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Payroll User Manual Dim11

1. a 258 Step 2 Build Commission F iles a a 263 Part 1 Enter Commissions 265 Part 2 Print Commissions 271 1 Print Commission ganasqa cede ect era 272 2 Print Commissions by Invoice 274 Part 3 Commissions Maintenance 276 1 Maintain Buy Sell Informatio e uuu a SDS aaa 277 2 Purge Commissions Information 278 3 Maintain Posting Information 279 Part 4 Salesman Commission Format A 280 Part 5 Salesman Commission Format B 284 APPENDIX F Year End Troubleshooting 286 Payroll Procedures SECTION 1 Payroll Procedures Introduction This guide contains both general and specific information about Payroll It is designed to be a continuing source of instruction and reference as you use Dimensions softw
2. 1 Part 1 Payroll File Maintenancee 3 Part 1 1 Maintain Employee File PM1 4 Part 1 2 Maintain Deduction 12 Part 1 3 Maintain Deductions by Range enne entere enne 15 Part 2 Process Payroll u dieere pite ere edes pe e p 18 STEP 1 Copy the Payroll Files 5 uoi ete etre Me cett SS ap 19 STEP 2 Set Up the Batch ener errare au TED 20 STEP3 Enter the Payroll utei ect etude tete ree tete echte TER REL 22 STEP 4 Print the Edit Lists coit ee tice A unu Ue 27 STEP 5 Void Change Payroll aan qa enne enne nennen 29 STEP 6 Print Payroll Checks inge eee nete Te ees 32 STEP 7 Print Direct Deposit Summaries eene seen tinens 33 STEP 8 Print Check Register ss mu ui au B 33 STEP 9 Print Current Workers Comp Repotrt 35 STEP 10 Send Direct Deposit to Bank nennen enne 36 STEP 11 Update Payroll and G L to 36 STEP 12 Print the G L Entries Report GPOST
3. Commission Range 0 0 Q x Enter 1 to set up the input parameters as described below Commission Print Order Beginning Salesman 1 99 Ending Salesman 1 99 Beginning Cust Number Press the up arrow to view the available options for print order Enter 1 to print by assigned salesman for the invoice in the Sales History File SH 1 D Point of Sale POS and Invoice Posting programs default to the assigned salesman in the Customer Master File CM1 D The options in POS allow you to change the assigned salesman for a sales transaction Or enter 2 to print in written by salesman order Enter the first salesman either assigned or written by found in the Sales History File to be included in this report Or press Tab to begin with the first salesman number found in the file Enter the last salesman either assigned or written by found in the Sales History File to be included in this report Or press Tab to pick up all remaining salesman numbers found in the file Enter the first customer number found in the Sales History File to be included in this report Or press Tab to begin with the first customer found in the file Dim11 Dim11 Ending Cust Number Beginning Trans Date Ending Trans Date Print Customer Detail Y N Commission Basis Commission Method Include Add Ons Y N Appendix E Enter the last customer number to be included in this report Or press Tab to pick
4. QTR 1 QTR 2 QTR 3 EARNINGS 49 4880 00 1890 00 51 960 00 FED W H 53 222 30 115 62 55 60 06 FICA W H 57 369 50 I 144 59 59 73 44 ST 61 206 55 108 59 63 55 59 LOC 65 00 00 67 00 REG HRS 69 405 00 150 00 71 80 00 HRS 73 00 4 5 00 75 00 EARN 77 00 1800 00 179 960 00 EARN 81 00 90 00 83 00 DEDUCTION 1 00 91 OTHER YTD DEDUCTION 2 00 92 OTHER YTD DEDUCTION 3 90 00 93 OTHER YTD DEDUCTION 4 90 00 94 OTHER YTD DEDUCTION 5 00 95 OTHER YTD DEDUCTION 6 00 96 OTHER YTD D 1800 00 97 OTHER YTD 98 OTHER YTD 106 MEDICARE YTD W H 125 29 99 TOTAL THER PAY ENTER OPTION A C D N P V E 100 TOTAL ALL Qo ou5uNHn The trial balance report looks at the automatic deduction codes in PM1 fields 25 29 33 37 41 and 45 totals those deductions in the PM2 and compares the totals to PM1 fields 85 90 Dim11 Appendix F This employee has codes 3 4 5 amp 99 set up as automatic deductions Code 3 Code 4 Code 5 Code 99 PR1013101 100 00 50 00 10 00 15 00 PR033001 100 00 50 00 10 00 PR053001 100 00 50 00 10 00 15 00 PR071501 100 00 50 00 10 00 15 00 PR121501 100 00 50 00 10 00 15 00 PR12901 100 00 50 00 10 00 PR21501 100 00 50 00 10 00 15 00 PR22401 100 00 50 00 10 00 PR41501 100 00 50 00 10 00 15 00 PR811 100 00 50 00 10 00 15 00 PM2 total 1000 00 500 00 100 00 105 00 PM1 900 00 450 00 90 00 90 00 Difference 100 00 50 00 10 00 15 00 The difference in ea
5. This is the same program found the Payroll Variable File Deductions It is included in the Direct Deposit menu system for convenience The cursor is positioned at 2 Deduction Code 1 99 Set up a new deduction or change existing deduction codes Enter the following fields for the direct deposit option 6 Direct Deposit Y N Enter Y to flag this deduction for direct deposit 8 Deduction G L Account This must be set to the G L number for the bank account since cash will be credited when the direct deposit is sent to the bank The GPOST credit to cash for the payroll batch will be the total net pay plus total deductions 188 Dim11 Appendix D APPENDIX D TIME amp ATTENDANCE Dim11 189 Appendix D APPENDIX D Time amp Attendance Introduction The Time amp Attendance system was created to provide a means of tracking hourly employees time on the clock and up to six types of other pay like vacation holiday or sick pay This is accomplished through the employee clocking in and out from any Dimensions terminal All time punches are stored in a file on the Dimensions system The entries for other pay are entered manually by a supervisor into the same file Each employee has a record in another file that contains fields for Other Pay Available and Other Pay Used entries are made by the supervisor the fields for Other Pay Used accumulate information time clock entries are accumulated the h
6. 38 STEP 13 Fi theRepotts itn 39 Part 3 Search for amp Select an Employee ene 40 Part 4 Void ChecEs Roe ae ete a oce i AA n Get dh ee eie aede 42 To Use the SELECT OPTIONAL FIELD 44 Ir e c E se 47 T Payroll Master Listo un m eatin ches 47 2 Personnel List zu unpu ago Ra eee REN TU PR RSEN RR 50 3 Employee Address List 52 Quarterly Reports 58 4 9A1 Quarterly Reporters uuu 53 5 Quarterly Wage Report unun qa S amu ee pete tec eH ere IET eo eio Eee vete cao od 55 6 Quarterly Cafeteria amp 401K ce eo Det ap ee e a eee ea e Pages 57 Quarterly ICA y eee D Wee Bln a Aaah Ses 59 8 Quarterly TUTA suu iqu S Sas 61 9 Quarterly SULLA m poc SI a 63 10 Quarterly State Tax eee AEE 65 11 Workers Comp Report suasana aa e 67 12 Tax Iaability Report 3 21 21 cado cese etre ERG ERE e Ped Irae Ge TREE 69 13 Misc Quarterly State Reports seen enter enne 71 13 1 Co
7. Ent Print Report E End 1 Input Parameters Special and Unique Input Parameters Workers Comp Code 0 All Print Detail Y N Dim11 Enter the desired worker s comp code for this report Or enter 0 to include all codes Enter Y if you wish to print the detail for each code Detail includes a section showing the following for each selected employee Employee number and name SS Department Worker s comp code and description Earnings Worker s comp total Rate Limit Amount Or enter N to not print detail but shows totals by worker s comp code and department only 67 Payroll Reports SAMPLE WORKER S COMP REPORT Print Detail N mm dd yy YEARLY WORKERS COMPENSATION REPORT ABC COMPANY DS06107 14 49 20 BEGINNING CHECK DATE 00 00 00 ENDING CHECK DATE 99 99 99 PAGE 0001 WC CODE EMP REG EARN OT PORTION OTH PAY GROSS WC TOTAL RATE AMOUNT 01 STORE EMPLOYEES 5 21400 00 165 01 150 00 82 49 21797 50 21715 01 4 50000 500 00 02 YARD EMPLOYEES 2 13200 00 48 00 00 24 00 13272 00 13248 00 10 25000 300 00 GRAND TOTAL 7 34600 00 213 01 150 00 106 49 70139 00 69926 02 1600 00 REG EARN OT PORTION OTH PAY GROSS WC TOTAL 01 SALARIES DEPT2 23400 00 165 01 150 00 23797 50 23715 01 02 SALARIES DEPT2 11200 00 48 00 00 11272 00 11248 00 GRAND TOTAL 34600 00 213 01 150 00 35069 50 34963 01 Print Detail Y mm dd yy YEARLY WORKERS COMPENSATION REPORT ABC COMP
8. Dim11 117 Payroll Variable File NOTES This is the tax calculation that a CPA would use working form the Circular E It is the same calculation that the payroll program uses Sam makes 11 50 per hour and worked 42 5 hours He is married and claims 3 exemptions The company pays weekly Current Gross Wages 40hrs _ 11 50 460 00 2 5hrs 11 50 1 5 43 13 time and a half for over 40 hrs Gross Wages 503 13 Gross Wages Annualized Current Gross 503 13 Times Pay Periods Per Year x 52 From employee s record in PM1 D Annualized Gross 26 162 76 Tax Calculation Annualized Gross 26 162 76 Less Std Deduction 3 x 2700 8 100 00 From Basic Payroll Information Taxable Wages 1 8 062 76 Less OVER from Tax Table 6 450 00 Net 11 612 76 Times 96 from Tax Table x 15 Annualized Tax 1 741 91 Divided by Pay Periods Per Year 52 From employee s record in PM1 D FIT to Withhold 98 50 NOTES 118 Dim11 Payroll Variable File 6 2 State Local Tax Table This option allows you to set up the annual state and or local income tax table Only states that use the tax table method need to be entered here This tax is calculated from the employee s withholding status married or single and the number of exemptions which is kept in the Employee Master File PM1 D for each employee The data on this table comes from the State Tax Commission for the annual pay period This information is likely to change each year
9. P R Variable File Special Maintenance Procedures for options on this menu are divided into parts as follows Dim11 1 Payroll Procedures PART 1 PAYROLL FILE MAINTENANCE PART 2 PROCESS PAYROLL NOTE Payroll reports are not covered in this section See SECTION 2 for Payroll Reports Payroll Variable File is covered in SECTION 3 Payroll Special Maintenance is covered in SECTION 4 PART 3 SEARCH FOR amp SELECT AN EMPLOYEE PART 4 VOID CHECKS 2 Dim11 Payroll Procedures Part 1 Payroll File Maintenance Use this part to add new employees change or delete existing employees and maintain deduction codes When you select 1 for Payroll File Maintenance from the Payroll Menu the following menu is displayed 1 Maintain Employee File PM1 2 Maintain Deduction Codes 3 Maintain Deductions By Range The following pages explain each of these options Dim11 3 Payroll Procedures Part 1 1 Maintain Employee File PM1 PURPOSE Use this procedure to add a new employee This procedure describes every field in the Employee Master File PM1 D that can be set up when you add a new employee This procedure also explains how to change and delete employees as well It is usually not necessary to actually delete the employee from the Employee Master File If an employee is separated from service you must enter the termination date Then during the year end process for Payroll all employees w
10. SAMPLE WORKERS COMP REPORT 08 10 00 WORKERS COMPENSATION REPORT ABC LUMBER COMPANY DS06105 14 40 55 PAGE 0001 CD DESC REG EARN OT PORTION OTH PAY GROSS WC TOTAL RATE AMOUNT 01 STORE EMPLOYEES 640 00 00 00 640 00 640 00 4 50000 28 80 02 YARD 4000 00 00 00 4000 00 4000 00 10 25000 150 00 GRAND TOTAL 4640 00 00 00 4640 00 4640 00 178 80 STEP 10 Send Direct Deposit to Bank If you are using the Payroll Direct Deposit option this step sends the direct deposit information to the appropriate bank s Refer to Appendix C Direct Deposits for more information STEP 11 Update Payroll and G L to Make sure that all information on the Check Register is correct You cannot void payroll input once this step is executed If you find something was incorrect after the update you must do another new batch and enter negative timecards to back out the mistake using different check numbers Then you must re enter the payroll correctly in another new batch 36 Dim11 Payroll Procedures The update process does the following gt Adds current batch totals gross withholdings deductions etc to each employee s record in the Payroll Master File PM1 D according to the quarter you entered This is very important What was shown on the Check Register is what is updated to PM1 D and stored as the employee s W 2 data gt Adds current batch totals to the Yearly Payroll File PM3 D fo
11. lt Ent gt Accept lt Esc gt Back To Field To Check Option 1 4 You have the following options gt Press Enter to accept the option and the value s you entered in Step 3 The selection is not effective until it is accepted you accept it the computer displays in the upper right hand corner 1 OPTION SELECTED Continue to Step 5 gt Press Esc to reject the entry and return to Step 2 to select another field to check or go back to the report input parameters gt Enter another option 1 4 This rejects the current entry and returns to Step 3 to select another option 5 After accepting the entry you are returned to Step 2 You can select up to 10 fields all together thereby designing a very specific report 6 When you are done selecting options and values press Esc to go back to the report input parameters when the computer gives you that option see Step 2 The number of options you selected will be displayed next the Select Optional Field Y N You can then print the report using standard print procedures NOTE The heading of the report will indicate what options and values were selected and or excluded 46 Dim11 Payroll Reports Lists 1 Payroll Master List This report shows a list of employee information entered in PM1 D showing the following on 5 different lines Line 1 Employee number Employee name Social Security number Address 1 amp 2 zip code Store number Rate salary
12. B A payroll has been updated to the wrong quarter Sum the PM2 records for each quarter and compare to the PM1 QTR totals QTR 1 QTR2 QTR3 QTR 4 960 00 1050 00 960 00 960 00 720 00 840 00 600 00 740 00 900 00 960 00 PM2 4280 00 1890 00 1560 00 960 00 PM1 4880 00 1890 00 960 00 960 00 Diff 600 00 600 00 It appears that Batch PR811 was updated to PM1 in quarter 1 although the check and paid thru dates indicate quarter 3 If the batch should have been updated into quarter 3 then reverse the batch in Quarter 1 and re enter it in Quarter 3 If it really belongs in Quarter 1 then use PM2 special maintenance to change the date s Reindex PM2 C There is an extra PM2 record that is not included in PM1 If the PM1 total YTD column GROSS PAY is less than the PM2 total the sum of the GROSS column then we suspect that i A bogus PM2 record is being included in the report This might be due to a prior year s payroll having been processed with the wrong date so it did not purge at YE and is now printing with the current year s data A clue to this would be a batch number from a prior year ii A payroll did not update completely A power failure or a bye d off or killed process might result in an incompletely updated payroll Depending on how far the update got how many records it hit in PM1 you may either 287 Appendix F 288 a Delete the PM2 and the PM3 record in special maintenance Reindex PM2 and PM
13. Worker s Compensation Code 1 99 Exclude from Payroll Processing G L ACCOUNT NUMBERS Wage Expense FICA Expense Overtime Expense lt Esc gt Change Store lt 1 gt 1 NOTES Dim11 107 Payroll Variable File 3 Deductions There are 4 methods of deductions 0 Flat amount 1 of gross 2 Washington WC 3 Other Method 2 is used for worker s comp insurance in Washington and Oregon which is based on hours rather than wages Method 3 is custom or user defined In addition there are 7 deduction types 0 Normal 1 401K FICA only 2 SDI totals prints on W 2 3 Cafeteria 125 Plan Deferred and deducted No taxes are taken out 4 Cafeteria 125 Plan Deferred and not deducted No taxes are taken out For example employer pays medical insurance 5 Washington WC also for Oregon based on hours not wages Breaks out employer s portion and deducts from employer Deduction Method must be 2 6 Memo only Not deferred not deducted 7 User Defined CSVM0803 11 Deductions DIM11 DATA Date mm dd yy Rev11 0 1 Port 37 Store 01 1 Store Number Deduction Code 1 99 Description Deduction Method Deduction Type Direct Deposit Y N Print Totals on Check Register Y N Deduction G L Account lt Esc gt Change Store End lt F1 gt Help NOTES Deductions for 401K and cafeteria 125 plans must always be automatic never manu
14. 1 All Time Punches sided Or enter 2 to print one sided punches only 2 Exceptions Only Department Number 0 AIl Enter the desired department number or 0 for all departments Adjust by Grace Table Y N Enter Y to adjust the punches by grace tables if applicable This is the default response so that the report prints the same data that will be exported Or enter N to not adjust punches to view unaltered punches Adjust for Lunch Y N Enter Y to adjust the punches for forced lunches if applicable This is the default response so that the report prints the same data that will be exported Or enter N to not adjust punches to view unaltered punches Dim11 221 Appendix D Print Non Adjusted Enter Y to include non adjusted punches This Punches Y N option prints in compressed format for 132 characters columns Non adjusted punched print on the right side of the page following the adjusted punch information Or enter N to print adjusted punches only The default is N to print adjusted punches only Page Break Between Enter Y to print one employee per page Enter N to Employees Y N not start a new page between employees Pay Thru Table Number Enter the pay thru table number to include on this 0 report Or enter 0 to print from all thru tables Number of Copies Enter the number of copies to print of this report Report Date Enter the date to include in the report heading Or press Tab to accept the current d
15. 11 Variable Reports ABC LUMBER COMPANY Date mm dd yy Rev7 0 50 Port 39 Store 01 Choose 11 Variable File Report Basic Payroll Options Departments Deductions Worker s Compensation State Local Information 1 Tax Tables Descriptions G L Password Account Option lt Esc gt End Each option prints a report of the corresponding information Dim11 131 Payroll Special Maintenance SECTION 4 Payroll Special Maintenance 132 Introduction This section contains special maintenance programs for the Payroll files This allows you to perform maintenance on files on a record by record basis or by a range of records therefore making it a high level function The information stored here is sensitive and should be accessed cautiously Payroll Special Maintenance Menu When you select P R Special Maintenance from the Payroll Menu another menu 15 displayed Employee YTD Info Payroll Transactions PM2 Payroll Yearly Detail PM3 Print 1 Data to File Payroll Year End Update This menu is security protected It appears the Payroll Menu only if the password account has the appropriate user level The following section is organized according to this menu Each screen is displayed and its purpose is defined It is assumed you know how to move through menus perform normal file maintenance procedures using the following options A C D N
16. Add Back A P Discount Y N Commission Basis G S M Participant Commission of Total Description Dim11 Part 1 PURPOSE Dim11 Enter Commissions Appendix E This part shows how to process invoices for commission calculation It uses normal batch entry process where you enter data print an edit list to check it make changes or void entries and then update the batch When you select Enter Commissions from the Commissions Menu the computer displays the following screen WS08000 Rev8 1 1 Commissions ABC LUMBER COMPANY Enter Commissions Void Entries Print Edit List Update Commissions Change Calendar Year amp Month Change Store Change Date Enter Option E to End Date mm dd yy Port 37 Store 01 YR MO 199911 See the steps below for detailed instructions on each option PROCEDURE 1 Process invoices through the Order Entry system Commissions are calculated from the sales information generated by these invoices 2 From the Dimensions Main Menu select 9 for Other Options Then select 1 for Payroll Select 4 for Other P R Options Then select 3 for Commissions 4 The computer displays the Commissions Menu COMMISSIONS 1 Enter Commissions Print Commissions Commissions Maintenence Salesman Commission Format Salesman Commission Format Select 1 for Enter Commissions 5 The computer displays the following menu WS0800
17. SAMPLE PAYROLL TIMESHEETS Number of Input Lines 1 Print Rate Salary Y PAYROLL TIMESHEETS PM1 D ABC COMPANY DS06108 PAGE 0001 EXEMPTNS OTHER PAY DEDUCTIONS EMP NO NAME M FD ST LC RATE SAL REG HRS OT CD OT HRS CODE AMOUNT CODE AMOUNT CODE AMOUNT 1 NUMERO UNO 1 1 10 00 BROOKS GARTH 3 3 12 00 DENVER JOHN 0 0 16 00 IDOL BILLY 4 4 22 00 NELSON WILLIE 2 2 20 00 RAITT BONNIE 1 1 24 00 Number of Input Lines 4 Print Rate Salary Y mm dd yy PAYROLL TIMESHEETS PM1 D ABC COMPANY DS06108 14 56 57 PAGE 0002 EXEMPTNS OTHER PAY DEDUCTIONS EMP NO NAME M FD ST LC RATE SAL REG HRS OT CD OT HRS CODE AMOUNT CODE AMOUNT CODE AMOUNT 1 NUMERO UNO S 1 1 1 10 00 BROOKS GARTH DENVER JOHN IDOL BILLY NELSON WILLIE RAITT BONNIE Dim11 91 Payroll Reports 22 Check Summary After selecting the date range of checks either by check date or paid thru date this option prints a report in employee number order showing a summary of all checks written during the date range The following totals are shown for each employee in the range Regular hours Total deductions other than taxes Overtime hours Federal Regular earnings FICA Overtime earnings State Other pay Local Gross pay Net pay The report totals show department detail for the selected checks and total taxes and deductions with their corr
18. 00 80 00 COUNTRY WI 0 STATE WH 00 00 27 32 59 00 00 00 00 00 LOCAL WH 00 00 100 75 99 50 200 25 ZIP CODE ST ST ADD LOC ADD OTR OHRS OPAY 7 OPAY 8 1 00 00 00 800 00 2400 00 1 00 00 00 960 00 1920 00 1 00 00 00 1280 00 1920 00 1 00 00 00 1760 00 2640 00 1 00 00 00 00 00 1 00 00 00 00 5000 00 40 1 00 00 00 4000 00 6320 00 DS06031 PAGE 0001 RATE SAL TOT DED OTR OERN TOT OPAY 49 Payroll Reports 2 Personnel List This report shows a list of employees showing the following information Line 1 Employee name and number Store number Marital status Pay type hourly salary terminated Social Security number State code Birth date Hire date Termination date Last raise date Department code Deductions federal state local and total Deduction codes Line 2 Phone number Address 1 and 2 Zip code Rate Salary only if selected This report can be printed in any of the following orders employee name employee number zip code department birth date hire date termination date last raise date area code and Social Security number DS06317 11 11 0 1 1 List DIM11 DATA Date mm dd yy Port 37 Store 01 1 Input Parameters Report Order 1 Beginning Employee Name Ending Employee Name 222222222222222222222222222222
19. 45 21 PR811 131 81101 81101 00 22 31 3 0 Q Q Q Q O This employee shows Gross Wages Federal W H State W H and FICA W H are all out of balance Since this is the only employee that shows out of balance in all areas we know that the Check Date Paid Thru Date parameter was entered correctly If ALL employees looked like this then we would reprint the report changing that parameter Also YTD Automatic Deductions are out of balance This may be a separate problem 286 Dim11 Dim11 Appendix F Wages and Taxes Are Out of Balance The fact that all 4 are out of balance for only this one employee indicates one of three things A A payroll is missing from the report this would also cause the deductions to show out of balance If the PM1 total YTD column GROSS PAY is greater than the PM2 total the sum of the GROSS column then we suspect that i record has been accidentally purged or manually deleted in special maintenance It will need to be added back through special maintenance Reindex PM2 ii A PM2 record has invalid data in it that prevents it from printing a Duplicate check number Change the check number in PM2 3 Delete record amp add it back with the new check number Reindex PM2 amp PM3 b Store number 0 Change to the correct store number c Bad date s Correct the dates Format is YYYYMMDD
20. Dim11 Appendix D CSVM0901 Time and Attendance Options ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 1 Company Code OTHER PAY TYPE ADP CODES Other Pay Type 1 Other Pay Type 2 Other Pay Type 3 Other Pay Type 4 Other Pay Type 5 Other Pay Type 6 S MISCELLANEOUS OPTIONS 8 Allow Lunch In Out Port 37 Store 01 Y N N lt Esc gt End lt Tab gt Go Forward One Field lt F1 gt Help Enter the following fields 1 Company Code OTHER PAY TYPE ADP CODES 2 Other Pay Type 1 MISCELLANEOUS OPTIONS 8 Allow Lunch In Out Y N Enter up to three digits for the code your company uses for ADP The two programs that use this code are Import ADP File and Create ADP Export File For multiple stores this code may or may not be the same for each store If you do not use ADP to process your payroll leave this field blank Enter the code that ADP uses for the first Other Pay Type Other Pay Codes can be up to 2 characters long alpha numeric Descriptions for Other Pay Types are entered in the next Variable File option Other Pay Type Descriptions Enter any additional Other Pay Type Codes you use These codes are used in Create ADP Export File If you do not use ADP to process your payroll leave this field blank as well as the following Other Pay Types 2 6 Enter Y to add 2 additional options to the Time Punch program CS06100 Out for Lunch and In from Lunch This allows the employee to indi
21. Line 2 Birth date of state exemptions Hire date of local exemptions Termination date State tax code of pay periods per year Local tax code Marital status Federal W H addon amount Pay type salary hourly State W H addon amount Department Local W H addon amount Workers comp code Total deductions of federal exemptions Line 3 may have multiple lines depending on how many deductions per employee up to 6 Deduction code Quarterly one line for each quarter Deduction frequency Earnings regular overtime other Deduction amount Federal W H Deduction limit State W H Deduction total Local W H Regular hours Overtime hours Regular earnings Overtime earnings Line 4 Other pay 1 8 Total all other pay Line 5 Phone number Last raise date Vacation taken The grand totals for the report show a recap by quarter of line 3 information and a count of active and terminated employees Print this report to check employee information Dim11 47 Payroll Reports DS06031 Rev10 0 1 Payroll Master PM1 D DIM11 DATA Date mm dd yy Port 37 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically 1 Beginning Employee 0 Ending Employee No 9999999 Totals Only Y N N Store Number 0 11 0 State Number 0 11 0 Department Number 0 11 0 Print Name amp Address Only Y N N Sort Employees by Store Y N N Number of Copies d Report Date mmddyy Select Optional Field Y N Ent Print Repo
22. 123 098 7 RECORD OF TAX LIABILITY FOR FEDERAL QUARTERLY 941 FEDERAL EMPLOYEE EMPLOYER TOTAL WAGES PAID WITHHOLDING FICA TAX FICA TAX DEPOSITS OCTOBER THROUGH THROUGH THROUGH 11TH THROUGH 15TH THROUGH 19TH THROUGH 22ND THROUGH 25TH THROUGH OCTOBER TOTAL FEDERAL EMPLOYER TOTAL DATE WAGES PAID WITHHOLDING FICA TAX DEPOSITS NOVEMBER THROUGH THROUGH THROUGH THROUGH THROUGH THROUGH THROUGH THROUGH MOREE ROH NOVEMBER TOTAL 1129 96 635 34 2400 64 FEDERAL EMPLOYER TOTAL DATE WAGES PAID WITHHOLDING FICA TAX DEPOSITS DECEMBER THROUGH THROUGH THROUGH THROUGH THROUGH THROUGH THROUGH THROUGH 00 00 00 00 00 00 00 00 1126 23 23 00 00 00 00 lt DECEMBER 1126 23 1126 23 5093 98 QUARTER TOTAL 1761 57 1761 57 7494 62 TOTAL WAGES SUBJECT TO WITHHOLDING FOR THIS QUARTER 23072 00 70 Dim11 13 Misc Quarterly State Reports Payroll Reports This menu is displayed after selecting 13 for Misc Quarterly State Reports from the Payroll Reports Menu Colorado New Mexico California Quarterly Report Quarterly Report Quarterly Report Job Service Form See the following 4 parts for descriptions of each report Dim11 71 Payroll Reports 13 1 Colorado Quarterly Report This report is used to print quarterly payroll information for unemployment insurance in Colorado using a special form DS06306 Unemployment Ins Report C
23. 19 copy set up payroll batch 18 Enter Payroll Data Menu 21 Enter Payroll Input 18 22 file reports 18 39 Import Payroll Data 232 Print Check Register 18 33 Print Current Workers Comp Report 18 35 Print Direct Deposit Summaries 18 Print Edit List 18 27 Print G L Entries 18 38 Print Payroll Checks 18 32 33 Send Direct Deposit to Bank 18 36 set up batch 20 Update Payroll and G L to GPOST 18 36 Void Change Payroll Input 18 29 Process Payroll Direct Deposit 176 180 Print Direct Deposit Summaries 180 181 Send Direct Deposit to Bank 180 182 punch in 217 in from lunch 217 out 217 out for lunch 217 purge check date 141 cleared checks 141 paid thru date 141 payroll transactions 141 time attend punches 141 Purge Commissions Information 278 Purge PM6 File Time amp Attendance 248 Purge Update Dates 128 Q quarter code 37 106 Quarterly Cafeteria amp 401K Report 57 Quarterly FICA Report 59 Quarterly FUTA Report 61 Quarterly State Tax 65 Quarterly SUTA Report 63 Quarterly Wage Report 55 R rate 24 rate salary 6 31 reference number Direct Deposit 170 294 regular hours 24 31 Reports 2 Direct Deposit Direct Deposit List 186 Direct Deposit Reconciliation 187 Print Direct Deposit Edit List 182 Print Direct Deposit Summaries 181 Print Pre Notification Edit List 178 Send Pre Notification 185 Lists Employee Address List 52 Payroll Master List 47 P
24. 28 46 4 29 i 32 47 5 33 36 48 6 37 40 49 TOTAL COMMISSION TTL INVOICE FOOTAGE INVOICE FREIGHT AMOUNT UPDATE FLAG U UPDATED ENTER OPTION Dim11 279 Appendix E Part 4 Salesman Commission Format A This report computes commissions for assigned salesmen based on sales information generated from POS or Invoice Posting Only invoices and returns are used for calculating commissions Unapplied transactions and finance charge transactions are excluded from the report calculations Commissions can be based on different options set up in the report This is a report program only It does not change the data files in any way PROCEDURE 1 2 280 From the Commissions Menu select 4 for Salesman Commission Format A The computer displays CS04242 Salesman Commission Report ABC LUMBER COMPANY Date mm dd yy Rev9 0 3 1 Input Parameters Port 38 Store 01 Commission Print Order L Beginning Salesman 1 99 0 Ending Salesman 1 99 9999 Beginning Cust Number Ending Cust Number Beginning Trans Date Ending Trans Date Print Customer Detail Commission Basis Commission Method Include Add Ons Deduct Invoice Discount Y N Standard Commission Advance Calculate On Round Subject to Commission Y N Number of Copies Store Number Report Aging Date 2 Print Report Enter Option E to End 0 11 000 999999 999 0 999999 Y N Y N o
25. Data File PM9 D It includes the employee number and name department and each pay type with total available total used and total remaining calculated It can be printed in employee number range department range and or pay type range After you select the report enter your employee number and password The password is the last 4 digits of your Social Security number If the correct password is entered the report screen is displayed The selection routine for employees may be limited by the security level of the employee accessing this program cs06109 Other Pay Hours Report ABC LUMBER COMPANY Date mm dd yy Rev8 0 0 ABC CO Port 37 Store 01 1 Input Parameters Beginning Employee Number 0 Ending Employee Number 9999999 Beginning Department 0 Ending Department 99999 1 Beginning Pay Type Ending Pay Type 6 Number Of Copies 1 Store Number 0 A11 1 Report Date mmddyy Ent Print Report E End 1 Input Parameters Input Parameters Beginning Employee Number Enter the first employee number to include on this report Or press Tab to start with the first employee found in the file Ending Employee Number Enter the last employee number to include on this report Or press Tab to pick up all remaining employees found in the file Beginning Department Enter the first department to include on this report Or press Tab to start with the first department found in the file Ending Department Enter the last department to
26. During Process Payroll you will print a Direct Deposit Summary which will assign a reference number to each direct deposit check This number will always come from store 1 so there will be less chance for creating duplicates Reference numbers are stored as the check number in PM2 D NOTE Make sure this reference number is not close to the range of check numbers currently being used to avoid possible mixing with check numbers Enter the program name CS06325 which prints on 8 x 11 plain paper This is used during Process Payroll to print a summary statement of each direct deposit check Enter the program name for your specific bank communication program sends the direct deposit text file Contact a Dimensions Support Analyst for the program name to use here Leave this field blank if you are using a separate PC to communicate with the bank Dim11 Appendix C SAMPLE DIRECT DEPOSIT VARIABLE FILE REPORT mm dd yy DIRECT DEPOSIT OPTIONS REPORT DIMENSIONS TESTING CSVP0810 17 26 13 PAGE 0001 STORE 1 TESTING COMPUTER STORE 1 DESTINATION ID Receiver 123 DESTINATION NAME Bank WELL FARGO ORIGINATOR ID 123456 MODEM NUMBER OF BANK 18053651233 PASSWORD REFERENCE NUMBER 1209 SUMMARY PRINT PROGRAM CS06325 Dim11 171 Appendix C 172 Step 6 Set Up Deduction Codes for Direct Deposit Setup any deduction codes for direct deposit These are most likely deposits made to credit union accounts or sa
27. Employee Order Beginning Employee 0 Ending Employee 9999999 Print Batch Detail Y N Y Print Unupdated Batches Only Y N N Number of Copies 1 Report Date mmddyy lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Beginning Batch Number Enter the beginning batch code you wish to include on this report or Tab to begin with the first batch available Ending Batch Number Enter the ending batch code you wish to include on this report or Tab to print all remaining batches 98 Dim11 Payroll Reports Print in 1 Order Entered 2 Employee Order Enter 1 to print the report in entry order or 2 for employee number order Enter Y if you wish to include detail for each batch Detail includes the list above Or enter N to not print the detail just totals Print Batch Detail Y N Print Unposted Batches Only Y N Enter Y if you wish to include only batches which have not been updated Or enter N to include all batches SAMPLE PAYROLL BATCH LIST BY RANGE Print Batch Detail Y mm dd yy 15 15 49 PAYROLL EDIT LIST PM2 D ABC COMPANY DS06319 PAGE 0001 SEQ EMP NO NAME GROSS DEDUCTION ST CD DEPT RATE SAL REG HRS OT HRS REG EARN FEDERAL FICA STATE NET OT EARN OTHER PAY PAID THRU DATE 01 28 99 CHECK DATE 01 28 99 1800 BROOKS GARTH 3 2 3 CAFETERIA 2400 DENVER JOHN 1 1 1 PENSION 3200 IDOL BILLY 1 1 2 GARNISHMENT 5000 NELSON WILLIE 1 1 1 PENSION 60
28. Enter the employee number for which you wish to add miscellaneous information specifically for the Time and Attendance system 3 Using F Change by Field or C Change enter the following fields for the Time and Attendance system 18 Pay Thru Table Enter the number corresponding to the Pay Thru Table to be assigned to this employee The Pay Thru Table establishes the ending dates of each pay period If this employee is a paid weekly assign Pay Thru Table set up for weekly pay 19 Employee Level This field is used in the security check to determine G M S E Blank accessibility of records for maintenance and reports The security is checked any time an employee runs an employee maintenance program or payroll report Enter the code corresponding to the level assigned to this employee 204 Dim11 Dim11 20 Default Grace Table 0 9999 21 Overtime Table 0 9999 Appendix D G General Manager all stores and all departments Same store number and all departments Same store number and same departments E No other employee Enter the number corresponding to the Grace Table to be assigned to this employee The Grace Table contains the beginning and ending work hours grace times before and after the established work schedule and also forced lunch information Since grace tables are optional no grace table is used if this field is left blank Enter the number corresponding to the Overtime Table to be
29. For example enter 1 50 for time and a half or 2 00 for double time 196 Dim11 6 TYPE D aily W eekly 7 HOURS BEFORE OT CALCULATION Appendix D Enter D to calculate overtime for this table on a daily basis Or enter W to calculate on a weekly basis This works in conjunction with the next field HOURS BEFORE OT CALCULATION Enter the number of regular hours worked before calculating overtime hours For weekly calculations enter 40 For daily calculations enter 8 Or if you have employees working four 10 hour days enter 10 here and D for Daily in field 6 The cursor returns to the first field STORE NUMBER and allows you to enter another overtime table When done press Esc to return to the options at the bottom of the screen ENTER OPTION A V E Enter E to return to the previous menu See the following samples of overtime tables SAMPLE OVERTIME TABLES Example 1 All overtime hours calculated at time and a half on a weekly basis CS06108 STORE NUMBER OVERTIME TABLE NO BEGINNING OT HOURS ENDING OT HOURS OT RATE TYPE D aily or W MAINTAIN OVERTIME DEFINITIONS PM11 D 1 1 00 999 99 1 50 HOURS BEFORE OT CALCULATION 00 Example 2 First 4 overtime hours calculated at time and a half on a daily basis overtime hours greater than 4 calculated at double time This requires 2 Dim11 CS06108 STORE NUMBER OVERTIME TABLE NO BEGINNING HOURS
30. JOHN 715 882 0694 HEAD POTATO 000 000 0000 IDOL BILLY 612 927 6559 LENNON JOHN 715 666 5544 NELSON WILLIE 612 483 8599 NUMERO UNO 000 000 0000 RAITT BONNIE 715 665 1224 Dim11 SAMPLE PERSONNEL LIST REPORT MP SOCIAL STR S T SEC NUMBER 1 M H 474 92 6211 SHAMELESS ROAD 1 S H 455 12 3221 ROCKY MOUNTAIN DR 1 M H 987 65 4321 1 S H 990 89 3131 EYES WITHOUT FACE 1 M H 551 89 1122 INSTANT KARMA RD 1 M H 474 90 1230 HARRIET AVE 1 S H 123 45 6789 4TH ST 1 S H 545 82 6542 TALK ABOUT DRIVE ABC COMPANY PRINTED IN NAME ORDER BIRTH ST DATE 1 9 25 59 ROPIN WI HIRE DATE TERM DATE 1 6 30 55 3 11 94 COUNTRY ROADS WI 0 1 01 98 1 27 98 1 7 11 62 3 10 88 REBEL YELL MN 1 7 11 49 1 15 98 STRAWBERRY FIELDS WI 1 11 03 95 1 01 95 SHOREVIEW MN 10 1 01 51 8 15 98 HOMETOWN USA 1 4 12 58 COUNTRY WI 4 11 92 LST RS DEP DATE CDE 3 15 95 2 65432 DEDUCTIONS FD ST LC TTL 0 6 9 15 94 66621 55408 8 11 95 55420 6 15 95 55107 12345 6 14 95 33341 0506317 0001 DEDUCTION CODES 123 4 5 6 3 4 5 51 Payroll Reports 3 Employee Address List This report shows a list of the following information Employee number Termination code Employee name Address 1 and 2 Zip code Store number Social Security number DS06033 Employee Address List DIM11 DATA Date mm dd yy Rev10 0 2 Port 37 Store
31. LOCAL NET PAY mm dd yy PAYROLL EDIT LIST PM2 D 12 03 14 REG HRS DEPARTMENT TOTALS G L 5112 00 5112 00 1 SALARIES DEPT2 40 00 2 SALARIES DEPT2 TOTALS 28 4 CREDIT UNION Page 1 ABC LUMBER COMPANY 306 00 4000 00 5 00 HRS OTHER PAY Page 2 ABC LUMBER COMPANY OTHER PAY 00 00 MEMO TOTAL Page 3 ABC LUMBER COMPANY REG EARN 640 00 4000 00 4640 00 DS06103 PAGE 0001 306 25 2381 02 2831 96 DS06103 PAGE 0002 TOTAL PAY 4640 00 4640 00 DS06103 PAGE 0004 OTHER PAY Dim11 Payroll Procedures STEP 5 Void Change Payroll Input Use this procedure to correct errors in a payroll batch before updating the batch Most likely you printed an Edit List to check the batch and discovered an error You can only void or change payroll input in a batch which has not yet been updated 1 From the Enter Payroll Data Menu check the batch identification Make sure it is the same as the original batch and the Edit List Select 6 for Void Change Payroll Input The computer displays 506100 11 LUMBER COMPANY Date mm dd yy Rev9 0 1 Port 36 Store 01 1 Void Payroll Input 2 Change Payroll Input Note Limits are not checked when deductions are added or changed Enter Option E to End Enter 1 to void entries in the batch See Steps 4 6 Enter 2 to change entries in the batch See Steps 7 13 Steps 4 6 describe voiding payr
32. Number Of Hours Date Pay Type Ent Generate Hours 1 Input Parameters Enter 1 to add the input parameters Or enter E to end this procedure and return to the previous menu Enter the following parameters Employee Number Enter the employee number for which to add a time punch record Number of Hours Enter the number of hours using 100 unit hours 30 minutes 50 Date Enter the date in the standard date format mmddyy Or press the up arrow to search for a date using a calendar When the calendar is displayed use the arrow keys to move the highlighted box to the desired date Press Enter to select the date Pay Type Enter the code for the pay type for these hours worked Or press the up arrow to search for the pay type A box of pay type options is displayed Use the arrow keys to move the highlighted bar to the desired pay types Press Enter to selected the pay type You are returned to the options at the bottom of the screen in Step 13 Press Enter to generate the time punch record according to the input parameters 225 Appendix D 16 The computer displays 1 Time Punch Generated lt Ent gt to Continue Press Enter to acknowledge this message and return to the beginning of the program either Employee Number or the input parameters in Step 13 Then you can end this procedure and return to the previous menu Steps 17 20 describe option 4 Generate Punch by Range You must know the emp
33. QTR FED 2 3 123 4TH ST 1 1 1 00 00 107 88 285 39 100 00 100 SHAMELESS ROAD 2 2 3 3 00 00 00 00 60 06 73 44 130 92 152 38 600 ROCKY MOUNTAIN DR 1 1 0 0 0 00 00 00 00 211 21 97 54 295 17 146 12 605 EYES WITHOUT FACE 1 1 4 4 0 00 00 00 00 20 81 60 20 987 65 4321 H 00 00 00 00 551 89 1122 M 5000 32 00 474 90 1230 M 2025 3600 25 11 00 545 82 6542 5 4000 6320 16 00 OT HOURS 00 00 50 00 50 H 00 00 00 00 H 00 00 00 00 00 H 00 00 00 00 0 00 00 00 00 0 00 00 00 00 900 INSTANT KARMA RD 1 1 1 1 0 00 00 00 00 00 00 1185 56 382 50 730 HARRIET AVE 1 1 2 2 00 00 00 00 243 68 153 77 419 51 273 49 450 TALK ABOUT DRIVE 2 2 1 1 0 00 00 00 00 991 73 306 00 1474 46 483 48 FEDERAL WH FICA WH 00 00 32 95 00 00 76 61 37 27 OTR ST OPAY ABC COMPANY ADDRESS 2 4 FEI D ADD QTR LOC QTR RHRS OPAY 5 OPAY 6 HOMETOWN USA 0 ROPIN 0 00 00 00 00 W 00 00 00 00 00 00 COUNTRY ROADS WI 0 00 00 00 00 4 00 REBEL YELL MN 0 STRAWBERRY FIELDS WI 0 00 00 00 00 00 00 00 00 00 00 00 00 4 00 00 00 00 00 50 00 00 00 00 00 SHOREVIEW MN 2 100 99 00 00 75 50 10 00 00 00
34. Return to Step 9 Adjust the taxes as displayed You can enter the amounts for federal FICA state and local taxes to be withheld Be careful not to press Enter if you wish to keep the amount the same Enter zeroes out the field Press Tab instead to leave the amount unchanged Enter handcheck information In the upper right hand corner of the screen the computer asks Hand Check If already paid by handcheck enter the check number used for this employee The computer will not print a computer check for this employee because a hand check was processed It will however appear on the check register and other payroll report for this batch Dim11 Payroll Procedures 11 After you accept the entry it is added to the batch If you reject the entry it will not be added to the batch Then you can select the next employee if you are manually selecting employees or the next employee in numerical order is automatically displayed Repeat these steps for each employee to be paid STEP 4 Print the Edit List Print this report to check the payroll batch before updating it to the employee and G L files This report can be printed for all checks only zero or negative checks only computer checks only handchecks or only direct deposit checks See the sample at the end of this part 1 From the Enter Payroll Data Menu select 5 for Print Edit List 2 The computer displays 2506103 11 Edit List ABC LUMBER COMPANY Date mm
35. SALARIES DEPT1 840 00 21800 00 247 50 150 00 22197 50 5112 00 SALARIES DEPT2 488 00 15120 00 296 10 00 15416 10 5112 00 TOTALS 1328 00 36920 00 543 60 150 00 37613 60 FEDERAL TAX 08 FICA TAX 72 WISCONSIN 75 10 OF FED 80 MINNESTOA 25 TOTAL 25 PENSION 00 GARNISHMENT 00 UNITED WAY 00 CREDIT UNION 00 UNION DUES DEDUCTION 6 TOTAL DEDUCTIONS TOTAL NET PAY OTHER PAY 1 OTHER PAY 2 TOTAL OTHER PAY 4 5 25 HAND 5 Dim11 97 Payroll Reports 24 Payroll Batch List by Range This report allows you to print an edit list by a range of batches You can enter the beginning and ending batch number and beginning and ending employee number Then detail from each selected batch will be printed showing Batch heading Batch number Paid thru date Check date 3 lines of detail for each entry in the batch 1st Line Sequence number Employee number and name Gross amount Total deductions not including tax withholding Federal FICA State Local Net amount 2nd Line State number Department number Rate salary Regular hours Overtime hours Regular earnings Overtime earnings Other pay codes and amounts Handcheck information 3rd Line Deduction codes and amounts DS06319 Payroll Edit List by Range DIM11 DATA Date mm dd yy Rev10 0 1 Port 37 Store 01 1 Input Parameters Beginning Batch Number PR Ending Batch Number PRZZZZZZZZ Print in 1 Order Entered 2 2
36. State Number 0 11 Store Number 0 11 Employee Dept 0 11 Print Only Employees Out of Balance Y N Number of Copies Report Date Ent Print Report E End 1 Input Parameters Special and Unique Input Parameters Date Select 12Check Date Enter 1 if you wish to print by check date range or 2 to 2 Paid Thru Date print by paid thru date range State Number 0 All Employee Dept 0 All Print Only Employees Out of Balance Y N 88 Enter the state number you wish to include on the report Or enter 0 to include all states Enter the department number you wish to include on the report Or enter 0 to include all departments Enter Y if you wish to print only employees who are out of balance Or enter N to include all employees Dim11 Payroll Reports mm dd yy PAYROLL TRIAL BALANCE 10 38 15 QTR 1 ENDING DATE 03 31 99 QTR 5000 NELSON WILLIE YTD INFO GROSS PAY SS FICA MEDICARE FEDERAL STATE DED CD 1 DED CD 2 SEQ CHK DT 152 12899 157 21899 PR012899 PR0217 6000 RAITT BONNIE YTD INFO GROSS PAY 55 FICA MEDICARE FEDERAL STATE DED CD 3 DED CD 4 SEQ CHK DT 153 12899 158 21899 163 22299 CHECK INFO BATCH PR012899 PR0217 PR022299AB mm dd yy PAYROLL TRIAL BALANCE 10 38 15 1 ENDING DATE 03 31 99 QTR REPORT TOTALS GROSS PAY SS FICA W H MEDICARE W H FEDERAL STATE W H PENSION GARNISHMENT CAFETERIA mm
37. Store Number 0 11 State Number 0 11 Marital Status 5 11 Pay Type H S T A A11 Print Rate Salary Y N Number Of Copies Report Date Select Optional Field Y N Report Order eeeeekeekeeeeeieiek 1 Employee Name 2 Employee Number 3 Zip Code 4 Department Ent Print Report 5 Birth Date 8 Last Raise Date 6 Hire Date 9 Area Code 7 Termination Date 10 Social Security i E End 1 Input Parameters Special and Unique Input Parameters Report Order 50 Toward the bottom of the screen a list of report order options is displayed Enter the number corresponding to the order you wish for this report Report Order Jeeeeeeeeeek 1 Employee Name 4 Department 7 Termination Date 2 Employee Number 5 Birth Date 8 Last Raise Date 3 Zip Code 6 Hire Date 9 Area Code Dim11 Payroll Reports State Number 0 All Enter the state number you wish to include on the report Or enter 0 to include all states Marital Status M S A All Enter M to print married employees only S for single or A for all Pay Type H S T A All Enter H to print hourly employees only S for salary T for terminated or A for all Print Rate Salary Y N Enter Y if you wish to print the rate salary of each selected employee N if not mm dd yy 16 28 50 PAYROLL PERSONNEL EMPLOYEE NUMBER ADDRESS 1800 BROOKS GARTH 715 555 1212 DENVER
38. TAs HRS 73 75 EARN 77 79 83 85 DEDUCTION 1 YTD 91 86 DEDUCTION 2 YTD 92 87 DEDUCTION 3 YTD 93 88 DEDUCTION 4 YTD 94 89 DEDUCTION 5 YTD 95 90 DEDUCTION 6 YTD 96 100 TOTAL ALL DEDS 97 98 106 MEDICARE YTD W H 99 ENTER OPTION A V E Dim11 133 Payroll Special Maintenance 2 Payroll Transactions PM2 FILENAME PM2 D Payroll Detail Transactions KEYS Batch Number Sequence Number COMMENTS Allows you to perform maintenance on the Payroll Detail Transactions File PM2 D on a record by record basis DS06012 Maintain Payroll Detail 2 ABC LUMBER COMPANY Date 08 29 00 1 Batch No 2 Seq No 3 Emp No 4 Check No 5 Check Type DP Rate Sal Reg Hrs Reg Earn OT Hrs OT Earn OP OP Amt WC VC Ded Code Amount Gross Pay Check Date Fed Tax Paid Thru Date FICA Tax State Cd State Tax Local Cd Local Tax Updated Y N Net Medicare OT Mult 1 Cleared Y N OT Mult 2 Bank Number OT Mult 3 Store Number Enter Option A V E 1 Batch No This batch number is assigned by the operator when entering a new payroll It always begins with PR 2 Seq No This sequence number is assigned by the computer each time a timecard is entered It uses the transaction number stored in the Payroll Variable File Transaction Numbers 134 Dim11 Payroll Special Maintenance 3 Payroll Yearly Detail PM3 FILENAME PM3 D Payroll Ye
39. allow for 12 months of time punch information Ther eis one record created for each paired time punch per employee Payroll File Maintenance Maintain Employee File PM1 Process Payroll Enter Payroll Data Process Payroll Enter Payroll Data Update Payroll and G L to GPOST Time Punch program Using Maintain Employee File PM1 in Payroll File Maintenance mark the employee as terminated It is kept in the file until the payroll year end update is performed Terminated employees are deleted automatically during year end Records are saved for a calendar year At payroll year end records are purged through a purge date specified by the operator The purge date can be used for the check date or the paid thru date Records are saved for a calendar year At payroll year end records are purged through the same purge date specified for PM2 D Purge PM6 D in Time amp Attend Special Maintenance 149 Appendix Filename Title Indexes Description 7 How Deleted TT P PM7 D PM8 D PM9 D PM10 D PM11 D PM12 D 150 Pay Thru Table File Employee Direct Deposit Info File Employee Misc Data File Grace Tables File Overtime Tables File Employee Swipecard Cross Reference File Holds the pay through dates for the Time amp Attendance system There is one record for each set of paid through dates per year Each employ
40. is no need to change this Variable File entry If you selected 1 for Job Descriptions the computer displays CSVM0115 Commissions Job Descriptions ABC LUMBER COMPANY Date mm dd yy Port 37 Store 01 Job Number 1 6 Description Last Used Job Number lt Esc gt End lt F1 gt Help Enter up to six major trader functions or job duties that participate in the commission system Enter only the classifications you will be using This will prevent the unused classifications from printing on the commission input screen and report Enter the following fields for each of the different jobs you use 1 Job Number 1 6 Enter the job number 1 6 for this description 2 Description Enter up to 28 characters to describe this job function i e Buyer Seller Manager Company It is recommended that you set up the jobs like this Job1 Buyer Job2 Seller Job3 Manager Job 4 Company 259 Appendix E 7 Ifyou selected 2 for Participant Descriptions the computer displays CSVM0115 Commissions Participant Desc ABC LUMBER COMPANY Date mm dd yy Port 37 Store 01 1 Participant Number 1 99 2 Description Last Used Participant Number lt Esc gt End lt F1 gt Help Enter the names of commission participants one entry per person whether they are a buyer or a seller Enter the following fields for each of the different participants 1 Participant Number 1 99 Use the same number as the participant s rep numbe
41. locally owned banks 169 Appendix C 170 A Company Bank Routing A Fed Reserve Routing Company Bank Name Company ID Fed ID Company Bank Routing N Modem Number of Bank Post Debit Entry in Ach Text Y N 9 Company Bank Account 10 Reference Number 11 Summary Print Program 12 Bank Communication Program This field is displayed if Routing Method L Enter the company bank s transit routing number up to 9 characters This field is displayed if Routing Method F Enter the federal reserve transit routing number up to 9 characters Enter up to 23 characters for the company bank s name This field is displayed if Routing Method L Enter the company s federal tax ID up to 9 characters This field is displayed if Routing Method F Enter the company bank s transit routing number 9 Enter the modem phone number for the company bank 14 characters Enter Y to post the debit entry to the ACH text file The system creates a text file named ACH TXT in the format specified by the National Automated Clearing House Association NACHA the non profit trade organization that makes the rules and operating guidelines for electronic payments ACH TXT is used for sending pre notifications payroll transactions with direct deposits to the bank Enter the company bank account number 17 Enter the starting direct deposit reference number
42. other programs found on this menu deal with importing and exporting PM6 D data See Part 3 Import Export Programs There are several options available from the Time Punch Edit Menu Print Edit List Edit Time Punches Generate Punch by Employee Generate Punch by Range Print PM6 to File Generate Punches from File If the security is set up to check for maintenance programs the computer asks you to enter your employee number and password as you select each program The program then checks for the proper security level and allows access to these programs only to valid users PROCEDURE 1 From the Time amp Attendance Menu select 3 for Time Punch Edit 2 The computer displays the Time Punch Edit Menu Print Edit List Edit Time Punches Generate Punch by Employee Generate Punch by Range Print PM6 to File Generate Punches from File You have the following options 1 Print Edit List This option prints the edit list of time punches entries See Steps 5 6 This report can also be printed from the Time amp Attendance Reports Menu Dim11 219 Appendix D 2 Edit Time Punches Use this program to change the time on any punch record or to add a Grace Table or Other Pay Type to an existing punch record This is useful to add time for an employee who worked but did not punch in or out See Steps 7 12 3 Generate Punch by Use this program to add a time punch for an Employee employee usin
43. print hours and pay dollars Enter Y to print the report for employees with overtime hours only Or enter N to print all employees whether or not they have overtime within the specified date range Enter Y to print a total line for each department Or enter N to print the report without totaling each department Enter the number of copies to print of this report Enter the store number of the employees you wish to print on this report Or enter 0 to include employees from all stores Or press Tab to accept the displayed store number store number of the port running this report program Enter the date to include in the report heading Or press Tab to accept the current displayed date SAMPLE HOURLY SUMMARY ABC LUMBER COMPANY CS06110 ABC LUMBER COMPANY PAGE 0001 mm dd yy HOURLY SUMMARY REPORT 11 12 39 DATE RANGE 07 01 97 TO 07 22 97 REGULARCOGOCE OTHER eee eO VERTIME9ceoeek TOTAL GROSS EMP NO NAME DEPT HOURS DOLLARS HOURS DOLLARS HOURS RATE DOLLARS HOURS DOLLARS 100 ATKINS TOM 1 32 57 236 13 6 20 44 95 6 40 1 50 69 63 7 75 2 00 112 38 52 92 463 09 200 FONDA JANE 2 27 14 203 55 6 20 46 50 1 50 33 34 250 05 300 KERRY HARRY 1 19 00 137 75 21 00 152 25 34 1 50 68 98 46 34 358 98 78 71 577 43 33 40 243 70 12 74 138 61 7 75 112 38 132 60 1072 12 Dim11 241 Appendix D 4 Other Pay Hours This report shows a list of employees with other pay detail This information comes from the Employee Misc
