Reports_Plus

Chapter 7 – Reports Plus

The following information is covered in this chapter:

• Reports

• Generating reports

• Print & Mail reports

• Form 941

• eFile

• EZ Report Builder

• Report Bundles

Reports Plus

The Reports Plus window provides a number of different selection criteria to help you gather the information you want. For example, you can limit your reports to specific employee lists, specific time periods, and specific departments.

The Reports Plus window is further divided into specific groups or types of reports.

Print & Mail

Displays a list of state and federal reports that are processed using the powerful, easy to use Aatrix FormViewer. Print & Mail reports are a subscription service from Aatrix Software. See Print & Mail reports for more information on processing Print & Mail reports.

Thumbnails of Print & Mail reports are not available as Sample Previews

Standard

Displays standard built-in reports such as the Employee Data Summary report.

Custom

Displays the custom reports created with the EZ Report Builder and the Freeform Report Builder.

HR Forms

This is a new feature in Top and Ultimate Payroll only. An array of commonly used Human Resource forms are provided.

The list of reports that displays depends on the tab view you select. For example, when you click the Standard tab, you will see all the pre-designed reports that are installed with the program. Likewise, any reports you custom-create using the EZ Report Builder or Freeform Report Builder will also display in the Standard report list.

The Reports list can be modified to display only those reports that are important to you. For complete details, refer to Edit Reports List .

You can generate and print your state tax remittance and unemployment forms using data culled from the payroll program. For more information on which State forms are currently available, call Aatrix Software at (800) 426-0854.

Buttons in the Reports Plus window

Edit List

Modify the list of displayed reports by clicking this button. For more information, please see Edit Reports List .

EZ Report

This is a utility built into the payroll program that can be used to quickly put together payroll information in a report format. For more information, please see EZ Report Builder .

Edit Report

Use this button to edit any custom reports that you have created with the Freeform Report utility or the EZ Report utility.

Export

Click this button to save the report as a text file that can be read by various programs. Note that state and federal reports as well as report bundles cannot be exported. For more information, please see Exporting EZ reports .

Preview Report

Click this button to send the currently selected report to the computer screen so that you can view the information prior to printing. For more information, please see Previewing Reports .

Click this button to send the currently selected report to the printer without previewing. For more information, please see Previewing Reports .

New Bundle

Click this button to create a new report bundle. The Report Bundle feature allows you to group several reports together in a "bundle" for printing purposes. For more information, please see Report Bundles .

Edit Bundle

Click this button to change the reports that comprise a report bundle.

Generating a report

The basic steps for generating a report are outlined in the following instruction set. No matter what type of report you are generating (e.g., pre-designed, EZ Report), the steps are basically the same. That is, you set the report criteria in the Reports Plus window, then determine whether you want to first preview the report or send it directly to the printer.

1. In the Reports Plus window, select either a specific employee or an employee list.

Specific employee

Select the Report on Employee radio button above the Employee List box, and then highlight the name of the employee on whom you wish to report.

Employee list

To report on an employee list, select the Report on List radio button and then choose the appropriate list from the Employee List pop-up menu.

2. Click the appropriate report category tab (Print & Mail, Standard, Custom, Bundles).

3. Select the report you want from the list that displays.

4. Set report criteria.

Report on

You can generate a report from an entire Employee List or an individual employee by clicking the desired radio button. The name of the currently selected Employee List and the name of the currently selected employee is displayed.

If you wish to change to a different Employee List, select the appropriate list from the Employee List pop-up menu.

If you wish to report on a different employee than the one currently selected, highlight the desired employee's name on the Employee list. Some reports only use an Employee List, in which case the Employee option is grayed out even when an employee is selected.

Report on the period

You can limit the report with the following options:

All Periods

This option accumulates data from all pay periods in the employee file.

One Year

This option uses all the information that has accumulated in the employee file for the year you enter.

One Quarter

Select this option if you want the report to reflect an entire quarter of activity. Choose the quarter you want and enter the appropriate year. The date range the program uses are:

• 1st Quarter: Jan. 1 to March 31

• 2nd Quarter: April 1 to June 30

• 3rd Quarter: July 1 to Sept. 30

• 4th Quarter: Oct. 1 to Dec. 31

One Month

This option narrows the data gathered to a specific month of a specific year. Enter the appropriate choices in the text box.

One Day

This option generates a report based on payroll information processed specifically on the date you enter in this format: DD/MM/YY.

Between

Upon selecting this option, enter a data range from DD/MM/YY to DD/MM/YY in the appropriate text boxes.

Skip employees not paid

Check this box if you do not want the report to include employees who were not paid during the selected reporting period.

Report Limits

Click the Set report limits button to further restrict the report using options such as: name, City, State, and Hire Date. Mark the checkboxes and fill text fields as needed. Click the OK button when finished, or Cancel to exit.

5. Preview or Print your report.

Preview allows you to view the report on-screen, and Print sends it directly to the printer. The Preview mode offers special advantages discussed in the next section.

IMPORTANT: All state and federal Print & Mail Reports require you to click the Preview button to launch the Aatrix FormViewer. Instructions for state and federal Print & Mail reports processed with the Aatrix FormViewer are discussed later in this chapter. See Aatrix FormViewer .

