Payroll Homepage
This is the starting page for the payroll functions. There are a number of links and special forms to help you get the information you are looking for.

The links at the top allow you to setup the corporation taxes and withholding accounts and manage payees and their pay rates and commissions. This is also where you manage payee personal tax settings (department to payee settings). There is also a link to go directly to the paycheck and withholding totals.

The forms are grouped according to function. The forms on the left are for invoices and the forms on the right are for units.

The first invoice form on the left will take you to the verify invoice page. Enter the invoice number and click the submit button.

The second invoice form on the left will run a sales and profit search for invoices that match the criteria. The search will react depending on the criteria passed in. The dates are required on this form. The same search results can be found by going to the sales and profit report from the invoice homepage.

The first stock/unit form on the top right is for updating payroll status for units or stock numbers. Enter the stock number and you will be taken to the update payroll page for the unit. Please note, this page still functions but has been somewhat replaced by the verify invoice page. Basically, invoices cascade down to sub line items (including stock numbers) and stock verification only deals with stock numbers (actions do not cascade upwards).

The second stock/unit form on the right is a quick link to the basic sold reports page. This is where you can go to check payroll status for a specific salesperson, location, or by payroll status. The same information can be retrieved from the basic sold reports. All fields are optional including the dates.

The bottom three forms deal with payroll and paycheck stubs. The first one deals with calculating payroll, taxes, withholding, regular hours, overtime, bonus and games. Enter the required information and then click the calculate button. You may also use this form to enter previous payroll numbers and paychecks. In a round about way, the calculate payroll page is the main add form for payroll and paycheck numbers. If you go back in time and enter older payroll info, you may need to alter some of the numbers once displayed and before submitting (the system may not have all old sales, timecards, and transactions).

The form titled search paychecks and payroll will allow you to look up paychecks that have already been entered into the system. This will also give you quick totals of withholdings. Additional paycheck reports are available once you get into this section.

The bottom form deals with finishing payroll. This should be run only after other payroll functions have been done for the current pay period. By submitting this form, you will get all of the current invoices that need to be marked paid. This should be the final step of payroll. Once you mark the items as paid, they won't show back up through the payroll section.

General Instructions for doing Payroll:

Payroll is one of the trickiest pieces of the application. Not that it is hard, it just has a couple of steps that need to be completed in the correct sequence. Basically, before you run payroll reports, we recommend that you prep for payroll. Prep for payroll may include looking over timecards, verifying invoices, checking for monies, paperwork, and trade info. Once all is received and ok, mark the invoices "Oked" for payroll in the payroll status field. This is found on the verify invoice page on a per invoice basis. Use the "pending" payroll status to help indicate that something is still missing or wrong with an invoice or monies.

Once all of your numbers and invoices are prepped, return here to actually calculate the payroll (virtual add form). Only those invoices that have been "Oked" will show up for roll call and commissions. Payroll is calculated on a per payee/user basis using the calculate new payroll form on the payroll homepage. That page has it's own help file with additional info. Once that page is done, the system creates a record of what is owed and what the year to date withholdings and taxes are. This record is called a pay check stub. This is not to be confused with the expense/receipt or check that actually pays the payee/user. Think of it this way: Pay check stub = gross pay, net pay, and withholdings. Expense/Receipt = actual pay check for the pay stub.

Once a pay stub is created, there will be options to actually create the expense/receipt for the actual paychecks. We recommend that you just record the final net pay on each expense/receipt. Let the pay stub hold all of the details of what went where. When it comes time to pay the withholdings, run some of the paycheck totals reports to get your numbers. These should be entered on a different expense/receipt. Basically, keep it simple. Checks to payee/users should have net pay only and a printable pay stub (record created that shows pay period, gross, net, and withholdings). Checks to collecting entities (government) get totals entered from the payroll reports.

The final step for payroll is the clean-up process. Once the payroll numbers and totals have been recorded per payee and everything is done, you will need to finish up payroll by marking invoices as paid (commissions paid not customer paying for invoice). This is done in bulk for all invoices and units that were part of the current pay period. Use the very bottom form called "finish payroll" to do this. What this does is records a paid flag with a date/time stamp so that the invoices and units don't show up again for roll call and commissions. The reason that they are not marked as paid when run through the calculate payroll page is due to the fact that we allow commissions on individual sales, split deals, by location, and by corporation. If we marked it paid the first time it was used, anybody else that was part of that deal or that had their payroll run after that, might not get paid because it (the invoice or stock/unit) would already be marked as paid. Basically, we are aware that we could automate marking things as paid, however, that doesn't allow for the flexibility that we are looking for from the system.

It is important that you keep the "Oked" for payroll bucket or pool of invoices and units as clean as possible throughout the process. We even recommend that you don't approve invoices for payroll until the last batch has been done (prepped, stubs and checks created, and all marked as paid). If you don't do the final step, the units will pull on to subsequent paychecks and create a mess.