Processing Payroll

The following information is covered in this chapter:

• Processing payroll
• Processing Direct Deposit Payroll
• Posting payroll
• The Check Queue

Processing payroll

After your employees are set up, you are ready to process an actual payroll. To do so, click the Process Payroll tab to access Process Payroll tab window.

The Process Payroll tab window displays the Employee Paysheet. When you select an employee, the paysheet itemizes the income, deductions, and employer contributions that you assigned to the selected employee. The program totals the amounts and displays them at the top of the paysheet.

If needed, you can enter or change many of the values in an Employee Paysheet without permanently changing the settings in the employee's file. Refer to Editing Employee Paysheets .

Once the employee's paysheet is correct, you can either print the paycheck, record it into Pay History without printing, or send it to the Check Queue where you can print it later with all the paychecks. We recommend that you print/record your paychecks from the Check Queue. For details on using the check Queue feature, refer to The Check Queue .

Before processing payroll

Please read the following information before processing your first payroll. Some of the issues are purely informational while others require you to perform some action.

Print out an Employee Data Summary report using your Master List.

1. Click the Reports tab to access the Reports tab window.
2. Click the Standard reports tab.
3. Select the Employee Data Summary report from the list. For detailed instructions on printing reports please see Generating reports

Use this report to verify the correctness of your employee settings for such things as deductions, pay rate, limit amounts, and filing status. You can avoid a lot of frustration by making sure your employees are set up correctly at the start.

Decide how you want your payroll data stored.

Paychecks are stored in Pay History with the date printed on the check. If you want your payroll data stored with the pay period ending date, select Edit > Preferences, then click the Payroll button. In the Payroll window, select the Pay period ending date option.

Decide how you would like to generate reports.

Reports are generated based on the date on which the payroll is recorded. For example, if you want the payroll data reported in the 1st quarter, make sure you record it using a date within the 1st quarter.

Make sure you have the right checkform template.

If you intend to print your paychecks, you must have a checkform template that matches the checks you will be using. For more information, refer to Sample checkform templates .

Know how you are going to import employee hours.

If you want to import the employees' hours from a file (e.g., text file), refer to Importing employee hours .

If you are using Time Card, you will want to review the instructions for importing employee hours. See Importing Time Card hours into payroll .

Buttons in the process payroll tab window

Add Item

When needed, you can easily add payroll items from an employee's paysheet. Instructions for the Add Pay Item feature are detailed in Adding pay items to paychecks.

As Report

The Print As Report button prints the paycheck stub data as a report.

Print Check

Sends the currently selected employee's paycheck directly to the printer.

Record Check

Records the currently selected employee's paycheck without printing it.

Queue Check

Adds the currently selected employee's check to the printer queue so you can print them all at once.

Print Queue

Prints all the checks you have added to the queue.

Send/Post

Opens the Send/Post dialogue, in which you export or import data to or from your accounting application.

Revert

After making changes to the hours or amounts in the paysheet, you can always reset the paysheet back to its original amounts by clicking the Revert button.

Other features in the process payroll tab window

QuickCalc™

QuickCalc™ is a real-time check calculating process used by the program. The program automatically calculates the employee's deductions and contributions if you change an Income value. The checkbox for it is located in the upper right of the Process Payroll tab window. QuickCalc™ is active by default; however, you may unmark the checkbox it if you do not wish to use this feature.

Calculate

If QuickCalc™ is not selected in Payroll Preferences, a Calculate button is displayed at the top of the paysheet. When you are in Calculate mode and change an Income value, the program does not update the deductions or contributions until you click the Calculate button or print the paycheck.

If you change the value of a deduction or employer paid without clicking the Calculate button, a window will appear asking whether you want to calculate or use the changed amounts.

Job Costing

Job Costing is an important function of the payroll process and is described in detail in the next section.

Job Costing

To access the Job Costing dialogue from within the Process Payroll tab window, locate the Job Costing column on the employee paysheet and then click the Allocate button next to the appropriate Income item.

