Note: If there are special requirements for calculating the payroll batch, complete the Advanced Options screen.
From the Payroll screen, select the Check Cycle menu and then Calculate Payroll.
Note: If the Calculate Payroll screen is already open, skip to Step 4.
The Calculate Payroll Batch Search screen will appear.
Select the batch for which to complete the advanced options by double-clicking on the desired batch description.
At the Calculate Payroll screen, click the Advanced Options tab.
Complete the Miscellaneous Options section:
If desired, select the Additional Tax on All Checks field to have the specified additional dollars or percents withheld for the Federal and State Income Taxes on all checks for all payroll types. A checkmark will appear in the box if the field is selected.
If desired, select the Combine Employee Checks field to print only one check for each employee in the payroll batch. A checkmark will appear in the box if the field is selected. Typically, this field is only used when calculating a payroll to pay off contracts at the end of the fiscal year.
If desired, select the Combine Payee Checks field to print only one check for each payee in the payroll batch. A checkmark will appear in the box if the field is selected. Typically, this field is only used when calculating a payroll to pay off contracts at the end of the fiscal year.
If applicable, enter the ID of the checking account to use for the entire payroll batch in the Override Checking Account ID field. For example, if you ran out of checks for the regular checking account and want to print checks using a different checking account, enter the ID of the other checking account in this 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. Leave this field blank to use the specified checking account entered in the Employee File for the employees.
Tip: If the Override Checking Account ID field is completed, any deductions with the Regular Pay Period Only field selected on the Deductions screen in the Employee File will not be processed.
Note: The fields in the Miscellaneous Options section are disabled if Expense Payroll is specified as the Payroll Type.
If applicable, complete the Employee Calculate Options section to calculate only particular employees or recalculate certain employees in the payroll batch.
Enter the appropriate action (Calculate Only These or Recalculate These) in the Calculation Option field, or click the down-arrow button to select the correct one. To only include the specified employees in the payroll calculation, enter Calculate Only These. To recalculate the specified employees for the payroll calculation, enter Recalculate These.
In the blank line (indicated with an asterisk) at the bottom of the Employees List, enter the ID of the employee to recalculate or only calculate for the payroll batch in the Employee ID field (column). If the ID is not known, click the down-arrow button to select the correct one. Repeat this step until all the employees are entered that need to be calculated or recalculated.
Note: To remove an employee from the Employees List, click the Delete button to the left of the desired employee.
If Extra, Pay Off Contracts, Purchase Order, Regular, or Reversing GAAP is specified as the Payroll Type, the Dates List appears. If deductions are to be withheld and expensed for only specific weeks during the end of fiscal year process or when calculating a payroll purchase order, complete the Dates List. Also complete the Dates List when calculating a payroll to pay off contracts at the end of the fiscal year in order to print separate checks with different dates. To add an entry, complete the following in the blank line (indicated with an asterisk) at the bottom of the Dates 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 date of the next pay period (payroll calculation) for the specified Date Sequence in the Check Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Note: If the date entered in the Check Date field is more than two months different from the current date, a warning icon will appear to the right of the field; verify the date entered is correct. If the date entered in this field is more than six months different from the current date, or a Quarterly 941 has been electronically submitted for the applicable quarter, the system will not allow the date to be saved and an error icon will appear to the right of the field; verify the date entered is correct, and if needed, contact Customer Support for assistance.
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. Leave the field blank to default to Every Pay Period.
Note: To remove an entry from the Dates List, click the Delete button to the left of the desired entry.
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 (or individual employees with the errors) recalculated before continuing.