Payroll PRMANMNU Help - Elliott Business Software

Manual Transaction Processing

Application Overview

Manual Transaction Processing is used to add, change, delete, and print an edit list of manual payroll transactions. It should be used to enter any payroll transactions (handwritten checks, adjustments to previous payroll checks or historical figures kept on the Employee's record, or adjustments to General Ledger distributions or job distributions) that take place outside of the normal payroll processing run (via the Time Transaction Processing application). A minimum of validation is done on the data entered here, since it is assumed in general that the manual transaction has already taken place.

Non‑Employees

All compensation for employees of employee type N (non‑employee) must be entered through this application. Suitable earnings codes should be entered onto the Deduction/Earning Code File to cover compensation for non‑employees, and this compensation should be entered in one of the Other D/E fields on the Manual Transaction Processing screen.

The Payroll package prevents a non‑employee from being paid as a part of the normal payroll run. Tax deductions and voluntary payroll deductions are not meaningful for a non‑employee, and even though they will be stored on the non‑employee's Employee record if entered in this application, they will generally not appear on any tax or deductions reports within the package.

G/L Distribution

The second screen of this application, the distributions screen, will appear if Payroll Setup Distribute Pay To G/L? question is answered A, or if it is answered S and the Employee's record contains a Y or S in the Distrib? field (denoting detailed distribution to G/L).

If detailed distribution has not been requested, the regular, overtime and special pay amounts entered here will be automatically distributed to the employee's Wage account as entered on the Employee record. Vacation, holiday and sick pay amounts will be distributed to Default accounts made up of the Expense account in Payroll Setup, as the main account, and the profit center account of the employee's Wage account.

If the employee has been marked for detailed distribution to G/L, the operator will be required to distribute all of the following amounts to selected G/L Distribution accounts before being allowed to terminate the screen:

Regular Hours Regular Pay

Overtime Hours Overtime Pay

Special Hours Special Pay

Vacation Hours Vacation Pay

Holiday Hours Holiday Pay

Sick Hours Sick Pay

If the employee is salaried and the regular hours are zero, the program assumes the employee was paid a salary, and distributes it on the basis of the percentage of salary, to 100 percent.

The basic reason that the hours must be distributed as well as the dollar amounts is the tracking of hours worked on specified jobs. If job number usage is not selected when setting up the Payroll package (while entering Payroll Setup), the operator will still be required to distribute the hours before leaving the second screen.

The hours and dollar amounts may be distributed independently. That is, the dollar amount entered for a particular distribution is not constrained to be equal to the hours times the rate entered. This is to allow the Manual Transaction Processing application sufficient flexibility to handle any kind of adjustments the user may wish to make to the permanent Payroll files.

Even if no pay or hours have been entered on the first screen, if the employee is marked for detailed distribution to General Ledger, the program will proceed to the second screen anyway. In this way, adjustments to General Ledger distributions or distribution to jobs can be made without affecting the employee's payroll figures.

If an employee is flagged for shift differential distributions in the Employee File, the user will have the option of entering a shift code during entry of distributions. This code will calculate differences in pay rates between shifts. For more information on shift codes, refer to the Shift Code File Maintenance section of this manual.

If your state uses Labor and Industry codes for calculating employee contributions to worker's compensation, the user may enter an L and I code following each distribution. This code will calculate the employee and employer L and I premiums for the distribution based on information entered in the L And I Code File Maintenance application. For more information, refer to that section of this manual.

To display or change distributions entered, the user can press the F1 key when positioned for entry of the distribution type. Pressing of the F1 key will cause the first distribution to be found and displayed and the Any Change? question to be asked. Answer Y to change or delete the distribution. To delete the distribution press the RETURN key when the cursor is positioned for entry of the hours or percent.

If you press the F1 key for the type and answer N to Any Change? the distribution will roll down on the screen. Pressing the F1 key again will then pull up the next distribution on file. In this way you can display or change all the distributions on file.

In change mode, you can also change a distribution by entering its type, account number, and job. Then the first distribution matching the type, account number, and job will have its hour, rate and amount displayed and the Right Distribution? question will be asked. If you answer Y, you can then change the distribution. If you answer N the next distribution with that type, account number and job is displayed. If there are no more distributions which match, the question No More Distributions ‑ Do You Wish To Add? is asked. Then you can add a new distribution.

Run Instructions

Select Manual Transaction Processing from the pull down PR Pro

Manual Transaction Processing Entry Screen

The following options are available:

* Select the desired mode from the Manual Transaction Processing menu bar

* In the add and change modes of operation, the second screen (Distribution screen) will only appear if Payroll Setup Distribute Pay To G/L? question is answered A or if it is answered S and the employee has been flagged for detailed General Ledger distribution (by having a Y or S answer to the Distrib? question on the Employee record).

