Click on one of the questions below to find the answer.
To create an employee file in the Zortec payroll system, from the payroll master menu select option 1 Payroll Information and press enter.
Once in the “Payroll Information”, menu select option 20 Change Employee Information and press enter.
Type a "C" when the "Available" functions screen is displayed. Typing a "C" tells the system you wish to select the create mode and press enter. Once you have pressed enter the below screen will display.
Enter the new employee number.
You will notice that the employee number has two sections:
If your site uses the payroll number as part of the employee number, the cursor will be blinking in the first section of the number field. You will type in the payroll number and press enter the cursor will move to the second section of the employee number.
If your site does not use the payroll number as part of the employee number, the cursor will then be blinking in the second section of the number field.
The second section of the number is where you will enter in the new employee’s number and press enter.
Once you have pressed enter the below screen will display.
You will now enter the employee’s information in this screen. You may or may not enter information in all the fields listed below, the ones necessary for the system are: Name, Address, City, State, Zip, Social Security Number, Status, Payroll #, Payfreq, Full/Part, Dist Type, Location, and Gender.
Below are listed the fields on this screen:
The `Name' field you will enter the full name of the employee. Enter the last name first. The name that appears here will appear on all payroll checks and reports for this employee.
The `Address' field you will enter the employee's address information (street address, post office box, and so on)
The `City-State' field you will enter the city and state where the employee resides. You will note that the City and state fields are filled in on the screen print, this is a user default.
The `Zip' field you will enter the employee's standard zip code. If you wanted to use an extension, then it will also appear. You will note that the zip code field is filled in on the screen print, this is a user default.
The `Ssn' field you will enter the employee's social security number.
The `Access' field is used to control which personnel have access to this specific employee record. These codes correlate with the access codes assigned on the user profile.
The `Employed' field you will enter the month, day, and year of this employee's original date of employment.
The `Terminated' field you may enter the month, day, and year on which this employee was terminated, for any reason.
If the employee has been terminated, then the `Term Code' field will contain a code to identify the type of termination. This code is user-defined. The Payroll system does NOT maintain a table of termination codes.
The `Birthday' field you may enter the month, day, and year on which this employee was born.
The `Evaluation' field you may enter the month, day, and year on which this employee was last formally evaluated.
The `Service' field you may enter the month, day, and year on which this employee's next evaluation is scheduled.
The `Status' field you will enter "A" = Active, "I" = Inactive, "T" = Terminated, “L” = Leave, “P” = Personnel, or “V” = Leave w/Pay. Employees must have an “A” or “V” status to receive a check from payroll process. The most common answer is “A”
The `Payroll #' field you will enter the number of the payroll department or division to which this employee is assigned.
The `Paytype' field you will enter "S" if the employee is paid a salary or "H" if the employee is paid an hourly wage.
The `Payfreq' field you will enter the Office Manager defined code used to identify the schedule on which this employee will be paid.
The `Full/Part' field you will enter "P" = Part-time, "F" = Full-time, "T" = Temporary, "S" = Seasonal, "C" = Contract employee, "A" = Appointed or “X” = extra duty.
The
`Dist. Type' field you will enter "S" if this employee's payroll
costs will be a standard distribution. A standard distribution means that the
payroll costs are distributed to one department or set of accounts.
You will enter "%" if this employee's payroll costs will be
a percentage distribution. A percentage distribution account means the costs
may be distributed over many departments/payroll accounts. The answer in this
field will determine what fields will appear on screen 4, the Pay Distribution
screen and where they will appear on the screen. The
most common answer is “%”
The `Location' field you will enter the code that you want to use to describe the department or physical location where this individual actually works, like a department, location in your building, and so on. This code is defined in the “Office Manager” section of the payroll system.
The `Calc Status' field indicates whether or not there is an error on the employee setup. This field must say “OK” for the employee to be calculated in the payroll. When first enter a new employee this field will show “Status Not Ok”. After you have finished setting up this employee return to screen 1 and check this field, it should display “OK”.
