Sage Payroll Services

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1 SAGE ACCPAC Sage Accpac ERP Sage Payroll Services Integration Guide

2 2006 Sage Accpac International, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Accpac International, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Accpac International, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Accpac International, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

3 Contents Chapter 1: Introduction Sage Payroll Services Features How Do You Set Up Sage Payroll Services? How Do You Process Payrolls? What Else Does Sage Payroll Services Do? Chapter 2: Setting Up Sage Payroll Services Steps for Setting Up Sage Payroll Services Steps for Setting Up the Sage Accpac Payroll Services Integration Module Choosing Payroll Services Integration Options Options Form Company Tab Options Form Payroll Tab Before You Start Options Form Integration Tab Changing Settings Options Form Currency Tab Adding Employees Entering Beginning Balances Before You Begin To Enter Beginning Balances Setting Up Sage Payroll Services User Security Chapter 3: Setting Up Sage Payroll Services Uploading G/L Accounts and Bank Codes Before You Upload G/L Accounts and Bank Codes Select Bank Codes for Uploading To Upload G/L Accounts and Bank Codes Entering and Processing Payrolls Follow these Steps for Entering and Processing Payroll More Details on Creating a Payroll Batch How to Print Checks and Advices at Your Office Payroll Services Integration Guide i

4 Table Of Contents Downloading Journal Entries Creating a G/L Batch Viewing Payroll Check Information Reconciling Payroll Checks Clearing Reconciled Checks Printing Payroll Services Data G/L Transactions Report in Sage Accpac ERP Information Printed on the G/L Transactions Report Payroll Reports in Sage Payroll Services Options Report Features Index ii Sage Accpac ERP

5 Chapter 1 Introduction Sage Payroll Services provides a complete Web-based payroll processing solution that integrates fully with Sage Accpac ERP. Sage Payroll Services can take care of all governmental reporting and tax deposits, W-2 generation, and optional direct-deposit processing. It s a pay-as-you-go payroll service that removes much of the burden of payroll calculation and compliance management from your business. Sage Payroll Services Features Here are some of the services we provide for you: Pay employees via a written business check or through direct deposit. Maintain tax tables to stay compliant with ever-changing tax legislation. Deposit federal, state, and local payroll taxes. Remit federal and state quarterly and annual tax returns on your behalf. Print, file, and deliver W-2s. Research and respond to inquiries from tax authorities. Produce and deliver printed checks and reports to your office electronically. Direct deposit employees net pay to an unlimited number of direct deposit accounts. Print and deliver checks using the Check Print Service at the Service Center (additional fees apply). Produce and deliver New Hire reports to the appropriate state agencies (additional fees apply). Sage Payroll Services also integrates with Sage Abra HRMS to provide a complete payroll and human resources system. If you were using another payroll processing vendor before you moved to Sage Payroll Services, you can also import an ASCII data file with employee data exported from the other application. Payroll Services Integration Guide 1 1

6 How Do You Set Up Sage Payroll Services? How Do You Set Up Sage Payroll Services? 1. Establish a payroll account with Sage Payroll Services. 2. Obtain a Sage Passport for access to the Sage Payroll Services web site. 3. Provide company information, bank information, and tax information to Payroll Services. 4. Work with Payroll Services implementation specialists to set up payroll preferences and defaults, earnings and deductions, general ledger account codes, employee information, and beginning balances. After completing setup, you can process payrolls. How Do You Process Payrolls? Once you have set up Sage Payroll Services, you are Ready for Payroll, and can: 1. Log on to Sage Payroll Services and enter timesheet information. 2. Calculate and approve the payroll run. Each payroll you enter and approve is routed to the Sage Payroll Service Center, which in turn performs all the necessary functions to process and record each payroll transaction for payment and tax reporting purposes 3. Log on to Sage Payroll Services to print checks and reports. (Payroll Services provides a range of options, from printing checks yourself or using direct deposit processing.) 4. Use Sage Accpac s Payroll Integration module to download and post general journal entries to the General Ledger module and check information to Bank Services. What Else Does Sage Payroll Services Do? When you complete a payroll run, Sage Payroll Services sends a request to your company bank for a withdrawal of funds to cover the transactions for all direct deposits and any tax liabilities incurred. When taxes are due, the Service Center transmits a request to your company s bank to withdraw funds to cover the tax liabilities, and then transfers the funds to the appropriate tax authorities to which the payments are due. 1 2 Sage Accpac ERP

7 What Else Does Sage Payroll Services Do? At the end of each quarter, the Service Center calculates, produces, and files quarterly tax returns on your behalf. At the end of each year, the Service Center calculates, produces, and remits your employees W-2s. Payroll Services Integration Guide 1 3

