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Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package. 3 Contents Chapter 1: Introducing the User Guide How to Use This Guide The Payroll Getting Started Manual Where To Now. B 2 Importing Records. B 2 Import Options. B 2 Errors During Importing. B 4 Exporting from Records with Multiple Record Types. B 4 Setting Selection Criteria to Export Records. B 5 Appendix C: Payroll Security Permission and Rights.C 1 Setting Up Security for Timecards.C 9 Access to All Timecard Functions.C 9 Access to Employee Timecards.C 10 Appendix D: Technical Information Creating Macros for Payroll.D 1 Running Visual Basic Macros in Payroll.D 1 Multiuser Considerations.D 2 x Sage Accpac Payroll 11 Appendix E: Special Payroll Procedures Multiple Accruals. E 1 Accruing on Accruals. E 3 Terminating Employment. E 5 Processing Taxable Tips for Quebec Employees. E 7 Setting Up Your System for Quebec Tips. E 8 Reporting the Tips during Payroll Processing. E 9 Index User Guide xi 12 13 Chapter 1 Introducing the User Guide Introducing the User Guide This chapter introduces you to the Payroll User Guide. The User Guide contains an overview of Payroll processing as well as detailed information about the day to day and periodic operations of the Payroll application. How to Use This Guide The Payroll User Guide contains the following chapters: Chapter 2, What You Need to Know Before Using Payroll, presents an overview of Payroll processing, discusses important concepts, and provides you with the information you need to calculate payroll and perform periodic maintenance tasks. Chapter 4, Maintaining Taxes, describes the procedures for maintaining taxes once you have set them up and includes the conditions under which you can modify and delete taxes. Chapter 6, Processing Payroll, describes the tasks you perform to calculate payroll, print payroll cheques, and process after the fact cheques. Chapter 6 includes information about recording the results User Guide 1 1 14 The Payroll Getting Started Manual of payroll processing within Payroll and posting payroll data to the general ledger. If you use Sage Accpac Project and Job Costing, Chapter 6 also describes how to enter job related information for transfer to Project and Job Costing. Chapter 7, Periodic Processing, describes the tasks you perform periodically to generate general ledger batches, delete inactive payroll records, or report employees who are assigned duplicate social insurance numbers. Chapter 8, Reports, describes Payroll reports and how to produce them. Appendix A, Error Messages, describes where to look for help if you encounter an error message while using Payroll. Appendix B, Importing and Exporting, describes Payroll s importing and exporting functions. Appendix C, Payroll Security, lists the Payroll task groups to which security can be assigned. Appendix D, Technical Information, provides information for macro developers and for administrators of multiuser environments. Appendix E, Special Payroll Procedures, provides instructions on how to set up your Payroll system to handle specific tasks in Payroll, such as multiple accruals, accruing on accruals, terminating employment, and processing Quebec tips. The Index contains an alphabetical listing of topics in this user guide, with corresponding page number references. The Payroll Getting Started Manual The Payroll documentation includes this Payroll User Guide and the Payroll Getting Started manual. The Getting Started manual introduces the Payroll application. It provides an overview that will help you make best use of Payroll s 1 2 Sage Accpac Payroll 15 Where To Now.Introducing the User Guide Where To Now. If you have just purchased the System Manager and Payroll programs, install them on your computer, following the instructions in the System Manager Administrator Guide. If you have already installed System Manager, you should install Payroll, following the instructions in the System Manager Administrator Guide. Day-to-day Payroll operations Payroll processing and reporting Once you have created your own Payroll system, following the instructions in the Getting Started manual, and are ready to begin using Payroll for your day to day operations, read Chapter 2, What You Need to Know Before Using Payroll, in this guide, for an overview of Payroll processing. Refer to the remaining chapters in this guide for information about using Payroll maintenance, processing, and reporting functions.Chapter 6, Processing Payroll, and Chapter 7, Periodic Processing, in this guide describe in detail the online forms in Sage Accpac Payroll that you use for processing payroll. Three ways to issue a paycheque In payroll, you can issue a paycheque to an employee in one of three ways: By using the system to calculate payroll (after you enter timecards if necessary) and generate printed paycheques. By issuing manually written cheques and then entering the data for the cheques into the system and processing it after the fact. By entering manual cheque information into the system and then using the system to generate printed cheques based on that information. Can I enter a timecard and a manual cheque for the same employee. Although you can enter both a Payroll timecard and a manual cheque for an employee during a pay period (that is, using the same pay period end date), you cannot calculate payroll for an employee if an active manual cheque, processed or unprocessed, exists for the employee. The only exception to this rule occurs if you calculate payroll for an employee for whom a processed manual cheque for an earlier pay period exists; in this case the system allows the calculation. User Guide 2 1 20 Payroll Processing Flowchart Payroll Processing Flowchart The following flowchart shows you how to process your Sage Accpac Payroll, via timecards or manual cheques. Step by step directions for processing Payroll follow the flowchart in this chapter. Timecards Manual Cheques Print Timecards Report. No Yes Timecards Report Manual Cheques Report Yes Print Manual Cheques Report. No Calculate Payroll Process Manual Cheques Print Pre-Cheque Payroll Register. Yes Pre-Cheque Register Yes Print Pre-Cheque Payroll Register. No Print Payroll Cheques (using Payroll Cheques icon) Non- ATF ATF No No After-the-Fact (ATF) Cheques. Yes Cheques print OK. Yes Post Payroll Cheques (using Payroll Cheques icon) No Post Manual Cheques (using Post Manual Cheques icon) Print Payroll Register Print Payroll Register Figure 2.1 Processing Payroll. The steps are explained in detail in the rest of this chapter. 