Below are short descriptions of the options displayed in this dialogue.

Allocate by

Choose to allocate amounts by dollar amount or percentage.

Gross Amount

Displays the gross amount for the income item

Total Unallocated

Displays the amount left to be allocated

Total Allocated

Displays the amount that has been allocated.

Job Title

Displays the assigned jobs.

Allocation Amount

Enter the dollar or percentage amount in this column.

Enter percentages as whole numbers, example 15% would be entered as 15.

Assign Jobs

Click this button to access the Add Jobs window to assign jobs.

Assigning more than one job

1. Access the Process Payroll window.
2. Highlight the employee you wish to assign the job to from the employee list.
3. Enter the income item information (pay rate, hours).
4. Click the Allocate button to the right of the Income Item to display the Job Costing dialogue.

The gross amount for the income item will display if the Allocate by Dollar radio button is selected.

5. Click the Assign Jobs button to display the Add Jobs window.

You can also add jobs in this window by tabbing into a blank field.

6. Click in the Assign column to the left of the appropriate job(s) to assign the job to the income item.
7. Click the Done button to return to the Job Costing window.

The assigned jobs will display.

8. Enter the Allocate Amount to the right of the appropriate job.

The Total Unallocated and Total Allocated amount fields will update as you tab to the next Allocate Amount field.

Any unallocated amounts will be allocated to the Regular Pay income item.

9. Click the Done button when you have finished allocating the amounts.
10. In the Alloc. Amount column to the right of the Job Titles, enter the amount to allocate by.

Allocate by

Choose to allocate amounts by dollar amount or percentage.

Gross Amount

Displays the gross amount for the income item

Total Unallocated

Displays the amount left to be allocated

Total Allocated

Displays the amount that has been allocated.

Job Title

Displays the assigned jobs.

Allocation Amount

Enter the dollar or percentage amount in this column.

Enter percentages as whole numbers, example 15% would be entered as 15.

Assign Jobs

Click this button to access the Add Jobs window to assign jobs.

Assigning jobs

1. Highlight the employee you wish to assign the job to from the employee list.
2. Enter the income item information (pay rate, hours) into the appropriate areas on the paysheet.

3. Click the Allocate button to the right of the Income Item to display the Job Costing window.

The gross amount for the income item will display if the Allocate by Dollar radio button is chosen.

4. Click the Assign Jobs button to display the Add Jobs dialogue.

You can also add jobs in this dialogue by tabbing into a blank field.

5. Click in the Assign column to the left of the appropriate job(s) to generate a checkmark and assign the job to the income item.
6. Click the Done button.

The assigned jobs will display in the Job Title column of the Job Costing dialogue.

7. In the Job Costing dialogue, enter the appropriate figure for each job into the Allocate Amount column.

The Total Unallocated and Total Allocated amount fields will update as you tab to the next Allocate Amount field.

Any unallocated amounts will be allocated to the Regular Pay income item.

8. Click the Done button when you have finished allocating the amounts.
9. In the Alloc. Amount column to the right of the Job Titles, enter the amount to allocate by.
10. Click Done when you are finished allocating.

You will be returned to the employee's paysheet.

Processing employee paychecks

Now that you've completed the tasks discussed in the first section and have an understanding of the various commands and features such as QuickCalc™ and Job Costing, we're ready to process paychecks. Because the program automatically calculates the payroll items for you, processing payroll takes very little effort.

Processing employee paychecks

1. Before processing your first payroll, make sure you have read the previous section called Before processing payroll.
2. Open the Process Payroll tab window.
3. From the Employee List pop-up menu, select the employee list you want to use to process payroll.

We recommend that you use the Master List for processing payroll. You can, however, use different lists for processing payroll (e.g., Part Time and Full Time). Just be careful that an employee is not assigned to more than one employee list.

4. Select the first employee in the list.

Are you rewriting an earlier check?

If you select an employee on the same day that a paycheck has already been recorded, a alert dialogue will appear asking if you are rewriting an earlier check. Click the Yes button if you want to replace the existing check with a new one.