The `Job Title' field you may enter the official job title of this employee.
The `Misc Code' field is used to record a special code created by your site for whatever needs you find. The field will be blank if a code was NOT assigned.
The ‘Dept’ field is used to record the GL department for this employee and is mostly used in conjunction with the Personnel System.
The `Gender' field you will enter an "M" if the employee is a male or "F" for female.
The `Race' field you may enter a "W" if the employee is White, "B" for Black, "H" for Hispanic, "A" for Asian, or "I" for Native American.
The `Marital St' field you may enter an "S" if the employee is single or "M" if the employee is married.
The `Home Phone' field you may enter the employee's residential phone number.
The `Business Ph' field you may enter the employee's office phone number.
The `Ext' field may contain the employee's extension, if applicable, at work
The `Time Card' field will contain "Y" if the employee will use a time card to record pay hours or "N" if the employee will NOT be using a time card. This field is not linked with the payroll process. Instead, it is used by the user-defined reports.
The ‘Class Code’ field is a miscellaneous field used to classify a group of employees.
The `Insurance Codes' field is used to enter any desired user- defined codes, designed to note information about this employee's insurance coverage. You may enter up to three codes, like "S" for single coverage or "D" for dependent coverage. Or, maybe your company offers different kinds of coverage that you want to keep separate.
The `Shift' field is used to describe which shift, if any, that this employee is assigned to. You may type the user-defined number or letter that represents the shift (1, 2, 3, A, B, etc.) that this employee works in the `Shift' field. This field is mostly used in the calendar section of payroll.
The `Position' field will contain the code that describes the actual position in which this person is employed.
The `Pay Group' field you may enter any user-defined code that you can use to describe the pay classification for this employee. This field is just another way that you can group employees together. Using this field could help you with special payrolls and with user-defined reports.
The `Level' field you may enter the code that represents the pay level for this employee, as defined on a skill level chart.
The `Workman's Comp Code' field you may enter the user-defined code that you can use to track the workman's compensation status or claims for this employee, as well as reporting purposes. You can use this field to separate your employees. You can use this field to enter your workman's compensation insurance codes.
The `Step' field you may enter the code that represents the specific pay level, as defined in the skill level chart, for this position
Once you have entered you information for this screen press the F9 key and the below screen will display.
This screen is divided into several sections. You may or may not enter information in all the sections listed below:
State Retirement Section:
The `State Code' field you will enter your site's retirement code. This department is define in the “Office Manager” section of the payroll system
The `Exempt' field will contain "Y" if this employee is exempt from retirement or "N" if this employee is NOT exempt from retirement.
T he `Prem' field in the majority of cases, will not be used.
The `Serv. Time' field is used to tell the system how much of the retirement plan this employee is authorized to use. In the majority of cases, you would have typed "1", telling the system that this employee will receive FULL retirement benefits. Perhaps you have a part-time employee, and your site allows part-time people to receive retirement benefits. In this case, you might type ".5" to indicate that this person would only receive half of the retirement benefits.
The `Ins Type' field is no longer in use by TCRS. It will be blank.
The `Department' field you will enter your site's retirement department. This department is define in the “Office Manager” section of the payroll system
The
‘Acct’ and ‘Class Code’ fields are defined by your retirement
system, if applicable (typically for
Federal
Income Tax Section:
The `[M]arried or [S]ingle' field will be used to tell the system which tax tables to use when calculating federal taxes.
You will enter an "M" if this employee wanted to use the married tax tables.
You will enter an "S" if the employee wanted to use the single tax tables.
The `Number of Exemptions' field you will enter the total number of federal tax exemptions claimed by an employee.
The tax withheld from a check depends upon the number of exemptions claimed--the more exemptions that are claimed the smaller the amount of taxes that will be withheld.
You will enter a "%" if the employee wanted to use a flat percentage.
