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OPEN SYSTEMS® Accounting Software Payroll User`s Manual

1. and wildcard characters to restrict or widen the search You can use the following commands when a report is displayed on the screen Key PgUp PgDn Home End F7 Exit Left Right Tab Toggle Up Down Payroll User s Manual Operation Move to the previous page of the report Move to the next page of the report Move directly to the top of a group of pages Move directly to the bottom of a group of pages Exit to the menu from any point in the report Move left one character Move right one character Toggle between the left and right halves of a report Move a line up and down the screen to line up information when you toggle between halves of a report 1 53 Introduction Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands Key Down Next Line Up Previous Line PgUp Previous Page PgDn Next Page Home First Line End Last Line F3 Delete Ins Insert Enter Edit Operation Move down one line item Move up one line item Move to the previous screen or to the first line if you are on the first screen Move to the next screen or to the last line if you are on the last screen Move to the first line item in the entire list Move to the last line item in the entire list Delete the line item at the prompt gt Insert a line item at the prompt gt Edit the line item at the
2. Federal state and local tax codes must be set up in Tax Authority Setup function page 11 5 Cost code has a type other than labor You must enter a cost code with a type of labor for the job and phase if Payroll is interfaced with Job Cost Diskette contains file s directory or label The diskette you want to use for W 2 magnetic media has some files on it or contains a disk label Use a blank formatted disk that does not have a label See page 9 31 for instructions and information about accepted formats Division ID not allowed You must enter a department ID not a division ID for the employee Drive not available The disk drive ID you entered is not available on your system Press Enter and enter a different drive ID If this message appears when you enter the correct drive ID get help from a support technician Payroll User s Manual A 3 System Messages References Employee 1D not found Before you can enter history for an employee you must use the Employees function page 10 3 to set up a record for the employee FICA table not found in PATX table You must build this table in the Tax Tables function page 10 87 file name for version 4 x could not be found Unable to continue with conversion filename source file not found Unable to continue with conversion Check the directory you are working in and copy the necessary file into the new directory See chapter 2 for more information about conversi
3. Pas Jo 3 Papari taa E Fadas CM E Pia ff EAP Mure Enplepas Ascer Alma Adian HS DA Gy SHARPE Aide HH Za Fosa Portal Code mri Fig flies indicador Mars Coda leia Tas Walled by i v Laks Sed Faty Foren CRU Compete H AAA Termal TODO OVA The payment year and federal employer identification number are displayed l If you used a different EIN employer identification number on form 941 942 or 943 submitted for the same payment year enter the other EIN you used in the Prior EIN field If the transmitter is not a state or local government press Enter to skip the 69 number If the transmitter is a state or local government enter the 69 number assigned by the Social Security Administration Enter the name of the employer for example your company s name Enter the employer s street address city state and zip or foreign postal code If the address is foreign check the box or enter Y in text mode if not uncheck the box or enter N in text mode Payroll User s Manual 9 37 W 2 Forms 9 38 10 11 Periodic Processing The name code indicates how employee s names are stored in the PAEGxxx file Enter S if the employee surnames are before the first names or F if the first names are before the last names Press Enter if your employees do not perform any of the types of jobs below or enter the code for the type of job they perform M Military H Household A Agriculture X
4. Payroll User s Manual References About Formulas State Unemployment Insurance When you establish state tax authorities in the Tax Authority Setup function you specify both the formula ID and tax table ID associated with the withholding code The Minnesota state employer side unemployment withholding formula PMN__SULRTN uses tax table SUTMN MA CAT ml am Ll o A lo A 77 T al ai moj an EEE 7 E ee TT lA am a ET I ml am E a Payroll User s Manual C 11 About Formulas References The following formula is used to calculate Minnesota state employer side unemployment withholding taxes rarely Myan e Doremi Modes Dii SerofiCormmanes Hep 2x0 sa mo 74 es Loe TABLET FETAL Linn TS EAAH FTDEAAHHGS Law RE ATA LEA CA AA Formula Line Wi of OG Eeee J ee eee ee Company 06043000 Terma F006 Cum ne The TABLE2 function looks for the value in line 1 column 1 of the tax table which in this case equals 9 10 2 The TABLE function looks for the value in line 1 column 2 of the tax table which in this case equals 19000 3 TAXEARN taxable earnings is added to YTDEARNINGS year to date earnings for that withholding 4 Line 4 of the formula employs the conditional function in this case the result 1s the smaller of L1002 or L1003 5 The value established in LI004 is multiplied by LIOO1 the product is divided by 100 6 YTDWITHHOLDINGS year to date
5. Records of terminated employees are deleted automatically during year end processing Cannot find last year files for this company You must run the year end maintenance function There are no last year data files for the company Press Enter to return to the Main menu Then do periodic maintenance page 9 51 Cannot find table name table Cannot find table name tax table The system cannot find the table shown in this message Use the Tables page 10 71 or the Tax Tables page 10 87 function to set up the tables Check has already been voided from Bank Reconciliation Cannot void If you have not posted you can remove the voided check from Bank Reconciliation Check history is not implemented You cannot print the Check History Register or use the Void Checks function because you did not elect to save check history in the Resource Manager Options and Interfaces function the file contains no history Use the Options and Interfaces function to elect to save check history A 2 Payroll User s Manual References System Messages Check was not found in BRTRx file Cannot void If Payroll is interfaced with Bank Reconciliation the check you want to void must be in the BRTRx Transactions file before it can be voided Checks file is empty You cannot print payday reports if the PACHxxx Checks file is empty Return to the Payday Work menu and select the Calculate Checks function Code is not set up in PACO file
6. Command Bar Tab Tax Enter edit Append Next page Previous page Goto Change quarter Quarter totals To move the prompt between the Earnings and Tax Amount portions of the Month Totals window press the Tab key To edit a line item press Enter To add a line item press A Line items in both the Earnings and Tax Amount portions of the screen are identified by federal tax authority codes which are set up in the Tax Authority Setup function see page 11 5 When you add or edit earnings information you can enter amounts for three months The quarter totals and year to date totals are updated by the sum of the values you enter for the three months To move to the next screen you selected to work with press N To return to the previous screen you selected press P Changes you make are saved and take effect immediately you do not need to press N or P to save changes To go to a particular line item press G and then enter the federal tax authority code or use the Inquiry F2 command to select the code This command appears only if there is more than one screen of items To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then see Quarter Totals below Payroll User s Manual 10 39 Employee History File Maintenance Quarter Totals When you press Q on the Employee Federal Tax History screen to view quarter totals the Quarter Totals window a
7. Errar oa mo isidan e E TE of alarcon Flat 7 Een Im a amp muina Hicker The eed la Hose CoH CELA Tears TODO OA Field Description Inquiry Earning Code 11 10 Description Include in Net Pay Enter the earning code Enter a description of the earning code The description you enter here will appear when you enter or edit time tickets If the pay should be included in the employee s paycheck check the box or enter Y in text mode if not uncheck the box or enter N in text mode Including or excluding the pay from net pay does not affect taxable income To exclude an earning code from taxable income use the exclusion switches in your federal state and local withholding records Payroll User s Manual Codes Maintenance Earning Codes Field Fixed Withholding GL Account Payroll User s Manual Description If you use a fixed percentage for all withholding specified in the federal state and local withholding formulas check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you do not use a fixed percentage withholding is calculated according to the regular federal state and local tax routines Enter an earning type for the earning code Each earning code must be assigned an earning type For more information see page 11 14 An earning code of type T has special meaning Tips to the system Tip amounts are accumulated in
8. FUTA 7000 Excess FUTA Earnings 7000 00 7000 00 7000 00 7000 00 7000 00 7000 00 21969 05 21969 05 21969 05 21969 05 21969 05 21969 05 uod y buipjoyyym Apeyeno Buissa9014 IIPOUdadg woday xe s 1afojdwy jleueno Quarterly Withholding Report Your company may be required to make quarterly tax deposits based on the amounts you withheld from employees checks The Quarterly Withholding Report summarizes these statistics The information in this report comes from the PAEExxx Employee Earnings History PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files Quarterly Withholding Report Screen Select Quarterly Withholding Report from the Periodic Processing menu The function screen appears 1 Durimi a hidden Hepe fle Crash Eat beka ib Hele gt tf bh Be 74 OF abrek Emp Fon Ban E Thu Kos El Silas Far I Thr 5 Chae E Duwe Erg Daa e one Pard Larga Ar E Casa arr C Tek Emah Calal Hri O Gumay Or Comparg hH ORAL Teal TODE CAMA Inquiry 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of states you want to include in the report 3 Enter the quarter number for which you want to print the report Payroll User s Manual 9 19 Quarterly Withholding Report Periodic Processing 4 Press Enter to accept the displayed date or enter a different date The date you enter will p
9. Introduction Welcome to OSAS The Payroll System Conventions OSAS Graphical OSAS Text Reports Payroll User s Manual Welcome to OSAS The OPEN SYSTEMS Accounting Software OSAS product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accounting solution to your daily and periodic accounting needs Customer Support Open Systems has a strong commitment to customer service and product quality If you have difficulty in using Open Systems products consult the user s manual and other OSAS reference materials If you need more information consult a customer support representative OSAS Overview Resource Manager The Resource Manager application is the foundation or shell of OSAS it provides the operating environment that holds the other applications Resource Manager also includes three powerful business features Global Inquiry Executive Information Summary EIS and Print Manager With Global Inquiry you can drill around your accounting data to find selected information throughout your system With EIS you can access company information quickly and view summaries of all aspects of a company or a group of companies With Print Manager when you print reports to file your reports can be stored sorted printed and searched for specific text Base Applications Base applications are designed and produ
10. Run Code Cutoff Date Earn Code Deduction Hours Rate Amount 10 66 Description Press Enter to accept the employee s displayed labor class or enter a different labor class If you want to produce multiple paychecks for the employee enter the recurring entries for the first paycheck under sequence number 0 Then enter the recurring entries for the second paycheck under sequence number 1 and so on Enter a description of the entry Press Enter to accept the displayed run code or enter a different run code Press Enter to accept the displayed cutoff date or enter a different cutoff date If you are entering a recurring time ticket press Enter to accept the employee s displayed earning code or enter a different earning code If you are entering a recurring deduction enter the deduction code Press Enter to accept the displayed number of hours the employee worked or that the deduction is based on or enter a different number of hours If you are entering a recurring time ticket press Enter to accept the employee s displayed pay rate or enter a different pay rate If you are entering a recurring time ticket the amount of the time ticket is displayed If you change this figure the rate is recalculated and displayed If you are entering a recurring deduction enter the amount of the deduction Payroll User s Manual File Maintenance Recurring Entries Field Description If you are
11. To edit a withholding tax move the prompt to the line you want to edit and press Enter To add a withholding tax to the employee s record press A Then see Federal State or Local Tax Information below To go directly to a particular withholding tax press G and then enter the line number or use the Inquiry F2 command to select a line number This command appears only if there is more than one screen of items To exclude withholding tax or to change factors press W The possible withholding codes for the employee are displayed toggle them on or off To save your entries and move to the next screen you selected to edit or enter information for press N To return to the last screen you selected press P If you edited or appended a withholding tax that line is saved Federal Tax Information When you press Enter or A on the command bar you can edit or append federal withholding tax in an employee s record Edda Dan indermalan Commerce di Hoha a Hp rg 56 ME 7 m fr Fad rob E g arp oa Faas Wu i Fina vH j T EID Kine Fa Table i Field Description Fed Enter the ID of the federal withholding tax Stat Enter M if the employee is married or S if the employee is single Exemp Enter the number of exemptions that are claimed on the employee s W 4 form for federal tax purposes 10 18 Payroll User s Manual File Maintenance Employee Field Extra WH Fixed WH EIC Code Inquiry T
12. 12 31 1954 10 26 1959 04 22 1964 1066 490 87931 95 01 09 1993 01 23 1987 05 31 1987 03 31 1993 snsuay Bulleys Wold suoday jo1Aed snsue Buueys 114014 Personnel Reports Salary Review Report Employee Birthday Report Employment Anniversary Report Personnel Roster Education Report Key Date Report Payroll User s Manual 8 3 8 7 8 11 8 15 8 19 8 23 8 1 Salary Review Report The Salary Review Report shows employees who are due for a salary review It can help you determine when employees are due for a review or you can use it to review salary and bonus history A worksheet version of the report is also available which you can use while figuring salary increases or bonuses The information in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Salary Review Report Screen Select Salary Review Report from the Personnel Reports menu The function screen appears Gal eevee equal RE ES Deh Est hen ib Hele Ska beh oo 74 E Abies Empia E feed Deen ep Reet Fee Date Foon r Eini ber Ewes r La ares Jupasti Cispatirant Priva Esla laicas R Fou Fans het Fan Aare Falces Bores ara Conparg H DEAD Tanna TODD CAM Inquiry 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of supervisors you want to include in the report Payroll User s Manual 8
13. A sample Employer s Tax Report is at the end of this section After the report is produced the Payday Work menu appears 6 50 Payroll User s Manual enuen s 3SN JOJ Bd 19 9 08 15 2001 6 49 AM State MN BOU001 Bourne Linda C 7500 00 GER001 Gerard Timothy G 5550 00 State Total MN Number of employees 23354 00 00 SUI Liability 2804 00 09100 Grand Total Number of employees 23354 00 00 OASDI Liability 23354 00 06200 Medicare Liabliity 23354 00 01450 FUTA Liability 304 00 06200 State Employee ID Name End of Report Builders Supply Employer s Tax Report For Pay Period Ending 08 15 1994 Group Code 1 Employer FICA 60600 NO LIMIT Earnings FICA Tips Excess FICA 459 30 1099 00 00 468 22 4819 00 00 00 Gross Earnings Taxable Earnings Earnings 2804 00 2804 00 Liability 15100 Excess SUI 7500 00 5550 00 20550 00 20550 00 FUTA 7000 Earnings 304 00 304 00 Excess FUTA 7500 00 5550 00 23050 00 23050 00 wodoy xe s 13 ojdw3 yon eped yoday xe s sAojdwg Employer s Liability Report Federal and state authorities may require your company to make a deposit based on the amounts calculated for employer taxes The deposits may be required after each pay period or at the end of every quarter The Employer s Liability Report is a summary of the employer payroll liability amounts for one
14. Move the cursor to the right Move the cursor to the left Delete the character the cursor is on Switch insert mode on and off When the INS flag appears at the bottom right corner of the screen on the status bar characters you type push characters after the cursor off to the side When insert mode is turned off OVR appears on the status bar characters you type write over existing ones Move the cursor directly to the beginning of the field Move the cursor directly to the end of the field Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command to clear the field Copy the contents of the current field Paste the value you copied from a previous field into the current field Payroll User s Manual Introduction Inquiry Commands OSAS Graphical When you use the Inquiry command several other commands become available for you to use in the inquiry window The Inquiry windows operate in two modes Search and Sort You can toggle between these modes within an Inquiry window by pressing the Ins Insert key You can also choose the default mode for the inquiry windows by using the Defaults function on the Resource Manager Workstation Configuration menu e In Search mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you type C
15. 1 37 Insert line item 1 37 1 54 Insert mode function key 1 40 1 50 Install Applications function 2 3 2 5 installation local tax routines 3 17 Payroll 3 22 Payroll Tax Routines 3 16 installing Payroll 2 3 interfaces 3 23 Inventory Lookup commands 1 38 1 52 Inventory Lookup commands 1 38 alias lookup 1 38 customer vendor lookup 1 38 description lookup 1 38 detail lookup 1 38 lot lookup 1 38 serial lookup 1 38 Shift F3 1 38 Shift F4 1 38 Shift F5 1 38 Shift F6 1 38 Shift F7 1 38 Shift F8 1 38 Inventory lookup commands alias lookup 1 52 Payroll User s Manual customer vendor lookup 1 52 description lookup 1 53 detail lookup 1 53 lot lookup 1 53 serial lookup 1 53 Shift F3 1 52 Shift F4 1 52 Shift F5 1 53 Shift F6 1 53 Shift F7 1 53 Shift F8 1 53 inventory search commands 1 52 Shift F6 1 53 J Job Cost Payroll interface 3 9 3 11 JOBSxxx file 5 3 JOCDxxx file 5 3 JOHIxxx file 5 3 Jump function key 1 33 1 49 pull down menu command 1 33 Jump command function key 1 37 pull down menu command 1 37 Jump function key 1 47 K Key Date Report function 8 23 sample 8 25 Key Help function key 1 24 L Labor Classes 3 19 function 11 3 screen 11 3 setting up 3 7 Labor Classes List function 13 3 sample 13 4 laser forms 3 11 IX 9 Last Line command function key 1 37 1 54 pull down menu command 1 37 scroll button 1 39 last year files 1
16. 2 4 12 21 24 26 27 52 or 53 pay periods a year Payroll User s Manual 1 13 The Payroll System Introduction To calculate checks for hourly employees the system uses the accumulated totals of the summary information posted from the PATRxxx file to the PATPxxx file since the last time you calculated checks For salaried employees the system reads the amount stored in the PAEGxxx file For both it reads the deduction and withholding information in the PADExxx PAEMxxx PAEWxxx and PAESxxx files to calculate appropriate deductions withholdings and net pay protecting against exceeding withholding limits or declining balance deductions Check records are then stored in the PACDxxx PACExxx PACHxxx and PACWxxx files If an employee is set up to receive more than one paycheck for example if the employee worked in different departments or is receiving a bonus the system automatically calculates multiple checks for the employee If you void one of the multiple checks the system does not recalculate the remaining checks If you have produced manual checks you can use the Manual Checks function to recalculate them Information from the PACDxxx PACExxx PACHxxx and PACWxxx files is used to produce e the Edit Register e payroll checks e the Check Register e the Withholding Report e the Employer s Tax Report After you print the paychecks and the related reports post the check detail to the PAHCxxx PAHDxxx PAHExxx
17. 4 14 Payroll User s Manual Employee Inquiry Employee History Employee Earnings History Inquiry Screen If you selected Earnings History from the Employee History Inquiry menu this screen appears Emqirpre Forman Haly al F TH T Tea 1000 1 See page 10 3 for an explanation of the commands and fields When you are finished viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry menu appears enter another employee to view history for or exit to the Employee Inquiry menu Payroll User s Manual 4 15 Employee History Employee Inquiry Employee Deductions History Inquiry Screen If you selected Deductions History from the Employee History Inquiry menu this screen appears Emplepss Deductions History Per ATTE See page 10 3 for an explanation of the commands and fields When you are finished viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry menu appears enter another employee to view history for or use the Exit F7 command to return to the Employee Inquiry menu 4 16 Payroll User s Manual Employee Inquiry Employee History Employee Federal Tax History Inquiry Screen If you selected Federal History from the Employee History Inquiry menu this screen appears Emplopos Fodera Ta Holey Comer Medes Dha Geel Corrado Haie Pra RAMO 7 Eroe
18. 9 11 9 15 9 19 9 31 9 32 9 34 9 38 9 45 9 51 12 3 12 7 PAEMxxx file 1 11 1 13 1 14 1 15 3 8 4 13 6 63 9 15 9 31 9 32 9 51 12 3 PAEPxxx file 1 8 1 15 3 7 4 11 8 3 8 7 8 11 8 15 8 19 9 51 PAESxxx file 1 8 1 13 1 14 9 51 12 3 PAETxxx file 1 9 3 7 9 51 11 13 PAEWxxx file 1 11 1 13 1 14 1 15 3 8 4 13 6 63 9 11 9 15 9 19 9 31 9 51 12 3 1 PAEXxxx file 1 9 9 51 PAFMHDR file 1 9 3 7 10 91 PAFMLIN file 1 9 3 7 10 91 PAGDxxx file 1 9 PAGHxxx file 1 9 PAHCxxx file 1 11 1 13 1 14 1 15 6 33 6 63 7 19 7 27 9 27 PAHDxxx file 1 12 1 13 1 14 6 63 7 19 PAHExxx file 1 12 1 13 1 14 6 63 7 19 PAHVxxx file 1 12 3 7 6 63 7 23 9 45 10 49 PAHWxxx file 1 12 1 13 1 14 6 63 7 19 9 27 PAINxxx file 1 10 PALCxxx file 1 10 parameters access code 1 19 command to start OSAS 1 18 company ID 1 19 general expression 1 19 terminal ID 1 19 PARExxx file 1 10 9 49 partial key inquiry 1 51 7 9 23 9 51 10 57 3 3 7 9 51 11 3 13 3 IX 12 Paste function key 1 34 1 40 1 51 pull down menu command 1 34 tool button 1 32 PATBxxx file 3 7 9 51 12 25 PATGxxx file 3 7 PATHxxx file 1 12 1 13 1 15 5 31 5 33 6 33 7 11 PATPxxx file 1 11 1 12 1 13 1 14 5 31 5 33 6 3 6 63 PATRxxx file 1 11 1 12 1 14 5 19 5 23 5 31 5 32 6 33 9 3 PATXxxx file 3 7 9 52 10 89 PAWIxxx file 1 10 3 7 9 52 11 23 13 13 PAWXxxx file 1 10 9 52
19. Deductions Journal see page 5 23 to verify that you entered the transactions correctly 3 If you find an error in the journals delete the incorrect transaction and enter the correct one Repeat steps 2 and 3 until the Time Ticket Journal and Miscellaneous Deductions Journal are correct 4 Back up your data files 5 Post the transactions see page 5 31 Payroll User s Manual Setup Setup Functions Use the Calculate Checks function see page 6 3 to process the transactions and calculate checks Print the Edit Register see page 6 21 to verify that the checks were calculated correctly If you find an incorrect entry in the Edit Register use the Payroll Transactions function see page 5 3 to enter a reversing and a correct transaction Post the correcting transactions calculate checks again and reprint the Edit Register to verify the corrections Repeat this step until the Edit Register is correct If you do not need check numbers in the history skip to step 11 If you want complete check history print the checks on paper or save them in a file If you use the Void checks function after the checks are posted to history you must print checks to assign check numbers Because you will void these checks immediately use plain paper or send the output to a file Print the reports on the Payday Work menu as an audit trail Back up your data files Post the checks see page 6 63 Ifthe pay period falls on a
20. Description Enter the employee s labor classification When you use the Maintenance F6 command the Labor Classes function is temporarily called up The labor class you enter here appears in the Class field when you enter a time ticket for the employee If the employee is a corporate officer check the box or enter Y in text mode if not uncheck the box or enter N in text mode If the employee is a seasonal employee check the box or enter Y in text mode if not uncheck the box or enter N in text mode Enter H if the employee is paid by the hour or S if the employee is paid a salary If the employee is salaried check the box or enter Y in text mode if the employee is exempt and does not receive overtime pay or uncheck the box or enter N in text mode if the employee is nonexempt and should receive overtime pay If the employee does not receive tips uncheck the box or enter N in text mode If the employee receives tips as part of his or her earnings check the box or enter Y in text mode so that the wages will be adjusted to bring the employee s earnings up to minimum wage if the reported tips do not When you calculate checks you use the group code to identify the employees you want to pay Common practice is to use a unique group code for each pay cycle weekly biweekly semimonthly and so on Enter the code that identifies the check processing group the employee belongs to Payroll User
21. Enmplopes Mincslarana Pitre Eraploges E sra Hakarp Egat eka Helen Erkia Fadesa Tae Holy Ersisi State Tan Hitos Ereplogaes Local T aa Horia 21407797 Cogar bi ORAS Taal TO AA Payroll User s Manual 10 25 Employee History File Maintenance 1 Enter the ID of the employee whose history you want to work with If you use quiry the Maintenance F6 command the Employees function is temporarily 2 Check the associated box or enter Y in text mode to select the screens you want to work with When you have selected the screens you want use the Proceed OK command to go to the first screen you selected Employee Miscellaneous History Screen Use the Employee Miscellaneous History screen to enter and maintain various payroll information You can enter and edit information for three months at a time and view monthly quarterly and year to date totals The Employee Miscellaneous History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only 10 26 Payroll User s Manual File Maintenance Employee History Month Totals When you enter the Employee Miscellaneous History screen the Month Totals window appears Emplopea Hiccallanerin Hate je Koi OO Heis Dha Bench ela Saxo RM e dare Esqployes iD BERE Bera Loredo E Command Bar Enter edit Next page Change quarter Quarter totals To edit a line item press Enter Then see Ed
22. Introduction Start Main Menu OSAS Graphical You can exit from a menu in these ways press the left arrow key to go to the previous menu one menu up hold the mouse over a different menu choice press the Tab key to go to the OSAS menu click the Close box in the upper right hand corner of the window to close OSAS use the Exit F7 command to close OSAS select Exit from the pull down File menu to close OSAS Payroll User s Manual 1 23 OSAS Graphical Introduction Special Commands in Graphical Menus In either graphical menu you can right click on a menu selection to display the Special Commands menu which allows you to perform these special tasks From the standard menus e add a function or menu to the Favorites menu e change to the Favorites menu e change from live to sample data and vice versa e display information about a function e perform special application setup From the Favorites menu e remove a function or menu e change to the Main menu e change from live to sample data and vice versa e display information about a function e perform special application setup Menu Keys 1 24 Keyboards have a set of function keys labeled with the letter F and a number which can be used to perform certain functions within OSAS In OSAS menus these commands are assigned to the function keys Key Command F1 Key Help F2 Favorites Menu F4 Access Code F5 Live Sample swap F6 Workstati
23. Recurring Deductions List Screen Select Recurring Deductions List from the Master File Lists menu The function screen appears Cervera fot Modos Sw ap PEE be mo Te a Doos Fee E Ths E 3 Far Coda Ferm Tues Fess Carpena H ESD Tere FON A 1 Enter the range of employee IDs you want to include in the list 2 Enter the range of run codes you want to include in the list 3 Enter the range of cutoff dates you want to include in the list 4 Select the order in which you want to organize the list 5 Select the output device Payroll User s Manual 12 21 Recurring Deductions List Master File Lists A sample Recurring Deductions List is at the end of this section After the list is produced the Master File Lists menu appears 12 22 Payroll User s Manual enuen s 3SN JOJ 8d Ez z 4 06 03 2001 Builders Supply 1 10 PM Recurring Deductions List By Employee Employee 2 Deduction Code Description BOU001 Bourne L C 001 Medical Ins Emp BOU001 Totals 001 Medical Ins Grand Total End of Report 1817 1934911 aun Buninoay SISI 9 14 JOISEIN 1517 suononpag Bununoay Tables List The Tables List shows the number of columns column length and type and data for any or all Payroll tables Use the Tables List to review information entered into the Payroll tables through the Tables function and stored in the PATBxxx file Tables List Screen Select Tables List from the Master
24. Setting up Payroll Once you have installed Payroll on your system you must prepare your data files for everyday use You can prepare files for use with Payroll in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Company Setup menu in Resource Manager see the Resource Manager User s Manual For instructions on converting your files see the Conversion section later in this chapter If you plan to use General Ledger Bank Reconciliation or Job Cost with Payroll you must set up those applications before you set up Payroll Payroll User s Manual 2 3 Conversion If you use an earlier version of OSAS Payroll you can convert your files from the older version to the current version When you are ready to convert files use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide to upgrade Payroll data files You can upgrade from version 3 2 4 xx 5 xx or 6 0x If you want to convert to version 6 1 from a version earlier than 3 2 contact a client support representative You must install the new version of Payroll before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager Before you convert an applicat
25. Tables Use the Tables function to set up and maintain the Payroll system tables Tables store information about the system data options and default settings for other applications The following tables are related to Payroll ADJMNxxx FREQxxx GLDEPxxx GLPAYxxx MAXVSxxx PACTLxxx SICccxxx TCALCxxx USRDDxxx USRDFxxx VACccxxx For information about each of these tables see their individual descriptions in this section For information about shareable and unshared tables see page 3 13 The OPTxxx and OP2xxx Options tables store options and interfaces settings Maintain the information stored in this table through Payroll system functions not through the table itself Payroll User s Manual 10 71 Tables File Maintenance Tables Screen Select Tables from the File Maintenance menu A blank tables screen appears Daman di bie Qe Hp ig bA oD 7 E surcos Tae SH Deion as ee sn u Hard 3 cn FA alurar Lengths T ta TC A A AK lt K Compara H ETA Termal TODO DA 1 To add or change a table enter the table ID To set up a company specific table enter the table ID plus the one to three character company ID To set up a terminal specific table enter the table ID plus the four character terminal ID To delete the table use the Delete F3 command 2 If you entered a new table ID the Copy From field appears To copy a company or terminal specific table ent
26. The conventions used in OSAS applications are presented below Running OSAS OSAS runs in an operating system supported by 150 megabytes of permanent storage and 4MB of RAM You may need additional space or memory depending on the size of your data files and the operating system you use Consult your reseller for more information Starting OSAS To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or in the appropriate folder To start OSAS on an operating system other than Windows enter osas at the operating system prompt The osas command can recognize three parameters t c and a 1 18 Payroll User s Manual Introduction Conventions The terminal ID t is the identification code assigned to the terminal you are using to run OSAS On multiuser systems each terminal usually has a default ID that was assigned to it when the terminal was added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid only if you are using Resource Manager for LANs The company ID c is the identification code assigned to a company If your system carries two or more companies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Refer to the Resource Manager User s Manual for information about assigning passwor
27. W2CODE2 You can set up the ADJMNxxx FREQxxx GLDEPxxx GLPAYxxx PACTLxxx SICcexxx TCALCxxx USRDFxxx USRDDxxx and VACccxxx system tables and the FUTAxxx STSss STXssm SUTssxxx W2CODE and W2CODE2 tax tables for individual companies and or all companies that are in the system You can set up one table for all the companies that are alike and you can set up one table for each company that is different You must enter OWN in the Option Table Type field in the Options and Interfaces function to be able to set up company specific options For example you can set up table GLPAY for companies that post payroll transactions to the same general ledger accounts and you can set up table GLPAYAO1 for company A01 GLPAYBO1 for company B01 and so forth if those companies post payroll transactions to different general ledger accounts These tables are identified by a three to five character prefix and a two to five character suffix The prefix is the table name FUTA for federal unemployment tax for example The suffix is a company ID or a systemwide table If you delete a company specific table that company uses the generic table For example if you delete table GLPAYAO1 company AO1 uses the GLPAY table You can set up the SUTssxxx SOTss STSss and STXssm tax tables for each state where you do business For example you can set up table SUTAZ to store the percentage and earnings limit that Arizona uses to calculate employer state
28. that entry is saved to the employee record When you use the Proceed OK command through the pay information that information is also saved Editing or Adding a Scheduled Deduction When you press Enter to edit a scheduled deduction or A to add a scheduled deduction the fields for the line item become activated Field Description No Enter the number of the scheduled deduction You cannot use the same deduction number more than once for an employee If you want the same deduction taken twice you must enter a new deduction number Description The description of the deduction is displayed 12345 Each of the five characters represents a period code You might use the pay periods to identify the five weekly pay periods in some months or five pay periods in which different combinations of deductions are taken For each pay period enter one of these codes N the deduction is not taken in the pay period Y the amount you enter is deducted P a percentage of the employee s gross pay is deducted H a fixed rate per hour worked is deducted D the amount is taken against a declining balance E the amount is a declining balance by percentage G the amount is a declining balance by formula Payroll User s Manual File Maintenance Employee Field Amount Balance Payroll User s Manual Description If you enter H for a salaried employee you must enter a time ticket to get the deduction If you press Enter all
29. then divided then added and finally subtracted Below is a table of the valid operations and the order in which they are performed 1 performed first 5 performed last Operator Priority Description 1 Negative Sign A 2 Exponentiation di 3 Multiplication Payroll User s Manual References About Formulas Operator Priority Description 3 Division 4 Addition 4 Subtraction 5 Equal to lt gt 5 Not equal to gt 5 Greater than lt 5 Less than gt 5 Greater than or Equal to lt 5 Less than or Equal to Calculations are performed in the order listed in the table above from left to right To change the calculation order use parentheses to group parts of the formula together Calculation is done from the innermost set of parentheses to the outermost set Functions You can use two types of functions when constructing formulas Tables Lookup and Conditionals Both are explained below Tables Lookup Use the TABLE and TABLE2 functions to look up items in tax tables Use the TABLE function to look up information in a tax table that is arranged gradationally The format for the command is TABLE x y RETVAL where x is the line or gradation in the tax table and y is the column number RETVAL is a BB command and must be included in a TABLE function The tax table the TABLE function goes to is specified in the Tax Authority Setup function see page 11 5 Payroll User s Manual C 5 About Formulas Reference
30. unemployment You can set up the LTXssllm table for each locality where you do business For example you can set up table LTXO1 to store the base and percentage figures that the locality uses to calculate tax withholding Payroll User s Manual Setup Setup Functions In addition you can set up the LTXssllm table for marital statuses For example you can set up table LTXO1S to store the base and percentage figures that the locality uses to calculate tax withholding for unmarried employees You must set up a MAXVSxxx table for each company that uses the table For more information on setting up tables see page 10 73 For more information on setting up tax tables see page 10 89 Withholding Codes for Tax Authorities Use the Tax Authority Setup function see page 11 6 to enter and maintain withholding codes for federal state and local tax authorities that employees need for withholdings You can also set up the formula names associated with each code for the states and localities You can enter 15 additional employee and employer withholding codes for each federal state and local tax authority Most federal and state codes are preset Withholdings Use the Withholdings function see page 11 23 to set up and maintain federal state and local withholdings for your employees The information is stored in the PAWIxxx Withholdings file You can exclude deductions and or earning codes from withholdings and set up employer
31. 00 00 00 468 22 4819 00 00 00 00 00 00 Hoday Buipjoyynm Ary uoyy Buissa9014 IIPOUOA Yodey Burproyyum Alyluoyy Quarterly Employer s Tax Report State and federal authorities usually require that your company submit employer withholding and unemployment statistics every quarter The Quarterly Employer s Tax Report shows these statistics in either detail or summary form The information in this report comes from the PAEExxx Employee Earnings History PAEGxxx Employee General Information PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History files Quarterly Employer s Tax Report Screen Select Quarterly Employer s Tax Report from the Periodic Processing menu The function screen appears I Dustel Espiel s Tas Hepoarl Ma ES Direach Est Modes Oia Help 20 beh 0 74 JE tires Enplopes Fem Panom y The pa aj Tha ay o Dia Erding Cue 13 11 En Comparg h ORAS Teal TO AA Inquiry 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of states you want to include in the report Payroll User s Manual 9 15 Quarterly Employer s Tax Report Periodic Processing 3 Enter the number of the quarter for which you want to produce the report 4 Press Enter to accept the displayed date or enter a different date The date you enter will print on the report 5 Select the level of detail you want to include in the report
32. 11 23 Pay Period Deduction Report function 6 57 sample 6 59 Paycheck Received Report function 6 41 sample 6 43 Payday Work 1 6 Payroll before converting 2 5 before you install 2 3 converting to version 6 1 2 10 installation 2 3 3 22 installing new version before converting 2 5 interface Bank Reconciliation 3 9 6 33 6 34 6 63 6 64 General Ledger 3 9 6 33 6 63 6 64 6 66 6 67 9 7 9 8 10 54 10 55 10 77 10 78 11 18 Job Cost 3 9 5 3 5 10 5 31 7 12 preparing to install 3 3 setup considerations 2 5 system requirements 2 3 Payroll Information 3 18 function 10 57 setting up 3 7 Payroll Information List function 12 17 sample 12 18 Payroll Posting Log sample 5 34 Payroll User s Manual payroll record unit coverage group 9 38 Payroll Reports 1 6 Payroll Tax Routines 3 16 3 21 Payroll Transactions adding 5 11 editing 5 6 function 5 3 initial balances 3 24 Periodic Maintenance deleting history 9 54 function 9 51 Periodic Processing 1 7 Personnel Information Inquiry function 4 11 Personnel Reports 1 6 Personnel Roster function 8 15 sample 8 17 PgDn inquiry command 1 42 1 52 report command 1 53 scroll region command 1 37 1 54 PgDn function key 1 33 1 49 text menu 1 47 PgUp function key 1 32 inquiry command 1 41 1 52 report command 1 53 scroll region command 1 37 1 54 PgUp function key 1 33 1 49 Pop Up Calendar tool button 1 29 1 32 Post Checks
33. 1996 e Ins Coverage Family Blue Cross User Label 2 User Label 3 Pay Rate Change Information Date Reason Old Rate License Last Phys Driver Lic User Date 04 User Date 05 User Defined Dates User Date User Date User Date User Date User Date Emergency Contact Jim Bourne Work Phone 612 567 3319 Home Phone 612 555 1212 Relation Husband Degree Major Bonus Information Reason 10 08 15 1994 1517 1e19q aa o duy SISI 9 14 J9ISEN 1817 rejog eeAo dwz Employee Labels Use the Employee Labels function to print mailing labels for checks notices newsletters and so on or to print the names and addresses of employees in a reference list Information printed on labels comes from the PAEGxxx Employee General Information file Employee Labels Screen Select Employee Labels from the Master File Lists menu The function screen appears Deh Edi Modes Other Help Seo hh Be 7 OF Aborto a The EFRON Fra a Enies C Cinet E ngka aa Label Ippa lidad HAE S310 Steeda 1 Pi i Lt Caomparg bl OR Teal TO CAM 1 Enter the range of employees for which you want to produce labels 2 Select the information you want to include in the labels You can include all employees or only current employees 3 Select the label size The larger label size includes the third address line Payroll User s Manual 12 7 Employee Labels Master File Lists 4 If you are printing mailing
34. 3 13 tax authorities 3 7 3 15 tax groups 3 7 tax tables 3 7 3 13 TCALCxxx table 3 13 USRDDxxx table 3 13 USRDFxxx table 3 13 VACcexxx table 3 13 W2CODE table 3 14 W2CODE table 3 14 withholdings 3 7 3 15 Shift F1 function key 1 36 1 48 Shift F10 function key 1 34 1 40 1 51 Shift F2 function key 1 48 graphical menus 1 25 text menu 1 47 Shift F3 function key 1 52 Shift F4 function key 1 52 Shift F5 function key 1 53 graphical menus 1 25 text menu 1 47 IX 15 Shift F6 function key 1 38 1 53 text menu 1 25 1 47 Shift F7 function key 1 38 1 53 text menu 1 25 1 47 Shift F8 function key 1 38 1 53 Shift F9 function key 1 34 1 40 1 51 SICcexxx table 3 13 3 14 10 73 10 82 screen 10 82 sick accruals 3 11 6 15 6 25 6 26 6 27 7 23 9 45 10 8 10 12 10 82 sick leave 10 49 Sick Leave and Vacation Report function 7 7 sample 7 9 sick time deleting 9 54 so1 3 16 so2 3 16 so3 3 16 Social Security Administration 9 31 magnetic media requirements 9 35 Social Security tax 9 28 sorting alphabetical 3 4 codes and IDs 3 3 principles of 3 3 3 4 SOTss tax table 3 13 3 14 10 90 splitting earnings 5 8 Start Over function key 1 33 1 49 pull down menu command 1 33 tool button 1 32 Start Over function key 1 47 Start style menu exiting from 1 23 features of 1 21 keyboard commands 1 24 right click menu 1 24 sample screen 1 23 state other withholding 3 16 unemployme
35. 41 Paycheck Received Report Payday Work 2 Ifyou want each department or check location to be printed on a new page check the box or enter Y in text mode if not uncheck the box or enter N in text mode 3 Select the output device A sample Paycheck Received Report is at the end of this section After the report is produced the Payday Work menu appears 6 42 Payroll User s Manual enuen s 3SN JOJ Bd ev 9 08 15 2001 Builders Supply 6 46 AM Paycheck Received Report Pay Check Date 04 31 2001 Empl ID Employee Name Check Date Signature BOU001 Bourne Linda C 459 30 1099 0001055 08 15 94 GER001 Gerard Timothy G 468 22 4819 0001057 08 15 94 JEN001 Jenkins Kathy M 460 39 9093 0001058 08 15 94 LUK001 Lukas George 488 30 1281 0001059 08 15 94 4 Check s For Department 500 08 15 2001 Builders Supply 6 46 AM Paycheck Received Report Pay Check Date 04 31 2001 Empl ID Employee Name Check Date Signature JON001 Jonchim Maria K 468 80 9944 0001060 08 15 94 501 1 Check s For Department End of Report 10d9yY P9A999Y yooydAeg yom epAed poday panisgay yooeyoAed Withholding Report Federal state and local tax authorities may require your company to make a deposit based on the amounts you withheld from employees checks These deposits may be required after each pay period or at the end of every quarter The Withholding Report is a summary of these employee payroll withholding amounts f
36. 7 On ren Tabla 1 Es F i Ceapan Corrarren ba Local Codes Hunter of Cola E Eaiunn Langh wi Fre 2 BFEFEFEFRFEFEFEFEFER a Beet et ete Bir si gt EHBE Hehet pi pe hri e EHE ann Compare H 060000 Teer Y 000 or One hundred entries are in the table You can enter state codes assigning them to local codes If you do not use local codes or do not add them to the table at this point the conversion will still be successfully completed When you are finished entering codes exit to the File Maintenance menu Converting from Version 5 0x and Earlier In previous versions of Payroll earnings and withholdings amounts in employee history were broken down only to the quarter to date level Beginning in version 5 1 those amounts are broken down to a month to date level To accommodate this situation the conversion program must allocate quarter to date figures from previous versions into the new month to date fields The conversion program will prompt you to select one of these methods Payroll User s Manual 2 7 Conversion 2 8 Installation and Conversion The monthly method divides total quarterly amounts evenly among the monthly fields For example January 33 3 February 33 3 March 33 3 The daily method allocates amounts precisely The program calculates days per month and the percentage of each day in the quarter If the last payroll check run was in the middle of a month the system allo
37. Aba brota TA i TDi a Kae a YET klk Coapa H DEE Teri Tan WA See page 10 3 for an explanation of the commands and fields When you are finished viewing the screen press N to go to the Employee History Inquiry menu Enter another employee to view history for or use the Exit F7 command to return to the Employee Inquiry menu Payroll User s Manual 4 19 Time Ticket History Use the Time Ticket History function to look at an employee s time ticket history for each quarter and for the year Time Ticket History Screen Select Time Ticket History from the Employee Inquiry menu This screen appears Tema Ticket Horda L rn Modos Qba od Comando ele 2x0 heh Ba 72 E Abain Compa ID a lous Linda E TE La Comey H OEE Tees TO OWA Inquiry 1 Enter the ID of the employee whose time ticket information you want to view 2 Enter the start date for the time period you want to work with Payroll User s Manual 4 21 Time Ticket History Employee Inquiry 3 Use the commands on the command bar to find the information you need Employee First Last Next Prev View Start Date e To look at a different record press E and enter the employee ID e To look at the first employee record on file press F e To look at the last employee record on file press L e To look at the next employee record on file press N e To look at the previous employee record on file press P e To view the time ticket details fo
38. Code 0 9 The codes you enter determine which employees you can enter manual checks for The codes are compared to the group code for each employee in the PAEGxxx Employee General Information file 6 10 Payroll User s Manual Payday Work Manual Checks Field Description Period End Enter the last day of the pay period Date on Checks Enter the date you want to print on the checks GL Period 1 13 Press Enter to post the general ledger entries to the displayed accounting period or enter a different accounting period Grp The group codes you entered above are displayed Period Beg For each group code you entered above enter a date for the start of the pay period Pd Code Enter the period code 1 5 that indicates which scheduled deductions should be taken for the manual checks in the group or enter 6 if you do not want deductions to be taken for these checks If you do not want deductions to be taken for a few of the checks zero out the deduction amount as you enter the checks When you are finished making selections the Manual Checks screens appear Options If checks are already on file select the action you want to take You can enter a manual check refer to Manual Checks Screens below e change a manual check that is on file refer to Manual Checks Screens below e change calculated checks you can edit deductions and withholding information for calculated checks but not earnings information erase
39. Dieductora Comparg bi ORAL Tarna TODE CA The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function 1 If you want each deduction to be printed on a separate page check the box or enter Y in text mode if not uncheck the box or enter N in text mode Payroll User s Manual 6 57 Pay Period Deduction Report Payday Work 2 Select the type of deductions you want to include in the report You can include employee deductions employer deductions or both 3 Select the output device A sample Pay Period Deduction Report is at the end of this section After the report is produced the Payday Work menu appears 6 58 Payroll User s Manual Payday Work Pay Period Deduction Report Pay Period Deduction Report 08 15 2001 Builders Supply 6 55 AM Pay Period Deductions Report 04 31 00 Employee Deductions Bourne Linda C BOU001 Gerard Timothy G GEROO1 Jenkins Kathy M JENOO1 Lukas George LUK001 Total for Deduction 001 Medical Ins 08 15 2001 Builders Supply 6 55 AM Pay Period Deductions Report 04 31 00 Employee Deductions Dept Check Bourne Linda C BOU001 500 Total for Deduction 010 Stock Plan Total for All Deductions 08 15 2001 Builders Supply 6 55 AM Pay Period Deductions Report 04 31 00 Employer Deductions Total for Deduction Not on file Total for All Deductions P
40. EI Payroll User s Manual 10 41 Employee History File Maintenance 10 42 Command Bar Tab Tax Amount Enter edit Append Next page Previous page Goto Change quarter Quarter totals To move the prompt between the Earnings and Tax Amount portions of the Month Totals window press the Tab key To edit a line item press Enter To add a line item press A Line items in both the Earnings and Tax Amount portions of the screen are identified by state and state tax authority codes State tax authority codes are set up in the Tax Authority Setup function When you add or edit earnings information you can enter amounts for three months each field s mask is user defined When you add or edit tax amount information you can enter amounts for three months each field s mask is user defined Once you enter a state line you cannot change the state code that withholding is for If you need to enter a different state press A The quarter totals and year to date totals are updated by the sum of the values you enter for the three months To move to the next screen you selected to work with press N To return to the previous screen you selected press P Changes you make are saved and take effect immediately you do not need to press N or P to save changes To go to a particular line item press G and then enter the state tax authority code or use the Inquiry F2 command to select the code This command appears only if
41. Enter edit Append Prev page Next check Delete check To move between the Employee Withholding and Employer Liability portions of the screen press the Tab key Payroll User s Manual Payday Work Manual Checks To edit a withholding or an employer liability press Enter To add a withholding or a liability press A Then see Editing and Adding Withholding and Employer Liability below When you edit a withholding or an employer liability you can change only the amounts To go to the previous page press P To go to the next check press N To delete the check press D Using the Exit F7 command does not delete a new manual check Editing and Adding Withholding and Employer Liability Field Description Type Press Enter to accept the displayed withholding type or enter F for federal withholdings S for state withholdings or L for local withholdings Inquiry State Press Enter to accept the displayed state code or enter a different state code Inquiry Locality If the withholding is a local type enter the locality code Inquiry Code Press Enter to accept the displayed withholding code or enter a different withholding code Description The description of the withholding is displayed Amount Enter or edit the amount of the withholding If you add or change any employee deductions recalculate the check When you have finished entering checks use the Exit F7 command to return to the Payday Work menu The information is a
42. File Lists menu The function screen appears Korea Edi Podes Othe Help 20 a oo e E udn ikain Fra Thai Tablet From Thai Bigisi Alk re he Page Biali Per Tails F Conparg hH O Teel TORE CR The default in the Application From Thru fields is PA You cannot produce a Tables List for other applications from this function in Payroll To produce a Tables List for another application refer to the appropriate user s manual or see the Resource Manager User s Manual 1 Enter the range of tables you want to include in the list Payroll User s Manual 12 25 Tables List Master File Lists 2 Ifyou want blank lines to be printed in the list check the box or enter Y in text mode if not uncheck the box or enter N in text mode 3 Ifyou want to print each table on a separate page check the box or enter Y in text mode if not uncheck the box or enter N in text mode 4 Select the output device A sample Tables List is at the end of this section After the list is produced the Master File Lists menu appears 12 26 Payroll User s Manual Master File Lists Tables List Tables List 08 25 2001 Builders Supply 7 05 AM Tables List Payroll Table ID ADJMN Description Adjust to Minimum Wage Earning Code No of Columns 1 Column Length 12 Type A Adjust Code Table ID FREQH Description Frequency of Hours Pay Period Group Cd No of Columns 2 Column Length 12 Type N GROUP CODE HOURS PERIOD 173 8
43. Final Output screen 9 43 format 9 33 function 9 31 magnetic media 9 34 W2CODE tax table 3 14 10 89 W2CODE tax table 3 14 10 89 withholding codes 11 7 employee 11 7 employer 11 7 withholding formula names 10 92 Withholding Report function 6 45 sample 6 47 Withholdings 3 15 3 18 additional 10 20 calculating deductions 10 91 Earned Income Credit 3 16 employee FICA 3 15 Employee Inquiry 4 8 employer FICA 3 16 employer paid 3 15 excluding an employee from 10 18 federal 3 13 3 15 10 16 10 18 10 89 11 5 11 23 11 25 fixed 3 16 formulas 10 16 function 11 23 in employee history 2 7 in manual checks 6 19 local 3 13 3 15 3 17 10 16 10 21 10 89 11 5 11 23 11 25 local other 3 17 order 3 15 preset federal codes 3 15 preset state codes 3 15 record of 7 19 Payroll User s Manual setting up 3 7 state 3 13 3 15 3 16 10 16 10 19 10 28 10 89 10 90 11 5 11 23 11 25 state other 3 16 unemployment insurance 3 16 worker s compensation 3 16 Withholdings List function 13 13 sample 13 15 worked department 3 12 worker s compensation 3 16 formula for B 1 setting up codes B 1 Workstation Date function key 1 24 1 46 Workstation date tool button 1 26 workstation date entering in graphical menus 1 26 entering in text menus 1 46 Y year end maintenance 9 31 9 51 9 52 9 53 9 55 year end tasks 1 15 Payroll User s Manual IX 19
44. For Pay Period Ending 10 31 2001 Earnings Withholdings Salary or Description 7500 00 yr OASDI Emplyr Medicare Unemp Ins MN Unemp Ins 5550 00 Emplyr OASDI Emplyr Medicare Unemp Ins MN Unemp Ins 7500 00 Emplyr OASDI Emplyr Medicare Unemp Ins MN Unemp Ins 2500 00 Emplyr OASDI Emplyr Medicare Unemp Ins MN Unemp Ins 23050 00 Emplyr Medicare Emplyr OASDI Unemp Ins MN Unemp Ins 693 320 693 320 FED EME Emplyr Medicare FED EOA Emplyr OASDI FED FUT Unemp Ins MN SUI MN Unemp Ins Employer Totals Deductions Employer Tota End of Report woday asuedxy juswyiedag 18Aojd wug yoday esuedxy juswyedeq 18Aoldwg wom Aephked Post Checks When you post checks these things happen e The PAEDxxx Employee History Deduction PAEExxx Employee Earnings History PAEGxxx Employee General Information PAEWxxx Employee Withholding History PAEMxxx Employee Miscellaneous History and PAHVxxx Leave Adjustment History files are updated from the checks The PATPxxx Transactions Post file is cleared to accept the next set of transactions entered through the Payroll Transactions function e The department records for salaried employees are updated If an employee works in more than one department the taxes paid by the employer are posted to each of those departments e If Payroll is interfaced with Job Cost manual checks are posted to Job Cost e The paychecks detail is transferred to
45. For example if you are working with a federal tax authority enter the name of the withholding To move to the scroll region use the Proceed OK command Tab Enter edit Append Goto To move the prompt between the Employee and Employer Withholding Codes portions of the screen press the Tab key To edit a line item press Enter To add a line item press A Then see Adding or Editing a Line Item below To go to a particular line item press G and then enter the line item number or use the Inquiry F2 command to select the line item number This command appears only if there is more than one screen of items Payroll User s Manual Codes Maintenance Tax Authority Setup Adding or Editing a Line Item You can add or edit 15 tax authority withholding codes for both employees and employers Field Number Code Formula Table ID Description The line number of the withholding code is displayed Enter the code for the withholding tax FWH SWH and LWH must be the first employee withholdings Enter the name of the formula that will be used when calculating the withholding You must add the extension RTN to the formula name so that the system will not overwrite part of itself Enter the ID of the tax table that will be used when calculating the withholding If you are working with FWH SWH or LWH these withholdings usually depend on marital status They can be overridden from the Employees Tax Infor
