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TAKIN' CARE OF BUSINESS! TM PAYROLL USER'S MANUAL Version 1.0 Hooper International, Inc. P.O. Box 50200 Colorado Springs, CO 80949 Registration Number: ___________ Copyright (C) 1986-1990 by Hooper International, Inc. All rights reserved. TAKIN' CARE OF BUSINESS! COPYRIGHT NOTICE TAKIN' CARE OF BUSINESS is not a public domain program. It is Copyright (C) 1986-1990 by Hooper International, Inc. No part of this manual may be reproduced or translated, in any form or by any means, without the prior written permission of Hooper International, Inc. Copyright (C) 1986-1990 Hooper International, Inc. WARRANTY INFORMATION Hooper International, Inc. licenses this software and manual "as is" without warranty of any kind, either expressed or implied; including, but not limited to, the particular purpose. Hooper International, Inc. does not warrant that the TAKIN' CARE OF BUSINESS software will meet your requirements, or that the operation of TAKIN' CARE OF BUSINESS will be uninterrupted or error free. In no event will Hooper International, Inc. be liable for incidental, consequential, indirect or other damages including any lost profits or lost savings, arising from the use of, or inability to use, these programs; even if Hooper International, Inc. has been advised of the possibility of such damages, or for any claim by any other party. Please keep in mind, we do not accept returns or give refunds on registered copies. We will, for a period of up to 90 days from initial shipping date, replace defective disks for a minimal shipping and handling charge of $5.00. Defective disks must be returned prepaid and insured by sender. In this way, we are assured of complete customer satisfaction. As you can see, we value your business. Information in this manual is subject to change without notice and does not represent a commitment on the part of Hooper International, Inc. This product could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein. These changes may be incorporated in new additions of this publication. Page 2 TAKIN' CARE OF BUSINESS! TABLE OF CONTENTS COPYRIGHT NOTICE . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 WARRANTY INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . 2 SECTION ONE - INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . 4 1a - The Payroll Module. . . . . . . . . . . . . . . . . . . . . . . 4 1b - General Information . . . . . . . . . . . . . . . . . . . . . . 4 SECTION TWO - EMPLOYEE ACCOUNTS. . . . . . . . . . . . . . . . . . . . . 6 2a - What are Employee Accounts. . . . . . . . . . . . . . . . . . . 6 2b - Employee Accounts Organization. . . . . . . . . . . . . . . . . 6 2c - Employee Accounts Data Fields . . . . . . . . . . . . . . . . . 6 2d - Getting Familiar with Employee Accounts . . . . . . . . . . . 9 2e - Adding/Modifying/Deleting Employees . . . . . . . . . . . . . 10 2f - Entering Your Employee Accounts . . . . . . . . . . . . . . . 13 2g - Setting Year-to-Date Balances . . . . . . . . . . . . . . . . 14 SECTION THREE - TRANSACTIONS . . . . . . . . . . . . . . . . . . . . . 16 3a - Transaction Data Fields . . . . . . . . . . . . . . . . . . . 16 3b - Entering Simple Transactions. . . . . . . . . . . . . . . . . 17 3c - Changing/Deleting Transactions. . . . . . . . . . . . . . . . 18 3d - Points to Remember. . . . . . . . . . . . . . . . . . . . . . 19 SECTION FOUR - REPORTS . . . . . . . . . . . . . . . . . . . . . . . . 21 4a - Explanation of Reports . . . . . . . . . . . . . . . . . . . 21 4b - General Instructions for Generating Reports . . . . . . . . . 22 SECTION FIVE - CHECKS. . . . . . . . . . . . . . . . . . . . . . . . . 27 5a - Printing Checks . . . . . . . . . . . . . . . . . . . . . . . 27 5b - Voiding Checks. . . . . . . . . . . . . . . . . . . . . . . . 28 5c - Manual Checks . . . . . . . . . . . . . . . . . . . . . . . . 28 SECTION SIX - UTILITIES. . . . . . . . . . . . . . . . . . . . . . . . 29 6a - Sort Transactions . . . . . . . . . . . . . . . . . . . . . . 29 6b - Payroll Tax Tables. . . . . . . . . . . . . . . . . . . . . . 30 6c - Print End of Year W-2's . . . . . . . . . . . . . . . . . . . 31 6d - Print End-of-Year 1099's. . . . . . . . . . . . . . . . . . . 32 6e - Export Payroll Transactions . . . . . . . . . . . . . . . . . 33 6f - Payroll Configuration Settings. . . . . . . . . . . . . . . . 34 SECTION SEVEN- HINTS AND SUGGESTIONS . . . . . . . . . . . . . . . . . 39 LIST OF FIGURES. . . . . . . . . . NOT AVAILABLE ON DISK DOCUMENTATION FILE APPENDIX A - SAMPLE REPORTS. . . . NOT AVAILABLE ON DISK DOCUMENTATION FILE APPENDIX B - DISK FILE NAMES . . . . . . . . . . . . . . . . . . . . . 41 Page 3 TAKIN' CARE OF BUSINESS! SECTION ONE - INTRODUCTION 1a - The Payroll Module The TAKIN' CARE OF BUSINESS Payroll module gives you comprehensive, accurate payroll-related information on as many as 1000 employees. This easy-to-learn, easy-to-use module provides a very efficient way for you to record important employee information such as hire dates, earnings, deductions, sick leave, overtime, vacations and holidays. This Payroll module provides automatic tax calculations for your deductions and tax liabilities as well as printing of payroll checks and W-2's. It supports both hourly and salaried employees either paid weekly, biweekly, semi- monthly or monthly and full integration into your General Ledger will also save you hours of time and effort. This manual assumes you have, from an accounting point of view, a working knowledge of how a payroll system operates. If you are new to payroll bookkeeping, however, we suggest you either consult your accountant or get a book on payroll bookkeeping. We do, nevertheless, try to explain each feature and function in layman terms, so it will be easy to understand with minimal confusion. This system is uniquely set up for ease of operation by the novice. Consequently, sample basic transactions are included on your disk (filename "SAMPLE") for practice sessions. 1b - General Information Below is a simple list of steps to follow when using the Payroll module for the first time. These steps are for those who have already read the Getting Started User's Manual and are now ready to set up their own "live" payroll data files. It is assumed here that you have already installed TAKIN' CARE OF BUSINESS on your hard disk drive and have started the program. If this is not the case, refer to the Getting Started User's Manual before reading any further. These brief steps are intended to provide step-by-step guidance for getting started on your own. They are not intended to replace reading either the Getting Started User's Manual or this manual. Detailed instructions are covered in the sections referenced. 1. First, we suggest you go to the main Configuration Menu to customize the system configuration to meet your particular hardware and printing needs. Although not absolutely necessary, doing this now may prevent printing problems later. Refer to Section Five - "Utility Menu", in the Getting Started User's Manual, for detailed instructions. 2. From the TAKIN' CARE OF BUSINESS Main Menu screen, select the "paYroll" menu item. The following screen appears: Figure 1-1 Payroll Main Menu 3. Figure 1-1 is the Payroll Main Menu screen. From here you select the different areas of the Payroll module to work in. Page 4 TAKIN' CARE OF BUSINESS! 4. First, select "Payroll Utility Menu" from the Payroll Main Menu in order to set up your payroll configuration. Refer to Section 6g - "Payroll Configuration Settings" for detailed instructions. 5. Next, from the "Payroll Utility Menu", select "Tax Tables" and enter your federal and state tax tables. Refer to section 6b - "Tax Tables" for detailed instructions. 6. You should now select "Update Employee Accounts" from the Payroll Main Menu, as you must have active accounts before you can enter any transactions or print reports. Refer to Section Two - "Employee Accounts" for detailed instructions. 7. Next, select "Transactions Menu", from the Payroll Main Menu, in order to start entering your payables data. Refer to Section Three - "Transactions" for detailed instructions. 8. After you have entered some transactions, you can print a Payroll Journal to verify the information you have entered. See Section Four - "Reports" for more information. 9. To print checks, select "Checks Menu" from the Payroll Main Menu. Refer to Section Five - "Checks" for detailed instructions. Again, the above steps are merely intended to show you the order of events in setting up your payroll data files. We strongly recommend you read this entire manual before continuing. Page 5 TAKIN' CARE OF BUSINESS! SECTION TWO - EMPLOYEE ACCOUNTS Your Employee Accounts are the very foundation of your Payroll module. In the Payroll module you can set up as many as 1000 employee accounts (depending on your available RAM memory). 2a - What are Employee Accounts Your employee accounts are used to keep track of all of your employee information such as address, overtime, holidays, sick leave, time worked, pay frequency, deductions, liabilities, etc. It is important to remember that any person that is drawing a paycheck from you should be set up as an employee. Even contract employees can be set up in this module to track payments and to report 1099's at year-end. Whenever you hire a new employee, you must set up this new person in the employee accounts. When entering employee data, it would be helpful to have the completed W-4 form next to you, as most of the information you need will come directly from this form. 2b - Employee Accounts Organization Your employee account numbers, and their order within the program, are totally up to you. An important consideration for your employee account numbers is to group your employees into account number ranges or in alphabetic order. For example, give all of your employees who work in shipping account numbers between 900000-999999. This may be useful when printing reports when you want a specific range of employees included. Remember to always leave enough room for new accounts to be added within your selected range. 