levels.

See Chapter 2, “What You Need to Know Before Setting Up Payroll,” in the Getting Started manual for information about earning/deduction levels and calculation bases.

• Determine the G/L account numbers to which you want earning/deduction amounts to post.

If you are using cost center overrides, you may want to set up base distribution accounts at the earning/deduction level since you will be overriding one or more of the distribution account’s segments with employee‐specific segments.

A base distribution account has a valid account segment (for example, 6401 — Employee Overtime Expense account) but may use zeros or some other number for the segments that will be overridden on an employee‐by‐employee basis. For instance, if your overtime distribution account uses an account segment followed by a three‐character department segment that will always be overridden by the department in which an employee works overtime, you might want to set up the distribution account as 6401‐000.

Be sure that the G/L segment codes and accounts, including any base accounts, to which earning/deduction totals will post have been added in General Ledger.





Before modifying Before changing earning/deduction information, be aware that:

• The system displays a warning but allows you to proceed with modifications if an active timecard or manual check referencing the earning/deduction exists in the system. Keep in mind that if you proceed, the changes you make could affect the calculation of the earning/deduction when the timecard or manual check is processed.

Before deleting Before deleting an earning/deduction, ensure that:

• The earning/deduction is not assigned to any of your Payroll employees.

• The earning/deduction is not referenced in any of your years of retained payroll history.

Note: You specify the years of Payroll history to retain at the Years of History to Keep option in Payroll Options.

Notes

Earning/deduction frequencies

An earning/deduction can only be assigned to an employee whose pay frequency is the same as, or more frequent than, the earning/deduction’s frequency.

Information you cannot change

Once you have added an earning/deduction, even if the earning/deduction is not assigned to any employees, you can no longer edit the following fields:

• Earning/Deduction (Code)

• Category

• Type

• Employee or Employer Calculation Method

• Frequency

• Repayment Deduction


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• Tip Disbursement

• Post Benefit To General Ledger

• Minimum and Maximum Based On

To change one of these fields after adding the earning/deduction, you must delete the earning/deduction and enter its information over again.

Modifying earning/deduction information

If you modify one of the following fields, which can be overridden at the employee level, the changes you make do not affect the employee earning/deduction:

• Employee Rate/Amt/Pct

• Employer Amt/Pct

• Starts

• Ends

• Carry‐over Date

Changes you make to earning/deduction fields that cannot be overridden at the employee level do affect the employee earning/deduction. Examples of such fields would be the Level field, Annual Maximum field, Piece Rate Table fields, Base Earnings or Base Deductions Include boxes, and so forth.

The following earning/deduction calculation methods require that you complete one or more of the Base Hours Include, Base Earnings Include, Base Deductions Include, and Base Taxes Include boxes that define the calculation base for the earning/deduction:

• Hours per Hour Worked

• Amount per Hour

• Percentage of Base

• Wage Bracket Table





In addition, when you set up an earning or a benefit that uses any of the calculation methods, the earning or benefit must have a level lower than the levels of the taxes to which the earning or benefit is subject (the taxes you enter in the Subject To The Following Taxes box on the Employee tab).

In the same way, when you set up a pre‐tax deduction with any calculation method, the deduction must have a level lower than the levels of the taxes it precedes in the calculation (the taxes you enter in the Take Deduction Before box on the Employer tab).

To accommodate these relationships between earnings/ deductions and taxes, the system defaults a level of 10 for all earnings/deductions and a level of 20 for all taxes. From there, you must consider the hierarchy of levels needed to create your earning/deduction calculation bases.

Deleting a calculation base earning/deduction

If you delete an earning/deduction that is used in the calculation base of another earning/deduction or a tax (in other words, you entered the earning/deduction in a Base Hours, Base Earnings, or Base Deductions Include box), the system automatically deletes the earning/deduction from the calculation base as well.

How to Use the Earnings and Deductions Form

To display the Earnings and Deductions form, choose Earnings and Deductions from the Payroll Setup folder.

The Earnings and Deductions form contains up to nine tabs:

• Basic Information

• Employee

• Employer

• G/L Distribution

• Piece Rate


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• Sales

• Brackets

• Calculation Base

• Optional Fields (if you use the Transaction Analysis and Optional Field Creator product)

The fields that appear on the tabs of the Earnings and Deductions form vary, depending on the type of earning/deduction you are adding, and the edition of Sage Accpac ERP you are using. The illustrations in this chapter may not display all of the fields discussed.

For descriptions of the fields on any of the tabs, refer to the section that discusses how to set up earnings, deductions, and other pay factors, in Chapter 3, “Setting Up Payroll,” of the Payroll Getting Started manual.

To add To add an earning/deduction, type the earning/deduction code and enter earning/deduction information on all tabs of the Earnings and Deductions form, then click Add.

To change To change earning/deduction information, display the earning/deduction, make the desired changes on the form, then click Save.

To delete To delete an earning/deduction that is unassigned and absent from Payroll history, display the earning/deduction, then click Delete. All information on the form about the earning/deduction will be deleted.

Basic Information Tab

The Basic Information tab, shown as follows, records and displays earning/deduction information such as category, type, employee or employer calculation method, frequency, start and end dates, and level.





• Once you save an earning/deduction, you can no longer modify the following fields on the Basic Information tab:

− Earning/Deduction (Code)

− Category

− Type

− Employee or Employer Calculation Method

− Frequency

− Repayment Deduction

− Tip Disbursement

− Post Benefit To General Ledger

• To set up an earning that tracks the amounts that employees report in tips, select the category Earning and the type Reported Tips. If the reported tips are disbursed from customer credit card payments, click the Tip Disbursement checkbox.

• To set up an earning that reports allocated tips on the W‐2 form, select the category Earning and the type Allocated Tips. You can


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provide the allocated tips amount either through timecard entry or by entering the amount in Employee Transaction History at year end.

• If you select Float as an earning/deduction’s frequency, the earning/deduction assumes the frequency of each employee to whom it is assigned. If the earning/deduction has pay period minimum and maximum amounts, you can enter them for each pay frequency used in your company.

• If you are adding a deduction that will be assigned to employees to allow them to pay back a cash or noncash (uniforms, tools) advance, click the Repayment Deduction checkbox at the bottom of the screen. If you have added the advance to the system already, enter its code at the Advance To Be Repaid field.

By linking the repayment deduction to the advance it is set up to repay, you allow the system to track the balance owed by the employee for the advance. If you have not yet set up the advance, you can leave the Advance to Be Repaid field blank and enter it later. When you save the repayment deduction, the system warns you that you have not entered the advance to be repaid but allows you to proceed with the save.

Once you have saved a repayment deduction, the Repayment Deduction field is no longer available for editing. Once you have saved a deduction that is not marked as a repayment deduction, you cannot select the Repayment Deduction checkbox.

• At the Last Maintained field, the system displays the date on which you last modified this earning/deduction.

• If you click the Inactive checkbox, the system displays the current (DOS) date. An inactive earning/deduction can no longer be assigned to any employees although amounts still calculate for the earning/deduction for employees to whom it has already been assigned.





Employee Tab

Entries you make to the Employee tab, which appears for all categories of earnings/deductions except benefits, include the rate, amount, or percent to be used in calculating the earning/deduction, and, for certain earning/deduction types, the annual maximum, lifetime maximum, secondary rate information, and pay period minimum and maximum amounts. On this tab, you also indicate how taxes are calculated in relation to the earning/deduction.

The fields that appear on the Employee tab vary according to the category, type, calculation method, and frequency of the earning/deduction you are adding.

• Once you have saved an earning/deduction, you can no longer modify the Minimum and Maximum Based On field.

• The W‐2 Reporting field appears for deductions only and allows you to indicate where and how you want deduction amounts to print on employee W‐2s.


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The Employee tab for accruals looks similar to this:

• The Post The Liability checkbox appears only for vacation and sick time accruals that use the Percentage Of Base calculation method. If you click this checkbox, you can enter an employer liability account as well as a regular expense account on the G/L Distributions tab of the Earnings and Deductions form.

• You can define up to 10 periods.

• If you use Project and Job Costing, the Billing Rates (or Percentage) field appears for expense reimbursements, accruals, and earnings.

Employer Tab

The Employer tab appears for benefits and for deductions that use an employer calculation method as well as an employee method (two‐sided deductions). On this tab, you enter the amount or percent to be used in calculating the benefit or deduction, and, for certain earning/deduction types, the annual maximum, lifetime maximum, secondary rate information, and pay period minimum and maximum amounts. On this tab, for benefits, you also indicate how taxes are calculated in relation to the benefit.





As with the Employee tab, the fields that appear on the Employer tab vary according to the category, type, calculation method, and frequency of the benefit or deduction you are adding.

• Once you have saved an earning/deduction, you can no longer modify the Minimum and Maximum Based On field.

• The W‐2 Reporting field appears for benefits only and allows you to indicate where and how you want benefit amounts to print on employee W‐2s.

G/L Distributions Tab

The G/L Distributions tab, shown as follows, records all of the G/L accounts to which amounts for the earning/deduction will post. You associate each set of posting accounts with a distribution code. When you assign an earning/deduction to an employee, you also assign a distribution code, which determines the accounts to which employee amounts for the earning/deduction post.


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• The G/L accounts you can enter depend upon the category and type of earning/deduction you are adding. The G/L Distributions box contains columns for one or more of the following accounts:

− Regular Expense

− Overtime Expense

− Shift Expense

− Employee Liability

− Employer Liability

− Advances Receivable

• You cannot modify an account set’s distribution code once you have saved the earning/deduction with which it is associated.

• You can change the accounts that make up a particular distribution account set but you cannot delete a distribution account set if the distribution code is being used by an employee who has been assigned the earning/deduction. Before modifying an earning/deduction account set, consider the effect the change will have on your audit trail.





Piece Rate Tab

The Piece Rate tab, shown as follows, becomes a part of the Earnings and Deductions form when you choose Piece Rate Table as the employee or employer calculation method for an earning, deduction, or benefit. On the Piece Rate tab, you indicate the rate at which to calculate the earning, deduction, or benefit for up to six ranges of pieces.

• You can modify an earning/deduction’s piece rates at any time. If an active timecard or manual check exists, the system displays a warning.

• The Billing Rates field appears only if you use Project and Job Costing.

Sales Tab

You complete the Sales tab, shown as follows, when you choose Sales Commission Table as the employee or employer calculation method for an earning/deduction. On the Sales tab, you enter the percentage at which to calculate the earning/deduction for up to six ranges of sales amounts.


User Guide 3–15



Maintaining

Earns/Deds

• You can modify an earning/deduction’s sales commission table at any time. If an active timecard or manual check exists, the system displays a warning.

• The Billing Percentage fields appear only if you use Project and Job Costing.

Brackets Tab

The Brackets tab, shown as follows, becomes a part of the Earnings and Deductions form when you select Wage Bracket Table as the employee or employer calculation method for a deduction or benefit. On the Brackets tab, you indicate the amounts and percentages to use in calculating the deduction or contribution for different ranges of employee wages.





• You might use the wage brackets table to set up a wage garnishment deduction that you calculate based on various ranges of disposable pay.

• You can modify an earning/deduction’s wage brackets table at any time. If an active timecard or manual check exists, the system displays a warning.

Calculation Base Tab

The Calculation Base tab, shown as follows, records the earnings hours, earnings amounts, deductions, and taxes that are used as the calculation base for an earning/deduction. The Calculation Base tab appears when you add an earning/deduction that uses one of the following calculation methods:

• Hours Per Hour Worked

• Amount Per Hour

• Percentage Of Base

• Wage Bracket Table


User Guide 3–17



Maintaining

Earns/Deds

Depending upon the calculation method used, the Calculation Base tab contains from one to four boxes in which you list the earnings/deductions or taxes that constitute the base upon which the earning/deduction you are setting up is calculated.

• The earnings/deductions and taxes you enter in the Base Include boxes on this screen must have levels lower than the level of the earning/deduction you are adding.

• You can modify an earning/deduction’s calculation base at any time. If an active timecard or manual check exists, the system displays a warning.

Optional Fields Tab

If you use the Transaction Analysis and Field Creator product and you want to assign optional fields to this earning/deduction, click the Optional Fields tab.





Optional fields that you set up for automatic insertion in earning/deduction records automatically appear on this tab, along with their default values. For information about setting up optional fields before you use them here, see the topics about setting up optional fields, in Chapters 2 and 3 of the Payroll Getting Started manual.

You can accept or change any default values that appear. For a discussion o f default values, see “Optional Field Default Values” in Chapter 2 of the Getting Started manual.

You can accept the optional fields that appear, or you can delete or add them.

• To delete an optional field, select the line on the grid, then press Delete on the keyboard.

• To assign additional optional fields, select the grid, then press Insert on the keyboard.


User Guide 3–19



Maintaining

Earns/Deds

After Using

Print a listing of earnings/deductions:

• On the File menu of this form, choose Print.

Or

• From the Payroll Setup Reports folder, choose Earnings and Deductions.

User Guide 4–i

UPUG-4.doc, printed on 2/6/2008, at 4:16:38 PM. Last saved on 2/5/2008 11:16:00 AM.


Maintaining Taxes

Chapter 4 Maintaining Taxes

Federal and State Tax Maintenance ..............................................4–1 Before Using ...............................................................4–2

Notes ..................................................................4–3 How to Use the Federal and State Taxes Form .................................4–4

Basic Information Tab ...................................................4–4 Calculation Base Tab ....................................................4–5 G/L Distribution Tab ....................................................4–6 Optional Fields Tab .....................................................4–7

After Using ................................................................4–8 Local and Other Custom Tax Maintenance........................................4–8

Before Using ...............................................................4–9 Notes .................................................................4–10

How to Use the Local and Other Custom Taxes Form .........................4–11 Basic Information Tab ..................................................4–12 Employee Tab .........................................................4–13 Employer Tab .........................................................4–14 G/L Distribution Tab ...................................................4–14 Brackets Tab ..........................................................4–15 Calculation Base Tab ...................................................4–16 Optional Fields Tab ....................................................4–17

After Using ...............................................................4–18

User Guide 4–1



Maintaining Taxes

Chapter 4 Maintaining Taxes

This chapter describes the procedures for maintaining taxes. For other topics related to taxes:

• For an overview of tax concepts, see Chapter 2, “What You Need to Know Before Setting Up Payroll,” in the Getting Started manual.

• For step‐by‐step instructions for setting up Payroll and adding taxes, and for field descriptions, see Chapter 3, “Setting Up Payroll,” in the Getting Started manual.

This chapter tells you how to modify tax information and delete taxes that are not assigned to any employees and that are not referred to in the company history files. (For information about quickly deleting inactive taxes that are not assigned to employees or referred to in the history files, see the section “Deleting Inactive Records,” in Chapter 7, “Periodic Processing.” If you have a number of obsolete tax records to delete, Delete Inactive Records provides the quickest way of doing so.)

Press F1 for Help


Federal and State Tax Maintenance The taxes you configure through the Federal and State Taxes form are defined primarily by tax tables provided with Payroll. The tax tables provide support for all federal and state taxing authorities, as

Federal and State Tax Maintenance




well as certain local taxing authorities, such as New York City and the city of Yonkers, NY.

Use the Federal and State Taxes form to activate and maintain these taxes, and as needed to delete taxes that are not assigned to any employees or referred to in payroll history.

The Federal and State Taxes form lets you specify:

• The reporting ID and level of the tax you are adding.

• For unemployment taxes, the percentage used in calculating the employer tax and the annual maximum earnings.

• The earnings subject to the tax and the deductions to be taken from wages before the tax is calculated.

• The G/L account numbers to which tax amounts post.

Before Using

You can find information about importing taxes from a file in Appendix B, “Importing and Exporting.” You may want to consider this option as an alternative to adding taxes manually.

Before adding Before activating the federal and state taxes your company requires:

• Enter all company‐related information on the Payroll Options form.

• Enter the earnings/deductions used to calculate your employees’ pay.

• Consider the levels of your taxes. A tax’s level determines the earnings/deductions that can be included in its calculation base. A tax with a level of 20 can include in its calculation base earnings and deductions with levels 1 through 19. (See Chapter 2, “What You Need to Know Before Setting Up Payroll,” in the Getting Started manual for information about tax levels and calculation bases.)


User Guide 4–3



Maintaining Taxes

• Determine the G/L account numbers to which you want tax amounts to post.

If you are using cost center overrides, you may want to set up base distribution accounts at the tax level since you will be overriding one or more of the distribution account’s segments with employee‐specific segments. (If you use cost center overrides, tax amounts are distributed to the cost centers in which the taxable wages were earned unless you set the Use Cost Center Overrides For These Accounts option to None on the Payroll G/L Integration setup form.) A base distribution account has a valid account segment but may use zeros or some other number for the segments that will be overridden on an employee‐by‐employee basis.

Be sure that the G/L segment codes and accounts, including any base accounts, to which tax totals will post have been added in General Ledger.

Before deleting Before deleting a tax, ensure that:

• The tax is not assigned to any of your Payroll employees.

• The tax is not referenced in any of your years of retained payroll history.

Note: You specify the years of Payroll history to retain at the Years Of History to Keep option in Payroll Options.

Notes

Modifying tax information

If you modify the G/L accounts associated with a particular distribution code, the changes you make affect the posting of the employee tax for all employees assigned that distribution code.

Changes you make to tax fields that cannot be overridden at the employee level also affect the employee tax. Examples of such fields would be the Level field and the Base Earnings or Base Deductions Include boxes.





How to Use the Federal and State Taxes Form

To display the Federal and State Taxes form, choose Federal and State Taxes from the Payroll Setup folder.

The Federal and State Taxes form appears. It contains up to four tabs:





To add To set up the federal and state taxes you need to process payroll, choose the Select Federal Or State Tax button at the bottom of the screen and select one of the taxes in the Finder box. Accept or modify the tax information on the Basic Information, Calculation Base, and G/L Distribution tabs, then click Add.

To change To change tax information, click the Finder button at the Tax field, display the tax, make the desired changes on the form, click Save.

To delete To delete a federal or state tax that is unassigned and absent from Payroll history, click the Finder at the Tax field, select the tax, then click Delete. All information on the form about the tax will be deleted.


The Basic Information tab of the Federal and State Taxes form, shown as follows, displays tax information such as reporting ID, level, and, in the case of unemployment taxes, the employer percentage and annual maximum earnings. You can accept or modify the information displayed.


User Guide 4–5



Maintaining Taxes

• You can modify any of the fields on the Basic Information tab, except the Type and Last Maintained fields, at any time.

• At the Last Maintained field, the system displays either the (DOS) date you activated the tax or the date you last modified the tax.

• If you click the Inactive As Of checkbox, the system displays the current (DOS) date. An inactive tax can no longer be assigned to any employees although amounts still calculate for the tax for employees to whom it has already been assigned.


The Calculation Base tab, shown as follows, allows you to indicate the earnings subject to the federal or state tax and how those earnings are taxed (at the regular or supplemental rate, or as taxable with no withholding). In the Base Deductions Include box, you list any deductions that are to be deducted from wages before the tax is calculated.





• The earnings and deductions you enter in the Base Earnings Include and Base Deductions Include boxes on this tab must have levels lower than the level of the tax you are adding.

• You can modify a tax’s calculation base at any time. If an active timecard or manual check exists when you do so, the system displays a warning.

G/L Distribution Tab

The G/L Distribution tab, shown as follows, records the G/L expense and liability accounts to which amounts for the tax will post.


User Guide 4–7



Maintaining Taxes

• The G/L accounts you can enter depend upon the type of tax you are adding. The G/L Distributions box contains columns for one or more of the following accounts:

− Employer Expense



• You cannot modify an account set’s distribution code once you have saved the tax with which it is associated.

• You can change the accounts that make up a particular distribution account set but you cannot delete a distribution account set if the distribution code is being used by an employee who has been assigned the tax. Before modifying a tax distribution set, consider the effect the change will have on your audit trail.

Optional Fields Tab

If you use the Transaction Analysis and Optional Field Creator product and you want to assign optional fields to this tax, click the Optional Fields tab.

Optional fields that you set up for automatic insertion in tax records automatically appear on this tab, along with their default values. For

Local and Other Custom Tax Maintenance




information about setting up optional fields before you use them here, see the topics about setting up optional fields, in Chapters 2 and 3 of the Payroll Getting Started manual.

You can accept or change any default values that appear. For a discussion of default values, see “Optional Field Default Values” in Chapter 2 of the Getting Started manual.




After Using

Print a listing of activated federal and state taxes:


Or

• From the Payroll Setup Reports folder, choose Tax Profiles.

Local and Other Custom Tax Maintenance Use the Local and Other Custom Taxes form to create, maintain, and delete custom taxes that are not supported by the tax updates provided by Payroll. You can delete a tax only if it is not assigned to any employees or referred to in payroll history.

The Local and Other Custom Taxes form lets you record required payroll information and specify:

• The reporting ID, level, and base wage and surtax multipliers for the tax you are adding.


User Guide 4–9



Maintaining Taxes

• The method for calculating the employee or employer portions of the tax.

• The amount or percentage of the tax and information about annual and period minimums and maximums.

• The G/L account numbers to which tax amounts post.

• The hours on which the tax is based, the earnings subject to the tax, and the deductions to be taken from wages before the tax is calculated.

Before Using

You can find information about importing taxes from a file in Appendix B, “Importing and Exporting.” You may want to consider this option as an alternative to adding taxes manually.

Before adding Before adding a tax:

• Enter all company‐related information on the Payroll Options form.

• If you want to enter the earnings subject to the tax or list the deductions to be taken before a particular tax is deducted, on the Earnings/Deductions form, enter the earnings and deductions used to calculate your employees’ pay.

• Consider the levels of your taxes. A tax’s level determines the other taxes that can be included in its calculation base. A tax with a level of 20 can include in its calculation base earnings/deductions with levels 1 through 19. (See Chapter 2, “What You Need to Know Before Setting Up Payroll,” in the Getting Started manual for information about tax levels and calculation bases.)

• Determine the G/L account numbers to which you want tax amounts to post.





If you are using cost center overrides, you may want to set up base distribution accounts at the tax level since you will be overriding one or more of the distribution account’s segments with employee‐specific segments. (If you use cost center overrides, tax amounts are distributed to the cost centers in which the taxable wages were earned unless you set the Override Cost Centers For These Accounts option to None on the Payroll G/L Integration form.) A base distribution account has a valid account segment (for example, 2500 — Employee Liability account) but may use zeros or some other number for the segments that will be overridden on an employee‐by‐employee basis.

Be sure that the G/L segment codes and accounts, including any base accounts, to which tax totals will be posted have been added in General Ledger.

Before deleting Before deleting a tax, ensure that:

• The tax is not assigned to any of your Payroll employees.

• The tax is not referenced in any of your years of retained payroll history.

Note: You specify the years of Payroll history to retain at the Years of History to Keep option in Payroll Options.

Notes

Information you cannot change

Once you have added a tax, even if the tax is not assigned to any employees, you can no longer edit the following fields:

• Tax (Code)

• Employee Calculation Method

• Employer Calculation Method

• Minimum and Maximum Based On


User Guide 4–11



Maintaining Taxes

To change one of these fields after adding the tax, you must delete the tax and enter its information over again.

Modifying tax information

If you modify the Amount/Percent field, which can be overridden at the employee level, the change you make does not affect the employee tax.

If you modify the G/L accounts associated with a particular distribution code, the changes you make do affect the posting of the employee tax for all employees assigned that distribution code.

Changes you make to tax fields that cannot be overridden at the employee level also affect the employee tax. Examples of such fields would be the base wage and surtax multiplier field, annual and period minimums and maximums, and the Base Hours, Base Earnings, and Base Deductions Include boxes.

How to Use the Local and Other Custom Taxes Form

To display the Local and Other Custom Taxes form, choose Local and Other Custom Taxes from the Payroll Setup folder.

The Local and Other Custom Taxes form appears. It contains four tabs. More tabs may be added depending upon the type of tax you are setting up.

The Local and Other Custom Taxes form provides the following tabs:


• Employee

• Employer


• Brackets







To add To add a tax, type the tax code and enter tax information on all tabs of the Local and Other Custom Taxes form, then click Add.

To change To change tax information, display the tax, make the desired changes on the form, then click Save.

To delete To delete a tax that is unassigned and absent from Payroll history, display the tax, then click Delete. All information on the form about the tax will be deleted.


The Basic Information tab, shown as follows, records and displays tax information such as reporting ID, level, base wage and surtax multipliers, employee and employer calculation methods, and the short description used by the system to identify the tax on employee W‐2 forms.

The fields that appear on the tabs of the Local and Other Custom Taxes form vary according to the type of tax you are adding. The illustrations shown in this section do not display all of the fields discussed.


User Guide 4–13



Maintaining Taxes

• You can modify any of the fields on the Basic Information tab, except the calculation method fields, at any time.

• Due to space constraints on the W‐2 form, only the first six characters of the short description you enter for the tax print on the paper W‐2.

• At the Last Maintained field, the system displays the (DOS) date you last modified the tax.

• If you click the Inactive As Of checkbox, the system displays the current (DOS) date. An inactive tax can no longer be assigned to any employees although amounts still calculate for the tax for employees to whom it has already been assigned.

Employee Tab

Entries you make to the Employee tab, which appears for any tax deducted from an employee’s pay, include the amount or percent to be used in calculating the tax and, for certain types of taxes, the annual maximum and pay period minimum and maximum amounts. On this tab you also indicate how the system is to report the tax on the employee’s W‐2 form.

The fields that appear on the Employee tab vary according to the calculation method of the tax you are adding.





• You can modify your entries in any of the fields on the Employee tab, except Minimum and Maximum Based On, at any time.

Employer Tab

The Employer tab appears for any tax that involves an employer liability except taxes with the employer calculation method Tax Bracket Table. On this tab, you enter the amount or percent to be used in calculating the tax and, for certain types of taxes, the annual maximum and pay period minimum and maximum amounts.

As with the Employee tab, the fields that appear on the Employer tab vary according to the calculation method of the tax you are adding.

• You can modify your entries in the fields on the Employer tab, except Minimum and Maximum Based On, at any time.

G/L Distribution Tab

The G/L Distribution tab, shown as follows, records all of the G/L accounts to which amounts for the tax will post.


User Guide 4–15



Maintaining Taxes

• The G/L accounts you can enter depend upon the kind of tax you are adding. The G/L Distributions box contains columns for one or more of the following accounts:

− Employer Expense



• You cannot modify an account set’s distribution code once you have saved the tax with which it is associated.

You can change the accounts that make up a particular distribution account set but you cannot delete a distribution account set if the distribution code is being used by an employee who has been assigned the tax. Before modifying a tax distribution account set, consider the effect the change will have on your audit trail.

Brackets Tab

The Brackets tab, shown as follows, becomes a part of the Local and Other Custom Taxes form when you select Tax Bracket Table as the employee or employer calculation method for a tax. On the Brackets tab, you indicate the amounts and percentages to use in calculating the tax for different ranges of employee wages.





• You can modify a tax’s wage brackets table at any time.


The Calculation Base tab, shown as follows, records the earnings hours, earnings amounts, and deductions that are used as the calculation base for a tax. The Calculation Base tab of the Local and Other Custom Taxes form appears when you add a tax that uses any calculation method other than Percentage Of Another Tax and Percentage Of Employee Contribution.

Depending upon the calculation method used, the Calculation Base tab contains from one to three boxes in which you list the hours, earnings, or deductions that constitute the base upon which the tax you are setting up is calculated. In the case of Flat taxes, the calculation base is maintained as a way of defining, for reporting purposes, the gross payroll wages associated with the tax.


User Guide 4–17



Maintaining Taxes

• The earnings/deductions you enter in the Base Include boxes on this tab must have levels lower than the level of the tax you are adding.

• You can modify a tax’s calculation base at any time.

Optional Fields Tab

If you use the Transaction Analysis and Optional Field Creator product and you want to assign optional fields to this tax, click the Optional Fields tab.





Optional fields that you set up for automatic insertion in tax records automatically appear on this tab, along with their default values. For information about setting up optional fields before you use them here, see the topics about setting up optional fields, in Chapters 2 and 3 of the Payroll Getting Started manual.





After Using

Print a listing of local and other custom taxes:


Or

• From the Payroll Setup Reports folder, choose Tax Profiles.

User Guide 5–i



Maintaining

Employees

Chapter 5 Maintaining Employees

Employee Maintenance .........................................................5–2 Before Using ...............................................................5–3

Notes ..................................................................5–4 How to Use the Employees Form ............................................5–5

General Tab ............................................................5–6 Class Codes and Schedules Tab ..........................................5–7 Cost Center Tab ........................................................5–7 Pay Tab ................................................................5–8 Taxes Tab ..............................................................5–9 Other (Personal Data) Tab ..............................................5–10 Optional Fields Tab ....................................................5–11 EFT Tab...............................................................5–13

After Using ...............................................................5–13 Employee Activity.............................................................5–14

How to Use ...............................................................5–14 Assign Selection Lists to Employee..............................................5–15

How to Use ...............................................................5–15 Assigning Earnings/Deductions to Employees ...................................5–17

Before Using ..............................................................5–17 How to Use ...............................................................5–17 After Using ...............................................................5–20

Updating Earnings/Deductions for All Employees................................5–21 Before Using ..............................................................5–22 How to Use ...............................................................5–22 After Using ...............................................................5–26

Updating Taxes for All Employees ..............................................5–27 Before Using ..............................................................5–29




How to Use............................................................... 5–29 After Using............................................................... 5–32

Employee Supplemental Information ........................................... 5–33

User Guide 5–1



Maintaining

Employees

Chapter 5 Maintaining Employees

This chapter describes the procedures for maintaining employees. For other topics related to employee maintenance:

• For an overview of employee concepts, see Chapter 2, “What You Need to Know Before Setting Up Payroll,” in the Getting Started manual.

• For step‐by‐step instructions for setting up Payroll and adding employees, and for field descriptions, see Chapter 3, “Setting Up Payroll,” in the Getting Started manual.

• For procedures on handling employment termination, see Appendix E of this User Guide.

This chapter tells you how to modify employee information and delete terminated employees who are not referenced in your Payroll history file. (For information about quickly deleting terminated employees without history, see the section “Deleting Inactive Records” in Chapter 7, “Periodic Processing.” If you have a number of obsolete employee records to delete, Delete Inactive Records provides the quickest way of doing so.)

Press F1 for Help


Employee Maintenance




Employee Maintenance Use the Employees form to add and maintain employees, and to delete terminated employees to whom no reference exists in the history file.

The Employees form lets you record required payroll information and specify:

• Employee information such as address, phone number, Social Security number, and birth date.

• Personnel information such as position, status, supervisor, and hire, review, and raise dates.

• The overtime calculation method for the employee.

• The overtime and shift differential schedules associated with the employee.

• The class codes defined for the employee.

• The employee’s work classification code.

• The cost center segment codes to which the employee’s payroll totals are posted.

• The earnings/deductions used to process the employee’s pay.

• The taxes to which the employee’s pay is subject.

• Additional optional information, if you use the Transaction Analysis and Optional Field Creator product.

• Employee’s bank information for direct deposit, if you use the EFT Direct Payroll features.


User Guide 5–3



Maintaining

Employees

Before Using

You can find information about importing employees from a file in Appendix B, “Importing and Exporting.” You may want to consider this option as an alternative to adding employees manually.

Before adding Before adding an employee, set up:

• The class codes, work classification code, workers’ compensation groups/codes, and overtime and shift differential schedules you will associate with the employee.

• The earnings/deductions and other pay factors (including taxes) that will be used to calculate the employee’s pay.

Determine the employee’s pay frequency and the number of regular hours normally worked in that pay period. Ensure that the G/L segment codes and accounts to which the employee’s payroll totals will post have been added in General Ledger.

Before modifying Before changing employee information, be aware that:

• The system displays a warning but allows you to proceed with modifications if an active timecard or manual check for the employee exists in the system.

Keep in mind that if you proceed, the changes you make could affect the calculation of the employee’s paycheck when the timecard or manual check is processed and the posting of the employee totals when you either approve the paycheck or post the manual check.

Before deleting Before deleting an employee, ensure that:

• The employee’s status has been set to Terminated.

• The employee is not referenced in your Payroll history files.

• The employee is not referenced on an active timecard or manual check.





Both the Employees form and the Delete Inactive Records form allow you to delete only those employees who are not referenced in Payroll history.

Notes

Entering employee numbers

The employee number can be up to 12 characters long and can be any combination of letters and numbers. Assign each employee number carefully, leaving open numbers for new employees, if necessary.

Once you assign an employee number to an employee, you cannot change it without deleting the employee and re‐entering the employee with a new number.

Modifying employee class codes

You can modify an employee’s class codes at any time. Since class codes are used for sorting and selecting employees for processing and for printing reports, consider the effect that class code changes will have on your audit trail.

Modifying employee cost center segments

You can modify an employee’s cost center segments at any time, both at the employee record level and at the employee earning/deduction level.

Keep in mind that the changes you make on the Employee Cost Center tab do not affect the segment overrides on the Employee Pay tab.

As with changing an employee’s class codes, consider the effect of changing an employee’s segment codes on your audit trail.

Pay frequencies and earning/deduction frequencies

The frequencies of the earnings/deductions you add to employees must be the same as, or less frequent than, the pay frequency of the employee.

Turning off employee earnings/ deductions

You can “turn off” an employee earning/deduction by typing No at the Calculate field in the Employees Pay tab. This excludes the earning/deduction from payroll calculation without losing to‐date information.


User Guide 5–5



Maintaining

Employees

How to Use the Employees Form

To display the Employees form, choose Employees from the Payroll Employees folder.

The Employees form appears, containing up to eight tabs:

• General

• Class Codes and Schedules

• Cost Center (if the Use Cost Center Overrides option is selected)

• Pay

• Taxes

• Other


• EFT (if you use the EFT Direct Payroll features)

To add To add an employee, type the employee number and enter employee information on all tabs of the Employees form, then click Add.

To change To change employee information, display the employee, make the desired changes on the form, then click Save.

To delete To delete an unprocessed employee or a terminated employee who is not referenced in payroll history, on a timecard, or on a manual check:

1. Display the employee.

2. Set the employee’s status to Terminated (if it is not already).

3. Click Delete.

All information on the form about the employee will be deleted.





General Tab

The General tab, shown as follows, records and displays employee information such as address, phone number, e‐mail address, Social Security number, as well as birth, hire, review, and raise dates.

• You can modify any field on the General tab except the Employee number field and the Last Maintained date.

• At the Last Maintained field, the system displays the date on which you last modified this employee.

• USA is the default at the Country field. If you accept the default, the system verifies that your entry in the State field is a valid two‐character FIPS postal abbreviation (required for magnetic media W‐2 reporting). If you change the entry at the Country field, the system does not validate the entry at the State field.

• If you enter a termination date or inactive date for an employee that is earlier than the pay period end date you enter in Calculate Payroll or Process Manual Checks, the system does not include the employee in payroll processing for the period.


User Guide 5–7



Maintaining

Employees

Class Codes and Schedules Tab

In addition to the overtime and shift differential schedules associated with the employee and the workers’ compensation and class codes defined for the employee, the Class Codes and Schedules tab, shown as follows, records and displays personnel information such as status, position, and supervisor.

• The schedules, class codes, workers’ compensation group/code, and work classification code you assign to employees must be set up first using the Overtime Schedules, Shift Differential Schedules, Class Codes, Workers’ Compensation Codes, and Work Classification Codes functions in the Payroll Setup folder.

• You can modify any of the fields on the Class Codes and Schedules tab.

Cost Center Tab

The Cost Center tab, shown as follows, records the cost center segment codes to which the employee’s payroll totals are posted. The segment codes on this tab provide the defaults at the Override Segment fields on the Employees Pay tab.





• This tab is available only if you select the Use Cost Center Overrides option on the Payroll G/L Integration setup form.

• The cost center segment codes you assign to employees must be set up first in Sage Accpac General Ledger using the Segment Codes function in the G/L Setup folder.

• You can modify an employee’s segment codes at any time.

Pay Tab

The Pay tab, shown as follows, records all of the advances, accruals, benefits, deductions, earnings, and expense reimbursements used to process the employee’s pay. It also shows the information related to overtime calculation, such as the regular hours per day, regular hours per week, and overtime calculation method.


User Guide 5–9



Maintaining

Employees

• You can modify any of the fields on the Pay tab, and you can modify or add to the earnings/deductions assigned to the employee. You can delete employee earnings/deductions as long as they are not referenced on a timecard or manual check.

• Before modifying an earning/deduction distribution code, which determines the G/L accounts to which employee earning/deduction amounts post, consider the effect the change will have on your audit trail.

Taxes Tab

The Taxes tab, shown as follows, records all of the taxes to which the employee’s wages are subject.





• You can modify or add to the taxes assigned to the employee. You can delete employee taxes as long as they are not referenced on a timecard or manual check.

• Before modifying a tax’s distribution code, which determines the G/L accounts to which employee tax amounts post, consider the effect the change will have on your audit trail.

• Modify tax fields with caution to avoid causing errors in an employee’s tax liability.

Other (Personal Data) Tab

The Other tab, shown as follows, records an alternate address and an emergency contact for the employee.

In the Notes box, a 250‐character open text field, you can enter any information or comments about the employee.


User Guide 5–11



Maintaining

Employees

• You can edit any of the fields on the Other tab at any time.

Optional Fields Tab

If you use the Transaction Analysis and Optional Field Creator product and you want to assign optional fields to this employee, click the Optional Fields tab.





Optional fields that you set up for automatic insertion in employee records automatically appear on this tab, along with their default values. For information about setting up optional fields before you use them here, see the topics about setting up optional fields, in Chapters 2 and 3 of the Payroll Getting Started manual.






User Guide 5–13



Maintaining

Employees

EFT Tab

The EFT tab is available only if you use EFT Direct Payroll. This tab records the employee’s bank information, which is used for direct deposit.

• You can modify or add to the bank information any time.

• You can delete the bank code line as long as it is not referenced in any employee’s history or in a payroll run. (You can delete payroll history by using the Delete Inactive Records function under the Period Processing folder.)

• You can deactivate a bank code by entering its End Date field on the EFT tab. This is the date on which the system should stop using this bank during payroll processing.

After Using

Print a listing of employees:


Or

Employee Activity




• From the Payroll Employee Reports folder, choose Employee Information.

Employee Activity The Employee Activity form enables you to view statistical information about an employee’s earnings, deductions, and hours, as well as a history of the employee’s paychecks.

How to Use

To display the Employee Activity form, choose Employee Activity from the Payroll Employees folder.

The Employee Activity form appears, as follows.

1. Select an employee by entering the employee number or by using the navigation buttons or the Finder.

Assign Selection Lists to Employee

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Go button 2. To display the employee’s earnings, deductions, and hours, choose the Activity tab. Enter the month and year, then click the Go button.

3. To display the employee’s checks, choose the Checks tab. Enter the selection criteria (such as the document type, posting status, and range of check dates), and then click the Go button.

To display more details for a check, double‐click the check, or select the check and click Open.

4. To display the details of the employee’s accruals (vacation, sick, and compensatory time), choose the Accruals tab.

Assign Selection Lists to Employee This form lets you add an employee to several employee selection lists in one step. Before you use this form, you must have created employee selection lists using the Employee Selection form, as described in Chapter 3, “Setting Up Payroll” of the Payroll Getting Started manual.

How to Use

To display the Assign Selection Lists To Employee form, choose Assign Selection Lists to Empl from the Payroll Employees folder.

The Assign Selection Lists To Employee form appears.

Assign Selection Lists to Employee




1. Select an employee by entering the employee number or by using the navigation buttons or the Finder.

2. The Non‐Member section (box on the left) shows the selection lists to which the employee does not belong. The Member section (box on the right) shows the selection lists to which the employee belongs.

3. Use the Include, All, Exclude, and None buttons to add or remove employees from the selection lists:

− To add the employee to a selection list, choose a selection list from the Non‐Member section, and click Include.

− To add the employee to all selection lists in the Non‐Member section, click All.

− To remove the employee from a selection list, choose a selection list from the Member section, and click Exclude.

− To remove the employee from all selection lists in the Member section, click None.

4. Click Save.

5. Click Close.

Assigning Earnings/Deductions to Employees

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Employees

Assigning Earnings/Deductions to Employees Use the Assign Earnings/Deductions to Employees form to assign an earning or deduction automatically to all or a range of employees, without having to manually assign the earning or deduction to each employee’s Pay tab of the Employees form of the Setup folder.

Note that this feature adds an earning or deduction to the Pay tab of the Employees form. It does not replace earnings or deductions that are already assigned to employees. It also does not alter the values of the earning or deduction as they currently exist on the Earnings And Deductions form.

Before Using

Before you start this process, make a backup of your data. You will then have a backup to restore your data if necessary.

You may also want to print the Employee Information report from the Employee Reports folder, so that you can compare it with any Employee Information reports you print after the process completes.

How to Use

To display the Assign Earn/Ded To Employees form, choose Assign Earn/Ded to Employees from the Payroll Employees folder.

The Assign Earn/Ded To Employees form appears.





1. In the Earning/Deduction field, enter the earning or deduction that you want to assign to employees.

2. In the Assign To field, choose a method by which you will select employees for the update.

3. Depending on your choice in the Assign To field, enter the additional information required. For example, if you selected to update by class, enter the class and the class range.

4. Enter the range of employees you want to update:

• If you selected to update by Set Criteria, use the Set Criteria button to set up selection criteria. For example, you may want to assign the earning/deduction for employees within a specific range of hire dates.

For information about how to complete the Set Criteria form, see the section “Setting Up Criteria for Selecting Records” in Chapter 4 of the System Manager User Guide.


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• Otherwise, in the Employee (From/To) field, type the employee numbers or select the employees from the Finder.

5. If you want to activate this earning or deduction for payroll calculation, select the Calculate check box. This will set the earning/deduction’s Calculate? field on the employee’s Pay tab to Yes.

6. Complete the information for the earning or deduction on this form, including the General tab and the Min/Max tab. If the earning/deduction is configured for Project and Job Costing, the Billing Percentages tab also appears.

The fields that become available to you depend on the code you entered in the Earning/Deduction field. The fields reflect the ones that you would normally enter on the Pay tab of the Employees form and the values shown reflect the values you entered in the Earnings And Deductions form in the Setup folder. You can confirm the information in the fields or edit it for a range of employees. For a description of these fields, see the topic “Set Up Employees (Pay tab)” in Chapter 3 of the Getting Started manual.

Notes:

• If you enter the Accrual Carry‐over Date field, it will be assigned to all employees that you have chosen for this run. If you leave the field blank, it will not be assigned to employees. After the run, you can change the accrual carry‐over date on the Pay tab of the Employees form.

• If you use Optional Fields for your earnings/deductions, the program will assign the default values to the optional fields. You cannot use the Assign Earnings/Deductions To Employees form to change the optional field values.

• If you select the option to Include in FLSA Overtime Calculation, the option will be turned on for the earning, only for the employees who have been assigned one of the FLSA overtime calculation methods.