46. Foran Tha ku Pret dam Forradas F Frage Brad af wach araa f Compare bi O Teal TO CA 1 Ifyou want to print withholding formulas check the box or enter Y in text mode if not uncheck the box or enter N in text mode 2 Ifyou elected to print withholding formulas enter the range of withholding formulas you want to include in the list Payroll User s Manual 12 11 Formulas List Ban 7 Master File Lists If you want to print deduction formulas check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you elected to print deduction formulas enter the range of deduction formulas you want to include in the list If you want to print detail formulas check the box or enter Y in text mode 1f not uncheck the box or enter N in text mode If you want each formula to begin on a new page check the box or enter Y in text mode if not uncheck the box or enter N in text mode Select the output device A sample Formulas List is at the end of this section After the list is produced the Master File Lists menu appears 12 12 Payroll User s Manual enuen s 3SN JOJ B 4d er sl 08 24 2001 3 43 PM Formula ID Line No Type PMN__SUI RIN 001 002 003 004 005 006 007 008 A A ae A A A PMN__SWH 001 002 003 004 005 006 007 008 009 010 011 012 013 EN EIA A DA EA TE AS A el Ne 08 24 2001 3 43 PM Formula ID Li
47. I 1 Enter the range of employee IDs you want to include in the list 2 Enter the range of run codes you want to include in the list 3 Enter the range of cutoff dates you want to include in the list 4 Select the order in which you want to print the list 5 Select the output device A sample Recurring Time Ticket List is at the end of this section After the list is produced the Master File Lists menu appears Payroll User s Manual 12 19 02 21 jenueyy S osn OJ B d 06 03 2001 1 09 PM Builders Supp Recurring Time Tic By Employee Type Run Code Group Cutoff State Local Dept Job P Code Code ID BOU001 Bourne L C 12 31 2001 BOU001 Bourne L C 1 12 31 2001 JON001 Jonchim M K End of Report ly ket List hase Cost Class Code Seq Code Description SAL Salaried Wage 000 000 Prs 000 SAL Salaried Wage Pieces Totals SAL Salaried Wage Employee BOU001 Totals 000 SEC 000 REG Regular Pay Pieces Totals REG Regular Pay Employee JON001 Totals Pieces Totals REG Regular Pay SAL Salaried Wage Grand Total Pieces 80 000 600 00 80 000 600 00 80 000 600 00 0 80 000 600 00 60 000 00 140 000 600 00 1817 19491 au Buiinosy 1517 Joxo1 au Buninoay SISI 9 14 J9ISEN Recurring Deductions List Use the Recurring Deductions List function to produce a list of deductions used in the Recurring Entries function and the withholdings and amounts for the deductions
48. If you entered a week s worked limit for the state in the Payroll Information function the number of hours worked would be compared to the limit and in this case two weeks under limit would be recorded When you calculate FUTA SUI and FICA OASDI remember that there is no withholding above the ceiling on these wages Employee history information is stored in the PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History files Initial Balances 3 22 Unless you are setting up the Payroll system at the beginning of the year you must enter the payroll history for employees from the beginning of the current calendar year so that reports accurately reflect the payroll for the year How you enter initial balances and payroll history depends on whether you are setting up the system with or without check employee and transaction history If you installed Payroll General Ledger Bank Reconciliation and Job Cost at the same time leave the application interfaces turned on If you are adding Payroll to an existing system turn the application interfaces off to prevent double posting while you set up initial balances Payroll User s Manual Setup Setup Functions Setting up Without Check or Transaction History If you do not need check or transaction history the simplest way to set up Payroll is to collect all the general ledger per
49. L ddim ETE Fimi Lin Zip Coda Phare Hi E o Field Description Last Name First Name Enter the employee s last name first name and middle Middle In initial W 2 Name Enter the employee s name as it will appear on the W 2 forms that you print Address 1 2 3 Enter the employee s street address city and state of residence Res City State Zip Code Enter the employee s city state zip or postal code and Country country of residence The Inquiry F2 command is available in the State and Country fields Phone No Enter the employee s home phone number using the mask that is displayed Payroll User s Manual File Maintenance Employee Field SS No Sex EEO Class Participate in 401K Eligible for Pension Statutory Employee Deceased Job Title Work Phone Extension Payroll User s Manual Description Enter the employee s social security number Enter M if the employee is male or F if the employee is female Enter the employee s Equal Employment Opportunity classification 1 White 2 African American 3 Latino 4 Asian American or Pacific Islander 5 Native American or Native Alaskan If the employee is participating in the 401 k program check the box or enter Y in text mode if not uncheck the box or enter N in text mode This information is used for employee W 2 forms If the employee is eligible for the pension program check the box or enter Y in text mo
50. Long to denote the estimated time required to change the field This field denotes whether the file will be affected by the copy process Tag the file to change fields in the file 10 95 Change Fields File Maintenance 10 96 Command Bar Command Description Tab value Press Tab to return to the Values screen section Enter Tag Untag Press Enter to toggle a file as included or excluded from the copy process All Press A to tag all of the files None Press N to untag all of the files Begin Press B to being the change field function Header Press H to return to the header section to change the selection you made for printing the log Goto Press G to go to a particular entry Field ID Press F to choose a new field ID this will abandon any field changes you have entered but not yet made When you have tagged the files you want to change press B to begin the change process When the changes are complete the log will print if you elected to produce it Enter a new field ID to change or use the Exit F7 command to return to the File Maintenance menu Payroll User s Manual enuen s 3SN JOJ Bd 26 01 12 31 2000 6 12 PM File Name ARTHH INAIH INHIH INHIH INLHH INLHH INSHH INSHH JOBSH JOHIH JOHIH SORHH SORLH SOTDH SOTHH Field ID Builders Supply Change Code Log Records Read Records Converted Original Total Record New Total Records 607 spjai4 sbueyo 0 189 Improper field length
51. Main menu with one exception you can press PgDn only when an option leads to another menu and you must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately above it If you are several menu levels away from the Main menu you can return to the Main menu by pressing PgUp repeatedly or by pressing the Tab key You can exit from a menu in these ways e Press the PgUp key to go to the previous menu one menu up e Press the Tab key to go to the Main menu e Use the Exit F7 command to go to the operating system 1 44 Payroll User s Manual Introduction OSAS Text Text Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy access to your common applications By setting up your Favorites menu you can access your most used functions or submenus by pressing the F2 key Favorites Menu Text Style r Fevorcites Renta MIO AP Transactions GL Edit Transactions IM Transfers Journal To set up the text style display follow these steps 1 Move your cursor to the submenu or application that you want placed in the Favorites menu 2 Press F10 You can press F2 to verify your selection was added to your Favorites menu To remove an application 1 Press F2 to display the Favorites menu 2 Move your cursor to the submenu or application you want removed 3 Press F10 Payroll User
52. Menu Domai Edt Moder Etre Help Taksista cta a a Essais ge Dperadr Speen Carra Cal a FANT Proa Selection Calculator Execute and OS Command Call a PRO 5 Program Product Suggestion Operations Displays the OSAS calculator Allows you to enter an operating system command from within OSAS Allows you to execute a PRO 5 program Use this function to create a printable report for future OSAS product suggestions Application Options Allows you to view the application options you have set up Inquiry for a particular application Global Inquiry Use this function to search across your data You can select General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Pop Up Calendar Payroll User s Manual from the installed applications which data to search in Allows you to search for information on employees customers and vendors Displays the OSAS Support Information Allows the user to leave messages within the system Displays the EIS Dashboard Displays the EIS Dashboard history A reminders feature that allows you to create and read dated reminders within OSAS 1 35 OSAS Graphical Introduction Help Menu Commands Edi bodes ha Het Ci DE SU RA ME en Hair Fis Ordre Der Ar 1 Selection Key Operations About OSAS Displays the information about your OSAS installation Command Help Displays the OSAS Key Help screen Help F1 G
53. Modes Oth Help SY a hh bh 74 DE sack Fand Fecal aihn F Fedea inhaa Eros a 3j Tha ros Y Suecia E Sala From 4 sl Im 5 ae hei From 3 Thu aj Local Withholdrga F Locality From jo yl Thu 3 Loch Fea 3 Ia 3 Seat He Withholding ose Liso Fin sehen E Compare bi ORAS Teal TO CA 1 Ifyou want the list to include federal withholdings check the box or enter Y in text mode if not uncheck the box or enter N in text mode 2 If you elected to include federal withholdings enter the range of federal withholdings you want to include in the list Payroll User s Manual 13 13 Withholdings List Master Codes List 3 If you want the list to include state withholdings check the box or enter Y in text mode if not uncheck the box or enter N in text mode 4 If you elected to include state withholdings enter the range of states you want to include in the list Then enter the range of state withholdings you want to include in the list 5 Ifyou want the list to include local withholdings check the box or enter Y in text mode if not uncheck the box or enter N in text mode 6 If you elected to include local withholdings enter the range of localities you want to include in the list Then enter the range of local withholdings you want to include in the list 7 Select the order in which you want to print the list 8 Ifyou want the list to include exclusions check the box or enter Y in text mode
54. PAEMxxx files and creates these last year files with the LY extension PACDxxx Checks Deductions PACExxx Checks Earning PACHxxx Checks PACWxxx Checks Withholdings PADDxxx Deductions PADExxx Employee Deductions PADPxxx Department PADXxxx Deduction Exclusion PAECxxx Earning Codes e PAEDxxx Employee Deduction History e PAEExxx Employee Earnings History e PAEGxxx Employee General Information e PAEMxxx Employee Miscellaneous History e PAEPxxx Employee Personnel e PAESxxx Employee Federal State Local Withholdings e PAETxxx Earnings Types e PAEWxxx Employee Withholding History e PAEXxxx Employee Exclusion PAINxxx Payroll Information PALCxxx Labor Class PATBxxx Tables Payroll User s Manual 9 51 Periodic Maintenance Periodic Processing PATXxxx Tax Tables PAWIxxx Withholdings PAWXxxx Withholding Exclusion The PATB LY LY represents last year data and PATX LY files are created so that the system can distinguish differences between prior year and current year tax percentages You cannot use the Periodic Maintenance function if you are working with prior year files You must be in quarter 4 of the current year to run year end maintenance Because year end maintenance automatically does quarter end maintenance you do not have to perform both quarter and year end maintenance Before You Begin Before you do quarter or
55. Pay Regular Pay Vacation Pay Emplyr Medicare Emplyr OASDI Unemp Ins MN Unemp Ins Overtime Pay Regular Pay Salaried Wage Vacation Pay Emplyr Medicare Emplyr OASDI Unemp Ins MN Unemp Ins Balance End of Report WAREHOUSE WAREHOUSE WAREHOUSE WAREHOUSE WAREHOUSE WAREHOUSE EXECUTIVE EXECUTIVE EXECUTIVE EXECUTIVE EXEC EXEC EXEC EXEC EXEC EXEC EXEC SECRET SECRET SECRET SECRET SECRET SECRET SECRET Builders Supply Post Expense to GL Posting in Detail GL Account 520000 520000 520000 520000 520000 520000 530000 530000 530000 530000 530000 530000 530000 530000 530000 530000 530000 202000 202000 202000 202000 530000 530000 530000 530000 Credit Payroll User s Manual Monthly Withholding Report Your company may be required to make monthly tax deposits based on the amounts you withheld from employees checks The Monthly Withholding Report summarizes these statistics The information in this report comes from the PAEExxx Employee Earnings History PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files Monthly Withholding Report Screen Select Monthly Withholding Report from the Periodic Processing menu The function screen appears L Masel bby lee Arpa Ma E 20 ha mo 74 IE sand Caspar HORA Teal TODE AA Inquiry 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of states yo
56. Payroll system Deductions are assigned codes which can then be referenced when you set up employees in the Employees function You can set up 999 deduction codes Changes you make here update the PADDxxx Deductions and PADXxxx Deduction Exclusion files Deductions Screen Select Deductions from the Codes Maintenance menu The function screen appears Loarwarehi Modos bs Gadime Hep 20 na mo 74 UL Aare Dsdischee Coen Engt Lisblip du bwi led Dil Cale Or He Desc pica Command Bar Enter edit Append Goto Formula Exclude earnings Copy Deduction Payroll User s Manual 11 17 Deductions Codes Maintenance To edit a deduction code press Enter To add a deduction code press A Then see Editing or Adding a Line Item below To go to a particular line item press G and then enter the deduction code or use the Inquiry F2 command to select the code This command appears only if there is more than one screen of items To edit deduction formulas from this screen press F The Formula Maintenance screen appears For information about formulas see page 10 89 and appendix C To exclude earning codes from deductions press E Then see Earnings Exclusions below To copy a deduction move the prompt to the deduction you want to copy and press C Then see Copying deductions below Editing or Adding a Line Item To edit or add a line item follow these steps 1 Enter a descript
57. Pe eka Od Hanna bot 2 akrar Length ia Ta PE Lord Bouri A Compare H ETS Termal TODO DA Field Description Group Code Valid group codes are 0 through 9 Do not change delete or rearrange the codes The system looks for the codes by their position in the table it assumes that group code 0 is on the first line group code 1 is on the second line and so on Hours Period For each group code enter the number of hours that are in a pay period 10 74 Payroll User s Manual File Maintenance Tables GLDEPxxx Table The GLDEPxxx table stores the default general ledger accounts for earnings and employer paid deductions and withholdings used when new expenses for a department are added by posting transactions or checks If you post new transactions or checks to the PADPxxx Department file that do not have a specified GL account they are posted to the default GL account which you can edit in the Departments function If Payroll is not interfaced with General Ledger you must still build this table because the account numbers appear in the posting report When you enter the table ID the rest of the GLDEPxxx table appears Comma Edt Heder Che eb 2H a Bo T a Ta TF Depa ral Leger Dd pae acct Hubs al Cos Hi Cada Lang ne h Copan H BESTER E persa 1 EIN AH Field Description Type The three types of accounts are displayed Do not change delete or rearrange the types The system looks for the ty
58. Railroad F Federal Q Medicare Qualified Government Employment MQGE R Regular all others If the company reports under the establishment report plan enter the appropriate number If the establishment is a state or local government follow these instructions to enter the coverage group and the payroll record unit PRU e Ifyou have neither a coverage group nor a PRU press Enter to skip this field e Ifyou have a PRU but no coverage group enter 0 and then the PRU e Ifyou have both a coverage group and a PRU enter the coverage group and then the PRU If the company is not a state or local government press Enter to skip the State Limitation of Liability field If the company is a state or local government enter L if a state limitation of liability is applicable or press Enter if it is not Enter the income tax amount if any withheld by a third party payer Enter the amount in dollar and cents but without a decimal point When you save your entries the Output W 2 Forms to Magnetic Media screen appears Payroll User s Manual Periodic Processing W 2 Forms Output W 2 Forms to Magnetic Media Screen orar Edd Mike Dhi Help a BER Be st Of Aberin Edel erence Fis C Depi w da Hayat Media Lompa H OTOL Tamaa 100 OVA Select the action you want to take next You can edit any field in any W 2 see Editing the File below or you can output the W 2s to magnetic media without editing see Final Out
59. Register 7 19 Detail Leave Report 7 23 Profit Sharing Census 7 27 Personnel Reports Salary Review Report 8 3 Employee Birthday Report 8 7 Employment Anniversary Report 8 11 Personnel Roster 8 15 Education Report 8 19 Key Date Report 8 23 Periodic Processing Department Report 9 3 Post Expense to GL 9 7 Monthly Withholding Report 9 11 Quarterly Employer s Tax Report 9 15 Quarterly Withholding Report 9 19 Quarterly State Unemployment Report 9 23 941 Worksheet 9 27 W 2 Forms 9 31 Roll Up Leave Balances 9 45 Purge Recurring Entries 9 49 Periodic Maintenance 9 51 Close Last Year 9 55 File Maintenance Employee 10 3 Employee History 10 25 Leave Adjustments 10 49 Departments 10 51 Payroll Information 10 57 Recurring Entries 10 63 Tables 10 73 Tax Tables 10 89 Formula Maintenance 10 91 Change Fields 10 95 Codes Maintenance Labor Classes 11 3 Tax Authority Setup 11 5 Earning Codes 11 9 Earning Types 11 13 Deductions 11 17 Withholdings 11 23 Tax Groups 11 27 Master File Lists Employee Detail List 12 3 Employee Labels 12 7 Formulas List 12 11 Department List 12 15 Payroll Information List 12 17 Recurring Time Ticket List 12 19 Recurring Deductions List 12 21 Tables List 12 25 Master Codes List Labor Classes List 13 3 Tax Authorities List 13 5 Earning Codes List 13 9 Deductions List 13 11 Withholdings List 13 13 References System Messages A 1 Common Questions B 1 About Formulas C 1 Index
60. Screen Key Description Add to Remove Favorites Use the Add to Remove Favorites menu button to add the F10 desired submenu or function to or from your Favorites menu Change to Favorites Main Toggles your display menu between your Favorites menu F2 and your Main menu Sample data Live data F5 Switches between your sample data and your live data Setup F9 Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual will describe its usage Function Information F1 Displays information about the selected function 1 30 Payroll User s Manual Introduction OSAS Graphical Graphical Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy access to your common applications By setting up your Favorites menu you can access your most used functions or submenus by pressing the F2 key or by selecting Favorites from the pull down menu Favorites Menu Start Style AF Via rdacts ra SL Edit T ar eachiar e To add a function to the Favorites menu from the main OSAS menus simply highlight the function you want to add on the menu and press the F10 function key to add it to Favorites To remove a function from the Favorites menu highlight the function on the Favorites menu and press the F10 function
61. Tota Number of Employees 5 FWH 22766 50 OAS 23354 00 MED 23354 00 State Total MN Number of Employees Fo FWH 22766 50 OAS 23354 00 MED 23354 00 Grand Total Number of Employees P FWH 22766 50 OAS 23354 00 MED 23354 00 End of Report woday BHbulpjoyylmM yom eped yodey Bu pjoyyum Employer s Tax Report The Employer s Tax Report provides a record of the company s wage limits for taxes for example OASDI Medicare SUI and FUTA and wages in excess of the limits The liability calculations in this report are approximate because of rounding differences and may vary from actual posting totals Compare the totals with those in the Employer s Liability Report for the actual liabilities Employer s Tax Report Screen Select Employer s Tax Report from the Payday Work menu The function screen appears Korea Edi Podes Other Help 2 08 oo 74 ee eee Pih urte Bii Comte al Gioup Cada 171 Paid Era OO Die on Checa EE Gl Pared i Fad iie Enke Tees Caspar h OAL Taal TODD AA The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function Payroll User s Manual 6 49 Employer s Tax Report Payday Work 1 Ifyou want to print other employer taxes check the box or enter Y in text mode if not uncheck the box or enter N in text mode 2 Select the output device
62. Transactions screen to add a transaction to the list the Enter Transactions screen appears I Feist Tasriscliona Aa ES orar Ect Podes Die Hep SY bA oo 7 OF Anke Enplogss f Boara Linda E SALARIED Tar Gig Da COREN en E a EXECUTIVE Om Fz E Seqercatic 1 Paca 2 Sale Fa EsmiCoda Hola Hun Ate Sreart SAL Salaied Wage H 060 2000 GE w Desuschen Hoss Hati Arrat Da Pakisg EN 5 10 Payroll User s Manual Daily Work Payroll Transactions Field Maint Inquiry Tax Group Maint E EE Date Inquiry Dept Inquiry Job Maint Inquiry Phase Maint Inquiry Cost Code Et BEER Maint Inquiry Employee ID Description Press Enter to add a transaction for the employee whose record is displayed or enter a different employee ID If you use the Maintenance F6 command the Employees function is temporarily called up Press Enter to use the displayed tax group or enter a different group if the employee is subject to tax in more than one group If you use the Maintenance F6 command the Tax Group setup function is temporarily called up Press Enter to use the date that is displayed for the transaction or enter a different date Press Enter to use the displayed department code or enter a different code If you enter a department code that is different from the employee s default department it will be used to update the employer tax information in the PADPxxx Department file
63. While the function keys work in the graphical menus the menu bar and tool buttons offer you a choice in accessing these functions Such a choice is common in graphical Windows applications Using the mouse you can either move the cursor to the menu and click once or click on a tool button for the function desired Below is a sample of the OSAS pull down menu and tool buttons and a description of each T000 OPEN SYSTEMS Accounting Software File Modes Tools Favorites Other Help fee MO wwe Payroll User s Manual 1 25 OSAS Graphical Introduction 1 26 File Menu File Boden Teor Formen fitter Help Bose cP gt Sopla FE Ho wiorkotimion date FE al FE Tool Command Ke Button y Access code El F4 Sample data set F5 or Live Data set Workstation date F6 Exit F7 Using the Access Code dialog box A Sel Acan Coda Result Displays the Access Code dialog box See Access Code dialog box below Toggles between the Sample Data and the Live Data Displays the Workstation date dialog box See Workstation Date dialog box below Exits from OSAS To change the access code enter the code in the field Then click OK to save your entry and return to the OSAS menu or click Exit to abandon the dialog box and return to the menu Using the Workstation Date dialog box Payroll User s Manual Introduction OSAS Graphical To set a new workstation date enter the date
64. a list of employees based on a date you select The key dates are taken from the USRDDxxx table Key Date Report Screen Select Key Date Report from the Personnel Reports menu The function screen appears Korea Edi Modes Other Help ru ba Bh 7 OF Asse Emploges ID Fima E 00 Fick User Deds Fisk fi Fiind Tey SrH E Lars Lie Cie DE Euer Fisa ari aj Lae Ppp Lee Cote 07 Tes Toa C Cee Lc bree Chote DE Disparicar From 3 7 lim a Co i Lim Coste EI Titru 3 C ner Gute DE i per End 10 Or Fn ER JS Tu fr 8 limar Fad E 11156 Pret te Pina 7 Erepicpes IL Loot Hara T r 7 eriei Beading Li FM ES ISIS TART de Te ZU E Line el Esport on Liceras Led Comparg HH ORAS Teal TO AA Inquiry 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of supervisors you want to include in the report Inquiry Enter the range of departments you want to include in the report il Inquiry 4 Enter the range of employee classes you want to include in the report Payroll User s Manual 8 23 Key Date Report 8 24 9 10 Personnel Reports Select the user date field to print on the report The dates are taken from the USRDDxxx table The name of the user defined date field you selected in the previous field is displayed Enter the range of dates you want to include in the report for that date field Select the order in which you want to print the report If you chose to
65. a manual check for the employee before the next payday or produce multiple checks on payday If you issue and print a check for a previous year make sure that the check is dated for the correct year You can also use the Manual Checks function to change deductions and withholdings of calculated checks that are already in the PACHxxx Checks file Before You Begin If you have a multiuser system make sure that no one else is calculating checks You cannot enter manual checks if someone else is using the PACHxxx file to calculate checks Payroll User s Manual 6 9 Manual Checks Payday Work Manual Checks Selection Screen Select Manual Checks from the Payday Work menu The selection screen appears Marae Checks La Cara Ei Medes Coe Hep So be Be 7 DE ibero Panal Pirta 172 Comte a Guasp Cade 1213 Posi Erd De on Checks GL Femi Era Paced Bee Pod Conte Gp Peed Beg Pd Conte 1 LES LER 4 ZO TU Ur i 3 PR rapes 1 Company H OLTU Tamaa 7000 T If manual checks are already on file additional fields appear at the bottom of the screen refer to Options below If no manual checks are on file the entries you make in these fields apply to all the manual checks you enter until you post checks Field Description Payroll Number The payroll number is displayed from the PACTLxxx table which is stored in the PATBxxx file Quarter The current payroll quarter is displayed from the PACTLxxx table Group
66. al Disp Br aj EXECUTAE Jobs Pisa Chea E 3 Fresadora Danica FCS Salmid Waga Field Description Inquiry Tax Group Press Enter to accept the displayed tax group ID or enter a different ID Inquiry Dept Press Enter to use the displayed department or enter a different department ID Inquiry Job If Payroll is interfaced with Job Cost press Enter to use the displayed job ID or enter a different job ID The Inquiry Maint F2 and Maintenance F6 commands are available if Payroll is interfaced with Job Cost Inquiry Phase If this earnings entry contains a job ID press Enter to use the displayed phase ID or enter a different phase ID The Maint Inquiry F2 and Maintenance F6 commands are available if Payroll is interfaced with Job Cost O 14 Payroll User s Manual Payday Work Manual Checks Field Inquiry Cost Code Maint Inquiry Class Maint Inquiry Earn Code Maint ERIK ER Hours Rate Amount Description If this earnings entry contains a job ID press Enter to use the displayed cost code or enter a different cost code The Inquiry F2 and Maintenance F6 commands are available if Payroll is interfaced with Job Cost Press Enter to accept the employee s labor class or enter a different class Press Enter to accept the employee s earning code or enter a different code Press Enter if the employee worked the number of hours displayed or enter a different numb
67. and have the extension RTN 6 Enter the table ID if necessary for example WKCMN 7 Use the Exit F7 command to return to the File Maintenance menu 8 In the Withholdings function select the state tax authority and the tax code you entered for worker s compensation See page 11 23 for information on how to proceed with setting up the withholding When you have finished setting up the withholding exit to the File Maintenance menu Payroll User s Manual B 1 Common Questions References 9 Inthe Formula Maintenance function use the formula ID name you used in the Tax Authority Setup function See page 10 89 for information on how to proceed with setting up the formula There are many ways to calculate worker s compensation Depending on your state the formula could be based on labor class or sex Contact your state tax authorities for more information How do I use multistate or multilocal taxes Use the Tax Information screen in the Employees function see page 10 3 to add states and localities for which the employee may need withholdings When you enter or edit transactions in the Payroll Transactions function see page 5 3 specify the states and localities for the employee s withholding If you use the Manual Checks function see page 6 9 to calculate checks specify the states and localities on the first and third manual checks screens Why are my departments and my employee history blank You have not post
68. and termination dates in the employee records to verify employment during the pay period Enter the date you want to print on the checks The general ledger period is used when you post checks The totals for the checks produced are posted to the general ledger period you specify The totals in the Payroll system are affected in the current period regardless of the general ledger period you enter Press Enter to post the checks to the displayed period or enter a different period The group codes you entered above are displayed 6 5 Calculate Checks Payday Work 6 6 Field Description Period Beg The system uses this date and the period ending date you entered above to verify employment during the pay period For each group code you entered above enter a date for the start of the pay period or press Enter to accept the date that is displayed Pd Code The period code you entered in the Scheduled Deductions portion of the Employee Salary Information screen indicates when and how each scheduled deduction is taken During check calculation the period codes are compared to the codes in the employee record to determine which deductions will be taken For each group code you entered above enter the appropriate period code 1 5 or enter 6 to skip deductions Include Salary Wages Check the box or enter Y in text mode to include salary wages in the calculation for the group codes entered uncheck the box or enter N
69. are updated by the sum of the values you enter for the three months To return to the Employee History screen press N To return to the previous screen you selected press P Any changes you make are saved and take effect immediately you do not need to press N or P to save changes To go to a particular line item press G and then enter the local tax authority code or use the Inquiry F2 command to select the code This command appears only if there is more than one screen of items To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then see Quarter Totals below Payroll User s Manual 10 45 Employee History File Maintenance Quarter Totals When you press Q in the Employee Local Tax History screen to view quarter totals the Quarter Totals window appears Empire Loca fax Hole Lord Medes Dha Goal Cavers Hi FKU bo TE l m Eroi ANUM Rewita Linda E Command Bar Tab Next page Previous page Goto Month totals To move the prompt between the Earnings and Tax Amount portions of the Quarter Totals window press the Tab key To return to the Employee History screen press N To return to the previous screen you selected press P Any changes you make are saved and take effect immediately you do not need to press N or P to save changes To go to a particular line item press G and then enter the local tax authority code or use
70. assumes that the current quarter is on the first line the payroll number is on the second line and the current year is on the third line Value On the first line enter the number of the current quarter This value is updated when you do quarter or year end maintenance Payroll User s Manual File Maintenance Tables Field Payroll User s Manual Description On the second line enter the payroll number This value is updated when you post checks and is reset to 1 when you do year end maintenance On the third line enter the current calendar year This value is updated when you do year end maintenance 10 79 Tables File Maintenance SICccxxx Table The SICccxxx table cc represents the sick code abbreviation is used to calculate the accrual rate of sick days for employees based on the number of years worked If no time ticket hours are entered or manual checks are issued salaried employees accrue the minimum number of sick and vacation days Salaried employees sick hours are assigned from their group code in the FREQxxx table When you enter the table ID the rest of the SICccxxx table appears Command di beter Cie Help ug t wD te DE serien Tale O aa Fai ey ca oy u Hina Cott a Calar Lergh ip Ta A Bas Bee Rin Accra e Compare H ETA Terol TED DAA Field Description Up to Year Enter the number of years worked by the employees that the entries affect For example ent
71. before posting 6 66 before voiding 6 33 function 6 63 log 6 68 update earning information 10 32 federal earnings 10 38 local earnings 10 44 state earnings 10 41 Post Expense to GL function 9 7 log 9 10 Payroll User s Manual T accounts 9 7 Post Transactions function 5 31 log 5 34 posted checks voiding 6 33 Posting prepost checklist 5 31 Previous Line command function key 1 37 1 54 pull down menu command 1 37 scroll button 1 39 Previous Page command function key 1 37 1 54 pull down menu command 1 37 scroll button 1 39 Print Checks alignment form 6 30 function 6 29 log 6 32 restarting 6 30 restricting access to 3 27 Print Manager defined 1 3 printing checks 3 11 3 19 6 29 screen contents 1 48 PRO 5 Command tool button 1 29 Proceed function key 1 49 Proceed OK function key 1 33 pull down menu command 1 33 verification button 1 32 Proceed command 1 19 Profit Sharing Census function 7 27 sample 7 29 programs backing up 3 28 PRU 9 38 coverage group 9 38 pull down menu functions commands 1 33 IX 13 Edit 1 34 Help 1 36 Information 1 36 Inventory Lookup 1 38 Modes 1 34 Other 1 35 Scroll Commands 1 37 graphical functions 1 33 graphical menus 1 25 Favorites 1 28 File 1 26 Help 1 29 Modes 1 27 Other 1 28 Tools 1 27 Purge Recurring Entries function 9 49 Q quarter end maintenance 9 52 9 53 Quarterly Employer s Tax Report functio
72. depending on which option you selected in the Resource Manager Options and Interfaces function Enter the ID of the job you want the time and amount on the entry charged to The Inquiry F2 and Maintenance F6 commands are available if Payroll is interfaced with Job Cost If you entered a job ID for this entry enter the ID of the phase you want the time and amount on the entry charged to if any The Inquiry F2 and Maintenance F6 commands are available if Payroll is interfaced with Job Cost If Payroll is interfaced with Job Cost and you entered a job ID for this entry enter the cost code for the job The Inquiry F2 and Maintenance F6 commands are available if Payroll is interfaced with Job Cost 5 11 Payroll Transactions Daily Work 5 12 Field Class Sequence No Pieces Salary or Rate Earn Code Description Press Enter to accept the employee s labor class that is displayed from the PAEGxxx file or enter a different class for the time ticket If you use the Maintenance F6 command the Labor Classes function is temporarily called up If you want to produce multiple checks for an employee enter all the transactions for the first paycheck under sequence number 0 Then enter the transactions for the second paycheck under sequence number 1 and so on If the employee did piecework enter the number of pieces the employee produced The Payroll system does not use this information to calcul
73. e To view the check summary press C The Check Summary screen appears displaying a summary of the selected check Press any key to return to the Check History screen e To view the earnings screen for the selected entry press A The Check History Earnings screen appears displaying a summary of the earnings see Check History Earnings Screen below e To view the deductions for the selected check press D The Check History Deductions screen appears see Check History Deductions Screen below e To view the withholdings for the selected check press W The Check History Withholdings screen appears see Check History Withholdings Screen below e To print the entry screen press R Then select the output device Payroll User s Manual Employee Inquiry Check History Check History Earnings Screen When you press A the Check History Earnings screen appears Corman Heda fa Goal Comando Hake ex Belem Te 1 Atari ce ae Bomas Lira E Set Dat Check Mo DOS Eun Coda bergen fecOoen Olam Hears Anant Fis oy eo Tong 001 a mo Bere aim patting Cope H DEDOS Teresa TODO OVA Field Description Earn Code The earning code is displayed see page 11 9 to set up earning codes Description Dept Job The earning code description and the department job and Phase phase IDs are displayed Tax Group Cost Code The tax group and job cost code are displayed For instructions on setting up tax groups see pag
74. enter the deduction code for the line item If you entered E in the Type field enter the earning code for the line item 10 55 Departments File Maintenance 10 56 Field GL Account GL Period Quarter Year Description If you entered W in the Type field enter the withholding code for the line item Enter the general ledger account number associated with the line item The Maintenance F6 and Inquiry F2 commands are available if Payroll is interfaced with General Ledger Enter the amount accumulated since you posted expenses to General Ledger Enter the quarter to date amount for the line item Enter the year to date amount for the line item When you save your entries the prompt returns to the Line Item Scroll Region Payroll User s Manual Payroll Information Use the Payroll Information function to set up and maintain state unemployment reports company address information for use in report headers employer bank information and degree descriptions for use in employee personnel information records Changes you make here update the PAINxxx Payroll Information file Payroll Information Screen Select Payroll Information from the File Maintenance menu The function screen appears Passel lalo sitos Ma E Dorward Edt Modes he Hele Seo hh Hh 7 DE Arka Comparg bi ORS Teal TO AA Select the type of the information you want to work with You can set up or maintain the st
75. for Record Test KNUM 0 Record ENTRY 457 120 1010 Improper field length for Record Test KNUM 0 Record ENTRY 0 0 406 Improper field length for Record Test KNUM 0 Record ENTRY 27 0 573 25 25 1 189 0 189 6 6 21 21 20 20 8 8 AR CUSTOMER ID Original Value New Value ACE001 ABCOO1 soueusluley 9 14 spjal4 ebueyo Codes Maintenance Labor Classes Tax Authority Setup Earning Codes Earning Types Deductions Withholdings Tax Groups Payroll User s Manual 11 3 11 5 11 9 11 13 11 17 11 23 11 27 11 1 Labor Classes Use the Labor Classes function to set up and maintain labor classes Labor classes can be used to group types of employees For example you might set up labor class EXM for executive managers MIM for mid level managers and so on The classes you set up can be useful for report sorting Labor classes are stored in the PALCxxx Labor Class file and are used in the Employees function Labor Classes Screen Select Labor Classes from the Codes Maintenance menu The function screen appears A Labor Caan Pio Corman Edd Moden fm Hal oy la A A El 7 ar Atarin Laca Ein TT Depa ropa Coty HELADOS Tears TODO WA 1 Enter the labor class code 2 Enter a description of the labor class code Payroll User s Manual 11 3 Labor Classes Codes Maintenance When you save the labor class code the cursor returns to the Labor Class field Enter another labor class co
76. formulas 10 13 10 91 printing 12 12 function 11 17 information 10 35 log 11 22 overriding factors 10 16 period code 11 21 record of 7 19 using the same number twice 10 14 Deductions List function 13 11 sample 13 12 deferred compensation 3 17 10 36 11 18 B 4 Degree Descriptions 3 19 10 57 10 62 Del function key 1 40 1 50 Delete department record 10 52 with GL balance 10 53 division record 10 52 employee record 10 3 10 5 function key 1 33 1 48 history 9 54 last year files 9 55 manual checks 6 15 6 20 pull down menu command 1 33 table 10 74 tool button 1 32 delete information on a screen 1 33 1 48 line item 1 37 1 54 Delete character function key 1 40 1 50 Delete Line command function key 1 37 1 54 pull down menu command 1 37 Delete to End of Line function key 1 51 department IDs 3 18 department records deleting 10 52 information stored in 10 51 Department Report 3 18 function 9 3 sample 9 5 Departments 3 18 deleting with GL balance 10 53 IX 4 function 10 51 posting to 3 12 setting up 3 7 dependent care benefits 9 31 10 29 10 89 11 18 Depreciation Tables List list 10 99 Description Inventory Lookup function key 1 38 1 53 pull down menu command 1 38 deselect defined 1 18 Detail Inventory Lookup function key 1 38 Detail Leave Report function 7 23 sample 7 25 division ID 3 18 divisions 3 18 10 51 double click defined 1 17 Down Arrow inquir
77. found The SUI record in the PAINxxx Payroll Information file is not on file for the selected state Build the table through the Payroll Information function page 10 57 or restore it from a backup and try again The federal tax authority was not found in the PACO file You must enter this information in the Tax Authority Setup function page 11 5 This function is not allowed with last year data files Switch to current year files first If you are trying to use a function that cannot be used with last year data files switch to the current year files Transaction history is not implemented You cannot print the Transaction History Report if you did not elect to save history in the Resource Manager Options and Interfaces function Use the Options and Interfaces function to elect to save transaction history Unable to create sort file You may not have permission set up on your network A 6 Payroll User s Manual References System Messages Unable to find original transactions in transaction history Transactions will not be re created in Transaction file If the original transactions are not found in the PATHxxx Transaction History file on a calculated check transactions will not be re created User defined field record USRDD not found in PATB file User defined field record USRDF not found in PATB file These user defined files must be set up in the Tables function page 10 71 Warning GLDEPx tab
78. function 1 If you want employer tax and deduction information in the register check the box or enter Y in text mode if not uncheck the box or enter N in text mode 2 Select the amount of detail you want in the register You can print in detail earnings withholdings and deductions information for all employees or in summary earnings withholdings and deductions involved in the checks 3 Select the order in which you want to print the report 4 Select the output device A sample Edit Register is at the end of this section After the register is produced the Payday Work menu appears 6 22 Payroll User s Manual enuen s 3SN JOJ 8d c 9 08 04 2001 Group Code 12 02 PM Employee Period Builders Supply Edit Register For Pay Period Ending 04 31 2001 Earnings Salary or Soc Sec No Hours Bourne Linda C 173 7500 00 BOU001 459 30 1099 Gross Wages 7500 00 Net Pay 4698 00 Lukas George 173 2500 00 LUR001 488 30 1281 Gross Wages 2500 00 Net Pay 2203 00 Barnings Withholdings Deductions Descriptions Barnings Gros s Wages Net Pay REG Regular Pay SAL Salaried Wage TOTALS withol FED FED FED MN MN Empl Empl dings EME Emplyr FICA EOA Emplyr FICA OAS Emplye FICA SUI MN Unemp Ins SWH MN W H oyee Totals oyer Totals Deductions 001 002 003 004 006 008 010 Medical Ins Dental Ins United Way Credit Union 401K
79. have been erased manually or by closing them Must build table name table first You must build the table shown in this message before you can use this function No check on file for employee xxxxxx You must calculate checks before printing Use the Calculate Checks page 6 3 or the Manual Checks page 6 9 function You might also see this message if you try to edit an accrual for an employee who does not have a check on file You must use the Calculate Checks or the Manual Checks function No tax information located for this employee You must enter this information on the Employees Tax Information screen page 10 16 NOTE Check history is not implemented for this company The record of federal tax liability might be incorrect The PAHCxxx Check History file may not be present it is required to provide complete information in 941 reports Payroll User s Manual A 5 System Messages References Option for Transaction History is not in use Transactions will not be re created in Transaction file You did not elect to save payroll transaction history in the Resource Manager Options and Interfaces function Quarter end processing not valid in quarter 4 Use year end processing instead You cannot use the Quarter End Maintenance function if the current quarter in the PACTLxxx table is 4 Record is in use Someone else is using the record you are trying to access Press Enter to try again SUI record for state xx not
80. in text mode to exclude the wages Only time ticket and miscellaneous payroll information is processed so you can process bonus checks without processing the salary wage Calculate Vacation Sick This field appears if you elected to use this option in the Accruals Resource Manager Options and Interfaces function If you want the system to calculate vacation and sick accruals check the box or enter Y in text mode if not uncheck the box or enter N in text mode When you save your entries you are prompted to select the output device A sample Calculate Checks Log is at the end of this section After check calculation is finished the Payday Work menu appears Payroll User s Manual 08 04 2001 Builders Supply 11 53 AM Calculate Checks enuey s 3SN jjos1Aed 1 9 Group Code 1 Period End 04 31 2001 Date on Checks 04 31 2001 GL Period 12 Grp Period Beg Pd Code 1 04 15 2001 1 Calculate Checks Totals REG Regular Pay SAL Salaried Wage Gross Pay Net Pay Checks Number of Employees Number of Checks End of Report Grp Period Beg Pd Code 304 00 23050 00 23354 00 15732 91 5 5 507 syoeyy ajejnojeg yom epAed syoauy aJenojeo Manual Checks Use the Manual Checks function when you want to produce payroll checks outside the normal payroll cycle For example if an employee resigns is going on vacation or is receiving a bonus or other type of compensation on a separate check you can produce
81. in the field use the up down buttons to increase decrease the date displayed or click System Date to change the date to match the operating system date Then click OK to change the workstation date Abandon to restore the original date displayed or Exit to return to the Main menu Modes Menu Ele Moder Tome Fyeates bs Helo DU Funciona GE Boske GL Scores CABRAS Tool Command Ke Result Button y GUI Functions Shift F6 Toggles between GUI function screens and text function screens Scale GUI Shift F7 Toggles scaling of GUI screens on Screens and off When scaling is off the default mode the screen size is smaller when you use higher monitor resolutions Tools Menu Ge Heder Took Fyre the Hep 20 sie Tool Command Ke Result Button y Calculator a Displays the Windows calculator Payroll User s Manual 1 27 OSAS Graphical Introduction Favorites Menu Ein Bader edt Forms ihe Heip ei Diane ho Ferro Fo Tool Command Ke Result Button y Change to a F2 Displays the Favorites menu Main Favorites Ed menu See Graphical Favorites Menu on page 1 31 Other Menu Ba beki eh Fes De Hop DA dra IA ar m a La Esscuds pa pansi Speen Carra Cal a PAD Page Produc Gimi Appicatoe 0 piora ire The Other menu contains a set of utilities A calculator and Global Inquiry which presents data from several applications are two of the utilities on the Other menu See the Resource Manager User s Manual for information
82. in this format PFED_OAS RTN where OASDI withholding would be used for example Names for state formulas should be in this format PMN__SUI RTN where MN would be the state and SUI would be Employer State Unemployment Insurance for example Names for local formulas should be in this format PMNyyLWH RTN where MN would be the state and yy would be the local code Copy From This field appears if you entered a new formula ID Enter the ID of the formula you want to copy information from or press Enter to skip this field Description Enter a description of the formula Factors 1 6 Formula factors are variables used to change the base rate in a formula without changing the actual formula Each formula can have six factors Enter up to six formula factors When you save your entries the cursor moves to the scroll region Command Bar Enter edit Append Header Goto Create program To edit a line press Enter To add a line press A Then see Editing or Adding a Line below To return to the header region of the screen press H To go to a particular line press G and then enter the formula line number This command appears only if there is more than one screen of items Payroll User s Manual 10 91 Formula Maintenance File Maintenance 10 92 When you are done entering or editing a formula press C to convert the formula to a program Use the Create Program command anytime you enter or edit a formula If you do
83. information you want to look at 2 Use the commands on the command bar to find the information you need Employee First Last Next Prev Goto View Payroll User s Manual 4 5 Salary Information Employee Inquiry Looking at a Different Employee Record e To look at a different employee record press E Then enter the employee ID e To look at the next employee record on file press N e To look at the previous employee record on file press P e To look at the first employee record on file press F e To look at the last employee record on file press L Looking at Scheduled Deduction Information The Goto command appears only if there is more than one screen of items To look at a particular scheduled deduction press G and then enter the deduction code or use the Inquiry command to select the code Looking at Factors To look at factor information for a scheduled deduction press V The Factor Inquiry window appears Picts DE Fisa ti Fika 2 tt Fida E Cat F h Diii Paria DER The information displayed comes from the PADExxx Employee Deductions and PAEGxxx Employee General Information files and is entered in the Employees function see page 10 3 for an explanation of the fields Press any key to return to the Salary Information screen When you are finished looking at the information press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employe
84. key to remove it from the menu You can also use the right click menu to add a function to Favorites or to remove a function from Favorites Graphical Function Commands Once you select an OSAS application function from the menu the function screen appears The way that you enter data on OSAS screens is consistent from function to function To move around the OSAS screens you use the function commands described below In OSAS commands are assigned to various keys on your keyboard as well as to certain tool buttons and pull down menu selections You can use these commands to work with data entry screens If a tool button or menu selection appears grayed out or muted the command is unavailable at this time Payroll User s Manual 1 31 OSAS Graphical Introduction Function Tool Bar Buttons 2xe Ba mA g Tool Button Key Result F6 Go directly to the appropriate File Maintenance function to 39 update information about the field you are in F3 Delete the information on the screen Since this command can delete an entire record use it with caution Ix PgUp Move the cursor back to the first field on the screen or to the first field after the key field without erasing the entries or changes you made gt U Shift F9 Copy the contents of the current field E Shift F10 Paste the contents you copied from a previous field into the current field E Displays the calculator screen El Displays the pop up cal
85. not use the Create Program command before exiting from the Formula Maintenance function the system automatically executes the command when you use the Exit F7 command to return to the File Maintenance menu If you use the Abandon F5 command to return to the header region of the screen your changes are not saved and the formula is not compiled into a program Editing or Adding a Line When you press Enter or A on the command bar the following window appears L Lira Enip Each line in a formula can be 100 characters long You enter the line in two segments When you press Enter to leave the Line Entry window the two lines join to form one longer line only the first 50 characters of which are displayed on the Formula Maintenance screen To delete one line at a time use the Delete F3 command See appendix C for a detailed explanation of how formulas work and for a list of valid variables functions and operations When you are finished entering or editing a formula use the Exit F7 command to save your changes and create a program and return to the File Maintenance menu Payroll User s Manual Change Fields Features Use the Change Fields function on the File Maintenance menu to change any code from one value to another The Change Fields function can change codes within this application as well as in other applications To produce a list of fields changed use the Print Log feature A sample of the log ap
86. on or off 1 49 OP2xxx table 10 73 operations table of valid C 4 Options and Interfaces 3 14 3 24 7 19 7 27 screen 3 10 setting up 3 7 3 9 shared or owned 3 10 OPTxxx table 10 73 OSAS conventions 1 18 converting from 3 x and 4 x 2 6 converting from version 5 x and earlier 2 7 running 1 18 setup considerations 2 5 system requirements 1 18 OSAS graphical version menu choices 1 21 Other function key 1 48 Other Command menu accessing 1 46 1 48 other pay 5 4 6 65 output device printer 1 56 override deductions 5 8 factors 10 16 pay 3 21 10 12 overtime 11 13 P PASOCNVT table purpose of 2 6 set up before conversion 2 6 PACDxxx file 1 10 1 14 6 3 9 51 PACExxx file 1 10 1 14 6 3 9 51 PACHxxx file 1 10 1 14 6 3 6 9 6 33 6 35 6 63 9 3 9 51 B 3 PACO file 1 8 3 7 11 5 13 5 PACTLxxx table 3 13 3 14 6 63 9 51 10 73 IX 11 10 80 PACWxxx file E 11 1 14 6 3 9 51 PADDxxx file 1 8 3 7 9 51 11 17 PADExxx file 1 8 1 14 9 51 12 3 13 11 PADPxxx file 1 9 1 12 1 13 1 15 3 7 5 31 5 33 9 3 9 7 9 8 9 51 10 51 PADXxxx file 1 9 9 51 11 17 PAECxxx file 1 9 el 3 9 51 11 9 13 9 PAEDxxx file 1 11 1 13 1 15 3 8 4 13 6 63 7 3 9 31 9 51 12 3 PAEExxx file le 11 1 13 1 15 3 8 4 13 6 63 7 3 7 7 9 11 9 15 9 19 9 31 9 51 12 3 PAEGxxx file 1 7 1 13 1 14 1 15 3 7 4 3 4 13 6 63 7 3 7 7 7 11 7 27 8 3 8 7 8 11 8 15 8 19
87. other pay that are taxed at a fixed rate you can enter the fixed percentage to withhold You cannot assign fixed withholding percentages to SUI or SOx tax codes You can set up other codes for example WKC for worker s compensation as you need them in the Tax Authority Setup function Payroll User s Manual Setup Setup Functions Local Withholdings To use local withholding you must create and install your own local tax routines in the Tax Authority Setup function Contact your dealer or installer for more information For each local authority you can set up these tax codes e LWH Local withholding e LOI Local other withholding Fixed withholding applies to the LWH tax code only If you have forms of other pay that are taxed at a fixed rate you can enter the fixed percentage to withhold Do not assign fixed withholding percentages to the LO1 tax code Deductions Use the Deductions function see page 11 17 to set up and maintain payroll deductions You can enter 999 deductions You must enter a description and a general ledger liability account number before you can use a deduction You can set up deductions that are strictly employer paid You can exclude some earning codes from deductions for example 401 k programs so that deductions will be withheld from specific earnings You can flag deductions as deferred compensation which is reported on employee W 2 forms In addition you can determine whether deduct
88. paid withholdings To establish the order in which withholdings are taken use the Tax Authority Setup function see page 11 5 Federal Withholdings You can set up the following federal tax codes e FWH Federal withholding e OAS Employee FICA Payroll User s Manual 3 15 Setup Functions Setup 3 16 e MED Employee FICA e FUT Unemployment insurance e EIC Earned Income Credit e EOA Employer FICA e EME Employer FICA Fixed percent withholding applies to the FWH tax code only If you have forms of other pay that are taxed at a fixed rate you can enter the fixed percentage to withhold You cannot assign fixed withholding percentages to FICA or FUTA tax codes State Withholdings To use state withholding you must install the Payroll Tax Routines provided by Open Systems For each state authority you can set up the following tax codes e SWH State withholding e SUI State Unemployment Insurance employer e sol State other withholding 1 e S02 State other withholding 2 e 5803 State other withholding 3 The state withholding and state unemployment insurance tax codes are used by the system and should not be modified or deleted Use of the state other withholding varies from state to state See the Payroll State Tax Routines for information about the states where employees live These codes must first be set up in the Tax Authority Setup function Fixed withholding applies to the SWH tax code only If you have forms of
89. particular line item press G and then enter the earning code or use the Inquiry F2 command to select the earning code This command appears only if there is more than one screen of items To view the month totals and quarter to date totals side by side press M Then see Month Totals above Payroll User s Manual File Maintenance Employee History The numbers in the Quarter Totals window are for viewing only and reflect quarters rather than months Employee Deductions History Screen Use the Employee Deductions History screen to add or edit deductions information for your employees The Employee Deductions History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only The deduction amounts displayed on both the monthly and quarterly screens are updated when you post checks Month Totals When you enter the Employee Deductions History screen the Month Totals window appears F mphyrr Deba bora Hirap Creando Eden Elba Seminare Hele Axu DE Bote gt la Ep BMA em Lida E an af fa 4 Fl Li a poo Fe HA Mar H Payroll User s Manual 10 35 Employee History File Maintenance Command Bar Tab Amounts Enter edit Append Next page Previous page Total gross and net pay Delete line Change quarter Quarter totals To edit a line item press Enter To add a line item press A Line items are identified by de
