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PC-SIG Diskette Library (Disk #1548)
[PCjs Machine "ibm5170"]
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Information about “PAYROLL LITE 2 OF 2 (1547)”
This easy-to-use module provides a very efficient way to record
important information such as: hire date, earnings, deductions,
vacation and sick time, overtime and holiday pay. It automatically
calculates gross pay, net pay, deductions and liabilities, prints checks
and W-2 forms, supports both hourly and salaried employees paid either
weekly, bi-weekly, semi-monthly or monthly, and fully integrates into
the General Ledger Module. Allows manual override of deductions and
includes user-modifiable tax tables you can keep current. Allows
payroll after the fact. Proper use requires the FINANCE MANAGER II (PC-
SIG Disk #151).
Up to 1000 employees, 32000 transactions, user-modifiable tax tables,
user modifiable tax calculations, three additional earnings categories
and two additional deduction categories with separate tax options; can
delete paid and posted payroll transactions; supports 80 column printers
and HP Laserjet checks; generates a complete range of reports, such as:
quarterly tax summary reports, quarterly tax payments, paid payroll
recap for your 941 form, and SDI option for employee or employer.
FILE1548.TXT
Disk No: 1548
Disk Title: Payroll Lite 2 of 2 (1547)
PC-SIG Version: S1
Program Title: Payroll Lite
Author Version: 1.3G
Author Registration: $41.95 includes printed manual, & Newsletter.
Special Requirements: 356K RAM, 2 floppy drives or hard disk, & disk #151.
This easy-to-use module provides a very efficient way to record
important information such as: hire date, earnings, deductions, vacation
and sick time, overtime and holiday pay. It automatically calculates
gross pay, net pay, deductions and liabilities, prints checks and W-2
forms, supports both hourly & salaried employees paid either weekly,
bi-weekly, semi-monthly or monthly and fully integrates into the GENERAL
LEDGER MODULE. Allows manual override of deductions and includes
user-modifiable tax tables you can keep current. Allows payroll ofter
the fact. Proper use requires the GENERAL LEDGER LITE (PC-SIG Disk
#151).
Up to 1000 employees, 32000 transactions, user-modifiable tax tables,
user modifiable tax calculations, three additional earnings categories
and 2 additional deduction categories with separate tax options, can
delete paid and posted payroll transactions, supports 80 column printers
and HP Laserjet checks, generates a complete range of reports like:
Quarterly Tax Summary reports, quarterly tax payments, Paid Payroll
Recap for your 941 form, aslo SDI option for employee or emplorer.
File Descriptions:
First Disk
CONFIG SYS Sample config.sys file (required to run FM II).
FMPR COM Main PAYROLL executable.
FMPR 000 PAYROLL overlay file 0.
FMPR 001 PAYROLL overlay file 1.
FMPR 002 PAYROLL overlay file 2.
FMPR2 CHN PAYROLL module part 2.
FMPR2 000 PAYROLL overlay file 0.
FMPR2 001 PAYROLL overlay file 1.
FMPR2 002 PAYROLL overlay file 2.
FMPR2 003 PAYROLL overlay file 3.
FMPR2 004 PAYROLL overlay file 4.
INSTALL COM Installation program.
ORDER DOC Blank order form which can be printed.
README BAT Displays this file on screen.
RUN BAT Batch file to run PAYROLL LITE.
Second Disk
FMPR-DOC ARC Archived documentation manual (See PRINT-PR below).
FMPR DOC Documentation manual (See PRINT-PR below).
ORDER DOC Blank order form which can be printed.
PRINT-PR BAT Prints manual to printer (PRN).
WORK EMP Work Demo - PR Employees data file.
WORK PRT Work Demo - PR Transaction data file.
WORK PRF Work Demo - PR Configuration data file.
WORK TAX Work Demo - PR Federal & Colorado tax file.
WORK PRK Work Demo - PR Checks Configuration data file.
WORK CHR Work Demo - GL Chart of accounts data file.
WORK GLT Work Demo - GL Transaction data file.
WORK CNF Work Demo - System configuration data file.
README BAT Displays this file on screen.
PC-SIG
1030D East Duane Avenue
Sunnyvale Ca. 94086
(408) 730-9291
(c) Copyright 1989 PC-SIG, Inc.
FMPR.DOC
FINANCE MANAGER II
PAYROLL MODULE LITE
USER'S MANUAL
Version 1.3f
Hooper International
P.O. Box 62219
Colorado Springs, CO 80962
Copyright (C) 1986-1989 by Hooper International
All rights reserved.
COPYRIGHT NOTICE
FINANCE MANAGER is not a public domain program. It is Copyright (C)
1986-1989 by Hooper International.
No part of this manual may be reproduced, translated, in any form or
by any means, without the prior written permission of Hooper
International.
The software described in this manual is protected by copyright laws.
Copyright (C) 1986-1989 Hooper International
RESTRICTED PERMISSION TO COPY
Clubs and other non-profit organizations are granted permission by
Hooper International to copy the evaluation version of this program,
as well as its documentation, for member use only. It is imperative
that you be aware that said member use is subject to the following
strictly-enforced restrictions:
No price may be charged, by club or user group, for the software
or documentation. A distribution fee may be charged solely for
the cost of the diskette, as long as the total charge does not
exceed $8.
It is imperative that club members be informed of the user-support
concept, which allows them to become familiar with FINANCE MANAGER
through evaluation and hands-on use. It is also imperative that
member users be informed that the program as well as its
documentation is the sole property of Hooper International.
Members, without exception, must be encouraged to support its use
by sending their user payments directly to Hooper International.
This software and documentation is fully copyrighted by Hooper
International and may not be modified in any way or manner
whatsoever. The complete package must be distributed intact, as a
self-complementing unit.
i
WARRANTY INFORMATION
HOOPER INTERNATIONAL LICENSES THIS SOFTWARE AND MANUAL "AS IS" WITHOUT
WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT
LIMITED TO, THE PARTICULAR PURPOSE. HOOPER INTERNATIONAL DOES NOT
WARRANT THAT THE "FINANCE MANAGER" SOFTWARE WILL MEET YOUR
REQUIREMENTS, OR THAT THE OPERATION OF FINANCE MANAGER WILL BE
UNINTERRUPTED OR ERROR FREE.
IN NO EVENT WILL HOOPER INTERNATIONAL BE LIABLE FOR CONSEQUENTIAL,
INCIDENTAL, INDIRECT OR OTHER DAMAGES, INCLUDING ANY LOST PROFITS,
LOST SAVINGS, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT
OF THE USE OF, OR INABILITY TO USE, THESE PROGRAMS, EVEN IF HOOPER
INTERNATIONAL HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR
FOR ANY CLAIM BY ANY OTHER PARTY.
Please keep in mind, WE DO NOT ACCEPT RETURNS OR GIVE REFUNDS ON
REGISTERED COPIES. Instead, we give you every opportunity to try the
software before you decide to register your copy. We will, however,
replace defective disks for a minimal shipping and handling charge of
$5.00, for up to a period of 90 days from initial shipping date.
Please note that defective disks must be returned prepaid and insured
by sender. In this way, we are assured of complete customer
satisfaction. And, as you can see, we value your business.
Information in this manual is subject to change without notice and
does not represent a commitment on the part of Hooper International.
This product could include technical inaccuracies or typographical
errors. Changes are periodically made to the information herein;
these changes may be incorporated in new additions of this
publication.
PRODUCT INFORMATION
FINANCE MANAGER II is an extraordinary, easy-to-understand,
user-supported software package. Since we are dedicated to customer
satisfaction, we heartily recommend that you take advantage of the
incredible money-saving opportunity that we offer, allowing you to use
the evaluation copy in order to determine its suitability to your
individual financial application. Please do this, and discover for
yourself that this software is easy to use and certainly what you've
been hoping it would be, before registering your copy with us. We
sincerely value customer satisfaction.
Since we are so confident of your satisfaction with our software, we
are able to offer evaluation copies at an unbelievable minimal cost to
you. We therefore urge you to take advantage of inspecting and
evaluating this software, including hands-on use for your particular
needs and financial applications. This is an unprecedented
opportunity for complete customer satisfaction before you make any
outlay of money for an individually-registered copy. We want your
name to be added to our ever-growing list of satisfied customers
throughout the world!
ii
Finance Manager II is User-Supported (Shareware) software. If you are
using this software, and find it to be of value to you, your payment
is necessary and appreciated.
You are encouraged to copy this software and share it freely with
others. You have the luxury of trying out the complete programs, at
your own pace and in the comfort of your own home or workplace. This
is not a crippled or "demo" copy, but the complete working version of
the program.
After you have used Finance Manager for a reasonable evaluation period
you should either discontinue use of the program or purchase a
licensed copy from Hooper International or from an authorized dealer.
Your support is important and greatly appreciated. With it,
User-supported (Shareware) authors are encouraged to design and
distribute new products. Without it, a great deal of high quality,
low cost software will cease to be available.
_______
____|__ | (tm)
--| | |------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |--------------------
|___|___| MEMBER
Hooper International is a member of the Assocication of Shareware
Professionals and agrees with the association's standards of integrity
in software distribution.
iii
FINANCE MANAGER II - Payroll
TABLE OF CONTENTS
COPYRIGHT NOTICE ............................................... i
RESTRICTED PERMISSION TO COPY .................................. i
WARRANTY INFORMATION ........................................... ii
PRODUCT INFORMATION ............................................ ii
SECTION ONE - GETTING STARTED
1a - Introduction .......................................... 3
1b - System requirements ................................... 4
1c - System Flowcharts ..................................... 5
1d - Using the demo accounts ............................... 6
1e - Running the Payroll module ............................ 6
SECTION TWO - THE PAYROLL MAIN MENU ............................ 8
SECTION THREE - EMPLOYEE ACCOUNTS .............................. 9
3a - What are employee accounts ............................ 9
3b - Employee accounts organization ........................ 9
3c - Employee accounts data fields ......................... 9
3d - Getting familiar with employee accounts ............... 12
3e - Entering your own employee accounts ................... 12
3f - Changing existing employees ........................... 17
3g - Deleting employees .................................... 17
3h - Suggested method for setting beginning balances........ 18
SECTION FOUR - TRANSACTIONS .................................... 20
4a - What are transactions ................................. 20
4b - Transaction data fields ............................... 20
4c - Getting familiar with transactions .................... 21
4d - Entering transactions ................................. 21
4e - Changing existing transactions ........................ 23
4f - Deleting transactions ................................. 25
4g - Points to remember .................................... 25
SECTION FIVE - REPORTS ......................................... 26
5a - General instructions for generating reports ........... 26
5b - Printing the Payroll Journal .......................... 27
5c - Printing the Payroll Register ......................... 28
5d - Printing the Check Register ........................... 29
5e - Printing the Vacation and Sick Report ................. 29
5f - Printing the Employee Listing ......................... 30
5g - Printing the Employee Address Labels .................. 32
5h - Printing the Paid Payroll Recap Report ................ 33
5i - Printing the Quarterly Tax Summary .................... 34
5j - Printing the Non-Posted Transaction Journal ........... 34
5k - Printing the General Ledger Distribution Report........ 34
SECTION SIX - WRITING EMPLOYEE PAYCHECKS ....................... 36
6a - Printing Checks ....................................... 36
6b - Voiding printed checks ................................ 37
6c - Entering manual checks ................................ 37
Page 1
FINANCE MANAGER II - Payroll
SECTION SEVEN - OTHER FEATURES AND FUNCTIONS ................... 39
7a - Configuration settings ................................ 39
7b - Sorting transactions .................................. 43
7c - Posting to the General Ledger ......................... 44
7d - Payroll tax tables .................................... 45
7e - Printing end of year W-2s ............................. 47
SECTION EIGHT - ENHANCEMENTS & HINTS ........................... 49
8a - Enhancements by version ............................... 49
8b - Helpful hints and suggestions ......................... 49
SECTION NINE - PAYROLL DISK FILE NAMES ......................... 51
APPENDIX A - SAMPLE REPORTS .................................... 52
USER COMMENT FORM .............................................. 63
ORDER FORM ..................................................... 64
Page 2
FINANCE MANAGER II - Payroll
SECTION ONE - GETTING STARTED
1a - INTRODUCTION
The FINANCE MANAGER Payroll module gives you comprehensive, accurate
payroll-related information on as many as 1,000 employees.
This easy to learn, easy to use module provides a very efficient way
for you to record important employee information such as hire date,
earnings, deductions, sick leave, overtime, vacation, holiday and
extra income/deductions.
It also provides automatic tax calculations for your deductions and
liabilities, printing of payroll checks and W-2s, supports both hourly
& salaried employees either paid weekly, biweekly, semi-monthly or
monthly and is fully integrated into the General Ledger Module.
Some of the helpful, time-saving and outstanding features of this
module are as follows:
* Employee accounts features
- Up to 1,000 employees
- Alpha/Numeric account numbers
- Allows Extra Income and Deductions for each employee
- Automated calculation of payroll deductions
- Enter prior payroll beginning balances
- Supports weekly, biweekly, semi-monthly or monthly
payroll
- Employee listing
- Three sorting options on employee labels
- Pop-Up window displays employee account numbers
* Transaction entry features
- Automatic multiple G/L distribution
- Up to 32,000 transactions per year
- Allows changing of calculated payroll deductions
- Pop-up window displays employees and account numbers
- Enter any extra income or deductions
- Multiple field transaction search capabilities
- Sort by date, employee, check # and transaction input
order
- Ability to delete paid and posted payroll transactions
* Check writing features
- Use standard window envelopes (same envelopes as A/R and
A/P modules)
- Can input manual checks
- Ability to void checks
- Uses continuous form checks (Nebs check # 9001)
- Select checks by any pay period
* Reports features
- Provides full range of reports including:
Page 3
FINANCE MANAGER II - Payroll
Payroll Journal
Payroll Register
Check Register
Vacation and Sick Report
Employee Listing
Address Labels
Paid Payroll Recap
Quarterly Tax Summary
Non-Posted Transaction Report
General Ledger Distribution
Prints employee's W-2s
- Print reports on your printer, or
- Save reports on disk
- Display reports on screen
- Reports may be printed multiple times
* Integration
- Transactions can be posted to the General Ledger with no
additional inputs required
* Fiscal year features
- Use with any fiscal year
- Multiple years on-line at one time
- Books need not to be closed in order to begin next month or
year
* System features
- Post to G/L in summary or detail format
- Posts each check written to proper G/L account
- User modifiable tax table
- Usable in every state
- Automatic calculations for State deductions in most States
- Select location of Employee address on check
- No monthly closing hassle to go through
- Allows you to post or pre-date all transactions
- Posts only Paid Payroll to G/L
1b - SYSTEM REQUIREMENTS
- FINANCE MANAGER II General Ledger version 1.3
- IBM PC, XT, AT, PS/2, or compatible
- 384K memory (more memory allows more employees)
- Two 360K disk drives (or 1 DSHD or Hard disk)
- Dos 2.0 or higher
Page 4
FINANCE MANAGER II - Payroll
1c - SYSTEM FLOWCHARTS
----------------------
| PAYROLL MAIN MENU |
----------------------
|
-----------------------------------------------------------
| | | | | |
INPUT CHANGE/DELETE REPORTS UPDATE PAYROLL PAYROLL
TRANSACTIONS TRANSACTIONS MENU EMPLOYEE CHECKS UTILITY
ACCOUNTS MENU MENU
------------------------
| PAYROLL REPORTS MENU |
------------------------
|
---------------------------------------------------------------
| | | | | | | | | |
PAYROLL | CHECK | EMPLOYEE | PAID | NON-POSTED |
JOURNAL | REGISTER | LISTING | PAYROLL | TRANSACTIONS |
| | | RECAP | JOURNAL |
| | | | |
PAYROLL VACATION EMPLOYEE QUARTERLY GENERAL
REGISTER & SICK ADDRESS TAX LEDGER
REPORT LABELS SUMMARY DISTRIBUTION
-----------------------
| PAYROLL CHECKS MENU |
-----------------------
|
---------------------------------------------------
| | |
PRINT VOID MANUAL
CHECKS CHECKS CHECKS
--------------------------
| PAYROLL UTIILITY MENU |
--------------------------
|
-----------------------------------------------------------
| | | | | |
SORT | END OF | PAYROLL |
TRANSACTIONS | PERIOD | TAX |
| POSTING | TABLES |
| | |
POST PAYROLL PRINT END
TRANSACTIONS CONFIGURATION OF YEAR
TO G/L SETTING W-2s
Page 5
FINANCE MANAGER II - Payroll
1d - USING THE DEMO ACCOUNTS
Included at no extra cost with the "Payroll" module, is a set of
sample/demo accounts for practice use. On your disk are some files
with the name of "WORK". In order to use these demo files, simply
copy all of the "WORK.*" files onto a blank disk to be used as your
demo disk. When starting up FINANCE MANAGER, use this disk as your
data disk and put it in the appropriate disk drive (usually B:). When
FINANCE MANAGER asks you for the File name, enter "WORK". The use of
these demo files will very likely get you going faster and help you to
use this module to your best advantage.
It is important to remember that you do not use these demo files when
you are setting up your own live data, since demo files obviously
contain existing practice-only data and demo employees. Setting up a
new "live" set of books, however, is very simple and is thoroughly
described in the following section.
1e - RUNNING THE PAYROLL MODULE
To run the "Payroll" module, you must first install it by following
the instructions under "Installing FINANCE MANAGER" in the "Getting
Started" Manual. After it is installed, follow the simple steps in
the order given below:
1. Start up FINANCE MANAGER per the instructions in the "Getting
Started" manual. Upon starting FINANCE MANAGER, you must decide
to use either live data or the practice-only demo accounts data
on the Payroll Documentation & Demo disk. If you prefer to
practice and experiment, you should remember to use the Demo
disk. If you wish to set up your own live Payroll, you should
put your FINANCE MANAGER General Ledger data disk in your drive
B: (not necessary if you have a hard disk).
2. At the disk drive prompt, enter the disk drive letter where you
put your Demo or G/L data disk, usually drive B: (or C: if you
have a hard disk).
3. At the Enter Filename prompt, enter the name of the data file you
want to use ("WORK" if you have the demo disk in drive B:, or if
you are using your live G/L data files enter the filename you are
using for your live data).
Remember, you can only use this module if you have previously set
up your General Ledger data files using the General Ledger
module. When using the demo data files, this has already been
done for you.
4. You will now be at the FINANCE MANAGER Master Menu.
5. OPTIONAL: If you have not already done so (when you set up your
G/L data files), you may go to the System Utilities
Menu and change any system defaults. This may,
however, be done at any time and is not necessary to
run FINANCE MANAGER. We do, however, suggest you set
up the "Compressed" and "Normal" print codes before
printing the Payroll reports, since you will find it is
required for a few of them.
Page 6
FINANCE MANAGER II - Payroll
6. Next you must add several accounts to your General Ledger Chart
of Accounts. See section 7a for details. These G/L accounts are
required to use the Payroll module. See your General Ledger
documentation manual on setting up your Chart of Accounts. If
you have these accounts already set up in your General Ledger
Chart of Accounts, this step is not necessary.
7. From the FINANCE MANAGER master menu: If you have floppy disks,
put your Payroll program disk into drive A: (if you have not
already done so). Then select menu "F5", and this will take you
into Payroll. If this is the first time you are using Payroll
for this set of books, the system will ask you: "Create new file
(Y/N):_", which you should answer with a "Y". This procedure
will create all the necessary Payroll data files. Don't worry it
will not damage your General Ledger data files.
8. From the Payroll main menu select "F6", and then "F4", in order
to set up your Payroll configuration settings. This step is
important since it will set up the interface with your General
Ledger Chart of Accounts. See section 7a for details.
9. Return to the Payroll Utilities menu and select "F5", to set up
your tax tables. These tax tables will calculate federal, state
and city taxes as well as Earned Income Credit. See section 7d
for details.
10. Return to the Payroll main menu and select "F4" to set up your
employees. See section 3 on employee accounts.
11. After setting up your employees, you may print an employee
listing report. See section 5 on reports.
12. Return to the Payroll main menu and select "F1" to input
transactions. See section 4 on transactions.
13. After you have entered some transactions, you may print a Payroll
Register report (select "F2" from the Payroll Reports menu) to
see what you have entered. See section 5 on reports.
14. Print any other reports as required. The most useful reports are
"PAYROLL REGISTER" and the "PAID PAYROLL RECAP".
These basic steps are merely intended to show you the order of events
in setting up new Payroll books.
Page 7
FINANCE MANAGER II - Payroll
SECTION TWO - THE PAYROLL MAIN MENU
The Payroll Main Menu is the starting point for all of the various
Payroll functions. It is a sort of "Table of Contents" for the
Payroll module. It can guide you to all of the other useful sub-menus
and practical features of the time and money-saving Payroll module.
The Payroll Main Menu appears as follows:
----------- PAYROLL MAIN MENU ----------
| |
| ESC Return to Master Menu |
| F1 Input TRANSACTIONS |
| F2 CHANGE/Delete Transactions |
| F3 REPORTS Menu |
| F4 Update EMPLOYEE ACCOUNTS |
| F5 Payroll Checks Menu |
| F6 Payroll Utility Menu |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| Payroll configuration not set up |
----------------------------------------
Note that many of the selections are used to go on to other menus.
All of the menu selections are discussed in later sections in this
documentation. If you get a message, as above, saying "Payroll
configuration not set up" or "Tax Tables not set up" you should set up
these configurations by selecting "F6", "PAYROLL UTILITIES MENU" to
set these items up. For clarification, these procedures are discussed
in Section Seven.
As mentioned above, it is essential that you set up your
configuration. Jump to Section 7a to complete that easy-to-follow
procedure before continuing.
The next step is to set up your employee accounts. This procedure
follows in Section Three.
Page 8
FINANCE MANAGER II - Payroll
SECTION THREE - EMPLOYEE ACCOUNTS
Your Employee Accounts are the foundation of your Payroll. To set up,
or to change your employees, select "F4 Update EMPLOYEE ACCOUNTS" from
the Payroll main menu.
3a - WHAT ARE EMPLOYEE ACCOUNTS
Your employee accounts are used to keep track of all of your
employees, their address, overtime, holiday, sick leave, the amount of
time they worked, Pay frequency, deductions and liabilities. It is
important to remember that any person that is drawing a paycheck from
you, should be set up as an employee.
Whenever you hire a new employee, you must set up this new person in
the employee accounts. WHEN YOU ENTER A NEW EMPLOYEE INTO FINANCE
MANAGER HAVE THE EMPLOYEES COMPLETED W-4 FORM NEXT TO YOU, AS MOST OF
THE INFORMATION YOU WILL ENTER WILL COME DIRECTLY FROM THE EMPLOYEE'S
W-4 FORM. Each employee must be given a unique employee account
number, which can be any alphanumeric input up to four characters
long. This account number will then be used whenever you are entering
transactions for that employee.
3b - EMPLOYEE ACCOUNTS ORGANIZATION
Your employee account numbers, and their order within the program, are
totally up to you.
An important consideration for your employee account numbers is to
group your employees into account number ranges or in alphabetic
order. For example, give all of your employees who work in shipping,
account numbers 9000-9999. This may be useful when printing reports.
Remember to always leave enough room for new accounts to be added
within your selected range.
3c - EMPLOYEE ACCOUNTS DATA FIELDS
Each account number in your employee database represents one specific
employee. Along with this employee account number are kept other
elements of information about each employee. When setting up an
employee account, the following information will be needed:
EMPLOYEE NUMBER An alphanumeric input up to four characters used
to identify each employee. This can be any number
or group of letters or a combination of the two.
ACTIVE Enter "Y" if the employee is currently working for
you or "N" if he is not and you do not want
FINANCE MANAGER to continue to update his file.
NAME Enter the employee's full name (how it is listed
on his W-4 form). We suggest that you enter last
name, comma (,), first name. FINANCE MANAGER will
reverse the employee's name when printing labels,
checks or W-2s. If you do not put a comma (,)
between last and first names, the employee's name
will be printed as input.
Page 9
FINANCE MANAGER II - Payroll
ADDRESS Enter employee's address. This address is used
when printing address labels, employee paychecks
and W-2s.
ADDRESS Enter second address line if any.
CITY Enter employee's city.
STATE Enter employee's two digit State or Province code.
ZIPCODE Enter employee's zip or postal code.
PHONE Enter up to 12 characters. May be used for other
information if needed.
SEX(M,F) Enter either "M" for male or "F" for female.
MARITAL(S,M) Enter marital status of employee as shown on his
W-4, used in calculating taxes and withholding.
Enter either "S" for single or "M" for married or
"H" for head of household.
DEPT If you are using departments, enter the department
for this employee.
HIRED Enter employee's actual hire date.
HOURLY/SALARY(H,S) This field determines how each employee's pay is
to be calculated. Enter either "H" for hourly or
"S" for salary.
FREQUENCY(W,B,S,M) This field determines how employee's pay and
payroll deductions are calculated for taxes and
withholding. Enter length of pay period. Either
"W" for weekly, "B" for biweekly, "S" for
semi-monthly or "M" for monthly.
PAYRATE Enter amount employee is paid. Amount per hour
for hourly employees. Amount per pay period for
salary employees. Enter between .01 and
999999.99.
OVERTIME Hourly employees only. Enter Overtime hourly pay
rate. Enter between 0.00 and 99.99.
HOLIDAY Hourly employees only. Enter Holiday hourly pay
rate. Enter between 0.00 and 99.99.
SOCIAL SECURITY
NUMBER Employee's social security number as listed on his
W-4.
DEDUCTIONS FEDERAL Enter number of Federal deductions employee
(FWH) claimed on his W-4. Enter between 0 and 99.
