V17.5 Quick Start Guide - Documentation
Contents
1. Accounts Needed in Quickbooks for Payroll In Quickbooks you will need accounts set up as a Type Other Current Liability to track the amounts of the taxes and deductions for payroll and accounts set up as a Type Expense that tracks the company s expense for payroll Please consult with your accountant for guidance on setting up the accounts in Quickbooks Exporting the Chart of Accounts from Quickbooks Once you have the accounts needed in Quickbooks set up you will need to export your Chart of Accounts from your Quickbooks program to the desktop The Export command in Quickbooks is located under the File menu Select List to IIF files select your Chart of Accounts save as COA short for Chart of Accounts and select the destination as the desktop For assistance in exporting your Chart of Accounts you can contact your accountant or Quickbooks Technical Support Starting a New Company To set up the company in the payroll program open the payroll program by going onto your Hard Drive into the Applications folder and into the Aatrix Top Pay folder and double click on the Aatrix Top Pay application to open the program If you have not entered your Customer Number and Registration Code for the Tax Tables it will prompt you This would have been sent to you by email or if you ordered a CD it would accompany it Once you have entered the Customer Number and Registration Code it will bring up a box asking if you want to2. It would be a good idea to double check when entering the Number of Claims and Filing Status for the Taxes Once you have the information entered for the employee click Save and the employee will be added to the list on the left side Repeat these steps to create your employ ees Once you have the employees created click Next to continue the setup Link for Net Pay If you exported your Quickbooks Chart of Accounts this is where we will import them into the payroll program If you do not use Quickbooks or will not be using payroll in connection with an accounting program simply click Next On the screen click the Import button Navigate to the desktop Highlight the COA IIF file and click Open From the drop down menu in the Link window select the Checking Account to be used for the payroll checks and click Next Payroll Setup Utility Employees Address Charlie Chaplin 123 Silent Film Star Blvd City State Zip Los Angles EIC a nber Extra SSN 123 45 6789 CA 00000 Filing Status Payroll Setup Utility Link to Quickbooks elcome Deduction Items Employer Paid Employees Finish Click Finish and the payroll program will open to the Payroll Navigator screen to the company that you just set up The Payroll Navigator The main screen of the payroll program is the Payroll Navigator screen There are several selections that will be cove
3. assigns the Federal O TS e Income Tax Social Security Medicare California State ete aT Tax and the California State Disability Insurance SDI e ean M Social Securit y re defined 6 20 a a M Medicare re defined 145 nolimi There is also a choice for a Pension and Health Insurance pe eee Deductions that you can select Once selected from the NE iaa drop down menu select the calculation method Amount is a A s or Percent of Gross and then enter the rate or amount NOTE nen can bs ecto Click Next to go on to the next section Employer Paid These are the items that the company pays The SUI is your ee State Unemployment The rate that is listed is the rate for a new company in your state Verify your Company Select the contribution items needed Method Rate Wage base Unemployment Contribution Rate and enter it in percentage oe pre detned form If you do not know your rate contact the State eia E aa a Unemployment Agency or your accountant for assistance ae ail Ce Health Insurance __ Amount E If the company pays a portion of the Pension or Health Insur wen s AE ance you can assign them here select the calculation method Amount or Percent of Gross then enter the rate or amount Click Next to continue with setup Employees This is where you will enter your information for your employees Click the New button and enter the information
4. setting up Direct Deposit The Record Only when selected will not print a check but will record the check into the employee s Pay History records within the program This is useful when entering prior paychecks or if a printed check is not needed The check information will also automatically enter with default information based on what is entered into the program for this person Make any changes necessary for example if this is an hourly employee enter the hours and then Tab out of the field and the paycheck recalculates the gross the deductions and net pay If you make any changes to the default information on the paycheck when you highlight the next person it will ask you to Save Changes to Paycheck yi Save changes to paycheck before closing Don t Save gt Cancel Save Don t Save will revert the paycheck to the default values when processed Save will save the check to be processed with the changes for this payroll only Repeat the steps for all employees to be paid for the current payroll There is an Undo All button below the listing of employees that will undo all the employees marked There is also an Exit Payroll Process in the bottom of each step of the payroll process It will allow you to exit the payroll process and save where you are at in the process as all steps of the process have to be gone thru to complete the process and have it reset for the next payroll run There is a Quick Help quest