5. What you do next depends on whether you are importing a file that contains your employee hours or not.

• If you are NOT importing employee hours, continue to the next step.
• If you are importing employee hours, select File > Import Hours, then proceed to step 6. For details, refer to Importing employee hours or Importing Time Card hours into payroll .

6. Enter all relevant information (e.g., hours, rates) in the selected employee's paysheet.

Salaried employees

Typically you will not need to enter any payroll information for salaried employees because their payroll data is the same each pay period. However, if necessary you can change the Pay Rate and Hours fields as needed.

The Amount field for salaried employees will be the same as the amount in the Pay Rate field and will not be affected by entering different hours. This is the nature of salaried employees whose paycheck is the same every pay period and is not based upon hours worked.

Hourly Rate employees

Enter the number of hours worked for Regular Pay, Overtime, and Double Overtime fields. The number of hours displayed for Regular Pay-Hours corresponds to the pay period you selected for this employee (e.g., semi-monthly equals 86. 67 hours). The Overtime and Double Overtime rates are calculated using the rates the employee was set up with. For information on displaying different hours, refer to Time Card preferences.

Commission and Bonus

Commission and bonus amounts are generally simple dollar amounts. A bonus may have a special tax rate applied to it. If so, refer to Processing bonus checks .

Jobs

If you are using the Jobs feature, select the appropriate job for each extra income item from the pop-up menus located to the right of the item. This feature allows you to track your jobs for reporting purposes. For more information, refer to Creating jobs .

7. When the employee paysheet is correctly filled out, select from the following three options.

Queue Check

Selecting this option adds the employee's paycheck to the Check Queue. This is the recommended method for printing/recording your payroll because it allows you to print all your employee paychecks at the same time.

When you are ready to print your queued paychecks, refer to Printing paychecks from the Check Queue .

Print Check

Selecting this option allows you to print paychecks for selected employees now. For more information, refer to Printing checks from the Process Payroll tab window .

Record Check

Selecting this option will record or save the paycheck information of the selected employee directly into Pay History without printing it. For more information, refer to Recording checks .

8. After queuing, printing, or recording the paycheck, the program automatically brings up the paysheet for the next employee on the list. Continue processing your employee paychecks.

Skipping employees

If you do not need to pay a particular employee, you can skip over the employee by pressing ( Command + ). The program will display the next employee in the list without doing anything to the employee you skipped. The skipped employee will remain on the list for subsequent payrolls. Terminated employees are automatically skipped over.

Paycheck already exists

If you try to print or record a paycheck with a pay period date that already exists in Pay History, a window will appear giving you the option of replacing the paycheck that is already in Pay History, leaving the paycheck in Pay History and recording the new one, or not to do anything with either paycheck.

Editing Employee Paysheets

You can change a value in the Employee Paysheet by clicking the mouse pointer directly on the field you wish to change. Once the field is selected, you can type in the new value. Any changes you make in the paysheet (e.g., change a pay rate) will not alter the settings that were established when you set up the employee.

You can edit the components of each section (Income, Deductions, Employer Paid) but not the section totals.

Be careful to change all fields as necessary because changing one field does NOT automatically affect the other fields. For example, changing Federal wages does not change the Federal Tax amount.

You MUST hit the tab or return key to enter a change, however you do not have to wait for a change to calculate before entering the next value.

Printing checks from the Process Payroll tab window

Depending on what you need to do, there may be times in which printing a single check from the Process Payroll tab window is simply more convenient.

If this is the first time you are printing a check from your payroll application, you can select Utilities > Check Designer from the File menu to preview your checkform before you actually print with it.

Printing a check from the Process Payroll window

1. In the Process Payroll tab window, make sure the paysheet of the employee whose paycheck you processing is correct.
2. Click the Print Check button.
3. In the Print Check Options dialogue, set up the options as needed, then click the OK button.
4. Insert your checkform sheet in the printer. If necessary, refer to Aligning checks in the printer .
5. In the Print dialogue, click the Print button.
6. After the paycheck has printed, verify that it has printed correctly.

