Payroll Post Instructions

A list of Payroll Post steps in the sequence that they are performed, click More.

Paychecks: Update the following information for each paycheck:

Update Employee Deductions: Set the posting flag to 10. Update the Employee Deductions Totals for MTD, QTD, and YTD. Update the Roll Balance.
Update the Deductions Masters: Set the posting flag to 11. Update the Deduction Totals for MTD, QTD, and YTD.
Update the Employee Quarterly Totals: Set the posting flag to 12 & 13. Update all monthly totals and quarterly totals for the specified quarter in EMPQTD.
Update the Employee Monthly Totals: Set the posting flag to 14. If a monthly record does not exist, build a new record. Update every field in the record in EMPMTD.
Update the Employee Weekly Totals: Set the posting flag to 15.
Update the Employee Totals Masters: Set the posting flag to 16. Update all of the fields except Vacation Accrual/Period and Sick Accrual/Period.
Print Fund List: For municipal sites only, print a fund list showing the employees and their gross pay split into Federal % and Local %.
Update the Department Master Totals: Set the Check Detail posting flag to 1. Update the time fields (hours or days) and dollars fields for the month, quarter, and year.
Update the Other Pay Masters: Set the Check Detail posting flag to 2. Update the Other Pay Master time fields (hours or days) and dollars fields for the month, quarter, and year.
Update Labor Overhead: For sites using the Labor Distribution feature, update the labor and overhead files. Set the Check Detail posting flag to 4.

Check History: Update the Check History files according to the setting for the Check History Active Flag in Company Control Options.
Flag 0 = None: Skip this step.
Flag 1 = No Detail: No detail updates for regular pay, but other pay details are updated. Write a Check Master History record for each Check Master with the Check Date and Period End Date. Write an Other Pay Detail History record for each Other Pay Check Detail record.
Flag 2 = Summary Detail: Write a Check Master History record for each Check Master with the Check Date and Period End Date. Write an Other Pay Detail History record for each Other Pay Check Detail record. Summarize Check Detail Regular Pay by Employee Number and Department Number.
Flag 3 = Full Detail: Write a Check Master History record for each Check Master with the Check Date and Period End Date. Write an Other Pay Detail History record for each Other Pay Check Detail record. Write all Check Detail Regular Pay records to the detail history file.

Increment the posting flags on the Check Masters to 2. Increment the posting flags on the Check Details to 3. Update the posting flag on the Weekly Detail to 5. Set the master posting flag to 2 when this part of the post is complete.

Check Reconciliation: Update the Check Reconciliation file. Increment the Check Masters posting flags to 30. Write a Check Reconciliation record for each paycheck. Write void checks for checks that are direct deposit or have a negative net pay. (Write direct deposit prenotes.) When complete, print a message, the total positive net pay, the total negative net pay, the total direct deposit net pay, and the total net pay posted to the Check Reconciliation file. Set the master post flag to 3 when this part of the post is done.
Post Work File for Appropriations (Fund Accounting module): Initialize and build the Post Work file for checks with appropriation department numbers. Build one work file record for each appropriation department, containing a post flag (initially set to 0) and the department total to be posted to the Appropriation Master. When the work file build is finished, print a message and set the master post flag to 4.

Note: Skip this step for non-municipal sites.
Appropriation Master (Fund Accounting): Update the Appropriation Master file from the work file. Increment the post flag on the work file to 1. Update the Expended, Balance, and MTD Expended fields (for Version 2 sites only). As the records are updated, print a listing of the appropriation accounts and the total updated. When all of the Appropriations Masters are updated, set the master post flag to 5 .

Note: Skip this step for non-municipal sites.
Expense Distribution: Update the Expense Distribution File. Write one expense record for each account/department total in the work file. Increment the post flag on the work file to 2 if posting by summary. Increment the check detail posting flag to 4 if posting by detail. As each expense record is written, print a listing of appropriation accounts with the total for each account. When all the expense records have been written, set the master post flag to 6.

Note: Skip this step for non-municipal sites.
Appropriation Monthly File: Update the Appropriation Monthly file. Set the post flag on the work file to 3. Update the actual total for the period indicated and the last post date fields. When the Appropriation Monthly file update is complete, print a message and set the master post flag to 7.

