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Payroll Series v12 Manual - Documentation

1. f Amount Mot Allocated Select the period to pay f Amount Mot Allocated eal Amount Not Allocated f Amount Mot Allocated l Amount Mot Allocated k d f Calculate Amount Due Amount Mot Allocated Amount Mot Allocated 2 Select which Employee List the program should use when calculating the payment amount Note Ifyou are writing a miscellaneous check in which the amount does not need to be calculated from your pay history data or if it s not a payment you want to track via the Payment History window you can fill in the check fields e g Check Pay To Total Memo etc After entering the check information go ahead and print and or record the check 3 Select the Period the program should use when calculating the payment amount 4 Click the Calculate Amounts button The program fills in the check fields using information gathered from the pay history records of all em ployees on the selected Employee List for the period you designate 5 Optional To confirm that the amount of the payment is correct click the Verify button and print the Verification Report Based on the period setup and selected Employee List the Verification Report lists the following total amount of payroll items allocated for each Pay Period amounts of the payments already recorded amount of the current payment and the difference between these amounts The difference amount should be zero If it is not examin
2. Employees F F Active Employees Employee List Employee List v Master List Name of currently open Employee List Modified Master List New List Semimonthly Employees New Employee Settings Adams Samuel J Name of employees on currently open list Dietz Raymond R The names of your employee lists are displayed at the bottom of the Employee List pop up menu It includes the names of the employee lists that the program automatically creates e g Master List as well as any you may have created There are also commands that allow you to edit your employee lists For example you can add or remove employees from the employee lists you create Selecting an employee list from the pop up menu will display the names of the employees who are on the selected list t 12 Software terms Check Queue A temporary storage area for employee paycheck information This allows the printing of all employee paychecks at the same time Deductions Refers to the payroll items that are deducted from employee paychecks This includes federal taxes state taxes Social Security Medicare health insurance and other similar items Employee List A list or grouping of employees for the purpose of processing payroll or generating reports The Employee List is displayed on the left side of the Employees Process Payroll and Reports tab windows Employer Paid This refers to payroll items that are paid by the employer This includes ma
3. f Cancel A Employees 3 Rename your employee middle name or initial is optional An employee s name should always be entered exactly the way it appears on their Social Security card Titles that come before or after names such as Dr Jr Esquire II etc are not desired by filing entities on state and federal payroll reports 4 Click OK The new name will appear in your employee list s and will be used for checks and reports The program also renames the employee s file name Importing employee information Once the payroll program is installed you can import a tab delimited file that contains employee s information e g name address wages This can save the time of having to manually enter much of the general employee information requirements The tab delimited text file format may be created with any word processor providing the file is saved in text format For example in MacWrite prepare your file as described next then select File gt Save As In the window that appears name the file and select TEXT from the pop up menu The information for each employee must be typed in sequence using all of the following information even if it is zero A Tab must be put between each field and a Return after each employee 1 Employee Name Address City state Zip Code Social Security Number Base Wage if the Base Wage is a salary tab once add an X and tab again Number of federal exemption claims
4. see the handles To select multiple fields hold down the SHIFT key while clicking the mouse pointer on the text of the fields You can also draw a rectangle around the fields that you want to select as illustrated below Note that you don t have to completely draw around the field as long as the field is touched by the dotted rectangle it will be selected You will note that each item you select has handles on the corners Draw the rectangle around the fields you want to select Use the Object Selection tool to Name Address _ The selected fields Eity State Zip Code look like this Editing fields Throughout the process of creating or modifying a checkform template there will be times when you need to edit or modify a Text field or New field that has already been placed on the template Instruction Set 9 4 Editing a field 1 Open the checkform template that has a field you want to edit 2 Double click the field Text or New you want to edit 9 14 Aatrix Payroll Series Version 12 3 Ihn the dialog that appears edit the field as needed e If you are editing a Text field type in the new text or edit the existing text e If you are editing a New field select the appropriate options from the pop up menus 4 Click OK Deleting fields There may be times when you need to remove a field from a template Instruction Set 9 5 Deleting a field Listed below are two ways to remove a field fr
5. 7 Select V the payroll items you want the program to automatically assign to new employees See Assigning payroll items to employees on page 4 18 8 Create any other payroll items you may need e g vacation health insurance Chapter 4 provides detailed instructions for creating new deductions employer paids and income items To set up vacation pay refer to Setting up vacation holiday and personal pay on page 4 7 9 Open the Reports tab window 10 From the Reports list on the right select the report called Default Information Summary 11 Click the Print Report button 12 Referring to this report verify the default settings for the currently open company Once you are sure that the default settings are set up as needed you can start entering your employees Entering new employees After the new employee default settings are set up you need to enter the individual employee information such as name address social security number and pay information Each employee file starts with the new employee default settings but information can be changed as needed Instruction Set 3 2 Entering a new employee Before entering your employees verify that the new employee default settings are set up as you wish them to be For details refer to Setting up new employee defaults on page 3 3 1 Inthe Employees tab window click the New Employee button 2 If you are importing your employee information select File gt Import Employees For
6. Printing paychecks from the Check Queue Printing your paychecks from the Check Queue is a convenient way of printing an entire batch of checks at one time Instruction Set 5 6 Printing paychecks from the Check Queue 1 In the Process Payroll tab window click the Print Queue button 2 Optional Print the Queue Summary Queue Detail or Queue Hours Report and verify the accuracy of the queued paychecks 3 Decide if you want to print all the paychecks or only those you choose to print Print only selected paychecks If you want to choose only certain paychecks to print select the employee s whose paycheck s you want to print then click the Print button 9 12 Aatrix Payroll Series Version 12 Print all paychecks If you want to print all the paychecks listed in the Check Queue click the Print All button 4 Inthe Print Check Options window that appears set up the options as needed Print Check Options Check printing setup meme Checkform Aatrix AML 2 Laser Check Register Check Register Starting check number z Checks will be stored by this date You can esha 1 1 20 03 change this setting in Employee Preferences Pay period ending date 11 20 03 Direct deposit employees only Direct Deposit form None For this payroll instead of direct deposit print checks for employees who are marked for Direct Deposit v l Cancel The a Help Checkform From the C
7. Total 1 000 00 Remaining to 405 98 FE 2003 US EGS Medicare 75 91 Social Security 324 56 Medicare Match 5 91 Social Security 324 56 Setup the printing options then click the Print button Checkform Select the checkform you want to use to print your liability check s Register Select the check register you want the liability check s posted to Starting check Enter the starting check number you want printed on the check Record checks without printing Select this option if you want to record the check s directly into the selected check register without print ing Date on checks Enter the date you want printed on the check s If you chose to record the liability checks without printing the program enters the checks into the selected check register otherwise the standard Print window appears allowing you to print the checks Aatrix Payroll Series Version 12 Viewing your liability payment history To view the Payment History window click the Payment History button in the Liabilities tab window or select Utilities gt Payment History For each liability payment you have set up in the Liabilities tab window the Payment History window displays the dates of your recorded liability checks as well as the amount due for the year to date f Payment Name J Total Amount Due Payments for i 2003 Payment History 11724703 941 Liability 1 405 95 Payments made pin n ias u F
8. Check Register Display H Cleared Checks Withdrawals options S Uncleared gt Deposits Show memos Current balance 573 745 49 Cleared balance 800 654 08 ae Pa Unckared balance 226 908 59 Limit by Amount Memo l Number M Date E Veided Description 4555 22 73 p 01 15 02 State Unemployment Agency i 767 194 69 0115 02 Samuel J Adams Tee 411 39 W 01 15 02 John J Anderson 765 743 47 0115 02 Mary M Andrews s 764 386 63 0115 02 Theodore Bartz 764 045 20 01715702 Carol H Carlson 763 158 28 0115 02 Pat H Carpenter T62 347 69 01 415 02 Michael 0 Crosby 761 712 12 4 01 15 02 Perter E Dahl 761 OFO 1S F About the Check Register window e The program automatically opens the register to the last transaction in the register e The Display and Limit by Options at the top part of this window allow you to display your transactions based on the criteria you select e To mark a transaction as cleared V you must balance your check register with your bank statement in the Reconcile window e If Direct Deposit was used to deposit employee paychecks the letters DD will appear in the Number field e To close the register click the close button box in the upper left corner 7 10 J N Viewing options Note the viewing options Display and Limit by in the top portion of the Check Register window These options allow you to view your registers based on
9. Eastman Bonnie D Ebert Louie N English Robert A Erikson Ronald T Evans Ruth K Fritz Jon J Grange Jerri J Howard Lindsey P Hudson Pamela Jo Jensen Jay L Johnson Howard M Kramer Joshua W Larson Larry A Lenz Gabriella W Martin Terrance Mertz Angella A Messinger Michael D Mott Tracy E A 3 From the Employee List pop up menu select the employee list you want to use to process payroll We recommend that you use the Master List for processing payroll You can however use different lists for processing payroll e g Part Time and Full Time Just be careful that an employee is not assigned to more than one employee list 4 Select the first employee in the list Are you rewriting an earlier check If you select an employee on the same day that a paycheck has already been recorded a window will ap pear asking if you are rewriting an earlier check Click Yes if you want to replace the existing check with a new one What you do next depends on whether you are importing a file that contains your employee hours or not e If you are NOT importing employee hours continue to the next step e If you are importing employee hours select File gt Import Hours then proceed to step 6 For details refer to Importing employee hours on page 5 9 or Importing Time Card hours into payroll on page 10 8 Enter all relevant information e g hours rates in the selected employee s paysheet
10. If at any time during the setup process you have to quit simply select File gt Save to save what you ve already entered When you return to Aatrix EFTPS continue setting up where you left off Note The multi company requirement is that each company be set up separately following the steps outlined on the next pages Before you begin The setup process requires that you have certain information organized and readily available The following information will be required for setup e Your 9 digit Taxpayer Identification Number TIN e Your 4 digit Personal Identification Number PIN Before the Aatrix EFTPS Server can process your EFTPS tax payments you must be enrolled with the Aatrix EFTPS Service To do so fill out the Aatrix EFTPS Enrollment Form and fax or mail it and all other required information listed on the enrollment form to Aatrix Software Inc as soon as possible The Enrollment Form can be accessed by clicking the Enroll EFTPS button in the Company tab window 14 6 Aatrix Payroll Series 12 If more than one person is going to be using Aatrix EFTPS you may want to determine a user name and pass word for each user Only those users with a valid password will then be allowed access to Aatrix EFTPS For 3 details refer to Setting up security on page 14 9 Creating EFTPS company files For each new company you set up Aatrix EFTPS requires certain company information to be included in your EFTPS transmiss
11. Instruction Set 11 8 Printing a reminders calendar 1 Open the Reminders Calendar 2 Click the Print button Print options What would you like to print LJ Current month calendar format P i w __ Current month line listing format Current year calendar format Current year line listing format Next 12 months calendar format Next 12 months line listing format Cancel F w kk k kas 3 Select the type of calendar you want to print Date The Current month option prints the reminders for the month that is currently selected in the Reminders Calendar The Current year option prints the reminders for all 12 months January to December of the current year with each month printed on a separate page The Next 12 months option prints out 12 months of reminder calendars on separate pages starting with the current month For example if the current month is May 2002 the program prints calendars for May 2002 through May 2003 Calendar format The Calendar format prints your reminders on a standard grid calendar Line Listing format The Line Listing format prints a list of only those days in which reminders occur 4 Click Print 5 Inthe print dialog that appears click OK Calendars can be printed in landscape sideways orientation by selecting File gt Page Setup and choosing Landscape Page Setup also allows you to reduce or enlarge the size of the calendar printout 11 8 CHAPTER 1 2 ss
12. Note The following instruction set applies to both deductions and employer paid items Instruction Set 4 5 Setting the limit on a payroll item 1 Depending on which type of limit you are setting up or editing click the Upper or Lower radio button New Employer Paid Title Ld DE Miscellaneous Apply to Calculation Method L All income items P Flat Amount He Tax Exempt Override exempted Override exempted income pAccounting links Liability acct Expense acct None B mer Help Upper Limit Click the Upper radio button if the payroll item requires an upper limit For example contribute 200 up to 50 of gross pay for this period Upper Limit 2 limit is based on an Note the value at the top of the Upper Limit window It is the value amount or percent entered in the New payroll item window Select whether the upper limit for this payroll item is based on maximum wages a dollar amount or a percentage Maximum wages E Dollar amount of gross _ of net pay Percentage l Cancel Maximum wages If the payroll item requires an upper limit that is based on the amount of gross wages for the year select this option and then enter the actual wage in the maximum wages text box When the value is reached in the pay history records the program stops calculating for this payroll item Dollar amount If the upper limit is a
13. Salaried employees Typically you will not need to enter any payroll information for salaried employees because their payroll data is the same each pay period However if necessary you can change the Pay Rate and Hours fields as needed The Amount field for salaried employees will be the same as the amount in the Pay Rate field and will not be affected by entering different hours This is the nature of salaried employees whose paycheck is the same every pay period and is not based upon hours worked Hourly Rate employees Enter the number of hours worked for Regular Pay Overtime and Double Overtime fields The number of hours displayed for Regular Pay Hours corresponds to the pay period you selected for this employee e g semi monthly equals 86 67 hours The Overtime and Double Overtime rates are calculated using the rates the employee was set up with For information on displaying different hours refer to Employee preferences on page 2 15 Commission and Bonus Commission and bonus amounts are generally simple dollar amounts A bonus may have a special tax rate applied to it If so referto Processing bonus checks on page 5 8 Jobs Not in Aatrix PayCheck If you are using the Jobs feature select the appropriate job for each extra income item from the pop up menus located to the right of the item This feature allows you to track your jobs for reporting purposes For more information refer to Creating jobs on page 4 21 If you are
14. Tax Period Enter the liability period for which the tax payment is being made Tax Reason Select the reason for this tax payment EFTPS Values If you used the Payment and Send EFTPS features in the Liabilities tab window of your payroll program the values are automatically filled in for you Otherwise fill in the correct values 14 12 N Aatrix Payroll Series 1 7 Inthe Connection tab window set up and transmit the tax payment Bentz amp Co Company setup EFTPS Walues Connection Enter your EFTPS PIN _ Test transmission Click on the Connect Mow button to make your EFTPS transmission _ Message to atrix EFTPS Message Ready for EFTPS connection Note The EFTPS Message portion of the Connection window indicates the status of the tax payment setup If the tax payment setup is complete the message Ready for EFTPS connection will appear EFTPS PIN Enter your four digit Personal Identification Number PIN in the text box Test Transmission Optional If you wish to check the information in your tax payment setup such as whether the payment will put you over the threshold amount or if the effective date is valid check the Test transmission checkbox then click the Connect Now button to do a Test Transmission of your payment Your tax payment information is transmitted to the Aatrix EFTPS Server for verification While online the Server will respond with a message as to wh
15. selecting the company from the list in the Company tab window f l l kaas i New Company e ee ee f Restore from Backup Help f 4 Entering company information Company info Enter your company name address telephone number etc Many fields such as the Federal ID number EIN are used for government reports such as the 941 so make sure you enter your company information as you want it to appear on your reports Taxpayer ID Number TIN This optional number is used for EFTPS transmission For more information on the Aatrix EFTPS Service refer to Aatrix EFTPS on page 14 1 Company Setup State and Unemployment IDs To enter your State and Unemployment IDs click into each column entering the two letter abbreviation for your state in the first column your state ID in the middle column and your state unemployment ID in the last column Defaults Your payroll program will default to the selections you make in the Checkform Register and Employee List pop up menus If needed you can change a default on the fly For example when you print checks the program defaults to the checkform you have selected here However you have the option to change to a different checkform in the Print Checks dialog Departments Groups Setting up Departments and or Groups is optional For more information refer to Departments and Groups overview on page 2 7 You are now ready t
16. A n r Co Empires Lar Baper Lipi a Kew Empioyee Lisi Select list from this pop up dear LAr erae damp Jerse Add Empr te List m morlar u brb gt i i azira lary BE Epaien 3 Displays name wet Thawr J misloyet ef NA of current list jake Lilith L ie Emritilevetech ipea when Cond WH Pir Ema z wparior Fri H Dy bH Buhi Pei amp Baar Eipre A Dain Fu eee D hit Riese fe day th Ather i Deke Emp kytt Emap Acte Ger lowed Emalia LEE Fit eter ange E uire mieg Seema ery pE a SES Moodie Waster Lisi k Semimanthhy Europ ineieet FAM i Larned iura i rags Fp Ragan mpana z ur mran pak Lepi mem dps F F a B Ps bga e TETT E a Ear my oe Te HB Employees added to the current list display here organ Ler A ara Cakbeinils W The top portion of the Employee List pop up menu contains the commands needed for creating and configuring your Employee Lists The bottom portion of the Employee List pop up menu displays the names of your employee lists A check mark appears next to the name of the currently open employee list Creating employee lists By default the program automatically creates certain types of Employee Lists for you They are created from the pay period and active inactive 1 e terminated settings For example if you have both active and terminated employees the
17. Aatrix Software Inc 2100 Library Circle Grand Forks ND 58201 www aatrix com This document as well as the software described in it is copyrighted with all rights reserved Under the copyright laws no part of this document whether in hardcopy or electronic form nor the software may be reproduced or transmitted in any form or by any means electronic mechanical photocopying or otherwise without the consent of Aatrix Software Incorporated Unauthorized use of this document software or any associated material is a violation of state and federal law The content of this document is furnished for informational use only is subject to change without notice and should not be construed as a commitment from Aatrix Software Incorporated Aatrix Software Incorporated assumes no responsibility or liability for any errors or inaccuracies that may appear in the document Any references to company names persons or data are for demonstration purposes only and are not intended to refer to any actual organization Any resemblance to existing companies or persons is purely coincidental Aatrix the Aatrix logo Aatrix PayCheck Aatrix Payroll Aatrix Top Pay Aatrix MacP amp L Payroll Ultimate Payroll MultiUltimate Payroll Aatrix Accounting Aatrix MacP amp L and Aatrix CheckPrint are trademarks of Aatrix Software Incorporated TimeMinder is a registered trademark of Aatrix Software Incorporated Other trademarks and products are the propert
18. Cancel 3 Fill in the following withdrawal information Date Enter the date of the withdrawal The program defaults to today s date Description Enter a brief description of your withdrawal e g Service Charge This description will appear in the reg ister Amount Enter the amount of the withdrawal in the field Memo Enter an optional brief memo to your withdrawal entry 4 Click OK The withdrawal is entered into the selected check register 7 13 Liabilities Finding entries The Find feature allows you to locate a specific entry in your register by using the description memo check number amount and date of the entry as criteria for the search Instruction Set 7 8 Finding an entry 1 Access the Check Register window by clicking the View Register button 2 In the Check Register window click the Find button to display the following window O Find Find this Description Contains i Memo Contains JO Check number is exactly l Amount Is exactly Date Is exactly v Find from beginning of register 3B Pressing 36G after an item is found will Find Again 3 Select the categories you are searching e g Description Date 4 Use the pop up menus next to each category to define the parameters of your search 5 Type your search criteria in the text boxes Description Use this option to find entries that match or contain the description you enter The program als
19. Income History Report 10 2 03 All Periods Per Per Per Hame Salary Hour Unit Other Total Samuel J Adams 108 38 4 581 70 0 00 0 00 4690 08 John J Anderson 0 00 4 333 50 0 00 0 00 4 333 50 Mary M Andrews 2 625 00 0 00 0 00 0 00 625 00 Theodore Bartz 22060 z522 0 00 0 00 oes OS Lillith L Blake 4 916 64 21 27 0 00 0 00 4 337 9 1 Carol H Carlson 2 623 90 0 00 0 00 0 00 3623 90 1 Fat H Carpenter 2210 40 aril 0 00 0 00 oo 1 Michael Crosby 4 116 65 0 00 0 00 0 00 4 116 65 1 Ferter R Dahl 4 158 30 0 00 0 00 0 00 4 158 30 Raymond R Dietz 6 302 05 0 00 0 00 0 00 6 302 05 Bonnie D Eastman 4 547 90 0 00 0 00 0 00 4 547 90 1 Louie N Ebert 6 224 55 0 00 0 00 0 00 6 224 55 1 Robert 4 English 6 522 90 0 00 0 00 0 00 6 522 90 Ronald T Erikson 53 968 75 0 00 0 00 0 00 2 968 75 1 Ruth K Evans 3 989 55 0 00 0 00 0 00 i f 2 909 09 don J Fritz 4 270 80 0 00 0 00 0 00 f 4270 60 Jerri J Grange 53 822 90 0 00 0 00 0 00 3822 90 Lindsey P Howard 6 302 05 0 00 0 00 0 00 i l 6 302 05 1 Pamela Jo Hudson 3 677 05 0 00 0 00 0 00 3677 05 Jay L Jensen 6 025 40 0 00 0 00 0 00 f i i 6 035 40 T Howard M Johnson 6 302 05 0 00 0 00 0 00 l 6 202 05 Joshua W Kramer 6 108 30 0 00 0 00 0 00 f f 6 108 40 f Larry Larson 6 145 80 0 00 0 00 0 00 i i 6 145 60 Gabriella W Lenz 6 183 30 0 00 0 00 0 00 l f f 6 183 30 Terrance J Martin 6 164 55 106 70 0 00 0 00 i 627125 Angella 4A Mertz 6 197 90 0 00 0 00 0 00 i f f 6 197
20. j Description CSCS Click Done to return to the Pension Administrator window Click Done to close the Pension Administrator window Clearing pension registers The Clear Files feature allows you to remove the detail e g entries from your employee s pension registers without removing the balances Instruction Set 15 9 Clearing a pension register 1 Select Utilities gt Pension Administrator Determine whether you want to clear the pensions registers for all employees or a single employee e If you want to clear the pension registers of all employees select the Default settings option e If you want to clear the pension register of a single employee select the name of the employee Click the Clear Files button The detail e g entries are cleared from the pension register s while the balances remain 15 16 APPENDIX n PNL I MI States Requiring Special Attention aL mi rii ta nea amp Appendix overview This appendix discusses the adjustments for unique state tax deductions Overview Some states require special employee tax status setup These particular states are listed below along with instructions for setting up the special requirements Arizona To set the withholding status of your Arizona employees click the Payroll Items tab and select an Arizona employee from your Employee List Highlight the deduction and click Edit Item from the button
21. on the fly When needed you can easily add or remove payroll items from an employee s paysheet Instructions for the Add Pay Item and Remove Pay Item commands are detailed in Adding pay items to paychecks on page 3 16 Printing checks from the Process Payroll window Depending on what you need to do there may be times in which printing a single check from the Process Payroll tab window is simply more convenient Instruction Set 5 2 Printing a check from the Process Payroll window 1 Inthe Process Payroll tab window make sure the paysheet of the employee whose paycheck you process ing 1s correct 2 Click the Print Check button 3 Inthe Print Check Options window that appears set up the options as needed then click OK 4 Insert your checkform sheet in the printer If necessary refer to Aligning checks in the print er on page 5 17 5 In the Print window that appears click Print Aatrix Payroll Series Version 12 6 After the paycheck has printed look to see if it printed correctly 7 Another Print Checks Options window will appear asking what you want to do next Record If the paycheck printed correctly click the Record button to record the paycheck into Pay History and the selected check register Reprint If you need to reprint the check enter the appropriate check number then click the Reprint button Exit Click Exit if you do not want to record or reprint the check 8 After making your selection you are r
22. r PEENE EEEE OESE C Save for all subsequent checks ifthe Save button is checked you won t see this window again until the check form is read in again by switching to a different form and then back to this one Clicking Abort will cancel the current print operation Abort ee If this text will be the same for each of your employees you can mark the Save check box Pay Rate A field will be included on the report showing the employee s pay rate YTD Hours Prints the employee s regular YTD Hours on the report Fiscal YTD Hours Prints of the employee s Fiscal YTD Hours on the report Applicable Wages Wages that are applied to whatever deduction or employer paid contribution selected in the bottom pop up menu This option becomes active whenever Deduction Types or Emplr Cont Types is selected from the middle pop up menu Applicable Tips These option applies to Social Security or Medicare It becomes active whenever Deduction Type or Em plr Cont Types is selected from the middle pop up menu Overtime Hours D Overtime Hours These fields allow you to print your employee s hours and amounts for both overtime and double overtime Overtime Hours D Overtime Amounts These fields allow you to print your employee s pay rates for both overtime and double overtime NO IQ Note Available options in both the middle and top pop ups are directly affected by the choices you make If an option is grayed out on eith
23. t want to the Trash Evaluating employee work performance This section covers all topics related to the evaluation of your employee s work performance Topics covered are e Evaluating employees e Printing and deleting evaluation results e Setting up reminders for future evaluations Evaluating employees When you have finished setting up an evaluation form you can use it to evaluate the work performance of your employees Based upon your responses the program will provide you with a score for each employee you evaluate Instruction Set 3 29 Evaluating an employee 1 Inthe Employees tab window click the Evaluate button Employees 2 From the Employee scrolling list select the employee you wish to evaluate 569 Employee Evaluator S a AO Remind Evaluate Clear File Form Setup Employed Crosby Michael O Last Evabuation Date Score By Previgus evaluations 3 Click the Evaluate button 4 Select the evaluation form you wish to use Select the survey to conduct a ay ep aa Ee rs Eam j ateo er eel fage ee ag E i 12 i T Tr i et Pen ee Ee A mommy J E E i d E b j Sai ies ia fee Pema ce a at I Eg i oom 5 Click OK Aatrix Payroll Series Version 12 The following window will appear displaying the first question of the selected evaluation form Evaluate Blake Lilith L Questions Question 1 of 7 f c Previous gt Gi What changes would you like to improve
24. 0 00 hours a Allow hours taken to earn more hours Hours now available 0 00 Scratch value 0 0 in The Scratch Value is used by the calculator and should only be t changed if directed to do so by Aatrix Technical Support f Cancel fC tC Hours type Select the Vacation accrual option Income Source Select the income item you created for handling vacation pay Earn x Time Enter the number of hours days weeks the employee should earn for every number of hours days weeks worked Reduce available hours Optional Click this option if you want to reduce the number of available hours on a particular date Enter the number of hours in the text box and choose the desired date from the pop up menu Increase hours available Optional Click this option if you want to increase the number of available hours on a particular date Enter the num ber of hours in the text box and choose the desired date from the pop up menu Hours available should never exceed Optional Select this option if you wish to put a cap on the number of hours available to accrue Enter the desired cap in hours in the text box Allow vacation hours taken to earn more hours Optional 4 8 Aatrix Payroll Series Version 12 S If this box is checked when the employee takes vacation hours the hours will be used as worked hours for the calculation of other hours Hours now available Optional Enter the number of hours that are cur
25. Employee Data Summary B 5 Employee Personal Data Summary B 6 Index 6 Federal Tax Summary B 8 Help Fax B 22 Income History B 9 Job Costing Detail B 23 Job Costing Summary B 23 New Hire B 24 Pay History Detail B 12 Pay History Summary B 12 Pension reports B 13 Detail B 13 Summary B 13 Queue Detail B 19 Queue Hours B 19 Regular Contribution Summary B 14 Regular Deduction Summary B 15 Regular Income Summary B 16 Unemployment Summary B 17 Vacation Sick Holiday Hours B 18 Reprint check 3 20 5 14 7 15 15 9 Restore from backup 12 4 Revert to Original Employee Paysheet 5 6 S Salary Pay Rate 3 5 Sample checkforms 9 2 Save Employee file 3 7 Free form report 6 37 Security preferences 2 19 Sick pay set up 4 7 Software terms 1 13 ST Pro D 2 State Forms 6 2 Switching computers 12 9 T Tax Deposit Summary Report B 23 Technical Support 1 17 Terminate employee 3 7 Terminated employee 3 22 Test Transmission 14 13 Time Card Employee Time Sheet 10 2 Enter hours worked 10 3 Import Time Card hours 10 8 Print time cards 10 9 Print time sheets 10 7 Restore logs 12 4 Setting up 10 3 Time Card preferences 2 21 Tips 2 16 Troubleshooting C 1 INDEX error messages C 2 general C 4 printing C 3 program incompatibilties C 3 U Unemployment Summary Report B 17 Using Adobe Acrobat Reader 1 3 bookmarks 1 3 V Vacation pay set up 4 7
26. Highlight the deduction and click Edit Item from the button bar In the Edit Deduction window enter the amount from line 6 US Form 89 350 for the selected employee Click the Next button and enter the correct filing status Single Married one income Married dual income Head of Household Click the OK button Repeat these steps for all Mississippi employees Montana To set up a married employee who wants to use the single rate click the Payroll Items tab and select the employee from your Employee List Highlight the deduction and click Edit Item from the button bar In the Edit Deduction window select the Married but use single rate check box Click the OK button Re peat these steps for all Montana employees A 3 New Jersey To set the withholding status of your New Jersey employees click the Payroll Items tab and select a New Jersey employee from your Employee List Highlight the deduction and click Edit Item from the button bar In the Edit Deduction window select the standard withholding table declared on form NJ W4 for the selected employee Click the OK button Repeat these steps for all New Jersey employees New York Local To set the tax status of your New York City and Yonkers employees click the Payroll Items tab and select a New York City employee from your Employee List Click the red New button to create a new deduction In the Type pop up field select Local Income Tax Select Tax Calculation in the Calculation Metho
27. To swap the type credit or debit of an existing link select the link you want to swap then click the Swap c d button Adding new links You can choose from two methods for adding new links e If you are creating a new deduction or employer paid contribution you can create the link in the New Deduction or New Contribution window e Create the link in the Designate Account Links portion of the Send Post Payroll window If needed click the arrow to open the Designate Account Links potion of the window Note If your Aatrix MacP amp L Chart of Accounts has any payroll related changes you will need to export the new chart of accounts information from Aatrix MacP amp L then import it into your payroll program For details referto Importing an Aatrix MacP amp L Chart of Accounts on page 8 13 8 16 Aatrix Payroll Series Version 12 Sending posting paychecks to Aatrix MacP amp L Once the links have been set up for each of your companies you can send your payroll data to Aatrix MacP amp L whenever you process and record your payroll In order to post your payroll data into Aatrix MacP amp L however you must have recorded your payroll at least once for the company you are posting to Instruction Set 8 7 Sending posting paychecks to Aatrix MacP amp L 1 2 3 Process and record at least one payroll Select MacP amp L gt Send Post Payroll Send Post Payroll et EA z lOwerride date with 1 1 27103
28. You may find it easier to modify one of the sample templates than to create an entirely new one For more information on the sample templates referto Sample checkform templates on page 9 2 1 Before printing any checks you will need to modify one of the sample templates to fit your needs or create a Following is an illustration of a checkform template that includes several fields borders lines and a picture This style of check can be printed on blank check stock using the MICR font and toner kit 9 Quickencheck Laser Payroll Date Het Pay Met Pay as Text Mame Social Sec Number Met Faw Net Fay Check Date EARNINGS CREDITS TAKES DEDUCTIONS Description Hours Current YT Dararintian Curran t YTD Check Designer Both text fields and new fields may contain data in text or numeric format Text and numeric formats are designed to align differently For example text fields are aligned so they are left justified That is they are aligned according to the first letter of the field as shown below where the F in Federal and the N in ND Tax are properly aligned Federal Tax ND Tax Numeric fields are aligned so they are right justified That is they are aligned according to the last number of the field as shown below where the 4 and the 7 are properly aligned 329 94 13 97 Note Text representing a field will often appear to override text for another field This happens because the actual string use
29. f Ai l mi f ae E Appendix overview aN The following information is covered in this appendix e Processing payroll with ST Pro hours e Exporting hours out of ST Pro e Importing hours into an Aatrix payroll program Processing payroll with ST Pro hours Exporting hours out of ST Pro In ST Pro Process Regular Payroll 1 Enter the dates you wish to use 2 Enter the hours for each employee for the time period you entered File Menu 1 Select Save will save hours and deductions for future reference 2 Select Print to the screen and then printer to get report to add to payroll records The window in which you entered your employee hours will re appear 1 Click Export 2 Find select and open the Payroll Folder and save the new file Gross Pay to into that folder Importing hours into an Aatrix payroll program In your Aatrix payroll program Import your employee hours 1 Click the Process Payroll tab 2 Select File gt Import Hours 3 In the window that appears locate your Payroll Folder and select the file you exported out of ST Pro then click Import Process and queue the paychecks 1 Select the first employee listed in the Employee List and check to see that the employee s totals are correct 2 Click the Queue Check button to put this employee s check in the Check Queue 3 Process and queue each employee paycheck Print the paychecks Please see Chapter 5
30. i ka Date recorded i Employee list Master List Drone azz Me J Override date with 11 25 03 i Help l a aah Designate Account Links To create a link Select a variable select the appropriate Quicken category then Link 1 Payroll variables 2 Chart of Accounts Net Pay Ads Gross Pay Not assigned or all Bad Debt 0 SrA at L Gross Pay Accounting Bank Charges Negatif Gross Pay Advertising Benefits Gross Pay Development Car amp Truck e 4 Save Link Gross Pay Marketing Commissions ra lee Gross Pay Research Cost of Goods 7 eR a i Import Categories Existing links Regular Pay as negative to Payroll Regular Pay Regular OT as negative to Payroll Overtime i Swap cra Regular Bonus as negative to Payroll Bonus IR o EIC Payment as negative to Payroll EIC Payment Halink Social Security Match as negative to FICA Payable i Social Security Match as negative to Payroll FICA Taxes io r EY FE 2003 US Federal as negative to Federal Taxes T a l f Required links I Net Pay to a Cash Account CR usually the checking account I Gross Pay Not assigned or all to an Expense DR D Federal Withholding to a Liability CR D State Withholding to a Liability CR 1f required D Social Security to a Liability CR D Medicare to a Liability CR E Social Security Employer Match to an Expense DR E Social Security Employer Match to a
31. need to manually delete those checks 7 16 Aatrix Payroll Series Version 12 Printing check registers After you have entered a number of transactions in the register you may want to print the register to review the transactions or to keep a hard copy for your records Instruction Set 7 12 Printing a check register 1 Access the Check Register window by clicking the View Register button If you want use the Display options and Limit by options to limit the printout to a specific range of transactions The program will print all the transactions in the register if the register is not limited by some criteria such as the date Click the Print Register button In the standard Print window that appears click the Print button Holding down the OPTION key while clicking the Print Register button will export the current register as an Excel file Reconciling check registers Perhaps the most tedious and complicated aspect of keeping a check register is reconciling it with your monthly bank statement Fortunately your payroll program has taken much of the work out of this important task and allows you to reconcile your check register in just minutes Instruction Set 7 13 Reconciling a check register 1 2 3 Open the Check Register that you want to reconcile Click the Reconcile button O deposits 0 00 IAE Reconcile Check Register Statement Ending Balance e Current balance 573 745 49 Cleared ba
32. 1010 Cash 1 Gross Pay Not assigned or all debit to 6150 Salaries ND 2002 North Dakota credit to 2310 State Income Tax Withheld Social Security credit to 2300 Federal Income Tax Withheld Untiak f Report ae T Required links 1 Net Pay to a Cash Account CR usually the checking account I Gross Pay Not assigned or all to an Expense DR D Federal Withholding to a Liability CR D State Withholding to a Liability CR Gf required D Social Security to a Liability CR D Medicare to a Liability CR E Social Security Employer Match to an Expense DR E Social Security Employer Match to a Liability CR E Medicare Employer Match to an Expense DR E Medicare Employer Match to a Liability CR Additional Notes e When creating employer paid items that match the deductions it reduces confusion when linking by giving the item a different name from the deduction e If you have more than one expense account that you need individual income items linked to you must link each income item i e Regular Pay Regular Overtime etc Otherwise simply link Gross Pay Not assigned or all option and not link individual income items e Generally you will link Income variables as Debits to Expense accounts Deductions as Credits to Li ability accounts and Employer Paid Contributions to both Liability accounts as Credits and to Ex pense accounts as Debits 8 15 e For posting to be successful Net Pay Deductions must equal all c
33. 15 Remove paychecks 5 17 Check register Delete entry 7 16 Deposit enter 7 12 Display options 7 11 Edit entry 7 15 Export to Excel 7 17 Find entry 7 14 Limit by options 7 11 New register 7 19 Open 7 10 Print 7 17 Reconcile 7 17 View 7 10 Void entry 7 16 Withdrawal enter 7 13 Checkstock Watcher 2 22 Claims 3 6 Command keys 1 16 Commission 5 4 Company Setup Defaults 2 6 New Company 2 4 Overview 2 2 Copy to different computer 12 9 Cost Center Analysis Report B 21 Create Check register 7 19 Index 1 INDEX Checkform template 9 19 Deduction 4 9 Employee files 3 4 Employee List 3 23 Employer Paid item 4 13 EZ report 6 17 Free form report 6 32 Income item 4 4 New company 2 4 Report Bundle 6 7 Customer Support 1 17 D Deduction Assign to employees 4 18 Calculation Method 4 11 Create 4 9 Delete 4 20 Edit 4 19 Exempting 4 12 Limits 4 16 Personalize 4 19 Sheltering 4 12 Types 4 10 Unassign 4 19 Delete Check register entry 7 16 Checks from pay history 3 19 Employee file 3 8 Employee List 3 24 Liability payment 7 5 Liability register entry 7 23 Pay Period record 15 7 Paychecks from Queue 5 17 Payroll items 4 20 Reminder 11 5 Department Assign employee 2 8 Assign to employee 3 11 Edit 2 10 Gross pay expensing 2 9 New 2 7 Differential types 4 5 Direct Deposit Button 2 2 Company set up 13 3 Create prenotification 13 5 Employee set up 13
34. 15th Reminder Setup The section on the a 3 Reminder List L This section displays left side is usedto set the titles of the up the reminder This pte Reminder List reminders currently includes a title as Message Pad set up for the well as a description selected day f tal Reminder Occurs Mon f it Done Starting Date Co fl Pre warn C days r Clear Text If there is text displayed in the Title and Message Pad fields you can click the Clear Text button to clear the fields for the new reminder 4 Enter the information for the reminder Title for Reminder List Enter a name for this reminder limited to 31 characters Message Pad Enter the text for this reminder The text entered here is the text that will be displayed in the Reminders Due window and printed on a calendar printout Note If the Message Pad field is left blank the program will use the text from the Title field for the Reminders Due window and calendar printout Reminder Occurs From the Reminder Occurs pop up menu select the time period for which you want to be reminded of this event such as monthly quarterly annually Starting Date Enter the date that the program should start reminding you of this event Pre warn Enter how many days in advance you wish to be reminded 11 4 Aatrix Payroll Series 12 After setting up your reminder click Save When you click Save the Title of this remind
35. 22 Medicare Match 705 99 255 97 Social Secur ity Match 3 018 77 3 660 09 SUT A 79 34 36 19 Pension 124 72 150 00 Sample Reports Help Fax Report The Help Fax feature allows you to print out a Technical Support Fax Report that you can fax to the Aatrix Support Staff To access Help Fax select the Help Fax option under the Apple menu In the dialog that appears enter the question comment or enhancement request you want printed on the fax The Help Fax report is pictured below Help Fax Fill in this screen print out and fax to Aatrix 701 746 4393 Company name Contact your name YOUR fax number YOUR email address Problem Enhancement request Question This fax is a Description of problem question or enhancement lf this is an enhancement request why is this important to you Mi include detailed system information You can also have the program automatically include on your Help Fax detailed information about your system e g computer type memory extensions etc If you are faxing Aatrix about a particular problem it can be helpful for the technical support staff to have this information when trying to assess the problem Aatrix Payroll Series Version 12 Job Costing Detail Report The Job Costing Detail report breaks out income i e job by the state withholding other deductions and employer paids that are assigned to the employee Following is an example of the
36. 3 Decide whether you want to set up all employees at the same time or to individually set up each employee e To set up all your employees at the same time select the Default settings option located at the top of the Employee List e To set up an individual employee select the name of the employee in the Employee List 4 Select from the pop up menus all those deductions and reimbursement payroll items that apply to your Cafeteria Plan Leave the pop up menu selection as None if you don t offer a particular group premium conversion or Flexible Spending Account 15 5 Administrators 5 Click the Save button 6 Ifyou are setting up the Default settings file click Update When you click Update the setup in the Default settings file is assigned to all employees in the Employ ees List A message will appear stating that this has been done Click OK 7 If you need to personalize the setup of any particular employee simply select the employee from the Employees List and make the necessary changes Viewing Editing Flex spending account registers When you record a paycheck or reimbursement check that includes Flex Spending Account FSA data the program takes this data and stores it separate FSA registers The following instruction set explains how to access the FSA registers for viewing and or editing purposes Instruction Set 15 2 Viewing editing a FSA register 1 Select Utilities gt Cafeteria Plan Administrator 2 Selec
37. 4 Overview 13 2 Print pay stub 5 13 Process payroll 13 7 Disable Reminder 11 6 11 7 Documentation finding topics 1 3 Index 2 printing manuals 1 4 Earned Income Credit 3 6 Check register entry 7 15 Checkform template 9 17 Company information 2 2 Employee file 3 8 Employee Paysheet 5 5 EZ report 6 19 Free form report 6 37 Liability payment 7 5 Liability register entry 7 22 New Employee Settings 3 3 Pay history records 3 16 Queued paycheck 5 16 Reminder 11 5 EFTPS Clear History 14 14 Company Setup window 14 7 Connect Now 14 14 Connection window 14 13 Effective date 14 12 EFTPS Values window 14 12 Enroll 2 3 Message to Aatrix 14 13 Modem setup 14 8 Open company file 14 10 Open program 14 3 Preferences 14 8 Quit program 14 10 Requirements 14 2 Security 14 9 Send EFTPS 14 11 Setting up 14 6 Tab windows defined 14 4 Test Transmission 14 13 Transmit EFTPS payment 14 11 Troubleshooting 14 15 User List 14 9 Employee Data Summary Report B 5 Employee Evaluator Add questions to form 3 29 Creating new forms 3 28 Delete previous evaluations 3 38 Delete questions on form 3 32 Edit questions on form 3 31 Evaluating an employee 3 35 Move questions on form 3 33 Print evaluations form 3 34 Print previous evaluations 3 38 Remind 3 39 Undelete questions 3 33 Window 3 27 Employee List Add names to list 3 25 Assign payroll items 4 18 Create new
38. 57 26 03 8 27 03 4242 00 945 send accepted tab window ki clear History Print History 10 Click the Print History button to print a copy of the information displayed Note Clicking the Clear History button allows you remove all the transactions displayed in the scrolling list or only those transactions recorded before a date you designate 11 When you are done transmitting tax payments select File gt Quit 14 14 Troubleshooting Q Itry to send payments but nothing happens A Make sure that your modem is turned on and properly connected to your computer Verify that you have the proper initialization string and modem speed assigned in the Preferences win dow refer to your Modem manual if necessary Q When lI attempt to transmit a tax payment to the Aatrix EFTPS Server get a message that my Taxpayer ID Number TIN is not registered with Aatrix Software A If you are already registered with the Aatrix EFTPS Service make sure your Taxpayer ID Num ber TIN is entered correctly in the Company Setup window If you have not yet registered with the Aatrix EFTPS Service you can do so by filling out the Aatrix EFTPS Enrollment Form To do so click Enroll EFTPS in the Company tab window of your payroll program Fax or mail this form and all other required information listed on the enrollment form to Aatrix Software Inc as soon as possible If you need an enrollment form call Aatrix Software at 1 800 426 0854 Q
39. 6 302 05 5 677 05 6 035 40 6 302 05 6 108 30 6 145 80 6 183 20 6 271 25 6 197 90 6 302 05 6 237 50 6 555 95 6 145 80 6 354 15 17 042 17 55 Tips 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Medicare 4 581 70 4 322 50 5 625 00 5 559 02 4 337 91 561455 5 567 61 4 116 65 4 158 30 6 302 05 4 547 90 6 224 55 6 222 90 5 968 75 5 8955 4 270 80 5 822 90 6 502 05 5677 05 6 025 40 6 302 05 6 108 30 6 145 80 6 183 30 6 271 25 6 197 90 6 502 05 6 237 50 6 555 95 6 145 80 6 554 15 177 042 17 AN oO Ar m l am triu Dea rA li A OTrIY ad NIFA ArI Aatrix Fayroll Serle J Income History Report The Income History report provides the amounts of all income sources for each employee on the Employee List Salary amounts are all salaries including those extra income sources that are of a Salaried type Per Hour amounts include anything that is on a per hour basis including overtime and double overtime Commission amounts include both regular commission and those extra income sources that are of a Commission type Bonus amounts include both regular bonus and those extra income sources that are of a Bonus type Minimum Pay includes the salaried minimum pay amount and or hourly minimum pay amount An example of an Income History report is illustrated below
40. 8 Post to Quicken 8 26 Payment History Disable 2 18 View 7 9 Payroll Items Assign to employees 4 18 Deductions 4 9 Delete 4 20 Edit 4 19 Employer paids 4 13 Extra income 4 3 Overview 4 2 Payroll Items tab window 1 8 Payroll reports B 3 Pension Administrator 15 12 Clear files 15 16 Create Pension Register 15 14 Edit Register 15 14 Edit Titles 15 13 Setting up 15 12 View Register 15 14 Pension Reports B 13 Period by Period report 6 19 Personal Information 3 11 Personal pay set up 4 7 Pop up menus 1 15 Preferences Aatrix EFTPS 14 8 INDEX Accounting 2 14 Employee 2 15 Overview 2 13 Printing 2 16 Program 2 18 Security 2 19 Time Card 2 21 Preview Printed Check 5 11 Print Auto print liabilities 2 16 Calendar 11 8 Check from Process Payroll 5 6 Check register 7 17 Checks from Check Queue 5 12 Form 941 6 13 Liability checks 7 5 7 7 Mailing Labels 2 25 more than 1 check per page 2 16 Paycheck records 3 19 Reprint check 7 15 Reprint checks 5 14 Time cards 10 9 Time sheets 10 7 Print as Report 5 8 Print View Check Queue 5 11 Print View Report Queue 6 11 Printing manuals 1 4 Printing preferences 2 16 Process Payroll Add check to Check Queue 5 5 Add Pay Item 5 6 Edit paysheet 5 5 Import Hours 5 9 Overview 5 2 Process paycheck 5 3 QuickCalc 5 6 Quit 5 7 Remove Pay Item 5 6 Revert to Original 5 6 Process Payroll tab window 1 9 Program overview 1 5 Pro
41. 90 J Michael D Messinger 6 302 05 0 00 0 00 0 00 y 6 302 05 I Tracy E Mott 6 237 50 0 00 0 00 0 00 i 6237 50 1 Sarah D Nelson 6 270 80 65 14 0 00 0 00 l 6 335 95 I Jack O Preston 6 145 80 0 00 0 00 0 00 f 6 145 80 Terry R Primrose 6 204 15 0 00 0 00 0 00 6 304 15 TOTALS 167 956 17 9 203 7S 0 00 0 00 177 159 90 Sample Reports New Employee Settings Summary Report The information displayed in the New Employee Settings Summary report is the current setup of your Default Information File This setup is what the program will automatically assign to each new employee file created It is recommended that the information in this report is reviewed for accuracy before employee files are created Another verification should take place whenever information is changed in the Default Information File An example of the New Employee Settings Summary report is illustrated below Hew Employee Settings Summary Reporting on New Employee Settings Printed on 101 03 Grand Forks WD 58201 CNN Regular Pay 0 00 per hour Extra inne Yacation 0 00 Chourly rate Deductions Federal Income Tax Linked to FE 2002 US Federal in Aatrix Taxbase This is categorized as a Federal Income Tax deduction AD 70027 Horth Dakota Linked to NC 2002 Morth Carolina in datrix Taxbase This is categorized as a State Income Tax deduction Social Security 6 20 This has an Upper Limit applied to it 24 900 00 per yea
42. Aatrix MacP amp L Payroll and Ultimate Payroll Single and Multi company versions users The detailed instructions and explanations in this manual refer to all these programs unless specifically noted Note that some of the features described in this manual are not available in all programs If your program does not contain a feature you need you can easily upgrade your program without losing any of the information you ve already entered Call our Sales Department at 800 426 0854 for details Symbols and conventions To help you understand and use the guide more effectively this user guide uses the following symbols and conventions to make specific types of information stand out The light bulb symbol indicates a helpful tip shortcut hint or suggestion on the current topic A The warning symbol is used to alert warn or caution you of particular procedures actions or notices Note The Note format i e line above line below is used to format a special note The gt symbol indicates a selection to make from a menu For example File gt Print is the same as select the Print command from the File menu Aatrix Payroll Series PDF User Guide Aatrix Software provides a Payroll Series User Guide in Adobe s Portable Document Format PDF PDF user guides can be read on your computer screen or printed You can access the User Guide by selecting Help from the menu bar and choosing Aatrix Payroll Series User Guide s Payr
43. Designer Test printing checkforms After designing or modifying your checkform template you will need to test print the template using real data This allows you to verify that the finished form prints exactly how you intended Instruction Set 9 11 Test printing a checkform 1 If your checkform template is open select File gt Return to Payroll 2 In the Process Payroll tab window select an employee in the Employee List 3 Click the Print Check button Print Check Options Check printing setup Checkform My Test Checkform pa Select the checkform that you Check Register My Register E created from the pop up menu Starting check number Checks will be stored by this date You can Canen 1 1 24 03 change this setting in Employee Preferences Pay period ending date 11 24 03 Direct deposit employees only Direct Deposit form Hone For this payroll instead of direct deposit print checks for employees who are marked for Direct Deposit ta f Cancel Help 4 Make sure the checkform template you want is selected from the Checkform pop up menu and click OK 5 In the Print dialog that appears click the Print button A After printing be sure you do NOT record any of your test check printouts 6 Hold the paycheck printout over one of your pre printed checkstock sheets Verify that all the fields on the paycheck line up with the fields on the actual pre printed check shee
44. EDJ 1 Joshua W Kramer 6 108 30 4 356 64 45 55 14 64 62 49 I Larry A Larson 6 145 80 4916 64 43 15 14 76 62 9 Gabriella W Lenz 6 153 30 4 246 64 43 45 14 54 64 295 Terrance J Martin 6 271 25 2 035 24 20 16 15 12 60 25 Angella A Mertz 6 197 90 4 955 32 43 60 14 55 64 45 Michael D Messinger 6 302 05 3 041 64 20 40 15 12 60 52 1 Tracy E Mott 6 237 50 4990 00 43 90 14 96 64 56 1 Sarah D Nelson 6 335 95 3 081 77 20 67 15 24 65 91 1 Jack O Preston 6 145 80 4916 64 49 15 14 76 63 91 Terry R Primrose 6 394 15 7 083 32 20 85 15 24 66 09 TOT AL WAGES 177 042 77 141 453 91 TOTAL TAKES 1 416 16 424 20 1 840 46 B 17 Sample Reports Vacation Sick and Holiday Hours Reports The Reports list includes an Hours Vacation Report Hours Sick Report and an Hours Holiday Report Each report displays earned taken and available hours for each employee for the time period you designate An example of a Vacation Hours Report is illustrated below JI Periods Printed on 10 2 03 Employee Hame SH Hrs Earned Samuel J Adams 343 34 2425 6 00 John J Anderson 16 00 Mary M Andrews 36 00 Theodore Bartz 20 00 Lillith L Blake 301 993 9959 0 00 Carol M Carlson 3201 99 9699 0 00 Fat H Carpenter 301 00 9599 0 00 Michael O Crosby 301 00 9999 26 00 Totals 174 00 Hrs Taken Hrs Available 0 0 Note Report will display all zeroes until the first Payroll is recorded after setup B 18 Queue Reports When you have checks waiting to b
45. Edit gt Update Rates Update Rates This command will update the new rates in your Employer Paid items as well as retroactively change the values in your Pay History YTD records Change the rate of FUTA Es For records dated on or after 01 01 03 f Cancel 2 From the Change the rate of pop up menu select the desired item 3 Enter the new percentage rate and the date the change is to take effect 4 Click Update The program recalculates the amount of the selected employer paid item using the new rate and makes the appropriate changes in your pay history records The program also changes the rate in the employer paid setup Printing paycheck records You can print paycheck records exactly as they appear in the Pay History window using the Print as Report feature Instruction Set 3 13 Printing a paycheck record 1 Inthe Employees window select the employee you want from the Employee List on the left then click the Pay History button 2 From the Select Check Date pop up menu select the paycheck you want to print as a report 3 Click the Print as Report button 4 Click OK in the print window which appears The paycheck record will be printed exactly as it appears in the Pay History window Deleting paychecks from pay history If for some reason you need to delete a paycheck from an employee or an entire Employee List you can do so using the Delete Paycheck feature Be sure to use extra care when
46. Error Checking Mailing La bels and the Checkstock Watcher Company Setup Company Setup overview When you click the Company tab a window such as the following is displayed The information you enter in the Company Setup window will be used throughout the payroll program and for reporting purposes Employees Payroll Items Process Payroll Reports Liabilities QuickBooks ime Cpe Thi i ETH if y IHi al 12 v MICR Info Direct Deposit Preferences EFTPS Calendar Checkstock Error Check New Company Help Bentz amp Co 2 Company Info Bentz amp Co Sample Company Simeone amp Sandberg Co Name Trade Name Address ity Grand Forks State Federal ID EIN 12 12234121 Taxpayer ID Number TIN 27 3456789 Defaults Checkform Aatrix AML 2 Laser rey Register Check Register hy Employee List Master List rey Bemz amp Co id 1127 N Columbia Rd Phone Contact Fax Email No Zip State State ID Departments Groups Departments 701 779 7799 Kimberly 701 779 7790 Unemployment ID Accounting Advertising Development Marketing Research Sales The list on the left displays the names of your companies Initially the list will contain the name of the company you set up during the installation process and a Sample Company You can use the Sample Company to become familiar with the
47. Font or Style menus to change the setting Use the Other command in the Style menu to set a font size that is not available from the menu This would be used to enter a very large font size Creating Freeform reports The following instruction set is meant as a lesson to guide you through the process of designing a report template from scratch The report will be set up using an Employee List and print out all of the employees in rows and columns on one page As part of the lesson you will learn how to designate fields to represent report items and how to place them on the report When you want to design your own customized reports simply use the information you learned in this lesson Instruction Set 6 18 Creating a Freeform report 1 In the Reports tab window click the Freeform Report button 6689 Untitled a Aatrix Payroll Series Version 12 2 Select File gt Save As 3 Inthe Save Form As dialog that appears enter a descriptive name e g Sample Report Design for your report form Save Form As Save layout as 4 Click Save 5 Optional Select the commands in the Display Options menu that you want to use For detailed in formation refer to Display Options on page 6 21 6 Select File gt Form Setup 7 Inthe Form Setup dialog set up the options as illustrated below For details on the options in this dialog refer to Form Setup options on page 6 22 Form Setup Enter the size of
48. Form Setup window select the proper item names from the pop up menus to match the required fields For example your federal withholding deduction must be selected for the Federal Withholding field Select None from the pop up menu if a specific item does not apply to your payroll 7 Click OK 8 The 941 Report form will appear on the screen The 941 you see on the screen is designed to look like an actual pre printed Form 941 with certain fields automatically filled in by the program It is a self calculating form meaning that any time you change a value on the form the fields affected by this change will be reset with the appropriate values If the form is not readable on the screen you can either refer to an actual pre printed Form 941 or print out a Form 941 using the Print numbers and background picture option in the Print Options dialog 9 Review the information and make any necessary changes If needed you can use the Get Value command to insert amounts into the form For more information refer to Get Value on page 6 15 If you make changes to any amounts on the Form 941 be sure that you make the appropriate changes in your check register Manual entry of certain information may be needed in some fields such as your name and title at the bot tom of the form To enter information in any of the non calculating fields click the cursor in the field and type in the needed information Use the Tab key to move from field to fi
49. I get the message You can t connect because I can t open the port for the modem con nection How do I correct this A Check that there are no other program e g American Online currently using the modem Also check that the correct port option is selected in Preferences Q I m using my PowerBook with Aatrix EFTPS and my modem won t dial out How do cor rect this A Change the modem setting in the Teleport contro panel to compatible 14 15 Aatrix EFTPS Notes 14 16 CHAPTER 1959 r aaa WITUI I Pe cit d Administrators 1 E SREB ES te ee a eae F Chapter overview A et The following information is covered in this chapter Using the Cafeteria Plan Administrator Using the Pension Administrator 15 1 Cafeteria Plan Administrator The Ultimate Payroll program Single Company and Multi Company includes a feature called the Cafeteria Plan Administrator It allows you to set up and administer your company s cafeteria plan Instructions are provided in this section of the chapter for setting up your payroll program Please familiarize yourself with it before entering your cafeteria plan information What is a Cafeteria Plan A Cafeteria Plan is an employee benefit program designed to take advantage of the regulations contained in Section 125 of the Internal Revenue Code Employees may choose from among two or more benefits consistin
50. Illustrated below is an example of the Time Card General Summary report TimeCard Summary All Periods Humber of Hours Hame Days Weeks Reg OT DOT Samuel Jd dams 4 E 0 0 0 0 0 0 Note The Time Card General Summary Report is only available when automatic overtime calculation is se lected in Time Card preferences Aatrix Payroll Series Version 12 Miscellaneous Reports Cost Center Analysis Report The Cost Center Analysis Report in Ultimate Payroll Single and Multi Company lists the amounts and percentages of Regular Pay Regular Overtime and Regular Double Overtime pay paid by the company to its employees It also lists the deductions withheld for Federal Income Tax Medicare and Social Security Additionally employer paid contributions FUTA Medicare Match and Social Security Match are detailed An example of a Cost Center Analysis Report is illustrated below Cost Center Analysis Page 1 Reporting on Employees All Periods keg pa keg OT keg dbl OT Adv EIC Vacation Totals Amount 46 304 42 148 20 0 00 140 01 10 080 00 59 172 63 Percents B27 4898 0 25 0 003 0 243 17 0395 100 00 Deductions Federal Income Tax 6 314 13 1 428 04 5 383 00 Social Secur ity 2 018 77 623 49 3 660 09 Medicare 705 99 145 81 555 97 ND 2002 Morth Dakota 1 808 09 f a7a 44 2 192 21 Health Insurance 973 76 2701 12 1 180 63 Pension Plan 1 237 17 i 250 52 1 500 00 Engoleyer maid FUT A 359 45 472
51. Language English Plural ofe Aatrix MacP amp L _ Foresight Financials Menu link to EASA dae aac io __ A4 Accounting E Quicken EP Oe E ir l l cu None l Help wee e me e me ee me e me me e e e e e m m m e e m m me m m m m m m m m e This chapter contains posting information for the following programs e QuickBooks e Aatrix MacP amp L e Quicken If you process payroll for more than one company you will need to designate account links for each company you want to post payroll data for Aatrix Payroll Series Version 12 Posting to QuickBooks This section contains the following information e The QuickBooks menu e Linking to QuickBooks accounts to payroll items e Sending posting paychecks to QuickBooks e Sending posting liability checks to QuickBooks Before you can send post any payroll data you must import your QuickBooks Chart of Accounts and then establish links between your Aatrix payroll items and the appropriate QuickBooks accounts Once these links are set up you can send post your paycheck data as well as your liability check information to QuickBooks Note If you wish you can have your Gross Pay expensed by departments This allows you to post to multi ple G L accounts in QuickBooks Refer to Gross pay expensing by department on page 2 9 The QuickBooks menu The following menu will appear in the men
52. Liability CR E Medicare Employer Match to an Expense DR E Medicare Employer Match to a Liability CR Additional Notes e When creating employer paid items that match the deductions it reduces confusion when linking by giving the item a different name from the deduction e If you have more than one expense account that you need individual income items linked to you must link each income item 1 e Regular Pay Regular Overtime etc Otherwise simply link Gross Pay Not assigned or all option and not link individual income items e Generally you will link Income variables as Debits to Expense accounts Deductions as Credits to Li ability accounts and Employer Paid Contributions to both Liability accounts as Credits and to Ex pense accounts as Debits e For posting to be successful Net Pay Deductions must equal all combined Gross Pay expenses Any Employer Paid contribution Expense debit must be offset with an Employer Liability credit 5 Click the Report button 6 Select Preview gt Print All Refer to the printout and verify that all links are set up correctly The report provides helpful troubleshoot ing information If you ever have problems sending posting payroll data print your current Existing links list and follow any troubleshooting suggestions the report may provide before calling Technical Support 7 When you are sure that all your links are set up correctly click Done A Quicken Links file is saved to
53. List command in the Default Job pop up menu Refer to 3 Creating jobs on page 4 21 6 If you ve already imported your chart of accounts you can link this income item now or later in the Send Post Payroll window Aatrix Payroll Series Version 12 If you prefer to designate the link now select the account that this income item should be linked to from the Expense pop up menu Partial detail of Expense pop up list Ads Bad Debt Bank Charges Benefits Car amp Truck Commissions Cost of Goods Cost of Goods Labor Cost of Goods Materials Cost of Goods Other 7 Click OK when you have finished setting up this income item The income item will appear in the Income portion of the Payroll Items tab window 8 Assign this income item to those employees it applies to If needed see Assigning payroll items to employees on page 4 18 9 Once the income item has been assigned to all applicable employees you can personalize it for in dividual employees if needed Refer to Editing payroll items on page 4 19 Setting up vacation holiday and personal pay Setting up your payroll program to calculate vacation holiday and or personal pay is a two step process This includes 1 Setting up income items for your vacation holiday and or personal pay and assigning them to all ap plicable employees 2 Setting up the calculation method of the vacation holiday and or personal pay for each employee Instruction Set 4 2 Setting up v
54. Orientation If you need to change the orientation of a particular check or report printout select File gt Page Setup and make your change After printing the program defaults back to the setting you choose here Landscape modes Report list order Not in Aatrix PayCheck Use this option to designate the order you want the reports to appear in the Reports list in the Reports tab window Cache reports list Each time you open the Reports tab window the program rebuilds the Reports list This can take some time depending on the number of reports If the Cache reports list option is selected the program will save the reports to a file instead of rebuilding the list Note that if you create a new report the report will not ap pear in the Reports list until you deselect this option Enable MICR check printing You can print your checks on blank check stock using this optional MICR magnetic ink character recogni tion check printing feature Just insert blank check stock and the MICR toner cartridge into your laser printer and print your checks complete with the MICR line at the bottom of the check You no longer need separate check stock for each checking account For information on purchasing the MICR kit contact Aatrix Sales at 800 426 0854 Instructions for set ting up the MICR Check Printing feature are located in the Documentation folder on
55. Print All Preview Remove Remove All These reports are waiting to be printed Hours Holiday for Bentz amp Co 1 pages on 11 20 03 Adding reports to the Report Queue In order to use the Report Queue feature you must first add the reports you want to it The following instruction set guides you through this process Instruction Set 6 5 Adding a report to the Report Queue 1 In the Reports tab window select a report in the Reports list 2 Click the Preview Report button 3 Select Preview gt Add to Report Queue A dialog appears confirming that the report was added to the Report Queue 4 Click OK 5 To return to the Reports window select Preview gt Exit Viewing 6 10 Aatrix Payroll Series Version 12 Printing viewing the Report Queue All reports you add to the Report Queue remain there until you are ready to print them Instruction Set 6 6 Printing viewing the Report Queue 1 Select File gt Print View Report Queue Each report that is waiting to be printed is displayed with the report name company name how many pag es the report is and the date the report was queued Decide whether you want to Print Preview or Remove a report the Report Queue Print To print a single report select the report and then click the Print button The standard Macintosh Print di alog will appear allowing you to print the report To print all the reports click the Print All button Note NOTE After printing