The field will be blank if the employee claims NO exemptions. "99" in this field tells the system to take only the extra withholding, and to not use exemptions.
The`Extra Withholdings' field you will enter an amount if the employee wishes to deduct an extra amount of federal taxes. If you enter a “%” in the number of exemptions field then this field becomes a percentage amount.
Warning:
If you enter the number of exemptions and extra withholdings with the wrong
information, the employee’s federal taxes withheld will be affected. Please
double check these two fields.
The `Exempt' field will contain "Y" if this employee is exempt from paying all federal income taxes. The employee will have NO federal taxes deducted from a payroll check. Very FEW employees will be exempt from taxes. If you believe an employee should be exempt from federal income taxes, be sure you have the proper documentation for IRS purposes. The field will contain "N" if this employee will PAY federal income taxes.
The `EIC Table' field is referring to the tables that are created and maintained in the Office Manager section's EIC Table option.
You will enter "1" if this employee is single or is married WITHOUT spouse filing a certificate.
You will enter "2" if this employee is married WITH both spouses filing a certificate.
You will leave this field blank if the employee did NOT receive an earned income credit certificate.
The `EIC Deduction' field you will enter the deduction code that represents the EIC if the employee has a certificate. You will leave it BLANK if the employee does not have a certificate.
Unemployment
Section:
The
`Exempt' field you will enter a "Y" if this employee is exempt.
Exempt employees may include commissioners, council members, and other elected/appointed
officials. You will enter an "N"
if the employee is NOT exempt.
The `Deduct Net Code' field is usually credit union deduction equal the employee’s Net pay. It requires that a deduction code and that a deduction code has been entered in the payroll definition in the office manager section of the payroll system. Along with a credit union account number define in screen 16 of the employee’s master record.
If this is an option your site uses then you would enter the valid deduction code here.
Fica
Section:
The `Exempt' field you will enter a "Y" if this employee is exempt from paying FICA taxes. You will enter an "N" if this employee will pay FICA taxes.
The `Extra Fica' field is used if there is a need to correct a mistake made with this employee's FICA taxes.
The `FICA Code' field is used to identify the rate table that will be used to calculate and process FICA/Medicare taxes for a specific employee, as well as for calculating matching employer deductions.
You will enter an "F" if the FICA "combined" rate table will be used. The combined FICA and Medicare tax rates are used by most employees.
You will enter an "M" if the Medicare-only table will be used. Medicare-only tax rates are used by employees who are exempt from FICA taxes.
You will enter an "O" if the OASI rate table will be used.
State
Income Tax Section:
The `[M]arried or [S]ingle' field is used to describe the income tax filing status for each employee.
You will enter an "M" if this employee wants to use the married tax table to calculate the state withholding.
You will enter an "S" if the employee wants to use the single table to calculate the state withholding.
The `Number of Exemptions' field is used to enter the total number of state tax exemptions claimed by an employee.
The `Extra Withholdings' field is used if the employee wishes to deduct an extra amount of state taxes; you will enter the desired dollar amount of the extra money.
The `Exempt' field you will enter a "Y" if this employee is exempt from paying state income taxes. The employee will have NO state taxes deducted from a payroll check.
You will enter an "N" if this employee will PAY state income taxes.
The `State Table Code' field you will enter the code for the state tax table, as defined in Office Manager, this used to calculate the state income taxes for an individual employee.
Once you have entered all the information for this screen press the F9 key and the below screen will display.
You will enter the pay information for the employee in this screen.
This screen is divided into two sections:
The top section of the screen is the salary, degree/experience, default hours and the number of distributions information.
The bottom of the screen is pay type information.
The
Top Section:
The Base Salary’ field is usually the pay the employee with earn in the pay period. Example: if paid weekly this would be the weekly gross. You may enter the gross for the pay period in this field or leave blank. The system figure it based either on the hourly rate field or annual salary field along with the pay frequency information in the office manager section of the payroll system.
