You can use the Payroll Register to enter after-the-fact payroll check details for all employees and payroll accounts you have set up, then post all journal entries for the payroll with a single click, and print employee paychecks as needed.
Note: To print employee paychecks, you must have previously enabled the Print Payroll Checks option on the Payroll Accounts tab of the Payroll screen.
The system also automatically calculates the employer portion of FICA and generates the appropriate journal entries for greater convenience. To automatically calculate the employer portion of payroll taxes, you must have assigned expense accounts and the employer taxes payable on the Payroll Accounts tab.
From the Payroll Register screen, you can also review previous payroll details, edit payrolls you have not yet printed and repost them, or you can delete a single paycheck or an entire payroll, if necessary.
To add and post new payrolls, or review, edit, or delete existing payrolls:
1. Select Payroll Register from the Write Up menu to open the Payroll Register.
If an unposted payroll exists for this employer, it appears by default when you open the Payroll Register.
2. Enter the paydate in the New Paydate field and specify one of the following options:
§ All Employees: Click this option to create a new payroll for all active employees that have been entered in the system for the active client.
§ Copy Previous Paydate: Select this option to copy a recent payroll, and select the paydate of the payroll to copy from the drop-down list in the Previous Paydate field.
§ Blank: Click this option to create a blank payroll into which you can enter information for one or several employees.
3. Click Create to create a new payroll, or click Recent Payrolls and select a previously-entered payroll from the drop-down list to review, edit, or delete it.
You can edit and repost a payroll only if you have not yet printed it. Additionally, if you have not yet printed paychecks, you can click Change Paydate to change the paydate for the payroll.
If you have already printed the payroll, you can open it to review.
The Payroll Register table appears. The available columns in the table depend on the accounts you identified in the Set Up Payroll Accounts screen.
§ If you selected All Employees or Copy Previous Paydate, the table lists all active employees.
§ If you selected Blank, the table displays a blank row with a drop-down list from which you can select the employee to enter.
4. Enter the appropriate figures in the available columns and in the columns for all deductions and all taxes except FICA.
5. Click Add Paycheck to add a second check to this payroll for a listed employee (for example, for a bonus), or to add another employee, if you created a blank payroll.
A new line appears in the table, in which you can select the employee and enter amounts for the additional paycheck.
Click the red X on any line on your payroll to delete it. If you delete all lines, you can start another payroll by changing the pay date, if necessary, and adding employees.
6. Click Save to save your payroll entries when you have finished entering check details for each employee.
Alternatively, click Delete Payroll to remove all traces of the payroll and return you to the options to start a new one.
7. Click Post and Create Checks to post payroll transactions and open the Check List, from which you can print your paychecks.
Select the checks to print and click Done to assign check numbers. When you return to the Payroll Register to review this payroll, the table displays the assigned check numbers.
Alternatively, click Post Only to post payroll transactions without printing.
Note: You can edit a paycheck you have already printed. To do so, select the paycheck from the Check List and click the check number to open it, then void the check (to create a reversing entry) or delete it completely. Return to the Payroll Register and verify that the check number no longer appears in the table. Edit the payroll details and repost the payroll. To reprint the check, enter it as handwritten.