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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 QuickBooksï 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

Setting up the Employee Evaluator

In this section:

To use the Employee Evaluator, open the Human Resources tab window and then click the Evaluate tab. If the program cannot find an evaluation form on your computer, a window will appear asking you to name and save a form before it will open the Employee Evaluator window.

From the Employee scrolling list, select the employee for which you wish to print a previous evaluation.

In the Previous evaluations scrolling list, select the date of the evaluation you want to print out.

Click the Print button. In the print window that appears, click OK to print the results of the selected evaluation.

Deleting previous evaluations

If needed, you can easily delete previous evaluations from an employee's file.

n the Human Resources tab window, click the Evaluate tab.

From the Employee scrolling list, select the employee for which you wish to delete a previous evaluation.

Click the Clear File button.

Choose either Delete all evaluations or Delete all evaluations but the most recent.

Click Delete.

Probation Periods

If your company utilizes probation periods for new hires or perhaps for disciplinary action, mark the appropriate checkbox and enter the beginning and end dates.

Notes

Click the Notes button to open a text window to enter any information pertinent to this employee.

Click the Notes button.

Click Yes to display a password prompt window. Be sure to write the password down and store it in a safe place. There is no way to retrieve a password!

Enter the password and click OK.

If you clicked No to encrypting or have just entered the password, the text window will display. The day/date will automatically insert in the text window. Enter the text.

Once you have entered your note, you can save the note by clicking File > Return to Payroll. Click the Save button.

NOTE: If you set up a password for the employee note, you will be prompted to enter this password in order to access the note.

Creating evaluation forms

You can create as many performance appraisal forms as needed with each form containing as many questions you deem necessary.

In the Human Resources tab window, click the Evaluate tab.

Click the Form Setup button.

In the dialogue box that appears, enter a name for the evaluation form you are creating, such as Performance Evaluation Form.

Click Save. Once the form has been saved, you can add whatever questions you want to it.

Adding questions to evaluation forms

In the Human Resources tab window, click the Evaluate tab.

Click the Form Setup button.

From the Evaluation Form pop up menu, select the form to which you want to add questions.

Click the New button.

In the Question text box, enter the question (limited to 255 characters) exactly as you want it to appear on the evaluation form.

Select the type of Response Format you want for this question.

(Optional) Click the Next Question button if you want to add another question to this evaluation form.

NOTE: When you click the Next Question button, the question you just set up is added to the evaluation form. The New Question window remains open so that you can set up another new question. Thus, you can add all of your questions to the evaluation form at this time by clicking the Next Question button.

Click OK. Your question is added to the evaluation form and you are returned to the Evaluation Form Setup window.

Click Done to return to the Human Resources tab window with the Evaluate tab selected.

Editing evaluation questions

There may be times in which you feel you need to modify a question on an existing evaluation form. Use the following instructions to do so. If you change the responses of a question that has been used in previous evaluations, the employee's response and score on that evaluation may no longer be valid. If you feel that your changes may invalidate previous evaluations, set it up as an entirely new question.

In the Human Resources tab window, click the Evaluate tab.

Click the Form Setup button.

From the Evaluation Form pop up menu, select the form which contains the question you want to edit.

From the Existing evaluation questions scrolling list, select the question you wish to edit.

Click the Edit button.

Make the changes you want.

Click OK.

Click Done to return to the Human Resources tab window with the Evaluate tab selected.

Deleting evaluation questions

Because an evaluation question may be part of a previous evaluation, the program does not allow you to delete a question from the Existing evaluation questions list. Instead, the program allows you to delete the question from appearing on future evaluation forms.

In the Human Resources tab window, click the Evaluate tab.

Click the Form Setup button.

From the Evaluation Form pop up menu, select the form which contains the question you want to delete.

From the Existing evaluation questions scrolling list, select the question you wish to delete.

Click the Delete button.

NOTE: The deleted questions are indented slightly. When a deleted question is highlighted, the Delete button will change to Undelete.

Click Done to return to the Human Resources tab window with the Evaluate tab selected.

Undeleting evaluation questions

There may be times when a question you've previously deleted from the evaluation form needs to be undeleted.

In the Employees tab window, click the Evaluate button.

In the Employee Evaluator window, click the Form Setup button.

From the Evaluation Form pop up menu, select the form which contains the question you want to undelete.

From the Existing evaluation questions scrolling list, select the question you wish to undelete.

Click the Undelete button.

NOTE: The selected question shifts to the left and the Undelete button will change to Delete.

Click Done to return to the Human Resources tab window with the Evaluate tab selected.

Moving evaluation questions

You can arrange your evaluation form questions in any order you wish by using the Move Up and Move Down buttons.

In the Human Resources tab window, click the Evaluate tab.

Click the Form Setup button.

From the Evaluation Form pop up menu, select the form which contains the question(s) you want to move.

From the Existing evaluation questions scrolling list, select the question you wish to move.

Click either the Move Up or Move Down button to move the question.

Click Done to return to the Employees tab window.

Printing evaluation forms

You can print out a copy of your evaluation form if you wish to examine the setup of the questions you've added.

In the Human Resources tab window, click the Evaluate

Click the Form Setup button.

From the Evaluation Form pop up menu, select the form which contains the question(s) you want to print.

Click the Print button.

In the print window that appears, click OK to print the evaluation form.

Click Done to return to the Evaluate section of the Human Resources tab window.

Deleting Evaluation Forms

To delete a form, open the Defaults ƒ folder in your Aatrix Top Pay folder (or the Aatrix Payroll Folder if you are not using QuickBooks). Drag the form you don't want to the Trash.

Evaluating employee work performance

This section covers all topics related to the evaluation of your employee's work performance. Topics covered are:

  • Evaluating employees
  • Printing and deleting evaluation results
  • Setting up reminders for future evaluations

Evaluating employees

When you have finished setting up an evaluation form, you can use it to evaluate the work performance of your employees. Based upon your responses, the program will provide you with a score for each employee you evaluate.

In the Human Resources tab window, click the Evaluate tab.

From the Employee scrolling list, select the employee you wish to evaluate.

Click the Evaluate button.

Select the evaluation form you wish to use.

Click OK.

Choose the appropriate response for the displayed question. If the displayed question does not apply to this employee, select the "question doesn't apply" checkbox at the bottom of the window. The question will not be printed on the employee's evaluation form, nor will it be included in the employee's evaluation score.

NOTE: This option is grayed out for text answer questions.

Click the Next button to advance to the next question. To return to the preceding question, click the Previous button. You can also display a question by selecting (highlighting) the desired question in the Questions list.

Click the Save button.

Fill in the Save Review window with relevant information.

(Optional) Enter any applicable comments in the text box (up to 255 characters).

(Optional) Enter the date for this employee's next review.

(Optional) Print a copy of this review.

Enter the name or initials of the person who conducted this evaluation. This field is required in order to save the review.

Click Save. The evaluation will be added to the employee's file.

Setting up evaluation reminders

Use this feature to set up reminders and due dates for conducting employee evaluations.

In the Human Resources tab window, click the Evaluate tab.

From the Employee scrolling list, select the employee for which you wish to set up an evaluation reminder for.

Click the Remind button.

In the text box, enter the date you want to be reminded of an employee evaluation.

Click OK. On the date that this reminder comes due, the program will remind you to conduct the evaluation when you start your computer as well as when you open your payroll program.


Note: You can set up multiple reminder dates for the same employee (for example, 6/27/04, 7/27/04, and 8/28/04) by simply repeating steps 3-5, and entering a different date each time.

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