Enter 99 if no deduction is to be taken out.
Page 10
FINANCE MANAGER II - Payroll
DEDUCTIONS STATE Enter the number of State deductions. This number
(SWH) will be used to calculate State Payroll Deduction
amounts. Enter 99 if no deduction is to be taken
out.
DEDUCTIONS CITY Enter the number of City deductions. This number
(CWH) will be used to calculate City Payroll Deduction
amounts. Enter 99 if no deduction is to be taken
out. (optional)
EIC 0-2 Enter the number of Advanced Earned Income Credit
(if any) the employee claimed on his W-5. If
employee does not fill out a W-5 form he cannot be
eligible for Advance Earned Income Credit. Enter
between 0-2. "0" not eligible for EIC, "1" one
person in family eligible and "2" husband and wife
eligible for EIC.
PAY FICA, FUTA, Use if FICA (Social Security), FUTA (Federal
SUTA, SDI Unemployment), SUTA (State Unemployment) or SDI
(State Disability Insurance) will be paid for
employee. Enter either "Y" if will be paid or "N"
if will not be paid. For each category that will
be paid you must set up an account in the G/L
Chart of Accounts. The same account numbers must
also be entered in the Payroll Configuration. See
section 7a for details.
OTHER Used for other payments required by law to be paid
by employer (Optional).
STATE ANNUAL A few States have "STATE EXEMPTIONS". If your
EXEMPTIONS State does not have any skip this field (enter 0).
Otherwise enter the total dollar amount for the
number of exemptions employee claimed on his W-4
form. (Multiply number of exemptions on W-4 by
dollar amount your state allows for each exemption
claimed).
NOTE: May also be used for any additional dollar
amount that is needed to be subtracted from
gross income if the number of state
deductions on this form and the annual
deduction amount in the tax table, when
multiplied, are not the correct total dollar
amount for deductions claimed on employee's
W-4.
STATE ANNUAL A few states have "TAX CREDITS". If your state
TAX CREDIT does not have any skip this field (enter 0).
Otherwise enter the total dollar amount of tax
credit for this employee.
EXTRA TAXES Enter the dollar amount for extra Federal, State
or City taxes the employee wants withheld from his
paycheck per pay period according to his W-4.
EXTRA AMOUNTS Enter extra amounts paid to, or deducted from
employee's pay (per pay period). Examples: Car
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FINANCE MANAGER II - Payroll
allowance added back into pay, or Insurance taken
out.
ACCRUAL RATES Number of hours (per pay period) of vacation and
sick pay that are accrued. Enter hours accrued
between 0 and 99.999.
3d - GETTING FAMILIAR WITH EMPLOYEE ACCOUNTS
Before beginning to enter your own employee accounts, practice adding,
changing and deleting employee accounts by using the WORK demo file.
This will familiarize you with how to enter, change or delete employee
accounts. Changing and deleting employee accounts is described in
easy to follow lay mans terms in the following sections.
1. From the Payroll Main Menu select "F4" on the menu. You will then
be prompted for the following information:
Employee Num:____ Active(Y/N):_ Social Security Number:_____________
NAME :_______________________ Deduction:FWH:__ SWH:__ CWH:__ EIC:_
ADDRESS:_______________________ PAY FICA:_ FUTA:_ SUTA:_ SDI:_ OTH:_
ADDRESS:_______________________ STATE ANNUAL: Exemption :_________
CITY :______________ STATE:__ Tax Credit:_________
ZIPCODE:________PHONE:_________ EXTRA TAXES: Federal :_________
State :_________
Sex(M,F):_ Marital(S,M):_ Dept:___ City :_________
Hired :__-__-__ Hour/Salary(H,S):_ EXTRA AMOUNTS:Earnings :_________
Frequency(W,B,S,M):_ Payrate:_____ Deductions:_________
Overtime:___________ Holiday:_____ ACCRUAL RATES:Vacation :_______
Sick :_______
3e - ENTERING YOUR OWN EMPLOYEE ACCOUNTS
When you actually enter your own employee accounts, it would be a good
idea to collate your employees into some kind of logical order in your
mind. This will be helpful to you later, each time you need to look
up employees by account number.
In order to enter employee accounts switch to your live data files.
To do this, simply return to the FINANCE MANAGER Master Menu (press
the ESC key until you are there). When you are at the Master Menu,
enter one more ESC. The program will then prompt "DO YOU WANT TO
RESTART (Y/N):_" enter "Y".
At this point (if you have your data on floppy disks) switch from the
Doc and Demo disk to your live G/L data diskette. Select your "real"
data file name. From the Master Main Menu select "F5". The system
should tell you that it did not find your Payroll files. Enter "Y" at
the "Create new Files" prompt. From the Payroll main menu, select
"F4" and you will be ready to enter your employee accounts.
1. At the input screen, the cursor will be positioned at the
employee account number field. Unless you are entering your very
first employee account number, there should be default data in
this field.
2. Instead of using the default data (if any), enter a new employee
account number of your choice. The step by step input procedure
for an example employee account is as follows:
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FINANCE MANAGER II - Payroll
3. First, enter the employee account number. For example:
Employee Num:SMIT
4. Input if account is active or not:
Active (Y/N):Y
5. Input Employee's full name as it is listed on his W4:
Name:John Thomas Smith______________
6. Input Employee's mailing address:
Address:3000 Main Street______________
7. Input Employee's mailing address:
Address:Suite 300_____________________
8. Input the city:
City:Colorado Springs__
9. Input the state:
State:CO
10. Input the zip or postal code:
Zipcode:80920_____
11. Input the employee's phone number:
Phone:719-123-4567
12. Input employee's sex:
Sex(M,F):M
13. Input employee's marital status:
Marital(S,M):S
14. Input the employee's Department (if any):
Dept:____
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15. Input employee's hire date:
Hired :01-01-89
16. Input if employee is paid by the hour or is on a salary:
Hourly/Salary(H,S):H
17. How often you will be paying this employee (see previous section
for codes).
Frequency(W,B,S,M):B
18. Input employee's payrate PER HOUR. If employee is on a salary
enter total pay PER PAY PERIOD.
Payrate:10.00____
19. Input employee's overtime payrate PER HOUR when paid overtime
(hourly employees only).
Overtime:15.00____
20. Input employee's holiday payrate PER HOUR when paid for a Holiday
(hourly employees only).
Holiday:20.00____
21. Input employee's Social Security Number as listed on W-4 form.
Social Security Number :123-45-6789
22. Input the number of Federal deductions listed on his W-4 form.
Deduction FWH:1
23. Input the number of State deductions.
SWH:1
24. Input the number of City deductions.
CWH:1
25. Input the amount of Earned Income Credit (if any) the employee is
eligible for and has listed on his W-5 form. (Enter 0 for none).
EIC 0-2:1
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FINANCE MANAGER II - Payroll
26. Input "Y" or "N" if FICA (Social Security) will be due for this
employee.
FICA:Y
27. Input "Y" or "N" if FUTA (Federal Unemployment Tax) will be due
for this employee.
FUTA:Y
28. Input "Y" or "N" if SUTA (State Unemployment) will be due for
this employee.
SUTA:Y
29. Input "Y" or "N" if SDI (State Disability Insurance) will be due
for this employee.
SDI:Y
30. Input "Y" or "N" if other fees or taxes will be due for this
employee.
OTH:N
31. Input the total dollar amount to deduct from employee's gross
income per year (if any).
STATE ANNUAL Exemption:6.65_____
32. Input the total dollar amount to deduct from employee's State
Taxes per year (if any).
STATE ANNUAL Tax Credit:20.00____
33. Input the dollar amount to deduct PER PAY PERIOD for any extra
taxes according to employee's W-4 form for the following:
EXTRA TAXES: Federal:22.00____
State :13.00____
City :1.50_____
34. Input the dollar amount per pay period for any extra earnings.
EXTRA AMOUNTS: Earnings:20.00____
35. Input the dollar amount per pay period for any extra deductions.
EXTRA AMOUNTS: Deductions:5.00_____
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FINANCE MANAGER II - Payroll
36. Input the number of hours PER PAY PERIOD that are to be accrued
for vacation.
ACCRUAL RATES: Vacation:2.125__
37. Input the number of hours PER PAY PERIOD that are to be accrued
for sick leave.
ACCRUAL RATES: Sick:1.50___
38. If you make a mistake in any field, and would like to correct it,
you can easily back up to a previous field by pressing the
backspace key.
39. After you have entered the data in the Accrual Rates field, the
message "Change Beginning Balance Data (Y/N):_" will appear. If
you answer with a "N" Finance Manager will continue to item 41.
40. If you answer "Y" Finance Manager will display on the lower half
of the screen the following:
EMPLOYEE BEGINNING BALANCE:
Earnings taxable :0_________ FICA :0_________ Extra Deduct :0___
Earnings Non-taxable:0_________ FUTA :0_________
Withholdings Federal:0_________ SUTA :0_________
Withholdings State :0_________ SDI :0_________ Vacation Hours:0___
Withholdings City :0_________ Oth Tx:0_________ Sick Hours :0___
41. Enter any preexisting employee balances. These beginning
balances will show on your year-to-date reports and W-2.
NOTE: Another alternative is to enter individual transactions
broken down by pay periods for each employee, and then
enter manual checks to pay these transactions. Make sure
that you delete any preexisting payroll transactions in the
General Ledger. You do not want to have these transactions
listed twice. It is always best to start this module at
the beginning of the year to avoid any confusion.
42. Once all of the data has been entered correctly, answer "Y" at
the "Are inputs correct(Y/N):_" prompt. If you answer with a
"N", the cursor will return to the Employee Number prompt and
previous input will be ignored.
43. If you answered with a "Y", the new employee account is added and
you will automatically return to the employee number prompt. You
are then ready for more input.
NOTE: Please note that the employee number you have just added is
automatically added to the "pop up" window which lists all
accounts. Use the cursor keys (when at the employee number
field), in order to scroll through the active employee
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FINANCE MANAGER II - Payroll
accounts to search for the account you have just added. If
you have added your account correctly, it will
automatically be in order within this list. The list reads
from left to right.
44. The cursor will once again be at the employee number field.
Repeat steps 2-41 until you have finished entering all of your
employees.
45. Make sure you answer the prompt "Are inputs correct (Y/N):_" with
a "Y" to save your inputs before pressing the ESC key. Otherwise
all of the data you just entered will be lost and you will have
to re-enter it. To leave the current input field and return to
the previous menu simply press the ESC key.
3f - CHANGING EXISTING EMPLOYEES
The steps below outline the procedure for making changes to your
existing employee accounts.
1. Select "F4" at the Payroll main menu.
2. With the cursor at the employee number prompt, type in the
account number you wish to change. If you wish to accept the
default account press ENTER. To choose a different account, move
the highlighted pointer through the account list that appears on
the screen by using the up and down keypad arrows.
3. Because the account number you have entered is an existing
employee number, the system prompts:
ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_
Answer this prompt with "M". You are now in the change mode.
4. Make any desired changes the existing data, but you are not able
to change the account number. Press ENTER to leave any field
unchanged.
5. If you want to go back to a previous field while you are changing
data, you may do so by pressing the Backspace key.
6. After you make the necessary changes to your data, press ENTER or
the PgDn key until the system prompts "Are inputs correct
(Y/N):_". Type "Y" to save your changes. If you enter a "N",
the system will ignore all changes and the cursor will return to
the account number field.
3g - DELETING EMPLOYEES
When deleting employees, there cannot be any transactions for that
employee number. If there are transactions for the account to be
deleted, FINANCE MANAGER will not allow the account to be deleted.
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FINANCE MANAGER II - Payroll
Be sure to practice deleting accounts on your demo WORK file before
you delete a "real" employee from your "real" data files.
To delete an employee account follow the steps below:
1. Select "F4" at the Payroll main menu.
2. Then enter the number of the account to be deleted while at the
employee account number prompt. The system will then prompt:
ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_
3. Select "D". The system will prompt you "Are you sure (Y/N):_" If
you answer with "Y" the account will then be deleted.
3h - SUGGESTED METHOD FOR SETTING BEGINNING BALANCES
When setting up your Payroll, as well as employee beginning balances,
you must be sure that you are in balance with your General Ledger.
This is a vitally important procedure to remember when setting up your
books. The following steps will insure that you are in balance:
1. Set up all your employee accounts with a zero beginning balance
first.
2. You then have two options to enter any prior payroll balance:
3. You may enter them in the Employee Beginning Balance input
fields. These balances will then show as a lump sum on your
year-to-date Payroll Register report and W-2s. If you are
starting a new accounting year and have preexisting vacation and
sick leave balances we recommend for those to be entered as a
total sum in there corresponding fields.
4. Or you may enter them as individual transactions (see section 4),
broken down by prior pay periods for each employee. We recommend
entering all your prior payroll balances as individual
transactions. Then enter manual checks to pay all transactions
just entered. As these transactions will be posted to the
General Ledger you should ensure that you have removed any
previously entered G/L transactions to avoid duplicate data.
5. After all beginning balances have been entered, print a
year-to-date (Jan-Dec) Payroll Register report to verify all
current employee balances for your selected pay period. To
verify the correct balances for sick leave and holiday print the
Vacation & Sick Report.
6. After you have verified all account balances you are now up to
date and fully operational. If you want your General Ledger
Payroll account to reflect the current balances of all Payroll
accounts, you should go to the Payroll Utility main menu and post
the transactions to the General Ledger. See section 7c for
detailed information.
Note: Make sure that you delete any preexisting payroll
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FINANCE MANAGER II - Payroll
transactions in the General Ledger, so they will not be
listed twice.
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FINANCE MANAGER II - Payroll
SECTION FOUR - TRANSACTIONS
4a - WHAT ARE TRANSACTIONS
One transaction should be entered into the payroll system at the end
of each pay period. Each entered transactions will become a check to
the employee when paid. Thus only enter one transaction for each
payroll check needed.
4b - TRANSACTION DATA FIELDS
The transaction input fields are described below. Each of these
fields has a default which is the last data entered into that field.
This default saves keystrokes when doing repetitive inputting.
EMPLOYEE NUMBER This is the account number for the employee for
which you are entering a transaction. Note that
the employee's name will automatically appear when
an active account number is entered as well as the
frequency of the employee's pay. REQUIRED.
PAY PERIOD ENDING This is the last day of the pay period) not the
date on the check). REQUIRED.
HOURS PAID These are the total number of hours for regular,
overtime, sick, vacation or holiday, the employee
will be paid for this pay period. Notice that
Finance Manager will automatically calculate the
number of regular hours paid for each employee.
REQUIRED, HOURLY EMPLOYEES ONLY.
OTHER EARNINGS 1&2 These input fields would include any other
compensation the employee receives (car allowance
etc.) If this compensation should be taxed enter
"Y" in the following "Taxable(Y/N)" field. Enter
"N" if this compensation should not be taxed. If
"N" is selected these amounts WILL NOT be shown on
the employees W-2. OPTIONAL
OTHER DEDUCTION This deduction can be used for miscellaneous
deductions from the employees paycheck. If this
deduction should be taxed enter "Y" in the
following "Taxable(Y/N)" field. Enter "N" if this
deduction should not be taxed. These amounts WILL
be shown in box 10 of the employees W-2.
OPTIONAL.
ACCOUNT The "Account" field allows you to select the G/L
account number to which the Other Earnings and
Other Deduction amount fields correspond (e.g. for
a car allowance other earnings you would select
your G/L car allowance expense account).
OPTIONAL.
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FINANCE MANAGER II - Payroll
4c - GETTING FAMILIAR WITH TRANSACTIONS
Before entering your "real" transactions, follow the procedures listed
below by practicing with the WORK demo accounts. This will aid you in
learning how to enter transactions without using live data.
1. From the Payroll Main Menu select "F1". You will then be
prompted for the following information:
Employee Number :_____
Pay Period Ending :__-__-__
HOURS PAID:Regular:_______Overtime:_______Sick:_______Vacation:_______
Holiday:_______ TOTAL HOURS:
Other Earnings 1:__________ Taxable(Y/N):_ Account:____
Other Earnings 2:__________ Taxable(Y/N):_ Account:____
Other Deduction :__________ Taxable(Y/N):_ Account:____
2. The cursor will be positioned at the "Employee Number" prompt.
On the lower half of the screen you will see the existing
employee accounts appear. Seeing these accounts is helpful when
you are selecting employees.
The selected employee account is highlighted. In order to move
to other accounts, press the up or down arrow keys on the right
keypad. If you move the highlighting pointer down a few lines,
notice how the list scrolls.
You may select an existing account number by moving the
highlighting pointer up or down to the desired account and then
pressing the ENTER key.
This advanced feature allows you to scroll through your employee
account listing without ever having to memorize, or even type in,
an account number.
3. To return to the previous menu, press ESC.
Before entering your own transactions, practice adding, changing and
deleting transactions by using the WORK demo files. This will
familiarize you with how to enter, change, or delete transactions.
Changing and deleting transactions is described in the following
sections.
4d - ENTERING TRANSACTIONS
As you enter each transaction, FINANCE MANAGER saves this information
and updates the employee listing as appropriate.
1. In order to begin entering transactions, select "F1" from the
Payroll Main Menu. You will then be prompted for the following
information:
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FINANCE MANAGER II - Payroll
Employee Number :____
Pay Period Ending :__-__-__
HOURS PAID:Regular:_______Overtime:_______Sick:_______Vacation:_______
Holiday:_______ TOTAL HOURS:
Other Earnings 1:__________ Taxable(Y/N):_ Account:____
Other Earnings 2:__________ Taxable(Y/N):_ Account:____
Other Deduction :__________ Taxable(Y/N):_ Account:____
2. When entering transactions, the last transaction entered always
provides the default data (unless of course, this is your very
first transaction). To accept the default data, simply press
ENTER and you will move to the next field. In order to change
data, simply type in the new data and then press ENTER.
3. First enter the employee number:
Employee Num:SMIT
The existing employees will appear on the screen. You may either
select an employee from this list by using keypad arrow keys (as
described earlier), or you may type in the employee number. If
you are using the keypad arrow keys, be sure the Num Lock key is
off.
NOTE: When you enter the employee number the following message
appears:
FREQUENCY:BIWEEKLY
This message reminds you of the employee's pay schedule.
4. Enter the date the Pay Period ends:
Pay Period Ending:05-08-89
5. Enter the total number of hours for regular, overtime, sick,
vacation or holiday to be paid:
Regular:80.00__ Overtime:3.00___ Sick:0.00____ Vacation:0.00____
Holiday:0.00____
6. Enter any other earnings and/or deductions, as well as taxable
flags, and account numbers:
Other Earnings 1:10.00_____ Taxable(Y/N):Y Account:5230
Other Earnings 2:0_________ Taxable(Y/N):_ Account:____
Other Deduction :0_________ Taxable(Y/N):_ Account:____
7. At this point FINANCE MANAGER will calculate and display the
deductions for this transaction. After the automatic calculation
is made the following message will be displayed:
Change Payroll Calculations (Y/N):_
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FINANCE MANAGER II - Payroll
Note: Answer this message with "Y" if you need to manually change
the computers calculated payroll deductions. Otherwise
answer with "N". If you had preexisting payroll or were
calculating earnings and deductions differently than the
automatic method used by Finance Manager you would answer
the above prompt with "Y". You will then be allowed to
change each of the calculated amounts.
8. If you are entering a transaction and you want to go back to a
previous field, use the Backspace key.
9. You may abort the transaction at any time by pressing ESC.
10. After you have entered all your transactions the system will
prompt you:
Are inputs correct (Y/N):Y
Answer the prompt with "Y" if you wish to save the transaction.
The cursor will then automatically return to the Employee Number
field for the next transaction. If you answer this prompt with a
"N", you will return to the Employee Number field and all prior
inputs will be ignored and the cursor returns to the first input
field.
11. After you have entered all your transactions, press the ESC key
to return to the Payroll Main Menu.
4e - CHANGING EXISTING TRANSACTIONS
If you discover an error in an earlier transaction, or if you would
like to change previously entered information, FINANCE MANAGER allows
you to do so. Outlined below are the procedures for changing
previously entered transactions.
1. Select "F2" at the Payroll Main Menu.
2. The system prompts you for "ENTER DATA FOR PAYROLL TRANSACTION
SEARCH".
3. Enter data in the fields you want to search for. For example, if
you want to search for all transactions which have a pay period
ending date of "05-06-89", you would move to the Pay Period
Ending field and enter the date. Upper and lower case does not
matter in alphanumeric fields, and you do not have to complete
the field. For example, if you entered only the first part of
the date "05", FINANCE MANAGER will find all dates which begin
with "05" (i.e. "05-06-89"). You could also add an employee
number parameter to the search and, consequently, find only the
"05" pay period dates for a particular employee.
Any field left blank is an assumed wild card for that field.
Thus if you leave ALL of the fields blank, all transactions are
selected by the search. Either press ENTER or the PgDn key until
you are prompted with "Are Inputs Correct (Y/N):_". If your
entries are correct enter "Y". If you enter "N" you will return
to the first input screen to start again.
To assist you in finding an employee or chart of accounts account
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FINANCE MANAGER II - Payroll
number, pressing the "F2" key while at the corresponding input
field will display a pop-up accounts window. You can now scroll
through your accounts listing and select the appropriate account
to search for. Pressing "Enter" or "Backspace" will remove the
pop-up accounts window.
4. Next, FINANCE MANAGER searches for all transactions containing
the values you have specified. As each transaction is displayed,
the program displays the following prompt:
Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit:_
You must select M,D,C,R,B,E,+,-, or Q. Where:
M = Modify (change) transaction shown.
D = Delete (remove) transaction shown.
C = Continue (find next transaction that matches search).
R = Reverse continue (find prior transaction that matches
search).
B = Beginning (go to first transaction in file).
E = Ending (go to last transaction in file).
+ = Go to next consecutive transaction in file.
- = Go to prior consecutive transaction in file.
Q = Quit transaction search.
5. As long as you continue to answer the above prompt with "C",
FINANCE MANAGER continues searching for all transactions
containing the values you have specified. Selecting "R" does the
same as "C" except it searches backwards.
6. Answering the prompt with a "+", causes FINANCE MANAGER to
display the next consecutive transaction; a "-" shows you the
previous transaction (regardless of search parameters).
7. Entering a "B" or an "E" will take you to the Beginning or End of
the transaction file respectively. It ignores search parameters.
8. When the search function displays the transaction you wish to
change, answer the prompt with an "M" (Modify).
9. You are now in the change mode. Remember, ENTER leaves a field
unchanged. Change data in any field by typing in the new value
for the given field. If you change any payroll number FINANCE
MANAGER will recalculate the earnings, deductions, employer
liability and accrued vacation and sick hours at the bottom of
the screen.
10. FINANCE MANAGER will tell you if the transaction has already been
posted to your General Ledger. If the transaction has been
posted you will not be able to make ANY changes. This is
necessary to avoid out-of-balance conditions with your General
Ledger.
If you need to change the fields of a posted transaction we
recommend that you enter a new transaction to reflect any
adjustment to the original transaction.
11. If you have made a mistake, or you would like to return to a
previous field, simply use the Backspace key. Use the ESC key to
ignore your changes and return to the Main Menu.
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FINANCE MANAGER II - Payroll
12. After you have made all necessary changes to your transactions
the program will prompt you "Are inputs correct (Y/N):_". Answer
"Y" if you wish to save them. The cursor will then return to the
first input screen and you can continue on. Answer "N" and the
system will ignore all changes and return to the first input
field.
13. If you press the ESC key the system will prompt you: "FIND
ANOTHER (Y/N):_" if you answer "Y" your cursor returns to the
first input screen. Answer "N" you will return to the main menu.
4f - DELETING TRANSACTIONS
To delete or remove a transaction PERMANENTLY, do the following:
1. Select "F2" at the Payroll Main Menu.
2. Enter search data and find desired transaction as described in
"Changing Transactions".
3. When the transaction you wish to delete is displayed on the
screen, answer "D" at the prompt below.
Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit:
5. After you have deleted the desired transaction(s), you may use
the "Sort" function. (See Section Seven "Other features and
functions - Sorting Transactions.") When sorting the
transactions, the program frees disk space which was formerly
used by the now deleted transactions.
PAID (Not posted) To delete a paid (not posted) transaction you must
TRANSACTIONS: first void the check and then you will be allowed to
delete the transaction.
PAID & POSTED To delete a paid and posted transaction all you have
TRANSACTIONS: to do is delete the transaction. Finance Manager
will automatically delete the transaction and create
a reversal transaction to be posted to the G/L next
time you do a posting.
4g - POINTS TO REMEMBER
When searching for transactions remember that the transaction file
will be shown in the order it was last sorted by. See section 7b
"Sorting Transactions" for more information.
When you delete a posted transaction, Finance Manager will remove the
transaction from the payroll system as well as make a reversing entry
to be posted to the General Ledger. The net effect will be as if the
transaction was never entered.
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FINANCE MANAGER II - Payroll
SECTION FIVE - REPORTS
The Payroll Reports Menu allows you to generate a full spectrum of
Payroll reports from your data base. The reports menu ("F3" from the
Payroll Main Menu) appears as follows:
--------- PAYROLL REPORTS MENU ---------
| |
| ESC Return to Payroll Main Menu |
| F1 Payroll Journal |
| F2 Payroll Register |
| F3 Check Register |
| F4 Vacation & Sick Report |
| F5 Employee Listing |
| F6 Employee Address Labels |
| F7 Paid Payroll Recap |
| F8 Quarterly Tax Summary |
| F9 Non-Posted Transaction Journal|
| F10 General Ledger Distribution |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
Reports can be generated to show results for a specific month, a range
of months, a quarter, a year, a pay period, etc. All reports may be
generated at any time and for any 12 month range. This means that you
are not limited to printing a report only once, and it also means that
you can print a report for a prior period as well.