* Enter the data requested on the screen

To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

Entry Field Descriptions

First Screen

Name	Type	Description
1. Emp No	4 numeric digits (9999).	The employee must exist on the Employee File. After the employee number is entered, the employee record is read and the employee name and employee type are automatically displayed. If adding a transaction for an employee who is terminated (if a termination date was entered in the Employee File) the Employee Terminated ‑ Add Anyway? question appears. Press the F7 key for employee search by number or press the F8 key for employee search by name.
2. Check No	6 numeric digits (999999).	Not all manual transactions entered will be for manually written checks. For adjustment type transactions with no net pay involved, enter a control number here, such as 99999. There will be no conflict within the package if the employee has an actual check with the same number as this control number.
3. Check Dte	A date in the standard date format.	Defaults to the system date. If there is no real check associated with this transaction, enter the transaction date you wish to use for posting to the General Ledger and then default the next date (4) below to this date.
4. Prd Strt Dte	A date in the standard date format.	Defaults to the check date above. The pay period starting date defaults to the check date. It is used for accounting purposes, and is a key for the Payroll History Reports and for posting to the General Ledger Distribution File.
5. Prd End Dte	A date in the standard date format.	Defaults to the check date above. The pay period ending date defaults to the check date. It is used for accounting purposes, and is a key for the Payroll History Reports and for posting to the General Ledger Distribution File.
6. Gross Pay	8 numeric digits, with 2 decimal places and optional minus sign (999,999.99‑).	This is the total gross pay associated with this manual transaction. The program verifies that the gross pay is equal to the sum of its component parts before allowing the user to exit from the Field Number? question. The gross pay must be equal to the sum of: Regular Pay or Salary + Overtime Pay + Vacation Pay + Holiday Pay + Sick Pay + Special Pay + all Other or Permanent Earnings (excluding meals and reported tips, for a restaurant).
7. Reg Pay/Sal	8 numeric digits, with 2 decimal places and optional minus sign (999,999.99‑).	The Regular Pay or Salary field would include supplemental wages for the employee.
8. Reg Hrs	5 numeric digits, with 2 decimal places and optional minus sign (999.99‑).
9. Ovt Pay	7 numeric digits, with 2 decimal places and optional minus sign (99,999.99‑).
10. Ovt Hrs	5 numeric digits, with 2 decimal places and optional minus sign (999.99‑).
11. Vac Pay	7 numeric digits, with 2 decimal places and optional minus sign (99,999.99‑).
12. Vac Hrs	5 numeric digits, with 2 decimal places and optional minus sign (999.99‑).	The vacation hours entered here are not validated against the vacation hours due kept on the employee's record.
13. Hol Pay	7 numeric digits, with 2 decimal places and optional minus sign (99,999.99‑).
14. Hol Hrs	5 numeric digits, with 2 decimal places and optional minus sign (999.99-)
15. Sick Pay	7 numeric digits, with 2 decimal places and optional minus sign (99,999.99‑).
16. Sick Hrs	5 numeric digits, with 2 decimal places and optional minus sign (999.99‑).
17. Spec Pay	7 numeric digits, with 2 decimal places and optional minus sign (99,999.99‑).
18. Spec Hrs	5 numeric digits, with 2 decimal places and optional minus sign (999.99‑).
19. Emp Soc Sec	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99‑).	This is the employee's portion of Social Security for this manual transactions.
Medicare: Fields 20 and 21
20. Emp	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99-).	This is the employee's portion of Medicare for this manual transaction.
21. Emplr	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99-).	This is the employer's portion of Medicare for this manual transaction.
22. Fwt	7 numeric digits, with 2 decimal places and optional minus sign (99,999.99‑).	This is Federal Withholding Tax.
23. Eic	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99‑).	This is the Earned Income Credit associated with this manual transaction.
24. Swt	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99‑).	This is state withholding tax.
25. Ost	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99‑).	This is other state tax.
26. Cwt	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99‑).	This is city withholding tax.
27. Fui	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99-).
28. Sui	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99-).
29. Accr Pct	5 numeric digits with 2 decimal places (999.99).	Enter the percent of the employee's pay to be accrued for the current financial period. The remainder will be accrued for the following period. For example, if the pay period runs Monday through Friday and the month ends on Tuesday, 40% would be accrued to the current month and 60% would be accrued to next month. Defaults to 100% if no previous transactions have been entered, otherwise defaults to the previously entered percent.

Fields 30, 31, 32

For the other deduction/earnings, enter the Deduction/Earning code first, as a two‑character alphanumeric field. The program will verify that this code is on the Deduction/ Earning Code File. You will then be allowed to enter the amount of the deduction or earning.

