1 Client Maintenance This section details the procedures necessary to create a PEO client and describes the fields and options that appear on the Client Maintenance window. For details on setting up an ASO Client, refer to the ASO SETUP section of the Darwin User Guide. The standard PEO structure within Darwin can be seen by the following chart. While only one company is represented in the graphic, multiple companies can be created, in which multiple clients can exist, which can consist of multiple employees. Hierarchy of a Standard PEO Company Region Region Client Client Client Client Employee Employee Employee Employee Employee Employee Employee Employee As already mentioned, multiple clients can exist within a single Darwin company. Each client within a company will be identified by a three-character client ID. In addition, each client is assigned to a region. A region ID is a two-character identifier that can be used to categorize clients. Depending on the manner in which your business is organized, you may find it logical to assign clients to a region ID that indicates the state or maybe the area of the country in which they are located. On the other hand, your business structure may be such that all clients may be assigned to the same single region. While all clients must be assigned to a region, a client may be assigned to only one region. Just as multiple clients may exist within one single Darwin company, so too may multiple employees be created within a client, with each employee having a unique ID. Note: The region and client ID s are part of the employee s ID, and therefore has an impact on how an employee ID is sorted. For example, an employee ID of ABC would appear before an employee ID of ABC. For details on creating employees and their ID s, see the EMPLOYEE MAINTENANCE section of the Darwin User Guide. ThinkWare Think About It. Darwin User Guide Page 1 of 95
2 Creating Regions Creating Regions Path: Cards Sales Regions As explained above, creating regions enables you to categorize your clients. In addition, Darwin allows you to establish General Ledger posting accounts based on region. Even if you have no need or desire to classify clients by region, you will need to create at least one region in which to assign all clients. Create a region: 1. Open the Region Maintenance window Cards Sales Regions 2. Enter a two-character code to represent the region being created. 3. Enter a description for the new region. 4. When finished, click Save. 5. Repeat to create additional regions, as needed. Only access the Region Payroll Posting Accounts Setup window if you want payroll information allocated to your GL according to region. Note: Region ID is not a required field, but it is strongly recommended that at least one region be created to which clients and employees can be assigned. Regions are used throughout Darwin and can have an impact, when missing, on Client lookup, reporting, and security. Note: Though not required it is strongly recommended that client employees not cross regions. This can have an adverse affect on some reporting sorts and options. ThinkWare Think About It. Darwin User Guide Page 2 of 95
3 Client Maintenance Client Maintenance Path: Cards Sales Client The Client Maintenance window is used to complete all functions necessary for entering, editing, and otherwise maintaining client information. This section also discusses the options that are accessible from the GoTo button on the Client Maintenance window. The following information and corresponding screen prints are presented as meeting the needs of a typical PEO client. The DARWIN USER GUIDE10 ASO SETUP should be referenced when setting up an ASO client. When creating a new client, there are certain fields and settings that must identified before the client can be saved. If the information is missing when you attempt to save the client record, Darwin will display a message directing you to provide the information. The ACCOUNTS RECEIVABLE and SALES fields must be identified, on the Client Account Maintenance window, before the Client Maintenance window can be saved, The Client Account Maintenance window can be access from the Accounts option on the GoTo menu. A default division must be created and designated on the Client Division Setup window. This is necessary even if there are no assigned departments for the client or division. To setup and designate the default Division, access the Client Division Setup window with the Divisions option on the GoTo menu. More information on divisional setup is provided in the Divisional section below. In addition, you should open the Client Payroll Setup window, verify and, if necessary, change the CLIENT FREQUENCY setting, and save. By default, new clients are setup with Payroll ACH Enabled and Print Deposit Report marked and Weekly noted as the Client Frequency on the Client Payroll Setup window. Click the GoTo button to display the menu. The Internet Info button opens the Internet Information window which is used to store the client s Internet information; including the client s DarwiNet login and password. ThinkWare Think About It. Darwin User Guide Page 3 of 95
4 Client Maintenance Add a client record 1. Enter an ID for the client and indicate Type PEO for a PEO arrangement. 2. Enter or select the region to which this client is assigned. Though not required it is recommended that a Region ID be assigned to all clients for lookup and reporting. 3. Enter or select the class to which this client is assigned. (Optional but recommended, see the DARWIN USER GUIDE10 CLIENT CLASS SETUP below for details on using Client Classes.) 4. Enter address information. Multiple Address IDs can be entered for a client. If using Divisional Invoicing, separate Invoice Address IDs can be used for each division invoiced. 5. The client can t be saved until posting accounts are entered. a. To setup posting accounts, or verify those that pulled in from the client class, choose Accounts from the GoTo button. b. Click Ok when finished. 6. Click Save on the Client Maintenance window. You will be prompted for a default division. 7. To create a default division, select Divisions from the GoTo button. a. Enter the Division ID, description and Address ID on the Client Division Setup window. b. Confirm the newly created division is marked as the default then close the window. 