PAYROLL CALCULATION

 

 

 

 

DESCRIPTION:  Payroll Calculation will take the posted earnings for your employees and calculate all the deductions you have specified.

 

 

 

To access:  Click on the Payroll module  then click the Payroll Calculation menu item.   

 

The following window will appear:

 

 

From the list at the bottom of the window in the Select Payroll to Calculate field, select the payroll you wish to calculate by clicking anywhere on that payroll information record.  Click the Load button.  The following window will appear:

 

 

In the Load Deductions window, enter the beginning payroll Starting Check #.  The Check Date will automatically load from the payroll record you selected.  IMPORTANT NOTE:  The Check Date you enter when you run the Payroll Calculation program is the date you must use when you are printing your checks.  If you use a Check Date different from the date you use in Payroll Calculation then when you are ready to print your payroll checks, no checks will be printed.

 

If you find that the information at the top of the Payroll Calculation window is incorrect, then you will need to click the UnLoad button to stop the calculation procedure.  Then click the Load button to return to the Load Deductions window where you may enter the correct information.

 

In the Deductions to Calculate field, select:

Load All - Then all deduction types will be loaded into the Deductions to Calculate column.

Load Group - Then a list of group names you have set up and the deduction codes included in the group will be displayed (click the down-arrow at the end of the Group Name field to see a list of group names).  Clicking on a Group Name will load those deduction types into the Deductions to Calculate column.  Deduction types not in that group will be loaded into the Available Deductions column.

Load None - Then all your deduction codes will be loaded into the Available Deductions column.

Click OK.  The Deductions to Calculate will now show:

 

 

Choose which Deductions to Calculate by moving the deductions from the Available Deductions list to the Deductions to Calculate list by using the blue and red arrows.  To add/remove an individual deduction, highlight the deduction line item by clicking on it, then click the red arrow.  To add/remove ALL deductions, click the blue arrow.

 

To make a group out of your current deductions selections, click on the Save Grp button and enter a Group Name in the Save Deduction Group As window that comes up.  Click OK.  A success message window will appear.  Click OK.

 

Once the deductions are selected, then click the Calculate button.  A confirmation message window will appear.  Click OK.  A Journal Description will show allowing you to edit the default description if necessary.  Click OK.  A final confirmation window will appear stating specific information about the journal post.  Click OK.

 

On occasion, an employee might not have enough pay to take all their deductions.  If that happens, an ERROR message window will appear.  Click OK.

 

Click on the Done button or the X in the upper right corner of the window to close the window.