Payroll Version 17 Manual
 
 
Employee pay history
All payroll checks are stored in Pay History. To access an employee's pay history records, open the Employee Information window, select an employee from the Employee List on the left, then click the Pay History button.
The Pay History window allows you to view or edit existing paycheck records. To open/view an already issued paycheck, select the date it was recorded from the Select Check Date pop-up menu. Once open, the paycheck record can be edited, duplicated, deleted, or reprinted.
If the selected employee does not have any paycheck data stored in Pay History, the screen appears blank and no paycheck records appear in the Select Check Date pop-up menu.
WARNING! When editing in Pay History, changing the Gross Pay or the deductions will cause Net Pay to change. Use caution when making changes, especially when the employee has cashed the paycheck: changes will cause discrepancies between the Pay History record and the actual paycheck recorded in your accounting program.
 
How does the paycheck date affect reports?
Paychecks are recorded into pay history with both the paycheck date and pay period ending date. By default, the program uses the paycheck date for reporting purposes. If you would rather use the pay period ending date for reporting purposes, change the information in the Payroll Preferences dialogue (Program > Preferences and click the Payroll tab) and change the default to pay period ending date.
The monthly/quarterly reports you generate are based on the dates that the paychecks are recorded. In other words, if you want the payroll information reported in the first quarter, it must be saved using a date within the first quarter.
 
Entering past pay history
If you begin using the payroll program in the middle of the year, you need to enter your employee's prior pay history totals in order for reports such as the W2 and 941 to calculate correctly.
Before you begin entering prior pay history data, your employees must be set up with the correct deductions, employer paid contributions, regular pay (hourly/salary), extra income, and claims information. If needed, refer to Setting up new employee defaults .
We recommend that you use the Pay Employee window to enter your prior pay history. Also make sure that you have payroll reports from your other accounting program or accounting system available. In the Pay Employee window click the Record Check box and enter the appropriate dates for the paycheck information. For details on processing employee paychecks, refer to Chapter 6, Processing Payroll .
Before you begin, decide which of the options described below will be used to enter the past payroll data. When you enter your employee's paycheck data, make sure the values match the original paychecks exactly. You will need to have payroll reports from your other accounting program or method on hand to enter the pay history accurately. If needed, you can change an amount by clicking the cursor directly on the field you wish to edit. Make sure that you enter the amount for each payroll item as you paid it originally, so that your reports will be accurate.
 
Available options for entering prior pay history
No matter which option you choose for entering prior pay history, it is essential that you enter an exact audit trail of what took place. For example, the deductions and employer paid amounts for the pay period for which you are making adjustments must exactly match the corresponding amounts on the previous pay history records from which you are referring.
Enter every paycheck for every employee.
This option is the most time consuming, but will give you an accurate breakdown for your report reflecting the actual pay dates.
Enter monthly, quarterly, or yearly totals for each employee's paycheck, depending on the reports you need.
If you are entering the data by quarters, use the quarter ending date for each quarter completed in the current year (i.e., Mar. 31, June 30, Sept. 30, Dec. 31).
Enter one total for each employee's paycheck to instantly "catch up" your employee's Pay History records.
This allows you to print W-2s, but not other reports you might need. Since the government requires quarterly reports, this method may not be appropriate for your use.
 
Entering past pay history
1.    IMPORTANT: Have all the previous pay history records and/or reports from your other accounting software or system available for reference.
2.    In the Pay Employees window, highlight the name of the employee for which you are entering the Pay History for.
3.    In the Pay Rate column, highlight the Regular Pay dollar amount.
4.    Press the Delete key on your keyboard, or use the backspace key to remove the entry.
5.    Enter the Gross Pay amount for the past pay period (or month, or quarter).
If the employee is salaried, you just need to enter the new Gross Pay amount in the Pay Rate column, The program will automatically calculate the deductions and employer paids, but you will need to check the deduction items individually to ensure they match your data. See the next step for more detail.
 
If the employee is paid hourly, you can tab into the Hours column and enter in the hours worked if desired, or simply set the hours to 1.00.
6.    Next, update the amounts for payroll items in the Deductions and/or Employer Paid section of the employee's paysheet.
 