90. pay period The Quarterly Employer s Tax Report summarizes the liabilities for one quarter The Employer s Liability Report shows the employer s liability for taxes OASDI Medicare SUI and FUTA based on taxable earnings for the pay period The totals in the report are the actual liability Check them against the approximate totals in the Employer s Tax Report Employer s Liability Report Screen Select Employer s Liability Report from the Payday Work menu The function screen appears Command Eat bien Oth Help Ss ohh o 7 OF Aborto E mod lumber DBA E Custer 4 Grap Code 1217 Period Ered 001 1 000 Dass ar Checks 12042100 GL Pom 12 Frl inet E Comparg bl ORAL Tamara ODE CA Payroll User s Manual 6 53 Employer s Liability Report Payday Work 6 54 The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function 1 Ifyou want to print other employer taxes check the box or enter Y in text mode if not uncheck the box or enter N in text mode 2 Select the output device A sample Employer s Liability Report is at the end of this section After the report is produced the Payday Work menu appears Payroll User s Manual enuen s 3SN JOJ Bd GS 9 08 15 2001 6 53 AM State MN Bourne Linda C 7500 00 Gerard Timothy G 5550 00 Jenkins Kathy M 75
91. pay periods are set to N If you entered Y for a pay period enter the dollar amount that should be deducted If you entered P for a pay period enter the percentage of the employee s gross pay that should be deducted If you entered H for a pay period enter the dollar amount per hour that should be deducted If you entered D for a pay period the amount that is deducted is less than or equal to the balance If you entered E for a pay period the percentage that is deducted equals an amount less than or equal to the remaining balance If you entered only F as the pay period code for the deduction leave this field blank The formula calculates the deduction If you entered D E or G for a pay period enter the maximum amount that can be deducted for the employee If this amount is deducted for an employee for a fiscal year this deduction is not taken 10 15 Employee File Maintenance Factor Entry When you press C to change or override the established factors for a scheduled deduction in the Scheduled Deductions portion of the Salary Information screen the Factor Entry window appears A Factor toy Mocca Ina oma p Minden ia Help 2 kA BOD Te _ jabra ee Ei Fam 1 DD Faster 3 CC Factor 3 0 Farm tom Fam mm Fitir E 1 Dre Field Description Override Factors If you want to override the factors you established for the scheduled deduction check the box or enter Y in text mode if not un
92. prompt gt Payroll User s Manual Reports Selecting a Range of Information Sorting To produce a report you must specify the amount of information you want in the report To produce a report that includes all the available information leave the From Thru fields on the report function screen blank For example if you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank e To limit the amount of information in the report enter the range of information in the From Thru fields For example if you want a report to include information only about vendor ACE001 enter ACE001 at both From and Thru If you want the report to include information only about vendors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report function screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report will contain information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor ACE001 the report includes information only about vendor ACE001 Information for reports is sorted first by a space _ then by characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are sorted in
93. quarter end date skip to step 14 If it does not go back to step and begin entering transactions for the next pay period After you post checks for the last pay period in a quarter follow these steps e Print the Department Report see page 9 3 e Back up your data files e Post expenses to General Ledger see page 9 7 e Print the quarterly tax withholding and unemployment reports necessary for the states where you do business e Use the Periodic Maintenance function see page 9 51 to prepare your files for the next quarter Payroll User s Manual 3 25 Setup Functions Setup 15 Return to step and begin entering payroll transactions for the next quarter Repeat the above steps until you are up to the current pay period Entering Manual Checks If you need to enter manual checks use steps 1 3 below instead of the steps for entering payroll transactions above Follow these steps to enter your initial balances based on manual checks 1 Enter manual checks for the first pay period see page 6 9 Enter a check number for each entry 2 Print the Edit Register see page 6 21 and verify that you entered the checks correctly 3 If you find an error in the Edit Register use the Manual Checks function again to change or delete the incorrect check Repeat steps 1 and 2 until everything 1s correct 4 If you have not assigned check numbers use the Print Checks function see page 6 29 to assign check numbers Wh
94. represents the vacation code abbreviation table is used to calculate the accrual rate per pay period of vacation time for employees based on the number of years worked When you enter the table ID the rest of the VACccxxx table appears Comando d Ehen ha Hap in t BD Te E rke Tale P a Bern A AAA Tae Hoba al Lo 4 Din Length Zoe Compara CEST Termal TODO TE Field Description Up to Year Enter the number of years worked by the employees that the entries affect For example enter 1 for employees with 1 year of employment 3 for employees with up to 3 years of employment and so on Hrs Hrs Wkd The system multiplies the number in this field by the number of hours worked to calculate the total hours accrued Max Hours Enter the maximum number of hours an employee can work to calculate the accrual amounts for each pay period Payroll User s Manual 10 85 Tables File Maintenance Field Description Min Accrual The number in this field is the minimum number of vacation hours an employee can accrue for each pay period If the number in the Hrs Hrs Wkd field is less than the number in this field after calculation the number in this field is used If the calculation of the accrual amount is less than the minimum accrual the minimum accrual is used 10 86 Payroll User s Manual Tax Tables Use the Tax Tables function to set up and maintain the Payroll system tax tables The tax tables are used
95. setting up 3 14 adjusted hire date 10 8 adjustments 9 28 advance EIC payments 10 30 Alias Inventory Lookup function key 1 38 1 52 1 53 pull down menu command 1 38 alignment form printing checks 6 30 allocation daily method 2 8 history method 2 8 method of 2 7 monthly method 2 8 split methods 2 9 alphabetical sorting 3 4 of numbers 3 4 Application Information function key 1 25 1 47 tool button 1 29 Application Setup function key 1 25 1 46 Application setup 1 30 audit report for W 2 forms 9 43 11 B back up all files at once 3 28 before closing last year 3 28 9 55 9 56 periodic maintenance 3 28 9 53 posting checks 3 28 6 66 posting expense to GL 3 28 9 8 posting transactions 3 28 rolling up leave balances 9 45 data files 3 28 diskettes 3 28 initial balances 3 24 programs 3 28 schedule 3 27 setting up 3 8 using operating system commands 3 28 using Resource Manager 3 28 when to 3 28 balances setting up initial 3 8 3 22 bank information 3 19 Bank Reconciliation Payroll interface 3 9 3 11 base applications defined 1 3 BBx program 10 94 bell turning on or off 1 47 1 49 Bell mode function key 1 49 pull down menu command 1 34 bonus 11 13 BRTRxxx file 6 63 C Calculate Checks affect on department records 10 51 changing 6 11 function 6 3 log 6 7 multiple checks 6 3 recalculating checks B 4 restricting access to 3 27 Calculator IX 2 tool bu
96. table for example TABLE 1 LI002 2 RETVAL You can use only one table lookup for a formula line C 6 Payroll User s Manual References Corpa M GEHN ana ODO r About Formulas Conditionals You can use the IF x TH y EL z function If Then Else to evaluate formulas conditionally Arda ene mMm E Dorman gt Modes ba EoolCamar Hep 2xm Wabia Farma Linn TABLICAT 1 FETAL E LEE TABLET 2 RE TAL LEG TS EAAH FTDEAANHGS eS ee Lae LS TO THH OLAH A Te ae H TAH UL LEET THELLE E Formula Line dM of GG a E 0 Bee OD In the example above lines LIOO1 LIOO2 and LI003 establish values Line LI004 then uses the If Then Else function to evaluate and select the value to use in the rest of the formula Formula Examples To get an idea of how formulas and tables work together read the examples below Federal Withholding When you establish federal tax authorities in the Tax Authority Setup function you specify both the formula ID and tax table ID associated with the federal withholding code Payroll User s Manual C 7 About Formulas C 8 a 4 3 8 E ISIE HEZE slajafsl8 a ele el INN ls HE sjela E E E ale ale rd ba ba alele z i l ERA ARABE A 7 A ml A A A References The federal withholding formula PFED_FWH RTN uses the tax table FEDM a Payroll User s Manual References About Formulas The following for
97. that an employee is set up to have money withheld for A code is set up for each state or locality the employee works in Attribute Files The attribute files hold data that you can assign to each employee These attributes often carry their own function names These files serve as permanent sources of information data stays in these files until you remove it The PACO Payroll Codes file stores information about federal state and local tax districts which you enter through the Tax Authority Setup function Each state or local code record contains the withholding code tax table ID and tax formula for the tax district The file stores both employee and employer side withholding information The PADExxx Employee Deductions file stores information for each payroll deduction which you enter through the Deductions function Each deduction has a description and a general ledger account number whether or not the deduction is deferred compensation employer paid and calculated on gross or net pay is indicated The PADExxx file also stores the employer liability account number for employer paid withholdings and the override factors for deductions The PADDxxx Company Deductions file stores the payroll deduction codes and information relating to these codes which you enter through the Deductions function Payroll User s Manual Introduction The Payroll System The PADPxxx Department file stores general information for each de
98. the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e In Sort mode you can change the order of certain inquiry windows by pressing the letter key associated with the window sort You can see the available sorts in any inquiry window by selecting Command Help from the Help pull down menu in the inquiry window You can also shorten your data search by entering a part of the key before you use the Inquiry command For example if you know that the ID starts with JAR enter JAR in the ID field before you use the Inquiry command The inquiry list will start with JAR and run through the end of the list Scroll Button Key Home aj PgUp Payroll User s Manual Result Moves the cursor to the first key in the inquiry window Displays the previous page of keys in the inquiry window 1 41 OSAS Graphical Introduction 1 42 Scroll Button Key E i E Up Down PgDn End Ins F7 Exit Enter Result Moves the cursor up one line Moves the cursor down one line Displays the next page of keys in the inquiry window Moves the cursor to the last key in the inquiry window Toggle between Search mode and Sort mode Close the inquiry window without selecting anything Select the item to which the cursor is pointing Payroll User s Manual OSAS Text The Text menu can be used on all OSAS compatible syst
99. the PAHCxxx Check History PAHDxxx Check Deductions History PAHExxx Check Earnings History and PAHWxxx Check Withholdings History files 1f you elected to keep check history in the Resource Manager Options and Interfaces function e The pay period detail is posted to the GLJRxxx Journal file for the current or the last fiscal year 1f Payroll is interfaced with General Ledger Summary disbursement entries of the checks are created in the BRTRxxx Transactions file if Payroll is interfaced with Bank Reconciliation The information in the PACHxxx Checks file is erased to make way for check calculation for other groups of employees e The number of weeks each employee worked is calculated e The payroll number in the PACTLxxx table is incremented Payroll User s Manual 6 63 Post Checks Payday Work e The vacation and sick hours for employees are automatically updated if you selected this option When you post checks the information that is posted cannot be edited later Employee Posting Entries Here is an illustration of the employee portion of the entries that are made when Payroll is interfaced with General Ledger Payroll Adv EIC Holding Cash Payment DB CR DB GL Account in GLPAYxxx table or if GLPAYxxx table Earning Codes interfaced with Bank Rec the BRBAxxx file Fed State Fed WH FICA State Local Deduction Other Other Local Liability Liability Liability Liability L
100. the manual checks that are on file and then enter new manual checks Payroll User s Manual 6 11 Manual Checks Payday Work Manual Checks Screens Use the Manual Checks screens to enter and edit manual checks Manual Checks Screen One When you proceed from the Manual Checks selection screen the first of three Manual Checks screens appears Use this screen to enter and edit earning codes for manual checks or to change or delete unposted manual checks Field Description Inquiry Employee Enter the ID of the employee the check is for To change or delete an unposted manual check enter the employee ID then press Enter to display the first check in the file or enter an employee ID to display a different check If the check that appears is not the one you want use the Abandon Cancel command to go to the Employee field and enter a different employee ID 6 12 Payroll User s Manual Payday Work Manual Checks Field Description Sequence If you entered more than one check for the employee enter the sequence number of the check you want to work with Gross Pay The employee s gross pay for the check is displayed Pieces If applicable enter the number of pieces the employee is being paid for Pieces which are used for management information and job control are not posted to Job Cost Check No If you are entering the check after it was issued enter the number of the check you issued to the employ
101. the previous year After you have produced your W 2s and backed up your files you can use the Close Last Year function to delete last year files and to make room for next year s entries After you delete last year files you cannot produce W 2s unless you have backed up your files Payroll User s Manual 1 15 The Payroll System Introduction Application Interaction Payroll can be used as a standalone application but you can get optimal use from it when you interface it with other applications Interfacing applications means that the information you enter in one application can be transferred to and used in other applications So it reduces data entry time and the number of errors that might creep in along the way Payroll User s Manual Conventions Your manual will help you to install OSAS on any standard machine within many popular operating systems and help you with your accounting software questions In the manual we use the term Conventions or standards to help describe complicated processes new terms and to help you use your OSAS applications Manual Conventions The Payroll User s Manual is divided into the following sections e Introduction provides an overview of this application and the OSAS system and the basic functionality of the application including graphical and text based application features and function key references e Application functions explains the functions w
102. there is more than one screen of items To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then see Quarter Totals below Payroll User s Manual File Maintenance Employee History Quarter Totals When you press Q on the Employee State Tax History screen to view quarter totals the Quarter Totals window appears Command Medes ihe jodio pak rn bh mE 7 LL taa Eros ESO Dai Beare Linda Command Bar Tab Next page Previous page Goto Month totals To move the prompt between the Earnings and Tax Amount portions of the Quarter Totals window press the Tab key To move to the next screen you selected to work with press N To return to the previous screen you selected press P Changes you make are saved and take effect immediately To go to a particular line item press G and then enter the state tax authority code or use the Inquiry F2 command to select the code This command appears only 1f there is more than one screen of items Payroll User s Manual 10 43 Employee History File Maintenance To view the month totals and quarter to date totals side by side press M Then see Month Totals above The numbers in the Quarter Totals window are for viewing only and reflect quarters rather than months Employee Local Tax History Screen 10 44 Use the Employee Local Tax History screen to add or edit local tax earnings and con
103. time Both Married Single Both State Period Code Flags Dollar Percent to be copied Balance Overwrite existing deduction Deductions Description Enter the range of group codes you want the deduction to apply to Enter the department you want the deduction to apply to Leave this field blank if you want the deduction to apply to all departments Enter P to apply the deduction to part time employees F to apply the deduction to full time employees or B to apply the deduction to both types of employees Enter M to apply the deduction to married employees S to apply the deduction to single employees or B to apply the deduction to both types of employees Enter the state code you want the deduction to apply to Enter the period codes you want the deduction to apply to Enter the dollar amount or the percentage of the deduction you want to copy If the deduction has a declining balance enter the amount If you want to replace any existing deduction information with the same number in your employee files check the box or enter Y in text mode If you want to leave existing deduction information as it is uncheck the box or enter N in text mode When you have finished entering information for the deduction you want to copy select the output device A sample Copy Deductions log is at the end of this section When you are finished entering and editing deductions use the Exit F7 command to return to
104. to calculate state federal and local tax withholding and are stored in the PATX Tax Tables file Tax tables are preset in the system Because the tax tables vary depending on the state s the company s employees live and work in the tables are not dealt with in detail in this manual Federal Tax Tables The following federal tax tables are used in the Payroll system e The EIC table stores the percentages that are used to calculate the advance earned income credits for eligible employees e The FEDM and FEDS tables store the earnings base tax base and percentage figures that are used to calculate federal tax e The FICA table stores the percentage and maximum earnings limit for employee and employer FICA calculations and the current federal minimum wage It also stores the DCB limit e The FUTAxxx table stores percentage and maximum earnings limit for the employer FUTA calculations e The W2CODE table stores the code and the first four characters of the description of the deferred compensation deductions to be printed in box 13 on employees W 2 forms The W2CODE 2 table stores the first four characters of the deductions to be printed in box 14 on employees W 2 forms State Tax Tables The following state tax tables are used in the Payroll system Payroll User s Manual 10 87 Tax Tables File Maintenance e The STXssm tables ss represents the state abbreviation m represents marital status store the earning
105. uniforms When you press E on the Deductions screen to exclude earning codes from deductions the Earning Exclusions window appears i Essig Earlene de Dedusim W el ES ferme bje ihe Sorel Corer eo a Ma 7e o famaj Command Bar Enter toggle All None Goto Payroll User s Manual 11 19 Deductions Codes Maintenance To change the exclusion status of an earning code for the deduction press Enter The exclusion status alternates between YES and NO To exclude all earning codes for the deduction press A To exclude no earning codes for the deduction press N To go to a particular earning code press G and then enter the earning code or use the Inquiry F2 command to select the earning code This command appears only if there is more than one screen of earning codes Your changes are saved automatically as you enter them When you are finished with the Earning Exclusions window use the Exit F7 command to return to the line item scroll region of the Deductions screen Copying Deductions When you press C on the Deductions screen to copy a deduction the Copy Deduction window appears L Cops Deductions orwand Edt Mods is Helo ru pO Te om ann Field Description Inquiry Employee ID From Enter the range of employees whose records you want to Thru copy the deduction to 11 20 Payroll User s Manual Codes Maintenance Field Group Code From Thru Department Part time Full
106. use the functions on the File Maintenance menu instead Payroll User s Manual General Information Use the General Information function to look at general information about employees name address phone number and so on The information comes from the PAEGxxx Employee General Information file and is entered in the Employees function see page 10 3 for an explanation of the fields To add to or change this information use the Employees function on the File Maintenance menu General Information Inquiry Screen Select General Information from the Employee Inquiry menu The inquiry screen appears I Genera Infomation mn t Bo 748 Forage iE I E Lazi Hara Sours Fert Mareo L rala Made in wJ Maine Lira C boss dea 1 3 H Hinh Ave Acker E didaa F Fan Diy Edea Sure de Coke 5435 Coane Pina Ha EROPA SoHo 458 401008 gt F EED ihi 2 Wl Fk Papa n WHET F Figi dos Pesar F Sabia Erica u Dsi F E Hal Igual peppy oo ee 1 mu _ Beer Bae LE Abenden J Jab Tii A j Exner Sa Lito shal ae Du Reken Sead Diada EE Gath Dare DO A A Tam Duda Laci Pierra Laien iiia Pii Ferata iae TAZA Lasi Chek Ode Irr Coverage Fora thee Coes kis Laha I List Lobel Enemiga Dora Paneer de Bere O AE Haira 255 1217 E Harpies Compa H TA Tea TO WA 1 Enter the ID of the employee whose information you want to look at Payroll User s Manual 4 3 General Information Employee Inquiry 2 Use the comm
107. withholdings is subtracted from LIO0S C 12 Payroll User s Manual References About Formulas 7 The conditional function is used to determine the value of LI007 If LIO06 is greater than TAXEARN LI007 is equal to TAXEARN if not LIOO7 is equal to LI006 8 The result of the entire formula is the result of its last line In this case the result is based on a conditional In this case if LIOO7 is less than zero the result of the formula is zero If LI007 is greater than zero that is the result of the formula Payroll User s Manual C 13 Numerics 100 Use Auto 10 29 401 k 3 17 7 15 10 7 11 18 match B 2 457 plans 9 31 10 29 69 number 9 37 941 Worksheet 3 11 9 37 9 53 function 9 27 sample 9 29 942 9 37 reporting 9 31 943 9 37 A Abandon function key 1 33 1 48 pull down menu command 1 33 verification button 1 32 About OSAS pull down menu command 1 36 Access Code function key 1 24 1 46 tool button 1 26 access code company specific 3 27 entering in graphical menus 1 26 entering in text menus 1 46 setting up 3 8 3 26 what to protect 3 27 Access Codes parameter 1 19 Accrual Adjustments function 6 25 accruals of vacation and sick time 6 15 Add Remove Favorites Payroll User s Manual Index function key 1 25 1 47 adding employee record 3 20 10 3 scheduled deductions 10 14 tables 10 74 transactions 5 11 address company 3 19 ADJMNxxx table 3 13 10 73 10 75
108. year end maintenance produce these reports Earnings and Deduction Report page 7 3 e Sick Leave and Vacation Report page 7 7 e Quarterly Employer s Tax Report page 9 15 e Quarterly Withholding Report page 9 19 e Quarterly State Unemployment Report page 9 23 e 941 Worksheet page 9 27 e Department Report page 9 3 If you are deleting history you should also produce the Transaction History Report page 7 11 and the Check History Register page 7 19 Back up your data files Then post expenses to General Ledger page 9 7 and back up your data files again 9 52 Payroll User s Manual Periodic Processing Periodic Maintenance If you delete check history and then print the 941 Worksheet from last year s files the eighth monthly period breakdown on the 941 Worksheet is incorrect Finally if you have a multiuser system make sure that no one else is using the Payroll system You cannot do quarter and year end maintenance if someone else is using Payroll functions Periodic Maintenance Screen Select Periodic Maintenance from the Periodic Processing menu The function screen appears Gew Eb Heks Dhu jke yo k Bo g Of therein His pi rara hg Boker Lama ond Dedica Pispa Set La and Varabon Hund Chatto Estas Tom Faget Thinie aihair Papari Ouse Hia rapia Fipa Ball wik ahal Deparment pai Cocer do baci F Coste Era iF Yew Ered Merten Dri Hress check helo bo ira ded bee Be C
109. you choose magnetic media see Magnetic Media below The company name address and federal tax ID are displayed 9 32 Payroll User s Manual Periodic Processing W 2 Forms 3 Select the output device Selecting the File output device option for the W 2 forms is not the same as the magnetic media reporting function described below 4 If you selected the Printer output device option insert the forms into the printer CONTROL NUMB is printed in the upper left corner of the form If CONTROL NUMB is not printed inside the Control Number box adjust the forms and select No or enter N in text mode to print the alignment mark again Continue this procedure until the mark is printed in the correct place and then select Yes or enter Y in text mode W 2 forms are printed two to a page The first W 2 that is printed should be the first W 2 on the page After the forms are produced the Periodic Processing menu appears Payroll User s Manual 9 33 W 2 Forms Periodic Processing Magnetic Media When you select Magnetic Media on the W 2 Forms screen the Create Output File screen appears 4 Crain rip Fada E Comando Eat Podes ihe Help Sra t Bo OF ander Mumba of Facai ninpa File T ip Mie Mane MA POT eT ire apt Faih Mar Old File fa Fra Fos lipat Fiber pa sal naar Corning H DEAN Termal TODO OR If a work file is already on the diskette this prompt appears An output file already exists Do you w
110. 0 40 173 86 80 40 200 100 Al 2 3 4 de 6 7 8 9 Table ID GLDEP Description General Ledger Default Department Accts No of Columns 2 Colum Length 12 Type A GL Acct Table ID VACXX Description Vacation Pay Accruals Table No of Columns 4 Column Length 12 Type A UP TO YEAR HRS HRS WKD MAX HOURS MIN ACCRUAL 10 016 13 3334 End of Report Payroll User s Manual 12 27 Master Codes List Labor Classes List Tax Authorities List Earning Codes List Deductions List Withholdings List Payroll User s Manual 13 3 13 5 13 9 13 11 13 13 13 1 Labor Classes List The Labor Classes List shows the labor classes and descriptions stored in the PALCxxx Labor Class file You set up labor classes in the Labor Classes function Use the list as a reference or to check your entries Labor Classes List Screen Select Labor Classes List from the Master Codes Lists menu The function screen appears Demmi Edi Modes Other Help os be oo te E zen Labea Fon GA Tal A Compa bi ORS Tarna TO AA 1 Enter the range of labor classes you want to include in the list 2 Select the output device A sample Labor Classes List is at the end of this section After the list is produced the Master Codes Lists menu appears Payroll User s Manual 13 3 Labor Classes List Master Codes List Labor Classes List 08 24 2001 Builders Supply 1 53 PM Labor Classes List
111. 00 00 Jonchim Maria K 304 00 Lukas George 2500 00 B Empl uilders Supply oyer s Liability Audit Report For Pay Period Ending 08 15 2001 OASDI 60600 Tax Earn 7500 00 5550 00 7500 00 2500 00 State Total MN Number of employees 23354 00 Grand Total 23354 00 Employee ID Name End of Report 23354 00 Number of employees 23354 00 Liability 459 00 468 10 460 00 468 85 488 00 95 5 95 Gross MEDIC Tax Ea 30 1099 Group Code 1 ARE NO LIMIT rn Liability 7500 22 4819 5550 39 9093 7500 80 9944 304 30 1281 2500 23354 23354 Earnings Taxable Earnings 15100 Liability Liability FUTA 7000 Tax Earn Liability woday Ay ge S 0Aojduwg yon epAed yodey Ager s 1e o duy Pay Period Deduction Report The Pay Period Deduction Report is a list of your company s payroll deductions and the employees who had amounts deducted from their paychecks for each deduction Pay Period Deduction Report Screen Select Pay Period Deduction Report from the Payday Work menu The function screen appears L Pap Pol Daten Aeparl la E Konrad Est Podes iba Help SS tf bh MO 74 EI et Penal Hun pba Cera 4 irag Code 171 Paid Enid GPL A Tuae on Oech LAAD Ah GL Pome tE Paga Brew Ofte Deister Fr Prev C Empi JE aria O Empa Dieducten i Both Emplopes ane E recio
112. 1 80 GL Balance Period 12 Posted to Bank Account FNB001 Job Totals End of Report 6 68 Payroll User s Manual Payroll Reports Earnings and Deductions Report Sick Leave and Vacation Report Transaction History Report 401 k Report Check History Register Detail Leave Report Profit Sharing Census Payroll User s Manual 7 3 7 1 7 11 7 15 7 19 7 23 7 27 7 1 Earnings and Deductions Report Use the Earnings and Deductions Report function to print a detail or a summary report of employee month quarter and year to date earnings and deductions The information in this report comes from the PAEDxxx Employee Deductions History PAEExxx Employee Earnings History and PAEGxxx Employee General Information files Earnings and Deductions Report Screen Select Earnings and Deductions Report from the Payroll Reports menu The function screen appears i Ese ard edita A epee FE Dormi Ei Podes Dia Help Soba mn 7 IE aren Fick Ernplosss Fire Prin Thu GERD El Peri Par dar 7 Cu a 1 arts Taar PM Sunrasy C ue Taak Prin kee C Emploi D Lan Hew D Local Security Huba Fin ba Hanh Huria ma Comparg hH ORAL Taal TODE T 1 Enter the range of employees you want to include in the report 2 Select the amount of information you want to print for each employee you selected You can print the report in detail with employee totals or in summary grand totals only Payroll User s
113. 15 5 19 5 23 5 31 6 3 6 67 9 51 deleting 9 55 Leave Adjustments 3 21 function 10 49 setting up 3 7 Left Arrow report command 1 53 Left Arrow function key 1 40 1 50 List function key 1 48 to printer or file 1 48 live data changing to 1 26 1 30 1 46 Live Sample Data function key 1 24 1 46 LO1 3 17 local tax authority codes 10 45 11 6 contributions information 10 44 earnings 10 44 information 4 7 routines 3 17 local withholding 3 13 3 15 3 17 10 16 10 21 10 89 11 5 local other withholding 3 17 Locations function 10 95 Lot Inventory Lookup function key 1 38 1 53 pull down menu command 1 38 LTXssllm tax table 3 13 3 14 10 90 LWH 3 17 11 25 LY extension 9 51 M magnetic media 9 31 9 34 Internal Revenue Service requirements 9 35 output audit report 9 43 Social Security Administration requirements 9 35 Maintenance IX 10 function key 1 33 1 48 pull down menu command 1 33 tool button 1 32 manual conventions 1 17 Manual Checks adding earning codes 6 15 affect on department records 10 51 calculated checks 6 3 changing 6 11 6 14 unposted checks 6 13 checks on file 6 10 deleting 6 14 6 15 6 18 6 20 unposted checks 6 13 earning code 3 12 editing deduction codes 6 17 earning codes 6 15 withholding 6 19 entering 6 11 deduction codes 6 17 earning codes 6 13 withholding 6 19 erasing 6 12 function 6 9 10 25 hours worked 3 12 negative 6 19 re
114. 3 Salary Review Report Personnel Reports 8 4 9 Enter the range of departments you want to include in the report Enter the range of review dates you want to include in the report Select the order in which you want to print the report If you want to include salary information check the box or enter Y in text mode if not uncheck the box or enter N in text mode Select the version of the report you want to produce the worksheet version or the summary version If you want to include rate history and bonus information check the box or enter Y in text mode if not uncheck the box or enter N in text mode Select the output device A sample Salary Review Report in summary form is at the end of this section After the report is produced the Personnel Reports menu appears Payroll User s Manual enuen s 3SN JOJ 8d S 8 08 23 2001 Builders Supply 6 59 AM Salary Review Report By Employee ID Emp ID Employee Name Dept Next Review Title Current Salary Yearly Salary Sup ID Supervisor Name Hire Date Last Review Labor Class Hourly Rate GER001 Gerard Timothy G 03 31 96 V P Sales 5550 00 66600 00 BOU001 Linda Bourne C 01 23 82 04 01 95 000 Pay Change History Bonus History Date Reason Old Rate Date Reason 000 000 000 000 000 000 000 000 yoday ma nay Auejes End of Report suioday J9uuosiad yoday malnsy Mees Employee Birthday Report Use the Employee Birthday Rep
115. 3 2001 Page 1 of 1 43 PM Builders Supply Employer s Quarterly Unemployment Contribution Report for MN Quarter Ending Date 12 31 2001 Total Gross Wages Paid This Quarter 148 046 60 State Taxable Wage Limit 15 100 00 Total Excess Wages Paid This Quarter 76 828 75 Total Taxable Wages Paid This Quarter 71 217 85 Employer s Tax Rate 9 100 Payroll User s Manual 9 25 941 Worksheet The 941 Worksheet contains the information needed to complete federal form 941 Using the PAHCxxx Check History and PAHWxxx Check Withholdings History files it also computes the eighth monthly period breakdown You cannot file the 941 Worksheet Use it as a reference while filling out the official government produced form 941 Worksheet Screen Select 941 Worksheet from the Periodic Processing menu The function screen appears Command Eat hehe the Hep SP ohh Bh 7 DE Abres Che i Tani Evading ie ey Aid of noores Tea los Preceding Gustos E Ach Tara Thed Pap Sich Pare tal ha aa du of Gene ec and Medica Jaman rm Toia scans ina Diarios E Comparg bi ORAS Tarna TODE CA 1 Enter the number of the quarter for which you want to print the worksheet 2 Press Enter to use the displayed quarter ending date or enter the last day of the quarter for which you are producing the worksheet Payroll User s Manual 9 27 941 Worksheet 6 7 Periodic Processing Enter the adjustment to income tax for precedi
116. 4 6 window 10 13 scroll region buttons First Line command 1 39 Last Line command 1 39 Next Line command 1 39 Next Page command 1 39 Previous Line command 1 39 Previous Page command 1 39 scroll region commands 1 54 Down Arrow 1 37 1 54 End 1 37 1 54 Enter 1 54 F3 1 37 1 54 Home 1 37 1 54 Ins 1 37 1 54 PgDn 1 37 1 54 PgUp 1 37 1 54 Tab 1 37 Up Arrow 1 37 1 54 SDI 9 23 Serial Inventory Lookup function key 1 53 pull down menu command 1 38 Set up application 1 30 setup 3 3 access codes 3 8 3 26 ADJMNxxx table 3 13 3 14 backup schedule 3 8 3 27 checklist 3 7 company address 3 19 company deductions 3 7 deductions 3 17 degree descriptions 3 19 departments 3 7 3 18 earning codes 3 7 3 12 earning types 3 7 3 12 EIC table 3 13 employee history 3 8 employees 3 7 3 20 Payroll User s Manual employer bank information 3 19 federal withholdings 3 15 FEDM table 3 13 FICA table 3 13 formulas 3 7 3 18 FREQxxx table 3 13 FUTAxxx table 3 13 GLDEPxxx table 3 13 GLPAYxxx table 3 13 initial balances 3 8 3 22 labor classes 3 7 3 19 leave adjustments 3 7 local withholding 3 17 LTXssllm table 3 13 MAXVSxxx table 3 13 PACTLxxx table 3 13 payroll information 3 7 3 18 recurring deductions 3 8 3 26 recurring time tickets 3 8 3 26 SICcexxx table 3 13 SOTss table 3 13 state withholding 3 16 STSss table 3 13 STXssm table 3 13 SUTssxxx table 3 14 tables 3 7
117. 6 Select the output device A sample Quarterly Employer s Tax Report is at the end of this section After the report is produced the Periodic Processing menu appears Notes on the Report The number of weeks an employee worked Weeks Worked is calculated from information that is stored in the employee records The employer FICA earnings include FICA tips The numbers in the Employer FICA SUI and FUTA column headings are the limits in the FICA FUTAxxx and SUTyyxxx tables The QTD liability totals are the percentages you set in those tables 9 16 Payroll User s Manual enuen S osn OJ ed 21 6 06 03 2000 Builders Supply 11 01 AM Quarterly Employer s Tax Report in Detail For the Quarter Ending 12 31 2000 State MN Emp ID Name Soc Sec Weeks Employer FICA 76200 NO LIMIT SUI 15300 Worked Earnings FICA Tips Excess FICA Earnings Excess SUI BOU001 Bourne Linda C 459 30 1099 QTD 13 00 30883 82 82 a 15300 00 13669 05 82 YTD 13 00 30883 82 e 82 y 15300 00 13669 05 82 State Total MN Number of employees QTD 30883 82 00 a 4 15300 00 13669 05 YTD 30883 82 00 A e 15300 00 13669 05 SUI Liability 15300 00 09100 1392 30 Grand Total Number of employees QTD 30883 82 00 s y 15300 00 13669 05 YTD 30883 82 00 A 15300 00 13669 05 OASDI Liability 30883 82 06200 1914 80 Medicare Liabliity 30883 82 01450 FUTA Liability 7000 00 06200 End of Report
118. 7 function 10 25 setting up 3 8 3 23 Employee History Inquiry function 4 13 Employee Inquiry 1 5 Employee History 4 13 General Information 4 3 Personnel Information 4 11 Salary Information 4 5 Tax Information 4 7 Employee Labels function 12 7 sample of standard size 12 9 Employee Local Tax History inquiry 4 19 inquiry screen 4 19 screen 10 44 Employee Miscellaneous History 10 26 editing 10 28 inquiry 4 14 Employee State Tax History inquiry 4 18 inquiry screen 4 18 screen 10 41 Employees 3 20 changing earnings or withholdings 10 3 Factor Entry window 10 16 Federal Tax Information 10 18 FICA withholding 3 15 function 10 3 General Information 3 20 10 6 Local Tax Information 10 21 Personnel Information 3 20 3 21 10 22 posting entries T accounts 6 64 Salary Information 3 20 Scheduled Deductions window 10 13 setting up 3 7 State Tax Information 10 19 Tax Information 3 20 3 21 withholding history 2 7 employer FICA 3 16 liability information in manual checks 6 19 Employer Bank Information 3 19 10 57 IX 5 Employer Department Expense Report function 6 61 sample 6 62 Employer Identification Number 9 37 Employer s Liability Report function 6 53 sample 6 55 Employer s Tax Guide 10 29 Employer s Tax Report function 6 49 sample 6 51 employer paid withholdings 3 15 Employment Anniversary Report function 8 11 sample 8 13 End inquiry command 1 42 1 52 report com
119. 784 ataron FIT IT nm iiet DSF AO User De DS Tein oo Live Dota F Liner Dia DA Ler Date BS Leer Dates 94 al E Lai Heo Fe Compe H CE FC Tears TORE WA The command bar and instructions for the two screens are identical 1 Enter the ID of the employee whose personnel information you want to see 2 Use the commands on the command bar to find the information you need Employee Next Prev First Last To look at a different record press E and enter the employee ID To look at the next employee record on file press N To look at the previous employee record on file press P To look at the first employee record on file press F To look at the last employee record on file press L When you are finished looking at the information press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employee Inquiry menu 4 12 Payroll User s Manual Employee History Use the Employee History function to look at employee payroll history hours pay deductions and so on for each quarter and for the year Information comes from the PAEGxxx Employee General Information PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History files To add to or change this information use the Employee History function on the File Maintenance menu see page 10 25 E
120. 9 Thu E Dee Foca Thai Parni bar 1 Enpo ID f Cheech hta 7 Osk Duda 17 Ermkapei Maren Cargarng bi ORAL Tamara TODE CAM 1 Enter the range of employees you want to include in the report 2 Enter the range of check numbers you want to include in the report Payroll User s Manual 7 27 Profit Sharing Census Payroll Reports 3 Enter the range of dates you want to include in the report 4 Select the order in which you want to print the report 5 Select the output device A sample Profit Sharing Census is at the end of this section After the report is produced the Payroll Reports menu appears 7 28 Payroll User s Manual enuen s 3SN JOJ 8d 691 06 08 2000 10 17 PM BOU001 BOU001 BOU001 BOU001 Employee BOU001 459 30 1099 GEROO1 1026 GER001 1034 GER001 1042 GER001 1074 Employee GER001 468 22 4819 JEN001 1027 JENOO1 1035 JENOO1 1043 JENOO1 1075 Employee JEN001 460 39 9093 JONOO1 1029 JONOO1 1037 JONOO1 1045 JONOO1 1077 Employee JON001 468 80 9944 GRAND TOTALS End of Report 01 31 1999 02 28 1999 03 31 1999 10 01 2000 Totals Linda C Bourne 01 31 1999 02 28 1999 03 31 1999 10 01 2000 Totals Timothy G Gerard 01 31 1999 02 28 1999 03 31 1999 10 01 2000 Totals Kathy M Jenkins 01 31 1999 02 28 1999 03 31 1999 10 01 2000 Totals Maria K Joachim Builders Supply Profit Sharing Census by Employee ID Gross Wages 06 07 1959
121. A saouejeg 91897 AN 1104 Purge Recurring Entries Use the Purge Recurring Entries function to delete recurring time tickets When the PARExxx Recurring Entries file gets too large you can use this function to create more room on your system Purge Recurring Entries Screen Select Purge Recurring Entries from the Periodic Processing menu The function screen appears L Finge Eervuisry Erdos ill ES Corwardi Git Modes Othe Hele 2 05 Bo 74 See eee Purge Flecuming Entiaa ith Cute Dates Pro Te ri 0 Comparg hH ORAS Teal TO AA Recurring entries with a cutoff date before the date you enter here will be purged After the entries are purged the Periodic Processing menu appears Payroll User s Manual 9 49 Periodic Maintenance At the end of each calendar quarter do quarter end maintenance to prepare for next quarter s data This procedure clears out the quarter to date balances in the PADPxxx Department file deletes history records before the date you specify if you keep history and increments the current quarter number in the PACTLxxx table At the end of each calendar year do year end maintenance to prepare your files for next year s entries This procedure clears out the quarterly and year to date balances in the PAEMxxx Employee Miscellaneous History file and the year to date information in the PADPxxx file deletes records of terminated employees from the PAEGxxx Employee General Information and
122. ANUIT Revie Linda C E See page 10 3 for an explanation of the commands and fields When you are finished viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry menu appears enter another employee to view history for or use the Exit F7 command to return to the Employee Inquiry menu Payroll User s Manual Employee History Employee Inquiry Employee State Tax History Inquiry Screen If you selected State History from the Employee History Inquiry menu this screen appears Dima Medes Dia Gord Loren Hie 201 bei Bo it terion Era ANDI Heine Linda C foe Coda Dctoba Posta Dra TR de ul AER Aus Code Dokii 77 uf 2 01A d T0 CH EE jau e O a a ml HHA RI LELIE HELLE HH T H DET Ter THN VA See page 10 3 for an explanation of the commands and fields When you are finished viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry menu appears enter another employee to view history for or use the Exit F7 command to return to the Employee Inquiry menu 4 18 Payroll User s Manual Employee Inquiry Employee History Employee Local Tax History Inquiry Screen If you selected Local History from the Employee History Inquiry menu this screen appears Corina Made Di joda Lloran Hie 2x0 bhlB Jr a Era BOUWT Revie Linda C arag Soe Le Code Octobe
123. Along with transactions manual or calculated checks also affect department records Do not use the Departments function to change the dollar amounts in a department record Instead use the Payroll Transactions function or the Manual Checks function to make adjustments so that you have an audit trail of the changes Department Records Department records store expenses posted from time tickets salaries vacation and sick pay FICA expense SUI and FUTA accruals and other pay Department records also store employer withholdings and deductions calculated by the system This information updates expense accounts in General Ledger when you run the Post Expense to GL function see page 9 7 Time tickets update the department in which the employee worked Employer withholdings and deductions are updated in either the home department or the department in which the employee worked depending on which option you selected in the Resource Manager Options and Interfaces function Divisions Divisions are used to group some departments together for the purpose of analysis and reporting For example division records summarize groups of departments in the Department Report see page 9 3 If you use divisions each department ID must begin with the two character division ID For example if the ID of the sales division is SA departments in the sales division could be identified as SA001 or SACITY Payroll User s Manual 10 51 Departments File Maintena
124. Bourne Linda C GER001 Gerard Timothy G JON001 Jonchim Maria K End of Report Builders Supply Employee Birthday Report By Employee ID Supervisor Name George Lukas Linda Bourne C George Lukas Date of Birth June 07 1954 December 31 1949 April 22 1959 wodoy Aepyu g seAojdwz suods jeuuosidd yoday Aepyuig ss ojduy Employment Anniversary Report Use the Employment Anniversary Report to produce a list of employees their start dates and their length of employment with the company The information in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Employment Anniversary Report Screen Inquiry Inquiry Select Employment Anniversary Report from the Personnel Reports menu The function screen appears i Emphperni Anaram yy Repel al Ja Deem Est Medes ib Hele xp hh Bh 7 OF Aborto Fai bapwiear Compare hH DEALS Tamara TODE CA 1 Enter the range of employees you want to include in the report 2 Enter the range of supervisors you want to include in the report 3 Enter the range of departments you want to include in the report Payroll User s Manual 8 11 Employment Anniversary Report Personnel Reports 8 12 9 Enter the range of months you want to include in the report Select the order in which you want to print the report If you want the report to include the employee s date of birth check the bo
125. C 1 C 4 sample data path 10 91 setting up 3 7 3 18 state code 3 15 table of valid operations C 4 tables lookup C 5 tax authority setup 11 7 variables C 1 withholding 10 16 Formula Maintenance function 10 91 Formulas List function 12 11 fractional adjustment 9 28 FREQxxx table 3 14 5 4 10 73 10 76 screen 10 76 setup 3 13 fringe 11 13 11 14 Function Help function key 1 46 Function help 1 30 function keys Ctrl G 1 47 Ctrl F 1 49 Ctrl G 1 49 Ctrl J 1 33 Ctrl O 1 49 Ctrl V 1 49 Ctrl Z 1 34 1 40 Del 1 40 1 50 Down Arrow 1 33 End 1 40 1 50 Esc 1 46 1 48 F1 1 36 1 48 F10 1 34 1 51 F2 1 33 1 39 1 48 F3 1 33 1 48 F4 1 48 IX 7 F5 1 33 1 48 F6 1 33 1 48 F7 1 33 1 48 F8 1 48 F9 1 50 graphical menus 1 24 Home 1 40 1 50 Ins 1 40 1 50 Left 1 40 1 50 PgDn 1 33 1 49 PgUp 1 33 1 47 1 49 Right 1 40 1 50 Shift F1 1 36 1 48 Shift F10 1 40 1 51 Shift F2 1 48 Shift F3 1 38 1 52 Shift F4 1 38 1 52 Shift F5 1 38 1 53 Shift F6 1 38 1 53 Shift F7 1 38 1 53 Shift F8 1 38 1 53 Shift F9 1 34 1 40 1 51 Tab 1 47 1 49 Up Arrow 1 33 1 49 FUT 3 16 11 24 FUTA 3 16 3 22 6 49 6 53 FUTAxxx tax table 3 13 3 14 10 89 FWH 3 15 11 24 11 25 G General Information Inquiry function 4 3 General Ledger last year files 6 34 Payroll interface 3 9 3 10 3 11 GLDEPxxx table 3 13 3 14 10 73 10 77 GLJRxxx fi
126. DE tiros Hara You Bacsi Ua You Data Fe FF Eridan Tarnas Enpleyan F Comparg bi ORAL Teena TODE T 1 Ifyou have backed up your data files check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you have not backed up your files exit to the menu and do so before proceeding 2 Ifyou want to consolidate terminated employees check the box or enter Y in text mode if not uncheck the box or enter N in text mode 3 Select the output device After leave balances have been rolled up the Periodic Processing menu appears A sample audit log is at the end of this section 9 46 Payroll User s Manual 09 14 2001 9 18 AM Builders Supply Consolidate Leave Audit Log VACATION SUMMARY DETAIL DIFFER SICK ID EMPLOYEE NAME SUMMARY DETAIL DIFFER ERROR MESSAGE enuey s 3SN JOJ 8d 1 6 BOU001 GERO01 JENO01 JONO01 LUKO01 ROS001 End of Bourne Linda C Gerard Timothy G Jenkins Kathy M Jonchim Maria K Lukas George Rossini Lucinda A 128 160 80 000 80 40 488 000 000 000 000 000 000 128 160 80 000 80 40 488 000 000 000 000 000 000 000 000 000 000 000 000 000 96 80 32 16 32 000 000 000 000 000 000 000 96 80 32 16 32 000 000 000 000 000 000 000 000 000 000 000 000 000 000 607 pny sa9uejeg anesa7 dn 110Y Buissa9014 IIPOUO
127. E amp Abenden Enpi ib Pag iian hide ars i 12749 Ac dr Typa Her acu Code E Piy Prada ee Ce Lana Emurg Loba alo Hinay Hare Drek Paga a wer ick fecal Code Fick lora Frag T iie mn Coda y Wacekon Hou Herang 1150 Eran ect Sheed Erai Thangs Facts Eis brko Hess Compa HET Terra TODO WA bei Each employee can have 999 scheduled deductions Command Bar Enter edit Append Goto Formula Change factors Pay Info Next page To edit a deduction move the prompt to the line you want to edit and press Enter To add a scheduled deduction to the employee s record press A Then see Editing or Adding a Scheduled Deduction below To go directly to a particular scheduled deduction press G and then enter the deduction ID This command appears only if there is more than one screen of items To edit or add a deduction formula press F The Formula Maintenance screen appears For more information about formulas see page 10 89 and appendix C Payroll User s Manual 10 13 Employee File Maintenance 10 14 To edit factors for a deduction move the prompt to the line you want to edit factors for and press C Then see Factor Entry below To return to the Pay Information portion of the Salary Information screen press P To save your entries for this screen and move to the next screen you selected press N Each time you append or edit a line of a deduction entry
128. E AA The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function Payroll User s Manual 6 29 Print Checks 6 30 Payday Work The next unused check number is displayed Press Enter to use it or enter a different check number If you have problems when you print the checks you must restart the Print Checks function To reprint the checks that were not printed correctly enter the number of the last check that was printed correctly Select the order in which you want the checks to be printed employee ID check location or department Select the kind of remaining leave you want the checks to include vacation sick both or none Select the output device If you select the printer as your output device a message tells you to mount the checks If you want to print an alignment form to make sure that the forms are lined up check the box or enter Y in text mode if not uncheck the box or enter N in text mode When you save your entries the checks are produced A sample check is at the end of this section Whether or not the company name and address are printed on the checks depends on your selection in the Resource Manager Options and Interfaces function After the checks are produced the message Mount paper Check log will now print appears Remove the check forms from the printer and insert regu
129. EL Te TODO A Inquiry 1 Enter the range of deductions you want to include in the list 2 Select the order in which you want to print the list 3 Select the items you want to include in the list 4 Select the output device A sample Deductions List is at the end of this section After the list is produced the Master Codes Lists menu appears Payroll User s Manual 13 11 cL El jenueyy S osn OJ B d 08 24 2001 Builders Supply Page 1 2 36 PM Deductions List By Deduction Number All Deductions Number Description GL Account Liability Acct Deferred Comp Employer Paid Calculate On 1 Medical Ins 535000 NO NO Gross Pay 2 Dental Ins 535000 NO NO Gross Pay 3 United Way 204000 NO NO Gross Pay 4 Credit Union 999900 NO NO Gross Pay 5 Dues 999900 NO NO Gross Pay 6 401K 205000 YES NO Gross Pay 7 IRA Plan 200000 NO NO Gross Pay 8 Parking 801000 NO NO Gross Pay 9 Cash Advance 101000 NO NO Gross Pay 10 Stock Plan 205000 NO NO Gross Pay 11 Uniform 801000 NO NO Gross Pay End of Report isl suoonpeq 151 SUONINPIA ISI SOPOI Jalseyy Withholdings List The Withholdings List shows the withholding codes and descriptions stored in the PAWIxxx Withholdings file You set up withholdings in the Withholdings function Use the list as a reference or to check your entries Withholdings List Screen Select Withholdings List from the Master Codes Lists menu The function screen appears I eg Lei Ale ommend Est
130. Enter the quarter number for which you want to print the report 5 The workstation date is displayed Press Enter to print this date on the report or enter a different date 6 If you want the report to include employees with zero earnings check the box or enter Y in text mode if not uncheck the box or enter N in text mode 7 Select the output device A sample Quarterly State Unemployment Report is at the end of this section After the report is produced the Periodic Processing menu appears 9 24 Payroll User s Manual Periodic Processing Quarterly State Unemployment Report Quarterly State Unemplyment Report Employer s Quarterly Detailed Wage Report for MN Page 2o0f 2 Builders Supply 6477 City West Parkway Federal ID Number 17 7777777 Eden Prairie MN 55344 State ID Number AA1234 Quarter Ending 12 31 2001 Employee Name Soc Sec No Wk Total Excess Taxable Wd Wages QTD Wages QTD Wages QTD Bourne Linda C 459 30 1099 44278 75 29178 75 15100 00 Gerard Timothy G 468 22 4819 32850 00 17750 00 15100 00 Jenkins Kathy M 460 39 9093 45000 00 29900 00 15100 00 Jonchim Maria K 468 80 9944 3600 00 00 3600 00 Lukas George 488 30 1281 15000 00 00 15000 00 Rossini Lucinda A 460 39 9982 2788 03 00 2788 03 Stockard Albert W 449 58 4392 4529 82 00 4529 82 Number of employees for this Page Page Totals 148046 76828 75 Total Number of employees this State State Totals 148046 76828 75 71217 08 2
131. Formula Line Detail files If you build a formula while you are in the sample data path to test it the system stores the formula in the program directory destroying the formula that was created with your live data If you try to do this the following warning appears Building formula in sample data will erase live formula Y N Select Yes or enter Y in text mode to replace the existing formula Payroll User s Manual 10 89 Formula Maintenance File Maintenance Formula Maintenance Screen Select Formula Maintenance from the File Maintenance menu The function screen appears en Factor El a Log DOBLES FE TAL Llora TAR TORA IA GS ALC WS LE U LEARN Lagai ai pa FR TORAR MGS UECH EELEE Lema LETE Laca ha TAO LEG S UT I Lee LA FL LI a ee Ls Forma Lre DO of G00 1 Erased imari Heir P Compas H Os TEL O00 Tra TOO WA Header Region Field Description Inquiry Formula ID If you are entering the Formula Entry screen through the Employees Salary Information Deductions or 10 90 Withholdings functions the formula ID is displayed if not enter the formula ID The RTN extension is not automatically appended to the formula ID You should add this extension to the withholding formula names and you must add it to the deduction formula names Payroll User s Manual File Maintenance Formula Maintenance Field Description Names for federal formulas should be
132. If you select Yes or enter Y in text mode the Pay Rate Change window appears The date of the change and the old pay rate are displayed You can enter a reason for the change 10 11 Employee File Maintenance Field Description Override Pay If a salaried employee is supposed to receive pay other than the usual pay usually when employees start or terminate within a pay period enter the amount When you calculate checks the amount is calculated in the next run only After you post checks this amount is removed from the employee s record Status Enter F if the employee works full time or P if the employee works part time Sick Accrual Code Enter the code from the SICccxxx table for the accrual rate of sick hours for the employee Vac Accrual Code Enter the code from the VACccxxx table for the accrual rate of vacation hours for the employee Sick Hours Remaining This field is updated when you post checks that contain sick pay hours A negative value indicates sick hours taken a positive value indicates sick hours accrued You cannot change this value Vacation Hours Remaining This field is updated when you post checks that contain vacation pay hours A negative value indicates vacation time taken a positive value indicates vacation time accrued You cannot change this value 10 12 Payroll User s Manual File Maintenance Employee Scheduled Deductions Salas Inder main E Lora Heks Dia Solo Hei rt hai T
133. Ipa T B Arcor D irop Carpena H ED Teras TEO A Inquiry 1 Enter the range of earning codes you want to include in the list 2 Select the order in which you want to print the list 3 Select the output device A sample Earning Codes List is at the end of this section After the list is produced the Master Codes Lists menu appears Payroll User s Manual 13 9 OL EL jenueyy s 3SN OJ B d 08 24 2001 2 50 PM Earn Code Description Double Time Overtime Pay Bonus Travel Exp Cash Value Commissions Rpt Tips Regular Pay Salaried Wage Sick Pay Vacation Pay End of Report Builders Supply Earning Codes List By Earning Code Include in Net Fixed WH Earn Type SW HS NIS ZOO GL Account 202000 202000 202000 202000 202000 202000 202000 202000 202000 202000 202000 1SI7 sapo ulug 1517 sapos Buluey ISI SAPOI Jalseyy Deductions List The Deductions List shows the deduction codes and descriptions stored in the PADExxx Employee Deductions file You set up deductions in the Deductions function Use the list as a reference or to check your entries Deductions List Screen Select Deductions List from the Master Codes Lists menu The function screen appears Cora Edi Yeis Dia Haie 20 banano 786 M5 baren De cion Fam 13 Tras I 3a may D einka hern r alarar Fin i A Tiera C Epe rly Daha P Epis Dry Deiis C Ciais on rm Par D Ciais ar Pel Pape Co H ORs T
134. Labor Class Description Manager President Secretary Shipping Vice President End of Report 13 4 Payroll User s Manual Tax Authorities List The Tax Authorities List shows the federal state and local codes and descriptions stored in the PACO Codes file You set up federal state and local codes in the Tax Authority Setup function Use the list as a reference or to check your entries Tax Authorities List Screen Select Tax Authorities List from the Master Codes Lists menu The function screen appears Demmi Edi Podes Other Help Cm a o 7 DE Albaner Pant Fede Code z Pent Stata Cocke E Sb Fe Es Y Tiu fun 3 Pert Local Lacken Locally Fiera Tiu kt Ehe hd Coden Fa Page bra p Conde Compa bi ORAS Teal TODD CA 1 Ifyou want the list to include federal codes check the box or enter Y in text mode if not uncheck the box or enter N in text mode 2 Ifyou want the list to include state codes check the box or enter Y in text mode if not uncheck the box or enter N in text mode Payroll User s Manual 13 5 Tax Authorities List Master Codes List inquir 3 If you elected to include state codes enter the range of states you want to quiry include in the list 4 Ifyou want the list to include local codes check the box or enter Y in text mode if not uncheck the box or enter N in text mode 5 Ifyou elected to include local codes enter the range of localities you wan
