Paychecks and Adjustments

Calculates taxes, PTO banks, benefits and deductions, as well as overtime, on the selected document and changes the status of the document from Pending Calculation to Pending Payment or Added to Payment Batch.

When you calculate a final paycheck, the relevant PTO banks may be automatically disbursed, depending on the settlement rules specified for the particular PTO bank on the PTO Banks (PR204000) form. As a result, the system may insert on the Earning tab additional earnings detail lines with disbursed PTO hours and amounts. A warning will be displayed next to each of these lines.

Opens the Record of Employment (PR303000) form populated with the details of the final paycheck.

This command appears only for a paycheck of the Final type with the Released status and only if the Canadian Payroll feature is enabled on the Enable/Disable Features form.

Runs the Pay Stub report for the paycheck.

This command is available only for a document with the Released status.

Posts summary amounts to payroll, creates GL transactions, and prints the GL posting journal.

This command is available only for a document with the Paid status.

Voids the payment by posting opposite transactions to the ledger and reversing the paycheck.

This command is available only for a document with the Released, Liability Partially Paid, or Closed status.

• Regular: Paychecks of this type are used for a normal pay run. An employee may have only one regular paycheck per pay period. If a paycheck already exists for a pay period and you want to create another paycheck for this period, the system gives you the choice either to view the existing paycheck or continue editing, in which case you will have to select a different pay period.
• Special: Paychecks of this type are used for specific payments, such as bonuses. An employee may have as many special paychecks as necessary for one pay period.
• Adjustment: Paychecks of this type can have negative and positive amounts. You can also adjust paid time off (PTO) by using this type of paycheck. The transactions created when an adjustment paycheck is released impact the general ledger in a usual way. You can edit any value of an adjustment paycheck and release it to update the value in the employee record.
• Voiding Paycheck: A paycheck of this type appears when you void a paycheck. A voiding paycheck has the same amounts as the voided paycheck but with the opposite sign.
• Final: A paycheck of this type is used for a final settlement with an employee whose employment in the company has been terminated. You need to specify the termination date and termination reason for this paycheck; this information will be synchronized with the employment history of the employee.

• On Hold: The document is a draft—it can be edited but not released. This is the default status for new documents if the Hold on Entry check box is selected on the Payroll Preferences (PR101000) form. Documents with this status have the Hold check box selected.
• Pending Calculation: The Hold check box is cleared for the document, but no paycheck has been generated. The document can be edited with this status. You click the Calculate command on the More menu to change the document status.
• Pending Payment: A paycheck has been calculated, but a check has not been printed and an ACH batch has not been generated.
• Added to Payment Batch: The paycheck has been processed and an associated payment batch has been created.

  You can make changes to a paycheck with this status, although you cannot modify the specified payment method and cash account. After the changes are saved, the status of the paycheck changes to Pending Calculation, and then, after the calculation, the information is correspondingly updated in the associated payment batch and the status of the paycheck changes again to Added to Payment Batch.

• Paid: The associated payment batch has been paid and you can release the paycheck. You can edit the accounts and subaccounts specified on the Earning Details tab.
• Released: The paycheck is released. That is, a payroll transaction is created and posted to the general ledger. A document with this status cannot be edited but can be voided.
• Liability Partially Paid: The liabilities created by the paycheck are partially processed to be converted to AP bills. A document with this status can be voided.
• Closed: All the liabilities linked with this paycheck have been processed to be converted to AP bills. A document with this status can be voided.
• Voided: The paycheck has been voided. Only a document with the Released, Liability Partially Paid, or Closed status can be voided.

The date of the pay check.

You can edit this date for a paycheck of the Final type.

The reason the person’s employment in the company has been terminated. The following options are available: Retirement, Layoff, Terminated for Cause, Resignation, Deceased, and Medical Issues.

This box appears only if Final is selected in the Type box.

The specified option will also appear on the Employment History tab on the Employees (EP203000) and Employee Payroll Settings (PR203000) forms when the final paycheck is released.

A check box that you select if the employee is eligible for rehire after the employment termination.

This check box appears only if Final is selected in the Type box.

The specified value will also appear on the Employment History tab on the Employees (EP203000) and Employee Payroll Settings (PR203000) forms when the final paycheck is released.