5. you have not already you can click the Import Chart of Accounts button and import your Chart of Accounts You will have to first however export the Chart of Accounts List from your Quickbooks program and save to the desktop If you need assistance please contact your Quickbooks consultant or contact Quickbooks The following are the links for the payroll variables that are required Variable Entry Type Account NET PAY CREDIT CHECKING ACCOUNT GROSS PAY DEBIT WAGE EXPENSE ACCOUNT ALL DEDUCTIONS CREDIT PAYROLL LIABILITY ACCOUNT ALL EMPLOYER PAID CREDIT PAYROLL LIABILITY ACCOUNT ALL EMPLOYER PAID DEBIT PAYROLL TAX EXPENSE ACCOUNT Again these are the required links for payroll to post properly NOTE 1 The Liability Accounts needed should be set up as a Type Other Current Liability Account in your Quickbooks program NOTE 2 Also notice that there are TWO required links for the items that the company pays One is a Credit to the Liability Account to show the amount that is owed the other link is a Debit to the Tax Expense Account to show the expense since the company will pay these items NOTE 3 The Gross Pay Not assigned or all link that you will create will track all items that make up Gross Pay into the account designated If that is Ok with you you after creating the Gross Pay Not assigned or all link you can skip down the variable link to the Federal Income Tax If you wish to track the Regular Pay separ
6. Employee List Settings at the top of the employee listing on the left side and place a check in the first column of the item This will assign it to all employees on the list The New Employee Settings is used to automatically assign items to any new employees that are created You can Personalize an item to calculate a specific value for each employee such as contributions to Pensions or Insurance Deductions where the amount for each employee would be different Highlight the employee and double click on the item Enter the Value for this employee and click OK It will place a P in the title of the item with the employee highlighted That means it has been personalized for this person New Items are created by clicking the New across from the appropriate type of item to create Enter the Title Type and Calculation Method If you are using Quickbooks crete the link to the appropriate account and click OK to create the item NOTE The Taxes listed under the Type menu and the Tax Calculation selection under the Calculation Method should ONLY be used in conjunction with Taxes When you have finished in Payroll Items click Done to return to the Payroll Navigator 13 Manage Liabilities This is where you can set up Liability Payment information and create payments to be made This is a brief overview of what is in the window For more detailed information on Manage Liabilities please refer to your User Manual Rock Castle Constructi
7. Installation Instructions The V17 5 series of our payroll program is designed to be used on Macintosh computers running OS 10 4 or higher operating systems It will not work properly on systems below 10 4 To install the program open the update Click drag and drop the Aatrix Top Pay Ultimate Paycheck folder into the Applications folder on the download It is a shortcut to your Applications folder on your computer If you are prompted that the item already exists select Replace To open the program once you have it installed open your hard drive and go into your Applications folder Go into the Aatrix Top Pay Ultimate Paycheck folder and double click on the Aatrix Top Pay Ultimate Paycheck program application to open the program If you normally open the program from a shortcut on your dock you will have to remove the link to the old version and create a link to the new version Aatrix V17 5 Quick Start Guide Welcome to Aatrix V17 5 and the V17 5 Start Up Guide This guide gives you short simple instructions and tips for quickly getting started with V17 5 It is handy as a quick reference guide but is not meant to replace the full User Guide which covers the payroll program in detail This guide is for Top Pay Ultimate and Paycheck version 17 5 s Before Starting New Company If you plan to use the program with Quickbooks you will need be sure that you have the accounts necessary for payroll and then export the chart of accounts