44. the cursor stops to the right of the time entered If this was a time in from lunch enter L Or press Tab to bypass Date Out Enter the date out in standard date format mmddyy Or press Tab to accept the displayed date Time Out Enter the time out using military time 4 30 pm is entered 1630 If the Allow Lunch option is set up in the Variable File the cursor stops to the right of the time entered If this was a time out for lunch enter L Or press Tab to bypass Grace Table Enter a grace table number if applicable to this punch record Or press Tab to bypass Pay Types A box of pay type options is displayed Use the arrow keys to move the highlighted bar to the appropriate pay type for this punch record Press Enter when the desired pay type is highlighted Dim11 Dim11 12 13 14 15 Appendix D The computer asks you to verify your entry OK To Add Record Y N Enter Y to accept the entry and add it to PM6 D Or enter N to reject the entry without adding it You are returned to the options in Step 10 Steps 13 16 describe option 3 Generate Punch by Employee You must know the employee number you wish to add before beginning this procedure After you select 3 for Generate Punch by Employee and enter your employee number and password if required the computer displays CS06105A Generate Time Punches ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 40 Store 01 1 Input Parameters Employee Number
45. to reduce this deduction by 10 00 enter 10 00 3 Increase Decrease The computer also asks by a Percentage Enter percent to increase or decrease 00 Enter the percentage to increase or decrease for the current amount of the selected deduction For example to increase this deduction by 5 5 enter 5 50 Then the computer displays a message reminding you which deduction is going to be changed For example This program will only change employees that currently have deduction 1 Do you wish to begin Y N Enter Y if you wish to begin changing the deduction amounts percentages in the Employee Master File PM1 D for all applicable employees Or enter N to end this procedure and return to the previous menu without changing deductions Dim11 Payroll Procedures 10 Ifyou entered Y above the computer begins immediately to change the employees records in PM1 D according to the parameters you entered and displays Now Changing Employee Completed lt Ent gt Continue When done press Enter to acknowledge this message You are returned to the previous menu NOTES Dim11 17 Payroll Procedures Part 2 Process Payroll PURPOSE Process Payroll allows you to set up batches of payroll data such as a pay period so you can enter time sheets and calculate all deductions and withholdings print payroll checks and update your entries to the employee files and the General Ledger Batch Process P
46. 1 amp 2 Zip code 214 Line Phone Pay Type hourly salary Rate Gender Marital status S single M married Birth date Hire date Termination date Time amp Attendance Values data comes from PM9 D Employee Misc Data File Employee number and name Department DEPT Level Pay Thru Table Grace Table Overtime Table Forced lunch after X hours FORCE LUNCH Lunch length Pay Types Description OT and Tot Available for each pay type After you select the report enter your employee number and password The password is the last 4 digits of your Social Security number If the correct password is entered the report screen is displayed The selection routine for employees may be limited by the security level of the employee accessing this program 506115 Employee Information LUMBER COMPANY Rev7 0 53 ABC CO 1 Input Parameters Print 1 Master File Information 2 Time Attendance Values Beginning Employee Number 0 Ending Employee Number 9999999 Y Print Pay Rate Y N Number Copies Store Number 0 A11 Report Date lt Ent gt Print Report E End 1 Input Parameters 236 Date mm dd yy Port 37 Store 01 Dim11 Appendix D Input Parameters Print 1 Master File Information Enter 1 to print information from the Payroll Master File 2 Time Attendance Values PM1 D Enter 2 to print time and attendance values from the Employee Misc Data File PM9 D See the sample r
47. 2 forms This information can be changed at the time of printing W 2 forms CSVM0808 Company Information DIM11 DATA Date mm dd yy Revll 0 1 Port 37 Store 01 1 Store Name ABC LUMBER CO Store Address 1234 SOUTH MAIN STREEAT Store City ST ANYTOWN USA Store Zip Code 88888 lt Esc gt End lt Tab gt Go Forward One Field lt F1 gt Help NOTES 124 Dim11 Payroll Variable File 9 Transaction Numbers This screen tracks the sequence number automatically assigned in PM2 D Payroll Transaction File as each timecard is entered during Process Payroll This sequence number is printed on the Payroll Edit List for each payroll transaction in the batch This field is updated automatically There is usually no need to change it CSVM0809 Payroll Transaction Numbers ABC LUMBER COMPANY Date mm dd yy Rev7 0 50 Port 39 Store 01 1 Store Number 2 Payroll Sequence Number lt Esc gt Change Store End lt F1 gt Help NOTES Dim11 125 Payroll Variable File 10 G L Integration This option determines which G L accounts are to be used when processing payroll such as bank FICA employee and employer and federal tax employee 8 0810 11 G L Integration ABC LUMBER COMPANY Date mm dd yy Rev9 0 1 Port 39 Store 01 Store Number Payroll Bank Account Numbers BANK G L ACCOUNT DESCRIPTION 1 1120 01 CASH IN BANK CHECKING 2 1120 01 CASH IN BANK CHECKING 3 1120 01 CASH I
48. 30 Clocked Out 08 25 00 12 73 R Review Weeks Punches lt Ent gt Exit You can either enter R to review the week s punches see 5 Review or press Enter to accept the punch in and return to Employee Number You are done entering the time punch Press Esc to return to the previous menu A record is added to the Employee Time Clock File PM6 D Dim11 217 Appendix D NOTES 218 6 Ifyou selected Review the computer displays a summary of the punches for the week for the selected employee for example cs06100 Time Punch ABC LUMBER COMPANY Date mm dd yy Rev8 1 7 Port 40 Store 01 Date mm dd yy Time 12 39 16 Employee Number 105 SMITH TED Password Out for Lunch In from Lunch A11 Time Is In 100 Unit Hours k Ipdekeekekekek RR QUEER Lunch Totals Daily Week 08 10 Sun 07 92 08 10 Sun 16 98 09 06 09 06 08 11 Mon 08 03 08 11 Mon 17 10 09 07 18 13 08 12 Tue 08 75 08 12 Tue 15 00 06 25 24 38 08 13 Wed 08 13 Wed The summary shows any punches for the time period between the first day of the current pay period through the end of the current pay period The time is displayed in military decimal format The Totals column displays the total for the day and arunning total for the pay period Dim11 Appendix D Part 2 Time Punch Edit PURPOSE Time Punch Edit allows you to check the time punches in the Employee Time Clock File PM6 D edit them if necessary and create manual punches The
49. 5 00 pm would be entered 1700 Enter the minute portion as a decimal To convert minutes to decimal format divide the minutes by 60 and round to the nearest 2 digits 10 60 17 15 60 25 30 60 50 45 60 75 For example 7 30 am would be entered 750 Or 5 45 pm would be entered 1775 6 ENDING TIME GRACE PD Enter the amount of grace period allowed after the hmm end time For example if you allow employees to clock in up to 10 minutes after the end time enter 17 here You can enter 1 digit for the hour and 2 digits for the minutes in decimal format 7 FORCE LUNCH AFTER Enter the number of hours after which a forced X HOURS lunch will take effect For example if you wish to force a lunch break after 4 hours of work enter 4 50 The system will deduct a lunch based on the forced lunch length entered in the next field from each punch in out that exceeds 4 50 hours 8 FORCED LUNCH LENGTH Enter the length of time for the forced lunch Enter the minutes in decimal format For a half hour lunch enter 50 SAMPLE GRACE TABLE Start Time 7 45 am End Time 4 30 pm Grace Period Before amp After 10 minutes 30 Minute Forced Lunch After 412 Hours 506104 MAINTAIN GRACE TABLE ALL TIME IS IN 100 UNIT HOURS GRACE TABLE NUMBER 1 9999 1 DESCRIPTION REGULAR HOURLY STARTING TIME hhmm START TIME GRACE PD hmm ENDING TIME hhmm ENDING TIME GRACE PD hmm FORCE LUNCH AFTER X HOURS FORCED LUNCH LENGTH 1
50. 99999 Beginning Date MMDDYY Ending Date MMDDYY Hours Only Y N Overtime Only Y N Department Summary Y N Number Of Copies Store Number 0 A11 Report Date lt Ent gt Print Report E End 1 Input Parameters Input Parameters Beginning Employee Number Enter the first employee number to include on this report Or press Tab to start with the first employee found in the file Ending Employee Number Enter the last employee number to include on this report Or press Tab to pick up all remaining employees found in the file Beginning Department Enter the first department to include on this report Or press Tab to start with the first department found in the file Ending Department Enter the last department to include on this report Or press Tab to pick up all remaining departments found in the file Beginning Date Enter the first pay thru date to include on this report Or press Tab to start with the first pay thru date found in the file 240 Dim11 Ending Date Hours Only Y N Overtime Only Y N Department Summary Y N Number of Copies Store Number 0 AII Report Date Appendix D Enter the last pay thru date to include on this report Or press Tab to pick up all remaining pay thru dates found in the file If you wish to print time punches for only one pay period enter the same pay thru date in Beginning Date and Ending Date Enter Y to print the report without pay dollars Or enter N to
51. COMMISSION CODE OPTIONS COMMISSION CODE DAVE DAVE SPLIT DEDUCT CASH DISCOUNT ADD BACK A P DISCOUNT COMMISSION BASIS 3 GROSS PROFIT PARTICIPANT COMMISSION OF TOTAL 1 DAVE 4 00 50 00 1 DAVE 4 00 50 00 COMMISSION CODE DAVE BILL SPLIT DEDUCT CASH DISCOUNT ADD BACK A P DISCOUNT COMMISSION BASIS 3 GROSS PROFIT PARTICIPANT COMMISSION OF TOTAL 1 DAVE 4 00 50 00 2 BILL 4 00 50 00 COMMISSION CODE DAVE JOE SPLIT DEDUCT CASH DISCOUNT ADD BACK A P DISCOUNT COMMISSION BASIS 3 GROSS PROFIT PARTICIPANT COMMISSION OF TOTAL 1 DAVE 4 00 50 00 3 JOE 4 00 50 00 COMMISSION CODE COMPANY DEDUCT CASH DISCOUNT ADD BACK A P DISCOUNT COMMISSION BASIS 3 GROSS PROFIT PARTICIPANT COMMISSION OF TOTAL TRANSACTION NUMBER COMMISSION SEQUENCE NUMBER 262 Dim11 Appendix E Step 2 Build Commission Files Dim11 Using System Manager File Management Create Files DS08911 build the following files Use the guidelines below to determine the number of records each file KM1 D Commissions Transaction File This file holds commission entries by participant code which have been updated from KM2 D Commission Entry File Build this file for 250 records KM2 D Commission Entry File This file holds commission entries as entered through Enter Commissions Build this file for 250 records 263 Appendix E 264 DATA LOAD FORM COMMISSION CODES Commission Code 1 9999 Deduct Cash Discount Y N
52. Direct Deposit Reconciliation 187 Print Direct Deposit Edit List 182 Dimensions99 Print Direct Deposit Summaries 181 Print Pre Notification Edit List 178 Send Pre Notification 185 Send Pre Notificaton 177 Direct Deposit List 186 Direct Deposit Reconciliation 187 E earned income credit EIC 109 Employe Misc Data File PM9 D 150 193 employee address 1 5 address 2 5 area code 7 birth date 7 change 10 deduction amount 8 deduction code 8 deduction frequency 8 deduction limit 8 delete 10 department 6 direct deposit 8 exempt amount Missouri 7 federal exemptons 6 federal withholding addon 7 gender 7 hire date 7 last raise date 7 local exemptions 6 local tax code 6 local withholding addon 7 marital status 5 name 5 10 23 40 number 5 23 40 Direct Deposit 174 Time Punch Program 216 pay thru table 7 pay type 5 periods per year 5 phone number 7 rate salary 6 social security 5 state exemptions 6 state tax code 6 state withholding addon 7 store number 5 termination date 7 vacation taken 7 worker s comp code 6 zip code 5 Employee Address List 52 291 Employee Direct Deposit Info File PM8 D 150 166 173 employee level Time amp Attendance 204 Employee Master File PM1 D 4 133 149 Direct Deposit 167 Employee Misc Data PM9 Time amp Attendance 250 Employee Misc Data File PM9 D 250 Employee Swipecard Cross Reference File PM12 D 150 193 2
53. First Column Enter Y if you wish to print the Social Security number in Y N the first column and the employee name in the second column Or enter N to print the employee name in the first column and the Social Security number in the second column Dim11 65 Payroll Reports SAMPLE QUARTERLY STATE TAX REPORT ABC COMPANY QUARTERLY STATE TAX REPORT DS06313 STORE 1 STREET ADDRESS FOR QTR 4 ENDING 12 31 98 PAGE 1 ANYTOWN USA 01010 STATE 1 PHONE 123 456 7890 FAX 123 098 7 STORE 0 EMPLOYEE NAME 55 No GROSS STATE TAX WAGES WAGES QTD QTD GARTH BROOKS 474 92 6211 1992 52 JOHN DENVER 455 12 3221 1920 70 BILLY IDOL 990 89 3131 2640 70 JOHN LENNON 551 89 1122 5000 WILLIE NELSON 474 90 1230 3600 545 82 6542 6320 21472 66 Dim11 Payroll Reports 11 Workers Comp Report Includes a listing by worker s comp code showing the following Worker s comp code Description Regular earnings Overtime portion Other pay Exemptions Gross Worker s comp total Rate Limit Amount It also shows totals by department This information comes from PM2 D DS06107 Rev10 0 1 Yearly Workers Comp Report DIM11 DATA Date mm dd yy STORE 1 Port 37 Store 01 1 Input Parameters Beginning Employee No 0 Ending Employee No 9999999 Beginning Check Date 0 Ending Check Date 999999 Workers Comp Code 0 All 0 Print Detail Y N Store Number N Number of Copies 1 1 y Report Date mmddy
54. For example you might want to print an employee list only for employees in a certain department or only those who are paid hourly Or you may wish to print a list showing a range of zip codes for a particular area or employees except for a certain zip code range Since this parameter works the same for all payroll reports containing it its function and use is described here 43 Payroll Reports To Use the SELECT OPTIONAL FIELD 1 Ifyou wish to use this feature to customize the report enter Y at Select Optional Field while you are entering the input parameters 2 The computer displays DS06300 Select Payroll Field ABC LUMBER COMPANY Date mm dd yy Rev10 0 2 Port 37 Store 01 Enter Field To Check 1 Employee Number 2 Employee Name 3 Address 1 4 Address 2 5 Zip Code 6 Store Number 7 Social Security No 8 Periods Per Yr 9 Marital Status 10 Pay Type 11 Of Fed Exemptions 12 Of State Exemptns 13 Of Local Exemptns 14 Department 15 Workers Comp Code more The cursor is positioned at Enter Field To Check You can do one of three options gt Enter the field number from the Payroll Master File PM1 D you wish to use for comparison The corresponding field names are also displayed For example 10 Pay Type gt Ifyou need to see more fields use the up and down arrows Press Enter when the desired field is highlighted gt Press Esc to go back to the input parameters screen to change them or continue p
55. Format A for most of the input parameters The only exception is shown below Print By 1 Assign Slsmn 2 Written By Enter 1 to print by assigned salesman starting with salesman 2 After all information for the assigned salesman has printed the report prints the transactions for each written by for transactions where assigned salesman 1 Or enter 2 to print in written by salesman order 3 After you enter the input parameters print the report using standard print procedures 284 Dim11 Appendix F APPENDIX F YEAR END TROUBLESHOOTING Dim11 285 Appendix F APPENDIX F Year End Troubleshooting Prior to printing your W 2 s and running the payroll YE you will want to verify that the YTD information in the PM1 file is correct Your W 2 report will show you what is going to print on the W 2 s This report pulls entirely from PM1 To verify the data is correct you may want to print the Payroll Trial Balance Report DS06320 Use the default parameters unless you have used different dates for the end of the payroll quarters or have updated the last payroll of the quarter by paid thru date instead of by check date The Payroll Trial Balance report will compare the PM1 Quarterly totals with the PM2 detail and will print a warning if it finds a discrepancy The first section printed for each employee is the PM1 data YTD QTR 1 QTR 2 QTR 3 QTR 4 accumulated totals The second section for each employee is the PM2 deta
56. LUMBER COMPANY PT 38 ST 01 MO 12 WK 1 Batch 082800 Thru Date MM DD YY Date mm dd yy Store Number Department Pay Table Number Sort Order 1 Numerical 2 Alphabetical Beginning Employee Ending Employee lt Ent gt Import Data E End 0 11 0 11 0 11 0 9999999 1 Input Parameters Check the input parameters Change if necessary by entering 1 for Input Parameters See explanations for the input parameters below Or enter E to end this option and return to the previous menu Pay Thru Date MM DD YY Store Number 0 All Department 0 All Pay Table Number 0 All Sort Order 1 Numerical 2 Alphabetical Beginning Employee Ending Employee After you check or enter Enter the pay thru date to pull from PM6 D for this batch of timecard entries Enter the store number to pull from PM6 D Or enter 0 for all stores Enter the department to pull from PM6 D Or enter 0 for all departments Enter the pay thru table number to pull from PM6 D Or enter 0 for all pay thru tables Enter 1 to import the timecard data in employee number order adding records to PM2 D Payroll Transaction File in numerical order Or enter 2 to import the timecard data in employee alphabetical order Enter the first employee to include either number or name depending on the Sort Order in importing data Or press Tab to begin with the first employee found in PM6 D Enter the last employee to
57. LUMBER COMPANY Date mm dd yy Rev8 0 0 Port 41 Store 01 1 Enter Defaults Pay Thru Table Overtime Table Grace Table Force Lunch After X Hours Forced Lunch Length Pay Type 1 Overtime Y N Pay Type Overtime Y N Pay Type Overtime Y N Pay Type Overtime Y N Pay Type 6 Overtime Y N Store 1 999 2 Pay Type 3 Overtime Y N 4 5 ADP Text File to be Imported MFOUT 123 Date Created mm dd yy lt Ent gt Import ADP E End 1 Input Parameters This program is used for creating employees records for the first time for each store from data imported from ADP It assumes there are no records in the payroll files for the store number entered in the defaults Enter 1 to enter the input parameters as shown below Pay Thru Table Enter the number of the Pay Thru Table to use for all employees when creating the employee records in PM1 D Payroll Master File Or enter 0 as a default and then change the Pay Thru Table for individual employees using Maintain Employee PM1 PM9 later Overtime Table Enter the number of the Overtime Table to use for all employees when creating the employee records in PM1 D Or enter 0 as a default and then change the Overtime Table for individual employees using Maintain Employee 1 9 later Grace Table Enter the number of the Grace Table to use for all employees when creating the employee records in PM1 D Or enter 0 as a default and then change the Grace Table f
58. Local Tax Calculation Rev11 0 1 State Local Code Description Tax Method Not Used 1 99 MISCELLANEOUS DEDUCTION 1 Deduction Amount 2750 Deduct Before Tax Calculation Y N Multiply Deduction by Withholding Allowance Y N MISCELLANEOUS DEDUCTION 2 Deduction Amount Deduct Before Tax Calculation Y N Multiply Deduction by Withholding Allowance Y N lt Esc gt Go Back One Field 2 Flat Tax CO MARRIED 99 00 Y Y lt Tab gt Go Forward One Field ABC LUMBER COMPANY Date mm dd yy Port 40 Store 01 MISCELLANEOUS DEDUCTION 3 Deduction Amount Deduct Before Tax Calculation Y N Multiply Deduction by Withholding Allowance Y N Annual Misc Limit End lt F1 gt Help 5 0805 P R State Local Tax Calculation Rev11 0 1 State Local Code Description Tax Method Flat Amount for Tax 1 99 MISCELLANEOUS DEDUCTION 1 Deduction Amount Deduct Before Tax Calculation Y N Multiply Deduction by Withholding Allowance Y N MISCELLANEOUS DEDUCTION 2 Deduction Amount Deduct Before Tax Calculation Y N Multiply Deduction by Withholding Allowance Y N lt Esc gt Go Back One Field Dim11 TEST FLAT lt Tab gt Go Forward One Field ABC LUMBER COMPANY Date mm dd yy Port 40 Store 01 00 4 MISCELLANEOUS DEDUCTION 3 Deduction Amount Deduct Before Tax Calculation Y N Multiply D
59. Master File PM1 D The first code found is displayed along with its description You are allowed to enter a new 2 character state code If no change is required press Enter and the computer displays lt Ent gt Accept lt Esc gt Change Press Enter to accept the change Doing so changes the information in the Payroll Variable File The next state code is displayed and you are allowed to change it as well Repeat until all state codes have been accepted or changed Return to the first screen Or press Esc to change them again 3 Print W 2 Forms Report or Text File Select 3 when you are ready to print the W 2 forms and or report Or you can print the data to a text file to be printed at a later date The computer displays DS06303S PAYROLL W 2 S DIM11 DATA Date mm dd yy Rev11 0 3 Port 37 1 Input Parameters Print Order 2 Alphabetic Beginning Employee Ending Employee ZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZ Store Number 0 A11 EIC Deduction code for BOX 9 Dependent Care Code for Box 10 401K W2 Code for BOX 13 Print 1 W2 Forms 2 W2 Report 3 Text File Print W2 s One at a Time Y N Date Selection For Year To Date 1 Paid Thru Date 2 Check Date Beginning Year Date MMDDYY 10101 Ending Year Date MMDDYY 123101 Copies T Report Date mmddyy Ent Print Report E End 1 Input Parameters Dim11 79 Payroll Reports Special and Unique Input Parameters Print Order 1 Numerically 2 Alphabetically 3 Soci
60. Number 8 SSN 9 Store Number 10 Department 11 Birth Date 12 Hire Date 13 Termination Date 14 Gender M F 15 Pay Type S H 16 Pay Rate 17 Marital Status S M 18 Pay Thru Table 19 Employee Level G M S E Blank Enter the city and state up to 25 characters Enter the zip code up to 10 characters including punctuation Enter the 3 digit area code Enter the employee s phone number 7 digits only Do not enter any dashes or slashes For example 2223456 Enter the employee s Social Security number up to 12 characters including dashes For example 123 45 6789 Enter the store number to which this employee is assigned Since you are not using the Dimensions payroll system enter up to 5 digits for this employee s department You can group employees into certain departments such as clerical retail sales yard etc assigning each category a different department number Optional Enter the birth date for this employee in the standard date format mmddyy Enter the hire date of the employee in the standard date format mmddyy When a date is entered in this field the employee is no longer able to punch in or out Also the system will not export any punches Enter the employee s gender M male F female Enter H for hourly or S for salary The Time Clock program does not allow salaried employees Pay Type S to punch in out and thus does not export the timeclock inf
61. Out Table Type 82500 1211 82500 1233 0 0 82500 1342 82500 15111 0 0 Enter Line To Edit lt UpA gt Add Record lt Esc gt End You have the following options Dim11 223 Appendix D 224 11 Enter Line to Edit Enter the line number you wish to edit The cursor moves to Time In You can change this field and the remaining fields on the line Press Tab to leave data in any field unchanged See Step 11 for explanations of each field Or you can delete the line by pressing the up arrow again lt UpA gt Delete Record lt UpA gt Add Record Press the up arrow to add a new record for this employee date Continue to Step 11 lt Esc gt End Press Esc to end this option and return to Date in Step 8 If you pressed the up arrow to add a record the cursor moves to the next available line under Time In For example CS06105 Maintain Time Punches ABC LUMBER COMPANY Date mm dd yy Rev9 0 2 Port 40 Store 01 Employee 100 ADAMS SUE Date MMDDYY 82500 11 Times Must Be Entered in Military Time i e 4 30 PM 1630 Date In Time In Date Out Time Out Table Type 1 82500 1211 82500 1233 0 0 2 82500 1342 82500 1511L 0 0 3 82500 0 Enter the appropriate fields for the new punch record Gf you need to change the Date In press Ese until you return to Date and then enter the proper date Time In Enter the time in using military time 4 30 pm is entered 1630 If the Allow Lunch option is set up in the Variable File
62. P V E and print reports using the standard print routine If you need more information see Getting Started Chapter 2 System Training Refer to the following sections gt Menus gt File Maintenance Guidelines gt Printing Reports How To Use This Section The options in this section are written following a standard pattern Each option begins on a new page The filename and keys if applicable are defined The purpose of the option is stated in COMMENTS A sample screen of the input parameters is presented Any special fields or unique instructions are explained VVVVV Dim11 Payroll Special Maintenance 1 Employee YTD Info PM1 FILENAME PM1 D Payroll Master Data also Employee Master File KEYS Employee Number Employee Name COMMENTS Allows you to perform maintenance on the second half of the Employee Master File PM1 D a record by record basis It contains quarter and YTD amounts for employees The first half of this file is maintained through Payroll File Maintenance Maintain Employee File PM1 It contains set up information such as employee address phone number Social Security number rate salary state code department code workers comp code number of exemptions deductions etc 506011 MAINTAIN PAYROLL MASTER STATIC DATA 2ND HALF 1 EMP NO 2 NAME QTR 1 QTR 2 QTR 3 EARNINGS 5L FED W H 55 FICA W H 59 ST 6 W H 65 4 67 HRS
63. PAGE 0001 EMP NO EMPLOYEE NAME REG HRS OT HRS REG EARN OT EARN OTHER PAY GROSS PAY SOCIAL SECURITY NO DEDUCTIONS FEDERAL FICA STATE LOCAL NET PAY 4 OF CKS NUMERO UNO 3600 00 125 00 3725 00 123 56 7890 404 12 00 00 2831 92 DENVER JOHN 3200 y 00 455 12 3221 38 IDOL BILLY 4400 990 89 3131 80 LENNON JOHN 5000 551 89 1122 56 NELSON WILLIE 5600 474 90 1230 19 BROOKS GARTH 4800 474 92 6211 421 84 RAITT BONNIE 10320 545 82 6542 2466 19 2 mm dd yy PAYROLL CHECK SUMMARY BY DEPT ABC COMPANY DS06322 15 03 07 PAGE 0002 DPT DESCRIPTION REG HRS REG EARN OT EARN OTHER PAY GROSS G L NO PROOF SALARIES DEPT1 840 00 21800 00 247 50 150 00 22197 50 5112 00 SALARIES DEPT2 488 00 15120 00 296 10 00 15416 10 5112 00 TOTALS 1328 00 36920 00 543 60 150 00 37613 60 FEDERAL TAX 08 FICA TAX WISCONSIN 75 10 OF FED 80 MINNESTOA 25 TOTAL PENSION GARNISHMENT UNITED WAY CREDIT UNION UNION DUES DEDUCTION 6 TOTAL DEDUCTIONS TOTAL NET PAY OTHER PAY 1 OTHER PAY 2 TOTAL OTHER PAY NO OF CHECKS 25 HAND CHECKS Dim11 95 Payroll Reports mm dd yy 15 04 02 PAYROLL CHECK SUMMARY BY DEPT EMP NO EMPLOYEE NAME SOCIAL SECURITY NO UNO 123 56 7890 UNO 123 56 7890 UNO 123 56 7890 UNO 123 56 7890 UNO 123 56 7890 DENVER JOHN 455 12 3221 DENVER JOHN 455 12 3221 DENVER JOHN 455 12 3221 IDOL BILLY 990 89
64. PM1 PM9 Time amp Attendance Table Maintenance Grace Tables Time amp Attendance Table Maintenance Overtime Tables Time amp Attendance Table Maintenance Maintain Swipe Card Table Time amp Attendance Table Maintenance Pay Thru Tables Direct Deposit Employee Maintenance Employee Direct Deposit When an employee is termintaed anda termination date is entered in PM1 D the Payroll year end update will delete the PM9 D record Time amp Attendance Table Maintenance Grace Tables Time amp Attendance Table Maintenance Overtime Tables Time amp Attendance Special Maintenance Swipe Card Table PM12 Dim11 Appendix B APPENDIX B STATE EXAMPLES California State Tax California SDI Missouri State Tax Dim11 151 Appendix B APPENDIX B State Tax Examples 152 California State Tax 1998 California requires 3 state codes one for all Single and Married with 0 exemptions one for Married with 1 exemption s and one for Single Head of Household The deduction amounts in Payroll State Local Basic Information CSVM0805 and the tax tables CSVM0806 will need to be changed for subsequent years 1 Set up the basic state local information for the 3 codes CSVM0805 Single and Married with 0 Exemptions CSVM0805 11 State Local Basic Info ABC LUMBER COMPANY Date mm dd yy Rev7 0 51 Port 66 Store 01 1 State Local Code 1 99 21 2 De
65. PM1 automatic deduction fields 85 90 DS06011B MAINTAIN PAYROLL MASTER STATIC DATA 2ND HALF 1 EMP NO 1800 2 NAME BROOKS GARTH 1 2 QTR 3 EARNINGS 49 4880 00 1890 00 51 960 00 FED W H 53 222 30 I 115 62 55 60 06 57 369 50 144 59 59 73 44 ST W H 61 206 55 108 59 63 55 59 LOC 65 00 00 67 00 REG HRS 69 00 2 150 00 71 00 OT HRS 73 00 I 5 00 75 00 REG FARN 77 00 s 1800 00 79 00 OT EARN 81 00 90 00 83 00 85 DEDUCTION 1 00 91 OTHER 86 DEDUCTION 2 00 92 OTHER 87 DEDUCTION 3 90 00 93 OTHER 88 DEDUCTION 4 90 00 94 OTHER 89 DEDUCTION 5 00 95 OTHER 90 DEDUCTION 6 00 96 OTHER 100 TOTAL ALL D 1800 00 97 OTHER 98 OTHER 106 MEDICARE YTD W H 125 29 99 TOTAL ENTER OPTION A C D N P V E YTD THER PAY The trial balance report looks at the automatic deduction codes in 1 fields 25 29 33 37 41 and 45 totals those deductions in the PM2 and compares the totals to PM1 fields 85 90 This employee has codes 3 4 5 and 99 set up as automatic deductions Dim11 145 Payroll Special Maintenance Code 3 Code 4 Code 5 Code 99 PR1013198 100 00 50 00 10 00 15 00 PR033098 100 00 50 00 10 00 PR053098 100 00 50 00 10 00 15 00 PR071598 100 00 50 00 10 00 15 00 PR121598 100 00 50 00 10 00 15 00 PR12998 100 00 50 00 10 00 PR21598 100 00 50 00 10 00 15 00 PR22498 100 00 50 00 10 00 PR41598 100 00 50 00 10 00 15 00 PR
66. PRO810AA Number of Copies 1 Report Date mmddyy Print in 1 Employee Order 2 Check Order 1 New Page for Each Deduction Other Pay Type Store Number 0 11 0 lt Ent gt Print Report E End 1 Input Parameters Print a hard copy of this report using normal report printing procedures Batch Number The batch identification stays the same as you entered when setting up the batch Print in 1 Employee Order Enter 1 to print this report in employee number 2 Check Order order or 2 to print in check number order New Page for Each Enter Y if you wish to begin a new page for each Deduction Other Pay deduction and other pay type N if not Type SAMPLE CHECK REGISTER Page 1 mm dd yy PAYROLL CHECK REGISTER ABC LUMBER COMPANY DS06104 14 27 00 PAGE 0001 STORE 1 PERIOD 12 WEEK 1 PAID THRU 081000 CK DATE GROSS DEDUCTION FEDERAL STATE RATE SAL REG HRS OT HRS REG EARN OTHER PAY 2400 DENVER JOHN 1 1 PENSION 3 UNITED WAY 6000 RAITT BONNIE 4000 00 x 306 00 306 25 2 4000 00 H 3 UNITED WAY 10 00 4 CREDIT UNION Page 2 mm dd yy PAYROLL CHECK REGISTER ABC LUMBER COMPANY 506104 14 27 00 0002 DESCRIPTION REG HRS REG EARN OTHER PAY GROSS G L NO SALARIES DEPT2 40 00 640 00 00 640 00 5112 00 SALARIES DEPT2 00 4000 00 00 4000 00 5112 00 TOTALS 40 00 4 4640 00 5 00 4640 00 FEDERAL TAX 69 SS FICA MEDICARE TX 28 WISCONSIN 14 MINNESOTA 25 TOTAL 34 Dim1
67. Payroll Data Bank Number 1 4 Enter Payroll Input Enter Wrkmn s Comp Y N Print Edit List Void Change Payroll Input Print Payroll Checks Print Check Register Print Current Workers Comp Rpt Update Payroll amp G L to GPOST Print G L Entries Change Store Change Date lt Esc gt Back to Batch ID PROCEDURE Steps 1 5 describe Print PM6 to File creating a text file for Time and Attendance punches for a specified time period and store from remote computers The text file will be transferred to the corporate computer and then imported into the corporate payroll files for processing payroll The method and frequency of transferring of the text files from the remote locations to corporate in user controlled 228 Dim11 Dim11 Appendix D 1 From the Time and Attendance Menu at the remote store select 3 for Time Punch Edit Then select 5 for Print PM6 to File 2 The computer displays CS06117 E Rev9 0 1 1 Input Parameters Beginning Date MMDDYY Date MMDDYY Beginning Employee Number Employee Number Ending Ending Beginning Department Ending Department Store Number lt Ent gt Create text file E Export PM6 D to Text ABC LUMBER COMPANY Date mm dd yy Port 38 Store 01 0 999999 0 9999999 0 99999 1 End 1 Input parameters Check the input parameters Change if necessary by entering 1 for Input Parameters See explanations for the input parameters bel
68. Program Name for Calculation DS06410 10 Deduct Federal Tax Before Calculation Y N 11 Round Calculated Tax 12 Defer 401K Wages X N 13 Defer Cafeteria Plan Wages Y N hange D elete N ext revious E nd 157 Appendix B Married with 0 or 1 Exemption CSVM0805 Rev7 0 51 State Local Code Description State Abbreviation 1 99 WITHHOLDING INFORMATION ID Number Withholding G L Number UNEMPLOYMENT INFORMATION ID Number Rate Limit GENERAL INFORMATION Program Name for Calculation 10 11 12 13 Round Calculated Tax Defer 401K Wages Defer Cafeteria Plan Wages C hange D elete N ext Married with 2 Exemptions CSVMO805 Rev7 0 51 State Local Code Description State Abbreviation 1 99 WITHHOLDING INFORMATION ID Number Withholding G L Number UNEMPLOYMENT INFORMATION ID Number Rate Limit GENERAL INFORMATION Program Name for Calculation 10 11 12 13 Round Calculated Tax Defer 401K Wages Defer Cafeteria Plan Wages C hange D elete N ext Payroll State Local Basic Info P revious Payroll State Local Basic Info P revious ABC LUMBER COMPANY Date mm dd yy Port 37 Store 01 2321 00 EMPLOYEE WITHHOLDING STATE 1 506410 Deduct Federal Tax Before Calculation Y N Y N Y N E nd ABC LUMBER COMPANY Date mm dd yy Port 37 Store 01 2321 00 EMPLOYEE WITHHOLDING STATE 1 506410 Deduct Federal Tax Be
69. S Y N Enter Y if you wish each buyer seller participant to begin on a new page N if not SAMPLE COMMISSION REPORT mm dd yy STORE 01 COMMISSION REPORT BY SALESMAN ABC LUMBER COMPANY ws08031 11 27 24 PAGE 0001 INVOICE ALLOCATED TO SALESMAN COMMISSION MARGIN BASE SALESMAN 1 DAVE SALES FOR NOVEMBER 1999 1000424 1 000 04 12 99 COMM 2420 00 1665 00 755 00 31 755 00 1000424 1 000 CASH SALE 04 12 99 2420 00 1665 00 755 00 31 755 00 1210 00 2100178 8000 000 HOUSES R US 03 25 96 COMMS 4 00 1479 00 1107 00 372 00 25 372 00 739 50 SALESMAN TOTALS 3159 50 SALESMAN 3 JOE SALES FOR NOVEMBER 1999 2100178 8000 000 HOUSES R US 03 25 96 1479 00 1107 00 372 00 25 372 00 SALESMAN TOTALS REPORT TOTALS 3899 00 1127 00 Dim11 273 Appendix E 2 Print Commissions by Invoice This report shows the commissions by 1 1 Itis printed in calendar month year showing 15 Line Customer number and name Invoice number Invoice date Commission basis CB Commission code C Participant split names 2nd Line Sale amount Cost Gross profit A R Disc A P Disc Other adjustment Base amount Detail for each participant separate line for each Participant number SLSMN and name Commission Commission amount of total Sales Margin Base The report ends with grand totals WS08032 Commission Report by Inv ABC LUMBER COMPANY Rev8 0 0 1 Input Parame
70. Type 1 This parameter sets up how the fields in each 1 Fixed Field record are to be separated The DOS program you 2 User Selected will be using to import this data will ask how the Delimiter data is structured so it will know how to format it 3 CRLF After Each when it comes over Field 2 1 Fixed Field The text file will be created with fixed length fields If the data in each field is less than the allotted field length blank spaces will be added to fill up the field 3 2 User Selected Delimiter The text file will be created with a delimiting character that you specify below in DELIMITER The most common delimiter is a comma However if your DOS application asks for something else you can define it 4 3 CRLF After Each Field The text file will be created with a carriage return line feed between each field This arranges the data in a column one field under the other Delimiter If File You will enter this field only if you selected file type Type 2 2 for user selected delimiter Enter the character to separate each field The comma is the most common For example Or or After setting up the parameters select 3 for Create Text File or Print to Screen The computer displays Now Creating Text File EMPL PRN Now Printing to Text File If the filename is already in use you will have the option of creating a new text file to replace it or to change the filename Wait while the data is p
71. WAGES OVER 72600 00 00 00 00 00 TOTAL TAXABLE MEDICARE WAGES UNDER9999999 00 00 50 00 50 TOTAL NONTAXABLE MEDICARE WAGES OVER 9999999 00 00 00 00 00 TOTAL TAXABLE FUTA WAGES UNDER 7000 00 00 6 00 50 TOTAL NONTAXABLE FUTA WAGES OVER 7000 00 00 s 00 00 TOTAL TAXABLE SUTA WAGES UNDER 10500 00 00 00 50 TOTAL NONTAXABLE SUTA WAGES OVER 10500 00 00 00 00 TOTAL WAGES UNDER EXTRA LIMIT UNDER 00 00 00 00 TOTAL WAGES OVER EXTRA LIMIT OVER 00 00 00 50 Page 3 ABC COMPANY PAYROLL QUARTERLY REPORT DS06301 STORE 1 STREET ADDRESS PAGE 0003 ANYTOWN USA 01010 FOR 4 BEGINNING 10 01 98 ENDING 12 31 98 STATE ALL PHONE 123 456 7890 FAX 123 098 7654 STORE ALL QUARTER 1 QUARTER 2 QUARTER 3 QUARTER 4 YEAR TO DATE FEDERAL TAXES 00 00 1911 76 4078 61 5990 37 FICA TAXES 00 00 854 32 1831 95 2686 27 STATE TAXES 00 00 755 27 1184 32 1939 59 LOCAL TAXES 00 00 100 75 99 50 200 25 WAGES PAID 00 00 11197 50 23992 00 35189 50 NUMBER OF EMPLOYEES PAID 54 Dim11 Payroll Reports 5 Quarterly Wage Report This option prints a report showing social security number employee name total wages paid in the quarter you specify the hire date if in the quarter you specify and a total per page It also prints a heading showing your company name and address the quarter and ending date of the quarter being reported and the state tax I D number It is used for Job Service qua
72. and calculated SUTA tax for the selected quarter It totals per page prints a grand total of all pages and total by department The report heading shows the company name and address quarter number 1 4 and quarter ending date state L D number and SUTA rate limit This report contains the silent option G At lt Ent gt Print Report E End 1 Input Parameters enter G to have the grand totals print on a separate page DS06310 Rev10 0 1 1 Input Parameters Quarterly Suta Report DIM11 DATA Date mm dd yy Port 37 Store 01 Quarter Code 1 4 1 Quarter Beg Date MMDDYY Quarter End Date MMDDYY Print Option L 1 Quarter to Date 2 Year to Date Date Selection For QTR to Date m 1 Paid Thru Date 2 Check Date State Number Store Number Number of Copies Beginning Employee Number Ending Print All Hire Dates Subtract 401K from Gross Subtract Cafeteria From Gross Ent Print Report 0 11 0 11 Employee Number 999999 1 Input Parameters Special Unique Input Parameters Quarter Code 1 4 Quarter Beg Date MMDDYY Quarter End Date MMDDYY Print Option 1 Quarter To Date 2 Year To Date Date Selection For Qtr to Date 1 Paid Thru Date 2 Check Date State Number 0 All Print All Hire Dates Y N Subtract 401k From Gross Y N Dim11 The computer defaults to the current quarter as stored in the Variable File Basi
73. arrow Sunday Monday Tuesday etc Then press Enter to select the day The corresponding description is entered automatically 194 Dim11 Appendix D Pay Period Type A box of options is displayed Move the highlighted bar to the appropriate pay period type using the down arrow Monthly Semi Monthly Bi Weekly Weekly Then press Enter to select the pay period type 4 Enter Pay Thru Date of First Pay Period MMDD Enter the ending date month and day of the first pay period of the calendar year no matter what point during the year you actually start using the software The system calculates the remainder of the dates for the year based on the information you enter For example CS06102 Maintain Pay Thru Table PM7 D ABC LUMBER COMPANY Date mm dd yy Rev8 1 0 Port 39 Store 01 Year 2000 Table 1 Description WEEKLY First Day of Week Monday 1 107 14 2 114 15 3 121 16 4 128 17 5 6 7 8 Thru Date MMDD 204 18 211 19 218 20 225 21 9 303 22 10 310 23 11 317 24 12 324 25 13 331 26 lt Ent gt Accept lt UpA gt Change lt DnA gt Re enter First Date lt Esc gt Reject You have the following options lt Ent gt Accept Press Enter to accept the pay period table as displayed and save the entries lt UpA gt Change Press the up arrow to change any of the dates The cursor moves to the date for the first pay period Enter the desired date or press Tab to bypass it without changing When you are
74. based on the punches that are stored in the file and the total remaining which is calculated Option 2 Do Not Use Dimensions or ADP for Payroll Processing From the Payroll Main Menu select Other P R Options Then select Time and Attendance Employee Maintenance Select 1 for Maintain Employee 1 9 The computer displays 205 Appendix D 206 CS06111 Maintain 1 9 Employee ABC LUMBER COMPANY Date 08 22 00 Rev9 0 1 Port 38 Store 01 1 Employee Number 0 2 Employee Nam 3 Address 1 20 Default Grace Table 0 9999 4 Address 2 21 Overtime Table 0 9999 5 Zip Code 22 Force Lunch After X Hrs hmm 6 Area Code 23 Forced Lunch Length hmm 7 Phone Number 24 Pay Type 1 Overtime Y N 8 SSN 25 Pay Type 2 Overtime Y N 9 Store Number 26 Pay Type 3 Overtime Y N 10 Department 27 Pay 4 Overtime Y N 11 Birth Date 28 5 Overtime Y N 12 Hire Date 29 Pay Type 6 Overtime Y N 13 Termination Date 30 Pay Type 1 Tot Available 14 Gender M F 31 Pay Type 2 Tot Available 15 Pay Type S H 32 Pay Type 3 Tot Available 16 Pay Rate 33 Pay Type 4 Tot Available 17 Marital Status S M 34 Pay Type 5 Tot Available 18 Pay Thru Table 35 Pay Type 6 Tot Available 19 Employee Level G M S E Blank The cursor is positioned at 1 Employee Number Even though you are not using the Dimensions payroll system to process employee checks you need to
75. calculated on the total of regular earnings overtime earnings and other pay Press Enter If you do not need to enter any other pay press Enter Go to Step 8 The entry is accepted and you are allowed to enter two more lines for this employee if needed For example you might have an employee who works for 2 different departments at different rates Only one check will be printed for the employee including both rates Or you could have one line of regular pay and another of vacation pay using the pay type for vacation Repeat Steps 4 7 to enter more lines Or press Enter to bypass entering any more lines for this timecard The computer calculates and displays the deductions that will be taken on this check as assigned in the employee s record in PM1 D Employee Master File For example DS06201 Payroll Input ABC LUMBER COMPANY Rev9 0 1 Pt st Select Employee Number or Name 2400 1 SALARIES DEPT2 Mo 12 Wk 1 DENVER JOHN Batch PRO810AA Fed Ex 0 Date mm dd yy Stt Ex 0 Frequency 26 Single Str 1 Dp Rate Sal Reg Hrs OT Hrs Reg Earn OT Earn 1 16 00 40 00 H 00 640 00 00 Deduction Deduction 1 PENSION gt 3 UNITED WAY 5 UNION DUES 6 DEDUCTION 6 You have the following options 25 Payroll Procedures Enter another deduction Delete a deduction Press Enter 10 The computer allows you to enter another deduction that will be taken on this check only Enter the deduction code 1 99 corresponding to the deduc
76. computer displays Enter New Date MMDDYY Enter the new date E End Enter E to end this option and return to the previous menu Steps 6 12 describe option 1 Enter Commissions You must know the invoice numbers on which you wish to base commissions before beginning this procedure Print a Sales Register or other sales report showing these transactions You also need a list of valid commission codes as set up in the Commissions Variable File 6 Ifyou entered 1 for Enter Commissions the computer begins by displaying WS08000 Commissions ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 37 Invoice Number 0 Customer Number Invoice Date Sell Amount Freight Amount Cost Amount Gross Margin Total Footage Comm Code A R Adj Adj Base Amount Other Adj Amount TTL BUYER SELLER MANAGER COMPANY 266 Dim11 Appendix E The cursor is positioned at Invoice Number Enter an invoice number from Order Entry for the basis of this commission calculation Be sure to enter the invoice number with the decimal if invoice number extensions are used Invoices can be from either the Sales Master File SM1 D or Sales History SH1 D Or press Esc to return to the previous menu 7 After entering an invoice number the computer fills in the screen with the invoice data The cursor is positioned at Comm Code Enter the commissions code 4 digits for the commission split on this invoice Commission codes ar
77. cursor moves to the next line at Card s Repeat Steps 4 5 for each card employee to add or change When you are done adding or changing cards employees enter period and press Enter The computer asks Save changes Y N Enter Y if the entries are correct and you wish to add them to the PM12 D file Or enter N to not save the additions changes and return to Step 3 NOTE If an employee works at more than one store they may have a different card at each store The card numbers will be different but the employee number is the same Dim11 213 Appendix D Step 9 Add Time Punch Program to a Menu The Implementation Specialist or Support Analyst will assist you in making this menu change adding the Time Punch program CS06100 to the appropriate menu or menus in your system The Time Punch program should be added to any beginning menu the employees use when signing on the system to begin their work day This makes it convenient for them to punch in at the beginning of the day and out at the end of the day as well as for lunch time 214 Dim11 Appendix D Time and Attendance Procedures OVERVIEW This section contains Time and Attendance procedures You can use it as a supplementary aid as you learn the system as a reference guide to answer certain procedural questions for regular Time and Attendance activities and as a teaching tool for new personnel Each part is described below Part 1 Time Punc
78. dd yy PAYROLL TRIAL BALANCE 10 38 15 QTR 1 ENDING DATE 03 31 99 QTR CREDIT UNION Dim11 SAMPLE PAYROLL TRIAL BALANCE Print Only Employees Out of Balance N REPORT 2 ENDING DATE 06 30 99 YTD 2400 00 148 80 34 80 238 97 33 90 21 00 10 00 PD DT QTR 12899 1 21599 1 QTR 1 2400 00 183 60 238 97 33 90 YTD 4680 00 288 30 67 44 784 55 78 46 30 00 15 00 PD DT 12899 1 21599 1 22299 1 QTR 1 4680 00 355 74 784 55 78 46 GROSS 1920 00 960 00 1800 00 REPORT 2 ENDING DATE 06 30 99 YTD QTR 1 7080 00 7080 00 437 10 437 10 102 24 102 24 1023 52 1023 52 112 36 112 36 21 00 21 00 10 00 10 00 30 00 30 00 REPORT 2 ENDING DATE 06 30 99 FICA 99 20 49 60 Page 1 ABC LUMBER COMPANY DS06320 PAGE 0001 QTR 3 ENDING DATE 09 30 99 QTR 4 ENDING DATE 12 31 99 QTR 2 QTR 3 QTR 4 STR 1 STATE 1 QTR totals in SS Fica MEDICARE 23 20 11 60 FEDERAL 179 56 59 41 STATE DEDUCTION DEDUCTION 22 96 1 10 00 2 5 00 10 94 1 11 00 2 5 00 QTR 2 QTR 3 QTR 4 STR 1 STATE 1 QTR totals in SS Fica FEDERAL 353 40 111 35 319 80 STATE DEDUCTION DEDUCTION 35 34 3 10 00 4 5 00 11 14 3 10 00 4 5 00 31 98 3 10 00 4 5 00 Page 2 ABC LUMBER COMPANY DS06320 PAGE 0002 QTR 3 ENDING DATE 09 30 99 QTR 4 ENDING DATE 12 31 99 QTR 2 QTR 3 QTR 4 Page 3 ABC LUMBER COMPANY DS06320 PAGE 0003 QTR 3 ENDING DATE 0
79. done changing individual dates press the up arrow again Then you can accept or reject the table lt DnA gt Re enter FirstDate Press the down arrow to enter the first date again which will recalculate the remaining dates The options to accept or reJect the table are displayed again lt Esc gt Reject Press Esc to reject the pay period table as displayed and return to the previous step Enter Pay Thru Date of First Pay Period MMDD 5 Ifyou have more than one method of determining pay periods you can enter another table if needed i e weekly bi weekly semi weekly monthly 6 When you are done entering pay thru tables press Esc at Year to end this process Then enter E to end this process and return to the previous menu NOTE These tables need to be created at the beginning of the new year because dates change every year Be sure to enter new tables as part of your payroll year end procedure Dim11 195 Appendix D Step 4 Create Overtime Tables The Overtime Tables may be used to track overtime hours as calculated on a daily or weekly basis and split overtime pay into multiple levels if necessary There is one table entered for each method or set of overtime calculations The table number created here may be entered into each Employee Misc Data record that should use the method 1 Use Other Options Payroll Other Functions Time and Attendance Table Maintenance Overtime Tables 2 The computer displa
80. dust cR a aa 219 Part 3 Import Export Programs eret ennt nene seiten nns 228 Part4 Year End Updates eicit uisi 234 Time and Attendance Reports 235 1 Employee Information u Lun enne nnns seen teni sene renun 236 2 Time Punch Edit Ist ene ettet SI SON ERE E vto e ede P Lege aieo eR Fou e TERRE De ER Rad 238 9 Hourly Sumt aty rer Ue eese eye i 240 4 Other Pay HOULS ts ses a Z uat deve aa reete Ud ed 242 Table of Contents 5 Swipe Card Table Edit 118 244 Time amp Attendance Special Maintenancee 245 1 Create ADP Pile TTE 246 2 ea VU gx Calc Se gn 248 3 Time Punch Maintenance PM6 enne nien nen 249 4 Employee Misc Data PM neis RUE 250 5 Import ADP to PM riter i ev eo Hi ebat perdi tendre 251 6 Swipe Card Table ore o ee o Lee Ue eee a oak e eue 254 APPENDIX E Commissions 256 Getting Started with Commissions 257 Step 1 Enter Variable File Settings
81. following methods 1 Paid Invoices The program looks at the invoices paid during the current month from the CM3 D Customer Transaction File The month end process purges all CM3 transactions with a zero balance The report picks up zero balance invoices only If there is a charge invoice for 5 000 with a 2 500 payment in January and another 2 500 payment in February it will appear on the commission report printed in February because the transaction balance is zero in February The Beginning and Ending Trans Date range entered above is used for including cash sales in the report calculations 2 Sales History The program looks in the Sales History File SH1 D for invoices sold regardless of whether the payment has been made In this case the Beginning and Ending Trans Date range entered above controls transaction selection Enter Y to round the amount subject to commissions to dollars only Or enter N to not round the amount subject to commissions using both dollars and cents Set up the commission range table The Commission Basis entered above determines what values to enter here If the Commission Basis is sales the range is sales amounts If the Commission Basis is margin the range is margin amounts If the Commission Basis is margin percent the range is margin percent amounts There can be up to 6 levels of amounts percentages See the following examples Dim11 Appendix E One commission rate 4 000 fo
82. is also displayed here Press Tab to accept it or enter the date through which this payroll is paid For example you may cut off payroll on the 10th and pay on the 15 Beginning Employee Number 0 Enter the beginning employee number you wish to print or Tab to begin with the first employee in the batch Ending Employee Number 9999999 Enter the ending employee number or Tab to print all remaining employees in the batch Print the checks using normal report printing procedures STEP 7 Print Direct Deposit Summaries If you are using the Payroll Direct Deposit option this step prints a summary of the direct deposits generated for this payroll Refer to Appendix C Direct Deposits for more information STEP 8 Print Check Register 2 This report shows the detail from the current batch of checks just printed You must print this report after printing checks and before updating payroll and G L entries and check for accuracy There are 3 parts to this report Check Register for each employee Totals general and by department and Deductions one page per code From the Enter Payroll Data Menu check the batch identification Make sure it is the same as the original batch and the Edit List Then select 9 for Print Check Register 33 Payroll Procedures 3 The computer displays DS06104 11 Check Register ABC LUMBER COMPANY Date mm dd yy Rev9 0 1 Port 36 Store 01 1 Input Parameters Batch Number
83. is used to assign check numbers and print the physical check Therefore checks can be printed as many times as needed in case of a paper jam operator error and so forth It is extremely important to keep track manually of all printed checks usable and non usable Checks will be printed for the current batch From the Enter Payroll Data Menu check the batch identification Make sure it is the same as the original batch and the Edit List Then select 7 for Print Payroll Checks The computer displays DS06604N Print Payroll Checks ABC LUMBER COMPANY Date mm dd yy Rev8 1 2 Port 36 Store 01 1 Input Parameters Batch Number PR0810AA Beginning Check Number Check Report Date 81000 Paid Thru Date 81000 Beginning Employee Number 0 Ending Employee Number 9999999 Ent Print Report E End 1 Input Parameters You must provide the beginning check number so enter 1 for Input Parameters The cursor moves to Batch Number Press Tab to accept the displayed batch or change if needed Dim11 Dim11 10 Payroll Procedures Beginning Check Number The computer will not print on the first check in the printer so enter the check number pre printed on the second check as the beginning check number The check number can be up to 7 digits long Check Report Date The current system date is displayed If you wish to accept it press Tab Or enter the date you wish to appear on each check Paid Thru Date The current system
84. may either Dim11 Payroll Special Maintenance a Delete the PM2 and the PM3 record in special maintenance Reindex PM2 and PM3 and re enter it as a new batch updating it to the correct quarter code b Correct the PM1 fields in special maintenance 2 YTD Automatic Deductions Are Out of Balance This refers to the deduction codes that are set up in fields 25 45 of the employee file DS06011A MAINTAIN PAYROLL MASTER STATIC DATA 1ST HALF 1 EMP NO 1800 2 NAME BROOKS GARTH 3 ADDR 1 100 SHAMELESS ROAD 4 ADDR 2 ROPIN WI 5 ZIP CD 65432 6 STORE 1 7 SS 474 92 6211 8 PERIODS PER YR 26 9 MARRIED S M M 10 TYPE S H H 11 FED EXEMPTS 3 12 ST EXEMPTS 3 13 LOC EXEMPTS 0 14 DEPT 2 15 WRKMAN CMP CD 2 16 ST TAX CD 1 17 LOC TAX CD 0 18 RATE SALARY 12 00 19 HIRE DT 0 20 BIRTH DT 92559 21 TERM DT 0 22 FED WH ADDON 00 23 ST WH ADDON 00 24 LOC WH ADDON 00 104 AREA CODE 115 102 5551212 101 LAST RAISE 31595 103 VACATION TAKEN 8 00 105 EXEMPT AMT ANNUAL 00 107 GENDER M F 108 PAY THRU TBL 1 109 DIRECT DEPOSIT Y N DEDUCTIONS CD FREQ AMOUNT LIMIT 25 1ST 3 26 Y 27 100 00 28 10000 00 29 2ND 4 30 YYYYY 31 50 00 32 5000 00 33 3RD 5 34 YYYYY 35 10 00 36 200 00 37 4TH 99 38 YYNNN 39 15 00 40 00 41 5TH 0 42 43 00 44 00 45 6TH 0 46 47 00 48 00 ENTER OPTION A C D N P V E Each time a payroll is updated the automatic deductions on the check accumulate into the
85. name is displayed for your verification For example CS06100 Time Punch ABC LUMBER COMPANY Date mm dd yy Rev8 1 7 Port 40 Store 01 Date mm dd yy Time 12 02 18 Employee Number 100 ADAMS SUE Password Out for Lunch In from Lunch If this is the first punch of the day for this employee the In option is highlighted If there is already an In punch for the day the Out option is highlighted Using the arrow keys move the highlighted bar to the desired selection Press Enter to make your selection You have the following options 1 In Makes the entry for punching in using the displayed time but converting it to military decimal 100 units for minutes Go to Step 5 2 Out for Lunch This option is displayed only if the Allow Lunch option is set up in the Variable File Makes the entry for punching out for lunch using the displayed time but converting it to military decimal Go to Step 5 3 In from Lunch This option is displayed only if the Allow Lunch option is set up in the Variable File Makes the entry for punching in from lunch Go to Step 5 4 Out Makes the entry for punching out using the displayed time but converting it to military decimal Go to Step 5 5 Review Allows you to review punches Go to Step 6 5 The computer displays at the bottom of the screen for clocking in Clocked In 08 25 00 08 05 R Review Week s Punches lt Ent gt Exit Or for clocking out Clocked In 08 25 00 12