The ‘Hourly Rate’ field is usually the pay the employee with earn by the hour. You may enter the hourly rate in this field or leave blank. The system figure it based either on the base salary field or annual salary field along with the pay frequency information in the office manager section of the payroll system.
The ‘Annual Salary’ field is usually the pay the employee with earn in the calendar year. You may enter the annual salary in this field or leave blank. The system figure it based either on the base salary field or hourly rate field along with the pay frequency information in the office manager section of the payroll system.
The ‘Deg/Exp’ field you can display the employee’s level and step, if applicable, as defined in the Personnel System.
The ‘Default Hours’ field will be blank if you want the system to read the frequency code for this employee to get the needed data. If you want to override the data in the frequency code, then you would enter the hours that you want the system to use as the default for this employee.
The ‘#of Distributions’ this field is display only. The system will display the number of GL distributions this employee has (defined on screen 04).
The
Bottom Section:
This section is divided into three columns:
The first column is the Pay Type you will enter pay type codes that the employee will be paid. These pay type codes are defined in Office Manager.
The second column is the Desc the system will display the description of the pay type you enter in the first column. The description is defined in the pay types in office manager.
The third column is the Rate you will enter the dollar value of each pay type. The value in these fields is determined by the ‘Paytype’ field on the first screen and by the ‘Pay Type’ setups that are defined in Office Manager.
Note: If your system has been set up to reset the pay types based on the information entered in the top section as to rate then the system will enter the rate once the pay type is enter. Exception the system may not reset dollar amount pay types.
Once you have entered all the pay information for this employee press the F8 key. The next screen to display is Pay Distribution screen as shown below
You will enter the pay distribution for the employee in this screen. Typing "%" in the `Dist. Type' field on screen one displays this setup. If you need to use something other than percentage distribution, contact Zortec support for assistance. Using the % distribution, an employee’s pay can be distributed to one or many ledger accounts
This screen is divided into two sections:
The top section of the screen is the division, ledger, FICA contract, unemployment group, percent, and the number of distributions information.
The bottom of the screen is pay type distribution.
The
Top Section:
The`Division/Ledger' field is divided into two sections.
In the first parenthesis you will enter the number of the division for this distribution. Once you enter the division and press enter the second section will display
In the second section of the `Division/Ledger' field you will enter the number of the controlling ledger number for this distribution.
The `FICA Contract' field you will enter the number of the FICA contract that you want to link to this distribution. This contract is defined in office manager section of the payroll system.
The `Unemployment Group' field you will enter the number of the unemployment group that you want to link to this distribution. This group is defined in office manager section of the payroll system.
The `Percent' field determines the percentage of the employees pay that will distribute to this account, FICA contract and unemployment group. You may have one or many distributions. The total of all distributions must equal 100% in order to get Calc Status as OK on screen one.
The ‘Distributions #’ this field is display only. The system will display what distribution number you are currently entering information.
The
Bottom Section:
This section is divided into three columns:
The first column is the ‘Pay Type’ you must enter the same pay type codes that you entered in the pay information screen. These pay type codes are defined in Office Manager.
The second column is the ‘Desc’ the system will display the description of the pay type you enter in the first column. The description is defined in the pay types in office manager.
The ‘Ledger Account’ field you will enter the general ledger account number (line item) that this employee’s pay types will be distributed.
Once you have enter all the pay types that were on the pay information screen (3) and their distribution, press the F8 key until the you can enter screen number 05 and press enter. Once you have press enter the below screen displays:
This screen you will enter the employee’s deductions. This screen has seven columns.
The first column is the `#’ you will enter the code that represents the deduction that you want to affect this employee's pay. Deduction codes are defined in Office Manager.
