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Canadian Payroll - Polymathic Group

1. Dear aeos RR 7 4 Cheque Stub 1 7 5 Page Breaks by 7 5 Cheque ta etate paese satis 7 5 Printing MICR Cheques 7 7 DEDUCTIONS REPORT sccsssssscncsorsessssssnerscnesessossscesescassessesesseneneuosnercossnessonessossacsessessorescesencenesessonsensons 7 8 DOE MASTER LIGT ccscssscscescncsescscsncssscscrssceseocssoncrsesosoncrsncunccssonsnsssessenesessosnnesneronsssessnsosessossesencesessence 7 10 EMPLOYEE MASTER cscssssssssossscnsesensrsnsscsssssoscosscuscasnescncuersossosencnssasuensosensonsassoseacescesescsescesensencesesseres 7 13 List Individual Employee 0 cescssssesssesessssecssesseasseseneeassesevscsesesessasessasensenenessevevsnvevancesensssensesanaseserens 7 14 List All Employees EE 7 16 EMPLOYEE PAY PERIOD INFORMATION cccccccsssssosssosnsssnconsnesnssonconsscesesesesesceseneccorentencecesessossosee 7 19 GROSS PAY EDIT REPORT ccssscscssssccscnssorssenoncrenceroneassorsnsoscossnessssessesessnorsersnsosess
2. 8 26 Recall 8 25 Recall Status 8 26 Social insurance 8 25 Telephone number 8 24 Unemployment insurance paid to date 8 25 Unemployment insurance weeks paid and amount paid8 25 Wage loss duration eere 8 25 Reports Cheque reconciliation 7 2 gt ind n 7 10 Employee DOE 7 41 Employee master e oerte 7 13 Employee pay period information 7 19 Employee pay profile eere 7 38 cascos prodiit crie Te RN 7 35 Multiple DOE recap 7 24 Single DOE recap reportt cernere 7 28 TAS acus OH Eod Id 7 30 YTD adjustment 7 33 UIE Yearly Processing Year end processing YTD adjustments III
3. ss sm sample Gross Pay Edit report follows JUN 30 94 EXAMPLB COMPANY LIMITED EXPAR155 1 02 DEPT GROSS PAY EDIT RBPORT PAGB 1 FOR PAYROLL S PAY PERIOD 11 ENDING JUN 15 1994 EMPLOYBE T NUMBER NAME P DOE UNITS RATE AMOUNT 000005 EMPLOYBB TEST S SAL 00 00 1533 33 1533 33 000009 EMPLOYER TEST S SAL 00 00 435 00 435 00 TOTAL FOR DEPT 2 1968 33 JUN 30 94 EXAMPLE COMPANY LIMITED EXPAR155 1 02 GROSS PAY EDIT RBPORT PAGE 2 FOR PAYROLL TYPE 5 PAY PERIOD 11 ENDING JUN 15 1994 TOTAL EMPLOYEES PROCESSED 2 GROSS AMOUNT 1968 33 GROSS PAY EDIT REPORT 7 23 REPORTS MULTIPLE DOE RECAP REPORT This report lets you print current month to date or year to date information for up to six DOE s Payrol TLPAP100 2 35 Reports 30 85 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 14 2 Cheques and Register 12 YTD Adjustments 3 Deductions Report 13 ETD Renittance 4 DOE Master 14 Employee Pay Profile 5 Employee Master 15 Enployee DDE List 6 Employee Pay Period Information 16 Employee YTD Register Gross Pay Edit Report 1 Enployee UI Report Multiple DOE Recaps 18 Vacation Earned Report 9 Payroll Register Report 10 Single DOE Recaps E Exit E Enter selection Type 8 and press to select Multiple DOE Recaps The screen will appear as follows Payrol 186 1
4. equ bu uds cu aiaa 2 1 Monthly doveri d bee oec levi iQ vi exo Dd epa 2 1 PROCS AUTOS ao rin cass ves can EEN 2 1 INITIAL SET PROCEDURES 2 3 PAY PERIOD PROCEDURES wvsssssssssivacssssisscncscssanesesbioossensdecsastsvaccsssusanceqasdesesstbuscendsassasaabvisivssineiteasscocsieevessls 2 3 MONTHLY PROCEDURES cea scores eoa red ni ion 2 4 INSTRUCTIONS M 3 1 The ENTER P 3 1 Men s and Submen s LEV EORR UN OR EAQUE eed 3 1 Optional 4 oneri trt eile 3 2 Fields M 3 2 Polnt asco eos een eH Pha 3 2 M 3 3 Rekey From a 3 3 Rekey Displav LIBe 3st ette epd catuli date prt rb robe Cnt 3 3 Cancel PROCS 3 3 FS LOOKUP FEATURE 3 4 MAIN MENU YR PES E Of m HU 4 1 5655 P0 UpYR n POUR PP vn un Fa eU RERO ER en 4 1 CHANGE PROCESSING
5. ihe 7 40 EMPLOYEE DOE 18 1 1 1 1 1 aeos etos ta Peso epo sense poss OB esso sore eese sene toa 7 41 EMPLOYEE YTD 8 1 1 sese setas eese to stone passo sense passos eB esso aO eee ene sen eene tono 7 43 Pay Year RRRRRRRRRRRRRRRRREREEEEEEEEEEEEEEEEMENNEEEEEEENENEEEEMEEMMM 7 44 1 1 0 5 1 PAPS PNPA 7 44 Department 7 44 EMPLOYEE UEREPORLD 7 46 VACATION EARNED REPORT pue o SERIE eS 7 48 cd D etes akt 7 49 Mu E 7 49 Starting iiic desis p GEO DERE tea nie 7 49 Ending Period 7 49 Employee Selection 7 49 Teleplione Neri ei 8 4 8 4 E M 8 5 Marital Status e 8 5 Social Insurance Number 8 5 Bank Transit pen nb educi en o
6. PAY CODE Select the pay code form the following list Hourly Salary Commission Enter All pay codes loce DEPARTMENT CODE Type the department code or press to product the report for all departments 5 and press to generate the report 7 44 m EMPLOYEE YTD REGISTER REPORTS P X A sample Employee YTD Register report follows JUN 30 94 EXAMPLE COMPANY LIMITED EXPAR117 1 02 Pay Type Somi monthly Page 1 Pay Year 94 YTD REGISTER Employee T Current Current YTD YTD Last Dept Number Name DOE P Units Amount Units Amount Status Hire Date Per CR GL DB GL 000005 SURNAME GIVEN NAMB ACTIVE 01 1989 11 001 SAL 60 1533 33 00 16066 63 313510 511210 002 B 90 00 00 00 003 00 00 00 00 004 CAR 00 00 00 00 005 FIT 00 00 00 3837 30 313010 313510 008 V C M 00 00 00 00 314010 570510 009 BIT D 00 40 00 00 440 00 313010 313510 020 CPE M 00 00 00 349 00 313010 510710 030 CPP D 00 00 00 349 00 313010 313510 031 UIE M 00 00 00 644 00 313010 510910 032 UIC D 00 00 15333 30 460 00 313010 313510 040 COM E 00 00 09 722 18 313510 511210 G 17588 81N 12502 51D 5086 0 993 00 000009 SURNAME GIVEN NAME ACTIVE 23 OCT 1992 11 001 SAL E 00 435 00 00 4785 00 313510 571010 005 FIT D 00 00 00 393 10 313010 313510 020 CPB M 00 00 00 74 40 31
7. EC HUE TUR esa 5 2 uides CU RR ARR RR OP EG BREL eu 5 3 emule 5 3 Processing Year 5 3 5 3 PAY PERIOD MAINTENANCE 5 4 Pay 5 5 Pay Period N mber 5 5 Processing Y 5 5 Start OP Pay Period ET 5 6 End of Pay Period v DERART Ioa ORO KA CUTE ED EON e UU T 5 6 Date o Pay Pertotl sacos eie rette n tance pata Paseo cioe o re 5 6 DOE S t b 5 a FUR xa 5 6 EMPLOYEE PAY DATA ENTRY scssssssssscssoresesesesscssnssssenscesesessacessenenesaeseosesoscesoseesessssusscesososenceressnenees 5 7 Modify Employee Payroll 5 8 Modify G L Codes ccsescseescsceossscsessssesesssesessssesessssesesescssesassuansessesesassvenccevavessaeestacaecassscssenersvsesecseseass 5 9 Modify SPLIT Allocation 2 222
8. 1 us Monthly Closing gt ILAUTO 3 907 RM Signon date MAR 31 93 Last month closed 02 93 931 Today s date MAR 24 94 CRT 8 7 Vear end date FEB 28 93 ACCOUNTS PAYABLE PAYROLL Purchases journal Payroll register NOT INSTALLD Cash disbursements jrnl Payroll MTD update NOT INSTALLD A P open items list Payroll journal NOT INSTALLD AYP aged trial balance ACCOUNTS RECEIVABLE TIME ACCOUNTING Cash receipts journal Apply time sheets NOT Sales journal Apply cash receipts NOT A R open items list Apply client billings NOT aged trial balance Apply client expenses NOT Apply VIP adjustments NOT GENERAL LEDGER Detailed client history NOT General journal Trial balance Financial statenents G L report Indicate nonth closed 1 Select j Automatic 1 1 amp three steps must be performed in order to close the Payroll month properly PAYROLL MTD REGISTER This option will produce the month to date payroll register MTD UPDATE This option will clear out the month to date totals for all employees DOEs PAYROLL JOURNAL This option will close the Payroll to the General Ledger by updating the GL summary for the month being closed and creating the GL analysis records for the month 14 4 MONTHLY CLOSING PAYROLL Additional Monies Paid Holiday pay i
9. 8 17 DOE number css o iais 8 16 DOE short description 8 17 idi iq Rr dS 8 18 Kalte type oisi oe t mcs yep 8 18 Taxable non taxable c eese 8 17 T 8 17 Zero Rm 8 19 TRE 8 18 8 18 EdItOF 3 3 Cancel processing crecientes tt oin eda 3 3 Rekey from a field 3 3 Rekey display 3 3 Employee Master doin inre eoi dads 8 7 Bank transit number 8 5 Birth dates odorem Wen uat dvd 8 4 CMY CET 8 3 Department i oen mt cid Ee EET 8 7 DOE amount sostenibile d v det En Rhe 8 8 DOE current units 8 8 DOE end dale esee ie Diet oti EOS diode 8 8 DOE frequency 25er tro fee IO RO 8 17 DOE GL OUS dene eb ba 8 9 DOE identification eese 8 9 DOE last updated eee cese 8 9 DOE 8 9 Cate ern dor et ive ei ai 8 8 DOE dote tubi desit e bec auntie 8 8 DOE s 8 8 DOE s Y TD 8 8 Employee number aote tpi 8 3 Federal exemption erre teintes 8 6 First name initial 8 3 Hite Cate vic oo wii Midian d RAS 8 5 Hourly fale
10. ewe ebrio 8 12 Employee data inquiry 8 10 Employee mistet irent 8 2 Match cancelled cheques sees 8 20 bro CHEQUES NE 8 29 Pay period 8 14 Purge CHEQues 8 22 Record of employment eee 8 23 Sort pay period Tile recreare iv cae 8 28 Micr Cheques Bank information 8 29 Initial 8 29 Printer Setup 8 29 Tools required 8 29 Modify Employee Payroll 5 8 Modify G L Codes 5 9 Modify SPLIT Allocation 5 9 Monthly Closing Tl iri pM 14 2 Manual tit ee REPE FREE RUNE 14 3 Monthly Procedures 2 3 Pay Period Maintenance DOE S to b processed 5 6 End o 5 6 Pay dale 5 6 Pay period number eet 5 5 Pay niisiis snp 5 5 Processing Year 5 5 Start of 5 6 Pay Period Procedures Printing reports cei eren rolex d Ces 2 3 Transactions AMT 2 3 Payroll Cycle 22 2 1 Initial set up procedures eee 2 1 Monthly procedures
11. 121 1 03 0 00 0 00 0 00 0 00 0 00 0 00 00 00 00 0 00 0 00 0 00 0 00 0 00 00 GL CODE 313510 313010 313510 314510 314010 313010 313010 313010 313010 313010 313510 313510 06 06 6 0 06 4 0 0 0 1 a 4 2 20 2 2 REPORTS EMPLOYEE MASTER This program is used to list information about an individual employee or all employees Payroll TLPAP100 2 35 Reports 39 66 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 14 2 Cheques and Register 12 YTD fid justnents 3 Deductions Report 13 ETD Renittance 4 DOE Master 14 Enployee Pay Profile 5 Enployee Master 15 Enployee DOE List 6 Employee Pay Period Information 16 Employee YTD Register Gross Pay Edit Report 17 Employee UI Report 8 Multiple DDE Recaps 18 Vacation Earned Report 9 Payroll Register Report 10 Single DOE Recaps E Exit E Enter selection Type 5 and press to select Employee Master The screen will appear as follows Payroll TLPAP115 2 09 Employee Master List 30 65 93 1 List Individuals 2 List ALL E Exit E Enter selection EMPLOYEE MASTER s 7 13 REPORTS The options available are as follows 1 List individuals 2 List all E Exit LIST INDIVIDUAL EMPLOYEE Type 1 followed by to list individual employees The screen will appear as follows Payroll
12. 5 9 CALCULATE DEDUCTIONG ccccosscoscsescnssersasoscsonssosesssonsccscesenserenssoossssonsssnesensssenescoscesosesenecsencesenerseesone 5 12 Calculate Deductions cccscssssssesesscssensessecsesesesesesscescneveccescosevencecssacecesssesaesanavacsasenesscsazscsevscsenensessesse 5 13 Process UIC UIE Rates and Values sccscssesosessserssssesessscesscvevesscssssosnsveccsacessuesscsstsesesersscasecsaveneenecses 5 13 Process CPP Rates and Values 5 14 Help 5 15 PROCESS PAYROLL ssscsssscssssssssosonssssnsnesscsssncesvecesesonenssenceseneesesousssousecoscacesencecesenorsensscesessesesessensusesecse 5 16 VACATION PAY CHEQUES ssscssssscssssssssssescsssccssosencersnesenencesensecesencsseucucencsecuoneseoscncssesessacensrsenasensensoscess 5 17 MAKING CHANGES TO PREPARED PAYROLL cccsscsssncccesssesecscscnccnersonersccensssenssoscessssonensesenssecons 5 19 YEAR END PROCESSING cccscssssseressoseneronononsscnsnsnsresssessorencscenonsnscnersenauorsosencossesescasssensseseesossesersesoeseoserees 6 4 Exemptions cccsscsssesesceseresssesessesesssesessneneeeevsvassesenevasassenesscsesessansssssenserersvensessetarssssscseascssosensessesense 6 5 DOE S RENE 6 5 CHEQUE RECONCILIATION REPORT csssessscccssscscsessercoseensrsosensonsnossessosesencsscesceorssensenseserensensensene 7 2 CHEQUE REGISTER AND
13. Enter selection Type 1 5 and press to select Employee DOE List The screen will appear as follows Payroll TLPAP116 1 00 Employee Master DOE List 30 06 93 Processing Year 93 Pay Type Seni nonthly _ Select I S Start tEg Exit Type 5 to start generating this report EMPLOYEE DOE LIST 7 41 REPORTS A sample Employee DOE List follows EXAMPLE COMPANY LIMITED EMPLOYEE DOE LIST Processing Year 84 Pay Type 30 JUN 94 Semi monthly Employee Employee name DOR DOB Description DEBIT G L Page 1 116 1 00 CREDIT G L ee ee ee 000005 BMPLOYEE TEST 001 Gross salary 005 Federal income tax 008 VACATION PAY BARNED 009 EXTRA INCOME TAX 020 CPP employer portion 030 CPP employee portion 031 UI employer portion 032 UI employee portion 040 COMMISSIONS EARNED EMPLOYBB 2 TEST 001 Gross salary 005 Federal income tax 020 CPP employer portion 030 CPP employee portion 031 UI employer portion 032 UI employee portion 000009 Total ACTIVE employees a 2 Total INACTIVE employees 0 END OP REPORT 7 42 EMPLOYEE DOE LIST 1533 33 00 00 40 00 00 00 00 00 00 435 00 00 00 00 00 00 5112 10 3135 10 5705 10 3135 10 5107 10 3135 10 5109 10 3135 10 5112 10 5710 10 3135 10 5107 10
14. Type 1 and press to select Employee Master The screen will appear as follows PCL Payroll TLPAP110 2 13 CH Employee Master Maintenance 31 97 93 1 Enployee nunber 2 Last 3 First name initial 4 Street 5 City b Province 7 Postal code B Telephone nunber 9 Birth date 10 Sex 11 Marital status 12 Social insurance 8 13 Bank transit 14 Savings account 8 15 Hire date 16 Tern date 1 Pay freq 18 Pay code 19 Pay rate AE Add EMPLUVEE ME Modify EMPLOVEE SE Show EMPLOYEE DE Delete EMPLOVEE AD Add gt 00 MD Modify DOE SD Show DOE DD Delete DOE DOE Start Date End Date Current Units SU Suspend EMPLOVEE Mitiide this nenu box Identif ication EMPLOYEE First Last EMPLOYEE GL Codes DR 1 DR2 083 1084 Lookup 8 2 EMPLOYEE MASTER MAINTENANCE AND INQUIRY The available functions are as follows Add an employee Modify an employee SE Show an employee Delete an employee Add a DOE Modify a DOE Show a DOE Delete a DOE 5 0 Suspend an employee Hf the functions box E End To set up a new employee type and press Enter the information as follows EMPLOYEE NUMBER This field is coded by entering a maximum of six numeric characters of you choice The next employee number not in use is the default LAST NAME This field is coded by entering a maximum of twenty alp
15. os HE 8 27 Last P P End rade at ovni en o ode eve bet 8 27 Insur ble Earnings By Period io oo Ped te Ud ae VER ORA Fea VE PUR ia IS PEE UR ER UTR 8 27 SORT PAY PERIOD 8 28 MICR CHEQUE PRINTER SETUP euo a 8 29 Printer N mber 8 31 Printer LP 8 31 8 31 MICR 8 31 InfortnalOfboa rcs aint 8 32 CHAPTER 9 DATA FILE STATUS CHAPTER 10 COMPANY INFORMATION HR 10 1 Cheque Type 10 2 wine MM 10 3 CHAPTER 11 COMPANY SETUP eR Directory ccccsscsesssssscssssescsteresecsseserssssssssssesosesavevsseavausussesssesenssusucsessaavassssacatscsasavsasesessescasacnes 11 3 Batch Directory RR 11 3 RM 11 4 PRINTING SPOOLED REPORT sssssssossssesssssssesosesesesescecusensnsesessuseensovesossorssseserecsosossesesecsessesenouscerere 12 1 PRINT SCREEN FIELDS ssscsscscsssssssscsscorersnsesssssesasenssesssescesceseenssusesesoucucesossesossesesecseresersesseseseseesensanoose 12 3 MONTHLY CLOSING AUTOMATIC ssssssssssssssssscsssossecsscssesssese
16. 00 30 8 00 32 00 34 5 00 BOX 36 00 BOX 38 00 BOX 40 00 BOX 42 00 BOX 44 00 BOX 46 00 BOX 48 00 BOX 52 00 FOOTNOTBS 00 TOTAL T4S PRINTED 3 30 06 94 EXAMPLE COMPANY LIMITED BXPAR198 1 14 1994 TOTALS Run Date JUN 13 94 13 55 50 DOB DESCRIPTION TOTAL 001 Gross salary 46778 92 002 DRAWINGS 00 003 OHIP 00 004 Car allowance 00 005 Federal income tax 00 006 HOURLY WAGES 00 007 VACATION PAY PAID 00 008 VACATION PAY EARNED 00 009 EXTRA INCOME TAX 00 020 CPP employer portion 00 030 employee portion 00 031 employer portion 00 032 UI employee portion 00 035 ETD ADDITIONAL 00 040 COMMISSIONS EARNED 00 7 32 T4 PREPARATION REPORTS ce YTD ADJUSTMENTS REPORT This report displays any adjustments you have made through the year to date program listed under Yearly Processing PCL Payroll 100 2 35 CH Reports 39 86 93 Type 5 Period 18 Year 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 14 2 Cheques and Register 12 VID Adjustments 3 Deductions Report 13 Renittance 4 DOE Master 14 Enployee Pay Profile 5 Enployee Master 15 Employee DOE List 6 Employee Pay Period Information 16 Enployee YTD Register Gross Pay Edit Report 17 Employee UI Report B Multiple DOE Recaps 18 Vacation Earned Report 9 Payroll Register Report 10
17. Displays a list of available printers Allows you to setup a new printer record Allows you to modify an existing printer record Delete an existing printer record Temporarily removes the menu box from the screen The options function is not available at the present time Retrieve the next previous printer record Retrieve the first last printer record Move up of down through the menu functions Exit this menu NM To add a printer record type and press Enter Enter the information as follows PRINTER NUMBER Each printer must be assigned a unique printer number Display all printers by using and then assign the next sequential printer number PRINTER NAME Type up to a 20 character name for the printer you are defining This field is useful if your printers are on a network Each printer on a network has a unique name Enter this name in this field DESCRIPTION This field is best used to give the location and type of printer The maximum number of characters that you can enter is 35 MICR SETTINGS When you are first testing your cheques with Visual Inspection template sometimes the horizontal and or vertical offset of the numbers are off slightly These fields allow you to adjust the offset of the font in order to get the numbers to print within the allowable area The offset number is a decimal number representing the number of 1 720 to the position of the cursor If you are adjusting the horizontal off
18. Enter A number of screen entry fields allow entry of data but also default to a particular value if is pressed A default value is simply a value automatically selected by the program if you do not enter a value For example date field will often default to the current date system date or the last date entered can often be pressed to answer a Yes or No question by default DATE FIELDS Enter all dates in the format ddmmyy six numeric digits with no slashes representing day month year The computer will check that the month entered is valid 1 12 as well as the day 1 31 and the year 0 99 THE DECIMAL POINT The decimal point does not have to be entered unless the characters to the right of the decimal point are non zero However decimal points must be entered if the digits to the right of the decimal point are not equal to zero 3 2 m INSTRUCTIONS GENERAL DATA ENTRY EDITOR The system includes an Editor utility that allows the user to correct errors made during data entry The EDITOR can be accessed by pressing F1_ Note Some older versions of the software use or GShity to access the editor If is not working try one of these keys The Editor utility will not always bring up the same options because the options change according to where you are calling the editor from The options that are available through the editor and how they are to be used follows REKEY FROM A FIELD This option may be u
19. Enter PAY PERIOD TYPE The valid pay periods are as follows Weekly Bi weekly S Semi monthly Monthly Annually Type the pay period type followed by Enter LAST END DATE Type the final pay period ending date in the format ddmmyy followed by Enter INSURABLE EARNINGS BY PAY PERIOD Type the amount of the pay period followed by and the pay period number followed by Enter Enter up to twenty pay periods starting with the most recent When the second screen of information is complete the available functions are as follows Modify Accept Cancel Screen 1 OOE RECORD OF EMPLOYMENT 8 27 MAINTENANCE AND INQUIRY SORT PAY PERIOD FILE Payroll ILPRP100 2 35 Maintenance and Inquiry Status Pryl GL JRN run 1 Employee Master 2 Employee Data Inquiry 3 Employee UIC 4 Pay Period 5 DDE Master 6 Match Cancelled Cheques 7 Purge Cheques Record of Employment 9 Sort Pay Period File 10 MICR Cheque Printer Setup E Exit E Enter selection Type 9 and press to select Sort Pay Period File The screen will appear as follows Payroll 100 2 35 Maintenance and Inquiry 30 06 93 Sort Pay Period File 511 93 This selection takes the output file from the Process Payroll step and sorts it into department nunber sequence This step should be run immediately after the Process Payroll step has been run AND if you are using different department codes Note The file w