86. not allowed The amount is set up in PM1 D Employee Master File in Maintain Deduction Codes 3 Deduction Code 0 1 99 0 direct deposit information for net check 1 99 deduction code Deductions for savings accounts must be set up under a separate deduction code The employee could have several entries in this file at least one for the net check and then others for any deductions that will be deposited directly NOTE The employee must a checking account not a savings account for the net deposit 4 Account Type Enter the code required by the bank when sending the direct deposit C Checking S Savings NOTE For existing direct deposit records with Deduction Code 0 the program assumes it is a checking account 174 Dim11 Appendix C 5 Send Pre Notification Y N Must be set to Y when you set up direct deposit for this employee for the first time Once the pre notification is sent to the ACH center the program will change this flag to N automatically If you are making changes to the employee s direct deposit information such as changing the bank or account number you must manually change this field to Y Then send another pre notification to the ACH 10 days prior to processing payroll with these changes 6 ABA Bank Routing Number Enter the bank s ABA routing number up to 9 characters 7 Bank Account Number Enter the employee s bank account number up to 17 characters 5 R
87. software and Direct Deposit option to the Payroll Menu under other P R Options Call Dimensions support at 1 800 755 5911 during normal business hours 165 Appendix C Step 3 Create Direct Deposit File The Direct Deposit system requires one new file Employee Direct Deposit Information PM8 D This file contains the employee number deduction codes send pre notification ABA bank routing number and bank account number Using System Manager File Management Create Files DS08911 build PM8 D This file holds one record per employee and deduction Build the file for twice the number of employees twice the size of PM1 D 166 Dim11 Appendix C Step 4 Maintain Employee Master File PM1 D Dim11 4 For each employee participating in Direct Deposit change their employee record in the Employee Master File PM1 D You need to know the employee numbers before beginning this procedure From the Payroll Main Menu select Payroll File Maintenance Then select 1 for Maintain Employee File PM1 to maintain existing employees The computer displays DS06011A MAINTAIN PAYROLL MASTER STATIC DATA 1ST HALF EMP NO ADDR 1 ZIP CD STORE 2 NAME 4 ADDR 2 7 SSH 8 PERIODS PER YR MARRIED S M TYPE S H 11 FED EXEMPTS 12 ST EXEMPTS LOC EXEMPTS DEPT 15 WRKMAN CMP CD 16 ST TAX CD LOC TAX CD RATE SALARY 19 BIRTH DT TERM DT 22 FED WH ST WH ADDON 104 AREA CODE 101 LAST RAISE 24 L
88. store DS06324 Payroll Distribution DIM11 DATA Date mm dd yy Rev10 0 1 NZH 1 Port 37 Store 01 1 Input Parameters Beginning Employee Number 0 Ending Employee Number 9999999 Beginning Department Number 0 Ending Department Number 99 Date Range 1 Check Date 2 Paid Thru Date 1 Beginning Date 0 Ending Date 999999 N Print Check Detail Y N Select H Hourly S Salary B Both B Number of Copies d Report Date mmddyy Store Number 0 A11 0 Ent Print Report E End 1 Input Parameters Special and Unique Input Parameters Date Range 1 Check Date Enter 1 if you wish to print by check date range or 2 to 2 Paid Thru Date print by paid thru date range Print Check Detail Y N Enter Y if you wish to print the detail of each check in the selected employee and date ranges Detail includes the check number and check date for each check for each selected employee Or enter N to print the totals for each selected employee only Select H Hourly S Salary Enter H if you wish to include only hourly employees S B Both for only salary employees or B for both Dim11 81 Payroll Reports SAMPLE PAYROLL DISTRIBUTION Print Check Detail N mm dd yy PAYROLL DISTRIBUTION REPORT ABC COMPANY DS06324 13 30 13 PAGE 0001 EMPLOYEE NAME OVT PAY OTHER PAY GROSS DEPT 1 SALARIES DEPT1 WORKMANS COMP CODE 3 CLERICAL 1 NUMERO UNO VACATION SICK DENVER JOHN VACATION IDOL BILLY LENNON JOHN NELSON WILLIE RAITT BONNI
89. text file to begin the exporting process The computer creates text file named PM6EXP where is the store number entered in the input parameters The same filename is used every time a text file is created for a store overwriting the previous information in the text file The information in PM6 D remains unchanged allowing you to repeat this process as many times as needed if you encounter a problem with exporting the data The computer displays the following while exporting records from PM6 D to the text file Now processing employee 3200 20000828 When done the computer displays Export complete lt Ent gt to end Press Enter to acknowledge this message and return to the screen displayed in Step 2 where you can end this option and return to the previous menu 4 Send the text file PM6EXP to corporate by copying it to DOS diskette and mailing sending by modem or attaching it to an e mail Steps 5 9 describe Generate Punches from File taking the text file created at a remote store and transferring that data into PM6 D file at the corporate location You need to determine the method and frequency of transferring the text file s from remote locations 5 From the Time and Attendance Menu at the corporate location select 3 for Time Punch Edit Then select 6 for Generate Punches from File 6 The computer displays CS06117 I Import PM6 D from Text ABC LUMBER COMPANY Date mm dd yy Rev9 0 1 Port 38 St
90. the menu During the installation of the Time amp Attendance option the Time Punch program was added to every menu employees would access at the beginning and end of every day Therefore the Time Punch program may appear on some menus but not on others 2 The computer displays cs06100 Time Punch ABC LUMBER COMPANY Date mm dd yy Rev8 1 7 Port 40 Store 01 Date mm dd yy Time 11 38 42 Employee Number Password Out for Lunch In from Lunch The time displayed on the screen is in military hours and regular minutes 60 minutes per hour It is the system time controlled by the operating system Options 2 and 8 Out for Lunch and In from Lunch are displayed only if the option is set up in the Variable File for Time amp Attendance The cursor is positioned at Employee Number Enter your employee number as assigned in the Payroll Master File PM1 D It is not displayed as you type If you make a mistake in your entry press the Backspace key and enter the employee number again If you have the swipe card feature set up swipe the employee s card through the card reader now Only hourly employees are allowed Or press Esc to not punch in but return to the previous menu 3 cursor moves to Password Enter your password last 4 digits of your Social Security number This is also not displayed as you type it 216 Dim11 Appendix D 4 Ifthe employee number and password were entered correctly the employee
91. the steps needed to set up the Direct Deposit system for the first time Then refer to the detailed instructions immediately following the overview to accomplish each step STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 Dim11 Set Up Direct Deposit with Bank Work with a Dimensions Implementation Specialist or Support Analyst to obtain the proper information from your bank to set up a direct deposit procedure License Direct Deposit Software This step licenses the Direct Deposit software making it available on the other P R Options Menu Build Direct Deposit File This step creates the file needed for the Direct Deposit system PM8 D Employee Direct Deposit Info File This file holds specific information for each employee participating in direct deposit such as the deduction code bank routing number and account number Maintain Employee Master File PM1 D For each employee participating in Direct Deposit change field 109 DIRECT DEPOSIT Y N in their employee record in PM1 D Enter Variable File Settings Set up options required for transmitting direct deposit information such as transmission method routing method bank routing number modem phone number bank account number and so on Set Up Deduction Codes for Direct Deposit If certain payroll deductions are going to be deposited directly into a bank account the deduction code must be flagged with the direct deposit option Deductions codes are mai
92. to another enter the letter s or number s and press Enter area of the employee list asin Step 1 3 Depending on which program you are using continue as instructed on the Screen NOTES Dim11 41 Payroll Procedures Part 4 Void Checks PURPOSE NOTES 42 There are two different ways to void a payroll depending on whether the payroll batch has been updated This procedure explains both methods This works for both computer printed checks and hand checks PROCEDURE BATCH HAS NOT BEEN UPDATED 1 After checks have been printed but before the batch is updated you can use Void Change Payroll Input to change an employee s check hours rate other pay deductions taxes or void it completely from the batch Depending on the error on the check the employee s record in the Employee Master File PM1 D might need to be adjusted number of exemptions federal withholding addon rate salary etc Then return to Enter Payroll Data using the same batch code and enter the timecard again Print the Edit List again and check for accuracy Print a new payroll check The computer uses the check number of the last check printed If the checks are all correct finish the batch by updating it and printing the remaining reports PROCEDURE BATCH HAS BEEN UPDATED 1 After a batch has been updated it is more involved to void a check First you must create a new payroll batch Use a batch code that indicates this is a co
93. to date figures or 2 for year to date 1 Quarter To Date 2 Year To Date Date Selection For Enter 1 to use the paid thru date or 2 for the check date Qtr to Date 1 Paid Thru Date 2 Check Date State Number 0 All Enter the state number you wish to include on the report Or enter 0 to include all states Print All Hire Dates Y N Enter Y to print hire dates for all employees N to not print them Subtract Cafeteria From Enter Y to subtract the cafeteria deduction from gross wages Gross Y N N to not subtract it Dim11 61 Payroll Reports SAMPLE QUARTERLY FUTA REPORT ABC COMPANY QTR FUTA REPORT DS06311 STORE 1 STREET ADDRESS FOR QTR 4 ENDING 12 31 98 PAGE 1 ANYTOWN USA 01010 FED NUMBER 12 3456789 STATE 1 PHONE 123 456 7890 FAX 123 098 7 RATE 80 LIMIT 7000 00 STORE 0 EMPLOYEE NAME NO HIRE DATE IF IN WAGES GARTH BROOKS 474 92 6211 1992 00 JOHN DENVER 455 12 3221 1920 00 BILLY IDOL 990 89 3131 2640 00 JOHN LENNON 551 89 1122 5000 00 WILLIE NELSON 474 90 1230 3600 00 BONNIE RAITT 545 82 6542 6320 00 TOTALS OF THIS PAGE ONLY 21472 00 GRAND TOTAL OF ALL PAGES 21472 00 WAGES IN EXCESS OF LIMIT 3320 00 SALARIES DEPT2 SALARIES DEPT2 GRAND TOTAL OF ALL DEPARTMENTS 62 Dim11 Payroll Reports 9 Quarterly SUTA This report prints in employee number order showing employee name Social Security number hire date Gf in quarter quarter to date or year to date wages SUTA wages
94. up all remaining customers found in the file Enter the first transaction date found for cash sales in the Sales History File to be included in this report Or press Tab to begin with the first transaction date found in the file Charge sales are selected based on Calculate On entered below Enter the last transaction date found for cash sales in the Sales History File to be included in this report Or press Tab to pick up all remaining transactions found in the file Enter Y to print each invoice return transaction for each customer Or enter N to print customer totals only Press the up arrow to view the available options for commission basis Enter 1 to use sales dollars 2 to use margin dollars or 3 to use margin percent If you select 2 or 3 the computer also asks whether the margin is calculated on average or market cost This parameter works in conjunction with the commission range entered below The program first computes the total amount subject to commission for each salesman Then it looks at the commission method selected here for instructions on calculating the commission amount Press the up arrow to view the available options for commission method Enter one of the following methods 1 Fixed Amount subject to commission x percent entered on the commission range table For example Amount subject to commission 7 500 7 500 x 5 25 from commission range table 393 75 2 Incremental Amount subject to c
95. up the tax tables See 6 Tax Table CSVM0806 Single and Married with 0 Exemptions SINGLE CSVM0806 State Local Payroll Tax Table Rev7 0 50 1 Marital Status s 2 State Local Code 1 99 21 LINE WAGES OVER 00 5016 11888 18761 26045 32916 00 00 00 00 00 00 00 00 00 00 00 lt Esc gt Go Back One Field BUT NOT OVER 5016 11888 18761 26045 32916 999999 lt Tab gt Go Forward One Field 00 00 00 00 00 00 00 00 00 00 00 00 SINGLE CA SGL M 0 WITHHOLDING AMOUNT 00 50 187 462 899 1449 00 00 00 00 00 00 16 60 52 56 24 LUMBER COMPANY WITHHOLDING PERCENTAGE End Single and Married with 0 Exemptions MARRIED CSVM0806 State Local Payroll Tax Table Rev7 0 50 1 Marital Status M 2 State Local Code 1 99 21 LINE WAGES OVER 00 5016 11888 18761 26045 32916 00 00 00 00 00 00 00 00 00 00 00 lt Esc gt Go Back One Field BUT NOT OVER 5016 11888 18761 26045 32916 999999 lt Tab gt Go Forward One Field 00 00 00 00 00 00 00 00 00 00 00 00 MARRIED CA SGL M 0 WITHHOLDING AMOUNT 00 50 187 462 899 1449 00 00 00 00 00 00 16 60 52 56 24 ABC LUMBER COMPANY 00 00 00 00 00 30 00 00 00 00 00 00 WITHHOLDING PERCENTAGE End 00 00 00 00 00 30 00 00
96. you are unsure what code to enter here Most companies use D for the 401K code so the system defaults to it Box 13 on the form will contain this code and the total of the deferred deductions deduction type 1 Enter 1 to print the W 2 forms 2 to print the W 2 report or 3 to print the information to a text file so you can print the W 2 forms and or report at a later date If you selected to print the W 2 forms enter Y if you wish to print them at a time Or enter if you wish to print them all for the selected range of employees Enter 1 to use the paid thru date or 2 for the check date for year to date values You will most likely print by check date If you have a Paid Thru Date of 12 30 and a Check Date of 01 02 yy printing by Paid Thru Date will not pick up the last check Enter the beginning date of the desired year Enter the ending date of the desired year NOTE When printing forms electronically in the MMREF format Magnetic Media Reporting and Electronic Filing do not compress print 80 Dim11 Payroll Reports 16 Payroll Distribution This report shows how the payroll was distributed year to date showing columns of the following information Regular hours Regular pay Overtime hours Overtime pay Other pay Gross pay Then it prints lines for regular pay holiday pay sick pay vacation pay etc The report is totaled by employee and department then by Worker s Comp Code and
97. you do not need to include it in the copy command For example doscp extpaynn 4 dev fd0 extpaynn ZZs AIX UNIX doswrite a u live live01 extpaynn Z nn File ID Company Code NOTE If you are copying the file and you are in the u live live01 directory already you do not need to include it in the copy command For example doswrite a extpaynn ZZ extpaynn 247 Appendix D 2 Purge PM6 File FILENAME PM6 D Employee Time Clock File KEYS N A COMMENTS This program purges time punches from PM6 D Records are purged based on Paid Thru Date and are purged whether or not they are completed This program be run once a year as part of the year end closing or more frequently if you determine you do not need to keep this information for a year From the Time amp Attendance Special Maintenance Menu select 2 for Purge PM6 File Enter your employee number and password The password is the last four digits of your Social Security number The purge process may be limited by the security level of the employee accessing this program If the correct password is entered the screen displays CS06112 Purge PM6 D ABC LUMBER COMPANY Date mm dd yy Rev8 0 0 ABC CO Port 41 Store 01 This program will purge the Employee Time Clock File PM6 D of all punches or before the date entered Purge Date MMDDYY 0 Enter the purge date Time punches on or before this purge date will be de
98. 0 Rev8 1 1 Commissions ABC LUMBER COMPANY Enter Commissions Void Entries Print Edit List Update Commissions Change Calendar Year amp Month Change Store Change Date Enter Option E to End Date mm dd yy Port 37 Store 01 YR MO 199911 265 Appendix E Check the date store number and calendar year and month displayed in the upper right hand corner of the screen You have the following options 1 Enter Commissions Enter the invoices from the Order Entry system that will be used for calculating commissions See Steps 6 13 2 Void Entries Void incorrect entries as found on the edit list before updating the batch See Steps 14 15 3 Print Edit List Print the edit list to check the entries made in Enter Commissions See Steps 16 17 4 Update Commissions Updates the entries to KM1 D Commissions Transaction File by participant The information in this file provides the commission report See Steps 18 19 97 Change Calendar Year As you enter commissions the system automatically amp Month assigns the displayed calendar year and month The computer asks Enter Year and Month Enter the new calendar year and month 98 Change Store you enter commissions the system automatically assigns the displayed store number The cursor moves to Change Store Enter the new store number 99 Change Date As you enter commissions the system automatically assigns the displayed date The
99. 0 Send Direct Deposit To Bank ABC LUMBER CO Date mm dd yy Rev9 0 8 Port 37 Store 01 1 Input Parameters Batch Id PR083100 Effective Date MMDDYY mmddyy File Batch ID 1 2 Print Direct Deposit Edit List 3 Create ACH Text File And Transfer Enter Option E End Select 1 to change the input parameters if needed 12 After you enter the input parameters select 2 for Print Direct Deposit Edit List to check the data that will be transmitted 13 The computer displays CS06330P Direct Deposit Edit List ABC LUMBER CO Date mm dd yy Rev8 0 1 Port 37 Store 01 1 Input Parameters Number Of Copies Report Date Ent Print Report E End 1 Input Parameters Print the report using standard print procedures See the following sample report Check the report that it contains the proper data Use the totals from the edit list total number of detail records and batch hash total to verify the totals from the bank reports SAMPLE DIRECT DEPOSIT EDIT LIST mm dd yy DIRECT DEPOSIT EDIT LIST ABC LUMBER CO CS06330P 17 04 20 PAGE 0001 EMPLOYEE NAME 5 5 BANK ROUTE EMP ACCT AMOUNT WHITE SUE 0 CHECK 204444444 20555555555555555 255 61 WHITE SUE 2 1 PENSION 214444444 24555555555555555 10 00 WHITE SUE 2 2 GARNISHMENT 224444444 22555555555555555 20 00 GREEN FRED 345 67 8901 0 CHECK 304444444 30555555555555555 211 30 GREEN FRED 345 67 8901 15 DIR DEPOSIT 315444444 31555555555555555 15 00 GREEN FRE
100. 00 00 00 00 Date mm dd yy Port 66 Store 01 lt F1 gt Help Date mm dd yy Port 66 Store 01 lt F1 gt Help Dim11 Appendix B Dim11 Single and Married with 1 Exemption s CSVM0806 State Local Payroll Tax Table Rev7 0 50 1 Marital Status M 2 State Local Code 1 99 22 LINE WAGES OVER lt Esc gt Go Back One Field 00 10032 23776 37522 52090 65832 00 00 00 00 00 00 00 00 00 00 00 BUT NOT OVER 10032 23776 37522 52090 65832 999999 lt Tab gt Go Forward One Field 00 00 00 00 00 00 00 00 00 00 00 00 MARRIED CALIF M24 WITHHOLDING AMOUNT 00 100 375 925 1799 2896 00 00 00 00 00 00 32 20 04 12 48 ABC LUMBER COMPANY WITHHOLDING PERCENTAGE End 00 00 00 00 00 30 00 00 00 00 00 00 Date mm dd yy Port 66 Store 01 lt F1 gt Help Single table is not required but provided here anyway CSVM0806 State Local Payroll Tax Table Rev7 0 50 1 Marital Status s 2 State Local Code 1 99 22 LINE WAGES OVER lt Esc gt Go Back One Field 00 10032 23776 37522 52090 65832 00 00 00 00 00 00 00 00 00 00 00 10032 23776 37522 52090 65832 999999 lt Tab gt Go Forward One Field Single Head of Household CSVM0806 State Local Payroll Tax Table Rev7 0 50 1 Marital St
101. 00 00 1000 00 2000 00 15 00 2000 00 3000 00 35 00 3000 00 4000 00 60 00 4000 00 5000 00 90 00 5000 00 6000 00 125 00 6000 00 7000 00 165 00 7000 00 8000 00 210 00 8000 00 9000 00 260 00 9000 00 999999 99 315 00 00 00 00 00 00 00 2 2 2 3 3 4 4 5 5 6 lt Esc gt Go Back One Field lt Tab gt Go Forward One Field End 50 00 50 00 50 00 50 00 50 00 00 00 Date mm dd yy Port 37 Store 01 lt F1 gt Help Date mm dd yy Port 37 Store 01 lt F1 gt Help Dim11 Appendix C APPENDIX C DIRECT DEPOSIT Dim11 161 Appendix C APPENDIX C Direct Deposit 162 Introduction The Payroll Direct Deposit software allows an employee to have his her paycheck deposited directly to a bank account Also deductions may be directly deposited to a bank account such as a savings account The employee s record in PM1 D Payroll Master File indicates if the net check is to be a direct deposit Also if payroll deductions are to be deposited directly into a bank account the deduction code in the Variable File can be flagged for direct deposit Then if an employee is set up for that particular deduction and is also flagged for direct deposit in PM1 D two deposits will be made An employee can not have a deduction flagged for direct deposit and not have his her net check deposited directly Dim11 Appendix C Getting Started with Direct Deposit See the following overview of
102. 00 RAITT BONNIE 1 2 3 CAFETERIA 2400 DENVER JOHN 1 1 1 PENSION 3200 IDOL BILLY 1 1 2 GARNISHMENT TOTALS EMP NUMBERS 2400 DENVER JOHN 1 1 1 PENSION TOTALS EMP NUMBERS 1800 BROOKS GARTH 1 2 3 CAFETERIA 2400 DENVER JOHN 1 1 1 PENSION 3200 IDOL BILLY 1 1 2 GARNISHMENT PR11111 PAID TOTALS EMP NUMBERS 7400 Dim11 2112 00 16 00 120 00 H 8 00 3 CAFETERIA 2464 00 22 00 112 00 1604 00 16 00 80 00 H 13 50 5 00 3 CAFETERIA REG HRS 80 00 OT HRS 1920 00 2464 00 1280 00 4 00 CHECK DATE 1240 26 12 00 84 68 H 12 45 4 CREDIT UNION 1568 00 16 00 86 00 H 8 00 3 CAFETERIA 1760 00 22 00 80 00 THRU DAT REG HRS 250 68 OT HRS 160 00 1016 16 1376 00 1760 00 CHECK DATE 122 33 119 57 133 88 6 DEDUCTION 6 120 46 00 6 DEDUCTION 6 1037 28 117 67 111 48 3114 66 99 Payroll Reports Print Batch Detail N mm dd yy PAYROLL EDIT LIST PM2 D ABC COMPANY DS06319 15 17 43 SEQ EMP NO NAME 5 CD BATCH PR012899 TOTALS BATCH PR013198 TOTALS BATCH PR081598 TOTALS PR082698 PR082698 TOTALS BATCH PR11598 TOTALS REPORT TOTALS TOTALS 100 EMP NUMBERS EMP NUMBERS EMP NUMBERS EMP NUMBERS EMP NUMBERS DEPT RATE SAL REG HRS PAID THRU DATE 01 28 99 REG HRS THRU DATE REG HRS THRU DATE THRU DATE REG HRS THRU DATE REG HRS REG HRS 360 00 1173 68 GROSS
103. 01 1 Input Parameters Beginning Employee No 0 Ending Employee No 99999999 Number of Copies L Report Date mmddyy lt Ent gt Print Report E End 1 Input Parameters SAMPLE EMPLOYEE ADDRESS LIST EMPLOYEE ADDRESS LIST ABC COMPANY DS06033 PAGE 0001 T NAME ADDRESS 1 ADDRESS 2 ZIP CODE PHONE ss NUMERO UNO 4TH ST HOMETOWN USA 12345 000 0000 123 45 6789 BROOKS GARTH SHAMELESS ROAD ROPIN WI 65432 715 555 1212 474 92 6211 DENVER JOHN ROCKY MOUNTAIN DR COUNTRY ROADS WI 66621 715 882 0694 455 12 3221 IDOL BILLY EYES WITHOUT A FACE REBEL YELL MN 55408 612 927 6559 990 89 3131 HEAD POTATO 000 0000 987 65 4321 LENNON JOHN INSTANT KARMA RD STRAWBERRY FIELDS WI 55420 715 666 5544 551 89 1122 NELSON WILLIE HARRIET AVE SHOREVIEW MN 55107 612 483 8599 474 90 1230 RAITT BONNIE TALK ABOUT DRIVE COUNTRY WI 33341 715 665 1224 545 82 6542 ACTIVE EMPLOYEES TERMINATED EMPLOYEES TOTAL EMPLOYEES 52 Dim11 Payroll Reports Quarterly Reports 4 941 Quarterly Report This report allows you to enter the quarter code 1 4 and quarter ending date you wish to access The report includes a listing of employees with social security number showing the following information for the selected quarter as well as year to date figures Gross wages SUTA wages FICA SS wages Extra code limit FICA Medicare wages Date of new hire this quarter FUTA wages The grand totals for the report show the following totals by quarter and year to dat
104. 03 00 1087 05 44803 00 999999 00 1636 81 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 Back One Field lt Tab gt Go Forward One Field COMPANY WITHHOLDING PERCENTAGE End California SDI State Disability Insurance 00 00 00 00 00 30 00 00 00 00 00 00 Date mm dd yy Port 66 Store 01 lt F1 gt Help 1 Set up the basic state local information for the code CSVM0805 CSVM0805 11 0 10 11 12 13 C hange Payroll State Local Basic Info DIM11 DATA 2 State Local Code 1 99 Description State Abbreviation WITHHOLDING INFORMATION ID Number 8888 Withholding G L Number 2323 01 SDI UNEMPLOYMENT INFORMATION ID Number UNEMPLOY ID Rate 1 70 Limit 7000 00 GENERAL INFORMATION Program Name for Calculation DS06410 Deduct Federal Tax Before Calculation Y N Round Calculated Tax Defer 401K Wages Y N Defer Cafeteria Plan Wages Y N D elete N ext revious E nd Date mm dd yy Port 38 Store 01 2 Then set up the tax rate in Tax Calculation Information CSVM0805 CSVM0805 11 0 P R State Local Tax Calculation DIM11 DATA 2 State Local Code 1 99 Description CA SDI Tax Method Percent Amount for Tax Not Used Misc Deduction Limit lt Esc gt Go Back One Field lt Tab gt Go Forward One Field End Date mm dd yy Port 38 Store 01 lt F1 gt Help Dim11 Dim11 Appendix
105. 1 Payroll Procedures Page 3 mm dd yy 14 27 00 PAYROLL CHECK REGISTER ABC LUMBER COMPANY TOTAL OTHER PAY NO OF CHECKS 2 HAND CHECKS 0 4 mm dd yy 14 27 00 01 PENSION ABC LUMBER COMPANY EMP NO SOC SEC NUM EMP NAME STR DEPT 0002400 455 12 3221 DENVER JOHN 1 01 DEDUCTION TOTALS Page 5 mm dd yy 14 27 00 04 CREDIT UNION ABC LUMBER COMPANY EMP NO SOC SEC NUM EMP NAME STR DEPT 0006000 545 82 6542 RAITT BONNIE 2 02 DEDUCTION TOTALS DS06104 PAGE 0004 DS06104 PAGE 0005 DESCRIPION SALARIES DEPT2 DS06104 PAGE 0006 DESCRIPION SALARIES DEPT2 STEP 9 Print Current Workers Comp Report This report shows workers compensation detail from the batch of checks just printed It includes the following information for each comp code Workers comp code and description Regular earnings Overtime portion Exempt amount Gross Workers comp total Rate Limit Amount y v V Vv V V V V v Dim11 35 Payroll Procedures 1 From the Enter Payroll Data Menu check the batch identification Make sure it is the same as the original batch and the Edit List 2 Then select 10 for Print Current Workers Comp Report 3 The computer displays 506105 Workers Compensation Report ABC LUMBER COMPANY Date mm dd yy Rev8 0 0 Port 36 Store 01 1 Input Parameters Batch Number PR0810AA Number of Copies T Report Date mmddyy Ent Print Report E End 1 Input Parameters
106. 1 4 Quarter Beg Date MMDDYY Quarter End Date MMDDYY Print Option 1 Quarter to Date 2 Year to Date Print by 1 Paid Thru Date 2 Check Date Store Number 0 11 Number of Copies Beginning Employee Number Ending Employee Number NOTE Totals come from PM2 D If Payroll History has not been saved or Period Ending Dates are not correct then totals will not be correct lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Quarter Code 1 4 The computer defaults to the current quarter as stored in the Variable File Basic Payroll Information Or you can enter the quarter for which you wish to print information Quarter Beg Date MMDDYY The computer displays the beginning date of the selected quarter Press Tab to accept or enter a different date if needed Quarter End Date MMDDYY The computer displays the ending date of the selected quarter Press Tab to accept or enter a different date if needed Print Option Enter 1 to use quarter to date figures or 2 for year to date 1 Quarter To Date 2 Year To Date Print By Enter 1 to use the paid thru date or 2 for the check date 1 Paid Thru Date 2 Check Date Dim11 59 Payroll Reports SAMPLE QUARTERLY FICA REPORT ABC COMPANY QUARTER TO DATE FICA REPORT DS06312 STORE 1 STREET ADDRESS FOR QTR 4 ENDING 12 31 98 PAGE 0001 ANYTOWN USA 01010 FEDERAL ID 12 3456789 STORE 00 PHONE 123 456 7890 FAX 123 098 7 E
107. 1 Check Date or 2 Paid Thru Date 1 Purge Payroll Transactions Thru MMDDYY 123100 Purge Cleared Checks Only lt Y N gt Y Purge Time Attend Punches PM6 MMDDYY 123100 The cursor is positioned at Select 1 Check Date or 2 Paid Thru Date NOTE If you purge payroll checks from PM2 D you can no longer clear checks using the G L Check Reconciliation program If you use G L Check Reconciliation select a date old enough to purge only checks which have cleared such as 09 30 yy Enter the following Select 1 2 Check Date or This is for purging payroll transactions from 2 Paid Thru Date PM2 D and PM3 D Enter the desired date for purging transactions check date or paid thru date Purge Payroll Transactions Enter the purge through date for the selected Thru MMDDYY method of purging End Purge Cleared Checks Enter Y to purge cleared checks from PM2 D Only Y N Payroll Detail Transaction File If field 64 Y in PM2 D those check records will be purged during the payroll year end update Purge Time Attend Punches This parameter appears only if you have set up the PM6 MMDDYY Time and Attendance system Enter a purge date for time and attendance punches in PM6 Employee Time Clock File All punches on or before the date you enter will be purged from the file If you have pay period that spans across the year end enter a purge date prior to the beginning of that pay period You may choose to keep several months of
108. 18 12 54 19 PAGE 0001 EMP NO NAME CHECK NO CHCK DATE PENSION GARNISHMENT UNITED WAY CREDIT UNION 1800 BROOKS GARTH 82207 8 21 98 100 00 50 00 110500 11 04 98 100 00 50 00 123200 12 20 98 100 00 50 00 EMPLOYEE 2 300 00 150 00 DENVER JOHN 82208 8 21 98 4 00 110501 11 04 98 4 00 123201 12 20 98 x 4 00 EMPLOYEE 12 00 IDOL BILLY 82209 8 21 98 110502 11 04 98 123202 12 20 98 EMPLOYEE NELSON WILLIE 82210 8 21 98 110503 11 04 98 123204 12 20 98 EMPLOYEE RAITT BONNIE 82211 8 21 98 110504 11 04 98 123205 12 20 98 EMPLOYEE Dim11 85 Payroll Reports 18 Retirement Report This report prints gross wages amount deducted deduction code entered in the input parameters and the employer s contribution also entered in the input parameters as a percentage of gross DS06323 Payroll Retirement Report DIM11 DATA Date mm dd yy Rev10 0 1 Port 37 1 Input Parameters Store 01 Report Order 1 Beginning Employee No 0 Ending Employee No 9999999 Quarter 1 Ending Date 33102 Quarter 2 Ending Date 63002 Quarter 3 Ending Date 93002 Quarter 4 Ending Date 123102 Date Range Option 1 1 Check Date 2 Paid Thru Date Beginning Date 0 Ending Date 999999 Store Number 0 11 State Number 0 11 Company s Percentage Retirement Deduction Code Number of Copies Report Date mmddyy Report Order deeeeeeekekeeeeieiek 1 Employee Number 2 Employee Name lt Ent gt Print Report E End 1 Input Parameters
109. 2 3 4 5 6 7 8 ENTER OPTION Dim11 199 Appendix D Step 6 Enter Variable File Settings Make the following Variable File entries for the Time amp Attendance option 1 From the Time amp Attendance Menu select 5 for Time amp Attend Variable File 2 The computer displays the following menu CSVM0900 Time and Attendance Options ABC LUMBER COMPANY Date mm dd yy Rev7 0 51 Port 37 Store 01 Choose Time and Attendance Options Menu 1 Time and Attendance Maint 2 Time and Attendance Report lt Esc gt End Enter 1 to maintain the Time amp Attendance Variable File settings Or enter 2 to print the report showing the Time amp Attendance Variable File settings See the sample report at the end of this section 3 Ifyou selected 1 above the computer displays another menu CSVM0901 Time and Attendance Options ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 37 Store 01 Store Number Choose Selection Time and Attendance Options Other Pay Type Descriptions Payroll Import Programs Change Store lt Esc gt End You have the following options 1 Time amp Attendance Options These options are for ADP users only See Step 4 2 Other Pay Type Descriptions Enter these descriptions whether or not you use ADP to process the payroll See Step 5 3 Payroll Import Programs See Step 6 4 Ifyou selected 1 for Time amp Attendance Options the computer displays 200 Dim11
110. 2 00 G SELLER 3 JOE 4 14 88 A 50 00 29 76 GRAND TOTAL 17 You are returned to the previous menu Dim11 269 Appendix E Steps 18 19 describe option 4 Update Commissions 18 When the edit list is correct you are ready to update the commissions You cannot void commission entries once this step is executed You must enter a negative commission entry update the entry and then enter it again correctly Enter 4 for Update Commissions and the computer begins the update immediately The update does the following a KM2 D Commissions Entry Marks the update flag field 50 with U for updated b KM1 D Commissions Transaction File Adds record by participant code The commission report comes from data in this file c FMI D Folio File only if using folios Adds record type 5 commissions The following information is saved folio number record type 5 sequence 0 999 store number calendar year and month YYYYMM customer number invoice date MMDDYY posting date commission code 1 9999 commission basis G S M sales dollars freight cost A R discount A P discount other adjustment base amount total units KM2 sequence 19 When done processing the computer displays End of Update Press lt Ent gt to Continue Press Enter to acknowledge this message and return to the previous menu 270 Dim11 Appendix E Part 2 Print Commissions Dim11 This section contains th
111. 3 and re enter it as a new batch updating 1t to the correct Quarter code b Correct the PM1 fields in special maintenance YTD Automatic Deductions Are Out of Balance This refers to the deduction codes that are set up in fields 25 45 of the employee file DS06011A MAINTAIN PAYROLL MASTER STATIC DATA 1ST HALF EMP NO 1800 2 NAME BROOKS GARTH ADDR 1 100 SHAMELESS ROAD 4 ADDR 2 ROPIN WI ZIP CD 65432 6 STORE 1 7 SS 474 92 6211 8 PERIODS PER YR 26 MARRIED S M M 10 TYPE S H H 11 FED EXEMPTS 3 12 ST EXEMPTS 3 LOC EXEMPTS 0 14 DEPT 2 15 WRKMAN CMP CD 2 16 ST TAX CD 1 LOC TAX CD 0 18 RATE SALARY 12 00 19 HIRE DT 0 BIRTH DT 92559 21 TERM DT 0 22 FED WH ADDON 00 ST WH ADDON 00 24 LOC WH ADDON 00 104 AREA CODE 715 102 PHONE 5551212 101 LAST RAISE 31595 103 VACATION TAKEN 8 00 105 EXEMPT AMT ANNUAL 00 107 GENDER M F M 108 PAY THRU TBL 1 109 DIRECT DEPOSIT Y N DEDUCTIONS CD FREQ AMOUNT LIMIT 25 1ST 3 26 Y 27 100 00 28 10000 00 29 2ND 4 30 31 50 00 32 5000 00 33 3RD 5 34 YYYYY 35 10 00 36 200 00 37 4TH 99 38 YYNNN 39 15 00 40 00 41 5TH 0 42 43 00 44 00 45 6TH 0 46 47 00 48 00 ENTER OPTION A C D N P V E Each time a payroll is updated the automatic deductions on the check accumulate into the PM1 automatic deduction fields 85 90 506011 MAINTAIN PAYROLL MASTER 5 2ND HALF 1 EMP NO 1800 2
112. 3 25 98 100 JARVIS BERTRAM J 300 ZAPPA MOON BATCH TOTALS NUMBER DETAIL RECORDS PRO40198 04 01 98 04 01 98 100 JARVIS BERTRAM J 300 ZAPPA MOON 1100 PAULI J T 2600 LAKE POWELL BATCH TOTALS NUMBER DETAIL RECORDS PRO41098 04 10 98 04 10 98 100 JARVIS BERTRAM J 100 JARVIS BERTRAM J BATCH TOTALS NUMBER DETAIL RECORDS REPORT TOTAL NUMBER DETAIL RECORDS Dim11 187 Appendix C Deduction Code Maintenance NOTE Deduction codes were entered during Getting Started with Direct Deposit See the introduction to this appendix If you need to add or changes deductions after Direct Deposits have been started use this option Set up any deduction codes for direct deposit These are most likely deposits made to credit union accounts or savings accounts that employees can have deducted from their pay A deduction can be set up for direct deposit only if the selected banking institution has a transit number and the employee has an account there 1 From the Payroll Menu select Other P R Options Then select Direct Deposit 2 Select 4 for Deduction Code Maintenance 3 The computer displays CSVM0803 11 Deductions ABC LUMBER COMPANY Date mm dd yy Rev9 0 2 Port 37 Store 01 Store Number Deduction Code 1 99 Description Deduction Method Deduction Direct Deposit Y N Print Totals on Check Register Y N Deduction G L Account lt Esc gt Change Store lt 1 gt
113. 3131 IDOL BILLY 990 89 3131 IDOL BILLY 990 89 3131 LENNON JOHN 551 89 1122 NELSON WILLIE 474 90 1230 NELSON WILLIE 474 90 1230 NELSON WILLIE 474 90 1230 BROOKS GARTH 474 92 6211 BROOKS GARTH 474 92 6211 BROOKS GARTH 474 92 6211 BROOKS GARTH 474 92 6211 BROOKS GARTH 474 92 6211 BROOKS GARTH 474 92 6211 BROOKS GARTH 474 92 6211 RAITT BONNIE 545 82 6542 RAITT BONNIE 545 82 6542 RAITT BONNIE 545 82 6542 96 Print Check Detail Y Page 1 ABC COMPANY DEPT NO 1 DS06322 SALARIES 1 PAGE 0001 OT HRS DEDUCTIONS REG EARN OT EARN OTHER PAY GROSS PAY BANK CHK NO FEDERAL FICA STATE LOCAL NET PAY CHECK DATE 800 00 125 00 107 88 58 86 00 622 50 925 00 1 82205 08 21 98 400 4 1006 13 10 06 98 800 N E 110498 13 5 X 11 04 98 120998 12 09 98 123198 12 20 98 82208 08 21 98 110501 11 04 98 123201 12 20 98 82209 08 21 98 110502 11 04 98 123202 12 20 98 123203 12 20 98 82210 08 21 98 110503 11 04 98 123204 12 20 98 01 31 98 82207 08 21 98 101598 10 15 98 101599 10 15 98 110500 11 04 98 123200 12 20 98 223198 12 31 98 82211 08 21 98 110504 11 04 98 123205 12 20 98 Dim11 Payroll Reports Page 2 mm dd yy PAYROLL CHECK SUMMARY BY DEPT ABC COMPANY DS06322 15 04 02 DEPT NO 2 SALARIES DEPT2 PAGE 0002 DESCRIPTION REG HRS REG EARN OT EARN OTHER PAY GROSS G L NO PROOF
114. 401K wages FUTA wages with limit Taxable wages SUTA wages with limit The report totals then show Total employees paid grand totals Total federal taxes withheld Total FICA taxes withheld Total state taxes withheld Total local taxes withheld Total each department with grand total all departments DS06305 Qtrly Report W 401K amp Cafe DIM11 DATA Date mm dd yy 10 0 1 Port 37 1 Input Parameters Store 01 Quarter Code 1 4 1 Quarter Beg Date MMDDYY Quarter End Date MMDDYY Print Option L 1 Quarter to Date 2 Year to Date Date Selection For Qtr to Date 1 1 Paid Thru Date 2 Check Date State Number 0 11 1 Store Number 0 11 0 Number of Copies Beginning Employee Number 0 Ending Employee Number 9999999 Subtract 401K from Gross N Subtract Cafeteria from Gross Y Quarter to Date Totals come from PM2 D If payroll history has not been saved period ending dates are not correct then totals will not be correct Year to Date Totals come from PM1 D Ent Print Report E End 1 Input Parameters Special and Unique Input Parameters Quarter Code 1 4 The computer defaults to the current quarter as stored in the Variable File Basic Payroll Information Or you can enter the quarter for which you wish to print information Quarter Beg Date MMDDYY The computer displays the beginning date of the selected quarter Press Tab to accept or enter a different date if needed Quarter End Da
115. 54 Employee Time Clock File PM6 D 149 193 219 248 249 Employee YTD Info PM1 133 Enter Commissions 266 Enter Payroll Input 22 enter wrkmn s comp 22 exclude code 107 130 exempt amount Missouri 7 exemptions local 6 state 6 exemptons federal 6 EXTPAYnn 246 F fed reserve routing Direct Deposit 170 federal exemptions 6 federal unemployment limit FUTA 106 federal withholding 26 federal withholding addon 7 FICA tax limit 106 FICA withholding 26 file reports 39 force lunch after X hours Time amp Attendance 205 forced lunch length Time amp Attendance 205 G G L Integration 37 126 gender 7 Generate Punches from File 230 GPOST 36 38 grace table 190 198 205 221 Grace Tables File PM10 D 150 193 H handcheck 31 292 hire date 7 hourly 23 hourly pay type 5 hours overtime 24 31 regular 24 31 I Import ADP to PM1 Time amp Attendance 251 Import Payroll Data 232 import program 129 import program Time amp Attendance 202 Import Export Programs 228 Generate Punches from File 230 Import Payroll Data 232 Print PM6 to File 229 invoice number Commissions 267 J Job description 259 number 259 K KM1 D See Commissions Transaction File KM1 D KM2 D See Commissions Entry File KM2 D L last raise date 7 local exemptions 6 local tax code 6 local withholding 26 local withholding addon 7
116. 600 00 29 2ND 30 YYYYY 31 4 00 32 500 00 33 3RD 34 YYYYY 35 7 00 36 700 00 37 4TH 38 YNYNY 39 6 00 40 600 00 41 5TH 42 43 00 44 00 45 6TH 46 47 00 48 00 ENTER OPTION A C D N P V E C Enter Y to activate the Direct Deposit feature for this employee Press Enter 167 Appendix C 6 The cursor moves to the next field 25 15 Enter a period and press Enter to bypass the remaining fields on this screen 7 The computer asks at the bottom of the screen OK TO CHANGE RECORD Y N Enter Y to make the change effective Make sure to enter an uppercase letter Or enter N to reject the change 8 Repeat Steps 3 7 for each employee to be changed When done changing employees press Esc at 1 EMP NO 9 When done changing employees press Esc at 1 EMP NO Then enter E to end this procedure and return to the previous menu 168 Dim11 Appendix C Step 5 Enter Variable File Settings Dim11 Make the following Variable File entries for the Direct Deposit option 1 From the Dimensions Main Menu select Other Options Then select Payroll 2 Select Other P R Options Then select Direct Deposit 3 Select Direct Deposit Variable File The computer displays CSVM0814 Direct Deposit Options ABC LUMBER COMPANY Date mm dd yy Rev7 0 51 Port 37 Store 01 Choose Direct Deposit Options Menu 1 Direct Deposit Maintenance 2 Direct Deposit Report lt Esc gt End Enter 1 to maintain the Direct Depos
117. 62 Getting Started with Direct Deposilt 163 Step 1 Set Up Direct Deposit with Bank enean 164 Step 2 License Direct Deposit Software a 165 Step Create Direct Deposit File n 166 Step 4 Maintain Employee Master File PM1 D 167 Step 5 Enter Variable File Settings eene ener enne nnns 169 Step 6 Set Up Deduction Codes for Direct Deposit 172 Step 7 Add Employee Direct Deposit 173 Direct Deposit Procedures 176 Part i Send Pre Notification u Herm rra 177 Parta Process Payroll yuya oas a E m aaa tates clea deve Re aaa deua tien 180 Direct Deposit 22054 vote oe eene oe eo vea eo Pero r 184 T Send Pre Notification 55 rui eee REPRE IT Ub HERE HR u ICE HEISE d 185 2 Direct Deposit List eee ste ie Iba EET ERE EE RR SEE SORS TET ORE D EP 186 3 Direct Deposit Reconciliation essen eet a nennen ersten 187 Deduct
118. 811 100 00 50 00 10 00 15 00 PM2 total 1000 00 500 00 100 00 105 00 PM1 900 00 450 00 90 00 90 00 Difference 100 00 50 00 10 00 15 00 The difference in each code is the amount of one payroll This would happen if the first time the deduction was taken it was entered in payroll data entry and then afterwards it was set up in PM1 as an automatic deduction Only those deduction codes that are setup in PM1 will update into fields 85 90 so the initial manual entry is not included in the accumulated total The only time the automatic deduction amounts are critical is when they must print on the W 2 s 401K or cafeteria plan deductions Ifa deduction of that type needs to be corrected go into PM1 special maintenance and correct the amount there For instance this example shows deduction code 4 is a cafeteria plan The 450 00 amount is in field 86 Change it to 500 00 You can change the other automatic deduction fields if you like but it is not necessary NOTE Field 100 Total All Deductions refers to all deductions taken throughout the year It is not the total of fields 85 90 9 NOTE Any adding or deleting PM2 or records will require a reindex of those files 146 Dim11 Appendix APPENDIX A PAYROLL FILES Dim11 147 Appendix APPENDIX A Payroll Files Payroll information is stored and processed using several files Each file contains very specific information and is used by the system when performing ce
119. 9 Appendix D 3 Hourly Summary Print this report to see an hourly summary by employee This information comes from the Time Punch File PM6 D and the Employee Misc Data File PM9 D It can be printed for an employee number range department range or pay thru date range It includes the employee number and name department regular hours and dollars if selected other hours and dollars if selected overtime hours and dollars if selected and total gross hours and dollars if selected All time shown is in 100 unit hours Forced lunches grace tables and overtime tables are used in hourly calculations Forced lunches are deducted only from the first punch of the day If a multiple layer overtime table is used multiple lines are printed for the employee if they reach the second level of overtime The total line prints with multiple lines if any employee in the report reaches the second level of overtime After you select the report enter your employee number and password The password is the last 4 digits of your Social Security number If the correct password is entered the report screen is displayed The selection routine for employees may be limited by the security level of the employee accessing this program cs06110 Hourly Summary Report ABC LUMBER COMPANY Date mm dd yy Rev8 1 6 ABC CO Port 37 Store 01 1 Input Parameters Beginning Employee Number 0 Ending Employee Number 9999999 Beginning Department 0 Ending Department
120. 9 30 99 OTR 4 ENDING DATE 12 31 99 89 Payroll Reports Payroll Entry Reports 21 Payroll Timesheets This report is used as a worksheet from which to enter payroll input It is printed in employee number order showing the following Employee number and name Department Marital status Exemptions federal state local Rate salary Regular hours Overtime hours Overtime code Other pay code and amount Deductions codes and amounts 506108 Payroll Timesheets DIM11 DATA Date mm dd yy Rev10 0 1 Port 37 Store 01 1 Input Parameters Beginning Employee No 0 Ending Employee No 99999999 Number of Input Lines 1 4 1 Print Rate Salary Y N Store Number 0 11 State Number 0 11 Department Number 0 11 Number of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Number of Input Lines 1 4 Enter the number of lines you wish to appear for each employee on the time sheet up to 4 See the following sample reports Print Rate Salary Y N Enter Y if you wish to print the employee s rate salary as entered in PM1 D on the first line Or enter N to not print the rate salary State Number 0 All Enter the state number you wish to include on the report Or enter 0 to include all states Department Number 0 Enter the department number you wish to include on the report Or enter 0 to include all departments 90 Dim11 Payroll Reports
121. ANY DS06107 14 50 03 BEGINNING CHECK DATE 00 00 00 ENDING CHECK DATE 99 99 99 PAGE 0001 EMP NAME ss DEPARTMENT WC CODE WC TOTAL AMOUNT 1 NUMERO UNO 123 56 7890 SALARIES STORE EMPLO 4 3325 00 A 100 00 BROOKS GARTH 474 92 6211 SALARIES YARD EMPLOY 2928 00 150 00 DENVER JOHN 455 12 3221 SALARIES STORE EMPLO 3200 00 100 00 IDOL BILLY 990 89 3131 SALARIES STORE EMPLO 4565 01 100 00 LENNON JOHN 551 89 1122 SALARIES STORE EMPLO 5000 00 5 100 00 NELSON WILLIE 474 90 1230 SALARIES STORE EMPLO 5625 00 100 00 RAITT BONNIE 545 82 6542 SALARIES YARD EMPLOY 10320 00 2 150 00 TOTALS 4 34963 01 800 00 WC CODE REG EARN OT PORTION OTH PAY GROSS WC TOTAL RATE LIMIT 01 STORE EMPLOYEES 21400 00 165 01 150 00 21797 50 21715 01 4 50000 100 00 02 YARD EMPLOYEES 13200 00 48 00 00 13272 00 13248 00 10 25000 150 00 GRAND TOTAL 34600 00 213 01 150 00 35069 50 34963 01 DEPARTMENT REG EARN OT PORTION OTH PAY GROSS WC TOTAL 01 SALARIES DEPT2 23400 00 165 01 150 00 23797 50 23715 01 02 SALARIES DEPT2 11200 00 48 00 00 11272 00 11248 00 GRAND TOTAL 34600 00 213 01 150 00 35069 50 34963 01 9 NOTE The OT PORTION column shows the taxable part of overtime and EXEMPT shows the non taxable part of overtime These two columns added together equal the total amount of overtime paid to the employee 68 Dim11 Payroll Reports 12 Tax Liability Report This report provides a summary of tax liability by reporting period for
122. Any special fields or unique instructions are explained 276 Dim11 Appendix E 1 Maintain Buy Sell Information FILENAME KM1 D Commissions Transaction File KEYS Store Number Calendar Year amp Month Trader Code Participant Customer Number Invoice Date YYMMDD COMMENTS Allows you to perform maintenance on the Commissions Transaction File on a record by record basis Normally records are written to this file during the commission entry update WS08011 MAINTAIN COMMISSIONS TRANSACTION FILE STORE NUMBER 1 99 TRADER CODE INVOICE DATE YYMMDD SOURCE H HIST M MANUAL COMMISSION CODE 1 9999 COST AMOUNT A P DISCOUNT BASE AMOUNT TRADER A AUTO M MANUAL YEAR amp MONTH YYYYMM CUSTOMER NUMBER INVOICE NUMBER POSTING DATE YYMMDD SALE AMOUNT A R DISCOUNT OTHER ADJUSTMENTS COMMISSION BASIS TRADER AMOUNT STOTAL ALLOCATED INVOICE FREIGHT AMT B C TOTAL FOOTAGE ENTER OPTION Dim11 277 Appendix E 2 Purge Commissions Information FILENAME KEYS COMMENTS KM1 D Commissions Transaction File KM2 D Commissions Entry File N A Completed commission entries should be purged periodically to make room in the Commissions Transaction File KM1 D and Commissions Entry File KM2 D for more commissions WS08001 Purge Commission Info ABC LUMBER COMPANY Date mm dd yy Rev8 0 0 Port 38 Store 01 This program will purge a
123. B Missouri State Tax 1997 Missouri requires 4 state codes Single with 0 or 1 Exemption Single with 2 or more Exemptions Married with 0 or 1 Exemption and Married with 2 or more Exemptions The examples below are for 1997 taxes Changes are necessary for subsequent years for deduction amounts in Payroll State Local Basic Information CSVM0805 and the tax tables CSVM0806 1 Set up the basic state local information for the 4 codes CSVM0805 Single with 0 or 1 Exemption CSVM0805 11 State Local Basic Info ABC LUMBER COMPANY Date mm dd yy Rev7 0 51 Port 37 Store 01 1 State Local Code 1 99 2 Description 3 State Abbreviation WITHHOLDING INFORMATION ID Number Withholding G L Number 2321 00 EMPLOYEE WITHHOLDING STATE 1 UNEMPLOYMENT INFORMATION ID Number Rate Limit GENERAL INFORMATION Program Name for Calculation DS06410 10 Deduct Federal Tax Before Calculation Y N 11 Round Calculated Tax 12 Defer 401K Wages Y N 13 Defer Cafeteria Plan Wages Y N C hange D elete N ext revious E nd Single with 2 Exemptions CSVM0805 11 State Local Basic Info ABC LUMBER COMPANY Date mm dd yy Rev7 0 51 Port 37 Store 01 State Local Code 1 99 Description State Abbreviation WITHHOLDING INFORMATION ID Number Withholding G L Number 2321 00 EMPLOYEE WITHHOLDING STATE 1 UNEMPLOYMENT INFORMATION ID Number Rate Limit GENERAL INFORMATION
124. BER 1 9999 DESCRIPTION STARTING TIME hhmm START TIME GRACE PD hmm ENDING TIME hhmm ENDING TIME GRACE PD hmm FORCE LUNCH AFTER X HOURS FORCED LUNCH LENGTH 1 2 3 4 5 6 7 8 ENTER OPTION Enter A to add a new table Or enter V to view an existing table if you need to change or delete it 3 Enter the following fields for each grace table 1 GRACE TABLE NUMBER Enter a number to identify this grace table 1 9999 1 9999 2 DESCRIPTION Enter up to 30 characters to describe this grace table For example REGULAR HOURLY 3 START TIME hhmm Enter the starting time for this grace table Enter the hour portion using a 24 hour format For example 7 00 am would be entered 700 Or 5 00 pm would be entered 1700 Enter the minute portion as a decimal To convert minutes to decimal format divide the minutes by 60 and round to the nearest 2 digits 10 60 17 15 60 25 30 60 50 45 60 75 For example 7 30 am would be entered 750 Or 5 45 pm would be entered 1775 198 Dim11 Appendix D 4 STARTTIMEGRACEPD Enter the amount of grace period allowed before the hmm start time For example if you allow employees to clock in up to 10 minutes before the start time enter 17 here You can enter 1 digit for the hour and 2 digits for the minutes in decimal format 5 ENDING TIME hhmm Enter the ending time for this grace table Enter the hour portion using a 24 hour format For example
125. CC 101 DAVE DAVE SPLIT 1665 00 755 00 SLSMN COMM COMMISSION TTL SALES MARGIN 1 DAVE 4 00 30 20 50 00 1210 00 377 50 1 DAVE 4 00 30 20 50 00 1210 00 377 50 8000 000 HOUSES R US 2100178 03 25 96 CBG cc 103 DAVE JOE SPLIT 1107 00 372 00 SLSMN COMM COMMISSION TTL SALES MARGIN 1 DAVE 4 00 14 88 50 00 739 50 186 00 3 JOE 4 00 14 88 50 00 739 50 186 00 NOVEMBER 1999 0 5 2772 00 1127 00 00 4 1127 00 GRAND TOTALS 5 m 2772 00 1127 00 COMMISSION SALES MARGIN BASE 75 28 3159 50 941 00 941 00 14 88 739 50 186 00 186 00 TOTALS 90 16 3899 00 1127 00 1127 00 Dim11 275 Appendix E Part 3 Commissions Maintenance Introduction This section contains special maintenance programs for the commission files The information accessed here is sensitive and should be accessed cautiously Commissions Maintenance Menu When you select Commissions Maintenance from the Commissions Menu the computer displays the following menu 1 Maintain Buy Sell Information 2 Purge Commissions Information 3 Maintain Posting Information See the following 3 parts for descriptions of each option How To Use This Section The options in this section are written following a standard pattern Each option begins on a new page The filename and keys if applicable are defined The purpose of the option is stated in COMMENTS A sample screen of the input parameters is presented vy v v v WV
126. CESS OF LIMIT 00 SALARIES DEPT2 13130 00 13130 00 157 56 SALARIES DEPT2 8312 00 8312 00 99 74 GRAND TOTAL OF ALL DEPARTMENTS 21442 00 21442 00 257 30 64 Dim11 Payroll Reports 10 Quarterly State Tax This option prints a report in employee number order showing employee name Social Security number gross wages QTD and state tax withheld for the selected quarter and state DS06313 Quarterly State Tax Report DIM11 DATA Date mm dd yy Rev10 0 1 STORE 1 Port 37 Store 01 1 Input Parameters Quarter Code 1 4 Quarter Beg Date MMDDYY Quarter End Date MMDDYY State Tax Code 0 11 Store Number 0 11 Number of Copies Beginning Employee Number Ending Employee Number 9999999 Print SS In First Column Y N N lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Quarter Code 1 4 The computer defaults to the current quarter as stored in the Variable File Basic Payroll Information Or you can enter the quarter for which you wish to print information Quarter Beg Date MMDDYY The computer displays the beginning date of the selected quarter Press Tab to accept or enter a different date if needed Quarter End Date MMDDYY The computer displays the ending date of the selected quarter Press Tab to accept or enter a different date if needed State Number 0 All Enter the state number you wish to include on the report Or enter 0 to include all states Print SS In
127. CODE DESCRIPTION PAYTYPE OVT PAY 2 YARD EMPLOYEES HOURLY E v x 72 00 HOURLY HOLIDAY TOTAL A 72 00 CLERICAL HOURLY m 247 50 HOURLY VACATION HOURLY SICK HOURLY HOLIDAY Dim11 83 Payroll Reports 17 Payroll Deduction Report This option allows you to design a report showing up to 4 columns of deduction information for each selected employee You can select which deduction to print in which column This report prints the following information Employee number and name Check number Check date Column 1 Deduction description and amount Column 2 Deduction description and amount Column 3 Deduction description and amount Column 4 Deduction description and amount A total is shown for each employee as well as a grand total for the entire report This report can be printed in employee number or name order 9 NOTE You must supply at least 1 deduction code to print this report DS06318 Payroll Deduction Report DIM11 DATA Date mm dd yy Rev10 0 1 Port 37 1 Input Parameters Store 01 Report Order Beginning Employee No Ending Employee No Clmn 1 Ded Code 1 99 2 Ded Code 1 99 3 Ded Code 1 99 4 Ded Code 1 99 Range Option Check Date Paid Thru Date Beginning Date mmddyy Ending Date mmddyy 999999 Print Detail Y N Y Number of Copies 1 Store Number 0 11 0 Report Date mmddyy Select Optional Field Y N N kkk REPORT ORDER w kkkk 1 Employee Number 2 Employee Name lt Ent gt Print
