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1. cccccosscccsscccccscccsccccsccccssscccsccccsccccsccccsccccscsccsscccseccess 209 Computer Rege MeN e ea a E o ei ci cncs aaa 209 SELECT OR iar he sas ea baradeina E ta ata ech a Shai SCR a da E rst ea Ee ata 209 PGE OGIO atada ai taa ita 210 EDIT POR MAT INFORMATION ora 211 AT A ae a rR re IN 212 CREATE TRANSMISSION ATEN oo 212 CHAPTER 14 BANK RECONCILIATION nccace oiceccacwadsvessicdeccuzcecdicsescusteussccedseesadesasescdedensvesteseceseseassecveeuseseesscessccdaseuceds 214 Features of the Bank Reconciliation Module adios an a bandied rane ana mena 214 BASIC STEPS TOs OL OW arao thentor esti t ace ie sathnt asi arilagd Sesetr ica A 214 INSTALLING THE MODULE a AA ose aa meade en eae 215 To Install the Bank Reconciliation module ui di NA AAN lever veces 215 RUNNING THE VOTES NAAA A Ee on Reet oe Pena 216 SS POULIN AMIN Sie aiatuasccret eaten ee ancien vata ena ance Snel outta ential aestaeoth ect eisehat eae cee atn cate cceoua te ah geaescvatog aaelan ceweee etna eons 216 To Select a Bank Re CONCA IO EMS AAA AA tar aie Slt AA A AAA AAA ele Ge ise AE AN 216 Addins and Deletino Bank Rec nciliati n Elevar a ai E AA 216 To Cha se the Name ora Bank Reconciliation File seenior drata T AR E ETTER de nndea saad s 216 EEE NI N U neee eat non ie mn ene ten Ree rane em are or ADR ER a RTA a Se Ce Re 217 SEE GC TING RAYROLES ve tie oceans asses tow teres a Stas Pe ena vc ane cae eed O E O 217 Toselecta pa tol tor inports satan dla dido dai r
2. Foruse with GrandMaster lor 16 CANPAY SOFTWARE INC LICENSE AGREEMENT This License Agreement is an agreement between you the Customer and CanPay Software Inc CanPay It governs your use of the software the Software supplied to you by CanPay and related documentation By downloading installing or otherwise using the Software you agree to be legally bound by the terms of this License Agreement THIS AGREEMENT SUPERSEDES ANY PRIOR VERSION LICENSE AND GOVERNS YOUR USE OF THE SOFTWARE LICENCE AND RESTRICTIONS CanPay grants the Customer the right to install the software and related documentation onto a single computer for personal and or business use The Customer may not Sublicense the Software Reverse engineer decompile or disassemble the Software Use the Software for any undesirable or illegal activities Make copies of the Software other than for back up purposes and the Customer may not use the back up copies other than as a replacement for the original copy The Customer must include on the back up copies all copyright and other notices included on the Software The Customer may not use copy modify sell transfer or disclose any part of the Software except as provided in this Agreement OWNERSHIP AND COPYRIGHT OF MATERIALS Except for the license expressly granted hereunder CanPay retains all rights title and interests in and to the Software and all copies thereof The Software is copyrighted and
3. To assign an earning to a specific box Choose an earning from the list on the left choose a box from the list on the right then choose the Select button You can perform this same action by double clicking a Box option from the list on the right Setup Deductions lt F6 gt This button allows you to specify in which T4 box your deductions will appear Optionally you may enter a registration number for each deduction which will be printed on the T4 When you choose this button the following dialog box appears Year End Processing Deductions Deduction T4 Reg Ho s select Valid T4 Bos Exclude From T4 T4a 82 UNION 4H 268 Registered Pension Plan 03 MEDICAL 28 44 Union 84 C S B 46 Charity 85 ADUANCE Pension Adjustment 66 SALES TAA 87 ADDITIONAL 68 GARHISHEE Cancel Change Pension Adjustment Fig 11 04 The Year End Processing Deductions Dialog Box Select Deductions in this payroll are displayed in the table on the left side of the dialog box The Deduction column lists the name and number of each deduction The 74 Box column shows the box assignment for each deduction Registered pension plan deductions will default to T4 Box 20 Union deductions will default to Box 44 Union registered pension plan or charity deductions require a registration number The table on the right side of the dialog box shows a list of valid T4 T4A boxes to which you can assign these deductions To assig
4. Choose this button to print a list of cheques that have been returned cancelled from the program You will be prompted to select a destination a printing device the screen or a text file Purge Returned Cheques Use this command when a batch has been completed or you wish to remove any cheques which have been cancelled and are no longer required to reside in the Bank Reconciliation module Note Backups You should always perform a backup of the Bank Reconciliation File as the purge removes these records completed and without a backup there is no way to retrieve them Setup Menu User Guide 221 The Purge Returned Cheques command can remove all cheques that have been returned cancelled on or before a specified date which defaults to the current date but can be changed to an earlier date Purge Choose this button to remove all cheques with a return date less than or equal to the purge date The Setup menu allows you to setup the Bank Reconciliation module to meet your specific company requirements e Setup Users Set up Userlds and enable disable passwords within the Bank Reconciliation System Only the Supervisor can use this option e Report Layout Allows you to set the page layout specifications for the printing of each individual report e Backup Bank Reconciliation File Copy the entire Bank Reconciliation File to another file for safe keeping e Restore Bank Reconciliation File Copy a previous backup of
5. Fig 10 03 The Select Report File Dialog Box File Menu Save File Menu Delete Setup Menu User Guide 147 Select a report from the list and click OK to load it for use When the Save command is selected the program will prompt you to provide a name for the report The file name must be 8 characters or less and can not contain spaces or special characters e g etc Each report is saved separately in a file with an extension of RPT in the payroll folder where you installed the program When you choose Save command the following dialog box appears Save Report As OFFICE OF Cancel Fig 10 04 The Save Report As Dialog Box Enter a valid name for the report and click OK to save it to disk This command allows you to remove previously saved reports from your hard disk When you choose the command the following dialog box appears Select Report File APT Mame Title DENTAL PLANT PLANT SENTORIT SENTORITY UNION UNION OF Cancel Fig 10 05 The Select Report File Dialog Box Select a report from the list and click OK to remove it from the payroll sub directory The Setup menu contains commands that control the format of your report For example you can use the commands to modify the report title and subtitle or to control the range of data that appears in the report The Setup menu appears as follows 148 GrandMaster ll for Windows Report Title Report Subtitle Report
6. To Pay out a Fixed Amount of an Accumulator Ensure that the earning displayed in the Pay Out as field has been added to the desired employee s list of earnings Also any account or rate information if using an Hourly earning type has been set up correctly When an amount is calculated for the earning displayed the Pay Out as field it is credited to subtracted from the accumulator If the Allow Negative checkbox has not been activated then only an amount which will not create a negative balance in the accumulator will be credited to subtracted from the accumulator Itis recommended that the PAY flag not be changed as the transfer is performed automatically when an amount or hours is entered for the earning displayed in the Pay Out as field Note Earning Setup It is important to note that that the earning you set up in the Pay Out as field is only used to transfer amounts out of this accumulator Base Rate This button appears when you choose Calculation Code 10 Percentage of Earnings Base Rate Enter your earning base rate and click OK Base Rate is Number E arming i Cancel Fig 7 14 The Base Rate Dialog Box User Guide 87 Workers Compensation The Workers Compensation feature allows you to set up general ledger account numbers and up to 9 WCB rates on a per province basis Different employment types warrant different WCB rates GrandMaster II for Windows supports all provinces and territories
7. Permanent earning sub account Personal Misc formaton 16 CHEQ DD Cheque day smo amy START MM Start month START YY Start year BIRTH MM Birth month BIRTH YY Birth year TERM DD Termination day TERM MM Termination month REHIRE DD Rehire day Any date as defined by the employer User Guide 207 DATE 1 DD Optional date 1 day DATE 1 MM Optional date 1 month DATE 1 YY Optional date 1 year DATE 2 Optional date 2 6 ddmmyy DATE 2 DD Optional date 2 day 2 DATE 2 MM Optional date 2 month END DD Pay Period Ending day 2 FSTART 0D Staring pay perodday Ss STARTMM STARTY 2 START MM Starting pay period month START YY Starting pay period year Sample Export Formats EXPORT FORM 02 form name Rates of Pay file name grndmast Rates txt delimiter COMMA field desc EE NUMBER field desc SURNAME field desc GIVEN NAME field desc PERM RATE field type num 01 field type DECIMAL PT SIGN LEADING field period PROMPT field desc ERN AMOUNT YTD field type num 01 EXPORT FORM 03 form name Earning Amount 1 file name grndmast test txt delimiter COMMA 208 GrandMaster ll for Windows field desc EE NUMBER field desc SURNAME field desc ERN AMOUNT field type num 01 field type DECIMAL PT SIGN LEADING field period PROMPT User Guide 209 Chapter 13 Electronic Funds Transfer EFT Select Format The Electronic Funds Transfer EFT feature allows an organization to el
8. Print Test Reprint Serial Number Fig 11 24 The Print T4As Laser Printer Forms Dialog Box Adjust the settings as required for your specific printer then choose the Print button to create your printed copies Reprint Selecting this button opens the Reprint T4s dialog box so you can reprint your T4As again if required When the dialog box appears specify a range of employee numbers or surnames then choose the CCRA Company or Employee button to specify whom the copies are being created for Serial Number Selecting this button opens the Starting Serial Number for T4A Forms dialog box so you can specify the serial number at which the T4A file will begin The Clear YTDs command allows you to clear your year to date amounts in preparation for the first payroll of the following year You also use it to specify the items e g deductions accumulators that will be carried forward to the new pay year 186 GrandMaster ll for Windows At this time special consideration should be given for terminated employees as well as any earnings deductions and accumulators that you are no longer using Also YTD deduction and accumulator balances that are to be carried over into the following year must be indicated For example a Bond deduction that runs to end of October or employee vacation pay The following dialog box appears when this command is chosen 3 Clear YTD s These YTD Deductions and Accumulators will be carried fo
9. no calculation will be performed e Deductions that have been overridden will be deducted on the next payroll calculation regardless of Global selections for deductions see the Process Select Deduction section of this guide EXAMPLE Joe will be on vacation next pay period and as a result the union deduction must be doubled this pay period You would use the Deduction Override command to enter the fixed dollar amount of the doubled union deduction for the current pay period When you select the Deduction Override command the following dialog box appears A Deductions Override Calc Type Description Deduction Benetit Grp Code 1 VACATION 2 GROUP RRSP Cancel Edit Record Distribution Reload O t 0n lt Previous Next gt List Fig 6 23 The Deductions Override Dialog Box Distribution lt F7 gt Overrides the Permanent Deduction account number for each benefit cost on a one time basis The benefit will be proportionally divided among the departments in which the employee works EXAMPLE For the current pay period only an employee works in a different department Using this button you could specify a benefit cost account number for the new department Reload lt F8 gt Resets deduction benefit information for the current employee to the settings defined using the Permanent Deduction command EXAMPLE You define a deduction override for the wrong employee You would then choose Reload t
10. only lt YMPE gt YMPE on selected earnings and FTE Ded only lt YMPE gt YMPE on selected hours Ded Only of Net Pay to a YTD Maximum Ded only CPP UIC company cost charge back Ded only lt YMPE gt YMPE on selected earnings lt YMPE gt YMPE on selected Ded Rate Ben Rate Multiplier Maximum per 1000 Minimum per 1000 Ded Percent Ben of Ded Ded Percent of CPP QPP paid CPP Rate Ben of Ded Ded Percent Ded Max YTD lt YMPE gt YMPE lt YMPE gt YMPE of net pay Ded Maximum lt YMPE gt YMPE Ben of deduction Ded lt YMPE Ded gt YMPE Ben lt YMPE User Guide 75 The premium is calculated as a rate per thousand on the annual salary times the multiplier rounded up to the next thousand The annual salary is determined by the selected earnings times the number of pay periods in a year A minimum and a maximum annual salary can be entered to limit the range of the calculation A calculation based on a percentage of selected pensionable earnings less CPP and QPP paid The benefit is a percentage of the deduction A calculation based on a percentage of selected earnings less a percentage of CPP QPP paid divided by CPP rate The benefit is a percentage of the deduction A calculation based on a percentage of selected earnings then subtracts tax CPP UIC QPP QUE tax to a year to date deduction maxim
11. the Workers Compensation option under the Company menu Stats Can Code Indicates the pay classification of the current employee as indicated on the Stats Canada report Invalid entry displays a selection list with the following options SALARY HOURLY and OTHER Stats Can Region Ifthe company has employees in more than one region in Canada you would assign a number 1 99 to each different region Enter the appropriate region number in which the current employee works This dialog box allows you to enter important dates for each employee The program requires some of the dates such as Start Date and Birth Date Other dates are optional and are used internally The description of the Additional Dates may be redefined using the Control Information option under the Company menu 3 Important Dates x ddm yyy Start 06 1 2 2001 Birth Anniversary 06 1 222001 Termination Rehire Additional Dates DATE 1 DATE 2 DATE 3 Save Exit Previous Next gt List Fig 6 34 The Important Dates Dialog Box The fields in this dialog box are as follows Fea oest OOS o The employee s starting date The employee s birth date The one year anniversary date that the employee began working Termination The date the employee s position was terminated The date when the employee will be re hired Date 1 2 3 Optional dates that are can be set up through Company level menus 60 GrandMaster I
12. 20 01 Receiver Receiver General Tax Tax Receiver General Tax Company Stat Ded Company Stat Ded Ded Total tax deducted tax deducted ar 2101 toe General CPP Company Stat Ded o BEE CPP NES 03 Receiver Receiver General UIC UIC Receiver General UIC Company Stat Ded Company Stat Ded Ded Employee Company El Employee Company El me E Union Dues payable Company Deductions Employee Company Union Deduction 3100 02 Life Insurance payable Company Deductions Employee Company Life Deduction 4100 01 Accrued Vacation Company Net change to Vacation Liability Accumulators Pay accrued less paid 01 5800 01 Salary Expense Employee Distribution Extended Wage Expense 01 5800 02 Overtime Premium Employee Distribution Extended Wage Expense 01 5801 01 Company CPP Company Tax Company s Share of Information CPP 01 5801 02 Company UIC Company Tax Company s Share of UIC Information 01 5801 03 Accrued Vacation Pay Company Accrued Vacation Pay Accumulators 01 5801 04 WCB Expense Company Workers WCB Expense Compensation 9801 Provincial Health Company Provincial Prov Health Expense Health If not entered the number will default to the number entered using the Miscellaneous option under the Personal menu If no number is found here the number entered using the Earnings Information option under the Company menu is used Controlling the Payroll Gran
13. 21 Top of Form Lines Save Cancel Fig 12 05 The Statements Cheques Setup Dialog Box The following table describes the options available in this dialog box Fea oemp OOOO O Indicates whether cheques are to be printed along with stubs Cheque Number Indicates whether a cheque number sequence number is to be printed on the cheque Company Name Indicates whether the company name is to be printed on stubs and cheques Do not check this box if the company name is pre printed on cheques stubs Text Period Ending Indicates whether the words Period Ending will be printed on the top right hand corner of the stub Titles Indicates whether to print page headings and field descriptions Do not check this box if you use pre printed pay stubs Column Headers Indicates whether to print descriptions at the top of each column of the earning and deduction table Employee Number Indicates whether to print the employee number on the pay stub Indicates whether to print the employee social insurance number on the pay 192 GrandMaster ll for Windows Number stub Note This should only be done if required as SIN numbers should remain confidential Default Account Indicates whether to print the employee s home account Birthday Indicates whether to print the employee s birth date Credit To Bank Check this box if you want the cheque to be made out to the employee s bank c o the employee Use this option for direct deposits t
14. 46 GrandMaster ll for Windows 4 Year to Date Earnings File Help Type Description Hours Amount 2 HOURLY H OF Cancel lt Previous Next gt List q Fig 6 17 The Year to Date Earnings Dialog Box This dialog box displays all of the salary and hourly earning types for a given employee To Update an Earning Amount 1 Select an earning row from the table then choose the Edit button or double click on the row This opens the Update Current Selection dialog box so you can to view or change the employee s year to date balances Update Current Selection Type Description Hours Amount 0000 omen tp Fig 6 18 The Update Current Selection Dialog Box Note Current Pay Period Entries Do not include the current pay period entries when entering year to date amounts The current pay period entries are added to the year to date amounts when the payroll is cleared using the Clear Payroll command Deductions Benefits Deductions benefits are defined using the Deductions and Benefits command under the Company menu Using the options under the Employee dialog box s Deductions menu you may select up to 50 deductions benefits for each employee in the payroll You may also override the 5 statutory deductions that are applied to employees automatically Deductions are broken down into two basic categories e Regular deductions e Statutory deductions Examples of regular deductions include dental plan deduc
15. Espores A e O E Er 5 A A 123 SOECES A a E A E AA a E EAS 123 54 A tota LO o AA RA 123 ODM OSU ras lato a dd EA 124 DATA DICTIONARY JOURNAL ENTRY REPORT ida 124 CEO UB GRE GS i Rae Meat A e a a e Mae edt io Nass alas 127 EVE o erase shi a A NT 128 Pitt Test Pare oo at DA tinca 128 ENMPEOYEE RO Rs A iria 128 iS E RR 129 Ett Raso OS ae ta a elder 130 Range ES gt diia 130 Select Piro vies Pd SA SS A 130 INPUT WORK SHE e o aces io 131 SS NEO RARO 132 User Guide 7 Prine Test Pase lt FO AAA O OC O urarerd sae vals ands d Atte usd erence esa Baan 132 E o A OI II IN EMT td oper Set Solr R A 132 SCEO e ll AA O A RATO 133 STATS PICS CANADA REPORT ad 133 a PI O A A A 133 Print lest Para EOS E EAS MAA AAA A ASA AAA stale a 133 New Hites e ports gt si eo at an toledo tados 134 A o A e O nn O Ser Ter ee O 134 WORKERS COMPENSATION peasants sawn cuss staal AS AAA TARA da 135 MEnera LONA ON AS AAA AAA AAA AA AAA AA 135 The WEB REPO ono OD a A E Salen REA AE E SE 136 PRESO gt rd ii a e N 136 Po A a A RA 137 SELLO RETO OS td da 137 REPORT O ENERO Ricart reis ca cinco corrio iio oia 137 DATSENTRREPORTS snoot nisio coneccion cc crono cdo elector uta ooo 137 PANCE T DS A AA A A A AA A aa 138 CONCISA A AA AE AAA AA AA AAA A A io 138 Es A PP ae wecae Ree perenne Wetee ear reery fr a Masry ern e at rir Ghee a a Mee venrere rer rer rere 139 Resi eke a gd caen a E AE den Rep ete AI NA o Noir 139 A A ee en tee ee ae tiene etn PP cue nT n
16. GrandMaster II for Windows will find the first employee numerically Selecting Employees From a List The Select by List command allows you to choose an employee from a list of available employees This is useful when you are not familiar with all of the employees names To Select Employees From a List 1 Open the Employees dialog box then choose the Select by List command from the Employees menu This opens the Select Employees dialog box User Guide 37 3 Select Employee x File Help Humber Mame A BEA ARTHUR CONNERY SHAWN DERLAGO WILL EARL STEVEN FAZIO NANCY GEPETO WOODY HYHIE BILL Cancel Search Fig 6 9 The Select Employee Dialog Box 2 Select the desired employee from the list then choose Select This action closes the dialog box and populates the Employees dialog box with the information for the selected employee Numeric or Alphabetical Sequence It is possible to set the starting point for the list displayed This may be done using numerical employee or alphabetical surname sequence Alphabetic Sequence Press lt TAB gt twice to access the Name field then enter the surname of the first employee you wish to appear in the list A list of employees in alphabetical order will be displayed beginning with the specified surname Numeric Sequence Press lt TAB gt once to access the Number field then enter the employee number of the first employee you wish to appear in the list A li
17. amounts Deduction code is developed for custom use A deduction and or benefit calculation based on a percentage of previously calculated deductions and benefits excluding statutory deductions Normally used for Ontario Quebec sales tax Deduction code developed for custom use A benefit calculation based on a rebate factor times UIC paid times 1 4 less UIC paid times UIC rate Then the deduction is the benefit times 1 Deduction code developed for custom use A calculation that takes the hourly base rate of selected selected hourly rate Monthly Indemnity on selected earnings Rate Selected Hours to Maximum hours Factor Selected Hourly Rate Fixed Amount Life Insurance Plan on selected hourly rate of Monthly Salary on selected hourly rate lt YMPE gt YMPE on selected hourly rate Life Insurance Plan on selected earnings earnings Premium Ben of deduction Maximum monthly earnings Ded Percent Ben of Ded Ded Rate Ben Rate Maximum hours Factor Fixed amount Rounding parameter Ben of deduction Ded Rate Ben Rate Multiple Maximum per 1000 Minimum per 1000 Ded Percent Ben Percent lt YMPE gt YMPE Ben of deduction Ded Rate Ben Rate Multiplier Maximum per 1000 Minimum per 1000 User Guide 77 earnings times the hours worked to get a weekly salary up to a weekly maximum then multiples it by the pay periods to get the annual
18. gt YMPE on selected earnings entered YMPE amount FTE Rate number of units of selected earnings to a YTD Max of selected earnings to pay period max lt YMPE gt YMPE on selected YTD earnings Life Insurance on selected earnings lt YMPE gt YMPE on selected earnings and selected hourly rates Ded Amount Ben Amount Min Earnings Ded Rate Ben Rate Multiplier Maximum per 1000 Minimum per 1000 lt YMPE gt YMPE Ben rate of deduction YMPE Amount Ded Rate Ben Rate Unit Pointer 1 2 Ded Percent Ded YTD Max Ben Percent Ben YTD Max Ded Percent Ded Max per PP Ben Percent Ben Max per PP lt YMPE gt YMPE Ben of Ded Ded Rate Ben Rate Multiplier Maximum per 1000 lt YMPE gt YMPE Ben of Ded Vac Percent User Guide 79 A calculation that takes a fixed amount for the deduction and the benefit if selected earnings are greater than the minimum earning A premium is calculated as a rate per thousand on the annual salary times the multiplier The annual salary is determined by the selected earnings times the number of pay periods in a year A minimum and maximum annual salary can be entered to limit the range of the calculation A performed on a pay period basis on a percentage of full time equivalent selected earnings less than YMPE a percentage of greater than YMPE YMPE can be entered as a parameter The ben
19. lt F6 gt Choose this button to print a test page to verify form alignment Employee Profile This option allows you to print personal information and a summary of all pay cheques issued to an individual employee for the current year The number of employees printed per page can be specified Companies that maintain paper files on each employee may print Employee Profiles at the end of the year for insertion into employee files Form size and format are discussed in the Set Page Layout section of the Utilities chapter When you select this command the following dialog box will appear User Guide 129 3 Employee Profile File Help Sort Order f Employee Number Default Account Sumame Given Name Start Date Province City Birth Date Aun Range Starting Run 1 Ending Run 1 Employee Status W Active W OnLleave W Terminated Details Employees Page Cancel Range Print Tezt Page Fig 9 28 The Employee Profile Dialog Box The following table describes the options available in this dialog box Description Run Range Active Determines if employees with ACTIVE status should print On Leave Determines if employees with ON LEAVE status should print Terminated Determines if employees with TERMINATED status should print Details Determines if employee details should appear on the printout Employees Page Determines the number of employees per page that should appear on the printout Pri
20. sort by Job sub phase lt lt SUB ACCT gt gt sort by Sub account number lt lt SEQ NO gt gt sort by Sequence number Setup Choose this button to use the Job Costing method of creating the report 1 e by Job Number Phase and Sub Phase Selecting the button activates all three lists so you can define the Job Number Phase and Sub Phase information After choosing this button its label will change to read Default Setup Choosing this button will reset the dialog box options back to their original state when you opened the dialog box 142 GrandMaster ll for Windows Print lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name Print Test Page lt F6 gt Choose this button to print a test page to verify form alignment Range lt F5 gt This button allows you specify ranges for the report based on different criteria e g pay period employee number earnings dates etc When you select this button the following dialog box appears Pay Range 5ettings Par Period from 1 to 1 Par Date 01 01 2001 IF Page Brak Export Hours Export Hours ss to Py Earn D ate O Eo 00 99 9999 ob Number to TEET Phase to siii Sub Phase to siii Seq No to 1999999 Status e Active On Leave Terminated Earningz Select Earnings Fig 9 49 The Pay Rang
21. 230 Wide Carriage 2 Double Spacing i 3 Triple Spacing Fig 10 11 The Page Settings Dialog Box Use the Page Width options to control the report width in characters Ensure that your printer supports your chosen width before printing a large multi page job Use the Line Spacing options to control the report length Setup Menu Notes This feature allows you to attach a message or comment to the report This text will be displayed on the screen when the report is opened but will not be printed on the report When you select this command the following dialog box appears Report Notes documentation only THIS REPORT COVERS JUNE THROUGH AUGUST OF Cancel Fig 10 12 The Report Notes Dialog Box Enter a note then click OK to complete the procedure The note will near the top of the Report Generator dialog box for reference Layout Menu The Layout menu contains commands that control column placement and formula settings in your report The Layout menu appears as follows Add Column Update Column Remove Column Edit Formulas Edit Sum Fig 10 13 The Layout Menu User Guide 151 Layout Menu Add Column This option allows you to add a new column to the current report If you have no columns defined in the report i e a new one the following dialog box will appear when you choose this command Select Column to Insert Before End of List OF Cancel Fig 10 1
22. A A A A A A AAO NN 19 THE GRANDMASTER ITI FOR WINDOWS SYSTEM MANAGER ccccscccescsccsscceccecccscenccesccscesccesceuscesccusceuscescesceusseseesceuseeneees 20 VERSI N NUMBER AND LICENSE INFORMATION il e 20 To Obtain Version and License Information 5 siiicccccccscciccccassscusenccascescsvstevesscsueeddcussoivedsevedeascboesda sdssessuecevesebetanesduescoesdesuivosedeseuerdssiueoeds 20 CHAPTER 4 SYSTEM CONCEPTS alice 22 GENERAL LEDGER ACCOUNT S TRUCTURE dial dci 22 CONTROCUNS HEPA POL aa E a a acia tr 23 Banene add A O E O E ari 23 CHAPTERS MANAGING PAROLES aci 25 PAYROLE MANAGEMEN T onerare dad 25 SELECTING A PAYRO Luto TA NN T N E A AAS 25 PAYROLL SECURIT a ata ita 26 INGEW OEK O ul na satimance enue PO E A secaneneasaue 26 Terminate Other Loria E saint acct AA a A AAA AAA EIA da CIS 27 AND DING AvP AVR OID oaaao n a N a a a a a e a E A 2d UAE ey A A A A A 21 DELETE ALA o A delia 28 To D el tea Parrot ST A A E A A adel ute as 28 THE PAYROLL MODULE WINDO Weiss ouch sescseatuacsauss 28 CHAPTER 6 EMPLOYEE INFORMATION cccsccsscccsccccccccccccesccscccssccccsccscccsscccesccscccsccccesccscccsscccecccscccccccssccecceees 30 UPDATE EMPLOYEES COMMAND iaa dd 30 HOURS ENTRY COMMAND AR A E A A E E 30 TOBE Employee Hola dalt dais R EEE R dd 31 Keyboard SNOU esea E A A RA a asa 33 AT PP OEE OE E E E E 34 Automate Savine OL ECON Oaren a e EE EE OEE E EEE T E EEA E E ETE E EEEE 34 SELECTING EMPLOYEES BY NAME ci 34 To sclectan Empl
23. Backup Restore File Help Backup Master Restore Master Change Backup Path Cancel Fig 8 07 The Temporary Master Backup Restore Dialog Box Backup Master lt F7 gt This button creates a temporary backup of the currently loaded payroll s master file and saves 1t to your hard drive Restore Master lt F8 gt This button restores a temporary backup of the payroll master file This procedure will discard any changes to the payroll made since the master file was last backed up Note Backup A master file may not be restored if it has not been previously backed up Change Backup Path This button allows you to define the location where you would like the temporary backup file to be created If you define a path other than the default which 1s your payroll directory you must ensure that the new path exists prior to closing this dialog box Choosing this button opens the following dialog box Backup Restore Master File to the Following Directroy NOTE This must be a existing pathname not include a filename or trailing s Path dG ewirABC_CO Onginal Path Cancel Fig 8 09 The Backup Restore Master File Dialog Box Payroll Calculation The Payroll Calculation command initiates the payroll calculation process depending on the type of payroll selected When you select this command the following dialog box appears User Guide 101 3 Payroll Calculation About to calculate NORMAL pay for all e
24. Dialog Box Record of Employment This option allows you to create an employee s El Record of Employment form as of the last payroll The screen appears similar to the E I form making it easy to edit or change the fields Refer to your guide How to Complete a Record of Employment for an explanation of all the fields When printing multiple forms information that is not employee specific will remain on the form When you select this command the following dialog box will appear y Enter Issuer Informattion File Help Name of lssuer Phone Number 204 555 fi 234 Esport to a Fie Append to a File File Hame Jc krae tet Select Employee Exit Fig 9 17 The Enter Issuer Information Dialog Box The following table describes the options available in this dialog box CN CN Name of Issuer Enter the issuing company name Phone Number Enter the issuing company s phone number separated by Area Code prefix and suffix Export to a file Check this box if you wish to produce an exported file containing the ROE information Selecting this checkbox will activate the File Name edit field so you can enter a name for the file Append to a File Check this box if you wish to add to the employees ROE information to an existing file Selecting this checkbox will activate the File Name edit field so you can enter a name for the file File Name Specify a name and location for the ROE information file This field i
25. ERN HOURS The data file HOURLY DAT would appear as follows 1 1 2000 2100 11 50 40 0 1 2 2000 2200 17 25 4 5 This would import to employee 1 40 regular hours at 11 50 hour to account 2000 2100 4 5 overtime hours at 17 25 hour to account 2000 2200 IMPORT FORM 03 file name c grndmast payroll table dat form name table entry delimiter COMMA field desc EE NUMBER field desc ERN ROW field data num 1 IMPORT FORM 04 file name c grndmast payroll accum txt form name Update Accumulators delimiter COMMA field desc EE NUMBER field desc ACCUM ADD field desc ACCUM AMOUNT field data num 3 field desc ACCUM RATE field data num 3 field desc ACCUM PAY FLAG field data num 3 IMPORT FORM 05 file name c grndmast payroll splits dat form name Update Percentage Splits delimiter COMMA field desc EE NUMBER field desc SPLIT ACCT IMPORT FORM 06 file name grndmast PAY BTH form name Import Hours GM1 Format alias table CODE TYPE User Guide 201 202 GrandMaster ll for Windows Export Data import type DATA ENTRY delimiter FIXED field desc FILLER 1 field desc EE NUMBER 6 field desc ALIAS 2 field desc ERN RATE 5 2 field desc ERN HOURS 5 2 field desc ERN AMOUNT 8 2 CODE TYPE alias H1 01 alias H2 02 alias H3 03 alias H4 04 alias H5 05 alias H6 06 alias H7 07 alias H8 08 alias H9 09 The export feature allows you to extr
26. Indicates the current deduction is a court order for payment of maintenance Deduction or alimony support If you enter Y these amounts will be deducted prior to the income tax calculation See the CCRA Taxation Guide None Indicates no specific Pension Union or Maintenance Alimony settings for the deduction Journalize Benefit Indicates that the benefit information should be logged so it will appear in the Journal Entry report Print Benefit on Cheques Indicates whether the benefit needs to be printed on the cheque In most User Guide 73 casesthebenefitwould not be printed on the cheque Benefit Subject to Indicates whether or not the benefit is subject to Federal tax Indicates whether or not the benefit is subject to Quebec tax CPP Indicates whether or not the benefit is subject to CPP E Indicates whether or not the benefit is subject to El WCB Indicates if the benefit is to be included on the Workers Compensation reports Calculation Method Indicates the method by which the deduction is to be calculated An invalid entry will display a selection list of available calculation methods Update Calculation Parameters lt F4 gt Allows you to enter up to 25 parameters that are to be used in the calculation method The number of parameters will vary depending on which calculation method is chosen Choosing this button opens the following dialog box Deduction Parameters 4 2 3 4 z kd 5 0000 OK C
27. PAYROLL Will cause the export file name to be export directory export payroll name export extension export ext T XT Will define the export extension as the TXT header section HEADER 1 Will insert a header record on the file as define in a section call HEADER 1 header2 section HEADER 2 Will insert a second header record on the file as define in a section call HEADER 2 header3 section HEADER 3 Will insert a third header record on the file as define in a section call HEADER 3 convert file ACCT TAB Identifies the conversion translation file segment section NEW When definition items exceeds limitation 30 the definition can be SEGMENT continued in a new section new segment segment je section JC Continuation for job cost section SECTION Cheque Register The Cheque Register 1s a list of all cheques issued during the last pay calculation This list may also include all employees with direct deposit information bank account number showing bank name address and the employees bank account number Form size and format are discussed in the Set Page Layout section of the Utilities chapter When you select this command the following dialog box will appear 3 Cheque Register Report 3 File Help Pay Period 1 Sort Order E Sequence Number C Transit Cheque Number Totals for Bank Branch p New Page for Bank Branch Cancel Print Test Page Fig 9 26 The Cheque Register Repo
28. Tags The following tags can be used to describe the export file TAG NAME DESCRIPTION Describes the format of the file for input Options available are COMMA TAB or FIXED Describes the nature of the import filter origin of the information The DOS drive path and filename of the file to be imported field desc Describes to GrandMaster II the type of information being imported Length of the field is required for fixed length fields See the following table for the possible values that may be used with this tag add section field type num 204 GrandMaster ll for Windows field period CURRENT PROMPT A O Export Fields The following table describes the available export fields These fields must follow exact spelling as outlined below FIELD NAME DESCRIPTION MAX CHAR EE NUMBER Employee number SURNAME Employees surname GIVEN NAME Employees given name SA 40 SEX Employees sex 1 1 9 REMOTE ALLOW Remote northern allowance 9 incl 2 dec 9 QUE TAX OVER The provincial tax override for the province of Quebec 1 QUE ADD TAX Optional extra Quebec tax contribution 9 incl 2 dec QUE OTHER ALLOW Other exemptions from Quebec income tax as granted by the 9 incl 2 dec CCRA QUE NET CLAIM The MR 19 V personal exemption claim amount incl 2 dec WCB CODE Workers Compensation code used for specifying a WCB rate STC SAL Statistics Canada salary wage other code STC
29. Update Column command 154 GrandMaster ll for Windows To Update Column Settings 1 Choose the Update Column command then select the column to be updated and click OK This opens the Update Column Entry dialog box for the selected column Update Column Entry Column 1 Field Mame Heading VACATION Size 7 la Totals Spacing Ok Cancel Change Fiel Fange lt Frevious Column Next Column gt Fig 10 21 The Update Column Entry Dialog Box Note Blank Column Name If you added a column without providing a name it will appear in the Select Column dialog box as undefined You can always add the name later as long as you know which undefined column you are working with 2 Change the column settings as required then click OK to accept the changes The Report Generator dialog box will update to reflect your changes The following table describes the options available in this dialog box Fea Description Displays the column number that was set when you added the column Field Name Displays the program s internal field name that is applied to the column If a SUM or FORMULA is applied to the column a non editable description will appear e g SUM 01 or FORMULA 01 Heading Displays the user defined heading name that has been given to the column This name rather than the Field name will appear in all selection lists as a descriptor for the column a the original value For decimal numbers the
30. When you select the Workers Compensation command the following dialog box appears 3 Select Province Ea File Help HF PE Hs HE OC ON Defined HB Defined SK AB Dr Setup Exit Fig 7 15 The Select Province Dialog Box When you select a province and choose the Setup button the following dialog box appears A Payroll WCB Setup File Help Worker s Compensation Setup forthe Province of MB Maximum Assessable 100 Accounts Joumalize Ho amp Yes GAL Accounts Expense Liability Ratez Description Fate Description Fate RATE 1 1 40 B RATE 6 RATE 2 i RATE 7 RATE 3 5 RATE 8 e a B E mmm Fig 7 16 The Payroll WCB Setup Dialog Box The following table describes the fields found in this dialog box Fa osn Maximum Assessable The maximum assessable earnings per employee e g earnings flagged as WCB assessable See your provincial WCB documentation Accounts Journalize Indicates whether or not to journalize WCB accounts 88 GrandMaster ll for Windows GL Accounts Expense The account and sub account where the expense portion of WCB will be charged Of the form AAAAAA SSSSSS employee s department appended when journal entry is created Liability The department account and sub account where the liability portion of WCB will be charged The format is DDDDDD AAAAAA SSSSSS Description The rates which the employee is ass
31. ZONE Statistics Canada reporting zone incl 2 dec O NI gt HOURS PAY Normal hours worked per pay period incl 2 dec HOURS WEEK Normal hours worked per week incl 2 dec MESSAGE A message to the employee that appears on the pay stub 30 NOTES Miscellaneous notes about an employee for the payroll staff 35 STATUS The employees employment status 1 REVCAN ACCT The Revenue Canada account number 9 User Guide 205 POSITION Employment position in the company FIELD A User defined information field DFLT ACCT The default wage salary account code 6 CON 2 2 2 6 2 BANK CITY 1 City of the first EFT bank BANK POST 1 Postal code of the first EFT bank BANK TRANSIT 1 Transit number of the first EFT bank 5 digit transit 3 digit bank and up to 12 digit account number BANK AMOUNT 1 The amount of EFT deposit for the first bank incl 2 dec 0 0 0 5 0 0 25 i 9 BANK NAME 2 Second EFT bank name 5 0 0 5 BANK ADDRESS 2 Address of the second EFT bank ENS BANK CITY 2 City of the second EFT bank ENS BANK POST 2 Postal code of the second EFT bank BANK TRANSIT 2 Transit number of the second EFT bank 5 digit transit 3 digit bank and up to 12 digit account number BANK AMOUNT 2 The amount of EFT deposit for the second bank 9 incl 2 dec BANK NAME 3 Third EFT bank name 25 BANK ADDRESS 3 Address of the third EFT bank BANK CITY 3 City of the t
32. a 74 Summary report any time you have created T4s When you are satisfied that everything is in order and it balances to your last payroll retain a copy of this report for your files Though changes may occur before the T4s can be printed this report will provide a record of the starting point Choosing this command opens the following dialog box 4 T4 Summary Report File Help Cancel Print Settings Print Test Fig 11 08 The T4 Summary Report Dialog Box Print lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name 174 GrandMaster ll for Windows Print Settings lt F5 gt This button opens a dialog box that allows you to set up the report page and printer connection specifications When you select this button the following dialog box appears Set Page Layouts Report Assign to Port LPT2 Lines Inch E Lines Page Page Size 63 Print Lines blas Printable BO Condensed Emphasized Landscape Mode Laser Only Cancel Print Test Page Fig 11 09 The Set Page Layouts Dialog Box The following table describes the options available in this dialog box Field Description Assign to Port Enter the port where the output will be directed Lines Inch Enter the number of lines to print per inch Lines Page Page Enter the n
33. a percent that are not pensionable The benefit is rate times the deduction The YMPE amount the basic CPP exempt amount and the number of pay periods are used in the calculation Deduction code is developed for custom use This calculation takes the benefit percent times the selected earnings to a maximum benefit If the benefit is less than the benefit maximum the deduction will be the benefit maximum less the benefit calculated It may have employee parameters Deduction code is developed for custom use This calculation takes the benefit percent times the selected earnings If the benefit is less than the benefit minimum the deduction will be the benefit minimum less the benefit calculated It may have employee parameters Note Other Codes Codes not appearing in the preceding table are currently disabled If you require an additional deduction calculation code please contact CanPay Technical Support e Pension deduction benefit codes 14 25 26 29 20 31 35 44 47 56 60 62 69 72 73 77 83 84 90 e Life insurance deduction benefit codes 20 33 42 45 48 55 61 71 75 76 e Indemnity deduction benefit codes 32 38 39 e Disability deduction benefit codes 49 50 63 66 67 74 91 92 Accumulator Calculation Codes 1 of Earnings Calculation will be performed based on selected earnings X the employee s rate and the resulting answer will be added to the 84 GrandMaster ll for Windows Accumulator
34. and addresses There are two formats available The standard information common to both reports includes Employee Number Name Address City Province and Postal Code When you select this command the following dialog box appears 4 Name and Address Report Ed File Help Termination Date C Sumame Given Name Birth Date Home Province City Anniversary Date Default Account Rehire Date Start Date Status Revenue Canada Account e Active Employee W Full Time Employee on Leave W Part Time W Terminated Employee e Other Cancel Range Print Test Page Fig 9 11 The Name and Address Report Dialog Box The following table describes the options available in this dialog box Field Description Sort Order User Guide 115 Sort Order Choose the order in which information will appear in the report Active Employee Check this box if you wish to include employees with an ACTIVE status in the report Employees on Leave Determines if employees with a ON LEAVE status are printed Terminated Employee Determines if employees with a TERMINATED status are printed CCRA Account Full Time Determines determine if employees with a FULL TIME Revenue Canada CCRA account are printed Part Time Determines if employees with a PART TIME Revenue Canada CCRA account are printed Other Determines if employees with any OTHER Revenue Canada CCRA account are printed Print lt F7 gt Choose this