135. Lookup Menu hno Lou Heb Alar Lookup FT Cuore fardos Loco A Deisi Loa Shai Lal Liga A Seal Lodi Sn era por Lob dihri If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Lookup commands to search for information about items and select an item for entry in the field you are in Selection Key Alias Lookup Shift F3 Customer Vendor Lookup Shift F4 Detail Lookup Shift F5 Lot Lookup Shift F6 Serial Lookup Shift F7 Description Lookup Shift F8 Operation Search for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Search for an item based on customer ID or vendor ID When you enter the customer or vendor ID you can use the sk and wildcard characters to restrict or widen the search Search for detailed information about an item You can enter search information in any of the fields that appear using any of the following wildcard characters to restrict or widen the search lt gt Search for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the sea
136. M for companies A01 B01 and CO1 so that a user can use the same code for each company What Should Be Protected Because of the sensitive nature of some of the information in the Payroll data files and reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect the Payroll application itself each of the Payroll menus and the individual functions In particular restrict access to the Calculate Checks and Print Checks functions Assign different access codes to each function on the Employee Inquiry menu restricting access to sensitive information such as salary information while leaving general information accessible After you have set up your access codes print a list of the codes and store it ina safe place For more information about access codes see the Resource Manager User s Manual Payroll User s Manual 3 27 Setup Functions Setup Backup Schedule Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up Data Files Back up your Payroll data files whenever they change every day or every pay period and before you run these functions Post Transactions Post Checks e Post Expense to GL Periodic Main
137. Manual 7 3 Earnings and Deductions Report Payroll Reports 3 Select the totals you want to include in the report You can print monthly or quarterly totals 4 Ifyou elected to print the report in detail select the order in which you want to organize the report 5 Enter the number of the month or quarter for which you want to produce the report 6 Select the output device A sample Earnings and Deductions Report is at the end of this section After the report is produced the Payroll Reports menu appears 7 4 Payroll User s Manual enuen s 3SN JOJ 8d GL 08 26 2001 10 28 AM Emp ID Employee Name Code Earn Desc BOU001 Bourne Linda C P01 Bonus REG Regular Pay Earning Totals Gross Wages Net Pay 08 26 2001 10 28 AM DBL Double Time OVT Overtime Pay P01 Bonus P02 Travel Exp REG Regular Pay SIC Sick Pay VAC Vacation Pay Earning Totals 001 Medical Ins 002 Dental Ins 003 United Way 004 Credit Union 005 Dues 006 401K 008 Parking 010 Stock Plan Employee Deduction Total Employer Deduction Total Gross Wages Net Pay End of Report Builders Supply Earnings and Deductions Report Detail Report August by Last Name Social Security No Deduction Desc Amount Earning Desc 459 30 1099 Medical Ins 002 Dental Ins 003 United Way Regular Pay 004 Credit Union 006 MN 401K 010 MN Stock Plan Earning Totals Gross Wages Net Wages Emp Totals Emplr Totals Builders Sup
138. O WA 1 Enter the degree code you want to add change or delete 2 Enter a description of the degree code When you save your entries the cursor returns to the Degree field Enter the next degree you want to work with or use the Exit F7 command to return to the Payroll Information menu 10 62 Payroll User s Manual Recurring Entries Use the Recurring Entries function to set up or change recurring time tickets for an employee Recurring Entries Screen Select Recurring Entries from the File Maintenance menu The function screen appears Ecce DOES cf E CA Garden p Det got ee Beer eis Compare NEAR Teena TO DER 1 Enter the employee s ID The employee s name department cutoff date class and pay rate appear If you use the Maintenance F6 command the Employees function is temporarily called up 2 Use the commands on the command bar to perform the function you want Enter edit Add trans Employee First Last Next Prev Totals Payroll User s Manual 10 63 Recurring Entries 10 64 File Maintenance To edit a displayed recurring entry move the cursor to the line you want to edit and press Enter Then see Editing a Recurring Entry below To add a recurring entry press A Then see Adding a Recurring Entry below To enter a recurring entry for a different employee press E Then enter the employee ID To look at the first employee record on file press F To look
139. ONTOT The second deduction will follow the same process with DEDUCTIONTOT having the updated deduction total from the previous net pay deduction Payroll User s Manual About Formulas References C 4 Formula Factors Formula factors are variables used to change the base rate in a formula without changing the formula Each formula can have six factors Factors can be used in formula lines by entering FCn where n is the number of the factor For example you can set up a formula that multiplies taxable earnings by a percentage The formula can be one line long TAXEARN FC1 If you set factor one to 05 the employee s taxable earnings will be multiplied by five percent Later you can change the factor or override it in the employee record Formula factors can be overridden for deductions on the Employees Salary Information screen see page 10 3 or for withholdings on the Employees Tax Information screen see page 10 87 Formula Lines Each line of a formula sets the value of a variable LInnn nnn is the line number Lines are calculated in sequential order line LIOO1 is calculated before L1002 and so on You can use the results of previous lines with other variables in later formula lines The result of the entire formula is the result of the last line you defined Operations Formulas are calculated line by line Calculations in a line proceed according to the standard order of mathematical operations numbers are multiplied
140. OPEN SYSTEMS Accounting Software Payroll User s Manual 2000 Open Systems Holdings Corp All rights reserved No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO S5 and Visual PRO S are registered trademarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT Windows 2000 and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKUNZIP utilities from Ascent Solutions Inc 9009 Springboro Pike Miamisburg OH 45342 Phone 937 847 2374 Internet www asizip com Printed in U S A This manual is recyclable June 2000 release 6 1 Document Number 2210 PA61 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you encounter an inconsis
141. Parking Stock Plan Employee Totals Employer Totals End of Report Withholdings Type Code Description Total Withholdings 2225 89 Total Emplr With 1488 65 Total Withholdings Total Emplr With Employer Tax YES YES NO YES NO Employer Deduction NO NO NO NO NO NO NO Total Deductions Total Emplr Ded Total Deductions Total Emplr Ded Page 13 S1 4 UP3 yon eped 19 sIb9y 1p3 Accrual Adjustments Use the Accrual Adjustments function to adjust sick and vacation time calculated through the Calculate Checks or Manual Checks function You can correct accrual errors or add to the accrual for a bonus Accrual Adjustments Screen Select Accrual Adjustments from the Payday Work menu The function screen appears I Atiu iip al y REE Dorem Edt Modes ther Help 20 he MO 74 OE Abria Eraka E a Fer Mane Lirada Frik rata E Vashon Sich Curr Pig Pesod Atos Lor j 3 Jul cs Fike N sure anne da E del Haap dope to 0 Tu D Hsi Takin anal m DO Hurt Taken Tha Period Do att Pe Pai A mang Hour 112 50 6 040 Acca Lada Compare MH ORG Tena TODE CAMA 1 Enter the ID of the employee whose accrual record you want to change The employee s name appears 2 Edit the vacation and sick accrual adjustments for the employee Payroll User s Manual 6 25 Accrual Adjustments Payday Work 6 26 The pay period to date and year to date hours accrued and hours taken t
142. Payroll User s Manual File Maintenance Employee Field Do You Want To Maintain Description To delete an employee record use the Delete F3 command Both the employee s record and the employee s history record are deleted If values greater than zero are in the employee s history record the following message appears You cannot delete an employee with existing history Records of terminated employees are automatically deleted from current year files during year end processing This field appears only if you are adding an employee record on the Employee General Information screen You can save time by copying salary and tax information from another employee s record If you want to add or change information for the General Information screen Salary Information screen Tax Information screen and Personnel Information screens 1 and 2 check the appropriate boxes or enter Y in text mode if not uncheck the appropriate boxes or enter N in text mode When you have selected the screens you want use the Proceed OK command to go to the first screen you selected Payroll User s Manual 10 5 Employee File Maintenance General Information screen 10 6 Use the General Information screen to enter fundamental information about your employees address phone number dates of hire and review and personal contacts Commerc Edi bod Dhe Help Ha bea BD Te Era oft Lar Hara Fiu Moi wem De
143. RO 5 Command 1 29 Start Over 1 32 Workstation Date 1 26 transaction history 3 11 3 22 3 23 5 31 Transaction History Report 3 11 function 7 11 sample 11 22 U Undo function key 1 34 1 40 1 50 pull down menu command 1 34 unemployment insurance 3 16 Up Arrow inquiry command 1 42 1 52 IX 17 report command 1 53 scroll region command 1 37 1 54 Up Arrow function key text menu 1 47 Up arrow function key 1 49 user s manual conventions 1 17 user defined labels 10 85 USRDDxxx table 3 13 3 14 8 23 10 73 10 85 USRDFxxx table 3 13 3 14 10 73 10 86 V vacation accruals 3 11 6 15 6 25 6 26 6 27 7 23 9 45 10 8 10 12 10 87 leave 10 49 time deleting 9 54 Vacation and Sick Leave Report function 6 27 sample 6 28 VACccxxx table 3 13 3 14 10 73 10 87 verification button Abandon 1 32 OK Proceed 1 32 Proceed OK 1 32 verificationl turning on or off 1 49 Verify exit mode function key 1 49 pull down menu command 1 34 Verify PgDn mode pull down menu command 1 34 View inquiry command 1 52 Void Checks audit log 6 36 function 6 33 manual checks 6 33 marked in Check History Register 6 33 posting 6 35 voiding checks 3 9 3 11 B 3 manual checks 6 19 posted checks 6 33 printed checks 6 33 IX 18 WwW W 2 Forms 3 17 10 3 10 29 11 18 11 19 11 25 alignment 9 33 audit report 9 43 closing last year 9 55 diskettes 9 43 editing 9 39 federal withholdings B 4
144. S001 STO001 End of Bourne Linda C Gerard Timothy G Jenkins Kathy M Jonchim Maria K Lukas George Rossini Lucinda A Stockard Albert W Builders Supply 401 k Report Detail Report December by Employee ID kkkkkkk k Year to Date kkkkkkkkk Company Match 401K Company Match 459 30 1099 468 22 4819 460 39 9093 468 80 9944 488 30 1281 460 39 9982 449 58 4392 GRAND TOTALS woday A Lor suoday jo1Aed yodey 4 Lor Check History Register The Check History Register shows the payroll checks you have written for the employees and dates you select Use the register as a record of earnings deductions withholdings and cash disbursements The information in the register comes from the PAHCxxx Check History PAHDxxx Check Deductions History PAHExxx Check Earnings History and PAHWxxx Check Withholdings History files OASDI and Medicare amounts appear as one sum in the FICA field in the register for history accumulated before installation of Payroll version 4 06 or higher You cannot print this report if you did not elect to save check history in the Resource Manager Options and Interfaces function Payroll User s Manual 7 19 Check History Register Payroll Reports Check History Register Screen Select Check History Register from the Payroll Reports menu The function screen appears Demmi Edi Podes Other Help xo baso 74 IE darin Pick Emplea lll From oom Thru KEFEN 154 Orec
145. able ID Description If no federal taxes are withheld for the employee enter 99 If the employee wants money withheld in addition to the regular federal withholding enter the extra dollar amount that should be withheld You can enter an amount of withholding to deduct instead of the calculated federal taxes Enter N if the employee did not request EIC payments E if the employee requested EIC payments only for himself or herself or B if both the employee and his or her spouse file for advance EIC payments See Circular E for details Select FEDM for a married employee or FEDS for a single employee If you do not select the correct table ID an employee may be taxed incorrectly State Tax Information When you press Enter or A on the command bar you can edit or append state withholding tax in an employee s record Erja Tee In Command Edt beka ten Hols Fu A GO 7 0 e Sate fim Fre Era aH Fiaa WOH Take ID Se Eine Felt Payroll User s Manual un aj Hansi 10 19 Employee File Maintenance Field Description Inquiry State Enter the employee s state postal code The state you enter determines which state tax routines are used when the employee s state withholding is calculated If the employee works in more than one state the first state code must be the code for the employee s home state If you enter the code for a state that is not in the PACO Codes file an invalid entry messa
146. about all of the utilities on the Other menu 1 28 Payroll User s Manual Introduction OSAS Graphical Help Menu Fe bis oot Fgeris Other Help CERA E a Tool Command Ke Result Button y Help F1 Displays descriptions of the a application menus and functions About OSAS Displays the About OSAS dialog box Tool Bar Icons 33 BO BES There are three icons on the tool bar that were not described above Tool Button Key Result es Shift F2__ Displays the Application Information dialog box Displays the pop up calendar screen You can use the calendar to add and review reminders for any date ii Opens an MS DOS prompt C Displays a screen for calling any BBx program that does not require variables to be passed to it See Appendix F the Resource Manager User s Manual E Payroll User s Manual 1 29 OSAS Graphical Introduction Other Graphical Menu Features The graphical menus offer more than shortcuts to menu commands You can also switch between live and sample data or change to another company and its data set Change Company Field H Dadar Supply Cil Select the company to change to from the pull down list box Data Set Duda st Lis Dita 7 serle Diada On the Start menu you can check the Live Data radio button to work with live data or check the Sample Data radio button to work with sample data You can also press F5 to change between sample and live data Right Click Menu
147. age report and a worksheet that shows the calculation for the employer s quarterly unemployment contribution Depending on a state s requirements you can sort the report by social security number or employee name and you can choose to exclude employees with zero earnings from the report These options must be set up in the PAINxxx Payroll Information file page 10 57 You must use the Set Up State Unemployment Reports option in the Payroll Information function to define this report before you can print it If a state uses SUI or SDI employee withholding retrieve that information from the Quarterly Withholding Report Quarterly State Unemployment Report Screen Select Quarterly State Unemployment Report from the Periodic Processing system The function screen appears j Durmir Slate bermpk pmeri Arys ommend Eat Modes he Help ZKE bn oo 74 Pik Employee IE Ede Compa Plane iskat ask Oeste Eaj Coste Payroll User s Manual Bo al mi wi Panam Thea Fane Thu Busbies Bupaky NG Waley Park Di Sante 105 Shakopee WM 55373 Compare ORAL Taal TO AA 9 23 Quarterly State Unemployment Report Periodic Processing a 1 Enter the range of employees you want to include in the report Inquiry Inquiry 2 Enter the range of states you want to include in the report If you enter a range of states a report is printed for each state 3 The company name and address and the current quarter are displayed 4
148. al is at the end of this section After the journal is produced the Daily Work menu appears 5 22 Payroll User s Manual enuen s 3SN JOJ Bd 82 9 06 21 2001 12 57 PM Employee BOU001 Bourne L C JONO01 Jonchim M K End of Report Builders Supply Miscellaneous Deductions Journal By Employee Deduct ion Code Description 06 20 2001 500 06 20 2001 501 JON001 Totals Dues Grand Total jeuinor sSuononpaq snoaue 99SI N wom Altea eulnof suolonpaq Snoauejjsas y Copy Recurring Entries Use the Copy Recurring Entries function to copy recurring time tickets Copy Recurring Entries Screen Select Copy Recurring Entries from the Daily Work menu This screen appears Command Eat Mode the Hep Se Gh HD 74 DE arka Puree as Preta Be Ascanio Tires Tikka Lind apd the Facu Deacon Fr Ds nas hiai pou hare beked up your date Men bakas topag FanCode Fam 1 The iz Cube Dala Jin in aio Tine Ticked se fre TA Ojssrarag His Comparg bi ORAL Tarna TE AA 1 If you have printed the Recurring Time Ticket List and the Recurring Deductions List check the box or enter Y in text mode if not uncheck the box or enter N in text mode and return to the Daily Work menu Verify that you have backed up your data files before proceeding 2 Enter the range of run codes you want to copy 3 Enter the cutoff date Recurring entries that have a cutoff date after the date you enter here
149. alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Payroll User s Manual 1 55 Reports Introduction But take notice when you enter codes or IDs that consist of something other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and you want all of them to be in a report you might enter 1 at From and 20 at Thru expecting them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order they are listed in a different order 1 10 19 2 20 3 9 To prevent that situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 00000000000000000001 through 00000000000000000020 Output the Report 1 56 When you use the Proceed OK command the Output Information screen appears To print the report e Select Printer and choose the printer On some reports you can also choose whether to print the report in standard size print or in compressed print Click OK or press Enter in text mode to continue To view the report in Print Preview mode e Select Print Preview and choose the printer On some reports you can also choose whether to print the report in standard size print or in compress
150. and PAHWxxx files These files store the detail of the paychecks so that you can review checks when you need to investigate salary deduction or tax withholding questions Information in these files appears in the Check History Register 1 14 Payroll User s Manual Introduction The Payroll System Posting checks transfers summary information to the PAEGxxx PAEDxxx PAEExxx PAEMxxx and PAEWxxx files This information includes such things as the number of hours recorded for each employee and the type and amounts of pay each should receive for them Specifically it includes earning code entries from checks tips pieces completed vacation and sick leave hours and pay and deductions and withholdings from pay Year End Maintenance At the end of each calendar year do year end maintenance to prepare your files for next year s entries This procedure accomplishes the following things e clears out the quarter to date and year to date balances in the PADPxxx file e removes history from the PATHxxx and PAHCxxx files previous to the date you specify optional e clears out month to date and year to date balances and removes records of terminated employees from the PAEDxxx PAEWxxx PAEPxxx PAEGxxx PAEExxx PAEMxxx and PAEWxxx files e creates last year files When you do year end maintenance files for the previous year are created with the extension LY You can begin processing in the new year while you are completing processing for
151. ands on the command bar to find the information you need Employee Next Prev First Last To look at a different employee record press E Then enter the employee ID To look at the next employee record on file press N To look at the previous employee record on file press P To look at the first employee record on file press F To look at the last employee record on file press L Exiting from General Information Inquiry When you are finished looking at the information press E to clear the screen and return to the Emp ID field Enter a different employee ID or use the Exit F7 command to return to the Employee Inquiry menu 4 4 Payroll User s Manual Salary Information Use the Salary Information function to look at employee salary information pay rate scheduled deductions remaining vacation hours and so on To add to or change this information use the Employees function on the File Maintenance menu Salary Information Inquiry Screen Select Salary Information from the Employee Inquiry menu The inquiry screen appears Cosette Haks is Geral Demnach ep mx a heme 7 a Copa O Darra Linda C Pag Informer Scheele Disduciora Drei fe Pie Cape 12345 Lata Cage Pa 1 islas Ih YHHHH Corzo r E PHHHH Sil hits ETT Type iH 0051 5 Cada Uno Ew O Sere dipal b ar r YHHH Croup Coote E 1 BE A EE Di Locarno TAL TADO 200 oo AS xe 1 Enter the ID of the employee whose salary
152. ant to start over To complete the function select No or enter N in text mode and skip to Editing the file later in this section To prepare magnetic media from scratch select Yes or enter Y in text mode The number of records in the PAEGxxx file and the name of the output file the system uses are displayed 1 Press Enter to accept the number of records in the output file This number is the number of employees as well as additional information such as the header 9 34 Payroll User s Manual Periodic Processing W 2 Forms 2 Press Enter if you want your output file in the data directory that is displayed or enter a different directory name When you save your entries the first magnetic media screen appears Report W 2 Forms on Magnetic Media Screen One The information you enter on this screen is used to create the header records the Internal Revenue Service and the Social Security Administration require You can change any field Mapa WII coma on Mage Media iiw Common Er Medes Dha Help Seo ha Bo g Of Abin Pags Ed 3 Pirri ear 15 Fei EIH iind Tina haras ret Aad Gy AP Fee Portal Coke E Fassa idea laiya Fr Compan H OGL Taraa 7000 II 1 Enter the payment year 2 Enter the federal employer identification number 3 Enter the transmitter s name for example your company s name 4 Enter the transmitter s street address city state and zip or postal code 5 Ifthe address
153. are drawn 2 If Payroll is interfaced with General Ledger and the system detects general ledger last year files you must select the current or the previous fiscal year to post the checks to 3 Enter the payroll tax month you want updated by the post for month end processing 4 If you want manual check entries to be posted to time ticket history check the box or enter Y in text mode if not uncheck the box or enter N in text mode 5 Select the output device for the posting log A sample posting log is at the end of this section The liabilities displayed in the posting log may differ from those in the Employer s Tax Report because of rounding differences in the Employer s Tax Report The Post Checks Log and the Employer s Liability Report show actual totals After posting is completed and the posting log has been produced the Payday Work menu appears Payroll User s Manual 6 67 Post Checks Payday Work Post Checks Log 06 25 2001 Builders Supply 11 57 AM Post Checks Description GL Account i Credit Medical Ins 535000 Dental Ins 535000 United Way 204000 Credit Union 999900 401K 205000 Parking 801000 Stock Plan 205000 Emplyr Medicare 203200 Emplyr OASDI 203200 Federal WH 203000 Emplye Medicare 203200 Emplye OASDI 203200 MN Unemp Ins 203700 MN W H 203400 Net Cash Entry 100000 Hold Acct Salaried Wage 202000 23 050 00 Emplyr Medicare 530000 337 97 Emplyr OASDI 530000 1 429 10 MN Unemp Ins 530000 3 40
154. arnings Withholdings Deductions Descriptions Earnings Incl Net Gross Wages Net Pay REG Regular Pay YES SAL Salaried Wage A YES TOTALS Employee Totals Employer Totals Deductions Employer Deduction 001 Medical Ins NO 002 Dental Ins E NO 003 United Way i NO 004 Credit Union i NO 006 401K s NO 008 Parking i NO 010 Stock Plan E NO Employee Totals Employer Totals End of Report yon eped J9 5SI09y 4994 Paycheck Received Report The Paycheck Received Report is a list of employees scheduled to receive a paycheck The list has a space for employees to sign for their paychecks Use the report as a means for recording which employees have received their paychecks or to check which employees are scheduled to receive pay for that pay period Paycheck Received Report Screen Select Paycheck Received Report from the Payday Work menu The function screen appears i Papeheek Reverand epa ill ES Demmi Eat Meeks Othe Hele 20 00 mn 74 pp Et Popol Planes Nanri Juris a Goo Coda 123 Peed Ered 00012000 Dada on Check TAAN FA GL Pema 17 50 By fF Check Leer O p C Eriga Page Fish iie Dispone i bask Lasn M Comparg H O Te TODE AA The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function 1 Select the order in which you want to print the report Payroll User s Manual 6
155. ase records are updated with labor expense excluding deductions and hours If you elected to save transaction history when you installed Payroll the PATHxxx Transaction History file is updated with the detail from the time tickets and miscellaneous deduction entries from the PATRxxx file When the post is complete the PATRxxx file is erased clearing the way for more time ticket and miscellaneous deduction entries You cannot use the Post Transactions function if you are working with last year files Before Posting Before you post perform these tasks e Ifyou have a multiuser system make sure that no one else is using the Payroll system You cannot post if someone else is using the Payroll functions e Print the Time Ticket Journal see page 5 17 e Print the Miscellaneous Deductions Journal see page 5 21 e Back up your data files Payroll User s Manual 5 29 Post Transactions Daily Work The information in the Time Ticket Journal and the Miscellaneous Deductions Journal comes from the PATRxxx file Posted entries are cleared from this file to make room for the next group of entries Because you cannot reconstruct the journals after you post printing them before you post is important Backing up your data files before you post is an important practice Unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data Post Transactions Screen Select Post Transactions fro
156. at the last employee record on file press L To look at the next employee record on file press N To look at the previous employee record on file press P To look at transaction totals for the employee press T Then see Viewing Transaction Totals later in this section Payroll User s Manual File Maintenance Recurring Entries Editing a Recurring Entry When you press Enter on the Recurring Entries screen for a recurring entry the Edit Recurring Entries window appears MEL e Fortine Sao Gorman Edi Moder Kim Haie Fra ba Bo 7e o Abenden Ta be Dani dab Coat Corie Oe Sea he Kos Inquiry Tax Group Inquiry Dept Inquiry Job Maint Inquiry Phase Maint Inquiry Cost Code Maint FERN EE pu 3 an E ESEL SECRETARIAL Phase TEL J Taca Description Press Enter to accept the displayed tax group or enter a different tax group ID Press Enter to accept the displayed department ID or enter a different department ID The department name is displayed If Payroll is interfaced with Job Cost press Enter to accept the displayed job ID or enter a different job ID If Payroll is interfaced with Job Cost press Enter to accept the displayed phase ID or enter a different phase ID If Payroll is interfaced with Job Cost press Enter to accept the displayed cost code or enter a different cost code 10 65 Recurring Entries File Maintenance Field Seq No Note
157. ate pay but piece data can be distributed to and accumulated by department In addition if Payroll is interfaced with Job Cost you can post pieces to the JOBSxxx file If the employee is salaried the employee s normal salary amount is displayed If the employee is hourly enter the hourly rate that applies to these transactions or press Enter to accept the rate that appears Press Enter to accept the earning code that is displayed from the PAEGxxx file or enter an earning code for the time ticket If you use the Maintenance F6 command the Earning Codes function is temporarily called up You can enter five line items for an employee on this screen if you need to enter more items use the Proceed OK command to save these transactions return to the Payroll Transactions scroll region and reenter the Enter Transactions screen Payroll User s Manual Daily Work Payroll Transactions Field Note Hours Rate Amount Deduction Note Payroll User s Manual Description If you elected to use the time card calculator which is for hourly employees only in the Resource Manager Options and Interfaces function a prompt appears at the bottom of the screen If you elect to use time card entry the Time Card Entry window appears see Time Card Entry below A description of the earning code is displayed Press Enter to accept that description or enter a different description for this time ticket Enter t
158. ate unemployment report formats the company name and address to use in report headings your employer bank information or the degree descriptions for use in employee personnel information records Payroll User s Manual 10 57 Payroll Information File Maintenance Set Up State Unemployment Reports Screen Use the Set Up State Unemployment Reports screen to define customized Quarterly State Unemployment Reports Command di Medes a ed eX bb Me Pe IE stein Sr TI Misasasia al dig N Yard Tai Piri Enpi a Zero Darin un Pp Bey Laut Hama D Jed ienei Plume keitat los da min n ahei poo aani lhare heikh app na a T eme y k ord Field 10 58 Self Adjusting SUI Month Saad Fer Ha i Has pa Total DTD open Ent LITIO An i Tunti ITD ge a Wo bed Hab Add Compa HET Tera TOO WA Description Enter the code for the state tax authority This code is verified against the PACO Codes file You can enter report formats for as many states as you need State unemployment insurance SUI withholdings are calculated on a yearly basis Most states that change the SUI rate during the year require that the next check run self adjust for the entire year based on the new percentage Some states require that you adjust the SUI withholdings only back to the month that the rate changed Enter the number of the month that the change takes effect The SUI withholding amount will be calculated with the new rate fr
159. ates the employee s pay based on the information stored in the PAECxxx Earning Codes file You can set up earning codes for types of work For example you can set up an earning code for work involving assembly another for packaging and so on You can set up earning codes for overtime and double time work that automatically multiply or add amounts to the base pay Use the Earning Codes function see page 11 9 to set up earning codes Payroll User s Manual Setup Setup Functions Tables and Tax Tables Tables store information relating to the system data options and default settings for other applications Tax tables are used to calculate federal state and local tax withholding Use tables only to enter and store data Do not delete lines or rearrange account descriptions The system looks for information by the position of the lines in the table For example in the FREQxxx table the system assumes that the first group code is on the first line the second group code is on the second line and so on You must set up and or review the following system tables and tax tables before you build the Payroll data files ADJMNxxx FREQxxx GLDEPxxx GLPAYxxx MAXVSxxx PACTLxxx SICccxxx TCACLxxx USRDDxxx USRDFxxx VACccxxx EIC FEDM FEDS FICA FUTAxxx LTXssllm SOTss STSss STXssm Payroll User s Manual 3 13 Setup Functions Setup 3 14 SUTssxxx W2CODE
160. ation for the employee If the employee s normal salary may not meet federal minimum standards you can use the Adjust to Minimum feature to automatically bring the employee s paycheck up to minimum wage Group Codes Group codes identify the employees you want to pay when you calculate checks Common practice is to use different group codes for different pay cycles For example hourly employees who are paid weekly might be group 1 salaried employees who are paid monthly might be group 2 and commissioned employees might be group 3 3 20 Payroll User s Manual Setup Setup Functions Override Pay You can enter override pay when you want to pay salaried employees something other than their normal salaries for example when employees start or quit within a pay period Override pay applies only to the pay cycle you enter it in When the pay cycle is completed override pay is cleared from the system Tax Information Use the Tax Information portion of the Employees function to enter federal state and local tax information Research the state and local tax information before entering the data In particular marital status and number of exemptions can differ among tax authorities The valid marital statuses for federal tax purposes are married and single but in some states employees can be married single unmarried heads of households married filing jointly or married filing jointly and both working Consult the Payroll T
161. ax Routines for information about marital status in the states where employees file Open Systems does not supply information about local tax regulations Personnel Information Use the Personnel Information portion of the Employees function to enter information about the employee s education pay history and so on Leave Adjustments Before using the Leave Adjustments function use the Roll Up Leave Balances function see page 9 45 if you elected to include vacation sick hours for accrual calculation in the Resource Manager Options and Interfaces function Then use the Leave Adjustments function see page 10 49 to make positive and negative adjustments to an employee s sick and vacation pay Payroll User s Manual 3 21 Setup Functions Setup Employee History If you start Payroll at any other time than the beginning of the year and you elect to create either check or transaction history see Initial Balances below you must collect and enter a lot of history information Fortunately you need enter data for only a handful of deductions for most employees Remember to get month to date quarter to date and year to date figures for all fields The number of weeks worked is calculated on the basis of the number of pay periods the employee received a check for any amount For example if you use biweekly pay periods and an employee received one hour of sick pay in that pay period the employee would be credited for two weeks worked
162. ayroll User s Manual 6 59 Employer Department Expense Report Produce the Employer Department Expense Report before posting to see how employer deductions and withholdings will post to the department file Employer Department Expense Report Screen Select Employer Department Expense Report from the Payday Work menu The function screen appears i Empe Degalmen Expres Rept FE Crash Eat Podes Othe Hele Sf bea Be 7 DE Areka Pd Fandi LES Duets 4 Grap Code Pared Erci 01 41 5600 Date an Checks 12 3000 GL Parind 1 Cine speirsen Spit hatodi e Homa Daz Corparng h O Tana TODS AA 1 Select the amount of detail you want to include in the report 2 Select the output device A sample Employer Department Expense Report is at the end of this section After the report is produced the Payday Work menu appears Payroll User s Manual 6 61 c9 9 enuen S osn OJ B d 07 28 2001 Group Code 6 26 AM Period Employee Soc Sec No Bourne Linda C BOU00 459 30 1099 Gross Wages 7500 Net Pay 4697 Gerard Timothy G GEROO 468 22 4819 Gross Wages 5550 Net Pay 4139 Jenkins Kathy M JENOO 460 39 9093 Gross Wages 7500 Net Pay 4430 Lukas George LUKOO 488 30 1281 Gross Wages 2500 Net Pay 2202 Department 500 Total Gross Wages 23050 Net Wages 15469 SAL Salaried Wage Earnings Tota Witholdings 00 79 s 00 67 1 Builders Supply Employer Department Expense Report Detail
163. ayroll User s Manual 9 43 W 2 Forms Periodic Processing If you use a UNIX or Linux system enter the pathname on the hard disk to which you want to write the W 2 information the current pathname is the default When you save your entries the creation of the magnetic media begins When the process is finished the Periodic Processing menu appears 9 44 Payroll User s Manual Roll Up Leave Balances The Roll Up Leaves Balances function combines all leaves taken and accrued into one total comparing it with the total that has been updated in the PAEGxxx Employee General Information file The beginning vacation and sick balances are kept in the PAHVxxx Leave Adjustment History file along with the detail posted from Post Checks Void Checks and Leave Adjustments functions If the system determines that there is a difference between the hours posted to the PAH Vxxx file and the PAEGxxx file it writes the number from the PAH Vxxx file into the PAEGxxx file An audit log is created Back up your data files before you proceed with this function Print the Sick Leave and Vacation Report because sick and vacation accruals are cleared by this function Payroll User s Manual 9 45 Roll Up Leave Balances Periodic Processing Roll Up Leave Balances Screen Select Roll Up Leave Balances from the Periodic Processing menu The function screen appears L Fell Ue Lesen Balances Ma ES Commend Est Modos Oth pele a A no 7
164. be added to the employee s base hourly pay rate For example you enter an earning code with an Add to Base factor of 0000 50 Then you enter a time ticket for an employee whose base hourly pay rate is 10 per hour and you use the aforementioned earning code The employee s pay rate will be 10 50 per hour If both a Multiplier and an Add to Base factor exist for the earning code the Add to Base factor is added to the employee s base pay rate first This new base pay rate is then multiplied After you approve the entries enter another earning code or use the Exit F7 command to return to the Codes Maintenance menu 11 12 Payroll User s Manual Earning Types Use the Earning Types function to create groups of earning codes The Payroll system has nine preset earning types Bonus Commission e Fringe e Miscellaneous e Overtime e Regular Earnings e Sick e Tips Reported as Federal Earnings e Vacation You cannot change or delete the preset earning types but you can set up additional earning types When you set up earning codes see page 11 9 you specify which earning type the code belongs to For example you might have four kinds of bonus pay You set up each kind of bonus pay as an earning code and group them all under one earning type Changes you make here update the PAETxxx Earnings Types file Payroll User s Manual 11 13 Earning Types Codes Maintenance Earning Types Screen Select Earnin
165. bles You can use positive or negative numbers constants in formulas You can also use these variables in place of the numbers Variable Description ADJEARN Adjusted earnings for net pay deductions ADJHR Adjusted hours minus exclusions ADJMIN Adjust to minimum wage flag Payroll User s Manual C 1 About Formulas References C 2 Variable ADJSUIEARN ADJSUIWITH DEDEXCL DEDUCTIONTOT EARNEXCL EICCODE EMPFICAWH EXEMPTIONS EXTRAWH FEDWITH FIXEDEARN FIXEDPCT FIXEDWH FWHWITH GRANDTOTEARN GRANDTOTGROSS HOURS LOCALWITH MINWAGE Description Total SUI earnings before the Self Adjust Month changed Total SUI withholdings before the Self Adjust Month changed Total amount of deductions exclusions Total deductions for the current check Total amount of earnings excluded EIC code for each employee N E or B Employee FICA Contribution OASDI and Medicare Number of exemptions per employee taken from the PAES xxx file Extra withholdings for the employee taken from the PAEGxxx file Total employee federal withholdings including OASDI Medicare and EIC Total fixed earnings for the employee taken from the earning codes Fixed percent for the withholding taken from the PAWIxxx file Fixed withholding amount taken from the PAEGxxx file Employee federal withholdings not including OASDI Medicare and EIC Total gross earnings not including earnings
166. calculating 6 17 unfinished payday 6 4 voiding 6 19 6 33 marital status 3 15 3 21 10 18 10 19 10 21 Master File Lists 1 7 MAXVSxxx table 3 15 10 73 10 79 setting up 3 13 MED 3 16 11 24 Medicare 6 49 6 53 7 19 9 28 9 31 9 42 10 30 Menu styles 1 20 Menus conventions 1 20 Information 1 48 Other Command 1 46 1 48 Miscellaneous Deductions Journal function 5 23 sample 5 25 miscellaneous entries 7 11 Payroll User s Manual reversing incorrect 5 4 miscellaneous payroll entries 5 4 5 31 Monthly Withholding Report function 9 11 sample 9 13 mouse commands click 1 17 deselect 1 18 double click 1 17 right click 1 17 MS DOS prompt tool button 1 29 multilocal taxes B 2 multiple checks 6 3 multistate taxes B 2 N naming conventions formulas 10 93 negative gross pay 6 29 manual checks 6 19 net pay 6 29 Next Line command function key 1 37 1 54 pull down menu command 1 37 scroll button 1 39 Next Page command function key 1 37 1 54 pull down menu command 1 37 scroll button 1 39 Non 457 Plans 9 31 10 30 numbers alphabetical sorting 3 4 O OAS 3 15 11 24 OASDI 3 22 6 49 6 53 7 19 10 30 11 24 OK Proceed function key 1 33 pull down menu command 1 33 verification button 1 32 OK command 1 19 Online Documentation function key 1 36 1 48 Payroll User s Manual pull down menu command 1 36 tool button 1 32 Online help function key 1 49 turning
167. cates amount percentages correctly up to that date If you select this option you must enter the last check date For example Quarter 1 January 31 days of 90 in Quarter 34 44 February 28 days of 90 in Quarter 31 11 March 31 days of 90 in Quarter 34 44 If you are converting files from OSAS 4 0x or lower do not use the following option The history method reads check amounts from your previous Payroll version s Check History file producing a quarterly total and calculating the monthly percentage by dividing each monthly subtotal into the quarter The system adds only checks that fall within one calendar year This choice requires accurate historic data and is the most time consuming yet accurate of the three methods If you select this option you must enter the current payroll year For example Employee ID N res C heck Totals Amount John Doe 1111 01 15 00 1000 00 John Doe 2222 01 31 00 1200 00 2200 00 John Doe 3333 02 15 00 1000 00 Payroll User s Manual Installation and Conversion Employee ID John Doe John Doe Total January 2200 00 out of total earnings of 5000 00 44 February 1800 00 out of total earnings of 5000 00 36 March 1000 00 out of total earnings of 5000 00 20 Check Number 4444 5555 Check Date 02 28 00 03 15 00 Gross Check Amount 800 00 1000 00 Conversion Totals 1800 00 1000 00 Any of these split methods can cause lefto
168. ced with the largest possible number of industries in mind They are most effective when you interface them with each other Base applications are usually named after common accounting operations Examples are General Ledger Accounts Payable Purchase Order Accounts Receivable Sales Order Payroll and Inventory Payroll User s Manual 1 3 Welcome to OSAS Introduction OSAS Versions 6 1 and Higher 1 4 You can use OSAS versions 6 1 and higher in text or character based mode on any supported operating system In Windows environments you have the choice to use either the text version or the graphical version While the interface is different in the two versions the functions in both versions are the same in screen layout and in function The OSAS user s manuals show screens in the graphical format You can however apply the information shown in the graphical examples to the text version with ease For specifics on using the graphical version of OSAS refer to page 1 21 For specifics on using the text version refer to page 1 43 Payroll User s Manual The Payroll System Use the Payroll system to automatically figure employee wages federal state and local withholdings and deductions The Payroll system also tracks bonus pay and sick and vacation time and accumulates information for tax reporting Finally use the Payroll system to produce paychecks reports and employee W 2 forms Menu Structure The Payro
169. ch earning code assigned to the employee If there are more earning codes than fit on one screen you can scroll up and down to view additional earning codes Deductions reported tips and pieces are displayed at the bottom of the screen When you are finished viewing employee transaction totals press Enter to return to the Payroll Transactions screen 5 16 Payroll User s Manual Time Ticket Journal The time tickets you entered into the PATRxxx Transactions file but have not posted are listed in the Time Ticket Journal Print the journal before you post transactions and use it to verify your entries and as part of your audit trail You cannot use the Time Ticket Journal function if you are working with last year files Time Ticket Journal Screen Select Time Ticket Journal from the Daily Work menu This screen appears A Time Tipit Joana Pile Corman di Hsi Gite Hale oxo ba Bal gn stars Euphysa Di Fi Thaw Fink e Te r Empis P Jb safha C eprore r labs Clos P Gap Coda Compas H DEUDAS Tesei TOGO A 1 Enter the range of employees you want to include in the journal 2 Select the order in which you want to organize the journal 3 Select the output device Payroll User s Manual 5 17 Time Ticket Journal Daily Work A sample Time Ticket Journal is at the end of this section After the journal is produced the Daily Work menu appears 5 18 Payroll User s Manual enuen s 3SN JOJ
170. ch month The cost of GTLI is printed on the employee s W 2 and is included in the wages on the W 2 but FICA withholding is not calculated on this amount See Circular E for more information Enter the cost of dependent care benefits provided for the employee each month The cost of DCB is printed on the employee s W 2 and is included in the wages on the W 2 but FICA withholding is not calculated on this amount Enter the nonqualifying 457 Plan amounts that were distributed to the employee each month The 457 Plan amount is printed on the employee s W 2 and is included in the wages on the W 2 but FICA withholding is not calculated on this amount 10 29 Employee History File Maintenance Field Non 457 Plan FICA Tips Adv EIC Payment Uncol OASDI Uncol Medicare 10 30 Description Enter the nonqualifying non 457 Plan amounts that were distributed to the employee each month The non 457 Plan amount is printed on the employee s W 2 and is included in the wages on the W 2 but FICA withholding is not calculated on this amount Enter the employee s earnings that were subject to FICA withholding each month Enter the amount the employee received in advance EIC payments each month Uncollected OASDI is the OASDI withholdings that were not collected from an employee For example if an employee receives tips and the OASDI contribution on those tips would reduce the employee s paycheck to a
171. check the box or enter N in text mode Factor You can enter six override factors the factors you enter for the scheduled deduction supersede the factors established in the Formula Maintenance function see page 10 89 Factors can represent anything from dollars to percents depending on how they are used in a formula When you save the entries the Scheduled Deduction screen reappears Tax Information Screen Use the Tax Information screen to set up federal state and local withholding information for each employee and to edit withholding formulas 10 16 Payroll User s Manual File Maintenance Employee If you copied an employee record make sure that the information on this screen is correct for each employee ZKO Hei aa 74 GE Abren J Ense 1 Poet Lada C Tan Grup fon 5 Fife To indicara Fed BE imp AA Fred MF EDL Caer Tai If Tiie Taa riom Fima H T abia bi Field Description Tax Group Enter the ID of the tax group that applies to this employee s earnings A tax group can combine withholding codes for several states and localities You can change this tax group if necessary during time ticket and manual check entry Command Bar Tab Enter edit Append Goto line Withholding setup Next page Previous page Tax group To move between the federal state and local portions of the Tax Information screen press the Tab key Payroll User s Manual 10 17 Employee File Maintenance
172. ck stubs preprinted forms or laser forms Payroll User s Manual 3 11 Setup Functions Setup If you use preprinted checks the stub is printed first if you use blank check stubs or laser forms the check is printed first 11 Toggle to YES or NO to indicate whether or not you want to use the time card calculator during entry of time tickets for hourly employees 12 Toggle to HOME or WORKED to indicate whether you want to post employer paid taxes and deductions to the employee s home department from the PAEGxxx Employee General Information file or the department s they worked in during the pay period Earning Types Use the Earning Types function see page 11 13 to set up and modify the way the system uses earning codes The system has nine preset earning types which are used by the system in special ways You cannot change or delete the preset earning types You can however set up additional earning types When you set up earning codes you specify the earning type to which the code belongs For example you might have four kinds of bonus pay You set up each kind of bonus pay as an earning code and group them all under one earning type Earning Codes 3 12 An earning code stores pay rate information the GL holding account number the pay type and other information for a particular kind of work When entering time tickets or manual checks you can enter an earning code and the number of hours worked the system calcul
173. cord Felt Can idem Cora di Hoda ha Help Pro MI BE Tab m jia e Sot Eso Entra aH Pad lH Tata ID Leahy Hor Field Inquiry State Inquiry Local Stat Exemp Extra WH Payroll User s Manual Description Enter the employee s state postal code that corresponds to the local tax ID you want to add Enter the local tax code If the employee works in more than one locality the first local tax code must be the code for the employee s home locality If you have not defined a valid local tax record you cannot enter a local code For local withholding enter S if the employee is single M if the employee is married U if the employee is an unmarried head of a household J if the employee is married and files jointly or B if the employee is married to a working spouse and they file jointly Some localities do not allow all these codes others use codes unique to that locality Enter the number of exemptions the employee claims for local tax purposes If no local taxes are withheld for the employee enter 99 If the employee wants money withheld in addition to the regular local withholding enter the extra dollar amount that should be withheld 10 21 Employee File Maintenance Field Description Fixed WH You can enter an amount of withholding to deduct instead of the calculated local taxes Inquiry Table ID Enter the LTXssllm tax table ID used to calculate the withholding tax If you d
174. ction with other applications Payroll can be interfaced with General Ledger Bank Reconciliation and Job Cost General Ledger When Payroll is interfaced with General Ledger posting in Payroll makes summary entries such as gross wages payable taxes and other deductions withheld net pay and payroll expenses incurred in the General Ledger GLJRxxx Journal file for transactions that affect the ledger If you void a payroll check after it has been posted the check is backed out from General Ledger and the check record can be added to the Payroll PACHxxx Checks PACDxxx Checks Deductions PACExxx Checks Earning and PACWxxx Checks Withholdings files for a manual check or to the PATRxxx Transactions file for a calculated check Bank Reconciliation When Payroll is interfaced with Bank Reconciliation posting checks in Payroll creates summary disbursement entries for the checks in the Bank Reconciliation BRTRxxx Transactions file for the bank account you specify The Payroll system can keep track of checks lost to alignment problems in the Bank Reconciliation application and in Payroll history so that the lost checks are accounted for Job Cost When Payroll is interfaced with Job Cost you can assign actual labor hours and dollars to the appropriate job and phase in the Job Cost JOBSxxx Jobs file When and where appropriate the interface also updates the number of pieces completed Payroll User s Manual 3 9 Setup F
175. cutoff date for the recurring time ticket This date determines which recurring time tickets are copied when you use the Copy Recurring Entries function Accept or enter the employee s department ID The department name appears If Payroll is interfaced with Job Cost accept or enter the job ID If Payroll is interfaced with Job Cost accept or enter the phase ID If Payroll is interfaced with Job Cost accept or enter the cost code Accept or enter the employee s labor class code If you want to produce multiple paychecks for the employee accept or enter the recurring entries for the first paycheck under sequence number 0 Then enter the recurring entries for the second paycheck under sequence number 1 and so on Payroll User s Manual File Maintenance Recurring Entries Field Pieces Salary Rate Note Hours Rate Amount Note Hours Amount Description If the employee does piece work accept or enter the number of pieces he or she produced The default information is displayed You can change the salary and rate for hourly employees but not for salaried employees Accept or enter the employee s earning code Accept the description of the displayed earning code Accept or enter the number of hours the employee worked If the employee is hourly enter the pay rate If the employee is salaried accept the displayed rate Accept the amount paid for the time ticket If you change th
176. d and accept the data entered Move the cursor up or back one field If you changed the information in the field you were in before you used this command the change is lost when you move the cursor up If verification is turned on you must press a key twice to verify that you want to perform that operation If the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in Resource Manager To turn the bell back on use this command again Tf this option is turned off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry use this command to turn the option on Tf this option is turned on the applicable function keys are displayed on the screen 1 49 OSAS Text Introduction Help Commands When you use the Help F1 command three commands become available for you to use on help screens Key Operation F3 Delete Delete the help screen contents To recover a deleted screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens F6 Maintenance Edit a help screen F7 Exit Exit from the help screen and close the window In Field Editing Commands When the cursor is in a field that contains information you can use the following keys and commands Key Operatio
177. d are displayed You entered this information in the Calculate Checks or the Manual Checks function 1 If you want employer tax and deduction information in the report check the box or enter Y in text mode if not uncheck the box or enter N in text mode Payroll User s Manual 6 37 Check Register Payday Work 2 Select the level of detail you want to include in the register You can print in detail earnings withholdings and deductions information for all checks in the PACHxxx file or in summary earnings withholdings and deductions involved in the checks 3 Select the order in which you want to print the report 4 Select the output device A sample Check Register is at the end of this section After the register is produced the Payday Work menu appears 6 38 Payroll User s Manual enuen s 3SN JOJ B 4 6 9 08 15 2001 Group Code 1 Builders Supply 6 45 AM Period 1 Check Register Pay Check Date 04 31 2001 For Pay Period Ending 04 31 2001 Earnings Withholdings Salary or Type Code Description Bourne Linda C 173 7500 00 Total Withholdings 2225 89 Total Deductions BOU001 459 30 1099 Total Emplr With 1488 65 Total Emplr Ded Gross Wages 7500 00 Net Pay 4698 00 Check Number 0001055 1915SIB9y 49949 Gerard Timothy G 173 5550 00 Total Withholdings 1221 73 Total Deductions GEROOL 468 22 4819 Total Emplr With 1339 47 Total Emplr Ded Gross Wages 5550 00 Net Pay 4139 00 Check Number 0001057 E
178. de if not uncheck the box or enter N in text mode This information is used for employee W 2 forms If the employee qualifies as a statutory employee check the box or enter Y in text mode if not uncheck the box or enter N in text mode This information is used for employee W 2 forms If the employee is deceased check the box or enter Y in text mode if not uncheck the box or enter N in text mode This information is used for employee W 2 forms Enter the employee s job title Enter the employee s work phone number and extension Enter the employee ID of this employee s supervisor or manager 10 7 Field Adj Hire Date Start Date Birth Date Term Date Last Review Date Next Review Date Last Check Date User Defined Labels 1 2 3 Name Work Phone Home Phone Relation E Mail File Maintenance Description Enter the employee s adjusted hire date which is the date the employee actually began working for the company as opposed to when the employee accepted the job This date is used in personnel reports Enter the date of employment for the employee This date is used to calculate sick time and vacation time Enter the employee s date of birth If the employee no longer works for the company enter the date of the employee s termination Employee records that contain a termination date are deleted automatically during year end maintenance Enter the dates of the employe
179. de or use the Exit F7 command to return to the Codes Maintenance menu 11 4 Payroll User s Manual Tax Authority Setup Use the Tax Authority Setup function to enter and maintain withholding codes for federal state and local tax authorities that employees need withholdings for You can also set up the necessary formula names and tax table IDs associated with each code Changes you make here update the PACO Codes file You can enter 15 employee and employer withholding codes for each federal state and local tax authority Tax Authority Setup Screen Select Tax Authority Setup from the Codes Maintenance menu The function screen appears Dar Auten Salop E omic Mods bs od Command Hele exon hl BO 7 E ibn Tmi rek Sila Cada MAA Loca Cade MM Eh LLL Comey H OER Tera TO OWA Payroll User s Manual 11 5 Tax Authority Setup Codes Maintenance e Command Bar 11 6 Field Tax Authority State Code Local Code Description Description Enter F to work with federal tax authority codes S to work with state tax authority codes or L to work with local tax authority codes This field is active only when you are working with state or local tax authorities Enter the state code you want to set up or adjust This field is active only when you are working with local tax authorities Enter the local code you want to set up or adjust Enter a description of the tax authority