2c - Employee Accounts Data Fields Each account in your employee database represents one specific employee and each employee is assigned a unique account number. Along with this account number, other elements of information about each employee is recorded. When you set up an employee account, the following information about each employee will be needed: EMPLOYEE: (Required) A six-digit, alpha-numeric number which is used to identify each employee. This number is decided by you and may be any number or letter within the six-digit range (e.g. "100000", "HOOPER" or "HOO123"). The employee number is also used as a sort option on some reports. ACTIVE: (Required) A yes/no option (Y/N), which allows you to tag the employee as either active or inactive. If you have labeled an employee as inactive, you will be unable to enter ANY transactions for this customer. DEPT: (Optional) If you are using departments, enter the department this employee works in. NAME: (Required) Full name of the employee. Page 6 TAKIN' CARE OF BUSINESS! ADDRESS: (Optional) Street address for employee. Used for checks and labels. ADDRESS: (Optional) Second line address for employee (if needed). Used for checks and labels. CITY: (Optional) Employee's city. STATE: (Optional) Employee's two (or three) digit state/province code. ZIPCODE: (Optional) Employee's zip or postal code. Used for sort order on mailing labels. May be used for any other purpose as well. PHONE: (Optional) Up to a 12 character telephone number. May be used for other information if needed. COMMENTS: (Optional) Up to 30 characters of pertinent information may be entered here, allowing instant recall of needed facts about your customer. SSN: (Required) Enter employee's social security number as listed on the W-4 form. SEX: (Required) Enter either "M" for male or "F" for female. MARITAL: (Required) Enter marital status of employee as shown on the W-4. This is used in calculating withholding taxes. Enter either "S" for single, "M" for married or "H" for head of household. HIRE DATE: (Optional) Enter employee's hire date. HOURLY/SALARY: (Required) This field determines how the employee's pay is to be calculated. Enter either "H" for hourly or "S" for salary. FREQUENCY: (Required) This field determines how the employee's pay and payroll deductions are calculated for withholding taxes. Enter length of pay period ("W" = weekly, "B" = biweekly, "S" = semi- monthly and "M" = monthly). PAYRATE: (Required) Enter amount the employee earns: hourly rate for hourly employees and amount earned per pay period for salaried employees. Amounts can be between 0.01 and 999999.99. OVERTIME1: (Optional) This field is for hourly employees only. Enter overtime hourly pay rate. OVERTIME2: (Optional) This field is also for hourly employees. If this employee has two overtime rates, enter the second rate here. HOLIDAY: (Optional) This field pertains to hourly employees only. Enter the holiday pay rate per hour. FWH: (Required) Enter the number of federal deductions the employee is claiming on the W-4 form. Enter between 0 and 99. Enter 99 if no federal deduction is to be taken out. Page 7 TAKIN' CARE OF BUSINESS! SWH: (Required) Enter the number of state deductions the employee is claiming on the W-4 form. Enter between 0 and 99. Enter 99 if no state deduction is to be taken out. CWH: (Required) Enter the number of city deductions the employee is claiming on the W-4 form. Enter between 0 and 99. Enter 99 if no city deduction is to be taken out. EIC: (Optional) Enter the number of advanced "Earned Income Credit" (if any) the employee is claiming on the W-5. If the employee does not fill out a W-5 form, they cannot be eligible for advanced earned income credit. Enter between 0-2. Enter "0" if not eligible for EIC, "1" if one person in family is eligible and "2" if both husband and wife are eligible. PAY FICA: (Required) Enter "Y" if employee wages are FICA (social security tax) taxable. Enter "N" if no FICA taxes will be due for this employee. FUTA: (Required) Enter "Y" if employee wages are FUTA (federal unemployment tax) taxable. Enter "N" if no FUTA taxes will be due for this employee. OTH-3, OTH-4, OTH-5, OTH-6: (Optional) The next four fields are user- defined deductions. The default prompt is as listed, but may be changed in the configuration settings. These fields are only used if previously set up in the configuration settings (See section 6g - "Payroll Configuration Settings"). If set up, these fields (like the last two described above) can be used to determine if the employee (or employer) should be taxed or liable for the defined deduction. If, for example the "OTH-3" deduction was set up for "SUTA" (state unemployment tax) and this employee's wages are subject to that tax, enter "Y" at the prompt, if not enter "N". STATE ANNUAL EXEMPTION: (Optional) A few states have state exemptions. If your state does not have any, skip this field by entering zero. Other- wise enter the total yearly dollar amount for the number of exemptions this employee claimed on the W-4 form (multiply number of exemptions on W-4 by annual dollar amount your state allows for each exemption claimed). This field may also be used for any additional dollar amount that is to be subtracted from the gross income, if the number of state deductions on the W-4 form and the annual deduction amount in the tax table, when multiplied, are not the correct total dollar amount for deductions claimed on employee's W-4. STATE ANNUAL TAX CREDIT: (Optional) A few states have tax credits. If this is true of your state, enter the total annual dollar amount of the tax credit for this employee. If not, enter zero. EXTRA TAXES - Federal, State, City: (Optional) At the next three fields, enter the amount for extra federal, state or city taxes, respectively, that the employee wants withheld from paycheck. This amount will be deducted from every paycheck. Page 8 TAKIN' CARE OF BUSINESS! EXTRA AMOUNT - Earnings, Deduction: (Optional) At these two fields, enter extra amounts paid to or deducted from the employee's paycheck (per pay period). Examples include a car allowance added to the check or insurance payments deducted from the check. The account numbers which will be used for these earnings and deductions are set up in the "Tax & Accounts Configuration" (See section 6g - "Payroll Configuration Settings"). 401K PLAN DEDUCT/CHECK: (Optional) If your company has a 401K plan, enter the amount of contribution (per pay period) here. Before using this option, you must set up the "401K" fields in section 6g - "Payroll Configuration Settings". To skip this option enter zero. ACCRUAL RATE - Vacation, Sick: (Optional) For automatic vacation or sick time accruals, enter in these two fields the number of hours (per pay period) of vacation and sick pay that should be accrued. For example, if an employee is paid monthly and earns 48 hours of vacation per year, enter "4.0" (48 hours / 12 months) in vacation accrual. WAGES EXPENSE ACCOUNT: (Required) Enter the General Ledger wages expense account number for wages to this employee. This allows you to expense different employees to different General Ledger accounts. In a simple case you would enter your General Ledger "Wages" account number here. For a pop-up chart of accounts listing, press the <F2> key. STATE/CITY TAX TABLE: (Required) Enter the two digit state tax table code for this employee. For example, when you set up your state tax tables for the state of Colorado (see section 6b - "Tax Tables") and you want this employee to use that state table enter, "CO" here. STATE WITHHOLD % OF FWH: (Optional) If your state withholding deductions are a straight percentage of the federal withholding amount and this percentage is different for each employee, you would enter that percentage here. If this percentage is not zero, this field over- rides all other state tax tables deduction amounts. To skip this field enter zero. 2d - Getting Familiar with Employee Accounts Before entering your own employees, follow the procedures below by using the "SAMPLE" accounts: 1. After you have started TAKIN' CARE OF BUSINESS, select the filename "SAMPLE". See your Getting Started User's Manual section 3b - "Selecting the Disk Drive, Path, and Data File" for more information on selecting the file name. 2. From the Main Menu, select "paYroll", by using the cursor arrow keys or by typing in the highlighted or capitalized letter of that selection. Page 9 TAKIN' CARE OF BUSINESS! 3. From the Payroll Main Menu, select "Update Employee Accounts". The following screen appears: Figure 2-1 Employee Listing Notice how this typical employee account listing is organized. The window will display eighteen account numbers at one time. To see more accounts, use the cursor arrow keys or the mouse to scroll through the listing. To select an employee account to be modified, press the <Enter> key when the cursor is on that account, or, if you know the beginning number or letter of that account, simply type it in. The first account number in that range will appear at the bottom of the window, with the cursor automatically on that account. For example, entering "H" will take you to the account numbers starting with "H" (HOOPER); and entering "4" will take you to the accounts starting with "4" (400000). If you know the account number, simply enter this number and the cursor will position itself on that specific account. Before setting up your own employee accounts, you may want to create a practice account by entering data into the "SAMPLE" data files. Simply follow the steps in the next section for practice. 