The second column is the `Desc' the system will display the description of the deduction code you enter in the first column. The description is defined in the deduction codes in office manager
The third column is the `Amt/Percent' you will enter a value that will be either a dollar or a percentage. The system based on the code you enter in the first column will display "$" or "%" on the left hand side of the field. This will be the amount or the percentage that is being deducted from this employee's pay for this specific deduction.
The fourth column is `Goal' this is used if you want the system to stop taking the deduction once a certain amount is reached. You will enter the goal dollar amount for this deduction in this column. The deduction itself must be set up as a “Goal Type” deduction in deduction codes of the office manager section of the payroll.
The fifth column is `Taken' this is used by the system to track the number of times the deduction is taken from the employees pay. You will enter the number of times you want this deduction to be taken from the employee’s pay in the goal column. The deduction itself must be set up as a “Times Type” deduction in deduction codes of the office manager section of the payroll.
The sixth column is `Cd' you may enter a user-defined code that you want the system to use to take this deduction for this employee. Example: if you type "G" in this column for a certain deduction. Then when you setup the payroll in the Payroll Process section, you will then enter the code "G“in the deduction code field of the setup instead of a “Y” or “N”. This tells the system to only take this deduction from the employees that have a "G" in the `Cd' field on their screen 5 of their master record.
The seventh column is `Cytd' each time that the system takes this deduction; the system will include the amount in the field, telling you the total of that has been taken so far this calendar year.
Once you have enter all the deductions to be deducted from this employee’s pay then press the F9 key until the you can enter screen number 06 and press enter. Once you have press enter the below screen displays:
In this screen you will enter the employee’s leave information.
NOTE: if the employee is not entitled to at the time of enter his/her information into payroll for the first time. Then press the F8 key until the bottom of the screen displays “Message Transaction complete” then exit the employee’s record.
This screen has nine columns:
The first column is `Cde' you will enter leave code that describes the leave for this employee. Leave codes are defined in Office Manager.
The second column is`Name' the system will display the description of the leave code you enter in this column. The description is defined in the leave codes in office manager.
The third column is`Rate' you may enter the rate at which this employee will accrue this particular leave. You will have to enter a rate if all of employees accrued this leave at different rates. If your site has a flat rate for this leave code that all employees will use, then you will leave this field blank on each employee's record. The system will use the rate table maintained in the Office Manager section's Leave Codes option to insert to proper answer.
The fourth column is `Yr Limit' you will enter the maximum amount of leave, for this leave code, that this employee can accrue in any given year.
The fifth column is `Tot Limit' you will enter the total amount of leave, for this leave code, that this employee can accrue.
The sixth column is ‘Forward’ field displays the hours/days that have rolled forward for each leave code. This field is dependent on parameters for allowing roll or not. This is defined in the leave codes in the office manager section of the payroll system.
The seventh column is `Ytd Taken' is an accumulation field, showing the amount of leave the employee has taken ‘year to date’.
The eighth column is `Earn Ytd’ is an accumulation field, showing the amount of leave the employee has earned ‘year to date’.
The ninth column is `Tot Due’ is an accumulation field, calculating the difference between what has been earned and taken, showing the Total amount Due to this employee.
Once you have enter the leave information for this employee Then press the F8 key until the bottom of the screen displays “Message Transaction complete” then exit the employee’s record.
If you are in the check print option and receive the error message “check is already in history”.
This could mean one of two things.
To fix the second cause from the payroll master menu select option 9 “Office Manager” and press enter. Once you are in the office manager menu select option 10 “Payroll Definitions” and press enter.
Type a "U" when the "Available" functions screen is displayed. Typing a "U" tells the system you wish to select the update mode and press enter. The cursor will be blinking in the “NUM” field press enter and the list of your payroll definitions will display. Select the definition for the payroll giving you the error message and press enter. The below screen will display and you will press enter until the cursor is blinking in the blue highlighted “ID For Check History” field. You will then change or enter a number to distinguish the check with the same number in payroll history. In the example below we have entered a 5. We now press enter until the bottom of the screen displays “Message Transaction Complete” then exit the payroll definitions section and try to print your checks again.