2 2 Sage Accpac Payroll 21 Processing Printed Paycheques Processing Printed Paycheques Once you complete the setup steps described in the Getting Started manual, the system has all the information it needs to calculate payroll, without your needing to enter timecards. If your employees are all salaried, for example, you may be able to calculate payroll automatically without entering timecards. Before Using Payroll Many companies will use this Payroll package to calculate payroll based on the data set up in employee records and entered on timecards, and then let the system generate paycheques. To process payroll this way, you complete the following steps: 1. Each pay period, enter timecards to override data in employees records or to enter variable data such as reported tips, numbers of pieces completed, hours worked, or amounts of sales. Note: Employee timecards, if you use them, must be transferred to the detailed Payroll timecard in order to be processed. More details about timecards are provided in the next section Entering Timecards, and in Chapter 6, Processing Payroll of this manual. 2. Calculate payroll. The system calculates employees pay from information in employee records and from the detailed Payroll timecard data. 3. Print the Pre Cheque Payroll Register to verify the system s calculations. If you find an error, correct it, and either merge recalculated data for selected employees with existing unposted data or erase unposted data and replace it with recalculated data for all employees. (See the section Correcting Payroll Data after Calculating Payroll in Chapter 6, Processing Payroll, for more information.) User Guide 2 3 22 Processing Printed Paycheques 4. Print employee paycheques. When you approve the paycheques, the system updates payroll records and, optionally, generates transaction batches for posting to the general ledger. Entering Timecards In Sage Accpac Payroll, there are two types of timecards: Employee Timecard. You can set up employees to enter limited information, such as number of hours worked, start and stop times, and shift information, on their own timecards using the Employee Timecards form. Once an employee timecard is completed and approved, it must be transferred to the detailed Payroll timecard for processing. Detailed Payroll Timecard. You can enter employees payroll information directly onto detailed payroll timecards instead of employee timecards. The Calculate Payroll function uses the detailed Payroll timecard, not the employee timecard, to process paycheques. This section discusses the detailed Payroll timecard, and its role in payroll calculation. You enter Payroll timecards for an employee whenever processing payroll directly from the employee record will not produce the desired result for the current pay period. Timecards allow you to enter specific information that the employee record does not generate, such as vacation, sick, or banked time taken; EI insurable earnings exceptions; units produced for a piece rate earning; or unusual hours or shifts worked during a pay period. They also allow you to override data provided by the employee record, such as an employee s rate of pay or the amount deducted from a paycheque for a particular tax. 2 4 Sage Accpac Payroll 23 Processing Printed Paycheques Timecards are cleared when you approve paycheques unless marked for reuse Unless you indicate that a timecard should be saved for reuse, a timecard exists only for the pay period in which you enter it. Once you process a timecard for an employee and print and approve the resulting paycheque, the timecard is cleared from the system. The next time you process payroll for the employee, you make a fresh start: you can generate the employee s payroll data directly from the employee record or you can enter a new timecard. Before Using Payroll Reusable timecards are saved for reuse Entering overtime Job-related information for Project and Job Costing The system does not clear reusable timecards when you approve paycheques. Timecards marked for reuse are not associated with any pay period end date; they are processed each time you calculate payroll (as long as the employees for whom you entered them are among the selection criteria for payroll calculation). To prevent a reusable timecard from being processed, mark it as inactive. You can turn a timecard s Reuse option on and off. If you turn the Reuse option off, you must then enter a pay period end date for the timecard. If an employee worked overtime, enter the overtime information on a nonreusable timecard. See the later section Entering Overtime on the Timecard. An earning that uses Percentage Of Base or Amount Per Hour, if you have selected the Jobs Allocated Based On Calc Base option for that earning. Although you cannot enter job information for User Guide 2 5 24 Processing Printed Paycheques this type of earning, Payroll will still automatically calculate its cost and billing amount and transfer the information to Project and Job Costing. The system processes timecards in conjunction with the information in the employee record. Suppose, for example, that an employee has been assigned earnings A, B, C, and D and earns them all within a pay period. If you override earning B on a timecard, the system processes earnings A, C, and D according to the information in the employee record and B according to the information entered on the timecard. To indicate which timecards to use in payroll calculation, you set each timecard s status to Active or Inactive. Only active timecards are eligible for processing. Copying timecards Importing timecards You can also create new timecards based on an existing timecard, as described in Chapter 6, Processing Payroll, of this User Guide. For information about importing timecards, see Appendix B, Importing and Exporting, in this manual. You do not have to enter all timecards for the pay period in one session; you can save your entries, exit the function, and then reenter the function later to enter more timecards. Before processing timecards (by calculating payroll), print the Timecards report to verify the data you entered. The report can include both active and inactive timecards. 2 6 Sage Accpac Payroll 25 Processing Printed Paycheques Enter timecards remotely, using a browser If you have set up your Sage Accpac ERP system for use on the internet, employees can enter timecards remotely using a browser. For information on setting up Sage Accpac ERP for internet users, see Chapter 3 in the System Manager Administrator Guide. To find out how to sign on to Sage Accpac ERP using a web browser, see Chapter 2 of the System Manager User Guide.