7. If you had selected to use cost centre overrides on the G/L Integration setup form, you can click the Cost Center Override button if you want to specify cost center overrides. Then in the Cost Center Override dialog box, select the segment code for each segment listed. The segment codes you enter will then appear in the Override columns of the Pay tab of the Employees form.

8. Select whether to use employee defaults for blank or zero values.

− If you select this option, Payroll will fill in the fields that are blank or zero on the Assign Earn/Ded to Employees form, using the default value (if any) of the earning or deduction, when it assigns the earning/deduction. (The default value may come from the earning/deduction record, or the employee record, depending on the field and the type of earning/deduction you are assigning.)

− If you do not select this option, Payroll will leave the fields that are blank or zero on the Assign Earn/Ded to Employees form, as they are, when it assigns the earning/deduction.

9. When ready, click Assign.

After the program completes, it informs you of the number of employees who were successfully assigned.

After Using

To verify that the assignments were made, print the Assign Employee E/D Audit report from the Employee Reports folder. The system updates the Last Maintained Date of each employee modified so printing the report for a range of last maintained dates is an effective way of verifying changes.

Updating Earnings/Deductions for All Employees

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Employees

Updating Earnings/Deductions for All Employees Use the Update Earnings/Deductions For All Employees form to modify, in one step, certain information about the earnings/deductions that have already been assigned to all (or a selected range of) current employee records. This saves you from having to modify the earnings/deductions information on each employee record, one record at a time.

The modifications you make do not affect the earning/deduction record itself. If you want the changes you make to affect an earning/deduction for future assignments to employees, use the Earnings And Deductions form (under the Payroll Setup folder) to change the master record.

If unposted payroll activity exists for any of the employees you are updating (processed or unprocessed timecards and manual checks or activity resulting from payroll calculation), keep in mind that the changes you make could affect the calculation of the employee’s paycheck and/or the posting of the employee’s payroll data.

The fields that you can update by using the Update Earnings/Deductions For All Employees form, depends on the earning/deduction you select.

Once you enter the code for the employee earning/deduction you wish to update, the system presents the appropriate subset of fields available for editing. The fields would be the ones normally assigned for the earning/deduction on the Pay tab of the Employees form.

For example, you do not associate a workers’ compensation code or a carry‐over date with a deduction, so if you enter a deduction code, the Workers’ Compensation Code and Carry‐over fields would not be available for editing.

You can set employee selection criteria so that the system updates the earning/deduction fields only for selected employees.





Before Using

Consider the extent of the changes you want to make. You can limit the employee earnings/deductions that are modified by instructing the system to modify only those earning/deduction fields that currently contain a particular value.

For example, suppose that among your part‐time workers you have a group who currently works 15 hours a week but will be increasing their hours at the end of the month to 20 a week. You do not, however, want to change the default hours for employees who currently work other than 15‐hour weeks. You can instruct the system to modify (to 20) the default hours of only those employees whose default hours are currently set to 15.

How to Use

To display the Update Earn/Ded For All Employees form, choose Update Earn/Ded for All Emp from the Payroll Employees folder.

The Update Earn/Ded For All Employees form appears.

1. Enter the code for the employee earning/deduction you wish to modify. The system displays the list of fields available for editing.


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2. In the Update By field, choose a method by which you will select employees for the update.

3. Depending on your choice in the Update By field, enter the additional information required. For example, if you selected to update by class, enter the class and the class range.


• If you selected to update by Set Criteria, use the Set Criteria button to set up selection criteria. For example, you may want to update the earning/deduction for employees within a specific range of hire dates.

For information about how to complete the Set Criteria box, see the section “Setting Up Criteria for Selecting Records” in Chapter 4 of the System Manager User Guide.


Note: If you do not set these selection fields to limit the update to a range of employees, the system applies the earning/deduction field updates to all employees to whom the earning/deduction has been assigned (taking into account, of course, the current values of the fields if you chose to match current values).

5. If the earning/deduction is configured for Project and Job Costing, select the billing currency of the earning/deduction.

6. In the grid, highlight the field you want to modify.

7. Double‐click the Type Of Change field, and click the down arrow button. A list of modification options appears. The options vary according to the type of field you select for modification.

(If using a keyboard, position the cursor at the field, press the spacebar, and scroll through the options by pressing the arrow keys on the keyboard.)





8. Choose the type of change to make, as follows:

Modify option for fields that do not contain amounts or percentages

• If you are modifying any employee earning/deduction field other than an amount or percent field (such as an employee earning/deduction’s Distribution Code, Workers’ Compensation Code, Start Date, End Date, Advance To Be Repaid, Carry‐over Date, or Calculate? field), enter Replace.

Modify options for dollar amounts, hours, or percentages

• If you are modifying an employee earning/deduction dollar amount field (such as the Employee or Employer Rate/Amt/Pct field), or a field in which you enter a number of hours (such as the Default Hours field), you can select the type of change you want to make from the following options:

− Replace

− Increase (Amount)

− Decrease (Amount)

− Pct Inc (Percent Increase)

− Pct Dec (Percent Decrease)

• If you are modifying a percentage field (such as the Employee or Employer Rate/Amt/Pct field), you can choose to replace the percentage, increase the percentage, or decrease the percentage.

9. If you are modifying the Workers’ Compensation Code: In the New WCC Group field, enter the WCC group of the new Workers’ Compensation Code that you want to apply. (You enter the new Workers’ Compensation Code in the New Value Or Change field, as described in the next step.)

10. In the New Value Or Change field:

Your entry at the New Value Or Change field

• If you chose Replace at the Type Of Change field: At the New Value Or Change field, enter the new value with which you want to replace current contents in the field.


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• If you chose any of the Increase or Decrease options (amount or percent), enter only the amount of the increase or decrease. Do not enter any amount that might result from applying the increase or decrease.

Finder function in the New Value Or Change field

Note that the Finder function in the New Value Or Change field is available only if you are modifying the Workers’ Compensation Code, Distribution Code, or Advance To Be Repaid field for an employee earning/deduction.

Matching current values

11. Regardless of the type of field you are changing or the type of change you are making, you can instruct the system to restrict the change to only those employees with specific values currently in the field.

To do so:

a. In the Match Current Value column, double‐click or press the spacebar to Yes. This instructs the system to change only those employee earning/deduction fields that contain the value you enter in the Current Value To Match column (and in the WCC Group To Match column, if you are modifying the Workers’ Compensation Code).

b. If you are modifying the Workers’ Compensation Code: In the WCC Group To Match field, enter the WCC group of the Workers’ Compensation Code that you will enter in the Current Value To Match field in the next step.

c. In the Current Value To Match column, enter the value by which to restrict the change.

For example, if you are modifying the default hours of a Salary earning, and you enter 15 in the Current Value To Match column, then the program will change only the employees whose Salary earning is currently set with default hours of 15.





Another example: To change the workers’ compensation code 1010 of the WCC Group GRP1 to the code 1010 of the WCC Group GRP2, you would enter:

Type of Change: Replace

Match Cur Value: Yes

WCC Group to Match: GRP1

Current Value to Match 1010

New WCC Group: GRP2

New Value or Change: 1010

The new group and code that you wish to apply must already be defined on the Workers Compensation Codes form (Setup folder).

Finder function in the Current Value To Match field

Note that the Finder function in the Current Value To Match field is available only if you are modifying the Workers’ Compensation Code, Distribution Code, or Advance To Be Repaid field for an employee earning/deduction.

12. When you have completed the selection of fields to update, click the Update button to make the changes to all the selected employee earning/deduction fields.

After Using

To verify that the modifications were made, print the Update Employee E/D Audit report from the Employee Reports folder. The system updates the Last Maintained Date of each employee modified so printing the report for a range of last maintained dates is an effective way of verifying changes.

Updating Taxes for All Employees

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Maintaining

Employees

Updating Taxes for All Employees Use the Update Tax For All Employees form to modify, in one step, certain fields in all or selected employee taxes (taxes that have already been assigned to employees). The modifications you make do not affect the tax “master” itself. If you want the changes you make to affect future assignments of a federal, state, or local tax, use the Federal And State Taxes or the Local And Other Custom Taxes form to change the master.

If unposted payroll activity exists for any of the employees you update (processed or unprocessed timecards and manual checks or activity resulting from payroll calculation), keep in mind that the changes you make could affect the calculation of the employee’s paycheck and/or the posting of the employee’s payroll data.

The fields that you can update by using the Update Tax For All Employees form, depends on the tax you select.

Once you enter the code for the tax you wish to update, the system presents the appropriate subset of fields available for editing.

For example, the Employee Tax Amount/Percent field allows you to change the amount or percent used in the standard calculation of a local or custom tax. This field does not appear for a federal or state tax because federal and state taxes are calculated according to installed tax tables.

Updating the amount or percentage of a federal or state tax

You can update the amount or percentage of a federal or state tax assigned to employees if the withholding method for the tax is Amount Override or Percent Override.

To do so, enter your changes on the line corresponding to either Withholding Amount Override or Withholding Percent Override.

Any change you make to the withholding amount override affects the amount deducted from the employee’s pay, without regard for exemptions, minimums/maximums, or other factors used in the standard calculation. Any change you make to the withholding percent override affects the percentage applied to the calculation





base for the tax and deducted from pay, without regard to exemptions, minimums/maximums, or other factors used in the standard calculation.

Updating the amount or percentage of a local or custom tax

You can update the amount or percentage of a local or other custom tax assigned to employees if the withholding method for the tax is Standard Calculation, Amount Override, or Percent Override. To do so, enter your changes on the line corresponding to either Employee Tax Amount/Percent, Withholding Amount Override, or Withholding Percent Override.

Changing the standard calculation of a local or custom tax

To change the amount or percentage used in the standard calculation of a local employee tax, enter your changes on the line corresponding to Employee Tax Amount/Percent (the field name varies depending upon the calculation method of the tax).

The system calculates the tax according to the tax’s calculation method and the amount or percent resulting from your changes, taking into consideration any period minimum and maximum amounts, standard deductions, exemption allowances, and so forth, configured for the tax.

Changing the amount or percent override of a local or custom tax

If an employee local or custom tax’s withholding method is Amount Override or Percent Override, you can change the amount or percent of the override. To do so, enter your changes on the line corresponding to either Withholding Amount Override or Withholding Percent Override.

Any change you make to the withholding amount override affects the amount deducted from the employee’s pay, without regard for exemptions, minimums/maximums, or other factors used in the standard calculation.

Any change you make to the withholding percent override affects the percentage applied to the calculation base for the tax and deducted from pay, without regard to exemptions, minimums/maximums, or other factors used in the standard calculation.


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Employees

Before Using

Consider the extent of the changes you want to make. You can limit the employee taxes that are modified by instructing the system to modify only those tax fields that currently contain a particular value.

For example, suppose you use an amount override withholding method for a tax and the override amount varies by employee. If you want to change the amount of the override to $75.00 but only for those employees for whom $50.00 is now being withheld, you can instruct the system to increase by $25.00 the withholding amount override of only those employees who currently have $50.00 withheld for the tax.

How to Use

To display the Update Tax For All Employees form, choose Update Taxes for All Emp from the Payroll Employees folder.

The Update Tax For All Employees form appears.

1. Enter the code for the employee tax you wish to modify. The system displays the list of fields available for editing.





2. In the Update By field, choose a method by which you will select employees for the update.

3. Depending on your choice in the Update By field, enter the additional information required. For example, if you selected to update by class, enter the class and the class range.


• If you selected to update by Set Criteria, use the Set Criteria button to set up selection criteria. For example, you may want to update the tax for employees within a specific range of hire dates.

For information about how to complete the Set Criteria box, see the section “Setting Up Criteria for Selecting Records” in Chapter 4 of the System Manager User Guide.


5. In the grid, highlight the field you want to modify.

6. Double‐click the Type Of Change field, and click the down arrow button. A list of modification options appears. The options vary according to the type of field you select for modification.

(If using a keyboard, position the cursor at the field, press the spacebar, and scroll through the options by pressing the arrow keys on the keyboard.)

7. Choose the type of change to make, as follows:

For “Withholding Method” and “Distribution Code”

• If you modify any employee tax field other than an amount or percent field (such as an employee tax’s withholding method or distribution code), enter Replace.

For dollar amounts or percentages

• If you modify a dollar amount field (such as Extra Withholding or Withholding Amount Override), you can select the type of change you want to make from the following options:


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Employees

− Replace

− Increase (Amount)

− Decrease (Amount)

− Pct Inc (Percent Increase)

− Pct Dec (Percent Decrease)

• If you modify a percentage field (such as Withholding Percent Override), you can choose to replace the percentage, increase the percentage, or decrease the percentage.

8. In the New Value Or Change field:

Your entry at the New Value Or Change field

• If you chose Replace at the Type Of Change field: At the New Value Or Change field, enter the new value with which you want to replace the current contents of the field.

• If you chose any of the Increase or Decrease options (amount or percent), enter only the amount of the increase or decrease. Do not enter any value that might result from applying the increase or decrease.

Finder and dropdown list at the New Value Or Change field

Note that the Finder function in the New Value Or Change field is available only if you are modifying the Distribution Code field for an employee tax.

If you are entering a New Value Or Change for the Withholding Method field, you can double‐click or press the spacebar to display a list of selections.

Matching current values

9. Regardless of the type of field you change or the type of change you make, you can instruct the system to verify current entries in the field before making changes.

To do so:

a. In the Match Current Value column, double‐click or press the spacebar to Yes. This instructs the system to change only





those employee tax fields that contain the value you enter in the Current Value To Match column.

b. In the Current Value To Match column, enter the value by which to restrict the change.

For example, if you are modifying the distribution code of the tax USFIT, and you enter CMDIR in the Current Value To Match column, then the program will change only the employees whose USFIT is currently assigned the distribution code CMDIR.

Finder and dropdown list at the Current Value To Match field

Note that the Finder function in the Current Value To Match field is available only if you are modifying the Distribution Code field for an employee tax.

If you are entering a Current Value To Match for the Withholding Method field, you can double‐click or press the spacebar to display a list of selections.

10. When you have finished selecting fields to update, click the Update button to make the changes to all the selected employee tax fields.

After Using

To verify that the modifications were made, print the Employee Information report from the Payroll Employee Reports folder. The system updates the Last Maintained Date of each employee modified so printing the report for a range of last maintained dates is an effective way of verifying changes.

Employee Supplemental Information

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Employees


Before you use the Quarterly Wage On Disk(ette) or the W‐2 On Disk(ette) function to produce data files for submission to the government, you may have to complete the Employee Supplemental Information form in the Payroll Employees folder.

On the Employee Supplemental Information form, you enter special employee information required by some states for magnetic media reporting.

The Payroll program uses this information, along with the standard information from Payroll employee records, when creating the data file on diskette or hard disk.

To see if you need to enter employee supplemental information, and for complete instructions, see the section “Quarterly Wage Reporting on Disk(ette)” in Appendix E, “Special Payroll Procedures,” in this User Guide.

User Guide 6–i



Processing Payroll

Chapter 6 Processing Payroll

Overview of Timecards .........................................................6–3 Employee Timecards ...........................................................6–4

Before Using ...............................................................6–4 How to Use ................................................................6–4

Entering Employee Timecards ...........................................6–5 Approving Employee Timecards .........................................6–7 Transferring Employee Timecards........................................6–8

Detailed Payroll Timecards.....................................................6–10 Reusable Timecards .......................................................6–12 Before Using ..............................................................6–13 Notes.....................................................................6–14 How to Use ...............................................................6–17

Completing the Fields at the Top of the Timecards Form...................6–19 Entering Earnings/Deductions onto the Timecard .........................6–23 Entering Tax Overrides onto the Timecard ...............................6–33 Entering Cost Center Overrides onto the Timecard........................6–35 Assigning Optional Fields on the Timecard...............................6–36

After Using ...............................................................6–38 Entering Job Information.......................................................6–38

Project and Job Costing Details Form ........................................6–39 Copying Timecards............................................................6–46

How to Use ...............................................................6–46 Listing Timecards .............................................................6–48

How to Use ...............................................................6–48 Calculating Payroll ............................................................6–50

Before Using ..............................................................6–51 Notes.....................................................................6–51




How to Use............................................................... 6–53 Completing the Fields at the Top of the Calculate Payroll Form ............ 6–54 Selecting Frequencies for Processing .................................... 6–56 Entering Selection Criteria ............................................. 6–57 Entering Pay Period Start Dates......................................... 6–58 Assigning Optional Fields during Calculate Payroll....................... 6–59

After Using............................................................... 6–61 Printing the Payroll Processing Exceptions Report ............................... 6–62

How to Use............................................................... 6–64 Printing the Pre‐Check Payroll Register ......................................... 6–64 Correcting Payroll Data After Calculating Payroll................................ 6–65

Correcting Employee Information .......................................... 6–66 Adding and Correcting Timecards.......................................... 6–66 Recalculating Payroll ...................................................... 6–66

Merging with Unposted Payroll Activity for the Pay Period End Date ........................................... 6–67

Erasing Unposted Activity for the Pay Period End Date ................... 6–68 Printing and Posting Payroll Checks ............................................ 6–69

Before Using.............................................................. 6–71 Notes .................................................................... 6–73 How to Use............................................................... 6–74

Completing the Payroll Checks Form.................................... 6–74 Completing the Print Checks Form...................................... 6–76 Creating G/L Transactions ............................................. 6–77

After Using............................................................... 6–79 Generating the EFT File ....................................................... 6–79

How to Use............................................................... 6–80 Combining EFT Files ...................................................... 6–82 Submitting the EFT File.................................................... 6–85

Entering Manual Checks ...................................................... 6–85 Before Using.............................................................. 6–86 Notes .................................................................... 6–87 How to Use............................................................... 6–89

User Guide 6–iii



Processing Payroll

Completing the Fields at the Top of the Manual Checks Form ..............6–91 Entering Earnings/Deductions onto the Manual Check ....................6–93 Entering Taxes onto the Manual Check ..................................6–98 Entering Cost Center Overrides onto the Manual Check ..................6–100 Assigning Optional Fields on the Manual Check .........................6–101

After Using ..............................................................6–103 Processing Manual Checks ....................................................6–104


Printing the Payroll Processing Exceptions Report ...............................6–108 Posting Manual Checks .......................................................6–108


Check List ...................................................................6–111 How to Use ..............................................................6–112

Check Inquiry................................................................6–113 How to Use ..............................................................6–114

Reversing Checks ............................................................6–115 How to Use ..............................................................6–115

Adjusting Payroll ............................................................6–119 Notes....................................................................6–120

Producing Government Reports ...............................................6–121 Quarterly Wage Reports (on Paper) ........................................6–121 Quarterly Wage Reports on Disk(ette) ......................................6–121 Quarterly Wage on Disk(ette) Status Report .................................6–121 941s .....................................................................6–122

Notes ................................................................6–122 How to Use ..........................................................6–123

W‐2s on Paper............................................................6–123

6–iv Sage Accpac Payroll



Notes ............................................................... 6–123 How to Use.......................................................... 6–125

W‐2s on Disk(ette) or Electronic Filing ..................................... 6–126 Notes ............................................................... 6–126 How to Use.......................................................... 6–127

W‐2s on Disk(ette) Status Report .......................................... 6–127 How to Use.......................................................... 6–127

User Guide 6-1



Processing Payroll

Chapter 6 Processing Payroll

The primary function of Sage Accpac Payroll is processing payroll. You complete all of the setup steps outlined in the Getting Started manual so that when the time arrives to process the company’s payroll, the system has all the information it needs to calculate employees’ paychecks accurately and efficiently. The system prints checks and records the results of payroll processing in a variety of reports and registers, providing you with a reliable and detailed audit trail.

You can process payroll in several ways. You can generate system‐printed checks based on information you set up in each employee record and timecards you enter. You can also write paychecks manually, enter the data from the manual checks into the system, and then process the data.

Payroll allows you to print, verify, and correct payroll data after each step in the processing cycle. Once you are sure that all employees have been calculated correctly, you can print their paychecks. You can either let payroll automatically generate a batch of payroll transactions for posting to the general ledger, or you can generate general ledger batches when you choose.

This chapter contains instructions for entering and listing timecards, calculating payroll, and printing employee paychecks. It also provides instructions for entering, processing, and posting manual checks. Sections within these instructions provide information needed for printing the Payroll Processing Exceptions Report and the Pre‐Check Payroll Register and for correcting errors that occur during payroll processing.

Overview of Timecards




This chapter covers the following sequence of events for each type of payroll processing.

Processing System-Generated Payroll Checks

• Entering timecards.

• Printing the Timecards Report.

• Calculating payroll.

• Printing the Payroll Processing Exceptions Report.

• Printing the Pre‐Check Payroll Register.

• Correcting payroll data after calculating payroll.

• Printing and approving payroll checks.

• Printing the Payroll Register.


• Entering manual checks.

• Printing the Manual Checks Report.

• Processing manual checks.

• Printing the Payroll Processing Exceptions Report.

• Printing the Pre‐Check Payroll Register.

• Posting manual checks.

• Printing the Payroll Register.

For an overview of payroll processing, see Chapter 2, “What You Need to Know Before Using Payroll,” in this manual.

Press F1 for Help


Overview of Timecards

User Guide 6–3



Processing Payroll

Cost center posting

In this chapter, any discussions of cost center overrides or segment replacement assume that you use the cost center overrides option and that you have it turned on for both expense and liability accounts.

Overview of Timecards You can use timecards to supplement employee records when calculating payroll. The section “Entering Timecards” in Chapter 2 of this manual discusses the significance of timecards and employee records during payroll calculation.

In Sage Accpac Payroll, there are two types of timecards:

• Employee Timecard. You can set up employees to enter limited information, such as number of hours worked, start and stop times, and shift information, on their own employee timecards.

Once an employee timecard is completed and approved, it must be transferred to the detailed payroll timecard for processing.

• Detailed Payroll Timecard. You can enter employees’ payroll information directly onto detailed payroll timecards instead of employee timecards. On the detailed payroll timecard, you can view and edit more information, such as the rate/amount/percent of an employee’s earning or deduction, taxes, overtime expense, and so on.

The Calculate Payroll function uses the detailed payroll timecard, not the employee timecard, to process paychecks.

This chapter discusses the Employee timecard first, then the detailed Payroll timecard.

Employee Timecards




Employee Timecards You can set up employees to enter their own timecards and to indicate when the timecards are ready for approval. Later, someone with the required security access must approve the employee timecards, and transfer them to the detailed Payroll timecards for processing by the Calculate Payroll function.

Before Using

For employees to enter their own timecards, you must:

• Set up user IDs and security.

For information about how security is used in Sage Accpac Payroll and how to set up security for timecard users, see Appendix C, “Payroll Security,” in this manual.

• Set up employees. For each employee who will enter their own timecard, enter the following on the Pay tab of the Employees form:

− User ID field.

− Available In Employee Timecards column on the detail entry grid.

For more details about these fields, see the topic “Set up Employees (Pay tab)” in Chapter 3 of the Getting Started manual.

How to Use

Once your system is set up as described previously, you can:

1. Enter employee timecards.

2. Approve employee timecards.

3. Transfer employee timecards to detailed Payroll timecards.

Employee Timecards

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These steps are described in the sections to follow.

Entering Employee Timecards

1. From the Payroll Timecards folder in the Payroll Transactions folder, choose Employee Timecards.

2. In the Employee Timecard field, you can use the navigation buttons or Finder to browse for existing timecards.

3. In the Employee field, enter the employee number or click the Finder to choose one. The Finder lists only the employees who are assigned to the user ID that you used to open the company. For more details on assigning user IDs to employees, see “Set Up Employees (Pay tab)” in Chapter 3 of the Getting Started manual.

4. In the End Date field, enter the period end date of the timecard. The program automatically calculates the Start Date, based on the end date and employee’s pay frequency.

5. In the Description field, enter a description of the timecard.

Employee Timecards




6. In the Status field, the options are:

• New. Choose this if entering a new timecard or one that is not yet completed for the period.

• Ready for Approval. Choose this if you have completed the timecard for the period.

• Reviewed. Choose this if you have reviewed the timecard, but do not have the authority to approve it.

• Approved. This option is available to you only if you have the authority to approve timecards. More details are provided in the section, “Approving Employee Timecards.”

Enabling job-related fields

7. If you use the Sage Accpac Project and Job Costing program, and you want to enter job information for earnings/deductions, select the Job Related check box.

When you select this option, you will be able to enter the Jobs field for each earning/deduction detail line that qualifies for Project and Job Costing.

For details about this field, see the section “Entering Job Information,” later in this chapter.

For complete details about integrating Project and Job Costing with Payroll, see Chapter 2, “What You Need to Know Before Setting Up Payroll,” in the Payroll Getting Started manual.

8. If the timecard is not yet approved, edit the information in the detail entry grid (or press F9 to open the detailed form), if necessary.

In the Earning/Expense/Accrual field, use the finder to select earning/deduction codes. The ones available are those that have been flagged as “Available in Employee Timecards” on the Pay tab of the Employees form, for that employee. Refer to the section on setting up employees (Pay tab section), in Chapter 3 of the Payroll Getting Started manual.

Employee Timecards

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9. If you use Optional Fields with Payroll:

− To include optional fields related to the whole timecard, click the Optional Fields tab, and select the optional fields.

− To include optional fields related to only the earning, double‐click the Use Optional Fields column of that earning. This opens the Optional Fields dialog box, where you can select optional fields.

10. To insert a line after a particular line (for example, to include another hourly earning or a tip), highlight the line, and press Insert on the keyboard. The new line will be inserted after the highlighted line.

11. To delete a line, select it and press Delete on the keyboard. To delete the whole timecard, click the Delete button on the form.

12. When finished, click Save.

13. If you have adequate security permission, you can print a copy of the timecard by clicking the Print button. You can also print it later, from the Transaction Reports folder.

Note: To transfer employee timecards or print the report, your logon User ID must be assigned a Security Group ID that is set with the Timecard Entry access permission. Otherwise, the Transfer button (or Print button) is not available to you.

Approving Employee Timecards

Once an employee timecard is ready for approval, you can approve the timecard if you have adequate authority. (Employees can set their own timecards to Ready for Approval status when they have finished entering them.) An employee without adequate authority can no longer edit an approved timecard. Approved employee timecards are ready to be transferred to the detailed Payroll timecard for processing.

Employee Timecards




To approve timecards, your User ID must be set with the Timecard Entry access permission.

You can approve an employee timecard in two ways:

• On the Employee Timecard form. If you have adequate security permissions, you can change the status of the timecard to Approved.

Or

• Use the Transfer Employee Timecards form. Details on how to use this form are provided in the steps in the next section, “Transferring Employee Timecards.”

Transferring Employee Timecards

After an employee timecard is approved, it must be transferred to the detailed Payroll Timecards form so that the Calculate Payroll function can process it.

To transfer timecards, your User ID must be set with the Timecard Entry access permission.

You can transfer an employee timecard in two ways:

• On the Employee Timecard form. If you have adequate security permissions, you can click the Transfer button.

Or

• Use the Transfer Employee Timecards form.

To use the Transfer Employee Timecards form:

1. From the Timecards folder in the Payroll Transactions folder, select Transfer Employee Timecards.

Employee Timecards

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2. Select the employee timecards to display on the form:

− Select the range of employees whose timecards you want to transfer.

− Enter the Period End Date of the timecards you wish to transfer.

− Specify whether to display timecards whose status is New.

Go button 3. Click the Go button to display a list of employee timecards in the grid.

4. In the grid, you can change (double‐click) the status of a timecard; for example, you can approve a timecard that is ready to be approved.

5. To view (or edit) the details of an employee timecard, select the employee and double‐click (or click the Open button).

6. To transfer an employee timecard that is approved, select the employee and click the Transfer button. To transfer all approved timecards, click Transfer All.

A timecard that is transferred will be automatically assigned a number for identification purposes.

Detailed Payroll Timecards




7. To print a report on timecards, click Print. You can also print it later, from the Transaction Reports folder.

Once an employee timecard is transferred, you can no longer gain access to it from the Employee Timecards form. However, you can still edit it from the Payroll Timecards form under the Payroll Timecards folder. The timecard will have an Active status, and is not reusable.

Detailed Payroll Timecards You use detailed Payroll timecards to pay employees when their employee records do not contain the dynamic data needed to calculate what they are owed for the pay period. Detailed Payroll timecards let you:

• Enter hours or earnings that vary from paycheck to paycheck — for example, overtime hours or earned tips.

• Enter earnings/deductions that are unique to a particular paycheck, such as bonus pay.

• Record compensatory time earned, override vacation and sick time accruals, and enter vacation, sick, and compensatory time taken.

• Enter sales amounts on which to calculate commissions.

• Supply piece counts for piece rate work.

• Override system‐generated tax amounts.

• Override system‐generated overtime pay.

• Override cost center accounts to which payroll results are posted.

• Enter job‐related information (such as allocating payroll costs to jobs), if you use Sage Accpac Project and Job Costing.


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The system processes timecards in conjunction with information in the employee record

You use the Calculate Payroll form to process the detailed Payroll timecard. When you calculate payroll, the system draws employee pay and tax information from the employee record. The pay and tax information you enter on timecards overrides the information in the employee record.

Suppose, for example, that an employee record has five earnings/deductions (A, B, C, D, and E) to be processed in a pay period, and you override two of them (A and C) on a timecard. When you calculate payroll, the system processes the two earnings/deductions (A and C) according to the information entered on the timecard, and the three (B, D, and E) according to the information in the employee record, and normally produces a single check.

“Separate Check” timecards are an exception

An exception to this scenario occurs when you enter a timecard and choose the Print A Separate Check option. When processing a timecard with that option selected, Payroll will generate a separate check that’s based only on the earnings/deductions entered on the timecard. In addition, Payroll will generate another check based on all the eligible earnings/deductions on the employee record and on any other timecards for which the option is turned off.

So, in the earlier example, if you selected the Print A Separate Check box, Payroll would produce a check for A and C using the timecard information, and also produce a check for all five earnings/deductions A, B, C, D, and E (assuming they were all eligible), using the employee record information.

If any of the earnings/deductions on the timecard are subject to tax, the system calculates the tax as well. You can override tax information on the timecard.

Unlimited number of timecards

You can enter as many timecards as you need for an employee. On each timecard you can enter an unlimited number of earnings/deductions and tax overrides.





Distributing an earning/deduction to multiple cost centers on a timecard

You can distribute an earning/deduction to multiple cost centers. To do so, repeat the earning/deduction entry for each cost center to which it should post, apportioning the total (dollar amount, number of pieces, number of hours, or other quantity appropriate to the calculation method of the earning/deduction) among the cost centers.

The sum of all your entries should equal the earning/deduction total. (See the section, “Earning/Deduction Calculation Methods,” in Chapter 2 of the Getting Started manual for instructions on apportioning Fixed and Flat earnings.)

Apportioned earning/deduction amounts may be calculated differently...

Keep in mind that, depending upon the calculation method of the earning/deduction you are entering, the system may calculate apportioned amounts differently than it would the full amount of the earning/deduction.

Total earnings can vary depending on the number of timecard entries used to report the earning. For example, in calculating five entries of 30 pieces each, the system could arrive at a different earning amount than it would in calculating one entry of 150 pieces.

When are timecards cleared from the system?

The information you enter on nonreusable timecards selected for payroll calculation is cleared when you print and approve paychecks. (Timecards that will be reused are discussed in the next section.)

Reusable Timecards

You make a timecard reusable by selecting the Reuse Timecard box at the top of the Timecards form. Timecards marked for reuse are not associated with any pay period end date. They are processed each time you calculate payroll. They acquire the pay period end date entered in Calculate Payroll.

The system does not clear reusable timecards, as it does nonreusable timecards, when you approve paychecks. Instead, it clears from each reusable timecard any dates associated with the earnings/deductions


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on the timecard and retains the timecard for the next payroll processing. To prevent a reusable timecard from being processed, mark it as inactive.

You can turn a timecard’s Reuse option on and off. If you turn the Reuse option off, you must then enter a pay period end date for the timecard.

Before Using

Before entering timecards, you must complete the following setup tasks:

• Set up or modify payroll options. Be sure to specify the maximum annual number of part‐time hours, if it applies, and the way in which you want the system to interpret timecard Start and Stop field fractional hours.

• Add all the earnings/deductions used to calculate employees’ pay. Verify that any annual and period minimums and maximums and the start, end, and carry‐over dates for each earning/deduction are correct.

• Add or modify all workers’ compensation groups/codes, overtime schedules, and shift differential schedules.

• Activate all federal and state taxes and add or modify any local or custom taxes used to calculate employees’ pay. Verify any applicable percentages, annual and period minimums and maximums, calculation base, and G/L distribution set for each tax.

• Add all employee records and verify that employee earning/deduction and tax assignments are up‐to‐date. Be sure you have entered the correct start, end, and carry‐over dates for all employee earnings/deductions.





Importing timecards

You can also add timecards to Payroll by importing them from non‐Sage Accpac applications. See Appendix B, “Importing and Exporting,” in this manual for information.

Notes

Practicing with sample data

Before using your own data, you can practice using the Timecards form with sample data by doing the tutorial for Payroll in the Sage Accpac Workbook.

To find the Workbook: From the Help menu of the Sage Accpac ERP desktop, select Online Documentation, then System Manager

Terminated or inactive employees

You can enter a timecard for an employee even if the employee’s status is Inactive or Terminated. Terminated or inactive employees are processed as long as their termination (or inactive) dates fall on or after the pay period end date.

Timecards and manual checks

You can enter both timecards and manual checks for an employee within a pay period.

Note, however, that you cannot calculate payroll for an employee if any manual check exists for the employee other than a processed manual check for a pay period end date earlier than the period end date for which you are calculating payroll.

In other words, the system does not calculate payroll for an employee for whom the following exists:

• An unprocessed manual check with a pay period end date earlier than the pay period end date you enter in Calculate Payroll.

• A processed or unprocessed manual check with a pay period end date that is the same as or later than the pay period end date you enter in Calculate Payroll.

This processing restriction is designed to protect your data. It prevents changes in the data flow that would invalidate previously processed payroll data and ensures that the system can maintain


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correct year‐to‐date amounts, observe minimums and maximums, and so forth.

If you need to print a paycheck and issue a manual check to the same employee using the same period end date, you must complete one method of processing before you begin the other method. You can either enter, process, and post the manual check before you calculate payroll or enter timecards, calculate payroll, and print and approve paychecks before you enter manual checks. Use the same pay period end date for each processing cycle.

There are no restrictions to manual check processing or posting. You can process and post manual checks for employees with active timecards.

Employee or employer amounts on timecards

For accruals, advances, earnings, deductions, and expense reimbursements, you enter or override employee amounts only; for benefits, you enter or override employer amounts.

Entering two-sided deductions onto a timecard

If you enter onto a timecard a deduction that has an employer side, the system draws the employee information for the deduction from the timecard and draws the employer information, including the G/L distribution accounts for the employer portion, from the deduction and employee records.

How earning/ deduction and tax period minimums affect calculation

The system always takes an earning/deduction’s or tax’s minimum amount, hours, or base into account during payroll calculation. If you override an earning/deduction or tax to zero on a timecard, and the earning/deduction or tax has a minimum set in its master record, the system calculates the minimum — not zero — for the period.





The employer portion of a two-sided deduction is calculated only once

Unless a deduction’s employer calculation method is Percentage Of Employee Contribution, Calculate Payroll will calculate the employer side of a two‐sided deduction only once regardless of the number of times the deduction is entered onto a timecard.

The system calculates the employer portion during its calculation of the last occurrence of the deduction on the timecard. If the deduction’s employer calculation method is Percentage Of Employee Contribution, the system calculates the employer portion for each occurrence of the deduction on the timecard.

Correcting timecard data

If an error occurs during payroll calculation because of a mistaken timecard entry, and you have not yet printed and approved paychecks, you can use the Timecards form to either correct or delete the erroneous timecard or to enter additional timecards with the same period end date.

When you calculate payroll again, you have the option of clearing calculated payroll data and replacing it with the current calculation or merging the new and corrected timecards with the results of the last calculation. For more information, refer to the section “Correcting Payroll Data after Calculating Payroll,” later in this chapter.

Copying timecards If you want to create new timecards based on an existing timecard, or make the same changes to many timecards, you can use the Copy Timecard form to create copies of an existing timecard across a range of employees. For more information, refer to the section “Copying Timecards,” later in this chapter.


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How to Use

To enter timecards, choose Timecards from the Payroll Timecards folder in the Payroll Transactions folder. (You can also open the Timecards form when using the Timecard List form.)

Note that the Optional Fields tab appears only if you use the Sage Accpac Transaction Analysis and Optional Field Creator product.

To add a timecard To add a timecard:

The following provides an overview of the steps. For more details on the steps, read the topics that follow after the steps.

1. At the Employee Timecard field, click the New icon.

2. At the Employee field, type the employee number or use the Finder or navigation buttons to select the employee for whom you are adding the timecard.





3. At the Timecard field, enter the number of the new timecard. Use the Finder for reference to view the numbers of existing timecards.

4. Complete the other fields at the top of the form.

5. Enter earning/deduction, tax, and G/L segment overrides for the pay period.

6. Enter optional fields, if you have set them up for use.

7. Choose Add.

To modify a timecard:

To modify a timecard

At the Employee Timecard field, use the Finder or navigation buttons to select an existing timecard. Or, at the Employee field, enter the employee number and at the Timecard field, select the timecard you want to modify. Then edit the appropriate fields, and choose Save.

If you change the information in the Timecard or Period End Date fields, Payroll gives you the option to:

• Start a new timecard.

• Start a new timecard and copy the details from this timecard.

• Change the current timecard.

To delete a timecard:

To delete a timecard

Enter the employee, select the timecard from the Finder, and choose Delete.

To copy a timecard:

To copy a timecard

On the Timecards form, select a timecard and click the Copy button to open the Copy Timecard form. (Note that the Copy button is disabled if you had opened the timecard from the Timecard List form.)

Complete the fields and click Create.


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You can also open the Copy Timecard form in the Timecards folder.

For complete details on copying timecards, refer to the section “Copying Timecards” later in this chapter.

Completing the Fields at the Top of the Timecards Form

How the system selects timecards for processing

To be processed during a payroll calculation, a timecard must meet the following criteria:

• The timecard must either be reusable (in which case it is processed during each payroll calculation) or nonreusable with a period end date that is the same as the pay period end date you enter at the top of the Calculate Payroll form.

• The timecard must be active.

• The timecard must belong to an employee within the selection list or the range of employees you specify who has one of the selected pay frequencies.

• The frequencies of the earnings/deductions on the timecard must be among the selected earning/deduction frequencies.

Other uses for the pay period end date

Period End Date. You enter the end date of the pay period covered by the timecard. In order to be processed during a payroll calculation, a timecard’s period end date must be the same as the pay period end date you enter at the top of the Calculate Payroll form. (Reusable timecards are automatically processed when you run Calculate Payroll.)

The system compares an earning/deduction’s start and end dates (on the Employee form) to the period end date you enter for nonreusable timecards to determine whether the earning/deduction is eligible for entry onto the timecard. To be eligible for entry, an earning/ deduction’s start date must be the same as or earlier than the period end date. The end date must be the same as or later than the period end date.

For reusable timecards, the comparison occurs when you run Calculate Payroll and the reusable timecards acquire a period end





date. To be calculated, an earning/deduction’s start date must be the same as or earlier than the period end date. The end date must be the same as or later than the period end date. Ineligible earnings/deductions are reported as exceptions on the Payroll Processing Exceptions Report.

Determine whether carry-over should occur

The period end date is also used to determine whether vacation, sick, and compensatory time carry‐over dates have been reached for employees within the current processing. If they have, any employee accruals, up to the limits specified on the Earnings/Deductions form, are carried over to the next year.

May be used as the journal entry date

Unless you chose to use the check date as the journal entry date in Payroll G/L Integration, the system uses the pay period end date when posting expenses to the Payroll Wages accounts and liabilities to the Employer Liability accounts

May be instrumental in overtime calculation

The period end date may also be instrumental in overtime calculation. For example, if a date has not been entered for an earning on the timecard detail line, Payroll prorates and spreads the hours worked among the days preceding the period end date.

For more details on proration and overtime calculation, refer to Chapter 2 of this guide.

The Times Late field Times Late. In the Times Late field, enter the number of times the employee was late to work during the pay period. The system updates the Times Late field in the employee record with the entries you make in the field on the employee’s timecards.

Active timecards Active. By selecting the Active check box, you indicate that the system can use the timecard to calculate an employee’s pay. If you do not check the Active box, the system bypasses the timecard during payroll calculation.

Making processed timecards inactive

Once you have calculated payroll using an employee timecard, you cannot “turn off” the timecard’s Active switch.


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Printing a separate check for a timecard

Print a Separate Check. This option lets you produce a separate check for the earnings/deductions on the timecard, in addition to any paycheck normally calculated for the employee.

If you select this option, then during Calculate Payroll:

• Payroll will produce a check that consists of pay calculated only for the earnings/deductions (and any taxes they are subject to) entered on the timecard, using the timecard information.

• In addition, Payroll will produce another check based on the information of any eligible earnings/deductions (and taxes) from the employee record, and from any other timecards for which the option is turned off.

Note that the earnings/deductions and tax information on the separate‐check timecard will not override the information on the employee record.

If you do not select this option, Payroll will produce a single check that consists of pay calculated from the timecard, the employee record, and any other timecards for which the option is also turned off.

As an example, suppose an employee had three timecards: one with “Print a Separate Check” selected, and two without it. When you run Calculate Payroll, the system produces two checks:

• The two timecards without “Print a Separate Check” would be used with the employee record to produce one check, and

• The timecard with “Print a Separate Check” would be used to produce another check.

For more details about “Print a Separate Check,” refer to the general discussion at the beginning of the “Detailed Payroll Timecards” section which starts on page 6‐10.

Keep in mind that if you enter onto a separate‐check timecard an earning/deduction that includes other earnings/deductions in its calculation base and you do not enter the calculation base





earnings/deductions onto the timecard, the system will not calculate an amount for the earning/deduction you did enter.

The Print a Separate Check option is not compatible with the FLSA—Hourly overtime calculation. If the employee’s overtime calculation method is set to FLSA – Hourly when you run the Calculate Payroll function, the system will change the overtime calculation method to Hourly Rate and report an exception to inform you that the overtime calculation method has changed.

If this happens, you can print the pre‐check register or use the Check Inquiry form to see if any overtime has occurred. If so, use the Overtime Override field to adjust the overtime hours and rate.

Overriding the Overtime settings

Overtime Override. On the timecard, for a Salary & Wage earning that uses an employee calculation method of fixed, flat or hourly rate, and is assigned an overtime schedule, you can override the automatic overtime calculations that Payroll normally performs according to your setup options.

Note that if you select the Overtime Override option, Payroll will clear and disable the Include In FLSA Calculation option that is available for specific earnings.