 
Consult the records/reports of past pay history that you are using, and make sure the exact amounts of Federal withholding, State withholding, and other payroll items are entered for the pay history time frame you are entering. This way you have an exact audit trail that will match the records in your other accounting system.
7.    When done entering the amounts, click the Record Check button, next to the employees name on the list and click Save button (bottom right).
Repeat the steps for all employees for the same period.
After you have entered all employees for the period, select record only, then Save.
Click on Print/Record Paychecks button.
8.    In the Record Check dialog, make the pay period date for the check you are recording match the date for the pay period history you have just entered.
For example, if you entered a gross pay amount for the month of January, 2005, enter January 31, 2005 in the Pay Period Ending date text box.
You do not need to print this check.
9.    If necessary, continue updating other employees using the above instructions.
 
Editing pay history records
Many of the numeric fields in a pay history record can be edited and if needed, you can add or remove pay items. In addition, if you have an employer paid contribution that needs to be changed retroactively, use the feature called Update Rates. You can access Update Rates at any time in the program by selecting Edit > Update Rates from the File menu and entering the new rates into the Update Rates dialogue. For instructions, refer to Updating employer paid rates in pay history .
To enter or change an amount on a paycheck record, click the cursor on the field you wish to edit. Once a field is selected, it becomes highlighted and you can enter the amount you want. Press the Tab key to move from field to field.
Be careful to change all fields as necessary because changing one field will NOT automatically affect the other fields (i.e., changing Regular Pay will not change the Federal Tax amount). Also, be careful if this is a check that the employee has already cashed because changing or adding a deduction or income item will affect the net pay.
You can revert changes made to a paycheck back to the original values by clicking the Revert to Original button.
 
Adding pay items to paychecks
If necessary, you can add payroll items to an existing paycheck record. Be aware that when you enter an amount for the new item(s), the program does not recalculate deductions and contributions. You must change the values yourself.
Other than being in different windows, the instructions for adding payroll items to a paysheet in the Process Payroll window are similar to adding pay items to a paycheck in Pay History.
 
Adding pay items to a paycheck record
1.    In the Employees window, select an employee from the Employee List on the left, then click the Pay History button.
2.    From the Select Check Date pop-up menu, select the paycheck to which you want to add a payroll item.
3.    Click the Add Item button.
The Add Pay Item window lists all payroll items not currently on the paycheck or paysheet. This list is available to all employees and may include some items that are not assigned to the selected employee.
4.    Select the payroll item you want to add to this paycheck record.
5.    Click the Add button.
6.    If needed, repeat steps 4 and 5 to add more pay items.
7.    Click Done when you have finished adding the pay item(s) you want.
This action adds the payroll item(s) to this paycheck record only. It is not permanently assigned to the employee's payroll file.
8.    Once the payroll item is added, enter the appropriate values (e.g., wages, amounts) for this period.
Keep in mind that the amounts for
9.    Click the Save button when you have finished modifying the paycheck.
 
Removing pay items from paycheck records
If needed, you can remove payroll items from a paycheck record. Be aware that after removing the payroll item(s), the program does not recalculate the deductions and contributions.
Other than being in different windows, the instructions for removing payroll items from a paysheet in the Process Payroll window are similar to removing pay items from a Pay History record.
 
Removing pay items from a paycheck record
1.    In the Employees tab window, select the employee you want from the Employee List on the left, then click the Pay History button.
2.    From the Select Check Date pop-up menu, select the paycheck from which you want to remove payroll item(s).
3.    Click the Remove Item button.
The Remove Pay Item window lists only the payroll items for the selected paycheck. The Regular Pay item can not be removed from the paycheck record, however you can zero it out by editing the Regular Pay field.
4.    Select the payroll item you wish to remove from this paycheck record.
5.    Click the Remove button.
6.    If needed, repeat steps 4 and 5 to remove more pay items.
7.    Click the Done button when you've finished removing the item(s) you want.
8.    Click the Save button when you are finished making changes.
The program removes the pay item(s) from this paycheck only. It does not remove the payroll item(s) from the employee's assigned payroll file.
 
Updating employer paid rates in pay history
You can update the pay history records with new employer paid rates. This is especially useful when you must retroactively update payroll items (e.g., FUTA, SUTA) because you did not receive the new rates at the start of the year.
 
Updating an employer paid rate
If you've added an employer paid item to a paycheck using the Add Pay Item button, be sure to enter the applicable wages for the employer paid item on the paycheck, otherwise the Update Rates feature will not work correctly.
1.    Select Edit > Update Rates from the File menu.
2.    From the Change the rate of pop-up menu, select the desired item.
3.    Enter the new percentage rate and the date the change is to take effect.
4.    Click the Update button.
The program recalculates the amount of the selected employer paid item using the new rate and makes the appropriate changes in your pay history records. The program also changes the rate in the employer paid setup.
 