35. and stubs Remove the check from the box if you only want to print the pay stubs Print Direct Deposits Check this box of you would like to print pay stubs for employees who are paid using EFT instead of cheques If this option is enabled the cheques for employees using EFT will have the word VOID printed on them Remove the check from this box if you do not want to print cheques for employees who use EFT Non Direct Deposits Check this box of you would like to print pay stubs for employees who are paid with cheques Remove the check from this box if you do not want to print pay stubs Starting Cheque Enter the number at which the cheque run will begin Cheque numbers are assigned during the printing process All cheques printed will be numbered sequentially beginning with the specified number Message lt F5 gt Allows you to enter a message that will be printed on the bottom of all pay stubs Print Test lt F6 gt Choose this button to send a test page to the printer Print lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name Single Cheque lt F8 gt Once all cheques have been printed and the Print Cheques Stubs command is selected a second time the Single Cheque button will appear at the bottom of the dialog box If this button is selected an employee number may be entered
36. as many payrolls as you required Each payroll will be treated as a unique entity and will not share data with other payrolls To Add a Payroll 1 Select the Payroll button then choose the Add Payroll command This opens the Add Payroll dialog box so you can enter a descriptive name Add Payroll Payroll Mame Add Cancel Fig 5 5 The Add Payroll Dialog Box 2 Enter a unique descriptive name that will help you identify this payroll in future sessions then choose the Add button Your payroll is now created and the Payroll module window appears ready for you to begin entering the required data Note The Payroll Location A sub folder will be created based on this name it will be located in the same folder where you installed GrandMaster II for Windows This folder will contain the files associated with the new payroll You may wish to add a test payroll for experimentation with the various payroll functions to negate the risk of affecting important payroll data 28 GrandMaster II for Windows Deleting a Payroll The Delete Payroll command may be used to remove an existing payroll from GrandMaster II for Windows Only users with Supervisor status may delete a payroll When this command is selected a deletion warning will be displayed and you will be prompted for the Supervisor s password Note Deleting Payrolls The Delete Payroll option completely erases all information pertaining to a payroll It is a good ide
37. be arranged in any sequence you choose Please refer to the Report Generator chapter of this guide to learn more about this powerful feature Data Entry Reports The Data Entry Reports command is used to create reports that display earnings entered using the Employee menu s Hours Entry command Note Sort Fields You may specify up to 3 sort fields from a list of choices and put in range criteria for these fields This report can be printed before a calculation is performed When you select this command the following dialog box appears 138 GrandMaster ll for Windows 3 Data Entry Details Report Major Sort EE NUMBER W SubTotal Page Break Intermediate Sort SubTotal Page Break Minor Sort F SubTotal Page Break Cancel Configure Range Print Test Page Fig 9 43 The Data Entry Details Report Dialog Box Options are available to the choice of the sort sequence Major Sort is the highest order followed by Intermediate Sort and Minor Sort You may select subtotals for each sort level by choosing the Sub Total checkbox beside each list Choose the Page Break checkbox to begin a new page after each record The following is a list of the type of sorting fields available lt lt EARN DATE gt gt sort by Earning date Print lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will
38. be prompted for the file name Configure lt F4 gt This button allows you to specify certain fields to be included in the report Choosing the button opens the following dialog box Configure Data Entry Report Print the Following Fields Pay Period Cancel Fig 9 44 The Configure Data Entry Report Dialog Box Choose the Sequence Number checkbox to include pay sequence information in the report Choose the Pay Period checkbox to include pay period information in the report User Guide 139 Print Test Page lt F6 gt Choose this button to print a test page to verify form alignment Range lt F5 gt This button allows you specify ranges for the report based on different criteria e g pay period employee number earnings dates etc When you select this button the following dialog box appears Enter alid Range s From To Pay Period 1i Pro Employee Humber 007 00 Earn Date fn Ts Department PLANT PLANT Account SUb Account FP Fo sequence Humber Status W Active Onleave Terminated E arming Type Select E armings Cancel Fig 9 45 The Enter Valid Range s Dialog Box Enter a value in the corresponding sort field Any ranges left blank will display all of the possible values for that field Take care that you do not specify contradictory ranges such as a Pay Period range with an Earn Date range outside the Pay Period range Select Earnings This button allows
39. bonus is paid with no deductions taken or when taxable benefits are entered at end of year If you overlook these messages you will receive a Pier report from the CCRA indicating the mismatched amounts and asking you to remit the difference Many companies choose to adjust these mismatched totals by altering the employee s tax amount to recover any differences The CCRA has indicated that this is not an acceptable solution and suggests that you pay or recover any differences directly with the employee Keep in mind that any amount less than 1 00 will not appear on the Pier report Employees that have turned age 18 or age 70 during the year or have started receiving CPP benefits will need to have a pensionable earning amount entered This figure is not maintained by GrandMaster II for Windows and will need to be entered manually Pensionable earnings are monies earned between the ages of 18 and 70 and only need to be entered if not equal to gross income Note Create T4 T4A First In order to use the Edit T4s command a year end T4 T4A file must have been created using the Create T4 T4As command Choosing this command opens the following dialog box 3 Edit T4 s File Help Employee 1 Mame Newton Be Addes ar e 10 Tax Province me iz SIN 123 456 789 Part Time FULL TIME 14 Income 1000 00 28 EmpCode 16 CPP 3144 8 7 CPF Exempt A GPP Des EL Exempt 18 ULC 2252 E l should 2250
40. button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name The printed name and address report will appear similar to the following Payroll ID 93TAX Page Ho 1 Run on 07 07 93 at 14 23 NAME AND ADDRESS REPORT Western Widget Company St Mumber Meme Address Phone Mumbar Sin Number Start Terminate Birth Anniv Rahira A Bolotov Sergei 26 12 92 26 12 32 45 Yonge St 200 5600 01 Torants ON a 7 Franklin Ralph 26 12 92 26 12 92 123 Fortage Ave 201 5600 07 Winnipeg MB Fig 9 03 A Sample Name and Address Report Range lt F5 gt This button opens a dialog box that allows you to specify a range of employee numbers that will control which employees appear in the report When you select this button the following dialog box appears Employee Number Range From To cuen 10 Fig 9 12 The Employee Number Range Dialog Box Print Test Page lt F6 gt Allows you to print a test page to verify form alignment For information on form size and format refer to the Set Page Layout section of the Utilities chapter 116 GrandMaster ll for Windows Labels This command allows the printing of mailing labels or timecard labels with the employee s name and employee number or address Form size and format are defined using the Set Page Layouts command under the Utilities menu When you select t
41. calculations for certain industries When you assign a deduction to Box 52 from the Year End Processing Deductions dialog box the following dialog box will appear 172 GrandMaster ll for Windows Year End Processing Pension Adjustment E Pension Adjustment H Pension Earns Z Months 12 F Pension Hours Factor H Pension Earns Hours Factor H Do HOT Annualize F Selected Method Enter Factor Type of Pension Adjustment Fixed Benefit 1 Fixed Honthly Benefit Percent of Contributions Integrated with CPP QPP Honey Purchase Plan E Selected Type Enter Percentages Fig 11 07 The Year End Processing Pension Adjustment Dialog Box Pension Adjustment Method M Monthly This method will use the employee s start and termination dates to determine months of employment The pensionable income is then divided by employment months and multiplied by 12 This is the normal option as described in your pension adjustment manual F Factor This method divides the employee s pensionable hours by a user defined factor Choosing this option displays the Enter Factor button which when chosen will allow you to enter a factor amount H Hourly This method divides the employee s pensionable earnings by the employee s pensionable hours and then is multiplied by a user defined factor The factor would be the full time equivalent number of hours per year normal hours per week times 52 For example 4
42. can modify these settings and add new formats as required A cross referenced list of available formats is stored in the GRNDMAST INI file under the je form section of the file New formats need to be added to this section in order to function When this button is selected the following dialog box appears Select Format Standard Accpac 5 6 Accpac Accpac Hours Accpac for Windows Client Strategist Cancel Fig 9 23 The Select Format Dialog Box G L Transaction lt F4 gt This button allows you to set up a translation table for Codes of Accounts This is useful for accounting systems that have a non standard account structure For example the payroll could have DEPT A WAGE This could be translated into 1 2067 88238 When this button 1s selected the following dialog box appears 124 GrandMaster ll for Windows Account Transformation Module File Help GrandMaster I Account 2 New Amount Account Hours Account Exit en Ea Fig 9 24 The Account Transformation Module Dialog Box Job Cost Translation lt F5 gt This button allows you to set up a translation table for Job and Phase number similar to the G L Transaction button When this button is selected the following dialog box appears 3 Job Cost Account Translation Module File Help GrandM aster ll Account Mew Job Cost Account o Cancel Load Save Print Fig 9 25 The Job Cost Account T
43. deduction benefit type to the list of deduction benefits types that apply to the current employee Choosing this button opens a dialog box where you can select a deduction benefit to be added EXAMPLE After a 3 month probation period Joe is eligible to join the group life insurance plan While viewing the Permanent Deduction dialog box for the Joe you would choose the Add button to access a selection list of defined deductions You would then select the group life insurance deduction Delete lt F9 gt This button displays a dialog box with the deduction benefit types that have been applied to the current employee Select the deduction benefit type you wish to remove then click OK EXAMPLE Joe is promoted and is no longer required to contribute union dues While viewing the Permanent Deduction dialog box for Joe you would choose Delete to access a selection list of deductions for him You would then select the union deduction and click OK Deduction Override The Deduction Override command operates in a similar manner to the Permanent Deduction command with the following differences e Amounts entered will override permanent settings 50 GrandMaster II for Windows e Amounts entered pertain to the current pay period only and will subsequently revert back to permanent settings for the next pay period e Deduction benefit types cannot be added or deleted e Fixed dollar amounts must be entered for Deduction and or Benefit 1 e
44. dialog box 3 Grandmaster Il Select Employee File Help Humber Mame AA 3 BEA ARTHUR CONHERY SHAWH DERLAGO BILL EWAN HAS FROLIEN HARRY Cancel Search Fig 6 3 The Select Employee Dialog Box Choose the desired employee from the list provided then click Select This opens the Hours Entry dialog box where you can define the hours that this employee has worked 32 GrandMaster ll for Windows 3 Hours Entry _ File Entry Screens Help Humber Hame fz B ST seq Type Date Rate Hours Amount Dept Acct Sub seq Type Date Rate Hours Amount Dept Acct Sub CTT A ee Save Exit View Earnings Delete Line Previous Next gt List Fig 6 4 The Hours Entry Dialog Box GrandMaster II for Windows allows you to enter hours based on several different methods e g by Date by Account both etc You can decide which method to use by choosing the Entry Screens command Entry Screens Hours Only Hours by Date w Hours by Date amp Account Hours by Account Job Cost Entry Fig 6 5 The Entry Screens Menu The different methods include Hours Only This form allows you to specify an hourly earnings type a rate and the number of hours worked The list of defined hourly earnings may be accessed with the F7 key When an hourly earnings type is entered the program will display the earning s default rate Simply enter a new rate to override the default Hours by Date This fo
45. dialog box will appear 3 Select Accumulator 81 VACATION 2 B2 SICKPAY 83 Unassigned 84 Unassigned 85 Unassigned 66 Unassigned 87 Unassigned 68 Unassigned 89 Unassigned x Setup Exit Fig 7 11 The Select Accumulator Dialog Box Once you select an unassigned accumulator or an existing one the following dialog box will appear User Guide 85 4 Payroll Accumulators Setup File Help Setup hor Accumulator Description VACATION Accounts Expense Liability Calculation Code Default Rate 4 0000 Pay Out as 3 Maximum Joumalize F Allow Negative Exit Change Eamings Haze fee Fig 7 12 The Payroll Setup Accumulators Setup Dialog Box The following table describes the fields found in this dialog box Field Description OOS A 10 character description of the accumulator Accounts Expense Indicates the default general ledger account number for the expense portion of the journal entry The employee s wage expense department will be used to complete the journal account Liability Indicates the general ledger liability account number Calculation Code Is a code that identifies how the accumulator calculation will be performed Any invalid code including 0 will present a selection list of available codes See table in next section for a description of available codes Default Rate The default rate for new employees that may be changed for each in
46. each one individually to check default values Use Default Class lt F8 gt If you are using default Employee Classes this button can be used to select which default settings type of earning deduction and accumulators the new employee is to be given For more information on default Employee Classes refer to the Global Defaults section of the Company Information chapter Select Default Class SAL DEF HOUR_DEF Ed OF Cancel Fig 6 11 The Select Default Class Dialog Box Deleting an Employee The current employee may be removed from the payroll at any time This may be necessary of the employee was added incorrectly of if they are no longer with the company Refer to the last note in this section regarding T4 T4A information Note Only Supervisors Can Delete Employees Only the SUPERVISOR and Level 2 users may delete employees from the payroll To Delete an Employee 1 Open the Employees dialog box then choose the Delete Employee command from the Employee menu This displays a message prompting if you are sure you want to remove the employee 2 Choose Yes to proceed with the deletion or No to cancel the operation User Guide 39 Note T4 T4Ainformation Delete employees from the payroll that were added incorrectly or only after T4 T4As have been produced When an employee is deleted there is no way to recover the employee s payroll information Scrolling Through Employees Earnings To mo
47. environment When installed on a network volume the USER ID that you use to start the program is considered the Active ID No other user may run the program with this USER ID while it is in use Once you exit GrandMaster II for Windows the ID is no longer in use and becomes available again Adding a Payroll User Guide 27 Terminate Other Login lt F7 gt Sometimes a payroll will not be closed properly e g when the computer s power is interrupted or is not shut down properly If GrandMaster II for Windows terminates abnormally for any reason you will may have to re select your USER ID when you return to the Login screen that is the USER ID that was active when the program terminated In such a case the active User ID will have the words IN USE or EXCLUSIVE appearing beside it to indicate that it is presently in use To log in once again simply select the User Id choose the Select button and then click the Terminate Other Login button WARNING More than one user logged on under same ID or last login not terminated successfully Please exit and login under a different ID Terminate Other Login Fig 5 4 The Select Payroll Dialog Box This step is necessary since GrandMaster II for Windows will assume your USER ID is still in use and therefore unavailable In this case you have the option of using the terminating the original USER ID thus making it available again GrandMaster II for Windows allows you to create
48. gt and lt Down Arrow gt Moves the highlighted bar to a different row in the table up or down When a record is highlighted the corresponding fields at the bottom of the dialog box will display the current record s data lt Left Arrow gt and lt Right Arrow gt Moves the highlighted bar to a different row in the table left or right When a record is highlighted the corresponding fields at the bottom of the dialog box will display the current record s data For efficiency GrandMaster II for Windows offers several different methods for selecting the current employee The options available for employee selection are found in the Employee menu which appears as follows When an employee has been selected regardless of method used the chosen employee s name and number will appear above at the top of the Employee menu bar This employee is now considered to be the current employee Note Shortcut Keys The Select by Name Select by Number Select by List and the Next Previous commands are available throughout all Employee related dialog boxes using shortcut key equivalents Automatic Saving of Information When you switch to a new employee any information you have changed for the original employee is saved The information for the new employee is then loaded Selecting Employees by Name An employee may be located by surname using the Select by Name command or by pressing lt ALT gt lt 2 gt To Select an Employee by Na
49. is protected by copyright laws and international treaty provisions The Customer may not remove the copyright and other proprietary rights notices from the Software The Customer agrees that this Agreement shall be retained with all printed and electronic copies the Software The Customer agrees to prevent any unauthorized copying of the Software Except as expressly provided herein CanPay does not grant any express or implied right to the Customer under CanPay copyrights trademarks or trade secret information LIMITATION OF LIABILITY In no event shall CanPay be liable to the Customer for any damages whatsoever including any lost profits lost savings or other incidental or consequential damages arising out of the use or inability to use the software even if CanPay has been advised of possibility of such damages or for any claim by any third party TERMINATION Upon violation of any of the provisions of this Agreement The Customer s right to use the Software shall automatically terminate and the Customer shall be obligated to destroy all their copies of the Software MISCELLANEOUS This Agreement is governed by the laws of the Province of Manitoba and the laws of Canada in force therein If any part of this Agreement is found to be unlawful void or unenforceable then that provision shall be deemed severed from this Agreement and will not affect the validity and enforceability of any of the remaining provisions CanPay GrandMaste
50. listed each time the payroll is processed As each option in the top section is performed a check mark will appear beside the option to indicate that it has been carried out When the payroll is cleared the check marks will be removed P TOCezz Select Earnings w Select Deductions w Select Accumulators Setup Nest Faprall Temp Backup Restore Payroll Calculation Clear Payroll Backup Master File Restore Master File Advance Cheque Aun Fig 8 02 The Process Menu with three Completed Items Select Earnings The Select Earnings command allows you to globally select which previously defined earning types are to be paid on the current payroll Normally these would all be selected however in some cases such as car allowance this may only be paid at the end of each month 96 GrandMaster II for Windows Any earning entered using the Salary Override or Hourly Override commands will be paid regardless of whether the earning is selected When you choose the Select Earnings command the following dialog box appears 3 Select Earnings for This Payroll File Help HOURLY VAC PAY SICKPAY Save Cancel Select Al Deselect All Fig 8 03 The Select Earnings for this Payroll Dialog Box Upon entering this dialog box the original settings as they were on the last payroll will be displayed Select one or more earnings types to be paid and choose the Save button Once you exit this dialog box the program
51. olaa de 105 Setas LIS AS ASA AA SA AAA AA E Tae 105 CHAPTERS CREATING REPORTES lt a L7 PA ROLEREGOI DIT APRO COR En nn A O Oe re Ok 107 POSETE E ia ml Oe earner poem neem E 0 PE O A od cone ren et 108 PESETA AA ATA AAA ASA A depen Saleen AA A AA O E 108 Pat GAN Siac hate A AA A its 109 CHEQUES S TUBS eii io oa 110 SS I RRA 111 Prat POS GP 6 ie testis A A AS E A A A A AL A AO ad 111 A ep idee lance a 111 Slike Fes Cheque lt ES gt iia dai 111 AUDIT PRA and cales Decanos 112 TETO S aaa Went wear RED Ty res ee Rey wo RUT DIET emer RET wee Toe rete Te TE RON eer rg DeT Rey Lert UTP eee teary rte ae ne cen eer eee Re 113 DAM o RR RANA 113 select intormmation lt P gt ais 113 selec AAA A AN RATERS ORETSANTRET RR E E AY RE RIC AMET AN ERT RT ORE E ERE AT UE RRR A 114 NAME AND ADDRESS da neta oasen cad camaceeeaien a a eee wie 114 A AE 115 ES Ris ECO PI RR OR 115 Prot Test Pare lt gt A A A E ESA A A E 115 ABRES O IR iso 116 Priors PP RN 116 RiNS AA O A A II A O A A Pees 117 o lid AAA II E A O II O ene ad rene lee II II AEA 117 Prat Testi aida on 118 Messe a cia aia usecade 118 RECORD ORE MPLOY MEN Tos dida 119 Select New Employee lt P ed 119 JOURNAL ENTRE as a a cutee ta cuuah ct N cud aim can utce toa tstah annus cadets tecten E E neal antaetarenaneesms 121 ied ON ahd ay bo eet ea ee ee reer ate tee TE ETT aga ct ng 7a ers ye NU MET E O eer Ray ey ren eer coe Ree 122 Print ECS i Ge O ona Ned snare Gea nda A OA mse encanto ate 122
52. other payroll as well The File menu contains commands that relate to how your reports are handled on disk For example you can use the commands to load a file from your hard disk or save one to your hard disk etc The File menu appears as follows 146 GrandMaster ll for Windows Open Save As Delete Exit F3 Fig 8 01 The File Menu File Menu New This option is used to create a new report When selected the command clears the previous report s data and initializes the program for the creation of a new report You will then be prompted to enter a report title Enter Report Title OF Cancel Fig 10 02 The Enter Report Title Dialog Box If modifications have been made to a current report and you select the New command the program will prompt to save the report before starting the new one Enter an alpha numeric name for the report and click OK to complete the process File Menu Open This option allows you to load a report file from disk into the report generator When you select the Open command a selection list appears displaying the previously saved report files If modifications have been made to a current report and you select the Open command the program will prompt to save the report before opening an existing one When you select the Open command the following dialog box appears Select Report File APT Mame Title DENTAL PLANT PLANT SENTORIT SENTORITY UNION UNION Cancel
53. other similar program Column Header and Total information is included WARNING It is advisable to Save the report settings before printing Should any problems occur power failure system crash etc while printing the report settings can be recovered easily instead of having to recreate them again This option allows you to set page layout and printer connection information When you select the command the following dialog box appears Report Assign to Port eri y Lines Inch je Lines Page Page Size Eb Print Lines has Printable BE W Condensed FT Emphasized TF Landscape Mode Laser Only OF Cancel Print Test Help Fig 10 41 The Setup Page Layouts Dialog Box The current settings for the form size and format are displayed You may modify any of the options shown to suit your specific printer requirements If necessary refer to your printer s User Manual when specifying these settings The following table describes the options available in this dialog box CAI Assign to Port Choose the printer port to which the printer is connected Lines Inch Enter the number of lines to print per inch Lines Page Enter the number of lines to print per page Page Size Print Lines Max Enter the maximum amount of lines to print on the page without exceeding the page Printable length Condensed Check this box if the output should be printed in a condensed format takes less width on the pa
54. perform either task refer to the Accumulators chapter in the Company Information section of this guide User Guide 65 Chapter 7 Company Information Company Information applies only to the specific payroll you have loaded That is any information you enter here will be unique to this payroll and will not affect other payrolls you have created The Company Information section is normally the starting point when you begin working with a new payroll Automated Features GrandMaster II for Windows utilizes several automated features and it is important to understand how they function By taking advantage of these powerful features you can satisfy all of your payroll requirements in an expedient manner Three of these special features are e Statutory Deductions Federal Provincial tax CPP QPP and ED These options follow CCRA guidelines and incorporate the Option 1 Tax formula These features generally change twice a year July 1 and January 1 CanPay carefully monitors these changes and forwards software updates when required You can not change the formulas e Earnings amounts paid to employees The program will accommodate 50 different earning types Employees in the payroll are assigned the earning categories that apply to them Distribution of the earning to specific General Ledger accounts 1s accomplished by assigning account number at the employee level e Deduction Benefits amounts deducted from the employees pay company pa
55. performed until the current payroll is cleared When you select the Clear Payroll command the following message box appears 3 Clear Payroll Run File Help Warning This function will finalize the current payroll and prepare the system for entry of a new payroll run Current Payroll Aun Clear Payroll Fig 8 11 The Clear Payroll Run Message Box The program will prompt you to confirm the Clear Payroll operation Choose Yes to confirm or choose No to cancel the operation Once the program has cleared the current payroll the check marks will be removed from all items in the Process menu and the run number will be increased by one WARNING Identical run numbers on consecutive payroll runs indicates that you failed to clear the previous payroll before entering current payroll information In such a case the previous payroll will not have been included in each employee s year to date totals User Guide 103 Backup Master File It is highly recommended that the current payroll be backed up after each payroll calculation We have provided the Backup Master File command to perform this process although you can use any method you prefer to back up your payroll data A proper backup ensures that the payroll may be restored on another computer should your computer malfunction for any reason When you select this command the following dialog box appears 3 Backup Master File File Help Enter a valid 005 path and f
56. period Caution Use this option only as a last resort Care should be taken when modifying insured earnings Once settings are saved they cannot be reversed even with the Reverse Pay function When you select this command the following dialog box is displayed Accumulators User Guide 63 3 EL insurable Earnings Edit Window File Help HE Type Wika El Hours E aming 861 2682 HY 2 48 66 88 Totals Cancel Edit Record Delete Restore Previous lt Previous Nent gt List Fig 6 38 The El Insurable Earnings Dialog Box The column tables display the following information COLUMN LABEL PP The year and pay period number The type of pay period and a y if this has been printed on an ROE The number of weeks in the given pay period The amount of hours in the given pay period The amount of earnings in the given pay period Warning Be careful when modifying insured earnings Once settings are saved they cannot be undone with a reverse pay Accumulators are used to calculate and pay or maintain a running balance of pay types such as vacation pay hours statutory holiday pay sick entitlement etc The Accumulators menu appears as follows Accumiulators AccumuUlators Fig 6 39 The Accumulators Menu In the Accumulators dialog box you may invoke accumulators that have been previously set up using the Accumulators command under the Company menu for the current employee You
57. prompted for the file name The printed payroll register will appear similar to the following User Guide 109 Paga Ko 1 Pay Ron 7 Pay Date 17 07 93 Period Ending 15 07 93 Benefits Y T D Current Payroll ID 93TAX Rua au 07 07 01 at 10 21 FAYROLL REGIETER Western Widget Company Description 1000 00 00 TDl exempe 56 170 51 00 2338 11 6 Bolotov Sergei 45 Yonge gt Toronto OF SIM Mo 000 000 600 40 09 TATABLE1 000 00 MET PAY 668 14 INS ERN1 000 00 10 00 30 00 RE12 00110 33 JIN Mo 000 000 000 OT18 00 12 00 222 333 DT24 00 HOLIDAY ACCUM HOLIDAY 110 44 STATUTORY 59 91 Royal Bank 56789 454 797979 600 00 TD Bank 12345 567 909090 TAZABLE2 346 86 NET PAY 2 192 37 INE EAN1 614 17 GROSE Fig 9 03 A Sample Payroll Register Report Final Totals The last page of the Payroll Register provides the accumulated totals for the current payroll including Earnings Hours Deductions Benefits Net Payroll Value and other statistical information The printed payroll register final totals will appear similar to the following 110 GrandMaster ll for Windows Payroll ID 9ITAX Page No 2 Rua om 07 07 93 at 10 11 PAYROLL REGISTER Pay Run 7 Western Widget Company Pay Date 17 07 53 Period Ending 15 07 93 ser Pinal Total Earnings Deductions Benefits Current hours Description Current Yaar to Date Description Current Year to Date Year to Date 2 000 00 57 100 61 16 055
58. screen you have chosen For example if you choose the Job Cost Entry method of entering hours extra editing fields will appear at the bottom of the dialog box as shown here 3 Hours Entry Me File Entry Screens Help Humber oO o o O Hame AMOS JOHN Az B ST Seq Type Date Rate Hours Amount Dept Acct Sub seq Type Date Rate Hours Amount Dept Acct Sub CTT A ee Job Phase Sub Phase Save Exit View Earnings Delete Line Previous Next gt List Fig 6 6 The Job Costing Edit Fields Keyboard Shortcuts lt F7 gt view earnings Displays a list of defined hourly earnings types and their corresponding number lt Enter gt Accepts the entered value and moves the cursor to the next field If no value is entered the lt Enter gt key will pop in the value from the previous record This does not apply to the Hours field lt Esc gt Saves all records appearing in the dialog box with the exception of any information appearing on the bottom line of the dialog box the edit line and closes the window lt F4 gt next employee Allows you to switch to the next employee in order without leaving the hours entry form lt F5 gt previous employee Allows you to switch to the previous employee in order without leaving the hours entry form lt F6 gt list Allows you to select a different employee from a selection list 34 GrandMaster ll for Windows Employee lt Up Arrow
59. settings defined using the Permanent Salary command EXAMPLE In error you define a salary override for the wrong employee You would choose Reload to reset the current employee s earnings back to permanent salary The Hourly Override command operates in a similar manner to the Permanent Hourly command with the following differences e Amounts entered will override permanent settings e Amounts entered pertain to the current pay period only and will subsequently revert back to permanent settings for the next pay period e Earning types cannot be added or deleted Note Alternative to Hourly Overrides An alternative method to using the Hourly Override command is to use the Hours Entry command under in the Payroll dialog box s Employee menu The Hours Entry command is designed to make entering hours information for many employees faster and easier EXAMPLE A casual employee does not work a set number of hours in each pay period Because the number of hours always varies a permanent hourly amount can t be defined Rather you would use the Hourly Override command to enter the employee s hours for each pay period When you select the Hourly Override command the following dialog box appears User Guide 45 3 Hourly Earnings Override Type Description Rate Hours Amount B2 HOURLY Totals Cancel Edit Record Distribution Reload lt Previous Next gt List Fig 6 16 The Hourly Earnings Ov
60. the Bank Reconciliation File back into the program Setup Ids and Passwords Only the Supervisor can use the Setup command If any other user selects this option an error message will appear This Bank Reconciliation System has been designed as a multi user system Up to ten users can access the same Bank Reconciliation File at the same time The program must be able to identify each user so that a log can be kept with the name and current status location of each user within the system can be tracked For sensitive Bank Reconciliation Files an optional password can be assigned to prevent unauthorized access Userlds Passwords and the Security Level can all be entered using the Setup command Adding a New Userld At least one UserId must be setup within the system As such the SUPERVISOR Id is automatically added to the system and can not be removed Up to 10 Userlds not including the Supervisor can be assigned to each Bank Reconciliation file To Add a new Userld 1 Chose the Add New Userld command and enter the new Userld This Userld will only appear in the bank reconciliation file in which it was set up The Userlds are defaulted to uppercase The Userlds must be unique within each Bank Reconciliation file Two people can not enter the system with the same Userld at the same time 2 Enter a password for the new Userld required even if Passwords are not enabled 222 GrandMaster ll for Windows The passwords are default
61. their pay reversed the employee s status Personal Miscellaneous Information must be set to X EXAMPLE An employee was paid in error To cancel the cheque issued and correct the year to date balances use the REVERSAL option When you specify REVERSAL the program prompts for the pay run number to be reversed Note Clear Payroll During the Clear Payroll process these employees will be reset to Active status When an Additional Extra or Reversal pay 1s performed changes made to employees which were not included on these runs e g status not set to special will be carried forward to the next payroll run during the Clear Payroll process CAUTION DO NOT change the employee status until the Clear Payroll process has been performed Temporary Backup Restore The Temporary Backup Restore command allows you to make a temporary backup or restore the payroll master file of the current payroll The temporary backup is saved to the same hard drive containing the GrandMaster II for Windows program To restore a payroll master file it must first have been backed up When a payroll master file is restored any changes made to the payroll since the payroll was backed up are discarded Note Backup the Master File To create a permanent backup of a payroll use the Backup Master File command When you select the Temporary Backup Restore command the following dialog box appears 100 GrandMaster ll for Windows 3 Temporary Master
62. use A calculation is performed on a percentage of the weekly salary to a weekly maximum amount The weekly salary is calculated as the default earnings times the number of pay periods divided by 52 The deduction rate is calculated on 1 10th of the weekly salary The benefit is up to 100 of the deduction If a benefit has been calculated reduce the deduction by the amount of the benefit Deduction code is used for custom use only The premium is calculated as a rate per thousand on the annual salary times the multiplier at a separate deduction and benefit multiplier rounded up to the next thousand The annual salary is determined by the selected earnings times the number of pay periods in a year A deduction maximum annual salary can be entered to limit the range of the deduction only Ifthe earning is a multiple then only use base rate times hours for earning amounts Deduction code developed for custom use A deduction and or benefit calculation based on a percentage of selected base earnings If the earning is a multiple then only use base rate times hours for earning amounts Deduction code developed for custom use A performed on a pay period basis on a percentage of selected base earnings less than YMPE a percentage greater than YMPE The benefit is taken as a rate times the deduction The YMPE amount and the number of pay periods are used in the calculation If earning is a multiple the only use base rate times hours for earning
63. will place a checkmark beside the Select Earnings menu command to indicate that earnings have been selected for the current pay calculation Select Deductions The Select Deductions command allows you to globally select which previously defined deduction types are to be deducted on the current payroll Some deductions may be deducted mid month and others may be deducted at the end of the month Any deductions entered using the Deduction Override command will be deducted regardless of whether the deduction is selected When you choose the Select Deductions command the following dialog box appears A Select Deductions for this payroll El File Help VACATION 2 GROUP RESP Save Cancel Select an Deselect an Fig 8 04 The Select Deduction for this Payroll Dialog Box Upon entering this dialog box the original settings as they were on the last payroll will be displayed Select one or more deduction types that apply to the current pay calculation then choose the Save button Once you exit this dialog box the program will place a check mark beside the Select Deductions menu command to indicate that deductions have been selected for the current pay calculation User Guide 97 Select Accumulators The Select Accumulators command allows you to globally select which previously defined accumulators to activate on the current payroll Accumulators that are de selected will not allow accumulation of additional amounts but
64. with global system setup These settings are saved in your program configuration file PAYROLL IND When you select this command the following dialog box appears 190 GrandMaster ll for Windows 5 Select Report 3 File Help Report Description PAYREG REP NAMEADDR REP Name amp Addr STATEMENT REP Statements CHEQUE REP Cheques ROE REP ROE JOURNAL REF Journal RECON REP Reconciliation INPUTWORK REP Input Worksheet Select Cancel Fig 12 03 The Select Report Dialog Box This dialog box contains multiple report types of which you can control the settings Highlight a report then choose the Select button This opens the Set Page Layouts dialog box for the specific report type 4 Setup Page Layouts Report Assign to Port LPT x lo Lines per Inch ee Lines per Fage Fage Size ee Print Lines Maximum Printable W Condensed Emphasized Landscape Mode Laser Printers Only Optional Report Settings FF Option 1 7 Option 2 7 Option 3 P Option 4 Exit Print Test Page Help Fig 12 04 The Select Report Dialog Box Pay Register Report Initially the current settings for the form size and format are displayed You may modify any of the options shown to suit your specific printer requirements If necessary refer to your printer s User Manual when specifying these settings The following table describes the options available in this dialog box Fea Desorption OOS Assign to Port Enter the por
65. you to specify the earnings types on which the report will be based Choosing the button opens the following dialog box Select Earning 81 SALARY 62 HOURLY 83 UAC PAY 64 SICKPAY OF Cancel Select al Deselect an Fig 9 46 The Select Earning Dialog Box Highlight one or more earnings to include them in the report Use the Select All button to quickly highlight every earning in the list 140 GrandMaster ll for Windows Department Distribution This report 1s used to show earnings and benefit information for each employee This report 1s useful when you need to obtain details about the standard Journal Entry When you select this command the following dialog box appears 4 Department Distibution Report File Sort Options Major Sort DEPARTMENT M Sub Total Page Break Intermediate Sort EE NUMBER Sub Total Page Break Page Break on New Department Print Configuration Options Iv Expenses e Statutory Deduction Expenses PF Accurmulators FT Detail Lines Range Pay Period Pi ie J Department To Exit Print Test Page Fig 9 47 The Department Distribution Report Dialog Box Options are available to the choice of the sort sequence Major Sort is the highest order followed by Intermediate Sort You may select subtotals for each sort level by choosing the Sub Total checkbox beside each list Choose the Page Break checkbox to begin a new page after each record The
66. 0 x 52 2080 for Teachers it may be Days Taught e g 197 Contract employees such as schoolteachers would use this option Choosing this option displays the Enter Factor button which when chosen will allow you to enter an amount by which the earnings will be factored N Not This method will not annualize the earnings usually for money purchase plans Once you have selected a Pension Adjustment Method you must choose a Type of Pension Adjustment as listed in the following section Pension Adjustment Type Choose a Pension Adjustment type and enter the appropriate percentages or rates that you have received from your pension administrator The Integrated plan will have two percentages one below YMPE e g 1 2 and one above YMPE e g 2 0 The Money Purchase option has no factors the Pension Adjustment is equal to pension deduction plus company contribution A Fixed Annual Benefit This calculation is based on a set benefit amount times the months of employment during the year 12 User Guide 173 e F Fixed Monthly Benefit This calculation is based on the months of employment during the current year times the user defined benefit amount For example an employee could be credited 25 00 per month for each completed month of service e P Percent of Contributions This calculation uses the employee s year to date pension contribution deduction plus company benefit times a user defined percentage For example an e
67. 2 The Earnings Menu The Permanent Salary command is used to set up salary type earnings that occur on a regular basis for a given employee These settings are permanent and will remain in effect until you change them These settings may be overridden on a one time basis using the Salary Override command All salary earnings may be globally activated deactivated during the pay calculation using the Select Earnings command under the Process menu You could set up a Permanent Salary earning on a weekly payroll for a car allowance which is paid on a monthly basis Using the Select Earnings command under the Process menu you would then activate the car allowance to be paid out on the last payroll of the month When you select the Permanent Salary command the following dialog box will appear User Guide 41 3 Salary Earnings Permanent Type Description El Hours Amount Row Col ALARY Cancel Table Distribution Add Delete Edit Record Prey Newt gt List Fig 6 13 The Salary Earnings Permanent Dialog Box Add lt F8 gt Use this button to add an existing salary earning type to the list of earning types that apply to the current employee Once selected you may choose an existing salary earning type from a list of earning types Delete lt F9 gt Use this button to remove a salary earning type Choosing the button displays a list of salary earning types that have been applied to the current emplo
68. 20 Pension 50 52 Pension Adjustment 22 Federal Tax 725 o PL Fo 24 Ineurable Earnings 1000 00 Footnote PO 26 Pensionable Earnings sd Po 30 Board amp Lodge 32 Travel Fo Use box 26 if age lt 18 or gt 70 34 Auto Tips Cue Anp Changes made to 36 Loans fi ta 40 38 Stock Options sell automatically 40 Others Po Na be added to INCOME 14 42 Commissions pooo 44 Union E 46 Charity Ooo mas FO Status Indian 35 Other Taxben The Prov of Quebec s additional Medical Life Save Cancel lt Previous Next gt Select Add Delete Company Info WCB into Fig 11 13 The Edit T4s Dialog Box The top section of the dialog box displays general employee information The fields below represent the same fields that will be found on the employee s T4 form when printed 178 GrandMaster ll for Windows Save This button saves the changes and closes the dialog box Note that your changes are saved automatically each time you view a different employee s information Previous lt F5 gt This button saves the current T4 data and displays to previous employee s T4 data in order of employee number Next lt F4 gt This button saves the current T4 data and displays to following employee s T4 data in order of employee number Select lt F2 gt This button allows you to select an employee s T4 information based on their em