56. Vacation Sick and Holiday Hours Report B 18 Verification report 7 6 View Check Queue 5 11 Check register 7 10 Checkform 9 4 Free form report 6 21 Report Queue 6 11 W Withhold extra 3 6 Write a check 7 5 Index 7
57. Vacation 0 00 0 00 v None Deductions Tips Wages Amount Federal Income T 910 04 71 00 Social Security 0 00 910 04 56 42 Bonus check only If you want to print a bonus check separate from a regular paycheck e g Christmas Bonus zero out all the values in the employee s paysheet except for the Bonus field The changes you make in the paysheet will not alter the employee s default setup Aatrix Payroll Series Version 12 Bonus pay that is taxed different than regular income Bonus pay may be taxed differently than the regular income Check your state and federal laws for the current rates If you need to change the tax rate for bonus pay from the normal default tax rate access the Employee tab window or the Payroll Items tab window highlight the employee then choose Edit gt Bonus Tax Rates Bonus Tax Rates Bonus tax overrides for Andrews Mary M Federal tax Tax normally QO Tax at 10 0 State tax fe Tax normally Q Tax at 0 00 Cancel _ In the Bonus Tax Rates window enter the tax rate for the Federal and or State taxes to a different percentage than the regular withholding The rate you enter here will override the normal withholding rate and will only affect the Regular Pay Bonus of the selected employee Importing employee hours You can use the Import Hours feature to import a file that contains the hours your employees have worked The file you create must conform to the following
58. a list 1 Open the Employee List you wish to add names to 2 From the Employee List pop up menu select Add Employee to List Select the employer to add adams Samuel Anderian jair Ard fice Hir M fanz Theodore Blake Liteh L Calion Carol M Carpenter Pat H Crostey chad 0 Dahl Ferier A Dietz Raymond F Eastman Borie O Ebert Lawit H Bngliath Rober A Ernktom Ronald T k Evans Rak E F Done Add Al Add _ _ _ _ _ _ _ _ _ 3 If you want all the employees in the list added to the currently open Employee List click the Add All button To add one or more names to the currently open Employee List select the name of an employee and click the Add button To help you keep track of which employee names have been added to the list the program removes the em ployee s name from this list when you add it to the Employee List This way you won t have to rely on the scroll bar to search to the bottom of a lengthy list because the list gets shorter 4 Click the Done button when you have finished adding names Employees METHOD 2 This method uses the Add lt lt gt gt to list selection Use it to add a single employee to a list 1 Select the name of the employee you want to add to another list 2 Open the Employee List you want to add the employee to from the bottom of the Employee List pop up menu 3 From the Employee List pop up menu select Add e
59. alert message will appear informing you that a clean install will delete ev erything in the existing Employees f folder If you have data in this folder that is up to date and you know for sure is not damaged or lost do NOT perform a clean install amp Warning If you do a clean install everything i in the Employee Files f folder will be deleted before restoration Are you sure you want to do that 12 5 Maintenance Install to a new folder When you mark this option the following window appears allowing you to restore your data to a new folder Create New Folder Options What kind of new folder do you want Just make a backup of the Employees Files f folder ae mana __ Create a whole new company and call it e Just make a backup of the Employee Files f folder Selecting this option creates a duplicate backup Employee Files f folder called Employee Files f 1 using the most recent data The program places this new folder in the company folder of the currently open company e Create a whole new company and call it If you select this radio button fill in the name of your new company in the text box then click OK In the Restore Payroll Files window make sure all the files are selected before clicking Restore A message similar to the following will appear when the process completes In the Company tab win dow note that the original company information is intact Edit fields as needed to match t
60. all your reports using the Print All option a message window will appear asking if you would like to delete all of the reports from the Report Queue Preview If you want to preview a report before printing it or removing it from the Print Queue select the report and then click the Preview button To exit the preview mode select Preview gt Exit Viewing Remove To remove a single report from the Report Queue select the report and then click the Remove Report but ton A dialog will appear asking if you are sure that you want to remove the report Click Yes to remove the selected report or Cancel to return to the Report Queue To remove all the reports in the Report Queue click the Remove All button Click Done when you are finished with the Report Queue 6 11 Reports Form 941 overview The IRS requires every employer to submit a Form 941 Employer s Quarterly Federal Tax Return at the end of each quarter It reports the amount of earnings withheld from your employees paychecks against how much you actually deposited to the IRS over the course of the quarter Categories included on a Form 941 report include Federal Income Tax Social Security and Medicare Your payroll program culls the information for the Form 941 from information already stored in your employee s Pay History files This includes the total amount of 941 liability payments deposited to the IRS Processing Form 941 The following set of instructions lead you t
61. applicable calculates the amount of the check using data extracted from your pay history records The total amount of the check is inserted into the Total field and the amounts of the payroll items are allocated to the appropriate liability registers The program then tracks the amount of the payment for reports such as the 941 For details refer to Writing printing liability checks on page 7 5 Finally another benefit of the Payment feature is that when you write a check using a payment the recorded payment is maintained in the Payment History window for quick viewing For details refer to Viewing your liability payment history on page 7 9 Note You can use the check portion of the window to write record miscellaneous checks that don t need to be calculated or tracked for reports If you want the program to track your liability payments for a report such as the 941 you need to decide at what point you want to begin tracking the payments You also need to know how many prior checks you need to enter into the system For example if you begin using the payroll program sometime during the second quarter and you want to track your 941 deposits for the 941 report you need to enter all prior second quarter 941 liability payments into your check register If there are only a few days left in the quarter you may want to wait until the next quarter to begin tracking your liability payments The point is that if any 941 payment is mis
62. bar In the Edit Deduction window select the appropriate tax rate for the selected employee Click the OK but ton Repeat this procedure for all Arizona employees Arkansas To set the withholding status of your Arkansas employees click the Payroll Items tab and select an Arkan sas employee from your Employee List Highlight the deduction and click Edit Item from the button bar In the Edit Deduction window select the Special Tax Status No personal exemptions Married claiming self only Married claiming both or Single claiming self for the selected employee Click the OK but ton Repeat this procedure for all Arkansas employees California To set the withholding status of your California employees click the Payroll Items tab and select a Cali fornia employee from your Employee List Highlight the deduction and click Edit Item from the button bar In the Edit Deduction window enter the number of additional withholding allowances the selected employee claimed on the DE 4 or W 4 form Click the Next button and select the correct status for the standard deduction Single Dual income married Married with multiple employers Married 0 or 1 al lowance on DE 4 Married over 2 allowances on DE 4 or Unmarried head of household Click the Next button and enter the number of estimated deduction allowances Click the OK button Repeat this proce dure for all California employees Connecticut To set the withholding status of your Conne
63. been placed on the form select that field by clicking on it and use the Font or Style menus to change the setting Use the Other command in the Style menu to set a font size that is not available from the menu 9 16 Aatrix Payroll Series Version 12 Modifying existing checkform templates If you decide to use one of the included checkform templates to print your checks instead of creating a new one you may find that the template needs some modification so that it prints your checks the way you want For example you may want to add remove fields or you may want to move a field so that it prints in a different location Instruction Set 9 9 Modifying an existing checkform template 1 From the menu bar select Utilities gt Check Designer 2 Ifthe checkform you wish to modify appears in the Check Designer window continue to the next step If an Untitled checkform or a checkform you don t want to modify appears select File gt Close select File gt Open in the window that appears select the checkform you want then click Open _ Select the form to edit fey Checks E Reports 3 Gov t forms 2 Shared Reports atrix ACC 4 ImgWrtr Aatrix ACP 6 Imgwrtr Aatrix ALCC 7 Laser Aatrix ALP 5 Laser Aatrix AMC 1 Imgwrtr Aatrix AML 2 Laser Aatrix WCLCK Blank Stock Direct Deposit Stub My Checkform My Test Checkform Quickencheck ImgWrtr Quickencheck Laser Cancel Open a eae 3 Modify
64. changed so you need to correct the frequency of payment Instruction Set 7 2 Editing a liability payment 1 In the Liabilities tab window select the payment you wish to edit from the Payments list 2 Click the Edit button 3 Inthe window that appears make the changes you want then click OK Deleting liability payments At some point you may find that you want to delete an existing payment because it is no longer needed Instruction Set 7 3 Deleting a liability payment 1 In the Liabilities tab window select the payment you wish to delete from the Payments list 2 Click the Delete button 3 A window will appear asking if you are sure you want to delete the selected payment Click Yes to delete the payment or click No if you decide not to delete this payment Writing printing liability checks You are not required to use payments to write liability checks however the following instruction set assumes you have already set up a payment for the check you are writing If you have not yet set up a payment refer to Creating liability payments on page 7 3 for details Liabilities Instruction Set 7 4 Writing printing a liability check 1 Inthe Liabilities tab window select the payment you are writing a check for from the Payments list IAE Bentz amp Co Register Check Register To write a Check ios Check 7004 Select or Create a Payment 941 Liability FUTA Liability payto dso J SUTA Liability oes
65. characters you want Language on check The language option allows you to decide which language the text of the check should be printed in En glish and French Canadian are the only options available at this time If you would like to use other lan guages please contact Aatrix Software Inc with your request Currency symbols Use this field to define the monetary symbol to print on checks The program defaults to the standard sign To change the program default tab to the Currency symbol field delete the character then enter the symbol you want Plural of currency name Use this field to define the monetary unit to print on checks The program defaults to Dollars To change the program default tab to the Plural of currency name field delete the text then enter the text you want Menu link to Select the accounting program you are linking your payroll program to If this option does not apply to you or your accounting program is not listed in the pop up menu choose the None option 2 14 Aatrix Payroll Series Version 12 If you choose an accounting program its name will appear as a pull down menu in your payroll program For example if you choose Intuit QuickBooks your payroll program will have a QuickBooks menu con taining the following commands QuickBooks Send Post Payroll Open QuickBooks Employee preferences When you select Employee the following window opens RSE 26 Seer rere Ue Bee e
66. criteria you select For example you can set the register to display only uncleared checks The Display and Limit by options are detailed in this section Display options The Display options can be used to display entries based on the criteria you select You can choose more than one option giving you many possible combinations Marking a checkbox means that any entry that fits the selected category will be displayed Cleared Cleared transactions are those transactions that have appeared on your bank statement The program will mark V a transaction in the register when you mark a transaction as cleared in the Reconcile screen Uncleared Uncleared transactions are those entries that have not appeared on a bank statement and that you have not marked as cleared in the Reconcile screen Checks Check this box to display checks you have entered into the register Deposits Check this box to display deposits you have entered into the register Withdrawals Check this box to display withdrawals you have entered into the register Show Memos Check this box to display the memo fields in the register Limit by options Use the Limit by options to further define and specify the types of transactions displayed in the register You are allowed to choose more than one option giving you many possible combinations Amount Limits transactions that are displayed in the register according to a specific amount Allows you to view transactions that ma
67. describes and provides samples of many of these reports Employee List Adams Samuel J Anderson John J Carpenter Pat H Crosby Michael O Dahl Ferter R Dietz Raymond R Eastman Bonnie D Grange Jerri J Howard Lindsey P Hudson Pamela Jo Jensen Jay L Johnson Howard M jiMartin Terrance J Mertz Angella A Messinger Michael D jeMott Tracy E Nelson Sarah D Preston Jack O Primrose Terry R Bentz amp Co Master List RA Report On Employee List Master List employee Blake Lillith L Report on the period All Periods Report Limits Pay Period Options Mi Print to Apple LaserWriter Mskip employees not paid during report Department All Departments Z3 All periods HH Reports Form W2 Form W3 Form 1099 Form 1096 Certified Payroll Summary Cost Center Analysis CP Account Detail CP Account Summary CP Projection Summary Department Report Employee Data Summary Employee Data Detail Employee Personal Data Summary Estimated Annual Wage Federal Tax Summary Hours Holiday Hours Sick Hours Vacation Income History Job Costing Detail Job Costing Report Job Costing Summary Liabilities Due MacP amp L Pending Posts New Employee Settings New Hire Pay History Detail Pay History Summary Pension Detail ee ce mT ee Some reports e g Regular Deduction Regular Contribution have been designed
68. dollar amount select this option and enter the appropriate amount in the text box Then select whether the amount applies to the whole year e g 2 600 per year or to the pay period e g 26 00 per pay period Percentage If the upper limit is a percentage select this option and enter the appropriate value in the text box Then se lect whether the value is a percentage of the gross pay for the pay period or a percentage of the net pay for the pay period 4 16 Aatrix Payroll Series Version 12 Lower Limit A payroll item can be set up with a lower limit that must be reached before it begins For example with a lower limit set at 2000 00 the employee must make 2000 00 before the deduction kicks in When you click the Lower radio button the following window appears Don t begin calculating the lower limit until C3 Gross pay YTD Gross pay for pay period exceeds 12 pe Calculate the deduction based on ok lL Whole amount Amount over lower limit Designate the conditions for when the payroll item begins calculating and what the calculations are based on Don t calculate until If you select Gross pay YTD the program will not begin deducting contributing until the employee s year to date gross pay equals the amount you enter If you select Gross pay for pay period the program will not begin deducting contributing until the em ployee s gross pay for this period equals the amount you e
69. eee 9 10 PtCiG Wr MCNANCS o04 con ororne Chow uess Cha werns Chetees amp chaterus Oh ew dens Owes 9 14 BS SS EME TS IG fat ce ns ye fae E Gent te et ces we We er ee tac E E Heel lees wt ied ye EE E Bo Heel ieee we eo ee 9 14 Editino TICS 22 ese tiese cee teehee Cor oe ee ooo des Oho eke eee eeeeees 9 14 PYG NG HINTING aged om Bh wy hl ee od ws By ed od oe Be ee el 9 15 Wiplicatme elas ssascssserrssrer ache euru S ES EEES eceeenerdens 9 15 Manually moving fields 2 0 cc eee eee e een ees 9 15 Aligning fields 2 0 ck ne eee ene eee e een eens 9 16 Changing fonts and font styles 0 0 eee teens 9 16 Modifying existing checkform templates ccc ccc ccc cece ccc sececcccees 9 17 Creatine new checkformS oc5 5 6 6 oie ase sais tretine Riese Hage oS ase Bee Rae Ha eS 9 19 Test printinge CHCCKIOUING 4244 44 42 4 ae oe ore pees his OS we Ee ESNE EARP eee Be es 9 26 CHAPTER 10 TIME CARD Time Card OVEEVICW 326i ceetae et ie eteee tee nE rapo abet eee tee es eettaees tees 10 2 The Employee Vite SWC eere reseta aeee amp Be amp Aw or Ge eevee hems amp dete se Be de tesa 10 2 Sine IMG Card 0 64 664d wesc tute eto e saw teed east ete es 10 3 Before usine Time Cardes occ Geese ee 6 Wer We a a 6 6 Grd ws eR eae Geers Ge Geo eee 10 3 vii CONTENTS Manually entering data into time sheets 0 0 0 0 ccc ccc eee eens 10 3 Time Sheet Cala MeldS 444552 esas esas ow eh dees oe eeee ew ee eh sees bee ee en ne es 1
70. employees The Employee Evaluator allows you to create score and print employee evaluation forms A well planned performance appraisal can give employers valuable insights into the work being done and those employees who are doing it well Some of the many advantages of conducting performance evaluations on a consistent basis include reinforcing good work performance providing corrective feedback communicating your expectations for good job performance and better capabilities for judging who is eligible for bonuses and pay raises The Employee Evaluator window To use the Employee Evaluator open the Employees tab window and then click the Evaluate button located in the Evaluate Employee section l A Employee Evaluator ee eee f ee ee re ee ee ee ee ee ee PEPE i z z F E i i z iaa sa d t Print Puearei red Evaluate Clear File Form Semap Help Sa en rem sem e m ecse sereme emerecececme a poe a ar Employees Employes Bartz Theedore 5 a e a a Anderson John J a Andrews Mary M Fi Ev ion Birt Theadare 5 ore Blake Lilla L Carlson Carol M Ey Canpenter Pat H Previous evaluations Crosby Michael r meee Dahl Perier K Dietz Raymond F Eastman Bonnie D Eber Lowie H English Robert A 3 Cak aam Ael T C Done If the program cannot find an evaluation form on your computer a window will appear asking you to name and save a form before it will open the Employee Ev
71. fields When you click OK the program will enter a cleared transaction for the service charge in the register Mark V all cleared transactions A cleared transaction is one that the bank has processed and appears on your bank statement The Recon cile window displays all the transactions from your register that have not been marked as cleared To mark a transaction click the transaction and a V will appear to the left of the transaction description To unmark a transaction click the transaction again If you Cancel in the middle of reconciling the program not forget what was marked up to that point Make sure that the amounts for these transactions match each other exactly If there is a discrepancy you should keep track of what the difference is and after reconciling the register edit the transaction in your check register to match that of the bank statement using the Edit Entry button You may wish to make a note of these changes and check them against the actual check to make sure the bank has not made a mis take If after reconciling the register you find that you need to unclear a transaction that has already been cleared select the transaction in the Register window then click the Edit Entry button Click the Cleared checkbox then click OK The transaction will appear in the register as an uncleared transaction Check the amount you entered for the Ending Balance against the amount the program now has for the Cleared Balance
72. important because the program calculates the amount of the payment based on what pay roll items you select To select an item click the name of the payroll item and a V will appear next to the item name To unselect a payroll item click the item again You can set up to a maximum of ten payroll items to include From the Report type pop up menu select the type of report the payment is associated with The Report type option allows you to track the amounts of your payments e g 941 tax deposit for specif ic reports e g Form 941 Federal 941 Federal Unemployment State Unemployment State Income Tax State Disability Insurance Employment Training Tax Local Income Tax Aatrix Payroll Series Version 12 Select the None option if you are setting up a payment that does not appear in the pop up menu e g 401K Plan The title of the payment will be used in the Payment History window 5 From the Frequency pop up menu select how often you make this payment 6 Click OK 7 A window will appear that displays the payment settings Click Continue if the settings are correct or Cancel to go back and correct them The title of the payment is added to the Payments list For details on using payments when writing checks refer to Writing printing liability checks on page 7 5 Editing liability payments There may be times when you need to edit the setup of an existing payment For example the payment schedule for your 401K deposits
73. in that you can customize your checks with unique designs that identify your company It is recommended that you add picture fields after all other fields have been added positioned and tested Instruction Set 9 2 Adding a Picture field 1 While in a paint program or graphic viewer copy your PICT Art or graphic into the Clipboard If needed see your Macintosh reference manual for instructions on using the Clipboard 2 Open the checkform template to which the Picture field will be added 3 Select Fields gt Picture Field The Picture Field command is grayed out if there is no picture in your Clipboard 4 Move the picture field to the desired location on the checkform If the picture field is placed on top of a text field use the Edit gt Send to Back and Edit gt Bring to Front com mands to re position the fields correctly To make text visible over a picture select the text field and change the Style to Outline This will white out the center of the text and make it visible on a black background New data fields The New Field option allows you to add data fields onto your checkform These may include such items as deductions employer paid contributions extra income and any other items you have set up in your payroll program Instruction Set 9 3 Adding a New field 1 Open the checkform template you want to add New fields to 2 Select Fields gt New Field Field Is Normal B Personal Data ka Address B T
74. in the Freeform Report Builder you may wish to edit one of the sample report forms that came with the program Use the sample report to practice adding moving aligning fields etc before actually creating your own customized report form After experimenting you can close the form without saving changes and the fields will return to their original positions When you are ready to set up your own report form refer to Creating Freeform reports on page 6 32 Both text fields and new fields may contain data in text or numeric format Text and numeric formats are designed to align differently For example text fields are aligned so they are left justified That is they are aligned according to the first letter of the field as shown below where the F in Federal and the N in ND Tax are properly aligned Federal Tax ND Tax Numeric fields are right justified That is they are aligned according to the last number of the field as shown below where the 4 and the 7 are properly aligned 329 94 13 97 Note Text representing a field will often override text for another field The reason is that text like Date as MM DD YY 16 characters is much longer than the actual such as 4 15 02 7 characters Text fields Text fields are fields that contain words They are used primarily for headers or identifying other types of fields Having a text field above or alongside each data field makes identification of the data easier for you o
75. income iteMS 1 eee eee eee ees 4 22 DNO JOOS cee nerracheueee aces anus ache EEES EPEE ene eeeeaene ener eens 4 23 Disabling Enabling JODS lt o lt 20 4 640A oe beth ORde Sede OR Oe DOS Re eek ee eee 4 23 CHAPTER 5 PROCESSING PAYROLL Processing payroll overview cs654 4 6005 4444 60554064 6 008 6444 6 O55 6464S O05 64 eed 5 2 Before processing payroll sere reese asd ee he RE a SA Re EE GE RE 5 2 Processing employee paychecks 0 0 ccc eect eee eens 5 3 Editing Employee Paysheets 0 0 0 0 ccc eect nee eens 5 5 Printing checks from the Process Payroll window 0 e ee eee eens 5 6 Recording checks from the Payroll Process window 0 0 0 0 e eens 5 7 Quitting the payroll process 2 nanne unner 5 7 UE VAS IS epee te Sve bee rae ary Bator eae ee ots ares ren Bee pre ed oe eo eed ow On ee ed er ho er aed eas 5 8 Printing an Employee Paysneet 02 9 0 4 344 62 iaeiiai Oe ee eee eed ees 5 8 Processing bonus checks sss ic sdms m ccc ee eee e teens 5 8 Importing employee hours 0 0 ee eee eee eens 5 9 Check Queue overview 454 5 045 a5 ee ee ea weeds date ee ea wee es Faneeey ca cous 5 11 Previewing paychecks before printing 0 0 eens 5 11 Printing paychecks from the Check Queue 0 0 ccc ee eens 5 12 Recording queued paychecks without printing 0 0 0 eee ee eee 5 15 Editin gucued PAYCNECKS n 5 44 dae daanega Hews oh Ga eNas eos Orar eh dae vac aniei 5 16 Re
76. it into your payroll program Refer to Importing Quicken categories on page 8 22 Posting Payroll Data Sending posting paychecks to Quicken Once the links have been set up for each of your companies you can send your payroll data to Quicken whenever you process payroll To post your payroll data into Quicken however you must have processed payroll at least once for the company you are posting to Instruction Set 8 11 Sending posting paychecks to Quickbooks Do not use your original Quicken company file until you are sure that all the links are setup correctly Instead open your Quicken folder and duplicate your company file Use the duplicate company file to test your links 1 Process record at least one payroll 2 Select Quicken gt Send Post Payroll Send Post Payroll BUCS Payroll data type Paychecks E3 Liability checks Date recorded 11 25 03 Employee list Master List lOverrid date with 3 In the Send Post portion of the window enter information as needed Payroll data type Click the Paychecks button Employee list From the Employee List pop up menu select the employee list whose payroll you want to post Date recorded Enter the payroll date you wish to post The date must exist in your Pay History records and be entered in this format 8 4 02 month day year Note that the program sends by date and not by employee Override date Optional If you want to post payroll using a d
77. kick in so the em ployee would receive the minimum wage on a per hour basis Tips This income type allows you to keep tipped wages separate from the other wages for FICA reporting pur poses Differential Differential is shifting your regular rate pay to a higher rate The program offers four different differential types Depending on which type you select determines the options for setting the differential rate Reimbursement Use this income type for reimbursement payments e g gas travel Medical Spending Account that are not part of the employee s gross pay i e non taxable income Job Task Select this type if the income item is related to a specific job that you will select from the Default Job pop up menu Per Unit Other This type is used for any amount that is to be paid on a variable basis where you will enter a number during payroll which will stand for number of pieces number of feet the number of something completed Payroll Items The number entered during payroll will be multiplied by the fixed amount you enter for this extra income item which can be personalized for each employee once assigned The fixed amount you enter or after the extra income is on the assigned side is multiplied by the variable amount entered during payroll Enter hourly rates e g 4 50 precework rates or other rates in this field This field can be used for all types of hourly rates including overtime or double overtime Note I
78. most recent l l Delete 4 Choose either Delete all evaluations or Delete all evaluations but the most recent 5 Click Delete 6 Click Done to return to the Employees tab window Setting up evaluation reminders Use this feature to set up reminders and due dates for conducting employee evaluations Instruction Set 3 32 Setting up an evaluation reminder 1 Inthe Employees tab window click the Evaluate button 2 From the Employee scrolling list select the employee you wish to set up an evaluation reminder for 3 Click the Remind button 4 Inthe text box enter the date you want to be reminded of an employee evaluation Enter the date to be reminded on f Cancel 4 5 Click OK On the date that this reminder comes due the program will remind you to conduct the evaluation when you start your computer as well as when you open your payroll program You can set up multiple reminder dates for the same employee for example 6 27 02 7 27 02 and 8 28 02 by simply repeating steps 3 6 and entering a different date each time 6 Click Done to return to the Employees tab window Employees CHAPTER 4 ram E i a M Payroll Items LOR ee Se 2 ee i i Hed Hoi Chapter overview The following information is covered in this chapter e Creating assigning and editing payroll items RA h e Setting up vacation sick and holiday pay Creating and assigning jobs to income ite
79. oO O N O oa fF W N Number of state exemption claims 10 Marital status 1 single 2 married 3 married filing separately 4 head of household Employee Name lt tab gt Address lt tab gt City lt tab gt State lt tab gt Zip Code lt tab gt Social Security Num ber lt tab gt Base Wage lt tab gt Number of federal exemption claims lt tab gt Number of state exemption claims lt tab gt Number of local exemption claims lt tab gt Marital Status lt RETURN gt Following is an example of what such a file might look like Note that one employee is on salary as indicated by the X and the other is paid hourly Joe T Nash Box 2 Ely MO 501 00 2345 gt 100 00 i i Oe 24 Note Ignore what the text file might look like on your screen the important thing is that you put a Tab be tween each field and a Return key after each employee 3 10 Aatrix Payroll Series Version 12 Adding personal information The information you enter in the Personal Information window allows you to keep a small human resource database for your company You can also use the personal information in the Check Designer utility as actual items to place on a checkform template Instruction Set 3 7 Adding personal information 1 Inthe Employees tab window select the employee you want to add personal information to from the Em ployee List on the left 2 Click the Personal Info button 5 6 j Personal Information Custom Fields aa NEA a meena ma meeen
80. only use an Employee List in which case the Employee option is grayed out even when an employee is selected Report on the period Reports You can limit the report with the following options All Periods One Year One Quarter Report on the period ne Month All Periods A One Day Between Mskip employees not paid during report All Periods This option accumulates data from all pay periods in the employee file One Year This option uses all the information that has accumulated in the employee file for the year you enter One Quarter Select this option if you want the report to reflect an entire quarter of activity Choose the quarter you want and enter the appropriate year The date range the program uses are Ist Quarter Jan 1 to March 31 2nd Quarter April 1 to June 30 3rd Quarter July 1 to Sept 30 4th Quarter Oct 1 to Dec 31 One Month This option narrows the data gathered to a specific month of a specific year Enter the appropriate choices in the text box One Day This option generates a report based on payroll information processed specifically on the date you enter in this format DD MM YY Between Upon selecting this option enter a data range from DD MM YY to DD MM YY in the appropriate text boxes Skip employees not paid Check this box if you do not want the report to include employees who were not paid during the selected reporting period Report Limits You can further limit the r
81. optional feature Whether you decide to use liability registers or not is completely up to you Note that Liability Registers is not a feature of Aatrix PayCheck To access your Liability registers select File gt Liability Registers ce ihe Liability Registers Register ras CA 2002 California I E New Register Edit Delete Enter Payment l Number Date Description Increase Decrease Balance Eee a a aa aer E E maa aa 25 13 699912719702 Sarah D Meam Se TOTS e Se aS 0 eens eee L 104 87 Pe ee ed ee 122 51 AE rA T E R E a S 138 01 E E e e e otek Liatarsastarsesne santas 163 83 e DOT 124A Theodore S Barta A e 13244 La TOOR 112403 Lilith L Blake nnn inat a 226 J5 f Done The Register pop up menu lists all Liability registers that were created during the installation process A Liability register contains an Increase and Decrease column e Each time you record your payroll the amounts of the payroll taxes and liabilities are automatically entered in the Increase column of the appropriate Liability register e When you Enter a Payment record the amount of your payment in the Decrease column of the ap propriate Liability register Managing liability registers Managing a liability register can involve many different actions For example you may need to manually enter a liability payment in order to keep an accurate balance This section describes those actions that are involved in managi
82. pay amounts and YTD amounts Add the following New fields to the checkform template and move them to their proper locations at the top of the checkform Note that the Text during layout field is used for the example shown below to alter the field name display Top pop up menu Middle pop up menu Bottom pop up menu Text during layout Regular Pay Types Regular Pay YTD Hours When you are done adding these fields and moving them to their proper locations the template should look similar to the following illustration 68069 My Test Checkform 4 Name Social Sec Number Payroll Date Check Chk 0 Description Houez ar Siete ote Description A ah Regular Pay aHours C Hours YTO Hours Federal Tax Federal Federal YTD Overtime State Tax D Overtime FICA Tax i Commission Local Tax Bonus Miscellaneous TOTALS TOTALS a amp la a You should now have a general idea on how to create a variety of stub fields Next you will add the fields needed to complete the deduction column and then you ll create a field that totals the data in the column Add the following New fields to the checkform template and move them to their proper locations at the top of the checkform Top pop up menu Middle pop up menu Bottom pop up menu Text during layout Aatrix Payroll Series Version 12 When you are done adding these fields and moving them to their proper locations the template should look similar to the fol
83. pind Ara el pe m j Fer Pmi miri iis ee re F sie ay F airn dbam Penrie m Pme pi TEA ai z LE ma TF hii Liini Lili ar Ae P k H RAM HETE e Te g Lra orc urp E bez ry r mr halip T Lipmana E i Te ua j i Pe ee Pi a z a E A ka hra Prey ea m Har Fi Poel T 7 Bure Hany The Reports tab window provides a number of different selection criteria to help you gather the information you want For example you can limit your reports to specific employee lists specific time periods and specific departments The Reports list on the right side of the window displays all the pre designed reports that are installed with the program as well as any you create with the EZ Report Builder or Freeform Report Builder The Reports list can be modified to display only those reports that are important to you For complete details refer to Editing Reports List on page 6 7 You can generate and print your state tax remittance and unemployment forms using data culled from the payroll program For more information on which State forms are currently available call Aatrix Software at 800 426 0854 either the Freeform or EZ Report Builders If you require the ability to customize reports you can upgrade your The Freeform Report Builder is a feature only available in Ultimate Payroll Aatrix PayCheck does not have current program Aatrix Payroll Series Version 12 Generating reports The basic steps for generating a report are outlined in
84. refer to IRS Circular E Employer s Tax Guide to verify EIC re quirements If this employee s spouse has also filed to receive advance EIC payments click the Both spouses filing checkbox Asatriy Dayvrnill Carine J areinn 19 Aalrx rayrolioeres Version lz J Evaluate Employee Optional Enter this employee s next review date The date you enter will be added to the Reminders which prompts the system to display a notice when the review date comes due Click the Evaluate button to conduct an employee s performance review For information on creating and using evaluation forms refer to the sec tion of this chapter Evaluating employees on page 3 27 Dates The Hired field automatically fills in with the date you create the employee file You can change this date by clicking the mouse in this field and typing in the appropriate hire date To terminate an employee 1 e make inactive designate that the employee is no longer on the payroll click the Termination date checkbox and enter the date of termination After being terminated the em ployee s name will appear in the Employee List as red bold type plain bold type on a monochrome moni tor Do not delete terminated employees from your hard drive if you need to process reports e g W2 941 using their payroll data If you have an employee who becomes deceased click the Deceased checkbox and enter the deceased date The program tracks this information for your W2s 4 Op
85. s paysheet If the Time Card entries are time formatted to Minutes the program automatically converts the minutes to fractions of hours in hundredths This happens because the payroll program only handles fractions of hours in hundredth A If you change the number of hours in the Process Payroll window the hours in the employee time sheet do not change accordingly 10 8 Aatrix Payroll Series 12 Printing time cards A feature called the Time Card Printer can be used to print time cards These time cards include your employee s names and identification numbers You have a choice of three different time card formats which can be printed on plain paper or card stock that is available from Aatrix Software You can then use these time cards to either manually enter the times or for machine time clocks Instruction Set 10 4 Printing a time card 1 In your payroll program select Utilities gt Time Card Printer Time Card Printer Print time cards lor Adams samua ha i Adjust Printing Anderson john j je eS a Andrtad Mary M Bans Theodore 5 Blake Lilith L Time Card format Carson Carol M i Carpenter Pat H fat Aatrix TC 01 l week payroll Crosby Michael O C Aatrix TC 02 Daily job production Dahi Perter R I aaa Dietz Raymond R J Aatrix TC 03 Weekly job production Eastman Bonnie D Ebert Louie H English Robert A Erikton Ronald T Printing Options Sap h s Date to print on time car
86. sample checkform templates have been included with the program Their names indicate the style of check e g Aatrix AML 2 Quicken and the type of printer it was created for e g Laser Any template that includes the name Aatrix has been designed specifically for the pre printed check stock you can order through Aatrix Software Illustrated below are some examples of Laser Printer and Continuous Feed checks Under each illustration are the names of the templates that were created for that particular style of check Laser Printer Checks 8 5 x 11 Page Standard Business Check Multi Purpose Check Payroll Detail Check 3 checks per page Stub Check Stub Detail Stub Check Stub Aatrix ALCC 7 Laser Aatrix AML 2 Laser Aatrix ALP 5 Laser Continuous Feed Checks Standard Business Check Multi Purpose Check Payroll Detail Check Continuous Checks Stub and Check Detailed Stub and Check Aatrix ACC 4 Imgwrtr Aatrix AMC 1 Imgwrtr Aatrix ACP 6 Imgwrtr To become familiar with the features in the Check Designer you may wish to edit one of the sample checkform templates Use the sample templates to practice adding moving aligning fields etc After experimenting you can close the template without saving changes and the fields will return to their original positions Aatrix Payroll Series Version 12 Using the Check Designer window To access the Check Designer select Utilities gt Check Designer Use the commands in the menu bar at t
87. see which payments you have already made For details refer to Viewing your liability pay ment history on page 7 9 Creating liability payments For payments that occurs on a regular basis e g 941 liability payment 401K deposit we recommend that you create a payment to use whenever you write a check for the payment Instruction Set 7 1 Creating a liability payment 1 In the Liabilities tab window click the New button located below the Payments list 1 Select or Create a Payment 941 Liability FUTA Liability SUTA Liability Health Insurance Click the New button 2 Liabilities Enter the general information for this payment New Payment fe SC Pato Check the items to include in this payment Maximum of 10 Advanced EIC Advanced EIC Income 0 items included in payment Report type Frequency Title Enter a descriptive name for your payment Pay to and Address Enter the name and address of the payee In order for the address to print on the check the checkform template you use must have an address field on it Memo What you enter in the optional Memo field is recorded with your transaction in the check register it does not print on the check Remind Click the Remind button if you want to create a reminder for this payment For details refer to Setting up reminders on page 11 4 Select V the payroll items you want included in the payment This step is very
88. select QuickBooks gt Open QuickBooks When you do so an Open OS 9 Getfile window will appear allowing you to locate and open the QuickBooks application If the RAM memory on your computer is running low QuickBooks will be opened using the minimum memory requirements specified in the Get Info window If there is not enough RAM memory to open QuickBooks at the minimum memory setup the payroll program will quit and QuickBooks will open 6 In QuickBooks open the company you want then select File gt Import An Open OS 9 Getfile window will appear allowing you to open the Aatrix Top Pay Export file that was saved in the Aatrix Top Pay folder To do so click the Desktop button open your hard drive open the Aatrix Top Pay folder and select Aatrix Top Pay Export The steps provided for finding the export file will be different if you moved the Aatrix Top Pay folder after installing Posting Payroll Data 8 Once your paycheck data is posted trash the Aatrix Top Pay Export file so that you don t acciden tally post the data again Note The employee names and liability payee names may appear in your Other Names list in QuickBooks Sending posting liability checks to QuickBooks After you ve created and recorded a liability check s you can send post it to QuickBooks Instruction Set 8 4 Sending posting liability checks to QuickBooks 1 Process record at least one liability check 2 Select QuickBooks gt Send Post Pay
89. select the register containing the check s you want to send to Aa trix MacP amp L Date recorded Enter the date of the liability check s you wish to send to Aatrix MacP amp L The date must exist in the se lected check register and be entered in this format 8 4 02 month day year Note that the program sends by date and not by check Override date Optional If you want to post your liability check s using a different date select the Override date with checkbox and enter the date you wish the checks to appear within the accounting program Export checks already exported Select this option to make sure that all checks you have previously exported actually do get exported Note You will need to use this feature even if you delete the posted checks in the accounting program 4 Click the Send button 8 19 5 Click the Done button 6 Select MacP amp L gt Open MacP amp L 7 In Aatrix MacP amp L select Journals gt Post Journals Post Journals select Journals For Posting E General Journal L Sales Journal L Purchases Journal Ol Finance Charges 8 Select the General Journal checkbox 9 Click the Post button The liability check s for the date you specified is now posted in Aatrix MacP amp L Aatrix Payroll Series Version 12 Posting to Quicken This section contains the following information e The Quicken menu e Linking Quicken categories to payroll items e Sending posting paychecks to Quicken e S
90. still enter the number of hours worked and this item will apply to those hours From the Limit options set up the employer paid item as needed Select None if the item has no upper or lower limits To set up an upper or lower limit refer to Setting limits on payroll items on page 4 16 If applicable from the Tax Exempt options override this item from your exempted deductions and or exempted income If you have already imported your chart of accounts you can link this employer paid item now or later in the Send Post Payroll window If you prefer to designate the links now select the accounts that this employer paid item should be linked to from the Liability and Expense pop up menus Click OK when you have finished setting up this employer paid item The item will appear in the Employer Paid portion of the Payroll Items tab window Assign the employer paid item to those employees it applies to If needed refer to Assigning payroll items to employees on page 4 18 Once the employer paid item has been assigned to all applicable employees you can personalize it for individual employees if needed Refer to Editing payroll items on page 4 19 4 15 Payroll Items Setting limits on payroll items Many government payroll items such as Social Security Federal and State Unemployment and disability have limits that are based on wages You may also have other payroll items e g pension that need to be set up with a limit
91. the Cafeteria Plan Administrator 1 Make sure you have created all applicable deductions and reimbursement payroll items and assigned them to the appropriate employees 2 Select Utilities gt Cafeteria Plan Administrator 8 Cafeteria Plan Administrator n oa a Update Clear File Pay Claim Make Claim Register Save Employees Default settings Adams Samuel J Anderson John J Andrews Mary M Bartz Theodore 5 Blake Lillith L Carlson Carol M Carpenter Pat H Crosby Michael O Dahl Perter R Dietz Raymond R Eastman Bonnie D Flexible Spending Account FSA Deduction Reimbursement Balance Medical f Medical F5A Medical Relm bur E Dep Care Dep Care FSA HH Dep Care Reimb He roup Insurance Premium Conversion Health Health Insurance hey Long Term None B i Dental Dental Insurance P Short term dis None HA ce ti ttt i ci i i tn it aai Ebert Louie N English Robert A Vision None He Prese Drug None HH Erikson Ronald T Evans Ruth K Term None KA Other Fritz Jon J b 4 Done j _ ee en e Located at the top of the Employee List is an option called Default settings It is a file that acts like a template If all or most of your employees have the same Cafeteria Plan setup it will save you time and frustration if you first configure this file and then update the Employee List instead of setting up each employee individually
92. the checkform template to fit your specific needs Instructions for moving adding and deleting fields are provided in the section called Field Mainte nance on page 9 14 If you want to add graphics such as lines or boxes refer to the section called Graphic tools on page 9 3 Note To delete a field on a checkform template select the field to delete with the pointer tool then press the DELETE key on the keyboard 4 Optional Add a MICR line to the bottom of the checkform If you want your checks to print with a MICR line refer to the document called MICR Check Printing located in the Documentation folder on the CD ROM disk This document outlines the different fields you need to add to your checkform template and how to enable the MICR check printing feature in the payroll program 9 1 7 Check Designer 5 Select File gt Save As to save the modified checkform Save Form As pce hd a ears Save layout as Cancel By using the Save As option you maintain a copy of the original template Once you name and save your template you should use the Save command to save any further changes you may make 6 Enter a descriptive name for your checkform that is recognizable should someone else need to edit the form 7 Click the Save button The program automatically saves the checkform template to the Checkforms f folder of the currently open company 8 Select File gt Return to Payroll 9 Test pr
93. times when a question you ve previously deleted from the evaluation form needs to be undeleted Instruction Set 3 26 Undeleting an evaluation question 1 In the Employees tab window click the Evaluate button In the Employee Evaluator window click the Form Setup button From the Evaluation Form pop up menu select the form which contains the question you want to undelete From the Existing evaluation questions scrolling list select the question you wish to undelete Click the Undelete button The selected question will appear in plain print and the Undelete button will change to Delete Click Done to return to the Employees tab window Moving evaluation questions You can arrange your evaluation form questions in any order you wish by using the Move Up and Move Down buttons Employees Instruction Set 3 27 Moving an evaluation question 1 In the Employees tab window click the Evaluate button In the Employee Evaluator window click the Form Setup button From the Evaluation Form pop up menu select the form which contains the question s you want to move From the Existing evaluation questions scrolling list select the question you wish to move Evaluation Form Setup A A a e I e Ne a NT o Evaluation Form Sample Evaluation Form l Basung evaluation questions what changes would you like to improve your dut no w the duties within the jol Employee communicates ideas clearly Employee maintains an o
94. topic you want to read and click Alternatively use the arrow keys on the keyboard to move up and down though the topics 3 When the topic you want is highlighted press Enter If the bookmark window is not displayed select Window gt Show Bookmarks on the Acrobat Reader menu bar Alternatively use the keyboard command F5 or move the mouse pointer on the bookmark button 4 Finding specific topics To locate specific words phrases or topics quickly use Adobe Acrobat s built in Find feature Instruction Set 1 2 Finding a specific topic 1 On the Acrobat Reader toolbar click the Find button 2 Type the text you want to search for in the text box 3 Click Find 4 To search for the next instance press CTRL F Note For more help using Acrobat Reader select Help from the menu bar and then choose Reader Online Guide Introduction Printing PDF Manuals This document is laid out to print on standard size 8 5 x 11 paper in portrait orientation with a left edge binding The layout also allows for duplex both sides of page printing Instruction Set 1 3 Printing a PDF manual 1 Launch Adobe Acrobat Reader 2 Select File gt Print or click the Printer button on the toolbar 3 Ihn the Print dialog make selections as needed Pages To print a specific range of pages mark the desired range in the From and To boxes 4 Click OK wy Keyboard Shortcut CTRL P generates the Mac Print dialog Prog
95. up new employee default settings e Entering employee information e Entering prior pay history if applicable e Optional Creating additional employee lists e Optional Setting up performance evaluation forms for evaluating employee work performance Setting up new employee defaults In many cases the default information will not differ greatly from one employee to the next For instance all the deductions like Federal taxes State taxes Social Security and Medicare may be the same or all the employees may have the same city state and zip code As aresult of the payroll installation process a file called Default Stationery was created This file contains all the deductions employer paid contributions and other information you entered during installation It can be thought of as a new employee template because when you click the New Employee button the program starts anew employee file that consists of the information contained in the Default Stationery file e g pay period deductions contributions zip code All you have to do is enter each employee s unique information You can edit the new employee default settings at any time however it is best if you make any necessary changes before entering new employees to be sure that the defaults reflect your average employee Instruction Set 3 1 1 Setting up new employee defaults In the Employees tab window select the New Employee Settings option that is l
96. update into the computer s CD ROM drive b Install the payroll program to the new Aatrix Payroll folder If necessary refer to the installation in structions that came with your payroll update package c Eject the CD ROM from the CD ROM drive Open the Aatrix Payroll folder on your new computer View the contents of the Aatrix Payroll folder Verify that it is set up exactly like it was on the old computer by checking to make sure it contains the same folders On the new computer open your payroll program When you open your payroll program on the new computer you will be prompted for a password Enter the default password which is password one word all lower case letters Reset your password protection by selecting Edit gt Preferences gt Security Options 12 10 CHAPTER 193 sasaa VUOUUEL TTTTTTMALLLL h m Direct Deposit Chapter overview The following information is covered in this chapter Direct Deposit overview ote Setting up Direct Deposit For your company For the employees Sending a prenotification file Processing Direct Deposit payroll 13 1 Direct Deposit Direct Deposit overview Direct Deposit is the electronic transfer of a payment from a company s bank account into the checking or savings account of certain individuals or businesses Because of its convenience and time saving ability Direct Deposit is widely used by employers who process their own payroll Wi
97. using a date within the first quarter 3 15 Entering past pay history lt PS If you begin using the payroll program in the middle of the year you need to enter your employee s prior pay history totals in order for reports such as the W2 and 941 to calculate correctly Note Before you begin entering prior pay history data your employees must be set up with the correct deduc tions employer paid contributions regular pay hourly salary extra income and claims information If need ed refer to Setting up new employee defaults on page 3 3 We recommend that you use the Process Payroll tab window to enter your prior pay history But instead of printing the paychecks click the Record Check button and enter the appropriate dates for the paycheck information For details on processing employee paychecks refer to Chapter 5 Processing Payroll on page 5 1 Before you begin decide which of the options described below you ll use to enter the past payroll data When you enter your employee s paycheck data make sure the values match the original paychecks If needed you can change an amount by clicking the cursor directly on the field you wish to edit Available options for entering prior pay history e Enter every paycheck for every employee This option is the most time consuming but will give you an accurate breakdown for your reports e Enter monthly quarterly or yearly totals for each employee s paycheck depending on the
98. you are deleting paychecks to protect necessary records for W 2s and other government reports Instruction Set 3 14 Deleting a paycheck from pay history If you have two paychecks recorded with the same date the program will only delete the check you select 1 Inthe Employees window select an employee from the Employee List on the left then click the Pay His tory button 3 19 Employees From the Select Check Date pop up menu select the date of the paycheck you want to delete Click the Delete Paycheck button In the window that appears select whether you want to delete the paycheck for the selected em ployee only or for all the employees in the currently open Employee List with that check date Click Continue to delete the paycheck s from pay history or Cancel to return to the Pay History window Note When you delete a paycheck from pay history the program automatically voids the deleted paycheck in the check register Reprinting paychecks There may be times when you need to go back and reprint a paycheck This can be done using the Reprint Check feature Instruction Set 3 15 Reprinting a paycheck 1 In the Employees window select the employee for whom you want to reprint a check then click the Pay History button From the Select Check Date pop up menu select the date of the paycheck you want to reprint If necessary change the date and check number of the paycheck before printing since the regular
99. you can send post any payroll data you must import your Aatrix MacP amp L Chart of Accounts and then establish links between your Aatrix payroll items and the appropriate Aatrix MacP amp L accounts Once these links are set up you can send post your paycheck data as well as your liability check information to Aatrix MacP amp L Note If you wish you can have your Gross Pay expensed by departments This allows you to post to multiple G L accounts in Aatrix MacP amp L For details refer to Gross pay expensing by department on page 2 9 The Aatrix MacP amp L menu The following menu will appear in the menu bar at the top of the screen when the Aatrix MacP amp L option is selected in Accounting Preferences You will use the commands in this menu to post your payroll data to your Aatrix MacP amp L accounting software hase Internet Hel Send Post Payroll r Open MacP amp L Note If the MacP amp L menu is not displayed in the menu bar select Edit gt Preferences In the dialog that ap pears click the Accounting Options button From the Menu Link to pop up menu select Aatrix MacP amp L then click OK 8 12 Aatrix Payroll Series Version 12 Linking Aatrix MacP amp L accounts to payroll items Select MacP amp L gt Send Post Payroll or click the Send Post Payroll button in the Process Payroll tab window Send Post Payroll BORDERS Payroll data type Paychecks Liability checks l r a j F Date recor
100. 0 017 01 04 Register file Medicare Match l k 097 11 30 017 01 04 Register file My Register Tk O9f1l1fso0 017 01 04 Register file MO 2002 North Dakota Tik O9 f11 s0 oO1f01 04 Register file l pension Tk 0597 11 30 017 01 04 Register file l Social Security l k 097 11 30 01 01704 Register file Social Security Match 11k O9flifso 017 0104 Register file Stored Payments 1k 057 11 30 017 01 04 Preferences file test 1k 09711 30 017 01 04 Register file l Employees Tk 057 11 30 017 01 04 Employee list ACH Prefs 1k 057 11 30 017 01 04 Preferences file i Active Employees 1k 057 11 30 olfolfo4d Employee list i Adams Samuel 3k 057 11 30 017 01 04 Employee data T Files to restore l TEF Pe Mark these files gt Mark all D files Fanara A Ik Unmark these files w Unmark all 2 From the Backup Sources pop up menu select the source of the backup files from which the data will be restored Restore from other This option displays an Open OS 9 Getfile window in which you specify the location of the backup files DD MM YYYY By default the program will automatically display the most recent backup it made if available to the sys tem or on a local drive 3 Optional Under Options in the upper right corner of the window select an install option For detailed information refer to Install options on page 12 5 4 Mark the files you want to restore Checkmarks V appear next t
101. 0 4 Printing employee time SNCS scien new eck cease obo eee EOS CeeS eed NR ET SERS 10 7 ODer EASKS 24 0050066404540 ds4ewn ua sete se ean eed ERO wena ges ee 10 8 Importing Time Card hours into payroll 0 0 ee eee ene 10 8 PPCM TS CACOS oor ate ess Beek enh EE te A Ro he Ee at ease dete EE 10 9 Adjusting time card printing settingS 0 0 0 eee ees 10 10 Viewing Time Card reports 0 0 eee e eens 10 10 CHAPTER 11 SETTING UP REMINDERS The Reminders Calendar Overview c cece cece cece cece cece ccc ccccccees 11 2 Opening the Reminders Calendar 0 0 ee enn nees 11 2 The Reminders Calendar buttons 20 0 0 ccc eee eens 11 3 Setuns p remindeTS ssas s sa da ch Seat ay Re are re Bees ae heel are Bees aad ined om BA ae al ere asad ae 11 4 PGDE IE E Sa 2 ace e aon oe ews RR oe wo ep te GR eo we Ea RE 11 5 Deleune TEMINAT S e si tho e hae dE oe hb OMe d ae SE Ohba eed eek Skee ee eed 11 5 Disabling reminders 0 0 ne eee ee eee e eens 11 6 Fnablino minders 424 cn ccerne cbheceeGs oh aeerns Chester hs ceeverns Fer ere se med 11 6 The Reminders Due WINDOW 1 4 4 0 64445404 64055440 d4405 a4 c4eteeee dette eaees 11 7 REMOVING reminders 64 406 66065464 oo Gd dee CaO i OOS EE COOGEE Dee a E 11 7 Disabling remind fS se as sa eis Sa ine aa a ak an ei dae tb Iw a rec rem DE ae RE ew DR ee a 11 7 Reminders aS a ee e e E E ER AOE we RE a RE ow R E 11 8 Printing reminder calendars 0 0 0 ccc eee een e
102. 03 and 1 17 03 f Cancel print 4 Limit the time period to only those entries you want to print 5 Click the Print button 6 In the Print dialog that appears click Print Note The Hours field of the printout displays the minutes converted into hundredths 10 7 Time Card Other Tasks This section includes the following information e Importing Time Card hours into payroll e Printing time cards e Viewing Time Card reports Importing Time Card hours into payroll When you process payroll you ll find that importing the individual employee s Time Card hours is an easy process Please read through the following instructions before you begin Instruction Set 10 3 Importing Time Card hours into payroll The Import Time Card feature will not work correctly if the Default to employee hours from previous period option is selected in Employee Preferences Before continuing verify that this option is not selected 1 Inthe Process Payroll tab window select an employee from your Employee List 2 Select File gt Import Time Card Hours Print time entries for the date range One month January ey O One quarter lst quarter He One day 117 03 C Between 1717 03 r Cancel D 3 Set the date range for the hours you want to import 4 Click the Import button The specified Time Card hours will be imported and assigned to the appropriate income items of the select ed employee
103. 1 2 or 3 These three types of error messages are System error messages Any number of things can cause the problem e g extensions bad system You should first determine if extensions are causing the problem by disabling your extensions and then trying to run the program again Error Type 25 This message is related to the amount of memory you have allocated to the payroll program To set the application memory so you don t receive the error message quit out of the payroll program then select the program application icon by clicking on it once Select the Get Info command from the File menu In the dialog that appears increase the application memory size as needed Close the Get Info window and try to run the program again Error Type 39 This error message may occur when opening the payroll program It means that your icon is bad and that you need to extract a new icon To fix the problem 1 Insert the Aatrix CD ROM then double click on the Payroll Products Installer icon 2 Select Extract 3 Enter the Code that came with the payroll program CD 4 Select the existing payroll application 5 Eject the payroll CD ROM Error 43 In order to avoid this error message when recording checks make sure your register file s are in the Registers f folder and the Registers f folder is in your Aatrix Top Pay folder To link a register to your company open the program then select a register from the Check Registers sub menu in the F
104. 11 Liability Checks Post to Aatrix MacP amp L 8 19 Post to Quickbooks 8 10 Post to Quicken 8 27 Liability registers Delete entry 7 23 Edit entry 7 22 Enter payment 7 21 New register 7 20 Overview 7 20 Lost file 3 22 MacP amp L Menu link to 2 14 Mailing Labels Print 2 25 Setup 2 26 MICR check printing 2 17 MICR Info 2 2 Midnight Shift 10 5 Miscellaneous Reports B 19 N Negative paychecks 2 16 New Check register 7 19 Checkform template 9 19 Company 2 4 Deduction 4 9 Employee 3 4 Employee List 3 23 Employer Paid item 4 13 Income item 4 4 Liability payment 7 3 Liability register 7 20 New Employee Settings Assign item to 4 18 Edit assigned item 4 19 Employee defaults 3 3 New Hire Report B 24 O Open Check register 7 10 Checkform template 9 17 Company 2 3 Employee List 3 24 Other Limits 6 5 Overtime 3 6 5 4 P Password Protection Default password 2 20 Security preferences 2 19 Pay History Detail Report B 11 Pay History Records Add pay items 3 16 Delete record 3 19 Duplicate paycheck 3 20 Edit records 3 16 Enter records 3 15 Print paycheck records 3 19 Remove pay item 3 17 Reprint paycheck 3 20 Restore 12 4 Update employer paids 3 18 Paycheck Add to Check Queue 5 5 Print from Check Queue 5 12 Print from Process Payroll 5 6 Print with MICR 2 17 Record without printing 5 15 Paychecks Post to Aatrix MacP amp L 8 17 Post to Quickbooks 8
105. 2 91 Cedar Rapids Complex 12 81 165 00 Federal Income Tax Medicare Social Security ND 2002 North Dakota Health Insurance Pension Plan FUTA Medicare Match Social Security Match Pension Approximate Job Totals 165 00 Actual Employee Totals 1 287 91 Sample Reports New Hire Report Federal and state laws require that every employer must report each employee hired on or after October 1 1997 The report must be made no later than 20 days after the date the employee is hired If you have any questions about reporting new hire information call your State Child Enforcement agency To generate a New Hire Report select the New Hire Report option in the Reports list then click either Preview or Print In the New Hire Report Options window which appears see below enter the appropriate information then click OK New Hire Report Options Report on new hires O Since 11 01 03 During Entire Year 4 2003 _ Only for employees in the state of ontact information Name of a contact Contact s Title Fax Number EMail Address Cancel EA S O Tax Payment Summary Report The Tax Payment Summary report shows all payments made on all tax items for any given period you choose Tax Payment Report Printed on 1072703 All Periods Federal 941 Check Check Date Paid To Amount Deposit For 4561 1 31 02 First National Bank 10 484 11 First quarter 2002 TOTALS 10 484 11 Federal Une
106. 2 processing 6 15 Reports EZ Report Builder overview The EZ Report Builder is a utility built into most payroll programs not available in Aatrix PayCheck It can be used to quickly put together payroll information in a report format You simply select the items you want on the report in the order your want them to appear and the program builds the report for you To open the EZ Report Builder click the EZ Report button in the Reports tab window eS Reports 4 Liabilities QuickBooks Employees 44 a a T sh pag A Edit Report Export Text Preview Report Print Help Payroll Items Process Payroll Q T of CE EZ Report Edit List Freeform Repor The EZ Report window contains all the variables you need to create your own reports Note the scrolling list on the left It displays all the variables that are available for your deductions employee data contributions and extra income The variables in the list change depending on which report item is selected New EZ Report ae EEEE ren Column width gt Automatic Manual 1 0 inches Departmental Report Available Report Items Assigned Report Items The selection displayed in the scrolling list depend on the option selected here as explained in the Note following this illustration 2 Deduction 3 Employer Employee Extra Employee
107. 3 22 Wiat isthe Master LAs 6 cco5 4 ou as wae odbc ps you eee oeabe eee yee ue eee ee 3 22 How employee names are displayed in employee lists 0 000000 3 22 The Employee List and pop up menu 6 2 cee eens 3 23 Creating employee HSiS ng dese ad nce eeedeeabdocehaateoeeae tate eeneanee ees es 3 23 Oeming employee SiS pae a eras nie ohh 20 e ean BR eh Ree eee Be ee ee 3 24 Deletes employee StS 5 6 45 4 5 cba de da ack oo ee Gad E a a ge ee a hw E oe ae 3 24 Adding employees to employee lists 0 0 ce eens 3 25 Removing names from employee listS 0 0 0 cee eee eens 3 26 Evaluating employees 4 i5i 44 045056056 hse peewee OS 86a OSS Se een aon ew hee hese 3 27 The Employee Evaluator window 0 ccc eee eens 3 27 EPyVallaOn fons 560nn4nceeekeerenueeeceeeeeuwareeugencnaoaetwereeeaees 3 28 Creating evaluation forms 2 os 626 Gunn twtb Genser hed aus teteeesst greene stosca 3 28 Adding questions to evaluation forms 6 0 0 cee eens 3 29 Editing evaluation questions 0 2 ce nett eens 3 31 Deleting evaluation questions 0 0 0 cee eee eens 3 32 Undeleting evaluation questions 0 0 ccc cee eee eens 3 33 Moving evaluation questions s s cee eee ees 3 33 Printing evaluation forms ses oc cceGaee eet ene tener bere ee iner aTe sarees 3 34 Deleting Evaluation POs 42040 08etdteneieee guns teototrrst eanwnv teres 3 35 Evaluating employee work performance 0 ccc eee een
108. 41 information did not print correctly refer to Troubleshooting Form 941 on page 6 14 iS Troubleshooting Form 941 Before calling Technical Support use the following information to troubleshoot your 941 problem e Make sure the correct payroll items are selected in the 941 Form Setup window e Preview the Pay History Detail report for the quarter Totals only Verify and double check the following for accuracy e General deduction amounts and wages e That amounts and wages for the Social Security deduction and Social Security contribution match e That amounts and wages for the Medicare deduction and Medicare contribution match e Be aware that adjustments are made to Form 941 for employees that receive advance Earned Income Credit EIC e Verify that none of your employees have duplicate deductions e If after printing the form you realize that it needs to be better aligned select File gt Print Options In the dialog that appears see below use the scroll bars to move the form up down and left right Printing method Print numbers and background picture Print just the numbers PE Using the template None matching 941 Fo Alignment sample Text l Cancel 4 Ti et a lair f f f 6 14 Aatrix Payroll Series Version 12 File menu commands Outlined below are two commands provided in the File menu you may not have encountered befo
109. 76 30 A An Employee Paysheet like the one displayed in the above illustration appears The paysheet will display the selected employee s itemized income deductions and employer paid contributions You can enter or change many of the values as well as add or remove payroll items on the fly Clicking the Revert button returns the selected employee s paysheet back to its original values This is helpful if you make changes to an employee paysheet and then determine that the original values were accurate A unique feature of your payroll program is the Check Queue Your paychecks are held in the queue until you are ready to print them This is the preferred method for processing payroll It allows you to process all your paychecks and then print them at the same time After queuing all the checks click the Print View Queue button to access the Check Queue and print your paychecks The Send Post button allows you to send your payroll information to various accounting programs such as Aatrix MacP amp L Intuit QuickBooks and Quicken Introduction Reports tab window Click the Reports tab to open the Reports window You can generate reports for an entire Employee List or a specific employee A list of all the reports that are available for use are located on the right side of the window in the Reports list Company Employees Payroll Items Process Payroll Le eS ooN Edit List Freeform Repor EZ Report Edit Report Export Text Preview R
110. A Available Dep Care FSA Net pay plain Stub detail Income w header Stub detail Income Stub detail Deductions w header Stub detail Deductions Stub detail Emplr Paid w header Stub detail Emplr Paid Pay Period Starting Date SES e Use the Adjusted Gross field only when you are sheltering deductions It is the actual gross pay that the deductions were based on e The Net Pay field prints with the characters you set up in Preferences such as asterisks while Net pay plain prints without any characters and is generally placed on the pay stub portion of the check e The Stub detail fields when placed on a checkform automatically calculate employee income deduc tions and employer contributions Normal Income Sources Deduction Types Emplr Cont Types 9 12 Aatrix Payroll Series Version 12 When you select either the Income Sources Deduction Types or Emplr Cont Types option from the middle pop up menu the bottom pop up menu will list your available payroll items The following illustration shows an example of the options available in the bottom pop up menu when In come Sources is selected from the middle pop up menu Field Is _ Normal Income Sources Training Reimbursement T Vacation Note The Income Sources option is not available in Aatrix Paycheck Regular Pay Types When you select the Regular Pay Types option in the middle pop up menu the bottom pop up me