8. User Manual Rock Castle Construction Employees mpl l Pay History Notes Save Master List H4 Employee Information Pay New Employee N oooO Pay perio d is Semimont H diler Susan C Eric Ellen E Hourly 000 per perio d Falkner Terry Add Hollander Gar Salary 0 00 annual salary McMillan Cha S Zip Overtir 1 5 ww Phone Dbl 2 0 H ss Direct Deposit Ww Tax Rharbarcot D up cla Id E Not Assig 3 ssig b Fed Single ia o State Sing i mE 6 27 08 Go to Payroll Items You can change information on an employee by highlighting their name from the list on the left side For example an employee has moved and their address needs to be updated When you change the information click the Save from the top tool bar and the changes will be saved You can enter as much or as little information on your employees as you like You can create new employees by clicking the New Empl button on the top tool bar and enter the information The employee will be saved and added to the list You can also click the Delete Empl to remove any employee from the program such as a terminated employee If you choose to delete an employee it will remove the employee from the program so be absolutely sure before deleting employees Keep in mind the IRS requires you to maintain payroll records for 4 years Refer to IRS PUBLICATION 15 Personal Info contains contact information birthdays and ot
9. ate from Vacation Pay for example you would create the links for those variables into their respective Expense Accounts Creating the links is a four step process Step 1 Select the variable from the Payroll Variable List for example Federal Income Tax Step 2 Select the Account to track the item in from the Chart of Accounts Using the Federal Income Tax as an example select the Payroll Liability Account for the Federal Withholding Step 3 Select the Entry Type again for the Federal Income Tax it would be a Credit Step 4 Click the Link button and it will add the link to the Existing Links The Reports button will pull up the Export Format report that will show each Item whether is a Credit or Debit and the account it is linked to At the bottom will be a list of Missing Items for the deductions and employer paid items Also there is a hint as to what links are needed When you have finished click Done to return to the Payroll Navigator PAY EMPLOYEES This is where you go to start the process of paying your employees The first thing that will pop up is a box asking you to enter the Pay Period Ending Date so it can check for any holidays during the pay period This will walk you thru the basics of processing a payroll For detailed instructions on processing payroll please to refer to the User Manual Pay Period Ending Date In order to determine whether any paid holidays occurred during the payroll you are process
10. ax Tables are current Internet connection is required When you check for updates if an update is available it will tell you or if you are up to date it will tell you that no installation of updates is needed This ensures that your program is current We do recommend checking for updates at least once a quarter however you can check as often as you like You can also get updates by CD for a nominal fee Contact our Sales Staff at 800 426 0854 Additional Help Our Technical Support Staff is available to help you at 701 746 6017 Monday thru Friday 8AM to 5PM Central Standard Time You can also contact our support Staff by email at support aatrix com We also offer Web Seminars that are conducted one on one over the internet The seminars cover the operation of the program You can ask questions or cover a specific area that you want more information on The seminar allows you to visually see how the program works For enrollment contact our Technical Support Staff
11. count in the payroll program The other selections across the top tool bar are covered in depth in the User Manual 14 Reports Plus Reports are processed in this section The reports are broken down by Type Reports Plus is covered in more detail in the User Manual This will give you an overview of this window For more detailed information about Reports Plus please refer to the User Manual O Rock Castle Construction Reports q al at al dQ ed Edit List EZ Report Edit Report Export Preview Report Print New Bundle Edit Bundle Accountant Report on list Report period Report Limits Report on employee Master List All Periods H Set report limits Adler Susan Erickson Ellen E 5 i Falkner Terry J Skip employees not paid during report period Separate Pages Choose report Print amp Mail Standard Custom HR Forms Pay History Detail Comprehensive report of Pay History records of a single employee or the entire Employee List Done The Types of reports in the program are Print amp Mail Standard Custom and HR Forms Usage of the Print amp Mail and the HR Forms require subscriptions for the forms to process For subscription information please contact our Sales Staff at 800 426 0854 Creation of Standard Reports Creating the reports is the same for any type report selected This will go thru creating a Standard Report Click on the Standard selection at the top of the lis
