Pay Employee Screen
After your employees are set up, you are ready to process an actual payroll. To do so, click the Pay Employee button from the Payroll Navigator window.
The Pay Employee window displays the Employee Paysheet. When you select an employee, the paysheet itemizes the income, deductions, and employer contributions that you assigned to the selected employee. The program totals the amounts and displays them at the top of the paysheet.
If needed, you can enter or change many of the values in an Employee Paysheet without permanently changing the settings in the employee's file. Refer to Editing Employees Paysheets.
Once the employees paysheet is correct you can either print the paycheck or record it into pay history without printing.
Check Boxes
Print Check
Selecting this option allows you to print and record paychecks for selected employees.
Direct Deposit
This option will be grayed out if Direct Deposit has not been setup, please see sections on Direct Deposit- Chapter Two-Company and Chapter Four-Employees.
Record Only
There may be times when you want to record a single paycheck into Pay History without printing the paycheck. For example, if the paycheck was handwritten, or you are entering prior pay history upon initial use of the program.
Before processing payroll
Please read the following information before processing your first payroll. Some of the issues are purely informational while others require you to perform some action.
Print out an Employee Data Summary report using your Master List.
In the Payroll Navigator screen select the Reports Plus button
Click the Standard reports tab.
Select the Employee Data Summary report from the list. For detailed instructions on printing reports please see Generating reports
Use this report to verify the correctness of your employee settings for such things as deductions, pay rate, limit amounts, and filing status. You can avoid a lot of frustration by making sure your employees are set up correctly at the start.
Decide how you want your payroll data stored.
Paychecks are stored in Pay History with the date printed on the check. If you want your payroll data stored with the pay period ending date, select Edit > Preferences, then click the Payroll button. In the Payroll window, select the Pay period ending date option.
Decide how you would like to generate reports.
Reports are generated based on the date on which the payroll is recorded. For example, if you want the payroll data reported in the 1st quarter, make sure you record it using a date within the 1st quarter.
Make sure you have the right checkform template.
If you intend to print your paychecks, you must have a checkform template that matches the checks you will be using. For more information, refer to Chapter Ten Check Designer.
Buttons in the Pay Employees window
The following are descriptions of the command buttons in the Pay Employees window.
Print/Record selected paychecks
Will print and record all your paychecks at the same time.
Undo All
Selecting Undo all will clear all employees and allow you to start fresh with the processing of your payroll. When you select an employee, it will mark them for processing and will have the default information displayed on the screen.
Skip Step
This will take you to step 2 Post Paychecks
Exit Process Payroll
This will take you back to the Payroll Navigator Screen.
*Please note that the current step you were at will be saved, even when you Quit the Payroll Program. When you go back into Pay Employees it will bring you back to the current step you had exited at.
Skip Step
Allows you to skip the Print Paychecks window (Step 1) and advances you to Post Paychecks window (Step 2)