128. CS06116 P 15 03 10 PAGE 0001 CARD EMP 101 2400 DENVER JOHN 103 1800 BROOKS GARTH 104 100 ADAMS SUE 244 Dim11 Appendix D Time amp Attendance Special Maintenance Introduction This section contains special maintenance programs for the Time and Attendance files The information accessed here is sensitive and should be accessed cautiously Special Maintenance Menu When you select Time amp Attend Special Maint from the Time amp Attendance Menu another menu is displayed Create ADP File Purge PM6 File Time Punch Maintenance 6 Employee Misc Data PM9 Import ADP to 1 Swipe Card Table PM12 See the following 6 parts for descriptions of each option How To Use This Section The options in this section are written following a standard pattern Each option begins on a new page The filename and keys if applicable are defined The purpose of the option is stated in COMMENTS A sample screen of the input parameters is presented vy v v v WV Any special fields or unique instructions are explained Dim11 245 Appendix D 1 Create ADP File FILENAME KEYS COMMENTS 246 EXTPAYnn N A Use this program to create the file for the pay period to send to ADP From the Time amp Attendance Special Maintenance Menu select 1 for Create ADP File Enter your employee number and password The password is the last four digits of your Social Security number I
129. Choose Optional Software Maintenance Store 01 Credit Cards Commissions Delivery Rentals Pre Liens Remanufacturing Tags Patronage Cylinders Food Stamps On Line Ordering Payroll Fax Time and Attendance Check Verification Order Dispatch EDI Direct Deposit lt Esc gt End Select 2 for Commissions 4 The computer displays the Commissions Options CSVM0101 Commissions Options ABC LUMBER COMPANY Date mm dd yy Rev7 0 51 Port 37 Store 01 Choose Commissions Options Menu 1 Commissions Maintenance 2 Commissions Report lt Esc gt End Select 1 for Commissions Maintenance 258 Dim11 Dim11 Appendix E 5 The computer displays the Commissions Maintenance options CSVM0115 Commissions Maintenance ABC LUMBER COMPANY Date mm dd yy Rev7 0 51 Port 37 Store 01 Store Number Choose Selection Job Descriptions Participant Descriptions Commission Codes Transaction Number Change Store lt Esc gt End You have the following options 1 Job Descriptions Enter the descriptions for the major job functions of the participants in the commissions system See Step 6 2 Participant Descriptions Enter the descriptions names for commission participants See Step 7 3 Commission Codes Enter the combinations of participants along with their percentage splits See Step 8 4 Transaction Number Tracks the commissions sequence number There
130. D 345 67 8901 1 PENSION 314444444 31555555555555555 100 00 REDD TOM 456 78 9012 0 CHECK 404444444 40555555555555555 11 REDD TOM 456 78 9012 15 DIR DEPOSIT 415444444 41555555555555555 00 COMPANY DEBIT ENTRY 0 444444444 99999999999999999 02 TOTALS NUMBER OF DETAIL RECORDS 9 02 BATCH HASH TOTAL B 0284199996 182 Dim11 NOTES Dim11 14 Appendix C After you have a valid edit list select 3 for Create ACH Text File and Transfer The program creates a text file named ACH TXT in the format specified by the National Automated Clearing House Association NACHA The text file is sent electronically to the bank s ACH center using to the modem phone number set up in the Variable File The ACH is then responsible for making the appropriate banking transactions to deposit funds to the employees accounts 15 You are returned to the screen in Step 11 where you can enter to end this 16 process and return to the Process Payroll Menu Complete the payroll process by updating the payroll batch and printing G L entries 183 Appendix C Direct Deposit Reports This section contains the three Direct Deposit reports When you select Direct Deposit Reports from the Direct Deposit Menu another menu is displayed 1 Send Pre Notifications 2 Direct Deposit List 3 Direct Deposit Reconciliation The following section is organized according to this menu Each report 15 described its purpose is defined an
131. E DEPT TOTAL VACATION SICK 2 SALARIES DEPT2 WORKMANS COMP CODE 2 YARD EMPLOYEES 1800 BROOKS GARTH 6000 RAITT BONNIE HOLIDAY 2 DEPT TOTAL HOLIDAY WORKMANS COMP CODE DESCRIPTION PAYTYPE OVT PAY 2 YARD EMPLOYEES HOURLY d 72 00 HOURLY HOLIDAY TOTAL 72 00 CLERICAL HOURLY 50 HOURLY VACATION HOURLY SICK HOURLY HOLIDAY STR 1 ABC CO 82 Dim11 Payroll Reports Print Check Detail Y mm dd yy PAYROLL DISTRIBUTION REPORT ABC COMPANY DS06324 14 41 58 PAGE 0001 EMP NO EMPLOYEE NAME CHECK NO DATE OVT HRS OVT PAY OTHER GROSS DEPT 1 SALARIES DEPT1 WORKMANS COMP CODE 3 CLERICAL 1 NUMERO UNO 82205 08 21 98 82205 08 21 98 SICK 110498 11 04 98 120998 12 09 98 123198 12 20 98 VACATION EMPLOYEE TOTAL VACATION SICK DENVER JOHN 82208 08 21 98 82208 08 21 98 VACATION 110501 11 04 98 123201 12 20 98 123201 12 20 98 HOLIDAY EMPLOYEE TOTAL VACATION IDOL BILLY 82209 08 21 98 110502 11 04 98 123202 12 20 98 EMPLOYEE TOTAL LENNON JOHN 123203 12 20 98 NELSON WILLIE 82210 08 21 98 110503 11 04 98 123204 12 20 98 EMPLOYEE TOTAL RAITT BONNIE 08 21 98 DEPT TOTAL VACATION SICK 2 SALARIES DEPT2 WORKMANS COMP CODE 2 YARD EMPLOYEES 1800 BROOKS GARTH 82207 08 21 98 110500 11 04 98 123200 12 20 98 223198 12 31 98 EMPLOYEE TOTAL 6000 RAITT BONNIE 82211 08 21 98 110504 11 04 98 123205 12 20 98 123205 12 20 98 HOLIDAY EMPLOYEE TOTAL HOLIDAY 2 DEPT TOTAL HOLIDAY WORKMANS COMP
132. EDUCTION TYPE 7 INFORMATION Taxable for Federal Y N Taxable for FICA Y N Taxable for State Local Y N hange D elete N ext revious E nd Dim11 109 Payroll Variable File 4 Worker s Compensation This screen allows you to enter worker s compensation codes and rates CSVM0804 Payroll Worker s Comp ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 38 Store 01 Store Number Worker s Comp Code 1 99 Description Employer s Rate Limit Overtime Exemption Y N Employee s Rate Wash Ore States Only lt Esc gt Change Store End lt F1 gt Help NOTES Sample for Washington State CSVM0804 Payroll Worker s Comp ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 39 Store 01 Store Number Worker s Comp Code 1 99 10 Description Washington WC Employer s Rate 82 50000 Limit 00 Overtime Exemption Y N Employee s Rate Wash Ore States Only C hange D elete N ext P revious E nd 1 Employer s Rate Enter the employer s portion of worker compensation as a percentage For example 82 50000 will be calculated as 825 2 Employee s Rate Enter the employee s rate to be deducted from the employee s earnings Enter it as a decimal not a percentage For example 825 for 84 110 Dim11 Payroll Variable File 5 State Local Information This menu is displayed after selecting 5 for State Local Information from the Payroll Variabl
133. ENDING OT HOURS RATE D aily or W tables MAINTAIN OVERTIME DEFINITIONS PM11 D 1 2 00 4 00 D HOURS BEFORE CALCULATION 00 CS06108 STORE NUMBER OVERTIME TABLE NO BEGINNING HOURS ENDING OT HOURS RATE D aily or W MAINTAIN OVERTIME DEFINITIONS PM11 D HOURS BEFORE CALCULATION 197 Appendix D Step 5 Create Grace Tables Grace Tables are optional They are used to assign set working hours for the employee that the company has agreed to pay The beginning and ending working hours are entered in this table along with the grace time If the employee punches in before their beginning time or out after their ending time within the grace time the system rounds their punch time on the reports and import program to what is set in the table for the Starting and Ending times The grace table also contains fields for forced lunch reductions The reports and export program looks at the employee record for the forced lunch fields first If they are blank then the program looks at the grace table fields for this information If these fields are blank then the reports do not calculate a forced lunch 1 Use Other Options Payroll Other Functions Time and Attendance Table Maintenance Grace Tables 2 The computer displays the following screen CS06104 MAINTAIN GRACE TABLE ALL TIME IS IN 100 UNIT HOURS GRACE TABLE NUM
134. Ent gt Continue Press Enter to acknowledge the message and return to the Enter Payroll Data Menu WARNING The quarter code in the Variable File must be changed manually after the quarter changes It does not update automatically Dim11 37 Payroll Procedures 5 Then computer displays a message similar to the following DS06106 Update G L From Payroll ABC LUMBER COMPANY Date mm dd yy Rev8 1 4 Port 36 Store 01 e Begin Payroll Update eeeeeeer 1 Enter Bank Number 1 4 1 CASH IN BANK CHECKING 2 Enter Quarter Code 1 4 3 program will now update the Payroll in Quarter 3 program will now update the G L to Period Code 12 Do you wish to continue with the update Y N Check the quarter and period Enter Y if you are ready to update the payroll and General Ledger files Or enter N to not update and return to the previous menu 6 The computer begins the update and displays DS06106 Update G L From Payroll ABC LUMBER COMPANY Date mm dd yy Rev8 1 4 Port 36 Store 01 Begin Payroll Update eeeeeer 1 Enter Bank Number 1 4 1 CASH IN BANK CHECKING 2 Enter Quarter Code 1 4 3 This program will now update the Payroll in Quarter 3 This program will now update the G L to Period Code 12 The following is now being done Totals are being added to the Master Payroll file Transactions are being added to the Yearly Payroll File The General Ledger totals are now being added up Payroll Genera
135. HHOLDING STATE 1 UNEMPLOYMENT INFORMATION ID Number Rate Limit 111111 00 7000 00 GENERAL INFORMATION Program Name for Calculation Deduct Federal Tax Before Calculation Y N Round Calculated Tax Defer 401K Wages Defer Cafeteria Plan Wages 2506409 10 N 11 12 13 Y N Y N C hange D elete N ext P revious E nd 2 Next set up the deduction amounts for each code in Tax Calculation Information See 5 2 Tax Calculation Information CSVM0805 Single and Married with 0 Exemptions CSVM0805 P R State Local Tax Calculation Rev7 0 51 State Local Code 21 Description SGL M 0 Tax Method 1 Not Used 1 99 MISCELLANEOUS DEDUCTION 1 Deduction Amount 2583 00 Deduct Before Tax Calculation Multiply Deduction by Withholding Allowance Y N Y N Y N MISCELLANEOUS DEDUCTION 2 Deduction Amount 68 00 Deduct Before Tax Calculation Multiply Deduction by Withholding Allowance Y N Y N N Y lt Esc gt Go Back One Field Married with 1 Exemption s CSVM0805 P R State Local Tax Calculation Rev7 0 51 State Local Code 22 Description CALIF M2 Tax Method 1 Not Used 1 99 MISCELLANEOUS DEDUCTION 1 Deduction Amount 5166 00 Deduct Before Tax Calculation Multiply Deduction by Withholding Allowance Y N Y N Y N MISCELLANEOUS DEDUCTION 2 Deduction Amount 68 00 Deduct Before Tax Calculation Multiply Deduction by Withholding Allowance Y N N Y
136. ILLY IDOL 990 89 3131 E 2640 00 2640 00 2640 00 JOHN LENNON 551 89 1122 m 5000 00 2 5000 00 5000 00 WILLIE NELSON 474 90 1230 2 z 3580 00 z 3580 00 3580 00 BONNIE RAITT 545 82 6542 6320 00 3000 00 6320 00 TOTAL EMPLOYEES PAID 6 TOTAL TAXABLE SS FICA WAGES UNDER 72600 TOTAL NONTAXABLE SS FICA WAGES OVER 72600 MEDICARE WAGES 21442 00 FUTA WAGES TOTAL NONTAXABLE FUTA WAGES TOTAL TAXABLE SUTA WAGES 10500 TOTAL NONTAXABLE SUTA WAGES 10500 TOTAL FEDERAL TAXES WITHHELD TOTAL FICA SS TAXES WITHHELD TOTAL FICA MEDICARE TAXES W H TOTAL STATE TAXES WITHHELD TOTAL LOCAL TAXES WITHHELD SALARIES DEPT2 13130 00 13130 00 13130 00 13130 00 13130 SALARIES DEPT2 8312 00 8312 00 8312 00 4992 00 8312 TOTAL OF ALL DEPARTMENTS 21442 00 21442 00 21442 00 18122 00 21442 58 Dim11 Payroll Reports 7 Quarterly FICA This report is printed employee number order showing employee name Social Security number total wages QTD FICA SS wages FICA Medicare wages federal tax withheld and FICA tax withheld for the selected quarter or year to date The report total shows the employer s portion of FICA tax due and the total FICA amount due This report contains the silent option G At lt Ent gt Print Report E End 1 Input Parameters enter G to have the grand totals print on a separate page DS06312 Fica Report DIM11 DATA Date mm dd yy Rev10 0 2 STORE 1 Port 37 Store 01 1 Input Parameters Quarter Code
137. MPLOYEE SS FICA RATE 6 20 EMPLOYEE MEDICARE RATE 1 45 EMPLOYER SS RATE 6 20 EMPLOYER MEDICARE RATE 1 45 SS GROSS 72600 MAXIMUM MEDICARE GROSS WAGES 9999999 99 NAME ss NO GROSS FICA SS FICA MED FEDERAL WAGES WAGES WAGES TAX W H QTR QTR QTR QTR NUMERO UNO 0 1600 00 1600 00 1600 00 178 26 GARTH BROOKS 474 92 6211 1992 00 1992 00 1992 00 130 92 JOHN DENVER 455 12 3221 1920 00 1910 00 1910 00 295 17 BILLY IDOL 990 89 3131 2640 00 2640 00 2640 00 287 60 JOHN LENNON 551 89 1122 5000 00 5000 00 5000 00 1185 56 WILLIE NELSON 474 90 1230 3600 00 3580 00 3580 00 419 51 BONNIE RAITT 545 82 6542 6320 00 6320 00 6320 00 1474 46 TOTALS 23072 00 23042 00 23042 00 3971 48 EMPLOYEE SS FICA RATE 6 20 EMPLOYEE MEDICARE RATE 1 45 EMPLOYER SS FICA RATE 6 20 EMPLOYER MEDICARE RATE 1 45 MAXIMUM SS GROSS WAGES 72600 00 MAXIMUM MEDICARE GROSS WAGES 9999999 99 EMPLOYEE FICA SS TAX DUE 1428 60 EMPLOYER FICA SS TAX DUE 1428 60 TOTAL OF FICA SS TAX DUE 2857 20 EMPLOYEE MEDICARE TAX DUE EMPLOYER MEDICARE TAX DUE TOTAL OF MEDICARE TAX DUE 668 22 TOTAL FICA TAX DUE 3525 42 60 Dim11 Payroll Reports 8 Quarterly FUTA This report is printed in employee number order showing employee name Social Security number hire date Gf in quarter quarter to date or year to date wages FUTA wages and calculated FUTA tax for the selected quarter It totals per page prints a grand t
138. Maintain Buy Sell Information 277 Maintain Deduction Codes 12 Maintain Deduction Codes by Range 15 Maintain Employee File PM1 4 Maintain Posting Information 279 marital status 5 Misc Quarterly State Reports 71 Dim11 California Quarterly Report 74 Colorado Quarterly Report 72 New Mexico Quarterly Report 73 Utah Job Service Form 75 Miscellaneous Variable File 127 Payroll Import Programs 129 Purge Update Dates 128 Missouri state tax example 157 MMREF 80 modem number of bank Direct Deposit 170 N New Mexico Quarterly Report 73 O on line help 105 other pay 25 31 codes 123 other pay type 24 other pay type ADP codes Time amp Attendance 201 Other Pay Type Hours Report 101 overtime code 22 overtime hours 24 31 overtime rate 22 24 overtime table 190 196 205 overtime table Time amp Attendance 205 Overtime Tables File PM11 D 150 193 P paid thru date check 33 participant description 260 number 260 password Time Punch Edit 220 Time Punch Program 216 Password Account Options 130 pay thru table 7 190 194 204 Pay Thru Table File PM7 D 150 193 pay type overtime Time amp Attendance 205 pay type tot available Time amp Attendance 205 pay type salary hourly 5 Payroll Batch List by Range 98 Dimensions99 Payroll Deduction Report 84 Payroll Detail Transaction File PM2 D 134 149 Payroll Distribution 81 Payroll File Maintenanc
139. N Y lt Esc gt Go Back One Field Dim11 ABC LUMBER COMPANY lt Tab gt Go Forward One Field ABC LUMBER COMPANY lt Tab gt Go Forward One Field Date mm dd yy Port 66 Store 01 MISCELLANEOUS DEDUCTION 3 Deduction Amount Deduct Before Tax Calculation Multiply Deduction by Withholding Allowance Y N Y N Annual Misc Limit lt F1 gt Help Date mm dd yy Port 66 Store 01 MISCELLANEOUS DEDUCTION 3 Deduction Amount Deduct Before Tax Calculation Multiply Deduction by Withholding Allowance Y N Y N Annual Misc Limit lt F1 gt Help 153 Appendix B 154 Single Head of Household CSVM0805 P R State Local Tax Calculation Rev7 0 51 State Local Code Description Tax Method Not Used 1 99 CA HH MISCELLANEOUS DEDUCTION 1 Deduction Amount 2583 00 Deduct Before Tax Calculation Y N Multiply Deduction by Withholding Allowance Y N MISCELLANEOUS DEDUCTION 2 68 00 Deduction Amount Deduct Before Tax Calculation Y N Multiply Deduction by Withholding Allowance Y N lt Esc gt Go Back One Field lt Tab gt Go Forward One Field ABC LUMBER COMPANY Date mm dd yy Port 66 Store 01 MISCELLANEOUS DEDUCTION 3 Deduction Amount Deduct Before Tax Calculation Multiply Deduction by N Withholding Allowance Y N Annual Misc N Y End Limit Y N lt F1 gt Help 3 Now set
140. N BANK CHECKING 4 1120 01 CASH IN BANK CHECKING FICA G L Account Numbers TYPE G L ACCOUNT DESCRIPTION Employee 2310 01 EMPLOYEE WITHHOLDING FED amp FICA Employer 2310 01 EMPLOYEE WITHHOLDING FED amp FICA Federal Tax Employee 2310 01 EMPLOYEE WITHHOLDING FED amp lt Esc gt Change Store C hange 2 elete E nd NOTES 126 Dim11 Payroll Variable File 11 Miscellaneous This menu is displayed after selecting 11 for Miscellaneous from the Payroll Variable File Maintenance Menu CSVM0811 11 Miscellaneous ABC LUMBER COMPANY Date mm dd yy Rev7 0 52 Port 39 Store 01 Store Number Choose Selection 1 Purge Update Dates 2 Payroll Import Programs 98 Change Store lt Esc gt End The next 2 parts describe these options Dim11 127 Payroll Variable File 11 1 Purge Update Dates This screen tracks the date of the last year end performed for payroll It is updated automatically CSVM0811 11 Purge Update Dates ABC LUMBER COMPANY Date mm dd yy Rev7 0 52 Port 39 Store 01 PAYROLL YEAR END 1 Last Updated MMDDYY lt Esc gt End lt F1 gt Help NOTES 128 Dim11 Payroll Variable File 11 2 Payroll Import Programs The second option Payroll Import Programs is used with additional optional software for the Time amp Attendance system There is only one entry to be made on this screen Program 1 Enter the program name CS06106 to use for
141. NIE 450 TALK ABOUT DRIVE COUNTRY WI Dim11 Payroll Procedures The computer displays up to 15 employees at a time with a corresponding line number The cursor is positioned at Enter Employee Number or Name The employee with the closest match will be the first employee highlighted on line 1 L You have the following options lt Ent gt Select Press Enter to select the highlighted employee Continue with the program lt Up Dn Arrow gt Scroll Press the up or down arrow to scroll through the displayed list Page Down Allows you to page down using the last employee displayed as the first employee of the new display Depending on the keyboard there are several ways of paging down gt Allkeyboards Press the period and Enter gt 3151 Press Home gt Wyse terminals Press PAGE gt PCs amp monitors Press Page Down Page Up Allows you to page up using the first employee displayed as the last employee of the new display Depending on the keyboard there are several ways of paging up gt Allkeyboards Press the comma and Enter gt 3151 Press Shift Home gt Wyse terminals Press Shift PAGE gt PCs amp monitors Press Page Up lt Esc gt Exit Press Esc to end this routine and return to the previous menu L lt Ent gt Select Enter the line number from the left column to select a specific employee Enter another name or To quickly go to another area of the employee list number to go
142. NION DUES 9 DEDUCTION 9 i 2 GARNISHMENT 6 DEDUCTION 6 10 DEDUCTION 10 i 3 UNITED WAY 7 DEDUCTION 7 99 MEMO ONLY i 4 CREDIT UNION 8 DEDUCTION 8 Accept 15 lt UpA gt Display More Deduction Codes The cursor is positioned at the first line under Ded Cd You have the following options Add a deduction Enter a deduction for this employee using one of the codes listed at the bottom of the screen Then you can enter the amount for the new deduction Change a deduction If you need to change an existing deduction Tab to the deduction code Then you can change the deduction amount However you cannot change the limit or frequency That information is stored in the Payroll Variable File Deductions 13 Payroll Procedures NOTES 14 Accept As Is Keep the deductions as displayed Go to Step 9 lt UpA gt Display More If there are more deductions than will fit on the Deduction Codes screen press up arrow to view more Esc Return to the previous screen Select Employee 9 When you done adding changing deductions and you press to accept the computer asks lt Ent gt Accept lt Esc gt Re ject Press Enter to accept the deductions You are returned to Step 7 to select another employee or the computer displays the next employee in numerical or alphabetical order depending on the method of adjustment you selected in
143. O DIM11 DATA Date mm dd yy Rev10 0 1 NZH 1 Port 37 Store 01 1 Input Parameters Quarter Code 1 4 Reporting Year 99 Report Due Date MMDDYY State Number 0 11 Store Number 0 11 Number of Copies Beginning Employee Number Ending Employee Number 9999999 Subtract Cafeteria from Gross Y N x Ent Print Report E End 1 Input Parameters Special and Unique Input Parameters Quarter Code 1 4 The computer defaults to the current quarter as stored in the Variable File Basic Payroll Information Or you can enter the quarter for which you wish to print information Reporting Year 99 The last 2 digits of the current year are displayed Change if necessary Report Due Date Enter the correct report due date if needed State Number 0 All Enter the state number you wish to include on the report Or enter 0 to include all states Subtract Cafeteria from Enter Y to subtract the cafeteria deduction from gross wages Gross Y N N to not subtract it 72 Dim11 Payroll Reports 13 2 New Mexico Quarterly Report This report is used to print quarterly payroll information for the New Mexico Department of Labor using a special form DS06307 Unemployment Ins Report NM Rev10 0 2 DIM11 DATA Date mm dd yy NZH 1 Port 37 Store 01 1 Input Parameters Quarter Code 1 4 Report Due Date MMDDYY Date Select 1 Check Date 2 Paid Thru Date Beginning Qtr Date MMDDYY Ending Qtr Date MMDD
144. OC WH 102 PHONE 103 VACATION 105 EXEMPT AMT ANNUAL 109 DIRECT DEPOSIT Y N DEDUCTIONS CD FREQ AMOUNT 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 6 46 47 48 107 GENDER M F 108 PAY THRU TBL LIMIT ENTER OPTION A V E Enter V for View You must view the employee s record before changing it The cursor moves to 1 NO Enter the employee number you need to change Additional options are displayed at the bottom of the screen ENTER OPTION A C D N P V E Enter C for Change The cursor moves to 2 Press Tab through this field without changing it Move the cursor to field 109 DIRECT DEPOSIT Y N using the Tab key 506011 MAINTAIN PAYROLL MASTER 5 15 HALF EMP NO 2400 2 DENVER JOHN ADDR 1 600 ROCKY MOUNTAIN 4 ADDR 2 COUNTRY ROADS WI ZIP CD 66621 6 STORE 1 7 SS 455 12 3221 8 PERIODS PER YR 26 MARRIED S M S 10 TYPE S H H 11 FED EXEMPTS 0 12 0 LOC EXEMPTS 0 14 DEPT 1 15 CD 1 16 1 LOC CD 0 18 RATE SALARY 16 00 19 31194 BIRTH DT 63055 21 TERM DT 0 22 FED WH 4 00 ST WH ADDON 4 00 24 LOC WH 00 104 AREA CODE 715 102 PHONE 8820694 101 LAST RAISE 91594 103 VACATION 16 00 105 EXEMPT AMT ANNUAL 00 107 GENDER M F M 108 PAY THRU TBL 1 109 DIRECT DEPOSIT Y N DEDUCTIONS CD FREQ AMOUNT LIMIT 25 1ST 26 27 5 00 28
145. OF BALANCE FI III IOI III II III FICA IS OUT OF BALANCE kRkKKKKKKKKKKK YTD AUTOMATIC DEDUCTIONS ARE OUT OF BALANCE x This employee shows Gross Wages Federal W H State W H and FICA W H are all out of balance Since this is the only employee that shows out of balance in all areas we know that the Check Date Paid Thru Date parameter was entered correctly If ALL employees looked like this then we would reprint the report changing that parameter Also YTD Automatic Deductions are out of balance This may be a separate problem Dim11 143 Payroll Special Maintenance 144 1 Wages and Taxes Are Out of Balance The fact that all 4 are out of balance for only this one employee indicates one of three things A Apayroll is missing from the report this would also cause the deductions to show out of balance If the PM1 total YTD column GROSS PAY is greater than the PM2 total the sum of the GROSS column then we suspect that 1 A PM2 record has been accidentally purged or manually deleted in special maintenance It will need to be added back through special maintenance Reindex PM2 2 A PM2 record has invalid data in it that prevents it from printing a Duplicate check number Change the check number in PM2 3 Delete the record amp add it back with the new check number Reindex PM2 amp b Store number 0 Change to the correct store number 7 0 custom
146. OHN 63055 3119 5 00 4 00 SUEY 7 00 YNYNY 6 00 715 882 0694 Q Q Q Q Q N P 3200 IDOL BILLY M 71162 3108 Y 10 00 NNYYY 20 00 1 O Q Q Q Q N P 612 927 6559 3800 HEAD POTATO M 0 1019 1 2 3 3 3 3 4000 LENNON JOHN M 71149 Q Q Q Q Q N 715 666 5544 110395 1019 10 00 5 00 O Q Q Q Q P 612 483 8599 6000 RAITT BONNIE 41258 4119 10 00 5 00 YYYYY YNYNY QQ Q Q Q N 715 665 1224 EARNINGS QUARTER 1 QUARTER 2 QUARTER 3 QUARTER 4 00 00 50 00 TOTALS 50 ACTIVE EMPLOYEES TERMINATED EMPLOYEES TOTAL EMPLOYEES Dim11 HIRED DED AMT DED LIM PAYROLL MASTER DATA PM1 D RAISE 8 0 000 00 000 00 200 00 2 L 31595 4 600 00 500 00 700 00 600 00 91594 8 200 00 000 00 8 12798 0 11598 2 81195 5000 NELSON WILLIE 5 300 00 100 00 2 61595 2 600 00 400 00 REG HOURS 00 00 00 00 00 6 50 30 6 6 SAMPLE PAYROLL MASTER LIST Totals Only N SOC SEC NO TERM PER MAR STA PAY TYP DEPT WCC F EX S EX L EX STC LTC DED TOT QTR EARN OPAY VACATION 123 45 6789 s 925 2520 25 474 92 6211 M 00 5 00 960 1992 8 00 455 12 3221 s 00 00 5 00 1280 00 1920 16 00 990 89 3131 s 2007 2640 24 00 1 H 00 00 00 00 00 H 00 00 00 00 H 00 00 00 00 H 00 00 50 00 ADDRESS 1
147. OT HRS CHECK DATE CHECK DATE OT HRS CHECK DATE CHECK DATE CHECK DATE OT HRS CHECK DATE OT HRS DEDUCTION REG EARN FEDERAL OT EARN OTHER PAY OTHER PAY OTHER PAY OTHER PAY OTHER PAY OTHER PAY PAGE 0001 FICA STATE NET OTHER PAY HAND CK 5467 82 3000 03 1037 28 3114 66 1102 94 15666 71 Dim11 Payroll Reports 25 Other Pay Type Hours Report This report prints other pay type hour information in employee number order It shows the employee number and name date check date or paid thru date check number vacation hours sick hours holiday hours up to 3 other pay categories and a total DS06328 Other Pay Types Hours Report DIM11 DATA Date mm dd yy 10 0 2 Port 37 Store 01 1 Input Parameters Beginning Employee No 0 Ending Employee No 9999999 Date Range Option 1 1 Check Date 2 Paid Thru Date Beginning Date 0 Ending Date 999999 Print Detail Lines Y N Number of Copies Store Number 0 A11 Report Date Select Optional Field Y N lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Date Range Option Enter 1 to use the check date or 2 for the paid thru date 1 Check Date 2 Paid Thru Date Beginning Date Enter the beginning check date or paid thru date you wish to include on this report or Tab to begin with the first date available Ending Date Enter the ending check date or paid thru date
148. PAYROLL User Manual 2002 Enterprise Computer Systems Inc Dim11 Rel 11 0 NOTICE This manual is designed to enhance your Dimensions system capabilities It is your responsibility to determine that this information is in accordance with your own business procedures Enterprise Computer Systems Inc has prepared this document for use by Enterprise associates customers and prospective customers The information herein shall not be reproduced in whole or part without the prior approval of Enterprise Computer Systems Inc Enterprise Computer Systems Inc reserves the right to make changes in specifications and other information in this document without prior notice and you should in all cases consult Enterprise Computer Systems Inc to determine if such changes have been made In no event shall Enterprise Computer Systems Inc be liable for any incidental indirect special or consequential damages whatsoever including but not limited to lost profits arising out of or related to this document or the information in it Enterprise Computer Systems Inc 5500 Amelia Earhart Drive Bldg 100 Salt Lake City UT 84116 Corporate Headquarters Enterprise Computer Systems Inc PO Box 2383 Greenville SC 29602 2383 WWW ecs inc com Enterprise Computer Systems Inc 2002 Printed in the United States of America All rights reserved PAYROLL USER MANUAL DIM11 TABLE OF CONTENTS SECTION 1 Payroll Procedures
149. Payroll Processing 1 From the Payroll Main Menu select Payroll File Maintenance Then select 1 for Maintain Employee File PM1 to add new employees Please refer to Section 1 in the Payroll User Manual Dim99 for the procedure for entering employees 2 After employees are entered enter the miscellaneous information for employees From the Payroll Main Menu select Other P R Options Then select Time and Attendance Employee Maintenance Select 1 for Maintain Employee PM1 PM9 The computer displays CS06111 Maintain PM1 PM9 Employee ABC LUMBER COMPANY Date 08 22 00 Rev9 0 1 Port 38 Store 01 Employee Number 0 2 Employee Name Address 1 20 Default Grace Table 0 9999 Address 2 21 Overtime Table 0 9999 Zip Code 22 Force Lunch After X Hrs hmm Area Code 23 Forced Lunch Length hmm Phone Number 24 Pay Type 1 Overtime Y N SSN 25 Pay Type Overtime Y N Store Number 26 Pay Type Overtime Y N Department 27 Pay Type Overtime Y N Birth Date 28 Pay Type Overtime Y N Hire Date 29 Pay Type Overtime Y N Termination Date 30 Pay Type Tot Available Gender M F 31 Pay Type Tot Available Pay Type S H 32 Pay Type Tot Available Pay Rate 33 Pay Type Tot Available Marital Status S M 34 Pay Type Tot Available Pay Thru Table 35 Pay Type Tot Available Employee Level G M S E Blank OY Ut i QQ N sN The cursor is positioned at 1 Employee Number
150. Port 37 Store 01 1 Input Parameters Beginning Department 0 Ending Department 99 Beginning Employee Number 0 Ending Employee Number 9999999 State Number 0 A11 0 Store Number 0 A11 0 Number of Copies 1 Ent Print Report E End 1 Input Parameters Special and Unique Input Parameters State Number 0 All Enter the state number you wish to include on the report Or enter 0 to include all states SAMPLE YTD BY DEPARTMENT mm dd yy STORE 01 YEAR TO DATE PAYROLL REPORT BY DEPT ABC COMPANY 506321 14 34 08 0001 EMP EMPLOYEE NAME YTD GROSS SOC SEC MEDICARE FEDERAL 401K CAFETERIA DEPT 1 SALARIES DEPT2 1 NUMERO UNO 2400 DENVER JOHN 3200 IDOL BILLY 4000 LENNON JOHN 5000 NELSON WILLIE DEPT TOTALS 1 DEPT 2 SALARIES DEPT2 1800 BROOKS GARTH 6000 RAITT BONNIE DEPT TOTALS GRAND TOTALS Dim11 87 Payroll Reports 20 Payroll Trial Balance This report compares accumulated quarterly and YTD figures from PM1 D with detail from PM2 D Warnings are printed if discrepancies are found This is a good report for reconciling and troubleshooting especially at year end DS06320 Rev11 0 1 Payroll Trial Balance DIM11 DATA Date mm dd yy Port 37 Store 01 1 Input Parameters Beginning Employee Number 0 Ending Employee Number 9999999 Date Select 1 Check Date 2 Paid Thru Date 1 Quarter 1 Ending Date 33102 Quarter 2 Ending Date 63002 Quarter 3 Ending Date 93002 Quarter 4 Ending Date
151. Report E End 1 Input Parameters Special and Unique Input Parameters Report Order Toward the bottom of the screen a list of report order options 18 displayed Enter the number corresponding to the order you wish for this report doo Report Order Jeeeeeeeeeek 1 Employee Number 2 Employee Name 1 Ded Code 1 99 Enter the deduction code to shown the first column Deduction codes are set up in the Variable File for Payroll After selecting a code the corresponding description is also displayed If the computer displays you entered an invalid deduction code 2 Ded Code 1 99 Enter the deduction code for the second column Clmn 3 Ded Code 1 99 Enter the deduction code for the third column 84 Dim11 Payroll Reports Clmn 4 Ded Code 1 99 Enter the deduction code for the fourth column Date Range Option Enter 1 if you wish to print in check date range order 2 for 1 Check Date paid thru date 2 Paid Thru Date Beginning Date mmddyy Enter the first date you wish to include according to the selected date range see above Ending Date mmddyy Enter the last date you wish to include according to the selected date range see above Print Detail Y N Enter Y if you wish to include the detail of deductions taken from each check on separate lines Or enter N to print the totals only SAMPLE PAYROLL DEDUCTION REPORT mm dd yy i PAYROLL DEDUCTION REPORT ABC COMPANY DS063
152. Special and Unique Input Parameters Date Range Option Enter 1 if you wish to print by check date range 2 to 1 Check Date print by paid thru date range 2 Paid Thru Date State Number 0 All Enter the state number you wish to include on the report Or enter 0 to include all states Company s Percentage Enter the employer s contribution as a percentage of gross up to 99 9999 digits This is used in calculating the information on the report Changing this percentage changes the outcome of the calculation SAMPLE RETIREMENT REPORT mm dd yy STR ALL PAYROLL RETIREMENT REPORT ABC COMPANY DS06323 14 14 19 COMPANY S PERCENTAGE 4 0000 PAGE 0001 EMPLOYEE EMPLOYEE soc SEC GROSS WAGES EMPLOYEE DONATIONS EMPLOYEE COMPANY NUMBER NAME WAGES SUBJECT 1ST QTR 2ND QTR 3RD QTR 4TH QTR TOTAL TOTAL 1800 BROOKS GARTH 474 92 6211 2952 00 1000 00 1000 00 2400 DENVER JOHN 455 12 3221 3200 00 3200 00 y 10 00 15 00 5000 NELSON WILLIE 474 90 1230 5625 00 5625 00 20 00 30 00 STORE TOTALS 1 ABC COMPANY 11777 00 8825 00 1030 00 1045 00 11777 00 8825 00 1030 00 1045 00 86 Dim11 Payroll Reports 19 YTD by Department This report summarizes year to date gross taxes and 401K and cafeteria deductions It is listed by department and by employee within the department The report prints department and grand totals This information comes from the PM1 D file DS06321 Payroll YTD Totals by Dept DIM11 DATA Date mm dd yy Rev10 0 1
153. Step 6 Or press Esc to reject the changes and return to Step 8 to make more changes Dim11 Payroll Procedures Part 1 3 Maintain Deductions by Range PURPOSE Dim11 Use this procedure to change deduction amounts in PM1 D by either entering a specific amount an amount to increase or decrease or a percentage to increase or decrease This be done for one deduction code at a time employees with the selected deduction code will be changed You must know the deduction code you wish to change before beginning this procedure See Payroll Variable File Reports to print a list of payroll deductions PROCEDURE 1 From the Payroll Menu select Payroll File Maintenance 2 Select 3 for Maintain Deductions by Range 3 The computer displays DS06051 Change PM1 Deductions By Range ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 37 Store 01 Beginning Department Ending Department Store Number 0 11 Select Optional Field Y N Deduction Code to Change 1 99 Change Method to Use 1 Change to Specific Amount Percent 2 Increase Decrease by an Amount 3 Increase Decrease by a Percentage lt Esc gt End The cursor is positioned at Beginning Department Enter the first department to be affected by the deduction change Departments are set up in the Payroll Variable File Departments Or press Tab to start with the first department Or press Esc to end this procedure and return to the previous menu Ending Depar
154. T TERM DT 400 BROWN JOE 123121234 1 2 555 55TH SW GR MI 49110 PHONE 000 0000 SALARY RATE 500 00 GENDER STATUS M BIRTH DT HIRE DT TERM DT 500 TYRELL JOHN 1 1 123 KYLE WAY ANYTOWN MA 15151 6666 PHONE 000 0000 HOURLY RATE 10 00 GENDER M STATUS S BIRTH DT HIRE DT TERM DT mm dd yy TIME AND ATTENDANCE VALUES ABC LUMBER COMPANY CS06115 10 58 00 PAGE 0001 PTHRU GRACE OT FORCE LUNCH EMP NO NAME DEPT LEVEL TABLE TABLE TABLE AFTER LENGTH DESCRIPTION OT TOTAL AVAIL 300 SMITH JOHANNA 1 Emp 1 HOLIDAY PAY 25 00 VACATION PAY 25 00 SICK PAY 25 00 JURY DUTY 25 00 OTHER PAY TYPE 5 25 00 PERSONAL TIME OFF 25 00 500 TYRELL JOHN HOLIDAY PAY 20 00 VACATION PAY 40 00 SICK PAY 24 00 JURY DUTY 5 00 OTHER PAY TYPE 5 PERSONAL TIME OFF Dim11 237 Appendix D 2 Time Punch Edit List This report shows a list of time punches by employee for a range of pay thru dates This information comes from the Time Punch File PM6 D and the Employee Misc Data File PM9 D It includes the employee number and name pay thru table number and description and all time punches within the date range showing date time in time out hours daily total and pay type There is also a total by employee All time shown is in 100 unit hours There is an option to adjust punches for grace tables and or forced lunches If punches were modified a appears next to the time which was modified If a lunch punch was modified an L appears next to the
155. TD DEDUCTION 5 YTD DEDUCTION 6 YTD OTHER PAY 1 OTHER PAY 2 OTHER PAY 3 OTHER PAY 4 OTHER PAY 5 OTHER PAY 6 OTHER PAY 7 OTHER PAY 8 TOTAL OF ALL OTHER PAY YTD TOTAL OF ALL DEDUCTIONS DOES NOT INCLUDE TAXES DATE OF LAST PAY RAISE PHONE NUMBER VACATION TAKEN AREA CODE TOTAL PERSONAL amp DEPENDENT EXEMPT AMOUNT ANNUAL MEDICARE YTD W H GENDER M F PAY THRU TABLE DIRECT DEPOSIT Y N PREVIOUS HOURS 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 N I9 N DS D n9 T9 DN D DN T T9 T9 T9 T9 N pb T9 T9 T9 T9 T9 T9 T9 TO TO TO T9 TO TO TO TO TO D DO IO TO TO TO TO pa A Dim11 139 Payroll Special Maintenance 5 Payroll Year End Update COMMENTS Use this procedure only if you need to process a year end update for Payroll 140 only Normally the year end update would be done through the Year End procedure see Day Month Year End User Manual However if you need to do just the Payroll portion use this option Things to Do Prior to Year End Update Process and update your final payroll for the current year The date on the check is what is important to the IRS You should use a check date on or before December 31 If an employee worked through December 31 but the check date is January 3 of the next year this check is considered wages for the next year Print all quarterly tax reports for th
156. TION LIMIT 4TH DEDUCTION CODE 1 99 4TH DEDUCTION FREQ XXXXX 4TH DEDUCTION AMOUNT 4TH DEDUCTION LIMIT 5TH DEDUCTION CODE 1 99 5TH DEDUCTION FREQ XXXXX 5TH DEDUCTION AMOUNT 5TH DEDUCTION LIMIT 6TH DEDUCTION CODE 1 99 6TH DEDUCTION FREQ XXXXX 6TH DEDUCTION AMOUNT 6TH DEDUCTION LIMIT EARNINGS QTR 1 EARNINGS QTR 2 EARNINGS QTR 3 EARNINGS QTR 4 FEDERAL W H QTR 1 FEDERAL W H QTR 2 FEDERAL W H QTR 3 FEDERAL W H QTR 4 TOTAL FICA W H QTR 1 TOTAL FICA W H QTR 2 TOTAL FICA W H QTR 3 TOTAL FICA W H QTR 4 gt Q N 4 1 1 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 5 4 4 4 5 4 4 4 5 4 4 4 5 4 4 4 5 4 4 4 5 4 4 4 4 4 4 4 4 4 4 4 4 4 4 N n9 DS D DS IO TO D TO TO TO IO TO 138 Dim11 Payroll Special Maintenance FIELD STATE W H QTR 1 STATE W H QTR 2 STATE W H QTR 3 STATE W H 4 LOCAL W H QTR 1 LOCAL W H QTR 2 LOCAL W H QTR 3 LOCAL W H QTR 4 REGULAR HOURS 1 REGULAR HOURS QTR 2 REGULAR HOURS QTR 3 REGULAR HOURS QTR 4 OVERTIME HOURS QTR 1 OVERTIME HOURS QTR 2 OVERTIME HOURS QTR 3 OVERTIME HOURS QTR 4 REGULAR EARNINGS QTR 1 REGULAR EARNINGS QTR 2 REGULAR EARNINGS QTR 3 REGULAR EARNINGS QTR 4 OVERTIME EARNINGS QTR 1 OVERTIME EARNINGS QTR 2 OVERTIME EARNINGS QTR 3 OVERTIME EARNINGS QTR 4 DEDUCTION 1 YTD DEDUCTION 2 YTD DEDUCTION 3 YTD DEDUCTION 4 Y
157. Text File And Transfer Enter Option E End Select 1 to change the input parameters Enter the following parameters Print Order 1 Numerically Enter 1 to transmit employees in employee number 2 Alphabetically order Or enter 2 to transmit in employee name order Dim11 177 Appendix C Beginning Employee Enter the beginning employee number or name of the range to be included in the transmission Ending Employee Enter the ending employee number or name to be included in the transmission Store Number 0 AII Enter the store number to transmit or 0 for all stores State Number 0 All Enter the desired state number or 0 for all states Effective Date Enter the date you wish the direct deposit to take effect File Batch ID Enter the file batch ID If sending more than one ACH text file in a day you must increment the batch ID for each file sent 5 After you enter the input parameters select 2 for Print Pre Notification Edit List to check the data that will be transmitted 6 The computer displays 506320 Pre Notification Edit List ABC LUMBER CO Date mm dd yy Rev8 0 1 Port 37 Store 01 1 Input Parameters Number Copies Report Date lt Ent gt Print Report E End 1 Input Parameters Print the report using standard print procedures See the following sample report Check the report that it contains the proper employees Change the PM8 D records if needed and then print the Pre Notification Edi
158. Trial Balance common mistake in voiding payroll checks or a batch of checks is to use the same check number as in the original entry This creates a duplicate key and one of the checks doesn t print on the report It s also possible to enter a handcheck in a batch and then print checks using the same number Use Special Maintenance for PM2 D to change the check number then reindex PM2 D Print the report again CAUTION We recommend that you use the original check number with a 9 or 99 in front when voiding or backing out a check or a batch of checks Actually any number that will not be used again that year is fine An employee is not printing on a quarterly report or W 2 An employee may have been deleted from PM1 D instead of entering a termination date The employee will need to be added back in with YTD totals in all applicable PM1 D fields Try printing the report again CAUTION It is never necessary to delete a terminated employee Merely enter a termination date in PM1 D and the Payroll year end update will automatically delete employees with a termination date Dim11 Payroll Variable File SECTION 3 Payroll Variable File This section presents information on the Variable File for Payroll The Variable File is the area of the Dimensions system that contains variables to customize certain options that deal with payroll procedures When you select P R Variable File from the Payroll Menu another menu i
159. US DEDUCTION 3 Deduction Amount Deduct Before Tax Calculation Y N Multiply Deduction by Withholding Allowance Y N Annual Misc Limit lt F1 gt Help ABC LUMBER COMPANY Date mm dd yy Port 37 Store 01 MISCELLANEOUS DEDUCTION 3 Deduction Amount Deduct Before Tax Calculation Y N Y Multiply Deduction by Withholding Allowance Y N Y 400 00 Annual Misc Limit 00 lt F1 gt Help 159 Appendix B 160 3 Now set up the tax tables See 6 Tax Table CSVM0806 Single same for 0 1 and 2 exemptions CSVM0806 State Local Payroll Tax Table ABC LUMBER COMPANY Rev7 0 50 1 Marital Status s SINGLE 2 State Local Code 1 99 31 MO S 0 1 WITHHOLDING WITHHOLDING LINE WAGES OVER BUT NOT OVER AMOUNT PERCENTAGE 00 1000 00 00 1000 00 2000 00 15 00 2000 00 3000 00 35 00 3000 00 4000 00 60 00 4000 00 5000 00 90 00 5000 00 6000 00 125 00 6000 00 7000 00 165 00 7000 00 8000 00 210 00 8000 00 9000 00 260 00 9000 00 999999 99 315 00 00 00 00 00 00 00 UY U b B QQ Q N N P lt Esc gt Go Back One Field lt Tab gt Go Forward One Field End Married same for 0 1 and 2 exemptions CSVM0806 State Local Payroll Tax Table ABC LUMBER COMPANY Rev7 0 50 1 Marital Status M MARRIED 2 State Local Code 1 99 31 MO S 0 1 50 00 50 00 50 00 50 00 50 00 00 00 WITHHOLDING WITHHOLDING LINE WAGES OVER BUT NOT OVER AMOUNT PERCENTAGE 00 1000
160. Utah Job Service Form 75 V vacation 25 taken 7 Variable File 2 Basic Payroll Information 106 Check Printing Options 120 Commisions 258 Commissions Maintenance 259 260 Job Descriptions 259 Participant Descriptions 260 Deductions 108 Departments 107 Descriptions and Messages 121 Company Information 124 Other Pay Descriptions 123 Payroll Type Descriptions 122 Direct Deposit 169 G L Integration 126 296 Miscellaneous 127 Payroll Import Programs 129 Purge Update Dates 128 Password Account Options 130 Reports 131 State Local Information 111 Basic State Local Information 112 Tax Calculation Information 113 Tax Table 116 federal 117 state local 119 Time amp Attendance 200 Other Pay Type Descriptions 202 Payroll Import Programs 202 Time amp Attendance Options 200 Transaction Numbers 125 Worker s Compensation 110 Void Checks 42 Void Entries Commissions 266 268 Void Change Payroll Input 29 W W 2 Forms 78 week code 1 5 22 worker s comp 24 code 6 Enter Payroll 22 report 35 Washington 22 110 Washington Oregon 108 Worker s Compensation 110 Workers Comp Report 67 Y year end troubleshooting 286 wages and taxes out of balance 287 YTD automatic deductions out of balance 288 Year End Update trouble shooting 142 Year End Updates Time amp Attendance 141 234 Yearly Transactions Report 76 YTD by Department 87 Dim11
161. YY State Number 0 11 Store Number 0 11 Number of Copies Beginning Employee Number Ending Employee Number 9999999 Subtract Cafeteria from Gross Y N Y lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Quarter Code 1 4 Report Due Date Date Select 1 Check Date 2 Paid Thru Date Beginning Qtr Date MMDDYY Ending Qtr Date MMDDYY State Number 0 All Subtract Cafeteria from Gross Y N Dim11 The computer defaults to the current quarter as stored in the Variable File Basic Payroll Information Or you can enter the quarter for which you wish to print information Enter the correct report due date if needed Enter 1 to use the check date or 2 for the paid thru date The computer displays the beginning date of the selected quarter Press Tab to accept or enter a different date if needed The computer displays the ending date of the selected quarter Press Tab to accept or enter a different date if needed Enter the state number you wish to include on the report Or enter 0 to include all states Enter Y to subtract the cafeteria deduction from gross wages N to not subtract it 73 Payroll Reports 13 3 California Quarterly Report This report 18 used to print quarterly payroll information for unemployment insurance in California using a special form This program prints on the Quarterly Wage and Withholding Report format th
162. You can do one of the following options Enter an employee number If you know the employee number enter it and to look for an exact match press Enter If the computer finds the selected employee continue with the program If the computer does not find the employee the following message is displayed 6600 Not Found 1 Press Enter to acknowledge this message try again Enter part or all of an This displays a list of employees in alphabetical employee name order starting with the name you entered You are now in the search mode Go to Step 2 Press an up arrow A Displays employees alphabetically from the beginning of the file Enter the accountnumber Displays employees numerically starting from the and press number s you entered Press Esc Press Esc to end this option and return to the previous menu Once you have displayed some employees in the search mode the screen displays DS06050 Enter Edit Payroll Deductions ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 38 Select Employee Number or Name STORE 01 lt Ret gt Select lt Up Down Arrow gt Scroll Page Down Up lt Esc gt Exit L lt Ret gt Select L L ADAMS SUE 34 S WILLOW ANYTOWN USA 2 BROOKS GARTH 100 SHAMELESS ROAD ROPIN WI 3 DENVER JOHN 600 ROCKY MOUNTAIN DR COUNTRY ROADS WI 4 IDOL BILLY 605 EYES WITHOUT A FA REBEL YELL MN 5 LENNON JOHN 900 INSTANT KARMA RD STRAWBERRY FIELDS WI 6 NELSON WILLIE 730 HARRIET AVE SHOREVIEW MN 7 RAITT BON
163. account numbers are also checked If there is an error then most likely a pre notification has not been sent and the best procedure would be to take the employee off direct deposit for this payroll by changing PM1 field 109 void and re enter the check and then set up the employee for direct deposit before pre notifications are sent If needed print payroll checks for non direct deposit employees Then select 8 for Print Direct Deposit Summaries This step assigns a reference number to each check direct deposit transaction before it is sent to the bank summary is printed for each direct deposit employee It should be printed on blank paper For example Employee No 100 Check Date 10 02 97 Paid Thru 10 02 97 TOM ATKINS Reference No 1207 550 ELM STREET Dept 2 YARD WAREH SALT LAKE CITY UT State 1 84118 Store 1 Social Sec 528 72 5993 RATE SAL REG HRS OT HRS REG EARN OT EARN TOT EARN 2 7 50 80 00 600 00 600 00 OTHER PAY TODAY 1 5500 00 EARNINGS TODAY DEDUCTIONS Gross Pay 600 00 HEALTH INSUR Federal Tax 34 49 401K Fica S S Tax 37 20 k CREDIT UNION Fica Medicare 8 70 State Tax 14 33 Deductions 93 00 Net Pay 412 28 DIRECT DEPOSIT NET PAY Dim11 181 Appendix C 10 Ifneeded print a check register and a current worker s compensation report as per normal payroll procedures 11 Select 11 for Send Direct Deposit to Bank The computer displays CS0633
164. ake the change effective or N and Enter to leave the record unchanged 12 You are still in the change mode Select another record to change or press Esc to end the CHANGE option 13 Enter E and press Enter to return to the previous menu Steps 14 21 describe how to delete an existing employee You must know the employee number you wish to delete before beginning this procedure 14 If you selected V for View and wish to delete an employee the cursor moves to 1 EMP NO Enter the employee number you wish to mark for deletion You will be entering a termination date to mark this employee to be deleted during the next year end update process 15 The selected employee is displayed and there are new options at the bottom of the screen ENTER OPTION A C D N P V E Enter C for Change Or you can enter N to view the next employee numerically or P to view the previous employee 16 The cursor moves to 2 NAME Press Tab to move the cursor to field 21 TERM DT You can also use Esc to back up one field 17 Enter the termination date in the standard date format mmddyy Dim11 NOTES Dim11 Payroll Procedures 18 Then press Tab through all remaining fields or enter period and press Enter 19 The computer asks OK TO CHANGE RECORD Y N Enter Y and Enter to make the change effective or N and Enter to leave the record unchanged If you enter N the change is not made to the employee s record 20 curs
165. al Security Beginning Employee Ending Employee Reprint Only No Subtotals Y N EIC Deduction Code for BOX 9 401K W2 Code for Box 13 Print 1 W2 Forms 2 W2 Report 3 Text File Print W 2 s One at a Time Y N Date Selection For Year to Date 1 Paid Thru Date 2 Check Date Beginning Year Date Ending Year Date Enter 1 to print in employee number order 2 for alphabetical order or 3 for Social Security order Depending on the selected print order enter the first employee number name or Social Security to include Enter the ending employee number name or Social Security to include Enter Y if you are reprinting the W 2 forms but do not wish to print the subtotals page Or enter N if you wish to include the subtotals EIC deductions are handled electronically so they can print on the W 2 form Only one deduction code should be used for EIC throughout the entire year Like any other automatic deduction the code itself must not be changed during the year The deduction amount and frequency may be changed in the employee record in PM1 D The deduction should be set up as a negative deduction in the employee record so that it adds back to the paycheck Be sure to enter the EIC deduction code in this field to print it on the W 2 Enter the 1 letter code used for the 401K deduction if any The codes are listed in the instructions on the back of the W 2 form Check with your CPA or system manager if
166. ally entered during payroll processing Their codes and their order in PM1 D must not be changed during the year in order for the W 2 reporting to be accurate 108 Dim11 Payroll Variable File Earned Income Credit This is a special situation where employees qualify for a rebate over and above any taxes they might have had withheld They may request that the anticipated rebate be added to their paychecks This is handled through a negative payroll deduction Sometimes it can be set up as a flat amount but sometimes it has to be calculated each pay period and entered manually See the following example Set up a deduction code with type 7 The deduction amount can be entered as a flat negative amount per pay period in PM1 D in the employee s record or it can be manually calculated and entered with each check If the employee is having 0 tax deducted set the federal exemptions in PM1 at 99 That way 0 tax will calculate and the EIC will show up as a negative deduction Enter the EIC deduction code for example 20 in the input parameters when you print W 2 forms EIC Deduction Code for BOX 9 CSVM0803 11 Deductions DIM11 DATA Date mm dd yy Rev11 0 1 Port 37 Store 01 1 Store Number Deduction Code 1 99 Description Deduction Method 0 FLAT AMOUNT Deduction Type 7 USER DEFINED Direct Deposit Y N Print Totals on Check Register Y N N Deduction G L Account 2600 01 PAYROLL DEDUCTIONS D
167. ank account Direct Deposit 170 company bank name Direct Deposit 170 company bank routing Direct Deposit 170 company code Time amp Attendance 201 company ID Fed ID Direct Deposit 170 company information 124 Copy Payroll Files 19 Dim11 Create ACH Text File and Transfer Send Direct Deposit to Bank 188 Send Pre Notification 179 Create ADP File Time amp Attendance 246 D date Enter Payroll 22 deduct cash discount Commissions 261 262 267 deductions 12 15 25 26 31 amount 8 code 8 Direct Deposit 174 Direct Deposit 172 188 frequency 8 limit 8 type Direct Deposit 174 Deductions Variable File 108 default grace table Time amp Attendance 205 delete employee 10 department 6 25 31 Departments Variable File 107 Descriptions and Messages 121 Company Information 124 Other Pay Descriptions 123 Payroll Type Descriptions 122 Direct Deposit 162 Create ACH Text File and Transfer Send Direct Deposit to Bank 188 Send Pre Notification 179 Deduction Code Maintenance 188 Getting Started 163 add employee Direct Deposit records 173 Direct Deposit file 166 enter Variable File settings 169 license software 165 maintain Employee Master File PM1 167 set up deduction codes 172 set up with bank 164 Procedures 176 Process Payroll 180 Print Direct Deposit Summaries 180 181 Send Direct Deposit to Bank 180 182 Reports 184 Direct Deposit List 186
168. are You will find practices for both new and advanced users Some procedures you may find helpful using on a day to day basis or in giving you ideas on how to run your business Others will be used occasionally under special circumstances Many topics are suggestions only and reflect the opinions and recommendations of the Dimensions training and support staff If you already have established company procedures and they are working successfully continue using them If you need to institute some procedures or you are just starting up the system take into consideration the concepts presented in this section You will find some good tools to help you manage your business This section contains Payroll procedures You can use it as a supplementary aid as you learn the Dimensions system as a reference guide to answer certain procedural questions for regular Payroll activities and as a teaching tool for new personnel It is assumed you have read Chapter 2 System Training in Getting Started Dimensions 97 and know how to move through menus and use the special keys Enter Esc Tab and up arrow 4 How the Procedures Are Organized In order to present the procedures in an organized manner this section is divided into parts which follow the Payroll Menu you will see on the screen after selecting Other Options from the Dimensions Main Menu and then Payroll Payroll File Maintenance Process Payroll Payroll Reports Other P R Options
