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Contents
Requirements 1 - Requirements/Installation
Hardware & Software Requirements
Payroll Series version 13
Payroll Series version 14
Payroll Series version 15
Installing Top Pay

Company 2 - Company
New Company Setup
First time program launch
Setting Up Departments
Setting Up Groups

Default Information 3 - Default Information
New Employee Settings
Employee Information
Payroll Information
Add/delete Payroll Items
Income Items
Deductions
Employer Paid Items

Human Resources 4 - Human Resources
Cafeteria Plans
Pension Plans
Paid Time Off
Evaluate Employees
Loans

  Employees 5 - Employees
Create New Employees
Employee Info
Hours/Wage Info
Tax info
Employee Lists
Personal Information
Deleting /Renaming Employees

Payroll Information 6 - Payroll Information
Income Items
Deductions
Employer Paid Items

Linking to QuickBooks® 7 - Linking Top Pay to QuickBooks
Exporting your Chart of Accounts from QuickBooks
Importing a QuickBooks Chart of Accounts
Linking Aatrix Top Pay and QuickBooks
Hints
Sample of the Required Links Setup

  Liabilities 8 - Liabilities
Creating the Liability Payment

Process Payroll 9 - Processing/Posting Payroll
Processing Payroll
Send/Post Payroll to QuickBooks

Process/Post Liability Payments 10 - Processing /Posting Liability Payment
Processing a Liability Payment
Send/Post Liability Payments to QuickBooks

Pay History 11 - Explanation of Pay History
Pay History Screen

Reports 12 - Reports
Generating Reports
Viewing/Printing Reports
Preview
Printing
Viewing in other applications
Other Report Features
Report Bundles

Backing Up Data 13 - Backing Up
Program Backup
Manual Backup

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SECTION 2 - Company Tab Window

 

This section includes

New Company Setup Wizard

There are two places to create a new company in the payroll program. Either place will launch the New Company Wizard. The steps below guide you through the process.

Click the New Company button in the Company tab window (the New Company icon on the button bar), OR the New Company button in the Company tab window.

Contextual Help is available in the QuickHelp window which "floats" to the right of the Wizard screens. The Help that appears is specific to each step of the wizard. If additional information is available for an item in the Quickhelp window, this will be indicated by an arrow pointing to the right. Click the arrow to expand the information. To close the expansion, click the arrow again.

To quit the setup utility without saving any information, you can click the Cancel button at any time.

In the Welcome screen, please follow the instructions and have all the necessary information at the ready.

  • Company EIN
  • State Umemployment Tax Rate
  • Employee information
  • An exported Chart of Account from QuickBooks (Top Pay users)

Exporting a QuickBooks Chart of Accounts at this point is highly advised. Instructions appear in the QuickHelp window on the right of the Wizard screen.

Click the Next button to continue to the Company window.

Enter the applicable company information. All fields with red text are required.

NOTE: In the company setup, keep your company name under 25 characters. The legal company name can be entered within the program, but for purposes of setup, it is important to observe the 25 character limit.

Click the Next button to proceed to the Income items screen. Select additional items needed by marking the checkbox next to the approprate item.

Click the Next button to proceed to the Deduction Items screen. The program automatically marks the default deduction items, and any additonal items that appear which are NOT marked can be selected if needed at this point in the Wizard.

Click the Next button to go to the Employer Paid screen. Again, certain items needed for payroll will already be marked for you. Mark additional items if required.

Click Next to go to the Employee screen.

Enter employee information in appropriate fields, and then click the New button to add the employee to the employee list on the left.

If you need to edit an employee you just created, highlight the name in the list, change the information, and then click the Save button.

Continue to add employees. Remember, you can add or edit employees later on in the Employee tab window of the program.

Click the Next button to proceed to the Link screen.

If you exported your Chart of Accounts from QuickBooks® at the beginning of the wizard, simply select the checking account to which Payroll will be posted, and click Next to finish the wizard.

If you have not yet exported the Chart of Accounts, or saved it to another location, you will be prompted to import the file at this time.

NOTE: For information on exporting your chart of accounts frpm QuickBooks®, please follow the instructions in the QuickHelp window that appear on the right of all the wizard screens.

NOTE: If you cannot see the QuickHelp window, click the Help (questionmark) button in the lower left corner of all the wizard windows.

Click the Import button to locate your COA file.

After locating the file and returning to the Link screen, select the checking account to which Payroll will be posted from the popup list.

Click the Next button.

Click the Finish button.

The payroll program will display, taking you directly to the Company tab window where you can edit information and/or select additional items if necessary.

In the Company tab window, in the Defaults box, make sure the defaults for Checkform, Register, and Employee List are acceptable.

NOTE: Top Pay defaults to the QuickBooks Laser checkform. If necessary, you can change this checkform at any time from within the Print Checks dialog.

Setting Up Departments

Departmentalization is mainly used to distinguish employees by department for reporting purposes. After determining all the departments your company has, you are ready to set them up in the payroll program.

NOTE: If want to create departments and groups, make sure you assign ALL your employees to them. Unassigned employees can cause problems with processing payroll.

In the Company tab window, click the Departments radio button.

Click the New button.

In the text box, enter the new department title, and then click OK. The department name will appear in the Departments list.

NOTE: You cannot remove the names of the departments from the list. You can, however, change the names of existing departments.

Follow the above steps until all of your departments are created.

Setting Up Groups

In the Company tab window, click the Groups radio button.

Click the New button.

In the text box, enter the new group title. Click OK. The group name will appear in the Groups list.

Follow the above steps to add Groups as needed. To assign Groups to employees, refer to the Employees section


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