180. de for the state tax authority If you use the Maintenance F6 command the Tax Authority Setup function is temporarily called up Local Code This field is active only if you entered L in the Tax Authority field Local codes must be defined in the Tax Authority Setup function before you set up the state locality withholding Enter the code for the local tax authority In employee records code 00 means that there is no local tax If you use the Maintenance F6 command the Tax Authority Setup function is temporarily called up Withholding Code Enter one of the taxation codes displayed at the bottom of the screen The kind of tax code you can enter depends on whether you are working with the federal state or local tax authority These codes are reserved by the system and should not be modified in the Tax Authority Setup function EIC Earned Income Credit EOA Employer OASDI EME Employer Medicare FUT FUTA FWH Federal Withholding MED Medicare OAS OASDI Withholding SUI Employer State Unemployment Insurance SWH State Withholding LWH Local Withholding Description Enter a description of the withholding tax you entered 11 24 Payroll User s Manual Codes Maintenance Inquiry Liability Acct Maint Inquiry Expense Acct Maint EN A Fixed Percent Tax ID Weeks Worked Limit Withholdings Enter the number of the liability account the withholding is posted to The Maintenance F6 and Inquiry F2 com
181. dify the screen the Employee selection screen appears Payroll User s Manual 10 23 Employee File Maintenance Personnel Information Screen Two Use the second Personnel Information screen to record and maintain miscellaneous information for each employee The fields on this screen are user defined the field names are taken from the USRDDxxx table see page 11 83 When you save your entries the Employee selection screen reappears Enter another employee ID to work with or use the Exit F7 command to return to the File Maintenance menu 10 24 Payroll User s Manual Employee History Use the Employee History function to enter historical information about employees The type of information you enter depends on the method you use to set up initial balances see page 3 22 After your system is set up use the Employee History function to enter values for fields that are not calculated by the system Allocated Tips 100 Use Auto Cost of GTLI and so on You should not use this function to change earnings or withholding information Instead use the Manual Checks function see page 6 9 to enter adjustments so that you will have an audit trail of the changes Employee History Screen Select Employee History from the File Maintenance menu The header appears i Emplopee Halo Aa ES ommend Est Modes Oia Help 20600 78 IE stats Enplogess I 13 Last H ging Erase Fern Moree Lirada Fekke iria E METTE be oer
182. ds The most general expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 you want to work with company B and the password is selena specify that information to enter the system osas t T2 c B a selena In UNIX you can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t c or a and the parameter itself In Windows you can click on the shortcut s properties and in the Target field enter your access code and your company ID For example using selena as your access code and H as your company ID enter C osas progRM osastm exe m4096 tT00 nT00 aselena cH In the Windows icon properties the parameter marks m t or n can be entered in any combination but must be before the separation dash The access code and company ID commands a and c must be entered after the separation dash GUI Text Command Conventions When you see the phrase use the Proceed OK command in the user s manuals you can press the PgDn key in either text or graphical mode In graphical mode clicking the OK button has the same effect as pressing the PgDn key Payroll User s Manual 1 19 Conventions Introduction Menu Conventions When you start OSAS the Main menu which presents the applications you can use appears If you are using the Resource Manager for UNIX or Linux the Text menu appears I
183. ductions codes which are set up in the Deductions function see page 11 17 When you add or edit monthly deduction information you can enter amounts for three months for each deduction Each field s mask is user defined The quarter totals and year to date totals are updated by the sum of the values you enter for the three months If the deduction code is excluded from state withholdings deferred compensation you must enter the state code If you leave the State field empty the system assumes that the withholding is for federal deferred compensation To move to the next screen you selected to work with press N To return to the previous screen you selected press P To go to a particular line item press G and then enter the deduction code or use the Inquiry F2 command to select the deduction codes This command appears only if there is more than one screen of items To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then see Quarter Totals below 10 36 Payroll User s Manual File Maintenance Employee History Quarter Totals When you press Q on the Employee Deductions History screen to view quarter totals the Quarter Totals window appears F mphgeer Deta bern Hirap AE Lora oes her Scroll Corrado Hop Syn he BD 7 Ze oe Emm it Borre Leda E GTA E Command Bar Next page Previous page Goto Month totals To move to
184. e 01 08 200 01 08 200 01 15 200 01 15 200 01 15 200 01 22 200 01 29 200 01 29 200 000 01 29 200 E 000 02 05 200 000 358 02 12 200 000 358 02 19 200 000 358 02 26 200 gt 000 358 02 26 200 i 250 16 03 04 200 5 000 358 03 11 200 i 000 358 03 18 200 i 000 358 03 25 200 5 000 358 04 08 200 STO00 STO00 STO00 STO00 STO00 STO00 STO00 STO00 STO00 STO00 STO00 STO00 STO00 STO00 STO00 STO00 STO00 STO00 Goro oro eee ee eee eee Department 100 Earning Totals 750 4954 Deduction Totals 000 ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO 02 05 2001 50 i 000 230 02 12 2001 50 000 300 02 12 2001 50 000 230 02 19 2001 50 000 300 02 19 2001 50 s 000 230 02 26 2001 50 A 000 300 02 26 2001 50 000 230 03 04 2001 50 000 300 03 04 2001 50 y 000 230 03 11 2001 50 7 000 300 03 11 2001 50 A 000 230 03 18 2001 50 A 000 300 03 18 2001 50 7 000 230 03 25 2001 50 000 300 03 25 2001 50 a 000 230 04 08 2001 50 000 360 04 08 2001 50 B 000 276 08 25 2001 50 ca o nn nn a Zn nn Zn a Zn Zn in nn ein Department 501 Earning Totals 250 7061 Deduction Totals 000 50 Grand Totals Earnings 500 36716 77 Grand Totals Deductions 000 275 00 End of Report suoday jl0o1 Aed 110d9y 101SIH UONDESUBAL poday O SIH uonNdesuelL 401 k Repo
185. e s last and next reviews Enter the date of the last check the employee received This field is updated by the Post Checks function Enter information in these user definable fields if necessary You can define the prompts that appear using the USRDFxxx table see page 10 84 Enter the emergency contact information for the employee the name of the person who is to be contacted in case of an emergency the emergency contact s home and work phone numbers and the contact s relation to the employee Enter the employee s e mail address for reference purposes When you save the entries the next screen you elected to add or change information on appears or if you selected no other screens to work on the Employee selection screen reappears Payroll User s Manual File Maintenance Employee Salary Information Screen Use the Salary Information screen to enter and maintain pay information for your employees If you copied an employee record make sure that the information on this screen is correct for each employee Pay Information Field Description Inquiry Dept Enter the employee s department If necessary you can indicate that an employee worked in a different department when you enter payroll transactions Payroll User s Manual 10 9 Employee File Maintenance Field Labor Class Corporate Officer Seasonal Employee Type H or S Exempt Adjust to Minimum Group Code 10 10
186. e 11 27 Hours Rate The amount of hours and the rate of pay for the earning code is displayed Amount The amount earned for each earning code is displayed Use the commands on the Check History Earnings screen to perform the function you want and to find the information you need Payroll User s Manual 4 25 Check History Employee Inquiry Done dEductions Withholdings Goto Press D to return to the Check History Inquiry screen Press E to view the deductions for the selected entry The Check History Deductions screen will appear see Check History Deductions Screen below Press W to view the withholdings for the selected entry The Check History Withholdings screen will appear see Check History Withholdings Screen below Press G to go to a specific earning code Check History Deductions Screen When you press D on the Check History screen the Check History Deductions screen appears Commana Moden Dia Soc Comrare phi Pra thA me Te Bocuse Lida E 4 26 Payroll User s Manual Employee Inquiry Check History Field Code Description Hours Amount Gross or Net Emplr Paid Description The code for the deduction type is displayed see page 11 17 for more information on setting up on deductions The description for the deduction code is displayed Tf the employee has elected to deduct pay by hours worked the amount of hours will be displayed The amount of money for the ded
187. e IDs in between Payroll User s Manual 3 5 Setup Checklist Follow the steps below to set up the Payroll system Following the order of the steps should save you from repeating your work Each step is explained in this section 1 2 Set up the options and interfaces Set up earning types PAETxxx file Set up earning codes PAECxxx file Set up tables PATBxxx file Set up tax tables PATXxxx file Set up withholding codes for tax authorities PACO file Set up withholdings PAWIxxx file and tax groups PATGxxx file Set up company deductions PADDxxx file If necessary use the Formula Maintenance function to add formulas to the PAFMHDR Formula Definition and the PAFMLIN Formula Line Detail files Set up departments PADPxxx file Set up payroll information PAINxxx file Set up labor classes PALCxxx file Set up employees PAEGxxx and PAEPxxx files Use the Roll Up Leave Balances function on the Periodic Maintenance menu to set up leave adjustments PAH Vxxx file Payroll User s Manual 3 7 Setup Checklist 3 8 15 16 17 18 19 Setup If necessary set up employee history PAEDxxx PAEExxx PAEMxxx and PAEWxxx files Enter initial balances Set up recurring time tickets and deductions Set up access codes Set up a backup schedule Payroll User s Manual Setup Functions Options and Interfaces An application can be interfaced to work in conjun
188. e Inquiry menu 4 6 Payroll User s Manual Tax Information Use the Tax Information function to look at employees federal state and local payroll tax information To add to or change this information use the Employees function Tax Information Inquiry Screen Select Tax Information from the Employee Inquiry menu The inquiry screen appears Drai Hsi ha od Commerc phe TKE bA mA A E Erekemil 7 1 OJo fmre Linde E Thi Gasp HH Fedai Tis incre Fac PE Lan AM Feeds H EDC Coda Tabi NE IED H 4 Du Du m FEDH Co H ETA Te TOGO WA The information displayed comes from the PAEGxxx Employee General Information PAESxxx Employee Federal State Local Withholdings PAEXxxx Employee Exclusion and PAWIxxx Withholdings files and is entered in the Employees function see page 10 3 for an explanation of the fields 1 Enter the ID of the employee whose tax information you want to look at Payroll User s Manual 4 7 Tax Information Employee Inquiry 2 Use the commands on the command bar to find the information you need Employee Next Prev First Last Tab Goto line View Looking at Tax Information for a Different Employee e To look at a different employee record press E Then enter the employee ID e To look at the next employee record on file press N e To look at the previous employee record on file press P e To look at the first employee record on file press F e To look at the last employee r
189. e calculated amount the rate is recalculated Accept the code for the deduction If you want enter a note about the deduction Enter the number of hours associated with the deduction Enter the amount to be deducted After you save the information enter another recurring time ticket or use the Exit F7 command to the Recurring Entries screen Payroll User s Manual 10 69 Recurring Entries File Maintenance Viewing Transaction Totals When you press T on the Recurring Entries screen the Employee Transaction Totals window appears i Canker Mecaming nip Todal ME Command Hadas Dita jodom jj JA y Ba 7 J n A Fre Hai HOUAS 1 Paw Code Fook lirimi i Fried epee ET Tikai non ai bii aban ba e ianh iri Dirim Ml 5 E Red Tea m w um Paar rim ie care Picas E i a The posted unposted and total hours and pay are displayed for each earning code assigned to the employee If there are more earning codes than fit on one screen you can scroll up and down to view additional earning codes Deductions reported tips and pieces are displayed at the bottom of the screen When you are finished viewing employee transaction totals press any key to return to the Recurring Entries screen When you are finished with the recurring entries for this employee press E and enter another employee ID to add recurring entries for or use the Exit F7 command to return to the File Maintenance menu 10 70 Payroll User s Manual
190. e currently working with prior year files Before You Begin Before you close last year s files print W 2s and back up your data files Once you delete last year s files you cannot reprint W 2s for that year unless you have a backup copy Payroll User s Manual 9 55 Close Last Year Periodic Processing Close Last Year Screen Select Close Last Year from the Periodic Processing menu The function screen appears 1 If you have printed W 2s and backed up your data files see Before You Begin above check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you have not backed up your files exit to the menu and do so before closing When the purge is finished the Periodic Processing menu appears 9 56 Payroll User s Manual File Maintenance Employee Employee History Leave Adjustments Departments Payroll Information Recurring Entries Tables Tax Tables Formula Maintenance Change Fields Payroll User s Manual 10 3 10 25 10 49 10 51 10 57 10 63 10 71 10 87 10 89 10 93 10 1 Employee Use the Employees function to add employee records change descriptive data in employee records that are on file and delete employee records only when they have been added in error You cannot use the Employees function to change earnings or withholdings figures You can however use the Employee History function see page 10 25 to change withholding figures If y
191. e worked allocate labor dollars hours and pieces to various departments jobs and phases for hourly and salaried employees and enter miscellaneous earnings and deductions that will appear on employee payroll checks If Payroll is interfaced with Job Cost the JOHIxxx Detail History JOBSxxx Jobs and JOCDxxx Cost Codes Detail files will be updated when you post You cannot use the Payroll Transactions function if you are working with last year files How you use the Payroll Transactions function depends on whether employees are hourly or salaried and whether you enter a time ticket or make a miscellaneous payroll entry Hourly employees are paid according to the time ticket data you enter Hour dollar and piece data are distributed to the department you specify and to the job and or phase you specify if Payroll is interfaced with Job Cost Salaried employees are paid according to the salary you entered in the PAEGxxx Employee General Information file not according to the time you enter in the Payroll Transactions function but you must use this function to enter payroll transactions for salaried employees for other types of pay such as bonuses overtime and double time other deductions and vacation and sick pay Payroll User s Manual 5 3 Payroll Transactions Daily Work 5 4 Salaries can be allocated to different departments by entering time tickets The system keeps track of the employee s posted and unposted dol
192. ecord on file press L Looking at Different Tax Authorities To move between the federal state and local portions of the screen press the Tab key Looking at Withholding Information The Goto line command appears only if there is more than one screen of items To look at a particular withholding tax press G and then enter the line number or use the Inquiry command to select a line number To look at withholding exclusion information for a particular employee press V The Employee Withholding Exclusions window appears Use the commands on the command bar to find the information you need 4 8 Payroll User s Manual Employee Inquiry Tax Information Goto line Done View factors The Goto line command appears only if there is more than one screen of items To look at a particular type of withholding press G and then enter the code number or entry number or use the Inquiry command to select a type When you are finished viewing type and factor information press D to return to the Tax Information screen To view factors press V The Factor Entry window appears Pande E Press any key to return to the Employee Withholding Exclusions screen Exiting from Tax Information Inquiry When you are finished looking at the tax information for an employee press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employee Inquiry menu Payroll User s Manual 4 9 Pe
193. ed 61 5 06 21 2001 12 54 PM BOU001 Bourne L C JON001 Jonchim M K H End of Report Builders Supply Time Ticket Journal By Employee State Local Dept Job Phase Cost Class Pieces Code Code ID Code Seq Code Description 06 20 2001 MN Prs P01 Bonus 000 Pieces Totals P01 Bonus Employee BOU001 Totals 06 20 2001 MN SEC REG Regular Pay 000 Pieces Totals REG Regular Pay Employee JON001 Totals Pieces Totals P01 Bonus REG Regular Pay Grand Total jeuanof 19491 SWI wom Ayre jeunof 194911 au Miscellaneous Deductions Journal The deductions you entered into the PATRxxx Transactions file but have not been posted are listed in the Miscellaneous Deductions Journal Print the journal before you post transactions and use it to verify your entries and as part of your audit trail You cannot use the Miscellaneous Deductions Journal function if you are working with last year files Miscellaneous Deductions Journal Screen Select Miscellaneous Deductions Journal from the Daily Work menu The function screen appears B dior Daun ees dand Pi ES Cora Edi Mode Gite Hal cxf ha man Te ar j atan Coa H ETA Te D A 1 Enter the range of employees you want to include in the journal 2 Select the order in which you want to organize the journal 3 Select the output device Payroll User s Manual 5 21 Miscellaneous Deductions Journal Daily Work A sample Miscellaneous Deductions Journ
194. ed print Payroll User s Manual Introduction Reports Click OK or press Enter in text mode to continue To save the report as a File If you want to save the report as a data file for example to include it in a word processed report in CR LF format select File The data path for the workstation including the default drive appears if it is specified in the Defaults function Enter the filename and file extension using no more than 35 characters overall Payroll User s Manual 1 57 Installation and Conversion Installation Conversion Payroll User s Manual 2 3 2 5 2 1 Installation Before You Install Payroll Make sure your system meets these minimum requirements before you install Payroll The Payroll system needs a minimum of 13 megabytes 13Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files Having more disk space available is necessary for the data files you will create and maintain The OSAS system requires at least one megabyte 1Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Payroll Use the Install Applications function in Resource Manager see the Resource Manager User s Manual to install Payroll Install the State Tax Routines after you install Payroll If you intend to use Direct Deposit with Payroll install it after you install the State Tax Routines
195. ed to departments or employee history You can set up entries for employees and departments but the system automatically adds entries in the Post Transactions and Post Checks functions How can I set up a 401 k match In the Deductions function enter the employer deduction code Then use the Employees Salary Information screen see page 10 3 to add the deduction code For information on deductions see page 11 17 How can I exclude earning codes from deductions In the Deductions function select the appropriate deduction number and then select the earning code s you want to exclude B 2 Payroll User s Manual References Common Questions I have an employee for example a minister whom I need to exclude from withholdings How do I handle that In the Employees function see page 10 3 select the employee you want to exclude from withholdings On the Tax Information screen use the Withholding setup command and select the withholdings you want to exclude Daily Work Can I enter time tickets for a salaried employee Yes in the Payroll Transactions function see page 5 3 You cannot enter a time ticket that will exceed a salaried employee s wage The system warns you if a posted or unposted amount exceeds the employee s wage Can I enter one day in the time card calculator and have that day repeat for the rest of the week Yes In the Payroll Transactions Time Card Entry window see page 5 3 you can enter an emp
196. eduction or an earning code press Enter The status alternates between YES and NO To exclude all deductions or earning codes press A To exclude no deductions or earning codes press N To go to a particular line item press G and then enter the deduction or earning code or use the Inquiry F2 command to select the deduction or earning code This command appears only if there is more than one screen of items To move between the deductions and earning codes scroll regions press the Tab key To edit the withholding formula for the withholding you are working with press F The Formula Maintenance screen appears For information about formulas see page 10 89 and appendix C Your changes are automatically saved as you make them When you are finished in the scroll region use the Abandon F5 command to return to the Tax Authority field and enter another tax authority to work with or use the Exit F7 command to return to the Codes Maintenance menu 11 26 Payroll User s Manual Tax Groups Use the Tax Groups function to create and edit the withholding codes for a tax group used to calculate withholdings from employees earnings The Tax Groups function allows you to set up multiple withholding codes for employees who for example live in one state and work in another and need different withholdings drawn from their paycheck To use the Tax Group function you must first set up withholding codes Tax Groups Screen Selec
197. ee If you do not enter a check number check numbers are assigned automatically when you print checks Weeks Worked Enter the number of weeks the employee worked Use the Proceed OK command to go to the earning code scroll region Command Bar Enter edit Append Calculate check Next page Header Delete check To edit an earning code press Enter To add an earning code press A Then see Editing and Adding Earning Codes below To calculate a check press C If you elected to accrue sick and vacation time for an employee in the Resource Manager Options and Interfaces function the following message appears Do you wish to accrue Vacation Sick for this employee If you want to accrue vacation and sick time for the employee select Yes or enter Y in text mode if not select No or enter N in text mode The check is then calculated and the second manual checks screen appears If you elected not to accrue vacation and sick time for an employee you can enter or edit a manual check or press N to go to the next page of line items Payroll User s Manual 6 13 Manual Checks Payday Work To enter or edit the number of pieces the check number or the weeks worked for the paycheck press H To delete the check press D Editing and Adding Earning Codes When you press Enter or A on the command bar of the first Manual Checks screen the following window appears Coma Ect podes Dha Hap An thA BO TE m ae Thi GE Fa
198. elect the print criteria 3 Check the box to print the list in detail or uncheck the box to print the list in summary A sample Formulas List is at the end of this section After the list is produced the Master File Lists menu appears Payroll User s Manual 12 15 9L ck Dept ID Department Name WAREHOUSE Earning Earning Earning Earning Earning Earning Earning Earning Earning Earning Withholding Withholding Withholding Withholding RETAIL SALES Earning Earning Earning Earning Earning Earning Earning Earning Earning Earning Withholding Withholding Withholding Withholding nd of Report jenueyy S osn OJ B d 06 04 2000 Builders Supply 10 03 PM Department List REG SAL SIC VAC FED FED FED MN GL Account 520000 520000 520000 520000 520000 520000 520000 520000 520000 520000 520000 520000 520000 520000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 1517 juauniedag 1517 juauyedag SISI 9 14 J9ISEN Payroll Information List Use the Payroll Information List to review state unemployment report setup company addresses employer bank information and degree descriptions set up through the Payroll Information function and stored in the PAINxxx Payroll Information file Payroll Information List Screen Select Payroll Information List from the Master File Lists menu The function screen appears I Papell bel ote Lil Ma E
199. em 2 10 Payroll User s Manual Installation and Conversion Conversion 10 11 12 Enter PA in the Appl column Payroll appears Enter your earlier version number of Payroll and press Enter You can determine the version by looking at the copyrights screen when you start OSAS or in most versions by using the Application Information tool button on the menu screen in graphical mode or by pressing Shift F2 in text mode If data files already exist for Payroll in the intended destination path the PA data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode If you elect not to erase existing files you must change your directory choices so that no conflict exists To convert use the Proceed OK command The Do you want a printout of error log after each application prompt appears If you want the error log to be produced after files are converted for each application select Yes or enter Y in text mode if you want the log to be produced after files for all applications are converted select No or enter N in text mode If you are converting only Payroll files your answer to this prompt makes no difference Answer the questions that appear relating to the conversion of the employee history and last year files If a problem occu
200. ems Using text based menus the Text menu shown below offers easy access to your applications Text Main Menu 0545 Ti SiEPLE PATA FATE Da O LS Company H Builder Supply Rain Hara m Resouroe Maiagptr Fockrtatien Configuration Colors Fa Ybor Id FeV LOSS tetaulca Po Ta 0 2 OPE STSTEES Ej Se ccunting Softvarce When you select an application the application s menu which presents several related functions is superimposed over the Main menu Selecting a function leads you to a function screen or to another menu You can select applications from the Main menu in these ways e Use the arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it Payroll User s Manual 1 43 OSAS Text Introduction e Press the first letter of the application you want to use The cursor jumps to the first application beginning with the letter press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted press PgDn or Enter to select it e Position the mouse cursor over the application and click The application will briefly highlight and switch to the application screen e To jump to the first application on the menu press Home To jump to the last application on the menu press End To select a function from an application menu highlight and select your choices the same way you do on the
201. en the check numbers for all the checks have been entered post the checks see page 6 63 If you use the Void Checks function page 6 33 after the checks are posted to history you must print checks to assign check numbers Recurring Time Tickets and Recurring Deductions Instead of entering the same time tickets and nonscheduled deductions repeatedly you can set up and copy recurring time tickets and recurring deductions After you have set them up print the Recurring Time Ticket List and the Recurring Deductions List to verify that you have set these up correctly 3 26 Payroll User s Manual Setup Setup Functions Access Codes To safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the Payroll system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions A Code for Each Company Access codes are company specific When you set up an access code for a user the code is assigned the company you are in Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHAR
202. endar screen You can use the calendar to add and review reminders for any date ii F1 Displays information about the field you are in lo Displays the on line documentation amp Verification Buttons Abandon Click on the OK button to proceed to the next screen or to save your entries click on the Abandon button to abandon your entries 1 32 Payroll User s Manual Introduction OSAS Graphical Function Pull Down Menus Commands Menu Comando d bodes Uhe Ep iram 45 Haniuranca FE Pape Padre Sl Polen Faid Lips Alles Fallen Demi Ababa oF Duele F Jura Dido Lal Er Selection Key Inquiry F2 Maintenance F6 Proceed OK PgDn Start Over PgUp Field Up Up Field Down Down Abandon F5 Delete F3 Jump Ctrl J Exit F7 Payroll User s Manual a Operations Use the Inquiry command to display a list of valid entries for the current field from which you can select a choice Go directly to the appropriate File Maintenance function to update information about the field you are in Proceed to the next screen or save your entries Move back to the first field on the screen or to the first field after the key field without erasing the entries or changes you made Move the cursor to the previous field Move the cursor to the next field Move the cursor back to the first field on the screen Any entries or changes you made are erased Delete
203. entering a recurring time ticket and the employee did piece work the number of pieces the employee produced is displayed Press Enter to accept it or enter a different number Pieces To save your entries and exit to the Recurring Entries screen use the Proceed OK command Adding a Recurring Entry When you press A on the Recurring Entries screen the Enter Recurring Entries window appears i Ent Hocuning Entra lx Lee Edi Modos Dhe e 20 bA Bo g BE akn Empleos iE darahim Bans E HOURLY erst 7 O O am ENEE mu Ml ig Don T 2100 Drei Haie Haut Bivas iy I a Field Description Inquiry Employee ID Payroll User s Manual Press Enter to accept the employee ID displayed or enter a different employee ID for the recurring time ticket The employee name appears 10 67 File Maintenance Field Inquiry Tax Group Run Code Cutoff Inquiry Dept Inquiry Job Maint Inquiry Phase Maint Inquiry Cost Code Maint Inquiry Class Maint EERE Sequence No 10 68 Description Accept or enter the employee s tax group code Accept or enter the run code for the recurring time ticket The system uses this field to determine which groups of recurring entries to copy when you use the Copy Recurring Entries function You can set up run codes for different groups of employees for whom you want to copy recurring time tickets such as seasonal or part time employees Accept or enter the
204. entries for the payroll expenses for the period If Payroll is interfaced with General Ledger these entries update the GLJRxxx Journal file When you post checks at the end of a payday the accounting entries for withholding tax and net pay are created To complete this transaction the gross pay amount is debited to a payroll holding account See page 6 64 for more information The Post Expense to GL function finishes the accounting entries for the period It credits the holding account and distributes the amount to various department expense accounts in the general ledger Earnings Employer Employer DB DB DB Account in Account in Department Record Department Record When the general ledger entries are made the general ledger post to date amounts in the PADPxxx Department file are cleared to make way for a new accounting period Earnings Emp loyer Employer 5 Withholding Deduction CR CR CR GL Accountin GL Expense Acctin GL Expense Acct in PAECxxx file PAWIxxx file PADDxxx file Payroll User s Manual 9 7 Post Expense to GL Periodic Processing Before You Post If you have a multiuser system make sure that no one else is using the Payroll system Other users cannot access the PADPxxx file in Payroll and if Payroll is interfaced with General Ledger other users cannot access the GLJRxxx file while you are posting Back up your data files Power surges or equipment failures can result in the los
205. er 1 for employees with 1 year of employment 3 for employees with up to 3 years of employment and so on Hrs Hrs Wkd The system multiplies the number in this field by the number of hours worked to calculate the total hours accrued 10 80 Payroll User s Manual File Maintenance Tables Field Max Hours Min Accrual Payroll User s Manual Description Enter the maximum number of hours an employee can work to calculate the accrual amounts for each pay period The number in this field is the minimum number of vacation hours an employee can accrue for each pay period If the number in the Hrs Hrs Wkd field is less than the number in this field after calculation the number in this field is used If the calculation of the accrual amount is less than the minimum accrual the minimum accrual is used 10 81 Tables File Maintenance TCALCxxx Table The TCALCxxx table determines the setting for the time card calculator in the Payroll Transactions function When you enter the table ID the rest of the TCALCxxx table appears Commando Edi Eli ha Hel Seo bA BD 7 DE turcos or UA e ae ied ei vie la dc Hiba al Cott E Column Length m ERTSTIM cr rare aes fen Conc H ETE Teena Tl DA Field Description Description Enter Week if you want overtime to be calculated by the week Enter Day if you want overtime to be calculated on a day by day basis Value Enter the number of regular hours reac
206. er of hours Press Enter to accept the employee s pay rate or enter a different pay rate The amount of the check is displayed To change this figure you must change the earning code or number of hours worked The pay rate is then recalculated When you have finished editing or adding transactions use the Proceed OK command to save the transaction When you use the Next page command the second Manual Checks screen appears Payroll User s Manual 6 15 Manual Checks Payday Work Manual Checks Screen Two Use the second Manual Checks screen to enter and edit deduction codes for each manual check generated for each employee Havel Checks ME Domea Heks Dhs Geel Common Help PKO ini mo TE LE Abenden Page 23 Era BOLO Basise Loredo C brot Fay 7580 00 Compass H DESOLADO Tel TOR OWA Command Bar Enter edit Append Recalc check Goto Next page Previous page Delete check To edit a deduction code press Enter To add a deduction code press A Then see Editing or Adding Deductions below To recalculate the employee withholdings and employer s liability for a check press R The deductions are not recalculated To go to the third Manual Checks screen press N To go to the previous page of items press P To go to a specific deduction press G this command appears only if there is more than one screen of items 6 16 Payroll User s Manual Payday Work Manual Checks To delete a check pres
207. er the table ID plus the company ID and terminal ID A set of tables comes with the sample company Builders Supply You can copy the sample tables for a company and then change the appropriate fields To copy a sample table enter the table ID 3 Press Enter to accept the displayed description of the table or enter a different description 10 72 Payroll User s Manual File Maintenance Tables The number of columns the length of the columns and the type of characters you can enter alphanumeric A numeric with two decimal places N numeric with three decimal places 3 or numeric with four decimal places 4 are displayed ADJMNxxx Table The ADJMNxxx table stores the earning code that is used when adjusting an employee s pay to meet federal minimum wage standards orando Got Podes gi Help SEB po 74 on are ee cn Te esda Humber of Cols pa Caluran Langh To E Compare bl OR Teal TIE AA When you enter the table ID the rest of the ADJMNxxx table appears Enter the earning code that will be used to adjust an employee s pay to meet federal minimum wage standards Payroll User s Manual 10 73 Tables File Maintenance FREQxxx Table The FREQxxx table stores the number of hours in a pay period for each group code for salaried employees When you enter the table ID the rest of the FREQxxx table appears Gama di a Qt Help ru DBA 80 74 arcos Tel FETS eri ip erp cd Hina ba Py
208. et information about the field you are working on Online Doc Shift F1 Opens your PDF file viewer to display the documentation for your particular application Information Menu pia Hei Cu pleats Cueto Corset Customer History Mara Irdarraor The Information menu appears on some function screens in certain applications The functions on the menu are determined by the applications installed 1 36 Payroll User s Manual Introduction OSAS Graphical Scroll Commands Menu Sond Corrs Had Fil Line Home Prien Page Ppl Pera Ur le Piet Lire send Fear Paga Pen Le Lines Ende iret dra Labia Fi Jum oT ee The Scroll commands menu appears only on screens with scroll regions displaying multiple lines of information Selection Key First Line Home Previous Page PgUp Previous Line Up Next Line Down Next Page PgDn Last Line End Insert Ins Delete F3 Jump Tab Payroll User s Manual Operations Moves the cursor to the first data entry field Displays the previous page Moves the cursor up to the previous line Moves the cursor down to the following line Displays the following page Moves the cursor to the last data entry field Allows the insertion of characters between preexisting entries in a field Deletes the selected characters Moves the cursor to the next section of the screen in some functions 1 37 OSAS Graphical Introduction 1 38 Inventory
209. f you are using the Resource Manager for Windows you can choose between the Text menu the Graphical menu or the Start style menu In Windows use the Workstation Configuration Defaults function see the Resource Manager User s Manual to select the style of menu you want displayed by default or you can press Shift F5 to toggle between the menu styles from any menu You can use any of the menus regardless of whether you use the text or graphical modes for the OSAS functions Favorites Menu The Favorites menu operates in any of the menu formats The Favorites menu allows quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions With the Favorites menu you save time in no longer switching to and from commonly accessed applications For example if you perform tasks in several applications such as Transactions and Cash Receipts in Accounts Receivable GL Account maintenance in General Ledger and Price and Item Inquiry functions in Inventory you can set up a Favorites menu rather than moving between each application s menus Once you have set up your Favorites menu you can open a function for use with one press of the Enter key or the click of a mouse button Favorites Menu Graphical Style Fawueter Mere hin AA Coe Aeon A Le Conk ecaps GL Accent IM Price andre IM Ken Locsiiora For a sample of the Start style favorites menu see page 1 31 For a sample of
210. fic table 10 74 conditionals C 5 C 7 conventions report 1 55 user s manual 1 17 conversion allocating QTD figures to MTD fields 2 7 before converting 2 5 2 6 set up table PASOCNVT 2 6 setup considerations 2 5 converting to OSAS version 6 1 2 10 Copy function key 1 34 1 40 1 51 pull down menu command 1 34 tool button 1 32 Copy Recurring Entries function 5 27 copying employee salary information 10 5 Payroll User s Manual employee tax information 10 5 sample table 10 74 Ctrl F function key 1 49 Ctrl G function key 1 49 text menu 1 47 Ctrl J function key 1 33 Ctrl O function key 1 49 Ctrl V function key 1 49 Ctrl Z function key 1 34 1 40 cursor moving down or forward one field 1 33 1 49 moving up or back one field 1 33 1 49 selecting item 1 42 1 52 Cursor end function key 1 40 1 50 Cursor home function key 1 40 1 50 Cursor left function key 1 40 1 50 Cursor right function key 1 40 1 50 Customer Vendor Inventory Lookup function key 1 38 1 52 pull down menu command 1 38 D Daily Work 1 6 data dictionaries 2 3 Data File Conversion function 2 5 2 10 Data File Creation function 2 3 data files backing up 3 28 conversion 2 6 DCB 9 31 10 29 10 89 11 18 Deduction Codes editing for manual checks 6 17 entering for manual checks 6 17 Deductions 3 17 3 18 5 23 adding 11 18 changing factors 10 16 editing 11 18 excluding 3 15 formula names 10 92 IX 3
211. field value that you want to change Enter the new value that you want to use for this field Description Press Tab to switch to the Files section of the screen Press Enter to edit the current line Payroll User s Manual File Maintenance Change Fields Command Append Begin code change Header Goto Field ID Description Press A to append another value to change to the list Press B to begin the change field process Press H to return to the header section to change the selection you made for printing the log Press G to go to a particular entry Press F to choose a new field ID this will abandon any field changes you have entered but not yet made Continue entering old values and new values until you have specified all of the values you want to change If you want to change the files that will be changed you can use the Tab command to jump to that section If you are satisfied with your selections press B to begin the change process Field Definitions Files Field Name File Description Time Tag Payroll User s Manual Description The files that contain the Field ID you selected appear This field gives you an idea of the relative time it will take to change the field in a given file Files where this code or ID are a part of the key to the file can be changed more quickly than files where each record in the file must be scanned for the code or ID Each file is rated as Short or
212. for this entry enter the labor code for the job The Inquiry F2 and Maintenance F6 commands are available if Payroll is interfaced with Job Cost Press Enter to accept the employee s labor class that is displayed from the PAEGxxx file or enter a different class for the time ticket If you use the Maintenance F6 command the Labor Classes function is temporarily called up If you want to split earnings and override deductions for an employee receiving two paychecks enter a sequence number The sequence number you use will appear in the Time Ticket Journal Payroll User s Manual Payroll Transactions Field Note Inquiry Earn Code Inquiry Ded Code Hours Rate Amount Payroll User s Manual Description Enter a description of the time ticket or deduction entry This field appears only if you are editing a time ticket transaction Press Enter to accept the employee s earning code that is displayed from the PAEGxxx file or enter a different earning code for the time ticket If you use the Maintenance F6 command the Earning Codes function is temporarily called up A description of the code appears This field appears only if you are editing a deduction transaction If you want to override an employee s scheduled deduction or give a deduction the employee is not scheduled to receive enter the code for the deduction If you use the Maintenance F6 command the Deduction Codes function is
213. g Types from the Codes Maintenance menu The function screen appears A al ES Command Est bedea ther Hep So hh Be 7 DE Aare Esto TA fom fon dd or Peplace Salad par foe Samisi Erployees in Tine Tik JE Lar beer E FAO AS TY aa rd la al LA Caspar bl OA Tarna TO CAM 1 Enter the ID of the earning type you want to add or change Earning type T has special meaning Tips to the system Tip amounts are accumulated in the FICA Tips field for government reporting Earning type F also has special meaning to the system Any earning types F that an employee receives through the year are accumulated and printed as fringe on an employee s W 2 form Earning types V and S are used to determine the amount of vacation and sick time taken throughout the year Any other earning types that use a user defined type are treated as regular pay using the Multiplier and Add to Base fields to determine pay 11 14 Payroll User s Manual Codes Maintenance Earning Types 2 Enter a description of the earning type 3 To add or replace this earning type for salaried employees wages press A or R When you save the earning type the cursor returns to the Earning Type field Enter the next earning type you want to work with or use the Exit F7 command to return to the Codes Maintenance menu Payroll User s Manual 11 15 Deductions Use the Deductions function to set up change or delete deductions from the
214. ge appears Stat For state withholding enter S if the employee is single M if the employee is married U if the employee is an unmarried head of a household J if the employee is married and files jointly or B if the employee is married to a working spouse and they file jointly Some states do not allow all these codes Check with the state tax authorities for more information Exempt Enter the number of exemptions the employee claims for state tax purposes If no state taxes are withheld for the employee enter 99 Rules for determining the number of exemptions vary from state to state see the state regulations for information Extra WH If the employee wants money withheld in addition to the regular state withholding enter the extra dollar amount that should be withheld Fixed WH You can enter an amount of withholding to deduct instead of the calculated state taxes Table ID Enter the STXssm tax table ID used to calculate the withholding tax If you do not enter a table ID the system will use the default in the Tax Authority Setup function see page 11 5 for more information SUI State Enter the state used to accrue the employer s unemployment insurance State Name The name of the state tax authority is displayed 10 20 Payroll User s Manual File Maintenance Employee Local Tax Information When you press Enter or A on the command bar you can edit or append local withholding tax in an employee s re
215. he information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent blank spaces a 0 Ep EN 1 e a Z a SSS 01 BERN eee 000000 000001 1 Payroll User s Manual 3 3 Setup Considerations Setup 3 4 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space e Ttems that make up a code are always listed alphabetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters a z Alphabetical rules are not intuitive when numbers are involved Numbers are sorted as if they were letters When the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that sta
216. he default mode for the inquiry windows by using the Defaults function in the Resource Manager e In Search mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you type C the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e In Sort mode you can change the order of certain inquiry windows by pressing the letter key associated with the window sort You can see the available sorts in any inquiry window by pressing Esc Command Help To shorten your data search use a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with JAR enter JAR in the ID field before you use the Inquiry command The inquiry list will start with JAR and run through the end of the list Payroll User s Manual 1 51 OSAS Text Introduction Key Operation PgUp Display the previous page of the window PgDn Display the next page of the window End Move directly to the last item on file Home Move directly to the first item on file Down Move down one item Up Move up one item Ins Look up Toggle between Search mode and Sort mode F7 Exit Leave the Inquiry window without selecting anything Enter Select the item the cursor is pointing to Esc Open a window that shows Inquiry window commands and View commands the window ID Inventory Lo
217. he number of regular work hours recorded on the time ticket or enter a negative number of hours to reverse a time ticket that has already been entered The pay rate for the earning code is displayed Press Enter to accept the rate or enter a different rate for this time ticket The amount the number of hours times the rate is displayed Press Enter to accept the amount or enter a different amount If you enter a different amount the rate will be recalculated for this time ticket When you accept the amount the cursor moves to the next time ticket line Enter another earning code or press Enter to leave the earning code blank and enter a deduction entry Enter a deduction code If you entered a job and phase deductions are not posted to the job If you use the Maintenance F6 command the Deduction Codes function is temporarily called up You can enter five line items for an employee on this screen if you have more than five deductions to enter use the Proceed OK command to transfer the transactions to the Payroll Transactions scroll region and reenter the Enter Transactions screen The description of the deduction is displayed Press Enter to accept that description or enter a different description for this deduction 5 13 Payroll Transactions Daily Work 5 14 Field Description Hours Enter the number of hours associated with the deduction Amount Enter the amount of the deduction When you save the informati
218. he pay period for which a check is cut Wks Under Limit Enter the number of weeks the employee received credit for working but was under the state s minimum number of hours for each month When you set up the information for each state withholding you entered the minimum number of hours an employee must work to qualify for one week of work The Weeks Worked fields track the number of weeks the employee was credited for working 10 28 Payroll User s Manual File Maintenance Employee History Field Paid Month Allocated Tips 100 Use Auto Cost of GTLI Cost of DCB 457 Plan Payroll User s Manual Description For each month check the box or enter Y in text mode if the employee received a paycheck or uncheck the box or N in text mode if the employee did not receive a paycheck Additional tips are allocated to an employee when reported tips are less than a fixed percentage of house sales This tip allocation is required by the government to encourage accurate tip reporting Enter the dollar amount of tips allocated to the employee each month If the employee drives a company automobile for personal and business use enter the monetary value of the use of the automobile each month The value in this field is added to W 2s in the appropriate box Use the federal tax publication Circular E Employer s Tax Guide for guidelines Enter the cost of group term life insurance attributed to the employee ea
219. hecks If you have entered manual checks you can use the Calculate Checks function without having fully processed and printed the manual checks manual and calculated checks can be processed in the same check run You must calculate checks before you add manual checks If you create manual checks before you calculate checks the manual checks will be erased When you calculate checks the Calculate Checks Log is produced Use the log to verify totals and earning code information and as part of your audit trail If an error occurs during check calculation a message is printed in the log see appendix A for an explanation of error messages in the log Payroll User s Manual 6 3 Calculate Checks Payday Work Calculate Checks Screen Select Calculate Checks from the Payday Work menu This screen appears Demi Edt Eo ihe Hele ru A Bo 7 Di ie Pad harten Wii Oeste 4 Ganap Coda 1335 Pax Dad Das on Checks OL Paced Cy Pedia Pd Coda Ep Plaine ing P Cuda i EL 2 mA Care Det D iaiT ae aeni 3 Compare H ETA Teal TODO DA If you calculated checks or entered manual checks without finishing the payday steps the following prompt appears Checks are already on file Do you want to start over If you calculate checks again the data that is on file will be erased Make sure that the previous day s payday work cycle was completed properly If it was not do not calculate checks again because the checks
220. hed before overtime is automatically calculated If overtime is calculated a message notifies you that overtime has been calculated and the dollar amount of the overtime is displayed You should enter the overtime code as the next earning code 10 82 Payroll User s Manual File Maintenance Tables USRDDxxx Table The USRDDxxx table holds the user defined labels that appear on the second Personnel Information screen and the Key Date Report When you enter the table ID the rest of the USRDDxxx table appears ae Pane Tas au Daaa Data An Pasa Cate 12 SS E a ao o Eas A I IA 1 Enter up to ten date labels Payroll User s Manual 10 83 Tables File Maintenance USRDFxxx Table The USRDFxxx table holds the user defined labels that appear on the Employees General Information screen and the first Personnel Information screen When you enter the table ID the rest of the USRDFxxx table appears Commerc di bie Die Help Sexo tA BD 7 DE tardes Tale A a rein Se eso Hamden al Cott i 1 Column Length Tue Compare ESTA Teel TODO DA Six entries are displayed The first three appear on the Employees General Information screen Enter the labels you want to appear on the screen The last three appear on the first Personnel Information screen Enter the labels you want to appear on the screen 10 84 Payroll User s Manual File Maintenance Tables VACccxxx Table The VACccxxx cc
221. hos reno eh cane fare rar erat era Tr Comper H ELA Tera TOGO CA 1 Before you do quarter or year end maintenance print the reports listed on the screen and back up your data files Payroll User s Manual 9 53 Periodic Maintenance Periodic Processing 2 Select the kind of maintenance you want to perform You can perform quarter end or year end maintenance or you can purge history only which does not close the quarter or year 3 If you want to delete history because the files are getting too big or because you no longer need the check and transaction history before a particular date enter the dates for check and transaction history to indicate where the deletion should stop For example if you enter 12 31 2001 history before and including that date will be deleted If you do not want to delete history press Enter to leave the date blank 4 Ifyou want to clear remaining sick and vacation time check the box or enter Y in text mode if not uncheck the box or enter N in text mode When you save your entries the maintenance processing begins When the procedure is finished the Periodic Processing menu appears 9 54 Payroll User s Manual Close Last Year After you have done year end maintenance and all the processing you need to do with last year s files for example printing W 2s use the Close Last Year function to delete last year s files You cannot use the Close Last Year function if you ar
222. iability Liability 1 3 Other CR CR OR CR CR OR OR CR All these accounts are set up in the PAWIxxx Withholdings file and post to the GL account number entered in the file except for the deduction liability account which posts to the PADDxxx Deductions file If Payroll is interfaced with Bank Reconciliation the cash account comes from the BR bank account you enter in the Post Checks function otherwise it comes from the GLPAY xxx table The payroll holding account comes from the earnings code and advance EIC payment account comes from the GLPAYxxx table The liability state other and local other accounts come from the PAWIxxx file 6 64 Payroll User s Manual Payday Work Post Checks Employer Posting Entries Here is an illustration of the employer portion of the entries that are made to General Ledger OASDI MED SUI FUTA Other Deductions CR CR CR CR CR CR Liability in PAWIxxx file Liability in PADDxxx file After posting OASDI MED SUI FUTA Other Deductions De Pee R Ber Be Expense Account in PAWIxxx Expense Account in PADDxxx The general ledger entries required for payroll processing are made in two parts e When you post the checks credits for net pay deductions and taxes are posted a payroll holding account is debited for the gross pay advance EIC is debited and employer expenses are posted e Posted amounts do not include the types of other pay that are excluded from
223. ication function from the menu the function screen appears The way that you enter data on OSAS screens is consistent from function to function To move around the OSAS screens you use the function commands described below Most keyboards have a set of function keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys You can use the commands to work with data entry screens Payroll User s Manual 1 47 OSAS Text Introduction Except for the Command Help Esc and Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Operation Esc Command help View the list of commands for the screen you are on and the field you are in To close the window press any key F1 Help Get information about the field you are working on F2 Inquiry Make a selection from a range of entries for a field if the Inquiry flag appears at the bottom of the screen F3 Delete Delete the information on the screen Since this command can delete an entire record use it with caution F4 Other Open a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu F5 Abandon Move the cursor back to the firs
224. if not uncheck the box or enter N in text mode 9 Select the output device A sample Withholdings List is at the end of this section After the list is produced the Master Codes Lists menu appears 13 14 Payroll User s Manual enuen s 3SN JOJ 8d SI EL 08 24 2001 3 07 PM Withholding Auth Code FED EIC FED EME Exclusions Earning Code FED EOA Exclusions Earning Code FED FUT Exclusions Deduction Deduction Earning Code FED FWH Exclusions Deduction Deduction Earning Code FED MED Exclusions Earning Code FED OAS Exclusions Earning Code End of Report Description Earned Income Emplyr FICA P02 Travel Exp Emplyr FICA P02 Travel Exp Unemp Ins 006 401K 010 Stock Plan P02 Travel Exp Federal WH 006 401K 010 Stock Plan P02 Travel Exp Emplye FICA P02 Travel Exp Emplye FICA P02 Travel Exp GL Account 203200 203200 203600 203000 203200 203200 Builders Supply Withholdings List By Withholding Code 530000 530000 530000 77 7777777 Employer WH Weeks Worked Limit 1517 SHBUIPJOYYUM 1517 SePOD J9ISEIN 1517 SBUIPJOYYUM System Messages Messages on the screen or in a report indicate an error or tell you how to enter data or what is happening in the function you are using Self explanatory messages are not listed A bank account is required You must enter a bank account ID if Payroll is inte
225. ile Maintenance menu Use the Proceed OK command to move from the header region of the screen to the Line Item Scroll Region Line Item Scroll Region General Ledger period to date balances are amounts accumulated since the last time you posted expenses to General Ledger Quarter and year to date balances are amounts accumulated since the last time you did quarter and year end maintenance The mask for these fields is defined in Resource Manager for more information see the Resource Manager User s Manual The GL Period Quarter and Year fields accumulate numbers posted to the department from time tickets Command Bar Enter Edit Append Goto Delete department To edit a line item press Enter Then see Editing a Line Item below To add a line item press A Then see Appending a Line Item below To go to a particular line item press G and then enter the line item number or use the Inquiry F2 command to select the line item number This command appears only if there is more than one screen of items To delete a department press D You cannot delete a department or an account in a department if it has a general ledger balance Payroll User s Manual 10 53 Departments File Maintenance Editing a Line Item When you press Enter on the command bar to edit a line item the line item is activated Field Description GL Account Enter the general ledger account number associated with this line item The Maintena