Previewing Reports

You may want to view a report on screen for various reasons before sending it to the printer. Previewing allows you to catch errors before you print, which ultimately saves printing time and paper. While in Preview mode, you can then send the report to the printer.

The Preview menu

While previewing a report, a Preview menu is available with the following commands.

Next Page/Previous Page

These commands allow you to advance forward or return to prior pages in a multi-page report.

Index

Selecting this command allows you to view thumbnail images of each page in the report. Clicking a thumbnail image will open that page in the Preview window.

Print Page/Print All

These commands allow you to print the currently displayed page or all the pages in the report.

Exit Viewing

Selecting this command closes the active report window.

Reports List

The Reports List in the Reports Plus window initially displays all the reports that were installed with the program. You can modify this list using the instructions provided in this section.

Editing the Reports List

After using the payroll program, you may find that you don't have a need for all the reports provided by the program. You can easily edit this list to display only those reports you want.

1. In the Reports Plus window, click the Edit List button.

2. In the Edit Reports List dialogue, select ( √ ) the names of the reports you want to display in the Reports List.

Selecting a report that is already selected removes the checkmark and the report will not display in the Reports tab window.

3. Click the OK button.

Your customized report list displays the next time you access the Reports Plus window and click the Custom reports tab.

Print & Mail reports

The reports listed in Print & Mail tab view all are processed with a program called Aatrix FormViewer. This program will prompt you to check for updates at the end of each quarter. This is a mandatory update and ensures you are using the latest government approved forms and prevents delays or possible rejection of out dated forms.

The Forms Subscription is an annual subscription, valid for one year from purchase date. You will be prompted to enter a registration code when printing or previewing forms from the Print and Mail selections. Once the registration code has been entered you will not be prompted again until the subscription expires. This also makes eFiling your state and government reports an option for your company. Please see eFile for more details on this feature.

For purchasing and pricing information, please contact Aatrix Sales at (800) 426-0854.

Aatrix FormViewer

The Aatrix FormViewer will pull data from Pay History to fill in your State and Federal reports. Any fields that need additional information entered will be marked in red on your screen. The program will not allow you to proceed to the next step of processing if you have not entered information in all red fields.

There are three steps required to process forms:

Review/Edit

This is the step that allows you to make changes your report.

My Copy

This is the step from which you can print a Records Copy for your files.

Federal Copy

This is the step from which you can either print the form and mail it to the appropriate agency, or eFile.

A progress bar displays in the toolbar as you process the form, showing the current step of the process.

Characteristics of the FormsViewer window

The File menu, at the top of the screen, contains commands for various tasks such as Page Align and changing your registration information.

The Toolbar displays a progress indicator that tells you which step of the forms process you are currently running. Tips and hints to guide you through the process always will display in the center of the toolbar. Depending on the phase of the forms process, different command buttons will display.

The title of the report will always be displayed in the title bar at the top of the window displaying the form.

Fields that must be filled out are highlighted in red. If a required field is not filled out, you will be alerted before being allowed to save or print the report as a final copy.

Navigating the FormsViewer window

Use the Tab key or mouse to move through the fields. Use the vertical Scroll Bars to move the screen up and down. The horizontal Scroll Bars will move the screen left and right.

For forms with more than one page, use the arrows on the extreme left side of the toolbar to advance or go back. You may also click on the page number display located between these arrows to directly access any page desired in a multiple page report. On forms with only one page, these controls will be grayed out (unavailable).

Processing forms

The following instructions will walk you through a generic form process. For those processing Form 941, please see Processing Form 941 .

When all the criteria have been set for your report in the Reports tab window, click the Preview button. This will launch the Aatrix FormViewer, which will display the report with most or all of the data fields filled in for you. Report processing is divided into three simple steps and through each step, the program displays prompts to guide you. An alert message outlining the basic steps appears. After reviewing the steps, click the OK button to close it and proceed.

Step One - Review / Edit

In the FormViewer window, review the report for accuracy. Any red fields will have to be filled in manually. If the report you are processing has required (red) fields, an alert will notify you.

Review and edit a report

1. In the Aatrix FormViewer window, verify imported information and enter information in areas marked by red.

Date

The date on the form always defaults to the current day (as defined by your computer's internal clock). If this needs to be changed, move the cursor into the date field and click the right mouse button. This activates a drop down menu with choices for clearing the date or setting the value to the current date. You may also use the arrow located on the right side of the date field to drop down a calendar display. Click on the month and day you need, and the date is set accordingly.

Calculations

The program automatically calculates the data necessary for most form fields. However, you should double check all calculations in monetary and numeric data fields.

2. Click the Next Step button when red fields have been filled.

If you missed any required (red) fields and click the Next Step button, an alert will appear to warn you that you must go back and complete the report. You cannot advance to the next step until all required fields have data in them.

3. (Optional) You can print a draft or review copy in this phase by clicking the Print button. Clicking the Save button will save a copy of the incomplete report.

4. Click the Next Step button when finished reviewing and filling required fields.

A Verify Report Complete message appears.