Samples of each report are shown in Appendix A, and may be printed
while using the DEMO accounts.
5a - GENERAL INSTRUCTIONS FOR GENERATING REPORTS
While printing any report you may, if desired, interrupt the printing
in one of two ways:
PAUSE THE PRINTER: When you are printing reports on your printer,
you may pause the printing by pressing any key.
Please keep in mind that most printers have a
print buffer. Consequently, the report
continues to print until the buffer is empty.
Pressing any key again will continue your
printout. This function will not work if you
are sending reports to the screen, since reports
will stop automatically as each screen is full.
STOP THE PRINTER: If while printing, you wish to stop the printer
and return to the menu, all you have to do is
press the "Esc" key. Please keep in mind that
most printers have a print buffer, causing the
report to continue to print until the buffer is
empty. You will, however, return to the menu
immediately.
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FINANCE MANAGER II - Payroll
When generating reports, you have three output destination options.
First, you may send the reports to the screen. Second, if you have a
printer, you can print a hard copy. Finally, you can send your
reports to a disk file. With this useful option, reports can be
stored and then printed at a later date.
This "Destination" prompt is an option for each of the available
reports. To select the destination, answer the prompt below:
TO SCREEN/PRINTER/DISK (S/P/D):__
If you select "D" for disk, the system will prompt you for a disk
"filename". Enter a filename of up to eight characters. The file
will be saved on your data disk, with the file extension of ".RPT".
If a file with the name entered already exists, the system will tell
you so and ask if you want to delete the old file. If you answer "N",
the new report will be appended to the already existing disk file.
For some reports, you also need to specify reporting dates via the
"Date" prompt. The date prompt appears as follows:
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
These dates determine which months and years are shown on your
reports. The ending month and year must be within twelve months of
the starting month and year (maximum 12 month range). To get a
year-to-date report you might select the dates 1-89 through 12-89.
Likewise, if you want a first quarter report you should select 1-89
through 3-89.
When entering prompts for reports, remember that you may back up to a
previous field by pressing the Backspace key. If you want to go back
to the reports menu while you are at the input screen, press ESC.
5b - PRINTING THE PAYROLL JOURNAL
This report is a listing of all transactions entered during a
specified period of time and shows which General Ledger accounts are
credited and debited.
When printing the PAYROLL JOURNAL (F1), be sure to employ the
following procedures:
a. Select "F1" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
SELECT PAID,UNPAID OR ALL (P,U,A) :_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
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FINANCE MANAGER II - Payroll
c. First, type in the destination for your report.
d. Then, enter the type of transactions to be included in this
report. If you enter "P", only the paid transactions will be
printed. If you enter "U", only the unpaid transactions will
be printed. If you enter "A", all transactions will be
printed.
e. Finally, enter the date range wanted for your report. This
report is compared to the Period Ending date of the
transactions.
f. The report will then be printed.
NOTE: If the message "LOAD PRINTER WITH AT LEAST 11" WIDE
PAPER" comes up while you are waiting for the report to
print, your settings for printing in compressed mode is
not set up correctly in the G/L System Utilities.
Please check your printer manual for the correct control
codes.
5c - PRINTING THE PAYROLL REGISTER
This report gives in detail a gross total of all earnings, deductions
and liabilities for the selected pay period.
When printing the PAYROLL REGISTER (F2), the following procedures
apply:
a. Select "F2" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
SELECT PAID,UNPAID OR ALL (P,U,A):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
Pay frequency(A,W,B,S,M):_
EMPLOYEE ACCOUNT RANGE:
STARTING EMPLOYEE:____
ENDING EMPLOYEE:____
c. First, type in the destination for your report.
d. Second, select "P" for paid, "U" for unpaid or "A" for all
employees. If you select "U", you will not have a date range
selection.
e. Third, enter the date range wanted for your report.
f. Next, answer the "Pay frequency" prompt with either "A" (all),
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FINANCE MANAGER II - Payroll
"W" (weekly), "B" (biweekly), "S" (semi-monthly), or "M"
(monthly).
g. Finally, select the employee account range you want included in
this report.
h. The report will then be printed.
5d - PRINTING THE CHECK REGISTER
This report shows the checks you have written for each pay period,
including the gross pay, total deductions and the net pay for each
employee.
When printing the CHECK REGISTER (F3), the following procedures apply:
a. Select "F3" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
c. First, enter the destination for your report. Next, enter the
date range wanted for your report. This date is the paid date
and NOT the transaction "Period Ending" date.
d. The report will then be printed.
5e - PRINTING THE VACATION & SICK REPORT
This report shows the current balance and the used year to date figure
of vacation and sick hours for any range of employees selected.
When printing the VACATION & SICK REPORT (F4), the following
procedures will apply:
a. Select "F4" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
AS OF: Month:__ Year:__
Skip Inactive Employees :_
Pay frequency (A,W,B,S,M):_
EMPLOYEE ACCOUNT RANGE:
STARTING EMPLOYEE:____
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FINANCE MANAGER II - Payroll
ENDING EMPLOYEE:____
c. First, type in the destination for your report. Next, enter
the date wanted for your report.
d. Then, answer the "Skip Inactive Employees" prompt with "Y" or
"N".
e. Next, answer the "Pay frequency" prompt with either "A"(all),
"W"(weekly), "B"(biweekly), "S"(semi-weekly) or "M"(monthly).
f. Then, enter employee account number range for which you want
the report to be printed. Notice that when you reach the
"Starting Employee" prompt, FINANCE MANAGER will display an
employee listing on your screen so you will not have to
memorize any account numbers.
g. Next, the following screen will appear:
---------- SELECT SORT ORDER -----------
| |
| ESC Return to Reports Menu |
| F1 Employee Number Order |
| F2 Zipcode Order |
| F3 Employee Name Order |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
h. Select either "F1", "F2", or "F3" depending on the order you
want the report to print in.
i. The report will be printed.
5f - PRINTING THE EMPLOYEE LISTING
This report is a listing of all employees and the corresponding
information in the Employee Account Number data base.
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FINANCE MANAGER II - Payroll
When printing this report the following procedures apply:
a. Select "F5" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
Skip Inactive Employees :_
Pay frequency (A,W,B,S,M):_
EMPLOYEE ACCOUNT RANGE:
STARTING EMPLOYEE:____
ENDING EMPLOYEE:____
c. Type in the destination for your report.
d. Next, answer the "Skip Inactive Employees" prompt with either
"Y" or "N".
e. Then, answer the "Pay frequency" prompt with either "A" (all),
"W" (weekly), "B" (biweekly), "S" (semi-monthly) or "M"
(monthly).
f. Next, enter the employee account number range which you want
printed. Notice that when you reach the "Starting Employee"
prompt, FINANCE MANAGER will display an employee listing on
your screen so you will not have to memorize any account
numbers.
g. Then, the following screen will appear:
----------- SELECT SORT ORDER ----------
| |
| ESC Return to Reports Menu |
| F1 Employee Number Order |
| F2 Zipcode Order |
| F3 Employee Name Order |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
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FINANCE MANAGER II - Payroll
h. Select either "F1", "F2", or "F3" depending on the order you
want the report to print in.
i. The report will be printed.
5g - PRINTING THE EMPLOYEE ADDRESS LABELS
This report provides mailing labels for your employees, sorted in
employee number order, zipcode order, or employee name order. Use
one-up labels with any length from 6 to 99 lines per label.
When printing this report the following procedures apply:
a. Select "F6" from the payroll reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
Number of lines per label:__
Skip Inactive Employees :_
Pay frequency (A,W,B,S,M):_
EMPLOYEE ACCOUNT RANGE:
STARTING EMPLOYEE:____
ENDING EMPLOYEE:____
c. Type in the destination for your report.
d. Enter the number of lines per label (6-99). This is the
number of print lines from the top of one label to the top of
the next. Usually 6 lines for 15/16 inch long labels.
e. If you want labels for only employees who are currently
working for you, answer the "Skip Inactive Employees" prompt
with "Y". If you want labels for ALL employees answer with a
"N".
f. Then, answer the "Pay frequency" prompt with either "A" (all),
"W" (weekly), "B" (biweekly), "S" (semi-monthly) or "M"
(monthly).
g. Next, enter the employee account number range which you want
printed. Notice that when you reach the "Starting Employee"
prompt, FINANCE MANAGER will display an employee listing on
the lower half of your screen so you will not have to memorize
any account numbers.
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FINANCE MANAGER II - Payroll
h. Finally, load your printer with blank labels. In order to be
sure that they are lined up properly, answer the alignment
prompt with a "Y". Repeat this until your labels are aligned
properly in your printer. Then answer with a "N". This
prompt will only be displayed if you are printing the labels
to the printer.
i. Next, the following screen will appear:
----------- SELECT SORT ORDER ----------
| |
| ESC Return to Reports Men |
| F1 Employee Number Order |
| F2 Zipcode Order |
| F3 Employee Name Order |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
j. Select either "F1", "F2", or "F3" depending on the order you
want the report to print in.
k. The labels will be printed.
5h - PRINTING THE PAID PAYROLL RECAP REPORT
This report will show TOTAL earnings, deductions and liabilities for
the period you select. The data used in this report will include ONLY
PAID transactions and the dates selected are the paid check date NOT
the "Period Ending" date.
When printing this report the following procedures apply:
a. Select "F7" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING DATE:__-__-__
ENDING DATE:__-__-__
c. First, enter the destination for your report. Next, enter the
starting date range and the ending date range wanted for your
report. Remember, this is the "Paid Date" not the "Period
Ending" date.
d. The report will then be printed.
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FINANCE MANAGER II - Payroll
5i - PRINTING THE QUARTERLY TAX SUMMARY
This report lists each employee, social security number, taxed wages,
FICA wages, and SUTA wages for the time period selected (usually one
quarter). It also shows the Federal, State, and City tax liability by
date payroll paid which greatly simplifies your 941 reporting.
When printing this report the following procedures apply:
a. Select "F8" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORT:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
c. First, enter the destination for your report. Next, enter the
date range wanted for your report. Usually you should select
a quarter (i.e. month 1-3, January through March).
d. The report will then be printed.
5j - PRINTING THE NON-POSTED TRANSACTION JOURNAL
This report is a listing of transactions which have not yet been
posted to your General Ledger.
When printing this report the following procedures apply:
a. Select "F9" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
SELECT PAID,UNPAID OR ALL (P,U,A):_
c. Type in destination for your report.
d. Next, enter the type of transaction to be included. Answer
either "P" (paid), "U" (unpaid) or "A" (all).
e. The report will then be printed.
5k - PRINTING THE GENERAL LEDGER DISTRIBUTION REPORT
This report shows the total amount of payroll transactions (including
payments) posted to each General Ledger account number. This report
includes both PAID and UNPAID transactions. Please remember, that
only paid transactions will be actually posted to the General Ledger.
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FINANCE MANAGER II - Payroll
a. Select "F10" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
c. First, enter the destination for your report. Next, enter the
date range wanted for your report.
d. The report will then be printed.
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FINANCE MANAGER II - Payroll
SECTION SIX - WRITING EMPLOYEE PAYCHECKS
This section will discuss how to print Payroll checks, void checks,
and enter manual (handwritten) checks, if desired.
In order to get to the Payroll Checks menu, select "F5" from the
Payroll Main menu. It appears as follows:
---------- PAYROLL CHECKS MENU ---------
| |
| ESC Return to Payroll Main Menu |
| F1 Print Checks |
| F2 Void Checks |
| F3 Manual Checks |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
We will discuss each of the above menu selections in the sections
which follow.
6a - PRINTING CHECKS
Load your printer with your pre-printed continuous-form checks and
check to be sure you have set up the Payroll configuration (utilities
menu) for the checks you will be using (Nebs check form # 9001).
Select "F1" from the checks menu and you will be prompted for the
following information:
NOTE: In order to print continuous form checks you need an 85 column
printer.
Enter DATE for Checks:__-__-__
Enter NEXT Check Number:____
G/L Check Account Number:____
Payroll for type(A,W,B,S,M):_
a. Enter the date you want printed on your checks.
b. Enter the check number of the first check in the printer
(FINANCE MANAGER will not print the check number on check
lineups). If your checks do not have pre-printed check
numbers, enter the number you wish to have printed on the
first LIVE (non-line up) check. FINANCE MANAGER will
automatically increment the checks numbers for the live
printed checks.
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FINANCE MANAGER II - Payroll
c. Enter the General Ledger checking account number for the
checks you are writing. It is important that you use the
correct G/L account number otherwise your funds for this
check(s) will come out of the wrong account. Notice when you
reach this section, how FINANCE MANAGER will display the
account number listing on your screen so you will not have to
memorize any account numbers.
d. Enter the category for which you want checks to be printed.
Enter "A" (all), "W" (weekly), "B" (biweekly), "S"
(semi-monthly) or "M" (monthly).
e. After entering the category FINANCE MANAGER will ask you if
you want printer lineup.
Print Alignment Pattern (Y/N):_
Answer with a "Y" until you have the checks properly lined up.
When you answer this prompt with a "N", your checks will be
printed.
Until you answer the alignment pattern with a "N", you may at any time
abort the check printing process and return to the menu by pressing
the ESC key.
6b - VOIDING PRINTED CHECKS
Check written to a specific employee may be voided by selecting "F2"
from the checks menu. This function will allow you to void the last
check written and also mark the transaction(s) unpaid again, either
computer generated or manual. Upon selecting this function the
following screen will appear:
Enter Check Number to Void:____
If you cannot remember which check number you wanted to void simply
hit ENTER. FINANCE MANAGER will display on the lower half of the
screen all checks written, starting with the last one.
6c - ENTERING MANUAL CHECKS
Another great feature included in the FINANCE MANAGER Payroll module
is the ability to enter checks manually. This allows you the
flexibility of hand writing checks. You simply write the check by
hand if you do not want to do a full check run or do not have
pre-printed checks.
In order to use this feature, select "F3" from the Checks menu. Upon
selecting this function you will be prompted as listed below:
Enter DATE for Checks :__-__-__
Enter NEXT Check Number :____
G/L Check Account Number :____
Payroll for type(A,W,B,S,M):_
Enter the DATE, CHECK NUMBER, G/L ACCOUNT NUMBER AND PAY FREQUENCY as
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FINANCE MANAGER II - Payroll
in section 6a. This procedure is just like printing computerized
checks, except that no check will be printed.
Finance Manager will then display all the transactions (one at a time)
that are not paid so you can select which ones to pay.
When a transaction to be paid is found you will be prompted for "PAY
THIS EMPLOYEE". Answer with a "Y" to pay or "N" to skip and not pay
the transaction.
After all non-paid transactions are shown you will then be returned to
the Checks Menu for further processing.
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FINANCE MANAGER II - Payroll
SECTION SEVEN
OTHER FEATURES AND FUNCTIONS
The remainder of the features and functions of the Payroll Module are
contained on the Payroll Utilities Menu. These features are also very
powerful and important functions of this module. To use these
features select "F6" from the Payroll Main Menu. The following menu
will be shown:
-------- PAYROLL UTILITIES MENU --------
| |
| ESC Return to Payroll Main Menu |
| F1 Sort Transactions |
| F2 Post Transactions to GL |
| F3 End of Period Posting |
| F4 Payroll Configuration Setting |
| F5 Payroll Tax Tables |
| F6 Print End of Year W-2s |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
In this section we will discuss each function as well as its uses and
features. Since setting up the Configuration settings are required
before you will be able to enter any transactions, we will discuss
this selection first.
7a - CONFIGURATION SETTINGS
The configuration settings allow you to configure this module to your
specific company, and to its specific General Ledger account numbers.
This configuration is very important to your transactions, for
pre-printed continuous form checks and to the General Ledger account
numbers used. We recommend using Nebs checks form #9001 and either
standard business window envelopes or Nebs form #775 DU-O-VUE Dual
window envelopes. For the W-2s we recommend using Nebs W-2s form
#9852. Nebs toll free order number is 1-800-225-9550.
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FINANCE MANAGER II - Payroll
By selecting "F4" from the utilities menu you will see the following
screen:
ID#'S FED:____________ STATE:____________ Detail posting to G/L(Y/N):_
COMPANY :_______________________________ Work days/year :___
ADDRESS 1:_______________________________ HOURS PER: Day:_____
ADDRESS 2:_______________________________ Week:_____
CITY :__________________ STATE:__ Semi-Month:______
ZIPCODE :_________ Month:______
FICA :_____% LIMIT:__________ G/L ACCOUNTS:Liability:____ Expense:____
FUTA :_____% :__________ Liability:____ Expense:____
SUTA :_____% :__________ Liability:____ Expense:____
SDI :_____% :__________ Emply Pays:_ Liability:____ Expense:____
OTHER:_____% :__________ Liability:____ Expense:____
G/L ACCOUNT for EXTRA Deductions:_____
G/L LIABILITY ACCOUNTS:Federal withholding:_____State withholding:_____
City withholding:_____
G/L EXPENSE ACCOUNTS: Salary & Wages:_____
Row Col
CHECK WRITING:Print Check#(Y/N):_Print Address(Y/N):_Name Location:__ __
The configuration settings must be set up for each set of books you
have. Be sure to carefully employ the following procedures when
setting up the configuration settings.
Prior to setting up this configuration, you must set up (add) several
Payroll accounts to your G/L Chart of Accounts. These accounts must
be active accounts in your G/L Chart of Accounts in order to be able
to use the Payroll Module correctly (i.e. do not use these account
numbers for any General Ledger transactions - only for use by the
Payroll module).
These accounts are used as interface accounts and posting accounts
between the Payroll module and your General Ledger module. You can
not use the Payroll module without these important accounts even if
you want to use the Payroll module as a stand alone module. Set up
one of each, of the following accounts in your G/L Chart of Accounts
for Payroll:
a. FICA Liability (type L) account
b. FICA Expense (type E) account
c. FUTA Liability (type L) account
d. FUTA Expense (type E) account
e. SUTA Liability (type L) account
f. SUTA Expense (type E) account
g. SDI Liability (type L) account
h. SDI Expense (type E) account
i. Other payroll tax Liability (type L) account
j. Other payroll tax Expense (type E) account
k. Federal Withholding (type L) account
l. State Withholding (type L) account
m. City Withholding (type L) account
n. Salary & Wages (type E) account
o. Checking account (type A) if not already set up
p. Extra Deductions (type L) account
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FINANCE MANAGER II - Payroll
When setting up the Payroll check printing feature for your continuous
checks and other forms, you must specify in the following
configuration what and where you want to have the following fields
printed:
ID#'S FED Enter your employer federal identification number
as it will be listed on your W-2 forms.
STATE Enter your employer state identification number as
it will be listed on your W-2 forms.
COMPANY Enter your company name as it will be listed on
your W-2 forms.
ADDRESS 1 Enter the address of your company as it will be
listed on your W-2 forms.
ADDRESS 2 You may enter a second address for your company as
it will be listed on your W-2 forms.
CITY Enter your company's city.
STATE Enter your company's two letter state or province
code.
ZIPCODE Enter your company's zipcode or postal code.
DETAIL POSTING Allows the option of posting transactions to your
TO G/L (Y/N) General Ledger in detail or summary format.
Selecting detail posting will post each Payroll
transaction as a individual General Ledger
transaction and you can post at any time; while
answering "N" will cause the Payroll transactions
to be grouped and summarized when posted to the
General Ledger. Which ever method you choose the
financial results will be the same. There is one
other difference, however, if you select the
detail posting, the actual Payroll transaction
date will be used when posting to the General
Ledger, while summary posting will prompt you for
a POSTING DATE and will post every entered
transaction to the posting date (even those with
different month dates). If you are a beginner and
do not have many transactions, we suggest that you
select "Y" at this prompt.
WORK DAYS/ Enter the actual number of days your employees
YEAR will work each year including all holidays,
usually 260 (52x5) days.
HOURS PER Enter the number of hours your employees will work
DAY, WEEK, for the pay periods listed. When calculating for
SEMI-MONTH, Semi-Month and Month, calculate the hours per
MONTH year. Example: If your employees work 40 hours
per week and are paid semi-monthly, multiply 40 by
52 weeks in the year, divided by the 24 pay
periods per year to equal 86.67 hours per pay
period.
FICA, FUTA, SUTA, For these fields, enter the percentage of tax, the
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FINANCE MANAGER II - Payroll
SDI, OTHER yearly maximum taxable income limit, and the G/L
employer liability accounts as well as employer
expense accounts for these taxes.
FICA is paid by both the employee and employer at
the percent input.
FUTA is paid by the employer.
SUTA is paid by the employer.
SDI is paid by either the employer or the
employee. Answer the "EMPLY PAYS" prompt with "Y"
to have the employee pay this amount, or enter "N"
to have the employer pay. In most states this is
paid by the employer ("N").
G/L ACCOUNTS Enter here the account numbers you have created
for: FICA, FUTA, SUTA, SDI, Other and Extra
Deductions in the G/L Chart of Accounts in their
respective fields. An account number listing will
appear on the screen when you are at this prompt.
These accounts are used to keep track of the total
amounts deducted for liabilities and expenses. If
you do not deduct from the employee's paycheck or
you do not pay a particular amount you may enter a
"0" for this account number.
G/L LIABILITY Enter here the account numbers you have created
ACCOUNTS for: Federal withholding, State withholding and
City withholding in the G/L chart of Accounts. If
you are not required to pay any one of the above
withholding taxes, and have not set up an account
in the General Ledger you may enter "0" for this
account number.
G/L EXPENSE Enter here the account number you have created for
ACCOUNTS the Salary & Wages account in the G/L chart of
accounts. REQUIRED.
CHECK WRITING At the "Print Check#(Y/N):_" prompt answer "Y" if
you want the check number to be printed and "N" if
you have the check number already printed on your
checks."
At the "Print Address(Y/N):_" prompt, answer "Y"
if you want your employee's address to be printed
on his check, or "N" if you do not want his
address to be printed on his check.
At the "Name Location:__ __" prompt. Enter a
number between 32 and 36 in the row field (which
indicates the number of lines from the top of the
check starting with the first line on the stub)
and a number between 2 and 29 in the column field
(which indicates the number of columns from the
edge of the check, after the perforations). These
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FINANCE MANAGER II - Payroll
numbers will place the name and address so that it
will show correctly when using a window envelope.
(Standard business window envelope uses Row 34 and
COL 11).
FINANCE MANAGER will then ask you "Are inputs correct (Y/N):Y". If
you take the default of "Y" then you be notified that FINANCE MANAGER
is saving your configuration and then you will return to the Payroll
Utilities menu. If you answer "N" the cursor will return to "ID#'S
FED" field and you can start again.
7b - SORTING TRANSACTIONS
The Payroll module normally keeps transactions organized in the order
in which they are input. The Sort function allows the user to sort or
organize the transactions by: date of input, transaction date,
employee order or check number order.
The sort procedure is not a required feature but it is useful, for
example, when printing transaction journals or employee balance
reports and you would like to insure that all transactions are in date
order. To accomplish this, all you have to do is select date order
sort. It would be a good practice to sort the transactions once a
month before printing your reports. The sort order does not affect
any report balances and it is purely for cosmetic purposes. When
sorting transactions this will also free up disk space which was
formally occupied by deleted transactions.
To start sorting transactions, select "F1" at the Payroll Utilities
Menu. The following screen appears:
----------- SELECT SORT ORDER ----------
| |
| ESC Return to Utilities Menu |
| F1 Transaction Input Order |
| F2 Date Order |
| F3 Employee Order |
| F4 Check Number Order |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
1. Select the order in which you would like to sort the transactions
by.
2. FINANCE MANAGER automatically sorts all transactions.
3. Press any key to exit and return to the Payroll Main Menu when the
sort is completed.
If you have more transactions than memory can hold at one time, the
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FINANCE MANAGER II - Payroll
default disk drive is used to store a temporary file while sorting
transactions. It is important to remember, therefore, that the
default drive must have adequate remaining disk space, and it must NOT
be "write protected" .
The system will tell if there is not enough memory on your default
drive to sort your file, the sort will abort and you must put a
formatted, blank disk in your default drive (usually drive A:) before
selecting your sort order again.
7c - POSTING TO THE GENERAL LEDGER
Payroll Utilities Menu selection "F2" will post transactions entered
into this module to your General Ledger accounts. Depending on
whether you selected the detail or summary post option in the
configuration (described above) your Payroll transactions are posted
according to the option you selected.
You'll be pleased to know that this posting procedure is a smart
procedure. It will only post the transactions which have not already
been posted. Because of this incredible time saving feature, you may
accidentally post as many times as you wish without worry of any
errors or double posting.
Note: This posting procedure will only post the transactions (checks)
which have already been paid.
This posting process is mandatory in order to interface with the
General Ledger. Without running this procedure, no transactions or
activity from this module will shown on your General Ledger
reports.
NOTE: After this posting procedure is complete, the transactions which
were posted can no longer be changed.
Because of this unique safety feature, we recommend that you only post
after you are absolutely sure all transactions have been entered
correctly and that any adjustments have been made. Generally, a good
rule for you to follow is to post transactions once a month, on the
last day of that month.
After you have run this procedure, you can print any General Ledger
reports, and all paid payroll from this module will be automatically
included in your General Ledger reports.
In order to run this procedure, select "F2" on the Payroll Utilities
menu. If you selected the detail posting option the posting will
commence. If you did not select detail posting you will then be
prompted for a posting date. This prompt is as follows:
Enter Post Transaction Date:__-__-__
When using the summary post option this date will show for all of your
Payroll transactions in the General Ledger as the date of posting.
