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OPEN SYSTEMS® Accounting Software Payroll User`s Manual

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1. Pie Commands Edit Modes Other Scroll Commands Help 2x pelma g OK Abandon Formula ID 5 Description loyment Ins Factor 1 Factor 2 0 0000 Factor 4 Factor 5 0 0000 Variable Formula TABLE2 1 1 RETVAL z TABLE2 1 2 RETVAL 3 TAXEARN YTDEARNINGS aj IF LIOO2 gt LIOO3 T H LIOOS EL LIO02 LI004 L1001 100 LIOOS YTDWITHHOLDINGS IF LIOOG gt TAXEARNITH TAXEARNJEL LIOO6 IF LIDO7 lt 0 T HIOJEL LIDO y zj Formula Line 001 of 008 Enter edit Append Goto Header Create Program Company H 09 17 2000 Terminal TODO OVR The TABLE2 function looks for the value in line 1 column 1 of the tax table which in this case equals 9 10 The TABLE2 function looks for the value in line 1 column 2 of the tax table which in this case equals 19000 TAXEARN taxable earnings is added to YTDEARNINGS year to date earnings for that withholding Line 4 of the formula employs the conditional function in this case the result is the smaller of L1002 or LI003 The value established in L1004 is multiplied by LI001 the product is divided by 100 YTDWITHHOLDINGS year to date withholdings is subtracted from LI005 Payroll User s Manual About Formulas 7 The conditional function is used to determine the value of LIO07 If LI006 is greater than TAXEARN LI007 is equal to TAXEARN if not LI007 is equal to LI006 8 The result of the entire formula is the result of its last line In
2. Company H 09 10 2002 Terminal TODO OVR Use the commands to work with the information on the screen e Press Enter to edit a line item Press A to add a line item Line items are identified by deductions codes which are set up in the Deductions function see page 11 17 When you add or edit monthly deduction information you can enter amounts for three months for each deduction Each field s mask is user defined The quarter totals and year to date totals are updated by the sum of the values you enter for the three months Payroll User s Manual 10 37 Employee History File Maintenance If the deduction code is excluded from state withholdings deferred compensation you must enter the state code If you leave the State field empty the system assumes that the withholding is for federal deferred compensation e Press N to save your entries and move to the next screen you selected e Press P to save your changes and return to the previous screen e Press Gto go to a specific line item then enter the deduction code or use the Inquiry F2 command to select a code This command is available only when there is more than one screen of items e Press Cto change the current quarter e Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side Employee Federal Tax History Screen Use the Employee Federal Tax History
3. Withholding Report Federal state and local tax authorities may require your company to make a deposit based on the amounts you withheld from employees checks These deposits may be required after each pay period or at the end of every quarter The Withholding Report is a summary of these employee payroll withholding amounts for one pay period The Quarterly Withholding Report summarizes the statistics for one quarter Withholding Report Screen Select Withholding Report from the Payday Reports and Posting submenu The Withholding Report screen appears Withholding Report lol xj Commands Edit Modes Other Help 2X DR mn g OK Abandon Payroll Number 000054 Quarter 3 Group Code 1 Period End Date on Checks GL Period 3 Print Earnings As Gross Earnings Taxable Earnings Company H 03 16 2002 Terminal T000 OVA The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions Payroll User s Manual 6 47 Withholding Report Payday Work Withholding 09 16 2002 1 05 PM Gross Wages State MN BOU001 Bourne Linda C 7500 00 00 GEROOL Gerard Timothy G 5550 00 00 JENOOl Jenkins Kathy M 7500 00 00 LUROOl Lukas George 2500 00 00 Select the kind of earnings you want in the report You can choose either gross earnings or taxable earnings Select the output dev
4. Have You Printed the Recurring Time Ticket List and the Recurring Deductions List V Be sure that you have backed up your data files before copying RunCode From 1 Thru 12 Cutoff Date 06 01 2002 Time Ticket Date 09 11 2002 Opening files Company H 09 11 2002 Terminal T000 OVR 1 Select the check box or enter Y in text mode when you have printed the Recurring Time Ticket List and the Recurring Deductions List Clear the check box or enter N in text mode if you have not printed these lists and do so before proceeding Verify that you have backed up your data files before proceeding 2 Enter the range of run codes you want to copy Payroll User s Manual 5 23 Copy Recurring Entries Daily Work 3 Enter the cutoff date Recurring entries that have a cutoff date after the date you enter here will be copied 4 Enter the date you want the system to use as the transaction date 5 Select the output device to begin printing the Copy Recurring Entries Log See Output the Report on page 1 74 for more information After the log is produced the Daily Work menu appears Copy Recurring Entries Log 09 11 2002 Builders Supply 12 13 PM Copy Recurring Entries Audit Trail State Local Phase Cost Bouool JONOO1 RUN CODE 1 PAY TOTALS Grand Total Pay Grand Total Ded End of Report 5 24 Payroll User s Manual Post Transactions When you post transactions time ticket and miscella
5. Allows you to enter an access code Pressing this key or key combination twice opens a utility menu similar to the Other Commands menu on graphical screens See Other Commands Menu on page 1 38 for more information on the commands available Switches between live and sample data Allows you to change the workstation date Exits from OSAS Allows you to output the current screen to a printer print preview window or file Allows you to change to a different fiscal year when you are inside the General Ledger or Payroll menus 1 31 OSAS Text Menu Introduction Command Alternate Key Key Description F10 Add to Cirl Z Pressing this key or key combination on the Delete main menu adds the selected application or Favorites function to your Favorites menu Pressing this key on the Favorites menu removes the selected application or function from the Favorites menu Shift F2 Esc l Opens a screen listing information about the Application applications you have installed Info Shift F5 Esc G On Windows workstations pressing this key Menu combination toggles between graphical and text Style main menus Shift F6 Esc K On Windows workstations pressing this key Toggle GUI combination toggles between graphical and text screens function screens PgUp Moves back one menu level Tab Moves back to the main menu from any application menus Enter Selects an application menu or function from a menu Up
6. 7 447 82 _ 1914 80 _ 1 434 00 _ 5624 45 147 82 DAS y 1914 80 Tab Tax Amounts Entersedit oper Next page Previous page Goto Change quarter Quarter Totals Totals Company H 06 02 2000 Terminal T000 OVR See page 10 3 for an explanation of the commands and fields When you finish viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry selection screen appears enter another employee for which to view history or use the Exit F7 command to return to the Employee Inquiry menu Payroll User s Manual 4 17 Employee History Employee Inquiry Employee State Tax History Inquiry Screen This screen appears when you select Employee State History on the selection screen 4 Employee State Tax History ix Commands Edit Modes Other Scroll Commands Help 2xe sea amp Ok Abandon Employee ID BOUO01 Bourne Linda C Eamings State Code October November December OTR 4 YTD 28969 05 28969 05 z 28969 05 28969 05 al al fe 3 z Tax Amounts State Code October November December OTR 4 11D 459 20 _ MN swH 204361 oo 2043 61 2043 61 _ ea a l E E Tab Tax Amounts Enterzedit Append Next page Previous page Gato Change quarter Quarter Totals Mont Gtals Company H
7. DO 0054 EI 2b8T 606 6 096 8708 OT PRE 00 00 5 EZ Lip 8P 08 OT PRE 00 00 5 AA 6TSP 22 89Pb 00 00 00 00 00 00 660T 028 65P Dag 208 shutuazeg 55019 2002 08 60 Surpug 13318ND sya 204 Treasq ur azodey SHutproyyatm T sazend Atddns s sprrng 00 0052 000052 000052 00 0052 00 0052 000052 00 552 00 552 00 552 00 552 00 552 00 552 00 0054 000054 00 0054 000054 000054 000054 00 0555 00 0555 00 00 5 00 0555 00 0555 00 00 5 shutuaeg Tsaapsg 00 00 0052 00 000052 261039 sexnT 00 00 552 00 00 552 H sraey uryouop 00 oo oos 00 000054 H ysey surgust 00 00 0555 00 00 0555 9 ygout pas sg 00 00 00 00 3 Bputy sumog aio TOONOL ald TOONAL ard TOONAI ald Toonod NI 23545 se en 55019 awen seAotdmg qr dug Hd OF 2T 2002 LT 60 9 19 Payroll User s Manual Quarterly State Unemployment Report The Quarterly State Unemployment Report consists of two parts a detailed wage report and a worksheet that shows the calculation for the employer s quarterly unemployment contribution Depending on a state s requirements you can sort the report by social security number or employee name and you can choose to exclude employees with zero earnings from the report These options must be set up in the PAINxxx Payroll Information file page 10 57 Yo
8. Payroll User s Manual 01 09 1993 01 23 1987 05 31 1987 03 31 1993 04 01 1986 11 04 1989 11 30 1992 06 07 1959 12 31 1954 10 26 1959 04 22 1964 11 15 1968 07 04 1970 12 18 1978 8 9 Personnel Roster The Personnel Roster is a list of employees and miscellaneous information about them The information is taken from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Personnel Reports 09 17 2002 Builders Supply 9 55 AM Personnel Roster Insurance Coverage Employee Name 0 H EEO H S Group Chk Loc Salary Yearly Salary Bouool Bourne Linda C 01 09 1993 459 30 1099 Admin Asst 01 09 1993 7500 00 y 90000 00 Ins Coverage Family Blue Cross GEROOL Gerard Timothy G 01 23 1987 468 22 4819 1 V P Sales 01 23 1987 5550 00 66600 00 Ins Coverage Family Blue Cross JONOOL Jonchim Maria K 03 31 1993 468 80 9944 Secretary 03 31 1993 5 15600 00 Ins Coverage None End of Report Payroll User s Manual 8 11 Education Report The Education Report shows employees education history and other user defined information The information is taken from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Education Report 06 14 2002 Builders Supply 1 25 PM Education Report By Last Name ID Employee Name 3 0 H Description Bouool Bourne Linda C 01 09 1988 BSCE Bachelors Computer Math Ins Coverage Fam
9. Settings Edit Print Help MINNEAPOLIS WAREH You can move around the screen in these ways e Press the down arrow or Enter to move from field to field e Select the appropriate command on the command bar Payroll User s Manual 1 43 OSAS Text Functions Introduction Use commands to access information screens or to toggle commands on and off See Commands and Flags on page 1 44 for more information e Ifa screen contains more than one section press PgDn when prompted to move to the next section e Ifa menu appears prompting you for the kind of information to enter or maintain such as on Transaction or File Maintenance screens select the appropriate option and press Enter e Press F7 to exit the screen and return to the main menu Text Function Screen Elements Command Line The command line appears at the bottom of the screen and gives you access to commands that allow you to move around the screen add or edit information change settings for selected lines or select output devices Press the highlighted key to use a command Enter edit Append View Workstation ID Header The commands that are available depend upon the function you are using Consult the user s manual for the appropriate application for information on commands in the command line Commands and Flags Like the text menu text function screens also contain several commands that allow you to perform tasks related to the function yo
10. The PAHWxxx Check Withholdings History file stores a record of the withholdings associated with each check you disburse for payroll expenses Check records and the withholdings associated with them are deleted through the Periodic Maintenance function The PATHxxx Transaction History file stores the time tickets and miscellaneous payroll entries you make through the Payroll Transactions function Transaction history is deleted through the Periodic Maintenance function The PAHVxxx Leave Adjustment History file stores the positive and negative adjustments you make to an employee s sick and vacation pay File Interaction Daily Payday and Periodic Work Once your Payroll system is set up nearly all the new data in the system comes through the PATRxxx file This file stores the detailed records of each transaction entry To view the contents of the file produce the Time Ticket Journal and the Miscellaneous Deductions Journal Payroll User s Manual Introduction The Payroll System Periodically you post detailed information from the PATRxxx file to the PATHxxx PATPxxx and PADPxxx files After the information is posted the system prints the totals for the earning codes the grand totals of all hours and wages the totals for deductions and one time contributions and the grand totals of all deductions How often you post this information is up to you but you must post it before you can calculate payroll checks After
11. osas650 data Enter directory that contains the files to be converted C OSAS Do you want source files erased after conversion r Do you want conversion to pause if a problem is found Iv Appl Description Version Appl Description Version PA 3 Payroll 6 12 Company H 09 18 2002 Terminal TODO OVR 1 The system lists all valid OSAS data paths Select the destination directory where your new data files will reside 2 Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination 3 Ifyou want source files to be erased after conversion select the box or enter Y in text mode if not clear the box or enter N in text mode 4 If you want the conversion process to pause if a problem occurs select the box or enter Y in text mode if not clear the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem 2 12 Payroll User s Manual Installation and Conversion Conversion 5 If you are converting Payoll only enter PA in the Appl column Payroll appears If you are converting Payroll with Direct Deposit enter DD in the Appl column Direct Deposit appears 6 Enter your earlier version number of Payroll or Direct Deposit and press Enter You can determine the version by looking at the copyrights screen when you start OSAS
12. 4 Press A to append the code you will use for example WKC 5 Enter the formula name you will use for example PMN__WKC RTN The formula name must follow this format and have the extension RTN 6 Enter the table ID if necessary for example WKCMN 7 Use the Exit F7 command to return to the File Maintenance menu 8 In the Withholdings function select the state tax authority and the tax code you entered for worker s compensation See page 11 23 for information on how to proceed with setting up the withholding When you have finished setting up the withholding exit to the File Maintenance menu Payroll User s Manual B 1 Common Questions 9 Inthe Formula Maintenance function use the formula ID name you used in the Tax Authority Setup function See page 10 91 for information on how to proceed with setting up the formula There are many ways to calculate worker s compensation Depending on your state the formula could be based on labor class or sex Contact your state tax authorities for more information How do I use multistate or multilocal taxes Use the Tax Information screen in the Employees function see page 10 3 to add states and localities for which the employee may need withholdings When you enter or edit transactions in the Payroll Transactions function see on page 5 3 specify the states and localities for the employee s withholding If you use the Manual Checks function see page 6 9 to
13. Employee Miscellaneous History and PAEWxxx Employee Withholding History files To add to or change this information use the Employee History function on the File Maintenance menu see page 10 29 Employee History Inquiry Selection Screen Select Employee History from the Employee Inquiry menu The Employee History Inquiry selection screen appears 2 Employee History Inquiry Lx Commands Edit Modes Other Help 2xe pe mnl g Ok Abandon Employee ID BOUOOT Last Name Bourne First Name Linda Middle Initial Cc Do you want to see Employee Earnings History Employee Deductions History Employee Federal Tax History Employee State Tax History Employee Local Tax History ddd0d4 Company H 06 02 2000 Terminal TODO OVA Payroll User s Manual 4 13 Employee History Employee Inquiry Enter the employee ID for whom you want to view information then select the check box or enter Y in text mode next to each type of history you want to view Clear a check box or enter N in text mode if you do not want to view that type of employee history After you ve selected the information to view use the Proceed OK command to open the screen for the first history type selected Use the commands on the Information menu press Shift F2 in text mode when available to view any employee comments or documents See Employee Comments Screen on page 10 24 and Documents Screen on page 10 27 for mor
14. Enter the range of group codes to which you want the deduction to apply Enter the department to which you want the deduction to apply Leave this field blank to apply the deduction to all departments Payroll User s Manual Codes Maintenance Deductions 4 Enter P to appy the deduction to part time employees F to apply the deduction to full time employees or B to apply the deduction to both types of employees 5 Enter M to apply the deduction to married employees S to apply the deduction to single employees or B to apply the deduction to both types of employees 6 Enter the state code to which you want the deduction to apply 7 Enter the period codes to which you want the deduction to apply 8 Enter the dollar amount or percentage of the deduction you want to copy 9 Ifthe deduction has a declining balance enter the amount 10 If you want to replace any existing deduction information with the same number in your employee files select the box or enter Y in text mode If you want to leave existing deduction information as is clear the box or enter N in text mode 11 When you have finished entering information for the deduction you want to copy select the output device to print the Copy Deductions Log 12 When you are finished entering and editing deductions use the Exit F7 command to return to the Codes Maintenance menu Copy Deductions Log 9 09 2002 Builders Supply 10 58 AM Copy Deductions Log En
15. Formula Lines Each line of a formula sets the value of a variable LInnn nnn is the line number Lines are calculated in sequential order line LIOO1 is calculated before L1002 and so on You can use the results of previous lines with other variables in later formula lines The result of the entire formula is the result of the last line you defined Operations C 4 Formulas are calculated line by line Calculations in a line proceed according to the standard order of mathematical operations numbers are multiplied then divided then added and finally subtracted Below is a table of the valid operations and the order in which they are performed 1 performed first 5 performed last Operator Priority Description 1 Negative Sign 2 2 Exponentiation se 3 Multiplication Payroll User s Manual About Formulas Operator Priority Description 3 Division 4 Addition 4 Subtraction 5 Equal to lt gt 5 Not equal to gt 5 Greater than lt 5 Less than gt 5 Greater than or Equal to lt 5 Less than or Equal to Calculations are performed in the order listed in the table above from left to right To change the calculation order use parentheses to group parts of the formula together Calculation is done from the innermost set of parentheses to the outermost set Functions You can use two types of functions when constructing formulas Tables Lookup and Conditionals Both are explained below Tables
16. Payroll User s Manual 9 5 Department Report Periodic Processing Department Report 9 6 3 Select the amount of information you want to include for each department selected You can print in the report in summary a summation of the General Ledger accounts if you chose to sort by account or in detail 4 If you want each department to begin on a new page select the box or enter Y in text mode if not clear the box or enter N in text mode 5 Select the output device See Output the Report on page 1 74 for more information After the report is produced the Periodic Processing menu appears 09 17 2002 10 46 AM Department Expense Type Hours Pieces Department Liability Totals Grand Totals Hours Pieces Overtime Pay Bonus Travel Exp Cash Value Commissions Rpt Tips Regular Pay Salaried Wage Sick Pay Vacation Pay Emplyr Medicare Emplyr OASDI Unemp Ins MN Unemp Ins TOTAL End of Report Builders Supply Department Report Printed in Summary by Department Period to Date 834 490 162 00 00 00 00 00 00 00 00 00 65 4 38 Quarter to Date 693 990 4 00 00 00 00 00 00 00 00 00 00 65 Year to Date 5617 14 2588 490 4 255 62 2245 50 00 00 00 00 12809 71 107696 00 00 00 65 21 129396 Payroll User s Manual Post Expense to GL After you produce the Department Report at the end of an accoun
17. You cannot use these functions to add or change information If you want to add or change employee information use the functions on the File Maintenance menu instead Payroll User s Manual General Information Use the General Information function to view general information about employees name address phone number and so on The information comes from the PAEGxxx Employee General Information file and is entered in the Employees function see page 10 3 for an explanation of the fields To add to or change this information use the Employees function on the File Maintenance menu General Information Inquiry Screen Select General Information from the Employee Inquiry menu The inquiry screen appears General Information E 1501 x Commands Edit Modes Other Information Help 2xe rel manl g OK Abandon Emp ID 3 Direct Depost J Job Title Admin Asst Last Name Bourne Work Phone First Name Linda Middle In C Extension SuprID LUKOO1 W 2 Name Linda C Bourne Adj Hire Date 01 09 1993 Address 1 501 N Hamilton Ave Start Date 01 09 1993 Address 2 Birth Date 06 07 1959 Address 3 Term Date Res City Edina State MN Last Review Date 11 12 2000 Zip Code 55435 Country Next Review Date 11 12 2001 Phone No 612 555 1212 Last Check Date SS No 459 30 1099 Ins Coverage Family Blue Cross Sex F User Label 2 EEO Class 2 User Label 3 W 2 Fields Emergency Contact Retirement Plan Y Name Jim Bourne
18. anl g Gk Abandon Employee ID BOUOOI Bourne Linda C eng Hours Code October November December OTR 4 YTD zj al 4 3 8 500 Z Eaming Amounts Code October November December OTR 4 YTD Gross Pay 30883 82 00 00 30883 82 30883 82 Net Pay _ 18271 94 _ 00 00 18271 94 18271 94 Tabs mounts Enter edit Append Next page Previous page Goto Total gross and net pay Change quarter Quarter Totals Month Total Company H 09 10 2002 Terminal TODO OR Use the commands to work with the information on the screen e Press Tab to switch between the Earning Hours and Earning Amounts sections of the screen Press Enter to edit a line item e Press A to add a line item Line items in both the Earning Hours and Earning Amounts sections are identified by earning codes which are set up in the Earning Codes function see page 11 9 Payroll User s Manual 10 35 Employee History File Maintenance When you add or edit earning hours information you can enter hours for three months The field masks in the Earning Hours section of the screen are user defined for more information see the Resource Manager User s Manual The quarter totals and year to date totals are updated by the sum of the values you enter for the three months e Press N to save your entries and move to the next selec
19. edit Append Begin code change Header Goto Field ID Company H 09 10 2002 Terminal T000 OVA The screen contains three sections The top or Header section which includes the Field ID and Print Log fields is where you select the code or ID to change and whether to produce the printed log The lower left or Values section is where you build a list of the values you want to change by specifying the old value and the new value The lower right or Files section contains a list of the files that are changed in the applications you installed on your system Payroll User s Manual 10 95 Change Fields File Maintenance Header 1 Enter the Field ID you want to change You can change only Payroll fields from the Payroll or Payroll with Direct Deposit menus To change IDs and codes from other applications run the Change Fields function in the respective application 2 Select the Print Log check box to print a list of the files that are changed 3 After you enter the Field ID and indicate your preference for printing the log use the Proceed OK command to begin entering field values to change Values 4 To edit or add original new values in this section select a line and press Enter to edit the current line The Edit Original New Values dialog box appears Press A to append another value to the list The Add Original New Values dialog box appears 5 Enter the current field value you want to change in the Origin
20. or enter a different tax group Payroll User s Manual Daily Work Payroll Transactions Field Date Dept Inquiry Job Maint Payroll User s Manual Description Press Enter to accept today s date for the transaction or enter a different date The department ID determines the distribution of expenses in General Ledger It also indicates where the hours amount and pieces are distributed for accumulation in the PADPxxx Department file Salary expense for salaried employees is automatically distributed to the employees departments If you want to distribute expenses to different departments you must enter payroll transactions for each employee to do so Press Enter to accept the current department or enter a different department ID Enter the job ID to which you want to charge the time and amount on the time ticket The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost The description appears at the bottom of the screen for verification If Payroll interfaces with Job Cost and you want to charge the hours amount and pieces on a time ticket to a particular job or phase enter the job ID and if applicable the phase ID below When you post transactions the data updates the JOHIxxx Job Detail History file If Payroll does not interface with Job Cost you can enter job and phase information and then organize the Time Ticket Journal by job and or
21. s Manual 9 35 W 2 Forms Periodic Processing 9 36 Processing Employees Selection Screen Report W 2 Forms on Magnetic Media MMREF 1 Format Pro ces 5 xi Commands Edit Modes Other Help 2xre ee manl g OK Abandon Edit employee s information Edit employer information Generate output file Zip output file Write file to diskette Company H 09 17 2000 Terminal T000 OVR The Processing Employees selection screen contains five options to edit and create the magnetic media file Select Edit employee s information to edit the federal and state tax information for your employees See Employee Information Screen on page 9 37 for more information Select Edit employer information to return to the Submitter Record and Employer Record screens to edit the employer submitter and employer records See page 9 34 and page 9 35 for more information Select Generate output file to generate the magnetic media file See Generate MMREF 1 File Screen on page 9 39 for more information Select Zip output file to compress or zip the output file before you write it to the diskette Use this function if the file is too large to fit on one diskette Select Write file to diskette to copy the MMREF 1 file to a diskette See Write File to Diskette Screen on page 9 41 for more information Payroll User s Manual Periodic Processing W 2 Forms Employee Information Screen Report W
22. 06 02 2000 Terminal T000 OVA See page 10 3 for an explanation of the commands and fields When you finish viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry selection screen appears enter another employee for which to view history or use the Exit F7 command to return to the Employee Inquiry menu 4 18 Payroll User s Manual Employee Inquiry Employee History Employee Local Tax History Inquiry Screen This screen appears when you select Employee Local History on the selection screen 2 Employee Local Tax History ox Commands Edt Modes Other Scroll Commands Help RR em 20 Ok Abandon Employee ID BOU001 Bourne Linda C Eamings State Lo Code October November December OTR 4 YTD 2 al aj x y E Tax Amounts r State Lo Code October November December OTR 4 YTD Tab Tax Amounts Entersedit Append Next page Previous page Gota Change quarter Quarter Totals Month Totales Company H 06 02 2000 Terminal TODO OVA See page 10 3 for an explanation of the commands and fields When you finish viewing the screen press N to go to the Employee History Inquiry selection screen Enter another employee for which to view history or use the Exit F7 command to return to the Employee Inquiry menu Payroll User s Manual 4 19 Ti
23. 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com Contents Introduction Welcome to osas 1 3 The Payroll System 1 7 Payroll with Direct Deposit 1 19 Conventions 1 25 OSAS Text Menu 1 29 OSAS Graphical Menu 1 33 OSAS Text Functions 1 43 OSAS Graphical Functions 1 49 Menu and Function Commands 1 59 Favorites Menu 1 65 Information Menu 1 67 Reports 1 73 Installation and Conversion Payroll Installation 2 3 Direct Deposit Installation 2 5 Conversion 2 7 Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 Setting Up Direct Deposit 3 31 Employee Inquiry General Information 4 3 Salary Information 4 5 Tax Information 4 7 Personnel Information One Two 4 11 Payroll User s Manual Contents Employee History Time Ticket History Check History Daily Work Payroll Transactions Time Ticket Journal Miscellaneous Deductions Journal Copy Recurring Entries Post Transactions Payday Work Calculate Checks Manual Checks Edit Register Accrual Adjustments Vacation and Sick Leave Report Print Checks Print Direct Deposit Vouchers Void Checks Create Direct Deposit File Check Register Paycheck Received Report Withholding Report Employer s Tax Report Employer s Liability Report Pay Period Deduction Report Employer Department Expense Report Post Checks Payroll Reports Printing a Payroll Report Earnings and Deductions Report Sick Leave and Vacation Report
24. DZE 269 00 osoez aen PSTASTES TYS 000 FE 00552 eg ze Tnbey DN 00 artsodag 39311 68 8955T qunowy Hau 68 89551 Aed 3 N oo s0gE2Z sa en ss019 shuruzeg suotadraosaq suotaonpsa SHUTPTOYUITA shutuzeyg PS 9022 Aed 2N 00 0052 sa en 55019 paq aTdug TEAJOL Yara ardug TeaoL T82T 0 88 TOOANT suorampeg TeaoL 8 SHUTPTOYUITA TEAOL 00 0052 DEE ELT Te30L 251039 sexy 60 bash Aeg a0 0000854 sa en ss019 ped aTdmy Tes0L 98 90ST qaty aTdmg TeJ30L 660T 0 69 gt Toonoa suoraonpsg TEIOL SHUTPTOYUITA T30L 00 0054 Of ELT TeaoL J epur7 suanog uotadtzoseg uotadtazoseq saben ON Dag DOS zo AzeTes ssAotdug suotTjonped S UTPTOYYITA 2002 TE 80 Surpug porasg Aeq 104 Aremmg azsasthsy apa potasd NY PPR OT Arddns s sprrng apo dnoag 2002 9T 60 6 23 Payroll User s Manual Accrual Adjustments Use the Accrual Adjustments function to adjust sick and vacation time calculated through the Calculate Checks or Manual Checks functions You can correct accrual errors or add to the accrual for a bonus Accrual Adjustments Screen Select Accrual Adjustments from the Payday Work menu The Accrual Adjustments screen appears A Accrual Adjustments lol x Commands Edit Modes Other Help 2xe pe mm g Ok Abandon Employee ID BOUO01 aj Last Name Bourne First Name Linda Middle Initial c Vacation Sick Current Pay Period Accrual 500 3 344 Use File Maintenance to
25. Max Hours Enter the maximum number of hours an employee can work to calculate the accrual amounts for each pay period Min Accrual The number in this field is the minimum number of vacation hours an employee can accrue for each pay period If the number in the Hrs Hrs Wkd field is less than the number in this field after calculation the number in this field is used If the calculation of the accrual amount is less than the minimum accrual the minimum accrual is used TCALCxxx Table The TCALCxxx table determines the setting for the time card calculator in the Payroll Transactions function When you enter the table ID the rest of the TCALCxxx table appears A Pas ______ T Commands Edit Modes Other Help 2xe Be ma amp OK Abandon Table ID Description Time Card Overtime Calculation Number of Cols 2 Column Length 12 Type A Y Description Value OVERTIME BY WEEK OVERTIME HRS 40 Company H 09 10 2002 Terminal TODO OVR Payroll User s Manual 10 83 Tables File Maintenance Field Description Description Enter Week if you want overtime to be calculated by the week Enter Day if you want overtime to be calculated on a day by day basis Value Enter the number of regular hours reached before overtime is automatically calculated If overtime is calculated a message notifies you that overtime has been calculated and the dollar amount of the overtime appears You should enter the overtime code as
26. Payroll User s Manual 1 75 Reports Introduction Use the Devices function on the Resource Manager Workstation Configuration menu to add printers to the terminal 3 Click OK or press Enter to continue 4 When available either select Standard or press S if you want to view the report in standard width or select Compressed or press C if you want to view it in compressed width 5 Press Enter The Print Preview screen displays the report as it will look when printed out in hard copy 6 To print from this screen select Print from the File menu To exit from this screen select Exit from the File menu Save the Report as a File To save the report as a text file select File or press F The data path set up for the workstation in the Defaults function on the Resource Manager Workstation Configuration menu appears If necessary enter a new data path or click the Browse button to navigate to the correct directory then enter the file name followed by the txt extension The file name plus extension that you enter must be less than 35 characters Press Enter to save the report in that directory View the Report on Screen Text Screens Only If you are using text screens you can view selected reports directly in the OSAS screen Keep in mind that this option displays the report one page at a time storing previously viewed pages in the workstation s memory Use the Defaults function on the Resource Manager Workstation Configurati
27. Right Arrow 1 78 Tab 1 78 Up Arrow 1 78 Reports conventions 1 73 including all information 1 73 limiting information 1 73 selecting information for 1 73 reports 1 8 Resource Manager backing up 3 35 Data File Conversion function 2 7 2 12 Data File Creation function 2 3 2 6 features of 1 3 Install Applications function 2 3 2 5 2 7 Options and Interfaces 3 31 restarting Print Checks 6 30 6 34 reversing incorrect miscellaneous entries 5 4 incorrect time tickets 5 4 Right Arrow report command 1 78 Right Arrow function key 1 63 right click defined 1 25 Roll Up Leave Balances function 9 43 sample log 9 45 S Salary Information Inquiry function 4 5 Salary Review Report function 8 5 sample 8 5 sample data changing to 1 36 1 41 1 42 save check history option 3 32 Scheduled Deductions 4 5 10 14 window 10 12 scheduled deductions 6 6 scroll region commands 1 63 Down Arrow 1 54 1 63 End 1 54 1 63 Enter 1 63 Payroll User s Manual F3 1 54 1 63 Home 1 54 1 63 Ins 1 54 1 63 PgDn 1 54 1 63 PgUp 1 54 1 63 Tab 1 54 Up Arrow 1 54 1 63 SDI 9 21 Serial Inventory Lookup function key 1 62 pull down menu command 1 55 Set up application 1 41 setting up access codes 3 34 3 35 Direct Deposit tables 3 33 employee direct deposit information 3 33 employer bank information 3 33 options and interfaces 3 31 prenotification file 3 34 tables 3 34 setup 3 3 acce
28. Statutory Employee fa Work Phone 612 567 3319 Home Phone 612 555 1212 Relation Husband E Mail Ibourne builders_supply com Employee First Last Next Previous User fields Company H 09 05 2002 Terminal T000 OVR 1 Enter the ID of the employee whose information you want to view Payroll User s Manual 4 3 General Information Employee Inquiry The Direct Deposit flag appears only if Direct Deposit is installed to alert DD you that the employee participates in direct deposit 2 Use the commands to find the information you need e Press Eto view a different employee record e Press N to view the next employee record on file e Press P to view the previous employee record on file e Press F to view the first employee record on file e Press Lto view the last employee record on file e Press U to view the employee s user defined fields 3 Press Shift F2 or use the Information menu to access any comments that have been made about the employee or to view any documents that have been attached to the employee record See Employee Comments Screen on page 10 24 and Documents Screen on page 10 27 for more information Exiting from General Information Inquiry When you are finished viewing information for an employee press E to clear the screen and return to the Emp ID field Enter a different employee ID or use the Exit F7 command to return to the Employee Inquiry menu
29. Transaction History Report 4 13 4 21 4 23 5 3 5 19 5 21 5 23 5 25 6 3 6 9 6 21 6 25 6 27 6 29 6 33 6 37 6 41 6 43 6 45 6 47 6 49 6 51 6 53 6 55 6 57 7 3 7 5 7 7 7 9 Payroll User s Manual Contents 401 k Report 7 11 Check History Register 7 13 Detail Leave Report 7 15 Profit Sharing Census 7 17 Personnel Reports Printing a Personnel Report 8 3 Salary Review Report 8 5 Employee Birthday Report 8 7 Employment Anniversary Report 8 9 Personnel Roster 8 11 Education Report 8 13 Key Date Report 8 15 Additions and Terminations Report 8 17 Periodic Processing Create Prenotification File 9 3 Department Report 9 5 Post Expense to GL 9 7 Monthly Withholding Report 9 11 Quarterly Employer s Tax Report 9 13 Quarterly Withholding Report 9 17 Quarterly State Unemployment Report 9 21 941 Worksheet 9 25 W 2 Forms 9 29 Roll Up Leave Balances 9 43 Purge Recurring Entries 9 47 Periodic Maintenance 9 49 Close Last Year 9 53 File Maintenance Employee 10 3 Employee History 10 29 Leave Adjustments 10 45 Direct Deposit 10 47 Payroll User s Manual v Contents vi Departments Payroll Information Recurring Entries Tables Tax Tables Formula Maintenance Change Fields Codes Maintenance Labor Classes Tax Authority Setup Earning Codes Earning Types Deductions Withholdings Tax Groups Master File Lists Printing a Master File List Employee Detail List Employee L
30. Use the Backup function on the Resource Manager Data File Maintenance menu to back up files 3 28 Payroll User s Manual Setup Setup Functions You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Backing up Programs Once a month or so back up your programs Even though these files do not change diskettes can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Backup Media Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup media keeping one set off site Payroll User s Manual 3 29 Setting Up Direct Deposit Epi If the Direct Deposit application is installed you need to perform the tasks described in this section to set up the system for direct deposit in addition to those detailed previously Determining Options and Interfaces To set up each company s options and interfaces use the Resource Manager Options and Interfaces function see the Resource Manager User s Manual DD is the application ID Interfaces Payroll with Direct Deposit has slightly different inte
31. Withholding Code su jaj Employer Employee Employer The Append Tax Groups screen appears when you press A on the Tax Groups screen to add a withholding code to a tax group Enter the state for the employee s withholding code Enter the local withholding code if any for the employee Enter the withholding code to include in the tax group Use the Proceed OK command to save your changes and return to the Tax Groups screen 11 28 Payroll User s Manual Master File Lists Printing a Master File List Employee Detail List Employee Labels Employee Direct Deposit Information Formulas List Department List Payroll Information List Recurring Time Ticket List Recurring Deductions List Tables List Payroll User s Manual 12 3 12 5 12 7 12 9 12 11 12 13 12 15 12 17 12 19 12 21 12 1 Printing a Master File List The functions on the Master File Lists menu let you print lists of the information you entered using the File Maintenance menu These lists do not contain any calculations formulas or transaction amounts but rather list only the basic file information used in the Payroll system If any of the information on a master file list is incorrect use the appropriate function on the File Maintenance menu to correct it then reprint the master file list You produce all master file lists in the same way Use the instructions below to print a master file list modifying the procedure as necessa
32. all pay periods are set to N If you entered Y for a pay period enter the dollar amount that should be deducted 10 13 Employee File Maintenance Field Description If you entered P for a pay period enter the percentage of the employee s gross pay that should be deducted If you entered H for a pay period enter the dollar amount per hour that should be deducted If you entered D for a pay period the amount that is deducted is less than or equal to the balance If you entered E for a pay period the percentage that is deducted equals an amount less than or equal to the remaining balance If you entered only F as the pay period code for the deduction leave this field blank The formula calculates the deduction Balance If you entered D E or G for a pay period enter the maximum amount that can be deducted for the employee If this amount is deducted for an employee for a fiscal year this deduction is not taken Factor Entry When you press C to change or override the established factors for a scheduled deduction the Factor Entry screen appears lala Commands Edit Modes Other Help 2X te me me 2 S _oK Abandon Override Factors IV Factor 1 o Factor 2 o Factor 3 0000 Factor 4 0000 Factor 5 o Factor 6 PF 0000 10 14 Payroll User s Manual File Maintenance Employee If you want to override the factors you established for the scheduled deduction select the box or enter Y in text mode
33. and PAHWxxx Check Withholdings History files it also computes the eighth monthly period breakdown You cannot file the 941 Worksheet Use it as a reference while filling out the official government produced form 941 Worksheet Screen Select 941 Worksheet from the Periodic Processing menu The 941 Worksheet screen appears x Commands Edit Modes Other Help 2xe ae ma amp OK Abandon Quarter 3 Quarter Ending Date 09 30 2002 Adj of Income Tax for Preceding Quarters 720 Adi of Tax on Third Party Sick Pay 100 00 Other Dollars Adj of Soc Sec and Medicare Taxes 0 0 Total Deposits for Quarter 3000 00 1 Company H 09 17 2002 Terminal T000 OVR 1 Enter the number of the quarter for which you want to print the worksheet 2 Press Enter to use the current quarter ending date or enter the last day of the quarter for which you are producing the worksheet Payroll User s Manual 9 25 941 Worksheet Periodic Processing 3 Enter the adjustment to income tax for preceding quarters of the calendar year 4 Enter the adjustment to income tax for third party sick pay for preceding quarters of the calendar year 5 Enter the adjustment to Social Security and Medicare taxes for preceding quarters of the calendar year 6 Enter the total deposits for the quarter 7 Select the output device See Output the Report on page 1 74 for more information After the worksheet is produced the Periodi
34. end s sAotdug Loda THE 9 27 Payroll User s Manual W 2 Forms You can print W 2 forms after you have processed the payrolls for the year but before you do year end maintenance You can also print W 2 forms from last year Payroll files after you perform year end maintenance The forms summarize each employee s wages and taxes withheld during a calendar year Employees use these forms to fill out local state and federal tax returns and you must send a copy of each employee summary to the tax authorities when you complete the company s tax forms The information on W 2 forms comes from the PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files If you have employees who have worked in several states the system prints the deferred compensation for each state You may have to send copies of individual state W 2s to each state when you file your federal income tax return The Payroll system does not handle legal representative and 942 employee reporting third party sick pay Medicare for government employees or golden parachute payments You must calculate these amounts yourself and enter them in each employee s history record in the Employee History function page 10 29 The Payroll system does handle dependent care benefits 457 Plans Non 457 Plans and group term lif
35. of hours worked would be compared to the limit and in this case two weeks under limit would be recorded When you calculate FUTA SUI and FICA OASDI remember that there is no withholding above the ceiling on these wages Employee history information is stored in the PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History files 3 22 Payroll User s Manual Setup Setup Functions Initial Balances Unless you are setting up the Payroll system at the beginning of the year you must enter the payroll history for employees from the beginning of the current calendar year so that reports accurately reflect the payroll for the year How you enter initial balances and payroll history depends on whether you are setting up the system with or without check employee and transaction history If you installed Payroll General Ledger Bank Reconciliation and Job Cost at the same time leave the application interfaces turned on If you are adding Payroll to an existing system turn the application interfaces off to prevent double posting while you set up initial balances Setting up Without Check or Transaction History If you do not need check or transaction history the simplest way to set up Payroll is to collect all the period to date quarter to date and year to date numbers for departments then use the Departments function to enter
36. s history record is updated 11 Press PgDn to save your entries in the header section and move to the scroll region 12 Use the commands to work with the entries in the scroll region e Press Enter to change the Exclusion status of a deduction or earning code The check box status alternates between selected and cleared in graphical mode or YES and NO in text mode e Press A to exclude all deductions or earning codes e Press N to include all deductions or earning codes in the withholding Payroll User s Manual 11 25 Withholdings Codes Maintenance e Press Gto go to a specific line item then enter the deduction or earning code or use the Inquiry F2 command to select the code This command appears only if there is more than one screen of items e Press Tab to switch between the deductions and earning codes scroll regions e Press F to edit the withholding formula for the withholding you are working with See page 10 91 and appendix C for more information on formulas 11 26 Payroll User s Manual Tax Groups Use the Tax Groups function to create and edit the withholding codes for a tax group used to calculate withholdings from employees earnings The Tax Groups function allows you to set up multiple withholding codes for employees who for example live in one state and work in another and need different withholdings drawn from their paycheck To use the Tax Group function you must first set up withho
37. zj E al 000 000 000 000 000 000 000 000 8 500 000 000 8 500 8 500 Eaming Amounts Code October November December OTR 4 YTD E 750 00 oo 00 750 00 J pa ws38e oof oo 13382 E REG 29738 00 oo oo 2738 00 29738 00 _ jsic of oo oo oo 00 y 262 00 Ej Gross Pay 30883 82 00 00 30883 82 30883 82 Net Pay 18271 94 00 00 18271 94 18271 94 Tab Amounts Entered p Next page Previous page Gota Change quarter Quarter Totals mith Totals Company H 06 02 2000 Terminal T000 OVR distal aross end netpay See page 10 3 for an explanation of the commands and fields When you finish viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry selection screen appears enter another employee for which to view history or use the Exit F7 command to exit to the Employee Inquiry menu Payroll User s Manual 4 15 Employee History Employee Inquiry Employee Deductions History Inquiry Screen This screen appears when you select Employee Deductions History on the selection screen Employee Deductions History _ oT x Commands Edt Modes Other Scroll Commands Help 2xte ae aa amp OK Jj Abandon Employee ID BOU001 Bourne Linda C Code State October November December OTR 4 YTD 42 24 00
38. 00 Gross F E a E El r y Deduction 001 of 006 Employee Total 583 94 Employer Total 00 Done Eamings Withholdings Gota Company H 06 02 2000 Terminal T000 OVA 4 26 Payroll User s Manual Employee Inquiry Check History Field Descriptions Field Code Description Hours Amount Gross or Net Empir Paid Commands Description The code for the deduction type appears see page 11 17 for more information on setting up on deductions The description for the deduction code appears If the employee has elected to deduct pay by hours worked the amount of hours appears The amount of money for the deductions appears Lists whether the amount is deducted before taxes gross or after taxes net If the box is selected the deduction is paid by the employer for example a 401k matching amount Use the commands on the Check History Deductions screen to perform the function you want and to find the information you need e Press D to return to the Check History Inquiry screen e Press Eto view earnings for the selected entry The Check History Earnings screen appears e Press W to view withholdings for the selected entry The Check History Withholdings screen appears e Press G to go to a specific earning code This command is available only when there is more than one page of earning codes Payroll User s Manual 4 27 Check
39. 123456789012345678901234567890123456 Linel Personnel Roster Line2 jall Fields Printed Line 3 Company H 09 17 2002 Terminal T000 OVR Payroll User s Manual 8 3 Printing a Personnel Report Personnel Reports 8 4 Select the range of information to include in the list in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list If the screen contains entry fields for example for entering date ranges birth months or report headings enter the appropriate values to use when printing the report If the screen contains options that control the order in which information is sorted or printed select the option you want to use to sort the information You can select only one sort option If the screen contains check boxes or Yes No fields that control how additional information prints on the report select the check box or enter Y in text mode to use that option or print that field when printing the report Clear the check box or enter N in text mode if you do not want to use that option or print that field If the screen contains options or combo boxes that control which types of information print on the report for example active or terminated employees or start date or adjusted hire date select the option corresponding to the type of informat
40. 2 Forms on Magnetic Media MMREF 1 Format y oj xj Commands Edit Modes Other Scroll Commands Help 2xXtl aelaal OK Abandon Emp ID SSN Dept Last Name First Name M BOU001 Linda Boume z G l Jenkins Kathy M aj 501 Jonchim Maria K 488 30 1281 500 Lukas George 460 39 9982 501 Rossini Lucinda A Stockard Albert Lid ad Federal Record Field Data 501 N HAMILTON AVE are aca Line 0001 of 0042 Tab detail Sort by SSN Enter edi Append Change type Remove state Done Goto Company H 09 17 2000 Terminal TODO OVR The Employee Information screen is divided into two parts The top section lists all the employees in the range you specified that have wage and federal tax information on file In the bottom section the federal and state records for the selected employee appear You can edit the federal and state records if needed and you can also append and delete state records from the file To edit an employee s information select the employee in the top section of the screen Then use any of these commands e Press Tab to switch to the tax record section for the selected employee e Press S to change the order in which the employees are listed You can sort alternately by employee ID social security number department ID and employee name e Press A to add an employee to th
41. 8 7 8 9 8 11 8 13 8 15 8 17 8 1 Printing a Personnel Report The functions on the Personnel Reports menu let you print reports containing employee information such as key dates education and degree data or personnel rosters These lists give you valuable information about your employees and help you plan for salary reviews orientation meetings anniversaries or birthdays You produce all personnel reports in the same way Use the instructions below to print a personnel report modifying the procedure as necessary for the report you are printing For example if the screen for the report you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a personnel report 1 Select the report you want to print from the Personnel Reports menu The selection screen for that report appears The Personnel Roster screen is shown below as an example 5 Personnel Roster A 5 x Commands Edit Modes Other Help 2xe pe mml g OK Abandon Employee ID From B0U001 aj Print User Defined Fields Thru Ins Coverage Iv Supervisor From User Label 2 Iv Thru User Label 3 Vv Department From Comments 1 Iv Thru Comments 2 Vv Class From Comments 3 Iv Thru Print Date of Birth Iv Print by Print Salary Information IV Employee ID Page Break After Dept Supr Jl C Last Name Print Status Both X Supervisor Print Address Information B Department Headings
42. 9 14 10 33 tax table 3 14 10 89 tips 10 33 Field Down function key 1 50 pull down menu command 1 50 Field Up function key 1 50 pull down menu command 1 50 File Maintenance 1 7 files backing up 3 28 First Line command function key 1 54 1 63 pull down menu command 1 54 first or last name first option 3 32 fixed withholding 3 16 3 17 11 10 forms for checks 3 11 formula about C 1 building 10 91 calculations C 5 conditionals C 5 C 7 creating a program 10 94 deductions 10 12 examples C 7 factors 10 93 C 4 federal withholdings C 8 for worker s compensation B 1 Payroll User s Manual functions C 1 C 5 locality code 3 15 naming conventions 10 93 operations C 1 C 4 sample data path 10 91 setting up 3 7 3 18 state code 3 15 table of valid operations C 4 tables lookup C 5 tax authority setup 11 7 variables C 1 withholding 10 15 Formula Maintenance function 10 91 Formulas List function 12 11 fractional adjustment 9 26 FREQxxx table 3 14 5 3 10 73 10 76 screen 10 76 setup 3 13 fringe 11 13 11 14 Function help 1 41 function keys Ctrl J 1 51 Ctrl Z 1 51 Del 1 63 Down Arrow 1 50 End 1 64 Fl 1 53 F10 1 51 1 64 F2 1 50 1 57 F3 1 50 FS 1 50 F6 1 50 F7 1 51 F9 1 64 Home 1 64 Ins 1 64 Left 1 63 PgDn 1 50 PgUp 1 50 Right 1 63 Shift F3 1 62 Shift F4 1 62 Shift F5 1 62 Shift F6 1 62 Shift F7 1
43. Abandon Line 1 TABLE2 1 1 RETVAL Line 2 Each line in a formula can be 100 characters long You enter the line in two segments When you press Enter to exit the Line Entry window the two lines join to form one longer line only the first 50 characters of which are displayed on the Formula Maintenance screen To delete one line at a time use the Delete F3 command See appendix C for a detailed explanation of how formulas work and for a list of valid variables functions and operations When you are finished entering or editing a formula use the Exit F7 command to save your changes and create a program and return to the File Maintenance menu Payroll User s Manual Change Fields Use the Change Fields function on the File Maintenance menu to change any code from one value to another The Change Fields function can change codes within Payroll as well as in other applications To produce a list of fields changed use the Print Log feature A sample of the log appears on page 10 99 When you select Change Fields from the File Maintenance menu the Change Fields screen appears lala Commands Edit Modes Other Scroll Commands Help 2x0 rel man g OK Abandon Field ID PA TAX GROUP Print Lag Vv Original Value New Value File Description Time Tag f al Fac J 2l J al J yl J 3 z J Line No 000001 of 000000 Tab tag Enter
44. Additions and Terminations Report By Employee ID Supervisor Name ROSOOL Rossini Lucinda A 460 39 9982 11 04 1989 06 15 2001 2285 West Lake Drive Minneapolis MN 55055 STOOO1 Stockard Albert W 449 58 4392 01 30 2002 9201 W Broadway St Paul MN 55101 End of Report Payroll User s Manual 8 17 Periodic Processing Create Prenotification File Department Report Post Expense to GL Monthly Withholding Report Quarterly Employer s Tax Report Quarterly Withholding Report Quarterly State Unemployment Report 941 Worksheet W 2 Forms Roll Up Leave Balances Purge Recurring Entries Periodic Maintenance Close Last Year Payroll User s Manual 9 3 9 5 9 7 9 11 9 13 9 17 9 21 9 25 9 29 9 43 9 47 9 49 9 53 9 1 Periodic Processing 9 2 Introduction The functions explained in this chapter are to be performed periodically some monthly some quarterly some annually Check with the federal state or local governments to determine which of the reports you are required to produce and file At the end of every period produce the Department Report before you post expenses to General Ledger At the end of the month you may need to produce the Monthly Withholding Report Every quarter produce the Quarterly Employer s Tax Report the Quarterly Withholding Report the Quarterly State Unemployment Report and the 941 Worksheet At the end of the quarter perform periodic maintenance At the end
45. All these accounts are set up in the PAWIxxx Withholdings file and post to the GL account number entered in the file except for the deduction liability account which posts to the PADDxxx Deductions file If Payroll interfaces with Bank Reconciliation the cash account comes from the BR bank account you enter in the Post Checks function otherwise it comes from the GLPAYxxx table The payroll holding account comes from the earnings code and advance EIC payment account comes from the GLPAYxxx table The liability state other and local other accounts come from the PAWIxxx file Payroll User s Manual Payday Work Post Checks Employer Posting Entries Below is an illustration of the employer portion of the entries that are made to General Ledger OASDI MED SUI FUTA Other Deductions CR CR CR CR CR CR Liability in PAWIxxx file Liability in PADDxxx file After posting OASDI MED SUI FUTA Other Deductions 28 Per OB Expense Account in PAWIxxx Expense Account in PADDxxx The entries required for payroll processing are made in two parts e When you post checks credits for net pay deductions and taxes are posted a payroll holding account is debited for the gross pay advance EIC is debited and employer expenses are posted e Posted amounts do not include the types of other pay that are excluded from the employer s net pay nor are these other pay types posted to department expense accounts O
46. Bouool Bouool Bouool Bouool Bouool Employee BOUOO1 Bourne 09 11 2002 09 11 2002 09 11 2002 09 11 2002 09 11 2002 09 11 2002 09 11 2002 Deduction Totals JONOO1 H 09 11 2002 JONOOL H 09 11 2002 JONOOlL H 09 11 2002 Employee JONOO1 Jonchim Maria K Earning Totals Deduction Totals Grand Totals Grand Totals End of Report Payroll User s Manual Linda C Earning Totals Earnings Deductions Builders Supply Transaction History Report Detail by Employee Pieces Voided 2134124 Voided 4 Voided 102 Voided 124 Voided 102 Voided Voided Regular Pay Regular Pay Regular Pay 401 k Report The 401 k Report displays the deductions and matching codes and amounts for each employee in the selection Use the report to audit employee and employer contributions to employee retirement plans 401 k Report 09 17 2002 Builders Supply 8 23 AM 40lik Report Detail Report Quarter 3 by Employee ID Aereo Year to Date rrtrrrrt BOU0O01 Bourne Linda C 459 30 1099 GEROOl Gerard Timothy G 468 22 4819 JENOOL Jenkins Kathy M 460 39 9093 JONOO1 Jonchim Maria K 468 80 9944 LUROOl Lukas George 488 30 1281 ROSOO1l Rossini Lucinda A 460 39 9982 STOOO1l Stockard Albert W 449 58 4392 End of Report Payroll User s Manual 7 11 Check History Register The Check History Register shows the payroll checks you have written for the employees and dates you select Use the regi
47. Class Prs Rate 0000 Date Dept Bed Code Hours Rate Amount Pieces 09 11 2002 500 34 000 3 000 102 00 2 zj 2 E Y Y zj Entry 000001 of 000001 Enter edit Add Trans Employee First Last Next Previous Totals Company H 09 11 2002 Terminal T000 OVR 1 Enter the employee ID for which you want to enter change or delete information Data from the employee s record appears Payroll User s Manual Daily Work Payroll Transactions 2 Use the commands to work with the information on the screen e To edit the selected transaction press Enter See Editing a Transaction on page 5 5 for more information e To add a transaction press A See Adding a Transaction on page 5 10 for more information e To view a different employee record press E e To view the first employee record on file press F e To view the last employee record on file press L e To view the next employee record on file press N e To view the previous employee record on file press P The four commands above skip employees that have been terminated when locating the appropriate record to speed transaction entry To view terminated employee information select the appropriate employee ID e To view transaction totals for the employee press T See Viewing Totals on page 5 17 for more information e To delete a line item use the Delete F3 command 3 Press Shift F2 or use the Informat
48. Data Live Switches between sample and live data Data F5 Setup F9 Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual describes its use Function Displays information about the selected function Information F1 Payroll User s Manual 1 41 OSAS Graphical Menu Introduction Data Set Data Set Live Data Sample Data On the start style main menu you can select the Live Data radio button to work with live data or select the Sample Data radio button to work with sample data You can also press F5 to toggle between sample and live data Change Company Field H Builders Supply On the start style or graphical main menu select the company to change to from the list box 1 42 Payroll User s Manual OSAS Text Functions Like the text menu OSAS text function screens can be used on all operating systems On Windows workstations text function screens can also be used with graphical menus or vice versa the text menu can be used with graphical function screens Function screens provide you an interface to the data in your data files allowing you to view update and change information as needed Function screens also allow you to print reports or perform tasks on your data such as calculations purges or the resetting of accumulated totals oxi
49. Down Moves the cursor up or down through the menu arrow selections 1 32 Payroll User s Manual OSAS Graphical Menu In a Windows environment you can choose from two types of graphical style menus The standard graphical menu features application selections that resemble many Windows functions The start style menu is named so because of its functional resemblance to the Start menu in Windows 95 98 NT and 2000 Both graphical menus provide pull down menus convenient tool buttons and easy access to your installed applications and their functions using either the mouse or keyboard The two graphical menus provide you with a visual choice in your interaction with OSAS and your data When you select an application in either graphical OSAS menu the application s main menu presenting several related functions appears beside the OSAS menu Selecting a function leads you to either a function screen or another menu Several commands are available within the menu to perform various tasks such as changing the system date entering access codes switching between sample data and live data and so on You can access commands in these ways if a button or pull down menu selection is muted or gray it is not available for use e Click the appropriate graphical tool button e Select the command from a pull down menu e Press the associated keyboard hot key If you use the graphical menu you can select application menus and functions
50. Fringe in the system Any earning code of type F that an employee receives throughout the year is accumulated and printed as fringe on an employee s W 2 form Earning codes of type V or S are used to determine the amount of vacation and sick time taken throughout the year Any earning codes that use a user defined type are treated as regular pay using the Multiplier and Add to Base fields to determine pay Enter the number of the account to which the earning code is posted The Maintenance F6 and Inquiry F2 commands are available if Payroll interfaces with General Ledger The GL account is debited when you post checks for the earning code you selected That account is credited in the department when you post expense to GL The number you enter in this field is multiplied by the employee s base hourly pay rate For example you enter an earning code with a multiplier of 1 2500 Then you enter a time ticket for an employee who uses that earning code and whose base hourly pay rate is 10 per hour The system performs the calculations resulting in a pay rate of 12 50 per hour for the employee You must enter a value in this field If you do not want to use a multiplier enter 1 11 11 Earning Codes Codes Maintenance 11 12 Field Add to Base Description The number you enter in this field is added to the employee s base hourly pay rate For example you enter an earning code with an Add to Base factor
51. Guide for guidelines Enter the cost of group term life insurance attributed to the employee each month The cost of GTLI is printed on the employee s W 2 and is included in their wages but FICA withholding is not calculated on this amount See Circular E for information Enter the cost of dependent care benefits provided for the employee each month The cost of DCB is printed on the employee s W 2 and is included in the wages on the W 2 but FICA withholding is not calculated on this amount Enter the nonqualifying 457 Plan amounts distributed to the employee each month The 457 Plan amount is printed on the employee s W 2 and is included in the wages on the W 2 but FICA withholding is not calculated on this amount Enter the nonqualifying non 457 Plan amounts distributed to the employee each month The non 457 Plan amount is printed on the employee s W 2 and is included in the wages on the W 2 but FICA withholding is not calculated on this amount Enter the earnings that were subject to FICA withholding 10 33 Employee History File Maintenance Field Adv EIC Payment Uncol OASDI Uncol Medicare 10 34 Description Enter the amount the employee received in advance EIC payments each month Uncollected OASDI is the OASDI withholdings that were not collected from an employee For example if an employee receives tips and the OASDI contribution on those tips would reduce the employee s p