2e - Adding/Modifying/Deleting Employees This section will describe how to add, modify, and/or delete employees. The "SAMPLE" data file is used in all of the following examples. From the Payroll Main Menu, select the "Update Employee Accounts" menu item using either the arrow keys or by typing in the highlighted or capitalized letter of that menu item. Figure 2-1 (above) will appear. At the bottom of your Employee Accounts screen you will notice five available functions: <F1>Help <F3>Add <F4>Mod <F5>Del <Esc>Exit By selecting <F3> for "Adding", <F4> for "Modify", or <F5> for "Delete" when working on your Employee Accounts, you will be able to execute any one of the three available functions. To do so, simply follow the appropriate steps outlined in this section. NOTE: You may at any time call up the extensive context sensitive help function by pressing the <F1> function key. ADDING AN ACCOUNT: Press the <F3> function key and Figure 2-2 will appear. If there are no already existing employee accounts, this add-account window will automatically appear. Figure 2-2 Adding Employee NOTE: To move to the next input field, after you have entered your information, simply press the <Enter> key. To leave a field blank, press the <Enter> key. To back up to a previous field, press the <Backspace> key or the <Shift><Tab> keys. 1. EMPLOYEE: Enter here your six-digit, alpha-numeric employee number or name which you have selected for this employee and then press <Enter> to move to the next input field. Page 10 TAKIN' CARE OF BUSINESS! 2. ACTIVE: Enter a yes or no (Y/N) for this employee account activity. This allows you to tag this employee as either active or inactive. When you first set up your employee, mark them as active. It is important to understand that if you have marked an employee account as inactive, you will be unable to enter ANY transactions for his account. You may at any time change the status of this employee. Press <Enter> when complete. 3. DEPT: If you are using departments, enter the employee's department here. Press <Enter> when complete. 4. NAME: Enter the full name of your employee here. Press <Enter> when complete. 5. ADDRESS: At the next two prompts, enter the street address or the postal box number for your employee. Press <Enter> when complete. 6. CITY: Enter here your employee's city name. Press <Enter> when complete. 7. STATE: Here you can enter your employee's state or province code. You can enter a code of up to 3-digits long (e.g. "CO" for Colorado). Press <Enter> when complete. 8. ZIPCODE: Enter your employee's complete zip or postal code here. This is also used for sort order on mailing labels. Press <Enter> when complete. 9. PHONE: Here you can enter your employee's telephone number, using up to 12 characters. You may use this field for other information, if needed. Press <Enter> when complete. 10. COMMENTS: Here you can enter up to 30 characters of pertinent information relating to your employee's account. This information will print on the Employee Listing Report. Press <Enter> when complete. 11. SSN: Enter the employee's social security number here. If out of the U.S., this field may be used for any other pertinent information. 12. SEX: Enter the employee's sex here. 13. MARITAL: Enter the employee's marital status. 14. HIRE DATE: Enter employee's hire (start) date. 15. HOURLY/SALARY: Enter whether the employee is paid hourly or is on a salary. 16. FREQUENCY: Enter how often you will be paying this employee. 17. PAYRATE: Enter the employee's hourly rate of pay or salary. 18. OVERTIME1: Enter the first overtime pay rate. Page 11 TAKIN' CARE OF BUSINESS! 19. OVERTIME2: Enter the second overtime pay rate. 20. HOLIDAY: Enter the holiday pay rate. 21. FWH: Enter the number of federal withholdings claimed. 22. SWH: Enter the number of state withholdings claimed. 23. CWH: Enter the number of city withholdings claimed. 24. EIC: Enter the number of earned income credits claimed. 25. PAY FICA, FUTA, OTH-3, OTH-4, OTH-5, OTH-6: Enter whether the employee/employer should pay any of these deductions. 26. STATE ANNUAL EXEMPTION, TAX CREDIT: Enter the employee's annual exemption or tax credit amounts (if any). 27. EXTRA TAXES - Federal, State, City: Enter any extra taxes the employee wants deducted from his paycheck in these three fields. 28. EXTRA AMOUNT - Earnings, Deductions: Enter any extra earnings or deductions to be added/subtracted from each paycheck. 29. 401K PLAN DEDUCT/CHECK: Enter any 401K plan amounts per check here. 30. ACCRUAL RATE - Vacation, Sick: Enter the per pay period accrual hours for vacation or sick pay. 31. WAGES EXPENSE ACCOUNT: Enter the General Ledger wages expense account for this employee. 32. STATE/CITY TAX TABLE: Enter the state tax table code for this employee. 33. STATE WITHHOLD % OF FWH: If needed, enter the state withholding amount as a percent of federal withholding. You will now be prompted for "Change Year-to-Date Information". Normally, when adding a new employee, you would answer this prompt with an "N". If you need to change the employee's year-to-date figures, answer this prompt with a "Y" and you will be prompted with the following window: Figure 2-3 Employee Year-to-date information You may now add or change the employee's year-to-date payroll and tax information. Press <Enter> to leave figures unchanged and press <F10> when all figures are correct. NOTE: Proceed with caution, as any incorrect entries in this area will affect the employee's W-2 and 1099 statements. Once you have completed the last input field, your new employee is automatically added to the employee listing window which appears whenever you add, modify or delete employees. Page 12 TAKIN' CARE OF BUSINESS! Your cursor will then return to the top of the input screen for you to continue adding new employees. Another time saver is that all input fields have the default of your last entered employee. This will save you time when you are entering information that is similar. MODIFYING AN EMPLOYEE ACCOUNT: Select "Update Employee Accounts" from the Payroll Main Menu and then press the <F4> function key. The following will appear: Figure 2-4 Modifying An Account Notice that the cursor is automatically on the "Active" field, but may be moved to the appropriate field you wish to modify, by pressing the <Enter> key. If you want to blank out a field, move first to that field and press the <spacebar> or "0" for numeric fields. In order to change data, simply move your cursor or mouse to that field to be changed, start typing the new data over the old and then press <Enter>. Press <F10> and your new changes will be saved. If you decide not to make any changes, simply press the <Esc> key and your original data will be unchanged. DELETING AN ACCOUNT: Select "Update Employee Accounts" from the Payroll Main Menu. Move the highlighted cursor to the account to be deleted. Then press the <F5> function key to delete that employee account number. To delete an employee account, the account must not have any transactions. If transactions exist, you must first delete them before you can delete the employee account. To delete an account, move the cursor to the appropriate employee in the employee accounts window, using the arrow keys or mouse. Next, press the <F5> function key. Answer "Y" to the "Are you sure" prompt, and the account is deleted. 2f - Entering Your Employee Accounts When you actually create your own employee accounts, it is important that you have an organized plan of account numbers. For example, in the simple case you may use the first six digits of the employee's name as the account number. In another scenario, you may want to have groups (ranges) of employee numbers. In this case, you will probably use numbers or a combination of numbers and letters for the account number. In any case, some planning can save hours of time and frustration down the road when you need to change employee account numbers. Please refer to section 2b - "Employee Accounts Organization" for details. NOTE: Whenever you are finished entering data into a field, press the <Enter> key to move the next input field. To move to the previous input field, press the <backspace> or <Shift><Tab> keys. To add your first employee, follow the steps below: 1. From the Payroll Main Menu, select "Update Employee Accounts". The following window will appear. Page 13 TAKIN' CARE OF BUSINESS! Figure 2-5 Add Account 2. Since you are creating a new employee accounts list, only a blank window will appear asking for your first employee information. Enter your employee information as outlined above in section 2e - "Adding/Modifying/Deleting Employees". 3. Enter your employee account number at the "Employee:" prompt. 4. Enter the remaining employee data as described in section 2e - "Adding/Modifying/Deleting Employees". 5. Once you have entered your employee data, press the <F10> key to save your data. You will then be returned to the top of the input screen to continue entering your next employee. Your first active employee is now added and will appear in the Employee Accounts window on the left side of the screen. To add additional accounts, see section 2e - "Adding/Modifying/Deleting Employees", above. To return to the Payroll Main Menu, press <Esc>. NOTE: Any time during your input, you may go to the previous input field by pressing the <backspace> key or <up> key, so you can make any needed changes immediately. You can also, at any time, press the <Esc> key to leave what you are currently working on without your information being saved. To save your data when your inputs are complete, press the <F10> function key. 2g - Setting Year-to-Date Balances When setting up your Payroll, as well as employee year-to-date (YTD) balances, you must be sure that you are in balance with your General Ledger module. This is a vitally important procedure to remember when setting up your books. The following steps will ensure that you are in balance: 1. Set up all your employee accounts with zero YTD balances (default). 2. You then have two options to enter any prior payroll balance: A. You may enter them in the employee YTD balance input fields. These balances will then show on your year-to-date Payroll Register report and W-2's. If you are starting a new accounting year and have preexisting vacation and sick leave balances, we recommend for those to be entered as a total sum in their corresponding fields. OR B. You may enter them as individual transactions (see Section Three - "Transactions"), broken down by prior pay periods for each employee. We recommend entering all of your prior payroll balances as individual transactions. Then enter manual checks to pay all transactions just entered. As these transactions will be posted to the General Ledger module you should check to be sure that you have removed any previously entered General Ledger transactions to avoid duplicate data. Page 14 TAKIN' CARE OF BUSINESS! 