20. Gross Pay Edit Report 17 Employee UI Report Multiple DOE Recaps 18 Vacation Earned Report 9 Payroll Register Report 10 Single DOE Recaps E Exit E Enter selection Type 6 and press to select Employee Pay Period Information The screen will appear as follows Employee Pay Period Information Pericd number Enter Cpay period number El exit EMPLOYEE PAY PERIOD INFORMATION 7 19 REPORTS Type the pay period number followed by Enter The following functions will then be available P Print report D Display employee information on the screen E Exit Once you select one of the above options the system will prompt you to enter the employee number that you want the information for F5 can be used to lookup the employee number If you select to display the employee information on the screen the information will be displayed as follows Payroll 18 1 01 Enployee Pay Period Information 30 66 93 Period number 01 Employee number 880885 PRIOR CURRENT CURRENT MTD MTD AMDUNT UNITS AMOUNT M M D D D D Employee data displayed Press ENTER to continue 7 20 EMPLOYEE PAY PERIOD INFORMATION REPORTS A sample of the Employee Pay Period Information report follows EXAMPLE COMPANY LIMITED Employee data as at Period 01 000005 EMPLOYEE NAME STREET ADDRESS CITY PROVINCE POSTAL CODE DOB DOE CURRENT CURRENT MTD MTD YTD
21. PCL 11 220 1 05 CH Record of Enploynent 30 86 93 1 fnended number 5 RCT employer 2 Telephone 6 RET 3 Issuer s nane 7 Correspondence Eng Fr 4 Date of issue B For enployer s use 10 Enployee nunber Enployee nane 9 Employer Enployee address Enployer address Postal code Postal code 11 Occupation 18 Recall date 12 81 19 Recall status Unkn MNot ret 13 ist day worked 28 Reason code comnent 14 Last day vorked 15 UI paid to 16 UI weeks paid Total amount 17 Wage loss fron Enter Exit RECORD OF EMPLOYMENT 8 23 MAINTENANCE AND INQUIRY To prepare the Record of employment enter the information as follows AMENDED NUMBER This field is coded by entering a maximum of nine alpha numeric characters This number will replace the printed number already assigned to the form by Revenue Canada Type the amended number and press Enter TELEPHONE NUMBER This field is coded by entering a maximum of fourteen alpha numeric characters Enter the telephone number of issuer in the format area code number extension Type the telephone number and press Enter ISSUER S NAME This field is coded by entering a maximum of sixteen alpha numeric characters Type the issuer s name and press cm DATE OF ISSUE This field is coded by typing a date in the format ddmmy
22. RECALL DATE Type the date in the format ddmmyy followed by The date used should be the first working day of the employee s return RECORD OF EMPLOYMENT m 8 25 MAINTENANCE AND INQUIRY RECALL STATUS The available functions are as follows 0 Unknown N Not returning REASON CODE COMMENT Type a reason code letters ABCDEFGHJK for issuing this record of employment followed by Ener Revenue Canada includes the definition of the codes on the standard form You can also type five lines of thirty five characters as a comment and an explanation Press at the end of each line When The first screen of information is complete the available functions are as follows M Modify Accept Cancel 8 26 RECORD OF EMPLOYMENT MAINTENANCE AND INQUIRY ADDITIONAL MONIES PAID 1 Vacation Pay Type the amount of the vacation pay followed by Enter 2 Holiday Pay Type the name fifteen characters available of the first statutory holiday after termination followed by Enter Type the amount that would be paid for the holiday followed by Enter Type the name fifteen characters available of the second statutory holiday after termination followed by 2 Enter Type the amount that would be paid for the holiday followed by Enter 3 Other Type the number fifteen characters available of additional paid days after termination followed by Enter Type the amount that would be paid for these days followed by
23. can be used to list all companies The screen will appear as follows POLYMATHIC COMPUTER CORPORATION 3 64 MARCH 24 1994 SIGNON PROCESSING Crt a 7 12 22 09 Typist 8 1 Last signon date DEC 23 92 Last month closed FEB 93 Company P C P L 8 26 Last year end FEB 28 93 Booted drive P NDEMUNRM Prior year status CLOSED PROCESSING DATE 31 03 93 MAR 31 931 S Select Start kit 13 Change the processing date so it is not more than one month later than the date of last month 13 2 LOG ON INSTRUCTIONS DAILY STARTUP S and press Enter The screen will now appear as follows MASTER 3 16 MAR 31 93 15 16 18 2 Accounts Receivable 3 Accounts Payable 4 Sales Analysis 5 General Ledger 6 Security 7 Systen Utilities 8 Daily Closing 9 Monthly Closing 19 Print Reports 11 Tine Accounting 12 Fixed Assets 13 Inventory Order Entry 14 Vertical Markets Q Query 5 Status E Exit E Enter selection Type 1 and press to select Payroll LOG ON INSTRUCTIONS m 13 3 DAILY STARTUP TWO OR MORE LOGICAL DRIVES At the operating system prompt log on to the drive and directory subdirectory on which the data files are contained for the company that you wish to work on The drive letter that you wish to log on to will be the one that you indicated to the system following the procedures outlined under INITIALIZING THE POLYMATHIC PAYROLL SYSTEM
24. ie et nos tema 8 5 Savings Account Number ioi o eria REOR E Uta ate ror die DE Le aha oM 8 5 Hire Date D vera nies Re MUS CUT OVES VA AYER EQ AR EIN DS 8 5 Termination Date 5 su terea ru ia Sere 8 5 Pay Rs a RN Ee o ba had d ie Vd ever eto px a de n n 8 5 Pas COG EM IU CAE 8 6 8 6 109 M 8 6 WV AG ALION PAY bea FO E 8 6 Federal Exemption Cel vus aa 8 6 Provincial EX CPU OW 8 6 8 7 Annual Salary d 8 7 Regular Hors ECE 8 7 T X 8 7 Overtime 8 7 Pension Adjustment ec idee tme quo do ede stan 8 7 EMPLOYEE MASTER DOE ENTRY sccssessscsesscessissnssssaseseseccsssetsadsssicsatssessietssansensansssscsssacsensenossanseadevtecvees 8 8 ipa ER 8 8 NIC GEL ME 8 8 uibem n 8 8 Curr
25. 1 or press to sign on to the company which you just set up 11 4 COMPANY INFORMATION COMPANY SETUP The following screen will appear POLYMATHIC COMPUTER CORPORATION 3 04 9 1994 SIGNUN PROCESSING 6 11 69 13 Typist 8 Last signon date Last month closed Last year end Booted drive P DEMO RM Prior year status 1 User Nunber 2 Password 3 Conpany Enter LX JI Exit to operating system 1 to menu Log on to the system as follows Enter your typist number The default value is 1 Enter your password The default is 2 Enter Enter the Company number or initials The number should be 1 The main menu will now appear MAIN MENU MASTER 3 16 Sun FEB 28 93 14 01 27 1 Payroll 2 Accounts Receivable 3 Accounts Payable 4 Sales Analysis 5 General Ledger 6 Security 7 Systen Utilities B Daily Closing 9 Monthly Closing 10 Print Reports 11 Time Accounting 12 Fixed Assets 13 Inventory Entry 14 Vertical Markets Q Query S Status E Exit E Enter selection Select the Payroll System by typing 1 and pressing t Enter COMPANY INFORMATION 11 5 The following screen will appear inb TD PAYROLL INITPA 1 15 Systen Information 38 85 91 GENERAL COMPANY INFORMATION Conpany initials HH Short Company name Long Conpany nane ANY COMPANY LIMITED There is no PAYRDLL SY
26. 5 Employee Master 15 Employee DDE List 6 Employee Pay Period Information 16 Enployee YTD Register 7 Gross Pay Edit Report 17 Employee UI Report Multiple DDE Recaps 18 Vacation Earned Report 9 Payroll Register Report 10 Single DOE Recaps E Exit E Enter selection Type and press to select ETD Remittance The screen will appear as follows Payroll TLPAP169 1 06 Spool Payroll Renittance 30 06 93 Payroll type S Period 11 93 The standard UIC CPP PIT amp FIT DDEs are alvays INCLUDED for processing Extra DDEs such as UIC CPP PIT FIT 4 medical DOEs may be specif ied via the MODIFY FUNCTION 1 Enter period 11 Status Monthend closed Pay Ending 15 1992 Processing periods 11 2 Departnental breaks 7 3 Extra DOE and TYPE _ Select Igl Start JJ Modify GSEI Exit ETD REMITTANCE 7 35 PROCESSING PERIODS You can process this report for a single period or range of periods can be used to list the pay periods and their status DEPARTMENT BREAKS If you would like page breaks per department type otherwise type and no page breaks will occur when a new department s information is started EXTRA DOE S All regular taxable DOE s are included as they are listed on the screen If you have extra taxable DOE s you must list them here An example of an extra DOE could be a DOE for extra income tax to be deducted Once you have modified the report
27. 9 Hone directory 10 Export directory _1 Select 11 6444 t l Display IHI List 1 To Add a new company type and press Enter Enter the information as follows COMPANY NUMBER The system will automatically assign a sequential number to all new companies LoNG COMPANY NAME Enter your company name as you wish it to appear on all report headings and press Enter For example type ANY COMPANY LIMITED and press Enter SHORT COMPANY NAME Enter a short name for your company as you wish it to appear on all screen headings and press Enter For example type ANY and press Enter COMPANY INITIALS Enter two initials for your company The system uses these initials to identify the data files for your company For example type and press Enter 11 2 COMPANY INFORMATION COMPANY SETUP HOLDING COMPANY INITIALS If you wish to consolidate this company with another enter the two initials of the holding company to be used for consolidation purposes The system uses these initials to identify holding company For example type and press Enter AFFILIATED COMPANIES Enter the initials and division number of any affiliated companies in this field You can enter up to 5 affiliated companies LAST MONTH CLOSED DATE Enter the date of the last month closed in the form of mmyy GST REGISTRATION NUMBER Enter your company s GST number in this field HOME DIRECTORY Enter the drive letter and dir
28. FUTURE DATED CHEQUES FUTURE DATED PAID INUDICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL ij print j delete 3 start printing 72 2008 iXi Mfunctions f j scrol FUNCTION KEYS AND PRINT COMMANDS 12 5 PRINT REPORTS If you a Laser printer selected the following screen will appear POLYMATHIC COMPUTER CORPORATION Print Reports Mon MAR 14 1994 copy D K Copy Page Messages P LJ2 SMALL PRINT LASER PRINTER FUNCTIONS PRINTER SELECTION Reset Printer Print Device 11 Landscape 16 66 LETTER Printer LASER Landscape 16 66 LEGAL Status NOT AVAILABLE 1 Landscape TMS RMN 6 point Portrait small print DDT MATRIX Landscape small print LASER Portrait large print Forn Feed T Fi functions F2 change device BEIM exit T send to printer _ DRIH exit FUTURE DATED CHEQUES FUTURE DATED PAID INUDICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL print ij delete start printing ixlMunctions 11 exit To send the command to the printer use one of the cursor keys to highlight the command and press Enter F2 CHANGE DEVICE To change the printer port press and the following screen will appear C P L POLVMATHIC COMPUTER CORPORATION PCPRINT 2 33 Typist 05 Port 08 Print Reports Mon MAR 14 1994 LPT1 Print Device 11 Printer LASER 1 Status NDT AVAILABLE 1 DOT MATRIX LASER 4 Fi functions F2 change device DEG exit FUTU
29. For instance type D and press Enter Next type ed WEXAMPLE and press These instructions would allow you to log on to the subdirectory called EXAMPLE on drive d This subdirectory could be used to store the data files for EXAMPLE COMPANY LIMITED Instruct the operating system to use the master programs which you installed following the INSTALLATION PROCEDURES under COPYING THE PROGRAMS TO HARD DISK To do this type c polysys c answer and press Enter Make sure that you are still in the data file directory logged on to in step 1 before typing in these instructions This example assumes that the master programs were installed on drive C If the master programs were installed on another drive replace the letter C with the letter of the drive on which the master programs were installed f you have two or more logical drives set up on your hard disk you must always log on to the drive containing the data files for the company on which you are working and instruct the operating system to use the master programs from the drive on which you installed them before spooling any reports Follow the DAILY STARTUP instructions outlined for ONE LOGICAL DRIVE on the preceding pages 13 4 TWO OR MORE LOGICAL DRIVES CHAPTER 14 MONTHLY CLOSING MASTER 3 16 Ved MAR 31 93 15 16 18 1 Payroll 2 Accounts Receivable 3 Accounts Payable 4 Sales Analysis 5 General Ledger 6 Security 7 Systen Utilities B Daily Closing 9 Monthl
30. Total Premiums 32199 93 6 1533 33 19 1533 33 32 00 45 00 7 1533 33 20 1533 33 33 00 46 00 8 1533 33 21 1533 33 34 00 47 00 9 1533 33 22 35 00 48 00 10 1533 33 23 36 00 49 00 11 1533 33 24 37 00 50 00 12 1533 33 25 38 00 51 00 13 1533 33 26 39 00 52 00 Employee 000009 SURNAME GIVEN NAME 1 435 00 14 442 50 27 00 40 00 Semi monthly 2 435 00 15 28 00 41 00 Status ACTIVE 3 435 00 16 29 00 42 00 Last Pay Period 10 4 435 00 17 30 00 43 00 Total UI Weeks 111 5 435 00 18 31 00 44 00 Total Premiums 6120 00 6 435 00 19 32 00 45 00 7 435 00 20 33 00 46 00 8 435 00 21 00 47 00 9 435 00 22 35 00 48 00 10 435 00 23 36 00 49 00 11 442 50 24 37 00 50 00 12 442 50 25 38 00 51 00 13 442 50 26 39 00 52 00 1 000010 SURNAME GIVEN NAME 1 00 14 00 27 00 40 00 Pay Type Semi monthly 2 00 15 00 28 00 41 00 Status ACTIVE 3 00 16 00 29 00 42 00 Last Pay Period 10 4 00 17 00 30 00 43 00 Total UI Weeks 111 5 00 18 00 31 00 44 00 Total Premiums 00 6 00 19 00 32 00 45 00 00 20 00 33 00 46 00 B 00 21 00 34 00 47 00 9 00 22 00 35 00 48 00 10 00 23 00 36 00 49 00 11 00 24 00 37 00 50 00 12 00 25 00 38 00 51 00 13 00 26 00 39 00 52 00 EMPLOYEE UI REPORT 7 47 REPORTS VACATION EARNED REPORT This program generates a Vacation Earned report that
31. Type 5 and press DOE Master The screen will appear as follows Payroll 120 1 09 DDE Master Maintenance 39 85 93 1 DDE number 2 DDE description 3 DOE short description 4 Taxable Non taxable I N 5 6 Frequency f B M S U 7 Rate Rate typet 72 9 Amount 19 DEBIT G L code 11 CREDIT G L code 12 Zero unit YAN 13 Zero rate YAVI 14 Zero anount V N 1 ij Select 04 elete Show jext it DOE MASTER MAINTENANCE nm 8 15 MAINTENANCE AND INQUIRY The available functions are as follows Add new DOE Modify an existing DOE Delete an existing DOE Show an existing DOE Display the next DOE Display the previous DOE Exit set a new DOE type and press Enter Enter the information as follows DOE NUMBER This field is used to assign a number to the DOE You may enter a maximum of three numeric characters The following DOE s are reserved by the system Short Long Description Description 039 Canada pension employee portion UIE Unemployment insurance employer portion 02 Unemployment insurance employ
32. jodify Ipdate xit To permanently modify a field type M followed by and the number of the field you want to modify Once you have completed your modifications type followed by Enter The system will then prompt you accept and save the data or continue modifying the data Review the information on the screen and if everything is correct type to accept and save the changes CALCULATE DEDUCTIONS 5 13 DAILY PROCESSING HERR a PROCESS CPP RATES AND VALUES This option should be selected when the CPP rates have changed A new calendar year is again a situation where this option could be used Type 3 followed by to process CPP rates and values The screen will appear as follows TLPAP134 3 12 Calculate Automatic Deductions 30 06 93 All calculations contained in this program are outlined in the booklet This program changes all tables related to the calculations contained within Process CPP rates and values ee 1 rate 2 680 2 Basic exemption 141 66 type 3 Select jodify kit permanently modify a field type followed by and the number of the field you want to modify Once you have completed your modifications type 0 followed by Enter The system will then prompt you accept and save the data or continue modifying the data Review the information on the screen and if everything is correct type A to accept a
33. xxv ep ver E EEUU NE 8 22 RECORD OF EMPLOYMENT sccssscisvsisensvnnsvsissssvssanevacsieveasvoceosucntvnvyvedsukevsueetncsedbecessecususiasesdieunisbasdinscaesiesies 8 23 Amended one eni pend uisa evo IE ene a deti ch 8 24 8 24 Issuers 8 24 8 24 RCT Employer Account 8 24 jede pr C E cR 8 24 Correspondente a aisiara rienda LT 8 24 For 6 1 8 bist rr biet 8 24 Employer Name and Address 8 24 8 25 a a 8 25 Social Insurance NUM DEL aid reap rap 8 25 First Day Worked 8 25 Last Day cM 8 25 ULPald E a A T A TT 8 25 UI Weeks Paid Total Amount 8 25 Wage Loss from Duration 8 25 Recall Date et a A Ee 8 25 Recall 8 26 Reason Code Comment E VIEN REN 8 26 Additional Monies Pai 8 27
34. 00 0 00 OPI URDU M a c osw J P c HP H t 7 50 VACATION EARNED REPORT 93 CHAPTER 8 MAINTENANCE AND INQUIRY Payroll 100 2 35 1 39 85 93 1 Daily processing 2 Yearly processing 3 Reports 4 Maintenance and inquiry 5 Data file status 6 Company infornation E Exit E Enter selection To select Maintenance and inquiry type 4 and press Enter The screen will appear as follows Payroll TLPAPIOO 2 35 Maintenance and Inquiry 38 06 93 Status Pryl GL run 1 Enployee Master 2 Enployee Data Inquiry 3 Employee UIC 4 Pay Period 5 DOE Master 6 Match Cancelled Cheques 7 Purge Cheques Record of Employnent 9 Sort Pay Period File 10 MICR Cheque Printer Setup E Exit E Enter selection m 8 1 MAINTENANCE AND INQUIRY ee EMPLOYEE MASTER This program is used to add and modify employee data Information such as the employee s address social insurance number hire date salary associated DOE s etc are set up in this file Payroll TLPAP100 2 35 Maintenance and Inquiry 38 06 93 Status Pryl GL run 1 Enployee Master 2 Employee Data Inquiry 3 Employee UIC 4 Pay Period 5 DDE Master 6 Match Cancelled Cheques 7 Purge Cheques 8 Record of Enploynent 9 Sort Pay Period File 10 MICR Cheque Printer Setup E Exit E Enter selection
35. 039 CPP 895 88 22 32 7 032 UIC 1009 805 08 30 70 End of Employee s data Press ENTER to continue EMPLOYEE DATA INQUIRY 8 11 MAINTENANCE AND INQUIRY EMPLOYEE UIC Payroll TLPAP100 2 35 Maintenance and Inquiry 30 06 93 Status Pryl GL JRN run 1 Employee Master 2 Employee Data Inquiry 3 Employee UIC 4 Pay Period 5 DOE Master 6 Match Cancelled Cheques 7 Purge Cheques B Record of Enploynent 9 Sort Pay Period File 10 MICA Cheque Printer Setup E Exit E Enter selection Type 3 and press to select Employee UIC The screen will appear as follows Payroll TLPAP133 1 02 Employee UIC Maintenance 38 85 93 Enployee number Total UI veeks Last pay period Enployee nane Premium Week Veek Prenium Ueek TOTAL Select Show Jecept kit 8 12 EMPLOYEE UIC MAINTENANCE AND INQUIRY The available functions are as follows Show Modify Accept Cancel Next Exit 2 amp To display or modify the UIC information for an you must select the desired function then enter the number of the employee you want to display modify can be used to list all employees EMPLOYEE UIC 8 13 MAINTENANCE AND INQUIRY PAY PERIOD This program allows you to inform the system of the dates of the pay period and the DOE s that are to be processed for this pay period PCL Payroll TLPAP100 2 35 Maintenance and Inquiry 30 86 93 Status Pryl
36. 2 1 period procedures cies roe pais rated 2 1 Payroll Period iius esee etes Erro 5 3 Payroll System Company information 10 1 Payroll 5 3 12 3 Function keys and print commands 12 4 Sample print Screens 12 1 Spooled reports erts rire ipo e eene 12 1 Procedures AUnudl acuit seta qoa SCOTI 2 1 EE 2 3 Monthly oce rep dan Dre area neser 2 3 Pay pertaq iode ace ce as ER nid Ree 2 1 Processing Y CARS 5 3 Record Of Employment Occupation 8 25 Record Employment Additional monies 8 27 Amended number 8 24 Correspondance 8 24 Date of ISSUE 8 24 Employer name and address 8 24 Employer numbers 8 25 First worked 8 25 For employer s 8 24 Insurable earnings by pay 8 27 Issuers Tete ioco cbe n devi RON ERO VG Mid 8 24 Last day worked eee ote rette 8 25 Last pay period end date sss 8 27 period esos ie ct ve aree aes 8 27 RCT employer account number 8 24 RET ee 8 24 Reason