12. dy to pei of your checks i z Report to Printer Screen Text file to Print it view it on the screen or save as a text file You can ae sii After printing checks you probably want to change your printer tup Thi rt will work best if printed also ch oose to S ki p th e re DO rt ie padasan hirekin iar tpr ipni l olam esda button below to change the setup i Page Setup C Skip View Step 2 Posting the Paychecks This is where the paychecks will be posted to your Quickbooks program First make sure Quickbooks is open to your company then verify the date that is to be posted and click Post All Paychecks Payroll Status Bar Process Post Liability Liability Print Paychecks Paychecks Checks Checks Reports Skip Step You will get a message that there is payroll information ready to import At that point click OK and import the payroll Go into Quickbooks and verify that you see the paychecks in the checking account register on the paycheck date After verifying the checks did import go back to the payroll program and it is on to step 3 Step 3 Processing Liability Payments The third step of the payroll process allows you to select any payments that need to be done at this time You can select to Print amp Record or if it is an electronic payment or is done over the phone and do not need a check printed you can select to Record only After selecting the payments to be processed verify
13. her information Please refer to your User Manual for detailed information Pay History is where your employees paychecks are stored in the program This is also the the area that payments and reports calculations are based on Please refer to your User Guide for more detailed information Notes can be used to store information or notes about your employees for reference In the bottom left there is a Quick Help link question mark that you can use for helpful hints There is a Quick Help link in each screen of the program When you are finished with the Employee Information screen click Done to return to the Payroll Navigator 12 Payroll Items Income Items Deductions and Employer Paid Items are managed here This is a quick overview of Payroll Items For more details about the Payroll Items screen please refer to the User Manual O Rock Castle Construction Payroll Items 0 u g vV P Holiday Pay Holiday Regular Pay Rate P Vaca Pay Vacati Regular Pay Rate State Tax Calculation Tax Calculation Social Security FICA Tax Calculation A Tax calculation J Medicare FICA Tax calculation Payroll Liabilities V Social Security FICA Tax calculation 102 000 00 Payroll Liabilities You can create new items and assign items to your employees as needed or edit existing items If you have an existing item that would apply to All Employees select the
14. ing and to properly calculate YTD values please enter the ing date Time Card Continue Once you have entered the Pay Period Ending Date click Continue Step 1 Processing the Paychecks O Pay Employees Payroll Status Bar Process Post Print Post Liability Liability Paychecks Paychecks Checks s _ Step 1 Step 2 Step 3 Step 4 Step 5 Reports Gross Pay Net Pay Susan C Adler 1 100 00 956 71 Regular Pay 13 75 1 100 00 Regular Overtime 20 63 0 0 0 00 Regular Double Overtime 27 50 0 0 0 00 Regular Commission 0 00 0 0 0 00 Regular Bonus 0 00 0 0 0 00 Vacation Pay 13 75 0 0 0 00 Holiday Pay 13 75 0 0 0 00 BoOnus 0 00 0 0 0 00 McMillan Charles N Federal Income Tax 1 100 00 39 00 Social Securi ty 0 00 1 100 00 68 20 Medicare 0 00 1 100 00 15 95 CA SDI 1 100 00 8 80 CA State Tax 1 100 00 11 34 FUTA 0 00 0 00 CA SUI 0 00 0 00 CA ETT 0 00 0 00 Medicare 1 100 00 15 95 Social Security 1 100 00 68 20 Undo All Exit Payroll Process Reports Time Card Summary Skip Step A Print Record Selected Paychecks y o The first step of the process is where you will select the employees to be paid and make any changes necessary When you select an employee from the list the program will automatically check the box to Print Check for this employee If the employee is set up for Direct Deposit it will automatically mark DD See the User Manual for guidance on
15. ion mark that will bring up a quick help information window that will give you a handy quick reference guide to assist you There is a Quick Help link in each step The Reports button will pull up some reports that you can choose from that will give you information about the payroll to be processed for you to review and catch any mistakes before the payroll is processed The Time Card Summary is used in conjunction with the Time Card Sheets within the payroll program Please Refer to the User Manual for detailed information The Skip Step is used to skip any step not necessary at the time payroll is being processed This allows you to bypass that step to go on to the next step so you can complete the remaining steps of the current payroll There is a Skip Step in all of the steps of the process When all employees have been selected and you are ready to proceed click on the Print Record Selected Paychecks O Print Check Options Check printing setup Checkform Aatrix LC97U Laser Top B Check Register Payroll Register Starting check number 514 r ae 7 e Checks will be stored by this date You can k 5 Date on check 12 i XX change this setting in Employee Preferences Pay period ending date Enter the Starting Check Number Date on Check and Pay Period Ending Date and click OK The next window will give you the option of processing a summary report for the payroll just processed You Can choose I m rea