8. Click Save on the Client Maintenance window. 9. To setup client charges or to populate settings from the client class: a. Choose Charges from the GoTo button or select Divisions and then Charges. Charges can be setup differently for each client division. See the Divisions section below for more details on using Divisional Invoicing. b. In the Client Charge Maintenance window, bring in class settings by clicking the Class Values button and indicating Replace. 10. To indicate the WC codes applicable to this client, choose W/C from the GoTo button. 11. To specify miscellaneous options pertaining to this client, choose Options from the GoTo button. 12. To establish other settings for the client, click the GoTo button and choose the applicable item. 13. When finished, click Save. Client Maintenance Window Fields Save Clear Delete Write Letters Save Client information changes. Clear Client information on window. Delete Client. Clients with active employees cannot be deleted. Prepare letter to client. Letter Templates are available for use such as Client Survey, Proposal Cover Letter, Thank you for your purchase, and We appreciate your business to name a few. Letters can be sent to all clients or specified clients. (See the WRITE LETTERS section of DARWIN USER GUIDE10 for more details on how to use or create letters for clients and employees.) ThinkWare Think About It. Darwin User Guide Page 4 of 95
5 Client Maintenance Employees Client ID The client s employees can be accessed through this button. Only the selected client s employees will be displayed when this option is selected. A required field, enter a three character alphanumeric identifier that is used throughout Darwin to reference this client. You may find that a system of numbers, i.e., 001 is most efficient. Using letters that represent a client s identity may be too confining, especially when two or more clients have a similar name. Type Name Short Name Statement Name Client Status Region ID Indicate whether this client is part of a PEO or an ASO arrangement. If ASO, refer to the DARWIN USER GUIDE10 - ASO SETUP for setup information. Enter the name associated with the client ID. A client name can consist of up to 30 characters. Enter a short name, such as the company s initials, for the client. Short names may appear on reports and can be used as a sorting option for reports. A short name can consist of up to 15 characters. Enter the client s name as you want it to print on the client invoice. A statement name can consist of up to 64 characters. Indicate whether this client is a client in the traditional sense or is a master client. A Master Client is one whose employees work for multiple sub-clients. Select or enter a two character alphanumeric ID that represents the region in which the client is located. This can represent their geographic location or can simply reflect a system you ve devised to categorize your clients. The Region ID is also used as part of the Employee s ID. Description Displays the description of the Region ID. A description can consist of up to 30 characters. Class ID Hold Inactive Address ID Contact Client classes can be used to provide default entries for Clients with similar characteristics. If you create client classes, default entries will appear for many of the fields in this window, speeding data entry. Check this box to prevent any further sales to a client if, for example, the customer has an unpaid balance. You will be able to receive payments from clients on hold. Mark if the client s relationship with the PEO has been terminated. In order for a client to be flagged as inactive, no transactions can exist for the client. This would include transactions that have been saved in history. Enter a code that represents the primary address for this client. This address ID will automatically default to the Ship To, Bill To and Statement To fields. If the client has multiple addresses, click the Address ID field label or the look-up button to create additional addresses. An address ID can consist of up to 15 characters. Enter the contact person that represents the specified client. A contact name can consist of up to 30 characters. ThinkWare Think About It. Darwin User Guide Page 5 of 95
6 Client Maintenance Address, City, State Zip Code, Country Phone 1, 2, Fax UPS Zone Shipping Method Tax Schedule ID Ship To Bill To Statement To Territory ID User-Defined 1, 2 Comment 1, 2 Business Type Payment Terms Trade Discount Sub_Clients Enter the address information for the address ID specified in the Address ID field. Address and city entries can consist of up to 30 characters. Enter the phone number(s) and fax number for the specified client. Enter the UPS Zone, if applicable, for this client. Enter or select the shipping method used for delivering the payroll for the specified client. If any charge for the client is subject to sales tax, select the Tax Schedule ID. The address ID representing where the payroll is sent or shipped. By default, the Address ID entered above will automatically copy into this field. A ship to entry can consist of up to 15 characters. The address ID representing where the bill should be sent. By default, the Address ID entered above will automatically copy into this field. A bill to entry can consist of up to 15 characters. The address ID representing where the statement should be sent. By default, the Address ID entered above will automatically copy into this field. A statement to entry can consist of up to 15 characters. Enter or select the ID that represents the territory for which the client is allocated. A territory ID can consist of up to 15 characters. Use these fields to keep track of any client-related information for which there is not a pre-defined field in which to do so. User defined entries can consist of up to 20 characters. Text entered into either of these fields will print on all invoices for the client. Notes that print on a single invoice can be setup on the Invoice Entry window. Comments can consist of up to 30 characters. If tracking the type of business performed by the client, enter desired information. A business type can consist of up to 30 characters. Enter or select the payment terms arranged with the client. Not Applicable. The Sub_Clients button is only available if the client is flagged as a Master Client. The Sub_Client Assignment window is used to identify the sub-clients that are assigned to a master client. For details on setting up a master client, refer to the MASTER CLIENT section of this document (below). Note: When the Employees (lookup) window, accessed from the Employee button on the Client Maintenance window is open and a ranged function, like Front End Maintenance, reports, etc is then opened, the employee range will default to the employees from that client s lookup. This feature will save time scrolling through employee range lookups. ThinkWare Think About It. Darwin User Guide Page 6 of 95