3. After all beginning balances have been entered, print a year-to-date (Jan-Dec) Payroll Register report to verify all current employee balances for your selected pay period. To verify the correct balances for sick leave and holiday, print the Vacation & Sick Report. 4. After you have verified all account balances, you are now up-to-date and fully operational. If you want your General Ledger Payroll account to reflect the current balances of all payroll accounts, you should post the transactions to the General Ledger module using the "Post Modules to G/L" option in the General Ledger Module. NOTE: Make sure that you delete any preexisting Payroll transactions in the General Ledger module, so they will not be listed twice. Page 15 TAKIN' CARE OF BUSINESS! SECTION THREE - TRANSACTIONS One transaction should be entered into the Payroll system at the end of each pay period. Each entered transaction will become a check to the employee when paid. Therefore, you should enter only one transaction for each Payroll check needed. Check writing will be discussed in Section Five - "Checks". 3a - Transaction Data Fields EMPLOYEE: (Required) This is a valid six-digit, alpha-numeric employee number which was previously set up in Section Two - "Employee Accounts". Each time you enter a transaction for a specific employee, simply enter your employee number. The account name will appear next to the employee number. Press the <F2> function key for a pop-up employee account listing. If you enter an employee account number that does not exist, the Payroll program will automatically prompt you with "Invalid Employee, Add Account?". Here you have the option to add a new employee on-the-fly. Refer to section 2e - "Adding/Modifying/ Deleting Employees" for more detail. PERIOD ENDING: (Required) Enter here the last day of the pay period (not the date on the check). HOURS PAID: (Required) These are the total number of hours for regular, overtime, sick, vacation or holiday that the employee will be paid for this pay period. Notice that the Payroll module will automatically calculate the number of regular hours paid for each employee. The regular and overtime fields are used for hourly employees only. EARNINGS, OTH-1, OTH-2: (Optional) These input fields are used for user-defined other earnings. The prompts and their usage are defined in the "Tax & Accounts Configuration" in section 6g - "Payroll Configuration Settings". Examples of use might include any other compensation the employee receives (car allowance, etc.). If this compensation should be taxed, enter "Y" at the following "Taxable:" prompt. Enter "N" if this compensation should not be taxed. If "N" is selected, these amounts WILL NOT be shown on the employee's W-2. At the following "Account" prompt, enter the General Ledger account number to which the above amount field corresponds (for a car allowance you would select your General Ledger car allowance expense account). The account selected will be "debited". DEDUCTIONS, OTH-1, OTH-2: (Optional) These two deductions are also user-defined in the "Tax & Accounts Configuration" (see section 6g -"Payroll Configuration Settings") and, can be used for miscellaneous deductions from the employees paycheck. If this deduction should be taken before payroll taxes are calculated, enter "Y" at the following "Pre Tax" prompt. Enter "N" if this deduction should be taken after taxes are calculated. If the "Pre Tax" prompt is answered with a "Y", the amount will not be included the employee's W-2 as it reduces taxable income. Page 16 TAKIN' CARE OF BUSINESS! At the following "Account" prompts, enter the General Ledger account number to which the above amount field corresponds. The account selected will be "credited". TIPS: (Optional) This prompt is used for entering employee tips. The amount entered will be added to gross pay, taxed and subtracted from gross pay. The net effect is that taxes were charged against the tips amount. 3b - Entering Simple Transactions To enter a simple transaction, follow the steps below: 1. From the Payroll Main Menu, select "Transactions Menu". The following screen will appear: Figure 3-1 Payroll Transactions Menu 2. From the Payroll Transactions Menu, select "Input Transactions". The following screen will appear: Figure 3-2 Add Transaction 3. EMPLOYEE: Enter the employee number for this transaction. For example, if the employee number is "SMITH", simply enter "SMITH" immediately after the prompt. If you are unsure about the employee account number, press the <F2> key for a pop-up employee listing, then press <Enter> when the correct employee number has been selected. If the employee number does not exist, the system will notify you and ask if you would like to add that employee. At that prompt, if you would like to add a new employee, press <Y> and follow the instructions in section 2e - "Adding/Modifying/Deleting Employees". If you answer "N", you will be returned to the employee prompt. 4. PERIOD ENDING: Enter the pay period ending date. 5. HOURS PAID: Enter hours paid for regular, overtime1, overtime2, sick, vacation and holiday. 6. EARNINGS: Enter any user-defined earnings, taxable code and account number for other earnings. 7. DEDUCTIONS: Enter any user-defined deductions, pre-tax code and account number for other deductions. 8. TIPS: Enter any employee tips. 9. The payroll deductions will now be calculated. Next, answer the "Change calculations or Inputs Correct(C,Y,N):" prompt with "C" to change calculated earnings or deductions. Normally you would answer this prompt with "Y". 10. If you answered the above prompt with "Y", the following window will appear: Page 17 TAKIN' CARE OF BUSINESS! Figure 3-3 Change Payroll Calculations You may now change any payroll calculated figures. This function is mainly for "after the fact" payroll where you must match to the penny all calculated figures. Normally you would not need this feature. When finished with changes, press <F10> to return to the "Inputs Correct" prompt. Answer the "Change Calculations or Inputs Correct(C,Y,N):" prompt. When you answer this prompt with a "Y", your transaction will be saved to your disk and you will be ready to add another transaction. To quit entering transactions and return to the menu prompt, press the <Esc> key at any time. To receive help anywhere in the program, simply press the <F1> function key. 3c - Changing/Deleting Transactions If you discover that a transaction was entered incorrectly or should not have been entered at all, TAKIN' CARE OF BUSINESS allows you to go back to correct or delete that incorrect entry. NOTE: Payments/checks cannot be modified/deleted here. You must remove payments through the "Void Checks" procedure described in section 5c - "Voiding Checks". If however, the transaction is already posted to the General Ledger module you will be able to delete the transaction. A reversing entry will be made in the General Ledger module (after posting) and the payroll transaction will be removed. Follow the steps below to modify or delete a previously entered transaction: 1. From the Payroll Transactions Menu, select "Change/Delete Transactions". The following screen will appear: Figure 3-4 Transaction Search Parameters 2. Payroll is prompting you for transaction search parameters. Enter here any appropriate search data (i.e. period ending). It is not necessary to enter data in every field. You can simply enter one description of the transaction and TAKIN' CARE OF BUSINESS will search for any transactions with this description (e.g. "05-31-90"). Once you have entered your search data, press <F10> to initiate the search. NOTE: Leaving all fields blank will search/find all transactions in the order in which you currently have them sorted. A "Search Match" screen will now appear, displaying the transaction. The bottom of this window will display: Modify/Delete/Search/Reverse/Begin/End/+/-/Quit: Page 18 TAKIN' CARE OF BUSINESS! 3. Select one of the following: M = Modify transaction shown. D = Delete transaction shown. S = Find (search) next transaction which matches search. R = Find (reverse) prior transaction which matches search. B = Go to (beginning) first transaction in file. E = Go to (end) last transaction in file. + = Go to next consecutive transaction. - = Go to prior consecutive transaction. Q = Quit transaction search. 4. As long as you continue to answer the above prompt with "S" (default), TAKIN' CARE OF BUSINESS will search for all transactions containing the values you have specified. "R" does the same thing as "S", except it searches in reverse order. 5. To MODIFY a transaction, press "M" (Modify) and you will be in change mode. Type the correct information in the appropriate field(s) or press <Enter> to leave a field unchanged. Use the <Backspace> or <Shift><Tab> keys to go to a previous field. Pressing <Esc> will ignore any changes and take you back to a new parameter search. Only if you press the <F10> key will your new inputs be saved. After pressing <F10> you will be prompted for "Re-Calculate Amounts". This allows you to choose whether you want the payroll deduction amounts re-calculated. Most of the time you would answer this prompt with "Y". 6. To DELETE a transaction, press "D" (Delete) and answer the "Delete OK?