37. 5 17 7 Payroll register report 7 26 8 Gross pay edit report 7 22 9 Deductions report 7 8 10 Cheque register and cheques 7 4 MONTHLY PROCEDURES 1 Payroll MTD register 14 4 2 Payroll MTD update 14 4 3 Payroll journal 14 4 ANNUAL PROCEDURES PAGE 1 YTD adjustments 6 2 2 Year end processing 6 4 PROCESSING CHECKLISTS m 2 1 PAYROLL CYCLE INITIAL SET UP PROCEDURES 1 DOE Master Maintenance DOE codes are used to define different deductions and earnings for each employee For example different DOE codes are set up for Salary SAL Canadian Pension Plan CPP Federal Income Tax FIT Commission COM When you set up a new employee you define which DOE codes are to be associated with that employee For example a salary employee should at least have SAL This DOE will contain the amount of the employee s gross salary on a per pay period basis FIT This DOE will contain the amount of Federal Income Tax to be deducted The amount will be calculated during the Calculate Deductions step CPP This DOE will contain the amount of Canada Pension to be deducted It will also be calculated during the Calculate Deductions step CPE This DOE will contain the amount of Canada Pension employer s portion This amount will not be deducted from the employee s salary but will be listed on the ETD Remittance report that will display the amount owing to the government from the employer UIC This DOE will contain the amoun
38. 86 93 Status Pryl GL jrn run 1 YTD Adjustments 2 Year End Processing E Exit E Enter selection Type 1 followed by to select YTD adjustments The screen will appear as follows PCL Payroll TLPAP140 1 10 CH Enter YTD Ad 30 85 93 Enployee Enter 1 6 2 YTD ADJUSTMENTS YEARLY PROCESSING a valid employee number and press Enter The screen will appear as follows CH Enter YTD fid justnents 30 66 93 Enployee no 608010 TEST EMPLOYEE lt BEFORE gt ADJUSTMENT gt lt AFTER gt Units Rate Amount Adj units Amount Updtd units Amount Enter 1 tigli editor 1 1 Type a valid DOE number F5 to lookup all DOE numbers to access the editor or to cancel If you type a valid DOE number followed by the system will allow you to adjust the number of units as well as the amount corresponding to this change Type the adjustment to the units followed by and type the amount followed by Enter When the adjustment is entered the screen will prompt you as follows Accept Modify Exit Type followed by if the change is recorded properly and type followed by if you want to correct the adjustment If the amount is incorrect retype the entry If the units are incorrect type followed by to return to the units field You can continue modifying DOE s or ty
39. EMPLOYEE TEST 001 SAL 1533 33 31 07 93 002 DRW 00 001 SAL 002 1533 33 032 UIC 040 DRW COM 004 CAR 005 008 V C 009 BIT 020 CPE 030 CPP 031 032 UIC 00 00 00 00 40 00 00 00 COMPANY LIMITED Employee Pay Profile Starting PERIOD YEAR 11 93 Bnding PERIOD YBAR 12 93 Run totals 003 004 005 FIT 008 v c 009 00 00 00 00 40 00 020 1 EXPAR225 1 04 TOTAL EARN 1533 33 TOTAL MEMO TOTAL DEDN 40 00 1493 33 040 COM 00 2 EXPAR225 1 04 031 UIE 00 EMPLOYEE PAY PROFILE s 7 39 REPORTS BEIN SUMMARY REPORT Payroll ILPAP226 1 03 Pay Profile 38 05 93 Summary Report Report file CHPAR226 PRT Page Processing year 93 Starting period 81 Ending period 11 Employee nunber EMPLOVEES _ Select jl Start jg Modify 1 amp This report gives you the option to change the processing year pay periods and employees To modify any of this information type M and cursor to the field you want to modify As in the detail report you can process information for a range of pay periods or a single pay period You may also include all employees or generate the report for a single employee Once your report options are correct type to acc
40. Enter selection MAIN MENU PAYROLL SYSTEM Main Menu 1 Daily processing 2 Yearly processing 3 Reports 4 Maintenance and inquiry 5 Data file status 6 Company information E Exit E Enter selection MAIN MENU ALL SYSTEMS m 4 1 CHAPTER 5 DAILY PROCESSING PCL Payroll 100 2 35 CH 3511 93 Main Menu 30 06 93 1 Daily processing 2 Yearly processing 3 Reports 4 Maintenance and inquiry 5 Data file status Company information E Exit E Enter selection To select Daily processing type 1 and press Enter The screen will appear as follows Payroll 100 2 35 Daily Processing 30 05 93 Status Pryl GL jrn run 1 Change Processing Data 2 Pay Period Maintenance 3 Enployee Pay Data Entry 4 Calculate Deductions 5 Process Payroll 6 Uacation Pay Cheques E Exit E Enter selection 5 1 DAILY PROCESSING CHANGE PROCESSING DATA This program allows you to change the payroll type i e weekly monthly the period i e 05 or 06 the year of the payroll which is being processed or the type of cheque used for the payroll preparation Payroll TLPAP100 2 35 Daily Processing 30 66 93 Status Pryl GL jrn run 1 Change Processing Data 2 Pay Period Maintenance 3 Enployee Pay Data Entry 4 Calculate Deductions 5 Process Payroll 6 Uacation Pay Cheques E Exit E Enter selection Type 1 and press to select Change processing data The screen will app
41. Fax Number pour Instructions For Use 1 Register one software package per form 2 The package name may be found on the binder spine 3 The serial number may be found on the MASTER diskette POLYMATHIC COMPUTER CORPORATION PAYROLL USER S MANUAL PROPRIETARY RIGHTS NOTICE All rights reserved This material contains the valuable properties and trade secrets of Polymathic Computer Corporation an Ontario corporation The material embodies substantial creative efforts and confidential information ideas and expressions no part of which may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise without the express written consent of Polymathic Computer Corporation While reasonable efforts have been made in the preparation of this manual to assure its accuracy Polymathic assumes no liability resulting from any errors or omissions in this manual or from the use of the information contained herein Please refer to the Software License for limitations on use and reproduction of the software package POLYMATHIC COMPUTER CORPORATION PAYROLL SYSTEM USER S MANUAL CHAPTER 1 PAYROLL SYSTEM OVERVIEW LOU FEATURES sem 1 1 CHAPTER 2 PAYROLL CYCLE cesiones ennie aa aaan a a aa aea PROCESSING CHECKLISTS 2 1 Initial Set Up Procedures 2 1 Pay Period uio cni
42. GL JRN run 1 Employee Master 2 Employee Data Inquiry Employee UIC 4 Pay Period 5 DOE Master 6 Match Cancelled Cheques 7 Purge Cheques B Record of Employment 9 Sort Pay Period File 10 MICR Cheque Printer Setup E Exit E Enter selection Type 4 and press to select Pay Period Maintenance The screen will appear as follows PCL i Payroll CH Pay Period Master Maintenance 1 Pay type 2 Pay period number 3 Processing year 4 Start of pay period 5 End of pay period 6 Date of pay period 7 DO0E s to be processed Mo DOE Description Mo DOE Description DDE Description Select elete Show jext kit Refer to Pay Period Maintenance page 5 4 8 14 PAY PERIOD MAINTENANCE AND INQUIRY DOE MASTER MAINTENANCE DOE codes are used to define different deductions and earnings for each employee For example different DOE codes are set up for Salary SAL Canadian Pension Plan CPP Federal Income Tax FIT Commission COM When you set up a new employee you define which DOE codes are to be associated with that employee Payroll TLPAP100 2 35 Maintenance and Inquiry 39 85 93 Status Pryl GL run 1 Employee Master 2 Enployee Data Inquiry 3 Enployee UIC 4 Pay Period 5 DDE Master 6 Match Cancelled Cheques Purge Cheques B Record of Enploynent 9 Sort Pay Period File 10 MICR Cheque Printer Setup E Exit Enter selection
43. List all Taxable DOE s for Payroll List all Non taxable DOE s for Payroll List all Deduction DOE s for Payroll List all Earnings DOE s for Payroll List all Memo DOE s for Payroll Exit 006066000 Type your selection number followed by and the screen will prompt you as follows for all the reports with the exception of report 1 All DOE s where the report will be spooled instantly Enter payroll type A B M S W The available functions are as follows Annual Bi monthly Monthly S Semi monthly Weekly Type your selection followed by E and the report will automatically be spooled DOE MASTER LIST m 7 11 REPORTS A sample DOE master list follows 30 06 93 001 002 003 004 005 006 007 008 009 020 030 031 032 035 040 DOE LONG NAME Gross salary DRAWINGS OHIP Car allowance Federal income tax HOURLY WAGES VACATION PAY PAID VACATION PAY EARNED EXTRA INCOME TAX CPP employer portion CPP employee portion UI employer portion UI employee portion BTD ADDITIONAL COMMISSIONS EARNED EXAMPLE COMPANY LIMITED DOB LIST TAX INT NON TYP FRQ SAL S DRW OHP CAR FIT HW VAC v c UIE 202022020 0 92 wooxoxoxmuucotuztutu 0 0 0 0 OO 7 12 DOE MASTER LIST RATE 0 00 0 00 0 00 0 00 0 00 0 00 00 4 00 00 0 00 0 00 0 00 0 00 0 005 00
44. MTD YTD REGISTER Reports fifteen will prompt you as follows after the two standard prompts Enter M for MTD or Y for YTD Type M followed by for MTD and Y followed by for YTD When the prompts have all been answered the available functions are as follows S Start Cancel EMPLOYEE MASTER m 7 17 REPORTS A sample Name amp Address list follows 19 06 94 EXAMPLE COMPANY LIMITED Name amp Address List Bmployee Number Last Name Pirst Name Address 000001 NAME EMPLOYEE STREET ADDRESS 222 222 222 CITY PROVINCE 21 10 1950 POSTAL CODE 000002 NAME EMPLOYEE STREET ADDRESS 222 222 222 CITY PROVINCE 30 09 1953 POSTAL CODE 000003 NAME EMPLOYEE STREET ADDRESS 222 222 222 CITY PROVINCE 23 09 1962 POSTAL CODE 3 7 18 EMPLOYEE MASTER Phone Number 905 738 4089 905 738 4089 905 738 4089 Status ACTIVE ACTIVE ACTIVE BXPAR115 2 01 Page 1 REPORTS EMPLOYEE PAY PERIOD INFORMATION This program allows you to print a list of pay period information for an employee You can print this information or display it on the screen PCL Payroll TLPAP100 2 35 CH Reports 38 66 93 Type 5 Period 10 Year 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 74 2 Cheques and Register 12 VID Adjustments 3 Deductions Report 13 ETD Remittance 4 DDE Master 14 Employee Pay Profile 5 Employee Master 15 Enployee DOE List 6 Employee Pay Period Information 16 Employee YTD Register
45. PAYROLL TYPE S ENDING 15 06 1994 TOTAL EMPLOYEBS PROCESSED 2 TOTAL DEDUCTIONS 40 00 End of Report eo ma DEDUCTIONS REPORT 7 9 REPORTS DOE MASTER LIST This program allows you to print seven different DOE reports Payroll TLPAP100 2 35 Reports 39 85 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 14 2 Cheques and Register 12 YTD Adjustments 3 Deductions Report 13 ETD Renittance 4 DDE Master 14 Enployee Pay Profile 5 Enployee Master 15 Enployee DDE List 6 Enployee Pay Period Information 16 Enployee YTD Register Gross Pay Edit Report 17 Enployee UI Report B Multiple DOE Recaps 18 Vacation Earned Report 9 Payroll Register Report 10 Single DOE Recaps E Exit E Enter selection Type 4 and press to select DOE Master The screen will appear as follows Payroll TLPAP125 1 03 DOE Master List 30 06 93 1 List All DDE s 2 List All DOE s for specific Payroll 3 List All Taxable DDE s for Payroll 4 List All Non taxable DOE s for Payroll 5 List All Deduction DDE s for Payroll 6 List All Earnings DOE s for Payroll 7 List All Memo BOE s for Payroll E Exit E Enter selection 7 10 DOE MASTER LIST REPORTS The available functions are as follows List all DOE s List all DOE s for specific Payroll
46. PIT ACTIVE 00 313010 PAYROLL TAXES amp DBDUCTIONS 313510 PAYROLL CLEARING 020 23 10 1992 ee snee 00 005 00 00 00 10 CPP employer portion CPB ACTIVE 00 313010 PAYROLL TAXES amp DEDUCTIONS 510710 CPP BXPENSES 030 23 10 1992 00 005 00 00 00 10 CPP employee portion ACTIVE 00 313010 PAYROLL TAXES amp DEDUCTIONS 313510 PAYROLL CLEARING 031 23 10 1992 14 00 00 00 00 00 10 UI employer portion UIE ACTIVE 00 313010 PAYROLL TAXES amp DBDUCTIONS 510910 UIC EXPENSE 032 23 10 1992 s v 00 00 00 00 00 10 UI employee portion UIC ACTIVE 00 313010 PAYROLL TAXES amp DEDUCTIONS 313510 PAYROLL CLEARING EMPLOYEE MASTER 7 15 REPORTS LIST ALL EMPLOYEES Type 2 followed by to list all employees The screen will appear as follows PCL Payroll TLPAP115 2 09 CH Employee Master List 30 86 93 1 List Individuals Enter employee nunber 2 List ALL E Exit Report file CHPAR115 PRT Page 1 amp Address 10 Single DO0ECunit rate ant 2 amp Job Description 11 Multiple DOECunit rate amp ant 3 Dept Start date amp Rate 12 Single DDECant ONLY 4 Exemptions 13 Multiple DOECant ONLY 5 Nan 6 e amp Birth date 14 UIC New Employee list Name Sex amp Marital status 15 MTD YTD Register Name amp Bank information Complete enployee profile 9 Labels E Exit E Enter selection Select one of the fifteen pos
47. Payroll 199 1 14 T4 Production 1992 38 85 93 zzz 2E t2 C2 ZE Dd Dd 1 is DOE 691 Gross salary Enter KESS 1 1 7 30 m T4 PREPARATION REPORTS The system will prompt you to enter the box letter that DOE amount is to appear in on the T4 slip F5 can be used to list a description of what each box number on the T4 slip should contain As you cursor through the DOE s the system will display a description of the DOE in the bottom left hand corner Once you have finished with all the DOE s the system will prompt you with Enter field number 1 T4 s F10 Cancel If you need to modify a DOE type the field number corresponding to that DOE and make the appropriate changes Once you are ready to spool the T4 s press and they will automatically be generated Two reports will be generated the T4 s and a totals report that shows you which amounts got applied to which boxes and totals for all DOE s T4 PREPARATION 7 31 REPORTS D A sample T4 Totals report follows 30 06 94 EXAMPLE COMPANY LIMITED EXPAR198 1 14 1994 T4 TOTALS Run Date JUN 13 94 13 55 50 lt BOX gt TOTAL COMMENTS DOE DESCRIPTION BOX 14 46778 92 001 Gross 1 BOX 16 00 CPP 00 QPP BOX 18 00 20 5 00 22 5 00 24 5 00 BOX 26
48. The system will prompt you to enter the number of the employee that you want to modify the data for can be used to list all employees EMPLOYEE PAY DATA ENTRY 5 9 DAILY PROCESSING Once you have entered the employee number the system will display the employee s name and prompt you to accept this employee or display another employee If the correct employee name is displayed type to accept the employee The following screen will then be displayed Payroll TLPAP135 2 18 Employee Pay Data Entry 30 66 93 Employee nunber 080010 Nane TEST EMPLOYEE GL ALLOCATION SPLIT ist 2nd 3rd 4th Difference 887 887 807 807 897 887 _1 Select Jl split by percent 1 1 by dollar amount 1 You can allocate the salary by percentage or by dollar amount If you select to allocate by percentage the system will prompt you to enter the percentage to be allocated to the debit and credit GL codes Five different allocations are available because you can have up to five debit and credit GL codes for each DOE As you enter the percentage the difference column displays the remainder that you have to allocate When the remainder is zero the system will prompt you to accept and save the allocations If you select to allocate the salary by dollar amount the system will prompt you to enter the gross salary As you allocate amounts the difference column will display the remainder to be allocated Once the remainder is zero the sys
49. and press Enter REGULAR HOURS This field is coded by entering a maximum of four numeric characters with two decimals This field is mandatory for hourly employees the number of regular hours and press Enter HOURLY RATE This field is coded by entering a maximum of eight characters with two decimals This field is mandatory for hourly employees Type the employee s hourly rate and press OVERTIME RATE This field is coded by entering a maximum of eight characters with two decimals This field is mandatory for hourly employees Type the overtime rate and press Enter PENSION ADJUSTMENT If your company has a pension plan and the employee you are adding is going to be a member set this flag to Y If there is no pension plan or the employee is not a member set this flag to N Review the information you have entered so far If everything is correct type and press to accept and save the data EMPLOYEE MASTER m 8 7 MAINTENANCE AND INQUIRY M M EMPLOYEE MASTER DOE ENTRY When you set up a new employee you must tell the system what DOE codes are to be included for that employee During the Pay Period Maintenance program you tell the system what DOE codes are to be included for the pay period If the DOE codes included for the pay period are listed in the employee s master record they will be listed for the employee during the Employee Pay Data Entry step During
50. cet be 8 7 Job descriptiones ds iode oie aesti ieii 8 6 Last AMC co ee errare 8 3 Marital Status ioco e RR UR 8 5 Overtime Tate eo eer ae ti Cape 8 7 xo E E 8 6 frequency uoce odi ee EAS une 8 5 Pay ERG s 8 6 Pension adJUstmeht coser endo tid 8 7 Postal gode o ost D Pad 8 4 PROVINCE tele EE PEU Rd 8 4 Provincial exemption eene 8 6 Regular hors usate beer p HER Ke TRE 8 7 Savings account number eese 8 5 EN qe E 8 5 Social insurance number eee 8 5 SCC MMC o 8 3 Telephone number 2 1 8 4 Termination Cate iere erneuert 8 5 Vacation PAY rosis 8 6 PS Lookup i oret ne bueno tete General Data Entry Date fields iic ier Decimal points 3 2 Instructions aso E enit Cro cores oe e nta 3 1 Menus and 3 1 Optional fields e 3 2 The ENTER key I Ia ria drm aee 3 1 Log On Instructions eeeeeeeee eere enne 13 2 Lookup 3 4 Maintenance And Inquiry DOE master 8 15 511 62 10
51. drive This can be changed to adapt to your computer s configuration by running a program known as SETDRIVE To run this program type SETDRIVE and press Enter The screen will appear as follows Drives A B C D E GH I J K LM N N Y Y N N N N In the above examples Drives C and D are set to be searched This means that the system will only look for program and data files on the logged on drive and drives C and D Any program or data files on other drives that you have configured will be ignored To change the settings type to set a drive to be searched or N to exclude a drive from being searched or to keep the existing value Normally you would only set the hard drive s letters on which you intend to keep your program and data files You are now ready to setup your first company To do this follow the instructions outlined under Company Setup POLYMATHIC COMPUTER SOFTWARE LICENSE AGREEMENT CORPORATION IMPORTANT The enclosed materials are provided to you by Polymathic Computer Corporation on the express condition that you agree to this Software License By using the enclosed diskette s you agree to the following provisions If you do not agree with these provisions return these materials to your dealer in original packaging within three days from receipt for a refund TERMS LICENSE LIMITED WARRANTY This agreement is in effect from the date of receipt of the software and lasts
52. fid justnents 3 Deductions Report 13 ETD Renittance 4 DOE Master 14 Enployee Pay Profile 5 Enployee Master 15 Enployee DOE List 6 Employee Pay Period Information 16 Employee YTD Register 7 Gross Pay Edit Report 17 Employee UI Report B Multiple DDE Recaps 18 Vacation Earned Report 9 Payroll Register Report 10 Single DDE Recaps E Exit E Enter selection 7 1 REPORTS CHEQUE RECONCILIATION REPORT This report prints a complete list of all outstanding cheques up to and including the cutoff date entered in the Match Cancelled Cheques program page 8 20 Payroll 100 2 35 Reports 38 06 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 14 2 Cheques and Register 12 YTD Adjustments 3 Deductions Report 13 ETD Remittance 4 DOE Master 14 Enployee Pay Profile 5 Employee Master 15 Enployee DOE List 6 Employee Pay Period Information 16 Enployee YTD Register Gross Pay Edit Report 17 Employee UI Report B Multiple DDE Recaps 18 Vacation Earned Report 9 Payroll Register Report 10 Single DDE Recaps E Exit E Enter selection Type 1 and press to select Cheque Reconciliation The screen will appear as follows Payroll TLPAPZOS 1 06 Cheque Reconciliation Report 30 06 93 Including cheques up to and including 31 5 93 Select Start Exit Type S followed by to prepare the cheque reconciliation report 7 2 CHEQUE RECONCILIATION REPORT REPORTS sample Cheque Reconci