69. 4 The Select Column to Insert Before Dialog Box To define a new column 1 Click OK to in the Select Column to Insert Before dialog box This opens the Select Field Type dialog box so you can specify the type of data the new column should display Select Field Type Accumulators Arrears Bank Information Company Deductions Earnings Province Health Date Information Hiscellaneous Info DK Cancel Fig 10 15 The Select Field Type Dialog Box Accumulators selected for example 2 Choose the desired field type from the options provided then click OK to continue This opens the Select Field dialog box where you must specify the item to be calculated for the selected field 152 GrandMaster ll for Windows 4 Select Field E Current Balance Amount Added mount Held Hot Paid mount Paid Expense ccount Liability Account Pay Code H T or A Rate Percentage OF Cancel Fig 10 16 The Select Field Dialog Box Current Balance selected for example Choose the desired item then click OK to continue Depending on the item you select a different dialog box may appear offering further options In our example we selected an Accumulator with Current Balance as the field item The resulting dialog box prompts us to specify which Accumulator to use in the calculation Select Accumulator 1 VACATION 2 SICKPAY Fig 10 17 The Select Accumulator Dialog Box Vacation selected for exampl
70. 6 GrandMaster ll for Windows BANKPOSTA Postal code ofthefistEFTbark eo o o o and up to 12 digit account number 6 BANK PROVINCE 2 Province of the second EFT bank BANK POST 2 Postal code of the second EFT bank Transit number of the second EFT bank 5 digit transit 3 digit bank and up to 12 digit account number BANK NAME 3 Third EFT bank name 25 BANKPOST3 Postal code ofthe id EFT bank eooo o o Transit number of the third EFT bank 5 digit transit 3 digit 2 bank and up to 12 digit account number ERN AMOUNT Earning amount 9 incl 2 dec ERNDEPT Deparimenteamedin i i e FERNAGGT Accountearingchargedio e FERNSUB Subaccounteaming hargo e ERN HOURS Hours worked replaces earnings already entered 9 incl 2 dec HOURS Hours worked replaces earnings already entered 9 incl 2 dec HOURS Hours worked by the employee to be added to previous hours 9 incl 2 dec worked ERN AMOUNT YTD Year to date earning amounts replaces YTD value 9 incl 2 dec na 2 eo inc 2 User Guide 197 DED AMOUNT Amount of deduction 9 incl 2 dec BEN AMOUNT Amount of benefit 9 incl 2 dec DED GROUP Group class used for deduction BEN EXP ACCT Expense account number for benefit EA BEN EXP SUB Expense sub account number for benefit DED AMOUNT YTD Year to date deduction amounts replaces YTD value 9 incl 2 dec DED AMOUNT YTD Year to date deduction amounts added to previous YTD
71. 666 06 12 2001 056 FAZIO NANCY HHG 866 668 06 12 2001 007 GEPETO WOODY HH6 868 666 06 12 2001 008 HYHIE BILL Total Humber of Hew Employees Hired 8 Fig 9 38 A Sample New Hires Report Print Settings lt F5 gt This button opens a dialog box that allows you to set up the report page and printer connection specifications When you select this button the following dialog box appears User Guide 135 Set Page Layouts Report Assign to Port eri Lines Inch fe Lines Page Fage Size BE Print Lines blas Printable BE Condensed Emphasized Landscape Mode Laser Only Use Cancel Print Test Page Fig 9 39 The Set Page Layouts Dialog Box The following table describes the options available in this dialog box Field Description Assign to Port Enter the port where the output will be directed Lines Inch Enter the number of lines to print per inch Lines Page Page Enter the number of lines to print per page Size Print Lines Max Enter the maximum amount of lines to print on the page without exceeding the page Printable length Determines if the output should be printed in a condensed format Emphasized Determines if the output should be highlighted slightly Landscape Mode Determines if the output should be printed in landscape mode Use this feature only Laser Only for laser printers Workers Compensation General Information Workers Compensation Le
72. 80 300 009 740 34 168 55 1 330 56 11 842 18 1 495 73 1 495 73 216 00 1 110 00 1 362 44 1 819 45 488 00 3 281 20 700 00 341 22 200 82 100 41 610 00 264 00 360 00 12 50 6 25 100 00 10 009 695 96 56 80 51 80 130 00 256 75 2 10 13 30 61 36 161 96 72 232 95 1 080 05 25 375 49 566 46 5 536 06 1 044 49 427 75 Paid Fig 9 04 The Payroll Register Final Totals Cheques Stubs GrandMaster II will print cheques and or pay stubs as two separate operations The print format of the cheques pay stubs is entered using the Setup Cheques command under the Utilities menu When you select the Cheques Stubs command the following dialog box appears 43 Pay Statement File Help Optional Field A Sumame Given Mame iC Optional Field B C Home Department C Field 4 Sumame C Home Province City f Field B Surname Tax Province Home Department Sumame W Print Checks Print Direct Deposits Non Direct Deposits Starting Cheque 000001 Cancel Message Print Test Fig 9 05 The Pay Statement Dialog Box You may specify e Information to be printed e Page setup information User Guide 111 e Printing order The following table describes the options available in this dialog box CI CA Sort Order Specify the order in which the cheques stubs are to be printed Select a radio button that corresponds to the sort order you wish to use Print Cheques Check this box if you want to print both cheques
73. 9 incl 2 dec value BEN AMOUNT YTD Year to date benefit amounts replaces YTD value incl 2 dec BEN AMOUNT YTD Year to date benefit amounts added to previous YTD value FED TAX YTD Year to date federal tax amount replaces YTD value incl 2 dec CO O FED TAX YTD Year to date federal tax amount added to previous YTD value QUE TAX YTD Year to date Quebec tax amount replaces YTD value incl 2 dec QUE TAX YTD Year to date Quebec tax amount added to previous YTD value CPP YTD Year to date CPP amount replaces YTD value incl 2 dec CPPYTD incl 2 dec CPP YTD Year to date CPP amount added to previous YTD value QPP YTD Year to date QPP amount replaces YTD value QPP YTD Year to date QPP amount added to previous YTD value incl 2 dec UIC YTD Year to date UIC amount replaces YTD value UIC YTD Year to date UIC amount added to previous YTD value incl 2 dec information when adding employees FILLER Species non used positon on inwte cause the deduction to be added cause the earning to be added will cause the accumulator to be added FOVERAMOUNT Loadiocveridecamingamount OVER AMOUNTE Addst venid caring amount FERN OVR AMOUNT Loads to overrid eming amount FERNOVR AMOUNT Adds to overid caring amount ERNRON Eamingtablerow OOOO O ERNECOL Eamingtablecounn O DED OVR AMOUNT Loads to deduction override amount DED
74. A calculation is performed on a monthly basis done as a percentage of the hourly rate of selected earnings for the deduction and benefit The monthly earnings are calculated as the hourly rate times the pay periods divided by 12 It may have employee parameters Deduction code developed for Ontario Hospital This calculation is performed on a yearly basis on a percentage of selected earnings less than YMPE a percentage greater than YMPE The benefit is a percentage of the deduction The earnings are calculated by the hourly rate times hours worked times the pay periods The YMPE amount and the number of pay periods are used in the calculation It may have employee parameters Deduction code developed for custom use The premium is calculated as a rate per thousand on the annual salary times the multiplier rounded up to the next thousand The annual salary is determined by the selected earnings times the number of pay periods in a year A minimum and a maximum annual salary can be entered to limit the range of the calculation 78 GrandMaster ll for Windows 49 Fixed Deduction Benefit of deduction lt YMPE gt YMPE on YTD pensionable earnings pensionable benefits Life Insurance on default annual salary Long Term Disability on default annual salary Ded only Short Term Disability on default annual salary Rate Selected hours rounded up Union Deduction on selected hours F
75. A Summary Report Dialog Box Print lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name Printer Settings lt F5 gt This button opens a dialog box that allows you to set up the report page and printer connection specifications Print Test lt F6 gt Choose this button to print a test page to verify form alignment This command allows you to create a report that shows each employee s assessable earnings earnings and taxable benefits marked with the WCB flag maximum assessable earnings WCB rates and costs for the entire year This is useful at year end for balancing your WCB figures to the payroll Once the year has been cleared you must use this function to print the WCB Report because it uses the figures from the previous year The WCB report is designed for submission to WCB Commissions in each province Each province has specific requirements as to which earnings and benefits are subject to the WCB assessment Generally any amount that would appear in Box 14 of the T4 would be included in this report Some provinces ask that a monthly report be prepared and submitted with the monthly payment Choosing this command opens the following dialog box 3 Workers Compensation Report File Help Start Date 01 01 2001 End Late 3112 2001 E Cancel Fig 11 11 The Workers C
76. AAA a 151 LAYOUT E MENU UPDATE COLON st di ies 153 To Update COLA Scott li a llas 154 NEEDS iaa a iS Rd asii 154 A A E E O EE SE Te AERO OP See EE eet MRE TOR ir cone TS NOOR TET TOMES 154 Chance Fae VO Satie ect E E AA ASA cael dass A ad A ROA 155 Rato lt E TS ti A E A AAA A AAA A 155 LAYOUT MENU REMOVE COLON decai 155 8 GrandMaster ll for Windows TO Remove a CO VMN oer t a TAE Wesco alae gu ATTE 155 LAYOUT MENU EDIT FORMULAS Ri 155 a Howe Bi MM O on II II II SANE Seer aren Tenney ey 156 To Create Complex FONDI AA AAA A TAS A DAA AS A crecersn eae 157 Edi AA A AA A AA od 158 NO AA A A A A O tals rand tle scahestaa Mie lhawssesut 158 EG O O S AAPP E a a a ain 159 LAYOUT MENTE DIT SUM S ose a A EA A E TE A A A T A 159 TOCE dolar da A A ia 159 A A T bese inte ateberte cans te does adseincstasieasutosvusacatel iivus a laevuceet aaa 160 OPTIONS MEN ee oli est ee oie it ae te o Ah le a es el hia la ete ee ai tac 160 OPTIONS MENO eS ORD Ye cts csi see ea a ds loe sae at ee ca as ese 161 OPTIONS VEN CASO LOLALS oss ad lo ie 162 OPTIONS MENU STATUS REVENUE CANADA di 162 IS 163 PRIN VEIN oP RIN Ta uste pp cts doo io o o la o lt NEA E ee das tac 164 What Happens When You Printa RA ed 164 SA sete A ee pete ae atte cee ental O eatin eiacen E 165 gH E LR en TR nT eee 166 CHAPTER 11 YEAR END PROCESSING we voscssscsssiecceccecteitinsecssiciuscsstceebeucsescesbosesbedsccsacsousbouceivecaoncesscuwesdecsonensustsscessenessse 1 OV Co
77. ARY 1 000 00 5600 REG HRS 1 330 56 5600 OT HOURS 216 00 5600 RG HOURS 300 00 5800 Comp GROUP I 27 72 5800 Comp PARKING 347 98 5800 Comp LIFE IN 4 80 5800 STAT HOL 100 00 5800 Comp CPE 70 28 5800 Comp UIC 38 12 5800 Comp PR HLT 14 74 5800 Comp WCB 65 33 5800 H1ldCoHOLIDAY 105 22 Total 4 717 81 4 717 81 Western Widget Company JOURNAL ENTRY page 2 From 7 To 7 Run on 07 07 01 at 11 41 Revenue Canada Remittance For This Period RET123452 Gross Pay 3 946 56 FED TAX 713 54 C P P 183 68 T I C 172 55 Fig 9 21 A Sample Journal Entry Report Print Test Page lt F6 gt Choose this button to print a test page to verify form alignment User Guide 123 Export lt F2 gt This button is accessible only if the Export File checkbox is selected in the Print Options section of this dialog box This option allows you to change the format of the export file and the file name Depending on which format you use the transaction code and fiscal period may not be required When this button 1s selected the following dialog box appears Current Journal Entry Format Export File Hame lie exp dat Cancel Select Format GL Translation Jobcost Translation Fig 9 22 The Export Format Dialog Box Select Format lt F2 gt This button allows you to select the export format for the journal transactions Most popular export formats are available and predefined in the PAYROLL INI file for each payroll You
78. Address command the following dialog box appears 3 Company Name and Address _ E File Help Company Hame AEC Company Address 1 hz FOURTH STREET Address 2 City WINNIPEG Province ME X Postal Code an Bac Phone Humber 204 555 2734 Cancel Fig 7 02 The Name and Address Dialog Box Save lt F10 gt This button saves the changes and closes the dialog box Control Information This dialog box contains information necessary to control the processing of the payroll When you select the Control Information command the following dialog box appears User Guide 67 3 Payroll Control Information File Help Pay Periods fear 26 Maximum Met Perod 2000 00 Accounts Met Par Armearz Arrears Description Arrears e Enable Audit J Allow Arrears on Gross Pay of zero Miscellaneous Fed FieldB Numeric 1 oo Mumernc 2 ee Descriptions Optional Additional Date 1 Date 2 Date 3 Expense Accounts Use Company Account F Use Company Sub 4ccount Fig 7 03 The Control Information Dialog Box This information is described in the following table Pay Periods Year Indicates the number of pay periods per year e g weekly 52 biweekly 26 semimonthly 24 or monthly 12 print a warning when net amount exceeds the amount Arrears Description Specifies the arrears description Enable Audit Enables the audit change tracking feature
79. BR EXAMPLE GRNDMAST PROGRAMS cobdir program1 lbr grndmast gnt cobdir program 1 lbr cobdir screen1 lbr cobdir bank rec lbr GRNDMAST S WITCHES 216 GrandMaster ll for Windows Running the Module When you first access the Bank Reconciliation Module you will be prompted to enter a name for a new Bank Reconciliation File You can create up to 10 separate Bank Reconciliation Files Normally you would use a Bank Reconciliation File to keep all payroll cheques that are written from the same company account You can have all payrolls in one Bank Reconciliation or each payroll in a separate Bank Reconciliation or any combination of payrolls for each Note Cheque Numbers A cheque number must be unique within a given Bank Reconciliation file Assigning Names It 1s best 1f the name s assigned to the Bank Reconciliation files s are descriptive of the type of information that will be contained within the file s However the file s can be made without a name description in which case only the computer generated number s will appear in the file list Once a name has been entered click OK to accept it and create the new Bank Reconciliation file When a new file is created the Userlds SUPERVISOR and CLERK are automatically added to the file and passwords are disabled If you wish to use passwords with the file please refer to the Setting Up Passwords and Userlds section of this chapter To Select a Bank Reconciliation File 1 Se
80. C hours of selected earnings to a minimum Fixed Amount on selected hours table of hours of taxable income and taxable benefit lt YMPE gt YMPE on selected earning Group Insurance on selected earnings Group Insurance on selected earnings Selected Ben rate of Ded Ded Percent Ded Minimum Ben Percent Ben Minimum Min Hours 8 Ded Amount 8 Ben Amount 8 Ded Percent Ben Percent CPP Earnings CPP Exempt Earnings Ben Rate Ded Ben Percent Ben Maximum Ben Percent Ben Minimum User Guide 83 then zero the calculation takes the lessor of a percentage of selected earnings or a deduction rate of selected earning divided by UIC hours The calculation adds a percentage of non selected hourly earnings The benefit is a rate of the deduction make the first sentence This calculates a deduction and or benefit percent on selected earnings and will use the minimum deduction and or benefit if specified The calculation searches the table for when the selected hours are less than the minimum hours in that table row the deduction and or benefit are the table item fixed amounts for that row Deduction code developed for Northwest Territory special tax This calculation takes a percentage of the total taxable income and taxable benefits for the deduction and benefit A calculation done on a pay period basis on a percentage of selected earnings that are pensionable
81. CB costs to the departments in which an employee works The WCB report can be run on a single or multi pay period basis and is designed for submission to WCB Commissions in each province Each province has specific requirements as to which earnings and benefits are subject to the WCB assessment Generally any amount that would appear in Box 14 of the T4 would be included in this report Some provinces ask that a monthly report be prepared and submitted with the monthly payment You require a starting and ending pay period to produce this report To obtain an annual report enter 1 in the Starting Payroll Period field and the most recent period in the Ending Payroll Period field When you select the Workers Compensation command the following dialog box appears a Workers Compensation Report File Help Starting Payroll Period 1 Ending Payroll Period 1 Cancel Print Test Page Select Provincels Fig 9 40 The Workers Compensation Report Dialog Box Enter the starting payroll date in DD MM YY format and choose the Print button to proceed The program will generate a report of earnings and costs to the maximum assessable amount by employee The report is sorted using employee S I N numbers segregated by province Most provinces require this report to be produced on an annual basis only prior to T4 processing The provinces of Ontario and Quebec require a monthly WCB report with the maximum assessable earnings prorat
82. Current Class A description of the employment category Options available are FULL TIME PART TIME and OTHER CCRA Acct or BN The CCRA remittance account number The program validates CCRA numbers using the Modulus 10 check digit formula Quebec Acct The province of Quebec remittance account number This is only required if employees are working in the province of Quebec El Rate The employer s El Commission rate expressed as a multiple of the employees rate Normally this would be 1 4 X the employees El rate Liability Account Indicates the default liability general ledger account number The account number uses the following structure DEPARTMENT ACCOUNT SUBACCOUNT The total deduction and the total benefit will be credited to this account Expense Accounts Indicates the default expense general ledger account number The account number uses the following structure ACCOUNT SUBACCOUNT The employee s wage expense department code will be inserted in front of the account number Earnings Information The Earnings Information dialog box allows you to set up and or modify earning types Once the earning types are set up they may be applied to individual employees by using the commands under the Earnings menu in the Employees dialog box There are 2 basic types of earnings e Salary a fixed pay amount e Hourly a pay rate X hours or units 70 GrandMaster II for Windows Either earning type can have the following sett
83. E AAA ASAS 43 Table EZ a 43 SALARY OVERRIDES ut dies 43 SS CHUNG NOM LETS A A A A MES EEES AAA EAS AAC AA UAT A AAA AA E A A oles Bute dices 44 REI d ES nati io mee een Ta on aren 44 EOURESOVERRIDES iio A a ao eeanabonemenee eae 44 PASTADULOR lt gt did labial 45 IR OSS A saccades E aS rd BSB oak tiie ea etal aah E E a hsb aie Soukens wena es abies ents 45 YEARETOS DATE EARNINGS at caia 45 To Update ai Farin amp AMOO A a td dacetnrnditeautacaetironcade 46 da SUNT De NOY Ed mB 8 OL GIN S E e eee ane ane En NE E AEE I E E o Car ENR EET Se BRITE 47 Tapes F AA a e a a a a a a O catee ep Clee wnsBe ek 48 DA O RR REO A TOE nent 49 PN The ees RN 49 CN rota als asses pate accesses ceeds A eee ec awe Ge a hs AG en 49 DEDUCTION OVERRIDE mirise da e a Talus heh ae O 49 PRUDON tati a a radiata dice 50 LAA o A EE E EN A O A IS O 50 DR RN 50 STATUTORY DEDUC HON OVERRIDE 0 O E SS E SE ES E Asa 51 Y BARS TO DATE DEDUCTIONS a EN O a cen ecard a eaten ci 51 YEARSTOSDA TESTA TUTOR DEDUCTIONS ita iS 52 PERSONAL INFORMA TON coren na a atracan 53 MISCELLANEOUS INFORMATION ico 55 TAX INFORMATION E A EE E SES E EE EES E A E A N O EEES 56 PO a nl a e a O a a E ENAS 57 Statutory Deduction Expense Accounts lt P OA ea a on E EEREN 58 WCB AND TATS CANADA lr 58 IMPORTANT DATES 59 BANCTINE A Ee E E a E E e o e e eT ee 60 User Guide 5 lt Pace Up gt and lt Page DOWN A A A AAA E AAA AA AAA AAA AAA AAA 61 ELOTE ces E aba aio 61 ARREARS OVE
84. Edit EFT Transmision Format File Help Transmission Format Page 1 File Name TOBANK Destination IDAGM2wINMABC_ O File Creation Mo fi Customer Mo 12345 Originator ID jezen tc tis Company Mame Short JBC Company Mame Long Return Bank 12345 jeza nnn Data Center E mail F as Indicator Email Fas Address Fig 13 05 The Edit EFT Transmission Format Dialog Box with sample data The following table describes the fields in this dialog box Fea oep OOOO O File Name Enter the name of the transmission file that will be created by EFT This name must conform to DOS file naming conventions Destination The path destination to where the transmission file will be created This path must conform to DOS po naming conventions File Creation No The sequential number assigned to the transmission file each time it is created The bank monitors this number to ensure security for EFT transmissions Customer Number The number assigned to the company by the bank for identification purposes Some banks will assign a Customer Number a Originator ID or both Originator ID The number assigned to the company by the bank for identification purposes some banks will assign a Customer Number an Originator ID or both Company Name The abbreviated company name usually under 15 characters Short Company Name The full legal name of the company Long Return Bank ID In the event that an employee s deposit is r
85. Fed Onl 99 Other Taxables Fed Que 99 Tips Quebec Only 82 UNION 83 MEDICAL 48 64 C 5 B 48 85 ADVANCE 48 66 SALES TASK 4B 87 ADDITIONAL 48 68 GARHISHEE 486 sl Cancel Select Note 99 is only applicable if the employee taxed in Quebe Fig 11 05 The Year End Processing Benefits Dialog Box Benefits in this payroll are displayed in the table on the left side of the dialog box The Benefit column lists the name and number of each benefit The 74 Box column shows the box assignment for each benefit Taxable benefits will default to box 40 on the T4 form The table on the right side of the dialog box shows a list of valid T4 T4A boxes to which you can assign these benefits To assign a benefit to a specific box Choose a benefit from the list on the left choose a box from the list on the right then choose the Select button You can perform this same action by double clicking a Box option from the list on the right Setup Accumulators lt F8 gt This button allows you to assign the accumulated earnings that you used during the year to the appropriate T4 T4A box When you choose this button the following dialog box appears User Guide 171 Year End Processing Accumulators Accumulator T4 Box Select Walid T4 T44 Box 64 UAC PAY 14 Exclude From T4 T4A Employment Income 42 Employment Commissions 164 Pension 144 184 Lump Sum T4A 254 Commission TH 244 Annuity 14 264 Retiremen
86. File oooccccccnnnccnnnnnonnonnnnnncncnnnnnnnnnonononnnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnncnnnnnnnnnonos 223 User Guide 11 Chapter 1 GrandMaster Il for Windows Getting Started Guide About This Guide Welcome to the GrandMaster II for Windows payroll processing software program This unique Windows based application integrates Payroll Electronic Funds Transfer and Bank Reconciliation in a single easy to use application You can use the program s powerful features to process your payroll in house for anywhere from 2 to 2000 employees GrandMaster II for Windows is user friendly and designed for basic payroll operations yet has all the features required for the most complex payroll situations Some of the outstanding features of GrandMaster II for Windows are e expanded earnings fields to a maximum of 50 e table driven earnings and rate tables for union payrolls e expanded deduction fields to a maximum of 50 e up to three bank accounts for one employee e industry specific customization e ten accumulators for vacation seniority sick etc accruals e context sensitive online help Add on modules include e Bank Reconciliation e Electronic Funds Transfer e Job Costing e Personnel CanPay The Canadian Payroll Experts CanPay is committed to customer satisfaction by specializing in all payroll requirements Our payroll experts possess extensive payroll knowledge and our priority is responding to customer needs We hope you enjo
87. Footer Pay Period Range Page Settings Notes Fig 10 06 The Setup Menu Setup Menu Report Title This command allows you to define a title for the report This title will appear centered at the top all report pages The title will also appear on the bottom left of the Report Generator dialog box for reference When you select this command the following dialog box appears Enter Report Title VACATION Ok Cancel Fig 10 07 The Enter Report Title Dialog Box Enter a title for the report then click OK to complete the procedure Setup Menu Report Subtitle This command allows you to define a subtitle for the report Subtitles are generally used to further describe a report The subtitle will appear centered near the top all report pages just below the report title When you select this command the following dialog box appears Enter Report Subtitle SUMMER 2002 OF Cancel Fig 10 08 The Enter Report Subtitle Dialog Box Enter a subtitle for the report then click OK to complete the procedure User Guide 149 Setup Menu Report Footer This command allows you to define a line of information that will appear at the bottom of every report page When you select this command the following dialog box appears Enter Report Footer E COPYRIGHT 2002 ABC COMPANY OF Cancel Fig 10 09 The Enter Report Footer Dialog Box Enter a footnote for the report and click OK to complete the pr
88. GrandMaster II for Windows provides two methods of receiving help for a given topic Context Sensitive or through the commands found under the Help menu User Guide 13 Context Sensitive Context Sensitive help displays information that is directly related to the action or operation presently being carried out This type of help is available in all dialog boxes windows and reports To access this help simply press the lt F1 gt key The Help Menu The Help menu contains commands that allow you to view help for the active window along with general help for the GrandMaster II for Windows program To access this help select the Help menu and choose the desired option from the list provided Note To keep the Help screen from disappearing behind other wndows when you click on a GrandMaster II for Windows window choose the Keep Help on Top On Top command from the Help window s Options menu System Requirements Y our computer must meet the following requirements to run GrandMaster I for Windows e Pentium processor or equivalent e Microsoft Windows 95 98 NT 2000 ME or XP e Approximately SOMB of hard disk space for complete GrandMaster II for Windows installation all modules Additional 100KB average of disk space per year for each active employee e 32 MB of RAM 64 or greater recommended e CD ROM drive e Mouse or compatible pointing device The GrandMaster ll for Windows CD ROM The GrandMaster II for Windows CD ROM co
89. I for Windows Bank Information This command allows you to define information about the employee s bank account s for use with the electronic funds transfer EFT feature An employee s earnings can be transferred into a maximum of 3 different bank accounts The accounts will be satisfied in order of sequence 1 3 as earnings amounts permit A zero amount will apply the remaining balance to that bank account Any earnings in excess of the allotted account amounts will be paid in the form of a cheque When you select this command the following dialog box appears 3 Bank Information Account ID Account Mo P Amaun Jo Bank Name FO Bank Address sy City PO Province Postal Code Poo Enable Account Bank Identifier Code used for EFT multi transter lt Previous Account Next Account gt Exit lt Previous Mext gt List Fig 6 35 The Bank Information Dialog Box The fields in this dialog box are as follows Fea Desert S Account This label displays the account that you are presently viewing Multiple accounts can be viewed using lt Page Up gt and lt Page Down or the Previous Account and Next Account buttons at the bottom of the dialog box Account No The employee s actual bank account number where monies will be deposited you can define up to three Field format is TTTTT BBB AAAAAA T Transit number B Bank ID number A Account number It should be ent
90. N A A A II A A A A 184 NOS ES RAS An a AUS RA ITA e E 184 Delete SEIS ua dd 184 Ie IN Ney TFA a tes cele setts seca uae cie 184 FRG TIE roca datas ed A A E relat ti lia A RN O 185 Seal UDG casa pieles ltd deal las ean 185 CELAR TOS e 185 Conticutrine the Clear Y TD Dilo DO AA AA AAA E AA AAA 186 Retaining Items Carrying Forward to the Following Pay Year oooccccccccccnonnnnnonnncnnnncnnnnnnnnnononnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 186 RE lems are ai eae ars eo e di o e ate i al leat acre Gata ind 187 Clears the Y D Anonn S case dead ascites Ni Ad vids Plasabiateceteus 187 CHAPTER TE UTILES lisa 188 This UTILES MEU A A A A A A tt acord 188 A O etc a ee oat se stems ohanants 188 Adis Po A En TC BERT E SIT A ee Oe eT oa ee Oe ae Ae PO Oe 189 Aa o ME A SI A A A leis O TS ES 189 SET RAGE EA YOU I A av A a la 189 Print Test Race LOS aii AA SAS A E EE E AA E 191 S PINIA RERO LEI De OE S A lr OE E E S A E NET A 191 POP TO T aA AE A 192 Backup Master Fie a FOS E a E a 193 CREATING IMPORT FORMATS si AN a 193 IMPORTA S iaa 194 INPORT EEES ii 194 INPOR ET ORMA T oia 199 IMPORTING NORN A E ia 199 IMPORTING DATA ENTRY ONE EARNING PER LINE J roiti a a a a a eiii 200 EXPORT DATA da 202 Export Da T a eaaa E eel eine E eden 203 CREATING EXPORT FORMAT S aaa I E A states dan ate e 203 EXPORT LAS o ld a 203 O nna EIN a On aR O one oP ee 204 Sample Te ORE OUR A GS 6 ida a Sa als ta A a 207 CHAPTER 13 ELECTRONIC FUNDS TRANSFER EFD
91. O Sees E a COME eC Earnte rsene ter eee 139 DEPARTMENT DISTRIBUTION lt td ds 140 Print Test Pane y e AA A O A A N 141 JOP COSTING REPORTS unidades ad 141 Santoral ib laa lot 141 PRE o A NA NN A web cts et Bs ana tee le taeda toca atin aoa cent aan sates AAN 142 Piat Test Bare LOS it ees Ret esac ae seas sad ners ae E EE E A A E 142 RANES td E ES A ES A A A a Cantata e daaeieon se 142 Select E AAA A A Se A laa i A A A A Paine 142 PAY PERIOD SUMMA Rda cda ti deco cales 143 Priest e anan E eat eenloes gt 144 Print Test Rare 144 A A O Coney ENC ree 144 CUSTOM REPORTS niia o ic o daci n 144 The Report Generator Dial BORA AAA OS 145 do ae ted o ds e ll do PTI reer eT eT 145 TABESMEN TS EW A o e o E ES 146 TIE MIENTO PEN ciclos 146 PIE D MENTES AVE iii aachsnccase verosonesmswadeusnct sin cbbustanavscione oak iaosabausnaianchbustossuasesanchseecpbeien ss 147 EOIN 0 s DLL TE taocaa tancatoscasnsaeaseaseuanononeb ieonadausncnanahinseacavanenese suowarensaasonsys uscmna vasiosineb a iat baetan a Suoreuausmosanahsesconevaneues 147 A A A A A A O 147 SETUP MENU REPORTE ocre inroicuicana 148 SLTUP MENU REPORT SUBTITLE iio OEE RS 148 SETUP MENU REPORT FOOTER 0 iS ER AOA Ai 149 SETUP MENUS PAV PERIOD RAN GE st ti 149 SETUP MENU OP AGE SE LTIN GS a AA A A tenes destino atotene des sant gota enue ts 149 SETUP MENU NOTES A ARS AT AAA AAA Ai 150 LAYOUT MEN till laa droocdas 150 LAYOUT MENU ADD COLUMN A e adi s 151 Tode ai proses MEW COLINA A SE A ENE
92. OVR AMOUNT Adds o deducton overide amount BENOVR AMOUNT Loads to beneft venid amount BENOVR AMOUNT Ads to benefit ovario amount OPTION A 3 Alpha optional field 3 OPTION A 4 Alpha optional field 4 198 GrandMaster ll for Windows OPTION A 9 Alpha optional field 9 OPTION N 7 Numeric optional field 7 9 incl 2 dec ACCUM RATE Loads to accumulator rate incl 2 dec ACCUM PAY FLAG Loads accumulator pay indicator N not pay A always pay 1 T this pay only OPPDEPT Load employes CPP doparmen e CPP ACCT Load employee s CPP account cPP su8 Load employees CPP sacconi e FOPP DEPT Loads employee s QPP department ode le FOPP ACGT Loads employees GPP accountcode le FOPP SUB Loads employees QPP subaccountende O UICDEPT Loads employees UIOdepariment ode le FUIGACCT Loads employees UG accountoode e fUICSUB Loads employees UG sub accountcode le WCB DEPT Loads employee s WCB department code WoB ACOr Loads employees WOB account ode Je wossus Loads employees WCB sub accountcode O HLEDEPT Loads employee s provincial heath deparmentcode 6 HLTACCT Loads employee s provincial heath account onde 8 HLESUB Loads employee s provincial heath sub account ode 6 Import Format Importing Normal User Guide 199 If delimiter COMMA is used all alphanumeric fields must be surrounded by double quotation marks and fields must be separated by commas This format is known as Comm
93. Payroll System or manually entered within the Bank Reconciliation module Reports can be printed on Outstanding and Returned Cheques All reports can be printed to a disk file the screen or directly to any accessible printer Returned cheques can be kept on record indefinitely or purged after a given date Cheques can be exported to an ASCII file so they can be accessed with a spreadsheet program or imported into other bank reconciliation programs 1 Process a payroll as you would normally and print any pay cheques that have a unique cheque number assigned to them Cheque numbers must be unique within the Bank Reconciliation System duplicates will be rejected Note Cheque Numbers The cheque numbers are only assigned in the payroll system once the cheques have been printed DO NOT import before they have been printed 2 Perform a backup of the Bank Reconciliation file each time a large amount of information is changed within the system e g If you are importing payrolls or have just finished canceling a large number of cheques 3 Each time a payroll is complete select the payroll that you would like to import into this file and select the Begin Import command to import the cheque information for any employees on that payroll 4 When bank statements have been received from the bank with your returned cheques use the Return Cheques command to cancel the cheques out of the Bank Reconciliation file 5 Run an Outstanding Cheque
94. RRIDE cala ias 62 EE INSURABLE EARNINGS sia sd 62 DISTAL EZ E AAA AAA A AA ESE AAA AAA ANA 64 CHAPTER 7 COMPANY INFORMA TION conti lOs ACIONA EE ATURE a A E NO AERO em CSP SE 65 TAR COMPANY MENU costara a E N TOE N 65 Lo sample Pano Procedures asilo a a aie sae ionaaee a uaneta 66 NAME ANDADORES ide is 66 A O A A E E OR EN 66 CONTROLINFORMA NON ala toa 66 STATUTORY DEDUCTIONS sa a E T dt OS 68 EARNINGS INFORMATION A A A aenadageee en aneaee 69 DEDUCTIONS AND BENET od 71 Update Calculation Parametros e ti did it 73 Update Selected Baines lt a a Ed AN AS AAA AA A ayes 74 Benet Calul Onr C ode S si a 74 Accuimmlator E al CU LALO COG CS nae A EE AAA AAA AA AAA ANOS 83 ACCUMULATOR S cei A AA A AA A 84 Conse NA e A ENS 85 To Pay out the Entire Balance Oran Accumulator icena AAA EE E TE AA 86 To P youta Fixed Amouitot ai ACCA O eaa aA a a a a E aeS 86 BEEE Re NAE E E EEE A EN E eed EEAO S TAEA E E AEE TE 86 WORKERS COMPENSATION ri dd ales 87 PROVINCIAL HEAL emanan bein sd eaaracna hanes duatetees Sian cides omnes banca ease N cad Siac Pane Clea eee saad meee apa eatae es 88 PARNING sata 89 Chance Row Des cripiO mel iia tada tina tddi 90 Chas Column Descrip ione ES gt rt r E AN EAS E E 90 DELATI A OLOR A e aL 90 SECT ANDAR A NA 91 Deduccions lt A A AA AAA AAA AA A A A A oatehSicagtin 91 o o A O 91 JOB COSINA aaa o rata barctase aah clades consented aneaaptedsasmecenne 92 Job Cost Description Report TF2 gt nana a
95. Report to verify which cheques have not been returned from the bank Installing the Module User Guide 215 Run a Returned Cheque Report to verify that all returned cheques were correctly entered Purge any returned cheques that no longer need to be stored in the database Perform a backup of the Bank Reconciliation file if it has not been performed for an extended period of time or after a large amount of information has been entered The Bank Reconciliation module is an optional feature of GrandMaster II for Windows To acquire this additional module please call our toll free number 800 665 5129 Note Module Availability This module was not available at the time this guide was produced Please contact CanPay Technical Support for more information on its availability To Install the Bank Reconciliation module 1 Insert the Bank Reconciliation diskette into drive A substitute drive B if required 2 Open a DOS prompt and change to the C GM2WIN folder or the folder where you installed GrandMaster II for Windows 2 From the C GM2WIN prompt type COPY A C GM2WIN 3 Press lt Enter gt 4 From the C GM2WIN prompt type PRINT READ ME 5 Press lt Enter gt This file contains information that may not have been included in the documentation 6 Edit the file GRNDMAST CFG file located in the folder where you installed the program and add the following line under the GRNDMAST PROGRAMS section heading cobdir BANK REC L
96. Select Format Dialog Box Basic use of the EFT requires only one transmission format A maximum of 10 EFT formats may be defined to accommodate special requirements Add Format This button allows you to define new transmission format for the EFT process When this button 1s chosen the following dialog box appears 3 Enter Hew Format Hame File Help New Format DR Cancel Fig 13 03 The Enter New Format Name Dialog Box Enter a unique name for the new transmission format and click OK This opens the Select Bank Transmission Format dialog box so you can choose from a pre defined list of available bank settings 3 Select Bank Transmission Format File Help Toronto Dominion Bank of Hontreal Royal Bank 86 char Alberta Treasuries Bank of Nova Scotia Credit Union CPA Hat l Bank of Can Hong Kong Bank BofHontreal Harris TelPay Bill Pynt Sys Payroll Savings Bond Select Cancel Fig 13 04 The Select Bank Transmission Format Dialog Box Select a pre defined bank setting and click OK to add it to your list of formats The next time you choose the Select Format command your new format will appear in the list User Guide 211 Edit Format Information This command allows you to view or edit information for the selected transmission format The bank will supply most of the required information for you When this command is chosen the following dialog box will appear 3
97. This command will export a range of cheque numbers to a comma delimited file for import into spreadsheet software Settings for this operation are setup in the BANK REC INI file This information can be changed or added by using any text editor e g Notepad BANK ACCOUNT account 123 456 789123 lt lt enter the GL bank account number sub account 123 456 8888 lt lt enter the GL bank sub acct number path c platinum lt lt path for export files file name cheq exp csv lt lt name of file to be exported CSV Begin Export When this command is chosen you will be asked to enter a starting and ending cheque number for the export Choose the OK button to begin the export operation The file that is created will replace write over an existing file with the same name The Process menu offers all the options necessary to actually do the bank reconciliation These options are as follows e Manual Cheques Allows you to input any manual cheques which are not already in this Bank Reconciliation File e Return Cheques Cancels cheques that have been previously entered into the system e Print Outstanding Cheques Print all cheques in the file that have been cancelled e Print Returned Cheques Print all cheques that have been cancelled but have not been purged from the system e Purge Returned Cheques Purge delete from the file all cheques that have a date less than the purge date entered When a cheque has not
98. This dialog box displays all of the YTD deductions and benefits for the current employee Select the desired item then choose the Edit button to enter the new amount for year to date deduction benefit amounts Note YTD Amounts The year to date balances displayed in this dialog box are prior to the current pay calculation When the Clear Payroll command is selected the year to date balances will be updated to include the current pay period Year to Date Statutory Deductions GrandMaster II for Windows maintains an accumulating total of statutory deduction balances for the calendar year which will be used to produce T4s T4As and Relevel s The YTD Statutory Deduction command allows you to adjust these balances or initialize balances for commencement of a new payroll Entering values in this field will alter the year to date statutory deductions Caution We recommend that you use this feature as a last resort to make adjustments If possible use the Statutory Deduction Override command to make adjustments as this will provide a proper audit trail EXAMPLE A cheque was issued to an employee in error To rectify this you would reduce the balance for both the Deduction and Benefit fields of the YTD Statutory Deduction dialog box When you select the YTD Statutory Deduction command the following dialog box appears User Guide 53 3 Year to Date Statutory Deductions File Help Description Deduction Benefit Cancel lt Previ
99. This option will increase file size Allow Arrears on gross Check this box if you want to arrears to be generated even if an employee s gross pay of zero pay is a zero amount Descriptions Optional Additional Date 1 3 There are 3 user definable date fields that will appear in the Personal Important Dates dialog box under the Employee menu bar Miscellaneous Miscellaneous There are 2 user definable character fields that will appear in the Personal Field A B Miscellaneous dialog box under the Employee menu bar There are 2 user definable numeric fields that will appear in the Personal Miscellaneous dialog box under the Employee menu bar Expense Accounts Use Company This causes the account search to bypass the Employee screen Personal menu Account Miscellaneous option Default Account number and accept the account from the Company Accounts Not valid for earnings Numeric 1 2 68 GrandMaster II for Windows Use Sub Account This causes the account search to bypass the Employee screen Personal menu Miscellaneous option Default Account number and accept the sub account from the Company Accounts Not valid for earnings Statutory Deductions Statutory deductions are fixed calculations based on the Option 1 formula which is supplied by the CCRA which incorporates Federal Tax Provincial Tax Canada Quebec Pension Plan and Employment Insurance EI This dialog box allows you to change descriptions enter CCRA Busi
100. When you select this button the following dialog box appears Enter Range s Employee number From To Surname From To PO Home Department From To Cancel Select Provinces Help Fig 9 34 The Enter Range s Dialog Box Enter either the starting and ending employee number or starting and ending surname plus the department and province Leave the fields blank to choose all employees User Guide 133 Select Provinces lt F4 gt This button allows you to choose one or more provinces to include in the report When you select this button the following dialog box appears Select Provinces AB All BC HE Clear HB Save Cancel Fig 9 35 The Select Provinces Dialog Box Statistics Canada Report Statistics Canada requests that some employers complete a monthly Survey of Employment Payrolls and Hours report These reports are used by Statistics Canada to measure economic conditions When this option is selected the system will provide statistical information on the last payroll and on all payrolls for the month broken down into three categories salaries hourly others If the payroll contains employees in more than one recording zone a further breakdown will be given See the WCB amp Stats Can option under the Employee dialog box s Personal menu for entering a Statistics Canada code and region Print lt F7 gt Choose this button to print the report You are
101. Workers Compensation section in the Reports chapter for information on generating a Workers Compensation report e g WCB Reports Many payroll users choose this time of the year to print a Profile Report for each employee that can be placed in their employee file Year end is also a good time to review the reports you have set up under the Report Generator you may have some year end reports that have to be processed When you are sure you have completed all of the necessary steps you can select the Process menu and choose the Clear Payroll command The Year End Menu The Year End menu contains options for carrying out your year end processing The menu appears as follows Create TAT 44 s Print T4 Summary Print 744 Summary Year End WCB BackupHestore File Edit 4 s Print All T4 s Edit 144 Print All T 4a s Clear TD s Fig 11 01 The Year End Menu 168 GrandMaster ll for Windows Create T4 T4As The Create T4 T4As command allows you to set up and generate a T4 T4A file that contains each employee s year end information This information is required when printing T4 T4A and Relev 1 forms The file will be automatically sorted prior to printing your T4 Summary or T4 slips The Create T4 T4As command can be repeated until the desired results are produced When you select the command the following dialog box appears Setup Earnings lt F4 gt Create T4 14 Year End File Creation Assemble the Info