Name	Type	Description
30. Other D/E 1	2 alphanumeric characters.	Pressing the F7 key will allow a search for the Deduction/Earning Codes on file.
31. Other D/E 2	2 alphanumeric characters.	Pressing the F7 key will allow a search for the Deduction/Earning Codes on file.
32. Other D/E 3	2 alphanumeric characters.	Pressing the F7 key will allow a search for the Deduction/Earning Codes on file.
33. Sav Bnd Ded	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99‑).	This is the savings bond deduction.
34. Union Ded	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99‑).	The union deduction will only be allowed if the employee has a valid union deduction account on his employee record.
35. Loan Ded	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99‑).	This field enables you to specify a loan deduction.
36. Garn Ded	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99‑).	This field enables you to specify a garnishment deduction.

Fields 37‑44

As soon as the user enters the employee number (screen item #1), the Employee's record will be read from the Employee File and the descriptions of his permanent deductions and earnings will be

displayed automatically. The program will only allow entry of an amount if the screen item shows a valid deduction or earning. If there is no permanent deduction/earning corresponding to the screen item, the program automatically displays *NO D/E* for the deduction/earning description.

Name	Type	Description
37‑44. Permanent Deduction Amount	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99‑).
45. No Wks Wrkd	4 numeric digits, with 2 decimal places and optional minus sign (99.99‑).	This is the number of weeks worked associated with this manual transaction.
46. Emplr Soc Sec	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99‑).	This is the employer portion of SOC SEC for this manual transaction. If SOC SEC was entered in field 8 above, this does not mean that the employer's portion of FICA will be automatically calculated. You must enter this figure here if you wish it to be posted to the proper files.
47. Net Pay	8 numeric digits, with 2 decimal places and optional minus sign (999,999.99‑).	The program verifies that the net pay is correct before allowing the user to exit from Any Change? mode. The net pay must be equal to: Gross Pay ‑ Employee Social Security-Employee Medicare ‑ FWT ‑ SWT ‑ OST ‑ CWT ‑ Sav Bond Deductions ‑ Union Deductions ‑ Loan Deductions ‑ Garnish Deductions ‑ All Permanent and Other Deductions + EIC
48. Tip Cr	6 numeric digits, with 2 decimal places and optional minus sign (999,999.99-).	Tip credits should be entered only if the employer is a restaurant and it is applicable for this transaction.
49. Excess Pay	6 numeric digits, with 2 decimal places and optional minus sign (9,999.99-).	Excess pay will only be entered if the employee’s hourly wage plus tips is below the federal minimum wage requirement.

Second Screen

Name	Type	Description
Typ	1 alphabetic character.	The choices for distribution type are: R = Regular S = Salary O = Overtime X = Special V = Vacation H = Holiday K = Sick Pressing the RETURN key defaults to the last distribution type entered. The valid distribution types for this transaction will display at the bottom of the screen.
Account	An account number in the standard account number format.	As soon as the General Ledger account number is entered, the record corresponding to it is read from the G/L Account file, and the account description is automatically displayed.
Account (continued)		The account number must already exist on the G/L Account file. The account number defaults to the Wage account number on the employee record, if the F1 key is pressed. Pressing the F7 key will allow you to search for an account by number or pressing the F8 key will allow you to search for an account by description.
Job-No	6 alphanumeric characters.	The Job number screen header will not appear if the employer does not use job numbers, as indicated in Payroll Setup. If the employer does use job numbers, then entry of the job number to assign this distribution to will be requested. If you do not wish to assign it to a job, press RETURN. If you enter a job number, the program checks to see that the job exists on the Job Code File. Press the F7 key to search for jobs.
Shop-#	6 alphanumeric characters.	This field and the next one will only appear if PR Setup is set to use job numbers and the Job Costing package is in use. If the distribution is assigned a job number, the user has the option to enter a shop order number to associate the distribution with a specific shop order. This allows for more accurate tracking of payroll expenses. The shop order number entered must be on file in Job Costing under the job number entered in the previous field.
Op-#	4 numeric digits.	If a job number and a shop order number have been entered, the user must enter an operation that is on file in Job Costing under the previously entered job and shop order numbers. If these conditions are not met, a message will display and the cursor will return to the Shop-# field.
Hours	5 numeric digits, with 2 decimal places and optional minus sign (999.99‑).	The hours or percent to distribute can be the total hours entered on the first screen or varying amounts to different accounts.
Hours (continued)		A percentage is entered when distributing salary starting at 100% and payment being made for the 100% to one account or broken up to varying ones. The default will always be the number of hours or percent remaining for the type of distribution selected. Since holiday hours are not entered on the first screen, this will be a percent for holiday pay.
Shift Differential	3 alphanumeric characters.	This field will appear on a pop-up window only if the employee is flagged for shift differential distributions in the Employee File. Enter a valid shift code to calculate a shift differential for the employee. If no shift differential needs to be calculated, leave the field blank. Press the F7 key to search for shift codes.
Rate	6 numeric digits, with 3 decimal places and optional minus sign (999.999‑).	The hourly rate will default to the value on the Employee record if the F1 key is pressed.
Rate (continued)		For a regular distribution it will default to the regular rate, for an overtime distribution to the overtime rate, and for a special distribution to the special rate. For a holiday distribution, no rate will be requested. For a vacation or sick distribution, the F1 key will default the rate to the employee's regular rate.
Amount	7 numeric digits, with 2 decimal places and optional minus sign (99,999.99‑).	The amount distributed will default on pressing the F1 key to the hours distributed times the rate entered.
L And I Code	6 alphanumeric characters.	If the employee is flagged as distributed in the Employee File, and the employee's home state has an L and I code on file, you will be prompted to enter an L and I code. Enter a valid Labor and Industry code to calculate employee and employer premiums for this distribution. If no L and I premium needs to be calculated, leave the field blank. L and I codes are not supported for any secondary states the employee has in the Employee Tax Code File. Press the F7 key to search for L and I codes.