If your checkform needs to be adjusted, you may move the fields by selecting Utilities > Checkform from the menu and adjust the form as necessary.

7. Another Print Checks Options dialogue will open, asking what you want to do next.

Record

If the paycheck printed correctly, click the Record button to save the paycheck into Pay History and the selected check register.

Reprint

If you need to reprint the check, enter the appropriate check number, then click the Reprint button.

Exit

Click Exit if you do not want to record or reprint the check.

8. After making your selection you are returned to the Process Payroll tab window.

Recording checks

There may be times when you want to record a single paycheck into Pay History without printing the paycheck. For example, if the paycheck was handwritten, or you are entering prior pay history upon initial use of the program.

Recording a check from the Process Payroll window

1. In the Process Payroll tab window, make sure the paysheet of the employee whose paycheck you are processing is correct.
2. Click the Record Check button.
3. In the Record Check Options dialogue, set up the options as needed.

Enter the date that was written on the check and the date that represents the pay period for this payroll. If the date you enter is at least a week earlier than today's date, the program assumes you are entering prior pay history data and will display the Record Check Options window each time you click Record Check.

4. Click the OK button.

The program will record the paycheck into Pay History and the selected check register.

5. After recording the check, you are returned to the Process Payroll tab window.

Processing direct deposit payroll

Once your company and direct deposit employees are set up and you have verified the setup with an ACH Prenotification file, you can use the Direct Deposit feature to pay your direct deposit employees. If this has not yet been set up, please see the sections on Direct Deposit in Chapter Two - Company and Chapter Four - Employees before attempting to follow the instructions in this section.

Processing direct deposit payroll

1. Access the Process Payroll tab window.
2. Process and queue paychecks for all your employees (i.e., both regular and direct deposit employees).
3. Click the Print Queue button.
4. In the Check Queue dialogue, click the Print All button.
5. In the Print Check Options dialogue, set up the options as needed.

Notes about direct deposit checks

Selecting a form from the Direct Deposit form pop-up menu allows you to print a pay stub for any employee who is marked for direct deposit.

When you record a direct deposit check, the letters DD are inserted in the Check Number field of the Pay History window.

If you ever need to print regular paychecks for your direct deposit employees, select the For this payroll, instead of direct deposit, print checks... option.

6. Click the OK button to display the Print Check Options dialogue.
7. Click the Record button to display the Direct Deposit Dates dialogue.
8. Enter the dates required to process your direct deposit file, then click the Continue button.

When you quit the program or switch to a different company, the program will create a file called ACH Transmit File.txt in the Employee Files ü folder ƒor this company.

9. Deliver the ACH Transmit File.txt file to your financial institution in the format they require (e.g., FTP, floppy diskette, CD-ROM, modem).

Your financial institution will take the file and credit the deposits of employees who bank there and then forward the remainder of the paychecks to the ACH network.The ACH will sort the records and immediately distribute them to the appropriate financial institutions designated by your employees, crediting employee accounts with their payroll amounts on payday.

Quitting the payroll process

You can quit processing payroll at any time and finish later. To end the payroll process, either exit out of the Process Payroll tab window or quit the payroll program all together. Any checks that have been recorded or added to the Check Queue will remain there. When you return to finish processing your payroll, continue where you left off by selecting the next employee from the Employee List, or you can go to the File menu and select Print/View Check Queue to print your checks.

Posting Payroll

After processing and recording payroll, the next step would be to post it to your accounting program. You should have already linked your payroll items to the corresponding accounting applications Chart of Accounts. This is very important for the payroll to process accurately. For details on designating account links, see Chapter 9 - Posting Data .

Posting payroll

1. From the File menu, select QuickBooks® > Send/Post Payroll.
2. In the Send/Post portion of the window, enter information as needed.

Payroll data type

Click the Paychecks button.