169. arly Transactions KEYS Store Number Employee Number Check Date YYYYMMDD Check Number COMMENTS Allows you to perform maintenance on the Payroll Yearly Detail File PM3 D on a record by record basis DS06013 MAINTAIN PM3 D PAYROLL YEARLY TRANS STORE NO 19 OVERTIME EARNINGS 1 EMPLOYEE NO 20 OVERTIME EARNINGS 2 CHECK DATE YYYYMMDD 21 OVERTIME EARNINGS 3 CHECK NO 22 PAID THRU DT YYYYMMDD WORKMAN S COMP CODE 23 BANK NUMBER REG HRS OT HRS REG EARNINGS OT EARNINGS OTHER PAY DEDUCTIONS TAXES CODE CODE CODE WODIKHRUAWNE H D T H D T H D T MULT 1 2 3 MULT 1 2 OVERTIME MULT 3 ENTER OPTION 3 CHECK DATE Uses the format YYYYMMDD 13 OVERTIME CODE H D T H time and a half D double time T triple time 22 PAID THRU DATE Uses the format YYYYMMDD Dim11 135 Payroll Special Maintenance 4 Print PM1 Data to File FILENAME PM1 D COMMENTS This option allows you to export employee data to a text file which can then be used in a DOS based application such as Lotus 1 2 3 Excel or WordPerfect DS06014 Print PM1 D to Text ABC LUMBER COMPANY Date mm dd yy Rev8 0 0 ABC CO Port 37 Store 1 Input Parameters Text File Name Blank Print to Screen Only Report Order 1 1 Employee Number 2 Employee Name Beginning Employee Number 1 Ending Employee Number 9999999 Text File Type 1 Fixed Field 1 2 User Selected Delimiter 3 CRLF After Each Fi
170. assigned to this employee The Overtime Table establishes the hours allowed and rate of overtime pay NOTE Use the next two fields to set up individual Forced Lunch schedules If groups of employees use the same schedule then enter the information into a Grace Table instead of using these fields Assign the Grace Table to the employees 22 Force Lunch After X Hours 23 Forced Lunch Length 24 1 6 Overtime 30 1 6 Tot Available Enter the number of hours after which a forced lunch will take effect For example if you wish to force a lunch break after 4 hours of work enter 4 50 Use 100 unit hours i e 41 4 hours 4 25 If an employee has a time punch in out that is greater than this number the system deducts the amount of time in the next field on reports and in the export program Enter the amount of time in 100 unit hours to deduct for a forced lunch in reports and export programs from an employee who is punched in for the amount of time in the previous field Enter Y to include this pay type in overtime calculations Or enter N to not include this pay type in overtime calculations There are 6 pay types fields 24 through 29 Enter Y or N for each pay type you are using Enter the annual amount of time in decimal format that is allowed for this employee for this pay type The Other Pay Report displays the total time available for each pay type the total used
171. at was revised in 1997 If you wish to print on the old format use the program DS063080 instead run it from the system prompt DS06308 Unemployment Ins Report CA DIM11 DATA Date mm dd yy 10 0 1 STORE 1 Port 37 Store 01 1 Input Parameters Quarter Code 1 4 1 QTR Ending Date MM DD YY 03 31 02 Due Date MM DD YY Delinquent Date MM DD YY State Number 0 11 Store Number 0 11 Number of Copies Ending Employee Number 999999 0 0 1 Beginning Employee Number 0 9 Subtract Cafeteria from Gross Y N x This program will print on the Quarterly Wage and Withholding Report format that was revised in 1997 Use program DS063080 if you wish to print on the old format Ent Print Report E End 1 Input Parameters Special and Unique Input Parameters Quarter Code 1 4 The computer defaults to the current quarter as stored in the Variable File Basic Payroll Information Or you can enter the quarter for which you wish to print information QTR Ending Date MMDDYY The computer displays the ending date of the selected quarter Press Tab to accept or enter a different date if needed Due Date Delinquent Date State Number 0 All Subtract Cafeteria from Gross Y N 74 Enter the correct report due date if needed Enter the correct report delinquent date if needed Enter the state number you wish to include on the report Or enter 0 to include all states Enter Y to subtract th
172. ate swipe cards Information for this report comes from the Employee Swipecard Cross Reference File PM12 D CS06116 P Swipecard Table Edit List ABC LUMBER COMPANY Date mm dd yy Rev8 1 2 Port 38 Store 01 1 Input Parameters Report Order 1 Card Number 1 2 Employee Number Beginning Value 0 Ending Value 9999999 Department Number 0 A11 0 Store Number 0 11 y Number of Copies 1 Report Date lt Ent gt Print Report E End 1 Input Parameters Input Parameters Report Order 1 Card Number Enter 1 to print this report in card number order Or enter 2 2 Employee Number to print it in employee number order Beginning Value Enter the first card number or employee number as selected above to include on this report Or press Tab to start with the first value found in the file Ending Value Enter the last card number or employee number to include on this report Or press Tab to pick up all remaining values found in the file Department Number 0 All Enter the department number to include on this report Or enter 0 to include all departments Store Number 0 AII Enter the store number to include on this report Or enter 0 to include all stores Number of Copies Enter the number of copies to print of this report Report Date Enter the date to include in the report heading Or press Tab to accept the current displayed date SAMPLE SWIPE CARD TABLE LIST mm dd yy SWIPECARD TABLE PM12 EDIT LIST ABC LUMBER COMPANY
173. atus 00 00 00 00 00 00 00 00 00 00 00 00 s 2 State Local Code 1 99 23 LINE WAGES OVER lt Esc gt Go Back One Field 00 10033 23776 30648 37931 44803 00 00 00 00 00 00 00 00 00 00 00 BUT NOT 10033 23776 30648 37931 44803 999999 lt Tab gt Go Forward One Field VER 00 00 00 00 00 00 00 00 00 00 00 00 SINGLE CALIF M24 WITHHOLDING AMOUNT 00 100 375 925 1799 2896 00 00 00 00 00 00 SINGLE CA HH 32 20 04 12 48 WITHHOLDING AMOUNT 00 100 375 650 1087 1636 00 00 00 00 00 00 33 19 07 05 81 ABC LUMBER COMPANY WITHHOLDING PERCENTAGE End ABC LUMBER COMPANY 00 00 00 00 00 30 00 00 00 00 00 00 WITHHOLDING PERCENTAGE End 00 00 00 00 00 30 00 00 00 00 00 00 Date mm dd yy Port 66 Store 01 lt F1 gt Help Date mm dd yy Port 66 Store 01 lt F1 gt Help 155 Appendix B 156 Married table is not required but provided here anyway CSVM0806 Rev7 0 5 State Local 11 Tax Table ABC LUMBER 0 1 Marital Status M MARRIED 2 State Local Code 1 99 23 CA HH WITHHOLDING LINE WAGES OVER BUT NOT OVER AMOUNT WODIKHUAWNE lt Esc gt Go 00 10033 00 00 10033 00 23776 00 100 33 23776 00 30648 00 375 19 30648 00 37931 00 650 07 37931 00 448
174. c Payroll Information Or you can enter the quarter for which you wish to print information The computer displays the beginning date of the selected quarter Press Tab to accept or enter a different date if needed The computer displays the ending date of the selected quarter Press Tab to accept or enter a different date if needed Enter 1 to use quarter to date figures or 2 for year to date Enter 1 to use the paid thru date or 2 for the check date Enter the state number you wish to include on the report Or enter 0 to include all states Enter Y to print hire dates for all employees N to not print them Enter Y to subtract the 401K deduction from gross wages N to not subtract it 63 Payroll Reports Subtract Cafeteria From Gross Enter Y to subtract the cafeteria deduction from gross wages Y N N to not subtract it SAMPLE QUARTERLY SUTA REPORT ABC COMPANY QTD SUTA REPORT DS06310 STORE 1 STREET ADDRESS FOR QTR 4 ENDING 12 31 98 PAGE 1 ANYTOWN USA 01010 STATE NUMBER ID STATE 1 PHONE 123 456 7890 FAX 123 098 7 RATE 1 20 LIMIT 10500 00 STORE 0 EMPLOYEE NAME ss NO HIRE DATE QTD TAX IF IN QTR WAGES GARTH BROOKS 474 92 6211 1992 00 JOHN DENVER 455 12 3221 1910 00 BILLY IDOL 990 89 3131 2640 00 JOHN LENNON 551 89 1122 5000 00 WILLIE NELSON 474 90 1230 3580 00 545 82 6542 6320 00 TOTALS THIS PAGE ONLY GRAND TOTAL OF ALL PAGES 21442 00 21442 00 257 30 WAGES IN EX
175. cate when they are taking a lunch rather than just punching out and then in again This marks the time spent for lunch with an L in the time punch record Also when changing time punches in the Edit Time Punches CS06105 an entry can be marked with an for lunch The edit list 506105 then prints the in out for lunch with an L This also works with the forced lunch time If the lunch out in is equal to or less than the forced lunch the system forces the lunch punch to be equal to the defined forced lunch time If the actual lunch punch in out is greater than the forced lunch then the system does not force or alter the actual lunch punch This allows the payroll administrator to easily track employee lunch punches and use the forced lunch feature Or enter N to not allow the lunch in out feature 201 Appendix D 5 Ifyou selected 2 for Other Pay Type Descriptions the computer displays CSVM0901 11 Type Descriptions ABC LUMBER COMPANY Date mm dd yy Port 37 Store 01 1 Payroll Type Number 2 Description Last Used Payroll Type Number lt Esc gt End lt F1 gt Help Enter the following fields for each of the different payroll types you use 1 Payroll Type Number 1 6 Enter the number of the payroll type you wish to define There can be up to 6 different payroll types 2 Description Enter up to 28 characters to describe this pay type i e Holiday Vacation Sick Jury Duty etc Th
176. ce Quarterly Wage Report Quarterly Cafeteria amp 401K Quarterly FICA Quarterly FUTA PAYROLL ENTRY REPORTS Quarterly SUTA Payroll Timesheets Quarterly State Tax Check Summary Workers Comp Report Check Summary by Department Tax Liability Report Payroll Batch List by Range Misc Quarterly State Reports Other Pay Type Hours Report Print Unupdated P R Batches Each menu selection goes to a print program or another submenu of report selections The following section is organized according to this menu and its submenus Each report is described its purpose is defined and the input parameters are displayed It is assumed you have read Getting Started and know how to move through menus and use the standard print routine How to Use This Section The reports in this section are written following a standard pattern Each report begins on a new page The purpose of the report is stated A sample screen of the input parameters is presented Any special or unique parameters are explained vy Vv Vv Vv V And finally there is a sample report Select Optional Fields On most sales reports there is an input parameter called Select Optional Fields which is a useful tool that allows you to customize the report It allows you to further specify which employee data to print by selecting a certain field and entering a value to compare to print or not print if a match is found or a range to print or not print
177. ch code is the amount of one payroll This would happen if the first time the deduction was taken it was entered in payroll data entry and then afterwards it was set up in PM1 as an automatic deduction Only those deduction codes that are setup in PM1 will update into fields 85 90 so the initial manual entry is not included in the accumulated total The only time the automatic deduction amounts are critical is when they must print on the W 2 s 401K or Cafeteria plan deductions If a deduction of that type needs to be corrected go into PM1 special maintenance and correct the amount there For instance assume that in this example deduction code 4 is a cafeteria plan The 450 00 amount is in field 86 Change it to 500 00 You can change the other automatic deduction fields if you like but it is not necessary NOTE Field 100 Total All Deductions refers to all deductions taken throughout the year It is not the total of fields 85 90 9 NOTE Any adding or deleting of PM2 or records will require a reindex of those files Dim11 289 INDEX 401K deduction 108 941 Quarterly Report 53 A ABA bank routing number Direct Deposit 175 account type checking savings Direct Deposit 174 ACH Direct Deposit 177 add back A P discount Commissions 261 267 adjust for lunch 221 allow lunch in out Time amp Attendance 201 area code 7 B bank account number Direct Deposit 175 bank communication
178. ches for only one pay period enter the same pay thru date in Beginning Date and Ending Date Ending Employee Number Beginning Date Ending Date Report Option 1 All Time Punches 2 Exceptions Only 238 Enter 1 to print all time punches completed and one sided punches Or enter 2 to print one sided punches only Dim11 Adjust by Grace Table Y N Adjust for Lunch Y N Print Non Adjusted Punches Y N Page Break Between Employees Y N Pay Thru Table Number 0 All Number of Copies Report Date Appendix D Enter Y to adjust the punches by grace tables if applicable This is the default response so that the report prints the same data that will be exported Or enter N to not adjust punches to view unaltered punches Enter Y to adjust the punches for forced lunches if applicable This is the default response so that the report prints the same data that will be exported Or enter N to not adjust punches to view unaltered punches Enter Y to include non adjusted punches This option prints in compressed format for 132 characters columns Non adjusted punched print on the right side of the page following the adjusted punch information Or enter N to print adjusted punches only The default is N to print adjusted punches only Enter Y to print one employee per page Enter N to not start a new page between employees Enter the pay thru table number to include on this report Or enter 0 to print from a
179. ck File PM7 D Pay Thru Table File PM9 D Employee Misc Data File PM10 D Grace Tables File optional PM11 D Overtime Tables File and PM12 D Employee Swipecard Cross Reference File optional Create Pay Thru Tables Creates tables that are used for each schedule of pay thru dates Employees will be assigned the tables used to create the employee punch records Create Overtime Tables Creates tables that are used for tracking overtime on reports and import programs Employees will be assigned to tables which are set up to track overtime on either a daily or weekly basis and split overtime pay into multiple levels if needed Create Grace Tables optional Creates tables that are used for rounding punch times to an established set of working hours Employees will be assigned to tables containing their grace periods Enter Variable File Settings Enters the descriptions to be used for Other Pay Methods and the export program to be used for Dimensions Payroll If you are using ADP to process payroll there are some additional options to set up Create Employee Records There are three possible situations for creating employee records This step shows how to create them according to the method of payroll processing you are going to use Use Dimensions for payroll processing Do not use Dimensions or ADP for payroll processing Import ADP file to create employee records Set Up Swipe Card Table optional If you are using swipe ca
180. corporate location no time punches will be imported for that employee The punches for that employee will still exist in the text file Change the employee s PM1 D record to a valid store number and or department Steps 10 15 describe importing time punches from PM6 D to a Dimensions Payroll batch Payroll checks can then be processed using normal procedures 10 In Process Payroll in the Dimensions Payroll system use standard procedures for setting up the batch name and payroll parameters The Process Payroll Menu is shown below 506100 11 LUMBER COMPANY Date mm dd yy Batch ID PR082800 NEW Port 38 Store 01 Calendar Month 11 Period Code Payroll Parameters Change Calendar Month Week Code 1 5 Change Payroll Parameters Overtime Code H D T X Import Payroll Data Bank Number 1 4 Enter Payroll Input Enter Wrkmn s Comp Y N Print Edit List Void Change Payroll Input Print Payroll Checks Print Check Register Print Current Workers Comp Rpt Update Payroll amp G L to GPOST Print G L Entries Change Store Change Date lt Esc gt Back to Batch ID Dim11 231 Appendix D 232 11 Then use option 3 Import Payroll Data to import time punches from the Employee Time Clock File PM6 D for hourly employees to generate timecard entries in the Dimensions Payroll system The computer begins by 12 displaying CS06106 Import Payroll Rev9 0 2 1 Input Parameters ABC
181. ct for this file Or press Tab to accept the displayed date current date If you are selecting one pay thru date enter the same date in Beginning Date and Ending Date File ID Enter a 2 digit number to be used as part of the file name created to send to ADP The program uses the 3 digits Company Code from the Time amp Attendance Variable File for the extension on the end of the file name The file name that will be created is EXTPAYnn where nn File ID and Company Code Store Number Enter the store number you wish to use to select employees for the file Or press Tab to accept the default store number This store number defaults to the store number of the port running this program Report Date Enter the date you wish to print in the heading of this report Or press Tab to accept the current displayed date After the file is created copy it to a DOS diskette to copy it into the PC you use for ADP communication Insert a blank DOS diskette into the floppy drive on the Dimensions system Exit the Dimensions system and obtain the system prompt Enter one of the following copy commands depending on your operating system SuperDOS gt PCXFER S 5 1 nn File ID Code SCO UNIX doscp u live live01 extpaynn 4 dev fd0 extpaynn ZZZ nn File ID k Company Code NOTE If you are copying the file and you are in the u live live01 directory already
182. d quarter data only 2 to print 1 Quarter Data Only yearly data only or 3 to print both quarterly and yearly 2 Yearly Data Only 3 Both Of Above State Number 0 Enter the state number you wish to include on the report Or enter 0 to include all states Dim11 53 Payroll Reports SAMPLE 941 QUARTERLY REPORT Page 1 ABC COMPANY PAYROLL QUARTERLY REPORT DS06301 STORE 1 STREET ADDRESS PAGE 0001 ANYTOWN USA 01010 FOR QTR 4 BEGINNING 10 01 98 ENDING 12 31 98 STATE ALL PHONE 123 456 7890 FAX 123 098 7654 STORE ALL EMP NO NAME SOC SEC NO GROSS FICA SS FICA MED EXTRA NEW HIRE WAGES WAGES WAGES LIMIT THIS QTR 72600 00 9999999 99 123 45 6789 2520 00 2520 00 3445 00 3445 00 BROOKS GARTH 474 92 6211 1992 00 1992 00 2952 00 2952 00 DENVER JOHN 455 12 3221 3 1920 00 1920 00 3200 00 3200 00 IDOL BILLY 990 89 3131 2640 00 2640 00 4647 50 4647 50 LENNON JOHN 551 89 1122 5000 00 5000 00 5000 00 5000 00 NELSON WILLIE 474 90 1230 3600 00 3600 00 5625 00 5625 RAITT BONNIE 545 82 6542 6320 00 6320 10320 10320 2 COMPANY PAYROLL QUARTERLY REPORT DS06301 STORE 1 STREET ADDRESS PAGE 0002 ANYTOWN USA 01010 FOR QTR 4 BEGINNING 10 01 98 ENDING 12 31 98 STATE ALL PHONE 123 456 7890 FAX 123 098 7654 STORE ALL QUARTER 1 QUARTER 2 QUARTER 3 QUARTER 4 YEAR TO DATE TOTAL TAXABLE SS FICA WAGES UNDER 72600 00 00 11197 50 23992 00 35189 50 TOTAL NONTAXABLE SS FICA
183. d the input parameters are displayed It is assumed you have read Getting Started and know how to move through menus and use the standard print routine How To Use This Section The reports in this section are written following a standard pattern gt Each report begins a new page The purpose of the report is stated sample screen of the input parameters is presented v v v Any special or unique parameters are explained 184 Dim11 Appendix C 1 Send Pre Notification This option is explained in Direct Deposit Procedures Part 1 Please refer to those instructions Dim11 185 Appendix C 2 Direct Deposit List This report prints a list of employees who are participating in direct deposit field 109 in PM1 D is marked Y It includes employee number and name Social Security number assigned store number deduction type net check or a deduction bank routing number employee bank account number and sent note information pre notification This information comes from PM1 D Employee Master File and PM8 D Employee Direct Deposit Info CS06329 Employee Direct Deposit List ABC LUMBER CO Date mm dd yy Rev9 0 1 Port 37 Store 01 1 Input Parameters Report Print Order d Employee Order Beginning Employee 0 Ending Employee 9999999 Number of Copies L Report Date mmddyy N Select Optional Field Y N lt Ent gt Print Report E End 1 Input Parameters Input Parameters Report Print Or
184. dd yy Rev9 0 1 Port 36 Store 01 1 Input Parameters Batch Number PR0810AA Number of Copies 1 Report Date mmddyy Store Number 0 A11 0 Report Option 1 1 11 Checks Zero or Negative Checks Only 2 3 Computer Checks 4 Handchecks Only lt Ent gt Print Report E End 1 Input Parameters Print a hard copy of this report using normal report printing procedures Batch Number The batch identification stays the same as you entered when setting up the batch Report Option Enter the number corresponding to the type of 1 All Checks checks you wish to see on this report 2 Check Number 3 Computer Checks 4 Handchecks Only 5 Direct Deposit Checks Only 3 Verify that all payroll is correct in this batch Edit the batch if needed See Void Change Payroll Input Dim11 27 Payroll Procedures SAMPLE EDIT LIST PAYROLL EDIT LIST PM2 D STORE 1 PERIOD 12 WEEK 1 SEQ EMP NO NAME DEPT RATE SAL REG HRS 2400 DENVER JOHN 1 16 00 1 PENSION 40 00 H 3 UNITED WAY 6000 RAITT BONNIE 4000 00 2 4000 00 H 3 UNITED WAY TOTALS EMP NUMBERS 8400 REG HRS 40 00 mm dd yy PAYROLL EDIT LIST PM2 D 12 03 14 WAGE SUMMARY OF ENTRIES REGULAR PAY COMPUTER CHECKS 2 4640 00 TOTALS 2 4640 00 DEDUCTION SUMMARY OF ENTRIES DEDUCTION TOTAL PENSION 00 UNITED WAY 00 CREDIT UNION 00 UNION DUES 00 DEDUCTION 6 00 TOTALS 00 GROSS PAY DEDUCTIONS FEDERAL SS FICA MEDICARE STATE
185. der Enter 1 to print in employee number order or 2 to print in employee name order Beginning Employee Enter the first employee number or name according to the print order selected above to include on this report Or press Tab to start with the first employee found in the file Ending Employee Enter the last employee number or name to include on this report Or press Tab to pick up all remaining employees found in the file SAMPLE DIRECT DEPOSIT LIST mm dd yy EMPLOYEE DIRECT DEPOSIT LIST ABC LUMBER CO Cs06329 15 26 05 PAGE 0001 EMPLOYEE NAME 5 5 STORE TYPE BANK ROUTE EMP ACCT SENT NOTE 2 WHITE SUE 2 0 CHECK 204444444 20555555555555555 1 PENSION 214444444 24555555555555555 2 GARNISHMENT 224444444 22555555555555555 3 GREEN FRED 345 67 8901 0 CHECK 304444444 30555555555555555 1 PENSION 314444444 31555555555555555 15 DIR DEPOSIT 315444444 31555555555555555 4 REDD TOM 456 78 9012 1 0 404444444 40555555555555555 15 DIR DEPOSIT 415444444 41555555555555555 1800 BROOKS GARTH 474 92 6211 1 0 CHECK 180444444 18055555555555555 186 Dim11 Appendix C 3 Direct Deposit Reconciliation This report prints a complete summary of all direct deposits within a specified check date range It can be printed with deposit detail or batch totals This report can be used to help balance direct deposit totals with bank reports The report includes batch ID paid thru date check date number of detail reco
186. dit unfiltered employee miscellaneous data The maintenance on this file would usually be done through the regular programs but there may be occasions where you need to use this program under the directions of a Dimensions Support Analyst CS06103 PAY PAY PAY PAY PAY PAY PAY PAY 0 1oU5UuUNH 1 2 3 4 5 6 1 2 3 4 5 6 MAINTAIN EMPLOYEE MISC DATA EMPLOYEE NUMBER LEVEL G M S E BLANK DEFAULT GRACE TBL 0 9999 OVERTIME TABLE 0 9999 FORCE LUNCH AFTER X HOURS FORCED LUNCH LENGTH OVERTIME Y N OVERTIME Y N OVERTIME Y N OVERTIME Y N OVERTIME Y N OVERTIME Y N TOT AVAILABLE TOT AVAILABLE TOT AVAILABLE AVAILABLE AVAILABLE AVAILABLE ENTER OPTION 19 20 21 22 23 24 Dim11 Appendix D 5 Import ADP to 1 FILENAME KEYS COMMENTS Dim11 N A N A Use this program to load employee information for the first time from an ADP file format into PM1 D Payroll Master File NOTE You must have the Time and Attendance Variable File options set up before you can access this program See Step 6 Variable File Settings You will also need to know the number for Pay Thru Tables Overtime Tables and Grace Tables before beginning this procedure From the Time and Attendance Menu select 6 for Time amp Attend Special Maint Then select 5 for Import ADP to PM1 The computer displays CS06114 Import ADP to PM1 ABC
187. e Taxable nontaxable FICA wages FICA W H Taxable nontaxable FUTA wages State W H Taxable nontaxable SUTA wages Local W H Wages over under extra limit Total wages paid Federal W H Total number of employees paid NOTE This report will not defer any deferrable deductions such as the cafeteria plan from gross wages FICA FUTA or SUTA Please run the Quarterly FICA report DS06312 or Quarterly Cafeteria amp 401K report DS06305 to get the correct totals for deferred deductions 506301 11 Quarterly Report DIM11 DATA Date mm dd yy Rev10 0 1 Port 37 Store 01 1 Input Parameters Quarter Code 1 4 Quarter Beg Date MMDDYY Quarter End Date MMDDYY Print Options 1 Quarter Data Only 2 Yearly Data Only 3 Both of Above State Number 0 11 0 Store Number 0 11 0 Number of Copies al Beginning Employee Number 0 Ending Employee Number 9999999 This report will not defer any deferrable deductions such as the Cafeteria Plan from Gross wages FICA FUTA or SUTA Please run DS06312 FICA Report or DS06305 Quarterly Report W 401K amp Cafeteria to get correct totals for deferred deductions Ent Print Report E End 1 Input Parameters Special and Unique Input Parameters Quarter Code 1 4 Enter the quarter you wish to include on this report 1 4 The computer automatically enters the quarter beginning and ending dates depending on your entry Print Options Enter 1 to print the selecte
188. e s bank information bank routing number or bank account number The employee s record in PM8 D Employee Direct Deposit Information contains a field called Send Pre Notification Y N When the employee is set up for the first time this field must be Y When the pre notification is sent to the ACH center the system changes this flag to N so another pre notification is not sent If the employee s bank information in PM8 D changes this field must be set to Y again so another pre notification can be sent alerting ACH of the changes NOTE Pre notifications must be sent at least ten days before sending direct deposit transactions to the bank Check with your bank about any exact time requirements Be sure to send pre notifications after processing a payroll batch but before processing the next payroll batch that will contain direct deposits PROCEDURE From the Dimensions Main Menu select Other Options Select Payroll Then select Other P R Options Select Direct Deposit and then Direct Deposit Reports N a Select 1 for Send Pre Notifications The computer displays CS06320 Send Pre Notifications ABC LUMBER CO Date mm dd yy Rev9 0 7 Port 37 Store 01 1 Input Parameters Print Order 1 Numerically 2 Alphabetically 1 Beginning Employee 0 Ending Employee 9999999 Store Number 0 11 0 State Code 0 11 0 Effective Date MMDDYY mmddyy File Batch ID 1 2 Print Pre Notification Edit List 3 Create ACH
189. e 3 Maintain Deduction Codes 12 Maintain Deduction Codes by Range 15 Maintain Employee File PM1 4 payroll import program 129 payroll import program Time amp Attendance 202 Payroll Master File PM1 D 4 133 136 149 193 Payroll Master List 47 Payroll Selection for Processing 130 Payroll Timesheets 90 Payroll Transactions PM2 134 Payroll Trial Balance 88 payroll type description Time amp Attendance 202 number Time amp Attendance 202 payroll types 122 Payroll Year End Update 140 trouble shooting 142 Payroll Yearly Detail PM3 135 Payroll Yearly Transactions PM3 D 135 149 period code 21 periods per year 5 Personnel List 50 phone number 7 PM1 D See Payroll Master File PM1 D PM2 D See Payroll Detail Transaction File PM2 D PM3 D See Payroll Yearly Transactions PM3 D M6EXP 230 MS8 D See Employee Direct Deposit Info File PM8 D post debit entry in Ach text Direct Deposit 170 pre notification Direct Deposit 175 177 Print Check Register 33 Print Commissions 271 Print Commission Report 272 Print Commissions by Invoice 274 Print Current Workers Comp Report 35 Print Edit List 27 Print Edit List Commissions 266 269 Print G L Entries 38 print non adjusted punches 222 Print Payroll Checks 32 33 Print PM1 Data to File 136 Print PM6 to File 229 Print Unupdated P R Batches 102 P P 298 Process Payroll 18 Copy Payroll Files 18
190. e H D T or X and asks for OT Hrs You have the following options Enter the number of Enter the number of overtime hours reported by overtime hours this employee Go to Step 7 Press up arrow Press the up arrow to change the overtime rate The computer asks Enter Overtime Rate Enter the dollar rate per hour of overtime This feature is helpful if you wish to pay overtime at a rate other than time and half double triple or half time Press Esc Press Esc to change the overtime code This moves the cursor to the displayed code and allows you to 24 Dim11 Dim11 Payroll Procedures change it H time and a half D double time T triple time X half time Press Enter Press Enter to bypass entering any overtime Continue to Step 7 Regular and overtime earnings are calculated and displayed Now you can enter any other pay information The computer asks Other Pay You have the following options Enter an Other Pay code Other pay codes are set up in the Payroll Variable File Descriptions They define types of pay other than regular hourly and salary or overtime such as commission bonus and incentive pay which are paid as a lump sum without requiring hours rate to be entered If you wish to track hours for other pay use the payroll type descriptions Step 4 Enter the other pay code and amount to add to this timecard Other pay is not counted as regular or overtime earnings but as its own other pay category Taxes are
191. e set up in the Commissions Variable File 8 The computer displays the participant names corresponding to the selected commission codes It also displays the code for commissions basis G S or M 9 Ifyou set up the commission code to deduct the A R cash discount the cursor moves to A R Adj WS08000 Commissions ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 38 Invoice Number 1000424 CASH SALE Customer Number 1 000 Invoice Date 41299 Sell Amount 2420 00 Freight Amount 00 ASMan 1 ANDY Cost Amount 1665 00 Gross Margin 755 00 31 20 Total Footage 0 Comm Code 101 DAVE DAVE SPLIT A R Adj 00 Adj Base Amount Other Adj CMSN Amount Sof TTL BUYER SELLER MANAGER COMPANY Enter the cash discount amount to deduct from the base amount before calculating the commission You do not need to enter a negative sign The computer assumes this discount is to be subtracted from the base amount 9 NOTE If the invoice was run through the folio system the invoice amount already includes this A R discount because the system posts the net amount assuming the discount will be taken 10 Ifyou set up the commission code to add back the A P discount the cursor moves to Adj Enter the A P discount amount to add to the base amount before calculating the commission This amount will be added to the base amount NOTE If the A P invoice was run through the folio system the invoice am
192. e 4th quarter Print all annual payroll reports We recommend that you print and archive the following year end Payroll reports Payroll Reports Menu 9 Quarterly FUTA Report YTD values 9 NOTE Since it is not always possible to print all annual payroll reports before you have to process your first payroll for the new year you may want to copy the payroll files to user group 21 on the disk SuperDOS users Use a level 7passowrd in which the security flag is set for user group 21 Ata SuperDOS prompt enter the copy command gt COPY D V 5 21 5 1 PM 4 For Unix users adjust this step as necessary Year End Update Process From the Special Payroll Maintenance Menu select 5 and press Enter The computer displays DS06399 Payroll Year End Update ABC LUMBER COMPANY Date mm dd yy Rev8 1 2 Port 39 Store 01 Have all the required Year End files been backed up Y N Enter Y only if you made a year end backup tape before beginning the year end process Or enter N if you need to make the backup or end this process and return to the previous menu Dim11 Payroll Special Maintenance 2 Ifyou answered Y the computer displays DS06399 11 Year End Update DIM11 DATA Date mm dd yy 10 0 2 Port 40 Store 01 Have all the required Year End files been backed Y N Y This program will clear YTD totals in the employee file s and will purge payroll transactions thru the specified date Select
193. e ADP text file to use for importing Once all the input parameters are entered you are returned to the options at the bottom of the screen lt Ent gt Import ADP E End 1 Input Parameters Press Enter to begin the import process Records are added to the PM1 D file during this process and the computer displays Now Updating Employee 994460 Number of Employees Added 25 lt Ent gt Continue When done press Enter to acknowledge this message and you are returned to the previous menu After the import process is completed additional fields must be entered for each employee Return to the Time amp Attendance Menu Select 1 for Employee Maintenance Dim11 Dim11 Appendix D Then select 1 for Maintain Employee PWPM9 The computer displays CS06111 Maintain 1 9 Employee ABC LUMBER COMPANY Date 08 22 00 Rev9 0 1 Employee Number Address 1 Address 2 Zip Code Area Code Phone Number SSN Store Number Department Birth Date Hire Date Termination Date Gender M F Pay Type S H Pay Rate Marital Status S M Pay Thru Table Port 38 Store 01 2 Employee Nam 20 Default Grace Table 0 9999 21 Overtime Table 0 9999 22 Force Lunch After X Hrs hmm 23 Forced Lunch Length hmm 24 Pay Type Overtime Y N 25 Pay Type Overtime Y N 26 Pay Type Overtime Y N 27 Pay Type Overtime Y N 28 Pay Type Overtime Y N 29 Pay Type Overt
194. e File Maintenance Menu CSVM0805 11 State Local DIM11 DATA Date mm dd yy Port 37 Rev11 0 1 Store 01 Store Number Choose Selection 1 Basic State Local Information 2 Tax Calculation Information 98 Change Store lt Esc gt End There are 2 parts to setting up a state or local tax entering the basic information 5 1 and entering the tax calculation information 5 2 In addition if the tax requires a tax table that must also be set up See 6 Tax Table Dim11 111 Payroll Variable File 5 1 Basic State Local Information Each employee is assigned a state local code as part of their employee information in the Payroll Master File PM1 D You can have up to 99 state local tax codes This screen allows you to enter state and or local tax information such as state ID number G L liability account number method of tax calculation and state unemployment information SUTA ID number rate limit This screen also holds the program name used for calculating state tax Not all states have income tax Of those that do some use tax tables like the federal tax tables some use a straight percentage and some use a combination of the two The most complicated state taxes are in California and Missouri See examples of these two states in Appendix B Very few localities cities counties actually have local income tax Some states such as California however have worker s comp insurance state disabil
195. e actual calendar month not the fiscal month The computer will display the corresponding fiscal period in Period Code All transactions in the selected batch will be posted to the G L for this calendar month when you perform the update for this batch Dim11 21 Payroll Procedures 5 Next check the payroll parameters displayed in the right hand column If any changes need to be made enter 2 and press Enter See below for an explanation of each payroll parameter Week Code 1 5 This week code corresponds to the deductions for each employee and the frequency with which they are taken See the procedure Add Employee for information on setting up deductions If you pay on a weekly basis and this is the first payroll in the month enter 1 Ifits the third week enter 3 Or if you pay semi monthly and this is the second payroll for the month enter 2 Overtime Code H D T X payroll for this batch defaults to the selected overtime code and corresponding rate You can however override the default as each employee is entered to change the overtime code Enter H for time and a half D for double time T for triple time or X for half time Or press Tab to leave unchanged and accept the default H Bank Number 1 4 Enter the bank number from which this payroll will be paid Bank numbers are set up in the Payroll Variable File G L Integration Enter Wrkmn s Comp Y N Enter if you wish to stop after entering the hours
196. e cafeteria deduction from gross wages N to not subtract it Dim11 Payroll Reports 13 4 Utah Job Service Form This report is used to print quarterly payroll information for Job Service in Utah using a special form DS06304UT Utah Employer s Qtrly Wage List Rev10 0 1 DIM11 DATA Date mm dd yy Port 37 Store 01 1 Input Parameters Quarter Code 1 4 Quarter Beg Date MMDDYY Quarter End Date MMDDYY State Number 0 A11 Store Number 0 A11 Number of Copies Beginning Employee Number Ending Employee Number 9999999 Subtract Cafeteria from Gross Y N Y lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Quarter Code 1 4 Quarter Beg Date MMDDYY Quarter End Date MMDDYY State Number 0 All Subtract Cafeteria from Gross Y N Dim11 The computer defaults to the current quarter as stored in the Variable File Basic Payroll Information Or you can enter the quarter for which you wish to print information The computer displays the beginning date of the selected quarter Press Tab to accept or enter a different date if needed The computer displays the ending date of the selected quarter Press Tab to accept or enter a different date if needed Enter the state number you wish to include on the report Or enter 0 to include all states Enter Y to subtract the cafeteria deduction from gross wages N to not subtract it 75 Payrol
197. e two commission reports generated from the commission entries made in Part 1 Enter Commissions When you select Print Commissions from the Commissions Menu the computer displays this menu 1 Print Commissions Report 2 Print Commissions by Invoice Each menu selection goes to a print program The following section is organized according to this menu Each report is described its purpose is defined and the input parameters are displayed It is assumed you have read Getting Started and know how to move through menus and use the standard print routine How To Use This Section The reports in this section are written following a standard pattern gt Each report begins on a new page gt The purpose of the report is stated gt Asample screen of the input parameters is presented gt Any special or unique parameters are explained 271 Appendix E 1 Print Commission Report This report comes from the Commissions Transaction File KM1 D Make sure all commissions entries have been made and are updated This report is printed in salesman participant order showing Invoice number Customer number and name Invoice date Commission of total INVOICE INFO Sell amount Cost and AP discounts Margin Gross profit Other discounts Base amount ALLOCATED TO PARTICIPANT INFO Sell amount Margin Base amount Units Commission amount Each participant is totaled and the report ends w
198. ear From the Time amp Attendance Menu select 2 for Table Maintenance and then 1 for Pay Thru Tables Dim11 Appendix D Time and Attendance Reports This section contains the four Time and Attendance reports When you select Time amp Attendance Reports from the Time amp Attendance Menu another menu is displayed Employee Information Time Punch Edit List Hourly Summary Other Pay Hours Swipe Card Table Edit List Each menu selection goes to a print program The following section is organized according to this menu Each report is described its purpose is defined and the input parameters are displayed It is assumed you have read Getting Started and know how to move through menus and use the standard print routine How To Use This Section The reports in this section are written following a standard pattern gt Each report begins on a new page gt The purpose of the report is stated gt Asample screen of the input parameters is presented Any special or unique parameters are explained Dim11 235 Appendix D 1 Employee Information This report can be printed showing 2 different sets of information Payroll Master File and Time amp Attendance Values which come from the Employee Misc Data File Master File Information data comes from PM1 D Payroll Master File 1st Line Employee number amp name Social Security SOC SEC NO Department DEPT Store STR Address
199. earch and select procedures for selecting the desired batch Press Esc Return to the previous menu 3 After entering a batch name the computer displays DS06100 Payroll ABC LUMBER COMPANY Date mm dd yy Batch ID PRO810AA NEW Port 36 Store 01 Calendar Month 11 Period Code Payroll Parameters Change Calendar Month Week Code 1 5 Change Payroll Parameters Overtime Code H D T X Import Payroll Data Bank Number 1 4 Enter Payroll Input Enter Wrkmn s Comp Y N Print Edit List Void Change Payroll Input Print Payroll Checks Print Check Register Print Current Workers Comp Rpt Update Payroll amp G L to GPOST Print G L Entries Change Store Change Date lt Esc gt Back to Batch ID This is the Enter Payroll Data Menu You will work from this menu for the remaining steps Notice that the batch ID is displayed at the top of the screen along with NEW or OLD depending on the status of the batch NOTE An old batch has entries in it which not been updated Unless you adding to an old batch you should be careful to complete an old batch by updating and printing the reports before entering a new batch 4 Check the displayed calendar month at the top of the screen If you need to change it select 1 Change Calendar Month and press Enter The cursor moves to Calendar Month Enter the appropriate calendar month for this batch of payroll and press Enter This is th
200. ect Deposit option this step sends the direct deposit information directly to the employees banks STEP 11 Update Payroll and G L to GPOST Updates the current payroll batch to each employee s year to date figures updates the Payroll Yearly Transaction File PM3 D and updates the G L STEP 12 Print the G L Entries report GPOST This shows the G L entries generated for this payroll batch STEP 13 File the reports Gather all reports generated in this batch and put them all in a payroll binder Each step is described in further detail in the following pages I8 DimTI Payroll Procedures STEP 1 Copy the Payroll Files PROCEDURE 1 From the Payroll Menu select Process Payroll 2 The computer displays 1 Copy 11 Files 2 Enter Payroll Data Select 1 for Copy Payroll Files 3 The computer asks As a precaution it is wise to copy your payroll files to your month end user group Have you made a payroll back up Enter N if you have not made a back up Go to Step 4 Or enter Y if you have already copied the files to the month end password Skip to Step 2 in Set Up the Batch 4 Ifyou answered N above the computer asks This program will copy your payroll files to the user group you select Do you wish to proceed Y N Enter Y if you wish to copy the files Continue to Step 5 Or enter N to stop this procedure and return to the previous menu without copying any files Dim11 19 Pay
201. eduction by Withholding Allowance Y N Annual Misc Limit End lt F1 gt Help 118 Payroll Variable File 114 3 Percent of Gross less deferred CSVM0805 P R State Local Tax Calculation ABC LUMBER COMPANY Revll 0 1 State Local Code 1 99 12 Description 3 OF GROSS Tax Method 3 Percent Amount for Tax 00 Not Used 00 Misc Deduction Limit 00 lt Esc gt Go Back One Field lt Tab gt Go Forward One Field 2End 4 Percent of Gross California SDI Date mm dd yy Port 40 Store 01 lt F1 gt Help CSVM0805 P R State Local Tax Calculation ABC LUMBER COMPANY Rev11 0 1 State Local Code 1 99 Description CA SDI Tax Method Percent Amount for Tax Not Used Misc Deduction Limit lt Esc gt Go Back One Field Tab Go Forward One Field End 5 Percent of Federal Date mm dd yy Port 40 Store 01 lt F1 gt Help 5 0805 P R State Local Tax Calculation ABC LUMBER COMPANY Revll 0 1 State Local Code 1 99 1 Description WISCONSIN Tax Method 5 Percent Amount for Tax 10 00 lt Esc gt Go Back One Field Tab Go Forward One Field Date mm dd yy Port 40 Store 01 lt F1 gt Help Dim11 Payroll Variable File 6 Percent of State CSVM0805 P R State Local Tax Calculation ABC LUMBER COMPANY Date mm dd yy Revll 0 1 Port 40 Store 01 State Local Code 1 99 2 Description WISCONSIN Tax Met
202. ee is assigned a Pay Thru Table number in their PM1 D record Holds information for each employee participating in the direct deposit system such as deduction code bank routing number and account number Holds one record per hourly employee participating in the Time amp Attendance system Provides additional fields for the Time amp Attendance system such as employee level for security purposes overtime table number grace table number and forced lunch information Holds the grace tables for the Time amp Attendance system There is one record for each grace table needed This is an optional file It is used for establishing a grace period before and after clocking in out Each employee can be assigned a grace table number in their PM9 D record Holds the overtime tables for the Time amp Attendance system There is one record for each line on each overtime table It is used for calculating overtime Each employee can be assigned an overtime table number in their PM9 D record Holds one record for each employee using a swipe card This is an optional feature of the Time amp Attendance system Swipe cards are used whenever an employee clocks in or out It bypasses their typing in their employee number password Time amp Attendance Table Maintenance Pay Thru Tables Direct Deposit Employee Maintenance Employee Direct Deposit Time amp Attendance Employee Maintenance Maintain Employee
203. either single or double wide W 2 forms DS06303S PAYROLL W 2 S DIM11 DATA Date mm dd yy Rev11 0 3 Port 37 Store 01 1 Add Change Employers W2 Name amp Address 2 Add Change State Abbreviations 3 Print W2 Forms Report or Text File Enter Option E End 1 Add Change Employer s W 2 Name amp Address Select 1 if you wish to add or change the employer s name and address to be printed on the W 2 forms The computer displays DS06303S PAYROLL W 2 S DIM11 DATA Date mm dd yy Rev11 0 3 Port 37 Add Change Employers W2 Name amp Address Store 1 Employer s Name ABC LUMBER CO Address 1234 SOUTH MAIN STREET ANYTOWN USA 88888 Change the displayed name and address if needed Press Tab to skip over a field When done the computer asks lt Ent gt Accept lt Esc gt Change Press Enter to accept the changes Doing so changes the information in the Payroll Variable File Return to the first screen Or press Esc to change them again 78 Dim11 Payroll Reports 2 Add Change State Abbreviations Select 2 if you wish to add or change any state abbreviations including Puerto Rico and US Virgin Islands to be printed on the W 2 forms The computer displays DS06303S PAYROLL W 2 S DIM11 DATA Date mm dd yy Revll 0 3 Port 37 Store 01 Add Change State Abbreviations Store State Abbreviation 1 1 WISCONSIN QI The program displays only state codes which are assigned to employees in the Employee
204. eld Married with 0 or 1 Exemption CSVM0805 P R State Local Tax Calculation Rev7 0 51 State Local Code Description Tax Method Not Used 1 99 MISCELLANEOUS DEDUCTION 1 Deduction Amount 3450 00 Deduct Before Tax Calculation Y N Y Multiply Deduction by Withholding Allowance Y N N MISCELLANEOUS DEDUCTION 2 Deduction Amount 1200 00 Deduct Before Tax Calculation Multiply Deduction by Withholding Allowance Y N Y Y N Y lt Esc gt Go Back One Field Married with 2 Exemptions CSVM0805 P R State Local Tax Calculation Rev7 0 51 State Local Code Description Tax Method Not Used 1 99 MO M 2 MISCELLANEOUS DEDUCTION 1 Deduction Amount 3450 00 Deduct Before Tax Calculation Y N Y Multiply Deduction by Withholding Allowance Y N N MISCELLANEOUS DEDUCTION 2 Deduction Amount 1600 00 Deduct Before Tax Calculation X N Y Multiply Deduction by Withholding Allowance Y N N lt Esc gt Go Back One Field Dim11 lt Tab gt Go Forward One Field lt Tab gt Go Forward One Field lt Tab gt Go Forward One Field Appendix B ABC LUMBER COMPANY Date mm dd yy Port 37 Store 01 MO 2 MISCELLANEOUS DEDUCTION 3 Deduction Amount Deduct Before Tax Calculation Y N Y Multiply Deduction by Withholding Allowance Y N Y 400 00 Annual Misc Limit 00 lt F1 gt Help ABC LUMBER COMPANY Date mm dd yy Port 37 Store 01 MO M 0 1 MISCELLANEO
205. eld Delimiter If File Type 2 2 Create Text File or Print to Screen Enter Option E End See below for an explanation of each input parameter Text File Name 1 Enter up to 8 characters to identify the text file Blank Print to you will be creating such as EMPL TXT or Screen Only EMPL PRN The PRN extension is a commonly used extension in DOS that signifies that the file was output as printed text Some programs that can import data will search your system for a file ending with the PRN extension but in most cases you can use whatever filename you choose 2 If you do not wish to create a text file but print the data to the screen leave this field blank Report Order Enter 1 to select employees numerically or 2 to 1 Employee Number select alphabetically 2 Employee Name Beginning Employee If selecting in numerical order enter the beginning Number employee number or press Enter to start with the first employee in the file If selecting in alphabetical order enter the beginning employee name or press Enter to start alphabetically with the first employee in the file Ending Employee If selecting in numerical order enter the ending Number employee number or Tab to accept the default response selects all remaining employees If selecting in alphabetical order enter the ending employee or Tab to accept the default response selects all remaining employees 136 Dim11 Payroll Special Maintenance Text File
206. epeat for each employee deduction combination 6 You can check your entries by printing the Direct Deposit List found in Direct Deposit Reports Dim11 175 Appendix C Direct Deposit Procedures OVERVIEW This section contains Direct Deposit procedures You can use it as a supplementary aid as you learn the system as a reference guide to answer certain procedural questions for regular Direct Deposit activities and as a teaching tool for new personnel Each part is described below Part 1 Send Pre Notification Use this procedure to send a pre notification electronically to the ACH Automated Clearing House center at the bank that will initialize or allow future direct deposits Part 2 Process Payroll This part explains the direct deposit options and how to process a batch of payroll entries with direct deposits NOTE Direct Deposit reports are not covered in this section See Direct Deposit Reports for specific instructions for printing reports The Direct Deposit Variable File is covered in its own section as well as Deduction Code Maintenance 176 Dim11 Appendix C Part 1 Send Pre Notification PURPOSE Use this procedure to send a pre notification electronically to the ACH Automated Clearing House center at the bank that will initialize or allow future direct deposits This needs to be done any time an employee is set up for direct deposit for the first time or when changes are made to the employe
207. eports at the end of this part Beginning Employee Number Enter the first employee number to include on this report Or press Tab to start with the first employee found in the file Ending Employee Number Enter the last employee number to include on this report Or press Tab to pick up all remaining employees found in the file Number of Copies Enter the number of copies to print of this report Store Number 0 Enter the store number of the employees you wish to print on this report Or enter 0 to include employees from all stores Or press Tab to accept the displayed store number store number of the port running this report program Report Date Enter the date to include in the report heading Or press Tab to accept the current displayed date SAMPLE EMPLOYEE INFORMATION REPORT Print Option 1 Master File Information mm dd yy MASTER FILE INFORMATION ABC LUMBER COMPANY CS06115 10 08 55 PAGE 0001 EMP NO NAME SOC SEC NO DEPT STR ADDRESS 1 ADDRESS 2 ZIP CODE 100 ADAMS JOHN 111 11 1111 12345 123 123 MAIN STREET BOSTON MA 01111 1111 PHONE 000 0000 HOURLY RATE 10 00 GENDER STATUS S BIRTH DT 10130 HIRE DT 32597 TERM DT 200 ADAMS ABIGAIL 111 22 3333 1 2 123 MAIN STREET BOSTON MA 01111 1234 PHONE 000 0000 HOURLY RATE 20 00 GENDER STATUS S BIRTH DT 20130 HIRE DT 51597 TERM DT 300 SMITH JOHANNA 111 11 1111 1 1 222 MAPLE STREET SLC UT 84105 PHONE 000 0000 HOURLY RATE 25 00 GENDER STATUS S BIRTH DT 33155 HIRE D
208. er Pay Descriptions iiiter eter trei ua inn Pera oae det 123 8 3 Company Information nien eed tette ete De eno AEN eene Eee etn 124 9 Transaction Numbers eee e 125 10 G L sete eee 126 11 Miscellaneous a eas riot eo eoe eo es eee Y oet ab Vie euer ro ie eed aee eoo ste 127 1151 P rge Update Dates de mt et cete eere oet eoe Re 128 11 2 Payroll Import 199 12 Password Account Options 130 13 coss 131 SECTION 4 Payroll Special Maintenance 132 1 Employee YTD Info PN1 133 2 Payroll Transactions 184 Table of Contents 3 Payroll Yearly Detail PM3 135 4 Print PMI Data to File u aS 136 5 Payroll Year End Update 140 APPENDIX Payroll Files 148 APPENDIX B State Tax Examples 152 APPENDIX C Direct Deposit 1
209. ers will need DS06012 rev 4 29 1 to change the store number c Bad date s Correct the dates Format is YYYYMMDD payroll has been updated to the wrong quarter Sum the 2 records for each quarter and compare to the PM1 QTR totals QTR 1 QTR 2 QTR 3 QTR 4 960 00 1050 00 960 00 960 00 720 00 840 00 600 00 740 00 900 00 960 00 PM2 4280 00 1890 00 1560 00 960 00 PM1 4880 00 1890 00 960 00 960 00 Diff 600 00 600 00 It appears that Batch PR811 was updated to PM1 in quarter 1 although the check and paid thru dates indicate quarter 3 If the batch should have been updated into quarter 3 then reverse the batch in Quarter 1 and re enter it in Quarter 3 If it really belongs in Quarter 1 then use PM2 special maintenance to change the date s Reindex PM2 There is an extra PM2 record that is not included in PM1 If the PM1 total YTD column GROSS PAY is less than the PM2 total the sum of the GROSS column then we suspect that 1 A bogus PM2 record is being included in the report This might be due to a prior year s payroll having been processed with the wrong date so it did not purge at year end and is now printing with the current year s data clue to this would be a batch number from a prior year 2 A payroll did not update completely power failure or a bye d off or killed process might result in an incompletely updated payroll Depending on how far the update got how many records it updated in PM1 you
210. ersonnel List 50 Payroll Entry Reports Check Summary 92 Check Summary by Department 94 Other Pay Type Hours Report 101 Payroll Batch List by Range 98 Payroll Timesheets 90 Print Unupdated P R Batches 102 Print Check Register 33 Print Current Workers Comp Report 35 Print Direct Deposit Summaries 33 Print Edit List 27 Print G L Entries 38 Print Payroll Checks 32 Quarterly Reports 941 Quarterly Report 53 Misc Quarterly State Reports 71 California Quarterly Reports 74 Colorado Quarterly Reports 72 New Mexico Quarterly Reports 73 Utah Job Service Form 75 Quarterly Cafeteria amp 401K Report 57 Quarterly FICA Report 59 Quarterly FUTA Report 61 Quarterly State Tax 65 Quarterly SUTA Report 63 Quarterly Wage Report 55 Tax Liability Report 69 Workers Comp Report 67 Time amp Attendance 235 Employee Information 236 Hourly Summary 240 Other Pay Hours 242 Print Edit List 220 Swipe Card Table Edit List 244 Time Punch Edit List 238 trouble shooting 103 Variable File 131 Yearly Reports Payroll Deduction Report 84 Payroll Distribution 81 Payroll Trial Balance 88 Dim11 Retirement Report 86 W 2 Forms 78 Yearly Transactions Report 76 YTD by Department 87 Retirement Report 86 routing method Direct Deposit 169 salary 23 salary pay 5 Salesman Commission Format 280 Salesman Commission Format B 284 savings account Direct Deposit 174 SDI 156 Search for amp Select a
