Payroll Series General Program FAQs

Q. I have a deduction that is not a tax ( medical insurance, pension plan, etc. ) that calculates a negative amount in process payroll. Will this cause a problem?

A. Yes, this will cause a problem when posting the payroll checks over to your accounting program. It will also add the negative amount back into net pay. To correct this issue:

1. Highlight an employee that has a deduction calculating as a negative amount.
2. Double-click the erroneous deduction.
3. In the Edit Deduction screen, verify the Calculation Method is correct.
   IMPORTANT: If it is a non-tax deduction, the Calculation Method should be set to Flat Amount or a percentage of the pay. It SHOULD NOT be set to Tax Calculation as this is used only for Federal and State Taxes.

Q. How do I delete a paycheck from Pay History?

A. Deleting a paycheck from Pay History is a simple process. Follow the instructions below. Please keep in mind that if you have already posted this information to QuickBooks®, you will also need to delete the paycheck from that program as well.

1. In the Employee tab window, highlight the employee whose check you would like to delete.
2. Click the Pay History button.
3. Select the appropriate check from the Select Check Date pop-up menu.
4. Click the Delete check button.

A dialogue will appear asking if you wish to delete only the check for the selected employee, or all checks for that date. Make the appropriate selection for your situation.

5. Click Continue.

The check/checks will be deleted from Pay History as well as the register in the Payroll Program.

Q. I am doing my liability payments for the 1st quarter for FUTA and the amount that is being calculated is really low. What is wrong?

A. Sounds like you have FUTA set up incorrectly. Navigate to the Payroll Items tab window of the payroll program and select Employee List Settings (at the top of the Employee List). In the Employer Paid section (marked by green text), double-click the FUTA payroll item. In the Edit Item screen that displays, check to make sure your settings for FUTA show Tax Calculation under Calculation Method, and in the box directly below you see a value of 0.8%. If the values you see differ from that, enter the corrections and update the rates. Recalculate the liability payment for FUTA and verify that it is correct.

Q. I have updated to Version 16 from version 15. I went to process the first payroll for the year, and find out that the State Tax calculates $0. How do I correct this?

A. In the Employees tab window, highlight an employee from the Employee List. Click the Tax tab. In the tax section, change the Filing status for the state. If it is incorrect, select the appropriate status. However, if the status is correct, reselect the listing. Click the Save button on the top toolbar. Navigate to the Process Payroll tab window and verify that the State Tax now calculates. Repeat the steps for all employees.

Q. Will I be able to get the latest Government Forms for Version 15 on a CD?

A. (Answer Updated April 2006) Updates to the Government Forms for version 15 and 16 are now available on CD-ROM for $14.95. Please call Aatrix Sales 1-800-426-0854 to order your updates via CD, if that is your preference. Otherwise, if you have Internet access, you can update the payroll program and Print & Mail forms any time you wish from within the payroll application.

Q. I get a message that the program application and the Defaults ƒ folder are not in the same location. How do I correct this?

A. Check in your User Documents folder for the Aatrix program folder ( Aatrix Top Pay, for example) and verify that there is a Defaults ƒ folder inside. If there is, chances are that File Vault is turned ON. You can verify this under the Security section of your OS X System Preferences. (Click the Preferences icon on the Dock, and then click the Security icon.) File Vault needs to be turned OFF for the payroll program to operate.

NOTE on FILE VAULT: File Vault might take some time to turn itself off. Please do not perform a Force Quit. It can take anywhere from ten minutes to several hours for File Vault to completely shut down.

Payroll Series 16 products require OS 10.2 or higher to successfully install, run, and update. Please Note that Documentation is based on the latest versions of the payroll products and latest Macintosh operating systems. No new documentation is written for older operating systems such as OS 9.

Q. I have updated to v 16 and now my SS, Medicare, etc. calculates the same as my Federal tax. Is this correct?

ALSO

Q. Federal Tax withholdings calculating incorrectly or coming up with zeroes.

A. To correct this:

First of all, make sure you have the latest upgrade of Payroll 16.

1. In the Payroll Items tab window, click Employee List Settings at the top of your employee list.
2. In the paysheet area of the window, double click on the Federal or State deduction that is calculating incorrectly.
3. In the Edit Deduction screen that opens (as pictured below), make sure the TYPE of item from the TYPE popup list matches the name of the item. For example, if the Name of the deduction is FE 2005 US Federal, it must be matched with FEDERAL INCOME TAX from the TYPE popup list. Another example: a tax named CA 2005 California should be matched with STATE INCOME TAX from the TYPE popup list.
4. Next, choose Tax Calculation from the Calculation Method popup list. Click the OK button. NOTE: If Tax Calculation is already selected--re-select it.
   Click for screenshot
5. If you had to re-select the Calculation method, you will see an additional screen display titled SELECT TAX CALCUATION. Choose the type of tax that applies to your payroll item (i.e., Federal, State, or Local.)
   Click for screenshot
6. In the Update Payroll Item screen, make sure that the selection is correct, for example, if you want to apply it to the entire Employee List and to all New Employees that might be created from this point forward. Click the OK button to return to the Payroll Items tab window. Your calculations should now be correct.

Q. My State tax is calculating with all zeroes!

or

My Federal tax jumped up abnormally high for several employees!

