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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

Reports

The following information is covered in this section:

Reports

The Reports tab window provides a number of different selection criteria to help you gather the information you want. For example, you can limit your reports to specific employee lists, specific time periods, and specific departments. The Reports tab window is further divided into specific groups or types of reports.

  • Print & Mail: Displays a list of state and federal reports that are processed using the powerful, easy to use Aatrix FormViewer. Print & Mail reports are a subscription service from Aatrix Software. See Print & Mail reports for more information on processing Print & Mail reports. NOTE: Thumbnails of Print & Mail reports are not available as Sample Previews
  • Standard: Displays standard built-in reports such as the Employee Data Summary report.
  • Custom: Displays the custom reports created with the EZ Report Builder and the Freeform Report Builder.
  • Bundles: Allows you to group several reports together in a "bundle" for batch printing purposes. This provides a convenient way of printing out, in a single print job, all the reports you generally print (e.g., after payroll). For more information on report bundling, please refer to Report Bundles .

Generating reports

In the Reports tab window, select either a specific employee or an employee list.

  • Specific employee: Select the Report on Employee radio button above the Employee List box, and then highlight the name of the employee on whom you wish to report.
  • Employee list: To report on an employee list, select the Report on List radio button and then choose the appropriate list from the Employee List pop-up menu.

Click the appropriate report category tab (Print & Mail, Standard, Custom, Bundles).

Select the report you want from the list that displays.

Set report criteria.

Report on: You can generate a report from an entire Employee List or an individual employee by clicking the desired radio button. The name of the currently selected Employee List and the name of the currently selected employee is displayed. If you wish to change to a different Employee List, select the appropriate list from the Employee List pop-up menu. If you wish to report on a different employee than the one currently selected, highlight the desired employee's name on the Employee list. Some reports only use an Employee List, in which case the Employee option is grayed out even when an employee is selected.

Report on the period: You can limit the report with the following options:

  • All Periods: This option accumulates data from all pay periods in the employee file.
  • One Year: This option uses all the information that has accumulated in the employee file for the year you enter.
  • One Quarter: Select this option if you want the report to reflect an entire quarter of activity. Choose the quarter you want and enter the appropriate year. The date range the program uses are:
  • One Month: This option narrows the data gathered to a specific month of a specific year. Enter the appropriate choices in the text box.
  • One Day: This option generates a report based on payroll information processed specifically on the date you enter in this format: DD/MM/YY.
  • Between: Upon selecting this option, enter a data range from DD/MM/YY to DD/MM/YY in the appropriate text boxes.

Skip employees not paid: Mark this box if you do not want the report to include employees who were not paid during the selected reporting period.

Report Limits: Click the Set report limits button to further restrict the report using options such as: name, City, State, and Hire Date. Mark the checkboxes and fill text fields as needed. Click the OK button when finished, or Cancel to exit.

Preview or Print your report.

Preview allows you to view the report on-screen, and Print sends it directly to the printer. The Preview mode offers special advantages discussed in the next section.

IMPORTANT: All state and federal Print & Mail Reports require you to click the Preview button to launch the Aatrix FormViewer. Instructions for state and federal Print & Mail reports processed with the Aatrix FormViewer are discussed later in this chapter. See Aatrix FormViewer .



Previewing Reports

You may want to view a report on screen for various reasons before sending it to the printer. Previewing allows you to catch errors before you print, which ultimately saves printing time and paper. While in Preview mode, you can then send the report to the printer or to the Print Queue. While previewing a report, a Preview menu is available with the following commands.

  • Next Page/Previous Page:   Allows you to advance forward or return to prior pages in a multi-page report.
  • Index:   Selecting this command allows you to view thumbnail images of each page in the report. Clicking a thumbnail image will open that page in the Preview window.
  • Print Page/Print All: These commands allow you to print the currently displayed page or all the pages in the report.
  • Add to Report Queue: Selecting this command sends the report to the Report Queue whereby you can print it later along with a batch of reports. For complete details, refer to Report Queue .
  • Exit Viewing:   Selecting this command closes the active report window.


Reports List

The Reports List in the Reports tab window initially displays all the reports that were installed with the program. You can modify this list using the instructions provided in this section.

Edit Reports List

In the Reports tab window, click the Edit List button.

In the Edit Reports List dialogue, select ( √ ) the names of the reports you want to display in the Reports List.

Selecting a report that is already selected removes the checkmark and the report will not display in the Reports tab window.

Click the OK button.

Your customized report list displays the next time you access the Reports tab window and click the Custom reports tab.