226. include salary information check the box or enter Y in text mode if not uncheck the box or enter N in text mode 9 Ifyou chose to organize the roster by department or supervisor check the box or enter Y in text mode to begin each department or supervisor on a new page 10 Select active employees terminated employees or both active and terminated employees to list in the report 11 If you want the roster to include employee addresses check the box or enter Y in text mode if not uncheck the box or enter N in text mode 12 Enter up to three roster headings 13 Select the output device A sample Personnel Roster is at the end of this section After the roster is produced the Personnel Reports menu appears 8 16 Payroll User s Manual enuey s 3SN jjo1Aed 21 8 04 14 2001 12 32 PM Builders Supply Personnel Roster All Fields Printed Emp ID Employee Name 01 09 1988 01 09 1988 BOU001 Bourne Linda C Admin Asst Ins Coverage Family Blue Cross User Label 2 Comments 1 An excellent worker rarely misses a shift Comments 2 Comments 3 01 23 1982 01 23 1982 GER001 Gerard Timothy G V P Sales Ins Coverage Family Blue Cross User Label 2 Comments 1 Needs to push sales people a little more Comments 2 Comments 3 03 30 1988 03 30 1988 JON001 Jonchim Maria K Secretary Ins Coverage None User Label 2 Comments 1 Comments 2 Comments 3 greatly improved additude End
227. iod to date quarter to date and year to date numbers for departments use the Departments function to enter this information into your records Then collect month to date and year to date numbers for employees use the Employee History function see page 10 25 to enter this information into your records While this method produces records with accurate month to date and year to date information you will have no history and no audit trail Use this method only if you want to get started as quickly as possible Setting up With Check History Only If you need only check history turn off the interfaces with General Ledger Bank Reconciliation and Job Cost Do not enter period to date quarter to date or year to date numbers in the Departments function and do not enter month to date or quarter to date numbers for employees in the Employee History function Instead enter all the checks for each period post the checks and post expenses to General Ledger Do quarter end maintenance as necessary and continue entering checks and printing reports until you are up to the current payroll period see Entering manual checks below This method produces accurate check history employee history records department records and an audit trail It does not produce transaction history Setting up With Transaction Employee and Check History If you need complete transaction employee and check history you must re create all the entries for the curre
228. ion s files make note of the version number of the application you are converting from The Data File Conversion function has no way of determining the information from within the function Before you convert an application s files back up your data files Consider Your Setup Before you try to convert from your version of Payroll consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure if your system is ready for conversion consult your value added reseller Converting from Version 4 x and Earlier Before you begin the conversion from a version before 5 00 you must set up one table and gather some additional information Payroll User s Manual 2 5 Conversion Installation and Conversion Each local code must be assigned to its respective state The system looks for the PASOCNVT table and uses it to assign local codes to their respective states To update the PASOCNVT table follow these steps 1 Select Data File Maintenance from the Resource Manager Main Menu 2 Select Application Tables and press Enter 3 Inthe Enter Table Filename field enter PATB 2 6 Payroll User s Manual Installation and Conversion Conversion 4 Use the Inquiry F2 command to select PASOCNVT or enter PASOCNVT in the Table ID field The PASOCNVT table appears Towed Eon Modes he Hep STAB BE
229. ion see page 6 9 to recalculate the deductions and withholdings on the check Periodic Processing How do I print periodic quarterly reports for previous quarters On the report function screen enter the quarter number for which you want to produce the report Why aren t federal withholdings printing on my W 2s If you have multistate employees or if you have additional deferred compensation or local withholdings that will not fit on one W 2 form a second W 2 form might be printed Federal guidelines specify that the federal earnings information be printed on only one W 2 form B 4 Payroll User s Manual About Formulas C The Payroll system uses formulas to calculate deductions and withholdings based on earnings and or tables You can use variables for numbers such as year to date amounts gross earnings and so on which you can manipulate using operations and functions much like a spreadsheet program You can also look up tax rates and other variable factors in tax tables A summary of valid variables operations and functions is below If you are new to formulas or if you need to review them you will find several examples at the end of this appendix The fields and commands available on the Formula Maintenance screen are described on page 10 90 Summary of Variables Operations and Functions Below is a summary of the variables operations and functions you can use in setting up deductions and withholdings Varia
230. ion about each employee s payroll deductions The PAEExxx Employee Earnings History file stores each employee s month to date quarter to date year to date earnings and hours worked both gross and net pay amounts The PAEMxxx Employee Miscellaneous History file stores miscellaneous historical information for each employee weeks worked allocated tips cost of GTLI DCB 457 and non 457 plans for each month advance EIC payments uncollected Medicare and other information The PAEWxxx Employee Withholding History file stores month to date quarter to date and year to date information about each employee s payroll withholdings The PAHCxxx Check History file stores general information employee ID department check number for each check you disburse for payroll expenses Check records are deleted through the Periodic Maintenance function Payroll User s Manual 1 11 The Payroll System Introduction The PAHDxxx Check Deductions History file stores a record of the deductions taken from each check you disburse for payroll expenses Check records and the deductions associated with them are deleted through the Periodic Maintenance function The PAHExxx Check Earnings History file stores a record of the earnings associated with each check you disburse for payroll expenses Check records and the earnings associated with them are deleted through the Periodic Maintenance function The PAHWxxx Check Withholdings Hi
231. ion of the deduction If you this is a deferred compensation deduction the first four characters of the description you enter are used as the deferred compensation description on W 2 forms If the deduction is for a 401 k program you must enter 401K If the deduction is for dependent care benefits you must enter DCB 2 Ifthe deduction is employer paid check the box or enter Y in text mode if not uncheck the box or enter N in text mode 3 Enter the number of the liability account the deduction is credited to The 11 18 Maintenance F6 and Inquiry F2 commands are available if Payroll is interfaced with General Ledger Payroll User s Manual Codes Maintenance Deductions 4 If the deduction is employer paid enter the expense account number The Maintenance F6 and Inquiry F2 commands are available if Payroll is interfaced with General Ledger 5 Ifthe deduction is deferred compensation or any other pretax deduction that should be reported on employees W 2 forms check the box or enter Y in text mode if not uncheck the box or enter N in text mode 6 Enter G if the deduction is calculated on gross pay or N if it is calculated on net pay Earning Exclusions You can exclude earning codes from a deduction For example you might set up a pay deduction for uniforms that applies to workers in a store and then exclude particular earning codes for warehouse workers so that their pay is not deducted for
232. ions are to be taken from net or gross pay The employer expense account for employer paid deductions is stored along with the deduction record in the PADDxxx Deductions file Deductions information updates the PADDxxx and PADXxxx Deduction Exclusion files You can also copy deductions to a group of employees you specify Payroll User s Manual 3 17 Setup Functions Setup Formulas Most of the formulas you need are preset but you can use the Formula Maintenance function see page 10 91 to set up and maintain the formulas needed to calculate deductions and withholdings For a detailed explanation of formulas see appendix C After a formula has been set up you can use the Deductions function see page 11 17 or the Withholdings function see page 11 23 to edit it Departments Department records store amounts posted from time tickets and checks This information is used to update accounts in the General Ledger system Use the Departments function see page 10 51 to set up and maintain departments You can set up earning codes and employer paid withholdings and deductions and through Resource Manager you can specify precision for the Hours fields New entries are automatically appended when you post time tickets or checks The information is stored in the PADPxxx Department file Divisions summarize groups of departments in the Department Report which summarizes the labor expenses posted to each department If you u
233. is at the end of this section After the report is produced the Payday Work menu appears Payroll User s Manual 6 27 82 9 enuen S osn OJ 8 d 08 04 2001 Beginning Balance Hours Dollars Bourne Linda C Gerard Timothy G Jenkins Kathy M Jonchim Maria K Lukas George 439 14887 256 8689 End of Report Builders Supply Vacation and Sick Leave Report Pay Check Date 04 31 2001 Accrued This Period Hours Dollars Taken This Period Hours Dollars Ending Balance Hours Dollars yodey 2 897 yoIS pue uoNesen Woday 91897 A9IS PUB uonesen wom Aephkedg Print Checks Use the Print Checks function to print checks created through the Calculate Checks function or that you entered through the Manual Checks function that have no check numbers assigned Checks are not printed for employees who have negative gross pay If an employee has negative net pay the employee s deductions and withholdings are reduced until the net pay is zero before a check is printed Print Checks Screen Select Print Checks from the Payday Work menu The function screen appears Command Gide Modos Other Hicks Axa heh Bo 74 DE arion Pass Mande DA Duato a Eu Coda 121 Parad End re er Date an Checks 12013000 GL Period 17 Fir Check Hurdes I Kreis a Seed Fain H eee Cheech Perdi Dele Esposa hd Prini Fisting Lets Wacan Sich Doth fore Compare HORS Teena TOD
234. is foreign check the box or enter Y in text mode if not uncheck the box or enter N in text mode Payroll User s Manual 9 35 W 2 Forms Periodic Processing When you save your entries the second Report W 2 Forms on Magnetic Media screen appears Report W 2 Forms on Magnetic Media Screen Two 5 Mapa l mmi on Hagai Hoda jala Comando Eat Podes ita Help SS bes Bo Te OF turcos Pe la 3 Parar al Fadel IH Grande Fir Actus Hre Bu LIEFS SUPPL Jine idia IE MALLEY PAHE CR Diy Enar Ii su Fr IS DF Foo Popa Cite ma Fe he I E Compare H DAID Tan TOO A The payment year and federal employer identification number are displayed 1 Enter the name of the manufacturer of the computer you are using to produce W 2s 2 Press Enter to accept the displayed company name or enter or change the name of the company to whom the file will be returned for example your company s name 3 Press Enter to accept the displayed address or enter or change the returnee s street address city state and zip or foreign postal code 4 Ifthe address is foreign check the box or enter Y in text mode if not uncheck the box or enter N in text mode 9 36 Payroll User s Manual Periodic Processing W 2 Forms When you save your entries the third magnetic media screen appears Report W 2 Forms on Magnetic Media Screen Three i Papai 2 Pome on Haabet Mocks Ber Craraand Eee Podes ita Help axa RA mn 78 DE turcos
235. ithin the application where each function fits within the application and how to use each function to get the most out of the application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual we use these terms for using the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right click is a single press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action as two separate clicks and may not perform the desired function Payroll User s Manual 1 17 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space within the window and press the left mouse button Some mouse manufacturers allow you to change the function of the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when you use them For example a click refers to a single press of the right mouse button while the term right click refers to a single press of the left button and so on OSAS Conventions Operations in OSAS follow conventions or patterns
236. iting a Line Item below To save your entries and move to the next screen you selected to work with press N To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then see Quarter Totals below Payroll User s Manual 10 27 Employee History File Maintenance Editing a Line Item The Hours Worked Weeks Worked Wks Under Limit and Paid Month fields are updated when you post checks You must enter amounts in the Allocated Tips 100 Use Auto Cost of GTLI Cost of DCB 457 Plan Non 457 Plan FICA Tips Adv EIC Payment Uncol OASDI and Uncol Medicare fields The quarter totals and year to date totals are updated by the sum of the values you enter for the three months Field Description Hours Worked Enter the total number of hours the employee worked each month The precision of these fields is defined in Resource Manager see the Resource Manager User s Manual Weeks Worked Enter the number of weeks the employee worked each month Hourly employees are credited for the full number of weeks in the normal pay period for example 1 week for weekly pay periods or 2 weeks for biweekly pay periods for any pay period they report regular sick or vacation time The system calculates this number by dividing 52 weeks by the number of pay periods in a year with a maximum of 13 weeks in a quarter Salaried employees are credited for the number of weeks in t
237. k Fluke Piera 1 Thr Fuera Disks Free 001 012000 The DE EN Pont by i Emplea if Check Hurbar Check Dada Pret Fep la C hera R bea Faini Empia i finia pred aT fA Prindsd Cheri Wosded Csiha or Boi E Comparg h ORAL Taal TODE AA 1 Enter the range of employees you want to include in the register 2 Enter the range of checks you want to include in the register 3 Enter the range of dates you want to include in the register 4 Select the order in which you want to print the register 5 Select the amount of detail you want to include in the register 6 If you want to print employer deductions and withholdings check the box or enter Y in text mode if not uncheck the box or enter N in text mode 7 20 Payroll User s Manual Payroll Reports Check History Register 7 Enter C if you want to print checks that have been printed V if you want to print voided checks or B if you want to print both types of checks in the register 8 Select the output device A sample Check History Register is at the end of this section After the register is produced the Payroll Reports menu appears Payroll User s Manual 7 21 cok 06 03 2001 Builders Supply 06 02 2000 Builders Supply Page 1 12 16 AM Check History Register Printed in Detail by Employee ID Earnings Employee Salary or Soc Sec No Hours Employee BOU001 Linda C Bourne E 7500 00 FED FWH Federal WH BOU001 x 750 00 FED OAS Emplye OASDI G
238. labels make sure that they are mounted in the printer When you press Enter a test pattern is printed 5 Ifthe labels are aligned select Yes or enter Y in text mode if not adjust the printer and select No or enter N in text mode to print the test pattern again A sample employee list is at the end of this section After the labels are produced the Master File Lists menu appears 12 8 Payroll User s Manual Master File Lists Employee Labels Employee Labels standard size BOU001 Bourne Linda C 501 N Hamilton Ave Edina MN 55435 GEROO1 Gerard Timothy G 13330 E 32nd Ave Minneapolis MN 55055 JENOO1 Jenkins Kathy M 1200 24 Wright Blvd Apt 402 Minneapolis MN 55055 JON001 Jonchim Maria K 3321 W 52 Ave Minneapolis MN 55055 1UK001 Lukas George 4862 Sky View Dr Plymouth MN 55427 ROS001 Rossini Lucinda A 2285 West Lake Drive Minneapolis MN 55055 SsTO001 Stockard Albert W 9201 W Broadway St Paul MN 55101 Payroll User s Manual 12 9 Formulas List Use the Formulas List to review the deduction and withholding formulas set up through the Formula Maintenance function and stored in the PAFMHDR and PAFMLIN files Formulas List Screen Select Formulas List from the Master File Lists menu The function screen appears Commando Edt Podes ther Help bp bh Bh 7 OF samen Print atihbosking Poraa 7 Pret Daioni Forman 7 Pol Favela Fim This Pink Formada iD
239. lar amounts You cannot exceed an employee s salary with time tickets if you elected to replace wages for salaried employees in the Earning Types function If no time tickets are entered all expenses go to the home department If time tickets are entered the earnings go to the specified department and the employer withholdings and deductions go either to the home department or the department where the employee worked based on the option you selected in the Resource Manager Options and Interfaces function To determine hours for salaried employees the system uses the information from the FREQxxx table To record other pay that employees have earned in addition to their regular pay commission tips bonuses and so on and to record other deductions that are to be withheld from paychecks items that are not regularly scheduled such as one time contributions make miscellaneous payroll entries Define these deduction types through the Deductions function see page 11 17 To reverse incorrect time tickets and miscellaneous entries that have been posted enter the time ticket with a negative number of hours or the miscellaneous entry with negative amounts This procedure provides an audit trail of the change Payroll User s Manual Daily Work Payroll Transactions Payroll Transactions Screen Select Payroll Transactions from the Daily Work menu The function screen appears I Papell Tears estos Ma ES Diarra Medes the Godina Hep 2x
240. lar paper When you are ready to print the checks log press Enter A sample of one type of check and a sample of the checks log are at the end of this section After the check log is printed the Payday Work menu appears Payroll User s Manual Payday Work Print Checks Sample Check TOUR FAR HAME HERE A Sl he Terie E es mem ar AF whe aF TAE Y as Peele at ce REGALA LOA Le Bit F i ad B Fineesmi ie Fi 2 1 ta PEF A id Le t et a oe at Pru W E ae H m hd AA ae Ja As iiO MAM hiit Cote CF ERR Cy eT im eem ti iP Vo Perii ia aF a De Ir ee Ai POOLTES DOCCOL 7804 b 2a Sie Tide Payroll User s Manual 6 31 Print Checks Payday Work Checks Log STARTING CHECK NUMBER 1055 ENDING CHECK NUMBER 1055 DATE ON CHECK 04 31 2001 PERIOD ENDING 04 31 2001 TOTAL GROSS 7500 00 TOTAL NET CHECKS 7500 00 NUMBER OF CHECKS 1 End of Report 6 32 Payroll User s Manual Void Checks Use the Void Checks function to void checks that have been printed and posted but need to be reversed or voided You can create a copy of the voided check so that a new check can be printed for the employee You cannot however void a check from a previous version of Payroll The check you want to void must have been posted to history When you select a check to void the system searches for and verifies the check in the PAHCxxx Check History file Then the s
241. le 6 63 6 66 9 7 9 8 Global Inquiry defined 1 3 GLPAYxxx table 3 13 3 14 10 73 10 78 golden parachute payments 9 31 graphical menu exiting from 1 22 features of 1 21 keyboard commands 1 24 IX 8 right click menu 1 24 sample screen 1 22 graphical menus right click menu 1 30 graphical mode defined 1 4 group codes 3 20 10 10 group term life insurance 9 31 10 29 H Help 1 30 function key 1 36 1 48 pull down menu command 1 36 tool button 1 29 1 32 help commands F3 1 50 F6 1 39 1 50 F7 1 39 1 50 Home inquiry command 1 41 1 52 report command 1 53 scroll region command 1 37 1 54 home department 3 12 Home function key 1 40 1 50 I IDs establishing a format 3 4 setting up 3 3 sorting 3 3 incorrect miscellaneous entries reversing 5 4 incorrect time tickets reversing 5 4 Information function key 1 48 Information menu accessing 1 48 initial balances 3 22 3 24 10 25 setting up 3 8 Inquiry function key 1 33 1 39 1 48 graphical 1 39 partial key 1 51 pull down menu command 1 33 Payroll User s Manual inquiry commands Down Arrow 1 42 1 52 End 1 42 1 52 Enter 1 42 1 52 Esc 1 52 F7 1 42 1 52 Home 1 41 1 52 Ins 1 42 1 52 PgDn 1 42 1 52 PgUp 1 41 1 52 Up Arrow 1 42 1 52 Ins inquiry command 1 42 1 52 scroll region command 1 37 1 54 Ins function key 1 40 1 50 Insert Line command function key 1 37 1 54 pull down menu command
242. le was not found in PATB New department entries needing GL accounts will not have GL accounts You must build this table in the Tables function See page 10 71 for information about the GLDEPxxx table W2CODE was not found in PATB You must set up this table in the Tables function page 10 71 before you print W 2s Year end processing not valid in quarters 1 3 You can use the Year End Maintenance function only if the current quarter in the PACTLxxx table is 4 You must set up codes for federal withholdings first You must set up federal withholdings codes in the Tax Authority Setup function page 11 5 You must set up TCALCx table before using time card calculator You must set up this table in the Tables function Payroll User s Manual A 7 Common Questions These commonly asked questions about the Payroll system are divided into the following categories Installation and Setup Daily Work Payday Work and Periodic Processing Installation and Setup How do I set up worker s compensation codes Follow these steps to set up worker s compensation codes 1 Inthe Tax Authority Setup function see page 11 5 enter State as the tax authority 2 Enter the state code 3 Press the Tab key to move to the Employer Contribution Codes screen 4 Press A to append the code you will use for example WKC 5 Enter the formula name you will use for example PMN_ _WKC RTN The formula name must follow this format
243. ll User s Manual 9 3 Department Report Periodic Processing 3 Select the amount of information you want to include for each department you selected You can print in summary a summation of the general ledger accounts if you chose to sort by general ledger account or in detail 4 If you want each department to begin on a new page check the box or enter Y in text mode if not uncheck the box or enter N in text mode 5 Select the output device A sample Department Report is at the end of this section After the report is produced the Periodic Processing menu appears 9 4 Payroll User s Manual enuey s 3SN JOJ 8d GS 6 06 03 2000 Builders Supply 10 54 AM Department Report Printed in Summary by Department Department Expense Type GL Account Period to Date Quarter to Date Year to Date WAREHOUSE Hours Pieces Department Liability Totals r a 5617 14 Grand Totals Hours 544 750 Pieces 0 Overtime Pay x 218 15 Bonus a A 447 50 Travel Exp A 00 Cash Value Y 00 Commissions y gt 00 Rpt Tips fi 00 Regular Pay a 02 Salaried Wage y 5 00 Sick Pay N 00 Vacation Pay h s 00 Emplyr Medicare so Emplyr OASDI y 15 Unemp Ins LS MN Unemp Ins 4 80 TOTAL End of Report 1oda3y juauniedag Buissa9014 IPOLI9A yoday juauyedag Post Expense to GL After you produce the Department Report at the end of an accounting period post expenses to General Ledger to create the accounting
244. ll menu structure is similar to the structure of other OSAS applications functions appear roughly in order of use Codes Maintenance Use the functions on the Codes Maintenance menu to set up such codes for your payroll system as earning codes deductions and withholdings File Maintenance Use the functions on the File Maintenance menu to set up and maintain information about your employees For example use the Employees function to establish and update information about your employees Employee Inquiry Use the Employee Inquiry functions to view not change information about employees If you are running OSAS through a multiuser network several people can look up the same information at the same time Payroll User s Manual 1 5 The Payroll System Introduction Daily Work Once you establish the employee records through the File Maintenance and Codes Maintenance functions you can use the Daily Work functions to enter transactions for your employees The kind of entries you make depends on how your employees are paid whether the employee is paid by the hour or piece or whether the employee is salaried You might not use the Daily Work functions every day if your employees are paid monthly for example you might enter transaction information only once a month After you enter transactions you can edit and review them Then post the transactions so that you can produce paychecks Payday Work Use the Payday Work function
245. loyee s time in and time out five times Can I pay an employee a vacation and a bonus check in the same pay period Yes If you need separate checks you can change the sequence number in time ticket entry or enter separate manual checks The system accounts for multiple checks in the PACHxxx Checks file when calculating withholdings and declining balance deductions Payday Work How can I void a check You can void only checks that have been posted If the check has already been posted use the Void Checks function see page 6 33 To void a manual check that you have not posted you must delete the check through the Manual Checks function see page 6 9 Payroll User s Manual B 3 Common Questions References To void a calculated check you must post checks see page 6 63 Then use the Void Checks function to void it or enter negative time tickets in the Calculate Checks function see page 6 3 and recalculate checks You cannot delete a calculated check because those earnings have already been posted to the departments Can I void a check from a previous version of Payroll No because this version of Payroll contains additional information that previous versions of Payroll did not have What happens if I delete or void a separate bonus check for an employee Is the other check recalculated The other check is not recalculated but you can use the Calculate Checks function see page 6 3 or the Manual Checks funct
246. m the Daily Work menu The function screen appears 4 Pot Darren el ES Gorman Edd Meder Gite Hal Se OH ba Ba 7 M stare Ha Ya Ported the eso Ticket Jounal Ped the ars Deda kird chad a Dada Pr F T H ETENA Tessa 1000 WA 1 Before you post you should print the Time Ticket and Miscellaneous Deductions Journals and back up your data files If you have not done these things uncheck the box or enter N in text mode and do so now When you have completed these tasks check the box or enter Y in text mode to continue 2 Select the output device 5 30 Payroll User s Manual Daily Work Post Transactions The posting log lists the total hours and wages posted to the PADPxxx PATPxxx and PATHxxx files A sample posting log is at the end of this section After posting is completed and the log is produced the Daily Work menu appears Payroll User s Manual 5 31 Post Transactions Daily Work Payroll Posting Log 08 26 2001 10 20 AM Pay or Deduction Description Regular Pay Salaried Wage EARNING TOTALS End of Report 5 32 Builders Supply Payroll Posting Total Posted 337 50 23050 00 23387 50 Payroll User s Manual Payday Work Calculate Checks Manual Checks Edit Register Accrual Adjustments Vacation and Sick Leave Report Print Checks Void Checks Check Register Paycheck Received Report Withholding Report Employer s Tax Report Employer s Liability Rep
247. mand 1 53 scroll region command 1 37 1 54 End function key 1 50 Enter inquiry command 1 42 1 52 manual checks 3 24 3 26 6 11 scroll region command 1 34 Enter key 1 49 text menu 1 47 EOA 3 16 11 24 Equal Employment Opportunity classification 10 7 Esc Command help 1 46 1 48 inquiry command 1 52 excluding deductions 3 15 from deferred compensation 10 36 from withholdings 10 36 earning codes 3 15 11 10 from deductions 11 19 employee from withholdings 10 18 Executive Information Summary defined 1 3 exemptions 3 21 10 18 10 20 10 21 Exit function key 1 33 1 48 pull down menu command 1 33 exit from inquiry window 1 42 1 52 IX 6 from report to menu 1 53 from screen or window 1 33 1 46 1 48 Exit from OSAS function key 1 25 1 46 F Fl function key 1 24 1 36 1 46 1 48 graphical menus 1 24 text menu 1 46 F10 function key 1 51 graphical menus 1 25 text menu 1 47 F2 function key 1 33 1 48 graphical menus 1 24 text menu 1 46 F3 function key 1 32 scroll region command 1 37 1 54 F3 function key 1 33 1 48 text menu 1 46 F4 function key 1 48 graphical menus 1 24 text menu 1 46 F5 function key 1 33 1 48 graphical menus 1 24 text menu 1 46 F6 function key 1 32 F6 function key 1 33 1 48 graphical menus 1 24 text menu 1 46 F7 inquiry command 1 42 1 52 report command 1 53 F7 function key 1 33 1 48 graphical menus 1 25 text menu 1 46 F8 fu
248. mands are available if Payroll is interfaced with General Ledger This field is active only if the withholding tax is employer paid Enter the number of the general ledger expense account the withholding is posted to The Maintenance F6 and Inquiry F2 commands are available if Payroll is interfaced with General Ledger This field is active only if the withholding tax is employer paid If you are working with a FWH SWH or LWH record enter the percentage of pay to be withheld If you are working with a FWH record enter the employer s federal tax ID you want to print on W 2 forms Only the first 10 characters will be used If you are working with a SWH or LWH record enter your state or local tax ID respectively If you are entering a SUI record enter the tax ID you want to print in the Quarterly State Unemployment Report This field is active only if you entered a state withholding tax in the Tax Code field Enter the minimum number of hours an employee can work to qualify for one week of work or enter 00 if the state has no minimum If an employee works less than the minimum number of hours you enter here the Weeks Under Limit field in the employee s history record is updated When you save the entries the cursor moves to the scroll region Payroll User s Manual 11 25 Withholdings Codes Maintenance Command Bar Enter toggle All None Goto Tab Formula To change the exclusion status of a d
249. mation screen page 10 16 If the table must be company specific for example FUTA and SUT the last character of the table ID must be a lowercase x To accommodate the full three character company ID you must limit the table ID to five characters If the system cannot locate the company specific table the generic table is the default Your work is automatically saved as you enter it When you are finished use the Abandon F5 command to return to the Tax Authority field or use the Exit F7 command to return to the Codes Maintenance menu Payroll User s Manual Earning Codes An earning code stores pay rate information the GL account number the earning type and other information for a particular kind of work If you enter an earning code and the number of hours the employee worked when you enter time tickets or manual checks the system calculates the employee s pay based on the information you enter here You can have an unlimited number of earning codes Changes you make here update the PAECxxx Earning Codes file You can set up earning codes for types of work for example for assembly and packaging and for overtime and double time work that automatically multiplies or adds amounts to the base pay Payroll User s Manual 11 9 Earning Codes Codes Maintenance Earning Codes Screen Select Earning Codes from the Codes Maintenance menu The function screen appears Gorman Edi Hode Ci Hoke Se ba BE
250. mployee History Inquiry Menu Select Employee History from the Employee Inquiry menu The selection screen appears Korea Edi Podes Diei Help Fea tA DO 7 DE tutos Ensplogess ID I a Lips H gang Erie For Alan Linea Frbi read E Dic pau eae In ones Erapkiges E arre Hakan Enspbogess hahai Hide Erke Fadesa Tae Help Ersisi Late Tax Hier Ersplopa Local T aa Horia 2114070797 Cosparg h ORAL Tarna TO CA 1 Enter the ID of the employee whose history you want to view Payroll User s Manual 4 13 Employee History Employee Inquiry 2 Check the box or enter Y in text mode for each type of history you want to view uncheck the box or enter N in text mode for each type you do not want to view When you have selected the screens you want use the Proceed OK command to go to the first screen type you selected Employee Miscellaneous History Inquiry Screen If you selected Miscellaneous History from the Employee History Inquiry menu this screen appears Dimni Medes Dha joa Cora Hi Fra bal B Emke DEIA Berasas Larada E Compa H DRAG Tel TOGO WA See page 10 3 for an explanation of the commands and fields When you are finished viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry menu appears enter another employee to view history for or use the Exit F7 command to return to the Employee Inquiry menu
251. ms magnetic media has received general approval from the SSA your company must apply for and receive SSA approval before filing on magnetic media In addition some states now require companies with more than 250 employees to file W 2 information on magnetic media contact your state tax authorities for more information OSAS does not support state magnetic media However some states will accept the federal media format Check with your state for more information Payroll User s Manual 9 31 W 2 Forms Periodic Processing Before You Produce W 2 Forms Check the relevant fields such as statutory employee and allocated tips in the PAEGxxx Employee General Information file page 10 3 and PAEMxxx Employee Miscellaneous History file to make sure that the information is what you want on the W 2 forms W 2 Forms Screen Select W 2 Forms from the Periodic Processing menu The function screen appears Ll W 2 Fore Ma E Direi Fae Modes Othe Help Sf bea ae 7 OF ander Pick Esplosss gt Fre Pod nnd Firm aj Fosas 17 One Wicks Fagul o Maie Tea eich Regula on Maer ir Magic Meda TE Cora Hara Ender Supely Adie HIST Vaika Pah Di fate 106 Fakti Ta E STi la Fannie E Compare bi ORAL Teena TODE AM 1 Enter the range of employees for which you want to produce W 2 forms 2 Select the format for the W 2 forms If you choose two wide forms change the standard printer to 135 columns in Resource Manager If
252. mula is used to calculate federal withholding Commando Modos Other SoroliCormmanc Hep E UA PR o 74 j Asante lt lt FM Jun ea img IRFREDESAR O THIFREDEAANFREDPLTANN fin TSSEAAH FEDER I Sse ey fin eine ee ur tn ae ee C TAPLEIL NIE ZAE THA Ln TARLEN IME AE TAL Limo he Linii LDR PERIOOS ECR eer es fiina ae ee es Formada lr el of 5 AAA TO EEES Venable Formala ume _ IRENE METIDA HELL 3 Freda Lien 044 of O95 1 The table lookup checks the first column of the FEDM tax table until it finds a number larger than 99999999 99 Because there can be no larger number the table returns the value found in the second column of the last line 2800 Variable LIOO1 is equal to 2800 N Variable LI002 is the product of LIOO1 times the value of the variable EXEMPTIONS the number of federal exemptions claimed by the employee this information is taken from the PAEGxxx file Payroll User s Manual C 9 About Formulas C 10 11 12 13 14 15 References Line LI003 employs a conditional function If the value of the variable FIXEDEARN the total fixed earnings for the employee is greater than zero that value is multiplied by the value of FIXEDPCT the fixed percentage for the withholding tax and then divided by 100 Variable LI003 is equal to a fixed withholding dollar amount Fixed earnings are subtracted from taxable earnings Variable LIOO4 i
253. n Right Move the cursor to the right Left Move the cursor to the left Del Delete Delete the character the cursor is on Ins Insert on off Switch insert mode on and off When the Insert flag appears at the bottom of the screen characters you type push characters after the cursor off to the side When insert mode is turned off characters you type write over existing ones Home Move the cursor directly to the beginning of the field End Move the cursor directly to the end of the field F9 Undo Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command 1 50 Payroll User s Manual Introduction OSAS Text Key Operation F10 Delete the characters in the field to the right of the cursor If Delete to end of line insert mode is turned off and you enter a character in the field s first position everything in the field is deleted Shift F9 Copy the contents of the current field Copy field contents Shift F10 Paste the value you copied from a previous field into the Paste field contents current field Inquiry Commands When you use the Inquiry command several other commands become available for you to use in the inquiry window The Inquiry windows operate in two modes Search and Sort You can toggle between these modes within an Inquiry window by pressing the Ins Insert key You can also choose t
254. n 9 15 sample 9 17 quarterly reports B 4 Quarterly State Unemployment Report 10 59 function 9 23 sample 9 25 Quarterly Withholding Report function 9 19 sample 9 21 Quick entry turning on or off 1 49 Quick mode function key 1 49 pull down menu command 1 34 R recurring deductions setting up 3 8 time tickets setting up 3 8 Recurring Deductions List function 12 21 sample 12 23 IX 14 Recurring Entries function 10 63 Recurring Time Ticket List function 12 19 sample 12 20 reminders Pop Up Calendar 1 35 report commands 1 53 Down Arrow 1 53 End 1 53 Exit 1 53 F7 1 53 Home 1 53 PgDn 1 53 PgUp 1 53 Right Arrow 1 53 Tab 1 53 Up Arrow 1 53 Reports conventions 1 55 including all information 1 55 limiting information 1 55 selecting information for 1 55 reports 1 6 Resource Manager 3 28 Data File Conversion function 2 5 2 10 Data File Creation function 2 3 features of 1 3 Install Applications function 2 3 2 5 restarting Print Checks 6 30 reversing incorrect miscellaneous entries 5 4 incorrect time tickets 5 4 Right Arrow report command 1 53 Right Arrow function key 1 40 1 50 right click defined 1 17 Roll Up Leave Balances function 9 45 sample log 9 47 S Salary Information Inquiry function 4 5 Payroll User s Manual Salary Review Report function 8 3 sample 8 5 sample data changing to 1 26 1 30 1 46 Scheduled Deductions 4 5 6 6 10 16 inquiry
255. n the report 2 Enter the range of departments you want to include in the report 3 Enter the range of dates you want to include in the report Payroll User s Manual 7 23 Detail Leave Report Payroll Reports 4 Select the type of leave you want to include in the report You can include posted leave unposted leave or all leave 5 Select the order in which you want to print the report 6 Select the output device A sample Detail Leave Report is at the end of this section After the report is produced the Payroll Reports menu appears 7 24 Payroll User s Manual 09 16 2001 1 10 PM enuey s 3SN JOJ Bd GRAND TOTAL End of Report STAA Builders Supply Detail Leave Report Posted And Unposted Leave by Department Vacation 110day 95837 18190 suoday J0J Bd poday anea7 re19q Profit Sharing Census The Profit Sharing Census shows the total hours and gross dollars invested by an employee based on check history The information in the census comes from the PAEGxxx Employee General Information and PAHCxxx Check History files If you did not elect to save check history in the Resource Manager Options and Interfaces function you cannot produce this report Profit Sharing Census Screen Select Profit Sharing Census from the Payroll Reports menu The function screen appears Lerma Gat beda he Help SY bi MO 74 DE Aaron Pick Erplogea ID Fon Bruce al Ihu jene Cheech hirie Mor 104
256. na ao 74 EE rete Erazm F 1 a Boum Linda E SALARIED ja rn 500 EXECUTIVE Cute AS Cli Pri Fiss in WEL Estel SOG of TE Fras sei cit Troms Erpes Eni Lad Eat frau Iris J Compare H 020000 Tamra TOD CRA 1 Enter the ID of the employee for which you want to enter change or delete Maint 1 information The data from the employee s record appears If you use the Maintenance F6 command the Employees function is temporarily called up 2 Use the commands on the command bar to perform the function you want and to find the information you need Enter Edit Add trans Employee First Last Next Prev Totals e To edit a displayed transaction move the cursor to the line you want to edit and press Enter Then see Editing a Transaction below e To add a transaction press A Then see Adding a Transaction below Payroll User s Manual 5 5 Payroll Transactions Daily Work 5 6 e To look at a different employee record press E Then enter the employee ID e To look at the first employee record on file press F e To look at the last employee record on file press L e To look at the next employee record on file press N e To look at the previous employee record on file press P e To view transaction totals for the employee press T Then see Viewing Totals later in this section To delete a line item use the Delete F3 command Editing a Transaction When you pres
257. nce Departments Screen Select Departments from the File Maintenance menu The function screen appears oxo he Bo 716 ar Depwiraniit Th al GL iri GL Pica Jere Yan Fiii onre Pop Tara ed Freien legi Pas ar ah a fa E E Aaa F Empero Liria Field Inquiry Department ID Inquiry Copy From 10 52 men _ Semi Dos e ee ji w Fr oD Eine FE EL N als UU B OO awe O A EE EEI C IE E 1 caii ji T 5215 Compare 4 MEAT Teseo TODO DNA Description Enter the ID of the department or division whose record you want to add or change If you use divisions each department ID must begin with the two character division ID To delete a department or division record enter the ID of the department or division and then use the Delete F3 command You cannot delete department records that have amounts in the GL Period column If you try to delete a department record that has balances an error message appears This field appears if you entered an ID in the previous field that is not on file Enter the ID of the department or division record you want to copy or press Enter to skip this field Payroll User s Manual File Maintenance Departments Field Description Name Enter a department or division name If you enter a division name approve the entry Then enter the ID of another department or division you want to work with or exit to the F
258. nce F6 and Inquiry F2 commands are available if Payroll is interfaced with General Ledger GL Period Enter the amount accumulated since you posted expenses to General Ledger Quarter Enter the quarter to date amount for the line item Year Enter the year to date amount for the line item Your changes are saved as you enter them Use the Abandon F5 command to return to the Department ID field or the Exit F7 command to return to the File Maintenance menu 10 54 Payroll User s Manual File Maintenance Departments Appending a Line Item When you press A on the command bar a window appears gt tm e Pe aren Ins Field Type Withholding Type Inquiry State Code Inquiry Local Code Inquiry Code Payroll User s Manual Erain HEA Description Enter D if the line item is a deduction E if the line item is an earning or W if the line item is a withholding This field is active only if you entered W in the Type field Enter F if the withholding type is federal S if the withholding type is state or L if the withholding type is local This field is active only if you entered W in the Type field and S or L in the Withholding Type field Enter the state tax authority ID for the line item This field is active only if you entered W in the Type field and L in the Withholding Type field Enter the local tax authority ID for the line item If you entered D in the Type field
259. nction key 1 48 F9 function key 1 50 graphical menus 1 25 text menu 1 46 Factor Entry window 10 16 factors 4 6 entry 10 16 for a deduction 10 14 Payroll User s Manual Favorites Menu 1 20 adding items to 1 30 benefits of 1 20 changing to from 1 30 graphical sample 1 20 Start style sample 1 31 text sample 1 45 Favorites Menus removing items from 1 30 federal tax amount information 10 38 tax authority codes 10 39 11 6 tax earnings 10 38 tax information 4 7 tax tables 10 89 withholding 3 13 3 15 10 16 10 18 10 89 11 5 preset 3 15 Federal Employer Identification Number 9 35 FEDM tax table 3 13 10 89 FEDS tax table 3 13 10 89 FICA 3 16 3 22 6 53 7 19 9 15 9 16 10 29 tax table 3 13 10 89 tips 10 30 Field Down function key 1 33 1 49 pull down menu command 1 33 Field Up function key 1 33 1 49 pull down menu command 1 33 File Maintenance 1 5 files backing up 3 28 Final Output screen 9 43 First Line command function key 1 37 1 54 pull down menu command 1 37 scroll button 1 39 fixed withholding 3 16 3 17 11 11 forms for checks 3 11 formula about C 1 building 10 91 calculations C 5 conditionals C 5 C 7 creating a program 10 94 Payroll User s Manual deductions 10 13 examples C 7 factors 10 93 C 4 federal withholdings C 7 for worker s compensation B 1 functions C 1 C 5 locality code 3 15 naming conventions 10 93 operations
260. ne No Type End of Report Builders Supply Formulas List Description Factor 1 Detail Factor 4 Minnesota State Unemployment Ins TABLE2 1 1 RETVAL TABLE2 1 2 RETVAL TAXEARN YTDEARNINGS IF L1002 gt L1003 TH LI003 EL LI002 LI004 L1001 100 LI005 YTDWITHHOLDINGS IF LIOO6 gt TAXEARN TH TAXEARN EL L1006 IF L1007 lt 0 TH 0 EL LI007 Minnesota State Withholding TABLE 99999999 99 2 RETVAL LI001 EXEMPTIONS IF FIXEDEARN gt 0 TH FIXEDEARN FIXEDPCT 100 TAXEARN FIXEDEARN LI004 PAYPERIODS L1002 IF L1005 lt 0 TH 0 EL LI005 TABLE L1006 1 RETVAL TABLE L1006 2 RETVAL TABLE L1006 3 RETVAL L1009 L1006 L1007 100 LIO10 L1008 PAYPERIODS LIO11 LI003 EXTRAWH IF FIXEDWH gt 0 TH FIXEDWH EL LI012 Builders Supply Formulas List Description Factor 1 Detail Factor 4 Factor 2 Factor 5 Factor 2 Factor 5 Factor 3 Factor 6 Factor 3 Factor 6 1SI7 sejnwi04 SISI 9 14 J9ISEN 1517 sejnwu04 Department List Use the Department List to review the departments set up for your payroll application Department List Screen Select Department List from the Master File Lists menu This screen appears STi boat Kom Edd Bees Othe Hele 2x0 ba BO te Di aiia Teper Fa iin Theu ari ER Prt Eby E Own D Daine biai Depi Daia J Compare A Ea Teed TODO DA 1 Select the range of departments you want to include in the report 2 S
261. negative value OASDI is withheld from the check only until the amount is zero The remainder is stored in these fields The next time you calculate and print checks the amount of uncollected OASDI will be deducted from the employee s check Enter the OASDI withholdings that were not collected from the employee each month Uncollected Medicare is the Medicare withholdings that were not collected from an employee For example if an employee receives tips and the Medicare contribution on those tips would reduce the employee s paycheck to a negative value Medicare is withheld from the check only until the amount is zero The remainder is stored in these fields The next time you calculate and print checks the amount of uncollected Medicare will be deducted from the employee s check Enter the Medicare withholdings that were not collected from the employee each quarter Payroll User s Manual File Maintenance Employee History Quarter Totals When you press Q in the Month Totals window to view quarter totals the Quarter Totals window appears NN a Hires ormari pode fim Gaolia Hop Axan he Bo 74 Os Area Erpiopssii UCI Heisan Lira E OTF i 01m 2 Command Bar Next page Month totals To move to the next screen you selected to work with press N To view the month totals and quarter to date totals side by side press M Then see Month Totals above The numbers in the Quar
262. ng Amounts portions of the screen are identified by earning codes which are set up in the Earning Codes function see page 11 9 When you add or edit earning hours information you can enter hours for three months The field masks in the Earning Hours portion of the screen are user defined for more information see the Resource Manager User s Manual The quarter totals and year to date totals are updated by the sum of the values you enter for the three months To save your entries and move to the next screen you selected to work with press N To return to the previous screen you selected press P To edit gross and net pay press D To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then see Quarter Totals below Payroll User s Manual 10 33 Employee History File Maintenance 10 34 Quarter Totals When you press Q on the Employee Earnings History screen to view quarter totals the Quarter Totals window appears Emaiwer furry Hairy PAE Commas Hota ihe ScoliCoerandr Hale 2x0 EB Be 71 tios imari tha mm INAH Command Bar Tab Amounts Next page Previous page Month totals To move the prompt between the Earning Hours and Earning Amounts portions of the Quarter Totals window press the Tab key To move to the next screen you selected to work with press N To return to the previous screen you selected press P To go to a
263. ng quarters of the calendar year Enter the adjustment to income tax for third party sick pay for preceding quarters of the calendar year Enter the adjustment to Social Security and Medicare taxes for preceding quarters of the calendar year Enter the total deposits for the quarter Select the output device A sample 941 Worksheet is at the end of this section After the worksheet is produced the Periodic Processing menu appears Notes on the Worksheet If the letter F is in the right margin a fractional adjustment has been made for Medicare and Social Security rounding If the letter F is not in the right margin the fractional amount is included in the amount shown 9 28 Payroll User s Manual enuen s 3SN JOJ Bd 6c 6 941 REPORT Employer s Quarterly Federal Tax Return 12 31 2000 Builders Supply 77 7777777 1157 Valley Park Dr Suite 105 Shakopee MN55379 Enter state code for state in which deposits made If address is different from prior return check If you do not have to file returns in the future check here and enter date final wages paid If you are a seasonal employer see Seasonal employers on page 2 and check here see instructions Total wages and tips subject to withholding plus other compensation Total income tax withheld from wages tips and sick pay Adjustment of withheld income tax for preceding quarters of calendar year Adjusted total of income tax withheld line 3 as adju
264. nished editing W 2s the W 2 Forms screen reappears see Output W 2 Forms to Magnetic Media Screen earlier in this section From there you can edit the entire file again or proceed with creating the magnetic media 9 42 Payroll User s Manual Periodic Processing W 2 Forms Final Output Screen Depending on your operating system DOS Windows or UNIX Linux the final output screen you see may differ slightly Osipa WI Poma to Wapatie Hodia Lalim Commo Ed Hoke Dhi Help pu tA Bot Of Abazin ELO a a er Pont add r jur Deve Je Comp H OTL Taare TOO oe 1 If you use a DOS or Windows based system insert a blank DOS formatted diskette in the diskette drive The diskette cannot have a label Use a 3 5 inch diskette in 1 44M format If you use a UNIX or Linux system a file named W2REPORT is created in the pathname you specify Before you submit magnetic media W 2 forms to the government copy this file to a 1 44M 3 5 inch DOS diskette If you do not have a porting utility contact your authorized reseller 2 Ifyou want an audit report of the information to be printed as it is written to the diskette check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you elect to print the audit report make sure that your printer is online 3 If you use a DOS or Windows based system enter the ID of the drive to which you are writing the W 2 information for example A P
265. ns for each employee to do so Press Enter to accept the displayed department or enter a different department ID 5 7 Payroll Transactions Daily Work Field Inquiry Job Inquiry Phase Inquiry Cost Code Maint Inquiry Class Maint AER ER Sequence No al 8 Description Enter the ID of the job you want the time and amount on the time ticket charged to The Inquiry F2 and Maintenance F6 commands are available if Payroll is interfaced with Job Cost The description appears at the bottom of the screen for verification If Payroll is interfaced with Job Cost and you want to charge the hours amount and pieces on a time ticket to a particular job or phase enter the job ID and if applicable the phase ID below When you post transactions the data updates the JOHIxxx Job Detail History file If Payroll is not interfaced with Job Cost you can enter job and phase information and then organize the Time Ticket Journal by job and or phase for your records or produce the Transaction History Report for a historical record of job activity If you entered a Job ID for this entry enter the ID of the phase you want the time and amount on the time ticket charged to if any The Inquiry F2 and Maintenance F6 commands are available if Payroll is interfaced with Job Cost The description appears at the bottom of the screen for verification If Payroll is interfaced with Job Cost and you entered a job ID
266. nt 10 90 unemployment insurance 3 16 10 20 unemployment reports 3 19 10 57 withholdings 3 13 3 15 3 16 10 16 10 19 10 28 10 89 10 90 11 5 IX 16 preset 3 15 state tax authority codes 10 42 11 6 contributions 10 41 earnings 10 41 information 4 7 tables 10 89 STSss tax table 3 13 3 14 10 90 STXssm tax table 3 13 3 14 10 90 SUI 3 16 3 22 6 49 6 53 9 23 11 25 SUTssxxx tax table 3 14 10 90 SWH 3 16 11 25 T T accounts for posting checks 6 64 Post Expense to GL 9 7 Tab report command 1 53 scroll region command 1 37 Tab function key 1 49 text menu 1 47 table of valid formula operations C 4 Tables adding or changing 10 74 ADJMNxxx 3 13 3 14 10 73 10 75 company specific 10 74 copying a sample 10 74 deleting 10 74 FREQxxx 3 13 3 14 10 73 10 76 function 10 73 GLDEPxxx 3 13 3 14 10 73 10 77 GLPAYxxx 3 13 3 14 10 73 10 78 Lookup C 5 MAXVSxxx 3 13 3 15 10 73 10 79 OWN 3 14 PACTLxxx 3 13 3 14 10 73 10 80 setting up 3 7 3 13 SICcexxx 3 13 3 14 TCALCxxx 3 13 3 14 10 73 10 84 USRDDxxx 3 13 3 14 10 73 10 85 USRDFxxx 3 13 3 14 10 73 10 86 VACcexxx 3 13 3 14 10 73 10 87 Tables List function 12 25 Payroll User s Manual producing for other applications 12 25 sample 12 27 Tax Authorities List function 13 5 sample 13 7 Tax Authority Setup 3 7 3 15 3 16 function 11 5 screen 11 6 Tax Groups setting up 3 7 Tax Information In
267. nt year After you set up the PAINxxx Payroll Information PADPxxx Department and PAEHxxx Employee History files do not enter QTD and YTD information set the system date to the beginning of the fiscal year and begin entering the payroll transactions in sequence Post transactions at the end of each day Then reset the system date and enter the next day s transactions When you reach the end of a payroll period calculate checks and post expenses to General Ledger For more information see chapter 1 Payroll User s Manual 3 23 Setup Functions Setup 3 24 When you post checks you must select the tax month Do quarter end maintenance as necessary and continue processing transactions and printing reports until you are up to the current pay period This method produces the most accurate history and the most thorough audit trail but it is practical only if the payroll records are small or if it is early in the year Entering Initial Balances You can enter initial balances in one of two ways by entering payroll transactions or by entering manual checks Entering Payroll Transactions First verify that you have set up the options you want in the Resource Manager Options and Interfaces function Then follow these steps to enter your initial balances based on payroll transactions 1 Enter transactions for the first pay period see page 5 3 2 Print the Time Ticket Journal see page 5 19 and the Miscellaneous
268. o enter the next check number for printing checks Degree Descriptions Use the Payroll Information function to enter degrees and descriptions for employees These descriptions are used in the Personnel Information function Labor Classes Use the Labor Classes function see page 11 3 to set up and maintain labor classes Labor classes can be used to group types of employees For example you might set up labor class EXM for executive managers MIM for midlevel management and so on Labor classes are stored in the PALCxxx Labor Class file and are used in the Employees function They are helpful for report sorting Payroll User s Manual 3 19 Setup Functions Setup Employees Each employee record consists of four sections General Information Salary Information Tax Information and Personnel Information Use the Employees function see page 10 3 to set up and maintain employee records The information is stored in the PAEGxxx Employee General Information PAEPxxx Employee Personnel PAESxxx Employee Federal State Local Withholdings PAEXxxx Employee Exclusion and PADExxx Employee Deductions files General Information Use the General Information portion of the Employees function to enter and maintain such fundamental employee information as the employee s home address sex job title and so on Salary Information Use the Salary Information portion of the Employees function to enter and maintain pay inform
269. o not enter a table ID the default in the Tax Authority Setup function see page 11 5 is used Locality Name The name of the local tax authority is displayed Personnel Information Screen One Use the first Personnel Information screen to record and maintain miscellaneous personnel information for each employee Eru srar idas rar Aa ES orando Got bien Dee Hele 2000150 74 E A Emplopas A n Bouma Linda Comenta 1 a r on tha board ar deector ka uicae Loanpans Commands 2 Crenresra 1 De Fr E Machala al Aut Ma ro Degen Waitsi ol Arii Haas Eiran fra 5 begya biga Fy Cha Fora lajad Ba Did iste Date Arani Empar el 0611 00 Tamara TODO 145 BE 3132 3 1 Enter miscellaneous comments about the employee 2 Enter three degrees for the employee a description of each degree appears 10 22 You set up Degree codes in the Payroll Information function see page 10 57 Payroll User s Manual File Maintenance Employee 3 Enter the employee s academic major for each degree 4 Enter the date of 10 pay changes 5 Enter the reason for the pay changes the pay rate preceding each pay change is displayed in the Old Rate field 6 Enter the issue date of 10 pay bonuses 7 Enter the reason for the pay bonuses the amount of the bonus is displayed in the Amount field When you save your entries the second Personnel Information screen appears or if you did not elect to mo