There are several ways to pay employees in the payroll system; however, for this question we will use the most common way.
From the Payroll Master Menu select option 3 “Payroll Process” and press enter. Once in the payroll process menu you will need to set up the payroll in order to pay the employees, so you will select option 1 “Setup the Payroll for Processing” and press enter. Type a "C" when the "Available" functions screen is displayed. Typing a "C" tells the system you wish to select the create mode and press enter. Then you will enter the payroll number for the employees you wish to pay and press enter. (The payroll number is defined in the payroll definitions in the office manager section of the payroll.) Once you have pressed enter the below screen will display.
The ‘Pay Ending Date’ field you will enter the ending date for which the employees are being paid. Once the payroll is update to history the system will not store this information.
The ‘Date on Check’ field you will enter the payday date. This date becomes the date the system will store; therefore this will be the date that will use for all history and packet information.
The
‘Flat Fit Percent’ field you may enter a percentage that you want to
deduct from all employees checks for federal withholding tax in.
If you enter a percent here, it will override the regular federal income
tax status for each employee. This is
not normally used in a regular payroll, so press enter to move to the next field.
The ‘Payroll Name’ field the system will display the description of the payroll number you entered to create this setup up. The description is defined in the payroll definitions in office manager
The ‘Status Codes’ field the system will display status of the payroll. Some samples codes are U=Unprocessed, C=Calculated, P=Checks Printed.
The
‘Take Retirement’ field this field defaults to “Y to withhold state retirement.
This is normally left the default
in a regular payroll, so press enter to move to the next field.
The
‘Fica’ field this field defaults to “Y to withhold FICA taxes.
This is normally left the default
in a regular payroll, so press enter to move to the next field.
The
‘Fit’ field this field defaults to “Y to withhold Federal income taxes.
This is normally left the default in a regular payroll, so press enter
to move to the next field.
The
‘Take State Tax’ field this field defaults to “Y to withhold state income
tax. This
is normally left the default in a regular payroll, so press enter to move to
the next field.
The ‘Accrue Leave’ field to accrue leave along with the payroll process, type “Y” in the field. If you accrue leave in other manners (period end, calendar, etc…) leave this field “N”. The most common way is you would enter an “N”.
The`Roll
Vendor Checks To Next Payroll' field you may enter "Y" in if you
do NOT wish to automatically print vendor checks for this payroll, then vendor
amounts are rolled over to the next pay period. The amount rolled is then added
to new vendor amounts calculated for the next payroll. If you enter an "N",
vendor checks are printed for the current payroll. All amounts rolled from previous
periods are included on the printed vendor checks. This
is normally left the default in a regular payroll, so press enter to move to
the next field.
The `Take all TSA'S' field this field is normally left blank, however if you have TSA’s please contact Zortec support.
The
‘Special Payroll’ field this is
normally left the blank in a regular payroll, so press enter to move to the
next field.
The
‘Direct Deposit Code” field this
is normally left the blank in a regular payroll, so press enter to move to the
next field.
The
‘Alternate W-4 Code’ field this
is normally left the blank in a regular payroll, so press enter to move to the
next field.
The`Frequencies' field you may enter up to 10 codes. Leave blank to include all frequencies. If you are not paying all frequencies then enter the code(s) you will be paying.
The
`Pay Group' field this is normally
left the blank in a regular payroll, so press enter to move to the next field.
The ‘Ded. Schedule’ field you may enter the code for each deduction schedule to include in this payroll. You can include up to 10 codes or leave blank and manually indicate which deductions to include in this payroll
The Detail fields are not used in the common payroll so we leave these fields blank.
A list of available pay types are displayed at the bottom of the screen under ‘Enter [Y] Beside the Pay Types that are to be calculated’. Type a “Y” next to each pay type that should be included in the payroll calculation. Type “N” next to those pay types you do not want to include. (Notice that a message may appear stating to press enter for more pay types.)