Screens

Manual Transaction Processing

Manual Transaction Processing (Distribution)
REPORTS

M A N U A L P A Y R O L L T R X E D I T L I S T

Employee Types: H = Hourly S = Salaried N = Non‑Employee

Distribution Types: R = Regular S = Salary O = Overtime X = Special V = Vacation H = Holiday K = Sick

Checks Posted By Check Date

Journal Number:

Emp# Name Type Check# Chk‑Date Ppd‑Date Gross‑Pay Reg‑Pay/Sal Ovtm‑Pay Vac‑Pay Hol‑Pay Hol‑Hrs

1 Jones, James S. H 142 04/30/89 04/30/89 350.00 350.00

Soc‑Sec

Sick‑Pay Spec‑Pay Reg‑Hrs Ovt‑Hrs Vac‑Hrs Sck‑Hrs Spc‑Hrs Medicare Fwt Eic Swt Ost

21.70

.00 40.00 .00 .00 5.08 50.00 .00 .00

Empr‑Soc‑Sec

Cwt Sav‑Bnd Union Loan Garnish Shftdif Bluecrs Crunion Carallw Unitdwy Wks‑Wrk Net‑Pay Empr‑Medic

21.70

.00 273.22 5.08

Emp# Name Type Check# Chk‑Date Ppd‑Date Gross‑Pay Reg‑Pay/Sal Ovtm‑Pay Vac‑Pay Hol‑Pay Hol‑Hrs

2 Smith, Sally H 143 04/30/89 04/30/89 350.00 350.00

Soc‑Sec

Sick‑Pay Spec‑Pay Reg‑Hrs Ovt‑Hrs Vac‑Hrs Sck‑Hrs Spc‑Hrs Medicare Fwt Eic Swt Ost

21.70

.00 40.00 .00 .00 5.08 50.00 .00 .00

Empr‑Soc‑Sec

Cwt Sav‑Bnd Union Loan Garnish Shftdif Bluecrs Crunion Blueshl Supalow Wks‑Wrk Net‑Pay Empr‑Medic

21.70

1.00 273.22 5.08

Pension Carallw

Post Manual Transactions

Application Overview

The Post Manual Transactions application automatically updates your employee's payroll record and General Ledger files with the following conditions.

1. The manual transaction amounts are posted to the Employee record.

Any vacation or sick hours entered for the employee are subtracted from his vacation or sick hours due, and vacation hours are added to this vacation hours paid amount. If the Number of Weeks Worked field is non‑zero, then vacation and sick hours are accrued on the basis of the number of regular hours or weeks worked entered.

2. The Manual transactions are posted to the Payroll History file.

3. If check reconciliation has been included in the package, any manual payroll transaction for which the net pay amount is greater than zero is posted to the Payroll Check Reconciliation file.

4. All distributions (including automatic distributions mentioned above) are posted to the Payroll Distribution file.

5. If the use of job numbers has been included in the package, all distributions made to job numbers are posted to the Job History file.

NOTE: Employer FICA liability and worker’s compensation are posted to the Employee file, if applicable, but a Worker's Compensation Premiums due are not posted. These have to be entered manually via the General Ledger package, or entered as amounts to a liability and an expense account in two balancing distributions for the check. The latter method would keep the Worker's Compensation Premium posting accountable by check within payroll but requires you to do detailed distribution of pay for the transaction.

If no employee wage accrual account number has been entered in PR Setup or if it has been entered as all zeros, the user has the option of posting as of the check date or the pay period ending date. If an accrual account number has been entered in PR Setup, posting will be done according to the accrual percentages entered in the Manual Transaction Processing application.