53. from the data collected in the Change Processing Data program To change the pay period number modify this field and type the number of the pay period which you are processing PROCESSING YEAR This information is also retrieved from the data collected in the Change Processing Data program To modify the year select this field and type two numeric characters to indicate the processing year and press Enter PAY PERIOD MAINTENANCE 5 5 DAILY PROCESSING START OF PAY PERIOD This field is coded by typing a date in the format ddmmyyyy to indicate the starting date of the payroll period Type the date and press END OF PAY PERIOD This field is coded by typing a date in the format ddmmyyyy to indicate the ending date of the payroll period Type the date and press Enter DATE OF PAY PERIOD This field is coded by typing a date in the format ddmmyyyy to indicate the pay date of the payroll period This is the date that will appear on the payroll cheques Type the date and press Enter DOE s TO BE PROCESSED This field allows you to include the DOE s that are going to be processed in this pay period You can enter each DOE number individually until all DOE s to be processed are displayed on the screen or you can recall the DOE s from a particular pay period by pressing and typing the pay period number that you want to recall the DOE s from can be used to list all DOE codes and can be used to restart entering DOE s When you have fi
54. indefinitely unless cancelled by Polymathic for violation of the terms of the agreement This software the diskette s on which it is contained the documentation and manuals related thereto the Licensed Software is licensed to you the end user for your own internal use on one computer system only You do not obtain title to the Licensed Software or any copy rights or proprietary rights in the Licensed Software You may not transfer sub license rent lease convey copy modify translate convert to another programming language decompile or disassemble the Licensed Software for any purpose The Licensed Software is provided AS IS All warranties and representations of any kind with regard to the licensed software are hereby disclaimed including the implied warranties of merchantability and fitness for a particular purpose Under no circumstances will the manufacturer or developer of the licensed software be liable for any consequential incidental special or exemplary damages even if apprised of the likelihood of such damages occurring POLYMATHIC COMPUTER CORPORATION SOFTWARE REGISTRATION FORM IMPORTANT In order that you can receive notification of modifications or updates of this program you MUST complete this form and return it immediately Technical support will not be provided unless we receive a completed registration form Package Name Serial Number Contact Name Company Address City Postal Code
55. options type S to start processing the report 7 36 ETD REMITTANCE REPORTS eee A sample Source Deductions Remittance Summary report follows 30 06 94 BXAMPLE COMPANY LIMITED DEPT SOURCE DEDUCTIONS REMITTANCE SUMMMARY EMPLOYEE PAY DATE GROSS PED TAX PROV TAX UIC NUMBER NAME PROV MED COM CPP COM UIC 000005 EMPLOYEE TEST 15 06 1994 1533 33 40 00 00 00 00 00 00 00 000009 EMPLOYBE TEST 15 06 1994 435 00 00 00 00 00 00 00 00 Department totals 2 1968 33 40 00 00 00 00 00 00 00 Company totals 2 1968 33 40 00 00 00 00 00 00 00 NET 1493 33 435 00 192B 33 1928 33 REMITTANCE u 7 37 CPP 00 00 00 00 UIC 00 00 00 00 BXPAR169 1 06 PAGE 1 REMIT PER 40 00 00 40 00 40 00 25 11 REPORTS eee EMPLOYEE PAY PROFILE This report prints a detailed or summary list of pay period information for a single employee or all employees Payroll TLPAP100 2 35 CH Reports 30 05 93 Type 5 Period 10 Vear 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 T4 2 Cheques and Register 12 VTD Adjustments 3 Deductions Report 13 ETD Remittance 4 DOE Master 14 Employee Pay Profile 5 Employee Master 15 Employee DOE List 6 Employee Pay Period Information 16 Employee YTD Register 7 Gross Pay Edit Report 17 Employee UI Report Multiple DDE Recaps 1B Vacation Earned Report 9 Payroll Register Report 10
56. s that are to be processed for this pay period Daily Processing 39 85 93 Status Pryl GL jrn run 1 Change Processing Data 2 Pay Period Maintenance 3 Employee Pay Data Entry 4 Calculate Deductions 5 Process Payroll 6 Uacation Pay Cheques E Exit E Enter selection Type 2 and press to select Pay period maintenance The screen will appear as follows IPCL Payroll 130 1 11 CH Pay Period Master Maintenance 30 66 93 1 Pay type 2 Pay period number 3 Processing year 4 Start of pay period 5 End of pay period 6 Date of pay period 7 DDE s to be processed Mo DDE Description Mo DDE Description DDE Description Select jibdify Jelete hou 5 4 PAY PERIOD MAINTENANCE DAILY PROCESSING The functions available are as follows Add a new pay period Modify an existing pay period Delete an existing pay period Display an existing pay period Display the next pay period Exit to the Payroll main menu COCOG To add a pay period type and press Enter Enter the information as follows PAY TYPE The pay types available are as follows Annual Bi monthly M Monthly S Semi monthly Weekly This information is retrieved from the data collected in the Change Processing Data program If you have to change the Pay Type type the character corresponding to the pay type you want and press Enter PAY PERIOD NUMBER This information is retrieved
57. s gross pay amount per pay period in this field This amount would automatically appear with the DOE when you are in the Employee Pay Data Edit program page 5 7 and you would not have to modify the field every pay period Enter a default amount or press to bypass this field MTD AMT This amount is calculated by the system and will display the month to date amount of the listed DOE YTD This amount is calculated by the system and will display the year to date amount of the listed DOE 8 8 EMPLOYEE MASTER DOE ENTRY MAINTENANCE AND INQUIRY LAST UPDATED This field will display the last update date The date will reflect what date the month to date and year to date fields were updated DOE RATE The DOE Rate field is used in conjunction with the Current Units field The current units are multiplied by the Doe rate to get the Amount An employee s hourly wage would be an example of what might go in this field IDENTIFICATION Press to bypass this field or enter a further description of the DOE GL CODES Each DOE must have a least one debit and one credit GL code associated with it You can have up to 5 debit and credit codes set up for each DOE in which case you could use the Modify Split Allocation page5 9 program to split up the DOE amount to the different GL codes specified can be used to list all valid GL codes Type and press to accept the DOE code You then continue to enter new DOE s or press
58. selection Type 4 and press the to select Calculate deductions The screen will appear as follows Payroll TLPAP134 3 13 Calculate Automatic Deductions All calculations contained in this program are outlined in the booklet This program changes all tables related to the calculations contained within 1 Calculate deductions 2 Process UIC UIE rates and values 3 Process CPP rates and values 4 Help facility E Exit E Enter selection 5 12 CALCULATE DEDUCTIONS DAILY PROCESSING ees CALCULATE DEDUCTIONS Type 1 followed by to calculate the deductions The available functions are as follows S Start E Exit Type S to start the calculations Process UIC UIE RATES AND VALUES This option should be selected when the UIC and or UIE rates have changed new calendar year is a situation where this option could be used Type 2 followed by to select Process UIC UIE rates and values Th e screen will appear as follows 11 Calculate futonatic Deductions in the booklet This program changes all tables related to the calculations contained vithin Process UIC UIE rates and values e 1 UIC rate 2 rate 3 rate 4 Pay type 5 No of pay periods Minimum hours 7 Minimum earnings Maximum earnings 9 Maximum premium annum 1245 12 Select
59. to the current period being processed To change this type the ending period you want EMPLOYEE SELECTION You can produce this report for a single employee a range of employees limit is 10 or all employees To product this report for a single employee type 5 and press Enter You can enter up to 10 employees can be used to list all employees This report is generated for all employees by default VACATION EARNED REPORT m 7 49 REPORTS A sample detailed and summary Vacation Earned report follows JUN 13 94 PAY YEAR 94 DOB 007 VACATION PAY PAID PAY TYPB Semi monthly DEPT EMPLOYEE EMPLOYBE CODB NUMBER LAST NAME TOTAL for EMPLOYBS TOTAL for DEPT GRAND TOTALS JUN 13 94 PAY YEAR 94 DOB 007 VACATION PAY PAID PAY TYPE Semi monthly DEPT EMPLOYEE EMPLOYEB CODE NUMBER LAST NAME EXAMPLE COMPANY LIMITED VACATION EARNED DETAIL REPORT For Selected Pericds 01 11 CURRENT gt UNITS DOB RATE AMOUNT ar 0 00 0 00 mE 0 00 DOE AMOUNT E EXAMPLE COMPANY LIMITED VACATION EARNED SUMMARY REPORT Selected Periods 01 to 11 lt YEAR TO DATB Page 1 EXPAR600 1 00 PAY PERIOD UNITS AMOUNT NO START DATE Page 1 EXPAR601 1 00 TOTAL for DEPT GRAND TOTALS lt CURRENT gt FIRST UNITS AMOUNT GIVEN NAMB 0 00 0 00 0 00 0 00 0
60. 04 Spool DOE Recap reports 30 06 93 CHPAR186 PRT Select Current Mtd Ytd Exit 7 24 MULTIPLE DOE RECAP REPORT REPORTS The options available are as follows Current MTD month to date YTD year to date Exit Select one of the above options and the system will prompt you to enter up to six DOE numbers 5 be used to list these numbers Once you have enter the DOE numbers type S to start generating the report A sample DOE Recap report follows 30 06 94 EXAMPLE COMPANY LIMITED EXPAR186 1 04 DEPT CUR RECAP FOR SAL DRW OHP CAR FIT HW PAGE 1 PERIOD 11 FOR PAYROLL TYPE S ENDING 15 06 1994 EMPLOYEE T NUMBER NAMB SAL DRW OHP CAR FIT HW 000005 EMPLOYEB TEST 5 1533 33 000009 EMPLOYEE TEST 5 435 00 TOTAL FOR DEPT 1968 33 1968 33 ert 5 9 9 6 0 n MULTIPLE DOE RECAP REPORT 7 25 REPORTS a PAYROLL REGISTER REPORT The Payroll Register report prints a summary of information for each employee in the current pay period It includes the gross salary all deductions and the net pay amount for each employee Summary totals of each DOE included in the pay period are al
61. 1 93 PROCESSING YEAR 93 PAYROLL JOURNALS MONTH YEAR RECORDS STATUS FEB 92 53 CLOSED MAR 92 53 05 APR 92 53 CLOSED 92 53 CLOSED JUN 92 53 CLOSED JUL 92 53 CLOSED AUG 92 53 CLOSED 92 53 CLOSED OCT 92 55 CLOSED NOU 92 45 CLOSED DEC 92 45 CLOSED JAN 93 53 CLOSED lt lt lt End of Payroll Journal Check Press to continue gt gt gt The system will display a file status list 9 2 DATA FILE STATUS DATA FILE STATUS Press any key and the following screen will appear PCL Payroll TLPAP100 2 35 CH Data File Status 31 07 93 PROCESSING YEAR 93 PAY TYPE 3 Seni nonthly 1 PP STATUS PP STATUS PP STATUS lt lt lt Press to continue gt gt gt DATA FILE STATUS m 9 3 CHAPTER 10 COMPANY INFORMATION PAYROLL SYSTEM This option allows you to display and or modify any of the system information set up when the Payroll system was first installed Payroll TLPRP100 2 35 Main Menu 39 85 93 1 Daily processing 2 Yearly processing 3 Reports 4 Maintenance and inquiry 5 Data file status 6 Company information E Exit E Enter selection Type 6 and press to select Company information The screen will appear as follows PAYROLL INITPA 1 14 Systen Information 39 86 93 GENERAL COMPANY INFORMATION Company initials CH Short Company name Long name PARSONS AND CUMMINGS LIMITED Payroll Type Seni nonthly Payr
62. 3010 510710 030 CPP D 00 00 00 74 40 313010 313510 931 015 00 00 00 182 70 313010 510910 032 UIC D 00 00 4350 00 130 50 313010 313510 G 4785 00N 4187 00D 98 00M 257 10 000010 SURNAME GIVEN NAME ACTIVE 25 JUN 1993 11 G 00N DOD 00M 00 3 22373 81N 16689 510 5684 1250 10 DBPARTMENT TOTALS DOE T DOB DOB DOB T DOR cos DOE 008 DOE DOB T DOE DOE NUM P DSC AMOUNT NUM P DSC AMOUNT NUM P DSC AMOUNT NUM P DSC AMOUNT 001 SAL 21651 63 040 E COM 722 18 005 D FIT 4230 40 909 D BIT 440 00 030 D CPP 423 40 032 D UIC 590 50 020 M CPB 423 40 031 826 70 JUN 30 94 EXAMPLE COMPANY LIMITED EXPAR117 1 02 Pay Type Semi monthly Page 2 Pay Year 93 YTD REGISTER Employee T Current Current YTD YTD Last Dept Number Name DOE Units Arount Units Amount Status Hire Date Per CR GL DB GL 3 22373 81N 16689 51D 5604 30M 1250 10 COMPANY TOTALS DOB T DOE DOE DOE T DOE DOE DOE T DOE DOE DOE T DOE DOE NUM P DSC AMOUNT NUM P DSC AMOUNT NUM P DSC AMOUNT NUM P DSC AMOUNT 001 B SAL 21651 63 040 E COM 722 18 005 D PIT 4230 40 009 D BIT 440 00 030 D CPP 423 40 032 D UIC 590 50 020 M CPE 423 40 031 M UIE 826 70 END OP REPORT EMPLOYEE YTD REGISTER m 7 45 REPORTS EMPLOYEE UI REPORT This program generate a report that details the Unemployment Insurance for the year specified Payroll 100 2 35 Reports 30 05 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 T4 2 Cheques and Register 12 YTD Adjustments 3 Dedu
63. 3135 10 5109 10 3135 10 3135 10 3130 10 3140 10 3130 10 3130 10 3130 10 3130 10 3130 10 3135 10 3135 10 3130 10 3130 10 3130 10 3130 10 3130 10 REPORTS EMPLOYEE YTD REGISTER This program spools a year to date register grouping employees and subtotals by department Payroll TLPAP100 2 35 Reports 30 06 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 T4 2 Cheques and Register 12 VTD fd justnents 3 Deductions Report 13 ETD Renittance 4 DDE Master 14 Employee Pay Profile 5 Employee Master 15 Employee DOE List Enployee Pay Period Information 16 Employee YTD Register 7 Gross Pay Edit Report 17 Enployee UI Report Multiple DOE Recaps 18 Vacation Earned Report 9 Payroll Register Report 10 Single DOE Recaps E Exit E Enter selection Type and press to select Employee YTD register The screen will appear as follows Payrol 117 1 02 Enployee YTD Register 30 66 93 4 4 PAY 5 0 PAY CODE 5 DEPARTMENT CODE Enter PAY YEAR 1 EMPLOYEE YTD REGISTER 7 43 REPORTS The following report options are available PAY YEAR Type the year that you want to report the payroll details for The system will default to the current year PAY TYPE Select the pay type from the following list The default is the current payroll type being processed Annual Bi monthly Monthly Semi monthly Weekly
64. 5 1ookup AUTJ auto El exit The system will prompt you to enter the DOE number F5 can be used to list all numbers Once you have selected the DOE number type to accept that number and the system will start generating the report 7 28 SINGLE DOE RECAP REPORT REPORTS A sample Single DOE Recap report follows 30 06 94 EXAMPLE COMPANY LIMITED EXPAR18S 1 05 DEPT RECAP FOR Gross salary PAGE 1 FOR PAYROLL TYPE BNDING 15 06 1994 EMPLOYEE NUMBER NAME DOE MTD YTD 000005 EMPLOYEE TEST S SAL 1533 33 16866 63 000009 EMPLOYEE TEST S SAL 435 00 4785 00 TOTAL FOR DEPT 2 1968 33 21651 63 TOTAL FOR COMPANY 2 1968 33 21651 63 SINGLE DOE RECAP REPORT 7 29 REPORTS a T4 PREPARATION This program lets you print the T4 s at year end Payroll 100 2 35 Reports 39 86 93 1 19 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 14 2 Cheques and Register 12 Adjustments 3 Deductions Report 13 ETD Remittance 4 DOE Master 14 Enployee Pay Profile 5 Employee Master 15 Employee DOE List 6 Employee Pay Period Information 16 Employee YTD Register 7 Gross Pay Edit Report 17 Employee UI Report Multiple DOE Recaps 18 Vacation Earned Report 9 Payroll Register Report 18 Single DOE Recaps E Exit E Enter selection 11 and press to select 74 The screen will appear as follows
65. 66 LINES PAGE PURCHASE JOURNAL PURCHASE JOURNAL GST Llet CASH DISBURSEMENTS AvP CHEQUE LINEUP CHEQUES ACCOUNTS PAYABLE PURGE AvP OPEN ITEMS NARROU fvP AGED TRIAL BALANCE AVP DETAILED AGED T B AvP DEBIT AGED LIST FUTURE DATED CHEQUES FUTURE DATED PAID 5 CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL Print Reports Start copy D K Page Messages 1 D 1 1 D 1 D i print delete start printing 2 200 EE scroll Ay exit FUNCTION KEYS AND PRINT COMMANDS marks a report for printing marks a report for deleting start printing or deleting the selected reports view the details of the report on the screen Press to view the actual report change the printer defaults moves highlight up one line allowing you to scroll through the reports moves highlight down one line allowing you to scroll through the reports exit the print reports screen without printing anything ZOOMING A REPORT The zoom utility allows you to display a report to the screen To zoom a report highlight the report and type 2 You can use the arrow keys to move through the report will take you to the beginning of the report and will take you to the end of the report When you have finished viewing the report type Esc to exit 12 4 FUNCTION KEYS AND PRINT COMMANDS PRINT REPORTS FUNCTIONS The functions command allows you to change the printer you are going
66. 9 Payroll Register Report 10 Single DOE Recaps E Exit E Enter selection Type 2 followed by to select Cheques and Register The screen will appear as follows PCL Payroll TLPAP165 1 22 CH Spool Cheques amp Register 30 86 93 Typist 14 Payroll type S Period 11 Year 93 Status Processed Cheque stub printing Total page break by departments M Sha raa d were Laks LASER MICR Select Start 7 4 CHEQUE REGISTER AND CHEQUES REPORTS CHEQUE STUB PRINTING The following options are available for Cheque Stub Printing Year to date only The cheque stub will only display the current earnings and the year to date totals Units only The cheque stub will only display the current units and corresponding earnings Both The cheque stub will display the current units and current earnings as well as year to date earnings PAGE BREAKS BY DEPARTMENTS Type if you don t want page breaks by departments if you do CHEQUE TYPE The cheque type field displays the type of cheque style that will be used when printing the payroll cheques If the cheque type is set to R for MICR cheque printing the printer number will also be displayed CHEQUE REGISTER AND CHEQUES 7 5 REPORTS 60 1 T nsa sample Cheque Register report follows 30 06 94 DEPT Period 11 EMPLOYEE NUM
67. BER NAME 000005 EMPLOYEE NAME 000009 EMPLOYEE NAME Company totals EXAMPLE COMPANY LIMITED CHEQUE REGISTER FOR PAYROLL S ENDING 15 06 1994 CHEQ PAY NO DATE GROSS 0275 15 06 1994 1533 33 0276 15 06 1994 435 00 1968 33 FED TAX 00 00 00 PROV TAX 00 00 00 00 00 00 UIC MISC DED 00 00 00 40 00 00 40 00 EXPAR165 1 22 PAGE 1 CHQ AMT UIC BARN 1493 33 00 435 00 00 1928 33 7 6 CHEQUE REGISTER AND CHEQUES REPORTS PRINTING MICR CHEQUES If you are printing your payroll cheques using the MICR cheque printing program the system will automatically download the MICR font to the selected printer The following message will be displayed before the payroll cheques are printed to ensure you have the MICR Toner cartridge in your printer POLYMATHIC COMPUTER CORPORATION Print Reports Report D K page Copy Page Messages CHEQUE PRINT SETUP CODES EPSON CASH DISBURSEMENTS CHEQUE LINEUP ACCOUNTS PAYABLE CHEQUE PURGE DETAILED FINANCIAL STATEMENTS SUMMARY FINANCIAL STATEMENTS ANALYTICAL REVIEW INDIVIDUAL ANALYTICAL REUIEU ALL CLIENT G L LIST GENERAL JOURNAL G L PRELIMINARY T lt lt lt ATTENTION gt gt gt ACCRUALS LISTING The MICR TONER cartridge T4 PRINT CODES nust be loaded EMPLOVEE MASTER VID PAYROLL ADJUS PAVROLL EDIT REPO PAYROLL CHEQUE CANCEL EN TT CHEQUE REGISTER AND CHEQU
68. ES 7 7 REPORTS DEDUCTIONS REPORT This report prints a list of all deductions for each employee for the specified pay period Payroll TLPAP100 2 35 Reports 30 06 93 u 18 Status Pryl GL jrn run 1 Cheque Reconciliation 11 T4 2 Cheques and Register 12 YTD fid justnents 3 Deductions Report 13 ETD Remittance 4 DDE Master 14 Employee Pay Profile 5 Employee Master 15 Employee DOE List 6 Employee Pay Period Information 16 Employee YTD Register 7 Gross Pay Edit Report 17 Employee UI Report Multiple DOE Recaps 1B Vacation Earned Report 9 Payroll Register Report 18 Single DOE Recaps E Exit E Enter selection Type 3 and press to select Deductions Report The screen will appear as follows Payroll TLPAP160 1 01 Spool Deductions Edit Report 39 66 93 Select Start Exit 5 followed by to prepare report 7 8 DEDUCTIONS REPORT REPORTS A sample Deductions report follows 30 06 94 EXAMPLE COMPANY LIMITED EXPAR160 1 01 DEPT DEDUCTIONS EDIT REPORT PAGE 1 FOR PAYROLL TYPE S ENDING 15 06 1994 EMPLOYER T NUMBER NAMB P DOE UNITS RATE AMOUNT 000005 BMPLOYEE TEST S PIT 00 00 00 BIT 00 00 40 00 CPP 00 00 00 vic 00 00 00 Gross 1533 33 1493 33 40 00 000009 EMPLOYEE 5 S FIT 00 00 00 00 00 00 UIC 00 00 00 5 435 00 Net 435 00 00 TOTAL FOR DEPT 2 40 00 30 06 94 EXAMPLE COMPANY LIMITED EXPAR160 1 01 DEDUCTIONS EDIT RBPORT PAGE 2 FOR
