Payroll Processing > Process Payroll
Payroll Processing - Process Payroll allows you to print your checks and vouchers and finalize your payroll run to General Ledger.
This Section Includes:
On the Check Information page enter the Check Date, the Pay Period from and to, and verify the First Check #. The number of checks and vouchers is displayed to the right of the First Check # field.
You have the option to Email Vouchers and can also choose from among the following options:
•Do not process ACH direct deposits (Print checks for all): Selecting this option prints checks regardless of ACH Direct Deposit settings on the employee's record.
•Do not accrue time off hours: Selecting this option prevents Time Off Hours from accruing based on this payroll run.
•Print in department sequence: Selecting this option causes checks to group and print by department.
•Print time off available hours: Selecting this option prints remaining Time Off Hours on the check stub.
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Emailing Vouchers - Setup
When the option to Email Vouchers is selected in order for an employee to receive a voucher by email they must have a valid ACH account on their employee record that is set to Distribute by Percentage or Distribute by Dollar Amount. In addition, they must have both of the following:
•Active email address on employee record •Social Security Number on employee record (used for securing voucher PDF)
If an employee has no active email address a voucher prints for that employee. If an employee has an active email address but no Social Security Number a voucher does not print for that employee and they are not emailed. The administrator is notified by email of any employees who do not have Social Security Numbers on their record. Once the Social Security Number is added to an employee record the voucher is queued to be emailed.
Emailing Vouchers
When the option to Email Vouchers is selected and after the check run has been finalized, any voucher emails are queued for sending to your mail server. Make sure that the email configuration has been properly set up (More Information).
Vouchers are sent as secured PDF files. The password is the last four digits of the vendor's Social Security Number or Federal ID (for organizations). |
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Customers who are self-hosted cannot email vouchers unless the user agent is configured properly. Please reference How to Use User Agents in the Financials for instructions. |
Click the OK button when ready to move forward in the posting process. There are up to three stages of the posting process before finalization:
1. Print Checks
2. Print Vouchers (if applicable)
3. Print Reports and Generate Files
If you do not wish to continue click the Close link to return to the Payroll Processing page.
Preview the checks before printing. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, CSV, Word), and Print. The Reprint Checks button allows you to select the Reprint From # and Reprint To # along with the First Check #. You can then click OK to reprint checks or the Cancel link to return to the check preview page.
Once you are finished printing checks click the Continue button to move forward in the posting process. Alternately, click the Cancel link to stop processing payroll and return to the Payroll Processing page.
Use the navigation links in the left panel to easily access previews of the ACH Verification Report and Vouchers before printing. The ACH Verification Report has a column for Emailed Voucher that shows whether a particular employee had their voucher emailed. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, CSV, Word), and Print.
Once you are finished printing your report and vouchers click the Continue continue to move forward in the posting process. Alternately, click the Cancel link to stop processing payroll and return to the Payroll Processing page.
Use the navigation links in the left panel to easily access previews of the following sections of the Payroll Payment Register report before printing:
•Payment Register: This section of the report displays a break down of all checks and vouchers by employee. Final Totals at the bottom display totals for every compensation, deduction, and tax, along with the associated General Ledger accounts.
•Distribution Summary: This section of the report displays cash and non-cash compensation amounts for each employee grouped by compensation distribution.
•Deduction Summary: This section of the report displays deduction amounts for each employee grouped by deduction distribution.
•Employer Matching Contribution Report: This section of the report displays detailed deduction and matching information for each employee with a matching deduction in the current payroll run grouped by deduction distribution.
Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print.
Click the Download Positive Pay File or Download ACH File button to be prompted to download the respective file.
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Warning: This is your only chance to download these files! Make sure you do so before finalizing the payroll process. |
Edit the Posting Date if desired and then click the Finalize Post button which finalizes your payroll run and post to General Ledger.
NOTE: The Post Directly to General Ledger without Editing option allows you to have your journal entry posted all the way through to the General Ledger History so that it can be viewed on reports and on the View Posted Journals page within General Ledger. This allows you to skip having to edit and post the journal entry in the Manage Unposted Journals page in General Ledger.
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Emailing Vouchers
When the option to Email Vouchers is selected and after the payroll run has been finalized, any voucher emails are queued for sending to your mail server. Make sure that the email configuration has been properly set up (More Information). The program sends jobs to your mail server approximately once per day.
Vouchers are sent as secured PDF files. The password is the last four digits of the employee's Social Security Number. |
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Customers who are self-hosted cannot email vouchers unless the user agent is configured properly. Please reference How to Use User Agents in the Financials for instructions. |
If you do not wish to finalize your payroll run click the Cancel link to return to the Payroll Processing page.