52. History Employee Inquiry Check History Withholdings Screen The Check History Withholdings screen appears when you use the appropriate command on the Check History Inquiry Check History Earnings or Check History Deductions screen to view withholdings for a selected entry Check History Withholdings Gl Commands Edit Modes Other Scroll Commands Help xc c Bajaa 60 ok Abandon Employee ID BOU001 Bourne Linda C Start Date CheckNo 0001073 Employee withholdings Type State Locality Code Description Txbl Earn Amount Federal WH 7190 30 Emplye OASDI Emplye Medicare MN W H 7190 30 Withholding 001 of 004 Employer Liability Description Txbl Earn Amount Emplyr OASDI Emplyr Medicare Unemp Ins FUT Unempins sui MiNUnempins A Contribution 001 of 004 Total Withholdings 2340 73 Employer Liability 583 99 Tab Liability Earnings dedUctions Done Goto Company H 06 02 2000 Terminal T000 OVA The screen contains two sections Employee Withholdings and Employer Liability The Employee Withholdings section displays information for the amount of taxes for which the employee is liable The Employer Withholdings section displays the taxes for which the employer is liable 4 28 Payroll User s Manual Employee Inquiry Check History Field Descriptions Field Description Type Lists the tax withholding d
53. IF LIOOS gt L1008 TH LIDO7 LI009 L1008 EL LIDO7 y F y zl Formula Line 001 of 010 Enter edit Append Goto Header Create Program Company H 09 10 2002 Terminal TODO OVR Field Description Formula ID If you are entering the Formula Entry screen through the Employees Pay Information screen Deductions function or Withholdings function the formula ID appears if not enter the formula ID The RTN extension is not automatically appended to the formula ID You should add this extension to the withholding formula names and you must add it to the deduction formula names 10 92 Payroll User s Manual File Maintenance Formula Maintenance Field Copy From Description Factors 1 6 Description Names for federal formulas should be in this format PFED_OAS RTN where OASDI withholding would be used for example Names for state formulas should be in this format PMN__SUI RTN where MN would be the state and SUI would be Employer State Unemployment Insurance for example Names for local formulas should be in this format PMNyyLWH RTN where MN would be the state and yy would be the local code This field appears if you entered a new formula ID Enter the ID of the formula from which you want to copy information or press Enter to skip this field Enter a description of the formula Formula factors are variables used to change the base rate in a formula without cha
54. Inquiry Maint Inquiry Maint Inquiry Maint Editing and Adding Earning Codes When you press Enter or A to edit or add a manual check line on the first Manual Checks screen the Manual Checks screen appears 3 Manusicheke 5 lala Commands Edit Modes Other Information Help RX te Tax Group Dept Job Cost Code Class Eam Code Hours Rate Amount Ba ma amp ok Abandon MN aj 500 a EXECUTIVE Phase a Prs 3 President SAL 3 Salaried Wage la 000 000 00 Field Description Tax Group Press Enter to accept the current tax group ID or enter Dept Job Phase a different ID Press Enter to use the current department or enter a different department ID If Payroll interfaces with Job Cost press Enter to use the current job ID or enter a different job ID The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost If this earnings entry contains a job ID press Enter to use the current phase ID or enter a different phase ID The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost Cost Code If this earnings entry contains a job ID press Enter to Payroll User s Manual use the current cost code or enter a different cost code The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost 6 15 Manual Checks Payday Work Field De
55. Item The Append Department Entries screen appears when you press A to add a department entry Append Department Entries Of x Commands Edit Modes Other Help R xe a A gt OK _Abandon Type Deduction Withholding Type N A State Code N A Local Code N A Code 007 Jaj GL Account aj GL Period 00 Quarter 00 Year 00 10 54 Payroll User s Manual File Maintenance Departments Field Type Withholding Type State Code Local Code Code Inquiry GL Account Maint GL Period Quarter Payroll User s Manual Description Enter D if the line item is a deduction E if the line item is an earning or W if the line item is a withholding This field is active only if you entered W in the Type field Enter F if the withholding type is federal S if it is state or Lif it is local This field is active only if you entered W in the Type field and S or L in the Withholding Type field Enter the state tax authority ID for the line item This field is active only if you entered W in the Type field and L in the Withholding Type field Enter the local tax authority ID for the line item If you entered D in the Type field enter the deduction code for the line item If you entered E in the Type field enter the earning code for the line item If you entered W in the Type field enter the withholding code for the line item Enter the account number associated w
56. Lookup Use the TABLE and TABLE2 functions to look up items in tax tables Use the TABLE function to look up information in a tax table that is arranged gradationally The format for the command is TABLE x y RETVAL where x is the line or gradation in the tax table and y is the column number RETVAL is a BB command and must be included in a TABLE function The tax table the TABLE function goes to is specified in the Tax Authority Setup function see page 11 5 Payroll User s Manual C 5 About Formulas C 6 For example you set up withholding SWH for the state of Minnesota The withholding has a formula assigned to it and refers to tax table STXMNM In the formula you use the command TABLE 30000 2 RETVAL The system looks at the first column of the tax table until it finds a gradation greater than 30000 It then goes to the line before that one and returns the value found in the second column of that line You can also use variables in table lookups You can for example use a variable calculated in a previous line to find the gradation in a tax table for example TABLE LI002 2 RETVAL You can use only one table lookup for a formula line Use the TABLE2 function to look up information in a tax table that is not arranged gradationally The format for the command is TABLE2 x y RETVAL where x is the row in the tax table and y is the column number RETVAL is a BB command and must be included in a TABLE2 func
57. Net Wages Earnings Totals 23050 00 15473 42 Gross Wages Net Pay SAL Salaried Wage Earnings Total Witholdings FED EME FED EOA FED FUT MN SUI Enplyr Medicare Emplyx OASDI Unenp Ins MN Unemp Ins Enployer Totals Deductions Enployer Totals End of Report 6 56 Builders Supply Employer Department Expense Report Summary For Pay Period Ending 09 15 2002 Earnings Withholdings Salary or Emplyr Medicare EOA Emplyr OASDI 1429 10 FUT Unenp Ins 00 SUI MN Unemp Ins 1160 60 693 320 23050 00 Incl Net 693 320 693 320 Payroll User s Manual Post Checks When you post checks these things happen e The PAEDxxx Employee History Deduction PAEExxx Employee Earnings History PAEGxxx Employee General Information PAEWxxx Employee Withholding History PAEMxxx Employee Miscellaneous History and PAHVxxx Leave Adjustment History files are updated with check information e The PATPxxx Transactions Post file is cleared to accept the next set of transactions entered through the Payroll Transactions function e The department records for salaried employees are updated If an employee works in more than one department the taxes paid by the employer are posted to each of those departments e If Payroll interfaces with Job Cost manual checks are posted to Job Cost e The paychecks detail is transferred to the PAHCxxx Check History PAHDxxx Check Deductions History PA
58. PAGHxxx Tax Group Header files store combinations of tax authorities and withholding codes for use in calculating tax withholdings for employees Payroll User s Manual 1 11 The Payroll System Introduction The PAINxxx Payroll Information file stores a variety of general information which you enter through the Payroll Information function e records for state unemployment report e company address e bank account ID e degree codes and descriptions The PALCxxx Labor Class file stores the labor classes and their descriptions which you enter through the Labor Classes function The PARExxx Recurring Entries file stores information about recurring time tickets which you enter through the Recurring Entries function The PAWIxxx Withholdings file stores payroll information for federal state and local withholdings which you enter through the Withholdings function Each withholding has a description a general ledger account number a tax ID and a fixed percentage if appropriate whether or not the withholding is employer paid and the weeks worked limit are indicated If the withholding is an employer paid withholding this file also holds the employer liability account The PAWXxxx Withholding Exclusion file stores the exclusions of deductions and earning codes from payroll withholding which you enter through the Withholdings function Temporary files The temporary files store information created from an act
59. Payroll User s Manual 10 79 Tables File Maintenance Field Description Max Hours Enter the maximum number of hours an employee can accrue for remaining vacation and sick time Hours accrue until this number is reached then no more can be accrued until the employee uses some vacation or sick time If you set this field to zero an employee can accrue vacation or sick hours indefinitely PACTLxxx Table The PACTLxxx table stores the current quarter payroll number and current year When you enter the table ID the rest of the PACTLxxx table appears six Commands Edit Modes Other Help 2x weel mn g OK _ _Abandon Table ID PACTLH a Description Payroll Control Table Number of Cols 2 Column Length 12 Type A Y Description Value CURRENT QTR 4 PAYROLL 53 CURRENT YEAR Z000 Company H 09 10 2002 Terminal TODO OVR Field Description Description The descriptions of the information in the table appear 10 80 Payroll User s Manual File Maintenance Field Value Payroll User s Manual Tables Description Do not delete lines or rearrange the descriptions The system looks for the descriptions by their position in the table it assumes that the current quarter is on the first line the payroll number is on the second line and the current year is on the third line On the first line enter the number of the current quarter This value is updated when you do quarter or year end mainten
60. Purge Recurring Entries function to delete recurring time tickets When the PARExxx Recurring Entries file gets too large use this function to create more room on your system Purge Recurring Entries Screen Select Purge Recurring Entries from the Periodic Processing menu The Purge Recurring Entries screen appears 2 Purge Recurring Entries El af x Commands Edit Modes Other Help 2xre re mal g OK__ _Abandon Purge Recurring Entries with Cutoff Dates Prior To 01 01 2001 Company H 09 17 2000 Terminal TODO OVR Recurring entries with a cutoff date before the date you enter here are purged Use the Proceed OK command to purge recurring entries After the entries are purged the Periodic Processing menu appears Payroll User s Manual 9 47 Periodic Maintenance At the end of each calendar quarter do quarter end maintenance to prepare for next quarter s data This procedure clears out the quarter to date balances in the PADPxxx Department file deletes history records before the date you specify if you keep history and increments the current quarter number in the PACTLxxx table At the end of each calendar year do year end maintenance to prepare your files for next year s entries This procedure clears out the quarterly and year to date balances in the PAEMxxx Employee Miscellaneous History file and the year to date information in the PADPxxx file deletes records of terminated employees f
61. Supply 7 05 AM Tables List Payroll Table ID ADJMN Description Adjust to Minimum Wage Earning Code No of Columns Column Length 12 Type A Adjust Code Table ID FREQH Description Frequency of Hours Pay Period Group Cd No of Columns Z Column Length 12 Type N GROUP CODE HOURS PERIOD 1 2 3 4 5 6 7 8 9 Table ID GLDEP Description General Ledger Default Department Accts No of Columns 2 Column Length 12 Type A End of Report Payroll User s Manual 12 21 Master Codes List Printing a Master Code List 13 3 Labor Classes List 13 5 Tax Authorities List 13 7 Earning Codes List 13 9 Deductions List 13 11 Withholdings List 13 13 Payroll User s Manual 13 1 Printing a Master Code List The functions on the Master Codes List menu let you print lists of the codes you entered using the Codes Maintenance menu These lists do not contain any calculations formulas or transaction amounts but rather list only the codes the system uses to make the necessary calculations for employee payroll and federal state and local taxes If any of the information on a master code list is incorrect use the appropriate function on the Codes Maintenance menu to correct it then reprint the master code list You produce all master code lists in the same way Use the instructions below to print a master code list modifying the procedure as necessary for the list you are printing For example if the screen for th
62. Unable to continue with conversion Check the directory you are working in and copy the necessary file into the new directory See chapter 2 for more information about conversion FWH record missing from PAWIx file Cannot assign employer tax ID These codes must be entered in the Withholdings function page 11 23 GL account xxxxxxxxxxxx is not on file If Payroll interfaces with General Ledger you must enter the correct account number or add the account to General Ledger GLDEPx table was not found in xxxxxx You have posted new entries to the PADPxxx Department file but no general ledger account has been specified with the department If the new entries do not exist in the department entries are posted to a default general ledger account If you do not want entries posted to the default account you must select a different account Invalid period conversion table The CNVTxxx table for the company is invalid for example because you are on a quarterly system and you have not updated the table with corresponding data for the next quarter Use the Resource Manager Period Setup function to make corrections A 4 Payroll User s Manual System Messages Invalid quarter in PACTLx table The current quarter you entered in the PACTLxxx table is invalid Use the Tables function page 10 73 to correct the table Valid quarters are 1 2 3 or 4 Job has phases If you try to add a payroll transaction for an employee and u
63. W H Fixed W H EIC Code Table ID FED a Pa o PA oo In FEDM El Field Fed Stat Exemp Extra WH Fixed WH Payroll User s Manual Description The Federal tax withholding ID appears Enter M if the employee is married or S if the employee is single Enter the number of exemptions that are claimed on the employee s W 4 form for federal tax purposes If no federal taxes are withheld for the employee enter 99 If the employee wants money withheld in addition to the regular federal withholding enter the extra dollar amount that should be withheld You can enter an amount of withholding to deduct instead of the calculated federal taxes 10 17 Employee File Maintenance State Tax Information 10 18 Field EIC Code Table ID Description Enter N if the employee did not request EIC payments E if the employee requested EIC payments only for himself or herself or B if both the employee and his or her spouse file for advance EIC payments See Circular E for details Select FEDM for a married employee or FEDS for a single employee If you do not select the correct table ID an employee may be taxed incorrectly When you press Enter or A you can edit or append state withholding tax in an employee s record Edit Tax Information lolx Commands Edit Modes Other Help 2X te f ma S 0 Abandon State Stat Exemp Extra WH Fixed W H Table ID SUI
64. a user can use the same code for each company What Should Be Protected Because of the sensitive nature of some of the information in the Payroll data files and reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect the Payroll application itself each of the Payroll menus and the individual functions Payroll User s Manual 3 27 Setup Functions Setup In particular restrict access to the Calculate Checks and Print Checks functions Assign different access codes to each function on the Employee Inquiry menu restricting access to sensitive information such as salary information while leaving general information accessible After you have set up your access codes print a list of the codes and store it ina safe place For more information about access codes see the Resource Manager User s Manual Backup Schedule Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up Data Files Back up your Payroll data files whenever they change every day or every pay period and before you run these functions Post Transactions Post Checks Post Expense to GL Periodic Maintenance Close Last Year
65. appear for each earning code assigned to the employee If there are more earning codes than fit on one screen you can scroll up and down to view additional earning codes Deductions reported tips and pieces appear at the bottom of the screen When you finish viewing employee transaction totals press Enter to return to the Payroll Transactions screen Payroll User s Manual 5 17 Time Ticket Journal The time tickets you entered into the PATRxxx Transactions file but have not posted are listed in the Time Ticket Journal Print the journal before you post transactions and use it to verify your entries and as part of your audit trail You cannot use the Time Ticket Journal function if you are working with last year files Time Ticket Journal Screen Select Time Ticket Journal from the Daily Work menu The Time Ticket Journal screen appears 2 Time Ticket Journal 151 x Commands Edit Modes Other Help Y X ta e m e DK Abandon Employee ID From BOUOO1 El Thu 5T0001 3 Transaction Date From 09 01 2002 Thru 09 15 2002 Print by Transaction Date Employee Job and Phase C Department C Labor Class Group Code i Company H 09 11 2002 Terminal TODO OVA 1 Enter the range of employees you want to include in the journal 2 Enter the range of transaction dates to include in the journal Use this option to isolate groups of transactions when printing the journal Payroll User s
66. appears If the deduction is taken from net pay Net Pay appears Emplr Paid If the deduction is employer paid the box is selected or Yes appears in text mode if not the box is cleared or No appears in text mode When you press N at the scroll region command bar the third Manual Checks screen appears 6 18 Payroll User s Manual Payday Work Manual Checks Manual Checks Screen Three Use the third Manual Checks screen to enter and edit withholding and employer liability information for each manual check generated for each employee If you have entered a negative manual check for example to void a check without using the Void Checks function the system will not calculate negative taxes You must edit this information on Manual Checks screen three LI Pr Commands Edit Modes Other Scroll Commands Information Help 2xeaelmaa OK Abandon Page 3 of 3 Employee BOU001 Bourne Linda C Gross Pay 7500 00 Employee withholdings Type State Locality Code Description Amount zj Federal WH 4 E Emplye OASDI i aj Emplye Medicare 108 75 y MN WH 436 60 y z Withholding 001 of 004 Employer Liability Code Description Amount fea ay eee Contribution 000 of 004 Total Withholdings 2225 89 Liability 573 75 Net Pay 4697 53 Tab Liab Enter edit Append Goto Previous page Nextcheck Delete check Company H 0
67. attached document in the appropriate software application You may need to edit the Resource Manager File Types function in order to associate files with your preferred applications If you have problems opening a document return to the function in which the document was attached and edit the attachment to change the direction of the slashes used in the directory path If the directory path contains backward slashes change them to forward slashes and vice versa e Press Gto go to a specific document line This command is available only when there is more than one screen of line items Use the Exit F7 command to return to the function screen from which you accessed the Documents command when you finish viewing documents 1 72 Payroll User s Manual Reports Selecting a Range of Information Sorting To produce a report you must specify the amount of information you want in the report e To produce a report that includes all the available information leave the From Thru fields on the report screen blank For example if you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank e To limit the amount of information in the report enter the range of information in the From Thru fields For example if you want a report to include information only about vendor ACE001 enter ACE001 at both From and Thru If you want the report to include information only about ven
68. button while the term right click refers to a single press of the left button GUI Text Command Conventions When you see the phrase use the Proceed OK command in the user s manuals press PgDn in either text or graphical mode In graphical mode clicking OK has the same effect as pressing PgDn GUI Text Menu and Function Conventions When you start OSAS the main menu appears and lists the applications available for use If you are using UNIX or Linux the text main menu appears If you are using Windows you can choose between the text main menu the graphical main menu or the start style main menu Use the Defaults function under the Resource Manager Workstation Configuration menu to select the style of menu you want to appear by default or you can press Shift F5 to toggle between the menu styles from any menu You can use any of the menus regardless of whether you use the text or graphical modes for the OSAS functions In addition if you are using Windows you can use either text or graphical function screens independently of the main menu For example you can use text function screens even if you are using the graphical main menu and vice versa Select GUI Functions from the Modes menu or press Shift F6 to toggle between the text and graphical modes for function screens 1 26 Payroll User s Manual Introduction Conventions Access Codes Your company can limit use of the system by defining access codes an
69. calculate checks specify the states and localities on the first and third manual checks screens Why are my departments and my employee history blank You have not posted to departments or employee history You can set up entries for employees and departments but the system automatically adds entries in the Post Transactions and Post Checks functions How can set up a 401 k match In the Deductions function enter the employer deduction code Then use the Employees Salary Information screen see page 10 3 to add the deduction code For information on deductions see page 11 17 How can I exclude earning codes from deductions In the Deductions function select the appropriate deduction number and then select the earning code s you want to exclude B 2 Payroll User s Manual Common Questions have an employee for example a minister whom I need to exclude from withholdings How do I handle that In the Employees function see page 10 3 select the employee you want to exclude from withholdings On the Tax Information screen use the Withholding Setup command and select the withholdings you want to exclude Daily Work Can enter time tickets for a salaried employee Yes in the Payroll Transactions function see on page 5 3 You cannot enter a time ticket that will exceed a salaried employee s wage The system warns you if a posted or unposted amount exceeds the employee s wage Can enter one day in the t
70. code 1 4 command to start OSAS 1 4 company ID 1 4 general expression 1 4 terminal ID 1 4 PARExxx file 1 12 9 47 partial key inquiry 1 60 Paste function key 1 51 1 64 pull down menu command 1 51 tool button 1 56 PATB copying to DDTB 3 34 PATBxxx file 3 7 9 49 12 21 PATGxxx file 3 7 PATHxxx file 1 14 1 15 1 17 5 25 5 27 6 37 7 9 PATPxxx file 1 13 1 15 1 16 5 25 5 27 6 3 6 57 PATRxxx file 1 13 1 14 1 16 5 19 5 21 5 25 5 26 6 37 9 5 PATXxxx file 3 7 9 50 10 89 PAWIxxx file 1 12 3 7 9 50 11 23 13 13 PAWXxxx file 1 12 9 50 11 23 Pay Period Deduction Report 1 12 function 6 53 sample 6 54 Paycheck Received Report function 6 45 sample 6 46 Paycheck Received Report function 1 22 Payday Work 1 8 Payroll before converting 2 7 before you install 2 3 converting to version 6 1 2 12 installation 2 3 2 5 3 23 installing new version before converting 2 7 interface Bank Reconciliation 3 9 6 37 6 38 6 57 6 58 General Ledger 3 9 6 37 6 57 6 58 6 60 6 61 9 7 9 8 10 54 10 55 10 77 10 78 11 18 Job Cost 3 10 5 3 5 9 5 25 preparing to install 3 3 setup considerations 2 7 system requirements 2 3 Payroll Information 3 19 function 10 57 setting up 3 7 Payroll Information List function 12 15 sample 12 15 Payroll Posting Log sample 5 27 Payroll Reports 1 8 Payroll Tax Routines 3 16 3 21 Payroll transaction history option 3 31 Payroll Transactions
71. conversion process use the Proceed OK command Payroll User s Manual 2 13 Conversion Installation and Conversion 2 14 10 11 12 13 The Do you want a printout of error log after each application prompt appears If you want the error log to be produced after files are converted for each application select Yes or enter Y in text mode if you want the log to be produced after files for all applications are converted select No or enter N in text mode If you are converting only Payroll files your answer to this prompt makes no difference Answer the questions that appear relating to the conversion of the employee history and last year files If a problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode When the process is finished the files are converted Select the output device for the error log After the conversion finishes and the error log prints the main menu with Payroll or Payroll with Direct Deposit added appears Payroll User s Manual Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 Setting Up Direct Deposit 3 31 Payroll User s Manual 3 1 Setup Considerations After you have installed the software for the first time or after you have
72. defined field record USRDF not found in PATB file These user defined files must be set up in the Tables function page 10 73 Warning GLDEPx table was not found in PATB New department entries needing GL accounts will not have GL accounts You must build this table in the Tables function See page 10 73 for information about the GLDEPxxx table W2CODE was not found in PATB You must set up this table in the Tables function page 10 73 before you print W 2s Year end processing not valid in quarters 1 3 You can use the Year End Maintenance function only if the current quarter in the PACTLxxx table is 4 You must set up codes for federal withholdings first You must set up federal withholdings codes in the Tax Authority Setup function page 11 5 You must set up TCALCx table before using time card calculator You must set up this table in the Tables function Payroll User s Manual A 7 Common Questions These commonly asked questions about the Payroll system are divided into the following categories Installation and Setup Daily Work Payday Work Periodic Processing and Direct Deposit Installation and Setup How do set up worker s compensation codes Follow these steps to set up worker s compensation codes 1 Inthe Tax Authority Setup function see page 11 5 enter State as the tax authority 2 Enter the state code 3 Press the Tab key to move to the Employer Contribution Codes screen
73. department in which the employee worked Employer withholdings and deductions are updated in either the home department or the department in which the employee worked depending on which option you selected in the Resource Manager Options and Interfaces function Divisions are used to group some departments together for the purpose of analysis and reporting For example division records summarize groups of departments in the Department Report see page 9 5 If you use divisions each department ID must begin with the two character division ID For example if the ID of the sales division is SA departments in the sales division could be identified as SA001 or SACITY Payroll User s Manual 10 51 Departments File Maintenance Departments Screen Select Departments from the File Maintenance menu The Departments screen appears Pili Commands Edit Modes Other Scroll Commands Help 2xe Lel ma g OK Abandon Department ID fi Taj Name y HOUSE GL Account GL Period Quarter Year 544 750 02 520000 218 15 520000 447 50 520000 00 520000 00 520000 00 520000 00 520000 4786 02 520000 00 520000 00 520000 00 520000 1337 y 520000 57 15 Y 57 15 Enty 001 of 016 J Enter edit Append Department ID Goto Header Company H 09 10 2002 Terminal TODO OVR Tm i Enter the ID of the department or division whose record you w
74. earning code Enter the number of hours the employee worked If the employee is hourly enter the pay rate Ifthe employee is salaried accept the current rate Payroll User s Manual File Maintenance Recurring Entries Field Description Amount Enter the amount paid for the time ticket If you change the calculated amount the rate is recalculated Deduction Enter the code for the deduction Note If you want enter a note about the deduction Hours Enter the number of hours associated with the deduction Amount Enter the amount to be deducted Save your changes and enter a new recurring entry or use the Exit F7 command Viewing Transaction Totals The Employee Transaction Totals screen appears when you press T on the Recurring Entries screen A Employee Recurring Entry Totals E Commands Edt Modes Other Scroll Commands Information Help 2x t aelaa at Employee ID JONOO1 Jonchim Maria K ee er FOU RPS o re AN SR re Code Posted Unposted Total Posted Unposted Total 000 40 000 40 000 zj a aj y 3 zj Total 000 40 000 40 000 00 300 00 300 00 Deductions 00 25 00 25 00 Rpt Tips 00 00 00 Press Enter to continue Pieces 0 0 0 Payroll User s Manual 10 71 Recurring Entries File Maintenance The posted unposted and total hours and pay appear for each earning code assigned to the employee If there are more earning codes than fit on one screen you can
75. for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Searches for an item based on customer ID or vendor ID When you enter the customer or vendor ID you can use the and wildcard characters to restrict or widen the search Searches for detailed information about an item You can enter search information in any of the fields that appear using any of the following wildcard characters to restrict or widen the search lt gt Searches for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Searches for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Searches for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search 1 55 OSAS Graphical Functions Introduction Function Screen Toolbar XX E pean g Like the main menu s toolbar the toolbar located near the top of function screens gives you quick access to frequently used commands Click the appropriate button to access a command Button 2 E gt II P a ii le la 1 56 Result Opens the appropriate File Maintenance function to update information about
76. function key 1 55 1 62 Shift F7 function key 1 55 1 62 Shift F8 function key 1 55 1 62 Shift F9 function key 1 51 1 64 SICccxxx table 3 13 3 14 10 73 10 82 screen 10 82 sick accruals 3 11 6 14 6 25 6 27 7 15 9 43 10 7 10 11 10 82 sick leave 10 45 Sick Leave and Vacation Report I 15 function 7 7 sample 7 7 sick time deleting 9 52 SO1 3 16 SO2 3 16 S03 3 16 Social Security Administration 9 29 Social Security tax 9 26 sorting alphabetical 3 4 codes and IDs 3 3 principles of 3 3 3 4 SOTss tax table 3 14 3 15 10 90 splitting earnings 5 8 Start Over function key 1 50 pull down menu command 1 50 tool button 1 56 Start style menu exiting from 1 35 features of 1 33 right click menu 1 41 1 57 sample screen 1 35 state other withholding 3 16 unemployment 10 90 unemployment insurance 3 16 10 19 unemployment reports 3 19 10 57 withholdings 3 13 3 15 3 16 10 15 10 18 10 32 10 89 10 90 11 5 preset 3 15 state tax authority codes 10 41 11 6 11 23 contributions 10 40 earnings 10 40 information 4 7 tables 10 90 STSss tax table 3 14 3 15 10 90 STXssm tax table 3 14 3 15 10 90 SUI 3 16 3 22 6 49 6 51 9 21 SUTssxxx tax table 3 14 3 15 10 90 SWH 3 16 11 25 1 16 T Tab report command 1 78 scroll region command 1 54 table of valid formula operations C 4 Tables adding or changing 10 74 ADJMNxxx 3 13 3 14 10 73 10 75 company specific 3 3
77. functions in this chapter appear on an additional Payroll Reports and Posting menu that appears on the Payday Work menu To access these functions select Payroll Reports and Posting from the Payday Work menu and then select the appropriate function Payroll User s Manual Calculate Checks The Calculate Checks function uses the information in the PATPxxx Transactions Post file to calculate checks for your employees The PATPxxx file is updated when you post transactions to calculate taxes and deductions and to build the PACDxxx Checks Deductions PACExxx Checks Earnings PACHxxx Checks and PACWxxx Checks Withholdings files in preparation for check printing If Direct Deposit is installed you can also use the Calculate Checks function to calculate direct deposit transactions at the same time you calculate checks You cannot use the Calculate Checks function if you are working with last year files You can calculate multiple checks for each employee each time you produce checks If you have entered manual checks you can use the Calculate Checks function without having fully processed and printed the manual checks manual and calculated checks can be processed in the same check run You must calculate checks before you add manual checks If you create manual checks before you calculate checks the manual checks will be erased After you calculate checks the Calculate Checks Log prints Use the log to verify tota
78. if not clear the box or enter N in text mode Next enter up to six override factors The factors you enter here take precedence over the factors established in the Formula Maintenance function page 10 91 Factors can represent anything form dollars to percents depending on how they are used in a formula Use the Proceed OK command to save your changes The Salary Information screen appears with the Scheduled Deductions section active Tax Information Screen Use the Tax Information screen to set up federal state and local withholding information for each employee and to edit withholding formulas If you copied an employee record make sure that the information on this screen is correct for each employee Plies Commands Edit Modes Other Scroll Commands Help 20 Ok Abandon Employee ID BOU001 Bourne Linda C Tax Group MN El Federal Tax Information Fed Stat Exemp Extra W H Fixed WH EIC Code Table ID FED M 4 00 00 N FEDM r State Tax Information State Stat Exemp Extra W H Fixed W H Table ID SUI State Name Minnesota Local Tax Information State Local Stat Exemp Extra W H Fixed WH T able ID Locality Name Tes Ene edt Append Goto line withholding setup Nextpage Previous page Tax ae Payroll User s Manual 10 15 Employee File Maintenance Enter the ID of the tax group that applies to this employee s earnings A tax group ca
79. in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Employee Birthday Report 09 17 2002 Builders Supply 9 22 AM Bouool GEROOL JENOO1 JONOOL LUKOOL Rosool sToool Employee Birthday Report By Employee ID Employee Name Supervisor Name Bourne Linda C George Lukas Gerard Timothy G Linda Bourne C December 31 Jenkins Kathy M October 26 Jonchim Maria K George Lukas April 22 Lukas George November 15 Rossini Lucinda A July 04 Stockard Albert W December 18 End of Report Payroll User s Manual 8 7 Employment Anniversary Report Use the Employment Anniversary Report function to produce a list of employees their start dates and their length of employment with the company The information in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Employment Anniversary Report 09 17 2 9 22 AM Emp ID BOUOO1 LUKOO1 GEROOL Bouool JENOOL JONOOL LUKOOL LUKOOL Rosool sToool 002 Builders Supply Employment Anniversary Report By Employee ID Employee Name Dept Start Date Supervisor Name Bourne Linda C 01 09 1993 Lukas George Gerard Timothy G 01 23 1987 Bourne Linda C Jenkins Kathy M 05 31 1987 Jonchim Maria K 03 31 1993 Lukas George Lukas George 04 01 1986 Rossini Lucinda A 11 04 1989 Stockard Albert W 11 30 1992 Report
80. in which you want to change information and press Enter The Edit Employee Miscellaneous History screen appears and lists values for the selected line Make your changes then use the Proceed OK command to save your changes and return to the Employee Miscellaneous History screen Refer to the table below for descriptions of the various lines You must enter amounts in the Allocated Tips 100 Use Auto Cost of GTLI Cost of DCB 457 Plan Non 457 Plan FICA Tips Adv EIC Payment Uncol OASDI and Uncol Medicare fields The Hours Worked Weeks Worked Wks Under Limit and Paid Month fields are updated when you post checks The quarter totals and year to date totals are updated by the sum of the values you enter for the three months Field Description Hours Worked Enter the total number of hours the employee worked each month The precision of these fields is defined in Resource Manager see the Resource Manager User s Manual Weeks Worked Enter the number of weeks the employee worked in the month Payroll User s Manual 10 31 Employee History File Maintenance 10 32 Field Wks Under Limit Paid Month Allocated Tips Description Hourly employees are credited for the full number of weeks in the normal pay period for example 1 week for weekly pay periods or 2 weeks for biweekly pay periods for any pay period they report regular sick or vacation time The system calculates this number by dividing 52 by the numb
81. items e Press Cto change the current quarter e Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side Employee History Audit Log The preferred way to change a field on a history screen is to enter a payroll transaction or a manual check and then post the item If you manually change a history field and then exit from the screen the following message appears An Employee Maintenance Audit Log exists You must print it or send it toa file before you leave this function Select the output device After the log is produced the File Maintenance menu appears Audit Log 09 09 2006 Builders Supply 10 17 AM Employee History Audit Log Employee BOUOOL October Weeks Worked was changed from 4 34 to 2 34 End of Report 10 44 Payroll User s Manual Leave Adjustments Use the Leave Adjustments function to make positive and negative adjustments to an employee s sick and vacation pay Any changes you make here will update the PAHVxxx Payroll Leave Adjustment History file Leave Adjustments screen Select Leave Adjustments from the File Maintenance menu The Leave Adjustments screen appears Leave Adjustments k E 10 xi Commands Edit Modes Other Help 2xebeama amp OK Abandon Employee ID BOUOOT Last Name Bourne First Name Linda Middle Initial Leave Type Facai Descript
82. of 0000 50 Then you enter a time ticket for an employee who uses that earning code and whose base hourly pay rate is 10 per hour The system adds the factor to the employee rate resutling in a pay rate of 10 50 per hour for the employee If both a Multiplier and an Add to Base factor exist for the earning code the Add to Base factor is added to the employee s base pay rate first This new base pay rate is then multiplied After you approve the entries enter another earning code or use the Exit F7 command to return to the Codes Maintenance menu Payroll User s Manual Earning Types Use the Earning Types function to create groups of earning codes The Payroll system has nine preset earning types Bonus e Commission e Fringe e Miscellaneous e Overtime e Regular Earnings e Sick e Tips Reported as Federal Earnings e Vacation You cannot change or delete the preset earning types but you can set up additional earning types When you set up earning codes see page 11 9 you specify which earning type the code belongs to For example you might have four kinds of bonus pay You set up each kind of bonus pay as an earning code and group them all under the Bonus earning type Changes you make here update the PAETxxx Earnings Types file Payroll User s Manual 11 13 Earning Types Codes Maintenance Earning Types Screen Select Earning Types from the Codes Maintenance menu The Earning Types screen appea
83. on the Codes Maintenance menu Use the list as a reference or to check your entries Deductions List 09 09 2002 Builders Supply Deductions List By Deduction Nunber All Deductions Description Liab Acct Expense Acct Deferred Comp Employer Paid Calculate On Medical Ins 535000 Dental Ins 535000 United Way 204000 Credit Union 999900 Dues 999900 401K 205000 IRA Plan 200000 Parking 801000 Cash Advance 101000 Stock Plan 205000 Uniform 801000 End of Report Payroll User s Manual 13 11 Withholdings List Use the Withholdings List function to list the withholding codes and descriptions stored in the PAWIxxx Withholdings file You set up withholdings using the Withholdings function on the Codes Maintenance menu Use the list as a reference or to check your entries Withholdings List 09 09 2002 12 07 PM Withholding Auth Code Description CA W H Barned Income Emplyr Medicare Enplyr OASDI Unemp Ins Federal WH Emplye Medicare Emplye OASDI MN Unemp Ins SWH MN W H Report Payroll User s Manual 203700 203400 100000 203200 203200 203600 203000 203200 203200 203700 203400 Builders Supply Withholdings List By Withholding Code Expense Acct Fixed Pet Tax ID Employer WH Weeks Worked Limit 530000 12345678912 530000 530000 530000 77 7777777 530000 AA1234 46 9783645 13 13 System Messages Messages on the screen or in a report
84. only if there is more than one screen of items 7 Your changes are saved as you enter them Use the Exit F7 command when you are finished to close the screen and return to the Codes Maintenance menu 11 6 Payroll User s Manual Codes Maintenance Tax Authority Setup Adding or Editing a Line Item Commands Edit Modes Other Help 2X te BB MB _ Abandon Number 2 Code JEME Formula PFED_EME RTN aj Table ID FICA 3 The Append Tax Authority Setup screen appears when you add or edit a tax authority line tiem You can add or edit 15 tax authority withholding codes for both employees and employers Enter the code for the withholding tax FHW SWH and LWH must be the first employee withholdings Next enter the name of the formula that is to be used when calculating the withholding You must add the extension RTN to the formula name so that the system will not overwrite part of itself Then enter the ID of the tax table that will be used when calculating the withholding If you are working with FWH SWH or LWH these withholdings usually depend on marital status They can be overridden on the Employees Tax Information screen page 10 15 If the table must be company specific for example FUTA and SUD the last character of the table ID must be a lowercase x To accommodate the full three character company ID you must limit the table ID to five characters If the system cannot locate the company specific ta
85. or in most versions by using the Application Information tool button on the menu screen in graphical mode or by pressing Shift F2 in text mode If you are converting from a Payroll version before 5 10 without Direct Deposit to the current version with Direct Deposit you ll see the message Some source files missing for DD Do you want a printout of them Select No or enter N in text mode and continue with the remaining steps 7 If data files already exist for Payroll or Direct Deposit in the intended destination path the PA DD data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode 1f not select No or enter N in text mode If you elect not to erase existing files you must change your directory choices so that no conflict exists 8 If you are converting Direct Deposit files Payroll and its version number appear automatically You must convert Payroll data files as well in order to use Direct Deposit If data files already exist for Payroll in the intended destination path because you already converted them the PA data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and reconvert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode 9 To begin the
86. phase for your records or produce the Transaction History Report for a record of job activity 5 7 Payroll Transactions Daily Work Field Inquiry Phase Maint Inquiry Cost Code Maint Inquiry Class Maint Sequence No Note Inquiry Earn Code Maint Inquiry Ded Code Maint 5 8 Description If you entered a Job ID for this entry enter the phase ID to which you want to charge the time and amount if any The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost If Payroll interfaces with Job Cost and you entered a job ID for this entry enter the labor code for the job Press Enter to accept the employee s current labor class or enter a different class for the time ticket Use the Maintenance F6 command to edit labor classes If you want to split earnings and override deductions for an employee receiving two paychecks enter a sequence number The sequence number you use prints in the Time Ticket Journal Enter a description of the time ticket or deduction entry This field appears only if you are editing a time ticket earnings transaction Press Enter to accept the employee s current earning code or enter a different earning code for the time ticket Use the Maintenance F6 command to edit earning codes This field appears only if you are editing a deduction If you want to override an employee s scheduled deduction or giv
87. pulled from the PADExxx Employee Deductions and PAEGxxx Employee General Information files and is entered in the Employees function see page 10 3 for an explanation of the fields Press any key to return to the Salary Information screen 4 6 Payroll User s Manual Tax Information Use the Tax Information function to view employees federal state and local payroll tax information To add to or change this information use the Employees function on the File Maintenance menu Tax Information Inquiry Screen Select Tax Information from the Employee Inquiry menu The Tax Information screen appears Tax Information SBE Commands Edt Modes Other Scroll Commands Help RX te 280 DK Abandon Employee ID Enno 1 Boure Linda C Tax Group HN Federal Tax Information Fed Stat Exemp Extra WH Fixed W H EIC Code Table ID FED M 4 00 00 N FEDM State Tax Information e State Stat Exemp Extra W H Fixed WH Table ID SUI State Name 00 STXMNM MN Minnesota Local Tax Information State Local Stat Exemp Extra W H Fixed W H Table ID Locality Name Employee Next Previous First jE Last Tab State Gata line View Company H 06 02 2000 Terminal T000 OVR The information listed is pulled from the PAEGxxx Employee General Information PAESxxx Employee Federal State Local Withholdings PAEXxxx Employee Exclus
88. resulting file to the government 4 If you selected the Printer output device option insert the forms into the printer A control form prints first with CONTROL NUMB printed in the upper left corner of the form If CONTROL NUMB is not printed inside the Control Number box adjust the forms and select No or enter N in text mode at the Is Form Aligned prompt to print it again Continue this procedure until the words print in the correct place and then select Yes or enter Y in text mode W 2 forms are printed two or four to a page The first W 2 that is printed should be the first W 2 on the page After the forms are produced the Periodic Processing menu appears 9 32 Payroll User s Manual Periodic Processing W 2 Forms MMREF 1 Magnetic Media When you select MMREF 1 Magnetic Media on the W 2 Forms screen the Create Output File screen appears lala Commands Edit Modes Other Help 2x mere manl g OK Abandon Tax Year 2002 PIN Number 123456789 Company H 09 172000 Terminal TODO OVR Press Enter to use the current tax year or enter a different tax year This year is included in the tax file that is created If a work file already exists for this tax year this prompt appears Magnetic media scratch file already exists Do you want to start over To continue working with the existing file select No or enter N in text mode and skip to Processing Employees Selection Screen on page 9 36 To prepar
89. s Manual Introduction OSAS Text Functions Command Key Shift F3 Shift F4 Part Lookup Shift F5 Item Detail Lookup Shift F6 Lot Lookup Shift F7 Serial Number Lookup Shift F8 Item Descr Lookup Payroll User s Manual Alternate Key Esc B Esc C Esc G Esc K Esc N Esc Q Description Uses the item alias lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 62 for more information In Sales Order pressing this key combination allows you to enter purchase requisitions from the Ordered Units Shipped and Backordered fields In sales tax fields pressing this key combination allows you to view sales tax breakdowns Uses the customer vendor part number lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 62 for more information Uses the item detail lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 62 for more information Uses the lot lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 62 for more information Uses the serial number lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 62 for more information Uses the item description lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 62 for
90. screen to add or edit federal tax earnings and tax amount information for your employees The Employee Federal Tax History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only Only the Month Totals screen is shown in the example the Quarter Totals screen is similar 10 38 Payroll User s Manual File Maintenance Employee History The federal earnings and tax amounts are updated when you post checks Eoix Commands Edit Modes Other Scroll Commands Help 2xe Bejlaa amp OK Abandon Employee ID BOUOOI Bourne Linda C Earnings Code October November December OTR 4 YTD 30883 82 E 30883 82 z E 30883 82 2 28969 05 i f 28969 05 a 28969 05 2 R i 28969 05 y 30883 82 i i f 30883 82 y 30883 82 z Tax Amounts Code October November December OTR 4 YTD 447 82 oof o0 447 82 447 82 _ Eeoa nl oo oo 1914 80 1914 80 _ Fur 0 oof _oo 434 00 434 00 _ FwH 5624 45 oo oo 5624 45 5624 45 _ MED Hrn of oo 447 82 447 82 joas iswweo _ oo oo 1914 80 1914 80 Tab Tax Amounts Enter edit Append Next page Previous page Goto Change quarter Quarter Totals Month Totals Company H 09 10 2002 Terminal TODO OVR Use the commands to work with the information on the screen e Press Tab to switch between the Earnings and Tax Amounts sections of the sc
91. scroll up and down to view additional earning codes Deductions reported tips and pieces appear at the bottom of the screen When you finish viewing employee transaction totals press any key to return to the Recurring Entries screen 10 72 Payroll User s Manual Tables Use the Tables function to set up and maintain the Payroll system tables Tables store information about the system data options and default settings for other applications The following tables are related to Payroll ADJMNxxx FREQxxx GLDEPxxx GLPAYxxx MAXVSxxx PACTLxxx e SICccxxx TCALCxxx USRDDxxx USRDFxxx e VACccxxx For information about each of these tables see their individual descriptions in this section For information about shareable and unshared tables see page 3 13 The OPTxxx and OP2xxx Options tables store options and interfaces settings Maintain the information stored in this table through Payroll and Resource Manager system functions not through the table itself Payroll User s Manual 10 73 Tables File Maintenance Tables Screen Select Tables from the File Maintenance menu A blank tables screen appears Commands Edit Modes Other Help 2xe be ma g OK Abandon Table ID aj Description Number of Cols 0 Column Length 0 Type z co _ Company H 09 10 2002 Terminal TODO OVR 1 To add or change a table enter the t
92. the boxes or enter Y in text mode next to the information types you want to view add or edit If you do not need to change that type of information clear the box or enter N in text mode When you have selected the information you want use the Proceed OK command to go to the first information screen General Information Screen Use the General Information screen to enter basic information about your employees address phone number dates of hire and review and contacts General Information 4 la x Commands Edit Modes Other Help 2xe be ma g OK Abandon Emp ID BOU001 Job Title dmin Asst Last Name Eoume Work Phone fi First Name Linda Middle In C Extension Supt ID LUKOO1 Jaj W 2 Name Linda C Bourne Adj Hire Date 01 09 1993 Address 1 501 N Hamilton Ave Start Date 01 09 1993 Address 2 Birth Date 06 07 1959 Address 3 Term Date Xx Res City Edina State MN 9 Last Review Date 11 12 2000 Zip Code 55435 Country 3 Next Review Date 11 12 2001 Phone No 161 2555 1212 Last Check Date q SS No 459 30 1099 Ins Coverage Family Blue Cross Sex FE User Label 2 EEO Class B User Label 3 w 2 Fields Emergency Contat Retirement Plan IV Name Jim Bourne Statutory Employee m Work Phone 161 2567 3319 Home Phone 161 2555 1212 Relation Husband E Mail Iboume builders_supply com Company H 09 09 2002 Terminal T000 OVR Field Description Las
93. the next earning code USRDDxxx Table The USRDDxxx table holds the user defined labels that appear on the second Personnel Information screen and the Key Date Report When you enter the table ID the rest of the USRDDxxx table appears a aa 151 Commands Edit Modes Other Help 2x ee mnl g OK Abandon Table ID Description User Defined Dates for Personnel Info Column Length 12 Type Ar License Last Phys Driver Lic User Date 04 User Date 05 User Date 06 User Date 07 User Date 08 User Date 09 User Date 10 Company H 09 10 2002 Terminal TODO OVR Enter up to ten date labels 10 84 Payroll User s Manual File Maintenance Tables USRDFxxx Table The USRDFxxx table holds the user defined labels that appear on the Employees General Information screen and the first Personnel Information screen When you enter the table ID the rest of the USRDFxxx table appears lei es Commands Edit Modes Other Help 2xe ba ma g OK_ Abandon Table ID USRDF aj Description User Defined Fields for Emp Screen 1 Number of Cols 1 Column Length 12 Type A y user Def Fld Ins Coverage User Label 2 User Label 3 Comments 1 Comments 2 Comments 3 Company H 09 10 2002 Terminal T00D OVR Six entries appear The first three appear on the Employees General Information screen Enter the labels you want to appear on the screen The last three appear on the first Person
94. the table at this point the conversion still completes successfully When you finish entering codes exit to the main menu In previous versions of Payroll earnings and withholdings amounts in employee history were broken down only to the quarter to date level Beginning in version 5 1 those amounts are broken down to a month to date level To accommodate this situation the conversion program must allocate quarter to date figures from previous versions into the new month to date fields The conversion program prompts you to select one of these methods Conversion Installation and Conversion e The monthly method divides total quarterly amounts evenly among the monthly fields For example January 33 3 February 33 3 March 33 3 e The daily method allocates amounts precisely The program calculates days per month and the percentage of each day in the quarter If the last payroll check run was in the middle of a month the system allocates amount percentages correctly up to that date If you select this option you must enter the last check date For example Quarter 1 January 31 days of 90 in Quarter 1 34 44 February 28 days of 90 in Quarter 1 31 11 March 31 days of 90 in Quarter 1 34 44 If you are converting files from OSAS 4 0x or lower do not use the following option e The history method reads check amounts from your previous Payroll version s Check History file producing a quarterly total and ca
95. the voided check so that a new check can be printed for the employee You cannot however void a check from a previous version of Payroll The check you want to void must be posted to history When you select a check to void the system searches for and verifies the check in the PAHCxxx Check History file Then the system checks the PACHxxx Checks file if a batch of checks is in process that is calculated and or entered but not posted you cannot void a check If the check has been calculated the system prompts you to reenter time tickets If you have produced manual checks you are asked to reenter the check Voiding a check is the reverse of posting The check is backed out if Payroll interfaces with General Ledger and Bank Reconciliation the check history is backed out of those applications The check remains in the PAHCxxx file but is marked as a voided check It prints in the Check History Register but its totals are not added to the register You can choose to make a copy of the check record in the PACHxxx file if the check is a manual check If the check is a calculated check you can make a copy of the time tickets used to calculate that check in the PATRxxx Transactions file You can do this though only if the original time tickets are in the PATHxxx Transaction History file The check or the transactions will then be re created in the correct files and you can edit the check in the Manual Checks function or the transac
96. this case the result is based on a conditional In this case if LIO07 is less than zero the result of the formula is zero If LI007 is greater than zero that is the result of the formula Payroll User s Manual C 13 Numerics 100 Use Auto 10 33 401 k 3 17 7 11 11 18 match B 2 457 plans 9 29 10 33 941 Worksheet 3 11 9 51 function 9 25 sample 9 27 942 reporting 9 29 A Abandon function key 1 50 pull down menu command 1 50 verification button 1 57 About OSAS pull down menu command 1 53 Access Code tool button 1 36 access code company specific 3 27 entering in graphical menus 1 36 setting up 3 8 3 27 what to protect 3 27 Access Codes parameter 1 4 access codes setting up 3 34 3 35 Accrual Adjustments function 6 25 accrual of vacation sick time option 3 32 accruals of vacation and sick time 6 14 ACH file 1 22 6 41 B 5 adding Payroll User s Manual Index comments 1 70 employee record 3 20 10 3 scheduled deductions 10 13 tables 10 74 transactions 5 10 address company 3 19 ADJMN xxx table 3 13 10 73 10 75 setting up 3 14 adjusted hire date 10 7 adjustments 9 26 advance EIC payments 10 34 Alias Inventory Lookup function key 1 55 1 62 pull down menu command 1 55 alignment form printing checks 6 30 allocation daily method 2 10 history method 2 10 method of 2 9 monthly method 2 10 split methods 2 11 alphabetical sorting 3 4 of numbe
97. this information into your records Next collect month to date and year to date numbers for employees then use the Employee History function see page 10 29 to enter this information into your records While this method produces records with accurate month to date and year to date information you will have no history and no audit trail Use this method only if you want to get started as quickly as possible Setting up With Check History Only If you need only check history turn off the interfaces with General Ledger Bank Reconciliation and Job Cost Do not enter period to date quarter to date or year to date numbers in the Departments function and do not enter month to date or quarter to date numbers for employees in the Employee History function Instead enter all the checks for each period post the checks and post expenses to General Ledger Do quarter end maintenance as necessary and continue entering checks and printing reports until you are up to the current payroll period see Entering manual checks below This method produces accurate check history employee history records department records and an audit trail It does not produce transaction history Payroll User s Manual 3 23 Setup Functions Setup 3 24 Setting up With Transaction Employee and Check History If you need complete transaction employee and check history you must re create all the entries for the current year After you set up the PAINxx
98. time tickets for an employee Recurring Entries Screen Select Recurring Entries from the File Maintenance menu The function screen appears Recurring entries ee Pie Commands Edit Modes Other Scroll Commands Information Help 20 Or Abandon Employee ID JONDOOI 3 Jonchim Maria K HOURLY Department 501 EXEC SECRETARIAL Cutoff Date 09 10 2002 Class SEC Rate 7 5000 Cutoff Dept Type Code Hours Rate Amount Pieces 501 Pay REG 40 000 7 500 0 zj A 501 25 00 El aj x y z Entry 000001 of 000002 Enter edit Add Trans Employee Eirst Last Next Previous Totals Company H 09 10 2002 Terminal T000 OVR Inquiry 1 Enter the employee s ID The employee s name department cutoff date Maint class and pay rate appear 2 Use the commands to work with the information on the screen e Press Enter to edit the current recurring entry See Editing a Recurring Entry on page 10 66 for more information Payroll User s Manual 10 65 Recurring Entries File Maintenance e Press A to add a recurring entry See Adding a Recurring Entry on page 10 69 for more information e Press E to enter a recurring entry for another employee The cursor moves to the Employee ID field e Press F to view recurring entries for the first employee on file e Press Lto view recurring entries for the last employee on file e Press
99. to be printed in box 14 on employees W 2 forms Payroll User s Manual 10 89 Tax Tables File Maintenance State Tax Tables The following state tax tables are used in the Payroll system e The STXssm tables ss represents the state abbreviation m represents marital status store the earnings base tax base and tax percentages for each state where withholding is required e The SUTssxxx table stores the percentage and earnings limits that are used to calculate employer state unemployment tax e The STSss tables ss represents the state abbreviation store special fields that appear on the Employees Tax Information screen and are required to calculate state withholding e The SOTss tables ss represents the state abbreviation are used to calculate other state employee withholdings such as disability insurance Local Tax Tables e The LTXssllm table stores the earning base tax base earnings limit and tax percentages for the locality where the withholding is required A Note on Tax Tables The last entry in the first column of a tax table must be 99999999 99 because the Tables function goes to the next higher entry than the amount it is looking for and then goes back one line 10 90 Payroll User s Manual Formula Maintenance Use the Formula Maintenance function to set up and maintain the formulas needed to calculate deductions and withholdings For a detailed explanation of formulas and a list of valid var
100. to begin with a security code enter the code in the field at the bottom of the screen If your bank does not require a security code leave this field blank Payroll User s Manual File Maintenance Payroll Information 13 Enter the required length of the security code for your bank If your code is shorter than required the system appends the required number of characters to your security code The maximum length you can enter is 94 14 Use the Proceed OK command to save your changes and return to the Payroll Information selection screen Degree Descriptions Screen Use this screen to set up degree codes and their descriptions for use on the first Personnel Information screen in the Employees function Degree codes identify various educational degrees a high school diploma a B A and so on Payroll Information 5 xj Commands Edit Modes Other Help aE Ma 2 e OK Abani Degree Descriptions Degree Ez y aj Description Bachelor of Arts 1 Enter the degree code you want to add change or delete 2 Enter or edit the degree code s description 3 Use the Proceed OK command to save your entries The cursor returns to the Degree field Enter the next degree you want to work with or use the Exit F7 command to return to the Payroll Information selection screen Payroll User s Manual 10 63 Recurring Entries Use the Recurring Entries function to set up or change recurring
101. to change use the Resource Manager Access Codes function to set up access codes on your system Access codes are company specific When you set up an access code for a user the code is assigned to the company you are in After you set up your access codes print a list of the codes and store it in a safe place Creating a Backup Schedule Back up your Direct Deposit data files whenever they change and before you run these functions Create Direct Deposit File Post Checks Back up your programs once a month as insurance against media damage or deterioration Use the Backup function on the Resource Manager Data File Maintenance menu to back up files You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Payroll User s Manual 3 35 Employee Inquiry General Information 4 3 Salary Information 4 5 Tax Information 4 7 Personnel Information One Two 4 11 Employee History 4 13 Time Ticket History 4 21 Check History 4 23 Payroll User s Manual 4 1 Employee Inquiry 4 2 Introduction Use the functions on the Employee Inquiry menu to view employee information
102. to work with the information on the screen e Press Enter to edit a line item See Editing a Line Item on page 10 54 for more information e Press A to add a line item See Appending a Line Item on page 10 54 for more information e Press Gto go to a specific line item then enter the line item number or use the Inquiry F2 command to select the line item number This command is available only when there is more than one screen of line items e Press D to move the cursor to the Department ID field to select a new department or division e Press H to move the cursor to the Name field to edit the department or division name Payroll User s Manual 10 53 Departments File Maintenance Editing a Line Item When you press Enter on the command bar to edit a line item the Edit Departments screen appears Inquiry 1 Edit the account number associated with this line item The Maintenance Maint F6 and Inquiry F2 commands are available if Payroll interfaces with General Ledger 2 Edit the amount accumulated since you posted expenses to General Ledger in the GL Period field 3 Edit the quarter to date amount for the line item in the Quarter field 4 Edit the year to date amount for the line item in the Year field 5 Use the Abandon F5 command to return to the Department ID field or the Exit F7 command to return to the File Maintenance menu Your changes are saved as you enter them Appending a Line
103. to work with the information on the screen e Press Enter to toggle the earning code s exclusion status for the deduction The Exclude check box status changes from selected to cleared for graphical screens or from Yes to No for text screens Payroll User s Manual 11 19 Deductions Codes Maintenance Press A to exclude all earning codes from the deduction Press N to include all earning codes in the deduction Press G to go to a specific earning code then enter the earning code or use the Inquiry F2 command to select the earning code This command is available only when there is more than one screen of earning codes Your changes are saved automatically as you enter them When you are finished with the Earning Exclusions screen use the Exit F7 command to return to the line item scroll region of the Deductions screen Copying Deductions 11 20 When you press C on the Deductions screen to copy a deduction the Copy Deduction screen appears Copy Deductions E 0 x Commands Edit Modes Other Help AX te GB MB 2 S_OK Abandon Employee ID From BOUOD1 ET Thru JENOO1 El Group Code From u Thru T Department 100 aj Part time Full time Both Full time Married Single Both Married v I State Period Code Flags NNNNN Dollar Percent to be copied 00 00 Balance Overwrite existing deduction V 1 3 Enter the range of employees to whose records you want to copy the deduction
