Payroll Check Entry - Overview

Use Payroll Check Entry to enter, edit, and delete information for generating paychecks for individual employees during the current Payroll Run.  You can enter the employees' hours and modify standard information, such as scheduled deductions.  Payroll's automated features streamline the data entry, yet provide the flexibility to handle a variety of types of paychecks including regular (paper), direct deposit, manual, and prepaid checks.  If necessary, you can make changes to permanent pay information that was loaded by the Permanent Pay Transfer process for this run.

Notes:

• The programs for Payroll Check Entry and Permanent Payroll Check Entry are very similar, although they update different files.  To determine when to use each program:

• Use Permanent Payroll Check Entry as a labor-saving tool to enter information for employees whose paychecks are usually the same for each pay period, such as salaried employees.  You only have to enter the information once, because it is automatically copied during each Payroll Run.  Even for employees whose paychecks are not usually routine, you can enter permanent pay information to act as a template.

• Use Payroll Check Entry to enter non-routine paychecks and to correct or edit permanent pay information for the current pay period.
  
  Note:  Payroll prevents you from opening both Payroll Check Entry and Permanent Payroll Check Entry at the same time.

• Payroll Check Entry offers flexible payment methods such as manual checks, prepaid checks, reverse (negative) checks, multiple checks, and department distribution.  For more information refer to the Advanced Features topic.

• The Payroll Runbook illustrates the sequence in which to run this program and other Daily Work programs.

• To see a printed list of the data entered, run the Payroll Check Register Report.

• For more information about working with data in fields, see Data Entry Guidelines.

Directions:

To see directions for...

• An Example of the Payroll Check Entry window, click More.

   

  To see detailed instructions for each section, position the cursor over the field or section and the cursor becomes a hand .  Click once to display the associated topic.

  

• Basic entry flow, click More.

   

  The following steps describe how to enter routine paycheck information for an employee using the default information setup during Employee Master Maintenance.

  1. Open Payroll Check Entry and fill in the prompted information.

  2. Enter the Employee Number and press [ENTER].

  3. Confirm the default values in the data entry fields displayed in the Pay Detail Area.  If the employee is hourly, enter the hours worked in the Time field.  Payroll calculates the Pay Amount.

  4. Press [ENTER] (or click Add) to add the line to the Detail List.

  5. Confirm the information in the Standard Deductions, Scheduled Deductions, and Totals areas.

  6. Click Done to finish.

   

• Advanced features, refer to Payroll Check Entry - Advanced Features.

• Opening Payroll Check Entry, click More.

   

  1. To open the program, choose one of the methods below.

  • Click the Payroll Check Entry button on the Toolbar.

  • Or, click View from the Menu Bar, and next click Payroll Check Entry.

  • Or, click Payroll from the Menu Bar, and next click Daily Work; then click Payroll Check Entry.

  • Or, click Windows from the Menu Bar, and next click Launch Windows; then click Payroll Check Entry.

  • Or, use one of the keyboard shortcuts:  [CTRL + p], [CTRL + SHIFT + p], [ALT] [v] [c], [ALT] [p] [d] [c], or [ALT] [w] [l] [c].

  2. At the Run Code Entry prompt, click the appropriate Run Code in the drop-down list.
     Notes:

  3. If you do not use multiple Run Codes, simply click OK to select Run Code 1.

  4. If needed, you have the opportunity to change Run Codes during Check Entry.

  3. If this is the first time your are entering paycheck information during this Payroll Run, enter the date at the Direct Deposit Transmission Date prompt.
     Note:  If you already responded to the prompt during Permanent Pay Transfer, you will not be prompted again.

  4. If this is the first time you are entering paycheck information for the selected Run Code during this Payroll Run, enter the information at the Edit Payroll Check Dates prompt.
     Note:  If you already responded to the prompt during Permanent Pay Transfer, you will not be prompted again.

   

• Creating a new paycheck for an employee, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  To create a new record choose one of these methods:

  • Enter the Employee Number for the new paycheck and click Retrieve , or press [ENTER] if the button is in focus.
    Keyboard shortcut:  [ALT + t]
    Note:  If you do not know the Employee Number, you can click Search  to see a list of employees.
     

  • Or, enter the Employee Number for the new paycheck, and click File from the Menu Bar; next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  Tips:

  • If you want to create another paycheck for an employee who already has an existing paycheck, click Additional Check .

  • To indicate that you are building a new paycheck for the employee, New  displays near the Employee Number.  Default entries display and the first field is highlighted to let you know you can begin entering information.

   

• Editing an existing paycheck for an employee, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1. To display the record to be changed, enter the Employee Number and click Retrieve , or press [ENTER] if the button is in focus.
     Keyboard shortcut:  [ALT + t]
     
     Tips:

  2. If you do not know the Employee Number, you can click Search  to see a list of employees.

  3. If more than one check record exists for the employee, you will briefly see the message, .   To view another check record for the same employee, click Retrieve until the correct check appears.

  2. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3. Enter the data changes.

  4. To complete the edit process, click Save ,or press [ENTER] if the button is in focus.
     Keyboard shortcut:  [ALT + s]

   

• Deleting an existing paycheck, click More.

   

  Caution:  This procedure deletes the entire paycheck entry for the employee.  To delete a specific detail line item, refer to the Del Line button instructions in the Buttons Area.

  1. To display the record to be deleted, enter the Employee Number and click Retrieve , or press [ENTER] if the button is in focus.
     Keyboard shortcut:  [ALT + t]
     
     Tips:

  • If you do not know the Employee Number, you can click Search  to see a list of employees.

  • If the employee has more than one paycheck, click Retrieve until the correct check appears.

  2. Click DEL ALL in the Buttons Area.
     
     Or, click File from the Menu Bar, and next click Delete.
     Keyboard shortcut:  [ALT] [f] [d]

  3. At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.
     
     Example:
     
     
     
     Note:  After you click Proceed, you will see the following message on the Status Bar.
     
     

   

• Understanding the field values for the following areas, click the section name in the table below: