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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 QuickBooksÔ 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 5 - Employees

This section includes

Create New Employees

When you add a new employee to your payroll, you need much more than personal or company-related information. You need an array of data that covers everything from a note about an employee's allergy to the detail needed on a government tax form. Top Pay provides you with these options; all you need to do is follow these steps to enter the information.

In the Employees tab window, click the New Employee icon on the button bar.

The entry areas in this window are divided into sections. The checkboxes below are arranged accordingly:

Employee information

Employee name, address, city, state, zip code, and telephone

Employee Social Security number

Department and group information

Hire, termination, or decease dates.

Hours/Wage information

Choose appropriate options for Overtime and Double Overtime.

If Overtime and Double Overtime do not default to the appropriate time, make any necessary changes

Select a Pay Period from the popup list.

Choose if the employee is paid Hourly or Salary, and then enter the pay rate in the appropriate entry box.

Mark the Direct Deposit checkbox if applicable.

Tax information

Select Filing status from the pop-up list

Put in number of claims for federal, state, and local (if applicable)

Put in extra withholding for federal, state, and local (if applicable)

Income tax Information—Earned Income Credit

Mark the appropriate box if EIC is applicable to this employee. This information can be found on Form W-5.

For more details on setting up Extra Income, Deductions, and Employer Paids, see the Payroll Items section.

Employee Lists

Creating a new list

From the Employee List pop-up menu, select New Employee List.

Enter a descriptive name for your new employee list.

The list can be the name of a department (i.e., Sales Dept.) or any other descriptive name (i.e., Interns).

Click Save.

When you click Save, the Employee List is saved to the Employee Files ƒ folder of the currently open company and its name is displayed at the bottom of the Employee List pop-up menu. If you remove this file from the Employee Files ƒ folder, it will no longer appear in the Employee List pop-up menu.

Deleting employee lists

Quit Top Pay.

On your hard disk, navigate to the main Documents folder (If you open a Finder window, you can simply click on the Documents icon in the left-hand shortcut pane). Locate and open (by double-clicking) the Aatrix Top Pay folder.

Inside the Aatrix Top Pay folder, locate and open (by double-clicking) the folder titled with the name of the company for which you are deleting an employee list. (e.g., Rock Castle Construction)

Once you are in the correct company folder, open the Employee Files ƒ folder inside it.

Highlight the name of the employee list you want to delete, then drag this file to the Trash.

If necessary, close each of the folders you opened.

Personal Information

Enter personal information for the employee by clicking the Personal Information icon (a folder) on the Button Bar.

Standard Fields

Enter Personal Contact

Enter Personal Contact's telephone number

Enter employee ID Number if needed

Enter employee's birthday

Choose a gender (Male is selected by default)

Custom Fields

To set up custom fields, click the Setup button and enter the names for these fields in the text boxes. Click OK when finished.

Enter information as needed.

Deleting Employees

Highlight the name of the employee you want to delete

Click the Delete icon (a trash can) on the button bar.

CAUTION! When you delete an employee, it deletes completely all the information for that person. Make sure you do not need to access any pay history or print any tax reports concerning an employee before deleting them!

Renaming Employees

Highlight the employee you want to rename, and then click the Employee List pop-up menu.

In the employee list popup menu (directly above the list of employee names), select Rename Employee.

In the dialogue that appears, enter the new name into the appropriate sections and then click OK.

Note: Changing the name in the main dialog will NOT change the name elsewhere in the program. We highly recommend using the method described above, which will change the employee's name everywhere it occurs.



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