Usually this date should be the current date (i.e. the last date for
the current month). If detail posting was selected the Payroll
transactions in your General Ledger will have the same dates as they
do in the Payroll Journal.
Page 44
FINANCE MANAGER II - Payroll
7d - PAYROLL TAX TABLES
WARNING: It is very important that you enter your Tax Table data
correctly. Hooper International assumes no liability for
errors. We consider it mandatory to test your payroll
deductions by manually calculating your payroll to verify
that all deductions are correct.
The payroll tax tables contain all of the Federal, State and City tax
information as well as any other information about Earned Income
Credit for your particular state. FINANCE MANAGER needs these numbers
to calculate your employee's taxes and withholdings. Many states and
cities have different percentages and these percentages are liable to
change every year. With FINANCE MANAGER you can modify the tables
yourself to keep them current with changing tax laws.
By selecting "F5" from the Payroll Utilities menu you will see the
following screen:
TAX TABLE(F,S,C,E):_ DEDUCT FED TAX(Y/N):_ Max Amount:__________
MARITAL TABLE(M/S/H):_ ANNUAL DEDUCTION:Amt:________ Pct:______%Greater:_
ANNUAL WAGES OVER:__________TAX AMOUNT:__________PLUS PERCENTAGE:_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
To set up the Payroll Tax Tables enter the following:
1. Enter the type of Tax Table you will be entering on this screen.
"F" Federal, "S" State, "C" City and "E" Earned Income Credit.
TAX TABLE (F,S,C,E):F
2. For state and city tax only. Use if you are in a state which
allows you to deduct the amount of Federal tax you have already
paid. (optional).
DEDUCT FED TAX (Y/N):Y
Page 45
FINANCE MANAGER II - Payroll
3. For state and city tax only. Use with item two above to specify
the maximum federal tax deduction allowed in your state. If there
is no maximum enter 999999.99 (optional).
Max Amount:999999.99_
4. Specify the type of tax table you will be entering. "M" married,
"S" single, "H" head of household.
MARITAL TABLE (M/S/H):M
5. Enter the ANNUAL amount for a SINGLE person with ONE WITHHOLDING
ALLOWANCE. Refer to the Federal Employer's Tax Guide Publication
15, page 20 (Income tax withholding percentage method).
ANNUAL DEDUCTION Amt:1950______
6. For state or city tax only. Enter the percentage your state
income tax guide allows an alternative to entering a dollar
amount. You can also use this field if your state gives the
option of a dollar amount or a percentage amount as the annual
deduction amount.
Pct:17____%
7. For state or city tax only. Use if you are in a state or city
which requires you to take either a dollar amount or a percentage
amount and gives a qualifier. For example, your state income tax
guide tells you to take either $5,000 or 17% of the gross income
which ever is greater. Enter "Y". Or your state income tax guide
may tell you to take either $5,000 or 17% of the gross income
which ever is less. You enter "N".
Greater:Y
8. Enter the beginning wage amount your state specifies from which
you will begin deducting taxes. Refer to page 23 in your Federal
Tax Guide, table 7.
ANNUAL WAGES OVER:3050______
9. Enter the dollar amount you will withhold in addition to the
percentage listed in section 9.
TAX AMOUNT:0.00______
Page 46
FINANCE MANAGER II - Payroll
10. Enter the percentage of the employee's wages you will withhold.
Refer to the same page in the Federal Tax Guide as you did for
number 7.
PLUS PERCENTAGE:15_____%
When you finish entering all of the amounts in their respective fields
press the PgDn key and FINANCE MANAGER will prompt "Are Inputs Correct
(Y/N):_". If you answer "Y" FINANCE MANAGER will save your inputs and
the cursor will return to the Tax Table field. Continue to enter your
other tax tables. If you enter "N" at the prompt, the cursor will
return to the Tax Table field and will allow you to reenter your
inputs. It is very important that you enter the correct data into the
correct fields otherwise all of your tax calculations will be wrong
for the entire year.
Continue entering the Tax Table information for your City and State
and the information for Earned Income Credit. Please refer to the Tax
Guides for your respective City and State. Repeat steps 1-10 for each
of the Tax tables you will need for your particular City and State.
After you have entered all your Tax Table information for each table
that is necessary for your City and State and the Advanced Income
Credit information, make sure you have saved your inputs by answering
"Are Inputs Correct" before you return to the Payroll Utlilities main
menu.
7e - PRINTING END OF YEAR W-2s
This feature of FINANCE MANAGER will print W-2 forms automatically
without you having to figure out any of the amounts.
Load your printer with your pre-printed continuous W-2 forms.
Continuous W-2s can be ordered from Nebs. Nebs toll free order number
is 1-800-225-9550. If you do not have continuous W-2 forms the same
information can be obtained from your Payroll Register Report.
Select "F6" from the Payroll Utilities Menu and FINANCE MANAGER will
ask you to enter a city short name (to be placed in box 22 on the W-2)
and ask if you want a test printer lineup printed. These prompts are
as follows:
Enter City short name:________
Print Alignment Pattern (Y/N):_
First enter a eight character city short name. Next enter the "Print
Alignment Pattern" prompt with a "Y" until you have the W-2s properly
lined up. When you answer this prompt with an "N", your W-2s will
then be printed. Until you answer the alignment pattern with a "N",
you may abort the W-2 printing process and return to the menu by
pressing the ESC key.
NOTE: Notice the warning at the bottom of the screen that warns about
Extra-Deductions and Non-taxable Other Earnings being not
included on the W-2 statement. These amounts must be entered
manually in Box 16 or 16a as appropriate.
Page 47
FINANCE MANAGER II - Payroll
After the W-2 forms have been printed, FINANCE MANAGER will return to
the Payroll Utilities menu.
Page 48
FINANCE MANAGER II - Payroll
SECTION EIGHT - ENHANCEMENTS & HINTS
8a - ENHANCEMENTS BY VERSION
Version 1.2 - First release of the Payroll Module.
Version 1.3 - All system enhancements included in version 1.3 of the
General Ledger module.
- Pop-up employee/chart of account window while entering
transaction search parameters.
- Added city name shortname override for W-2s.
- Ability to delete paid or posted payroll transactions.
- Ability to select number of city deductions independent
of the state deductions.
- Added two other earnings and one additional other
deduction categories with the ability to select G/L
account number.
- Taxable Y/N option for above other earnings/deductions.
- Payroll recap report format enhanced.
- Added select employees option to Payroll Recap Report.
- Added new Tax Summary Report which greatly eases 941
reporting requirements.
- SDI payable by employee or employer option.
8b - HELPFUL HINTS AND SUGGESTIONS
* Keep a CURRENT backup copy of all your data files. Each time you
have finished entering new data make a copy of your data files and
have at least four set's which you rotate. This will safeguard
against loss of data due to a power failure or other problems.
* Use the Shift PrtSc keys to make a hard copy of current screen
display.
* You may run this module WITHOUT the interface to the General
Ledger module simply by not posting to the General Ledger (F2 on
the Utilities Menu). The system will, however, post to your
General Ledger when you do an End of Period Posting (F3 on the
Utilities Menu). To totally avoid any interface, simply set up
this module with a separate data file, using a different name than
your General Ledger data file name. You will, however, have to
set up a few dummy G/L accounts (the required G/L accounts need to
run this module).
* When printing checks, be sure that your printer can print 85
column across. Deviation from this will result in the inability
to line up your pre-printed checks.
* The following explains how FINANCE MANAGER figures taxes:
1. FINANCE MANAGER figures the yearly gross income by multiplying
amount paid per pay period by either:
12 for those employees paid monthly
24 for those employees paid semi-monthly
26 for those employees paid biweekly
52 for those employees paid weekly
2. Subtracts deductions.
Page 49
FINANCE MANAGER II - Payroll
Deductions = Annual tax deduction amount (on the tax table)
times the number in the State deduction field (in the employee
account data base)
If the employee has more than one deduction and the annual tax
deduction amount (on the tax table) multiplied by the number in
the state deduction field (in the employee account data base)
is not correct according to the state tax guide, then you can
add any additional amounts in the state exemption field (in the
employee account data base). For example, the annual tax
deduction amount for a single deduction is $2,500 and the
annual tax deduction amount for two deductions is $3,000. If
the employee has two deductions you will enter $2,500 in the
annual tax deduction amount field (on the tax table) and a "1"
in the state deduction field (in the employee account data
base). 1 times $2,500 = $2,500. Enter the remaining $500 in
the state annual exemption field (in the employee account data
base).
3. Subtracts amount in State annual exemption field (in the
employee account data base)
4. Subtracts Federal Income Tax already paid if you answered "Y"
on the tax table and your state allows it to be deducted.
5. All of the above equals the annualized Taxable Income.
6. From the Taxable Income FINANCE MANAGER will calculate the
taxes that the employee will pay.
7. Finally, if your state gives you a tax credit enter the total
dollar amount in the State Annual Tax Credit field in the
employee account data base.
8. The annualized Payroll deduction is then divided by the number
of pay periods in one year to give you the deduction for this
pay period.
* If you have multiple state payroll you have two options:
A. Set up a set of books for each state and then use the G/L
merge transactions function to combine the G/L transactions
into one set of books.
B. Using the DOS copy command, create different tax tables for
each state and save each one as a seperate filename. Copy the
one you need to the filename of your set of books (e.g. COPY
COLORADO.TAX WORK.TAX to use Colorado tax tables).
Page 50
FINANCE MANAGER II - Payroll
SECTION NINE
PAYROLL DISK FILE NAMES
Listed below is a description of files on your payroll disk.
File name Description
------------- ---------------------------------------------
FMPR 000 - Payroll overlay file 0.
FMPR 001 - Payroll overlay file 1.
FMPR 002 - Payroll overlay file 2.
FMPR 003 - Payroll overlay file 3.
FMPR 004 - Payroll overlay file 4.
FMPR CHN - Payroll module.
CONV-PR COM - Conversion program for version 1.2 datafiles.
README BAT - Displays this file on screen.
ORDER DOC - Blank order form which can be printed.
FMPR-DOC ARC - Payroll documentation manual (Archived).
PRINT-PR BAT - Prints manual for printer.
PKUNPAK EXE - De-Archive program for manual.
WORK CHR - Work Demo - GL Chart of accounts data file.
WORK CNF - Work Demo - System Configuration data file.
WORK EMP - Work Demo - PR Employees data file.
WORK GLT - Work Demo - GL Transaction data file.
WORK PRF - Work Demo - Payroll Configuration file.
WORK PRK - Work Demo - PR Check Configuration data file.
WORK PRT - Work Demo - PR Transactions data file.
WORK TAX - Work Demo - PR Federal & Colorado tax file.
Page 51
FINANCE MANAGER II - Payroll
APPENDIX A - SAMPLE REPORTS
Table of Contents
Payroll Journal . . . . . . . . . . . . . . . . . . . . . . . . . 53
Payroll Register . . . . . . . . . . . . . . . . . . . . . . . . 54
Check Register . . . . . . . . . . . . . . . . . . . . . . . . . 55
Vacation & Sick Report . . . . . . . . . . . . . . . . . . . . . 56
Employee Listing . . . . . . . . . . . . . . . . . . . . . . . . 57
Employee Address Labels . . . . . . . . . . . . . . . . . . . . . 58
Paid Payroll Recap . . . . . . . . . . . . . . . . . . . . . . . 59
Quarterly Tax Summary . . . . . . . . . . . . . . . . . . . . . . 60
Non-Posted Transaction Journal . . . . . . . . . . . . . . . . . 61
General Ledger Distribution . . . . . . . . . . . . . . . . . . . 62
Page 52
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:43am Colorado Springs, CO 80920
PAYROLL JOURNAL
MAY-89 Through JUL-89
-- G/L DEBIT -- -- G/L CREDIT --
DATE EMPL EMPLOYEE NAME TYPE CD ACT# AMOUNT ACT# AMOUNT
-------- ---- ------------------ -------- ---- ---------- ---- ----------
05-27-89 1 First Employee EARNINGS 5010 1,500.00 1010 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
06-30-89 1 First Employee EARNINGS 5010 1,500.00 1010 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
06-30-89 COLO Colorado Employee EARNINGS 5010 1,500.00 1010 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
07-14-89 COLO Colorado Employee EARNINGS 5010 1,500.00 0 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
---------- ----------
6,697.20 6,697.20
Page 53
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:43am Colorado Springs, CO 80920
PAYROLL REGISTER
MAY-89 Through JUL-89
DATE EMPL EMPLOYEE NAME EARNINGS: Hours Amount
-------- ---- ------------------------------ -------- ------- ----------
05-27-89 1 First Employee Regular: 0.000 1,500.00
Overtime: 0.000 0.00
Sick: 0.000 0.00
Vacation: 0.000 0.00
Holiday: 0.000 0.00
Other: 0.00
EIC: 0.00
Extra: 0.00
------- ----------
TOTAL: 0.000 1,500.00
06-30-89 1 First Employee Regular: 0.000 1,500.00
Overtime: 0.000 0.00
Sick: 0.000 0.00
Vacation: 0.000 0.00
Holiday: 0.000 0.00
Other: 0.00
EIC: 0.00
Extra: 0.00
------- ----------
TOTAL: 0.000 1,500.00
06-30-89 COLO Colorado Employee Regular: 0.000 1,387.50
Overtime: 0.000 0.00
Sick: 5.000 43.27
Vacation: 8.000 69.23
Holiday: 0.000 0.00
Other: 0.00
EIC: 0.00
Extra: 0.00
------- ----------
TOTAL: 0.000 1,500.00
07-14-89 COLO Colorado Employee Regular: 0.000 1,500.00
Overtime: 0.000 0.00
Sick: 0.000 0.00
Vacation: 0.000 0.00
Holiday: 0.000 0.00
Other: 0.00
EIC: 0.00
Extra: 0.00
------- ----------
TOTAL: 0.000 1,500.00
----------
GRAND TOTALS GROSS: 6,000.00
Page 54
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:44am Colorado Springs, CO 80920
CHECK REGISTER
MAY-89 Through JUL-89
CHK # DATE EMPL EMPLOYEE GROSS PAY DEDUCT NET PAY
----- -------- ---- -------------------------- --------- -------- ---------
1005 05-31-89 1 First Employee 1,500.00 268.28 1,231.72
1006 06-30-89 1 First Employee 1,500.00 268.28 1,231.72
1007 06-30-89 COLO Colorado Employee 1,500.00 268.28 1,231.72
--------- --------- ----------
TOTAL CHECKS: 3 4,500.00 804.84 3,695.16
Page 55
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:44am Colorado Springs, CO 80920
EMPLOYEE VACATION & SICK IN ACCOUNT ORDER
As of JUL-89
---- VACATION ---- ------ SICK ------
EMPL EMPLOYEE USED YTD CUR BAL USED YTD CUR BAL
---- ------------------------------ -------- -------- -------- --------
1 First Employee 0.000 0.000 0.000 0.000
COLO Colorado Employee 8.000 -8.000 5.000 -5.000
-------- -------- -------- --------
8.000 -8.000 5.000 -8.000
Page 56
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:44am Colorado Springs, CO 80920
EMPLOYEE LISTING IN ACCOUNT ORDER
1:First Employee **********************************************************
Status :ACTIVE SS Num:111-22-3333 PAY FICA:Y FUTA:Y SUI:Y SDI:Y Other:N
Address:123 Your Street State Annual Exemption: 0.00
:P.O. Box 1234 Tax Credit: 0.00
City :Colorado Springs State:CO Extra Taxes: Federal : 0.00
Zipcode:80900 Phone:719-123-4567 State : 0.00
Sex :F Marital:S City : 0.00
Hired :01-01-89 Hourly/Salary:H Extra Amounts: Earnings : 10.00
Frequency:Bi-Weekly Payrate: 10.00 Deductions: 10.00
Overtime : 15.00 Holiday: 20.00 Accrual rates: Vacation : 0.000
Deductions Fed: 1 State: 1 EIC:0 Sick : 0.000
----------------------------- Beginning Balances -----------------------------
Earnings Taxable : 0.00 FICA : 0.00 Extra Deduct: 0.00
Non-taxable: 0.00 FUTA : 0.00
Withholdings Federal: 0.00 SUTA : 0.00
State : 0.00 SDI : 0.00 Beg Vac hours : 0.000
City : 0.00 Oth Tx: 0.00 Beg Sick hours: 0.000
COLO:Colorado Employee *******************************************************
Status :ACTIVE SS Num:123-45-6789 PAY FICA:Y FUTA:Y SUI:Y SDI:Y Other:N
Address:100 Main Street State Annual Exemption: 0.00
: Tax Credit: 0.00
City :Colorado Springs State:CO Extra Taxes: Federal : 0.00
Zipcode:80900 Phone:719-123-1234 State : 0.00
Sex :M Marital:M City : 0.00
Hired :06-17-89 Hourly/Salary:S Extra Amounts: Earnings : 0.00
Frequency:Monthly Payrate: 1,500.00 Deductions: 0.00
Overtime : N/A Holiday: N/A Accrual rates: Vacation : 0.000
Deductions Fed: 3 State: 3 EIC:0 Sick : 0.000
----------------------------- Beginning Balances -----------------------------
Earnings Taxable : 0.00 FICA : 0.00 Extra Deduct: 0.00
Non-taxable: 0.00 FUTA : 0.00
Withholdings Federal: 0.00 SUTA : 0.00
State : 0.00 SDI : 0.00 Beg Vac hours : 0.000
City : 0.00 Oth Tx: 0.00 Beg Sick hours: 0.000
Page 57
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:45am Colorado Springs, CO 80920
EMPLOYEE LABELS
1
First Employee
123 Your Street
P.O. Box 1234
Colorado Springs CO 80900
COLO
Colorado Employee
100 Main Street
Colorado Springs CO 80900
Page 58
FINANCE MANAGER II - Payroll
Jul-5-89 WORK DEMO ACCOUNTS PAGE 1
9:45am Colorado Springs, CO 80920
QUARTERLY TAX SUMMARY
JAN-89 Through MAR-89
SS NUMBER EMPLOYEE TAXED WAGE FICA WAGES SUTA WAGES
----------- ------------------------------ ---------- ---------- ----------
111-22-3333 First Employee 2,430.00 2,430.00 2,430.00
123-45-6789 Colorado Employee 3,000.00 3,000.00 3,000.00
---------- ---------- ----------
5,430.00 5,430.00 5,430.00
FUTA TAXES 18.00
SDI 22.26
FEDERAL TAX LIABILITY (FWH & FICA)
DATE WAGES PAID JAN FEB MAR QTR TOTAL
----------------- ---------- ----------- ---------- ---------
1st through 3rd 0.00 0.00 0.00 0.00
4th through 7th 0.00 0.00 0.00 0.00
8th through 11th 0.00 0.00 0.00 0.00
12th through 15th 0.00 226.90 0.00 226.90
16th through 19th 0.00 0.00 0.00 0.00
20th through 22nd 0.00 0.00 0.00 0.00
23rd through 25th 0.00 0.00 0.00 0.00
26th through 31st 565.95 565.95 0.00 1,131.90
---------- ----------- ---------- ---------
565.95 792.85 0.00 1,358.80
STATE TAX LIABILITY
DATE WAGES PAID JAN FEB MAR QTR TOTAL
----------------- ---------- ----------- ---------- ---------
1st through 3rd 0.00 0.00 0.00 0.00
4th through 7th 0.00 0.00 0.00 0.00
8th through 11th 0.00 0.00 0.00 0.00
12th through 15th 0.00 34.73 0.00 34.73
16th through 19th 0.00 0.00 0.00 0.00
20th through 22nd 0.00 0.00 0.00 0.00
23rd through 25th 0.00 0.00 0.00 0.00
26th through 31st 76.61 76.61 0.00 153.22
---------- ----------- ---------- ---------
76.61 111.34 0.00 187.95
Page 59
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:45am Colorado Springs, CO 80920
PAID PAYROLL RECAP (Taxable)
MAY-1-89 Through JUL-31-89
------ EMPLOYEE EARNINGS -------
Description Amount
----------------- ------------
Regular 4,387.50
Overtime 0.00
Sick 43.27
Vacation 69.23
Holiday 0.00
Other Taxable 0.00
EIC 0.00
Extra 0.00
------------
GROSS EARNINGS 4,500.00
------ PAYROLL DEDUCTIONS ------
Description Amount
----------------- ------------
Federal Withhold 341.25
State Withholding 125.64
City Withholding 0.00
FICA 337.95
Extra 0.00
------------
TOTAL DEDUCTIONS 804.84
------------
NET EARNINGS 3,695.16
============
----- EMPLOYER LIABILITIES -----
Description Amount
----------------- ------------
Federal Withhold 341.25
State Withholding 125.64
City Withholding 0.00
FICA 675.90
Extra Deductions 0.00
FUTA 27.00
SUTA 139.50
SDI 18.45
Other 0.00
------------
TOTAL LIABILITY 1,327.74
------------
TOTAL PAYROLL COST 5,022.90
Page 60
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:45am Colorado Springs, CO 80920
NON POSTED TRANSACTIONS JOURNAL
MAY-89 Through JUL-89
-- G/L DEBIT -- -- G/L CREDIT --
DATE EMPL EMPLOYEE NAME TYPE CD ACT# AMOUNT ACT# AMOUNT
-------- ---- ------------------ -------- ---- ---------- ---- ----------
04-30-89 1 First Employee EARNINGS 5010 1,500.00 1010 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 6.00 2054 6.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
06-30-89 COLO Colorado Employee EARNINGS 5010 1,500.00 1010 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
07-14-89 COLO Colorado Employee EARNINGS 5010 1,500.00 0 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
---------- ----------
5,013.90 5,013.90
Page 61
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:45am Colorado Springs, CO 80920
PAYROLL G/L DISTRIBUTION
JUN-89
ACT# ACCOUNT NAME DEBITS CREDITS
---- ------------------------- ----------- -----------
1010 Checking Account #1 2,463.44
2050 FEDERAL WITHHOLDING TAX 227.50
2051 STATE WITHHOLDING TAX 83.76
2053 FICA PAYABLE 450.60
2054 FUTA PAYABLE 18.00
2055 SUTA PAYABLE 93.00
2056 SDI PAYABLE 12.30
5010 Salary & wages expense 3,000.00
5011 FICA Expense 225.30
5012 FUTA Expense 18.00
5014 SUTA Expense 93.00
5015 SDI Expense 12.30
----------- -----------
3,348.60 3,348.60
Page 62
FINANCE MANAGER II - Payroll
FINANCE MANAGER II USER COMMENT FORM
_ _
Product being used: |_|General Ledger |_|Account Reconciliation
_ _
|_|Accounts Receivable |_|Accounts Payable
_ _
|_|Financial Utilities |_|Payroll
Version of Finance Manager being used:________________________________
_ _ _
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Page 63
FINANCE MANAGER II - Payroll
-----------------------------------------------------------------------
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| MAIL:Hooper International 24 Hr ORDER LINE:1-800-245-7789 |
| TO P.O. Box 62219 24 Hr FAX line:(719) 528-8997 |
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| ITEMS ORDERED - Version 1.3 |QTY|UNIT PRICE| AMOUNT |
|--------------------------------------------|---|----------|---------|
| FINANCE MANAGER II - REGISTERED COPIES: | | | |
| | | | |
| GENERAL LEDGER (Main module) | _ | $49.95 | $ |
| | | | |
| Accounts Receivable | _ | $36.95 | $ |
| | | | |
| Accounts Payable | _ | $36.95 | $ |
| | | | |
| Payroll | _ | $41.95 | $ |
| | | | |
| Account Reconciliation | _ | $14.95 | $ |
| | | | |
| Financial Utilities | _ | $25.95 | $ |
| | | | |
| | | | |
| EVALUATION COPY of General Ledger Lite | _ | $ 3.00 | $ |
|-----------------------------------------------------------|---------|
| SUBTOTAL | $ |
|-----------------------------------------------------------|---------|
| LESS QUANTITY DISCOUNT SCHEDULE PER ORDER | |
| 3 or 4 modules = 10% discount, 5+ modules 15% discount|$< >|
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| ADD Shipping/Handling charge | $ 3.00 |
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| shipped out of North America per module | $ |
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| TOTAL | $ |
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| All amounts in US currency. GRAND TOTAL (US $) | $ |
-----------------------------------------------------------------------
Page 64
FMPR.DOC
FINANCE MANAGER II
PAYROLL MODULE LITE
USER'S MANUAL
Version 1.3f
Hooper International
P.O. Box 62219
Colorado Springs, CO 80962
Copyright (C) 1986-1989 by Hooper International
All rights reserved.
COPYRIGHT NOTICE
FINANCE MANAGER is not a public domain program. It is Copyright (C)
1986-1989 by Hooper International.
No part of this manual may be reproduced, translated, in any form or
by any means, without the prior written permission of Hooper
International.
The software described in this manual is protected by copyright laws.
Copyright (C) 1986-1989 Hooper International
RESTRICTED PERMISSION TO COPY
Clubs and other non-profit organizations are granted permission by
Hooper International to copy the evaluation version of this program,
as well as its documentation, for member use only. It is imperative
that you be aware that said member use is subject to the following
strictly-enforced restrictions:
No price may be charged, by club or user group, for the software
or documentation. A distribution fee may be charged solely for
the cost of the diskette, as long as the total charge does not
exceed $8.
It is imperative that club members be informed of the user-support
concept, which allows them to become familiar with FINANCE MANAGER
through evaluation and hands-on use. It is also imperative that
member users be informed that the program as well as its
documentation is the sole property of Hooper International.