111. A A AAA AAA AOAOGA mmn p m S ma S ma A a O a O ma A a BO ma D ma A ma GO ma G ma GGA ma A m GA a G mn G a GA a DA a GA a G a G m Totals 700 00 70 00 An example of the Pension Detail Report is illustrated next Fension Detail Report Printed on 10 1 03 All Periods Samuel J Adams 343 434 7475 Date Employee Cont Employer Cont Fot 10 1 03 100 00 10 00 1 10 B 13 On mnla Da Q Aamnlpa RAr oampie Mel f norte DONIS Regular Contribution Summary Report The Regular Contribution Summary report will display each employee on the selected Employee List and detail all the employer paid contributions as well as the contribution totals This report can be used to check the correctness of an employer paid contribution or whenever the totals of a contribution are in question Due to the width of this report you may wish to print it in landscape sideways mode An example of a Regular Contribution Summary report is illustrated below Employer Paid Report Reporting on Master List All Periods Name FUTA Medicare Social Sec Samiel Adare John Aaner Hary HA Andrews Theodore S Batz Lillith L Blake Carol Cabon Pat H Carpenter Michael O Crosby Ferter F Dahl Rayriond F Dietz Bonnie D Eastman Losie M Ebert Robert 4 English Ronak T Erkam Ruth E Evans dond Fritz Jerri J Grange Lidas F Howard Farela do Hudson Jay L Jereen Howard H Johneon osha W Kanne Lary A Larson Gabriella Ww Lenz Terranc
112. Access the Check Register window by clicking the View Register button 2 In the Check Register window select the entry you want to void 3 Click the Void button The program inserts the term VOID in the entry line of the selected transaction and recalculates the regis ter balance The voided entry remains in the register to serve as an audit trail To undo a voided transaction select the voided entry and click the Void button again The term VOID will be removed from the entry line of the selected transaction and the register balance will be re calculat ed Note that voiding a paycheck from the check register does not void the check in Pay History Also voiding an allocated liability check will not void the corresponding transaction in your liability registers Deleting entries You should not delete entries that have actually taken place Instead use the Void command in order to maintain a proper audit trail of your entries Instruction Set 7 11 Deleting an entry 1 Access the Check Register window by clicking the View Register button 2 In the Check Register window select the entry you want to delete 3 Click the Delete Entry button 4 Inthe warning window that appears click OK to delete the entry Deleting a paycheck from the check register will not delete the check from the Pay History records Also delet ing an allocated liability check will not delete the corresponding transaction in your Liability registers You will
113. Allocated ke Amount Not Allocated x Refer to Creating liability payments on page 7 3 for details on creating payments and using them to write calculate liability checks Note The Pay to and Address fields are not used by Aatrix EFTPS 4 Click the Send EFTPS button The EFTPS program must be open when you select Send EFTPS If the appropriate payroll company is not open in Aatrix EFTPS a Getfile dialog will appear allowing you to locate and open it 14 11 5 Click the EFTPS Values tab HHH Aatrk ETB SSS Company Setup Eamonn Deposit Type 341 EFTPS Effective Date 9 11 02 Tax Period 3rd Quarter Y O02 Tax Reason Federal Tax Deposit EFTPS Yalues Income Tax 500 00 Social Security 357 70 Medicare 273 96 1681 66 Totals Total EFTPS Payment 1681 66 6 Set up your tax payment Deposit Type Select the type of federal tax deposit you are making EFTPS Effective Date Enter the date you want your federal tax payment transfer to occur This is the date on which your desig nated bank account will be debited For most users this will be the tax due date Your tax payment must be reported at least one business day prior to the Effective date Aatrix EFTPS Server after 4 00 p m will be sent the next day which ultimately adds an additional day to the The Aatrix EFTPS daily tax payment deadline is 3 00 p m Central Time All tax payments received by the A effective date of payment
114. Card enter the same password in all three text boxes If you want to change your pass word s open the Security Preferences dialog and enter your new passwords Default password If your password doesn t work or the password dialog appears and you never set up password protection type in the default password password in lower case letters Once you are in the program set up your passwords in the Security Preferences dialog or uncheck the Password protect this program box if you choose to not have any passwords set up If you can t open the Employees tab window and the Preferences command in the Edit menu is grayed out enter your Level Two password when you launch the program If you did not password protect your program with a Level Two password enter the default password password in lower case letters Once you are in the program set up your passwords in the Security Preferences dialog Aatrix Payroll Series Version 12 Time Card preferences When you click the Time Card Options button the following window opens ces ee Preferences Accounting Time Card Preferences Employees pn Printing Time format 12 hour Minutes Program Faan cs Security PE J24 hour J Hundredths M Automatic Overtime Calculation f Work weeks begin on f Sunday Saturday hours are Reg GoT DOT Sunday hours are Reg Mor port He Help I l Cancel 1 E Following is a description for each opti
115. Card hours into payroll on page 10 8 Timesheet data fields Employee Date Ir Out Hours Income Source Date The program always assumes you are entering hours for the current month and current year To enter hours for the current month enter the date of the month such as 26th or 27th or 28th in the Date field Press the Tab key or Enter key and the program automatically fills in the Date field with the appropriate date for mat e g 9 26 02 To enter hours for a date other than the current month enter both the month and the date by using a separa tor of your choice Separators can be any character e g a period star plus sign space or letter except a number For example enter 6 30 for June 30th press the Tab key or Enter key and the program fills in the Date field with 6 30 02 In Out Basic time entry To enter straight hours such as 7 00 10 00 or 23 00 enter the digits for the hour such as 7 10 or 23 Press the Tab key and the program fills in the field in the appropriate format Note You can also use the Enter key located on the number pad on your keyboard For entries which include either minutes or hundredths e g 7 22 23 92 enter the hour followed by a separator of your choosing then enter the minutes hundredths For example you could enter 7 22 for 7 22 hit Tab or Enter and the program would fill in the field with 7 22 Information on 24 Hour entries If you have the 24 Ho
116. Check Queue overview on page 5 11 A Aatrix MacP amp L Edit existing links 8 16 Import Chart of Accounts 8 13 Linking 8 13 8 14 Pending Posts Report 8 18 Post liability checks 8 19 Post paychecks 8 17 Project costing 8 17 Required links 8 15 Accounting preferences 2 14 Add Name to Employee List 3 25 Report to Report Queue 6 10 Align Checkform fields 9 16 Checks in printer 5 17 Assign Department to employee 3 11 Group to employee 3 11 Payroll items to employees 4 18 B Backup 12 2 Balance check register 7 17 Basics 1 15 Bonus checks 5 8 C Cafeteria Plan Administrator 15 2 Close out Plan Year 15 11 Enter reimbursement claims 15 7 FSA Register 15 6 Reimbursing claims 15 8 Setting up 15 5 Calculate button 5 6 calculated field 9 10 Certified Payroll Summary Report B 3 Check Designer Accumulated field 9 10 Align fields 9 16 Create new checkform 9 19 Delete fields 9 15 Display Options 9 4 Duplicate fields 9 15 INDEX INDEX Edit fields 6 30 9 14 Fonts 9 16 Form Setup 9 6 Graphic tools 9 3 Modify existing form 9 17 Move fields 9 15 New fields 9 9 Overview 9 2 Picture fields 9 9 Prompted field 9 11 Sample checkforms 9 2 Select fields 6 30 9 14 Test printing 9 26 Text during layout 9 10 Text fields 9 8 View checkform 9 4 Window 9 3 Check Queue Edit a paycheck 5 16 Overview 5 11 Preview Printed Check 5 11 Print paychecks 5 12 Record paychecks 5
117. Chk Description Hours Current Year to date Description Current Y T D Regular Fay aHours C Hours YTO Hours Federal Tax Federal federal YTD Overtime amp OT C OT YTO OT State Tax State eState YTD D Overtime ab OT CDOT eYTD D OT FICA Tax FICA SPILA YID _ Paystub Commission Comm YTO Comm Local Tax Local aLocal YTD Bonus Bonus eGonus YTO Miscellaneous Misc ellis i TOTALS AGross Gross e TO Gross TOTALS STTL DED STTL YTD Create the TIL YTD field as an Accumulated field Het Pay as Text Payroll Date Net Pay Name Paycheck Address City State Zip Code 10 Optional Use the tools in the tool palette to draw lines or boxes to separate the data in the col umns and rows 11 Optional Add a MICR line to the bottom of the checkform If you want your checks to print with a MICR line refer to the document called MICR Check Printing located in the Documentation folder on the CD ROM disk This document outlines the different fields you need to add to your checkform template and how to enable the MICR check printing feature in the payroll program 12 Select File gt Save 13 Select File gt Return to Payroll 14 Test print your checkform For details refer to Test printing checkforms on page 9 26 Then you ve completed the checkform you want to use select it in the Defaults section of the Company tab win dow The program will default to the designated checkform when you print checks Check
118. Consider keeping a backup disk or backup file in a location remote from your place of business In the event of a catastrophe such as fire or theft having a recent backup safe and available is like having an extra insurance policy Activity Alert window will appear when you use Automatic or Program Backup After selecting Allow Deny or i If you have SAM Symantec AntiVirus for Macintosh installed on your computer the SAM Intercept Suspicious Remember in the Alert window the Backup window will not be fully visible Instruction Set 12 1 Backing up payroll data 1 In your payroll program open the company you want to back up 2 Select File gt Back up Back up Back up records to Hard disk network disk tape drive or other Aatrix Payroll Backup folder on this computer C an cel Ba up Ae senha aiie 1 Ta Note Ifthe option Automatic backup if checks are printed or edited is selected in Program Preferences the above window will appear when you quit the payroll program 3 Select the backup option you want Hard disk network disk tape drive or other This option places your backup files on external disk drives network servers or removable media Select ing this option displays an Open OS 9 Getfile window in which you specify the backup destination 12 2 Aatrix Payroll Series 12 Aatrix Payroll backup folder on this computer With this option a folder containing your company backup fil
119. DE it range krij Medicare 910 06 15 20 a ye P MO 2002 North D 31004 PET ienie Pana i Hahh Irisurance 31004 18 20 mer fay L nor Heard M 1 wam Joihua W She amous pgn Larry A Medicare Match 91004 13 20 Lent Gabriella W Social Security M 10 04 ee F Manin Terrarce j SUTA 21008 FEE Mertz Angell A PRT Messtinger Michael Matt Tracy ee eh Vacate 0 00 0 0 0 00 aI a M i Sick a0 00 Ey eae Haliday 0 00 0 0 o 00 The Pay History window allows you to view or edit existing paycheck records To open view an already issued paycheck select the date it was recorded from the Select Check Date pop up menu Once open the paycheck record can be edited duplicated deleted or reprinted If the currently selected employee does not have any paycheck data stored in Pay History the screen appears blank and no paycheck records appear in the Select Check Date pop up menu How does the paycheck date affect reports Paychecks are recorded into pay history with both the paycheck date and pay period ending date By default the program uses the paycheck date for reporting purposes If you would rather use the pay period ending date for reporting purposes go to the Employee Preferences and change the default to pay period ending date The monthly quarterly reports you generate are based on the dates that the paychecks are recorded In other words if you want the payroll information reported in the first quarter it must be saved
120. Format Open ended Default gt C Multiple choice Responses Checklist Responses C Yes No True False True False 0 0 f Next Question Employees In the Question text box type the question limited to 255 characters exactly as you want it to appear on the evaluation form Select the type of Response Format you want for this question Open ended When Open ended is selected click the Default button to enter a default response for the open ended question Multiple choice When the Multiple choice option is selected click the Responses button to enter all the possible responses for your multiple choice question Then enter how many points each possible response is worth For exam ple in the following illustration if the question is answered with an Always response the employee would receive 4 points for this question Enter the answers for up to 10 responses Points Always 4 Frequently 3 sometimes 2 Rarely 1 Never 9 i Cancel 7 l l 7 7 ON ee ee ee en en rn er BAPE EEL AL PhP EER EEL Checklist When the Checklist option is selected click the Responses button to enter all the possible responses for your checklist question Then enter how many points each possible response is worth For example in the following illustration if the question was to select which a
121. If you select the New Employee Settings option your changes will affect only the new employees you en ter into the system 2 Select the payroll item Click the Edit Item button 3 Ihn the Edit Item window that appears make the changes you want Note The Title or Type of a payroll item can only be changed using the Employee List Settings option It does not matter which Employee List is open because the program will update the item in all lists 4 19 Payroll Items 4 Click OK If you selected the Employee List Settings option in Step 1 a window will appear in which you can select the Employee List you want to update and optionally the New Employee Settings file 5 The program returns you to the Payroll Items window What the program does to the payroll item de pends on your selection in Step 1 Personalizing an employee The program updates the payroll item in the employee file and places a P next to the name of the item to indicate that it has been personalized for this employee Employee List Settings The program updates the payroll item for all the employees the item is assigned to on the selected Employee List New Employee Settings The program updates the payroll item in the New Employee Settings default file If you change the payroll item to a different set up than the Employee List Settings the program places a P next to the name of the item to indicate that it has been personalized for new employees De
122. Job Costing Detail report for one job the Cedar Rapids Complex job Job reports can however be generated for all jobs which would include rates not assigned to any job Job Costing Detail Report 10 3 03 10 3 03 Printedon 10 3 03 Employee Name Income Deductions Carol M Carlson Not assigned to any job 87 19 1 122 91 Federal Income Tax Medicare Social Security ND 2002 North Dakota Health Insurance Pension Plan FUT A Medicare Match Social Security Match Pension Cedar Rapids Complex 12 81 Federal Income Tax Medicare Social Security ND 2002 North Dakota Health Insurance Pension Plan FUT A Medicare Match Social Security Match Pension Actual Employee Totals 1 287 91 Job Costing Summary Report The Job Costing Summary report breaks out income i e job by the state withholding other deductions and any other employer paid items that are assigned to the employee Following is an example of the Job Costing Summary report for one job the Cedar Rapids Complex job Job reports can however be generated for all jobs which would include rates not assigned to any job Job Costing Summary Report 10 3 03 10 3 03 Printedon 10 3 03 Employee Name Income Deductions Emplo Carol M Carlson Not assigned to any job 87 19 1 122 91 Federal Income Tax Medicare Social Security ND 2002 North Dakota Health Insurance Pension Plan FUTA Medicare Match Social Security Match Pension Approximate Job Totals 1 12
123. L Oy SUG ee 2 36 ests ae ey ade nt Ae deh E te nd ase E Go eden has te ad pr dase dot nd eve haw ad He 1 12 SOMW dhe CMS nc tee enced EE 1 13 The EMCEE NCU INCI oie 6 oro dha de eden wr saree bare edo ose oboe era ee deter b toe ode etek dane es 1 14 Understanding the basics sos 0 5 bcd pe ers gosh ah 6 ws Gd cae oe rset oh 8 Se cae eh a OR ee 1 15 Gonne NOI lt 5 thiecnce one est ee idene se eee beeen onset eee ease areas 1 17 Contacting Customer Support 0 0 00 eee teen eee 1 17 CHAPTER 2 COMPANY SETUP Company Setup OVGLVICW 4 2 44603840446660440 60044064 0s 5s 44ee00S4oe be wee heaond 2 2 OPENING COMPANIES s s i saaa ee te aoe ee ae ma ee ae a ee a ee a 2 3 Single company payroll programs 1 1 2 0 cee eee teens 2 3 Multi company payroll programs 0 0 ccc neces 2 4 Creatine new Companies c c cbcadeenetcteeuns iaaii en betenune Ss E E 2 4 Departments and Groups overvieW ssscsssosccooosecoooesoooosesoooseeoooo 2 7 Creating departments s s s ssas na meaa aa am Bd ara Redd aa Ao we deal ane Boh ee aa ee D ae E i 2 7 Assigning employees to departments 0 0 0 ene eens 2 8 Gross pay expensing by department 0 0 cee nee eens 2 9 Editing department names 0 0 ce eee eee eee eens 2 10 Creduine OTOUDS occrheceuecrneceaur ere eonouerneerer tess cuewernadeeetesceuee 2 10 CONTENTS Assigning employees to SfOUPS 1 ee ene e teen ee eens 2 11 PGi COU NAMES sers seeren oee ee
124. Print Liability Checks window to print checks e Using a check register e Viewing your liability payment history a es ERE Y e Using liability registers LASSE Liabilities Liabilities overview A The options in the Liabilities tab window allow you to setup your liability payments as well as write and print record them Employees Payroll Items Process Payroll renons ui QuickBooks Cae sali rare j gt ic U me m Q aza View Register Payment Hist Deposit Withdrawal Memorize Verify Send EFTPS Print Check Record Check Help 3 Bentz amp Co gt Register Check Register A To write a Check Souz a Colum bia Rd Date 11 24 03 Check 7004 Select or Create a Payment Grand Forks NO 58201 941 Liability FUTA Liability SUTA Liability Health Insurance f ooo j j f Selected items for this check Amount Next select the employee list o eae Select the period to pay Amount Not Allocated Ke f Amount Not Allocated ke Amount Not Allocated xs f Calculate Amount Due aa AT tal GB eB E TEM R The Payment portion of the Liabilities tab window is where you create edit and delete those liabilities you pay on a regularly e g 941 deposit For details refer to Creating liability payments on page 7 3 When you use a payment to write a check the program if
125. Select Utilities gt Pension Administrator 2 Select the name of the employee whose pension register you want to view or edit 15 14 Aatrix Top Pay Version 12 3 Click the View Register button 286A ry Reg ee __Z Register Wi Increase Decrease Edit Detere hurm ener Ce teripaion arene Decrease Balinge iiiki Danir Bulka FF a7 Feet PRAN byer Centr bulka mg g 4 From the Register pop up menu select the pension register you wish to view or edit The register displays the selected employee s pension deductions and employer paid pension contribu tions 5 View delete edit increase or decrease any of the entries in the displayed register Delete Entry To delete an entry select the entry you wish to delete then click the Delete Entry button The entry will be permanently deleted from the selected pension register Edit Entry To edit an entry select the entry you wish to edit then click the Edit Entry button A dialog will appear al lowing you to change any of the information related to the selected entry Increase Click the Increase button to add an entry that increases the amount of the selected pension register Account Increase eee a a a ee 15 15 Administrators Decrease Click the Decrease button to add an entry that decreases the amount of the selected pension register Account Decrease Number Optional Amount
126. The Employees tab window offers a complete spectrum of tools and command buttons to assist you with creating new employees maintaining multiple lists keeping notes customizing evaluation forms and setting default values for deductions and pay rates amp bine tm ms I La cm Pris bes bs rol Oem zma rae tot mis aie O i Frm Fe F Lers ma AA E diej Apel omy Herei ira m W m e a Bemier Irin py i ILEN iE nla o ee pp Hrem koeng i Era LE 4 Ti Cee ra F inhi ri Hi Lisi F Pape a ia be pa BM a a E az ari lem The process of entering employees into the payroll program involves setting up the default information file for new employees and then entering each employee with their own specific information e g pay rate claims Before entering your employees verify that the new employee default settings are set up as needed see Setting up new employee defaults on page 3 3 The new employee settings should include information such as pay period filing status payroll items 1 e income deductions employer paid contributions overtime rates state and zip code After setting up the new employee defaults enter your employees see Entering new employees on page 3 4 Once an employee is entered his her name is displayed in the employee list on the left of the window Aatrix Payroll Series Version 12 Setting up employees Setting up employees in order to process payroll involves e Setting
127. The following example illustrates how you could enter hours which involve midnight using the 12 Hour option The midnight hour is entered as 12 00 AM Employee Adams Samuel J Date ir ae Hours Income Source 1 2 03 9 00 AM 12 02 Pm 3 03 Regular Pay Loopm 6 TA 500 Requilar Pay ore ise ese le Jula r Par Laio _a 00 Pu oA 796 1 Os 12 00 AM 332 AM 1353 Regular Pa irada 450 4M 6 00 4m 3 17 Requiar Px 450 AM 8 00 AM 3 17 Regular Ps The next example illustrates how you could enter hours which involve midnight using the 24 hour option Midnight is entered as 0 00 not 24 00 Employee Adams Samuel J Date Ir Out Hours Income Source ular P 3 031 1300 1815 525 Regular Pa TETE 20 00 355 BATES qular Pa aos aso 8 00 217 Regular Pa 10 5 Time Card Hours The program automatically calculates each In Out time and displays the number of hours and minutes hun dredths worked in the Hours field If you know the number of hours and minutes the employee has worked you can enter this value in the Hours field and leave the In Out fields blank If you choose this method of time entry the minutes value MUST be entered in hundredths Income Source The information entered in the Income Source field tells the program which income item to apply specific hours to when you import hours for payroll processing If you are using the Aatrix Pa
128. Totals Skip if zero i _ J Total of all employees only Separate pages _ Cancel 4 i ae f The above dialog allows you to select which values you want displayed on the report individual employee Pay History amounts monthly subtotals quarterly subtotals and or annual totals To print one employee per page click the Separate pages checkbox To display the totals only select the Totals of all employees only the Separate pages and Individual Pay History records options will become inactive Use Print Options to display report values in the format of your choosing plain bold italic or underlined An example of a Pay History Summary report is illustrated below Fay History Summary Report All Periods Master List Date Gross Federal State Local Misc Fens ion Het Pay January 70 034 14 8 742 00 E 0 00 1 399 75 0 00 53 314 28 February 71 513 35 8 956 00 0 00 1 429 29 0 00 34 407 07 March 0 00 0 00 j 0 00 0 00 0 00 0 00 First quarter 141 547 49 17 698 00 2 477 72 0 00 10 821 38 2 829 04 0 00 107 721 35 April 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 May 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 June 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Second quarter 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 July 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 August 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 September 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Third quarter 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Octobe
129. UTA Liability 41 67 Fayments made Em SUTA Liability 0 00 Fayments made oa Health Insurance 104 69 Payments made _ peer a ee nena ieran reres About the Payment History window The brackets indicate the number of remaining payments You can designate the Frequency e g quarterly annually of your payments when you setup your payments When you make a payment the next bracket is replaced with the date of the payment Brackets are not used for payments setup with a fre quency of Undefined or Irregular The Payment History window defaults to automatically open every time you launch your payroll program If you want this option can be disabled in Program Preferences In order for your payments to appear in the Payment History window you must have a report type select ed when writing checks in the Liabilities tab window Liabilities The Check Register window The Check Register window displays both your payroll and liability check information in much the same format as your regular checkbook register To open a check register click the Liabilities tab From the Register pop up menu select the register you want to open then click the View Register button The Check Register window displays the transactions in the same format as your regular checkbook register You can use the scroll bar at the right to scroll through your transactions a6
130. a dialog will appear prompting you to select the proper item names from the pop up menus to match the required fields For example FUTA should be selected for the Federal Unemployment field An example of an Unemployment Summary report is illustrated below Unemployment Summary Report 10 2 03 All Periods WAGES TAXES Hame FUTA SUTA FUTA SUTA Total Taxes Samuel J Adams 4581 70 3 671 66 36 65 11 01 47 66 7 John J Anderson 4 333 50 3 466 80 24 65 10 40 45 05 J Mary M andrews 2 625 00 4500 00 45 00 13 52 29 92 Theodore Bartz oy ooo Oe 4 454 56 44 46 13 36 Irez 1 Lillith L Blake 4 937 91 2 708 75 39 493 11 13 10 62 Carol M Carlson 3 614 55 4 491 64 44 90 13 45 29 538 Fat H Carpenter J 067 61 4 465 55 44 55 13 41 oF 96 1 Michael O Crosby 4 116 65 3 293 32 32 95 3 86 42 55 Ferter R Dahl 4 158 30 3 526 64 33 25 9 96 43 21 1 Raymond F Dietz 6 302 05 3 041 64 20 40 15 12 62 22 Bonnie D Eastman 4 547 90 3 635 52 36 40 10 92 47 32 1 Louie N Ebert 6224 55 4 381 64 43 78 14 95 64 74 T Robert 4 English 6 522 90 2 458 32 24 60 16 36 70 96 1 Ronald T Erikson 2 968 75 4775 00 47 75 14 32 62 07 Ruth E Evans 2 989 55 4791 64 47 90 14 36 62 276 Jon J Fritz 4270 50 3 416 64 34 15 10 24 44 39 Jerri J Grange 2 522 90 4 658 52 46 60 13 96 60 56 1 Lindsey P Howard 6 302 05 2 041 64 20 40 15 12 bo 92 Famela Jo Hudson oor 805 4 541 64 45 40 13 64 29 04 1 Jay L Jensen 6 025 40 4 325 32 45 30 14 48 62 75 Howard H Johnson 6 202 05 2 041 64 20 40 15 12
131. a simple dollar amount to be deducted each pay period then enter the amount to be deducted in the text box If the amount to be deducted will not be the same for all or most your employees you may want to enter 0 00 here and then customize the deduction for each individual employee of Gross Select this option if the deduction needs to be calculated as the percentage of the gross pay The number you enter into the text box will be the percentage of the gross pay that is deducted each pay period of Federal Select this option if the deduction needs to be calculated as the percentage of the Federal income tax The number you enter into the text box will be the percentage of the Federal tax that is deducted each pay period of State Select this option 1f the deduction needs to be calculated as the percentage of the State income tax The number you enter into the text box will be the percentage of the State tax that is deducted each pay peri od 4 11 10 11 Look Up Table Select this option if you want to link this deduction to a tax table When selected another pop up menu ap pears allowing you to select the appropriate table for this deduction Tax Calculation Use this option for Federal State and Local deductions When selected another pop up menu appears al lowing you to select the appropriate tax table Amount Per Hour Select this option if the deduction is based on the number of hours an employee work
132. acation pay The following example takes you through the process of setting up an income item to handle vacation pay You can use the same procedure for setting up sick and holiday pay Step 1 Creating a vacation payroll item 1 Inthe Payroll Items tab window click the blue New button 2 Inthe New Income window Title field enter a name for the vacation item 3 From the Type pop up menu select Vacation Pay 4 For the Calculation Method select Normal from the pop up menu and then enter the pay rate that applies to most or all employees or leave it at 0 00 If needed the pay rates can be personalized later for individual employees 5 Click OK Payroll Items The item will appear in the Income portion of the Payroll Items tab window Assign this income item to those employees it applies to If needed refer to Assigning payroll items to employees on page 4 18 Step 2 Setting the vacation time calculations In the Employees tab window select the New Employee Settings option in the Employee List Click the Vacation Sick Holiday button In the Calculation Setup Defaults dialog set up the vacation time calculations that apply to all or most of your employees Calculation Setup Defaults Hours type l Vacation Income Source Not Assigned Hours na i 4 worked f Reduce available hours to Increase hours available by 0 00 on January 1 E Hours available should never exceed
133. age expense accounts Instruction Set 2 4 Gross pay expensing by department 1 If you have not yet done so set up your departments and assign a department to each applicable employee If necessary refer to Creating departments on page 2 7 and Assigning employees to de partments on page 2 8 Export the chart of accounts out of your accounting program In the Save window that appears name the file Chart of Accounts click the Desktop button then click Save Launch your payroll program then select the Send Post Payroll command under the QuickBooks or MacP amp L menu If the menu bar does not display the correct accounting program refer to Menu link to on page 2 14 Set up the links between your payroll items and accounts The links you need to create are outlined in the next step For details on how to create a link refer to Linking QuickBooks accounts to payroll items on page 8 4 or Linking Aatrix MacP amp L accounts to payroll items on page 8 13 In the Designate Account Links portion of the window e Link each of the Gross DEPARTMENT payroll items to the corresponding QuickBooks or MacP amp L gross wage expense account s When imported into your accounting program employee gross wages are debited to the expense ac count linked to the Gross DEPARTMENT payroll item e Link each of the Gross Not assigned or all payroll items to a general salary expense account in QuickBooks or MacP amp L This is the acco
134. al If you want to post your liability check s using a different date click the Override date with checkbox and enter the date to use for posting Export checks already exported The program will export checks only once So if for some reason you need to export checks that were pre viously exported click this checkbox Click the Send button Your payroll program creates a liability check data file called Aatrix Export Liabs QIF and saves it in your Aatrix Payroll f folder If Quicken isn t open select Quicken gt Open Quicken When you do so a Getfile dialog appears al lowing you to locate and open the Quicken application If the RAM memory on your computer is running low Quicken will be opened using the minimum memo ry requirements specified in the Get Info window If there is not enough RAM memory to open Quicken at the minimum memory setup the payroll program will quit and Quicken will open In Quicken open the company you want If this a test import open the duplicate copy of your company file Open the appropriate checking account Select File gt Import QIF A Getfile dialog will appear allowing you to open the Aatrix Export Liabs QIF file that was saved in the Aatrix Payroll f folder After opening the data file the liability information will be posted to the checking account and the employ er expenses employee deduction information will be transferred into the appropriate liability accounts Verify that eve
135. al employee 2 Unassign the payroll item by clicking in the Selection column located to the left of the payroll item If you selected the Employee List Settings option in Step 1 a window will appear asking if you want to re move the payroll item from the selected Employee List and the New Employee Settings file Clicking Yes will unassign the item for all the employees on the selected Employee List and the New Employee Settings file 3 The check mark V will be removed from the item Editing payroll items There will be times when you need to edit your payroll items You can have this change affect all of the employees or just a particular employee An example might be that the upper limit on one of the payroll deductions has changed for all of the employees or perhaps you need to personalize a payroll item for individual employees an example might be United Way contributions Instruction Set 4 8 Editing a payroll item 1 Determine which employee s you need to edit the payroll item for then make the appropriate selection in the Employee List 1 e Employee List Settings New Employee Settings or an individual employee Personalizing an employee If you select an individual employee your changes will affect this employee only Employee List Settings If you select the Employee List Settings option your changes will affect only those employees the deduc tion is assigned to on the selected Employee List New Employee Settings
136. also create links while setting up new payroll items Importing an Aatrix MacP amp L Chart of Accounts Before you can establish any links between your payroll items and Aatrix MacP amp L accounts you must create an export file that contains your Chart of Accounts Once it is created yov ll import it into your payroll program You only need to export your Chart of Accounts once unless you create a new account that is payroll related e g you change banks and now have a new checking account In which case you will need to export the new Chart of Accounts and link the appropriate payroll item s to the new account Instruction Set 8 5 Importing an Aatrix MacP amp L Chart of Accounts 1 Open the desired company in Aatrix MacP amp L 2 Select Lists gt Chart of Acct 3 Select File gt Export 8 13 Posting Payroll Data 4 In the dialog that appears choose Tab Delimited click the Desktop button enter Chart of Accounts in the text box then click Save 5 Open your payroll program 6 Select MacP amp L gt Send Post Payroll 7 Inthe dialog that appears use the disclosure triangle located on the lower left of the dialog to open the Designate Account Links portion of the window Disregard this step if it is already open 8 Click the Import Chart of Accounts button 9 In the dialog that appears click the Desktop button select the Chart of Accounts file you saved in step 4 then click Open Your Chart of Accounts shou
137. aluator window When you select an employee the Employee Evaluator window displays the score from the employee s last evaluation as well as all previous evaluations Employees Form Setup This button allows you to create and edit the performance appraisal form s you will use for evaluating em ployee work performance Evaluate Employee When you re ready to evaluate an employee select the employee from the Employees list then click the Evaluate Employee button Clear File The Clear File button allows you to delete some or all of the previous evaluations from the selected em ployee s file Remind Use this command to set up reminders for upcoming employee evaluations Print Use the Print button to print out previous employee evaluations Done Click the Done button to exit the window Evaluation forms With the Employee Evaluator you can set up your own customized performance appraisal form by adding the desired questions e g Employee completes tasks on time and possible response options e g Always Often Seldom Never to the form Creating evaluation forms You can create as many performance appraisal forms as needed with each form containing as many questions you deem necessary Instruction Set 3 22 Creating an evaluation form 1 Inthe Employees tab window click the Evaluate button 2 Inthe Employee Evaluator window click the Form Setup button Evaluation Form Setup Evaluation Form Sample Evalua
138. am will not calculate the paycheck values until you click the Calcu late button The Calculate button is displayed only after deselecting the QuickCalc option Support large employee lists If selected a dialog will appear when opening the program that allows you to create a customized Master List on the fly In this dialog all employees are initially selected To exclude an employee from the list click the employ ee s name The names of excluded employees are grayed out Click the None button to exclude all employ ees then you can select just those employees you want to appear on the list Click Active Only to display only active employees The Employee List pop up menu will display your customized employee list as Modified Master List Auto create employee lists By default the program automatically creates an employee list for each of your different pay periods and your active and inactive terminated employees These employee lists are saved to the Employee Files f folder and are displayed in the Employee List pop up menu Disable Payment History window on start up 2 18 Aatrix Payroll Series Version 12 If selected the Payment History window will not appear upon program startup You can however view the Payment History window at any time by selecting Utilities gt Payment History Current fiscal year Ultimate Payroll only The program s default fiscal year setup runs from the first to the last day of the year If your
139. ame folder Click to WHEW Employee Files f select different P Checkforms f i folder gt Registers f a F Reports f P E miner Barry recs f Files in current folder f New Folder Add to Favorites W Hide extension f Cancel 1 15 If you hold the mouse down on the title of the current folder at the top you can move backwards through your folders to your hard disk Use the Desktop button to switch from one drive to another e g hard disk to floppy disk Once you find the file double clicking it will activate it Command keys Notice that when making selections from the menu bar that some of the commands have what is called Command Key equivalents listed next to the them Command Keys are a combination of the Command Key the key with the apple on it and another key on the keyboard pressed simultaneously Command Key functions allow you to activate a command from the keyboard instead of using the menu bar For example the Save command can be accomplished either by using the menu bar or by using Command Keys Menu bar File gt Save Command Key Command Key S key 1 16 Getting help Aatrix is proud to provide you with several resources to assist you with all your payroll needs The User Guide Use this guide as a starting point for finding solutions to all of your payroll questions The guide is the fast est easiest and most cost effective manner to resolve all of your payroll ques
140. amount entered represents the commission This field corresponds to the commis sion field in the EZ Report Builder Bonus The bonus type can be used to enter a bonus amount This field corresponds to the bonus field in the EZ Report Builder Bonus pay can be taxed differently than regular income so check with your state and federal laws for the current rates If after creating a bonus you need to change its tax rate from the normal tax rate default re ferto Processing bonus checks on page 5 8 Minimum Pay This type is for employees who need to be paid a minimum amount each pay period It can be used for hourly rate employees or commission employees where the amount they make from the normal method of pay does not always equal the minimum amount The amount you enter in the Amount field is the mini mum amount the employee can be paid If the employee does not make this much from their other sources of income Minimum Pay will add in the difference If the other income sources exceed the minimum pay then this income item is not used Minimum Per Hour This type is for those employees who get paid at least the minimum wage on a per hour basis It is general ly used by restaurant businesses For example if a waitress earns 2 25 an hour and works 10 hours and also receives 10 in tips she would receive 32 50 The program would calculate her hourly wage to be 3 25 which is less than the minimum wage The Minimum Per Hour feature would
141. ample Reports An example of a Certified Payroll report is illustrated below Certified Payroll Report Printed on 10 2 03 Samuel J Adams icome Sources Regular Pay Regular Overtime EIC Payment Deductions Federal Income Tax Social Security Health Insurance John J Anderson Income Sources Regular Pay Deductions Federal Income Tax Social Security Health Insurance Mary M Andrews Income Sources Regular Pay Deductions Federal Income Tax Social Security Health Insurance Theodore 5 Bartz ncome Sources Regular Pay Regular Overtime Deductions Federal Income Tax Social Security Health Insurance Lillith L Blake Income Sources Regular Pay Regular Overtime Deductions Federal Income Tax Social Security Health Insurance Carol H Carlson Income Sources Regular Pay EIC Payment All Periods 345 434 2425 Gross Pay 4 690 08 Payrate 10 50 Hours 433 35 Payrate 15 75 Hours 2 0 Payrate NA Hours 360 00 Medicare 264 06 ND 2002 North Dakota 91 63 Pension Plan 5O1 99 9199 Gross Pay 4 333 50 Payrate 10 00 Hours 433 35 505 00 Medicare 268 70 ND 2002 North Dakota 66 65 Pension Plan 5O1 99 9299 Gross Pay 5 625 00 Payrate 12 96 Hours 433 35 700 00 Medicare 346 75 ND 2002 North Dakota 112 50 Pension Plan BO1 99 9399 Gross Pay 5 559 02 Payrate 12 Payrate 19 73 Hours 433 35 11 Hours 7 0 6917 00 Medicare 344 67 NO 2007 North Dakota 111 17 Pension Plan 501 939 9959 Gross Pay 4 937 91 Payra
142. and Forks N 58203 Phone Number Contact Contact Phone Hired on Birthday Marital Status Pay Period Personal Data Summary Reporting on Adams Sariuel J Printed on 1071 703 Page 1 SSN 2345 34 24 25 Ib 101001010 7O1 f46 5555 John Q dams T0 746 5555 1 7494 Married filing separately Semimonthly Claims Extra Withholding Federal o 0 00 State o 0 00 Local Tax not assigned Due to the width of the report when setup as a line summary you may want to print it in landscape sideways mode If the Separate Pages option is not selected all employee personal data is displayed across the width of the screen as shown below Personal Data Summary Federal State Local i Fay Period Claims Estra With Claims Extra With Claims Extra With f Semimonthly 0 0 0 00 Mone found Name SSN Marital Status Lillith L Blake 501 939 9959 Single Note Using this method doesn t list employees phone numbers contacts contact phone numbers hired dates or birth dates S Y p AVI Coaric IX Fayrol oerle Estimated Annual Wage Report The Estimated Annual Wage report displays the estimated annual income of your employees The method of calculation is Salary employees annual wage pay periods in year rate Full time hourly employees annual wage hours in year which is 2080 rate An example of the Estimated Annual Wage report based on the status of ful
143. annge HUIERAR Sennin Maintenance ul nn W Chapter overview The following information is covered in this chapter Backing up and restoring data Purging data Moving files to a new computer 12 1 Maintenance Backing up and restoring Maintenance of your company payroll files is important in order to maintain current as well as historical data of your payroll records Payroll records are the most complex and costly aspect of operating a business Federal and state law is very stringent in regards to complying with payroll reporting and payroll tax payments For all these reasons it is very prudent to maintain your payroll files Maintenance of your payroll files involves backing up payroll files on a regular basis so that you can restore data that is lost or move files to a new computer system Also it is important to back up all payroll records just prior to performing the Year End Procedures Backing up payroll data As in any computer program the data contained in your company and employee files should be backed up every time you process payroll Performing regular backups to removable media or external drives protects important payroll information from loss or corruption due to hard disk problems or crashes When using removable media such as zip drives we recommend using at least two separate disks alternating between them each time you back up In the event one of the backup disks ever becomes corrupted
144. are used to create fields For example the above illustration shows the selections needed to create an address field When the OK button is clicked an address field will appear in the upper left corner of the template The data for this field will print on the paychecks wherever it is positioned on the template Add the following New fields to your checkform template and move them to their proper locations in the center of the checkform coe mw When you are done adding these fields and moving them to their proper locations the template should look similar to the following illustration 6068 My Test Checkform Met Fay Fayroll Date Met Fay as Text Mame Address City State Zip Code You can change the font and font style using the Font and Style menu commands For details refer to Changing fonts and font styles on page 9 16 Aatrix Payroll Series Version 12 The bottom 5 8 inch of the printed check area must be clear of borders lines or graphics of any kind The only A item that can appear on the bottom 5 8 inch of the check is your bank information printed with the MICR font 9 Add fields to the Stub portion of the paycheck Because a typical stub has many fields these instructions will have you add only a few fields to give you a general idea of how to create the stub portion of your checkform You may find it helpful to open one of the sample checkform templates to see how their stubs are setup and
145. as a non taxable item Open the Process Payroll tab window and process payroll as you normally do When you get to an employee who is to receive a reimbursement enter the amount of the eligible expense in the Pay Rate field Extra Income Pay Rate Hours Amount Medical Reimbursement 142 79 0 0 142 79 Dep Care Reimbursement 100 00 0 0 100 00 2427 79 When you record the paycheck a copy of the paycheck is placed in Pay History and the reimbursement amount is recorded in the Flexible Spending Account register To view the Flexible Spending Account register select File gt Liability Registers and then click on the Register pop up menu f you have to reprint a check that contains a Medical and or Dependent Care reimbursement reprint the check from the Pay History window Writing reimbursement checks Use the following instructions to write out a separate reimbursement check Instruction Set 15 5 Writing a reimbursement check 1 Select Utilities gt Cafeteria Plan Administrator Select the employee for whom you are writing a reimbursement check The next step depends on whether the claim has already been entered in the employee s file 1 e pending or not e If you are reimbursing a claim that is pending click the Reimburse a Claim button e Ifthe claim has not yet been entered in the employee s file click the Enter a Claim button enter the claim information then click the Reimburse a Claim button 15 9 A
146. as a payroll register and it will always enter the payroll check and liability checks into the register You can still use the cash accounts you have in QuickBooks This will not interrupt anything in Aatrix Top Pay I need to set up my tipped employees so they can make a minimum per hour rate How can do this In some cases you will need to make sure the employee receives a minimum pay amount For this instance you need to set up another income source for minimum per hour You would cre ate a new income in the income sources Set the title to minimum per hour and the income type to Minimum per hour The calculation method would be set to Normal Then type in the rate you want to set for the minimum pay rate per hour Assign it to the employee When you process payroll the minimum per hour will only calculate if the gross divided by the number of hours worked is less then the rate entered into the minimum per hour Extra Income My 401K has a limit Can I set a limit You can set an Upper limit or Lower limit on any deduction For the 401K you may have an upper limit on the amount contributed per year To do so in the Payroll Items window double click the 401k deduction and click the Upper Limit radio button In the window that appears set it to Amount per year or Amount per pay period Can I set a 401K for an employee for whom the company pays part of the pension A 401K can be created for both employee and employer You
147. aster List All Periods Marne FegP Overt DbLOT Comm Bonus EIC Total Samuel J Adan 3 640 16 Shore don d Anderson 3 466 50 3 466 50 Hary H Andres 4 50000 4 500 00 Thesdore 5 Batz 441664 4 4S 56 Lilith L Blake 3657 46 370895 Carol 1 Caron 4 431 64 445912 Pat H Carpenter 4 406 ae 4 465 55 Michael O Crosby 3 208 32 3 25 a2 Ferter F Dahl 3 52664 3 226 64 Rayroored E Dietz 304 64 304 64 Bonnie D Eastman 3 stats a 3 Ben 32 Losie M Ebert 4 371 64 4971 64 Robert ay English 345 345552 Ronak T Erikson 4 rm00 4700 Ruth K Evans 4 731 64 4 731 64 Jon Fritz 241664 341664 eri Grange 4 Ase ae 4 E5552 Lindsey F Howard 30H 64 304 64 Farela to Hudson 4 AH 64 4 oA 64 Jay L Jensen 4 ee a 4 Bea ae Howard HA Johren 50H 64 304 64 Joshua Ww rarer q4 564 4 55664 Lary 4 Larson 4 916 64 451664 Gabriella w Lere 4 34664 q4 34664 Terrance d Matin 4 351 64 53054 Angella Atetz 4 Be ae 4 oe ae Michael D Messinger 50H 64 304 64 Traca E biot 4 99000 4 330 00 Sarah D Melon 501664 3051 77 Jack 0 Preston 4 31664 451664 Tery E Primos D0352 a ES A Total 141 123 55 1H aaga Note Regular incomes lists only income built into the program It does not include extra income sources B 16 Aatrix Payroll Series Version 12 Unemployment Summary Report The Unemployment Summary report lists the amount of wages FUTA and SUTA and taxes FUTA and SUTA of each employee on the Employee List and provides Total Wage and Total Tax amounts When selected
148. ate Zip 568203 z su ecveeeenscucnscecesesesesesensesessnsceesseseseusnscseusssesenecessuseuscesesasessuesnsucusnesesenecesesesnseuseegpesesusssesenecnssesenseusenecuscesenecesussesesunsessenensesuseseseserasescusneseucnaseesesusssesnsueeenssusssenecees Pay period f Semimonthly ey i Filing status Married filing sep bey Paid Hourly 10 50 per hour Number Extra O Salary 21 840 00 Annual salary of claims withholding Exempt ea Federal o 000 Overtime 1 5 fag ob Overtime 2 6 A shat 0 00 B Local Pr Raise the Per hour rate to yer riea Vacation Sick Holiday Howard Lindsey P Readana Pamala j Earned Income Credit Evaluate Employee v EIC Payment Eligible Last review date Evaluate f z a Both spouses filing Next review date 06 30701 gt Dates Lenz Gabriella W Martin Terrance Mertz Angella A Messinger Michael D Hired 017 07 94 Terminated OOO E Deceased CO e NS It is in the Employees tab window that you will setup your new employee files with such information as name address pay rate and claims This is also where you will make changes to your existing employees or delete from the system When you select an employee from the Employee List and click the Personal Info button you can add information such as emergency contact name birthday phone number and other related information When you click the Pay History butt
149. ategories on page 8 22 1 Select Quicken gt Send Post Payroll Disregard this step if it s already open 2 Open the Designate Account Links portion lower part of the window by clicking the arrow located on the left the window Disregard this step if it s already open 3 Before linking your payroll items click the Report button This allows you to view on screen a report that lists any links If you want to print this report select Pre view gt Print All Select Preview gt Exit Viewing to return to the Send Post window 4 Establish the links between your payroll variables and Quicken accounts and categories The re quired links and additional noted are provided on the next page To link an individual payroll item to a Quicken account or category a Select a payroll variable from the Payroll Variables list on the left b Select the account or category it should post to from the Chart of Accounts list on the right c Click the Link button When you click Link a description of the link will appear in the Existing links list To remove or change a link select the link in the list and click Unlink To change the account type debit or credit click Swap c d Posting Payroll Data The following illustration provides an example of the links you could setup between your payroll items and the Quicken accounts and categories Send Post Payroll Send Post Payroll data type Paychecks C3 Liability checks
150. ation method should automatically be set to Normal Then assign the Tips income item to the applicable employees My adjusted gross wage is incorrect is there a way to correct this All wages are stored in each employee s pay history records There will be a wage column for each deduction and employer paid You can change this value for each paycheck in the pay history for all the employees After making the change your reports will reflect this change However you may want to check your deduction for the correct exemptions How do I track employee vacation time in Aatrix Top Pay A Aatrix Top Pay will track vacation sick and holiday time To do so in the Employees window select an employee then click the Vacation Sick Holiday button Be sure that the Income item Vacation is assigned to the employee You can accrue time on just about any method The most common is to set a number of earned hours per pay period and number of hours per year What is a Default Stationery Default stationery is a file that contains the basic setup for any new employee you would hire You normally have Federal Withholding State Withholding Social Security and Medicare assigned to your deductions For employer paid you would have FUTA SUTA Social Security Match Company and Medicare Match Company Troubleshooting Notes Appendix D 7 ram E i a ll Using ST Pro LOR ee Se 2 ee il i
151. ave printed look to see if they were printed correctly If you chose to Print All the paychecks the following window will appear I m ready to print an After Queue summary Cancel f f f Report to O Printer fe Screen O Text file p f f The options in the above window will provide you with an After Queue Summary report You can print view or export this report in the format of a text file If you do not want to view the report click the Cancel button to exit the window The following window will appear asking what you want to do next Print Check Options The checks have been printed What do you want to do Click here to have the checks recorded in the employee s pay history records pasted inthe register if any and removed fram the queue E Click here to reprint some or all of the checks i Reprint inthe queue Click here to do neither of the above options ff oe twill be as if nothing has happened Pay ty xit history records will MOT be updated and ANY ENTRIES IN THE OUEUE WILL BE LEFT THERE teal Record then Clear Select this option if your checks printed correctly The program will record the paychecks into the Pay His tory and selected check register then remove them from the Check Queue Reprint Select this option if you want to reprint some or all the paychecks you printed Reprint Checks Select checks to reprint Adams Samuel J Reprint
152. ave three columns of labels across the page Measurements Carefully measure the width of the label from the left edge to the right edge or the left edge of the next la bel if you are using 2 up or 3 up Then measure the height of the label from the top edge of the first label to the top edge of the next label on the sheet Always include the distance between labels in your measure ments To determine the top margin measure from the top edge of the sheet down to the first label Enter your measurements in inches and use decimals to express a fraction of an inch 1 e for a 2 1 2 inch label enter 2 5 Printing on a LaserWriter Select this option if you are printing labels to a laser printer and the labels are mounted on an 8 5 by 11 sheet of paper Note Once the mailing label setup is organized to your specific needs you will not have to set it up again un less you wish to make changes Company Setup Notes CHAPTER 3 a T1111 O Employees ul Ul Ti ee ca Chapter overview The following information is covered in this chapter Entering employees Entering past pay history Using employee lists Evaluating employees Employees Employees overview Employees are the backbone of your business There would be no reason for a payroll application without them Aatrix Payroll opens into the Employees tab window by default All the processes for creating and maintaining your employees start here
153. aving employees ce eee eee eee eens 3 7 Gili CCiMmPlOVECS 0 4 4 0 0 46a Cewek amp Oh eb OG EUR S OO ee G OS eed a ee ee 3 8 MVS ELI UMP CCS e ie e nia e te ney eset ss E ash ee sid hme veal igh su oa a esl dnt en vag ds ec a ed 3 8 Finding CMOlIOVCCS 5 neces erare uier ee a id ie a es aoe died Panes end odo edie oe 3 9 Renaming emplo yetse s ss sa tee coe hited ew te oreo ew Bd ee bleed pe Ak ore aw Aa ark andl ee oh od ae Ow 3 9 Importing employee information 1 2 0 0 ccc eee eee eens 3 10 Adding personal information 0 0 0 ccc eee teen eens 3 11 Adding notes to employee files 0 0 een eens 3 13 Employee DAY NISIOLY 65 5044 ean d oe Oo Oh bas Oeste be eRe ke eet Oeewes 3 15 How does the paycheck date affect reports 2 0 ee ees 3 15 Entering past pay history 2 ene eee eee eens 3 16 Editing pay history records 3 4 0 6 526 40 04082540 4 4840 5400e 002 5 H06 Shee Shook owew 3 16 Adding pay items to paychecks 1 0 cee eee ees 3 16 Removing pay items from paycheck records 0 0 cc cee ee eens 3 17 Printing paycheck records 0 ee eee teen eens 3 19 Deleting paychecks from pay history 0 00 eee eee eens 3 19 RS POU NTU UNS paye NECKS cps a it ote vet iss ce eit nd eve is we i Ye Hess al dot md veal es we ad 3 20 Duplicating paycheck records 0 0 0 ence ene ee eens 3 20 CONTENTS USING employee NSIS 544 456 4404 64 a ween oe es aes eo eee ee Ea see eee
154. ay Options Snap to Grid Grid Size Show Grid 36G yY Show Rulers Hide Tools Window Use these options to save time and effort in designing or editing your checkform template As you make your choices a check mark V will appear next to each selection Snap to Grid This feature lines up the print fields on the checkform by automatically snapping the field into an exact grid location This is useful when lining up a number of fields in a row or column The grid is invisible and does not show up on the screen Aatrix Payroll Series Version 12 Show Grid This option actually shows the checkform grid on the screen allowing more accurate drawing and posi tioning of fields The grid will not print on your checks Grid Size This feature allows you to change the size of the grid squares appearing on your screen When selecting this option a dialog window opens in which you can adjust both the vertical and horizontal lines of the grid by entering the number of spaces in pixels desired Certain lines on the grid can be darkened giving a more detailed reference point and making the alignment of different fields easier Note that the Grid Size option affects fields differently depending on whether the fields were created using the Snap to Grid option Show Rulers This option displays rulers at the top and the left hand side of the Check Designer window Use the rulers to line up fields with the mouse To turn the rulers off select the Sh
155. ay find this option useful Sometimes because of deductions amounts an employee can have a negative net pay If this happens the program automatically makes the check amount 0 00 and warns you Select this option to turn off this warning and allow the program to write negative checks Include commas in numbers over 999 99 Selecting this option will print commas in numbers larger than 999 99 making it easier to read large amounts Keep in mind that government forms like the 941 and W2 require no commas in large numbers When printing queue print __ checks per page This option allows you to print a specified number of checks per page Use this option for printing two three or four checks on a pre printed laser check form Your checkform template must correspond to the number of checks per page Refer to Form Setup options on page 9 6 Automatically print liability checks Selecting this option will bring up the Print Liability Checks dialog when you quit the payroll program It allows you to print your liability checks For details referto Printing liability checks on page 7 Te Printing orientation of checks and reports 2 16 a Aatrivy Davrn l Carine Jareinn 19 Aalrlx Fayrol oerles Version lz J You can set the printing of checks and reports to default to either landscape or portrait mode The land scape modes will print your checks and reports sideways see below The portrait mode prints in the reg ular format
156. aycheck information of the selected employee directly into Pay His tory without printing it For more information refer to Recording checks from the Payroll Pro cess window on page 5 7 9 After queuing printing or recording the paycheck the program automatically brings up the pay sheet for the next employee on the list Continue processing your employee paychecks Skipping employees If you do not need to pay a particular employee you can skip over the employee by pressing Command The program will display the next employee in the list without doing anything to the employee you skipped The skipped employee will remain on the list for subsequent payrolls Terminated employees are automatically skipped over Paycheck already exists If you try to print or record a paycheck with a pay period date that already exists in Pay History a window will appear giving you the option of replacing the paycheck that is already in Pay History leaving the paycheck in Pay History and recording the new one or not to do anything with either paycheck Editing Employee Paysheets You can change a value in the Employee Paysheet by clicking the mouse pointer directly on the field you wish to change Once the field is selected you can type in the new value Any changes you make in the paysheet e g change a pay rate will not alter the settings that were established when you set up the employee Note You can edit the components of each section Inco
157. balance you need to record all deposits that you make into the checking account Instruction Set 7 6 Entering a deposit 1 Inthe Liabilities tab window select the register you want from the Register pop up menu 2 Click the Deposit button to display the following window 3 BE Make a Deposit Type Deposit PF date No Memo S tems to Allocate Amount 0 00 0 00 0 00 4 This isa 941 3 Fill in the following deposit information Date Enter the date of the deposit The program defaults to today s date Description Enter a brief description of your deposit This description will appear in the register Amount Enter the amount of the deposit in the field Memo Enter an optional brief memo to your deposit entry 7 12 Aatrix Payroll Series Version 12 4 Click OK The deposit is entered into the selected check register Entering withdrawals In order to maintain an accurate check register balance you need to record all withdrawals that you make from the checking account Instruction Set 7 7 Entering a withdrawal 1 In the Liabilities tab window select the register you want from the Register pop up menu 2 Click the Withdrawal button to display the following window 5 6 Make a Withdrawal Type Withdra j ja ies a Description SSS 7 Memo S oo sf tems to Allocate Amount 0 00 m 0 00 0 00 This is a 941 M liability check for Whole Year
158. board 4 Move the Picture field to the desired location on the form template If the Picture field is placed on top of a Text field use the Edit gt Send to Back and Edit gt Bring to Front com mands to re position the fields correctly W To make text visible over a picture select the Text field and change the Style to Outline This will white out the center of the text and make it visible on a black background New data fields The New Field option allows you to add your deductions employer paid contributions extra income or other items you ve set up in the program to your report form Instruction Set 6 12 Adding a New field 1 Open the Freeform report you want to add New fields to 2 Select Fields gt New Field Field Is y Normal _ Personal Data Address Text during layout l Cancel Nn The New field dialog allows you to select any variable in the payroll program and place them onto your re port form template J Options from the three pop up menus create different combinations directly dependant on the initial selec tion 3 From the pop up menus select the desired combination of items If needed refer to Field Is pop up descriptions on page 6 26 What does Text during layout do The Text during layout text box defaults to the name of the item you select from the last pop up menu It is used to help you recognize which field is which on the form templat
159. both the vertical and horizontal lines of the grid by entering the number of spaces in pixels desired Certain lines on the grid can be darkened giving a more detailed reference point and making the alignment of different fields easier The Grid Size option affects fields differently depending on whether the fields were created using the Snap to Grid option Show Rulers This option displays rulers at the top and the left hand side of the report template window Use the rulers to line up fields with the mouse To turn the rulers off select the Show Rulers option again The rulers do not print on the reports 9 Untitled The position of the mouse is shown on the rulers by small dotted lines within the ruler For example the mouse position as shown below is 6 25 horizontal and 2 5 vertical NOTE The circle and arrows do not appear in the Report Designer program Hide Tools Show Tools The Hide Tools option removes the tool palette from the window display To re display the tool palette se lect Show Tools Form Setup options The first thing to do when setting up a Freeform report is to establish the size of the form you will be printing To access the Form Setup dialog open the desired report then select File gt Form Setup Form Setup Enter the size of your form Length 13 5 Pe inches Width 8 50 inches Fit as many as possible on a sheet of paper When printing from an Employee list Print each fil
160. business fiscal year is different than the default enter the dates for which your company s fiscal year runs in the appropri ate text boxes Security preferences When you click the Security Options button the following window opens IAE Preferences Accounting Security Preferences Employees Printing M Password protect this program Program Level two password Time Card z z Level two users are Master users with access to all program features including this security screen Level one password Let level one users Edit checkforms Edit employee s records Print Reports C Write miscellaneous checks Time card entry only D Help Cancel ee It is highly recommended that you use password security to protect the integrity of your payroll data Password protection is beneficial in protecting your payroll data from unauthorized use and alteration of data The program offers two levels of password protection as well as password access to the Time Card application This allows you to limit portions of the program to certain individuals For example you may not want some individuals to have the capability of editing your employee records and printing reports Passwords are case sensitive This means if you set up the password s in capital letters here you must use cap ital letters when entering your password to access the program You wil
161. button If you make changes and decide you don t want to save these changes click the Cancel button Note You do not have to set your preferences every time you use the program because the program will al ways use the current preference settings 2 13 Company Setup Accounting preferences When you select Accounting the following window opens i Accounting Check printing accounting preferences Employees p g 2 Printing Precede Net Pay as Text with Program tenes ig Security Follow Net Pay as Text with wir Time Card Preferences Precede Net Pay with Follow Net Pay with Language f English Currency symbol Plural of currency name Dollars Menu link to f Intuit QuickBooks ral Direct Link QuickBooks 5 0 or later D Help Cancel 1 ee ee Te Following is a description for each option in the Accounting preference window Precede follow net pay amounts These fields allow you to insert special characters onto your printed checks before and after both the nu merical value of the check as well as the written text value on the check This is an excellent feature to pre vent anyone from writing extra dollar amounts either numerically or with text onto your checks The program defaults to asterisk characters You can change the default setting by using your cursor to de lete the current characters and entering the
162. caee vowed sad bernaaaewes 6 16 Crean EZ TCNOMS 2 4 4 00 4 24 Ga cea oo ho ciseey oo cie eee Gaui ee ee eee eee oan s 6 17 Oinel EZ IT p22hchatcue ti eetate he aereeenadetet ete aeseeanedetet ate hewees 6 19 Bein 7 DO enpre a E ested Gees os Bs ee BEE we Bie ee 6 19 Bxpotin EZ TCpOUs 244 4400 566446 654564418 065545600596 5518 a OS Se 5ed neei 6 19 Period by period EZ reports 0 0 neces 6 19 Freeform Report Builder Overview ccc ccc cc ccc recs cece ccssscsccccees 6 20 Using the Freeform Report window 0 0 cee eee eee eens 6 20 Crap 1O0 S 22 E E E eo bee E E ese beeen E E neces 6 20 Viewing Freeform TEPONS oink entered ue dado kwsedbededeebaveakchentededees 6 21 Display OpuOns asero esena a nunc hee E a one tere eesecere epee teres 6 21 FORM SCLUP OPUONS 6 525 664 cag dio 6 Ga wk debe wad be OG ae E Ged be S Ga we ae 6 22 Understanding Piclds 20c 40 edbierscecdheviseddrearaeddbeweatddnugsaes 6 23 TOXCMClOS poe 2aetue neh eee ek Aetna eh eee Peete eee e ee ete 6 24 PIC IS TONGS eraann eared ene ah ee ows eae aoe OH Hh ee Sw E ow oe ee E 6 25 INGW Cala TICIOS 6 onus atte oo 4ce ena 5 Hecate Seater nee Onceatea RA 6 25 Field Is pop up descriptions 0 0 ee nent eens 6 26 Piel MauMehance 3 26a2ccernp lt g1eenne tate eeepe ese ens ateeenpe gee E E tater 6 30 SCICCHNO CIOS c Gc o1 545005 one oe Soe aneeadeuedee Go ee baue ah weeds oe oie ae 6 30 EONS IOS 5 era e a bade soa ore Boma aed ere Bhs ed ore Bea
163. ced and let up on the mouse button Regular Pay k e You can move any item or group of items by selecting them and using the arrow keys located at the bottom right corner of your keyboard to move the item s This will move the item 1 72 of an inch e Select the field s to move Then while holding down the COMMAND key use the arrow keys to move the selected field s e Select the field s to move Select Edit gt Cut the field will be cut to the Clipboard Use your mouse to se lect the new location for the field s Select Edit gt Paste to place the field s back on the form Reports Aligning fields Use the Align feature to align multiple fields to either the left right top or bottom Instruction Set 6 17 Aligning fields 1 Open the Freeform report that needs to be modified Select the fields you want to align Select Edit gt Align In the Align dialog set the horizontal and or vertical alignment options as needed Click OK Changing fonts and font styles You can further customize the form by choosing the individual font and size of each field on the report All fields can be the same font and size or each field can be different To set the font or size of a field before you place it on the report form use the Font and Style menus to select the desired setting before defining the field To change a font or size after a field has been placed on the form select that field by clicking on it and use the
164. cticut employees click the Payroll Items tab and select a Con necticut employee from your Employee List Highlight the deduction and click Edit Item from the button bar In the Edit Deduction window select the value declared on form CR W4 Line 1 for the selected em ployee Married both working income under 100 500 Head of Household Married only one work ing Married both working income over 100 500 Exempt or Single Click the OK button Repeat this procedure for all Connecticut employees Georgia If a Georgia employee is married and filing jointly click the Payroll Items tab and select a Georgia em ployee from the Employee List Highlight the deduction and click Edit Item from the button bar In the Edit Deduction window select the correct state filing status for the selected employee Single Unmarried head of household Married filing jointly one income Married filing jointly two incomes or Married filing Separately Click the OK button Repeat this procedure for all Georgia employees Illinois To set the number of withholding allowances claimed on Line 1 of the L W 4 form for each of your Illi nois employees click the Payroll Items tab and select an Illinois employee from the Employee List High light the deduction and click Edit Item from the button bar In the Edit Deduction window enter the number of withholding allowances claimed for the selected employee Click the OK button Repeat this step for all Illino