After all pay types have been displayed the deductions will display along with the heading "Enter [Y] or `Special Code' Beside Deduction to Be Taken". You will type “Y” next to each deduction to include in the payroll calculation. If you are using Deduction Schedules, these may already be set for you. Press the F9 key and press enter as needed.
When all deductions have been accepted, the message ‘Transaction Complete’ should appear at the bottom of the screen.
You are now done setting up the payroll to process.
The
‘Input of Times (Summary)’ is
used to enter time or temporarily make changes to the employee’s pay.
Examples could be Overtime, Vacation, Advanced Pays, etc…
You may not need to run this option if you use default hours and no default employee payroll records need to be changed for the current pay period.
After
you enter the Employee Number (highlighted in blue), the Entry of Times screen
will appear, with all the default pay information for this employee.
Only
the first 10 pay types will display. If
the employee has more than 10 pay types, you will need to press enter to the
bottom of the screen to see the remaining pay types.
The `Adjust
for Federal Tax and Voluntary Deductions' fields are not normally used during a regular
payroll.
When you have entered or updated the hours or salary to be pay to this employee (highlighted in red). Press the F3 key to accept the salary or hours.
This
will update the ‘Total Pay’ column for each pay type as well as the Grand
‘Total
Pay’ in the upper right corner (highlighted in blue).
You
will continue with this process until all employees’ times has been entered.
Once
all times have been enter press the escape key until you exit the input of times
option.
From
the payroll process menu you will select option 5 ‘Calculate
Payroll (All)’ and press enter. This option is used to compute gross pay, tax deductions,
retirement, Medicare, voluntary deductions, net pay, expense distributions,
etc…
There
are many reports that can be printed or not printed in the payroll process menu.
If you want to print a report you MUST
do so before the payroll is updated. Once the payroll is updated the reports
in the payroll process menu section can not be printed.
For
this question, we will only print two reports:
From
the payroll process menu you will select option 10 ‘Standard
Register’ and press enter. Then you will enter your printer number and press
enter. The system will ask you to verify your printer selection. Then the following
screen will display:
For this question we will leave the screen with the above defaults and press the F9 key to print a report containing a complete pay record for every employee included in the payroll. It lists employee name and number, the number of hours "paid" for each pay type, pay rates, income (total pay), taxes and deductions, summary pay totals, and net pay.
This
register is an important
payroll report.
Checks should NOT be printed prior to
printing the standard register and checking it thoroughly.
The
report will look something like this example:
From
the payroll process menu you will select option 12 ‘Deduction
Register’ and press enter. Then you will enter your printer number and press
enter. The system will ask you to verify your printer selection. Then the following
screen will display
For
this question we will match the above screen print and press enter until the
report starts to sort.
The
report will look something like this example:
This
report is to make sure the correct amount of each deduction is being taken from
each employee on the payroll. This report lists the employee's name, number,
social security number and the amount of each all deductions selected in the
payroll.
You
can select up to 20 specific deductions, or leave blank to include all deductions.
Once
you have check the reports and the information is correct, then from the payroll
process menu select option 13 “Print
Checks/Labels” and press enter. From the print check/labels menu select
option 1 “Print Checks” and press
enter the below screen will display.
For this question we will only be printing paper checks.
You
will enter "I" in the `Voids' field to include voided checks.
The
`Enter
Starting Check Number' field you will enter the number for the check that you want to
start printing.
The
`Which
Payroll of the Year is this' this is normally
left the blank in a regular payroll, so press enter to move to the next field.
The
`Is This
a Restart'
this is normally left the blank
in a regular payroll, so press enter to move to the next field,
The
‘Print
different ACH forms’ field for this payroll
we will leave blank
The
‘Enter
Starting ACH Number’ field for this payroll
we will leave blank
The ‘Emp
# for Restart’ field this
is normally left the blank in a regular payroll, so press enter to move to the
next field
The
‘Emp #
for Individual’ field this
is normally left the blank in a regular payroll, so press enter to move to the
next field
The ‘Enter
message to print on checks’ field for this payroll
we will leave blank.