Members, without exception, must be encouraged to support its use
by sending their user payments directly to Hooper International.
This software and documentation is fully copyrighted by Hooper
International and may not be modified in any way or manner
whatsoever. The complete package must be distributed intact, as a
self-complementing unit.
i
WARRANTY INFORMATION
HOOPER INTERNATIONAL LICENSES THIS SOFTWARE AND MANUAL "AS IS" WITHOUT
WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT
LIMITED TO, THE PARTICULAR PURPOSE. HOOPER INTERNATIONAL DOES NOT
WARRANT THAT THE "FINANCE MANAGER" SOFTWARE WILL MEET YOUR
REQUIREMENTS, OR THAT THE OPERATION OF FINANCE MANAGER WILL BE
UNINTERRUPTED OR ERROR FREE.
IN NO EVENT WILL HOOPER INTERNATIONAL BE LIABLE FOR CONSEQUENTIAL,
INCIDENTAL, INDIRECT OR OTHER DAMAGES, INCLUDING ANY LOST PROFITS,
LOST SAVINGS, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT
OF THE USE OF, OR INABILITY TO USE, THESE PROGRAMS, EVEN IF HOOPER
INTERNATIONAL HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR
FOR ANY CLAIM BY ANY OTHER PARTY.
Please keep in mind, WE DO NOT ACCEPT RETURNS OR GIVE REFUNDS ON
REGISTERED COPIES. Instead, we give you every opportunity to try the
software before you decide to register your copy. We will, however,
replace defective disks for a minimal shipping and handling charge of
$5.00, for up to a period of 90 days from initial shipping date.
Please note that defective disks must be returned prepaid and insured
by sender. In this way, we are assured of complete customer
satisfaction. And, as you can see, we value your business.
Information in this manual is subject to change without notice and
does not represent a commitment on the part of Hooper International.
This product could include technical inaccuracies or typographical
errors. Changes are periodically made to the information herein;
these changes may be incorporated in new additions of this
publication.
PRODUCT INFORMATION
FINANCE MANAGER II is an extraordinary, easy-to-understand,
user-supported software package. Since we are dedicated to customer
satisfaction, we heartily recommend that you take advantage of the
incredible money-saving opportunity that we offer, allowing you to use
the evaluation copy in order to determine its suitability to your
individual financial application. Please do this, and discover for
yourself that this software is easy to use and certainly what you've
been hoping it would be, before registering your copy with us. We
sincerely value customer satisfaction.
Since we are so confident of your satisfaction with our software, we
are able to offer evaluation copies at an unbelievable minimal cost to
you. We therefore urge you to take advantage of inspecting and
evaluating this software, including hands-on use for your particular
needs and financial applications. This is an unprecedented
opportunity for complete customer satisfaction before you make any
outlay of money for an individually-registered copy. We want your
name to be added to our ever-growing list of satisfied customers
throughout the world!
ii
Finance Manager II is User-Supported (Shareware) software. If you are
using this software, and find it to be of value to you, your payment
is necessary and appreciated.
You are encouraged to copy this software and share it freely with
others. You have the luxury of trying out the complete programs, at
your own pace and in the comfort of your own home or workplace. This
is not a crippled or "demo" copy, but the complete working version of
the program.
After you have used Finance Manager for a reasonable evaluation period
you should either discontinue use of the program or purchase a
licensed copy from Hooper International or from an authorized dealer.
Your support is important and greatly appreciated. With it,
User-supported (Shareware) authors are encouraged to design and
distribute new products. Without it, a great deal of high quality,
low cost software will cease to be available.
_______
____|__ | (tm)
--| | |------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |--------------------
|___|___| MEMBER
Hooper International is a member of the Assocication of Shareware
Professionals and agrees with the association's standards of integrity
in software distribution.
iii
FINANCE MANAGER II - Payroll
TABLE OF CONTENTS
COPYRIGHT NOTICE ............................................... i
RESTRICTED PERMISSION TO COPY .................................. i
WARRANTY INFORMATION ........................................... ii
PRODUCT INFORMATION ............................................ ii
SECTION ONE - GETTING STARTED
1a - Introduction .......................................... 3
1b - System requirements ................................... 4
1c - System Flowcharts ..................................... 5
1d - Using the demo accounts ............................... 6
1e - Running the Payroll module ............................ 6
SECTION TWO - THE PAYROLL MAIN MENU ............................ 8
SECTION THREE - EMPLOYEE ACCOUNTS .............................. 9
3a - What are employee accounts ............................ 9
3b - Employee accounts organization ........................ 9
3c - Employee accounts data fields ......................... 9
3d - Getting familiar with employee accounts ............... 12
3e - Entering your own employee accounts ................... 12
3f - Changing existing employees ........................... 17
3g - Deleting employees .................................... 17
3h - Suggested method for setting beginning balances........ 18
SECTION FOUR - TRANSACTIONS .................................... 20
4a - What are transactions ................................. 20
4b - Transaction data fields ............................... 20
4c - Getting familiar with transactions .................... 21
4d - Entering transactions ................................. 21
4e - Changing existing transactions ........................ 23
4f - Deleting transactions ................................. 25
4g - Points to remember .................................... 25
SECTION FIVE - REPORTS ......................................... 26
5a - General instructions for generating reports ........... 26
5b - Printing the Payroll Journal .......................... 27
5c - Printing the Payroll Register ......................... 28
5d - Printing the Check Register ........................... 29
5e - Printing the Vacation and Sick Report ................. 29
5f - Printing the Employee Listing ......................... 30
5g - Printing the Employee Address Labels .................. 32
5h - Printing the Paid Payroll Recap Report ................ 33
5i - Printing the Quarterly Tax Summary .................... 34
5j - Printing the Non-Posted Transaction Journal ........... 34
5k - Printing the General Ledger Distribution Report........ 34
SECTION SIX - WRITING EMPLOYEE PAYCHECKS ....................... 36
6a - Printing Checks ....................................... 36
6b - Voiding printed checks ................................ 37
6c - Entering manual checks ................................ 37
Page 1
FINANCE MANAGER II - Payroll
SECTION SEVEN - OTHER FEATURES AND FUNCTIONS ................... 39
7a - Configuration settings ................................ 39
7b - Sorting transactions .................................. 43
7c - Posting to the General Ledger ......................... 44
7d - Payroll tax tables .................................... 45
7e - Printing end of year W-2s ............................. 47
SECTION EIGHT - ENHANCEMENTS & HINTS ........................... 49
8a - Enhancements by version ............................... 49
8b - Helpful hints and suggestions ......................... 49
SECTION NINE - PAYROLL DISK FILE NAMES ......................... 51
APPENDIX A - SAMPLE REPORTS .................................... 52
USER COMMENT FORM .............................................. 63
ORDER FORM ..................................................... 64
Page 2
FINANCE MANAGER II - Payroll
SECTION ONE - GETTING STARTED
1a - INTRODUCTION
The FINANCE MANAGER Payroll module gives you comprehensive, accurate
payroll-related information on as many as 1,000 employees.
This easy to learn, easy to use module provides a very efficient way
for you to record important employee information such as hire date,
earnings, deductions, sick leave, overtime, vacation, holiday and
extra income/deductions.
It also provides automatic tax calculations for your deductions and
liabilities, printing of payroll checks and W-2s, supports both hourly
& salaried employees either paid weekly, biweekly, semi-monthly or
monthly and is fully integrated into the General Ledger Module.
Some of the helpful, time-saving and outstanding features of this
module are as follows:
* Employee accounts features
- Up to 1,000 employees
- Alpha/Numeric account numbers
- Allows Extra Income and Deductions for each employee
- Automated calculation of payroll deductions
- Enter prior payroll beginning balances
- Supports weekly, biweekly, semi-monthly or monthly
payroll
- Employee listing
- Three sorting options on employee labels
- Pop-Up window displays employee account numbers
* Transaction entry features
- Automatic multiple G/L distribution
- Up to 32,000 transactions per year
- Allows changing of calculated payroll deductions
- Pop-up window displays employees and account numbers
- Enter any extra income or deductions
- Multiple field transaction search capabilities
- Sort by date, employee, check # and transaction input
order
- Ability to delete paid and posted payroll transactions
* Check writing features
- Use standard window envelopes (same envelopes as A/R and
A/P modules)
- Can input manual checks
- Ability to void checks
- Uses continuous form checks (Nebs check # 9001)
- Select checks by any pay period
* Reports features
- Provides full range of reports including:
Page 3
FINANCE MANAGER II - Payroll
Payroll Journal
Payroll Register
Check Register
Vacation and Sick Report
Employee Listing
Address Labels
Paid Payroll Recap
Quarterly Tax Summary
Non-Posted Transaction Report
General Ledger Distribution
Prints employee's W-2s
- Print reports on your printer, or
- Save reports on disk
- Display reports on screen
- Reports may be printed multiple times
* Integration
- Transactions can be posted to the General Ledger with no
additional inputs required
* Fiscal year features
- Use with any fiscal year
- Multiple years on-line at one time
- Books need not to be closed in order to begin next month or
year
* System features
- Post to G/L in summary or detail format
- Posts each check written to proper G/L account
- User modifiable tax table
- Usable in every state
- Automatic calculations for State deductions in most States
- Select location of Employee address on check
- No monthly closing hassle to go through
- Allows you to post or pre-date all transactions
- Posts only Paid Payroll to G/L
1b - SYSTEM REQUIREMENTS
- FINANCE MANAGER II General Ledger version 1.3
- IBM PC, XT, AT, PS/2, or compatible
- 384K memory (more memory allows more employees)
- Two 360K disk drives (or 1 DSHD or Hard disk)
- Dos 2.0 or higher
Page 4
FINANCE MANAGER II - Payroll
1c - SYSTEM FLOWCHARTS
----------------------
| PAYROLL MAIN MENU |
----------------------
|
-----------------------------------------------------------
| | | | | |
INPUT CHANGE/DELETE REPORTS UPDATE PAYROLL PAYROLL
TRANSACTIONS TRANSACTIONS MENU EMPLOYEE CHECKS UTILITY
ACCOUNTS MENU MENU
------------------------
| PAYROLL REPORTS MENU |
------------------------
|
---------------------------------------------------------------
| | | | | | | | | |
PAYROLL | CHECK | EMPLOYEE | PAID | NON-POSTED |
JOURNAL | REGISTER | LISTING | PAYROLL | TRANSACTIONS |
| | | RECAP | JOURNAL |
| | | | |
PAYROLL VACATION EMPLOYEE QUARTERLY GENERAL
REGISTER & SICK ADDRESS TAX LEDGER
REPORT LABELS SUMMARY DISTRIBUTION
-----------------------
| PAYROLL CHECKS MENU |
-----------------------
|
---------------------------------------------------
| | |
PRINT VOID MANUAL
CHECKS CHECKS CHECKS
--------------------------
| PAYROLL UTIILITY MENU |
--------------------------
|
-----------------------------------------------------------
| | | | | |
SORT | END OF | PAYROLL |
TRANSACTIONS | PERIOD | TAX |
| POSTING | TABLES |
| | |
POST PAYROLL PRINT END
TRANSACTIONS CONFIGURATION OF YEAR
TO G/L SETTING W-2s
Page 5
FINANCE MANAGER II - Payroll
1d - USING THE DEMO ACCOUNTS
Included at no extra cost with the "Payroll" module, is a set of
sample/demo accounts for practice use. On your disk are some files
with the name of "WORK". In order to use these demo files, simply
copy all of the "WORK.*" files onto a blank disk to be used as your
demo disk. When starting up FINANCE MANAGER, use this disk as your
data disk and put it in the appropriate disk drive (usually B:). When
FINANCE MANAGER asks you for the File name, enter "WORK". The use of
these demo files will very likely get you going faster and help you to
use this module to your best advantage.
It is important to remember that you do not use these demo files when
you are setting up your own live data, since demo files obviously
contain existing practice-only data and demo employees. Setting up a
new "live" set of books, however, is very simple and is thoroughly
described in the following section.
1e - RUNNING THE PAYROLL MODULE
To run the "Payroll" module, you must first install it by following
the instructions under "Installing FINANCE MANAGER" in the "Getting
Started" Manual. After it is installed, follow the simple steps in
the order given below:
1. Start up FINANCE MANAGER per the instructions in the "Getting
Started" manual. Upon starting FINANCE MANAGER, you must decide
to use either live data or the practice-only demo accounts data
on the Payroll Documentation & Demo disk. If you prefer to
practice and experiment, you should remember to use the Demo
disk. If you wish to set up your own live Payroll, you should
put your FINANCE MANAGER General Ledger data disk in your drive
B: (not necessary if you have a hard disk).
2. At the disk drive prompt, enter the disk drive letter where you
put your Demo or G/L data disk, usually drive B: (or C: if you
have a hard disk).
3. At the Enter Filename prompt, enter the name of the data file you
want to use ("WORK" if you have the demo disk in drive B:, or if
you are using your live G/L data files enter the filename you are
using for your live data).
Remember, you can only use this module if you have previously set
up your General Ledger data files using the General Ledger
module. When using the demo data files, this has already been
done for you.
4. You will now be at the FINANCE MANAGER Master Menu.
5. OPTIONAL: If you have not already done so (when you set up your
G/L data files), you may go to the System Utilities
Menu and change any system defaults. This may,
however, be done at any time and is not necessary to
run FINANCE MANAGER. We do, however, suggest you set
up the "Compressed" and "Normal" print codes before
printing the Payroll reports, since you will find it is
required for a few of them.
Page 6
FINANCE MANAGER II - Payroll
6. Next you must add several accounts to your General Ledger Chart
of Accounts. See section 7a for details. These G/L accounts are
required to use the Payroll module. See your General Ledger
documentation manual on setting up your Chart of Accounts. If
you have these accounts already set up in your General Ledger
Chart of Accounts, this step is not necessary.
7. From the FINANCE MANAGER master menu: If you have floppy disks,
put your Payroll program disk into drive A: (if you have not
already done so). Then select menu "F5", and this will take you
into Payroll. If this is the first time you are using Payroll
for this set of books, the system will ask you: "Create new file
(Y/N):_", which you should answer with a "Y". This procedure
will create all the necessary Payroll data files. Don't worry it
will not damage your General Ledger data files.
8. From the Payroll main menu select "F6", and then "F4", in order
to set up your Payroll configuration settings. This step is
important since it will set up the interface with your General
Ledger Chart of Accounts. See section 7a for details.
9. Return to the Payroll Utilities menu and select "F5", to set up
your tax tables. These tax tables will calculate federal, state
and city taxes as well as Earned Income Credit. See section 7d
for details.
10. Return to the Payroll main menu and select "F4" to set up your
employees. See section 3 on employee accounts.
11. After setting up your employees, you may print an employee
listing report. See section 5 on reports.
12. Return to the Payroll main menu and select "F1" to input
transactions. See section 4 on transactions.
13. After you have entered some transactions, you may print a Payroll
Register report (select "F2" from the Payroll Reports menu) to
see what you have entered. See section 5 on reports.
14. Print any other reports as required. The most useful reports are
"PAYROLL REGISTER" and the "PAID PAYROLL RECAP".
These basic steps are merely intended to show you the order of events
in setting up new Payroll books.
Page 7
FINANCE MANAGER II - Payroll
SECTION TWO - THE PAYROLL MAIN MENU
The Payroll Main Menu is the starting point for all of the various
Payroll functions. It is a sort of "Table of Contents" for the
Payroll module. It can guide you to all of the other useful sub-menus
and practical features of the time and money-saving Payroll module.
The Payroll Main Menu appears as follows:
----------- PAYROLL MAIN MENU ----------
| |
| ESC Return to Master Menu |
| F1 Input TRANSACTIONS |
| F2 CHANGE/Delete Transactions |
| F3 REPORTS Menu |
| F4 Update EMPLOYEE ACCOUNTS |
| F5 Payroll Checks Menu |
| F6 Payroll Utility Menu |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| Payroll configuration not set up |
----------------------------------------
Note that many of the selections are used to go on to other menus.
All of the menu selections are discussed in later sections in this
documentation. If you get a message, as above, saying "Payroll
configuration not set up" or "Tax Tables not set up" you should set up
these configurations by selecting "F6", "PAYROLL UTILITIES MENU" to
set these items up. For clarification, these procedures are discussed
in Section Seven.
As mentioned above, it is essential that you set up your
configuration. Jump to Section 7a to complete that easy-to-follow
procedure before continuing.
The next step is to set up your employee accounts. This procedure
follows in Section Three.
Page 8
FINANCE MANAGER II - Payroll
SECTION THREE - EMPLOYEE ACCOUNTS
Your Employee Accounts are the foundation of your Payroll. To set up,
or to change your employees, select "F4 Update EMPLOYEE ACCOUNTS" from
the Payroll main menu.
3a - WHAT ARE EMPLOYEE ACCOUNTS
Your employee accounts are used to keep track of all of your
employees, their address, overtime, holiday, sick leave, the amount of
time they worked, Pay frequency, deductions and liabilities. It is
important to remember that any person that is drawing a paycheck from
you, should be set up as an employee.
Whenever you hire a new employee, you must set up this new person in
the employee accounts. WHEN YOU ENTER A NEW EMPLOYEE INTO FINANCE
MANAGER HAVE THE EMPLOYEES COMPLETED W-4 FORM NEXT TO YOU, AS MOST OF
THE INFORMATION YOU WILL ENTER WILL COME DIRECTLY FROM THE EMPLOYEE'S
W-4 FORM. Each employee must be given a unique employee account
number, which can be any alphanumeric input up to four characters
long. This account number will then be used whenever you are entering
transactions for that employee.
3b - EMPLOYEE ACCOUNTS ORGANIZATION
Your employee account numbers, and their order within the program, are
totally up to you.
An important consideration for your employee account numbers is to
group your employees into account number ranges or in alphabetic
order. For example, give all of your employees who work in shipping,
account numbers 9000-9999. This may be useful when printing reports.
Remember to always leave enough room for new accounts to be added
within your selected range.
3c - EMPLOYEE ACCOUNTS DATA FIELDS
Each account number in your employee database represents one specific
employee. Along with this employee account number are kept other
elements of information about each employee. When setting up an
employee account, the following information will be needed:
EMPLOYEE NUMBER An alphanumeric input up to four characters used
to identify each employee. This can be any number
or group of letters or a combination of the two.
ACTIVE Enter "Y" if the employee is currently working for
you or "N" if he is not and you do not want
FINANCE MANAGER to continue to update his file.
NAME Enter the employee's full name (how it is listed
on his W-4 form). We suggest that you enter last
name, comma (,), first name. FINANCE MANAGER will
reverse the employee's name when printing labels,
checks or W-2s. If you do not put a comma (,)
between last and first names, the employee's name
will be printed as input.
Page 9
FINANCE MANAGER II - Payroll
ADDRESS Enter employee's address. This address is used
when printing address labels, employee paychecks
and W-2s.
ADDRESS Enter second address line if any.
CITY Enter employee's city.
STATE Enter employee's two digit State or Province code.
ZIPCODE Enter employee's zip or postal code.
PHONE Enter up to 12 characters. May be used for other
information if needed.
SEX(M,F) Enter either "M" for male or "F" for female.
MARITAL(S,M) Enter marital status of employee as shown on his
W-4, used in calculating taxes and withholding.
Enter either "S" for single or "M" for married or
"H" for head of household.
DEPT If you are using departments, enter the department
for this employee.
HIRED Enter employee's actual hire date.
HOURLY/SALARY(H,S) This field determines how each employee's pay is
to be calculated. Enter either "H" for hourly or
"S" for salary.
FREQUENCY(W,B,S,M) This field determines how employee's pay and
payroll deductions are calculated for taxes and
withholding. Enter length of pay period. Either
"W" for weekly, "B" for biweekly, "S" for
semi-monthly or "M" for monthly.
PAYRATE Enter amount employee is paid. Amount per hour
for hourly employees. Amount per pay period for
salary employees. Enter between .01 and
999999.99.
OVERTIME Hourly employees only. Enter Overtime hourly pay
rate. Enter between 0.00 and 99.99.
HOLIDAY Hourly employees only. Enter Holiday hourly pay
rate. Enter between 0.00 and 99.99.
SOCIAL SECURITY
NUMBER Employee's social security number as listed on his
W-4.
DEDUCTIONS FEDERAL Enter number of Federal deductions employee
(FWH) claimed on his W-4. Enter between 0 and 99.
Enter 99 if no deduction is to be taken out.
Page 10
FINANCE MANAGER II - Payroll
DEDUCTIONS STATE Enter the number of State deductions. This number
(SWH) will be used to calculate State Payroll Deduction
amounts. Enter 99 if no deduction is to be taken
out.
DEDUCTIONS CITY Enter the number of City deductions. This number
(CWH) will be used to calculate City Payroll Deduction
amounts. Enter 99 if no deduction is to be taken
out. (optional)
EIC 0-2 Enter the number of Advanced Earned Income Credit
(if any) the employee claimed on his W-5. If
employee does not fill out a W-5 form he cannot be
eligible for Advance Earned Income Credit. Enter
between 0-2. "0" not eligible for EIC, "1" one
person in family eligible and "2" husband and wife
eligible for EIC.
PAY FICA, FUTA, Use if FICA (Social Security), FUTA (Federal
SUTA, SDI Unemployment), SUTA (State Unemployment) or SDI
(State Disability Insurance) will be paid for
employee. Enter either "Y" if will be paid or "N"
if will not be paid. For each category that will
be paid you must set up an account in the G/L
Chart of Accounts. The same account numbers must
also be entered in the Payroll Configuration. See
section 7a for details.
OTHER Used for other payments required by law to be paid
by employer (Optional).
STATE ANNUAL A few States have "STATE EXEMPTIONS". If your
EXEMPTIONS State does not have any skip this field (enter 0).
Otherwise enter the total dollar amount for the
number of exemptions employee claimed on his W-4
form. (Multiply number of exemptions on W-4 by
dollar amount your state allows for each exemption
claimed).
NOTE: May also be used for any additional dollar
amount that is needed to be subtracted from
gross income if the number of state
deductions on this form and the annual
deduction amount in the tax table, when
multiplied, are not the correct total dollar
amount for deductions claimed on employee's
W-4.
STATE ANNUAL A few states have "TAX CREDITS". If your state
TAX CREDIT does not have any skip this field (enter 0).
Otherwise enter the total dollar amount of tax
credit for this employee.
EXTRA TAXES Enter the dollar amount for extra Federal, State
or City taxes the employee wants withheld from his
paycheck per pay period according to his W-4.
EXTRA AMOUNTS Enter extra amounts paid to, or deducted from
employee's pay (per pay period). Examples: Car
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FINANCE MANAGER II - Payroll
allowance added back into pay, or Insurance taken
out.
ACCRUAL RATES Number of hours (per pay period) of vacation and
sick pay that are accrued. Enter hours accrued
between 0 and 99.999.
3d - GETTING FAMILIAR WITH EMPLOYEE ACCOUNTS
Before beginning to enter your own employee accounts, practice adding,
changing and deleting employee accounts by using the WORK demo file.
This will familiarize you with how to enter, change or delete employee
accounts. Changing and deleting employee accounts is described in
easy to follow lay mans terms in the following sections.
1. From the Payroll Main Menu select "F4" on the menu. You will then
be prompted for the following information:
Employee Num:____ Active(Y/N):_ Social Security Number:_____________
NAME :_______________________ Deduction:FWH:__ SWH:__ CWH:__ EIC:_
ADDRESS:_______________________ PAY FICA:_ FUTA:_ SUTA:_ SDI:_ OTH:_
ADDRESS:_______________________ STATE ANNUAL: Exemption :_________
CITY :______________ STATE:__ Tax Credit:_________
ZIPCODE:________PHONE:_________ EXTRA TAXES: Federal :_________
State :_________
Sex(M,F):_ Marital(S,M):_ Dept:___ City :_________
Hired :__-__-__ Hour/Salary(H,S):_ EXTRA AMOUNTS:Earnings :_________
Frequency(W,B,S,M):_ Payrate:_____ Deductions:_________
Overtime:___________ Holiday:_____ ACCRUAL RATES:Vacation :_______
Sick :_______
3e - ENTERING YOUR OWN EMPLOYEE ACCOUNTS
When you actually enter your own employee accounts, it would be a good
idea to collate your employees into some kind of logical order in your
mind. This will be helpful to you later, each time you need to look
up employees by account number.
In order to enter employee accounts switch to your live data files.
To do this, simply return to the FINANCE MANAGER Master Menu (press
the ESC key until you are there). When you are at the Master Menu,
enter one more ESC. The program will then prompt "DO YOU WANT TO
RESTART (Y/N):_" enter "Y".
At this point (if you have your data on floppy disks) switch from the
Doc and Demo disk to your live G/L data diskette. Select your "real"
data file name. From the Master Main Menu select "F5". The system
should tell you that it did not find your Payroll files. Enter "Y" at
the "Create new Files" prompt. From the Payroll main menu, select
"F4" and you will be ready to enter your employee accounts.
1. At the input screen, the cursor will be positioned at the
employee account number field. Unless you are entering your very
first employee account number, there should be default data in
this field.
2. Instead of using the default data (if any), enter a new employee
account number of your choice. The step by step input procedure
for an example employee account is as follows:
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FINANCE MANAGER II - Payroll
3. First, enter the employee account number. For example:
Employee Num:SMIT
4. Input if account is active or not:
Active (Y/N):Y
5. Input Employee's full name as it is listed on his W4:
Name:John Thomas Smith______________
6. Input Employee's mailing address:
Address:3000 Main Street______________
7. Input Employee's mailing address:
Address:Suite 300_____________________
8. Input the city:
City:Colorado Springs__
9. Input the state:
State:CO
10. Input the zip or postal code:
Zipcode:80920_____
11. Input the employee's phone number:
Phone:719-123-4567
12. Input employee's sex:
Sex(M,F):M
13. Input employee's marital status:
Marital(S,M):S
14. Input the employee's Department (if any):
Dept:____
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15. Input employee's hire date:
Hired :01-01-89
16. Input if employee is paid by the hour or is on a salary:
Hourly/Salary(H,S):H
17. How often you will be paying this employee (see previous section
for codes).