69. Esc to exit the DOE entry program and Esc again to exit the Employee Master program EMPLOYEE MASTER DOE ENTRY m 8 9 MAINTENANCE AND INQUIRY EMPLOYEE DATA INQUIRY This program allows you to display current or month to date and year to date totals of each DOE for a specific employee Payroll TLPAP100 2 35 Maintenance and Inquiry 30 06 93 Status Pryl GL JRN run 1 Employee Master 2 Employee Data Inquiry 3 Employee UIC 4 Pay Period 5 DOE Master 6 Match Cancelled Cheques 7 Purge Cheques B Record of Enploynent 9 Sort Pay Period File 18 MICR Cheque Printer Setup E Exit E Enter selection Type 2 and press to select Employee Data Inquiry The screen will appear as follows PCL Payroll TLPAP190 1 05 CH Enployee Data Inquiry 31 97 93 Enployee 088910 TEST EMPLOYEE Select Current Other Exit 8 10 EMPLOYEE DATA INQUIRY MAINTENANCE AND INQUIRY Type the employee number and press for the employee that you want to do an inquiry on The following functions are then available Display current periods information 9 Display month to date and year to date totals Exit A sample screen is a follows CH Enployee Inquiry 31 97 93 Enployee 0898010 TEST EMPLOYEE Current Pays amp Benefits Deductions Fld DOE Units Rate Amount Fld Rate Amount 1 091 SAL 095 66 1600 60 4 605 FIT 09 192 21 2 020 CPE 805 80 22 32 5 809 68 08 3 88 88 42 98 6
70. HASE JOURNAL GST Llet CASH DISBURSEMENTS AvP CHEQUE LINEUP CHEQUES ACCOUNTS PAYABLE PURGE AvP OPEM ITEMS NARROW A P AGED TRIAL BALANCE AvP DETAILED AGED AvP DEBIT AGED LIST FUTURE DATED CHEQUES FUTURE DATED PAID INUDICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL ij print delete j start printing Z zoon iXl functions lt 11 ZJ exit 12 2 PRINTING SPOOLED REPORTS PRINT REPORTS PRINT SCREEN FIELDS The print screen is made up of seven columns The function of each column is as follows Report name This is an identification label assigned to the various reports which may be spooled Each individual report is assigned a unique name by the system cpy This column is used to indicate the number of copies of the individual report which are to be printed D K This column is used to indicate whether the spooled report should be deleted from or kept on the disk after it has been printed Start page This column is used to indicate the page number on which you wish to start printing each report This would normally be page one Status The next three columns labeled Copy Page and Messages are used by the system during printing to display the current copy and page being printed and other status messages The system will automatically scan the disk for spooled print reports when you select print reports from the main menu This may take several minutes The system will then display the names of the reports which
71. LIMITED PAYROLL REGISTER FOR PAYROLL TYPE S ENDING 15 06 1994 MISC PAYS BENEFITS BOE AMOUNT DOB AMOUNT 00 UIE 00 1533 33 00 UIE 00 435 00 00 vic 00 00 UIE 00 00 DEDUCTIONS AMOUNT FIT 00 EIT 40 00 CPP 00 UIC 00 40 00 FIT 00 00 UIC 00 00 FIT 00 EIT 40 00 CPP 00 uric 00 00 40 00 EXAMPLE COMPANY LIMITED PAYROLL REGISTER FOR PAYROLL TYPE S ENDING 15 06 1994 EXPAR150 1 07 1 1493 33 435 00 1928 33 150 1 07 2 PAYROLL REGISTER REPORT 7 27 REPORTS SINGLE DOE RECAP REPORT This report displays the month to date and year to date totals for a single DOE Payroll TLPAP100 2 35 Reports 30 85 93 Status Pryl GL jrn 1 Cheque Reconciliation 11 14 2 Cheques and Register 12 YTD Adjustments 3 Deductions Report 13 ETD Renittance 4 DOE Master 14 Employee Pay Profile 5 Employee Master 15 Employee DOE List 6 Enployee Pay Period Information 16 Employee YTD Register 7 Gross Pay Edit Report 17 Employee UI Report B Multiple DOE Recaps 18 Vacation Earned Report 9 Payroll Register Report 19 Single DOE Recaps E Exit E Enter selection Type and press E to select single DOE Recaps The screen will appear as follows Payroll TLPAP185 1 05 Single DDE Recap report 39 85 93 CHPRR185 PRT DDE to recap nter DOE number F
72. POLYMATHIC COMPUTER CORPORATION PAYROLL SYSTEM Congratulations on the purchase of your Polymathic Payroll System To install the enclosed software please do the following 1 Verify that you have the following diskettes Polymathic Payroll Disk 1 Polymathic System Disk e Example Company 2 Read the Installation Guide and follow the procedures for installing the programs on your computer 3 Read the User s Manual and follow the Payroll Cycle processing checklists outlined in Chapter 2 4 Complete and mail the Software Registration Form GENERAL LEDGER SYSTEM INSTALLATION GUIDE COPYING PROGRAMS TO HARD DISK The Polymathic Payroll System is distributed on four diskettes Before using the Payroll programs you should copy all files on these four diskettes on to your hard disk as outlined in the following example This example assumes that your diskette drive is Drive A and your hard disk is Drive C 1 Insert the diskette labeled Polymathic Payroll Disk in Drive A 2 Run the installation procedure by typing A PYINSTAL A C 3 Follow the remaining instructions displayed by the installation program The Polymathic Payroll System is now ready to be initialized INITIALIZING THE POLYMATHIC PAYROLL SYSTEM Setting the Drive Search Defaults Polymathic Payroll System allows the user to specify which drives are to be searched for data and program files Initially the system will only search the logged on
73. QUES DAILY PROCESSING MAKING CHANGES TO PREPARED PAYROLL If you wish to make any changes prior to printing cheques simply return to selection three Employee Pay Data Entry of the Daily Processing menu and make the necessary modifications After you have entered the required changes re run the following options From the Daily Processing menu re run 1 Option 4 Calculate Deductions 2 Option 5 Process Payroll 3 Option 6 Vacation Pay Cheques if required From the Report menu re run 4 Option 3 Deductions Report 5 Option 7 Gross Pay Edit Report 6 Option 9 Payroll Register Report Review the revised output If you still wish to make more changes prior to spooling the cheque register and cheques repeat the steps above again If you are satisfied with the changes Spool the cheque register and cheques MAKING CHANGES TO PREPARED PAYROLL 5 19 CHAPTER 6 YEARLY PROCESSING PAYROLL SYSTEM Payroll TLPAP100 2 35 Main Menu 39 86 93 1 Daily processing 2 Yearly processing 3 Reports 4 Maintenance and inquiry 5 Data file status 6 Company information E Exit E Enter selection Type 2 followed by to select Yearly processing The screen will appear as follows Yearly Processing 39 06 93 Status Pryl GL jrn run 1 VID fid justnents 2 Vear End Processing E Exit E Enter selection PAYROLL SYSTEM 6 1 YEARLY PROCESSING YTD ADJUSTMENTS 1 Payroll ILPRP100 2 35 Vearly Processing 30
74. RE DATED CHEQUES FUTURE DATED PAID INVOICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL lj print delete start printing zoom lt 11 9 Highlight the correct printer device and press Enter 12 6 FUNCTION KEYS AND PRINT COMMANDS 13 DAILY STARTUP To start using your payroll system for daily use follow the steps outlined below ONE LOGICAL DRIVE At the operating system prompt type POLYSYS and press Enter The following screen will appear POLYMATHIC COMPUTER CORPORATION 1 Sign on to Existing Conpanies 2 Initialize Neu 3 Exit to Operating Systen Use scroll keys 4 UED Help Type 1 or press to sign on to an existing company The following screen will appear POLYMATHIC COMPUTER CORPORATION 3 04 MARCH 24 1994 SIGNON PROCESSING Crt 7 12 21 46 Typist amp Last signon date Last month closed Company Last year end Booted drive gt P DEMD RA Prior year status 1 User Nunber 2 Password 3 Company Enter 1 to operating systen 1 1 to menu ONE LOGICAL DRIVE 13 1 DAILY STARTUP LOG ON INSTRUCTIONS Log on to the system as follows 1 2 Enter your typist number The default value is 1 Enter your password The default is 3 Type the company initials for the company you wish to sign on to and press Enter F5
75. STEM set up for this Do you want to set up a PAYROLL SYSTEM and press to setup the Payroll system The following screen will then appear PAYROLL Systen Information GENERAL COMPANY INFORMATION Company initials HH Short Company Long Company nane ANY COMPANY LIMITED Payroll Type Payroll Period Processing Year Cheque Type Last Cheque Nunber Payroll GL Interface Pension Plan Nunber Employer Account 8 Enter GSI LOOKUP 9 End For more information on the above fields please refer to the beginning of this chapter 11 6 COMPANY INFORMATION CHAPTER 12 PRINT REPORTS PRINTING SPOOLED REPORTS Polymathic application software generates reports by spooling to disk files This means that when you wish to produce a report such as the Chart of Accounts the report is not printed directly to the printer but is saved or spooled on your hard disk for printing at some later time Spooling reports rather than printing them directly has several advantages some of which are as follows 1 Reports are produced faster since writing to disk is faster than printing directly to a printer 2 All reports which have been spooled to the disk may be printed at one time instead of waiting for the printer to finish printing one report before printing the second report 3 You can print multiple copies of the same report without having to re
76. Single DDE Recaps E Exit E Enter selection Type and press to select Employee Pay Profile The screen will appear as follows Payroll TLPAP100 2 35 Reports 30 06 93 Enployee Pay Profile Status Pryl GL JRM run 1 Detail report 2 Sunnary report Enter selection 1 1 7 38 EMPLOYEE PAY PROFILE REPORTS DETAILED REPORT Payroll Employee Pay Profile Report file 225 Page Starting period 01 Starting year 93 Ending period 11 Ending year 93 Select Start it 225 1 04 30 05 93 modify the pay periods included type and enter the field number corresponding to the field you want to change F5 can be used to list the dates and status of each pay period Once you have the correct pay period information type S to start the report processing The system will then prompt you to enter an employee number If you would like to print the report for all employees press otherwise enter the employee number for the employee you want the report for F5 can be used to list all employees A sample Detailed Employee Pay Profile report follows 31 07 93 9311 001 SAL 1533 33 003 00 005 FIT 00 002 DRW 004 020 030 BXAMPLE COMPANY LIMITED Employee Pay Profile Starting PBRIOD YEAR 11 93 Ending PERIOD YBAR 12 93 000005
77. Single DOE Recaps E Exit E Enter selection 12 and press to select YTD Adjustments The screen will appear as follows Payroll 141 1 04 List VTD ftd justnents 38 85 93 1 List all ad justnents 2 List all unprinted adjustments E Exit E Enter selection YTD ADJUSTMENTS REPORT s 7 33 REPORTS ess The options available are as follows 1 List all adjustments 2 List all unprinted adjustments E Exit If you type 1 followed by the system will list all the payroll adjustments posted to date If you type 2 followed by the system will list all the unprinted posted payroll adjustments A sample YTD Adjustments report follows 30 06 94 EXAMPLE COMPANY LIMITED PAGE 1 YTD ADJUSTMENTS REPORT EMPLOYEE DOE DOE ADT ADJ YTD YTD NUMBER NAME NO DESC UNITS AMOUNT UNITS AMOUNT 000005 EMPLOYEE TEST 001 SAL 00 1533 33 00 36549 92 000007 EMPLOYEE TEST 001 SAL 00 400 00 00 9612 00 DOE TOTALS 001 SAL 1933 33 7 34 YTD ADJUSTMENTS REPORT REPORTS ETD REMITTANCE This report prints a summary of tax deductions and the total amount to be remitted per employee to the government Summary totals of all employees are also included at the end of the report Payroll TLPAP100 2 35 Reports 30 66 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 T4 2 Cheques and Register 12 YTD Ad justnents 3 Deductions Report 13 ETD Renittance 4 DOE Master 14 Employee Pay Profile
78. TLPAPI15 2 09 Employee Master List 30 66 93 Enter 1 number 2 List ALL E Exit Report file CHPAR115 PRT Page Enter DSI LOOKUP 9 Exit Type the required employee number followed by can be used to list all employees 7 14 EMPLOYEE MASTER REPORTS A sample list follows 30 06 93 EXAMPLE COMPANY LIMITED EXPAR115 2 09 Bmp no 000009 Employee Master Pile Page 1 1 1 000009 15 Hire date 23101992 ACTIVE 2 Last name EMPLOYEE 16 Term date UI WB8BKS 3 Pirst nane initial TEST 17 Pay freq S 1 00 11 00 4 Strect STRBET ADDRBSS 18 Pay code S 2 00 12 00 5 City CITY 19 Pay rate 000 3 00 13 00 6 Province PROVINCR 20 Job descrip 4 00 14 00 7 Postal code POSTAL CODE 21 Vac pay 0 04 5 00 15 8 Telephone 905 718 4089 22 Fed exemption 00 6 00 16 9 Birth date DD MM YEAR 23 Prov exemption 00 7 00 17 10 Sex 24 Dept 8 00 18 11 Marital status S M CL D 25 Salary 00 9 00 19 12 Social ina 999 399 999 26 Reg hrs 00 10 00 20 13 Bank account no 1111111 27 Reg hrly rate 00 14 Savings account no 2222222 28 Overtime rate 00 DOB Start Date End Cur Units DOE Rate DOE Amount Identification Units Mtd Amount Ytd Amount UP 001 23 10 1992 00 00 00 00 00 10 Gross salary SAL ACTIVE 00 313510 PAYROLL CLEARING 571010 SALARIES FIRST LAST NAME 005 23 10 1992 00 00 00 00 00 10 Pederal tax
79. YTD NO DES UNITS AMOUNT UNITS AMOUNT UNITS AMOUNT 001 SAL 00 1533 33 00 00 00 002 DRW 00 00 00 00 00 004 CAR 00 00 00 00 00 003 OHP 00 00 00 00 00 008 v C 4 00 00 00 00 00 020 CPE 00 34 90 00 00 00 031 00 64 40 00 00 00 005 FIT 00 362 06 00 00 00 009 00 40 00 00 00 00 030 00 34 90 00 00 00 032 00 46 00 00 00 00 EMPLOYEE PAY PERIOD INFORMATION 7 21 REPORTS GROSS PAY EDIT REPORT This report displays all earnings codes by individual employee The report can be used as a final check of the earnings updated in the employee file before running the payroll calculations Payroll TLPAP100 2 35 Reports 39 86 93 1 10 Status Pryl GL jrn run 1 Cheque Reconciliation 11 T4 2 Cheques and Register 12 YTD Adjustments 3 Deductions Report 13 ETD Renittance 4 DOE Master 14 Employee Pay Profile 5 Employee Master 15 Employee DOE List 6 Employee Pay Period Information 16 Employee YTD Register 7 Gross Pay Edit Report 17 Employee UI Report Multiple DOE Recaps 18 Vacation Earned Report 9 Payroll Register Report 10 Single DOE Recaps E Exit E Enter selection Type 7 followed by to select Gross Pay Edit Report The screen will appear as follows Payroll TLPAP155 1 02 Spool Gross Pay Edit 39 96 93 _ Select Start Type S followed by to prepare report 7 22 GROSS PAY EDIT REPORT REPORTS
80. are setting up the DOE for each individual employee DEBIT GL CODE Enter the gl code that is going to be debited during payroll processing can be used to list all valid GL codes and can be used to add a new GL code CREDIT GL CODE Enter the GL code that is going to be credited during payroll processing can be used to list all valid GL codes and can be used to add a new GL code ZERO UNIT This field is coded by typing Y followed by Enter Y will zero unit field after updating and will not zero the units This field is typically used for hourly payrolls ZERO RATE The available functions are as follows Zeros the rate field after updating N Does not zero the rate field after updating 1 Initializes the rate to the amount you set up in the Rate field Type your choice and press Enter 8 18 DOE MASTER MAINTENANCE MAINTENANCE AND INQUIRY ZERO AMOUNT The available functions are as follows Zeros the amount field after updating N Does not zero the amount field after updating Initializes the amount to the value to entered in the Amount field Type your choice and press Enter Once you have entered all fields review the information and if everything is correct type A to accept and save the data DOE MASTER MAINTENANCE 8 19 MAINTENANCE AND INQUIRY MATCH CANCELLED CHEQUES This program allows you to cancel cheques that have been cashed Cheques that have been canc
81. create and reprint the report 4 You start printing at any page number After you have spooled one or more reports using the programs outlined in Chapter 7 you can print them by selecting Print Reports from the Main Menu MAIN MENU MASTER 3 16 Sun FEB 28 93 14 01 27 1 Payroll 2 Accounts Receivable 3 Accounts Payable 4 Sales Analysis S General Ledger 6 Security 7 Systen Utilities B Daily Closing 9 Monthly Closing 10 Print Reports 11 Time Accounting 12 Fixed Assets 13 Inventory Order Entry 14 Vertical Markets Q Query S Status E Exit E Enter selection To select Print Reports type and press Enter PRINTING SPOOLED REPORTS 12 1 PRINT REPORTS The screen will appear as follows MAIN MENU MASTER 3 16 MAR 31 93 11 42 01 1 1 2 Accounts Receivable 3 Accounts Payable 4 Sales Analysis 5 General Ledger 6 Security 7 Systen Utilities 8 Daily Closing 9 Monthly Closing 10 Print Reports 11 Time Accounting 12 Fixed Assets 13 Inventory Order Entry 14 Vertical Markets Q Query PRINT Reports Status FAX Reports E Exit 10 Enter selection T 1 To print a report press Please call Polymathic if you want to be able to Fax out reports The print screen will appear as follows LPT1 2 Report nane P LJZ2 SMALL PRINT CHEQUE PRINT SETUP CHP LASER CHEQUE PRINT SETUP CODES EPSON HP LJ2 66 LINES PRGE PURCHASE JOURNAL PURC
82. csescesoncatensesesencersens 7 22 MULTIPLE DOE RECAP REPORT se esos esee tae asses SED asus Pea 7 24 PAYROLL REGISTER 1 1 1 1 131 n esteso sese ese Pon ene se atas pea ae a mS ama SS e Bue 7 26 SINGLE DOE RECAP REPORT cccsssssssssssscscncserorsncnsensscnsnssacsosseressesessasesensssenonsenessesesoesesessesersoseacessenes 7 28 4 PREPARATION ccscssssnsrsssssonsnsssensnoscnsnssecoecesecsescerensenersnroncncecsonsorsacensseenesesceneneesssensesensencesesescessesce 7 30 YTD ADJUSTMENTS REPORT ccccccssssescecsssesescnssroncosonsssersesoscesssessssessesenssorsercesesenscscssesensesencessrensestence 7 33 ETD REMITTANCE sccccssrsscscsssscncscscscsscncssesscnsescseessnorssnerssensuoenouasonsscssessssessusssenscnassnensensessvescosconensecerseses 7 35 Processing Periods scsscssossseessscsccsssssssesessessessssssssssssssssssssnsesassressetenesaneassnsesersssesascotersvecsersansncensonacs 7 36 Department 7 36 Extra DO RR 7 36 EMPLOYEE PAY PROPFTILE cere esee eese eese 7 38 Detailed 7 39 Summary 1
83. ctions Report 13 ETD Renittance 4 DOE Master 14 Employee Pay Profile 5 Enployee Master 15 Employee DOE List 6 Enployee Pay Period Information 16 Enployee YTD Register 7 Gross Pay Edit Report 17 Enployee UI Report B Multiple DDE Recaps 18 Uacation Earned Report 9 Payroll Register Report 10 Single DDE Recaps E Exit E Enter selection Type and press to select Employee Ul report The screen will appear as follows Payroll 221 1 00 Enployee UIC Report JUN 30 93 Payroll Year 93 _ Select JI Start JI Modify 1 amp Type S and press to spool the report 7 46 EMPLOYEE UI REPORT REPORTS pS EEEE EE A sample detailed and summary Employee UI report follows JUN 30 94 EXAMPLE COMPANY LIMITED EXPAR222 1 00 Pay Year 94 Page 1 UI SUMMARY Last Total Employee Pay UI Total Number Last Name First Name Period Periods Premium 000005 SURNAME GIVEN NAME 10 111 32199 93 000009 SURNAME GIVEN 10 111 6120 00 000010 SURNAME GIVEN 00 JUN 30 94 EXAMPLE COMPANY LIMITED EXPAR221 1 00 Pay Year 94 UI DETAILS Page 1 PAY PAY PAY PAY PER PREMIUM PER PREMIUM PER PREMIUM PER PREMIUM Employee 000005 SURNAME GIVEN NAME 1 1533 33 14 1533 33 27 00 40 00 Semi monthly 2 1533 33 15 1533 33 28 00 41 00 Status ACTIVE 3 1533 33 16 1533 33 29 00 42 00 Last Pay Period 10 4 1533 33 17 1533 33 30 00 43 00 Total UI Weeks 111 5 1533 33 18 1533 33 31 00 44 00