165. d Viewing Freeform reports When a report form is too large to fit completely on the screen select File gt View and slide the cursor to the desired size to reduce the report form to 75 66 or 33 of its actual size To return to the form s regular size click the Close button box in the upper left corner of the screen Note You cannot edit the form while you are in view mode Display Options The Freeform Report Builder utility comes with many built in display options To access them select Edit gt Display Options Undo Cut Copy Paste Clear Select All Display Options Snap to Grid Grid Size Show Grid 3 G Y Show Rulers Hide Tools Window Use these options to save time and effort in designing a report template As you make your choices a check mark V will appear next to each selection Snap to Grid This feature lines up the print fields on the report by automatically snapping the field into an exact grid lo cation This is useful when lining up a number of fields in a row or column The grid is invisible and does not show up on the report screen Reports Show Grid This option actually shows the report grid on the screen allowing more accurate drawing and positioning of fields This grid does not print on the reports Grid Size This feature allows you to change the size of the grid squares appearing on your screen When selecting this option a dialog window opens in which you can adjust
166. d pop up field In the next pop up select either New York City or Yonkers NY Click the OK button Re peat these steps for each of your New York City and Yonkers employees Puerto Rico To set the exemption status of your Puerto Rico employees click the Payroll Items tab and select a Puerto Rico employee from the Employee List Highlight the deduction and click Edit Item from the button bar In the Edit Deduction window select the filing status Single Separated Married claiming full Married claiming half exemption or Claiming non of the exemption Click the Next button and enter the num ber of allowances claims based on deduction not dependents Click the Next button and if the em ployee is married enter the amount of personal exemptions the selected employee is claiming Click the OK button Repeat this procedure for all Puerto Rico employees Appendix B a gue Ley IRIG an ih d a a sample Reports yu AL Appendix overview The following information is covered in this appendix Reports Overview Payroll reports Queue reports Time Card reports Miscellaneous reports Sample Reports Reports Overview There are several reports already built into your payroll program To access the reports section click the Reports tab r Select the Reports tab These pre designed reports are listed in the Reports scrolling list of the Reports Main Dialog window This appendix
167. d based on the date on which the payroll is recorded For example if you want the payroll data reported in the Ist quarter make sure you record it using a date within the Ist quarter e If you intend to print your paychecks you must have a checkform template that matches the checks you will be using For more information refer to Sample checkform templates on page 9 2 e If you want to import the employee s hours from a file e g text file refer to Importing employ ee hours on page 5 9 e If you are using Time Card you will want to review the instructions for importing employee hours See Importing Time Card hours into payroll on page 10 8 Processing employee paychecks It is in the Process Payroll tab window that you will process your employee paychecks Because the program automatically calculates the payroll items for you processing payroll takes very little effort Instruction Set 5 1 Processing employee paychecks 1 Before processing your first payroll make sure you have read the previous section called Before processing payroll 2 Open the Process Payroll tab window IAE Bentz amp Co Employee List Master List Untitled QuickCalc On ea Cross Pay Deductions Employer Paid Met Pay f E 0 00 0 00 0 00 0 00 Adams Samuel J Anderson John J Andrews Mary M Bartz Theodore Blake Lillith L Carlson Carol M Carpenter Pat H Crosby Michael O Dahl Perter R Dietz Raymond R
168. d data Refer to the Time Card Reports in Appendix B 10 10 CHAPTER 17 h E m aa WINI amp 1 at setting Up Reminders mi Chapter overview The following information is covered in this chapter The Reminders Calendar A e Creating reminders Printing reminder calendars 11 1 Setting Up Reminders The Reminders Calendar overview The Reminders Calendar feature allows you to set up important events you wish to be reminded of such as Federal tax deposits health insurance payments state taxes unemployment payments and even employee birthdays and anniversaries You can even print out monthly calendars listing all the things you need to remember Opening the Reminders Calendar There are two ways in which you can access the Reminders Calendar e From the Company tab window click the Calendar button e From the Employee tab window select Activities gt Calendar Note The first time you open the Reminders Calendar the following dialog appears It allows you to select certain types of reminders to automatically add to your Reminders file Make sure the option s you select are the ones you want because you will not see this dialog again Auto Create Reminders Select from the following options those reminders you want automatically created for your Calendar wi Known US Federal deadlines Employee Anniversary dates vi Employee birthdays This dia
169. d hoeateudeeea ed eget ede eae 14 3 The Aatrix EFTPS tab windows 222 405 08404 io eetie dee eke ee REE eee 14 4 Company Setup window 0 cc cc eee eee teens 14 4 EFTP Values window c2c2464 2246 000862404h05 49445 aeR 65404 HOS o 94d G wR OOS 14 5 Conneccion WINDOW ot ec e ies 0 0 0 440G amp dreri eh GOOG AOE OR ORE EES GO ee 14 5 Pistor WIMGOW 22 cecdeneaeedae beeueedenseee sae teaueedensae rede tenes 14 6 DEM WO Aai EFTPS cia ade ete eacabe eae de eee a E E EEE E eae de aac E A 14 6 Beloit you DESIN ssa s aua aa os Re aed aron Be aa ee el ee Be a ew 14 6 Creating EFTPS company Mes seiren s paT ae wo BES EE ow SEE RE 14 7 Setting the preferences in Aatrix EFTPS 0 0 0 0 0 ccc nee 14 8 NetING Up SCCUIIVY 24 ca a teend goatee oe dee doe eens be Aes done weeds aes 14 9 Opening EFTPS company files 0 0 0 0 eee eens 14 10 Quittung Aaa EFTPS o2dtece6o2050n050tenene sueseers te teurnesaebhene teen 14 10 Connecting to the Aatrix EFTPS Server ccc ccc cece ccc cece eeecees 14 11 Transmitting EFTPS tax payments 0 0 ee eens 14 11 ETOUDICSNOOUNG poyne raneren beeoer ve eeeenee beaeer etre aeesee Seaeeneeeeaas 14 15 CHAPTER 15 ADMINISTRATORS Cafeteria Plan Administrator 6 6 4 64 6 6 04 5 0050 ads Sard bead bende add Sars bees touda we 15 2 Wat is a Career Plan esce me eet mare ee dete dn a Pi Se cc er a ee eG ae ae 15 2 How does the tax savings work 0 eee ees 15 2 Who can offer participate in a Caf
170. d of the previous Plan Year 5 l Cancel f Choose whether to delete all entries or only those entries dated before a date you specify Click OK The entries you specified will be deleted from the Flex Register file 15 11 Administrators The Pension Administrator The Pension Administrator a feature of Ultimate and Multi Ultimate Payroll gives you the ability to track employee pension deductions and employer paid pension contributions for your 401K Simple IRA or any other pension plans you may have Also you can provide your employees with a detailed record of the deductions and the total contributed to their pension from the registers maintained by the Pension Administrator Setting up the Pension Administrator Before setting up your employees in the Pension Administrator you should have finalized all the details of your company s pension plan with your pension plan provider In addition all your deduction pensions and employer paid contribution pensions need to be set up in the payroll program and assigned to the appropriate employees Instruction Set 15 7 Setting up the Pension Administrator 1 Select Utilities gt Pension Administrator En z Char Fie Regimer SIVE When you first open the Pension Administrator the pension types are labeled lt not defined gt and the None option is selected in each pop up menu A The View Register button is not functional for em
171. d to identify a field such as Social Security 15 letters in the name is longer than the actual number that prints on the check such as 469 08 0001 10 characters including the hyphens Adding fields Text fields Text fields are fields that contain written text They are used primarily for headers and as labels identifying other types of fields Text fields print on your checks exactly the way they appear on the checkform Some standard text fields are Memo Pay to the order of and DOLLARS If you are using pre printed checkstock you won t need to add them to your template Instruction Set 9 1 Adding a text field 1 Select Fields gt Text Field Enter the text for this item f Cancel ox gt 2 Enter the text you want printed on your checks 3 Click OK The text you entered appears in the upper left corner of the template 4 Move the newly created Text field to its correct position If necessary refer to Manually moving fields on page 9 15 5 Optional Change the font and font style of the Text field using the Font and Style menu com mands O O Aatrix Payroll Series Version 12 To enter multiple lines of text for such things as an address do so one text line at a time Enter one line of text in the text field click OK then choose the Text Field command again to enter the next line Picture fields Picture fields contain graphics such as your corporate logo or your signature They are a nice feature
172. date dialog box does not appear when you print from the Pay History window Click the Reprint Check button In the window that appears select the checkform you wish to use then click OK The standard Macintosh print window will appear allowing you to reprint the paycheck Duplicating paycheck records If you need to enter a group of paychecks and they are all for the same amount such as for a salaried employee you can do so with the Duplicate Paycheck feature Instruction Set 3 16 Duplicating a paycheck record 1 In the Employees window select the employee for whom you want to duplicate paycheck records then click the Pay History button From the Select Check Date pop up menu select the date of the paycheck you want to duplicate Click the Duplicate Paycheck button The program creates a new record exactly like the one that is currently open and adds it to the bottom of the Check Date pop up menu Aatrix Payroll Series Version 12 4 Once the new paycheck is created select it from the Select Check Date pop up menu and make any necessary changes such as the date and check number Note Duplicating a paycheck in Pay History will not create that duplicate paycheck record in your Check Register Employees Using employee lists An employee list is simply a list of employee names You can create as many employee lists e g Part time Help Health Insurance Interns as you need and an employee can be on as ma
173. ded Employee list Master List i Dane I Por 4 a eee Override date with 11 27 03 Se iz j i i i ii Help Project costing required in MacP amp L Designate Account Links 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 1010 Cash 1 Gross Pay Not assigned or all 1011 Cash 2 0 a Entry type Gross Pay Accounting 1020 Fetty Cash Debit Gross Pay Advertising 1200 Accounts Receivable Gross Pay Development 1500 Inventory _ 4 Save Link Gross Pay Marketing 1500 Furniture and Fixtures Soe ee E Gross Pay Research 1510 Machinery and Equipment eer eR I l Import Chart of Accounts l maha aa Sear S Existing links i l swap c a MAAALAD LA Ahahaha l Unilink I Report The Send Post Payroll window has two distinct functions Send Post The top portion Send Post of the window is used to post paychecks or liability check s to Aatrix MacP amp L Designate Account Links The bottom portion of the window is used to create view and edit the links between your payroll items and Aatrix MacP amp L accounts If you don t see this portion of the window click the arrow located on the lower left corner This chapter provides instructions for creating links in this window The required links are listed on page 15 You can
174. ded ere Bh eres a ore Berea E 6 30 DelChne HEIGS 3440 ub oie OA a eRe ob oe eee ae eee 6 31 DOP CAUNS THIS su is mes oe 8 ee de es Ae Oh de eS ee de 6 31 Moving TONS ac rss cet wp dans apa Ge lnoh iad or et Shaler Beane en amp Gihelnsh iad n a bela Graarone Ge balnsh eed 8G Bed 6 31 ACMA MCIOS cauereeceans GaneeneeweeeraedGaeeeanewesernadtawerearwsc 6 32 Changing fonts and font styles 0 0 ce ene teens 6 32 Creatine Trec orm TEPOws secca a cist bre te hus det a Bale edo dw dle Ate Le aed mde he eee 6 32 Headers ANG 1OOICIS cance sega ee ket cede ehh eee ROR Aedes eRe eRe eee 6 36 Addins headers tO reports o esers bi destiesndeethe bee Ea dee ee Seka 6 36 Adding footers to reportS 2 eee eee eee ees 6 36 Saving Freeform reports 0 0 eee tenet een ees 6 37 Editing Freeform repoftS ec 62644 eG e nbs ee SF bORS tta TE e ein En Nan E ws 6 37 Troubleshooting Freeform reports 2 2 0 0 eee eee e ee eas 6 38 CHAPTER 7 LIABILITIES ETA BINICS Overview 352 donc oat Gao ret dance urekin Ee Enana EERI EEE 7 2 liability Pay MEN 2ctadenaadheaoraeube coenaeksabennesh cone aetna eneeena es 7 3 Creatine hability pay MENTS ce ie sss xt aes de id erecta BE aE HI Reese Bw E 7 3 Editing liability payments s sss sii es asoma a aa aa eee teens 7 5 Deleting liability payments 0 0 eee een ees 7 5 CONTENTS Writing printing liability checks 1 0 0 ccc eee nee eee e ene 7 5 Peni Habi CNCCKS 4 020 d5noueee eee e
175. details refer to Importing employee information on page 3 10 3 Enter the employee s information Name Enter the employee name exactly as you want it to appear on reports and paychecks The name should be in this format John P Smith first name middle name or initial last name The name must not exceed 25 characters and should not contain a colon symbol An employee s name should always be entered exactly the way it appears on their Social Security card Titles that come before or after names such as Dr Jr Esquire II etc are not desired by filing entities on state and federal payroll reports Social Security Number Enter the Social Security number in this format 456 56 6789 Include the dashes Address City State and Zip Code The address line should be used for the employee s street address including the route number or apartment number Use the two letter abbreviation for your state and type it in capital letters e g CA for California 1099 Recipient Select the 1099 Recipient checkbox if you are giving this individual a 1099 form It is a way to remind yourself that the individual is a 1099 recipient Direct Deposit Select the Direct Deposit checkbox if this employee s paycheck is deposited into a bank account via Direct Deposit For information on using Direct Deposit with your payroll program refer to Chapter 13 Direct Deposit on page 13 1 When you print your paychecks from the Check Queue paych
176. displayed page or all the pages in the report Add to Report Queue Selecting this command sends the report to the Report Queue whereby you can print it later along with a batch of reports For complete details refer to The Report Queue on page 6 10 Exit Viewing Selecting this command closes the active report window Aatrix Payroll Series Version 12 The Reports List overview The Reports List in the Reports tab window initially displays all the reports that were installed with the program You can modify this list using the instructions provided in this section Editing Reports List After using the payroll program you may find that you don t have a need for all the reports provided by the program You can easily edit this list to display only those reports you want Instruction Set 6 2 Editing the Reports List 1 In the Reports tab window click the Edit List button Edit Reports List Check the reports you want displayed in the Reports list 2 Select V the names of the reports you want to display Selecting a report that is already selected removes both the check mark and the report from the Reports list 3 Click OK Your customized report list displays the next time you access the Reports tab window Report Bundles The Report Bundle feature allows you to group several reports together in a bundle for printing purposes This provides a convenient way of printing out in a single print job all the repo
177. djectives best describe the employee and all ad jectives were selected the employee would receive 25 points from this question Enter the answers for up to 10 responses Points Organize o 5 Productive 105 Courteous 5 self Starter 5 Ontime 5 i Cancel f f f i j f I g f I f f f f f i p f Yes No Aatrix Payroll Series Version 12 When the Yes No option is selected text boxes appear allowing you to enter the number of points a Yes answer or No answer is worth True False When the True False option is selected text boxes appear allowing you to enter the number of points a True answer or False answer is worth True False 0 0 7 Optional Click the Next Question button if you want to add another question to this evaluation form Note When you click the Next Question button the question you just set up is added to the evaluation form The New Question window remains open so that you can set up another new question Thus you can add all of your questions to the evaluation form at this time by clicking the Next Question button 8 Click OK Your question is added to the evaluation form and you are returned to the Employee Evaluator window 9 Click Done to return to the Employees tab window Editing evaluation questions There may be times in which you feel you need to
178. dministrators 4 The following dialog will appear when you click the Reimburse a Claim button Adams Samuel imbarie 2 Claire Clan es fob Medical kalibu a dite 1 21 03 z 5 Oapendent Care Reimbursement mum 3500 o CEHE MATH Da icip her Medical Reimbursement Check register Check Register EA Print a check for chit neimburcerueng pyr Paw be thee onder of Samuel Adarris Chich farm Aatrizx ALCC Laser 5 Select whether the reimbursement claim type is for a Medical or Dependent Care expense 6 Enter the relevant information i e date amount check number description in the text boxes If applicable the Reimbursement amount field will contain the amount of claims currently pending for the selected claim type 7 From the Check Register pop up menu select the register you want this check recorded in 8 Optional If you want to print the check setup the bottom check printing portion of the window Print a check Select the Print a check checkbox If this option is not selected the check will be recorded only Pay to the order of Enter the name of the employee you are printing this check for Check form From the Check form pop up menu select the checkform you want to use for printing 9 Click OK If you are printing the reimbursement check the print dialog will appear Insert your checkform in the printer then click the Print button The check will be printed and then recorded in t
179. ds 1 20 03 urange pent J Sa 7 For employee number use 5 54 O iD A None l Test Print Cancel E Print A 2 From the Print time cards for list select the names of the employees whose time cards you wish to print 3 From the Printer pop up menu select the type of printer on which you will be printing time cards If your printer type is not listed in the Printer pop up menu select the Adjust Printing option 4 From the Time Card Format options click the button that represents the type of time card you want to print 5 Set up the time card Printing Options Date to print on time cards Enter a date to print on the time cards If you don t want a date printed on your time cards leave the text box blank For employee number use Depending on which type of number you want printed on the time cards click either the Social Security Number or ID radio button Select the None option if you don t want any type of employee number print ed on the time cards 10 9 Time Card 6 Click the Print or Test Print button Print Click the Print button if you have already tested your printing settings and your time cards print out cor rectly on your printer The standard Macintosh print dialog will appear allowing you to print out your time cards Test Print Test printing allows you to print a blank sample time card to determine whether any adjustments need to be made to your printing settings If after prin
180. dscape mode In order to view all the report information you will need to select the Page Setup command from the File menu before printing the report In the Page Setup dialog select the landscape mode option see below General Q A Why can t I access my Help screens The Help file may have been moved out of the Defaults f folder or has been trashed If you locate the Help file on your hard disk move it back into the Defaults f folder If you can t locate the Help file you can drag the Help file into your Defaults f folder from your original installation disk have my liability accounts in QuickBooks do I still need to use the Liability Register in Aatrix Top Pay The liability registers in Aatrix Top Pay allow you to keep track of the liability for each payroll variable You do not have to use them in order to use Aatrix Top Pay When sending exporting Payroll data to an accounting program get this message Warning no records were exported Please check the date in the export window What does this mean The program sends checks by date The date you enter in the export window must match a date in the employee s pay history records Go to Pay History of an employee paid and check the date in the pop up menu made a liability payment and the amount of the check is wrong First make sure the Master List is selected This ensures all employees are included Run the Pay History Detail Report totals only for
181. e If you want you can change the text by placing the cursor in the textbox and typing in the new text When you print a Freeform report the text entered here is not printed on the report 4 Click OK The New field appears in the top left corner of your form template 5 Move the field to its desired location 6 Continue adding as many New fields as you need to complete the report form Field Is pop up descriptions This section describes many of the options available in the new field dialog In most cases what you select in the top pop up menu controls the selection of options that become available in the other two pop ups Normal Prints the information for that field into the space provided on the report form Year to Date Calculates the year to date total values and displays the amount in the space provided A e bullet char acter identifies YTD fields Fiscal YTD Calculates the fiscal year to date total value for this field and displays the amount in the space provided Fiscal YTD fields are identified by a quotation mark character Hours Place the hours for this variable into the space provided instead of the dollar amount Hours fields are de noted by a A triangle symbol Aatrix Payroll Series Version 12 Accumulated An Accumulated field allows you to add up other fields you have already placed on the form You can com bine up to fifty 50 different fields for your own customized calculations When yo
182. e If the amounts are the same your check register is balanced e If the Statement Ending Balance does not equal the Cleared Balance and there is an amount in the Dif ference field then your check register is not balanced and you need to find the error Suggestions for finding the error are listed below When the register is reconciled click the OK button Finding reconciliation errors Following are some suggestions for finding a reconciliation error e Determine the difference between the two amounts Once you know this number you can search for amounts that equal this number or possibly end with this amount For example if the differ ence is 4 57 search for a transaction that equals 4 57 or an amount that ends in 57 e Check all of your transactions to make sure the amount listed on the bank statement equals the amount entered in your check register 7 18 Aatrix Payroll Series Version 12 e Make sure you have entered all service charges that appear on your bank statement e Check to see if your Cleared Balance was correct to begin with If you start with an unbalanced check register the amounts will most likely not match up Creating new check registers There may be times in which you want to create a new check register either because you are using a different checking account now or you just want to start a new register for tracking your checks Instruction Set 7 14 Creating a new check register 1 In the Liabiliti
183. e J Mactin Angelle 4 hertz Michael D Messinger Traci E Fiott Sarah D Meon Jack O Preston Terry F Primrose Total 1 121 49 B 14 A IOn 2 hee Dainai JA Aotrivy Pavsrn IAC AF Aalrix rayroll oerles Vel J Regular Deduction Summary Report The Regular Deduction Summary report will show each employee on the selected Employee List and detail all their deductions as well as the deduction totals This report can be used to check the correctness of an employee deduction or whenever the totals of a deduction type are in question Due to the width of this report you may wish to print it in landscape sideways mode An example of a Regular Deduction Summary report is illustrated below Deductions Report Reporting on Master List All Periods Flia Pensio State f Hisce Total Bese T 12 1 OF2 64 106145 257 11 1 071 24 106145 TTE 17 698 00 B 15 O ye pe m E A S2mnlia KanArTLe oampie meporis Regular Income Summary Report The Regular Income Summary report displays each employee on the selected Employee List and details all the regular income types as well as the income totals Use this report to check the correctness of an employee s income or whenever the income totals are in question Due to the width of this report you may wish to print it in landscape sideways mode An example of a Regular Income Summary report is illustrated below Fegular Income Report Reporting on M
184. e all the payroll and liability checks recorded during the selected period and determine where the error is Then you need to make the appropriate correc tions 6 Click either the Print Check Record Check or Send EFTPS button Aatrix Payroll Series Version 12 Print Check Align a checkform in your printer then click the Print Check button In standard print window that ap pears click the Print button Once the check has been printed it will be recorded into the selected check register Record Check If you would like to enter the check directly into your register without actually printing it fill in the neces sary fields Then click the Record Check button The check is recorded in the currently selected register Send EFTPS Click the Send EFTPS button if you are transmitting a federal liability payment to the Aatrix EFTPS Ser vice For complete details refer to Chapter 14 Aatrix EFTPS Printing liability checks In addition to printing your liability checks from the Liabilities tab window you can also print them from the Print Liability Checks window This feature is available only for Aatrix Top Pay and Ultimate Payroll users Instruction Set 7 5 Printing liability checks In order for the Print Liability Checks window to appear the option labeled Automatically print liability checks must be selected in Printing Preferences 1 Process payroll for at least one employee 2 When you are done using the payroll program se
185. e as a separate report page Just print the totals of all files in the list Do both of the above options t Total after every PTET TY Cancel 3 a 1 T Le Enter the size of your form Measure the length and width of the form and enter the values in inches into the text boxes Use decimals e g 1 5 3 8 to denote the dimensions Most of your reports will be 8 5 x 11 to fit a normal sheet of paper Fit as many as possible on a sheet of paper Selecting this option prints as many employee files as possible on each page of the form Otherwise the program will only print one employee s information per page After selecting this option adjust your page size to represent the amount of space each employee file is go ing to use For example if each employee s information is to be printed across the page in one row then the page size should be 1 inch or less This way the program will fit as many employees at 1 inch each per em ployee as possible on each page This produces a report with rows and columns filling the entire page Printing from an employee list If you plan to use an Employee List for the report the program can total the amounts of the variables you place on the report form Print each file as a separate report page Selecting this option will not give you the bottom line totals for all the employees on the list Just print the totals of all files in the list This feature prints just the bottom
186. e ee Oe ee eee ees 8 21 ine Quicken Men 2205265 eases cee ee ea See bbs hee E L eee eees eae eked 8 21 Linking Quicken categories to payroll items 0 0 ee eens 8 22 Importing Quicken categories 0 1 eens 8 22 Linking payroll items to categories 1 0 teen eens 8 23 Edin existing MKS 22d 44 wa doo Ga Ge eae Sa bes Ga ea o Oe ede s Ge aie ee 8 25 Sending posting paychecks to Quicken 0 0 eens 8 26 Sending posting liability checks to Quicken 1 2 0 ce ees 8 27 CHAPTER 9 CHECK DESIGNER Cheek DesiIOner Over VIEW 3 5 655464 s4eon besae eee Sead neat suage eeeees enews hese one 9 2 Sample checkform templates 0 0 ccc ce eee teenies 9 2 Using the Check Designer window ccccccccccccccccccccccsssssccccees 9 3 CAMO TOONS ance Gee ere a eH ene Rees te om ewe Bee Rie ae a ee ee ee 9 3 Viewing checkform templates 0 0 0 00 ene teen eens 9 4 Display Options 0 0 eee eee e ee eee eens 9 4 Fomm Sep OPOS 24 006c6rns eevee hs oherirus do GeeIy es oh ererneeeaeera eee 9 6 Cadeado ViClGS 6 6 444565 6s4sesas ests eeae be seeue oat Ge wees eee areas 9 7 POMS MINS 20 4 oa o ode ceo eked ooo e bones ee eae dies panes Hd Cao ee des ox 9 8 KCN E on Bo ey ee tio ws ora ed om Bo dat gy Ro ord ae A a ee a 9 8 Pee INCIOS os 2 0 e oo Set ee eee ee oe Ee ee oe ee E 9 9 Nov Cala E 6 4 4 544 26eGnane to eeeeeenoadaene RoeGeee Ge ond nese Roneeueees 9 9 Field Is pop up descriptions 0 0 ee eee teen
187. e eens B 6 Estimated Annual Wage Report 0 0 0 0 eee eee eens B 7 Federal Tax Summary Report 0 o 02046044000040eb oboe tees Ob eee me Oe aw ewe eee ee B 8 Income Hist ry KRC0Ot e esssssiss tives Setcueneteebeeneoeteeene soedeene eee ee B 9 New Employee Settings Summary Report 20 0 ccc eee eee B 10 Pay History Detail Report 0 0 0 0 0 nnn eee e eens B 11 Pay History Summary Report 0 0 nee teen eens B 12 PensiOn REPOS 51 04 44 booed av deh e ee Lb eed ae bE oho ae eRe ek Skee ee ed B 13 Regular Contribution Summary Report 0 0 000 eee eens B 14 Regular Deduction Summary Report 0 0 0 0 eee eens B 15 Regular Income Summary Report 20 0 0 cee eens B 16 Unemployment Summary Report 0 cc ee eee eens B 17 Vacation Sick and Holiday Hours Reports 0 0 0 0 anann cece ee eee B 18 Queue IKCDOINS 654 54 05 662c4 05 ober tb oe cobb we esses 2h oo cobb eee sees ab ee aees B 19 OUCtTe Dela ROPO 444442056454 Ree eae ane be ud naee Ree Seey ene edness ae eeeee ne B 19 Queue Hours Report 0 0 ee eee eee teens B 19 Oveve Summary Repo 00202404000h4eo a0 4aedhectehsewaeteeansoeeceeh soma B 19 Tone ARDON 64 5540 oot ee ee dea ord GG bre Ga ae oe Ge ie B 20 Time Card Summary Report 0 eect ee eens B 20 Miscellaneous Reports c64 0 00006s5 0406 6646504455 25 HS 5 TSHR SONS SSSR OO Kee wes B 21 Cost Center Analysis KONO 5 bu ge6 nee nonS beso ache s
188. e group name 5 Click OK The group will be listed with its new name Note If a group is assigned to an employee the program automatically changes the name of the group in the Personal Info dialog too 2 12 Aatrix Payroll Series Version 12 Preferences overview Preferences are options that allow you to customize the way certain things work within the program They are global meaning that all companies use the same preferences settings To access the Preferences you can either select Edit gt Preferences or in the Company tab window click the Preferences button 38 6 Preferences _Accountin Employee Preferences Printing Program Store payroll records by fe Paycheck date Security ry mo og Time Card _ Pay Period ending date Alternate default hours Default to employee hours from previous period There are three per item income sources The first two are per hour and per unit You can provide a title for the third Per Include tips in gross pay cP Help f f j f f f j f i j I l Cancel a Note the text items on the left of the window Clicking any one of these items will open the corresponding preferences window When you make changes to any of the preferences options the program automatically saves your changes when you click the OK
189. e item a different name from the deduction e If you have more than one expense account that you need individual income items linked to you must link each income item i e Regular Pay Regular Overtime etc Otherwise simply link Gross Pay Not assigned or all and not link individual income items e Generally you will link Income variables as Debits to Expense accounts Deductions as Credits to Li ability accounts and Employer Paid Contributions to both Liability accounts as Credits and to Ex pense accounts as Debits e For posting to be successful Net Pay Deductions must equal all combined Gross Pay expenses and any Employer Paid contribution Expense debit must be offset with an Employer Liability credit 5 Click the Report button 6 Select Preview gt Print All Refer to the printout and verify that all links are set up correctly The report provides helpful troubleshoot ing information If you ever have problems sending posting payroll data print your current Existing links list and follow any troubleshooting suggestions the report may provide before calling Technical Support Posting Payroll Data 7 When you are sure that all your links are set up correctly click Done A QBLinks file is saved to this company s Employee Files f folder The payroll program uses the links you designated in this file every time you post your payroll or liability data for this company A Don t trash the QuickBooks Chart of Accou
190. e item is set up as needed If the item has not yet been created click the Green New button and create it See Creating payroll items on page 4 3 Payroll tems Select the item to which you mee want to assign a job Then eductions FE 2005 us ree click the Edit button on the CA 2002 California Health Insurance toolbar Medicare MD 002 North Dakota Social Security Employer Paid EEH FUTA Medicare Match Social Security Match TA a T Vacation 3 From the Default Job pop up menu select the job you want assigned to the income item Edit Income Item Title Type z Calculation Method EaD Hourly be _ Normal Edit Job List Cedar Rapids Complex Chestnut Mall h i j j L j i a i Cancel wy You can create jobs on the fly by selecting the Edit Job List command in the Default Job pop up menu 3 Aatrix Payroll Series Version 12 4 Click OK 5 If you have not yet assigned this income item to those employees it applies to do so now This income item is now ready to be used to track payroll job costing information When you process pay roll the name of the job appears to the right of the income item Deleting jobs To delete a job select the job in the Available Jobs list then click the Delete button Jobs Available Jobs eo Cedar Rapids Complex C Delete Disable Disabli
191. e matching contribution State Unemployment This type should only be used for a State Unemployment contribution Disability Use this type when creating a disability contribution such as SDI Training Select this type for any sort of training contribution you create Pension This type is for a pension plan your company may be contributing to Generally Federal State and Local deductions are exempt from pensions Check with your accountant to be sure these defaults are correct Miscellaneous Select this type for any miscellaneous employer paid item you create such as an employer retirement con tribution life insurance contribution etc Flex This type is available in Multi Ultimate Payroll It is to be used for the Medical and or Dependent Care Flexible Spending Accounts FSA of a Cafeteria Plan Special Groups Grouping is a convenient way of tracking similar types of payroll items For example if you are contribut ing state unemployment taxes to three different states you could assign the three state unemployment items to the State Unemployment type and then generate a Freeform report that computes a single unem ployment total instead of three separate totals Note Contributions can also be grouped on checkforms 4 From the Apply to pop up menu select the appropriate option All income items Select this option if all your income items apply to this employer paid item Custom If there are specific income items t
192. e modem If you are not sure if your modem is Hayes compatible refer to the user manual that came with your modem EFTPS will NOT work with high speed internet connections 14 2 Aatrix Payroll Series 12 Setting up and Using EFTPS Opening Aatrix EFTPS Use the following instructions to launch 1 e open the Aatrix EFTPS program Instruction Set 14 1 Opening Aatrix EFTPS 1 Open the Aatrix Top Pay folder then open the Aatrix EFTPS folder Sj Aatrix EFTPS FB EFTFS Matrix EFTPS 2 Double click the Aatrix EFTPS icon Aatrix EFTPS Please log in Date and time 1 29 02 2445 PM If date or time is incorrect use the Control Panel to correct it EFTPS will not work correctly if you have the wrong date or time entered on your computer Quit continue 3 Enter the default user name admin and password eftps For more information on security referto Setting up security on page 14 9 4 Click Continue 14 3 Aatrix EFTPS The Aatrix EFTPS program opens to the following window Aatrix MacEFIPS SEE FIPS Values EFTPS Geographical Location North First National Bank of Chicago G South NationsBank Identification Information Enter the Site Identification you were given fram EFTPS OE Enter your Taxpayer ID Number TIM O The Aatrix EFTPS tab windows Before you begin using the Aatrix EFTPS program for the electronic transmission of your federal tax payments you should fam
193. e order that the report items will appear in your printed report from left to right 6 18 N5 NO 10 Optional Selecting the Departmental Report option prints the name of each department along with the totals of each report item 11 Click OK to save 12 In the dialog that appears select where you want to save the report Saving the report to the Reports f folder makes it available only to this company Saving the report to the Shared Reports f folder makes it available to all companies Other EZ tasks Editing EZ reports If you wish to make any changes to a report created with the EZ Report Builder select the report in the Reports list in the Reports tab window then click the Edit button The EZ Report Builder window appears allowing you to make changes to the selected report Exporting EZ reports Reports created with the EZ Report Builder can be saved as a text file or in HTML format for easy posting on the internet To do so select an EZ report in the Reports list then click the Export as Text button A Putfile dialog appears allowing you to name and save the report file in either text or HTML format Period by period EZ reports An option called Period by Period is available for all reports created with the EZ Report Builder Selecting this option allows you to generate an EZ report for a designated time period e g 2nd Quarter After selecting an EZ report mark the Period by Period checkbox located in the Option
194. e paper cassette tray or the manual document feed To determine the correct alignment of fields on your check either preprinted or blank See Test printing checkforms on page 9 26 I 17 Processing Payroll Notes 9 18 CHAPTER 6 E og Wiii congegg MALL ie ETE Reports ae Chapter overview i The following information is covered in this chapter Generating reports Customizing the Reports list Using the Report Queue Processing the Form 941 Using the EZ Report Builder Using the Freeform Report Designer Reports Reports overview Following are illustrations of the Reports tab window toolbar and file menu The reports you generate can be previewed printed and even exported in a format that is accepted by other programs comcamy trptorens Formi meres rocin Payot fanaa tibiwa duickacets ji oo a E t rer Fa 5 d Ki inet x Ta HS laj eee hpa eer DE kern eget Tee hram ger Fria bk p e a ge a Barri iL Cn Lepicers Lat Hsmirr ist T BFRPIO ep rpm N Eram uil Errr JEY PEF JEF Cara Pare Barr Pbinpesge Meter Lot T epams nim dam mi j Beer oe Pe jm mf LFE N EEE ir pl DF kicka a EF Mich ae EF mpima hari qma Ppt H Wraig ee ii Eiin eee cel pL iere oe fell EN na ob Ce ich LEE T za Freyer Pe a lk Tae mar ob So Biik e Ht en Erea bk i irim
195. e payroll program a window will appear asking if you want to import your chart of accounts now Click No if you don t want to import your chart of accounts now You can import them later in the Send Post Payroll window or the next time you create a new payroll item Clicking Yes will display an Open OS 9 Getfile window where you can open your chart of accounts file Once imported the account names will display in the Liability pop up menu Note If needed refer to the User Guide of your accounting program for information on how to export your chart of accounts 2 Inthe Title text box enter the name of the income item New Income Item Title Type Calculation Method a a any Ty Default Job Normal Expense re ey Help Cancel 1 The title can be anything you want It should be descriptive enough so you can distinguish it from others you set up because it will be used throughout the program e g checkforms reports 3 From the Type pop up menu select the type of income item it is Le Salary This type is used for any flat dollar amount to be paid to the employee You might not call it salary but this simply means any flat amount Enter the flat amount into the Salary field Hourly Use this type for an income item that is paid on an hourly basis Commission Select this type if the income item is to be used for employees who earn their wages according to what or how much they sell The
196. e paysheet If needed you can enter or change many of the values in an Employee Paysheet without permanently changing the settings in the employee s file Refer to Editing Employee Paysheets on page 5 5 Once the employee s paysheet is correct you can either print the paycheck record it into Pay History without printing or send it to the Check Queue where you can print it later with all the paychecks We recommend that you print record your paychecks from the Check Queue For details on using the check Queue feature refer to Check Queue overview on page 5 11 Before processing payroll Please read the following information before processing your first payroll Some of the issues are purely informational while others require you to perform some action e Before processing your first payroll print out an Employee Data Summary report using your Master List Use this report to verify the correctness of your employee settings for such things as deductions pay rate limit amounts and filing status You can avoid a lot of frustration by making sure your em ployees are set up correctly at the start e Paychecks are stored in Pay History with the date printed on the check If you want your payroll data stored with the pay period ending date select Edit gt Preferences then click the Employee Options button In the Employee Options window select the Pay period ending date option Aatrix Payroll Series Version 12 e Reports are generate
197. e printed in the Check Queue the following reports can be generated If necessary refer to Chapter 5 Process Payroll Queue Detail Report The Queue Detail report lists all paychecks currently waiting to be printed from the Check Queue It itemizes all the payroll items on each employee s paycheck Use this report for checking your payroll before actually printing the checks If you find any mistakes you can edit the check in the queue before printing Queue Hours Report For each employee in the queue the Queue Hours report displays the hours for Regular Pay Overtime Double Overtime Vacation Sick and Holiday Any other extra income hours are combined under the heading Other Queue Summary Report This report lists all the employee paychecks currently waiting in the Check Queue for printing Listed in this report are the amounts deducted Federal State Local etc from the paycheck of each employee Use this report for checking your payroll before actually printing the checks If a mistake is found the check can be removed from the queue corrected and added back B 19 Sample Reports Time Card Reports Pre designed reports have been created for your Time Card data They are located in the Reports Main Dialog and include General reports detail and summary and Income reports detail and summary Note The Hours fields of the Time Card Reports will display the minutes converted into hundredths Time Card Summary Report
198. e process of creating a new deduction Instruction Set 4 3 Creating a new deduction 1 In the Payroll Items tab window click the red New button El Payroll Items Calc Method Income ev Reimbursement Reim Amount Training PerHour Amount Wacation PerHour Amount Deductions TEEI EIEEEI OESE Deductions are marked by a a ax edera i CA 2002 California StateTax CA 2003 California red text Click the RED New Health Insurance Misc 7 0 Medicare FICA Gross 1 button to create a new NO 2002 Morh Dakota State Tas MO 20035 North Dakota Social Security FICA Gross 6 20 deduction Employer Paid ew FUTA FUTA Mo Gross Medicare Match FIA ma Gross Social Security Match 2 TA SUTA w Grozs Payroll Items Note If the option called Menu link to in Accounting Preferences is set to anything other than None and you have not yet imported your chart of accounts into the payroll program a dialog will appear asking if you want to import your chart of accounts now Click No if you don t want to import your chart of accounts now You can import them later in the Send Post Payroll window or the next time you create a new payroll item Clicking Yes will spawn a Getfile dialog where you can open your chart of accounts file Once imported the account names will display in the Liability pop up menu Note If needed refer to the User Guide of your ac counting program for information on how to export your cha
199. eceiving Depository Financial Institution to verify your company and employee information 13 5 Direct Deposit Instruction Set 13 3 Creating a prenotification file You may issue a prenotification at any time However you may not initiate your first live transmission with dollar entries until 10 calendar days after the date of the prenote 1 Inthe Company tab window click the Direct Deposit button or select Edit gt ACH Direct Deposit 2 Click the Create Prenotification File button to display the following window Continuing with this command will create an ACH Direct A Deposit Pre Note file that you can send to your bank to begin the ACH process You should have already entered the Direct Deposit Settings for your company in the previous window and for AT LEAST ONE employee If this is not true click Cancel and go do it Unless there are errors and your bank asks you to retransmit you only hawe to do this ONCE Any new employees that need to be pre noted will be handled automatically l Cancel 1 3 Read the information in the window that appears then click Continue 4 The following window will appear telling you where you can find the prenotification file a5 Your pre note file is called ACH Prenote File txt and may be found in the Employee Files f folder of the current company folder 5 Click OK 6 Inthe Direct Deposit window click OK to return to the Com
200. eck Designer window continue to the next step If a completed checkform appears select File gt Close then select File gt New to bring up a blank Untitled checkform window 3 Select File gt Save As 4 In the dialog that appears enter a title e g Test Checkform for the checkform then click Save 5 Select File gt Form Setup Form Setup i Enter the size of your form r o ore the length to 11 For this example rae 2 c0 ns our checkform will consist of a check and a top stub Fit as many as possible on a sheet of paper Cancel 1 6 Inthe Form Setup dialog that appears set up the form as illustrated If needed refer to Form Set up options on page 9 6 7 Optional Select Edit gt Display Options Decide if you want to activate any of the available op tions Refer to Display Options on page 9 4 Next you ll add fields to the checkform template For complete details on each field type you can refer to the section called Understanding Fields on page 9 7 For information on what you can do with the fields once they are placed on a template e g move align refer to the section called Field Main tenance on page 9 14 9 19 Check Designer Add the fields for the Check portion of the paycheck To do so select Fields gt New Field Field ls Normal aaa _ Personal Data Address Text during layout The top middle and bottom pop up menus
201. eckform template with a gt character next to it signi fying that the field is an accumulated field Prompted A Prompted field allows you to enter information for paychecks e g memo just before printing them When you select this field type the following dialog appears _ Title to prompt with 32 chrs Default to 50 chrs Cancel OO eee I 1 The Prompt for this field is a way of reminding yourself what the field is for when you actually use the checkform to print checks For example the prompt could be Enter memo This text will appear when you actually use the checkform to print checks The Default text can be something you always want to ap pear for this field such as Have a Good Day Use the Default field if the prompted information never or rarely changes When you click OK a F paragraph mark character is displayed alongside the prompted field as an identification mark Move the prompted field where you want it to print When you use this checkform to print checks a dialog such as the following will appear Winter Party Dec 21 C Save for all subsequent checks ifthe Save button is checked you won t see this window again until the check form is read in again by switching to a differant form and then back to this one Clicking Abort will cancel the current print operation Abort a Notice that the prompted text Memo displayed at the
202. ecks will be printed for regular employees and pay stubs will be printed for the direct deposit employees Pay Period e The Bi Weekly option is for those employees paid every two weeks e The Semi Monthly option is for those employees paid twice a month e The Ten Month pay period is for employees such as teachers Paid If the employee is paid on an hourly basis click the Hourly radio button then enter the Hourly Rate e g 10 75 in the per hour field Do not type in a dollar sign When you tab out of the per hour field the program automatically calculates the Annual salary for you If this is a salaried employee click the Salary radio button then type in the employee s annual salary in the Annual salary field Do not type in a dollar sign When you tab out of the Annual salary field the program recalculates the annual salary amount for the selected pay period Employees Overtime Select the appropriate overtime and double overtime rates from the pop up menus If none of the available options fit your particular needs select the Other option to display the following window Overtime rates times plus per hour Regular pay rate only Regular pay rate plus per hour F Cancel Use the overtime and or double overtime options to set up customized overtime rate s for the selected em ployee For example if the selected employee is to receive the regular pay rate plus 1 50 for each
203. ed for your employees in the previ ous pay period into the current paysheet Note Make sure this option is not selected if you plan to import Time Card hours for processing payroll Per item income sources 2 15 Company Setup Extra Income items can be set to reflect Per Hour Per Unit or some other per item rate of income You can name this third rate of income to fit your needs When creating a New Extra Income item use the In come Types pop up menu to select the newly created option Include tips in gross pay Select this checkbox if you want to include your employee s tips in their gross pay Printing preferences When you select Printing the following window opens O0 Preferences PPAT PIETEN ret oe er ETS ayia Di f Accountin Emplo 3 Printing Preferences f ae Don t zero out negative value paychecks f Time Card i Include commas in numbers over 999 99 i When printing queue print checks per page ee ee moe i M Automatically print liability checks Checks always in 3 Landscape fey Portrait Reports always in Landscape Portrait i Report list order Predefined EZReport E Report Predefined L Cache reports list Lae a i t Printing to an Imagewriter m _ Enable MICR check printing Following is a description for each option in the Printing preference window Don t zero out negative value paychecks Restauranteurs m
204. ee eas 11 8 CHAPTER 12 MAINTENANCE Backing p and restoring sesisrerisiciserirst atl wor ochre ar ace aay Are BR ease als 12 2 Backing up payroll data 1 eee ee een eens 12 2 Restoring from a b ck p ou ceengeu seeeageb sheen gee eae coiii sidra eee eRe wages 12 4 eean a o 2460542 E E EE EEEE EE E E E E E eheoeen 12 5 P roine DAN e526 e500 oer es ee ee een ee ewe Oe ee See ee E ARNA 12 7 Moving files to a different computer ccc cc ccc ccc cece cere cece eee eeeees 12 9 Using large capacity disks to move fileS 0 ee eee eens 12 9 Using a network to move fileS 1 eee nee ees 12 9 Using floppy disks to move fileS 0 eee nes 12 10 CHAPTER 13 DIRECT DEPOSIT Direct DEDOSICOVElVIEW errer tirti 6A danse etd eaae Aes aoe EREEREER 13 2 Setting Up for directi deposi i0c2e3eGnae teteeshetwet ewe vetoes heewete Gwe eetees 13 3 Setting up the company 0 cece nent eee teen een nees 13 3 SCUD UPEPO E cat ade dade Beda Rhe bee Oe eRe Lb ee ee eee 13 4 Creating prenotification files nnns annann ee nent e eee ees 13 5 vill CONTENTS Processing direct deposit payroll ccc ccc ccc cece cece cere eee cece eeees 13 7 CHAPTER 14 AATRIX EFTPS Od te OVVIO ee ee eee 14 2 Requirements 0to lt euenetoebouere tua nese tuadeesneteadernet estan tenes 14 2 Setting up and Using EFTPS 6 c6s6 0cie estes eke ches wwhoe eta eee chee weter ets os 14 3 Opening Aatrix EFTPS echteeeteudiuceatd
205. eee eens shee eke ener tenes B 21 Help POX RE n0044 04 4 4 0 dase noe Gesy eho odds e Ro eee ey eee adds ho oGe en he B 22 Job Costing Detail Report 0 0 0 0 nnn eee ee eens B 23 Job Costing Summary Report 0 00 0 eee eee nee eens B 23 Now Hire RODO siea oe arc set eE tn ee coe th per dot int eee Saad a ee dsl torte nd Hevea nes we a B 24 Tax Payment Summary Report 0 0 0 eee eee eens B 24 TROUBLESHOOTING Troubleshooting OVEFVIEW e6 66 0 655566 65 do eee ee sd SOS SEN se Ow Oe See ES C 2 Pi OrWessi0Cs eieenenceres cubs cue eeeanevon euasewvapeanaee on eens dee poe eee C 2 Program incompatibilities 0 0 nent eee eens C 3 PrOUNe thecctesdiecatenaheeetesdiugesesd eee eedeesenwed beeen eud nodes met C 3 OTC aea i a a cepa oe reo ears awe eter ede aoe egg Ge oe ee are geo es Ge eg ee C 4 USING ST PRO Processing payroll with ST Pro hours Exporting hours out of ST Pro CONTENTS Importing hours into an Aatrix payroll program 0 0 cc ees XI CONTENTS xii CHAPTER 1 ram E i a A M 4 ji introduction LOR ee Se 2 ee HHT Chapter overview The following information is covered in this chapter User Guide overview P oe j l e Program overview e Software terms Internet menu Understanding the basics Contacting Customer Support Introduction User Guide overview This guide is for Aatrix PayCheck Aatrix Payroll
206. een your payroll items and Aatrix MacP amp L accounts The required links and additional notes are provided on the next page To link an individual payroll item to an Aatrix MacP amp L account a Select a payroll item from the Payroll Variables list on the left b Select the account it should post to from the Chart of Accounts list on the right c From the Entry Type pop up menu choose Debit or Credit 8 14 Aatrix Payroll Series Version 12 d Click the Link button When you click Link a description of the link will appear in the Existing links list To remove or change a link select the link in the Existing links list and click Unlink To change the account type debit or credit select SWAP c d The following illustration provides an example of the links you could set up between your payroll items and the Aatrix MacP amp L accounts Designate Account Links To create a link Select a variable select an account select the entry type then Link 1 Payroll variables 2 of Accounts See ree EIC Payment 2300 Federal Income Tax Withheld Training 2310 State Income Tax Withheld fF 3 Entry type Reimbursement 2315 City Income Tax Withheld Credit Vacation a 2320 FICA Tax Withheld E FE 2003 US Federal 12330 FUTA Payable eval 4 Save Link Medicare _ 4 2340 SUTA Payable ti n Social Security S 2350 State Disability Withheld f Unk wet f W Import Chart of Accounts SLA bea is a ae Existing links Net Pay credit to
207. eld Use the Next Page and Previous Page commands in the File menu to move from page to page If the values on your 941 report are not accurate refer to Troubleshooting Form 941 on page 6 14 iS _ 10 When you are sure that all the information on both pages of your Form 941 is accurate you can print it using one of the three possible printing options For details refer to Printing Form 941 on page 6 13 Printing Form 941 When you print your Form 941 the numbers and background picture are printed on plain paper This printing format has been approved by the federal government Instruction Set 6 8 Printing Form 941 1 Insert blank paper into the printer 2 When you are ready to print select File gt Print Report 6 13 Reports 3 Inthe Important Notice window click Double Check to go back and check your figures or click Agree to print Important Notice Before you print this form Asti hizhly reconunends that you go back and recheck all figures which are included in this report If there are any numbers which are incorrect now is the time to fix them By clicking on the Agree button below you agree that you have double checked the figures venerated by this report and do not hold Aatrix legally responsible for the information printed on the torn Click Double Check to go back and check the figures Agree _ a 4 After printing select File gt Close Window If your 9
208. em click the name of the item When it s highlighted click the Edit Item button to f Messinger Michael D madify the item For better organization and display purposes the Payroll Items window separates the payroll items into their specific categories For example the name of each deduction is displayed in red text and listed in the Deductions portion of the window Another useful feature of this window is that you can quickly view the detailed set up of your payroll items e g Limit You can turn on off this detail by clicking the Hide Show button Click the Print Report button to print a detailed payroll items report for the employee or Settings option you have selected in the Employee list Once a payroll item is created you can assign it to your employee files For details refer to Assigning payroll items to employees on page 4 18 Creating payroll items There are three different types of payroll items you can create income deductions and employer paid contributions Instructions for creating each type of payroll item are detailed in the following sections The payroll program uses the payroll items you create to track individual amounts on a paycheck and the year to date wage and tax amounts for each employee The names of the payroll items are used when printing your reports and employee paychecks You can set up a payroll item at any time however we recommend that before processing your first payroll all the pay
209. en and trash the duplicate copy of your company file e If the import didn t work correctly quit Quicken trash the duplicate copy of your company file Make a new duplicate Open your payroll program and make the necessary changes to your Existing Links Send Post your payroll again using the duplicate company file 11 Once your paycheck data is posted trash the Aatrix Export QIF file so that you don t accidentally post the data again Sending posting liability checks to Quicken After you ve created and recorded a liability check s you can send post it to Quicken Instruction Set 8 12 Sending posting liability checks to Quicken 1 Process record at least one liability check 2 Select Quicken gt Send Post Payroll Send Post Payroll Send Post Payroll data type fe Liability checks Paychecks Date recorded f N eae Register My Register Override date with 11 25 03 l 4 Export checks that have already been exported 3 In the Send Post portion of the window enter information as needed Payroll data type Click the Liability checks button Register From the Register pop up menu select the register containing the check s you want to post to Quicken Date recorded Enter the date of the liability check s you wish to post to Quicken The date must exist in the selected check register and be entered in this format 8 4 02 month day year 10 11 J U l Override date Option
210. en warned that the next time he is late he will be put on a 30 day probation Save changes to Bartz Theodore 5 TXT before closing CDonitsave Core SD These text files will have a txt extension If you wish to delete a text file drag it out of the specified folder and into the trash 4 When you are done select File gt Return to Payroll Edit Font Styl New Open Close Save Save As Set Margins Click Return to Payroll after you Page Setup have saved the note Printi WF Return to Payroll 3 14 Aatrix Payroll Series Version 12 Employee pay history All payroll checks are stored in Pay History To access an employee s pay history records open the Employees tab window select an employee from the Employee List on the left then click the Pay History button Done YOu are editing this check in Pay History Click Done to return to the main screen aa Gara AGS Samed Seheri Check Dwie TT E derian Jahn J 1 a ar Fost F ED iors z em piho er rao H FE ai slg dere 932 32 168 76 79 63 763 56 ee Number 6455 Dates 02 2602 02 28 02 pear EEFE Pay Rale Agree rosary Miichasi Regular Pry 10 50 66 EITI Dahi Perier R Crrertime o 00 0 0 0 00 Ciecz Raymond A Doubis Care rite iE 0 0 0 00 Eastman bennie D EC Payment 22 28 22 28 Ebert Loule N Wee FE Engiih Robert A fori lerorr FE SDOT US Fed _ fn i Ws TGE Fa A ag ey n Secial Security o oo 210048
211. en your computer s Date amp Time Control Panel and set the Time Format to the 12 Hour setting e Set the options in the Time Card Preferences to your needs For example hours are entered in a 12 hour AM PM or 24 0 23 format For more information refer to Time Card preferences in Chapter 2 e Make sure the option Default to employee hours from previous period in Employee Preferences is NOT selected if you plan to use the Time Card hours for processing payroll For more information re fer to Employee preferences in Chapter 2 Manually entering data into time sheets The following instruction set will guide you through the process of manually entering your employee s work information into time sheets Instruction Set 10 1 Manually entering data into a time sheet 1 In your payroll program select Activities gt Time Card Employee Time Sheet Master List B Save Print Revert Help Employee Adams Samuel j Out Hours incane fourte Hie 5 ar a 10 3 Time Card Note Both the Tab and Enter keys will move the cursor from field to field 2 From the Employee List on the left select an employee 3 Enter the employee s work information in the appropriate fields A description of each field and how to enter your information is provided below 4 Click the Save button 5 Repeat steps 2 to 4 for each employee you need to enter data for 6 When you are ready to process payroll refer to Importing Time
212. ending posting liability checks to Quicken Before you can send post any payroll data you must first create the necessary account s and categories in Quicken You will then import this information into your payroll program so that you can link your Aatrix payroll items to the appropriate Quicken accounts and categories Once these links are set up you can send post your paycheck data as well as your liability check information to Quicken The Quicken menu The following menu will appear in the menu bar at the top of the screen when the Quicken option is selected in Accounting Preferences You will use the commands in this menu to post your payroll data to your Quicken software ema canoes Internet Send Post Payroll n Open Quicken Note If the Quicken menu is not displayed in the menu bar select Edit gt Preferences In the dialog that ap pears click the Accounting Options button From the Menu Link to pop up menu select Quicken then click OK Posting Payroll Data Linking Quicken categories to payroll items Select Quicken gt Send Post Payroll or click the Send Post Payroll button in the Process Payroll tab window Send Post Payroll ELULGOLEAS Payroll datatype Paychecks Liability checks Date recorded J Employee list f Master List Override date with 11 25 03 ba Designate Account Links To create a link Select a variable select the appropriate Qu
213. eport Print f se Report On Employee List Master List QO Employee Adams Samuel J Report on the period All Periods x M skip employees not paid during report Report Limits Department All Departments Hy Pay Period All periods B Other limits Options kramer Joshua w print to Apple LaserWriter Larson Larry A Lenz Gabriella W Martin Terrance J Mertz Angella A Messinger Michael D 2 New Hire X l Mott Tracy E Y Use the Edit List feature to select which reports you want displayed in the Reports list Job Costing Summary DOE Bentz amp Co Employee List Master List kA Reports Form W2 Form W3 Form 1099 Form 1096 Certified Payroll Summary Cost Center Analysis CP Account Detail CP Account Summary CP Projection Summary Department Report Employee Data Summary Employee Data Detail Employee Personal Data Summary Estimated Annual Wage Federal Tax Summary Hours Holiday Hours Sick Hours Vacation Income History Job Costing Detail Job Costing Report Liabilities Due MacP amp L Pending Posts New Employee Settings Liabilities QuickBooks 1S Help Once you ve designated the time limits for your report e g quarter month clicking Preview allows you to view your report on the computer screen before sending it to the printer Clicking the Print button will send the report directl
214. eport using the following options Report Limits Department All Departments Pay Period all periods Other limits Aatrix Payroll Series Version 12 Select whether you want the report to display information from All Departments or from a particular de partment you specify For more information refer to Departments and Groups overview on page 2 7 Select whether you want the report to display information from All Pay Periods or from a pay period you specify You can fine tune your report even more by clicking the Other Limits button In the dialog that appears mark checkboxes and fill text fields as needed Click OK when finished or Cancel to exit Other Limits Include employees which match C Name E City F State F Hire Date Before After On Status Cl Group Options If you are printing your reports to an Apple LaserWriter make sure this option is selected It will remain selected until you uncheck it Other options displayed here are specific and applicable only to certain types of pre designed reports These options are described in Appendix B for those reports that it applies to 3 Decide whether you want to preview the report first or send it directly to the printer For details re fer to Preview vs Print Report on page 6 5 Preview vs Print Report Your payroll program provides you with a wide variety of reports that you can use to view the payroll info
215. er appears in the Reminder List on the right The text you entered in the Message Pad field is displayed in the Reminders Due window when it comes due For de tails refer to The Reminders Due window on page 11 7 Click Done You can create all your reminders from one Reminder Setup window Simply enter the correct Starting Date for each new reminder When you click Save the program automatically places the reminder in the Reminder List for the appropriate date s Editing reminders Sometimes after you create a reminder you may need to go back and make certain changes You can edit reminders quickly and easily Instruction Set 11 2 Editing a reminder 1 Open the Reminders Calendar Click the buttons e g month and day for the desired reminder In the Reminder List on the right select the title of the reminder you want to edit Make the changes you want in the pad on the left Click Save Click Done to return to the Reminders Calendar Deleting reminders At some point you may determine that you no longer need certain reminders When that happens you can easily remove the reminder by deleting it Instruction Set 11 3 Deleting a reminder 1 Open the Reminders Calendar Click the buttons e g month and day for the desired reminder From the Reminder List on the right select the title of the reminder you want to delete Click Delete A dialog appears asking if you are sure you want to delete the reminder C
216. er pop up menu it does not apply to the criteria you are setting in the next Middle pop up menu options Personal Data The Personal Data category allows you to add fields to your report that utilize information from the Em ployees tab window as well as the Personal Info dialog Paycheck Data The Paycheck Data option allows you to display information that is normally found on the employee pay check The Adjusted Gross field is only used when you are sheltering deductions The adjusted gross is the actual gross pay that the deductions were based on Income Sources The Income Sources category allows you to add to the report any of the extra income sources you have cre ated Deduction Types The Deduction Types category allows you to add to the report any of the deductions you have created Employer Contribution Types This type allows you to add any of your employer paid contributions to the report form Other Types The Other Types category are miscellaneous fields that do not fit in any other category Many of these fields can be used in the header or footer of a report Regular Pay Types These fields display income items that do not appear as extra income Deduction Groups These are fields that total groups of items together providing you properly classify them into a group when you set a deduction up For example if you use more than one state tax table you will have a separate field available in the Deductions menu for each s
217. es is created and placed within the Aatrix Payroll folder as shown below Ce a E E E A E A Back Forward Computer Home Favorites Applications Search Aatrix TimeCard f Cafeteria Plan Documents Checkforms Registers f Sample Company Shared Reports f Tax Tables f testing Click the Back up button The amount of time the backup takes to complete depends on the size of your company payroll files 12 3 Maintenance Restoring from a backup The program offers a broad array of choices for file restoration From an individual file to a category e g Register Files Employee Evaluations to a full install you can tailor the restoration process to fit for your needs Instruction Set 12 2 Restoring from a backup 1 Select File gt Restore Backup sources 11 25 03 Select the files to restore Restore Payroll Files Options C Clean install C Install to new folder y File name Size Created Modified File type Bentz amp Co Gk 11r09 12 08 15 12 Company file CA 2002 California 1k 097 11 30 O1 01 04 Register file 0 Check Register 70k 09711 5350 017 01 04 Register file Disability Insurance 1k 097 11 30 01701704 Register file Federal Income Tax lik O8f11 s0 017 01l 4 Register file i Flex Register Tk 09711 30 01701 04 Register file FUTA 13k 097 11 30 017 01 04 Register file l Health Insurance Bk 097117 30 01701 04 Register file l Medicare lsk 09 11 3
218. es tab window select the New Register command from the Register pop up menu 2 O _New Register n i Register Check Register E write a Check a test 3 2 Inthe New Register Name window enter a descriptive name for your new register New Register Name Please provide a name to save the register as before continuing Save register as l Cancel 3 Click Save 4 Enter the current balance for your new register Enter the opening balance for the file My Register l Cancel If you are setting up a check register that is already in use you may not know the exact current balance of the check register at the time you it set up If this is the case enter the ending balance from the last time you balanced your checkbook Then enter all the transactions since then into the register For details refer to Entering deposits on page 7 12 and Entering withdrawals on page 7 13 5 Click OK The program automatically saves the new check register file in the Registers f folder of the currently open company The name of your new check register will appear in the Register pop up menu in both the Lia bilities and Company tab windows 7 19 Liabilities The Liability Register window Liability registers allow you to track the amount of payroll taxes you owe such as federal and state withholdings They can also be used to track other liabilities such as business loans Using Liability registers is an
219. eteria Plan 2 ce eee 15 4 What benefits are allowed 0 ec ene eee ees 15 4 Setting up the Cafeteria Plan Administrator 0 0 nes 15 5 Viewing Editing Flex spending account registers 1 ee ees 15 6 Entering reimbursement claims 1 2 0 0 eee ene eens 15 7 Reimbursing claims s c24068 Loge td aoe a de et ed eee die ee edge ere 15 8 Adding reimbursements to paychecks 0 0 cee eens 15 8 Writing reimbursement checks 6 4 46sd224e4000 esed vedas edeu shee nevedasa 15 9 Closing o ta Plan V Catunccc dean secd enue eeed ena ved dence ceedouuieretd D aiia 15 11 The Pension A GMINIS PALON 5 660 cota en does os Sansa eee ees OA Sarna e a eee 15 12 Setting up the Pension Administrator 0 0 0 0 cee eens 15 12 Creating pension registers 6 oie ade ease we ewse dee we Gs eae hw ee a dw aie 15 14 Viewing editing pension registers 1 nee eee ene ees 15 14 Clearing pension registers ess e000 260 etedante e owe SE Se RO E R Se RS Ea a Oe 15 16 CONTENTS STATES REQUIRING SPECIAL ATTENTION OOUCI VIEW ce 64 os 660 oe oe oe Se re ee ee ee we eee ee ee ees A 2 SAMPLE REPORTS REPOS OVCEVICWs aac 5 504 6a oe oe weet Ge eee ee eee uae AEE EEEREN B 2 Farro NCDOIISs lt cvGeseeen cuaeeenvher eres E reer eee anes B 3 Certified Payroll Summary Report 0 0 0 eee eens B 3 Employee Data Summary Report 0 0 0 cee ene ee eens B 5 Employee Personal Data Summary Report 0 0 0 ccc ee