Frequency(W,B,S,M):B
18. Input employee's payrate PER HOUR. If employee is on a salary
enter total pay PER PAY PERIOD.
Payrate:10.00____
19. Input employee's overtime payrate PER HOUR when paid overtime
(hourly employees only).
Overtime:15.00____
20. Input employee's holiday payrate PER HOUR when paid for a Holiday
(hourly employees only).
Holiday:20.00____
21. Input employee's Social Security Number as listed on W-4 form.
Social Security Number :123-45-6789
22. Input the number of Federal deductions listed on his W-4 form.
Deduction FWH:1
23. Input the number of State deductions.
SWH:1
24. Input the number of City deductions.
CWH:1
25. Input the amount of Earned Income Credit (if any) the employee is
eligible for and has listed on his W-5 form. (Enter 0 for none).
EIC 0-2:1
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FINANCE MANAGER II - Payroll
26. Input "Y" or "N" if FICA (Social Security) will be due for this
employee.
FICA:Y
27. Input "Y" or "N" if FUTA (Federal Unemployment Tax) will be due
for this employee.
FUTA:Y
28. Input "Y" or "N" if SUTA (State Unemployment) will be due for
this employee.
SUTA:Y
29. Input "Y" or "N" if SDI (State Disability Insurance) will be due
for this employee.
SDI:Y
30. Input "Y" or "N" if other fees or taxes will be due for this
employee.
OTH:N
31. Input the total dollar amount to deduct from employee's gross
income per year (if any).
STATE ANNUAL Exemption:6.65_____
32. Input the total dollar amount to deduct from employee's State
Taxes per year (if any).
STATE ANNUAL Tax Credit:20.00____
33. Input the dollar amount to deduct PER PAY PERIOD for any extra
taxes according to employee's W-4 form for the following:
EXTRA TAXES: Federal:22.00____
State :13.00____
City :1.50_____
34. Input the dollar amount per pay period for any extra earnings.
EXTRA AMOUNTS: Earnings:20.00____
35. Input the dollar amount per pay period for any extra deductions.
EXTRA AMOUNTS: Deductions:5.00_____
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FINANCE MANAGER II - Payroll
36. Input the number of hours PER PAY PERIOD that are to be accrued
for vacation.
ACCRUAL RATES: Vacation:2.125__
37. Input the number of hours PER PAY PERIOD that are to be accrued
for sick leave.
ACCRUAL RATES: Sick:1.50___
38. If you make a mistake in any field, and would like to correct it,
you can easily back up to a previous field by pressing the
backspace key.
39. After you have entered the data in the Accrual Rates field, the
message "Change Beginning Balance Data (Y/N):_" will appear. If
you answer with a "N" Finance Manager will continue to item 41.
40. If you answer "Y" Finance Manager will display on the lower half
of the screen the following:
EMPLOYEE BEGINNING BALANCE:
Earnings taxable :0_________ FICA :0_________ Extra Deduct :0___
Earnings Non-taxable:0_________ FUTA :0_________
Withholdings Federal:0_________ SUTA :0_________
Withholdings State :0_________ SDI :0_________ Vacation Hours:0___
Withholdings City :0_________ Oth Tx:0_________ Sick Hours :0___
41. Enter any preexisting employee balances. These beginning
balances will show on your year-to-date reports and W-2.
NOTE: Another alternative is to enter individual transactions
broken down by pay periods for each employee, and then
enter manual checks to pay these transactions. Make sure
that you delete any preexisting payroll transactions in the
General Ledger. You do not want to have these transactions
listed twice. It is always best to start this module at
the beginning of the year to avoid any confusion.
42. Once all of the data has been entered correctly, answer "Y" at
the "Are inputs correct(Y/N):_" prompt. If you answer with a
"N", the cursor will return to the Employee Number prompt and
previous input will be ignored.
43. If you answered with a "Y", the new employee account is added and
you will automatically return to the employee number prompt. You
are then ready for more input.
NOTE: Please note that the employee number you have just added is
automatically added to the "pop up" window which lists all
accounts. Use the cursor keys (when at the employee number
field), in order to scroll through the active employee
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FINANCE MANAGER II - Payroll
accounts to search for the account you have just added. If
you have added your account correctly, it will
automatically be in order within this list. The list reads
from left to right.
44. The cursor will once again be at the employee number field.
Repeat steps 2-41 until you have finished entering all of your
employees.
45. Make sure you answer the prompt "Are inputs correct (Y/N):_" with
a "Y" to save your inputs before pressing the ESC key. Otherwise
all of the data you just entered will be lost and you will have
to re-enter it. To leave the current input field and return to
the previous menu simply press the ESC key.
3f - CHANGING EXISTING EMPLOYEES
The steps below outline the procedure for making changes to your
existing employee accounts.
1. Select "F4" at the Payroll main menu.
2. With the cursor at the employee number prompt, type in the
account number you wish to change. If you wish to accept the
default account press ENTER. To choose a different account, move
the highlighted pointer through the account list that appears on
the screen by using the up and down keypad arrows.
3. Because the account number you have entered is an existing
employee number, the system prompts:
ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_
Answer this prompt with "M". You are now in the change mode.
4. Make any desired changes the existing data, but you are not able
to change the account number. Press ENTER to leave any field
unchanged.
5. If you want to go back to a previous field while you are changing
data, you may do so by pressing the Backspace key.
6. After you make the necessary changes to your data, press ENTER or
the PgDn key until the system prompts "Are inputs correct
(Y/N):_". Type "Y" to save your changes. If you enter a "N",
the system will ignore all changes and the cursor will return to
the account number field.
3g - DELETING EMPLOYEES
When deleting employees, there cannot be any transactions for that
employee number. If there are transactions for the account to be
deleted, FINANCE MANAGER will not allow the account to be deleted.
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FINANCE MANAGER II - Payroll
Be sure to practice deleting accounts on your demo WORK file before
you delete a "real" employee from your "real" data files.
To delete an employee account follow the steps below:
1. Select "F4" at the Payroll main menu.
2. Then enter the number of the account to be deleted while at the
employee account number prompt. The system will then prompt:
ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_
3. Select "D". The system will prompt you "Are you sure (Y/N):_" If
you answer with "Y" the account will then be deleted.
3h - SUGGESTED METHOD FOR SETTING BEGINNING BALANCES
When setting up your Payroll, as well as employee beginning balances,
you must be sure that you are in balance with your General Ledger.
This is a vitally important procedure to remember when setting up your
books. The following steps will insure that you are in balance:
1. Set up all your employee accounts with a zero beginning balance
first.
2. You then have two options to enter any prior payroll balance:
3. You may enter them in the Employee Beginning Balance input
fields. These balances will then show as a lump sum on your
year-to-date Payroll Register report and W-2s. If you are
starting a new accounting year and have preexisting vacation and
sick leave balances we recommend for those to be entered as a
total sum in there corresponding fields.
4. Or you may enter them as individual transactions (see section 4),
broken down by prior pay periods for each employee. We recommend
entering all your prior payroll balances as individual
transactions. Then enter manual checks to pay all transactions
just entered. As these transactions will be posted to the
General Ledger you should ensure that you have removed any
previously entered G/L transactions to avoid duplicate data.
5. After all beginning balances have been entered, print a
year-to-date (Jan-Dec) Payroll Register report to verify all
current employee balances for your selected pay period. To
verify the correct balances for sick leave and holiday print the
Vacation & Sick Report.
6. After you have verified all account balances you are now up to
date and fully operational. If you want your General Ledger
Payroll account to reflect the current balances of all Payroll
accounts, you should go to the Payroll Utility main menu and post
the transactions to the General Ledger. See section 7c for
detailed information.
Note: Make sure that you delete any preexisting payroll
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FINANCE MANAGER II - Payroll
transactions in the General Ledger, so they will not be
listed twice.
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FINANCE MANAGER II - Payroll
SECTION FOUR - TRANSACTIONS
4a - WHAT ARE TRANSACTIONS
One transaction should be entered into the payroll system at the end
of each pay period. Each entered transactions will become a check to
the employee when paid. Thus only enter one transaction for each
payroll check needed.
4b - TRANSACTION DATA FIELDS
The transaction input fields are described below. Each of these
fields has a default which is the last data entered into that field.
This default saves keystrokes when doing repetitive inputting.
EMPLOYEE NUMBER This is the account number for the employee for
which you are entering a transaction. Note that
the employee's name will automatically appear when
an active account number is entered as well as the
frequency of the employee's pay. REQUIRED.
PAY PERIOD ENDING This is the last day of the pay period) not the
date on the check). REQUIRED.
HOURS PAID These are the total number of hours for regular,
overtime, sick, vacation or holiday, the employee
will be paid for this pay period. Notice that
Finance Manager will automatically calculate the
number of regular hours paid for each employee.
REQUIRED, HOURLY EMPLOYEES ONLY.
OTHER EARNINGS 1&2 These input fields would include any other
compensation the employee receives (car allowance
etc.) If this compensation should be taxed enter
"Y" in the following "Taxable(Y/N)" field. Enter
"N" if this compensation should not be taxed. If
"N" is selected these amounts WILL NOT be shown on
the employees W-2. OPTIONAL
OTHER DEDUCTION This deduction can be used for miscellaneous
deductions from the employees paycheck. If this
deduction should be taxed enter "Y" in the
following "Taxable(Y/N)" field. Enter "N" if this
deduction should not be taxed. These amounts WILL
be shown in box 10 of the employees W-2.
OPTIONAL.
ACCOUNT The "Account" field allows you to select the G/L
account number to which the Other Earnings and
Other Deduction amount fields correspond (e.g. for
a car allowance other earnings you would select
your G/L car allowance expense account).
OPTIONAL.
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FINANCE MANAGER II - Payroll
4c - GETTING FAMILIAR WITH TRANSACTIONS
Before entering your "real" transactions, follow the procedures listed
below by practicing with the WORK demo accounts. This will aid you in
learning how to enter transactions without using live data.
1. From the Payroll Main Menu select "F1". You will then be
prompted for the following information:
Employee Number :_____
Pay Period Ending :__-__-__
HOURS PAID:Regular:_______Overtime:_______Sick:_______Vacation:_______
Holiday:_______ TOTAL HOURS:
Other Earnings 1:__________ Taxable(Y/N):_ Account:____
Other Earnings 2:__________ Taxable(Y/N):_ Account:____
Other Deduction :__________ Taxable(Y/N):_ Account:____
2. The cursor will be positioned at the "Employee Number" prompt.
On the lower half of the screen you will see the existing
employee accounts appear. Seeing these accounts is helpful when
you are selecting employees.
The selected employee account is highlighted. In order to move
to other accounts, press the up or down arrow keys on the right
keypad. If you move the highlighting pointer down a few lines,
notice how the list scrolls.
You may select an existing account number by moving the
highlighting pointer up or down to the desired account and then
pressing the ENTER key.
This advanced feature allows you to scroll through your employee
account listing without ever having to memorize, or even type in,
an account number.
3. To return to the previous menu, press ESC.
Before entering your own transactions, practice adding, changing and
deleting transactions by using the WORK demo files. This will
familiarize you with how to enter, change, or delete transactions.
Changing and deleting transactions is described in the following
sections.
4d - ENTERING TRANSACTIONS
As you enter each transaction, FINANCE MANAGER saves this information
and updates the employee listing as appropriate.
1. In order to begin entering transactions, select "F1" from the
Payroll Main Menu. You will then be prompted for the following
information:
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FINANCE MANAGER II - Payroll
Employee Number :____
Pay Period Ending :__-__-__
HOURS PAID:Regular:_______Overtime:_______Sick:_______Vacation:_______
Holiday:_______ TOTAL HOURS:
Other Earnings 1:__________ Taxable(Y/N):_ Account:____
Other Earnings 2:__________ Taxable(Y/N):_ Account:____
Other Deduction :__________ Taxable(Y/N):_ Account:____
2. When entering transactions, the last transaction entered always
provides the default data (unless of course, this is your very
first transaction). To accept the default data, simply press
ENTER and you will move to the next field. In order to change
data, simply type in the new data and then press ENTER.
3. First enter the employee number:
Employee Num:SMIT
The existing employees will appear on the screen. You may either
select an employee from this list by using keypad arrow keys (as
described earlier), or you may type in the employee number. If
you are using the keypad arrow keys, be sure the Num Lock key is
off.
NOTE: When you enter the employee number the following message
appears:
FREQUENCY:BIWEEKLY
This message reminds you of the employee's pay schedule.
4. Enter the date the Pay Period ends:
Pay Period Ending:05-08-89
5. Enter the total number of hours for regular, overtime, sick,
vacation or holiday to be paid:
Regular:80.00__ Overtime:3.00___ Sick:0.00____ Vacation:0.00____
Holiday:0.00____
6. Enter any other earnings and/or deductions, as well as taxable
flags, and account numbers:
Other Earnings 1:10.00_____ Taxable(Y/N):Y Account:5230
Other Earnings 2:0_________ Taxable(Y/N):_ Account:____
Other Deduction :0_________ Taxable(Y/N):_ Account:____
7. At this point FINANCE MANAGER will calculate and display the
deductions for this transaction. After the automatic calculation
is made the following message will be displayed:
Change Payroll Calculations (Y/N):_
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FINANCE MANAGER II - Payroll
Note: Answer this message with "Y" if you need to manually change
the computers calculated payroll deductions. Otherwise
answer with "N". If you had preexisting payroll or were
calculating earnings and deductions differently than the
automatic method used by Finance Manager you would answer
the above prompt with "Y". You will then be allowed to
change each of the calculated amounts.
8. If you are entering a transaction and you want to go back to a
previous field, use the Backspace key.
9. You may abort the transaction at any time by pressing ESC.
10. After you have entered all your transactions the system will
prompt you:
Are inputs correct (Y/N):Y
Answer the prompt with "Y" if you wish to save the transaction.
The cursor will then automatically return to the Employee Number
field for the next transaction. If you answer this prompt with a
"N", you will return to the Employee Number field and all prior
inputs will be ignored and the cursor returns to the first input
field.
11. After you have entered all your transactions, press the ESC key
to return to the Payroll Main Menu.
4e - CHANGING EXISTING TRANSACTIONS
If you discover an error in an earlier transaction, or if you would
like to change previously entered information, FINANCE MANAGER allows
you to do so. Outlined below are the procedures for changing
previously entered transactions.
1. Select "F2" at the Payroll Main Menu.
2. The system prompts you for "ENTER DATA FOR PAYROLL TRANSACTION
SEARCH".
3. Enter data in the fields you want to search for. For example, if
you want to search for all transactions which have a pay period
ending date of "05-06-89", you would move to the Pay Period
Ending field and enter the date. Upper and lower case does not
matter in alphanumeric fields, and you do not have to complete
the field. For example, if you entered only the first part of
the date "05", FINANCE MANAGER will find all dates which begin
with "05" (i.e. "05-06-89"). You could also add an employee
number parameter to the search and, consequently, find only the
"05" pay period dates for a particular employee.
Any field left blank is an assumed wild card for that field.
Thus if you leave ALL of the fields blank, all transactions are
selected by the search. Either press ENTER or the PgDn key until
you are prompted with "Are Inputs Correct (Y/N):_". If your
entries are correct enter "Y". If you enter "N" you will return
to the first input screen to start again.
To assist you in finding an employee or chart of accounts account
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FINANCE MANAGER II - Payroll
number, pressing the "F2" key while at the corresponding input
field will display a pop-up accounts window. You can now scroll
through your accounts listing and select the appropriate account
to search for. Pressing "Enter" or "Backspace" will remove the
pop-up accounts window.
4. Next, FINANCE MANAGER searches for all transactions containing
the values you have specified. As each transaction is displayed,
the program displays the following prompt:
Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit:_
You must select M,D,C,R,B,E,+,-, or Q. Where:
M = Modify (change) transaction shown.
D = Delete (remove) transaction shown.
C = Continue (find next transaction that matches search).
R = Reverse continue (find prior transaction that matches
search).
B = Beginning (go to first transaction in file).
E = Ending (go to last transaction in file).
+ = Go to next consecutive transaction in file.
- = Go to prior consecutive transaction in file.
Q = Quit transaction search.
5. As long as you continue to answer the above prompt with "C",
FINANCE MANAGER continues searching for all transactions
containing the values you have specified. Selecting "R" does the
same as "C" except it searches backwards.
6. Answering the prompt with a "+", causes FINANCE MANAGER to
display the next consecutive transaction; a "-" shows you the
previous transaction (regardless of search parameters).
7. Entering a "B" or an "E" will take you to the Beginning or End of
the transaction file respectively. It ignores search parameters.
8. When the search function displays the transaction you wish to
change, answer the prompt with an "M" (Modify).
9. You are now in the change mode. Remember, ENTER leaves a field
unchanged. Change data in any field by typing in the new value
for the given field. If you change any payroll number FINANCE
MANAGER will recalculate the earnings, deductions, employer
liability and accrued vacation and sick hours at the bottom of
the screen.
10. FINANCE MANAGER will tell you if the transaction has already been
posted to your General Ledger. If the transaction has been
posted you will not be able to make ANY changes. This is
necessary to avoid out-of-balance conditions with your General
Ledger.
If you need to change the fields of a posted transaction we
recommend that you enter a new transaction to reflect any
adjustment to the original transaction.
11. If you have made a mistake, or you would like to return to a
previous field, simply use the Backspace key. Use the ESC key to
ignore your changes and return to the Main Menu.
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FINANCE MANAGER II - Payroll
12. After you have made all necessary changes to your transactions
the program will prompt you "Are inputs correct (Y/N):_". Answer
"Y" if you wish to save them. The cursor will then return to the
first input screen and you can continue on. Answer "N" and the
system will ignore all changes and return to the first input
field.
13. If you press the ESC key the system will prompt you: "FIND
ANOTHER (Y/N):_" if you answer "Y" your cursor returns to the
first input screen. Answer "N" you will return to the main menu.
4f - DELETING TRANSACTIONS
To delete or remove a transaction PERMANENTLY, do the following:
1. Select "F2" at the Payroll Main Menu.
2. Enter search data and find desired transaction as described in
"Changing Transactions".
3. When the transaction you wish to delete is displayed on the
screen, answer "D" at the prompt below.
Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit:
5. After you have deleted the desired transaction(s), you may use
the "Sort" function. (See Section Seven "Other features and
functions - Sorting Transactions.") When sorting the
transactions, the program frees disk space which was formerly
used by the now deleted transactions.
PAID (Not posted) To delete a paid (not posted) transaction you must
TRANSACTIONS: first void the check and then you will be allowed to
delete the transaction.
PAID & POSTED To delete a paid and posted transaction all you have
TRANSACTIONS: to do is delete the transaction. Finance Manager
will automatically delete the transaction and create
a reversal transaction to be posted to the G/L next
time you do a posting.
4g - POINTS TO REMEMBER
When searching for transactions remember that the transaction file
will be shown in the order it was last sorted by. See section 7b
"Sorting Transactions" for more information.
When you delete a posted transaction, Finance Manager will remove the
transaction from the payroll system as well as make a reversing entry
to be posted to the General Ledger. The net effect will be as if the
transaction was never entered.
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FINANCE MANAGER II - Payroll
SECTION FIVE - REPORTS
The Payroll Reports Menu allows you to generate a full spectrum of
Payroll reports from your data base. The reports menu ("F3" from the
Payroll Main Menu) appears as follows:
--------- PAYROLL REPORTS MENU ---------
| |
| ESC Return to Payroll Main Menu |
| F1 Payroll Journal |
| F2 Payroll Register |
| F3 Check Register |
| F4 Vacation & Sick Report |
| F5 Employee Listing |
| F6 Employee Address Labels |
| F7 Paid Payroll Recap |
| F8 Quarterly Tax Summary |
| F9 Non-Posted Transaction Journal|
| F10 General Ledger Distribution |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
Reports can be generated to show results for a specific month, a range
of months, a quarter, a year, a pay period, etc. All reports may be
generated at any time and for any 12 month range. This means that you
are not limited to printing a report only once, and it also means that
you can print a report for a prior period as well.
Samples of each report are shown in Appendix A, and may be printed
while using the DEMO accounts.
5a - GENERAL INSTRUCTIONS FOR GENERATING REPORTS
While printing any report you may, if desired, interrupt the printing
in one of two ways:
PAUSE THE PRINTER: When you are printing reports on your printer,
you may pause the printing by pressing any key.
Please keep in mind that most printers have a
print buffer. Consequently, the report
continues to print until the buffer is empty.
Pressing any key again will continue your
printout. This function will not work if you
are sending reports to the screen, since reports
will stop automatically as each screen is full.
STOP THE PRINTER: If while printing, you wish to stop the printer
and return to the menu, all you have to do is
press the "Esc" key. Please keep in mind that
most printers have a print buffer, causing the
report to continue to print until the buffer is
empty. You will, however, return to the menu
immediately.
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FINANCE MANAGER II - Payroll
When generating reports, you have three output destination options.
First, you may send the reports to the screen. Second, if you have a
printer, you can print a hard copy. Finally, you can send your
reports to a disk file. With this useful option, reports can be
stored and then printed at a later date.
This "Destination" prompt is an option for each of the available
reports. To select the destination, answer the prompt below:
TO SCREEN/PRINTER/DISK (S/P/D):__
If you select "D" for disk, the system will prompt you for a disk
"filename". Enter a filename of up to eight characters. The file
will be saved on your data disk, with the file extension of ".RPT".
If a file with the name entered already exists, the system will tell
you so and ask if you want to delete the old file. If you answer "N",
the new report will be appended to the already existing disk file.
For some reports, you also need to specify reporting dates via the
"Date" prompt. The date prompt appears as follows:
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
These dates determine which months and years are shown on your
reports. The ending month and year must be within twelve months of
the starting month and year (maximum 12 month range). To get a
year-to-date report you might select the dates 1-89 through 12-89.
Likewise, if you want a first quarter report you should select 1-89
through 3-89.
When entering prompts for reports, remember that you may back up to a
previous field by pressing the Backspace key. If you want to go back
to the reports menu while you are at the input screen, press ESC.
5b - PRINTING THE PAYROLL JOURNAL
This report is a listing of all transactions entered during a
specified period of time and shows which General Ledger accounts are
credited and debited.
When printing the PAYROLL JOURNAL (F1), be sure to employ the
following procedures:
a. Select "F1" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
SELECT PAID,UNPAID OR ALL (P,U,A) :_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
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FINANCE MANAGER II - Payroll
c. First, type in the destination for your report.
d. Then, enter the type of transactions to be included in this
report. If you enter "P", only the paid transactions will be
printed. If you enter "U", only the unpaid transactions will
be printed. If you enter "A", all transactions will be
printed.
e. Finally, enter the date range wanted for your report. This
report is compared to the Period Ending date of the
transactions.
f. The report will then be printed.
NOTE: If the message "LOAD PRINTER WITH AT LEAST 11" WIDE
PAPER" comes up while you are waiting for the report to
print, your settings for printing in compressed mode is
not set up correctly in the G/L System Utilities.
Please check your printer manual for the correct control
codes.
5c - PRINTING THE PAYROLL REGISTER
This report gives in detail a gross total of all earnings, deductions
and liabilities for the selected pay period.
When printing the PAYROLL REGISTER (F2), the following procedures
apply:
a. Select "F2" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
SELECT PAID,UNPAID OR ALL (P,U,A):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
Pay frequency(A,W,B,S,M):_
EMPLOYEE ACCOUNT RANGE:
STARTING EMPLOYEE:____
ENDING EMPLOYEE:____
c. First, type in the destination for your report.
d. Second, select "P" for paid, "U" for unpaid or "A" for all
employees. If you select "U", you will not have a date range
selection.
e. Third, enter the date range wanted for your report.
f. Next, answer the "Pay frequency" prompt with either "A" (all),
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FINANCE MANAGER II - Payroll
"W" (weekly), "B" (biweekly), "S" (semi-monthly), or "M"
(monthly).
g. Finally, select the employee account range you want included in
this report.
h. The report will then be printed.
5d - PRINTING THE CHECK REGISTER
This report shows the checks you have written for each pay period,
including the gross pay, total deductions and the net pay for each
employee.
When printing the CHECK REGISTER (F3), the following procedures apply:
a. Select "F3" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
c. First, enter the destination for your report. Next, enter the
date range wanted for your report. This date is the paid date
and NOT the transaction "Period Ending" date.
d. The report will then be printed.
5e - PRINTING THE VACATION & SICK REPORT
This report shows the current balance and the used year to date figure
of vacation and sick hours for any range of employees selected.
When printing the VACATION & SICK REPORT (F4), the following
procedures will apply:
a. Select "F4" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
AS OF: Month:__ Year:__
Skip Inactive Employees :_
Pay frequency (A,W,B,S,M):_
EMPLOYEE ACCOUNT RANGE:
STARTING EMPLOYEE:____
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FINANCE MANAGER II - Payroll
ENDING EMPLOYEE:____
c. First, type in the destination for your report. Next, enter
the date wanted for your report.
d. Then, answer the "Skip Inactive Employees" prompt with "Y" or
"N".
e. Next, answer the "Pay frequency" prompt with either "A"(all),
"W"(weekly), "B"(biweekly), "S"(semi-weekly) or "M"(monthly).
f. Then, enter employee account number range for which you want
the report to be printed. Notice that when you reach the
"Starting Employee" prompt, FINANCE MANAGER will display an
employee listing on your screen so you will not have to
memorize any account numbers.
g. Next, the following screen will appear:
---------- SELECT SORT ORDER -----------
| |
| ESC Return to Reports Menu |
| F1 Employee Number Order |
| F2 Zipcode Order |
| F3 Employee Name Order |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
h. Select either "F1", "F2", or "F3" depending on the order you
want the report to print in.
i. The report will be printed.