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9 Chapter 2 Setting Up Sage Payroll Services Before you do anything else, you must set up a payroll account with Sage Payroll Services. Then, before you can process payroll, you must set up: Your company s payroll database with Sage Payroll Services. The Payroll Services Integration module in Sage Accpac ERP. You can install and activate the Payroll Services Integration module at any time, but you must do it before you can upload G/L account information from Sage Accpac ERP to Sage Payroll Services. The steps for setting up these two components are listed separately in this guide. The implementation specialists at Sage Payroll Services will help you coordinate the setup process. Note: Most of the steps for setting up Sage Payroll Services are performed using the Sage Payroll Services Web-based application. Setting up the Sage Accpac Payroll Services Integration module is only a small part of the overall process. Steps for Setting Up Sage Payroll Services After setting up a payroll account, you will work with a Payroll Services implementation specialist to set up your company s payroll data. Depending on your needs, this process can change, but the general procedure for setting up payroll is as follows: 1. Establish a payroll account with Sage Payroll Services. 2. Obtain a Sage Passport for access to the Sage Payroll Services Web site and Web-based application. Once you have your Sage Passport, you can add the communication settings to the Payroll Services Integration form in Sage Accpac ERP. 3. Provide company information, bank information, and tax information to Payroll Services. Payroll Services Integration Guide 2-1

10 Steps for Setting Up the Sage Accpac Payroll Services Integration Module Sage Payroll Services will set up a database for your company and let you know when you can start entering company and employee information. 4. Work with Payroll Services implementation specialists to set up payroll preferences and defaults, earnings and deductions, general ledger account codes, bank codes, employee information, and beginning balances. Log in to Sage Payroll Services and use the Setup Checklist to keep track of your company setup progress while setting up company defaults, employee data, payroll information, and beginning balances. Note: Check with your Sage Payroll Services Implementation Specialist before you enter any beginning balances. Keep in mind that before you can run any payrolls, you must complete all items on the Setup checklist, including setting your employees beginning balances. In this step, you would also upload G/L accounts and Bank Services bank codes from Sage Accpac ERP using the Upload G/L Accounts form in the Payroll Services Integration module. 5. After completing setup, you can process payrolls. For instructions on using the Sage Payroll Services Setup Checklist, see the Sage Payroll Services Getting Started guide. It usually takes about six weeks after setting up an account with Sage Payroll Services before you are actually ready to process your payrolls. Steps for Setting Up the Sage Accpac Payroll Services Integration Module 1. Install and activate Payroll Services Integration. If necessary, activate General Ledger, G/L Subledger Services, and Bank Services. Note: You must get an activation code from Sage Accpac before you can install the Sage Accpac integration modules for Sage Payroll Services. 2. Optional: Create an optional field to identify payroll accounts in your general ledger in Common Services and add it to General Ledger accounts. 2-2 Sage Accpac ERP

11 Steps for Setting Up the Sage Accpac Payroll Services Integration Module This step is not required, but it s easy to use optional fields to identify payroll accounts for uploading to Sage Payroll Services. (See the Sage Accpac System Manager User Guide for information on using optional fields.) 3. Add new payroll accounts to your general ledger, if necessary, and assign the payroll optional field to all payroll accounts (if you added the optional field in step 2). 4. In Bank Services, add any bank codes that you want to use for processing payroll. 5. When you get your Sage Payroll Services passport, enter Payroll Services communication information in the Payroll Services Integration Options form. 6. Select the Integration tab in the Payroll Services Integration Options form, and set up schedules for downloading payroll transactions from Sage Payroll Services. You can also choose your G/L integration options. 7. If you have a multicurrency ledger, select the currency for your payroll. (At this time, Sage Payroll Services is available in US currency only.) 8. Use the Banks form in the Payroll Services Integration module to identify the bank codes that you want to use for payroll checks and direct deposit payments. 9. Upload G/L Accounts and bank codes to Sage Payroll Services. You can use the optional field that you added to payroll accounts to select the G/L accounts to be uploaded. You will use this form very rarely once you start processing payrolls only if you change or add bank accounts, add deductions or earnings, or change your company organization. Once everything is set up on the Sage Payroll Services side, you are ready to go. We suggest that you set up a schedule in Sage Accpac ERP to download transactions automatically and then post transaction batches automatically to the G/L. Note: You must be using General Ledger 5.4 or higher to post batches automatically in General Ledger. Payroll Services Integration Guide 2-3

