Payroll Check Register Instructions

Use the Payroll Check Register to print the Register Reports and several Expense and Deduction Reports during the Payroll Run. Usually, you run the Payroll Check Register after printing payroll checks.

For additional information, click More.

Directions:

To see directions for...

• Opening the Payroll Check Register, click More.

   

  1. Click Payroll from the Menu Bar.

  2. Click Daily Work.

  3. Click Payroll Check Register.
     
     Or, use the keyboard shortcut:  [ALT] [p] [d] [r].

   

  Payroll Check Register Window Example:

  

   

  Report Writer Window Example:

  

   

  Expense and Deduction Reports Window Example:

  

   

• Choosing the selections at the prompt window, click More.

   

  Procedure:

  1. Fill in the first prompt, the Payroll Check Register window, which is described below.

  2. Click Continue to display the Report Writer.

  3. Review the second prompt, the Report Writer window, and make changes, if applicable.
     Tips:

  4. To send the reports to the Print View window, enter the appropriate Printer Number (usually 5).

  5. For more information, refer to the Report Writer Overview.

  4. Click OK to display the prompts for the Expense and Deductions reports.

  5. Fill in the third prompt, the Expense and Deduction Reports window, which is described below.

  6. Click Print Reports to run the reports.

   

  Payroll Check Register Prompts - All Windows Tip:  To see more information about a field, click the hyperlink for the field name.
  1.  Payroll Check Register Prompts Window
  Run Code	Click the appropriate Run Code in the drop-down list. Tips: To print reports for all Run Codes at once, click All Run Codes. If you do not use multiple Run Codes, simply leave Run Code 1.
  Report Type	Click one of the following report types in the drop-down list. 1 - Long Register:  Prints the following reports and later prompts for the Expense and Deductions Reports: Payroll Check Register Report (the long register):  Prints the employee's hours, amounts, and deductions for each check. Negative Net Pay List:  Prints paychecks with a negative Net Pay amount, including reversal checks. Tip:  This report prints only if there are paychecks with a negative Net Pay amount. Summary Report:  Prints the register summary including FICA totals, number of employees paid, and a list of terminated employees. Treasurer's Warrant Report:  Prints a sign-off page for the treasurer. Tip:  To change the Warrant Statement text on the report, use Check Register - Warrant Statement Maintenance. 2 - Department / Expense Account Totals:  Prints only the Check Register Totals Report and does not later prompt for the Expense and Deduction Reports. 3 - Expense & Deduction Reports Only:  Prevents all of the Register Reports from printing and prompts later for the Expense and Deduction Reports. 4 - Short Register:  Prints only the Short Check Register Report, which is an abbreviated version of the check register.  Does not later prompt for the Expense and Deduction Reports.
  Dept From	Click one of the following options in the drop-down list to determine which files to use for retrieval of the Department Number. 1 - Employee Master 2 - Pay Check Detail
  Print Additional Employee Codes	Select this option to include the following fields in the long check register: Employee Marital Status Code Employee Number of Federal Dependents Employee Number of State Dependents Employee FICA Code Retirement Code MSR Life Insurance Code MSR Position Classification Code
  Print Employees with No Check	Select this option to include employees who have no check in the long check register. Tip:  NO CHECK appears next to the appropriate employee names on the report.
  Include Terminated Employees	Select this option to include terminated employees in the long check register. Tips: A list of terminated employees always prints at the end of the Summary Report, regardless of this setting. This option is selected by default.  You can only de-select the option if you select Print Employees with No Check, above.
  	To complete the prompt and to move onto the Report Writer window, click Continue or press [ENTER]. Keyboard shortcut:  [ALT + o]
  	To escape from the print routine, click Cancel. Keyboard shortcut:  [ALT + c]
  2.  Report Writer Prompts Window Tip:  For information about using the Report Writer, see the Report Writer - Overview topic.
  	To display the Expense and Deduction Reports Prompts, click OK or press [ENTER]. Keyboard shortcut:  [ALT + c]
  	To escape from the print routine without printing any of the reports, click Cancel. Keyboard shortcut:  [ALT + c]
  3.  Expense and Deduction Reports Prompts Window Tips: To prevent any report from printing, de-select the option next to the report name.  To prevent all Expense and Deduction Reports from printing, simply click Don't Print .  The register reports will still print. For your convenience, the prompt window retains your settings, which are displayed the next time you run the reports.