104. want to post employer paid taxes and deductions to the employee s home department from the PAEGxxx Employee General Information file or the department s they worked in during the pay period After you finish setting options press W to save your entries and then exit to the Options and Interfaces screen Select another application whose options you want to change or exit to the Resource Manager Company Setup menu Earning Types Use the Earning Types function see page 11 13 to set up and modify the way the system groups earning codes The system has nine preset earning types which are used by the system in special ways You cannot change or delete the preset earning types You can however set up additional earning types When you set up earning codes you specify the earning type to which the code belongs For example you might have four kinds of bonus pay You set up each kind of bonus pay as an earning code and group them all under one earning type Earning Codes An earning code stores pay rate information the GL holding account number the pay type and other information for a particular kind of work When entering time tickets or manual checks you can enter an earning code and the number of hours worked the system calculates the employee s pay based on the information stored in the PAECxxx Earning Codes file 3 12 Payroll User s Manual Setup Setup Functions You can set up earning codes for types of work Fo
105. whether you want employees to accrue vacation and sick time automatically Toggle between YES or NO to indicate whether you want to use vacation and sick hours for accrual calculations Toggle between FIRST or LAST to indicate whether you want to print the first names of employees first on checks and in reports or whether you want to print last names first Toggle between YES or NO to indicate whether you want to print the company name on checks Toggle between PREPRINTED BLANK or LASER to indicate whether you want to print checks on preprinted forms blank check stubs or laser forms If you use preprinted checks the stub is printed first if you use blank check stubs the check is printed first Toggle between YES or NO to indicate whether you want to print the company name on direct deposit vouchers Toggle between BLANK LASER FORM or PREPRINTED to indicate whether you want to print vouchers on blank paper or preprinted forms Payroll User s Manual Setup Setting Up Direct Deposit 13 14 15 Toggle between BLANK or PREPRINTED to indicate whether you want to use preprinted vouchers with blank stubs or preprinted stubs If you use preprinted stubs the stub is printed first if you use blank stubs the voucher is printed first If you use laser vouchers toggle to BLANK Toggle between YES or NO to indicate whether you want to use the time card calculator during entry of time tickets for hourly e
106. 0 00 i 00 04 30 2000 Board Review 6750 00 i 00 IEB 31 1999 Co Performance 6500 00 i 00 fi 1 12 1999 Enni Increase 6250 00 i 00 fi 1 12 1998 Performance 6150 00 i H 00 00 00 i 00 Ej 00 Company H 06 11 2000 Terminal T000 INS 1 Enter miscellaneous comments about the employee 2 Enter up to three degrees for the employee a description of each degree appears Set up degree codes in the Payroll Information function see page 10 57 3 Enter the employee s academic major for each degree 4 Enter the date of up to 10 pay changes 5 Enter the reason for the pay changes the pay rate preceding each pay change is displayed in the Old Rate field 6 Enter the issue date of up to 10 pay bonuses 10 22 Payroll User s Manual File Maintenance Employee 7 Enter the reason for the pay bonuses the amount of the bonus appears in the Amount field When you save your entries the second Personnel Information screen appears or if you did not elect to modify the screen the Employee selection screen appears Personnel Information Screen Two Use the second Personnel Information screen to record and maintain miscellaneous information for each employee The fields on this screen are user defined the field names are taken from the USRDDxxx table see USRDDxxx Table on page 10 84 for more information 4 P
107. 00 OVR Enter the ID of the employee whose salary information you want to view 2 Use the commands to find the information you need e Press Eto view a different employee record e Press F to view the first employee record on file Payroll User s Manual 4 5 Salary Information Employee Inquiry e Press L to view the last employee record on file e Press N to view the next employee record on file e Press P to view the previous employee record on file e Press Gto view a specific scheduled deduction then enter the deduction code or use the Inquiry F2 command to select it This command appears only if there is more than one screen of deductions e Press V to view factor information for a scheduled deduction The Factor Inquiry screen appears 3 Use the commands on the Information menu press Shift F2 in text mode to view any employee comments or documents 4 When you finish viewing information press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employee Inquiry menu Factor Inquiry Screen The Factor Inquiry screen appears when you press V or click View to view information for a scheduled deduction 4 Factor Inquiry BEI Commands Edt Modes Other Help 2X te Be ma 2 S _0k Abandon Ovenide Factors I Factor 1 0000 Factor 2 0000 Factor 3 0000 Factor 4 0000 Factor 5 0000 Factor 6 0000 Press Any Key The information listed is
108. 00 42 24 42 24 zj 14 08 00 00 14 08 14 08 308 84 00 00 308 84 308 84 aj 200 00 00 00 200 00 200 00 MN 1389 77 00 00 1389 77 1389 77 MN 525 00 00 00 525 00 525 00 sl 3 z Enterzedit Append Next page Previous page ota Change quarter Quarter Totals Month Totals gt Company H 06 02 2000 Terminal TODO OVA See page 10 3 for an explanation of the commands and fields When you finish viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry selection screen appears enter another employee for which to view history or use the Exit F7 command to return to the Employee Inquiry menu 4 16 Payroll User s Manual Employee Inquiry Employee History Employee Federal Tax History Inquiry Screen This screen appears when you select Employee Federal History on the selection screen 4 Employee Federal Tax History x Commands Edit Modes Other ScrollCommands Help 2x re man e Ok Abandon Employee ID BOUOO1 Bourne Linda C Eamings Code October November December OTR 4 YTD 30883 82 zZ 30883 82 2 28969 05 28969 05 28969 05 00 E i 28969 05 MED 30883 82 00 00 30883 82 30883 82 y OAS 30883 82 00 00 30883 82 30883 82 Tax Amounts Code October November December OTR 4 YTD
109. 000054 Quarter 3 Group Code 1 Period End 09 15 2002 Date on Checks 09 15 2002 GL Period 09 Print Other Employer Taxes Iv Company H 09 16 2002 Terminal TODO OVR The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions Payroll User s Manual 6 49 Employer s Tax Report Payday Work 1 Ifyou want to print other employer taxes select the box or enter Y in text mode if not clear the box or enter N in text mode 2 Select the output device See Output the Report on page 1 74 for more information After the report is produced the Payday Work menu appears Employer s Tax Report 09 16 2002 Builders Supply 1 13 PM Employer s Tax Report For Pay Period Ending 09 15 2002 Group Code 1 Employer FICA 60600 NO LIMIT Earnings FICA Tips Excess FICA Earnings BOUOOL Bourne Linda C 459 30 1099 7500 00 00 00 GEROOlL Gerard Timothy G 468 22 4819 5550 00 3 00 00 JENOOlL Jenkins Kathy M 460 39 3093 7500 00 x 00 oo Lukas George 488 30 1281 2500 00 E oo oo State Total MN Number of employees 23050 00 00 SUI Liability 2500 00 09100 Grand Total Number of employees 4 i 23050 00 00 23050 23050 OASDI Liability 23050 00 06200 Medicare Liabliity 23050 00 01450 FUTA Liability 00 06200 6 50 FUTA 7000 Earnings Excess FUTA Pa
110. 1 Employee History File Maintenance Once you enter a state line you cannot change the state code that withholding is for If you need to enter a different state press A The quarter totals and year to date totals are updated by the sum of the values you enter for the three months e Press N to move to the next screen you selected e Press P to return to the previous screen e Press Gto go to a specific line item then enter the state tax authority code or use the Inquiry F2 command to select the code This command is available only when there is more than one screen of items e Press Cto change the current quarter e Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side Employee Local Tax History Screen Use the Employee Local Tax History screen to add or edit local tax earnings and contributions information for your employees The Employee Local Tax History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only Only the Month Totals screen is shown in the example the Quarter Totals screen is similar 10 42 Payroll User s Manual File Maintenance Employee History The local earnings and tax amounts are updated when you post checks Employee Local Tax History ioj xl Commands Edit Modes Other Scroll Commands Help 2x
111. 1 Ifyou want to print other employer taxes select the box or enter Y in text mode if not clear the box or enter N in text mode 2 Select the output device See Output the Report on page 1 74 for more information After the report is produced the Payday Work menu appears Employer s Liability Report 09 16 2002 Builders Supply 1 21 PM Employer s Liability Audit Report For Pay Period Ending 09 15 2002 Group Code 1 DASDI 60600 MEDICARE NO LIMIT SUI 15300 FUTA 7000 Liability Tax Earn Liability a Liability A Liability BOU001 Bourne Linda C 459 30 1099 7500 00 7500 00 465 00 7500 GEROOL Gerard Timothy G 468 22 4819 5550 00 5550 00 10 5550 JENOOlL Jenkins Kathy M 460 39 9093 7500 00 7500 00 00 7500 Lukas George 488 30 1281 2500 00 2500 00 00 2500 3 2500 00 State Total MN Number of employees 23050 00 23050 00 s a 2500 00 Grand Total Number of employees 23050 00 23050 00 E 2 2500 00 End of Report 6 52 Payroll User s Manual Pay Period Deduction Report The Pay Period Deduction Report is a list of your company s payroll deductions and the employees who had amounts deducted from their paychecks for each deduction Pay Period Deduction Report Screen Select Pay Period Deduction Report from the Payday Reports and Posting submenu The Pay Period Deduction Report screen appears Pay Period Deduction Report j 3 lol xj Commands Edit Modes Other Hel
112. 1 45 OSAS Text Functions Introduction 1 46 Command Key F2 Inquiry F3 Delete F4 Others F5 Abandon F6 Maint F7 Exit F8 Print Screen F9 Undo Typing F10 Delete Shift F2 Info Menu Alternate PRE Description Key Esc W Opens the Inquiry screen for the current field This command is available for a field when the Inquiry flag appears at the bottom of the screen See Inquiry Commands on page 1 60 for more information Esc D Deletes the current record or line item when allowed Esc 0 Opens a utility menu similar to the Other Commands menu on graphical screens See Other Commands Menu on page 1 38 for more information on the commands available Esc X Abandon processing or clear all fields Esc F Opens the appropriate File Maintenance function where you can view or update master file information This command is available when the Maint flag appears at the bottom of the screen Esc M Exits from the function Esc L Allows you to output the current screen to a printer to a print preview window or to a file Esc U Clears the contents of the current field Ctrl Z Deletes information to the end of the line Esc l Opens an information menu for the function when the Info flag appears at the bottom of the screen The commands that are available depend on the applications you have installed See Information Menu on page 1 53 for more information Payroll User
113. 1153 84 14 456 208 50 94 456 32 000 461 54 3 344 48 23 gt 35 344 431 500 14849 05 2 745 325 13 434 245 256 000 8681 49 16 716 469 73 272 716 End of Report 6 28 Payroll User s Manual Print Checks Use the Print Checks function to print checks created through the Calculate Checks function or that you entered through the Manual Checks function that do not have assigned check numbers Checks do not print for employees who have negative gross pay If an employee has negative net pay the employee s deductions and withholdings are reduced until the net pay is zero before a check prints Print Checks Screen Select Print Checks from the Payday Work menu The Print Checks screen appears Commands Edit Modes Other Help 2xe mealma amp OK__ _Abandon Payroll Number 000053 Quarter 3 Group Code 1 Period End 08 31 2002 Date on Checks 09 01 2002 GL Period 9 First Check Number 1079 If Restart Last Good Form Number Check Printing Order Employee ID X Print Remaining Leave Vacation e Company H 09 16 2002 Terminal T000 OVR The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions Payroll User s Manual 6 29 Print Checks Payday Work 1 The next unused check number appears Press Enter to use it or enter a different check number 2 If you have problems when you prin
114. 2xe Ba mal g OK _Abandon Have You Backed Up Your Data Files IV Consolidate Terminated Employees ma Company H 09 17 2000 Terminal T000 OVR 1 Ifyou have backed up your data files select the box or enter Y in text mode if not clear the box or enter N in text mode If you have not backed up your files exit to the menu and do so before proceeding 2 Ifyou want to consolidate terminated employees select the box or enter Y in text mode if not clear the box or enter N in text mode 3 Select the output device to print the audit log See Output the Report on page 1 74 for more information After the log is produced the Periodic Processing menu appears 9 44 Payroll User s Manual Periodic Processing Roll Up Leave Balances Consolidate Leave Audit Log 09 14 2002 Builders Supply 9 18 AM Consolidate Leave Audit Log VACATION SICK ID EMPLOYEE NAME SUMMARY DETAIL DIFFER SUMMARY DETAIL DIFFER ERROR MESSAGE BOUOOL Bourne Linda C 128 000 128 000 000 96 000 96 000 000 GEROOL Gerard Timothy G 160 000 160 000 000 80 000 80 000 000 JENOOlL Jenkins Kathy M 80 000 80 000 000 32 000 32 000 000 JONOO1 Jonchim Maria K 000 000 000 16 000 16 000 000 LUK001 Lukas George 80 000 80 000 000 32 000 32 000 000 ROSOOl Rossini Lucinda A 40 000 40 000 000 000 000 000 488 000 488 000 000 000 000 000 Report Payroll User s Manual 9 45 Purge Recurring Entries Use the
115. 3 Del function key 1 63 Delete department record with GL balance 10 52 division record 10 52 employee record 10 3 10 4 function key 1 50 history 9 52 last year files 9 53 manual checks 6 14 6 20 pull down menu command 1 50 table 10 74 tool button 1 56 delete information on a screen 1 50 line item 1 54 1 63 Delete character function key 1 63 Delete Line command function key 1 54 1 63 pull down menu command 1 54 Delete to End of Line function key 1 64 department IDs 3 18 department records information stored in 10 51 Department Report 3 18 function 9 5 sample 9 6 Departments 3 18 deleting with GL balance 10 52 function 10 51 posting to 3 12 setting up 3 7 dependent care benefits 9 29 10 33 10 89 11 18 Depreciation Tables List list 10 99 Description Inventory Lookup function key 1 55 1 62 pull down menu command 1 55 deselect defined 1 26 Detail Inventory Lookup function key 1 55 Detail Leave Report function 7 15 sample 7 15 Direct Deposit before you install 2 5 function 10 47 installation 2 5 setting up 3 31 system requirements 2 5 Direct Deposit file 1 20 transmitting B 5 Direct Deposit periodic tasks 1 23 Direct Deposit work flow daily tasks 1 21 periodic tasks 1 23 division ID 3 18 divisions 3 18 10 51 Documents 1 71 File Types 1 71 opening 1 72 viewing 1 72 double click defined 1 25 Down Arrow inquiry command 1 61 report command 1 78 scroll
116. 3 10 3 11 JOBSxxx file 5 3 JOCDxxx file 5 3 JOHIxxx file 5 3 Jump function key 1 51 pull down menu command 1 51 Jump command function key 1 54 pull down menu command 1 54 K Key Date Report function 8 15 sample 8 15 L Labor Classes 3 20 function 11 3 screen 11 3 setting up 3 7 Labor Classes List function 13 5 sample 13 5 laser forms 3 11 3 32 Last Line command function key 1 54 1 63 pull down menu command 1 54 last or first name first option 3 32 last year files 1 17 5 19 5 21 5 25 6 3 6 61 9 49 deleting 9 53 Leave Adjustments 3 22 function 10 45 setting up 3 7 Left Arrow report command 1 78 Left Arrow function key 1 63 Lists printing 7 3 8 3 12 3 13 3 live data changing to 1 36 1 41 1 42 LO1 3 17 local tax authority codes 10 43 11 6 11 23 contributions information 10 42 earnings 10 42 information 4 7 routines 3 17 local withholding 3 13 3 15 3 17 10 15 10 20 10 89 11 5 local other withholding 3 17 Lot Inventory Lookup function key 1 55 1 62 pull down menu command 1 55 LTXssllm tax table 3 14 3 15 10 90 LWH 3 17 11 25 LY extension 9 49 magnetic media 9 30 9 33 output audit report 9 40 Maintenance function key 1 50 pull down menu command 1 50 tool button 1 56 manual conventions 1 25 Manual Checks adding earning codes 6 15 affect on department records 10 51 calculated checks 6 3 changing 6 11 6 12 unposted checks 6 12 c
117. 4 10 74 copying a sample 10 74 deleting 10 74 FREQxxx 3 13 3 14 10 73 10 76 function 10 73 GLDEPxxx 3 13 3 14 10 73 10 77 GLPAYxxx 3 13 3 14 10 73 10 78 Lookup C 5 MAXVSxxx 3 13 3 15 10 73 10 79 OWN 3 14 PACTLxxx 3 13 3 14 10 73 10 80 PATB 3 34 setting up 3 7 3 13 3 33 3 34 SICcexxx 3 13 3 14 TCALCxxx 3 13 3 14 10 73 10 83 USRDDxxx 3 13 3 14 10 73 10 84 USRDFxxx 3 13 3 14 10 73 10 85 VACccxxx 3 13 3 14 10 73 10 86 Tables List function 12 21 sample 12 21 T accounts for posting checks 6 58 Post Expense to GL 9 7 Tax Authorities List function 13 7 sample 13 7 Tax Authority Setup 3 7 3 15 3 16 function 11 5 screen 11 5 Tax Groups setting up 3 7 Tax Information Inquiry function 4 7 Tax Tables EIC 3 13 10 89 federal 10 89 Payroll User s Manual federal withholding 3 13 FEDM 3 13 10 89 FEDS 3 14 10 89 FICA 3 14 10 89 function 10 89 FUTAxxx 3 14 10 89 local withholding 3 13 LTXssllm 3 14 3 15 10 90 setting up 3 7 3 13 SOTss 3 14 3 15 10 90 state 10 90 state withholding 3 13 STSss 3 14 3 15 10 90 STXssm 3 14 3 15 10 90 SUTssxxx 3 14 3 15 10 90 W2CODE 3 14 10 89 W2CODE 2 3 14 10 89 TCALCxxx table 3 13 3 14 5 16 10 73 10 83 terminal parameter 1 4 terminal specific table 10 74 terminated employees 10 3 10 4 10 7 third party sick pay 9 29 time card calculator 3 12 5 12 10 83 B 3 time card calculator op
118. 4 4 Payroll User s Manual Salary Information Use the Salary Information function to view employee salary information pay rate scheduled deductions remaining vacation hours and so on Use the Employees function on the File Maintenance menu to add or edit information Salary Information Inquiry Screen Select Salary Information from the Employee Inquiry menu The Salary Information screen appears 2 Salary Information BBE Commands Edit Modes Other Scroll Commands Help 2xelae an alt Abandon Employee ID E OU001 13 Bourne Linda oe Pay Information Scheduled Deductions Dept 500 No Description 12345 Amount Balance Labor Class Prs 1 Medical Ins YNNNN zj Corporate Officer Ja 401K PNNNN 4 50 00 2 Seasonal Employee Ja United Way PNNNN 1 00 00 aj Type H or Credit Union YNNNN 50 00 00 Exempt jE Stock Plan YNNNN 100 00 00 Adjust to Minimum E Dental Ins YNNNN 3 52 00 Group Code 0 9 1 Pay Periods Year 12 Check Location Eaming Code SAL y Salary 7500 00 Y Hourly Rate 000 zj Beer LY Deduction 001 of 006 Status Full time Sick Accrual Code xx Sick Hours Remaining 96 000 Vac Accrual Code xx Vacation Hours Remaining 119 500 nit Employee First Last Next Previous Goto View Zn Company H 06 02 2000 Terminal T0
119. 4641 Stockard Albert N Y 456789574 End of Report Payroll User s Manual 000133333 000133333 000000013 000000013 000000013 055000165 055000165 055000165 055002341 000000026 000000026 000000039 100350 12 9 Formulas List Use the Formulas List function to review the deduction and withholding formulas set up through the Formula Maintenance function and stored in the PAFMHDR and PAFMLIN files Formulas List 09 11 2002 Builders Supply Page 8 39 AM Formulas List Formula ID Description Factor 1 Factor 2 Factor 3 Line No Type Detail Factor 4 Factor 5 Factor 6 PCA__SOL RTN California State SDI Emplyee ool 002 003 004 DOS 006 007 008 009 010 TABLEZ 1 1 RETVAL TABLEZ 1 2 RETVAL TAXEARN YTDEARNINGS IF LI003 gt L1002 TH LIOOS LIOOZ EL TAXEARN LIO04 LIOO1 100 IF YTDEARNINGS gt LI002 TH 0 EL LIOOS IF LIO06 lt 0 TH 0 EL LIO06 LIOOL1 LIO02 100 YTDWITHHOLDINGS LI007 IF LI009 gt LI008 TH LIOO LIOO9 LIOOS EL LIOO N N N N N N N N N N PCA__SUI California State Unemployment Ins ool 002 003 004 005 006 007 008 TABLEZ 1 1 RETVAL TABLEZ 1 2 RETVAL TAXEARN YTDEARNINGS IF LIOO2 gt LI003 TH LIO03 EL LIOOZ LIO04 LIOO1 100 LIOOS YTDWITHHOLDINGS IF LI006 gt TAXEARN TH TAXEARN EL LI006 IF LI007 lt 0 TH O EL LIOO Ba 22222 Payroll User s Manual 12 11 Department List Use the Department List function to review
120. 62 Shift F8 1 62 Shift Fl 1 53 Shift F10 1 64 Shift F3 1 55 Shift F4 1 55 Shift F5 1 55 Shift F6 1 55 Shift F7 1 55 Shift F8 1 55 Shift F9 1 51 1 64 Up Arrow 1 50 FUT 3 16 FUTA 3 16 3 22 6 49 6 51 FUTAxxx tax table 3 14 10 89 FWH 3 16 11 25 G General Information Inquiry function 4 3 General Ledger last year files 6 38 Payroll interface 3 9 3 10 3 11 GLDEPxxx table 3 13 3 14 10 73 10 77 GLJRxxx file 6 57 6 60 9 7 9 8 Global Inquiry defined 1 3 GLPAYxxx table 3 13 3 14 10 73 10 78 golden parachute payments 9 29 graphical menu exiting from 1 34 features of 1 33 right click menu 1 41 1 57 sample screen 1 34 graphical menus right click menu 1 41 1 57 group codes 3 21 10 9 group term life insurance 9 29 10 33 GUI Text Using OSAS with Contractors Job Cost 1 33 H Help 1 41 function key 1 53 pull down menu command 1 53 tool button 1 39 1 56 help commands F3 1 59 F6 1 59 F7 1 59 History command 1 70 Home inquiry command 1 61 report command 1 78 scroll region command 1 54 1 63 home department 3 12 Home function key 1 64 I IDs establishing a format 3 4 setting up 3 3 sorting 3 3 include vacation sick hours in accrual calculation option 3 32 incorrect miscellaneous entries reversing 5 4 incorrect time tickets reversing 5 4 Information command 1 67 Information menu 1 67 Comments command 1 68 Documents command 1 71 History c
121. 6s 08 89P 00 0054 000054 00 0054 00 0054L 606 6 09p 00 0555 00 0559 0070555 00 0555 6T3P 22 89P 00 00 00 00 660T 0 65P Wold sseoxg sdrL yora shuruzeg LIHIT 0N 00909 vara z 4oTdmg 9339 5008 2002 08 60 Surpug zeazenp sya 204 11822 ut ax10dag xey s s otdug ATzsqaend Ajtddng szepttng 00 00 ALA 00 00 ard N 3139TY p18xD038 TOOOLS 00 00 ala 00 00 ald Y epurtang TuTssoy TOOSON 00 0052 ger ala 00 0052 ge Pb ald 251039 SEAT TOOMAT 007552 E did 00 552 ger aio H BTAEH MTYDUCr TOONOL 000054 22 2 ala 00 0054 ee P ard H Auaey surgusp TOONAL 000555 E dls 000555 ee h ld 9 ygomt pazeze9 TOONAI 00 00 ala 00 00 ard 3 epur7 suanog TOONOA payron sysaa swey qI dug NH 23825 Hd 2T Z002 LT 60 9 15 Payroll User s Manual Quarterly Withholding Report Your company may be required to make quarterly tax deposits based on the amounts you withheld from employees checks The Quarterly Withholding Report summarizes these statistics The information in this report comes from the PAEExxx Employee Earnings History PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files Quarterly Withholding Report Screen Select Quarterly Withholding Report from the Periodic Processing menu The Quarterly Withholding Report screen appears Quarterly Withholding Report E lo
122. 8 3 24 Employee History Inquiry function 4 13 Employee Inquiry 1 7 Employee History 4 13 General Information 4 3 Personnel Information 4 11 Salary Information 4 5 Tax Information 4 7 Employee Labels function 12 7 sample of standard size 12 7 Employee Local Tax History inquiry 4 19 inquiry screen 4 19 screen 10 42 Employee Miscellaneous History 10 30 editing 10 31 inquiry 4 14 Employee State Tax History inquiry 4 18 inquiry screen 4 18 screen 10 40 Employees 3 20 changing earnings or withholdings 10 3 Factor Entry window 10 14 Federal Tax Information 10 17 FICA withholding 3 16 function 10 3 General Information 3 20 10 5 Local Tax Information 10 20 Personnel Information 3 20 3 21 10 22 posting entries T accounts 6 58 Salary Information 3 20 Scheduled Deductions window 10 12 setting up 3 7 State Tax Information 10 18 Tax Information 3 20 3 21 withholding history 2 9 employer FICA 3 16 liability information in manual checks 6 19 Employer Bank Information 3 19 10 57 setting up 3 33 Employer Department Expense Report function 6 55 sample 6 56 Employer s Liability Report function 6 51 sample 6 52 Employer s Tax Guide 10 33 Employer s Tax Report function 6 49 sample 6 50 employer paid taxes deduction option 3 33 employer paid withholdings 3 15 Employment Anniversary Report function 8 9 sample 8 9 End inquiry command 1 61 report command 1 78 scroll region
123. 9 6 51 7 13 10 34 11 24 OK Proceed function key 1 50 pull down menu command 1 50 Online Documentation function key 1 53 pull down menu command 1 53 tool button 1 56 OP2xxx table 10 73 opening documents 1 72 operations table of valid C 4 option accrual of vacation sick time 3 32 first or last name first 3 32 include vacation sick hours in accrual calculation 3 32 Payroll transaction history 3 31 post employer taxes deductions 3 33 post voided checks to Bank Reconciliation 3 32 post voided checks to check history 3 32 print company name on checks 3 32 print company name on vouchers 3 32 printing checks 3 32 printing voucher stubs 3 33 printing vouchers 3 32 save check history 3 32 Payroll User s Manual time card calculator 3 33 Options and Interfaces 3 14 3 24 7 13 7 17 screen 3 10 setting up 3 7 3 9 shared or owned 3 10 options and interfaces 3 31 OPTxxx table 10 73 OSAS converting from 3 x and 4 x 2 8 converting from version 5 x and earlier 2 9 running 1 4 setup considerations 2 7 system requirements 1 4 other pay 5 4 6 59 output device printer 1 75 override deductions 5 8 factors 10 14 pay 3 21 10 11 overtime 11 13 P PASOCNVT table purpose of 2 8 set up before conversion 2 8 PACDxxx file 1 12 1 16 6 3 9 49 PACExxx file 1 12 1 16 6 3 9 49 PACHxxx file 1 12 1 16 1 20 6 3 6 9 6 37 6 39 6 57 9 5 9 49 B 3 PACO file 1 10 3 7 11 5 13 7
124. 9 16 2002 Terminal T000 OVA The withholding types that appear depend on the state and local taxes that apply to the employee Use the commands to work with the information on the screen e Press Tab to switch between the Employee Withholdings and Employer Liability sections of the screen e To edit a withholding or an employer liability press Enter See Editing and Adding Withholding and Employer Liability below for more information Payroll User s Manual 6 19 Manual Checks Payday Work Inquiry Inquiry Inquiry 6 20 e To add a withholding or a liability press A See Editing and Adding Withholding and Employer Liability below for information When you edit a withholding or employer liability you can change only the amounts e To go to the previous page press P e To go to the next check press N e To delete the check press D Using the Exit F7 command does not delete a new manual check Editing and Adding Withholding and Employer Liability Field Type State Locality Code Description Amount Description Press Enter to accept the current withholding type or enter F for federal withholdings S for state withholdings or L for local withholdings Press Enter to accept the current state code or enter a different state code If the withholding is a local type enter the locality code Press Enter to accept the current withholding code or enter a differen
125. C rs 05 31 72000 j User Date 06 Last Phys 1270371997 User Date 07 Driver Lic User Date 08 User Date 04 User Date 09 User Date 05 User Date 10 Ea Fist m i T F Next il Pre u Company H 06 11 2000 Terminal T000 OVR The commands and instructions for the two screens are identical 1 Enter the ID of the employee whose personnel information you want to see 2 Use the commands to find the information you need e Press Eto view a different employee record e Press F to view the first employee record on file e Press L to view the last employee record on file e Press N to view the next employee record on file e Press P to view the previous employee record on file 3 Use the commands on the Information menu press Shift F2 in text mode to view any employee comments or documents See Employee Comments Screen on page 10 24 and Documents Screen on page 10 27 for more information 4 When you finish viewing the information press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employee Inquiry menu Payroll User s Manual Employee History Use the Employee History function to view employee payroll history hours pay deductions and so on for each quarter and for the year Information comes from the PAEGxxx Employee General Information PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx
126. Copy Recurring Entries function 5 23 copying employee salary information 10 5 Payroll User s Manual employee tax information 10 5 sample table 10 74 Create Direct Deposit File function 1 22 6 41 Create Prenotification File function 1 23 9 3 creating prenotification file 3 34 Ctrl J function key 1 51 Ctrl Z function key 1 51 cursor moving down or forward one field 1 50 moving up or back one field 1 50 selecting item 1 61 Cursor end function key 1 64 Cursor home function key 1 64 Cursor left function key 1 63 Cursor right function key 1 63 Customer Vendor Inventory Lookup function key 1 55 1 62 pull down menu command 1 55 D daily tasks 1 21 Daily Work 1 8 data entering 3 33 data dictionaries 2 3 2 5 Data File Conversion function 2 7 2 12 Data File Creation function 2 3 2 6 data files backing up 3 28 conversion 2 8 DCB 9 29 10 33 10 89 11 18 DDDIxxx file 1 20 DDVHxxx file 1 20 DDVKxxx file 1 20 Deduction Codes editing for manual checks 6 17 entering for manual checks 6 17 Deductions 3 17 3 18 5 21 adding 11 18 changing factors 10 14 editing 11 18 excluding 3 15 formula names 10 92 formulas 10 12 10 91 function 11 17 information 10 36 log 11 21 overriding factors 10 14 record of 7 13 using the same number twice 10 13 Deductions List function 13 11 sample 13 11 deferred compensation 3 17 10 38 11 18 B 4 Degree Descriptions 3 19 10 57 10 6
127. D BOUO01 a Last Name Bourne First Name Linda Middle Initial E DoYou Want To Maintain General Information IV Salary Information IV Tax Information Vv Personnel Information One Vv Personnel Information Two IV Employee Comments Iv User Defined Fields Vv Documents IV Company H 09 09 2002 Terminal TODO OVA Enter the ID of the employee whose record you want to add edit or delete If you enter an existing ID the employee s name appears If you need to add an employee for example for W 2 reporting press enter the new ID and select General Information below If you try to add an employee to the PAEGxxx LYx last year Employee General Information file the PAEGxxx current Employee General Information file is not updated Instead the system warns you that adding employees in last year files does not update current year files To delete an employee record use the Delete F3 command Both the employee s record and the employee s history record are deleted If values greater than zero exist in the employee s record the system warns you that you cannot delete employees with existing history Records of terminated employees are automatically deleted from current year files during year end processing Payroll User s Manual File Maintenance Employee The Copy From field appears if you add a new employee ID Use this field to copy salary and tax information from another employee s record to save time Select
128. DA C BOURNE 501 N HAMILTON AVE EDINA MN 55435 GEROOL TIMOTHY G GERARD 13330 E 32ND AVE MINNEAPOLIS MN 55055 JENOO1 KATHY M JENKINS 1200 24 WRICHT BLVD APT 402 MINNEAPOLIS MN 55055 JONOOL MARIA K JONCHIM 3321 W 52 AVE MINNEAPOLIS MN 55055 Payroll User s Manual 12 7 Employee Direct Deposit Information 7 Use the Employee Direct Deposit Information function to produce a list of the pD direct deposit transaction records You can use the list to verify that you have entered information correctly and to check prenotification status This function is available only if Direct Deposit is installed Before the system creates the direct deposit file the In column on the list must have a value of Y and the Out column must have a value of N You can change this status using the Create Prenotification File or Direct Deposit functions Employee Direct Deposit Information 09 18 2002 2 28 PM Empl ID Bouool Checking Savings Paycheck GEROOL Checking Savings Savings Savings Checking Checking gonool Savings LUKOOL Savings Checking STOOOl Savings Builders Supply Employee Direct Deposit Information Employee Name Acct Number Bourne Linda N x 234989834982934 N 24 983997577485875 Gerard Timothy 54353355345335333 53453353453535353 54353434535345333 53453353535343353 53535345353533334 54353535353345333 Jonchim Maria N Y 0213561321 Lukas George N Y 569885623 N Y 23213
129. Edit Hours Accrued Year to Date 000 000 Hours Taken Year to Date 000 000 Hours Taken This Period 000 000 Pre Post Remaining Hours 119 500 96 000 Accrual Code xX xX Company H 09 16 2002 Terminal T000 OVA 1 Enter the employee ID whose accrual record you want to change The employee s name appears 2 Edit the vacation and sick accrual adjustments for the employee The pay period to date and year to date hours accrued and hours taken totals appear in the lower portion of the screen To edit vacation and sick accruals use the Leave Adjustments function see page 10 45 Payroll User s Manual 6 25 Accrual Adjustments Payday Work 6 26 The employee s remaining vacation and sick totals before posting appear Use the Proceed OK command to save your changes The cursor returns to the Employee ID field Enter the next employee you want to enter accrual adjustments for or use the Exit F7 command to return to the Payday Work menu After you enter accrual adjustments produce the Vacation and Sick Leave Report page 6 27 to verify your changes Payroll User s Manual Vacation and Sick Leave Report The Vacation and Sick Leave Report lists the employees and their current vacation and sick accruals for the payroll run Use the report to verify changes made through the Accrual Adjustments function and as part of your business records Vacation and Sick Leave Report Screen Select Vacation an
130. H File Creation Report summarizing the contents of the file See Output the Report on page 1 74 for more information on output devices After this report is produced the Payday Work menu appears This report is for your information only do not send it to your bank ACH File Creation Report 09 18 2002 Builders Supply 12 41 PM ACH File Creation Report File C fosas650 data DDEPOSIT H Employee Name Bouool Bourne Linda GEROOL Gerard Timothy Lukas George Bouool Bourne Linda Total Amount Debited to Company Bank Account Total Number of Transactions 12 End of Report 6 42 Batch 0000001 Checking Savings Checking Savings Savings Savings Checking Checking Savings Checking Checking Savings Account Number 234989834982934 983997577485875 54353355345335333 53453353453535353 54353434535345333 53453353535343353 53535345353533334 54353535353345333 569885623 232134641 234989834982934 983997577485875 192839182939128 Pay Date 09 15 2002 Routing Code 000133333 000133333 000000013 000000013 000000013 055000165 055000165 055000165 000000026 000000026 000133333 000133333 000133333 Payroll User s Manual Check Register The Check Register is a record of the checks issued for an employee group and pay period It is similar to the Edit Register except that it contains the number of the check that was printed for each employee and is sorted a
131. HExxx Check Earnings History and PAHWxxx Check Withholdings History files if you elected to keep check history in the Resource Manager Options and Interfaces function e The pay period detail is posted to the GLJRxxx Journal file for the current or the last fiscal year if Payroll interfaces with General Ledger e Summary disbursement entries of the checks are created in the BRTRxxx Transactions file if Payroll interfaces with Bank Reconciliation e The information in the PACHxxx Checks file is erased to make way for check calculation for other groups of employees e The number of weeks each employee worked is calculated Payroll User s Manual 6 57 Post Checks Employee 6 58 Payday Work e The payroll number in the PACTLxxx table is incremented e The vacation and sick hours for employees are automatically updated if you selected this option When you post checks the information that is posted cannot be edited later Posting Entries Below is an illustration of the employee portion of the entries that are made when Payroll interfaces with General Ledger Payroll Adv EIC Holding Cash Payment DB CR DB GL Account in GLPAYxxx table or if GLPAYxxx table Earning Codes interfaced with Bank Rec the BRBAxxx file Fed State Fed WH FICA State Local Deduction Other Other Local Liability Liability Liability Liability Liability jability 1 3 Other OR CR OR OR CR OR OR OR
132. I and Medicare Number of exemptions per employee taken from the PAESxxx file Extra withholdings for the employee taken from the PAEGxxx file Total employee federal withholdings including OASDI Medicare and EIC Total fixed earnings for the employee taken from the earning codes Fixed percent for the withholding taken from the PAWIxxx file Fixed withholding amount from the PAEGxxx file Employee federal withholdings not including OASDI Medicare and EIC Total gross earnings not including earnings that are not included in net pay Total gross earnings including all earnings Total hours worked Payroll User s Manual Variable LOCALWITH MINWAGE PAYPERIODS PERIODCODE REGHRS STATEWITH TAXEARN TIPS TOTEARN UNCOLMED UNCOLOASDI YTDEARNINGS YTDFICATIPS YTDTIPS YTDWITHHOLDINGS About Formulas Description Total employee local withholdings Minimum wage Total pay periods for the year from the PAEGxxx file Current deduction run code for the group code the current employee is in Regular hours worked excluding sick and vacation hours Total employee state withholdings Taxable earnings per tax authority total earnings minus all exclusions Tips accumulated for the employee Total earnings Year to date uncollected Medicare Year to date uncollected OASDI Year to date earnings for the withholding Year to date FICA tips used in employee OASDI to fi
133. LJRxxx file while you are posting Back up your data files Power surges or equipment failures can result in the loss of information Be sure that you have a copy of the Department Report Post Expense to GL Screen Select Post Expense to GL from the Periodic Processing menu The Post Expense to GL screen appears l0 x Commands Edit Modes Other Help 2X Re ma OK Abandon Have you backed up your data files Iv Post to GL Period 9 Post To 1 te Current Fiscal Year Last Fiscal ye Post to General Ledger In C Summary Detail Company H 09 17 2002 Terminal TODO OVA 1 If you have backed up your data files select the box or enter Y in text mode if not clear the box or enter N in text mode If you have not backed up your files exit to the menu and do so before continuing 9 8 Payroll User s Manual Periodic Processing Post Expense to GL 2 Enter the GL period to which you want to post expenses 1 13 3 If last year General Ledger files exist and Payroll interfaces with General Ledger select the fiscal year to which you want to post 4 Select the output device for the posting log See Output the Report on page 1 74 for more information After posting completes and the log is produced the Periodic Processing menu appears Payroll User s Manual 9 9 Post Expense to GL Periodic Processing Post Expense to GL Log 9 10 09 17 2002 10 59 AM Posted to Perio
134. MAIL CONF AND ORDER TRACKING 1 Ifyou are working with a new comment the system date appears otherwise the date entered for the comment you are editing appears Accept this date or enter a different date 2 The current terminal ID appears in the Reference field Edit this reference 1f necessary 3 Enter or edit the comment then press Enter to save the comment record When available the History command gives you access to customer history in a manner similar to OSAS Inquiry functions Select the customer for which you want to view detail information enter a date from which to view information 1f desired then press Enter to view invoice or payment information Use the commands at the bottom of the screen to switch between or change customers view totals or select the line item to view Use the Exit F7 command to return to the function screen from which you accessed the History command Payroll User s Manual Introduction Information Menu Documents The Documents command lets you view or open documents attached to certain master file records You cannot use this command to attach a document to a record instead use the appropriate File Maintenance function to attach documents Before you can open documents you need to have the appropriate file associations set up in the File Types function on the Resource Manager Workstation Configuration menu The entries you make in this function help OSAS identify which soft
135. Manual 5 19 Time Ticket Journal Daily Work 3 Select the order in which you want to organize the journal 4 Select the output device to begin printing the report See Output the Report on page 1 74 for more information After the journal is produced the Daily Work menu appears Time Ticket Journal 09 11 2002 Builders Supply 12 31 PM Time Ticket Journal By Employee Employee f Pieces Seq BOUOO Bourne 09 11 2002 MN Prs SAL Salaried Wage Salaried Wage 000 BOUO0L1 Bourne 09 11 2002 MN 500 Prs SAL Salaried Wage Salaried Wage 000 Pieces Totals SAL Salaried Wage Employee BOUOO1 Totals JONOO1 Jonchim M K 09 11 2002 MN 501 000 SEC REG Regular Pay Regular Pay 000 Pieces Totals REG Regular Pay Employee JONOO1 Totals Pieces Totals REG Regular Pay SAL Salaried Wage Grand Total End of Report 5 20 Payroll User s Manual Miscellaneous Deductions Journal The deductions you entered into the PATRxxx Transactions file but have not posted are listed in the Miscellaneous Deductions Journal Print the journal before you post transactions to verify your entries and as part of your audit trail You cannot use the Miscellaneous Deductions Journal function if you are working with last year files Miscellaneous Deductions Journal Screen Select Miscellaneous Deductions Journal from the Daily Work menu The Miscellaneous Deductions Journal screen appears A Miscellaneous Deductions Journal 4 lol
136. N to view recurring entries for the next employee on file e Press P to view recurring entries for the last employee on file e Press T to view transaction totals for the employee See Viewing Transaction Totals on page 10 71 for more information 3 When you are finished with the recurring entries for this employee press E and enter another employee ID for which to add recurring entries or use the Exit F7 command to return to the File Maintenance menu Editing a Recurring Entry When you press Enter on the Recurring Entries screen to edit a recurring entry the Edit Recurring Entries window appears Edit Recurring Entries o x Commands Edit Modes Other Information Help 2xre semn Tax Group Dept Job Cost Code Class SeqNo Note Run Code Eaming Code Hours Rate Amount Pieces amp DK Abandon MN aj 501 aj EXEC SECRETARIAL r SEC a Secretary a 0 fat Cutoff Date REG a Regular Pay 40 000 7 500 300 00 D 10 66 Payroll User s Manual File Maintenance Recurring Entries Inquiry Maint Inquiry Inquiry Maint Inquiry Maint Inquiry Maint Inquiry Maint Field Tax Group Dept Job Phase Cost Code Class Seq No Note Run Code Cutoff Date Payroll User s Manual Description Press Enter to accept the current tax group or enter a different tax group ID Press Enter to accept the current depar
137. OOL Employee GE 468 22 4819 JENOOL JENOOL JENOOL JENOOL Employee JE 460 39 9093 JONOO1 JONOOL JONOOL JONOOL Employee J0 468 830 9944 GRAND TOTAL End of Repo uooL 1026 1034 1042 1074 ROOL 1027 1035 1043 1075 NOOL The Profit Sharing Census shows the total hours and gross dollars invested by an employee based on check history The information in the census comes from the PAEGxxx Employee General Information and PAHCxxx Check History files If you did not elect to save check history in the Resource Manager Options and Interfaces function you cannot produce this report 01 31 2002 02 28 2002 03 31 2002 06 01 2002 Totals Linda C Bourne 01 31 2002 02 28 2002 03 31 2002 06 01 2002 Totals Timothy G Gerard 01 31 2002 02 28 2002 03 31 2002 06 01 2002 Totals Kathy M Jenkins 1029 1037 1045 1077 NOOL 01 31 2002 02 28 2002 03 31 2002 06 01 2002 Totals Maria K Joachim s re Payroll User s Manual Builders Supply Profit Sharing Census by Employee ID Gross Wages 06 07 1959 12 31 1954 10 26 1959 04 22 1964 01 09 1993 01 23 1987 05 31 1987 03 31 1993 7 17 Personnel Reports Printing a Personnel Report Salary Review Report Employee Birthday Report Employment Anniversary Report Personnel Roster Education Report Key Date Report Additions and Terminations Report Payroll User s Manual 8 3 8 5
138. OPEN SYSTEMS Accounting Software Payroll User s Manual 2210 PA65 2003 Open Systems Holdings Corp All rights reserved No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO 5 and Visual PRO S are registered trademarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT Windows 2000 and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Printed in U S A This manual is recyclable April 2003 release 6 5 Document Number 2210 PA65 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you encounter an inconsistency Open Systems Inc 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone
139. PACTLxxx table 3 13 3 14 6 58 9 49 10 73 10 80 PACWxxx file 1 13 1 16 6 3 9 49 PADDxxx file 1 10 3 7 9 49 11 17 PADExxx file 1 10 1 16 9 49 12 5 13 11 PADPxxx file 1 11 1 15 1 17 3 7 5 25 5 27 9 5 9 7 9 8 9 49 10 51 PADXxxx file 1 11 9 49 11 17 PAECxxx file 1 11 3 7 9 49 11 9 13 9 PAEDxxx file 1 13 1 15 1 17 3 8 4 13 6 57 7 5 9 29 9 49 12 5 PAEExxx file 1 13 1 15 1 17 3 8 4 13 6 57 7 5 7 7 9 11 9 13 9 17 9 29 9 49 12 5 PAEGxxx file 1 9 1 15 1 16 1 17 3 7 4 3 4 13 6 57 7 5 7 7 7 9 7 17 8 5 8 7 8 9 8 11 8 13 9 11 9 13 1 11 9 17 9 29 9 30 9 43 9 49 12 5 12 7 PAEMxxx file 1 13 1 15 1 16 1 17 3 8 4 13 6 57 9 13 9 29 9 30 9 49 12 5 PAEPxxx file 1 10 1 17 3 7 4 11 8 5 8 7 8 9 8 11 8 13 9 49 PAESxxx file 1 10 1 15 1 16 9 49 12 5 PAETxxx file 1 11 3 7 9 49 11 13 PAEWxxx file 1 13 1 15 1 16 1 17 3 8 4 13 6 57 9 11 9 13 9 17 9 29 9 49 12 5 PAEXxxx file 1 11 9 49 PAFMHDR file 1 11 3 7 10 91 PAFMLIN file 1 11 3 7 10 91 PAGDxxx file 1 11 PAGHkxxx file 1 11 PAHCxxx file 1 14 1 15 1 17 6 37 6 57 7 13 7 17 9 25 PAHDxxx file 1 14 1 15 1 17 6 57 7 13 PAHExxx file 1 14 1 15 1 17 6 57 7 13 PAHVxxx file 1 14 3 7 6 57 7 15 9 43 10 45 PAHWxxx file 1 14 1 15 1 17 6 57 7 13 9 25 PAINxxx file 1 12 3 7 9 21 9 49 10 57 PALCxxx file 1 12 3 7 9 49 11 3 13 5 parameters access
140. Payroll User s Manual Button Ud aa La Lo be Lor Description Moves directly to the first item on file Displays the previous page of the window Moves up one item Moves down one item Displays the next page of the window Moves directly to the last item on file Toggles between Search mode and Sort mode Leaves the Inquiry window without selecting anything Selects the item to which the cursor is pointing Opens a window that shows Inquiry window commands and the Window ID The Esc key is available in text mode only In graphical mode select Command Help from the Help menu to view a list of commands available 1 61 Menu and Function Commands Introduction Inventory Lookup 1 62 If you use the Inventory application and the cursor is in an Item ID field on a function screen you can use any of the Inventory Lookup commands to search for information about items and select an item for entry in the field In graphical mode these commands are available on the Inquiry Lookup menu In text mode the IN Search flag appears at the bottom of the screen to alert you that these commands are available Command Alias Lookup Customer Vendor Lookup Detail Lookup Lot Lookup Serial Lookup Description Lookup Hot Key Shift F3 Shift F4 Shift F5 Shift F6 Shift F7 Shift F8 Operation Searches for items with a specified alias listed as an alternate item When you enter the alias y
141. Payroll User s Manual 1 65 Information Menu The Information menu appears on some function screens in certain applications and gives you access to additional information about a customer vendor item job bill of material or employee The commands available on the Information menu are determined by the applications you have installed and can include e General Information Comments e History Documents Not all of the commands above appear on every Information menu instead commands are available only as they are relevant to the task you are performing For example if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors Information The Information command gives you general information about the subject For customers the Information command lists sale amounts and important dates while for inventory items the same command lists quantities types and base prices When the Information screen appears enter the ID for which you want to view information Use the commands available at the bottom of the screen to scroll between or select a new ID then use the Exit F7 command to return to the function screen from which you accessed the Information command Payroll User s Manual 1 67 Information Menu Introduction Comments Use the Comments command when it appears to view comments added through File Maintenan
142. Regular Pay Salaried Wage 006 MN 401K Emp Emplr ool 002 003 Enp Emplr ool 002 003 004 Emp Euplr Totals Totals Totals Earning Totals Gross Wages Totals Net Wages 460 39 9093 500 10 56 3 52 Medical Ins Dental Ins United Way Regular Pay Salaried Wage Earning Totals Gross Wages Totals Net Wages 468 80 9944 501 Medical Ins Dental Ins United Way Credit Union Overtime Pay Regular Pay Sick Pay Vacation Pay Earning Totals Totals Gross Wages Deduction Amount YTD Medical Ins Dental Ins United Way Credit Union 401K Stock Plan 14 08 308 84 200 00 1389 77 525 00 2479 93 00 Totals Totals Enp Enplr Medical Ins Dental Ins United Way 401K Totals Totals Emp Emplr Medical Ins Dental Ins United Way Totals Totals Emp Emplr Medical Ins Dental Ins United Way Credit Union Emp Totals Enplr Totals 7 5 Sick Leave and Vacation Report The Sick Leave and Vacation Report lists the month to date quarter to date and year to date sick leave and vacation hours employees have used the number of such hours they have left for the year and the amounts they have been paid so far for vacation and sick time for both current and terminated employees The report s information comes from the PAEExxx Employee Earnings History and PAEGxxx Employee General Information files This report is useful in several situations Fo
143. SUTssxxx W2CODE and W2CODE2 tax tables for individual companies and or all companies that are in the system You can set up one table for all the companies that are alike and you can set up one table for each company that is different Note You must enter OWN in the Option Table Type field in the Options and Interfaces function to be able to set up company specific options For example you can set up table GLPAY for companies that post payroll transactions to the same accounts and you can set up table GLPAYA01 for company A01 GLPAYB01 for company B01 and so forth if those companies post payroll transactions to different accounts These tables are identified by a three character to five character prefix and a two character to five character suffix The prefix is the table name FUTA for federal unemployment tax for example For company specific tables the suffix is a company ID Generic system wide tables do not have suffixes If you delete a company specific table that company uses the generic table For example if you delete table GLPAYA01 company AO1 then uses the GLPAY table 3 14 Payroll User s Manual Setup Setup Functions You can set up the SUTssxxx SOTss STSss and STXssm tax tables for each state where you do business For example you can set up table SUTAZ to store the percentage and earnings limit that Arizona uses to calculate employer state unemployment You can set up the LTXssllm table for each lo
144. State State Name Field State Description Enter the employee s state postal code The state you enter determines which state tax routines are used when the employee s state withholding is calculated If the employee works in more than one state the first state code must be the code for the employee s home state Payroll User s Manual File Maintenance Employee Field Stat Exempt Extra WH Fixed WH Table ID SUI State State Name Payroll User s Manual Description If you enter the code for a state that is not in the PACO Codes file an invalid entry message appears For state withholding enter S if the employee is single M if the employee is married U if the employee is an unmarried head of a household J if the employee is married and files jointly or B if the employee is married to a working spouse and they file jointly Some states do not allow all these codes Check with the state tax authorities for more information Enter the number of exemptions the employee claims for state tax purposes If no state taxes are withheld for the employee enter 99 Rules for determining the number of exemptions vary from state to state see the state regulations for information If the employee wants money withheld in addition to the regular state withholding enter the extra dollar amount that should be withheld You can enter an amount of withholding to deduct instead of the calcul
145. TO DATE DEDUCTIONS CURRENT AMOUNT YEAR TO DATE Regular Pay 40 000 300 00 3660 00 Empl yr FICA 08 52 20 Sick Pay 000 00 240 00 Emplyr FICA 00 223 20 Vacation Pay 000 00 00 Unemp Ins 00 223 20 Federal WH 00 206 25 Emplye FICA 00 52 20 Emplye FICA 00 223 20 MN Unemp Ins 00 147 60 MN W H 00 168 00 Credit Union 00 30 00 Vac Remaining ck Remaining PAY RATE CURRENT EARNINGS CURRENT DEDUCTIONS NET PAY 5000 300 00 00 300 00 Y T D DEDUCTIONS YT NET PAY 1325 85 3139 64 NATIONAL STATE BANK YOUR FIRM NAME HERE DOWNTOWN OFFICE 1763 SHERIDAN DR PH 123 456 7890 YOUR CITY STATE 12345 YOUR CITY STATE 04094 00 6789 0000 DATE AMOUNT 11 30 01 2300 00 PAY THREE HUNDRED AND 0 100 DOLLARS Maria K Jonchim 3921 W 52 Ave Minneapolis MN 55055 SAMPLE VOID FORM 091102 COMPATIBLE ENVELOPE 091500 091508 001265 1 00005789L4 12315578 Check Log STARTING CHECK NUMBER 1098 ENDING CHECK NUMBER 1100 DATE ON CHECK 09 15 2002 PERIOD ENDING 09 15 2002 TOTAL GROSS 22500 00 TOTAL NET CHECKS 16478 52 NUMBER OF CHECKS 3 End of Report Payroll User s Manual 6 31 Print Direct Deposit Vouchers 7 Use the Print Direct Deposit Vouchers function on the Payday Work menu to DD print the direct deposit pay vouchers you created in the Calculate Checks and Manual Checks functions This function is available only if you have Direct Deposit installed Print Direct Deposit Vo
146. Tax Information Employee Withholding Exclusion Screen The Employee Withholding Exclusions screen appears when you press V or click View to view withholding exclusion information for a specific employee Employee Withholding Exclusions SBE Commands Edt Modes Other Scroll Commands Help 2 K Abandon te me aa Type Code Description Exclude Federal WH z FED 0AS Emplye OASDI FIN FED MED Emplye Medicare ria FED EIC Earned Income m FED _ EOA Emplyr OASDI c a FED EME _ Emplyr Medicare C FED FUT _ Unemp Ins Sa Code 001 of 009 Goto View Factors Done Use the commands on the command bar to find the information you need e Press Gto view a particular type of withholding then enter the code or entry number or use the Inquiry F2 command to select a type e Press V to view factors The Factor Inquiry screen appears See Factor Inquiry Screen on page 4 6 for more information Press D to return to the Tax Information screen Payroll User s Manual 4 9 Personnel Information One Two Personnel Use the Personnel Information function to view miscellaneous personnel information set up for employees The Personnel Information One screen provides miscellaneous comments degrees pay change and bonus information The Personnel Information Two screen is user defined the field names are provided by the USRDDxxx table The information t
147. User s Manual Introduction OSAS Graphical Functions Help Menu Commands Edit Modes Other Information Help RX Be MH 28 About OSAS Command Help Help lt Fl gt Online Doc lt Shft F1 gt Command Description About OSAS Opens the About OSAS dialog box Command Help Opens the OSAS Key Help screen Help Lists information about the field on which you are working Online Doc Launches your PDF file viewer and opens the documentation for the appropriate OSAS application Information Menu Commands Edit Modes Other Scroll Commands Information Help 2X 2 B amp 28 Vendor Information i vendor Comments vendor Documents Item Information Item Documents The Information menu appears on some function screens in certain applications The functions on the menu are determined by the applications installed The Information menu also gives you access to documents attached to customer vendor employee invoice or other records When the Information menu appears select the appropriate Documents command to open the Documents screen where you can view document information or open attached documents Payroll User s Manual 1 53 OSAS Graphical Functions Introduction Scroll Commands Menu Commands Edit Modes Other Scroll Commands Information Help XX fe mE First Line lt Home gt Previous Page lt PgUp gt Previous Line lt Up gt Next Line lt Down gt Next Page lt PgDn gt L
148. a carbon copy if necessary 5 OSAS automatically enters the name of the report in the Subject field Change this subject line if necessary Payroll User s Manual 1 77 Reports Introduction 6 Select the Attachment check box or enter Y in text mode to send the report as a text file attachment to the e mail message If you clear this box or enter N in text mode the report is sent in the body of the e mail 7 Click OK or press Enter to e mail the report Report Commands Use the following commands when a report appears on the screen Key PgUp PgDn Home End F7 Exit Left Right Tab Toggle Up Down 1 78 Operation Moves to the previous page of the report Moves to the next page of the report Moves directly to the top of a group of pages Moves directly to the bottom of a group of pages Exits to the menu from any point in the report Moves left one character Moves right one character Toggles between the left and right halves of a report Moves a line up and down the screen to line up information when you toggle between halves of a report Payroll User s Manual Installation and Conversion Payroll Installation Direct Deposit Installation Conversion Payroll User s Manual 2 3 2 5 2 7 2 1 Payroll Installation Before You Install Payroll Make sure your system meets these minimum requirements before you install Payroll The Payroll system needs a minimum of 13
149. abels Employee Direct Deposit Information Formulas List Department List Payroll Information List Recurring Time Ticket List Recurring Deductions List Tables List Master Codes List Printing a Master Code List Labor Classes List Tax Authorities List Earning Codes List Deductions List Withholdings List 10 51 10 57 10 65 10 73 10 89 10 91 10 95 11 3 11 5 11 9 11 13 11 17 11 23 11 27 12 3 12 5 12 7 12 9 12 11 12 13 12 15 12 17 12 19 12 21 13 3 13 5 13 7 13 9 13 11 13 13 Payroll User s Manual Contents References System Messages A 1 Common Questions B 1 About Formulas C 1 Index I 1 Payroll User s Manual vii Introduction Welcome to OSAS The Payroll System Payroll with Direct Deposit Conventions OSAS Text Menu OSAS Graphical Menu OSAS Text Functions OSAS Graphical Functions Menu and Function Commands Favorites Menu Information Menu Reports Payroll User s Manual Welcome to OSAS The OPEN SYSTEMS Accounting Software OSAS product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accounting solution to your daily and periodic accounting needs Customer Support Open Systems Inc has a strong commitment to customer service and product quality If you have difficulty using Open Systems Inc products consult your user s manual and other OSAS refer
150. able ID To set up a company specific table enter the table ID plus the one character to three character company ID To set up a terminal specific table enter the table ID plus the four character terminal ID To delete the table use the Delete F3 command 2 Ifyou entered a new table ID the Copy From field appears To copy a company specific or terminal specific table enter the table ID plus the company ID and terminal ID A set of tables comes with the sample company Builders Supply You can copy the sample tables for a company and then change the appropriate fields To copy a sample table enter the table ID 3 Press Enter to accept the current table description or enter a different description 10 74 Payroll User s Manual File Maintenance Tables The number of columns the length of the columns and the type of characters you can enter alphanumeric A numeric with two decimal places N numeric with three decimal places 3 or numeric with four decimal places 4 appear ADJMNxxx Table The ADJMNxxx table stores the earning code that is used when adjusting an employee s pay to meet federal minimum wage standards AE Commands Edit Modes Other Help 2x re ma g OK_ Abandon Table ID ADJMN aj Description Adjust to Minimum Wage Earning Code Number of Cols 1 Column Length 12 Type A Y Adjust Code Company H 09 10 2002 Terminal TO00 OVR When you enter the table ID the r
151. abor class code Payroll User s Manual Labor Classes Codes Maintenance 3 Use the Proceed OK command to save your changes The cursor returns to the Labor Class field Enter another labor class code or use the Exit F7 command to return to the Codes Maintenance menu 11 4 Payroll User s Manual Tax Authority Setup Use the Tax Authority Setup function to enter and maintain withholding codes for federal state and local tax authorities for which employees need withholdings You can also set up the necessary formula names and tax table IDs associated with each code Changes you make here update the PACO Codes file You can enter 15 employee and employer withholding codes for each federal state and local tax authority Tax Authority Setup Screen Select Tax Authority Setup from the Codes Maintenance menu The Tax Authority screen appears Tax Authority Setup E 2101 x Commands Edit Modes Other Scroll Commands Help 2x tz _elgal OK Abandon Tax Authority Federal gt State Code N A Local Code N A Description g Employee Withholding Codes Employer Contribution Codes No Code Formula Table ID No Code Formula Table ID PFED_FWH ATN FEDM zj FICA al PFED_OAS RTN _ FICA sl PFED_EME RTN FICA ml PFED_MED RTN FICA al PFED_FUT ATN FUTAx Ej PFED_EIC ATN__ EIC y al y El El E Tab switch to employer withhol
152. accept that description or enter a different description for this deduction Enter the number of hours associated with the deduction Enter the amount of the deduction 5 13 Payroll Transactions Daily Work 5 14 Use the Proceed OK command to save the information Although the fields related to earnings and deductions are cleared the employee and job information you entered remains on the screen Change the information or enter a different employee ID If you enter a different employee ID job and phase information remains on the screen making it easy to enter time tickets for the employees who worked on a job When you are finished adding transactions use the Exit F7 command to return to the Payroll Transactions screen Payroll User s Manual Daily Work Payroll Transactions Time Card Entry Time cards can be filled out daily or weekly for each employee If you elected to use the time card calculator in the Resource Manager Options and Interfaces function and in the Enter Transactions screen the Time Card Entry window appears olx Commands Edit Modes Other Help 2xe re ma g OK_ Abandon Employee ID JONOO1 Name Jonchim Maria Day 1 Day 2 Day 3 Day 4 Day5 Day 6 Day Time In 08 00 07 30 Te 00 00 00 00 00 00 00 00 00 Time Out 12 30 12 00 00 00 00 00 00 00 00 00 00 00 Last Out 000 000 000 000 000 000 000 Time In 13 30 12 30 00 00 00 00 00 00 00 00 00 00 Time Ou
153. account number Enter the number you want to use for the next check you print This field is updated when you print checks Enter the number you want to use for the next direct deposit voucher you print This field is updated when you print checks In the Print Field on ACH File field enter F to include your company s federal tax ID number in the ACH file you produce R to include your company s routing code or B to include the federal reserve bank routing code If your bank is a federal reserve bank enter the federal reserve routing code The last direct deposit postig date appears This field is updated when you post checks and vouchers The last batch number transferred to the bank for direct deposit appears Accept this batch number or enter the number of the first batch you want to transfer to the bank if you are transferring several batches posted on different days Enter the identifying code your bank requires for direct deposit records in the Company Identifier Type Number field Enter 1 if the bank requires your federal tax employer ID number Enter 3 if the bank requires you DUNS number Enter 9 if the bank requires a different number of the bank s choosing After you enter the code enter the corresponding number If your bank requires the 627 record to be included in your direct deposit media files select the box or enter Y if not clear the box or enter N If your bank expects your ACH file
154. ach file is rated as Short or Long to denote the estimated time required to change the field The Tag field denotes whether the file is affected by the copy process Tag the file to change fields in the file Select a command e Press Tab to switch to the Values section of the screen e Press Enter to toggle a file as included or excluded from the copy process e Press A to tag all of the files e Press N to untag all of the files e Press B to begin the change field process 10 97 Change Fields File Maintenance e Press H to return to the header section to change the selection you made for printing the log e Press Gto go to a particular entry This option is only available when there is more than one page of entries e Press F to choose a new field ID this abandons any field changes you entered but have not yet saved 12 When you have tagged the files you want to change press B to begin the change process When the changes are complete the log prints if you elected to produce it 13 Enter a new Field ID to change or use the Exit F7 command to return to the File Maintenance menu 10 98 Payroll User s Manual File Maintenance Change Fields Change Fields Log 9 09 2002 6 12 PM File Name Records Read Records Converted ARCCH ARCRH ARHIH ARHSH ARINH ARPYH ARREH ARRHH ARSAH ARTDH ARTHH INAIH 6 INHIH Improper field length for Record Test KNUM 0 INHIH 457 INLHH Improper field
155. adding 5 10 editing 5 5 function 5 3 initial balances 3 24 Periodic Maintenance deleting history 9 52 function 9 49 Periodic Processing 1 9 periodic tasks procedures 1 23 Personnel Information Inquiry function 4 11 Payroll User s Manual Personnel Reports 1 8 Personnel Roster function 8 11 sample 8 11 PgDn inquiry command 1 61 report command 1 78 scroll region command 1 54 1 63 PgDn function key 1 50 PgUp function key 1 56 inquiry command 1 61 report command 1 78 scroll region command 1 54 1 63 PgUp function key 1 50 Pop Up Calendar tool button 1 56 Post Checks before posting 6 60 before voiding 6 37 function 1 22 6 57 log 6 62 update earning information 10 35 federal earnings 10 39 local earnings 10 43 state earnings 10 41 Post Expense to GL function 9 7 log 9 10 T accounts 9 7 Post Transactions function 5 25 log 5 27 post voided checks to Bank Reconciliation option 3 32 post voided checks to check history option 3 32 posted checks voiding 6 37 Posting prepost checklist 5 25 prenotification file setting up 3 34 Previous Line command function key 1 54 1 63 pull down menu command 1 54 Previous Page command Payroll User s Manual function key 1 54 1 63 pull down menu command 1 54 Print Checks alignment form 6 30 function 6 29 log 6 31 restarting 6 30 restricting access to 3 28 print company name on vouchers option 3 32 Print Direct Deposit Vouch