A. See alert text below for this answer.

IMPORTANT! If you have upgraded to Payroll 16, you MUST verify each employee's marital status and number of claims. To do so: Click the Employees tab. In the Employee Tab window TAX section, highlight the name of the employee, verify the marital status and claims, and click the SAVE button in the toolbar before going on to the next. Repeat through the Employee list.

Q. I have received a notice of the new rate for my State Unemployment for next year. How do I get the new rate into the program?

A. To get your new State Unemployment rate into the program for the new year, follow the steps below.

1. Make sure that the last payroll of the current year is finished.
2. In the Employees tab window, select EDIT > UPDATE RATES... from the menu bar across the top of the page.
3. In the Update Rates dialogue, select your state unemployement item (e.g., CA SUTA) from the CHANGE THE RATE OF: popup list.
4. In the TO: box directly beneath, enter your new rate
   NOTE--Be sure to enter the percentage form of your rate (in %).
5. In the box FOR RECORDS DATED ON OR AFTER:, enter the date (1/1) and the new year (e.g., 2006).
6. Click the UPDATE button.

Q. One of my liabilities won't calculate, but I know I owe taxes.

Solution

1. Create the liability payment in the Liabilities tab window by selecting the appropriate payment, Employee list, and Period to pay.
2. Click the Verify button in the button bar.
3. Print the report that displays be selecting Preview > Print Report. Close the report.
4. Look at the dates the report says there are deposits.
5. Click the View Register button.
   Locate the deposits in the register for each date on the report.
6. Double-click the deposit.
   At the bottom of the Edit Entry dialogue, verify that the period selected is the appropriate for that payment. (For example, verify that it's set up for the correct month rather than the whole year.)
7. Make the appropriate changes and then reprocess the Liability check.

The totals should then pull in.

Q. I get a message that the program application and the Defaults ƒ folder are not in the same location. How do I correct this?

A. Check in your User Documents folder for the Aatrix program folder ( Aatrix Top Pay, for example) and verify that there is a Defaults ľfolder inside. If there is, chances are that File Vault is turned ON. You can verify this under the Security section of your OS X System Preferences. (Click the Preferences icon on the Dock, and then click the Security icon.) File Vault needs to be turned OFF for the payroll program to operate.

Q. I get an error type 2 when opening Top Pay 15. What is an error type 2?

A. An error of Type 2 is a System Error code associated with OS 9 and earlier operating systems.

To correct this problem you will either have to contact Apple or upgrade your operating system to OS X.

Q. Is there a character limit on company names?

A. Yes. Your company name must be less than 25 characters (Including spaces.) If your company name is longer than this, abbreviate it for the purposes of creating your company in the payroll program. Once your company is created, you can change the name to the legal title within the Company Tab Window. The name in this window will print on reports.

Q. Why can't I open the program after running an update? I've tried to click on the Payroll button within QuickBooks®, and it will not launch.

A. There may be more than one Top Pay program on your computer. If QuickBooks® finds more than one program, it does not open anything. Locate the additional payroll program on your system, verify that your company information is not in this additional program and trash that program. After the program is off of the system, QuickBooks® will be able to launch the new program.

Q. Where is my company information stored?

A. The company folder and document are now stored in the Top Pay folder within the User Documents folder of your system. The Backups folder is also stored in this location.

Q. My 941 form says that I can only print a Records Copy because it isn't certified. Why isn't it certified?

A. There is a forms update available, so the program will not allow you to print an out-of-date form. To run the update, select the Help menu in the Aatrix FormViewer, and choose Update. Your computer will connect to the internet and update the forms.

Q. How do I enter a new employee?

A. There are a few steps to entering a new employee. To do so:

1. In the Employee tab window, click the New Employee button on the the toolbar.
   The button you need to click is on the toolbar in the top portion of the screen and looks like a piece of paper with a person's face on it. Do not click on the words New Employee Settings in the Employee List. This is a common mistake. Clicking the New Employee button signals to the program that you wish to create a new employee.
2. Begin entering the appropriate information in each of the tab windows.
3. Click Save.

You should receive notice that your employee has been created and added to the Master List.

Q. How do I rename an employee? I spelled an employee's name wrong when I entered them, and can't change this.

A. Follow these instructions:

1. In the Employee tab window, highlight the employee whose name you'd like to change.
2. Click the pop-up menu that displays the currently selected employee list.
3. Scroll to the top of this list.
4. Select Rename Employee.
5. Enter the new name for your employee.
6. Click OK.

Q. How do I set up my State Withholding?

A. You can set up as many states as you wish within the program, just repeat the instructions below for any additional states. To do so:

1. In the Payroll Items tab window, highlight the Employee List Settings.
2. Click on the Red New button next to Deductions.
3. In the New Deduction dialogue that appears, make the following selections:
   Type: State Income Tax
   Calculation Method: Tax Calculation
4. From the pop-up menu that appears, select the appropriate state.
   The title will fill in based on your selection.
5. To link to QuickBooks®, select the appropriate Liability account.
6. Click OK.

Repeat these steps for any additional states. For more information, see the User Manual, chapter 5, Payroll Items.

Q. What is the password? I open my payroll program and now I am being prompted for a password. I have never assigned a password (or my password is not working).

A. The password is the word password (in all lower case letters). To disable the password:

1. From the menu bar, select Edit > Preferences.
2. In the Preferences dialogue, click the Security tab.
3. In the Security preferences tab window, unmark the checkbox next to Password protect this program.
4. Click OK.