211. esponding G L account numbers It also shows total other pay number of checks how many handchecks and how many voided checks DS06104D Payroll Check Summary DIM11 DATA Date mm dd yy 10 0 1 NZH 1 Port 37 Store 01 1 Input Parameters Print 1 Numerically 2 Alphabetically Beginning Employee 0 Ending Employee 9999999 Date Range 1 Check Date 2 Paid Thru Date 1 Beginning Date 0 Ending Date 999999 Print Check Detail Y N N Number of Copies 1 Report Date mmddyy Store Number 0 11 0 lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Date Range Enter 1 to use the check date or 2 for the paid thru date 1 Check Date 2 Paid Thru Date Beginning Date Enter the beginning check date or paid thru date you wish to include on this report or Tab to begin with the first date available Ending Date Enter the ending check date or paid thru date you wish to include on this report or Tab to print all remaining dates Print Check Detail Y N Enter Y if you wish to print the detail of each check in the selected employee and date ranges Detail includes 2 lines of information about each check 1st line Regular hours overtime hours regular earnings overtime earnings other pay gross pay bank number and check number 2nd line Total deductions other than taxes federal FICA state local net pay and check date Or enter N to print the totals for each selected employee onl
212. f the correct password is entered the screen displays CS06113 Dump 11 for ADP LUMBER COMPANY Date mm dd yy Rev9 0 1 ABC CO Port 41 Store 01 1 Input Parameters Beginning Employee Number 0 Ending Employee Number 9999999 Beginning Department 0 Ending Department 99999 Beginning Date MMDDYY 80100 Ending Date MMDDYY 82300 File ID 00 Store Number 1 Report Date mmddyy lt Ent gt Print Report E End 1 Input Parameters Enter the following input parameters Beginning Employee The selection of employees Beginning and Ending Number may be limited by the security level of the employee accessing this program Enter the first employee number you wish to select for this file Or press Tab to begin with the first employee in the PM1 D file Ending Employee Number Enter the last employee number you wish to select for this file Or press Tab to pick up all remaining employees in the PM1 D file Beginning Department Enter the first department number you wish to select for this file Or press Tab to start with the first department found Ending Department Enter the last department number you wish to select for this file Or press Tab to pick up all remaining departments found Beginning Date MMDDYY Enter the beginning pay thru date you wish to select for this file Or press Tab to accept the displayed date Dim11 Dim11 Appendix D Ending Date MMDDYY Enter the ending pay thru date you wish to sele
213. fore Calculation Y N Y N Y N E nd 2 Next set up the deduction amounts for each code in Tax Calculation Information See 5 2 Tax Calculation Information CSVM0805 Single with O or 1 Exemption CSVM0805 P R State Local Tax Calculation Rev7 0 51 State Local Code Description Tax Method Not Used 1 99 MISCELLANEOUS DEDUCTION 1 Deduction Amount 4150 00 Deduct Before Tax Calculation Multiply Deduction by Withholding Allowance Y N Y N Y N MISCELLANEOUS DEDUCTION 2 Deduction Amount 1200 00 Deduct Before Tax Calculation Multiply Deduction by Withholding Allowance Y N x Y N lt Esc gt Go Back Field 158 lt Tab gt Go Forward One Field ABC LUMBER COMPANY Date mm dd yy Port 37 Store 01 MO S 0 1 MISCELLANEOUS DEDUCTION 3 Deduction Amount Deduct Before Tax Calculation Multiply Deduction by Withholding Allowance Y N Y N Annual Misc Limit lt 1 gt 1 Dim11 Single with 2 Exemptions CSVM0805 P R State Local Tax Calculation Rev7 0 51 State Local Code Description Tax Method Not Used 1 99 MISCELLANEOUS DEDUCTION 1 Deduction Amount 4150 00 Deduct Before Tax Calculation X N Y Multiply Deduction by Withholding Allowance Y N N MISCELLANEOUS DEDUCTION 2 Deduction Amount 800 00 Deduct Before Tax Calculation X N Y Multiply Deduction by Withholding Allowance Y N N lt Esc gt Go Back One Fi
214. g actual time number of hours This would be used for an employee who had vacation or sick pay during a pay period See Steps 13 16 4 Generate Punch by Range This program adds time punches by range of employees Use it to add time for a range of employees for holiday pay rather than entering them one at a time See Steps 17 20 5 Print PM6 to File See Part 3 Import Export Programs 6 Generate Punches from See Part 3 Import Export Programs File 3 After you select an option from this menu and if the security is set up to check for the appropriate level the computer displays CS06105P Punch Time Edit List ABC LUMBER COMPANY Date mm dd yy Rev9 0 1 ABC CO Port 40 Store 01 Employee Number Password The cursor is positioned at Employee Number Enter your employee number Or press Esc to end this procedure without continuing and return to the previous menu 4 Then enter your password last 4 digits of Social Security number The number is not displayed as you type If the correct employee password combination was entered the program continues according to your selection See the steps below If the entries were invalid the computer displays You Entered an Invalid Employee Number or Password Press Enter to acknowledge this message and return to the previous menu Repeat Steps 2 4 Steps 5 6 describe option 1 Print Edit List 5 After you select 1 for Print Edit List and enter your employee number and password
215. h Program Employees use this program to punch in and out adding records to the Time Clock File PM6 D Part 2 Time Punch Edit Allows you to check the time punch data and edit it if necessary before moving it to the Dimensions Payroll system Part 3 Import Export Programs Moves PM96 D information to a text file from a remote location back into the PM6 D file at corporate and into a Dimensions Payroll batch getting ready to process payroll checks Part 4 Year End Updates Explains the year end update for Time and Attendance files 9 NOTE Time and Attendance reports are not covered in this section See Time and Attendance Reports for specific instructions for printing reports Time and Attendance Variable File is covered in its own section as well as Time and Attendance Special Maintenance Dim11 215 Appendix D Part 1 Time Punch Program PURPOSE The Time Punch program is used by hourly employees to punch in and out to keep track of time worked Records are added to the Employee Time Clock File PM6 D each time an employee punches in and out It is also used to review their punches for the week The employee must enter their employee number and password to punch in or out or to review past punches for the week Or you can add the swipe card feature to have each employee swipe their individual card through a card reader instead of entering their employee number and password PROCEDURE 1 Select Time Punch from
216. he copy process finishes you are returned to Step 4 where you can enter N do not proceed and return to the previous menu STEP 2 Set Up the Batch PROCEDURE 1 2 From the Process Payroll Menu select 2 for Enter Payroll Data The computer displays DS06100 Payroll ABC LUMBER COMPANY Date MM DD YY Rev9 0 1 Port 36 Store 01 Enter Batch Name PR lt UpA gt Search lt Esc gt End You must identify each batch before beginning any payroll entry You can create a new batch or add to an existing batch which has not been updated yet You have the following options Dim11 Payroll Procedures Enter a new batch name The batch name can be up to 10 characters long including PR A payroll batch always begins with so it is displayed for you You can devise a scheme for keeping track of batch names such as the day the pay period ends and the operator s initials For example 011500AB This batch would contain payroll data for the pay period ending 01 15 00 and it was entered by AB Enter an existing batch name You can add to an old batch which has not been updated or print certain reports for a batch which has been updated Print Check Register Print Current Workers Comp Report Print G L Entries If you try to select any other option you will receive a message indicating this batch has already been updated Search for an existing batch Press up arrow to display a list of existing batches Use normal s
217. he employee punches in or out beyond the specified grace period i e more than 10 minutes the punches are not rounded This table also contains forced lunch fields which set up an automatic deduction of time after a specified shift i e 4 5 hours If an employee does not clock out for lunch after the specified shift length the system automatically deducts time for a lunch break This encourages employees to take a lunch per your company s policy Each employee is assigned one of these grace tables gt Swipecard Tables These are also optional tables that cross reference a swipe card to a specific employee number Swipe cards are used by employees to clock in and out with a card reader rather than having to type in their employee number and password each time 190 Dim11 Appendix D Getting Started with Time amp Attendance Dim11 See the following overview of the steps needed to set up the Time amp Attendance system for the first time Then refer to the detailed instructions immediately following the overview to accomplish each step STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 License Time amp Attendance Software This step licenses the Time amp Attendance software making it available on the Other P R Options Menu Build Time amp Attendance System Files Creates the files needed for the Time amp Attendance system PM1 D Employee Master File PM6 D Employee Time Clo
218. her than assigned salesmen See Part 5 256 Dim11 Appendix E Getting Started with Commissions Dim11 See the following overview of the steps needed to set up the Commissions system for the first time Then refer to the detailed instructions immediately following the overview to accomplish each step STEP 1 Enter Variable File Settings Enters the job descriptions participant descriptions and commissions codes to be used in the Commissions system STEP 2 Build Commission Files Creates the files needed for the Commissions system KM1 D Commissions Transaction File and KM2 D Commissions Entry File 257 Appendix E Step 1 Enter Variable File Settings Make the following Variable File entries to set up descriptions and options before using the commission system 1 From the Dimensions Main Menu select 8 for System Manager Then select 3 for Complete Variable File 2 The computer displays the following menu DSVM0000 Variable Maintenance ABC LUMBER COMPANY Date mm dd yy Rev9 0 2 Port 37 Store 01 Choose Variable File Maintenance Menu Accounts Receivable Inventory PO Receipts Accounts Payable General Ledger System Manager Optional Software lt Esc gt End Select 8 for Optional Software 3 The computer displays the following menu CSVM0900 Time and Attendance Options ABC LUMBER COMPANY Date mm dd yy DSVM0000 Variable Maintenance ABC LUMBER COMPANY Date mm dd yy Rev9 0 2 Port 37
219. hes Only 2 All Batches Number of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Type of Records to Print Enter 1 if you wish to print batches which have not been 1 Unupdated Batches Only updated yet Or enter 2 to print all batches 2 All Batches SAMPLE UNUPDATED P R BATCH LIST mm dd yy PAYROLL BATCHES PM2 ABC COMPANY DS06110 15 22 04 PAGE 0001 BATCH TOTAL GROSS EMPLOYEES UPDATED PR013198 4576 00 PR081598 1604 00 PR082698 4568 26 PR11111 2629 60 PR11598 1720 00 1 3 2 1 102 Dim11 Payroll Reports Trouble Shooting for Payroll Reports Dim11 Payroll Files Information entered through the payroll process flows through the payroll files as shown below PM1 D PM2 D PM3 D Employee Master File Payroll Detail Transactions Payroll Yearly Detail Contains employee data Contains individual check Contains backup data name address tax status etc information of the check informa Contains YTD totals gross taxes batch number tion in PM2 D deductions etc sequence number employee number YTD totals are updated by quarter check number check type check totals Enter Payroll Data Batch Update WARNING Copies PM2 D data and adds it to PM3 D The batch can be Timecards are Adds totals to PM1 D according to quarter updated to PM1 D entered into a batc specified in the update parameters into a q
220. his employee 2 single M married 1 Enter the pay type for this employee 2 S salary hourly T track hours for salaried employees The hours will be kept in PM2 D for Washington and Payroll Procedures 11 FED EXEMPTS 12 ST EXENPTS 13 LOC EXEMPTS 14 DEPT 15 WRKMAN CMP CD 16 ST TAX CD 17 LOC TAX CD 18 RATE SALARY Oregon use T to have workers compensation calculate correctly for salaried employees Enter the number of federal exemptions this employee is claiming If no federal income tax is to be withheld enter 99 This information would be found on the W 4 submitted by the employee Enter the number of state exemptions this employee is claiming if state tax is figured on a tax table If no state income tax is to be withheld enter 99 Same as state exemptions but for local tax 1 2 Enter the department to which this employee is assigned 1 99 For example 1 HOURLY OFFICE 2 SALARIED 3 HOURLY YARD Department information is integrated to General Ledger expenses Payroll department information is enter in the Payroll Variable File Departments You must enter a department number If you do not use departments enter 1 for all employees You will also need to set up department 1 in the Variable File Enter the worker s compensation code for this employee corresponding to the comp codes 1 99 entered in the Payroll Variable File Workers Compensa
221. hod 6 Percent Amount for Tax 10 00 MISCELLANEOUS DEDUCTION 1 MISCELLANEOUS DEDUCTION 3 Deduction Amount Deduction Amount Deduct Before Tax Deduct Before Tax Calculation Y N Calculation Y N Multiply Deduction by Multiply Deduction by Withholding Allowance Y N Withholding Allowance Y N MISCELLANEOUS DEDUCTION 2 Annual Misc Limit Deduction Amount Deduct Before Tax Calculation Y N Multiply Deduction by Withholding Allowance Y N lt Esc gt Go Back One Field lt Tab gt Go Forward One Field End lt F1 gt Help NOTES Dim11 115 Payroll Variable File 6 Tax Table This menu is displayed after selecting 6 for Tax Table from the Payroll Variable File Maintenance Menu 5 0806 Payroll Tax Tables DIM11 DATA Date MM DD YY Rev11 0 1 Port 37 Store 01 Choose Selection 1 Federal Tax Table 2 State Local Tax Table lt Esc gt End Use the first part to set up the federal table and the second part to set up state and or local tables 116 Dim11 6 1 Federal Tax Table Payroll Variable File This option allows you to set up the annual federal tax table that is used to calculate federal income tax FIT table This tax is calculated from the employee s withholding status married or single and the number of exemptions which is kept in the Employee Master File PM1 D for each employee The data on this table comes from the Circular E notice for the annual pay pe
222. if required the computer displays 220 Dim11 Appendix D CS06105P Punch Time Edit List DIM11 DATA Date mm dd yy s Rev10 0 2 1 Port 40 Store 01 1 Input Parameters Beginning Employee Number 0 Ending Employee Number 9999999 Beginning Date MMDDYY 0 Ending Date MMDDYY 999999 Report Option xl 1 All Time Punches 2 Exceptions Only Department Number 0 11 0 Adjust By Grace Table Y N Y Adjust For Lunch Y N Y Print Non Adjusted Punches Y N N Page Break Between Employees Y N N Pay Thru Table Number 0 11 0 Number Of Copies 1 Report Date mmddyy lt Ent gt Print Report E End 1 Input Parameters Enter the input parameters as needed Beginning Employee Number Enter the first employee number to include on this report Or press Tab to start with the first employee found in the file Ending Employee Number Enter the last employee number to include on this report Or press Tab to pick up all remaining employees found in the file Beginning Date Enter the first pay thru date to include on this report Or press Tab to start with the first pay thru date found in the file Ending Date Enter the last pay thru date to include on this report Or press Tab to pick up all remaining pay thru dates found in the file If you wish to print time punches for only one pay period enter the same pay thru date in Beginning Date and Ending Date Report Option Enter 1 to print all punches completed and one
223. il BATCH SEQ CHECK DATE PAID THRU DATE GROSS FICA MEDICARE FEDERAL W H STATE W H DEDUCTIONS EXAMPLE QTR 1 ENDING DATE 03 31 01 QTR 2 ENDING DATE 06 30 01 QTR 3 ENDING DATE 09 30 01 QTR 4 ENDING DATE 12 31 01 1800 BROOKS GARTH YTD QTR 1 QTR 2 QTR 3 QTR 4 STR 1 STATE 1 YTD INFO GROSS PAY 8690 00 4880 00 1890 00 960 00 960 00 SS FICA 535 68 369 50 144 59 73 44 73 44 MEDICARE 125 29 QTR totals in SS Fica FEDERAL 467 85 222 30 115 62 60 06 69 87 STATE 408 36 206 55 108 59 55 59 37 63 DED CD 3 900 00 DED CD 4 450 00 DED CD 5 90 00 DED CD 99 90 00 CHECK INFO BATCH SEQ CHK DT PD DT GROSS STATE DED PRO13101 132 13101 13101 1 960 00 55 59 100 00 10 00 100 00 10 00 100 00 10 00 100 00 10 00 100 00 10 00 100 00 10 00 100 00 10 00 100 00 10 00 100 00 10 00 50 00 100 00 10 00 70 00 GROSS WAGES ARE FEDERAL W H IS DEE EEEE EE EEEE E KKK KIRK RRR EEE EEEE STATE W H IS FICA IS aaKKKKKKKEKKK YTD AUTOMATIC DEDUCTIONS OUT OF BALANCE x PRO33001 130 33001 33001 1 720 00 19 59 26053001 147 53001 53001 2 00 z E 63 38 PR071501 153 71501 71501 00 a 55 59 PR121501 150 121501 121501 00 55 59 PR12901 123 12901 12901 00 r i 21 03 PR21501 138 21501 21501 00 gt amp 50 40 PR22401 124 22501 22501 00 5 37 63 PR41501 144 41501 41501 00
224. iles and follow normal procedures See SECTION 1 Payroll Procedures in the Payroll User Manual for detailed instructions on processing a payroll batch Then select 2 for Enter Payroll Data 4 The computer displays DS06100 Payroll ABC LUMBER CO Date mm dd yy Rev9 0 1 Port 37 Store 01 Enter Batch Name PR lt UpA gt Search lt Esc gt End Enter a batch code for the new batch of payroll Dim11 Appendix C 5 The computer displays 2506100 11 ABC LUMBER CO Date mm dd yy Batch ID 083100 NEW Port 37 Store 01 Calendar Month 4 Period Code Payroll Parameters Change Calendar Month Week Code 1 5 Change Payroll Parameters Overtime Code H D T X Import Payroll Data Bank Number 1 4 Enter Payroll Input Enter Wrkmn s Comp Y N Print Edit List Void Change Payroll Input Print Payroll Checks Print Direct Deposit Summaries Print Check Register Print Current Workers Comp Rpt Send Direct Deposit to Bank Update Payroll amp G L to GPOST Print G L Entries Change Store Change Date lt Esc gt Back to Batch ID Check the calendar month and payroll parameters Change if needed 6 Enter the payroll input timesheets You will notice that Direct Deposit is displayed on the screen as the employee s time is entered 7 Print an edit list and make any needed corrections to the batch The edit list notes which employees are direct deposit The routing numbers and
225. ime Y N 30 Pay Type Tot Available 31 Pay Type Tot Available 32 Pay Type Tot Available 33 Pay Type Tot Available 34 Pay Type Tot Available 35 Pay Type Tot Available AUBWNEAUAWNE Employee Level G M S E Blank The cursor is positioned at 1 Employee Number Enter the employee number for which you wish to add additional information Using F Change by Field or C Change enter the following fields 19 Employee Level G M S E Blank 30 Pay Type 1 Tot Available This field is used in the security check to determine accessibility of records for maintenance and reports The security is checked any time an employee runs an employee maintenance program or payroll report Enter the code corresponding to the level assigned to this employee General Manager all stores and all departments Same store number and all departments Same store number and same departments E No other employee Enter the annual amount of time in decimal format that is allowed for this employee for this pay type The Other Pay Report displays the total time available for each pay type the total used based on the punches that are stored in the file and the total remaining which is calculated 211 Appendix D Step 8 Set Up Swipe Card Table The swipe care feature is optional They are used for employees to clock in and out instead of typing in their employee number and password This requires that each emplo
226. importing time punches into the Dimensions Payroll system from the Time amp Attendance system This same Variable File record can also be entered through Other P R Options Time amp Attendance Time amp Attend Variable File Time and Attendance Maint CSVM0811 11 Import Programs ABC LUMBER COMPANY Date mm dd yy Rev7 0 52 Port 39 Store 01 PAYROLL IMPORT PROGRAMS Program Program Program Program Program Program Program 1 2 3 4 5 6 7 CS06106 lt gt lt Tab gt Go Forward Field lt F1 gt Help NOTES Dim11 129 Payroll Variable File 12 Password Account Options This option allows you to define one option designed for use by password account Payroll Selection for Processing This field works in conjunction with the Exclude Code found under Payroll Departments If the value matches in both fields then employees with the department code cannot be entered for payroll processing when selected under this password account NOTES 130 CSVM0812 Payroll Password Account Options ABC LUMBER COMPANY Date mm dd yy Rev7 0 50 Port 39 Store 01 1 Enter Password Account 2 Payroll Selection for Processing lt UpA gt Search for Password Account Name lt Esc gt End lt F1 gt Help Dim11 Payroll Variable File 13 Reports This menu is displayed after selecting 13 for Reports from the Payroll Variable File Maintenance Menu CSVM0800
227. include either number or name depending on the Sort Order in importing data Or press Tab to pick up all remaining employees found in PM6 D the input parameters press Enter lt Ent gt Import Data to begin the importing process If you have set up fields for forced lunches overtime tables and grace tables the import program makes adjustments to the timecard entries made to PM2 D Any partial punches are not imported Dim11 NOTES Dim11 13 14 15 Appendix D NOTE If any employee is coded with a Store Number or Department Number greater than 99 a message is displayed that the employee has an invalid store or department code Change the employee s PM1 D record to a valid store number and or department When done the computer displays Payroll Has Been Imported To PM2 lt Ent gt Continue Press Enter to acknowledge this message and return to the previous menu Verify the timecard entries from the Time amp Attendance system by printing an Edit List From the Process Payroll Menu select 5 for Print Edit List The computer displays DS06103 11 Edit List ABC LUMBER COMPANY Date mm dd yy Rev9 0 1 Port 38 Store 01 1 Input Parameters Batch Number PR082800 Number of Copies Report Date mmddyy Store Number 0 A11 0 Report Option d 1 All Checks Zero or Negative Checks Only Computer Checks Handchecks Only 2 3 4 Ent Print Report E End 1 Input Pa
228. include on this report Or press Tab to pick up all remaining departments found in the file Beginning Pay Type Enter the first pay type to include on this report Or press Tab to start with the first pay type found in the file Ending Pay Type Enter the last pay type to include on this report Or press Tab to pick up all remaining pay types found in the file Number of Copies Enter the number of copies to print of this report Store Number 0 Enter the store number of the employees you wish to print on this report Or enter 0 to include employees from all stores If all stores are selected to print the report order is store number department number employee number Or press Tab to accept the displayed store number store number of the port running this report program 242 Dim11 Appendix D Report Date Enter the date to include in the report heading Or press Tab to accept the current displayed date SAMPLE OTHER PAY HOURS mm dd yy OTHER PAY TYPE REPORT ABC LUMBER COMPANY CS06109 11 23 16 PAGE 0001 EMP NO NAME TOTAL TOTAL PAY TYPE USED REMAIN 100 ATKINS TOM 1 HOLIDAY PAY 2 VACATION PAY 3 SICK PAY 4 JURY DUTY 5 6 MISC TIME PERSONAL TIME OFF 300 KERRY HARRY HOLIDAY PAY VACATION PAY SICK PAY JURY DUTY MISC TIME PERSONAL TIME OFF Dim11 243 Appendix D 5 Swipe Card Table Edit List This report shows a list of swipe card numbers and employees It is available only if you are set up to accommod
229. ion Code Maintenancee 188 APPENDIX D Time amp Attendance 190 Getting Started with Time amp Attendancee 191 Step 1 License Time amp Attendance Software 192 Step 2 Create Time amp Attendance F iies a 193 Step 3 Create Pay Thru Tables 194 Step 4 Create Overtime Tables 196 Step 5 Create Grace Tables entente u Siap ista 198 Step 6 Enter Variable File Settings eene tenente nnns 200 Step 7 Create Maintain Employee Records 204 Step 8 Set Up Swipe Card Table 212 Step 9 Add Time Punch Program to a Menu nennen nennen 214 Time and Attendance Procedures 215 1 Time Punch Program eee eti d ter di ee iaa 216 Time Punch Edit euet eot eene haut mak h uwa
230. ion into a Grace Table instead of using these fields Assign the Grace Table to the employees 22 Force Lunch After Enter the number of hours after which a forced X Hours lunch will take effect For example if you wish to force a lunch break after 4 hours of work enter 4 50 Use 100 unit hours 1 44 hours 4 25 If an employee has a time punch in out that is greater than this number the system deducts the amount of time in the next field on reports and in the export program 23 Forced Lunch Length Enter the amount of time in 100 unit hours to deduct for a forced lunch in reports and export programs from an employee who is punched in for the amount of time in the previous field 24 Pay Type 1 Enter Y to include this pay type in overtime Overtime Y N calculations Or enter N to not include this pay type in overtime calculations There are 6 pay types fields 24 through 29 Enter Y or N for each pay type you are using 30 Pay Type 1 6 Enter the annual amount of time in decimal format Tot Available that is allowed for this employee for this pay type The Other Pay Report displays the total time available for each pay type the total used based on the punches that are stored in the file and the total remaining which is calculated Option 3 Import ADP File to Create Employee Records NOTE You must have the Time and Attendance Variable File options set up before you can access this program See Step 6 Va
231. ional federal tax withheld 23 ST WH ADDON 1 Enter any additional state withholding amount here This additional amount will be withheld from every paycheck and added to the regular state income tax withheld 2 Enter 0 if there is to be no additional state tax withheld 24 LOC WH ADDON 1 Enter any additional local withholding amount here This additional amount will be withheld from every paycheck and added to the regular local income tax withheld 2 Enter 0 if there is to be no additional local tax withheld 104 AREA CODE Enter the 3 digit area code for this employee 102 PHONE Enter the employee s phone number 7 digits only Do not enter any dashes or slashes For example 2223456 101 LAST RAISE Enter the date the last raise was given to this employee in the standard date format mmddyy 103 VACATION TAKEN This field is maintained manually You can enter the number of vacation days already taken if applicable For example 6 5 for 6 days 105 EXMPT AMT ANNUAL Missouri only Enter the total personal and dependent annual exempt amount for this employee 107 GENDER M F Enter the employee s gender M male F female 108 PAY THRU TBL This field is used with the Time amp Attendance package This requires additional optional software See Appendix D Time amp Attendance for more information Dim11 7 Payroll Procedures 109 DIRECT DEPOSIT Y N This field is used with the Payroll Direct Deposi
232. is description is displayed on screens and in reports when any of the Other Pay Codes have been entered through Time Punch Maintenance for an employee The description is not printed in the review mode in the Time Punch program 6 Ifyou selected 3 for Payroll Import Programs the computer displays CSVM0901 Payroll Import Programs ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 37 Store 01 PAYROLL IMPORT PROGRAMS Program 1 CS06106 Program 2 Program 3 Program 4 Program 5 Program 6 Program 7 lt Esc gt End lt Tab gt Go Forward One Field lt F1 gt Help Enter the following field for PAYROLL IMPORT PROGRAMS 1 Program 1 Enter the program name CS06106 to use for importing time punches into the Dimensions Payroll system If you are not using Dimensions Payroll leave the field s blank Once the proper import program has been entered here an additional option is displayed on the Process Payroll screen option 3 Import Payroll Data 202 Dim11 Appendix D DS06100 11 ABC LUMBER COMPANY Date mm dd yy Batch ID PR082200 NEW Port 37 Store 01 Calendar Month 11 Period Code 12 Payroll Parameters Change Calendar Month Week Code 1 5 Change Payroll Parameters Overtime Code H D T X Import Payroll Data Bank Number 1 4 Enter Payroll Input Enter Wrkmn s Comp Y N Print Edit List Void Change Payroll Input Print Payroll Checks Print Check Register Print Current Wor
233. isplayed date 6 Print the report as needed using standard print procedures Time In and Time Out times may be rounded due to Grace Table Hours and Daily Total may be reduced by Forced Lunches If the lunch ring is less than what is in the forced lunch fields either employee record or grace table the report is forced to what it should be according to the employee record or grace table This works for multiple lunch rings in a day if the amount of time worked between the punches is appropriate If the lunch ring is longer than what is in the forced lunch fields the report does not account for the time in the employee record or grace table When generating time punches by range the program prints a message when an employee has exceeded their available hours for that pay type Then the manager can edit punches to change the pay type or change the punch out and add an additional punch in out for another pay type Or it can be left without editing the punch and let the available hours go negative Steps 7 12 describe option 2 Edit Time Punches 7 After you select 2 for Edit Time Punches and enter your employee number and password if required the computer displays 506105 Maintain Time Punches ABC LUMBER COMPANY Date mm dd yy Rev9 0 2 Port 40 Select Employee Number or Name Store 01 lt UpA gt Search The cursor is positioned at Select Employee Number or Name Use the standard search and select routine to select the desi
234. it Variable File settings Or enter 2 to print the report showing the Direct Deposit Variable File settings See the sample report at the end of this section If you selected 1 for Direct Deposit Maintenance the computer displays CSVM0815 Direct Deposit Maintenance ABC LUMBER COMPANY Date mm dd yy Rev9 0 3 Port 37 Store 01 Store Number Transmission Method Transmit From One Location Routing Method Transmit From Multiple Store Company Bank Routing Locations Company Bank Name Company ID Fed ID Modem Number of Bank Post Debit Entry In Ach Txt Y N Company Bank Account Reference Number Summary Print Program Bank Communication Program WODIKHUAWNE Scroll Select Transmission Method lt Esc gt Change Store The cursor is positioned in the box of options for field 2 Transmission Method Enter the following fields 2 Transmission Method If you are going to be transmitting from one location enter A all stores use the same bank Or enter B for transmitting from multiple store locations and using different banks If you have multiple stores you need to set up this Variable File record for each store 3 Routing Method Enter L for Local Bank employer s bank distributes directly to the employees banks Or enter F for Federal Reserve Bank employer s bank transmits the data to the Federal Reserve which then distributes to the employees banks This is most commonly used by smaller
235. ith grand totals WS08031 Rev8 1 2 Commssn Report by Salesman ABC LUMBER COMPANY Date mm dd yy Port 38 Store 01 1 Input Parameters Beginning B S Number Ending B S Number Beginning Year amp Month Ending Year amp Month Beginning Invoice Date Ending Invoice Date Page Break Between B S Store Number 0 A11 Number of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters Input Parameters Beginning B S Number Ending B S Number 272 Enter the first buyer seller number participant to be shown on this report Or press Tab to begin with the first participant found in KM1 D Enter the last buyer seller number participant to be shown on this report Or press Tab to pick up all remaining participants found in KM1 D Dim11 Appendix E Beginning Year amp Month Enter the beginning year and month of invoices in the range you wish to print Or press Tab to begin with the first dates in the file Ending Year amp Month YYYYMM Enter the ending year and month of invoices in the range you wish to print Or press Tab to pick up all remaining dates in the file Beginning Invoice Date MMDDYY Enter the first invoice date of the range you wish to print Or press Tab to begin with the first date in the file Ending Invoice Date MMDDYY Enter the last invoice date in the range you wish to print Or press Tab to pick up all remaining dates in the file Page Eject Between B
236. ith termination dates will be deleted automatically PROCEDURE 1 From the Payroll Main Menu select 1 for Payroll File Maintenance 2 Select 1 for Maintain Employee File PM1 3 The computer displays the MAINTAIN MASTER PAYROLL STATIC DATA screen 506011 MAINTAIN PAYROLL MASTER 5 15 HALF EMP NO 2 NAME ADDR 1 4 ADDR 2 ZIP CD STORE 7 SSH 8 PERIODS PER YR MARRIED S M TYPE S H 11 FED EXEMPTS 12 ST EXEMPTS LOC EXEMPTS DEPT 15 WRKMAN CMP CD 16 ST TAX CD LOC TAX CD RATE SALARY 19 HIRE DT BIRTH DT TERM DT 22 FED WH ADDON ST WH ADDON 24 LOC WH ADDON 104 AREA CODE 102 PHONE 101 LAST RAISE 103 VACATION TAKEN 105 EXEMPT AMT ANNUAL 107 GENDER M F 108 PAY THRU TBL 109 DIRECT DEPOSIT Y N DEDUCTIONS CD FREQ AMOUNT LIMIT 6TH ENTER OPTION The cursor is at the bottom of the screen at ENTER OPTION A V E You have the following options A Add a new employee See Steps 4 5 View existing employee Then you change the employee s record see Steps 6 13 or delete the record see Steps 14 21 E End this option and return to the previous menu Steps 4 5 describe how to add a new employee 4 Ifyou selected A for Add the cursor moves to the first field Add the following information for the employee NOTE To bypass field press Tab To bypass entering the remaining fields press period and Enter Go to S
237. ity insurance SDI which requires a tax table So it is entered as a local income tax See an example of SDI in Appendix B also 5 0805 Payroll State Local Basic Info DIM11 DATA Date mm dd yy Revll 0 1 Port 37 Store 01 State Local Code 1 99 0 Description State Abbreviation WITHHOLDING INFORMATION ID Number Withholding G L Number UNEMPLOYMENT INFORMATION ID Number Rate Limit GENERAL INFORMATION Program Name for Calculation Deduct Federal Tax Before Calculation Y N Round Calculated Tax Defer 401K Wages Y N Defer Cafeteria Plan Wages Y N lt Esc gt End lt F1 gt Help NOTES 9 Program Name for Calculation DS06410 all state and local tax codes use this program 112 Dim11 Payroll Variable File 5 2 Tax Calculation Information You must first enter the basic information for state local codes before entering the tax calculation This screen allows you to indicate how the state local tax is to be calculated There are 6 different methods of calculating state local tax 1 Tax Table 2 Flat Tax 3 Percent of Gross less deferred 4 Percent of Gross 5 Percent of Federal 6 Percent of State Depending on which method is selected the screen displays different fields See the following examples 1 Tax Table A corresponding tax table must be entered in option 6 Tax Table for State Local Code 3 one for single and one for married CSVM0805 P R State
238. ject this entry Go to Step 12 lt D gt Deductions Change the deductions lt T gt Taxes Adjust the taxes as displayed You can enter the amounts for federal FICA state and local taxes to be withheld Be careful not the press Enter if you wish to keep the amount the same Enter will zero out the field Press Tab instead to leave the amount unchanged lt H gt Handcheck Enter handcheck information In the upper right hand corner of the screen the computer asks Hand Check 31 Payroll Procedures 32 12 13 If already paid by handcheck enter the check number used for this employee The computer will not print a computer check for this employee because a hand check was processed It will however appear on the check register and other payroll report for this batch After accepting the entry it is changed in the batch If you reject the entry it will not be changed Then you can select the next employee to change Repeat these steps for each timecard that needs to be changed Print another Edit List to check the changes STEP 6 Print Payroll Checks Make sure you have checks loaded in the printer Line them up to the tear bar Also be sure you have the correct check printing program in the Payroll Variable File Check Printing Options See Section 3 Payroll Variable File Check Printing Options The act of printing checks does not update payroll files employees or General Ledger entries Printing checks
239. kers Comp Rpt Update Payroll amp G L to GPOST Print G L Entries Change Store Change Date Back to Batch ID 9 NOTE The Time and Attendance system comes set up with security features that allow access into the Time Punch program Time Punch Edit programs and all reports only by entering an employee number and password If you would like to remove these security features from all programs except the Time Punch program contact a Dimensions Support Analyst for assistance SAMPLE TIME amp ATTENDANCE VARIABLE FILE REPORT mm dd yy TIME ATTENDANCE OPTIONS REPORT ABC LUMBER COMPANY CSVP0901 12 49 03 PAGE 0001 STORE 1 ABC CO TIME AND ATTENDANCE OPTIONS COMPANY CODE ALLOW LUNCH IN OUT OTHER PAY TYPE ADP OTHER PAY TYPE ADP OTHER PAY TYPE ADP OTHER PAY TYPE ADP OTHER PAY TYPE ADP OTHER PAY TYPE ADP PAYROLL IMPORT PROGRAMS PROGRAM CS06106 PROGRAM PROGRAM PROGRAM PROGRAM PROGRAM PROGRAM PAY TYPE DESCRIPTIONS 1 HOLIDAY PAY VACATION PAY SICK PAY JURY DUTY OTHER PAY 5 PERSONAL TIME OFF Dim11 203 Appendix D Step 7 Create Maintain Employee Records There are three possible situations at this point for creating employee information Use one of the following options to create maintain employee records Option1 Use Dimensions for payroll processing Option2 Do not use Dimensions or ADP for payroll processing Option 3 Import ADP file to create employee records Option 1 Use Dimensions for
240. l Ledger entries are now being added to GM3 D End of Payroll Update lt Ent gt Continue Press Enter to acknowledge this message You are returned to the Enter Payroll Data Menu STEP 12 Print the G L Entries Report GPOST Print this report to check the General Ledger entries generated by the update process This information comes from the GPOST file GM3 D This report includes the sequence number store number period month code journal date of update reference number description of transaction G L account number and debit credit information 1 From the Enter Payroll Data Menu select 13 for Print G L Entries 38 Dim11 Payroll Procedures 2 The computer displays DS01105 Gpost Entries ABC LUMBER COMPANY Date mm dd yy Rev9 0 3 Port 36 Store 01 1 Input Parameters Batch 0810 Number of Copies 1 Report Date mmddyy lt Ent gt Print Report E Input Parameters Print a hard copy of this report BATCH The batch code has now been changed from PR to GP indicating the batch has been updated to the General Ledger 3 Review the report Make sure the proof is zero and the G L numbers are valid SAMPLE G L ENTRIES GPOST mm dd yy BATCH GP0810AA GPOST ENTRIES ABC LUMBER COMPANY DS01105 14 55 34 PAGE 0001 SEQ CTRL JL DATE REF NO SOURCE DESCRIPTION ACCT DESCRIPTION CREDIT 1213 7A 08 10 00 P R AUTOMATIC 01 CASH IN BANK CHECKING 2831 96 1214 01 EMPLOYEE WITHHOLDING FED a
241. l Reports Yearly Reports 14 Yearly Transactions Report This report includes a listing by employee showing the following detail for every check paid during the year This information comes from the Payroll Transactions File PM2 D and can be printed at any time Check date Regular earnings Check number Overtime earnings Worker s comp code Other pay Worker s comp rate Total deductions Overtime hours Total taxes There is also a subtotal by employee and a grand total for all employees at the end of the report DS06315 11 Yearly Transactions DIM11 DATA Date mm dd yy Rev10 0 2 Port 37 Store 01 1 Input Parameters Beginning Employee No 0 Ending Employee No 9999999 Date Range Option 1 1 Check Date 2 Paid Thru Date Beginning Date 0 Ending Date 999999 Y Print Detail Lines Y N Number of Copies 1 Store Number 0 11 0 Report Date mmddyy Ent Print Report E End 1 Input Parameters Special and Unique Input Parameters Date Range Option Enter 1 to use the check date or 2 for the paid thru date 1 Check Date 2 Paid Thru Date Beginning Date Enter the beginning check date or paid thru date you wish to include on this report or Tab to begin with the first date available Ending Date Enter the ending check date or paid thru date you wish to include on this report or Tab to print all remaining dates Print Detail Lines Y N Enter Y if you wish to print the detail lines showing the following f
242. leted from the PM6 D file The computer then asks Do You Wish To Proceed With Time Punch Purge Y N Enter N if the purge date is Incorrect or you do not wish to continue You are returned to the previous menu Or enter Y to begin the purge process When done the computer displays Purge Complete lt Ent gt to Continue Press Enter to acknowledge this message and return to the previous menu 248 Dim11 Appendix D 3 Time Punch Maintenance PM6 FILENAME PM6 D Employee Time Clock File KEYS Pay Thru Table Number Pay Thru Date YYYYMMDD Employee Number Date In YYYYMMDD Time In HHMM COMMENTS Use this program to view or edit unfiltered time punch data The maintenance on this file would usually be done through the regular programs but there may be occasions where you need to use this program under the directions of a Dimensions Support Analyst 506101 MAINTAIN EMPLOYEE TIME FILE PM6 D PAY THRU TABLE NUMBER PAY THRU DATE YYYYMMDD EMPLOYEE NUMBER DATE IN YYYYMMDD TIME IN HHMM DATE OUT YYYYMMDD TIME OUT HHMM GRACE TABLE 1 9999 PAY TYPE 0 6 TIME IN MANUALLY MODIFIED TIME OUT MANUALLY MODIFIED LUNCH TIME IN L LUNCH TIME OUT L 1 2 3 4 5 6 7 8 9 ENTER OPTION Dim11 249 Appendix D 4 Employee Misc Data PM9 FILENAME KEYS COMMENTS 250 PM9 D Employee Misc Data Employee Number Use this program to view or e
243. ll commission information in 1 and 2 thru the specified posting date Store Number Purge thru Posting Date MMDDYY Begin by entering the Store Number Then enter the posting date through which you wish to purge the files Then the computer asks Do you wish to begin Y N Enter Y to begin the purge Or enter N to discontinue this process and return to Store Number where you can enter the parameters again If you entered Y the computer begins purging records from both files immediately When done processing the computer displays Completed lt Ent gt Continue 278 Press Enter to acknowledge this message and return to the previous menu Dim11 Appendix E 3 Maintain Posting Information FILENAME KM2 D Commissions Entry File KEYS Store Number Sequence Number Calendar Year amp Month Invoice Number COMMENTS Allows you to perform maintenance on the Commissions Entry File on a record by record basis Normally records are written to this file during Enter Commissions WS08012 MAINTAIN COMMISSIONS ENTRY FILE STORE NUMBER 2 SEQUENCE NUMBER 1 99999 YEAR amp MONTH YYYYMM 4 INVOICE NUMBER SOURCE H HIST M MANUAL 6 INVOICE DATE CUSTOMER NUMBER 8 POSTING DATE COMMISSION CODE 1 9999 10 SALE AMOUNT COST AMOUNT 12 A R DISCOUNT A P DISCOUNT 14 OTHER ADJUSTMENTS BASE AMOUNT 16 COMMISSION BASIS TRADER SOURCE TOTAL 1 17 x 20 44 2 21 24 45 3 25
244. ll employees ready to sign up at one time after the next payroll 1 From the Payroll Menu select Other P R Options Then select Direct Deposit 2 Select 1 for Employee Maintenance 3 The computer displays the following menu 1 Employee Direct Deposit 2 Employee PM1 D Select 1 for Employee Direct Deposit Dim11 173 Appendix C 4 Then the computer displays the PM8 D maintenance screen CS06018 Employee Direct Deposit PM8 DIM11 DATA Date mm dd yy 11 0 2 Port 40 Store 01 Employee Number Type of Deduction Deduction Code 0 1 99 Account Send Pre Notification Y N ABA Bank Routing Number Bank Account Number lt Esc gt End lt Tab gt Go Forward One Field lt F1 gt Help If you are adding a new employee enter A for Add and fill in each field see below If you are changing an existing employee enter V for View enter the employee number and deduction code you wish to view Then you can select C for Change to change any of the displayed fields 1 Employee Number Enter the employee s number up to 7 digits Make sure you enter the correct employee number as the program will not display the employee s name for verification 2 Type of Deduction N Net amount of check Field 3 Deduction Code must be 0 for this type of deduction Deduction codes 1 99 are not allowed Set amount Field 3 Deduction Code must be 1 99 for this type of deduction Deduction code 0 is
245. ll pay thru tables Enter the number of copies to print of this report Enter the date to include in the report heading Or press Tab to accept the current displayed date SAMPLE TIME PUNCH EDIT LIST mm dd yy TIME PUNCH EDIT LIST 11 33 08 ALL TIME IS IN 100 UNITS HOURS DATE TIME IN TIME OUT HOURS DAILY TOTAL EMPLOYEE 07 13 97 07 14 97 07 18 97 07 21 97 07 31 97 200 FONDA JANE 8 00 18 02 7 80 16 92 8 00 16 00 8 00 14 20 8 00 16 00 EMPLOYEE TOTAL EMPLOYEE 07 13 97 07 14 97 07 15 97 07 16 97 07 17 97 07 17 97 07 25 97 300 KERRY HARRY 00 16 00 00 16 00 00 17 00 00 13 00 00 17 00 08 16 92 00 14 20 EMPLOYEE TOTAL 53 04 ABC LUMBER COMPANY CS06105P PAGE 0001 PAY TYPE TABLE 1 WEEKLY HOLIDAY PAY HOLIDAY PAY TABLE 1 WEEKLY VACATION PAY HOLIDAY PAY HOLIDAY PAY HOLIDAY PAY NOTE Time In and Time Out times be rounded due to Grace Table Hours and Daily Total may be reduced by Forced Lunches If the lunch ring is less than what is in the forced lunch fields either employee record or grace table the report is forced to what it should be according to the employee record or grace table This works for multiple lunch rings in a day if the amount of time worked between the punches is appropriate If the lunch ring is longer than what is in the forced lunch fields grace table Dim11 the report does not account for the time in the employee record or 23
246. lorado Quarterly Report ener enne nnns 72 13 2 New Mexico Quarterly Report enn 78 13 3 California Quarterly Report 74 13 4 Utah Job Service S US a 75 Table of Contents Yearly Reports REEL 76 14 Yearly Transactions Report sires eioi eann ii 76 15 59 02 FOTS a 6 oe as sayu h AAN 78 16 Payroll Distrib tion 2 l n eri EOAR 81 17 Payroll Deduction AaS ete aiia 84 I8 Retirement Reports hu ha ap u 86 19 YTD py Department a nene SS 87 20 Payroll Trial Balance sereas enaa 88 Payroll Entry u 5 eoo eee eser oc esee eros kasa 90 21 Payroll Times hests u uuu iere Ete u aS kp eicere dp 90 22 Check S mmafty SS SDS decet aeo Pee EE 92 23 Check Summary by Department a 94 24 Payroll Batch List by Rangen y hee oto en a eene aap TEE LEN e dana Ee AERE 98 25 Other Pay Type Hours Report eene nennen enne rne 101 26 Pri
247. lows with 2 additional options 506100 11 LUMBER Date mm dd yy Batch ID PR083100 NEW Port 37 Store 01 Calendar Month 4 Period Code Payroll Parameters Change Calendar Month Week Code 1 5 Change Payroll Parameters Overtime Code H D T X Import Payroll Data Bank Number 1 4 Enter Payroll Input Enter Wrkmn s Comp Y N Print Edit List Void Change Payroll Input Print Payroll Checks Print Direct Deposit Summaries Print Check Register Print Current Workers Comp Rpt Send Direct Deposit to Bank Update Payroll amp G L to GPOST Print G L Entries Change Store Change Date lt Esc gt Back to Batch ID Option 8 Print Direct Deposit Summaries prints a summary report since checks will not be printed for direct deposit employees Option 11 Send Direct Deposit to Bank creates the text file ACH TXT and sends it electronically to the company s bank ACH center via modem Once the direct deposit text file has been sent to the ACH center the PM2 record is assigned a transaction reference number instead of a check number It is then flagged as cleared The payroll check register then summarizes direct deposit totals by payroll batch Transaction numbers comes from the Payroll Variable File Transaction Numbers PROCEDURE 1 From the Payroll Menu select 2 for Process Payroll 2 Ifneeded make a backup copy of the payroll files before beginning a new batch Select 1 for Copy Payroll F
248. loyee numbers you wish to add before beginning this procedure 17 After you select 4 for Generate Punch by Range and enter your employee number and password if required the computer displays CS06105A Generate Time Punches ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 40 Store 01 1 Input Parameters Beginning Employee Number 0 Ending Employee Number 9999999 Number Of Hours 00 Date mmddyy Pay Type 0 Ent Generate Hours 1 Input Parameters Enter 1 to add the input parameters Or enter E to end this procedure and return to the previous menu 18 Enter the following parameters Beginning Employee Number Enter the first employee number of the range to add a time punch record Ending Employee Number Enter the last employee number of the range to add a time punch record Number of Hours Enter the number of hours using 100 unit hours 30 minutes 50 This is used for all employees within range Date Enter the date in the standard date format mmddyy Or press the up arrow to search for a date using a calendar When the calendar is displayed use the arrow keys to move the highlighted box to the desired date Press Enter to select the date This is used for all employees within range Pay Type Enter the code for the pay type for these hours worked Or press the up arrow to search for the pay type A box of pay type options is displayed Use the arrow keys to move the highlighted bar to the desired pay t
249. lues To Not Select a According to the field you selected in Step 2 enter the value to match and thereby not print For example you selected field 10 Pay Type and wish to print all employees with pay types other than 3 Enter 3 b Youcan also enter up to 5 different values to match and not print c When you are done entering values press Enter to go to Step 4 3 Enter Range To Select Beginning Value Ending Value a According to the field you selected in Step 2 enter a beginning and ending value to match and print For example you selected field 10 Hire Date and wish to print a list of all employees with a hire date beginning with January and ending in July Enter 0101 for the beginning value and 0731yy for the ending value yy year b Youcan enter up to 30 characters alpha numeric for the beginning and ending values if you selected an alpha numeric field c When you are done entering values press Enter to go to Step 4 4 Enter Range To Not Select Beginning Value Ending Value a According to the field you selected in Step 2 enter a beginning and ending value to match and thereby not print b Youcan enter up to 30 characters alpha numeric for the beginning and ending values if you selected an alpha numeric field c When you are done entering values press Enter to go to Step 4 Dim11 45 Payroll Reports 4 After setting up the option with its values the computer asks at the bottom of the screen
250. maintaining this table C hange Enter C to change an existing swipe card entry or add a new one Continue to Step 4 to add a new card 212 Dim11 Appendix D Chg by Ca r d Enter R to change an existing entry by card number The computer asks Card Number to Change Enter the card number you need to change and then enter the employee number to assign to that card When done changing cards press Ese at Card Number to Change The computer asks Save changes Y N Enter Y to make the changes effective Or enter N to reject the changes Down Press the period and Enter to page down using the last card displayed as the first card of the new display Page Up Press the comma and Enter to page up using the first card displayed as the last card of the new display V iew Enter V to view existing entries The cursor returns to Starting Card Number Enter the starting card number you wish to view The computer displays the list of card employees and repeats the options in this step E nd Enter E to end this option and return to the previous menu 4 After you select C for Change the cursor moves to Card s Enter the actual card number to add The card number should be found on the actual card provided by the swipe card vendor 5 Emp Enter the employee number to assign to this card If found the computer displays the corresponding employee name If not found the computer displays Not defined in PM1 and the
251. mission Format CS04242 except that it allows the commission to be figured for the written by salesman rather than the assigned salesman from the customer account If the assigned salesman 1 is set up as a house account this program uses the written by salesman on any transaction where the assigned salesman 1 If the assigned salesman is greater than 1 then it uses the assigned salesman number Commissions can be based on different options set up in the report This is a report program only It does not change the data files in any way PROCEDURE 1 From the Commissions Menu select 5 for Salesman Commission Format 2 The computer displays CS04242W 9 0 1 Salesman Commission Report ABC LUMBER COMPANY Date mm dd yy Port 38 Store 01 1 Input Parameters Print By l Assign Slsmn 2 Written By all Commission Beginning Salesman 1 99 0 Ending Salesman 1 99 9999 Beginning Cust Number 000 Ending Cust Number 999999 999 Beginning Trans Date 0 Ending Trans Date 999999 Print Customer Detail Y N Y Commission Basis 1 Range 1 Sales Dollars 2 Margin Dollars 3 Margin Deduct Invoice Discount Y N Include Add Ons Y N Standard Commission Advance Number of Copies Store Number Report Aging Date 2 Print Report 0 A11 Enter Option E to End Enter 1 to set up the input parameters Commission Method 1 2 Incremental Calculate on 1 Paid Inv 1 2 Sales Hist See Part 4 Salesman Commission