To override the overtime calculations:

1. Select the Overtime Override check box.

2. The OT Hours Override and OT Rate Override fields then appear for the applicable earnings in the detail grid. Enter these fields. The total overtime hours entered for all earnings are shown in the lower left corner of the timecard.

For more details about these fields, see the paragraph that describes overriding overtime hours and rate in the later section, “Entering Earnings/Deductions onto the Timecard.”


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Note: The Overtime Override field applies only to the timecard for which it has been selected. If you have multiple timecards, you must select this field for each timecard where you want to override the overtime calculation.


Job Related. If you use the Sage Accpac Project and Job Costing program, and you want to enter job information for earnings/deductions, select the Job Related check box.

When you select this option, you will be able to enter these fields for each earning/deduction detail line that qualifies for Project and Job Costing:

• Jobs.

• Jobs allocated based on calculation base.

For details about these fields, see the later section “Entering Job Information.”


Entering Earnings/Deductions onto the Timecard

Two ways to enter earning/deduction

You can enter employee earnings/deductions onto the Earnings/Deductions tab of the timecard in a couple of ways:

• You can enter earnings/deductions, one per line, in the entry grid. Each entry line scrolls to the right as you complete a field and press the Tab key.

Moving and resizing columns

You can change the order of the columns by clicking and dragging the column headings. You can resize column widths by clicking and dragging the vertical lines between columns.

• You can change the earning/deduction entry grid to a single‐entry format by highlighting a line in the grid, and pressing F9 on the keyboard. You can then proceed through the





fields in single‐entry format from top left to bottom right, or you can use the mouse to select fields for data entry.

Employee earning/deduction defaults

When you enter an employee earning/deduction onto a timecard, the system defaults as much information as possible from the Pay tab of the Employees form.

On the timecard, several fields display defaults (where applicable to the earning/deduction), such as: Hours, Rate/Amt/Pct, G/L Distribution Code, Regular Expense, Employee Liability, Overtime Expense, Shift Expense, Advances Receivable, WCC Group, Workers’ Compensation Code, and Work Classification. You can accept the default entries or override them.

The G/L accounts displayed on the timecard are those associated with the G/L distribution code entered on the Employees Pay tab plus the employee’s segment overrides, if any.

Other timecard earning/deduction fields such as Type, Date, Start, Stop, and so forth, are either blank and awaiting entry, or contain entries defaulting from other tabs of the employee record. The system displays information in and allows entry to only those fields applicable to the type of earning/deduction you are adding to the timecard.

You can override the default at any of the timecard fields.

Accrual and earnings dates

Date. You can enter a date for compensatory time accruals, any accrual payments, and employee earnings that use the calculation methods Flat, Fixed, Hourly Rate, Piece Rate, and Sales Commission Table.

The date is not a required field. For example, on a reusable timecard, you would not need a date on the detail line. However, on a non‐reusable timecard, entering a date is useful for audit trails, and provides Payroll with the information required for more precise calculations.


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Enter dates for accurate overtime calculation

When you enter earnings for an employee who has worked overtime during the pay period, it is highly recommended that you enter a date for each earning entry. The system uses each entry’s date in conjunction with the entry’s Days Worked field, and the employee’s overtime schedule to determine which hours should be paid at overtime rates.

If you do not enter a date for an earning, Payroll sets the Days Worked field to zero. When Days Worked is zero, Payroll uses the number of days in the pay period instead, when evaluating if overtime has occurred. Depending upon the overtime schedules you use, omitting the Date field on a timecard may not result in the amount of overtime pay that’s expected for your employees.

The date you enter should fall within the range of the pay period start and end dates.

If the date you enter is earlier than the period start date, Payroll displays a warning. If you process the timecard under this circumstance, Payroll calculates regular pay for the detail line, but does not calculate overtime.

(Note that Payroll calculates the start date based on the period end date that you enter, but does not display the start date on the timecard. Start dates are displayed on the Calculate Payroll form.)


Entering start and stop times

Start and Stop Times. If you are entering an employee compensatory time accrual, any accrual payment, or an earning that uses the calculation method Flat, Fixed, Hourly Rate, Piece Rate, or Sales Commission Table, you can enter start and stop times for the hours earned by, paid to, or worked by the employee.

The system interprets fractional times according to your response at the Enter Start/Stop Fractional Hours As field in Payroll Options (either minutes or hundredths of an hour). The hours worked represented by your entries in the Start and Stop fields display in the Hours field, where fractional entries are always expressed in hundredths of an hour.





If you change the entries you make in the Start and Stop fields, the system recalculates and redisplays the resulting hours in the Hours field. During payroll calculation, the system uses the entry in the Hours field and not the entries in the Start and Stop fields to calculate hours‐based pay.

Entering earning/ deduction hours

Hours. If you entered Start and Stop times earlier on the Earnings/ Deductions tab, the system displays the associated hours worked in the Hours field.

In the absence of Start and Stop field entries, the system defaults in the Hours field the number of hours you entered for the earning/deduction in the Default Hours field on the Employees Pay tab.

The system allows entry in this field for accruals that do not use the Percentage Of Base calculation method, any accrual payment, or earnings that use the Hourly Rate, Flat, Fixed, Piece Rate, or Sales Commission Table calculation method. (Enter hours for Piece Rate and Sales Commission Table earnings if you want to track work hours or you use the hours for these types of earnings in the calculation base of another earning/deduction or tax.)

If the entry in the Hours field is not equal to the Stop time minus the Start time (because you changed the entry in the Hours field after the system calculated it), the system displays a warning. (If you did not enter Start and Stop times, this situation does not apply.)

If you exceed the maximum annual part-time hours

If you enter hours for a part‐time employee that exceed the number of allowable part‐time hours you entered in Payroll Options, the system issues a warning.

Entering the Days Worked field

Days Worked. This field indicates the number of days worked for the earning entered on the detail line of the timecard, and is used for overtime calculation.

During the Calculate Payroll process, Payroll uses the Days Worked field in conjunction with the overtime schedule assigned to the detail line, to determine if overtime has occurred. (If an overtime schedule


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Processing Payroll

was not assigned, then Payroll does not calculate overtime and the Days Worked is irrelevant.)

The Days Worked field can be set on the timecard in the following ways.

• If a date is specified for the detail line, Payroll will automatically calculate and display a value in the Days Worked field as:

The Hours field on the timecard divided by the employee’s “Regular Hours Per Day” field.

• If no date is specified for the detail line of the timecard, the Days Worked defaults to zero.

• You can modify the default value in the Days Worked field. What you enter in the Days Worked field depends on how you want Payroll to interpret the field.

For example, suppose you entered a date and 8 hours for an earning detail line, and Payroll calculated Days Worked to be 1. However, the 8 hours were actually worked during 2 days, so you would enter 2 in the Days Worked field.

During the Calculate Payroll process, Payroll uses the Days Worked field when prorating the Hours field of timecard detail line. For each detail line, the Days Worked field determines over how many days Payroll should spread the hours. If the Days Worked is zero, Payroll uses the number of days in the pay period (which is determined by the pay period start and end dates) as the “days worked.”


Entering the earning/deduction pieces or sales base

Pieces/Sales/Base. When you enter a Piece Rate or Sales Commission Table earning/deduction, at the Pieces/Sales/Base field, enter the number of pieces completed or the amount of sales during the period.





Entering the Rate/Amount/Pct

Rate/Amt/Pct. Except in the case of accruals, the amount or percent you enter in the Rate/Amt/Pct field on the timecard overrides the figure you entered for the earning/deduction in the Employee Rate/Amt/Pct field on the Employees Pay tab.

The amount or percent you enter is multiplied by the number of hours worked, the sales or wage base, the number of pieces, or any other unit dictated by the calculation method, to compute the total amount of the earning/deduction for the period.

...for accruals only In the case of accruals:

• If you have linked an Hourly Rate, Fixed or Flat earning to the vacation (or sick) accrual in the Earning And Deductions form, the program automatically enters in the Rate/Amt/Pct field, the dollar value of the vacation (or sick) time that you pay out.

• If you did not link an earning, you must manually enter in the Rate/Amt/Pct field, either the full dollar amount of vacation, sick, or compensatory time paid or the full dollar value of the Percentage Of Base vacation or sick time accrued.

For more details, see the description of the Link Accrual Earning field in Chapter 3, “Setting Up Payroll,” of the Payroll Getting Started manual.

Entering the Rate/Amt/Pct field for Piece Rate, Sales Commission Table, and Wage Bracket Table earnings or deductions

The system does not default an amount or percentage in the Rate/Amt/Pct field for Piece Rate, Sales Commission Table, or Wage Bracket Table earnings/deductions. If you accept the zeros in the field for these earning/deduction types, the system uses the appropriate amounts or percentages from the piece rate, sales commission, or wage bracket table you set up for the earning/deduction.

If you wish to override the piece rate or sales commission table for an entry, in the Rate/Amt/Pct field enter the rate or percentage to be used in the calculation of the earning/deduction. The rate or percentage you enter will be multiplied by the number of pieces or the sales base to arrive at the amount of the earning/deduction.


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If you wish to override the wage bracket table for an entry, in the Rate/Amt/Pct field enter the flat dollar amount of the earning/deduction. The amount you enter is the amount that will be contributed by the employer (for benefits) or deducted from the employee’s pay (for deductions).


G/L Account fields. In the G/L account fields of the Timecards form, the system defaults the account numbers you associated with the employee earning/deduction via the distribution code. If you use cost center overrides, the system replaces G/L account segments with the employee earning/deduction‐specific segment codes from the Pay tab of the Employees form.

During timecard entry, you can override G/L accounts, or segments of the G/L accounts, in two ways:

• Type the account number you want to post to in the earning/deduction box.

• Choose the Segments button and, on the Cost Center Override form that appears, enter alternate segment codes for the segments you want to replace.

Overriding workers’ compensation and work classification information

WCC Group, Workers’ Comp. Code. You can override the default workers’ compensation group/code for each timecard entry with any other workers’ compensation group/code that you have set up in your Payroll system.

Work Classification. You can also assign a different work classification code.

Overriding an employee’s usual overtime or shift schedule

Overtime or Shift Schedule. When you enter flat, fixed, or hourly rate earnings for an employee, at the Overtime Schedule or Shift Schedule field, the system displays the overtime or shift differential schedule associated with the employee.

Overriding the “Include In FLSA Calculation”

Include In FLSA Calculation. You can edit the Include In FLSA Calculation field only if the employee’s overtime calculation method (on the Pay tab of the Employees form) is one of the FLSA options, and if the earning is one of these types:





• Salary & Wages that uses an employee calculation method of Flat, Fixed, or Hourly Rate.

• Reported Tips.

• Allocated Tips.

Note that if you select the Overtime Override option on the timecard, Payroll will clear and disable the Include In FLSA Calculation option.

Overriding an employee’s overtime hours or rate

OT Hours and OT Rate Overrides. For a Salary & Wage earning that uses an employee calculation method of fixed, flat or hourly rate, and is assigned an overtime schedule, you can override the automatic overtime calculations that Payroll normally performs according to your setup options.

You first have to select the Overtime Override option on the timecard, to enable the OT Hours Override and OT Rate Override fields for the applicable earnings in the grid. Then enter the fields.

The overtime hours are displayed in the lower left corner of the timecard.

Note that the OT Hours Override that you enter will be part of the hours worked value that is specified in the Hours field.

For example, on the timecard, suppose the hours worked for the earning (in the Hours field) was 50. If you enter 15 in the OT Hours Override field and 20 in the OT Rate Override field, this means that of the 50 total hours:

• 35 hours are regular hours.

• 15 hours are overtime hours, to be paid at a rate of $20 per hour.

Entering job information to be transferred to Project and Job Costing

Job-Related fields. If you use the Sage Accpac Project and Job Costing program, and you have selected the Job Related check box on the top part of the timecard, you will be able to enter job‐related fields for each earning/deduction detail line that qualifies for Project and Job Costing.


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For details about these fields, see the later section “Entering Job Information.”


Use Optional Fields. If you use the Transaction Analysis and Optional Field Creator product and you want to assign optional fields to the earning or deduction, double‐click the Use Optional Fields column to open the Optional Fields entry grid. You must have already defined optional fields, as described in Chapter 3, “Setting Up Payroll,” of the Payroll Getting Started manual.

1. On the Optional Fields entry grid, enter or change optional field information, as you require.

• You can enter different values for the optional fields, if you wish. For a discussion of default values, see “Optional Field Default Values” in Chapter 2 of the Getting Started manual.

If an optional field requires validation, you must enter a value that is specified for the optional field in Common Services. (If the optional field allows a blank, you can leave the field blank.) Otherwise, you can enter any combination of characters that is consistent with the type of field (text, amount, date, and so on).

• To delete an optional field, click it on the list, and press Delete on the keyboard.

• To add a different optional field, press Insert on the keyboard, then use the Finder to select the code for the





optional field you want to use. Note that you can select only optional fields that you set up previously for timecard earnings/deductions, using the Optional Fields setup form.

2. When you are finished, click the Close button to return to the previous form.

Additional notes about entering earnings/deductions:

Entering earnings/ deductions and taxes that have met the period or annual maximum

If you attempt to enter onto a timecard an earning/deduction or tax that has already reached its maximum for the period or for the year, the system displays a warning. You can, however, proceed with the entry.

If you do not increase the period or annual maximum for the earning/deduction or tax before calculating payroll, the system will not calculate the earning/ deduction or tax. A line on the Payroll Processing Exceptions Report will tell you that this situation exists.

The system calculates and displays timecard totals

For validation during entry, the system totals and displays the employee’s regular and shift hours and the paid and accrued vacation, sick, and compensatory time hours. It also totals and displays the paid and accrued vacation, sick, and compensatory time amounts.

If you have overridden the overtime hours, the system also displays the total overtime hours.

Each total displayed in the lower part of the form reflects the sum of all hours or amounts of a particular kind entered on all active timecards for the employee for the pay period.

Vacation, sick, and compensatory time entries

You enter a timecard to record the compensatory time an employee earns and to override the automatic accruals of vacation and sick time for a pay period. You also enter a timecard to pay an employee for vacation, sick, and compensatory time taken.

If you enter a payment of vacation, sick, or compensatory time that exceeds the employee’s available balance, the system displays a warning but does not prevent you from adding or processing the timecard. The system also warns you if you make a vacation, sick, or


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compensatory time entry during a pay period in which the vacation, sick, or compensatory time carry‐over date is reached.

Entering Tax Overrides onto the Timecard

To override an employee’s taxes

To override the taxes that would normally be calculated for an employee, click the Taxes tab. Enter the timecard tax overrides.

Overriding federal, state, or local taxes

On the Taxes tab of the Timecards form, you can enter any employee tax code and amounts (including 0.00) to override for the pay period the tax calculated by the system, including any extra withholding amounts. You can override only those taxes with an employee withholding and you can override the employee portion of the tax only.

If you make no entries on the Taxes tab of the Timecards form, the system calculates amounts for all taxes assigned to the employee based on the employee’s taxable earnings for the period and the information on the Employees form.





The Withholding and Annualization fields

The system processes your entries in the Withholding and Annualization fields as follows:

• If you enter an amount in the Annualization column for a tax, the system ignores any entry you make in the Withholding column.

• If you make no entries in the Withholding and Annualization columns for a tax (leaving both fields set to zero), the system does not calculate the tax. The tax amount will be zero.

• If you do not make an entry in the Withholding column but you do make an entry in the Annualization column for a tax, the system performs a standard calculation of the tax, overriding the annualization factor derived from the employee’s pay frequency with the annualization factor you enter on the timecard.

If you are entering any unusual earnings on an employee’s timecard (for example, paying two months of salary to a monthly employee), be sure to adjust the annualization factor (to 6 in the example just given) to reflect the unusual earnings.

Entering Earned Income Credit

Be sure to enter amounts representing earned income credit in the Withholding column as negative numbers.

Weeks worked subject to the tax

If you are overriding an Amount Per Hour or Percentage Of Base tax that is calculated by the week rather than on an annualized basis (such as Hawaii or New York disability insurance taxes), enter the number of taxable weeks worked for the pay period.


If you use the Transaction Analysis and Optional Field Creator product and you want to assign optional fields to the taxes, double‐click the Use Optional Fields column to open the Optional Fields entry grid. You must have already defined optional fields, as described in Chapter 3, “Setting Up Payroll,” of the Payroll Getting Started manual.

To view, add, or edit optional fields for a tax, follow the previous instructions for entering optional fields for an earning/deduction on the timecard, replacing the term earning/deduction with tax.


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Entering Cost Center Overrides onto the Timecard

The Cost Center Override form is available to you if you use cost center overrides in your payroll system. This form provides one more opportunity, before payroll calculation, to override segments of the accounts to which payroll totals will post.

How timecard cost center accounts are built

To arrive at the accounts displayed for a given earning/deduction in the Timecards earnings/deductions box, the system begins with the G/L base accounts associated with the distribution code you assigned to the employee earning/deduction.

If you defined payroll cost center segments for your company, the system then replaces segments of the G/L expense and/or liability distribution accounts with employee‐specific segments (which you entered on the Cost Center tab of the Employees form).

Next, on the Employees Pay tab, you were able to go a step further and override the employee‐specific segment codes with codes specific to the employee earning/deduction.

If you entered employee earning/deduction overrides, the system applies those overrides to the G/L distribution accounts and displays the resulting G/L accounts on the employee’s timecards, where you can modify the accounts yet again. (If you do not set up override segments for the employee earning/deduction, the system posts to the G/L expense and liability distribution accounts.)

To override G/L segments

Highlight the earning/deduction entry for which you want to modify G/L account segments and choose the Segments button. Enter the timecard segment overrides.

The overrides are applied to each account in the distribution set for the highlighted earning/deduction and must result in valid G/L accounts.





To change the cost center for other earnings/deductions on the timecard, you must highlight each in turn, choose the Segments button, and enter the overrides.

Press Insert after overriding segments

To continue adding earnings/deductions onto the timecard after applying segment overrides, press the Insert key when you reach the last column of the current earning/deduction entry.

Assigning Optional Fields on the Timecard

If you use the Transaction Analysis and Optional Field Creator product and you want to assign optional fields to this timecard, click the Optional Fields tab.

Optional fields that you set up for automatic insertion in timecards automatically appear on this tab, along with their default values. For information about setting up optional fields before you use them here, see the section “Setting Up Optional Fields,” in Chapter 3 of the Payroll Getting Started manual.


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You can accept or change any default values that appear. For a discussion of default values, see “Optional Field Default Values” in Chapter 2 of the Payroll Getting Started manual.



• To assign additional optional fields, select the grid, then press Insert on the keyboard. Complete the fields on the new line as follows:

Use the Finder

Optional Field and Description. Use the Finder to select the optional field codes you want to use with this timecard.

When you select an optional field code, the program displays the description for the optional field.

Value Set. This field alerts you whether a seemingly blank optional field has an automatically inserted — but “blank” — default value. If it has a blank value, the Value Set field displays Yes. (You cannot tell whether an optional field has a blank default value, or no value, just by looking at the Value field.)

The Value Set field will change from No to Yes if you make an entry in the Value field.

Value and Value Description. Enter or select the value for this timecard.

If the optional field you selected requires validation, you must select a value that is defined for the optional field in Common Services. However, if the optional field allows blanks, you can leave the default value field blank.

If you select a value, the description of the value will appear in the Value Description column.

Entering Job Information




After Using

• To verify entries, print the Timecards Report (from the File menu of the Timecard, choose Print).

• To process payroll, run Calculate Payroll, described later in this chapter.

Entering Job Information If you use Sage Accpac Project and Job Costing, you enter information about jobs by using the timecard, employee timecard, or manual check. To do this, you must select the Job Related option on the timecard (or manual check).

This enables the following fields for each earning/deduction line that qualifies for entry of job‐related information:

• Jobs. For each earning/deduction selected, you can distribute its job‐related information among several jobs. Click the up‐arrow next to the Jobs field (or double‐click the Jobs field) to open the details form. For more details, see the later section, “Project and Job Costing Details Form.”

The Jobs field is available for all earnings/deductions, except:

− An hourly rate, fixed, or flat earning that is using an overtime schedule that is setup to pay overtime as compensatory time hours.

− An earning that uses Percentage Of Base or Amount Per Hour, if you have selected the Jobs Allocated Based On Calc Base option for that earning. Note that although selecting this option will not let you enter the Jobs field, Payroll will still automatically calculate the cost and billing amount and transfer the information to Project and Job Costing.


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You can also enter billing information, but only for:

− Earnings (except those using a calculation method of Percentage Of Base or Amount Per Hour, AND are flagged for the “Jobs Allocated Based on Calc Base” option)

− Accrual Payments

− Expense Reimbursements

• Jobs Allocated Based On Calc Base. This field appears only for an earning that uses a calculation method of Amount Per Hour or Percentage Of Base. This field appears on the detailed timecard, but not on the employee timecard or manual check. The value in the field defaults from the setting on the employee’s Pay tab of the Employees form.

If you choose this option, Payroll will automatically calculate and allocate the cost of this type of earning, to the jobs that you assign to its calculation base earnings on the timecard. For more details, see the section on Project and Job Costing integration in Chapter 2, “What You Need to Know Before Setting Up Payroll,” of the Payroll Getting Started manual.

• Total Job Hours and Total Job Pieces/Sales/Amt. Payroll calculates and displays the totals for your reference.

Project and Job Costing Details Form

If you use Sage Accpac Project and Job Costing, you can open the Project And Job Costing Details form for most earning/deduction codes on the detailed timecard, employee timecard, manual check, and check inquiry.

On the appropriate earning/deduction line, click the up‐arrow next to the Jobs field to open the Projects And Job Costing Details form.





Note that if opened from the Check Inquiry form, the Project and Job Costing Details form is display‐only, and shows additional fields, such as the extended billing amount, overhead account and amount, labour burden account and amount, and so on.

Use this form to enter the billing information that is applicable to the selected item. For each earning/deduction, you can distribute its job information among several jobs.

First, select the contract, project, and category of the job to which you want to apply the earning/deduction line’s job‐related information.

The contract, project, and category correspond to those that are set up in Project and Job Costing. If you use different terms than “Contract,” “Project,” and “Category” in Project and Job Costing, the program displays them instead.

Note: Once you have added the job detail line, you cannot change these three fields.

Contract. Select or enter a contract number for each detail. You can enter or select only contracts that are open or on hold. If a contract that is on hold has never been opened, you cannot select it.

Project. You can only enter or select projects that are:

• Assigned to the contract that you selected.


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• Open or on hold. If a project that is on hold has never been opened, you cannot select it.

Category. Select or enter a category that is assigned to the project that you selected. The category must have a cost class of “Labor” unless you are allocating an expense reimbursement. For standard projects, you are allowed to select only categories to which the employee specified on the timecard has been assigned.

Payroll then fills in most of the remaining fields on the form with default values, which originate either from Project and Job Costing, or the values you have set up on Payroll’s Employees form and Earnings And Deductions form.

You can change the values where permitted. Some fields must correspond with the values entered on the originating form (that is, on the timecard or manual check).

The fields on this form include:

Cost Class. This field appears only for an expense reimbursement. This field corresponds to the Cost Class field in the Sage Accpac Project and Job Costing application. The value in the Cost Class field on the Project And Job Costing Detail form depends on the Category field entered, and is automatically displayed. You will not be able to edit it.

Resource. This field appears only for an expense reimbursement. This field corresponds to the Resource field in the Sage Accpac Project and Job Costing application. The Resource field depends on the Cost Class field:

• If the Cost Class field is labor, then the Resource field automatically displays the employee number, and you cannot edit it.

• If the Cost Class field is not labor, then:

− For a basic project, you can enter a resource or leave the Resource field blank.





− For a standard project, you must enter the Resource field. Type the resource, or click the finder in this field to open a list of choices and select a resource.

Payroll validates the contents of the Resource field in the same manner as Project and Job Costing.

Resource Description. This field appears only for an expense reimbursement. This field describes the resource, and depends on the Cost Class field:

• If the Cost Class field is labor, then this field automatically displays the employee’s name, and you cannot edit it.

• If the Cost Class field is not labor, Payroll automatically displays the resource description as specified in the Resource Description field in Sage Accpac Project and Job Costing, and you can edit the description.

Customer Number. This is the A/R customer assigned to the contract. This field is display‐only.

Start and Stop Times. If applicable, enter these fields, which in turn will automatically update the Hours field.

Hours. If applicable, enter the number of hours to be applied to the earning for this job. You must enter a value in this field for a Flat, Fixed, Hourly Rate, or Amount Per Hour earning, or an accrual payment.

Pieces/Sales/Amt. For a piece rate earning, enter the number of pieces completed. If the number of pieces on the corresponding timecard detail line is zero, then it will be automatically updated to contain the total number of pieces specified in the job details.

For sales commission, expense reimbursements, benefits or deductions, enter the amount. If the amount on the corresponding timecard detail line is zero, then it will be automatically updated to contain the total amount specified in the job details.


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Billing Type. This field appears only if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).

This field is enabled only for:

• Time and Material projects

• Fixed Price projects with an accounting method of Billings and Costs or Accrual‐Basis

Billing Rate/Pct. This field appears only if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).

If the Billing Type is billable, then the Billing Rate/Pct field is enabled for the following:



The Billing Rate/Pct field contains the amount or percent at which to bill the customer. It shows a default value, as follows.

For piece rate and sales commission earnings, the default billing rate will be zero, since Payroll will use the billing rates defined in the piece rate/sales commission table defined on the Employees form.

It shows a default value from the Employees form (or from the Earnings And Deductions form if values are not defined on the Employees form). You can change the value in the Billing Rate/Pct field if necessary.

Billing Currency. This field appears only if Accounts Receivable is multicurrency, and if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).





This field is display‐only. It shows the currency of the customer specified for the selected contract, but only for:



OT Hours Override, OT Billing Rate. These fields appear only if you have selected the Override Overtime option on the timecard, and if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).

Enter overtime hours or billing rate for overtime, if you want to override the default overtime hours or billing rate.

A/R Item No. This field appears only if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).


• Time and Material projects.

• Fixed Price projects with an accounting method of Billings and Costs or Accrual‐Basis, and the invoice type is Item.

For a standard project, the Accounts Receivable item number specified for the employee resource for the project and category will be displayed by default.

For a basic project, the Accounts Receivable item number specified for the contract category will be displayed by default.

You can select another valid Accounts Receivable item number. The item number must be a valid item number in Accounts Receivable.

A/R Item UOM. This field appears only if billing information is supported for the earning/deduction (that is, an earning, accrual payment, or expense reimbursement).


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• Time and Material projects.

• Fixed Price projects with an accounting method of Billings and Costs or Accrual‐Basis, and the invoice type is Item.

For a standard project, the Accounts Receivable UOM specified for the employee resource for the project and category will be displayed by default.

For a basic project, the Accounts Receivable UOM specified for the contract category will be displayed by default.

You can select another valid Accounts Receivable UOM.

The UOM must be:

• A valid UOM in Accounts Receivable

• A valid unit of measure for the Accounts Receivable item number entered and the contract customer’s currency.

WIP/COS Accounts (Regular, Overtime, Shift). These fields appear only for an earning, accrual payment, or expense reimbursement.

These fields are enabled if they are applicable to the timecard detail (for example, the Overtime Acct field will be editable only if the overtime schedule has been specified on the timecard detail), and depends on the contract/project. For example, you can edit WIP accounts for a project that has the following setup:

Project Type: Fixed Price

Accounting Method: Billings and Costs

A/R Invoice Type: Item

Payroll displays the Work in Progress (WIP) account from Project and Job Costing.

If, on the Payroll G/L Integration setup form, the “Apply Cost Center Overrides to Project and Job Costing Accounts” option has been

Copying Timecards




selected, Payroll displays the WIP account with any cost center overrides entered on the Employees form for the earning/deduction.

Job cost center overrides are available for:

• Time and Materials projects.

• Fixed Price projects using an accounting method of Accrual‐Basis.

• Cost Plus projects using an accounting method of Accrual‐Basis.

If you modify the segment overrides for the timecard detail after the jobs have been entered, and the “Apply Cost Center Overrides to Project and Job Costing Accounts” has been selected, the jobs for that detail will be automatically modified with the segment overrides.

Segment overrides are applied to Project and Job Costing accounts using the same rules as for the accounts in the timecard detail.

Use Optional Fields. If you use Transaction Analysis and Optional Field Creator, this field works the same as the corresponding field in the timecard detail.

Copying Timecards You can use the Copy Timecard form to create new timecards by copying information from existing timecards.

How to Use

1. From the Transactions folder, select the Timecards folder, and then choose Copy Timecard.

You can also open the Copy Timecard form by the clicking the Copy button on the:

− Timecard List form

Copying Timecards

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− Timecards form, if it had not been opened from the Timecard List form.

2. Select the employee timecard you want to copy by entering the employee number, or by using the navigation buttons or the Finder. (Not required if the Copy Timecard form was opened from the Timecard List or Timecards form.)

3. Enter a new, unique number to assign to the new timecards. Use the finder for reference to view the existing timecard numbers.

4. Choose whether to assign Active status to the new timecards.

5. Choose how to select the range of employees to assign the new timecard to. You can choose employees by employee number, class code, or selection list.

6. Choose how you want the program to handle any earnings, deductions, and taxes in the original timecard that are invalid for an employee you selected for the new timecard.

• If you choose to ignore any invalid information, Payroll will not insert the invalid information in the new timecards, and does not provide a warning.

Listing Timecards




• If you choose not to ignore any invalid information, Payroll will provide a warning when you click the Verify or Create button.

Optional 7. (Optional) Click the Verify button. Payroll checks that the timecard being copied exists, that the selection criteria are valid, and ensures that the selected employees do not already have a timecard with the specified timecard number. If any conflicts exist, Payroll provides a warning.

8. Click the Create button.

Payroll scans the selected employees and creates new timecards for them. When the process is complete, a message appears, reporting the number of timecards created and any errors.

Listing Timecards You can use the Timecard List form to find timecards and list them on the screen. You can then select a timecard from the list, and copy, delete, or print it, or display it in detail. From this form, you can also open the Timecards form to create a new timecard.

Note that when you open the Timecards form from the Timecards List, the Copy button on the Timecards form is disabled.

How to Use

1. From the Transactions folder, select the Timecards folder, and then Timecard List.

Listing Timecards

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2. Enter the criteria by which to select the timecards. For example, to display the timecards of employees 1 to 10, enter 1 in the Employee field, and 10 in the adjacent To field.

Go button 3. Click the Go button or press F7.

The form then displays a list of timecards that match the criteria you entered.

4. You can then select a timecard from the list, and do the following:

• You can change the timecard’s status and description.

• To display the timecard in detail, click Open.

• To create a new timecard, click New.

• To delete the timecard, click Delete.

• To copy the timecard, click Copy.

• To print the timecard, click Print.

Calculating Payroll




Calculating Payroll You use the Calculate Payroll icon to calculate and produce the payroll data, including current and YTD earnings, deductions, benefits, accruals, advances, expense reimbursements, and taxes, that result in employee paychecks.

The system calculates payroll based upon the employee pay and tax information you set up in the Employees form and the timecards you enter to override employee information for a particular pay period.

For each payroll calculation, you choose the employee pay frequencies to process and the earning/deduction frequencies to include for each pay frequency. You select the employees for whom to calculate payroll, and you can further refine your selection by narrowing it to only those employees included in a particular selection list or only those employees with specified class codes.

If you use the EFT Direct Payroll feature, you can choose to generate paychecks for employees who are set up for direct deposit.

Payroll calculation produces a file of processed payroll data, which is used to produce the Pre‐Check Payroll Register, employee paychecks, and, once payroll checks are printed and approved, the Payroll Register itself. The processed data is also used to update payroll totals and to generate batches for posting to the general ledger.

If you use EFT Direct Payroll, you use the processed data to generate an EFT file that you submit to the company’s bank, which then directly deposits the paychecks to employees’ banks (see the section “Generating the EFT File” later in this chapter).

Multiple calculations feature allows you to process in groups

You can calculate payroll multiple times within a pay period (that is, before printing and approving paychecks for a particular period end date). Multiple calculations allow you to process your employees in groups, if you wish.

For example, you might process all employees of one pay frequency first and then process all employees of another pay frequency,

Calculating Payroll

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merging the results of the second calculation with the results of the first.

...and allows you to correct errors

The multiple calculations feature also allows you to reprocess employees for whom you have already calculated payroll but whose pay data you subsequently corrected either in the Employees form or by entering or modifying a timecard.

For more information about correcting payroll errors, see the section “Correcting Payroll Data After Calculating Payroll,” later in this chapter.

Before Using

• Add or modify earnings/deductions, taxes, and employees so that the information used to calculate payroll is accurate and up‐to‐date.

• Enter any required timecards and print the Timecard Report to verify timecard entry.

• Back up your data.

Notes

Payroll currency and functional currency

Paychecks are calculated in the payroll currency, while payroll entries created for general ledger batches are in functional currency. For a single currency company, the payroll currency is the same as the functional currency. For a multicurrency company, you choose the payroll currency when you activate the Payroll program.

The Delete All button

Choose the Delete All button at the bottom of the Calculate Payroll form to delete from the system all unposted activity for any pay period.

Calculating Payroll




Timecard processing order

If you enter multiple timecards for an employee for a particular pay period, during payroll calculation the system processes the employee’s separate‐check timecards, if any, before the nonseparate‐check timecards.

Within each group (separate‐check and nonseparate‐check), the system processes reusable timecards first followed by the nonreusable timecards in timecard number order.

The calculation sequence number

Payroll calculation generates a calculation sequence number that the system stores and prints on the Pre‐Check Payroll Register and the Payroll Register. All payroll transactions that are processed together share the same calculation sequence number.

You can include calculation sequence numbers in the information sent to the general ledger if you choose Calculation Sequence on the Payroll G/L Integration form.

Distributing earnings and taxes to multiple cost centers

If you distribute an employee’s earnings to multiple payroll cost centers on a timecard, during payroll calculation the system distributes taxes based on the percentage of taxable wages allocated to each cost center.

Payroll calculation and the 941 Report

Before calculating payroll, the system determines whether you have already printed and approved the 941 Report for the quarter to which the results of the payroll calculation will post.

If the system detects that the 941 Report has been printed and approved for the quarter, it displays a warning message informing you of the situation.

Calculating an Amt Per Hour earning/ deduction when no base hours exist

If the system encounters an Amount Per Hour earning/ deduction during calculation and there are no base hours for the pay period upon which to calculate the earning/deduction, the system uses the period minimum hours, if any, entered on the Employee or Employer Calculation tab of the Earnings and Deductions form.

To enter period minimum and maximum hours, you must select Hour Count at the Minimum and Maximum Based On field.

Calculating Payroll

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Processing Payroll

Payroll tracks uncollected taxes on tips

If your payroll includes employees who receive tip wages, the system calculates and stores for each employee any amounts of uncollected Social Security and Medicare taxes on reported tips. The uncollected tax amounts print on employees’ W‐2 forms.

Calculating payroll when unposted activity exists for pay period end dates later than the current pay period end date

If you enter a pay period end date in Calculate Payroll and unposted activity exists in the system for pay period end dates later than the one you are calculating, the system displays a dialog box. The dialog box offers the option of erasing all data for future pay periods or erasing future data only for those employees included in the current payroll run.

How to Use

From the Payroll Transactions folder, choose Calculate Payroll.

Complete the Calculate Payroll form and then choose the Process button to begin payroll calculation. Note that the Optional Fields tab appears only if you use the Sage Accpac Transaction Analysis and Optional Field Creator product.

Calculating Payroll




Completing the Fields at the Top of the Calculate Payroll Form

You can use the calendar icon next to date fields to select a date.

The payroll run date

The payroll run date is the date you process payroll from the Calculate Payroll form. The system defaults at this field the session date you entered in the Open Company box when you started Sage Accpac ERP.

Entering the pay period end date

In the Pay Period End Date field, the system defaults the session date you entered in the Open Company box when you started Sage Accpac ERP. Be sure to enter the correct pay period end date. The system processes only those timecards that have the pay period end date you enter here.

The pay period end date is also used as the determining factor in the following situations:

• If an employee’s hire date falls after the pay period end date, payroll will not be calculated for the employee.

• If an employee’s termination or inactive date falls before the pay period end date, payroll will not be calculated for the employee.

• If an employee earning/deduction’s start date is later than the pay period end date, the earning/deduction is not included in the payroll calculation.

• If an employee earning/deduction’s end date is earlier than the pay period end date, the earning/deduction is not included in the payroll calculation.

• If an employee accrual’s carry‐over date is earlier than the pay period end date, the system carries over to the next year the accrual hours or dollar amount, up to the maximum carry‐over or maximum accrual that’s specified on the Earnings and Deductions form.

Entering the check date

The session date defaults in the Check Date field as well. Enter the date to appear on your payroll checks.

Calculating Payroll

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The system uses the check date to select the correct tax table to use in processing taxes and to determine when posted totals should be included in the 941 Report and other tax and earning to‐date reports.

The system always uses the check date when posting to the bank and employee liability accounts. In Payroll G/L Integration, you chose to use either the check date or the pay period end date as the journal entry date when posting expenses and employer liabilities.

Using an employee selection list

At the Selection List field, you can specify a pre‐defined list of employees, set up on the Employee Selection form, for whom to process payroll.

The system looks at your entry in the Selection List field in conjunction with your entries at the Include Employees From and To fields on the Selection tab of the Calculate Payroll form to determine the employees to process. Only those employees in the selection list who fall within the range of employee numbers you enter at the From and To fields are included in payroll calculation.

Entering the pay period

The Pay Period field, which is optional, can help you keep track of payroll periods. Enter any number in this field if you want to store it as a reference item. You could then use it for customized printed forms or reports, such as customized check stubs.

The Generate EFT Checks option

The Generate EFT Checks option is available only if you use the EFT Direct Payroll feature. Select this option if, in this payroll run, you want to include employees who are set up for direct deposit.

To select only a few employees for direct deposit, you can set up a Selection List (see Chapter 3 of the Payroll User Guide) or specify a range of employees on the Selection tab of the Calculate Payroll form.

The Process field In the Process field, choose the type of checks to process:

• All Checks

• Advances Only. Select this if you want the system to include in the payroll run only nontaxable payroll advances that you have assigned to employees on the Employees form. If you select this,

Calculating Payroll




the system ignores timecards and all other employee pay information and calculates only cash advances. Non‐cash advances and taxes on the cash advances are not calculated.

If you do not select this, you must enter timecards to process employee advances.

• Ignore Zero and Negative Checks. Select this to skip employees whose checks have zero or negative amounts.

• Ignore Negative Checks. Select this to skip employees whose checks have negative amounts.

Selecting Frequencies for Processing

Selecting employee pay frequencies

In the Pay Employees In These Frequencies column on the Frequency tab of the Calculate Payroll form, check the Pay box for each employee pay frequency you want to process. The system processes all eligible employees in each pay frequency you select.

Keep in mind that the system processes nonreusable timecards for employees in the selected pay frequencies only if the timecard’s period end date coincides with the payroll calculation period end date. The system processes all reusable timecards for employees in the selected pay frequencies.

Selecting earning/deduction frequencies

As you select each employee pay frequency, check the earning/deduction frequency boxes you want to include in the calculation. As soon as you select a pay frequency, the system automatically selects the corresponding earning/deduction frequency for you.

Calculating Payroll

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For example, suppose you plan to process payroll for Weekly employees only. If you check the Weekly pay box under the heading Pay Employees In These Frequencies, the system automatically checks the Weekly box under the heading Include Earnings/Deductions With These Frequencies. If you want the system to calculate your Weekly employees’ monthly vacation and sick time accruals as well, you must check the Monthly box under the Include Earnings/Deductions heading.

The system calculates payroll only for those employees whose pay frequencies you select and includes only those earnings/ deductions whose frequencies you choose.

Entering Selection Criteria

Selecting employees for processing

In the Include Employees From and To fields, you can specify a range of employees to include in payroll calculation.

The system will process payroll for the employees you specify as long as each employee has a pay frequency you selected on the Frequency tab of the form. (Terminated or inactive employees are processed as long as their termination or inactive dates fall after the pay period end date.)

Calculating Payroll




If you also enter an employee selection list, the system processes only those employees whose numbers are both within the range you enter in the Include Employees From and To fields and within the selection list you choose.

Calculating payroll for employees based on their class codes

You can process employees by class. For each class your company uses, you can enter a range of class codes to be used in selecting the employees to process.

Entering Pay Period Start Dates

If you process payroll for employees in a state, such as California, that requires the reporting of pay period start dates, the Start Dates tab of the Calculate Payroll form allows you to specify the start date for each pay frequency you are going to process. The system defaults start dates for each pay frequency selected based on the pay period end date you entered at the top of the form, and the days implied by the pay frequency.

For example, a weekly pay frequency implies 7 days. If the pay period end date is November 16, then the start date for the weekly frequency is November 10 (that is, 6 days preceding the end date, plus the end date itself).

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You can accept the default start date, or type another date, or click the calendar icon next to each date field to select a date.

Start dates may also be used in calculating overtime hours

When Payroll processes a timecard detail line whose Days Worked field is zero, the system normally uses the start date (and end date) to determine the days over which to spread (prorate) the hours entered on the timecard detail line. This is part of the procedure that determines which hours should be paid at overtime rates, as specified in the overtime schedule associated with the hours.

(For more information about how Payroll uses the Start Date, see the section about proration of hours, in Chapter 2 of this guide.)

To ensure the correct calculation of employee overtime pay, be sure to verify pay frequency start dates.

Assigning Optional Fields during Calculate Payroll

If you use the Transaction Analysis and Optional Field Creator product and you want to assign optional fields to the Calculate Payroll run, click the Optional Fields tab.

Calculating Payroll




Optional fields that you set up for automatic insertion in Payroll Processing automatically appear on this tab, along with their default values. For information about setting up optional fields before you use them here, see the section “Setting Up Optional Fields,” in Chapter 3 of the Payroll Getting Started manual.





Use the Finder

Optional Field and Description. Use the Finder to select the optional field codes you want to use with this payroll calculation.

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Value and Value Description. Enter or select the value for this payroll calculation.



After Using

• Print and review the Payroll Processing Exceptions Report. If necessary, correct any situations that resulted in a payroll processing exception.

• Print the Pre‐Check Payroll Register to verify the accuracy of the payroll calculations.

• Print Payroll Checks.





Printing the Payroll Processing Exceptions Report If conditions arise during payroll calculation that prevent an employee or an employee earning/deduction from being calculated, the system notes these conditions as exceptions, and prompts you to print them when payroll calculation is complete.

You can print the exceptions report immediately after calculating payroll or by using the Payroll Processing Exceptions icon in the Payroll Transaction Reports folder.

Any time exceptions are generated during payroll calculation, you should review the exceptions and, if necessary, correct the conditions and recalculate payroll. The next time you calculate payroll, the system clears the contents of the existing exceptions report.

Conditions that prevent an employee or an employee earning/deduction from being processed during payroll calculation include the following:

• An employee does not fall within the range of employee numbers you selected for processing.