7 Client Maintenance Employee Range Lookup Shortcut 1. Open Client Maintenance window. 2. Click the Employee button to open the client s employee list. 3. Open an employee ranged function. In the example Front End Maintenance is opened. 4. When the Employee ID lookup button is selected, the client s employees are defaulted in the lookup. ThinkWare Think About It. Darwin User Guide Page 7 of 95
8 Master Client Master Client Darwin permits any employee to be setup for more than one client. This is necessary in the situation where an employee works for multiple clients. This can be done by either creating the employee once for each client for whom the employee works, or by using the Employee Copy utility to copy the employee s setup information to one or more additional clients. If a limited number of employees are involved, this is a viable method for handling such a situation. However, if a large number of employees are involved, it is not convenient. This is where the Master Client functionality can be of assistance. Designed primarily for the company that has a great number of employees who work for multiple clients, the Master Client functionality eliminates the need to setup each employee multiple times. Instead, you create a single client, called a master client. Then, setup each employee only one time as if they belong to the master client. When creating payroll transactions to pay a master client employee, you will use the Department ID field to identify the specific sub client to whom the transaction pertains. For example, let s say that employee Joe works, along with countless other employees, for client 001, 002, and 003. Instead of setting up each employee three different times within Darwin, create a master client #004, for example, and set up each such employee one time within the structure of client ID #004. In this scenario, Joe s employee ID may be As you can see, the second portion of the employee s ID will consist of the master client s ID. At the master client s Client Maintenance window, you identify the clients (also referred to as sub clients) for whom the master client employees will work. In the example here, master client #004 will consist of three sub clients (#001, #002, and #003). When running a payroll for master client employees, remember that only one sub client can be included at a time. For example, it is not possible to have all three sub clients included in the Include Clients button on the Build Payroll Checks window. Instead, you will run each sub client s payroll separately. As a result, the employee who works for multiple clients will indeed receive three different paychecks. However, the employee will only need to be setup in the system one time, and each sub client s invoice will include the portion of employee s pay that pertains to that particular sub client. There is alternative functionality available, outlined under the Divisional Invoicing section, which will allow paying an employee in a single check while invoicing each location the employee s hours worked separately through Divisions. When an employee is included in a pay run build, if the build contains a client that has been designated as belonging to a Master Client, the employee will be included as part of the sub client s pay run processing and invoicing, just as if they were the sub client s employee. For example, if a transaction is created to pay Joe for 20 hours of work performed for client 002, the transaction will indicate this client by way of the department ID. Then, when running the payroll for the remaining employees of client 002, Joe s 20 hours will be included on the proper invoice. When it s time to run the payroll for client 003, simply include the applicable transaction for Joe s hours that pertain to client 003 s appropriate department. As you can see, Joe s employee ID indicates he belongs to the master client, yet the Department ID assigned to his payroll transactions will ensure the proper client is invoiced for the appropriate number of hours and costs. Applicable payroll reports will reference the proper sub client. Master Clients are created for the purpose of holding their employees ONLY. No processing can be done using the Master Clients ID. As a result, no invoice will be created for the master client and no liability will be incurred on their behalf. If a Master Client ID is selected via the Include Clients button on the Build Payroll Checks window, the user will receive an error message when building the payroll. Although the build process will continue, the Master Client(s) will be removed from the Include Clients list. ThinkWare Think About It. Darwin User Guide Page 8 of 95
9 Master Client Path: Cards Sales Clients When a client s status is Master Client, the Sub_Clients button becomes available. By way of this button, you identify which clients belong to the master. Meaning, each sub client for whom the same employee works. Create a master client 1. Enter an ID for the client and indicate that its status is Master Client. 2. Continue filling out the Client Maintenance window as described in the preceding section, To add a client record. 3. Click the Sub_Clients button and insert each applicable client ID. 4. When finished, save and close the Client Maintenance window. Create a master client employee 1. Refer to the steps for creating a new employee as outlined in ENTERING EMPLOYEE RECORDS in the DARWIN USER GUIDE10 - EMPLOYEE MAINTENANCE. 2. When assigning the employee s ID, be sure to use the master client s ID. 3. When assigning the employee s default department: a. be sure to select one which references one of the sub clients (where the sub client s ID is the first three characters of the Department ID.) b. Mark the department checkbox Exclude from Divisional Assignment on the Department Setup window. ThinkWare Think About It. Darwin User Guide Page 9 of 95
