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80) Processing Payroll

The process payroll function will actually print the paychecks for your employees.  The process can be done for an individual employee or for all employees with the same wage frequency.  Before you can print the checks the system will process the payroll and create a report called a Pre-Payroll Register.  This report is good because it will show you what the payroll checks will be before printing.  This will allow you to double check wages, deductions and with holding taxes.  If you agree with the pre payroll register you would proceed with the printing of the payroll.  When you select to generate the pre payroll register, the system will check to see if all the employees you have selected to process payroll for have been setup correctly.  If there is any missing information the system will prompt you a message and generate a payroll errors report. 

If you do agree with the pre payroll register report you can proceed with printing the checks.   You will be prompted to select a bank account that you must have previously setup.   When ever you select the bank account the system will give you the next check number.  You have the capability to change that next check number.  We recommend that you look at your checks and see what is the next check number and make sure that is the one that is displayed on the screen.  When you do select the print checks button, you will actually be able to see the checks in preview mode as with the other reports.  You can then print the checks.  If for the first few times you are printing payroll checks try printing to plain paper first.  You will be able to reprint if needed at any time.   This method allows you figure out the exact orientation of your paper and make sure you picking the right check format.  You can easily hold the plain paper printout against your checks to make sure the alignment is correct. 

Once you have printed your checks correctly you must select the accept checks button for the checks to posted correctly to your check register and to the employee payroll files.  If you decide not to print checks as if you use manually printed checks we also recommend you print them on plain paper so you have a manual record for book keeping purposes.  

As with the check writer for the accounts payable module you can use either two or three part checks.  The two part checks include a check and stub and can have a carbon less copy and is best used with a dot matrix printer that can support track feed checks.  The three-part check is made of a check, stub and voucher.  The employee would keep the check and stub while the voucher part, the last part, would be the company’s record.  The 3-part check is used with laser or jet type printers.  It does not support carbon or carbonless copies. 

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