Manual Check Entry

MM Main Menu

MC Enter manual checks

Your selection, please: MC

The manual check entry program provides direct access to current pay data stored in the employee master file. It provides a means to enter current pay information for which deductions have been calculated manually and therefore do not necessarily match deductions that would be calculated by the system's regular calculation facilities.

Manual check entry serves two purposes. It may be used to manually enter all information for single pay period by employee number, or it may be used to edit information that has already been calculated by the payroll system. The routine automatically calculates gross pay from individual hours, rate, and gross information, and automatically calculates net pay from gross pay less all deductions. The amounts of pay and deductions may be entered in any amount by the user.

DATE PERIOD ENDED If any hours entry or calculations have been performed, it is assumed that you are entering a manual check for the current period. The program will inform you as to the master file's status and ask you if you want to continue.


Last period ended 1-15-89

Pay has been calculated.

Do you wish to continue anyway (y/n) ? Y

If the master file has been initialized for a new period, the program will ask you for the date the payroll period ended in the same manner as the "periodic entries" program. Be sure to use the date for the payroll period that includes the manual check(s) you will be entering (But note exception below when using the Check Reversal feature).

- Manual Check -

Enter employee code (just ENTER to quit) >

Pay has already been calculated.

Do you want to continue anyway (y/n) ? N

EMPLOYEE ID Enter the ID number or code of the employee you wish to access. If you enter an employee ID which does not exist, the system will report an error and give you another chance. If you enter a valid employee ID, you will be presented four screens to enter current information. If no information has been entered for this employee in the current pay period, the screens will contain blanks and zeros. If data has been previously entered, the screens will contain the previously entered data and you will be allowed to change it.

If pay has already been calculated, the program will warn the operator once again of the file status. This warning is to assure that the operator is aware that previous data may be destroyed and that previous payroll reports may have to be re-issued.

CURRENT information for BRUCE A. CLINTON screen 1 of 4

Salaried Employee

Category Hours or Qty. Rate Gross Pay Job

1 REGULAR ( 1) 24 21.115 506.76 345

2 Dbl Time ( 9) 0 0 100 367

3 IMPUTD GLI(10) 0 0 45 400

4 ( 0) 0 0 0 0

5 ( 0) 0 0 0 0

6 ( 0) 0 0 0 0

7 ( 0) 0 0 0 0

8 ( 0) 0 0 0 0

Press ENTER for next screen, (-) for previous, or line number >

CURRENT INFORMATION: This screen displays eight line items for category, hours, rate, gross pay, and job. You may make an entry in any line by selecting the line number (1-8). If you enter values for Hours and Rate, Gross will be automatically calculated. If you do not enter a value for Hours or Rate, you may enter an amount for gross directly. The job number is optional. Enter a job number only if you are using job costing.

One-time SPECIALS - BRUCE A. CLINTON screen 2 of 4

Description Amount Code Job

1 BONUS 100 A 400

2 0 0

3 0 0

4 0 0

5 0 0

Press ENTER for next screen, (-) for previous, or line number >

ONE-TIME SPECIALS. You may enter up to nine line items for special pay amounts or deductions, according the rules outlined in the "periodic entries" program. Amounts with no sign are considered pay amounts and amounts with a negative sign are considered deductions. Remember that some descriptions have special meanings and affect tax handling, or certain accumulators.

Deductions taken for BRUCE A. CLINTON screen 3 of 4

1 -YES-> Insurance 5.4 $

2 -YES-> Annuity 102 $

3 -YES-> Savings 0

4 -YES-> Uniform 0

5 - no - Misc. 0

6 - no - Savings C 1 %

Enter line number to ENABLE/DISABLE deduction.

Press ENTER for next screen, (-) for previous, or line number >

DEDUCTIONS. Select which fixed deductions are to be active for this employee. To activate or deactivate a deduction, simply enter its number. The amounts of fixed deductions can not be changed by this program. If you want to change the amount of a deduction, use the employee data entry and changes program.

