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, then click on the PAYROLL CALCULATION button. .png)
PAYROLL CALCULATION
DESCRIPTION: When you have posted your payroll and are ready to calculate the taxes and deductions to be withheld from your employees’ pay checks, you will need to run the PAYROLL CALCULATION program.
We will show you how to calculate the Payroll deductions, and also show you how to set up Groups of deductions for easier calculations.
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To access the Payroll Calculation program, click on the PAYROLL button, , then click on the PAYROLL CALCULATION button.
The following screen will appear:
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1. Click on the Payroll Information record that has the payroll you want to calculate.
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2. Click the LOAD button to load the necessary deduction types for calculating. .png){kind=small}
3. The following screen will appear. The check date will automatically load from the Payroll Information you chose in #1. Enter your beginning PR check number. .png){kind=small}
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IMPORTANT NOTE:
The Check Date you enter when you run the PR Calculation program is the date you must use when you’re printing your checks. For example, if you use a Check Date of 10/03/2016 for the Check Date in PR Calc, you should use this date when you print your checks.
If you use a Check Date different from the date you use in PR Calc when you’re ready to print your Payroll Checks, no checks will be printed.
4. Select which type of Deductions you wish to Calculate.
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- - If you select Load All, then all deduction types will be loaded into the Deductions to Calculate column on the main Payroll Calculation screen.
- - If you have saved Deduction Groups, select Load Group and a list of group names you have set up and the deduction codes included in the group will be displayed (click the down-arrow at the end of the Group Name field to see a list of Group Names). Clicking on a Group Name will load those deduction types into the Deductions to Calculate column on the main Payroll Calculation screen; deduction types not in that group will be loaded into the Available Deductions column.
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- - If you select Load None, then all your deduction codes will be loaded into the Available Deductions column on the main Payroll Calculation screen.
5. Click OK. .png){kind=small}
6. The following screen will appear:
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7. Once the deduction types have loaded, you may use the blue and red arrows to add/remove deductions to and/or from the Deductions to Calculate column.
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To add/remove an individual deduction, highlight the deduction line item, then click the red arrow(s). .png){kind=small}
To add/remove ALL deductions, click the blue arrow(s). .png){kind=small}
8. When you are ready to calculate the deductions, click the CALCULATE button. .png){kind=small}
9. Once you click the Calculate button, the following confirmation will appear. Click OK if everything is correct; CANCEL if not correct.
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10. The following Calculate Selected Deductions screen will appear. A default Journal Description will be filled in for you. You can modify this if necessary. Click the OK button when ready, or CANCEL if information is incorrect.
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11. If all the deductions have been calculated correctly, the following Information screen will appear. Press OK to proceed and close the program.
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12. On occasion, an employee might not have enough pay to take all their deductions. If that happens, the following Error screen may appear.
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SAVINGS DEDUCTION GROUPS
After loading in deductions and adding/removing appropriate deductions, you can save the remaining deductions as a Group. (Those deductions on the right-hand side.)
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1. To save as a Group, click on the SAVE GRP button on the right-hand side. .png){kind=small}
2. Enter a Group Name that you will easily recognize and describes those certain deductions you have chosen. Examples: First week pay; Special Pays; 4th Pay Week, etc.
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3. Select OK if you are set with the Group Name, or CANCEL if you want to return to the Deduction screen. Now the next time you load deductions and Select LOAD GROUP, this selection of deductions will be an option.
4. If you find that the information at the top of the Payroll Calculation screen is incorrect, you will need to click the UNLOAD button .png){kind=small}
to stop the calculation procedure. Then, click the LOAD button to return to the Load Deductions dialog screen where you may enter the correct information.