From the Negotiations screen, select the Options menu and then Calculate Budget.
If a batch already exists, the Calculate Budget Batch Search screen will appear. To recalculate an existing budget batch, select the desired batch by double-clicking on the batch description; otherwise, to calculate a new batch, click the New Record button. If a batch does not exist, the Calculate Budget screen will appear immediately in order to create a new batch.
Enter a unique description for the new batch in the Calculate Budget Batch Description field. The description can be alphanumeric and up to 50 characters long. Leave the field blank to use a default description assigned by the system.
Enter the description of the budget batch for which to add the budget entries from the calculation in the Budget Batch Description field. If the batch description is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only budget batches which are not tied to a different Calculate Budget batch can be entered in this field. If an existing budget batch which already contains budget entries is selected, the existing entries will be deleted during this calculation; only the new budget entries for the salaries and benefits will then be included in the batch.
Enter the ID of the package for which to calculate the budget in the Package ID field, or click the down-arrow button to select the correct one.
Enter the 4-digit year for which tax rates to use when calculating the budget in the Tax Year field. Leave this field blank to default to the current year (as based on the computer date). Typically, the next calendar year is entered in this field.
Enter the appropriate pay period (frequency) for which deductions to include in the first calculation in the Week Number for Deductions field, or click the down-arrow button to select the correct one. For example, to include only those deductions defined with amounts for Every Pay Period in the first calculation, enter Every Pay Period; or to include those deductions defined with amounts for Every Pay Period and those with amounts for a specific week (used if there are multiple payrolls in one month and deductions are only withheld and expensed on a specific week), enter the appropriate week number, such as Week 1, Week 2, etc. Leave the field blank to default to Every Pay Period.
If deductions are to be withheld and expensed for only specific weeks (a week number was entered in the Week Number for Deductions field), complete the Deduction Week Numbers List in order to enter the week numbers for all pay periods for the entire year. To add an entry, complete the following in the blank line (indicated with an asterisk) at the bottom of the Deduction Week Numbers List:
Enter the number of the date sequence for the entry in the Date Sequence field (for example, enter 1 as the Date Sequence for the first entry, 2 for the second entry, 3 for the third entry, etc.).
Enter the appropriate pay period (frequency) for which deductions to include in the calculation for the specified Date Sequence in the Week Number for Deductions field, or click the down-arrow button to select the correct one. For example, to include those deductions defined with amounts for Every Pay Period, enter Every Pay Period; or to include those deductions defined with amounts for a specific week (used if there are multiple payrolls in one month and deductions are only withheld and expensed on a specific week), enter the appropriate week number, such as Week 1, Week 2, etc.
Note: To remove an entry from the Deduction Week Numbers List, click the Delete button to the left of the desired entry; when prompted to delete the line, click Yes.
Click the Save button.
Click the Execute button.
When prompted, click Yes to continue calculating.
After the calculation is complete, a message will appear; click OK to view the Payroll Messages listing the number of employees calculated and any errors that were found.
Note: If any errors are found during the payroll calculation, the errors must be corrected and the batch recalculated before continuing.
If desired, to print payroll reports for the budget calculation batch, select the Payroll menu on the Negotiations screen, Reports, and then the desired report.
If needed, edit the budget batch by selecting the Options menu on the Negotiations screen and then Budgets.