Printing paycheck records
You can print paycheck records exactly as they appear in the Pay History window using the Print as Report feature.
 
Printing a paycheck record
1.    In the Employees tab window, select the employee you want from the Employee List on the left, then click the Pay History button.
2.    From the Select Check Date pop-up menu, select the paycheck you want to print as a report.
3.    Click the Print as Report button.
4.    Click the OK button in the print dialogue which appears.
The paycheck record will be printed exactly as it appears in the Pay History window.
 
Deleting paychecks from pay history
If for some reason you need to delete a paycheck from an employee or an entire Employee List, you can do so using the Delete Paycheck feature. Be sure to use extra care when you are deleting paychecks to protect necessary records for W-2s and other government reports.
 
Deleting a paycheck from pay history
If you have two paychecks recorded with the same date, the program will only delete the check you select.
1.    In the Employees tab window, select an employee from the Employee List on the left, then click the Pay History button.
2.    From the Select Check Date pop-up menu, select the date of the paycheck you want to delete.
3.    Click the Delete Check button.
4.    In the window that appears, select whether you want to delete the paycheck for the selected employee only or for all the employees in the currently open Employee List, with that check date.
5.    Click Continue to delete the paycheck(s) from pay history or Cancel to return to the Pay History window.
When you delete a paycheck from pay history, the program automatically voids the deleted paycheck in the check register.
 
Reprinting paychecks
There may be times when you need to go back and reprint a paycheck. This can be done using the Reprint Check feature.
 
Reprinting a paycheck
1.    In the Employees window, select the employee for whom you want to reprint a check, then click the Pay History button.
2.    From the Select Check Date pop-up menu, select the date of the paycheck you want to reprint.
If necessary, change the date and check number of the paycheck before printing, since the regular date dialogue box does not appear when you print from the Pay History window. To do so, highlight the check number or date field you wish to edit and enter the new information.
3.    Click the Reprint button.
4.    In the Reprint Check dialogue, select the checkform you wish to use, then click Reprint.
5.    The standard Macintosh print dialogue will appear allowing you to reprint the paycheck.
6.    Before going to the next task, click the Save button to record your changes.
 
Duplicating paycheck records
If you need to enter a group of paychecks and they are all for the same amount (such as for a salaried employee), you can do so with the Duplicate Paycheck feature.
 
Duplicating a paycheck record
1.    In the Employees window, select the employee for whom you want to duplicate paycheck records, then click the Pay History button.
2.    From the Select Check Date pop-up menu, select the date of the paycheck you want to duplicate.
3.    Click the Dup. Check button.
The program creates a new record exactly like the one that is currently open and adds it to the bottom of the Check Date pop-up menu.
4.    Once the new paycheck is created, select it from the Select Check Date pop-up menu and make any necessary changes (such as the date and check number).
Duplicating a paycheck in Pay History will not create that duplicate paycheck record in your Check Register.
5.    Click the Save button.
 
Using employee lists
An employee list is simply a list of employee names. You can create as many employee lists (e.g., Part-time Help, Health Insurance, Interns) as you need, and an employee can be on as many lists as you deem necessary.
The lists themselves actually contain no data except for the employee names. Except for the Master List (which is described below), names may be added or removed from these lists at any time. You can use the Master List for processing payroll and department employee lists for running reports.
 
What is the Master List?
The Master List is an employee list which is automatically created every time you start your payroll program. It includes the names of all the employees who are in the Employee Files ƒ folder of the currently open company.
The Master List is automatically created with all the employees in the Employee Files ƒ folder.
 
How employee names are displayed in employee lists
The status of an employee determines how his or her name is displayed in an employee list.
Blue type
Current employees (i.e., those you process payroll for) are displayed in blue type.
Red type
An employee who has been terminated appears in red type.
You may not see the name appear in red type until you exit and re-enter the program.
 
The Employee List pop-up menu
The top portion of the Employee List pop-up menu contains the commands needed for creating and configuring your Employee Lists.
The bottom portion of the Employee List pop-up menu displays the names of your employee lists. A checkmark appears next to the name of the currently open employee list.
You may have to move your mouse pointer up and down to see every option on the Employee List pop-up.
 