220. ether the tax payment setup is valid or not If the setup is invalid make the necessary corrections and test the transmission again If the setup is valid deselect the Test transmission checkbox and continue to the next step Note The information in your transmission test does not go any further than the Aatrix EFTPS Server Message to Aatrix Optional The Message to Aatrix option can be used to communicate with the Aatrix EFTPS operator When you click the Message to Aatrix check box the following dialog appears allowing you to enter a brief message up to 32 characters Message to Aatrix Software To send a message to the EFTPS operator enter it below To remove the message simply delete it and click OK DO NOT use this to ask a technical support question call 800 589 8774 instead Unless sent with a Test Transmission a message may delay your EFTPS payment Message up to 32 characters D 14 13 8 Click the Connect Now button to send your tax payment Make sure the Test Transmission check box is not checked When you click the Connect Now button the Aatrix EFTPS program transmits your tax payment to the Aatrix EFTPS Server and verifies the following information e The Aatrix EFTPS Server looks up your account and verifies that your T LN and P I N are valid If there is a message relative to your account it is sent at this time If the T I N and P I N do not match you will be given this informati
221. eturned to the Process Payroll tab window Recording checks from the Payroll Process window There may be times when you want to record a single paycheck into Pay History without printing the paycheck e g the paycheck was handwritten Instruction Set 5 3 Recording a check from the Process Payroll window 1 Inthe Process Payroll tab window make sure the paysheet of the employee whose paycheck you process ing 1s correct 2 Click the Record Check button 3 In the Record Check Options window that appears set up the options as needed Note Enter the date that was written on the check and the date that represents the pay period for this payroll If the date you enter is at least a week earlier than today s date the program assumes you are entering prior pay history data and will display the Record Check Options window each time you click Record Check 4 Click OK The program will record the paycheck into Pay History and the selected check register 5 After recording the check you are returned to the Process Payroll tab window Quitting the payroll process You can quit processing payroll at any time and finish later To end the payroll process either exit out of the Process Payroll tab window or quit the payroll program all together Any checks that have been recorded or added to the Check Queue will remain there When you return to finish processing your payroll continue where you left off by selecting the next employee from t
222. eued paychecks just as they will appear when printed Instruction Set 5 5 Previewing a paycheck before printing A The Preview button is grayed out if more than one employee is selected in the list 1 Inthe Process Payroll tab window click the Print Queue button 5 11 Processing Payroll 2 In the Check Queue window select the name of the employee whose paycheck you want to preview 3 Click the Preview button i868 Preview Printed Check Samuel J Adams 343 534 2423 11 20 08 0 EARNINGS CREDITS TAKES DEDUCTIONS Description Pay Rate Current Year to date Y T D Regular Pay 10 50 8667 910 04 910 04 Federal Tax 71 00 71 00 Overtime ooo oo ooo ooo rica Tax 56 42 56 42 Double Time ooo ooj ooo oo State Tax 29 68 29 68 Sepa a ooo ooof Pensine oon 0 00 Sgn a eee a Peg or bee Ta Oe 0 00 Pisce ttaneous 18 20 18 20 Se eee e e eee SES OP OUpe ls meee OU 0 00 a a a Speptal Groups ee O00 0 00 SS ee ee e a45 30 TOTALS oop 0 00 AAKA Seven hundred fifty six Dollars and 80 100 444 11 20 03 AAA ATE BO Click Print to print this check Click this button to Maximize the preview Click this button to Minimize the preview The selected paycheck appears just as it will when printed You cannot edit the paycheck in this window you can only preview it 4 Click the close button box in the upper left hand corner to close the window and return to the Check Queue window
223. even several checks from the Check Queue Instruction Set 5 9 Removing paychecks from the Check Queue 1 Inthe Process Payroll tab window click the Print View Queue button 2 Remove selected checks or remove all the paychecks from the Check Queue Remove If you want to remove only certain paychecks select the paycheck s you want to remove and click the Re move Check button The following occurs e A window appears asking if you are sure you want to remove those checks Click the Yes button to the remove the selected paychecks from the Check Queue e You are returned to the Check Queue with the removed checks are now greyed out e When you are finished in the Check Queue window click Done to return to the Process Payroll tab window Note These checks will appear in grey and will stay in the queue until you remove all of the checks from the queue following the steps outlined below Remove All If you want to remove all the paychecks from the Check Queue click the Remove All button The follow ing occurs e A window appears asking if you are sure you want to remove all the entries Click the Yes button to re move all the paychecks in the Check Queue e The program removes all the paychecks from the Check Queue and you are returned to the Process Payroll tab window Aligning checks in the printer We recommend that you check the user s guide that accompanied your printer to determine the correct placement of checks in th
224. ew data Instruction Set 3 3 Editing an employee To change the name of an employee use the Rename Employee feature For details refer to Renaming employees on page 3 9 1 Inthe Employees tab window select the employee you want to edit from the Employee List on the left If this employee is on more than one list it does not matter which Employee List is open Changing em ployee information in one list changes that same information in all lists 2 Make the necessary changes 3 Click Save Deleting employees The Delete Employee feature permanently deletes from your hard disk all information associated with an employee e g pay history time card logs etc Instruction Set 3 4 Deleting an employee Be very careful not to accidentally delete an employee for which you need to process reports such as the W2 report 1 Inthe Employees tab window select the employee you want to delete from the Employee List on the left It does not matter which employee list is open deleting an employee file deletes the employee from all lists 2 Click the Delete Employee button A window will appear warning that if you continue the selected employee will be permanently deleted from your hard disk 3 Click Delete to delete the employee or Don t Delete to close the window without deleting the select ed employee Aatrix Payroll Series Version 12 Finding employees The Find feature allows you to quickly locate an employee
225. ext during layout f ni 4 The new field dialog allows you to select any variable in the payroll program and place them on your checkform template Check Designer When you select an option from the top pop up menu the middle pop up menu displays the categories as sociated with the option selected in the top pop up menu As you choose categories from the middle pop up menu the third pop up menu will display the categories associated with your selection in the middle pop up menu Note The above illustration shows the selections needed to create an employee Address field What does Text during layout do The text in the Text during layout text box defaults to the name of the item selected in the bottom pop up menu This text helps you to recognize the fields on your checkform it does not print on your checks You can change the text by placing the cursor in the textbox and typing the text you want 3 From the pop up menus select the desired combination of items from the three levels of pop up windows Depending on the selection you may only need to specify the first or second level of pop up windows For more information refer to the Field Is pop up descriptions on page 9 10 4 Click OK The new field appears in the top left corner of the checkform template 5 Move the field to its desired location 6 Continue adding as many new fields as you need to complete the checkform Field Is pop up description
226. f the window by clicking the arrow button located on the left the window Disregard this step if it s already open Send Post Payroll Send Post Payroll data type m Paychecks E3 Liability checks Employee list Master List sed Date recorded C Override date with 11 25 03 i Dane i Help Send Post Payroll Click the triangle to SUCAMERS Payroll data type A Paychecks O Liability checks display the Designate ana eS i anans Done f m aniidae Account Links portion of a 11 25 03 l LET RR the Send Post Payroll iis EE i iv window Designate Account Links l To create a link Select a variable select an account select the entry type then Link l 1 Payroll variables 2 Chart of Accounts ji Net Pay Ads Gross Pay Not assigned or all Bad Debt 0 3 Entry type Gross Pay Accounting Bank Charges f Debit 9 Gross Pay Advertising Benefits Gross Pay Development Car amp Truck yg 4 Save Link Gross Pay Marketing Commissions Gross Pay Research Cost of Goods ee i i eee Import Chart of Accounts l ee f Existing links as aS f Swap c d i Unlink l f Report i _ acai EE O eteaeaataeni ea tiiatn ae aeretamaia tetera 3 Before linking your payroll items click the Report button This allows you to view on screen a rep
227. g of cash and qualified benefits offered by the employer Both the employer and employee save money by converting unreimbursed medical and dependent care expenses and group insurance premiums from an after tax to before tax basis Your payroll program allows you to manage such a Plan with a feature called the Cafeteria Plan Administrator Note Written documentation for a Sample Cafeteria Plan is located in the Cafeteria Plan Documents folder These documents are stand alone self running files That is no particular application is needed to open them All you have to do is double click the file to open it If you are going to use the Sample Cafeteria Plan as a model for setting up your own Cafeteria Plan you should do these three steps 1 Print out all the documenta tion 2 Review it carefully 3 Make any necessary changes as it applies to your own particular company How does the tax savings work Under Section 125 the taxes that are eligible for reduction are Federal Income Tax State Income Tax Employer and Employee FICA and Federal Unemployment tax In most states the State Unemployment tax is reported using the full gross wages The following is an example of what an employee may save by participating in a group insurance premium conversion plan The employee works in North Dakota married and claims two exemptions He is paid a monthly salary of 1500 00 and out of this salary pays 100 a month in insurance premiums Without Pre
228. g Aatrix EFTPS To quit out of the Aatrix EFTPS program select File gt Quit 14 10 Aatrix Payroll Series 12 Connecting to the Aatrix EFTPS Server The information is this section is relevant only after you ve set up and saved your EFTPS company file It includes three topics e Transmitting an EFTPS Tax Payment e EFTPS Tax Payment History e Troubleshooting Transmitting EFTPS tax payments Instruction Set 14 5 Transmitting an EFTPS tax payment 1 Open the Aatrix EFTPS program to the company you are transmitting a tax payment for 2 Open your payroll program 3 In the Liabilities tab window calculate the tax payment e g 941 Tax Deposit for your payroll Employees Payroll items Process Payroll ities f QuickBooks EE m TEL w M N O iew Register Payment Hist Deposit Withdrawal Memorize Verify Send EFTPS Print Check Record Check Help 386 Bentz amp Co gt Register Check Register KA Then click the 5533 Me Columbia Rd Date Check 7004 Send EFTPS Select or Create a Payment Grand Forks NO 58201 en 941 Liability FUTA Liability PayTo Tota button SUTA Liability Calculate Edit Delete your tax Next select the employee list Selected items for this check payment B Amount Not Allocated first Select the period to pay Amount Not Allocated he f l Amount Not Allocated he Amount Not Allocated hey _ Amount Not Allocated ke 4 f Calculate Amount Due r Amount Not
229. g feature allows you process payroll with multiple jobs per employee Each employee can have an unlimited number of jobs assigned to them with regular overtime double overtime and even vacation hours assigned to each job Creating jobs Before you can assign a job to an income item you must first create the job There is no limit on the number of jobs you create Also a breakdown of your job information can be obtained from the Job Costing reports Instruction Set 4 10 Creating a job 1 Select Utilities gt Jobs Jobs Available Jobs Cedar Rapids Complex Chestnut Mall Save gt gt k Fran goa Delete Disable 2 Enter the information for the job Title Enter a descriptive name for the job 50 characters or less Description Enter a description of the job 200 characters or less 3 Click Save The title of the job is displayed in the Available Jobs list 4 If you want to enter another job click New and repeat Steps 2 and 3 5 Click Done when you have finished entering your jobs You can now assign each job to an income item see next section Payroll Items Assigning jobs to income items Once you ve entered the names of your jobs you can assign each job to the income item it applies to Instruction Set 4 11 Assigning a job to an income item 1 Inthe Payroll Items tab window select the income item to which you want to assign a job 2 Click the Edit Item button Make sure the incom
230. ge this box unless The employee has already been pre noted by another means The bank does not require a pre note highly unlikely The employee switches banks and needs to be pre noted again The pre note was rejected due to an error and needs to be sent again 5 Enter the employee s bank information Bank routing number Enter the employee s bank routing number Account number Enter the employee s bank account number This is a savings account If the account is a savings account indicate this by selecting the checkbox This employee has been pre noted Read the instructions in the window to determine if you need to check this box 6 Click OK The program returns you to the Employees tab window 7 Click the Save button 8 Continue setting up your direct deposit employees following the instructions in steps 2 to 7 Creating prenotification files Once your company and employees are set up for direct deposit but before you actually use the Direct Deposit feature you must create a prenotification prenote file and have it verified as to the accuracy of your setup information A prenotification is a non dollar transmission file that is sent through the ACH Automated Clearing House Network to a Receiving Depository Financial Institution It contains the same information with the exception of the dollar amount and transaction code that will be used in subsequent ACH transmission files It allows the R
231. ges to a cross hair Mouse over to the approximate spot on the checkform you want to place the rectangle Then click and hold the mouse button down to draw and shape the rectangle After obtaining the proper size and shape for the rectangle release the mouse button To move the rectangle around on the form first click the Object Selection tool and then click the shape and holding the mouse button down drag the object Aatrix Payroll Series Version 12 The Circle tool is used to make circles To make a circle click the circle tool and the pointer changes Ol to a cross hair Mouse over to the approximate spot on the checkform you want to place the cir cle Then click and hold the mouse button down to draw and shape the circle After obtaining the proper size and shape for the circle release the mouse button To move the circle around on the form first click the Object Selection tool and then click the shape and holding the mouse button down drag the object The Line tool is used to draw lines One such use is to separate fields and columns on the report form template Use it the same way the Rectangle and Circle tools are used The symbols on the Key represent the various types of New fields you can add to a report form e This symbol signifies a YTD field This symbol signifies a Fiscal YTD field A This symbol signifies an Hours field X This symbol signifies an Accumulated field This symbol signifies a Prompted fiel
232. gram preferences 2 18 Pull down menus 1 15 Purge Data 12 7 Putfile dialog 1 15 Q Queue reports detail B 19 Hours B 19 QuickBooks Edit existing links 8 8 Import Chart of Accounts 8 5 Linking 8 4 8 6 Index 5 INDEX Menu link to 2 15 Post liability checks 8 10 Post paychecks 8 8 Required links 8 7 QuickCalc 2 18 5 6 Quicken Edit existing links 8 25 Import categories 8 22 Linking 8 22 8 23 Menu link to 2 14 Post liability checks 8 27 Post paychecks 8 26 Required links 8 24 Quit payroll process 5 7 Quit program 1 15 R Reconcile check register 7 17 Regular Contribution Summary Report B 14 Regular Deduction Summary Report B 15 Regular Income Summary report B 16 Reminders at startup 11 8 Reminders Calendar 11 2 Buttons 11 3 Delete reminder 11 5 Disable reminder 11 6 Edit reminder 11 5 Enable reminder 11 6 Open 11 2 Print Calendar 11 8 Setup new reminder 11 4 Reminders Due window 11 7 Disable reminder 11 7 Remove reminder 1 7 Remove Name from Employee List 3 26 Paychecks from Queue 5 17 Rename employee 3 9 Report Queue Add report to queue 6 10 Print View 6 11 Reports Generate 6 3 Reports Government Form 941 6 12 State Forms 6 2 Reports Pre designed MacP amp L Pending Posts Report 8 18 Reports tab window 1 9 Reports Pre designed Certified Payroll Summary B 3 Cost Center Analysis B 21 Default Information Summary B 5
233. gt Save As 2 Inthe dialog that appears enter a descriptive name for your report 3 Click the Save button 4 Ifyou are using a single company payroll program the report is automatically saved in the Reports f folder If you are using a multi company payroll program you will be prompted to save the report in either the Reports f folder or the Shared Reports f folder Note After naming saving a form template use the Save command to save any changes you may make to it Editing Freeform reports Use the following instructions to modify e g add fields move fields etc any of your Freeform reports Instruction Set 6 22 Editing a Freeform report 1 In the Reports tab window select the report you want to edit from the Reports scrolling list J 2 Click the Edit button 3 Make the necessary changes to your report 4 Select File gt Save to save your changes Troubleshooting Freeform reports If your Freeform report does not print out as you want it to try the following suggestions to correct the problem e Select the field s you want moved and drag them to the desired location e Use the Form Setup dialog to change the size of the form e Use the Page Setup dialog to change the report orientation CHAPTER E i a i Liabilities lt i 8 Chapter overview The following information is covered in this chapter e Using the Liabilities tab window to create payments and write print liability checks e Using the
234. h Iy Semimonth Is Semimonth by Semimonthls Semimonthls Semimonthls Semimonth by Semimonth Iy Semimonth by Semimonth Is Semimonthls Semimonthls Semimonthls Semimonthlsy Semimonth ls Semimonth Iy Semimonth Is Semimonthls Semimonthls Semimonthls Semimonthlsy Semimonth by Pay Rate 10 50 10 00 1 125 00 1 104 16 1 229 16 1 122 91 1 102 08 6235 45 831 66 1 260 41 209 58 1 242 91 1 364 58 1 193 75 1 197 91 554 16 1 164 58 1 260 41 1 145 41 1 207 08 1 260 41 1 221 66 1 279 16 1 236 66 1 252 91 1 239 58 1 260 41 1 247 50 1 254 16 1 279 16 1 270 83 Total Annual wage 21 640 00 20 600 00 27 000 00 76 499 84 29499 84 26 949 84 76 449 92 19 759 92 19 359 54 40 749 84 21 629 92 29 6279 84 a2 74992 28 650 00 28 7749 84 70 499 84 27 945 92 40 2749 84 27 243 84 25 96992 20 249 84 23 319 84 29 499 84 29 679 84 29 559 84 29 74992 40 249 84 29 940 00 20 099 84 29 499 84 40 499 92 854 116 48 Sample Reports AS i i Federal Tax Summary Report The Federal Tax Summary report is a two page report that lists the wages Federal EIC SS SS Tips Medicare and taxes Federal SS SS Match Medicare Medicare Match of each employee on the Employee List and provides the Total Wage and Total Tax amounts When selected a dialog will appear prompting you to select the proper item names from the pop up menus to match the required fields For example the Social Secu
235. hart of Accounts on page 8 5 Sending posting paychecks to QuickBooks Once the links have been set up for each of your companies you can send your payroll to QuickBooks whenever you process payroll To post your payroll data into QuickBooks however you must have recorded payroll at least once for the company you are posting to Instruction Set 8 3 Sending posting paychecks to Quickbooks 1 Process record at least one payroll 2 3 Aatrix Payroll Series Version 12 Select QuickBooks gt Send Post Payroll Send Post Payroll Liability checks j3 Employee list Master List Dane Help 4 In the Send Post portion of the window enter information as needed Payroll data type Click the Paychecks button Employee list From the Employee List pop up menu select the employee list whose payroll you want to post Date recorded Enter the payroll date you wish to post The date must exist in your Pay History records and be entered in this format 8 4 02 month day year Note that the program sends by date and not by employee Override date Optional If you want to post payroll using a different payroll date click the Override date with check box and enter the date you wish the checks to appear within the accounting program Click the Send button The payroll program will create a paycheck data file called Aatrix Top Pay Export and save it in your Aa trix Top Pay folder If QuickBooks is not open
236. hat apply to this employer paid item select the Custom option In the window that appears uncheck the income items that do not apply to this employer paid item 5 From the Calculation Method pop up menu select the appropriate option Flat Amount Select this option if the employer paid item represents a simple dollar amount to be tracked each pay period then enter the appropriate amount in the text box 4 14 10 11 of Gross Select this option if the employer paid item needs to be calculated as the percentage of the gross pay The number you enter into the text box will be the percentage of the gross pay that is tracked each pay period of Federal Select this option if the employer paid item needs to be calculated as the percentage of the Federal income tax The number you enter into the text box will be the percentage of the Federal tax that is tracked each pay period of State Select this option if the employer paid item needs to be calculated as the percentage of the State income tax The number you enter into the text box will be the percentage of the State tax that is tracked each pay period Amount Per Hour Select this option if the employer paid item is based on the number of hours an employee works The pro gram multiplies the amount you enter in the text box by the number of hours worked this the pay period e g for every 1 hour worked contribute 0 25 If the employee is paid using a salary you can
237. he Check Queue pronounced cue feature is the preferred method for printing recording your payroll because it allows you to print record all your paychecks at the same time Check Queue Sg E ih Print Print All Record Recrd All Edit Preview Remove Remve All Reports These checks are waiting to be printed Adams Samuel Net pay 756 80 Anderson John Net pay 650 96 Andrews MaryM Net pay 827 78 Bartz Theodore S Net pay 813 64 Blake Lillith L Net pay 897 45 Greyed Out employees are those that have been deleted from the queue Because the Check Queue is a file that is saved to your hard disk you can add your employee paychecks to the Check Queue when you process payroll quit the program and then return at a later time to print record the paychecks If you are setting up the payroll program mid year the record buttons allow you to enter your employee s prior paychecks into Pay History without having to print the paychecks There are two ways in which you can access the Check Queue window e In the Process Payroll tab window click the Print Queue button e Select File gt Print View Check Queue Note You cannot access the Check Queue window unless it contains at least one queued paycheck Previewing paychecks before printing There are times when you may want to view a paycheck before sending it to the printer The Preview command allows you to preview your qu
238. he Classic environment to run Q How do get enrolled with the Aatrix EFTPS Service A Before you can use the Aatrix EFTPS Server to transmit your EFTPS Federal tax payments you must enroll with the Aatrix EFTPS Service To do so click the Enroll EFTPS button in the Company tab window Fill out and print the Aatrix EFTPS Enrollment Form which appears Fax or mail the enrollment form and all other required information to Aatrix Software Your enrollment information is entered into the Aatrix EFTPS system Within approximately 2 weeks Aatrix will email your PI N and Acceptance Form indicating that you can begin using Aatrix EFTPS to transmit your EFTPS federal tax payments Q What happens when I transmit my tax payments via Aatrix EFTPS A You will use your payroll program and your modem to transmit the federal tax payment informa tion to the Aatrix EFTPS Server The Aatrix EFTPS Server will validate your tax payment infor mation and forward it to a Financial Agent using the ACH Debit option Once the IRS verifies accepts your tax payment information an ACH debit transaction will be initiated against your bank account i e the bank account you designated in your enrollment information In addi tion for each transaction the Aatrix EFTPS Server transmits for you a monthly fee will be billed to the credit card you have provided to Aatrix Software for EFTPS Requirements Requirements To use Aatrix EFTPS you need a 100 Hayes compatibl
239. he Employee List Processing Payroll Other tasks Besides using the Process Payroll tab window to process your payroll there are other features it provides such as the Print as Report feature This section details these other features Printing an Employee Paysheet Click the As Report button to print an employee s paycheck information exactly as it appears in the Employee Paysheet Company Employees Payroll Items roce Print Check Record Check Queue Check Print Queue Send Post 386 Bentz amp Co Employee List Master List San Adams Samuel J QuickCalc On nderson John J Gross Pay Deductions Employer Paid Net Pay Andrews Mary M 932 32 190 26 76 90 742 06 Income Pay Rate Hours Amount Rlake illith I Processing bonus checks The payroll program provides different methods for calculating bonuses into the paychecks The following instruction set covers three possible scenarios Instruction Set 5 4 Processing a bonus check Bonus included in regular paycheck If you want to include a bonus in the regular paycheck enter the amount of the bonus in the Bonus field on the employee s paysheet Adams Samuel J QuickCalc On Gross Pay Deductions Employer Paid Net Pay 932 32 190 26 76 90 742 06 Income Pay Rate Hours Amount Regular Pay 10 50 86 67 910 04 Overtime 15 75 0 0 0 00 Double Overtime 21 00 0 0 0 00 Extra Income Pay Rate Amount Job
240. he appropriate Flexible Spending Account register and selected check register If you aren t printing the check the check is recorded in the appropriate Flexible Spending Account regis ter and selected register 15 10 Aatrix Top Pay Version 12 Closing out a Plan Year At the end of your Plan Year you will need to zero out of the balances in your employees FSA registers If your Cafeteria Plan has a provision that allows your employees a certain amount of time e g 90 days after the end of the Plan Year to submit claims you will want to wait to close out your Plan Year until that time Money left in Flexible Spending Accounts and not paid out in reimbursements are forfeited to the company Suggestions on what an employer can do with forfeited money are provided in the Cafeteria Plan Setup documentation Instruction Set 15 6 Closing out a Plan Year 1 Before opening your payroll program make a backup of your Flex Register file It is located in the Regis ters f folder of your Aatrix Payroll f folder Select the Default settings option located at the top of the Employee List Select Utilities gt Cafeteria Plan Administrator Click the Clear File button A warning dialog reminding you to back up your Flex Register appears Click Cancel to cancel the operation Continue to proceed to the next dialog Delete all entries the new Plan Year hasn t started G Delete entries dated before Loo This should be the en
241. he new com pany name Likewise in the Liabilities tab window the check register and pay history records are also intact as of the last backup date a5 have created a new company called Symonowski amp Sandberg Go to the Company tab to switch to the restored data 12 6 Aatrix Payroll Series 12 Purging Data There may be times in which you want to purge 1 e delete particular records from your payroll program such as your Time Card records For example you may find that your records are getting very large and you want to clear up some hard disk space You are not required to purge your payroll data In fact you can maintain your payroll data indefinitely within the payroll program We recommend that you maintain your payroll data for at least three years Instruction Set 12 3 Purging payroll data 1 Select Utilities gt Purge Data 2 Read the information in the window that appears then click Continue amp Warning You are not required to purge your payroll data In fact you can maintain your payroll data indefinitely within the payroll program We recommend that you maintain your payroll data for at least three years Are you sure that you want to purge now Pee eT 3 The following Purge Data window will diplay Purge Data Use this command carefully it will permanently delete the records from your employee files Be sure you have a backup before continuing Delete C Check Regi
242. he top of the window and the graphic tools to either create your custom checkform templates or edit existing ones Company Name Address 1 Address 2 Perea Cit ST ZIP Code Hame Aatrix ALCC 7 Laser Current Date Met Pay Net Pay as Text Themo Graphic tools On the left of the Check Designer window is a palette containing tools for drawing lines boxes or circles These tools are similar to the tools you would find in any paint or draw program on your Macintosh By moving the mouse pointer onto the gray bar at the top of the palette you can drag and drop it to any location on the mE screen The Object Selection tool N is used to select and drag fields that appear on the check template It is automatically selected when you enter the Check Designer The Rectangle tool is used to draw rectangles boxes To make a rectangle click the Rectangle Ol tool and the pointer changes to a cross hair Mouse over to the approximate spot on the checkform you want to place the rectangle Then click and hold the mouse button down to draw and shape the rectangle After obtaining the proper size and shape for the rectangle release the mouse button To move the rectangle around on the form first click the Object Selection tool and then click the shape and holding the mouse button down drag the object The Circle tool is used to make circles To make a circle click the circle tool and the pointer Ol changes to a cross hair Mou
243. heckform pop up menu select the checkform you want to use for printing the paychecks Check Register From the Check Register pop up menu select the register you want the paychecks posted to Starting check number Enter the starting check number Dates Enter the date you want printed on the paychecks and the pay period ending date The program automati cally fills in both fields with today s date You can enter a date to be printed on the paycheck usually the actual date the checks are handed out and a date that represents the pay period for this payroll Direct deposit employees only If any of the paychecks in the Check Queue are for direct deposit employees select a form from the Direct Deposit form pop up menu The form that you select will be used to print a pay stub for any employee who is marked direct deposit If you do not have any direct deposit employees the program will disregard whatever form you select If you ever need to print regular paychecks for your direct deposit employees select the For this payroll instead of direct deposit print checks option Note When a direct deposit check is recorded into Pay History the letters DD are inserted in the Check Num ber field 5 Click OK 6 Insert your checkform sheets in the printer Refer to Aligning checks in the printer on page 5 17 9 13 7 8 9 10 Processing Payroll In the Print window that appears click OK After the paychecks h
244. hrough the process of generating a 941 form Because your payroll program has the ability to separate your payroll data by quarter and year you can generate a 941 after a new quarter has started Instruction Set 6 7 Processing Form 941 Before processing Form 941 print out the Federal Tax Summary report for the same quarter you are process ing Form 941 Use the information from this report to assist in processing Form 941 1 In the Reports tab window select 941 Form from the Reports list If the 941 Form option does not appear in the Reports list be sure it is checked in the Edit Reports List window If necessary refer to Editing Reports List on page 6 7 2 From the Employee List pop up menu select an employee list that contains the names of all the em ployees who worked for you throughout the quarter 3 Inthe Report On options be sure the Employee List radio button is marked 4 In the Report on the period options select the appropriate quarter from the pop up menu and then enter the year for which you are generating the 941 report 5 Click the Preview Report button 941 Form Setup Please select the item which matches the listed item s Federal Withholding FE 2003 US Federal Social Security f Social Security Medicare Medicare Advance EIC Advanced EIC 7 a a f a Deposits written from the register _ Check Register Page lof 1 Cancel 6 12 Aatrix Payroll Series Version 12 6 Inthe 941
245. ick the Save button Open your payroll program Select QuickBooks gt Send Post Payroll In the window that appears use the disclosure triangle located on the lower left of the window to open the Designate Account Links portion of the window Disregard this step if it is already open Click the Import Chart of Accounts button In the window that appears click the Desktop button select the Chart of Accounts file you saved in step 4 then click Open Your Chart of Accounts should now be displayed in the Chart of Accounts scrolling list in the Designate Account Links portion of the Send Post Payroll window You can now establish the links between your payroll items and QuickBooks Chart of Accounts refer to the next section Posting Payroll Data Linking payroll items to accounts The options in the Designate Account Links portion of the Send Post Payroll window are used to link your payroll items to QuickBooks accounts If you want you can have your Gross Pay expensed by departments This allows you to post to multiple G L accounts in QuickBooks Refer to Gross pay expensing by department on page 2 9 Instruction Set 8 2 Linking payroll items to accounts The following instructions assume you ve already imported your Chart of Accounts If you have not refer to Importing a QuickBooks Chart of Accounts on page 8 5 1 Select QuickBooks gt Send Post Payroll 2 Open the Designate Account Links portion lower part o
246. icken category then Link 1 Payroll variables 2 Chart of Accounts Net Pay Ads Gross Pay Not assigned or all 0 Bad Debt 0 3 Entry type Gross Pay Accounting Bank Charges Gross Pay Advertising Benefits Gross Pay Development Car amp Truck ard Gross Pay Marketing Commissions Gross Pay Research Cost of Goods 7 I i Import Categories ty a Existing links swap cya Unlink f e Report i aaidhs The Send Post Payroll window has two distinct functions Send Post The top portion Send Post of the window is used to post paychecks and liability checks to Quicken Designate Account Links The bottom portion of the window is used to create view and edit the links between your payroll items and Quicken categories If you don t see this portion of the window click the arrow located on the lower left corner This chapter provides instructions for creating links in this window The required links are listed on page 24 You can also create links while setting up new payroll items Importing Quicken categories Before you can establish any links between your payroll items and Quicken you must create an export file that contains your Quicken accounts and categories Once it is created you ll import it into your payroll program You only need to import this information once unless you create a new account or category that is payroll related e g you ve
247. ies tab window of your payroll program Connection window Clicking the Connection tab allows you to transmit your EFTPS data Aatrix MacEFIPS Company setup EFTPS Values Connection Enter your EFTPS PIN Connect Now L Test transmission _ Message to Aatrix You are not ready to transmit ta EFTPS See below for the problem EFTPS Message You can t connect now because the Company Setup screen isn t filled in completely 14 5 History window Clicking the History tab allows you to view relevant information about each EFTPS transaction you have transmitted to the Aatrix EFTPS Service Bentz amp Co Company setup EFTPS Yalues EFTPS History Who Transmitted Effective Amount dministrator a 12 03 Cleared history Administrator B 12 03 8 12 03 230 00 720 send accepted Administrator Br26r03 s 2rfos 2232 00 945 send accepted ki clear History Print History Note We recommend you print your History after sending each transmission Setting up Aatrix EFTPS Before you can use Aatrix EFTPS to electronically transmit your EFTPS tax payments you need to complete a three step process Once all the relevant information is entered and saved in your EFTPS company setup file you can use Aatrix EFTPS to transmit your tax payments The three steps are Step 1 Creating an EFTPS company file Step 2 Setting the EFTPS Preferences Step 3 Optional Securing the program with password protection
248. ifferent payroll date click the Override date with check box and enter the date you wish the checks to appear within the accounting program 4 Click the Send button The payroll program will create a paycheck data file called Aatrix Export QIF and save it in your Aatrix Payroll f folder 5 If Quicken is not open select Quicken gt Open Quicken When you do so a Getfile dialog will appear allowing you to locate and open the Quicken application If the RAM memory on your computer is running low Quicken will be opened using the minimum memo ry requirements specified in the Get Info window If there is not enough RAM memory to open Quicken at the minimum memory setup the payroll program will quit and Quicken will open 6 In Quicken open the company you want If this a test import open the duplicate copy of your company file Aatrix Payroll Series Version 12 7 Open the appropriate checking account 8 Select File gt Import QIF 9 A Getfile dialog will appear allowing you to open the Aatrix Export QIF file that was saved in the Aatrix Payroll f folder After opening the data file the payroll information will be posted to the checking account and the employ er expenses employee deduction information will be transferred into the appropriate liability accounts 10 Verify that everything imported correctly e Ifthe import worked correctly start at step 6 and import your payroll data into the original Quicken company Quit Quick
249. ile menu a check mark will appear next to its name If you don t have any registers you will have to create one using the New Check Register command in the Check Registers sub menu and selecting it from the Check Registers sub menu in the File menu Error 48 This error means that the program could not install completely because of duplicated items found on the hard drive The duplicated items are the result of quitting in the middle of the installation and then trying to re install the program You will need to trash the Aatrix Top Pay folder from the hard drive before you install the program C 2 Bad F Line A Bad F Line generally results from a deduction being linked to the wrong table Check each of your deductions making sure the calculation method is set up correctly for each deduction Don t forget to Update your Master Employee List after correcting the deduction and correct your Default Information file by deleting the deduction from the assigned side and re assigning the deduction Can t find the default The message Can t find the default income sources deduction types or employer types file means that you have moved these files out of the Employee Files f folder of the company that is currently open Make sure these 3 files are in your Employee Files f folder of that company and that the Employee Files f folder is in the appropriate company folder in your Aatrix Top Pay folder Program incompatibilities The following p
250. iliarize yourself with the four main windows in the Aatrix EFTPS program Company Setup EFTPS Values Connection and History sotup VEE Company To access any of the four main windows click the tab associated with the window you want to open When you click a tab the window associated with the tab is displayed Company Setup window When you open the Aatrix EFTPS program the following Company Setup window displays It is in this window that you enter the company information required in an EFTPS transmission file ECS atri Mac ERPS EMM SSA voues EFTPS Geographical Location W North First National Bank of Chicago G South NationsBank Identification Information Enter the Site Identification you were given fram EFTPS O Enter your Taxpayer ID Number TIM O 14 4 Aatrix Payroll Series 12 EFTP Values window Click the EFTPS Values tab to indicate the type and amount of tax payment you are transmitting plus any additional information the program needs to complete the EFTPS transmission file such as the Effective Date Aatrix MacEFIPS Company Setup VAE Deposit Type 341 EFTPS Effective Date 11 5 oz Tax Period jist Quarter Y 2002 Tas Feason Federal Tax Deposit EFTPS Yalues Income Tax Social Security Medicare Totals Total EFTPS Payment The values for your EFTPS federal tax payments can be automatically filled in for when you use the payment feature in the Liabilit
251. in the currently open employee list based on the search criteria you specify Instruction Set 3 5 Finding an employee 1 On your keyboard press Command F Select Employee Select the employee whose iD Number HA E Matches kd iY l fo Cancel 4 2 From each pop up menu choose the search criteria you want to use to find the employee The Find feature will look for an employee whose ID Number SSN or Name contains or matches what you enter in the text box 3 Click Select If the program finds an employee meeting the search criteria that employee s name is highlighted in the employee list Renaming employees There will be times when you need to change the name of an employee e g a marriage or the name was not spelled correctly in the first place Instruction Set 3 6 Renaming an employee Renaming an employee by just typing a new name into the Employees tab window will not change the name in the system just in the screen We recommend the following instructions to rename an employee 1 Inthe Employees tab window select the name of the employee you want to rename from the Employee List on the left It does not matter which employee list is open if the employee is on more than one list Renaming an em ployee in one list changes the name in all lists 2 From the Employee List pop up menu select Rename Employee Rename Employee Enter the first and middle names Enter the last name ta Bartz
252. information for YOUR account Bank routing number 0 9 digits Account number 10441 27 C This is a savings account Your bank will give you this information It s the Processing window 3 day HA length of time between when you submit the Direct Deposit and the money gets transferred to your Supplemental data oot m This will appear on your employees bank statements Description DIRECT PAY so make it as descriptive as you can with the 10 characters you re allowed DirectPay is a good choice Discretionary data Your bank may request information in this field If not leave it blank ACH Routing Information Immediate destination This is the bank or Automated Clearing House that you re sending this file to Routing 091300159 Name Immediate origin This is you Your bank will provide this information Routing 091300159 Name Create Prenotification File f Cancel 2 Enter the bank account information for this company Bank routing number Enter the bank s routing number This number is sometimes referred to as the transit number Account number Enter the number of the bank account from which the payroll funds are to be withdrawn from Savings account Click this checkbox if the account is a savings account Processing window Your bank will provide you with this information 13 3 Direct Deposit Enter any Supplemental data Description The text you enter here will appear on y
253. ining FerHour Amount 10 00 marked with blue Bartz Theodore 5 a vacation FerHour Amount 0 00 f Blake Lillith L text Click the Carlson Carol M Deductions Carpenter Pat H FE 2003 US Fede BRA Fed Tax FE 2003 US Federal BLUE New button l Crosby Michael O CA 2002 California State Tax CA 2003 California Dahi Pe Health Insurance Misc y Gross z 00 to create a new Dahl Perter R Medicare FICA W Gross 1 45 i Dietz Raymond R Income item NO 2002 North Dakota State Tax ND 2003 North Dakota Eastman Bonnie D Social Security FICA w ross 6 2035 Ebert Louie N English Robert A Erikson Ronald T Evans Ruth K Fritz Jon J Grange Jerri J Howard Lindsey P Hudson Pamela Jo jensen Jay L johnson Howard M Kramer Joshua W Larson Larry A Lenz Gabriella W Martin Terrance J l Mertz Angella A ri To personalize an item click the name of the item When its highlighted click the Edit item button to Messinger Michael D 7 mndity the tem j i i f Employer Paid EEH FUTA FUTA fo Gross Medicare Match FCA ma Gross f Social Security Match FIA ma Gross 6 20 64 900 00 wag SUTA f af y i K v af af f SUTA w Gross Note Ifthe option called Menu link to in Accounting Preferences is set to anything other than None and you have not yet imported your chart of accounts into th
254. int your checkform For details refer to Test printing checkforms on page 9 26 Then you ve completed the checkform you want to use select it in the Defaults section of the Company tab win dow The program will default to the designated checkform when you print checks Defaults Checkform Use the Checkform pop up menu to select the checkform to use when printing checks Register Check Register Employee List Master List 9 18 Aatrix Payroll Series Version 12 Creating new checkforms The following instruction set is meant as a lesson to guide you through the process of designing a new checkform template The template will print one check per page in the center with some stub information at the top To create an entirely new check layout you need to determine which fields the check needs and where they will be placed on the template When you are ready to design your own customized checkform template simply use the information you learn from this lesson Instruction Set 9 10 Creating a new check design form This instruction set will produce a template for pre printed checkstock Because most pre printed checks come with certain text already printed on them e g Company information Check Pay to the order of as well as graphics like the signature line the template won t include those type of fields 1 Choose Utilities gt Check Designer 2 If an Untitled checkform window appears in the Ch
255. ion files Instruction Set 14 2 Creating an EFTPS company file 1 Open the Aatrix EFTPS program In the Company tab window enter all the required information for this company Company Name Enter the name of your company limited to 32 characters You can abbreviate the company name if it is more than 32 characters long EFTPS Geographical Location Select the Treasury Financial Agent that serves your geographical location e North First National Bank of Chicago Alaska California all other counties not listed under NationsBank Colorado Connecticut Hawaii Illinois Idaho Indiana Iowa Kansas Maine Massachusetts Michigan Minnesota Missouri Mon tana Nebraska New Hampshire New Jersey New York North Dakota Oregon Rhode Island South Dakota Utah Vermont Washington Wisconsin Wyoming Other International e South NationsBank Alabama Arizona Arkansas California Los Angeles Orange San Bernadino Riverside San Diego and Imperial Counties Delaware District of Columbia Florida Georgia Kentucky Louisiana Maryland Mississippi Nevada New Mexico North Carolina Ohio Oklahoma Pennsylvania Puerto Rico South Carolina Tennessee Texas Virginia West Virginia Other US Territories Identification Information If your geographical location is North First National Bank of Chicago enter the Site Identification they provided you Enter the number zero if you don t know what your Site Identification i
256. irming the information you selected to purge if you wish to delete the selected items Click Continue to delete the records you specified or Cancel to return to the Purge Data window Please confirm these settings before continuing will delete Records dated before 01 01 03 for the employee list Master List Terminated employees will be Ignored Cancel a I r Note Remember that unless you have recently backed up your files this information will be permanently re moved from the program 12 8 Aatrix Payroll Series 12 Moving files to a different computer A frequently asked question from users who have upgraded to a new computer is How do I copy my payroll data onto my new computer The following sets of instructions outline how to use large capacity disks networks or floppy diskettes to move payroll files from one computer to another Using large capacity disks to move files This option allows you to move your files from one computer to another using large disks such as Imation 120MB or Iomega 1OOMB 250MB These instructions can also be used if you have the capability to burn your data to a CD ROM Instruction Set 12 4 Using large capacity disks to move files 1 Copy the entire Aatrix Payroll f folder to the disk or burn it onto a CD ROM Copy the Aatrix Payroll f folder from the disk or CD ROM to the hard drive of your new com puter When you open your payro
257. is employees Indiana County Note The Indiana County withholding amount is included in the Indiana state withholding To set the Indiana County tax rate click the Payroll Items tab and select an Indiana employee from the Em ployee List Highlight the deduction and click Edit Item from the button bar In the Edit Deduction win dow edit the Indiana County tax rate percentage as a decimal equivalent e g 01 1 Click the Next button and enter the number of claims on Line 4 of the employee s WH 4 form Click the Next button and enter the number of dependents claimed on Line 5 of the WH 4 form Click the OK button Repeat this step for each Indiana County employee If the tax does not calculate correctly verify that the number of local exemptions and tax rate are entered correctly for each employee Iowa To set up the number of exemptions of your Iowa employees click the Payroll Items tab and select an Iowa employee from your Employee List Highlight the deduction and click Edit Item from the button bar In the Edit Deduction window select the number of exemptions zero one two three or more for the se lected employee Click the OK button Repeat this procedure until all of the Iowa employees have been set up Louisiana To set the number of personal exemptions of your Louisiana employees click the Payroll Items tab and select a Louisiana employee from your Employee List Highlight the deduction and click Edit Item from the bu
258. ist in the Reports tab window Note A Report Bundle can only be printed you cannot preview it or export the information as text Aatrix Payroll Series Version 12 Editing removing report bundles At some point you may want to change the reports that comprise a report bundle or completely remove a report bundle from your report list Instruction Set 6 4 Editing removing a report bundle 1 From the Reports tab window click the Edit List button 2 Inthe dialog that appears click the Report Bundles button 3 Inthe dialog that appears select the Report Bundle you wish to edit or remove 4 Click either the Edit or Remove button Edit When you click Edit a dialog will appear allowing you to make the changes you want When you are done editing click OK to save your changes Remove When you click Remove an alert dialog will appear asking you to confirm your choice Click Yes to remove the report bundle or Cancel to return to the Bundled Reports window 5 When finished close all open windows to return to the Reports tab window Reports The Report Queue The Report Queue pronounced cue is similar to a print spooler Use this feature to store a list of reports to print all at once at the time you choose Since the report queue file is saved to your hard disk the reports already in it will remain even if you exit the program Report Queue peen om f a ee il El 4 SCR te nana w x Print
259. it Be sure you really want to delete an entry before doing so Instruction Set 7 18 Deleting a liability register entry 1 Select File gt Liability Register From the Register pop up menu select the register you want Select the entry you want to delete Click the Delete Entry button Click Yes to delete the selected entry The program removes the entry from the register and recalculates the balance Click Done to close the Liability Registers window Liabilities Notes CHAPTER 8 Hl iiidid TTITIT LALL Pr ETE Posting Payroll Data C Chapter overview The following information is covered in this chapter Posting to Intuit QuickBooks Posting Aatrix MacP amp L Posting to Quicken Posting Payroll Data Posting overview You can use your payroll program to send post your payroll and liability check data to other programs To select the program you want to post your payroll data to select Edit gt Preferences then click Accounting Choose the program you use for your accounting from the Menu link to pop up menu and then click OK 4 8 0 Preferences Ra a le ua i Check printing accounting preferences Employees P g gP Printing Precede Net Pay as Text with Program Lee Security Follow Net Pay as Text with see Time Card Precede Net Pay with mE Follow Net Pay with
260. king the Revert to Original but ton Adding pay items to paychecks If necessary you can add payroll items to an existing paycheck record Be aware that when you enter an amount for the new item s the program does not recalculate deductions and contributions You must change the values yourself 3 16 Aatrix Payroll Series Version 12 Note Other than being in different windows the instructions for adding payroll items to a paysheet in the Process Payroll window are similar to adding pay items to a paycheck record Instruction Set 3 9 Adding pay items to a paycheck record 1 Inthe Employees window select an employee from the Employee List on the left then click the Pay His tory button 2 From the Select Check Date pop up menu select the paycheck you want to add a payroll item to 3 Click the Add Item button Add Pay Item Select a pay item to add Regular Pay Overtime Double Overtime Commission Bonus EIC Payment Training ee Reimbursement Vacation Adding a pay item will add the item to this pay period only Ifyou want the pay item permanently added to all future pay periods assign the item to the employee s file Greyed items are already on this check Add Done S The Add Pay Item window lists all payroll items not currently on the paycheck or paysheet This list is available to all employees and may include some items that are not assigned to the selected employee 4 Select the pa
261. l catch errors when you process payroll For example you can create a rule to warn you if the deduction called Social Security isn t being deducted from an employee paycheck or if the net pay of an employee paycheck is over 2500 00 Although not required using the Error Checking feature can help you avoid problems later on Instruction Set 2 10 Setting up rules for error checking 1 Inthe Company tab window click the Error Checking button Error Checking Rules Error Checking Rules for Payroll Items Fatal error w o Deduction Social Security New Fatal error w o Deduction FE 2003 US Federal iinet Fatal error w o Deduction Medicare Mt Fatal error w o Deduction ND 2002 North Dakota Error w o Deduction Health Insurance Remove Error Checking Rules for Gross Net Pay C Warn me if Gross Pay is OVER Warn me if Gross Pay is UNDER C Warn me if Net Pay is OVER C Warn me if Net Pay is UNDER l Cancel Company Setup 2 If you want create rules to warn you if the gross pay on your employee paychecks is over or under an amount you specify 3 If you want create rules to warn you if the net pay on your employee paychecks is over or under an amount you specify 4 Ifyou want to create an error checking rule that pertains to a specific payroll item click the New button New Error Checking Rule If the Deduction FE 2003 US Federal is no
262. l only be allowed to enter the program if you type in the correct password 2 19 When you open the program and enter in your password the letters of the password appear on the screen as bullets This prevents anyone looking over your shoulder at the monitor from learning the password while you are typing Following is a description for each option in the above preference window Password protect this program Select this option to set up passwords for accessing the program Textboxes will appear allowing you to en ter the Level Two Level One and Time Card passwords To turn off password protection deselect this op tion Level Two Entering the Level Two password at program startup allows the user to access and perform all the functions of the program Level One Entering the Level One password at program startup allows the user to access selected functions only such as editing checkforms and employee records Write miscellaneous checks is not an option in Aatrix Pay Check If Level One users attempt to access a function that is not selected they will be warned that they do not have security clearance for that function Time card entry only Entering the Time Card password at program startup takes the user directly to the Time Card application allowing the user to enter punch in out times Note The program requires you to set up all three passwords If you don t need a Level One password or you aren t using Time
263. l time employees is illustrated below Employee Marne Samuel J Adams John J Anderson Mary MH Andrews Theodore Bartz Lillith L Blake Carol M Carlson Fat H Carpenter Michael O Crosby Ferter FE Dahl Raymond Dietz Bonnie D Eastman Louie M Ebert Robert 4 English Ronald T Erikson Ruth KE Ewans Jon d Fritz Jerri J Grange Lindsey F Howard Pamela Jo Hudson Jay L Jensen Howard MH Johnson Joshua W Kramer Larry A Larson Gabriella W Lenz Terrance J Martin Angella 4 Mertz Michael D Messinger Tracy E Mott Sarah D Melson Jack 0 Preston Terry F Primrose SSM 343 24 2423 5301 93 9199 301 939 9299 201 9939 9399 201 993 9939 201 993 9699 2701 00 9299 5301 00 9999 3501 00 9099 3501 00 9931 201 939 0000 201 000 9909 201 993 0099 201 993 9900 201 993 000 201 00 0002 5301 00 0004 301 939 0005 201 993 9902 2701 00 0010 202 993 0010 201 99 8999 2027 00 9991 5301 93 9939 502 939 0012 2022 00 9909 202 939 9507 202 00 9927 202 993 9979 5022 00 9996 202 399 8699 Estimated Annual Wage Report Printed on 1071 7 03 Salary Hourly Hour ly Hour ly Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Salary Pay Period Semimonth ls Semimonth ls Semimonth Iy Semimonth Is Semimonthls Semimonthls Semimonthls Semimonth ls Semimonthlsy Semimont
264. lance 800 654 08 Uncleared balance 226 908 59 ESN Cleared transactions Amount Difference 800 654 08 O checks payments 0 00 Checks and Payments Amount 12 26 01 John J anderson Other Transactions Interest Earned Amount Date 11 25 05 12 26 01 Lillith L Blake 12 26 01 Carol M Carlson 12 26701 Pat H Carpenter 12 26 01 Michael D Crosby 12 26 01 Terry k Primrose Service Charge amou O Derion _ pate 11 25 03 0 00 isu Review your Bank Statement for any deposits withdrawals bank charges or interest that do not ap pear in your check register 1 17 From your Bank Statement enter the following information Statement Ending Balance This is the balance the bank had for your register on the day the statement was issued This balance does not include any transactions that have occurred since this date To balance the register the program will compare this amount with the cleared balance amount for this register Interest Earned If your Bank Statement lists any earned interest and you have not yet entered it into your check register enter the amount and the date in the Interest Earned fields When you click OK the program will enter a cleared transaction for the interest earned in the register Service Charge If your Bank Statement lists a service charge and you have not yet entered it into your check register enter the amount and the date in the Service Charge
265. ld now be displayed in the Chart of Accounts scrolling list in the Designate Account Links portion of the Send Post Payroll window You can now establish the links between your payroll variables and Aatrix MacP amp L Chart of Accounts refer to the next section Linking payroll items to accounts The options in the Designate Account Links portion of the Send Post Payroll window are used to link your payroll items to Aatrix MacP amp L accounts If you want you can have your Gross Pay expensed by departments This allows you to post to multiple G L accounts in Aatrix MacP amp L For details refer to Gross pay expensing by department on page 2 9 Instruction Set 8 6 Linking payroll items to accounts The following instructions assume you ve already imported your Chart of Accounts If you have not refer to Importing an Aatrix MacP amp L Chart of Accounts on page 8 13 1 Select MacP amp L gt Send Post Payroll Disregard this step it is already open 2 Open the Designate Account Links portion lower part of the window by clicking the arrow located on the left of the window Disregard this step if it is already open 3 Before linking your payroll items click the Report button This allows you to view on screen a report that lists any links and helpful linking hints If you want to print this report select Preview gt Print All Select Preview gt Exit Viewing to return to the Send Post window 4 Establish the links betw
266. le Benefits Social Security FICA 71 30 Medicare FICA 16 68 New Net Take home pay 1027 82 By participating in both premium conversion and Flexible Spending Accounts the employee s take home pay increased by 86 62 a month or 1039 44 a year Who can offer participate in a Cafeteria Plan Any sole proprietorship partnership corporation or S Corporation can offer a cafeteria plan to its employees Employees choose whether or not they want to participate in all or part of the plan Prior to the effective date of each Plan Year an enrollment form must be filled out by each employee including those who do not wish to participate Those not eligible to participate in such a plan include a sole proprietor a partner or owner of an S Corporation who owns 2 or more and an employed spouse of a Sub S Corporation Owners however benefit from tax savings from those employees who do participate What benefits are allowed There are two basic options in a Section 125 benefits plan flexible spending accounts medical and dependent care and premium conversion e Flexible spending accounts Medical A Medical Spending Account allows an employee to set aside before tax dollars to pay for medical expenses which are not paid for through insurance or the employer Expenses include dental medical and vision expenses normally allowed by the IRS as deductions on a tax return Insurance premiums cannot be included in a medical spending acco
267. lect Aatrix Payroll gt Quit Payroll A window sim ilar to the following will display Print Liability Checks Select 45 the liabilities you want to pay then click Print Fayment Name Amount Due YTO Amount to Pay a41 Liability FUTA Liability SUTA Liability Health Insurance 1 552 54 l Cancel Net kr Checkform f Aatrix AML Laser Account f Check Register Starting check Record checks without printing Date on checks 11 24 03 The Print Liability Checks window displays the names of your liability payments the amount due for each payment a field to enter the amount you want to pay towards the liability amount and a Pay column where you select which liabilities you want to pay If you don t want to print your liability checks now click Cancel You can pay them later using the options in the Liabilities tab window 5 Liabilities In the Pay column select V the liabilities you want to pay If you don t want to pay the entire amount of a liability at this time click on the amount you want to change in the Amount to pay column enter the amount you want to pay then press tab The fol lowing window may appear in which you need to allocate an amount to each item Split Liability _ You have changed a payment amount for a liability that is made up of more than one item You need to change the line BSS Got Hho eae goa rethe fe Eb Uo bee eet Sta BE be Se
268. leting payroll items You can delete a payroll item from the Payroll Items tab window if it is not currently assigned to any employees and it is not part of a paycheck in Pay History Instruction Set 4 9 Deleting a payroll item 1 Inthe Payroll Items tab window select the payroll item you want to delete 2 Click the Delete Item button 3 In the confirmation window choose Yes to delete the item No to return to the Payroll Items tab win dow Note If the selected payroll item is currently assigned to an employee you will be warned that you need to delete the payroll item from the employee file Additionally if the item is part of the pay history records you will receive a warning message that the payroll item must be removed from the pay history records before it can be deleted from the Payroll Items tab window Printing payroll items reports Clicking the Print Report button allows you to view print a report that lists the payroll items that are assigned your selection in the Employee List 1 e Employee List Settings New Employee Settings or an individual employee For example if you select an employee in the Employee List then click the Print Report button the program will open the report in Preview mode The report will display all the items that are assigned to this employee along with their settings To print the report select Preview gt Print All Aatrix Payroll Series Version 12 Job costing overview The job costin
269. licable employees you can personalize it for indi vidual employees if needed Refer to Editing payroll items on page 4 19 4 12 Aatrix Payroll Series Version 12 Employer paid Employer paid items are contributions to the employee s compensation and do not affect employee paychecks The most important ones are Social Security and Medicare Match and Federal and State Unemployment that must be tracked and reported Examples of other employer paids are retirement and health insurance contributions The following instruction set will guide you through the process of creating a new employer paid item Instruction Set 4 4 Creating a new employer paid item 1 Inthe Payroll Items tab window click the green New button Eil Payroll Items Calc Method Income Reimbursement Amount Training PerHour Amount Wacation PerHour Amount Deductions een FE 20035 US Federa Fed Tax FE 20035 U Federal CA 2002 California Health Insurance z 00 Medicare oa NO 2002 Morh Dakota Social Security Employer Paid CE Employer Paid items are marked by green FUTA FUTA w Gross 0 80 i Medicare Match FICA ma Gross 1 45 text Click the GREEN New button to create af Social Security Match FITA ma Gross 6 20 re SUTA SUTA Gross 0 30 a new employer paid item Note Ifthe option called Menu link to in Accounting Preferences is set to anything other than None and you have not yet imported your chart of accounts into the
270. licking Yes deletes the re minder from every day it is set up for Click Done to return to the Reminders Calendar 11 5 Setting Up Reminders Disabling reminders Disabling a reminder will make a reminder inactive without deleting it Instruction Set 11 4 Disabling a reminder 1 Open the Reminders Calendar Click the buttons e g month and day for the desired reminder From the Reminder List on the right select the title of the reminder you want to disable Click Disable Click Done to return to the Reminders Calendar Enabling reminders Enabling a reminder allows you to select a reminder that you have previously disabled and make it active again Instruction Set 11 5 Enabling a reminder 1 Open the Reminders Calendar Click the buttons e g month and day for the desired reminder From the Reminder List on the right select the title of the disabled reminder Click Enable Click Done to return to the Reminders Calendar 11 6 Aatrix Payroll Series 12 The Reminders Due window If you have any reminders that have come due the following Reminders Due window will appear when you start up the program The following reminders have come due Once the program is open you can access this window by opening the Employees tab window then choosing Activities gt Show Reminders Due Removing reminders Once you have been reminded of an event and no longer need the reminder until the next time
271. line totals for the variables you added to the report Do both of the above options This feature prints a list of each employee and their individual totals as well as giving you the bottom line total for the entire Employee List Total after every This feature prints a sub total after the specified number of employees you enter in the Total after every box Understanding Fields This section provides instructions for the three different types of fields you can add to your Freeform report templates The term fields describes any item that appears on your report such as employee names paycheck information or anything that you created for your payroll such as Federal taxes State taxes Social Security Health Insurance deductions Retirement Plan contributions etc There are three different types of fields that you can place on a custom report Text These fields are simply text They are used primarily for headers or identifying other types of fields Text fields are commonly located above or next to each data field so that it can be identified by you or your em ployees For details refer to Text fields on page 6 24 Picture These are fields that contain graphics such as your company logo or your signature For details refer to Picture fields on page 6 25 New These are fields that represent your payroll calculations and data For details refer to New data fields on page 6 25 Reports To become familiar with the features
272. line up with the column titles then click the close button box 11 Select File gt Save to save your report Refer to Headers and footers on page 6 36 for information on saving reports 12 Select File gt Quit to Payroll to return to the Reports tab window 13 Select File gt Page Setup For this particular report set the page orientation to Landscape then click OK Landscape Modes Note The landscape page orientation allows you to have more report items across your report because the re port is printed out horizontally 14 In the Reports tab window select your new report from the Reports scrolling list 15 Click the Print Report button 16 If needed go ahead and modify the report For details refer to Editing Freeform reports on page 6 37 Reports Headers and footers You can set up your Header and or Footer lines to print out most any descriptive information you may want Adding headers to reports By using headers you can add items such as the date company information column headings and page numbers to the top of each page of the report Instruction Set 6 19 Adding a header to a report 1 Open the Freeform report you want to add a header toby selecting the report from the Report List and click the Edit Report button Select File gt Form Setup Select the Fit as many as possible on a sheet of paper option Click OK Select Fields gt Header gt Open Header The Header dialog will appea
273. list 3 23 Delete list 3 24 Edit payroll items 4 19 Lost file 3 22 Open list 3 24 Pop up menu 3 23 Remove names from list 3 26 Rename employee 3 9 Restore 12 4 Terminated employee 3 22 Using 3 22 Employee List Settings Assign item to 4 18 Edit assigned item 4 19 Employee Paysheet Calculate 5 6 Edit 5 5 Hourly Salary employees 5 4 Overview 5 2 Revert to Original 5 6 Employee Personal Data Summary Report B 6 Employee preferences 2 15 Employees 3 2 Add notes to file 3 13 Delete 3 8 Edit 3 8 Enter pay history 3 15 Find 3 9 Import 3 10 New employee defaults 3 3 New employee setup 3 4 Personal Information 3 11 Rename 3 9 Save 3 7 Setting up 3 3 Employees tab window 1 7 Employer Paid item Assign to employees 4 18 Calculation Method 4 14 Create 4 13 Delete 4 20 Edit 4 19 Limits 4 16 Personalize 4 19 Tax Exempt options 4 15 Types 4 14 Unassign 4 19 Error checking 2 23 Exempt 3 6 Export Check register 7 17 EZ report 6 19 Extra Income Per item option 2 15 INDEX Extra Withholding 3 6 EZ Report Builder Column widths 6 17 Create new report 6 17 Edit EZ report 6 19 Export EZ report 6 19 Period reports 6 19 F Federal Tax Summary Report B 13 Find Check register entry 7 14 Employee 3 9 Find and replace 2 24 Finding specific topics 1 3 Fiscal year 2 19 Form 941 Auto Calculation 6 15 Get Value 6 15 Print 6 13 Process 6 12 Troubleshoot 6 14 Free fo
274. ll program on the new computer you will be prompted for a password Enter the default password which is password one word all lower case letters Reset your password protection by selecting Edit gt Preferences gt Security Options Using a network to move files This option allows you to move your files from one computer to another using your network Instruction Set 12 5 Using a network to move files 1 Copy the entire Aatrix Payroll f folder from the old computer to the new computer over the network If necessary refer to your computer s network manual On the new computer open your payroll program When you open your payroll program on the new computer you will be prompted for a password Enter the default password which is password one word all lower case letters Reset your password protection by selecting Edit gt Preferences gt Security Options 12 9 Maintenance Using floppy disks to move files This feature allows you to move your files from one computer to another using 3 5 inch diskettes Instruction Set 12 6 Using floppy disks to move files 1 Copy each folder in your Aatrix Payroll f folder to the diskette s On the hard drive of your new computer create a folder called Aatrix Payroll Copy the folders on each diskette into the newly created Aatrix Payroll folder Install your latest payroll program update To do so a Insert the CD ROM disc that contains your latest payroll program