156. aintenance menu Append Edit Documents Screen The Append Documents screen appears when you press A to attach a document to the employee record The Edit Documents screen appears when you edit an existing document line Other than the name these screens are identical lala Commands Edit Modes Other 2xe be mnl g OK Abandon Document LBident doc Path L Employees Boume Description copy of license and 55 card for employee Linda Bourne Enter the document file name and extension the full file path followed by a terminating slash and a description of the file you want to attach to the master file record Use the Proceed OK command to attach the file and return to the Documents screen 10 28 Payroll User s Manual Employee History Use the Employee History function to enter historical information about employees The type of information you enter depends on the method you use to set up initial balances see page 3 23 After your system is set up use the Employee History function to enter values for fields that are not calculated by the system Allocated Tips 100 Use Auto Cost of GTLI and so on You should not use this function to change earnings or withholding information Instead use the Manual Checks function see page 6 9 to enter adjustments so that you will have an audit trail of the changes Employee History Screen Select Employee History from the File Maintenance menu The Employee Hist
157. al Earnings State MN BOUOOL Bourne Linda C 459 30 1099 MTD 00 a 00 00 A 00 00 00 gt 00 00 00 00 GEROOL Gerard Timothy G 468 22 4819 MTD 00 00 00 00 00 00 00 00 x 00 00 JENOOlL Jenkins Kathy M 460 339 9093 MTD 00 00 00 00 JONOOlL Jonchim Maria K MTD 9 12 Payroll User s Manual Quarterly Employer s Tax Report State and federal authorities usually require that your company submit employer withholding and unemployment statistics every quarter The Quarterly Employer s Tax Report shows these statistics in either detail or summary form The information in this report comes from the PAEExxx Employee Earnings History PAEGxxx Employee General Information PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History files Quarterly Employer s Tax Report Screen Select Quarterly Employer s Tax Report from the Periodic Processing menu The Quarterly Employer s Tax Report screen appears Quarterly Employer s Tax Report lala Commands Edit Modes Other Help 2xre bean amp OK__ _Abandon Employee ID From BOUOO1 ET Thu ST0001 El State From CA fal Thu MN 3 Quarter 3 Quarter Ending Date 09 30 2002 Detail Report Print C Summary Only Company H 09 17 2002 Terminal TODO OVR Inquiry 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of states you w
158. al Value box 6 Enter the new value that you want to use for this field in the New Value box 7 Select a command e Press Tab to switch to the File Description section to specify which files change during processing e Press Enter to edit the current line e Press A to append another value to the list e Press B to begin the change field process e Press H to return to the header section to change the selection you made for printing the log 10 96 Payroll User s Manual File Maintenance Files Payroll User s Manual 8 Change Fields e Press Gto go to a particular entry This option is only available when there is more than one page of entries e Press F to choose a new field ID this abandons any field changes you entered but have not yet saved Continue entering old values and new values until you have specified all of the values you want to change in the Values section The files that contain the Field ID you selected appear in the File Description section You should change IDs in all of the files as a general rule Exclude files from the change process only when your reseller or support representative instructs you to so 9 10 11 The Time field gives you an idea of the relative time it takes to change the field in a given file Files where this code or ID are a part of the key to the file can be changed more quickly than files where each record in the file must be scanned for the code or ID E
159. an employee resigns is going on vacation or is receiving a bonus or other type of compensation on a separate check you can produce a manual check for the employee before the next payday or produce multiple checks on payday If you issue and print a check for a previous year make sure that the check is dated for the correct year You can also use the Manual Checks function to change deductions and withholdings of calculated checks that are already in the PACHxxx Checks file 7 If Direct Deposit is installed use the Manual Checks function to prepare or clear pD direct deposit vouchers Before You Begin If you have a multiuser system make sure that no one else is calculating checks You cannot enter manual checks if someone else is using the PACHxxx file to calculate checks Payroll User s Manual 6 9 Manual Checks Payday Work Manual Checks Selection Screen 6 10 Select Manual Checks from the Payday Work menu The selection screen appears ixi Commands Edit Modes Other Help 2 X tE BA m 28 DK Abandon Payroll Number 000053 Quarter 3 Group Code T23 Period End 08 31 2002 Date on Checks 09 01 2002 GL Period Fa Gip Period Beg Pd Code Grp Period Beg Pd Code Add New Checks Change Manual Checks Change Calculated Checks Start Over Company H 09 11 2002 Terminal T000 OVR If manual checks are already on file additional options appear at the bottom of the screen as shown
160. an use the Adjust to Minimum feature to automatically bring the employee s paycheck up to minimum wage 3 20 Payroll User s Manual Setup Setup Functions Group Codes Group codes identify the employees you want to pay when you calculate checks Common practice is to use different group codes for different pay cycles For example hourly employees who are paid weekly might be group 1 salaried employees who are paid monthly might be group 2 and commissioned employees might be group 3 Override Pay You can enter override pay when you want to pay salaried employees something other than their normal salaries for example when employees start or quit within a pay period Override pay applies only to the pay cycle in which you enter it When the pay cycle is completed override pay is cleared from the system Tax Information Use the Tax Information portion of the Employees function to enter federal state and local tax information Research the state and local tax information before entering the data In particular marital status and number of exemptions can differ among tax authorities The valid marital statuses for federal tax purposes are married and single but in some states employees can be married single unmarried heads of households married filing jointly or married filing jointly and both working Consult the Payroll Tax Routines for information about marital status in the states where employees file Open Systems d
161. anager before you can attach a document to a master file record Refer to the Resource Manager User s Manual for more information Documents SIE Commands Edit Modes Other Scroll Commands Help 2x2 Be amn g Gk Abandon Employee ID BOU001 Bourne Linda C Document Name LBident doc Emp cc doc medins doc Line No 003 of 003 Enter edit Append View Open document Prev screen Next Screen Goto Company H 09 09 2002 Terminal TODO OVR Use the commands to work with employee documents Press Enter to edit the selected document The Edit Documents screen appears e Press A to attach a document to the employee record e Press V to view file information about the attached document Payroll User s Manual 10 27 Employee File Maintenance e Press O to launch the appropriate application and open the document If you have problems opening a document press Enter to change the direction of the slashes used in the attachment s directory path If the directory path contains backward slashes change them to forward slashes and vice versa e Press P to save your changes and return to the previous screen e Press Gto go to a specific document line item This command is available only when there is more than one screen of documents Use the Exit F7 command to save your changes and return to the File M
162. ance On the second line enter the payroll number This value is updated when you post checks and is reset to 1 when you do year end maintenance On the third line enter the current calendar year This value is updated when you do year end maintenance 10 81 Tables File Maintenance SICccxxx Table The SICcexxx table cc represents the sick code abbreviation is used to calculate the accrual rate of sick days for employees based on the number of years worked If no time ticket hours are entered or manual checks are issued salaried employees accrue the minimum number of sick and vacation days Salaried employees sick hours are assigned from their group code in the FREQxxx table When you enter the table ID the rest of the SICccxxx table appears Commands Edit Modes Other Help 2xe ee mnl g OK Abandon Table ID SIC q Description Sick Pay Accruals Table Number of Cols 4 Column Length 12 Type Ar Up to Year Hrs Hrs Wkd Max Hours Min Accrual Company H 09 10 2002 Terminal T000 OVA Field Description Up to Year Enter the number of years worked by employees that the entries affect For example enter 1 for employees with 1 year of employment 3 for employees with up to 3 years of employment and so on Hrs Hrs Wkd The system multiplies this number by the number of hours worked to calculate the total hours accrued 10 82 Payroll User s Manual File Maintenance Tables Field Description
163. ant to add or change If you use divisions each department ID must begin with the two character division ID To delete a department or division record enter the department ID and then use the Delete F3 command You cannot delete department records that have amounts in the GL Period column An error message appears if you try to delete a department record that has balances Zn gt The Copy From field appears if you enter anew department ID Enter the ID of the department or division record you want to copy or press Enter to skip this field 10 52 Payroll User s Manual File Maintenance Departments 3 Enter or edit the department or division name If you enter a new division name approve the entry then enter the ID of another department or division to work with or use the Exit F7 command to exit to the File Maintenance menu 4 Use the Proceed OK command to move to scroll region on the screen Scroll Region General Ledger period to date balances are amounts accumulated since the last time you posted expenses to General Ledger Quarter to date and year to date balances are amounts accumulated since the last time you completed quarter end and year end maintenance The mask for these fields is defined in Resource Manager for more information see the Resource Manager User s Manual The GL Period Quarter and Year fields accumulate numbers posted to the department from time tickets Use the commands
164. ant to include in the report Payroll User s Manual 9 13 Quarterly Employer s Tax Report Periodic Processing 3 Enter the number of the quarter for which you want to produce the report 4 Press Enter to accept the current date or enter a different date The date you enter will print on the report 5 Select the level of detail you want to include in the report 6 Select the output device See Output the Report on page 1 74 for more information After the report is produced the Periodic Processing menu appears Notes on the Report The number of weeks an employee worked Weeks Worked is calculated from information that is stored in the employee records The employer FICA earnings include FICA tips The numbers in the Employer FICA SUI and FUTA column headings are the limits in the FICA FUTAxxx and SUTyyxxx tables The QTD liability totals are the percentages you set in those tables 9 14 Payroll User s Manual 00 0052 00 0052 00 0052 00 0052 Quarterly Employer s Tax Report 00 552 00 532 00 552 00 552 00 0002 00 0054 0070004 00 0054 00 00 5 00 00 5 00 00 5 00 00 5 Wind sssoxg shutuzeg Ins sssoxg sburtureg 1 0004 Wind o0esT Ins Periodic Processing Quarterly Employer s Tax Report 00 00 00 00 Z26Eb 85 6FP 00 00 00 00 2866 62 09 00 0052 00 0052 00 0052 00 0052 T182T 02 88p 00 552 00 552 00 552 00 552 Pr
165. ant to post 7 Ifyou want to create a copy of the voided check in the PACHxxx file select the box or enter Y in text mode if not clear the box or enter N in text mode 8 The voided check is posted to history and to General Ledger and to Bank Reconciliation if Payroll interfaces with that application If you want to continue with the void select the box or enter Y in text mode if not clear the box or enter N in text mode 9 Select the output device to print the Void Checks Audit Log See Output the Report on page 1 74 for more information After the audit log is produced the Payday Work menu appears Payroll User s Manual 6 39 Void Checks Payday Work Void Checks Audit Log 6 40 09 16 2002 Description Medical Ins Dental Ins United Way Credit Union 401K Stock Plan Emplyr Medicare Emplyr OASDI Federal WH Emplye Medicare Emplye OASDI MN Unemp Ins MN W H Net Cash Entry Hold Acct Salaried Wage Emplyr Medicare Emplyr OASDI MN Unemp Ins GL Balance Period 09 Employee ID BOUDOl Check Number 0001089 Tax Month 09 535000 535000 204000 999900 205000 205000 203200 203200 203000 203200 203200 203700 203400 100000 202000 530000 530000 530000 Posted to Bank Account FNBOOL Job Totals End of Report Builders Supply 11 49 AM Void Checks Post to General Ledger GL Account PAGE Credit Payroll User s Manual Create Direct Deposit File 7 Use t
166. anything else All companies use the DDTB file You can set up company specific tables in the DDTB file See Tables on page 10 73 for table descriptions If you have already set up Payroll and you do not want to set up all the tables again in Direct Deposit use your operating system to make a copy of the PATB file in your data directory Next rename the copy to DDTB Employer Bank Information Use the Employer Bank Information option in the Payroll Information function to enter the bank information necessary to process direct deposit transactions Direct Deposit Use the Direct Deposit function on the File Maintenance menu to set up and maintain direct deposit transactions for employees Have your bank routing codes and employee bank account numbers at hand for this step Prenotification File Use the Create Prenotification File function on the Periodic Processing menu to set up a file to use as a trial run before you begin processing direct deposit transactions Whenever an employee changes direct deposit information you must process a new prenotification You cannot produce a direct deposit voucher for an employee until a prenotification file has been sent to and received from your bank Back up your data files before using this function 3 34 Payroll User s Manual Setup Setting Up Direct Deposit Access Codes To restrict access to data files menus and functions that provide confidential information or are sensitive
167. appear Options If checks are already on file select the action you want to take You can e enter a manual check see Manual Checks Screens on page 6 12 e change a manual check that is on file see Manual Checks Screens on page 6 12 for more information e change calculated checks you can edit deductions and withholding information for calculated checks but not earnings information erase the manual checks that are on file and then enter new manual checks Payroll User s Manual 6 11 Manual Checks Payday Work Manual Checks Screens Manual Checks Screen One Inquiry Maint 6 12 When you proceed from the Manual Checks selection screen the first of three Manual Checks screens appears Use this screen to enter and edit earning codes for manual checks or to change or delete unposted manual checks Manual Checks E E sol o x Commands Edit Modes Other Scroll Commands Information Help RX tz Be f Gk Abandon I Page 1 of 3 SS Employee OU00 Sequence aj Gross Pay 7500 00 Pieces 0 Check No Weeks Worked J 00 Eam Code Description Tax Group Class Hours Amount Dept Job Phase Cost Code Rate Salaried Wage Le bob EASTER Eaming 001 of 001 Gross Pay Total 7500 00 Enter edit Append Calculate Checks Next page Header Goto Delete check Company H 09 11 2002 Terminal T000 OVA Field Description Employee Enter the empl
168. ar the box or enter N in text mode Select the output device See Output the Report on page 1 74 for more information After the report is produced the Periodic Processing menu appears Payroll User s Manual Periodic Processing Quarterly State Unemployment Report Quarterly State Unemplyment Report Employer s Quarterly Detailed Wage Report for MN Minnesota Builders Supply 1157 Valley Park Drive Federal ID Number 77 7777777 Suite 105 State ID Number 441234 Shakopee MN 55379 Quarter Ending 09 30 2002 Employee Name Soc Sec No Wk Total Excess Taxable Wa Wages QTD Wages QTD Wages QTD Gerard Timothy G 468 22 4819 5400 00 00 5400 00 Jenkins Kathy M 460 39 9093 7500 00 00 7500 00 Jonchim Maria K 468 80 9944 255 00 00 255 00 Lukas George 488 30 1281 2500 00 00 2500 00 Number of employees for this Page Page Totals Total Number of employees this State State Totals 09 17 2002 1 01 PM Builders Supply Employer s Quarterly Unemployment Contribution Report for MN Minnesota Quarter Ending Date 09 30 2002 Total Gross Wages Paid This Quarter 15 655 00 State Taxable Wage Limit 15 300 00 Total Excess Wages Paid This Quarter 0 00 Total Taxable Wages Paid This Quarter 15 655 00 Employer s Tax Rate 9 100 Total Amount of Tax Due 1 425 00 Payroll User s Manual 9 23 941 Worksheet The 941 Worksheet contains the information needed to complete federal form 941 Using the PAHCxxx Check History
169. asnepe se g BUTT saxeg JIEDTP H pue Aqtanoss TETOS Jo T8403 psasnepr 00 asya0 TO squeg Jo suoraoeag 00 00T Asa HOTS uotasuetdxs ps tnbs 103 suotqonaqsut 335 sexeq JIEDTP H Pue Aqranoss TETDOS Jo Jusmasnepr nH un eN e as XBQ SABOTpsy 210 pue A atanoas Tetoos 03 aDa qns jou 318 sahen JT 3134 yey qe PUE pS qg S UTT PPE SexeQ s edtpsy pue A3tanoas TETDOS TEJOL 620 0672 x 00 S08ST es 7 7 7 7 T SAT PUE sehen SAEDTPAH STqex eL PZTC 0b 2T X 00 99 7 7 7 sara Agtanses TETDOS STAEXEL FZT s0F ZT x 00 S085ST 3 BS 7 y 7 sehen Aqrandss TEDOS STgexeL 3 SUOTJONIISUT 385 p BUTT Aq paasn pe se BUTT PTSYYUITA XE2 BSMODUT JO TE209 peasn py 183 zepuste gt Jo sasqaenh Kurpsssad 103 xeQ WODUT PTSquata Jo quewasn py s Aed yots pue sdra sehen moaz pTseyyatm xeq smoout TEJOL uorgesusdmos sy20 snTd BhutptToyyata 03 aoaCqns sdtq pue sehen Teq0 YaZT YOABY sepntout aeya potasd Aed aya ut ps otTdus pToyssnoy adeoxs sasio dus Jo zsquny SUOTQONAASUT 335 3134 d y pue z shed uo s s otdus Teuosesg ses ashoTdmws Teuosess E s e noA JI pred sehen TEUTJ agep 13368 pue sasy HDsyD sammy 343 UT suamger STTJ 09 JAVY JOU op noA JT yDsyo unas aotad moaz 3US1SJ3TP ST sseappe JI 4 ape satsodsp yoTym UT 33835 207 apod 22895 12247 E LESSNH sadoxsus SOT arng Batad HAIFA ABTTEA LSTT LELLLLL EL Arddng szepting 2002 0E 60 uanasy XBL Ts spsg ATasg
170. ast Line lt End gt Insert lt Ins gt Delete lt F3 gt Jump The Scroll Commands menu appears only on screens with scroll regions Command First Line Previous Page Previous Line Next Line Next Page Last Line Insert Delete Jump 1 54 Description Moves the cursor to the first data entry field Displays the previous page Moves the cursor up to the previous line Moves the cursor down to the following line Displays the following page Moves the cursor to the last data entry field Inserts characters between pre existing entries in a field Deletes the selected characters Moves the cursor to the next section of the screen in some functions Payroll User s Manual Introduction OSAS Graphical Functions Inventory Lookups Menu Commands Edit Modes Other Inventory Lookups Information Help 2xre se mE Alias Lookup lt Shift F3 gt Customer Yendor Lookup lt Shift F4 gt Detail Lookup lt Shift F5 gt Lot Lookup lt Shift F6 gt Serial Lookup lt Shift F7 gt Description Lookup lt Shift F8 gt If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Lookups commands to search for information about items and select an item for entry in the field you are in Command Alias Lookup Customer Vendor Lookup Detail Lookup Lot Lookup Serial Lookup DescriptionLookup Payroll User s Manual Description Searches
171. ated state taxes Enter the STXssm tax table ID used to calculate the withholding tax If you do not enter a table ID the system will use the default in the Tax Authority Setup function see page 11 5 for more information Enter the state used to accrue the employer s unemployment insurance The name of the state tax authority appears 10 19 Employee File Maintenance Local Tax Information When you press Enter or A you can edit or append local withholding tax in an employee s record A Edit Tax Information Commands Edit Modes Other Help 2 x ta 83 a 2 20 DK Abandon State Local Stat Exemp Extra WH Fixed W H Table ID Locality Name MN a or aj MY LTXMNO1S aj Minneapolis Field State Local Stat 10 20 Description Enter the employee s state postal code that corresponds to the local tax ID you want to add Enter the local tax code If the employee works in more than one locality the first local tax code must be the code for the employee s home locality If you have not defined a valid local tax record you cannot enter a local code For local withholding enter S if the employee is single M if the employee is married U if the employee is an unmarried head of a household J if the employee is married and files jointly or B if the employee is married to a working spouse and they file jointly Some localities do not allow all these codes others use c
172. ation V Print Register In r Print By e Summary Department C Detail C Employee ID J C Sequence No C Check No gt Company H 09 16 2002 Terminal T000 OVR Payroll User s Manual 6 21 Edit Register Payday Work The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions 1 If you want employer tax and deduction information to print in the register select the box or enter Y in text mode if not clear the box or enter N in text mode 2 Select the amount of detail you want in the register Detail prints earnings withholdings and deductions information for all employees while Summary prints earnings withholdings and deductions involved in the checks 3 Select the order in which you want to print the report 4 Select the output device See Output the Report on page 1 74 for more information After the register is produced the Payday Work menu appears 6 22 Payroll User s Manual Edit Register Payday Work Edit Register sTE301 seAoTdmy ON OF ESET H N NW Hns NW T LILE sul dw un NW ns NW om T6 PPPT Iasyo eAtdmg SOS dad om 6 LEE saeotpen s Tdmg dEN dad ON 20 985 HM Teaspsg HMA UNHA SHA T8 ST sul dmeun 104 dad SHA TS PPPT Iasyo A TAWE yous dad SHA 6 LEE saeorpey a Tdmg NES dad a sAortdug SHUTPTOUYITN OZe zi 00 so0zEz TE30L S UTUIEE
173. ay to a negative value OASDI is withheld from the check only until the amount is zero The remainder is stored in these fields The next time you calculate and print checks the amount of uncollected OASDI is deducted from the employee s check Enter the OASDI withholdings that were not collected from the employee each month Uncollected Medicare is the Medicare withholdings that were not collected from an employee For example if an employee receives tips and the Medicare contribution on those tips would reduce the employee s pay to a negative value Medicare is withheld from the check only until the amount is zero The remainder is stored in these fields The next time you calculate and print checks the uncollected Medicare amount is deducted from the employee s check Enter the Medicare withholdings that were not collected from the employee each quarter Payroll User s Manual File Maintenance Employee History Employee Earnings History Screen Use the Employee Earnings History screen to add or edit earnings information for your employees The Employee Earnings History screen has two screens Month Totals and Quarter Totals Month totals can be edited while quarter totals are view only Only the Month Totals screen is shown below the Quarter Totals screen is similar Earnings information is updated when you post checks Employee Earnings History 55 sox Commands Edit Modes Other Scroll Commands Help REKTE E A
174. ayday Work menu to calculate and or enter produce and post checks The system can automatically calculate an employee s pay for example if the employee is salaried or you can manually enter checks for example if the employee is paid according to how many pieces he or she produced You can also void checks adjust vacation and sick hours accruals and produce several reports Reports Payroll offers two categories of reports Payroll Reports and Personnel Reports Both types summarize information from files Payroll reports list information primarily from the history files Personnel reports list information from the employee files Use the functions on the Reports menu as often as necessary to produce summarized information about transactions tax information employees statuses and salary history Payroll User s Manual Introduction The Payroll System Periodic Processing After doing daily work and producing reports you can use the functions on the Periodic Processing menu to produce monthly quarterly and annual reports for federal state and local tax authorities You can also produce a worksheet that helps you fill out the 941 form and you can produce employee W 2s Finally you can close last year s files in preparation for the new year Master File Lists Information that you enter in the functions on the File Maintenance menu is kept in major files Use the functions on the Master File Lists menu to p
175. ber When you process several payroll batches in a working day the system increments the batch number If you process one or more additional batches on different working days before sending your direct deposit transactions to the bank the system begins numbering batches starting at 00000001 again This may result in different batches with the same number To edit the batch number use the Employer Bank Information screen in the Payroll Information function For example if you process batches 1 2 and 3 on Monday and process another batch on Tuesday you must change Tuesday s batch number to 4 Note You can have only one batch for each ACH file Print Paycheck Received Report Produce a Paycheck Received Report to see which employees are scheduled to be paid for the pay period The report shows which employees receive vouchers and which receive checks Post Checks Before posting checks you must create the Direct Deposit file If Payroll with Direct Deposit interfaces with Bank Reconciliation a direct deposit transaction is posted to the BRTRxxx Bank Reconciliation Transactions file along with the disbursement entries for the regular checks 1 22 Payroll User s Manual Introduction Payroll with Direct Deposit Print Check History Register Produce the Check History Register as a record of earnings deductions withholdings cash disbursements and amounts that have been directly deposited along with voucher numbers Per
176. ble the generic table is the default Your work is automatically saved as you enter it When you are finished use the Abandon F5 command to return to the Tax Authority field or use the Exit F7 command to return to the Codes Maintenance menu Payroll User s Manual 11 7 Earning Codes An earning code stores pay rate information the GL account number the earning type and other information for a particular kind of work If you enter an earning code and the number of hours the employee worked when you enter time tickets or manual checks the system calculates the employee s pay based on the information you enter here You can have an unlimited number of earning codes Changes you make here update the PAECxxx Earning Codes file You can set up earning codes for types of work for example for assembly and packaging and for overtime or double time work that automatically multiplies or adds amounts to the base pay Earning Codes Screen Select Earning Codes from the Codes Maintenance menu The Earning Codes screen appears lol Commands Edit Modes Other Help 2x re ma g OK_ Abandon Earning Code jovT Taj Description Overtime Pay Include in Net Pay Vv Fixed Withholding i Eaming Type o aj Overtime GL Account 202000 aj Multiplier 1 5000 Add to Base 0000 Company H 09 09 2002 Terminal T000 OVR Payroll User s Manual Earning Codes Codes Maintenance Field Descriptio
177. bout Formulas C 10 Line LI003 employs a conditional function If the value of the variable FIXEDEARN the total fixed earnings for the employee is greater than zero that value is multiplied by the value of FIXEDPCT the fixed percentage for the withholding tax and then divided by 100 Variable LIO03 is equal to a fixed withholding dollar amount Fixed earnings are subtracted from taxable earnings Variable LIOO4 is multiplied by the total number of pay periods Variable LI002 is then subtracted from the product If the value of LIOOS is less than zero zero is used Otherwise the value of LIOOS is used The table lookup uses LI006 to find the appropriate line of tax table FEDM it then returns the value from column 1 which is LI007 The table lookup uses LI006 to find the appropriate line of tax table FEDM it then returns the value from column 2 which is LIO08 The table lookup uses LI006 to find the appropriate line of tax table FEDM it then returns the value from column 3 which is LIO09 LI007 is subtracted from LI006 This number is then multiplied by LIO09 The product is divided by 100 LIO10 is added to LI008 the sum is divided by the number of pay periods LIO11 is added to LIOO3 and the value of EXTRAWH the employee s extra withholdings if any Line LIO13 is equal to one of two values If the employees fixed withholding amount is greater than zero it is equal to that number If the emplo
178. by clicking the function or menu name on the menu or by highlighting your choice and pressing Enter If you choose the start style menu you can select applications from the main menu by using the arrow keys to highlight your choice and pressing Enter by clicking the selection or by holding the mouse cursor over the selection until the menu appears From any application menu you can select a button from the previous menu to move directly to that menu If you are several menu levels away from the main menu you can return to the main menu by clicking items on the previous menus Payroll User s Manual 1 33 OSAS Graphical Menu Graphical Main Menu 1 34 j T000 OPEN SYSTEMS Accounting Software File Modes Tools Favorites Other Help Introduction 15 x 0 BARNS OSAS Bank Reconciliation Payroll with Direct Deposit Fixed Assets General Ledger Inventory Job Cost Purchase Order Sales Order More OPEN SYSTEMS Accounting Software Main Menu General Ledger 2002 GENERAL Report Writer EF actions a Transactions ODBC Kit Reports Copy Recurring Entries Bills of Materials Kitting Periodic Processing GL Journal File Maintenance Statement Maintenance Master File Lists Post to Master GL Activity Report GL and Transaction Inquiry L Company H Terminal T000 08 14 2002 11 30 AM Select a button from a previous menu Pre
179. c Processing menu appears Notes on the Worksheet If the letter F is in the right margin a fractional adjustment has been made for Medicare and Social Security rounding If the letter F is not in the right margin the fractional amount is included in the amount shown 9 26 Payroll User s Manual 941 Worksheet Periodic Processing 941 Worksheet 00 000 23 006 00 9 006b ST 8T32 TO 00T T STPZ se es 00 28 656T 6h 2862 o0 2T sr OLE2 DO SS9ST s sy 43934945 Pue P yYBAnozya 8 summToo 7 UTT eqetTdmog s oyrsodsp tyauoy Be ns NAAA s sy YDsy gt PUE g smnpsypg eaeTdmog s oarsodsp TH NTM y 8 smpsy gt S 20 ZT UTT aaeTdmoo jou pssu nod 000T usy3 SST ST ET SUTT JI SasSTT3 TTW papaya CC yo wangas axsu o3 pattTddy q 03 JT 40234 pue 00 BABY sssox ASQUS ET SUTT WEYQ SIOM ST PT BUTT JT quemied 1340 3274135 snusasy Tsuasgu 03 Aed ET BUTT OA PT BUTT 2D912qNS eng sousTeg aeqaenb azotad e moaz pattdde quemiedizsao Hutpntout azeqaenbh 103 sarsodsp Teo TOTT TT TT ThE ADA E STNpsyos 30 q SUTT 20 moTeq Pp UmTos LT BUTT Tenbs asnu STYA 310 20 000T JI TT BUTT Worl ZT UTT 2D819qQNS sexe 23N 7 7 s Aue gt sesAoTdms 03 apem squemted 91g 31P319 smoouT peuazes SDUEAPY al E n fs E u S ha 7 2 ja x z OT PUE SAUTT PPS SsexeQ TEJOL ie gt g k 2 x bs le E s ig y 7 suotqonaqsut 35 5 BUTT Aq ps
180. cality where you do business For example you can set up table LTX01 to store the base and percentage figures that the locality uses to calculate tax withholding In addition you can set up the LTXssllm table for marital statuses For example you can set up table LTX01S to store the base and percentage figures that the locality uses to calculate tax withholding for unmarried employees You must set up a MAXVSxxx table for each company that uses the table For more information on setting up tables see page 10 73 For more information on setting up tax tables see page 10 89 Withholding Codes for Tax Authorities Use the Tax Authority Setup function see page 11 5 to enter and maintain withholding codes for federal state and local tax authorities that employees need for withholdings You can also set up the formula names associated with each code for the states and localities You can enter 15 additional employee and employer withholding codes for each federal state and local tax authority Most federal and state codes are preset Withholdings Use the Withholdings function see page 11 23 to set up and maintain federal state and local withholdings for your employees The information is stored in the PAWIxxx Withholdings file You can exclude deductions and or earning codes from withholdings and set up employer paid withholdings To establish the order in which withholdings are taken use the Tax Authority Setup function s
181. cation including graphical and text based application features and function key references e The remainder of the chapters explains the set up workflow and functions of the application where each function fits within the application and how to use each function to get the most out of the application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual these terms are used for operating the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right click is a single press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action as two separate clicks and may not perform the desired function Payroll User s Manual 1 25 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space within the window and press the left mouse button Some mouse manufacturers allow you to change the function of the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when you use them For example a click refers to a single press of the right mouse
182. ccount which you can edit in the Departments function If Payroll does not interface with General Ledger you must still build this table because the account numbers appear in the posting report When you enter the table ID the rest of the GLDEPxxx table appears A la Commands Edit Modes Other Help 2xewelma e 0 barton Table ID GLDEP Description General Ledger Default Department Accts Number of Cols 2 Column Length J 12 Type A y Type GL Acct Earnings 530000 Deductions 530000 Withholdings 530000 nn EEE AA OL o LL AO HA ET ESE o LL aa ee o LL o CompanyH 09 10 2002 Terminal TODO OVR Field Description Type The three types of accounts appear Do not change delete or rearrange the types The system looks for the types by their position in the table it assumes that Earnings is on the first line Deductions is on the second line and Withholdings is on the third line GL Acct Enter the default General Ledger account for each type Payroll User s Manual 10 77 Tables File Maintenance GLPAYxxx Table The GLPAYxxx table stores the General Ledger cash and advance EIC account numbers used by Payroll It is used when checks are posted to the GLJRxxx Journal file If Payroll does not interface with General Ledger you must still build this table because the account numbers appear in the posting report If Payroll interfaces with Bank Reconciliation however the cash a
183. ccount is assigned from the bank account in Bank Reconciliation When you enter the table ID the rest of the GLPAYxxx table appears all Commands Edit Modes Other Help 2xe be mal g OK Abanden Table ID GLPAY a Description General Ledger Accounts Number of Cols 2 Column Length 12 Type A Description GL Number Cash 100000 Ady EIC Pynt 203000 Company H 09 10 2002 Terminal TODO OVR Field Description Description Enter a description for the accounts that cash disbursed and advance EIC payments made or press Enter to use the current description GL Number Enter the account numbers you use for these purposes 10 78 Payroll User s Manual File Maintenance Tables MAXVSxxx Table The MAXVSxxx table stores the maximum number of hours an employee can accrue for vacation or sick hours remaining You must set up a MAXVSxxx table for each company that uses the table When you enter the table ID the rest of the MAXVSxxx table appears Per Commands Edit Modes Other Help 2xe mete ma g OK Abandon Table ID MAXVS 3 Description Maximum Vacation and Sick Hours Number of Cols 2 Column Length 12 Type IA Accrual Type Max Hours Company H 09 10 2002 Terminal TOO0 OVR Field Description Accrual Type Enter the accrual type Vacation or Sick Do not change the order of the rows in the table The system expects Vacation to be on the first line and Sick to be on the second
184. ce functions or to add comments about a customer item vendor employee or job The Comments screen appears after you access the Comments command The Customer Comments screen is shown below as an example A Customer Comments p Commands Edit Modes Other Scroll Commands Help 2xe re mal g at Customer ID 2 ACE BUILDERS Ref ID End Date FIR Date Ref Comment 06 15 2002 003 SPOKE WITH JON RE EMAIL CONF AND ORDER TRACKING zj PLEASE NOTIFY JANE OF ANY SHORT SHIPMENTS a TRACER PUT ON LAST SHIPMENT aj ACE AGREED TO PAY 3000 ON 2 1 PLEASE NOTIFY JANE AT ACE WHEN ITEM IS MAILED CALLED CUSTOMER ABOUT PAST DUE BALANCE Y y zj Ref ID end Date new ID Append Enter edit First Next Prev Last Goto Company H 10 08 2002 Terminal T000 OVR 1 Enter the ID for which you want to view or enter comments in the ID field at the top of the screen The Inquiry F2 command is available 2 The ID of the terminal you are working at appears in the Ref ID field To work with comments for only the default reference ID press Enter To work with comments for a different reference ID enter that ID To work with all comments clear this field and press Enter 3 Enter the date of the most recent comment you want to work with in the End Date field or press Enter to work with all comments 1 68 Payroll User s Manual Introduction Information Menu Th
185. ck you issued to the employee If you do not enter a check number check numbers are assigned automatically when you print checks Enter the number of weeks the employee worked Use the Proceed OK command to go to the earning code scroll region then use the commands to work with the information on the screen e To edit an earning code press Enter See Editing and Adding Earning Codes on page 6 15 for more information e To add an earning code press A See Editing and Adding Earning Codes on page 6 15 for more information Payroll User s Manual 6 13 Manual Checks Payday Work e To calculate a check press C If you elected to accrue sick and vacation time for an employee in the Resource Manager Options and Interfaces function this message appears Do you wish to accrue Vacation Sick for this employee If you want to accrue vacation and sick time for the employee click Yes or enter Y in text mode if not click No or enter N in text mode The check is then calculated and the second manual checks screen appears e Ifyou elected not to accrue vacation and sick time for an employee you can enter or edit a manual check or press N to go to the next page of line items To enter or edit the number of pieces the check number or the weeks worked for the paycheck press H e To delete the check press D 6 14 Payroll User s Manual Payday Work Manual Checks Inquiry Maint Inquiry
186. code description job and phase IDs appear The tax group and job cost code appear The amount of hours and the rate of pay for the earning code appears The amount earned for each earning code appears 4 25 Check History Employee Inquiry Commands Use the commands on the Check History Earnings screen to perform the function you want and to find the information you need e Press Dto return to the Check History Inquiry screen e Press Eto view deductions for the selected entry The Check History Deductions screen appears e Press W to view withholdings for the selected entry The Check History Withholdings screen appears e Press G to go to a specific earning code This command is available only when there is more than one page of earning codes Check History Deductions Screen The Check History Deductions screen appears when you use the appropriate command on the Check History Inquiry Check History Earnings or Check History Withholdings screen to view deductions for a selected entry 4 Check History Deductions BBE Commands Edt Modes Other Scroll Commands Help 2Xt aBelmal OK Abandon Employee ID BOU001 Bourne Linda C Start Date CheckNo 0001073 Code Description Hours Amount Gross or Net Emplr Paid Medical Ins 000 10 56 Gross FE z Dental Ins 000 3 52 Gross F 2 United Way 000 76 34 Gross ra Credit Union 000 50 00 Gross F 401K 000 343 52 Gross F Stock Plan 000 100
187. command 1 54 1 63 End function key 1 64 Enter inquiry command 1 61 manual checks 3 24 3 26 6 11 scroll region command 1 63 entering data 3 33 procedure 3 33 tables 3 34 EOA 3 16 Equal Employment Opportunity classification 10 6 Esc inquiry command 1 61 excluding deductions 3 15 from deferred compensation 10 38 from withholdings 10 38 earning codes 3 15 11 10 from deductions 11 19 Executive Information Summary defined 1 3 exemptions 3 21 10 17 10 19 10 21 Exit function key 1 51 pull down menu command 1 51 exit from inquiry window 1 61 from report to menu 1 78 from screen or window 1 51 F F1 function key 1 53 F10 function key 1 64 F2 function key 1 50 F3 function key 1 56 scroll region command 1 54 1 63 F3 function key 1 50 F5 function key 1 50 F6 function key 1 56 F6 function key 1 50 F7 inquiry command 1 61 report command 1 78 F7 function key 1 51 F9 function key 1 64 Factor Entry window 10 14 factors 4 6 Payroll User s Manual entry 10 14 for a deduction 10 12 Favorites Menu 1 65 adding items to 1 41 changing to from 1 41 Favorites Menus removing items from 1 41 federal tax amount information 10 38 tax authority codes 10 39 11 6 11 23 tax earnings 10 38 tax information 4 7 tax tables 10 89 withholding 3 13 3 15 3 16 10 15 10 89 11 5 preset 3 15 FEDM tax table 3 13 10 89 FEDS tax table 3 14 10 89 FICA 3 16 3 22 6 51 7 13 9 13
188. cription of the earning code appears Press Enter to accept that description or enter a different description Payroll User s Manual Daily Work Payroll Transactions Field Hours Rate Amount Inquiry Deduction Maint Note Hours Amount Payroll User s Manual Description Enter the number of regular work hours recorded on the time ticket or enter a negative number of hours to reverse a time ticket that has already been entered The pay rate for the earning code appears Press Enter to accept the rate or enter a different rate for this time ticket The amount the number of hours multiplied by the rate appears Press Enter to accept the amount or enter a different amount If you enter a different amount the rate is recalculated When you accept the amount the cursor moves to the next time ticket line Enter another earning code or press Enter to leave the field blank and enter a deduction entry Enter a deduction code If you entered a job and phase deductions are not posted to the job Use the Maintenance F6 command to enter the Deduction Codes function to edit deduction codes You can enter five line items for an employee on this screen if you have more than five deductions to enter use the Proceed OK command to transfer the transactions to the Payroll Transactions scroll region and then reenter the Enter Transactions screen The deduction s description appears Press Enter to
189. culate overtime pay for nonexempt salaried employees If you change a salaried or an hourly employee s pay rate the following prompt appears Pay Rate has changed Add Change to Pay Change History If you select Yes or enter Y in text mode the Pay Rate Change window appears and lists the date of the change and the old pay rate You can enter a reason for the change Payroll User s Manual File Maintenance Employee Field Override Pay Status Sick Accrual Code Vac Accrual Code Sick Hours Remaining Vacation Hours Remaining Payroll User s Manual Description If a salaried employee is supposed to receive pay other than the usual pay usually when employees start or terminate within a pay period enter the amount When you calculate checks the amount is calculated in the next run only After you post checks this amount is removed from the employee s record Enter F if the employee works full time or P if the employee works part time Enter the code from the SICccxxx table for the accrual rate of sick hours for the employee Enter the code from the VACccxxx table for the accrual rate of vacation hours for the employee This field is updated when you post checks that contain sick pay hours A negative value indicates sick hours taken a positive value indicates sick hours accrued You cannot change this value This field is updated when you post checks that contain vacation pay hour
190. curity Administration Verify the information presented on the Submitter Record screen To change a value press Enter and enter the new value Changing some of these values may cause the Social Security Administration to reject your file Consult the MMREF handbook before you change the values that appear To save your entries press N The Employer Record screen appears Payroll User s Manual Periodic Processing W 2 Forms Employer Record Screen Report W 2 Forms on Magnetic Media MMREF 1 Format q o xj Commands Edit Modes Other Scroll Commands Help 2xe pre mal g OK Abandon Record RE Employer Record Field Data Agent Indicator Code Agent Employer ID No PRRRTERER Agent for EIN Terminating Business 0 Establishment No Other EIN Employer Name BUILDERS SUPPLY Location Address SUITE 105 Delivery Address 1157 VALLEY PARK DR City SHAKOPEE State MN Zip 55379 Lo bb DE Reserved for SSA Foreign State Foreign Postal Code Ud lada Line 001 of 023 Enter edit Next page Previous Page Goto Company H 09 17 2000 Terminal TODO OVR Verify the information presented on the Employer Record screen To change a value press Enter and enter the new value To return to the Submitter Record screen press P To continue to the Processing Employees selection screen press N Payroll User
191. d Description Overtime Pay Regular Pay Emplyr Medicare Emplyr OASDI Unemp Ins MN Unemp Ins Salaried Wage Emplyr Medicare Emplyr OASDI MN Unemp Ins Overtime Pay Regular Pay Vacation Pay Emplyr Medicare Emplyr OASDI Unemp Ins MN Unemp Ins Overtime Pay Regular Pay Salaried Wage Vacation Pay Emplyr Medicare Emplyr OASDI Unemp Ins MN Unemp Ins Balance End of Report 9 Department WAREHOUSE WAREHOUSE WAREHOUSE WAREHOUSE WAREHOUSE WAREHOUSE EXECUTIVE EXECUTIVE EXECUTIVE EXECUTIVE EXEC EXEC EXEC EXEC EXEC EXEC EXEC SECRET SECRET SECRET SECRET SECRET SECRET SECRET Builders Supply Post Expense to GL Posting in Detail GL Account 520000 520000 520000 520000 520000 520000 530000 530000 530000 530000 530000 530000 530000 530000 530000 530000 530000 202000 202000 202000 202000 530000 530000 530000 530000 46 750 98 Payroll User s Manual Monthly Withholding Report Your company may be required to make monthly tax deposits based on the amounts you withheld from employees checks The Monthly Withholding Report summarizes these statistics The information in this report comes from the PAEExxx Employee Earnings History PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files Monthly Withholding Report Screen Select Monthly Withholding Report from the Periodic Processing menu The Monthly Withholding Report screen appear
192. d Sick Leave Report from the Payday Work menu The Vacation and Sick Leave Report screen appears hz acation and Sick Leave Report k 2 Oo xi Commands Edit Modes Other Help 2xeaBe ml g OK Abandon Employee ID From BOUO01 ET Thu STODO1 aj Display Dollar Amounts V Company H 09 16 2002 Terminal TOOO OVA 1 Enter the range of employees you want to include in the report 2 If you want dollar amounts in the report hours information is always included select the box or enter Y in text mode if not clear the box or enter N in text mode 3 Select the output device See Output the Report on page 1 74 for more information After the report is produced the Payday Work menu appears Payroll User s Manual 6 27 Vacation and Sick Leave Report Payday Work Vacation and Sick Leave Report 09 16 2002 Builders Supply Vacation and Sick Leave Report Pay Check Date 09 01 2002 Enployee Beginning Balance Accrued This Period Taken This Period Ending Balance Dollars Dollars Dollars Hours Dollars BOUO01 Bourne Linda C 113 500 5170 65 500 21 63 E 120 000 96 000 4153 82 3 344 144 69 99 344 GEROOlL Gerard Timothy G 160 000 5123 04 40 000 1280 76 120 000 80 000 2561 52 3 344 107 07 83 344 JENOOL Jenkins Kathy M 80 000 3461 52 14 456 625 50 94 456 32 000 1384 61 3 344 144 69 35 344 JONOO1 Jonchim Maria K 8 000 60 00 13 333 100 00 5 333 16 000 120 00 3 340 25 05 19 340 Lukas George 80 000
193. d assigning them to employees Each code allows access to specific applications menus and functions If you cannot select a menu your access code is not authorized for it Use the Access Codes function on the Resource Manager Company Setup menu to set up access codes If you have more than one access code select Access code from the File menu or press F4 The Access Code box appears the example below uses the graphical mode Enter the access code you want to change to then click OK or press Enter Workstation Dates To change the workstation date select Workstation date from the File menu or press F6 The Workstation Date box appears the example below uses the graphical mode La set Workstation Date E OK Peel ewe 3 System Date Abandon Exit Use the buttons or your keyboard to enter the date and click OK or press Enter to change the workstation date Click System Date to change the workstation date to match the operating system date click Abandon to restore the original date or click Exit or press F7 to close the box without changing the date Payroll User s Manual 1 27 OSAS Text Menu The text main menu can be used on all operating systems Using text based menus the text menu shown below offers easy access to your applications ioi xi Settings Edit Print Help 08 21 2002 Company H Builders Supply 3 21 PM Main Menu GENERAL Report Writer TODO STEMS R Acco
194. d in a different department when you enter payroll transactions Inquiry Labor Class Enter the employee s labor classification Use the Maint Maintenance F6 command to add or edit labor classes 10 8 Payroll User s Manual File Maintenance Employee Field Corporate Officer Seasonal Employee Type H or S Exempt Adjust to Minimum Group Code Pay Periods Year Payroll User s Manual Description The labor class you enter here appears in the Class field when you enter a time ticket for the employee If the employee is a corporate officer select the box or enter Y in text mode if not clear the box or enter N in text mode If the employee is a seasonal employee select the box or enter Y in text mode if not clear the box or enter N in text mode Enter H if the employee is paid by the hour or S if the employee is paid a salary If the employee is salaried select the box or enter Y in text mode if the employee is exempt and does not receive overtime pay Clear the box or enter N in text mode if the employee is nonexempt and should receive overtime pay If the employee does not receive tips clear the box or enter N in text mode If the employee receives tips as part of his or her earnings select the box or enter Y in text mode so that the wages are adjusted to bring the employee s earnings up to minimum wage if the reported tips do not When you calculate checks
195. de Builders Supply 12 02 PM Period Check Register Summary Pay Check Date 09 15 2002 For Pay Period Ending 09 15 2002 Withholdings Employee Salary or Soc Sec No Wages Description Bourne Linda C u 7500 00 Withholdings 5 Deductions Bouool 459 30 1099 Emplr With Emplr Ded Gross Wages 7500 00 Net Pay 4697 53 Check Number 0001055 Gerard Timothy G ie 5550 00 Withholdings Deductions GEROOL 468 22 4819 Emplr With Emplr Ded Gross Wages 5550 00 Net Pay 4139 18 Check Number 0001056 Jenkins Kathy M 7500 00 Withholdings A Deductions JENOOL 460 39 9093 Emplr With Enplr Ded Gross Wages 7500 00 Net Pay 4430 17 Check Number 0001057 Lukas George 2500 00 Withholdings gt Deductions LUKOOL 488 30 1281 Emplr With A Emplr Ded Gross Wages 2500 00 Net Pay 2206 54 Check Number 0001058 Department 500 Totals Gross Wages 23050 00 a 23050 00 Withhodlings Deductions Net Wages 15473 42 Enplr With A Emplr Ded 6 44 Payroll User s Manual Paycheck Received Report The Paycheck Received Report lists employees scheduled to receive a paycheck The list has a space for employees to sign for their paychecks Use the report as a means for recording which employees have received their paychecks or to check which employees are scheduled to receive pay for that pay period Paycheck Received Report Screen Select Paycheck Received Report from the Payday Reports and Posting submenu The Paycheck Received Report scre
196. dings Enter edit Append Goto Company H 09 06 2002 Terminal TODO OVR Payroll User s Manual 11 5 Tax Authority Setup Codes Maintenance 1 Inthe Tax Authority field enter F to work with federal tax authority codes S to work with state tax authority codes or L to work with local tax authority codes Inquiry 2 If you entered S in the Tax Authority field the State Code field becomes available Enter the state code you want to set up or adjust Inquiry 3 If you entered L in the Tax Authority field both the State Code and Local Code fields become available Enter the state code then enter the local code you want to set up or adjust 4 Enter or edit the description of the tax authority For example if you are working with a federal tax authority enter the name of the withholding 5 To move to the scroll region use the Proceed OK command 6 Use the commands on the command bar to move around the screen e Press Tab to switch between the Employee Withholding Codes and Employer Contribution Codes sections of the screen e Press Enter to edit a line item See Adding or Editing a Line Item on page 11 7 for more information e Press A to add a line item See Adding or Editing a Line Item on page 11 7 for more information e Press Gto go to a particular line item then enter the line item number or use the Inquiry F2 command to select the line item number This command is available
197. dors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report contains information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor ACE001 the report includes information only about vendor ACE001 Information for reports is sorted first by a space _ then by special characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Payroll User s Manual 1 73 Reports Introduction Use caution when you enter codes or IDs consisting of characters other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and all are included in a report you might enter 1 at From and 20 at Thru expecting them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order the numbers are listed in this order 1 10 19 2 20 In this example numbers 3 9 are not included in the sort since t
198. e magnetic media from scratch select Yes or enter Y in text mode Next enter the PIN number assigned to you by the Social Security Administration SSA A PIN number is required before you can file using the MMREF 1 format and you must acquire it from the SSA before you create magnetic media Use the Proceed OK command to proceed to the submitter record screen Payroll User s Manual 9 33 W 2 Forms Periodic Processing Submitter Record Screen 9 34 Report W 2 Forms on Magnetic Media MMREF 1 Format Commands Edit Modes Other Scroll Commands Help 101 x 2xe re mal g Gk Abandon Record RA Submitter Record Field Data Employer EIN 7 PIN Number 123456789 Resub Flag 0 Lo eeler TLCN Number Software Code 99 Company Name BUILDERS SUPPLY Location Address SUITE 105 Delivery Address 1157 VALLEY PARK DR City SHAKOPEE State MN Zip 55379 Zip Extension Reserved for SSA Foreign State Foreign Postal Code Country Code Submitter Name BUILDERS SUPPLY Ud tLe Line 001 of 037 Enter edit Next page Goto Company H 09 17 2000 Terminal TODO OVR For an explanation of these fields and their contents consult the Magnetic Media Reporting and Electronic Filing handbook available from the Social Se
199. e other check recalculated The other check is not recalculated but you can use the Calculate Checks function see page 6 3 or the Manual Checks function see page 6 9 to recalculate the deductions and withholdings on the check Periodic Processing How do I print periodic quarterly reports for previous quarters On the report function screen enter the quarter number for which you want to produce the report Why aren t federal withholdings printing on my W 2s If you have multistate employees or if you have additional deferred compensation or local withholdings that will not fit on one W 2 form a second W 2 form might be printed Federal guidelines specify that the federal earnings information be printed on only one W 2 form B 4 Payroll User s Manual Common Questions Direct Deposit It looks as if the system has not calculated a direct deposit voucher for one employee Why not The system calculates direct deposit vouchers only for employees whose Prenote In status is Y or checked The Prenote In field shows whether the bank has approved the prenotification file for this employee You can check the status by producing the Employee Direct Deposit Information List You can change this information in the File Maintenance Direct Deposit function If you make changes through the Direct Deposit function you must send the prenotification file to the bank for approval Can I void a voucher No and you cannot void a c
200. e Bejlaa amp OK Abandon Employee ID BOUOOI Bourne Linda C Earnings State Lo Code October November December OTR 4 YTD Walaala Lo b gt pr State Lo Code October November December OTRA 4 YTD a Tab Tax Amounts Enter edit Append Next page Previous page Goto Change quarter Quarter Totals Month Totals Company H 09 10 2002 Terminal TODO OVR Use the commands to work with the information on the screen e Press Tab to switch between the Earnings and Tax Amounts sections of the screen e Press Enter to edit a line item e Press A to add a line item Line items in both the Earnings and Tax Amount portions of the screen are identified by state locality and local tax authority codes Local tax authority codes are set up in the Tax Authority Setup function When you add or edit earnings information you can enter amounts for three months each field s mask is user defined Payroll User s Manual 10 43 Employee History File Maintenance The quarter totals and year to date totals are updated by the sum of the values you enter for the three months e Press N to move to the next screen you selected e Press P to return to the previous screen e Press Gto go to a specific line item then enter the state tax authority code or use the Inquiry F2 command to select the code This command is available only when there is more than one screen of
201. e Miscellaneous Deductions Journal see page 5 21 e Back up your data files Payroll User s Manual 5 25 Post Transactions Daily Work The information in the Time Ticket Journal and the Miscellaneous Deductions Journal comes from the PATRxxx file Posted entries are cleared from this file to make room for the next group of entries Because you cannot reconstruct the journals after you post printing them before you post is important to maintain an audit trail Backing up your data files before you post is an important practice Unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data Post Transactions Screen Select Post Transactions from the Daily Work menu The Post Transactions screen appears Az Post Transactions IE xj Commands Edit Modes Other Help 2xe ba ma g OK_ Abandon Have You Printed the Time Ticket Journal Printed the Miscellaneous Deductions Journal Backed Up Your Data Files IV Company H 09 11 2002 Terminal TODO OVR 1 Before you post print the Time Ticket and Miscellaneous Deductions Journals and back up your data files If you have not performed these tasks clear the box or enter N in text mode and do so now When you have completed these tasks select the box or enter Y in text mode to continue 5 26 Payroll User s Manual Daily Work Post Transactions 2 Select the output device to print th
202. e a deduction the employee is not scheduled to receive enter the code for the deduction Use the Maintenance F6 command to open the Deductions function to edit a deduction code Payroll User s Manual Daily Work Payroll Transactions Field Hours Rate Amount Pieces Description If you are entering a time ticket press Enter if the employee worked the current number of hours or enter a different number of hours If you are entering a deduction transaction enter the number of hours to use in calculating the deduction if necessary Press Enter to accept the employee s current pay rate or enter a different pay rate for the time ticket The rate will change depending on the earning code entered and the Multiplier and Add to Base fields for that earning code If you are entering a time ticket the amount calculated for the time ticket appears To change this figure change the earning code rate of pay or number of hours worked If you are entering a deduction transaction enter the amount of the deduction If the employee did piece work the number of pieces he or she produced appears Press Enter to accept it or enter a different number The Payroll system does not use piece information to calculate pay but piece data can be distributed to and accumulated by department In addition if Payroll interfaces with Job Cost you can post period to date year to date and job to date pieces to the JOBSxxx f
203. e date reference and text that appear for each comment depend on the reference ID and end date you enter The comments are arranged by date the most recent date first then by reference ID 4 Use these commands to work with the comments on the screen e Press R to return to the Ref ID field to enter a new reference ID e Press D to return to the End Date field and enter a new end date by which to sort comments Press I to return to the ID field and enter a new ID for which to view or enter comments e Press A to add a new comment The Append Comment screen appears e Press E to edit a selected comment The Edit Comment screen appears e Press F to view comments for the first ID on record e Press N to view comments for the next ID on record e Press P to view or edit comments for the previous ID on record e Press Lto view or edit comments for the last ID on record e Press Gto go to a specific comment This command is available only when there is more than one screen of comments Payroll User s Manual 1 69 Information Menu Introduction History 1 70 Adding or Editing Comments The Append Comment screen appears when you add a new comment The Edit Comments screen appears when you edit an existing comment Other than the title these screens are identical 2 Edit Comment A E el x Commands Edit Modes Other Help 2xe Be mA 28 DK Abandon Date 06 15 2002 Reference 003 Comment SPOKE WITH JON RE E
204. e end of the file Payroll User s Manual 9 37 W 2 Forms Periodic Processing e Press Cto change the tax authority record type federal or state that appears for the selected employee in the bottom section of the screen e Press D to return to the Processing Employees selection screen e Press Gto move to a specific employee record in the list then enter the employee code or use the Inquiry F2 command to select an employee When you press Tab to work with the federal and state information for an employee the bottom of the screen is activated Report W 2 Forms on Magnetic Media MMREF 1 Format B oj xj Commands Edit Modes Other Scroll Commands Help 2x relma g OK Abandon Dept Last Name First Name G Kathy Maria 500 George kal wW St Albert es a Pe Federal Record Field Data Social Security No on 429301099 zj First Name LINDA E Middle Initial c aj Last Name BOURNE Suffix Location Address y Delivery Address yl zj Line 0001 of 0042 Enter edit Append Change type Re ate Done Goto Company H 09 17 2000 Terminal TODO OVR d Tab employees Sort by SSM To work with an employee s federal or state records use any of these commands e Press Tab to return to the top section of the screen and select a new employee record e Press Enter to change the current field value 9 38 Payr
205. e information Employee Miscellaneous History Inquiry Screen This screen appears when you select Employee Miscellaneous History on the selection screen 4 Employee Miscellaneous History BBE Commands Edt Modes Other Scroll Commands Help 2xrte rean g 2 Abandon EmployeelD BOU001 Bourne Linda C October November December OTRA 4 YTD Hours worked Weeks Worked Wks Under Limit Paid Month Allocated Tips 100 Use Auto Cost of GTLI Cost of DCB 457 Plan Non 457 Plan FICA Tips Adv EIC Payment Uncol DASDI Uncol Medicare Le bo lor Next Page Change Quarter Quarter totals Company H 06 02 2000 Terminal T000 OVA See page 10 3 for an explanation of the commands and fields 4 14 Payroll User s Manual Employee Inquiry Employee History When you finish viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry selection screen appears enter another employee for which to view history or use the Exit F7 command to return to the Employee Inquiry menu Employee Earnings History Inquiry Screen This screen appears when you select Employee Earnings History on the selection screen 4 Employee Earnings History BBE OK Abandon Bourne Linda C Earning Hours Code October November December OTR 4 YTD
206. e insurance if you enter the necessary information in the Employee History function Before you use this function to produce magnetic media get the guidelines for this procedure from the Social Security Administration SSA While Open Systems magnetic media has received general approval from the SSA your company must apply for and receive SSA approval before filing on magnetic media Payroll User s Manual 9 29 W 2 Forms Periodic Processing Magnetic media can only be produced in the MMREF 1 format for 2002 Previous formats are not accepted by the SSA and are not supported by OSAS Check SSA regulations before you submit magnetic media In addition some states now require companies with more than 250 employees to file W 2 information on magnetic media contact your state tax authorities for more information OSAS does not support state magnetic media However some states will accept the federal media format and OSAS includes the state records in the MMREF 1 format file Check with your state for more information Before You Produce W 2 Forms 9 30 Check the relevant fields such as statutory employee and allocated tips in the PAEGxxx Employee General Information file page 10 3 and PAEMxxx Employee Miscellaneous History file to make sure that the information is what you want on the W 2 forms Payroll User s Manual Periodic Processing W 2 Forms W 2 Forms Screen Select W 2 Forms from the Periodic Proc