[N]:" prompt with "Y". The transaction is now deleted. Press <Esc> to go to a new parameter search. Pressing <Esc> again will return you to the Transaction Menu. 3d - Points to Remember The only difference between entering transactions in your General Ledger or Payroll module is that this module will keep detailed information on each employee. NOTE: Remember that any transactions which are entered in this module should NOT be entered into your General Ledger module, since they will automatically be placed there when you post them. To DELETE A PAID TRANSACTION you must first void the check and then delete the transaction. Page 19 TAKIN' CARE OF BUSINESS! To DELETE A POSTED TRANSACTION you do not void the check. All you have to do is delete the transaction. As the original transaction is already posted to the General Ledger module the Payroll module will make a reversing entry in the General Ledger module the next time you post. When using the user-defined EARNINGS fields keep in mind that the General Ledger account number selected will be debited. Likewise when you use the user-defined DEDUCTIONS, the General Ledger account number selected will be credited. The "TIPS" field does not have an account number as it is only used to tax the tips (i.e. tips added to wages, wages taxed, tips deducted from check, etc.). Page 20 TAKIN' CARE OF BUSINESS! SECTION FOUR - REPORTS The Payroll Reports Menu allows you to generate a full spectrum of Payroll reports. Reports can be generated to show results for a specific month, a range of months, a quarter, a year, etc. All reports can be generated at any time and for any time period. This means that you are not limited to printing a report only once, and it also means that you can print a report for a prior period as well. Samples of each report are shown in Appendix A. These can be printed while using the "SAMPLE" accounts. 4a - Explanation of Reports Each of the ten reports available from the TAKIN' CARE OF BUSINESS Payroll module can be sent to your monitor's screen for immediate viewing, to your printer for "hard" copy, to a disk drive for later retrieval or to import into a database program for customization. Within each report, you can specify various parameters to give you exactly what you want. Some of the reports can be generated in a cumulative format for the dates specified; and one report may optionally be generated in a trended or month-by-month format. Each of the available TAKIN' CARE OF BUSINESS payable reports are described below. All reports may be printed at any time and as many times as necessary. Payroll Journal - This report lists all of the transactions which took place during a specific date range. You can select all types of transactions or specific types. Payroll Register - This report shows gross total of all earnings, deductions and liabilities for the selected pay period. It can be printed for all or a range of employees. Check Register - This report is a list of all (or a selected range of) checks written. It shows gross pay, deductions and net pay (check amount). Vacation & Sick Report - This report shows the current accrued balance and the used year-to-date balances for both vacation and sick hours. Employee Listing - This report is a listing of all employees, their setup information, as well as year-to-date payroll figures by employee. Address Labels - This report provides mailing labels for a specific employee or a group of employees sorted by employee number, name or zip code order. Paid Payroll Recap - This report shows total earnings, deductions and employer liabilities for the period selected. The data in this report will include only paid transactions. The dates selected are the check date and NOT the period-ending date. Page 21 TAKIN' CARE OF BUSINESS! Quarterly Tax Summary - This report lists each employee, social security number, taxed wages, FICA wages and SUTA wages for the time period selected (usually one quarter). It also shows the federal, state and city tax liability by the date payroll was paid. This report greatly simplifies your federal 941 reporting. Transactions included in this report are based on the check date and NOT the period-ending date. Non-Posted Transaction Journal - This report provides a transaction journal which shows only those transactions which have not yet been posted to the General Ledger module. G/L Distribution Report - This report lists the total amount posted to each General Ledger account number for all payable transactions within a specific date range. 4b - General Instructions for Generating Reports To generate any report, do the following: 1. From the Payroll Main Menu, select "Reports Menu". The menu screen will be as follows: Figure 4-1 Payroll Reports Menu PAYROLL JOURNAL REPORT: 2. From the reports menu, select the report you want to generate (e.g. Payroll Journal). For this example we will print the Payroll Journal Report as shown below. Other reports are covered later in this section. Figure 4-2 Payroll Journal Report As stated earlier, you can send any of the reports to your monitor's screen (S), to a printer (P) or to a disk drive (D) where the report will be stored as a disk file with its own file name. NOTE: If you do not have a printer and try to print a report to the printer, you will receive an error message. The first prompt on the screen for all reports is the destination prompt. It appears as follows: Screen,Printer,Disk(S,P,D): Entering an "S" for screen or a "P" for printer will send the report to the screen or printer, respectively. If you enter a "D" for disk, the system will prompt you for a disk filename. You can enter any name you wish, following the DOS naming conventions. The report will then be saved on the default disk drive with the filename you entered, followed by a filename extension of ".RPT". If you enter a filename that already exists, the system will ask if you want to delete the old file. Answering "Y" will replace the existing report with the new report. Answering "N" will append (add on) the new report to the already existing report. Page 22 TAKIN' CARE OF BUSINESS! The disk file is created in ASCII format, thereby allowing it to be imported into a word processor, spreadsheet or database for customized reports. At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the destination of your report. For this example, enter the letter "S". 3. For some reports, you will need to specify a date range next. The date prompt format will be the format specified in the Configuration Settings. Refer to section 4d - "Setting the System Configuration" in the Getting Started User's Manual. The date prompt appears as follows: Starting Date: 05-01-90 Ending Date: 05-31-90 These dates determine the starting and ending date for the report. NOTE: The ending date can never be more than one year after the starting date (e.g. starting date 05-01-90 and ending date 04- 30-91). You can also print a report for one specific day of the month. 4. The next prompt, "Select Paid, Unpaid, All (P,U,A):" allows you to select the transaction types you would like included in this report. Valid types are P, U and A. Enter "P" to select paid transactions, "U" to select unpaid or "A" to select all types of transactions . 5. After your selections, your report will be printed. The following discusses the other report selection input screens. Any prompts already discussed will not be covered in detail. PAYROLL REGISTER REPORT: The report options are as follows: Figure 4-3 Payroll Register Report 1. At the destination prompt, select the destination for your report. 2. Next enter the starting through ending date range for this report. 3. Then select paid, unpaid or all transactions as described above. 4. At the "Pay Frequency(A,W,B,S,M):" prompt, enter the pay frequency you want included in this report. The options are as follows: A = All W = Weekly B = Biweekly S = Semi-monthly M = Monthly Page 23 TAKIN' CARE OF BUSINESS! 5. Lastly, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. For a pop-up employee list, press the <F2> key at either prompt. CHECK REGISTER: The report options are as follows: Figure 4-4 Check Register Report 1. At the destination prompt, select the destination of the report. 2. Next, enter the date range (as discussed above) for this report. 3. Next, select a check number range for this report. Enter both the starting and ending check number. All checks within this range will be printed. 4. Lastly, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. For a pop-up employee list, press the <F2> key at either prompt. VACATION & SICK REPORT: The report options are as follows: Figure 4-5 Vacation & Sick Report 1. At the destination prompt, select the destination of the report. 2. Next, enter the report date at the "As of Date:" prompt. This date is usually the current date. Transactions which have a date in the future of the date entered will not be shown on this report. 3. At the "Sort Order(A/N/Z):" prompt, enter the sort order for this report. Options are "A" (Account Number order), "N" (Name order) or "Z" (Zip code order). 4. At the "Skip Inactive Employees:" prompt, enter "Y" to exclude inactive employees from this report or "N" to include all employees. 5. Lastly, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. For a pop-up employee list, press the <F2> key at either prompt. EMPLOYEE LISTING: The report options are as follows: Figure 4-6 Employee Listing 1. At the destination prompt, select the destination of the report. Page 24 TAKIN' CARE OF BUSINESS! 2. At the "Sort Order(A/N/Z):" prompt, enter the sort order for this report. Options are "A" (Account Number order), "N" (Name order) or "Z" (Zip code order). 3. At the "Skip Inactive Employees:" prompt, enter "Y" to exclude inactive employees from this report or "N" to include all employees. 4. At the "Pay Frequency(A,W,B,S,M):" prompt, enter the pay frequency (as discussed above) you want included in this report. 5. Lastly, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. For a pop-up employee list, press the <F2> key at either prompt. ADDRESS LABELS The report options are as follows: Figure 4-7 Address Labels 1. At the destination prompt, select the destination of the report. 2. Next, enter the number of printer lines per label. Small 15/16" tall labels are 6 lines per label. To calculate, measure from the top of one label to the top of another. Then divide that distance by the number of lines per inch that your printer is set for. 3. Then, enter the sort order for this report. Options are "A" (Account Number order), "N" (Name order) or "Z" (Zip code order) order. 