Report Queue

The Report Queue (pronounced simply like the letter "Q") is similar to a print spooler. Use this feature to store a list of reports to print all at once, at the time you choose. Since the report queue file is saved to your hard disk, the reports already in it will remain even if you exit the program.



Adding reports to the Report Queue

In order to use the Report Queue feature, you must first add the reports you want to it. The following instruction set guides you through this process.


Adding a report to the Report Queue

In the Reports tab window, click the Standard or Custom tab and select a report in the Reports list.

Click the Preview Report button.

Select Preview > Add to Report Queue. A dialogue appears confirming that the report was added to the Report Queue.

Click the OK button.

To return to the Reports window select Preview > Exit Viewing.


Printing/viewing the Report Queue

All reports that are added to the Report Queue remain there until you are ready to print them.


Printing/viewing the Report Queue

Select File > Print/View Report Queue.

Each report that is waiting to be printed is displayed with the report name, company name, number of pages, and the date the report was queued.

Decide whether you want to Print, Preview, or Remove a report in the Report Queue.

Print

To print a single report, select the report and then click the Print button. The standard Macintosh Print dialogue will appear allowing you to print the report. To print all the reports, click the Print All button.

After printing all your reports using the Print All option, a message window will appear asking if you would like to delete all of the reports from the Report Queue.

Preview

If you want to preview a report before printing it or removing it from the Print Queue, select the report and then click the Preview button. To exit the preview mode, select Preview > Exit Viewing.

Remove

To remove a single report from the Report Queue, select the report and then click the Remove Report button. A dialogue will appear asking if you are sure that you want to remove the report. Click the Yes button to remove the selected report or the Cancel button to return to the Report Queue. To remove all the reports in the Report Queue, click the Remove All button.

Click the Done button when you are finished with the Report Queue.


Print & Mail reports

The reports listed in Print & Mail tab view all are processed with a program called Aatrix FormViewer. This program will prompt you to check for updates at the end of each quarter. This ensures you are using the latest government approved forms.

The Forms Subscription is an annual subscription, valid for one year from purchase date. You will be prompted to enter a registration code when printing or previewing forms from the Print and Mail selections. Once the registration code has been entered you will not be prompted again until the subscription expires. For purchasing and pricing information, please contact Aatrix Sales at (800) 426-0854.

Processing Print & Mail forms

The following instructions will walk you through a generic form process. For those processing Form 941, please see Processing Form 941 .

When all the criteria have been set for your report in the Reports tab window, click the Preview button. This will launch the Aatrix FormViewer, which will display the report with most or all of the data fields filled in for you. Report processing is divided into three simple steps and through each step, the program displays prompts to guide you. An alert message outlining the basic steps appears. After reviewing the steps, click the OK button to close it and proceed.



Step One - Review / Edit

In the FormViewer window, review the report for accuracy. Any red fields will have to be filled in manually. If the report you are processing has required (red) fields, an alert will notify you.


Review and edit a report

In the Aatrix FormViewer window, verify imported information and enter information in areas marked by red.

Date

The date on the form always defaults to the current day (as defined by your computer's internal clock). If this needs to be changed, move the cursor into the date field and click the right mouse button. This activates a drop down menu with choices for clearing the date or setting the value to the current date. You may also use the arrow located on the right side of the date field to drop down a calendar display. Click on the month and day you need, and the date is set accordingly.

Calculations

The program automatically calculates the data necessary for most form fields. However, you should double check all calculations in monetary and numeric data fields.

Click the Next Step button when red fields have been filled.

If you missed any required (red) fields and click the Next Step button, an alert will appear to warn you that you must go back and complete the report. You cannot advance to the next step until all required fields have data in them.

(Optional) You can print a draft or review copy in this phase by clicking the Print button. Clicking the Save button will save a copy of the incomplete report.

Click the Next Step button when finished reviewing and filling required fields.

A Verify Report Complete message appears.

Click Agree to proceed; click Double Check to go back and review the report.

This message will appear also for the next phase of the process and ensures that you validate the accuracy of your report. Although the software is produced, tested, and proven to perform accurate calculations, errors are possible for many reasons. Aatrix Software, Inc. is not responsible for inaccuracies that might occur. Clicking the Agree button shows that you have verified the accuracy of all the data and information that appears in the report.

The application saves your report and proceeds to the next step.



Step Two - My Copy

When Review / Edit is completed, it is time to print a copy of the report for your records. My Copy is printed on plain paper. A large diagonal watermark indicated that the report is a records copy only.


