PAYROLL CYCLE PROCEDURE NOTES

It is assumed you have either imported your payroll files from our older BETA software or that you have set up new employee records using Employee Maintenance.

•If this is the beginning of a new payroll year, be sure to add the new Payroll Year Start Date into the Payroll Year Dates constant file (Payroll Constants: Payroll Year Dates).

•To begin the payroll period, first run the Payroll Information program (click Payroll then select Payroll Information). This program will ask you to enter the Pay Date, a Payroll Description, and the Beginning and Ending dates for the new payroll period. (See Note 2 regarding new employees.)

•After setting the payroll period, you’re ready to begin posting time cards. Run the Payroll Post program (click the PR Post button on the main screen or select Payroll Post from the PAYROLL menu). You need to select the payroll period you set up in Payroll Information before you can begin posting.

•Post the day’s time cards. If you’re going to use a different journal number for each date in the pay period, after posting the first day’s time cards, click the COMMIT button and then click LOAD to start a new journal for the next day’s time cards. Continue in this manner until the entire pay period has been posted.

•Click on REPORTS and print the PR Gross report. (This step may be skipped.)

•Calculate the deductions for the payroll. Click the PAYROLL Menu bar and select Payroll Calculation or click the PR CALC button. To resolve errors, see "Payroll Calculation Procedure Notes" for assistance. (Also see the Correcting Errors section of this documentation.)

•If you need to update the payroll banks, run the Payroll Banks Calc program. Click the PAYROLL Menu bar and select Bank Calculation.

•Click the REPORTS button on the main screen and choose the PR Journal report and, if you updated the banks, print the Banks report. Look through the reports closely to make sure everything looks right before printing your payroll checks.

•Stay in Payroll Reports and select the payroll checks report you want to use. Once the payroll check report has been created, it will be displayed on your screen for final verification. We suggest you print your payroll checks on blank paper first to insure the checks look correct. Make sure everything looks right before print the actual checks.

•After the checks have printed, if you need to print other reports relating to your payroll, click the "X" on the Crystal Report screen to close it, then select another payroll report to print.

NOTE 1: You can print payroll reports that you missed at any time by selecting the required Payroll Information record under the "Select Payroll" field on the reports’ parameter screens.

NOTE 2: If you have new employees, be sure to add them before running Payroll Information. Failure to do so may result in the new employees having no check issued. If employees are added after Payroll Information has been run, simply run the program again to make sure the new employees have the current payroll period. No harm will be done to any PR Post journals in the pay period you have already entered.