102. Y a fixed amount per pay period and HOURLY a rate times units User Guide 71 Account Indicates the default expense general ledger account number The account number uses the following structure ACCOUNT SUBACCOUNT The employee s wage expense department code will be inserted in front of the account number Subject to Tax Indicates whether the earning is eligible for federal provincial tax An employee is subject to Quebec tax only if the employee works in Quebec Subject to Indicates whether the earning is eligible for CPP QPP CPP QPP Subject to El Indicates whether the earning is eligible for El Subject to WCB Indicates whether the earning is eligible for Workers Compensation Fixed Amount Indicates how the earning rate is to be determined by the program Invalid entry will Multiple of display a selection list with the following options NORMAL entered on an individual employee basis FIXED a global rate that applies to all employees and MULTIPLE calculated based on another earning type If you select the FIXED or MULTIPLE the program will prompt for further information Split Earning on Check this box if want the Earning to be split when it appears on the Journal Entry Journal Entry report Deductions and Benefits The Deductions and Benefits dialog box allows you to set up new deduction benefit types and modify existing deductions benefits types When a deduction benefit type is defined both a deduction and the a
103. a Separated Values CSV and is compatible with most spreadsheet and database export functions If delimiter FIXED is used the size of the field must be given after the description in the PAYROLL INI section In the case of decimal amounts if the decimal point is included in the data file then it is included in the size of the field along with 1 position for the sign if present If the decimal point is not included e if it is implied then you must also specify the number of decimal places present in the number EXAMPLE If the employees surname is imported followed by the given name in the following format 1 10 20 30 36 12SMITH JOHN 645600 then the section in the import would look like IMPORT FORM 01 file name IMPORT FIX form name Fixed Field IMPORT delimiter FIXED field desc EE NUMBER 9 field desc S URNAME 10 field desc GIVEN NAME 10 field desc NET CLAIM 6 2 The normal or standard input type should be entered as follows import type HOURLY This import type will add to or change existing data on the employees database For fields that have multiple occurs like earnings deductions and accumulators must have an identifier to indicate the appropriate occurrence of the field In the example below the incoming data must have a earnings number following the hours field e g hours for earning type 05 EXAMPLE In GM2 Regular Hours has been set up as type 1 Overtime Hours has been set up as ty
104. a to verify that the payroll you are about to delete is safe to remove Be sure to complete the year end cycle T4s etc before deleting any payrolls pertaining to the current year It is advisable to backup the payroll before deleting it To Delete a Payroll 1 Select the Payroll button then choose the Delete Payroll command This opens the Select Payroll dialog box that displays the available payrolls 2 Choose the desired payroll from the list then click OK You can use the lt Up Arrow gt or lt Down Arrow gt keys to highlight a given payroll This displays a message box that prompts you for a Supervisor password 3 Enter the Supervisor s password then click OK to complete the removal If you have not created a password you can use the program s default contact CanPay Support to receive this password The Payroll Module Window Once a payroll has been selected or added the Payroll module window appears 3 GrandMaster 11 Payroll E File Employee Company Process Reports Year end Utilities Help Current Payroll Run Number 0641272001 Fig 5 6 The Payroll Module Window The menu bar provides a list of commands that allow you to perform payroll operations under several different categories A brief listing of menu command is provided here e File Menu This menu provides basic file based operations presently the Exit command e Employee Menu This menu provides commands to add change and delete individua
105. accounting systems the order and size of the above code numbers may be altered GrandMaster II for Windows will distribute the payroll by using a series of general ledger numbers that have been set up at both the company information and the employee information levels When setting up the company information fields are available to enter the liability ledger numbers credit entry and a default expense ledger number debit entry The liability ledger numbers are entered as department account and sub account The expense ledger numbers are entered as account and sub account The department number needed to complete the entry will be the employee s department code When entering employee information fields are available to enter general ledger numbers for salary wages and benefit expenses The format for these numbers will be department account and sub account If a ledger number is not entered for the department account or sub account the missing information will use the default account number entered using the Miscellaneous option under the Personal menu If any of this information has not been specified GrandMaster II for Windows will then default to the number entered at the company information level The following table illustrates how the general ledger account structure is applied User Guide 23 Ledger Number Ledger Number Description Ledger Number Source i 1101 Net Payroll Company Misc Info Sum of cheques issued
106. act certain information from the program s data dictionary for use with other programs This file may be exported as ASCII delimited or flat ASCII format When you select the Export Data command the following dialog box appears Select Export Format 3 GH II Mame and fAddre OF Cancel Fig 12 09 The Import Employee Information Dialog Box Choose a format from the list and click the Import button This will open Import Employee Information dialog box for the chosen format This dialog box will have different options based on the format you choose User Guide 203 Export Employee Information Export File GM2wINSPAYROLLASAM PLE DAT Export Data Cancel Fig 12 10 The Export Employee Information Dialog Box Export Data lt F7 gt This button invokes the export process Once complete the file can be accessed from the location defined in the Export File field Creating Export Formats If you are familiar with how to edit a text file using a text editor such as Notepad you may alter the export formats through the Payroll ini file located in the same directory as your payroll data Up to 30 export lines may be defined in any one form Following is an example of a export form EXPORT FORM 01 delimiter fixed form name HR Systems Export file name CAGRNDMASTIEXPORT TXT field desc EE NUMBER 9 field desc S URNAME 40 field desc GIVEN NAME 40 field desc ADDRESS 40 field desc ADDRESS2 40 Export
107. actual printed field size is lt n gt digits decimal places 1 space for the decimal point 1 space for the sign Totals Check the box if you wish to display calculated totals at the bottom of the column This applies to numerical fields only Spacing Enter the amount of space to be left between this column and the next column in lines This setting is optional Size The number of digits to be shown followed by a comma followed by the number of decimal places to be shown This applies to numeric fields only The size will default to the maximum as defined in the payroll master file DO NOT increase the field size larger Next lt F4 gt Select this button to display the settings for the next column in the report If you are already viewing the last column in the list you will receive an End of Columns message Previous lt F5 gt Select this button to display the settings for the previous column in the report If you are already viewing the first column in the list you will receive a First Columns message User Guide 155 Change Field lt F6 gt Select this button to change the field type The button opens the Select Field Type dialog box so you can make your selection Range lt F7 gt This button allows you to specify a selection range to be displayed in the current column Choosing the button opens the following dialog box Enter Rate Range From 1 0000 To 2 0000 Records with Zero Yal
108. ad of E To Install GrandMaster ll for Windows 1 Start Windows and then insert the GrandMaster II for Windows CD into your CD ROM drive The AutoPlay window will appear if it does not please refer to The GrandMaster II for Windows CD ROM section that precedes this one a GrandMaster II For Windows and DOS ANB yc Ne LV GUS st E e Welcome i J lindows JS Jate Fig 2 1 The AutoPlay Welcome Window 2 Choose the GrandMaster II for Windows option then select the Read Me First link to open the corresponding document Read the contents carefully 3 When you are ready to proceed choose the Install GrandMaster II for Windows option The Welcome dialog box appears 16 GrandMaster Il for Windows Fig 2 2 The GrandMaster II for Windows Welcome Dialog Box 4 Read the displayed information and then click Next to continue with the installation process The Software License Agreement dialog box opens 5 Read the License Agreement information carefully and if you accept the terms of the agreement click Yes The Install Directory dialog box opens Install Directory Fig 2 3 The Install Directory Dialog Box 6 Choose Next to install the program files in the default directory if you choose Yes please skip ahead to Step 9 7 To install GrandMaster II for Windows in a different folder click Browse The Choose Folder dialog box opens 10 User Guide 17 Choose Folder E Please ch
109. ager Window To select a program module click on the desired button This will display a drop down a list with further options E Fayroll Select Payroll Add Pavrall Delete Payroll Fig 3 3 The Payroll Button Options Version Number and License Information If you need to determine the current version and license status you can do so easily via the System Manager s Help menu To Obtain Version and License Information 1 Choose the About GrandMaster II for Windows command from the System Manager s Help menu The About GrandMaster II for Windows window appears User Guide 21 3 About GrandMaster Il for Windows Fig 3 4 The About GrandMaster II for Windows Window e System Information This button opens a window that displays the program s system files along with their version numbers and dates e Tech Support This button opens a help file that provides the pertinent information on how to contact CanPay Technical Support 22 GrandMaster Il for Windows Chapter 4 System Concepts General Ledger Account Structure For the purposes of distributing payroll information GrandMaster II for Windows uses a general ledger account number GL number comprised of the following DDDDDD AAAAAA SSSSSS Departmental Account Sub Account Code Number Code Number Code Number Fig 4 1 General Ledger Account Number Breakdown Note Exporting Payroll Information When exporting payroll information to general ledger
110. ancel Fig 7 10 The Deduction Parameters Dialog Box This dialog box allows you to enter the parameters required for the current deduction Depending on the calculation method selected the definition of these fields will change The title above each column represents what the values in that column are used for You may enter more than one set of parameters for the current deduction Each row in the table represents a different set of parameters When a deduction is added to an employee s record you may choose which set or class of parameters to use depending on the requirements of the employee You do this by selecting the class of parameters required under the Employee Permanent Deductions command EXAMPLE You select calculation method 2 a percentage of selected earnings To specify the available percentages to be used in the calculation you would choose the Update Calculation Parameters button and enter all necessary percentages Parameters for deductions can be set up in groups classes Each row of the Calculation Parameters dialog box contains a complete set of parameters for the calculation code and is available for use on individual employees using this deduction See the Permanent Deductions section in the Employee Information chapter of this guide for more information on applying a group class to an employee 74 GrandMaster ll for Windows Update Selected Earnings lt F5 gt Allows you to specify the earning s types th
111. as been entered the Export button in the right bottom of the screen will be activated so you can specify the output files information Transaction Code Enter a transaction code to be inserted into the export file The transaction code is not used by GrandMaster II for Window but may be required for 122 GrandMaster ll for Windows importing into certain General Ledger systems Fiscal Period Enter a fiscal period code to insert into the export file This field is not used by GrandMaster II for Windows but may be required for importing into certain General Ledger systems Print lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name The printed journal entry will appear similar to the following Western Widget Company JOURNAL ENTEY page 1 From 7 Te 7 Run on 07 07 01 at 11 41 Account No Description Debit Credit GROSS PAY 3 946 56 1101 001 MET PAY 2 866 51 2 866 51 2200 01 RSP 136 00 2200 O02 GROUP INS 63 16 2200 08 PARKING 347 98 2200 03 LIFE INS 9 60 2200 50 FED TAX 713 54 2200 51 C P P 183 68 2200 52 U I C 172 55 2200 61 PR HLT 14 74 2200 62 PR HLT 19 50 2200 889 WCB 65 33 1 746 086 2300 Eld HOLIDAY 105 22 105 22 4 717 81 5600 SALARY 1 000 00 1 000 00 5200 Comp CPP 21 56 5800 Comp UIC 36 00 5800 Comp PR HLT 19 50 5600 SAL
112. at will be used in the calculation Choosing this button displays a list of earnings for this employee Choose one or more earnings from this list then click OK EXAMPLE You select calculation method 2 a percentage of selected earnings To specify the earning type on which the calculation is to be based you would choose this button then select the necessary earnings from the list Benefit Calculation Codes The following table outlines available deduction benefit calculation codes Code Calculation Parameters Description 1 Fixed Dollar Ded Amount The default deduction code A fixed amount would be amount Ben Amount entered for the deduction and or benefit 2 of Selected Ded Percent A calculation based on a percentage of selected Earnings Ben Percent earning for the deduction and or benefit 3 Rate Selected Ded Rate A calculation based on a rate times hours of a selected Hours Ben Rate earnings for the deduction and or benefit 4 Rate Selected Ded Rate A calculation based on a rate times hourly base rate of a Hourly Rate Ben Rate selected earning for the deduction and or benefit of Selected Ded Percent A calculation based on a percentage of selected Earnings to Ben Percent earnings for the deduction and or benefit The deduction deduction Ded YTD Max is subject to a YTD deduction maximum maximum of Selected Ded Percent A calculation based on a percentage of selected Earnings to Ded YTD Max earnings for
113. ation on file the title will read No Valid Jobs No Valid Phases No Valid Sub phases depending on the list requested If you have entered information in the field from where the list should begin and no further valid matches are found starting with that information the title will read No Job Matches No Phase Matches No Sub phase Matches depending on the list requested This screen will also appear when entering new job phase or sub phase codes OK lt F3 gt Selects the highlighted item The list must contain at least one valid item in order in order to use this button Restart List lt F4 gt This button allows you to restart the list from the first entry Insert Code lt F2 gt This button allows you to insert a new code into the list When you choose this button the item you wish to insert must not be a blank in the entry screen If it is a blank you will be returned to the entry screen where the new code must be entered At this point you can define the code and click OK to proceed After selecting the Insert Code button a dialog box will appear in which the description of the code and the burden rate can be defined 94 GrandMaster II for Windows 4 Enter the Description and Burden File Job Code SETUP Phase Code A sub Phase Code tS Description SETUP AMD ORGANIZE 000 Burden 8 00 Add Cancel Delete Fig 7 27 The Job Costing Description and Burden Dialog Box This dialog bo
114. been imported from a payroll or an import was not performed for the current payroll run the Manual Cheques command allows you to manually enter the information required by the Bank Reconciliation module Note Manual Cheques To enter a manual cheque you must assign it a cheque number which has not already been assigned within the Bank Reconciliation System This option can also be used to enter deposits to the bank account by entering a negative amount for the cheque amount Use Surname and Given Name for reference fields if required EXAMPLE Cheque No Surname Given Name Date Amount 999001 Roger Roy 01 03 95 245 040 40 User Guide 219 To Manually Enter Cheques 1 Returned Cheques Enter a valid cheque number in the first field An error message will appear 1f that cheque number has previously been entered in the program Enter a Surname in the second field optional Enter a Given Name in the third field optional Enter the date the cheque was issued or date funds were available Remember to use the DD MM Y Y format Enter the amount for which the cheque was issued Click OK after the amount to insert this entry into the Bank Reconciliation file The cursor will return to the Cheque Number field so that subsequent cheques may be entered as in the previous fashion A running total is kept on any cheques that have been entered since the window was opened The last 5 cheques entered are shown below the current ed
115. benefits will need to have a pensionable earning amount entered This figure 1s not maintained by GrandMaster II for Windows and will need to be entered manually Pensionable earnings are monies earned between the ages of 18 and 70 and only need to be entered if not equal to gross income Note Create T4 T4A First In order to use the Edit T4As command a year end T4 T4A file must have been created using the Create T4 T4As command Choosing this command opens the following dialog box 3 Edit T4A s Employee 1 wil Derlago Address fi 3 Fourth Street winnipeg ME x 12 SIN 123 456 7582 Fart Time FULL TIME Total T44 Earrings OO 16 Pension or Superannuation O 30 Patronage Allocation 18 Lump Sum Payment O 32 Pension Plan Contribution 20 Self Employed Commissions i 34 Pension Adjustment 22 Income Tax SS 36 Pension Plan Registration Mo 24 Annuity O O RESP Accumulated 26 Retiring Eligible Po 42 RESP Educational 27 Retiring Non Eligible O E Charitable Donations 28 Other Income oo Footnotes code Description Cancel lt Previous Next gt Select Add Delete Fig 11 21 The Edit T4As Dialog Box The top section of the dialog box displays general employee information The fields below represent the same fields that will be found on the employee s T4A form when printed OK This button saves the changes and c
116. ber Starting Run Number The run number of the payroll marking the beginning of the audit trail Test lt F6 gt Prints a test page to verify form alignment Print lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name Select Information lt F8 gt This button opens the Select Information to Print dialog box that allows you to choose specific types of information to include in your report Select Information to Print Hame And Address Information Employment and Birth Dates Miscellaneous Information Taxation Parameterst inputs Employee Bank Information Changes to Earnings Changes to Deductions and Benefits Changes to Accumulators Statutory Deductions Tax CPP etc Po Cancel Select All Deselect All Fig 9 09 The Select Information to Print Dialog Box 114 GrandMaster ll for Windows Choose one or more items then click OK to confirm your selection You can quickly select all of the items by choosing the Select All button Select User IDs This button opens a dialog box that allows you to include data from the user s who made changes to the payroll file Select User ID for Printing PAY CLERK Deselect All Select All Fig 9 10 The Select User ID for Printing Dialog Box Name and Address This is a report containing employee names
117. ble under the Company menu Earnings amounts entered must be the amount paid per pay period Earning types are broken down into 2 different categories e salary types given amount per pay period e hourly types units X rate Basic Earning Types Examples of salary type earnings would be basic salary bonuses commissions director s fees etc Examples of hourly type earnings would be regular hours overtime hours shift premiums piece work mileage etc 40 GrandMaster II for Windows Permanent Salary You have two options when selecting earnings for the current employee e Permanent Earnings Once selected these earnings will remain in effect until you change them again e Earning Overrides A one time substitute for the permanent earning If changes are made to permanent earnings and overrides are present a warning will be displayed You will then have to change items if applicable EXAMPLE A salary amount would normally be set up as a Permanent Salary earning type i e paid the same amount every payroll When an employee goes on vacation you would select the Salary Override command and override the salary by setting it to 0 00 zero and also set up a one time vacation earning The options for selecting de selecting earning types for the current employee are located in the Earnings menu as follows Earrings Permanent Salary Permanent Hourly Salary Override Hourly Override TD Earrings Fig 6 1
118. ck this box to include employees with the ON LEAVE status Terminated Check this box to include employees with the TERMINATED status Revenue Canada Account CCRA Full Time Check this box to include FULL TIME employees in the report Part Time Check this box to include PART TIME employees in the report Other Check this box to include employees that are designated as something other than Full Time or Part Time e g those with multiple numbers assigned Employee Must Meet all Check this box to include employees only if they meet all of the defined Ranges criteria in this dialog box Employee Number From Enter the Employee Number at which the report will begin Enter the Employee Number at which the report will end EXAMPLE To include only the employees that are terminated from the Part Time CCRA account you would check the Terminated and Part Time checkboxes and remove the checks from the other boxes The Print menu contains commands for printing your reports The menu appears as follows 164 GrandMaster ll for Windows Print Set Printer Fig 10 38 The Print Menu Print Menu Print This command allows you to specify the pay periods to be included in the report Choosing the command opens the following dialog box Print Report for the Following Periods Fig 10 39 The Print Report for the Following Periods Dialog Box Specify your pay period range using the From and To fields then select the OK button t
119. d Ded Percent Ben Percent Annual Maximum Numeric Pointer Ded Rate Ben Rate Multiplier Maximum per 1000 Numeric Pointer Ded Rate Ben Rate Multiplier Maximum per 1000 Minimum per 1000 The premium is calculated as a rate per thousand on the annual salary times a multiplier round up to the next thousand The annual salary is determined by the hourly rate of the selected earnings times the hours worked times the pay periods A minimum and maximum annual salary can be entered to limit the range of the calculation It may have employee parameters Deduction code is developed for Sask Teachers This calculation is performed on a daily basis on a percentage of full time equivalent selected earnings that are pensionable a percentage that are not pensionable The benefit is a percentage of the deduction The earnings are taken at full time equivalency The YMPE amount and the number of pay periods are used in the calculation The number of days worked in a year are 197 Deduction code is developed for Saskatchewan Teachers This calculation is performed on a daily basis on a percentage of selected earnings that are pensionable a percentage that are not pensionable The earnings are divided by the hours to get the average daily rate The benefit is a percent of the deduction The YMPE amount and the number of pay period are used in the calculation The number of days worked in a year are 197 Deduction code is develo
120. dMaster II for Windows has built in controls to ensure that your calculations will always be in balance These controls help prevent problems such as the payroll not balancing and T4s EI forms etc not agreeing with records Balancing Totals are provided on the register and the audit reports for balancing the total current hours entered to a batch total from the time cards or time sheets The batch total can be separated by type of hours Regular Overtime Shift etc 24 GrandMaster II for Windows Note Checking Balances Each time the payroll register is printed you should check the balance by adding the current gross earnings to the previous register s year to date gross which will be equal to the current year to date gross This will confirm that your payroll is in order Create a log sheet as shown below Enter totals each time a payroll has been run and confirm that the totals are correct This is an example of a simple payroll log Run Current Gross YTD Gross Backup File EFT JE 01 12 000 00 12 000 00 A pay01 No 02 10 000 00 22 000 00 AApay02 Yes 03 8 000 00 30 000 00 A pay03 Run 5 No Fig 4 2 A Sample Payroll Log The payroll register is assigned a sequential run number that appears in the top left hand corner of the report Reports should be filed according to this run number An audit check can quickly confirm that the records are complete This run number automatically increases by one each time the pa
121. dd button twice You could then enter the hours and the account number for each of the three departments When an Earning has been set up as FIXED F or MULTIPLE M no changes to the earning rate can be made in this dialog box Note The Multiple Earning Type Before a Multiple earning type can be assigned to an employee the corresponding earning on which it is indexed must first be added to the employee Similarly before an earning can be deleted any other Multiple earnings that are based on this earning must be deleted first EXAMPLE A salary earning called overtime has been defined at the Company level as 1 5 X regular This overtime cannot be added to the employee s list of earnings until the regular has been added to the list Table lt F2 gt This button displays the earnings table From the earnings table a table cell may be selected that will serve as the source for the salary amount Use of the earnings table allows for global changes in salary based on the values in the table Use the Earnings Table command under the Company menu for creating modifying the earnings table EXAMPLE A union shop worker s hourly wage is based on seniority A table of hourly rates is defined based on a union agreement Each worker s hourly rate is then linked to a cell in the earnings table When union negotiation cause rates in the table to change each worker s hourly rate will be updated automatically The Salary Override command
122. dd dia lid 92 Edit Desci ptio isene en SI ASS DA SAA ASA AAA AEE 92 gt AAA O RE eT STN OR E RRS RE UES NRT SRE E Pe ERS OS ERE STA ne eR E E eT ACen Ne Ren nee ET 92 ORs P A A AA Ses Set alr Slee soa elected Sled ial oa aad lasso 93 Restare EBRES E a aa aia eae eee amd ea ew eed ed ed ae 93 set Codes laa AS ti IIA AA eee tapas iterates suntan cado 93 Add LENE ase seats PO UR RN 94 DESEAS last Taian Sa eet estas aceon A A A A EAE A T 94 SELECT EARNINGS is ii A AA A A A AAA ia 95 SELLEFDEDUCUONS A A a 96 SELECTA CCOMULA TOR S 5535 oso core e ees 97 SETUP NEXE RARO lid dd 97 Process Pay Group TA Saa dolar diia 98 NORMALE AT O SS AAA E E A E ee ere re eae 98 ADENT E E erat ai aerate st cat E E E E E A E Menon ata 98 TDA AA PA A ea ee 99 REVERSE o rc no 99 TEMPORARY BACKUP RESTORE Saa 99 Backup Ma ste Sd acca cess Set A A A A A A A E 100 Restore Mastin AA AAA AAA A AA AA A A AA 100 6 GrandMaster ll for Windows Chane Backup Palla AAA AAA AAA AAA AAA AA 100 PAYROEE CALCULA TION E A AE 100 Bera Calcula hearin ee atl esi ciate EE EE E ANE E E O E E 101 ACU ACO E a AAA ES EE A AE Ad 101 Mule USCE ED VIEOM INCI Sa a eas tence 101 Calculating More Man OACI A A A A SE da edie cena 101 ELEAR PAROLES a 102 BACKUP NEA SITE PIBES pri ario ra eet 103 RESTORE MASTER PIB aa ario a 103 ADVANCE CHEROQUB RUN cd desa 104 RUS US lt gt es ia ed tatoo 105 DRUM eval slates E ETNE E ac late E dad adas T AA 105 Enano DE dicHoOn hs ur o
123. dividual Pay Out as Identifies the earning type under which the accumulations are to be paid Any invalid code including 0 will display a selection list of available earnings Highlight the desired earnings type and choose OK Enter 99 if the accumulator is not to be paid out Maximum Will allow the accumulator to reach only a maximum value Set this amount to to zero 0 to indicate no limit Journalize Specifies whether or not the amounts from the accumulators will be included on a journal entry Allow Negative Allow a negative accumulator value If set to No the accumulator will not pay out any more than is currently in the accumulator i e will not allow a negative accumulator condition Change Earnings lt F2 gt When this button is selected the following dialog box will appear 86 GrandMaster ll for Windows Accumulated Earning 1 SALARY a 2 HOURLY 3 VAC_PAY 4 SICKPAY Fig 7 13 The Accumulated Earning Dialog Box Select the earnings to be accumulated then click OK When paying out an accumulator amount you may choose to pay either the entire balance of the accumulator or a fixed amount To Pay out the Entire Balance of an Accumulator Choose the Accumulators command from the Employees dialog box When the Accumulators dialog box appears select the desired accumulator and change the N to a T to pay the entire balance for this pay period only or A to always pay the balance every pay period
124. ducted on a monthly basis would be activated for the last pay of the month using the Select Deduction command under the Process menu When you select the Permanent Deduction command the following dialog box appears 48 GrandMaster ll for Windows 3 Deductions Permanent File Help Calculation Type Description Deduction Benefit Gip Code Description B1 VACATION 62 GROUP_RRSP Cancel Overnde Table Distribution Add Delete lt Previous Next gt List Fig 6 20 The Deductions Permanent Dialog Box Any amounts entered under the Deduction or Benefit columns of this dialog box will override any calculation as defined using the Deductions and Benefits command under the Company menu The value entered is a fixed dollar amount Table lt F2 gt This button displays a table of available parameters for use with the selected deduction benefit Each set of parameters is given a group number by which it is identified Each group can contain up to 5 parameters for use in the deduction benefit calculation A parameter can be e A fixed dollar amount e A percentage e A minimum amount e A maximum amount EXAMPLE You have a pension deduction that is calculated as a percentage of gross earnings Group 1 employees pension would be deducted at 2 Group 2 employees pension would be deducted at 3 Group 3 employees pension would be deducted at 5 You would use the Table button to acces
125. dules designed specifically for certain industries such as hospital education hospitality etc or provide custom applications for specific customers These modules are available from Can Pay at extra cost If you are interested or have any questions please call our Toll Free number at 800 665 5129 If you live in Winnipeg please call 987 8520 User Guide 145 Chapter 10 Report Generator File Menu This feature allows you to create custom reports containing user defined information from the payroll s master database This data can be arranged in a selected sequence to suit your specific reporting requirements The Report Generator Dialog Box The report generator gives you the flexibility to generate special management reports on a regular or one time basis The report generator can generate up to 100 reports EXAMPLE The report generator can be used to generate Union Dental Seniority and other types of reports When the Report Generator command is selected the following dialog box appears 3 Grandh aster Il Report Generator Ea Fille Setup Layout Options Print Help Current Payroll ABC_CO Run Number 001 Notes Report title Filename Fig 10 01 The Report Generator Dialog Box Note File Locations Report files can be copied to other payroll directories Ensure however that fields such as earnings have the same type number in both payrolls e g 01 Regular Hours must have 01 for its type number in the
126. e Choose the desired item from the available list then click OK to continue This opens the Update Column Entry dialog box where you must set up the column specifications Update Column Entry x Column 1 Field Mame Heading VACATION Size 7 la Totals Spacing Ok Cancel Change Fiel Fange lt Previous Column Next Column gt Fig 10 18 The Update Column Entry Dialog Box Instructions Refer to the following section of this guide Update Column for detailed explanations of the fields and options in this dialog box 5 Choose OK once these settings are complete Your column settings now appear in the Report Generator dialog box L GrandMaster II Report Generator Fille Setup Layout Options Print Help i Print to Screen File Run St lt A gt lt A gt lt A gt lt A gt lt A gt lt A gt lt A gt lt A gt Ho of Employees Fig 10 20 A Sample Custom Report Showing Data for Two Accumulators Layout Menu Update Column on Humber 001 002 003 004 005 Hd Ha 008 VACATION _ Seve _ pint em Fig 10 19 The Updated Report Generator Dialog Box VACATION 32 00 16 00 24 00 24 00 13 50 18 50 16 00 12 00 8 DAGM2WINVABC COWACATION SCR ETS ooos Payroll ID ABC CO 69 81 2002 at 12 36 SICKPAY 16 00 8 00 12 00 12 00 9 25 9 25 8 00 6 00 User Guide 153 Once a column has been defined it may be modified using the
127. e employee s department appended when journal entry is created Liability The department account and sub account where the liability portion of this benefit will be charged The format is DDDDDD AAAAAA SSSSSS Note Provincial Requirements Not every province territory requires Provincial Health settings Check with your provincial requirements before setting up this feature Earnings This is a 26 X 26 matrix in which standard or union rates are entered These rates can be either salary type earnings or hourly type rates When you choose the Earnings Table command the following dialog box appears Payroll Earnings Table 1G ee fr as 3c Si Wl ml et ee i f Ae Save Lancel d Change Column Description Fig 7 19 The Payroll Earnings Table Dialog Box Employee earnings may be linked to a location on the table Thus when the table is changed all employee earnings associated with the table will automatically change 90 GrandMaster II for Windows Change Row Description lt F7 gt This button allows you to add modify the descriptions for rows in the earnings table Choosing this button opens a series of dialog boxes that allow you to enter the row label text Change Row Description A Probate BE 1 year C 2 year a F u HAAF ku Row Description Save E dit Cancel A Probate Fig 7 20 The Change Row Description and Update Current Row Dialog Boxes Change Column Description lt F8 gt T
128. e Settings Dialog Box Enter a value in the corresponding sort field Any ranges left blank will display all of the possible values for that field Take care that you do not specify contradictory ranges such as a Pay Period range with an Earn Date range outside the Pay Period range Select Earnings This button allows you to specify the earnings types on which the report will be based Choosing the button opens the following dialog box User Guide 143 Select Earning 01 SALARY 42 HOURLY 03 VAC_PAY 04 SICKPAY OF Cancel Select ar Deselect an Fig 9 50 The Select Earning Dialog Box Highlight one or more earnings to include them in the report Use the Select All button to quickly highlight every earning in the list Pay Period Summary This option allows you to print the Employee Profile report which lists an employee s personal information and a summary of all pay cheques that have been issued for the current year Each employee profile report is printed on a separate page When you select this command the following dialog box will appear 3 Employee Payroll Summary Report Sort Order i Employee Number C Default Account O Sumame Given Name Start Date OC Province City Birth Date Aun Range Starting Run 1 Ending Run F Print Benefits Employee Status W Active OnLeave Terminated Cancel Range Print Test Page Fig 9 51 The Employee Payroll Summary Dialog B
129. e The employee s Postal or Zip code maximum 10 digits If you are not sure of the required code enter a space in the Province field to display a list of valid province codes Phone Number The employee s phone number This field is optional Social Insurance The employee s Social Insurance Number This value must be a valid number it is Number verified using a simple check digit formula The employee s gender User Guide 55 Note Employee List Positions Changes to the Number or Surname fields will affect the position of the employee in selection lists Miscellaneous Information Miscellaneous information is data about the current employee that is not suited to any one distinct area of the payroll system When you select the Miscellaneous Information command the following dialog box appears Miscellaneous Information File Status ACTIVE Rev Canada FU LL TIME Hours Fa Language E T Positions Field 4 fT Numeric 1 fo Field B Numeric 2 Mestage aies OOO Account E p Use splits FTE blank 100 Cancel Additional Fields lt Previous Nemt gt Fig 6 29 The Miscellaneous Information Dialog Box List Split Accounts This dialog box allows you to specify the following information for each employee CC Status Indicates the employment status of the current employee Available options are ACTIVE ON LEAVE TERMINATED and SPECIAL flags to i
130. e sum 160 GrandMaster ll for Windows 4 Select the desired item then click OK to continue Depending on the item you choose a different dialog box may appear offering further options In our example we selected an Earning then an Earning Amount as the field item The resulting dialog box prompts us to specify which earnings to use in the sum Select Earning 2 HOURLY 3 UAC PAY 4 SICKPAY OF Cancel Fig 10 32 The Select Earning Dialog Box with three Earnings selected Choose the desired item or items from the available list then click OK to continue This updates the Edit Formula dialog box to display the calculation information for the first operand Edit Sum Edit Sum Sum of Fig 10 33 The Resulting Edit Sum Dialog Box with Earning Amount as the payroll item Change lt F4 gt This button allows you to view or edit the payroll master file field that will be summed Choosing the button opens a variety of dialog boxes with lists of items for field type field and specific values to be summed Note SUMS as Operands Once a SUM has been defined in can be used as an operand ina FORMULA or be applied to a column in a report in the same manner as FORMULAS and fields in the payroll master file Options Menu The Options menu contains commands for sorting your reports controlling the sub total display and CCRA account numbers The Options menu appears as follows User Guide 161 O
131. e under the Payroll menu The Payroll menu appears as follows ee Payroll Select Payroll Add Payroll Delete Payrall Fig 5 1 The Payroll Options The options available for payroll management are e Selecting payrolls e Adding payrolls e Deleting payrolls Selecting a Payroll To work with an existing payroll you must choose the Select Payroll option When you choose this command a dialog box appears listing the names of the available payrolls 26 GrandMaster II for Windows Payroll Security Select Payroll y Select Cancel Fig 5 2 The Select Payroll Dialog Box Highlight the desired payroll name and choose the Select button GrandMaster II for Windows will prompt you for security information 1f security is activated for the selected payroll Once a payroll has been selected you must choose the appropriate User ID to access the data If passwords are enabled you will be prompted to enter one 4 Select User Id x File Help SUPERUISOR PAY CLERK Select Cancel Fig 5 3 The Select User ID Dialog Box Refer to the Setup Password section of the Utilities chapter for information on setting up user ID s and passwords Once system security has been cleared GrandMaster II for Windows will display the Payroll module window that shows the current payroll name run number Network GrandMaster II for Windows is designed to run as a stand alone application or in a networked multi user
132. ears using the Current Amount Owing field The adjustment amount displays the difference between the amount entered and the previous value for arrears Note What Causes Arrears Arrears are usually caused by a fixed amount deduction that exceeds the amount of earnings paid EXAMPLE An employee is paid 45 00 on the last payroll and has a fixed bond deduction of 50 00 per pay This situation would place the employee in arrears for 5 00 In this case the 5 00 would be deducted on the next pay Manual adjustments to the current amount owing should only be made as a last resort If an adjustment is made you should verify the year to date amounts for the item s that created the arrears situation EXAMPLE An employee had no pay in the pay period but a 20 00 union deduction was taken off in error On the next payroll you would enter a 20 00 union deduction to offset the arrears To prevent an employee from entering into an arrears situation set the employee Status to On Leave before the payroll is calculated refer to the Miscellaneous Information section of this guide for more information E l Insurable Earnings The Insured Earnings options allows you to edit an employee s insured weeks in terms of hours and earnings This information is used only to create the Record of Employment form Weeks entered are actual weeks The program will by default assume the earnings are insured Enter zero if there is no insured earning in that
133. echnical Support and report the error message To Start GrandMaster ll for Windows 1 Choose the GrandMaster II for Windows GrandMaster II for Windows command from the Start button A Accessones j Laa Administrative Tools Common aj Adobe La AutoPlay Menu Studio 3 0 i GrandM aster for Windows fia Uninstall GrandM aster Il for Windows fs GrandMaster Il for Windows Lea GrandkHaster Suite hor Windows Un Graphic Tools Lal MultiMedia cai Startup Un System Tools S Web Tools ee Command Prompt a Internet Explorer GX Microsoft Access 2 Microsoft Excel H Microsoft PowerPoint EF Microsoft Word it Outlook Express 57 Windows NT Explorer a My Computer Windows NT Workstation Fig 3 1 The Start Menu with GrandMaster II for Windows Selected After the verification stage is complete the software license information is displayed and the GrandMaster II for Windows System Manager is displayed 20 GrandMaster II for Windows The GrandMaster ll for Windows System Manager The GrandMaster II for Windows System Manager is the starting point for all program functions It provides access to each of your installed modules Each time you login to the program this window will appear 3 GrandMaster II for Windows System Manager File Setup Help E Electronic Funds Transfer ha Tar Bank Reconciliation Fig 3 2 The GrandMaster II for Windows System Man
134. ected earning rate and hours from the selected earnings to do an hourly calculation when available or else itis done on a yearly basis on earnings from the selected earnings If the calculation is hourly you multiply the hourly rate by the vacation percent adding it to the hourly rate The deduction is based on a percentage less than YMPE a percentage greater than 80 GrandMaster ll for Windows a YMPE The benefit is a percentage of the deduction 67 Long Term Disability on default annual salary of average rate to a max per pay on selected non zero hours Life Insurance on default annual salary Long Term Disability on default annual salary Long Term Disability on default annual salary of Net Pay to YTD Max Ded Only lt YMPE gt YMPE on selected hours Ded Only Fixed Union Deduction on selected hours Ded Only Numeric Pointer Ded Percent Ben Percent Factor Ded Percent Ded Maximum Ben Percent Ben Maximum Ded Rate Ben Rate Multiplier Maximum per 1000 Numeric Pointer Ded Rate Ben Rate Weekly Maximum Numeric Pointer Ded Percent Ben Percent Monthly Maximum Numeric Pointer Ded Percent Ded YTD Max Min Net Pay lt YMPE gt YMPE Fixed Amount Below Fixed Amount Above Threshold This calculation gets the default annual salary from an optional numeric fields and calculates the deduction and or benefit as a percent of the annua
135. ectronically transfer net payroll amounts directly into individual employee s bank accounts rather than issuing cheques Note As of February 2002 this feature is not yet available for GrandMaster II for Windows Please contact CanPay Technical Support for availability information Computer Requirements The EFT process requires that both a modem and communication software be present on the computer The EFT process usually allows the entire payroll be transmitted to the company s bank This bank will then disperse the payroll amounts to other banks as required Any company considering using EFT must first make arrangements with their bank The bank will supply necessary information about the EFT process including parameters required by the GrandMaster II for Windows EFT feature Electronic Funds Transfer Select Format Edit Format Information Select Payrolls Create Transmission File Fig 13 01 The EFT Button Options The Select Format command allows you to specify the format that your bank will use when they process the EFT transmission Each bank requires a specific transmission record format When you select a bank for transmission the program will automatically use the appropriate record format When you choose the Select Format command the following dialog box appears 210 GrandMaster ll for Windows Select Form File Help Regional Bank RoyBank OF Cancel Add Form Fig 13 02 The