The date when the person’s employment in the company was terminated.

For a salaried employee, the system sets this date to the pay period's end date by default, but you can change it.

This box appears only if Final is selected in the Type box.

The specified date will also appear on the Employment History tab on the Employees (EP203000) and Employee Payroll Settings (PR203000) forms when the final paycheck is released.

Opens the Import Time Activities dialog box that you can use to select and import into the batch the released time activities that are available for the employees included in the batch and that belong to the pay period.

This button appears only if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form.

• Hour: For all earnings paid by the hour
• Miscellaneous: For non-hourly earnings, such as bonuses and commissions

The corresponding subaccount.

This column is available only if the Subaccounts feature (under the Advanced Financials group of features) is enabled on the Enable/Disable Features (CS100000) form.

The identifier of the associated project, if any.

You can select a project with any status. If the selected project has the Completed, Suspended, or Canceled status, the system will display a warning for this box, but you will still be able to further process the paycheck.

This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form.

The identifier of the project task.

You can select a project task with any status. If the selected project task has the In Planning, Completed, or Canceled status, the system will display a warning for this box, but you will still be able to further process the paycheck.

This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.

The work shift during which the activity was performed. If you enter a new detail line, the system inserts by default the shift code specified in the Shift Code box in the Employee Settings section on the General Info tab of the Employees (EP203000) form.

This column appears only if the Shift Differential feature (under the Time Management group of features) is enabled on the Enable/Disable Features form.

The project associated with the time activity.

This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form.

The project task associated with the time activity.

This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.

A check box that indicates (if selected) that the specified project is certified. That is, the Certified Job check box is selected for the project on the Summary tab of the Projects (PM301000) form.

This column is available only if the Construction feature is enabled on the Enable/Disable Features form.

The identifier of the applied cost code.

This column is available only if the Cost Codes feature (under the Projects group of features) is enabled on the Enable/Disable Features form.

• Employee Settings
• Certified Project
• Union
• Workers' Compensation Code

• Employee Withholding: A tax deducted from the employee’s pay
• Employer Tax: A tax paid by the employer

This button appears only if the Canadian Payroll feature is enabled on the Enable/Disable Features form.

Read only. The method of PTO hours accrual, which can be one of the following: Percentage or Total Hours per Year.

The number of hours accrued for the bank during the current year.

By default, this column is displayed for documents of the Adjustment type and hidden for documents of any other type.

The corresponding subaccount used with the liability account.

The column is displayed only if the Subaccounts feature is enabled on the Enable/Disable Features form.

The corresponding subaccount used with the expense account.

The column is displayed only if the Subaccounts feature is enabled on the Enable/Disable Features form.

The branch to which the rates are applicable.

The column appears if the Multibranch Support and Multicompany Support features (or at least one of these features) are enabled on the Enable/Disable Features (CS100000) form.

The reason the original document has been voided.

You can select a reason only for an unreleased paycheck of the Voiding Paycheck type.

The following options are available: Printer Issue, Lost, Damaged, Stolen, and Error Correction.

• Salaried Exempt: The employee is compensated based on their salary. Overtime hours are not allowed for this type of employee. For an earning detail line with overtime hours, an error message will be displayed until you delete the overtime record or change the employee type. Also, no overtime rules, if any are specified in the related payroll batch, will be applied to the document.
• Salaried Non-Exempt: The employee is compensated based on their salary, with overtime hours paid additionally.
• Hourly: The employee is paid based on an hourly rate for the hours worked.
• Other: The employee is compensated based on some other factor (for example, for each item produced).

The annual salary of the employee divided by the number of pay periods that are associated with the pay group and the year for which the paycheck is created. The amount is calculated automatically when the Manual Amount check box is cleared. You can change the amount for an unreleased paycheck, in which case the Manual Amount check box becomes selected.

This box appears only if Salaried Exempt or Salaried Non-Exempt is selected in the Employee Type box.

A check box that indicates (if selected) that the amount specified in the Regular Amount to Be Paid box differs from the automatically calculated amount.

If you clear this check box for an unreleased paycheck, the system inserts the automatically calculated amount in the Regular Amount to Be Paid box.

This check box appears only if Salaried Exempt or Salaried Non-Exempt is selected in the Employee Type box.