16. needed at the end of the payroll rocess Pos Print Post Liability Liability Print Paychecks Paychecks Checks Checks Reports Liabilities Due Sample Federal Liability CR Print Reports There are several Standardized Reports built into the program that can be processed The Federal and State Forms that are required by the government can also be processed at this step as well To process the Federal and State Forms to file would require enrollment in our Print amp Mail Payroll Reports Subscription You can contact our Sales Staff at 800 426 0854 for more information and to enroll You can also efile the forms and payments for an additional nominal fee Reports can be added and deleted from the list by clicking the Add Report and Delete Select the forms to be filed by checking the box under the Print column for the reports you wish to process then click the Print Reports button For detailed information on processing reports please refer to the User Manual Once you have the reports needed click Done This will finish the payroll process and reset the process PAYROLL NAVIGATOR SCREEN MAIN SELECTIONS Employee Information Employee Information is where you manage your employees Your Employee Information Pay frequency and pay rate and Taxes Information is stored here This is a quick overview of what is in the Employee Information screen For details about Employee Information please refer to the
17. on Liabilities XY yal a m in View Register Deposit Withdrawal Memorize Verify Efile Payment Print Check Record Check Q Done To calculate a payment to be made down the left side box 1 select the payment to be made 2 select the employee list to use 3 select the period to apply the payment to and 4 calculate the amount due The payment amount pulls in to the right with the breakdown of what the payment includes and amounts for each item below NOTE When moving about the screen after calculating a payment be sure to use your Mouse or the Tab key on your keyboard You can select to Print Check or to just Record Check if you do not need a printed check The check will process and record into the program You can also choose to efile Payment as well efiling the payment requires a subscription to the Print amp Mail Payroll Reports and enrollment in our efiling system Please contact our Sales Staff at 800 426 0854 for details and enrollment View Register is like a checking account register in any accounting program The register in the payroll program stores the checks so they can be exported to your Quickbooks program You can maintain the checking account within payroll write checks for bills make withdrawals deposits and reconcile it as well If you post the payroll to Quickbooks into your checking account you do not need to worry about reconciling the checking ac
18. red in this section O Payroll Navigator Ori FaU Vote Aatrix Top Pay SP s ary Pay Employees Employee Payrol geo Manage Reports uma Company Information Items Liabilities Plus Resources A Check For e eFiling Contact e p pdates joo amp T axT bes j Sa Information Ys Aatrix iim Links Manual Linking to Quickbooks The Quickbooks Links will open the Send Post Payroll window If you do not see anything below Designate Account Links then click on the arrow to the right to expand the bottom part of the window O Send Post Payroll Send Post Payroll data type Paychecks O Liability checks a Date recorded 6 25 Employee list Master List BR gt 2 _ lt Done Override date with 6 25 08 Help Designate Account Links click to expand or retract To create a link Select a variable select an account select the entry type then Link 1 Payroll variables 2 Chart of Accounts Net Pay Checking Gross Pay Not assigned or all 0 Payroll Liability 0 Entry type Regular Pay 940 Liability Debit e Regular OT 941 Liability Regular DOT Ads 4 Save Link Regular Com Bad Debt Regular Bonu Bank Charges Import Chart of Accounts Exi ina links ar Paves edit to Che a ross Pay assi ee 0 CA ETT debit to Payr aE pen CA SUI debit to Payroll M care 2 a to Payroll Expenses Social Sec yp dale oe ra FUTA debit to Pa ayroll Ex v Report If