  Number of Copies	For each report, enter the number of copies to print.  (2.0 numeric) Tip:  The default value is 1.
  Scheduled Deduction Listings	Select this option to print the Scheduled Deductions Listings, which print a separate report for each Scheduled Deduction Code, listing the employees' itemized deductions.
  ME State Insurance Deductions or State Retirement Deductions	Select this option to print the retirement and insurance deductions report for the state. Tips: If the State Code is for Maine (2) in the Payroll module, this prints the Maine State Insurance Deductions Report. If the State Code is other than 2 (not for Maine) in the Payroll module, the appropriate State Retirement Deductions Report prints.
  Expense Account Totals	Select this option to print the Expense Account Totals Report, which prints earnings and times for each employee, totaled by expense account. Tip:  This report is typically only used by municipalities.
  FICA Gross Wage Report	Select this option to print the FICA Gross Wage Report, which prints the FICA withholding amounts and the exemption amounts.
  Rate History Report	Select this option to print the Rate History Report, which prints a list of employees whose review dates are approaching soon. Tips: To be included in the Rate History Report, the employee's Review Date must be within 14 days of today's date. See also the Employee Rate History Report, which can be run from the Employee Reports / Lists Menu.
  Employee Annuity Report	Select this option to print the Employee Annuity Report, which prints deduction amounts for annuities. Tips: This report prints only if there are scheduled deductions with the annuity Deduction Type and if the ANNUITY Table exists. For more information, see the Understanding Matching Annuities topic.
  Employee Totals Report	Select this option to print the Employee Totals Report, which prints total earnings and times (hours or days) on a single line for each employee.
  Department Totals	Click one of the following options in the drop-down list for the Department Totals Register, which prints earnings and times for each employee, totaled by department: N -No:  Prevents the report from printing. 1 - Break on Abbrev Dept #:  Prints a new heading whenever there is a change in the first four digits of the Department Number. Tip:  This option usually applies only to municipalities. 2 - Full Department #:  Prints a heading for each new full-length Department Number. Note:  Do not confuse this report with the Department Totals Report, which is run from the Earnings Reports Menu.
  Bank Deposit Report	Click one of the following options in the drop-down list for the Bank Deposit Report, which prints direct deposit amounts for each Direct Deposit Transaction Code: N -No:  Prevents the report from printing. 1 - Sort by Bank #:  Sorts the report by Bank Number. 2 - Sort by Transaction Code #:  Sorts the report by the Direct Deposit Transaction Code. 3 - Sort by Bank # with Page Breaks:  Sorts the report by Bank Number and starts a new page and heading for each new Bank Number.
  Sort by Name	Select this option to sort the reports by Employee Last Name instead of by Employee Number. Tip:  Depending on the report, this may be applicable only to a secondary sort.  For example, some reports are first sorted by Department Number, then by Employee Name or Employee Number.
  	To generate the Register Reports and the Expense and Deduction Reports, click Print Reports, or press [ENTER]. Keyboard shortcut:  [ALT + p]
  	To generate only the Register Reports and to prevent all of the Expense and Deduction Reports from printing, click Don't Print. Keyboard shortcut:  [ALT + d]
  	To escape from the print routine without printing any of the reports, click the window Close button.

   

• Report Samples, click More.

   

  To see an example of a report, click one of the following...

  Register Reports:

  • Check Register - Payroll Check Register Report Sample

  • Check Register - Negative Net Pay List Sample

  • Check Register - Summary Report Sample

  • Check Register - Totals Report Sample

  • Check Register - Treasurer's Warrant Report Sample

  • Check Register - Short Check Register Report Sample

  Expense and Deduction Reports:

  • Check Register - Scheduled Deductions Listing Sample

  • Check Register - Maine State Insurance Deductions Report Sample
    Or,
    Check Register - State Retirement Deductions Report Sample

  • Check Register - Expense Account Totals Report Sample

  • Check Register - FICA Gross Wage Report Sample

  • Check Register - Rate History Report Sample

  • Check Register - Employee Annuity Report Sample

  • Check Register - Employee Totals Report Sample

  • Check Register - Department Totals Register Sample

  • Check Register - Bank Deposit Report Sample