84. d after every entry to start processing The only time you don t press is when you are using a function key such as F5 MENUS AND SUBMENUS The programs that make up this accounting package are accessed by means of a menu Each menu choice is displayed on the screen with a number to its left To make a selection type the number of the desired item and press 7 Enter For example the following menu is typical MAIN MENU MASTER 3 16 Sun FEB 28 93 14 01 27 1 Payroll 2 Accounts Receivable 3 Accounts Payable 4 Sales Analysis 5 General Ledger 6 Security 7 Systen Utilities Daily Closing 9 Monthly Closing 10 Print Reports 11 Time Accounting 12 Fixed Assets 13 Inventory Order Entry 14 Vertical Markets Q Query S Status E Exit E Enter selection To select Payroll you would type Q and press Enter When an application has been selected a submenu is frequently displayed providing a number of further choices on how the application is to be run or what part of the application is to be run INSTRUCTIONS m 3 1 GENERAL DATA ENTRY For example the following is a typical submenu Main Menu 1 Daily processing 2 Yearly processing 3 Reports 4 Maintenance and inquiry 5 Data file status 6 Company information E Exit E Enter selection To select Daily processing you would type 1 and press t Enter OPTIONAL FIELDS Optional fields fields not required may be skipped by pressing
85. details the earnings per employee and department for the specified period Payroll ILPRP100 2 35 Reports 30 06 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 T4 2 Cheques and Register 12 YTD fid justnents 3 Deductions Report 13 ETD Renittance 4 DOE Master 14 Employee Pay Profile 5 Employee Master 15 Employee DOE List 6 Employee Pay Period Information 16 Employee YTD Register Gross Pay Edit Report 1 Employee UI Report B Multiple DOE Recaps 1B Vacation Earned Report 9 Payroll Register Report 10 Single DOE Recaps E Exit E Enter selection Type and press to select Vacation Earned Report The screen will appear as follows Payroll TLPAP600 1 00 VACATION EARNED REPORT AUG 05 94 CURRENT PAY YEAR 93 LAST PAY PERIOD 12 DOE 668 1 VACATION PAY EARNED 93 8 STARTING PERIOD 01 ENDING PERIOD 12 EMPLOVEE SELECTION fi 1 Select Ijl Start 1 3 7 48 VACATION EARNED REPORT REPORTS The following report options are available PAY YEAR Type the year that you want to report the payroll details for The system will default to the current year PAY TYPE Select the pay type from the following list The default is the current payroll type being processed Annual Bi monthly Monthly Semi monthly Weekly COCCO STARTING PERIOD Enter the starting period that you want to earnings listed for The default is 01 ENDING PERIOD The end period will default
86. displayed type to accept the employee The following screen will appear Enployee Pay Data Entry Enployee number 098010 Name TEST EMPLOVEE Gross 1065 30 Earnings 1008 08 Deductions 245 23 Met pay Pays amp Benefits Deductions Fld DDE Units Rate Amount Fld DOE Units Rate 1 091 SAL 005 00 1000 80 4 005 FIT 895 60 2 029 B8 60 22 32 5 809 EIT 805 69 3 031 895 60 42 98 6 030 CPP 80 89 032 UIC 1989 895 89 1 Select 1 Ltjj Calculate Deductions 191 121 1 The following options will appear Field Enter the number corresponding to the DOE you want to modify Accept and save the changes Calculate the tax deductions for this employee only Cancel any modifications made E Exit back to the employee selection screen Modify the required DOE s for each employee Then proceed to the next step Calculate deductions 5 8 EMPLOYEE PAY DATA ENTRY DAILY PROCESSING G L CODES To modify the GL accounts that are debited and credited for each DOE type 2 followed by Enter The system will prompt you to enter the number of the employee that you want to modify the data for can be used to list all employees Once you have entered the employee number the system will display the employee s name and prompt you to accept this employee or display another employee If the correct employee name is displayed type A to accept the e
87. e key can then be used to view the next cheque Once you have finished cancelling cheques press to exit MATCH CANCELLED CHEQUES a 8 21 MAINTENANCE AND INQUIRY PURGE CHEQUES This program allows you to clear the file of all cheques that have been cancelled Payroll 100 2 35 Maintenance and Inquiry 38 85 93 Status Pryl GL JRN run 1 Employee Master 2 Employee Data Inquiry 3 Employee UIC 4 Pay Period 5 DOE Master 6 Match Cancelled Cheques 7 Purge Cheques B Record of Employnent 9 Sort Pay Period File 10 MICR Cheque Printer Setup E Exit E Enter selection Type Z and press to select Purge Cheques The screen will appear as follows Payroll ILPRP210 1 04 Cheque File Purge 30 06 93 Select Start Exit Type S and press to start the purge 8 22 PURGE CHEQUES MAINTENANCE AND INQUIRY RECORD OF EMPLOYMENT This program allows you to prepare the standard record of employment form required by Revenue Canada for collection of unemployment insurance benefits 11 TLPAPIOO 2 35 Maintenance and Inquiry 30 06 93 Status Pryl GL JRN run 1 Employee Master 2 Employee Data Inquiry 3 Enployee UIC 4 Pay Period 5 DOE Master 6 Match Cancelled Cheques Purge Cheques Record of Enploynent 9 Sort Pay Period File 10 MICR Cheque Printer Setup E Exit E Enter selection Type 8 and press to select Record of Employment The screen will appear as follows
88. ear as follows Payroll Daily Processing 39 85 93 Status Pryl GL jrn run 1 Payroll type 5 2 Payroll period 10 3 Processing year 93 4 Cheque type Standard _l Enter CJl fAccept 1 5 2 CHANGE PROCESSING DATA DAILY PROCESSING The available functions are as follows Field t Select a field number to modify Accept and save modifications Esc Exit to main menu PAYROLL TYPE 1 followed by to modify the payroll type The following types are available Annual Monthly Semi monthly Bi weekly Weekly 26096 PAYROLL PERIOD To change the payroll period type 2 followed by Enter Type the payroll period number for this payroll For example if you were doing payroll for May and payroll was done on a monthly basis the pay period would be 5 PROCESSING YEAR This field automatically defaults to the current year If you have to change the year type 8 followed by and type the year you want to process payroll for CHEQUE TYPE To change the cheque style type 4 followed by Enter The following cheque types are available Standard Non standard Moore Laser Moore Laser LT102 Laser MICR Special This modification will permanently change cheque type CHANGE PROCESSING DATA 5 3 DAILY PROCESSING PAY PERIOD MAINTENANCE This program allows you to inform the system of the dates of the pay period and the DOE
89. ectory path to where the program files are for the payroll system BATCH DIRECTORY Enter the drive letter and directory path to where the batch files are kept The system will then prompt you to accept and save the information Review the data you have entered and if everything is correct type A to accept and save the data The screen will then appear as follows POLYMATHIC COMPUTER CORPORATION 1411100 1 27 Company Setup and Information Company nunber Long Company Short Conpany Conpany initials Mailing Address 1 Nane 2 Address 3 4 5 Telephone number 6 Fax nunber Select Ljl Rccept Cyl Modify Screen COMPANY INFORMATION 11 3 Continue entering the information as follows NAME Enter the company name as you wish it to appear on collection letters accounts receivable statements etc ADDRESS Enter up to four lines for the company address as you wish it to appear on collection letters accounts receivable statements etc Once again the system will prompt you to accept and save the data Review what you have entered and if everything is correct type A and press to save the data The following screen will appear POLYMATHIC COMPUTER CORPORATION 1 Sign on to Existing Companies 2 Initialize New 3 Exit to Operating Systen Use scroll keys 74 1
90. ee portion 8 16 DOE MASTER MAINTENANCE MAINTENANCE AND INQUIRY DOE DESCRIPTION Enter a description for the DOE in this field The maximum number of alpha numeric characters that can be entered is thirty DOE SHORT DESCRIPTION This field is used to give the DOE a short description that will appear with the DOE number in most reports The maximum number of characters that can be entered in this field is three TAXABLE NON TAXABLE This field is coded by typing for taxable DOE s or for non taxable DOE s TYPE The valid DOE types are as follows 5 Deduction E Earnings Memo Miscellaneous pays Type the letter corresponding to your choice and press 2 Enter DOE FREQUENCY The valid DOE frequency codes are as follows Annually Bi weekly M Monthly 5 Semi monthly Weekly Type the letter corresponding to your choice and press DOE MASTER MAINTENANCE 8 17 MAINTENANCE AND INQUIRY RATE If the DOE has a constant rate for every employee the amount can be entered in this field If the DOE amount varies by employee this field should be left blank and the information should be entered in the Employee Master when you are setting up the DOE s for each employee RATE TYPE You must specify whether or not the DOE is a dollar figure or a percentage This field is mandatory AMOUNT If the amount for the DOE is constant for every employee enter it here otherwise enter the amount while you
91. elled can be purged from the cheque file Payroll 100 2 35 Maintenance and Inquiry 30 66 93 Status Pryl GL run 1 Employee Master 2 Enployee Data Inquiry 3 Enployee UIC 4 Pay Period 5 DOE Master 6 Match Cancelled Cheques Purge Cheques 8 Record of Employnent 9 Sort Pay Period File 10 MICR Cheque Printer Setup E Exit E Enter selection Type 6 and press to select Match Cancelled Cheques The screen will appear as follows Cancelled Cheque Matching 30 86 93 Bank statement date 30 6 93 30 931 Select tart xit 8 20 MATCH CANCELLED CHEQUES MAINTENANCE AND INQUIRY The available functions are as follows S Start M Modify E Exit If the sign on date is the same as your bank statement type S followed by If the date is not the same type V and modify the date The screen will appear as follows 11 200 1 05 Cancelled Cheque Matching 30 96 93 Bank statenent 30 6 93 JAN 38 931 Cancelled cheque no 2 Amount Employee name Issue date Cancel date Enter cheque 1 Enter the number of cheque to be cancelled and system will display the amount employee name and issue date as well as prompt you with Do you want to cancel this cheque Y N Y to cancel the cheque or if you do not want to cancel the cheque Th
92. ent DIS cao ioi BLEND US eta CI De Nou eU ee ba Ra or edad 8 8 S etin dd S QU p 8 8 Do ust er eor ees cr ei Lat aac CEDE 8 8 ra deb 8 8 HAM 8 9 DOE 8 9 Die BHO 8 9 COS NRI T 8 9 EMPLOYEE DATA INQUIRY 8 10 EMPLOYEE UIC 8 12 PAY 8 14 DOE MASTER MAINTENANCE css ccssssiscscassnssessesscascassscsvssnsconssescsnnssaesaedseternessdeunenncedseinntducnavceeavenssoniavsseabis 8 15 DOE vena 8 16 DOE Description eee 8 17 DOE Short Description 8 17 Taxable Non taxable 8 17 8 17 DOE Fredu liey 8 17 8 18 Rate o RM 8 18 8 18 Debit GL Code 8 18 Credit GL Coderen M 8 18 Zero 8 18 TR AUG e Cem 8 18 Zero ATIOUDL d oco rre e aet bites AB ees ee ase 8 19 MATCH CANCELLED CHEQUES 8 20
93. ept the options and S to start generating the report A sample Summary Employee Pay Profile report follows 30 06 94 EXAMPLB COMPANY LIMITED Page 1 Employee Pay Profile EXPAR226 1 03 Summary Report 000005 EMPLOYEE TEST 001 SAL 002 DRW 003 004 CAR 005 FIT 008 V C 009 020 030 CPP 031 UIE 032 UIC 040 COM 16866 63 00 00 00 3620 60 00 440 00 349 00 349 00 644 00 460 00 00 000009 EMPLOYEE TEST 001 SAL 005 PIT 020 030 CPP 031 UIE 032 UIC 4785 00 393 10 74 40 74 40 182 70 130 50 30 06 94 EXAMPLE COMPANY LIMITED Page 2 Employee Pay Profile 226 1 03 Summary Report RUN TOTALS 001 SAL 002 DRW 003 OHP 004 CAR 00S FIT 008 009 EIT 020 030 031 UIE 21651 63 00 00 00 4013 70 00 440 00 423 40 423 40 826 70 032 UIC 040 590 50 00 7 40 EMPLOYEE PAY PROFILE REPORTS EMPLOYEE DOE LIST This report lists active DOE s for each employee including the current DOE amount and the credit and debit GL codes Payroll TLPAP100 2 35 Reports 30 66 93 10 Status Pryl GL jrn run 1 Cheque Reconciliation 11 14 2 Cheques and Register 12 VTD Adjustments 3 Deductions Report 13 ETD Renittance 4 DOE Master 14 Enployee Pay Profile 5 Enplogee Master 15 Enployee DOE List 6 Enployee Pay Period Infornation 16 Enployee VTD Register 7 Gross Pay Edit Report 17 Enployee UI Report B Multiple DOE Recaps 18 Vacation Earned Report 9 Payroll Register Report 10 Single DOE Recaps E Exit
94. ha numeric characters Type the employee s last name and press FIRST NAME INITIAL This field is coded by entering a maximum of twenty alpha numeric characters Type the employee s first name and press Enter STREET This field is coded by entering a maximum of thirty five alpha numeric characters Type the employee s address and press Enter CiTY This field is coded by entering a maximum of twenty alpha numeric characters Type the city and press Enter EMPLOYEE MASTER 8 3 MAINTENANCE AND INQUIRY T PROVINCE This field is coded by entering three alpha characters The three characters are the abbreviation of one of the ten Canadian provinces or two territories The available abbreviations are as follows ALT Alberta B C British Columbia MAN Manitoba N B New Brunswick NFL Newfoundland N S Nova Scotia ONT Ontario PEI Prince Edward Island P Q Quebec SAS Saskatchewan NWT North West Territories YKN Yukon POSTAL CODE This field is coded by entering a maximum of six alpha numeric characters the postal code and press Enter TELEPHONE NUMBER This field is coded by entering a maximum of ten numeric characters Type the telephone number including area code and excluding dashes then press BIRTH DATE This field is coded by typing the employee s birth date in the format ddmmyyyy Type the date and press Enter 8 4 EMPLOYEE MASTER MAINTENANCE AND INQUIRY SEX This fie
95. he cheque paper C Have the MICR Visual Inspection template on hand It is a good idea to use your MICR Visual Inspection template to inspect few cheques of each cheque run MICR CHEQUE PRINTER SETUP 8 29 MAINTENANCE AND INQUIRY Once everything is set up you may continue payroll as you normally would Further instructions on printing the payroll cheques can be found on page 7 4 Cheques and Cheque Register Payroll 100 2 35 Maintenance and Inquiry 39 65 93 Status Pryl GL JEN run 1 Employee Master 2 Enployee Data Inquiry 3 Employee UIC 4 Pay Period 5 DOE Master 6 Match Cancelled Cheques 7 Purge Cheques Record of Employment 9 Sort Pay Period File 10 MICR Cheque Printer Setup E Exit E Enter selection This program is used to define your MICR printers If you already have Polymathic s Accounts Payable system please bypass this program Type and press to select Micr Cheque Printer Setup The screen will appear as follows LASER PRINTER CONFIGURATION TLSYPMCR 1 00 Maintenance Friday MAY 13 1934 Printer nunber Printer port Printer nane Description MICR SETTINGS NETWORK INFORMATION Horizontal offset Print server Vertical offset Print queue Creation date Last update Typist 3 Welete printer ide tpt ions next preuious irst last t 8 30 CHEQUE PRINTER SETUP MAINTENANCE AND INQUIRY The functions available are as follows
96. hich vill be sorted is the one for the pay period and type shoun aboue _ Select glI Start L Egi Exit Type S and press to start the sort 8 28 m SORT PAY PERIOD FILE MAINTENANCE AND INQUIRY MICR CHEQUE PRINTER SETUP MICR cheque printing allows you to print your cheques directly to a laser printer using a blank cheque form and a MICR Magnetic Ink Character Recognition toner cartridge The following steps must be performed before you can begin printing your payroll cheques using the MICR Cheque Printing program 1 Setup Static Cheque Information Information such as your bank name address and your bank account number must be setup before you can start printing cheques This information is setup through the Company Information program 2 Define Printers You must define all printers that are going to be available for MICR cheque printing through MICR Cheque Printer Setup Further details follow in this chapter Ifyou also Polymathic s Accounts Payable system you can bypass this step 3 Tools To Have On Hand A Make sure that the MICR toner cartridge has been loaded into your laser printer Be sure to read all special instructions that come with the toner cartridge before loading it into your printer B Have your blank cheque paper loaded into the paper tray This paper gets loaded with the pantograph face up The pantograph is the coloured background of the cheque that appears on the top part of t
97. ieri boris Und a a me ad qu 8 27 lA TN 8 27 Vacation DAY E 8 27 Calculate Dedugctions eii ni etre tert tries 5 13 Cheque ocv 5 3 Cheques MICR iic PIERII RI Er nid Hd DER RA opti 7 7 Pape breaks 7 5 Rt n CANA 7 5 Company Information Company initials cora 11 2 Company 040 11 2 Long company 6 11 2 Short company 11 2 CPP Rates cicius 5 14 Daily Processing Calculate deductions 5 12 Change processing 5 2 Cheque register amp cheques eene 7 4 Deductions report nie 7 8 Employee pay data 5 7 Gross pay edit 7 22 Making changes to prepared payroll 5 19 Pay period maintenance 22 22 2 5 4 Payroll register 7 26 Process payroll ioa aterert ici eei dr on a Foe Hrs 5 16 Vacation pay cheques eese 5 17 Daily Startup One logical eren 13 1 Two or more logical drives 13 4 DOE Master 8 18 Cr dit GL 8 18 Debit GL COdG 8 18 DOE description
98. ime Type and press to select Manual The screen will appear as follows P C P L Monthly Closing 3 07 RM Signon date 31 93 Last month closed D2 93 931 Today s date MAR 24 94 CRT Year end date 28 93 ACCOUNTS PAYABLE PAYROLL Purchases journal Payroll MTD register NOT Cash disbursenents jrnl Payroll MTD update NOT open items list Payroll journal NOT aged trial balance ACCOUNTS RECEIVABLE TIME ACCOUNTING Cash receipts journal Apply time sheets NOT Sales journal Apply cash receipts NOT A R open itens list Apply client billings NOT AYR aged trial balance Apply client expenses NOT Apply VIP adjustnents NOT GENERAL LEDGER Detailed client history NOT General journal Trial balance Financial statements G L Indicate month closed LEl Selects tj End The functions available as follows Select option Unselect option Used to move through options Esc Exit Closing function Once you have selected an option the following options are available S Start closing Cancel closing 5 to start closing the option you select Once the option is closed the appropriate report will be available for printing and the Closing screen will display Completed beside that selection MONTHLY CLOSING MANUAL 14 3 MONTHLY CLOSING MONTHLY CLOSING PAYROLL
99. ing TLAUTO 3 07 Signon date MAR 31 93 Last month closed 02 93 9 1 Today s date MAR 24 34 CRT 4 7 Vear end date FEB 28 93 ACCOUNTS PAYABLE PAYROLL Purchases journal Payroll MTD register NDT INSTALLD Cash disbursements jrnl Payroll MTD update NOT INSTALLD fvP open itens list Payroll journal NDT INSTALLD AP aged trial balance ACCOUNTS RECEIVABLE TIME ACCOUNTING Cash receipts journal Apply time sheets NOT INSTALLD Sales journal Apply cash receipts NDT INSTALLD A R open items list Apply client billings NOT INSTALLD aged trial balance Apply client expenses Apply UIP adjustments NOT GENERAL LEDGER Detailed client history NOT INSTALLD General journal Trial balance Financial statenents G L report Indicate month closed _1 Select jl Start jl Modify 1 The functions available are as follows S Start closing M Modify option selections Select option Unselect option Used to move through options Esc Modify function S Select all options Cancel closing Once you have selected the options that you want closed type S and press to start the closing The closing of the journals will update the general ledger and the reports for the options you selected will be available for printing 14 2 MONTHLY CLOSING AUTOMATIC MONTHLY CLOSING MONTHLY CLOSING MANUAL The manual closing function allows you to close one option at a t
100. it has found To print an individual report proceed as follows 1 If you do not wish to print the first report highlighted in reverse video move the cursor down to the desired report using the key If you wish to print the first report do not move the cursor at all 2 Type on the highlighted report which you wish to print If you wish to accept the system to defaults of 1 for number of copies D for delete report after printing and 1 for start printing on page one simply move the highlight to the next report which you wish to print If you wish change any of the defaults for these three fields press Enter a The cursor will now move to the cpy field Type the number of copies that you wish to print and press or simply press to accept the system default of 1 b The cursor now moves to the D K field Indicate whether you wish the report to be the deleted or kept after printing To delete the report after printing press to accept system default To keep the report after printing type and press Enter c The cursor will proceed to the page field Type the number of the page that you wish to start printing on and press press to accept the system default of 1 3 Press 5 to start printing the desired reports PRINT SCREEN FIELDS m 12 3 PRINT REPORTS A sample print screen follows Report p HP LJZ SMALL PRINT p CHEQUE PRINT SETUP LASER PRINT SETUP CODES EPSON HP LJ2