136. ed over the period worked Print lt F5 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name Following is a sample Workers Compensation report Payrol iD 027Ax Aun ane 30 07 02 at 15 12 WURKERS COMPENSATION REPORT kestenn Widget Company Province Ontario Soc Ina Mg Surnate Start End Earnings Assessable Code Rate WII aot 000 960 009 0LOTON SERGE PEGLA 15 0702 13 005 40 In 133 00 200 34 44 488 4 ABASTRONE SRANT 01 04 1507 02 1 147 060 147 60 1 10 90 14 78 CA totais 14 183 00 14 123 00 1 419 300 Fig 9 41 A Sample Workers Compensation Report Report Generator User Guide 137 Print Test Page lt F6 gt Choose this button to print a test page to verify form alignment Select Provinces lt F4 gt This button allows you to choose one or more provinces to include in the report When you select this button the following dialog box appears Select Province British Columbia Alberta Saskatchewan Hanitoba ON Ontario OC Quebec HB Hew Brunswick NS Nova Scotia PE Prince Edward Island HF Newfoundland YT Yukon Territory i Cancel Select All Deselect All Fig 9 42 The Select Province Dialog Box The Report Generator command allows you to create customized reports that contain information from your payroll s master database This data can
137. ed to uppercase Passwords do not have to be unique the same password can be used for all the Userlds within the system The use of passwords 1s optional they can be enabled or disabled Note Keep track of Your Password If you are not using passwords you should still keep track of the Supervisor password in case the passwords are accidentally enabled 3 Set the security level The security level will automatically be set to 2 Note Security Level At the current time the security level is only set up to distinguish between the Supervisor and any other Userlds added to the system In the future the program will be changed so that the levels will extend between 2 and 9 with more and more limitations being added as the level increases The Supervisor id has security level 1 access which cannot be modified and no other Userlds can be set to level 1 access Any other UserlIds added will be of level 2 security The only limitation of security level 2 1s you cannot set or change passwords this can only be done by the Supervisor To Delete a Userld 1 Choose the Delete button A list containing all the Userlds for that particular bank reconciliation file will appear 2 Select the UserId to be removed and click OK Note Deleting a Userld will only delete the Userld from the current bank reconciliation file Enabling Disabling Passwords Report Layout The use of passwords is optional If you would like the added security passw
138. ee Po Fo me TESS m Eo o oo WIE Po Prov H rT Po FP Cancel lt Previous Next gt List Fig 6 32 The Statutory Deductions Expense Accounts Dialog Box The fields in this dialog box are as follows Field osco OSS Dept Enter the Department number for this employee s CPP QPP El WCB and Provincial Health expenses Account Enter the Account number for this employee s CPP QPP El WCB and Provincial Health expenses Sub Enter the Sub account number for this employee s CPP QPP El WCB and Provincial Health expenses WCB and Stats Canada Statistics Canada periodically selects certain businesses to participate in a survey of employment The survey is based on geographical regions assigned by Stats Canada GrandMaster II for Windows supports this survey by allowing you to assign a Statistics Canada earning type code and region to each employee The program will use these codes to compile a survey report When you select the WCB and Stats Canada command the following dialog box appears A WEB amp Statistics Canada Information x File Help WILE Code RATE 1 statistics Canada Code SALARY Region Save Exit lt Previous Next gt Fig 6 33 The WCB and Stats Canada Dialog Box The following table describes the codes necessary for the survey WCB Code Indicates the WCB rate for the current employee This rate will have been defined in Important Dates User Guide 59
139. efault class PROBATION SUPERVISOR 002 16 01 93 SMITH A Smith Address 12 Praire Grove Cres SUPERVISOR 002 16 01 93 SMITH A Smith City saskatoon SUPERVISOR 002 16 01 93 3EITH A Smith Province MB 16 01 93 SKITH A Saith YTD Deduction 9 00 16 01 93 BAKER Baker RG HES Ern Hre 0 00 17 01 93 JOHNS Johnson SALARY Ern Aut 1000 00 17 01 93 JOHNS Johnsen PENSION Ded Ant 25 00 02 02 93 BAKER Baker Status A active 2 02 93 SMITH T Johnson VACATION Pay Qut N don t pay Fig 9 07 A Sample Audit Trail Report SK 20 0 91 3 1100 09 35 90 L on laava T pay this period _ SUPERVISOR SUPERVISOR PAY CLERK PAT CLERK2 PAY CLERK2 SUPERVISOR SUPERVISOR 002 002 a 002 002 User Guide 113 When you select the Audit Trail command the following dialog box appears d Print Audit Trail Select Sort Order f By Run Number By Employee Number Starting Aun Number 1 Cancel Print Test Page Select Information Select User ID s Fig 9 08 The Print Audit Trail Dialog Box The audit is embedded in the database and remains until the database is purged For audit changes to be recorded the Enable Audit field must be set to Y using the Control Information command under the Company menu The following table describes the options available in this dialog box Field Description Select Sort Order Select whether the audit trail will be printed in order of payroll run number or by employee num
140. efit is taken as rate times the deduction Note Used for Filmon Fridays If YMPE is not entered then it uses the standard YMPE The calculation takes the unit pointer and uses numeric field 1 or 2 which is multiplied by the rate for the deduction and or benefit A percentage of selected earnings for the deduction and or benefit to a maximum deduction and or benefit It may have employee parameters A percentage of selected earnings for the deduction and or benefit to a maximum deduction and or benefit per pay period It may have employee parameters Deduction code developed for custom use This calculation is performed on an annual basis and takes the selected year to date earnings current earnings to determine the annual salary The deduction is based on a percentage less than YMPE percentage greater than YMPE The benefit is entered as a percentage of the deduction The premium is calculated as a rate per thousand on the annual salary times the multiplier rounded up to the next thousand The annual salary is determined by the selected earnings times the number of pay periods in a year The deduction is taken at the deduction rate on the amount above the maximum salary and the benefit is taken on the benefit rate on the amount below the maximum salary If the annual salary is below the maximum the deduction will be zero Deduction code is used for Ontario Hospital This calculation is performed on an hourly basis using the sel
141. egister command provides a complete description of all calculations performed for each employee showing When you select the Pay Register command the following dialog box appears Employee Name and Address Current and Year to Date values for Gross Wages Deductions Benefits Current Net Pay Insurable Earnings Transfers to bank accounts Accumulators 108 GrandMaster ll for Windows A Payroll Register File Help i Optional Field A C Sumame Given Mame Optional Field E Home Department Field 4 Name Home Province City Field B Name Tax Province Home Department Sumame FP Print Al TO Employees Pay Period For Register Cancel Print Test Page Fig 9 02 The Payroll Register Dialog Box The following sort criteria may be used when printing the payroll register e Employee Number e Employee Surname Given Name e Home Department prints a totals page for each department found e Home Province City e Tax Province e Optional Field A Optional Field B custom fields defined by the user e Field A Name e Field B Name e Home Department Surname This report will be kept as a permanent record of the payroll and should be filed in run number sequence Print Test Page lt F6 gt Print a test page to verify form alignment Print lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be
142. ejected the funds will be returned to this bank account Data Centre ID A number used to identify the bank s data centre E mail Fax Indicator Undefined 212 GrandMaster ll for Windows E mail Fax Address Undefined Note Transmission Formats Depending on which transmission format is being used some of these fields will not be required Unneeded fields will not be displayed when you open this dialog box once again Select Payrolls This command allows you to specify the payroll s to be included in the EFT transmission When you choose the Select Payrolls command the following dialog box appears 4 Select Payroll s 2801TAX ABC CO Cancel Fig 13 06 The Select Payroll s Dialog Box Click on a payroll to select 1t or click again to remove the selection When you have chosen your payrolls click the Save button to save your selections Create Transmission File This command allows you to create the magnetic file using the specified bank s format The file will contain payment information for all employees set up for EFT in the selected payroll s Once created this file may be either transmitted to the bank via modem or delivered to the bank on diskette CD ROM or other media The following dialog box appears when this command is chosen i Electronic Funds Transter File Creation File Bank Format Toronto Dominion File Creation No li File Mame JTOBANK Destination ESTEM Create Transmiss
143. en an Earning Amount as the field item The resulting dialog box prompts us to specify which earning to use in the calculation User Guide 157 Select Earning 1 SALARY 2 HOURLY 3 WAC PAY 4 SICKPAY Fig 10 25 The Select Earning Dialog Box Salary selected for example 5 Choose the desired item from the available list then click OK to continue This updates the Edit Formula dialog box to display the calculation information for the first operand Edit Formula Formula Field 1 Operator zZ Field 2 OK Cancel E Edit Field 2 Fig 10 26 The Resulting Edit Formula Dialog Box with Field 1 and 2 Defined To Create a Complex Formula 1 Create a formula as discussed in the previous section Remember the formula s position name because you will be applying this name later for example FORMULA 01 2 Choose the Edit Formula command again and select your second formula position e g FORMULA 02 and click OK This opens the Edit Formula dialog box 3 Select the Edit Field 1 button to open the Select Field Type dialog box then scroll down near the bottom of the list and choose the Formulas option Select Field Type E Permanent Earnings Stat Deductions Tax Parameters UIC Override Workers Compo Fixed Amount Fig 10 27 The Select Field Type Dialog Box with Formulas Selected 158 GrandMaster ll for Windows This opens the Select Field dialog box once again but this time 1t only d
144. enee ree trarn 217 DESINIMPOR Y a A a taints eeencee cee een eecatas 217 10 GrandMaster II for Windows BORRAN Oi a oes sac sc AA AAA AAN earn olde seis A AAA AAA AE A 217 EXPORT CHEQUES ui A A A E A E 218 Beo nE A RL 218 PROCS NINU o a A 218 NMEANUAL EHEOLES mae a e idas N 218 To Manually Enter Chege ennenen A A A A ated ste cerseeecians 219 RETURNED CHEQUES a a A ed ches et Aa 219 To Entering Returned Cheques 1 8 To Cancela Chequia 219 PRINT OUTSTANDING CHE OURS 3 a a A A tas 219 O eee nee 220 A A II II CM TAP OT MOE YET ONY A RENN ST OTE THIRD 220 PRINT RETURNED CHE OU S a da eat o bn ae BI Ne 220 TES PAGS hess ciscncied AS A ota ASA dla Satu dase et test at ac Psat vise Sead aba A A E meee Sats 220 PRFID Eases ha enh cunda 220 PURGE RETURNED CHEQUES Suri nb atauaam einied dated detoctiemate baidhnb aaa e E A OREA 220 PU OC sterner id tio 221 SETUP MENU taa 221 SETUP IDS AND PASS WORDS ai 221 ADDING A NEW USED e a tc A E 221 Todd ans w USC atenta Dios tdt doi 221 To Dektea AAA a os dst ieee dsr oat seed Sewers sate lala E cary pata Seow ata sal 222 ENABLING DISABLING PASS WORDS uta ridad caos 222 To enable disable passwords oreren a er E EE O E O e E DnAS 222 REPORT EAT OU aa a eA 222 BACKUP EANK ECON CITE TON T E Eeee a E E a a a a eanais 223 To Createa Backup Copy of the Bank Reconciliation Ple alii A A A ad 223 Ba A A REO 223 TIRES DORE BANK RECONCIE A TON TEE casa 223 Restoring a Backup Copy of the Bank Reconciliation
145. epending on the output device chosen The following example shows the dialog box that appears 1f you choose the Laser Printer T4 option 3 Print T4s Laser Printer Forms Top of Form Offset O 5 Printer Port Left Offset 2 0 5 P Default HP Settings e Magnetic Media Filing Copy 1 Magnetic File Settings File Hame Jac rcttax 0001 Cancel Print Settings Print Test Reprint Fig 11 18 The Print T4s Laser Printer Forms Dialog Box Adjust the settings as required for your specific printer then choose the Print button to create your printed copies Magnetic Media Filing Effective with the 1999 filing year 1 e forms to be filed in 2000 and later the CCRA requires employers to file their returns on computer tape diskette or cartridge rather than paper if they file a combined total of 500 or more slips for which magnetic media filing computer specifications are provided This is called magnetic media filing When you file returns this way you do not have to send the CCRA paper copies of either the slips or summary forms Instead you attach a transmittal sheet to the tape diskette or cartridge and send the package to the CCRA Magnetic Media Processing Team or drop it off at the local tax services office or centre However you must include the paper copies of any slips that are not being sent via magnetic media as well as their related summary You should provide separate tapes diskettes
146. ered as it appears on the bottom of a cheque form Do not suppress the preceding zero Dashes or spaces can be used between the TRANSIT and BANK and between the BANK and ACCOUNT for readability An account number or amount must be entered for this bank account information to be saved Amount The maximum amount to be deposited into the account If this field is blank the entire or remainder of the amount will be deposited The name of employee s bank where monies are to be deposited E I Override User Guide 61 The street address of employee s bank The city where the employee s bank is located The province where the employee s bank is located Postal Code The Postal Code of the employee s bank lt Page Up gt and lt Page Down gt Used to display the previous next account of the 3 available The program assumes that an employee has worked a full pay period When an employee has worked a partial pay period or more than one pay period it is required that the employee s hours and earnings be entered on a weekly basis You can enter the insured earnings insured weeks for the current payroll in the El Overrides dialog box When you select the El Override command the program will prompt for the number of weeks for which the employee is to be paid When you enter the number of weeks and click OK the El Override dialog box 1s displayed 3 E l Override File Help Pay Period El Override 2 00 Permanent El H
147. erride Dialog Box Distribution lt F7 gt Allows you to add modify delete Permanent Hourly distribution settings for this pay period only EXAMPLE An employee is temporarily moved from department A to department B for a portion of the pay period You would use this button to allocate the employee s time to the new department Reload lt F8 gt Resets hourly earning information for the current employee to the settings defined using the Permanent Hourly command EXAMPLE In error you define an hourly override for the wrong employee You would then choose Reload to reset the current employee s earnings back to permanent hourly Year to Date Earnings This screen 1s used to adjust an employee s year to date balances or set starting balances when a payroll is initialized Caution We recommend that you use this feature only as a last resort or when initializing a payroll Use the Permanent Hourly Salary or Override Hourly Salary fields to make adjustments for the current pay period as this will provide a proper audit trail EXAMPLE You start using GrandMaster II for Windows in March Balances to date from your previous payroll system would be entered using the Year to Date Earnings command EXAMPLE A cheque is issued in error and is canceled You would use the Year to Date Earnings command to adjust the year to date balances to reflect the cancellation When you select the YTD Earnings command the following dialog box appears
148. essed Rate Use the Description and Rate fields to alter the descriptions rates to suit the type of employment e g plumbers rate 1 electricians rate 2 carpenters rate 3 Provincial Health The Provincial Health feature allows you to set up a rate for each province as applied to Provincial Health and the corresponding general ledger account numbers for each of the provinces One rate may be entered for each province The program supports all provinces and territories When you select the Provincial Health command the following selection list appears 4 Select Province El File Help HF PE Hs HE OC ON Defined HB Defined SK AB Dr Setup Exit Fig 7 17 The Select Province Dialog Box When you select a province and choose the Setup button the following dialog box appears y Payroll Health Setup Provincial Health Setup for MB Rate 0000 GL Accounts Expense 2 Liability F g Mote For PO Que Tax E ams Ben are Used ea Fig 7 18 The Payroll Health Setup Dialog Box The following table describes the fields found in this dialog box User Guide 89 Fa CO The rate that at which an employee s provincial health will be charged Please see your provincial health documentation for this rate GL Accounts Expense The account and sub account where the expense portion of this benefit will be charged The format is AAAAAA SSSSSS th
149. fied Form size and format are discussed in the Set Page Layout section of the Utilities chapter When you select this command the following dialog box will appear 3 Journal Entry Journal Range Starting Aun Number 1 Ending Run Number 1 Print Sub Totals T By Sub Account Print Options F Split Benefits by Department e By Account TT Page Break T By Department TF Print Account Summary F Export File Transaction Code 1 Fiscal Period 1 Cancel Print Test Page Export Fig 9 20 The Journal Entry Dialog Box The following table describes the options available in this dialog box Journal Range Starting Run Number The Payroll run number at which the report will start Ending run Number Print Sub Totals By Sub Account By Account The Payroll run number at which the report will end Determines if subtotals should be printed in sub account sort order Determines if subtotals should be printed in account sort order By Department Determines if subtotals should be printed in department sort order Print Options Split Benefits by Department Determines if employees of more than one department are to have benefits split Page Break Determines if the report should start a new page for each entry Print Account Summary Determines if the report should include an account summary Export File Determine if a disk file of the journal entry should be created If this checkbox is selected h
150. following is a list of the type of sorting fields available lt lt PERIOD gt gt sort by Pay period number Print Configuration Options Choose a checkbox from this section to include the corresponding item in the report Range Use the Pay Period or Department fields to specify your range preference for the report User Guide 141 Print Test Page lt F6 gt Choose this button to print a test page to verify form alignment Job Costing Reports The Job Costing Reports will print the information entered using the Employee menu s Hours Entry command When the Job Costing Reports command is chosen the following screen will appear 4 Print Job Costing Hours Report Sort Onder Major FEE NUMBER Y W Sub Total Intermediate FF Sub Total Minor Sub Total TF Summary Totals Only Setup Range Print Print Test Cancel Fig 9 48 The Print Job Costing Hours Report Dialog Box Options are available to the choice of the sort sequence Major Sort is the highest order followed by Intermediate Sort and Minor Sort You may select subtotals for each sort level by choosing the Sub Total checkbox beside each list Choose the Page Break checkbox to begin a new page after each record Choose the Summary Totals Only checkbox to produce the report with summarized totals only The following is a list of the type of sorting fields available lt lt PHASE gt gt sort by Job phase lt lt SUB PHASE gt gt
151. for the reprinting of a single cheque You have the option of changing the cheque number previously assigned Choose Print to produce this cheque only Values for sort order and print cheques can be changed permanently see Setup Cheques in the Utilities chapter Printed cheques stubs will appear similar to the following 112 GrandMaster ll for Windows Western Widget Company PAY STATEMENT PERIOD ENDING 1507 01 GOD Tay 154 30 Emplryes No 5 21 56 5M 0DO GDO 000 aia 30 00 Birthdate 00 00 00 126 00 NET Par 321 84 Western Widget Company 123 Industry Street a industrial Park Fig 9 06 A Sample Printed Cheque with Stub Audit Trail This is a report of all changes made to the payroll or all changes made to a specific employee for a payroll or a number of payrolls The report will identify the changes and the user responsible for the changes This is an example of the Audit Trail printout Payroll Id WESTERN AUDIT TRAIL Western Widget Company Ltd From 01 01 01 To 01 07 01 Jate Eaployee Field Changed Changed Changed Pay Nuaber Kane Name From To By Run aam AAPP e ae o e e e a a O O e e aa a AA o A l l l X X X o o li o a aM Ma CS l eee UD E AU aaa 01 01 93 ANDER Anderson Home Province 4B BC SUPERYISCR 001 01 01 03 BAKER Baker Given Name Kary Mary Anne PAY CLERK1 001 01 01 93 BAKER baker Bank 1 Acct 12002 020 785643124 32111 010 564321457 PAY CLERKi DOL 16 01 93 SKITH A Smith Empioyae added using d
152. format from the list and click the Import button This will open Import Employee Information dialog box for the chosen format This dialog box will have different options based on the format you choose User Guide 193 Import Employee Information MOTE 4 backup of the master file should be performed before importing data Import File tardmasttimport txt e Add New Employees f Update Existing Begin Import Cancel Backup Master File Fig 12 07 The Import Employee Information Dialog Box for the Name and Address format Verify the settings in the dialog box then click Begin Import to complete the operation Backup Master File lt F6 gt This button opens the Backup Master File dialog box so you can create a copy of your payroll data prior to performing the import process This step is recommended to preserve the state of your existing payroll data in the event of a problem during of the import process 3 Backup Master File File Help Enter a valid 005 path and filename C GM2WINSPAYROLLABACKL P DAT OK Cancel Fig 12 08 The Import Employee Information Dialog Box for the Name and Address format Creating Import Formats If you are familiar with how to edit a text file using a text editor such as Notepad you may alter the import formats through the Payroll ini file located in the same directory as your payroll data Up to 30 import formats lines may be defined The following is a sample
153. ge Emphasized Check this box if the output should be emphasized for readability results in bolder text Check this box if the output should be printed in landscape mode This option should 166 GrandMaster ll for Windows be used only for laser printers Print Test lt F6 gt Use this button to print a test page using the settings in the dialog box User Guide 167 Chapter 11 Year End Processing The year end process will extract T4 T4A and Relevel information from the payroll database and allow you to clear YTD amounts This year end information is kept in a separate file for additional editing and processing During the year end process you will be prompted to confirm the decisions made by the program regarding placement of earnings deductions and benefits Please check your Employer s Guide To Source Deductions when verifying year end processing decisions Note Year End Updates The Year End functions integrated into GrandMaster Il for Windows reflect the current specifications as outlined by the CCRA When the CCRA updates information pertaining to year end calculations these changes will be integrated into the program s January update Completing Your Final Payroll Once you have followed the normal steps to complete your payroll cycle for a given year you must give special consideration to year end requirements For example in most provinces a Workers Compensation report is required at year end Refer to the
154. gislation has been enacted by each Province and Territory to provide income for employees who are absent from work because of a work related accident or industrially caused disease Employers are assessed annually and the funds collected create the accident fund from which the injured employees are paid The annual assessment of employers is based on a rate per 100 00 of the total assessable payroll This rate is determined by the amount of assessment payments required to meet the projected accident costs of that particular industry Each province establishes a maximum assessable amount for employees Employers are required to keep accurate records showing such information as names of all employees periods of employment hours worked and earnings The Workers Compensation Board WCB sends each employer an employer statement at the end of the calendar year This statement must be completed and returned to the WCB for each province of operation on or before the end of February 136 GrandMaster ll for Windows The WCB Report GrandMaster II for Windows allows you to create a report that shows each employee s assessable earnings earnings and taxable benefits marked with the WCB flag maximum assessable earnings WCB rates and costs The WCB report is a report sorted by province with the start and end period included These dates are controlled by the employee s start and termination date if they fall within the period The program distributes W
155. h a lower formula number an existing SUM or a fixed value Once a formula has been defined 1t may be applied to a column in the same manner as a field would be or the result of the formula can be used as an operand in another formula Layout Menu Edit Sums The Edit Sums command allows you to calculate the sum of similar field types containing earnings deduction or accumulator values EXAMPLE Let s say you need to calculate the number of hours an employee works under regular hours and overtime hours but not double time hours In such a case the total gross hours could not be used You would set up a SUM of EARNING with EARNING HOURS then select the earnings to be included in the sum To Create a Sum 1 Choose the Edit Sums command This opens the Select Sum dialog box that displays the available Sum positions slots entitled SUM 01 through SUM 10 Select Sum Cancel Fig 10 30 The Select Sum Dialog Box 2 Choose a sum position and click OK This opens the Edit Sum dialog box that allows you to specify the payroll item to which the sum will apply Edit Sum Edit Sum 5 um of Cancel Change Fig 10 31 The Edit Sum Dialog Box with an undefined payroll item Edit Sum displays the name of the current sum Sum of displays a payroll item that you choose via the Change button 3 Select the Change button This opens the Select Field Type dialog box so you can specify which field type to include for th
156. hat are mailed or deliver to the bank Optional Fields Check the box that corresponds to the optional printer setting you have defined in your Payroll ini file Accumulators Indicates whether to print the current banked accumulator amount on the pay Stub The first column corresponds to accumulator type 1 etc Cheques Page Enter the number of cheques that will appear on each printed page This option can be used for cheques printed on a laser printer This default for this option is dl Default Sort Order Allows you to specify the sort order for the printing of the cheques stubs Lines Stub Enter the number of lines that will appear on the stub portion only The default value for this field is 21 DO NOT change this value for stubs that are 3 5 inches in length Top of Form Lines Enter the number of blank lines that will be printed from the top margin of the page before the stub This option is used only when printing cheques stubs with a laser printer Import Data This feature allows you to import various fields of information such as name and address hours from electronic time clocks from other systems Default record formats have been set up for you When you select the Import Data command the following dialog box appears i Select Import Format E File Help GH II Name and Address GH 11 Hourly Import Encore Award Hours I Import Cancel Fig 12 06 The Import Employee Information Dialog Box Choose a
157. he Supervisor has access to every program function 2 User defined Level 2 users have access to all payroll options except the Setup Passwords command and the ability to turn the Audit feature on and off 3 User defined Level 3 users have access to the same payroll options as level 2 users except the ability to delete employees User defined Level 4 users have access to the same payroll options as level 3 users except the ability to add employees 5 User defined Level 5 users have access to the same payroll options as level 4 users with the exception of access to the Process Menu options 6 7 User defined Level 6 and 7 users have access to the same payroll options as level 5 users with the exception of access to the Company Menu options EN User defined Level 8 users may view only payroll calculation results a User defined Level 9 users have access to Hours Entry dialog box only Rates can not be viewed Add lt F8 gt This button is used to add a new User ID and password Each time a new User ID is created the Security Level defaults to 9 Delete lt F9 gt This button is used to remove the currently selected User ID and password The Supervisor ID as well as the first User ID in the list may not be deleted This feature allows you to change the physical page size layout and orientation of certain reports It also allows the selection of a printer port for each report in the program These settings are used in conjunction
158. he payroll for importing the cheque information into the Bank Reconciliation files To select a payroll for import 1 Select the desired payroll 2 Click OK to select it Note Password Protection If this payroll is password protected you will be prompted to enter the Supervisor s password that is the Supervisor Password for that particular payroll not the password for the Bank Reconciliation file You must enter this payroll s password or have the payroll supervisor enter it for you before the selection will be accepted Begin Import Cheques must be printed and have a cheque number assigned within the program so that the Bank Reconciliation file can store the information for any cheques issued Afterwards you must import 1t copy 1t to the Bank Reconciliation file Note Importing Cheques Do not import the cheques before they have been printed The Begin Import command is used to import all payroll cheques from the most previous payroll run that have not already been entered in the Bank Reconciliation module Previous payrolls after the Clear command has been issued will have to be manually entered using the Manual Cheques command under the Process menu Begin Import Choosing this button instructs the program to search for and import all payroll cheques from the selected payrolls current pay run which have not previously been entered 218 GrandMaster ll for Windows Export Cheques Process Menu Manual Cheques
159. hird EFT bank 2 BANK POST 3 Postal code of the third EFT bank BANK TRANSIT 3 Transit number of the third EFT bank 5 digit transit 3 digit 5 bank and up to 12 digit account number BANK AMOUNT 3 The amount of EFT deposit for the third bank 9 incl 2 dec BANK PROVINCE 1 Employee s bank province 1 2 e g MB BANK PROVINCE 2 Employee s bank province 2 2 e g MB BANK PROVINCE 3 Employee s bank province 3 2 e g MB PERM RATE The normal hourly rate 9 PERM AMOUNT The normal salary amount 9 HOURS Hours worked replaces earnings already entered 9 ERN RATE Hourly earning rate 9 9 9 incl 2 dec incl 2 dec incl 4 dec HOURLY RATE The hourly rate earned by the employee incl 4 dec incl 2 dec ERN AMOUNT YTD Earning amount year to date 9 incl 2 dec DED AMOUNT Amount of deduction 9 9 incl 2 dec DED AMOUNT YTD Amount of deduction year to date incl 2 dec BEN AMOUNT Amount of benefit 9 incl 2 dec ERN AMOUNT ncl 2 dec BEN AMOUNT YTD Amount of benefit year to date 9 incl 2 dec 206 GrandMaster ll for Windows SEQ NUMBER Internal sequence number Fuer rss spaces pe i NUMERIC 1 to Optional numeric field 1 to 12 9 incl 2 dec NUMERIC 12 ANNUAL SALARY Notusedatpreset OOO O PERMMERN DEPT Permanent earning deparimen Personal Misc Information 6 PERMMERN AGGT Permanent earning account Personal Misc Infomation 6 PERMERNSUB
160. his button allows you to add modify the descriptions for rows in the earnings table Choosing this button opens a series of dialog boxes that allow you to enter the column label text Change Column Description H port Update current Column Ea Save Edit Cancel Description An Cancel 2 L F 3 H A 4 Sup Fig 7 21 The Change Column Description and Update Current Column Dialog Boxes Defaults Global Global defaults allow you to define a program wide starting configuration for certain employee types This allows you to quickly add new employees without having to set up each detail When you select the Defaults command the following dialog box appears User Guide 91 3 Select Default Class File Help SAL DEF HOUR_DEF Undefined Undefined Undefined Undefined Undefined Undefined Undefined lindo Cinna 24 SS OW f E me El 4 Setup Exit Fig 7 22 The Select Default Class Dialog Box Double click on an existing class to view the details or choose an Undefined class to create a new one In either case the following dialog box will appear 3 Payroll Default Class Setup File Help Setup for default class Mame s L_DEH Earnings Selected Deductions Selected Accumulators Selected Earnings Deductions Accumulatorz et Fig 7 23 The Payroll Default Class Setup Dialog Box This dialog box allows you to specify a name for the clas
161. his command the following dialog box appears 3 Print Labels File Help Sort Order o 2 Name C 3 Home Department Print Fields Employee Number F Phone Number fe Employee Address F Social Insurance Number F Home Department Aumber Revenue Canada Account e Full Time e Part Time Status I Active Employee Employee on Leave Terminated Employee e Other Cancel Range Configure Print Test Message Fig 9 13 The Print Labels Dialog Box The following table describes the options available in this dialog box Status CCRA Account Full Time Determines if employees with a FULL TIME Revenue Canada CCRA account are printed Other Determines if employees with any OTHER Revenue Canada CCRA account are printed Part Time Determines if employees with a PART TIME Revenue Canada CCRA account are printed Print lt F7 gt Choose this button to print the labels You are presented with the option of printing the labels to the screen to a printer or to a file where you will be prompted for the file name The following is a sample of how printed labels may appear User Guide 117 1 smith Joe 123 Fourth Street suite 5 Saint John NF A1B 203 1 Jones Mary 678 Ninth Street Halifax NS A1B 203 Fig 9 14 Sample Printed Labels Range This button opens a dialog box that allows you to specify the range of the data to be included in the report When you select this but
162. hould be created on a blank diskette Use a new diskette for each payroll The Magnetic Media Filing Settings Dialog Box Use the following definitions as reference when setting up the details for your file Fa CO File Name Transmitter Number Transmitter Info Company Info Data Type This text label shows the name and location for the magnetic data file that you entered in the previous dialog box The name of the file cannot be changed from the displayed default the CCRA states that you may only change the three digit extension to specify a series of diskettes You may however change the destination drive as required Please review the CCRA s Computer Specifications for Data Filed on Magnetic Media T4 T4A and T4A NR document for additional information Enter the Transmitter Number as assigned by the CCRA If you do not have a Transmitter Number you may still submit an electronic file In such a case the CCRA requires that you replace the MM portion with spaces and the remaining 6 numeric characters with zeros Use the options in this section of the dialog box to enter the details of the company who will be submitting the electronic file This is useful if you employ a third party to assist in your year end proceedings Use the options in this section of the dialog box to enter the details of the company for which the electronic file is being submitted Actual Select this option to generate the f
163. iew the list of outstanding cheques 220 GrandMaster ll for Windows A number of different sort orders can be specified to order the list in the way that best suits your requirements Note Sort Order This report can be printed numerous times with a different sort order specified for each copy EXAMPLE You can print the report by Issue Date to group all cheques that were issued on the same date from the oldest to the newest cheques still in the system Alternately you could print the list by payroll name to verify 1f all the pay cheques within a given payroll have been cashed Test Page Choose this button to print a test page and check the printer connection Print Choose this button to print a list of outstanding cheques You will be prompted to select a destination a printing device the screen or a text file Print Returned Cheques The Print Returned Cheques option is used to print a list of all cheques which have been returned cancelled in the Bank Reconciliation System but have not yet been purged This report 1s useful for verifying that a batch was entered correctly and for a permanent printed copy of a batch entry The report allows you to choose from a number of sort order which suit your individual needs Note Sort Order This report can be printed numerous times with a different sort order specified for each copy Test Page Choose this button to print a test page and check the printer connection Print
164. ign a name to the backup file which indicates from which Bank Reconciliation this file was created EXAMPLE If a backup was made from the Executive Bank Reconciliation File you may want to give ita name of BK EXEC DAT Note File Date The file will be written with the current date attached so that you don t need to include the date unless you want to specify a date different than the current one Restore Bank Reconciliation File If you encounter a problem with the Bank Reconciliation File or if you need to restore the file to a previous state you can use this command if you have a previously created backup of the Bank Reconciliation File If the file has become corrupt so that you can not access the Bank Reconciliation menu for this file you will first need to add a new Bank Reconciliation file e g create a file for test purposes only Once created you can choose Restore from the Setup menu to restore the file Restoring a Backup Copy of the Bank Reconciliation File 1 Select the Restore command from the Setup menu 2 Enter a valid DOS filename include the path to the file if it is not located in the GRNDMAST directory i e C BACKUP BK BANK1 DAT or A BANK BAK This is the name of the file you used when the backup file was created 3 Choose the Restore button to begin the restore process When the Restore Bank Reconciliation is complete the Bank Reconciliation File will appear in the same state that it was jus
165. ilename CABACKUPSAABCCO OK Cancel Fig 8 12 The Backup Master File Dialog Box Enter a path and filename for the backup file and choose OK to complete the backup procedure Note No Compression The program does not compress the payroll information when the backup file is created If the payroll backup file becomes unmanageably large it may be advisable to use third party backup software that utilizes compression This will help to reduce the size of the payroll backup file The files that should be backed up are e MASTER DAT e MASTER IDX These files will be located in the sub directory of the location where you installed the program e g gm2win The files will have the same name as your payroll Restore Master File The Restore Master File command places a backed up payroll on your computer for use in GrandMaster II for Windows To employ this feature the payroll must have been backed up originally using the Backup Master File command Any current changes that have been made since the payroll was backed up will be discarded When you select this command the following dialog box appears 104 GrandMaster ll for Windows a Restore Master File File Help Enter a valid DOS path and filename CABACKU PSLABECO Restore Cancel Fig 8 13 The Restore Master File Dialog Box Enter the path and filename of the backup file to be restored Choose Restore to complete the procedure Note Restoring a Pass
166. inal production file for submission to the CCRA 182 GrandMaster ll for Windows Test Select this option to generate a test file for submission to the CCRA service Bureau Company Select this button if you are a service bureau acting on behalf of the company for which the magnetic file is being created Other Select this button if you are a service bureau acting on behalf of the company for which the magnetic file is being created Contact Name Enter the name of the individual who the CCRA may contact if there are questions regarding your magnetic data file Phone Enter the phone number where the Contact person can be reached Reprint If you use the Continuos Feed T4 and Laser Printer T4 options you also have the added ability to reprint your T4s again if required This can be useful if you have a specified range of T4s to reproduce This feature is activated when you choose the Reprint button Selecting this button opens the Reprint T4s dialog box so you can specify a range of employee numbers or surnames This saves you from having to reprint your entire list of T4s Reprint T4 s Laser Printer Forms Which BM number Full Time Part Tire Other Full Time Part Time Other Starting at the employee with Surname gt Ending at the employee with Surname lt Cancel cora Company Employee Fig 11 20 The Reprint T4s Dialog Box for the Laser Printer Form Type Use the CCRA Company o
167. ings Permanent Type Description Rate Hours Row Col Save Cancel Table Distribution i ddi Delete Edit Record lt Prev ext gt List Fig 6 14 The Salary Earnings Permanent Dialog Box Add lt F8 gt This button is used to add an existing hourly earning type to the list of earning types that apply to the current employee Once chosen you may select an existing hourly earning type from a list of earnings Delete lt F9 gt This button displays a selection list displaying hourly earning types that have been applied to the current employee Select the hourly earning type to remove from the current employee s list and click OK Salary Overrides User Guide 43 Distribution lt F7 gt All earnings will default to the employee s home general ledger account number Choose this button to allocate these costs to multiple general ledger accounts This expands the dialog box to include accounting information Account numbers for each hourly earning can be entered You also have the option to divide a salary into multiple accounts by using the Add Distribution button Y ear to date balances are not affected by the removal of an hourly earning type EXAMPLE Joe works in three different departments in a pay period His hourly wage can be allocated proportionally to each department You would choose the Distribution button to access the distribution highlight the hourly earning type to be split and choose the A
168. ings e Normal entered on an individual employee basis e Fixed a fixed rate for all employees on the payroll e Multiple a rate determined by a factor times an existing earning type EXAMPLE An hourly rate would be defined as Normal type Overtime rate that is 1 5 times the regular hourly rate would be an example of a Multiple earning type A travel expense e g 0 35 per kilometer that is standard for all employees would be an example of a Fixed earning type When you select the Earnings Information command the following dialog box appears 4 Select Earning x SALARY 62 HOURLY 63 undefined 64 undefined 65 undefined 66 undefined 67 undefined 68 undefined gt enn Cann Fig 7 06 The Select Earning Dialog Box When you select an earning type and click Setup the following dialog box appears y Payroll Earning Setup File Help Setup for Earring 1 Description SALARY Type SALARY Account En Subject to W Tax e El M Que Tax W CPP e WCB e El Hours Fited Amount Multiple of NORMAL F Split Earning on Journal Entry bn Fig 7 07 The Payroll Earning Setup Dialog Box The following table describes the fields found in the Payroll Earning Setup dialog box Field Description A 10 character field used to describe the earnings Type Indicates the type of earning Invalid entry displays a selection list with the following options SALAR