5f - PRINTING THE EMPLOYEE LISTING
This report is a listing of all employees and the corresponding
information in the Employee Account Number data base.
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FINANCE MANAGER II - Payroll
When printing this report the following procedures apply:
a. Select "F5" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
Skip Inactive Employees :_
Pay frequency (A,W,B,S,M):_
EMPLOYEE ACCOUNT RANGE:
STARTING EMPLOYEE:____
ENDING EMPLOYEE:____
c. Type in the destination for your report.
d. Next, answer the "Skip Inactive Employees" prompt with either
"Y" or "N".
e. Then, answer the "Pay frequency" prompt with either "A" (all),
"W" (weekly), "B" (biweekly), "S" (semi-monthly) or "M"
(monthly).
f. Next, enter the employee account number range which you want
printed. Notice that when you reach the "Starting Employee"
prompt, FINANCE MANAGER will display an employee listing on
your screen so you will not have to memorize any account
numbers.
g. Then, the following screen will appear:
----------- SELECT SORT ORDER ----------
| |
| ESC Return to Reports Menu |
| F1 Employee Number Order |
| F2 Zipcode Order |
| F3 Employee Name Order |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
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FINANCE MANAGER II - Payroll
h. Select either "F1", "F2", or "F3" depending on the order you
want the report to print in.
i. The report will be printed.
5g - PRINTING THE EMPLOYEE ADDRESS LABELS
This report provides mailing labels for your employees, sorted in
employee number order, zipcode order, or employee name order. Use
one-up labels with any length from 6 to 99 lines per label.
When printing this report the following procedures apply:
a. Select "F6" from the payroll reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
Number of lines per label:__
Skip Inactive Employees :_
Pay frequency (A,W,B,S,M):_
EMPLOYEE ACCOUNT RANGE:
STARTING EMPLOYEE:____
ENDING EMPLOYEE:____
c. Type in the destination for your report.
d. Enter the number of lines per label (6-99). This is the
number of print lines from the top of one label to the top of
the next. Usually 6 lines for 15/16 inch long labels.
e. If you want labels for only employees who are currently
working for you, answer the "Skip Inactive Employees" prompt
with "Y". If you want labels for ALL employees answer with a
"N".
f. Then, answer the "Pay frequency" prompt with either "A" (all),
"W" (weekly), "B" (biweekly), "S" (semi-monthly) or "M"
(monthly).
g. Next, enter the employee account number range which you want
printed. Notice that when you reach the "Starting Employee"
prompt, FINANCE MANAGER will display an employee listing on
the lower half of your screen so you will not have to memorize
any account numbers.
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FINANCE MANAGER II - Payroll
h. Finally, load your printer with blank labels. In order to be
sure that they are lined up properly, answer the alignment
prompt with a "Y". Repeat this until your labels are aligned
properly in your printer. Then answer with a "N". This
prompt will only be displayed if you are printing the labels
to the printer.
i. Next, the following screen will appear:
----------- SELECT SORT ORDER ----------
| |
| ESC Return to Reports Men |
| F1 Employee Number Order |
| F2 Zipcode Order |
| F3 Employee Name Order |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
j. Select either "F1", "F2", or "F3" depending on the order you
want the report to print in.
k. The labels will be printed.
5h - PRINTING THE PAID PAYROLL RECAP REPORT
This report will show TOTAL earnings, deductions and liabilities for
the period you select. The data used in this report will include ONLY
PAID transactions and the dates selected are the paid check date NOT
the "Period Ending" date.
When printing this report the following procedures apply:
a. Select "F7" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING DATE:__-__-__
ENDING DATE:__-__-__
c. First, enter the destination for your report. Next, enter the
starting date range and the ending date range wanted for your
report. Remember, this is the "Paid Date" not the "Period
Ending" date.
d. The report will then be printed.
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FINANCE MANAGER II - Payroll
5i - PRINTING THE QUARTERLY TAX SUMMARY
This report lists each employee, social security number, taxed wages,
FICA wages, and SUTA wages for the time period selected (usually one
quarter). It also shows the Federal, State, and City tax liability by
date payroll paid which greatly simplifies your 941 reporting.
When printing this report the following procedures apply:
a. Select "F8" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORT:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
c. First, enter the destination for your report. Next, enter the
date range wanted for your report. Usually you should select
a quarter (i.e. month 1-3, January through March).
d. The report will then be printed.
5j - PRINTING THE NON-POSTED TRANSACTION JOURNAL
This report is a listing of transactions which have not yet been
posted to your General Ledger.
When printing this report the following procedures apply:
a. Select "F9" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
SELECT PAID,UNPAID OR ALL (P,U,A):_
c. Type in destination for your report.
d. Next, enter the type of transaction to be included. Answer
either "P" (paid), "U" (unpaid) or "A" (all).
e. The report will then be printed.
5k - PRINTING THE GENERAL LEDGER DISTRIBUTION REPORT
This report shows the total amount of payroll transactions (including
payments) posted to each General Ledger account number. This report
includes both PAID and UNPAID transactions. Please remember, that
only paid transactions will be actually posted to the General Ledger.
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FINANCE MANAGER II - Payroll
a. Select "F10" from the reports menu.
b. The following screen will appear:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
c. First, enter the destination for your report. Next, enter the
date range wanted for your report.
d. The report will then be printed.
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FINANCE MANAGER II - Payroll
SECTION SIX - WRITING EMPLOYEE PAYCHECKS
This section will discuss how to print Payroll checks, void checks,
and enter manual (handwritten) checks, if desired.
In order to get to the Payroll Checks menu, select "F5" from the
Payroll Main menu. It appears as follows:
---------- PAYROLL CHECKS MENU ---------
| |
| ESC Return to Payroll Main Menu |
| F1 Print Checks |
| F2 Void Checks |
| F3 Manual Checks |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
We will discuss each of the above menu selections in the sections
which follow.
6a - PRINTING CHECKS
Load your printer with your pre-printed continuous-form checks and
check to be sure you have set up the Payroll configuration (utilities
menu) for the checks you will be using (Nebs check form # 9001).
Select "F1" from the checks menu and you will be prompted for the
following information:
NOTE: In order to print continuous form checks you need an 85 column
printer.
Enter DATE for Checks:__-__-__
Enter NEXT Check Number:____
G/L Check Account Number:____
Payroll for type(A,W,B,S,M):_
a. Enter the date you want printed on your checks.
b. Enter the check number of the first check in the printer
(FINANCE MANAGER will not print the check number on check
lineups). If your checks do not have pre-printed check
numbers, enter the number you wish to have printed on the
first LIVE (non-line up) check. FINANCE MANAGER will
automatically increment the checks numbers for the live
printed checks.
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FINANCE MANAGER II - Payroll
c. Enter the General Ledger checking account number for the
checks you are writing. It is important that you use the
correct G/L account number otherwise your funds for this
check(s) will come out of the wrong account. Notice when you
reach this section, how FINANCE MANAGER will display the
account number listing on your screen so you will not have to
memorize any account numbers.
d. Enter the category for which you want checks to be printed.
Enter "A" (all), "W" (weekly), "B" (biweekly), "S"
(semi-monthly) or "M" (monthly).
e. After entering the category FINANCE MANAGER will ask you if
you want printer lineup.
Print Alignment Pattern (Y/N):_
Answer with a "Y" until you have the checks properly lined up.
When you answer this prompt with a "N", your checks will be
printed.
Until you answer the alignment pattern with a "N", you may at any time
abort the check printing process and return to the menu by pressing
the ESC key.
6b - VOIDING PRINTED CHECKS
Check written to a specific employee may be voided by selecting "F2"
from the checks menu. This function will allow you to void the last
check written and also mark the transaction(s) unpaid again, either
computer generated or manual. Upon selecting this function the
following screen will appear:
Enter Check Number to Void:____
If you cannot remember which check number you wanted to void simply
hit ENTER. FINANCE MANAGER will display on the lower half of the
screen all checks written, starting with the last one.
6c - ENTERING MANUAL CHECKS
Another great feature included in the FINANCE MANAGER Payroll module
is the ability to enter checks manually. This allows you the
flexibility of hand writing checks. You simply write the check by
hand if you do not want to do a full check run or do not have
pre-printed checks.
In order to use this feature, select "F3" from the Checks menu. Upon
selecting this function you will be prompted as listed below:
Enter DATE for Checks :__-__-__
Enter NEXT Check Number :____
G/L Check Account Number :____
Payroll for type(A,W,B,S,M):_
Enter the DATE, CHECK NUMBER, G/L ACCOUNT NUMBER AND PAY FREQUENCY as
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FINANCE MANAGER II - Payroll
in section 6a. This procedure is just like printing computerized
checks, except that no check will be printed.
Finance Manager will then display all the transactions (one at a time)
that are not paid so you can select which ones to pay.
When a transaction to be paid is found you will be prompted for "PAY
THIS EMPLOYEE". Answer with a "Y" to pay or "N" to skip and not pay
the transaction.
After all non-paid transactions are shown you will then be returned to
the Checks Menu for further processing.
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FINANCE MANAGER II - Payroll
SECTION SEVEN
OTHER FEATURES AND FUNCTIONS
The remainder of the features and functions of the Payroll Module are
contained on the Payroll Utilities Menu. These features are also very
powerful and important functions of this module. To use these
features select "F6" from the Payroll Main Menu. The following menu
will be shown:
-------- PAYROLL UTILITIES MENU --------
| |
| ESC Return to Payroll Main Menu |
| F1 Sort Transactions |
| F2 Post Transactions to GL |
| F3 End of Period Posting |
| F4 Payroll Configuration Setting |
| F5 Payroll Tax Tables |
| F6 Print End of Year W-2s |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
In this section we will discuss each function as well as its uses and
features. Since setting up the Configuration settings are required
before you will be able to enter any transactions, we will discuss
this selection first.
7a - CONFIGURATION SETTINGS
The configuration settings allow you to configure this module to your
specific company, and to its specific General Ledger account numbers.
This configuration is very important to your transactions, for
pre-printed continuous form checks and to the General Ledger account
numbers used. We recommend using Nebs checks form #9001 and either
standard business window envelopes or Nebs form #775 DU-O-VUE Dual
window envelopes. For the W-2s we recommend using Nebs W-2s form
#9852. Nebs toll free order number is 1-800-225-9550.
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FINANCE MANAGER II - Payroll
By selecting "F4" from the utilities menu you will see the following
screen:
ID#'S FED:____________ STATE:____________ Detail posting to G/L(Y/N):_
COMPANY :_______________________________ Work days/year :___
ADDRESS 1:_______________________________ HOURS PER: Day:_____
ADDRESS 2:_______________________________ Week:_____
CITY :__________________ STATE:__ Semi-Month:______
ZIPCODE :_________ Month:______
FICA :_____% LIMIT:__________ G/L ACCOUNTS:Liability:____ Expense:____
FUTA :_____% :__________ Liability:____ Expense:____
SUTA :_____% :__________ Liability:____ Expense:____
SDI :_____% :__________ Emply Pays:_ Liability:____ Expense:____
OTHER:_____% :__________ Liability:____ Expense:____
G/L ACCOUNT for EXTRA Deductions:_____
G/L LIABILITY ACCOUNTS:Federal withholding:_____State withholding:_____
City withholding:_____
G/L EXPENSE ACCOUNTS: Salary & Wages:_____
Row Col
CHECK WRITING:Print Check#(Y/N):_Print Address(Y/N):_Name Location:__ __
The configuration settings must be set up for each set of books you
have. Be sure to carefully employ the following procedures when
setting up the configuration settings.
Prior to setting up this configuration, you must set up (add) several
Payroll accounts to your G/L Chart of Accounts. These accounts must
be active accounts in your G/L Chart of Accounts in order to be able
to use the Payroll Module correctly (i.e. do not use these account
numbers for any General Ledger transactions - only for use by the
Payroll module).
These accounts are used as interface accounts and posting accounts
between the Payroll module and your General Ledger module. You can
not use the Payroll module without these important accounts even if
you want to use the Payroll module as a stand alone module. Set up
one of each, of the following accounts in your G/L Chart of Accounts
for Payroll:
a. FICA Liability (type L) account
b. FICA Expense (type E) account
c. FUTA Liability (type L) account
d. FUTA Expense (type E) account
e. SUTA Liability (type L) account
f. SUTA Expense (type E) account
g. SDI Liability (type L) account
h. SDI Expense (type E) account
i. Other payroll tax Liability (type L) account
j. Other payroll tax Expense (type E) account
k. Federal Withholding (type L) account
l. State Withholding (type L) account
m. City Withholding (type L) account
n. Salary & Wages (type E) account
o. Checking account (type A) if not already set up
p. Extra Deductions (type L) account
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FINANCE MANAGER II - Payroll
When setting up the Payroll check printing feature for your continuous
checks and other forms, you must specify in the following
configuration what and where you want to have the following fields
printed:
ID#'S FED Enter your employer federal identification number
as it will be listed on your W-2 forms.
STATE Enter your employer state identification number as
it will be listed on your W-2 forms.
COMPANY Enter your company name as it will be listed on
your W-2 forms.
ADDRESS 1 Enter the address of your company as it will be
listed on your W-2 forms.
ADDRESS 2 You may enter a second address for your company as
it will be listed on your W-2 forms.
CITY Enter your company's city.
STATE Enter your company's two letter state or province
code.
ZIPCODE Enter your company's zipcode or postal code.
DETAIL POSTING Allows the option of posting transactions to your
TO G/L (Y/N) General Ledger in detail or summary format.
Selecting detail posting will post each Payroll
transaction as a individual General Ledger
transaction and you can post at any time; while
answering "N" will cause the Payroll transactions
to be grouped and summarized when posted to the
General Ledger. Which ever method you choose the
financial results will be the same. There is one
other difference, however, if you select the
detail posting, the actual Payroll transaction
date will be used when posting to the General
Ledger, while summary posting will prompt you for
a POSTING DATE and will post every entered
transaction to the posting date (even those with
different month dates). If you are a beginner and
do not have many transactions, we suggest that you
select "Y" at this prompt.
WORK DAYS/ Enter the actual number of days your employees
YEAR will work each year including all holidays,
usually 260 (52x5) days.
HOURS PER Enter the number of hours your employees will work
DAY, WEEK, for the pay periods listed. When calculating for
SEMI-MONTH, Semi-Month and Month, calculate the hours per
MONTH year. Example: If your employees work 40 hours
per week and are paid semi-monthly, multiply 40 by
52 weeks in the year, divided by the 24 pay
periods per year to equal 86.67 hours per pay
period.
FICA, FUTA, SUTA, For these fields, enter the percentage of tax, the
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FINANCE MANAGER II - Payroll
SDI, OTHER yearly maximum taxable income limit, and the G/L
employer liability accounts as well as employer
expense accounts for these taxes.
FICA is paid by both the employee and employer at
the percent input.
FUTA is paid by the employer.
SUTA is paid by the employer.
SDI is paid by either the employer or the
employee. Answer the "EMPLY PAYS" prompt with "Y"
to have the employee pay this amount, or enter "N"
to have the employer pay. In most states this is
paid by the employer ("N").
G/L ACCOUNTS Enter here the account numbers you have created
for: FICA, FUTA, SUTA, SDI, Other and Extra
Deductions in the G/L Chart of Accounts in their
respective fields. An account number listing will
appear on the screen when you are at this prompt.
These accounts are used to keep track of the total
amounts deducted for liabilities and expenses. If
you do not deduct from the employee's paycheck or
you do not pay a particular amount you may enter a
"0" for this account number.
G/L LIABILITY Enter here the account numbers you have created
ACCOUNTS for: Federal withholding, State withholding and
City withholding in the G/L chart of Accounts. If
you are not required to pay any one of the above
withholding taxes, and have not set up an account
in the General Ledger you may enter "0" for this
account number.
G/L EXPENSE Enter here the account number you have created for
ACCOUNTS the Salary & Wages account in the G/L chart of
accounts. REQUIRED.
CHECK WRITING At the "Print Check#(Y/N):_" prompt answer "Y" if
you want the check number to be printed and "N" if
you have the check number already printed on your
checks."
At the "Print Address(Y/N):_" prompt, answer "Y"
if you want your employee's address to be printed
on his check, or "N" if you do not want his
address to be printed on his check.
At the "Name Location:__ __" prompt. Enter a
number between 32 and 36 in the row field (which
indicates the number of lines from the top of the
check starting with the first line on the stub)
and a number between 2 and 29 in the column field
(which indicates the number of columns from the
edge of the check, after the perforations). These
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FINANCE MANAGER II - Payroll
numbers will place the name and address so that it
will show correctly when using a window envelope.
(Standard business window envelope uses Row 34 and
COL 11).
FINANCE MANAGER will then ask you "Are inputs correct (Y/N):Y". If
you take the default of "Y" then you be notified that FINANCE MANAGER
is saving your configuration and then you will return to the Payroll
Utilities menu. If you answer "N" the cursor will return to "ID#'S
FED" field and you can start again.
7b - SORTING TRANSACTIONS
The Payroll module normally keeps transactions organized in the order
in which they are input. The Sort function allows the user to sort or
organize the transactions by: date of input, transaction date,
employee order or check number order.
The sort procedure is not a required feature but it is useful, for
example, when printing transaction journals or employee balance
reports and you would like to insure that all transactions are in date
order. To accomplish this, all you have to do is select date order
sort. It would be a good practice to sort the transactions once a
month before printing your reports. The sort order does not affect
any report balances and it is purely for cosmetic purposes. When
sorting transactions this will also free up disk space which was
formally occupied by deleted transactions.
To start sorting transactions, select "F1" at the Payroll Utilities
Menu. The following screen appears:
----------- SELECT SORT ORDER ----------
| |
| ESC Return to Utilities Menu |
| F1 Transaction Input Order |
| F2 Date Order |
| F3 Employee Order |
| F4 Check Number Order |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
----------------------------------------
1. Select the order in which you would like to sort the transactions
by.
2. FINANCE MANAGER automatically sorts all transactions.
3. Press any key to exit and return to the Payroll Main Menu when the
sort is completed.
If you have more transactions than memory can hold at one time, the
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FINANCE MANAGER II - Payroll
default disk drive is used to store a temporary file while sorting
transactions. It is important to remember, therefore, that the
default drive must have adequate remaining disk space, and it must NOT
be "write protected" .
The system will tell if there is not enough memory on your default
drive to sort your file, the sort will abort and you must put a
formatted, blank disk in your default drive (usually drive A:) before
selecting your sort order again.
7c - POSTING TO THE GENERAL LEDGER
Payroll Utilities Menu selection "F2" will post transactions entered
into this module to your General Ledger accounts. Depending on
whether you selected the detail or summary post option in the
configuration (described above) your Payroll transactions are posted
according to the option you selected.
You'll be pleased to know that this posting procedure is a smart
procedure. It will only post the transactions which have not already
been posted. Because of this incredible time saving feature, you may
accidentally post as many times as you wish without worry of any
errors or double posting.
Note: This posting procedure will only post the transactions (checks)
which have already been paid.
This posting process is mandatory in order to interface with the
General Ledger. Without running this procedure, no transactions or
activity from this module will shown on your General Ledger
reports.
NOTE: After this posting procedure is complete, the transactions which
were posted can no longer be changed.
Because of this unique safety feature, we recommend that you only post
after you are absolutely sure all transactions have been entered
correctly and that any adjustments have been made. Generally, a good
rule for you to follow is to post transactions once a month, on the
last day of that month.
After you have run this procedure, you can print any General Ledger
reports, and all paid payroll from this module will be automatically
included in your General Ledger reports.
In order to run this procedure, select "F2" on the Payroll Utilities
menu. If you selected the detail posting option the posting will
commence. If you did not select detail posting you will then be
prompted for a posting date. This prompt is as follows:
Enter Post Transaction Date:__-__-__
When using the summary post option this date will show for all of your
Payroll transactions in the General Ledger as the date of posting.
Usually this date should be the current date (i.e. the last date for
the current month). If detail posting was selected the Payroll
transactions in your General Ledger will have the same dates as they
do in the Payroll Journal.
Page 44
FINANCE MANAGER II - Payroll
7d - PAYROLL TAX TABLES
WARNING: It is very important that you enter your Tax Table data
correctly. Hooper International assumes no liability for
errors. We consider it mandatory to test your payroll
deductions by manually calculating your payroll to verify
that all deductions are correct.
The payroll tax tables contain all of the Federal, State and City tax
information as well as any other information about Earned Income
Credit for your particular state. FINANCE MANAGER needs these numbers
to calculate your employee's taxes and withholdings. Many states and
cities have different percentages and these percentages are liable to
change every year. With FINANCE MANAGER you can modify the tables
yourself to keep them current with changing tax laws.
By selecting "F5" from the Payroll Utilities menu you will see the
following screen:
TAX TABLE(F,S,C,E):_ DEDUCT FED TAX(Y/N):_ Max Amount:__________
MARITAL TABLE(M/S/H):_ ANNUAL DEDUCTION:Amt:________ Pct:______%Greater:_
ANNUAL WAGES OVER:__________TAX AMOUNT:__________PLUS PERCENTAGE:_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
:__________ :__________ :_______%
To set up the Payroll Tax Tables enter the following:
1. Enter the type of Tax Table you will be entering on this screen.
"F" Federal, "S" State, "C" City and "E" Earned Income Credit.
TAX TABLE (F,S,C,E):F
2. For state and city tax only. Use if you are in a state which
allows you to deduct the amount of Federal tax you have already
paid. (optional).
DEDUCT FED TAX (Y/N):Y
Page 45
FINANCE MANAGER II - Payroll
3. For state and city tax only. Use with item two above to specify
the maximum federal tax deduction allowed in your state. If there
is no maximum enter 999999.99 (optional).
Max Amount:999999.99_
4. Specify the type of tax table you will be entering. "M" married,
"S" single, "H" head of household.
MARITAL TABLE (M/S/H):M
5. Enter the ANNUAL amount for a SINGLE person with ONE WITHHOLDING
ALLOWANCE. Refer to the Federal Employer's Tax Guide Publication
15, page 20 (Income tax withholding percentage method).
ANNUAL DEDUCTION Amt:1950______
6. For state or city tax only. Enter the percentage your state
income tax guide allows an alternative to entering a dollar
amount. You can also use this field if your state gives the
option of a dollar amount or a percentage amount as the annual
deduction amount.
Pct:17____%
7. For state or city tax only. Use if you are in a state or city
which requires you to take either a dollar amount or a percentage
amount and gives a qualifier. For example, your state income tax
guide tells you to take either $5,000 or 17% of the gross income
which ever is greater. Enter "Y". Or your state income tax guide
may tell you to take either $5,000 or 17% of the gross income
which ever is less. You enter "N".
Greater:Y
8. Enter the beginning wage amount your state specifies from which
you will begin deducting taxes. Refer to page 23 in your Federal
Tax Guide, table 7.
ANNUAL WAGES OVER:3050______
9. Enter the dollar amount you will withhold in addition to the
percentage listed in section 9.
TAX AMOUNT:0.00______
Page 46
FINANCE MANAGER II - Payroll
10. Enter the percentage of the employee's wages you will withhold.
Refer to the same page in the Federal Tax Guide as you did for
number 7.
PLUS PERCENTAGE:15_____%
When you finish entering all of the amounts in their respective fields
press the PgDn key and FINANCE MANAGER will prompt "Are Inputs Correct
(Y/N):_". If you answer "Y" FINANCE MANAGER will save your inputs and
the cursor will return to the Tax Table field. Continue to enter your
other tax tables. If you enter "N" at the prompt, the cursor will
return to the Tax Table field and will allow you to reenter your
inputs. It is very important that you enter the correct data into the
correct fields otherwise all of your tax calculations will be wrong
for the entire year.
Continue entering the Tax Table information for your City and State
and the information for Earned Income Credit. Please refer to the Tax
Guides for your respective City and State. Repeat steps 1-10 for each
of the Tax tables you will need for your particular City and State.
After you have entered all your Tax Table information for each table
that is necessary for your City and State and the Advanced Income
Credit information, make sure you have saved your inputs by answering
"Are Inputs Correct" before you return to the Payroll Utlilities main
menu.
7e - PRINTING END OF YEAR W-2s
This feature of FINANCE MANAGER will print W-2 forms automatically
without you having to figure out any of the amounts.
Load your printer with your pre-printed continuous W-2 forms.
Continuous W-2s can be ordered from Nebs. Nebs toll free order number
is 1-800-225-9550. If you do not have continuous W-2 forms the same
information can be obtained from your Payroll Register Report.
Select "F6" from the Payroll Utilities Menu and FINANCE MANAGER will
ask you to enter a city short name (to be placed in box 22 on the W-2)
and ask if you want a test printer lineup printed. These prompts are
as follows:
Enter City short name:________
Print Alignment Pattern (Y/N):_
First enter a eight character city short name. Next enter the "Print
Alignment Pattern" prompt with a "Y" until you have the W-2s properly
lined up. When you answer this prompt with an "N", your W-2s will
then be printed. Until you answer the alignment pattern with a "N",
you may abort the W-2 printing process and return to the menu by
pressing the ESC key.