12 Choosing Payroll Services Integration Options Choosing Payroll Services Integration Options Once you have activated Payroll Services Integration in Sage Accpac ERP, your first task is to use the Payroll Services Integration Options form to enter general ledger integration information and choose which Payroll Services processing options you want to use. Your choices determine how Sage Accpac ERP works with Sage Payroll Services. You can also use the form after setup to review your entries and, as needed, change most of them. The following sections explain the purposes and effects of the choices you make in the Options form. See the online help for more information on any options. Options Form Company Tab This tab lets you change the contact name, telephone number, and fax number for the company s Payroll Services administration. Note: Use the Company Profile form in Common Services to change the company name and address, contact name, telephone number, and fax number at the company level. Depending on the choice of the Format Phone Numbers option in the Company Profile in Common Services, parentheses and hyphens may be inserted automatically. Options Form Payroll Tab This tab lets you: Enter communication information for uploading G/L account information and bank codes to Sage Payroll Services and for downloading G/L transactions and check information. Test the communication settings. Choose the Sage Payroll Services database that is associated with this Sage Accpac ERP database (if you have more than one database for processing payroll). Before You Start Get the Sage Payroll Services URL. Get the Sage Passport information for logging on to Sage Payroll Services ( address and password). 2-4 Sage Accpac ERP

13 Choosing Payroll Services Integration Options Find out from your system administrator if your company has a proxy server, and, if so, its IP address and the port number that you are supposed to use for communicating with Sage Payroll Services. This is the same information regarding proxy server use that your browser needs to communicate with sites on the Internet. If you have a proxy server, and the server requires a password, have the system administrator assign an ID and password for communication with Sage Payroll Services. Test your settings. Once you have entered the communications settings on the Payroll tab, click the Get Companies button to test the connection with Sage Payroll Services. Choose the company database. If your company has more than one company payroll database set up with Sage Payroll Services, you will have to choose the one that is associated with this Sage Accpac ERP database. Options Form Integration Tab This tab lets you: Assign schedules for automatically uploading G/L account and bank information and downloading G/L transactions. You can choose an existing schedule, or click the Zoom button to add one. Check the date when you last uploaded G/L Accounts (for example, to see if you did an upload after adding a new payroll deduction). Check the date that you last downloaded G/L transactions from Sage Payroll Services. Look up the sequence number that will be used the next time you download G/L transactions from Sage Payroll Services. Choose General Ledger Integration options: Specify whether to add general ledger transactions to the G/L batch during download of journal entries, or to create the transactions at a later date using the Create G/L Batch icon. Choose whether to create a new G/L batch each time you create the G/L batch (and optionally automatically post the batch) or add new transactions to the existing batch. Payroll Services Integration Guide 2-5

14 Adding Employees Choose whether to consolidate the G/L batch when you post, or always enter full transaction details in the batch. Changing Settings You can change any of your choices on the G/L Integration Options page at any time. However, you should be aware that any changes you make will apply only to general ledger transactions created after the change, and will not affect existing general ledger batches. Note: If you want to change from using the Create G/L Batch form to produce your general ledger transactions to creating them while downloading journal entries, be sure to run Create G/L Batch to process any outstanding transactions first, to avoid accidentally omitting transactions from your general ledger batches. Options Form Currency Tab This tab has one setting that lets you specify the payroll currency if you are running a multicurrency system. For example, a Canadian company that used Sage Payroll Services to pay employees in the United States would set the Payroll Currency to USD. Adding Employees You add employees using the Sage Payroll Services Web application. If you have Sage Abra, you can upload employee information when you are setting up Sage Payroll Services. Once you are set up, however, you must add employees using Sage Payroll Services, and then synchronize to update Sage Abra. To add employees in Sage Payroll Services 1. Log on to Sage Payroll Services. 2. On the Home page, verify the correct company is selected. 3. From the Maintain menu, select Employee. 4. Select Add. 5. Enter an identification number for the employee on the Personal tab, and enter the employee s required information. 2-6 Sage Accpac ERP

15 Entering Beginning Balances 6. On the Pay Info tab, enter the employee s job title and the department in which the employee will be working. 7. Select the remaining tabs to continue adding the employee s information. 8. Select Save. For more information, refer to the Sage Payroll Services online help. Note: You cannot delete employees who have any payroll history in the current or previous calendar year. Entering Beginning Balances If you are starting payroll midway through a year, you must enter beginning balances using the Sage Payroll Services Web application. Before You Begin Contact your Implementation Specialist to let them know you are ready to enter beginning balances. If you have more than one company operating under the same EIN, you must enter beginning balances for all the companies before you can start processing payroll for any of the companies. Complete the Setup Checklist so that the company, payroll codes and employee information are set up correctly. If the Service Center has already approved beginning balances for your companies, the check box for the Beginning Balances step in the Setup Checklist will be selected and disabled (grayed out). If you need to modify balances and have not yet started running payrolls, contact the Service Center to reopen your balances. If you have already started running payrolls, you cannot modify balances. Contact the Service Center to make necessary adjustments. To Enter Beginning Balances Log on to Sage Payroll Services. From the Maintain menu, select Setup Checklist and click Beginning Balances to open the page. For more information, refer to the Sage Payroll Services online help and to the Sage Payroll Services Getting Started guide. Payroll Services Integration Guide 2-7