Note: Skip this step for non-municipal sites.
Post Work File for the General Ledger Journal: Initialize the Post Work file and rebuild the amounts to be posted to the General Ledger Journal. Each record contains the General Ledger Account Number to be updated, the description of the account, a post flag (initially set to 0), and the amount to be posted. When the work file is built, print a completion message and set the master post flag to 8.

General Ledger Journal: Update the General Ledger Journal file. Write one journal entry for each general ledger account total. Increment the work file post flag to 1. Print a list of the posted general ledger entries including the entry number, the account description, the account number, and the debit or credit amount. When all the journal entries have been written, set the master post flag to 9. Make entries against the following non-zero general ledger accounts:

Gross Pay
(one entry for each fund if Fund Accounting is set up - or, for each General Ledger Account if applicable)
Basic
Retirement
Supplemental
Dependent
Federal W/H
FICA W/H
Medicare FICA W/H

State W/H (1 entry for each state)
Net Pay
Direct Deposit
Scheduled Deductions (one entry for each)
Other Deductions 1-6 (one entry for each)
Any Due To/Due From entries needed for the Fund Accounting module

Post Work File for Vendor Invoices: Initialize and rebuild the Post Work file for the post to the payroll vendor invoice and check transaction files. When complete print a message and set the master post flag to 10.

Note: You must set up the deduction masters and fringe masters ahead of time. For more information, refer to Understanding Vendor Invoices and Checks.

Note: Perform this step only if the Vendor Invoicing feature is active. The Company Control Option setting for Create Automatic Vendor/Invoices/Check must be 1 - Single Post. (For 2 - Dual Post, you must run the Post to Vendor Transaction Files program separately.)
Vendor Invoice and Check Transactions: Update the Vendor Invoices and Check Transactions files. Write one record for each deduction master that is set up with the proper Vendor Payment Method and Vendor Number. Write one record each for Federal W/H, FICA W/H, State W/H, and Maine State Retirement W/H. A table is created with the deduction codes. Set the work file post flag to 1. When this section is complete, print a message and set the master post flag to 11.

Note: Perform this step only if the Vendor Invoicing feature is active. The Company Control Option setting for Create Automatic Vendor/Invoices/Check must be 1 - Single Post.
Post Work File for Employee Fringes: Initialize and rebuild the Post Work file for the post to the Employee Fringe file. Upon completion, print a message and set the master post flag to 12.

Note: Perform this step only if the Post to Employee Fringes and Vendor Invoicing features are active. The Company Control Option setting for Create Automatic Vendor/Invoices/Check must be 1 - Single Post.
Employee Fringes: Update the Employee Fringe file. Build an Employee Fringe Record if not found. When this section of the post is complete, print a message and set the work file flag to 1.

Note: If an employee deduction has a matching component in the Fringe file (for example FICA or matched annuities), you can enter the Fringe Number during Deduction Master Maintenance to trigger the post to update the Employee Fringe total with the amount from the paycheck.

Note: Perform this step only if the Post to Employee Fringes and Vendor Invoicing features are active. The Company Control Option setting for Update Employee Fringes During Post must be (Y)es. The setting for Create Automatic Vendor/Invoices/Check must be 1 - Single Post.
Set the master post flag to 13.

Payroll Post Prompt Options Tip: To see more information about a field, click the hyperlink for the field name.
G/L Period	In the drop-down list, click the General Ledger Period Number for the posted entries. (1 - 13)
Quarter	In the drop-down list, click the calendar Quarter in which this payroll falls to update the correct quarterly total records. (1-4)
Calendar Month	In the drop-down list, click the Calendar Month in which this payroll falls to update the correct monthly total records.
Week in Month	In the drop-down list, click the Week of the month in which this payroll falls to update the correct weekly total records. (1 - 5)
Vendor Due Date	Enter the Date to be assigned as the due date for all of the invoice transactions to be processed by the Vendor Invoices and Checks feature. (MM/DD/CCYY. Slashes are optional.) Notes: This field is active only if the Company Control Option setting for Create Automatic Vendor/Invoices/Check is 1 - Single Post or 2 - Dual Post. For more information, refer to Understanding Vendor Invoices and Checks.
Printer	Displays the default printer number. For more information, see Printing Options.
	To run the process and generate the report, click Proceed, or press [ENTER]. Keyboard shortcut: [ALT + p]
	To escape from the routine, click Cancel. Keyboard shortcut: [ALT + c]