10 Master Client ThinkWare Think About It. Darwin User Guide Page 10 of 95
11 Master Client Paying a master client employee: 1. Refer to the steps for running a payroll as outlined in the DARWIN USER GUIDE10 - PAYROLL PROCESSING. 2. When creating the transactions to pay a master client employee, be sure to select the correct Department ID for the desired client. 3. During the building of paychecks, be sure to indicate the applicable sub client in the Include Clients button on the Build Payroll Checks window. Be careful NOT to include the master client s ID. Also, remember to select only one sub client. When running a payroll for master client employees, it is not possible to include multiple sub clients in the same build. Instead, run each sub client payroll separately. REMEMBER, IT IS WHEN CREATING THE PAYROLL TRANSACTION THAT YOU WILL MAKE SURE THE CORRECT DEPARTMENT ID IS SELECTED. THIS ENSURES THE PROPER CLIENT WILL BE INVOICED. ThinkWare Think About It. Darwin User Guide Page 11 of 95
12 Client Payroll Setup Setting up and designating a default division is required to setup a new client, the DARWIN 10 USER GUIDE DIVISIONAL has more information and details on setting up and processing with divisions. Divisional functionality allows the invoicing and reporting in Darwin by Division, based on department assignments, rather than being based solely by Client. This allows invoicing and reporting flexibility for clients with separate invoicing needs which were previously only available through multiple Clients. Divisional Setup Path: Card Sales Clients Go To Divisions Default Divisions There can be any number of Divisions assigned to a client but each client is required have a default division. Even if you don t use Divisional a default division MUST be created for each client. Client Direct Debit and Charges information, as well as ASO Posting Accounts for an ASO Client Division, are setup within the default division. Direct Debit, Charges, and ASO Posting Accounts can be either Client specific or Division specific. This means the Client specific setup is setup on the default division which can then be copied to each additional division or copied then modified for each Division as required. Client departments are then assigned to the default division or each respective division as required. A department can only be assigned to one division at a time. Though it is recommended that client departments include the client ID it is not required. Any department, regardless of the department ID can be assigned to any division. Any departments that do not follow the recommend naming convention, which includes the client ID as the first three characters of the client ID, are referred to as orphaned departments. These orphaned departments can be assigned to any applicable client s division or marked to exclude from division assignment. As noted above, a department can only be assigned to one Division, thus one Client. If a department is being used by multiple clients then it can be marked to Exclude From Division Assignment on the Department Setup window. Though the departments are not assigned to the Client Division, the Charges, Direct Debit, and ASO Posting will follow the Client s default Division setup. Therefore, a default Division MUST be created for each Client to setup Charges, Direct Debit, and ASO Posting for the client. Client ID Client Name Division ID Default Description Client ID Client Name A required field noting the Division ID. During the Upgrade/Conversion from Darwin 9 a default division will be created for each client, to which each department with the Client ID in the Department ID will be assigned. If marked, the division will be considered the default division. Division description/name ThinkWare Think About It. Darwin User Guide Page 12 of 95
13 Client Payroll Setup Address ID Print Division Description Calculate Billing Rate Use as Default Direct Debit Setup Designate an Address ID for the invoice mailing address. Each division can have a different invoice mailing address as required. If marked the Division Description will print on invoices and reports. If not marked, no divisional reference will be noted on invoices and reports. If marked and if the client is setup as a Bill Rate Client, the Billing Rate Options button can be used to customize the billing rate for the division. If marked, this division s Direct Debit Setup can be copied to other divisions. Use As Default Billing Setup If marked, this division s Charges Setup can be copied to other divisions. Use As Default Check Printer If divisional security is used in DarwiNet, the checkbox should be marked to include the division designation in the check files exported from the check printer to DarwiNet. Copy Default Setup Invoice Preview Used to copy the default Direct Debit and default Billing Setups to the division. The default copied is from the client s division on which the Use as Default Direct Debit Setup and Use as Default Billing Setup checkboxes are marked. Opens the Invoice Preview Setup window in which a custom message or DarwiNet upload message can be designated for the division. By default there is a message supplied by ThinkWare which can be customized at the company (Microsoft Dynamics GP Tools Setup Company Company Invoice Setup Invoice Preview Message), at the client (Card Sales Clients Go To Payroll Setup Options Invoice Preview Message) or the division. Click to add a department to a division. Click to delete the highlighted department from a division. Department Description Direct Debit Charges ASO Post Department ID of departments assigned to the Division Department name of departments assigned to the Division Button used to access Client Direct Debit Maintenance window for the respective Division Button used to access the Client Charges window for the respective Division If the Client is an ASO Client, the ASO Account Setup window can be accessed from the ASO Post button. ASO Posting Accounts must be defined prior to saving the ASO Client. ThinkWare Think About It. Darwin User Guide Page 13 of 95
