Enter the Manual Checks

Summary

The Timecards step on the Manual Checks palette is used to enter the manual checks and/or create accrual adjustments. Entering the manual checks is very similar to creating and modifying timecards in a Computer Checks batch, but there are three differences:

• Check Date – You must enter a check date on each manual check using the Timecard Maintenance window. In the Computer Checks process, the Check Date field is disabled on the Timecard Maintenance window and the check date is entered on the Checks step (PR> Computer Checks > Checks).
• Check Number – You must enter a check number on each manual check in the Timecards Maintenance window. In the Computer Checks, the check number is generally entered on the Check Register step (PR> Computer Checks> Check Register). If you are using blank check stock and print a check number on the check, the check number is entered on the Checks step.
• Deductions – You must manually add the deduction amounts to the manual checks. There is no Calculate Payroll step that automatically calculates the deductions.

Step by Step

1     Create or open a Manual Checks batch and complete the Settings step.

2     Enter the manual checks.

• The Timecards step on the Manual Checks process is used to enter the manual checks.
• Open the Timecard Maintenance window (PR> Manual Checks> Timecards).
• The Timecards Maintenance window has two tabs at the top of the window: Selection and Checks.
  • The Selection tab displays all of the manual checks in the batch. If there are multiple manual checks in the batch, highlight a manual check on the Selection tab and all of the other tabs in the window will populate with the information attached to the selected manual check.
  • The Checks tab is used to enter the information on each manual check. When you click the Create icon, the Checks tab will open so you can enter the manual check information.
• The tabs at the bottom of the Timecard Maintenance window display detail attached to the manual check selected on the Selection tab.
  • The Timecards tab displays the detail line items on the check.
  • The System Timecards tab displays system generated timecard line items (for example, premiums).
  • The Accruals tab is used to add accrual or modify the calculated accruals on the manual check.
  • The Deductions tab is used to manually add deductions and benefits to the manual check.
• The Timecards Maintenance window in the Manual Checks process is almost identical to the Timecards Maintenance window used to enter timecards in the Computer Checks process. There are only three differences:
  • The Check Date field is enabled so you can enter the check date of each manual check in the batch.
  • The Check Number field is enabled so you can enter the check number of the manual checks in the batch.
  • There is a deductions tab on the window so you can enter the deduction amount on the manual checks.
• Open the Check tab and enter the manual check information into the window.
  • The Check Date field is used to enter the check date of the manual check.
  • The Check Number field is used to enter the check number of the manual check. There is validation on this field so that you cannot enter a check number that has already been used by the bank account selected during the Settings step (PR> Manual Checks> Settings> Bank Account field).
  • This is very similar to creating manual checks in the Manual Checks process.
• Once the manual check information has been entered on the Check tab, you can add line items to the manual check. The line items determine the amount of the gross amount of the manual check.
  • This is very similar to adding detail line items to manual checks in the Manual Checks process.
• Once timecard line items have been added to the timecard, the accruals on the employee record will display on the Accruals tab.
  • Modifying the accruals on a manual check is very similar to modifying the accruals on a timecard in the Computer Checks process.
• All of the manual check line items entered on the Timecard Maintenance window will display on the Check Proof List (PR> Manual Checks> Timecard Proof List).
• Press ENTER or click the Save icon when complete.

3     Add deductions or benefits to the manual check.

• Only deduction and benefit amounts that are manually added to the manual check will be included on the check. The Manual Checks process does not have a calculate step that automatically adds deductions and benefits to a manual check based on a deduction cycle.
• The Deductions tab is used to manually add deductions or benefits to the manual check. This tab will populate with all of the active deductions and benefits attached to the employee record once the manual check has been saved. Deductions and benefits that are set up as suspended or one-time will not display on the Deductions tab.
  • Deductions and benefits are set up as suspended or one-time only using the Employee Maintenance window (PR> Maintenance> Employee> Deductions or Benefits tab> Select a deduction> Status drop-down menu).
• Highlight a manual check on the Selection tab and open the Deductions tab.
• If none of the deductions or benefits attached to the employee record display on the Deductions tab, click the Save icon  . The Deductions tab will not populate until the manual check you are creating has been saved.
• If a deduction or benefit is attached to an employee record but does not display on the Deductions tab, the deduction or benefit is probably set up as suspended on the employee record.
  • You can view the deductions and benefits attached to an employee record using the Employee Maintenance window (PR> Maintenance> Employee> Deductions or Benefits tab). Suspended deductions and benefits will have Suspended in the Status drop-down menu.
• Enter the amount of the deduction or benefit in the Amount column to add the deduction or benefit to the manual check. Deductions and benefits added to the manual check will display on the Check Proof List (PR> Manual Checks> Check Proof List).
• If you enter an amount on a direct deposit deduction, the Manual Checks process will create a direct deposit based on the manual check in the Clearing House module (CH> Direct Deposit).
• If you select a deduction or benefit that is set up to be paid to an AP module vendor (PR> Maintenance> Deduction/Benefit> General tab> Payee drop-down> Vendor), the manual check will generate transactions in an AP module Invoices batch when the batch is committed (PR> Manual Checks> Commit).

4     Add more manual checks to the batch or exit the window and commit the batch.