169. inition block Field B The optional field b will be include in the output string It will not print on the report This field must be qualified by also using field b Y in the definition block ACCT DESC Twenty character account description PAY NAME Eight character payroll name AMOUNT The amount field the second record will contain the hours DEBIT AMOUNT The amount if debit else zero The period ending year COUNTER A sequential number generator 5 digits Always starts at 1 CONSTANT Constants can be entered without a definition Enclose the value in quotation marks If more than one space is require use the symbol for each space The following definitions can be used to further define the data fields These would be entered on a separate line following the data The line would begin with field type ZERO FILL Replace spaces in with zeros ZERO LEADING Replace leading spaces with zeros 126 GrandMaster ll for Windows LEFT JUSTIFY Aligns the field to the left most position RIGHT JUSTIFY Aligns the field to the right most position The following 1s a sample data definition for a journal entry export SAMPLE FORMAT Section Header must be defined in the Grndmast ini file use for Sample Accounting Field starting with an are treated as comments System file name c payroll export csv Field Exports the the first four position of the account and the last four desc ACCOUNT 1 4 DEPARTM position
170. ion File Cancel Fig 13 07 The EFT File Creation Dialog Box User Guide 213 Once the EFT transmission file has been created the following transaction summary will be displayed for verification A Transaction Summary TDBANK CATEMP Fig 13 08 The Transaction Summary This summary displays e The total number of credit deposits e The total amount of credit deposits e The total number of debit deposits e The total amount of debit deposits 214 GrandMaster ll for Windows Chapter 14 Bank Reconciliation The Bank Reconciliation module allows you reconcile your bank statement to your cheques issued Cheques can be imported directly from the program or entered manually You can even create reports for outstanding and returned cheques and view them on the screen prior to printing Returned cheques can be kept on record indefinitely or purged after a given date You can also exported cheques to a spreadsheet program or import them into other bank reconciliation programs Note As of April 2003 this feature is not yet available for GrandMaster II for Windows Please contact CanPay Technical Support for availability information Features of the Bank Reconciliation Module Basic Steps to Follow You can configure up to 10 completely separate Bank Reconciliation files Up to 10 Users can access each Bank Reconciliation file with or without passwords depending on the setup Cheques are imported directly from the
171. ion type from the options provided then choose Next This opens the Select Program Folder dialog box Select Program Folder Administrative Tools Common obe AutoPlay Menu Studio 3 0 GrandM aster Suite for Windows Graphic Tools Java 2 Runtime Environment Lotus Applications Fig 2 7 The Select Program Folder Dialog Box Select Next to use the default program group name If you prefer enter a different name in the Program Folder field then choose Next This starts the file copy procedure and a message box appears displaying the status of each file as it is copied to your hard disk When all the files have been copied the Setup Complete dialog box opens Click Finish You are now ready to use GrandMaster II for Windows User Guide 19 Chapter 3 Starting GrandMaster ll for Windows This chapter explains how to start the GrandMaster II for Windows program and discusses the Logon process System Manager and License and Version number information Starting GrandMaster Il for Windows Each time you start GrandMaster II for Windows GrandMaster II for Windows scans the required initialization parameters and verifies that the required system data files are available and can be opened for processing If a file error is encountered at this stage a message box will appear that contains the name of the file and the associated error code If such an event occurs when you start your installation of the program please contact CanPay T
172. isplay the next employee in alphabetical sequence Correspondingly pressing the Previous button will display the previous employee in alphabetical sequence The quickest way to select the first employee alphabetically on file is to enter A GrandMaster II for Windows will find the first employee alphabetically 36 GrandMaster ll for Windows Selecting Employees by Number An employee may be located by number using the Select by Number command or by pressing lt ALT gt lt 1 gt To Select an Employee by Number 1 Open the Employee dialog box then choose the Select by Number command from the Employee menu This removes the edit fields in the dialog box and leaves only the Number field 3 Employees Iof E File Employee Earnings Deductions Personal Accumulators Help Number Name Fig 6 8 The Select by Number Command is Chosen 2 Enter the desired employee s number and click OK If the employee number is not found the employee with the next employee number in numerical sequence will be displayed 3 If you wish to cancel the search press the lt Esc gt key Previous and Next Employees After an employee has been selected using his her surname pressing the Next button will display the next employee in alphabetical sequence Correspondingly pressing the Previous button will display the previous employee in alphabetical sequence The quickest way to select the first employee alphabetically on file is to enter 1
173. isplays Formulas that have been previously created by you in our example we have already created FORMULA 01 Select Field Fig 10 28 The Select Field Dialog Box with our Previously Created Formulas 4 Choose the desired formula then click OK This closes the dialog box and returns you to the Edit Formula dialog box where your first operand is displayed Edit Formula Formula Field 1 Operator Field 2 E Cancel Edit Field 1 Edit Field 2 Fig 10 29 The Edit Formula Dialog Box with a Formula Operand Defined 5 Repeat these steps as required to create multi level formulas Edit Field 1 lt F4 gt This button allows you to view or edit the first operand The first operand can be any existing numeric field in the payroll master file a previously defined FORMULA with a lower formula number an existing SUM or a fixed value Note Complex Calculations lf you need to create a formula that requires a complex calculation i e more than two operands you can base one formula on another Operator lt F5 gt Use the options from this drop down list to change the operator that will be used in the formula Valid operators are addition subtraction x multiplication or division User Guide 159 Edit Field 2 lt F6 gt Use this button to view or edit the second operand The second operand can be any existing numeric field in the payroll master file a previously defined FORMULA wit
174. it line Cheques that have been returned by your bank along with your bank statement can be entered using the Returned Cheques dialog box Note Returned Cheques This will only flag previously issued cheques as returned A purge is performed to remove the issued and returned cheques from the file To Entering Returned Cheques i e To Cancel a Cheque 1 Enter the cheque number that was assigned to this cheque If the cheque is found the name of the person the cheque was issued to the date issued and the amount of the cheque will appear Verify that the displayed information is correct for the cheque Enter the date the cheque was returned or the end date of the month using the DD MM Y Y format The default date 1s the current date Enter the amount that the cheque was paid and click OK Note Mismatched Amounts If this does not match the amount issued you will be prompted to verify the cheque amount N or accept it if it is correct Y 5 Choose the Exit button when all cheques in this batch have been entered A running total is kept on all cheques that have been entered since this window was opened and the last 5 entries are shown below the current edit line Print Outstanding Cheques Once all cheques have been entered or after they have been successfully imported a report showing any cheques that are still outstanding i e have not been returned can be printed This report can be printed at any point to v
175. ixed Ded Ben of deduction lt YMPE gt YMPE Ben of deduction Rate Maximum per 1000 Ded Rate Ded Rate Weekly Maximum Ded Rate Ben Rate Gross Avg Hours Ben rate of deduction Min Ded Deduction code developed for custom use This calculation has the deduction as a fixed amount and the benefit as a percent of the deduction Note You may enter custom parameters e g Employee stock purchase employees can buy a fixed amount of stock in the company and the employer will split 45 55 of the purchase as a benefit If the employee purchases 200 worth of stock the company s benefit would be calculated as 90 45 of 200 The employee s deduction would be entered as a fixed 110 amount It may have employee parameters This calculation is performed on a yearly basis on a percentage of pensionable earnings plus any pensionable benefits at a percentage less than YMPE a percentage greater than YMPE The benefit is a percent of the deduction Deduction code developed for custom use The premium is calculated as a rate per 4000 on the default annual salary from optional numeric field 1 times a multipler of 5 rounded up to the next thousand A maximum annual salary can be entered to limit the range of the calculation The benefit is equal to the deduction It may have employee parameters Deduction code developed for custom use A calculation that takes the default annual salary from optional nu
176. l employee information User Guide 29 e Company Menu This menu provides commands to customize the payroll for company requirements and to establish default settings e Process Menu This menu provides commands to physically calculate the payroll e Reports Menu This menu provides commands that allow you to generate various printed reports e Year End Menu This menu provides commands for closing off the calendar year end and producing T4s T4As Relevel s e Utilities Menu This menu provides command for setting up passwords page layout import export settings etc Note Manual Structure This manual is structured similarly to the menu system of the GrandMaster II for Windows program Both the program and this guide discuss Employee Information before Company Information When setting up a payroll however company information must be defined before employee information This is because much of the information for individual employees is drawn from the information defined at the Company level 30 GrandMaster II for Windows Chapter 6 Employee Information The Employee menu provides the following commands Employee Update Employees Hours Eritry Fig 6 1 The Employee Menu The commands under this menu allow you to access the Employees dialog box as well as enter the hours that each employee has worked Update Employees Command The Update Employees command allows you to update an individual employee s payroll
177. l salary divided by the factor This calculation takes the total of all the rates from the selected earnings and divides it by the number of rates to get the average rate The deduction and or benefit is a percentage of the average rate to a maximum deduction and or benefit The premium is calculated as a rate per thousand on the annual salary times the multipler rounded up to the next thousand The annual salary is from the optional numeric fields If the annual salary is lt 100 and the hours of pay are not zero then calculate the annual salary times the hours worked times the pay periods A maximum annual salary can be entered to limit the range of the calculation The deduction and benefit are then divided by 2 This calculation gets the default annual salary from the optional numeric fields If the annual salary is lt 100 and the hours of pay are not zero then calculate annual salary times the hours of pay times the pay periods The annual salary is divided by 52 for a weekly salary then taken at 2 3 to the weekly max that should already be at 2 3 The deduction and benefit are calculated as the rate times the weekly salary then taken at 1 10 and divided by 4 The default annual salary is taken from the optional numeric fields If the annual amount is lt 100 and the hours of pay are not zero then calculate annual salary times the hours of pay times the pay periods The annual salary is divided by 12 for a monthly salary up
178. lect the Bank Reconciliation button then choose the desired file from the list provided 2 Select a Userld and optionally a password and click OK to access the Bank Reconciliation menu Adding and Deleting Bank Reconciliation Files Choose the Add button to create a new Bank Reconciliation You will be prompted to enter a new name for this file You should assign it a unique name that distinguishes it from any other Bank Reconciliation Files Choose the Delete button to remove a previously defined Bank Reconciliation file Click OK when prompted to remove it from the list WARNING The deletion removes the entire file so you should be absolutely certain that this file is no longer required before deleting it To Change the Name of a Bank Reconciliation File 1 Select the Bank Reconciliation file whose name you wish to change 2 Select the Rename button and enter a new name in the field provided 3 Click OK to accept the change User Guide 217 File Menu The File menu offers options to open or create bank reconciliation files e Select Payrolls Select which payrolls from which the cheques will be imported e Begin Import Import the payroll cheques information from the payrolls you have select above e Export Cheques Will export a range cheque number in a comma delimited file format for use by a spreadsheet or to import into other account systems Selecting Payrolls The Selecting Payrolls command is used to select t
179. log box Faa foeon SSS Sort Order Order in which to print the employee profile information Employee Status Active Determines if employees with ACTIVE status should print On Leave Determines if employees with ON LEAVE status should print Terminated Determines if employees with TERMINATED status should print Employees Page Determines the number of employees per page that should appear on the printout 132 GrandMaster ll for Windows Print lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name The report will appear similar to the following Payroll ID O2TAX Page No Run on 07 07 02 at 11 09 Input Work Sheet Pay Run Western Widget Company A 7 Franklin Ralph 123 Portage Ave 201 5600 Winnipeg MB Start 26 12 02 HOLIDAY Rate 4 00 STATUTORY Rata EARNINGS DEDUCTIONS SALARY RSF RG HOURS i GROUP INS RG HOURS z UNION REG HRS HEALTE OT HOURS BONDS DT HOURS a COFFEE BANE PAID 1 PARKING HOLIDAY LIFE INS STAT CPP 21 MISCELL 1 MISCELL 2 LOAN LIFE 2 CHARGE BAR CHARITY LOAN 2 Fig 9 33 A Sample Input Worksheet Report Print Test Page lt F6 gt Choose this button to print a test page to verify form alignment Range lt F5 gt This button opens a dialog box that allows you to specify the range of the data to be included in the report
180. loses the dialog box Note that your changes are saved automatically each time you view a different employee s information Previous lt F5 gt This button saves the current T4A data and displays to previous employee s T4 data in order of employee number Next lt F4 gt This button saves the current T4A data and displays to following employee s T4 data in order of employee number 184 GrandMaster ll for Windows Print All T4As Select lt F2 gt This button allows you to select an employee s T4A information based on employee number Selecting this button opens the Enter Employee s Number to Edit dialog box Enter Employee s Number to Edit Employee s Number 003 OF Cancel Fig 11 22 The Enter Employee s Number to Edit Dialog Box Enter a valid employee number in the Employee s Number field and press OK to load the T4A information for the employee Add lt F8 gt This button adds a new employee T4A to the T4 T4A file based on the current information in the dialog box The correct usage of this feature 1s to enter your data first then choose the Add button You must enter a unique number in the Employee field to add a new employee record Delete lt F9 gt This button removes the current T4A record from the T4 T4A file You are not prompted before the record 1s removed so you should ensure that you want 1t removed before choosing the button If you choose this button by mistake you will need to use the Res
181. mand This opens the Select Formula dialog box that displays the available formula positions slots entitled FORMULA 01 through FORMULA 20 Select Formula FORHULA 61 FORHULA 82 FORHULA 63 FORHULA 64 FORHULA 65 FORHULA 66 FORHULA 67 Fig 10 23 The Select Formula Dialog Box Note Formula Name Once you define a name for your formula that given name will appear in selection lists and columns e g FORMULA 01 may be renamed to SALARY Ze Choose a formula position and click OK This opens the Edit Formula dialog box that allows you to define the formulas used in your report columns It allows you to specify two operands values from the payroll that are affected by an arithmetic operator Edit Formula Formula Field 1 Operator hd Field 2 E Cancel Edit Field 1 Edit Field 2 Fig 10 24 The Edit Formula Dialog Box Field 1 and Field 2 display the results of the settings defined via the Edit Field 1 and Edit Field 2 buttons respectively The Operator drop down list is used to specify the arithmetic operator that will control the interaction of the two operands Choose the Edit Field 1 button This opens the Select Field Type dialog box so you can specify which field type to include for the first operand Select the desired item then click OK to continue Depending on the item you choose a different dialog box may appear offering further options In our example we selected an Earning th
182. may be paid out as normal See the Accumulators section of the Company Information chapter for more information When you choose this command the following dialog box will appear A Select Accumulators for this Payroll ES File Help VACATION 2 SICKPAY Save Cancel Select All Deselect All Fig 8 05 The Select Accumulators for this Payroll Dialog Box Upon entering this dialog box the original settings as they were on the last payroll will be displayed Select one or more accumulators that apply to the current pay calculation then choose the Save button Once you exit this dialog box the program will place a check mark beside the Select Accumulators menu command to indicate that accumulators have been selected for the current pay calculation Setup Next Payroll The Setup Next Payroll command allows you to specify parameters to be applied to the next payroll calculation When you select this command the following dialog box appears y Setup Next Payroll File Help Nest Payroll Information Start Date m0200 End Date 01017200 Cheque Date Jor 012007 Generate Cheques T For All Cancels Direct Deposit Pay Type NORMAL Pay Adjust Pay gave Exit Process Pay Group Fig 8 06 The Select Deduction for this Payroll Dialog Box 98 GrandMaster II for Windows NORMAL PAY ADDITIONAL The following table describes the fields in this dialog box Start Da
183. may then change accumulator settings specific to individual employees When you choose the Accumulators command the following dialog box appears 64 GrandMaster ll for Windows 2 Accumulators Paid Type Description Before Calc Pap ofEarming Cale Under Paid Description 4 0000 2 4000 4 1 3 4 UAC PAY SICKPAY 1 VACATION 2 SICKPAY 430 00 20 00 H H A p o000 n 2 0000 Cancel Distibution View Earnings Add Previous Next gt List Fig 6 40 The Accumulators Dialog Box The three edit fields near the bottom of the dialog box may be modified as follows Feld sent O Before Calculation Displays the accumulated balance prior to the pay calculation You can edit this balance as required Specifies whether the accumulator should always pay the balance A accumulate the balance N or pay the balance this pay only T and will a se to accumulate A for the next pay of Earnings Indicates the accumulator rate in terms of earnings for the current employee Distribution lt F2 gt This button allows you to modify the expense accounts for the accumulators if applicable Choosing the button opens the following dialog box Expense Account 1 VACATION Department Account Subaccount A ee eee Cancel Fig 6 41 The Expense Account Dialog Box Note Paying Out a Fixed Amount or Entire Balance of an Accumulator To learn how to
184. me 1 Open the Employee dialog box then choose the Select by Name command from the Employee menu This removes the edit fields in the dialog box and leaves only the Name field User Guide 35 3 GrandM aster Il Employee Module lt Can Pay Computer Software Of x File Employee Earnings Deductions Personal Accumulators Help Number Name Fig 6 7 The Select by Name Command is Chosen 2 Enter part of or the desired employee s entire surname and click OK If the name does not exist in the payroll GrandMaster II for Windows will locate the next surname in alphabetical sequence If there is more than one name meeting the search criteria the first occurrence will be selected When performing a name search only the first 10 characters specified will be used 3 If you wish to cancel the search press the lt Esc gt key Entering Part of an Employee s Name In the following list of three employee surnames Johnson Johnston Jones the surname Jones may be located by typing jon Entering j or jo will locate the name Johnson With the name Johnson activated it would be possible to access Johnston by pressing lt F4 gt next employee Note Name Searches are not Case Sensitive The name search is not case sensitive For example the surname MacDonald could be found by typing macdonald or MACDONALD Previous and Next Employees After an employee has been selected using his her surname pressing the Next button will d
185. meric field 1 divided by 12 for the monthly salary The calculation takes 2 3 of the monthly salary up to 3000 then only 1 2 of the amount above 3000 This amount is then rounded up to the next dollar and then multiplied by the deduction rate divided by 200 It may have employee parameters Deduction code developed for custom use A calculation that takes the default annual salary for the optional numeric field 1 divided by 52 for the weekly salary The calculation takes 3 4 of the weekly salary rounded up to the next dollar taken only to the weekly maximum amount entered then multiplied by the deduction rate divided by 40 for both the deduction and benefit It may employee parameters Similar to calculation code 3 except that total hours from selected earnings are rounded up to next highest hour before multipling it by the deduction an benefit rate It may have employee parameters A calculation that is done if total gross pay is greater than zero The lesser of a percentage of total gross pay or total gross pay selected hours times avg hours percentage A benefit can be calculated as a rate times the deduction The deduction has a minimum deduction to limit the range of the calculation Rate FTE Ded Rate A calculation of a deduction and or benefit rate times Ben Rate Full Time Equivalency for the deduction and benefit Fixed Amount on selected earnings over minimum Life Insurance on selected earnings lt YMPE
186. message with an ampersand amp Notes A 35 character message for internal use by the payroll A This message will not be printed Hour Pay An employee s normal hours worked per pay period This value is not used in calculation of the employee s pay It can be used to calculate certain deductions or accumulations The default account to which the employee s wage s will be charged FTE Full Time Equivalent If the current employee does not work full time you would enter a percentage of full time equivalent Used to calculate certain deductions Tax Information This dialog box allows you to set up a permanent override for Federal or Provincial Tax settings and enter claim amounts from the employee s TD1 form When you select this command the following dialog box appears 3 Tax Information Tax Override No Overrides Additional Tax Net Claim Amount 7634 00 LEP Amount i SY Other Allowance ss Remote Allowance No of Dependants TF Exernp CPP TF Exernp El Provincial Tax Parameters Statutory Deduction Expense Accounts Cancel Previous Fig 6 30 The Tax Information Dialog Box The fields in this dialog box are as follows Field Description Tax Override Indicates the type of override The following options are available F fixed N net cheque X exempt percentage lt space gt additional tax and S salesperson routine The Tax Override setting will dic
187. mpleting Your Final Payroll sacra A AA AAA 167 A A AAA II AAAA EA A A A RN AN 167 CRENTE TFIIA Se AS AA A A AA 168 AS A A A onesies dla E E deuce Aeaiaraa EE 168 DCLUP DCA CHONG FO gt da idilio 169 Sep Bone E S O RA 170 Setup ACCUMUIALOES Estilista a td it 170 Bs o A E A IN IN A E 171 PENSION ADIUSTMENTS do 171 Penston Adjustment Method a a A A A O ES 172 Rension Ad USCC ME Pe sust E a a a a E 172 dB IIA o A A OO ane Seen mR TET Senne 173 Pai Eee aud eA RI A A RCN RATS RAN SREY ULL E A 173 Pri tess dali rod pla AO A OO 174 e AA RR RRA 174 PRINTS UNIR oa 174 a AAA A O A ER 175 Pintersettinss lt A ea 175 la PO AAA II NI O A A A EE 175 YE AE END WEB SS A E A sd 175 MA A II A A 176 BACKUP RESTORE PIE td A ds 176 BACKUP il A A SS A AA ESAS DAA A IAS A a 176 RESTOS lt A A A A A E AS 176 PORT e E 0 A 176 O A RR RR SEA 178 o A A A AAA 178 A O OR RO E 178 Sele o A A A O aon lseduonte tse a a a e estes 178 SS R A A A OEO A AEE AEON CRETE AV Re PEER ONS REIT OIN CRE TAT PPE E AE A SPM UT TTR NERA Ser 178 MNS VC Ue tas ars pea stl a bt sic ans een a clean ts ces anak a eb ss aca des es ead ga ad ee a atoms aaa smd ae A 178 So sidyare lok gl do AMM et me Ne eT Tens Ceo O CO 178 WEB TOA a ee eT EE TE ee oe mee eae ee 179 IRN Pee TAS dll oia ode 179 Meas etic Media EIA A A A EE E A AR 180 AAA A 182 EDT O O E Ro O A O Nata loateats pause Aue 182 A A A A O A EROMNT SOP OnE ORE 183 User Guide 9 o a PA AMA RARO 183 ns a e IA A II I
188. mployee could be credited with 2 00 of the total contributions to his pension plan e I Integrated with CPP QPP This calculation uses pensionable earnings times a user defined percentage for earnings below Yearly Maximum Pensionable Earnings YMPE and a second user defined percentage for earnings above YMPE Any earning between 75 000 and 86 111 are excluded from the calculation For example an employee could be credited with 1 4 below YMPE and 2 0 above YMPE e M Money Purchase Plan This calculation is the combined total of the employee deduction and the company s contribution to the employee s pension plan Note PA Calculations We strongly recommend that you thoroughly review the GrandMaster for Windows Pension Adjustment calculation Especially in special situations such as rehires during the year adjustments for prior year s service sabbatical leave etc We also strongly recommend that you contact your actuaries in all matters regarding Pension Adjustment Print T4 Summary This command allows you to print a T4 Summary report that will help you balance your last payroll register and confirm that all of the information required for the T4s appears in the correct boxes You can also use it to balance your T4 slips to your Receiver General remittances or as a worksheet for making changes If you are not satisfied with the results you can recreate your T4 file once again and adjust the values as required You should print
189. mployees with ACTIVE status using January 2002 Tables Begin Calculation Cancel Fig 8 10 The Payroll Calculation Dialog Box Begin Calculation lt F7 gt Commences calculation of the payroll When performing the calculation settings taken into account include e Company employee information e Selected earnings and deductions e Period ending and cheque date Calculation time The length of time required for the calculation of the payroll depends on e The number of employees on the payroll including terminated and on leave e The average number of earnings deductions and accumulators set up for each employee e The speed of the computer s CPU e The speed of the hard disk drive e The amount of free memory in the computer Multi user Environments To perform a payroll calculation in a multi user environment all other users must exit the payroll to be calculated and you must have a security level of 1 or 2 Once the payroll has been calculated the program will place a check mark beside the Payroll Calculation menu command to indicate that the current payroll has been calculated Calculating More than Once This operation can be performed more than once to facilitate recalculation of the payroll due to errors or omissions but cannot be performed again after the Clear Payroll command has been selected Repeating the Payroll Calculation procedure will not affect the integrity of the year to date balances Note Calc
190. n an deduction to a specific box Choose a deduction from the list on the left choose a box from the list on the right then choose the Select button You can perform this same action by double clicking a Box option from the list on the right 170 GrandMaster ll for Windows Note Pension Adjustments All Registered Pension deductions must have a Pension Adjustment amount Contact the company that administers your pension fund or your actuaries for the required calculation method GrandMaster II for Windows will calculate Defined Benefit Fixed Monthly Defined Benefit Fixed Percentage Defined Benefit Integrated with CPP and Money Purchase plans If you have a Pension Adjustment change the T4 box number from 20 to 52 This will display a Change Pension Adjustment dialog box where you can choose the method of determining the employee s annual salary if they have not worked a full year Refer to the Pension Adjustments section later in this chapter for more information on this dialog box Setup Benefits lt F5 gt This button allows you to specify in which T4 box each taxable benefit will appear By default all benefits are sent to box 40 of the T4 When you choose this button the following dialog box appears Year End Processing Taxable Benefits Benefit T4 Box Select Valid T4 T44 Box PENS IODH Exclude From T4 T4Aa 38 Board Lodging 32 Travel 34 Personal auto 36 Loan Interest 38 Stock Options HH Other Taxables
191. ndicate extra additional pay or reversal payroll Rev Canada Selects a Revenue Canada number used for companies with reduced El rates Available options are FULL TIME PART TIME and OTHER A 1 character description E or F to indicate the language in which the cheque will be printed A 20 character description of an employee s title rank in a company Field A A 20 character optional user defined field The description of the field may be defined in the Control Information dialog box under the Company menu Field B Another 20 character optional user defined field The description of the field may be defined in the Control Information dialog box under the Company menu Numeric Field 1 A 9 digit numeric 2 decimal places optional user defined field The description of the field may be defined in the Control Information dialog box under the Company menu Numeric Field 2 Another 9 digit numeric 2 decimal places optional user defined field The description of the field may be defined in the Control Information dialog box under the Company menu 56 GrandMaster ll for Windows Message A 30 character message to the employee that will show both on the employee s pay stub and on the payroll register for audit purposes If a global message on all employees pay stubs is required enter it when printing cheques refer to the Cheques Stubs section of the Creating Reports chapter If a message Is required to be permanent precede the
192. ness numbers and general ledger account numbers Note Overriding Statutory Deductions Use the Statutory Deduction Override command under the Deductions menu under the Employee menu bar to override the program statutory deduction calculations for an individual employee Once the CCRA numbers are defined you can assign a number to individual employees using the Personal Miscellaneous command in the Employees dialog box EXAMPLE Some statutory deductions are Federal Tax Quebec Tax C P P Q P P and EI GrandMaster II for Windows will allow you to set up a maximum of three 3 CCRA Revenue du Quebec numbers per payroll This will aid those employers who have a reduced El rate When the Statutory Deductions command is selected the program prompts you to select a CCRA account as follows 3 Select Revenue Canada ccount File Help FULL TIHE 12345 6789 RPO001 PART TIHE UNUSED OTHER UNUSED Setup Cancel Fig 7 04 The Select CCRA Account Dialog Box Once an account is selected the following dialog box appears User Guide 69 3 Revenue Canada Account Setup File Help Current Class Rev Can Acct or BH 2345 67 89 AP0001 Quebec Acct E l Rate 1 4000 Description Liability Account Expense Accounts FED TAK Fo z Poo QUE TAX iif OF Cancel Fig 7 05 The CCRA Account Setup Dialog Box The following table describes the options available in the Account Setup dialog box
193. nings earning 1 is regular earning 2 is overtime etc The following table describes each of the available import fields These fields must follow exact spelling as outlined below FIELD NAME DESCRIPTION MAX CHAR EE NUMBER Employee ld number SURNAME Employees surname GIVEN NAME Employees given name ADDRESS Employees street address ADDRESS2 Employees additional address information CITY Employees city of residence COMA 40 eo Optional extra federal tax contribution 9 incl 2 dec REMOTE ALLOW Remote northern allowance 9 incl 2 dec OTHER ALLOW Other exemptions from income tax as granted by Revenue 9 incl 2 dec Canada User Guide 195 TES QUE ADD TAX Optional extra Quebec tax contribution 9 incl 2 dec QUE OTHER ALLOW Other exemptions from Quebec income tax as granted by 9 incl 2 dec Revenue Canada QUE NET CLAIM The MR 19 V personal exemption claim amount incl 2 dec EXEMPT CPP CPP exempt flag woB coDE Workers Compensaton code used for spediying a WCB raie 1 STOSAL Statistics Canada salarywagelotrerco M STOZONE Slaisios Canadareporinozone o o o inl 2 ec Miscellaneous notes about an employee for the payroll staff FREVCANAGCT The Revenue Canada accountnumber O nl 2 es nl 2 ec DFLT DEPT The default department code of employment DFLTACOT Thedeautwageslay account ode Je DFLTSUB Thedefautwagolsaarysub accountcode le FTE 2 099 19
194. nly those employees with special status X and will take into account the previous normal pay run when it calculates the current pay To indicate the employees to be paid the employees status Personal Miscellaneous Information must be set to X The statutory deductions will take into consideration the previous amounts deducted If U I C reached the maximum on the previous payroll no U I C will be deducted from the additional run EXAMPLE In error an employee was not paid his her overtime on the normal pay run To correct this you would run an ADDITIONAL pay to reimburse the employee Note Clear Payroll During the Clear Payroll process these employees will be reset to Active status EXTRA REVERSAL User Guide 99 This option will pay those employees that will not be present on the next payroll For example employees being terminated or taking leave would be classified as Extra To indicate the employees to be paid the employees status Personal Miscellaneous Information must be set to X An extra payroll will calculate all statutory deductions as a NORMAL PAY and as such will create an extra insured week period EXAMPLE An employee will be on vacation when the next payroll is due and would like to be paid in advance Note Clear Payroll During the Clear Payroll process these employees will be set to Leave status This option will cancel a previously issued cheque for an employee To indicate the employees to have
195. nt razo 000 LCP mount o Cancel lt Previous Next gt List Fig 6 31 The Provincial Tax Parameters Dialog Box The fields in this dialog box are as follows Fea osp OOOO Tax Override Indicates the type of override The following options are available F fixed N net cheque X exempt percentage lt space gt additional tax and S salesperson routine The Tax Override setting will dictate the type of entry made in the Additional Tax field Net cheque N will calculate to a net amount that is entered in Additional Tax amount CPP QPP and El will calculate as normal and tax amount will be adjusted to give the exact net pay Salesperson S will calculate as a percentage of tax but CPP QPP will be calculated from the last pay date which will be stored automatically in the anniversary date field El will be calculated from dollar one to annual maximum Used mainly for real estate salespeople Additional Tax Indicates the amount applicable to the tax override Net Claim Amount The Net Claim Amount found on the employee s MR 19 V form LCP Amount The labour sponsored venture tax credit amount for the current employee 58 GrandMaster ll for Windows Statutory Deduction Expense Accounts lt F8 gt Allows you to change account numbers for CPP UIC WCB and Provincial Health expenses When you choose this button the following dialog box appears Statutory Deductions Expense Accounts Dept Account Sub e
196. nt lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name The report will appear similar to the following 130 GrandMaster ll for Windows Payroi Id ITAX Page No 2 Run an 07 07 01 at 11 09 Employee Protile Pay Run 7 Western Widger Company A Franklin Ralph Sin Default Acct 201 5590 123 Portage Ave Pos Electrician Start 26 12 92 Winnipeg MB Sex M WEB Code A TEBE Anniv 26 12 92 E Joe Smith State Can 3 Zona 00 From To Run Bay Type Gross Pay Talal Deduct Total Benefit Net Pay Insured Earn 01 03 93 15 03 93 Normal 100 00 133 50 6 01 04 93 1257 04 93 Normal 040 00 488 16 30 91 19 93 24 10 93 Normal a 304 78 58 14 95 93 30 06 93 Normal s 046 56 95 01 07 33 15 07 93 Normal 52 2 946 56 31 93 93 30 06 93 Total 20 437 Fig 9 29 A Sample Employee Profile Report Print Test Page lt F6 gt Choose this button to print a test page to verify form alignment Range lt F5 gt This button opens a dialog box that allows you to specify the range of the data to be included in the report When you select this button the following dialog box appears Enter Range s Employee number Fe To Home Department From To Cancel Select Provinces Help Fig 9 30 The Enter Range s Dialog Box Enter either the sta
197. ntains a full release version of the software It also contains GrandMaster II for Windows Installation guide product order forms and the installation program for Adobe Acrobat Reader which allows you to view and print the documentation The AutoPlay Feature The GrandMaster II for Windows CD ROM plays automatically when you insert the disk into your CD ROM drive If this does not happen try the following e Remove the disk and then re insert it e Remove the disk and wipe it with a soft dry cloth to remove fingerprints or paper dust Re insert the disk If the AutoPlay problems continue it may be because your CD ROM driver does not support AutoPlay or the AutoPlay feature is disabled In either case you can start the CD manually 14 GrandMaster Il for Windows To Start the CD Manually 1 Start Windows and then insert the GrandMaster II for Windows CD into your CD ROM drive 2 On the Windows taskbar click the Start button and select Run 3 Type c autorun autorun exe replacing C with the letter of your CD ROM drive in the Open field and then click OK User Guide 15 Chapter 2 Installing GrandMaster ll for Windows The following section describes the steps you must take to install GrandMaster II for Windows The instructions assume that you are installing from drive A onto drive C If you install to or from another drive substitute the name of the drive you use in the following instructions e g type D inste
198. o proceed This opens the Print Report To dialog box where you can choose how to produce your report Print Report to Printer Screen File Cancel Fig 10 40 The Print Report To Dialog Box e Printer Choose this option to send the report to your printing device e Screen Choose this option to display the report on screen in a special report window The report window is re sizeable and is useful for previewing data before creating a hard copy e File Choose this option to create a document on disk that can be viewed using any standard word processing program When you choose this option a dialog box appears prompting you for the name and location of the file What Happens When You Print a Report Regardless of which option you choose when producing your report Printer Screen or File the following actions will occur in the order shown e All required values are read from the payroll master file e SUMS and FORMULAS are calculated if they exist e All sorting is performed Set Printer User Guide 165 e The report is sent to the printer screen or file depending on your selection e An ASCII delimited text file is created Also referred as a CSV file Comma Separated Values the file is saved in the payroll sub directory and given the same name the report on which it was based This file is given a TXT extension and is created in a format that can be read by spreadsheet database and
199. o reset the current employee s deductions benefits back to permanent settings Off On lt F9 gt Use this button to turn off a deduction benefit that is calculated Choosing the button again will turn it back on A zero will appear next to the description when it is turned off User Guide 51 Statutory Deduction Override Statutory deductions are deductions defined by federal and provincial governments including Federal Tax Quebec Tax CPP QPP and El When an employee is added to the payroll the statutory deductions are automatically set up for them These calculations are integrated into the program and cannot be modified You may however override the program calculation using the Statutory Deduction Override command EXAMPLE An employee is paid a bonus of 5000 GrandMaster II for Windows would calculate federal tax as 1f the bonus is paid every pay period To override the program s federal tax calculation you would use the Statutory Deduction Override command to enter an adjusted amount When you select the Statutory Deduction Override command the following dialog box appears 3 Statutory Deductions Override File Help Description Deduction Override Override Override sd Override Override Cancel lt Previous Nest gt List Fig 6 24 The Statutory Deductions Override Dialog Box To override the program s calculation of a statutory deduction click the checkbox be
200. ocedure Setup Menu Pay Period Range Certain payroll information is stored by pay period such as earnings and deductions information This command allows you to select the starting and ending range to be included in this report When you select this command the following dialog box appears Enter Pay Period s range 999 Current Period Starting Pay Period 399 Ending Pay Period 999 FT Print Pay Period s on Report Print Summary Only E Cancel Fig 10 10 The Enter Pay Period s Range Dialog Box Use the Starting Pay Period field to specify the beginning pay run and use the Ending Pay Period field to specify the run at which the report should cease Enter 999 into the either field to instruct the program to use the current pay period i e the default Use the Print Pay Periods checkbox to include the run number from which the data was taken at the beginning of each line of the report Use the Print Summary Only checkbox to summarize all pay period information without a breakdown for each employee Setup Menu Page Settings This command allows you to set the page width in number of characters as well as the line spacing These values affect the formatting of the report when printed When you choose this command the following dialog box appears 150 GrandMaster ll for Windows Page Settings Page Width 80 Standard Line Spacing f 1 Single Spacing 132 Condensed
201. of an input format IMPORT FORM 01 delimiter FIXED form name HR Systems Import file name C GRNDMAST IMPORT TXT field desc EE NUMBER 9 field desc S URNAME 40 field desc GIVEN NAME 40 field desc ADDRESS 40 field desc ADDRESS2 40 field desc CITY 40 field desc PROVINCE 2 field desc POST CODE 10 194 GrandMaster ll for Windows Import Tags Import Fields The following tags can be used to describe the import file TAG NAME DESCRIPTION Describes the format of the file for input Options available are COMMA TAB or FIXED Describes the nature of the import filter origin of the information The DOS drive path and filename of the file to be imported field desc Describes to GrandMaster II the type of information being imported Length of the field is required for fixed length fields See the next table for the possible values that may be used with this tag import type Describes the type of import Enter either HOURLY or DATA ENTRY HOURLY will replace or add to existing fields DATA ENTRY will create a new record for each transaction e g entering hours by date and account add perm earning Y N default is Y If Y earnings will be added as Permanent else will be added as Overrides alias table Assigns an alias table to the import form in order to translate data e g province code is ONT should be ON field data num Indicates the field number on fields that have multiple occurrences such as ear
202. of the department number as one field ENT 3 4 field desc Field A 1 8 Exports the first 8 positions of optinal field a employee personal miscellanious information field desc TRANSACTION 2 1 Exports the last digit of the Transaction Code export field on Reports Journal Entry screen field type NUMERIC Tells the system to treat the previous field tranaction as numeric no quotes around it field desc PR PAY PERIOD Exports a constant PR followed by the pay period number field desc FISCAL PERIOD Exports the Fiscal Period export field as indicated on the Reports Journal Entry screen fleld desc END YY END Exports the period ending date in YYMMDD format MM END DD field desc ACCT DESC Exports the Account Description as printed on the report field desc AMOUNT Exports the amount field field type NUMERIC SIGN Treats the previous field amount as numeric negative sign leading LEADING DECIMAL inserts a decimal point and remove any leading Zeros PT REMOVE LEAD N Other options available in the export format export type JC Identifies the export as Job Costing type No Liability accounts will be exported field a Y Signal that optional Field A will be used in this export User Guide 127 field b Y Signals that optional Field B will be used in this export file name 20characters Defines the file name export path 20characters Defines the path for the file name export prefix