Employee list

From the Employee List pop-up menu, select the employee list whose payroll you want to post.

Date recorded

Enter the payroll date you wish to post. This field defaults to your computer's system date. The date must exist in your Pay History records and be entered in this format: 8/24/04 (month/day/year). Note that the program sends by date and not by employee.

Override date

(Optional) If you want to post payroll using a different payroll date, click the Override date with checkbox and enter the date you wish the checks to appear within the accounting program.

3. Click the Send button.

A dialogue box will inform you that there is payroll information ready to export.

4. Click the OK button.

You will see another dialogue indicating that your payroll information was successfully exported.

5. In QuickBooks®, go to the check register and verify the payroll imported properly.

The employee names and liability payee names may appear in your Other Names list in QuickBooks®.

Other tasks

Besides using the Process Payroll tab window to process your payroll, there are other features this window provides such as the Print as Report feature. This section details these other features.

Printing an Employee Paysheet

Click the As Report button to print an employee's paycheck information exactly as it appears in the Employee Paysheet.

Processing bonus checks

The payroll program provides different methods for calculating bonuses into the paychecks. The following instruction set covers three possible scenarios.

Processing a bonus check

Bonus included in regular paycheck

If you want to include a bonus in the regular paycheck, enter the amount of the bonus in the Bonus field on the employee's paysheet.

Bonus check only

If you want to print a bonus check separate from a regular paycheck (e.g., Christmas Bonus), zero out all the values in the employee's paysheet except for the Bonus field. The changes you make in the paysheet will not alter the employee's default setup.

Bonus pay that is taxed differently than regular income

Bonus pay may be taxed differently than the regular income. Check your state and federal laws for the current rates. If you need to change the tax rate for bonus pay from the normal default tax rate, access the Employee tab window or the Payroll Items tab window, highlight the employee, then choose Edit > Bonus Tax Rates.

In the Bonus Tax Rates window, enter the tax rate for the Federal and/or State taxes to a different percentage than the regular withholding. The rate you enter here will override the normal withholding rate and will only affect the Regular Pay Bonus of the selected employee.

Importing employee hours

You can use the Import Hours feature to import a file that contains the hours your employees have worked. The file you create must conform to the following specifications.

File Specifications

The import file can be created in any word processor or text editor providing it is saved in TEXT format. However, it is best to use a program like Microsoft Excel™.

The information must be typed in sequence for each employee using all of the following information, even if it may be zero.

• Employee name
• Regular hours
• Overtime hours
• Double-Overtime hours
• Commission amount
• Bonus amount

Employee name<press TAB key >Regular hours<press TAB key >Overtime hours<press TAB key >Double-Overtime hours<press TAB key >Commission amount<press TAB key >Bonus amount<press RETURN key >

The names in the text file must match the names in the Employees tab window. For example, if an employee's name is entered into the program as John E Johnson, you must enter it in the text file as John E Johnson.

The text file may look different on your screen. This is fine. The important thing is that you put a Tab between each field and a Return after each employee's line of data.

Once you have your data file ready to import, open the Process Payroll tab window, then select File > Import Hours. An Open dialogue will appear allowing you to locate the file and import the data. The data is then placed into each employee's paysheet.

The Check Queue

The Check Queue (pronounced "Q") feature is the preferred method for printing/recording your payroll because it allows you to print/record all your paychecks at the same time.

If you have employees with Direct Deposit, you will have to queue the payroll into the check queue and Print or Record the payroll from the Check Queue. This will record all the check numbers as "DD" for employees with Direct Deposit.

Because the Check Queue is a file that is saved to your hard disk, you can add your employee paychecks to the Check Queue when you process payroll, quit the program and then return at a later time to print/record the paychecks. To do so, select File > Print/View Check Queue after you have restarted the payroll application.

If you are setting up the payroll program mid-year, the "record" buttons allow you to enter your employees' prior paychecks into Pay History without having to print the paychecks.