207. e last line item in the entire list F3 Deletes the line item in the selected line Insert Inserts a line item at the selected line Enter Edits or views the line item in the selected line In Field Editing Commands When the cursor is in a field that contains information you can use the following commands Hot Key Description Right Moves the cursor to the right Left Moves the cursor to the left Delete Deletes the character the cursor is on Payroll User s Manual 1 63 Menu and Function Commands Hot Key Insert Home End F9 Undo F10 Delete to End of Line Shift F9 Copy Field Contents Shift F10 Paste Field Contents 1 64 Introduction Description Switches insert mode on and off When the Insert flag appears at the bottom of the screen characters you enter push characters after the cursor over When insert mode is turned off characters you enter write over existing ones Moves the cursor to the beginning of the field Moves the cursor to the end of the field Restores a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command Deletes the characters in the field to the right of the cursor If insert mode is turned off and you enter a character in the field s first position everything in the field is deleted Copies the contents of the current field Pastes the value y
208. e list you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a master list 1 Select the list you want to print from the Master Codes List menu The selection screen for that list appears The Withholdings List screen is shown below as an example CL AS a Commands Edit Modes Other Help 2xre ere mal g OK_ Abandon Print Federal withholdings IV Federal withholdings From EIC a Thru 045 faj State Withholdings Vv State From Ca aj Thru MN aj State withholdings From sur faj Thru SWH faj Local withholdings Vv Locality From 0 faj Thru 0 aj Local withholdings From aj Thru aj Sort By Withholding Code GLAccount Print exclusions J Company H 09 09 2002 Terminal T000 OVR Payroll User s Manual 13 3 Printing a Master Code List Master Codes List 13 4 If the screen contains options that control what information appears in the list select the check box or enter Y in text mode to include the information or clear the check box or enter N in text mode to exclude that information Select the range of information to include in the list in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list If the screen contains options that control how information is so
209. e posting log See Output the Report on page 1 74 for more information The posting log lists the total hours and wages posted to the PADPxxx PATPxxx and PATHxxx files After posting completes and the log is produced the Daily Work menu appears Payroll Posting Log 09 11 2002 Builders Supply 1 30 PM Payroll Posting Pay or Deduction Total Posted Description Reqular Pay Salaried Wage EARNING TOTALS Medical Ins DEDUCTION TOTALS Jobs total End of Report Payroll User s Manual 5 27 Payday Work Calculate Checks Manual Checks Edit Register Accrual Adjustments Vacation and Sick Leave Report Print Checks Print Direct Deposit Vouchers Void Checks Payroll Reports and Posting Create Direct Deposit File Check Register Paycheck Received Report Withholding Report Employer s Tax Report Employer s Liability Report Pay Period Deduction Report Employer Department Expense Report Post Checks Payroll User s Manual 6 3 6 9 6 21 6 25 6 27 6 29 6 33 6 37 6 41 6 43 6 45 6 47 6 49 6 51 6 53 6 55 6 57 6 1 Payday Work 6 2 Introduction Perform the functions in the order they appear on the menu but do not use the Void Checks function until you have posted checks First calculate checks and enter manual checks Then produce the Edit Register to check your work Print the checks and the Check Register Produce the reports you need and then post Several of the
210. e the Check History Register Calculating Checks With the Payroll system you can calculate checks for any number of pay periods a year To calculate checks for hourly employees the system uses the accumulated totals of the summary information posted from the PATRxxx file to the PATPxxx file since the last time you calculated checks For salaried employees the system reads the amount stored in the PAEGxxx file For both it reads the deduction and withholding information in the PADExxx PAEMxxx PAEWxxx and PAESxxx files to calculate appropriate deductions withholdings and net pay protecting against exceeding withholding limits or declining balance deductions Check records are then stored in the PACDxxx PACExxx PACHxxx and PACWxxx files If an employee is set up to receive more than one paycheck for example if the employee worked in different departments or is receiving a bonus the system automatically calculates multiple checks for the employee If you void one of the multiple checks the system does not recalculate the remaining checks If you have produced manual checks you can use the Manual Checks function to recalculate them Information from the PACDxxx PACExxx PACHxxx and PACWxxx files is used to produce e the Edit Register e payroll checks e the Check Register e the Withholding Report e the Employer s Tax Report Payroll User s Manual Introduction The Payroll System After you print the paycheck
211. e to OSAS In UNIX you can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t c or a and the parameter itself In Windows you can set up OSAS such that it always opens using a certain access code Open the OSAS program shortcut s properties and enter the access code and your company ID in the Target box For example using apple as your access code and H as your company ID enter the following C osas progRM osastm exe m4096 tT00 nT00 aapple cH If you want the system to prompt for an access code after opening enter a in the Target field followed by a space followed by c and the company ID In the Windows icon properties the parameter marks m t or n can be entered in any combination but must be before the separation dash The access code and company ID commands a and c must be entered after the separation dash See the Resource Manager Installation Manual for more information on these parameters Payroll User s Manual 1 5 The Payroll System Use the Payroll system to automatically figure employee wages federal state and local withholding and deductions The Payroll system also tracks bonus pay and sick and vacation time and accumulates information for tax reporting Finally use the Payroll system to produce paychecks reports and employee W 2 forms Menu Structure The Payroll menu structure is similar to the s
212. e way Use the instructions below to print a payroll report modifying the procedure as necessary for the report you are printing For example if the screen for the report you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a payroll report 1 Select the report you want to print from the Payroll Reports menu The selection screen for that report appears The Check History Register screen is shown below as an example hz Check History Register a 150 xj Commands Edit Modes Other Help 2X ta By em a 2 e OK Abandon Employee ID From B0U001 aj Thu 570001 ET Check Number From 1001 Thru 2025 Date From 08 01 2002 Thu 09 15 2002 Print by gt r Print Report In Employee ID e Summary Check Number C Detail C Check Date Print Employer Deductions and withholdings IM Printed Checks Voided Checks or Both Printed Checks Y Print Voucher Split Information Iv Company H 09 19 2002 Terminal T000 OVR Payroll User s Manual Printing a Payroll Report Payroll Reports 7 4 Select the range of information to include in the list in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list If the screen contains entry fields for example for en
213. e you copied from a previous field into the current field Undo Restores the contents of the current field from before you made changes to it Modes Menu Select the options you want to use Commands Edit Modes Other Information Help 2 xE Ev Verify Exit A v Bell Quick v Verify PgDown Command Description Verify Exit When verification is turned on you must press a key twice to verify that you want to exit or abandon functions Payroll User s Manual 1 51 OSAS Graphical Functions Introduction 1 52 Command Description Bell When the bell is turned on it sounds at an error or when you must verify a command Quick When this option is off the cursor stops at every field P P y possible To make the cursor skip the fields that do not require an entry in certain application functions select the option Verify PgDown If verification is turned on you must press PgDn twice to proceed to the next screen or to save your entries Other Commands Menu Commands Edit Modes Other Help 33 x t a Calculator Execute an Operating System Command Call a PRO 5 Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Pop Up Calendar Inventory Price Calculator See Other Commands Menu on page 1 38 for information on this menu s commands Payroll
214. ed to the General Ledger period you specify The totals in the Payroll system are affected in the current period regardless of the period you enter Press Enter to post the checks to the current period or enter a different period 6 5 Calculate Checks Payday Work Field Grp Period Beg Pd Code 7 Calculate Direct pD Deposit Include Salary Wages 6 6 Description The group codes you entered above appear The system uses this date and the period ending date you entered above to verify employment during the pay period For each group code you entered enter a date for the start of the pay period or press Enter to accept the current date The period code you entered in the Scheduled Deductions sectiion of the Employee Salary Information screen indicates when and how each scheduled deduction is taken During check calculation the period codes are compared to the codes in the employee record to determine which deductions will be taken For each group code you entered enter the appropriate period code 1 5 or enter 6 to skip deductions Select the box or enter Y in text mode to include direct deposit transactions in the check calculations Clear the box or enter N in text mode to exclude direct deposit transactions and to produce checks for all employees If you exclude them paychecks are produced for employees whose pay is normally directly deposited Select the box or enter Y in te
215. eductions The information in this report comes from the PAEDxxx Employee Deductions History PAEExxx Employee Earnings History and PAEGxxx Employee General Information files Earnings and Deductions Report 09 17 2002 8 20 AM Emp ID Employee Name Code Earn Desc Bouool Bourne Linda C Pol POS REG SAL SIC VAC Bonus Cash Value Regular Pay Salaried Wage Sick Pay Vacation Pay Earning Totals Gross Wages Net Pay GEROOL Gerard Timothy G POZ Travel Exp REG Regular Pay SAL Salaried Wage 00 00 5550 00 Earning Totals Gross Wages Net Pay 5550 00 5550 00 4139 17 JENOOL Jenkins Kathy M REG Regular Pay SAL Salaried Wage 00 7500 00 Barning Totals Gross Wages Net Pay 7500 00 7500 00 4430 17 JONOOL Jonchim Maria K OVT REG SIC VAC Overtime Pay Regular Pay Sick Pay Vacation Pay Earning Totals Gross Wages Payroll User s Manual 002 003 004 006 010 Eup Emplr ool 002 003 MN 401K 00 MN Stock Plan Totals Builders Supply Earnings and Deductions Report Detail Report September by Employee ID SSN Deduction Desc Dept ID Earning Desc Amount YTD 459 30 1099 500 Medical Ins 00 Dental Ins 00 United Way 00 Credit Union 00 Cash Value Regular Pay Salaried Wage Sick Pay 00 Vacation Pay Earning Totals Gross Wages Net Wages Totals 468 22 4819 500 10 56 3 53 25 00 Medical Ins Dental Ins United Way Travel Exp
216. ee page 11 5 Payroll User s Manual 3 15 Setup Functions Setup Federal Withholdings You can set up the following federal tax codes e FWH Federal withholding e OAS Employee FICA MED Employee FICA FUT Unemployment insurance e EIC Earned Income Credit e EOA Employer FICA EME Employer FICA Fixed percent withholding applies to the FWH tax code only If you have forms of other pay that are taxed at a fixed rate you can enter the fixed percentage to withhold You cannot assign fixed withholding percentages to FICA or FUTA tax codes State Withholdings To use state withholding you must install the Payroll Tax Routines provided by Open Systems For each state authority you can set up the following tax codes e SWH State withholding e sul State Unemployment Insurance employer e 01 State other withholding 1 e S02 State other withholding 2 e 03 State other withholding 3 The state withholding and state unemployment insurance tax codes are used by the system and should not be modified or deleted Use of the state other withholding varies from state to state See the Payroll State Tax Routines for information about the states where employees live These codes must first be set up in the Tax Authority Setup function 3 16 Payroll User s Manual Setup Setup Functions Fixed withholding applies to the SWH tax code only If you have forms of other pay that are taxed at a fixed rate you can enter t
217. elected Each time you add or edit a line of a deduction entry that entry is saved to the employee record You can also use the Proceed OK command to save the information Payroll User s Manual File Maintenance Employee Editing or Adding a Scheduled Deduction When you press Enter to edit a scheduled deduction or A to add a scheduled deduction the fields for the line item become activated Field No Description 12345 Amount Payroll User s Manual Description Enter the number of the scheduled deduction You cannot use the same deduction number more than once for an employee If you want the same deduction taken twice you must enter a new deduction number The description of the deduction appears Each of the five characters represents a period code You might use the pay periods to identify the five weekly pay periods in some months or five pay periods in which different combinations of deductions are taken For each pay period enter one of these codes N the deduction is not taken in the pay period Y the amount you enter is deducted P a percentage of the employee s gross pay is deducted H a fixed rate per hour worked is deducted D the amount is taken against a declining balance E the amount is a declining balance by percentage G the amount is a declining balance by formula If you enter H for a salaried employee you must enter a time ticket to get the deduction If you press Enter
218. en appears Paycheck Received Report E 5 xj Commands Edit Modes Other Help 2x re mnl g OK Abandon Payroll Number 000054 Quarter 3 Group Code 1 Period End 09 15 2002 Date on Checks 09 15 2002 GL Period 9 Sort By Check Location Department Employee ID Page Break After Department Check Location I Company H 09 16 2002 Terminal TODO OVR The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions 1 Select the order in which you want to print the report Payroll User s Manual 6 45 Paycheck Received Report Payday Work 2 If you want each department or check location to be printed on a new page select the box or enter Y in text mode if not clear the box or enter N in text mode 3 Select the output device See Output the Report on page 1 74 for more information After the report is produced the Payday Work menu appears Paycheck Received Report 6 46 09 16 2002 Builders Supply 12 55 PM Paycheck Received Report Pay Check Date 09 15 2002 Empl ID Employee Name Check Date Bouool Bourne Linda C 459 30 1099 0001094 09 15 02 GEROO1 Gerard Timothy G 468 22 4819 0001095 09 15 02 JENOO1 Jenkins Kathy M 460 39 9093 0001096 09 15 02 LUKOOL Lukas George 488 30 1281 0001097 09 15 02 4 Check s For Check Location End of Report Payroll User s Manual
219. ence materials If you need more information consult a customer support representative OSAS Overview Resource Manager The Resource Manager application is the foundation or shell of OSAS It provides the operating environment that holds the other applications Resource Manager also includes three powerful business features Global Inquiry Executive Information Summary EIS and Print Manager With Global Inquiry you can drill through your accounting data to find selected information throughout your system With EIS you can access company information quickly and view summaries of all aspects of a company or a group of companies With Print Manager when you print reports to file your reports can be stored sorted printed and searched for specific text Base Applications Base applications are designed and produced with the largest possible number of industries in mind They are most effective when you interface them with each other Base applications are usually named after common accounting operations Examples are General Ledger Accounts Payable Purchase Order Accounts Receivable Sales Order Payroll and Inventory Payroll User s Manual 1 3 Welcome to OSAS Introduction Running OSAS 1 4 OSAS runs on an operating system supported by 150 megabytes of permanent storage and 4MB of RAM You may need additional space or memory depending on the size of your data files and the operating system you use Consult your re
220. enter the transactions for the second paycheck under sequence number 1 and so on Payroll Transactions Daily Work Field Pieces Salary or Rate Inquiry Earn Code Maint Note 5 12 Description If the employee did piecework enter the number of pieces the employee produced The Payroll system does not use this information to calculate pay but piece data can be distributed to and accumulated by department In addition if Payroll interfaces with Job Cost you can post pieces to the JOBSxxx file If the employee is salaried the employee s normal salary amount appears If the employee is hourly enter the hourly rate to apply to these transactions or press Enter to accept the current rate Press Enter to accept the current earning code or enter an earning code for the time ticket Use the Maintenance F6 command to enter the Earning Codes function to edit earning codes You can enter five line items for an employee on this screen if you need to enter more items use the Proceed OK command to save these transactions return to the Payroll Transactions scroll region and then reenter the Enter Transactions screen If you elected to use the time card calculator which is for hourly employees only in the Resource Manager Options and Interfaces function a message appears If you elect to use the time card calculator the Time Card Entry window appears see Time Card Entry on page 5 15 A des
221. epartment IDs must be at least three characters long 3 18 Payroll User s Manual Setup Setup Functions Payroll Information Payroll information includes state unemployment reports and the company address This information is essential to the Payroll system and must be set up before you can begin processing It is stored in the PAINxxx Payroll Information file State Unemployment Reports Most states that collect unemployment taxes require a quarterly report that lists employee names wages earned and weeks or hours worked Use the Payroll Information function see page 10 57 to set up your state unemployment reports for the states where you pay unemployment taxes The Payroll system credits employees for the full number of weeks they worked in pay periods they receive pay The system looks at the Weeks Worked Limit field in the SWH record in the PAWIxxx Withholdings file for the minimum number of hours worked to be credited for one week of work Consult the state tax authorities about the appropriate method for determining weeks worked in your state and adjust the Weeks Worked field in the Employee History function as necessary before printing the report Company Address Use the Payroll Information function to enter or change the company address Employer Bank Information Use the Payroll Information function to enter the next check number for printing checks Degree Descriptions Use the Payroll Information functio
222. er of pay periods in a year with a maximum of 13 weeks in a quarter Salaried employees are credited for the number of weeks in the pay period for which a check is cut Enter the number of weeks the employee received credit for working but was under the state s minimum number of hours for each month When you set up the information for each state withholding you entered the minimum number of hours an employee must work to qualify for one week of work The Weeks Worked fields track the number of weeks the employee was credited for working For each month select the box or enter Y in text mode if the employee received a paycheck or clear the box or N in text mode if the employee did not receive a paycheck Additional tips are allocated to an employee when reported tips are less than a fixed percentage of house sales This tip allocation is required by the government to encourage accurate tip reporting Enter the dollar amount of tips allocated to the employee Payroll User s Manual File Maintenance Employee History Field 100 Use Auto Cost of GTLI Cost of DCB 457 Plan Non 457 Plan FICA Tips Payroll User s Manual Description If the employee drives a company automobile for personal and business use enter the monetary value of the use of the automobile each month The value in this field is added to W 2s in the appropriate box Use the federal tax publication Circular E Employer s Tax
223. ers function 1 21 6 33 Print Manager defined 1 3 printing checks 3 11 3 19 6 29 printing checks option 3 32 printing on laser forms 3 32 printing voucher stubs option 3 33 printing vouchers option 3 32 PRO S Command tool button 1 40 Proceed OK function key 1 50 pull down menu command 1 50 verification button 1 57 Proceed command 1 29 Profit Sharing Census function 7 17 sample 7 17 programs backing up 3 29 pull down menu functions commands 1 50 Edit 1 51 Help 1 53 Information 1 53 Inventory Lookup 1 55 Modes 1 51 Other 1 52 Scroll Commands 1 54 graphical menus 1 36 Favorites 1 37 File 1 36 Help 1 39 Modes 1 37 1 13 Other 1 38 Tools 1 37 pull down menus functions information menu 1 67 Purge Recurring Entries function 9 47 Q quarter end maintenance 9 50 9 51 9 52 Quarterly Employer s Tax Report function 9 13 sample 9 15 quarterly reports B 4 Quarterly State Unemployment Report 10 59 function 9 21 sample 9 23 Quarterly Withholding Report function 9 17 sample 9 19 Quick mode pull down menu command 1 52 R recurring deductions setting up 3 8 time tickets setting up 3 8 Recurring Deductions List function 12 19 sample 12 19 Recurring Entries function 10 65 Recurring Time Ticket List function 12 17 sample 12 17 report commands 1 78 Down Arrow 1 78 End 1 78 Exit 1 78 F7 1 78 Home 1 78 PgDn 1 78 PgUp 1 78 l 14
224. ersonnel Information Two Big ES Commands Edit Modes Other Help 2xe pe mal g OK Abandon Employee ID BOU001 Bourne Linda C License 5 31 2000 User Date 06 i Last Phys 12703 11997 User Date 07 mee Driver Lic E2 User Date 08 F User Date 04 zi User Date 09 Fi User Date 05 F User Date 10 hi Company H 06 11 2000 Terminal T000 INS Use the Proceed OK command to save your changes If you selected another type of information on the Employee selection screen that screen appears If you did not select any other screens the Employee selection screen appears Payroll User s Manual 10 23 Employee File Maintenance Employee Comments Screen Use the Employee Comments screen to view and add comments about the employee Employee Comments Commands Edit Modes Other Scroll Commands Help 2xe abelaal Of Employee ID E ou001 Bourne Linda C Ref ID aoa End Date 09 09 2002 Date Ref Comment 07 15 2002 000 Linda s proposal helped win multi million dollar contract zj ES 2 sl y z Ref ID end Date Append Enter edit Next screen Prev screen Goto Company H 09 09 2002 Terminal T000 OVR 1 The ID of the terminal you are working at appears in the Ref ID field To work with comments for only the default reference ID press Enter To work with comments for a d
225. ert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager Before you convert an application s files make note of the version number from the application you are converting The Data File Conversion function has no way of determining the information from within the function Before you convert an application s files back up your data files Consider Your Setup Before you convert from your version of Payroll or Direct Deposit if applicable consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure if your system is ready for conversion consult your value added reseller Payroll User s Manual 2 7 Conversion Installation and Conversion Converting from Version 4 x and Earlier Before you begin the conversion from a version before 5 00 you must set up one table and gather some additional information Each local code must be assigned to its respective state The system looks for the PAS5OCNVT table and uses it to assign local codes to their respective states To update the PASOCNVT table follow these steps 1 Select Application Tables from the Resource Manager Data File Maintenance menu 2 Inthe Enter Table Filename field enter PATB The PATB screen appears A oxi Commands Edit Modes Other Help 2x
226. escription State The state in which the employee pays taxes appears Locality If the employee is subject to locality taxes that locality appears Code The code for the withholding type appears Description The description for the code appears Txbl Earn The amount of income subject to the withholding type appears Amount The calculated amount of tax appears Commands Use the commands on the Check History Withholdings screen to perform the function you want and to find the information you need e Press Tab to switch between the Employee Withholdings and Employer Liability sections e Press Eto view earnings for the selected entry The Check History Earnings screen appears e Press U to view deductions for the selected entry The Check History Deductions screen appears e Press Dto return to the Check History Inquiry screen e Press Gto go to specific withholdings code This command is available only if there is more than one page of withholdings present Payroll User s Manual 4 29 Daily Work Payroll Transactions Time Ticket Journal Miscellaneous Deductions Journal Copy Recurring Entries Post Transactions Payroll User s Manual 5 3 5 19 5 21 5 23 5 25 5 1 Payroll Transactions Use the Payroll Transactions function to enter change or delete the number of hours each employee worked allocate labor dollars hours and pieces to various departments jobs and phases for hourly and salaried emplo
227. ess to use in report headings your employer bank information or the degree descriptions for use in employee personnel information records Payroll User s Manual 10 57 Payroll Information File Maintenance Set Up State Unemployment Reports Screen Use this screen to define and customize Quarterly State Unemployment Reports 215 x Commands Edit Modes Other Help amp m 28 DK Abandon State mi ja Minnesota Self Adjusting SUI Month Tr Print Employees with Zero Eamings IV Round all numbers to nearest dollar B Sort Report By Last Name C Social Security Number Indicate below the order in which you want these fields to appear on your report To exclude a field enter O Social Security No To Name Fo Total OTD Wages Fo Excess QTD Wages Fo Taxable OTD Wages Fo Weeks Worked Fo Hours Worked Jo Company H 09 10 2002 Terminal TODO OVR Field State Self Adjusting SUI Month 10 58 Description Enter the code for the state tax authority This code is verified against the PACO Codes file You can enter report formats for as many states as you need State unemployment insurance SUI withholdings are calculated on a yearly basis Most states that change the SUI rate during the year require that the next check run self adjust for the entire year based on the new percentage Some states require that you adjust the SUI withholdings only back to the month that the rate changed Payroll U
228. essing menu The W 2 Forms screen appears x Commands Edit Modes Other Help 2 X te Bem OK _Abandon Pick Employee ID From BOUOO1 aj Thu STO001 aj Forms One Wide Regular or Mailers Two Wide Regular Laser W 2 s 2 Per Page C Laser W 2 s 4 Per Page MMREF 1 Magnetic Media Company Name Builders Supply Address 1157 Valley Park Dr Suite 105 Shakopee MN 55379 Federal Tax ID FI TTTTETE Company H 09 17 2000 Terminal TODO OVR 1 Enter the range of employees for which you want to produce W 2 forms 2 Select the format for the W 2 forms Payroll User s Manual Choose One Wide Regular or Mailers or Two Wide Regular to produce regular or mailer forms OSAS does support two wide mailers If you select two wide forms change the standard printer to 135 columns in Resource Manager Choose one of the Laser W 2 options to print W 2 forms on standard laser printers Use the four per page option for employee forms only Choose MMREF 1 Magnetic Media to produce W 2 magnetic media See MMREF 1 Magnetic Media on page 9 33 for more information 9 31 W 2 Forms Periodic Processing The company name address and federal tax ID appear 3 Ifyou selected any option other than MMREF 1 Magnetic Media select the output device Selecting the File output device option for the W 2 forms is not the same as the magnetic media reporting functions described below Do not send the
229. est of the ADJMNxxx table appears Enter the earning code that will be used to adjust an employee s pay to meet federal minimum wage standards Payroll User s Manual 10 75 Tables File Maintenance FREQxxx Table The FREQxxx table stores the number of hours in a pay period for each group code for salaried employees When you enter the table ID the rest of the FREQxxx table appears lala Commands Edit Modes Other Help 2x re ma g OK Abandon Table ID JFREGH aj Description Frequency of Hours Pay Period Group Cd Number of Cols 2 Column Length 12 Type N y croup Code Hours Period Company H 09 10 2002 Terminal TO00 OVR Field Description Group Code Valid group codes are 0 through 9 Do not change delete or rearrange the codes The system looks for the codes by their position in the table it assumes that group code 0 is on the first line group code 1 is on the second line and so on Hours Period For each group code enter the number of hours that are in a pay period 10 76 Payroll User s Manual File Maintenance Tables GLDEPxxx Table The GLDEPxxx table stores the default accounts for earnings and employer paid deductions and withholdings used when new expenses for a department are added by posting transactions or checks If you post new transactions or checks to the PADPxxx Department file that do not have a specified GL account they are posted to the default GL a
230. et up the next check number to be used when you print payroll checks T If Direct Deposit is installed use the screen to identify your company s bank name routing code account number and ACH security code for file transfers The settings on the Bank Information screen control the way in which your direct deposit media is created for your bank Check with your bank for the proper settings before you set up this screen Pe Commands Edit Modes Other Help xe pe ma g OK _ Abandon Employer Bank Information Builders Supply Company Bank Name AMERICAN SECURITY BANK Company Routing Code 000133333 Company Account Number 1928391829391 28 Next Check Number 0001079 Next Voucher Number 0000001 Print Field on ACH File Federal Tax ID v Federal Reserve Routing Code 000000000 Last Direct Deposit Run Was Posted On Last Batch Used 0000000 Company Identifier Type Number 8 Include 627 Record on All DD Files r Security Code For File Transfer One Line of 94 Characters Maximum 1234567890123456789012345678901234567890123456789012345678901234567890 LOGDX123456 BATCH 33112551125 CMPY DOME HOMES a Pad Security Code to a Length of 58 Company H 09 10 2002 Terminal TODO OVR 1 Enter the name of the bank to which you transmit your ACH file 2 Enter the routing code of your company s bank Payroll User s Manual 10 61 Payroll Information File Maintenance 10 62 Enter your company s bank
231. for the recurring time ticket The system uses this field to determine which groups of recurring entries to copy when you use the Copy Recurring Entries function You can set up run codes for groups of employees for whom you want to copy recurring time tickets such as seasonal or part time employees Payroll User s Manual 10 69 Recurring Entries File Maintenance Inquiry Maint Inquiry Maint 10 70 Field Cutoff Dept Job Phase Cost Code Class Sequence No Pieces Salary Rate Earn Code Note Hours Rate Description Enter the cutoff date for the recurring time ticket This date determines which time tickets are copied when you use the Copy Recurring Entries function Enter the employee s department ID If Payroll interfaces with Job Cost enter the job ID If Payroll interfaces with Job Cost enter the phase ID If Payroll interfaces with Job Cost enter the cost code Enter the employee s labor class code If you want to produce multiple paychecks for the employee enter recurring entries for the first paycheck under sequence number 0 Then enter recurring entries for the second paycheck under sequence number 1 and so on Enter the number of pieces produced if applicable The current information appears You can change hourly employee s salary and rate but not salaried employees Enter the employee s earning code Enter the description of the current
232. for use with Payroll with Direct Deposit in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Company Setup menu in Resource Manager see the Resource Manager User s Manual For instructions on converting your files see Conversion on page 2 7 If you plan to use General Ledger Bank Reconciliation or Job Cost with Payroll with Direct Deposit you must set up those applications before you set up Payroll and Direct Deposit Setting up Direct Deposit Once you install Direct Deposit on your system you must prepare your data files for everyday use See Setup on page 3 1 for setup instructions 2 6 Payroll User s Manual Conversion If you use an earlier version of OSAS Payroll or Payroll with Direct Deposit you can convert your files from the older version to the current version When you are ready to convert files use the Data File Conversion function on the Resource Manager Company Setup menu see the Resource Manager User s Manual to upgrade Payroll or Direct Deposit data files You can upgrade from version 3 2 4 xx 5 xx or 6 xx If you want to convert to version 6 5 from a version earlier than 3 2 contact a client support representative You must install the new versions of Payroll and Direct Deposit if applicable before you conv
233. functions much like a spreadsheet program You can also look up tax rates and other variable factors in tax tables A summary of valid variables operations and functions is below If you are new to formulas or if you need to review them you will find several examples at the end of this appendix The fields and commands available on the Formula Maintenance screen are described on page 10 92 Summary of Variables Operations and Functions Below is a summary of the variables operations and functions you can use in setting up deductions and withholdings Variables You can use positive or negative numbers constants in formulas You can also use these variables in place of the numbers Variable Description ADJEARN Adjusted earnings for net pay deductions ADJHR Adjusted hours minus exclusions ADJMIN Adjust to minimum wage flag Payroll User s Manual C 1 About Formulas C 2 Variable ADJSUIEARN ADJSUIWITH DEDEXCL DEDUCTIONTOT EARNEXCL EICCODE EMPFICAWH EXEMPTIONS EXTRAWH FEDWITH FIXEDEARN FIXEDPCT FIXEDWH FWHWITH GRANDTOTEARN GRANDTOTGROSS HOURS Description Total SUI earnings before the Self Adjust Month changed Total SUI withholdings before the Self Adjust Month changed Total amount of deductions exclusions Total deductions for the current check Total amount of earnings excluded EIC code for each employee N E or B Employee FICA Contribution OASD
234. future OSAS product suggestions Allows you to view the application options you have set up for a particular application Allows you to search across your data You can select from the installed applications which data to search Allows you to search for information on employees customers and vendors Displays the OSAS Support Information Allows you to record comments for your own use Displays the EIS Dashboard Displays the EIS Dashboard history Payroll User s Manual Introduction OSAS Graphical Menu Command Description Pop Up Calendar Allows you to create and read date reminders in OSAS Inventory Price Allows you to calculate prices and view quantity Calculator cost and pricing information for inventory items Help Menu Fie Modes Tools Favorites Other Help Ees Mare Help lt Fl gt About OSAS Command Description Help Opens help descriptions for the application menus and functions About OSAS Opens the About OSAS dialog box Main Menu Toolbar The main menu toolbar gives you quick access to frequently used OSAS commands To access a command click the appropriate button A BABNS Button Description E Opens the Workstation Date dialog box to change the date See Workstation Dates on page 1 27 for more information El Opens the Access Code dialog box to switch between access codes See Access Codes on page 1 27 for information s Opens the Application Informatio
235. g PgUp repeatedly or by pressing the Tab key You can exit from a menu in these ways e Press PgUp to go to the previous menu one menu up e Press the Tab key to go to the main menu e Use Exit F7 to go to the operating system Commands 1 30 Several commands are available within the menu to perform various tasks such as changing the system date entering access codes switching between sample data and live data and so on To access a command press the corresponding key If you re working with a keyboard that lacks function keys labeled with an F followed by a number or if you re working with an emulator in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Command Alternate Key Key Description Esc Opens a menu listing available commands Payroll User s Manual Command Key F1 Help F2 Favorites F3 Change Company F4 Access Code Other F5 Live Sample Data F6 Workstation Date F7 Exit F8 Print Screen F9 Change Year Payroll User s Manual Alternate Key Esc H Esc W Esc D Esc O Esc X Esc F Esc M Esc L Esc U OSAS Text Menu Description Opens the help description for the selected application function You must be within an application menu to access this command Toggles between the Favorites and main menus Allows you to switch to a different company
236. gure FICA tips Year to date tips deemed as wages used in employer OASDI adjustments Year to date withholdings for the withholding 1 For Gross ADJERN is set to the same amont as GRANDTOTGROSS minus any earning code exclusions that may exist for that deduction For Net ADJERN is set to GRANDTOTEARN Then DEDUCTIONTOT FEDWITH STATEWITH and LOCALWITH are subtracted to account for all withholdings up to that point So if you have two net pay deductions the first one is calculated and that amount is added to DEDUCTIONTOT The second deduction will follow the same process with DEDUCTIONTOT having the updated deduction total from the previous net pay deduction Payroll User s Manual About Formulas Formula Factors Formula factors are variables used to change the base rate in a formula without changing the formula Each formula can have six factors Factors can be used in formula lines by entering FCn where n is the number of the factor For example you can set up a formula that multiplies taxable earnings by a percentage The formula can be one line long TAXEARN FC1 If you set factor one to 05 the employee s taxable earnings will be multiplied by five percent Later you can change the factor or override it in the employee record Formula factors can be overridden for deductions on the Employees Salary Information screen see page 10 3 or for withholdings on the Employees Tax Information screen see page 10 89
237. hat appears on both screens comes from the PAEPxxx Employee Personnel file and is entered in the Employees function see page 10 3 for an explanation of the fields To add or change this information use the Employees function on the File Maintenance menu Information Inquiry Screens Select Personnel Information One or Personnel Information Two from the Employee Inquiry menu The appropriate inquiry screen appears S Personnel Information One oI x Commands Edit Modes Other Help 2xXtz _ea mal ik Abandon Employee ID BOU001 3 Bourne Linda C Comments 1 Linda is on the board or directors for Mulcahy Companies Comments 2 Comments 3 Degree BA Bachelor of Arts Major Business Administration Degree MA Master of Arts Major Business Finance Degree Major Pay Change Bonus Issued Date Reason Old Rate Date Reason Amount 1171272000 Annl Increase 7250 00 00 04 30 2000 Board Review 6750 00 00 12 31 1999 Co Performance 6500 00 00 11 12 1999 Annl Increase 6250 00 00 11 12 1998 Performance 6150 00 00 00 00 00 00 00 00 Employee First Last Next Previous gt Company H 06 11 2000 Terminal T000 OVR Payroll User s Manual 4 11 Personnel Information One Two Employee Inquiry 4 12 Personnel Information Two Commands Edt Modes Other Help 2xXtz2 _ea mal 0 Abandon Employee ID E ouno 3 Bourne Linda
238. he Create Direct Deposit File function on the Payday Reports and DD Posting submenu of the Payday Work menu to create an ACH Automated Clearing House file This function is available only if you have Direct Deposit installed The ACH file contains all the direct deposit transaction information for your employees After you have created the ACH file send itto your company s bank You cannot create this file if you are using last year data or if employer bank information has not been set up Create Direct Deposit File Screen Select Create Direct Deposit File from the Payday Reports and Posting submenu The Create Direct Deposit File screen appears Create Direct D ands Edit Modes Help 2x be mal g Payroll Number 000054 Quarter 3 Group Code 1 Period End 09 15 2002 Date on Checks 09 15 2002 GL Period 09 ACH Output Filename DDEPOSIT C osas650 data DDEPOSIT H Select A Printer File for ACH File Creation Report Company H 09 18 2002 Terminal TODO OVA Payroll User s Manual 6 41 Create Direct Deposit File Payday Work The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions Press Enter to accept the current file name or enter a different name The system appends your company ID to this file name and lists the file s path Select the output device to print the AC
239. he PATRxxx Transactions file for a calculated check Bank Reconciliation When Payroll interfaces with Bank Reconciliation posting checks in Payroll creates summary disbursement entries for the checks in the Bank Reconciliation BRTRxxx Transactions file for the bank account you specify The Payroll system can keep track of checks lost to alignment problems in the Bank Reconciliation application and in Payroll history so that the lost checks are accounted for Payroll User s Manual 3 9 Setup Functions Setup Job Cost When Payroll interfaces with Job Cost you can assign actual labor hours and dollars to the appropriate job and phase in the Job Cost JOBSxxx Jobs file When and where appropriate the interface also updates the number of pieces completed Options and Interfaces Screen Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears The name of the company you are working with appears Specify whether the Options table is shared or owned See the Resource Manager User s Manual for information about Options tables Then enter PA as the application ID The Payroll Options screen appears 4 Payroll Options A x Commands Edit Modes Other Scroll Commands Help 2xtz _elgol 7 Or Description Value Interface to General Ledger Interface to Job Cost Interface to Bank Reconciliation ma Abandon Lelee pi Save Payrol
240. he fixed percentage to withhold You cannot assign fixed withholding percentages to SUI or SOx tax codes You can set up other codes for example WKC for worker s compensation as you need them in the Tax Authority Setup function Local Withholdings To use local withholding you must create and install your own local tax routines in the Tax Authority Setup function Contact your dealer or installer for more information For each local authority you can set up these tax codes LWH Local withholding e LO1 Local other withholding Fixed withholding applies to the LWH tax code only If you have forms of other pay that are taxed at a fixed rate you can enter the fixed percentage to withhold Do not assign fixed withholding percentages to the LO1 tax code Deductions Use the Deductions function see page 11 17 to set up and maintain payroll deductions You can enter 999 deductions You must enter a description and a general ledger liability account number before you can use a deduction You can set up deductions that are strictly employer paid You can exclude some earning codes from deductions for example 401 k programs so that deductions will be withheld from specific earnings You can flag deductions as deferred compensation which is reported on employee W 2 forms In addition you can determine whether deductions are to be taken from net or gross pay Payroll User s Manual 3 17 Setup Functions Setup The emp
241. he home department If time tickets are entered the earnings go to the specified department and the employer withholdings and deductions go either to the home department or the department where the employee worked based on the option you selected in the Resource Manager Options and Interfaces function To determine hours for salaried employees the system uses the information from the FREQxxx table Payroll User s Manual 5 3 Payroll Transactions To record other pay that employees have earned in addition to their regular pay commission tips bonuses and so on and to record other deductions that are to be withheld from paychecks items that are not regularly scheduled such as one time contributions make miscellaneous payroll entries Define these deduction types through the Deductions function see page 11 17 To reverse incorrect time tickets and miscellaneous entries that have been posted enter the time ticket with a negative number of hours or the miscellaneous entry with negative amounts This procedure provides an audit trail of the change Payroll Transactions Screen Inquiry Maint 5 4 Select Payroll Transactions from the Daily Work menu The Payroll Transactions screen appears Daily Work ola Commands Edit Modes Other Scroll Commands Information Help 20 Gk Abandon Employee ID BOUOOT 3 Bourne Linda C SALARIED Department 500 EXECUTIVE Date 09 11 2002
242. he number in this field after calculation the number in this field is used If the calculation of the accrual amount is less than the minimum accrual the minimum accrual is used 10 87 Tax Tables Use the Tax Tables function to set up and maintain the Payroll system tax tables The tax tables are used to calculate state federal and local tax withholding and are stored in the PATX Tax Tables file Tax tables are preset in the system Because the tax tables vary depending on the state s in which the company s employees live and work the tables are not dealt with in detail in this manual Federal Tax Tables The following federal tax tables are used in the Payroll system The EIC table stores the percentages that are used to calculate the advance earned income credits for eligible employees The FEDM and FEDS tables store the earnings base tax base and percentage figures that are used to calculate federal tax The FICA table stores the percentage and maximum earnings limit for employee and employer FICA calculations and the current federal minimum wage It also stores the DCB limit The FUTAxxx table stores percentage and maximum earnings limit for the employer FUTA calculations The W2CODE table stores the code and the first four characters of the description of the deferred compensation deductions to be printed in box 13 on employees W 2 forms The W2CODE2 table stores the first four characters of the deductions
243. he number of quarter to date weeks worked in the PAEHxxx Employee History file 10 59 Payroll Information File Maintenance Hours Worked Number of hours the employee worked taken from the number of quarter to date hours worked in the PAEHxxx Employee History file Use the Proceed OK command to save your entries The cursor returns to the State field Enter the code for the next state you want to work with or use the Exit F7 command to return to the Payroll Information selection screen Company Address Screen Use this screen to define the company address as it should appear on reports Payroll Information E 5 xj Commands Edit Modes Other Help 2xe se mml g OK__ _Abanden Company Address Builders Supply Addr 1 1157 Yalley Park Dr Sate 108 Addr 2 Suite 105 Addr 3 City Shakopee St JMN af Zip 155379 Company H 09 10 2002 Terminal T000 OVR 1 Enter the company address as you want it to appear in reports 2 Enter the city state and zip code in which your company is located The Inquiry F2 command is available in the state field 3 Use the Proceed OK command to save your entries The Payroll Information selection screen appears 10 60 Payroll User s Manual File Maintenance Payroll Information Employer Bank Information Screen If you do not have Direct Deposit installed the Next Check Number field is the only field that appears on the screen Use the field to s
244. heck History Register Printed in Summary by Employee ID Earnings Withholdings Deductions Descriptions Hours Earnings Incl Net Gross Wages Net Pay Check Amount Direct Deposit REG Regular Pay 34 000 SAL Salaried Wage S 519 990 TOTALS gt 553 990 Withholdings Euployer FED EME Emplyr Medicare 3 YES FED EOA Emplyr OASDI 5 YES FED FUT Unemp Ins a YES FED FWH Federal WH NO FED MED Emplye Medicare A NO FED OAS Emplye OASDI E NO MN SUI MN Unemp Ins 7 14 Payroll User s Manual Detail Leave Report The Detail Leave Report serves as an audit trail of your employees sick and vacation time accruals and earnings It gets the information from the PAHVxxx Leave Adjustment History file Detail Leave Report 09 17 2002 Builders Supply 8 24 AM Detail Leave Report Posted And Unposted Leave by Employee Vacation Employee BOUOOl Bourne Linda C 09 01 2002 09 10 2002 Total For BOUOOl Bourne Linda C GEROO1 Gerard Timothy G 09 01 2002 Total For GEROOl Gerard Timothy G JENOOlL Jenkins Kathy M 09 01 2002 Total For JENOOlL Jenkins Kathy M JONOO1 Jonchim Maria K 09 01 2002 Total For JONOOl Jonchim Maria K LUKOOL Lukas George 09 01 2002 Total For LUKOOl Lukas George GRAND TOTAL End of Report Payroll User s Manual 7 15 Profit Sharing Census Profit Sharing Census 06 08 2002 10 17 PM Bouool Bouool BouooL Bouool Employee BO 459 30 1099 GEROOL GEROOL GEROOL GER
245. heck that was created along with the voucher You must enter a negative manual check What is the direct deposit file called The default name for the direct deposit file is DDEPOSIT XXX XXX is the company ID You can change the file name when you use the Create Direct Deposit File function The system appends your company ID to the name you enter Contact your bank to see whether it requires a special file name Can I use Direct Deposit for manual checks Yes See on page 4 7 for instructions on using the Manual Checks function Can split an employee s check by percentage and amount You must select either the amount or the percentage you want to deposit in the account How do I get my direct deposit file to the bank Contact your bank to find out whether to transfer the file by modem or on a diskette If the bank wants you to use a modem you must use your communication software to transmit the file Payroll User s Manual B 5 Common Questions What standard is used to create the prenotification and direct deposit files send to the bank The files are created using NACHA National Automated Clearing House Association standards B 6 Payroll User s Manual About Formulas C The Payroll system uses formulas to calculate deductions and withholdings based on earnings and or tables You can use variables for numbers such as year to date amounts gross earnings and so on which you can manipulate using operations and
246. hecks on file 6 10 deleting 6 12 6 14 6 18 6 20 unposted checks 6 12 earning code 3 12 editing deduction codes 6 17 earning codes 6 15 withholding 6 19 1 10 entering 6 11 deduction codes 6 17 earning codes 6 12 withholding 6 19 erasing 6 11 function 6 9 10 29 B 5 hours worked 3 12 negative 6 19 recalculating 6 17 unfinished payday 6 4 voiding 6 19 6 37 marital status 3 15 3 21 10 17 10 19 10 20 Master File Lists 1 9 Master Lists printing 7 3 8 3 12 3 13 3 MAXVSxxx table 3 15 10 73 10 79 setting up 3 13 MED 3 16 Medicare 6 49 6 51 7 13 9 26 9 29 10 34 Menu styles 1 26 menus information menu 1 67 miscellaneous deductions 7 9 Miscellaneous Deductions Journal function 5 21 sample 5 22 miscellaneous entries reversing incorrect 5 4 miscellaneous payroll entries 5 4 5 25 Monthly Withholding Report function 9 11 sample 9 12 mouse commands click 1 25 deselect 1 26 double click 1 25 right click 1 25 MS DOS prompt tool button 1 40 multilocal taxes B 2 multiple checks 6 3 multistate taxes B 2 N naming conventions Payroll User s Manual formulas 10 93 negative gross pay 6 29 manual checks 6 19 net pay 6 29 Next Line command function key 1 54 1 63 pull down menu command 1 54 Next Page command function key 1 54 1 63 pull down menu command 1 54 Non 457 Plans 9 29 10 33 numbers alphabetical sorting 3 4 O OAS 3 16 OASDI 3 22 6 4
247. hey fall after 20 in an alphabetical sort To prevent this situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 000001 through 000020 Output the Report The type of menus you use controls which options are available to output reports If you are using graphical function screens you have the following output options Printer Print Preview File or E mail for selected reports If you are using text function screens you have these options Printer Preview File Screen or E mail for selected reports See the following instructions for details If you are using graphical screens the Output Information dialog box appears after you select the range of information to print in the report Output Information E xj LPL Windows Default Printer Laser PDL Print Dialog Laser Printer PSL Print Setup Laser LPD Windows Default Printer Dot Matrix Print Preview PDD Print Dialog Dot Matrix Standard PSD Print Setup Dot Matrix LPW Windows Default Printer Wide Carriage C Eile PDW Print Dialog Wide Carriage Dot Matrix Compressed PSW Print Setup Wide Carriage Dot Matrix File Name C 7054565 data Browse OK Cancel 1 74 Payroll User s Manual Introduction Reports If you are using text screens these options appear at the bottom of the screen after you select what to print in the report and how i
248. iables functions and operations see appendix C Once a formula has been set up you can edit it through the Employee Pay Information screen page 10 8 Deductions function page 11 17 or Withholdings function page 11 23 Changes you make here update the PAFMHDR Formula Definitions and PAFMLIN Formula Line Detail files If you build a formula while you are in the sample data path to test it the system stores the formula in the program directory destroying the formula that was created with your live data If you try to do this the following warning appears Building formula in sample data will erase live formula Y N Select Yes or enter Y in text mode to replace the existing formula Payroll User s Manual 10 91 Formula Maintenance File Maintenance Formula Maintenance Screen Select Formula Maintenance from the File Maintenance menu The Formula Maintenance screen appears AE Commands Edit Modes Other Scroll Commands Help 2 xt rel mal g GK Abandon Formula ID CA__SO1 ATN Joj Description Ca S Emplyee Factor 1 Factor 2 0 0000 Factor 3 0 0000 Factor 4 Factor 5 0 0000 Factor 6 0 0000 Variable Formula TABLE2 1 1 RETVAL z TABLE2 1 2 RETVAL j TAXEARN YTDEARNINGS aj IF LIOO3 gt LI002 TH LIDO3 L1002JELITAXEARN LI004 L1001 100 IFIYTDEARNINGS gt L1002 TH OJEL LIOO5 IF LIOOS lt O TH 0JE L LIOOS LIOO1 L1002 100 YTDWITHHOLDINGS LI007
249. ice See Output the Report on page 1 74 for more information After the report is produced the Payday Work menu appears Report Builders Supply Withholding Report For Pay Period Ending 09 15 2002 Group Code 1 Gross Earnings Federal Earnings FWH DAS MED FWH FWH DAS MED Earnings 459 30 1099 1215 54 465 00 108 75 468 22 4819 477 23 344 10 80 47 460 39 9093 1842 63 465 00 108 75 488 30 1281 50 63 155 00 36 25 Local Total Number of Employees 4 23050 00 FUH 22462 50 00 DAS 23050 00 MED 23050 00 State Total MN Number of Employees 44 23050 00 FUH 22462 50 00 DAS 23050 00 MED 23050 00 Grand Total Number of Employees 4 23050 00 FWH 22462 50 00 DAS 23050 00 MED 23050 00 End of Report 6 48 Payroll User s Manual Employer s Tax Report The Employer s Tax Report provides a record of the company s wage limits for taxes for example OASDI Medicare SUI and FUTA and wages in excess of the limits The liability calculations in this report are approximate because of rounding differences and may vary from actual posting totals Compare the totals with those in the Employer s Liability Report for the actual liabilities Employer s Tax Report Screen Select Employer s Tax Report from the Payday Reports and Posting submenu The Employer s Tax Report screen appears ax Commands Edit Modes Other Help 2Xt be mal OK Abandon Payroll Number
250. ifferent reference ID enter that ID To work with all comments clear this field and press Enter 2 Enter the date of the most recent comment you want to work with in the End Date field or press Enter to work with all comments The comments are arranged by date the most recent date first then by reference ID 10 24 Payroll User s Manual File Maintenance Employee 3 Use the commands to work with the comments on the screen Press R to return to the Ref ID field to enter a new reference ID e Press D to return to the End Date field and enter a new end date by which to sort comments e Press A to add a new comment The Append Comment screen appears e Press E to edit a selected comment The Edit Comment screen appears e Press N to save your changes and move to the next screen you selected If you did not select another screen the Employee selection screen appears e Press P to save your changes and return to the previous screen Append Edit Comment Screen The Append Comment screen appears when you add a new comment The Edit Comment screen appears when you edit an existing comment Other than the title these screens are identical lala Commands Edit Modes Other Help 2xe ba ma amp OK Abandon Date 07 15 2002 Reference 000 Comment Linda s proposal helped win multi million dollar contract 1 Ifyou are working with a new comment the system date appears otherwise the date of the last comment you
251. ile Use the Proceed OK command to save the information The Payroll Transactions screen appears Payroll User s Manual 5 9 Payroll Transactions Daily Work Adding a Transaction Inquiry Maint Inquiry Maint 5 10 The Enter Transactions screen appears when you press A on the Payroll Transactions screen to add a transaction 4 Enter Transactions 1501 x Commands Edit Modes Other Information Help 2x te ma 280 DK _Abandon Employee ID 201001 2 Bourne Linda C SALARIED Tax Group MN 3 Date 6371 172002 El Class Pis Tal Job Phase 3 Cost Code E Sequence No 0 Pieces O Salary 7500 00 Dept 500 3 EXECUTIVE EamCode Note Hours Rate Amount SAL Salaried Wage 34 000 2 000 68 00 Deduction Note Hours Amount 008 Parking 000 000 11 ET Uniform 23 000 234 00 Field Employee ID Tax Group Date Description Press Enter to add a transaction for the current employee or enter a different employee ID Use the Maintenance F6 function to enter the Employees function to edit employee information Press Enter to use the current tax group or enter a different group if the employee is subject to tax in more than one group Use the Maintenance F6 command to enter the Tax Group function to edit tax groups Press Enter to use the current date or enter a different date Payroll User s Manual Daily Work Field Dept Inquir
252. ility account to which the withholding is Maint posted If Payroll interfaces with General Ledger use the Maintenance F6 or Inquiry F2 commands to select the account number 11 24 Payroll User s Manual Codes Maintenance Withholdings Inquiry 7 The Expense Acct field is available only if the withholding is _ Maint_ employer paid Select the account number of the expense account to which the withholding is posted If Payroll interfaces with General Ledger use the Maintenance F6 or Inquiry F2 commands to select the account number 8 The Fixed Percent field is available only if the withholding is employer paid If you are working with a FWH SWH or LWH record enter the percentage of pay to be withheld 9 If you are working with a FWH record enter the employer s federal tax ID in the Tax ID field This ID prints on W 2 forms Only the first 10 characters are used If you are working with a SWH or LWH record enter your state or local tax ID If you are entering a SUI record enter the tax ID you want to print in the Quarterly State Unemployment Report 10 The Weeks Worked Limit field is available only if you entered a state withholding tax in the Tax Code field Enter the minimum number of hours an employee must work to qualify as one week of work or enter 00 if the state has no minimum If an employee works less than the minimum number of hours you enter here the Weeks Under Limit field in the employee
253. ily Blue Cross User Label 2 User Label 3 Comments 1 An excellent worker rarely misses a shift Comments 2 Comments 3 GEROOL Gerard Timothy G 500 01 23 1982 MBA Masters Business Adminstration Ins Coverage Family Blue Cross User Label 2 User Label 3 Comments 1 Needs to push salespeople a little more Comments 2 Comments 3 JONOOL Jonchim Maria K sol 03 30 1988 Cert Office Studies Ins Coverage None User Label 2 User Label 3 Comments 1 Disciplined for poor work performance on 2 21 94 Comments 2 greatly improved attitude Comments 3 End of Report Payroll User s Manual 8 13 Key Date Report Use the Key Date Report function to produce a list of employees based on a date you select The key dates are taken from the USRDDxxx table Key Date Report 06 14 2002 Builders Supply 1 40 PM Key Date Report Report on License Work Phone BOUOOL Bourne Linda C 459 30 1099 Prs Admin Asst LUROOl 08 21 96 End of Report Payroll User s Manual 8 15 Additions and Terminations Report Use the Additions and Terminations Report function to produce a report listing new and former employees for verification or for information purposes such as scheduling benefits meetings orientation sessions or both Information for the report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Additions and Terminations Report 09 17 2002 Builders Supply 10 12 AM
254. ime card calculator and have that day repeat for the rest of the week Yes In the Payroll Transactions Time Card Entry screen see on page 5 3 you can enter an employee s time in and time out five times Can pay an employee a vacation and a bonus check in the same pay period Yes If you need separate checks you can change the sequence number in time ticket entry or enter separate manual checks The system accounts for multiple checks in the PACHxxx Checks file when calculating withholdings and declining balance deductions Payday Work How can I void a check You can void only checks that have been posted If the check has already been posted use the Void Checks function see page 6 37 To void a manual check that you have not posted you must delete the check through the Manual Checks function see page 6 9 Payroll User s Manual Common Questions To void a calculated check you must post checks see page 6 57 Then use the Void Checks function to void it or enter negative time tickets in the Calculate Checks function see page 6 3 and recalculate checks You cannot delete a calculated check because those earnings have already been posted to the departments Can void a check from a previous version of Payroll No because this version of Payroll contains additional information that previous versions of Payroll did not have What happens if I delete or void a separate bonus check for an employee Is th
255. in the PACTLxxx table is 4 Record is in use Someone else is using the record you are trying to access Press Enter to try again SUI record for state xx not found The SUI record in the PAINxxx Payroll Information file is not on file for the selected state Build the table through the Payroll Information function page 10 57 or restore it from a backup and try again The federal tax authority was not found in the PACO file You must enter this information in the Tax Authority Setup function page 11 5 This function is not allowed with last year data files Switch to current year files first If you are trying to use a function that cannot be used with last year data files switch to the current year files Transaction history is not implemented You cannot print the Transaction History Report if you did not elect to save history in the Resource Manager Options and Interfaces function Use the Options and Interfaces function to elect to save transaction history Unable to create sort file You may not have permission set up on your network A 6 Payroll User s Manual System Messages Unable to find original transactions in transaction history Transactions will not be re created in Transaction file If the original transactions are not found in the PATHxxx Transaction History file on a calculated check transactions will not be re created User defined field record USRDD not found in PATB file User
256. in the example See Options on page 6 11 for more information If no manual checks are on file the entries you make in the other fields on the screen apply to all manual checks you enter until you post checks Field Payroll Number Quarter Group Code 0 9 Description The payroll number from the PACTLxxx table appears which is stored in the PATBxxx file The current quarter in the PACTLxxx table appears The codes you enter determine the employees for whom you can enter manual checks The codes are compared to the group code for each employee in the PAEGxxx Employee General Information file Payroll User s Manual Payday Work Manual Checks Field Description Period End Enter the last day of the pay period Date on Checks Enter the date you want to print on the checks GL Period 1 13 Press Enter to post the General Ledger entries to the current accounting period or enter a different period Grp The group codes you entered above appear Period Beg For each group code you entered above enter a date for the start of the pay period Pd Code Enter the period code 1 5 that indicates which scheduled deductions should be taken for the manual checks in the group or enter 6 if you do not want deductions to be taken for these checks If you do not want deductions to be taken for certain checks zero out deduction amounts as you enter checks When you finish making selections the Manual Checks screens
257. indicate an error or tell you how to enter data or what is happening in the function you are using Self explanatory messages are not listed A bank account is required You must enter a bank account ID if Payroll interfaces with Bank Reconciliation Access to File Maintenance denied Your access code is not set up to use the Maintenance F6 command in this field You must be set up to access the File Maintenance function associated with this field Bank account ID xxxxxx not found The bank account ID you entered if Payroll interfaces with Bank Reconciliation is not on file Enter a different ID or use the Inquiry F2 command to look up and select the ID from the list that appears Basic Error nn LINE nnn Program xxxxx A serious error has occurred Write down the information that appears and get help from a support technician Cannot define file The Payroll system cannot create the work file it needs for magnetic media production Make sure that enough disk space is available and that the directory you specified exists If the problem persists get help from a support technician Payroll User s Manual A 1 System Messages Cannot delete during inquiry The functions on the Employee Inquiry menu are read only To delete employee records you must have access to the appropriate File Maintenance functions Cannot delete employee with history Before you can delete an employee record that has quarter to date and or year