270. o the State field Enter the code for the next state you want to work with or use the Exit F7 command to return to the Payroll Information menu Payroll User s Manual 10 59 Payroll Information File Maintenance Company Address Screen Use the Company Address screen to define the company address as you want it to appear in reports 1 Enter the company address as you want it to appear in reports 2 Enter the city state and zip code your company is in The Inquiry F2 command is available in the state field When you save your entries the Payroll Information menu appears 10 60 Payroll User s Manual File Maintenance Payroll Information Employer Bank Information Screen Use the Employer Bank Information screen to set up the next check number to be used when you print payroll checks Inquiry 1 Enter the number you want to use for the next check you print When you save your entry the Payroll Information menu appears Payroll User s Manual 10 61 Payroll Information File Maintenance Degree Descriptions Screen Use the Degree Descriptions screen to set up degree codes and their descriptions for use on the first Personnel Information screen in the Employees function Degree codes identify various educational degrees a high school diploma a B A and so on A Farol indias CUTE Doai Edi Hoden Gites Hale SEO A mo te ME stars Dispara s crphore Dass i y tex Compa HET Tera TO
271. of Report Dept 459 30 1099 500 06 07 1954 User Label 3 468 22 4819 500 12 31 1949 User Label 3 468 80 9944 501 04 22 1959 User Label 3 Disciplined for poor work performance on 2 21 94 Has Class H S Group Chk Loc Yearly Salary 7500 00 90000 00 M 1 5550 00 66600 00 15600 00 suoday 9uuos1ad suioday J9uuosiad 19 50y J UUOSI d Education Report The Education Report shows employees education history and other user defined information The information is taken from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Education Report Screen Select Education Report from the Personnel Reports menu The function screen appears L Edita A ea Aa ES rare Eat eels Othe Hele cm ba Mo 72 DE Aaron Employee ID Fima Bann Pret Ligar Cadivi Puch Ti SF 0301 aj Ira Crag F Eiger Pa Em aj User Latai F Tia ETO A Liner Label E Disparirard From IUL Cora E fu sn Coment 2 F Cli Fraa Come 3 F Tiki Prifege Tp Priva lige A Ermplopes iD Lact Hama Cosparg bi ORAL Taal TODE CA Inquiry 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of supervisors you want to include in the report Inquiry 3 Enter the range of departments you want to include in the report HEE Inquiry 4 Enter the range of employee classes you want to include in the report Payroll User s Manual 8 19 Education Repor
272. okup If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Lookup commands to search for information about items and select an item for entry in the field you are in Key Operation Shift F3 Search for items with a specified alias listed as an alternate Alias Lookup item When you enter the alias you can use the and 2 wildcard characters to restrict or widen the search Shift F4 Search for an item based on customer ID or vendor ID Customer Vendor When you enter the ID you can use the and Lookup wildcard characters to restrict or widen the search 1 52 Payroll User s Manual Introduction OSAS Text Key Shift F5 Detail Lookup Shift F6 Lot Lookup Shift F7 Serial Lookup Shift F8 Description Lookup Report Commands Operation Search for detailed information about an item You can enter information in any of the fields that appear using these wildcards to restrict or widen the search lt gt Search for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the
273. om the PATRxxx file is deleted to make room for the next series of entries Here is a closer look at the relationship between the PATRxxx file and other files in the Payroll system Posting Payroll Transactions When you post payroll transactions you can save the details of each transaction in the PATHxxx file It keeps a record of all transactions so that you can analyze your payroll expenses Posting payroll transactions also updates the PATPxxx file When you post payroll transactions summary information is transferred to the PADPxxx PATHxxx and PATPxxx files They store such information as the number of hours worked and pieces produced if appropriate hourly and premium wages and vacation sick leave or other out of the ordinary payroll transactions The information in the PADPxxx file is used when you print the Department Report and when you post labor expense to General Ledger The information in the PATHxxx file is used when you print the Transaction History Report The information from the PAHDxxx PAEDxxx PAEExxx PAEMxxx PAEWxxx PAHCxxx PAHExxx PAHWxxx PATHxxx PAEGxxx and PAES xxx files is used to produce for example e payroll checks e the Quarterly Employer s Tax Report e the Quarterly Withholding Report e the Sick Leave and Vacation Report e the Employee Detail List W 2 forms and magnetic media e the Check History Register Calculating Checks With the Payroll system you can calculate checks for 1
274. om this month forward but the limit will still be calculated from the beginning of the year Payroll User s Manual File Maintenance Payroll Information Field Description Print Employees with Zero If you want to exclude employees with no pay from the Earnings State Unemployment Report check the box or enter Y in text mode if not uncheck the box or enter N in text mode Sort Report By Select the order in which you want to print the report You can organize the report by employee last name or by employee social security number Arranging the Report The Quarterly State Unemployment Report has seven columns To indicate the order of the columns enter a number from 1 through 7 in each of the fields If you do not want the column to be in the report enter 0 Social Security No employee s social security number Name employee s name Total QTD Wages total SUI wages paid to the employee for the quarter Excess QTD Wages quarter to date wages minus the limit for SUI wages for the state Taxable QTD Wages total SUI wages paid for the quarter up to the state s SUI limit Weeks Worked number of weeks the employee worked which is taken from the number of quarter to date weeks worked in the PAEHxxx Employee History file Hours Worked number of hours the employee worked which is taken from the number of quarter to date hours worked in the PAEHxxx Employee History file When you save your entries the cursor returns t
275. ommend Fae Modes Oia Help Sf hh bo 7 DE Aare Pin C ea Sete recieve Peper C Cpap idis O Errakr e dark infomation Deps ispc piora al de Ao Compare bi ORAS Tarna TO AA 1 Select the items you want to include in the list 2 Select the output device A sample Payroll Information List is at the end of this section After the list is produced the Master File Lists menu appears Payroll User s Manual 12 17 8L ck jenueyy s 3SN OJ B d 08 25 2001 6 52 AM State Unemployment Report Setup State CA Social Security No Name Total QTD Wages Excess QTD Wages Taxable QTD Wages Weeks Worked State MN Social Security No Name Total QTD Wages Excess QTD Wages Taxable QTD Wages Weeks Worked Company Address Company Name Builders Supply Address 6477 City West Parkway Eden Prairie MN 55344 Bank Account Information Next Check Degree Code Description Bachelors Computer Eng Bachelors Computer Sci End of Report Builders Supply Payroll Information List 1517 UOHeEWOJUY JouAed 1517 UONeWOJUY JOJ ed SISI 9 14 J9ISEN Recurring Time Ticket List Use the Recurring Time Ticket List to produce a list of the entries you made in the Recurring Entries function Recurring Time Ticket List Screen Select Recurring Time Ticket List from the Master File Lists menu The function screen appears Dord Got Mods ihe Ep oP Tf be mo 7 Ox Abandon Campane H BSH Tere FEN
276. ompany that uses the table When you enter the table ID the rest of the MAXVSxxx table appears Comand di pp Das Hale 2x0 HA ao 7 E tarios Taip p ra re ae Ba Hana al Cott z Column Legit ze i ul ypa Bao Bee Compare OTE Teal TODO A Field Description Accrual Type Enter the accrual type either vacation or sick Do not change the order of the rows in the table The system expects vacation to be first and sick to be second Max Hours Enter the maximum number of hours an employee can accrue for remaining vacation and sick time Hours accrue until this number is reached then no more can be accrued until the employee uses some vacation and sick time If you set this field to zero an employee can accrue vacation or sick hours indefinitely Payroll User s Manual 10 77 Tables File Maintenance PACTLxxx Table 10 78 The PACTLxxx table stores the current quarter payroll number and current year When you enter the table ID the rest of the PACTLxxx table appears Camasi di Bi De Help a t md 7 Sr tardes ae I SSCS Hamden a bot iz n Length ar fei faacoipoios Wales a jen rimar ress fossa Field Description Compare ETA Termal TODO DA The descriptions of the information you can enter in the table are displayed Description Do not delete lines or rearrange the descriptions The system looks for the descriptions by their position in the table it
277. on FWH record missing from PAWIx file Cannot assign employer tax ID These codes must be entered in the Withholdings function page 11 23 GL account xxxxxxxxxxxx is not on file If Payroll is interfaced with General Ledger you must enter the correct account number or add the account to General Ledger GLDEPx table was not found in xxxxxx You have posted new entries to the PADPxxx Department file but no general ledger account has been specified with the department If the new entries do not exist in the department entries are posted to a default general ledger account If you do not want entries posted to the default account you must select a different account Invalid period conversion table The CNVTxxx table for the company is invalid for example because you are on a quarterly system and you have not updated the table with corresponding data for the next quarter Use the Resource Manager Period Setup function to make corrections A 4 Payroll User s Manual References System Messages Invalid quarter in PACTLx table The current quarter you entered in the PACTLxxx table is invalid Use the Tables function page 10 71 to correct the table Valid quarters are 1 2 3 or 4 Job has phases If you try to add a payroll transaction for an employee and use the Inquiry F2 command to select a job you must enter the phase associated with that job Last year data files not found for company X The last year data files
278. on the pay and deduction related fields are cleared but the employee and job information you entered remains on the screen Change the information that is displayed or enter a different employee ID If you enter a different employee ID the job and phase information remains on the screen making it easy to enter time tickets for the employees who worked on a job When you are finished adding transactions exit to the Payroll Transactions screen Time Card Entry Time cards can be filled out daily or weekly for each employee If you elected to use the time card calculator in the Resource Manager Options and Interfaces function and in the Enter Transactions function the Time Card Entry window appears L Ti e Cad Esi al Pa Dorma Esto Mods Den Heip 2x0 he we Fe Crepes ID 570001 Hers Sieckal Dag i Dag b i Terain Tare Dui Lan That Tiare le Tene Dui Lari Dut Fara ln Tara Oud OS Tare da Tne Qua at Det Fira ln Fore Out Ranch Acid Toti E ssgrsfasiasisaihes BE 58 BE 88 BE 4 BS 22 EE 8 B Siississiesissios EE 55 BE 55 BEN i SRRSETESSS REESE RES Be 22 EE 22 BE p Eigeeieszeeiesies BE 23 BE 8 SEF BeeesksaSeekseses i i Payroll User s Manual Daily Work Payroll Transactions Field Employee ID Name Time In Time Out Last Out Adjustment Totals Week Regular Week Overtime Description The employee s ID and name are displayed For each day of the week enter
279. on Date Operation Displays the tool buttons and functions keys you can use Displays or returns from the Favorites menu Displays the Access Code dialog box Switches between live and sample data Displays the current workstation date and allows you to change it Payroll User s Manual Key Command F7 Exit F9 Application Setup F10 Add Remove Favorites Shift F2 Application Info Shift F5 Change menu style Shift F6 Toggle GUI screens Shift F7 Toggle GUI scaling Pull Down Menus OSAS Graphical Operation Exits from OSAS Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual will describe its usage Adds functions to and deletes functions from your Favorites menu Displays information about the applications you have installed Switch between text and graphical menu styles without going into Defaults Toggles between graphical screens and text based screens for the functions you use Toggles screen scaling on and off When scaling is off the default setting the graphical screens become smaller when you use higher monitor resolutions When using the graphical menus you can use the pull down menus and tool buttons buttons with graphical icons in a row below the pull down menus to access functions without using the function keys
280. or menu name on the menu or by highlighting your choice and pressing Enter If you choose the Start menu you can select applications from the Main menu by using the arrow keys to highlight your choice and pressing Enter by clicking the selection or by holding the mouse cursor over the selection until the menu appears From any application menu you can select a button from the previous menu to move directly to that menu If you are several menu levels away from the Main menu you can return to the Main menu by clicking items on the previous menus Payroll User s Manual 1 21 OSAS Graphical Introduction Graphical Main Menu a T id OPER TEMA errantes Softee Lal Ni Ela Bed ooh Fronten ben Haie Sa 7B DOBRO OSAS E onre Parati Information aiy EE Pardos arre Acond able Did fork lacas Bike ld Fitting Mites Hacer laid Hiztory Bora Aroma Parera Hepat Sumy Hice Pamp a Hakone Pspain Ger Ledge Parade Pica rg Irene Pap incon dob Car Fin klendanar ca OD8C ka uric File Lett Faad Puechaca Cincher Sales Cheer apare Haag Company Terns 1000 17000 242 Pie You can exit from a Graphical menu in these ways e select a button from a previous menu e press the Tab key to go to the OSAS menu e click the Close box in the upper right hand corner of the window to close OSAS e use the Exit F7 command to close OSAS e select Exit from the pull down File menu to close OSAS 1 22 Payroll User s Manual
281. or not you want to save Payroll transaction history You cannot produce the Transaction History Report unless you save transaction history Toggle to YES or NO to indicate whether or not you want to save check history You cannot produce the Check History Register or the 941 Worksheet unless you save check history Toggle to YES or NO to indicate whether or note you want voided checks to be posted to the PAHCxxx Check History file These check forms have been voided as a result of printing payroll checks not as a result of using the Void Checks function Toggle to YES or NO to indicate whether or not you want voided checks to be posted to Bank Reconciliation if Bank Reconciliation is interfaced with Payroll These check forms have been voided as a result of printing payroll checks not as a result of using the Void Checks function Toggle to YES or NO to indicate whether or not you want to accrue vacation and sick time automatically Toggle to YES or NO to indicate whether or not you want to use vacation and sick hours for accrual calculations of additional sick and vacation time Toggle to FIRST or LAST to indicate whether you want to print the first names of employees first on checks and in reports or whether you want to print last names first Toggle to YES or NO to indicate whether or not you want to print the company name on checks Toggle to BLANK PREPRINTED or LASER to indicate whether you want to print checks on blank che
282. or one pay period The Quarterly Withholding Report summarizes the statistics for one quarter Withholding Report Screen Select Withholding Report from the Payday Work menu The function screen appears 3 wre Arpa Load Et Modes Die Heip Fall Hands nema TAH 4 Cotas Code lit Puno End Cais on Chacka GL Peed Pmi E arrange air 0 Ecos Larra O Taas Farrage The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function Payroll User s Manual 6 45 Withholding Report Payday Work 1 Select the kind of earnings you want in the report You can choose either gross earnings or taxable earnings 2 Select the output device A sample Withholding Report that shows gross earnings is at the end of this section After the report is produced the Payday Work menu appears 6 46 Payroll User s Manual jenueyy s 3SN JOJ 8d LZv 9 08 15 2001 Builders Supply 6 48 AM Withholding Report For Pay Check Date 08 15 2001 Group Code 1 Gross Earnings Gross Wages Federal Code Earnings Earnings Earnings State MN BOU001 Bourne Linda C 7500 00 7062 50 7500 00 7500 00 Gerard Timothy G 5550 00 5400 00 5550 00 5550 00 Jenkins Kathy M 7500 00 7500 00 7500 00 7500 00 Jonchim Maria K 304 00 304 00 304 00 304 00 Lukas George 2500 00 FWH 2500 00 OAS 2500 00 MED 2500 00 Local
283. organize the roster by department or supervisor check the box or enter Y in text mode to begin each department or supervisor on a new page Enter up to three report headings Select the output device A sample Key Date Report is at the end of this section After the report is produced the Personnel Reports menu appears Payroll User s Manual enue s 3SN JOJ Bd Sc 8 04 14 2001 1 40 PM Department Emp ID Employee Name BOU001 Bourne Linda C End of Report Builders Supply Key Date Report Report on License Class Work Phone Ext Job Title 459 30 1099 Prs Admin Asst LUK001 08 21 96 woday ajeg Aey suoday jeuuosidd poday ajeq Aey Periodic Processing Department Report Post Expense to GL Monthly Withholding Report Quarterly Employer s Tax Report Quarterly Withholding Report Quarterly State Unemployment Report 941 Worksheet W 2 Forms Roll Up Leave Balances Purge Recurring Entries Periodic Maintenance Close Last Year Payroll User s Manual 9 3 9 7 9 11 9 15 9 19 9 23 9 27 9 31 9 45 9 49 9 51 9 55 9 1 9 2 Periodic Processing Introduction The functions explained in this chapter are to be performed periodically some monthly some quarterly some annually Check with the federal state or local governments to determine which of the reports you are required to produce and file At the end of every general ledger period produce the Department Repo
284. ort Pay Period Deduction Report Employer Department Expense Report Post Checks Payroll User s Manual 6 3 6 9 6 21 6 25 6 27 6 29 6 33 6 37 6 41 6 45 6 49 6 53 6 57 6 61 6 63 6 1 6 2 Payday Work Introduction Perform the functions in the order they appear on the menu but do not use the Void Checks function until you have posted the checks First calculate checks and enter manual checks Then produce the Edit Register to check your work Print the checks and the Check Register Produce the reports you need and then post Several of the functions in this chapter appear on an additional menu called Payroll Reports and Posting that appears on the Payday Work Menu To access these functions select Payroll Reports and Posting from the Payday Work menu and then select the function from the Payroll Reports and Posting submenu Payroll User s Manual Calculate Checks The Calculate Checks function uses the information in the PATPxxx Transactions Post file to calculate checks for your employees The PATPxxx file was updated when you posted transactions to calculate taxes and deductions and to build the PACDxxx Checks Deductions PACExxx Checks Earnings PACHxxx Checks and PACWxxx Checks Withholdings files in preparation for check printing You cannot use the Calculate Checks function if you are working with last year files You can calculate multiple checks for each employee each time you produce c
285. ort to produce a list of employees born during a specified month or range of months The information in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Employee Birthday Report Screen Select Employee Birthday Report from the Personnel Reports menu The function screen appears il Emplopee Attala Rept E Dorma Fae Modes Othe Help A gt fhe Bo 7 DE Abanden Emcee fom Ena lal rs i Caspers B i Hora Pant bye 7 Enpiyan 10 C Lari Mares O Supervise C pi Pree Yew of Birth F Caspar h OAL Tea E ODO CP Inquiry 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of supervisors you want to include in the report Inquiry 3 Enter the range of departments you want to include in the report Payroll User s Manual 8 7 Employee Birthday Report Personnel Reports 4 Enter the range of birth months you want to include in the report 5 Select the order in which you want to print the report 6 If you want the report to include the employee s year of birth check the box or enter Y in text mode if not uncheck the box or enter N in text mode 7 Select the output device A sample Employee Birthday Report is at the end of this section After the report is produced the Personnel Reports menu appears 8 8 Payroll User s Manual enuen s 3SN JOJ Bd 6 8 04 14 2001 10 36 AM Emp ID Employee Name BOU001
286. otals are displayed in the lower part of the screen To edit vacation and sick accruals use the Leave Adjustments function see page 10 49 The employee s remaining vacation and sick totals before posting are displayed When you save your entries the cursor returns to the Employee ID field Enter the next employee you want to enter accrual adjustments for or use the Exit F7 command to return to the Payday Work menu After you enter accrual adjustments produce the Vacation and Sick Leave Report see page 6 27 to verify your changes Payroll User s Manual Vacation and Sick Leave Report The Vacation and Sick Leave Report lists the employees and their current vacation and sick accruals for the payroll run Use the report to verify changes made through the Accrual Adjustments function and as part of your business records Vacation and Sick Leave Report Screen Select Vacation and Sick Leave Report from the Payday Work menu The function screen appears A Wassben ars Hick Larra Aopen PEG Doaa di Hobe Cia hH SG bBo 7 ar sberctn Explain itn pal mu P Y IN Fe Compay H 061 000 Tessa TOO WA 1 Enter the range of employees you want to include in the report 2 Ifyou want dollar amounts in the report hours information is always included check the box or enter Y in text mode if not uncheck the box or enter N in text mode 3 Select the output device A sample Vacation and Sick Leave Report
287. ou edit employee history a log is printed so that you can maintain an audit trail Because you must print W 2 forms and other year end reports for all employees including terminated ones you cannot delete employee records that have amounts in their history files Instead terminated employee records are deleted for current year data when you do year end maintenance They are retained in last year s files so that you can produce W 2 forms Payroll User s Manual 10 3 Employee File Maintenance Employees Screen Select Employees from the File Maintenance menu The selection screen appears Korean Edi Podes Other Help SEO hh MD 7 OF turnos Enplogss I I la Lost Hans Bosin Feri Alarms Linda Modeller riial E Dio Vay wand Eo A tee Seal a raton E A E la iriran Er Paucerad indamates ra E Par narrar Ti tas Conparg H ALAN Taman TODO CR Field Description Employee ID Enter the ID of the employee whose record you want to add change or delete If you enter an existing ID the employee s name appears If you try to add an employee in the PAEGxxx LYx last year Employee General Information file the PAEGxxx current year Employee General Information file is not updated The following message appears Warning Adding employees in last year files will not update current year files If you need to add the employee for W 2 reporting press Enter and then enter the employee information 10 4
288. partment you set up each earning code for the department the employer paid withholding and deduction and pieces totals and total hours for the department You enter this information through the Departments function The PADXxxx Deduction Exclusion file stores exclusions of earning codes from payroll deductions which you enter through the Deductions function The PAECxxx Earning Codes file stores information that you use when entering time tickets or manual checks Each earning code includes the following information which you enter through the Earning Codes function e description e whether or not the earning code is included in net pay and fixed withholding e the earning type e the general ledger account number e the multiplier and add to base factor The PAETxxx Earnings Types file stores earning codes information which you enter through the Earning Types function Each earning code must be assigned an earning type The PAEXxxx Employee Exclusion file stores withholding code exclusion records for employees and the override factors for each withholding code which you enter through the Employees function The PAFMHDR Formula Definitions file stores the individual formula lines needed to process a function Set up these formulas through the Formula Maintenance function The PAFMLIN Formula Line Detail file stores separate lines of a complete formula The PAGDxxx Tax Group Detail and the PAGHxxx Tax Group Heade
289. pears Command Edi Podes Other Help xp Apo 7 OF tordos Pek Empiyen it for udn Thu OEROL Prin ia 7 Month a emia Pepot Faust E Carparg h O Teal TODE AA 1 Enter the range of employees you want to include in the report 2 Select the totals you want to include in the report You can include monthly or quarterly totals 3 Enter the number of the month or quarter for which you want to produce the report 4 Select the output device A sample Sick Leave and Vacation Report is at the end of this section After the report is produced the Payroll Reports menu appears 7 8 Payroll User s Manual enuey S osn JOJ Bd 6 2 08 26 2001 10 29 AM Employee End of Report Vacation Builders Supply Sick Leave and Vacation Report for the Month of August Remaining Vacation Wodey uonesen pue aALa7 A9IS suoday J0J Bd yodey UOIJeoeA pue ane97 yOIS Transaction History Report Use the Transaction History Report function to print a detail or a summary report of the miscellaneous deductions and time ticket entries you have recorded The information in this report comes from the PAEGxxx Employee General Information and PATHxxx Transaction History files If you did not elect to save transaction history in the Resource Manager Options and Interfaces function you cannot produce this report Transaction History Report Screen Select Transaction History Report from the Pay
290. pears on page 10 97 Change Fields Screen When you select Change Fields from the menu this screen appears Command Eisen Che ia Hein 2x0 65 Be 73 1 a F AE PE A a A TE Compare H EA Termal TODO DA Payroll User s Manual 10 93 Change Fields File Maintenance The screen contains 3 sections The top or Header section which includes the Field ID and Print Log fields is where you select the code or ID to change and whether or not you want to produce the printed log The lower left or Values section is where you will build a list of the values you want to change by specifying the old value and the new value The lower right or Files section contains a list of the files that will be changed in the applications you have installed on your system Field Definitions Header Field Name Print Log Description Enter the Field ID you want to change You can change only Payroll fields from the Payroll menu To change IDs and codes from other applications run the Change Fields function in the respective application Select the Print Log field to print a list of the files that are changed After you enter the field ID and indicate your preference for printing the log use the Proceed OK command to begin entering field values to change Field Definitions Values 10 94 Field Name Original Value New Value Command Bar Command Tab tag Enter edit Description Enter the current
291. pes by their position in the table it assumes that Earnings is on the first line Deductions is on the second line and Withholdings is on the third line GL Acct Enter the default general ledger account for each type Payroll User s Manual 10 75 Tables File Maintenance GLPAYxxx Table The GLPAY xxx table stores the general ledger cash and advance EIC account numbers used by Payroll It is used when checks are posted to the GLJRxxx Journal file If Payroll is not interfaced with General Ledger you must still build this table because the account numbers appear in the posting report If Payroll is interfaced with Bank Reconciliation however the Cash account is assigned from the bank account in Bank Reconciliation When you enter the table ID the rest of the GLPAYxxx table appears Gama di pkn Dita Hale XxX t BD 7 DE Arda ie Eee J AAA SSS Hamer ci z Galuen Length ies E es mano Compara H ETA Tel TER OA Field Description Description Enter a description for the accounts that cash disbursed and advance EIC payments made or press Enter to use the description that is displayed GL Number Enter the numbers of the accounts you use for these purposes 10 76 Payroll User s Manual File Maintenance Tables MAXVSxxx Table The MAXVSxxx table stores the maximum number of hours an employee can accrue for vacation or sick hours remaining You must set up a MAXVSxxx table for each c
292. ply Earnings and Deductions Report Grand Totals Amount Amount YTD Incl in Net 226 750 500 79072 669 Amount YTD 22500 00 23250 00 00 00 Deduction Amount YTD Medical Ins Dental Ins United Way Credit Union 401K Stock Plan Emp Totals Emplr Totals woday suoionpeg pue spuug suoday jo1Aed yoday suononpag pue sBuluJeg Sick Leave and Vacation Report The Sick Leave and Vacation Report lists the month quarter and year to date sick leave and vacation hours employees have used the number of such hours they have left for the year and the amounts they have been paid so far for vacation and sick time The information in this report comes from the PAEExxx Employee Earnings History and PAEGxxx Employee General Information files This report is useful in several situations For example employees might need to know how much vacation time they have left for the year You can also choose to print remaining sick and vacation time on the employee s paychecks see page 6 29 Managers might want to know how much vacation time some employees have left so that they can plan staffing for projects And the personnel department might want to acknowledge perfect attendance records with an award Payroll User s Manual 7 7 Sick Leave and Vacation Report Payroll Reports Sick Leave and Vacation Report Screen Select Sick Leave and Vacation Report from the Payroll Reports menu The function screen ap
293. ppears Feiern From Doa Hed SRG bano Te Eram Bier See f Command Bar Tab Tax Amount Next page Previous page Goto Month totals To move the prompt between the Earnings and Tax Amount portions of the Quarter Totals window press the Tab key To move to the next screen you selected to work with press N To return to the previous screen you selected press P To go to a particular line item press G and then enter the federal tax authority code or use the Inquiry F2 command to select the code This command appears only if there is more than one screen of items 10 40 Payroll User s Manual File Maintenance Employee History To view the month totals and quarter to date totals side by side press M Then see Month Totals above The numbers in the Quarter Totals window are for viewing only and reflect quarters rather than months Employee State Tax History Screen Use the Employee State Tax History screen to add or edit state tax earnings and contributions information for your employees The Employee State Tax History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only The state earnings and tax amounts are updated when you post checks Month Totals When you enter the Employee State Tax History screen this window appears Comma Modas Ge Good Comarck flap Fra SE me Te UL Aber Era Aiii Beare Linda MMA
294. put Screen below Editing the File When you elect to edit the intermediate file a temporary file that has two records for each W 2 is created The file is organized by employee ID and is copied to the diskette when you send output to magnetic media You must edit the W 2s in sequence Payroll User s Manual 9 39 W 2 Forms Periodic Processing The Edit Intermediate File 1W screen appears In most circumstances you will not want to edit the 1 W record Instead use the Proceed OK command to go the 2W record which contains all the reportable data for the employee 9 40 Payroll User s Manual Periodic Processing W 2 Forms a E o E E BB JelelalalalE EER a im le a Fe amp The numbers on the 2W screen have an implied decimal point For example the value in the OASDI Employee Tax Withheld field above is 1914 80 If you edit any of the values on this screen enter the full amount to the penny without the decimal point Payroll User s Manual 9 41 W 2 Forms Periodic Processing When you save your changes the 3W screen appears The 3W screen shows the annual Medicare wages and the Medicare employee tax withheld The numbers on this screen have an implied decimal point When you save your changes the next employee s 1W screen appears Each employee record appears in sequence you must go through the entire file and approve all the records to complete the process When you have fi
295. quiry function 4 7 Tax Tables EIC 3 13 10 89 federal 10 89 federal withholding 3 13 FEDM 3 13 10 89 FEDS 3 13 10 89 FICA 3 13 10 89 function 10 89 FUTAxxx 3 13 3 14 10 89 local withholding 3 13 LTXssllm 3 13 3 14 10 90 setting up 3 7 3 13 SOTss 3 13 3 14 10 90 state 10 89 state withholding 3 13 STSss 3 13 3 14 10 90 STXssm 3 13 3 14 10 90 SUTssxxx 3 14 10 90 W2CODE 3 14 10 89 W2CODE2 3 14 10 89 TCALCxxx table 3 13 3 14 5 16 10 73 10 84 terminal parameter 1 19 terminal specific table 10 74 terminated employees 10 3 10 5 10 8 Text menu keyboard commands 1 46 text mode defined 1 4 third party sick pay 9 31 time card calculator 3 12 5 13 10 84 B 3 Time Card Entry 5 15 Time Ticket Journal function 5 19 Payroll User s Manual sample 5 21 time tickets 3 12 3 18 5 19 5 31 10 51 for salaried employees B 3 record of 7 11 reentering 6 33 reversing incorrect 5 4 tips 9 16 10 29 11 11 11 13 11 14 FICA 10 30 toggle between halves of reports 1 53 Toggle GUI Functions function key 1 25 1 47 Toggle GUI Scaling function key 1 25 1 47 tool bar graphical functions 1 32 graphical menus 1 29 tool button Access Code 1 26 Application Information 1 29 Calculator 1 27 1 32 change to from Favorites 1 28 Copy 1 32 Delete 1 32 Help 1 29 1 32 Maintenance 1 32 MS DOS prompt 1 29 Online Documentation 1 32 Paste 1 32 Pop Up Calendar 1 29 1 32 P
296. r files store combinations of tax authorities and withholding codes for use in calculating tax withholdings for employees Payroll User s Manual 1 9 The Payroll System Introduction The PAINxxx Payroll Information file stores a variety of general information which you enter through the Payroll Information function e records for state unemployment report e company address e bank account ID e degree codes and descriptions The PALCxxx Labor Class file stores the labor classes and their descriptions which you enter through the Labor Classes function The PARExxx Recurring Entries file stores information about recurring time tickets which you enter through the Recurring Entries function The PAWIxxx Withholdings file stores payroll information for federal state and local withholdings which you enter through the Withholdings function Each withholding has a description a general ledger account number a tax ID anda fixed percentage if appropriate whether or not the withholding is employer paid and the weeks worked limit are indicated If the withholding is an employer paid withholding this file also holds the employer liability account The PAW Xxxx Withholding Exclusion file stores the exclusions of deductions and earning codes from payroll withholding which you enter through the Withholdings function Temporary files The temporary files store information created from an action you perform and send that info
297. r Y in text mode if not uncheck the box or enter N in text mode If you include employee history the list will take up to three pages for each employee If you do not include employee history the list will take only one page for each employee 5 Select the output device A sample Employee Detail List is at the end of this section After the list is produced the Master File Lists menu appears 12 4 Payroll User s Manual enuen s 3SN JOJ 8d Gel 08 15 2001 11 34 AM BOU001 Page 1 Bourne Linda C 501 N Hamilton Ave Edina MN 55435 612 555 1212 Sex F EEO Class 2 Start Date 01 09 1988 Birth Date 06 07 1954 Term Date Adj Hire Date 01 09 1988 Dept 500 Labor Class Prs Corp Officer Seasonal Empl Type H or S Exempt From OT Adjust to Minimum Group Code Pay Periods Per Year 12 Salary 7500 00 Hourly Rate Override Pay 00 Check Location Work Phone Extension Sick Accrual Code Vacation Accrual Code Remaining Sick Leave Remaining Vacation 457 Plan Distributions Nonqualified Plan Distrib FICA Tips Advanced EIC Payments Uncollected OASDI Uncollected Medicare Tips Deemed Wages DEDUCTIONS Medical Ins Dental Ins Dues End of Report Builders Supply Employee Detail List By Employee ID For Both Active and Terminated Employees SS US Citizen Job Title Supr ID Supr Name Last Review Next Review Last Chk Dat 459 30 1099 Admin Asst LUK001 G Lukas 11 11 2001 11 12
298. r the selected entry press V The View Transaction screen appears displaying details on the selected entry e To change the start date press S When you are finished looking at the information press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employee Inquiry menu 4 22 Payroll User s Manual Check History Use the Check History function to look at an employee s check history for each quarter and for the year Check History Screen Select Check History from the Employee Inquiry menu This screen appears Corman Mode Dba Gere Command Hele 2x0 AMO Ie Enpi Es I brem Lira E toni ET at iky Check Date Inquiry 1 Enter the ID of the employee whose time ticket information you want to view 2 Enter the start date for the time period you want to work with Payroll User s Manual 4 23 Check History 4 24 Employee Inquiry Use the commands on the command bar to find the information you need Employee First Last Next Prev Start Date Check Summary eArnings Deductions Withholdings pRint e To look at a different record press E and enter the employee ID e To look at the first employee record on file press F e To look at the last employee record on file press L e To look at the next employee record on file press N e To look at the previous employee record on file press P e To change the start date press S
299. rch Search for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search Payroll User s Manual Introduction OSAS Graphical Other Graphical Function Controls Function Field Inquiry I y When the Inquiry button appears next to a field you can either click on the button or press the F2 Inquiry key Graphical Scroll Region Buttons Use these command in scroll region areas to move between the lines in the region Scroll Button Key Result Home Moves the cursor to the first line in a scroll region br PgUp Moves the cursor to the previous page of lines in a scroll region bo Up Moves the cursor up one line al j Down Moves the cursor down one line v wi PgDn Displays the next page of lines in the scroll region 3 End Moves the cursor to the last line in the scroll region Help Commands When you use the Help F1 command you can use these commands Key Operation F6 Maintenance Edit a help screen F7 Exit Exit from the help screen and close the window Payroll User s Manual 1 39 OSAS Graphical Introduction In Field Editing Commands When the cursor is in a field that contains information you can use these keys and commands Key Right Left Del Delete Ins Insert on off Home End Ctrl Z Undo Shift F9 Copy field contents Shift F10 Paste field contents Operation
300. rfaced with Bank Reconciliation Access to File Maintenance denied Your access code is not set up to use the Maintenance F6 command in this field You must be set up to access the File Maintenance function associated with this field Bank account ID xxxxxx not found The bank account ID you entered if Payroll is interfaced with Bank Reconciliation is not on file Enter a different ID or use the Inquiry F2 command to look up and select the ID from the list that appears Basic Error nn LINE nnn Program xxxxx A serious error has occurred Write down the information that is displayed and get help from a support technician Cannot define file The Payroll system cannot create the work file it needs for magnetic media production Make sure that enough disk space is available and that the directory you specified exists If the problem persists get help from a support technician Payroll User s Manual A 1 System Messages References Cannot delete during inquiry The functions on the Employee Inquiry menu are read only To delete employee records you must have access to the appropriate File Maintenance functions Cannot delete employee with history Before you can delete an employee record that has quarter to date and or year to date balances in reported earnings or tax withholdings you must change the balances to zero through the Employees function page 10 3 Print W 2s for the employee before you delete the record
301. rint on the report 5 Select the kind of earnings you want to include in the report You can choose to include either gross earnings or taxable earnings 6 Select the level of detail you want to include in the report 7 Select the output device A sample Quarterly Withholding Report that shows gross earnings is at the end of this section After the report is produced the Periodic Processing menu appears 9 20 Payroll User s Manual enuey s 3SN JOJ 8d L3 6 06 03 2000 Builders Supply 11 02 AM Quarterly Withholding Report in Detail For the Quarter Ending 12 31 2000 Gross Earnings Emp ID Employee Name Soc Sec Gross Wages Federal Earnings State MN BOU001 Bourne Linda C 459 30 1099 QTD 30883 82 28969 05 5624 45 00 30883 82 1914 80 30883 82 447 82 30883 82 28969 05 5624 45 00 30883 82 1914 80 MED 30883 82 447 82 Local Total Number of Employees 1 QTD 30883 82 FWH 28969 05 00 OAS 30883 82 MED 30883 82 30883 82 FWH 28969 05 00 OAS 30883 82 MED 30883 82 yoday HbulpjouyM Apowenyo State Total MN Number of Employees QTD 30883 82 FWH 00 OAS MED 30883 82 FWH 00 OAS MED Grand Total Number of Employees 1 QTD 30883 82 FWH 28969 05 00 OAS 30883 82 MED 30883 82 82 FWH 28969 05 00 OAS 30883 82 MED 30883 82 End of Report Buissa9014 IIPOUadg Yodsy Burpjoyy Mm AayenD Quarterly State Unemployment Report The Quarterly State Unemployment Report consists of two parts a detailed w
302. rmation to a different file usually a history file when you post The PACDxxx Checks Deductions file stores the deductions taken for each employee paycheck The PACExxx Checks Earning file stores the earning codes for each employee paycheck The PACHxxx Checks file stores the latest batch of unposted checks that have been prepared for employees Payroll User s Manual Introduction The Payroll System The PATPxxx Transactions Post file stores records that were posted after transactions were entered Records are stored for each earning code deduction code and pieces if you pay employees piece rates Earnings can be split between paychecks if a sequence number is assigned to each transaction The Calculate Checks function creates checks based on the information stored in this file When you post checks this file is cleared The PATRxxx Transactions file stores the detailed records of time tickets and miscellaneous payroll entries you make through the Payroll Transactions function You can view the contents of the file by producing the Time Ticket Journal and the Miscellaneous Deductions Journal The file is cleared when you post transactions The PACWxxx Checks Withholdings file stores the withholdings for each employee paycheck History Files The history files get information as a result of a post The PAEDxxx Employee Deduction History file stores month to date quarter to date and year to date informat
303. roll Reports menu The function screen appears L Tran an Hitos epa a ES Dorward Est Modes Othe Help SF a bh Bo 73 LE border Pick Epkes Fao jan mm ma fem Depot Fam 100 Tha En WE dab fen COS They Pre Firar This Dias Fraga Ta P rk Pani bar Das E Erpa Sura P Deeper wi C Piste F Dala C Empo l poa Coda C Tate 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of departments you want to include in the report Payroll User s Manual 7 11 Transaction History Report Payroll Reports 3 Enter the range of jobs you want to include in the report The Inquiry F2 Inquiry command is available if Payroll is interfaced with Job Cost 4 Enter the range of phases you want to include in the report The Inquiry F2 command is available if Payroll is interfaced with Job Cost 5 Enter the range of dates you want to include in the report 6 Select the amount of information you want to include in the report 7 Select the order in which you want to organize the report 8 Select the output device A sample Transaction History Report is at the end of this section After the report is produced the Payroll Reports menu appears 7 12 Payroll User s Manual enuen s 3SN jjorAed Erz 08 26 2001 Builders Supply 10 30 AM Transaction History Report Detail by Department Employee Name Emp ID H S Date Phase Cost Code Class Rate Pieces Type Code Hours Amount Not
304. rom the Personnel Reports menu The function screen appears i Pesporreel Festes RE ommend Eat Modes Oth Help 24 ha oo 78 IE Aber Erpisei Fea ram 3 Price File Tau 770271 io Cormeen E Superar Fir Lice Label E Tiru Uon Label 3 F Disparirard From i Caz 1 E Filma jen o Coreen E hr Clas Fiara 4 Corrects 3 F Thu fF Port Cda of ath E Prat iy Pont Sa dona F w Ermpleqaea li f r P LaiHara Pont Stak T Saapereissr Pert did eo bigre F T Deier Hasdirya Led ae Le ME HAEE TILI E Lra 1 srecnasl bartar ima asi Fisica Printed A A Lima 3 Caspar HH OAL Taal TOE AA Inquiry 1 Enter the range of employees you want to include in the roster Inquiry 2 Enter the range of supervisors you want to include in the roster Inquiry 3 Enter the range of departments you want to include in the roster EE Inquiry 4 Enter the range of employee classes you want to include in the roster Payroll User s Manual 8 15 Personnel Roster Personnel Reports 5 For each of the three user label fields and the three comment fields check the box or enter Y in text mode to include the field in the roster or uncheck the box or enter N in text mode to exclude the field 6 Select the order in which you want to print the roster 7 Ifyou want the roster to include the employee s date of birth check the box or enter Y in text mode if not uncheck the box or enter N in text mode 8 Ifyou want the roster to
305. ross Wages 8250 00 FED MED Emplye Medicare Net Pay 4826 07 MN SWH MN WH Check Number 0001025 Date 01 31 1999 1 Medical Ins Employee BOU001 Totals 4 750 00 FED FWH Federal WH 1 Medical Ins 7500 00 FED MED Emplye Medicare FED OAS Emplye OASDI MN SWH MN WH 1915169y 10 SIH 49949 06 02 2000 Builders Supply 12 16 AM Check History Register 19 5109y lO SIH 49949 enuen S osn OJ B d Earnings Withholdings Deductions Descriptions Earnings Gross Wages Net Pay P01 Bonus REG Regular Pay TOTALS Witholdings FED FWH Federal WH FED MED Emplye Medicare FED OAS Emplye OASDI MN SWH MN W H Employee Totals Employer Totals Deductions 001 Medical Ins Employee Totals Employer Totals Printed in Detail by Employee ID Incl Net Employer Tax NO NO NO NO Employer Deduction NO suoday JOJ 8 d Detail Leave Report The Detail Leave Report serves as an audit trail of your employees sick and vacation time accruals and earnings It gets the information from the PAH Vxxx Leave Adjustment History file Detail Leave Report Screen Select Detail Leave Report from the Payroll Reports menu The function screen appears Korea Ei Podes Other Help SF ob ba hh 7 OF arka Pick Egg ID Fiar Thea Dpirirer Fiii Thu Lista fon E im fis Pier Posted Uirperisd er Aull Deed FT r Comparg h ORAL Teal TODE AA 1 Enter the range of employees you want to include i
306. rs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode When the process is finished the files are converted Select the output device for the error log After conversion is finished and the error log is produced the Main menu with Payroll added appears Payroll User s Manual 2 11 Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 Payroll User s Manual 3 1 Setup Considerations After you have installed the software for the first time or after you have upgraded the software you must set up the system Follow the setup procedures carefully the choices you make determine how the system will operate To properly set up the Payroll system you need to gather and organize your payroll data You need the following information e your payroll department procedures e payroll records for each employee federal state and local tax publications e the Payroll State Tax Routines media e a chart of accounts for your business e a list of the deductions you use e a list of the other pay types bonuses tips and so on you use Codes and IDs When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize t
307. rsonnel Information One Two Use the Personnel Information function to look at miscellaneous personnel information set up for employees The Personnel Information One screen provides miscellaneous comments degrees a pay change and bonus information The Personnel Information Two screen is user defined the field names are provided by the USRDDxxx table The information displayed on both the screens comes from the PAEPxxx Employee Personnel file and is entered in the Employees function see page 10 3 for an explanation of the fields To add or change this information use the Employees function on the File Maintenance menu Personnel Information Inquiry Screens Select Personnel Information One or Personnel Information Two from the Employee Inquiry menu The appropriate inquiry screen appears parem Haks Di Hep ur 1B Belt E eben Empa PI ares Linda E Cierro Lia gen thee Baand m dress len Mule oby Comparten Cosita 2 essen J Depor B Erdekes of lata Hys Bern dr Disp A vile al Ani A Fares Dezs Ha Pag Change Bonus lead Dar Faia DiRe e Regn cena TI Asn cra 1750 00 ga IHLELTIEH Read Hita 6750 m ca ANITA Ca Peal aoe Esi m cu ThA end Irene Er om 1141241338 Potomac 4150 00 2 0 wW gL H aii H a ee Cos H EA Tea TOGO A Payroll User s Manual 4 11 Personnel Information One Two Employee Inquiry Peron ini le Carew Lic Lisa Eta H Lies Dita OF Lal Is Heder fie Hele Ba
308. rt The 401 k Report displays the deductions and matching codes and amounts for each employee in the selection Use the report to audit employee and employer contributions to employee retirement plans 401 k Report Screen Select 401 k Report from the Payroll Reports menu The function screen appears Comanara a Edi Meden Dia Hale Soyo BR mo 748 Ir Abenden Erp iD hos Purdy ihm fr fro Des Fromm C hara D Tha TM Social er Maries diek Zee l aie Drapes nich Dds 114 Comparg Match Pini fr Piri bos D pimp E brih 7 fue Prei ka ken D December Toses H DEA Ter TiO PE Inquiry 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of departments you want to include in the report Inquiry 3 Enter the deduction code you want to include in the report Inquiry 4 Select the employer matching code to include in the report EEL Payroll User s Manual 7 15 401 k Report Payroll Reports 5 Select the amount of information you want to include in the report month or quarter 6 Select the month s for which you want to print 7 Enter the order in which you want to print the report 8 Select the output device A sample 401 k Report is at the end of this section After the register is produced the Payroll Reports menu appears 7 16 Payroll User s Manual enuen s 3SN JOJ Bd rA A 06 11 2000 9 26 PM BOU001 GER001 JEN001 JON001 LUR001 RO
309. rt before you post expenses to General Ledger At the end of the month you may need to produce the Monthly Withholding Report Every quarter produce the Quarterly Employer s Tax Report the Quarterly Withholding Report the Quarterly State Unemployment Report and the 941 Worksheet At the end of the quarter perform periodic maintenance At the end of the year perform year end maintenance produce W 2s from last year s files and close last year Periodically you should use the Roll Up Leave Balances function unless you want to have a permanent record of employees sick and vacation time Payroll User s Manual Department Report The Department Report is a summary of labor expenses posted to each department It serves as an audit trail of the entries posted to the PADPxxx Department file from the PATRxxx Transactions and PACHxxx Checks files Produce this report at the end of an accounting period to review the accumulated expense amounts before you post labor expenses to General Ledger Department Report Screen Select Department Report from the Periodic Processing menu The function screen appears Dee Est beda the Hep 20 ba Bo 74 See DARE Depetri From fino E Tha iii aj Piri Fieped id Ear C Dea Paga break After Depend FF Comparg hH ORAS Teal TO AA Inquiry 1 Enter the range of departments you want to include in the report 2 Select the order in which you want to print the report Payro
310. rts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently The following suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 Payroll User s Manual Setup Setup Considerations If you use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly Use descriptive IDs For example SALESO1 and MKTGO1 are more descriptive IDs than 000001 and 000002 If you already use a numbered system you might want to stick with it If you want to sort items by a particular attribute name or group put the attribute in the ID For example to organize employees by their last names put the first characters of the last name in the employee ID To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of ANDOO1 and ANDOOS leaves room for thre
311. ry 6 34 Command Gide Modos be Hiei Fan be Bo 7 DE brka Esvploryes E ean 4 Pow To fai Ciad Huni f Tees r Pic hor Fiya Tas Minihi 1 Jam E Cho yes Rab Soe OEE aE LA riad hack ae Me F Select Void Checks from the Payday Work menu The function screen appears Compare H ORG Te TO AA Enter the ID of the employee for which you want to void a check Enter the check number you want to void If Payroll is interfaced with Bank Reconciliation enter the bank account to which the check was posted This field appears only if Payroll is interfaced with Bank Reconciliation The current general ledger period is displayed Press Enter to accept the period that s displayed or enter a different GL period to which you want the resulting journal entries posted If last year files exist in General Ledger select the year to which you want to post Enter the payroll tax month to which you want to post Payroll User s Manual Payday Work Void Checks 7 Tf you want to create a copy of the voided check in the PACHxxx file check the box or enter Y in text mode if not uncheck the box or enter N in text mode 8 The voided check will post to history and General Ledger and Bank Reconciliation if it is interfaced If you want to continue with the void check the box or enter Y in text mode if not uncheck the box or enter N in text mode After the check is deleted an audit log is printed A
312. s For example you set up withholding SWH for the state of Minnesota The withholding has a formula assigned to it and refers to tax table STXMNM In the formula you use the command TABLE 30000 2 RETVAL The system looks at the first column of the tax table until it finds a gradation greater than 30000 It then goes to the line before that one and returns the value found in the second column of that line You can also use variables in table lookups You can for example use a variable calculated in a previous line to find the gradation in a tax table for example TABLE LI002 2 RETVAL You can use only one table lookup for a formula line Use the TABLE2 function to look up information in a tax table that is not arranged gradationally The format for the command is TABLE2 x y RETVAL where x is the row in the tax table and y is the column number RETVAL is a BB command and must be included in a TABLE2 function The tax table the TABLE2 function goes to is specified in the Tax Authority Setup function For example you set up withholding SUI for the state of Minnesota The withholding has a formula assigned to it and refers to tax table SUTMN In the formula you use the command TABLE2 1 2 RETVAL The system returns the value found in the first row and second column of the tax table You can also use variables in table lookups You can for example use a variable calculated in a previous line to specify a location in a tax
313. s D Editing and Adding Deductions Field Description Code If you are appending a deduction press Enter to accept the displayed deduction code or enter a different deduction code Description The description of the deduction code is displayed Hours Press Enter to accept the displayed number of hours worked or enter a different number Amount Press Enter to accept the displayed amount or enter a Gross or Net Emplr Paid different amount for the deduction If the deduction is taken from gross pay Gross Pay is displayed If the deduction is taken from net pay Net Pay is displayed If the deduction is employer paid the box is checked or Yes is displayed in text mode if not the box is unchecked or No is displayed in text mode When you press N at the scroll region command bar the third Manual Checks screen appears Payroll User s Manual Manual Checks Payday Work 6 18 Manual Checks Screen Three Use the third Manual Checks screen to enter and edit withholding and employer liability information for each manual check generated for each employee If you have entered a negative manual check to void a check without using the Void Checks function the system will not calculate negative taxes You must edit this information on Manual Checks screen three Mies Dha Gevel Cormack Hei The withholding types that are displayed depend on the state and local taxes that apply to the employee Command Bar Tab
314. s Enter at the line you want to edit on the Payroll Transactions screen either the earnings or the deductions Edit Transactions window appears The deductions window differs slightly from the earnings window 3 Ed Tancachken E Crarwand ot Mode ha pei rg Bo FE _u a Dss DETE ann Deg En Aj EXECUTIVE ob Mas Thee Po Ho President Payroll User s Manual Daily Work Payroll Transactions i Foi Tike acti Gomera Edd Mecon Dim Hale SE thh Bo 7 OF atan ae Tae ea Det 1 3 GREGUIIVE dab Prove Cod Coe Can Fu U Pmi 3H Kos Made lr Dokaka Codo po i a ec a irri Hast H of dawn TA Field Description Inquiry Tax Group This field appears only if you are editing time ticket transactions Press Enter if you want to use the displayed tax group or enter a different tax group If you use the Maintenance F6 command the Tax Group setup function is temporarily called up Date Press Enter to accept the date that is displayed for the Inquiry Dept Payroll User s Manual transaction or enter a different date The department ID determines the distribution of expenses in General Ledger It also indicates where the hours amount and pieces will be distributed for accumulation in the PADPxxx Department file Salary expense for salaried employees is automatically distributed to the employees departments If you want to distribute expenses to different departments you must enter payroll transactio