14 Client Payroll Setup Client Payroll Setup Path: Cards Sales Clients GoTo Payroll Setup The Client Payroll Setup window is used to define ACH and Payroll settings specific to a client. The information in this window will override any related information on the Company Payroll/ACH Maintenance window. When creating a new client, before the new Client Maintenance window can be saved you must access the Client Payroll Setup window, verify the Client Frequency field is accurate, and Save. To enter Payroll Setup information: 1. Mark to enable ACH. 2. If desired, mark to print the deposit report. 3. If necessary, enter client-specific offset days, payroll check file and/or the Payroll Check PEO name, and mark the corresponding checkboxes. 4. Select a payroll check sort option. 5. Select a default payroll frequency. 6. If using client-specific checkbook information, mark the appropriate checkbox and populate the corresponding fields. 7. If using Preview Invoice, mark the checkbox. Refer to the section below, Invoice Preview, for more details on the Preview Invoice Options window setup. 8. If auto posting, mark the Auto-Post Invoice checkbox. 9. When finished, click Save. The checkbook and date information specified in this area is only used if the USE CLIENT CHECKBOOK INFO checkbox and the corresponding one in the Build Payroll Checks window are marked. Otherwise, info specified at the Build window will be used. ThinkWare Think About It. Darwin User Guide Page 14 of 95
15 Client Payroll Setup Client ID/Name Displays the ID and name of the client being edited. Payroll ACH Enabled If marked, ACH processing for this client will be enabled. Therefore, if all other ACH settings are in place, Darwin will create the ACH batch of direct deposit information. If unmarked, ACH processing will be ignored, even if the other ACH setup settings are in place. Print Deposit Report If marked, Darwin will generate and print the direct deposit report from each payroll for this client. The report will print when the payroll checks are printed, and prints to the printer defined as your Windows default printer. If unmarked, the report will not automatically print. However, the report can be printed at any time from the ACH Maintenance window. Use Client Offset Days Payroll Offset Days If marked, the entry that appears in the corresponding Payroll Offset Days field will be followed. If unmarked, the Payroll Offset Days entry is ignored and Darwin will use the offset days defined in the Company Payroll/ACH Maintenance window, if any. By default, the effective date of a direct deposit is indicated by the check date. The payroll offset days field provides a way to alter the effective date without having to change the check date. A negative entry in this field will result in the effective date being prior to the check date. A positive number results in the effective date being later than the check date. For example, if checks are dated for Saturday the 15 th, an offset day setting of 1 directs funds to be deposited in the employee s accounts on the Friday the 14 th. If checks are dated for Sunday the 31 st, an offset day setting of 1 directs funds to be deposited in the employee s accounts on Monday the 1 st. Darwin will not create a file with an effective date before the current date. If the check date and the offset days combine to define a date that is before the current date, Darwin will set the effective date to match the current date. Use Client Check File. Print Current PTO Totals Only Payroll Check File Use Client Check PEO Name If marked, the payroll check file specified in the corresponding Payroll Check File field will be used when printing paychecks for this client. If unmarked, the Payroll Check File entry is ignored and Darwin will use the file specified in the Company Payroll/ACH Maintenance window, if any. If no file is found, then an error message will display. If marked and the applicable check file is designated then a custom PTO totals format will display. It Darwin is to use a custom payroll check file when printing paychecks for this client, then indicate the location/file name here. When payroll checks are being printed, Darwin first looks here for instructions on which check file is to be used. If no instruction is given at this level, then Darwin looks to the Company Payroll/ACH Maintenance window. If no file is found, then an error message will display. If marked, the company name specified in the corresponding Payroll Check PEO Name field will print on paychecks for this client. If unmarked, the corresponding field is ignored and Darwin will print the name specified in the Company Payroll/ACH Maintenance window. If no name is specified at the company level window, then the name provided in the Company Setup window will be used. ThinkWare Think About It. Darwin User Guide Page 15 of 95
16 Client Payroll Setup Payroll Check PEO Name Payroll Check Sort Option If desired, enter the company name as it is to print on payroll checks for this client. It is only necessary to specify a name in this field if the default name indicated in the Company Payroll/ACH Maintenance window does not apply to this client. If no name is specified in the company level window, then the name provided in the Company Setup window will be used. This field makes it possible to customize the name that prints on paychecks per client, if desired. Choose the order in which you want payroll checks to print for this client. Choose between: Employee ID, Department, Class, Employee Last Name, or Employee First Name. The Payroll Check Sort Option field allows you to specify a different check sorting order for each client. Defining the sort option at this window is important when running payrolls through the Payroll Initiator or Payroll Schedulers. These processes can run the payroll automatically, including printing the checks based on this sort order. Client Frequency Select the default frequency with which this client s payroll will be run. Each time an employee s payroll code (pay, deduction, or benefit) is saved, Darwin will check to make sure the frequency of the code matches the frequency specified at the client level. If the frequency of a payroll code at the employee level does not match what is indicated at the client level, Darwin will prompt the user for input. The user will be given three choices: (a) Continue, (b) Client, or (c) Cancel. If the user opts to Continue, Darwin will allow the payroll code being added or saved to maintain the specified frequency, despite the fact that it does not match the client level. If Client is indicated, Darwin will change the frequency of the