5. Click Agree to proceed; click Double Check to go back and review the report.

This message will appear also for the next phase of the process and ensures that you validate the accuracy of your report. Although the software is produced, tested, and proven to perform accurate calculations, errors are possible for many reasons. Aatrix Software, Inc. is not responsible for inaccuracies that might occur. Clicking the Agree button shows that you have verified the accuracy of all the data and information that appears in the report.

The application saves your report and proceeds to the next step.

Step Two - My Copy

When Review / Edit is completed, it is time to print a copy of the report for your records. My Copy is printed on plain paper. A large diagonal watermark indicated that the report is a records copy only.

Printing a records copy

1. Click the Print button on the toolbar.

2. In the Print dialogue, select options for paper source, pages, and copies.

3. Click the OK button.

4. Review and file your records copy.

5. Click the Next Step button when your report has printed.

Step Three - Finish and print State or Federal copy

Printing a State / Federal to be filed copy

1. Before printing the final copy, use the Page Align function to ensure the data will print in the correct locations. See Page Align .

2. Insert paper or pre-printed form into printer.

3. Click the Print button.

If you choose to eFile, please see eFile .

4. Sign and mail your report.

5. Once the report has printed, you can close the FormViewer and return to the payroll application.

Printing your forms

Clicking the Print button in different phases of the process will have different results. If you are in the Review/Edit step, the form will print with the watermark DRAFT on it. In the My Copy step, it will print with the watermark RECORDS COPY on it. The Federal copy step will print a report that can then be submitted to the appropriate agency.

If you have not purchased the Form Subscription, all copies will print with a large, repeated DEMO watermark.

Page Align

Before printing the final filing copy of a state or government form, you should always print a test page to ensure the data will print in the form boxes correctly. To use Page Align, select File > Page Align and click the Test Print button. Every form will print with a registration mark in an unused corner. This registration mark should always be an inch from the left and bottom (or top) margin.

If the registration mark on your test form is off, make adjustments as needed by entering a numerical value or with the sliders to move the data up or down, left or right. You should always print a test alignment form when switching to a new printer or printing for the first time to a preprinted form.

Form 941

The IRS requires every employer to submit a Form 941 - Employer's Quarterly Federal Tax Return at the end of each quarter. It reports the amount of earnings withheld from your employees' paychecks against how much you actually deposited to the IRS over the course of the quarter. Categories included on a Form 941 report include Federal Income Tax, Social Security, and Medicare.

Your payroll program culls the information for the Form 941 from information already stored in your employees' Pay History files.

Processing Form 941

The following series of instructions lead you through the process of generating a 941 report. Because your payroll program has the ability to separate your payroll data by quarter and year, you can generate a 941 after a new quarter has started.

The steps by which you process all of your Print & Mail forms will be similar to those illustrated below for the 941 form.

Processing Form 941 - Step One

Before processing Form 941, print out the Federal Tax Summary report, or the Pay History Detail, report (in the Standard tab view) for the same quarter you are processing Form 941. Use the information from the report to assist in processing Form 941.

Step One - Set Criteria

1. In the Reports tab window, click the Print & Mail tab and then select 941 Form from the Reports list.

If the 941 Form option does not appear in the Reports list, be sure it is checked in the Edit Reports List window. If necessary, refer to Edit Reports List .

2. Select the Report On List radio button and select the correct Employee List from the Employee List pop-up menu.

In most instances, you will want to report on the Master List.

3. Set Report Period.

Select the appropriate quarter from the pop-up menu and then enter the year for which you are generating the 941 report.

4. Set other Report Limits, if required, by clicking the Reports Limits button and making selections in the Other Limits dialog.

5. When all selections have been made, click the Preview Report button.

Step Two - Review / Edit

When you click the Preview Report button, the Aatrix FormViewer will generate and display your Form 941. Review the report for accuracy. Any red fields will have to be filled in manually. If the report you are processing has required (red) fields, an alert will notify you.

Review and edit Form 941

1. Review the 941 Report for accuracy.

The 941 you see on the screen is designed to look like an actual pre-printed Form 941, with certain fields automatically filled in by the program. It is a self-calculating form - meaning that any time you change a value on the form, the fields affected by this change will be reset with the appropriate values.

If the form is not readable on the screen, you can enlarge it by selecting View > Double Size or View > Triple Size.

2. Fill red fields and make any necessary changes in those containing data.

If you are a Semiweekly or Monthly Schedule Depositor with over $2500 in Line 13, you can mark the appropriate checkbox and enter the deposits made.

Manual entry of certain information may be needed in some fields, such as your name and title at the bottom of the form. To enter information in any of the non-calculating fields, click the cursor in the field and type in the needed information.

3. Click the Next Step button when red fields have been filled.

4. (Optional) You can print a draft or review copy in this phase by clicking the Print button. Clicking the Save button will save a copy of the incomplete report.

5. Click the Next Step button when finished reviewing and filling required fields.

A Verify Report Complete message appears.

6. Click the Agree button to proceed; click the Double Check button to go back and review the report.

The application saves your report and proceeds to the next step.

Step Two - My Copy

Printing a records copy

1. Click the Print button on the toolbar.