Creating employee lists
By default, the program automatically creates certain types of Employee Lists for you. They are created from the pay period and active/inactive (i.e., terminated) settings. For example, if you have both active and terminated employees, the program will create two lists; one that contains your active employees and another for your terminated employees. This option can be enabled and disabled in Program Preferences, located at Program > Preferences... (e.g., Aatrix Top Pay > Preferences... )
 
Creating an employee list
1.    From the Employee List pop-up menu, select New Employee List.
2.    Enter a unique name for your new employee list.
The list can be the name of a department (i.e., Sales Dept. ) or any other descriptive name (i.e., Interns).
3.    Click the Save button.
When you click the Save button, the Employee List is saved to the Employee Files ƒ folder of the currently open company and its name is displayed at the bottom of the Employee List pop-up menu. If you remove this file from the Employee Files ƒ folder, it will no longer appear in the Employee List pop-up menu.
4.    You can now add employee names to this list. To do so, refer to Adding employees to employee lists .
 
Opening employee lists
Use the following instructions to switch to a different employee list.
 
Opening an employee list
1.    Click on the Employee List pop-up menu.
Note the checkmark displayed next to the name of the currently open Employee List.
2.    Drag your mouse pointer to the employee list you want to open.
The selected employee list will open. Its name is displayed in the pop-up menu bar and the employees on that list will appear in the scrolling list.
 
Deleting employee lists
If you no longer want an employee list to appear in the Employee List pop-up menu use the following instructions to remove the list.
 
Deleting an employee list
1.    Quit the payroll program.
2.    On your hard disk, open the Aatrix Payroll ƒ folder.
If you use Top Pay with QuickBooks®, locate and open the QuickBooks® program folder and open the Top Pay folder within it.
3.    Open the company folder that contains the employee list you want to delete.
4.    Open the Employee Files ƒ folder.
5.    Locate the name of the employee list you want to delete then drag this file to the trash.
6.    After you trash the old list, close each of the folders you opened.
At this point you can relaunch the payroll application if desired.
 
Adding employees to employee lists
After you've created a record for a new employee, you will want to add him or her to one or more Employee Lists. For example, you can add Anthony A. Augustine to the Master List (which contains all employees), to a list called Part-Time Employees, and to Active Employees. This makes it easy to target certain groups of employees for customized reports and the like.
 
Adding individual employees
There are two ways to add individual employees to lists. One is to highlight the name of the employee, select the list to which you want to add him or her, and then select the Add Employee to List command or the Add "Anthony A. Augustine" to List command from the top portion of Employee List pop-up menu.
 
 
In actual use, the name of the currently highlighted employee will appear in the place of the examples used in this text.
If a highlighted employee is already part of a list, the name will appear grayed out.
 
Adding multiple employees
You can add an entire list or multiple selection of individuals to a particular Employee List using the following set of instructions.
 
Adding multiple employee to an employee list
You should not add the same employee twice to the same Employee List, although you may add the same employee to as many different lists as you wish.
1.    Open the Employee List to which you must add names.
2.    From the Employee List pop-up menu, select Add Employee to List...
This will open a dialogue containing all the names on the Master List of employees.
3.    If you want all the employees in the list added to the currently open Employee List, click the Add All button.
4.    When selections are complete, click the Add button.
To help you keep track of which employee names have been added to the list, the program removes the employee's name from this list when you add it to the Employee List. This way, you won't have to rely on the scroll bar to search to the bottom of a lengthy list because the list gets shorter.
5.    Click the Done button when you have finished adding names.
 
Removing names from employee lists
There may be times when you want to remove an employee from an Employee List. For example, you may have an employee on your "Full Time" Employee List that is now working part time, or you may have an employee who is no longer on your "Union" Employee List.
 
Removing a name from an employee list
1.    Open the Employee List that contains the name of the employee you wish to remove.
2.    Select the name of the employee you wish to remove.
3.    From the Employee List pop-up menu, select Remove Employee.
 
Find and replace
The Find and Replace feature saves you the time of having to go into each employee's file and make a change that must also be made in many other employee files. For example, if you need to change a health insurance deduction amount from $100 to $125, you simply Find the $100 and Replace it with $125, or if you need to replace your salaried employees pay from $700 to $750, or if you need to change the pay rate of your minimum wage hourly employees from $4.25 to $4.50. The Find feature also allows you to Find and Replace an amount of a deduction, extra income item, or employer paid contribution.
In the Employees tab window, select Edit > Find to open the Find dialogue.
Items such as state name, area code on employee telephone numbers, zip code, salary pay rate, and hourly pay rate are found using the Employee files option.
 
  1.