CALCULATED amounts for BRUCE A. CLINTON screen 4 of 4

Last processed 1-15-89 Last paid 1-15-89

Current Values

Advance...... 0 Vacation..... 0

1 CARRY FWD : 0 Paydown...... 0 Aux Balance.. 0

2 HOURS : 24 Tax Basis

3 GROSS : 751.76 Federal.. 604.76 FICA... 751.76

4 FED TAX : 70.71 State.... 604.76 Local.. 604.76

5 CALIFORNIA : 7.28 18. Deductions Taken

6 FICA TAX : 56.46 Insurance 5.4

7 No Local : 0 Annuity 102

8 EI CREDIT : 0 Savings 0

9 TIPS : 0 Uniform 0

10 NON CASH : 90

11 SUI/SDI : 0

15 OTHER TAX : 0

16 NET : 419.91

17 Check number.>>> 0

(Enter '99' to reverse all entries)

Press ENTER for next screen, (-) for previous, or line number >

OK to file (y/n) ? Y

CALCULATED AMOUNTS: Enter the amounts of all tax withholding deductions to be applied the the employees gross pay. The withholdings may be in any amount, and no error checking is performed to verify that the amounts are in conformance with any tax table or computation routine. You do not have access to Hours, Gross, or Net amounts, since these are automatically calculated to assure they represent the sum of the detail information.

The upper right side of the screen shows the effect of your entries on various accumulators and tax basis. This is for information only and is calculated on the basis of other information you have entered.

CHECK NUMBER: The check number appears at the bottom of the "calculated amounts" screen. If a check has already been issued to the employee, enter the number of the check in this field. If you wish to print a check for this employee with the check printing program, set the check number to zero. The check printing program will not print a check for an employee if the check number field is non-zero.

OK TO FILE? When you have entered data for all screens, the system will ask you if it is OK to file the information. Enter "Y" if the information is correct. If you enter "N" the information will be abandoned.

Current Amount of each Deduction for BRUCE A. CLINTON:

1. Insurance 5.4

2. Annuity 102

3. Savings 0

4. Uniform 0

5. Misc. 0

6. Savings C 0

7. -- (not used) --

8. -- (not used) --

9. -- (not used) --

10. -- (not used) --

11. -- (not used) --

12. -- (not used) --

Press ENTER for next screen, (-) for previous, or line number >

DEDUCTION OVERRIDE FEATURE: Deductions are automatically set to th for the subject employee in his Employee Record when they are enabled by the Deductions Taken screen. These amounts may be over-ridden by the operator by selecting #18 on the Calculated Amounts screen and entering new values in the Deduction Screen which will appear. Once you make corrections, the automatic deduction calculation is disabled to prevent erasing operator corrections.

CHECK REVERSAL FEATURE: If you wish to "cancel" a check written in a previous period, you may use the '99' selection to quickly and accurately accomplish this.

Method A: You first enter all of the information on the original check, duplicating it exactly. Then enter '99' in the Calculated Amounts screen to reverse all entries.

If you use Periodic Entry to put the check data in, you must run Calculation (CA) before activating the Manual Check routine to make sure that all Tax Basis accumulators are correct.

Method B: You may enter all data through Manual Check. Once the original check has been duplicated, simply enter '99' on the Calculated Amounts screen to reverse all entries. When you do this, the program will ask for a Check Number: enter the original check number.

When Using Either Method A or Method B to reverse checks:

You should perform all necessary adjustments at once, and should not mix payroll data and adjustments in the same Initialization cycle. Keeping these two types of operation separate will avoid erroneous handling of any current-period negative net pay situations, and will always leave you with a "before" and and "after" backup file. When asked for a Payroll date for the adjustments, enter a date which is between two actual payroll dates: do not use an actual Payroll period ending date (which would cause a backup file to be over-written).

When you Initialize a Payroll containing adjusting entries, you must respond "N" to the question:

Negative Net will be carried forward to next Period?

The system will then ask you to confirm:

Negative Net will adjust YTD?

...and you must answer "Y" in order to have the current Payroll data treated as an adjustment rather than a "real" payroll.

The actual adjustment occurs during Initialization: If you generate a current report prior to Initialization, many of the adjustments will appear to be correct in both the Employee detail and the Company Totals. However, the figures which summarize the Special Items will not be correct: these items receive special treatment during Initialization.

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