203. ompensation Report Dialog Box Enter the Start Date for the report along with the date of the final pay period The resulting report will is sorted by province with the start and end period included These dates are controlled by the employee s start and termination date 1f they fall within the period The program distributes WCB costs to the departments in which an employee works 176 GrandMaster ll for Windows Print lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name Backup Restore File Edit T4s This command allows you to create a disk backup of your T4 T4A data file You can also use it to restore a disk backup you created earlier Each time you make a change to the T4 T4A information using the Edit T4 or Edit T4A commands you should create another backup copy for your records Choosing this command opens the following dialog box a Year End Backup Restore x File Help Path JO SGM2WIN 2002T Ax Note Must be a valid Path do not include a filename Backup Restore Cancel Fig 11 12 The Year End Backup Restore Dialog Box Backup Choose this button to create a disk backup of your T4 T4A data The files will be stored in the same folder as your payroll unless you specify a different folder using the Path field Two files are created when you choose this butt
204. on T4 SAVE DAT and T4 SAVE IDX These files can be copied to a secure location for later retrieval in the event of a computer problem Restore Choose this button to retrieve restore a backup that was created via the Backup button in this dialog box This button will only restore backup files that were created using this dialog box s Backup feature Enter the path where the backup files are stored then chose the Restore button to load your old data The backup files are stored in the same folder as your payroll unless you specified a different folder at the time of the backup The two files that are required for restoration purposes are T4 SAVE DAT and T4 SAVE IDX This command allows you to view and edit the T4 amounts for an individual employee It 1s quite common to make final adjustments to your payroll information prior to actually printing the T4s You may wish to add special items e g auto allowances for executives not set up in payroll special bonuses paid etc User Guide 177 On your original printed T4 Summary reports you should note any error messages that appear below some employee names These messages will read similar to the following CPP S B El S B This indicates that there is a discrepancy mismatch between the Year to Date CPP and or EI totals as compared to the employee s Gross Income This may be caused when the payroll was calculated as an Extra run instead of an Additional or vice versa It may also occur when a
205. oose the installation folder Path Jc gm2win Directories O Cancel Po Drives E d Network Fig 2 4 The Choose Folder Dialog Box Select or type the path to the destination folder and then click OK This returns you to the Install Directory dialog box Click Next to continue with the installation then define your data location in the dialog box that appears Choose Destination Location IF You are upgrading from the DOS version to the Windows version enter the path where your data ls stored If this i a new installation you can accept the default location Agra Browse Back Cancel Fig 2 5 The Choose Data Location Dialog Box Upgrading from the DOS Version If you are installing this program as an upgrade from the DOS version the Choose Data Location dialog box will appear This step is necessary so that GrandMaster II for Windows can use the same payroll data that you created from the DOS version Normal Updates or Windows Only Installations If you are installing this version on a computer that does not have the DOS version installed you can accept the default data location Once the data location is defined click Next to continue This opens the Setup Type dialog box where you can specify the type of installation you wish to perform 18 GrandMaster Il for Windows 11 12 13 Fig 2 6 The Setup Type Dialog Box Choose your installat
206. operates in a similar manner to the Permanent Salary command with the following differences e Amounts entered will override permanent settings e Amounts entered apply to the current pay period only and will subsequently revert back to permanent settings for the next pay period e Existing earnings types cannot be added or deleted EXAMPLE Joe normally receives a permanent salary of 1000 month and he takes a leave of absence without pay for 2 days His salary amount would then be reduced overridden to reflect his absence Because the Salary Override option was used the change would only affect the current payroll and would revert back to the permanent salary for the next payroll When you select the Salary Override command the following dialog box appears 44 GrandMaster ll for Windows Hourly Overrides i Salary Earnings Override File Help Type Description El Hours Amount Totals Cancel Edit Record Distribution Reload lt Previous Next gt List Fig 6 15 The Salary Earnings Override Dialog Box Distribution lt F7 gt Allows you to add modify delete Permanent Salary distribution settings for this pay period only EXAMPLE An employee is temporarily moved from department A to department B for a portion of the pay period You would use this button to allocate the employee s time to the new department Reload lt F8 gt Resets salary earning information for the current employee to the
207. or cartridges for each type of return you file If you use the Continuos Feed T4 and Laser Printer T4 options you have the added ability to create a Magnetic Media File that you can submit to the CCRA This feature is activated when you choose the Magnetic Media Filing checkbox Checking this box activates enables the File Name field so you can enter the location and name of the file that you will create and submit to the CCRA User Guide 181 Note File Name The name of the file cannot be changed from the displayed default the CCRA states that you may only change the three digit extension to specify a series of diskettes You may however change the destination drive as required Checking this box also causes the Magnetic File Settings button to appear Choosing this button opens the Magnetic Media Filing Settings dialog box so you can verify the data that will be included in the magnetic file This dialog appears as follows Magnetic Media Filing Settings File Hame Transmitter Number assigned by CERA MM Service Bureau Company C Other Transmitter Info Name 1 Name 2 Address 1 Address 2 City 1 Province Company Info Name 1 Mame 2 Address 1 Address 2 City 1 Province Fig 11 19 Data Type ff Actual i Test 2001 TAR 123 ANY STREET WINNIPEG ec Postal Code 12345 2001 TAK 123 ANY STREET WINNIPEG ec Postal Code 12345 This file s
208. ords can be enabled by the supervisor To enable disable passwords 1 Select the Enable Passwords button 2 Click Yes to confirm the selection Note This action will enable disable the use of passwords in the current bank reconciliation file only The Report Layout command allows you to set the printer page layout for the report to be printed When this command is chosen a list of available reports will be displayed Choose a report and click OK to proceed User Guide 223 Backup Bank Reconciliation File Even under normal circumstances when a computer is working properly problems may arise which may cause a computer file to become corrupt As such it is good idea to keep a backup copy of the information stored within the Bank Reconciliation file If such a problem occurs it is then only necessary to restore copy back the most recent copy of the Bank Reconciliation File and re enter any changes that took place since that time If a large amount of information has been added to the file since the last time backup copy was made that same amount of information will need to be re entered to bring the file back to the same status before the error occurred To Create a Backup Copy of the Bank Reconciliation File 1 Select the Backup command from the Setup menu 2 Enter a valid DOS filename it can include a valid path EXAMPLE CABACKUPIBK BANKI DAT Backup Choose this button to begin the backup process You should ass
209. ours added to other hours Temporary Adjustment to El hours or to total hours Cancel Cancel Override lt Previous Hest List Fig 6 36 The E I Override Dialog Box The fields in this dialog box are as follows Feld een OO Pay Period El The number of weeks employee is to be paid Override Permanent El Hours The number of hours the employee has worked in that week Temporary Adjustment Enter the employee s insurable earnings to El Hours If an EI override is entered the exact amounts of hours and earnings must also be entered When amounts are entered the program will not perform any further calculation This option should be used instead of Statutory Deduction Overrides to maintain the insured hours and earnings correctly within the program 62 GrandMaster Il for Windows Arrears Override Arrears are carry forwards from the previous pay period If an employee did not have enough earnings to offset his deductions in the previous pay period these amounts are automatically carried forward until the employee s income exceeds his her deductions or until you remove the arrears amount Choosing this command displays the following dialog box 3 Arrears Overnde File Help Current Amount Owing p Adjustment Amount Cancel lt Previous Next gt List Fig 6 37 The Arrears Override Dialog Box If a manual adjustment is required enter the new value for the arr
210. ours if over minimum hours of selected earnings less CPP QPP Tax QUE Tax UIC Ded Only Rate selected deductions QPP Quebec Tax CPP UIC Tax Ded Only Fixed Amount To a YTD max lt YMPE gt YMPE Ben only On YTD pensionable earnings pensionable benefits lt YMPE gt YMPE On selected earnings Ben only Rate Selected Earnings divided by UIC Hours lt YMPE gt YMPE Ben of Ded Ded Percent Ded Max per pay Min Net Pay Ded Rate Ben Rate Min Hours Ded Percent Ded Maximum Ded Rate Ded Amount Ded YTD Max Ben Amount Ben YTD Max lt YMPE gt YMPE lt YMPE gt YMPE Ded Rate Ben Rate Deduction code is developed for custom use This calculation is performed on a pay period basis as a percentage of selected earning below prorated YMPE a percentage above the prorated YMPE The benefit is a percent of the deduction The YMPE amount and the number of pay periods are used in the calculation The prorated YMPE is taken as the hours worked divided by the hours of pay hours multiplied by the YMPE divided by the pay periods This calculation takes the deduction percent up to 100 and calculates the percentage on the net pay for a positive deduction only Ifa minimum amount of net pay is required the deduction can only reduce the net pay to this amount The deduction must not exceed the maximum deduction per pay This calculation
211. ous Next gt List Fig 6 26 The Year to Date Statutory Deductions Dialog Box This dialog box displays all of the statutory deductions and benefits for the current employee Use the lt Arrow gt keys to move the cursor bar to the appropriate field and enter the correct amount for the employee s year to date statutory deduction benefit amounts Personal This menu allows you to specify a variety personal information for each employee This information is used in calculations and reports The Personal menu appears as follows Personal Personal Information Miscellaneous Tas Information WILE and Stats Canada Important Dates Bank Information E l Override Arrears Dveride El Insurable Earnings Fig 6 27 The Personal Menu Personal Information This dialog box allows you to specify information about individual employees such as employee number name address gender phone number and SIN number The SIN number is validated using a modulus 10 check digit formula The employee number may be a combination of numbers and letters The province must be indicated by a 2 letter provincial code as set out by CCRA Guidelines The postal code will accept up to 10 characters to allow for US zip codes When this command is selected the following dialog box appears 54 GrandMaster Il for Windows y Personal Information File Help Number 001 Sumname JAMO 5 Given JOHN Address City P
212. ox Job Cost Description Report lt F2 gt When you choose the Job Cost Description Report button you have the option of sending the report to the printer viewing it onscreen or saving it to a file on disk The report will show the job phase sub phase numbers with the description and burden percent Edit Description To enter job cost information select the appropriate description module and choose this button A dialog box similar to the following will appear depending on which option has been selected In this example the Job Phase and Sub phase descriptions option was selected Jobcosting Information Job Cost PLAN T Phase Code iiz Sub phase Code O08 E Cancel List Update Help Fig 7 25 The Job Costing Information Dialog Box List lt F6 gt When you are entering the job costing information you can list the previously defined jobs phases or sub phases by choosing the List button The following dialog box will appear User Guide 93 3 Valid Jobs File Valid Jobs CLEANUP DEMOLITION AHD CLEANUP OF Exit Select Restart List Insert Code Fig 7 26 The Valid Jobs Dialog Box When you request a list from the job phase or sub phase fields the list will begin from whatever information is already in the field If the field is blank it will start from the beginning of the file The list will display 10 items at a time and show the description If there is no inform
213. ox The following table describes the options available in this dialog box maa CT Sort Order Order in which to print the employee payroll information Run Range Starting Run Enter the starting run number to begin printing at Ending Run Enter the ending run number to end the printing at 144 GrandMaster ll for Windows Custom Reports Terminated Determines if employees with TERMINATED status should print Determines if employee details should appear on the printout Determines the number of employees per page that should appear on the printout Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name Print lt F7 gt Print Test Page lt F6 gt Choose this button to print a test page to verify form alignment Range lt F5 gt This button opens a dialog box that allows you to specify the range of the data to be included in the report When you select this button the following dialog box appears Enter Range s Employee number Fe To Home Department From To Cancel Select Provinces Help Fig 9 52 The Enter Range s Dialog Box Enter either the starting and ending employee number or starting and ending surname plus the department and province Leave the fields blank to choose all employees This option allows GrandMaster II to provide additional mo
214. oyee Dy NIME rra A AAA A AAA A EA AAA A Ai 34 Enterino Part oran Mip lO yee s IN AM ii de 35 Previous and Next Employees lata A AA ANTAS AA IAE RA Mina AAA 35 SELECTING EMPLOYEES BY NUMBER sscscscececcececccecescscececccscecscecseecececseeeseecsceceeuscscseesestecsesssescssscsceseececseecesussscesecesuececs 36 4 GrandMaster Il for Windows To S elect an Employee By NUM sara AAA AAA AAN ARAS 36 Previous na Ned oh 14 0 Oh ES tdt contest cane diaeas 36 SELECTING EMPLOI LES EROMA LIS Di a 36 To Select Employees FION a LISa aesa AA ADA AA DADA T AA 36 NUMERO ort Alphabetical Sequence rana ida oda 37 ADDING ANEW EMPLOYEE rot A E i n 37 ToAdad a NEW Employee 0 AA EA AS AE E E E EA AS ASIA E ad 37 AAGE MPI VCS FS n E a E a a a aid 38 Use Default Class SES uta aa NIN 38 DELETING AN EMPELOYBE A A o Nes 38 TED A A A one rere Merear a ru Wn tre INTmCEnCy nd enTE Tamer Seen n etn Tener reece eg 38 SCROLEING THROUGH EMPLOYEES as 39 Next Peiod lt FI gt A EAS EA Sel wel E oe 39 Previous Period lt E 8 St adi 39 Basic Earmno DES E AE A A a Ada 39 CERMANEN ETA taa lei 40 Add A A OT PMP IAT SDE RAPE PRP Ae BoP PPT ERE A ne te UDP T eT ERT eee Ue PTA er Soe ren AR E Te Me Om AICS 41 DA o A O II II II PAT NDE AA E NE E VOET AADA PE II bese N S 41 Buglen oS Ea EE e E A A AA A E E E E A E AE E AT 41 Table 2 id 42 PERMANENT HOURET cs a E 42 PO E AA ES ESAS AI AAA A OS AiO 42 Delete lt LI gt iia 42 Distabution EE Sto A NAAA AS AAA A IAS E
215. pe 2 and Double time Hours has been set up as type 3 The section in the PAYROLL INI would be setup as follows IMPORT FORM 02 file name hrs imp dat form name GM II Hourly Import Ascii Delim import type HOURLY delimiter COMMA 200 GrandMaster ll for Windows field desc EE NUMBER field desc HOURS field desc EARN NUM note add other fields here The data file HRS IMP DAT would appear as follows 1 40 0 1 1 10 5 2 1 2 00 3 old The import results for employee 1 would be 40 regular hours 10 5 overtime hours 2 double time hours The import results for employee 2 would be 37 5 regular hours Importing Data Entry one earning per line When importing earning information with multi entries per earning type use the following import type import type DATA ENTRY This will create a entry for each import record and would be used 1f recording hours by date or department e g 8 hours reg on day 1 8 hours reg on day 2 etc One employee can have 200 entries on any one pay period EXAMPLE In GrandMaster II for Windows Regular Hours has been set up as type 1 Overtime Hours has been set up as type 2 The section in the PAYROLL INI file would be setup as follows IMPORT FORM 04 form name Hourly Field Import file name HOURLY DAT import type DATA ENTRY delimiter COMMA field desc EE NUMBER field desc EARN NUM field desc ERN DEPT field desc ERN ACCT field desc ERN RATE field desc
216. ped for custom use This calculation uses the default annual salary from the optional numeric fields If the annual salary is lt 100 and the hours of pay are not zero then calculate annual salary times the hours of pay times the pay periods taken to the maximum annual earnings This amount is divided by 12 to a monthly salary then taken at 2 3 The deduction and benefit are taken as a percentage on that amount The premium is calculated as a rate per thousand of the annual salary times the multiplier rounded up to the next thousand The annual salary is from the optional numeric fields If the annual salary is lt 100 and the hours of pay are not zero then calculate the annual salary times hours worked times the pay periods A maximum annual salary can be entered to limit the range of the calculation The premium is calculated as a rate per thousand of the annual salary times the multiplier rounded up to the next thousand The rounding is on earnings greater than 750 are rounded up to the next thousand and greater than 250 to the next five hundred The annual salary is determined by the selected earnings times the number of pay periods in a year A minimum and maximum annual salary can be entered to limit the range of the calculation 82 GrandMaster ll for Windows 85 lt YMPE gt YMPE on selected hours prorated YMPE of Net Pay to a max per pay period Ded Only Rate selected rate of selected h
217. ployee number Selecting this button opens the Enter Employee s Number to Edit dialog box Enter Employee s Number to Edit xl Employee s Number 003 OF Cancel Fig 11 14 The Enter Employee s Number to Edit Dialog Box Enter a valid employee number in the Employee s Number field and press OK to load the T4 information for the employee Add lt F8 gt This button adds a new employee T4 to the T4 T4A file based on the current information in the dialog box The correct usage of this feature 1s to enter your data first then choose the Add button You must enter a unique number in the Employee field to add a new employee record Delete lt F9 gt This button removes the current T4 record from the T4 T4A file You are not prompted before the record is removed so you should ensure that you want it removed before choosing the button If you choose this button by mistake you will need to use the Restore feature if you have created a backup Company Info lt F3 gt This button opens the Company Information dialog box so you can edit general company information CCRA numbers or El rates User Guide 179 3 Company Information File Help 2001 Tax Address 123 ANY STREET City WINNIPEG Province ME Postal Code i 2345 Revenue Canada CCRA Numbers ACT 1 Full Time 12345 6839 APO001 RCT Part Time 2345 6709 APODO ACT 3 Other Save Cancel Fig 11 15 The Company Info
218. presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name The report will appear similar to the following Payroll iD Q2TAx fun ons 30 07 02 at 15 10 SURVEY OF ERPLOYRENT western Widget Company SALARIED i HOURLY EAANINES TYPE CUR HAS CUR AMT ATO AMT ii GA HRS CLE AAT Region 02 o Paid SALARY RE HOURS RES HRS 07 HOURS DT HOURS HOL TAY STAT HIL TAXABLES A i fa 2 0 dl TOTALS ZA 50 4 100 00 i Fig 9 36 A Sample Survey of Employment Report Print Test Page lt F6 gt Choose this button to print a test page to verify form alignment 134 GrandMaster II for Windows New Hires Report lt F8 gt This button allows you to specify a date range that will control the employees to be included in the report When you select this button the following dialog box appears 3 Hiring Report Print all new Employees Hired after jor 012001 Cancel Print Settings Fig 9 37 The Hiring Report Dialog Box Choose the Print button to produce the New Hires report The report will appear similar to the following Payroll ID ABC CO Run on 8470172002 at 17 22 HEW HIRINGS ABC Company soc Ins start Date Employee Employee Hame HH6 866 6668 06 12 2001 ANOS JOHH 000 000 5006 86 12 2681 062 BEA ARTHUR 000 000 006 06 12 2001 003 CONHERY SHAWH 000 000 0606 06 12 2001 00 DERLAGO WILL HH6 868 6668 06 12 2001 005 EARL STEVEN 866 666
219. ptions Sort bp Sub Totals Status Revenue Canada Fig 10 34 The Options Menu Options Menu Sort By This command allows you specify the sort order for columns in the current report Choosing this command opens the following dialog box Select Sort Columns Clear O EARNINGS LESS ARREAR SUM OF EARNINGS Major 1 EE HUMBER STATUS Inter 2 Minor 3 Clear All Ascending OF Cancel Descending VACATION SICKPAY Fig 10 35 The Select Sort Columns Dialog Box The sort order defines the sorting hierarchy The numbers 1 2 and 3 are used to define the fields that will be designated as primary secondary etc Number represents the items to be the primary sort field number 2 the secondary sort field etc To set the sort order or change the existing order highlight an item in the list and select the Major Intermediate or Minor button Major sorts takes precedence over Intermediate results Intermediate sorts takes precedence over Minor results Repeat this as required for the next item if there is more than one sort field Here is an example of a three level sorting hierarchy Major Sort Intermediate Sort Minor Sort e g Department e g Account e g Sub account 001 102503 102132 re 002 202503 202132 102503 102132 002 102503 202132 002 202503 102132 162 GrandMaster ll for Windows Options Menu Sub Totals After you define how the report will be sor
220. r CanPay product logos and other CanPay Software product names are trademarks of CanPay Other trademarks are the property of their respective owners Copyright CanPay Software Inc 1985 2004 All rights reserved User Guide 3 Table of Contents CHAPTER 1 GRANDMASTER IT FOR WINDOWS GETTING STARTED GUIDE Q scsscccssccssccccccceccceees 11 GanP ay The Canadian Payroll Experts td A A AA dis 11 ABOUT THS GUIDE a ae 11 REGISTRATION el aduce ito ooo o ea site oia rorso mis 12 Resistration Ente melitas E2 MANUAL CONV ENTION Sardinas rta raid e tesdies 12 BEFORE YOU BEGIN atari liado noiaa 12 GETTING TEL rastas oirlo 12 Comex SIN tE tt N E OOO 13 The Hello MED vis E ADA A EA EA A EA EA AE AE EA AA EA EA AE EA id A 13 SYSTEM REQUIREMENES und td ros 13 THE GRANDMASTER II FOR WINDOWS CD ROM cocci ccccceccceccsccceccesccscesccuscescenscesseussenccesseusseccesseusseccesseuscesccusseuseensees 13 HTS AUG PNG CAGES AAA II outa ton cuter II EN OEE E Dteadlea ade sleuth eer ROAR 13 POS Fart Cie DD Mantra a 14 CHAPTER 2 INSTALLING GRANDMASTER IT FOR WINDOWS csscccsccccscccccccccccccccsscccscccscccssccsscccesccecceees 15 To Install Grand Master I Tor WINdO WS A nbiouiss an a siden enese 15 CHAPTER 3 STARTING GRANDMASTER IT FOR WINDOWS cccssccssccssccccsccscccccccccsccscccsccccccccscccscsccesccscceees 19 STARTING GRANDMASTER I FOR WINDOWS cidad ds 19 To Start Grand Master TL TOP WIITOWS A A
221. r Employee buttons at the bottom of the dialog box to specify for whom the copies are being created Edit T4As This command allows you to view and edit the T4A amounts for an individual employee It is quite common to make final adjustments to your payroll information prior to actually printing the T4As On your original printed T4A Summary reports you should note any error messages that appear below some employee names These messages will read similar to the following CPP S B El S B This indicates that there is a discrepancy mismatch between the Year to Date CPP and or EI totals as compared to the employee s Gross Income This may be caused when the payroll was calculated as an Extra run instead of an Additional or vice versa It may also occur when a bonus is paid with no deductions taken or when taxable benefits are entered at end of year If you overlook these messages you will receive a Pier report from the CCRA indicating the mismatched amounts and asking you to remit the difference Many companies choose to adjust these mismatched totals by altering the employee s tax amount to recover any differences The CCRA has indicated that this is not an acceptable solution and suggests that you pay or recover any differences directly with the employee Keep in mind that any amount less than 1 00 will not appear on the Pier report User Guide 183 Employees that have turned age 18 or age 70 during the year or have started receiving CPP
222. ransformation Module Dialog Box Data Dictionary Journal Entry Report The data dictionary for Export Formats 1s as follows All data fields must begin with field desc in lower case characters All fields listed below must be in upper case characters The starting position and the length of the field to be exported can also follow each field name For example 1f you want to export the last 4 positions of the employee number total field length 9 the line would appear as follows field desc EE NUMBER 6 4 This will export the 6 7 8 and 9th position of the employee number This table provides a description of valid field names and their descriptions EE NUMBER Employee number TYPE ALP Defines the field type as alphabetic TYPE NUM Defines the field type as being numeric DEPARTMENT Six character department code ACCOUNT Six character account code SUB ACCOUNT Six character sub account code NEW ACCOUNT The department account and sub account will be used to search the User Guide 125 translation table for the new account code The department account and sub account will print on the report but the Export file will have the translated code NEW JC ACCOUNT The Job Phase and Sub phase codes will be used to search the Job translation table for the new job code The optional field a will be include in the output string It will not print on the report This field must be qualified by also using field a Y in the def
223. related information You can also use the various commands to apply or remove payroll settings that were defined at the Company level Choosing the command opens the Employees dialog box 3 Employees Of ES File Employee Earnings Deductions Personal Accumulators Help Number Name Exit Previous Next gt List Previous Period Next Period gt Fig 6 2 The Employees Dialog Box The top section of the dialog box displays two fields that show an employee s name and number When an employee s name and number appear in these fields this employee 1s considered the Active employee When an employee is active all modifications made in the Employees dialog box will apply only to him her Hours Entry Command This command is used by data entry personnel or when earnings are to be entered by date The Hours Entry command allows you to enter up to 200 records for individual employees hourly information You can enter hours based on several methods User Guide 31 e Hours Only e Hours by Date e Hours by Date Account e Hours by Account e Hours by Job Note Overriding Hours The hours information entered using the Hours Entry command overrides settings defined using the Permanent Hours command In effect it s the same as defining an hourly override using the Hourly Override command To Enter Employee Hours 1 Choose the Hours Entry command from the Employees dialog box This opens the Select Employee
224. rm allows you to specify an hourly earnings type a rate the number of hours worked and a date for the entry The list of defined hourly earnings may be accessed with the F7 key When an hourly earnings type is entered the program will display the earning s default rate Simply enter a new rate to override the default Hours by Date and Account This form allows you to specify an hourly earnings type a rate the number of hours worked the date and a general ledger account number for the entry The list of defined hourly earnings may be accessed with the F7 key When an hourly earnings type is entered the program will display the earning s default rate Simply enter a new rate to override the default User Guide 33 Hours by Account This form allows you to specify an hourly earnings type a rate the number of hours worked and a general ledger account number for the entry The list of defined hourly earnings may be accessed using the lt F7 gt key When an Hourly earning type 1s entered the program will display the earning s default rate If required enter a new rate to override the default Job Cost Entry The Job Cost system is an add on module and available by purchase This facility allows you to enter hours by job phase and sub phase Similar to the Hours by Account method the extra 3 fields allow for wage analysis by job phase and sub phase The available editing fields in this dialog box will vary depending on the type of entry
225. rmation Dialog Box El Ratez 1 4000 1 4000 1 4000 WCB Info lt F10 gt This button opens the Workers Compensation Information dialog box so you can edit the employee s WCB codes and effective dates These codes have been extracted from the payroll information employer information workers compensation 3 Worker s Compensation Information File Help WEB Code fi Dates Start Date fi 671271998 if gt start of reporting year Termination Date Cancel Fig 11 16 The Workers Compensation Information Dialog Box Print All T4s This command allows you to print all T4s or Relevels The T4 forms will be printed in alphabetic sequence by CCRA number Full time and Part time and subtotals will be provided in groups of 300 employees as required by the CCRA Note Create T4 T4A First In order to print these reports a year end T14 T4A file must have been created using the Create T4 T4As command Choosing the command opens the following dialog box 180 GrandMaster ll for Windows 33 Print All T4 s Choose one of the following forme Continuous Feed TA Laser Printer T Releve 1 Que Laser Releve 1 Continuous T5007 Cancel Fig 11 17 The Print All T4s Dialog Box This dialog box allows you to choose the type of printer you will use to output the T4 Relevels Choose your desired output device then click OK to proceed This opens a further dialog box d
226. rmation for T4 T44 and Relevel Forms Setup Earnings Setup Benefits Setup Deductions Setup Accumulatars Fig 11 02 The Create T4 T4A Dialog Box This button allows you to assign the earnings that you used during the year to the appropriate T4 T4A box By default all taxable earnings are set to Box 14 When you choose this button the following dialog box appears Year End Frocessing Earnings E arninig SALARY BONUS MISC RG HR OT HR DT HR BANKED Fig 11 03 Select Walid T4 T44 Box Exclude From T4 T4SA Employment Income Other Taxables Employment Commissions Pension TH Lump Sum T4A Commission T4A Annuity TSA Retire Eligible TH Retire Non Eli TAM Other Income THA Patronage T4A Pension Plan T4 Pension Adjust T4A RESP Accumulated TH RESP Educational T4A Tips Quebec Only Select The Year End Processing Earnings Dialog Box User Guide 169 Earnings in this payroll are displayed in the table on the left side of the dialog box The Earning column lists the name and number of each earning The 74 Box column shows the box assignment for each earning An A appearing after the box number indicates the amount will be placed on a T4A form When a T4A box number is chosen the program will place an A beside the box number automatically The table on the right side of the dialog box shows a list of valid T4 T4A boxes to which you can assign these earnings
227. rovince Tas Province Postal Phone ooo ooo 0000 SIN 000 000 000 Sex Male Female me MB Cancel lt Previous Next gt List Fig 6 28 The Personal Information Dialog Box If you are not sure of the required postal code enter a space in the Province field to display a list of valid province codes The tax province will default to the province of residence Only change this 1f the employee works in a province other than their province of residence The fields in this dialog box are as follows Field Description Number The employee s number on the payroll This number must be unique this field can not be left blank Changes to the Number field will affect the position of the employee in selection lists Surname The employee s surname or last name It cannot have more than 1 blank space between parts of the name e g Van Nostrom is acceptable Changes to the surname field will affect the position of the employee in selection lists Given Name The employee s given name It cannot have more than 1 blank between parts of name e g Mary Jane is acceptable Address The employee s physical street address documentation only for reports City The employee s City of residence Province The employee s Province of residence mailing abbreviation Tax Province The employee s Province where their tax is assessed This field will default to their province of residence Postal Cod
228. rt Dialog Box The following table describes the options available in this dialog box CI oest O o Pay Period The Payroll run number on which the report will be based Sort Order Sequence Number Sorts the order by payroll sequence number Transit Cheque Number Sorts the order by transit cheque number 128 GrandMaster ll for Windows Totals For Bank Branch Determines if the bank branch totals are to be printed New Page for Bank Branch Determines if a new page should be started for each new bank branch The Totals and New Page for Bank Branch options are only available if the sort order 2 is specified Some companies may wish to forward this list to the bank for direct deposit to employees accounts Print lt F7 gt Choose this button to print the report You are presented with the option of printing the report to the screen to a printer or to a file where you will be prompted for the file name The printed cheque register will appear similar to the following Payroll ID 33TAX Run on 07 07 01 at 14 24 BAMK CERQUE RECONCILIATION estern Widget Company Seq Bank Accomt Cheque Yo Employes Mane 70001 Cheque 340 Bolotov Sergei 70002 56789 454 797979 Franklin Ralph 70003 12345 567 809030 TOTAL BANK TRANSACTIONS TOTAL CHEQUES Fig 9 27 A Sample Cheque Register Report Note Cheque Numbers Cheque numbers will not appear on the cheque register unless cheques have previously been printed Print Test Page
229. rticular feature operates The menu appears as follows Setup Passwords Set Page Layouts Setup Cheques Import Data Export Data Fig 12 01 The Utilities Menu Setup Password This command allows you to setup new and existing users passwords and security levels The program employs User ID s to identify who makes changes within the payroll system The Supervisor ID is a fixed user up to 9 additional users can be added Only the Supervisor may have access to and change the system passwords Each time a new payroll is created the password feature is disabled for the payroll and the SUPERVISOR password defaults to NEW Multiple users with the same User ID may not be logged onto the system at the same time The following dialog box appears when this command is chosen 3 Setup Passwords File Help Enable Passwords Supervisor Password MEW Additional Users User ID Password Security Level Paty CLERK PAYROLL a PAY CLERK PAYROLL DATA ENTRY DATAENT Save Cancel Add Delete Fig 12 02 The Setup Passwords Dialog Box The following table describes the options available in this dialog box Set Page Layouts User Guide 189 Enable Passwords Check this box if you wish to enable the Passwords features for use with this payroll Security Level Displays the users security level with level 1 beginning at the supervisor level Valid levels are 1 through 9 Security Levels T
230. rting and ending employee number or starting and ending surname plus the department and province Leave the fields blank to choose all employees Select Provinces lt F4 gt This button allows you to choose one or more provinces to include in the report When you select this button the following dialog box appears Input Work Sheet User Guide 131 Select Provinces El Save Cancel Fig 9 31 The Select Provinces Dialog Box An input work sheet displays data for the next payroll This is used mainly for companies processing payroll in a service bureau environment such as accounting firms preparing payrolls for their clients The work sheet displays the company name at the top and lists the employees by number Other basic information about each employee also appears such as their full name SIN number complete address gender vacation rate earning descriptions rates and standard deduction descriptions Form size and format are discussed in the Set Page Layout section of the Utilities chapter When you select this command the following dialog box will appear Input Worksheet 3 Sort Order Employee Number Default Account O Sumame Given Name Start Date CO Province City 7 Birth Date Employee Status W Active e OnLeave i Terminated Employees Page or Cancel Fange Print Test Page Fig 9 32 The Input Worksheet Dialog Box The following table describes the options available in this dia
231. rward File Help Carr Forward Deductions Deductions for Deletion H2 GROUP _RRSP Earninngs for Deletion 83 VAC_PAY 64 SICKPAY Carr Forward Accumulators 81 VACATION 82 SICKPAY 03 BANKED a El Accumulators Accumulators for Deletion Earningz Deductions Terminated Employees for Deletion Deductions Purge ear to Dates Cancel E Accumulatorz Employees Fig 11 25 The Clear YTDs Dialog Box Configuring the Clear YTD Dialog Box Before you proceed with the Clear procedure the program needs to know 1f you are performing the operation because you are entering a new payroll year Choose the Configure button to proceed Configure Clear Program IF Ifthis is a New Year Select to hold all information for El Purposes Unselect to clear all totals from the Payroll Use for test payrolls Fig 11 26 The Configure Clear Program Dialog Box If you are entering a new payroll year i e your next pay run will be after Dec 31st place a check in the box This will allow the EI information and selective deduction and accumulator information to be carried forward to the next payroll year If you do not activate this checkbox it indicates that the payroll is being cleared in the middle of the year perhaps the company has changed ownership or bankruptcy has occured In such a case no El information or balances would be carried forward Retaining Items Car
232. rying Forward to the Following Pay Year Use the Retain Deductions and Retain Accumulators buttons to select the deduction and accumulator amounts that are to be carried forward All amounts that you check will be carried forward to the following pay year User Guide 187 Removing Items The Delete Earnings Delete Deductions Delete Accumulators and Delete Employees buttons allow you to remove the corresponding items people from the payroll for the new year Clearing the YTD Amounts When you have finished the specifying the items to be carried forward and or removed you can proceed with the Clear procedure by choosing the Purge Year to Dates button This will remove the selected YTD amounts earning deduction accumulators and employees from the payroll During the Clear procedure the original payroll information is copied into two files called OLD MAST DAT and OLD MAST IDX A payroll master for the new payroll year is then created Some users copy these OLD MAST files both dat and idx to a new payroll directory e g PAY2002 so that they will have 2002 information at their fingertips 188 GrandMaster ll for Windows Chapter 12 Utilities The Utilities menu allows you to define settings for security printing and import export of data Certain program features need to be setup using the commands under this menu before they will function The Utilities Menu Most of the commands under this menu are used to adjust the way a pa
233. s gt accumulating balanos of Earnings Taxed Calculation will be performed based on selected earnings X the employee s rate and the resulting answer is taxed in the current pay period then added to the accumulating balance 3 of Hours Calculation will be performed based on selected hours X the employee s rate and the resulting answer will be added to the accumulating balance 4 Fixed Amount A fixed amount the employee s rate will be added to the accumulating balance each pay calculation 5 No Calculation The accumulator will not perform any calculation Fixed Hours A fixed amount based on a fixed number of hours is added to the accumulating balance each pay calculation Rate Hrs Norm Hrs Calculation will be performed based on selected rate X the total hours divided by normal hours and the resulting answer will be added to the accumulating balance of Earnings Taxed Calculation will be performed based on selected earnings X the WCB employee s rate and the resulting answer is taxed in the current pay period subject to WCB then added to the accumulating balance Accumulators are used to keep a running total of selected information or automatically generate earnings or hours for the current pay A maximum of 9 accumulators can be defined EXAMPLE The accumulators would be used to track vacation pay holiday pay sick entitlement banked overtime etc When you select the Accumulator command the following
234. s activated if you choose either of two the options immediately above it in the dialog box Select New Employee lt F4 gt Choose this button to select the employee for whom you will produce the ROE Choosing the button opens the Select Employee dialog box 120 GrandMaster ll for Windows 2 Grandmaster Select Employee File Help OS O BEA ARTHUR CONNERY SHAWN DERLAGO WILL EARL STEVEN FAZIO NANCY GEPETO WOODY HYHIE BILL Fig 9 18 The Select Employee Dialog Box Highlight the desired employee in the list then choose the Select button This opens the Employee ROE Update dialog box lt Employee ROE Update Screen File Help DERLAGO WILL ABC Company 123 FOURTH STREET WINNIPEG ME 12345 6789 RP0001 BI WEEKLY AlB 203 Fig 9 19 The Employee ROE Update Dialog Box The fields in this dialog box will be filled in with applicable information that was found in the payroll master file However these values should be checked for accuracy Choose the Print button from this dialog box to produce the final report Journal Entry User Guide 121 This command allows you to create a report containing all general ledger transactions pertaining to a payroll or group of payrolls The information on the report can also be exported to a file for direct interface with an accounting software package This option will produce a Payroll Journal Entry based on the payroll run numbers speci
235. s of employee and set up earnings deductions and accumulators Earnings lt F4 gt This button allows you to select the earnings to be applied to the employee class Choosing the button displays a dialog box where you can select the desired earrings Deductions lt F5 gt This button allows you to select the deductions to be applied to the employee class Choosing the button displays a dialog box where you can select the desired deductions Accumulators lt F6 gt This button allows you to select the accumulators to be applied to the employee class Choosing the button displays a dialog box where you can select the desired accumulator 92 GrandMaster Il for Windows Job Costing The Job Costing Information feature allows you to enter the description and burden for the job costing jobs The job costing information is set up in three levels e Job Code e Phase Code e Sub phase Code A job may have multiple phases and a phase may have multiple sub phases You may choose to breakdown the job costing information by job only by job and phase or use the full breakdown of job phase and sub phase When you choose the Job Costing Information command the following dialog box appears 4 Payroll Jobcost x File Help Enter job descriptions Enter job and phase descriptions Enter job phase and sub phase descriptions Edit Description Exit Jobcost Description Report Fig 7 24 The Payroll Jobcost Dialog B
236. s the parameters for the pension deduction You would then select the appropriate group for each employee The corresponding percentage 1 e 2 3 5 would be applied The parameters in the table are defined using the Deductions and Benefits command under the Company menu When you select this button the following dialog box appears 3 Table Fig 6 21 The Table Dialog Box User Guide 49 Distribution lt F7 gt This button allows you to specify an account number for each benefit cost By default the benefit cost will be charged to the global benefit account that is set up using the Deductions and Benefits command under the Company menu The benefit will be divided proportionally among the departments in which the employee works EXAMPLE Joe works in both department A and department B His pension benefit cost would be proportionally allocated based on percentage of income earned in each department Using this button you could specify a benefit cost account number for both department A and B other than the default When you choose this button the following dialog box appears 3 Deductions Permanent Distribution Expense Type Description Deduction Benefit Dept Acct Sub 1 VACATION a 2 GROUP_RRSP Cancel Edit Record Add Delete lt Previous Next gt List Fig 6 22 The Deductions Permanent Distribution Dialog Box Add lt F8 gt This button is used to add an existing