16 Setting Up Sage Payroll Services User Security Setting Up Sage Payroll Services User Security You change set up and change user security using the Sage Payroll Services Web application. Payroll administrators can give new users access to Sage Payroll Services by using the User Security page in Sage Payroll Services. If a new user has a current Sage Passport membership, the system will validate their address as their Passport membership and grant access to the system. If the user does not have a Sage Passport membership, you can set up a new Passport account for them, and they will be granted access to the system. Note that only payroll administrators can add and modify new and existing users. For more information, refer to the Sage Payroll Services online help. 2-8 Sage Accpac ERP

17 Chapter 3 Processing Payrolls Once you set up Sage Payroll Services, a payroll cycle can include the following steps: 1. If necessary, update General Ledger account information using the Upload Accounts form in the Sage Payroll Services Integration module (in Sage Accpac ERP). General Ledger accounts change rarely, so this will not be a common task. 2. Update employee information and earnings and deductions information by logging onto Sage Payroll Services. Even if you use Sage Abra HRMS, you should always add new employees and change employee data in Sage Payroll Services, and let Sage Payroll Services update your employee records in Sage Abra. 3. Log on to Sage Payroll Services and open a payroll batch by selecting the groups of employees you want to pay, the type of payroll run, the bank code you want to use, and the check date. The system creates the payroll transactions for the batch using the company defaults and specific payroll information that has been set up for each employee. 4. Make necessary additions or changes to employee records, such as modifying hours worked, adding a bonus, or adding overtime. 5. Calculate and approve the payroll. When you approve the payroll run, the payroll system notifies the Service Center that a payroll has been run and approved. The Service Center receives the notification, and performs the necessary procedures for processing the payroll. When the Service Center completes the procedures, you receive a notification in the Message Center that payroll reports, checks, and advices are ready for printing. 6. You print checks and advices and run the reports for the payroll. Note that you may be printing checks yourself, using the optional Check Print Service (where the Service Center prints your checks for you), or using direct deposit. Sage Accpac ERP Integration 3 1

18 Uploading G/L Accounts and Bank Codes 7. In Sage Accpac ERP, run Download Journal Entries to import the payroll transactions and add check and direct deposit information to Bank Services. 8. Run Create G/L Batch in Sage Accpac ERP if you use the Create Batch icon to create batches for the General Ledger. 9. Reconcile payroll checks when you perform bank reconciliation in Bank Services. 10. Clear reconciled checks and direct deposits from the Sage Payroll Services Integration module. Uploading G/L Accounts and Bank Codes You use the Upload Accounts form to transfer G/L account information and Bank Services bank codes from Sage Accpac ERP to Sage Payroll Services. You can assign a schedule to this task, but, most likely, you will only use this form when you first set up payroll and on the rare occasions when you add new payroll deductions. Sage Payroll Services and creates general ledger transactions and check information for the set of account codes and bank codes that you upload using this form. If you have a small chart of accounts, you may upload all of your accounts or a subset that includes ones for payroll. If you have a larger chart of accounts, you will probably upload just the accounts that you need for payroll. (See the notes under "Important Before you upload accounts.") Upload Accounts replaces the previous set of codes Note: Each time you upload G/L Accounts, you will totally replace the set of account codes and bank codes that you uploaded previously. If you change G/L accounts, you must reassign the G/L debit and credit defaults for your deductions, earnings, cash, and tax payable/expense accounts. Before You Upload G/L Accounts and Bank Codes Add the communication settings to the Payroll tab of the Options form for the Payroll Services Integration module. You must add the Options settings before Sage Accpac ERP can communicate with Sage Payroll Services. 3 2 Sage Payroll Services

19 Uploading G/L Accounts and Bank Codes Make sure that you understand how to select the G/L accounts that you are uploading. We suggest that you create an optional field to identify the payroll accounts that you are uploading, and then use the optional field value for the account selection criteria. Test the selection criteria for uploading accounts. You can print the Chart of Accounts report in General Ledger using the same selection criteria as you plan to use for uploading accounts. (You can even set the Finder criteria to view the set of accounts that will be uploaded.) Use the Banks form in the Sage Payroll Services Integration module to mark all of the banks that you want to upload to Sage Payroll Services. Upload Accounts will only upload bank codes that you selected using the Banks form and within the range of bank codes that you specify on the Upload Accounts form. Select Bank Codes for Uploading You use the Bank form in the Sage Payroll Services Integration module to mark all of the banks that you want to upload to Sage Payroll Services. 1. Double-click the Banks icon. 2. Use the Finder or the navigation buttons to choose a bank code that is used for payroll checks. 3. Select the Upload to Sage Payroll Services checkbox, and click the Save button. 4. Continue to choose all payroll bank codes, and select the Upload to Sage Payroll Services checkbox for each one you need. You can use the Finder to verify that you have selected all required bank codes. To Upload G/L Accounts and Bank Codes 1. Double-click the Upload Accounts icon. 2. Specify the selection criteria for G/L accounts. If you have a large chart of accounts and are selecting accounts within a particular department or business unit (represented by segment ranges), you can speed the upload process by choosing Select By Segment at the top of the form, and first specifying the range of Sage Accpac ERP Integration 3 3