4. At the "Skip Inactive Employees:" prompt, enter "Y" to exclude inactive employees from this report or "N" to include all employees. 5. At the "Pay Frequency(A,W,B,S,M):" prompt, enter the pay frequency (as discussed above) you want included in this report. 6. Lastly, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. For a pop-up employee list, press the <F2> key at either prompt. PAID PAYROLL RECAP The report options are as follows: Figure 4-8 Paid Payroll Recap 1. At the destination prompt, select the destination of the report. 2. Lastly, enter the date range (as discussed above) for this report. QUARTERLY TAX SUMMARY The report options are as follows: Page 25 TAKIN' CARE OF BUSINESS! Figure 4-9 Quarterly Tax Summary 1. At the destination prompt, select the destination of the report. 2. Lastly, enter the date range (as discussed above) for this report. NON-POSTED TRANSACTION JOURNAL The report options are as follows: Figure 4-10 Non-Posted Transaction Journal 1. At the destination prompt, select the destination of the report. 2. The next prompt, "Select Paid, Unpaid, All (P,U,A):" allows you to select the transaction types you would like included in this report. Valid types are P, U and A. Enter "P" to select only paid trans- actions, "U" to select unpaid or "A" to select all types of transactions. G/L DISTRIBUTION REPORT The report options are as follows: Figure 4-11 G/L Distribution Report 1. At the destination prompt, select the destination of the report. 2. Next, enter the date range (as discussed above) for this report. In conclusion, if you are unfamiliar with any of these reports, try printing reports using the "SAMPLE" accounts as well as referencing Appendix A for samples of these reports. Doing so will give you an idea of how the reports look and how they might be used. Page 26 TAKIN' CARE OF BUSINESS! SECTION FIVE - CHECKS This section discusses an important and powerful feature of this module. We will discuss how to print payroll checks, void checks and enter manual (handwritten) checks. In order to get to the Checks Menu, select "Checks Menu" from the Payroll Main Menu. The following menu appears: Figure 5-1 Checks Menu You are now ready to start the check writing process. We will discuss each of the above menu selections in the sections which follow. 5a - Printing Checks Load your printer with your pre-printed checks and be sure you have set up the check configuration (see section 6g - "Payroll Configuration Settings"). You are now ready to print checks. Select "Print Checks" from the Checks Menu and you will be prompted for the following information: Figure 5-2 Check Writing 1. Enter the General Ledger checking account number for the checks you are writing. It is important that you get the correct account number for the checks you are writing or the funds will come out of the wrong account. 2. Enter the check number of the first check in the printer (TAKIN' CARE OF BUSINESS will increment the number for each check lineup you print). If your checks do not happen to have check numbers, enter the number you wish to have printed on the first LIVE (non-lineup) check. 3. Enter the date you want printed on your checks. 4. Next, select the payroll frequency for this check run. Enter "A" for all unpaid transactions, "W" for weekly payroll, "B" for biweekly payroll, "S" for semi-monthly payroll or "M" for monthly payroll. 5. After entering the account number, TAKIN' CARE OF BUSINESS will ask you if you want a check lineup pattern printed with the following prompt: Print Check Lineup[N]:_ Answer with a "Y" until you have the checks properly lined up. When you answer this prompt with an "N", your checks will be printed. Until you answer the alignment pattern with an "N", you may at any time abort the check printing process and return to the menu by pressing the <Esc> key. Page 27 TAKIN' CARE OF BUSINESS! 5b - Voiding Checks Checks written/printed (but not posted) may be voided by selecting "Void Checks" from the payments menu. If a transaction/check you need to void is already posted to the General Ledger see section 3e - "Points to Remember" for information on how to remove this transaction/check. This function will allow you to void checks written either manually or computer generated. Upon selecting this function, the following screen will appear: Figure 5-3 Void Check Enter the check number to be voided. TAKIN' CARE OF BUSINESS will then search for the check and ask if you want to void it. Once the check number is found, the check information is displayed. Answer the "Void this check[N]:_" prompt with a "Y" or "N". If you answer with an "N", the check search will continue. If you do want to void the check displayed, answer with a "Y". After the check is voided the search for more checks will continue. After the last check is found, you will return to the Checks Menu. 5c - Manual Checks Another great feature included in the TAKIN' CARE OF BUSINESS Payroll module is the ability to enter checks manually. This allows you the flexibility of hand writing those checks which must be paid, if you do not want to do a full check run or are not using computer checks. In order to use this feature, select "Manual Checks" from the Checks Menu. Upon selecting this function you will be prompted for the following: Figure 5-4 Manual Check Writing 1. Enter the checking account number for the manual check(s). 2. Next enter the check number for the first manual check. 3. Lastly, enter the date for the manual check(s). You will now be shown each transaction and the amount to be paid. This screen is shown below: Figure 5-5 Manual Check You will now be allowed to enter (override) the check number and date of this check for the employee and amount shown. After pressing <Enter> at the date prompt, the transaction is marked paid. This process pays invoices as in the "Print Checks" selection described above, except no physical check is printed on your printer. The above process will continue and you will be allowed to override the check number and check date for each employee until all selected transactions are paid. You will then be returned to the Checks Menu. Page 28 TAKIN' CARE OF BUSINESS! SECTION SIX - UTILITIES The remainder of the features and functions of the Payroll module are contained on the Payroll Utilities Menu. These features are also very powerful and important functions of this module. To use these features, select "Payroll Utility Menu" from the Payroll Main Menu. The following menu will be shown: Figure 6-1 Payroll Utility Menu In this section we will discuss each function, as well as its use and features. 6a - Sort Transactions The Payroll module normally keeps transactions organized in the order in which they are entered. The Sort function allows the user to choose the manner in which TAKIN' CARE OF BUSINESS sorts or organizes the transactions. Transactions may be sorted either by date of input, transaction date, employee number or check number order. The sort procedure is not a required feature; but it is useful, for example, when printing transaction journals or employee reports and you would like to be sure that all transactions are in date order. To accomplish this, all you have to do is select "Date Order". It would be good practice to sort the transactions once a month, before printing your reports. The sort order does not affect any report balances and is purely for cosmetic purposes. To start sorting transactions, select "Sort Transactions" from the Payroll Utility Menu. The following screen appears: Figure 6-2 Select Sort Order 1. Select the order in which you would like to sort the transactions. 2. TAKIN' CARE OF BUSINESS automatically sorts all transactions. If you have more transactions than memory can hold at one time, the default disk drive is used to store a temporary file while sorting transactions. It is important to remember, therefore, that the default drive must have adequate free disk space. If you run out of disk space, your sort is aborted and your transaction file remains unchanged. If you have some deleted transactions, the sort function will prompt: Free disk space used by deleted transactions[N]: If you answer this prompt with "Y", the deleted transactions will be physically removed from the transaction file and disk space will be recovered accordingly. Your answer to this prompt will not affect your reports or employee balances. It is only provided for users who need to recover disk space used by deleted transactions. Page 29 TAKIN' CARE OF BUSINESS! 6b - Payroll Tax Tables WARNING It is very important that you enter your Tax Table data correctly. Hooper International assumes no liability for errors. We consider it mandatory to test your payroll deductions by manually calculating your payroll to verify that all deductions are correct. The payroll tax tables contain all of the federal, state and city tax information as well as any other information about Earned Income Credit for your particular state. TAKIN' CARE OF BUSINESS needs these numbers to calculate your employee's taxes and withholdings. Many states and cities have different percentages and these percentages are liable to change every year. With TAKIN' CARE OF BUSINESS you can modify the tables yourself to keep them current with changing tax laws. By selecting "Tax Tables" from the Payroll Utilities menu you will see the following screen: Figure 6-3 Payroll Tax Tables To set up the Payroll Tax Tables, enter the following: 1. TAX TABLE: Enter the type of tax table you will be entering on this screen."F" federal, "S" state, "C" city and "E" Earned Income Credit. 2. STATE: For state and city tax only, enter the two digit state code at the "State" prompt. This code allows you to set up separate tables for each state. When entering your employees you will be asked for a state tax table code. These codes should be the same. For example, to set up Colorado tax tables you would enter "CO" at this prompt. 