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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 Three - Human Resources

Loans

The Loan tab window allows you to set up employee loans and offers simple access for tracking the loan, payback amounts, and payback period.

You can create payment settings for the entire Employee List, for all New Employees that will be entered, or for individual employees by clicking on the appropriate selections in the Employee list box on the left side of the window. Please note that even if you create a generic Loan setup for the entire Employee List, you can still create customized loans for individuals who might have special circumstances.

Creating payroll item deductions for loans

To have the payback amount for the loan automatically deducted from each employee paycheck, you need to create a specialized deduction. Deductions are created in the Payroll Items tab window by clicking on the red New button in the Deductions section. Again, you can create the deduction item for the entire Employee List, for new employees only (New Employee List settings), or for individuals.

Detailed instructions for setting up payroll item deductions can be found in Creating a new deduction

Once you have created the deduction, you can set up your loans and payback options.

Setting up loans

In the Payment Settings box, choose the correct deduction from the deduction popup list. If you have not already created a deduction for this, you can do so by clicking the Payroll Items tab. In the Payroll Items tab window, click the red New button, In the New Deduction dialogue, enter in the appropriate information, and then Click the OK button.

NOTE: See Creating a new deduction for detailed instructions for this process.

In the Payment box, enter the amount to be paid back. Alternatively, you can leave this field blank. The program will calculate the preferred payback amount based on the amount of the loan and the length of the payback period.

Enter a dollar amount in the Minimum box. This is the smallest amount an employee may opt to have deducted for their loan repayment.

Enter a percentage in the Do Not Exceed box. This allows you to make sure the employee always receives a minimum percentage of their Net Pay.

Set criteria in the Options box, if desired.

  • Loan Fee: Enter a dollar amount in this box if you wish to charge employees a fee for the advance/loan.
  • If balance exists...: If you check this option, it allows you to charge interest on the loan if payback is not made in a specified time period. You can enter the specific number of days and the percentage of interest you wish to apply to the balance.

On the right side of the dialogue, enter the Loan Limit for any loan amounts. This limit may be set uniformly for all employees, or individually by employee.

Click the Save button on the toolbar to save your settings.

Now that you have set up the criteria for loans, you're ready to create loans and payroll advances. When you choose a particular individual who has taken an advance, you will now be able to see his or her Current Balance, the amount outstanding on the loan, and the current Available Credit. These amounts will change as the loan is paid back.

Cutting an advance check

On the Employee List, highlight the name of the employee receiving the advance.

Click the Advance button on the toolbar.

In the Payroll Advance dialogue, enter the amount of the advance check.

Mark the Print a check checkbox and then select the checkform you wish to use from the popup list.

Select the appropriate payback option radio button.

  • Change payback AMOUNT to reflect this advance: This option changes the payback amount you set up in the main dialogue to reflect the advance.
  • Change payback PERIOD to reflect this advance: This option changes the payback periods calculated to repay the advance.
  • Recalculate payment to pay back in xx periods: This option automatically creates payment amounts for each pay period based on the amount of the loan and the criteria you set for it in the main Loan dialogue.

If you created a loan fee in the main Loan dialogue, select the appropriate option.

  • No loan fee: Skips the loan fee for this advance.
  • Deduct loan fee from this advance: Immediately deducts the amount of the loan fee from the check you are cutting.
  • Add loan fee to loan balance: Adds the loan fee to the balance the employee owes.

Click the OK button.

In the Macintosh print dialogue, select the printer and any options appropriate to your checkform and then click the Print button.

The program returns you to the Human Resources Loan tab window. If you have the deduction set up to occur every pay period, the program will automatically keep track of the payments and balance remaining.


Adjustments

You can make adjustments and keep track of them by utilizing the features available in the Details dialogue.

Making an adjustment

Enter the new balance into the Current Balance textbox.

Click the Save button on the toolbar.

Click the Details button on the toolbar to review the adjustment and other loan details.

Editing loan details

You can edit, delete, or void loan details in the Details dialogue. Highlight the line you wish to edit, void, or delete and click the appropriate button on the right side of the dialogue.

Editing an entry

In the Details dialogue, highlight the line to be edited.

Click the Edit button.

In the dialogue that appears, make changes as needed.

  • Date: Make adjustments to the date if needed. The date displayed will be current.
  • Amount: Enter the new dollar amount.
  • For: From the pop-up list, assign an identifier to the adjustment from Advance, Payment, Loan Fee, Interest, or Adjustment.

Click the OK button to return to the Details dialogue.

To close the dialogue, click the red close button in the upper left corner.

Voiding and deleting entries

Voiding an entry leaves it in the Details dialogue, but makes the numerical amount for that entry $0. 00. Deleting an entry removes it completely. When you highlight an entry and click the Delete button, an alert message will ask if you are sure you want to delete and not void the entry. Click Yes to delete it, click No to choose another option.

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