252. mmissions Entry Return to Step 6 to enter another invoice number C Change Comm Code Change the commission code Return to Step 7 B Change Buyer Seller Info Change the buyer seller participant information You can adjust the breakdown of participant information as displayed The cursor moves to the first participant code so you can change it if necessary Or press Tab to leave unchanged and go on to the commissions percent Either enter the percent of commission for this participant or Tab to leave unchanged Or enter 0 zero if you wish to enter the commission amount instead If you change the commission percent or amount the computer indicates there was a manual enter M An A indicates it was automatically calculated You can also change of TTL percent of total Then you can change or add other participants Accept or reject the entry as needed 13 Now you can print an edit list for this batch of commission entries See Steps 16 17 Steps 14 15 describe option 2 Void Entries You must know the sequence number of the commission entry before beginning this procedure Print an edit list as shown in Steps 16 17 14 Ifyou entered 2 for Void Entries the computer begins by displaying 268 Dim11 Appendix E WS08000 Void Commissions ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Select Sequence Number to Void 0 From the edit list of the commission batch locate the sequence number SEQ of the entry you wish
253. mp F 181 88 1215 02 EMPLOYEE WITHHOLDING FED amp F 1603 73 1216 01 STATE W H TAXES PAYABLE 34 14 1217 08 10 00 02 STATE W H TAXES PAYABLE 306 25 1218 08 10 00 P DEDUCTION TYPE 6 W H PAYABLE 6 00 1219 08 10 00 00 PENSION W H PAYABLE 5 00 1220 08 10 00 UNITED 4 00 1221 08 10 00 AUTOMATIC A UNITED WAY W H PAYABLE 10 00 1222 02 CREDIT UNION WITHHOLDING PAYAB 5 00 7 00 1223 08 10 00 00 UNION DUES WITHHOLDING 1224 08 10 00 01 SALARIES YARD amp WAREHOUSE 1225 08 10 00 P R AUTOMATIC 02 SALARIES YARD amp WAREHOUSE 1226 08 10 00 01 EMPLOYER FICA EXPENSE 1227 08 10 00 P R AUTOMATIC n EMPLOYER FICA EXPENSE 4 994 96 STEP 13 File the Reports Gather all reports generated from this payroll batch and put them all in a payroll binder NOTES Dim11 39 Payroll Procedures Part 3 Search for amp Select an Employee PURPOSE 40 Use this procedure to search for and select an employee by number or name This routine is found in many places throughout the system wherever you are required to select an employee including Maintain Deduction Codes and Process Payroll PROCEDURE 1 When you enter a program requiring an employee selection the computer displays DS06050 Enter Edit Payroll Deductions ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 38 Select Employee Number or Name STORE 01 lt Up Arrow Search The cursor is positioned at Select Employee Number or Name
254. n Employee 40 select optional fields 43 Send Direct Deposit to Bank 36 Send Pre Notification 185 send pre notification Direct Deposit 175 176 177 sequence number 29 125 sequence number Commissions 269 set up payroll batch 20 social security 5 Special Maintenance 2 Employee YTD Info PM1 133 Payroll Transactions PM2 134 Payroll Year End Update 140 troube shooting 142 Payroll Yearly Detail PM 135 Print PM1 Data to File 136 state disability insurance California 112 state exemptions 6 state tax code 6 state tax example California 152 Missouri 157 state withholding 26 state withholding addon 7 State Local Information 111 Basic State Local Information 112 Tax Calculation Information 113 store number 5 Enter Payroll 22 summary print program Direct Deposit 170 swipe card 212 244 swipe card table 190 Swipe Card Table PM12 Time amp Attendance 254 swipecard See swipe card Dimensions99 T Tax Liability Report 69 Tax Table 116 federal 117 state local 119 taxes 26 31 change 26 termination date 7 Time amp Attendance 190 ereate pay thru tables 194 create Time amp Attendance files 193 Getting Started 191 add Time Punch program to menu 214 create grace tables 198 create overtime tables 196 create maintain employee records 204 do not use Dimensions or ADP for payroll processing 205 import ADP file to create employee records 208 use Dimensions for payroll proces
255. n used throughout the Payroll system such as quarter code Social Security FICA tax rate and limit Medicare tax rate and limit federal exemption amount rate and limit and the federal employee ID number CSVM0801 Payroll Basic Information Rev7 0 50 Quarter Code SS FICA INFORMATION Employee Rate 6 Employer Rate 6 Tax Limit 5263 MEDICARE INFORMATION Employee Rate 1 Employer Rate Ae Tax Limit 999999 lt Esc gt End lt Tab gt Go Forward One Field NOTES ABC LUMBER COMPANY Date mm dd yy Port 38 Store 01 FEDERAL INFORMATION Exemption Amount 3000 00 Unemployment Rate 80 Unemployment Limit 7000 00 Federal ID Number 12 3456789 Extra Misc Limit lt F1 gt Help 1 The Quarter Code field 1 is maintained manually and must be changed prior to updating the first payroll of the quarter 2 FICA Tax Limit is the total amount of tax to be withheld not wages 3 Federal Unemployment Limit FUTA is the wage limit not amount of taxes to be withheld 106 Dim11 Payroll Variable File 2 Departments This screen allows you to enter department descriptions G L account numbers and worker s comp codes Departments are used to group certain kinds of employees such as salary vs wage or yard vs clerical vs management 8 0802 Payroll Departments DIM11 DATA Date mm dd yy Rev11 0 1 Port 37 Store 01 Store Number Department Code 1 99 Description
256. ng Department Number Ending Department Number 99 Date Range 1 Check Date 2 Paid Thru Date 1 Beginning Date Ending Date Print Check Detail Y N Number of Copies Report Date mmddyy Store Number 0 0 9999999 0 0 999999 N 0 11 lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Enter 1 to use the check date or 2 for the paid thru date Date Range 1 Check Date 2 Paid Thru Date Beginning Date Ending Date Print Check Detail Y N 94 Date mm dd yy Port 37 Store 01 Enter the beginning check date or paid thru date you wish to include on this report or Tab to begin with the first date available Enter the ending check date or paid thru date you wish to include on this report or Tab to print all remaining dates Enter Y if you wish to print the detail of each check in the selected employee and date ranges Detail includes 2 lines of information about each check 1st line Regular hours overtime hours regular earnings overtime earnings other pay gross pay bank number and check number 2nd line Total deductions other than taxes federal FICA state local net pay and check date Or enter N to print the totals for each selected employee only Dim11 Payroll Reports SAMPLE CHECK SUMMARY BY DEPARTMENT Print Check Detail N Page 1 mm dd yy PAYROLL CHECK SUMMARY BY DEPT ABC COMPANY DS06322 15 03 07 DEPT NO 1 SALARIES DEPT1
257. ng Employee 994460 Number of Employees Added 25 lt Ent gt Continue When done press Enter to acknowledge this message and you are returned to the previous menu Dim11 253 Appendix D 6 Swipe Card Table PM12 FILENAME KEYS COMMENTS PM12 D Employee Swipecard Cross Reference File Card Number Use this program to view or edit unfiltered swipe card data The maintenance on this file would usually be done through Maintain Swipe Card Table but there may be occasions where you need to use this program under the directions of a Dimensions Support Analyst This program also allows you to delete card numbers employees from this file CS06116 S Swipecard Table Special Maintenance ABC LUMBER COMPANYDate mm dd yy Rev8 1 2 Port 38 Store 01 1 Card Number 2 Employee Number After you select a record the computer displays 254 V iew A dd C hange D elete N ext P revious E nd Dim11 Appendix E APPENDIX E COMMISSIONS Dim11 255 Appendix E APPENDIX E Commissions Overview The purpose of commissions is take sales made in Order Entry determine a base amount on which to figure commissions and then split the commission amonsg all participants who receive commissions on the sale The commission reports show the accumulated commissions by salesman for a specified period time Commissions can be run as a stand alone system or in conjunction with folios an optional system for wholesale operation
258. nt Unupdated Batches a aaa L asna us 102 Trouble Shooting for Payroll Reports 103 SECTION 3 Payroll Variable File 105 1 Basic Payroll Information 106 2 D partments 500004006 107 9 DeductiOns e qusa laila Sesser sdecsuaeescdeterssetssoosededsossseadeoesecsccosedesieoesetssteres 108 4 Worker s Compensation 110 5 State Local Information 111 5 1 Basic State Local Information serriko n SASI SM 112 5 2 Tax Calculation Information 118 6 Tax Table ES 116 6 I Fed ral Tax Table sot u ma 117 6 2 State Local Tax Table 5 5 sy nana n ES 119 7 Check Printing Options 120 8 Descriptions and Messages 121 8 1 Payroll Type Descriptions 122 8 2 Oth
259. ntained in the Payroll Variable File Add Employee Direct Deposit Records Add records to the PM8 D file for each employee participating in direct deposit One record is for the net check to be deposited into their checking account storing their bank routing number and checking account number Any additional payroll deductions are entered with the same deduction number set up in the Variable File with the bank routing number and employee s bank account number stored in PM8 D This file also controls the pre notification flag 163 Appendix C Step 1 Set Up Direct Deposit with Bank Since each banking entity has their own methods and specifications for electronically transferring data you will need to work with the Dimensions Implementation Specialist or Support Analyst to get the proper information from your bank such as transmission standards modems set up and passwords with sign on instructions Notify the bank that the payroll deposit text file will be an unbalanced batch This means that they will create the entry to take the full amount out of your company s account NOTE Dimensions needs to write the scripts for each bank since each bank has their own specifications to handle electronic transfers 164 Dim11 Appendix C Step 2 License Direct Deposit Software Dim11 After purchasing the Direct Deposit system call a Dimensions Support Analyst to license the software The process of licensing activates the
260. number of employees by the number of working days in a year and double the result The minimum size of the file should allow for twelve months of information There is one record created for each paired time punch per employee 3 PM7 D Pay Thru Table File Create this file for 50 records There is one record for each set of paid thru dates per year 4 PM9 D Employee Misc Data File Create this file for twice the number of employees There is one record for each hourly employee 5 10 Grace Tables File This is an optional file It is used for establishing a grace period before and after clocking in as well as forced lunch reductions Create this file for 50 records There is one record for each Grace Table needed 6 11 Overtime Tables File Create this file for 50 records There is one record for each line in each Overtime Table 7 12 Employee Swipecard Cross Reference File This is an optional file It allows the employees to use individual swipe cards to clock in and out Create this file for the same size as PM1 D There is one record for each employee using a swipe card Typically there is only card per employee but if an employee works at more the one store they may have a different card at each store Dim11 193 Appendix D Step 3 Create Pay Thru Tables The Pay Thru Tables are used to create records for employee time punches Each employee is coded to use a table table needs to be crea
261. o is punched in for the amount of time in the previous field Or enter 0 as a default and then change the Forced Lunch Length for individual employees using Maintain Employee 1 9 later Type 1 Overtime Y N Enter Y to include this pay type in overtime calculations Or enter N to not include this pay type in overtime calculations This will apply to all employees when creating records in PM1 D There are 6 pay types Enter Y or N for each pay type you are using Or enter 0 as a default and then change individual employees using Maintain Employee PM1 PM9 later Store Number Enter the store number to use for when creating records in PM1 D The ADP text file contains a store number assigned to each employee So if you have multiple stores 1 4 and want to add employees only for store 1 enter 1 Or if you want to add records for all employees in all stores indicate the range of stores by entering 1 4 Or if you want to add employees for stores which are not numbered sequentially indicate the store numbers separated by commas 1 3 4 3 The computer displays the ADP import file name The extension for the text file name last 3 digits is the Company Code entered in the Time and Attendance Options in the Variable File CAUTION The store number of the port used when entering the Variable File information must be the same as the store number of the port running the import program Otherwise the system will not be able to find th
262. oll entries from the payroll batch 4 After selecting 1 to void entries the computer asks DS06102 VOID Payroll Input ABC LUMBER COMPANY ST 01 Select Sequence Number to VOID 0 Wk 1 PR0810AA mm dd yy From the Edit List locate the sequence number SEQ of the entry you wish to void and enter it here Press Enter Or press Esc to end this process and return to the previous menu Dim11 29 Payroll Procedures 5 After you enter a valid sequence number the computer displays the detail for that payroll entry For example DS06102 VOID Payroll Input ABC LUMBER COMPANY ST 01 Employee Number 2400 1 SALARIES DEPT2 Wk 1 Name DENVER JOHN PRO810AA mm dd yy Rate Sal Reg Hrs Reg Earn Oth Pay 1 16 00 40 00 640 00 00 0 0 00 00 gt 00 00 00 00 5 00 5 00 Deduction Deduction 1 PENSION 3 UNITED WAY 5 UNION DUES 6 DEDUCTION 6 0 0 0 0 Gross Deduction Federal State 640 00 22 00 83 96 34 14 OK to VOID Y N Enter Y if this is the correct entry you wish to void Or enter N to leave it alone 6 You are returned to Step 4 where you can select another sequence to void or Esc to end this procedure 7 After you select 2 to change entries the computer displays DS06101 Change Payroll ABC LUMBER COMPANY Select Employee Number or Name lt Up Arrow Search Select the employee using the standard search and select routine 8 After you select the employee needing a change the computer displa
263. ommission x percent from the commission range table For example Amount subject to commission 7 500 Commission range table 0 to 500 2 501 to 1000 3 1001 to 2500 3 5 2501 to 5000 4 25 5001 to 10000 5 25 ARRANA A e Enter Y to include addons in the transaction subtotal for sales and margin calculations You must also enter a range of addon codes beginning and ending to add to the transaction subtotal Or enter N to not add any addons to the invoice subtotal for sales and margin calculations 281 Appendix E 282 Deduct Invoice Discount Y N Standard Commission Advance Calculate On Round Subject to Commission Y N Commission Range Enter Y to deduct the invoice discount for prompt payment if applicable found in the Customer Transaction File CM3 D This discount is calculated by the terms discount when the transaction was created Or enter N to not deduct the invoice discount If a commission advance was already paid enter that amount here The advance amount is deducted from the commission total when computing the net commission amount If the report is being printed for a range of salesmen the commission advance amount must be the same for all salesmen on the report If different advance amounts were paid run this report for each salesman separately Or leave blank if no advance was paid Press the up arrow to view the available options for this field Enter one of the
264. on entry Y Use gross profit dollars as the base amount S Use sale amount as the base amount M Use market cost as the base amount Trader functions were defined in Job Descriptions Enter the code number for the first trader portion of this split 1 18 2 digits of commission code This corresponds to the participant names entered in Participant Descriptions The computer displays the corresponding name found for this participant 261 Appendix E COMMISSION Enter the percentage Participant 1 gets for this 6 function 5 would be entered 5 4 would be entered 4 5 During commission entry this percentage will be used for calculating the commission for this participant OF TOTAL Enter the percent of total to be credited for this 6 participant This amount will be used on the commission report and does not affect the commission calculation PARTICIPANT Repeat these entries for the second participant in 7 split along with the commission percent and percent of total Repeat for up to 6 participants including manager and the company for this commission code The OF TOTAL must equal 100 You cannot continue until it equals 100 SAMPLE COMMISSION VARIABLE FILE REPORT mm dd yy COMMISSION OPTIONS REPORT ABC LUMBER COMPANY CSVP0114 16 36 55 PAGE 0001 STORE 1 ABC CO JOB DESCRIPTIONS T BUYER SELLER MANAGER COMPANY PARTICIPANT DESCRIPTIONS 1 DAVE BILL 3 JOE 4 SCOTT 50 ABC LUMBER CO
265. on information as described for deduction 1 Or press Enter to bypass 46 FREQ 47 AMOUNT 48 LIMIT 5 The employee is added and you are returned to Step 4 to enter another employee Or press Esc to end this process and return to Step 3 Enter E and press Enter to return to the previous menu Steps 6 13 describe how to change an existing employee You must know the employee number you wish to change before beginning this procedure 6 Ifyou selected V for View and wish to change an employee the cursor moves to 1 EMP NO Enter the employee number you wish to change Dim11 9 Payroll Procedures 10 7 The selected employee is displayed and there are new options at the bottom of the screen ENTER OPTION A C D N P V E Enter C for Change Or you can enter N to view the next employee numerically or P to view the previous employee 8 The cursor moves to 2 The employee number cannot be changed because it is the key to the file If this field needs to changed type in the correct data and press Enter If the field does not need changing press Tab to bypass Do not press Enter unless you need to blank out the data in the field Press Ese to back up one field 9 Repeat Step 8 until all desired fields have been changed 10 When all changes have been made either Tab through all remaining fields or enter period and press Enter 11 The computer asks OK TO CHANGE RECORD Y N Enter Y and Enter to m
266. or every check paid during the year 76 Dim11 Payroll Reports Check or paid thru date Check number Worker s comp code Worker s comp rate Regular hours Overtime hours Regular earnings Overtime earnings Other pay Total deductions Total taxes Or enter N to not print the detail SAMPLE YEARLY TRANSACTIONS REPORT Print Detail Lines Y mm dd yy PAYROLL YEARLY TRANSACTIONS PM2 D ABC LUMBER COMPANY DS06315 16 51 52 PAGE 0001 EMP NO NAME CK NO WC RATE OT HRS REG EARN OTHER PAY TOTAL DED TOTAL TAX 1 NUMERO UNO STORE 08 21 98 82205 1 10 00 11 04 98 110498 1 10 00 12 20 98 123198 1 10 00 TOTALS FOR NUMERO UNO 1800 BROOKS GARTH 08 21 98 82207 11 04 98 110500 12 20 98 123200 TOTALS FOR 1800 BROOKS GARTH 2400 DENVER JOHN 08 21 98 82208 11 04 98 110501 12 20 98 123201 TOTALS FOR 2400 DENVER JOHN 3200 IDOL BILLY 08 21 98 82209 11 04 98 110502 12 20 98 123202 TOTALS FOR 3200 IDOL BILLY 4000 LENNON JOHN 12 20 98 123203 TOTALS FOR 4000 LENNON JOHN 5000 NELSON WILLIE 08 21 98 82210 11 04 98 110503 12 20 98 123204 TOTALS FOR 5000 NELSON WILLIE 6000 RAITT BONNIE 08 21 98 82211 11 04 98 110504 12 20 98 123205 TOTALS FOR 6000 RAITT BONNIE GRAND TOTALS Dim11 77 Payroll Reports 15 W 2 Forms This report allows you to add or change the employer s name and address to be printed on the W 2 forms add or change the state abbreviations and print the W 2 forms You can select
267. or individual employees using Maintain Employee 1 9 later 251 Appendix D 9 NOTE Use the next two fields to set up forced lunch schedules If groups of employees use the same schedule then enter the information into a Grace Table instead of using these fields Assign the Grace Table to the employees Forced Lunch After X Hours Enter the number of hours after which a forced Forced Lunch Length Pay Type 1 Overtime Y N Store Number lunch will take effect This will be added for all employees when creating the employee records in PM1 D For example if you wish to force a lunch break after 4 hours of work enter 4 50 Use 100 unit hours i e 4 hours 4 25 If an employee has a time punch in out that is greater than this number the system deducts the amount of time in the next field on reports and in the export program Or enter 0 as a default and then change the Forced Lunch After X Hours for individual employees using Maintain Employee 1 9 later Enter the amount of time in 100 unit hours to deduct for a forced lunch in reports and export programs from an employee who is punched in for the amount of time in the previous field Or enter 0 as a default and then change the Forced Lunch Length for individual employees using Maintain Employee 1 9 later Enter Y to include this pay type in overtime calculations Or enter N to not include this pay type in overtime calculations This will ap
268. or returns to 1 NO You are still in the change mode Press Ese to end the CHANGE option 21 Enter and press Enter to return to the previous menu 11 Payroll Procedures Part 1 2 Maintain Deduction Codes PURPOSE Use this procedure to add change or delete deduction information for employees Deductions are assigned to each employee and stored in the Employee Master File PM1 D The kinds of deductions available and how they are calculated are stored in the Payroll Variable File Deductions You can select employees one at a time or have the computer display the next available employee in numerical or alphabetical order PROCEDURE 1 From the Payroll Main Menu select 1 for Payroll File Maintenance 2 Select 2 for Maintain Deduction Codes 3 The computer begins by displaying DS06050 Enter Edit Payroll Deductions ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 39 Store 01 ISelect Store Number Beginning Year Date MMDDYY 10100 Ending Year Date MMDDYY 123100 Manually Select Each Employee Automatically Select Next by Employee Number Automatically Select Next by Employee Name lt Esc gt End The cursor is positioned at Select Store Number Enter the store number requiring changes to payroll deductions Or press Tab to accept store 1 Or press Esc to end this procedure and return to the previous menu 4 Beginning Year Date MMDDYY Enter the date of the beginning of the year Or press Tab to accept
269. ore 01 1 Input Parameters Store Number 0 A11 lt Ent gt Import data E End 1 Input parameters Check the input parameter Change if necessary by entering 1 for Input Parameters See the explanation for the input parameter below Or enter E to end this option and return to the previous menu Store Number 0 AII Enter the store number of the file to import The store number is contained in the 3 digit extension of the text file name PM6EXP Or enter 0 to bring in all text files from all stores 230 Dim11 Appendix D 7 Ifthe punches already exist the computer displays the following error 1 19980920 100 19980917 800 Record already exists 6 11 This error shows Table Thru Date Employee Number Date In Time Press Enter to acknowledge the message skipping that record If other duplicate punches are detected this error message is repeated 8 Then the computer displays Do you wish to continue with the update Y N You have the following options Y Enter Y to continue the update creating records in the corporate PM6 D file N Enter N to discontinue this process therefore not updating the corporate PM6 D file 9 Then the computer displays Import complete Ent to end Press Enter to acknowledge this message and return to the previous menu 9 NOTE If an employee record does not exist in either the Employee Master File PM1 D or the Employee Misc Data File PM9 D at the
270. ormation Enter the hourly wage or salary per pay period for this employee Enter the marital status of this employee M married S single Enter the number corresponding to the Pay Thru Table to be assigned to this employee The Pay Thru Table establishes the ending dates of each pay period If this employee is a paid weekly assign a Pay Thru Table set up for weekly pay This field is used in the security check to determine accessibility of records for maintenance and reports The security is checked any time an employee runs an employee maintenance program or payroll report Enter the code corresponding to the level assigned to this employee 207 Appendix D G General Manager all stores and all departments Same store number and all departments Same store number and same departments E No other employee 20 Default Grace Table Enter the number corresponding to the Grace Table 0 9999 to be assigned to this employee The Grace Table contains the beginning and ending work hours grace times before and after the established work schedule and also forced lunch information 21 Overtime Table Enter the number corresponding to the Overtime 0 9999 Table to be assigned to this employee The Overtime Table establishes the hours allowed and rate of overtime pay 9 NOTE Use the next two fields to set up individual Forced Lunch schedules If groups of employees use the same schedule then enter the informat
271. otal of all pages and totals by department The report heading shows the company name and address quarter number 1 4 and quarter ending date federal I D number and FUTA rate limit This report contains the silent option G At lt Ent gt Print Report E End 1 Input Parameters enter G to have the grand totals print on a separate page 506311 Quarterly Futa Report DIM11 DATA Date mm dd yy Rev10 0 1 Port 37 1 Input Parameters Store 01 Quarter Code 1 4 1 Quarter Beg Date MMDDYY Quarter End Date MMDDYY Print Option L 1 Quarter to Date 2 Year to Date Date Selection For Qtr to Date 1 1 Paid Thru Date 2 Check Date State Number 0 11 0 Store Number 0 11 0 Number of Copies 1 Beginning Employee Number 0 Ending Employee Number 9999999 Print 11 Hire Dates N Subtract Cafeteria from Gross N lt Ent gt Print Report E End 1 Input Parameters Special and Unique Input Parameters Quarter Code 1 4 The computer defaults to the current quarter as stored in the Variable File Basic Payroll Information Or you can enter the quarter for which you wish to print information Quarter Beg Date MMDDYY The computer displays the beginning date of the selected quarter Press Tab to accept or enter a different date if needed Quarter End Date MMDDYY The computer displays the ending date of the selected quarter Press Tab to accept or enter a different date if needed Print Option Enter 1 to use quarter
272. ount already adds back this A P discount 11 You enter another adjustment to the base amount if needed The cursor moves to Other Adj Enter a positive number to add to the base amount negative number to subtract from it Or press Enter to bypass this field 12 computer calculates and displays the base amount and the calculated commission Depending on the commission code set up the base amount is the gross profit invoice sale amount or market cost plus or minus the adjustments A R A P and other For example Dim11 267 Appendix E WS08000 Commissions ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 38 Invoice Number 1000424 CASH SALE Customer Number 1 000 Invoice Date 2 41299 Sell Amount 2420 00 Freight Amount 00 ASMan 1 ANDY Cost Amount 1665 00 Gross Margin 755 00 31 20 Total Footage 0 Comm Code 101 DAVE DAVE SPLIT G A R Adj E 00 A P Adj 4 Base Amount 755 00 Other 00 CMSN Amount sof TTL BUYER 1 DAVE 4 00 30 20 A 50 00 SELLER 1 DAVE 4 00 30 20 A 50 00 MANAGER COMPANY Total 8 00 60 40 100 00 lt Esc gt Ignore lt Ent gt Accept C Change Comm Code B Change Buyer Seller Info Review the commission calculation and then enter one of the following options lt gt Ignore the entry and return to Step 6 to enter another invoice number lt Ent gt Accept Accept the information as displayed and add a record to the KM2 D file Co
273. ours may be exported into a file that could be transferred to ADP or imported into the Dimensions Payroll system At the end of the year running the Year End Update clears the accumulator fields There are several tables that are used in the Time amp Attendance system that provide customized information that is unique to your company s payroll procedures gt Pay Thru Tables These tables provide a schedule of payroll pay thru dates used to divide the year into pay periods A different table should be entered for each type of pay frequency you use i e weekly bi weekly semi monthly monthly etc Each employee is assigned one of these pay thru tables This allows you to have a mix of different pay frequencies some weekly some bi weekly and so on gt Overtime Tables These tables set up the rates and schedules for calculating overtime Overtime hours may be calculated on either a daily or weekly basis The tables also allow overtime hours to be calculated for multiple levels For example the first five hours of overtime are calculated at time and a half and any additional overtime is calculated at double time Each employee is assigned one of these overtime tables gt Grace Tables These are optional tables where you enter a starting and ending time and the length of a grace period i e 10 minutes If an employee punches in or out within the grace period the system rounds the punch to the starting or ending time If t
274. ow Or enter to end this option and return to the previous menu Beginning Date MMDDYY Ending Date MMDDYY Beginning Employee Number Ending Employee Beginning Department Ending Department Store Number Enter the first date of the range of time punches to be included in this file Or press Tab to begin with the first date found in the PM6 D file Enter the last date of the range of time punches to be included in this file Or press Tab to pick up all remaining dates in the file Enter the first employee number of the range of time punches to be included in this file Or press Tab to begin with the first employee found in the PM6 D file Enter the last employee of the range of time punches to be included in this file Or press Tab to pick up all remaining employees in the file Enter the first department of the range of time punches to be included in this file Or press Tab to begin with the first department found in the PM6 D file Enter the last department of the range of time punches to be included in this file Or press Tab to pick up all remaining departments in the file Enter the store number of the time punches to be included in this file The text file can contain only one store A separate text file must be created for each store if there are multiple stores supplying time and attendance information 229 Appendix D 3 After you check or enter the input parameters press Enter lt Ent gt Create
275. ply to all employees when creating records in PM1 D There are 6 pay types Enter Y or N for each pay type you are using Or enter 0 as a default and then change individual employees using Maintain Employee PM1 PM9 later Enter the store number to use for when creating records in PM1 D The ADP text file contains a store number assigned to each employee So if you have multiple stores 1 4 and want to add employees for store 1 only enter 1 Or if you want to add records for all employees in all stores indicate the range of stores by entering 1 4 Or if you want to add employees for stores which are not number sequentially indicate the store numbers separated by commas 1 3 4 The computer displays the ADP import file name The extension for the text file name last 3 digits is the Company Code entered in the Time and Attendance Options in the Variable File CAUTION The store number of the port used when entering the Variable File information must be the same as the store number of the port running the import program Otherwise the system will not be able to find the ADP text file to use for importing 252 Dim11 Appendix D Once all the input parameters are entered you are returned to the options at the bottom of the screen lt Ent gt Import ADP E End 1 Input Parameters Press Enter to begin the import process Records are added to the PM1 D file during this process and the computer displays Now Updati
276. program Direct Deposit 170 bank number 22 87 Basic Payroll Information 106 batch name 20 beginning check number 33 birth date 7 buyer seller See participant C cafeteria deduction 108 calendar month 21 California SDI 156 state tax example 152 156 California Quarterly Report 74 change calendar month 21 change date 22 change employee 10 change store number 22 change taxes 26 check date 33 290 number 33 Check Printing Options 120 Check Summary 92 Check Summary by Department 94 checking account Direct Deposit 174 checks void 42 Colorado Quarterly Report 72 Commisions Commissions Maintenance 276 Maintain Buy Sell Information 277 Maintain Posting Information 279 Purge Commissions Information 278 Enter Commissions 265 Getting Started 257 build Commission files 263 enter Variable File settings 258 Commission Codes 260 Commissions Maintenance 259 Job Descriptions 259 Participant Descriptions 260 Print Commissions 271 Print Commission Report 272 Print Commissions by Invoice 274 Salesman Commission Format 280 Salesman Commission Format B 284 commission code 267 of total 262 add back A P discount 261 basis 261 data load form 264 deduct cash discount 261 description 261 number 261 participant 261 percent 262 Commissions 256 Commissions Entry File KM2 D 257 263 270 278 279 Commissions Transaction File KM1 D 257 263 270 277 278 company b
277. ptions CSVM0808 Payroll Type Descriptions ABC LUMBER COMPANY Date mm dd yy Port 38 Store 01 1 Payroll Type Number i 2 Description Last Used Payroll Type Number lt Esc gt End lt F1 gt Help NOTES 122 Dim11 Payroll Variable File 8 2 Other Pay Descriptions Other pay codes define types of pay other than regular hourly and salary or overtime such as commission bonus and incentive pay which are paid as a lump sum without requiring hours rate to be entered If you wish to track hours for other pay use the payroll type descriptions which are defined under Payroll Type Descriptions on the previous menu During Process payroll up to 3 other pay codes and amounts can be entered on a timecard for an employee Taxes will be figured on the total of regular earnings overtime earnings and other pay This screen allows you to enter up to 99 different other pay codes Each type of other pay is assigned a code number and description You can also specify whether or not to have the other pay type have totals printed on the check register CSVM0808 Other Pay Descriptions ABC LUMBER COMPANY Date mm dd yy Port 39 Store 01 1 Other Pay Number i 2 Description 3 Print Other Pay Totals in Check Reg Y N Last Used Other Pay Number lt Esc gt End lt F1 gt Help NOTES Dim11 123 Payroll Variable File 8 3 Company Information This screen allows you to enter the company information to be printed in W
278. r assigned salesman written by etc There can be up to 99 participants 2 Description Enter up to 28 characters for this participant s name i e Dave or Dave J or DAVE etc Enter it exactly the way you wish to see it on the commission entry screen and on reports Be sure to enter the company name as a participant as well i e Participant 50 ABC LUMBER 8 Ifyou selected 3 for Commission Codes the computer displays CSVM0115 Commission Codes ABC LUMBER COMPANY Date mm dd yy Rev7 0 51 Port 37 Store 01 Commission Code 1 9999 Description Deduct Cash Discount Y N Add Back A P Discount Y N Commission Basis PARTICIPANT COMMISSION OF TOTAL lt Esc gt End lt F1 gt Help Enter trader splits combinations of buyers and sellers in 4 digit combinations The commission codes also define specific conditions for calculating commissions for the split During the commission entry this code will be used to show how the commission is split Also enter a miscellaneous commission code 9999 which will allow you to enter the name and commission percent during the commission entry If all combinations not set up then during commission entry use the miscellaneous code You can also adjust the calculated commission once in commission entry Enter the following fields for each combination of buyer seller 260 Dim11 Dim11 1 Commission Code 1 9999 2 Description 3 Deduct Cash Di
279. r all amounts 0 to 9999999 4 000 Sliding scale 0 to 500 2 000 501 to 1000 2 500 1001 to 5000 3 000 5001 to 10000 4 000 100001 to 9999999 4 500 3 After you enter the input parameters print the report using standard report procedures SAMPLE SALESMAN COMMISSION FORMAT A REPORT mm dd yy STORE 01 SALESMAN COMMISSION REPORT ABC LUMBER COMPANY cs04242 10 03 43 01 01 96 THRU 01 31 96 PAGE 0003 SALESMAN NO 02 JANE FONDA CUST NO NAME INVOICE DATE SALE AMT MARGIN LESS INCLUDE SUBJECT TO DISCOUNT ADD ONS COMMISSION CLASSY DOORS amp WINDOWS 2100096 01 30 96 435 19 08 00 25 00 108 00 CLASSY DOORS amp WINDOWS 2100099 01 30 96 616 00 24 84 12 32 10 00 150 68 CUSTOMER TOTALS 1051 00 22 45 12 32 35 00 258 68 FLOWER SHOPPE 2100092 01 29 96 2980 00 23 15 00 50 00 740 00 CUSTOMER TOTALS 2980 00 23 15 50 00 00 HOUSES R US 2100089 01 29 96 5404 25 30 64 00 25 HOUSES R US 2100090 01 29 96 2980 00 23 15 00 00 HOUSES R US 2100100 01 30 96 330 50 99 00 29 95 00 92 39 CUSTOMER TOTALS 8715 25 2445 25 28 06 10 00 2448 64 THOMAS CO FRANK 2100091 01 29 96 317 00 53 00 16 72 10 00 63 00 CUSTOMER TOTALS 317 00 53 00 16 72 10 00 63 00 SALESMAN TOTALS FOR 02 JANE FONDA 13063 25 3424 25 26 21 18 93 105 00 3510 32 COMMISSION TOTAL 120 46 LESS ADVANCE 00 NET COMMISSION 379 54 Dim11 283 Appendix E Part 5 Salesman Commission Format B This report is similar to Salesman Com
280. r workers compensation purposes and for check history gt Takes the payroll batch PRXXXXX and makes journal entries using a G L batch GPXXXXX into GM3 D GPOST The last 8 characters of the batch number remain the same so you know the origination of the batch once it gets over to the General Ledger Once a batch has been updated it cannot be added to or changed from the payroll side You would need to make adjustments with G L journal entries for the batch GPXXXXX This would not however change any of the information on the payroll side 1 From the Enter Payroll Data Menu check the batch identification Make sure it is the same as the original batch and the Edit List Select 12 for Update Payroll and G L to GPOST The computer displays 506106 Update G L From 11 ABC LUMBER COMPANY Date mm dd yy Rev8 1 4 Port 38 Store 01 Begin Payroll Update eeeeeer 1 Enter Bank Number 1 4 1 CASH IN BANK CHECKING 2 Enter Quarter Code 1 4 0 The cursor is positioned at Enter Bank Number 1 4 Enter the bank number used for payroll Payroll banks are set up in the Payroll Variable File G L Integration 4 Enter Quarter Code 1 4 Enter the appropriate quarter code This number must match the quarter code indicated in the Payroll Variable File Basic Payroll Information or the computer will give you the following error message QTR Code does not match Variable File Fix parameters amp try again lt
281. rameters Print the report using normal print procedures Check for accurate entries If an employee has more than 2 Other Pay Types used in a pay period in addition to normal punches the import program creates 2 entries in the payroll batch for that employee Any deductions that are in the employee records are taken from every check that is created so you may need to edit some of the entries to remove the deductions 238 Appendix D Part 4 Year End Updates NOTES 234 The standard Payroll year end update program clears the Other Pay Type 1 6 Total Used fields These fields accumulate YTD information Ifyou have Time amp Attendance files the Payroll Year End Update updates the standard Dimensions Payroll files first and then the Time amp Attendance files The update program prompts for a purge date for PM2 D PM3 D Once the standard files have been updated then you need to enter a purge date for the Employee Time Clock File PM6 D All punches on or before the date you enter in the program are purged from the file If you have a pay period that spans across the year end enter a purge date prior to the beginning of that pay period You may choose to keep several months of time punches and purge them at a later date The purge program for time punches in PM6 D Employee Time Clock File is on the Time amp Attend Special Maint Menu To prepare for the new year enter new Pay Thru Tables for the dates in the new y
282. rds for employees to clock in out use this step to set up the swipe card table Add Time Punch Program to a Menu Determines where to add the Time Punch program on the menu You may need to add the program to different menus in the Dimensions system if your employees don t access the same menus An Implementation Specialist or Support Analyst will assist you making these additions to your menus 191 Appendix D Step 1 License Time amp Attendance Software After purchasing the Time amp Attendance system call a Dimensions Support Analyst to license the software The process of licensing activates the software and adds the Time amp Attendance option to the Payroll Menu under Other P R Options Call Dimensions support at 1 800 755 5911 during normal business hours 192 Dim11 Appendix D Step 2 Create Time amp Attendance Files Using System Manager File Management Create Files DS08911 build the following files Use the guidelines below to determine the number of records in each file 1 PM1 D Payroll Master Data There is one record for each employee but create this file for twice the number of employees to allow for future expansion NOTE Build this file only if you are not currently using the Dimensions Payroll System If you are currently using the Dimensions Payroll System this file is already built and you will use the existing employee records 2 PM6 D Employee Time Clock File Multiply the
283. rds in the batch net check deposit deduction deposit total for all deductions and total net check plus deductions CS06328 Direct Deposit Reconciliation ABC LUMBER CO Date mm dd yy Rev9 0 1 Port 37 Store 01 1 Input Parameters Beginning Check Date MMDDYY 0 Ending Check Date MMDDYY 999999 Print Deposit Detail Y N N Number Of Copies 21 Report Date mmddyy lt Ent gt Print Report E End 1 Input Parameters Input Parameters Beginning Check Date MMDDYY Enter the first check date of the date range to include on this report Or press Tab to start with the first check found in the file Ending Check Date MMDDYY Enter the last check date of the range to include on this report Or press Tab to pick up all remaining checks found in the file Print Deposit Detail Y N Enter Y if you wish to print detail includes all the deposits showing batch ID paid thru date check date employee number and name reference number net check deposit amount deduction deposit amount and total Or enter N if you wish to print only the batch totals SAMPLE DIRECT DEPOSIT RECONCILIATION mm dd yy DIRECT DEPOSIT RECONCILIATION ABC LUMBER CO cs06328 15 51 39 PAGE 0001 BATCH ID PAID THRU CHECK EMPLOYEE REFERENCE DEDUCTION TOTAL DATE DATE DEPOSIT DEPOSIT PRO32398 03 23 98 03 23 98 100 JARVIS BERTRAM J 273 54 100 JARVIS BERTRAM J 222 95 BATCH TOTALS NUMBER DETAIL RECORDS 496 PRO32598 03 25 98 0
284. red employee Only hourly employees are allowed to be selected Or press Ese to return to the previous menu 222 Dim11 Appendix D 8 The computer displays the selected employee For example CS06105 Maintain Time Punches ABC LUMBER COMPANY Date mm dd yy Rev9 0 2 Port 40 Store 01 Employee 100 ADAMS SUE Date MMDDYY 0 lt UpA gt Search lt Esc gt Change Employee The cursor is positioned at Date MMDDYY Enter the date for the punch you wish to edit in the standard date format mmddyy Or press the up arrow to search for a date See Step 9 Or press Ese to change the employee by returning to Step 7 9 Ifyou need to search for a date and pressed the up arrow above the computer displays a calendar For example cs06105 Maintain Time Punches ABC LUMBER COMPANY Date mm dd yy Rev9 0 2 Port 40 Store 01 Employee 100 ADAMS SUE Date MMDDYY Sun Mon Tue Wed Thu Fri 1 2 3 4 6 7 8 9 10 11 77 13 14 15 46 17 18 20 21 22 23 24 lt Esc gt Change Employee The current date is highlighted Use the arrows to move the highlighted box to the desired day Then press Enter 10 After you select a date the computer displays the punches for that day For example CS06105 Maintain Time Punches ABC LUMBER COMPANY Date mm dd yy Rev9 0 2 Port 40 Store 01 Employee 100 ADAMS SUE Date MMDDYY 82500 11 Times Must Be Entered in Military Time i e 4 30 PM 1630 Date In Time In Date Out Time
285. riable File Settings You will also need to know the number for Pay Thru Tables Overtime Tables and Grace Tables before beginning this procedure 1 From the Time and Attendance Menu select 6 for Time amp Attend Special Maint Then select 5 for Import ADP to PM1 208 Dim11 Appendix D 2 The computer displays CS06114 Import ADP to 1 LUMBER COMPANY Date mm dd yy Rev8 0 0 Port 41 Store 01 1 Enter Defaults Pay Thru Table Overtime Table Grace Table Force Lunch After X Hours Forced Lunch Length Pay Type 1 Overtime Y N Pay Type 2 Overtime Y N Pay Type 3 Overtime Y N Pay Type 4 Overtime Y N Pay Type 5 Overtime Y N Pay Type 6 Overtime Y N Store 1 999 0 0 0 00 00 x Y Y Y Y Y ADP Text File to be Imported MFOUT 123 Date Created mm dd yy Ent Import ADP E End 1 Input Parameters This program is used for creating employees records for the first time for each store from data imported from ADP It assumes there are no records in the payroll files for the store number entered in the defaults Enter 1 to enter the input parameters as shown below Pay Thru Table Enter the number of the Pay Thru Table to use for all employees when creating the employee records in PM1 D Payroll Master File Or enter 0 as a default and then change the Pay Thru Table for individual employees using Maintain Employee PM1 PMO9 later Overtime Table Enter the number of the Overtime Table to u
286. rinting the report 3 After selecting a field above the corresponding field name is displayed and the computer displays more options Depending on the type of field the computer displays one of the following screens DS06300 Select Payroll Field ABC LUMBER COMPANY Date mm dd yy Rev9 0 1 Port 37 Store 01 Enter Field To Check Marital Status 1 Enter Values To Select 2 Enter Values To Not Select Esc Back to Field to Check Option 1 4 44 Dim11 Payroll Reports Or DS06300 Select Payroll Field ABC LUMBER COMPANY Date mm dd yy Rev9 0 1 Port 37 Store 01 Enter Field To Check Hire Date 1 Enter Values To Select 2 Enter Values To Not Select 3 Enter Range To Select Beginning Value Ending Value 4 Enter Range To Not Select Beginning Value Ending Value lt Esc gt Back to Field to Check Option 1 4 Press Esc to go back to Step 2 to select another field or enter one of the displayed options 1 Enter Values To Select a According to the field you selected in Step 2 enter the value to match and print For example you selected field 10 Pay Type and wish to print only employees with pay type 2 Enter 1 b Youcan enter up to 5 different values to match For example you selected field 14 Department and wish to print only employees in departments 1 3 and 4 Enter 1 3 and 4 pressing Enter between each entry c When you are done entering values press Enter to go to Step 4 2 Enter Va
287. riod This information is likely to change each year so maintenance on this table is done yearly See an example of the FIT calculation in NOTES Single 2002 CSVM0806 Federal Payroll Tax Table Rev7 0 50 DIM2002 DATA 1 Marital Status S SINGLE LINE WAGES OVER BUT NOT OVER 2650 00 8550 00 8550 00 29650 00 29650 00 64820 00 64820 00 142950 00 142950 00 308750 00 308750 00 9999999 99 00 00 00 00 00 00 00 00 00 00 00 00 Married 2002 WITHHOLDING AMOUNT 00 590 3755 13250 36689 94719 00 00 00 00 00 00 00 00 90 90 90 WITHHOLDING PERCENTAGE 10 15 27 30 35 38 00 00 00 00 00 00 00 00 00 00 00 60 Date mm dd yy Port 36 Store 01 CSVM0806 Federal Payroll Tax Table Rev7 0 50 1 Marital Status LINE WAGES OVER BUT NOT OVER 6450 00 18450 00 18450 00 51550 00 51550 00 109700 00 109700 00 176800 00 176800 00 311900 00 311900 00 9999999 99 00 00 00 00 00 00 00 00 00 00 00 00 DIM2000 DATA MARRIED WITHHOLDING AMOUNT 00 1200 6165 21865 41995 89280 00 00 00 00 00 00 00 50 50 50 50 WITHHOLDING PERCENTAGE 10 15 27 30 35 38 00 00 00 00 00 00 00 00 00 00 00 60 Date mm dd yy Port 36 Store 01 The information for Circular E can be found at the Internal Revenue Service s web site at http ftp fedworld gov pub irs pdf pl5 pdf
288. rmation for each employee You need to add one record for each employee for Deduction 0 which holds the direct deposit information bank routing number and employee s checking account number for that employee s net check Any additional payroll deductions are entered with the same deduction number set up in the Variable File The direct deposit information for the deductions also includes the bank routing number and the employee s account number In addition each record entered here has a pre notification flag This marks the employee so that a pre notification record is sent to the ACH prior to processing payroll The pre notification should be sent at least ten days prior to processing any payroll with a direct deposit check with your individual bank for specific requirements This allows the ACH to prepare for the incoming payroll direct deposit When the pre notification is sent the system automatically changes the pre notification flag to N Any time there are changes the employee s direct deposit setup the pre notification field must be set to Y and the information transmitted to the ACH again at least ten days prior to processing payroll with the changes When an employee signs up for direct deposit the information should not be entered into the computer until after the next payroll Since the pre notification needs to be sent at least ten days before processing a payroll it s probably best to send the pre notification for a
289. rocess Payroll is a batch process It follows a general pattern of steps to prepare enter and update the batch STEP1 Copythepayroll files The files are copied to another user group or directory This provides a backup of the current payroll files in the event of an error during payroll processing STEP2 Setup the batch You must enter a batch name and check the calendar month and payroll parameters before entering data into the batch STEPS3 Enter the payroll Enter timecard information for salaried hourly employees STEP4 Print the Edit List Check this report for accuracy before printing payroll checks and updating the payroll files Always print this list and check before continuing If you discover an error void or change the payroll input using Void Change Payroll Input STEP 5 Void change payroll input Change or void any of the payroll input in the batch Print the Edit List again to check the entries STEP 6 Print payroll checks The checks will be printed according to the information shown on the Edit List STEP7 Print Direct Deposit Summaries If you are using the Direct Deposit option this step prints a summary of the direct deposits generated for this payroll STEPS Print Check Register Prints a register of payroll checks generated for this payroll STEP 9 Print Current Workers Comp Report Prints the workers comp information for this payroll STEP 10 Send Direct Deposit to Bank If you are using the Dir
290. rocessed The time it takes to process the data depends on how many records are in the file how many records are being selected and how many files are being used Then the computer displays Completed CR Continue This text file can now be exported from the Dimensions system to a PC See DOSCOPY or another communication program to do this The following tables present the file layouts from the data dictionary of the employee file available for dumping to a text file You will need this information after exporting the text file to a DOS application so it can be edited Dim11 137 Payroll Special Maintenance TEXT FILE LAYOUT FOR PM1 D EMPLOYEE MASTER FILE FIELD START END SIZE DEC BYTE EMPLOYEE NUMBER EMPLOYEE NAME ADDRESS 1 ADDRESS 2 ZIP CODE STORE NUMBER 1 99 SOCIAL SECURITY NUMBER PAY PERIODS PER YEAR MARITAL STATUS PAY TYPE S SALARY H HOURLY NUMBER OF FEDERAL EXEMPTIONS NUMBER OF STATE EXEMPTIONS NUMBER OF LOCAL EXEMPTIONS DEPARTMENT 1 99 WORKERS COMP CODE STATE TAX CODE 1 99 LOCAL TAX CODE 1 99 RATE OR SALARY HIRE DATE BIRTH DATE TERMINATION DATE FEDERAL W H ADDON AMOUNT STATE W H ADDON AMOUNT LOCAL W H ADDON AMOUNT 1ST DEDUCTION CODE 1 99 1ST DEDUCTION FREQ XXXXX 1ST DEDUCTION AMOUNT 1ST DEDUCTION LIMIT 2ND DEDUCTION CODE 1 99 2ND DEDUCTION FREQ XXXXX 2ND DEDUCTION AMOUNT 2ND DEDUCTION LIMIT 3RD DEDUCTION CODE 1 99 3RD DEDUCTION FREQ XXXXX 3RD DEDUCTION AMOUNT 3RD DEDUC
291. roll Procedures 20 5 If you answered Y above the computer asks This program will copy your payroll files to the user group you select Please prepare your system printer for the copy report You are required to review this report for any errors in the copy process If any errors are encountered DO NOT PROCEED with payroll until corrected NOTE Any files with the suffix sv will be globally excluded this is normal and is done to save disk space Any other errors MUST be corrected before continuing Please enter the drive user group to copy the file to 5 58 Make sure your system printer is turned on and is ready to print The cursor 18 positioned at Please enter the drive user group to copy the file to Either press Enter to accept the displayed default month end drive user group or directory or enter the drive and user group separated by Enter The computer will begin immediately to copy all payroll files PM1 PM2 PM3 and any other optional files used by optional payroll products such as Time amp Attendance and Direct Deposit to the selected user group or directory It also prints a report showing what is being done The report prints END OF PROGRAM when the copying is finished 9 WARNING If you encounter problems during the copy such as invalid user group not enough disk space etc DO NOT PROCEED with processing payroll Correct the problem and copy again Then you can proceed safely After t
292. rrection batch Enter a timecard with negative hours or salary to back out the incorrect amount Print an Edit List Be sure to check the edit list carefully to make sure all amounts gross pay deductions taxes net pay and so forth are the same as the first check but negative Sometimes when the program calculates a negative check it rounds a little differently than the original check If there are any differences correct them using Void Change Payroll Input Print a check to plain paper or enter as a hand check WARNING DO NOT USE THE SAME CHECK NUMBER Use a bogus check number such as the original check number preceded by a 9 For example Original check number 4556 Void check number 94556 When the negative check is correct print all reports and update the void batch Create a new payroll batch enter the employee s data again and re issue the check Be sure to use a different check number from the original and void checks Dim11 Payroll Reports SECTION 2 Payroll Reports Dim11 This section contains payroll reports When you select Payroll Reports from the Payroll Menu another menu is displayed ABC LUMBER COMPANY YEARLY REPORTS Payroll Master List Yearly Transactions Report Personnel List W 2 Forms Employee Address List Payroll Distribution Payroll Deduction Report Retirement Report QUARTERLY REPORTS YTD by Department 941 Quarterly Report Payroll Trial Balan