There are two ways in which you can access the Check Queue window:

• In the Process Payroll tab window, click the Print Queue button.
• Select File > Print/View Check Queue.

You cannot access the Check Queue window unless it contains at least one queued paycheck.

Previewing paychecks before printing

There are times when you may want to view a paycheck before sending it to the printer. The Preview command allows you to preview your queued paychecks just as they will appear when printed.

Previewing a paycheck before printing

The Preview button is grayed out if more than one employee is selected in the list.

1. In the Process Payroll tab window, click the Print Queue button.
2. In the Check Queue window, select the name of the employee whose paycheck you want to preview.
3. Click the Preview button on the toolbar.
4. After reviewing the check, click the red close button in the upper left-hand corner to close the window and return to the Check Queue window.

Printing paychecks from the Check Queue

Printing your paychecks from the Check Queue is a convenient way of printing an entire batch of checks at one time.

Printing paychecks from the Check Queue

1. In the Process Payroll tab window, click the Print Queue button.
2. (Optional) Print the Queue Summary, Queue Detail, or Queue Hours Report and verify the accuracy of the queued paychecks.
3. Decide if you want to print all the paychecks or only selected paychecks.

Print only selected paychecks

If you want to choose only certain paychecks to print, select the employee(s) whose paycheck(s) you want to print, then click the Print button.

Print all paychecks

If you want to print all the paychecks listed in the Check Queue, click the Print All button.

4. In the Print Check Options dialogue, set up the options as needed.

Checkform

From the Checkform pop-up menu, select the checkform you want to use for printing the paychecks.

Check Register

From the Check Register pop-up menu, select the register you want the paychecks posted to. Note: This register is only used in the payroll program and is completely separate from the registers in your accounting program.

Starting check number

Enter the starting check number. If all employees have Direct Deposit, type "DD" as the starting check number.

Dates

Enter the date you want printed on the paychecks and the pay period ending date. The program automatically fills in both fields with today's date. You can enter a date to be printed on the paycheck (usually the actual date the checks are handed out), and a date that represents the pay period for this payroll.

Direct deposit employees only

If any of the paychecks in the Check Queue are for direct deposit employees, select a form from the Direct Deposit form pop-up menu. The form that you select will be used to print a "pay stub" for any employee who is marked direct deposit. If you do not have any direct deposit employees, the program will disregard whatever form you select.

If you ever need to print regular paychecks for your direct deposit employees, select the For this payroll, instead of direct deposit, print checks... option.

When a direct deposit check is recorded into Pay History, the letters DD are inserted in the Check Number field.

5. Click the OK button.
6. Insert your checkform sheets in the printer. Refer to Aligning checks in the printer .
7. In the Print dialogue, click OK.
8. After the paychecks have printed, verify to see if they were printed correctly.

If you chose to Print All the paychecks in Step 3, the Print Check Options dialogue will appear after you click the OK button in the Print dialogue.

The Print Check Options dialogue provides you the opportunity to print an After Queue Summary report. You can print, view, or export this report in the format of a text file by marking the radio button next to your choice, and clicking the View button. If you do not want to view the report, click the Cancel button to exit the window.

10. In the Print Check Options dialogue, select options as required.

Record then Clear

Select this option if your checks printed correctly. The program will record the paychecks into the Pay History and selected check register, then remove them from the Check Queue.

Reprint

Select this option if you want to reprint some or all the paychecks you printed.

To reprint only those you need to reprint, select the Reprint selected checks option, select the employees whose paychecks need to be reprinted, enter the starting check number, then click the Reprint Checks button.

To reprint all the paychecks, select the Reprint all checks option, enter the starting check number, then click the Reprint Checks button.

After reprinting the checks, you will again be allowed to record or reprint the paychecks, or exit the Check Queue window.

Exit

If you decide that you do not want to record or reprint any of the paychecks, click Exit to return to the Check Queue window. The paychecks will stay in the queue--it will be as if you never printed anything--and your Pay History will not reflect these checks.