275. llustrated in Appendix B Entering reimbursement claims Whenever an employee submits a claim for reimbursement of an eligible medical or dependent care expense e g child care dental fees eyeglasses x rays you must enter that claim into the employee s file If you have questions concerning eligible expenses consult IRS Publications 502 Medical and 503 Dependent Care or your tax advisor Note Insurance premiums are not eligible for reimbursement from Flexible Spending Accounts Instruction Set 15 3 Entering a reimbursement claim 1 Select Utilities gt Cafeteria Plan Administrator 2 Select the employee s name in the Employees List 15 7 Administrators 3 Click the Enter a Claim button et HEE TS e e e a e a e e a e megero enap o S e meee a ee E e e I a ee im Ear Claim rape AS Medical Lf Capa ndanl Lure ee F Daporipien Durem pire 122 02 65 00 Medical expenses Lithod 45 S00 preieripian d Reimburse a Claim y d Done 5 4 Select whether the claim type is a Medical or Dependent Care expense 5 Enter the relevant information date amount and description in the text boxes 6 Click the Pend button to add the claim to the employee s file When you click Pend the claim is placed in the Currently pending list Pending claims are removed from the list when employee are reimbursed 7 What next e If you don t want to reimburse the e
276. log will not appear again You can add additional reminders to the Calendar at any time by clicking the Calendar button f Cancel 1 To create the calendar select the option s you want then click Create it 2 Aatrix Payroll Series 12 The Reminders Calendar displays Click the arrow buttons to select the appropriate year Back Forward November 2003 Click a date button for the date you want to set the reminder for To display a different month click on the appropriate month to the left or right of the displayed calendar The Reminders Calendar buttons Year Clicking the arrow buttons next to the year allows you to change calendar years The program limits the range of years from 1980 to 2050 Month Clicking the month buttons bordering the window brings up the calendar for that particular month Day Clicking the day button causes the Reminder Setup dialog for that day to appear Days displayed in bold indicate that reminders have been set up for those specific dates For instructions on setting up reminders refer to Setting up reminders on page 11 4 11 3 Setting Up Reminders Setting up reminders Creating reminders is fast and easy And once they are set up you never have to worry about remembering an important event ever again Instruction Set 11 1 Setting up a reminder 1 Open the Reminders Calendar 2 Click a month button for example April 3 Click a day button for example
277. lowing illustration eos My Test Checkform Name Social Sec Number Payroll Date Check Chk 4 Description Hours Current Year to date Description Current T D Regular Pay aHours C Hours YTO Hours Federal Tax Federal eFederal YTD Overtime State Tax D Overtime FICA Tax i Commission Local Tax Bonus Miscellaneous TOTALS TOTALS r q i jale 4 Now you are ready to create a field that will total the fields in the deduction column To create this field select Fields gt New Field In the dialog that appears select the Accumulated option in the top pop up menu The following dialog will appear Select the Federal item from the left list then click the Assign button The Federal item will be added to the Accumulating list on the right eoi Accumulator field Numeric fields on form Accumulating Max 50 Eo aa Federal gt gt Assign gt crate lt gt FCA R 1 4 emove gt gt Local Misc Continue assigning the deduction items to the Accumulating list until your dialog looks like the above il lustration After assigning the appropriate items click the close button the red button in OSX or the close button box in OS 9 In the Text during layout textbox enter a brief title for the field such as TTL DED for Total Deduc tions then click OK Field Is Accumulated Text during layout When you click OK the field will appear in the upper lef
278. loyees who want direct deposit A convenient way to get this information is to have your employees provide you with a voided check or deposit slip from their bank Instruction Set 13 2 Setting up an employee for direct deposit 1 Open the Employees tab window In the Employee List select an employee who wants to be paid via direct deposit Select the Direct Deposit checkbox 38 Bentz amp Co Employee List Master List Peg Employee Info New Employee Settings Adams Samuel J 1 Name samuel Adan ssn 43 34 2423 enn OCU Pena Andrews Mary M i Address Box 15 Bartz Theodore Hh City Grand Forks State ND zip 5 8203 PA direct erating A Blake Lillith L Deposit 4 13 4 Aatrix Payroll Series 12 4 Click the Settings button Employee Direct Deposit Setup This information is required to allow the employee to use Direct Deposit This information is about the EMPLOYEE S bank not yours Bank routing number B 9 digits Account number This is a savings account Mi This employee has been pre noted Banks require that you pre notify them before sending live transactions through the system This protects you the employee and the bank from errors If this box is NOT checked the first time you do Direct Deposit for this employee a zero Value transaction will be sent a normal paycheck will be printed and this box will be checked DO NOT chan
279. me Deductions Employer Paid but not the section totals Processing Payroll Be careful to change all fields as necessary because changing one field does NOT automatically affect the other fields For example changing Federal wages does not change the Federal Tax amount You MUST hit the tab or return key to enter a change however you do not have to wait for a change to calcu late before entering the next value QuickCalc If QuickCalc is on the word QuickCalc is displayed at the top of the paysheet The program automat ically calculates the employee s deductions and contributions if you change an Income value Quick Calc is a real time check calculating process used by the program and can be turned on or off in the Program Preferences window Calculate If QuickCalc is not selected in Program Preferences a Calculate button is displayed at the top of the paysheet When you are in Calculate mode and change an Income value the program does not update the deductions or contributions until you click the Calculate button or print the paycheck If you change the value of a deduction or employer paid without clicking the Calculate button a window will appear asking whether you want to calculate or use the changed amounts Revert to Original After making changes to the hours or amounts in the paysheet you can always reset the paysheet back to its original amounts by clicking Revert to Original Add or Remove Pay Item
280. men mn mee g e J Employee Theodore Bartz Phone Number Personal Contact Contact Phone ID Number Birthday Department f Not Assigned Group Not Assigned Gender Male C Female f Notes Cancel k 3 Click the Standard Fields tab and enter the personal information of the selected employee Phone Number The phone number of the employee can be useful when questions appear concerning the employee s pay check Personal Contact This field can be used to enter the name of the person to call in case of an emergency Contact Phone Use this field to enter the phone number of the personal contact in case it is not the same as the employee s ID Number Many companies use an ID number in addition to the Social Security number This number can be entered in this field and used on any report or paycheck layout Birthday Use this field to keep track of your employees birthdays Department Group You can designate a department and or a group that applies to this employee by choosing the appropriate selections from the pop up menus If you did not set up any departments and or groups during the Payroll Installer routine refer to Departments and Groups overview on page 2 7 3 11 Employees Note You can have your Gross Pay expensed by departments This allows you to post to multiple G L ac counts in your accounting software For details refer to Gross pay expensing by depa
281. mium Conversion Monthly Salary 1500 00 Minus Federal Withholding 82 50 ND Withholding 11 55 Social Security FICA 93 00 Medicare FICA 21 5 Take home pay 1291 20 Minus Employee s Insurance Premium 100 00 Net Take home pay 1191 20 15 2 With Premium Conversion Monthly Salary 1500 00 Minus Employee s Insurance Premium 100 00 New Salary for Withholding Taxes 1400 00 Minus Federal Withholding 67 50 ND Withholding 9 45 Social Security FICA 86 80 Medicare FICA 20 30 New Net Take home pay 1215 95 By participating in a premium conversion plan the employee s take home pay is increased by 24 75 a month or 297 00 a year The same employee now wants to set aside before tax dollars in Flexible Spending Accounts FSAs 200 00 month for child care in a Dependent Care Spending Account and 50 00 month for medical expenses to a Medical Spending Account Without Flexible Benefits Monthly Salary 1500 00 Minus Federal Withholding 82 50 ND Withholding 11 55 Social Security FICA 93 00 Medicare FICA 21 5 Take home pay 1291 20 Minus Employee s Insurance Premium 100 00 Medical Expenses 50 00 Dependent Care 200 00 Net Take home pay 941 20 With Flexible Benefits Monthly Salary 1500 00 Minus Employee s Insurance Premium 100 00 Medical Expenses 50 00 Dependent Care Expenses 200 00 New Salary for Withholding Taxes 1150 00 Minus Federal Withholding 30 00 ND Withholding 4 20 15 3 With Flexib
282. modify a question on an existing evaluation form Use the following instructions to do so Instruction Set 3 24 Editing an evaluation question If you change the responses of a question that has been used in previous evaluations the employee s response and score on that evaluation may no longer be valid If you feel that your changes may invalidate previous evaluations set it up as an entirely new question 1 Inthe Employees tab window click the Evaluate button 2 In the Employee Evaluator window click the Form Setup button 3 From the Evaluation Form pop up menu select the form which contains the question you want to edit Employees 4 From the Existing evaluation questions scrolling list select the question you wish to edit _Evaluation Form Setup s smua oe oe Se ee z Existing evaluation questions What changes would you like to improve your duit Does the employee know the duties within the jol Move Up Employee communicates ideas clearly Employee maintains an organized workspace C Move Dowr Employee is a self starter Which adjectives describe this employee s work h Po Se ee Describe this employee s character in a few word i Print J 5 Click the Edit button 6 Make the changes you want 7 Click OK 8 Click Done to return to the Employees tab window Deleting evaluation questions Because an evaluation question may be part of a p
283. moving paychecks from the Check Queue 0 0 0 0 cee eee 5 17 Aligning checks in the printer 0 0 0c eee e eens 5 17 CHAPTER 6 REPORTS ISCDONUS OVETVICW 2 45 40 4440 45 0 ve oe oo A GS Oe Oe Oe oe Oe He OE ee OE Oe ee re ee ees 6 2 CHO FAG TEDO 5562405053 1655 EG aS STRANGE EEE NSAN 6 3 Preview VS rit RCDO 24 4 6444058 06 hoon E o2 ne nese ee ORGS es ee Oe tare ome 6 5 Te PICViCW MCN su iecctoedbeedeoaec seed baebeubsoecagedieeebacenoed as ee 6 6 The Reports List OVeErvVieW 44 6i06456465464800696048 4606346645000 000685 00006080084 6 7 On Ropon LIS sere e oy oe E Ph an oe lo oy E ae 6 7 Report Bundles 24 452 cccre5dtoeertcedsesereed heeehevdseceawed buses eedaedeseet 6 7 Creating report DUNGICS o0 2 652600 56004 od G54 s eae SE OE EEE Eee ebe area 6 7 Editing removing report bundles 20 0 ccc eee ene ees 6 9 The Report QUE 56 46 coos 04 de casas de cp Gas de esses ce bor Gas de eee sas ee ears 6 10 Adding reports to the Report Queue 0 0 cen eee eens 6 10 Printing viewing the Report Queue sa ssi ionian ee nee a ES 6 11 Form 4 OVVIO W eese E cease nim ede edi cura anin eae e 6 12 Processing Form 94l oc acncdivisrncdiceaseedivhisucdeneasnedhehisacdaaeanens 6 12 Dem SOR A eener e EE S EEEE Obes ee we ere em 6 13 CONTENTS Troubleshooting Form 941 2 0 neern aaan 6 14 Pie Meni comnie eesse deo oee eee SE hee eee Ree ee eee bade aoe e 6 15 EZ Report Builder OVErvViCW 6 54 644 46605 0444 500 nt hee Cine
284. mpany you will want to assign a user name and password to each person who will be using the Aatrix EFTPS program You have the options adding editing and deleting users from the list Instruction Set 14 3 Setting up security 1 From within Aatrix EFTPS select Edit gt User List The EFTPS User List window appears displaying all users who currently have access to the EFTPS Pro gram EFTPS User List Current EFTPS Users Administrator User OE LL Password Note The User List command is available in the Edit menu only when the default user name and password admin and eftps respectively is entered in the log in window at start up 2 Click the New button 3 Enter the new User s name and Password in the text boxes Must use at least 5 characters for both User Name and Password 14 9 Aatrix EFTPS 4 Click the Add button The new user is added to the user list 5 Click Done when you are finished adding all your users Note Use the Edit and Delete buttons to modify or remove users from the list Opening EFTPS company files Company files can be opened by using the following instructions Instruction Set 14 4 Opening an EFTPS company file 1 Open the Aatrix EFTPS program N Select File gt Open 3 A Getfile dialog will appear displaying the names of your companies 4 Select the company you want 5 Click Open Note Select File gt Close to close the currently open company Quittin
285. mployee s claim now click Done to return to the Cafeteria Plan Administrator window e If you want to reimburse the employee now refer to the next section It provides instructions for reim bursing claims Reimbursing claims There are two ways in which you can reimburse an employee for an eligible medical or dependent care expense e Add the amount of the reimbursement to the employee s paycheck e Print a separate reimbursement check No matter which method you use the outcome is the same the employee is reimbursed for an eligible expense using money that has been set aside in his her Medical or Dependent Care Flexible Spending Ac count Adding reimbursements to paychecks If you want to include Medial and Dependent Care reimbursement payments on your employee s paychecks you must first set them up as extra income payroll items reimbursement type exempt from all deductions and then assign them to all applicable employees 15 8 Aatrix Top Pay Version 12 Also these reimbursement items must be selected from the Reimbursement pop up menus in the main window of the Cafeteria Plan Administrator The program will correctly maintain your employee s Flexible Spending Account registers ONLY if the reim bursement payroll items are linked appropriately in the Cafeteria Plan Administrator Instruction Set 15 4 Adding a reimbursement to a paycheck This method includes the reimbursement amount in the paycheck s Net pay
286. mployee name to list The employee s name will be added to Employee List you selected in Step 2 and will be displayed in this list whenever it is open If an employee is selected and you open a list that the selected employee is not on the command is active and will execute when selected That is the employee s name is added to the currently open Employee List Add Fritz Jon J to List Note If the Add employee name to List selection is greyed out the employee has already been added to the list Removing names from employee lists There may be times when you want to remove an employee from an Employee List For example you may have an employee on your Full Time Employee List that is now working part time or you may have an employee who is no longer on your Union Employee List Instruction Set 3 21 Removing a name from an employee list 1 Open the Employee List that contains the name of the employee you wish to remove Select the name of the employee you wish to remove From the Employee List pop up menu select Remove Employee A window will appear asking if you are sure you want to remove the employee from this Employee List The name will be removed from this Employee List only You can add the employee back to the list at any time It will not affect the employee s status on any other list and you will still be able to process payroll for this person Aatrix Payroll Series Version 12 Evaluating
287. mployment Check Check Date Paid To Amount Deposit For 4559 1 15 02 Internal Revenue 283 73 First quarter 2002 6468 2 26 02 Internal Revenue 842 76 Whole year 2002 TOTALS 1 131 49 State Unemployment Check Check Date Paid To Amount Deposit For 4560 1 15 02 State Unemployment Agency 18 05 First quarter 2002 5191 2 18 02 State Unemployment Agency 85 13 Whole year 2002 6469 2 26 02 State Unemployment Agency 321 12 Whole year 2002 TOTALS 424 30 State Income Tax Check Check Date Paid To Amount Deposit For TOTALS 0 00 State Disability Insurance Check Check Date Paid To Amount Deposit For TOTALS 0 00 Employment Training Tax Check Check Date Paid To Amount Deposit For TOTALS 0 00 Local Income Tax Check Check Date Paid To Amount Deposit For TOTALS 0 00 GRAND TOTAL OF ALL DEPOSITS 12 039 90 Appendix C a a anaa Wiii amp TTTTTALLLLL Hil EET Troubleshooting ae P Appendix overview This appendix describes and provides solutions for some of the most common problems The Q and As are organized by the following topics Error messages Program incompatibilities Printing General Troubleshooting overview This appendix provides answers to some common questions we receive from our payroll users If you do not find an answer to your problem in this section or in the related section of the user guide please contact Technical Support Error Messages Error Type
288. ms Payroll Items Payroll Items overview Clicking the Payroll Items tab opens the following window The Payroll Items list displays the names of the payroll items you created during the installation process To create additional payroll items or modify existing ones click the New button associated with the type of payroll item you want to create m Process Payroll Reports f Liabilities QuickBooks qa MLM Ko Show Hide Edit Item Delete Item Print Report gt OE Bentz amp Co Employee List Master List 3 Employee List Settings New Employee au Adams Samuel J HK l Anderson John J Andrews Mary M Bartz Theodore S Blake Lillith L arlson Carol M Display All ERORO want assigned to Adams Samuel J USELESS pt pela bursenert i Amount Training Amount Vacation Amount Deductions New FE 2003 US Federa FE 2003 US Federal CA 2002 California CA 2003 California Health Insurance i Gross 2 00 Medicare Gross 1 45 ND 2002 North Dakota ND 2003 North Dakota Social Security Gross 6 20 Employer Paid New puppi EED l Dahl Perter R Dietz Raymond R l Eastman Bonnie D Ebert Louie N l English Robert A Gross t Dane as as as ani Erikson Ronald T Medicare Match Gross Social Security Match Gross 6 20 84 900 00 wag f Gross Kramer Joshua W l Larson Larry A Lenz Gabriella w Martin Terrance J Mertz Angella A 2 To personalize an it
289. n Employee Preferences you can name the third per item extra income to fit your needs Vacation Holiday or Personal Pay Select the appropriate type for the income item you are creating For detailed information refer to Set ting up vacation holiday and personal pay on page 4 7 4 From the Calculation Method pop up menu select the appropriate option Calculation Method Normal Calculation method pop up options OT None Y Normal Look up table Plug in Deduct after Normal Select this option 1f the income item is an hourly or salary rate and then enter the appropriate amount Tips Select this option if you need to enter a straight dollar tip amount Look Up Table Select this option if you want to link this extra income item to a table When selected another pop up menu appears allowing you to select the appropriate table for this income item Deduct after This method can be used for an income item that is added into the gross pay for tax purposes then taken out after the deductions have been figured The most common use for this method is tips which are added to the gross for taxes but not added to the net pay because the employee has already received their tip in come 5 If applicable from the Default Job pop up menu select the job you want assigned to this income item For details refer to Job costing overview on page 4 21 W You can create jobs on the fly by selecting the Edit Job
290. n this folder To solve this problem locate the Defaults f folder and the program application and move them back into the Aatrix Top Pay folder How come I get zeroes in my 941 report s line 14 deposits made when I have checks in the program for that payment This can be fixed by going to the Liabilities tab window selecting Federal 941 and clicking the Edit button Make sure the Report Type is selected as Federal 941 If needed refer to Chapter 7 Liabilities for more information Or you can edit the payment in the Check Register In the Edit Entry window make sure to mark the check box next to the pop up menu stating that it is a 941 payment When I view my check register there is nothing in there It was fine last time viewed it Check your Display and Limit by options at the top of the window You may have a box that is incorrectly checked unchecked When installed Aatrix Top Pay it did not contain Disability Insurance and need to have it Aatrix Top Pay automatically contains the basic deductions for any state If your state requires disability insurance you will need to create a new payroll item s in the Payroll Items window For more information please see Chapter 5 Payroll Items I do not have a separate cash account for payroll Do need to reconcile my Payroll Check register If you do not have a separate payroll register you don t need to reconcile the check register in payroll The Aatrix Top Pay program h
291. name Employee 55M Employee ID Gross Pay Adjusted Gross Total Deductions Total Contributions Met Fay Check Number Email address F Cancel Note When you select Extra Income all income variables including Regular Pay and any additional extra in come you have created appear in the list Remember that Regular Pay refers to hourly rates and or salary that you designated in the Employees tab window When Employee Data is selected the Total deductions Total Contributions and Gross Pay variables allow you to combine all applicable variables into one item on the re port 6 16 Aatrix Payroll Series Version 12 Creating EZ reports The following instruction set guides you through the process of creating your own EZ report Instruction Set 6 9 Creating a EZ report 1 Inthe Reports tab window click the EZ Report button New EZ Report Report Heading Column width 9 Automatic Manual 1 0 inches Departmental Report Available Report Items Assigned Report Items C Deduction Employer Employee Extra Employee 55N Employee name Empl Various types of items become available depending on the report item selected Move Move Move lt Use the Move buttons to ee change the order of report items once they have been selected j f l j f 2 Inthe Report Heading field enter a title for your report The
292. ncome Deductions YTD Replace with Extra Income YTD E Employer Paid rs Employer Paid YTD Employee list to search _ Master List E lt lt Message gt gt C mie Y Replace HR Items such as state name area code on employee telephone numbers zip code salary pay rate and hourly pay rate are found using the Employee files option Printing mailing labels The Print Mailing Labels feature allows you to print one label or multiple labels for both your employees and your company Labels can be printed for direct employee mailings notices return addresses and many other uses as well Instruction Set 2 11 Printing mailing labels 1 Select File gt Print Mailing Labels Print labels for Current company information Selected employees Anderson John J Andrews Mary M Bartz Theodore 5 Blake Lilith L Carlson Carol M Carpenter Pat H Crosby Michael 0 Mahi Boartar F Copies of each label Label Setup Company Setup The Print button will not be active until you click the Label Setup button and set up your label printing specifi A cations Choose the company for which you need to print labels Current company information Select the Current company information radio button to print labels that contain your company name and address Selected employees To print labels that contain your employee s name and address select the Selected employees radio button then select the employee s
293. ng Enabling jobs To disable a job select the job in the Available Jobs list then click the Disable button The job will remain in the Available Jobs list Jobs Available Jobs Cedar Rapids Complex gaga LE a ath HE Sn The selected job remains in the Available Jobs list f Enable __Enable p The Disable button changes to an Enable button when a Disabled job is selected Disabling a job grays out the name of the job in the Default Job pop up menu in the New and Edit Income Item windows To enable a job that has been disabled select the disabled job in the Available Jobs list then click the Enable button The Enable button becomes active only if a Disable job is selected Refer to illustration above Payroll Items Notes CHAPTER 9 h E m aa Wiii d 4 Processing Payroll 1 mi at J p TAr Chapter overview The following information is covered in this chapter Processing employee paychecks Using the Check Queue to View paychecks Print paychecks Record paychecks Processing Payroll Processing payroll overview After your employees are set up you are ready to process an actual payroll To do so open the Process Payroll tab window f Company Employees Payroll Items Reports Liabilities QuickBooks ram E 4 if x a s amp wt O Add Item Remo
294. ng list 5 Follow steps 2 to 4 until all your groups are created You are now ready to assign your employees to groups Assigning employees to groups After you have created all the group names assign specific employees to their specific group This is a nice feature if you want to generate payroll reports by groups Instruction Set 2 7 Assigning an employee to a group 1 Inthe Employees tab window select an employee name from the Employee List 2 Click the Personal Info button A Personal Information Employee Samuel Adams Phone Number E Personal Contact John Q Adams Contact Phone African American ID Number Asian Latin American Birthday Native American Department Other 3 From the Group pop up menu choose the appropriate group for the selected employee If an em ployee does not belong to any of your groups select the Not Assigned option Note An employee cannot be assigned to more than one group at a time 4 Click OK 5 Follow steps 1 to 4 until all employees are assigned to a group 2i Company Setup Editing group names There may be times due to changes in government reporting requirements that you may need to edit the name of an existing group Instruction Set 2 8 Editing a group name 1 Inthe Company tab window click the Groups radio button 2 Select the name of the group you want to edit 3 Click the Edit button 4 In the dialog that appears edit th
295. ng your liability registers Creating liability registers Whenever you incur a new liability either payroll related or for general business purposes you may want to set up a new liability register to track the amount of that liability Instruction Set 7 15 Creating a liability register 1 Select File gt Liability Register Aatrix Payroll Series Version 12 2 Click the New Register button to display the following window Create a register for Withholdings include YTD records sirane This will greatly slow l things down CA 2002 California 3 From the pop up menu select either Withholdings or Employer Paids depending on the type of lia bility register you are creating 4 From the scrolling list select the payroll item you are creating the register for 5 Optional Select the Include YTD records checkbox if you want the register created with data al ready recorded in Pay History Note This does not include any liability payments 6 Click the Create button The program adds the name of the new liability register to the Register pop up menu in the Liability Reg isters window 7 Click Done when you have finished creating your registers Entering liability register payments In order to maintain an accurate balance in your Liability Registers you must enter any liability payments you make Instruction Set 7 16 Entering a liability register payment Note that you can manually enter a liability
296. nnn ees 7 23 CHAPTER 8 POSTING PAYROLL DATA Posting OVGLVICW sco s5s anaes oe eee 24 he eae ee ears OG Ee eee eae oe ees 8 2 Posne 16 OUICK BOOKS 24 4955 cc0ne04o 005005560000 40EG 045045560086 SURG aeears es 8 3 The QuickBooks menu 0 0 0 0c eee eee eee eee eens 8 3 Linking QuickBooks accounts to payroll items 0 0 ce ee eee 8 4 Importing a QuickBooks Chart of Accounts 0 0 0 0 0 ccc cee ene eens 8 5 Linking payroll items to accounts 1 0 0 0 eee eee nee eas 8 6 Edino eisini Ink Sn ese cre Bin eats es ee eee Bde aw ne a eee mle eee el 8 8 Sending posting paychecks to QuickBOOkS 0 0 0 0 0c eens 8 8 Sending posting liability checks to QuickBooks 2 2 0 0 00 eens 8 10 Postne to Aatrir Mac PA rs 6 oe oe oe ee ee edhe ae oe ES Oe RETE ES Oe ee Oe Re es 8 12 The Aatr ix MacP amp L menu 5 accae25 sree edes Gageech es aee Sead Ceee aiid ener eens 8 12 Linking Aatrix MacP amp L accounts to payroll items 0 0 2 0 0 0 eee eee 8 13 Importing an Aatrix MacP amp L Chart of Accounts 0 00 e eee eee 8 13 Linking payroll items to accounts 0 0 eee een eee eens 8 14 FGCU 1S ET TIS ee to dros ar atest ecw we EG Go ch We Ae enh SEEGE aces esd eh Be te ed Bee em 8 16 Sending posting paychecks to Aatrix MacP amp L 1 ees 8 17 vi CONTENTS Sending posting liability checks to Aatrix MacP amp L eee 8 19 POSUn 0 OUICKON 5550450ce ee ae oe eee eee eee oe ee Oe oe ee
297. nt en H i Help Project costing required in MacP amp L rec eee jaan In the Send Post portion of the window enter information as needed Payroll data type Click the Paychecks button Employee List From the Employee List pop up menu select the employee list whose payroll you want to post Date recorded Enter the payroll date you wish to post The date must exist in your Pay History records and be entered in this format 8 4 02 month day year Note that the program sends by date and not by employee Override date Optional If you want to post payroll using a different payroll date click the Override date with check box and enter the date you wish the checks to appear within the accounting program Project costing If you do Project Costing in Aatrix MacP amp L select the Project costing required in MacP amp L checkbox When this option is selected the Project Allocation dialog is displayed when you open the company in Aatrix MacP amp L This allows you to allocate your employees pay to multiple projects Click the Send button A dialog will appear allowing you print or view on screen a report displaying the information that will be posted to Aatrix MacP amp L It is strongly recommended that you print this report because it can be helpful in tracking down any posting problems you may encounter 8 17 l U 6 After printing viewing the report a dialog will appear asking if you want to post this data i
298. nt Not Allocated ey Calculate Amount Due ee es l Amount Not Allocated rey i f f Amount Not Allocated E ms j eee i Eee f llo X l l Amount Not Allocated he Amount Not Allocated Ke In the Liabilities tab window you can set up your payments e g 941 deposit health insurance payment beforehand and use them whenever you write checks When you use a payment the program calculates the amount of the check using data it culls from the Pay History records This will save you time when you are making your Federal and State tax deposits or your unemployment payments Once your check is calculated you can send it directly to the printer record it without printing or if it is a federal tax deposit you can submit the payment to the government through the Aatrix EFTPS Server You can view the entries in the selected check register by clicking the View Register button Clicking the Payment History button allows you to quickly view the payments you have already made The Deposit and Withdrawal buttons allow you to make a deposit into or a withdrawal from the selected check register without having to go into the check register itself 1 11 Introduction Employee Lists On the left side of most tab windows you will see an Employee List pop up menu as illustrated below New Employee List Add Employee to List Add Untitled to List Employee List popup menu
299. nt modes Company Setup Employees Payroll Items Process Payroll Reports Liabilities and QuickBooks To access any one of the modes click the appropriate tab as illustrated below Compa d Payroll Items Process Payroll Repo Liabilities QuickBooks icin a T Ee ities N Click a tab to access that specific mode Each tab window contains a set of toolbar buttons that change depending on which mode you are in Clicking these buttons will execute the command that the button represents For example clicking the New employee button allows you to create a new employee file Introduction Company tab window Click the Company tab to open the window that contains your company information Employees Payroll Items Process Payroll Reports Liabilities QuickBooks Tir a MO 12 v MICR Info Direct Deposit Preferences EFTPS Calendar Checkstock Error Check New Company Help be cke Bentz amp Co Company Info Co Name Bentz amp Co C CS SSCSs i one 701 779 7799 Trade Name Bentz amp Co O J Cona Address 1127 N Columbia Rd Fax 701 779 7790 58201 Unemployment ID Bente Geo ample Company imeone amp Sandberg Federal ID EIN 12 12234121 Taxpayer ID Number TIN 27 3456789 Defaults Checkform Departments Groups fi Departments _ Groups Aatrix AML 2 Laser hey Accounting Register Adverti
300. nt out the employee s evaluation Your name or initials Enter the name or initials of the person who conducted this evaluation Click Save The evaluation will be added to the employee s file 12 Click Done to return to the Employees tab window Printing previous evaluations There may be times in which you need to review previous employee evaluations A hard copy of these evaluations can be printed out using the Print button Instruction Set 3 30 Printing a previous evaluation 1 In the Employees tab window click the Evaluate button From the Employee scrolling list select the employee you wish to print a previous evaluation In the Previous evaluations scrolling list select the date of the evaluation you want to print out Click the Print button In the print window that appears click OK to print the results of the selected evaluation Click Done to return to the Employees tab window Deleting previous evaluations If needed you can easily delete previous evaluations from an employee s file Instruction Set 3 31 Deleting a previous evaluation 1 2 In the Employees tab window click the Evaluate button From the Employee scrolling list select the employee you wish to delete a previous evaluation Aatrix Payroll Series Version 12 3 Click the Clear File button Clear Evaluations Delete evaluations from Blake Lillith L fs Delete all evaluations C Delete all evaluations but the
301. nt to record all the paychecks or only those you choose to record Record only selected paychecks If you want to choose only certain paychecks to record without printing select the employee s whose pay check s you want to record then click the Record Check button Record all paychecks If you want to record all the paychecks listed in the Check Queue click the Record All button In the Record Check Options window that appears set up the options as needed Record Check Options venetian enn ne nnennenan Check recording setup Check Register Check Register Starting check number Checks will be stored by this date You can Gare an check 1 1 20 03 change this setting in Employee Preferences Pay period ending date 11 20 03 Q Help Check Register From the Check Register pop up menu select the register you want the paychecks posted to Starting check number Enter the starting check number 9 15 Processing Payroll Dates The program automatically fills in both fields with today s date Enter the date that was written on the check and the date that represents the pay period for this payroll If the date you enter is at least a week earlier than today s date the program assumes you are entering prior pay history data and will display the Record Checks Options window each time you click the Record Check but ton 5 Click OK 6 What happens next depends on whether you chose t
302. nter Calculate based on Choose whether the payroll item is based on the entire gross pay whole amount or only on the amount of the gross pay that exceeds the lower limit Click OK to save your settings and return to the previous window 4 17 Payroll Items Managing payroll items Making sure that your payroll items are set up correctly and assigned to the appropriate employees is essential to processing accurate paychecks Assigning payroll items to employees Once a payroll item is created you can assign it to those employees it applies to Instruction Set 4 6 Assigning a payroll item to employees 1 Bartz Theodore 5 Determine which employee s you want to assign the payroll item to then make the appropriate selection in the Employee List 1 e Employee List Settings New Employee Settings or an individual employee P Employee List j Master Lis elect 4 the payr Use the Employee List Settings option to globally New Employee Setti a aau T A epee assign edit the payroll items for the employees on the Anderson John J LE i Kares Marh Reimburs selected Employee List Vacation Employee List Settings If you want to assign a payroll item to all the employees on an Employee List choose the list you want from the Employee List pop up menu then select the Employee List Settings option New Employee Settings If you want to assign a payroll item to new employees select the New Employee Se
303. nto Aa trix MacP amp L Click Yes if the information is correct Note Prior to posting to Aatrix MacP amp L you may preview the information in the posting file by selecting the MacP amp L Pending Posts Report listed in the Reports tab window 7 What happens next depends on whether Aatrix MacP amp L is open or not If Aatrix MacP amp L is not open A message will appear telling you to select MacP amp L gt Open MacP amp L When you do a Getfile dia log will appear allowing you to locate and open the Aatrix MacP amp L application Once the correct company is open in Aatrix MacP amp L your payroll data will automatically post to the accounts you des ignated for this company If the RAM memory on your computer is running low Aatrix MacP amp L will be opened using the min imum memory requirements specified in the Get Info window If there is not enough RAM memory to open Aatrix MacP amp L at the minimum memory setup the payroll program will quit and Aatrix MacP amp L will open If Aatrix MacP amp L is open If the correct company is open in Aatrix MacP amp L select MacP amp L gt Open MacP amp L Your payroll data will automatically create a General Journal entry that must be posted If the wrong company is open in Aatrix MacP amp L a message will appear telling you to open the cor rect company When you open the correct company the payroll data will automatically post to the ac counts you designated for this company 8 Ify
304. nts export file until you successfully send post payroll to Quick Books at least once 8 You can now send post your paycheck data as well as your liability check information to Quick Books when needed For detailed instructions refer to Sending posting paychecks to Quick Books on page 8 8 and Sending posting liability checks to QuickBooks on page 8 10 Editing existing links This section describes how to modify existing links for the currently open company Removing links To remove a link from the Existing links list select the link you want to remove then click the Unlink but ton Swapping links To swap the type credit or debit of an existing link select the link you want to swap then click the Swap c d button Adding new links You can choose from two methods for adding new links e If you are creating a new deduction or employer paid contribution you can create the link in the New Deduction or New Contribution window e Create the link in the Designate Account Links portion of the Send Post Payroll window If needed click the arrow button to open the Designate Account Links portion of the window Note If your QuickBooks Chart of Accounts has any payroll related changes e g you change banks and change your checking account name you will need to export the new Chart of Accounts information out of QuickBooks then import it into your payroll program For detailed instructions refer to Importing a QuickBooks C
305. nu will list the Income items that are built into the payroll program Other Types When you select the Other Types option in the middle pop up menu the bottom pop up menu will list a variety of miscellaneous fields e The Report Page Number and Report Period selections are not available in Check Designer and appear in gray Deduction Groups Empl Paid Groups When you select either the Deduction Groups or Empl Paid Groups option from the middle pop up menu the bottom pop up menu will list all the types that a payroll item can be Type fields when placed on a checkform total all the payroll items of the same type For example if you have two pension deduc tions the Pension type field totals the amounts of both pensions Active Income Fields The Active Income Fields will only print the extra income items that were used for this pay period For ex ample if you have ten different extra income items but only use four on a given pay period only those four will print on the check This way you will not have to change your checkform each time you use dif ferent extra income items Note The Active Income Fields option is not available in Aatrix PayCheck e An Excess Income field will subtotal all extra income items after your ninth one in case you have more than nine e An Income Explanations field will place a legend or key on the checkform to detail what the extra in come items represent Be sure to leave adequate room for
306. ny lists as you deem necessary The lists themselves actually contain no data except for the employee names Except for the Master List which is described below names may be added or removed from these lists at any time You can use the Master List for processing payroll and department employee lists for running reports What is the Master List The Master List is an employee list which is automatically created every time you start your payroll program It includes the names of all the employees who are in the Employee Files f folder of the currently open company Employee List Master List Ke r Employee Info Name lay L Jel E Address City ee Fay penod Semin Paid gt Hourly i E Salary a Overtime EET New Employee Settings Adams Samuel J Anderson John J Dietz Raymond R Eastman Bonnie D Ebert Louie N The Master List is automatically created with all the employees in the Employee Files f folder How employee names are displayed in employee lists The status of an employee determines how his or her name is displayed in an employee list Blue type Current employees 1 e those you process payroll for are displayed in blue type Red type An employee who has been terminated appears in red type Aatrix Payroll Series Version 12 The Employee List and pop up menu Following is an illustration of the Employee List display and pop up menu
307. o finds par tial matches For example typing in pay will find paycheck and payroll Memo Use this option to find entries that match or contain the memo you enter Check number Use this option to find entries that match come before come after or is between a specific check number you enter Amount Use this option to find entries that are equal to less than more than or between an amount you specify Date Use this option to find entries that occur on before after or between a specific date 6 Mark the Beginning of Register checkbox if you want to start the search from the very beginning of the register To start your search from a particular entry in the register select that entry then click the Find button 7 Click Find 7 14 Aatrix Payroll Series Version 12 The program will locate and highlight the first entry in the register that matches your criteria If the search is unsuccessful you will hear a system beep and the program will highlight the first entry on the screen at the time of the search When you click Find the program brings up the first entry in the register that matches your find criteria If that entry is not the particular one you are searching for press Command G and the program will find the next entry that matches your criteria Note that for the Command G feature to work the Search from beginning of register option must be turned off Editing entries From time to time yo
308. o generate payroll reports by department Instruction Set 2 3 Assigning an employee to a department 1 Inthe Employees tab window select an employee name from the Employee List 2 Click the Personal Info button Ses ee Personal Information a a i a Ao APAA ATARA E Employee Accounting Advertisin Phone Number l 9 Development Personal Contact Marketing Contact Phone Research _ Sales E Technical Birthday Department v Not Assigned Group Not Assigned A Gender fs Male i Female 3 From the Department pop up menu choose the appropriate department for the selected employee If an employee does not belong to a department select the Not Assigned option Note An employee cannot be assigned to more than one department at a time 4 Click OK 5 Follow steps 1 to 4 until all employees are assigned to a department Aatrix Payroll Series Version 12 Gross pay expensing by department Your gross wages can be assigned to different expense accounts for the purpose of creating departmentalized reports For example you can generate a report that shows the expenses of a particular department by first creating your departments and assigning them to your employees You will also need to set up the corresponding gross wage expense accounts in QuickBooks Please refer to your accounting software guide for information on creating gross w
309. o record all the paychecks or only the selected paychecks Record All If you chose to Record All the paychecks the following occurs e All the paychecks are recorded into Pay History e A window appears providing options to print view or export an After Queue Summary report If you do not want to view this report click the Cancel button to exit the window e The program removes the paychecks from the Check Queue and you are returned to the Process Pay roll tab window Record Check If you chose to record only selected paychecks the following occurs e The selected paychecks are recorded into Pay History e You are returned to the Check Queue where the recorded checks are now greyed out e When you are finished in the Check Queue window click Done to return to the Process Payroll tab window Editing queued paychecks There may be times when you need to edit a paycheck before it 1s printed and or recorded Instruction Set 5 8 Editing a queued paycheck 1 Inthe Check Queue window select the employee whose paycheck you want to edit 2 Click the Edit Check button 3 Make the changes you want 4 Click Done to return to the Check Queue window 5 If you want to print or record the paychecks do so now otherwise click the Done button 9 16 Aatrix Payroll Series Version 12 Removing paychecks from the Check Queue There may be times during the course of processing your payroll that you need to remove one two or perhaps
310. o the file names of marked files Individual Files To restore an individual file or group of files mark your choices by moving the mouse pointer over the file name you want and then clicking All Files To restore all the files click the Mark All button 12 4 Aatrix Payroll Series 12 Mark by category Use the pop up menu to select or de select a specific category of files to restore e g pay history files time card logs v Employee data files Pay history files Time card logs Misc employee data Employee evaluations Text files Encrypted text files Income source files Deduction files Employer paid item files Company files Employee lists Preferences Default information Queue files Register files elaine l The number of files and the total file size of your selections display in the Files to restore box in the lower right corner Files to restore 132 files 537 k 5 When selections are made click Restore Install options Again the Restore feature offers a fully customizable array of choices for you to make from the most ba sic as described in the instructions above to the more exact and customized we cover next Options Clean install C install to new folder Clean install This is an excellent choice to make if you re not certain which files were corrupted damaged or acciden tally deleted and emptied from the Trash When this option is marked an
311. o verify your default settings and enter your employee information For details refer to Setting up new employee defaults on page 3 3 and Entering new employees on page 3 4 Aatrix Payroll Series Version 12 Departments and Groups overview You can set up a list of departments and or groups and assign each employee to a department and or group This can help you to organize your payroll and provide you with detailed reporting options such as generating reports combining employees from more than one Employee List Creating departments Departmentalization is mainly used for distinguishing groups of employees for reporting purposes After determining all the departments your company has you are ready to set them up in the payroll program Instruction Set 2 2 Creating a department 1 Inthe Company tab window click the Departments radio button 2 Click the New button 3 Ihn the text box enter the name of the department You cannot remove the names of the departments from the list You can however change the names of existing departments 4 Click OK The department name appears in the scrolling list 5 Follow steps 2 to 4 until all your departments are created You are now ready to assign your employees to departments Company Setup Assigning employees to departments After you have created all of your department names you can then assign employees to their specific department This is a nice feature if you want t
312. ocated at the top of the Employee List The New Employees Settings default information window for the company that is currently open will ap pear Employee List New Employee Seeing Adami Serie Ader porri Andreas Mary M Bartz Theodore Blake Lilleh L Carison Carol M Carpenter Pat H Crcdtby Morhen 0 Dahi Perter Diar Rayenond R Eaman Borne D Ebem Lauk H English Robern A Evikce Romald T Eyans Kuih E Fritz Jon Grang berri Howard Landigy F Hudin Pasneis je jensen Hy L johaten Howard M Kramer Joshi W Larsan Larry A Lenz Gabriels W Marten Terrance J Biertr Arapeti a Metsinger Michael D T Eentz amp Co Master List H Bai pepe inti Aditi O ID Reon cay mae hp agaz Oen Depia Pay pred ipren iy H T airan HH Fd Seal 5 Peer Pear Murebee E Aral walary Hitent hele Beare in nda ine Fah Helin bare ee liaa i Frgeril Cverime 1a got enine 20 PE ane C Baine rhe Per basar rane no 4 m LEH Esa Lamed icone Crad DC Prem I beyut te liah ep cen Ming T Employees 2 Verify that the information already entered is what you want automatically used for new employee files Add or remove information as needed 3 Click Save from the button bar 4 Click Done 5 Open the Payroll Items tab window 6 Select the New Employee Settings option which is listed near the top position of the Employee List
313. oday but may be any business day in the future Transmittal date This is the date on which the payments will go into your Fffective date 11 28 03 employees accounts This date is based on the Window you 28 entered in the ACH Setup dialog Unless your bank says it s ok do NOT change this date to be SOONER than it is This 6 character field can be anything you want ie 101101 OCT11 etc as it has no effect on processing It is solely a descriptive date Descriptive date 7 Enter the dates required to process your direct deposit file then click Continue 8 When you quit the program or switch to a different company the program will create a file called ACH Transmit File txt in the Employee Files f folder for this company 9 Deliver the file to your financial institution in the format they require e g FTP floppy diskette CD ROM modem 10 Your financial institution will take the file and credit the deposits of employees who bank there and then forward the remainder of the paychecks to the ACH network The ACH will sort the records and immediately distribute them to the appropriate financial institutions designated by your em ployees crediting employee accounts with their payroll amounts on payday 13 8 CHAPTER 1 4 ram E i a M i i Ai l f i Aatrix EFTPS LOR ee Se 2 ee ha Ua Chapter overview The following information is covered in this chap
314. oll Items tab window are correct Why do I only get three out of four copies when printing the Employee Employer copies of Form W 2 You may have clicked the Print Sample button instead of the Print W2s button Print Sample prints only one copy of the form for proofing purposes When I process my Form 941 I get a fraction of cents that is unacceptably large Bring up a Pay History Detail Report totals only for the same period Compare wages and amounts for Federal SS Employee SS Match Medicare Employee and Medicare match Make adjustments as needed updated my system or transferred my Aatrix folder and tried to open the program Now it wants a password When the computer system is updated it places Pay Defaults in your System Preferences folder in the old system folder In moving the Aatrix program to the new computer you might forget to move this folder from the old system folder into the new System Preferences folder Simply enter the default password which is the word password in lower case letters and then change it to the one you want or locate the old Pay Defaults folder and move it to the new sys tem tried to open the payroll program and got a message saying that it couldn t continue because the Defaults f folder and the application are not in the same folder What should I do An Aatrix Top Pay folder was created when you installed the payroll program The Defaults f folder and the application must be stored i
315. oll User Guide You can also download User Guides from our website Www aatrix com or access them from the Documentation folder in the Payroll folder Note If you are using OS 9 the Aatrix Payroll Series User Guide can be accessed by selecting Guides from the menu bar then choosing Aatrix Payroll Series User Guide You will need Adobe Acrobat 4 or higher to ac cess the User Guide Aatrix Payroll Series Version 12 Navigating online manuals Using Adobe Acrobat Reader There are different ways to navigate through this document using Adobe Acrobat Reader Use Page Up and Page Down keys or the Left and Right arrow keys on the keyboard to move from one page to the next The Up and Down arrow keys scroll through the pages If reading this document as an electronic manual using Adobe Acrobat Reader you may directly access various chapters or topics by clicking the chapter and topic headers on the directory tree to the left of the document window Bookmarks This document also contains linked cross references marked by blue text which may be clicked upon to directly access targeted locations with more information Accessing topics using bookmarks Using Bookmarks is a speedy and accurate way to move through a document Instruction Set 1 1 Accessing a topic using bookmarks 1 Launch Adobe Acrobat Reader The bookmark window displays to the left of the main document window 2 Move the mouse pointer over the
316. oll program will automatically insert the hours into each employee s paysheet and make all the calculations for you You can use Time Card for entering work information e g date worked punch in out times into the employee time sheets Note All entries remain in the employee time sheets until you close out the year The Employee Time Sheet To access the Employee Time Sheet window open your payroll program then select Activities gt Time Card Employee Time Sheet j Master List Swe Print Revert Help Employee Adams Samuel j Ome iri Out hours incane fourte Laita ODE RE PEEM ea gular Pa Cinal pop assan 72d be oul es eee English Robert afi Erikson Ronald T The payroll program stores your employee work information e g date punch in out in individual time sheets Each time sheet entry includes the following information e Date e Punch In and Punch Out times e Number of hours and minutes worked The program automatically calculates the In Out time and then displays that time in hundredths in the Hours field e Name of the income item that the hours should be applied to 10 2 Aatrix Payroll Series 12 Using Time Card Time Card is a feature within your payroll program It is here that you manually enter your employee work information e g date worked punch in out times into the employee time sheets Before using Time Card Before you begin using Time Card complete the following steps e Op
317. om a template e Select the field s to remove then select Edit gt Clear e Select the field s to remove then press the DELETE key on your keyboard Duplicating fields There may be times when you want to duplicate a field All types of fields including Picture and Text fields can be duplicated Instruction Set 9 6 Duplicating a field Listed below are two ways to duplicate a field on a template e Select the field s to duplicate then select Edit gt Duplicate The duplicated field appears on the tem plate Move the field where you want it to print e Select the field s to duplicate then select Edit gt Copy to copy the field to the Clipboard Select Edit gt Paste The duplicated field appears in the top left corner of the template Move the field where you want it to print Manually moving fields Once a field has been placed onto a template there are several ways to move the field into its correct position Instruction Set 9 7 Moving fields There are four different ways you can manually move a field 1 Click the mouse pointer anywhere on the text of the field When the handles four squares at the cor ners of the field see below appear click the field while holding the mouse button down Drag the field into the new position a show box will show you where the field will be placed and let up on the mouse button Regular Pay k 2 You can move any item or group of items by selecting them and using the arro
318. ombined Gross Pay expenses Any Employer Paid contribution Expense debit must be offset with an Employer Liability credit 5 Click the Report button 6 Select Preview gt Print All Refer to the printout and verify that all links are set up correctly The report provides helpful troubleshoot ing information If you ever have problems sending posting payroll data print your current Existing links list and follow any troubleshooting suggestions the report may provide before calling Technical Support 7 When you are sure that all your links are set up correctly click Done A MacP amp LLinks file is saved to this company s Employee Files f folder The payroll program uses the links you designated in this file every time you post your payroll or liability data for this company Don t trash the Aatrix MacP amp L Chart of Accounts export file until you successfully send post payroll to MacP amp L at least once 8You can now send post your paycheck data as well as your liability check information to Aa trix MacP amp L when needed For details refer to Sending posting paychecks to Aatrix MacP amp L on page 8 17 and Sending posting liability checks to Aatrix MacP amp L on page 8 19 Editing existing links This section describes how to modify existing links for the currently open company Removing links To remove a link from the Existing links list select the link you want to remove then click the Unlink but ton Swapping links
319. ompany you want to open e your company or the Sample Company The program will open to the Employees tab window of the company you selected What data would you like to use Select this option to open your company titled testing Select this option to open the sample company Sample f Open 5 Camnmanw ta avalaro mnawrnll Don t show this window again f Quit gt Company Setup Multi company payroll programs If you are using Aatrix MacP amp L Payroll or Multi Ultimate Payroll the following window will display when you launch the payroll program Company Selection Please select a company to open You can switch companies at any time within the program by selecting the company from the list in the Company tab window f New Company e CE ATONE TIE A Restore from Backup Help Select the company you want to open then click the Continue button The program will open to the Employees tab window of the company you selected Creating new companies There are two ways you can create a new company To use either option click the New Company button in e The Company tab window e The Company Selection window Instruction Set 2 1 Creating a new company If you are using your payroll program with QuickBooks you MUST create the necessary links If needed refer to Menu link to on page 2 14 Also if you have existing QuickBooks payroll data to bring into
320. on a window opens where you can enter edit or view the pay history records of the selected employee You can also keep notes about an employee with the Notes feature The New Employee Settings option listed at the top of the Employee List is where you enter the default settings for new employee files This file contains the pay period filing status and other related payroll information you want automatically assigned to new employees You can think of New Employee Settings file as the template the program uses when you create each new employee file Introduction Payroll Items tab window Click the Payroll Items tab to open the Payroll Items window Employees Process Payroll Reports Liabilities QuickBooks ygn Q Show Hide Edit Item Delete Item Print Report Help a O Bentz amp Co Employee List Master List eA Display All Employee List Settings Select 4 the payroll items you want assigned to Adams Samuel J New Employee Settings Adams Samuel J Income News Reimbursement Reim Amount 0 00 Training PerHour Amount 10 00 Vacation PerHour Amount 0 00 Deductions new FE 2003 US Federa Fed Tax FE 2003 US Federal CA 2002 California CA 2003 California Health Insurance i Gross 2 00 Medicare Gross 1 45 ND 2002 North Dakota ND 2003 North Dakota Social Security Gross 6 20 Employer Paid F FUTA Gross Medicare Match Gross ttt ttt ttt kas Social Securit
321. on and logged off e The Effective date is verified that it is not an EFTPS Holiday Date or weekend date If the Aatrix EFTPS Server determines that your Holiday file is invalid the Server will automatically update it for you e If applicable the amount is checked that it does not exceed your designated threshold If it does you have 30 seconds to decide while online if you want to override the limit If not the transmission is rejected and you will be logged off Once the Aatrix EFTPS Server accepts your tax payment it is sent to the Financial Agent An ACH debit transaction is then initiated against your bank account based on your designated effective date and speci fied amount In addition for each transaction the Aatrix EFTPS Server transmits for you a monthly fee is automatically charged to the credit card you have provided Aatrix Software for EFTPS If you provide Aatrix Software with your email address we can email you the details of the payment sent and a confirmation number indicating that the payment was accepted by the Financial Institution E 9 Inthe History tab window view the details of your transmission Bentz amp Co Company setup EFTPS Values EFTPS History Each EFTPS transaction Who Transmitted Effective Amount that has been transmitted Administrator 8712 03 Cleared history to the Aatrix EFTPS server Administrator 6 12 03 8 13 03 220 00 720 send accepted is displayed in the History Administrator
322. on der bodes eee yee eee ey eeee eee eee 7 7 Viewing your liability payment history 0 0 0 ee eee eens 7 9 The Check Register vindo 0c 444 045 Woda swan date eden da been a eedwoews 7 10 VIEWING OPUONS isaaccseLapacdhdereneu be ceeneaneneee ease oaeaae hee sen ee eae 7 11 D PVOP OS sereta roae eE EE E EAE 7 11 EWU Dy ODUONS 44 s248 soy eaen eae Fh Reon ey Peake oe FES a eee ee peak eae Seen ee 7 11 Managing check registers 2 0 eee eee teen teens 7 12 Doe aira eeo i 4o4 54 0 0005e 64 oe ree 540 be hee beeen oes FeO ere edeu oes se 7 12 Bnterims Withdraw al Se sses sase wis hw ea ae Oe eS Oe a Oe we 7 13 PImGine Comics coca ett eaters de E E E E E E E E T E ee Beare 7 14 A E e EEE E EEE EE EEE EE E ns 7 15 Voda eri a E a E a ee a E E eters 7 16 DEE COA S erer E AEE Gee es 7 16 Printing check registers 22 0 cb how sce ciaerscecdheviteEdeeasraecdbeweateddneg sce 7 17 RecCOnciling check TEISTO S cee ane 56 BARRA Ow RE Oh REE Re ee eee eee 7 17 Creating lew check TeSISlers is ww ae ews hw dre eal oS Oe OE OG dw eS aoe a ew ee E 7 19 The Liability Register window vs s6 lt 4 4 06 o 0 95 4 0 G0 0 0 Geo Sete as Sw es Shae eee 7 20 Managing liability registers 0 nent een eens 7 20 Creating liability registers 5 3620 4nastwrboruat sed agur stwreorssstged eas teres 7 20 Entering liability register payments 0 0 eee eens 7 21 Editing liability register entries 1 eee ees 7 22 Deleting liability register entries 1 ee
323. on in the above preference window Time format The manner in which you plan to enter your employee s hours is set up with the Time Format options The 12 Hour option uses the standard AM PM format The 24 Hour option uses a 0 23 hour format The Min utes option uses the standard minute 0 59 format The Hundredths option allows you to enter the frac tions of hours in hundredth e g 6 92 Automatic overtime calculation If you want the program to automatically calculate the overtime hours when you import time card hours into your payroll program select the Automatic Overtime Calculation checkbox Work weeks begin on Select from the pop up menu the day of the week the program should start accumulating hours worked For example if your regular work week starts on Monday select Monday from the pop up menu Overtime hours In the appropriate boxes enter the number of hours your employees must work before they begin to earn overtime and double overtime Then select the period of hourly calculation either by day or week Saturday Sunday hours Select the proper pay rate for weekend hours worked on Saturday and Sunday as either regular overtime or double overtime hours Note Ifyou select overtime and or double overtime for Saturday and or Sunday the program will override the number of hours you entered in the above text boxes Company Setup Other features There are other payroll related features in your payroll program that yo
324. ontained in a Pay History Detail report is illustrated below All Periods Final totals Mra Regular Fay Regular Overtine EIC Fayment Vacation Deductions Federal Income Tax Social Security Medicare MD 2002 Morth Dakota Health Insurance Employer Paid FUT 4 Medicare Match Social Security Match SUT A Het Pay Fay History Detail Printed on 10 1 03 For the Emplowee List Master List Hours ints ss 10 660 41 16 0 0 0 1 0 10 677 41 Apo Wages 141 453 91 141 453 91 141 453 91 141 453 91 141 453 91 App Wages 141 453 91 141 453 91 141 453 91 i41 453 51 B 11 Aoun E 141 123 88 3270 03 93 58 10 00 141 347 49 Aoun E 17 698 00 BOF fO 23 2 031 15 a ee 4 679 04 Miiat aiaiai 33 826 14 Amunt 1 131 49 2 051 15 6 7FO 23 474 30 12 577 17 107 721 35 Sample Reports Pay History Summary Report The Pay History Summary report can be used to show the amounts deducted e g Federal State etc in the Pay History records of an individual employee or an entire Employee List The following dialog appears when you click the Preview Report or Print buttons Pay History Summary Options Include Print Options F zane z Under M Individual Pay History records maanen E eren Plain Bold italic Line Monthly subtotals I Skip if zero eS ae age ge potash Enna enna Quarterly subtotals Skip if zero aprons TST TT OTT I TTT aor Mi
325. ontains more than one check per sheet the size of your checkform must be set up appropriately in order to print multiple checks per sheet Also if you plan to print these checks from the Check Queue you must set up the When printing queue print checks per page option in Printing preferences Aatrix Payroll Series Version 12 Understanding Fields This section provides instructions for the three different types of fields you can add to your checkform templates The term field identifies any item that is placed on a checkform template Examples of some fields you may want to place on a template include check amount payee name check date memo and stub information e g tax and deduction amounts The position in which the fields are placed on a template is where they will print on your checks There are three different types of fields you can place on a checkform template Text These fields are simply text They are used primarily for headers or identifying other types of fields Text fields are generally located right above or next to each data field so that data can be identified by you or your employees For details refer to Text fields on page 9 8 Picture These are fields that contain graphic art such as your logo or signature For details refer to Picture fields on page 9 9 New These are fields that represent your payroll calculations and data For details refer to New data fields on page 9 9 new checkform from scratch
326. ort that lists any links and helpful linking tips If you want to print this report select Preview gt Print All Select Preview gt Exit Viewing to return to the Send Post window 4 Establish the links between your payroll items and QuickBooks accounts The required links and additional notes are provided on the next page To link an individual payroll item to a QuickBooks account a Select a payroll item from the Payroll Variables list b Select the account it should post to from the Chart of Accounts list on the right No c From the Entry Type pop up menu choose Debit or Credit d Click the Link button When you click Link a description of the link will appear in the Existing links list To remove or change a link select the link in the list and click Unlink To change the entry type debit or credit click Swap c d Required links I Net Pay to a Cash Account CR usually the checking account ID Gross Pay Not assigned or all to an Expense DR D Federal Withholding to a Liability CR D State Withholding to a Liability CR 1f required D Social Security to a Liability CR D Medicare to a Liability CR E Social Security Employer Match to an Expense DR E Social Security Employer Match to a Liability CR E Medicare Employer Match to an Expense DR E Medicare Employer Match to a Liability CR Additional Notes e When creating employer paid items that match the deductions it reduces confusion when linking by giving th
327. orth Dakota s Health Insurance FUTA ka Removing a pay item here will remove the item from this pay period only If you want the pay item removed from all future pay i periods rem owe the item from the employee s file Remove C Done The Remove Pay Item window lists only the payroll items for the selected paycheck The Regular Pay item can not be removed from the paycheck record however you can zero it out by editing the Regular Pay field 4 Select the payroll item you wish to remove from this paycheck record 5 Click the Remove button 6 If needed repeat steps 4 and 5 to remove more pay items 7 Click Done when you ve finished removing the item s you want The program removes the pay item s from this paycheck only It does not remove the payroll item s from the employee s assigned payroll file Instruction Set 3 11 Updating employer paids in pay history You can update the pay history records with new employer paid rates This is especially useful when you must retroactively update payroll items e g FUTA SUTA because you did not receive the new rates at the start of the year Instruction Set 3 12 Updating an employer paid in pay history If you ve added an employer paid item to a paycheck using the Add Pay Item button be sure to enter the wages for the employer paid item on the paycheck otherwise the Update Rates feature won t work correctly 3 18 Aatrix Payroll Series Version 12 1 Select
328. ou selected the Project Costing required in MacP amp L option the Project Allocation dialog appears The Project Allocation dialog allows you to allocate your employees pay to multiple projects refer to your Aatrix MacP amp L user manual for details Review each employee s pay record and allocate to the projects as needed 9 Select Journals gt Post Journals Post Journals Select Journals For Posting E General Journal C Sales Journal C Purchases Journal L Finance Charges 8 18 Aatrix Payroll Series Version 12 10 Select the General Journal checkbox 11 Click Post The payroll data for the date you specified is now posted in Aatrix MacP amp L Sending posting liability checks to Aatrix MacP amp L After you ve created and recorded a liability check s you can send post it to Aatrix MacP amp L Instruction Set 8 8 Sending posting liability checks to Aatrix MacP amp L 1 2 3 Process record at least one liability check Select MacP amp L gt Send Post Payroll Send Post Payroll Pe Liability checks UB ESS Payroll data type Paychecks Date recorded Register My Register f Done i E Override date with 11 2 rroa a f Help j Project costing required in MacP amp L i In the Send Post portion of the window enter information as needed Payroll data type Click the Liability checks button Register From the Check Register pop up menu