• An employee does not match some other element of the selection criteria (for example, the selected pay frequencies).

• A processed or unprocessed manual check with the same or later pay period end date exists for the employee.

• An unprocessed manual check with an earlier pay period end date exists for the employee.

• An employee earning/deduction reaches its YTD maximum before the current payroll calculation.

• An employee earning/deduction reaches its period maximum during the current payroll calculation and only a partial amount is calculated for the earning/deduction.

• An employee earning/deduction’s start date is later than the pay period end date.


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• An employee earning/deduction’s end date is earlier than the pay period end date.

• An employee earning/deduction’s frequency was not selected.

• Information necessary for calculation of an employee earning/deduction is not available. Examples of this exception would be Piece Rate or Sales Commission Table earnings/deductions for which you have entered no piece count or sales amount on a timecard.

• The G/L account to which earning/deduction amounts should post is invalid.

• The G/L account to which earning/deduction amounts should post is inactive. (This exception is a warning only; it does not prevent calculation.)

Accrual carry-over exceptions

In addition to the exceptions listed above, the system also generates accrual carry‐over exceptions in the following situations:

• When carry‐over of an employee accrual is to occur and the employee’s balance for the accrual exceeds the maximum annual carry‐over amount. The exception indicates the amount by which carry‐over of the accrual will reduce the accrual balance. If you post the accrual liability, the Exceptions Report advises you to make a general journal entry to reflect the reduction.

• During carry‐over of a Percentage Of Base accrual that has a beginning amount applied during carry‐over and its Post The Liability option set to Yes. The exception advises you to make a general journal entry to post to the general ledger the liability created when the beginning accrual amount is applied.





How to Use

You can choose Yes at the Print Payroll Processing Exceptions Report? question immediately after calculating payroll:

Or, choose Payroll Processing Exceptions from the Payroll Transaction Reports folder; then choose the Print button to print the report.

Printing the Pre-Check Payroll Register Use the Pre‐Check Payroll Register function to print the results of payroll calculation. From the Payroll Transaction Reports folder, choose Pre‐Check Payroll Register. Complete the fields on the form and then click Print to print the report.

If you use Sage Accpac Project and Job Costing, and have entered job‐related information on the timecard or manual check, you can choose to include job information on the Pre‐Check Payroll Register, or you can print the Pre‐Check Payroll Job Register.

Verify the figures on the Pre‐Check Payroll Register before printing your paychecks. If you find errors, you can correct them by adding or correcting timecards, if necessary, and recalculating payroll. The recalculated employees can be merged into existing data. Note that the Pre‐Check Payroll Register does not show printed and approved paychecks.

When payroll processing is complete, you print the Payroll Register itself.

For more details about the Pre‐Check Payroll Register or the Payroll Register, refer to Chapter 8, “Reports,” of this manual.

Correcting Payroll Data After Calculating Payroll

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Correcting Payroll Data After Calculating Payroll Sage Accpac Payroll allows you to add or correct timecards after calculating payroll, and to run Calculate Payroll multiple times to correct errors you discover in a payroll run.

If you discover errors in your payroll data after calculating payroll, and you have not yet printed and approved paychecks, you can use the Timecards form to correct the errors and Calculate Payroll to reprocess employees. (If the payroll errors arose from entering the wrong selection criteria on the Calculate Payroll form, you may need to run Calculate Payroll with the correct selections only.)

Print and review the Pre‐Check Payroll Register immediately after calculating payroll to catch any payroll mistakes as early as possible.

If you have not yet printed and approved paychecks for the pay period when you discover the errors, you can correct the data for the affected employees, recalculate payroll for those employees only, and merge the recalculated data with the current unposted activity. Alternatively, you can erase the existing activity for the period and recalculate payroll for all employees.

Correcting payroll data can involve these tasks:

• Correcting employee information.

• Adding and correcting timecards.

• Recalculating payroll.

Reprint the Pre-Check Payroll Register

After recalculating payroll for any of your employees, regardless of whether you erase or merge with existing unposted activity, be sure to reprint the Pre‐Check Payroll Register.





Correcting Employee Information

You may need to recalculate payroll because of errors in your employees’ pay and tax information. If you discover this type of error after calculating payroll, you can correct the employee pay and tax information on the Employees form, and then recalculate payroll.

Adding and Correcting Timecards

If you determine that errors in your payroll data were caused by entering timecards incorrectly, you must first correct the timecard data before reprocessing your employees. The system retains timecard data for a pay period until you print and approve paychecks for the period.

Use the Timecards form to add or correct timecards.

For example, suppose that when you ran Calculate Payroll for the pay period, you forgot to record vacation time taken by the employee. As long as you have not printed and approved paychecks, you can reenter Timecards, add the accrual payment to the employee’s timecard, and then recalculate payroll for this employee only, using Calculate Payroll’s Merge option (explained in the following section), to correct the error in the unposted activity.

Recalculating Payroll

Be sure to correct employee records and timecard data, if necessary, before running Calculate Payroll to reprocess employees whose data contained errors.

When you attempt to calculate payroll using a pay period end date for which you have calculated payroll before, if you have not yet printed and approved the paychecks, the system displays a message box informing you that unposted activity exists. The dialog box contains three options, as follows:


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Merging with Unposted Payroll Activity for the Pay Period End Date

Use Calculate Payroll’s Merge option to add or reprocess employees and merge the new payroll data with the original payroll data.

For example, suppose that when you ran Calculate Payroll for the pay period end date, you omitted an employee from the payroll run. You can reselect Calculate Payroll, select the correct frequency and employee, choose the Process button, and then choose Merge when the dialog box shown above appears. The system merges the current payroll run containing the previously omitted employee with the existing payroll run.

When you recalculate an employee’s pay using the Merge option, Calculate Payroll replaces the employee’s data from the previous payroll calculation with the recalculated data. If no data exists for an employee from the previous payroll calculation (as in the example just given), the new payroll data is simply added to the unposted activity.





The system erases employee data for future pay period end dates too

Because recalculating an employee’s pay for a pay period can affect the tax calculations for any future payroll processing, when you select Merge, the system erases not only the current pay period run for an employee but any unposted payroll activity for the employee that uses a pay period end date later than the end date for which you are calculating payroll.

Erasing Unposted Activity for the Pay Period End Date

Use Calculate Payroll’s Erase option to delete unposted activity for the pay period end date and recalculate payroll for all employees who need to be paid in the pay period.

For example, suppose that when you ran Calculate Payroll for the pay period, you forgot to include earnings/deductions with a frequency of Weekly. You can run Calculate Payroll again, complete the form including the omitted earning/deduction frequency this time, choose the Process button, and then choose Erase when the dialog box shown above appears. The system erases the previous activity for the period and calculates payroll correctly for the pay period.

The system erases employee data for future pay period end dates too

Because recalculating payroll for a pay period affects employee tax calculations for any future payroll processing, when you select Erase, the system erases not only the current pay period run for all processed employees but all unposted payroll activity with a pay period end date later than the end date for which you are calculating payroll.

The Delete All button

The Delete All button at the bottom of the Calculate Payroll form provides a quick way to delete from the system all unposted activity for any pay period.

Removing an employee from payroll calculation

To remove the pay for an employee whom you have inadvertently included in a payroll calculation:

1. On the Employees form, select the record for the employee.

2. Turn off all earnings/deductions for the employee by setting Calculate? to No for each earning/deduction.

Printing and Posting Payroll Checks

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Processing Payroll

3. On the Calculate Payroll form, using the same pay period end date as you used in the original calculation, complete the Calculate Payroll form to recalculate payroll only for the employee who was inadvertently paid.

4. Choose Process.

5. When the Erase–Merge message box appears, select Merge from the dialog box to clear the employee’s unposted activity from the previous calculation and replace it with the new calculation.

Printing and Posting Payroll Checks Use the Payroll Checks icon to print payroll checks and stubs for all employees included in payroll calculation and to update your payroll records with the results of payroll calculation.

If you opted to create G/L batches automatically during payroll posting, approving the printed checks generates batches of payroll transactions for posting to the general ledger.

If you chose to generate G/L batches on request instead, Payroll Checks creates a holding file of transactions from which you can create batches using the Create G/L Batch form in the Periodic Processing folder.

Printing manual checks

You can also use the Payroll Checks function to print and post manual checks entered through the Manual Checks form.

To enable the printing of manual checks, you mark the Print Check box on the Manual Checks form. If you do not check the Print Check box in Manual Checks, the system assumes you have written the manual check by hand and are entering the manual check data “after the fact.” You post After the Fact (ATF) manual checks using the Post Manual Checks form.





What information prints on the check?

Besides the check number and date; employee name, number, address, and SSN (optional); and messages you define for the check run, Payroll also provides the following data on the printed check:

• Current and YTD earnings.

• YTD earnings subject to FIT.

• Current and YTD deductions.

• Current and YTD taxes.

• Current and YTD expense reimbursements.

• Current and YTD accruals.

• Current and YTD cash and noncash benefits.

• Current and YTD net pay.

• YTD earnings.

• Regular, overtime, and shift hours and total hours for the period (if available).

The following information is also available on the check for each earning/deduction (as long as you chose the Print Earning/ Deduction On Check option for the earning/deduction):

• Earning/deduction short description.

• Earning/deduction type.

• Earning/deduction hours.

• The Rate/Amt/Pct used in calculating the earning/deduction.

• The Pieces/Base upon which the earning/deduction is calculated.

• The amount of the earning/deduction.

• The YTD amount of the earning/deduction.


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• The balance remaining for each accrual and the balance due for each deduction set up to repay an advance.

When you approve the paychecks...

During posting of paycheck data, which occurs when you approve the pay checks, the system performs the following steps:

• For employees included in the current processing, carries over any employee accruals with carry‐over dates earlier than the pay period end date you entered on the Payroll Checks form.

• Deletes processed timecards that are not reusable. (If a timecard is designated reusable, the system deletes all earning/deduction dates and leaves other timecard data intact.)

• Deletes processed manual checks that you printed using the Payroll Checks form.

• Updates payroll records with the results of payroll processing.

• If you chose to create G/L batches upon posting in payroll, creates batches of G/L transactions for posting to the general ledger. If you chose to defer G/L batches, the system holds transaction data until you run Create G/L Batch.

Before Using

Before printing checks for the first time, you must set up the bank account on which you will draw payroll checks and configure the check stock and forms to use in printing the checks.

Configuring your bank account in Bank Services

1. On the Banks form in Bank Services, set up a bank account for Payroll and select the check form you want to use to print checks on that account.

• At the Stock Type field, select Combined Check and Advice.

• At the Check Form field, choose:

− UPCHECK1.RPT for laser printer checks.





− UPCHK1A.RPT is similar to UPCHECK1.RPT, except the check portion is ANSI‐compliant.

− UPCHECK2.RPT for preprinted dot matrix or laser checks.


− UPCHECK4.RPT for laser printer checks with two copies of the advice below each check.


− Your own customized check form.

For information about customizing your checks, refer to the Payroll document, “Customizing Printed Forms” (open the Windows Start menu, then choose All Programs, Sage Accpac, Online Documentation, US Payroll).

2. At the Advice Lines Per Page field, enter:

• 36 for UPCHECK1.RPT and UPCHK1A.RPT, laser printer checks.

• 42 for UPCHECK2.RPT and UPCHK2A.RPT, preprinted dot matrix or laser checks.

• 12 for UPCHECK4.RPT and UPCHK4A.RPT, laser printer checks with two copies of the advice below each check.

3. When you print payroll checks, you select a bank account, which causes the system to display the check form you chose for the account. You can use the default form or select any other check form that has been set up for the account.

Before printing checks each pay period, be sure you do all of the following:


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• Calculate payroll or, for manual checks you intend to print, process manual checks.

• If payroll exceptions occur, review the Payroll Processing Exceptions Report.

• Verify payroll calculation or manual check processing with the Pre‐Check Payroll Register. If necessary, correct data and recalculate payroll or reprocess manual checks.


• Set up the printer and load the check forms.

Notes

Use the lowest printer resolution

To optimize the speed with which the system prints your payroll checks, set your printer to the lowest resolution.

Multiple checks per employee per pay period

The system can generate multiple checks for an employee within one pay period. In order to accommodate this situation, you must enter a separate timecard for each check you want to print and check the Print A Separate Check box on each timecard.

Each pay period must generate its own check

Payroll does not allow you to combine pay data from multiple pay periods on one payroll check. You must generate a separate check for each eligible employee each pay period.

The check date The system uses as the check date the Check Date you entered on the Calculate Payroll form.

If you chose Use Check Date As Journal Entry Date on the Integration tab of the Payroll G/L Integration form, the system associates the check date with transactions posting to G/L expense and employer liability accounts as well as with transactions posting to the bank and employee liability accounts.





Restarting Payroll Checks

If the Payroll Checks processing is interrupted for any reason (for example, you close the form after indicating that checks did not print successfully), when you reopen the form, the system displays a message informing you that it is restarting Payroll Checks.

The Payroll Checks form appears with the information you entered during the interrupted session. To modify any of the fields on the Payroll Checks form, you must delete the Restart record in Administrative Services’ Restart Maintenance form. Refer to Chapter 8, “Working with Restart Records,” in the System Manager Administrator Guide for more information about restart records.

How to Use

From the Payroll Transactions folder, choose Payroll Checks. A form appears prompting you for the pay period end date through which you wish to print payroll checks, for the bank account on which you will draw the checks, for any messages to appear on the checks, and whether to print full or summary details.

Completing the Payroll Checks Form


The Payroll Checks form prompts you for the pay period end date through which to print and post payroll checks.

When you enter the date, the system searches for unprinted checks with pay period end dates earlier than or equal to the pay period end


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date you enter. If it finds checks, you complete the remaining fields on the form. If it finds none, it will display a message to inform you.

Printing direct deposit paycheck advices

If you use the EFT Direct Payroll feature (for direct deposit), choose (in the field next to the Pay Period End Date) whether to print all checks, EFT checks only, or non‐EFT checks. The term Non‐negotiable prints on the check portion of an EFT paycheck advice.

The payroll bank account

At the Bank field, enter the bank account on which employee pay amounts will be drawn. To have a bank code always appear automatically in the Bank field, set up the default code on the Processing tab of the Options form (Setup folder).

The bank accounts you use must be entered first in Bank Services. Note that the bank’s statement currency must be the same as the payroll currency.

Level of check detail

At the Level Of Detail To Print On Check field, you can choose between the following options:

• Earnings/Deductions in Full Detail. This option prints a separate line on the check stub for each entry of an earning/deduction on a timecard during the pay period covered by the check.

• Earnings/Deductions Summarized by Type and Rate. This option summarizes multiple earning/deduction entries of the same type (cash, noncash, reported tips, salary, and so forth) and at the same rate ($10 per hour, for example) in a single line on the check stub.

Messages 1 and 2 You can enter two lines of messages, using up to 60 characters apiece, that will print on the paychecks.

Employee paycheck sort orders

The Payroll Checks form allows you to sort paychecks by:

• Employee Number

• Employee Name

• Class





• Period End Date

• Check Date

If you choose to sort by class, period end date, or check date, you can then choose an additional sort order: employee number or employee name. If you choose to sort by class, you must specify the class.

Print SSN If you want employees’ social security numbers to print on paycheck stubs, choose the Print SSN check box; otherwise clear the check box. (The default setting is from the Payroll Options setup form.)

Choose the Print/Post button

When you complete the fields on the Payroll Checks form, choose the Print/Post button to proceed.

The system prepares the check data for printing and then displays the Print Checks form.

Completing the Print Checks Form

Specify the check stock code

At the Check Stock Code field, enter the code for the check stock you will use to print this run of payroll checks. You set up your check forms on the Banks form in Bank Services.


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Enter the next check number and the number of leading checks

You specify the number of the first check in the series (the system defaults the number you entered for the check stock in Bank Services). If you wish to print one or more alignment checks before check numbering begins, enter the number of leading, or alignment, checks to print.

Specify the check/advice form

At Check/Advice Form, enter the name of the form file you will use to generate paychecks (the system defaults the form file you configured for the check stock in Bank Services). You can choose the Browse button to find and select another check format to use for printing paychecks.

All the employees for whom check data exists appear on the Print Checks form. Because you have not yet printed checks, the Check Status is Not Printed and the Check Number is 0 for each employee.

After printing, the system changes the Check Status for each check to Printed and displays each check number.

Show or hide printed checks

You can choose whether to show or hide the printed checks in the grid.

Select Reprint Range

If any checks print incorrectly, you can choose the Select Reprint Range button to select a range of check numbers and change the Check Status of the incorrect checks back to Not Printed. You can then reprint them.

Approving the checks

When you approve the paycheck run, the system posts the check data.

Creating G/L Transactions

If, on the Integration tab of the Payroll G/L Integration form, you chose Create G/L Transactions During Posting, the system generates G/L transaction batches when you approve paychecks. If you use Sage Accpac General Ledger, the G/L transaction batches are created in the General Ledger application.

If, on the Integration tab, you chose Create G/L Transactions On Request Using the Create G/L Batch Icon, the system maintains the





G/L batch data until you choose to create the batches on the Create G/L Batch form.

Payroll check source code

The system assigns UP‐SC as the source code for G/L transactions resulting from payroll checks.

Allocating taxes If you use cost center overrides, the system posts employee taxes to the cost centers in which the employee’s taxable wages were earned. The accounts overridden depend upon whether you override expense accounts only or expense and liability accounts.

If you do not use Sage Accpac General Ledger

If you do not integrate Payroll with General Ledger, the system generates Payroll G/L transactions in the form of a CSV (comma‐separated values) file, which you can import into the general ledger you use.

• If you chose in Payroll G/L Integration setup to create G/L transactions during posting, when you print and approve paychecks the system produces a UPGLTRAN.CSV file of payroll data, to which you append subsequent payroll runs. The UPGLTRAN.CSV file is created in the COMPANY subdirectory of the directory in which you installed Sage Accpac ERP.

• If you chose in Payroll G/L Integration to create G/L transactions on request using the Create G/L Batch form, the system creates the CSV file when you run Create G/L Batch.

The posting sequence number

When you post (approve) payroll checks, the system generates a posting sequence number. All transactions posted during the same session share the same posting sequence number, which prints on the Payroll Register.

You can include posting sequence numbers in the information sent to the general ledger if you choose Posting Sequence on the G/L Integration form.

Posting unemployment liability

When you approve payroll checks, the system posts the unemployment liability amounts resulting from payroll calculation, for each taxing authority.

Generating the EFT File

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After Using

To verify that the system updates data accurately, print the following reports:

• The Payroll Register to verify that the payroll data was posted correctly.

• The General Ledger Batch Listing, if you create G/L batches during posting, or the Payroll G/L Transactions List, if you defer creating batches, to verify the G/L transactions resulting from payroll posting.

• If necessary, see the section “Reversing Checks” later in this chapter for information about reverse‐posting erroneous checks.

Generating the EFT File This section applies to you only if you use the EFT Direct Payroll feature.

If you have set up your Payroll system for direct deposit, as described in Chapter 3 of the Payroll Getting Started manual, you can choose, on the Calculate Payroll form, to generate EFT paychecks (that is, paychecks to be directly deposited to employees’ bank accounts).

After you post the paychecks (using the Payroll Checks form), use the Generate EFT File form to put the processed paychecks data to a file. Then submit the file to the Company’s bank, which handles the direct depositing.

You can also use the Generate EFT File form to:

• Generate a pre‐notification file, without having to run Calculate Payroll and Payroll Checks. You can check the test file before you generate the actual file for submission.

• Regenerate a file to replace a past file.





If you have completed the EFT Combine form in the Setup folder (see the section on setting up for EFT file combining in Chapter 3 of the Payroll Getting Started manual), you can use the Combine EFT Files form in the Transactions folder to combine EFT files, as described later.

How to Use

1. From the Payroll Transactions folder, choose Generate EFT File.

2. In the EFT File Type field, select:

• Original, if generating a file for the first time for a new payroll run. Payroll automatically assigns a number to the file that it creates. This number is known as the EFT Run Sequence Number, and helps you identify the file, for example, when you want to regenerate (replace) the file.

• Replacement, if generating a file to replace a past one. In the EFT Run Sequence field, use the Finder to choose the file you want to replace.

• Pre‐notification, if generating a test file. This file will contain employees who are designated for direct deposit, but their paycheck amounts will be zero.

3. In the Company EFT Bank field, use the Finder to select the company’s bank ID as it was entered in the Bank field of the EFT Options form.


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4. Specify the range of employees to include in this file, by entering the From Employee and To Employee fields, or by choosing a Selection List that you had created.

5. Specify the range of period end dates to include in this file. For example, if you specify 09/15/2004 to 10/15/2004, then all paychecks with an end date within that range will be put in the file.

6. In the Effective Entry Date section, specify the date you want the bank to release the funds in order to pay your employees. You can choose the Use Employee Check Date option. Or, to use another date, choose Use Default Funds Available Date, and then enter the Default Funds Available Date.

7. In the Local File Path field, enter the location where the file will be created. Do not include the file name, since Payroll automatically names the file as UPDIRECT.

8. In the File Creation Date, enter a date that meets the bank’s requirements. Refer to the bank’s specifications.

9. You need not change the File Creation Number. The system updates it, and uses it for naming the file when it creates the file for history (see the note on “File History” at the end of these steps).

10. Complete the following fields:

File ID Modifier. The file ID modifier allows for multiple files to be created on the same date. Only upper case A‐Z and numeric 0‐9 are permitted. So, if you send more than one file—for example, one for division A and one for division B—then the characters A and B or a similar unique code would be required. Otherwise, the bank sees the second file as a duplicate and will reject the file upon receipt.

Some banks will require a specific pre‐defined code; therefore, you should confirm the procedure with them.





Entry Description. Enter the purpose of the entry to be displayed back to the Receiver; for example, REG.SALARY.

11. Click Process to start the file generation. The system will inform you of any problems.

12. When the file is successfully generated, the EFT Direct Deposit report appears. Print the report now, or print it later from the Payroll Transaction Reports folder.

13. The program will create a text file called UPDIRECT.xxx (where xxx is the file extension you specified in the EFT Options settings). You can view the file using a text‐editing program, such as Notepad.

Once the file generation is completed, you can submit the file to the bank. If you have created several EFT files for a bank, and want to combine them, see the next section, “Combining EFT Files.”

File history A complete history of all UPDIRECT files created is kept by the system, under Sage Accpac\Company\CompanyID\Payroll.

The file name is UPDI+File creation #.BankID (italicized items are variables). For example, for Sample Company Inc. with the bank PRBANK: If a file is generated with the file creation number 0012, the file would be:

Sage Accpac\Company\SAMINC\Payroll\UPDI0012.PRBANK

Keep this in mind as you may want to erase files at some point to save hard disk space.

Combining EFT Files

If you have completed the EFT Combine form in the Setup folder, and have generated more than one EFT File, you can use the EFT Combine File form to combine the files into a single one before submitting it to the bank. This form is only available in the company that is the EFT Administrator.


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To set up for EFT Combine, see the section on setting up for EFT file combining in Chapter 3 of the Payroll Getting Started manual.

To combine EFT files:

1. From the Transactions folder, choose Combine EFT Files.

2. In the Company EFT Bank field, use the Finder to select the bank.

3. In the Files Created From/To fields, enter the creation dates of the files you want to combine.

You can use the calendar icon next to the fields to select dates. Payroll will search for the EFT files that match the date range that you specify in these fields, and display them in the grid of the Combine EFT Files form.

4. If you want to view only files that have not been used in the combine function, select the Unprocessed Files Only option.

Go button 5. Click the Go button (or press F7).





Payroll generates a file creation number and shows a list of EFT files in the “Select EFT Files to Combine” field that reflects the criteria you chose.

6. Select (double‐click) the files that you want to combine. Or, use the Select All button to select all the files in the list (this changes all the values in the Combine column to Yes).

To deselect all the files in the list (that is, change all the values in the Combine column to No), click the Deselect All button.

7. In the Local File Path field, specify where the combined file will be located. You can accept the default location, enter a new location, or use the Browse button to navigate to a new location.

The first time you use Combine EFT Files, the default location is C:\. Afterwards, Payroll defaults to the last location where a file was saved.

8. Click the Combine button.

Payroll displays a message to show you the name of the file created and the EFT files that are included in it.

Payroll generates two copies of the combined file:

− One is saved to the directory that you specified earlier in the Local File Path field. The file is ready to be transferred to your bank.

− The other is automatically saved to the Sage Accpac\Company\CompanyID\Payroll folder, which contains a history of EFT files generated by Payroll. (CompanyID is the ID of your company database; for example SAMINC.)

Each time you create an EFT combine file, the database is updated with a list of combine files.

Entering Manual Checks

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If you create an EFT combine file with the same number as a file that already exists, the existing file will be overwritten without warning.

9. (Optional) Print the EFT Combine History report.

Submitting the EFT File

After you generate the EFT file, submit the file to your bank. Contact your bank or refer to their publications to determine their submission procedures. Your bank’s EFT (Electronic Funds Transfer) guideline book and communications package manual should provide all the information necessary to submit files and validate the process.

Entering Manual Checks The Manual Checks function provides a way to enter payroll data into Sage Accpac Payroll without generating a paycheck, although you can print manual checks through the system if you choose to. Manual checks you write outside the system are referred to as “after the fact” (ATF) checks because you generally enter the manual check data after you have written and issued the check.

You enter all the check face information. When you process the check, the system calculates and records “behind‐the‐scenes” information such as employer tax liabilities and contributions associated with the earnings, benefits, deductions, taxes, and so forth on the check face.

After-the-fact checks

You enter manual check data on the Manual Checks form. If you do not check the Print Check box on the form, the system assumes you are generating the manual check outside the system. In these after‐the‐fact situations, you process the manual check and then post it using the Post Manual Checks form.

You might want to issue a manual check, for example, when an employee leaves the job suddenly and must be paid, or when





amounts are entered incorrectly during payroll processing and you must correct an employee’s pay. You can enter as many after‐the‐fact manual checks per employee per pay period as you need.

To-be-printed checks

If you want the system to print the manual check, you indicate this by checking the Print Check box on the Manual Checks form. After processing manual checks you intend to print, you use the Payroll Checks form to print and post them.

If you use Project and Job Costing

If you use Sage Accpac Project and Job Costing, you can enter job‐related information (such as allocating payroll costs to jobs) for earning/deduction detail lines of the Manual Checks form.

You can enter multiple to‐be‐printed manual checks per employee per pay period if the check date for each check is unique. If you need to enter more than one to‐be‐printed manual check with the same date for an employee in a pay period, you can process, print, and post the first one, and then you can enter another using the same pay period end date and the same check date, if you wish.

The information you enter on after‐the‐fact manual checks is cleared when you post the checks in the Post Manual Checks form. Printed manual checks are cleared when you print and post them from the Payroll Checks form.

Before Using

Before entering manual checks, you must complete the following setup tasks:

• Set up or modify payroll options. Be sure to specify the maximum annual number of part‐time hours, if it applies.

• Add all the earnings/deductions used to calculate employees’ pay. Verify that any annual and period minimums and maximums and the start, end, and carry‐over dates for each earning/deduction are correct.

• Add or update workers’ compensation groups and codes.


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• Activate all federal and state taxes and add or modify any local or custom taxes used to calculate employees’ pay. Verify that percentages (when applicable), calculation base, G/L distribution set, and annual and period minimums and maximums for each tax are correct.

• Add all employee records and verify that employee earning/deduction and tax assignments are up‐to‐date. Be sure you have entered the correct start, end, and carry‐over dates for all employee earnings/deductions.

Importing manual checks

You can also add manual checks to Payroll by importing them from non‐Sage Accpac applications. See Appendix B, “Importing and Exporting,” in this manual for information.

Notes

Practicing with sample data

Before using your own data, you can practice using the Manual Checks Form with sample data by doing the tutorial for Payroll in the Sage Accpac Workbook.

To find the Workbook: From the Help menu of the Sage Accpac ERP desktop, select Online Documentation, then System Manager.

You cannot calculate payroll for an employee with a manual check

There are no restrictions on entering and processing manual checks. You can enter and process a manual check for an employee who has an active timecard within the system, even if the pay period end date on each is the same.

You cannot, however, calculate payroll for an employee for whom a manual check exists, unless the manual check has a pay period end date earlier than your payroll calculation period end date and has been processed.





Employee or employer amounts on manual checks

For accruals, advances, earnings, deductions, and expense reimbursements, you enter employee amounts only; for cash benefits, you enter employer amounts. For noncash benefits that you want included in the processing of the manual check (for tax purposes, for example), you enter employer amounts.

Entering two-sided deductions onto a manual check

If you enter onto a manual check a deduction that has an employer side, the system draws the employee information for the deduction from the manual check and draws the employer information, including the G/L distribution accounts for the employer portion, from the deduction and employee records.

The employer portion of a two-sided deduction is calculated only once...

Unless a deduction’s employer calculation method is Percentage of Employee Contribution, Process Manual Checks will calculate the employer side of a two‐sided deduction only once regardless of the number of times the deduction is entered onto a manual check.

The system calculates the employer portion during processing of the last occurrence of the deduction on the manual check. If the deduction’s employer calculation method is Percentage of Employee Contribution, the system calculates the employer portion for each occurrence of the deduction on the manual check.

No overtime calculations

The system does not calculate overtime or shift differential wages for a manual check. You calculate the overtime and shift differential wages and enter the hours and rates or enter the amounts in the Extended Amount column.

Tracking ceilings When you enter a manual check for an employee, the system records the wage amounts that are subject to Social Security, Medicare, or any other tax or earning/deduction for which wage ceilings have been established.

If you enter multiple manual checks for the same employee, the system records the cumulative wage amount so that when the taxable wage or earning/deduction ceiling is reached, no further tax or earning/deduction amount is calculated.

If you delete a manual check, the employee wages subject to a tax or earning/deduction are deducted from the totals recorded by the


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system. The system does not recalculate amounts already recorded for any subsequent manual checks unless you modify the earnings entered on one or more of the checks.

Making manual checks inactive

Once you have processed a manual check, you cannot “turn off” the manual check’s Active switch.

Cost center distribution

You can distribute an earning/deduction to multiple cost centers. To do so, repeat the earning/deduction entry for each cost center to which it should post, apportioning the total amount or hours among the cost centers. The sum of all your entries should equal the earning/deduction total.

See the section “Entering Cost Center Overrides onto the Manual Check” later in this chapter for information about manual checks and cost centers.

How to Use

To enter manual checks, choose Manual Checks from the Transactions folder.





You do not have to enter all manual checks for the pay period in one session; you can save your entries, close the Manual Checks form, and then reopen the form later to enter more manual checks or to finish incomplete ones.

Note that the Optional Fields tab appears only if you use the Sage Accpac Transaction Analysis and Optional Field Creator product.

To add a manual check

To add a manual check:

The following provides an overview of the steps. For more details on the steps, read the topics that follow after the steps.

1. Enter the number of the employee for whom you are adding the manual check.

2. Complete the fields at the top of the form.

3. Enter earning/deduction, tax, and G/L segment information.

4. Enter optional fields, if you use them.

5. Choose Add.

To modify a manual check:

To modify or delete a manual check

At the Employee Manual Check field, use the Finder or navigation buttons to select an existing manual check. Or, enter the number of the employee and either select the after‐the‐fact check from the Finder box at the Check Number field or enter the dates for a to‐be‐printed check.

Then edit the appropriate fields and choose Save.

If you change one of the key fields other than the Employee number (such as the check date, check number, check stock, or period end date) on an existing manual check, Payroll gives you the option to:

• Start a new manual check.

• Start a new manual check and copy the details from this manual check.


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• Change the current manual check.

To delete a manual check:

To delete the check, choose the Delete button and then confirm the deletion.

Completing the Fields at the Top of the Manual Checks Form

Do you want to print the manual check?

Print Check. Select the Print Check box if you want to print this manual check using the Payroll Checks form. If you check the Print Check box, the Check Number, Bank, and Check Stock fields become unavailable for edit on the form; you enter that information when you print the check.

Entering the manual check number

Check Number. The Finder at the Check Number field includes after‐the‐fact manual checks for the employee number you entered. (A manual check you intend to print in Payroll is assigned the number 0 until you actually print it in the Payroll Checks form and does not appear in the Finder.)

The Bank field Bank. At the Bank field, enter the code for the bank account upon which you draw the after‐the‐fact manual checks. To have a bank code always appear automatically in the Bank field, set up the default code on the Processing tab of the Options form (Setup folder).

You must set up all bank accounts you use for payroll in Bank Services. Note that the bank’s statement currency must be the same as the payroll currency.

The Check Stock field

Check Stock. In the Check Stock field, enter the check form you used to write the after‐the‐fact manual check. To have a check stock code always appear automatically in the Check Stock field, set up the default code on the Processing tab of the Options form (Setup folder).

You set up the check forms when you set up bank accounts in Bank Services.





The pay period start date

Period Start and End Dates. If you process payroll for employees in a state such as California that requires the reporting of pay period start dates, the Pay Period Start Date field allows you to specify the start date for the pay period covered by the manual check.

Uses for the pay period end date

The system compares an earning/deduction’s start and end dates to the period end date you enter on the manual check to determine whether the earning/deduction is eligible for entry.

To be eligible, an earning/deduction’s start date must be the same as or earlier than the period end date. The earning/deduction’s end date must be the same as or later than the period end date.

The period end date is also used to determine whether vacation, sick, and compensatory time carry‐over dates have been reached.

Unless you chose to use the check date as the journal entry date on the Payroll G/L Integration form, the system uses the pay period end date when posting to expense and employer liability accounts.

The check date Check Date. The system uses the check date to select the correct tax table to use in processing taxes and to determine when posted totals should be included in the 941 Report and other tax and earning to‐date reports.

If you chose Use Check Date As Journal Entry Date on the Integration tab of the Payroll G/L Integration form, the system associates the manual check date with transactions posting to G/L expense and employer liability accounts as well as with transactions posting to the bank and employee liability accounts.

Description Description. Enter a description of the manual check.

The Times Late field Times Late. In the Times Late field, enter the number of times the employee was late to work during the pay period. The system updates the Times Late field in the employee record with the entries you make in the field on the employee’s manual check.


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Active manual checks

Active. By checking the Active box, you indicate that the system can process the manual check. The system bypasses inactive manual checks when you process manual checks.


Job Related. If you use the Sage Accpac Project and Job Costing program, and you want to enter job information for earnings/deductions, select the Job Related check box.

When you select this option, you will be able to enter the Jobs field for each earning/deduction detail line that qualifies for Project and Job Costing.

For details about this field, see the section “Entering Job Information,” earlier in this chapter.


Entering Earnings/Deductions onto the Manual Check

Two ways to enter earning/deduction

You can enter employee earnings/deductions onto the Earnings/Deductions tab of the Manual Checks form in a couple of ways:

• You can enter earnings/deductions, one per line, in the entry grid. Each entry line scrolls to the right as you complete a field and press the Tab key.

Moving and resizing columns

You can change the order of the columns by clicking and dragging the column headings. You can resize column widths by clicking and dragging the vertical lines between columns.

For information about moving, resizing, or hiding columns on the form, read the appendix “Using a Mouse or Keyboard,” in the System Manager User Guide.

• You can change the earning/deduction entry grid to a single‐entry format by highlighting a line in the grid, and pressing F9 on the keyboard. You can then tab through the fields





in single‐entry format from top left to bottom right, or you can use the mouse to select fields for data entry.

Employee earning/deduction defaults

When you enter an employee earning/deduction onto a manual check, the system defaults as much information as possible from the Pay tab of the Employees form.

On the manual check, several fields display defaults (where applicable to the earning/deduction), such as: Hours, Rate/Amt/Pct, G/L Distribution Code, Regular Expense, Employee Liability, Overtime Expense, Shift Expense, Advances Receivable, WCC Group, Workers’ Compensation Code, and Work Classification. You can accept the default entries or override them.

The G/L accounts displayed on the timecard are those associated with the G/L distribution code entered on the Employees Pay tab plus the employee’s segment overrides, if any.

You can override the default at any of the Manual Check fields.

The type of pay Type. When you enter an accrual, in the Type column you indicate whether your entry is a payment or an accrual. When you enter an Hourly Rate, Flat, or Fixed earning, you indicate whether the employee worked regular, overtime, or shift hours.

Accrual and earnings dates

Date. You can enter a date for compensatory time accruals, any accrual payments, and employee earnings that use the calculation methods Flat, Fixed, Hourly Rate, Piece Rate, and Sales Commission Table.

Entering earning/ deduction hours

Hours. You can enter the hours associated with any accrual that does not use the Percentage Of Base calculation method, an accrual payment, or an earning that uses the Hourly Rate, Flat, Fixed, Piece Rate, or Sales Commission Table calculation method. (Enter hours for Piece Rate and Sales Commission Table earnings if you use the hours for these types of earnings in the calculation base of another earning/deduction.)


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At the Hours field for earnings, the system defaults the number of hours you entered for the earning/deduction in the Default Hours field on the Employees Pay tab.

If you exceed the maximum annual part-time hours

If you enter hours for a part‐time employee that exceed the number of allowable part‐time hours you entered in Payroll Options, the system issues a warning.

Entering the earning/deduction pieces or sales base

Pieces/Sales/Base. If you are entering an earning/deduction that uses the Amount Per Hour, Piece Rate, Percentage Of Base, or Sales Commission Table calculation method, in the Employee or Employer Pieces/Sales/Base column (depending upon the type of earning/ deduction you are adding), enter the number of pieces or the base hours, wages, or sales used to calculate the amount of the earning/deduction.

You also enter a wage base for Reported Tips earnings.

Rate/Amt/Pct columns

Rate/Amt/Pct. The hourly rate, dollar amount, or percentage in the Rate/Amt/Pct field on the manual check defaults from the Rate/Amt/Pct field on the Employees Pay tab.

The system multiplies the amount, rate, or percentage by the number of hours worked, the sales or wage base, the number of pieces, or any other unit dictated by the calculation method, to compute the total amount of the earning/deduction for the period.

Extended Amount column

Extended Amount. In the Extended Amount field, the system displays the full amount of the earning/deduction (either the flat amount or the product of the rate, amount, or percentage times the hours, pieces, or base).


G/L Account fields. In the G/L account fields on the Manual Checks form, the system defaults the account numbers you associated with the employee earning/deduction via the distribution code.

If you use cost center overrides, the system replaces G/L account segments with the employee earning/deduction‐specific segment codes from the Pay tab of the Employees form.





During manual check entry, you can override G/L accounts, or segments of the G/L accounts, in two ways:

• Type the account number you want to post to in the earning/deduction grid.

• Choose the Segments button and, on the Cost Center Override form that appears, enter alternate segment codes for the segments you want to replace.

Overriding workers’ compensation and work classification information

WCC Group, Workers’ Comp. Code. You can override the default workers’ compensation group/code for each manual check entry with any other workers’ compensation group/code that you have set up in your Payroll system.

Work Classification. You can also assign a different work classification code.

Entering job information to be transferred to Project and Job Costing

Jobs. If you use the Sage Accpac Project and Job Costing program, and you have selected the Job Related check box on the top part of the manual check, you will be able to enter job‐related fields for each earning/deduction detail line that qualifies for Project and Job Costing.

For details about these fields, see the section “Entering Job Information,” earlier in this chapter.


Optional Fields. If you use the Transaction Analysis and Optional Field Creator product and you want to assign optional fields to the earning or deduction, double‐click the Use Optional Fields column to open the Optional Fields entry grid. You must have already defined optional fields, as described in Chapter 3, “Setting Up Payroll,” of the Payroll Getting Started manual.


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1. On the Optional Fields entry grid, enter or change optional field information, as you require.

• You can enter different values for the optional fields, if you wish. For a discussion of default values, see “Optional Field Default Values” in Chapter 2 of the Getting Started manual.

If an optional field requires validation, you must enter a value that is specified for the optional field in Common Services. (If the optional field allows a blank, you can leave the field blank.) Otherwise, you can enter any combination of characters that is consistent with the type of field (text, amount, date, and so on).


• To add a different optional field, press Insert on the keyboard, then use the Finder to select the code for the optional field you want to use. Note that you can select only optional fields that you set up previously for manual check earnings/deductions, using the Optional Fields setup form.

2. When you are finished, click the Close button to return to the previous form.





Additional notes about entering earnings/deductions:

Entering earnings/ deductions and taxes that have met either the period or annual maximum

If you attempt to enter onto a manual check an earning/ deduction or tax that has already reached its maximum for the period or for the year, the system displays a warning. If the entry you are making is correct, you may want to adjust the period or annual maximum in the Earnings/Deductions or Taxes form.

The system calculates and displays manual check totals

For validation during entry, the system totals and displays the employee’s gross and net pay; earnings, deductions, and taxes; regular and shift hours; and paid and accrued vacation, sick, and compensatory time hours. It also totals and displays paid and accrued vacation, sick, and compensatory time amounts.

The totals displayed at the bottom of the form reflect the amounts entered for that manual check only.

Vacation, sick, and compensatory time entries

You can enter a manual check to record the compensatory time an employee earns and to override the automatic accruals of vacation and sick time for a pay period. You also enter a manual check to pay an employee for vacation, sick, and compensatory time taken.

If you enter a payment of vacation, sick, or compensatory time that exceeds the employee’s available balance, the system displays a warning. The system also warns you if you make a vacation, sick, or compensatory time entry during a pay period in which the vacation, sick, or compensatory time carry‐over date is reached.

Entering Taxes onto the Manual Check

The Taxes tab To enter tax withholdings on the Manual Checks form, choose the Taxes tab.


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All of an employee’s taxes appear

On the Taxes tab of the Manual Checks form, all of the employee’s taxes with an employee withholding appear. You enter only the employee portion of the tax from the manual check. Process Manual Checks calculates the employer side, if any.

Entering Earned Income Credit

Be sure to enter amounts representing earned income credit in the Withholding column as negative numbers.

Weeks worked subject to the tax

If you are overriding an Amount Per Hour or Percentage Of Base tax that is calculated by the week rather than on an annualized basis, enter the number of taxable weeks worked for the pay period.

Annualization In the Annualization column, enter the factor by which wages subject to the tax are annualized. For example, if you are overriding a tax that is applied to the wages of a weekly employee, enter 52 as the factor by which weekly wages are annualized.

If you are entering any unusual earnings on an employee’s manual check (for example, paying two weeks of salary to a weekly





employee), be sure to adjust the annualization factor (to 26 in the example just given) to reflect the unusual earnings.


If you use the Transaction Analysis and Optional Field Creator product and you want to assign optional fields to the taxes, double‐click the Use Optional Fields column to open the Optional Fields entry grid. You must have already defined optional fields, as described in Chapter 3, “Setting Up Payroll,” of the Payroll Getting Started manual.

To view, add, or edit optional fields for a tax, follow the previous instructions for entering optional fields for an earning/deduction on the manual check, replacing the term earning/deduction with tax.