20 Uploading G/L Accounts and Bank Codes segments that reduces the number of accounts by the biggest amount first such as the department. If you are selecting by optional field: a. Click in the first cell under Account Optional Field at the bottom of the form. b. Click the Finder, and select the optional field that identifies payroll accounts for uploading. c. Specify the field value that identifies payroll accounts (usually "Yes"). d. If uploading accounts for a particular division or department, enter the appropriate segment ranges. If you are uploading a range of accounts that includes all of your payroll accounts: a. Choose Select By Account at the top of the form, and specify the range of accounts that you want to upload. b. If uploading accounts for a particular division or department, enter the appropriate segment ranges. If you are uploading accounts for a particular department or division: Choose Select By Segment at the top of the form, choose the account segment that lets you select the department or division you want, and specify the department or division code in the To and From fields. If you want to restrict the accounts to a particular account range or group within the department or division, select the account segment or other appropriate segment and specify the code range. 3. Specify the range of bank codes that you want to upload. Note: The program will only upload bank codes in the range you specify that you already marked for payroll use with the Banks form. 4. Click the Upload button. After uploading accounts and bank codes, the program will display a message stating the number of G/L accounts and the number of bank codes that were successfully uploaded. 3 4 Sage Payroll Services

21 Entering and Processing Payrolls Entering and Processing Payrolls Log on to Sage Payroll Services and use the Payroll Entry pages to create new payroll batches as well as to edit and delete existing batches. Note: You cannot run payrolls for inactive employees. If you need to pay an inactive employee, you must first activate the employee, pay them and then inactivate them again. If it is the employee s last check, remember to make them inactive after you process the final payroll for them. If you have multiple companies If your system is set up for more than one company, you can be working on one payroll batch per company at the same time. Also, an employee can be included in more than one open (unapproved) payroll batch, but only when the batches are created for separate companies. In this situation, if you have multiple open batches that include the same employee, the system will remind you that you must Calculate All before you can approve any of the open batches. If you have multiple users Only one user can be working on an open payroll batch at a time. If a second user attempts to access a payroll batch that is currently open, the second user receives a message "A payroll user is currently viewing or editing the Payroll Entries. Please try again later" and is not permitted to open the batch. To minimize the time a page is held open, the system makes periodic checks for page action. If there is no action on the page for three minutes, the system will automatically save any edits that were made and then release the page. If your system is set up for more than one company, you can be working on one payroll batch per company at the same time. Also, an employee can be included in more than one open (unapproved) payroll batch, but only when the batches are created for separate companies. Follow these Steps for Entering and Processing Payroll 1. Run the synchronization process to upload Sage Payroll Services with the latest data from your integrated application. 2. Create a new payroll batch. 3. Review and edit payroll entry details. Sage Accpac ERP Integration 3 5

22 Entering and Processing Payrolls 4. Calculate payroll for all employees: After you have entered payroll and verified your entries are correct: a. Select Calculate All to calculate earnings, deductions, and taxes for all employees in the batch. b. Select Save. 5. Approve the payroll: After you have selected Calculate All and Save, you are ready to approve the payroll. a. Select Approve. If the Approve button is disabled, it means the batch must be re-calculated. b. A message displays and requests confirmation to approve the payroll. It is important to note that once you approve the payroll run, it is final and you cannot make any changes. c. Click OK to the confirmation message to complete the payroll approval process and submit the payroll to the Service Center. Otherwise, click Cancel if you need to make more changes. d. When the Service Center completes payroll processing, you will receive a notification that you can start printing checks and advices. You will receive the notification at the Message Center (on the Home page) no later than 8:00am (your time zone) on the day after you approve the payroll. 6. Print checks and advices. 7. Run Service Center reports: You will also receive notifications at the Message Center that Service Center reports are ready to run. We recommend you run all Service Center reports as they contain payroll funding and transaction information for your approved payrolls. Print a hard copy for your files and save the.pdf file to a disk or other media for safekeeping. 8. Run Download Journal Entries in Sage Accpac ERP to download the G/L transaction and check/direct deposit information. Note: The G/L Transaction batch includes separate entries for each check (unless you consolidate entries), and includes a single entry for all direct deposits made during the payroll run. It may also contain tax impound entries if you chose to have Sage Payroll Services report and remit taxes. 3 6 Sage Payroll Services