329. our employee s bank statements You are limited to 10 characters sO you may want to enter something such as DIRECT PAY Discretionary data Optional This optional text field which is limited to 20 characters allows Originators and or Originating Depository Financial Institutions to include codes one or more of significance only to them to enable specialized handling of all subsequent entries in the transmission file There is no standardized interpretation for the value of the field Enter the Automatic Clearing House ACH Routing Information Immediate Destination Name The information you enter here is used to identify the party to which the transmission file is being deliv ered In the Destination Routing field enter the Routing Number of the party receiving the ACH file If you wish you can enter the name of this party in the Name field limited to 23 characters Immediate Origin Name The information you enter here is used to identify the sender of the transmission file In the Origin Rout ing field your bank s Routing Number If you wish you can enter your company name in the Name field limited to 23 characters Click OK Setting up employees Before you can pay your employees through direct deposit you must first set them up so the program knows which employees get paid via direct deposit and those employees who are paid with a regular paycheck You will need to gather the banking information of those emp
330. over time hour click the last radio button and enter 1 50 in the text box Raise Mark the checkbox to activate this feature which is used to designate the amount and effective date of the employee s next pay raise When the raise first goes into effect the program generates an reminder alert the date is entered in the Last raise area and the fields are cleared If applicable the date and amount of the next raise can be set at this point Filing status From the Filing status pop up menu select the marital status of this employee Claims Withholding Exempt The Number of claims fields are used to enter the number of allowances that the employee claimed on the W 4 for Federal State and Local taxes If nothing is entered the program calculates taxes based on zero exemptions claimed The Extra Withholding fields are for any extra withholding the employee may wish to have taken out of his paycheck for federal state or local taxes The extra withholding will be above and beyond what is nor mally taken out for taxes based on the tables you are using You can enter a different amount for each of the three taxes or leave them at zero Select the appropriate Federal State and or Local Exempt checkboxes 1f this employee is exempt from any Federal State and or Local taxes Earned Income Credit If this employee is eligible to receive advance Earned Income Credit payments added to his her paycheck click the EIC Payment Eligible checkbox
331. ow Rulers option again The rulers will not print on your checks 58669 Untitled The position of the mouse is shown on the rulers by small dotted lines within the ruler For example the mouse position as shown below is 6 25 horizontal and 2 5 vertical NOTE The circle and arrows will not print on the checks Hide Tools Show Tools The Hide Tools option removes the tool palette from the window display To re display the tool palette se lect Show Tools Check Designer Form Setup options The first thing to do when setting up a checkform template is to establish the size of the checkform you will be printing To access the Form Setup window select File gt Form Setup Form Setup Enter the size of your form Length Width 3 50 inches 8 50 inches v Fit as many as possible on a sheet of paper Cancel Enter the size of your form Measure the exact size in inches of the form including check and any accompanying stubs from top to bottom and side to side Use decimals to express your form length and width e g 8 5 3 8 Fit as many as possible on a sheet of paper This option is primarily designed for checkstock that contains two three or four checks on a sheet of pa per If you need to use this option enter a page size that represents the amount of space each paycheck will use Note Do NOT select this option if you are using continuous feed checks If you are using checkstock that c
332. ow has two distinct functions Send Post The top portion Send Post of the window is used to post paychecks and liability checks to QuickBooks Designate Account Links The bottom portion of the window is used to create view and edit the links between your payroll items and QuickBooks accounts If you don t see this portion of the window click the arrow button located on the lower left corner This chapter provides instructions for creating links in this window The required links are listed on page 7 You can also create links while setting up new payroll items Aatrix Payroll Series Version 12 Importing a QuickBooks Chart of Accounts Before you can establish any links between your payroll items and QuickBooks accounts you must create an export file that contains your QuickBooks Chart of Accounts Once it is created you ll import it into your payroll program You only need to export your Chart of Accounts once unless you create a new account that is payroll related e g you change banks and now have a new checking account In which case you will need to export the new Chart of Accounts and link the appropriate payroll item s to the new account Instruction Set 8 1 Importing a QuickBooks Chart of Accounts 1 Open your QuickBooks company Select File gt Export Choose the Chart of Accounts option then click OK In the window that appears click the Desktop button enter Chart of Accounts in the text box then cl
333. pany tab window 7 On your hard drive open the Aatrix Payroll open the appropriate company folder then open Em ployee Files f folder 8 Locate the file called ACH Transmit File txt and take it to your bank or other ACH provider Your bank or other ACH provider will tell you how they want you to deliver this file e g floppy diskette modem FTP 9 Once your prenote has been verified as to its accuracy you can use the payroll program to pay your direct deposit employees Each time you process payroll the program will create an ACH transmis sion file for you Refer to the next section for details 13 6 Aatrix Payroll Series 12 Processing direct deposit payroll Once your company and direct deposit employees are set up and you have verified the setup with an ACH Prenotification file you can use the Direct Deposit feature to pay your direct deposit employees Instruction Set 13 4 Processing direct deposit payroll 1 Process and queue paychecks for all your employees 1 e both regular and direct deposit employees 2 Click the Print View Queue button 3 Click the Print All button 4 Inthe Print Check Options window setup the options as needed Print Check Options Check printing setup Checkform Quickencheck Laser ui f My Register Check Register Starting check number 5 Checks will be stored by this date You can CEEE 1 if 2af 03 change this setting in Employee Preferences Pay
334. payment as outlined here or via the Liabilities tab window where it is automatically entered for you 1 Select File gt Liability Register 2 From the Register pop up menu select the register you want Liabilities 3 Click the Enter Payment button to display the following window Liability Payment Number E l Date 11 25 03 Description Amount 226 53 Decrease Increase Cancel 4 Enter the payment information then click OK The balance of the liability register will be decreased by the amount of the payment 5 Click Done to close the Liability Registers window Editing liability register entries From time to time you may need to edit the information already recorded into a liability register Instruction Set 7 17 Editing a liability register entry 1 In the Employees tab window select File gt Liability Register 2 From the Register pop up menu select the register you want 3 Select the entry you want to edit 4 Click the Edit Entry button Edit Entry Number Date 12 15 02 Description Sarah D Nelson Amount 35 59 Decrease Increase f Cancel d 5 Make the changes you want then click OK Any changes you make to the register entry are automatically saved 6 Click Done to close the Liability Registers window Aatrix Payroll Series Version 12 Deleting liability register entries Once an entry has been deleted the program cannot recover
335. payroll program a dialog will appear asking if you want to import your chart of accounts now Click No if you don t want to import your chart of accounts now You can import them later in the Send Post Payroll window or the next time you create a new payroll item Clicking Yes will generate an Open OS 9 Getfile window where you can open your chart of accounts file Once imported the account names will display in the Liability pop up menu Note If needed refer to the User Guide of your accounting program for information on how to export your chart of accounts 2 In the Title text box enter the name of the employer paid New Employer Paid Title Type Limit Tax Exempt Doo O Miscellaneous r None Override exempted l cy ical 5 Apply to Calculation Method Upper Override exempted income L Allincome items Flat Amount I pAccounting links Fn Liability acct Expense acct t_ The title can be anything you want It should be descriptive enough so you can distinguish it from others you set up because it will be used throughout the program e g reports 4 13 U 3 From the Type pop up menu select the type of employer paid item it is Federal Unemployment This type is only for the Federal Unemployment contribution Social Security This type is only for the Social Security matching contribution Medicare This type is only for the Medicar
336. period you can remove it from the Reminders Due window Instruction Set 11 6 Removing a reminder 1 From the Reminders Due window select the reminder you want to remove from the list 2 Click Remove The reminder is removed from the Reminders Due window and is moved to the next appropriate date 3 Click Done Disabling reminders You can easily disable a reminder in the Reminders Due window Instruction Set 11 7 Disabling a reminder 1 From the Reminders Due window select the reminder you want to disable 2 Click Disable 3 Click Done The reminder will not appear as long as it is disabled wy To activate a disabled reminder go to the Reminder Setup window and enable it 3 H Setting Up Reminders Reminders at startup When you install the payroll program onto your hard disk a Payroll Reminders application is installed in the Startup Items folder of your System folder When you start up your computer the Payroll Reminders program will display the Reminders Due window if any reminders have come due If you don t want this window to appear when you start up your computer drag the Payroll Reminders application out of the Startup Items folder of your System folder Printing reminder calendars You may also want to have a printout of your reminders either for yourself or to pass around the office You can very quickly and easily get an entire printout of all your reminders and choose from several different formats
337. period ending date 11 25 03 Direct deposit employees only Direct Deposit form l Mone i For this payroll instead of direct deposit print checks for employees who are _ marked for Direct Deposit eee gs eee Can gt Help Notes about direct deposit checks Selecting a form from the Direct Deposit form pop up menu allows you to print a pay stub for any em ployee who is marked for direct deposit When you record a direct deposit check the letters DD are inserted in the Check Number field of the Pay History window If you ever need to print regular paychecks for your direct deposit employees select the For this payroll instead of direct deposit print checks option 13 7 Direct Deposit 5 Click OK to display the Print Check Options window Print Check Options The check has been printed What do you want to do Click here to have the paycheck recorded inthe employee s pay history records and posted in the register cif any i Click here to reprint the employee s paycheck Th Reprint A using this number a Check Number if Exit k Click here to do neither of the above and return to ka A the process payroll screen 6 Click the Record button to display the Direct Deposit Dates window Direct Deposit Dates Enter the dates required for Direct Deposit processing This is the date on which you will be sending the data to the gt Direct Deposit processor It defaults to t
338. ployees who do not yet have a pension register For details refer to Creating pension registers on page 15 14 15 12 2 Aatrix Top Pay Version 12 Click the Edit Titles button to enter the titles for your pension types Pension Type Names Enter the names af your pendion typed line OK RA Ling 2 lined SAR 5EP_ une 5 met COO mO Cancel 1 For each type of pension you have enter a title for the pensions in the order you want them to ap pear in the Pension Administrator window Click OK to return to the Pension Administrator window Located at the top of the Employee List is an option called Default settings It is a file that acts like a template If all or most of your employees have the same Pension Plan setup it will save you time and frustration if you first configure the Default settings file and then update the Employee List instead of setting up each employee individually 5 Decide whether you want to set up all employees at the same time or to individually set up each employee e To set up all your employees at the same time select the Default settings option located at the top of the Employee List e To set up an individual employee select the name of the employee in the Employee List Select from the pop up menus all those deductions and employer paid payroll items that apply to the designated pension types Leave the pop up menu selection as None if no deductions o
339. portion of the Reports tab window 6 19 Reports Freeform Report Builder overview A powerful new feature of Ultimate Payroll is the Freeform Report Builder It is a separate utility built into the program and can be used to create an incredible array of customized reports These reports can have borders lines boxes headers footers artwork and more To create a Freeform report layout simply designate which fields will go on your report and then move them where you want Using the Freeform Report window To access the Freeform Report Builder click the Freeform Report button in the Reports tab window Use the commands in the menu bar at the top of the window and the graphic tools to create your custom report Aatrix Payroll File Edit Fields Font Style G 8 0 Uridled Graphic tools On the left of the Freeform Report Designer window is a palette containing tools for drawing lines boxes or circles These tools are similar to the tools you would find in any paint or draw program on your Macintosh By moving the mouse pointer onto the gray bar at the top of the palette you can drag and drop it to any location on the screen ma The Object Selection tool S is used to select and drag fields that appear on the report form tem plate It is automatically selected when you enter the Freeform Report Builder The Rectangle tool is used to draw rectangles boxes To make a rectangle click the Rectangle tool O and the pointer chan
340. positioned TIt is recommended that you select File gt Save frequently to save your changes If you need to revert to a pre viously saved form close the checkform without saving then open the form again to continue setting up the iS template from the last save Add the following fields to the checkform template and move them to their proper locations at the top of the checkform Top pop up menu Middle pop up menu Normal Paycheck Data Normal Paycheck Data When you are done adding these fields and moving them to their proper locations the template should look similar to the following illustration 6069 My Test Checkform 4 5 Name Social Sec Number Payroll Date Check Chk Now use the Text Field command in the Fields menu to add the Text label fields that will become the head ers for your columns and rows of stub data If necessary refer to Text fields on page 9 8 Refer to the following illustration for the naming of the text fields and where they should be positioned 669 My Test Checkform Social Sec Number Payroll Date Check Description Hours Current Year to date Description Current Y T Regular Pay Federal Tax Overtime State Tax D Overtime FICA Tax Commission Local Tax Bonus Miscellaneous TOTALS TOTALS rer d IOCINODOr Jesignel SJ 7 Next you will add some calculating fields to the stub The purpose of these fields is to print paycheck data such as hours worked regular
341. pour duties better mgla Employee communicates Employee maintains an 4 Emiplopet is a gell Which adjectives Geach Besoribe this employee 6 Choose the appropriate response for the displayed question If the displayed question does not apply to this employee select the question doesn t apply checkbox at the bottom of the window The question will not be printed on the employee s evaluation form nor will it be included in the employee s evaluation score 7 Click the Next button to advance to the next question Note After responding to a question you can either click the Next button or the Return key to advance to the next question To return to the preceding question click the Previous button You can also display a question by selecting highlighting the desired question in the Questions list 8 Repeat the last two steps until all evaluation questions are answered 9 Click the Save button Blake Lillith L has scored 34 out of 109 0 points ruled not applicable You may add additional comment below Remind me to review this employee again on 01 15 03 Print a copy of this review Your name or initials Employees 10 Optional Fill in the Save Review window with relevant information 11 Comments Enter any applicable comments in the text box up to 255 characters Remind Enter the date for the for this employee s next review Print a copy of this review Select this box to pri
342. program and to experiment with different payroll options To switch to a different company click the name of the company you want to open Any changes you make to the company setup are automatically saved by the program You can create additional companies by clicking the New Company button For details refer to Creating new companies on page 2 4 The New Company button is not active for those using a single company payroll program e g Aatrix Pay check Aatrix Payroll and the single company version of Ultimate Payroll If you need to process payroll for multiple companies you can upgrade to a multi company payroll program by calling 800 426 0854 Following is a brief description of the other features provided in the Company tab window MICR Info Click this button to enter banking information such as the name of your bank account number and other banking related information The information can be used for printing your checks on blank check stock with the MICR line For more information refer to the file called MICR Check printing located in the Documentation folder in the Payroll folder in your hard drive This is also located on the Payroll Series CD in the Documentation folder Direct Deposit If you plan to use Direct Deposit click this button and enter the required information For details refer to Chapter 13 Direct Deposit Aatrix Payroll Series Version 12 Preferences Clicking this button opens the Preferences windo
343. program will create two lists one that contains your active employees and another for your terminated employees This option can be enabled and disabled in Program Preferences Instruction Set 3 17 Creating an employee list 1 From the Employee List pop up menu select New Employee List Save Employee List As Save employee list as Cancel 2 Enter a descriptive name for your new employee list The list can be the name of a department 1 e Sales Dept or any other descriptive name i e Interns 3 Click Save Employees Note When you click Save the Employee List is saved to the Employee Files f folder of the currently open company and its name is displayed at the bottom of the Employee List pop up menu If you remove this file from the Employee Files f folder it will no longer appear in the Employee List pop up menu 4 You can now add employee names to this list To do so refer to Adding employees to employee lists on page 3 25 Opening employee lists Use the following instructions to switch to a different employee list Instruction Set 3 18 Opening an employee list 1 Click on the Employee List pop up menu Note the check mark displayed next to the name of the currently open Employee List Drag your mouse pointer to the employee list you want to open The selected employee list will open Its name is displayed in the pop up menu bar and the employees on that list will appear in the scrolling list Dele
344. r It allows you to enter and date stamp up to 16 pages of notes for review reprimand or other information regarding each of your employees Instruction Set 3 8 Adding a note to an employee file 1 In the Employees tab window select the employee you want to add notes about from the Employee List on the left Click the Notes button The following window box will appear the first time you attempt to create notes on an employee Do you want this employee history to be encrypted when it gets saved i No I j f Help gt _ When a file or program is made secure requiring a password for entry it is encrypted This program offers the option of encrypting employee files to prevent unauthorized access To secure this employee s informa tion click the Yes button and enter a password for this file This password applies only to this file so use a password that can be linked to the employee e g employ ee first name or use the same password with all your protected files Make sure you write your password down in a safe place because there is no way to discover or change this password once it is entered Once you have entered the password if one is desired the Notes window opens and notations con cerning the selected employee can be entered The Notes feature works the same way any Macintosh word processor does with the font style and margin control You can move the cursor with the mouse or by using
345. r This is categorized as a Social Security deduction Medicare 1 45 This is categorized as a Medicare deduction Employer Paid FUT A 0 60 3 of gross This has an Upper Limit applied to it 7 000 00 per year This is categorized as a FUT A employer paid itern Medicare Match 1 45 of gross This is categorized as a Medicare Match ernployer paid iter Social Security Match 6 20 of gross This has an Upper Limit applied to it 24 900 00 per year This is categorized as a Social Security Match employer paid item SUT A 0 30 of gross This is categorized as a SUT A employer paid item Health Insurance 2 00 This is categorized as a Miscellaneous deduction B 10 Aatrix Payroll Series Version 12 Pay History Detail Report The Pay History Detail report can be used for a comprehensive look at the Pay History records of a single employee or an entire Employee List The report will list each pay period and detail all the payroll information for that pay period Use this report to review your past paychecks for proper income deductions or employer paid contribution assignment and calculation If the Preview option is selected a Yes No dialog asks if you want to skip employee reports and only view totals This is applicable only if printing or viewing the entire Employee List The report combines all payroll check information from the selected period An example of the information c
346. r 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 November 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 December 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Fourth quarter 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Total 141 947 49 17 698 00 2 477 72 0 00 10 821 38 2 829 04 0 00 107 721 35 B 12 Aatrix Payroll Series Version 12 Pension Reports Pension reports such as the following can be generated if you use the Pension deduction type to group employee pension funds together and the Pension Match employer paid type to group your employer contribution matches to the employee pension funds An example of the Pension Summary Report is illustrated below Pension Summary Report Printed on 10 1 03 All Periods Employee Marne Employee Cont Pot Employer Cont Samuel J dams 100 00 10 99 i John J Anderson 100 00 11 54 Mary MH Andrews 100 00 2 59 Theodore S Bartz 100 00 2 06 Lillith L Blake 100 00 8 14 Carol M Carlson 100 00 2 91 Fat H Carpenter 100 00 a07 Michael 0 Crosby 0 00 Ferter FE Dahl 0 00 Raymond E Dietz 0 00 Bonnie D Eastman 2 00 Louie M Ebert 0 00 Robert 4 English 0 00 Ronald T Erikson 0 00 Ruth E Evans Jon J Fritz 0 00 Jerri J Grange 0 00 Lindsey P Howard 0 00 Pamela Jo Hudson 0 00 Jay L Jensen 0 00 Howard H Johnson 0 00 Joshua W Kramer Larry 4 Larson Gabriella W Lenz Terrance J Martin Angella Mertz Michael D Messinger Tracy E Mott Sarah D Melson Jack O Preston Terry R Primrose oOoOeT erro AAA
347. r at the top of your report form Headers here work the same way as headers in word processing programs Add any of the fields Text Picture New normally available to a regular report form to the Head er The header will be printed at the top of each page of your report Note You can remove a header from a report by selecting Fields gt Header gt Remove Header Adding footers to reports Use footers to customize your reports by adding items such as the date company information column headings and page numbers to the bottom of each page of the report Instruction Set 6 20 Adding a footer to a report 1 2 Open the Freeform report you want to add a footer to Select File gt Form Setup Aatrix Payroll Series Version 12 3 Select the Fit as many as possible on a sheet of paper option 4 Click OK 5 Select Fields gt Footer gt Open Footer 6 68 Footer Footers here work the same way footers work in any other word processor programs Add any of the fields Text Picture New normally available to a regular report form to the Footer The footer will be printed at the bottom of each page of your report Note You can remove a footer from a report by selecting Fields gt Footer gt Remove Footer Saving Freeform reports It is recommended that you save your report form before adding fields to it Instruction Set 6 21 Saving a Freeform report 1 While in the Freeform report window select File
348. r employer paid contributions apply Click the Save button If you are setting up the Default settings file click Update When you click Update the setup in the Default settings file is assigned to all employees in the Employ ees List A message will appear stating that this has been done Click OK If you need to personalize the setup of any particular employee simply select the employee from the Employees List make the necessary changes 15 13 Administrators Creating pension registers The following dialog appears when you process payroll for an employee who does not yet have a pension register 7 There is no current pension register for Adams Samuel J I can build the register with opening balances of zero or can read through the Year To Date record of the employee and insert correct balances Note that building from YTO records may take a considerable amount of time E Ell f Build With YTD Balances Choose whether you want to build 1 e create a register for the employee with a 0 00 balance with the pay history year to date balance or not to create one at all Viewing editing pension registers When you record a paycheck that includes pension data the payroll program takes this data and stores it in separate pension registers The following instruction set explains how to access the pension registers for viewing and or editing Instruction Set 15 8 Viewing editing a pension register 1
349. r your employees Text fields print on the report exactly the way they appear on the template Instruction Set 6 10 Adding a Text field 1 Select Fields gt Text Field Enter the text for this item 2 Enter text that describes the item you want displayed on the report 3 Click OK The text you entered appears in the upper left corner of the report form 4 Move the newly created Text field on your report by dragging the text field to its correct position For details refer to Moving fields on page 6 31 Aatrix Payroll Series Version 12 You can change the font and font style of your Text fields to further customize your reports 59 Picture fields Picture fields are fields that contain graphics such as your company logo or your signature They are a nice feature in that you can use to customize your report with unique designs that identify your company and report information It is recommended that you add picture fields after all other text fields and numberic fields have been added positioned and tested Instruction Set 6 11 Adding a Picture field 1 While in a paint program or graphics viewer copy your selected Pict Art or graphic into the Clipboard If needed see your Macintosh reference manual for instructions on using the Clipboard 2 Open the report form to which the Picture field will be added 3 Select Fields gt Picture Field The Picture Field command is grayed out if there is no picture in your Clip
350. ram Installation Instructions Instructions for installing our payroll program are not provided in the User Guide instead they are provided as a separate document that is included with your software order If you misplace your installation instructions you can find them in a folder called INSTALLATION INSTRUCTIONS on the Aatrix CD ROM Aatrix Payroll Series Version 12 Aatrix Payroll Series overview Thank you for choosing Aatrix Software Our payroll programs have been designed with an open architecture format that allows you to define and set the parameters for your deductions employer paid contributions and extra income items to fit your payroll needs If the software as is cannot perform a needed payroll task call customer support A variety of additional plug ins have been created to handle most situations While comprehensive and powerful our payroll programs use the latest in user friendly interface features which has made our software among the most popular on the market However if you have never done payroll processing before or you have any questions our support staff will be happy to help you For information on contacting Customer Support please refer to Getting help on page 1 17 The Tab windows Before you begin using your payroll program there are some things you should become familiar with in order to use the program more easily It is helpful to think of your payroll program as operating in seven differe
351. re Auto Calculation Auto Calculation is the default selection for government forms Any time you change a value on the form the totals on the form are updated automatically Get Value On government forms such as the 941 the program automatically inserts the amounts for many variables Depending on the form and your payroll circumstances you may want other variables on the form You can use the Get Value command to assign a payroll variable to a certain field In order for this command to be active the cursor must be in the desired field Get Value Select a payroll item from the list then click Get It The value will be inserted into the current field income Sources Training 0 Reimbursement Macation Regular Pay Regular Overtime Regular D Overtime i Regular Commission Panular Bearer C Add to field Overwrite field 3 Append to field Eroarea A Cancel The Get Value dialog lists all your payroll variables When you select a variable and click Get It the program searches the pay history records It extracts the amount of the selected variable and inserts it on the form Add to field If selected the amount extracted from pay history will be added to the amount already in the report field Overwrite field If selected the program will replace whatever is in the report field with the amount it extracts from pay history Append to field This option is reserved for W
352. remove a field from a report you have created Instruction Set 6 14 Deleting a field Listed below are two ways to remove a field from a report form template e Select the field s to remove then select Edit gt Clear e Select the field s to remove then press the DELETE key on your keyboard Duplicating fields There may be times when you want to duplicate a field All types of fields including Picture and Text fields can be duplicated Instruction Set 6 15 Duplicating a field Listed below are two ways to duplicate a field on a report form template e Select the field s to duplicate then select Edit gt Duplicate The duplicated field appears on the report Move the field where you want it to print e Select the field s to duplicate then select Edit gt Copy to copy the field to the Clipboard Select Edit gt Paste The duplicated field appears in the top left corner of the report form Move the field where you want it to print Moving fields Once a field has been placed onto a report form there are several ways to move the field into its correct position Instruction Set 6 16 Moving fields There are four different ways you can move a field e Click the mouse pointer anywhere on the text of the field When the handles four squares at the corners of the field see below appear click the field while holding the mouse button down Drag the field into the new position a show box will show you where the field will be pla
353. rently available for use Scratch value Optional Scratch hours is a number the program uses internally to track partial earnings For example 1f the time accrued is 2 hours for every 2 days worked and the employee has worked 3 days the extra hour would ap pear as a scratch hour It is held over until the employee works another day Click OK If needed personalize the vacation time settings for individual employees To do so In the Em ployees tab window select the employee in the Employee List then click the Vacation Sick Holi day button The name of the selected employee is displayed in the title bar e g Calculation Setup for Adams Samuel J Make the changes you want then click OK If you need to include holiday and or sick pay in your payroll complete the same steps changing the options as needed Deductions Deductions are anything that must be withheld from an employee s gross pay They include the basics such as federal and state tax Social Security and Medicare as well as retirement funds like a 401K KEOGH or IRA They also include such things as health insurance union dues and anything else that you as the employer need to withhold from an employee s gross pay Depending on the type of deduction you are creating it can be set up so it is deducted before taxes after taxes or sheltered from specific payroll items that you designate The following instruction set will guide you through th
354. reports you need If you are entering the data by quarters use the quarter ending date for each of the quarters com pleted in the current year 1 e Mar 31 June 30 Sept 30 Dec 31 e Enter one total for each employee s paycheck to instantly catch up your employee s Pay History records This allows you to print W 2s but not other reports you might need Since the government re quires quarterly reports this method may not be appropriate for your use Editing pay history records Many of the numeric fields in a pay history record can be edited and if needed you can add or remove pay items In addition if you have an employer paid contribution that needs to be changed retroactively use the feature called Update Rates For details refer to Updating employer paids in pay history on page 3 18 To enter or change an amount on a paycheck record click the cursor on the field you wish to edit Once a field is selected it becomes highlighted and you can enter the amount you want Press the Tab key to move from field to field Be careful to change all fields as necessary because changing one field will NOT automatically affect the other fields i e changing Regular Pay will not change the Federal Tax amount Also be careful if this is a check that the employee has already cashed because changing or adding a deduction or income item will affect the net pay You can revert changes made to a paycheck back to the original values by clic
355. revious evaluation the program does not allow you to delete a question from the Existing evaluation questions list Instead the program allows you to delete the question from appearing on future evaluation forms Instruction Set 3 25 Deleting an evaluation question 1 In the Employees tab window click the Evaluate button 2 In the Employee Evaluator window click the Form Setup button 3 From the Evaluation Form pop up menu select the form which contains the question you want to delete 4 From the Existing evaluation questions scrolling list select the question you wish to delete 3 32 Aatrix Payroll Series Version 12 Click the Delete button The deleted question will appear indent and the Delete button will change to Undelete s ram reem Evaluation Form f Sample Evaluation Form i Existing evaluation questions at changes would you like ta improve your dut ea ron E Does the employee know the duties within the jol 4 Move Up Employee communicates ideas clearly Employee maintains an organized workspace E Maeve Down Employes is a self starter Which adjectives describe this employee s work h Pot ae ates Describe this employee s character in afew word Print J f iNew gt Edit Undelete and the Delete a ee button changes to Undelete Deleted question indents Click Done to return to the Employees tab window Undeleting evaluation questions There may be
356. rganized workspace Employee is a self starter Which adjectives describe this employee s work h Describe this employee s character in a few word Click either the Move Up or Move Down button to move the question Click Done to return to the Employees tab window Printing evaluation forms You can print out a copy of your evaluation form if you wish to examine the setup of the questions you ve added Instruction Set 3 28 Printing an evaluation form 1 2 In the Employees tab window click the Evaluate button In the Employee Evaluator window click the Form Setup button Aatrix Payroll Series Version 12 3 From the Evaluation Form pop up menu select the form which contains the question s you want to print Evaluation Form Setup Se a E ne mma SS D E a ae D Evaluation Form l Sample Evaluation Form Existing evaluation questions What changes would you like to improve your dui j s the employee know the duties within the pol Employce communicates ideas clearly Employee maintains an organized workspace mploye is a self starter hich aijectives describe this employee s work h Describe this employee s character in a few word 4 Click the Print button 5 Inthe print window that appears click OK to print the evaluation form 6 Click Done to return to the Employees tab window Deleting Evaluation Forms To delete a form open the Defaults f folder in you Aatrix Payroll folder Drag the form you don
357. ring layout Cancel P i _ b Select a field to add to the report by using the top middle and bottom pop up menus The name of the field you select will be displayed in the Text during layout textbox c Click the OK button The selected field appears in the top left corner of the report d Move the new field into its proper location on the report e Repeat steps a d selecting the new fields to add as you go Place the following fields across the top of the report form as shown below Top pop up menu Bottom pop up menu Normal Name Normal Social Security Normal Gross Pay Normal Social Security Aatrix Payroll Series Version 12 They should appear as shown 60e My Report M Sara ee ae Name Social Sec Number Gross Pay Wet Pay Social Security Medicare NDB 2003 North Dakota 10 Add a header to the report To do so a Select Fields gt Open Header b Select Fields gt Text Field c Enter the text for the field in the dialog Repeat the procedure creating a Text field for each of the columns on your report Give each column a descriptive name and place them in the header the same way the data will appear on the report d After lining up the column headings in the Header window click the close button box e Select Header gt Show Header The new fields that you placed on the report form as well as the header columns will be displayed If necessary move the new fields so that they
358. rity withholding deduction must be selected for the Social Security FICA withholding field An example of the Federal Tax Summary report is illustrated below Federal Tax Summary Report 10 1 03 Hame Samuel J Adams John Jd Anderson Hary M Andrews Theodore Bartz Lillith L Blake Carol H Carlson Fat H Carpenter Michael 0 Crosby Ferter F Dahl Rayroond Dietz Bonnie D Eastman Louie N Ebert Robert 4 English Fonald T Erikson Ruth E Eyans Jon Jd Fritz Jerri J Grange Lindsey P Howard Pamela Jo Hudson Jay L Jensen Howard H Johnson Joshua W Kramer Larry amp Larson Gabriella W Lenz Terrance J Martin Angella 4 Mertz Michael D Messinger Tracy E Mott Sarah D Nelson Jack O Preston Terry R Primrose TOT AL WAGES Federal 4 581 70 4 333 50 5 625 00 5 559 02 4 337 91 5 614 55 5 567 61 4 116 65 4 158 30 6 302 05 4 547 90 6 224 55 6 822 90 5 968 75 5 989 55 4 270 80 5 822 90 6 302 05 5 677 05 6 035 40 6 302 05 6 108 20 6 145 80 6 183 30 6 271 25 6 197 90 6 302 05 6 237 50 6 355 93 6 145 80 6 254 15 177 042 17 All Periods EIC 108 38 0 00 0 00 0 00 0 00 3 35 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 117 73 WAGES 535 4581 70 4 322 50 5 625 00 5 559 02 4 337 91 561455 5567 61 4 116 65 4 158 30 6 302 05 4 547 90 6 224 55 6 822 90 5 968 75 5 989 55 4 270 80 5 822 90
359. rm Report Builder Align fields 6 32 Create new report 6 32 Delete fields 6 31 Display Options 6 21 Duplicate fields 6 31 Edit report 6 37 Field types 6 23 Fonts 6 32 Footers 6 36 Form Setup 6 22 Graphic tools 6 20 Headers 6 36 Move fields 6 31 New fields 6 25 Overview 6 20 Picture fields 6 25 Save report 6 37 Text during layout 6 26 Text fields 6 24 Troubleshoot 6 38 View report 6 21 G Get Value 6 15 Getfile dialog 1 15 Gross pay expensing 2 9 Group Assign to employee 3 11 Groups Index 3 INDEX Assign employee 2 11 New 2 10 H Help Fax Report B 22 Holiday pay set up 4 7 Hourly pay rate 3 5 HTML file create 6 19 Import Employee hours 5 9 Employee information 3 10 Time Card hours 10 8 Income History Reports B 9 Income item Assign to employees 4 18 Calculation Method 4 6 Create 4 4 Delete 4 20 Edit 4 19 Personalize 4 19 Types 4 4 Unassign 4 19 Vacation pay 4 7 Internet menu 1 14 J Job costing Assign job 4 22 Create job 4 21 Delete job 4 23 Disable Enable job 4 23 Job Costing Detail Report B 22 Job Costing Summary Report B 23 Job assign on the fly 5 4 L Labels 2 25 Liabilities Check register 7 10 Create payment 7 3 Delete payment 7 5 Edit payment 7 5 Liability registers 7 20 Overview 7 2 Payment history 7 9 Print checks 7 7 Verification report 7 6 Index 4 Write print checks 7 5 Liabilities tab window 1
360. rmation you enter Following is a brief description of what you can do with a report e Clicking the Print Report button sends the currently selected report to the printer e Clicking the Preview button sends the currently selected report to the computer screen so that you can view the information prior to printing Previewing enables you to catch errors before you print which ultimately saves you in printing time and paper While in the Preview mode you can use the commands in the Preview menu to print the re port or send it the Report Queue For a description of the commands refer to The Preview menu on page 6 6 Reports e When you click the Export Text button an Open OS 9 Getfile window will appear allowing you to save the information from the current report in a text file format The text file is then ready to bring into other programs that allow text files to be imported The Preview menu While previewing a report a Preview menu is available with the following commands Preview Next Page index Print Page Print All Add to Report Queue Exit Viewing Next Page Previous Page These commands allow you to advance forward or return to prior pages in a multipage report Index Selecting this command allows you to view thumbnail images of each page in the report Clicking a thumbnail image will open that page in the Preview window Print Page Print All These commands allow you to print the currently
361. rn ee Accountin Employee Preferences Ee o a Printing Siart Store payroll records by Paycheck date E SPEUNEY Pay Period ending date Time Card Alternate default hours Default to employee hours from previous period There are three per item income sources The first two are per hour and per unit You can provide a title for the third Per M Include tips in gross pay c Help a Cancel i 1 Following is a description for each option in the Employee preference window Store payroll records by All payroll data is saved by date By default the program stores the payroll data in the employee s Pay His tory records using the Paycheck date If you want the program to store your payroll data using the pay pe riod ending date select the Pay Period ending date option Reports are generated using the date that the payroll checks were stored in Pay History Alternate default hours If you want to change the default hours e g 86 67 to a different number select this option and enter the hourly number you want the program to default to So instead of the standard hours like 86 67 for semi monthly employees the amount could be changed to 70 This number would be the default and it would automatically display in the employee s paysheet Default to employee hours from previous period When this option is selected the program will enter the hours you enter
362. rograms are known to cause problems with our payroll programs Adobe Type Manager and Adobe Type Reunion Turn off the extension control panel for these utilities when installing and running your payroll program Auto Doubler If you have Auto Doubler installed on your computer you will need to set it up so that it does not compact your payroll folder and any files within the payroll folder Norton Utilities File Saver If you have the Norton Utilities File Saver installed on your computer you will need to set it to update at shutdown QuickTime When installing or updating this application turn off QuickTime in the Apple Control Panel and Extensions Printing Q I m using 8 5 x 11 checkform sheets with 3 checks per page Why does my laser printer print one check then skip the next two when I print from the Check Queue A Make sure you enter the appropriate number of checks you want printed per page in the Print ing Preferences dialog To access this dialog select the Preferences command from the Edit menu If you still have this problem open the checkform and select the Form Setup command in the File menu Make sure the size of your form is set up correctly e g each check is 2 75x8 5 and the Fit as many as possible on a sheet of paper option is selected Q Why does the information from some reports get cut off when I print them A Some reports e g General Deduction General Contribution have been designed to print in lan
363. roll Send Post Payroll fey Liability checks UCR Payroll data type Paychecks Date recorded i Register My Register C Override date with 11 25 03 Cash account l 4 Export checks that have already been exported 3 In the Send Post portion of the window enter information as needed Payroll data type Click the Liability checks button Register From the Register pop up menu select the register containing the check s you want to post to Quick Books Date recorded Enter the date of the liability check s you wish to post to QuickBooks The date must exist in the selected check register and entered in this format 8 4 02 month day year Note that the program sends by date and not specific check Override date Optional If you want to post your liability check s using a different date click the Override date with checkbox and enter the date you wish the checks to appear within the accounting program Cash Account Enter the name of the QuickBooks cash account you want the liability check s posted to if different than the account used for payroll checks Export checks already exported Select this option to make sure that all checks you have previously exported actually do get exported 8 10 4 Click the Send button Your payroll program creates a liability check data file called Aatrix Top Pay Liabs Export and saves it in your Aatrix Top Pay folder If QuickBooks is not open selec
364. roll items you need are set up and assigned to the appropriate employees Income If you have employees that earn more than the standard income which we term Regular Pay one salary or one hourly rate then you will need to set up extra income payroll items for these employees Extra income may include such things as travel reimbursement different pay rates for performing different jobs piecework commissions or any additional type of pay including vacation sick or holiday The number of extra income items you can assign to each employee file depends on which Aatrix payroll program you are using Refer to the following table to determine the maximum number of extra income items each employee can have Aatrix Program of Extra Items Aatrix PayCheck Aatrix Payroll Aatrix MacP amp L Ultimate Payroll Single and Multi Company Unlimited The next instruction set will guide you through the process of creating a new income item Payroll Items Instruction Set 4 1 Creating a new income item 1 Inthe Payroll Items tab window click the blue New button 3 6 Bentz amp Co Employee List Master List pp Display All Employee List Setting Select 4 the payroll items you want assigned to Master List all employees New Employee Settings Adams Samuel J i Payrollitems U S 7 Anderson John J Income Mew hag ncome items are likna rawis Ma Mi Reimbursement Reim Amount 0 00 aan p Mary Tra
365. rt of accounts New Deduction Title Type Limit Tax Exempt ll Mone tL Miscellaneous Deduction None Select exempted 7 2 Calculation Method ta Upper FE 27003 US Federal 2 Lower Medicare Apply to Flat Amount ka F Social Security ND 2002 North Dakota Health Insurance l CA 2002 California s oo FUTA Accounting links Medicare Match Liability acct Social Security Match SUTA All income items ty Help i Cancel a 2 Inthe Title text box enter the name of the deduction The title can be anything you want It should be descriptive enough so you can distinguish it from others you set up because it will be used throughout the program e g checkforms reports 3 From the Type pop up menu select the type of deduction it is Federal This type should only be used for the Federal income tax deduction Social Security This type should only be used for the Social Security deduction Medicare This type should only be used for the Medicare deduction State This type should only be used for a State withholding deduction Select it for each state deduction you set up Local This type should only be used for a Local withholding deduction Select it for each local deduction you set up Miscellaneous Select this type for any miscellaneous deduction you create for your employees such as health insurance dental insurance union dues ca
366. rtment on page 2 9 Gender Some states require employee gender data You can designate whether the selected employee is male or fe male by clicking the appropriate radio button This feature is used only for those State Forms that require gender data 4 Click the Custom Fields tab to define up to ten 10 custom fields 865 Personal Information Email address lt undefined gt lt undefined gt lt undefined gt lt undefned gt lt undefined gt O lt undefined gt lt undefined gt lt undefined gt lt undefined gt f Setup Cancel amp 0K wy The fields you set up in this window can be used in reports created with the EZ Report Builder To create titles for the fields click the Setup button You can set the titles of up to ten optional employee fields lt Undefined gt lt undefined gt lt undefined gt lt undefined gt lt undefined gt lt undefined gt lt undefined gt lt undefined gt lt Undefined gt i Cancel 4 In the window that appears enter a title for each of the fields you want to set up e g fax number e mail address then click OK The titles of the fields appear on the Custom Fields window 5 Click OK to return to the Employees tab window 3 12 Aatrix Payroll Series Version 12 Adding notes to employee files Built into your payroll program is a special word processo
367. rts you generally print e g after payroll Creating report bundles The following instruction set guides you through the process of grouping together reports you specify in order to create a report bundle Instruction Set 6 3 Creating a report bundle 1 Inthe Reports tab window click the Edit List button Reports 2 Inthe Edit Reports List window click the Report Bundles button Bundled Reports Bundled Reports List New i j _ 3 Click the New button New Report Bundle Employee Data Detail Automatically print when quitting payroll 3 Cancel 4 In the Bundle title text box enter a title for your report bundle 5 Select the names of the reports you want included in the new report bundle A check mark V appears to the left of each selected report Because the program generates reports using the date limits you set such as One Day One Quarter All peri ods etc your Bundled Reports should be comprised of reports with similar date limits For example you could bundle only those reports you typically generate after each payroll and not include those reports you process on a quarterly basis 6 Optional If you wish to automatically print this report bundle when quitting the payroll program select the Automatically print when quitting payroll option 7 Click OK The names of your report bundles are displayed in the Report Bundle window and the Reports L
368. rything imported correctly e If the import worked correctly start at step 6 and import your payroll data into the original Quicken company Quit Quicken and trash the duplicate copy of your company file e Ifthe import didn t work correctly quit Quicken trash the duplicate copy of your company file Make a new duplicate Open your payroll program and make the necessary changes to your Existing Links Send Post your payroll again using the duplicate company file Once your liability data is posted trash the Aatrix Export Liabs QIF file so that you don t acciden tally post the data again CHAPTER 9Y LAMI N i iia by Check Designer Chapter overview The following information is covered in this chapter Check Designer overview Using the Check Designer window Understanding fields Modifying pre designed checkforms Creating new checkforms Test printing checkforms Check Designer overview One of the most powerful features of the payroll program is the Check Designer While other computer programs require you to use specific pre printed checks the Check Designer allows you to create your own customized checkform templates that include graphics and your choice of fonts or you can modify any of the sample templates that come with the program to fit your needs Note The Check Designer includes templates that print paychecks identical to those that are printed out of QuickBooks Sample checkform templates Several
369. s Enter your Taxpayer Identification Number T I N If the number includes a dash be sure to enter it here Select File gt Save The first time you select the Save command a Putfile dialog will appear allowing you to name and save the company setup file Name your EFTPS company setup file with a descriptive name e g your company name and save it in the Aatrix EFTPS folder For each additional company select File gt New from the top menu bar 14 7 Setting the preferences in Aatrix EFTPS The information that is unique to your company e g time zone communication settings is entered by invoking the Preferences dialog from within Aatrix EFTPS 1 From within Aatrix EFTPS select Edit gt Preferences ff Automatically re open the last company file used Time Your time zone 4 Daylight savings time Communication Port Modem Printer Speed i lw Precede phone number with fT Follow phone number with fT O lam calling from the Grand Forks ND local dialing area 2 Create the re open and time settings options as needed Automatically re open the last company file used Check this box if you want the last company you were in before quitting the program to automatically open the next time you launch Aatrix EFTPS Time information Select the appropriate time zone for your geographical region from the pop up menu Click the Daylight savings time checkbox if applicable 3 Select the communica
370. s The program mul tiplies the amount you enter in the text box by the number of hours worked this the pay period e g for every 1 hour worked deduct 0 25 If the employee is paid using a salary you can still enter the number of hours worked and this deduction will apply to those hours From the Limit options set up the deduction as needed Select None if the deduction has no upper or lower limits To set up an upper or lower limit refer to Set ting limits on payroll items on page 4 16 Optional From the Tax Exempt list select V the payroll items that this deduction is exempt from Another option available when creating a deduction is to exempt it from some or all of the other payroll items This is commonly known as sheltering a deduction When a deduction is sheltered it is deducted from the gross pay before any of the other payroll items take affect If you ve already imported your chart of accounts you can link the deduction now or later in the Send Post Payroll window If you prefer to designate the link now select the appropriate liability account for this deduction from the Liability pop up menu Click OK when you have finished setting up this deduction The deduction will appear in the Deductions portion of the Payroll Items tab window Assign this deduction to those employees it applies to If needed refer to Assigning payroll items to employees on page 4 18 Once the deduction has been assigned to all app
371. s This section describes many of the options available in the new field dialog In most cases what you select in the top pop up menu controls the selection of options that become available in the other two pop up menus Accumulated An Accumulated field allows you to create a calculated field to add up other fields you have already placed on the form You can combine up to fifty 50 different fields for your own customized calculations When you select the Accumulated field the following dialog will appear 60o Accumulator field Numeric fields on form Accumulating Max 50 Gross Pay AGP Hrs FICA Gross Pay Gross Pay AGross Pay State AGP Hrs Gross Pay Gross Pay Gross Pay AGross Pay ry Gross Pay mod m en ll The Accumulator field dialog allows you to select items from the left list and assign them to the accumulat ed fields on the right side 9 10 Aatrix Payroll Series Version 12 The items you select will be added together to produce the accumulated variable For example an accumu lation can be used to create a total deductions field that adds up the total deductions for the pay period After assigning your fields to the right side click the close button box in the upper left corner Enter a title in the Text during layout textbox for your accumulator field Keep the title short if possible in order not to clutter up the form template When you click OK the field will appear on the ch
372. s 3 35 Evaluating employees 0 0 eee eee teenies 3 35 Printing previous evaluations 0 0 cc eee ees 3 38 Deleting previous evaluations 0 0 nett een ees 3 38 Setting up evaluation reminders 0 0 cee eens 3 39 CHAPTER 4 PAYROLL ITEMS Payroll Items overview 20 90 04 e465 5 a6 0s 5550S 4 oN ee SOR ws ae we ON SSeS Vo Kee wes 4 2 Creating Payroll MEMS 6 64 o 0nd id renr EEEIEE NTRA sees eae deeee ee dd seas enadeees 4 3 O 464 G4084oneGs pages aaseaseseneeagee sade ateenas veges bane seen ess oe 4 3 Setting up vacation holiday and personal pay 0 0 cc eee ee eens 4 7 DCCUCH OMS 24 cushe ane ae EE ee Se ee te Oe PE eae tee te 4 9 IE TAT Oy SLAM se sey a ne ee tery ade en Ae eh ce ein eer E ine eden as te ed er dase dot nd Hevea nes wd 4 13 Setting limits on payroll items 6 0 eee ees 4 16 Ma asing payroll WemiSe s0 lt s 48 os oe eae ee Oe Thea oe eS OR ee eee eae OS ee eee ees 4 18 Assigning payroll items to employees 0 0 0 ccc eens 4 18 Unassigning payroll items 0 0 eee eens 4 19 Edi nge payroll tems 2ccedesnachearenacteaveaeeheeoea eens canacetensen eee es 4 19 DelCHnS DAVE CS es pae cores ae he Be eee RO a eee Ae de Be 4 20 Printing payroll items reports 0 0 eee eens 4 20 POW COSUNE OVELVICW 4660 6005 4 oe G04 aoe ee sees bes anes seesaw bes eaeseues 4 21 CONTENTS COURT JOS serieen se eaee tere gare suyegeteesesaecetaeeseeeeeeeaes 4 2 Assigning jobs to
373. s SEG hee ee EEEE E 2 12 Prelerences OVeFVICW lt lt 44 04504004062 10c04e60esondeersacadedwneandeereanadeds 2 13 Accounting PIClElCNCeS s 024 4 04 swe e Saanaa Sede eRe edad Ree he aE ee eee 2 14 Employee pe C S erea eeren EEE RES EERE EOE EA 2 15 ARAE e e CS E EE E E EE E EE E E E EE dee ee 2 16 PEO SCAM PECICCCN CCS oree cts e ee cent he EEEE E EEEE EE E ee 2 18 DeCUIEy PrChCICNCeS ee nce cd tuycae cdsodseecdbeviancbeeessmedteeeaeeieeasaes 2 19 DLS ELEI OAS6W Old o42 540 0000e 24 ee roe 5H0 be hee beeen oes Sa0ba her eedeueeeas 2 20 Time Card prele ICOS an mae se 6 tee OS eS oe ee aS ae ee A 2 21 Oher ea O a5 0054 4st eas C8 ede etek eee Weeden e een ean Cee eae ten 2 22 Checkstock WICH ge cnateracaheeereeeeadeennanenevougeaouueamhseereedeas 2 22 How the Checkstock Watcher works 1 0 0 0 0 ccc eee ees 2 23 TON DO CIN es 5a ae See cates et Gr ser rvs es om pr Sms ces Be Ge eee ew we aoe Bes Ot ee bw oe ee ade 2 23 Findand TCMIACe citodctecdhewate cbaaeetecdhevsseeseugsaecdtuveeeedewe sae 2 24 Ponting mailing IAD Se sesser hao hee ob ee Oe RARE GD od eee ee ee 2 25 ADE o N eis he Ws ee es ee Oe ee E Bs ee ee ee ee a ee 2 26 CHAPTER 3 EMPLOYEES Employees OVELVIOW G02 rentei nea ees od bees Bea bees oe bee see Rees oe oe 3 2 Setting UP employees er vcccccccccvessevvvccvcccsesessseesscvsccsesesseves 3 3 Setting up new employee defaults 0 1 eee AO k 3 3 Entering new employees 0 ccc ee ee eee teen ee eens 3 4 S
374. se over to the approximate spot on the checkform you want to place the circle Then click and hold the mouse button down to draw and shape the circle After obtaining the proper size and shape for the circle release the mouse button To move the circle around on the form first click the Object Selection tool and then click the shape and holding the mouse button down drag the object a The Line tool is used to draw lines One such use is to separate fields and columns on the pay stub Use it the same way the Rectangle and Circle tools are used Check Designer The symbols on the Key represent the various types of New fields you can add to a checkform e This symbol signifies a YTD field This symbol signifies a Fiscal YTD field A This symbol signifies an Hours field X This symbol signifies an Accumulated field q This symbol signifies a Prompted field Viewing checkform templates When a checkform template is too large to fit completely on the screen select File gt View and slide the cursor to the desired size to reduce the checkform to 75 66 or 33 of its actual size To return to the form s regular size click the close button box in the upper left corner of the screen Note You cannot edit the form while you are in view mode Display Options The Check Designer utility comes with many built in display options To access them select Edit gt Display Options Undo Cut Copy Paste Clear Select All Displ
375. selected checks Anderson John J Andrews Mary M e Reprint all checks Bartz Theodore 5 Blake Lillith L Starting check number Reprint Checks To reprint only those you need to reprint select the Reprint selected checks option select the employees whose paychecks need to be reprinted enter the starting check number then click the Reprint Checks but ton 5 14 Aatrix Payroll Series Version 12 To reprint all the paychecks select the Reprint all checks option enter the starting check number then click the Reprint Checks button After reprinting the checks you will again be allowed to record or reprint the paychecks or exit the Check Queue window Exit If you decide that you do not want to record or reprint any of the paychecks click Exit to return to the Check Queue window The paychecks will stay in the queue it will be as if you never printed anything 11 Click Done to return to the Process Payroll tab window Recording queued paychecks without printing There may be times when you need to process payroll without actually printing the paychecks such as when you need to enter prior paychecks into the Pay History records Instruction Set 5 7 Recording queued paychecks without printing 1 In the Process Payroll tab window click the Print View Queue button Optional Print the Queue Summary Queue Detail or Queue Hours Report and verify the accuracy of the queued paychecks Decide if you wa
376. sh deductions etc Pension This type is for a pension plan your company may be contributing to Generally Federal State and Local deductions are exempt from pensions Check with your accountant to be sure these defaults are correct 4 10 Le Disability Select this type for each disability deduction e g SDI you create Training Select this type for each training deduction you create Garnishment Select this type for any sort of general garnishment such as unpaid debt Child Support Select this type for each child support deduction you create Flex This type is available in Multi Ultimate Payroll It is to be used for the Medical and or Dependent Care Flexible Spending Accounts FSA of a Cafeteria Plan Special Groups These deductions are the same as Miscellaneous deductions The program allows three different ways to group your miscellaneous deductions Each group of deductions can then be sheltered from other deduc tions such as tax deductions From the Apply to pop up menu select the appropriate option All income items Select this option if all your income items apply to this deduction Custom If there are specific income items that apply to this deduction select the Custom option In the dialog that appears uncheck the income items that do not apply to this deduction From the Calculation Method pop up menu select the appropriate option Flat Amount Select this option if the deduction represents
377. sing 0 New Check Register hey Development rerorerrronrerrr ers Marketing rf Edit Eeptoves List Research p Y Sales Master List rey The buttons in the Company tab window allow you to set up new companies store bank information such as bank routing number for printing checks on blank checkstock or direct deposit Clicking the Prefs button allows you to setup your preferences for accounting employees printing program security and Time Card Clicking the Enroll EFTPS button allows you to enroll with the Aatrix s EFTPS Service The Calendar feature can be used to create reminders to remind yourself of important events such as employee birthdays or dates that government reports are due With the Checkstock Watcher you can create an alert to warn you when your check stock is running low You can use the Error Checking feature to create rules to catch payroll processing errors before they occur Aatrix Payroll Series Version 12 Employees tab window Click the Employees tab to set up new employee files or to edit the employees you already have entered Company e a BS New Empl Process Payroll Liabilities QuickBooks Payroll Items UN Q Delete Empl Personal Info Pay History Notes Save Help gt OE Bentz amp Co Employee List Master List Zs Employee Info Name Samuel Adams SSN 343 34 2423 Address Box 15 f3 1099 Recipient C City Grand Forks St
378. sing from the check register for the quarter you are processing the 941 report the deposit amount on your 941 report will not be accurate A Aatrix Payroll Series Version 12 Automatically printing liability checks If the option Automatically print liability checks is selected in the Printing Preferences and you process payroll for at least one employee a window appears when you quit the program that allows you to print your liability payment s For details refer to Printing liability checks on page 7 7 This feature is available only for Aatrix Top Pay and Ultimate Payroll users Using check registers The name of the check register you created during the installation routine is displayed in two separate locations e In the Defaults portion of the Company tab window e In the Register pop up menu of the Liabilities tab window You do not have to maintain a separate check register in payroll The program however does require you to select a default register for recording purposes So even if you choose not to maintain a check register you must have one selected in the Defaults portion of the Company tab window Liability payments The advantage of using the liability payment feature is twofold e The program can calculate the amount of the check for you and track the data for particular reports such as the 941 report e Your recorded liability payment checks are displayed in the Payment History window This allows you to
379. specifications File Specifications The import file can be created in any word processor or text editor providing it is saved in TEXT format However it is best to use a program like Microsoft Excel The information must be typed in sequence for each employee using all of the following information even if it may be zero 1 Employee name Regular hours Overtime hours 2 3 4 Double Overtime hours 5 Commission amount 6 Bonus amount Employee name lt press tab gt Regular hours lt press tab gt Overtime hours lt press tab gt Double Overtime hours lt press tab gt Commission amount lt press tab gt Bonus amount lt press RETURN gt Processing Payroll The names in the text file must match the names in the Employees tab window For example if an employee s name is entered into the program as John E Johnson you must enter it in the text file as John E Johnson Following is an example of what the text file could look like Joe che fae Ignore what this might look like on your screen the important thing is that you put a Tab between each field and a Return after each employee Note Once you have your data file ready to import open the Process Payroll tab window then select File gt Import Hours An Open OS 9 Getfile window will appear allowing you to locate the file and import the data The data is then placed into each employee s paysheet 5 10 Aatrix Payroll Series Version 12 Check Queue overview T
380. started a pension plan In which case you will need to import the new categories file and link the appropriate payroll item s to it Instruction Set 8 9 Importing Quicken categories 1 Open your Quicken company 2 Select File gt Export 3 In the dialog that appears click the Custom Export radio button select V the Categories option then click the Export button Aatrix Payroll Series Version 12 4 Open your payroll program 5 Select Quicken gt Send Post Payroll 6 In the dialog that appears use the disclosure triangle located on the lower left of the dialog to open the Designate Account Links portion of the window Disregard this step if it is already open 7 Click the Import Categories button 8 In the dialog that appears click the Desktop button select the file you saved in step 3 then click Open Your categories should now be displayed in the Chart of Accounts scrolling list in the Designate Account Links portion of the Send Post Payroll window You can now establish the links between your payroll items and Quicken categories refer to the next section Linking payroll items to categories The options in the Designate Account Links portion of the Send Post Payroll window are used to link your payroll items to Quicken categories Instruction Set 8 10 Linking payroll items to categories The following instructions assume you ve already imported your categories If you have not refer to Importing Quicken c
381. ster Check Register C Pay history records C Liability Register Time card records y seg _ FSA Register For the time period Records dated before All records From the employee s fey Master List Depending on which Aatrix payroll program you are using some options are grayed out For example the FSA Register option is grayed out for all payroll programs except Ultimate Payroll 4 Select the types of records you want to delete by clicking the desired checkboxes If applicable se lect the appropriate options from the pop up menus 12 7 Maintenance If you are deleting pay history records only the employee RECS files will be deleted If you are deleting Time Card records only the LOGS files will be deleted Employee information such as name address and tax status will remain intact The RECS files contain the employee payroll records and LOGS files contain Time Card information 5 Choose whether you want to delete the records before a date you specify or all of the records If you ve processed payroll into the new year be sure to enter the appropriate date so as not to delete records you need to keep 6 Choose whether you want the records deleted from an employee list or from an individual employee the one currently open If you are deleting from an employee list it is recommended that you use the Master List for this process 7 Click Continue 8 A window will appear conf
382. stock is running low 4 Click OK Aatrix Payroll Series Version 12 How the Checkstock Watcher works Each time you quit the payroll program the number of checks you printed is tracked If your checkstock is running low a dialog such as the following will appear projecting when you are most likely to need more checkstock Checkstock Watcher Based on the checks that were issued today you are likely to need checks within the next O weeks If you have ordered checks please enter the new high check number below Highest check You can click the Order button below to order checks directly from Aatrix Order Supplies SSE If you have not ordered more checkstock and you don t want to order any at this time click OK to exit the program If you ve already ordered more checkstock enter the highest check number in the Highest check text box then click OK The Checkstock Watcher will be reset with the check number you entered Clicking the Order Supplies button allows you to order checks directly from Aatrix After printing out your order form enter how many checks you ordered The Checkstock Watcher will reset with the appropriate check number If you didn t order any checks leave the text box blank Error checking The Error Checking feature enables you to catch errors before recording your payroll into Pay History You can set up your own error checking rules that wil
383. t 7 If needed make any necessary adjustments e g move or align fields to the template by opening the template in the Check Designer and making the changes you need Aatriy Dayvrnll Cariac areainn P OITIX FGA rOl A VIAS Aare Fialtlik Tayi Oloeres Version lz J 8 Repeat steps 2 to 7 until the check prints out as needed If you cannot get your check to print out as intended you can try the following suggestions to correct the problem Adjust the size of the template by selecting File gt Form Setup Change the checkform orientation by selecting File gt Page Setup If your checkform requires printing beyond the normal printer boundaries you may try selecting the Larger Print Area option in File gt Page Setup to see if that corrects your problem A Changing to a different printer can cause significant variations in the output Check Designer Notes CHAPTER 10 h E m aa Wiii Time Card A P Chapter overview 5 The following information is covered in this chapter Time Card overview Using Time Card Other Tasks Importing Time Card hours into Payroll Printing time cards Viewing Time Card reports 10 1 Time Card Time Card overview Time Card is a feature of your payroll program that allows you to store employee work information e g date worked punch in out times in employee time sheets When you process payroll simply import the Time Card data and your payr