293. rt E End 1 Input Parameters Special and Unique Input Parameters Totals Only Y N State Number 0 All Department Number 0 Print Name amp Address Only Y N Sort Employees By Store Y N 48 Enter Y to print the report totals only This option will print the following figures by quarter totaled for all employees Earnings Regular hours Overtime hours Federal withholding FICA withholding State withholding Local withholding Regular earnings Overtime earnings Or enter N to print all detail showing each employee within the specified range Enter the state number you wish to include on the report Or enter 0 to include all states Enter the department number you wish to include on the report Or enter 0 to include all departments Enter Y to print the name and address information for each specified employee only employee number termination code employee name address 1 and 2 zip code phone number store number and social security number Or enter N to include the financial data for each employee see Sample Payroll Master List Totals OnlyzN Enter Y if you wish to sort and print employees by store N if not Dim11 Payroll Reports mm dd yy 16 16 46 1 EMP NO NAME M F BORN CD FREQ 1 NUMERO UNO 10151 8159 Q Q Q Q N P 1800 BROOKS GARTH M 92559 Y 100 00 10 YYYYY 50 00 5 YYYYY 10 00 Q Q Q Q Q N P 715 555 1212 2400 DENVER J
294. rtain functions The following table shows a description of each file along with information on how records are added and deleted during normal payroll processing 148 Dim11 Appendix Filename Title Indexes Description How Added How Deleted HELD O Payroll Master Data also known as Employee Master File PM2 D Payroll Detail Transaction File PM3 D Payroll Yearly Transactions PM6 D Employee Time Clock File cont Dim11 Holds employee information for payroll such as employee name and address Social Security number number of exemptions salary wage and deduction information It also contains quarterly and yearly figures for gross pay tax withholdings deductions and so forth There is one record for every active and terminated employee Holds timecard and check detail for each pay period Records are organized by batch number and sequence number Most payroll reports use data from this file There is one record for each timecard entry for each employee Holds yearly check detail as updated from PM2 D This saves the pay detail for each pay period for every employee for worker s compensation purposes as well as a yearly history Records are organized by store number employee number check date and check number There is one record for every check for every employee Holds time punches for employees using the Time amp Attendance system The minimum size of the file should
295. rterly reporting It is not printed in compressed print DS06304 Employer s Qtrly Wage List DIM11 DATA Date mm dd yy Rev10 0 1 Port 37 Store 01 1 Input Parameters Quarter Code 1 4 Quarter Beg Date MMDDYY Quarter End Date MMDDYY Date Selection 1 Paid Thru Date 2 Check Date State Number 0 A11 Store Number 0 A11 Number of Copies Beginning Employee Number Ending Employee Number 999999 Sort by Social Security Y N Subtract 401K from Gross Subtract Cafeteria From Gross ZZ Ent Print Report E End 1 Input Parameters Special and Unique Input Parameters Quarter Code 1 4 Quarter Beg Date MMDDYY Quarter End Date MMDDYY Date Selection 1 Paid Thru Date 2 Check Date State Number 0 All Sort By Social Security Y N Subtract 401k From Gross Y N Subtract Cafeteria From Gross Y N Dim11 The computer defaults to the current quarter as stored in the Variable File Basic Payroll Information Or you can enter the quarter for which you wish to print information The computer displays the beginning date of the selected quarter Press Tab to accept or enter a different date if needed The computer displays the ending date of the selected quarter Press Tab to accept or enter a different date if needed Enter 1 to use the paid thru date or 2 for the check date Enter the state number you wish to include on the report Or enter 0 to include all state
296. s Commissions Menu To access the commissions system after licensing the software select Other Options from the Dimensions Main Menu Then select Payroll Other P R Options and finally option 3 for Commissions The computer displays the following menu Enter Commissions Print Commissions Commissions Maintenence Salesman Commission Format Salesman Commission Format 1 Enter Commissions Allows you to enter invoice numbers generated through Order Entry and assign commission codes The computer uses the invoice as a base from which to calculate the commission See Part 1 2 Print Commissions Prints two reports generated from commissions transactions Print Commissions Report and Print Commissions by Invoice See Part 2 3 Commissions Maintenance Allows you to perform special maintenance on the commissions files as well as purge commissions information See Part 3 4 Salesman Commission Prints a stand alone commission report not using Format A the commission system but using data generated from POS or Invoice Posting Invoices and returns are the only transactions used for calculating commissions Unapplied transactions and finance charge transactions are excluded from the commission calculation This is a report only It does not affect data files in any way See Part 4 5 Salesman Commission This report is similar to Salesman Commission Format B Format A but figures commissions for written by rat
297. s Enter Y if you wish to print this report in Social Security number order The computer will create a sort file before printing the report Or enter N to print in employee number order even though the report does not show the employee number Enter Y to subtract the 401K deduction from gross wages N to not subtract it Enter Y to subtract the cafeteria deduction from gross wages N to not subtract it 55 Payroll Reports SAMPLE QUARTERLY WAGE REPORT Employee Number Order ABC COMPANY EMPLOYER S QUARTERLY WAGE LIST DS06304 STORE 1 STREET ADDRESS FOR QTR 4 ENDING 12 31 98 PAGE 0001 ANYTOWN USA 01010 REGISTRATION NUMBER STATE ID STATE ALL PHONE 123 456 7890 FAX 123 0 STORE ALL SOCIAL SECURITY EMPLOYEE NAME TOTAL WAGES PAID HIRE DATE ACCOUNT NUMBER FIRST MIDDLE LAST IN THIS QUARTER IF IN QTR 123 56 7890 NUMERO UNO 2400 00 474 92 6211 GARTH BROOKS 1992 00 455 12 3221 JOHN DENVER 1910 00 990 89 3131 BILLY IDOL 2640 00 551 89 1122 JOHN LENNON 5000 00 474 90 1230 WILLIE NELSON 3580 00 545 82 6542 BONNIE RAITT 6320 00 TOTAL OF THIS PAGE ONLY 23842 00 GRAND TOTAL OF ALL PAGES 23842 00 GRAND TOTAL OF ALL PAGES 23042 00 56 Dim11 Payroll Reports 6 Quarterly Cafeteria amp 401K This option prints a report showing the employee name Social Security number and the following amounts for the quarter you specify in the input parameters Gross wages FICA SS wages with limit Cafeteria wages FICA Medicare wages
298. s displayed CSVM0800 11 Variable Maintenance ABC LUMBER COMPANY Date mm dd yy Rev7 0 50 Port 38 Store 01 Choose 11 Variable File Maintenance Menu Basic Payroll Information Departments Deductions Worker s Compensation State Local Information Tax Table Check Printing Options Descriptions and Messages Transaction Numbers G L Integration Miscellaneous Password Account Options Reports lt Esc gt End Each menu selection goes to another screen or another menu of more options The following section is organized according to this menu Each screen is displayed and its purpose is defined It is assumed you have read the Getting Started Manual and know how to move through menus See Chapter 2 System Training On Line Help Each field contains an on line help screen which explains the purpose and function of each field On the Dimensions system position the cursor on any field in the Payroll Variable File and press F1 function key 1 to access the help screen Use the arrow keys to move through the help screen When done with the help press Ese and you are returned to the data field In addition to standard help you can develop custom help for any field in the Payroll Variable File Refer to the Getting Started Manual Chapter 2 System Training Dim11 105 Payroll Variable File 1 Basic Payroll Information This screen allows you to set up basic informatio
299. scount Y N 4 Add Back A P Discount Y N 5 Commission Basis PARTICIPANT 6 Appendix E Any representation of the codes 1 9999 can be used but in most cases a system such as this example would be easy to follow Of the four digits in the code the first two digits would be the buyer and the next two digits the seller or if you normally list the seller first reverse this logic The manager overrides and company portion are normally consistent and would not need to be represented in the codes Example 3 traders set up Participant Descriptions 01 Dave 02 Bill 03 Joe Trader splits would be BUYER SELLER 0101 Dave Dave 0102 Dave Bill 0103 Dave Joe 0201 Bill Dave 0202 Bill Bill 0203 Bill Joe 0301 Joe Dave 0302 Joe Bill 0303 Joe Joe Using the data load form found at the end of this section make enough copies for all possible combinations and fill out the forms Use the following instructions to determine how to set up the other fields in the record Enter the names involved i e Dave Bill for 0102 Enter Y to stop during commission entry for this commission code to ask for the A R cash discount amount to deduct from the base amount Or enter N to not ask for the cash discount amount during commission entry Enter Y to stop during commission entry for this commission code to ask for the A P discount amount to add back to the base amount Or enter N to not ask for the A P discount amount during commissi
300. scription SGL M 0 3 State Abbreviation CA WITHHOLDING INFORMATION 4 ID Number 444444 5 Withholding G L Number 2231 00 EMPLOYEE WITHHOLDING STATE 1 UNEMPLOYMENT INFORMATION 6 ID Number 111111 7 Rate 1 00 8 Limit 7000 00 GENERAL INFORMATION 9 Program Name for Calculation DS06409 10 Deduct Federal Tax Before Calculation Y N N 11 Round Calculated Tax 12 Defer 401K Wages Y N 13 Defer Cafeteria Plan Wages Y N hange D elete N ext revious E nd N Married with 1 Exemption s CSVM0805 11 State Local Basic Info ABC LUMBER COMPANY Date mm dd yy Rev7 0 51 Port 66 Store 01 1 State Local Code 1 99 22 2 Description CALIF M2 3 State Abbreviation WITHHOLDING INFORMATION ID Number 12348 Withholding G L Number 2321 00 EMPLOYEE WITHHOLDING STATE 1 UNEMPLOYMENT INFORMATION ID Number 111111 Rate 1 00 Limit 7000 00 GENERAL INFORMATION Program Name for Calculation DS06409 10 Deduct Federal Tax Before Calculation Y N N 11 Round Calculated Tax 12 Defer 401K Wages Y N 13 Defer Cafeteria Plan Wages Y N hange D elete N ext revious E nd Dim11 Appendix B Single Head of Household CSVM0805 Rev7 0 51 ABC LUMBER COMPANY Date mm dd yy Port 66 Store 01 11 State Local Basic Info State Local Code Description State Abbreviation 1 99 WITHHOLDING INFORMATION ID Number Withholding G L Number 2321 00 EMPLOYEE WIT
301. se for all employees when creating the employee records in PM1 D Or enter 0 as a default and then change the Overtime Table for individual employees using Maintain Employee 1 9 later Grace Table Enter the number of the Grace Table to use for all employees when creating the employee records in PM1 D Or enter 0 as a default and then change the Grace Table for individual employees using Maintain Employee 1 9 later NOTE Use the next two fields to set up forced lunch schedules If groups of employees use the same schedule then enter the information into a Grace Table instead of using these fields Assign the Grace Table to the employees Forced Lunch After X Hours Enter the number of hours after which a forced lunch will take effect This will be added for all employees when creating the employee records in PM1 D For example if you wish to force a lunch break after 4 hours of work enter 4 50 Use 100 unit hours i e 4 hours 4 25 If an employee has a time punch in out that is greater than this number the system deducts the amount of time in the next field on reports and in the export program Or enter 0 as a default and then change the Forced Lunch After X Hours for individual employees using Maintain Employee 1 9 later Dim11 209 Appendix D 210 Forced Lunch Length Enter the amount of time in 100 unit hours to deduct for a forced lunch in reports and export programs from an employee wh
302. sed for calculation of pay It is a reporting function only Press Esc once Press Esc one time to change the rate temporarily for this pay period This also gives you the option of entering a different pay type by pressing up arrow at lt UpA gt Select Pay Type Payroll types allow you to have up to 6 different types of pay which can be tracked by entering the number of hours for a specific type of pay For example holiday vacation sick and personal time This is different from other pay which is entered in a lump sum rather than calculating the hours x rate See Step 7 Payroll types are shown on payroll reports so the number of hours paid for certain types can be tracked If you pressed the up arrow a box showing all available pay types is displayed at the bottom of the Screen At Enter Pay Type enter the pay type number from the list Then enter the rate and the number of regular hours for the selected pay type Press Esc twice Press Esc two times to change the department temporarily for this pay period Press Esc three times Press Esc three times to end this process and return to Step 3 to select another employee 5 Ifyou set up the payroll parameters to stop for workers comp the computer also asks Subject to Workmans Comp Y N Enter Y if these hours are subject to workers comp N if not Some states do not subject holiday and vacation pay to workers comp 6 Then the computer displays the selected overtime cod
303. set up each employee who will be participating in the Time and Attendance system 1 Employee Number 1 The employee number can be up to 7 digits long For example 1234567 all numeric 2 If desired organize your employees into alphabetical order by last name and assign a number to each After you enter the employee number the computer checks if it already exists If it does not exist the computer displays at the bottom of the screen Record Does Not Exit A dd Record V iew Next Record E nd Enter A to add the new record Continue entering the fields as shown below If it already exists the computer displays the employee information and shows at the bottom of the screen N zNext Number Previous A F Change By Field C Change lt Esc gt Select New Employee Use F to change by field or C to change field by field Continue entering the fields as shown below 2 Employee Name 1 The employee name can be up to 30 alpha numeric characters long 2 Enter the last name first first name last separated by a slash no space For example BROWN MARY or WHITE JR ROBERT W The computer will alphabetize by the last name on all reports and print the checks first name first last name last 3 Address 1 1 Enter the employee s street address up to 25 characters 2 This address will be printed on the W 2 forms Dim11 Appendix D Dim11 4 Address 2 5 Zip Code 6 Area Code 7 Phone
304. sing 3 For 401K cafeteria plans DO NOT CHANGE THE POSITION OF THE DEDUCTION IN THE MIDDLE OF THE YEAR TO HAVE IT PRINT CORRECTLY ON THE W 2 Enter the amount to be taken for this deduction If this deduction is a flat amount as set up in the Variable File Deductions enter the amount Or if this deduction is a percent of gross enter the percentage i e 2 5 for 242 Enter the accumulated upper limit beyond which this deduction will no longer be taken for this employee No entry indicates no limit Example for Deduction 1 This weekly employee takes deduction 2 which happens to be Credit Union Savings Plan every other week of 11 76 until he has contributed 200 00 Dim11 Payroll Procedures DEDUCTIONS CD FREQ AMOUNT LIMIT 25 1ST 2 26 YNYNY 27 11 76 28 200 00 DEDUCTIONS CD 29 2ND Enter the second deduction information as described for deduction 1 Or press Enter to bypass 30 FREQ 31 AMOUNT 32 LIMIT DEDUCTIONS CD 33 3RD Enter the third deduction information as described for deduction 1 Or press Enter to bypass 34 FREQ 35 AMOUNT 36 LIMIT DEDUCTIONS CD 37 4TH Enter the fourth deduction information as described for deduction 1 Or press Enter to bypass 38 FREQ 39 AMOUNT 40 LIMIT DEDUCTIONS CD 41 5TH Enter the fifth deduction information as described for deduction 1 Or press Enter to bypass 42 FREQ 43 AMOUNT 44 LIMIT DEDUCTIONS CD 45 6TH Enter the sixth deducti
305. sing 204 enter Variable File settings 200 Other Pay Type Descriptions 202 Payroll Import Programs 202 Time amp Attendance Options 200 license software 192 set up swipe card table 212 Procedures 215 Import Export Programs 215 228 Generate Punches from File 230 Import Payroll Data 232 Print PM6 to File 229 Time Punch Edit 215 219 Edit Time Punches 220 222 Generate Punch by Employee 220 225 Generate Punch by Range 220 226 Generate Punches from File 220 Print Edit List 220 Print PM6 to File 220 Time Punch Program 215 216 Year End 215 Year End Updates 234 Reports 235 Employee Information 236 Hourly Summary 240 Other Pay Hours 242 Swipe Card Table Edit List 244 Time Punch Edit List 238 Special Maintenance 245 Create ADP File 246 Employee Misc Data PM9 250 295 Import ADP to PM1 251 Purge PM6 File 248 Swipe Card Table PM12 254 Time Punch Maintenance 249 Time Punch Edit 219 Edit Time Punches 220 222 Generate Punch by Employee 220 Generate Punch by Range 220 226 Generate Punches from File 220 Print Edit List 220 Print PM6 to File 220 Time Punch Maintenance PM6 Time amp Attendance 249 Time Punch Program 216 track hours 5 23 trader See participant Transaction Numbers 125 transmission method Direct Deposit 169 Trouble Shooting for Payroll Reports 103 type of deduction Direct Deposit 174 U Update Commissions 266 270 Update Payroll and G L to GPOST 36
306. so maintenance on this table is done yearly A table needs to be entered for each marital status single and married The State Local Code must correspond to the code entered in State Local Information NOTES Dim11 Single 5 0806 State Local Payroll Tax Table ABC LUMBER COMPANY Date mm dd yy Rev11 0 1 Port 38 Store 01 1 Marital Status s SINGLE 2 State Local Code 1 99 0 WITHHOLDING WITHHOLDING LINE WAGES OVER BUT NOT OVER AMOUNT PERCENTAGE lt Esc gt End Married 5 0806 State Local Payroll Tax Table ABC LUMBER COMPANY Date mm dd yy Rev11 0 1 Port 38 Store 01 1 Marital Status M MARRIED 2 State Local Code 1 99 0 WITHHOLDING WITHHOLDING LINE WAGES OVER BUT NOT OVER AMOUNT PERCENTAGE 12 lt Esc gt End 119 Payroll Variable File 7 Check Printing Options This screen allows you to enter the program name use wish to use for printing payroll checks It also allows you to determine if you wish the dollar amount to be spelled out on the printed checks CSVM0807 Payroll Check Printing Options ABC LUMBER COMPANY Date mm dd yy Rev7 0 50 Port 38 Store 01 1 Store Number 1 2 Payroll Check Print Program DS06604N 3 Spell Dollar Amount on Checks Y N Y lt Esc gt Change Store lt Tab gt Go Forward One Field End lt F1 gt Help NOTES Refer to the following table of printers and program names for printing checks PROGRAM PRINTERS FEATURES DS06600 Oki 182 192 292 No
307. t DEDUCTIONS CD 25 1ST 26 FREQ 27 AMOUNT 28 LIMIT package This requires additional optional software See Appendix E Direct Deposit for more information 1 If the employee has additional deductions to be withheld enter the code for the first deduction here Deduction codes are set up and stored in the Payroll Variable File Deductions For example if you have medical insurance set up to be deduction 1 in the Variable File and this employee is eligible for this deduction enter 1 2 You can have up to 6 deductions set up for any employee that will be taken automatically on the checks you specify You can also add or take away deductions at the time of processing payroll 3 Washington state Worker s comp is set up as a deduction for the employee s portion See Payroll Variable File Deductions and Worker s Compensation The rate is entered in the Variable File not here 1 There are 5 spaces available for your entry If this employee is paid weekly and this deduction is to be taken for each check enter Y for each week i e YYYYY some months may have 5 payrolls Or if this deduction is to be taken only for weeks 1 and 3 enter a Y in spaces 1 and 3 and N in spaces 2 4 and 5 YNYNN Or if the employee is paid semi monthly and the deduction is to be taken for each check enter YY and fill the remaining spaces with Ns 2 The five spaces correspond to a week code called for during payroll proces
308. t List again Use the totals from the edit list total number of detail records and batch hash total to verify the totals from the bank reports SAMPLE PRE NOTIFICATION EDIT LIST mm dd yy PRE NOTIFICATION EDIT LIST ABC LUMBER CO CS06320P 16 15 15 PAGE 0001 EMPLOYEE NAME 5 5 STORE STATE BANK ROUTE EMP ACCT 2 WHITE SUE 2 5 0 CHECK 204444444 20555555555555555 1 PENSION 214444444 24555555555555555 2 GARNISHMENT 224444444 22555555555555555 3 GREEN FRED 345 67 8901 0 CHECK 304444444 30555555555555555 4 REDD TOM 456 78 9012 0 CHECK 404444444 40555555555555555 COMPANY DEBIT ENTRY 0 444444444 99999999999999999 TOTAL NUMBER OF DETAIL RECORDS 6 BATCH HASH TOTAL 0179666664 178 Dim11 Appendix C 7 After you have a valid edit list select 3 for Create ACH Text File and Transfer The program creates a text fille named ACH TXT in the format specified by the National Automated Clearing House Association NACHA The text file is sent electronically to the bank s ACH center using to the modem phone number set up in the Variable File The ACH is then responsible for setting up the employee s account for direct deposit 8 You are returned to the screen in Step 4 where you can enter E to end this procedure NOTES Dim11 179 Appendix C Part 2 Process Payroll PURPOSE 180 Direct deposit options are now available in the Process Payroll procedure The menu is displayed as fol
309. t compressed for non standard printers 1st check ejected DS06603 Oki 182 192 292 No bold voucher headings Compress check protect DS06604 Oki 182 192 292 Bold voucher headings and compress check protect standard DS06604N Oki 182 192 292 No 1st check eject DS06604P Oki 393 No 1st check eject DS06604S Oki 2410 Same as DS06604 DS06605 Oki 2410 Compress check protect 08066051 2410 Same 0906605 120 Dim11 8 Descriptions and Messages Payroll Variable File This menu is displayed after selecting 8 for Descriptions and Messages from the Payroll Variable File Maintenance Menu CSVM0808 Payroll Descriptions DIM11 DATA 11 0 1 Store Number Choose Selection lt Esc gt End Payroll Type Descriptions Other Pay Descriptions Company Information Change Store The next 3 parts describe these options Dim11 Date mm dd yy Port 37 Store 01 121 Payroll Variable File 8 1 Payroll Type Descriptions Payroll types allow you to define up to 6 different types of pay which can be tracked by entering the number of hours for a specific type of pay For example holiday vacation sick personal time This is different from other pay which is entered a lump sum rather than calculating the hours x rate Payroll types are shown on payroll reports so the number of hours paid for certain types can be tracked This screen allows you to define the payroll type numbers and descri
310. tail BATCH SEQ CHECK DATE PAID THRU DATE GROSS FICA MEDICARE FEDERAL W H STATE W H DEDUCTIONS EXAMPLE QTR 1 ENDING DATE 03 31 98 QTR 2 ENDING DATE 06 30 98 QTR 3 ENDING DATE 09 30 98 QTR 4 ENDING DATE 12 31 98 1800 BROOKS GARTH YTD QTR 1 QTR 2 QTR 3 QTR 4 STR 1 STATE 1 YTD INFO GROSS PAY 8690 00 4880 00 1890 00 960 00 960 00 SS FICA 535 68 369 50 144 59 73 44 73 44 MEDICARE 125 29 QTR totals in SS Fica FEDERAL 467 85 222 30 115 62 60 06 69 87 STATE 408 36 206 55 108 59 55 59 37 63 DED CD 900 00 DED CD DED CD 90 00 90 00 3 DED CD 4 450 00 5 9 CHECK INFO BATCH SEQ CHK DT PD DT QTR FEDERAL DEDUCTION DEDUCTION PR013198 132 13198 13198 1 60 06 3 100 00 4 50 00 10 00 99 15 00 PR033098 130 33098 33098 1 2 24 06 100 00 50 00 10 00 PR053098 147 53098 53098 5 73 gt 100 00 50 00 10 00 15 00 PR071598 153 71598 71598 5 3 D 60 H 100 00 50 00 10 00 15 00 PR121598 150 121598 121598 E 60 100 00 50 00 10 00 15 00 PR12998 123 12998 12998 H 27 100 00 50 00 10 00 PR21598 138 21598 21598 51 z 100 00 50 00 10 00 15 00 PR22498 124 22598 22598 E 60 100 00 50 00 10 00 PR41598 144 41598 41598 3 42 100 00 50 00 10 00 15 00 PR811 131 81198 81198 P 50 00 20 00 100 00 50 00 10 00 60 00 70 00 15 00 GROSS WAGES ARE OUT OF BALANCE III OI IOI FEDERAL W H IS OUT OF BALANCE IOI OI III STATE IS OUT
311. te MMDDYY The computer displays the ending date of the selected quarter Press Tab to accept or enter a different date if needed Date Selection For Qtr to Date Enter 1 to use the paid thru date or 2 for the check date 1 Paid Thru Date 2 Check Date State Number 0 All Enter the state number you wish to include on the report Or enter 0 to include all states Dim11 57 Payroll Reports Sort By Social Security Y N Enter Y if you wish to print this report in Social Security number order The computer will create a sort file before printing the report Or enter N to printer in employee number order even though the report does not show the employee number Subtract 401k From Gross Enter Y to subtract the 401K deduction from gross wages N Y N to not subtract it Subtract Cafeteria From Enter Y to subtract the cafeteria deduction from gross wages Gross Y N N to not subtract it SAMPLE QUARTERLY CAFETERIA amp 401K Employee Number Order ABC COMPANY QUARTERLY REPORT WITH CAFETERIA amp 401K DS06305 STORE 1 STREET ADDRESS FOR QUARTER BEGINNING 10 01 98 ENDING 12 31 98 PAGE 0001 ANYTOWN USA 01010 REGISTRATION NUMBER STATE ID STATE 01 PHONE 123 456 7890 FAX 123 098 7654 STORE ALL EMP NO NAME 401K FEDERAL FICA SS FICA MED FUTA SUTA W H WAGES WAGES WAGES WAGES WAGES 72600 00 7000 00 10500 00 GARTH BROOKS 474 92 6211 gt 1992 00 gt 1992 00 1992 00 JOHN DENVER 455 12 3221 x 1910 00 1910 00 1910 00 B
312. ted for each different schedule of pay thru dates For example if your company pays some employees weekly and others bi weekly you need to set up one table for the weekly and a second table for the bi weekly employees 1 Use Other Options Payroll Other Functions Time and Attendance Table Maintenance Pay Thru Tables 2 Thecomputer displays the following screen CS06102 Maintain Pay Thru Table PM7 D ABC LUMBER COMPANY Date mm dd yy Rev8 1 0 Port 41 Store 01 Year Table Description First Day of Week Pay Thru Date MMDD 1 2 3 4 5 6 7 8 9 Enter Option A V E Enter A to add a new table Or enter V to view an existing table if you need to change or delete it 3 Enter the following fields Year Enter 4 digits for the current year Table Enter a number to identify this table 1 99 Description Enter up to 20 characters to describe this table For example WEEKLY or BI WEEKLY or SEMI MONTHLY Bi weekly payrolls are paid 26 times a year Semi monthly payrolls are paid 24 times a year First Day of Week The first day of the week corresponds to the first day of the pay period in a weekly or bi weekly pay period It is significant to the overtime calculation because overtime is calculated according to the time period established by the first day of the week regardless of when the pay period ends A box of options is displayed Move the highlighted bar to the first day of the pay week using the down
313. tep 5 4 Dim11 1 EMP NO 2 NAME 3 ADDR 1 4 ADDR 2 5 ZIP CD 6 STORE 7 SS 8 PERIODS PER YR MARRIED 5 10 TYPE S H Dim11 Payroll Procedures 1 The employee number can be up to 7 digits long For example 1234567 all numeric 2 If desired organize your employees into alphabetical order by last name and assign a number to each 1 The employee name can be up to 30 alpha numeric characters long 2 Employee names must be entered in the following layout to print correctly on the W 2 forms For example Lastname suffix Firstname Middle For example Brown Mary Jones Amy Rose White Jr Robert W Green III John Alan 3 Suffixes include Jr Sr II IIT etc There must be a period after the suffix 4 The computer alphabetizes by the last name on all reports and print the checks first name first last name last 1 Enter the employee s street address up to 25 characters 2 This address will be printed on the W 2 forms Enter the city and state up to 25 characters Enter the zip code up to 10 characters including punctuation Enter the store number to which this employee is assigned Enter the employee s Social Security number up to 12 characters including dashes For example 123 45 6789 1 Enter the number of pay periods per year for this employee 2 12 monthly 24 semi monthly 26 bi weekly 52 weekly 1 Enter the marital status for t
314. ters Beginning Year amp Month YYYYMM Ending Year amp Month YYYYMM Beginning Invoice Date MMDDYY Ending Invoice Date MMDDYY Page Break between Months Y N Store Number Number of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters Input Parameters Beginning Year amp Month YYYYMM Enter the beginning year and month of invoices in the range you wish to print Or press Tab to begin with the first dates Ending Year amp Month YYYYMM 274 in the file Date mm dd yy Port 38 Store 01 Enter the ending year and month of invoices in the range you wish to print Or press Tab to pick up all remaining dates in the file Dim11 Appendix E Beginning Invoice Date MMDDYY Enter the first invoice date of the range you wish to print Or press Tab to begin with the first date in the file Ending Invoice Date MMDDYY Enter the last invoice date in the range you wish to print Or press Tab to pick up all remaining dates in the file Page Break Between Months Enter Y to start a new page for each month Enter N to Y N print continuously without page breaks SAMPLE COMMISSION BY INVOICE REPORT mm dd yy STORE 01 COMMISSION REPORT BY INVOICE ABC LUMBER COMPANY WS08032 11 40 35 PAGE 0001 CUSTOMER CUSTOMER NAME INVOICE DATE FOOTAGE SALE AMOUNT FREIGHT COST GROSS PROFIT A R DISC A P DISC OTHER BASE AMT NOVEMBER 1999 1 000 CASH SALE 1000424 04 12 99 CBG
315. the displayed date using the current system year 5 Ending Year Date MMDDYY Enter the date of the ending of the year Or press Tab to accept the displayed date using the current system year 12 Dim11 Dim11 Payroll Procedures Select Method of Adjustment Enter one of the following options 1 Manually Select Each Allows you to select each employee to be changed Employee one at a time 2 Automatically Select Next Allows you to select the first employee to be by Employee Number changed and then the computer will automatically select the next employee to change in numerical order one at a time 3 Automatically Select Next Same as option 2 except uses employee name order by Employee Name lt Esc gt End End this program and return to the previous menu The computer displays the standard employee selection routine DS06050 Enter Edit Payroll Deductions ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 38 Select Employee Number or Name STORE 01 lt Up Arrow gt Search Select the employee you wish to change Or press Ese to return to the previous screen in Step 3 The computer displays the deductions for the selected employee For example DS06050 Enter Edit Payroll Deductions ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 Port 39 Employee 100 ADAMS SUE Store 01 Ded Cd Description Limit Freq Ded Amt Ytd Amt Deductions 1 PENSION 5 U
316. the Federal 941 Quarterly report DS06326 Rev10 0 1 DIM11 DATA Date mm dd yy STORE 1 Port 37 Store 01 Tax Liability Report 1 Input Parameters Quarter Code 1 4 Quarter Beg Date MMDDYY Quarter End Date MMDDYY Select By Store Number 1 Check 2 Paid Thru 0 11 Number of Beginning Employee Number Ending lt Ent gt Print Report NOTE Totals come from PM2 D Employee Number If payroll history has not been saved or Period Ending Dates are not correct then totals will not be correct E End 1 Input Parameters Special and Unique Input Parameters Quarter Code 1 4 Quarter Beg Date MMDDYY Quarter End Date MMDDYY Select By 1 Check Date 2 Paid Thru Date Dim11 The computer defaults to the current quarter as stored in the Variable File Basic Payroll Information Or you can enter the quarter for which you wish to print information The computer displays the beginning date of the selected quarter Press Tab to accept or enter a different date if needed The computer displays the ending date of the selected quarter Press Tab to accept or enter a different date if needed Enter 1 to use the check date or 2 for the paid thru date 69 Payroll Reports SAMPLE TAX LIABILITY REPORT ABC COMPANY QUARTERLY TAX REPORT DS06326 STORE 1 STREET ADDRESS FOR QTR 4 ENDING 12 31 98 PAGE 001 ANYTOWN USA 01010 STORE 0 PHONE 123 456 7890 FAX
317. time punches and purge them at a later date 3 Then the computer asks Are you sure you want to perform the Year End update Y N Enter Y if you are sure you wish to clear out all quarter and year to date figures for all employees The update will begin immediately Or enter N if you do not wish to proceed and return to the previous menu 4 Ifyou answered Y above the computer displays a screen showing that the purge is in progress The following fields in PM1 D are cleared out for all employees Dim11 141 Payroll Special Maintenance 142 Earnings Federal withholding FICA withholding State withholding Local withholding Regular hours Overtime hours Regular earnings Overtime earnings Deductions 1 9 Other Pays 1 8 Medicare withholding Also any employee with a termination date will be deleted from PM1 D Wait until the process finishes If you are using the Time amp Attendance software the computer asks cs06112 Purge PM6 D ABC LUMBER COMPANY Date mm dd yy Rev8 0 0 ABC CO Port 39 Store 01 This program will purge the Employee Time Clock File PM6 D of all punches on or before the date entered Purge Date MMDDYY 0 Enter the purge date as desired Then answer Y to Do You Wish Proceed With Time Punch Purge Y N When done the computer displays Normal End of Year End Update Press Enter to acknowledge this message and return to the previous menu Final Notes After completing the pa
318. time which was modified After you select the report enter your employee number and password The password is the last 4 digits of your Social Security number If the correct password is entered the report screen is displayed The selection routine for employees may be limited by the security level of the employee accessing this program 506105 Punch Time Edit List ABC LUMBER COMPANY Date mm dd yy Rev9 0 1 ABC CO Port 37 Store 01 1 Input Parameters Beginning Employee Number 0 Ending Employee Number 9999999 Beginning Date MMDDYY 0 Ending Date MMDDYY 999999 Report Option 1 11 Time Punches 2 Exceptions Only Adjust By Grace Table Y N Adjust For Lunch Y N Print Non Adjusted Punches Y N Page Break Between Employees Y N Pay Thru Table Number 0 A11 Number Of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters Input Parameters Beginning Employee Number Enter the first employee number to include on this report Or press Tab to start with the first employee found in the file Enter the last employee number to include on this report Or press Tab to pick up all remaining employees found in the file Enter the first pay thru date to include on this report Or press Tab to start with the first pay thru date found in the file Enter the last pay thru date to include on this report Or press Tab to pick up all remaining pay thru dates found in the file If you wish to print time pun
319. tion The code entered here will carry the rate limit etc to figure worker s compensation correctly You must enter a comp code number even if you are not required to figure worker s compensation Enter 1 for all employees if you do not use worker s compensation You will also need to make an entry in the Payroll Variable File for worker s comp code 1 Enter the state code for the employee corresponding to the state codes 1 99 entered in the Payroll Variable File State Local Information Enter 0 if you do not withhold state income tax Enter the local code for the employee corresponding to the local codes 1 99 entered in the Payroll Variable File State Local Information Enter 0 if you do not withhold local income tax Enter the hourly wage or salary per pay period for this employee Dim11 Payroll Procedures 19 HIRE DT Enter the hire date of this employee in the standard date format mmddyy 20 BIRTH DT Optional Enter the birth date for this employee 21 TERM DT If an employee is terminated enter the date here Terminated employees will be deleted from the payroll files automatically at year end 22 FED WH ADDON 1 Enter any additional federal withholding amount here This additional amount will be withheld from every paycheck and added to the regular federal income tax withheld 2 This information would be found on the W 4 submitted by the employee 3 Enter 0 if there is to be no addit
320. tion you wish to take Deductions are set up in the Payroll Variable File Deductions You can have up to 8 deductions per payroll entry 6 automatic and 2 add ons Then enter the amount for the deduction You can delete a deduction temporarily for this check only by entering the deduction code and a negative amount to back it out Bypass entering any more deductions by pressing Enter The computer calculates the net amount to pay on this entry and displays the gross total deductions withholdings federal FICA state and local and net amount For example DS06201 Rev9 0 1 Payroll Input Select Employee Number or Name Fed Ex 0 Stt Ex 0 Frequency 26 Dp Rate Sal Reg Hrs 1 16 00 40 00 H OT Hrs 00 Deduction 1 PENSION 5 UNION DUES Gross Deduction 640 00 22 00 lt Ent gt Accept lt Esc gt Reject Amount 5 00 7 00 Federal 83 96 D Deductions ABC LUMBER COMPANY Pt st Mo 12 Wk 1 Batch PRO810AA Date mm dd yy Str 1 2400 1 SALARIES DEPT2 DENVER JOHN Single OT Earn 00 Reg Earn 640 00 Deduction 3 UNITED WAY 6 DEDUCTION 6 FICA 48 96 State 34 14 Local 00 T Taxes H Handcheck You have the following options lt Ent gt Accept lt Esc gt Reject lt D gt Deductions lt T gt Taxes lt H gt Handcheck 26 Accept this entry and resulting deductions and withholdings Go to Step 11 Reject this entry Go to Step 11 Change the deductions
321. tment 999 Enter the last department to be affected by the deduction change s Or press Tab to use all remaining departments Or press Esc to go back to the previous field Store Number 0 0 Enter the store number requiring changes to payroll deductions Or press Tab to accept 0 for all stores 15 Payroll Procedures 16 6 Select Optional Field Y N This is the same process used when selecting optional fields for payroll reports See the introduction to Section 2 Payroll Reports for an explanation for Select Optional Field This allows you to narrow the kinds of employees that are selected for changing Deduction Code to Change 1 99 Enter the deduction code number that requires a change The corresponding deduction description is displayed for your verification Change Method to Use 1 1 Change to Specific Amount Percent 2 Increase Decrease by an Amount You can change the selected deduction by one of three methods Enter the desired method 1 3 1 Change to Specific The computer also asks Amount Percent Enter specific amount to change 00 Enter the specific amount for the selected deduction For example 5 00 makes this deduction always equal 5 00 for all employees with the selected deduction 2 Increase Decrease The computer also asks by an Amount Enter amount to increase or decrease 00 Enter the amount to increase or decrease for the current amount of the selected deduction For example
322. to ask if they are subject to workers compensation Some states do not subject holiday and vacation pay to worker s compensation Or enter N if you do not need to use this feature Washington state You must enter Y for this parameter 6 Check the displayed store number If you need to change it enter 98 and press Enter The computer asks Enter New Store Number 1 255 Enter the desired store number for this batch 7 Check the displayed date If you need to change it enter 99 and press Enter The computer asks Enter New Date MMDDYY Enter the desired date for this batch 8 You are returned to the Enter Payroll DataMenu You are now ready to enter payroll data STEP 3 Enter the Payroll PROCEDURE 1 From the Enter Payroll Data Menu select 4 for Enter Payroll Input 22 Dim11 Dim11 Payroll Procedures 2 The computer displays DS06201 Payroll Input ABC LUMBER COMPANY Rev9 0 1 Pt st Mo 12 Wk 1 Batch PRO810AA Date mm dd yy Enter Selection Method 2 1 Select Employees Manually 2 Select Employees Automatically Enter 1 if you wish to select each employee number as you enter the payroll input Or enter 2 if you wish the computer to automatically select the next employee number If you select 2 you can also specify which order to display employees employee number or name and which types of employees to display hourly salary or both You can also specify a store state and department number if you
323. to void Enter the sequence number here Or press Ese to end this process and return to the previous menu 15 The selected sequence is deleted from KM2 D immediately You are returned to Step 14 to select another sequence number to delete or Esc to end this process Steps 16 17 describe option 3 Print Edit List Print this report after making commissions entries Check for accuracy Then void incorrect entries if needed enter them again and print another edit list 16 Ifyou entered 3 for Print Edit List the computer begins by displaying WS08000 Print Commissions Edit ABC LUMBER COMPANY Date mm dd yy Rev8 1 1 1 Input Parameters Number of Copies Report Date lt Ent gt Print Report E End 1 Input Parameters Print this report using standard print procedures See the following sample SAMPLE COMMISSION EDIT LIST mm dd yy COMMISSIONS EDIT REPORT ABC LUMBER COMPANY WS08000 09 56 12 PAGE 0001 SEQ NO ST YYMM DATE INV NO CUST NO INV DT SELL AMT FRT AMT COST AMT ASM 3 19911 83000 1000424 1 000 CASH SALE 41299 2420 00 1665 00 755 00 31 20 1 COMM CODE 101 DAVE DAVE SPLIT AMOUNT TTL AR DSC AP DSC OT ADJ BUYER 1 DAVE 4 00 30 20 M 50 00 FOOTAGE BASE 755 00 G SELLER 1 DAVE 4 30 20 M 50 00 TOTAL 60 40 4 19911 83000 2100178 8000 000 HOUSES R US 32596 1479 00 1107 00 372 00 25 15 2 COMM CODE 103 DAVE JOE SPLIT AMOUNT TTL AR DSC AP DSC OT ADJ BUYER 1 DAVE 4 00 14 88 A 50 00 FOOTAGE BASE 37
324. uarter that in PM2 D Automatic deductions are updated in PM1 D does not match the Manual deductions do not update dates in PM2 D Check the dates carefully Commonly Asked Questions My quarterly reports won t balance Most of the quarterly reports get their information from PM2 D Payroll Detail Transactions The input parameters for the reports include an option to print by check date or by paid through date This is important When the system reads through PM2 D gathering information for the report it is looking at either the check date or the paid through date depending on what was entered in the input parameters If you update your batch based on check date and then print a report based on paid through date the report is incorrect Print the report both ways and compare report totals Nine times out of ten the problem is solved The Payroll Trial Balance is out of balance This report is useful because it compares the PM1 D totals with the PM2 D detail If the Payroll Trial Balance is out of balance for every employee it s probably the check date vs paid through date issue Print the report again but change that input parameter If the Payroll Trial Balance is out of balance on automatic deductions only it s probably because a manual deduction was made and the automatic deduction was set up later 103 Payroll Reports 104 I voided a payroll check and now the reports are wrong especially the Payroll
325. vings accounts that employees can have deducted from their pay deduction can be set up for direct deposit only if the selected banking institution has a transit number and the employee has an account there From the Payroll Menu select Other P R Options Then select Direct Deposit Select 4 for Deduction Code Maintenance The computer displays CSVM0803 11 Deductions ABC LUMBER COMPANY Date mm dd yy Rev9 0 2 Port 37 Store 01 1 Store Number Deduction Code 1 99 Description Deduction Method Deduction Direct Deposit Y N Print Totals on Check Register Y N Deduction G L Account lt Esc gt Change Store lt 1 gt 1 This is the same program found in the Payroll Variable File Deductions It is included in the Direct Deposit menu system for convenience The cursor is positioned at 2 Deduction Code 1 99 Set up a new deduction or change existing deduction codes Enter the following fields for the direct deposit option 6 Direct Deposit Y N Enter Y to flag this deduction for direct deposit 8 Deduction G L Account This must be set to the G L number for the bank account since cash will be credited when the direct deposit is sent to the bank The GPOST credit to cash for the payroll batch will be the total net pay plus total deductions Dim11 Appendix C Step 7 Add Employee Direct Deposit Records This step maintains the PM8 D file Employee Direct Deposit Info
326. wish to limit which employees are displayed The computer displays the standard employee selection routine DS06201 Payroll Input ABC LUMBER COMPANY Rev9 0 1 st Select Employee Number or Name Mo 12 Wk 1 Batch PRO810AA lt UpA gt Search Date mm dd yy Select the employee by number or name using the standard employee selection routine After selecting an employee above and that employee is an hourly employee or salaried employee set up for tracking hours the computer displays the timecard screen DS06201 Payroll Input ABC LUMBER COMPANY Rev9 0 1 Pt st Select Employee Number or Name 2400 1 SALARIES DEPT2 Mo 12 Wk 1 DENVER JOHN Batch PRO810AA Fed Ex 0 Date mm dd yy Stt Ex 0 Frequency 26 Single Dp Rate Sal Reg Hrs OT Hrs Reg Earn OT Earn 1 16 00 00 H Deduction Deduction 1 PENSION 3 UNITED WAY 5 UNION DUES 6 DEDUCTION 6 lt Esc gt Change Rate with Option to Change Pay Type If you selected a salaried employee skip to Step 6 The employee s department and rate are displayed The cursor is positioned under Reg Hrs You have the following options 23 Payroll Procedures Enter the regular hours Enter the regular hours reported by this employee for this pay period and press Enter Enter the hours with up to 2 trailing decimals For example if there are 20 hours enter 20 75 Go to Step 5 9 NOTE If you are tracking hours for salaried employees the hours will be stored in PM2 D but will not be u
327. y 92 Dim11 Payroll Reports SAMPLE CHECK SUMMARY REPORT Print Check Detail N Page 1 mm dd yy PAYROLL CHECK SUMMARY ABC COMPANY DS06104D PAGE 0001 ALL CHECK DATE RANGE 0 TO 999999 EMPLOYEE NAME OT HRS REG EARN OT EARN OTHER PAY GROSS PAY SOCIAL SECURITY NO DEDUCTIONS FEDERAL STATE LOCAL NET PAY 4 CKS NUMERO UNO 123 56 7890 BROOKS GARTH 474 92 6211 DENVER JOHN 455 12 3221 IDOL BILLY 990 89 3131 LENNON JOHN 551 89 1122 NELSON WILLIE 474 90 1230 RAITT BONNIE 545 82 6542 mm dd yy PAYROLL CHECK SUMMARY ABC COMPANY DS06104D 14 59 54 PAGE 0002 DESCRIPTION REG HRS REG EARN OT EARN OTHER PAY GROSS G L NO SALARIES DEPT2 800 00 23400 00 247 50 150 00 23797 50 5112 00 SALARIES DEPT2 328 00 11200 00 72 00 00 11272 00 5112 00 TOTALS 1128 00 34600 00 319 50 150 00 35069 50 FEDERAL TAX 28 SS FICA TAX 66 MEDICARE TX 43 WISCONSIN 46 10 OF FED 80 MINNESTOA 25 TOTAL 88 PENSION GARNISHMENT UNITED WAY CREDIT UNION UNION DUES DEDUCTION 6 TOTAL DEDUCTIONS TOTAL NET PAY OTHER PAY 1 OTHER PAY 2 TOTAL OTHER PAY NO OF CHECKS 21 HAND CHECKS 0 VOIDS Dim11 93 Payroll Reports 23 Check Summary by Department This report is similar to the Check Summary except 1t is sorted and printed by department DS06322 Rev10 0 1 DIM11 DATA STORE 1 Payroll Check Summary 1 Input Parameters Beginning Employee Number Ending Employee Number Beginni
328. yee have an individual swipe card coded with a number that is cross referenced to their employee number You must also have a card reader available for employees to swipe their cards when clocking in and out The format of swipe cards must be the following ABC value CR CR carriage return triggers the Time Punch program CS06100 to pull the employee number from the swipe card file based on lt value gt The standard credit card reader used by the Dimensions system reads these cards properly Contact Dimensions if you wish to set up the Time amp Attendance system with swipe cards and readers You must know the employee numbers you wish to assign to swipe cards before beginning this procedure Print a Payroll Master List from the Payroll Reports Menu 1 Use Other Options Payroll Other Functions Time and Attendance Table Maintenance Maintain Swipe Card Table 2 The computer displays the following screen CS06116 Maintain Swipecard Table ABC LUMBER COMPANY Date mm dd yy Rev8 1 2 Port 38 Store 01 1 Starting Card Number Card Emp lt Esc gt End The cursor is positioned at Starting Card Number To add a card employee combination enter any card number to get the next options Or press Esc to end this option and return to the previous menu 3 Then the computer displays more options C hange Chg by Ca r d Page Down Up iew E nd You have the following options for
329. you wish to include on this report or Tab to print all remaining dates Print Detail Lines Y N Enter Y if you wish to print the detail lines which include the check number and date check date or paid thru date for each occurrence of other pay for each selected employee Or enter N to print the totals for each selected employee only SAMPLE OTHER PAY TYPE HOURS REPORT Print Detail Lines Y mm dd yy OTHER PAY TYPES HOURS PM2 D DS06328 13 41 01 PAGE 0001 EMP NO NAME DATE CK NO VACATION SICK HOLIDAY OTHER PAY OTHER PAY OTHER PAY 1800 BROOKS GARTH 02 25 98 22598 04 15 98 41598 EMPLOYEE TOTALS 3200 IDOL BILLY 02 15 98 05 30 98 EMPLOYEE TOTALS GRAND TOTALS I Print Detail Lines mm dd yy OTHER PAY TYPES HOURS PM2 D DS06328 13 42 05 PAGE 0001 EMP NO NAME VACATION SICK HOLIDAY OTHER PAY OTHER PAY OTHER PAY TOTAL 1800 BROOKS GARTH 40 00 25 00 65 00 3200 IDOL BILLY 40 00 15 00 8 63 00 GRAND TOTALS 80 00 40 00 8 128 00 Dim11 101 Payroll Reports 26 Print Unupdated P R Batches This report looks through all payroll batches and prints the following information if they are not updated Batch number Total gross Number of employees Updated Y or N Or you can print this information for all batches whether or not they have been updated DS06110 11 Batch List DIM11 DATA Date mm dd yy 10 0 1 Port 37 Store 01 1 Input Parameters Type of Records to Print 1 Unupdated Batc
330. ypes Press Enter to selected the pay type This is also used for all employees within range 226 Dim11 Appendix D 19 You are returned to the options at the bottom of the screen in Step 17 Press Enter to generate the time punch records according to the input parameters 20 The computer displays 10 Time Punches Generated lt Ent gt to Continue Press Enter to acknowledge this message and return to the beginning of the program either Employee Number or the input parameters in Step 17 Then you can end this procedure and return to the previous menu NOTES Dim11 227 Appendix D Part 3 Import Export Programs PURPOSE The Import Export programs allow you to transfer time and attendance punches from a remote location to corporate eventually moving the data into the standard Dimensions payroll system for processing checks The first 2 steps in this process are found on the Time Punch Edit Menu TIME EDIT Print Edit List Edit Time Punches Generate Punch by Employee Generate Punch by Range Print PM6 to File Generate Punches from File The last step is found on the Process Payroll Menu in the standard Dimensions Payroll system 506100 11 LUMBER COMPANY Date mm dd yy Batch ID PR082800 NEW Port 38 Store 01 Calendar Month 11 Period Code Payroll Parameters Change Calendar Month Week Code 1 5 Change Payroll Parameters Overtime Code H D T X Import
331. yroll year end update portion there are still some tasks to be done before you can begin processing the new year Verify that the update completed successfully Go to Payroll Special File Maintenance Employee YTD Info PM1 and view several records to ensure that the quarter and year to date fields are zero Change the federal tax table and limits if needed using Payroll Variable File Tax Table If your state tax calculations have changed tables and or amounts change them using Payroll Variable File State Local Information and Tax Table Trouble Shooting for Payroll Year End End Prior to printing your W 2 s and running the payroll YE you will want to verify that the YTD information in the PM1 file is correct Your W 2 report will show you what is going to print on the W 2 s This report pulls entirely from PM1 To verify the data is correct you may want to print the Payroll Trial Balance Report DS06320 Use the default parameters unless you have used different dates for the end of the payroll quarters or have updated the last payroll of the quarter by paid thru date instead of by check date Dim11 Payroll Special Maintenance The Payroll Trial Balance report compares the PM1 quarterly totals with the PM2 detail and prints a warning if it finds a discrepancy The first section printed for each employee is the PM1 data YTD QTR 1 QTR 2 QTR 3 QTR 4 accumulated totals The second section for each employee is the PM2 de
332. ys DS06101 Change Payroll ABC LUMBER COMPANY Employee Number 2400 DENVER JOHN Line Sequence Reg Pay Ovt Pay Other Pay 1 159 640 00 Select Line Number Enter the line number of the entry needing a change 30 Dim11 Dim11 9 10 11 Payroll Procedures The computer displays the selected payroll detail For example DS06101 Change 11 ABC LUMBER COMPANY Rev8 0 0 PT ST Employee Number 2400 1 SALARIES DEPT2 MO 12 WK 1 Name DENVER JOHN Batch PR0810AA Date mm dd yy P Rate Sal Reg Hrs Reg Earn Ot Earn Oth Pay 1 16 00 40 00 640 00 00 00 0 0 00 00 3 00 00 00 00 00 00 00 0 00 Deduction Deduction 1 PENSION 3 UNITED WAY 5 UNION DUES 6 DEDUCTION 6 0 0 0 E 0 Gross Deduction Federal 640 00 22 00 83 96 lt UpA gt Display Totals Line The cursor is positioned at DP department Either enter the correct department Tab to leave unchanged press the up arrow to display the totals line go to Step 11 or Esc to return to Step 7 to select another employee You can change any of the following fields DP department Rate Salary Reg Hrs OT Hrs Other Pay Deduction Amount When you are done changing fields the computer asks lt Ent gt Accept lt Esc gt Reject D Deductions T Taxes Check You have the following options lt Ent gt Accept Accept this entry and resulting deductions and withholdings Go to Step 12 lt Esc gt Reject Re
333. ys the following screen CS06108 MAINTAIN OVERTIME DEFINITIONS PM11 D STORE NUMBER OVERTIME TABLE NO BEGINNING OT HOURS ENDING OT HOURS OT RATE TYPE D aily or W eekly HOURS BEFORE OT CALCULATION ENTER OPTION A V E Enter A to add a new table Or enter V to view an existing table if you need to change or delete it 3 Enter the following fields for each overtime table 1 STORE NUMBER Enter the store number for this table Each table is created by store number 2 OVERTIME TABLE NO Enter a number to identify this overtime table 1 9999 There should be one table entered for each method or set of overtime calculations The table number created here should be entered into each Employee Misc Data record that uses this method 3 BEGINNING OT HOURS Enter the beginning of the range of overtime hours to use the rate entered in field 5 OT RATE If all overtime hours are to be calculated at the same rate enter 0 here 4 ENDING OT HOURS Enter the ending of the range of overtime hours to use the rate entered in field 5 OT RATE If all overtime hours are to be calculated at the same rate enter 999 99 here Or if only a certain range of overtime hours is to be calculated at the indicated rate enter the upper number of the range For example if the first 4 hours of overtime are to be calculated at time and a half enter 4 here 5 OT RATE Enter the rate of overtime for the range of overtime hours

Payroll User Manual Dim11

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