Printing a records copy

Click the Print button on the toolbar.

In the Print dialogue, select options for paper source, pages, and copies.

Click the OK button.

Review and file your records copy.

Click the Next Step button when your report has printed.


Step Three - Finish and print State or Federal copy


Printing a State / Federal filing copy

Before printing the final copy, use the Page Align function to ensure the data will print in the correct locations. See Page Align .

Insert paper or pre-printed form into printer.

Click the Print button.

If you choose to eFile, please see eFile .

Sign and mail your report.

Once the report has printed, you can close the FormViewer and return to the payroll application.


Printing Print & Mail forms

Clicking the Print button in different phases of the process will have different results. If you are in the Review/Edit step, the form will print with the watermark DRAFT on it. In the My Copy step, it will print with the watermark RECORDS COPY on it. The Federal copy step will print a report that can then be submitted to the appropriate agency.

If you have not purchased the Form Subscription, all copies will print with a large, repeated DEMO watermark.



Page Align

Before printing the final filing copy of a state or government form, you should always print a test page to ensure the data will print in the form boxes correctly. To use Page Align, select File > Page Align and click the Test Print button. Every form will print with a registration mark in an unused corner. This registration mark should always be an inch from the left and bottom (or top) margin.

If the registration mark on your test form is off, make adjustments as needed by entering a numerical value or with the sliders to move the data up or down, left or right. You should always print a test alignment form when switching to a new printer or printing for the first time to a preprinted form.



Form 941

The IRS requires every employer to submit a Form 941 - Employer's Quarterly Federal Tax Return at the end of each quarter. It reports the amount of earnings withheld from your employees' paychecks against how much you actually deposited to the IRS over the course of the quarter. Categories included on a Form 941 report include Federal Income Tax, Social Security, and Medicare.

Your payroll program culls the information for the Form 941 from information already stored in your employees' Pay History files.



Processing Form 941

The following series of instructions lead you through the process of generating a 941 report. Because your payroll program has the ability to separate your payroll data by quarter and year, you can generate a 941 after a new quarter has started.

The steps by which you process all of your Print & Mail forms will be similar to those illustrated below for the 941 form.


Processing Form 941 - Step One

Before processing Form 941, print out the Federal Tax Summary report, or the Pay History Detail, report (in the Standard tab view) for the same quarter you are processing Form 941. Use the information from the report to assist in processing Form 941.

Step One - Set Criteria

In the Reports tab window, click the Print & Mail tab and then select 941 Form from the Reports list.

If the 941 Form option does not appear in the Reports list, be sure it is checked in the Edit Reports List window. If necessary, refer to Edit Reports List .

Select the Report On List radio button and select the correct Employee List from the the Employee List pop-up menu.

Set Report Period.

Select the appropriate quarter from the pop-up menu and then enter the year for which you are generating the 941 report.

Set other Report Limits, if required, by clicking the Reports Limits button and making selections in the Other Limits dialogue.

When all selections have been made, click the Preview Report button.


Step Two - Review / Edit

Review the 941 Report for accuracy.

The 941 you see on the screen is designed to look like an actual pre-printed Form 941, with certain fields automatically filled in by the program. It is a self-calculating form - meaning that any time you change a value on the form, the fields affected by this change will be reset with the appropriate values.

If the form is not readable on the screen, you can enlarge it by selecting View > Double Size or View > Triple Size.

Fill red fields and make any necessary changes in those containing data.

If you are a Semiweekly or Monthly Schedule Depositor with over $2500 in Line 13, you can mark the appropriate checkbox and enter the deposits made.

Manual entry of certain information may be needed in some fields, such as your name and title at the bottom of the form. To enter information in any of the non-calculating fields, click the cursor in the field and type in the needed information.

Click the Next Step button when red fields have been filled.

If you missed any required (red) fields and click the Next Step button, an alert will appear to warn you that you must go back and complete the report. You cannot advance to the next step until all required fields have data in them.

(Optional) You can print a draft or review copy in this phase by clicking the Print button. Clicking the Save button will save a copy of the incomplete report.

Click the Next Step button when finished reviewing and filling required fields.

A Verify Report Complete message appears.

Click the Agree button to proceed; click the Double Check button to go back and review the report.

This message will appear also for the next phase of the process and ensures that you validate the accuracy of your report. Although the software is produced, tested, and proven to perform accurate calculations, errors are possible for many reasons. Aatrix Software, Inc. is not responsible for inaccuracies that might occur. Clicking the Agree button shows that you have verified the accuracy of all the data and information that appears in the report.