Entering Cost Center Overrides onto the Manual Check

The Cost Center Override form is available if you use cost center overrides in your payroll system. This form provides one more opportunity, before processing, for you to override segments of the accounts to which payroll totals will post.

The Cost Center Override box

To make the Cost Center Override box appear in the Manual Checks form, choose the Segments button at the bottom of the Earnings/Deductions tab.

How manual check cost center accounts are overridden

To arrive at the accounts displayed for a given earning/deduction in the Manual Checks earnings/deductions box, the system begins with the G/L base accounts associated with the distribution code you assigned to the employee earning/deduction.

If you defined payroll cost center segments for your company, the system then replaces segments of the G/L expense and/or liability distribution accounts with employee‐specific segments (which you entered on the Cost Center tab of the Employees form).


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Next, on the Employees Pay tab, you were able to go a step further and override the employee‐specific segment codes with codes specific to the employee earning/deduction.

If you entered employee earning/deduction overrides, the system applies those overrides to the G/L distribution accounts and displays the resulting G/L accounts on the employee’s manual check, where you can modify the accounts yet again. (If you do not set up override segments for the employee earning/deduction, the system posts to the G/L expense and liability distribution accounts.)

To override G/L segments

Highlight the earning/deduction entry for which you want to modify G/L account segments, and choose the Segments button. Enter the manual check overrides.

The overrides are applied to each account in the distribution set for the highlighted earning/deduction and must result in valid G/L accounts. To change the cost center for other earnings/ deductions on the timecard, you must highlight each in turn, choose the Segments button, and enter the overrides.

Press Insert after overriding segments

To continue adding earnings/deductions onto the manual check after applying segment overrides, press the Insert key when you reach the last column of the current earning/deduction entry.

Assigning Optional Fields on the Manual Check

If you use the Transaction Analysis and Optional Field Creator product and you want to assign optional fields to this manual check, click the Optional Fields tab.





Optional fields that you set up for automatic insertion in manual checks automatically appear on this tab, along with their default values. For information about setting up optional fields before you use them here, see the section “Setting Up Optional Fields,” in Chapter 3 of the Payroll Getting Started manual.






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Use the Finder

Optional Field and Description. Use the Finder to select the optional field codes you want to use with this manual check.




Value and Value Description. Enter or select the value for this manual check.



After Using

• To verify entries, print the Manual Checks Report (from the File menu of the Manual Checks form, choose Print).

• To process manual checks, run Process Manual Checks.





Processing Manual Checks Use the Process Manual Checks form to produce the payroll data (including current and YTD earnings, deductions, benefits, accruals, advances, expense reimbursements, and taxes) that support after‐the‐fact manual checks and to print manual checks if necessary.

The program processes manual checks based on information you enter on the Manual Checks form and information you set up in the Earnings and Deductions, Taxes, and Employees forms.

For each manual check processing run, you choose the period end date for the manual checks you want to process. The program produces a file of processed manual check data that is used to print the checks, if required, and, upon posting, to update payroll totals, produce the Payroll Register and other transaction reports, and generate batches for posting to the general ledger.

If you discover an error after processing an employee’s manual checks, you can use the Manual Checks form to correct the manual check and then reprocess it. The results of the second manual check processing replace the results of the first. You can process manual checks multiple times within a pay period. If you enter and process additional manual check data for an employee after posting an earlier manual check for the employee, however, the results of the second processing are added to the results of the first.

While payroll calculation does not allow you to calculate payroll for an employee who has a manual check, you can process a manual check for an employee who has active timecards, even if the pay period end dates entered on the manual check and on the timecards are the same.


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Before Using

• Enter manual checks.

• Print the Manual Checks Report and, if necessary, correct any manual check errors.

• Back up payroll data.

Notes

Manual check processing and the 941 Report

Before processing manual checks, the system determines whether you have already printed and approved the 941 Report for the quarter to which the results of the manual check processing will post. If the system detects that the 941 Report has been printed and approved for the quarter, it displays a warning message informing you of the situation.


In the Period End Date field, the system defaults the session date you entered in the Open Company dialog box when you started Sage Accpac ERP. Be sure to enter the correct pay period end date. The system processes only those manual checks that have the pay period end date you enter here.

The pay period The Period field, which is optional, can help you track pay periods. You can enter any number in this field.

Inactive checks are not processed

The system does not process inactive manual checks (manual checks for which you checked the Inactive box) for any employee.

The calculation sequence number

Manual checks processing generates a calculation sequence number that is stored by the system and prints on the Pre‐Check Payroll Register and the Payroll Register. All manual check transactions that are processed together share the same calculation sequence number.

You can include calculation sequence numbers in the information sent to the general ledger if you choose Calculation Sequence on the Payroll G/L Integration form.





Correcting manual check data

To correct manual check data before posting it, correct the erroneous manual check and reprocess it. The corrected processing data replaces the erroneous data.

How to Use

From the Transactions folder, choose Process Manual Checks.

If you use the Transaction Analysis and Optional Field Creator product, an Optional Fields entry grid appears, which enables you to assign optional fields to the Process Manual Checks run. You must have already defined optional fields, as described in Chapter 3, “Setting Up Payroll,” of the Payroll Getting Started manual.

Optional fields that you set up for automatic insertion in Payroll Processing automatically appear on the Process Manual Checks form, along with their default values.





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Use the Finder

Optional Field and Description. Use the Finder to select the optional field codes you want to use with this manual check.




Value and Value Description. Enter or select the value for this manual check processing.



After Using

• Print the Payroll Processing Exceptions Report and the Pre‐Check Payroll Register to verify that the payroll data was processed correctly. (Although you’ve already written after‐the‐fact manual checks, the Pre‐Check Payroll Register allows you to verify your data entry against the check before you post the data. If you discover errors, you can reprocess corrected manual checks.)





• Back up payroll data.

• To post manual checks you produced outside the system and entered after the fact, use the Post Manual Checks form.

• To print and post manual checks for which you marked the Print Check box, use the Payroll Checks form.

Printing the Payroll Processing Exceptions Report The Payroll Processing Exceptions Report lists error conditions that the system encounters during processing. For example, on the Manual Checks form, you may have entered a G/L account that has been set to Inactive or you may have entered a cost center override that results in an invalid G/L account.

If the system informs you that exceptions were noted during processing, be sure to print the report and, if necessary, correct the exceptions. You can print the exceptions report immediately after processing manual checks or by using the Payroll Processing Exceptions icon in the Payroll Transaction Reports folder. The next time you process manual checks (or calculate payroll), the system clears the contents of the existing exceptions report.

Posting Manual Checks This section discusses using the Post Manual Checks form to post manual checks that you produced outside of Sage Accpac Payroll and entered after the fact (ATF).

Post Manual Checks posts the results of ATF manual check processing within payroll and, optionally, generates transaction batches for posting to the general ledger. (If you chose not to generate G/L batches automatically upon posting in payroll, you must use the Create G/L Batch form to generate transaction batches.)


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During posting of manual check data, the system performs the following steps:

• For employees included in the current processing, carries over any employee accruals with carry‐over dates earlier than the pay period end date you enter on the Post Manual Checks form.

• Updates payroll records with the results of manual check processing.

• If you chose to create G/L batches upon posting in payroll, creates batches of G/L transactions for posting to the general ledger. If you chose to defer G/L batches, the system holds transaction data until you run Create G/L Batch.

• Deletes processed manual checks that are not set to be printed in Sage Accpac.

To print and post manual checks for which you checked the Print Check box, use the Payroll Checks form. The section “Printing and Posting Payroll Checks,” earlier in this chapter, discusses printing and posting manual checks.

Before Using

• Enter and process manual checks.

• If processing exceptions occur, review the Payroll Processing Exceptions Report and, if necessary, correct data and reprocess manual checks.

• Verify the manual check processing with the Pre‐Check Payroll Register.






Notes

Allocating taxes If you use cost center overrides, the system posts employee taxes to the cost centers in which the employee’s taxable wages were earned.

Posting unemployment liability

When you post manual checks, the system posts the unemployment liability amounts resulting from manual check processing, for each taxing authority.

Manual check source code

The system assigns UP‐MC as the source code for manual check transactions.

If you do not use Sage Accpac General Ledger

If you do not integrate Payroll with Sage Accpac General Ledger, the system generates Payroll G/L transactions in the form of a CSV (comma‐separated values) file, which you can import into the general ledger you use.

• If you chose in Payroll G/L Integration to create G/L transactions during posting, when you post manual checks the system produces a UPGLTRAN.CSV file of payroll data, which you append to in subsequent payroll runs. The UPGLTRAN.CSV file is created in the COMPANY subdirectory of the directory in which you installed Sage Accpac ERP.

• If you chose in Payroll G/L Integration to create G/L transactions on request using the Create G/L Batch form, the system creates the CSV file when you run Create G/L Batch.

The posting sequence number

When you post manual checks, the system generates a posting sequence number, which is stored. All transactions posted during the same session share the same posting sequence number, which prints on the Payroll Register.

You can include posting sequence numbers in the information sent to the general ledger if you choose Posting Sequence on the G/L Integration form.

Check List

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How to Use

From the Payroll Transactions folder, choose Post Manual (ATF) Checks. The following dialog box appears:

The Post Manual Checks form prompts you for the pay period end date through which you want to post manual checks. The system searches for any manual checks with pay period end dates earlier than or equal to the pay period end date you enter and posts them.

After Using

To verify that the system updates data accurately, print the following reports:

• The Payroll Register to verify that the manual check data was posted correctly.

• The General Ledger Batch Listing, if you create G/L batches during posting, or the Payroll G/L Transactions List, if you defer creating batches, to verify the G/L transactions resulting from payroll posting.

Check List The Check List form enables you to search for checks and display check details.

On the Check List form, you can search for a check or a group of checks using search criteria such as employee number, check date, document type, or posting status.

Check List




How to Use

1. From the Payroll Transactions folder, choose Check List. The following form appears:

2. Enter any number of the following search criteria:

− Employee number

− Check date

− Document type

− Posting status

Go button 3. Click the Go button or press F7. The form lists all the checks in the system that match the search criteria.

4. To print a check, highlight the check and click Print. Depending on the type of check, one of the following forms appears:

− Check Register — the check is not a history entry and is posted.

− Pre‐Check Register — the check is not posted.

Check Inquiry

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− Transaction History — the check is a history entry.

5. To display more details, double‐click the check, or select the check and click Open.

The Check Inquiry form opens.

Check Inquiry The Check Inquiry form shows the details for a particular check.

You can open the Check Inquiry form from:

• The Payroll Transactions folder

• The Check List form

• The Employee Activity form (in the Employees folder)

• The G/L Journal Entry form (if you use Sage Accpac General Ledger)

• The Reconcile Statements form and Reverse Payments form in Bank Services (in Common Services of System Manager)

• If you use Sage Accpac Project and Job Costing, you can open it from these forms in Project and Job Costing:

− The Transaction History form (in the PJC Transactions folder). Select a detail line where the Application column contains UP, and click the Details button.

− The Billing Worksheet (in the PJC Periodic Processing folder, then A/R Billing). Select an unposted detail line where the Module column contains UP, and click the Drill Down button.

Check Inquiry




How to Use

1. From the Payroll Transactions folder, choose Check Inquiry. The following form appears:

2. In the Employee Check field, type an employee number or select one by using the navigation buttons or the Finder.

3. Use the Period End Date and Entry Sequence fields to further define your search.

4. The details of the check appear on the tabs of the form.

To use a detail form (instead of the grid) to display the details of an item, highlight the item on the list and press F9.

You can use the information on this form to see how FLSA overtime was calculated.

Reversing Checks

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Note the following fields that are related to overtime:

Include in FLSA Calculation

If the Include In FLSA Calculation option has a check mark, it was selected on the Timecard or the Employees form. On a manual check, the option does not have a check mark.

Straight Time Earnings

The Straight Time Earnings field only appears if one of the “FLSA” overtime calculation methods was used to calculate overtime. It shows the straight time earnings for this detail line. For example, if this was an hourly rate, with 8 hours at $8.00 per hour, the straight time earnings would be $64.00.

Overtime Rate Multiplier

If the earning used a “FLSA — Salary Fluctuating Hours” method, the Overtime Rate Multiplier field displays .50000. Otherwise, the field shows the value of the rate multiplier from the overtime schedule used for this overtime detail line.

Reversing Checks If you print and approve a payroll check or post a manual check in error, you can use Bank Services to initiate a reversal of the check. To reverse‐post the erroneous entries, you first change the system or manual check’s status to Reversed in Bank Services. Bank Services sends information about the reversed check back to Payroll so that Payroll can reverse the check, adjust employee payroll totals, and update the 941 tax liability.

Reversed check source code

The system assigns UP‐RC as the source code for reversed check transactions.

How to Use

The following instructions outline the steps you take to reverse a Payroll check in Bank Services. If you need more details about reversing check, refer to the System Manager Tax and Bank User Guide.

Reversing Checks




1. From the Common Services folder, choose Bank Services, Bank Transactions, and then Reverse Payments. The following form appears:

2. Enter the code for the bank account.

3. Choose Select Mode. A list of checks appears on the form. (Or, you can choose the Direct Mode, enter the check number in the From and To Withdrawal Number fields, click the Reverse button, and skip to step 6.)

4. Select the check you want to reverse.

5. In the Reversal Status column, double‐click in the column (or type the letter R) and then select the Reversed status from the list, as shown in the following:

Reversing Checks

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6. Optionally enter a description of the reversed check.

7. The Reconciliation Date field defaults to the session date. Depending on your payroll options, the Reconciliation Date field may be used for the journal entries of the reversed check and the associated employee data that appears for that check on the Payroll Register report.

− If you have not chosen the “Use Original Dates when Reversing Checks” on the Processing tab of the Payroll Options form, then accept or edit the default reconciliation date. All the journal entries of the reversed check and the employee’s check data on the Payroll Register will use the Reconciliation Date you entered.

− If you have chosen the option “Use Original Dates when Reversing Checks,” then you need not enter a reconciliation date. The journal entries of the reversed check and the employee’s check data on the Payroll Register will use the original check’s dates, regardless of the date entered in the Reconciliation Date field, and regardless of the type of date to use as the journal entry date (as specified on the Payroll G/L Integration setup form).

Reversing Checks




Note that the dates that were used on the original check depended on the option you had chosen to use for journal entries:

− If you had chosen the option “Use Check Date as Journal Entry Date” on the Integration tab of the Payroll G/L Integration form, then all of the original check’s journal entries would have used the Check Date that was entered for the original check.

− If you had chosen the option “Use Pay Period End Date as Journal Entry Date” on the Integration tab of the Payroll G/L Integration form, then the journal entries for bank and employee liability accounts would have used the Check Date entered for the original check, while journal entries for expense and employer liability accounts would have used the Pay Period End Date entered for the original check.

8. Choose Post and then close the form.

When you post a reversed Payroll check, Bank Services returns the check information to Payroll. Payroll reverses the check and the associated employee data. The dates that are used as the pay period end date and transaction date for the reversed check entries will depend on your payroll options and the reconciliation date you entered, as described in step 7.

In addition, Payroll prepares the information for posting to General Ledger.

If you create G/L transactions when posting in Payroll, the check‐reversal transactions are ready to post in Sage Accpac General Ledger, if you use it, or in the batch file you import into another general ledger or other software program. If you create G/L transactions upon request, follow your usual timetable for creating G/L batches and posting them in your general ledger.

9. To verify reversal entries, you can choose to print them in the Payroll Register report.

Adjusting Payroll

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10. In Payroll, if necessary, make whatever changes are necessary to generate the check correctly, and post the check with the correct amount.

Adjusting Payroll At any time in the payroll cycle, you can make adjustments to payroll processing totals through the Transaction History form. The entries you make affect Payroll only; to adjust your general ledger, you must make general journal entries.

As discussed in Chapter 3, “Setting Up Payroll,” in the Getting Started manual, the Payroll Transaction History form allows you to adjust calculated amounts for each of the following pay factors for each employee:

• Accruals

• Advances

• Benefits

• Deductions

• Earnings

• Expense Reimbursements

• Taxes

You enter an adjustment in the same way you entered employee historical data when setting up Payroll. Be sure to read the Notes to follow before proceeding. For specific field‐by‐field instructions, refer to the section that describes how to enter employee transaction history in Chapter 3 of the Getting Started manual.

Adjusting Payroll




Notes

Enter the date carefully

So that the date range‐based payroll reports reflect the adjustments you make, be sure to enter the correct date for the adjustment at the top of the Payroll Transaction History form.

Be sure to enter the employee wages in No Ceiling Wage field

On the Taxes tab of the Transaction History form, when entering a tax that does not have a wage ceiling (such as federal income tax), enter the amount of employee wages subject to the tax in the No Ceiling Wage field. If you do not, the wages will not appear in the wages box on the employee’s W‐2 form.

Reducing employee amounts

To reduce an employee’s historical total for a particular earning/deduction or tax, enter the extended amount as a negative number.

The Transaction History Audit report

After entering adjustments, as part of your audit trail, print the Transaction History Audit report. The Transaction History Audit report prints the transaction history you entered for your employees when you set up Payroll and subsequent adjustments entered through the Payroll Transaction History form.

If you approve the report after printing it, the system deletes the audit file that produced the report. If you do not approve the report, you can reprint it later.

The Earnings and Hours report

Print the Earnings and Hours report to verify that the adjustments you enter produce the desired result in your employee totals.

Employee transactions history and the 941 Report

When you adjust employee history using the Payroll Transaction History form, the program determines whether you have already printed and approved the 941 Report for the quarter to which the results of the adjustment will post (in Payroll). If the system detects that the 941 Report has been printed and approved for the quarter, it displays a warning message informing you of the situation.

Producing Government Reports

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Producing Government Reports Sage Accpac Payroll provides functions that allow you to produce the quarterly and annual reports and statements you need to submit to the federal and state governments. These functions are located in the Payroll Government Reports folder. They are described briefly in the sections that follow, and in more detail in Chapter 8, “Reports,” of this User Guide.

Quarterly Wage Reports (on Paper)

From the Government Reports folder, choose Quarterly Wage to print quarterly reports listing your employees’ taxable wages for individual tax authorities.

Quarterly Wage Reports on Disk(ette)

The Quarterly Wage on Disk(ette) process produces quarterly wage data on diskettes or on hard disk to be submitted to individual tax authorities.

For complete instructions, read the section “Quarterly Wage Reporting on Disk(ette)” in Appendix E of this User Guide.

Quarterly Wage on Disk(ette) Status Report

The Quarterly Wage On Disk(ette) Status icon lets you print a report that summarizes the quarterly wage employee data recorded when you produced the Quarterly Wage on Disk(ette).





941s

The 941 icon allows you to edit quarter‐to‐date federal tax liabilities, if necessary, and then print the federal 941 form that you submit to the government on a quarterly basis.

As soon as you enter the quarter and year for which you want to print the report, and choose the Go button, the system creates a 941 record for the quarter. To create the record, the system draws from the transactions history file the quarterly taxable wage and tax withheld amounts needed to print the 941 report. Once the record is created, you can review and modify the 941 data and, if you have posted all transactions for the quarter, you can print and approve the report.

Each time you use Sage Accpac Payroll’s 941 online form and enter the quarter and year, the system searches for an existing 941 record for the quarter. If the system finds an existing record and determines that payroll transactions have been posted for the quarter in the period since the 941 record was created, it updates and recalculates the record even if the 941 report has been printed and approved.

In addition to using this online form to print the report you submit to the government, you can also use it after posting payroll each pay period, or on a monthly basis, to verify payroll totals.

To find out how to customize 941s, refer to the online document “Customizing Printed Forms” (open the Windows Start menu, then choose All Programs, Sage Accpac, Online Documentation, US Payroll).

Notes

Instructions for Form 941

To complete the tabs of Sage Accpac Payroll’s 941 online form, refer to the Instructions for Form 941 issued by the government.

Editable fields on the form

Most of the fields on Payroll’s 941 online form display amounts calculated by the system during payroll processing and recorded in the history file.


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Entering payroll transactions after printing and approving the 941 report

Employee Transactions History, Process Manual Checks, and Calculate Payroll display a warning if you attempt to process payroll or enter a payroll adjustment after printing and approving the 941 report for the affected quarter. If you proceed with processing, and then reopen the 941 form for the quarter, the system updates and recalculates the 941 record, and you should reprint the report.

Reversing a check When you reverse a check in Bank Services, the reversal affects the current quarter’s 941 record, regardless of the quarter in which the check was written.

How to Use

To review, edit, or print the federal 941 form, choose 941 from the Payroll Government Reports folder.

Complete the fields on all tabs of the form and choose the Save button. To print the report, choose the Print button.

For more detailed instructions, see the section “941” in Chapter 8, “Reports,” of this User Guide.

W-2s on Paper

Use the W‐2s On Paper form to print employee data on paper W‐2s.

The information in this section is current as of the printing of this manual. Box numbers and W‐2 terminology are subject to change, however, should the W‐2 form or the requirements for completing the form change.

Notes

Unposted payroll data

If the system detects unposted payroll data for the tax year, it displays a warning message.

All boxes supported

Payroll supports all boxes on the W‐2 form to meet government regulations.





Deferred compensation plan amounts and totals

If you have more than three items to report in Box 14 of the form, the system generates continuation forms for the additional items. The Box 14 continuation forms print immediately following the federal form.

The print order The order in which the W‐2 information prints is as follows:

• W‐2 form for federal reporting.

• Continuation form, if needed, for any Box 14 items over three.

• Grand total form.

• Continuation form, if needed, for additional state and local information.

If printing is interrupted

Because the system maintains totals while printing W‐2s, you must reprint all W‐2s (not just the range of W‐2s that did not print) if your printer jams or goes off‐line.

To save paper, you can first select W‐2s On Paper from Government Reports and enter the range of employees for whom W‐2s have not yet been printed.

Then, reprint all the W‐2s on screen or to a file to get the correct totals (that is, the totals of all the W‐2s) for the W‐3 form.

Associating benefits and deductions with a particular state or local tax

When you set up benefits and deductions in the Earnings and Deductions form, the system prompts you to specify the placement of information about the benefit or deduction on the W‐2 form.

You can indicate that the benefit or deduction does not print on the W‐2 or you can identify the benefit or deduction in a way that instructs the system as to its correct placement on the form. For example, for a deduction, at the W‐2 Reporting field, you can choose Other Information Box, Employee 401(k), or Dependent Care (among other choices).

Benefits and deductions that you choose to print in the Other Information box can be associated with any tax except federal tax on the W‐2 form. By associating the benefit or deduction with a


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particular tax, you can ensure that when an employee works in more than two states or localities and requires more than one W‐2 form, the benefit or deduction appears on the same W‐2 form as the taxing entity with which it is associated.

Associating local and other custom taxes with other tax update-supported state or local taxes

Similarly, when you set up a local or other custom tax using the Local and Other Custom Taxes form, the system prompts you to specify the placement of information about the tax on the W‐2 form. You can indicate that W‐2 placement is not applicable to the tax, you can instruct the system to print the tax in either the Other Information box or the Local Tax box, or you can specify that the tax be combined with (added to) another tax.

Taxes you choose to print in the Other Information Box or Local Tax Box can be associated with another tax on the same W‐2 form. You can associate taxes that print in the Other Information box with a tax update‐supported state or local tax. You can associate taxes that print in the Local Tax box with a tax update‐supported state tax only. By associating one tax with another, when an employee works in more than two states or localities and requires more than one W‐2 form, you can be sure that the tax you are setting up appears on the same W‐2 form as the taxing entity with which it is associated.

Combining one tax with another on the W-2 form

If you specify that you want to combine a local or other custom tax with another tax, the system adds the local or other custom tax amount to the amount of the other tax and prints the sum on the W‐2 form.

How to Use

To print W‐2 forms on paper, choose W‐2s on Paper from the Payroll Government Reports folder.

Complete the fields on the form, which prompt you for information such as the year, the W‐2 form to use, the selection list and/or range of employees, the W‐2 sort order, and so on. Then choose Print.

For more detailed instructions, see the section “W‐2s On Paper” in Chapter 8, “Reports,” of this User Guide.





W-2s on Disk(ette) or Electronic Filing

Use the W‐2s On Disk(ette) form to produce employee W‐2 data on diskettes or on your hard drive for electronic submission.

Read the federal or state publications on magnetic media so you are familiar with all the requirements.

Use the government publications as a guide when entering the fields on Payroll’s W‐2s On Disk(ette) form. Be sure to enter all amounts in the formats specified by the federal or state instructions.

Notes

Unposted payroll data

If the system detects unposted payroll data for the tax year, it displays a warning message.

States supported Except for some U.S. territories, Payroll supports magnetic media reporting for the states that require magnetic media reporting and for states whose requirements match the federal government’s requirements.

Multivolume reporting

Payroll supports multivolume (multiple‐diskette) reporting for the states that accept W‐2s on diskette. When data fills one diskette, the system prompts for another diskette.

Employees per diskette

The approximate number of employee W‐2s per diskette is as follows:

• 720KB: 470 federal W‐2s

• 1.44MB: 940 federal W‐2s

Note: These estimates assume that each employee is configured for one state in the employee record.


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Summary information

For federal reporting, the system prints summary information for federal form 6559, Transmitter Report and Summary of Magnetic Media, as well as a summary by state of the number of employees, amount of taxable wages, and SIT withheld. This information prints after W‐2 processing is complete.

Combining one tax with another in the W-2 data

When you set up a local or other custom tax using the Local and Other Custom Taxes form, you can specify that the tax be combined with (added to) another tax.

If you specify that you want to combine a local or other custom tax with another tax, the system adds the tax amount to the amount of the other tax and reports the sum in the W‐2 data.

How to Use

To report W‐2 data to diskette or hard drive, choose W‐2s On Disk(ette) from the Payroll Government Reports folder.

Complete the fields on the form, which prompt you for information such as the tax year, the taxing authority to which you are submitting data, the employment type, submitter and employer addresses, and so on. Then choose the Process button.

For detailed instructions, see the section “W‐2 on Disk(ette)” in Chapter 8, “Reports,” of this User Guide.

W-2s on Disk(ette) Status Report

The W‐2s On Disk(ette) Status icon allows you to print a report that summarizes the employee data recorded.

How to Use

To print the W‐2s On Disk(ette) Status report, choose W‐2s On Disk(ette) Status from the Payroll Government Reports folder. Then choose Print.

User Guide 7–i



Periodic Processing

Chapter 7 Periodic Processing

Periodic Processing Overview ...................................................7–1 Creating General Ledger Batches ................................................7–2

Before Using ...............................................................7–2 Notes ..................................................................7–2

How to Use ................................................................7–3 After Using ................................................................7–3

Deleting Inactive Records .......................................................7–3 Before Using ...............................................................7–4 How to Use ................................................................7–4 After Using ................................................................7–6

Finding Duplicate Social Security Numbers .......................................7–6 How to Use ................................................................7–6 After Using ................................................................7–7

User Guide 7–1



Periodic Processing

Chapter 7 Periodic Processing

This chapter describes the following procedures in detail:

• Creating general ledger batches.

• Deleting obsolete information.

• Finding duplicate social security numbers

For an overview of the payroll concepts related to periodic processing, see Chapter 2, “What You Need to Know Before Using Payroll,” in this guide

Press F1 for Help


Periodic Processing Overview

This section outlines the periodic routines that you perform in Sage Accpac Payroll.

You can perform maintenance operations throughout the year using Create G/L Batch and Delete Inactive Records in the Payroll Periodic Processing folder.

• You use the Create G/L Batch form to generate batches of general ledger transactions created by Payroll processing.

• You use the Delete Inactive Records form to delete transaction details, terminated employees, earnings/deductions, and taxes that are not being used.

Creating General Ledger Batches




• You use the Find Duplicate SSN dialog box to report social security numbers that have been assigned to more than one employee.

Creating General Ledger Batches If you chose the option to create G/L batches on request on the Integration tab of the G/L Integration form, you use the Create G/L Batch form to generate the batches. When you create subledger batches in the same database that General Ledger is part of, General Ledger receives them automatically. They are available immediately for editing or posting in General Ledger.

To be put into a G/L batch, the Payroll data must be:

• Posted (using Payroll Checks or Post Manual Checks)

• Not previously included in a G/L batch

Before Using

Verify your payroll runs and post outstanding Payroll data in the Payroll Checks and Post Manual Checks forms.

Notes

To provide a complete audit trail from Payroll to General Ledger, you can include a unique posting/calculation sequence number generated by Payroll with each transaction detail in the batch. To include the number, you select “Posting Sequence” and “Calculation Sequence” for the G/L Detail Reference or G/L Detail Description on the Transactions tab of the G/L Integration form. When you edit and post the batch in General Ledger, the Payroll posting/calculation sequence number appears as either the reference or description for each detail.

Deleting Inactive Records

User Guide 7–3



Periodic Processing

How to Use

1. From the Payroll Periodic Processing folder, choose Create G/L Batch.

2. Click Process.

After Using

Before you post the batch in General Ledger, print the Payroll G/L Transactions Listing from the Payroll Transaction Reports folder to review the journal entries that are generated from your current payroll data.

In General Ledger, you process subledger batches in the same way as batches of journal entries created in General Ledger. The only difference is that you can restrict the editing of subledger batches.

After you post the batch in General Ledger, print your usual posting journals and source journals to verify the posted data.

Deleting Inactive Records Deleting inactive records allows you to clear space in your data files for new data. You do not regain disk space when you delete historical data, but you can maintain your data files at about the same size from year to year by regularly removing old data. You can use Delete Inactive Records to:

• Delete payroll history older than the number of years specified at Years of History to Keep on the Processing tab of Payroll Options.

• Delete terminated employees with no history.





• Delete inactive earnings/deductions that are not assigned to any employees or referenced in payroll history.

• Delete inactive taxes that are not assigned to any employees or referenced in payroll history.

Before Using

Before using this form, back up the data.

Print W2s! Print W‐2s and any other reports for which historical information is required. If your system is set up to keep a single year of history, deleting inactive records can delete information you need for W2s.

How to Use

To display the Delete Inactive Records form, choose Delete Inactive Records from the Payroll Periodic Processing folder.

You can select any number of the following Delete Inactive Records options:

• Delete Payroll History Through MM/DD/YYYY. This option deletes from the history file check data for which the following criteria apply:


User Guide 7–5



Periodic Processing

− The check must have a date older than the number of years specified at Years of History to Keep on the Processing tab of Payroll Options.

− The check must have been posted to Payroll and General Ledger.

− The check must have a status of “Cleared.”

Note that the system uses the year from the session date to calculate how much history can be deleted.

Use the From/To fields to delete check data for a range of employees from the history file.

• Delete Terminated Employees. This option deletes “Terminated” employees who are not referenced in Payroll history. Use the From/To fields to specify the range of “Terminated” employees to delete.

• Delete Inactive Earnings/Deductions. This option deletes earnings/deductions to which the following criteria apply:

− The earning/deduction must be “Inactive.”

− The earning/deduction cannot be assigned to an employee.

− The earning/deduction cannot be referenced in the history file.

Use the From/To fields to specify the range of inactive earnings/deductions to delete.

• Delete Inactive Taxes. This option deletes taxes to which the following criteria apply:

− The tax must be “Inactive.”

− The tax cannot be assigned to an employee.

− The tax cannot be referenced in the history file.

Finding Duplicate Social Security Numbers




Use the From/To fields to specify the range of inactive taxes to delete.

When you have selected the options, click Proceed.

When the process is complete, a message appears, informing you of whether or not any records were deleted.

After Using

If records were deleted, you will be prompted to print a Delete Inactive Records Audit Report. To print the report, click Yes.

Note that if you choose not to print the report when prompted to do so, you can print it later by choosing Delete Inactive Records Audit from the Payroll Periodic Processing Reports folder.

Finding Duplicate Social Security Numbers When setting up employees, you may have inadvertently assigned the same social security number to more than one employee, or you did not enter the social security number, leaving it as zeroes. To report employees who currently have the same social security numbers, use the Find Duplicate SSN feature.

How to Use

1. From the Payroll Periodic Processing folder, choose Find Duplicate SSN.

2. Click Proceed.

This produces the Duplicate SSN Listing.

Finding Duplicate Social Security Numbers

User Guide 7–7



Periodic Processing

After Using

The Duplicate SSN Listing report helps you identify employees who have been assigned the same social security number. You should assign a unique social security number to each employee before you start year end processing and reporting, such as generating W‐2 slips.

User Guide 8–i

Upug-8.doc, printed on 2/7/2008, at 10:40:57 AM. Last saved on 2/7/2008 10:40:00 AM.


Reports

Chapter 8 Reports

Payroll Reports ................................................................8–1 The Setup Reports Folder....................................................8–2 The Employee Reports Folder................................................8–2 The Payroll Transaction Reports Folder.......................................8–2 The Government Reports Folder .............................................8–2 The Periodic Processing Reports Folder.......................................8–2 Order and Selection.........................................................8–3 Printing the Report .........................................................8–3

Setup Reports..................................................................8–4 Class Codes ................................................................8–4 Earnings and Deductions....................................................8–5 EFT Combine Setup.........................................................8–7 EFT Options ...............................................................8–7 G/L Integration.............................................................8–8 Optional Fields.............................................................8–8 Options....................................................................8–9 Overtime Schedules .......................................................8–10 Shift Differential Schedules .................................................8–10 Tax Profiles ...............................................................8–11 Work Classification Codes..................................................8–12 Workers’ Compensation Codes .............................................8–13

Employee Reports.............................................................8–14 Assign Employee Earnings/Deductions Audit ................................8–14 Employee Information .....................................................8–15 Employee Selection ........................................................8–17 Employee Supplemental Information........................................8–17 Transaction History........................................................8–18




Transaction History Audit ................................................. 8–19 Update Employee Earnings/Deductions Audit ............................... 8–20 Update Employee Taxes Audit ............................................. 8–21

Transaction Reports........................................................... 8–21 Accruals ................................................................. 8–21 Earnings and Hours ....................................................... 8–24 Earnings/Deductions Summary ............................................ 8–25 EFT Combine History ..................................................... 8–27 EFT Direct Deposit ........................................................ 8–29 EFT Transactions.......................................................... 8–31 Employee Timecards ...................................................... 8–32 Hours Analysis ........................................................... 8–33 Jobs...................................................................... 8–34 Manual Checks ........................................................... 8–36 Payroll G/L Transactions................................................... 8–37 Payroll Job Register ....................................................... 8–39 Payroll Processing Exceptions .............................................. 8–41 Payroll Register ........................................................... 8–42 Pre‐Check Payroll Job Register ............................................. 8–45 Pre‐Check Payroll Register................................................. 8–47 Tax Calculation Analysis .................................................. 8–50 Timecards ................................................................ 8–51 Workers’ Compensation ................................................... 8–52

Periodic Processing Reports.................................................... 8–54 Delete Inactive Records Audit .............................................. 8–54 Duplicate SSN ............................................................ 8–55

Government Reports .......................................................... 8–56 941 ...................................................................... 8–56 Certified Payroll .......................................................... 8–58 Quarterly Wage........................................................... 8–60 Quarterly Wage on Disk(ette) .............................................. 8–61 W‐2s on Disk(ette) ........................................................ 8–62 W‐2s on Paper ............................................................ 8–68

User Guide 8–1



Reports

Chapter 8 Reports

This chapter describes each of the reports that you can choose from the Payroll report folders, and provides you with instructions for printing them.

Payroll Reports The reports in this chapter are listed in alphabetic order within these sections: Setup Reports, Employee Reports, Transaction Reports, and Government Reports.

Each Payroll report includes the following information:

• Company name, as entered in the company profile

• Date and time the report was printed

• Report title

• Page number

• The order and selection criteria you chose for the report (if applicable)

Two decimal places

Payroll reports are formatted for two decimal places. If you select a functional currency with zero, one, or three decimal places, some columns of data on Payroll reports may not foot properly to the totals because of a difference in precision between the calculations and the report format.

Payroll Reports




Note: We continually revise reports to include more data or to expand the formats. Consequently, the reports described in this chapter may not exactly match what your system produces.

The Setup Reports Folder

The reports printed from the Payroll Setup Reports folder, help you maintain a record of the information you entered while setting up your payroll.

The Employee Reports Folder

The reports printed from the Payroll Employee Reports folder, help you maintain a record of employee information.

The Payroll Transaction Reports Folder

The reports printed from the Payroll Transaction Reports folder, help you maintain your payroll audit trail. They provide you with a transaction history of your payroll and snapshots of the payroll’s status whenever you choose.

The Government Reports Folder

The reports printed from the Payroll Government Reports folder, help you maintain your audit trail for government taxing entities.

The Periodic Processing Reports Folder

The reports printed from the Payroll Periodic Processing Reports folder help you to find duplicate SSNs and to keep track of deleted records.

Payroll Reports

User Guide 8–3



Reports

Order and Selection When you choose most of the reports from the Payroll report folders, Payroll displays a dialog box (form) that lets you choose options for ordering and selecting information. You can then either proceed to print the report or cancel printing.

Depending on the type of data shown on the report, you may be able to select a detail or summary format, the way in which to sort the report, a transaction date range, the employees to include on the report, and other report criteria.

For example, the following dialog box, which appears when you choose to print the Earnings and Hours payroll transaction report, illustrates some of the criteria you can set:

Printing the Report

Print destination You specify the print destination using the File menu on the company desktop. You can print reports to a printer, a file, an e‐mail, or to preview on your screen. For more information about print destinations, see the System Manager User Guide.

Report sizes and printer requirements

All reports can print on an 8½ʺ by 11ʺ laser‐printed page. For more information about setting up printers and selecting print options, see the chapter on printing in the System Manager User Guide.

Setup Reports




For information about adapting reports and forms to meet your needs: From the Windows Start menu, choose All Programs, Sage Accpac, Online Documentation, System Manager, then “Customizing Printed Forms with Crystal Reports.”

To see a list of the data you can print on customized check forms: From the Windows Start menu, choose All Programs, Sage Accpac, Online Documentation, US Payroll, and then “Customizing Forms.”

The sections that follow describe the specific options and selection criteria available for each report, and outline the procedures to follow when you print the report.

Setup Reports

Class Codes

Print the Class Codes setup report after setting up your class codes.

Features

This report lists the information entered for Class 1, Class 2, Class 3, and Class 4 on the Class Codes form. This information includes the class codes and descriptions defined for each class.

Procedures

1. From the Setup Reports folder, choose Class Codes. Or, on the Class Codes form in the Setup folder, choose the File menu, and then choose Print.

Report Format 2. In the Report Format field, choose:

• Detail Information format — shows the details of each class code reported.

• Employee Listing format — shows the employees who are assigned to each class code reported.

Setup Reports

User Guide 8–5



Reports

3. To process the report, click Print.

To cancel it, click Close.

Earnings and Deductions

Print the Earnings And Deductions setup report after setting up your earnings and deductions.

Features

You can print a report each for accruals, advances, benefits, deductions, earnings or expense reimbursements.

Accruals report The Accruals report lists the information entered for the selected accruals on the Earnings and Deductions form. This information includes maximum amounts for annual accruals and carry‐overs, taxes to which the accruals are subject, and G/L distribution accounts.

Advances report The Advances report lists the information entered for the selected advances on the Earnings and Deductions form. This information includes the calculation method, frequency, starting and ending dates, G/L distribution accounts, and amounts for the advances.

Benefits report The Benefits report lists the information entered for the selected benefits on the Earnings and Deductions form. This information includes the calculation method, frequency, starting and ending dates, taxes to which the benefits are subject, G/L distribution accounts, and amounts or percents for the benefits.

Deductions report The Deductions report lists the information entered for the deductions on the Earnings and Deductions form.

For each selected deduction, the information on the report includes employee and employer calculation methods, frequency, starting and ending dates, G/L distribution accounts, and whether it is a repayment deduction.

Setup Reports




Earnings report The Earnings report lists the information entered for the selected earnings on the Earnings and Deductions form.

This information includes the employee calculation methods, frequencies, starting and ending dates, G/L distribution accounts, and amounts/percents for the earnings.

Expense Reimbursements report

The Expense Reimbursements report lists the information entered for the selected expense reimbursements on the Earnings and Deductions form. This information includes the frequencies, starting and ending dates, G/L distribution accounts, and amounts for the expense reimbursements.

Procedures

1. From the Setup Reports folder, choose Earnings and Deductions. Or, on the Earnings and Deductions form in the Setup folder, choose the File menu, and then choose Print.

2. In the Report Type field, choose the type of earning or deduction that you wish to report.


• Detail Information format — shows the details of the earning or deduction reported.

• Employee Listing format — shows the employees who are assigned to the earning or deduction reported.

• Included In Listing format — shows where the earning or deduction is used with other earnings or deductions. For example, if the earning HOURLY is included in the “Base Earnings Include” on the Calc Base tab of the deduction GARN (garnishment), this information will be shown when you print the Earnings And Deductions report for HOURLY.

Choose a range of codes

4. Enter the range of codes for the earning or deduction you want to include on the report.

Setup Reports

User Guide 8–7



Reports

Optional fields 5. If you have defined optional fields in Payroll for the earning/deduction, choose whether to include the optional fields on the report.



EFT Combine Setup

This report is available only if you use EFT Direct Payroll for direct deposit of paychecks.

Features

The EFT Combine setup report lists the companies that you have entered on the EFT Combine setup form.

Procedure

1. From the Setup Reports folder, select EFT Combine.

2. Click Print.

EFT Options

This report is available only if you use the EFT Direct Payroll features for direct deposit of paychecks. Print the EFT Options setup report after setting up your EFT (direct deposit) options or whenever you want to verify the setup of the banks you use for direct deposit.

Features

This report lists the information entered on the EFT Options form under the Payroll Setup folder. This includes the information required by your company’s bank to enable direct deposit of paychecks to your employees’ bank accounts.

Setup Reports




Procedures

1. From the Setup Reports folder, choose EFT Options. Or, on the EFT Options form in the Setup folder, choose the File menu, then choose Print.



G/L Integration

Print the G/L Integration setup report after setting up your payroll general ledger integration options, to verify the information that you entered on the Payroll G/L Integration form.

Features

This report lists the information entered on the G/L Integration form.

Procedures

1. From the Setup Reports folder, choose G/L Integration. Or, on the G/L Integration form in the Setup folder, choose the File menu, and then choose Print.



Optional Fields

This report is available only if you use the Transaction Analysis and Field Creator product which enables you to store additional information with records and transactions in Payroll. Print the Optional Fields setup report after setting up your optional fields in Payroll, or whenever you want to verify your optional fields setup.

Setup Reports

User Guide 8–9



Reports

Features

This report shows the information entered on the Optional Fields form under the Payroll Setup folder. This includes the description and default values of the optional fields you have set up for records or transactions.

Procedures

1. From the Setup Reports folder, choose Optional Fields. Or, on the Optional Fields form in the Setup folder, choose the File menu, and then choose Print.

2. To report the settings you selected for G/L accounts (when you clicked the Settings button on the Payroll Optional Fields setup form), select the Show Settings box.