11. Click Done to return to the Process Payroll tab window.

Recording queued paychecks without printing

There may be times when you need to process payroll without actually printing the paychecks, such as when you need to enter prior paychecks into the Pay History records.

Recording queued paychecks without printing

1. In the Process Payroll tab window, click the Print/View Queue button.
2. (Optional) Print the Queue Summary, Queue Detail, or Queue Hours Report and verify the accuracy of the queued paychecks.
3. Decide if you want to record all the paychecks or only selected paychecks.

Record only selected paychecks

If you want to choose only certain paychecks to record without printing, select the employee(s) whose paycheck(s) you want to record, then click the Record Check button.

Record all paychecks

If you want to record all the paychecks listed in the Check Queue, click the Record All button.

4. In the Record Check Options dialogue, set up the options as needed.

Check Register

From the Check Register pop-up menu, select the register you want the paychecks posted to.

Starting check number

Enter the starting check number.

Dates

The program automatically fills in both fields with today's date. Enter the date that was written on the check and the date that represents the pay period for this payroll.

If the date you enter is at least a week earlier than today's date, the program assumes you are entering prior pay history data and will display the Record Checks Options window each time you click the Record Check button.

5. Click the OK button.

If you are set up to process Direct Deposit payroll and any of the employees are direct deposit, a Direct Deposit Dates dialogue appears after clicking the OK button. Please refer to Processing Direct Deposit Payroll in this chapter.

6. The next action depends on if you chose to record all the paychecks or only the selected paychecks.

Record All

If you chose to Record All the paychecks, the following occurs:

1. All the paychecks are saved into Pay History.
2. A dialogue appears providing options to print, view or export an After Queue Summary report. If you do not want to view this report, click the Cancel button to exit the window.
3. The program removes the paychecks from the Check Queue and you are returned to the Process Payroll tab window.

Record Check

If you chose to record only selected paychecks, the following occurs:

1. The selected paychecks are recorded into Pay History.
2. You are returned to the Check Queue where the recorded checks are now grayed out.
3. When you are finished in the Check Queue window, click the Done button to return to the Process Payroll tab window.

Editing queued paychecks

There may be times when you need to edit a paycheck before it is printed and/or recorded.

Editing a queued paycheck

1. In the Check Queue window, select the employee whose paycheck you want to edit.
2. Click the Edit Check button.
3. Make the changes you want.
4. Click Done to return to the Check Queue window.

An alert dialogue will prompt you to Save, Don't Save or Cancel. Make the choice appropriate for your situation.

5. If you want to print or record the paychecks, do so now; otherwise click the Done button.

Removing paychecks from the Check Queue

There may be times during the course of processing your payroll that you need to remove one, two, or perhaps even several checks from the Check Queue.

Removing paychecks from the Check Queue

1. In the Process Payroll tab window, click the Print/View Queue button.
2. Remove selected checks or remove all the paychecks from the Check Queue.

Remove

If you want to remove only certain paychecks, select the employee(s) whose paycheck(s) you want to remove and click the Remove Check button. The following will occur:

1. An alert dialogue will ask if you are sure you want to remove those checks. Click the Yes button to the remove the selected paychecks from the Check Queue.
2. You are returned to the Check Queue where the removed checks are now grayed out.
3. When you are finished in the Check Queue dialogue, click Done to return to the Process Payroll tab window.

These checks will appear in gray and will stay in the queue until you remove all of the checks from the queue following the steps outlined below.

Remove All

If you want to remove all the paychecks from the Check Queue, click the Remove All button. The following will occur:

1. A alert dialogue appears asking if you are sure you want to remove all the entries. Click the Yes button to remove all the paychecks in the Check Queue.
2. The program removes all the paychecks from the Check Queue and you are returned to the Process Payroll tab window.

Aligning checks in the printer

We recommend that you check the user's guide that accompanied your printer to determine the correct placement of checks in the paper tray or the manual document feed.

See Test printing checkforms to determine the correct alignment of fields on your check (either preprinted or blank),