The application saves your report and proceeds to the next step.


Step Two - My Copy

When Review / Edit is completed, it is time to print a copy of the report for your records. My Copy is printed on plain paper. A large diagonal watermark indicated that the report is a records copy only.

Click the Print button on the toolbar.

In the Print dialogue, select options for paper source, pages, and copies.

Click the OK button.

Review and file your records copy.

Click the Next Step button when your report has printed.


Step Three - Finish and print State or Federal copy


Printing a State / Federal filing copy

Before printing the final copy, use the Page Align function to ensure the data will print in the correct locations. See Page Align .

Insert paper into printer.

click the Print button.

Clicking the Print button will print a copy of your 941 form that you may then mail to the IRS.

Alternatively, if you choose to eFile, click the eFile button. This will connect you to the Aatrix eFile server and Aatrix will submit your form electronically. This feature does involve extra setup and have additional service fees. If you choose to eFile, please see eFile .

Upon printing or eFiling, the program will archive your completed form so that you may view it or edit it at a later date. You may then exit the Aatrix FormViewer by selecting Aatrix FormViewer > Quit Aatrix FormViewer.


eFile Print & Mail forms

Aatrix eFile provides a secure transfer directly from your payroll software to the government agencies involved. Upon completing your State or Federal form, you may eFile, saving time and money by avoiding formatting, packaging, postage and mailing. You are now able to complete the form, submit the form and pay your liability due in one sitting.

There is a fee to use the eFile service. Please contact Aatrix at (800) 426-0854 or FormsSupport@aatrix. com for more information.



How to Enroll in eFile

There are two places to access the Enroll dialogues. You may choose Company > Enroll in eFile. The dialogue can also be found by clicking the eFile button and then clicking the Enroll Now button in the dialogue that displays.

The Enroll dialogue has four windows which require you to enter the necessary information for eFiling.

Taxpayer Information

This window requires your company information, including Name, Address, E-Mail, EIN, Phone and Fax. Enter the information requested and click the Next button.

Taxpayer Bank Information

This window requests your bank information so that when you eFile your payments can be submitted. Enter the information requested and click the Next button.

Preparer Information:

This window allows information for a second party preparer. The window defaults with your information entered, with a checkbox at the bottom noting that "Preparer is taxpayer". Enter the information requested and click the Next button.

Enrollment Submission

The final window gives you instructions of where to submit your Enrollment Form upon completion. Please review this information before printing, signing and submitting the Enrollment Form. Click the Finish button.

After enrollment submission, you will receive your User ID and Password via E-mail in ten days or less.


How to eFile

Follow the instructions for processing forms as detailed in the section Processing forms .

In the final step, instead of clicking the Print button, click the eFile button on the toolbar.

Click the I Have Enrolled... button.

IMPORTANT: By this point you should have already enrolled for eFile and provided all the necessary information. If you have not, please click here to review the enrollment information at the beginning of this section .

In the User Information dialogue, enter the Username and Password that you received from Aatrix when you enrolled in eFile.

Click the Save button.

This dialogue will only display the first time you eFile after enrollment. This information will be saved for subsequent efiling.

If a payment is due with the form, a dialogue displays the payment information, as well as a field for you to enter the appropriate check number.

Enter the check number in the payment information dialogue and click the OK button.

If no payment is due, you will proceed directly to Step 7.

Enter your Password and click the Next button.

Enter your credit card information in the dialogue for eFile payment. click the Next button.

A final dialogue will display confirming the successful eFile transaction and the charges incurred for the transaction.

Click the OK button to return to the Aatrix FormViewer.


EZ Report Builder

The EZ Report Builder is a utility built into the payroll program. It can be used to quickly put together payroll information in a report format. You simply select the items you want on the report, in the order your want them to appear, and the program "builds" the report for you.

To open the EZ Report Builder, click the EZ Report button in the Reports tab window.

The EZ Report dialogue contains all the variables you need to create your own reports. Note the scrolling list on the lower left, in the Available Report Items box. It displays all the variables that are available for your deductions, employee data, contributions, and extra income. The variables in the list change depending on which report item is selected.

When you select Extra Income, all income variables including Regular Pay and any additional extra income you have created appear in the list. Remember that Regular Pay refers to hourly rates and/or salary that you designated in the Employees tab window. When Employee Data is selected, the Total deductions, Total Contributions and Gross Pay variables allow you to combine all applicable variables into one item on the report.



Creating EZ reports

In the Reports tab window, click the EZ Report button.

In the Report Heading field, enter a title for your report.