23 Entering and Processing Payrolls 9. Run Check Inquiry to verify check and direct deposit information. Check Inquiry also displays a single entry for all direct deposits. 10. Reconcile payroll checks when you do the regular bank reconciliation in Sage Accpac Bank Services. More Details on Creating a Payroll Batch 1. Log onto Sage Payroll Services using an Internet browser. 2. From the Tasks menu, select Payroll Entry. The Summary page opens and lists existing batches. The number of batches displayed is determined by the Number of days to display batches setting in Payroll Preferences. 3. Select Add Row to open the Create Payroll Batch page. 4. Select the payroll batch type: Regular: Regular payroll runs are based on the payroll processing calendar for the process group to which each employee is assigned (that is, weekly, biweekly, semimonthly, or monthly). Regular payroll runs automatically update all vacation, sick, and personal accruals you have set up for your employees. Select regular run for normal payrolls. Extra Off-Cycle: Off Cycle runs are typically run for employees bonuses or commissions and they can be run at any time for a specific check date. The system uses the pay frequency that is associated with each employee s process group (payroll processing calendar) so it can annualize wages for tax calculation. Off Cycle runs do not automatically update vacation, sick, and personal accruals; however, you can manually update them during payroll entry. Manual check: A manual check is created for one employee on demand at any time for a specific check date. Manual checks are not based on the payroll processing calendar. Manual check runs do not automatically update vacation, sick, and personal accruals; however, you can manually update them during payroll entry. Sage Accpac ERP Integration 3 7

24 Entering and Processing Payrolls Note: If you want to import a time sheet for a regular run or extra off-cycle batch, select the Import Time Sheet check box and go to Import Time Sheet for complete instructions. 5. Select or enter the Check Date. This is the date the payroll is processed and will be paid to the employee by check or direct deposit. Regular Run: Select a check date from the list. The check dates are pre-determined by the process groups payroll processing calendars. Note that only dates that are past the payroll processing deadline can be selected. Extra Off-Cycle Run: Enter a check date. Remember that the deadline for processing payroll is always three business days prior to the check date. This means that the check date must be at least three business days before the current date. Manual Check: Enter a check date. For manual checks, the check date can be the same as the current date. 6. Select employees who are Salaried, Hourly, or Both. 7. Select employees who are paid by Check, Direct Deposit, or Both. 8. Select one or more Process Groups. The process groups that are available to be selected depend on the run type and the check date. Here are some examples: For manual checks, process groups do not apply and are disabled. Once an employee or process group is included in a payroll batch (including a manual check for one employee), the process group is disabled and cannot be included in any other batch until the open batch is approved or deleted. If the check date is not included in a process group s pay calendar, the process group is disabled and cannot be selected. If you are importing a time sheet, process groups do not apply and are disabled. 9. Select OK to save your selections and open the Payroll Entry Details page. 10. Enter details for the payroll batch. How to Print Checks and Advices at Your Office Once you have processed a payroll run, you can log on to Sage Payroll Services and print checks and payment advices. 3 8 Sage Payroll Services

25 Entering and Processing Payrolls The Print Checks/Advices page lets you to print employees checks and direct deposit advices for approved payroll runs. For regular payroll runs and extra off-cycle runs, you must first receive a notification in the company s Message Center (on the Home Page) that the checks and advices are ready to print. A notification is not required for printing manual checks, so you can print the manual check immediately after you ve entered the information and approved it. Note: If you had the Service Center reverse an entire payroll, you will still see the notification that checks are ready to print. However, if you proceed to the Print Checks/Direct Deposits page to print the checks, they will no longer be available to print. To print checks or advices 1. Log on to Sage Payroll Services. 2. Verify the correct check/advice stock is loaded in your printer. 3. From the Tasks menu, select Print Checks/Advices. 4. For Form Type, select Check for printing checks; select Direct Deposit for printing non-negotiable direct deposit advices. 5. In the Payroll Run list, select the appropriate payroll run (it is identified by its check date and payroll frequency). The payroll s total net pay is displayed along with the number of forms (checks or advices) needed for the run. 6. Review the First Check Number to confirm it is correct. The system sets this number automatically to the next available check number for the selected payroll run. Note: If you change the First Check Number so that it is not the next sequential check number when compared to the Last Check Number, you will receive a message to verify that the First Check Number is correct. If it is correct and you want to start a payroll run with a nonsequential check number, click OK to the message. If you do not want to continue, click Cancel and then enter a sequential check number. 7. If you are printing checks and your company is set up with one or more check Signatures, choose whether or not to include the signatures on the checks. This does not apply to direct deposit advices. Sage Accpac ERP Integration 3 9