NOTE: Notice the warning at the bottom of the screen that warns about
Extra-Deductions and Non-taxable Other Earnings being not
included on the W-2 statement. These amounts must be entered
manually in Box 16 or 16a as appropriate.
Page 47
FINANCE MANAGER II - Payroll
After the W-2 forms have been printed, FINANCE MANAGER will return to
the Payroll Utilities menu.
Page 48
FINANCE MANAGER II - Payroll
SECTION EIGHT - ENHANCEMENTS & HINTS
8a - ENHANCEMENTS BY VERSION
Version 1.2 - First release of the Payroll Module.
Version 1.3 - All system enhancements included in version 1.3 of the
General Ledger module.
- Pop-up employee/chart of account window while entering
transaction search parameters.
- Added city name shortname override for W-2s.
- Ability to delete paid or posted payroll transactions.
- Ability to select number of city deductions independent
of the state deductions.
- Added two other earnings and one additional other
deduction categories with the ability to select G/L
account number.
- Taxable Y/N option for above other earnings/deductions.
- Payroll recap report format enhanced.
- Added select employees option to Payroll Recap Report.
- Added new Tax Summary Report which greatly eases 941
reporting requirements.
- SDI payable by employee or employer option.
8b - HELPFUL HINTS AND SUGGESTIONS
* Keep a CURRENT backup copy of all your data files. Each time you
have finished entering new data make a copy of your data files and
have at least four set's which you rotate. This will safeguard
against loss of data due to a power failure or other problems.
* Use the Shift PrtSc keys to make a hard copy of current screen
display.
* You may run this module WITHOUT the interface to the General
Ledger module simply by not posting to the General Ledger (F2 on
the Utilities Menu). The system will, however, post to your
General Ledger when you do an End of Period Posting (F3 on the
Utilities Menu). To totally avoid any interface, simply set up
this module with a separate data file, using a different name than
your General Ledger data file name. You will, however, have to
set up a few dummy G/L accounts (the required G/L accounts need to
run this module).
* When printing checks, be sure that your printer can print 85
column across. Deviation from this will result in the inability
to line up your pre-printed checks.
* The following explains how FINANCE MANAGER figures taxes:
1. FINANCE MANAGER figures the yearly gross income by multiplying
amount paid per pay period by either:
12 for those employees paid monthly
24 for those employees paid semi-monthly
26 for those employees paid biweekly
52 for those employees paid weekly
2. Subtracts deductions.
Page 49
FINANCE MANAGER II - Payroll
Deductions = Annual tax deduction amount (on the tax table)
times the number in the State deduction field (in the employee
account data base)
If the employee has more than one deduction and the annual tax
deduction amount (on the tax table) multiplied by the number in
the state deduction field (in the employee account data base)
is not correct according to the state tax guide, then you can
add any additional amounts in the state exemption field (in the
employee account data base). For example, the annual tax
deduction amount for a single deduction is $2,500 and the
annual tax deduction amount for two deductions is $3,000. If
the employee has two deductions you will enter $2,500 in the
annual tax deduction amount field (on the tax table) and a "1"
in the state deduction field (in the employee account data
base). 1 times $2,500 = $2,500. Enter the remaining $500 in
the state annual exemption field (in the employee account data
base).
3. Subtracts amount in State annual exemption field (in the
employee account data base)
4. Subtracts Federal Income Tax already paid if you answered "Y"
on the tax table and your state allows it to be deducted.
5. All of the above equals the annualized Taxable Income.
6. From the Taxable Income FINANCE MANAGER will calculate the
taxes that the employee will pay.
7. Finally, if your state gives you a tax credit enter the total
dollar amount in the State Annual Tax Credit field in the
employee account data base.
8. The annualized Payroll deduction is then divided by the number
of pay periods in one year to give you the deduction for this
pay period.
* If you have multiple state payroll you have two options:
A. Set up a set of books for each state and then use the G/L
merge transactions function to combine the G/L transactions
into one set of books.
B. Using the DOS copy command, create different tax tables for
each state and save each one as a seperate filename. Copy the
one you need to the filename of your set of books (e.g. COPY
COLORADO.TAX WORK.TAX to use Colorado tax tables).
Page 50
FINANCE MANAGER II - Payroll
SECTION NINE
PAYROLL DISK FILE NAMES
Listed below is a description of files on your payroll disk.
File name Description
------------- ---------------------------------------------
FMPR 000 - Payroll overlay file 0.
FMPR 001 - Payroll overlay file 1.
FMPR 002 - Payroll overlay file 2.
FMPR 003 - Payroll overlay file 3.
FMPR 004 - Payroll overlay file 4.
FMPR CHN - Payroll module.
CONV-PR COM - Conversion program for version 1.2 datafiles.
README BAT - Displays this file on screen.
ORDER DOC - Blank order form which can be printed.
FMPR-DOC ARC - Payroll documentation manual (Archived).
PRINT-PR BAT - Prints manual for printer.
PKUNPAK EXE - De-Archive program for manual.
WORK CHR - Work Demo - GL Chart of accounts data file.
WORK CNF - Work Demo - System Configuration data file.
WORK EMP - Work Demo - PR Employees data file.
WORK GLT - Work Demo - GL Transaction data file.
WORK PRF - Work Demo - Payroll Configuration file.
WORK PRK - Work Demo - PR Check Configuration data file.
WORK PRT - Work Demo - PR Transactions data file.
WORK TAX - Work Demo - PR Federal & Colorado tax file.
Page 51
FINANCE MANAGER II - Payroll
APPENDIX A - SAMPLE REPORTS
Table of Contents
Payroll Journal . . . . . . . . . . . . . . . . . . . . . . . . . 53
Payroll Register . . . . . . . . . . . . . . . . . . . . . . . . 54
Check Register . . . . . . . . . . . . . . . . . . . . . . . . . 55
Vacation & Sick Report . . . . . . . . . . . . . . . . . . . . . 56
Employee Listing . . . . . . . . . . . . . . . . . . . . . . . . 57
Employee Address Labels . . . . . . . . . . . . . . . . . . . . . 58
Paid Payroll Recap . . . . . . . . . . . . . . . . . . . . . . . 59
Quarterly Tax Summary . . . . . . . . . . . . . . . . . . . . . . 60
Non-Posted Transaction Journal . . . . . . . . . . . . . . . . . 61
General Ledger Distribution . . . . . . . . . . . . . . . . . . . 62
Page 52
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:43am Colorado Springs, CO 80920
PAYROLL JOURNAL
MAY-89 Through JUL-89
-- G/L DEBIT -- -- G/L CREDIT --
DATE EMPL EMPLOYEE NAME TYPE CD ACT# AMOUNT ACT# AMOUNT
-------- ---- ------------------ -------- ---- ---------- ---- ----------
05-27-89 1 First Employee EARNINGS 5010 1,500.00 1010 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
06-30-89 1 First Employee EARNINGS 5010 1,500.00 1010 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
06-30-89 COLO Colorado Employee EARNINGS 5010 1,500.00 1010 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
07-14-89 COLO Colorado Employee EARNINGS 5010 1,500.00 0 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
---------- ----------
6,697.20 6,697.20
Page 53
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:43am Colorado Springs, CO 80920
PAYROLL REGISTER
MAY-89 Through JUL-89
DATE EMPL EMPLOYEE NAME EARNINGS: Hours Amount
-------- ---- ------------------------------ -------- ------- ----------
05-27-89 1 First Employee Regular: 0.000 1,500.00
Overtime: 0.000 0.00
Sick: 0.000 0.00
Vacation: 0.000 0.00
Holiday: 0.000 0.00
Other: 0.00
EIC: 0.00
Extra: 0.00
------- ----------
TOTAL: 0.000 1,500.00
06-30-89 1 First Employee Regular: 0.000 1,500.00
Overtime: 0.000 0.00
Sick: 0.000 0.00
Vacation: 0.000 0.00
Holiday: 0.000 0.00
Other: 0.00
EIC: 0.00
Extra: 0.00
------- ----------
TOTAL: 0.000 1,500.00
06-30-89 COLO Colorado Employee Regular: 0.000 1,387.50
Overtime: 0.000 0.00
Sick: 5.000 43.27
Vacation: 8.000 69.23
Holiday: 0.000 0.00
Other: 0.00
EIC: 0.00
Extra: 0.00
------- ----------
TOTAL: 0.000 1,500.00
07-14-89 COLO Colorado Employee Regular: 0.000 1,500.00
Overtime: 0.000 0.00
Sick: 0.000 0.00
Vacation: 0.000 0.00
Holiday: 0.000 0.00
Other: 0.00
EIC: 0.00
Extra: 0.00
------- ----------
TOTAL: 0.000 1,500.00
----------
GRAND TOTALS GROSS: 6,000.00
Page 54
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:44am Colorado Springs, CO 80920
CHECK REGISTER
MAY-89 Through JUL-89
CHK # DATE EMPL EMPLOYEE GROSS PAY DEDUCT NET PAY
----- -------- ---- -------------------------- --------- -------- ---------
1005 05-31-89 1 First Employee 1,500.00 268.28 1,231.72
1006 06-30-89 1 First Employee 1,500.00 268.28 1,231.72
1007 06-30-89 COLO Colorado Employee 1,500.00 268.28 1,231.72
--------- --------- ----------
TOTAL CHECKS: 3 4,500.00 804.84 3,695.16
Page 55
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:44am Colorado Springs, CO 80920
EMPLOYEE VACATION & SICK IN ACCOUNT ORDER
As of JUL-89
---- VACATION ---- ------ SICK ------
EMPL EMPLOYEE USED YTD CUR BAL USED YTD CUR BAL
---- ------------------------------ -------- -------- -------- --------
1 First Employee 0.000 0.000 0.000 0.000
COLO Colorado Employee 8.000 -8.000 5.000 -5.000
-------- -------- -------- --------
8.000 -8.000 5.000 -8.000
Page 56
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:44am Colorado Springs, CO 80920
EMPLOYEE LISTING IN ACCOUNT ORDER
1:First Employee **********************************************************
Status :ACTIVE SS Num:111-22-3333 PAY FICA:Y FUTA:Y SUI:Y SDI:Y Other:N
Address:123 Your Street State Annual Exemption: 0.00
:P.O. Box 1234 Tax Credit: 0.00
City :Colorado Springs State:CO Extra Taxes: Federal : 0.00
Zipcode:80900 Phone:719-123-4567 State : 0.00
Sex :F Marital:S City : 0.00
Hired :01-01-89 Hourly/Salary:H Extra Amounts: Earnings : 10.00
Frequency:Bi-Weekly Payrate: 10.00 Deductions: 10.00
Overtime : 15.00 Holiday: 20.00 Accrual rates: Vacation : 0.000
Deductions Fed: 1 State: 1 EIC:0 Sick : 0.000
----------------------------- Beginning Balances -----------------------------
Earnings Taxable : 0.00 FICA : 0.00 Extra Deduct: 0.00
Non-taxable: 0.00 FUTA : 0.00
Withholdings Federal: 0.00 SUTA : 0.00
State : 0.00 SDI : 0.00 Beg Vac hours : 0.000
City : 0.00 Oth Tx: 0.00 Beg Sick hours: 0.000
COLO:Colorado Employee *******************************************************
Status :ACTIVE SS Num:123-45-6789 PAY FICA:Y FUTA:Y SUI:Y SDI:Y Other:N
Address:100 Main Street State Annual Exemption: 0.00
: Tax Credit: 0.00
City :Colorado Springs State:CO Extra Taxes: Federal : 0.00
Zipcode:80900 Phone:719-123-1234 State : 0.00
Sex :M Marital:M City : 0.00
Hired :06-17-89 Hourly/Salary:S Extra Amounts: Earnings : 0.00
Frequency:Monthly Payrate: 1,500.00 Deductions: 0.00
Overtime : N/A Holiday: N/A Accrual rates: Vacation : 0.000
Deductions Fed: 3 State: 3 EIC:0 Sick : 0.000
----------------------------- Beginning Balances -----------------------------
Earnings Taxable : 0.00 FICA : 0.00 Extra Deduct: 0.00
Non-taxable: 0.00 FUTA : 0.00
Withholdings Federal: 0.00 SUTA : 0.00
State : 0.00 SDI : 0.00 Beg Vac hours : 0.000
City : 0.00 Oth Tx: 0.00 Beg Sick hours: 0.000
Page 57
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:45am Colorado Springs, CO 80920
EMPLOYEE LABELS
1
First Employee
123 Your Street
P.O. Box 1234
Colorado Springs CO 80900
COLO
Colorado Employee
100 Main Street
Colorado Springs CO 80900
Page 58
FINANCE MANAGER II - Payroll
Jul-5-89 WORK DEMO ACCOUNTS PAGE 1
9:45am Colorado Springs, CO 80920
QUARTERLY TAX SUMMARY
JAN-89 Through MAR-89
SS NUMBER EMPLOYEE TAXED WAGE FICA WAGES SUTA WAGES
----------- ------------------------------ ---------- ---------- ----------
111-22-3333 First Employee 2,430.00 2,430.00 2,430.00
123-45-6789 Colorado Employee 3,000.00 3,000.00 3,000.00
---------- ---------- ----------
5,430.00 5,430.00 5,430.00
FUTA TAXES 18.00
SDI 22.26
FEDERAL TAX LIABILITY (FWH & FICA)
DATE WAGES PAID JAN FEB MAR QTR TOTAL
----------------- ---------- ----------- ---------- ---------
1st through 3rd 0.00 0.00 0.00 0.00
4th through 7th 0.00 0.00 0.00 0.00
8th through 11th 0.00 0.00 0.00 0.00
12th through 15th 0.00 226.90 0.00 226.90
16th through 19th 0.00 0.00 0.00 0.00
20th through 22nd 0.00 0.00 0.00 0.00
23rd through 25th 0.00 0.00 0.00 0.00
26th through 31st 565.95 565.95 0.00 1,131.90
---------- ----------- ---------- ---------
565.95 792.85 0.00 1,358.80
STATE TAX LIABILITY
DATE WAGES PAID JAN FEB MAR QTR TOTAL
----------------- ---------- ----------- ---------- ---------
1st through 3rd 0.00 0.00 0.00 0.00
4th through 7th 0.00 0.00 0.00 0.00
8th through 11th 0.00 0.00 0.00 0.00
12th through 15th 0.00 34.73 0.00 34.73
16th through 19th 0.00 0.00 0.00 0.00
20th through 22nd 0.00 0.00 0.00 0.00
23rd through 25th 0.00 0.00 0.00 0.00
26th through 31st 76.61 76.61 0.00 153.22
---------- ----------- ---------- ---------
76.61 111.34 0.00 187.95
Page 59
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:45am Colorado Springs, CO 80920
PAID PAYROLL RECAP (Taxable)
MAY-1-89 Through JUL-31-89
------ EMPLOYEE EARNINGS -------
Description Amount
----------------- ------------
Regular 4,387.50
Overtime 0.00
Sick 43.27
Vacation 69.23
Holiday 0.00
Other Taxable 0.00
EIC 0.00
Extra 0.00
------------
GROSS EARNINGS 4,500.00
------ PAYROLL DEDUCTIONS ------
Description Amount
----------------- ------------
Federal Withhold 341.25
State Withholding 125.64
City Withholding 0.00
FICA 337.95
Extra 0.00
------------
TOTAL DEDUCTIONS 804.84
------------
NET EARNINGS 3,695.16
============
----- EMPLOYER LIABILITIES -----
Description Amount
----------------- ------------
Federal Withhold 341.25
State Withholding 125.64
City Withholding 0.00
FICA 675.90
Extra Deductions 0.00
FUTA 27.00
SUTA 139.50
SDI 18.45
Other 0.00
------------
TOTAL LIABILITY 1,327.74
------------
TOTAL PAYROLL COST 5,022.90
Page 60
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:45am Colorado Springs, CO 80920
NON POSTED TRANSACTIONS JOURNAL
MAY-89 Through JUL-89
-- G/L DEBIT -- -- G/L CREDIT --
DATE EMPL EMPLOYEE NAME TYPE CD ACT# AMOUNT ACT# AMOUNT
-------- ---- ------------------ -------- ---- ---------- ---- ----------
04-30-89 1 First Employee EARNINGS 5010 1,500.00 1010 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 6.00 2054 6.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
06-30-89 COLO Colorado Employee EARNINGS 5010 1,500.00 1010 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
07-14-89 COLO Colorado Employee EARNINGS 5010 1,500.00 0 1,231.72
FED WITH 2050 113.75
STATE WH 2051 41.88
FICA 5011 112.65 2053 225.30
FUTA 5012 9.00 2054 9.00
SUTA 5014 46.50 2055 46.50
SDI 5015 6.15 2056 6.15
---------- ----------
5,013.90 5,013.90
Page 61
FINANCE MANAGER II - Payroll
JUL-5-89 WORK DEMO ACCOUNTS PAGE 1
9:45am Colorado Springs, CO 80920
PAYROLL G/L DISTRIBUTION
JUN-89
ACT# ACCOUNT NAME DEBITS CREDITS
---- ------------------------- ----------- -----------
1010 Checking Account #1 2,463.44
2050 FEDERAL WITHHOLDING TAX 227.50
2051 STATE WITHHOLDING TAX 83.76
2053 FICA PAYABLE 450.60
2054 FUTA PAYABLE 18.00
2055 SUTA PAYABLE 93.00
2056 SDI PAYABLE 12.30
5010 Salary & wages expense 3,000.00
5011 FICA Expense 225.30
5012 FUTA Expense 18.00
5014 SUTA Expense 93.00
5015 SDI Expense 12.30
----------- -----------
3,348.60 3,348.60
Page 62
FINANCE MANAGER II - Payroll
FINANCE MANAGER II USER COMMENT FORM
_ _
Product being used: |_|General Ledger |_|Account Reconciliation
_ _
|_|Accounts Receivable |_|Accounts Payable
_ _
|_|Financial Utilities |_|Payroll
Version of Finance Manager being used:________________________________
_ _ _
Use of product: |_|Business |_|Personal |_|Other____________________
What type of computer are you using:__________________________________
Do you have a unique use for this product?_____ If so please explain.
______________________________________________________________________
Please circle your rating: Poor Fair Average Very Good Excellent
---- ---- ------- --------- ---------
Performance. x x x x x
Documentation. x x x x x
Ease of learning. x x x x x
Ease of use. x x x x x
Manual Reliability. x x x x x
Error Handling. x x x x x
Support. x x x x x
Value. x x x x x
Did you find any problems in using this product? Please describe.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Do you have any suggestions for improving this program and/or
documentation. Use the reverse side of this form if necessary:
______________________________________________________________________
______________________________________________________________________
Please add any other comments about product on reverse side of form.
RETURN THE COMPLETED FORM AND HOOPER INTERNATIONAL
ANY ADDITIONAL CORRESPONDENCE TO: P.O. Box 62219
Colorado Springs, CO 80962
Page 63
FINANCE MANAGER II - Payroll
-----------------------------------------------------------------------
| F I N A N C E M A N A G E R II O R D E R F O R M |
| |
| MAIL:Hooper International 24 Hr ORDER LINE:1-800-245-7789 |
| TO P.O. Box 62219 24 Hr FAX line:(719) 528-8997 |
| Colorado Springs, CO 80962 |
| U.S.A. Tech Support:(719) 528-8989 |
|---------------------------------------------------------------------|
| Mastercard:___ Visa:___ Amex:___ Check:___ (U.S. FUNDS ONLY) |
| |
| Card Number:________________________________ Expiration:__________ |
| |
| Name:______________________________ Signature:_____________________ |
| |
| Company Name:_______________________________ PC Brand:_____________ |
| |
| Address:____________________________________ DISK SIZE:3"___ 5"___ |
| |
| City:____________________________ State:____ Zipcode:____________ |
| |
| Country:______________________________ Phone:(____)_____________ |
| |
| Registration number on disk you were evaluating:___________________ |
| |
| How did you hear about FINANCE MANAGER?____________________________ |
|---------------------------------------------------------------------|
| ITEMS ORDERED - Version 1.3 |QTY|UNIT PRICE| AMOUNT |
|--------------------------------------------|---|----------|---------|
| FINANCE MANAGER II - REGISTERED COPIES: | | | |
| | | | |
| GENERAL LEDGER (Main module) | _ | $49.95 | $ |
| | | | |
| Accounts Receivable | _ | $36.95 | $ |
| | | | |
| Accounts Payable | _ | $36.95 | $ |
| | | | |
| Payroll | _ | $41.95 | $ |
| | | | |
| Account Reconciliation | _ | $14.95 | $ |
| | | | |
| Financial Utilities | _ | $25.95 | $ |
| | | | |
| | | | |
| EVALUATION COPY of General Ledger Lite | _ | $ 3.00 | $ |
|-----------------------------------------------------------|---------|
| SUBTOTAL | $ |
|-----------------------------------------------------------|---------|
| LESS QUANTITY DISCOUNT SCHEDULE PER ORDER | |
| 3 or 4 modules = 10% discount, 5+ modules 15% discount|$< >|
|-----------------------------------------------------------|---------|
| ADD Shipping/Handling charge | $ 3.00 |
|-----------------------------------------------------------|---------|
| ADD AIR MAIL POSTAGE for orders $3.00 | |
| shipped out of North America per module | $ |
|-----------------------------------------------------------|---------|
| TOTAL | $ |
|-----------------------------------------------------------|---------|
| Colorado residents add 6.5% sales tax | $ |
|-----------------------------------------------------------|---------|
| Prices subject to change. | |
| All amounts in US currency. GRAND TOTAL (US $) | $ |
-----------------------------------------------------------------------
Page 64
GO.TXT
╔═════════════════════════════════════════════════════════════════════════╗
║ <<<< Disk #1548 PAYROLL LITE disk 2 of 2 (also 1547) >>>> ║
╠═════════════════════════════════════════════════════════════════════════╣
║ To start PAYROLL LITE, inset disk #1547 and type: INSTALL (press enter)║
║ ║
║ To print documentation, type: PRINT-PR (press enter) ║
╚═════════════════════════════════════════════════════════════════════════╝
ORDER.DOC
-----------------------------------------------------------------------
| F I N A N C E M A N A G E R II O R D E R F O R M |
| |
| MAIL:Hooper International 24 Hr ORDER LINE:1-800-245-7789 |
| TO P.O. Box 62219 24 Hr FAX line:(719) 528-8997 |
| Colorado Springs, CO 80962 |
| U.S.A. Tech Support:(719) 528-8989 |
|---------------------------------------------------------------------|
| Mastercard:___ Visa:___ Amex:___ Check:___ (U.S. FUNDS ONLY) |
| |
| Card Number:________________________________ Expiration:__________ |
| |
| Name:______________________________ Signature:_____________________ |
| |
| Company Name:_______________________________ PC Brand:_____________ |
| |
| Address:____________________________________ DISK SIZE:3"___ 5"___ |
| |
| City:____________________________ State:____ Zipcode:____________ |
| |
| Country:______________________________ Phone:(____)_____________ |
| |
| Registration number on disk you were evaluating:___________________ |
| |
| How did you hear about FINANCE MANAGER? PC-SIG_____________________ |
|---------------------------------------------------------------------|
| ITEMS ORDERED - Version 1.3 |QTY|UNIT PRICE| AMOUNT |
|--------------------------------------------|---|----------|---------|
| FINANCE MANAGER II - REGISTERED COPIES: | | | |
| | | | |
| GENERAL LEDGER (Main module) | _ | $49.95 | $ |
| | | | |
| Accounts Receivable | _ | $36.95 | $ |
| | | | |
| Accounts Payable | _ | $36.95 | $ |
| | | | |
| Payroll | _ | $41.95 | $ |
| | | | |
| Account Reconciliation | _ | $14.95 | $ |
| | | | |
| Financial Utilities | _ | $25.95 | $ |
| | | | |
| | | | |
| EVALUATION COPY of General Ledger Lite | _ | $ 3.00 | $ |
|-----------------------------------------------------------|---------|
| SUBTOTAL | $ |
|-----------------------------------------------------------|---------|
| LESS QUANTITY DISCOUNT SCHEDULE PER ORDER | |
| 3 or 4 modules = 10% discount, 5+ modules 15% discount|$< >|
|-----------------------------------------------------------|---------|
| ADD Shipping/Handling charge | $ 3.00 |
|-----------------------------------------------------------|---------|
| ADD AIR MAIL POSTAGE for orders $3.00 | |
| shipped out of North America per module | $ |
|-----------------------------------------------------------|---------|
| TOTAL | $ |
|-----------------------------------------------------------|---------|
| Colorado residents add 6.5% sales tax | $ |
|-----------------------------------------------------------|---------|
| Prices subject to change. | |
| All amounts in US currency. GRAND TOTAL (US $) | $ |
-----------------------------------------------------------------------
Directory of PC-SIG Library Disk #1548
Volume in drive A has no label
Directory of A:\
FMPR DOC 171799 1-01-89
FMPR-DOC ARC 59794 1-01-89
ORDER DOC 4844 1-01-89
PKUNPAK EXE 15112 8-02-88
PRINT-PR BAT 445 1-01-89
README BAT 1904 1-01-89
WORK CHR 3735 1-01-89
WORK CNF 182 1-01-89
WORK EMP 1653 1-01-89
WORK GLT 4042 1-01-89
WORK PRF 710 1-01-89
WORK PRK 48 1-01-89
WORK PRT 3712 1-01-89
WORK TAX 15558 1-01-89
GO BAT 38 10-18-89 10:49a
GO TXT 540 10-18-89 11:20a
FILE1548 TXT 2930 10-18-89 10:46a
17 file(s) 287046 bytes
27648 bytes free