The title you enter will be printed at the top and center of your report and displayed in the Custom section of the Reports tab window.

Set the Column Width.

You have the option of letting the program automatically set the column widths for you, or you can determine these widths yourself. If you decide to set your own column widths, click the Manual radio button and enter the width you want (in inches) in the text box. The program will print your report using the column width you entered (except for the employee name column, which is automatically set at approximately 25 characters by the program).

Depending on the order you want the items to print, select either Employee Data, Deductions, Employer Paid, or Extra Income.

The order is very important. The program prints the items in the order that you add them to the Assigned Report Items list, starting from the top. You will probably want to add the Employee Data first, so that items such as employee name, social security number, etc. are listed first.

Select a report item (e.g., Employee name) from the list on the left.

If applicable, select a type for the report item.   A type is active when it applies to a report item and grayed out when it doesn't. For example, the only types that are available for deductions and contributions are the Amount, App. Wages, and App. Tips.

  • Amount: The Amount option prints the amount of the selected item for the period you defined in the Reports tab window (monthly, quarterly, etc. ).
  • Hours : This option prints the total hours worked for the item you selected.
  • App. Wages and Tips: Certain deductions and employer paid contributions such as Social Security and Federal Unemployment need to report the wages that are used to calculate the deduction or contribution. For most employers, applicable wages will be the same as gross wages. If you have a travel reimbursement, pension plan, or similar non-taxed income, the applicable wages will not be the same. For these cases, use the App. Wages option. The App. Tips option is used for reporting tip income.
  • Pay Rate: This option prints the pay rate for the income item you selected.

Click the Add button.

The item is added to the Assigned Report Items list.

Continue adding items to the Assigned Report Items list by repeating Steps 4-7, until you've added all the items you want on your report.

(Optional) Change the position of the assigned items using the Move buttons.

  • Move Up: Moves the selected report item one position up.
  • Move Down: Moves the selected report item one position down.
  • Move to First: Moves the selected report item to the beginning of the list.
  • Move to Last: Moves the selected report item to the end of the list.

Remember, the order that the report items are listed in Assigned Report Items field (from top to bottom), is the order that the report items will appear in your printed report (from left to right).

(Optional) Selecting the Departmental Report option prints the name of each department along with the totals of each report item.

Click OK to save.

In the dialogue that appears, select where you want to save the report.

Saving the report to the Reports ƒ folder makes it available only to this company. Saving the report to the Shared Reports ƒ folder makes it available to all companies.

Your EZ report list will display the next time you access the Reports tab window and click the Custom report type tab.

Editing EZ reports

If you wish to make any changes to a report created with the EZ Report Builder, select the report in the Reports list in the Reports tab window, then click the Edit Report button. The EZ Report Builder window appears allowing you to make changes to the selected report.



Exporting EZ reports

Reports created with the EZ Report Builder can be saved as a text file or in HTML format for easy posting on the internet. To do so, select an EZ report in the Reports list, then click the Export button. A Save (OS 9: Putfile) window displays allowing you to name and save the report file in either text or HTML format.



Report Bundles

The Report Bundle feature allows you to group several reports together in a "bundle" for printing purposes. This provides a convenient way of printing out, in a single print job, all the reports you generally print (e.g., after payroll).



Creating report bundles

In the Reports tab window, click the Bundles tab.

Click the New Bundle button.

In the Bundle title text box, enter a title for your report bundle.

Select the names of the reports you want included in the new report bundle.

A checkmark ( √ ) appears to the left of each selected report.

Because the program generates reports using the date limits you set such as One Day, One Quarter, All periods, etc. , your Bundled Reports should be comprised of reports with similar date limits. For example, you could bundle only those reports you typically generate after eah payroll and not include those reports you process on a quarterly basis.

(Optional) If you wish to automatically print this report bundle when quitting the payroll program, select the Automatically print when quitting payroll option.

Click the OK button.

The names of your report bundles are displayed in the Report Bundle window and the Reports List in the Bundles tab window.

You can also create a report bundle by selecting Edit Reports > Report Bundles from the file menu.


Editing a report bundle

At some point you may want to change the reports that comprise a report bundle.


Editing a report bundle

From the Reports tab window, click the Bundles report type tab.

Select the report bundle you wish to edit.

Click the Edit Bundle button.

When finished, close all open windows to return to the Reports tab window.

Removing a report bundle

From the Reports tab window, click the Edit List button.

Click the Bundles button.

Select the report bundle you wish to remove and click the Remove button.

When finished, close all open windows to return to the Reports tab window.

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