19. register the program This will take you to our website so you can fill in information for our records about your company Then you will come to the Company Selection Screen OD ss Company Selection Please select a company to open Click on New Company This will launch the Setup ees C New company Wizard which will walk you thru entering information Back up Company about your company and employees Click Next in the first screen You can switch companies at any time within the program by selecting the company from the list in the Company tab window Restore from Backup 3 Quit 3 Continue Entering the Company Information O Payroll Setup Utility Company Information The first screen will have you enter the information Welcome Company income nems Deduction tems Employer Pad Employees Link Fis about the company The fields in red are required fields Company Name OUS Once you have entered the company information click nas aca the Next button Phone Fax Pay a B Income Items Regular Pay Overtime Pay Double Overtime Pay Commission Pay and Bonus Pay are already created for es a are nae you In this section select any income items listed that would Svan apply for your company St Click Next to continue with the company setup ee Deduction Items In this example the company is being set up for California m ae The program automatically creates and
20. t of reports in the window Select the desired Report Period and click Preview Report From the top tool bar and the report pulls up on the screen for you Pay History Detail HHO A Limited to the 2nd quarter 2008 Printed on 6 27 08 Page 1 Index 3 Porthe Employee List Master List peer cote Print Page 2 ia 1s olors ants k Kisal totals ak l brts Print All P amy own Toros Avant Regular Pay 1 352 25 19 553 44 J Regular Overtime 4 5 109 71 Exit Viewing W Regular Commission 0 0 100 00 EIC Paym 0 0 67 32 Ga 1 356 75 19 830 47 Ww Bundle Edit Bundle Accountant voi App Tips 4pp Vagis Avent Federal Income Ta 19 763 15 1 088 00 Social Security 0 00 19 763 15 1 225 32 riod Report Limits Medicare 0 00 19 763 15 286 56 f CA State Tax 19 763 15 202 25 iter CASDI 19 763 1 158 11 2 960 24 Empo per Pani App Mazes Avant parter 2008 FUTA 020 00 Social Security 19 763 15 1 225 32 Medicare 19 763 15 286 56 CASUI 5 020 00 170 68 CAETT 020 00 5 02 1 727 74 Pay History Detail Het Pay 16 870 23 rile sort nt Pay bt f iplo t ntire Empl List 15 To print this report go to the PREVIEW menu and select Print Page to print the current page or Print All to print the entire report Some reports will have more than one page To view the next page you can go to the Preview menu and select Next Page Some reports will have separate pages for each employee To view the report for the next employee go to
21. the Preview menu and select Next Employee To exit the report and return to the Reports Plus screen go to the Preview menu and select Exit Viewing Human Resources This section is where you can set up the program to track contributions to Cafeteria Plans and Pension Plans Paid time off tracking for your employees Evaluations Loans Advances and the HR Forms The Human Resources section is covered in detail in the User Manual O Rock Castle Construction Human Resources x O Update Clear File Pay Claim Make Claim Register Save Master List KA Cafeteria Plans Pension Plans Paid Time Off Evaluate Loans HR Forms Flexible Spending Account FSA e ion Medical None E None B 0 00 Dependent Care None H4 None B 0 00 Company Information This screen is where the information for the company is stored The information here is used to fill in the Company Information on the forms within the program This section is covered in more detail in the User Manual O Rock Castle Construction Updating your payroll program A vital part of any in house payroll is making sure that you keep up to date with any changes to the taxes for payroll Making sure that your payroll program is up to date click on the Check for Updates button located in the lower left corner on the Payroll Navigator screen This will verify that your payroll program and the T
22. the period to apply the payment to Once you have done that click the Print Record Selected Liability Checks and enter the correct check date and starting check number If you do not need to make any payments at this time click the Skip Step button to bypass this step and continue O Pay Employees Post rin os iability Liability Prin Paychecks Paychecks Checks Checks Reports Step1 Step Step3 Step4 Step5 Skip Step Print Record Selected Liability checks To process the liability payments click on the Print Record Record creck options Selected Liability Checks Enter the Starting Check Number ee an and the Check Date and then click the Record button oo m Step 4 Posting Liability Payments Any Liability Payments that were processed in the previous step can be posted to Quickbooks in this step Payroll Status Bar Process Post Print Post Liability Liability Print Paychecks Paychecks Checks Checks Reports Skip Step Post All Checks Verify that your Quickbooks program is open to your company then verify the date of the payments to be posted then click Post All Checks and the payments will be posted Once the payments have been posted verify that the checks appear in your checking account register Then go back to payroll and it is on to the next step 10 Step 5 Reports The final step of the Pay Employees process is the processing of any reports
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