payroll code to match the client level. Selecting Cancel will return you to the current window without the code being added/saved. Because an incorrect frequency can result in an incorrect tax withholding calculation for an employee s paycheck, having a client level frequency in place helps to eliminate setup and tax calculation errors. The standard payroll frequencies of Weekly, Biweekly, Semimonthly, Monthly, Quarterly, Semiannually, Annually, and Daily/Miscellaneous are each available. Use Client-Level date The checkbox enables the selection of by Check Date or Pay Period End date Type Selection as the determinate for the eligibility or deduction/benefit begin/end. If check date is selected in the available drop down then deduction/benefit begin/end dates will be based on the check date for inclusion/exclusion. If pay period end is selected then deduction/benefit begin/end dates will be based on the pay period end date for inclusion/exclusion. Direct Deposit A client specific direct deposit message for employee direct deposit stubs printed from the Check Printer can be setup. This message will replace the default system level and company level messages but will be replaced by a division, or employee specific message. Use Client Checkbook Info If this checkbox and the corresponding one in the Build Payroll Checks window is marked, Darwin will use the checkbook information specified in this window for the client s payrolls in lieu of that which is specified at the Build. Also, if marked, the Check Checkbook ID field is required and must contain a valid entry before the window can be saved. ThinkWare Think About It. Darwin User Guide Page 16 of 95
17 Client Payroll Setup The status of the Use Client Checkbook Info setting at the Build Payroll Checks window can have an impact on date incrementing. For example, if a payroll is run for a client that has checkbook information setup and marked to be used, yet the Build window is setup to not use the client checkbook info, the Increment Client Payroll Dates setting being marked in the Print Payroll Checks window will have no impact on the client dates since the Build window controlled that the client-level information was not to be used. Therefore, the next time a payroll is run in which client-level settings are to be used, you may need to first access the Client Payroll Setup window to manually update the dates. The status of the Increment Client Payroll Dates checkbox is directly related to the Use Client Checkbook Info checkbox on the Build window. If the Build is setup to utilize client-level information, then the Increment checkbox will default to be marked. If the Build is set to not utilize client-level information, then the Increment checkbox will default to be unmarked. NOTE: When Use Client Checkbook Info is marked then during the payroll process when you are presented with the opportunity to print checks, the Print Payroll Checks window will display. If in that window the Increment Client Payroll Dates checkbox is marked, Darwin will automatically increment the payroll dates in the Client Payroll Setup window according to the Client Frequency setting identified in that same window. Check Checkbook ID Select or enter the ID of the Checkbook to be used for this client s payrolls for all checks that consist of all or a portion of live funds. Checks consisting of 100% direct deposit will utilize the DEPOSIT CHECKBOOK ID, if a unique checkbook is to be used. Deposit Select or enter the ID of the Checkbook to be used for Checkbook ID this client s payrolls for all checks that consist of 100% direct deposit. Checks consisting of partial or no direct deposit will utilize the CHECK CHECKBOOK ID. If the same checkbook is to be used for both checks and deposits, do not populate the Deposit Checkbook ID field. Indicating both checkbooks in the same field may cause duplication of check sequencing. Check Date Enter the desired check date for this client s next pay run. If processing ACH transactions, the check date specified here will also act as the effective date for ACH. Pay Period Start Date Enter the desired pay period start date for this client s next pay run. If the PAY PERIOD END DATE field is empty at the time a Start Date is specified, Darwin will automatically calculate the End Date based on the client frequency indicated in this window. If desired, you may change this date. Pay Period End Date Enter the desired pay period end date for this client s next pay run. If at the time you save the window one of the Pay Period dates is not specified Darwin will display a message informing you that this is not permitted. Preview Invoice Options Auto-Post Invoice If marked a preview invoice will be created that can be accepted or declined by the client prior to payroll processing. Opens the Preview Invoice Options window where Preview Invoice notification can be setup. If marked the invoice will automatically post following the payroll posting. For settings not specified in this window, Darwin will default to those indicated in the Build Payroll Checks window. ThinkWare Think About It. Darwin User Guide Page 17 of 95
18 Client Payroll Setup Client Direct Deposit Message Setup Path: Cards Sales Clients Go To Payroll Setup Direct Deposit Message A direct deposit client message for employee direct deposit stubs printed from the Check Printer can be setup. This message will replace the default system level and company level messages but will be replaced by a division, or employee specific message. For more information on direct deposit s see the Direct Deposit s section of the DARWIN 10 USER GUIDE CHECK PRINTER. ThinkWare Think About It. Darwin User Guide Page 18 of 95
19 Client Payroll Setup Preview Invoice Options Path: Cards Sales Clients GoTo Payroll Setup Options The Preview Invoice Options window is used to setup Invoice Preview notification information. The default Notification List is for addresses to which s will be processed from the Invoice Preview Status window. DarwiNet notification information can also be setup on this window. 1. Enter the address to which notifications should be sent. Use the to enter the recipients first and last name. addresses can also be accessed from your Outlook contact list. Use the to open the window from which the addresses can be imported. 2. Mark the checkbox provided to Send Invoice Preview To DarwiNet. 3. Mark your preferred Preview Options Invoice Only or Invoice and Reports. To upload the invoice or reports, and invoice and reports must be designated under the Reports option on the GoTo. 4. Under the Notification List, enter or copy, using the, the addresses. 5. Using the Invoice Preview Message button a client specific default message can be created. 6. Enter a custom message and click OK. 7. Click Save when finished. ThinkWare Think About It. Darwin User Guide Page 19 of 95