315. s Manual File Maintenance Employee Field Pay Periods Year Check Location Earning Code Salary Hourly Rate Payroll User s Manual Description Enter the number of times the employee is paid during the year 1 2 4 12 21 24 26 27 52 or 53 This number is used when taxes are calculated during check calculation Enter the check location for the employee This information is used as a sort option when you print checks Enter the default earning code for the employee The earning code you enter here appears in the earning code field when you enter a time ticket for the employee For a salaried employee this code is used to create the earnings entry when you calculate checks If the employee is paid a salary enter the salary he or she receives each pay period You must enter a salary for salaried employees to ensure correct calculations Enter the employee s hourly pay rate You can override the rate when you enter time tickets The hourly rate is used to calculate pay for hourly employees calculate amounts allocated to other departments for salaried employees put dollar values on sick and vacation time for salaried employees allocate labor expense to a job if Job Cost is interfaced and calculate overtime amounts for nonexempt salaried employees If you change a salaried or an hourly employee s pay rate the following prompt appears Pay Rate has changed Add Change to Pay Change History
316. s Manual 1 45 Introduction Function Keys Used in the Text Menu Most keyboards have a set of function keys usually labeled with the letter F and a number Within the menu commands are assigned to these function keys You can use the commands to work with data entry screens Except for the Command Help Esc the Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help F1 Function Help F2 Favorites Menu F3 Change Company F4 Access Code F4 twice Other Menu F5 Live Sample swap F6 Workstation Date F7 Exit F9 Application Setup Operation Views the list of commands for the menu To close the commands window press any key Displays help information for this function Displays the Favorites menu or changes to the regular menu from the Favorites menu Allows you to switch between companies Displays the Access Code prompt Opens a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu Switches between live and sample data Displays the current workstation date and allows you to change it Exits from OSAS Performs certain application setup tasks For e
317. s base tax base and tax percentages for each state where withholding is required e The SUTssxxx table stores the percentage and earnings limits that are used to calculate employer state unemployment tax e The STSss tables ss represents the state abbreviation store special fields that appear on the Employees Tax Information screen and are required to calculate state withholding The SOTss tables ss represents the state abbreviation are used to calculate other state employee withholdings such as disability insurance Local Tax Tables The LTXssllm table stores the earning base tax base earnings limit and tax percentages for the locality where the withholding is required A Note on Tax Tables The last entry in the first column of a tax table must be 99999999 99 because the Tables function goes to the next higher entry than the amount it is looking for and then goes back one line 10 88 Payroll User s Manual Formula Maintenance Use the Formula Maintenance function to set up and maintain the formulas needed to calculate deductions and withholdings For a detailed explanation of formulas and a list of valid variables functions and operations see appendix C Once a formula has been set up you can also edit it through the Employees Salary Information see page 11 3 Deductions see page 11 17 or Withholdings see page 11 23 functions Changes you make here update the PAFMHDR Formula Definitions and PAFMLIN
318. s multiplied by the total number of pay periods Variable LI002 is then subtracted from the product If the value of LIOOS is less than zero zero is used Otherwise the value of LJ005 is used The table lookup uses LI006 to find the appropriate line of tax table FEDM it then returns the value from column 1 which is LIO07 The table lookup uses LI006 to find the appropriate line of tax table FEDM it then returns the value from column 2 which is LIOO8 The table lookup uses LI006 to find the appropriate line of tax table FEDM it then returns the value from column 3 which is LIO09 LIOO7 is subtracted from LI006 This number is then multiplied by L1009 The product is divided by 100 LI010 is added to LI008 the sum is divided by the number of pay periods LIO11 is added to LIOO3 and the value of EXTRAWH the employee s extra withholdings if any Line LI013 is equal to one of two values If the employees fixed withholding amount is greater than zero it is equal to that number If the employees fixed withholding amount is zero LI013 is equal to the value of LIO12 If the value of LIO13 is less than zero the value of LIO14 is zero Otherwise the value of LIO14 is equal to LIO13 The result of the entire formula is the result of its last line In this case the result is based on a conditional If the number of federal exemptions is 99 the result of the formula is zero if not the result of the formula is equal to LIO14
319. s of information Be sure that you have a copy of the Department Report Post Expense to GL Screen Select Post Expense to GL from the Periodic Processing menu The function screen appears L Pos Expenia ta GL al E Toward Edt Mocs Othe Hele Sto hh oe 7 DE arka Have you beached ue pre dela len ES Foc ta Bl Peed E Poot Ta E fa Poot le Genara Lody lr i fuma i Daal Comparg bi ORAS Teal TODS AA 9 8 Payroll User s Manual Periodic Processing Post Expense to GL 1 Ifyou have backed up your data files check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you have not backed up your files exit to the menu and do so before continuing 2 Enter the GL period to which you want to post expenses 1 13 3 If last year General Ledger files exist and Payroll is interfaced to General Ledger select the fiscal year to which you want to post 4 Select the output device for the posting log A sample posting log is at the end of this section After posting is completed and the log has been produced the Periodic Processing menu appears Payroll User s Manual 9 9 Post Expense to GL Periodic Processing Post Expense to GL Log 9 10 06 03 2000 10 55 AM Posted to Period 6 Department Description Overtime Pay Regular Pay Emplyr Medicare Emplyr OASDI Unemp Ins MN Unemp Ins Salaried Wage Emplyr Medicare Emplyr OASDI MN Unemp Ins Overtime
320. s to calculate and or enter produce and post checks The system can automatically calculate an employee s pay for example if the employee is salaried or you can manually enter checks for example if the employee is paid according to how many pieces he or she produced You can also void checks adjust vacation and sick hours accruals and produce several reports Reports Payroll offers two categories of reports Payroll Reports and Personnel Reports Both types summarize information from files The Payroll Reports show information primarily from the history files The Personnel Reports show information from the employee files Use the Reports functions as often as necessary to produce summarized information about transactions tax information employees statuses and salary history 1 6 Payroll User s Manual Introduction The Payroll System Periodic Processing After doing daily work and producing reports you can use the Periodic Processing functions to produce monthly quarterly and annual reports for federal state and local tax authorities You can also produce a worksheet that helps you fill out the 941 form and you can produce employee W 2s Finally you can close last year s files in preparation for the new year Master File Lists Information that you enter in the File Maintenance functions is kept in major files Use the Master File Lists functions to produce the contents of the files details about emplo
321. sample audit log is at the end of this section After the audit log is produced the Payday Work menu appears Payroll User s Manual 6 35 Void Checks Payday Work Void Checks Audit Log 08 19 2001 Builders Supply PAGE 3 16 PM Description GL Account i Credit Medical Ins 535000 Dental Ins 535000 United Way 204000 Credit Union 999900 401K 205000 Stock Plan 205000 Emplyr FICA 203200 Emplyr FICA 203200 Federal WH 203000 Emplye FICA 203200 Emplye FICA 203200 MN W H 203400 Net Cash Entry 100000 Hold Acct Salaried Wage NONE 7 500 00 Emplyr FICA 530000 108 75 530000 GL Balance 8 073 75 Posted to Bank Account 00 End of Report 6 36 Payroll User s Manual Check Register The Check Register is a record of the checks issued for an employee group and pay period It is like the Edit Register except that it contains the number of the check that was printed for each employee and it is sorted and subtotaled by department Check Register Screen Select Check Register from the Payday Work menu The function screen appears Dorah Gat bien Qt Hele 206000 74 DE tardor Papiol Hurak nen Dhi a Goon Dee 123 Pascal End 00 002000 Cua on Cheech 12400 40018 Peed TZ Pant argizaia and deducion inkarsaten fr Fini Aegis de Pan By wr E sam E e r Dei 7 Erpse D C Sequence Fo C et Ma Compare H OA Te TODE AA The payroll number quarter group code period end date on checks and GL perio
322. se divisions each department ID must begin with the two character division ID If you do not use divisions department IDs must be at least three characters long Payroll Information 3 18 Payroll Information includes state unemployment reports and the company address This information is essential to the Payroll system and must be set up before you can begin processing It is stored in the PAINxxx Payroll Information file Payroll User s Manual Setup Setup Functions State Unemployment Reports Most states that collect unemployment taxes require a quarterly report that lists employee names wages earned and weeks or hours worked Use the Payroll Information function see page 10 57 to set up your state unemployment reports for the states where you pay unemployment taxes The Payroll system credits employees for the full number of weeks they worked in pay periods they receive pay The system looks at the Weeks Worked Limit field in the SWH record in the PAWIxxx Withholdings file for the minimum number of hours worked to be credited for one week of work Consult the state tax authorities about the appropriate method for determining weeks worked in your state and adjust the Weeks Worked field in the Employee History function as necessary before printing the report Company Address Use the Payroll Information function to establish or change the company address Employer Bank Information Use the Payroll Information function t
323. ser s Manual 12 3 12 7 12 11 12 15 12 17 12 19 12 21 12 25 12 1 Employee Detail List The Employee Detail List shows the information that is on file for each employee from basic personal data to quarter to date and year to date earnings and deductions The information in the list comes from the PAEGxxx Employee General Information PADExxx Employee Deductions and PAESxxx Employee Federal State Local Withholdings files If you print history the following additional files are used PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History Employee Detail List Screen Select Employee Detail List from the Master File Lists menu The function screen appears Korean Edi Wick Other Help gt tf hh Bo 74 DE Areka Erslogss ID Fira EN 3 The PERO fot Bp a Erica IL 0 Lai Hams D Porin panai Miras Darii Prt D Acia ill ripleyens fink 7 Terran miope Dirk Both Price Hagia r Caspar hH OR Tarna TO CA 1 Enter the range of employees you want to include in the list Payroll User s Manual 12 3 Employee Detail List Master File Lists 2 Select the order in which you want to organize the list 3 Select the information you want to include in the list You can include active employees terminated employees or both 4 Ifyou want the list to include employee history check the box or ente
324. sted by line 4 see instructions Taxable social security wages 106177 65 X 12 40 124 Taxable social security tips 00 X 12 40 124 Taxable Medicare wages andtips 2 2 106177 65 X 2 90 029 Total social security and Medicare taxes add lines 6a 6b and 7 Check here if wages are not subject to social security and or Medicare tax Adjustment of social security and Medicare taxes see instructions for required explanation Sick Pay 100 00 Fractions of Cents 00 Other 00 Adjusted total of social security and Medicare taxes line 8 as adjusted by line 9 see instructions Total taxes add lines 5 and 10 Tike fin Su et SE gt Cs Advance earned income credit EIC payments made to employees if any D of Schedule B Form 941 Total deposits for quarter including overpayment applied from a prior quarter Balance Due subtract line 14 from line 13 Pay to Internal Revenue Service Over payment if line 14 is more than line 13 enter excess here 00 and check if to be Applied to next return OR Refunded Net Taxes subtract line 12 from line 11 This should equal line 17 column d below or line 103662 7041 12 1994S110M Lb6 Buissa9014 IIPOUOA 199YSUOM LYE W 2 Forms You can print W 2 forms after you have processed the payrolls for the year but before you do year end maintenance You can also print W 2 Forms from the last
325. stments screen Select Leave Adjustments from the File Maintenance menu The function screen appears A Lewes Adern a ES Commas Edi Mees Cima Haie ex SR Bo Te seen Espias ID Mama da Lai Hara LETEN Fav Haren Linda Kiddie ns E ie a Cure Eseo ll domi Ta Heg Lewd Macao TERIDO Sek wR Compa H DEMAS Tea TODO WA 1 Enter the ID of the employee The employee s name appears 2 Enter the leave type you want to adjust sick or vacation 3 Enter a description for the adjustment For example you may want a reason for the adjustment in the file Payroll User s Manual 10 49 Leave Adjustments File Maintenance 4 Enter the date you make the adjustment Inquiry 5 Enter an earning code with an earning type of V for vacation or S for sick gt 6 Enter the amount of the adjustment using a sign to add hours and a sign to subtract hours When you save the adjustment the cursor returns to the Earning Code field Enter another earning code or exit to the File Maintenance menu 10 50 Payroll User s Manual Departments Use the Departments function to add department and division records during installation and when new departments are created change descriptive data about departments and divisions that are in the file track pieces and hours worked and delete department and division records you no longer use Department information is stored in the PADPxxx Department file
326. story file stores a record of the withholdings associated with each check you disburse for payroll expenses Check records and the withholdings associated with them are deleted through the Periodic Maintenance function The PATHxxx Transaction History file stores the time tickets and miscellaneous payroll entries you make through the Payroll Transactions function Transaction history is deleted through the Periodic Maintenance function The PAHVxxx Leave Adjustment History file stores the positive and negative adjustments you make to an employee s sick and vacation pay File Interaction Daily Payday and Periodic Work Once your Payroll system is set up nearly all the new data in the system comes through the PATRxxx file This file stores the detailed records of each transaction entry To view the contents of the file produce the Time Ticket Journal and the Miscellaneous Deductions Journal Periodically you post detailed information from the PATRxxx file to the PATHxxx PATPxxx and PADPxxx files After the information is posted the system prints the totals for the earning codes the grand totals of all hours and wages the totals for deductions and one time contributions and the grand totals of all deductions Payroll User s Manual Introduction The Payroll System How often you post this information is up to you but you must post it before you can calculate payroll checks After the information is posted the data fr
327. t Personnel Reports 5 For each of the three user label fields and the three comment fields check the box or enter Y in text mode to include the field in the roster or uncheck the box or enter N in text mode to exclude the field 6 Select the type of degree you want to include in the report 7 Select the order in which you want to print the report 8 Select the output device A sample Education Report is at the end of this section After the report is produced the Personnel Reports menu appears 8 20 Payroll User s Manual enuey s 3SN JOJ Bd Lc 8 04 14 2001 Builders Supply 1 25 PM Education Report By Last Name Emp ID Employee Name Dept ID D O H Degree Description BOU001 Bourne Linda C 01 09 1988 BSCE Bachelors Computer Ins Coverage Family Blue Cross User Label 2 User Label 3 Comments 1 An excellent worker rarely misses a shift Comments 2 Comments 3 GER001 Gerard Timothy G 01 23 1982 Ins Coverage Family Blue Cross User Label 2 User Label 3 Comments 1 Needs to push salespeople a little more Comments 2 Comments 3 JON001 Jonchim Maria K 03 30 1988 Ins Coverage None User Label 2 User Label 3 Comments 1 Disciplined for poor work performance on 2 21 94 Has Comments 2 greatly improved attitude Comments 3 End of Report Math Cert Office Studies yoday uoleonpy suoday jeuuosidd yodey uoneonpy Key Date Report Use the Key Date Report function to produce
328. t Tax Groups from the Codes Maintenance menu The function screen appears Lar Bin Uther Gomile Help x of LE mo 78 aiia Te nep Dim J z Pro batero iu en Lia au Compara H E Terra TODO IMS 1 Enter the ID of the tax group you want to add or change For the selected tax group ID a description appears If you are entering a new tax group enter a description Payroll User s Manual 11 27 Tax Groups Codes Maintenance Command Bar Append Delete Tax Group Tax Group To add a line item press A Then see the Append Tax Groups Screen below Press D to delete the selected Tax Group Press T to change the Tax Group you want to work with Append Tax Groups Screen omic Ei Medes Dha Hol Se bh Bh 7e Gf Abend n Sum EB Lescali El Ye Dota LE CE Fr F rapiat Field Description State Enter the state for the employee s withholding code Locality Enter the local withholding code if any for the employee Withholding Code Enter the withholding code needed for the employee Press Proceed OK save your entries and to redisplay the Tax Groups screen When you are finished entering and editing deductions use the Exit F7 command to return to the Codes Maintenance menu 11 28 Payroll User s Manual Master File Lists Employee Detail List Employee Labels Formulas List Department List Payroll Information List Recurring Time Ticket List Recurring Deductions List Tables List Payroll U
329. t field on the screen or to the first field after the key field The entries and changes you made are erased F6 Maintenance Go directly to the appropriate File Maintenance function to update information about the field you are in if the Maint flag appears at the bottom of the screen F7 Exit Exit from a screen or a window and disregard everything you entered F8 List Send the contents of the screen to a printer or a text file Shift F1 Online Doc Opens your PDF file viewer to display the documentation for your particular application Shift F2 Information Open an Information menu Each selection on the menu is an information window that you can access if the Info flag appears at the bottom of the screen Each window contains a category of information about the field you are in 1 48 Payroll User s Manual Introduction Key PgUp Start over PgDn Proceed Tab Jump Enter or Down Up Ctrl V Verification on off Ctrl G Bell on off Ctrl F Quick on off Ctrl O Show function keys Payroll User s Manual OSAS Text Operation Move the cursor back to the first field on the screen or to the first field after the key field without erasing entries you made Approve the data on the screen change the file accordingly and proceed to the next spot field or screen Move the cursor to the next block of data on the screen or to the next field that requires an entry Move the cursor to the next fiel
330. t to include in the list 6 Ifyou want the list to include withholding codes check the box or enter Y in text mode if not uncheck the box or enter N in text mode 7 Ifyou want each code to begin on a new page check the box or enter Y in text mode if not uncheck the box or enter N in text mode 8 Select the output device A sample Tax Authorities List is at the end of this section After the list is produced the Master Codes Lists menu appears 13 6 Payroll User s Manual enuen s 3SN JOJ 8d zer 09 16 2001 1 13 PM End of Report Federal Withholdings Minneapolis Builders Supply Tax Authorities List Employee Tax Information Code Formula PFED_FWH RTN PFED_OAS RIN PFED_MED RTN PFED_EIC RIN PMNO1LO1 RTN Employer Tax Information Code Formula EOA PFED_EOA RTN FICA EME PFED_EME RTN FICA FUT PFED_FUT RIN FUTA ISI SONHOYINY xeL 1517 SePOD Jalseyy 1517 SONUOYINY XeL Earning Codes List The Earning Codes List shows the earning codes and descriptions stored in the PAECxxx Earning Codes file You set up earning codes in the Earning Codes function Use the list as a reference or to check your entries Earning Codes List Screen Select Earning Codes List from the Master Codes Lists menu The function screen appears i Cardy Coda Lis Comardi Edt baden Ha Ep 2 tA BD 7 k kardin Ped Esmieg ede Fi OEL Tiru i fori lp a Carra Coda C Earra
331. temporarily called up If you are entering a time ticket press Enter if the employee worked the number of hours displayed or enter a different number of hours If you are entering a deduction transaction enter the number of hours to use in calculating the deduction if necessary Press Enter to accept the employee s pay rate that is displayed from the PAEGxxx file or enter a different pay rate for the time ticket The rate will change depending on the earning code entered and the Multiplier and Add to Base fields for that earning code If you are entering a time ticket the amount calculated for the time ticket is displayed To change this figure you must change the earning code rate of pay or number of hours worked If you are entering a deduction transaction enter the amount of the deduction 5 9 Payroll Transactions Daily Work Field Description Pieces If the employee did piece work the number of pieces he or she produced is displayed Press Enter to accept it or enter a different number The Payroll system does not use piece information to calculate pay but piece data can be distributed to and accumulated by department In addition if Payroll is interfaced with Job Cost you can post period year and job to date pieces to the JOBSxxx file When you use the Proceed OK command to save the information the Payroll Transactions screen reappears Adding a Transaction When you press A on the Payroll
332. tenance Close Last Year Backing up Programs Once a month or so back up your programs Even though these files do not change diskettes can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Backup Media Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup media keeping one set off site Use Resource Manager Use the Backup function on the Resource Manager Data File Maintenance menu to back up files 3 28 Payroll User s Manual Setup Setup Functions You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Payroll User s Manual 3 29 Employee Inquiry General Information 4 3 Salary Information 4 5 Tax Information 4 7 Personnel Information One Two 4 11 Employee History 4 13 Time Ticket History 4 21 Check History 4 23 Payroll User s Manual 4 1 Employee Inquiry 4 2 Introduction Use the functions in this chapter to look at information about employees You cannot use Employee Inquiry functions to add or change information If you want to add or change employee information
333. tency Open Systems Inc 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com Contents Introduction Welcome to OSAS 1 3 The Payroll System 1 5 Conventions 1 17 OSAS Graphical 1 21 OSAS Text 1 43 Reports 1 55 Installation and Conversion Installation 2 3 Conversion 2 5 Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 Employee Inquiry General Information 4 3 Salary Information 4 5 Tax Information 4 7 Personnel Information One Two 4 11 Employee History 4 13 Time Ticket History 4 21 Check History 4 23 Daily Work Payroll Transactions 5 3 Time Ticket Journal 5 19 Payroll User s Manual Miscellaneous Deductions Journal 5 23 Copy Recurring Entries 5 27 Post Transactions 5 31 Payday Work Calculate Checks 6 3 Manual Checks 6 9 Edit Register 6 21 Accrual Adjustments 6 25 Vacation and Sick Leave Report 6 27 Print Checks 6 29 Void Checks 6 33 Check Register 6 37 Paycheck Received Report 6 41 Withholding Report 6 45 Employer s Tax Report 6 49 Employer s Liability Report 6 53 Pay Period Deduction Report 6 57 Employer Department Expense Report 6 61 Post Checks 6 63 Payroll Reports Earnings and Deductions Report 7 3 Sick Leave and Vacation Report 7 7 Transaction History Report 7 11 401 k Report 7 15 Check History
334. ter Totals window are for viewing only and reflect quarters rather than months For a description of the fields in this window see Editing a Line Item above Payroll User s Manual 10 31 Employee History File Maintenance Employee Earnings History Screen 10 32 Use the Employee Earnings History screen to add or edit earnings information for your employees The Employee Earnings History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only The earnings history information on both screens is updated when you post checks Month Totals When you enter the Employee Earnings History screen the Month Totals window appears l Feqplgeer Error Hosen em 3 O a FT HEN INS NN AN ETT EIER INMI BERN BER BETT 1 m E LITE I IE me mwm o m Gea Pag WE Ll WETH Tamisa Erbin Arte Lua Dog sede one Degen Ghost Compases H ETL Tea TOD OWA BB E E t E E iie perae Command Bar Tab Amounts Enter edit Append Next page Previous page Goto Total gross and net pay Delete Line Change quarter Quarter totals Payroll User s Manual File Maintenance Employee History To move the prompt between the Earning Hours and Earning Amounts portions of the Month Totals window press the Tab key To edit a line item press Enter To add a line item press A Line items in both the Earning Hours and Earni
335. that are not included in net pay Total gross earnings including all earnings Total hours worked Total employee local withholdings Minimum wage Payroll User s Manual References About Formulas Variable PAYPERIODS PERIODCODE REGHRS STATEWITH TAXEARN TIPS TOTEARN UNCOLMED UNCOLOASDI YTDEARNINGS YTDFICATIPS YTDTIPS YTDWITHHOLDINGS Description Total pay periods for the year taken from the PAEGxxx file Current deduction run code for the group code the current employee is in Regular hours worked not including sick and vacation hours Total employee state withholdings Taxable earnings per tax authority total earnings minus all exclusions Tips accumulated for the employee Total earnings Year to date uncollected Medicare Year to date uncollected OASDI Year to date earnings for the withholding Year to date FICA tips used in employee OASDI to figure FICA tips Year to date tips deemed as wages used in employer OASDI adjustments Year to date withholdings for the withholding 1 For Gross ADJERN is set to the same amont as GRANDTOTGROSS minus any earning code exclusions that may exist for that deduction For Net ADJERN is set to GRANDTOTEARN Then DEDUCTIONTOT FEDWITH STATEWITH and LOCALWITH are subtracted to account for all withholdings up to that point So if you have two net pay deductions the first one is calculated and that amount is added to DEDUCTI
336. that were issued will not be reflected in the payroll totals or in the general ledger balances To verify checks that have been calculated print the Check Register 6 4 Payroll User s Manual Payday Work Calculate Checks If you do not want to calculate checks select No or enter N in text mode to exit to the Payday Work menu If you want to calculate checks again erasing the checks that are on file select Yes or enter Y in text mode Field Payroll Number Quarter Group Code 0 9 Period End Date on Checks GL Period 1 13 Grp Payroll User s Manual Description The payroll number is displayed from the PACTLxxx table The quarter is displayed from the PACTLxxx table The codes you enter determine which employees will be paid The codes are compared to the group code for each employee in the PAEGxxx Employee General Information file You cannot add a check for an employee who is not in an included group code If you elect to include salary wages in this check run salaried employees with the group code you enter will be paid their salary amount less deductions and taxes Hourly employees with the group code you enter will be paid according to the earnings accumulated in the PATPxxx file from transactions entered less deductions and taxes Enter the date the pay period ends The system uses this date and the period beginning date you enter for each group code and checks each employee s start
337. the text favorites menu see page 1 45 1 20 Payroll User s Manual OSAS Graphical In a Windows environment you can choose from two types of graphical style menus The standard Graphical menu features application selections that resemble many Windows functions The Start style menu is named because of its functional resemblance to the Start menu in Windows 95 98 NT and 2000 Both graphical menus provide pull down menus convenient tool buttons and easy access to your installed applications and their functions using either the mouse or keyboard The two graphical menus provide you with a visual choice in your interaction with OSAS and your data When you select an application in either graphical OSAS menu the application s main menu presenting several related functions is displayed beside the OSAS menu Selecting a function leads you to either a function screen or another menu Several commands are available within the menu to perform various tasks such as changing the system date entering access codes switching between sample data and live data and so on You can perform these menu commands in these ways if a button or pull down menu selection is muted or gray it is not available for use e click the appropriate graphical tool button e select the command from a pull down menu e press the associated keyboard hot key If you use the graphical menu you can select application menus and functions by clicking the function
338. the Codes Maintenance menu Payroll User s Manual 11 21 co LL jenueyy s 3SN OJ B d 06 26 2001 10 58 AM Employee BOU001 GEROO1 End of Report Builders Supply Copy Deductions Log Deduction Code Period Codes Balance 001 NNNNN 001 NNNNN 607 suononpeg Ados suoljonpeq soueualUuleyy SOPOD Withholdings Use the Withholdings function to set up and maintain federal state and local withholding tax information for employees You can exclude particular deductions and earning codes from withholding and you can maintain formulas from within the Withholdings function Changes you make here update the PAWIxxx Withholdings and PAW Xxxx Withholding Exclusion files Withholdings Screen Select Withholdings from the Codes Maintenance menu The function screen appears 2 Wiihhnlcregje EE Ecawandi Podes gha Gare Cara Hen x bf Bo 7 Tar deathly Fa Gree TalrE arg Cines Formula CompargH GETS Tana TODO CRAP Field Description Inquiry Tax Authority Enter F to work with federal withholdings S to work with state withholdings or L to work with local withholdings Payroll User s Manual 11 23 Withholdings Codes Maintenance Field Description State Code This field is active only if you entered S or L in the Tax Authority field The state code must be defined in the Tax Authority Setup function see page 11 5 before you set up the state locality withholding Enter the co
339. the FICA Tips field for government reporting An earning code of type F also has special meaning Fringe to the system Any earning code of type F that an employee receives throughout the year is accumulated and printed as fringe on an employee s W 2 form Earning codes of type V or S are used to determine the amount of vacation and sick time taken throughout the year Any earning codes that use a user defined type are treated as regular pay using the Multiplier and Add to Base fields to determine pay Enter the number of the general ledger account the earning code is posted to The Maintenance F6 and Inquiry F2 commands are available if Payroll is interfaced with General Ledger The GL account is debited when you post checks for the earning code you selected That account is credited in the department when you post expense to GL 11 11 Earning Codes Codes Maintenance Field Description Multiplier The number you enter in this field will be multiplied with the employee s base hourly pay rate For example you enter an earning code with a multiplier of 1 2500 Then you enter a time ticket for an employee whose base hourly pay rate is 10 per hour and you use the aforementioned earning code The employee s pay rate will be 12 50 per hour You must enter a value in this field If you do not want the multiplier to modify the employee s base hourly pay enter 1 Add to Base The number you enter in this field will
340. the Inquiry F2 command to select the code This command appears only if there is more than one screen of items 10 46 Payroll User s Manual File Maintenance Employee History To view the month totals and quarter to date totals side by side press M Then see Month totals above The numbers in the Quarter Totals window are for viewing only and reflect quarters rather than months Audit Log The preferred way to change a field on a history screen is to enter a payroll transaction or a manual check and then post the item If you manually change a history field and then exit from the screen the following message appears An Employee Maintenance Audit Log exists You must print it or send it to a file before you leave this function Select the output device A sample Employee History Audit Log is at the end of this section After the log is produced the File Maintenance menu appears Payroll User s Manual 10 47 8r 0l enuen s osn OJ B d 08 26 2001 10 17 AM Employee BOU001 October Weeks Worked was changed from 4 34 to End of Report 2 34 Builders Supply Employee History Audit Log 607 upny A oys y 99Ao dwug AJO SIH es o duy saueusjuleyy 9 14 Leave Adjustments Use the Leave Adjustments function to make positive and negative adjustments to an employee s sick and vacation pay Any changes you make here will update the PAHVxxx Payroll Leave Adjustment History file Leave Adju
341. the employer s net pay nor are these other pay types posted to department expense accounts Only the types of other pay that are included in net pay are posted e When you post expenses to General Ledger gross pay is distributed to the appropriate departmental expense accounts Payroll User s Manual 6 65 Post Checks Payday Work Before You Post If you have a multiuser system make sure that no one else is using the Payroll system You cannot post if someone else is using the Payroll functions In addition if Payroll is interfaced with General Ledger make sure that no one else is accessing the GLJRxxx file Back up your data files Power surges or equipment failures can result in the loss of information Post Checks Screen Select Post Checks from the Payday Work menu The function screen appears L Pos Checks E ormrandi Fae Modes Othe Help ra ba Bo 74 DE Abarat Pagal Fanta nen Duato 4 ip Code 121 Pad End UEP OEE Li Date an Checks 120 2000 GL Paing 12 Ea nm ha pou have beter up vour daia ban baisa pondre E a Parto Fesall Tan Mor TE June Post Manual checks o Tess Ther eben F Caspar bi OAL Taal TODE AA The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function 6 66 Payroll User s Manual Payday Work Post Checks P 1 Enter the bank account on which you these checks
342. the hour and minute the employee punched in Enter hours in military format For example if the employee started work at 5 00 P M enter 17 and 00 For each day of the week enter the hour and minute the employee punched out Enter hours in military format For example if the employee finished work at 5 00 P M enter 17 and 00 The time elapsed between the time in and the previous time out is displayed No number is displayed in the first Last Out field Enter hours or minutes adjustments for each day For example if an employee worked after punching out you can compensate for that here The total number of hours and minutes for each time in time out and adjustment if any are displayed for the employee The total number of regular hours the employee worked for the week is displayed The total number of overtime hours the employee worked for the week is displayed depending on how the TCALCxxx table is set up If overtime has been calculated you must enter the overtime codes on the Enter Transactions screen When you save your entries the Enter Transactions screen reappears with the updated hours information Payroll User s Manual 5 15 Payroll Transactions Daily Work Viewing Totals When you press T on the Payroll Transactions screen the Employee Transaction Totals window appears I Emplapee laa Dale Passa Eater lo rinse Fisih The posted unposted and total hours and pay are displayed for ea
343. the information on the screen Since this command can delete an entire record use it with caution Move the cursor to the next block of data on the screen or to the next field that requires an entry Exit from a screen or a window and disregard everything you entered 1 33 OSAS Graphical Introduction 1 34 Edit Menu Corean Et Hades Dre Hee rn Comp AFS TXO om 19 Lindo Cia Selection Key Copy Shift F9 Paste Shift F10 Undo Ctrl Z Modes Menu Corsands di Modes Gehan Het go ap RE a u Wata Palos Operations Copy the contents of the current field Paste the value you copied from a previous field into the current field Restore the contents of the current field from before you made changes to it Check the options you want to use Selection Key Verify Exit Bell Quick Verify PgDown Operations If verification is turned on you must press a key twice to verify that you want to perform exit or abandon operations If the bell is turned on it sounds at an error or when you must verify a command If this option is turned off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry in certain application functions turn the option on If verification is turned on you must press the PgDn key twice to proceed to the next screen or to save your entries Payroll User s Manual Introduction OSAS Graphical Other
344. the next screen you selected to work with press N To return to the previous screen you selected press P Changes you make are saved and take effect immediately To go to a particular line item press G and then enter the earning code or use the Inquiry F2 command to select the earning code This command appears only if there is more than one screen of items To view the month totals and quarter to date totals side by side press M Then see Month Totals above Payroll User s Manual 10 37 Employee History File Maintenance The numbers in the Quarter Totals window are for viewing only and reflect quarters rather than months Employee Federal Tax History Screen Use the Employee Federal Tax History screen to add or edit federal tax earnings and tax amount information for your employees The Employee Federal Tax History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only The federal earnings and tax amounts are updated when you post checks Month Totals When you enter the Employee Federal Tax History screen the Month Totals window appears Fepinper Frika Doa Herida al El Carma Modos Cha God Cora phe ra Blan d or baren a BODA Bowen Lerida rea Ba ESTE OO IEA EIC S E fe ce IE IE E men rm ol acd m mm mm u ae 10 38 Payroll User s Manual File Maintenance Employee History
345. thholding description State The state the employee pays taxes in is displayed If the employee is subject to locality taxes that locality is displayed The code for the withholding type is displayed Payroll User s Manual Employee Inquiry Check History Field Description Description The description for the Code is displayed Txbl Earn The amount of income subject to the withholding type is displayed Amount The calculated amount of tax is displayed Use the commands on the Check History Withholdings screen to perform the function you want and to find the information you need Tab Liability Earnings dedUctions Done Goto Press the Tab key to toggle between the Employee Withholdings area and the Employer Liability area Press E to view the Check History Earnings screen see Check History Earnings Screen above Press U to view the deductions for the selected entry The Check History Deductions screen will appear see Check History Deductions Screen above Press D to return to the Check History Inquiry screen Press G to go to a specific withholdings code Payroll User s Manual 4 29 Daily Work Payroll Transactions Time Ticket Journal Miscellaneous Deductions Journal Copy Recurring Entries Post Transactions Payroll User s Manual 9 3 5 17 5 21 5 25 5 29 5 1 Payroll Transactions Use the Payroll Transactions function to enter change or delete the number of hours each employe
346. tributions information for your employees The Employee Local Tax History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only The local earnings and tax amounts are updated when you post checks Month Totals When you enter the Employee Local Tax History screen this window appears Laminas Medes Dba God Covered Hole 2x0 kgl BD TE Evo El AUDI Hei Lila C E Payroll User s Manual File Maintenance Employee History Command Bar Tab Tax Amount Enter edit Append Next page Previous page Goto Change quarter Quarter totals To move the prompt between the Earnings and Tax Amount portions of the Month Totals window press the Tab key To edit a line item press Enter To add a line item press A Once you enter a state and locality you cannot change the state code that withholding is for If you need to enter a different state and locality press A Line items in both the Earnings and Tax Amount portions of the screen are identified by state locality and local tax authority codes Local tax authority codes are set up in the Tax Authority Setup function When you add or edit earnings information you can enter amounts for three months each field s mask is user defined When you add or edit earnings information you can enter amounts for three months each field s mask is user defined The quarter totals and year to date totals
347. tton 1 27 1 32 Change Company function key 1 46 Change Fields sample log 10 99 screen 10 95 Change Menu Style function key 1 25 1 47 change to from Favorites tool button 1 28 1 30 change to from Favorites Menu function key 1 24 1 46 changing calculated checks 6 11 earning information 10 25 employee record 3 20 10 3 employee s pay rate 10 11 factors 10 16 manual checks 6 11 scheduled deductions 10 14 tables 10 74 withholding information 10 25 changing companies graphical menus 1 30 text menu 1 46 check 3 18 alignment 3 9 calculation 6 3 forms 3 11 history 3 11 3 22 3 23 7 19 7 27 printing 3 19 recalculating B 4 voiding 3 11 B 3 Check History Register 3 11 7 19 sample 7 22 Check Register function 6 37 sample 6 39 Checks Log printing 6 30 sample 6 32 Circular E 10 19 10 29 click defined 1 17 Close Last Year function 9 55 Payroll User s Manual codes establishing a format 3 4 setting up 3 3 sorting 3 3 Codes Maintenance 1 5 Command Help 1 46 closing window 1 46 pull down menu command 1 36 Command help 1 48 closing window 1 48 commands graphical functions 1 31 graphical menus 1 24 in field editing 1 40 1 50 OK 1 19 Proceed 1 19 report 1 53 scroll region 1 54 commission 11 13 companies changing 1 30 1 46 company access codes for 3 27 deductions setting up 3 7 Company Address 3 19 10 57 10 60 company parameter 1 19 company speci
348. u want to include in the report 3 Enter the month number 1 to 12 for which you want to print the report Payroll User s Manual 9 11 Monthly Withholding Report Periodic Processing 4 Press Enter to use the month ending date that is displayed or enter the last day of the month for which you are producing the report You cannot enter a date that is after the last day of the current month which is displayed 5 Select the kind of earnings you want to include in the report You can choose either gross earnings or taxable earnings 6 Select the level of detail you want to include in the report 7 Select the output device A sample Monthly Withholding Report that shows gross earnings is at the end of this section After the report is produced the Periodic Processing menu appears 9 12 Payroll User s Manual 06 03 2000 Builders Supply 10 56 AM Monthly Withholding Report in Detail For the Month Ending 01 31 2000 Gross Earnings Emp ID Employee Name Soc Sec Gross Wages Federal enuey S 198sf JOJ Bd E16 State MN BOU001 Bourne Linda C MID 00 00 00 00 GEROO1 Gerard Timothy G MTD 00 00 00 00 Local Total Number of Employees MTD 00 00 00 00 State Total MN Number of Employees MTD 00 00 00 00 Grand Total Number of Employees MTD 00 00 MED FWH OAS MED FWH OAS MED FWH OAS MED FWH OAS MED FWH OAS Earnings 459 30 1099 00 00 00
349. uctions is displayed Displays whether the amount is deducted before taxes gross or after taxes net If the box is flagged the deduction is paid by the employer for example a 401k matching amount Use the commands on the Check History Deductions screen to perform the function you want and to find the information you need Done Earnings Withholdings Press D to return to the Check History Inquiry screen Press E to view the earnings for the selected entry The Check History Earnings screen will appear see Check History Earnings Screen above Press W to view the withholdings for the selected entry The Check History Withholdings screen will appear see Check History Withholdings Screen below Press G to go to a specific deduction code Payroll User s Manual 4 27 Check History Employee Inquiry Check History Withholdings Screen 4 28 Locality Code When you press W on the Check History screen the Check History Withholdings screen appears Corman Medex Oi Go Commack jala PrE tA mm Te a Erpina D BOLH Brass Lisia C Empis ing mp E toe 0 Compe H ORAL Teena TOGO vA Two areas are displayed Employee Withholdings and Employer Liability The Employee Withholdings area displays information for the amount of taxes the employee is liable for The Employer Withholdings area displays the taxes for which the employer is liable Field Description Type Displays the tax wi
350. unctions Setup 3 10 Options and Interfaces Screen Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears The name of the company you are working with is displayed Specify whether the Options table is shared or owned See the Resource Manager User s Manual for information about Options tables Then enter PA as the application ID The Payroll Options screen appears i Pap Open ME a Domai jie jim ooa je 2 nm mo 74 DE terior pri Woke x EE E Post Voted Check ta a Mg igs tai dota of are Tan Include va aon hows la seen calcul Print shapka ga bari aeg on Los borne Pot Era Tetris Dede bis Ar a Wav eat Depa trend Gr n OO ot O14 j Coates Toggle Tear ae Empar H FA Termal FE One Enter toggle Write To toggle an option for example between YES and NO press Enter When you finish setting options press W to save your entries Then exit to the Options and Interfaces screen Select another application whose options you want to change or exit to the Resource Manager Company Setup menu Payroll User s Manual Setup Setup Functions Toggle to YES or NO to indicate whether or not you want to interface Payroll with General Ledger Job Cost and Bank Reconciliation The interface options work independently of each other You can respond to them with any combination of settings Toggle to YES or NO to indicate whether
351. utomatically saved Payroll User s Manual 6 19 Edit Register The Edit Register shows the earnings and deductions for the checks you calculated Before you print the checks produce the Edit Register to check the wages earned by hourly and salaried employees and the taxes and deductions You can produce the Edit Register in detail or summary formats If you find inaccuracies in the check calculation enter correcting transactions or change the general information in the Employees function in File Maintenance see page 10 3 If you enter correcting transactions through the Payroll Transactions function post them and then calculate the checks and print the Edit Register again If you find inaccuracies in checks that you entered manually use the Manual Checks see page 6 9 function to make changes Edit Register Screen Select Edit Register from the Payday Work menu The function screen appears Gorward Edi Podes Other Help Se ohh Bh 7 DE abria Peal Maras namsa aie 4 Gatun Dicke 123 FeredE nd 01142008 Cisis on Cheech 120142000 Gl Feo 17 Fant angam tae and ceducten ricm fF Fini Resines ber Pan By iF arabe fr Dessen F Dei FP Emm E Sequence Fo Check Ma Caspar MORAL Teal TODE CA Payroll User s Manual 6 21 Edit Register Payday Work The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks
352. ver amounts to be rounded If this situation happens for the first quarter the amount is entered in the first month of the quarter If it happens for the year the amount is entered in January Payroll User s Manual 2 9 Conversion Installation and Conversion Converting to Version 6 1 Select Data File Conversion from the Company Setup menu in Resource Manager The function screen appears A Data Fide Corsan Lal Jar Corrado Got oder jim Leip 20 De Bo 7 IE Abat Gehen ke on eh w reae Mer Md C Ad Er he en the a er Pe Pre dale Do you pent moaca fer sed ar corm r lc mu wand oranan do pana a pobi in karai E Appl Campion aran Spa Geen Yun Anl Account Hecmwabbe Ha Ar Acree Payah ie _ 5 Compare bl EI GEN Tamara TORE INS 1 The system displays all valid OSAS data paths Select the destination directory where your new data files will reside 2 Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination 3 If you want source files to be erased after conversion check the box or enter Y in text mode if not uncheck the box or enter N in text mode 4 If you want the conversion process to pause if a problem occurs check the box or enter Y in text mode if not uncheck the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a probl
353. will be copied Payroll User s Manual 5 25 Copy Recurring Entries Daily Work 4 Enter the date you want the system to use as the transaction date 5 Select the output device A sample Copy Recurring Entries Log is at the end of this section After the log is produced the Daily Work menu appears 5 26 Payroll User s Manual enuey s 3SN JOJ Bd 12 9 06 03 2001 Builders Supply 12 13 PM Copy Recurring Entries Audit Trail Dept State Local Job Phase Seq Pay Code Code E Hours BOU001 Pay JONOO1 Pay 80 000 RUN CODE 1 PAY TOTALS 100 000 Grand Total Pay 100 000 Grand Total Ded 000 End of Report wom Aire 607 sa111u3 Gbuiinsay Adog salquy Buninosy Ado Post Transactions When you post transactions time ticket and miscellaneous deduction information is transferred from the PATRxxx Transactions file to the PATPxxx Transactions Post file Once posted this information cannot be changed through the Payroll Transactions function You can however view the totals of the posted entries using the Totals command in Transaction entry During posting the detail from the time tickets is lost only the summary information necessary to produce the next group of paychecks is stored In addition the PADPxxx Department file is updated so that department records show the number of hours and pieces and the amount of the payroll expenses on the time tickets If Payroll is interfaced with Job Cost the job and ph
354. x or enter Y in text mode if not uncheck the box or enter N in text mode Select the basis for the month of hire You can choose between the employee s start date or the employee s adjusted hire date If you want employee review information in the report check the box or enter Y in text mode if not uncheck the box or enter N in text mode Select the output device A sample Employment Anniversary Report is at the end of this section After the report is produced the Personnel Reports menu appears Payroll User s Manual 07 16 2001 Builders Supply 6 10 AM Employment Anniversary Report By Employee ID Emp ID Employee Name A Start Date YRS Adj Hire Sup ID Supervisor Name Bourne Linda C 01 09 01 09 06 07 Lukas George jenueyy s 3SN JOJ 8d suioday j uuosSI d Gerard Timothy G 01 23 01 23 12 31 Bourne Linda C Jenkins Kathy M 05 31 05 31 10 26 Jonchim Maria K 03 30 03 30 04 22 Lukas George Lukas George 04 01 04 01 11 15 Rossini Lucinda A 11 03 11 03 07 04 10da9y Aiesuaaiuuy juaw o duy Stockard Albert W 11 30 11 30 12 18 End of Report poday Mesauuy juewko duwy e1 8 Personnel Roster The Personnel Roster is a list of employees and miscellaneous information about them The information is taken from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Personnel Roster Screen Select Personnel Roster f
355. xample in General Ledger you can select the year with which you want to work If Setup is required in an application the applications user s manual will describe its usage Payroll User s Manual Key F10 Add to Favorites Shift F2 Application Info Shift F5 Change menu style Shift F6 Toggle GUI screens Shift F7 Toggle GUI scaling PgUp Start over Tab Jump Enter Up or Down Ctrl G Bell on off OSAS Text Operation Allows you to add to and delete from your Favorites menu Displays information about the applications you have installed Switch between text and graphical menu styles without going into Defaults If you are using the graphical version of OSAS this command toggles between graphical screens and text based screens for the functions you use If you are using the graphical function screens this command toggles screen scaling on and off When scaling is off the default setting the graphical screens become smaller when you use higher monitor resolutions Move back one menu level Move back to the Main menu Select a menu or function from a menu Move the cursor up or down through the menu selections If the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in Resource Manager To turn the bell back on use this command again Text Function Commands Once you select an OSAS appl
356. y command 1 42 1 52 report command 1 53 scroll region command 1 37 1 54 Down Arrow function key text menu 1 47 Down arrow function key 1 49 E Earned Income Credit 3 16 Earning Codes 11 13 adding in manual checks 6 15 deductions 3 17 departments 3 18 editing in manual checks 6 15 excluding 3 15 function 11 9 setting up 3 7 3 12 Earning Codes List function 13 9 sample 13 10 Earning Exclusions 11 19 Earning Types bonus 11 13 changing 11 13 Payroll User s Manual commission 11 13 fringe 11 11 11 13 11 14 function 11 13 miscellaneous 11 13 overtime 11 13 preset 3 12 regular earnings 11 13 screen 11 14 setting up 3 7 3 12 sick 11 11 11 13 11 14 tips 11 11 11 13 11 14 vacation 11 11 11 13 11 14 earnings in employee history 2 7 information 10 32 Earnings and Deductions Report function 7 3 sample 7 5 Edit scheduled deductions 10 14 edit line item 1 54 Edit Register function 6 21 sample 6 23 Education Report function 8 19 sample 8 21 EIC 3 16 6 64 10 19 10 30 10 78 EIC tax table 3 13 10 89 EIS defined 1 3 EME 3 16 11 24 Employee Birthday Report function 8 7 sample 8 9 Employee Deductions History inquiry 4 16 screen 10 35 Employee Detail List function 12 3 sample 12 5 Employee Earnings History 2 7 screen 10 32 Employee Federal Tax History inquiry 4 17 screen 10 38 Payroll User s Manual Employee History 3 22 changing 10 3 10 4
357. year Payroll files after you perform year end maintenance The forms summarize each employee s wages and taxes withheld during a calendar year Employees use these forms to fill out local state and federal tax returns and you must send a copy of each employee summary to the tax authorities when you complete the company s tax forms The information on W 2 forms comes from the PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files If you have employees who have worked in several states the system prints the deferred compensation for each state You may have to send copies of individual state W 2s to each state when you file your federal income tax return The Payroll system does not handle legal representative and 942 employee reporting third party sick pay Medicare for government employees or golden parachute payments You must calculate these amounts yourself and enter them in each employee s history record in the Employee History function page 10 25 The Payroll system does handle dependent care benefits 457 Plans Non 457 Plans and group term life insurance if you enter the necessary information in the Employee History function Before you use this function to produce a diskette get the guidelines for this procedure from the Social Security Administration SSA While Open Syste
358. yees withholdings and deductions and payroll formulas File Information The information you enter in Payroll functions is stored in files Each file falls into one of four categories employee files attribute files temporary files and history files OSAS does not make a distinction between categories of files The files are described in terms of categories to give you a better of idea of how each fits in Employee Files The employee files serve as permanent sources of information data stays in the files until you remove it The PAEGxxx Employee General Information file holds the following information which you enter through the Employees function e employee ID name social security number address phone number and e mail address e equal employment opportunity code vacation and sick accrual codes and earning code e department group code labor class and payment type hourly or salaried e salary and or hourly pay rate e pay periods per year e job title e accrued and taken sick and vacation time Payroll User s Manual 1 7 The Payroll System Introduction 1 8 The PAEPxxx Employee Personnel file holds the following additional employee information which you enter through the Employees function e educational history e pay change and bonus information e ten user defined dates comments The PAESxxx Employee Federal State Local Withholdings file stores the federal state and local withholding codes
359. ystem checks the PACHxxx Checks file if a batch of checks is in process that is calculated and or entered but not posted you cannot void a check If the check has been calculated the system prompts you to reenter time tickets If you have produced manual checks you are asked to reenter the check Voiding a check is the reverse of posting The check is backed out if Payroll is interfaced with General Ledger and Bank Reconciliation the check history is backed out of those applications The check remains in the PAHCxxx file but is marked as a voided check It is printed in the Check History Register but its totals are not added to the register You can choose to make a copy of the check record in the PACHxxx file if the check is a manual check If the check is a calculated check you can make a copy of the time tickets used to calculate that check in the PATRxxx Transactions file You can do this though only if the original time tickets are in the PATHxxx Transaction History file The check or the transactions will then be re created in the correct files and you can edit the check in the Manual Checks function or the transaction in the Payroll Transactions function Before You Begin Before you void a check post the checks that you created through the Calculate Checks function or that you entered through the Manual Checks function Payroll User s Manual 6 33 Void Checks Payday Work Void Checks Screen Inquiry Inqui

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OPEN SYSTEMS® Accounting Software Payroll User`s Manual