Options

Print the Options setup report after setting up your payroll options.

Features

This report lists the information entered on the Options form. This information includes the years of history to keep, pay periods per year, and hours per pay frequency for each pay frequency you use.

Procedures

1. From the Setup Reports folder, choose Options. Or, on the Options form in the Setup folder, choose the File menu, and then choose Print.



Setup Reports




Overtime Schedules

Print the Overtime Schedules setup report after setting up your overtime schedules.

Features

This report lists the information entered for the selected overtime schedules on the Overtime Schedules form.

Procedures

1. From the Setup Reports folder, choose Overtime Schedules. Or, on the Overtime Schedules form in the Setup folder, choose the File menu, and then choose Print.

2. In the Report Format field, choose:

• Detail Information format — shows the details of each overtime schedule reported.

• Employee Listing format — shows the employees who are assigned to each overtime schedule reported.


To cancel it, click Close

Shift Differential Schedules

Print the Shift Differential Schedules setup report after setting up your shift differential schedules.

Features

This report lists the information entered for the selected shift differential schedules on the Shift Differential Schedules form. (This information includes shift differential rates for Shift 1, Shift 2, Shift 3, and Shift 4.)

Setup Reports

User Guide 8–11



Reports

Procedures

1. From the Setup Reports folder, choose Shift Differential Schedules. Or, on the Shift Differential Schedules form in the Setup folder, choose the File menu, and then choose Print.


• Detail Information format — shows the details of each shift differential schedule reported.

• Employee Listing format — shows the employees who are assigned to each shift differential schedule reported.



Tax Profiles

Print the Tax Profiles setup report after setting up your taxes.

Features

This report lists the information entered for the selected taxes on either the Federal and State Taxes form or the Local and Other Custom Taxes form. This information includes the tax’s level, W‐2 reporting instructions, G/L distribution accounts, and base earnings and deductions.

Procedures

1. From the Setup Reports folder, choose Tax Profiles.

Or, on either the Federal and State Taxes form or the Local and Other Custom Taxes form in the Setup folder, choose the File menu, and then choose Print.

Tax type criteria 2. At the Tax Type field, select to include on the report either Federal And State Taxes or Local And Other Custom Taxes.

Setup Reports





• Detail Information format — shows the details of each tax code reported.

• Employee Listing format — shows the employees who are assigned to each tax code reported.

Choose a print range

4. At the Tax Code From and To fields, enter the range of tax codes you want to include on the report.

Optional fields 5. If you have defined optional fields in Payroll for taxes, choose the Include Optional Fields check box if you want to print the optional fields on the report.



Work Classification Codes

Print the Work Classification Codes setup report after setting up your work classification codes.

Features

This report is available in two formats:

• Detail — shows the information entered on the Work Classification Codes setup form.

• Employee Listing — shows the employees who are assigned to each work classification code reported.

Setup Reports

User Guide 8–13



Reports

Procedure

1. From the Setup Reports folder, choose Work Classification Codes. Or, on the Work Classification Code form in the Setup folder, choose the File menu, and then choose Print.


• Detail Information format — shows the details of each work classification code reported.

• Employee Listing format — shows the employees who are assigned to each work classification code reported.

3. If you chose the Employee Listing format, enter the range of employees to include in the report.



Workers’ Compensation Codes

Print the Workers’ Compensation Codes setup report after setting up your workers’ compensation groups and codes.

Features

This report lists the information entered for the workers’ compensation groups and codes on the Workers’ Compensation Codes form. This information includes the workers’ compensation groups and codes, descriptions, and rates.

Procedures

1. From the Setup Reports folder, choose Workers’ Compensation Codes. Or, on the Workers’ Compensation Codes form in the Setup folder, choose the File menu, and then choose Print.


Employee Reports




• Detail Information format — shows the details of each workers’ compensation group reported, such as the workers’ compensation codes defined for each group.

• Employee Listing format — shows the employees who are assigned to each workers’ compensation group/code reported.



Employee Reports

Assign Employee Earnings/Deductions Audit

Print this report after you use the Assign Earn/Ded To Employees function.

Features

This report lists the information that you entered on the Assign Earn/Ded To Employees form in the Employees folder.

Procedure

1. From the Employee Reports folder, choose Assign Employee Earn/Ded Audit. Or, after using the Assign Earn/Ded To Employees form in the Employees folder, you will be prompted to print the report.

2. If you use Sage Accpac Project and Job Costing, and you have been assigned PJC Billing Information security permission, you can select whether to include billing information on the report.



Employee Reports

User Guide 8–15



Reports

Employee Information

Print the Employee Information report after setting up your employee information.

Features

This report lists the information entered for the selected employees on the Employees form.

For each selected employee, the employee information on the report includes:

• General information such as address and Social Security number.

• The employee’s status, position, supervisor, pay frequency, and work shift.

• Schedules and class codes assigned to the employee.

• Cost center segment codes defined for the employee.

• Earnings/deductions assigned to the employee.

• Taxes assigned to the employee.

Procedures

1. From the Employee Reports folder, choose Employee Information. Or, on the Employees form in the Employees folder, choose the File menu, and then choose Print.

2. Choose whether to include information on Active, Inactive, and Terminated employees on the report.

3. Choose the type of information to include on the report, such as the employee’s address, profile, other information, or optional fields:

Employee Reports




• The “Profile” option will print the employee’s gender, overtime schedule, position, class codes, pay frequency, and so on.

• The “Other” option will print information such as alternate address, emergency contact, and notes.

• If you have defined optional fields in Payroll for employees, choose the Include Optional Fields check box if you want to print the optional fields on the report.

4. Choose whether to sort the report by class, employee number or employee name.

Employees criteria 5. Choose the employees to include on the report by entering the following criteria:

• Enter the range of employees at the Employees From and To fields.

• Choose the type of date (such as last maintained date, birth date, hire date, and so on) and enter the range of dates into which the employees must fall to be included on the report.

• If you have defined optional fields in Payroll for employees, you can choose to print only employees who are assigned the optional fields that you enter in the optional fields grid on this dialog box. For each optional field you enter in the grid, you can specify the range of its values in the From and To fields. For example, if you want to report employees who are in carpools, you would enter the optional field CARPOOL, and enter Y in both From and To fields (assuming you have set up an optional field called CARPOOL and defined it with possible values of Y and N).

Class code criteria 6. If you selected to sort by class, choose the class to sort by (Class 1, Class 2, Class 3, or Class 4).

Then enter the range of class codes at the From Class Code and To Class Code fields.

Employee Reports

User Guide 8–17



Reports



Employee Selection

Print the Employee Selection report after setting up your employee selection lists.

Features

This report lists the information entered for the selected employee selection lists on the Employee Selection form. This information includes, for each employee in the selected lists, the employee code, employee name, pay frequency, and status.

Procedures

1. From the Employee Reports folder, choose Employee Selection. Or, on the Employee Selection form in the Employees folder, choose the File menu, and then choose Print.

2. At the Employee Selection List Code From and To fields, enter the range of employee selection list codes you want to include on the report.




Print the Employee Supplemental Information report after entering supplemental information for employees.

Features

This report shows the information you recorded on the Employee Supplemental Information form in the Employees folder.

Employee Reports




The information that appears on the report depends on the report type you select on the Employee Supplemental Information Report form:

• Quarterly Wage Reporting

• W‐2s Reporting

Procedures

1. From the Employee Reports folder, choose Employee Supplemental Info.

2. Select the following options:

− Report type

− Range of tax authorities to report

− An employee selection list to select employees to report

− Range of employees to report

− Sort method

3. Click Print.

Transaction History

The Transaction History report lists all transactions during the period you select.

Features

You can list transaction information in detail or summary, for selected employees.

Employee Reports

User Guide 8–19



Reports

Procedures

1. From the Employee Reports folder, choose Transaction History. Or, on the Transaction History form in the Employees folder, choose the File menu, and then choose Print.

2. At the Report Format field, select the desired format

3. At the Employee Number (From and To) fields, enter the range of employees you want to include on the report.

4. At the Date (From and To) fields, enter a range of dates.

5. At the Selection List field, you can choose an existing employee selection list to further specify the employees to include on the report.

6. If you are printing a Detail report, select the Detail Dates/Hours check box if you want this information included in the report.

If you are printing a Summary report, select the Employee Subtotals check box if you want this information included in the report.

7. At the Sort By field, choose how you want the report information sorted.

Then enter any additional information associated with your chosen sort method. For example, if you choose to sort by Class, select a sub‐sort method, class code, and enter the range of class codes.



Transaction History Audit

Print the Transaction History Audit report after entering transaction history for employees.

Employee Reports




Features

This report lists the transaction history information entered for employees in Transaction History. This information includes the employee for whom the transaction was entered, the date and time of the transaction entry, the associated class codes, a transaction description, and the amount of each transaction.

Procedures

1. From the Employee Reports folder, choose Transaction History Audit.

2. For the report format, choose Detail or Summary.



Update Employee Earnings/Deductions Audit

Print this report after you use the Update Earn/Ded For All Employees form.

Features

This report lists the information that you entered on the Update Earn/Ded For All Employees form in the Employees folder.

Procedure

1. From the Employee Reports folder, choose Update Employee Earn/Ded Audit. Or, after using the Update Earn/Ded For All Employees form in the Employees folder, you are given the option to print the report.

2. If you use Sage Accpac Project and Job Costing, and you have been assigned PJC Billing Information security permission, you can select whether to include billing information on the report.


Transaction Reports

User Guide 8–21



Reports


Update Employee Taxes Audit

Print this report after you use the Update Tax For All Employees function.

Features

The Update Employee Taxes Audit report shows an audit of the employees whose taxes were updated by the Update Tax For All Employees function of the Employees folder.

Procedure

1. From the Employee Reports folder, choose Update Employee Taxes Audit. Or, after you se the Update Tax For All Employees function in the Employees folder, you are given the option to print the report.



Transaction Reports

Accruals

For posted paychecks and entries made in transaction history, you can choose to produce:

• An accrual report that shows the hours and amounts that have been accrued and paid. Choose to report in detail, in summary, or the current balances.

• An accrual carry‐over log that shows the accrual amounts or hours that were carried over to the start of a new accrual period.

Transaction Reports




Features

The information on the accrual report and carry‐over log includes:

• The employee number and full name.

• The check date and check number.

• The accrual and its description.

The accrual report includes:

• The date that was entered for the accrual on the timecard, manual check, or transaction history.

• The start and stop times that were entered for the accrual on the timecard.

• The hours and amounts accrued and paid for the accrual.

• Totals for all employees included on the report.

The accrual carry‐over log includes:

• The “Carried‐over Amt/Hrs.” field, which displays the amount or hours carried over, after the specified maximum carry‐over and maximum accrual have been considered.

• The “Actual Beg. Increment” field, which displays any flat “beginning” amount that is added to the carry‐over amount or hours, subject to the maximum accrual. (You specify the flat amount in the “Beginning” field of the Employee tab of the Earnings And Deductions setup form for an accrual.)

For example, suppose the maximum accrual was 10 hours. Suppose the carry‐over was calculated to be 8 hours, and the “Beginning” field contained 5. Only 2 (of the 5 hours) can be added to 8, since the maximum accrual is 10. The Actual Beg. Increment field on the Accruals Carry‐over log would show 2.

• The “New Beg. Balance” field, which is the sum of the two fields mentioned previously, up to the maximum accrual. It is the starting balance for the new period.

Transaction Reports

User Guide 8–23



Reports

For the accrual carry‐over log, note that:

• Payroll starts to collect carry‐over information for the log as of Payroll version 5.5, so the log shows only the carry‐over information from that time onwards.

• Information on the log is cleared when you use the Delete Inactive Records function to delete employee history.

Procedures

1. From the Payroll Transaction Reports folder, select Accruals.

2. At the Report Type field, choose the type of accrual to report (vacation, sick or compensatory time).

Report format 3. At the Report Format field, choose whether to report Details, Summary, Current Balances or Carry‐over Log.

Date range 4. If you chose Details or Summary, enter the date range for the report.

Sort criteria 5. Choose to sort the report by Employee Number, Employee Name, or Class.

Accrual range 6. Enter the range of accrual codes to report.

Selection list 7. At the Selection List field, you can select an existing employee selection list to print only the employees specified by the list.

Employee range 8. At the Employee Number (From and To) fields, enter the range of employees to print.

Class code criteria 9. If you selected to sort by class:

− Choose the class to sort by (Class 1, Class 2, Class 3, or Class 4).

− Enter the range of class codes at the From Class Code and To Class Code fields.


Transaction Reports





Earnings and Hours

You can print the Earnings and Hours report for a particular month and year or for a range of dates.

• Print the calendar year totals for a particular month and year to verify month‐, quarter‐, and year‐to‐date amounts calculated for employee earnings/deductions and taxes as of the month and year you enter.

• Print the date‐range report to verify the amounts calculated for employee earnings/deductions and taxes over the period covered by the range of dates.

Features

The information on this report includes:

• The employee number and full name.

• Depending upon the option you chose for printing the report, either to‐date totals as of a particular month and year or amounts for the date range, for all earnings/deductions and taxes calculated.

• Earnings, expense reimbursements, advances, deductions, taxes; vacation, sick, and compensatory time accruals and payments.

• Cash and noncash benefits, pieces for piece rate work, and so forth.

• Totals for all employees included on the report.

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User Guide 8–25



Reports

Procedures

1. From the Payroll Transaction Reports folder, select Earnings and Hours.

2. At the Report Type field, select to print:

− Calendar year totals as of a particular month and year.

Or

− Totals for a range of dates.

3. Enter the month and year or the range of dates.

Report format 4. Select Detail or Summary for the report format.

Sort criteria 5. Choose to sort the report by Employee Number, Employee Name, or Class.

Employees range 6. Enter the range of employees to print at the Employees From and To fields.

Class code criteria 7. If you selected to sort by class, choose the class to sort by (Class 1, Class 2, Class 3, or Class 4)

Then enter the range of class codes at the From Class and To Class fields.



Earnings/Deductions Summary

You can print the Earnings/Deductions Summary Report for a particular month and year or for a range of dates. You can print current balances for accruals and advances.

• Print the current balances or calendar year totals for a particular month and year to verify life‐, month‐, quarter‐, and year‐to‐date amounts calculated for employee earnings/deductions.

Transaction Reports




• Print the date‐range report to verify the amounts calculated for employee earnings/deductions and taxes over the period covered by the range of dates.

Features


• Earnings/deductions, descriptions, and calculation methods.

• Number and full name of each employee to whom the earning/deduction was assigned.

• Depending upon the option you chose for printing the report, either current balances, to‐date totals as of a particular month and year, or amounts for the date range, for all earnings/ deductions and taxes calculated.

• Amounts and hours, if appropriate, calculated for the employee for the earning/deduction.

Procedures

1. From the Payroll Transaction Reports folder, select Earnings/Deductions Summary.

2. At the Category field, select the Earning/Deduction category (accrual, earning, advance, benefit, deduction, or expense reimbursement).

Earning/Deduction Type criteria

3. At the Category Type field, choose the type of earnings/deductions to include in the report.

Report type 4. For accruals and advances, select the report type — either current (life‐to‐date) balances, calendar year totals, or date range.

5. If you choose to print calendar year totals or date range for advances and accruals, select a month and year or a date range.

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User Guide 8–27



Reports

6. For earnings, benefits, deductions, expense reimbursements, select the report type — either calendar year totals or date range. Then enter the month and year or date range for which to print the report.

7. Indicate whether you want the report sorted by class, employee number, or employee name, within the earning/deduction code.

8. Enter the range of earnings/deductions on which to base the report at the From and To Earnings/Deductions fields.

9. Enter the range of employees to print at the From and To Employee Number fields.

10. If you selected to sort by class, choose the class to sort by (Class 1, Class 2, Class 3, or Class 4).




EFT Combine History

This report is available only if you use EFT Direct Payroll. The EFT Combine History report lists the EFT combine files created.

Features

You can print this report in detail or summary format.

The Detail report includes:

• Bank ID and Bank format

• Combine name, company

• Combine number

• Seq. number

Transaction Reports




• Date

• Combine location, description

• File name

• Run / rerun sequence

• Amount

The Summary report includes:

• Bank ID and bank format

• File name, extension, description, date, location

• File Number, Seq. number

• Amount

Procedure

1. From the Transaction Reports folder, select EFT Combine History.

2. In the Report format field, choose Details or Summary report

3. In the Bank ID field, use the finder to enter the bank ID.

4. Use the Combine File Date and the Combine File Number From/To fields to search for the EFT combine files you want to include in the EFT Combine History report.

5. If you want only the latest file to appear in the report in the case of more than one file with the same combine number but different sequence numbers, select the “Print Latest File with the Same Number Only” check box.



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User Guide 8–29



Reports

EFT Direct Deposit

This report is available only if you use the EFT Direct Payroll features for direct deposit of paychecks. Print the EFT Direct Deposit report to verify the details of the EFT (direct deposit) file that you generated before you submit the file to your bank.

Features


• Information required by your bank for direct deposit. (This is the information that you entered on the EFT Options form in the Payroll Setup folder.)

• Information about each direct deposit transaction, such as the employee’s number and name, the employee’s bank account information, the paycheck number, and the amount to be deposited.

• If reporting more than one bank, the report shows the total amount deposited for each bank, as well as the total amount deposited of all banks reported.

Procedures

The EFT Direct Deposit report automatically displays on screen after you successfully complete the Generate EFT File function. You can print the report then. Or, you can print it later, as described in the following steps.

1. From the Payroll Transaction Reports folder, select EFT Direct Deposit.

2. In the Run Sequence No. (From, To) fields, select the range of original file runs to report, or click the Finder to search for files.

The Run Sequence No. is the number assigned to each “original” file that you generated (that is, you specified the EFT File Type as Original when you generated the EFT file).

Transaction Reports




3. In the Rerun Sequence No. (From, To) fields, select the range of replacement files that were produced within the original file run specified in step 2, or click the Finder to search for files.

The Rerun Sequence No. is the number of each replacement file (that is, you specified the EFT File Type as Replacement when you generated the EFT file).

The Rerun Sequence No. (From, To) fields are available only if:

− You are reporting only one run (that is, you enter the same number in both the From and To fields of the Run Sequence No.), and

− You did not select the Print Latest Replacement File Only check box. (If you had selected that option, then you are asking for only the last replacement file, and not for a range of replacements.)

Notes:

• The Rerun Sequence No. of an “original” file is 0. For each replacement file generated for the “original” file, this number increases by one.

• For a pre‐notification run, the Run Sequence Number and Rerun Sequence Number are both 0.

4. To report only the last replacement file of all the ones produced within the Run Sequence (To, From) range that you entered, select the Print Latest Replacement File Only option. To report all runs within the Run Sequence range you entered, do not select this option.



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User Guide 8–31



Reports

EFT Transactions

This report is available only if you use the EFT Direct Payroll features for direct deposit of paychecks. Print the EFT Transactions report to verify the details of paychecks that have been directly deposited.

Features

This report includes information about each direct deposit transaction, such as the employee’s number and name, the employee’s bank account information, the paycheck number, and the amount deposited.

You can specify the range of employees, check dates and banks to report.

Procedures

1. From the Payroll Transaction Reports folder, select EFT Transactions.

2. At the Sort By field, choose whether to sort by employee number, check date, or account number.

3. At the Employee From and To fields, enter the range of employees to report.

4. At the Check Date From and To fields, enter the range of check dates to report.

5. At the Company EFT Bank From and To fields, choose range of company banks to report.



Transaction Reports




Employee Timecards

Print the Employee Timecards report to verify that the employee timecards are complete and accurate before you transfer them to the detailed Payroll timecard for payroll calculation.

Note: To print the report, your logon User ID must be assigned a Security Group ID that is set with the Timecard Entry access permission.

Features


• Employee number and full name.

• Timecard description, and status.

• Start and stop times, and number of hours worked for the day of the week.

• Shift schedule information.

• Total hours worked by each employee reported, and by all employees reported.

Procedures

1. From the Payroll Transaction Reports folder, select Employee Timecards.

2. At the End Date From and To fields, enter the end date range of employee timecards to print.

3. Enter the range of employees to print at the Employee Number From and To fields.

4. Choose whether to report only employee timecards whose status is new, ready for approval, or approved. Or, choose all three statuses to print all employee timecards regardless of status.

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User Guide 8–33



Reports

Optional fields 5. If you have defined optional fields in Payroll for timecards, choose whether to include the optional fields on the report.

Project and job costing

6. If you use Sage Accpac Project and Job Costing, choose whether to print job‐related information.



Hours Analysis

Print the Hourly Analysis report to show the hours (regular, overtime, shift) that were paid for each earning on an employee’s paycheck. The report also shows the hours that were paid and accrued for each accrual that appears on the paycheck.

Features


• The employee number and name.

• The check date and number.

• The earnings on each paycheck, and the regular, overtime and shift hours that were paid to each earning, as well as the start and stop times worked for the earning.

• The accruals on each paycheck, and the hours that were paid or accrued for each accrual.

• The totals for each employee and totals for the report.

Procedures

1. From the Payroll Transaction Reports folder, select Hours Analysis.

2. At the Report Format field, choose Detail or Summary.

Transaction Reports




3. Choose the range of Check Dates or Period End Dates to report.

4. Choose to sort the report by Class, Employee Number or Employee Name.

5. If you had chosen to sort by Class, enter the class and the range of class codes.

6. At the Earning/Deduction From and To fields, enter the range of earnings/deductions to report.

7. At the Employee Number From and To fields, enter the range of employees to report.

8. In the Include Information section, choose the type of hours to include on the report.



Jobs

This report is available only if you use Sage Accpac Project and Job Costing. Print the Jobs report to show posted job information, in detailed or summary format.

Features

Detail lines on the report include:


• The contract, project and category.

• The earnings pertaining to the job, and the regular, overtime and shift hours that were recorded for each earning, and the amount.

• If you choose to include billing information, and if you have the proper security access to view billing information, the report shows the billing type, currency, and amount.

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User Guide 8–35



Reports

• Subtotals (hours, amount) for each grouping of the primary sort criteria, and totals for the report.

Procedures

1. From the Payroll Transaction Reports folder, select Jobs.

2. In the Report Format field, select whether to print a detailed report or summary.

3. If you want to use an employee selection list to choose employees, enter it in the Selection List field.

4. Enter a range of employees to be selected for the report (in addition to or instead of a selection list).

5. You can further narrow your selection by entering ranges in the (From and To) fields for each of the following:

− Date

− Project

− Contract

− Category

6. If you have chosen to print the detailed format:

− Specify how to sort the report (by Contract, Employee Number, or Employee Name).

− Specify how to further sort the report within your chosen sort method.

7. Choose whether to show billing information on the report. (This option is enabled only if you have the proper security access to view billing information.)



Transaction Reports




Manual Checks

Print the Manual Checks report after entering manual checks.

Features



• Check date, check number, number of times the employee was late, bank account, and the amount of the check.

• For each item listed on the check: a description; the item amount; G/L accounts associated with the item; the number of hours, number of pieces, or base amount, if appropriate; the rate/amt/pct, and the workers’ compensation group/code.

• Dollar amount totals are listed for salary and wages, reported tips disbursements, vacation pay, sick time pay, compensatory time pay, total earnings, and all other categories of detail included on the manual checks.

• Hour totals are listed for regular, overtime, and shift hours; and vacation, sick, and compensatory time accrual hours.

• The number of checks printed for the range of check dates and employees selected.

Procedures

1. From the Payroll Transaction Reports folder, select Manual Checks.

2. Enter the range of check dates on which to base the report at the Check Date From and To fields.

Employees range 3. Enter the range of employees on which to base the report at the Employee Number From and To fields.

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User Guide 8–37



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G/L account description

4. Choose whether to print descriptions of the general ledger accounts on the report, if your database is integrated with Sage Accpac General Ledger.

Optional fields 5. If you have defined optional fields in Payroll for manual checks, choose whether to include the optional fields on the report.





Payroll G/L Transactions

Print the Payroll G/L Transactions report before you use the Payroll Create G/L Batch form to see G/L transactions that will be created when you run Create G/L Batch. The Payroll G/L Transactions report does not include G/L transactions created during Payroll posting. You can print G/L transactions created during Payroll posting from the General Ledger desktop with the G/L Transactions Listing or Batch Listing function.

Features


Year-Period The year and pay period number.

Account number The G/L account that is debited or credited by the transaction.

If you consolidate G/L batches, all debits to a single account within an entry are collapsed into a single detail, and all credits to a single account within an entry are collapsed into a single detail.

Transaction date A transaction date based on the Journal Entry Date option you chose on the Integration tab of the Payroll G/L Integration form.

Transaction Reports




The transaction date is either the check date or the pay period end date. If you consolidate G/L batches, the transaction date is the first date of the fiscal period to which the consolidated entry is posted.

Posting sequence The posting sequence number of each group of transactions.

Source code The source code assigned to the transaction. The Payroll source codes are UP‐SC (system checks), UP‐MC (manual check), UP‐RC (reversed check), and UP‐CO (consolidated).

Transaction reference

The transaction Reference is based on the options you chose on the Transactions tab of the Payroll G/L Integration form. You can choose employee number or name, check date, posting date, pay period dates, posting sequence, calculation sequence, and so on.

Transaction description

The transaction Description is based on the options you chose on the Transactions tab of the Payroll G/L Integration form. You can choose employee number or name, check number or date, posting date, pay period dates, posting sequence, calculation sequence, and so on.

Debit or credit amount

The amount by which the transaction debits or credits the G/L account.

Account totals For reports sorted by account, the total debit and credit amounts for each reported account.

Year-Period totals For reports sorted by year and period, the total debit and credit amounts for each reported year‐period.

Totals The total debit and credit amounts for all reported transactions.

Consolidating G/L Batches

If you choose the Payroll option to consolidate G/L batches, certain details will be consolidated (as described above) on the Payroll G/L Transactions report.

To print all transactions in detail on the Payroll G/L Transactions report but send consolidated batches to General Ledger:

• Set the option NOT to consolidate G/L batches when you are processing payrolls.

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User Guide 8–39



Reports

• Then, when you are ready to run the function to create G/L batches, change the option to either of the Consolidate G/L Batches options (account/fiscal period or account/fiscal period/source code).

Procedures

1. From the Payroll Transaction Reports folder, select Payroll G/L Transactions.

2. Enter the posting sequence through which to print the report.

Report format 3. Select either Detail or Summary for the report format.

Sort criteria 4. Choose to sort the report either by Account or by Year and Period.



Payroll Job Register

This report is available only if you use Sage Accpac Project and Job Costing. Print the report to verify the accuracy of posted job‐related information, and to file as the audit trail for the payroll run.

Features



• Check information, such as check number, date, amount, calculation sequence, posting sequence, and so on.

• A list of the jobs to which the employee’s earnings were allocated. The details for each job are shown, such as the related earning, accrual or expense reimbursement, the number of hours that were worked, overhead account and amount, labour burden

Transaction Reports




account and amount, and so on. This reflects the data that you entered during timecard or manual check entry.

• If you choose to include billing information, the report shows the billing type, rate, currency, and so on.

Procedures

1. From the Payroll Transaction Reports folder, select Payroll Job Register.

2. At the Report Format field, choose to print the report in detail or summary.

3. At the Employee Number From and To fields, enter the range of employees on which to base the register.

4. Enter the range of check dates to include on the report.

5. Select the pay frequencies to include on the register.

6. If you want to use an employee selection list, enter it in the Selection List field.

7. Choose whether to include system checks, (that is, checks printed from your Payroll program) manual checks, and reversed checks on the register.

8. If you chose to print in summary format, choose whether to include employee subtotals on the register.

9. If you chose to print in detailed format, choose whether to include:

− Detail dates and hours that were entered on the timecard or manual check.

− Description for each G/L account reported, if your database is integrated with Sage Accpac General Ledger.

− Billing information.

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User Guide 8–41



Reports

− Optional fields, if you have defined optional fields in Payroll for transactions.

10. Choose to sort the register by Employee Number, Employee Name, Class, Pay Frequency, Pay Period End Date, Check Date, Check Number, or Posting Sequence.

11. If you chose to sort the register by Class, Pay Frequency, Pay Period End Date, Check Date, Check Number, or Posting Sequence, choose to sort the register then by either Employee Number or Employee Name.

12. If you chose to sort the register by Class, choose the class to sort by (Class 1, Class 2, Class 3, or Class 4).


13. If you chose to sort the register by Posting Sequence, enter a range of posting sequences at the From and To fields.

14. If you have defined optional fields in Payroll for transactions, you can choose to print only the paychecks that contain the optional fields that you enter in the optional fields grid on this dialog box. For each optional field you enter in the grid, you can specify the range of its values in the From and To fields.



Payroll Processing Exceptions

Print the Payroll Processing Exceptions report after processing payroll if processing exceptions were found.

Features


• The employees for whom processing exceptions were found.

Transaction Reports




• The earnings/deductions for which the processing exceptions occurred.

• A comment describing each processing exception.

Procedures

To display the Payroll Processing Exceptions report dialog box, select Payroll Processing Exceptions from the Payroll Transaction Reports folder, or choose Yes at the following message box (displayed after Calculate Payroll or Process Manual Checks when exceptions are noted):

To process the report from the Payroll Processing Exceptions report form, click Print; to cancel it, click Close.

Payroll Register

Print the Payroll Register to verify the accuracy of payroll calculation and to file as the audit trail for the payroll run.

Features


Check information • The check date, amount of check, calculation sequence, and posting sequence numbers.

Employee portion • The employee number, name, social security number, and times late.

• A list of the employee’s earnings/deductions and taxes, itemized with amount, G/L accounts, hours, number of pieces or base amount, if appropriate, the rate/amt/pct, and the workers’ compensation group/code.

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Reports

• Dollar amount for the employee’s total earnings, deductions, and taxes.

Employer portion • List of the employer’s contributions and taxes, itemized with amount, G/L accounts, the number of pieces or base amount, if appropriate, the rate/amt/pct, and the workers’ compensation group/code.

• Dollar amount for the employer’s total contributions for the employee.

• Dollar amount for the employer’s total taxes for the employee.

Report totals by category

• Dollar amount totals are listed for salary and wages, reported tips disbursements, vacation pay, sick time pay, compensatory time pay, total earnings, employee deductions, employee taxes, expense reimbursements, reported tips‐noncash, employer contributions, employer taxes, cash benefits, and noncash benefits.

• Hour totals are listed for regular, overtime, and shift hours; and vacation, sick, and compensatory time accrual hours.

Report totals by G/L account

• Debit and credit amounts are listed for each G/L account affected by payroll posting.

Procedures

1. From the Payroll Transaction Reports folder, select Payroll Register.


3. At the Employee Number From and To fields, enter the range of employees for whom you are printing the register.


5. Select the pay frequency to include on the register.

Transaction Reports




6. Choose whether to include system checks, manual checks, and reversed checks on the register.

Information to include

7. If you chose to print in summary format, choose whether to include employee subtotals on the register.


• Detail dates and hours that were entered on the timecard or manual check.

• Description for each G/L account reported, if your database is integrated with Sage Accpac General Ledger.

• Optional fields, if you have defined optional fields in Payroll for transactions.

• Job details (then optionally, billing information), if you use Sage Accpac Project and Job Costing.

Sort criteria 9. Choose to sort the register by Employee Number, Employee Name, Class, Pay Frequency, Pay Period End Date, Check Date, Check Number, or Posting Sequence.

10. If you choose to sort the register by Class, Pay Frequency, Pay Period End Date, Check Date, or Posting Sequence, choose to further sort the register by Employee Number or Employee Name.



12. If you selected to sort by posting sequence, enter the range of posting sequence numbers at the Posting Sequence From and To fields.

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User Guide 8–45



Reports

Use optional fields as a selection criteria




Pre-Check Payroll Job Register

This report is available only if you use Sage Accpac Project and Job Costing. Print the report to verify the accuracy of payroll job‐related information before printing and posting checks.

Features



• Check information, such as check number, date, amount, calculation sequence, posting sequence, and so on.

• A list of the jobs to which the employee’s earnings were allocated. The details for each job are shown, such as the related earning, accrual or expense reimbursement, the number of hours that were worked, and so on. This reflects the data that you entered during timecard or manual check entry.

• If you choose to include billing information, the report shows the billing type, rate, currency, and so on.

Transaction Reports




Procedures

1. From the Payroll Transaction Reports folder, select Pre‐Check Payroll Job Register.


3. At the Employee Number From and To fields, enter the range of employees.



6. If you want to use an employee selection list, enter it in the Selection List field.

7. Choose whether to include system‐printed checks or manual checks on the register.

8. If you chose to print in summary format, choose whether to include employee subtotals on the report.


− Detail dates and hours that were entered on the timecard or manual check.

− Description for each G/L account reported, if your database is integrated with Sage Accpac General Ledger.

− Billing information.

− Optional fields, if you have defined optional fields in Payroll for transactions.

10. Choose to sort the register by Employee Number, Employee Name, Class, Pay Frequency, Pay Period End Date or Check Date.

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User Guide 8–47



Reports

11. If you chose to sort the register by Class, Pay Frequency, Pay Period End Date or Check Date, choose to sort the register then by either Employee Number or Employee Name.

12. If you chose to sort the register by Class, choose the class to sort by (Class 1, Class 2, Class 3, or Class 4).





Pre-Check Payroll Register

Print the Pre‐Check Payroll Register to verify the accuracy of the payroll calculation before printing and posting checks.

Features


Check information • Check date, amount of check, and calculation sequence.

Employee portion • Employee number, name, social security number, and times late.

• List of the employee’s earnings/deductions and taxes, itemized with amounts, G/L accounts, hours, the number of pieces or base amount, if appropriate, the rate/amt/pct, and the workers’ compensation group/code.

• Dollar amount for the employee’s total earnings, deductions, and taxes.

Transaction Reports




Employer portion • List of the employer’s contributions and taxes, itemized with amounts, G/L accounts, the number of pieces or base amount, if appropriate, the rate/amt/pct, and the workers’ compensation group/code.

• Dollar amount for the employer’s total contributions for the employee.

• Dollar amount for the employer’s total taxes for the employee.

Report totals by category

• Dollar amount totals are listed for salary and wages, reported tips disbursements, vacation pay, sick time pay, compensatory time pay, total earnings, employee deductions, employee taxes, expense reimbursements, reported tips‐noncash, employer contributions, employer taxes, cash benefits, and noncash benefits.

• Hour totals are listed for regular hours, overtime hours, shift hours, vacation accrual hours, sick accrual hours, and compensatory time accrual hours.

Procedures

1. From the Payroll Transaction Reports folder, select Pre‐Check Payroll Register.

2. At the Report Format field, choose to print the report in detail or summary format.

3. At the Employee Number From and To fields, enter the range of employees.



6. Choose whether to include system‐printed checks or manual checks on the register.

Information to include

7. If you chose to print in summary format, choose whether to include employee subtotals on the report.

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User Guide 8–49



Reports


• Detail dates and hours that were entered on the timecard or manual check.

• Description for each G/L account reported, if your database is integrated with Sage Accpac General Ledger.

• Optional fields, if you have defined optional fields in Payroll for transactions.

• Job details (then optionally, billing information), if you use Sage Accpac Project and Job Costing.

Sort criteria 9. Choose to sort the register by Employee Number, Employee Name, Class, Pay Frequency, Pay Period End Date, or Check Date.

10. If you chose to sort the register by Class, Pay Frequency, Pay Period End Date, or Check Date, choose to sort the register further by either Employee Number or Employee Name.



Use optional fields as a selection criteria




Transaction Reports




Tax Calculation Analysis

Print the Tax Calculation Analysis after processing and posting payroll. You can print the report for a particular month and year or for a range of dates. Print the calendar year totals for a particular month and year to verify month‐, quarter‐, and year‐to‐date amounts calculated for taxes as of the month and year you enter. Print the date‐range report to verify the tax amounts calculated over the period covered by the range of dates.

Features

The information on this report, for each reported tax, includes:

Employees • The employee number and full name.

Earnings subject to tax, employee withholding, and employer expense

• Depending upon the option you chose for printing the report, either to‐date amounts as of a particular month and day or amounts for the date range, for each of the following:

− The employee’s earnings subject to the reported tax. These totals may include ceiling wages, no‐ceiling wages, and wages subject to the tax before deductions.

− The employee’s withholding for the reported tax.

− The employer’s expense for the reported tax.

Tax totals • Totals for earnings subject to the tax, the employees’ withholding for the tax, and the employer expense for the tax.

Procedures

1. From the Payroll Transaction Reports folder, select Tax Calculation Analysis.

2. At the Report Style field, select to print the calendar year totals for a particular month and year or totals for a range of dates. Enter the month and year or the range of dates.

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User Guide 8–51



Reports

Taxes range 3. At the Taxes From and To fields, enter the range of taxes on which to base the report.

Employees range 4. At Employees From and To fields, enter the range of employees on which to base the report.



Timecards

Print the Timecards report to verify that timecards are complete and accurate before you use them in a payroll calculation.

Features



• Timecard number, description, and status.

• The employee’s times late in the pay period.

• Earning/deduction information entered for the pay period.

• Tax overrides for the pay period.

• Total hours for regular and shift earnings, total hours for vacation, sick, and compensatory time paid and accrued, and total amounts for vacation, sick, and compensatory time paid.

Procedures

1. From the Payroll Transaction Reports folder, select Timecards.

2. At the Report Format field, choose the format in which to print the report:

• Detail — shows the details of each timecard listed.

Transaction Reports




• Summary —shows the totals only of each timecard listed.

• Listing — shows only the header information (period end date, times late, reusable, and so on) of each timecard listed.

3. Enter the range of employees to print at the Employee Number From and To fields.

Timecards criteria 4. Choose to include all timecards or reusable timecards only on the report.

5. Choose whether to include Active and Inactive timecards on the report.

Optional fields 6. If you have defined optional fields in Payroll for timecards, choose whether to include the optional fields on the report.





Workers’ Compensation

Print the Workers’ Compensation payroll transaction report to provide workers’ compensation information. This report uses check dates to determine wages subject to workers’ compensation premiums.

Features


• Workers’ compensation groups and codes, description, rate per $100, and annual limit.

• Employee number and name.

• Regular hours, overtime hours, regular pay, adjusted overtime pay, total pay, and the premium.

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User Guide 8–53



Reports

• Workers’ compensation code totals. Company totals print at the end of the report.

Procedures

1. From the Payroll Transaction Reports folder, select Workers’ Compensation.

2. At the Report Format field, select:

• Assessment Detail or Summary — For each workers’ compensation code, the report shows amounts such as total pay, assessable earnings, and assessments.

• Totals Detail or Summary — For each workers’ compensation code, the report shows the hours worked by the employee and pay amounts (by check date, if detailed format chosen).

Current or Previous Rates

3. If you selected an assessment (detail or summary) report format, the Rates field appears. Choose to produce the report based on current or previous workers’ compensation rates. If reporting on previous rates, the previous rate information should already be set up on the Workers’ Compensation Codes form.

WCC Group 4. At the WCC Group field, select the WCC group for which to print the report.

Workers’ compensation

5. At the Workers’ Compensation Code From and To fields, enter the range of workers’ compensation codes on which to base the report.

Employees range 6. At the Employees From and To fields, enter the range of employees to include on the report.

Check date range 7. At the Check Date From and To fields, enter the range of check dates on which to base the report.

If you selected an assessment (detail or summary) report format:

• You must enter the same year for both the From and To dates.

Periodic Processing Reports




• The Payroll program verifies the From Check Date against the Start Date entered on the Workers’ Compensation Codes form (or against the Previous Start Date, if you have chosen to report previous rates). If you enter a From Check Date that falls before the Start Date (or Previous Start Date, if reporting previous rates), a message warns you that the date falls outside the date range. You can still print the report.




Delete Inactive Records Audit

After deleting inactive records, print the Delete Inactive Records Report to view details of the terminated employees, inactive earnings and deductions, and taxes deleted from the system.

Features


• The date the Delete Inactive Records procedure was run.

• The date the Inactive Records were deleted.

• The options that you selected when you used the Delete Inactive Records form in the Periodic Processing folder.

• Deleted Transaction History Records — For each deleted transaction, the report shows the employee name, the period end date, the transaction date, the bank, and the transaction amount.

• Deleted Inactive Records — For each deleted record, the report shows the type of record deleted (employee, tax, or earnings/deductions), the code for the deleted transaction, the


User Guide 8–55



Reports

employee name or transaction description, and the last maintained date.

Procedures

1. From the Periodic Processing Reports folder, select Delete Inactive Records Audit.

2. Click Print.

3. Check the report. When prompted, click Yes if the report printed properly. Otherwise, click Close and reprint the report.

Duplicate SSN

The Duplicate SSN report lists social security numbers that are assigned to more than one employee.

This report reflects information that was compiled during the last time you ran the Find Duplicate SSN function (in the Periodic Processing folder). If you have added employees since then, you may want to run the Find Duplicate SSN function so that the Duplicate SSN report includes the new employees.

Features


• Employee numbers.

• Employee names.

• A list of any duplicate Social Security Numbers found when the report was run.

• The number of employees included in the report.

Government Reports




Procedures

1. From the Periodic Processing Reports folder, select Duplicate SSN.

2. Click Print.

Government Reports

941

Print the 941 government report to provide the information you need to be sent to the federal government. You can print just the data, or both the data and the form.

This report provides a summary of the amounts withheld in the quarter for employees’ federal income, Social Security, and Medicare taxes, and the employer’s liability for Social Security and Medicare taxes.

Chapter 6, “Processing Payroll,” also provides information about 941s.

Features


Withholding information

• Totals of wages paid subject to federal income tax withholding and income tax withheld in the quarter.

Details concerning Social Security and Medicare

• Details of wages paid for the quarter (including tips) that were subject to employee and employer Social Security and Medicare taxes, and the total liability for Social Security and Medicare in the quarter.

Net taxes • Total of federal withholding and employee/employer Social Security/Medicare tax liability for the quarter.

Government Reports

User Guide 8–57



Reports

Federal tax liability • Daily tax liabilities, monthly tax liabilities, and total for the quarter.

Before Using

• Select the print destination.

• Before printing and approving the 941 form for submission to the government, be sure you have processed and posted all payrolls for the quarter.

• If an employee resides in a foreign country, you must enter the full name of the country in the Country field of the Employee’s form.

Procedures

1. From the Government Reports folder, select 941.

2. Enter the year and quarter for which to print the 941 report.

Government Reports




3. Click the Go button to set up the tabs for data entry. Payroll displays the 941 information for the selected quarter.

Form 4. Choose to print 941s on one of the following forms:

• Laser (Preprinted Form) ⎯ to print 941 data only, formatted for a preprinted, IRS‐approved, laser 941 form.

• Laser (Plain Paper Form) ⎯ to print 941 data and the form itself on plain paper. This IRS‐approved 941 can be submitted to the government.

5. On the Employer tab, review or enter the employer’s name, trade name, EIN (Employment Identification Number), and address.