258. iodic Tasks You must do the following tasks periodically 1 Create the Prenotification file 2 Print selected reports and lists Create Prenotification File Use the Create Prenotification File function whenever your company needs to add or change information for employees on direct deposit Only employee records that have been added or changed since the last time you used this function are included in the new file unless you choose to resend all prenotifications You must send the prenotification file to and receive approval from the bank before you can process direct deposit transactions for employees Print Selected Reports and Lists Periodically you will print selected reports and lists to review information about your payroll and direct deposit information Use the functions on the Payday Reports and Posting submenu of the Payday Work menu the Payroll Reports menu the Personnel Reports menu the Periodic Processing menu and the Master File Lists menu Payroll User s Manual 1 23 Conventions This manual helps you install OSAS on any standard computer running any of several popular operating systems and helps with your accounting software questions Use the manual as a reference for the OSAS interface and application functions Manual Conventions This manual is divided into the following sections e This introduction provides an overview of this application and the OSAS system the basic functionality of the appli
259. ion 001 of 006 Employee Total 576 58 Employer Total 00 Enter edit Append Recale check Goto Previous page Next page Delete check Company H 09 16 2002 Terminal TODO OVR Use the commands to work with and add entries to the information on the screen e To edit a deduction code press Enter See Editing and Adding Deductions on page 6 18 for more information e To add a deduction code press A See Editing and Adding Deductions on page 6 18 for more information e To recalculate the employee withholdings and employer s liability for a check press R The deductions are not recalculated e To go to the third Manual Checks screen press N Payroll User s Manual 6 17 Manual Checks Payday Work e To go to the previous page of items press P e To go toa specific deduction press G This command appears only if there is more than one screen of items e To delete a check press D Editing and Adding Deductions Field Description Code If you are adding a new a deduction press Enter to accept the current deduction code or enter a different code Description The description of the deduction code appears Hours Press Enter to accept the current number of hours worked or enter a different number Amount Press Enter to accept the current amount or enter a different amount for the deduction Gross or Net If the deduction is taken from gross pay Gross Pay
260. ion O y y O Date 09710 2002 Earning Code fal Adjustment 000 Remaining Leave Vacation 119 500 Sick 96 000 Company H 09 10 2002 Terminal T000 OVR 1 Enter the ID of the employee The employee s name appears 2 Enter the leave type you want to adjust Sick or Vacation 3 Enter a description for the adjustment For example you may want a reason for the adjustment in the file Payroll User s Manual 10 45 Leave Adjustments File Maintenance 4 Enter the date you make the adjustment 5 Enter an earning code with an earning type of V for vacation or S for sick 6 Enter the amount of the adjustment using a plus sign to add hours and a minus sign to subtract hours 7 Use the Proceed OK command to save your changes The cursor returns to the Earning Code field 8 Use the arrow keys to move to the Leave Type field to enter another adjustment for the employee use the Abandon F5 command to enter an adjustment for a new employee or use the Exit F7 command to return to the File Maintenance menu 10 46 Payroll User s Manual Direct Deposit Use the Direct Deposit function to set up and maintain direct deposit information for employees who want their net pay to be directly deposited into their bank accounts This function is available only if you have Direct Deposit installed Direct Deposit Screen Select Direct Deposit from the File Maintenance
261. ion and PAWIxxx Withholdings files and is entered in the Employees function see page 10 3 for more information 1 Enter the ID of the employee whose tax information you want to view Payroll User s Manual 4 7 Tax Information Employee Inquiry 2 Use the commands to find the information you need e Press Eto view a different employee record e Press N to view the next employee record on file e Press P to view the previous employee record on file e Press F to view the first employee record on file e Press Lto view the last employee record on file e Press Gto view a particular employee tax then enter the line number or use the Inquiry F2 command to select a line This command appears only when there is more than one page of records e Press V to view withholding exclusion information for a particular employee The Employee Withholding Exclusions screen appears 3 Press Tab to switch between the federal state and local sections of the screen 4 Use the commands on the Information menu press Shift F2 in text mode to view any employee comments or documents See Employee Comments Screen on page 10 24 and Documents Screen on page 10 27 for more information 5 When you finish viewing the tax information for an employee press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employee Inquiry menu 4 8 Payroll User s Manual Employee Inquiry
262. ion menu to access employee comments or documents Editing a Transaction When you press Enter at the line you want to edit on the Payroll Transactions screen either the earnings or the deductions Edit Transactions screen appears The deductions window differs slightly from the earnings window Payroll User s Manual 5 5 Payroll Transactions Daily Work Inquiry Maint 5 6 Edit Transactions Screen Earnings Edit Transactions 5 x Commands Edit Modes Other Information Help RX ts SA 2 o DK Abandon Tax Group Date Dept Job Cost Code Class Seq No Note Eaming Code Hours Rate Amount Pieces MN raj fos 111 2002 500 a EXECUTIVE aj Phase f aj Prs 3 President 0 Salaried Wage Sal Taj Salaried Wage 34 000 3 000 102 00 5 2 Edit Transactions Screen Deductions Edit Transactions E 154 xj Commands Edit Modes Other Information Help 2X te 8 m S _ Abandon Date Dept Job Cost Code Class Seq No Note Deduction Code Hours Amount 09 11 2002 500 aj EXECUTIVE Jaj Phase aj Prs a President 0 Medical Insurance 001 93 Medical Ins 34 000 124 00 Field Tax Group Description This field appears only if you are editing time ticket earning transactions Use the Maintenance F6 command to open the Tax Groups function to edit tax groups Press Enter if you want to use the current tax group
263. ion you perform and send that information to a different file usually a history file when you post The PACDxxx Checks Deductions file stores the deductions taken for each employee paycheck The PACExxx Checks Earning file stores the earning codes for each employee paycheck The PACHxxx Checks file stores the latest batch of unposted checks that have been prepared for employees Payroll User s Manual Introduction The Payroll System The PATPxxx Transactions Post file stores records that were posted after transactions were entered Records are stored for each earning code deduction code and pieces if you pay employees piece rates Earnings can be split between paychecks if a sequence number is assigned to each transaction The Calculate Checks function creates checks based on the information stored in this file When you post checks this file is cleared The PATRxxx Transactions file stores the detailed records of time tickets and miscellaneous payroll entries you make through the Payroll Transactions function You can view the contents of the file by producing the Time Ticket Journal and the Miscellaneous Deductions Journal The file is cleared when you post transactions The PACWxxx Checks Withholdings file stores the withholdings for each employee paycheck History Files The history files get information as a result of a post The PAEDxxx Employee Deduction History file stores month to date quarter t
264. ion you want to print You can select only one print option Select the output device to begin printing the report See Output the Report on page 1 74 for more information After you produce the report the Personnel Reports menu appears Payroll User s Manual Salary Review Report The Salary Review Report shows employees who are due for a salary review It can help you determine when employees are due for a review or you can use it to review salary and bonus history A worksheet version of the report is also available which you can use while figuring salary increases or bonuses The information in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Salary Review Report 09 17 2002 9 44 AM Emp ID Employee Name Sup ID Supervisor Name BOU001 Bourne Linda C Pay Change History Date Reason 06 01 00 Raise 08 23 01 Promotion End of Report Payroll User s Manual Old Rate 4500 000 5500 000 000 000 000 000 000 Builders Supply Salary Review Report By Employee ID Dept Next Review Title Hire Date Current Salary Last Review Labor Class Hourly Rate 11 12 01 Admin Asst 7500 00 Bonus History Date Reason 03 01 01 Merit Bonus Yearly Salary 30000 00 8 5 Employee Birthday Report Use the Employee Birthday Report function to produce a list of employees born during a specified month or range of months The information
265. it transactions If the bank has not notified you about a successful prenotification file transfer or if you have not yet sent the file for the employee clear the box or enter N in text mode to indicate that live vouchers should not be created for the employee 6 Enter the employee s bank account number You can enter up to six accounts for each employee 7 Enter the employee s bank routing code If you change either of the above two fields in an existing direct deposit record the Prenote In field is cleared or changes to No A new prenotification file must be processed before direct deposit transactions can be processed for the employee 8 Ifthe employee s direct deposit transaction is divided by amount enter the net amount of the employee s pay that is directly deposited into each of the specified bank accounts If any net pay remains after distribution the system applies the remainder to the last authorized account If the employee wants a fixed amount deposited and a balance remains as a result of working overtime for example enter 9999999 99 in the Amount Percent field on the Paycheck line The system then generates a check for the employee for the deposit not directly deposited 10 48 Payroll User s Manual File Maintenance Direct Deposit If the employee s direct deposit transaction is divided by percentages enter the percentage of the employee s pay that is directly deposited into each of the
266. ith the line item The Maintenance F6 and Inquiry F2 commands are available if Payroll interfaces with General Ledger Enter the amount accumulated since you posted expenses to General Ledger Enter the quarter to date amount for the line item 10 55 Departments File Maintenance Field Description Year Enter the year to date amount for the line item Use the Proceed OK command to save your entries and return to the Departments screen 10 56 Payroll User s Manual Payroll Information Use the Payroll Information function to set up and maintain state unemployment reports company address information for use in report headers employer bank information and degree descriptions for use in employee personnel information records Changes you make here update the PAINxxx Payroll Information file Payroll Information Screen Select Payroll Information from the File Maintenance menu The Payroll Information screen appears Payroll Information E 5 xi Commands Edit Modes Other Help 2xrebeamn amp OK _Abandon Set Up State Unemployment Reports Company Address Employer Bank Information C Degree Descriptions Company H 09 10 2002 Terminal TODO OVR Select the type of the information you want to work with then use the Proceed OK command to open the screen for that information type You can set up or maintain state unemployment report formats the company name and addr
267. ition and the PAFMLIN Formula Line Detail files 10 Set up departments PADPxxx file 11 Set up payroll information PAINxxx file 12 Set up labor classes PALCxxx file 13 Set up employees PAEGxxx and PAEPxxx files 14 Use the Roll Up Leave Balances function on the Periodic Maintenance menu to set up leave adjustments PAHVxxx file Payroll User s Manual 3 7 Setup Checklist Setup 15 If necessary set up employee history PAEDxxx PAEExxx PAEMxxx and PAEWxxx files 16 Enter initial balances 17 Set up recurring time tickets and deductions 18 Set up access codes 19 Set up a backup schedule 3 8 Payroll User s Manual Setup Functions Options and Interfaces An application can be interfaced to work in conjunction with other applications Payroll can be interfaced with General Ledger Bank Reconciliation and Job Cost General Ledger When Payroll interfaces with General Ledger posting in Payroll makes summary entries such as gross wages payable taxes and other deductions withheld net pay and payroll expenses incurred in the General Ledger GLJRxxx Journal file for transactions that affect the ledger If you void a payroll check after it has been posted the check is backed out from General Ledger and the check record can be added to the Payroll PACHxxx Checks PACDxxx Checks Deductions PACExxx Checks Earning and PACWxxx Checks Withholdings files for a manual check or to t
268. j 0001025 01 31 1999 8250 00 4926 07 g 3 3 Employee First Last Next Prey Start Date Check Summary eAmings Deductions Withholdings pRint Company H 06 02 2000 Terminal T000 OVA 1 Enter the employee ID whose time ticket information you want to view 2 Enter the start date for the time period you want to view Leave this field blank to view all check history 3 Use the commands to find the information you need e Press E to view a different employee record Payroll User s Manual 4 23 Check History Employee Inquiry e Press F to view the first employee record on file e Press L to view the last employee record on file e Press N to view the next employee record on file e Press P to view the previous employee record on file e Press S to change the start date e Press Cto view summary information about the selected check The Check Summary screen appears e Press A to view summary earnings information about the selected check The Check History Earnings screen appears e Press Dto view deductions from the selected check The Check History Deductions screen appears e Press W to view withholdings from the selected check The Check History Withholdings screen appears e Press R to print the entry screen then select the output device 4 Use the commands on the Information menu press Shift F2 in text mode to view any employee comments or documents See Emplo
269. k History file These check forms have been voided as a result of printing payroll checks not as a result of using the Void Checks function Toggle between YES or NO to indicate whether you want voided checks to be posted to Bank Reconciliation if Payroll interfaces with Bank Reconciliation These check forms have been voided as a result of printing payroll checks not as a result of using the Void Checks function Toggle between YES or NO to indicate whether you want to accrue vacation and sick time automatically Toggle between YES or NO to indicate whether you want to use vacation and sick hours for accrual calculations of additional sick and vacation time Toggle between FIRST or LAST to indicate whether you want to print the first names of employees first on checks and in reports or whether you want to print last names first Toggle between YES or NO to indicate whether you want to print the company name on checks Toggle between BLANK PREPRINTED or LASER to indicate whether you want to print checks on blank check stubs preprinted forms or laser forms Payroll User s Manual 3 11 Setup Functions Setup If you use preprinted checks the stub prints first if you use blank check stubs or laser forms the check prints first 11 Toggle between YES or NO to indicate whether you want to use the time card calculator during entry of time tickets for hourly employees 12 Toggle between HOME or WORKED to indicate whether you
270. ks have been entered post the checks see page 6 57 If you use the Void Checks function page 6 37 after the checks are posted to history you must print checks to assign check numbers Payroll User s Manual Setup Setup Functions Recurring Time Tickets and Recurring Deductions Instead of entering the same time tickets and nonscheduled deductions repeatedly you can set up and copy recurring time tickets and recurring deductions After you have set them up print the Recurring Time Ticket List and the Recurring Deductions List to verify that you have set these up correctly Access Codes To safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the Payroll system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions A Code for Each Company Access codes are company specific When you set up an access code for a user the code is assigned the company you are in Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHARM for companies A01 BO1 and CO1 so that
271. l information for each department you set up each earning code for the department the employer paid withholding and deduction and pieces totals and total hours for the department You enter this information through the Departments function The PADXxxx Deduction Exclusion file stores exclusions of earning codes from payroll deductions which you enter through the Deductions function The PAECxxx Earning Codes file stores information that you use when entering time tickets or manual checks Each earning code includes the following information which you enter through the Earning Codes function e description e whether or not the earning code is included in net pay and fixed withholding e the earning type e the general ledger account number e the multiplier and add to base factor The PAETxxx Earnings Types file stores earning codes information which you enter through the Earning Types function Each earning code must be assigned an earning type The PAEXxxx Employee Exclusion file stores withholding code exclusion records for employees and the override factors for each withholding code which you enter through the Employees function The PAFMHDR Formula Definitions file stores the individual formula lines needed to process a function Set up these formulas through the Formula Maintenance function The PAFMLIN Formula Line Detail file stores separate lines of a complete formula The PAGDxxx Tax Group Detail and the
272. l transaction history Save check history Post Yoided Checks to Check History Post Yoided Checks to Bank Reconciliation Automatic Accrual of Vacation Sick Time Include vacation sick hours for accrual calculation YES Use First or Last Name First LAST Print company name on checks YES Print checks on blank preprinted or laser forms PREPRINTED Use time card calculator NO Post Employer Taxes Deduction to Home or Worked Department HOME Lia Jada Option 007 of 014 Write Company H 03 22 1999 Terminal TODO OVR Enter Toggle To toggle an option for example between YES and NO press Enter 3 10 Payroll User s Manual Setup Setup Functions 10 Toggle between YES or NO to indicate whether you want to interface Payroll with General Ledger Job Cost and Bank Reconciliation The interface options work independently of each other You can respond to them with any combination of settings Toggle between YES or NO to indicate whether you want to save Payroll transaction history You cannot produce the Transaction History Report unless you save transaction history Toggle between YES or NO to indicate whether you want to save check history You cannot produce the Check History Register or the 941 Worksheet unless you save check history Toggle between YES or NO to indicate whether you want voided checks to be posted to the PAHCxxx Chec
273. l xj Commands Edit Modes Other Help 2xe Ba mal g OK _Abandon Employee ID From BOUOO1 aj Thu ST0001 aj State From CA fal Thu MN a Quarter 3 Quarter Ending Date 09 30 2002 Print Earnings As Gross Eamings Taxable Eamings e Detail Report Print Summary Only Company H 09 17 2002 Terminal TODO OVR Inquiry 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of states you want to include in the report Payroll User s Manual Quarterly Withholding Report Periodic Processing 9 18 Enter the quarter for which you want to print the report Press Enter to accept the current date or enter a different date The date you enter will print on the report Select the kind of earnings you want to include in the report You can choose to include either gross earnings or taxable earnings Select the level of detail you want to include in the report Select the output device See Output the Report on page 1 74 for more information After the report is produced the Periodic Processing menu appears Payroll User s Manual Quarterly Withholding Report Periodic Processing Quarterly Witholding Report Le vos 2 9 00 5ST 000052 9 0s 2 9E oo SSsT 00 0052 9709 1821 02 88 Due T8 ST 00 DL E TS sT 00 552 00 Pr66 08 896 2 80T DO 59 00 005 EI ZPST SL SOT DO 59
274. laneous Deductions Journal page 5 21 to verify that you entered the transactions correctly If you find an error in the journals delete the incorrect transaction and enter the correct one Repeat steps 2 and 3 until the Time Ticket Journal and Miscellaneous Deductions Journal are correct Back up your data files Post the transactions see Post Transactions on page 5 25 Use the Calculate Checks function see page 6 3 to process the transactions and calculate checks Print the Edit Register see page 6 21 to verify that the checks were calculated correctly If you find an incorrect entry in the Edit Register use the Payroll Transactions function page 5 3 to enter a reversing and a correct transaction Post the correcting transactions calculate checks again and reprint the Edit Register to verify the corrections Repeat this step until the Edit Register is correct If you do not need check numbers in the history skip to step 11 If you want complete check history print the checks on paper or save them in a file If you use the Void Checks function after the checks are posted to history you must print checks to assign check numbers Because you will void these checks immediately use plain paper or send the output to a file Print the reports on the Payday Work menu as an audit trail Back up your data files Post the checks see page 6 57 If the pay period falls on a quarter end date skip to step 14 If it does n
275. lculating the monthly percentage by dividing each monthly subtotal into the quarter The system adds only checks that fall within one calendar year 2 10 Payroll User s Manual Installation and Conversion Conversion This choice requires accurate historic data and is the most time consuming yet accurate of the three methods If you select this option you must enter the current payroll year For example Employee ID Nees er Check Totals Amount John Doe 1111 01 15 00 1000 00 John Doe 2222 01 31 00 1200 00 2200 00 John Doe 3333 02 15 00 1000 00 John Doe 4444 02 28 00 800 00 1800 00 John Doe 5555 03 15 00 1000 00 1000 00 Total January 2200 00 out of total earnings of 5000 00 44 February 1800 00 out of total earnings of 5000 00 36 March 1000 00 out of total earnings of 5000 00 20 Any of these split methods can cause leftover amounts to be rounded If this situation happens for the first quarter the amount is entered in the first month of the quarter If it happens for the year the amount is entered in January Payroll User s Manual 2 11 Conversion Installation and Conversion Converting to Version 6 5 Select Data File Conversion from the Resource Manager Company Setup menu The Data File Conversion function screen appears hz Data File Conversion 4 101 x Commands Edit Modes Other Help 20 OK Abandon 2X t gt elma r Select directory on which to create files
276. lding codes Tax Groups Screen Select Tax Groups from the Codes Maintenance menu The function screen appears RE Commands Edit Modes Other Scroll Commands Help 2 x ts balaa 280 Or Abandon Tax Group MN El Description Minnesota Taxe State Locality Withholding Code Employer E mployee zl Employee E y sl 3 z Append Delete tax group Goto Tax Group Company H 09 09 2002 Terminal TODO OR 1 Enter the ID of the tax group you want to add or change For the selected tax group ID a description appears If you are entering a new tax group enter a description Payroll User s Manual 11 27 Tax Groups Codes Maintenance 2 Press PgDn to move to the scroll region 3 Use the commands to work with the line items in the scroll region e Press A to add a line item The Append Tax Groups screen appears e Press Dto delete the selected withholding code from the tax group e Press G to go to a specific withholding code in the tax group This command is available only when there is more than one screen of tax groups e Press T to move the cursor to the Tax Group field to select a new tax group 4 When you are finished entering and editing deductions use the Exit F7 command to return to the Codes Maintenance menu Append Tax Groups Screen ll Commands Edit Modes Other Help 2xre ae mal g Ok Abandon State CA Jal Locality El
277. length for Record Test KNUM 0 INLHH 0 INSHH Improper field length for Record Test KNUM 0 INSHH 27 JOBSH 25 JOHIH 1 JOHIH 0 SORHH 6 SORLH 21 SOTDH 20 SOTHH 8 Field ID AR CUSTOMER ID Original Value ACEOOL Payroll User s Manual Builders Supply Change Code Log 0 4 189 120 1010 0 406 0 573 25 189 189 6 21 20 8 New Value ABCOOL Original Total Record Record ENTRY Record ENTRY Record ENTRY New Total Records 10 99 Codes Maintenance Labor Classes Tax Authority Setup Earning Codes Earning Types Deductions Withholdings Tax Groups Payroll User s Manual 11 3 11 5 11 9 11 13 11 17 11 23 11 27 11 1 Labor Classes Use the Labor Classes function to set up and maintain labor classes Labor classes can be used to group types of employees For example you might set up labor class EXM for executive managers MIM for mid level managers and so on The classes you set up can be useful for report sorting Labor classes are stored in the PALCxxx Labor Class file and are used in the Employees function Labor Classes Screen Select Labor Classes from the Codes Maintenance menu The Labor Classes screen appears Labor classes AS ixi Commands Edit Modes Other Help 2xe Be manl g OK Abandon Labor Class HER aj Description Management Company H 09 06 2002 Terminal TODO OVR 1 Enter the labor class code 2 Enter a description of the l
278. loyer expense account for employer paid deductions is stored along with the deduction record in the PADDxxx Deductions file Deductions information updates the PADDxxx and PADXxxx Deduction Exclusion files You can also copy deductions to a group of employees you specify Formulas Most of the formulas you need are preset but you can use the Formula Maintenance function see page 10 91 to set up and maintain the formulas needed to calculate deductions and withholdings For a detailed explanation of formulas see appendix C After a formula has been set up you can use the Deductions function see page 11 17 or the Withholdings function see page 11 23 to edit it Departments Department records store amounts posted from time tickets and checks This information is used to update accounts in the General Ledger system Use the Departments function see page 10 51 to set up and maintain departments You can set up earning codes and employer paid withholdings and deductions and through Resource Manager you can specify precision for the Hours fields New entries are automatically appended when you post time tickets or checks The information is stored in the PADPxxx Department file Divisions summarize groups of departments in the Department Report which summarizes the labor expenses posted to each department If you use divisions each department ID must begin with the two character division ID If you do not use divisions d
279. ls and earning code information and as part of your audit trail If an error occurs during check calculation a message prints in the log See appendix A for an explanation of error messages Payroll User s Manual 6 3 Calculate Checks Payday Work Calculate Checks Screen Select Calculate Checks from the Payday Work menu The Calculate Checks screen appears Calculate Checks 3 15 x Commands Edit Modes Other Help 2X tel belmnl OK Abandon Payroll Number 000053 Quarter 4 Group Code 123 Period End 08 31 2002 Date on Checks 03 01 2002 GL Period Fa Grp Period Beg Pd Code Gip Period Beg Pd Code 1 0871572002 1 2 08 15 2002 1 3 08 15 2002 1 Calculate Direct Deposit Include Salary Wages Calculate Vacation Sick Accruals JV Rk gt Company H 09 11 2002 Terminal TODO OVR If you calculated checks or entered manual checks without finishing the payday steps the following message appears Checks are already on file Do you want to start over If you calculate checks again the data that is on file is erased Make sure that the previous day s payday work cycle was completed properly If it was not do not calculate checks again because the checks that were issued are not reflected in the payroll totals or in the General Ledger balances To verify checks that have been calculated print the Check Register 6 4 Payroll User s Manual Payday Work Calculate Checks If yo
280. ls are for viewing only Only the Month Totals screen is shown in the example the Quarter Totals screen is very similar Employee Miscellaneous History 3 1501 xj Commands Edit Modes Other Scroll Commands Help AX teal mnl e Ok Abandon Employee ID BOUOOI Bourne Linda C October November December OTR 4 TD Hours Worked 173 330 000 000 173 330 173 330 z Weeks Worked 13 00 00 00 13 00 13 00 2 Wks Under Limit 00 00 00 00 00 A Paid Month Y N N YNN Allocated Tips 00 00 00 00 00 100 Use Auto 00 00 00 00 00 Cost of GTLI 00 00 00 00 00 Cost of DCB 00 00 00 00 00 457 Plan 00 00 00 00 00 Non 457 Plan 00 00 00 00 00 FICA Tips 00 00 00 00 00 Adv EIC Payment 00 00 00 00 00 y Uncol DASDI 00 00 00 00 00 gt Uncol Medicare 00 00 00 00 00 zj Company H 09 10 2002 Terminal TODO OVR 10 30 Payroll User s Manual File Maintenance Employee History Use the commands to work with the information on the screen e Press Enter to edit a line item See Editing a Line Item on page 10 31 for more information e Press N to save your entries and move to the next screen selected e Press Cto change the current quarter e Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side Editing a Line Item To edit a line item select the line
281. ls screen is similar 10 40 Payroll User s Manual File Maintenance Employee History The state earnings and tax amounts are updated when you post checks ll Commands Edit Modes Other Scroll Commands Help 2x rel man e GF _Abandon Employee ID BOUOO1 Bourne Linda C Earnings State Code October November December OTR 4 YTD 28969 05 a 28969 05 28969 05 zj 28969 05 f 00 28969 05 2 y y z State Code October November December OTR 4 YTD mn sur 459 20 ou oo 459 20 459 20 _ MN SWH 2083 61 0 2043 61 2043 61 _ Tab Tax Amounts Enter edit Append Next page Previous page Goto Change quarter Quarter Totals Month Totals Company H 09 10 2002 Terminal TODO OVR Use the commands to work with the information on the screen e Press Tab to switch between the Earnings and Tax Amounts sections of the screen e Press Enter to edit a line item e Press A to add a line item Line items in both the Earnings and Tax Amount portions of the screen are identified by state and state tax authority codes State tax authority codes are set up in the Tax Authority Setup function When you add or edit earnings information you can enter amounts for three months each field s mask is user defined When you add or edit tax amount information you can enter amounts for three months each field s mask is user defined Payroll User s Manual 10 4
282. me Ticket History Use the Time Ticket History function to view an employee s time ticket history for each quarter and for the year Time Ticket History Screen Select Time Ticket History from the Employee Inquiry menu The Time Ticket History screen appears Time Ticket History SEI Commands Edit Modes Other ScrollCommands Help 2xel aelaa amp Ok Abandon Employee ID Bourne Linda C Start Date Type Code Tax Group Hours Rate Amount 000 000 FA 000 000 750 00 2 09 01 2000 8 500 000 262 00 aj 09 01 2000 000 000 133 82 y 3 x PESE nee een vew Sonde Company H 06 02 2000 Terminal TODO OVR 1 Enter the employee ID whose time ticket information you want to view 2 Enter the start date for the time period you want to work with 3 Use the commands to find the information you need e Press Eto view a different employee record e Press F to view the first employee record on file Payroll User s Manual 4 21 Time Ticket History Employee Inquiry Press L to view the last employee record on file Press N to view the next employee record on file Press P to view the previous employee record on file Press V to view time ticket details for the selected entry The View Transaction screen appears Press S to change the start date 4 Use the commands on the Information menu press Shift F2 in te
283. megabytes 13 Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files You will also need more disk space available for the data files you create and maintain The OSAS system requires at least one megabyte 1 Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Payroll Use the Install Applications function on the Resource Manager Installation menu see your Resource Manager installation manual to install Payroll Install the State Tax Routines after you install Payroll If you intend to use Direct Deposit with Payroll install it after you install the State Tax Routines Setting up Payroll Once you install Payroll on your system you must prepare your data files for everyday use You can prepare files for use with Payroll in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Resource Manager Company Setup menu see your Resource Manager installation manual For instructions on converting your files see Conversion on page 2 7 If you want to use General Ledger Bank Reconciliation or Job Cost with Payroll you must set up those applications before setting up Payroll Payroll User s Manual 2 3 Direct Deposit Installation U
284. menu The Direct Deposit screen appears Direct Deposit q 104 x Commands Edit Modes Other Help 2xebeama amp OK_ Abandon Employee ID B0UD01 El Last Name Bourne First Name Linda Middle Initial c Direct Deposit Employee Vv Split by Amount b Type Prenote In Account Number Routing Code Amount Percent 234989834982934 000133333 150 25 383997577485875 0001 33333 200 00 99999 99 T1114 Ca er Total 100350 24 Company H 09 18 2002 Terminal TODO OVR 1 Select the employee ID whose direct deposit information you want to add or edit 2 If you want to set up the employee for direct deposit transactions select the Direct Deposit Employee box or enter Y in text mode if not clear the box or enter N in text mode Payroll User s Manual 10 47 Direct Deposit File Maintenance 3 Inthe Split By field enter A if the employee s net pay is to be divided by monetary amounts Enter P if the employee s net pay is to be divided by percentages 4 Enter Cif the account type is a checking account S if the account type is a savings account or P if the account type is a paycheck for example if any remaining funds are to be paid by check 5 Ifthe bank has notified you that the prenotification file was successfully received for the employee select the Prenote In box or enter Y in text mode to indicate that the employee s record is ready for direct depos
285. more information 1 47 OSAS Text Functions Introduction Command Alternate Key Key Description Ctrl F Toggles quick entry on and off If this option is Quick off the cursor stops at every field possible If you Entry want to skip the fields that are not required thus speeding data entry turn this option on Quick entry is on when the Quick flag appears at the bottom of the screen Ctrl G Toggles the bell on or off If the bell is on it Bell sounds at an error or when you must verify a command Ctrl 0 Toggles function key display on and off If this Online option is on the available function keys appear at Hints the bottom of the screen to remind you of their use Ctrl V Toggles verification on and off If verification is Verify turned on you must press a key twice to verify that you want to perform an operation Verification is on when the Verify flag appears at the bottom of the screen Messages Messages appear at the bottom of the screen when a command is unavailable or when OSAS needs information to continue m Verification Press lt PgDn gt to proceed 1 48 Payroll User s Manual OSAS Graphical Functions On Windows workstations you can choose to use the graphical mode for function screens These screens contain all the functionality of text screens presented in a graphical mode similar to other Windows software programs A Textocations ee Tix Commands Edt Mode
286. mployees Toggle between HOME or WORKED to indicate whether you want to post employer paid taxes and deductions to the employees home department from the PAEGxxx Employee General Information file or the department s they worked in during the pay period Preparing Your Data Follow these steps to prepare your data Gather your bank information routing codes account numbers and security codes for file transfers Gather account information for your employees such as account numbers and amounts percentages to be allocated to various accounts Entering Your Data When you set up Direct Deposit gather and enter the information in the order below As you complete the setup steps use the Master File Lists functions to print the information you entered in each step use the lists as references throughout the setup process 1 2 Set up the Direct Deposit tables Set up employer bank information Enter direct deposit information for each employee who participates in direct deposit in the Direct Deposit function Payroll User s Manual 3 33 Setting Up Direct Deposit Setup 4 Create the prenotification file 5 Send the prenotification file to your bank for approval When you receive approval from the bank use the Create Prenotification File function or the Direct Deposit function to mark direct deposit employees approved 6 Set up access codes Direct Deposit Tables Set up the DDTB file before you set up
287. n combine withholding codes for several states and localities You can change this tax group if necessary during time ticket and manual check entry Use the commands to work with the information on this screen e Press Tab to move between the Federal State and Local Tax Information sections of the screen e Press Enter to edit the selected withholding line The Edit Tax Information screen appears e Press A to add a withholding line The Append Tax Information screen appears e Press Gto go to a specific withholding line then enter the line number or use the Inquiry F2 command to select a line number This command is available only when there is more than one screen of withholding items e Press W to exclude withholding tax or to change factors All possible withholding codes for the employee appear toggle them on or off e Press N to save your entries and move to the next screen you selected e Press P to save your entries and return to the last screen you selected 10 16 Payroll User s Manual File Maintenance Employee Append Edit Federal Tax Information The Append Tax Information screen appears when you add a withholding to the Tax Information screen The Edit Tax Information screen appears when you edit an existing withholding line Other than the title these screens are identical ja Edit Tax Information q lol x Commands Edit Modes Other Help Xx te Pelan 20 DK Abandon Fed Stat Exemp Extra
288. n dialog box Payroll User s Manual 1 39 OSAS Graphical Menu Introduction 1 40 Button a B CE o E Description Opens help descriptions for the application menus and functions Opens the OSAS calculator Displays the pop up calendar screen You can use the calendar to add and review reminders for any date Opens an MS DOS command window Displays a screen for calling any BBx program that does not require variables to be passed to it For more information see Appendix F in the Resource Manager User s Manual Toggles between the Favorites and main menus See Favorites Menu on page 1 65 for more information Payroll User s Manual Introduction OSAS Graphical Menu Right Click Menu Add to Favorites Change to Favorites Sample Data GL Setup Function Information On the graphical and start style main menus the right click menu gives you quick access to commands that help you manage commands on your Favorites menu switch between sample and live data perform certain setup tasks and view function information To access the menu click the right mouse button anywhere on the graphical or start style main menu Command Description Add to Remove Use the Add to Remove Favorites Menu button to Favorites F10 add the desired submenu or function to or from your Favorites menu Change to Favorites Toggles your display menu between the Favorites Main and main menus F2 Sample
289. n to enter degrees and descriptions for employees These descriptions are used in the Personnel Information function Payroll User s Manual 3 19 Setup Functions Setup Labor Classes Use the Labor Classes function see page 11 3 to set up and maintain labor classes Labor classes can be used to group types of employees For example you might set up labor class EXM for executive managers MIM for midlevel management and so on Labor classes are stored in the PALCxxx Labor Class file and are used in the Employees function They are helpful for report sorting Employees Each employee record consists of four sections general information salary information tax information and personnel information Use the Employees function see page 10 3 to set up and maintain employee records The information is stored in the PAEGxxx Employee General Information PAEPxxx Employee Personnel PAESxxx Employee Federal State Local Withholdings PAEXxxx Employee Exclusion and PADExxx Employee Deductions files General Information Use the General Information portion of the Employees function to enter and maintain such fundamental employee information as the employee s home address sex job title and so on Salary Information Use the Salary Information portion of the Employees function to enter and maintain pay information for the employee If the employee s normal salary does not meet federal minimum standards you c
290. nal TODO OVR In the example above lines LI001 LIOO2 and LI003 establish values Line LI004 then uses the If Then Else function to evaluate and select the value to use in the rest of the formula Formula Examples To get an idea of how formulas and tables work together read the examples below Payroll User s Manual C 7 About Formulas Federal Withholding When you establish federal tax authorities in the Tax Authority Setup function you specify both the formula ID and tax table ID associated with the federal withholding code The federal withholding formula PFED_FWH RTN uses the tax table FEDM A par PETE Commands Edit Modes Other Help 2x re ma g OK Abandon Table ID FE DM aj Description Federal Income Tax Married Table Number of Cols 3 Column Length 12 Type N Over Base Over 6450 00 o0 10 00 18450 00 1200 00 15 00 s1550 00 6165 00 27 00 109700 00 21865 50 30 00 176800 00 41995 50 35 00 311900 00 29280 50 38 60 99999999 99 3000 00 00 o0 o0 00 00 00 00 oo o0 00 oo oo 00 oo o0 00 aT 00 00 00 Company H 09 17 2000 Terminal TOD OVR C 8 Payroll User s Manual About Formulas The following formula is used to calculate federal withholding gt Formula maintenance a Fee Commands Edit Modes Other Scroll C
291. nd local withholding codes that an employee is set up to have money withheld for A code is set up for each state or locality the employee works in Attribute Files The attribute files hold data that you can assign to each employee These attributes often carry their own function names These files serve as permanent sources of information data stays in these files until you remove it The PACO Payroll Codes file stores information about federal state and local tax districts which you enter through the Tax Authority Setup function Each state or local code record contains the withholding code tax table ID and tax formula for the tax district The file stores both employee and employer side withholding information The PADExxx Employee Deductions file stores information for each payroll deduction which you enter through the Deductions function Each deduction has a description and a general ledger account number whether or not the deduction is deferred compensation employer paid and calculated on gross or net pay is indicated The PADExxx file also stores the employer liability account number for employer paid withholdings and the override factors for deductions The PADDxxx Company Deductions file stores the payroll deduction codes and information relating to these codes which you enter through the Deductions function Payroll User s Manual Introduction The Payroll System The PADPxxx Department file stores genera
292. nd subtotaled by department Check Register Screen Select Check Register from the Payday Reports and Posting submenu The Check Register screen appears Pel Commands Edit Modes Other Help 2x mwe mal g OK Abandon Payroll Number 000054 Quarter 3 Group Code 1 Period End 09 15 2002 Date on Checks 09 15 2002 GL Period 09 Print employer tax and deduction information V Print Register In Print By e Summary e Department Detail Employee ID C Sequence No C Check No Company H 09 16 2002 Terminal T000 OVR The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions Payroll User s Manual 6 43 Check Register Payday Work 1 Ifyou want employer tax and deduction information in the report select the box or enter Y in text mode if not clear the box or enter N in text mode 2 Select the level of detail you want to include in the register Detail prints earnings withholdings and deductions information for all checks in the PACHxxx file while Summary prints earnings withholdings and deductions involved in the checks 3 Select the order in which you want to print the report 4 Select the output device See Output the Report on page 1 74 for more information After the register is produced the Payday Work menu appears Check Register 09 16 2002 Group Co
293. nel Information screen Enter the labels you want to appear on the screen Payroll User s Manual 10 85 Tables File Maintenance VACccxxx Table The VACccxxx cc represents the vacation code abbreviation table is used to calculate the accrual rate per pay period of vacation time for employees based on the number of years worked When you enter the table ID the rest of the VACccxxx table appears Hx Commands Edit Modes Other Help 2x re ma g OK_ Abandon Table ID q Description Vacation Pay Accruals Table Number of Cols 4 Column Length 12 Type Ja Up to Year Hrs Hrs Wkd Max Hours Min Accrual Company H 09 10 2002 TerminaiTO0O OVR Field Description Up to Year Enter the number of years worked by employees that the entries affect For example enter 1 for employees with 1 year of employment 3 for employees with up to 3 years of employment and so on Hrs Hrs Wkd The system multiplies the number in this field by the number of hours worked to calculate the total hours accrued 10 86 Payroll User s Manual File Maintenance Tables Field Max Hours Min Accrual Payroll User s Manual Description Enter the maximum number of hours an employee can work to calculate the accrual amounts for each pay period The number in this field is the minimum number of vacation hours an employee can accrue for each pay period If the number in the Hrs Hrs Wkd field is less than t
294. neous deduction information is transferred from the PATRxxx Transactions file to the PATPxxx Transactions Post file Once posted you cannot change this information using the Payroll Transactions function You can however view the totals of the posted entries using the Totals command in transaction entry During posting the detail from the time tickets is lost only the summary information necessary to produce the next group of paychecks is stored In addition the PADPxxx Department file is updated so that department records show the number of hours and pieces and the amount of the payroll expenses on the time tickets If Payroll interfaces with Job Cost the job and phase records are updated with labor expenses excluding deductions and hours If you elected to save transaction history when you installed Payroll the PATHxxx Transaction History file is updated with the detail from the time tickets and miscellaneous deduction entries from the PATRxxx file When the post is complete the PATRxxx file is erased clearing the way for more time ticket and miscellaneous deduction entries You cannot use the Post Transactions function if you are working with last year files Before Posting Before you post perform these tasks e Ifyou have a multiuser system make sure that no one else is using the Payroll system You cannot post if someone else is using Payroll functions e Print the Time Ticket Journal see page 5 19 e Print th
295. nging the actual formula Each formula can have six factors Enter up to six formula factors Press PgDn to save your entries and move the cursor from the header section to the scroll region Use the commands to work with the information in this region e Press Enter to edit a formula line See Editing or Adding a Line on page 10 94 for more information e Press A to add a formula line See Editing or Adding a Line on page 10 94 for more information Payroll User s Manual 10 93 Formula Maintenance File Maintenance 10 94 e Press Gto go to a particular line then enter the formula line number This command appears only if there is more than one screen of items Press H to return to the header section of the screen e Press Cto convert the formula to a program when you are finished editing or entering a formula Use the Create Program command anytime you enter or edit a formula If you do not use the Create Program command before exiting from the Formula Maintenance function the system automatically executes the command when you use the Exit F7 command to return to the File Maintenance menu If you use the Abandon F5 command to return to the header section of the screen your changes are not saved and the formula is not compiled into a program Editing or Adding a Line When you press Enter or A on the command bar the Line Entry screen appears Commands Edit Modes Other Help 2x8 Be mi 28 DK
296. nly the types of other pay that are included in net pay are posted e When you post expenses to General Ledger gross pay is distributed to the appropriate departmental expense accounts Payroll User s Manual 6 59 Post Checks Payday Work Before You Post If you have a multiuser system make sure that no one else is using the Payroll system You cannot post if someone else is using Payroll functions In addition if Payroll interfaces with General Ledger make sure that no one else is accessing the GLJRxxx file Back up your data files Power surges or equipment failures can result in the loss of information Post Checks Screen Epp If you have Direct Deposit installed you must use the Create Direct Deposit File function before you can post Select Post Checks from the Payday Reports and Posting submenu The Post Checks screen appears EEE Commands Edit Modes Other Help 2xe Belma amp OK Abandon Payroll Number 000054 Quarter 3 Group Code 1 Period End 09 15 2002 Date on Checks 09 15 2002 GL Period 9 Bank Account FNBOO1 El Be sure that you have backed up your data files before posting Post To Curent Fiscal Year Last Fiscal Year Post to Payroll Tax Month 3 September Post Manual checks to Time Ticket History Iv Have you created the Direct Deposit File IV Company H 09 18 2002 Terminal T000 OVR 6 60 Payroll User s Manual Payday Work Post Checks The pay
297. ns Field Earning Code Description Include in Net Pay Fixed Withholding Earning Type 11 10 Description Enter the earning code Enter a description of the earning code The description you enter here appears when you enter or edit time tickets If the pay should be included in the employee s paycheck select the box or enter Y in text mode if not clear the box or enter N in text mode Including or excluding the pay from net pay does not affect taxable income To exclude an earning code from taxable income use the exclusion switches in your federal state and local withholding records If you use a fixed percentage for all withholding specified in the federal state and local withholding formulas select the box or enter Y in text mode if not clear the box or enter N in text mode If you do not use a fixed percentage withholding is calculated according to the regular federal state and local tax routines Enter an earning type for the earning code Each earning code must be assigned an earning type For more information see page 11 14 An earning code of type T has special meaning Tips in the system Tip amounts are accumulated in the FICA Tips field for government reporting Payroll User s Manual Codes Maintenance Earning Codes Field Inquiry GL Account Maint Multiplier Payroll User s Manual Description An earning code of type F also has special meaning
298. o date and year to date information about each employee s payroll deductions The PAEExxx Employee Earnings History file stores each employee s month to date quarter to date year to date earnings and hours worked both gross and net pay amounts The PAEMxxx Employee Miscellaneous History file stores miscellaneous historical information for each employee weeks worked allocated tips cost of GTLI DCB 457 and non 457 plans for each month advance EIC payments uncollected Medicare and other information The PAEWxxx Employee Withholding History file stores month to date quarter to date and year to date information about each employee s payroll withholdings Payroll User s Manual 1 13 The Payroll System Introduction The PAHCxxx Check History file stores general information employee ID department check number for each check you disburse for payroll expenses Check records are deleted through the Periodic Maintenance function The PAHDxxx Check Deductions History file stores a record of the deductions taken from each check you disburse for payroll expenses Check records and the deductions associated with them are deleted through the Periodic Maintenance function The PAHExxx Check Earnings History file stores a record of the earnings associated with each check you disburse for payroll expenses Check records and the earnings associated with them are deleted through the Periodic Maintenance function
299. o open the Inquiry screen to look up and select an appropriate entry The Inquiry screen operates in two modes Search and Sort You can toggle between these modes within an Inquiry window by pressing the Ins Insert key You can also choose the default mode for Inquiry windows by using the Defaults function on the Workstation Configuration menu within Resource Manager e In Search mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you press C the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e In Sort mode you can change the order of certain Inquiry windows by pressing the letter key associated with the window sort You can see the available sorts in any Inquiry window by pressing Esc Command Help To shorten your data search use a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with JAR enter JAR in the ID field before you use the Inquiry command The Inquiry list starts with JAR and runs through the end of the list 1 60 Payroll User s Manual Introduction Menu and Function Commands The following commands are available inside Inquiry windows The scroll buttons are available in graphical mode only Key Home PgUp Up Down PgDn End Ins Look Up F7 Exit Enter Esc View Commands
300. ocessing menu appears 9 54 Payroll User s Manual File Maintenance Employee Employee History Leave Adjustments Direct Deposit Departments Payroll Information Recurring Entries Tables Tax Tables Formula Maintenance Change Fields Payroll User s Manual 10 3 10 29 10 45 10 47 10 51 10 57 10 65 10 73 10 89 10 91 10 95 10 1 Employee Use the Employees function to add employee records change descriptive data in employee records that are on file and delete employee records only when they have been added in error You cannot use the Employees function to change earnings or withholdings figures You can however use the Employee History function see page 10 29 to change withholding figures If you edit employee history a log is printed so that you can maintain an audit trail Because you must print W 2 forms and other year end reports for all employees including terminated ones you cannot delete employee records that have amounts in their history files Instead terminated employee records are deleted for current year data when you do year end maintenance They are retained in last year s files so that you can produce W 2 forms Payroll User s Manual 10 3 Employee File Maintenance Employees Screen 10 4 Select Employees from the File Maintenance menu The Employees selection screen appears Pie ES Commands Edit Modes Other Help 2xe re mnl g OK _Abandon Employee I
301. odes unique to that locality Payroll User s Manual File Maintenance Field Exemp Extra WH Fixed WH Table ID Locality Name Payroll User s Manual Employee Description Enter the number of exemptions the employee claims for local tax purposes If no local taxes are withheld for the employee enter 99 If the employee wants money withheld in addition to the regular local withholding enter the extra dollar amount that should be withheld You can enter an amount of withholding to deduct instead of the calculated local taxes Enter the LTXssllm tax table ID used to calculate the withholding tax If you do not enter a table ID the default in the Tax Authority Setup function see page 11 5 is used The name of the local tax authority appears 10 21 Employee File Maintenance Personnel Information Screen One Use the first Personnel Information screen to record and maintain miscellaneous personnel information for each employee Commands Edit Modes Other Help 2xe pre mal g OK Abandon Employee ID BOU001 Bourne Linda C Comments 2 Comments 3 Degree EA aj Bachelor of Arts Major Business Administration Comments 1 Linda is on the board or directors for Mulcahy Companies Degree MA aj Master of Arts Major Business Finance Degree aj Major Pay Change Bonus Issued Date Reason Old Rate Date Reason Amount 11 12 2000 Jann Increase 725
302. oes not alter normal Payroll processing When you see the Direct Deposit flag in the margin it alerts you that an enhancement or function is available if you have the Direct Deposit application installed If you do not skip that step or paragraph When you install the Direct Deposit application after you install Payroll the Payroll application menu on the main menu changes to Payroll with Direct Deposit to indicate that you added functionality Installing Direct Deposit also adds to the following Payroll menus Payday Work Enhancements are added to the Calculate Checks and Manual Checks functions to produce vouchers for employees participating in direct deposit In addition the Print Direct Deposit Vouchers and Create Direct Deposit File functions are added to the menu to print employee vouchers and create the file you need to send to your company s bank Periodic Processing The Create Prenotification File function is added to the menu to create a file containing account numbers and routing codes for trial runs Payroll User s Manual 1 19 Payroll with Direct Deposit Introduction File Maintenance The Direct Deposit function is added to the menu to set up and maintain information for employees participating in direct deposit In addition enhancements are added to the Employer Bank Information screen in the Payroll Information function to enter routing code and account number information Master File Lists The Employee Direc
303. oes not supply information about local tax regulations Personnel Information Use the Personnel Information portion of the Employees function to enter information about the employee s education pay history and so on Payroll User s Manual 3 21 Setup Functions Setup Leave Adjustments Before using the Leave Adjustments function use the Roll Up Leave Balances function see page 9 43 if you elected to include vacation sick hours for accrual calculation in the Resource Manager Options and Interfaces function Then use the Leave Adjustments function see page 10 45 to make positive and negative adjustments to an employee s sick and vacation pay Employee History If you start Payroll at any other time than the beginning of the year and you elect to create either check or transaction history see Initial Balances below you must collect and enter historical information Fortunately you need enter data for only a handful of deductions for most employees Remember to get month to date quarter to date and year to date figures for all fields The number of weeks worked is calculated on the basis of the number of pay periods the employee received a check for any amount For example if you use biweekly pay periods and an employee received one hour of sick pay in that pay period the employee would be credited for two weeks worked If you entered a week s worked limit for the state in the Payroll Information function the number
304. of the year perform year end maintenance produce W 2s from last year s files and close last year Periodically you should use the Roll Up Leave Balances function unless you want to have a permanent record of employees sick and vacation time Payroll User s Manual Create Prenotification File 7 E T Use the Create Prenotification File function to create the file necessary for your bank to verify account numbers and routing codes in a trial run You cannot produce vouchers until you receive approval from your bank This function is available only if you have Direct Deposit installed Create Prenotification File Screen Select Create Prenotification File from the Periodic Processing menu The Create Prenotification File screen appears Create Prenotification File a 5 xj Commands Edit Modes Other Help 2xre se man g OK Abandon This program will create a direct deposit prenotifications file from the Direct Deposit Accounts file Only records which have been added or changed since the last prenotifications file was created will be included Be sure you have a backup before proceeding The prenotifications file will be called C osas650 data PRENOTES H Resend All Prenotifications Vv Mark All Prenotifications in this run Approved IV Company H 09 18 2002 Terminal T000 OVA The path for the prenotification file appears The system appends your company ID to the file name Payroll User
305. oll User s Manual Periodic Processing W 2 Forms e Press A to add a state record for the employee e Press Cto switch between federal and state records for the employee e Press R to remove the current state record for the selected employee e Press D when you are finished to return to the Processing Employees selection screen e Press Gto move to a specific field in the federal or state record then use the Inquiry F2 command to select the field from the list that appears Generate MMREF 1 File Screen Output W 2 Forms to Magnetic Media Generate MMREF 1 File 154 x Commands Edit Modes Other Help 2X t be ma g OK Abandon Output File Name W2REPORT NEW Prefix for Output File C osas650 data Include Records for State MN faj Print audit Vv Company H 09 17 2000 Terminal T000 OVA Follow these steps to create the MMREF 1 file 1 Enter the path where you want the file to be created If the file already exists this prompt appears MMREF 1 output file already exists Do you want to overwrite Payroll User s Manual 9 39 W 2 Forms Periodic Processing 9 40 If you do not want to re create the output file select No or enter N in text mode and enter a different path for the file To erase the existing file and create a new one select Yes or enter Y in text mode If you want to create magnetic media for filing with federal authorities press Enter to leave the Include Record
306. ommand 1 70 Information command 1 67 initial balances 3 23 3 24 10 29 setting up 3 8 Inquiry function key 1 50 1 57 graphical 1 57 partial key 1 60 pull down menu command 1 50 inquiry commands Down Arrow 1 61 End 1 61 Enter 1 61 Esc 1 61 F7 1 61 Home 1 61 Ins 1 61 PgDn 1 61 Payroll User s Manual PgUp 1 61 Up Arrow 1 61 Ins inquiry command 1 61 scroll region command 1 54 1 63 Ins function key 1 64 Insert Line command function key 1 54 1 63 pull down menu command 1 54 Insert line item 1 54 1 63 Insert mode function key 1 64 Install Applications function 2 3 2 5 2 7 installation local tax routines 3 17 Payroll 3 23 Payroll Tax Routines 3 16 preparing data 3 33 installing Direct Deposit 2 5 Payroll 2 5 installing Payroll 2 3 interfaces 3 23 Direct Deposit 3 31 Payroll and Direct Deposit 3 31 Inventory Lookup commands 1 55 1 62 Inventory Lookup commands 1 55 alias lookup 1 55 customer vendor lookup 1 55 description lookup 1 55 detail lookup 1 55 lot lookup 1 55 serial lookup 1 55 Shift F3 1 55 Shift F4 1 55 Shift F5 1 55 Shift F6 1 55 Shift F7 1 55 Shift F8 1 55 Inventory lookup commands Alias Lookup 1 62 alias lookup 1 62 Customer Vendor Lookup 1 62 Description Lookup 1 62 Payroll User s Manual Detail Lookup 1 62 Lot Lookup 1 62 Serial Lookup 1 62 inventory search commands 1 62 Shift F6 1 62 J Job Cost Payroll interface
307. ommands Help 2 xt erel man g Ok Abandon Formula ID PFED_Fw q Description eder ding Formula Factor 1 0 0000 Factor 2 0 0000 Factor 3 0 0000 Factor 4 0 0000 Factor 5 0 0000 Factor 6 0 0000 Variable Formula TABLE RETVAL 3 LIQO1 EXEMPTIONS LI IF FIXEDEARN gt 0 TH FIXEDEARN FIXEDPCT 100 aj LI TAXEARN FIXEDEARN LI LIOO4 PAYPERIODS LI002 Li IF LIOOS lt D T H OJEL LIDOS LI TABLE LIOO6 1 RETVAL TABLE LIOO6 2 RETVAL TABLE LIOO5 3 RETVAL LIDOS LIDOG L1007 100 L1011 LI010 L1008 PAYPERIODS y 11012 LIO11 LI003 EXTRAWH 3 11013 IF FIXED WH gt 0 TH FIXEDWH EL L1012 zj Formula Line 001 of 015 Enter edit Append Goto Header Create Program Company H 09 17 2000 Terminal T000 OVA Variable Formula 11014 IF LIO13 lt 0 TH OJEL LIO13 z LI015 IF EXEMPTIONS 99 TH OJEL LIO14 a 2 y 3 z Formula Line 014 of 015 1 The table lookup checks the first column of the FEDM tax table until it finds a number larger than 99999999 99 Because there can be no larger number the table returns the value found in the second column of the last line 2800 Variable LIOO1 is equal to 2800 2 Variable LIOO2 is the product of LIOO1 times the value of the variable EXEMPTIONS the number of federal exemptions claimed by the employee this information is taken from the PAEGxxx file Payroll User s Manual C 9 A
308. on button 1 17 Abandon 1 57 Proceed OK 1 57 Verify exit mode pull down menu command 1 51 Verify PgDn mode pull down menu command 1 52 View inquiry command 1 61 viewing comments 1 68 documents 1 72 Void Checks audit log 6 40 function 6 37 manual checks 6 37 marked in Check History Register 6 37 posting 6 39 voiding checks 3 9 3 11 B 3 manual checks 6 19 posted checks 6 37 printed checks 6 37 Voucher file 1 20 Voucher History file 1 20 voucher stubs printing on forms 3 33 vouchers printing 1 21 printing on forms 3 32 voiding B 5 WwW W 2 Forms 3 17 10 3 10 33 11 18 11 19 11 25 alignment 9 32 audit report 9 40 closing last year 9 53 federal withholdings B 4 format 9 31 magnetic media 9 33 W2CODE tax table 3 14 10 89 W2CODE2 tax table 3 14 10 89 withholding codes 11 7 employee 11 6 employer 11 6 withholding formula names 10 92 Withholding Report 1 18 function 6 47 sample 6 48 Withholdings 3 15 3 18 additional 10 19 calculating deductions 10 91 Earned Income Credit 3 16 employee FICA 3 16 Employee Inquiry 4 9 employer FICA 3 16 employer paid 3 15 federal 3 13 3 15 3 16 10 15 10 89 11 5 11 23 11 25 fixed 3 17 formulas 10 15 function 11 23 in employee history 2 9 in manual checks 6 19 local 3 13 3 15 3 17 10 15 10 20 10 89 11 5 11 23 11 25 local other 3 17 order 3 15 preset federal codes 3 15 preset state codes 3 15 reco