101. l Preuious screen The bank information fields only need to be filled in if you are going to be printing your payroll cheques with using the MICR cheque printing program If you are printing your cheques with the MICR coding every field on this screen is mandatory Once you have entered all the information type A to accept and save the data 10 4 PAYROLL SYSTEM CHAPTER 11 COMPANY SETUP COMPANY INFORMATION Proceed directly to page Error Bookmark not defined if you are NOT setting up a new company and are adding the payroll programs to an existing company To set up a new company log on to the directory containing the POLYMATHIC PAYROLL program files Type POLYSYS and press to log on to the system The screen will appear as follows PDLVMATHIC COMPUTER CORPORATION 1 Sign on to Existing Companies 2 Initialize a New Company 3 Exit to Operating System Use scroll keys 71 1 1 Type 2 to select Initialize a New Company COMPANY INFORMATION a 11 1 COMPANY SETUP The screen will appear as follows POLVMATHIC COMPUTER CORPORATION 1411100 1 26 Company Setup and Information Ved MAR 09 1994 1 Company nunber 2 Long Company nane 3 Short Conpany 4 Company initials 5 Holding Conpany initials 6 Affiliated conpanies Division Division Division Division Division 7 Last month closed date GST registration number
102. ld If you don t own our GL system or you want to book payroll manually type NOGL When the payroll system is being setup initially and the G L interface has been activated you will be prompted to enter the debit and credit GL account codes for each default DOE The default DOEs are as follows 001 SAL Gross Salary 003 EHT Employer Health Tax 004 CAR Car allowance 005 FIT Federal income tax 020 CPP employer portion 030 CPP CPP employee portion 031 UI employer portion 032 UIC UI employee portion PENSION PLAN NUMBER If your company offers a pension plan to the employees enter this number here PAYROLL SYSTEM 10 3 COMPANY INFORMATION EMPLOYEE ACCOUNT NUMBER Enter your employee account number in this field The account number entered will appear on the T4 slips Once all the information has been entered the system will prompt you to Modify or CJancel To save the data entered type A and press 2 Enter The following screen will then appear PAYROLL INITPA 1 15 Systen Information 31 07 93 GENERAL COMPANY INFORMATION Company initials CH Short Company nane Long Company PARSONS AND CUMMINGS LIMITED PAYROLL BANK INFORMATION Bank Account Nunber Bank Transit Number Bank Nane Bank Address Street Bank Address City Bank Address Province Bank Address Postal Code 1 Select 1 1 1
103. ld is coded by typing for male or for female followed by Enter MARITAL STATUS This field is coded by typing S for single M for married or N for other status s followed by Enter SOCIAL INSURANCE NUMBER Enter the social insurance number here The maximum number of characters that can be entered is nine A validation check will be performed on the social insurance number If the number is not valid a message will be displayed BANK TRANSIT NUMBER This field is coded by entering a maximum of twelve numeric characters Type the employee s bank transit number and press Enter SAVINGS ACCOUNT NUMBER This field is coded by entering a maximum of twelve numeric characters Type the employee s savings account number and press Enter HiRE DATE This field is coded by typing the date the employee was hired in the format ddmmyyyy Type the date and press TERMINATION DATE This field is coded when you want to terminate an employee by typing the termination date in the format ddmmyyyy If you happen to enter a date by mistake you can press to clear the field Once you enter a date the system will ask you if you want to Suspend the employee You must suspend the employee so that they don t appear when you process the next pay period Press when setting up a new employee to bypass this field PAY FREQUENCY The valid pay frequency codes are as follows W Weekly Bi weekly 5 Semi monthly Monthly Annua
104. liation report follows 130 06 93 CHEQUE CHEQUE NUMBER AMOUNT 50275 1493 33 50276 435 00 TOTAL OUTSTANDING TOTAL CANCELLED CANCEL AMOUNT EMPLOYER NUMBER NAME 00005 EMPLOYEE 00009 EMPLOYEE 2 CHEQUES TOTALLING 0 CHEQUES TOTALLING COMPANY LIMITED 2 5 1 06 CHEQUE RECONCILIATION REPORT PAGE 1 INCLUDING CHEQUES UP 30 6 93 NAMB NAMB Bnd of CHEQUE CANCEL DATE DATE 15 06 92 15 06 92 1928 33 DOLLARS 00 DOLLARS Report CHEQUE RECONCILIATION REPORT 7 3 REPORTS CHEQUE REGISTER AND CHEQUES This report prints a list of all cheques as well as the cheques for the current pay period This should be the last step of your payroll process and only run once everything has been verified and approved This program also updates the Payroll Master file and spools the Payroll Journal report If you have Polymathic s General Ledger program it will automatically update the pay period files and GL codes as well IPCL Payroll 100 2 35 CH Reports 30 05 93 Type S Period 10 Year 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 T4 2 Cheques and Register 12 YTD Adjustments 3 Deductions Report 13 ETD Remittance 4 DOE Master 14 Enployee Pay Profile 5 Employee Master 15 Employee DOE List 6 Employee Pay Period Information 16 Employee YTD Register 7 Gross Pay Edit Report 17 Employee Report B Multiple DDE Recaps 1B Vacation Earned Report
105. lly Type your choice and press EMPLOYEE MASTER m 8 5 MAINTENANCE AND INQUIRY PAY CODE The valid pay codes are as follows Hourly S Salary Commission Type your choice and press Enter PAY RATE This field is coded by entering the hourly rate for the employee This field can be left blank if the employee is paid by salary Type the rate and press Enter JOB DESCRIPTION This field is coded by entering a maximum of twenty alpha numeric characters Type a description of the job and press Enter VACATION PAY This field is coded by entering a maximum of five numeric characters with two decimals Type the vacation pay percentage and press Enter FEDERAL EXEMPTION Enter the current years federal exemption amount in this field If you press to bypass this field the system will enter the current year s amount for a single taxpayer PROVINCIAL EXEMPTION This field is coded by entering a maximum of eight numeric characters with two decimals Type the provincial exemption amount and press Enter 8 6 m EMPLOYEE MASTER MAINTENANCE AND INQUIRY DEPARTMENT This field is coded by entering a maximum of four alpha numeric characters that represent the department the employee will belong to Type the department and press Enter ANNUAL SALARY This field is coded by entering a maximum of nine numeric characters with two decimals This field is mandatory for salaried employees Type the employee s salary
106. mployee The screen will appear as follows Payroll TLPAP135 2 19 Employee Pay Data Entry 31 07 93 Employee number 686010 TEST EMPLOYEE GL DEBIT CODES GL CREDIT CODES FLD DOE 081 DB2 DB3 DB4 085 CR1 CR2 CR3 CR4 CRS SAL 511210 313510 FIT 313510 313010 313510 313010 CPE 510710 313010 313510 313010 518918 313910 UIC 313510 313818 lSelect 31 81 Lijl Exit Each DOE with the GL debit and credit accounts will be displayed the screen field number beside DOE that you want to modify the GL codes for and press Enter Enter the new debit and credit codes then type to accept and save the changes when prompted by the system This will make a permanent change to the DOE in the Employee Master file SPLIT ALLOCATION VALUES This program allows you to take the total amount for a DOE and allocate it to more than one GL code This is useful when an employee does more than one job and you want to allocate the salary to different expenses allocate a DOE to more that one GL code you must set up the codes through the Employee Master When you set up a DOE for an employee you can have up to five debit and credit accounts The allocations that you set up in this program effect the debit and credit GL codes that you set up for the employee DOE To modify the SPLIT allocation values type 3 followed by Enter
107. name and address If you want to modify the displayed information type the correct data on the displayed lines Press after each typed line OCCUPATION Press if you want to use the displayed occupation If you want to modify type the correct occupation and press SOCIAL INSURANCE NUMBER Press if you want to use the displayed social insurance number If you want to modify it type the correct social insurance number and press t Enter FIRST DAY WORKED Press three times if you want to use the displayed date If you want to modify type the correct date in the format ddmmyy and press Enter LAST DAY WORKED Press Enter three times if you want to use the displayed date If you want to modify type the correct date in the format and press Enter UI To Type the date in the format ddmmyy The date used should be the last working day for which unemployment deductions where taken UI WEEKS PAID TOTAL AMOUNT Type the number of weeks during the last fifty two weeks where unemployment insurance deductions were taken or the number of weeks since the last record of employment form was issued followed by Enter Type the total amount of insurable earnings followed by WAGE LOSS FROM DURATION Type the date in the format ddmmyy followed by Enter The date used should be the last working day before sick or a maternity leave Type the number of weeks or days from the wage loss date followed by Enter
108. nd save the changes O 5 14 CALCULATE DEDUCTIONS DAILY PROCESSING HELP FACILITY To select Help facility type 4 followed by The screen will appear as follows CL Payroll TLPAP134 3 12 CH Calculate Automatic Deductions 39 85 93 calculations contained in this program are outlined Option iw will be used in nost cases Tax es and deductions vill be calculated automatically Options 2 and 3 need only be selected when the UIC and or and or CPP rates haue changed For exanple at the beginning of calendar year Press to continue E Exit 4 Enter selection Press any key to return to the Daily processing menu CALCULATE DEDUCTIONS m 5 15 DAILY PROCESSING PROCESS PAYROLL This program allows you to calculate all deductions and earnings for each employee prior to printing the cheques Payroll 100 2 35 Daily Processing 30 66 93 Status Pryl GL jrn run 1 Change Processing Data 2 Pay Period Maintenance 3 Enployee Pay Data Entry 4 Calculate Deductions 5 Process Payroll 6 Uacation Pay Cheques E Exit E Enter selection Type 5 and followed by to select Process payroll The screen will appear as follows Payroll TLPAP116 1 00 Employee Master DOE List 39 86 93 Processing Year 93 Pay Semi nonthly _ Select Jl Start 1 Type 5 followed by Enter to process payroll If an
109. ng to the search criteria that you enter For example if you are in the supplier master of Accounts Payable and you want to search for a supplier by the supplier name you can press for Options then to search by the supplier s name and enter three or more letters for the supplier you are looking for The system will then search through the supplier master for the closest match to the three letters that you entered 3 4 F5 LOOKUP FEATURE GENERAL DATA ENTRY Press and the Options screen will appear as follows Accounts Receivable 1 5 05 RM Custoner Master Maintenance 31 03 93 1 Custoner Munber Last Change Date Customers 1635 60 1545 09 Functions 1650 98 F2 Find custoner code 1656 00 Find customer 1665 88 ESC Exit 1666 08 1675 60 PROTOLOG SERVICES LIMITED 1635 60 POLITY 1835 88 KELLY INC 1840 00 REVERE SETON Top Botton ESC End F1 ptions 18 Custoner Type To search by supplier name press The screen will appear as follows Accounts Receivable TLARPOL 5 05 Custoner Master Maintenance 31 03 93 Last Change Date 1635 80 PRECISION PACKAGING COMPANY 1645 69 PRIDR S ACTING ACADEMY 1650 88 POLYMATHIC COMPUTER CORPORATION 1656 88 POLYMATHIC BUSINESS SYSTEMS LTD 1840 00 REVERE SETON Top Bot tom ESC End F1 ptions 1B Custoner Type Type at least three letters for the supplier you are searching for and press 2 Enter The sys
110. nished entering the DOE s for the pay period type E and the system will prompt you to A ccept Cancel your selections If all the DOE s included are correct type A to accept and save the data 5 6 PAY PERIOD MAINTENANCE DAILY PROCESSING EMPLOYEE PAY DATA ENTRY This program allows you to enter any data which is required in the calculation of the payroll period You may modify any of the DOE amounts previously recorded for a particular employee Payroil 100 2 35 Daily Processing 30 66 93 Status Pryl GL jen run 1 Change Processing Data 2 Pay Period Maintenance 3 Employee Pay Data Entry 4 Calculate Deductions 5 Process Payroll 6 Uacation Pay Cheques E Exit E Enter selection Type 3 and press the to select Employee pay data entry The screen will appear as follows Payroll TLPAP135 2 19 Employee Pay Data Entry 31 07 93 1 Modify Employee payroll data 2 Modify GL codes 3 Modify SPLIT allocation values E Exit E Enter selection EMPLOYEE PAY DATA ENTRY 5 7 DAILY PROCESSING MODIFY EMPLOYEE PAYROLL DATA Type 1 and press to modify an employee s payroll data The system will prompt you to enter the number of the employee that you want to modify the data for can be used to list all employees Once you have entered the employee number the system will display the employee s name and prompt you to accept this employee or display another employee If the correct employee name is
111. oll Period Processing Vear Cheque Type Last Cheque Munber 50276 Payroll GL Interface GL Pension Plan Number Enployer Account 8 6712935 1Select Ljl Modify screen 1 To modify any of the information type M and press Ener Type the number corresponding to the field you want to modify and press PAYROLL SYSTEM 10 1 COMPANY INFORMATION PAYROLL TYPE The options available for this field are as follows 26006 Monthly Semi monthly Bi weekly Weekly PAYROLL PERIOD Enter the specific payroll period number to start your counter with PROCESSING YEAR Enter the current processing year This counter will change automatically each year when you perform year end processing CHEQUE TYPE Enter the type of cheques you will be using when you print payroll cheques The following types are available Gt CGOtGG Standard cheque format with the cheque number included Standard cheque format with no cheque number included Moore cheque style Moore laser cheques Laser cheques format number LT102 MICR Laser cheque style Special cheque style Please call Polymathic personally to get samples of the different cheque styles available 10 2 PAYROLL SYSTEM COMPANY INFORMATION PAYROLL GL INTERFACE If you have Polymathic s General ledger system and you want the payroll figures to automatically be booked type in this fie
112. pe to leave this function YTD ADJUSTMENTS 6 3 YEARLY PROCESSING YEAR END PROCESSING This program is to be run on a calendar year basis to coincide with the changes in the government tax tables Payroll TLPAP100 2 35 Yearly Processing 30 06 93 Status Pryl GL jrn run 1 YTD Ad justments 2 Year End Processing E Exit E Enter selection Type 2 followed by to select Year end processing The screen will appear as follows Payroll TLPAP195 1 06 Vear End Processing 39 85 93 NOTE This process vill only copy the ACTIVE enplayees into the new file This process nust be run for each of the various Payroll types you are running AFTER the last payroll for that type has been run Do you wish to create new Payroll file for 1994 Once the Year End Processing has been activated the current payroll year will be incremented by one to obtain the new year value To continue processing type to create a new Payroll file To exit type The above message will NOT be displayed if the new payroll file already exists 6 4 YEAR END PROCESSING YEARLY PROCESSING Type Y followed by The screen will appear as follows PCL Payroll TLPAP195 1 06 CH Year End Processing 30 66 93 NOTE This process will only copy the ACTIVE enployees into the neu file This process must be run for each of the various Payroll types you are running AFTER the last payroll for that type has been run TD1 Exen
113. ptions for Meu Tax Year 1994 OLD 101 exemption 1 to B exenptions nay be specif ied NEU 101 exenption Suppress Zeroing of YTD Amounts for Selected DOEs DOEs 1 to 10 DDEs may be specif ied Enter CORBIS 1 81 This screen allows you to input the new exemption amounts and exclude any DOE s from zeroing the year to date amounts for each employee TD1 EXEMPTIONS Enter the OLD exemption amount and the corresponding NEW exemption amount You can enter up to 8 exemptions To bypass changing the TD1 exemption amounts press Esc DOE s You can enter up to 10 different DOE s which are to be excluded from zeroing the year to date amounts for each employee during the year end processing can be used to list all valid DOEs and Esc can be used to bypass this option or end inputting Once you have completed entering your TD1 exemptions and DOEs the system will prompt you with S Start M Modify E Exit Type S to start the year end processing YEAR END PROCESSING n 6 5 CHAPTER 7 REPORTS Payroll TLPAP100 2 35 Main Menu 39 86 93 1 Daily processing 2 Yearly processing 3 Reports 4 Maintenance and inquiry 5 Data file status 6 Company infornation E Exit E Enter selection Type 3 and press to select Reports The screen will appear as follows Payroll TLPAP100 2 35 Reports 39 06 93 Status Pryl GL jrn 1 Cheque Reconciliation 11 14 2 Cheques and Register 12 YTD
114. reparation of T4 s and T4 summaries e Interfaces with the General Ledger system to allow distribution of payroll costs to an unlimited number of general ledger accounts Distributes employee gross pay to departments or cost centres e Distributes deductions to specified general ledger accounts e Accumulates totals for printing selected reports e Provides for up to 50 types of earnings and deductions e Handles multiple rate overtime calculations automatically e Has complete employee file maintenance add delete modify display and list Allows entry and editing of all earnings and deductions data including hours dollar amounts rates etc e Allows optional distribution of payroll costs to multiple General Ledger accounts e Automatically calculates the gross payroll taxes and voluntary deductions e Allows manual entry of transactions to adjust the computer cheques e Prints payroll cheques including MICR encoding FEATURES 1 1 CHAPTER 2 PAYROLL CYCLE PROCESSING CHECKLISTS The following is a summary of the major stages in the Payroll Cycle INITIAL SET Up PROCEDURES PAGE 1 Enter DOE codes 8 15 2 Spool DOE codes 7 10 3 Enter employees and employees DOE codes 8 8 4 Spool employees and employees DOE codes 7 13 PAY PERIOD PROCEDURES PAGE 1 Change processing data 5 2 2 Pay period maintenance 5 4 3 Pay data entry 5 7 4 Calculate deductions 5 12 5 Process payroll 5 16 6 Process vacation pay
115. ress and type the letter corresponding to cancel The system will ask you if you are sure you want to cancel before it performs this step EDITOR 3 3 5 LOOKUP FEATURE The lookup feature allows you to search for information from various input fields This feature eliminates the need for users to memorize codes used for general ledger accounts customer accounts supplier account and numerous other items For instance the lookup feature can be used to display a supplier account code in the following manner 18 Customer Type Accounts Receivable Custoner Master Maintenance Press at the Supplier Number field and the following screen will appear TLORPO1 5 05 Last Change Date PRECISION PACKAGING COMPANY PRIOR S ACTING ACADEMY POLYMATHIC COMPUTER CORPORATION BUSINESS SYSTEMS LTD 443852 ONTARIO INC POLYMATHIC TECHNOLOGIES INC PROTOLOG SERVICES LIMITED POLITY CORP R T KELLY INC REVERE SETON ESC End Top Bottom The following options are available The options of the lookup feature vary according to what program you are using This feature will allow Cursor upwards through the data Cursor downwards through the data Page up one screen of data PgDn Page down one screen of data Move to the top of the data Move to the bottom of the data Esc Exit the lookup feature Options Fi Options you to search for a particular record accordi