26 Downloading Journal Entries 8. If you need to move the printed text vertically or horizontally on the check/advice stock to compensate for printer variations, enter a positive or negative number of inches for a horizontal or vertical offset. Enter a negative number to move printed text to the left. Enter a positive number to move printed text to the right. Horizontal offset must be between and 0.35 inches. Enter a negative number to move printed text up. Enter a positive number to move printed text down. Vertical offset must be between and 0.35 inches Click Print Test Form to see the alignment and adjust it as necessary until your test form is correct. 9. Select Save to open the Crystal Reports viewer. 10. Verify the checks/advices will print correctly and then click the print button. Adobe Reader opens and displays the checks and/or advices. 11. Click Print to send them to your printer (printed checks and advices are sorted first by employee name and then by employee number). 12. Click the Close button to close Adobe Reader. The Print Confirmation dialog box will appear. 13. Click Yes if the checks/advices printed correctly. Otherwise, click No to open the Reprint Checks dialog box, and then do the following: a. Enter the number of the check or advice that last printed correctly. b. Enter the number of the first check or advice that did not print correctly. c. Click Reprint. The Crystal Reports viewer opens. d. Repeat steps 9 through 12. Downloading Journal Entries Use the Download Journal Entries form in Sage Accpac ERP to download all journal entries from processing payrolls since the last time that you downloaded journal entries. The Download Journal Entries process links Sage Accpac ERP to Sage Payroll Services and downloads an XML file containing G/L journal entries and check information for Bank Services Sage Payroll Services

27 Downloading Journal Entries As it receives the XML file, the download program creates G/L transactions in Accpac format and adds the check information in Bank Services. Then, depending on your General Ledger integration options, the transactions can be added to a G/L batch and posted directly to G/L accounts. You can automate the complete download process in the following way: Set up a schedule for running Download Journal Entries. You can select or specify the schedule in the Options form for Payroll Services Integration in Sage Accpac ERP. Choose the option to have G/L transactions created during the download (rather than using the Create G/L Batch icon). Choose the option to create a new batch and post it automatically in General Ledger. In any case, the check information will be added automatically to Bank Services when the XML file has been successfully downloaded. Before downloading journal entries 1. Add the communication settings to the Payroll tab of the Options form for the Payroll Services Integration module. You must add the Options settings before Sage Accpac ERP can communicate with Sage Payroll Services. 2. Enter employee timesheet information and process your payroll. When the payroll Service Center completes the payroll run, it will send you a notification in the Payroll Services Message Center for that payroll reports, checks, and advices are ready for printing (or they may print checks for you or perform direct deposits). At this point, you can download the payroll journal entries. After downloading journal entries 1. Log on to Sage Payroll Services and print your payroll reports. 2. Print the G/L batch that you posted in Sage Accpac General Ledger. To download journal entries 1. Double-click the Download Journal Entries icon. 2. Click the Download button. After downloading journal entries, the program will display a message stating the number of transactions that were downloaded successfully. Sage Accpac ERP Integration 3 11

28 Creating a G/L Batch Creating a G/L Batch You use the Create G/L Batch form to create general ledger transactions from transactions which have been downloaded from Sage Payroll Services since the last time that you created a G/L Batch. Only if you do not create batches during download Note: You use this form to create general ledger batches only if you do not use the Create G/L Transactions During Download Journal Entries Integration option on the Integration tab of the Options form. You must print the transactions before you create the transaction batch or you can print them from the General Ledger program. Before you start Select options on the Integration tab of the Options form. Print the G/L Transactions report using the Create G/L Batch form, and then file it with your audit trail reports. You cannot print the G/L Transactions report after you create G/L batches. To create the General Ledger batch 1. Double-click the Create G/L Batch icon. 2. Specify the Download Sequence Number up to which to create general ledger transactions. (You create the transactions for all outstanding download sequence numbers up to and including the number you specify.) 3. Click Process. After using the Create G/L Batch form, post the batches in Sage Accpac General Ledger. Viewing Payroll Check Information You use the Check Inquiry form to look up payroll checks and direct deposits created by Sage Payroll Services. You can select checks by bank range, check status, check type (check or EFT), date range, year and period range, and check number range. You can look up check information until it is cleared from the Sage Payroll Integration module using the Clear Reconciled Checks form. (Reconciled checks are cleared from Bank Services when you post a Bank Reconciliation that includes the checks.) 3 12 Sage Payroll Services