237. salary The calculation takes 2 3 of the annual salary divided by the pay frequency to get the weekly salary The deduction is then taken on 1 10th of the weekly salary times the deduction rate The benefit is a percent of the deduction Deduction code developed for custom use A calculation that takes the selected earnings up to the monthly maximum then multiplies it by the pay periods to get the annual salary The calculation takes 2 3 of the annual salary divided by 12 to get the monthly salary The deduction is then taken as a percent of the monthly salary The benefit is a percent of the deduction A calculation based on the deduction or benefit rate times the hours of selected earnings to maximum hours for the deduction and benefits It may have employee parameters A calculation based on a factor times the base hourly rate of selected earnings rounded up if specified plus a fixed amount The benefit is a percent of the deduction The rounding is up to the nearest dollar if the rounding parameter is 1 and no rounding if the parameter is 0 Deduction code developed for custom use The premium is calculated as a rate per thousand on the annual salary times the multiplier The annual salary is determined by the hourly rate times hours worked times the number of pay periods in a year A minimum and a maximum annual salary can be entered to limit the calculation It may have employee parameters Deduction code developed for custom use
238. side the appropriate item and enter the desired deduction amount Note Overriding Zero Amounts To override the program calculation with an amount of zero 0 activate the checkbox without entering a deduction value To have the program calculate the statutory deduction remove the check form the Override checkbox Year to Date Deductions GrandMaster II for Windows maintains an accumulating total of deduction balances for the calendar year which will be used to produce T4s T4As and Relevel s The YTD Deductions option allows you to adjust these balances or initialize balances for commencement of a new payroll Any entries made using the YTD Deductions option will appear as adjustments on the next payroll register Caution We recommend that you use this feature as a last resort to make adjustments If possible use the Deductions Override command to make adjustments as this will provide a proper audit trail 52 GrandMaster Il for Windows EXAMPLE A benefit for a company car allowance was taken in error To rectify this you would enter negative value equal to the error amount in the YTD benefits field in the YTD Deductions dialog box When you select the YTD Deductions command the following dialog box appears 4 Year to Date Deductions File Help Type Description Deduction Benefit VACATION 2 GROUP RRSP Cancel lt Previous Next gt List Edit Fig 6 25 The Year to Date Deductions Dialog Box
239. ssociated benefit are created You have the option of utilizing the deduction only the benefit only or both A deduction 1s an amount subtracted from the employee s gross pay The deduction benefit can be calculated using a variety of methods or fixed amounts can be entered on a per pay period basis A benefit represents payments made by the company on the employee s behalf Benefits can be calculated as a factor of a deduction or as a percentage of an earning type They can also be entered as a fixed amount on a per pay period basis Benefits are expensed to the various departments in which an employee works EXAMPLE The amount subtracted from an employee s earnings that 1s paid into a dental plan would be considered a deduction The amount that the company contributes to the dental plan on the employee s behalf would be a benefit When you select the Deductions and Benefits command the following dialog box will appear 3 Select Deduction File Help VACATION B2 GROUP_RRSP AZ undefined qu undefined 05 undefined 66 undefined AF undefined 68 undefined 09 undefined am undo La nnd Setup Exit Fig 7 08 The Select Deduction Dialog Box 72 GrandMaster Il for Windows When you select a deduction and click Setup the following dialog box appears 3 Payroll Deduction 4 Benefits Setup File Help Setup for Deduction Description GROUP RRSP Liability Account Fo z Po Expense Acco
240. st of employees in numerical order will be displayed beginning with the specified employee number Adding a New Employee You may add new employees to the payroll at any time Each time you add an employee certain values will be defaulted automatically To Add a New Employee 1 Open the Employees dialog box then choose the New Employee command from the Employees menu This opens the Employee Information dialog box 3 Employee Information File Help Surmame Given Mumber Use Default Class Add Employee Exit Fig 6 10 The Employee Information Dialog Box 38 GrandMaster II for Windows 2 Enter the last and first name of the new employee into the Surname and Given fields respectively 3 Move to the Number field and enter a number by which the new employee may be referenced The employee number must be unique within the current payroll If you enter a number that already exists the employee will not be added at which point you will have to re enter their information When an employee is added to the payroll the required fields for the new employee are set to default values by the program It is advisable to step through the employee level dialog boxes and enter additional information and verify the various default values Add Employee lt F7 gt The Add Employee button allows you to add other employees without closing the dialog boxes After you have added all the required employees you can choose
241. t TAM 283A Other Income T4A 3484 Patronage 144 324 Pension Plan T44 344 Pension Adjust T4A 10 Other Taxables Select Fig 11 06 The Year End Processing Benefits Dialog Box Accumulated earnings in this payroll are displayed in the table on the left side of the dialog box The Accumulator column lists the name and number of each accumulator The 74 Box column shows the box assignment for each accumulator An A appearing after the box number indicates the amount will be placed on a T4A form The table on the right side of the dialog box shows a list of valid T4 T4A boxes to which you can assign these accumulators To assign an accumulator to a specific box Choose an accumulator from the list on the left choose a box from the list on the right then choose the Select button You can perform this same action by double clicking a Box option from the list on the right Create T4 File lt F7 gt This button creates the year end T4 T4A file and saves it to disk This file differs from that of your payroll master and will remain on your computer until the following year s T4s are created Generally the next step you would perform is to create a T4 Summary report so you could balance your results Pension Adjustments Option 52 Pension Adjustment allows you to specify the types of pension plan and method of pension adjustment calculation The CCRA changes these calculations annually and may define special
242. t before the backup file was created
243. t correspond will the page layout See Utilities Page Layouts Lines Label Determines the printable lines vertical for each label Measure from the top of one label to the top of the next na rd the measurement in inches by the lines printed per inch See Utilities Page Layouts For example 1 and 1 2 inches times 6 lines inch 9 lines Printable Lines Enter the number of lines to be printed on the label Labels Width Determines the width of the label in print characters Measure from the left side of one label to the left side of the label to the right of it Multiply this value by the characters printed per inch Normal printing is 10 characters per inch Condensed printing is 17 characters per inch Print Width Enter the number of characters to be printed per inch This value must be less than the Label Width Margins Indent First Label Enter the number of characters that the first label will be indented Top of Page Margin Enter the number of lines down from the top of the page Print Test lt F6 gt Prints a test label to verify horizontal and vertical label alignment Message lt F8 gt This allows you to enter a message that will appear on each label You can enter up to a 30 character message e g Bulk Mail Permit No 12345 When you choose this button the following dialog box appears User Guide 119 Enter a message to appear on each label Cancel Clear Message Help Fig 9 16 The Message Entry
244. t where the output will be directed Lines Inch Enter the number of lines to print per inch Lines Page Page Enter the number of lines to print per page Size Print Lines Max Enter the maximum amount of lines to print on the page without exceeding the page Printable length Condensed Check this box if the output should be printed in a condensed format takes less width on the page Emphasized Check this box if the output should be emphasized for readability results in bolder text User Guide 191 Landscape Mode Check this box if the output should be printed in landscape mode This option should be used only for laser printers Optional Printer Check the box that corresponds to the optional printer setting you have defined in your Settings Payroll ini file Print Test Page lt F6 gt Choose this button to print a test page to verify form alignment Setup Cheques This command allows you to specify which information will print on cheques and pay stubs When you select this command the following dialog box appears 4 Statements Cheques Setup x File Help e Cheques F Employee Number Cheques Number F Social Insurance Number e Company Name F Default Account Test Period Ending Birthday F Titles Credit to Bank FF Column Headers Accumulatorz II 2 i ar s5 gg non a Optional Fields Field Field 6 Cheques per Page 1 Default Sort Order 1 Lines per Stub
245. takes the deduction and or benefit rate times the earning rate from the selected rates if the hours from the selected earnings are greater than or equal to minimum hours A calculation based on a percentage of selected earnings less Income Tax CPP UIC QPP Quebec Tax to a deduction maximum lt may have employee parameters A calculation based on a deduction rate of previously calculated deductions plus CPP QPP Tax Quebec Tax and UIC paid for the deduction only lt may have employee parameters A calculation that uses a fixed amount for the deduction and or benefit to the maximum YTD deduction and or benefit amount If no maximums are specified it uses YMPE The deduction and or benefit can not be zero It may have employee parameters This calculation is done on a yearly basis of pensionable earnings plus any pensionable benefits at a percentage less than YMPE a percent are greater than YMPE For the benefit only This calculation is performed on a per pay period basis on a percentage of selected earnings less than YMPE a percentage greater than YMPE for the benefit only The YMPE amount and the number of pay periods are used in the calculation This calculation takes a rate times the selected earning divided by the selected UIC hours Steel Workers Ded Percent Deduction code is developed for custom use If selected Union on Ded Rate Non earnings or non selected hourly earnings are greater selected earnings and UI
246. tate the type of entry made in the Additional Tax field Net cheque N will calculate to a net amount that is entered in Additional Tax amount CPP QPP and El will calculate as normal and tax amount will be adjusted to give the exact net pay User Guide 57 Salesperson S will calculate as a percentage of tax but CPP QPP will be calculated from the last pay date which will be stored automatically in the anniversary date field El will be calculated from dollar one to annual maximum Used mainly for real estate salespeople Additional Tax Indicates the amount applicable to the tax override Net Claim Amount The Net Claim Amount found on the employee s MR 19 V form LCP Amount The labour sponsored venture tax credit amount for the current employee Other Allowance Special tax allowance amounts approved by CCRA Remote Allowance An allowance for persons living in a designated area as per CCRA guidelines No of Dependents The number of dependents children under the age of 18 or disabled for the current employee Exempt CPP Indicates whether or not the current employee is exempt from CPP Exempt El Indicates whether or not the current employee is exempt from El Provincial Tax Parameters lt F7 gt Allows you to enter tax information for the your specific province When you choose this button the following dialog box appears Provincial Tax Parameters Tax Override No Overrides Additional Ta Met Claim Amou
247. te Indicates the starting date of the current pay period using dd mm yy format End Date Indicates the ending date of the current pay period using dd mm yy format Cheque Date Indicates the date that is to appear on printed cheques or the due date for direct deposits Generate Cheques For all cancels Direct Indicates whether or not to cancel bank transactions i e issue cheques for Deposit employees that are set up for direct deposits Pay Type Indicates the type of calculation to be performed when the payroll is calculated An invalid entry will display a selection list from which you may select NORMAL PAY REVERSAL ADDITIONAL and EXTRA PAY These options are described below Adjust Pay This edit field appears when you choose the REVERSAL option in the Pay Type list Use it to specify the Reversal s pay period Once you exit this dialog box the program will place a check mark beside the Setup Next Payroll menu command to indicate that important information such as payroll dates have been set up for the current pay calculation Process Pay Group lt F4 gt Depending on the pay type you have selected this button will perform a different function This option will attempt to pay all active employees that have been set up in the program If an employee has either earnings or deductions that apply to the current pay period the required calculations will be performed and a pay stub cheque will be issued This option will pay o
248. ted to the program Manual Conventions This guide uses the following conventions for menu commands shortcuts and other instructions e Menu commands are listed in bold italic e g Choose the Payroll Information command e Multiple menu commands are listed together separated by hyphens e g Choose the Earnings By Position command from the Payroll menu e Buttons Tabs Combo boxes and other window controls appear in Italic e g Choose the Apply button then click OK to continue e Text that you must enter on your keyboard appears in Bold Move to the Address field and enter 123 Fourth Street e Keyboard references appear in uppercase with angled brackets Plus signs are shown between keys that must be pressed together e g lt CTRL gt lt G gt e Other special terms and keywords appear in Italics for emphasis Before You Begin Getting Help Before you begin using this guide you should be familiar with the following basic Microsoft Windows actions e Using the mouse click double click drag and drop e Moving resizing and closing windows e Navigating through dialog boxes and using scroll bars e Choosing menu commands and selecting options from windows and submenus If you are unsure on how to perform any of these Windows actions please refer to the How To topic in the Microsoft Windows Online Help Online Help is the fastest way to obtain information about a command dialog box or item
249. ted using the Sort by command you may apply subtotals to specific columns For each unique value in the specified sort field a subtotal will be calculated for all columns where the corresponding Total checkbox is activated When you select this command the following dialog box appears Print Subtotals F Major Sort 1 Sub Total FT Major Sort 1 New Page FF Intermediate Sort 2 Sub Total 7 Intermediate Sort 2 New Page TT Minor Sort 3 Sub Total Minor Sort 3 New Page DK Cancel Fig 10 36 The Print Subtotals Dialog Box EXAMPLE If subtotals are required for a column defined as the Major sort you would activate the Major Sort 1 Sub Total checkbox in this dialog box Options Menu Status Revenue Canada The Status Rev Canada command allows you to specify employees to be included in the report based on e Assigned CCRA account number e Employee status e Employee number When you select this command the following dialog box appears Print Menu User Guide 163 Select Employees to be Included W On Leave W Terminated Revenue Canada Account W Full Time W Part Time W Other FP Employee Must Meet All Ranges Employee Mumber From To OF Cancel Fig 10 37 The Select Employees to be Included Dialog Box The following table describes the options available in this dialog box Active Check this box to include employees with the ACTIVE status On Leave Che
250. the deduction only to a maximum YTD deduction deduction maximum Ded only 11 Rate Selected Ded Rate A calculation based on a rate times the hourly base Multiple Hourly value of selected earnings for the deduction only The Value Ded hourly base value is the multiple hourly rate only 12 Rate Selected Ben Rate A calculation based on a rate times the hourly base Multiple Hourly value of selected earnings for the benefit only The Value Ben hourly base value is the multiple hourly rate only 3 Fixed Dollar Ded Amount A fixed amount up to a year to date maximum deduction Amount up to Ded YTD Max It may have employee parameters YTD maximum Ded only 4 lt YMPE lt YMPE gt A calculation performed on a pay period basis on a gt YMPE On YMPE percentage of earnings less than YMPE a percentage selected Ben rate of greater than YMPE The benefit is taken as a rate times earnings deduction the deductions The YMPE amount and the number of pay periods are used in the calculation 5 Rate Selected Ded Rate A calculation based on a rate times hourly base value of Multiple Hourly Ben Rate selected earnings for deduction and or benefits The Value hourly base value is the multiple hourly rate Life Insurance Plan on selected earnings of Selected Earnings less CPP QPP paid of selected Earnings less CPP QPP paid CPP Rate of Selected Earnings Tax CPP QPP UIC QUE Tax Ded
251. tion life insurance deduction etc Examples of statutory deductions include income tax CPP EI etc You have two options for applying deductions to an employee User Guide 47 e Permanent once selected these amounts calculations will remain in effect until you change them e Override A one time substitute for the permanent deduction EXAMPLE A union deduction that is calculated as 2 times the employee s hourly rate would be set up as a Permanent Deduction An additional initiation fee that is deducted on hiring would be entered as a Deduction Override The Deductions menu appears as follows Deductions Permanent Deduction Deduction Override Stat Deduction Override TD Deductions YID Stat Deductions Fig 6 19 The Deductions Menu Permanent Deductions The Permanent Deduction command is used to set up deductions that occur on a regular basis for a given employee These settings are permanent and will remain in effect until you change them These settings may be overridden on a one time basis using the Deduction Override command EXAMPLE An example of a permanent deduction would be a pension deduction that is calculated as 5 of the employee s gross earnings each time the payroll is processed Note Deactivating Deductions All deductions may be globally activated deactivated during the pay calculation using the Select Deductions option under the Process menu EXAMPLE A life insurance premium which is de
252. to the monthly maximum then taken at 2 3 The deduction and benefit are calculated as a percent of the monthly amount divided by 4 This calculation takes the deduction percent up to 100 and calculates the percentage of the net pay for a positive deduction only Ifa minimum amount of net pay is required the deduction can only reduce the net pay to this amount The deduction must not exceed the maximum YTD deduction lt may have employee parameters Deduction code is developed for Saskatchewan teachers substitutes A calculation is performed on a daily basis on a percentage of selected earnings below YMPE a percentage above YMPE The daily rate is calculated as earning divided by hours worked The number of days worked in a year are 197 This calculation is a fixed amount deduction for hours below or equal to the threshold and another fixed amount deduction for hours above The deduction is zero if there are no hours It may have employee User Guide 81 A ee mn parameters 19 Life Insurance on hourly rate lt YMPE gt YMPE on selected earnings and FTE lt YMPE gt YMPE on selected hours Long Term Disability on default annual salary Life Insurance on default annual salary Life Insurance on selected earnings Ded Rate Ben Rate Multiplier Maximum per 1000 Minimum per 1000 CPP Earnings CPP Exempt Earnings Ben of Ded CPP Earnings CPP Exempt earnings Ben of De
253. ton the following dialog box appears Enter Rangels Employee Mumber From o Ta Poo Sumame From P To o Home Department From To coed top Fig 9 03 The Enter Number Range s Dialog Box Enter either the starting and ending employee number or starting and ending surname plus the department and province Leave the fields blank to choose all employees Configure lt F5 gt This option allows you to modify the default setup of each individual label To set the actual page size and port to send the labels to use the Set Page Layout command under the Utilities menu When you choose this button the following dialog box appears 118 GrandMaster ll for Windows Configure Layout Labels Across 1 1 5 labels Labels Page fi 2 1 10 labels Lines Label E 1 20 lines Printable Lines 5 1 10 Inez Label width 30 1 60 characters Print width 30 1 60 characters Margins Indent First Label 1 10 characters Top of Page Margin 1 15 lines coed Fig 9 15 The Configure Layout Dialog Box The settings in this dialog box will allow you to accurately produce labels for variety of sizes and page layouts To be able to print on these different types of forms the following parameters are required Field CN Labels Across Determines the number of labels across the page Labels Page Determines the number of labels down the page The page length mus
254. ton twice You would then divide salary values and enter the account number for each of the three departments 42 GrandMaster ll for Windows Table lt F2 gt This button displays the earnings table From the earnings table a table cell may be selected that will serve as the source for the salary amount Use of the earnings table allows for global changes in salary based on the values in the table Use the Earnings Table command under the Company menu for creating modifying the earnings table The selected cell row column and a T will appear beside the salary amount EXAMPLE A teacher s salary is based on a union agreement that is dependent on education and seniority These two factors are used to create a table of salaries Each teacher s salary is then linked to a cell in the earnings table When union negotiation cause values in the table to change each teacher s salary will be updated automatically Permanent Hourly Choose this command when you need to set up hourly type earnings that occur on a regular basis for a given employee These settings are permanent and will remain in effect until changed by you These settings may be overridden on a one time basis using the Hourly Override command All hourly earnings may be globally activated deactivated during the pay calculation using the Select Earnings command under the Process menu When you select the Permanent Hourly command the following dialog box will appear 3 Hourly Earn
255. tore feature 1f you have created a backup This command allows you to print T4A forms for all of your employees The T4 forms will be printed in alphabetic sequence by CCRA number Full time and Part time and subtotals will be provided in groups of 300 employees as required by the CCRA The T4A summary may be used to balance your T4A slips to your remittances to the Receiver General and also serves as a work sheet for making changes This report may be printed as many times as necessary Note Create T4 T4A First In order to print these reports a year end T14 T4A file must have been created using the Create T4 T4As command Choosing the command opens the following dialog box Clear YTDs User Guide 185 Print All T4A s Choose one of the following forme Continuous Feed TAA Laser Printer TAA DE Cancel Fig 11 23 The Print All T4As Dialog Box This dialog box allows you to choose the type of printer you will use to output the T4As Choose your desired output device then click OK to proceed This opens a further dialog box depending on the output device chosen The following example shows the dialog box that appears 1f you choose the Laser Printer T4A option Print T4A s Laser Printer Forms Top of Form Offset 0 5 Printer Port Left Offset 2 0 5 7 Default HP Settings Magnetic Media Filing Copy 1 Magnetic File Settings File Mame Jac rcttax 001 Cancel Print Settings
256. u select the Advance Cheque Run command the following dialog box will appear User Guide 105 3 Advance Deduction 1 VACATION 2 GROUP RRSP Aun Settings Cancel Fig 8 14 The Advance Deduction Dialog Box Select the desired to deduction on which to perform the advance then choose the Run Settings button to proceed Run Settings lt F7 gt Opens the Advance Payments dialog box where you can edit the details for the deduction advance This dialog box appears as follows 3 Advance Payments will pay amount contained in the following deduction File Help 1 VACATION Cancel Change Deduction Set Dates Fig 8 15 The Advance Payments Dialog Box Run lt F7 gt Starts the advance payment calculation process This process calculates the net and gross amounts and creates bank and or cheque transactions 1f required Choosing this button opens the Advance Payments dialog box where you can edit the details for the deduction advance Change Deduction lt F8 gt Allows you to change which deduction contains the advance payment amounts Selecting the button displays the Advance Deduction dialog box so you can choose from the list of available deductions Set Dates lt F9 gt Allows you to enter period ending and the cheque date for the advance pay calculation When you choose the Set Dates button the following dialog box will appear 106 GrandMaster ll for Windows Set Up Advance Cheq
257. uction code developed for Alberta LAP municipal employees A calculation is performed on a per pay period basis on a percentage of selected earnings less 76 GrandMaster ll for Windows earnings lt YMPE gt YMPE on selected Earnings and FTE Indemnity Calculation default earnings Life Insurance on base earnings of selected base earnings lt YMPE gt YMPE on base earnings of previous deductions and benefits Sales tax Pay Back of 5 12 UIC Rebate Weekly Indemnity on Ben gt YMPE of lt YMPE of gt YMPE Ben rate of deduction Ded Rate Ded Percent Weekly Maximum Ben of Ded Ded Rate Ben Rate Ded Multiplier Ben Multiplier Ded Maximum per 1000 Ded Percent Ben Percent lt YMPE gt YMPE Ben rate of deduction Ded Percent Ben Percent Rebate Factor Pay frequency Weekly maximum than YMPE a percentage greater than YMPE The benefit has separate percentages for above and below YMPE The YMPE amount and the number of pay periods are used in the calculation Deduction code developed for Alberta Teachers Retirement A calculation is performed on a per pay period basis on a percentage of full time equivalent selected earnings less than YMPE a percentage greater than YMPE The benefit is a rate times the deduction The YMPE amount and the number of pay periods are used in the calculation Deduction code developed for custom
258. ue Information End Date 0101 2001 Pay Date 0170172001 FP oid Direct Deposit Cancel Fig 8 16 The Set Up Advance Cheque Information Dialog Box After the advance payments calculation has been performed the payroll register cheques stubs and bank reconciliation reports can be created as normal If you are using EFT checking the Void Direct Deposit check box will print the word VOID on all direct deposit cheques Also if EFT is used you should perform the Create Transmission procedure prior to calculation of further payrolls Note The Clear Process The clear process should not be performed after an advance payment calculation as this is not a separate payroll run Once the next payroll has been calculated advance payments cannot be issued Chapter 9 Creating Reports Payroll Register User Guide 107 For all reports in this section except for Custom Reports and the Report Generator setting up page layouts physical printer port etc is accomplished using the Set Page Layout command under the Utilities menu Reports Pay Register Cheques Stubs Audit Trail Name amp Address Labels Record of Employment Journal Entry Cheque Register Employee Profile Input Worksheet Statistics Canada Workers Compensation Report Generator Data Enty Reports Department Distribution Job Costing Reports Pay Period Summary Custom Reports Custom Reports 2 Fig 9 01 The Reports Menu The Pay R
259. ues DK Cancel Clear Range Include Exclude Fig 10 22 The Enter Date Range Dialog Box Use the From and To fields to enter the starting and ending rates respectively Use the Include and Exclude radio buttons to specify whether the report records should display records that result in a zero calculation Note Selection Range Use care when specifying a selection range since conflicting criteria will result in an empty report If the field does not satisfy a given range but the line satisfies another field range the field will still be printed If two ranges are set up a record must satisfy one range OR the other not necessarily both Layout Menu Remove Column This command allows you to remove a column from your report Once a column is removed it can not be retrieved So you should ensure that the column is no longer needed before completing the procedure To Remove a Column 1 Choose the Remove Column command then select the column to be deleted and click OK This action removes the column and the Report Generator dialog box updates to reflect your changes Layout Menu Edit Formulas This command allows you to edit formulas on which you can base your column field calculations You can edit the formulas based on several items e Values contained in the payroll master file e Existing SUMS e Existing FORMULAS 156 GrandMaster ll for Windows To Create a Simple Formula iL Choose the Edit Formula com
260. ulation Results Results of the payroll calculation for each employee will be displayed when you select an employee in the Employees dialog box 102 GrandMaster ll for Windows Clear Payroll The Clear Payroll command closes the current payroll making it inaccessible for further changes or payroll calculations When this command is chosen the program will do the following e Reset any employees with special status X e Increase the payroll run number by one e Carry forward any transactions not applied to the current pay run e Fix the balances from this payroll EXAMPLE After entering hours for employees to be included in payroll run number 2 you find it necessary to calculate an extra pay for an individual employee The hours previously entered for the other employees that were to be included in pay run number 2 will be carried forward to payroll run number 3 Note Backup the Master File We recommend you perform the Backup Master File procedure and leave the payroll uncleared until the next payroll is ready to be processed This will allow you to reprint reports cheques without having to restore a backup of the master file To clear a payroll in a multi user environment all other users must exit the payroll to be cleared and you must have a security level of 1 or 2 This operation must be performed after all payroll calculation types e g normal reversal extra additional have been run The next payroll calculation may not be
261. um The deduction can not be a negative amount It may have employee parameters Deduction code developed for Saskatchewan Teachers Superannuation plan A calculation is performed on a per day basis on a percentage of full time equivalent selected earnings less than YMPE a percentage greater than YMPE for the deduction only The number of days worked in a year are 197 The YMPE amount and the number of pay periods are used in the calculation Deduction code developed for Sask Teachers Superannuation Plan A calculation is performed on a per day basis on a percentage of the hourly rate selected earnings divided by hours less than YMPE a percentage above YMPE The number of days worked in a year are 197 The YMPE amount and the number of pay periods are used in the calculation A calculation based on a percentage not more than 100 of the employee s net payroll to a YTD maximum deduction value Normally used for garnishee orders The deduction can not be negative It may have employee parameters A calculation to charge the company s cost of CPP and QPP paid as well as UIC paid times the UIC rate back to the employee Deduction code developed for Ontario hospital pension plan A calculation is performed on an annual basis on a percentage of selected earnings less than YMPE a percentage greater than YMPE The benefit is a percent of the deduction The YMPE amount and the number of pay periods are used in the calculations Ded
262. umber of lines to print per page Size Print Lines Max Enter the maximum amount of lines to print on the page without exceeding the page Printable length Condensed Determines if the output should be printed in a condensed format Emphasized Determines if the output should be highlighted slightly Landscape Mode Determines if the output should be printed in landscape mode Use this feature only Laser Only for laser printers Print Test lt F6 gt Choose this button to print a test page to verify form alignment Print T4A Summary This command allows you to print a T4A Summary report that will help you balance your last payroll register with each employee s pension retirement annuity and other Income You can use 1t to confirm that all of the information required for the T4As appears in the correct boxes If you are not satisfied with the results you can recreate your T4A file once again and adjust the values as required You should print a T4A Summary report any time you have created T4As When you are satisfied that everything is in order and it balances to your last payroll retain a copy of this report for your files Though changes may occur before the T4As can be printed this report will provide a record of the starting point Choosing this command opens the following dialog box Year End WCB User Guide 175 3 144 Summary Report File Help Cancel Printer Settings Print Tezt Fig 11 10 The T4
263. unt Po Benefit Subject to W Tax e WCB 4 CPP F Que Tax e El Deduchon Settings f Pension Deduction f Union Deduction E Maint 4limony Deduction C None e Journalize Benefit Print Benefit On Cheque Calculation Method 2 Update Calculation Parameters Update Selected E aminga ea Fig 7 09 The Payroll Deduction and Benefits Setup Dialog Box The following table describes the fields found in this dialog box Fea mese OSS A 10 character description of the deduction Liability Account The general ledger liability credit account number for the deduction and the benefit The account number uses the following structure DEPARTMENT ACCOUNT SUBACCOUNT Expense Account The general ledger expense account number for the benefit The employee s wage expense department will be used to complete the journal account The account number uses the following structure ACCOUNT SUBACCOUNT Journalize Benefit Specifies whether or not to include benefit information in the journal entry Deduction Settings Pension Deduction Indicate if the current deduction is a registered pension plan If you enter Y these amounts will be deducted prior to the income tax calculation See the CCRA Taxation Guide Union Deduction Indicate if the current deduction is a union dues deduction If you enter Y these amounts will be deducted prior to the income tax calculation See the CCRA Taxation Guide Maintenance Alimony
264. ve through the employee list quickly you can scroll forward or backward one employee at a time This can be done while viewing any employee level dialog box The following commands are available via the buttons at the bottom of the Employees dialog box e To scroll forward one employee at a time press F4 next e To scroll backward one employee at a time press F5 previous If the current employee was selected by Employee Number the scrolling will occur in numerical sequence If the current employee was selected by Employee Surname the scrolling will occur in alphabetical sequence by surname e To display a selection list of employees press F6 list e To select a new employee by employee number press ALT 1 e To select a new employee by employee surname press ALT 2 If the data for the current employee is changed the program will automatically save the changes before proceeding to the next employee Once the payroll has been calculated the results of the calculation can be viewed for each employee by closing all of the open windows Next Period lt F7 gt Use this button to view the next payroll information for the employee Previous Period lt F8 gt Use this button to view the previous payroll information for the employee You may apply up to 50 different types of earnings to an employee with multiple distributions for each earning type These earning types must be set up using the Earnings Information command availa
265. word Protected Backup If a master file is restored from a payroll which has the passwords active you will be prompted to enter the SUPERVISOR password the SUPERVISOR password that was active when the payroll was backed up before the payroll is restored Advance Cheque Run The Advance Cheque Run command is used by companies paying a mid month advance to all active employees on the payroll A deduction must have been previously set up at the Employee level with an amount entered for each employee No calculation code is used When an advance cheque run is performed you are required to specify which deduction from which the amount is to be taken This amount is paid as the negative of the amount entered and cheques will be generated or EFT records When a normal run is calculated the deduction will be taken as is subtracted from the actual gross to cover the previous advance WARNING DO NOT change the amount of the advance payment after the Advance Cheque Run procedure has been performed EXAMPLE An employee is to be paid a 500 00 advance payment before the actual pay date You would enter 500 00 for the deduction amount using the Permanent Override Deductions command in the Employees dialog box When the advance run is performed a cheque will be generated with a deduction of 500 00 i e a positive earning When the payroll is calculated this 500 00 will be deducted as normal to cover the advance already received When yo
266. x allows you to add change or delete job costing information The description can be up to 30 characters long and cannot be blank The burden must not be greater than 99 99 The burden may be entered on any of the three levels When the burden amount is calculated in the job costing hours report it will attempt to choose the burden percent at the sub level then the phase level then the job level to find an entered burden Add lt Enter gt If the description and burden have been entered correctly select Add to verify the data then press it a second time to update the list and save the changes Delete lt F4 gt If the description or burden is incorrect choose this button to remove the current record and exit the dialog box The number of jobs phases per job or sub phases per phase that can be defined is limited only by the amount of available disk space User Guide 95 Chapter 8 Process The Process menu contains options for performing payroll calculations using the data you have entered under the Employee and Company menus The menu appears as follows E MOcCezz Select Earnings Select Deductions Select Accumulators Setup Next Payroll Temp Backup Restore Payroll Calculation Clear Payroll Backup Master File Restore Master File Advance Cheque Aun Fig 8 01 The Process Menu The options in the top section of the menu from Select Earnings through to Payroll Calculation should be performed in the order
267. y using GrandMaster II for Windows and hope to maintain a long lasting relationship This Getting Started guide is designed for new users of GrandMaster II for Windows as well as for users who simply want to freshen up their skills It explains how to install run and operate the program as well as how to perform basic payroll tasks If you are a first time user of GrandMaster II for Windows you should read the opening chapter of this guide carefully before installing the program Once you are comfortable with the procedures outlined here you can proceed to the Chapter 2 Installing GrandMaster U for Windows Important Changes in government regulations may have occurred since publication of this software Changes usually occur on July 1 and January 1 It is important that you forward your Update Service Card to us immediately If your software becomes outdated CanPay will be able to provide you with a Current version 12 GrandMaster ll for Windows Registration It is important to fill out and send in your Update Service Card as soon as possible Please include the completed card and proof of purchase within 30 days of registration Registration Entitlement Registration entitles you to one year of service and technical assistance This includes eligibility for further upgrades with changes in provincial and federal regulations Technical assistance applies to both GrandMaster II for Windows and help with specific payroll situations rela
268. yee Select a salary earning type to remove it from the current employee s list and click OK Year to date balances are not affected by the deletion of a salary earning type When an Earning has been set up as FIXED F or MULTIPLE M no changes to the earning amount can be made in this dialog box Note The Multiple Earning Type Before a Multiple earning type can be assigned to an employee the corresponding earning on which it is indexed must first be added to the employee Similarly before an earning can be deleted any other Multiple earnings that are based on this earning must be deleted first EXAMPLE If you define a Salary earning entitled additional premium at the Company level with 0 5 X salary This additional premium cannot be added to the employee s list of earnings until the salary has been added to the list Distribution lt F7 gt All earnings will default to the employee s home general ledger account number Choose this button to allocate these costs to multiple general ledger accounts This expands the dialog box to include accounting information Account numbers for each salary earning can be entered You also have the option to divide a salary into multiple accounts by using the Add button EXAMPLE The salary for a manager of three departments is allocated proportionally to each department You would choose Distribution to access the distribution select the earning type to be split then select the Add but
269. yment on behalf of the employee Fifty deduction benefits are available The Company Menu The Company menu allows you to customize the program to meet specific company requirements This is achieved by activating deactivating a series of options which in turn may be selected to meet individual employee requirements The Company menu appears as follows Company Mame amp Address Control Information Statutory Deductions Earnings Deductions amp Benefits Accumalatorz Workers Compensation Provincial Health Earnings Table Defaults Job Costing Information Fig 7 01 The Company Menu 66 GrandMaster II for Windows Two Simple Payroll Procedures Generally there are two procedures to setting up a payroll e Set up company global defaults options These options will then become available for all employees within this payroll e Activate required options on an individual employee basis Name and Address The Name and Address dialog box contains information regarding the name and address of the company The Name Address and City fields will accept up to 40 characters of information The province must be indicated by a 2 letter provincial code as set out by CCRA guidelines The postal code will accept up to 10 characters to allow for U S zip codes If you are not sure of the required postal code enter a space in the Province field This will display a list of valid province codes When you select the Name and
270. yroll is calculated and cleared The run number will revert back to 1 for the first payroll of the new year Note Run Numbers You should never have a missing run number or a duplicate run number If either situation occurs you may have made an error Check your payroll log total and make the necessary corrections User Guide 25 Chapter 5 Managing Payrolls GrandMaster II for Windows allows you to set up an unlimited number of payrolls The criteria for determining the number of payrolls required is based on the run frequency and the company name EXAMPLE A semi monthly payroll would not be included with a bi weekly payroll Similarly a payroll for ABC Company would not be included with a payroll for XYZ Company At times 1t may be more convenient to separate a single payroll into several smaller payrolls for reasons including e organization office payroll kept separate from the plant payroll e security executive payroll processed separately by persons other than the payroll department e timing payroll data from branch operations may require more time to reach the payroll department than from other branches Each payroll should have a unique directory name conforming to DOS directory naming conventions no more than eight characters and no spaces Refer to your DOS user guide for more information on DOS directory naming conventions Payroll Management All operations regarding the management of payrolls are availabl

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