3. DEDUCT FED TAX: For state and city tax only. Use if you are in a state which allows you to deduct the amount of federal tax you have already paid. If answered with a "Y", your federal withholding taxes will be deducted from the employee's gross pay before calculating the state withholding amount. 4. PERCENT: For state and city tax only. For use with item 3, above, to select the percent of federal withholding amount to deduct. For most states enter "100". If you answered "Deduct Fed Tax" with "N", enter zero here. 5. MAX AMOUNT: For state and city tax only. Use with item 2, above, to specify the maximum federal tax deduction allowed in your state. If there is no maximum, enter 999999.99. 6. MARITAL TABLE: Specify the type of tax table you will be entering ("M" married, "S" single, "H" head of household). 7. ANNUAL DEDUCTION: Enter the ANNUAL amount for ONE WITHHOLDING ALLOWANCE. Refer to the Federal Employer's Tax Guide Publication 15, page 20 (Income tax withholding percentage method). Page 30 TAKIN' CARE OF BUSINESS! 8. PCT: For state or city tax only. If your state allows, enter the deduction percentage as an alternative to entering a flat deduction amount. You can also use this field if your state gives the option of a dollar amount or a percentage amount as the annual deduction amount. 9. GREATER: For state or city tax only. Use if you are in a state or city which requires you to take either a dollar amount or a percentage amount and gives a qualifier. For example, your state income tax guide tells you to take either $5,000 or 17% of the gross income, whichever is greater. Enter "Y". If your state income tax guide tells you to take either $5,000 or 17% of the gross income whichever is less, you would enter "N". 10. ANNUAL WAGES OVER: Enter the beginning wage amount your state specifies, from which you will begin deducting taxes. Refer to page 23 in your Federal Tax Guide, Table 7. 11. TAX AMOUNT: Enter the dollar amount you will withhold in addition to the plus percentage entered in item 12, below. 12. PLUS PERCENT: Enter the percentage of the employee's wages you will withhold. Refer to the Federal Tax Guide, Table 7. 13. Continue with steps 10-12 until all tax data is entered. When you finish entering all of the amounts in their respective fields, press the <F10> key and TAKIN' CARE OF BUSINESS will prompt "Save Inputs[Y]:_". If you answer "Y", TAKIN' CARE OF BUSINESS will save your inputs and the cursor will return to the Tax Table field. It is very important that you enter the correct data into the correct fields, otherwise all of your tax calculations will be wrong for the entire year. Continue entering the Tax Table information for your city and state and the information for Earned Income Credit. Please refer to the Tax Guides for your respective city and state. Repeat steps 1-10 for each of the tax tables you will need for your particular city and state. After you have entered all of your Tax Table information for each table that is necessary for your city and state and the Advanced Income Credit information, make sure you have saved your inputs by answering "Save Inputs" with "Y", before you return to the Payroll Utilities menu. 6c - Print End of Year W-2's This feature of TAKIN' CARE OF BUSINESS will print W-2 forms automatically without you having to figure out any of the amounts. Load your printer with your pre-printed continuous W-2 forms. Continuous W-2's can be ordered from Deluxe Computer Forms. Deluxe's toll free order number is 1-800-328-0304. If you do not have continuous W-2 forms, the same information can be obtained from your Employee Listing report. Page 31 TAKIN' CARE OF BUSINESS! TAKIN' CARE OF BUSINESS will print W-2's for only those accounts which have deductions from their pay checks, thus separating them from the accounts in which 1099's are needed. Select "Print End of Year W-2's" from the Payroll Utilities Menu. You will then be prompted for the following: Figure 6-4 W-2 Statements 1. At the destination prompt, select the destination of the report. 2. Next, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. For a pop-up employee list, press the <F2> key at either prompt. 3. You will now be prompted for "Enter City Short Name" (to be placed in Box 22 on the W-2). Enter an eight character city short name. NOTE: Notice the message on the screen that warns about extra-deductions and non-taxable other earnings which are not included on the W-2 statement. These amounts must be entered manually in Box 16 or 16a, as appropriate. 4. Next, at the "Print W-2 lineup[N]:" prompt, answer with a "Y" until you have the W-2's properly lined up in your printer. When you answer this prompt with an "N", your W-2's will be printed. Until you answer the alignment pattern with an "N", you may abort the W-2 printing process and return to the menu by pressing the <Esc> key. After the W-2 forms have been printed, you will return to the Payroll Utilities menu. 6d - Print End-of-Year 1099's This feature of TAKIN' CARE OF BUSINESS will print 1099 forms automatically without you having to figure out any of the amounts. Load your printer with your pre-printed continuous forms. Continuous forms can be ordered from Deluxe Computer Forms. Deluxe's toll free order number is 1-800-328-0304. If you do not have continuous forms, the same information can be obtained from your Employee Listing report. TAKIN' CARE OF BUSINESS will print 1099's for only those accounts which have no deductions from their pay checks, thus separating them from the accounts in which W-2's are needed. Select "Print End of Year 1099's" from the Payroll Utilities Menu. You will then be prompted for the following: Figure 6-5 1099 Statements 1. At the destination prompt, select the destination of the report. Page 32 TAKIN' CARE OF BUSINESS! 2. Next, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. For a pop-up employee list, press the <F2> key at either prompt. 4. Next, at the "Print 1099 lineup[N]:" prompt answer with a "Y" until you have the 1099's properly lined up in your printer. When you answer this prompt with an "N", your 1099's will be printed. Until you answer the alignment pattern with an "N", you may abort the W-2 printing process and return to the menu by pressing the <Esc> key. After the 1099 forms have been printed, you will return to the Payroll Utilities menu. 6e - Export Payroll Transactions This export function is a very advanced feature primarily used by expert users. It allows you to export ASCII text files from your Payroll transaction file. The record layout for the exported ASCII file is as follows: Field Name Start Length Mask Employee # 1 6 Text/Number Period End Date 7 8 User-defined in configuration Regular Hours 15 7 ###.### Overtime1 Hours 22 7 ###.### Overtime2 Hours 29 7 ###.### Sick Hours 36 7 ###.### Vacation Hours 43 7 ###.### Holiday Hours 50 7 ###.### Gross Earnings 57 10 #######.## Fed Withholding 67 8 #####.## State Withholding 75 8 #####.## City Withholding 83 8 #####.## FICA Taxes 91 8 #####.## Extra Deduction 99 8 #####.## 401K Deduction 107 8 #####.## User1 Deduction 115 8 #####.## User2 Deduction 123 8 #####.## User3 Deduction 131 8 #####.## User4 Deduction 139 8 #####.## User5 Deduction 147 8 #####.## User6 Deduction 155 8 #####.## Tips 163 8 #####.## FUTA Tax 171 8 #####.## 401K Employer 179 8 #####.## User3 Employer 187 8 #####.## User4 Employer 195 8 #####.## User5 Employer 203 8 #####.## User6 Employer 211 8 #####.## Page 33 TAKIN' CARE OF BUSINESS! Paid Date 219 8 User-defined in configuration Check Number 227 7 Text Accrued Vacation 234 7 ###.### Accrued Sick 241 7 ###.### Posted Flag 248 1 Y,N To export your transaction file, do the following: 1. From the Payroll Utility Menu, select "Export Payroll Transaction file". 2. At the "Export File Name:" prompt, enter the name of the ASCII text file to be exported and then press <Enter>. Notice that the filename extension of ".TXT" is already included. 3. Next, enter the date range of the transactions to be exported. Enter "Starting Date:" and "Ending Date:" and all transactions within the date range will be exported. When the export is complete, you will be returned to the Utility Menu. 6f - Payroll Configuration Settings The configuration settings allow you to configure this module to your specific company and to its specific General Ledger account numbers. This configuration is very important to your transactions, to pre-printed form checks and to General Ledger account numbers used. To set up your configuration, select "Payroll Configuration Settings" from the Payroll Utilities Menu. The following window will appear: Figure 6-6 Payroll Configuration Settings 1. FEDERAL TAX ID: Enter your employer's federal identification number here. 2. STATE TAX ID: Enter your employer's state identification number here. 3. COMPANY NAME: Enter your company name here. 4. ADDRESS 1: Enter your company's address here. 5. ADDRESS 2: Enter a second address line here (if needed). 6. CITY: Enter your company's city. 7. STATE: Enter your company's state code. 8. ZIPCODE: Enter your company's zip code. 9. WORK DAYS/YEAR: Enter the actual number of days your employees will work each year, including all holidays. This number is usually 260 (52 weeks X 5 days). Page 34 TAKIN' CARE OF BUSINESS! 10. HOURS PER DAY, WEEK, SEMI-MONTH, MONTH: Enter the number of hours your employees will work for the pay periods listed. When calculating for semi-month and month, calculate the hours based on a yearly division. For example, if your employees work 40 hours per week and are paid semi-monthly, multiply 40 by 52 weeks in the year, divided by the 24 pay periods per year to equal 86.67 hours per pay period. 