6. Enter the information in the fields on the other tabs of the form, following the 941 instructions published by the IRS. Payroll’s online 941 form simulates the IRS 941 form. The tab names refer to the line numbers of the IRS 941 form.

Tax liability tabs 7. If, on the 14‐15 tab, you indicated that you were a semiweekly depositor, fill out the Schedule B tab, which displays your daily tax liabilities and the total for the quarter.

If you indicated that you were a monthly depositor, fill out the associated liability figures.

8. To save the information you have entered, click Save.



Certified Payroll

This report is available only if you use Sage Accpac Project and Job Costing.

If you choose to use the U.S. Department of Labor form WH‐347 for contractors and sub‐contractors, the Certified Payroll report provides

Government Reports

User Guide 8–59



Reports

most of the information that you need to complete that form. The Certified Payroll report does not print the form itself.

Features

For each employee listed, the report shows the information that reflects the columns on form WH‐347, such as:

• Employee’s name, address and social security number.

• Employee’s number of withholding exemptions.

• Employee’s work classification.

• For each work day of the week you choose, the hours worked (regular time hours and overtime hours) for the project.

• The total hours worked for the week.

• The rate of pay, including fringe benefits.

• Gross amount earned for the job, and the total gross amount of the paycheck.

• Net pay for the week.

For more details about this information, refer to the U.S. Department of Labor’s instructions for completing form WH‐347.

Note: On the timecard or manual check, you must have assigned a work classification code to a job‐related earning/deduction detail line, in order for that job transaction to appear on the Certified Payroll report.

Procedure

1. From the Government Reports folder, select Certified Payroll.

2. Enter the report formatting criteria, such as how to group and sort the employees that will be printed.

Government Reports




3. Enter the criteria by which to select the employees. You can use an employee selection list, specify a range of employees, or a range of contracts.

4. Select the type of information to include, such as cash or non‐cash benefits (employer‐side), deductions (employer‐side), or accrual payments.

5. Click Print.

Quarterly Wage

Print the Quarterly Wage government report to provide quarterly wage reports for your individual taxing authorities.

Features


• All employees with quarterly wage amounts associated with the selected range of taxes. This includes social security number, employee name, and quarterly wages for each employee.

• The Taxable Earnings column shows wages considered taxable by the taxing entity that you selected for printing. The Total Earnings column shows gross earnings.

• Page totals and a grand total of quarterly wages.

Before Using

• Print and approve all paychecks and post all manual checks for the quarter for which you are generating wage reports.

• Select the print destination.

Government Reports

User Guide 8–61



Reports

Procedures

1. From the Government Reports folder, select Quarterly Wage.

2. Enter the quarter and year for which to print the report.

3. Enter the date the report is due.

Tax code 4. At the Tax Code field, enter the tax on which to base the report.

If you choose CASIT, then at the Report Type field that subsequently appears, choose Quarterly Wage or DE6.

If you choose DE6:

− You can optionally enter a selection list of employees if you have created one.

− Before printing, load the State of California’s “Quarterly Wage and Withholding Report” pre‐printed forms in your printer.

Sort criteria 5. Choose to sort the report by either Employee or Class.

Employees range 6. If you selected to sort by employee, at the From and To Employee Number fields, enter the range of employees on which to base the report.

Class code criteria 7. If you selected to sort by class, choose the class to sort by (Class 1, Class 2, Class 3, or Class 4). Then enter the range of class codes at the From Class Code and To Class Code fields.



Quarterly Wage on Disk(ette)

Use the Quarterly Wage on Disk(ette) function to produce a quarterly wage report on diskette or on hard disk.

Government Reports




Before Using

• Print and approve all paychecks and post all manual checks for the quarter for which you are generating wage reports.

• If using diskettes, format and label them.

• Read the section “Quarterly Wage Reporting on Disk(ette)” in Appendix E of this User Guide. You may have to fill in the Employee Supplemental Information form before starting the Quarterly Wage on Disk(ette) process.

Features

The Quarterly Wage on Disk(ette) function produces a quarterly wage data file on diskette or hard disk. The file can be submitted to tax authorities, by electronic means where permitted. The function does not produce a printed report on paper.

Procedures

The Quarterly Wage on Disk(ette) feature is located in the Government Reports folder.

For detailed instructions on how to use this feature, refer to Appendix E of this User Guide.

After you produce the data on diskette, choose to print the Quarterly Wage On Disk(ette) Status report. This report summarizes the data that you just produced on diskette. Depending on the state, the information on the report varies. Fields include: the number of employee (and employer) records, state total gross wages, and so on.

W-2s on Disk(ette)

The W‐2s On Disk(ette) function produces a W‐2 data file (containing statements of employee earnings subject to federal, state, and other taxing authorities, for the year) to a diskette or hard disk. The function does not produce a printed report on paper.

Government Reports

User Guide 8–63



Reports

The file can then be submitted to tax authorities, by electronic means where permitted.

This report is also discussed in the section “W‐2s on Disk(ette),” in Chapter 6, “Processing Payroll.”

Before Using

• Process and post all payrolls for the year.

• If using diskettes, format and label diskettes.

• Read the federal or state publications on magnetic media so you are familiar with all the requirements. Some may vary from year to year.

Because your state’s reporting requirements (diskette format, file name, and so on) may vary from federal reporting requirements, be sure you understand the requirements before proceeding.

Use the government publications as a guide when entering the fields on Payroll’s W‐2s On Disk(ette) form. Be sure to enter all amounts in the formats specified by the federal or state instructions.

Government Reports




Procedures

1. From the Government Reports folder, select W‐2s on Disk(ette).

The following form appears:

The Tax Year field 2. At Tax Year, enter the year for which you are reporting employee W‐2 information.

Employee range 3. To specify the range of employees to report, choose an employee selection list, or enter the range of employees in the From and To Employee fields.

The Tax Authority field

4. At the Tax Authority field, the selection list contains US Federal Income Tax and entries for each state income tax you have activated for your company. Select the tax authority for which the W‐2s data file will be processed.

Entering employer information

5. On the Employer Information tab, you or the service bureau preparing your data enters information about the employer for whom employee W‐2 data is being reported. You must complete the fields, even if the employer is also the submitter.

Government Reports

User Guide 8–65



Reports

• At the Name, Address, and City fields, enter the employer’s name, address, and city. (For a foreign address, enter the name of the city, state, and country at the City field. You can abbreviate the city and state names. Do not abbreviate the country name.)

• At the State field, be sure to enter the valid two‐character FIPS (Federal Information Processing Standard) postal abbreviation for the employer’s state. If you are entering a foreign address, leave the State field blank.

• At the Zip Code field, enter either the zip code or the foreign postal code.

• Select the Foreign Address box if the employer’s address is outside the United States; and then enter the Country Code field that subsequently appears.

• At Employment Type, choose one of the options from the drop‐down list.

Note that the selection Regular covers the occupation types not listed.

• At the Federal EIN field, enter the employer’s Federal Employer Identification Number.

• At the Other EIN field, if you have submitted a federal form 941, 942, or 943 for the same payment year as the W‐2 data you are preparing, and that form used an EIN other than the one you entered in the preceding field, enter the other EIN. If you have not submitted a form using any other EIN, leave this field blank.

• At Establishment No., enter the employer’s establishment reporting plan number, the coverage group/payroll record unit number, or other identifier, if applicable.

• At Terminating Business, select this option if you have terminated your business during the tax year.

Government Reports




• If you select the Third Party Sick Pay check box, enter the Tax Withheld by Third Party Sick Payer field that subsequently appears. (To see if you need to select the Third Party Sick Pay check box, refer to the W‐2 instructions from the IRS.)

For Puerto Rico only

6. If you selected Puerto Rico in the Tax Authority field, then the following fields appear:

W-2PR Starting SN. Enter the first serial number to be used. Note that the serial number has been assigned to the employer by the Puerto Rico Department of the Treasury. The serial number is the number that would normally be entered in the Control Number box of the printed Form 499R‐2/W‐2PR.

Phone No. Enter the employer phone number.

Access Code. Enter the access code that has been assigned to the employer by the Department of Treasury.

Register Number. Enter the specialist’s register number, as described in the government W‐2 PR magnetic media reporting specifications.

Entering submitter information

7. On the Submitter Information tab, you or the service bureau preparing your data enters information about the firm authorized by the SSA to send employee W‐2 data to the government.

Note: The submitter is the company that submits your W‐2 magnetic media information to the selected tax authority. The submitter may be the same as the employer, but you still need to enter the submitter information.

• At the Name, Address, and City fields, enter the submitter’s name, address, and city. (For a foreign address, enter the name of the city, state, and country at the City field. You can abbreviate the city and state names. Do not abbreviate the country name.)

Government Reports

User Guide 8–67



Reports

• Select the Foreign Address box if the submitter’s address is outside the United States; and then enter the Country Code field that subsequently appears.

• At the State field, be sure to enter the valid two‐character FIPS (Federal Information Processing Standard) postal abbreviation for the submitter’s state. If you are entering a foreign address, leave the State field blank.

• At the Zip Code field, enter either the zip code or the foreign postal code.

• At the Federal EIN field, enter the submitter’s Federal Employer Identification Number.

• At the Contact fields, enter the name, telephone number, e‐mail, and fax number of the person to be contacted by SSA concerning processing problems.

• At the Preparer Code field, Notification Method, and PIN fields, enter the information required by the government specifications.

• If you need to resubmit your W‐2 on diskette, select the Resub check box. Then, in the Resub WFID field that appears, enter the WFID (Wage File Identifier) that is shown on the notice sent to you by the Social Security Administration. If you are resubmitting to a state that does not require the WFID, enter anything you wish in the field, in order for the Payroll program to proceed.

Process the report 8. After entering all the fields, click Process.


Create and save the file

9. If you clicked Process, the W‐2 Report File Destination dialog box appears:

a. Select either Diskette Submissions or Electronic File Upload, and follow the instructions on the dialog box.

Government Reports




If you selected Electronic File Upload, you must enter the hard disk location where you want your W‐2 data file to be produced.

b. Click OK.

The system will automatically create a W2REPORT data file. (Note: For some states, the system will create a file with a different name, to meet government requirements.)

10. When processing is completed, click the Close button to close the W‐2s on Disk(ette) form.

Back up the data 11. Make a backup of your company data files. If the Social Security Administration (or state) cannot read or process the W‐2 data you submit, you may need to re‐create the file.

Submit the W-2 file and retain a copy

12. When you are ready, follow the instructions from the Social Security Administration (or state) to submit the W‐2 data file on diskettes or electronically.

Retain a copy of the W‐2 data files you submit to federal and state tax authorities for your records.

W-2s on Paper

Print the W‐2s on Paper government report to produce statements of employee earnings subject to and amounts deducted for federal, Social Security, Medicare, state, and local withholding, for the year.

Chapter 6, “Processing Payroll,” also provides information about W‐2s on paper.

Features


• Company name and address (from the company profile), and federal and state tax reporting numbers for the company.

• Employee social security number, name, and address.

Government Reports

User Guide 8–69



Reports

• Earnings for the year, subject to federal, Social Security, and Medicare taxes in the year.

• Amounts withheld for federal income taxes in the year.

• Amounts deducted for Social Security and Medicare taxes in the year.

• Total wages for the year, subject to state and local withholding, and the names of the state and local tax authorities, as entered on the Local and Other Custom Taxes form

• Amounts withheld for state and local taxes in the year.

Before Using

• Process and post all payrolls for the year.

• Load the W‐2 forms in the printer and select the print destination.

Government Reports




Procedures

1. From the Government Reports folder, select W‐2s on Paper.

2. Enter the payment year for which to print W‐2s.

Form 3. Choose to print W‐2s using form W‐2 Laser, W‐2 Condensed 4 per Page Laser, or W‐2 Dot Matrix.

Note: To use form style W‐2 Dot Matrix, you must do the following in Windows’ Printers control panel:

• Install the Generic/Text Only printer driver.

• Once installed, connect the Generic/Text Only printer driver to the port where your dot matrix printer is connected.

Selection list 4. Optionally choose a selection list from which to base the printing of W‐2s.

Employees range 5. At the Employees From and To fields, enter the range of employees on which to base the report.

Government Reports

User Guide 8–71



Reports

Sort criteria 6. Choose to sort the W‐2s by social security number, employee number, employee name, or class.

7. If you selected to sort the W‐2s by class, choose to sort then by employee number or employee name, and then choose the class to sort by (Class 1, Class 2, Class 3, or Class 4).

Employer information

8. Enter the employer name, address, and EIN (Employer Identification Number)

The State field 9. At the State field, be sure to enter the valid two‐character FIPS postal abbreviation for your state.

Puerto Rico 10. If you entered PR (Puerto Rico) in the employer’s State field, the Starting Control Number field appears. Enter the first (serial) number to be printed in the Control Number box located on the bottom left of the Form 499R‐2/W‐2PR. (Note that the serial number has been assigned to the employer by the Puerto Rico Department of the Treasury.) The program will then print numbers incrementally by 1 on the subsequent forms.

11. Choose Align to align forms in a dot matrix printer.



User Guide A–1

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ACCPAC International, Inc. Confidential

Error M

essages Error

Messages

Appendix A Error Messages

There are three types of messages that appear in Sage Accpac ERP: errors, warnings, and confirmations.

In most cases, the descriptions for these messages start with a message category such as “System error” or “Incorrect procedure” or “Invalid input,” followed by a sentence that describes the problem more specifically.

Error Error messages identify conditions that prevent the program from proceeding. In some cases, the message includes suggestions for action.

Warning Warning messages indicate that you are about to perform a procedure that could damage your data.

Confirmation A confirmation message indicates a completed process.

For more information, see the System Manager User Guide, or click the online Help button in the message to look up details.

Using Online Message Help The most efficient way to look up details of an error, warning, or confirmation message is to use online help.

To look up an error message online:

1. If you receive a message while working in Sage Accpac ERP, click the Help button.

Using Online Message Help

A–2 Sage Accpac Payroll



2. Look for a topic with similar words to the error message.

3. If you don’t see any topics that match your message, click the Confirmations, Warnings, And Miscellaneous Errors topic at the bottom of the screen to see more topic listings.

4. Click the topic you want. It will link you to detailed information.

Using Online Message Help

User Guide A–3



Error M

essages

5. To print the topic, click the Print button.

User Guide B–i

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Importing and Exporting

Appendix B Importing and Exporting

Importing and Exporting Data — Tips and Reminders ............................ B–2 Importing Records......................................................... B–2 Import Options............................................................ B–2 Errors During Importing ................................................... B–4 Exporting from Records with Multiple Record Types ......................... B–4 Setting Selection Criteria to Export Records .................................. B–5



User Guide B–1




Appendix B Importing and Exporting

This appendix describes the Payroll data you can import and export.

Using the Import and Export commands, you can:

• Import setup information (such as class codes, earnings and deductions, optional fields, overtime schedules, and so on) from a non‐Sage Accpac accounting application or spreadsheet.

• Import employee information and transaction history from non‐Sage Accpac applications.

• Import timecard or manual check information from non‐Sage Accpac applications or remote Payroll locations.

• Import payroll tax information from non‐Sage Accpac applications.

• Export timecards or manual check figures to a spreadsheet for analysis.

When you select the Import or Export command from the File menu of a Payroll online form, such as the Timecard form or Employees form, a dialog box shows a list of fields you can import and export for each type of record. This is described later in the section “Import Options.”

For details about the field values required when importing or exporting certain Payroll records, refer to the document on importing and exporting, under the folder where you installed the Sage Accpac Payroll program (for example: \Program Files \Sage Software\Sage Accpac\DOCS\UPxxxENG, where xxx is the version number of the Payroll application).

Importing and Exporting Data — Tips and Reminders

B–2 Sage Accpac Payroll



For information about file formats, templates, and the steps you follow to import and export data, see the chapter on importing and exporting data in the System Manager User Guide.

Press F1 to display Help screens when using an Import or an Export command.


Importing Records

Use sample data first

To see exactly how to format records for importing, we suggest that you first export data from the sample data that comes with Payroll, specifying the format in which you plan to import.

Back up your data Experiment with the Payroll sample data, then back up your data before attempting to import records. For instructions, see “Checking Data Integrity and Making Backups” in the System Manager User Guide.

Incorrect importing may damage data

Do not import accounting data without appropriate manual accounting control and verification procedures.

Import Options

To select import options, choose Import from the File menu of a Payroll form. An Import dialog box similar to the following appears:


User Guide B–3




The Import dialog box for Earnings and Deductions

On the Import form, use the Display Import Fields command (from the File menu) to display the name, type, and length of each field in the record that you want to import. The report also indicates key fields.

You can choose one of these options when importing records:

Insert. Adds new records without changing existing records.

Update. Updates existing records, but does not add new records.

Insert And Update. Adds new records and updates those currently in the database.

Notes:

• When you import information to the Timecards or Manual Checks form, you can choose only to “insert” the information. To avoid duplication of imported data that use line numbers, the “update” and “insert and update” options are unavailable.

• If you export the Timecards or Manual Checks information, with the intention of changing data and then importing back to the Timecards (or Manual Checks) form, you must change the keys in the timecard (or manual check) header key in the export file before you import it. Then, when you import, the information is imported as a new timecard (or manual check).


B–4 Sage Accpac Payroll



• If you are importing data from a previous version of Payroll, ensure that the format of the data files match. Also ensure that any macros used reflect the latest file format.

Errors During Importing

If importing stops due to errors, Payroll:

• Creates a restart record, which marks the point where importing stopped.

• Identifies the error by task, date, time, and user (the person or workstation performing the task).

• Describes any action that must be taken.

Restart records

For information on restarting an import operation and on working with restart records, see Chapter 8, “Working with Restart Records,” in the System Manager Administrator Guide.

Exporting from Records with Multiple Record Types

Payroll uses more than one database table to store data for some types of records.

If you are exporting any of these records, the Export dialog box shows a list of the tables that you can export for the record, once you have selected:

• The export file type (for example, Excel 2000, Single CSV File, and so on) in the Type field.

• The file to which to export the data, in the File field.

For example, after entering the Type and File fields, the following Earnings and Deductions Export form shows up to five data tables:

• Earnings_Deductions

• Include_List


User Guide B–5




• Distribution

• Earnings_Deductions_Opt_Fields (if you use optional fields)

• Earnings_Billing_Detail (if you use Project and Job Costing).

The Export form for Earnings and Deductions

Click the plus sign beside the table name to view the fields you can choose for exporting.

Fields marked with a star in its checkbox are required fields for export. You must include all required fields from each of the tables listed to be able to complete an export.

Setting Selection Criteria to Export Records

You can use the Set Criteria option to specify a range of records to export. For information on how to use this powerful selection tool, see “Setting Up Criteria for Selecting Records” in Chapter 4 of the System Manager User Guide.

You cannot select records to import

You cannot use the Set Criteria option to select records to import from an import file. You must import all records contained in an import file at the same time.

User Guide C–i

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Payroll Security

Appendix C Payroll Security

Permission and Rights ......................................................... C–1 Setting Up Security for Timecards............................................... C–9

Access to All Timecard Functions ........................................... C–9 Access to Employee Timecards Only ....................................... C–10

User Guide C–1



Payroll Security

Appendix C Payroll Security

This appendix describes the Payroll tasks to which you can assign security (password protection).

It also explains how to give your employees different access rights to timecards in Payroll.

Turn on security

To restrict access to Sage Accpac data, you must first turn on security for the system database using Database Setup.

Define security groups and assign to users

Sage Accpac uses security groups to restrict user access to data. First, use Security Groups in the Administrative Services folder to define security groups for Payroll and select the tasks that members of each security group can perform. Then use User Authorizations to assign individual users to the security groups you defined.

Further information

For information on activating security and setting up security groups, see the System Manager Administrator Guide.

Permission and Rights With Sage Accpac security enabled, members of groups without security assignments have very limited access to your system.

Print Destination Note: If you want users to be able to change the print destination, permission to change the print destination must be assigned from the Administrative Services permissions list in the Security Groups form.

Payroll processing To allow users in a security group to edit records or perform processing tasks in Payroll, you must grant the group access to tasks from the following list.

Permission and Rights

C–2 Sage Accpac Payroll



Common Inquiry. To be able to view records and to print reports in Payroll, a user must belong to a security group with Common Inquiry access. (Common Inquiry access is automatically assigned when you give any other type of permission to a security group.) With only the Common Inquiry security assignment, a user cannot gain access to any Payroll functions.

Setup Maintenance. Gives complete access to Payroll Options, Class Codes, Earnings and Deductions, Workers’ Compensation Codes, Overtime Schedules, Shift Differential Schedules, Work Classification Codes, Federal and State Taxes, Local and Other Custom Taxes, and Optional Fields.

You can view and print the following Setup reports: Class Codes, Earnings and Deductions, Options, Overtime Schedules, Shift Differential Schedules, Tax Profiles, Transaction History Audit, Workers’ Compensation Codes, Work Classification Codes, and Optional Fields.

If you use EFT Direct Payroll

If you are assigned both Setup Maintenance and EFT Processing, you gain complete access to the EFT Options setup form, EFT Combine setup form, and can view or print the EFT Options report and EFT Combine report.

If you integrate with Project and Job Costing

If you are assigned both Setup Maintenance and PJC Billing Information, you gain access to billing information on the forms and reports for Earnings and Deductions, Overtime Schedules, Shift Differentials.

Setup Inquiry. Allows viewing only of Options, Class Codes, Earnings and Deductions, Workers’ Compensation Codes, Overtime Schedules, Shift Differential Schedules, Work Classification Codes, Federal and State Taxes, Local and Other Custom Taxes, and Optional Fields.

You can view and print the following Setup reports: Class Codes, Earnings and Deductions, Options, Overtime Schedules, Shift Differential Schedules, Tax Profiles, Transaction History Audit, Workers’ Compensation Codes, Work Classification Codes, and Optional Fields.


User Guide C–3



Payroll Security


If you are assigned both Setup Inquiry and EFT Processing, you can view the EFT Options setup form, EFT Combine setup form, and can view or print the EFT Options report and EFT Combine report.


If you are assigned both Setup Inquiry and PJC Billing Information, you can view billing information on the forms and reports for Earnings and Deductions, Overtime Schedules, Shift Differentials.

Employee Maintenance. Gives complete access to Employees, the Activity tab of Employee Activity, Employee Selection, Update Earn/Ded for All Employees, Assign Earnings/Deductions to Employees, Update Tax for All Employees, Employee Supplemental Information, and Find Duplicate SSNs.

You can view and print the following Employee reports: Employee Information, Employee Selection, Update Employee Earn/Ded Audit, Assign Employee Earn/Ded Audit, Update Employee Taxes Audit, Duplicate SSN, Employee Supplemental Information.


If you are assigned both Employee Maintenance and EFT Processing, you can gain access to the EFT tab of the Employees form, and view or print EFT information on the Employee Information report.


If you are assigned both Employee Maintenance and PJC Billing Information, you gain access to billing information on the following forms: Employees, Update Earn/Ded for all Employees, Assign Earn/Ded to Employees.

You can also view or print billing information on the following reports: Employee Information, Assign Employee Earn/Ded Audit, Update Employee Earn/Ded Audit.

Employee Deletion. Gives access to Employees, Employee Selection, Assign Selection Lists to Employees, Employee Supplemental Information, and the Activity tab of Employee Activity. You can view and print the following Employee reports: Employee Information, Employee Selection, Employee Supplemental Information.






If you are assigned both Employee Deletion and EFT Processing, you can gain access to the EFT tab of the Employees form, and view or print EFT information on the Employee Information report.


If you are assigned both Employee Deletion and PJC Billing Information, you gain access to billing information on the Employees form, and view or print billing information on the Employee Information report.

Employee Inquiry. Allows viewing only of Employees, Employee Selection, Assign Selection Lists to Employees, Employee Supplemental Information, the Activity tab of Employee Activity, and Find Duplicate SSNs. You can view and print the following Employee reports: Employee Information, Employee Selection, Employee Supplemental Information, Duplicate SSN.


If you are assigned both Employee Inquiry and EFT Processing, you can view the EFT tab of the Employees form, and view or print EFT information on the Employee Information report.


If you are assigned both Employee Inquiry and PJC Billing Information, you can view billing information on the Employees form, and view or print billing information on the Employee Information report.

Transaction History Maintenance. Gives complete access to Transaction History. You can view and print the Transaction History Audit report, Transaction History report, and the following Transaction reports: Accruals, Earnings and Hours, Earnings/Deductions Summary, Hours Analysis, Tax Calculation Analysis, and Workers’ Compensation.

Transaction History Inquiry. Allows viewing only of Transaction History. You can view and print the Transaction History Audit report, Transaction History report, and the following Transaction reports: Accruals, Earnings and Hours, Earnings/Deductions Summary, Hours Analysis, Tax Calculation Analysis, and Workers’ Compensation.


User Guide C–5



Payroll Security

Timecard Entry. Gives complete access to Timecards, Employee Timecards, Timecard List, Copy Timecards, and Transfer Employee Timecards. You can approve employee timecards. You can print the Timecards and Employee Timecards reports. For more information, see the topic “Setting Up Security for Timecards” later in this chapter.


If you are assigned both Timecard Entry and PJC Billing Information, you gain access to billing information on the Timecards form, and view or print billing information on the Timecards report.

Manual Check Processing. Gives complete access to Manual Checks and Process Manual Checks. You can view and print the following Transaction reports: Manual Checks, Payroll G/L Transactions, Payroll Processing Exceptions, Pre‐Check Payroll Register, and Pre‐Check Payroll Job Register.


If you are assigned both Manual Check Processing and PJC Billing Information, you gain access to billing information on the Manual Checks form, and view or print billing information on the Pre‐Check Register and Pre‐Check Payroll Job Register.

Payroll Calculation. Gives complete access to Calculate Payroll, Check List, Check Inquiry, and the Checks tab of Employee Activity. You can view and print the following Transaction reports: Accruals, Earnings and Hours, Earnings/Deductions Summary, Hours Analysis, Payroll G/L Transactions, Payroll Processing Exceptions, Payroll Register, Pre‐Check Payroll Register, Tax Calculation Analysis, Workers’ Compensation, Job Register, Pre‐Check Payroll Job Register, and Jobs.


If you are assigned both Payroll Calculation and PJC Billing Information, you gain access to billing information on the Check Inquiry form, and view or print billing information on the following reports: Payroll Register, Pre‐Check Register, Payroll Job Register, Pre‐Check Payroll Job Register, and Jobs.

Payroll Check Printing. Gives complete access to Payroll Checks, Post Manual (ATF) Checks, Check List, Check Inquiry, and the





Checks tab of Employee Activity. You can view and print the following Transaction reports: Payroll G/L Transactions, Payroll Register, Pre‐Check Payroll Register, Tax Calculation Analysis, Workers’ Compensation, Payroll Job Register, Pre‐Check Payroll Job Register, and Jobs.


If you are assigned both Payroll Check Printing and EFT Processing, you can gain access to Generate EFT File, Combine EFT Files, and view or print the following reports: EFT Direct Deposit, EFT Transactions, EFT Combine History.


If you are assigned both Payroll Check Printing and PJC Billing Information, you gain access to billing information on the Check Inquiry form, and view or print billing information on the following reports: Payroll Register, Pre‐Check Payroll Register, Payroll Job Register, Pre‐Check Payroll Job Register, and Jobs.

Inactive Record Deletion. Gives complete access to Delete Inactive Records, Delete Inactive Records Audit report.

G/L Batch Processing. Gives complete access to Create G/L Batch and allows viewing and printing of the Payroll G/L Transactions report.

Government Reporting. Gives complete access to the following Government reports: 941, Quarterly Wage Report, Quarterly Wage Report on Diskette, Quarterly Wage Report on Diskette Status, W‐2s on Paper, W‐2s on Diskette, W‐2s on Diskette Status, Certified Payroll report.

Import Processing. Allows importing of data to Class Codes, Earnings and Deductions, Employees, Employee Selection, Employee Supplemental Information, Federal and State Taxes, Local and Other Custom Taxes, Overtime Schedules, Shift Differential Schedules, Work Classification Codes, Optional Fields, Timecards, Employee Timecards, Manual Checks, and Transaction History.

Export Processing. Allows exporting of data from Class Codes, Earnings and Deductions, Employees, Employee Selection, Employee Supplemental Information, Federal and State Taxes, Local


User Guide C–7



Payroll Security

and Other Custom Taxes, Overtime Schedules, Shift Differential Schedules, Work Classification Codes, Optional Fields, Timecards, Employee Timecards, Manual Checks, and Transaction History.

If you use Transaction Analysis and Optional Field Creator

Transaction Optional Fields. Allows you to add or delete optional fields during transaction entries (that is, in Timecards, Employee Timecards, Manual Checks, Calculate Payroll, and Process Manual Checks).

Note that you must also be assigned the access rights to those functions. For example, to add or delete optional fields in Calculate Payroll, you must be assigned both the Transaction Optional Fields and Payroll Calculation access rights.

To gain access to optional fields in setup functions, you need only the access rights to those functions. For example, to edit the Optional Fields setup form, or the Optional Fields tab of the Earnings/Deductions form and Income Taxes form, you must be assigned Setup Maintenance (you do not need Transaction Optional Fields).


EFT Processing. Allows you to perform various tasks associated with directly depositing paychecks. The EFT Processing option must be used in conjunction with other access rights. For example:

To do this: You also need: Edit the EFT Options and EFT Combine setup forms

Setup Maintenance

View (but cannot edit) the EFT Options and EFT Combine setup forms

Setup Inquiry

View or print the EFT Options and EFT Combine setup reports

Setup Maintenance or Setup Inquiry

Edit the EFT tab of the Employees form


View (but cannot edit) the EFT tab of the Employees form

Employee Inquiry

View EFT information on the Employee Information report

Employee Maintenance, Employee Deletion or Employee Inquiry





To do this: You also need: EFT Direct Deposit report, EFT Transactions report, Generate EFT File, Combine EFT Files, EFT Combine History report

Payroll Check Printing

Employee Timecard Entry. Allows you to enter employee timecards; however, you cannot approve them or print the Employee Timecard report. To do so, you need the “Timecard Entry” access right. For more information, see the topic “Setting Up Security for Timecards” later in this chapter.


PJC Billing Information. Allows you to view billing information about jobs, in reports and on Payroll forms on‐screen. Note that an employee still needs access to the function that contains billing information; for example, an employee needs the access right “Timecard Entry” to gain access to the Timecards form.

An employee who is not given the “PJC Billing Information” rights will only be able to view and/or edit jobs. Billing information will not be displayed.

To do this You also need: Edit the billing information on these setup forms: Earnings and Deductions, Overtime Schedules, Shift Differentials

Setup Maintenance

View (but cannot edit) the billing information on these setup forms: Earnings and Deductions, Overtime Schedules, Shift Differentials

Setup Inquiry

View or print the billing information on these setup reports: Earnings and Deductions, Overtime Schedules, Shift Differentials

Setup Maintenance or Setup Inquiry

Edit the billing information on the Employees form


View (but cannot edit) the billing information on the Employees form

Employee Inquiry

View or print billing information on the Employee Information report

Employee Maintenance, Employee Deletion or Employee Inquiry

Setting Up Security for Timecards

User Guide C–9



Payroll Security

To do this You also need: View or print billing information on the Payroll Register and Pre-Check Payroll Register

Payroll Check Printing, Payroll Calculation, or Manual Checks

View or print the Payroll Job Register, Pre-Check Payroll Jobs Register, and Jobs report

Payroll Check Printing or Payroll Calculation

Setting Up Security for Timecards Payroll provides you with the ability to restrict employees’ access to timecards and to the tasks associated with timecards.

You may want to set up timecard access in the following ways:

• Set up employees to have access to all timecards and timecard functions, as well as other Payroll functions. These employees can enter and approve employee timecards, transfer them to the detailed Payroll timecards (for processing by the Calculate Payroll function), edit the detailed Payroll timecards, and print timecard reports. Typically, these would be your payroll personnel.

• Set up employees to have access to only their own timecards, and no other Payroll functions. Typically, these would be employees who do not work in the payroll department.

To restrict timecard access, you must first enable application security for the company’s system database (use the Database Setup form). Then use the forms in Administrative Services as described in the next sections. (If you need more details, refer to the System Manager Administration Guide.)

Access to All Timecard Functions

You must set up at least one employee to have access to all timecard functions, such as:

• Entering and approving the employee timecards.





• Printing the Employee Timecards report.

• Transferring employee timecards to the detailed Payroll timecards for processing by the Calculate Payroll function.

• Editing the detailed Payroll Timecard if necessary.

To set up the User ID for this type of employee:

1. In Administrative Services, open the Users form, and create a User ID with the account type set to User.

2. Define the access rights for that User ID:

a. On the Security Groups form, set up a Group ID for the Payroll application that grants access to Timecard Entry.

You can also grant access to other Payroll functions to this Group ID, if desired.

b. On the User Authorizations form, assign the Group ID to the User ID.

The employee who signs on to Sage Accpac using this type of User ID will have access to all employees’ timecards and the detailed Payroll timecard, as well as have the ability to approve and transfer employee timecards.

Access to Employee Timecards Only

You may want to restrict an employee to entering their own timecards only, with no access to any other Payroll functions.

To set up the User ID for employee timecard access only:

1. In Administrative Services, open the Users form, and create a User ID with the account type set to Timecard.


User Guide C–11



Payroll Security

2. If you have turned on security for your company’s system database, define the access rights for that User ID:

a. On the Security Groups form, set up a group ID for the Payroll application that grants access to Employee Timecard Entry.

b. On the User Authorizations form, assign the Group ID to the User ID.

Note: If you have not turned on security, you can skip step 2, because without security on, users with account type Timecard will still be limited to only the Employee Timecards function.

3. Assign this User ID on the Pay tab of the employee’s record.

The employee who signs on to Sage Accpac using this type of User ID will have access to only their own timecard (that is, where the User ID in the employee’s record matches the User ID used by the employee to sign on).

On the desktop, only the Employee Timecards icon appears. Accounting applications, the Macro menu, and Object menu will not appear. You cannot set up the employee to have access to any other Payroll function.

For additional information about setting up for employee timecards, and how to use timecards, refer to Chapter 6 of the Payroll User Guide.

User Guide D–1

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Sage Software. Confidential

Technical Inform

ation Technical

Information

Appendix D Technical Information

This appendix provides information for macro developers and for administrators of multiuser environments.

Creating Macros for Payroll The easiest way to write a macro is to record one first, performing the tasks that you will want the macro to perform. Then edit the macro, adding the special features you need.

For information on how to record macros and write the code to add special features, see the “Using Macros” and “Writing Macros” chapters in the System Manager User Guide.

You can also add icons for macros to your Sage Accpac desktop, so that they are easily accessible. (The System Manager User Guide provides instructions for adding icons to the desktop.)

For information about fields used in Sage Accpac ERP views, click the Windows Start menu, then click All Programs, Sage Accpac, Tools, U.I. Info. You can also choose ACCPACInfo.exe from the Sage Software\Sage Accpac\Runtime folder. Sage Accpac System Manager must be running to use U.I. Info.

Running Visual Basic Macros in Payroll

Sage Accpac System Manager provides full support for Microsoft Visual Basic for Applications (VBA), allowing Payroll to integrate smoothly with Microsoft’s entire Office suite.

Multiuser Considerations

D–2 Sage Accpac Payroll

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You can record, edit, and run VBA macros from within Sage Accpac ERP. You can also run VBA macros for another application that includes VBA (such as Microsoft Excel).

Multiuser Considerations Because Sage Accpac has the capacity to run on local area networks, there may be times when more than one user needs to use the same Payroll database.

Sage Accpac has two basic rules for protecting data integrity when workstations share the same data:

• Make sure no more than one user is working in the same batch at the same time.

• Make sure no one is working in a batch that is being printed or posted.

Sage Accpac uses four record access types to protect data in a multiuser environment:

Global Locks. While you run a globally locked process, no other process can be run on the system.

Single-User Processes. While you run any one of the processes in this group, no other process in the group can be run. However, users may work in other Payroll windows not included in the group.

Multiuser Processes. You can run any of these processes while others are also using them.

Multiuser Data Protection (Passive Concurrency). You can run any of these processes while others are using them, but Payroll protects the data by preventing more than one user from making changes to the same record at the same time.

For a more detailed example of how passive concurrency works, see “Multiuser Data Protection” in Chapter 3 of the System Manager Administrator Guide.

User Guide E–i

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Special Payroll Procedures

Appendix E Special Payroll Procedures

Multiple Accruals ............................................................. E–1 Accruing on Accruals.......................................................... E–3 Terminating Employment...................................................... E–5 Quarterly Wage Reporting on Disk(ette)......................................... E–6

Before You Begin .......................................................... E–7 Overview of Steps ......................................................... E–7 Entering Employee Supplemental Information ............................... E–7 Using the Quarterly Wage on Disk(ette) Feature ............................... E–14 Notes and Instructions for Specific States ................................... E–16



User Guide E–1




Appendix E Special Payroll Procedures

This appendix provides instructions on how to set up your Sage Accpac Payroll system to handle these specific tasks:

• Multiple accruals

• Accruing on accruals

• Terminating employment

• Quarterly Wage reporting on disk(ette)

The topics in this appendix assume that you already have a good understanding of the forms, features, and concepts in Sage Accpac Payroll. You may have to refer to the other chapters of the User Guide or Getting Started manual if you encounter unfamiliar terms.

Multiple Accruals You can assign more than one accrual for vacation, sick, and compensatory time for each employee. This is convenient if you have an employee who accrues benefits at various rates while working in different departments.

Suppose, for instance, Joe Tugood’s employment contract stipulates that while working in Department A he shall accrue vacation at the rate of 8 hours per month, and that while working in Department B (a more stressful environment) he shall accrue vacation at the rate of 12 hours per month.

To be able to select the correct accrual conveniently when Joe works in one department or the other, you set up accrual earnings for vacation earned in each department. Then, you assign both accrual earnings to Joe’s employee record.

Multiple Accruals

E–2 Sage Accpac Payroll



Note that because you pay out only one type of accrual at a time, you must turn on the Calculate? field for only one of the accruals in the employee record for any pay period.

The following steps illustrate how you might set up earning/deductions to accrue vacation for Department A and for Department B, and how you would assign them to Joe’s employee record:

1. Set up earning/deduction record VACA for vacation earned while working in Department A, paying particular attention to the tabs and fields given here.

a. The Basic Information tab would show the Type, Employee Calculation Method, and Frequency as follows:

b. The Employee tab would show the Increment hours (8) as follows:

Accruing on Accruals

User Guide E–3




2. Set up a similar record for vacation accrued in Department B (call it VACB), except that the Increment hours would be 12.

3. In Joe’s employee record, on the Pay tab, assign both vacation accruals.

4. In the Calculate? column, however, set to Yes the vacation accrual for the department in which Joe is currently working. Set the other accrual to No. Otherwise, both accruals will be fully calculated for each period.

Accruing on Accruals Employees might be entitled to earn vacation or sick time even while they are being paid vacation or sick time. You can set up an earning/deduction that calculates an accrual while the accrual itself is paid out on a timecard.

The following steps show how to set up your records so that your employees accrue vacation when you pay out vacation on a timecard. (Note that you cannot use this method if you pay out vacation on a manual check.)

Accruing on Accruals




Note also that you can “accrue on accruals” only if the accrual uses the Percentage Of Base or the Hours Per Hour Worked as the Employee Calculation method.

1. Using the Earnings and Deductions form, create the accrual for vacation, say VAC2. On the Basic Information tab, set the Employee Calculation Method field to Percentage of Base. Click Add to add the record.

2. Once you have added the accrual record, go to its Calculation Base tab, and in the Earning column of the Base Earnings Include section, enter the same accrual code. In this example, you would enter VAC2, shown as follows:

3. On the Employees form, on the Pay tab, assign VAC2 to the employee.

Now, when you calculate payroll, vacation accrues for the employee as specified in the VAC2 record. When you pay out vacation on a timecard using the VAC2 code, vacation also accrues as specified in the VAC2 record.

Terminating Employment

User Guide E–5




Terminating Employment This section outlines the general procedure you can follow in Payroll when a staff member’s employment has terminated with your company.

1. Open the Employees form and update the employee’s record as follows:

a. On the General tab, enter the Termination Date.

b. On the Class/Schedule tab, in the Status field, select the appropriate status (Inactive or Terminated). For a description of employee statuses, see the section that discusses the Status field of the Class Codes/Schedules tab, under “Set Up Employees” in Chapter 3 of the Getting Started manual.

c. On the Other tab, add comments if you wish.

2. If you still have payroll to process for the employee, you can use Calculate Payroll or Manual Checks (or both). Detailed instructions for both these functions are provided in Chapter 6, “Processing Payroll,” of this User Guide.

Note that Calculate Payroll will not produce paychecks for employees with a status of Inactive. For an employee with a status of Terminated, Calculate Payroll will produce a paycheck for the employee if the Termination Date entered for the employee (on the General tab of the Employees form) is equal to or later than the Pay Period End Date entered on the Calculate Payroll form.

3. Employees whose status is Terminated (or Inactive) will still be reported on the Earnings and Hours report, the Employee Information report, the W‐2 slips, Quarterly Wage report, and 941 report. For detailed instructions on these reports, see Chapter 8, “Reports.”

Quarterly Wage Reporting on Disk(ette)




4. After you complete processing all payroll and required reports for the employee, and set the employee’s status to Terminated, you may wish to remove records associated with the employee from the company database, such as the employee’s record and timecard. Be sure to have a backup of your database before you remove any records.

You can use Delete Inactive Records in the Payroll Periodic Processing folder to remove terminated employees who are not referenced in Payroll history.

Note: You can delete only the Payroll history that has met the Years of History to Keep criteria that you specified on the Processing tab of the Payroll Options form.

For more information, see the section on deleting inactive records in Chapter 7, “Periodic Processing,” of this User Guide.

Quarterly Wage Reporting on Disk(ette) You can use Payroll to produce the following:

• SUTA (state unemployment tax) quarterly wage reports on diskette or hard disk.

• SIT (state income tax) quarterly wage reports on diskette or hard disk (California, Maine, and New York only).

Payroll will produce the data on diskette or hard disk in the following formats:

Format For these States: XML FL MMREF-1 AZ, LA, MD, MO, NE, OR, SC, VA TIB-4 AR, NY, WI ICESA AL, CA, CT, DC, GA, IL, KY, ME, MN, NC, PA,

TX State’s Own Format AK, NH, NJ, NM, RI, TN, VT


User Guide E–7




For all other states not listed, Payroll will produce a report in the general ICESA format.

Before You Begin

Review the magnetic media specifications for producing quarterly wage data on magnetic media, available from your state’s Office of Unemployment Insurance or Department of Revenue. The specifications will serve as an invaluable reference when using Sage Accpac U.S. Payroll to produce your data on diskettes or hard disk.

To see if there are any special notes for your state, review the section “Notes and Instructions for Specific States,” starting on page E‐16.