20 Client Account Maintenance Client Account Maintenance Path: Cards Sales Client GoTo Accounts The Client Account Maintenance window is used to enter the default checkbook ID to be used for sales as well as setting up default posting accounts for Accounts Receivable, Sales and Cost of Sales. If the client is assigned to a client class, the settings for this window will populate from the class. If the client type is ASO the Client Account Maintenance will contain an additional button titled ASO Post. For details on the ASO Post button, refer to the ASO SETUP section of the Darwin User Guide. Enter information in the client account window 1. If populated through class, verify the checkbook ID, or select the desired one. 2. If not already done, mark to use the cash account from the Checkbook. 3. If populated through class, verify the default Accounts Receivable, Sales, and Cost of Sales GL accounts, or enter the desired accounts. 4. When finished, click Ok. Client ID/ Name Checkbook ID Cash Account From Cash Display only fields that identify the client for which you are entering information. Enter or select the ID for the checkbook that will be used to track cash receipt and/or direct debit payments made by the clients assigned to this class. If this client is assigned to a class, this information may already be set. This field represents the receivable offset and is only utilized if the client is a PEO type. Select the cash account that will be used for the client s transactions. If Client is marked, enter a cash account. If Checkbook is marked, the cash account assigned to the indicated checkbook is used. Typically, this is set to Checkbook. If the client is assigned to a class, this information may already be set. This field will be active only if Cash Account From Client is marked. Enter or select the client cash account. You would use the Client Cash Account if you were performing payroll services only for the client. In this case, you can enter the client s cash account, otherwise you will always use the cash account setup under the checkbook ID. ThinkWare Think About It. Darwin User Guide Page 20 of 95
21 Client Account Maintenance Accounts Receivable Enter or select the Accounts Receivable GL account. This number will most likely be in the 1000 s of your chart of accounts and represents Accounts Receivable Trade. This may populate with a default entry if the client is assigned to a class. Sales Cost of Sales Inventory Terms Discounts Taken and Available Finance Charges Writeoffs Enter or select the Sales GL account. This number will most likely be in the 4000 s of your chart of accounts and represents Sales Payroll Pass Through Monies. This may populate with a default entry if the client is assigned to a class. Enter or select the Cost of Sales GL account. This number will most likely be in the 5000 s of your chart of accounts and represents Direct Cost Leased Employee Wages. This may populate with a default entry if the client is assigned to a class. Enter or select the default account to which inventory amounts for clients in this class will be posted. Typically this is not applicable to the PEO industry and, therefore, may be left blank. Enter or select the Terms Discounts Taken and Available GL accounts, if applicable. Typically these do not apply and are left blank. Enter or select the Finance Charges GL account, if applicable. If you are not assessing finance charges, you may leave this entry blank. Enter or select the Writeoffs GL account, if applicable. This number will most likely be in the 6000 s of your chart of accounts and represents a Writeoff Expense. This may populate with a default entry if the client is assigned to a class. ThinkWare Think About It. Darwin User Guide Page 21 of 95
22 Client Options Client Options Path: Cards Sales Client GoTo Options The Client Maintenance Options window is used to specify such settings as charges that will print on certain client reports, an overtime factor used to automatically calculate overtime pay, client-level auto recapture defaults, etc. Enter client options 1. Up to three charges can be designated for which details will print on related invoicing reports. 2. The client s outstanding balance will print on the invoice when a charge, that represents this balance, is indicated. 3. If using Job Costing mark the available checkbox and method. Set applicable defaults with the Defaults button. See the JOB COSTING section of the DARWIN10 USER GUIDE for more details. 4. If applicable, enter the client s employer ID number. 5. To rename the Agency Credit line on the client invoice, enter a desired new name. 6. To rename the Other Taxes line on the client invoice, enter a desired new name. 7. Mark desired history and 125 Savings options. 8. Mark the checkbox provided Do Not Show Invoice Window When Payroll Completed to suppress the Darwin Invoice Entry window at the completion of Payroll Process. A dialogue box will display Payroll Process is Complete instead of opening the Darwin Invoice Entry window. 9. Mark the checkbox provided to allow the edit of PTO taken on the Employee PTO window. 10. To auto post the Receivables Transaction Entry window, mark the Bypass A/R Post Window checkbox provided. The Receivables Transaction Entry window will open and post when Post is selected on the Darwin Invoice Entry window. If the checkbox is not marked, Post on both windows will need to be initiated on each window for the respective posting to occur. 11. Commission Options: If marked commissions will automatically process as marked, a separate dialogue box will not prompt for commissions processing. a. Automatically Calculate If marked commissions will automatically calculate when the invoice is posted. b. Never Calculate If marked commissions will not calculate for this client. 12. Note 401k waiting period to Begin (Eligibility) days, months, or quarter in the box provided. This information is used in the calculations for the Deferrals Reports. 13. Indicate an overtime factor. Darwin will use the designated factor to automatically calculate a pay rate for overtime pay codes. An overtime factor should be indicated even when Blended Overtime functionality is being used. 14. If tracking the client s standard industry code, enter the applicable SIC. ThinkWare Think About It. Darwin User Guide Page 22 of 95
