From the Payroll screen, select the Maintenance menu, and then depending on whether the entry to be added is for a deduction or a tax, select Deductions or Taxes.
Note: If desired, to access the Deduction File or Tax File from Negotiations (if applicable), select the Payroll menu from the Negotiations screen and then Deductions or Taxes.
Click the Deductions Payable or Taxes Payable tab.
Click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter the ID for the deduction or tax in the Deduction ID or Tax ID field. If the ID is not known, click the down-arrow button to select the correct one.
Enter the ID of the checking account from which the amount for the deduction or tax will be withheld or expensed in the Checking Account ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the number of the fund from which the amount for the deduction or tax will be withheld or expensed in the Fund Number field. If the ID is not known, click the down-arrow button to select the correct one.
If there is an amount due to the payee for the specified deduction or tax (for the particular checking account and fund), the amount due displays in the Amount Due field. The amount due appears if the payee check for the deduction or tax was not written in the most recent Payroll check cycle (or is not written every pay period; for example, if it is only written once a quarter), or if a payroll check had been voided and not reissued or issued for a different amount. If desired, to increase or decrease the amount of the next check to be written to the payee for the specified deduction or tax, enter the amount by which to increase or decrease the check for the particular checking account and fund in this field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. The amount entered in this field will be added to the amount of the check calculated during the check cycle; therefore, to increase the check, enter the amount to increase as a positive number, or to decrease the check, enter the amount to decrease as a negative number.
Note: The amount entered in the Amount Due field will be zeroed out automatically after the check is written and updated.
Tip: If there is an amount displayed in the Amount Due field, click the Show Details button to the right of the field to view the detail information for the amount shown.
To have the check for the selected deduction or tax (for the particular checking account and fund) write for an amount other than what is withheld and expensed, enter the amount for which to write the check in the Override Payment field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. The amount entered in this field will replace the calculated amount of the check during the check cycle.
Note: The amount entered in the Override Payment field will remain here until it is changed or deleted.
If desired, to not print a check to the payee but have the amount that is withheld and expensed for the deduction (for the particular checking account and fund) accumulate in the specified balance sheet payable account(s) in General Ledger and tracked in the Deductions and Taxes Payable option in Payroll (so that a check can be written from Payroll at a later time), select the Hold Check field. A checkmark will appear in the box if the field is selected.
Note: If the Hold Check field is selected for the deduction or tax on the General screen, the check will not print, no matter if this Hold Check field is selected or not.
Click the Save button.