Overview of Steps

There are two main steps, to be followed in this order:

1. You may need to fill in the Employee Supplemental Information form (in the Employees folder) to provide special employee information required by your state.

To see if this step applies to you, see the later section “Entering Employee Supplemental Information.”

The Payroll program uses this information, along with the standard information from Payroll employee records, when creating the data file on diskette or hard disk, in step 2.

2. Use the Quarterly Wage on Disk(ette) feature under the Payroll Government Reports folder to produce a quarterly wage report on diskette or hard disk. Read the later section “Using the Quarterly Wage on Disk(ette) Feature.”

Entering Employee Supplemental Information

If you are producing a report for one of the following states, you may need to enter supplemental information about your employees:





AK (Alaska) ME (Maine) AR (Arkansas) MN (Minnesota) AZ (Arizona) MO (Missouri) CA (California) NC (North Carolina) FL (Florida) TX (Texas) IL (Illinois) VT (Vermont) LA (Louisiana)

If your state is not listed, you only need to follow the instructions in “Using the Quarterly Wage on Disk(ette) Feature” on page E‐14.

If your state is listed: In Table 1 starting on page E‐10, check the instructions for your state to see if you need to enter supplemental information about your employees. If so, follow the steps in the next section.

To enter employee supplemental information:

1. From the Payroll Employees folder, select Employee Supplemental Information.

2. On the Employee Supplemental Information form, enter the Reporting Authority ID field by selecting your state from the drop‐down list.

In the list, the state is prefixed by the reporting type such as QWR (Quarterly Wage Report); for example, QWR‐CA. (The reporting type may also be W2R, such as W2R‐IN, if this form is used to enter information for W‐2 reporting for a specific state).

Note that a state appears in the list if both these conditions apply:

• The Payroll program deems that the state requires employee supplemental information.

• You have activated the appropriate tax code for the state (usually the state’s SUTA code), using the Federal And State Taxes setup form.

California and Maine appear in the list if either their State Income Tax code (CASIT or MESIT respectively) or their SUTA code (CASUTA or MESUTA) has been activated.


User Guide E–9




3. The fields that appear on the form will vary, depending on the state you select. Enter the fields that you need, using your government specifications and Table 1 on page E‐10 as guides.

On the form, there are two tabs that you can use:

• The Defaults tab enables you to specify values that apply to all your employees. The fields that are available for entry depend on the options you choose on the Defaults tab.

• The Employee tab enables you to exclude employees from the values entered on the Defaults tab, or to change the default values for specific employees.

In the Employee column, the drop‐down list shows all employees in the company, not just for the selected reporting authority.

You can leave the Defaults tab blank, and use the Employee tab to enter the information for each of the employees.

Or, you could use the Defaults tab to apply the information to all employees, and then use the Employee tab to exclude the employees who do not require the information.

For example, if you are a Missouri employer with 100 employees, of which 90 employees require a Probationary Code:

• On the Defaults tab, select the Probationary Code check box.

• On the Employee tab, enter the 10 employees who do not require the Probationary Code (note that the Probationary column for each of the employees entered automatically sets to No).

4. After you complete the form, click Add.

5. To verify that the information was added to the employee records, print the Employee Supplemental Information report in the Payroll Employee Reports folder.





6. You can then create your data file, using the Quarterly Wage on Disk(ette) function, as described later on page E‐14.

Notes

Employees who work in more than one state

• You can select the same employee for different reporting authorities. For example, to enter supplemental information required for an employee who works in both Arizona and California, enter the employee for both reporting authorities QWR‐AZ and QWR‐CA.

• If you delete an employee in the Employees form, that employee is also deleted from the Employee Supplemental Information form.

• If you delete a state SUTA tax from the Federal And State Taxes form in the Payroll Setup folder, that state will no longer appear in the Reporting Authority ID field of the Employee Supplemental Information form.

Table 1: States that require employee supplemental information entry State Notes AK (Alaska) You must complete the Employee Supplemental Information

form. Enter:

• The employee’s Occupational Code.

• The employee’s Geographic Code.


User Guide E–11




Table 1: States that require employee supplemental information entry State Notes AR (Arkansas) Complete the Employee Supplemental Information form if one or

both of these conditions apply:

• You have seasonal employees. Set the Seasonal Employee field.

• You are an employer with multiple worksite locations and choose to report multiple worksite data on diskette.

To report multiple worksite data on diskette:

− Select the Report Multiple Worksite Data option. − For each employee, enter:

− The Establishment in the Plant Code field. − The County in the Worksite County Code field. − The Industry Code field.

When using the Payroll Quarterly Wage On Disk(ette) form, click the Report Multiple Worksite Data box on the Employer Info II tab.

AZ (Arizona) Complete the Employee Supplemental Information form if you have employees who have been assigned UI Tax‐approved branch numbers.

On the form, enter the Branch number in the Plant Code field.

CA (California) You must complete the Employee Supplemental Information form. Enter:

• The Wage Plan Code field.

• The Branch Code in the Plant Code field.





Table 1: States that require employee supplemental information entry State Notes FL (Florida) Complete the Employee Supplemental Information form if you

have employees who have preassigned unit codes for special mailing of claim information.

On the form, enter the Unit Code in the Plant Code field.

IL (Illinois) Complete the Employee Supplemental Information form if you have employees who have been assigned Plant Codes.

On the form, enter the Plant Code field.

LA (Louisiana) Complete the Employee Supplemental Information form if you are an employer with multiple worksite locations and choose to report BLS3020 multiple worksite data on diskette.

To report BLS3020 multiple worksite data on diskette:

• Select the Report Multiple Worksite Data option.

• For each employee, enter:

− The Reporting Unit Number in the Unit Number field. − The Worksite County Code field. − The Industry Code field.

• When using the Payroll Quarterly Wage On Disk(ette) form, click the Report Multiple Worksite Data box on the Employer Info II tab.

ME (Maine) Complete the Employee Supplemental Information form if one or both of these conditions apply:

• You have seasonal employees. Set the Seasonal Employee field.

• You choose to report wage plan code for employees. Enter the Wage Plan field.


User Guide E–13




Table 1: States that require employee supplemental information entry State Notes MN (Minnesota) Complete the Employee Supplemental Information form if one or

both of these conditions apply:

• You have employees who have a plant code other than “0000”. Enter the Plant Code field.

• You have employees who are officers. Set the Corporate Officer field.

MO (Missouri) Complete the Employee Supplemental Information form if you have employees who are in probationary periods.

On the form, set the Probationary field for those employees.

NC (North Carolina)

Complete the Employee Supplemental Information form if you are reporting wages for seasonal employees during your designated seasonal period.

On the form, set the Seasonal Employee field.

TX (Texas) Complete the Employee Supplemental Information form if one or both of these conditions apply:

• You are reporting a business unit number for employees. For each employee, enter the Unit Number field.

• You are an employer with multiple worksite locations and choose to report BLS3020 multiple worksite data on diskette. For each employee, enter the following:

− The Establishment ID in the Plant Code field. − The 6‐digit North American Industry Classification

System code (NAICS) that best describes the work site where the employee is assigned, in the Industry Code field.

− Then, when using the Payroll Quarterly Wage On Disk(ette) form, click the Report Multiple Worksite Data box on the Employer Info II tab.





Table 1: States that require employee supplemental information entry State Notes VT (Vermont) Complete the Employee Supplemental Information form if you

have any employees who are paid on an hourly basis. On the form, set the Hourly Employee field and enter the hourly wages of the hourly employees.

Using the Quarterly Wage on Disk(ette) Feature

This feature produces the data file that you submit to the government.

Before you begin:

• Ensure that you have entered employees’ supplemental information, if it applies to you (see the section “Entering Employee Supplemental Information.”)

• Review the section “Notes and Instructions for Specific States” on page E‐16 for any special instructions that may apply to your state.

To use the Quarterly Wage On Disk(ette) feature:

1. From the Payroll Government Reports folder, choose Qtrly Wage on Disk(ette).

2. On the Payroll Quarterly Wage On Disk(ette) form, select the Quarter and the Year to report. The Due Date appears automatically. It is one month later than the end of the quarter period that you have chosen.

3. Select the Tax Authority.

Note: If you selected Florida Unemployment Tax, a check box called “Test” appears. Select this box only if you are producing a test data file to send to the Florida Department of Revenue.


User Guide E–15




4. If you wish, select an employee selection list that you have previously created. The Payroll program will automatically process only the employees within the selection list.

5. Select the range of employees (From Employee, To Employee) to process.

Note: Sage Accpac Payroll creates a header record (for example, an RA record) at the beginning of the data, and an ending record (for example, an RF record) at the end of the data. Some states require that if you submit your data on more than one diskette (for example, the total number of employees to be processed may not fit on one diskette), the header and ending record must be on each diskette. If your state has this requirement, you need to run the Quarterly Wage On Disk(ette) process more than once. For each run, select a range of employees that will fit on one diskette.

6. Enter the information on the four tabs: Employer Info I, Employer Info II, Transmitter Info I, Transmitter Info II. Refer to your magnetic media specifications to determine what values to enter in the fields, as the requirements vary from state to state.

Refer also to the section, “Notes and Instructions for Specific States” on page E‐16.

Examples of fields on the tabs include:

Foreign Address (on Employer Info I tab). If you choose this option, the Country Code field appears.

Terminating Business (on Employer Info I tab). If you are terminating your business during the quarter that you selected, then choose this option.

SUTA Employer Percentage (on Employer Info II tab). Enter the rate at which you pay unemployment insurance for the quarter you have chosen.

7. When you have completed all the information, click Process.





8. Follow the instructions that appear on screen.

For example, on the Quarterly Wage Report File Destination screen, choose whether to produce the file on diskette, or in a folder on your hard disk for electronic submission.

9. When processing finishes, a dialog box enables you to print a status report that summarizes the data produced on diskette or hard disk. Click Yes and then Print to print the report or click No. You can print the report later, by choosing Quarterly Wage on Disk(ette) Status from the Payroll Government Reports folder.

IMPORTANT: If you are running this process more than once, click Yes to print the report after each run. You will only be able to print the last run if you choose to print the report later.

Notes and Instructions for Specific States

The following Table 2 provides notes and instructions that you should know if you plan to use the Quarterly Wage on Disk(ette) function for these states:

AK (Alaska) MO (Missouri) FL (Florida) NC (North Carolina) GA (Georgia) NJ (New Jersey) KY (Kentucky) NM (New Mexico) MD (Maryland) TX (Texas) ME (Maine) VT (Vermont)


User Guide E–17




Table 2: Notes and Instructions for Specific States State Notes AK (Alaska) The Quarterly Wage On Disk(ette) process will produce two

files for Alaska:

• A header file called AKHDRyyq.CSV

• A details file called AKDTLyyq.CSV

where yy denotes the tax year and q denotes the quarter (for example, AKDTL063.CSV is the details file for year 2006, third quarter.

If you are filing for just one company, you can submit only the details file.

FL (Florida) On the Quarterly Wage On Disk(ette) form:

• To produce a test file (called FLQWTEST.xml), select the Test check box adjacent to the Tax Authority field.

• To produce a production file (called FLQWRPT.xml), clear the Test check box adjacent to the Tax Authority field.

• Ensure that the Contact Phone No. field (on the Transmitter Info I tab) contains only the 10‐digit phone number, without any spaces or special characters.

Before submitting your production file to the Florida Department of Revenue, we recommend that you submit a test file.

GA (Georgia) Sage Accpac Payroll does not support the N record (that is, the tax record).





Table 2: Notes and Instructions for Specific States State Notes KY (Kentucky) Be sure that your employer number is formatted correctly in the

Reporting ID field of the Federal And State Taxes form:

1. In the Tax field, select KYSUTA.

2. In the Reporting ID field of the Basic Info tab, enter your employer number in this format: − First two characters: Enter your 2‐digit employer

number prefix. If none, enter 00. − Characters 3 to 8: Enter your 6‐digit employer number. − Character 9: Enter your employer suffix (must be an

alphabetic letter). If none, leave it blank. This format is required for the E record, location 173 to 181, as described in the magnetic media specifications for Kentucky.

MD (Maryland) Be sure that your employer number is formatted correctly in the Reporting ID field of the Federal And State Taxes form:

1. In the Tax field, select MDSUTA.

2. In the Reporting ID field of the Basic Info tab, enter your 10‐digit employer’s Account Number. The first two digits are zeroes. Omit hyphens and spaces.


User Guide E–19

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Table 2: Notes and Instructions for Specific States State Notes ME (Maine) Note the following for Maine:

• Payroll supports only the layout formats described in the State of Maine’s publication All Employers and Businesses Except Employee Leasing Companies.

• On the Transmitter Info I tab of the Payroll Quarterly Wage On Disk(ette) form, enter the Maine Payroll Processor License Number, as issued by Maine Payroll Department of Professional Financial Regulation.

If you remit income tax withholding to Maine Revenue Services on a semi‐weekly basis:

1. Select the Remit Payments Semi‐weekly check box on the Employer Info I tab of the Payroll Quarterly Wage On Disk(ette) form. The Schedule 1 tab then appears.

2. Complete the information on the Schedule 1 tab, which simulates the published form “Schedule 1/C1 (Form 941/C1 – ME)” from Maine Revenue Services. For instructions, refer to those provided by Maine Revenue Services.

The Quarterly Wage On Disk(ette) process will produce a file for Maine called MEQRyy‐q.txt, where yy denotes the tax year and q denotes the quarter (for example, MEQR08‐3.txt is the file for year 2008, third quarter).



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Table 2: Notes and Instructions for Specific States State Notes MO (Missouri) Be sure that your employer number is formatted correctly in the

Reporting ID field of the Federal And State Taxes form:

1. In the Tax field, select MOSUTA.

2. In the Reporting ID field of the Basic Info tab, enter your employer’s Account Number. Omit hyphens and spaces. Be sure the entire number is entered in the Reporting ID field before you create the report on diskette or hard disk. Omit hyphens; for example, enter 345678012345678A for 345678‐0‐123‐4567‐A.

NC (North Carolina)

Sage Accpac Payroll does not support the N record.

NJ (New Jersey) Enter the Magnetic Authorization number in Transmitter Info I tab of the Payroll Quarterly Wage On Disk(ette) form.

If you submit multiple diskettes, each diskette must contain a complete set of employees, beginning with a header record and terminating with an ending record. See step 5 of the section “Using the Quarterly Wage on Disk(ette) Feature” on page E‐14.

NM (New Mexico) On the Employer Info II tab of the Payroll Quarterly Wage On Disk(ette) form:

• In the field to the left of the Code For WCA Fee field, select either Deduction or Local/Other Tax. Your choice determines whether the Code For WCA Fee field will list the deduction codes or customized tax codes that you have created in Payroll.

Note that Payroll will report any employee (not just New Mexico employees) who is assigned the code that you selected in the Code For WCA Fee field, and who has a WCA fee amount to report.


User Guide E–21




Table 2: Notes and Instructions for Specific States State Notes TX (Texas) Sage Accpac Payroll supports the C‐3 Contribution Data

reporting. The C‐3 Data indicator and its associated fields will be populated in the report on diskette or hard disk.

On the Employer Info II tab of the Payroll Quarterly Wage On Disk(ette) form:

• In the Industry Code field, enter the the 6‐digit North American Industry Classification System code (NAICS) that best classifies the employer.

• In the County Code field, enter the County Code of the county in which you had the greatest number of employees. Note that the program does not check for an incorrect County Code.

• In the Outside County Employees field, enter the number of employees outside the county shown in the County Code field.

Sage Accpac Payroll does not support the Allocation List reporting. The Allocation List indicator (Record A, location 220) and its associated fields described in the magnetic media specifications will be left blank.

VT (Vermont) Sage Accpac Payroll supports Format 1 (3.5 Floppy Diskette or Compact Disc.)

User Guide Index–1

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Index Index

Index

9

941 Report, 2‐40, 6‐122, 8‐56 manual check processing, and, 6‐105 payroll calculation, and, 6‐52 Transaction History form, and, 6‐120

A

Account segments overriding on manual checks, 2‐23,

6‐100 overriding on timecards, 2‐13, 6‐29, 6‐35

Accruals carry‐over exceptions, 6‐63 carry‐over log, 8‐21 entering on manual checks, 6‐98 entering on timecards, 6‐24, 6‐28, 6‐32

Accruals on accruals, E‐3 Accruals Report, 2‐37, 8‐5, 8‐21 Activating taxes, 4‐2 Activity, of the employee, 5‐14 Adjustments, 6‐119 Advances Report, 8‐5 After the Fact (ATF) checks. See: Checks,

manual Annualization field, taxes, 6‐34, 6‐99 Approving, payroll checks, 2‐20 Assign Employee Earnings/Deductions

Audit, 8‐14 Assign selection lists to employee, 5‐15

Assigning earnings/deductions to employees, 5‐17

B

Bank Services bank account, configuring, 6‐71, 6‐75,

6‐91 check stock, setting up, 6‐76, 6‐91 check/advice form, choosing, 6‐77 reversing checks, 6‐115

Batches creating G/L, 2‐20, 2‐32, 6‐77, 7‐2 dates used with G/L, 2‐21 G/L transaction, creating, 2‐20

Benefits Report, 8‐5 Billing information, entering, 6‐38

in employee timecards, 6‐6 in manual checks, 6‐93, 6‐96 in timecards, 6‐23, 6‐30

C

Calculate Payroll function, 2‐15, 6‐50 class codes for, selecting, 2‐16 employees for, selecting, 2‐16 Erase option, 6‐68 frequencies for, selecting, 2‐16 Merge option, 6‐67 Optional Fields tab, 2‐17, 6‐59

Calculation sequence number, 6‐52, 6‐105

Index–2 Sage Accpac Payroll



Carry‐over of accruals. See also: Getting Started manual during manual checks, 6‐92, 6‐98, 6‐109 during paycheck posting, 6‐71 during payroll calculation, 6‐54 exceptions, 6‐63 in timecards, 6‐20, 6‐32 log, 8‐21

Certified Payroll Report, 8‐58 Changing. See: Modifying Check date(s), 2‐21, 6‐55, 6‐73, 6‐92 Check forms, printed

customizing, 8‐4 Check Inquiry screen, 6‐113 Check List screen, 6‐111 Checking data integrity. See: System

Manager documentation Checks, manual

After the Fact (ATF), 6‐85 and earn/ded maximums, 6‐98 correcting, 6‐104 defaults on, 6‐94 entering, 6‐85

accruals on, 6‐98 hours on, 6‐94 multiple checks, 2‐27 pieces or base, 6‐95 Rate/Amt/Pct on, 6‐95 taxes on, 6‐98 two‐sided deductions on, 6‐88

importing, 6‐87 online form, 6‐85, 6‐115 optional fields for earnings/deductions,

6‐96 Optional Fields tab, 6‐101 overriding cost center segments, 2‐23,

6‐100 payroll calculation, and, 6‐14 posting, 6‐108

(ATF), 2‐30 (non‐ATF), 6‐69 payroll tax accounts, 2‐24

Checks, manual (continued) printing, 2‐20, 2‐26, 2‐30, 6‐69, 6‐91 processing, 2‐22, 6‐104

after the fact, 2‐26 and the 941 Report, 6‐105, 6‐120 printed checks, 2‐26 steps for, 2‐28

reversing, 6‐115 timecards, and, 2‐1, 6‐14, 6‐87

Checks, system approving, 2‐20 information printed on, 6‐70 posting, 6‐69 printing, 2‐20, 6‐69 processing, steps for, 2‐3 reversing, 6‐115

Class Codes Report, 8‐4 Class codes, modifying employee, 5‐4 Columns, rearranging and sizing, 6‐23, 6‐93 Confirmation messages, A‐1 Copying timecards, 6‐46 Correcting payroll, 6‐65, 6‐104 Cost center override allocated based on calc

base, 2‐14, 2‐25 Cost center segments

overriding on manual checks, 2‐23 overriding on timecards, 2‐13

Cost centers, apportioning earnings/deductions among, 6‐12

Create G/L Batch function, 2‐21, 2‐32, 7‐2 CSV transaction files, 6‐78, 6‐110 Currency

billing, 6‐43 payroll, 6‐51, 6‐75, 6‐91

Customizing printed reports and forms, 8‐4

D

Data correcting payroll, 6‐65 payroll, posting, 2‐20




Index

Data (continued) unposted

erasing, 6‐68 merging with, 6‐67

Dates check, 6‐55, 6‐73, 6‐92 for timecard overtime entries, 6‐25 G/L batch, 2‐21 pay period end

accrual carry‐over dates, and, 6‐20 employee hire dates, and, 6‐54 employee termination dates, and,

6‐54 payroll calculation, and, 6‐19

pay period start/end on manual checks, 6‐92 on timecards, 6‐19

payroll run date, 6‐54 start, entering in Calculate Payroll, 6‐58

Deductions Report, 8‐5 Deductions, assigning to employees, 5‐17 Deductions, two‐sided, 3‐11

on manual checks, 6‐88 on timecards, 6‐15, 6‐16

Defaults on manual checks, 6‐94 on timecards, 6‐24

Delete Inactive Records Audit, 8‐54 Delete Inactive Records function, 2‐33, 7‐3

print W‐2s before, 7‐4 Deleting

earnings/deductions, 2‐33, 3‐2, 3‐4, 7‐3 distribution accounts, 3‐13 when used in calculation base, 3‐6

employees, 2‐33, 5‐2, 5‐3, 7‐3 payroll history, 2‐33, 7‐3 taxes, 2‐33, 4‐2, 4‐3, 4‐8, 4‐10, 7‐3

distribution accounts, 4‐7, 4‐15 Direct Deposit. See: EFT Distributing earns/deds among cost centers,

6‐12

Distribution codes assigning to earnings/deductions, 3‐12 assigning to taxes, 4‐6, 4‐14

Duplicate SSN Report, 8‐55

E

Earnings and Deductions apportioning among cost centers, 6‐12 assigning distribution codes, 3‐12 assigning to employees, 5‐17 deleting, 2‐4, 2‐33, 3‐2, 3‐4, 7‐3, See also:

Delete Inactive Records distribution accounts, 3‐13 when used in calculation base, 3‐6

fields you can modify for all employees, 5‐21

fields you can override at the employee level, 3‐5

fields you cannot modify, 3‐4 form, 3‐6

Basic Information tab, 3‐7 Brackets tab, 3‐15 Calculation Base tab, 3‐16 Employee tab, 3‐10 Employer tab, 3‐11 G/L Distributions tab, 3‐12 Optional Fields tab, 3‐17 Piece Rate tab, 3‐14 Sales tab, 3‐14

frequencies, 3‐4 maintaining, 3‐2 maximums

on manual checks, 6‐98 on timecards, 6‐32

minimums, 6‐15 modifying, 3‐2

calculation bases, 3‐17 distribution accounts, 3‐13 for all employees, 5‐21 piece rate tables, 3‐14




Earnings and Deductions (continued) modifying

sales commission schedules, 3‐15 wage bracket tables, 3‐16 when manual checks or timecards

exist, 3‐4 posting to G/L accounts, 3‐3 turning off employee, 5‐4

Earnings and Deductions Report, 8‐5 Earnings and Hours Report, 2‐38, 8‐24 Earnings Report, 8‐6 Earnings/Deductions Summary Report, 2‐38,

8‐25 EFT (direct deposit)

combining EFT files, 6‐82 during payroll calculation, 6‐55 file history, 6‐82 generating EFT file, 6‐79 submitting file to bank, 6‐85

EFT Combine History Report, 2‐37, 8‐27 EFT Combine Setup Report, 8‐7 EFT Direct Deposit Report, 2‐36, 8‐29 EFT Options Report, 8‐7 EFT Transactions Report, 2‐37, 8‐31 Employee Information Report, 8‐15 Employee Selection Report, 8‐17 Employee Supplemental Information

form, 5‐33, E‐7 report, 8‐17

Employee timecards, 2‐4, 6‐3, 6‐4 approving, 6‐7 transferring, 6‐8

Employee Timecards Report, 2‐35, 8‐32 Employees

activity inquiry, 5‐14 adding or removing from selection lists,

5‐15 changing. See: Modifying deleting, 5‐2, See also: Delete Inactive

Records earning/deduction fields you can

modify for all, 5‐21

Employees (continued) fields you can modify, 5‐6 form, 5‐5

Class Codes and Schedules tab, 5‐7 Cost Center tab, 5‐7 EFT tab, 5‐13 General tab, 5‐6 Optional Fields tab, 5‐11 Other tab, 5‐10 Pay tab, 5‐8 Taxes tab, 5‐9

maintaining, 5‐2 modifying, 5‐2

class codes, 5‐4 cost center segments, 5‐4 earnings/deductions for all, 5‐21 taxes for all, 5‐27 when manual checks exist, 5‐3 when timecards exist, 5‐3

removing pay calculation, 6‐68 tax fields you can modify for all, 5‐27

Erasing, unposted payroll data, 6‐68 Error messages, A‐1 Expense Reimbursements Report, 8‐6 Exporting data

records with multiple tables, B‐4 specifying a range using the Set Criteria

option, B‐5

F

Federal and State Taxes form, 4‐4 Basic Information tab, 4‐4 Calculation Base tab, 4‐5 G/L Distribution tab, 4‐6 Optional Fields tab, 4‐7

Find Duplicate SSN function, 2‐34, 7‐6 FIPS postal code, validating, 5‐6 Forms

Calculate Payroll, 6‐50 Frequency tab, 6‐56




Index

Forms (continued) Calculate Payroll, 6‐50

Optional Fields tab, 2‐17, 6‐59 Selection tab, 6‐57 Start Dates tab, 6‐58

Earnings and Deductions, 3‐6 Basic Information tab, 3‐7 Brackets tab, 3‐15 Calculation Base tab, 3‐16 Employee tab, 3‐10 Employer tab, 3‐11 G/L Distributions tab, 3‐12 Optional Fields tab, 3‐17 Piece Rate tab, 3‐14 Sales tab, 3‐14

Employees, 5‐5 Class Codes and Schedules tab, 5‐7 Cost Center tab, 5‐7 EFT tab, 5‐13 General tab, 5‐6 Optional Fields tab, 5‐11 Other tab, 5‐10 Pay tab, 5‐8 Taxes tab, 5‐9

Federal and State Taxes, 4‐4 Basic Information tab, 4‐4 Calculation Base tab, 4‐5 G/L Distribution tab, 4‐6 Optional Fields tab, 4‐7

Local and Other Custom Taxes, 4‐11 Basic Information tab, 4‐12 Brackets tab, 4‐15 Calculation Base tab, 4‐16 Employee Calculation tab, 4‐13 Employer Calculation tab, 4‐14 G/L Distribution tab, 4‐14 Optional Fields tab, 4‐17

Manual Checks, 6‐85, 6‐115 Payroll Checks, 6‐69 Post Manual Checks, 6‐108 Process Manual Checks, 6‐104 Timecards, 6‐10

Frequencies, selecting for Calculate Payroll, 6‐56

Functions. See also: Reports. For setup functions, see the Payroll Getting Started manual Assign Earnings/Deductions to

Employees, 5‐17 Assign Selection Lists to Employee, 5‐15 Calculate Payroll, 2‐15, 6‐50 Check Inquiry, 6‐113 Check List, 6‐111 Combine EFT Files, 6‐82 Copy Timecards, 6‐46 Create G/L Batch, 2‐32, 6‐69, 7‐2 Delete Inactive Records, 2‐33, 7‐3 Earnings and Deductions, 3‐6 Employee Activity, 5‐14 Employee Supplemental Information,

5‐33, E‐7 Employee Timecards, 2‐4, 6‐4 Employees, 5‐5 Federal and State Taxes, 4‐4 Find Duplicate SSN, 2‐34, 7‐6 Generate EFT File, 6‐79 Manual Checks, 2‐22, 6‐85 Payroll Checks, 6‐69 Payroll Processing Exceptions Report,

2‐18, 6‐108 Post Manual Checks, 2‐30, 6‐69 Process Manual Checks, 2‐26, 6‐104 Timecard List, 6‐48 Timecards (detailed), 2‐4, 6‐10 Transaction History, 2‐34 Transfer Employee Timecards, 6‐8 Update Earnings/Deductions for All

Employees, 5‐21 Update Tax for All Employees, 5‐27

G

G/L Integration report, 8‐8




G/L transaction batches creating, 2‐32, 7‐2 dates, 2‐21

H

History, deleting, 2‐33, 7‐3 Hours

entering on manual checks, 6‐94 entering on timecards, 6‐26 exceeding maximum part‐time, 6‐26,

6‐95 Hours Analysis Report, 2‐37, 8‐33

I

Importing data, B‐1 Include in FLSA Calculation, 6‐29

J

Job‐related information entering, 6‐38

on employee timecards, 6‐6 on manual checks, 2‐23, 6‐93, 6‐96 on timecards, 2‐5, 6‐23, 6‐30

Jobs allocating based on calculation base,

6‐39 field, 6‐38

Jobs Report, 2‐36, 8‐34

L

Local and Other Custom Taxes form, 4‐11 Basic Information tab, 4‐12 Brackets tab, 4‐15

Local and Other Custom Taxes (continued) Calculation Base tab, 4‐16 Employee tab, 4‐13 Employer tab, 4‐14 G/L Distribution tab, 4‐14 Optional Fields tab, 4‐17

Locked processes and records, D‐2

M

Macros technical information for, D‐1

Maintaining earnings/deductions, 3‐2 employees, 5‐2 taxes, 4‐2, 4‐8

Manual checks. See: Checks, manual Manual Checks function, 2‐22 Manual Checks Report, 2‐35, 8‐36 Merging, with unposted payroll data, 6‐67 Messages (errors, warnings, confirmations),

A‐1 Minimums, noted during payroll calculation,

6‐15 Modifying

earnings/deductions, 3‐2 calculation bases, 3‐17 distribution accounts, 3‐13 piece rate tables, 3‐14 Repayment Deduction field, 3‐9 sales commission schedules, 3‐15 wage bracket tables, 3‐16 when manual checks or timecards

exist, 3‐4 employees, 5‐2

class codes, 5‐4 cost center segments, 5‐4 earnings/deductions for selected

employees, 5‐21 taxes for selected employees, 5‐27 when manual checks exist, 5‐3




Index

Modifying (continued) employees

when timecards exist, 5‐3 taxes, 4‐2, 4‐8

calculation bases, 4‐6, 4‐17 distribution accounts, 4‐7, 4‐15 wage bracket tables, 4‐16

Multiple accruals, E‐1 Multiusers, information about, D‐2

N

Negative checks, 6‐56

O

Optional fields during Manual Checks entry, 2‐25, 6‐96,

6‐101 during Manual Checks process, 2‐26,

6‐106 during Payroll Calculation, 2‐17, 6‐59 during Timecard entry, 2‐14, 6‐31, 6‐36 for earnings/deductions, 3‐17, 5‐19, 6‐31,

6‐96 for employees, 5‐11 for federal and state taxes, 4‐7 for local and other custom taxes, 4‐17

Optional Fields Report, 8‐8 Options Report, 8‐9 Overriding

earnings/deductions and taxes to zero, 6‐15

overtime, 2‐8, 6‐22, 6‐44 piece rate tables, 6‐28 sales commission tables, 6‐28 segments

on manual checks, 2‐23, 6‐100 on timecards, 2‐13, 6‐29, 6‐35

Overriding (continued) taxes


wage bracket tables, 6‐28 Overtime

entering dates on timecards, 6‐25 entering on timecards, 2‐7 hours and rate, 6‐22, 6‐44 include in FLSA calculation, 6‐29 overriding on timecards, 2‐8, 6‐22, 6‐44 processing on timecards, 2‐9, 6‐26, 6‐59

Overtime Schedules Report, 8‐10

P

Part‐time hours exceeding maximum, 6‐26, 6‐95

Passive concurrency, D‐2 Pay period end dates

accrual carry‐over dates, and, 6‐20 employee hire dates, and, 6‐54 employee termination dates, and, 6‐54 on manual checks, 6‐92 on timecards, 6‐19 payroll calculation, and, 6‐19

Paychecks. See: Checks, manual and Checks, system

Payroll adjusting, 6‐119 calculating, 2‐15, 6‐50

after printing 941 Report, 6‐52, 6‐105

class codes, selecting, 2‐16 employees, selecting, 2‐16 frequencies, selecting, 2‐16 Payroll Processing Exceptions

Report, 2‐18 Pre‐Check Payroll Register, 2‐19 while manual checks exist, 6‐14




Payroll (continued) checks. See: Checks, manual and

Checks, system data

correcting, 6‐65 posting, 2‐20

periodic processing, 2‐31 posting, 6‐71 processing flowchart, 2‐2 processing without Sage Accpac

General Ledger, 6‐78, 6‐110 recalculating, 6‐66 reports. See: Reports run date, 6‐54 security, C‐1 transaction history, adjusting, 2‐34 transaction reports. See: Reports,

transaction Payroll calculation

941 Report, and the, 6‐52, 6‐105 employees, selecting for, 6‐55 frequencies, selecting for, 6‐56 generating EFT checks, 6‐55

Payroll Checks online form, 2‐20, 6‐69 Payroll currency, 6‐51, 6‐75, 6‐91 Payroll G/L Transactions Report, 2‐37, 8‐37 Payroll Job Register, 2‐36, 8‐39 Payroll Processing Exceptions Report, 2‐18,

2‐28, 2‐35, 6‐108, 8‐41 printing, 6‐62

Payroll Register, 2‐36, 8‐42 Piece rate table, overriding, 6‐28 Pieces/Base

entering on manual checks, 6‐95 entering on timecards, 6‐27

Post Manual Checks function, 2‐30, 6‐108 Posting

manual (non‐ATF) checks, 6‐69 manual checks, 2‐30 payroll checks, 2‐20, 6‐69, 6‐71 payroll data, 2‐20, 6‐71

Posting sequence number, 6‐78, 6‐110 Pre‐Check Payroll Job Register, 2‐19, 2‐30,

2‐36, 8‐45 Pre‐Check Payroll Register, 2‐19, 2‐29, 2‐36,

6‐64, 8‐47 Printer options and setup, 8‐3 Printing

manual checks, 2‐30, 6‐69, 6‐91 payroll checks, 2‐20, 6‐69 Payroll Processing Exceptions Report,

2‐18, 2‐28 transaction reports. See: Reports,

transaction Process Manual Checks function, 2‐26, 6‐104

optional fields, 6‐106 Processing

advances, 6‐55 checks, system. See: Processing under

Checks, system flowchart, 2‐2 manual checks, 2‐22 order of timecards, 6‐52 periodic payroll, 2‐31

Project and Job Costing entering job information, 6‐38

on employee timecards, 6‐6 on manual checks, 2‐23, 6‐93, 6‐96 on timecards, 2‐5, 6‐23, 6‐30

Q

Quarterly Wage on Disk(ette), 2‐40, 6‐121, 8‐61, E‐6

Quarterly Wage on Disk(ette) Status Report, 6‐121

Quarterly Wage Report, 2‐40, 6‐121, 8‐60




Index

R

Rate/Amt/Pct field on manual checks, 6‐95 on timecards, 6‐28

Rearranging columns, 6‐23, 6‐93 Records, deleting inactive payroll, 2‐33, 7‐3 Repayment Deduction field, modifying, 3‐9 Reporting allocated tips on W‐2s, 3‐8 Reports

customizing, 8‐4 employee

Assign Employee Earnings/Deductions Audit, 8‐14

Employee Information, 8‐15 Employee Selection, 8‐17 Employee Supplemental

Information, 8‐17 Transaction History, 8‐18 Update Employee

Earnings/Deductions Audit, 8‐20

Update Employee Taxes Audit, 8‐21 government, 6‐121

941, 2‐40, 6‐122, 8‐56 Certified Payroll, 2‐41, 8‐58 Quarterly Wage, 2‐40, 6‐121, 8‐60 Quarterly Wage on Disk(ette), 2‐40,

6‐121, 8‐61 Quarterly Wage on Disk(ette)

Status, 6‐121 W‐2s on Disk(ette), 2‐41, 6‐126, 8‐62 W‐2s on Disk(ette) Status, 6‐127 W‐2s on Paper, 2‐41, 6‐123, 8‐68

paper sizes, 8‐3 periodic processing

Delete Inactive Records Audit, 8‐54 Duplicate SSN Report, 8‐55

setup Accruals, 8‐5 Advances, 8‐5

Reports (continued) setup

Benefits, 8‐5 Class Codes, 8‐4 Deductions, 8‐5 Earnings, 8‐6 Earnings and Deductions, 8‐5 EFT Combine, 8‐7 EFT Options, 8‐7 Expense Reimbursements, 8‐6 G/L Integration, 8‐8 Optional Fields, 8‐8 Options, 8‐9 Overtime Schedules, 8‐10 Shift Differential Schedules, 8‐10 Tax Profiles, 8‐11 Transaction History Audit, 8‐19 Work Classification Codes, 8‐12 Workers’ Compensation Codes,

8‐13 transaction

Accruals, 2‐37, 8‐21 Accruals carry‐over log, 8‐21 Earnings and Hours, 2‐38, 8‐24 Earnings/Deductions Summary,

2‐38, 8‐25 EFT Combine History, 2‐37, 8‐27 EFT Direct Deposit, 2‐36, 8‐29 EFT Transactions, 2‐37, 8‐31 Employee Timecards, 2‐35, 8‐32 Hours Analysis, 2‐37, 8‐33 Jobs, 2‐36, 8‐34 Manual Checks, 2‐35, 8‐36 Payroll G/L Transactions, 2‐37, 8‐37 Payroll Job Register, 2‐36, 8‐39 Payroll Processing Exceptions, 2‐35,

6‐62, 6‐108, 8‐41 Payroll Register, 2‐36, 8‐42 Pre‐Check Payroll Job Register,

2‐19, 2‐30, 2‐36, 8‐45 Pre‐Check Payroll Register, 2‐19,

2‐29, 2‐36, 6‐64, 8‐47




Reports (continued) transaction

Tax Calculation Analysis, 2‐38, 8‐50 Timecards, 2‐35, 8‐51 Workers’ Compensation, 2‐39, 8‐52

Reusable timecards, 2‐5, 6‐52 Reversing checks, 6‐115

S

Sales commission table, overriding, 6‐28 Security, Payroll, C‐1

setting up for timecards, C‐9 Segments, account

modifying employee, 5‐4 overriding on manual checks, 2‐23,

6‐100 overriding on timecards, 2‐13, 6‐29, 6‐35

Selection lists, adding/removing employees, 5‐15

Separate check timecards, 6‐11, 6‐21, 6‐52, 6‐73

Sequence calculation number, 6‐52, 6‐105 of processing payroll, 2‐3 posting number, 6‐78, 6‐110

Setting up Payroll. See: Getting Started manual

Sharing data and processes, D‐2 Shift Differential Schedules Report, 8‐10 Sizing columns, 6‐23, 6‐93 Social Security Numbers

duplicate, 2‐34, 7‐6 print or hide on checks, 6‐76

System checks. See: Checks, system

T

Task groups, Payroll security, C‐1

Tax Calculation Analysis Report, 2‐38, 8‐50 Tax Profiles Report, 8‐11 Taxes

activating, 4‐2 annualizing, 6‐34, 6‐99 assigning distribution codes, 4‐6, 4‐14 changing. See: Modifying deleting, 4‐2, 4‐3, 4‐8, 4‐10, See also:

Delete Inactive Records deleting distribution accounts for, 4‐7,

4‐15 distributing during payroll calculation,

6‐52 entering on manual checks, 6‐98 fields

modifying basic information, 4‐5, 4‐13

modifying employee calculation information, 4‐14

modifying employer calculation information, 4‐14

modifying for all employees, 5‐27 non‐modifiable, 4‐10 overriding at the employee level,

4‐3, 4‐11 maintaining, 4‐2, 4‐8 minimums, 6‐15 modifying, 4‐2, 4‐8

calculation bases, 4‐6, 4‐17 distribution accounts, 4‐7, 4‐15 for all employees, 5‐27 wage bracket tables, 4‐16

optional fields, 4‐7, 4‐17 overriding


posting payroll tax accounts for manual

checks, 2‐24 payroll tax accounts for timecards,

2‐14 selecting G/L accounts for, 4‐3, 4‐9




Index

Terminating employment, E‐5 Timecards

and the employee record, 6‐11 cleared when paychecks approved, 2‐5 copying, 6‐46 correcting, 6‐16, 6‐66 data you can include on, 2‐4 defaults on, 6‐24 detailed Payroll, 2‐4 distribution accounts on, 6‐29, 6‐35 earn/ded maximums, and, 6‐32 entering, 2‐4, 6‐10

accruals on, 6‐24, 6‐28, 6‐32 dates on, 2‐8, 2‐11, 6‐24 hours on, 6‐26 overtime, 2‐7 pieces or base, 6‐27 Rate/Amt/Pct on, 6‐28

keys used during entry, 6‐23 listing, 6‐48 manual checks, and, 2‐1, 6‐14, 6‐87 optional fields, 2‐14

assigning to earns/deds on, 6‐31 Optional Fields tab, 6‐36

order of lines for overtime, 2‐9 overriding automatic overtime, 2‐8 overriding cost center segments, 2‐13,

6‐29, 6‐35 overriding taxes, 6‐33 overview, 6‐3 posting payroll tax accounts, 2‐14 processing order of, 6‐52 proration of hours for overtime, 2‐9 reusable, 2‐5, 6‐12 separate check, 6‐11, 6‐21, 6‐73 setting up security for, C‐9

Timecards Report, 2‐35, 8‐51 Timecards, employee, 6‐4 Tips

reporting allocated on W‐2s, 3‐8 tracking reported, 3‐8

Transaction history, 2‐34 adjusting history, 2‐34 clearing from history, 2‐33 entering adjustments, 6‐119

Transaction History Audit, 6‐120, 8‐19 Transaction History Report, 8‐18 Tutorial. On the desktop, from the Help menu,

choose Online Documentation, System Manager, Workbook

Two‐sided deductions on manual checks, 6‐88 on timecards, 6‐15, 6‐16

U

Update Earnings/Deductions for All Employees function, 5‐21

Update Employee Earnings/Deductions Audit, 8‐20

Update Employee Taxes Audit, 8‐21 Update Tax for All Employees function, 5‐27 UPGLTRAN.CSV file, 6‐78, 6‐110

W

W‐2s on Disk(ette), 2‐41, 6‐126, 8‐62 W‐2s on Disk(ette) Status Report, 6‐127 W‐2s on Paper, 2‐41, 6‐123, 8‐68 W‐2s, before Delete Inactive Records, 7‐4 Wage bracket table

overriding, 6‐28 Warning messages, A‐1 Work Classification Codes Report, 8‐12 Workers’ Compensation Codes Report, 8‐13 Workers’ compensation groups and codes,

modifying, 5‐24, 5‐25 Workers’ Compensation Report, 2‐39, 8‐52

Documents

U.S. Payroll 5 - partners.sagenorthamerica.com Accpac International, Inc. Confidential SAGE ACCPAC Sage Accpac ERP™ U.S. Payroll 5.5A User Guide