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Tutorials & Videos > Essential Tutorials > Payroll > Process Payroll





Process Payroll

Payroll processing uses the information on each employee record (most notably the compensation, deduction, and tax information) to create time card information. This time card information is displayed on an Edit List and then processed as payroll checks or ACH direct deposits.

This Step-By-Step tutorial guides you through a Bi-weekly processing of salaried and hourly employees.

For a visual tutorial, see the Process Payroll  video.

All video tutorials can be viewed from the Tutorials & Videos page.


Employees to Pay


1.          From the Payroll menu, select Enter -> Employees to Pay.

2.          Notice if the Clear Employees to Pay button on the right-hand side is active or inactive. If it is active, you can hover over the button to view how many employees are setup to pay. Click the button to clear the employees to pay or leave it alone to add additional employees to pay. Normally, the button is inactive (grayed out) because employees to pay are automatically cleared after processing payroll.

3.          Select the # Pay/Year, Deduction Cycle, and Pay Group from the drop-down lists.

4.          Enter the Distribution Selection Date. This date determines which compensations and deductions are used for the payroll run. The most current Distribution Starting Date that is on or before the Distribution Selection Date is used for the payroll run.

For example, if you have an employee with a pay increase effective Aug 8th (Distribution Starting Date) and your payroll run includes the dates Aug 1-14th, then enter Aug 14 as the Distribution Selection Date. This includes the pay increase on the payroll run. (Or, enter Aug 1st to not include the pay increase on the payroll run.)

5.          Select the check boxes as appropriate. In this example, we have selected both Salaried and Hourly employees but did not select to include the salaried records when entering the hours.

NOTE: The option Use Regular Hours information from last payroll? is helpful when entering hours because it populates the hour fields with the time from the previous payroll run.

6.          Check the Include Scheduled Time off hours? check box and then enter the dates for the Time Off hours. The Payroll program uses these dates to select which Time Off hours to include on this payroll run.

For example, if an employee has 40 hours of vacation scheduled in this date range, then "40.00" is automatically entered in the Vacation field on the time card.

7.          When you are finished, select the Sort By option and then click the OK button.

8.          The Time Entry page appears. Enter the Hours for the first employee and then click the Next button. Continue to enter Hours until you get to the last employee.

9.          When you arrive at the last employee, enter the Hours and then click the Finish button.

10.          The Payroll Processing page appears. Review the employee time card information. Click the Edit  icon to modify the Compensation or Deduction information. If you have an employee that needs to be removed from this payroll run, click the Delete  icon.

11.          Click the Payroll Edit Report button to view a printable copy of the employee time card information. Even though this is an optional step, it is good to review the Payroll Edit Report for any mistakes.

12.          After the Edit List of Payroll displays, click the Print  button to print a copy of it or click the Export link to download a copy of the report. Click the Close Report button to return to the Payroll Processing page.

13.          The next step is to verify that your Current Financial Settings are correct. For example, if the Period is set to "July" and you want to post your Payroll to "August", click the change link to set the period and then click the OK button to save your changes.

14. Click the Process Payroll button to start processing the employee time card information into paychecks and/or ACH deposits.

15.          The Check Information window appears. This is where you specify the dates and other options for processing payroll. After making your selections, click the OK button to continue processing payroll.

16.          The payroll checks display if you have employees receiving physical paychecks. Click the Print  icon to print these checks. After the checks have printed, review them to make sure they are correct. If any checks need to be reprinted, click the Reprint Checks button and specify which checks to reprint. When all the physical checks have printed correctly, click the Continue button.

17.          Next, the ACH Verification report displays. Click the Print  icon to print this report. After reviewing the printed report for any errors, click the Continue button.

18.          The last reports for processing payroll display.

It is recommended that you click the Download ACH File button before printing the reports. This is the file you send to the bank for processing auto-deposit (ACH) accounts.

Click on each report in the left navigation pane and then click the Print  icon.

After all reports are printed and the ACH File is downloaded, verify that the Posting Date is correct and then click the Finalize Post button.

19.          The Finalize Post window appears. Verify that the Fiscal Year, Period, and Date are correct and then click the OK button. Your payroll process completes and a corresponding journal entry is sent to the General Ledger.