116. sed to rekey any of the data entered in a field If you are on field number 6 and you want to change something in field number 1 you will have to rekey the information from that field on In most cases you can press back to line 6 because will remember what you entered in that field last To use this option type 1 and press The system will then display Enter field number or ENTER to return Type the number of the field that is to be rekeyed and press Enter The system will then automatically return to this field number Simply make your corrections and continue entering your data REKEY DISPLAY LINE In some of the programs such as invoices you can have more than one line entry per item The Rekey Line option allows you to modify information within a specific line Type the number corresponding to Rekey line and press Enter The system will prompt you to enter the line number that you want to change It will then display that line allowing you to modify your entries Once you have made the changes you can continue where you left off The Display Line option will prompt you to enter the line number that you want to display Once you type in the line number and press the line will be displayed The system will request that you press to continue where you left off CANCEL PROCESSING The Cancel option will cancel whatever you are doing If you the middle of an invoice or sales order etc and you want to cancel p
117. set a positive number would adjust the cursor position to the right and a negative number would move the cursor position to the left With the vertical offset a positive number moves the cursor position down and a negative number moves the cursor position up NETWORK INFORMATION If the printer you are adding is a network printer these fields allow you to enter the name of the print server that the printer is attached to and the printer queue name Enter this information only if your printer is on a network MICR CHEQUE PRINTER SETUP 8 31 CHAPTER 9 DATA FILE STATUS DATA FILE STATUS Payroll 100 2 35 511 93 Main Menu 30 86 93 1 Daily processing 2 Yearly processing 3 Reports 4 Maintenance and inquiry 5 Data file status 6 Company information E Exit E Enter selection 5 and press to select Data file status The screen will appear as follows Payroll TLPAP100 2 35 Data File Status 31 87 33 1 Payroll systen status E Exit E Enter selection Type 1 and press Enter to select Payroll system status DATA FILE STATUS m 9 1 DATA FILE STATUS The screen will appear as follows Payroll 100 2 35 Data File Status 31 07 93 LAST YEAR END JAN 31 93 PROCESSING YEAR 8 Enter the year you want to display the status of the files for and press Enter The screen will appear as follows PCL Payroll TLPRP100 2 35 CH Data File Status 31 07 93 LAST YEAR END JAN 3
118. seusossosesesnsoncasesenssnssesarsusecteceenesecsearers 14 2 MONTHLY CLOSING MANUAL ccssssssscossososessssosonssessscsosesssesousesersssosesnesesecsesossenereescecercecereceeseesens 14 3 MONTHLY CLOSING PAYROLL cccsssssssssesossessssssorersncecescnsesososersesossenesenrosassessessensacararsesesecscecesecsees 14 4 MTD Update Payroll Journal CHAPTER 1 PAYROLL SYSTEM OVERVIEW The Interactive Payroll System offers a complete easy to use procedure for the processing of payroll costs in a timely efficient and economical manner It also provides for the receipt of accurate timely financial reports FEATURES e Processes payroll for both multi company and multi division e Handles weekly bi weekly semi monthly monthly and annual pay frequencies Calculates hourly salary salary plus hourly shift premiums commission payrolls etc e Provides for automatic p
119. sible reports and press Enter ALL REPORTS The system will prompt you as follows for all reports Enter code H S C Type a pay code followed by press for all the codes H ourly SJalary or CJommission are the available codes The system will then prompt you as follows Enter department code Type a department code followed by or press for all the codes These two selections are valid for all the reports The following reports will require additional information before processing 3 Name Dept Start date amp Rate e 10 Single DOE e 11 Multiple DOE e 12 Single DOE Amount Only e 13 Multiple DOE Amount Only e 14 UIC New Employee List e 15 MTD YTD Register 7 16 EMPLOYEE MASTER REPORTS NAME DEPT START DATE amp RATE LIST Report three will also prompt you as follows DOE The following options are available DOE DOE number Lookup all DOE numbers AUT Specific DOE type Esc End Cancel report DOE REPORTS Reports ten to thirteen will prompt you as follows Enter processing type C M Y Type followed by for current type V followed by for MTD and Y followed by for YTD They will also prompt you as follows DOE UIC NEW EMPLOYEE LIST Reports fourteen will prompt you as follows after the two standard prompts List all NEW employees for mmyy Type a month in the format mm followed by and type a year in the format yy followed by Enter
120. so printed at the end of the report This report can be used as a final check before spooling the pay cheques PCL Payroll TLPAPIOO 2 35 CH Reports 30 65 93 Type 3 Period 10 Year 93 Status Pryl GL jrn run 1 Cheque Reconciliation 11 T4 2 Cheques and Register 12 YTD Adjustments 3 Deductions Report 13 ETD Renittance 4 DOE Master 14 Employee Pay Profile 5 Employee Master 15 Employee DOE List 6 Enployee Pay Period Information 16 Employee YTD Register Gross Pay Edit Report 1 Employee UI Report Multiple BOE Recaps 18 Vacation Earned Report 9 Payroll Register Report 19 Single DOE Recaps E Exit E Enter selection 9 and press the to select Payroll Register The screen will appear as follows Pagrol1 Spool Payroll Register Pay S Seni nonthly Pay Period 11 Pay Year 93 Status PAYROLL GL JOURNAL RUN 1 Select Sl Start 1 S to start generating the report 7 26 PAYROLL REGISTER REPORT REPORTS M A sample Payroll Register report follows 30 06 94 DEPT PERIOD 11 EMPLOYEE EMPLOYBE NUMBER NAME 0000005 EMPLOYEE NUMBER ONE 0275 0000009 NUMBER TWO 0276 TOTALS FOR DEPT 30 06 94 PERIOD 11 TOTAL EMPLOYEES PROCESSED T EARNINGS P DOB AMOUNT S SAL 1533 33 S SAL 435 00 SAL 1968 33 DRW 00 00 00 00 00 1968 33 2 EXAMPLE COMPANY
121. t of Unemployment Insurance to be deducted The amount will be calculated during the Calculate Deductions step UIE This DOE will contain the employer s portion of Unemployment Insurance This amount will not be deducted from the employee s salary During pay period setup you can modify the amounts for each DOE on a per employee basis DOE s can also be calculated based on criteria specified during DOE setup When the payroll is processed the amounts will be added or deducted from the employee s wages Each DOE can have a GL code associated to it If you have the Polymathic General Ledger system all your GL codes will be updated to reflect current amounts after the payroll has been processed 2 Employee Master Maintenance After the DOE codes are set up you can enter the employee data The employee database is set up initially and modified to reflect the addition or deletion of employees and changes to information maintained on the master file You may print a list of your Employee Master for later PAY PERIOD PROCEDURES 1 Change Processing Data This program lets you define the payroll type pay period number the processing year and the cheque type that is to be used for the pay period you are running 2 Pay Period Maintenance In this program you define the start and end date of the pay period and which DOE s are to be included for processing The reason that you define what DOE s to include is because you don t always want
122. tem will prompt you to accept and save the allocations 5 10 EMPLOYEE PAY DATA ENTRY DAILY PROCESSING GL Split Example The following screen shows how you would take an employees salary and allocate it to two different GL accounts In this example GL code 511210 is Salaries Office and 511310 is Salaries Support Account 313510 is Payroll Clearing This screen shows how you would split the salary debiting the office GL code by 5096 and the support code by 50 Payroll TLPAP135 2 19 Employee Pay Data Entry 30 06 93 Enployee number 808018 TEST GL ALLOCATION SPLIT 2nd 3rd 598 007 Select jkcept ancel Git EMPLOYEE PAY DATA ENTRY 5 11 DAILY PROCESSING CALCULATE DEDUCTIONS This program automatically calculates federal income tax provincial income tax the employee portion of Canada Pension Plan the employer portion of Canada Pension Plan the employee portion of unemployment insurance and the employer portion of unemployment insurance providing you designate these six deductions PCL Payroll TLPAP100 2 35 CH Daily Processing 30 06 93 Type 5 Period 10 Year 93 Status Pryl GL jrn run 1 Change Processing Data 2 Pay Period Maintenance 3 Employee Pay Data Entry 4 Calculate Deductions 5 Process Payroll 6 Vacation Pay Cheques E Exit E Enter
123. tem will then search through the supplier master for the closest match to your search criteria and will highlight that supplier in the lookup window F5 LOOKUP FEATURE m 3 5 GENERAL DATA ENTRY The screen will appear as follows 1 Accounts Receivable TLARPOL 5 05 RM Custoner Master Maintenance 31 63 93 1 Customer Number Last Change POLITY CORP POLYMATHIC BUSINESS SYSTEMS LTD POLYMATHIC COMPUTER CORPORATION POLYMATHIC DEVELOPMENT CORP POLYMATHIC GROUP POLYMATHIC TECHNOLOGIES INC 1635 09 PRECISION PACKAGING COMPANY 1620 69 PRI COMP TISE 1645 00 PRIOR S ACTING ACADEMY 2325 89 PROFESSOR D C S KUHN 29 18 Custoner To select the supplier simply press and the system will enter the supplier into the field you initially activated the Lookup feature from You can exit out of the Lookup feature at any time by pressing Esc Esc will exit one level of the program therefore if you are in the options section of Lookup you will have to press Esc twice to exit completely out of Lookup 3 6 FS LOOKUP FEATURE CHAPTER 4 MENUS MAIN MENU ALL SYSTEMS MAIN MENU MASTER 3 16 Ued JUN 38 93 15 21 16 1 Payroll 2 Accounts Receivable 3 Accounts Payable 4 Sales Analysis 5 General Ledger 6 Security 7 Systen Utilities 8 Daily Closing 9 Monthly Closing 10 Print Reports 11 Time Accounting 12 Fixed Assets 13 Inventory Order Entry 14 Vertical Markets Q Query 5 Status E Exit E
124. ter you can go back a modify the data and reprocess the payroll but once you spool the cheques you cannot change the data for that pay period MONTHLY PROCEDURES All monthly procedures are handled through the Monthly Closing program The payroll monthly closing will Produce the month to date payroll register e Clear out the month to date totals for all employees DOEs e Close the payroll to the general ledger by updating the GL summary for the month being closed and creating the GL analysis records for the month MONTHLY PROCEDURES 2 3 PAYROLL CYCLE pe CHECKLIST 1 Enter DOE codes ee 2 Spool DOE codes 3 Enter employees and employees DOE _ 4 Spool employees and employees DOE codes Change processing data 2 Pay period maintenance 4 Calculate deductions 5 Process payroll 6 Process vacation pay _ TPawol egiterrpot 8 Gross pay editrepot E 2 Reconcile employee master totals to general ledger totals Annual procedures 1 YTD adjustments 2 Year end processing 2 4 PROCESSING CHECKLIST CHAPTER 3 GENERAL DATA ENTRY INSTRUCTIONS A number of data entry procedures are the same for all the applications described in this manual These data entry procedures are as follows THE ENTER KEY The enter key is always presse
125. this step you can modify the DOE amounts listed Only DOE s that are included for the pay period will be processed Add a DOE code to a new employee as follows DOE Enter the DOE code to be included for this employee can be used to list all valid DOE s You can enter each DOE individually which will allow you to continue entering the field information for each DOE or you can enter a batch of DOE s by typing BCH and then entering the DOE numbers can be used at any time to list the DOE s for the employee START DATE The default for the DOE start date is the Hire date Press to accept this date of enter a new date in the format ddmmyyyy END DATE The default end date would be the termination date Press to bypass this field CURRENT UNITS The Current Units field is used for DOE s that are going to be calculated For example an hourly employee s earnings You can enter a default amount for the units The units amount will then be multiplied by the DOE Rate and the calculated amount would appear in the Amount field If you have an employee that is always going to work the same amount of hours for every pay period you can save yourself time by entering a default amount in this Current Units field You can press to bypass this field if you do not want to enter a default amount AMOUNT It is useful to fill out the amount field for a DOE that is not to be calculated good example would be for a salaried employee You can enter the employee
126. to include all DOE s For example you may have set up an Employee Shoe Expense DOE that is to come off each employee s pay once a month You would only include this DOE in the pay period that you want to deduct the expense from so that you don t have to zero it out every other pay period 3 Entering Transactions Debit and credit transactions for all Payroll activity are entered through the payroll program Employee Pay Data Entry This is where you can modify the amounts of the DOE s for each individual employee For example you would change hourly employee s wages here 2 2 INITIAL SET UP PROCEDURES PAYROLL CYCLE 4 Calculate Deductions This program calculates any DOE s that you have set up as deductions You can spool the Deductions Report to ensure that the proper amounts will be deducted from each employee 5 Process Payroll The Process Payroll program will calculate each employee s net pay and accumulate the data needed to produce the following reports e A Payroll Register report e A Gross Pay Edit report e A Deductions report These reports should be printed and reviewed before you spool the Cheque Register and Cheques Once you spooled the cheques you can no longer modify the pay period 6 Spool Cheque Register and Cheques This is the last step of the payroll process You should NOT spool the Cheques and Cheque Register until you have reviewed the Payroll Register If something is wrong in your payroll regis
127. to print to or change the settings for the printer you are printing to Press and the screen will appear as follows FE P L POLYMATHIC COMPUTER CORPORATION Typist 66 Port 6B Print Reports Rei copy D K page Copy Page Messages P LJ2 SMALL PRINT mm Print Device 11 Printer MATRIX Status NOT AVAILABLE 1 DOT MATRIX LASER 4 Fi functions F2 change device FUTURE DATED CHEQUES FUTURE DATED PAID INVOICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL i print delete 3 start printing zoom functions exit The printer selection area lets you switch between dot matrix and laser printers send commands to your printer and change the output device F1 FUNCTIONS To switch between dot matrix and laser printers use one of the cursor keys to highlight the correct printer type and press Enter Once you have selected a printer you can send commands to the printer by pressing F If you have a Dot Matrix printer selected the following screen will appear POLYMATHIC COMPUTER CORPORATION PCPRINT 2 33 Print Reports Re P LJ2 SMALL PRINT PRINTER SELECTION DOT MATRIX PRINTER FUNCTIONS Print Device 11 Reset Printer Printer MATRIX Condensed Print Status NOT AVAILABLE 1 Cancel Condensed Print oo Setup 8 1 2 Cheques EPSON DOT MATRIX Form Feed LASER send to printer 1 Fi functions F2 change device BRIB exit exit
128. y Type the date and press The default date is the sign on date press three times to accept RCT EMPLOYER ACCOUNT NUMBER This field is coded by entering a maximum of nine alpha numeric characters Type the Revenue Canada Taxation employer account number and press Enter RCT NUMBER This field is coded by entering a maximum of nine alpha numeric characters Type the Revenue Canada Taxation number used to obtain the form if the number is different from item number five and press Enter CORRESPONDENCE This field is coded by typing E for English or for French followed by Enter FOR EMPLOYER S USE This field is coded by entering a maximum of twenty five alpha numeric characters Type a comment for employer s use followed by Enter EMPLOYER NAME AND ADDRESS The system will display the company information as entered when the company was set up page 10 1 Press if you want to use the displayed information If you want to modify the displayed information type the required name and address Press after each typed line 8 24 RECORD OF EMPLOYMENT MAINTENANCE AND INQUIRY EMPLOYEE NUMBER This field is coded by typing the number of the employee for which the form is to be prepared Type the number followed by Enter The system will then display the name the address the occupation the social insurance number the first day worked and the sign on date as the last work day Press six times if you want to use the displayed
129. y Closing 10 Print Reports 11 Time Accounting 12 Fixed Assets 13 Inventory Order Entry 14 Vertical Markets Q Query 5 Status E Exit E Enter selection 9 and press to select Monthly Closing The screen will appear as follows Monthly Closing TLAUTD 3 07 Signon date MAR 31 93 Last month closed 92 93 9 1 Today s date 24 94 CRT 87 Year end date FEB 28 93 ACCOUNTS PAYABLE PAYROLL Purchases journal Payroll MTD register NOT INSTALLD Cash disbursenents jrnl Payroll MTD update AvP open items list Payroll journal AvP aged trial balance ACCOUNTS RECEIVABLE TIME ACCOUNTING Cash receipts journal Apply time sheets NDT Sales journal Apply cash receipts NOT open items list Apply client billings INSTALLD fvR aged trial balance Apply client expenses INSTALLD Apply adjustments NDT INSTALLD GENERAL LEDGER Detailed client history NOT INSTALLD General journal Trial balance Financial statements Indicate month closed _ Select JJ Automatic 1 14 1 MONTHLY CLOSING MONTHLY CLOSING AUTOMATIC The automatic closing function will automatically identify the modules that your company uses and all the relevant journals and reports will be generated without stopping between the selected options Type A and press to select Automatic The screen will appear as follows Monthly Clos
130. y errors occur during payroll processing they will be listed at the end of processing with instructions 5 16 PROCESS PAYROLL DAILY PROCESSING VACATION PAY CHEQUES This program allows you to pay vacation pay on all earnings up to and including the current pay period 11 TLPAP100 2 35 Daily Processing 38 06 93 Status Pryl GL jrn run 1 Change Processing Data 2 Pay Period Maintenance 3 Enployee Pay Data Entry 4 Calculate Deductions 5 Process Payroll 6 Uacation Pay Cheques E Exit E Enter selection Type 6 and press to select Process vacation pay The screen will appear as follows Payroll TLPAP136 1 04 Process Vacation Pays 30 86 93 Enter pay period number El exit VACATION PAY CHEQUES m 5 17 DAILY PROCESSING The system will prompt you as follows Enter pay period number E exit If you press the current period will be the cut off date for the preparation of the vacation pay After selecting a cut off period the system will prompt you as follows Enter employee number F5 ookup If you type a valid employee number the system will prepare the vacation pay for this employee The system will then prompt you as follows Enter field number ESC return Type a field number followed by to modify a DOE After modifying a DOE or after pressing the options available are as follows Modify Accept Cancel 5 18 VACATION PAY CHE

Canadian Payroll - Polymathic Group

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