11. EMPLOYEE TIPS: This field is used by TAKIN' CARE OF BUSINESS to auto- matically calculate tips as a percent of wages when entering transactions. If you do not have tips or do not want automatic calculation, enter zero. 12. TAX & ACCOUNTS CONFIGURATION: At this prompt, press <Enter> and the following window will appear: Figure 6-7 Tax & Accounts Configuration Many of the configuration fields, which follow, require that you set up General Ledger accounts to be used by this module. These accounts are used to interface the Payroll module with your General Ledger module. You cannot use this Payroll module without these important accounts. For samples of required and optional accounts, see the General Ledger Chart of Accounts listing on the "SAMPLE" data files. TAKIN' CARE OF BUSINESS allows for two user-defined other earnings categories and six user defined other deduction categories. You may skip or use any or all of these categories as needed. EARNINGS: USER1, USER2: These two user-defined other earnings fields are used when entering transactions (see section 3a - "Transaction Data Fields"). A. If used, enter a user defined five-digit title for the earnings. This title will appear when entering transactions. B. Next, enter a default General Ledger expense account for the earnings. This expense account can be overridden when entering transactions. DEDUCTIONS: USER1, USER2: Like the above two earnings categories, these two deduction fields are also user-defined. A. If used, enter a five-digit title for the deductions. This title will show when entering transactions. B. Next, enter a default General Ledger liability account for each of the deduction categories used. These accounts can be overridden when entering transactions. DEDUCTIONS: USER3, USER4, USER5, USER6: These four deduction categories do not appear when entering transactions and are automatic for every transaction entered in the system. They are very powerful and have many options. Page 35 TAKIN' CARE OF BUSINESS! A. If used, enter a five-digit title for the deductions. B. Next, enter the percent of taxable income this deduction amount should calculate to. If, for example, you want this deduction to be 2.9% of wages, enter "2.9" here. C. At the "LIMIT" prompt, enter the maximum yearly taxable income limit (i.e. only deduct on the first "10000.00" of income for each employee). D. At the "WHO" prompt, you may enter one of the following to determine who pays the deduction: C = Company (employer) E = Employee B = Both pay E. Next, at the "LIAB" prompt, select a General Ledger liability account for this deduction. You may press <F2> for a pop-up General Ledger accounts list. F. If you answered the "WHO" prompt with a "C" or "B", you will be prompted for a General Ledger expense account at the "EXPEN" column. Select a General Ledger expense account for this deduction. You may press <F2> for a pop-up General Ledger accounts list. FICA: At this prompt, enter the percent, limit, liability account and expense account as described above. Per federal rules FICA is paid by both the employee and employer, so the "WHO" prompt is set to "B" automatically. FUTA: At this prompt, enter the percent, limit, liability account and expense account as described above. Per federal rules FUTA is paid only by the employer, thus the "WHO" prompt set to "C" automatically. 401K: At this prompt, enter the percent, limit, who, liability account and expense account as described above. If at the "WHO" prompt enter you enter "B" (both), the 401K employee contribution amount will be matched by the employer. G/L LIABILITY ACCOUNTS - FWH, SWH, CWH: At these three prompts (federal withholding, state withholding and city withholding) enter the General Ledger liability account numbers. You may press <F2> for a pop-up General Ledger accounts list. EXTRA AMOUNTS: EARNINGS - TAXABLE, ACCOUNT: These fields determine whether extra earnings amounts entered in the employee accounts information are taxable and to what General Ledger account the earnings are applied. A. At the "Taxable:" prompt, enter "Y" if the extra employee earnings are taxable or "N", if not taxable. Page 36 TAKIN' CARE OF BUSINESS! B. At the "Account:" prompt, select the General Ledger account (usually an expense account) to be debited for the extra earnings. EXTRA AMOUNTS: DEDUCTIONS - PRE TAX, ACCOUNT: These fields determine whether extra deduction amounts entered in the employee accounts information are taken before or after taxes are calculated, and to what General Ledger account the deduction is applied. A. At the "Pre Tax:" prompt, enter "N" if the extra employee deductions should be taken out after tax calculations or enter "Y" if deductions should be taken out before tax calculations. B. At the "Account:" prompt, select the General Ledger account (usually a liability account) to be credited for the extra deductions. After entering the above information for deductions, you will automatically continue with the "Check Writing Configuration" window as described below. 13. CHECK WRITING CONFIGURATION: Pressing <Enter> at this prompt will take you to the "Check Writing Configuration" window as shown below: Figure 6-8 Check Writing Configuration This screen allows you to customize your check writing. The following describes each field: CHECK PRINTER PORT: This prompt allows you to select which "Printer Port" to use for check writing. This is a multiple choice field. To change the port selection, press the space bar or click the left button on your mouse. When your selection is complete, press <Enter>. LAST CHECK NUMBER USED: Enter the last used payroll check number. CHECK POSITIONS: The next 14 fields allow you to customize your check printing positions. Pre-printed checks may be purchased from our recommended forms supplier, Deluxe Computer Forms (1-800-328-0304). TAKIN' CARE OF BUSINESS also has an On- Line Order Form for ordering checks from Deluxe. The following checks are recommended for the Payroll module and may be ordered from DELUXE. The form numbers for payroll checks are as follows: Continuous form checks #091001 Laserjet checks #081067 Page 37 TAKIN' CARE OF BUSINESS! See the Deluxe insert for more information on either style of check. To order either invoices or statements, call Deluxe toll free at 1-800-328-0304 and mention our product code "TO9212". In Canada call 1-800-826-3714. The settings shown above (defaults) are for use with the recommended Payroll continuous form checks from Deluxe. By changing these positions, you can use virtually any check with this software. Select the row and column printing position for each of these fields. If you want to omit an item from printing on the check, enter a zero (0) in the row field. To move from one input field to the next, press <Enter>. NOTE: ROW indicates the horizontal lines starting from the top of the check and counting down. COLUMN indicates the vertical lines starting from the left side of the check and counting to the right. STUB POSITIONS: The four row and column fields are used to customize your check stub starting print positions. Enter the starting row and column positions for the top and bottom stub. To omit a stub from printing, enter zero in the row and column fields. CHECK INIT STRING: The initialization codes allow you to send a special set-up string to the printer, before printing checks. It can be used to turn off your out-of-paper sensor or to use special fonts. CHECK EXIT STRING: This is an optional field to reset the printer after printing checks. When completed, press <F10> to save your new data and to return to the Utilities Menu. Page 38 TAKIN' CARE OF BUSINESS! SECTION SEVEN - HINTS AND SUGGESTIONS Keep a CURRENT backup copy of your data disk each time you update your data. This will safeguard against loss of data due to a power outage or other problem. Use the <Shift><PrtSc> keys to make a hard copy of current screen display. When printing checks, be sure that your printer is in its default 10 character-per-inch mode, and that it is set with its normal margins. Deviation from this will result in the inability to line up your pre- printed checks. The following explains how this Payroll module calculates deductions: 1. TAKIN' CARE OF BUSINESS figures the yearly gross income by multiplying amount paid per pay period by either: 12 for those employees paid monthly 24 for those employees paid semi-monthly 26 for those employees paid biweekly 52 for those employees paid weekly 2. Next, deductions are subtracted. Deductions are equal to the annual tax deduction amount (on the tax table) times the number in the state deduction field (in the employee account data base). If the employee has more than one deduction and the annual tax deduction amount (from the tax table) multiplied by the number in the state deduction field (in the employee account data base) is not correct according to the state tax guide, then you can add any additional amounts in the state exemption field (in the employee account database). For example, the annual tax deduction amount for a single deduction is $2,500 and the annual tax deduction amount for two deductions is $3,000. If the employee has two deductions, you will enter $2,500 in the annual tax deduction amount field (on the tax table) and a "1" in the state deduction field (in the employee account data base). 1 times $2,500 = $2,500. Enter the remaining $500 in the state annual exemption field (in the employee account data base). 3. Next, the Payroll module subtracts the amount in the state annual exemption field (in the employee account database). 4. Then federal income tax already paid is subtracted, if you answered "Y" on the tax table and your state allows it to be deducted. 5. The net of the above equals the annualized taxable income. 6. From the above taxable income, the Payroll module will calculate the taxes that the employee will pay. Page 39 TAKIN' CARE OF BUSINESS! 7. Finally, if your state gives you a tax credit, enter the total dollar amount in the State Annual Tax Credit field in the employee account database. 8. The annualized payroll deduction is then divided by the number of pay periods in one year to give you the deduction for this pay period. Page 40 TAKIN' CARE OF BUSINESS! APPENDIX B - DISK FILE NAMES TAKIN' CARE OF BUSINESS Payroll Program Disk Filename Description PR.EXE Payroll Program file PR.OVR Payroll Overlay file PR.HLP Payroll Help file ????????.TAX Payroll Tax Tables Page 41