309. on menu to limit the number of screen pages you can view to conserve memory resources Follow these steps to view the report on screen 1 Press S to select S creen 2 When available press S if you want to view the report in standard width or C if you want to view it in compressed width 1 76 Payroll User s Manual Introduction Reports 3 When the report appears press Enter to view the next page or Page Up to view previous pages E mail the Report Before you can e mail reports you must enter details about your e mail system using the E Mail Setup function on the Resource Manager System File Maintenance menu You can e mail only selected reports In general any report or form that makes up part of your audit trail cannot be e mailed Follow these steps to e mail a report 1 Select E mail or press M 2 When available select Standard or press S if you want to e mail a standard width report or select Compressed or press C if you want to e mail it in compressed width The E Mail Information screen appears j E Mail Information Commands Edit Modes Other Help 2xe ae mnl g OK Abandon E Mail To amyd osas com ce Subject Tax Groups List Attachment IV 3 If you e mailed this report previously the last e mail address to which you sent the report appears Press Enter to use this address change it if necessary or enter a new e mail address 4 Enter another address to send the e mail to as
310. or Deduction 010 Total for All Deductions End of Report Builders Supply Pay Period Deductions Report 09 15 02 Employee Deductions Medical Ins United Way Credit Union Parking Stock Plan Bouool GEROOL JENOOL LUKOOL Bouool GEROOL JENOOL LUKOOL Bouool GEROOL JENOOL Bouool Bouool GEROOL Bouool Payroll User s Manual Employer Department Expense Report Produce the Employer Department Expense Report before posting to see how employer deductions and withholdings post to the department file Employer Department Expense Report Screen Select Employer Department Expense Report from the Payday Reports and Posting submenu The Employer Department Expense Report screen appears Commands Edit Modes Other Help 2xre pe manl g OK Abandon Payroll Number 000054 Quarter 3 Group Code Period End 09 15 2002 Date on Checks 09 15 2002 GL Period 09 Current Department Split Method is Home Dept Company H 09 16 2002 Terminal T000 OVR 1 Select the amount of detail you want to include in the report 2 Select the output device See Output the Report on page 1 74 for more information After the report is produced the Payday Work menu appears Payroll User s Manual 6 55 Employer Department Expense Report Payday Work Employer Department Expense Report 09 16 2002 Group Code 1 31 PM Employee Period Soc Sec No Department 500 Gross Wages
311. ory selection screen appears 1513 Commands Edit Modes Other Help 2xe be mnl ge OK Abandon Employee ID BOUO01 Last Name Bourne First Name Linda Middle Initial c Do you want to see Employee Miscellaneous History Employee Earnings History Employee Deductions History Employee Federal Tax History Employee State Tax History Employee Local Tax History UIC Company H 09 10 2002 Terminal T000 OVR Payroll User s Manual 10 29 Employee History File Maintenance Inquiry 1 Enter the employee ID for whom you want to view and edit history Use the _Maint Inquiry F2 or Maintenance F6 commands to select the employee from a list or edit employee information 2 Select the check box or enter Y in text mode next to the type of employee history you want to view or edit clear the box or enter N in text mode if you do not want to view the screen for that type of employee history 3 Use the Proceed OK command to go to the first screen selected Use the Exit F7 command to return to the File Maintenance menu Employee Miscellaneous History Screen Use the Employee Miscellaneous History screen to enter and maintain various payroll information You can enter and edit information for three months at a time and view monthly quarterly and year to date totals The Employee Miscellaneous History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter tota
312. ot go back to step 1 and begin entering transactions for the next pay period Payroll User s Manual 3 25 Setup Functions Setup 3 26 14 After you post checks for the last pay period in a quarter follow these steps e Print the Department Report see page 9 5 e Back up your data files e Post expenses to General Ledger see page 9 7 e Print the quarterly tax withholding and unemployment reports necessary for the states where you do business e Use the Periodic Maintenance function see page 9 49 to prepare your files for the next quarter Return to step 1 and begin entering payroll transactions for the next quarter Repeat the above steps until you are up to the current pay period Entering Manual Checks If you need to enter manual checks use steps 1 3 below instead of the steps for entering payroll transactions above Follow these steps to enter your initial balances based on manual checks 1 Enter manual checks for the first pay period see page 6 9 Enter a check number for each entry Print the Edit Register see page 6 21 and verify that you entered the checks correctly If you find an error in the Edit Register use the Manual Checks function again to change or delete the incorrect check Repeat steps 1 and 2 until everything is correct If you have not assigned check numbers use the Print Checks function see page 6 29 to assign check numbers When the check numbers for all the chec
313. ou can use the and wildcard characters to restrict or widen the search Searches for an item based on customer or vendor ID When you enter the ID you can use the and wildcard characters to restrict or widen the search Searches for detailed information about an item Enter information in any of the fields that appear using these wildcards to restrict or widen the search lt gt Searches for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Searches for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Searches for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search Payroll User s Manual Introduction Menu and Function Commands Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands The buttons are available only in graphical mode Hot Key Button Operation Home z Moves to the first line item in the entire list Page Up al Moves to the previous screen or to the first line if you are on the first screen Up aj Moves up one line item Down y Moves down one line item Page y Moves to the next screen or to the last line 1f you Down are on the last screen End Z Moves to th
314. ou copied from a previous field into the current field Payroll User s Manual Favorites Menu The Favorites menu operates in any of the menu formats and gives you quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions After you ve set up the menu you can access the functions either by pressing F2 or by selecting Change to Favorites from the graphical Favorites pull down menu With the Favorites menu you save time by eliminating the need to switch between applications For example if you perform tasks in several applications such as using the Transactions and Cash Receipts function in Accounts Receivable GL Account function in General Ledger and Price and Availability and Item Inquiry functions in Inventory you can set up a Favorites menu rather than moving between each application The Favorites menu for the graphical main menu is illustrated below AR Edit Cash Receipts GL Accounts IN Price and Availability IN Item Locations To set up the Favorites menu do the following 1 Select the function you want to add to the menu and press F10 or use the right click menu in graphical mode 2 Press F2 to confirm that your selection was added To remove a function from the menu follow these steps 1 Select the function on the Favorites menu that you want to remove 2 Press F10 or use the right click menu in graphical mode
315. ou want to print You can select only one print option If the screen contains check boxes or Yes No fields that control how additional information prints on the list select the check box or enter Y in text mode to use that option when printing the list Clear the check box or enter N in text mode if you do not want to use that option Select the output device to begin printing the list See Output the Report on page 1 74 for more information After you produce the list the Master File Lists menu appears Payroll User s Manual Employee Detail List The Employee Detail List shows the information that is on file for each employee from basic personal data to quarter to date and year to date earnings and deductions The information in the list comes from the PAEGxxx Employee General Information PADExxx Employee Deductions and PAESxxx Employee Federal State Local Withholdings files If you print history these additional files are used PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History Employee Detail List 09 11 2002 8 38 AM BOUOO Page 1 Bourne Linda C 501 N Hamilton Ave Edina 1N 612 555 1212 Sex F EEO Class 2 Start Date 01 09 1993 Birth Date 06 07 1959 Term Date Adj Hire Date Dept Labor Class Prs Corp Officer Seasonal Empl Type H or 5 Exempt From OT Adjust to Minimum Grou
316. own Menus Commands Menu Commands Edit Modes Other Information Help Inquiry Maintenance Proceed Start Over Field Up Field Down Abandon Delete Jump Exit lt F2 gt lt F6 gt lt PgDn gt lt PoUp gt lt Up gt lt Down gt lt F5 gt lt F3 gt lt Ctrl J gt lt F7 gt Command Inquiry Maintenance Proceed OK Start Over Field Up Field Down Abandon Delete Description Lists valid entries for the current field Opens the appropriate File Maintenance function Proceeds to the next screen or saves your entries Moves back to the first field on the screen or to the first field after the key field without erasing any entries or changes Moves the cursor to the previous field Moves the cursor to the next field Clears data from all fields and moves the cursor to the first field on the screen Deletes the information on the screen Since this command can delete an entire record use it with caution Payroll User s Manual Introduction OSAS Graphical Functions Command Description Jump Moves the cursor to the next block of data on the screen or to the next field that requires an entry Exit Exits from a screen or a window without saving data Edit Menu Commands Edit Modes Other Information Help xt Copy lt Shft F9 gt 2 Paste lt Shft F10 gt Undo Ctrl Z Command Description Copy Copies the contents of the current field Paste Pastes the valu
317. own menus and toolbar buttons to access functions without using the function keys While the function keys work in graphical menus the menu bar and toolbar buttons give you a choice in accessing these functions The OSAS pull down menu bar is shown below T000 OPEN SYSTEMS Accounting Software File Modes Tools Favorites Other Help To access the menu s commands click one of the menu titles The menu for that heading appears and lists available commands followed by any hot key combinations in brackets lt gt To use a command either click the command name or press the hot key s listed File Menu File Modes Tools Favorites Other Help Access code lt F4 gt ES oO Sample data set lt F5 gt Workstation date lt F6 gt Exit lt F7 gt Command Description Access Code Opens the Access Code dialog box See Access Codes on page 1 27 for more information Sample data set Live Toggles between Sample and Live data data set Workstation date Opens the Workstation Date dialog box See Workstation Dates on page 1 27 for more information Exit Exits OSAS Payroll User s Manual Introduction OSAS Graphical Menu Modes Menu File Modes Tools Favorites Other Help Ex v GUI Functions lt Shift F6 gt Scale GUI Screens lt Shift F7 gt Command Description GUI Functions Toggles between graphical and text function screens Scale GUI Screens Toggles scaling of graphical screens on and off When selec
318. oyee Enter the employee s e mail address Use the Proceed OK command to save your changes If you selected another type of information on the Employee selection screen that screen appears If you did not select any other screens the Employee selection screen appears Payroll User s Manual 10 7 Employee File Maintenance Salary Information Screen Use the Salary Information screen to enter and maintain pay information for your employees If you copied an employee record make sure that the information on this screen is correct for each employee Commands Edit Modes Other Scroll Commands Help 2xe ae mal g OK __ Abandon Employee ID BOU001 Bourne Linda C Pay Information Scheduled Deductions Dept 500 El No Description 12345 Amount Balance Labor Class EJ 1 Medical Ins NNNNA Corporate Officer Seasonal Employee afun lay NINA Type H or 4 n Y 0 00 Exempt Adjust to Minimum Group Code 0 9 Pay Periods Year Check Location Earning Code Salary Hourly Rate Override Pay Deduction of Status Sick Accrual Code fx Sick Hours Remaining 96 000 Vac Accrual Code fox Vacation Hours Remaining 119 500 Change Factor Pay Info Nest Page Company H 09 09 2002 Terminal T000 OVA Pay Information Field Description Dept Enter the employees department If necessary you can indicate that an employee worke
319. oyee ID To change or delete an unposted manual check enter the employee ID then press Enter to list the first check in the file for that employee If the check that appears is not the one you want use the Abandon F5 command to go to the Employee field and enter a different ID Payroll User s Manual Payday Work Field Sequence Gross Pay Pieces Ept Create voucher Epi Clear voucher Check No Weeks Worked Manual Checks Description If you entered more than one check for the employee enter the sequence number of the check with which you want to work The employee s gross pay for the check appears If applicable enter the number of pieces for which the employee is being paid Pieces are used for management information and job control and are not posted to Job Cost This prompt appears if you are entering a check for an employee participating in direct deposit If you want to create a voucher for direct deposit select the box or enter Y in text mode If you want to issue a check for the entire amount of the transaction clear the box or enter N in text mode This prompt appears if you are editing a voucher If you want to issue a check for the entire amount of the transaction select the box or enter Y in text mode If you want to create a direct deposit voucher clear the box or enter N in text mode If you are entering the check after it was issued enter the number of the che
320. p 2X te be mal g OK _ _Abandon Payroll Number 000054 Quarter 3 Group Code 1 Period End 09 15 2002 Date on Checks 09 15 2002 GL Period 09 Print C Employee Deductions C Employer Deductions Both Employee and Employer Deductions Company H 09 16 2002 Terminal T000 OVR The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions 1 Ifyou want each deduction to be printed on a separate page select the box or enter Y in text mode if not clear the box or enter N in text mode Payroll User s Manual 6 53 Pay Period Deduction Report Payday Work Pay Period Deduction Report 6 54 2 Select the type of deductions you want to include in the report You can include employee deductions employer deductions or both 3 Select the output device See Output the Report on page 1 74 for more information After the report is produced the Payday Work menu appears 09 16 2002 1 26 PM Bourne Linda C Gerard Timothy G Jenkins Kathy M Lukas George Total for Deduction Bourne Linda C Gerard Timothy G Jenkins Kathy M Lukas George Total for Deduction Bourne Linda C Gerard Timothy G Jenkins Kathy M Total for Deduction Bourne Linda C Total for Deduction Bourne Linda C Gerard Timothy G Total for Deduction Lukas George Total for Deduction Bourne Linda C Total f
321. p Code Pay Periods Per Year 12 Salary 7500 00 Hourly Rate 000 Earning Code SAL Override Pay 00 Check Location Work Phone t Extension Sick Accrual Code x Vacation Accrual Code x Remaining Sick Leave 96 000 Remaining Vacation 119 500 Tax Group 1N E Mail Address W 2 Name Union Work 55435 01 09 1993 500 Skill 5 Comp Payroll User s Manual Builders Supply Employee Detail List By Employee ID For Both Active and Terminated Employees Sst US Citizen Job Title Supr ID LUKOOL Supr Name G Lukas Last Review 11 12 2000 Next Review 11 12 2001 Last Chk Date Ins Coverage Label 2 Label 3 459 30 1099 Admin Asst Family Blue Cross User User Date Reason Pay Rate Change Information Old Rate 000 000 000 000 000 000 000 000 User Defined Dates User User User User User License Last Phys Driver Lic User Date 04 User Date 05 lbourne builders_supply com Linda C Bourne Date Date Date Date Date Emergency Contact Jim Bourne 1612 567 3319 612 555 1212 Husband Vork Phone Home Phone Relation Degree Major Bonus Information Reason 12 5 Employee Labels Use the Employee Labels function to print mailing labels for checks notices newsletters and so on or to print the names and addresses of employees in a reference list Information printed on labels comes from the PAEGxxx Employee General Information file Employee Labels BouooL LIN
322. ployee Deduction Code Period Codes Bouool ool NNNNN GEROOL ool NNNNN End of Report Payroll User s Manual 11 21 Withholdings Use the Withholdings function to set up and maintain federal state and local withholding tax information for employees You can exclude particular deductions and earning codes from withholding and you can maintain formulas Changes you make here update the PAWIxxx Withholdings and PAWXxxx Withholding Exclusion files Withholdings Screen Select Withholdings from the Codes Maintenance menu The Withholdings screen appears Withholdings 104 x Commands Edit Modes Other Scroll Commands Help 2x elaman e OK Abandon Tax Authority Federal y Liability Acct 3 State Code N A Accrued Taxes Acct aj Local Code N A Fixed Percent 7 00 Withholding Code EIC Jaj Tax ID Description Eatned Income Weeks Worked Limit oo Deduction Description Exclusion Eam Code Description Exclusion Medical Ins Dental Ins F aj Overtime Pay United Way O 5 Po 5 Credit Union m Dues mj 401K m IRA Plan m Parking F y Cash Advance F y r Stock Plan c z Deduction 001 of 011 Eam Code 001 of 011 Enter toggle All None Goto Tab E arning Codes Formula Company H 09 09 2002 Terminal TODO OVR 1 Inthe Tax Authority field enter F to work with federal tax authority codes S to work with state tax a
323. previous time out appears No number appears in the first Last Out field Enter hours or minutes adjustments for each day For example if an employee worked after punching out you can compensate for that here The total number of hours and minutes for each time in time out and adjustment if any appears The total number of regular hours the employee worked for the week appears The total number of overtime hours the employee worked for the week is displayed depending on how the TCALCxxx table is set up If overtime has been calculated you must enter the overtime codes on the Enter Transactions screen Use the Proceed OK command to save your entries The Enter Transactions screen appears and lists the updated hours information 5 16 Payroll User s Manual Daily Work Payroll Transactions Viewing Totals When you press T on the Payroll Transactions screen the Employee Transaction Totals window appears Employee Transaction Totals E Commands Edit Modes Other Scroll Commands Information Help 2xe relma g at Employee ID JONOO1 Jonchim Maria K Ser te ale IE IRE AE s UE RAE or ee ser DE ASS ae sn Code Posted Unposted Total Posted Unposted Total 34 000 34 000 255 00 0 zj 2 a y Y z Total 000 34 000 34 000 00 255 00 255 00 Deductions 00 00 00 Rpt Tips 00 00 00 Press Enter to continue Pieces 0 0 0 The posted unposted and total hours and pay
324. quiry F2 commands are available if Payroll interfaces with General Ledger Payroll User s Manual Codes Maintenance Deductions Inquiry 4 Ifthe deduction is employer paid enter the expense account number The _Maint Maintenance F6 and Inquiry F2 commands are available if Payroll interfaces with General Ledger 5 Ifthe deduction is deferred compensation or any other pretax deduction that should be reported on employees W 2 forms select the box or enter Y in text mode if not clear the box or enter N in text mode 6 Enter G if the deduction is calculated on gross pay or N if it is calculated on net pay Earning Exclusions You can exclude earning codes from a deduction For example you might set up a pay deduction for uniforms that applies to workers in a store and then exclude particular earning codes for warehouse workers so that uniform costs are not deducted from these employees pay When you press E on the Deductions screen to exclude earning codes from deductions the Earning Exclusions screen appears Earning Exclusions for Deduction 001 5 x Commands Edit Modes Other Scroll Commands Help 2xte aealmanl 2 Abandon Eam Code Description Exclude Double Time zj Overtime Pay Bonus aj Travel Exp Cash Value Commissions y Regular Pay Y Salaried Wage zj Eaming Code 001 of O11 Enter T oggle All None Goto Use the command
325. r example employees might need to know how much vacation time they have left for the year You can also choose to print remaining sick and vacation time on the employee s paychecks see page 6 29 Managers might want to know how much vacation time employees have left so that they can plan staffing for projects And the personnel department might want to acknowledge perfect attendance records with an award Sick Leave and Vacation Report 09 17 2002 8 21 AM Euployee Bouool GEROO1 JENOO1 JONOO1 ROSOOl STOOOl TOTALS End of Bourne Builders Supply Sick Leave and Vacation Report for Quarter Number 3 Quarter 3 Remaining Vacation Vacation Linda 000 c Timothy G 000 Jenkins Kathy M 000 Jonchin Maria K 000 Lukas George Rossini 000 Lucinda A 000 Stockard Albert W Report Payroll User s Manual 7 7 Transaction History Report Use the Transaction History Report function to print a detail or a summary report of the miscellaneous deductions and time ticket entries you recorded The information in this report comes from the PAEGxxx Employee General Information and PATHxxx Transaction History files If you did not elect to save transaction history in the Resource Manager Options and Interfaces function you cannot produce this report Transaction History Report 09 17 2002 8 22 AM Employee Name Eup ID H S Date Bouool Bouool
326. r example you can set up an earning code for work involving assembly another for packaging and so on You can set up earning codes for overtime and double time work that automatically multiply or add amounts to the base pay Use the Earning Codes function see page 11 9 to set up earning codes Tables and Tax Tables Tables store information relating to the system data options and default settings for other applications Tax tables are used to calculate federal state and local tax withholding Use tables only to enter and store data Do not delete lines or rearrange account descriptions The system looks for information by the position of the lines in the table For example in the FREQxxx table the system assumes that the first group code is on the first line the second group code is on the second line and so on You must set up and or review the following system tables and tax tables before you build the Payroll data files ADJMNxxx FREQxxx GLDEPxxx GLPAYxxx MAXVSxxx PACTLxxx e SICccxxx TCACLxxx USRDDxxx USRDFxxx e VACccxxx e EIC FEDM Payroll User s Manual 3 13 Setup Functions Setup FEDS FICA FUTAxxx LTXssllm SOTss e STSss STXssm SUTssxxx W2CODE W2CODE2 You can set up the ADJMNxxx FREQxxx GLDEPxxx GLPAYxxx PACTLxxx SICccxxx TCALCxxx USRDFxxx USRDDxxx and VACccxxx system tables and the FUTAxxx STSss STXssm
327. r more information Payroll User s Manual 11 17 Deductions Codes Maintenance Press A to add a deduction code See Editing or Adding a Line Item on page 11 18 for more information Press G to go to a specific line item then enter the deduction code or use the Inquiry F2 command to select the code This command is available only if there is more than one screen of deductions Press F to edit deduction formulas The Formula Maintenance screen appears See page 10 91 and appendix C for more information on formulas Press E to exclude earning codes from the selected deduction See Earning Exclusions on page 11 19 for more information Press C to copy the selected deduction See Copying Deductions on page 11 20 for more information Editing or Adding a Line Item Inquiry Maint 11 18 To edit or add a line item follow these steps 1 Enter a description of the deduction If this is a deferred compensation deduction the first four characters of the description you enter are used as the deferred compensation description on W 2 forms If the deduction is for a 401 k program you must enter 401K If the deduction is for dependent care benefits you must enter DCB If the deduction is employer paid select the box or enter Y in text mode if not clear the box or enter N in text mode Enter the number of the liability account to which the deduction is credited The Maintenance F6 and In
328. rd of 7 13 setting up 3 7 state 3 13 3 15 3 16 10 15 10 18 10 32 10 89 10 90 11 5 11 23 11 25 state other 3 16 unemployment insurance 3 16 worker s compensation 3 17 Withholdings List function 13 13 sample 13 13 worked department 3 12 worker s compensation 3 17 formula for B 1 setting up codes B 1 Workstation date tool button 1 36 workstation date entering in graphical menus 1 36 Y year end maintenance 9 29 9 49 9 50 9 51 9 52 9 53 year end tasks 1 17 Payroll User s Manual
329. reen e Press Enter to edit a line item e Press A to add a line item Line items in both the Earnings and Tax Amount sections are identified by federal tax authority codes which are set up in the Tax Authority Setup function see page 11 5 When you add or edit earnings information you can enter amounts for three months Your changes are saved and take effect immediately Payroll User s Manual 10 39 Employee History File Maintenance The quarter totals and year to date totals are updated by the sum of the values you enter for the three months e Press N to move to the next screen you selected e Press P to return to the previous screen e Press G to go to a specific line item then enter the federal tax authority code or use the Inquiry F2 command to select the code This command is available only when there is more than one screen of items e Press Cto change the current quarter e Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side Employee State Tax History Screen Use the Employee State Tax History screen to add or edit state tax earnings and contributions information for your employees The Employee State Tax History screen has two screens Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only Only the Month Totals screen is shown in the example the Quarter Tota
330. region command 1 54 1 63 Payroll User s Manual E Earned Income Credit 3 16 Earning Codes 11 13 adding in manual checks 6 15 deductions 3 17 departments 3 18 editing in manual checks 6 15 excluding 3 15 function 11 9 setting up 3 7 3 12 Earning Codes List function 13 9 sample 13 9 Earning Exclusions 11 19 Earning Types bonus 11 13 changing 11 13 commission 11 13 fringe 11 11 11 13 11 14 function 11 13 miscellaneous 11 13 overtime 11 13 preset 3 12 regular earnings 11 13 screen 11 14 setting up 3 7 3 12 sick 11 11 11 13 11 14 tips 11 10 11 13 11 14 vacation 11 11 11 13 11 14 earnings in employee history 2 9 information 10 35 Earnings and Deductions Report function 7 5 sample 7 5 Edit scheduled deductions 10 13 edit line item 1 63 Edit Register function 6 21 sample 6 23 editing comments 1 70 Education Report function 8 13 Payroll User s Manual sample 8 13 EIC 3 16 6 58 10 18 10 34 10 78 EIC tax table 3 13 10 89 EIS defined 1 3 EME 3 16 Employee Birthday Report function 8 7 sample 8 7 Employee Deductions History inquiry 4 16 screen 10 36 Employee Detail List function 12 5 sample 12 5 Employee Direct Deposit Information function 12 9 setting up 3 33 Employee Earnings History 2 9 screen 10 35 Employee Federal Tax History inquiry 4 17 screen 10 38 Employee History 3 22 changing 10 3 10 44 function 10 29 setting up 3
331. rel ma g OK_ Abandon TableID 3 Description Number of Cols 0 Column Length 0 Type 1 Company H 09 18 2002 Terminal T0O0 OVR 2 8 Payroll User s Manual Installation and Conversion Conversion 3 Use the Inquiry F2 command to select PASOCNVT or enter PASOCNVT in the Table ID field The PASOCNVT table appears lola PATB Commands Edit Modes Other Help 2xe re ma g OK_ Abandon Table ID PASOCNYT aj Description Conversion for Local Codes Number of Cols 20 Column Length 2 Type A ro ST LO ST LO ST LO ST LO ST LO ST LO ST LO ST LO ST LO ST af oz esf fal Tosf os To feel fsf Hof a m m _LEERISERISISE ltd s s 15 LIS es Est hal hel real eel Bel es ll Ts Is Is _ Tel les I od u GE I fer les tete SFFEF _1 1 Telelzlelelelelstel _LUISRISIIRISISIRIS reee TI Telelzlzlelzlelstz I Telelzlalstelelstzl rre Chef hs hal hist rel el Tal fest fez les Teal fas Jaz las Jaa fast Cs Iss fs fest lez les leat les _ hee les Pal les lez les leat lest leales oat fest EEE O DD E O O O E E E DM O DS ARS O TA RS PS Company H 09 18 2002 Terminal TOO OVR Converting from Version 5 0x and Earlier Payroll User s Manual One hundred entries are in the table You can enter state codes assigning them to local codes If you do not use local codes or do not add them to
332. rfaces from Payroll but you must set up the interfaces you want to use with Direct Deposit You must have Payroll installed in order to use Direct Deposit Options Your answers to the following questions determine how the system works and how information flows through it 1 Toggle between YES or NO to indicate whether you want to interface Payroll Direct Deposit with General Ledger Job Cost and Bank Reconciliation The interface options work independently of each other You can respond to them with any combination of YES and NO settings 2 Toggle between YES or NO to indicate whether you want to save Payroll transaction history You cannot produce the Transaction History Report unless you save transaction history Payroll User s Manual 3 31 Setting Up Direct Deposit Setup 3 32 Toggle between YES or NO to indicate whether you want to save check history You cannot produce the Check History Register or the 941 Report unless you save check history Toggle between YES or NO to indicate whether you want to post voided checks to the PACHxxx Checks file These checks are voided as a result of printing payroll checks not as a result of using the Void Checks function Toggle between YES or NO to indicate whether you want to post voided checks to Bank Reconciliation These checks have been voided as a result of printing payroll checks not as a result of using the Void Checks function Toggle between YES or NO to indicate
333. rfaces function A brief voucher log prints after all vouchers are produced After the vouchers print the Payday Work menu appears Payroll User s Manual Payday Work Print Direct Deposit Vouchers Direct Deposit Voucher DIRECT DEPOSIT VOUCHER Builders Supply 1157 Valley Park Drive Suite 105 Shakopee MN 55379 Direct Deposit Account Distribution 09 15 02 Chk Acct 54353355345335333 419 46 Savy Acct 53453353453535353 419 46 Sav Acct 54353434535345333 419 46 Savy Acct 53453353535343353 419 46 Chk Acct 53535345353533334 419 46 Chk Acct 54353535353345333 2097 32 TIMOTHY G GERARD 13330 E 32ND AVE MINNEAPOLIS MN 55055 Builders Supply EMP NO DEPT EMPLOYEE NAME SSN PER BEG PER END VC NO GEROO1 500 Gerard Timothy G 468 22 4819 0901 02 09 15 02 9915 Earnings HRS UNITS Curr Amt YTD Deductions Curr Amt Salaried Wag 173 330 5550 00 11100 Federal WH 477 23 Travel Exp 000 00 500 Emplye OASDI 344 10 Regular Pay 000 00 22200 Emplye Medic 80 47 MN W H 264 49 Medical Ins 10 56 Dental Ins 3 53 United Way 25 00 401K 150 00 Vac Remaining 120 000 Pay Rate Curr Earn Curr Ded Net Pay YTD Earn YTD Ded YTD Net Pay 5550 00 1355 38 4194 62 33800 00 8598 94 25008 37 TOTAL GROSS 23050 00 TOTAL NET VOUCHERS 7175 43 NO OF VOUCHERS 4 End of Report Payroll User s Manual 6 35 Void Checks Use the Void Checks function to void checks that you have printed and posted but need to reverse or void You can create a copy of
334. rmatted diskette into the drive 2 Select the type of file to write to the diskette Enter Z if you zipped compressed the file or U if you did not zip the file 3 Enter the drive letter of the floppy drive 4 Use the Proceed OK command to copy the file to the diskette and return to the Periodic Processing menu Payroll User s Manual 9 41 Roll Up Leave Balances The Roll Up Leave Balances function combines all leaves taken and accrued into one total comparing it with the total that has been updated in the PAEGxxx Employee General Information file The beginning vacation and sick balances are kept in the PAHVxxx Leave Adjustment History file along with the detail posted from Post Checks Void Checks and Leave Adjustments functions If the system determines that there is a difference between the hours posted to the PAHVxxx file and the PAEGxxx file it writes the number from the PAHVxxx file into the PAEGxxx file and creates an audit log recording the change Back up your data files before you proceed with this function Print the Sick Leave and Vacation Report because sick and vacation accruals are cleared by this function Payroll User s Manual 9 43 Roll Up Leave Balances Periodic Processing Roll Up Leave Balances Screen Select Roll Up Leave Balances from the Periodic Processing menu The Roll Up Leave Balances screen appears Roll Up Leave Balances E Ioj xj Commands Edit Modes Other Help
335. rne C Checking tree 000133333 Savings REEAREAREREEFESIS 000133333 Timothy Gerard G Checking ttttttttttz 5333 000000013 Savings BRREEAEAAEREREZSS 000000013 Savings REAR AAAEAAEE ESZZ OOOOOOOLS Savings trete 055000165 Checking trttttttt 3334 055000165 Checking FRRARRRARAARFAFESRGS OS5000165 Maria Jonchim K Savings FHRREEAAAEEEE IBZ 055002341 George Lukas Savings HEHEHE AAEE 000000026 Checking eeeeeeeeeeeeeaegd DODDDDDZE Albert Stockard W Savings eeeeeREAEEEeEISTIA 000000039 End of Report Payroll User s Manual Department Report The Department Report is a summary of labor expenses posted to each department It serves as an audit trail of the entries posted to the PADPxxx Department file from the PATRxxx Transactions and PACHxxx Checks files Produce this report at the end of an accounting period to review the accumulated expense amounts before you post labor expenses to General Ledger Department Report Screen Select Department Report from the Periodic Processing menu The Department Report screen appears ax Commands Edit Modes Other Help 2X be Mal g OK _ Abandon Department ID From 100 El Thru 501 aj Sort Report By Department ID GLAccount Print Report In Summary C Detail Page Break After Department E E Company H 09 17 2002 Terminal TODO OVA 1 Enter the range of departments you want to include in the report 2 Select the order in which you want to sort the report
336. roduce lists containing the files contents details about employees withholdings and deductions and payroll formulas File Information The information you enter in Payroll functions is stored in files Each file falls into one of four categories employee files attribute files temporary files and history files OSAS does not make a distinction between categories of files The files are described in terms of categories to give you a better idea of how each fits in Employee Files The employee files serve as permanent sources of information data stays in the files until you remove it The PAEGxxx Employee General Information file holds the following information which you enter through the Employees function e general employee information employee ID name address and so on e employee codes EEO code vacation codes earning code and so on e department group code labor class and payment type hourly or salaried e salary and or hourly pay rate e pay periods per year e job title e accrued and taken sick and vacation time Payroll User s Manual 1 9 The Payroll System Introduction The PAEPxxx Employee Personnel file holds the following additional employee information which you enter through the Employees function e educational history e pay change and bonus information e ten user defined dates e comments The PAESxxx Employee Federal State Local Withholdings file stores the federal state a
337. roll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions 1 If Payroll Direct Deposit interfaces with Bank Reconciliation enter the bank account on which these checks are drawn 2 If Payroll interfaces with General Ledger and the system detects last year files you must select the current or the previous fiscal year to which to post the checks 3 Enter the payroll tax month you want updated by the post for month end processing The month you enter prints on the Post Checks Log to help you summarize checks for reporting purposes 4 If you want manual check entries to be posted to time ticket history select the box or enter Y in text mode if not clear the box or enter N in text mode 7 5 If you have created the direct deposit file select the box or enter Y in text DD mode if not clear the box or enter N in text mode exit the function and do so before continuing 6 Select the output device for the posting log See Output the Report on page 1 74 for more information The liabilities listed in the posting log may differ from those in the Employer s Tax Report because of rounding differences in the Employer s Tax Report The Post Checks Log and the Employer s Liability Report show actual totals After posting completes and the posting log is produced the Payday Work menu appears Payroll User
338. rom the PAEGxxx Employee General Information and PAEMxxx files and creates these last year files with the LY extension e PACDxxx Checks Deductions e PACExxx Checks Earning PACHxxx Checks e PACWxxx Checks Withholdings e PADDxxx Deductions e PADExxx Employee Deductions e PADPxxx Department e PADXxxx Deduction Exclusion PAECxxx Earning Codes PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEGxxx Employee General Information PAEMxxx Employee Miscellaneous History PAEPxxx Employee Personnel PAESxxx Employee Federal State Local Withholdings PAETxxx Earnings Types PAEWxxx Employee Withholding History e PAEXxxx Employee Exclusion e PAINxxx Payroll Information e PALCxxx Labor Class e PATBxxx Tables Payroll User s Manual 9 49 Periodic Maintenance Periodic Processing e PATXxxx Tax Tables e _ PAWIxxx Withholdings e PAWXxxx Withholding Exclusion The PATB LY LY represents last year data and PATX LY files are created so that the system can distinguish differences between prior year and current year tax percentages You cannot use the Periodic Maintenance function if you are working with prior year files You must be in quarter 4 of the current year to run year end maintenance Because year end maintenance automatically does quarter end maintenance you do not have to perform both quarter end and year end maintenance a
339. rs LT lx Commands Edit Modes Other Help 2x re ma g OK Abandon Eaming Type 0 Description un oT Add or Replace Salaried Wages for Salaried Employees in Time Tickets v Eamings types B C F M O A S TY are reserved for system use Company H 09 09 2002 Terminal TODO OVA 1 Enter the ID of the earning type you want to add or change Earning type T has special meaning Tips in the system Tip amounts are accumulated in the FICA Tips field for government reporting Earning type F also has special meaning to the system Any earning types F that an employee receives through the year are accumulated and printed as fringe on an employee s W 2 form Earning types V and S are used to determine the amount of vacation and sick time taken throughout the year Any other earning types that use a user defined type are treated as regular pay using the Multiplier and Add to Base fields to determine pay 11 14 Payroll User s Manual Codes Maintenance Earning Types 2 Enter a description of the earning type 3 The last field on the screen applies only to salaried employees for whom you enter time tickets Press A to add pay entered through time tickets to salary amounts for this earning code Press R to replace salary amounts with pay entered through time tickets for this earning code 4 When you save the earning type the cursor returns to the Earning Type field Enter the next earning type yo
340. rs 3 4 Application Information tool button 1 39 Application Setup right click menu 1 41 audit report for W 2 forms 9 40 back up all files at once 3 29 before closing last year 3 28 periodic maintenance 3 28 posting checks 3 28 posting expense to GL 3 28 posting transactions 3 28 before closing last year 9 53 9 54 before periodic maintenance 9 52 before posting checks 6 60 before posting expense to GL 9 8 before rolling up leave balances 9 43 data files 3 28 diskettes 3 29 initial balances 3 25 programs 3 29 schedule 3 28 setting up 3 8 using operating system commands 3 29 using Resource Manager 3 28 3 29 when to 3 28 backing up data files 3 35 operating system commands 3 35 programs 3 35 Resource Manager 3 35 Backup function 3 35 balances setting up initial 3 8 3 23 bank information 3 19 Bank Reconciliation interface with Direct Deposit 1 22 Payroll interface 3 9 3 11 base applications defined 1 3 batching 1 22 BBx program 10 94 Bell mode pull down menu command 1 52 bonus 11 13 BRTRxxx file 6 57 c Calculate Checks affect on department records 10 51 changing 6 11 function 6 3 log 6 7 multiple checks 6 3 recalculating checks B 4 restricting access to 3 28 Calculator tool button 1 37 1 56 Change Fields sample log 10 99 screen 10 95 change to from Favorites tool button 1 37 1 41 changing calculated checks 6 11 earning information 10 29 emplo
341. rs A Z lowercase letters a z Alphabetical rules are not intuitive when numbers are involved Numbers are sorted as if they were letters when the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently The following suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 3 4 Payroll User s Manual Setup Setup Considerations e If
342. rt Quarterly Withholding Report Quarterly State Unemployment Report 941 Worksheet Department Report Copy to Backup IV C Quarter End Year End Histories Only Remove check history for items dated before 06 01 2002 Remove transaction history for items dated before 01 01 2002 Clear remaining sick vacation time year end only Company H 09 17 2000 Terminal T000 OVR Payroll User s Manual 9 51 Periodic Maintenance Periodic Processing 9 52 Before you perform quarter end or year end maintenance print the reports listed on the screen and back up your data files Select the box or enter Y in text mode when you have completed the listed tasks Select the kind of maintenance you want to perform You can perform quarter end or year end maintenance or you can purge history only which does not close the quarter or year If you want to delete history because your files are getting too large or because you no longer need check and transaction history before a particular date enter the dates for check and transaction history to indicate where the deletion should stop For example if you enter 12 31 2001 history before and including that date is deleted If you do not want to delete history press Enter to leave the date blank If you want to clear remaining sick and vacation time select the box or enter Y in text mode if not clear the box or enter N in text mode Use the Proceed OK command to save
343. rted select the option you want to use to sort the information You can select only one sort option If the screen contains options that control what groups of information appear in the list employee deductions versus employer deductions for example select the group you want to print You can select only one print option Select the output device to begin printing the list See Output the Report on page 1 74 for more information After you produce the list the Master Codes List menu appears Payroll User s Manual Labor Classes List Use the Labor Classes List function to view the labor classes and descriptions stored in the PALCxxx Labor Class file You set up labor classes using the Labor Classes function on the Codes Maintenance menu Use the list as a reference or to check your entries Labor Classes List 09 09 2002 Builders Supply 12 07 PM Labor Class List Labor Class Description Management President Secretary Shipping Vice President End of Report Payroll User s Manual 13 5 Tax Authorities List Use the Tax Authorities List function to view the federal state and local codes and descriptions stored in the PACO Codes file You set up federal state and local codes using the Tax Authority Setup function on the Codes Maintenance menu Use the list as a reference or to check your entries Tax Authorities List 09 09 2002 12 08 PM Locality Description California Federal Wi
344. ry for the list you are printing For example if the screen for the list you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a master list 1 Select the list you want to print from the Master File Lists menu The selection screen for that list appears The Employee Detail List screen is shown below as an example Employee Detail List a 5 xj Commands Edit Modes Other Help 2xre ae mn g OK__ _Abandon Employee ID From BOUOO1 El Thu STOOO1 aj 0 C Active Employees Only C Last Name Terminated Employees Only Social Security Number e Both C Department Print History Print User Defined Fields Print Documents a7 Company H 09 10 2002 Terminal TODO OVA Payroll User s Manual 12 3 Printing a Master File List Master File Lists 12 4 Select the range of information to include in the list in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list If the screen contains options that control how information is sorted select the option you want to use to sort the information You can select only one sort option If the screen contains options that control what prints on the list select the option corresponding to the type of information y
345. s Monthly Withholding Report E IOl x Commands Edit Modes Other Help 2x te mml g OK Abandon EmployeelD From BOUOO1 aj Thu 5T0001 aj State From CA 3 Thu MN aj Month 8 August Month Ending Date 08 31 2002 Print Earnings 4s Gross Earnings Taxable Earnings Print Detail Report Summary Only Company H 09 17 2002 Terminal T000 OVA Inquiry 1 Enter the range of employees you want to include in the report Inquiry 2 Enter the range of states you want to include in the report 3 Enter the month number 1 to 12 for which you want to print the report Payroll User s Manual 9 11 Monthly Withholding Report Periodic Processing 4 Press Enter to use the current month ending date or enter the last day of the month for which you are producing the report You cannot enter a date after the last day of the current month 5 Select the kind of earnings you want to include in the report You can choose either gross earnings or taxable earnings 6 Select the level of detail you want to include in the report 7 Select the output device See Output the Report on page 1 74 for more information After the report is produced the Periodic Processing menu appears Monthly Withholding Report 09 17 2002 Builders Supply 11 10 AM Monthly Withholding Report in Detail For the Month Ending 08 31 2002 Gross Earnings Emp ID Employee Name Soc Sec Gross Wages Feder
346. s A negative value indicates vacation time taken a positive value indicates vacation time accrued You cannot change this value 10 11 Employee File Maintenance 10 12 Scheduled Deductions Scheduled Deductions No Description 12345 Amount Balance 1 Medical Ins YNNNN 10 56 zj 6 401K 00 2 3 United Way 00 aj 4 Credit Union i Dental Ins YNNNN 3 52 00 alla Deduction 001 of 006 Press Tab to switch to the Scheduled Deductions section of the screen Each employee can have 999 scheduled deductions Use the commands to work with scheduled deduction information e Press Enter the edit the selected deduction See Editing or Adding a Scheduled Deduction on page 10 13 for more information e Press A to add a scheduled deduction See Editing or Adding a Scheduled Deduction on page 10 13 for more information e Press Gto go to a specific deduction then enter the deduction ID This command appears only when there is more than one screen of deductions e Press F to add or edit a deduction formula The Formula Maintenance screen appears See page 10 91 and appendix C for more information e Press C to edit factors for a selected deduction See Factor Entry on page 10 14 for more information e Press P to return to the Pay Information section of the screen e Press N to save your entries for this screen and move to the next screen you s
347. s Manual 6 61 Post Checks Payday Work Post Checks Log 09 16 2002 Builders Supply 11 41 AM Post Checks Description GL Account Medical Ins 535000 Dental Ins 535000 United Way 204000 Credit Union 999900 401K 205000 Parking 801000 Stock Plan 205000 Emplyr Medicare 203200 Emplyr OASDI 203200 Unemp Ins 203600 Federal WH 203000 Emplye Medicare 203200 Emplye OASDI 203200 MN Unemp Ins 203700 MN W H 203400 Net Cash Entry 100000 Hold Acct Regular Pay 202000 Hold Acct Salaried Wage 202000 Emplyr Medicare 30000 Emplyr OASDI 530000 Unemp Ins 30000 MN Unemp Ins 530000 GL Balance Period 09 a 28 871 06 Posted to Tax Month 9 Posted to Bank Account FNBOOL 15 568 89 Job Totals End of Report 6 62 Payroll User s Manual Payroll Reports Printing a Payroll Report Earnings and Deductions Report Sick Leave and Vacation Report Transaction History Report 401 k Report Check History Register Detail Leave Report Profit Sharing Census Payroll User s Manual 7 3 7 5 7 17 7 9 7 11 7 13 7 15 7 17 7 1 Printing a Payroll Report The functions on the Payroll Reports menu let you print reports of information resulting from transaction and check entry such as employee earning and deduction amounts or employee leave amounts These lists give you valuable information about your employees payroll totals and serve as part of your company s audit trail You produce all payroll reports in the sam
348. s Manual 9 3 Create Prenotification File Periodic Processing If you are sending the prenotification file only for employees who have been added or changed clear the Resend All Prenotifications check box or enter N in text mode If you want to resend the prenotification file for all employees select the box or enter Y in text mode To mark all employees in the prenotification run approved select the second check box or enter Y in text mode The system then sets the Prenote In field in the File Maintenance Direct Deposit function to Yes Marking all employees approved here saves you from having to update employees individually in the Direct Deposit function If you do not want to mark all employees in the run approved until you receive a reply from the bank clear the box or enter N in text mode Once you receive the bank s reply use the Direct Deposit function to mark employees as approved Select the output device for the Create Prenotification File log See Output the Report on page 1 74 for more information This log file summarizes which employees account information is included in the prenotification file for verification After the log is produced the Periodic Processing menu appears Create Prenotification File Log 09 24 2002 Builders Supply Page 10 35 AM Bouool GEROOL JONOO1 LUKOO1 sToool Create Prenotification File Log Employee Name Account Type Account Number Routing Number Linda Bou
349. s Other Scroll Commands Help RX tu Bat 28 Ok Abandon Tax Location MNMPLS a Name Tax Level z Tax ID Authority MN Tax on Tax Liability Acct 203900 3 Tax Refundable Ac Description Consumer Goods iy Resale Sales 00 amp 02 Exempt Sales 00 aj Ind Agr Prod 00 Interstate Comm 00 Motor Vehicles 00 Food Products 00 Clothing I 00 Gasoline 0 000 oo y Services 0 000 00 Total 00 00 Calculated 00 00 Over Short 00 00 Enter edit Tax Loc First Last Next Prev View Header Company H 08 23 2002 Terminal T000 OVR You can move around the screen in these ways e Use the mouse or press Tab to move from field to field Use the scroll buttons to move from line to line in scrolling regions e Ifa screen appears prompting for the kind of information to enter or maintain such as on File Maintenance or Transactions screens select the appropriate option and click OK to continue e Press PgDn if prompted to move to the next section e Click Header when it appears to return to the screen s header section e Press F7 to exit the screen and return to the main menu Payroll User s Manual 1 49 OSAS Graphical Functions Introduction Graphical Function Screen Elements 1 50 Like the main menu graphical function screens also contain pull down menus and toolbars These menus and toolbars are described below Function Pull D
350. s and the related reports post the check detail to the PAHCxxx PAHDxxx PAHExxx and PAHWxxx files These files store the detail of the paychecks so that you can review checks when you need to investigate salary deduction or tax withholding questions Information in these files appears in the Check History Register Posting checks transfers summary information to the PAEGxxx PAEDxxx PAEExxx PAEMxxx and PAEWxxx files This information includes such things as the number of hours recorded for each employee and the type and amounts of pay each should receive for them Specifically it includes earning code entries from checks tips pieces completed vacation and sick leave hours and pay and deductions and withholdings from pay Year End Maintenance At the end of each calendar year do year end maintenance to prepare your files for next year s entries This procedure accomplishes the following things e clears out the quarter to date and year to date balances in the PADPxxx file e removes history from the PATHxxx and PAHCxxx files previous to the date you specify optional e clears out month to date and year to date balances and removes records of terminated employees from the PAEDxxx PAEWxxx PAEPxxx PAEGxxx PAEExxx PAEMxxx and PAEWxxx files e creates last year files When you do year end maintenance files for the previous year are created with the extension LY You can begin processing in the new year while you are comple
351. s empty You cannot print payday reports if the PACHxxx Checks file is empty Return to the Payday Work menu and select the Calculate Checks function Code is not set up in PACO file Federal state and local tax codes must be set up in Tax Authority Setup function page 11 5 Cost code has a type other than labor You must enter a cost code with a type of labor for the job and phase if Payroll interfaces with Job Cost Diskette contains file s directory or label The diskette you want to use for W 2 magnetic media has some files on it or contains a disk label Use a blank formatted disk that does not have a label See page 9 29 for instructions and information about accepted formats Division ID not allowed You must enter a department ID not a division ID for the employee Drive not available The disk drive ID you entered is not available on your system Press Enter and enter a different drive ID If this message appears when you enter the correct drive ID get help from a support technician Payroll User s Manual A 3 System Messages Employee ID not found Before you can enter history for an employee you must use the Employees function page 10 3 to set up a record for the employee FICA table not found in PATX table You must build this table in the Tax Tables function page 10 89 file name for version 4 x could not be found Unable to continue with conversion file name source file not found
352. s for State field blank The resulting file contains the federal records and the state records for all states with activity If you want to include only a single state s records and the associated federal records enter the state ID or use the Inquiry command to look up and select a state from the list that appears If you enter a state OSAS warns you that the state records that are generated will use the MMREF 1 format approved by the SSA for federal records Your state may require a different format for state records Check with your state for more information If you want an audit report of the information to be printed as it is written to the diskette select the box or enter Y in text mode if not clear the box or enter N in text mode Use the Proceed OK command to create the magnetic media file After the file is created a message appears describing the size of the resulting file Press Enter to return to the Process Employees selection screen Payroll User s Manual Periodic Processing W 2 Forms Write File to Diskette Screen Report W 2 Forms on Magnetic Media MMREF 1 Format Outpi 5 xj Commands Edit Modes Other Help 2X E Bte m OK _Abandon Insert a blank DOS formatted diskette in the output drive File to Output to Diskette Zipped x Output Drive ID aA Company H 09 17 2000 Terminal T000 OVR To write the file to a diskette follow these steps 1 Insert a blank fo
353. scription Inquiry Class Press Enter to accept the employee s labor class or Maint enter a different class Inquiry Earn Code Press Enter to accept the employee s earning code or Maint enter a different code Hours Press Enter if the employee worked the number of hours that appears or enter a different number of hours Rate Press Enter to accept the employee s pay rate or enter a different pay rate Amount The check amount appears To change this figure you must change the earning code or number of hours worked The pay rate is then recalculated When you have finished editing or adding transactions use the Proceed OK command to save your changes Use the Next page command to proceed to the second Manual Checks screen 6 16 Payroll User s Manual Payday Work Manual Checks Manual Checks Screen Two Use the second Manual Checks screen to enter and edit deduction codes for manual checks generated for each employee ox Commands Edit Modes Other Scroll Commands Information Help sx tE 2 Of Abandon Page 2 of 3 Employee BOU001 Bourne Linda C Gross Pay 7500 00 Deductions Code Description Hours Amount Gross or Net Emplr Paid Medical Ins 000 10 56 G Pay f zj 401K i 337 50 Gross Pay m United Way 75 00 Gross Pay m aj Credit Union 50 00 Gross Pay m Stock Plan 4 100 00 Gross Pay O Dental Ins i 3 52 Gross Pay r T T o E C X C xl Deduct
354. se the Inquiry F2 command to select a job you must enter the phase associated with that job Last year data files not found for company X The last year data files have been erased manually or by closing them Must build table name table first You must build the table shown in this message before you can use this function No check on file for employee xxxxxx You must calculate checks before printing Use the Calculate Checks page 6 3 or the Manual Checks page 6 9 function You might also see this message if you try to edit an accrual for an employee who does not have a check on file You must use the Calculate Checks or the Manual Checks functions No tax information located for this employee You must enter this information on the Employees Tax Information screen page 10 15 NOTE Check history is not implemented for this company The record of federal tax liability might be incorrect The PAHCxxx Check History file may not be present it is required to provide complete information in 941 reports Payroll User s Manual A 5 System Messages Option for Transaction History is not in use Transactions will not be re created in Transaction file You did not elect to save payroll transaction history in the Resource Manager Options and Interfaces function Quarter end processing not valid in quarter 4 Use year end processing instead You cannot use the Quarter End Maintenance function if the current quarter
355. se this section as a guide only if you have purchased the Direct Deposit add on application for use with Payroll If you do not have the Direct Deposit add on application skip this section Before You Install Direct Deposit Make sure your system meets these minimum requirements before you install Direct Deposit Direct Deposit is an add on module to the OSAS Payroll application You must install OSAS Payroll before you install Direct Deposit The Direct Deposit system needs a minimum of 2 megabytes 2 Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files in addition to the space required by Payroll Having more disk space available is necessary for the data files you will create and maintain The OSAS system requires at least one megabyte 1 Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Direct Deposit 1 Use the Install Applications function in Resource Manager see the Resource Manager User s Manual to install Payroll Install the State Tax Routines after you install Payroll 2 Use the Install Applications function in Resource Manager to install Direct Deposit Setting up Direct Deposit Once you install Direct Deposit on your system you must prepare your data files for everyday use Payroll User s Manual 2 5 Direct Deposit Installation Installation and Conversion You can prepare files
356. seller for more information Starting OSAS in Windows To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or access the program from the Start menu Starting OSAS on Other Operating Systems To start OSAS on an operating system other than Windows enter osas at the operating system prompt The osas command can recognize three parameters t c and a The terminal ID t is the identification code assigned to the terminal you are using to run OSAS On multiuser systems each terminal usually has a default ID assigned when the terminals were added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid only if you are using Resource Manager for LANs The company ID c is the identification code assigned to a company If your system carries two or more companies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Use the Access Codes function on the Resource Manager Company Setup menu to set up access codes The most general expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 T2 working with company B and the password is apple specify that information to access the system osas t T2 c B a apple Payroll User s Manual Introduction Welcom
357. ser s Manual File Maintenance Field Print Employees with Zero Earnings Round All Numbers to Nearest Dollar Sort Report By Arranging the Report Payroll Information Description Enter the number of the month that the change takes effect The SUI withholding amount is calculated with the new rate from this month forward but the limit is still calculated from the beginning of the year If you want to exclude employees with no pay from the State Unemployment Report select the box or enter Y if not clear the box or enter N If you want all dollar amounts to be rounded to the nearest dollar select the box or enter Y if not clear the box or enter N Select the order in which you want to print the report You can organize the report by employee last name or by employee social security number The Quarterly State Unemployment Report has seven columns To indicate the order of the columns enter a number from 1 through 7 in each of the fields If you do not want the column to appear in the report enter 0 Social Security No Name Total QTD Wages Excess QTD Wages Taxable QTD Wages Weeks Worked Payroll User s Manual Employee s social security number Employee s name Total SUI wages paid to the employee for the quarter Quarter to date wages minus the state s SUI wage limit Total quarter to date SUI wages up to the SUI limit Number of weeks the employee worked taken from t
358. specified bank accounts The sum of the percentages you enter must equal 100 9 Use the Proceed OK command to save your changes The cursor returns to the Employee ID field Enter a new employee ID for which to edit or add a direct deposit record or use the Exit F7 command to return to the File Maintenance menu Payroll User s Manual 10 49 Departments Use the Departments function to add department and division records during installation and when new departments are created change descriptive data about departments and divisions that are in the file track pieces and hours worked and delete department and division records you no longer use Department information is stored in the PADPxxx Department file Along with transactions manual or calculated checks also affect department records Do not use the Departments function to change the dollar amounts in a department record Instead use the Payroll Transactions function or the Manual Checks function to make adjustments so that you have an audit trail of the changes Department Records Divisions Department records store expenses posted from time tickets salaries vacation and sick pay FICA expense SUI and FUTA accruals and other pay Department records also store employer withholdings and deductions calculated by the system This information updates expense accounts in General Ledger when you run the Post Expense to GL function see page 9 7 Time tickets update the
359. ss Enter to accept the employee s current pay rate or enter a different pay rate Amount If you are entering a recurring time ticket the amount of the time ticket appears If you change this figure the rate is recalculated If you are entering a recurring deduction enter the amount of the deduction Pieces If you are entering a recurring time ticket and the employee did piece work the number of pieces the employee produced appears Press Enter to accept it or enter a different number To save your entries and exit to the Recurring Entries screen use the Proceed OK command 10 68 Payroll User s Manual File Maintenance Recurring Entries Adding a Recurring Entry Inquiry Maint Inquiry Maint The Enter Recurring Entries screen appears when you press A to add a recurring entry Enter Recurring Entries y 154 xj Commands Edit Modes Other Information Help 2xe ae ma amp DK Abandon Employee ID 0N001 2j Jonchim Maria K HOURLY Tax Group MN 3 RunCode 01 Cutoff A Dept 501 3 EXEC Job Qj Phase f aj Cost Code El Class SEC Sequence No D Pieces 0 Rate 7 500 EamCode Note Hours Amount Rat REG aj 000 00 00 Deduction Note Hours Amount Field Description Employee ID Press Enter to accept the current employee ID or enter a different employee ID for the recurring time ticket Tax Group Enter the employee s tax group code Run Code Enter the run code
360. ss codes 3 8 3 27 ADJMNxxx table 3 13 3 14 backup schedule 3 8 3 28 checklist 3 7 company address 3 19 company deductions 3 7 deductions 3 17 degree descriptions 3 19 departments 3 7 3 18 earning codes 3 7 3 12 earning types 3 7 3 12 EIC table 3 13 employee history 3 8 employees 3 7 3 20 employer bank information 3 19 federal withholdings 3 16 FEDM table 3 13 3 14 FICA table 3 14 formulas 3 7 3 18 FREQxxx table 3 13 FUTAxxx table 3 14 GLDEPxxx table 3 13 GLPAYxxx table 3 13 initial balances 3 8 3 23 labor classes 3 7 3 20 Payroll User s Manual leave adjustments 3 7 local withholding 3 17 LTXssllm table 3 14 MAXVSxxx table 3 13 PACTLxxx table 3 13 payroll information 3 7 3 19 recurring deductions 3 8 3 27 recurring time tickets 3 8 3 27 SICccxxx table 3 13 SOT ss table 3 14 state withholding 3 16 STSss table 3 14 STXssm table 3 14 SUTssxxx table 3 14 tables 3 7 3 13 tax authorities 3 7 3 15 tax groups 3 7 tax tables 3 7 3 13 TCALCxxx table 3 13 USRDDxxx table 3 13 USRDFxxx table 3 13 VACccxxx table 3 13 W2CODE table 3 14 W2CODE2 table 3 14 withholdings 3 7 3 15 setup steps 3 33 Shift F2 menu 1 67 Comments command 1 68 Documents command 1 71 History command 1 70 Information command 1 67 Shift F1 function key 1 53 Shift F10 function key 1 51 1 64 Shift F3 function key 1 62 Shift F4 function key 1 62 Shift F5 function key 1 62 Shift F6