384. t QuickBooks gt Open QuickBooks When you do so an Open OS 9 Getfile window will appear allowing you to locate and open the QuickBooks application If the RAM memory on your computer is running low QuickBooks will be opened using the minimum memory requirements specified in the Get Info window If there is not enough RAM memory to open QuickBooks at the minimum memory setup the payroll program will quit and QuickBooks will open 6 In QuickBooks open the company you want then select File gt Import An Open OS 9 Getfile window will appear allowing you to open the Aatrix Top Pay Liabs Export file that was saved in the Aatrix Top Pay folder to do so click the Desktop button open your hard drive select the Aatrix Top Pay folder and select Aatrix Top Pay Liabs Export The steps provided for finding the export file will be different if you moved the Aatrix Top Pay folder after installing Once your liability check data is posted trash the Aatrix Top Pay Liabs Export file so that you don t accidentally post the data again Note The employee names and liability payee names may appear in your Other Names list in QuickBooks 8 11 Posting Payroll Data Posting to Aatrix MacP amp L This section contains the following information e The Aatrix MacP amp L menu e Linking Aatrix MacP amp L accounts to payroll items e Sending posting paychecks to Aatrix MacP amp L e Sending posting liability checks to Aatrix MacP amp L Before
385. t corner of the template The name of the field will include a character to signify that it is an Accumulated field Move this field to its proper location Your template should now look similar to the following illustration 6 069 My Test Checkform Hame Social Sec Number Payroll Date Check Description Hours Current Year to date Description Current Y T D Regular Pay aHours C Hours YTO Hours Federal Tax Federal Federal YTO Overtime State Tax State D Overtime FICA Tax FICA Commission Local Tax Local Bonus Miscellaneous Mis TOTALS TOTALS 2ITTL DED i r T Ae 4 Up to this point you have learned how to use the options in the New Fields dialog to create many different types of fields such as the Normal Hours Year to Date and Accumulated types Finish adding the fields to the stub portion of your checkform template Top pop up menu Text during layout Hours Regular Overtime OT Normal Regular Overtime C OT Year to Date Regular Overtime YTD OT Hours Regular D Overtime D OT Normal Regular D Overtime C D OT Year to Date Regular D Overtime YTD D OT Create the TTL YTD Total Year to Date calculation field as an Accumulated field as explained in the New Fields Accumulated on page 9 10 Aatrix Payroll Series Version 12 When you are done your template should look similar to the following illustration e868 My Test Checkform 4 Name Social Sec Number Payroll Date Check
386. t included on a paycheck Then Warn me but let processing continue oo a l Warn me and stop payroll processing Only for employees in the state of Only for employees in the city of Use the above dialog to create a rule that warns you if a particular deduction or employer paid contribution is not included on an employee paycheck You can even limit the warning to employees of specific cities and or states 5 After setting up your error checking rule click OK The rule will be displayed in the scrolling list where it can be edited or removed from the list 6 Click OK when you have finished setting up your error checking rules Find and replace The Find and Replace feature saves you the time of having to go into each employee s file and make a change that must also be made in many other employee files For example if you need to change a health insurance deduction amount from 100 to 125 you simply Find the 100 and Replace it with 125 or if you need to replace your salaried employees pay from 700 to 750 or if you need to change the pay rate of your minimum wage hourly employees from 4 25 to 4 50 The Find feature also allows you to Find and Replace an amount of a deduction extra income item or employer paid contribution Aatrix Payroll Series Version 12 In the Employees tab window select Edit gt Find to open the Find dialog Find this Amount Text Find here Extra I
387. t the name of the employee whose FSA register you want to view or edit 3 Click the Register button O Adams Samuel Register Medical FSA W Edit Cure DT te Balance i J DE Med Opening Balance 7500 TS 00 11 22 22 2002 February contribution wool T o 1123 22 2002 Me 175 00 EF erar FE i TS i 1 EHW PA En id 1 iD l i z f i f Dene i _ E 15 6 Aatrix Top Pay Version 12 4 From the Register pop up menu select either Medical FSA or Dependent Care FSA 5 View delete or edit any of the entries in the displayed register Delete Entry To delete an entry select the entry you wish to delete Click the Delete Entry button The entry will be per manently deleted from the selected FSA register The program does not automatically adjust the FSA registers if you delete a paycheck from Pay History You must go into the FSA register s and manually delete the corresponding entry Edit Entry To edit an entry select the entry you wish to edit Click the Edit button A dialog will appear allowing you to change any of the information related to the selected entry 6 Click Done to return to the Cafeteria Plan Administrator window 7 Click Done to close the Cafeteria Plan Administrator window Pre designed Cafeteria Plan reports that cull information from the FSA registers are available in the Reports tab window An example of a Cafeteria Plan report is i
388. tain commands that operate the program The menus are listed across the top of the screen To pull down a menu point to the title of the menu at the top of the screen you want to access Press and hold down the mouse button to open the menu To choose a command drag the pointer to the command you want Release the mouse button and the command will ac tivate Pop up menus The payroll program also uses a feature called pop up menus The pop up menus offer you additional fea tures and options to choose from as you operate the payroll program These pop up menus are located within various dialog boxes as you operate the program When you hold the mouse button down on a pop up menu the menu literally pops up from the dialog Move the mouse pointer to your selected option choice and when you release the mouse button your choice will be selected Pay period Semimonthly P3 Small black triangles indicate the availability of a pop up menu Weekly Biweekly lt Semimonthly Monthly 10 Monthly Quarterly Semi Annually Annualky The Save Open windows A Save window OS 9 Putfile dialog allows you to tell the computer where to save any new files you cre ate A similar window called the Open window OS 9 Getfile dialog is used for opening files that have al ready been created These dialogs allow you to open every folder on both your hard disk or your disk drives Displays current Save as My file Enter file n
389. tate tax The State field from the Deduction Groups options will total all the state tax amounts Active Income Fields This option is not available in Freeform Report Builder It is part of the Freeform Report Builder utility Employer Paid Groups This type of field works like the Deductions Groups field above only it is used with Employer Paid Contri butions Liability Checks This option makes available all fields that relate to liability checks Reports Bottom pop up menu options The bottom pop up menu in the New Fields dialog contains options specific to your company What is available here depends on the choices made in the above two pop ups For example if you have selected Personal Data in the middle pop up the choices in the bottom menu re flect Employee personal data items such as hire date contact name and address and pay period If you have selected Deduction Types on the other hand the choices reflect items such as Federal Income Tax Medicare and Social Security Field maintenance Once a field has been placed on your report form template there are many things you may do it get it to print the way you want For example you may want to change the font or you may need to use the align feature to properly align a column of data Feel free to experiment with the different methods for managing Freeform fields described in this section Selecting fields To select a single field click the mouse pointer anywhere on
390. tch is less than is more than or is between the amount you select Date Limits transactions that are displayed in the register according to a specific date Allows you to view trans actions that match is before is after or is between the date you select Number Limit transactions that are displayed in the register according to a specific check number Allows you to view transactions that match is before is after or is between the check number you select Description Limit transactions that are displayed in the register according to a specific description Allows you to view transactions that contains starts with ends with or matches the description you select Memo Limits transactions that are displayed in the register according to a specific memo Allows you to view transactions that contains starts with ends with or matches the memo you select 7 11 Liabilities Voided Displays only the voided transactions in your check register Note To return to the original register display click the Stop limiting button Managing check registers Managing a check register can involve many different actions For example you will need to record deposits and withdrawals if you want to keep an accurate balance Also you may find there are times when you need to void a check This section describes those actions that are involved in managing a check register Entering deposits In order to maintain an accurate check register
391. tching employer amounts for Social Security Medicare health insurance and similar items It also includes employer payments for fed eral unemployment state unemployment disability and other related items Extra Income This refers to additional income such as bonuses commissions tips different pay rates for different jobs and other sources of extra income This feature is not available in Aatrix PayCheck Pay History This refers to your employee s year to date payroll records Individual paychecks can be viewed in Pay History Plug Ins These are utilities that you use to increase the power and versatility of your payroll programs For a list of these plug ins and their functions refer to Plug ins overview on page 1 13 Introduction The Internet menu From the menu bar a category called Internet is available when your payroll program is open The commands in this menu are detailed below Check for updates Online Registration Payroll FAQ Online Support Find a Consultant eSupport Ordering Supplies State Forms Support Plans Aatrix Care Online Manuals Check for updates With your Customer ID you can access updates for your payroll program Online Registration Rather than using mail or fax this web page provides you with direct online registration of your software Payroll FAQ Provides you free of charge access to a Knowledge Base that contains frequently asked questions about the Aatrix payroll soft
392. te 14 16 Hours 346 68 Payrate 21 27 Hours 1 0 629 00 Medicare 306 16 NO 2002 North Dakota 935 75 Pension Plan 501 993 9699 Gross Pay 5 623 90 Fayrate 12 95 Hours 433 35 Payrate Mr Hours Net Pay 3 697 84 Amount 4 550 20 Amount Amount Met Fay 5 207 14 Amount 4 333 50 62 85 104 16 100 00 Met Pay 4 139 12 Amount 5 625 00 51 55 143 08 100 00 Net Pay 4 090 80 Amount 5 520 50 Amount 36 22 80 60 140 78 100 00 Net Pay 3 594 22 Amount 4916 64 Amount 21 27 71 59 135 19 100 00 Net Pay 4 139 16 Amount 5 614 55 Amount 9 45 Aatrix Payroll Series Version 12 Employee Data Summary Report The Employee Data Summary report details all income sources assigned deductions and employer paid contributions for a single employee or an entire Employee List The report lists an employee s pay as well as all limit amounts and percentages on all pay items Use this report to check the correctness of your employee files after they have been created or at any time that an employee s pay items are in question Check the report for properly assigned and personalized payroll items An example of the information contained in an Employee Data Summary report is illustrated below Employee Data Summary Reporting on Adams Samuel J Printed on 1071 703 Page 1 Samuel J Adams SSH 3435 34 2423 Box 15 Ib 101001010 Grand Forks ND 58203 Group Other CANS Regular Fay 10 50 per hour Ex
393. tem for the period you defined in the Reports tab window monthly quarterly etc Hours This option prints the total hours worked for the item you selected App Wages and Tips Certain deductions and employer paid contributions such as Social Security and Federal Unemployment need to report the wages that are used to calculate the deduction or contribution For most employers ap plicable wages will be the same as gross wages If you have a travel reimbursement pension plan or simi lar non taxed income the applicable wages will not be the same For these cases use the App Wages option The App Tips option is used for reporting tip income Pay Rate This option prints the pay rate for the income item you selected 7 Click the Add button The item is added to the Assigned Report Items list 8 Continue adding items to the Assigned Report Items list by repeating Steps 4 7 until you ve added all the items you want on your report 9 Optional Change the position of the assigned items using the Move buttons refer to illustration in Step 1 Move Up Moves the selected report item one position up Move Down Moves the selected report item one position down Move to First Moves the selected report item to the beginning of the list Move to Last Moves the selected report item to the end of the list Note Remember the order that the report items are listed in Assigned Report Items field from top to bottom is th
394. tems and their setup for the whatever is selected in the Employee List i e Employee List Settings an individual employee Aatrix Payroll Series Version 12 Process Payroll tab window When you are ready to process your payroll click the Process Payroll tab Company Employees Payroll Items Liabilities QuickBooks 5 Z H Add Item Remove Item As Report Print Check Record Check Queue Check Print Queue Send Post Revert Help 16 lt Bentz amp Co f k Employee List Master List KA N i AE Adams Samuel J QuickCalc On Gross a Deductions Employer Paid Net Pay 945 30 188 50 76 90 756 80 Income Pay Rate Hours Amount i Regular Pay 10 50 86 67 910 04 Overtime 15 75 0 0 0 00 f Double Overtime 21 00 0 0 0 00 e Commission 0 00 0 0 0 00 Di Bonus 0 00 0 0 0 00 Dietz Raymond R f EIC Payment 35 26 0 0 35 26 Eastman Bonnie D 86 67 i Extra Income Pay Rate Hours Amount Job Vacation 0 00 0 0 0 00 Ly None Deductions Tips Wages Amount j FE 2003 US Fede 910 04 71 00 Social Security 0 00 910 04 56 42 Medicare 0 00 910 04 13 20 ND 2002 North D 910 04 12 24 CA 2002 Californ 910 04 17 44 Health Insurance 910 04 18 20 f 188 50 l Martin Terrance J Employer Paid Wages Amount Mertz Angella A FUTA 910 04 7 28 I Messinger Michael D i Medicare Match 910 04 13 20 i E v Social Security M 910 04 56 42 Yi
395. ter e EFTPS overview e Setting up and using EFTPS e Connecting to the Aatrix EFTPS Server Troubleshooting 14 1 EFTPS overview Electronic Federal Tax Payment System EFTPS is a system whereby federal tax payments are transmitted electronically to the Internal Revenue Service It is managed by two financial agents First National Bank of Chicago and NationsBank on behalf of the Department of Treasury EFTPS is meant to replace all paper deposit coupons Under the proposed EFTPS requirements that took effect on January 1 2000 you must make electronic deposits of all depository taxes such as employment tax excise tax and corporate income tax using the Electronic Federal Tax Payment System EFTPS in 2003 if e The total deposits of such taxes in 2001 were more than 200 000 or e You were required to use EFTPS in 2002 Taxpayers with aggregate Federal tax deposits exceeding 200 000 during the calendar year 1999 became subject to the requirement to deposit by EFTPS beginning January 1 2001 Taxpayers with aggregate Federal tax deposits exceeding 200 000 during the calendar year 2000 became subject to the requirement to deposit by EFTPS beginning January 1 2002 If you are required to use EFTPS and fail to do so you may be subject to a 10 penalty If you are not required to use EFTPS you may participate voluntarily To get more information you can visit the IRS web site at http www irs gov A Aatrix EFTPS requires t
396. th Direct Deposit the employer does not need to sign paychecks re issue paychecks damaged from printing separate and stuff paychecks into envelopes or mail paychecks This is a cost savings to the employer because no money is spent on such things as check stock envelopes postage or stop payment fees Direct Deposit also provides advantages to the employee For example paychecks are always deposited on payday regardless of vacation or sickness There are no trips to their bank or the risk of lost or stolen checks How does it work Pay Stub One time Authorization Employer Direct Deposit Employee ACH Employer Financial Institution Transaction Financial Institution Note You can print payment stubs in your payroll program that are similar to the paychecks you provide to employees who want paper checks 13 2 Aatrix Payroll Series 12 Setting up for direct deposit Setting up for direct deposit consists of three steps e Setting up your company e Setting up employees for direct deposit e Sending a pre notification file Setting up the company Use the following instructions for each company that has employees who want to be paid through direct deposit Instruction Set 13 1 Setting up a company for direct deposit 1 Inthe Company tab window click the Direct Deposit button ACH Direct Deposit Setup Please fill in this window if you will be using the ACH Direct Deposit features of this program Account
397. the CD ROM 2 1 7 Company Setup Program preferences When you select Program the following window opens DOBE Preferences l Accounting Program Preferences Employees Printing Program Security Time Card _ Automatic backup if checks are printed or edited QuickCalc real time check calulation Support large employee lists 750 employees eter teats employee lists for pay periods and active inactive Disable Payment History window on start up a ea e E 01 01 02 to 12 31 02 Current fiscal year runs from cy Help F Cancel Following is a description for each option in the Preferences window Automatic backup The program defaults to automatic backup This means that whenever you print or edit a check you are prompted to back up when you quit the program There is always the possibility of hard disk failure or damage to your data due to a variety of causes Therefore always keep a backup of your data If needed re ferto Backing up payroll data on page 12 2 QuickCalc real time check calculation When you are entering or changing values in an employee s paysheet the program by default uses a real time check calculating process called QuickCalc When the QuickCalc option is selected the program automatically calculates the employee s deductions and contributions when an income value is changed If you deselect QuickCalc the progr
398. the arrow keys Date menu It is extremely important that you date your employee s personal notes The program automatically stamps the note with the day and date as soon as you open the Notes window If you are only reviewing the notes delete the date To turn off this feature select Date gt Auto Stamp On Start Up From the Date menu choose whether or not to include the Day Date or Time then select the desired style for each A check mark V will appear next to the options you have selected The program automatically enters today s date at the position of the cursor in the format you selected Margins To set the margins and or tab size select File gt Set Margins A window will appear allowing you to set up your margins Selecting text Selecting text is accomplished by clicking the mouse and then dragging over the desired text Once select ed highlighted you can cut and paste the text remove it Clear or change the format font size style 3 13 Employees Deleting text Text can be deleted by selecting it and choosing the Edit gt Cut or by using the delete key Deleting files When you have added notes to an employee s file click the close button a red X icon in the upper left hand corner of the note window to display the Save changes to Last Name First Name before clos ing window Click Save to save the note eee Bartz Theodore TXT Ted has been late to work three times He has be
399. the following instruction set No matter what type of report you are generating e g pre designed EZ Report the steps are basically the same That is you set the report criteria in the Reports tab window then determine whether you want to first preview the report or send it directly to the printer Instruction Set 6 1 Generating a report 1 Inthe Reports tab window select the report you want from the Reports list on the right 2 Set the criteria for the report Reports list Select the report you want to generate from the Reports list on the right Samples of the pre designed re ports are provided in Appendix B Sample Reports on page B 1 ertified Payroll Summary ost Center Analysis P Projection Summary Department Report Employee Data Summary Employee Data Detail Employee Personal Data Summary Estimated Annual Wage MacP amp L Pending Posts New Employee Settings Report on You can generate a report from an entire Employee List or an individual employee by clicking the desired radio button The name of the currently selected Employee List and the name of the currently selected em ployee is displayed Report On Employee List Master List Employee Untitled If you wish to change the name of the Employee List select the one you want from the Employee List pop up menu If you wish to change the name of the currently selected employee select the name of the employee from the Employee list Some reports
400. the legend at the bottom of your stub por tion The program marks each item with a small case letter For example a 34 43 b 54 78 c 50 00 9 13 Check Designer The Income Explanations field will specify what each letter stands for For example a Overtime b Training c Travel money e The Inc Expls inc rts field works the same way as the Income Explanations field but it also pro vides the hourly rate for each extra income item if applicable In order for this field to work properly you must have the Active Income fields on the checkform The legend should be placed at the bottom of the check or stub and will look something like the following when it is printed out a Overtime 8 75 hr b Training 12 50 hr c Travel money Liability Checks When you select the Liability Checks option in the middle pop up menu the bottom pop up menu will list the fields that should be used specifically for liability checkform templates Field Maintenance Once a field has been placed on your template there are many things you can do to get it to print the way you want For example you may want to change the font or you may need to use the Align feature to properly align a column of data Feel free to experiment with the different methods described in this section Selecting fields To select a single field click the mouse pointer anywhere on the text of the field Payroll Date When afield is selected you will
401. the new company generate the necessary QuickBooks data files before continuing For detailed instructions refer to Creating QuickBooks payroll data files 1 Click the New Company button in either the Company tab window or the Company Selection window at program startup 2 Enter the name for the new company in the dialog that appears Save company as Aatrix Payroll Series Version 12 The program creates a folder for this company and saves it in the Aatrix Payroll folder The company fold er will contain a Checkforms f folder an Employee Files f folder a Registers f folder and a Reports f folder a A folder has been created for Simeone amp Sandberg Before entering your employees you need to Enter your company information in the Company tab window Review the default settings e g deductions employer paids vacation sick holiday etc and make any necessary changes If you are converting QuickBooks payroll data a series of windows will appear that require you to match your QuickBooks payroll items to specific payroll items in the payroll program 3 Note that the name of your new company has been added to the Companies list Enter all relevant information for this company Company Selection Please select a company to open Bentz amp Co Quit Continue l Sample Company You can switch companies at any Simeone amp Sandberg time within the program by
402. the same period as the liability check If the reports match the amount on the check examine the individual s pay history records for errors If they do not match compare the totals to find the error When I process payroll my deduction employer paid item is still calculating for a partic ular employee when they have reached their limit How can fix this First make sure the upper limits are set properly To do so click on the Payroll Items tab win dow and double click the deduction employer paid item in question If the upper limits are cor rect go through each check from Pay History records making sure the correct amount is listed in the wages column for this deduction employer paid item When I process Payroll it keeps entering the same hours all the time would like it to be zero How can change this Aatrix Top Pay has a default set of hours based on your pay period For example Weekly will be 40 hours biweekly is 80 hours and semi monthly is 86 67 hours You can change the default to zero in the Employee Preferences window Select Preferences in the Edit menu In the window that appears click Employees There is a check box for alternate default hours Check the box and enter zero My Federal State tax tables are not calculating correctly In the Employees tab window confirm the settings for Pay Period Filing Status and Exemp tions are correct Also verify that any tax exempt income items or deductions in the Payr
403. the text of the field Payroll Date gt When a field is selected you will see the handles To select multiple fields hold down the SHIFT key while clicking the mouse pointer on the text of the fields You can also draw a rectangle around the fields that you want to select as illustrated below Note that you don t have to completely draw around the field as long as the field is touched by the dotted rectangle it will be selected You will note that each item you select has handles on the corners Name Address 4 Draw the rectangle around the fields you want to select Use ity reer er Statn Zig Code the Object Selection tool to access the arrow Name Address City State Zip Code lt The selected fields look like this Editing fields Throughout the process of creating a customized report there may be times when you need to edit or modify an existing Text or New field Instruction Set 6 13 Editing a field 1 Open the Freeform report that has a field you want to edit 2 Double click the field Text or New that needs to be edited 3 Ihn the dialog that appears edit the field as needed 6 30 Aatrix Payroll Series Version 12 e If you are editing a Text field type in the new text or edit the existing text e Ifyou are editing a New field select the appropriate options in the pop up menus 4 Click OK Deleting fields There may be times when you decide you need to
404. this company s Employee Files f folder The payroll program uses the links you designated in this file every time you post your payroll or liability data for this company Don t trash the Quicken Categories export file until you successfully send post payroll to Quicken at AN least once 8You can now send post your paycheck data as well as your liability check information to Quicken when needed For details refer to Sending posting paychecks to Quicken on page 8 26 and Sending posting liability checks to Quicken on page 8 27 Editing existing links This section describes how to modify existing links for the currently open company Removing links To remove a link from the Existing links list select the link you want to remove then click the Unlink but ton Swapping links To swap the type credit or debit of an existing link select the link you want to swap then click the Swap c d button Adding new links You can choose from two methods for adding new links e If you are creating a new deduction or employer paid contribution you can create the link in the New Deduction or New Contribution window e Create the link in the Designate Account Links portion of the Send Post Payroll window If needed click the arrow button to open the Designate Account Links part of the window Note If your Quicken accounts or categories have any payroll related changes you will need to export the new information out of Quicken then import
405. ting employee lists If you no longer want an employee list to appear in the Employee List pop up menu use the following instructions to remove the list Instruction Set 3 19 Deleting an employee list 1 Quit out of your payroll program On your hard disk open the Aatrix Payroll f folder Open the company folder that contains the employee list you want to delete Open the Employee Files f folder Locate the name of the employee list you want to delete then drag this file to the trash Close each of the folders you opened Go ahead and open the payroll program again if you want Aatrix Payroll Series Version 12 Adding employees to employee lists The program provides two methods in which you can add employees to the Employee Lists you create It is probably more convenient to use the first method if you want to add a number of employees to a newly created Employee List The second method can be used to add one employee at a time to an Employee List You should experiment with both methods to find the method you prefer You may find however that you prefer both methods depending upon the circumstances Instruction Set 3 20 Adding an employee to an employee list employee to as many different lists as you wish f You should not add the same employee twice to the same Employee List although you may add the same METHOD 1 This method uses the Add Employee to List command Use it if you have a number of employees to add to
406. ting out a sample time card you find that some printing adjust ments are needed refer to the following section Continue test printing until your time cards looks the way you want Adjusting time card printing settings If the time cards are not printing out correctly on your printer click the Adjust Printing button Printing Adjustments Adjust these printing settings if the time cards aren t printing out correctly on your printer Vertical adjustment Move top margin down 10 pixels Vertical printing is 72 pixels per inch rizontal adjustment Move left margin over 10 pixels Horizontal printing is 80 pixels per inch A Printing to a Page printer ie LaserWriter Use the Printing Adjustments dialog to adjust the printing settings of the top and left margins of your time cards For example if your printer requires you to center feed time card stock you could move the left margin over by the number of appropriate pixels If you are printing to a page feed printer such as a LaserWriter click the Printing to a Page printer checkbox Note If you select one of the available printers in the Printer pop up menu e g Style Writer LaserWriter Pro and you alter the settings in the Printing Adjustments dialog the program will automatically change your selection in the Printer pop up menu to the Custom Settings option Viewing Time Card reports Predesigned reports have been created for your Time Car
407. tion Form Existing evaluation questions What changes would you Wke to improve your dui Does the employee know the duties within the jol Emplopee comunicats ideas clearh Employee maintains an organized workspace Move Down EMiplopie it a self starter Which adjectives describe this employee s work h ST TAT Gesonbe this employee s character in a few word k Print j Rowe Up _ eS Erm Se Aatrix Payroll Series Version 12 3 From the Evaluation Form pop up menu select the New Form option New Form Sample Evaluation Form 4 In the dialog box that appears enter a name for the evaluation form you are creating such as Per formance Evaluation Form New Survey Please provide a name to save the survey form as before continuing f Cancel Esave A 5 Click Save 6 Once the form has been saved you can add whatever questions you want to it For details refer to Adding questions to evaluation forms on page 3 29 Adding questions to evaluation forms Once an evaluation form is saved you can add the questions you want to the form Instruction Set 3 23 Adding a question to an evaluation form 1 Inthe Employees tab window click the Evaluate button 2 In the Employee Evaluator window click the Form Setup button 3 From the Evaluation Form pop up menu select the form you want to add questions to 4 Click the New button New Question E E a E E a e a EB Question rResponse
408. tion options for your modem A Aatrix EFTPS will not work with high speed Internet connections You must use a modem Port type Modem Select this option unless the printer option applies Printer Select the Printer option if your modem is connected to the printer port on your computer Speed From the Speed pop up menu select the modem speed should not exceed 2400 baud Initialization string Enter ATM1 If this string doesn t work refer to your modem user manual for the one that is specific to your modem Precede phone number with Enter the long distance access number or sequence 1f any Also enter the number that allows access an outside line e g 9 Adding a comma to the string will pause the dialing process for a brief moment You may find that you need to add more than one comma in order for a successful dial out 14 8 NO A m trin Dary All O IDO g Aatrix Payroll Series 1 Follow phone number with Enter the number required after you dial the long distance telephone number if any For example a long distance dialing code preceded by commas if necessary I am calling from the Grand Forks ND local dialing area Click the Calling from Grand Forks checkbox if you are calling from the Grand Forks local dialing area This tells the Aatrix EFTPS that your transmission to the EFTPS Server is not a long distance call Click OK Select File gt Save Setting up security If security is an issue in your co
409. tional Click the Personal Info button if you want to add personal information to this employ ee s file For detailed information refer to Adding personal information on page 3 11 5 Click Save An employee file will be created and saved in the Employee Files f folder of the currently open company For more information on saving employee information refer to Saving employees on page 3 7 6 Open the Payroll Items tab window and select the employee you are setting up 7 Select V the payroll items that you want assigned to this employee and modify if necessary For details on personalizing a payroll item refer to Editing payroll items on page 4 19 8 Some states require you to set up a special employee tax status To determine if your state has a module to handle the special setup refer to Appendix A States Requiring Special Attention on page A 1 Saving employees When saving a new employee file the program automatically places the new record in the Employee Files f folder of the currently open company and adds the employee s name to the Master List If an Employee List other than the Master List is open when a new employee is saved the program also adds the employee s name to this list Click the Save button upon entering a new employee or editing an existing one Employees Editing employees When an employee s marital status pay rate or other information changes their file needs to be edited and saved with the n
410. tions Looking up specific words or topics is fast and easy in PDF guides In Acrobat select Edit gt Find or Command F to find infor mation using specific words All table of contents indices and cross references are interactive On Line Help Check out our on line help at www aatrix com Telephone Support For customers who want that human touch Aatrix is proud to provide telephone support with our qualified customer support staff To help us provide answers to your questions please have the following informa tion ready when you call e Company name and credit card number e Computer information such as computer type amount of memory RAM system version and printer type e Be at your computer with the program open so that we can walk you through your solution step by step Contacting Customer Support Note Customer Support is available for a nominal charge on a credit card Hours Monday Friday 8 00am 5 00 pm CST Telephone 701 746 6017 Fax 701 746 4393 E Mail esupport aatrix com Mail Aatrix Software Inc c o Customer Support Dept PO Box 5129 Grand Forks ND 58206 5129 1 17 Introduction Notes 1 18 CHAPTER 22 a a anaa Wiii amp TTTTTALLLLL Hil i EET Company Setup e Chapter overview m The following information is covered in this chapter Setting up new companies Using departments and groups Preferences Using other features such as
411. title you enter will be printed at the top and center of your report and displayed in the Reports list of the Reports tab window 3 Set the Column Width You have the option of letting the program automatically set the column widths for you or you can deter mine these widths yourself If you decide to set your own column widths click the Manual radio button and enter the width you want in inches in the text box The program will print your report using the col umn width you entered except for the employee name column which is automatically set at approximate ly 25 characters by the program 4 Depending on the order you want the items to print select either Employee Data Deductions Em ployer Paid or Extra Income The order is very important The program prints the items in the order that you add them to the Assigned Report Items list starting from the top You will probably want to add the Employee Data first so that items such as employee name social security number etc are listed first 5 Select a report item e g Employee name from the list on the left 6 17 au f f 6 If applicable select what type the report item is See illustration in Step 1 A type is active when it applies to a report item and grayed out when it doesn t For example the only types that are available for deductions and contributions are the Amount App Wages and App Tips Amount The Amount option prints the amount of the selected i
412. to print in landscape mode printing across the longer side of an 8 5 x 11 inch sheet of paper In order to view all the report information you will need to select the Page Setup command from the File menu before printing the report Settings Format for Paper Size Page Setup Page Attributes E _ Any Printer E z US Letter Hid 8 50 ip Orientation Scale In the Page Setup window select on of the landscape mode options Aatrix Payroll Series Version 12 Payroll Reports Certified Payroll Summary Report The following dialog will appear when you select the Certified Payroll Summary Report option in the Reports list and then click the Preview Report button Customize Certified Payroll Report Select items to include on the report Your state may only require certain tems Select them here C Include employees whose Gross Pay 0 00 Cancel 1 Select V all the items you want to include in your certified payroll report 2 Optional Select the Include employees whose Gross Pay 0 00 if you want the report to include employees who have no gross pay 3 Click OK The Certified Payroll Summary report will display all information for all payroll items selected in the above window If applicable it will include the pay rate hours and amounts for each selected payroll item for each employee You can use the values in this report to enter into your own state certified payroll report S
413. top of the dialog to remind you what this field is for Enter the text you want printed on the check If this text will be the same for all the employees mark the Save for all subsequent checks check box The program prints the text on the checks If you don t save different text can be entered for each paycheck Pay Rate Prints the employee pay rates on the paychecks Hours Prints the YTD and Fiscal YTD Hours on the paychecks 9 11 Check Designer Applicable wages and tips Prints the amount of applicable wages or tips applied to whatever you select in the bottom pop up menu Overtime Prints the employee s OT and Double OT hours and amounts for the pay period Note The Pay Rate Hours and Applicable wages and tips options are not available in Aatrix PayCheck Normal Year to Date Fiscal YTD and Hours Note Because there are so many possible combinations for the Normal Year to Date Fiscal YTD and Hours field types only the Normal type will be illustrated as well as some options that need further explanation Middle pop up section Paycheck Data The following illustration shows what options are available in the bottom pop up menu when the Paycheck Data option is selected in the middle pop up menu Field Is Normal Adjusted Gross Available Holiday T Available Sick Available Vacation Check Number l Gross Pay E Net Pay Net Pay as Text Payroll Date Pay Period Ending Available Medical FS
414. tra MOORIE Yacation 0 00 Chourly rate Deductions Federal Income Tax Linked to FE 2002 US Federal in Aatrix Taxbase This is categorized as a Federal Income Tax deduction Social Security 6 20 This has an Upper Limit applied to it 34 900 00 per year This is categorized as a Social Security deduction Medicare 1 45 3 This is categorized as a Medicare deduction AD 2002 Horth Dakota Linked to NC 2002 Morth Carolina in Aatrix Taxbase This is categorized as a State Income Tax deduction Employer Paid FUT A 0 60 3 of gross This has an Upper Limit applied to it 7 000 00 per year Medicare Match 1 45 58 of gross This is categorized as a Medicare Match employer paid item Social Security Match 6 20 of gross This has an Upper Limit applied to it 24 900 00 per year This is categorized as a Social Security Match employer paid item Health Insurance 2 00 This is categorized as a Miscellaneous deduction Sample Reports Employee Personal Data Summary Report The Employee Personal Data Summary report details all the personal data you have entered in your employee files The Separate Pages option is automatically selected when you choose this report Options Print to Apple LaserWriter fse parate Pages This option is automatically selected The report displayed below is with the Separate Pages option marked Samyel J dams Box 15 Gr
415. ttings option Note You can think of the New Employee Settings option as the default set up for any new employee you enter into the program When you enter a new employee the program automatically sets up the employee with the payroll items you have selected for the New Employee Settings option Individual employees If you want to assign a payroll item to an individual employee select the name of the employee in the Em ployee list Assign the payroll item by clicking in the Selection column located to the left of the payroll item f pppd E A check mark V will appear next to the name of j T the item to indicate that it is assigned SUTA If you selected the Employee List Settings option in Step 1 a window will appear asking if you want to as sign the payroll item to the selected Employee List and to the New Employee Settings file Clicking Yes will assign the item to all the employees on the selected Employee List and the New Employee Settings file 4 18 Aatrix Payroll Series Version 12 Unassigning payroll items There may be times when you need to unassign a payroll item from an employee For example an employee may no longer want dental insurance deducted from their paycheck Instruction Set 4 7 Unassigning a payroll item 1 Determine which employee s you want to unassign the payroll item then make the appropriate selection in the Employee List 1 e Employee List Settings New Employee Settings or an individu
416. tton bar In the Edit Deduction window select the number of personal exemptions zero one or two for the selected employee Click the Next button Enter the number of credits claimed Click the OK button Repeat these steps until the personal exemption has been set for all Louisiana employees Maryland To set the tax status of your Maryland employees click the Payroll Items tab and select a Maryland em ployee from your employee list Highlight the deduction and click Edit Item from the button bar In the Edit Deduction window select the local rate for the selected employee Click the OK button Repeat these steps until the tax status has been set for all maryland employees Massachusetts To set the special status deduction employee or spouse is blind employee and spouse is blind no blind ness of your Massachusetts employees click the Payroll Items tab and select a Massachusetts employee from your Employee List Highlight the deduction and click Edit Item from the button bar In the Edit De duction window select the deduction status for the selected employee Click the Next button and indicate if the employee will file as head of household Click the OK button Repeat these steps until the status has been set for all Massachusetts employees Mississippi To enter the amount of line 6 from the Mississippi Withholding Exemption Certificate Form 89 350 click the Payroll Items tab and select a Mississippi employee from your Employee List
417. u bar at the top of the screen when the Intuit QuickBooks option is selected in Accounting Preferences You will use the commands in this menu to post your payroll data to your QuickBooks accounting software QuickBooks Send Post Payroll Open QuickBooks Note If the QuickBooks menu is not displayed in the menu bar select Edit gt Preferences In the window that appears click the Accounting Options button From the Menu Link to pop up menu select Intuit QuickBooks then click OK Posting Payroll Data Linking QuickBooks accounts to payroll items Select QuickBooks gt Send Post Payroll or click the Send Post Payroll button in the Process Payroll tab window Send Post Payroll BUC ECERS payroll data type Paychecks Liability checks Employee list f Master List Date recorded C Override date with 11 25 03 Designate Account Links 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 Ads Gross Pay Not assigned or all sa Bad Debt Ha 3 Entry type Gross Pay Accounting Bank Charges a Gross Pay Advertising Benefits Gross Pay Development 7 Car amp Truck T Gross Pay Marketing Commissions Gross Pay Research T Cost of Goods f Import Chart of Accounts Ai EAA SIRE AE ARLE E AAEM T Existing links Unlink f Report hn ree ee nl k The Send Post Payroll wind
418. u may find helpful These features are e Checkstock Watcher e Error Checking e Find and replace e Mailing labels Checkstock Watcher The Checkstock feature is a unique function of your payroll program When set up the program will warn you when the number of checks you have on hand is running low when you quit the payroll program Instruction Set 2 9 Setting up the Checkstock Watcher 1 Inthe Company tab window click the Check Stock button 2 Inthe dialog that appears select the Turn Checkstock Watcher On checkbox Checkstock Watcher Setup Use the Checkstock Watcher to warn you when the number of _ checks you have on hand is running low Mi Turn Checkstock Watcher On Checkstock is used for paychecks only Checkstock is used for paychecks and misc checks Highest check number of checkstock on hand Warn 4 weeks ahead of time when checkstock is low f Cancel 3 Set up the options as needed Checkstock is used for paychecks only Select this option if you only print paychecks Checkstock is used for paychecks and misc checks Select this option if you print both paychecks and miscellaneous checks In the text box enter the average number of miscellaneous checks you write per week Highest check number of checkstock on hand Look at your existing checkstock and enter the highest check number Warn x weeks ahead of time Enter how many weeks in advance you want to be warned when your check
419. u may find that you need to go into your check register and edit an existing entry Instruction Set 7 9 Editing a check register entry 1 Access the Check Register window by clicking the View Register button 2 In the Check Register window select the entry you want to edit 3 Click the Edit Entry button to display a window similar to the following 366 Edit Entry iaa ESEE Description nternal Revenue i Address Memo SSS tems to Allocate Amount FE 2003 US Federal Federal l Medicare Medicare mar Social Security 3 social Securi g vi This is a a liability check for Whole Year r E EEE E f Reprint 1 Cancel CS ee 4 Make the changes you want 5 Click OK Note When you click the Reprint button a window will appear allowing you to select the checkform you want to use for reprinting The program prints only the date check number address description and the amount of the check If you need to reprint a paycheck do so from the Pay History window If you change any information in the Edit Entry window before clicking the Reprint button you must exit the Edit Entry window then return to the Edit Entry window in order for your changes to print using the Reprint option 7 15 Liabilities Voiding entries If you have recorded a transaction in error and it is no longer valid you can use the void option to void that entry Instruction Set 7 10 Voiding a check register entry 1
420. u select the Accumulat ed field the following dialog will appear 8 6 Accumulator field Numeric fields on form Accumulating Max 50 gt gt Assign gt gt The Accumulator field dialog allows you to select variables from the left list and assign them to the accu mulated fields on the right side The variables you select will be added together to produce the accumulated variable For example an accu mulation can be used to create a total liability field to add up your total tax deposit for the pay period After assigning your fields to the right side click the close button box in the upper left corner Enter a title in the Text during layout textbox for your accumulator field Keep the title short if possible in order not to clutter up the form template When you click OK the field will appear on the report form with a gt character next to it signifying that the field is an accumulated field Prompted A Prompted field type allows you to enter information just before printing a report A T paragraph mark character is displayed alongside prompted fields as an identification mark A memo is the best example of how to use this field Title to prompt with 32 chrs Default to 50 chrs l Cancel 1 Reports A prompted Enter Memo dialog appears when you run the report At this time you can fill in the text for this field the text appears on the report Memo Winter Party Dec 21
421. ulation option set up in Time Card Pref erences the program offers the following two methods for entering an income item name 1 When you tab to the Income Source field enter the first letter of the name of the income item you wish to apply these specific hours to The program will search your list of available income items and automatically fill in the field with the name of the income item that it first matches If the program se lected the wrong income item type in the next letter of the income item name and the program will search for the next closest match and so on 2 Press Command L when you tab to the Income Source field A dialog will appear listing your available income items Select the income item you wish to apply these specific hours to then click the Select button The income item you selected will be entered into the Income Source field 10 6 Aatrix Payroll Series 12 Printing employee time sheets You can print out your employees work hours at any time to verify the data entries and to keep a hard copy on file Instruction Set 10 2 Printing an employee time sheet 1 From the Employees tab window select Activities gt Time Card 2 Inthe Time Sheet window select the employee whose time sheet you want to print from the Em ployee List on the left 3 Click the Print button Frim time entries for the date range One month January One quarter f lst quarter B Ooneday OBerween 1 17
422. unt Refer to IRS Publication 502 for a list of eligible medical expenses and other related information It is recommended that employers set an allowed maximum for a medical spending account so as to reduce their risk Dependent Care A Dependent Care Spending Account allows an employee to set aside before tax dollars to pay for day care expenses for children under 13 years old or for adult day care for a disabled spouse or other disabled dependent According to IRS regulation a maximum of 5000 00 can be set aside in a De pendent Care account each Plan Year for married couples filing jointly and single heads of house holds Refer to IRS Publication 503 or a tax advisor for information on eligible dependent care expenses e Premium conversion The premium conversion part pays insurance premiums in before tax dollars for Group Sponsored In surance Programs such as Health Insurance Dental Insurance Prescription Drug Insurance Term Life Insurance up to 50 000 etc Note Benefit payments on long term and short term disability will be taxable to the recipient if the premiums are paid in before tax dollars 15 4 Aatrix Top Pay Version 12 Setting up the Cafeteria Plan Administrator Before setting up your employees in the Cafeteria Plan Administrator you should have finalized all the details of your Cafeteria Plan e g benefits being offered eligibility requirements reimbursement schedule etc Instruction Set 15 1 Setting up
423. unt that will be used if an employee is not assigned to a department or if a department that doesn t have its gross linked to a specific QuickBooks or MacP amp L account Company Setup Editing department names There may be times due to company re organization or company marketing plans that you will need to edit the name of an existing department Instruction Set 2 5 Editing a department name 1 In the Company tab window click the Departments radio button Select the department you want to edit Click the Edit button In the dialog that appears edit the department name Click OK The department will be listed with its new name Note If a department is assigned to an employee the program automatically changes the name of the depart ment in the Personal Info dialog too Creating groups Many employers need to designate which group an employee belongs to for the purposes of certified payroll Since the titles for these groups may be different in every state you can enter your own titles Instruction Set 2 6 Creating a group 1 2 3 In the Company tab window click the Groups radio button Click the New button Enter the new group title In the text box enter the name of the group 2 10 Aatrix Payroll Series Version 12 You cannot remove the names of the groups from the list You can however change the names of existing A groups 4 Click OK The group name appears in the scrolli
424. ur option selected in Time Card Preferences the program will not add the AM PM in formation like it will if you select the 12 Hour option 10 4 Aatrix Payroll Series 12 Information on 12 Hour AM PM entries For entries in the In field the program assumes that the times entered are AM times If the entry is a PM time you need to place a separator after the time entry and then type the letter p for PM For example to enter 11 15 PM in the In field you could enter 11 15 p and the program would format it as 11 15 PM when you press the Tab key or Enter key For entries in the Out field the program calculates whether the time entry is an AM or PM entry based upon the entry in the In field For example if you entered 10 00 AM in the In field and 2 15 in the Out field the program would format the Out entry as 2 15 PM when you press the Tab or Enter key If you entered 8 00 AM in the In field and 10 45 in the Out field the program would format the Out field entry as 10 45 AM when you press the Tab or Enter key Note These last two examples illustrate how the program uses the noon hour in determining whether the time entry should be AM or PM In Out entries that involve Midnight The program will calculate the In Out time for entries which involve a midnight shift The manner in which you enter a midnight value depends on which Time Format option 12 Hour or 24 Hour you have selected in the Time Card Preferences
425. using Aatrix PayCheck enter the number of vacation hours either earned or taken in the Hours Accumulator fields If you have the Vacation Accumulator Aatrix PayCheck option selected in Employee Preferences fields for the Hours Accumulator are displayed at the bottom of each employee paycheck The first time you process payroll with the Hours Accumulator enter the number of vacation hours the se lected employee currently has available in the Earned field Press the tab key and the hours will be added to the Available field Later when the employee earns or uses vacation hours simply enter the hours in the appropriate field You can track and print the vacation hours information on the employee paychecks if the appropriate fields are placed on the checkform template 8 When the employee paysheet is correctly filled out select from the following three options Queue Check Selecting this option adds the employee s paycheck to the Check Queue This is the recommended method for printing recording your payroll because it allows you to print all your employee paychecks at the same time When you are ready to print your queued paychecks refer to Printing paychecks from the Check Queue on page 5 12 Print Check Selecting this option allows you to print a paycheck for selected employee now For more information re ferto Printing checks from the Process Payroll window on page 5 6 Record Check Selecting this option will record the p
426. ve Item As Report Print Check Record Check Queue Check Print Queue Send Post Revert Help 58 Bentz amp Co i a Employee List _ Master List KA A ER Adams Samuel J QuickCalc On i E Gross ay Deductions Employer Paid Net Pay i 945 30 188 50 76 90 756 80 Income Pay Rate Hours Amount l f Regular Pay 10 50 86 67 910 04 l Overtime 15 75 0 0 0 00 Double Overtime 21 00 0 0 0 00 e l Commission 0 00 0 0 0 00 jVani Bonus 0 00 0 0 0 00 Dietz Raymond R EIC Payment 35 26 0 0 35 26 Eastman Bonnie D 86 67 545 30 is i i Extra Income Pay Rate Hours Amount Job Eri 5 Wacation 0 00 0 0 0 00 ej None ffri Deductions Tips Wages Amount lianas rria ae FE 2003 US Fede 910 04 71 00 Hud p E T Social Security 0 00 910 04 56 42 sagen Pamela Jo Medicare 0 00 910 04 13 20 f t ND 2002 North D 910 04 12 24 CA 2002 Californ 910 04 17 44 l i Health Insurance 910 04 18 20 Martin Terrance J Employer Paid Wages Amount Mertz Angella A we FUTA 910 04 7 28 vq l i Mi i Medicare Match 910 04 13 20 l E v Social Security M 910 04 56 42 Y 76 50 4s The Process Payroll tab window displays the Employee Paysheet When you select an employee the paysheet itemizes the income deductions and employer contributions that you assigned to the selected employee The program totals the amounts and displays them at the top of th
427. w keys located at the bottom right corner of your keyboard to move the item s This will move the item 1 72 of an inch 3 Select the field s to move Then while holding down the COMMAND key use the arrow keys to move the selected field s 9 15 Check Designer 4 Select the field s to move Select Edit gt Cut the field will be cut to the Clipboard Use your mouse to select the new location for the field s Select Edit gt Paste to place the field s back on the form Aligning fields The Align feature allows you to align multiple fields to the left right top or bottom of a checkform Instruction Set 9 8 Aligning a field on a checkform 1 On the template select the fields you want to align 2 Select Edit gt Align 3 In the dialog window that appears choose the direction to align the selected fields horizontally or vertically Note You can align fields either by column or by row but not by both column and row simultaneously 4 Click OK Changing fonts and font styles You can further customize your paychecks by choosing the individual font and size of each field on the checkform All fields can be the same font and size or each field can be different However make sure you use fonts that your printer will recognize To set the font or size of a field before you place it on the checkform use the Font and Style menus to select the desired setting before defining the field To change a font or size after a field has
428. w where you can set up the preferences for all companies For details refer to Preferences overview on page 2 13 EFTPS Clicking this button brings up the Aatrix EFTPS Enrollment Form It is a two page form for you to fill out and submit to Aatrix Software if you wish to enroll with the Aatrix EFTPS Service For more information refer to Chapter 14 Aatrix EFTPS on page 14 1 Calendar Clicking this button opens the Reminders Calendar window Reminders are a handy way to remember em ployee anniversaries employee birthdays and due dates for state and federal tax forms For details refer to Chapter 11 Setting Up Reminders on page 11 1 Checkstock Clicking this button opens the Checkstock Watcher It is here that you can set up the program to warn you when the number of checks you have on hand are running low For details refer to the Checkstock Watcher on page 2 22 Error Check Clicking this button opens a dialog where you can setup error checking rules that will stop payroll process ing errors from occurring For more information refer to Error checking on page 2 23 Opening companies Depending on which payroll program you are using will determine the window that appears when you launch your payroll program Single company payroll programs If you are using Aatrix PayCheck Aatrix Payroll or Ultimate Payroll single company the following dialog will appear when you launch the program Click the Open button next to the c
429. ware Online Support This web page provides a variety of Support information e g how to use eSupport Find a Consultant Provides information on Aatrix Resellers and Qualified Installers eSupport This web page allows you to send an email directly to the Aatrix Technical Support staff Ordering Supplies This connection takes you to the Aatrix Online Store State Forms This web page has information on which state forms we provide as an option to our payroll software Support Plans Provides information on the different support plans that are available to our Aatrix customers Aatrix Care If you are on the Aatrix Care Support Plan this connection provides access to the Support Knowledge Base and QuickTime help movies Online Guides From this web page you can download the electronic version of the User Guides To open these guides you need Acrobat Reader installed on your computer 1 14 Aatrix Payroll Series Version 12 Understanding the basics The following information is dedicated to those users who are not familiar with the Macintosh computer and Apple Interface Experienced Macintosh users can skip this section This section is not intended to replace the guide that came with your Macintosh We recommend that you read that guide first Quitting the program To quit the payroll program select Aatrix Payroll gt Quit Aatrix Payroll Using pull down menus Your payroll program uses a series of pull down menus that con
430. would set the 401K for the com pany s share in the Employer Paid section Click the green New button and title it 401K Com pany Set the Employer type to Pension Assign the 401K Company to the employee and then set the calculation method The calculation method may not always be the same as the Employees share You would also create a deduction for the employee paid portion of the 401k deduction by clicking the red New button How can I create a 401K deduction A 401K is setup in the Payroll Items window In the Deductions section click the red button and type in the title 401K Set the Deduction Type to Pension Leave the calculation method to zero since each employee may have a different method for their 401K deduction Assign the 401K deduction to an employee and set the calculation method on the Assigned side for each employee Some employees may elect a straight amount while other may want a percentage How can include reimbursed income in employees payroll In the Payroll Items window click the blue New button in the Income section of the window Enter a title like Mileage Reimbursement Set the Type to reimbursement Set the Calculation method to regular for a straight reimbursement amount Assign the reimbursement to the appli cable employees How can set up tipped income for my employees In the Payroll Items window click the blue New button in the Income section Enter a Tips in the title Set the Type to Tips The Calcul
431. y Match Gross 6 20 84 900 00 nag SUTA Gross Martin Terrance J Mertz Angella A To personalize an item click the name of the item When it s highlighted click the Edit Item button to modify the item Messinger Michael D Any payroll item that is displayed in this window is available to assign to your employee files The payroll items you initially see are the ones you created via the installation process Use the New buttons to create additional items Once a payroll item is created you can assign the item to all the employees on the selected Employee List individual employee files or to the New Employee Settings file To assign an item select the All Employees New Employee Settings or an individual employee from the Employee List then click the desired payroll item A checkmark V will appear next to the name of the payroll item to indicate that it is assigned to whatever file is selected in the Employee List Note The ability to create Income items i e items not considered regular pay is not a feature of Aatrix Pay Check If you need to process payroll using extra income items you will have to upgrade Clicking Show Hide will turn on off the detail e g type of each item To edit an item highlight the payroll item and click Edit Item Clicking Delete Item will delete the selected payroll item Clicking the Print Report button allows you to print a report showing the assigned payroll i
432. y of their respective owners and should be treated as such Copyright 2002 2003 Aatrix Software Incorporated All rights reserved Aatrix Payroll 12 0 User Guide for Aatrix Top Pay MultiUltimate Ultimate MacP amp L Payroll PayCheck Payroll CONTENTS TABLE OF CONTENTS CHAPTER 1 INTRODUCTION User Guide OVervlew 24454 4044 06 4604 444 baenediae dese ate bain ediae des eaiaeaews 1 2 Symbols and conventions 0 eee eee eee e eens 1 2 Aatrix Payroll Series PDF User Guide 0 0 0 000 eee nne 1 2 Navigating online manuals 0 0 0 cece eee eee eens 1 3 Using Adobe Acrobat Reader 1 0 0 0 0 ees 1 3 Accessing topics using bookmarks 0 0 eect eens 1 3 Finding SpeCiG OPCs errare coe drde ese odin Ree Gees 92 oeG seo Foes see ees 1 3 Printing PDF Manuals 2 0 0 0 eee eee e eens 1 4 Program Installation Instructions 0 0 00 ccc eee ee eens 1 4 Aatrix Payroll Series overvieWw 4 64 046 ddt Ge taret donde adteeaaeee tou teeadtew sawed 1 5 Company tab window 0 0 eee teen ee eee eee ees 1 6 Employ ces Tab Window o 440 460254ees eee sauna des bodes aes sedeesue sere ueee set l 7 Payroll Items tab window s 266 020 040662 0 600060255 aae 1 8 Process Payroll tab windoW 0 0 ee eee teen ee eens 1 9 Reports tab WihGOW esr esa sesa s eaa k he bieace hee den ene ooo ace E E dee eo ee 1 10 AAD MICS tab Window es posit co ea hh RE Ge A Re eh ee eee Bee eee eh 1 11 PETA
433. y to the printer without previewing it You can use the EZ Report button to access the EZ Report Builder a utility that enables you to quickly put payroll information together into a report format while the Freeform Report button launches a powerful report designer that allows you to build an incredible array of customized reports The Freeform Report Builder is a feature only available in Ultimate and Multi Ultimate Payroll Aatrix Pay check does not have either the Freeform or EZ Report Builders If you require the ability to customize reports you can upgrade your current payroll program Call S800 426 0854 for details 1 10 Aatrix Payroll Series Version 12 Liabilities tab window Click the Liabilities tab to print record both liability and miscellaneous checks Employees Payroll Items Process Payroll Reports Liabilities QuickBooks n TN E Z Me 2 amp ah l l view Register Payment Hist Deposit Withdrawal Memorize Verify Send EFTPS Print Check Record Check Help f i f Ls O Bentz amp Co Register Check Register A To write a Check 5533 Ke Siu bia Rd Date Check 7004 Grand Forks NO S8201 g j j j j f i f j j j 1 Select or Create a Payment 941 Liability FUTA Liability SUTA Liability Health Insurance Selected items for this check Amount Not Allocated ey es l Amount Not Allocated E Amou
434. yCheck payroll program your list of available income sources will include ONLY Regular Pay Regular OT and Regular Dbl OT What income source choices you have depend on whether or not the Automatic Overtime Calculation op tion is selected and set up in the Time Card Preferences e If the Automatic Overtime Calculation option is set up in Time Card Preferences When you tab to the Income Source field the program fills in the field with the Regular Pay income type When you import the Time Card hours for payroll processing the program calculates the number of hours and enters these hours into the appropriate fields regular overtime and double overtime of the employee s paysheet If you need to assign specific hours e g the employee worked a holiday to overtime or double overtime click your mouse in the Income Source field A pop up menu will appear see below allowing you to select the appropriate income item Employee Adams Samuel Daie Ir CPU a come SOURCE 12 02 P 3 03 Regular Pay r203 100 Pe reco rm S00 gular Py ara 1 00 pe 6 15 pm 525 Regular Pi a03 8 00 Pe S59 AM 796 Regulis cP a qular P aa 4 504M E00AM 317 IE saulsr Pay e Regular Pay Cuso3 450 4M 6 00AM 3 17 Regular Pa a a Regular OT e es Regular Dbl OT e If you want to assign hours to extra income items e g Training in addition to the regular in come and you don t have the Automatic Overtime Calc
435. you want to print labels for from the scrolling list Only those employees who are selected will be printed 2 Enter the number of copies you want printed of each label If you need more than one copy of a particular label e g 30 company labels for the return address on 30 envelopes enter the number of copies you need in the text box 3 Click the Print button 4 Align the label paper in your printer then click the Print button laser printer you have label paper may be placed in the printer either face up or face down Check with your You may want to test print on plain paper before printing on actual label paper Also depending on the type of Ss printer guide to determine how your printer feeds paper Label Setup Use the options in the following window to set up the specifications for printing mailing labels then click OK Setup Mailing Labels Labels are ilup 2up 3 up Printing on a LaserWriter Measurements Label width ao Label height 1 25 Top margin 0 25 Left margin 0 25 When entering height and width of MEGIN Example labels include the distance between labels for example 4 inch labels with 1 2 inch between them should be entered as 4 5 inches Labels are Select the type of label paper 1 up 2 up or 3 up you are printing on The 1 up labels come on a sheet with only one column of labels The 2 up labels come on a sheet with two columns of labels The 3 up labels h
436. your form Length a inches Width 3 5 inches rd Fit as many as possible on a sheet of paper When printing from an Employee list Print each file as a separate report page l Just print the totals of all files in the list m Do both of the above options C Total after every entries f Cancel 4 Size Since this report will print all the employees in rows and columns on one page enter a page size that repre sents the length and width that is necessary for one employee s information Enter 5 inches for the length and 9 5 inches for the width The length of the form is very short because it will be repeated for each em ployee on the list to fill the whole page Fit as many as possible Click the Fit as many as possible on a sheet of paper check box so the program prints the information for as many employees as possible on one page When printing from an Employee list Click the Do both of the above options radio button 8 Click OK Reports The report screen should re appear as shown below eos My Report Since this report template is only 5 inches long vertically it only takes up the top part of the screen 9 Add the New fields to the form template Note For details on each of the different field types refer to the section called Understanding Fields on page 6 23 a Select Fields gt New Field l E Field Is Normal Personal Data Address Text du
437. yroll item you want to add to this paycheck record 5 Click the Add button 6 If needed repeat steps 4 and 5 to add more pay items 7 Click Done when you have finished adding the pay item s you want This action adds the payroll item s to this paycheck record only It is not permanently assigned to the em ployee s payroll file 8 Once the payroll item is added enter the appropriate values e g wages amounts for this period keeping in mind that the amounts for deductions and contributions are not recalculated Removing pay items from paycheck records If needed you can remove payroll items from a paycheck record Be aware that after removing the payroll item s the program does not recalculate the deductions and contributions Note Other than being in different windows the instructions for removing payroll items from a paysheet in the Process Payroll window are similar to removing pay items from a paycheck record 3 17 Employees Instruction Set 3 10 Removing pay items from a paycheck record 1 Inthe Employees tab window select the employee you want from the Employee List on the left then click the Pay History button 2 From the Select Check Date pop up menu select the paycheck you want to remove payroll item s from 3 Click the Remove Item button Remove Pay Item gt Select a pay item to remove Regular Pay Overtime Double Overtime FE 2003 US Federal Social Security Medicare NO 2002 N

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