23 Client Options 15. Checkboxes are available to activate/inactivate settings: Generate Certified Payroll No Agency Checks Use Blended OT Rates Automate Agency Check Batch Processing 16. If desired, activate Automatic Recapture for the client and specify a default recapture from setting. From Client From Employee From Client then Employee 17. If desired, activate Transaction Split for the client. Click on button to open window to enter related settings. The transaction types for which splits can be defined: Department Local Tax Code Paycode Position Workers Comp Code 18. If desired, activate Consolidation, and note setup for the Transporter Interface Consolidation. 19. Mark the Calculate WC Multi-Comp on Straight Pay Rate checkbox to calculate the overtime rate used in the Multi-Composite charge for Worker Comp wages based on the straight hourly rate, rather than the overtime premium rate for OT hours. 20. Divisional Invoicing Options: a. If Prorate Benefit For Divisional Invoicing is marked benefit charges on the invoice will be pro-rated based on the wages included in the division. If not marked Benefit charges will be included in total on the division invoice based on the employee s home department s division assignment. b. If Prorate Agency Credits For Divisional Invoicing is marked the Agency Credit will be pro-rated based on the wages included in the division. If not marked, the Agency Credit will be included in total on the division invoice based on the employee s home department s division assignment. c. If Suppress Divisional Department Build Warning is marked, the build report will not advise when the default division is used in processing. 21. If Use Component Billing is marked and setup through the Component Setup button, the Component Billing functionality and reporting will be available on the Client Charges window and through invoicing and reporting. 22. If Additional FUTA functionality is being used, three Additional FUTA Invoice Options are available for invoice processing. a. Include in FUTA calculation the additional FUTA billing amount will be included in the FUTA billing amount on the invoice. b. Create separate line item the additional FUTA billing amount will be included in a separate line on the invoice c. Create separate line item by state the additional FUTA billing amount will be included in a separate line by SUTA State on the invoice 23. The fields in the A/R Defaults button will populate from the client class, if this client is assigned to a class. If necessary, changes can be made. 24. If credit card payments are accepted from this client, click the Bank/Credit Card Info button and enter the appropriate information. ThinkWare Think About It. Darwin User Guide Page 23 of 95
24 Client Options 25. Click the EEOC Information button to enter client specific information for EEOC consolidated reporting. Refer to Getting Started Guide for more information on EEOC reporting setup. 26. When finished, click Ok. Client ID/Name Display only fields that identify the client for whom you are entering information. Admin Fee 1,2,3 If you would like to see detail on the Client Profitability and Client Invoice Totals reports (Reports/Sales) for up to three charges for this client, you may indicate those charges here. Outstanding Balance To have Darwin print a client s outstanding balance on the invoice, designate the charge to represent this balance. Additional setup is required. For details, see the OUTSTANDING BALANCE ON CLIENT INVOICE section of this document (below). Use Job Costing Client Employer ID No. Agency Credits Other Taxes HIRE Act Tax Credit Maintain History Pass 125 Savings If Job Costing is used for this client, note and setup the applicable method and defaults for Job Costing being used. (JBS, [Transactional] Job Costing, or Both) For more information, see the JOB COSTING SETUP section of this document. Enter the Client s Federal ID Number. This entry is used on the Multi-Worksite report when the report is printed by client range. To assign a different name to the Agency Credits line on invoices for this client enter a desired new name. Remember that agency credits are made up of employee benefit or deduction amounts that are credited back to the client on their invoice. For instructions on renaming the Agency Credits line on invoices for ALL clients, see COMPANY SETUP in the NEW COMPANY SETUP section of the Darwin User Guide. To assign a different name to the Other Taxes line on invoices for this client enter a desired new name. Remember that other taxes are made up of the employer taxes that are flagged to summarize, according to the Client Charges window. For instructions on renaming the Other Taxes line on invoices for ALL clients, see COMPANY SETUP in the NEW COMPANY SETUP section of the Darwin User Guide. Use this field to note the HIRE Act Tax Credit label on the invoice. If marked at the time the year-end closing is performed, Darwin will maintain historical information for this client after the year is closed. If marked, Darwin will pass the savings received from cafeteria 125 plans (pretax deductions) to the invoice. For example, if gross payroll is $500 and a $50 deduction is sheltered from FICA, the company s FICA tax liability will be based on $450. If passing 125 savings, the FICA billing amount will be based on $450 also. If not passing 125 savings, the FICA billing amount will be based on $500. Do Not Show Invoice Mark the checkbox to suppress Invoice window pop-up at the completion of the Window When Payroll payroll process. A prompt that payroll processing is complete will open to Completed confirm completion at the end of the payroll process. Edit PTO Taken Allows editing of PTO Taken hours on the Employee Edit PTO Type Rules window. A log file is created when edits are made on the employee card. ThinkWare Think About It. Darwin User Guide Page 24 of 95
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