Once
this screen is accepted the system will create a spooler file.
This file is typically named “PPCHKSLS”, but may vary for your site.
After
the system has spooled the checks you will press the escape key until you are
back to the Payroll Master Menu.
To
actually print your checks from the payroll master menu select option 56 “Spooler”
and press enter. Once in the spooler menu you will select option 2 “Print
a File” (If you site is a UNIX site you must first set the forms for the
printer. If you are unsure how to do this or if you are a UNIX site please contact
Zortec support for assistance) and press enter the below screen will display.
The
file we wish to print is highlighted in blue “PPCHKSLS”.
We will enter this file name in the “Enter
Print File Name” file and press enter.
The cursor will move to the “Copies” field
we will leave the default and press enter to move to the next field. The cursor
will move to the “Form”
field we will leave this field blank and press enter to move to the “To
Which Printer” field you will enter the
printer number when you wish to print the check (make sure the check stock is
properly in the printer) and press enter.
The system will ask you to verify your printer selection. Once you verify the
printer the checks will start to print. Once all checks have printed press the
escape key until you are back at the Payroll
Master Menu.
From the payroll master menu select option 3 “Payroll Process” and press enter. Once in the payroll process menu select option 15
‘Check
Register‘and press enter. Then you will enter your printer number and press
enter. The system will ask you to verify your printer selection. Then the system
will print the report. This option to produce a summarized register, in check
number order, of which checks you printed. You will get totals, but you will
not get the detail that you will see in other registers.
The
report will look something like this example:
The
final step in the payroll process in updated the payroll you have just finished.
From
the payroll process menu select option 19 ‘Update Accounts’
and press enter. The below screen will display.
If
you are sure you are ready to update enter a “Y” and press enter. Then the system
will start to update.
This permanently stores all payroll calculations/pay check history for this pay period in the appropriate employee and system records. It also clears all temporary payroll-related employee entries and removes processed payrolls from "set up."
WARNING:
BE SURE YOU HAVE RUN ALL NECESSARY PAYROLL PROCESS REPORTS BEFORE UPDATING.
YOU CANNOT RUN THE REPORTS ONCE THE UPDATE ACCOUNTS IS RUN.
This finishes paying the employee but does not send the payroll to the General Ledger system.
Once you have updated your payroll, From the Payroll Master Menu select option 10 “General Ledger” and press enter. Once you have press enter from the payroll general ledger link menu select option 2 “Create/Print Payroll Packet” and press enter. One you have press enter the below screen will display.
To create a packet for the general ledger system you would enter down until the cursor is blinking in the “Enter Date Span” field. You will enter the check date of the payroll that needs to be update to general ledger. Example: in the above screen print highlighted in blue is the check date and only that check date in both fields.
Once you have enter the check date press enter down to the “Create Packet” field, you will enter a “Y” and press enter until the system ask you to enter you printer number. Enter your printer number and press enter. The system will ask you to verify your printer. Once you have done that the fields highlighted in red will display. You will enter your packet identifier in the “Packet #” field and press enter. The cursor will move to the “Month and Year” field you will enter the accounting period for this payroll and press enter. The cursor will then move to the “Packet Reference” field normally you will accept the default and press enter. The cursor will then move to the “Packet Date” field this is usually the check date and if correct press enter. The system will then sort send the payroll to the general ledger, update the checks to check reconciliation, and print a report.
No, you will have to process the packet in the general ledger system for the payroll to be posted to the accounts in general ledger.
Yes, each user can define their defaults in the system. You may or may not have access to this option.
These defaults only affect the user the system in general will not be affect.
Please contact your system administrator or Zortec support to assist you in this option.