361. ss the Tab key to go to the OSAS menu Click the Close box in the upper right corner of the window Use Exit F7 Select Exit from the File menu You can exit from a graphical menu in these ways Payroll User s Manual Introduction OSAS Graphical Menu Start Style Main Menu TODO OPEN SYSTEMS Accounting Software a 151 x File Modes Tools Favorites Other Help Aa 2M we 50 Date and Time y Data Set J H Builders Supply zl 08 14 2002 Live Data 11 32AM C Sample Data C GENERAL Report Writer E een u N gt Recor n WS voi Fixed Assets gt File Maintenance N LI General Ledger Master File Lists gt Bank Account Register I Inventory IN Post Transactions I Job Cost S I Purchase Order I Sales Order I More QSAS OPEN SYSTEMS Accounting Software OPEN SYSTEMS Accounting Software You can exit from a menu in these ways e Press the left arrow key to go to the previous menu one menu up e Hold the mouse over a different menu choice e Press the Tab key to go to the OSAS menu e Click the Close box in the upper right corner of the window to close OSAS e Use Exit F7 to close OSAS e Select Exit from the File menu to close OSAS Payroll User s Manual 1 35 OSAS Graphical Menu Introduction Main Menu Elements 1 36 Pull Down Menus When using the graphical menus you can use the pull d
362. ster as a record of earnings deductions withholdings and cash disbursements The information in the register comes from the PAHCxxx Check History PAHDxxx Check Deductions History PAHExxx Check Earnings History and PAHWxxx Check Withholdings History files OASDI and Medicare amounts appear as one sum in the FICA field in the register for history accumulated before installation of Payroll version 4 06 or higher You cannot print this report if you did not elect to save check history in the Resource Manager Options and Interfaces function If Direct Deposit is installed and if you selected the Print Voucher Split Information option employee direct deposit voucher information appears on the register along with check information Payroll User s Manual 7 13 Check History Register Payroll Reports Check History Register 09 16 2002 Builders Supply 4 27 PM Check History Register Printed in Summary by Employee ID Earnings Employee Salary or Soc No Hours Type Code Description Employee GEROOL Gerard Timothy G Total 173 330 5550 00 Total Withholdings 1221 74 Total Deductions GEROOL 468 22 4819 Total Emplr With 1357 68 Total Emplr Ded Gross Wages 5550 00 Net Pay 4139 17 Check Number 0001030 Date 09 01 2002 Employee GEROO Totals Total 173 330 5550 00 Total Withholdings 1221 74 Total Deductions Net Pay Total 4139 17 Total Emplr With 1357 68 Total Emplr Ded 09 16 2002 Builders Supply 4 27 PM C
363. t 17 00 17 00 00 00 00 00 00 00 00 00 00 00 Last Out 1 000 500 000 000 000 000 000 Time In 00 00 00 00 00 00 00 00 00 00 00 00 00 00 Time Out 00 00 00 00 00 00 00 00 00 00 00 00 00 00 Last Out 000 000 000 000 000 000 000 Time In 00 00 00 00 00 00 00 00 00 00 00 00 00 00 Time Out 00 00 00 00 00 00 00 00 00 00 00 00 00 00 Last Out 000 000 000 000 000 000 000 Time In 00 00 00 00 00 00 00 00 00 00 00 00 00 00 Time Out 00 00 00 00 00 00 00 00 00 00 00 00 00 00 Last Out 000 000 000 000 000 000 000 Adjustment 000 00 000 000 000 000 000 Totals 8 000 9 000 000 000 000 000 000 Week Regular Overtime 000 Field Description Employee ID Name The employee s ID and name appear Time In For each day of the week enter the hour and minute the employee punched in Enter hours in military format For example if the employee started work at 5 00 P M enter 17 press Enter to move to the minutes field then enter 00 Payroll User s Manual 5 15 Payroll Transactions Field Time Out Last Out Adjustment Totals Week Regular Week Overtime Daily Work Description For each day of the week enter the hour and minute the employee punched out Enter hours in military format For example if the employee finished work at 5 00 P M enter 17 press Enter to move to the minutes field then enter 00 The time elapsed between the time in and the
364. t Deposit Information function is added to the menu to print a list of direct deposit transaction records and check prenotificaiton status See Installation and Conversion on page 2 1 and Setup on page 3 1 for more information on installing and setting up Payroll with Direct Deposit File Information Payroll with Direct Deposit uses files in addition to those described previously page 1 9 to store employee and company direct deposit information The DDDIxxx Direct Deposit file stores employee information such as names account numbers and bank and routing information The DDVHxxx Voucher History file stores voucher history This file is cleared when you remove check history in the Periodic Maintenance function The DDVKxxx Voucher file stores voucher information used in conjunction with the PACHxxx Checks file 1 20 Payroll User s Manual Introduction Payroll with Direct Deposit Direct Deposit Work Flow Your work flow is divided into daily and periodic tasks Daily Tasks Depending on the size and nature of your company and your payroll you might process your payroll once a month or every two weeks or you might use manual checks weekly or daily to pay employees See File Interaction on page 1 14 for information on organizing other Payroll tasks You must do the following tasks to process direct deposit transactions Calculate checks and manual checks Print checks and vouchers for emplo
365. t Name First Enter the employee s last and first name and middle Name Middle In initial W 2 Name Enter the employee s name as it should appear on the W 2 forms you print Payroll User s Manual 10 5 Employee File Maintenance Field Address 1 2 3 Res City State Zip Code Country Phone No SS No Sex EEO Class Retirement Plan Statutory Employee Job Title Work Phone Extension Description Enter the employee s street address city and state of residence Enter the employee s city state zip or postal code and country of residence The Inquiry F2 command is available in the State and Country fields Enter the employee s home phone number using the mask that appears Enter the employee s social security number Enter M if the employee is male or F if the employee is female Enter the employee s Equal Employment Opportunity classification 1 White 2 African American 3 Latino 4 Asian American or Pacific Islander 5 Native American or Native Alaskan If the employee participates in your company s retirement program select the box or enter Y in text mode if not clear the box or enter N in text mode This information is used on W 2 forms If the employee qualifies as a statutory employee select the box or enter Y in text mode if not clear the box or enter N in text mode This information is used on W 2 forms Enter the employee s job title Enter
366. t checks you must restart the Print Checks function To reprint checks that did not printed correctly enter the number of the last check that printed correctly 3 Select the order in which you want the checks to print Employee ID Check Location or Department 4 Select the kind of remaining leave you want the checks to include Vacation Sick Both or None 5 Select the output device If you select Printer as your output device a message tells you to mount the checks 6 If you want to print an alignment form to make sure that the forms are lined up select the box or enter Y in text mode if not clear the box or enter N in text mode Whether the company name and address print on the checks depends on your selection in the Resource Manager Options and Interfaces function After the checks are produced the message Mount paper Check log will now print appears Remove the check forms from the printer and insert regular paper When you are ready to print the checks log press Enter If you selected File as your output device the check log prints at the end of the check list After the check log prints the Payday Work menu appears 6 30 Payroll User s Manual Payday Work Print Checks Sample Check YOUR FIRM NAME HERE JONGO1 501 Jonchim Maria K 468 80 9944 11 01 01 09 14 01 1266 1265 EMPLOYEE NAME SOCIAL SECURITY NO PERIOD BEG PERIODEND CHECK NO n o HRS UNITS CURRENT AMOUNT YEAR
367. t is organized Output device P rinter p R eview Fjile S creen Bo nd Print the Report 1 2 6 Select Printer in graphical screens or press P in text screens If multiple printers are available for the terminal either select the printer from the list or enter the appropriate code for the printer and press Enter Use the Devices function on the Resource Manager Workstation Configuration menu to add printers to the terminal When available either select Standard or press S if you want to print the report in standard width or select Compressed or press C if you want to print it in compressed width Click OK or press Enter to begin printing the report If you want to stop printing after it has begun press Ctrl Break Click OK or press Enter to continue View the Report using Print Preview Windows Workstations Only The Print Preview option is only available for workstations running Windows However before Print Preview will work you must add a sysprint device line in the config bbx file for that printer Use the Devices function on the Resource Manager Workstation Configuration menu to add this line Follow these steps to view a report using Print Preview 1 2 Select Print Preview in graphical screens or press R in text screens If multiple printers are available for the terminal either select the printer from the list or enter the appropriate code for the printer and press Enter
368. t the end of period 4 Before You Begin Before you do quarter end or year end maintenance produce these reports Earnings and Deduction Report page 7 5 e Sick Leave and Vacation Report page 7 7 e Quarterly Employer s Tax Report page 9 13 e Quarterly Withholding Report page 9 17 e Quarterly State Unemployment Report page 9 21 e 941 Worksheet page 9 25 e Department Report page 9 5 If you are deleting history you should also produce the Transaction History Report page 7 9 and the Check History Register page 7 13 Back up your data files Then post expenses to General Ledger page 9 7 and back up your data files again 9 50 Payroll User s Manual Periodic Processing Periodic Maintenance If you delete check history and then print the 941 Worksheet from last year s files the eighth monthly period breakdown on the 941 Worksheet is incorrect Finally if you have a multiuser system make sure that no one else is using the Payroll system You cannot perform quarter end and year end maintenance if someone else is using Payroll functions Periodic Maintenance Screen Select Periodic Maintenance from the Periodic Processing menu The Periodic Maintenance screen appears Periodic Maintenance 3 ioj xj Commands Edit Modes Other Help 2xe Bea manl g OK _Abandon Have you run the following Earnings and Deduction Report Sick Leave and Vacation Report Quarterly Employer s Tax Repo
369. t withholding code The description of the withholding appears Enter or edit the amount of the withholding If you add or change any employee deductions recalculate the check When you have finished entering checks use the Exit F7 command to return to the Payday Work menu The information is automatically saved Payroll User s Manual Edit Register The Edit Register shows the earnings and deductions for the checks you calculated Before you print the checks produce the Edit Register to check the wages earned by hourly and salaried employees and the taxes and deductions You can produce the Edit Register in detail or summary formats If you find inaccuracies in the check calculation enter correcting transactions or change the general information in the Employees function on the File Maintenance menu page 10 3 If you enter correcting transactions through the Payroll Transactions function post the corrections calculate checks a second time then print the Edit Register again If you find inaccuracies in checks you entered manually use the Manual Checks page 6 9 function to make changes Edit Register Screen Select Edit Register from the Payday Work menu The Edit Register screen appears Commands Edit Modes Other Help 2X te B eB m 20 OK__ Abandon Payroll Number 000053 Quarter 3 Group Code Vi 2 3 Period End 08 31 2002 Date on Checks 09 01 2002 GL Period 09 Print employer tax and deduction inform
370. ted this command enlarges graphical screens When off the command restores the OSAS screens to their original size This command does not take effect until you access a function Tools Menu File Modes Tools Favorites Other Help El A s Calculator 5 o Command Description Calculator Opens the OSAS calculator Favorites Menu Fie Modes Tools Favorites Other Help c3 B s Change to Favorites lt F2 gt Command Description Change to Favorites Toggles between the Favorites and main menus See Favorites Menu on page 1 65 for more information Payroll User s Manual 1 37 OSAS Graphical Menu Introduction Other Commands Menu File Modes Tools Favorites Other Help 8 on x 2 a Calculator Execute an Operating System Command Call a PRO S Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History 1 38 Pop Up Calendar Inventory Price Calculator Command Description Calculator Opens the OSAS calculator Execute an Operating System Command Call a PRO 5 Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Allows you to enter an operating system command from within OSAS Allows you to execute a PRO S program Creates a report for
371. ted screen e Press P to save your entries and return to the previous screen e Press Gto go to a specific line then enter the earning code or use the Inquiry F2 command to select the earning code This command is available only when there is more than one page of item e Press T to edit gross and net pay e Press Cto change the current quarter e Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side Employee Deductions History Screen Use the Employee Deductions History screen to add or edit deductions information for your employees The Employee Deductions History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only Only the Month Totals screen is shown in the example the Quarter Totals screen is similar 10 36 Payroll User s Manual File Maintenance Employee History The deduction amounts listed on both the monthly and quarterly screens are updated when you post checks Employee Deductions History E 15 x Commands Edit Modes Other Scroll Commands Help ax te 26 Gk Abandon Employee ID BOU001 Bourne Linda C Code State October November December OTR 4 YTD Lo poor Uska Enterzedit E Next page er page Gi Change quarter Quarter Totals Month Totals
372. tering date ranges check number ranges codes or financial quarters or periods enter the appropriate values to use when printing the report If the screen contains options that control whether the report is printed in summary or in detail select the option you want to use Summary reports generally present only grand totals for employees while detail reports print totals for each employee If the screen contains options that control how information is sorted select the option you want to use to sort the information You can select only one sort option If the screen contains options or combo boxes that control what prints on the report select the option corresponding to the type of information you want to print You can select only one print option If the screen contains check boxes or Yes No fields that control how additional information prints on the list select the check box or enter Y in text mode to use that option when printing the list Clear the check box or enter N in text mode if you do not want to use that option Select the output device to begin printing the report See Output the Report on page 1 74 for more information After you produce the report the Payroll Reports menu appears Payroll User s Manual Earnings and Deductions Report Use the Earnings and Deductions Report function to print a detail or a summary report of employee month to date quarter to date and year to date earnings and d
373. the departments set up for your payroll application Department List 09 11 2002 Builders Supply 8 40 AM Department List WAREHOUSE Earning Earning Earning Earning Earning Earning Earning Earning Earning Earning Withholding Withholding Withholding Withholding RETAIL SALES Earning Earning Earning Earning Earning Earning Earning Earning Earning Earning Withholding Withholding Withholding Withholding Payroll User s Manual GL Account 520000 520000 520000 520000 520000 520000 520000 520000 520000 520000 520000 520000 520000 520000 510000 510000 510000 510000 510000 510000 510000 510000 510000 510000 510000 510000 510000 510000 12 13 Payroll Information List Use the Payroll Information List function to review state unemployment report setup company addresses employer bank information and degree descriptions set up through the Payroll Information function and stored in the PAINxxx Payroll Information file Payroll Information List 09 11 2002 Builders Supply 8 41 AM Payroll Information List Company Address Company Name Builders Supply Address 1157 Valley Park Drive Suite 105 Shakopee MN 55379 Bank Account Information Associates Degree Bachelor of Arts Bachelor of Science High School Diploma Master s End of Report Payroll User s Manual 12 15 Recurring Time Ticket List Use the Recurring Time Ticket List function to produce a list of
374. the employee s work phone number and extension Payroll User s Manual File Maintenance Field Supr ID Adj Hire Date Start Date Birth Date Term Date Last Review Date Next Review Date Last Check Date User Defined Labels 1 2 3 Name Work Phone Home Phone Relation E Mail Employee Description Enter the ID of the employee s supervisor or manager Enter the employee s adjusted hire date which is the date the employee actually began working for the company as opposed to when the employee accepted the job This date is used in personnel reports Enter the date of employment for the employee This date is used to calculate sick time and vacation time Enter the employee s date of birth If the employee no longer works for the company enter the date of the employee s termination Employee records that contain a termination date are deleted automatically during year end maintenance Enter the employee s last and next review dates Enter the date of the last check the employee received This field is updated when you post checks Enter information in these user definable fields if necessary You can define the prompts that appear using the USRDFxxx table see page 10 85 Enter the emergency contact information for the employee the name of the person to contact in case of an emergency the emergency contact s home and work phone numbers and the contact s relation to the empl
375. the entries you entered using the Recurring Entries function Recurring Time Ticket List 03 03 2002 Builders Supply 1 09 PM Recurring Time Ticket List By Employee Type Run Code State Local Dept Job Phase Cost Class Pieces Group Cutoff Code Code BOUOO Bourne L C SAL Salaried Wage 12 31 2001 000 BOUOO Bourne L C 1 Prs SAL Salaried Wage 12 31 2001 000 Pieces Totals SAL Salaried Wage Employee BOUOO Totals JONOO1 Jonchim M K 000 SEC REG Regular Pay 000 Pieces Totals REG Regular Pay Employee JONOO1 Totals Pieces Totals REG Regular Pay SAL Salaried Wage Grand Total End of Report Payroll User s Manual 12 17 Recurring Deductions List Use the Recurring Deductions List function to produce a list of deductions used in the Recurring Entries function and the withholdings and amounts for the deductions Recurring Deductions List 09 03 2002 Builders Supply 1 10 PM Recurring Deductions List By Employee Employee Type Group Run Cutoff Deduction Code Description BOUO0l Bourne L C Medical Ins BOUOO Totals Medical Ins Grand Total End of Report Payroll User s Manual 12 19 Tables List The Tables List function shows the number of columns column length and type and data for any or all Payroll tables Use the Tables List function to review information entered into the Payroll tables using the Tables function and stored in the PATBxxx file Tables List 08 25 2002 Builders
376. the field you are in Deletes the information on the screen Since this command can delete an entire record use it with caution Moves the cursor back to the first field on the screen or to the first field after the key field without erasing any entries or changes Copies the contents of the current field Pastes the contents you copied from a previous field into the current field Opens the OSAS calculator screen Opens the pop up calendar Use the calendar to add and review reminders for any date Displays information about the field you are in Opens your PDF file viewer so that you can view the online documentation Payroll User s Manual Introduction OSAS Graphical Functions Right Click Menu Online Documentation Proceed Start Over Field Up Field Down Abandon Delete Jump Exit The right click menu gives you quick access to commonly used commands such as those used to access help move around the function screen work with information on EIS dashboards and so on The commands that are available on the right click menu depend on the function and the field you are currently using Function Field Inquiry sj When the Inquiry button appears next to a field on a function screen you can either click the 3 button or press the F2 Inquiry key to open the inquiry screen and search for information Verification Buttons OK Abandon When you ve completed data entry on a function screen
377. the information is posted the data from the PATRxxx file is deleted to make room for the next series of entries Here is a closer look at the relationship between the PATRxxx file and other files in the Payroll system Posting Payroll Transactions When you post payroll transactions you can save the details of each transaction in the PATHxxx file It keeps a record of all transactions so that you can analyze your payroll expenses Posting payroll transactions also updates the PATPxxx file When you post payroll transactions summary information is transferred to the PADPxxx PATHxxx and PATPxxx files They store such information as the number of hours worked and pieces produced if appropriate hourly and premium wages and vacation sick leave or other out of the ordinary payroll transactions The information in the PADPxxx file is used when you print the Department Report and when you post labor expense to General Ledger The information in the PATHxxx file is used when you print the Transaction History Report The information from the PAHDxxx PAEDxxx PAEExxx PAEMxxx PAEWxxx PAHCxxx PAHExxx PAHWxxx PATHxxx PAEGxxx and PAESxxx files is used to produce for example e payroll checks e the Quarterly Employer s Tax Report e the Quarterly Withholding Report e the Sick Leave and Vacation Report Payroll User s Manual 1 15 The Payroll System Introduction e the Employee Detail List W 2 forms and magnetic media
378. thholdings Minnesota Minneapolis End of Report Payroll User s Manual Builders Supply Tax Authorities List Employee Tax Information Code Formula PCA__SWH RTN PCA__S01 RTN PFED_FWH RTN PFED_0AS RTN PFED_MED RTN PFED_EIC RTN PMN__SWH RTN PMNNOLLWH RTN Table ID STXCAS SOTCA FEDM FICA FICA EIC STXINS LTXMNO1S Employer Tax Information Code Formula PCA_ SUI PFED_EOA PFED_EME PFED_FUT PMN__SUI RIN RIN RIN RIN Table ID SUTCAx 13 7 Earning Codes List Use the Earning Codes List function to view the earning codes and descriptions stored in the PAECxxx Earning Codes file You set up earning codes using the Earning Codes function on the Codes Maintenance menu Use the list as a reference or to check your entries Earning Codes List 09 09 2002 Builders Supply 12 08 PM Earning Codes List By Earning Code Add or Replace Description 2 GL Account Multiplier Add to Base Double Time Overtime Pay Bonus Travel Exp Cash Value Commissions Rpt Tips Regular Pay Salaried Wage Sick Pay VAC Vacation Pay 202000 202000 202000 202000 202000 202000 202000 202000 202000 202000 202000 PRPs OS End of Report Payroll User s Manual 13 9 Deductions List Use the Deductions List function to view the deduction codes and descriptions stored in the PADExxx Employee Deductions file You set up deductions using the Deductions function
379. ting period post expenses to General Ledger to create accounting entries for the payroll expenses for the period If Payroll interfaces with General Ledger these entries update the GLJRxxx Journal file When you post checks at the end of a payday accounting entries for withholding tax and net pay are created To complete this transaction the gross pay amount is debited to a payroll holding account See page 6 58 for more information The Post Expense to GL function finishes the accounting entries for the period It credits the holding account and distributes the amount to various department expense accounts in the ledger Earnings DB Account in Department Record Employer Employer DB DB Account in Department Record When the general ledger entries are made the general ledger post to date amounts in the PADPxxx Department file are cleared to make way for a new accounting period Earnings CR GL Account in PAECxxx file Payroll User s Manual Employer Employer Withholding Deduction CR CR GL Expense Acctin GL Expense Acct in PAWIxxx file PADDxxx file Post Expense to GL Periodic Processing Before You Post If you have a multiuser system make sure that no one else is using the Payroll system before you post expenses to General Ledger Other users cannot access the PADPxxx file in Payroll and if Payroll interfaces with General Ledger other users cannot access the G
380. ting processing for the previous year After you have produced your W 2s and backed up your files you can use the Close Last Year function to delete last year files and to make room for next year s entries Note After you delete last year files you cannot produce W 2s unless you have backed up your files Payroll User s Manual 1 17 The Payroll System Introduction Application Interaction Payroll can be used as a standalone application but you can get optimal use from it when you interface it with other applications Direct Deposit Een Bank Reconciliation General Ledger Job Cost Interfacing applications means that the information you enter in one application can be transferred to and used in other applications reducing data entry time and the number of errors that might creep in along the way 1 18 Payroll User s Manual Payroll with Direct Deposit The Direct Deposit application is an add on to the Payroll application that you can purchase separately through your value added reseller Direct Deposit adds enhancements to Payroll functions and also adds new functions to help you set up and maintain an automatic method of depositing employee paychecks directly into employees bank accounts You can distribute an employee s pay among as many as six accounts The Direct Deposit application is an optional application that only adds functionality to support employee direct deposits it d
381. tion The tax table the TABLE2 function goes to is specified in the Tax Authority Setup function For example you set up withholding SUI for the state of Minnesota The withholding has a formula assigned to it and refers to tax table SUTMN In the formula you use the command TABLE2 1 2 RETVAL The system returns the value found in the first row and second column of the tax table You can also use variables in table lookups You can for example use a variable calculated in a previous line to specify a location in a tax table for example TABLE2 1 LI002 2 RETVAL You can use only one table lookup for a formula line Payroll User s Manual Conditionals About Formulas You can use the IF x TH y EL z function If Then Else to evaluate formulas conditionally Formula Maintenance Eic o x Commands Edt Modes Other Scroll Commands Help 2x re mal g GK Abandon Formula lD PMN__SULRTN af Description 5 Factor 1 Factor 2 0 0000 Factor 3 0 0000 Factor 4 Factor 5 0 0000 Factor 6 0 0000 Variable Formula TABLE2 1 1 RETVAL zj TABLE2 1 2RETVAL 4 TAXEARN YTDEARNINGS al IF LIQO2 gt LI003 T H LIOO3 EL LIO02 LIOO4 LI001 100 LIOOS YTDWITHHOLDINGS IF LIOOG gt TAXEARNJTHITAXE ARNJELILIOOG IF LIOO lt OJTHIOJELILIOO y zj Formula Line 004 of 008 Enter edit Append Goto Header Create Program Company H 09 17 2000 Termi
382. tion 3 33 Time Card Entry 5 15 Time Ticket Journal function 5 19 sample 5 20 time tickets 3 12 3 18 5 19 5 25 10 51 for salaried employees B 3 record of 7 9 reentering 6 37 reversing incorrect 5 4 tips 9 14 10 32 11 10 11 13 11 14 FICA 10 33 toggle between halves of reports 1 78 tool button Access Code 1 36 Application Information 1 39 Calculator 1 37 1 56 change to from Favorites 1 37 Copy 1 56 Delete 1 56 Help 1 39 1 56 Payroll User s Manual Maintenance 1 56 MS DOS prompt 1 40 Online Documentation 1 56 Paste 1 56 Pop Up Calendar 1 56 PRO 5 Command 1 40 Start Over 1 56 Workstation Date 1 36 toolbar function screen toolbar 1 56 graphical menus 1 39 transaction history 3 11 3 22 3 23 3 24 5 25 Transaction History Report 3 11 function 7 9 sample 11 21 transmitting ACH file 1 22 transmitting direct deposit file B 5 U Undo function key 1 51 1 64 pull down menu command 1 51 unemployment insurance 3 16 Up Arrow inquiry command 1 61 report command 1 78 scroll region command 1 54 1 63 user s manual conventions 1 25 user defined labels 10 84 USRDDxxx table 3 13 3 14 8 15 10 73 10 84 USRDFxxx table 3 13 3 14 10 73 10 85 V vacation accruals 3 11 6 14 6 25 6 27 7 15 9 43 10 7 10 11 10 86 leave 10 45 time deleting 9 52 Vacation and Sick Leave Report function 6 27 sample 6 28 VACccxxx table 3 13 3 14 10 73 10 86 verificati
383. tion in the Payroll Transactions function Before You Begin Before you void a check post the checks that you created through the Calculate Checks function or that you entered through the Manual Checks function Payroll User s Manual 6 37 Void Checks Payday Work Void Checks Screen Select Void Checks from the Payday Work menu The Void Checks screen appears Void Checks E loj xj Commands Edit Modes Other Help 2xe Bea mal g OK _Abandon Employee ID BOUOO1 aj Post To Current Fiscal Year Check Number 1089 9 Last Fiscal Year Bank Account FNBOOT aj Post to Payroll Tax Month 9 September GL Period E Do you want to create copies of the transactions in the Transaction File M Company H 09 16 2002 Terminal T000 OVR Inquiry 1 Enter the ID of the employee for which you want to void a check Inquiry 2 Enter the check number you want to void Inquiry 3 If Payroll interfaces with Bank Reconciliation enter the bank account to which the check was posted This field appears only if Payroll interfaces with Bank Reconciliation 4 The current period appears Press Enter to accept the current period or enter a different GL period to which you want the resulting journal entries posted 5 If last year files exist in General Ledger select the fiscal year to which you want to post 6 38 Payroll User s Manual Payday Work Void Checks 6 Enter the payroll tax month to which you w
384. tment ID or enter a different department ID The department name appears If Payroll interfaces with Job Cost press Enter to accept the current job ID or enter a different job ID If Payroll interfaces with Job Cost press Enter to accept the current phase ID or enter a different phase ID If Payroll interfaces with Job Cost press Enter to accept the current cost code or enter a different cost code Press Enter to accept the employee s current labor class or enter a different labor class If you want to produce multiple paychecks for the employee enter the recurring entries for the first paycheck under sequence number 0 Then enter the recurring entries for the second paycheck under sequence number 1 and so on Enter a description of the entry Press Enter to accept the current run code or enter a different run code Press Enter to accept the current cutoff date or enter a different cutoff date 10 67 Recurring Entries File Maintenance Field Description Inquiry Earn Code If you are entering a recurring time ticket press Enter Maint Deduction to accept the employee s current earning code or enter a different earning code If you are entering a recurring deduction enter the deduction code Hours Press Enter to accept the current number of hours the employee worked or that the deduction is based on or enter a different number of hours Rate If you are entering a recurring time ticket pre
385. to date balances in reported earnings or tax withholdings you must change the balances to zero through the Employees function page 10 3 Print W 2s for the employee before you delete the record Records of terminated employees are deleted automatically during year end processing Cannot find last year files for this company You must run the year end maintenance function There are no last year data files for the company Press Enter to return to the main menu Then do periodic maintenance page 9 49 Cannot find table name table Cannot find table name tax table The system cannot find the table shown in this message Use the Tables page 10 73 or the Tax Tables page 10 89 function to set up the tables Check has already been voided from Bank Reconciliation Cannot void If you have not posted you can remove the voided check from Bank Reconciliation Check history is not implemented You cannot print the Check History Register or use the Void Checks function because you did not elect to save check history in the Resource Manager Options and Interfaces function the file contains no history Use the Options and Interfaces function to elect to save check history A 2 Payroll User s Manual System Messages Check was not found in BRTRx file Cannot void If Payroll interfaces with Bank Reconciliation the check you want to void must be in the BRTRx Transactions file before it can be voided Checks file i
386. tructure of other OSAS applications Functions appear roughly in order of use Codes Maintenance Use the functions on the Codes Maintenance menu to set up such codes for your payroll system as earning codes deductions and withholdings File Maintenance Use the functions on the File Maintenance menu to set up and maintain information about your employees For example use the Employees function to establish and update information about your employees Employee Inquiry Use the functions on the Employee Inquiry menu to view but not change information about employees If you are running OSAS through a multiuser network several people can look up the same information at the same time Payroll User s Manual 1 7 The Payroll System Introduction 1 8 Daily Work Once you establish the employee records using the functions on the File Maintenance and Codes Maintenance menus you can use the functions on the Daily Work menu to enter transactions for your employees The kind of entries you make depends on how your employees are paid whether the employee is paid by the hour or piece or whether the employee is salaried You might not use these functions every day if your employees are paid monthly for example you might enter transaction information only once a month After you enter transactions you can edit and review them Then post the transactions so that you can produce paychecks Payday Work Use the functions on the P
387. u are using Some of these commands are not available for every function when a command is available a flag appears at the bottom of the screen 1 44 Payroll User s Manual Introduction OSAS Text Functions To access a command press the corresponding key If you re working with a keyboard that lacks function keys labeled with an F followed by a number or if you re working with an emulator in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Command Alternate Key Key Description Enter Moves the cursor to the next field and accepts the data entered or access a line for editing Esc Opens a window listing available commands for the screen Ins Toggles between insert and overwrite modes for entry When the Ins flag appears the characters you enter push other characters in the field to the right If there is no Ins flag the characters you enter overwrite other characters in the field PgUp Moves back to the first field on the screen or the first field after the key field without erasing any entries PgDn Approves the data on the screen updates the data file accordingly and proceeds to the next field or section Tab Moves the cursor to the next block or field that requires an entry Up Down Moves the cursor up or down through the fields arrow F1 Help Esc H Opens the help description for the current field Payroll User s Manual
388. u do not want to calculate checks select No or enter N in text mode to exit to the Payday Work menu If you want to calculate checks again erasing the checks that are on file select Yes or enter Y in text mode Field Payroll Number Quarter Group Code 0 9 Period End Date on Checks GL Period 1 13 Payroll User s Manual Description The payroll number from the PACTLxxx table appears The quarter from the PACTLxxx table appears Enter group codes 0 9 The codes you enter determine which employees are paid The codes are compared to the group code for each employee in the PAEGxxx Employee General Information file You cannot add a check for an employee who is not in an included group code If you elect to include salary wages in this check run salaried employees with the group code you enter are paid their salary amount less deductions and taxes Hourly employees with the group code you enter are paid according to the earnings accumulated in the PATPxxx file from transactions entered less deductions and taxes Enter the date the pay period ends The system uses this date and the period beginning date you enter for each group code and checks each employee s start and termination dates in the employee records to verify employment during the pay period Enter the date you want to print on the checks The General Ledger period is used when you post checks The totals for the checks produced are post
389. u must use the Set Up State Unemployment Reports option in the Payroll Information function to define this report before you can print it If a state uses SUI or SDI employee withholding retrieve that information from the Quarterly Withholding Report Quarterly State Unemployment Report Screen Select Quarterly State Unemployment Report from the Periodic Processing system The Quarterly State Unemployment Report screen appears Quarterly State Unemployment Report 7 Ale xj Commands Edit Modes Other Help 2xe sa mal OK Abandon Pick EmployeeID From BOU001 aj Thu 5T0001 aj State From aj Thru 3 Company Name Builders Supply Address 1157 Yalley Park Drive Suite 105 Shakopee MN 55379 Quarter 3 Quarter Ending Date 09 30 2002 Company H 09 17 2002 Terminal TODO OVR Payroll User s Manual 9 21 Quarterly State Unemployment Report Periodic Processing Inquiry Inquiry 9 22 Enter the range of employees you want to include in the report Enter the range of states you want to include in the report If you enter a range of states a report is printed for each state The company name and address and the current quarter appear Enter the quarter for which you want to print the report The workstation date appears Press Enter to print this date on the report or enter a different date If you want the report to include employees with zero earnings select the box or enter Y in text mode if not cle
390. u want to work with or use the Exit F7 command to return to the Codes Maintenance menu Payroll User s Manual 11 15 Deductions Use the Deductions function to set up change or delete deductions from the Payroll system Deductions are assigned codes which can then be referenced when you set up employees using the Employees function You can set up 999 deduction codes Changes you make here update the PADDxxx Deductions and PADXxxx Deduction Exclusion files Deductions Screen Select Deductions from the Codes Maintenance menu The Deductions screen appears Piles Commands Edit Modes Other Scroll Commands Help 2xe rel ama g OK Abandon Deduction Codes No Description Empl Liability Acct Acer Ded Acct DefComp Cale On 1 Medical Ins a Ml Gross Pay z 2 Dental Ins m m Gross Pay El 3 United Way m m Gross Pay aj 4 Credit Union r F Gross Pay m m Gross Pay m Vv Gross Pay 7 IRA Plan mj F Gross Pay 8 Parking mj Oo Gross Pay 9 Cash Advance Oo Oo Gross Pay 10 Stock Plan O O Gross Pay 11 Uniform Oo Oo Gross Pay m T Y m m 3 m m zj Deduction 001 of 011 Enter edit Append Goto Formula Exclude Earn Copy Deduct Company H 03 09 2002 Terminal TODO OVA Use the commands to work with the information on the screen e Press Enter to edit a deduction code See Editing or Adding a Line Item on page 11 18 fo
391. uchers Screen Print Direct Deposit Youchers J El mj x Commands Edit Modes Other Help 2xe be mal g OK Abandon Payroll Number 000054 Quarter 3 Group Code 1 Period End 09 15 2002 Date on Checks 09 15 2002 GL Period 9 First Voucher Number 9901 If Restart Last Good Form Number Voucher Printing Order Employee ID pa Print Remaining Leave Vacation Company H 09 18 2002 Terminal T000 OVR The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions 1 The next unused voucher number appears Press Enter to use it or enter a different voucher number Payroll User s Manual 6 33 Print Direct Deposit Vouchers Payday Work 6 34 2 If you have problems when you print vouchers you must restart the Print Direct Deposit Vouchers function To reprint vouchers that did not printed correctly enter the number of the last voucher that printed correctly 3 Select the order in which you want the vouchers to print by Employee ID Check Location or Department 4 Select the kind of remaining leave you want the vouchers to include Vacation Sick Both or None 5 Select the output device If you select Printer as your output device place the correct forms in the printer Whether the company name and address print on the checks depends on your selection in the Resource Manager Options and Inte
392. unting Software PEA When you select an application the application s menu which presents several related functions is superimposed over the main menu Selecting a function leads you to a function screen or to another menu You can select applications from the main menu in these ways e Use the arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it e Press the first letter of the application you want to use The cursor jumps to the first application beginning with the letter Continue to press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted press PgDn or Enter to select it Payroll User s Manual 1 29 OSAS Text Menu Introduction e Position the mouse cursor over the application and click The application briefly highlights and switches to the application screen e To jump to the first application on the menu press Home To jump to the last application on the menu press End To select a function from an application menu select your choices the same way you do on the main menu with one exception you can press PgDn only when an option leads to another menu You must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately above it If you are several menu levels away from the main menu you can return to the main menu by pressin
393. upgraded the software you must set up the system Follow the setup procedures carefully the choices you make determine how the system operates To properly set up the Payroll system you need to gather and organize your payroll data You need the following information e your payroll department procedures e payroll records for each employee e federal state and local tax publications e the Payroll State Tax Routines media e a chart of accounts for your business e alist of the deductions you use e alist of the other pay types bonuses tips and so on you use Codes and IDs When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent spaces A 0 SSS 1 BENENNEN Z a SSS 01 E 000000 000001 1 Payroll User s Manual 3 3 Setup Considerations Setup The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space e Items that make up a code are always listed alphabetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase lette
394. use the group code to identify the employees you want to pay Common practice is to use a unique group code for each pay cycle weekly biweekly semimonthly and so on Enter the code that identifies the check processing group to which the employee belongs Enter the number of times the employee is paid during the year This number is used when taxes are calculated during check calculation 10 9 Employee File Maintenance Inquiry Maint 10 10 Field Check Location Earning Code Salary Hourly Rate Description Enter the check location for the employee This information is used as a sort option when you print checks Enter the default earning code for the employee The earning code you enter here appears in the Earning Code field when you enter a time ticket for the employee For a salaried employee this code is used to create the earnings entry when you calculate checks If the employee is paid a salary enter the salary he or she receives each pay period You must enter a salary for salaried employees to ensure correct calculations Enter the employee s hourly pay rate You can override the rate when you enter time tickets The hourly rate is used to calculate pay for hourly employees calculate amounts allocated to other departments for salaried employees place dollar values on sick and vacation time for salaried employees allocate labor expense to a job if Job Cost is interfaced and cal
395. uthority codes or L to work with local tax authority codes Payroll User s Manual 11 23 Withholdings Codes Maintenance 2 If you entered S in the Tax Authority field the State Code field becomes available Enter the state code you want to set up or adjust The state code must be defined in the Tax Authority Setup function see page 11 5 before you set up the state locality withholding 3 If you entered L in the Tax Authority field both the State Code and Local Code fields become available Enter the state code then enter the local code you want to set up or adjust Local codes must be defined in the Tax Authority Setup function before you set up the state locality withholding In employee records code 00 means that there is no local tax 4 Enter one of the taxation codes displayed at the bottom of the screen in the Withholding Code field The kind of tax code you can enter depends on whether you are working with the federal state or local tax authority These codes are reserved by the system and should not be modified in the Tax Authority Setup function EIC Earned Income Credit EOA Employer OASDI EME Employer Medicare FUT FUTA FWH Federal Withholding MED Medicare OAS OASDI Withholding SUI Employer State Unemployment Insurance SWH State Withholding LWH Local Withholding 5 The description of the withholding code you selected appears Edit it if necessary Inquiry 6 Enter the account number of the liab
396. ware applications to use to open attached documents See the Resource Manager User s Manual for more information The Documents screen appears after you access the Documents command The Employee Documents screen is shown below as an example Employee Documents E 2151 x Commands Edit Modes Other Scroll Commands Help 2xe re ma g OK Abandon 2 Boure Linda C Employee ID BOU00I Document Name ID doc Lo bb bt Lia Jada a Line No 001 of 003 Header First Last Next Prev View Open Document Goto Company H 10 08 2002 Terminal TODO OVR Payroll User s Manual 1 71 Information Menu Introduction Enter the ID for which you want to view attached documents The Inquiry F2 command is available e Use these commands to view document information open an attached document Press H to return to the header section to select a new ID e Press F to view documents attached to the first ID on record e Press Lto view documents attached to the last ID on record e Press N to view documents attached to the next ID on record e Press P to view documents attached to the previous ID on record e Press V to view document information The View Documents screen appears and lists the file name directory path and description of the attached document Press any key to return to the Documents screen e Press O to open the
397. worked with appears Accept the default date or enter a different date 2 The current terminal ID appears in the Reference field Edit this reference if necessary 3 Enter or edit the comment then press Enter to save the comment record Payroll User s Manual 10 25 Employee File Maintenance User Defined Fields Screen If you elected to add or change user defined field information the User Defined Fields screen appears 2 User Defined Fields loj xj Commands Edit Modes Other Help 2x2 Bee ma amp OK Abandon Employee ID BOU001 Bourne Linda C IV Last COLA 01 29 2000 Training Done Vv Orientation Vv Diversity Vv Conflict Mgmt Vv Citizenship Jus Visa Exp Date Company H 02 10 2003 Terminal TODO OVR Enter the appropriate information for each user defined field you set up using the Resource Manager User Defined Fields Setup function See the Resource Manager User s Guide for more information on setting up user defined fields When you save the entries using the Proceed OK command the next screen you selected appears If you did not select another screen the Employee selection screen appears 10 26 Payroll User s Manual File Maintenance Employee Documents Screen If you elected to add or edit employee documents the Documents screen appears Use the screen to attach documents to the employee record Note You must set up file types in Resource M
398. x Commands Edit Modes Other Help 2xe Bea mal g OK Abandon Employee ID From BOU001 ET Thu STO001 ET Transaction Date From 09 01 2002 Thu 09 15 2002 Print by Transaction Date Employee C Department Group Code Company H 09 11 2002 Terminal TODO OVA 1 Enter the range of employees you want to include in the journal 2 Enter the range of transaction dates to include in the journal Use this option to isolate groups of transactions when printing the journal Payroll User s Manual 5 21 Miscellaneous Deductions Journal Daily Work 3 Select the order in which you want to organize the journal 4 Select the output device to begin printing the report See Output the Report on page 1 74 for more information After the journal is produced the Daily Work menu appears Miscellaneous Deductions Journal 09 11 2002 Builders Supply 1 08 PM Miscellaneous Deductions Journal By Employee Enployee 5 Deduction Code Description 09 11 2002 500 001 Medical Ins Emp BOUO0O1 Totals 001 Medical Ins Grand Total End of Report 5 22 Payroll User s Manual Copy Recurring Entries Use the Copy Recurring Entries function to copy recurring time tickets Copy Recurring Entries Screen Select Copy Recurring Entries from the Daily Work menu The Copy Recurring Entries screen appears 2x Copy Recurring Entries F 5 xj Commands Edit Modes Other Help 2xre ha mal g OK Abandon
399. x Payroll Information PADPxxx Department and PAEHxxx Employee History files do not enter QTD and YTD information set the system date to the beginning of the fiscal year and begin entering payroll transactions in sequence Post transactions at the end of each day Then reset the system date and enter the next day s transactions When you reach the end of a payroll period calculate checks and post expenses to General Ledger For information see chapter 1 When you post checks you must select the tax month Do quarter end maintenance as necessary and continue processing transactions and printing reports until you are up to the current pay period This method produces the most accurate history and the most thorough audit trail but it is practical only if payroll records are small or if it is early in the year Entering Initial Balances You can enter initial balances in one of two ways by entering payroll transactions or by entering manual checks Entering Payroll Transactions First verify that you have set up the options you want in the Resource Manager Options and Interfaces function Then follow these steps to enter your initial balances based on payroll transactions 1 Use the Payroll Transactions function page 5 3 to enter transactions for the first pay period Payroll User s Manual Setup Setup Functions 10 11 12 13 Print the Time Ticket Journal page 5 19 and the Miscel
400. xt mode to view any employee comments or documents See Employee Comments Screen on page 10 24 and Documents Screen on page 10 27 for more information 5 When you finish viewing the information press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employee Inquiry menu View Transaction Screen 4 22 The View Transaction screen appears when you select a transactions and press V or click View The screen lists detailed tax employee and amount information about the selected transaction Jal Commands Edt Modes Other Help 3 X te alan g x Abandon Tax Group MN Date 0970172000 Dept 500 EXECUTIVE Job Phase Cost Code Class Prs President Note Eam Code VAC Vacation Pay Hours 8 500 Rate 000 Amount 262 00 Pieces 0 Voided im Press Any Key Payroll User s Manual Check History Use the Check History function to view an employee s check history for each quarter and for the year Check History Screen Select Check History from the Employee Inquiry menu The Check History screen appears 4 Check History BBE dt Modes Other ScrollCommands Help p a 20 Ok Abandon Employee ID BOUOO1 3 Bourne Linda C Start Date Check No Check Date Hours Worked Gross Pay Net Pay 0001073 1070172000 76 4575 33 0001041 03 31 1999 7500 00 4435 27 2 0001033 02 28 1999 7500 00 4435 27 a
401. xt mode to include salary wages in the calculation for the group codes entered clear the box or enter N in text mode to exclude the wages Only time ticket and miscellaneous payroll information is processed so you can process bonus checks without processing the salary wage Payroll User s Manual Payday Work Calculate Checks Field Description Calculate Vacation This field appears if you elected to use this option in Sick Accruals the Resource Manager Options and Interfaces function If you want the system to calculate vacation and sick accruals select the box or enter Y in text mode if not clear the box or enter N in text mode Select the output device to print the Calculate Checks Log See Output the Report on page 1 74 for more information After the calculation completes and the log prints the Payday Work menu appears Calculate Checks Log 09 11 2002 Builders Supply 3 15 PM Calculate Checks Group Codes 12 3 Period End 08 31 2002 Date on Checks 09 01 2002 GL Period 3 Grp Period Beg Pd Code Grp Period Beg Pd Code l 08 15 2002 1 2 08 15 2002 1 3 08 15 2002 4 Calculate Checks Totals REG Regular Pay SAL Salaried Wage Gross Pay Net Pay Checks Number of Employees Number of Checks Number of Vouchers End of Report Payroll User s Manual 6 7 Manual Checks Use the Manual Checks function when you want to produce payroll checks outside the normal payroll cycle For example if
402. y Job Maint Inquiry Phase Maint Inquiry Cost Code Maint Inquiry Class Maint Sequence No Payroll User s Manual Payroll Transactions Description Press Enter to use the current department code or enter a different code If you enter a department code that is different from the employee s default department it used to update the employer tax information in the PADPxxx Department file depending on which option you selected in the Resource Manager Options and Interfaces function Enter the job ID to which you want to charge the time and amount The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost If you entered a job ID for this entry enter the phase ID to which you want to charge the time and amount if any The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost If Payroll interfaces with Job Cost and you entered a job ID for this entry enter the cost code for the job The Inquiry F2 and Maintenance F6 commands are available if Payroll is interfaced with Job Cost Press Enter to accept the employee s current labor class or enter a different class for the time ticket Use the Maintenance F6 command to enter the Labor Classes function to edit labor classes If you want to produce multiple checks for an employee enter all the transactions for the first paycheck under sequence number 0 Then
403. yee Comments Screen on page 10 24 and Documents Screen on page 10 27 for more information 5 When you finish viewing information press E to clear the screen and return to the Employee ID field Enter a new employee ID for which to view information or use the Exit F7 command to return to the Employee Inquiry menu 4 24 Payroll User s Manual Employee Inquiry Check History Check History Earnings Screen The Check History Earnings screen appears when you use the appropriate command on the Check History Inquiry Check History Deductions or Check History Withholdings screen to view earning information for the selected entry A Check History Earnings Commands Edit Modes Other Scroll Commands Help 2X t aelmal OK Abandon Employee ID BOU001 Bourne Linda C Start Date CheckNo 0001073 Eam Code Description Tax Group Class Hours Amount Dept Job Phase Cost Code Rate Regular Pay MN 000 7238 00 zj 500 000 El Wacation Pay MN 8 500 262 00 al 500 000 Cash Value MN 000 133 82 500 000 y Y El Eaming 001 of 003 Done dEductions withholdings Field Descriptions Field Earn Code Description Dept Job Phase Tax Group Cost Code Hours Rate Amount Payroll User s Manual Company H 06 02 2000 Terminal T000 OVA Description The employee s earning code appears The earning
404. yee record 3 20 10 3 employee s pay rate 10 10 factors 10 14 manual checks 6 11 scheduled deductions 10 13 tables 10 74 withholding information 10 29 changing companies graphical menus 1 42 check 3 18 alignment 3 9 calculation 6 3 forms 3 11 history 3 11 3 22 3 23 7 13 7 17 printing 3 19 recalculating B 4 voiding 3 11 B 3 Check History Register 1 23 3 11 7 13 sample 7 14 Check Register function 6 43 sample 6 44 checks printing on forms 3 32 Checks file 1 20 Checks Log printing 6 30 sample 6 31 Circular E 10 18 10 33 click defined 1 25 Payroll User s Manual Close Last Year function 9 53 codes establishing a format 3 4 setting up 3 3 sorting 3 3 Codes Maintenance 1 7 Command Help pull down menu command 1 53 commands in field editing 1 63 report 1 78 scroll region 1 63 comments adding 1 70 editing 1 70 viewing 1 68 commission 11 13 companies changing 1 42 company access codes for 3 27 deductions setting up 3 7 Company Address 3 19 10 57 10 60 company name on checks option 3 32 company parameter 1 4 company specific table 10 74 conditionals C 5 C 7 conventions report 1 73 user s manual 1 25 conversion allocating QTD figures to MTD fields 2 9 before converting 2 7 2 8 set up table PASOCNVT 2 8 setup considerations 2 7 converting to OSAS version 6 1 2 12 Copy function key 1 51 1 64 pull down menu command 1 51 tool button 1 56
405. yees Generate the Direct Deposit file Send or transmit the file to your bank Produce the Paycheck Received Report Post checks Produce the Check History Register SOV NND Calculate Checks and Manual Checks When you have finished posting payroll transactions use the Calculate Checks or the Manual Checks function to create check information before you print checks or vouchers When you use the Calculate Checks function you can have the system calculate direct deposit transactions at the same time When you use the Manual Checks function you can choose to create an employee voucher Print Vouchers After you have calculated checks or created manual checks use the Print Direct Deposit Vouchers function to produce vouchers for employees whose pay is directly deposited Payroll User s Manual 1 21 Payroll with Direct Deposit Introduction Generate and Transmit Direct Deposit File Use the Create Direct Deposit File function to generate the ACH Automated Clearing House file you will send to the bank Contact your company s bank to determine whether the file should be transmitted by modem or on a diskette Back up this file on a diskette each time you process your payroll and keep a copy of the ACH File Report Batching You can process multiple payrolls in a pay period for transmittal to the bank on the same day Banks refer to this process as batching Each direct deposit file you transmit must have a unique batch num
406. yees and enter miscellaneous earnings and deductions that appear on employee payroll checks If Payroll interfaces with Job Cost the JOHIxxx Detail History JOBSxxx Jobs and JOCDxxx Cost Codes Detail files are updated when you post You cannot use the Payroll Transactions function if you are working with last year files How you use the Payroll Transactions function depends on whether employees are hourly or salaried and whether you enter a time ticket or make a miscellaneous payroll entry Hourly employees are paid according to the time ticket data you enter Hour dollar and piece data are distributed to the department you specify and to the job and or phase you specify if Payroll interfaces with Job Cost Salaried employees are paid according to the salary you entered in the PAEGxxx Employee General Information file not according to the time you enter in the Payroll Transactions function but you must use this function to enter payroll transactions for salaried employees for other types of pay such as bonuses overtime and double time other deductions and vacation and sick pay Salaries can be allocated to different departments by entering time tickets The system keeps track of the employee s posted and unposted dollar amounts You cannot exceed an employee s salary with time tickets if you elected to replace wages for salaried employees in the Earning Types function If no time tickets are entered all expenses go to t
407. yees fixed withholding amount is zero LIO13 is equal to the value of LI012 If the value of LIO13 is less than zero the value of LIO14 is zero Otherwise the value of LIO14 is equal to LI013 The result of the entire formula is the result of its last line In this case the result is based on a conditional If the number of federal exemptions is 99 the result of the formula is zero if not the result of the formula is equal to LI014 Payroll User s Manual About Formulas State Unemployment Insurance When you establish state tax authorities in the Tax Authority Setup function you specify both the formula ID and tax table ID associated with the withholding code The Minnesota state employer side unemployment withholding formula PMN__SUI RTN uses tax table SUTMN ix Commands Edit Modes Other Help 2xe re ma g OK_ Abandon Table ID SUTMN Description Minnesota State Unemployment Employer Number of Cols 2 Column Length J 12 Type E X ooo 0o00 000 000 000 000 000 000 000000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 ooo 000 ooo 000 Company H 09 17 2000 Terminal T000 OVR Payroll User s Manual C 11 About Formulas The following formula is used to calculate Minnesota state employer side unemployment withholding taxes
408. you can either click OK or press PgDn to proceed to the next screen or to save your entries Click Abandon or press F5 to abandon entries Payroll User s Manual 1 57 Menu and Function Commands OSAS lets you navigate around the main menu and function screens in a variety of ways This section describes the commands that are available when you access a specific command For example accessing the Help command makes the Maintenance and Exit commands available while you are in that function This section also describes how to navigate within scroll regions and fields while you work with OSAS functions Help Commands When you use the Help F1 command you can use these commands Key F3 Delete F6 Maintenance F7 Exit Payroll User s Manual Operation Deletes the help screen content To recover a deleted screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens In graphical mode you must first press F6 to enter the help content s edit screen before you can press F3 Edits a help screen Exits the help screen and closes the window 1 59 Menu and Function Commands Introduction Inquiry Commands When the Inquiry button 4 appears next to a field or the Inquiry flag appears in the lower right corner of the screen the Inquiry command is available Click the button or press F2 t
409. you use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly e Use descriptive IDs For example SALESO1 and MKTGO1 are more descriptive IDs than 000001 and 000002 However if you already use a numbered system you might want to stick with it e Ifyou want to sort items by a particular attribute name or group put the attribute in the ID For example to organize employees by their last names put the first characters of the last name in the employee ID e To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of AND001 and ANDOOS leaves room for three IDs in between Payroll User s Manual 3 5 Setup Checklist Follow the steps below to set up the Payroll system Following the order of the steps should save you from repeating your work Each step is explained in this section 1 Set up the options and interfaces 2 Set up earning types PAETxxx file 3 Set up earning codes PAECxxx file 4 Set up tables PATBxxx file 5 Set up tax tables PATXxxx file 6 Set up withholding codes for tax authorities PACO file 7 Set up withholdings PAWIxxx file and tax groups PATGxxx file 8 Set up company deductions PADDxxx file 9 If necessary use the Formula Maintenance function to add formulas to the PAFMHDR Formula Defin
410. your entries and begin maintenance processing When the procedure finishes the Periodic Processing menu appears Payroll User s Manual Close Last Year After you have performed year end maintenance and completed all processing on last year s files for example printing W 2s use the Close Last Year function to delete last year s files You cannot use the Close Last Year function if you are currently working with prior year files Before You Begin Before you close last year s files print W 2s and back up your data files Once you delete last year s files you cannot reprint W 2s for that year unless you have a backup copy Payroll User s Manual 9 53 Close Last Year Periodic Processing Close Last Year Screen Select Close Last Year from the Periodic Processing menu The Close Last Year screen appears ixi Commands Edit Modes Other Help 2xe re ma g OK_ Abandon Have You Printed W2s Backed Up Your Data Files Vv Company H 09 17 2000 Terminal T000 OVR If you have printed W 2s and backed up your data files see Before You Begin on page 9 50 select the box or enter Y in text mode if not clear the box or enter N in text mode If you have not backed up your files use the Exit F7 command to exit to the menu and do so before closing Use the Proceed OK command to begin purge processing When the purge finishes the Periodic Pr
411. yroll User s Manual Employer s Liability Report Federal and state authorities may require your company to make a deposit based on the amounts calculated for employer taxes The deposits may be required after each pay period or at the end of every quarter The Employer s Liability Report is a summary of the employer payroll liability amounts for one pay period The Quarterly Employer s Tax Report summarizes the liabilities for one quarter The Employer s Liability Report shows the employer s liability for taxes OASDI Medicare SUI and FUTA based on taxable earnings for the pay period The totals in the report are the actual liability Check them against the approximate totals in the Employer s Tax Report Employer s Liability Report Screen Select Employer s Liability Report from the Payday Reports and Posting submenu The Employer s Liability Report screen appears Employer s Liability Report u la x Commands Edit Modes Other Help 2xe pe mnl g OK Abandon Payroll Number 000054 Quarter 3 Group Code 1 Period End 09 15 2002 Date on Checks 09 15 2002 GL Period 09 Print Other Employer Taxes Company H 09 16 2002 Terminal TODO OVR Payroll User s Manual 6 51 Employer s Liability Report Payday Work The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions

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