29 Reconciling Payroll Checks To use the Check Inquiry form to look up payroll checks 1. Choose Check Inquiry from the Payroll Services Integration folder. The Check Inquiry form displays all checks that have been processed and downloaded from Sage Payroll Services as the default list. 2. You can restrict the display to checks that meet selected criteria by selecting: A range of bank codes on which the checks were drawn. A check status to include only checks that are outstanding, void, or cleared, or you can display all checks that meet the other specified criteria. A check type to include only Check or EFT payment types, or you can display all payments that meet the other specified criteria. A range of check dates to include only checks that were posted within the specified date range. A range of years and periods to include only checks that were posted within the specified year and period range. A range of check numbers. 3. Click the Go button ( ) to refresh the display to show checks that meet the selected criteria. 4. To print the Check Inquiry report, click the Print button. Reconciling Payroll Checks Sage Payroll Services provides integration with Bank Services in Sage Accpac ERP, so you can easily track and reconcile payroll checks generated by Sage Payroll Services. As with other checks, checks generated by Sage Payroll Services are matched to cashed or electronically-deposited checks in the Bank Reconciliation form in Bank Services. If you take advantage of OFX statements, most of the check reconciliation is done for you by the program. Note the following points: Bank Services deletes check information When you post a bank reconciliation, Bank Services deletes the check information for all cleared checks from the Bank Services module, but only changes the check status in Payroll Services Integration. Sage Accpac ERP Integration 3 13

30 Reconciling Payroll Checks Payroll Services keeps check information The Payroll Services Integration module keeps check information for cleared (reconciled) checks until you remove it using the Clear Reconciled Checks form. To reconcile payroll checks and direct deposits 1. If you use OFX bank statements, open the Import OFX Statements icon in the Bank Reconciliation folder, and import the bank statement for the payroll checks. You can also use the File, Import choice in the Reconcile Statements form to import OFX statements. 2. Open the Reconcile Statements form in Bank Services. 3. Select the Bank code for the payroll checks that you want to reconcile. 4. Fill in the fields in each tab, clicking Save before you move from one tab to another, as described below: Summary tab. On this tab, you enter statement and reconciliation dates, along with the statement balance if you are entering the statement information manually. Entries tab. On this tab, you add any transactions from the bank statement that you have not already entered in your accounting system (for example, service charges), and you may enter transactions to cover tax impound amounts from the payroll run. For example, if Sage Payroll Services pays the payroll tax amounts to the applicable taxing authorities, your bank statement may include the total amount of employer and employee tax contributions for the payroll run. You could make an entry here to credit your bank account and debit the tax liability accounts. (You could see the tax liability amounts on the Sage Payroll Services reports.) Withdrawals tab. On this tab, you can enter and clear outstanding checks. Note that you cannot reverse payroll checks here, or use the Reverse Payments form in Bank Services to reverse payroll checks. You must go through Sage Payroll Services to void or reverse any payroll checks. 5. Display the Summary tab, and click Calculate. If the Adjusted Statement Balance does not equal the Adjusted Book Balance for the bank account, the reconciliation is not balanced. There are several possible reasons: The statement ending balance is incorrect Sage Payroll Services

31 Clearing Reconciled Checks A check or deposit cleared the bank with an amount different than that recorded in Bank Services, but you have not changed the Reconciliation Amount Cleared accordingly. A check has the wrong status. Either the item has cleared the bank but still has the status Outstanding or In Transit, or the item has not cleared the bank yet but is marked Cleared. A bank entry was made for the wrong amount. 6. Print the Reconciliation Status report for the bank account you are reconciling. a. Compare the report to the bank statement, looking for the reasons for the Out Of Balance amount. b. Make any necessary corrections, and then click Calculate again. When the Adjusted Statement Balance equals the Adjusted Book Balance for the bank account, the statement is balanced, and you can post it. When you post the reconciliation, the payroll checks will no longer appear in Bank Services, but you can still view them in the Check Inquiry form in the Sage Payroll Services Integration module. 7. Click Save, and then click Close. After reconciling the bank account, post the reconciliation using the Post Reconciliations icon. Clearing Reconciled Checks The Clear Reconciled Checks form lets you permanently remove check records from the Sage Payroll Services Integration module. Once you clear reconciled checks, you can no longer view the check information using the Check Inquiry form. Note: Reconciled checks are checks that have been assigned a Cleared reconciliation status in the Bank Reconciliation form in Bank Services. Reconciled checks are removed from Bank Services when you post the Bank Reconciliation; however, a record of each check remains in the Sage Payroll Services Integration module until you remove the check information using the Clear Reconciled Checks form. You can keep the check information as long as you like. Sage Accpac ERP Integration 3 15

32 Printing Payroll Services Data To clear reconciled checks 1. Choose Clear Reconciled Checks from the Payroll Services Integration folder. 2. Select the reconciled checks that you want to permanently remove from Payroll Services Integration by specifying: A range of bank codes for the checks that you want to clear. A check status to include only checks that are void or cleared, or you can delete all checks that meet the other specified criteria. A check type to include only Check or EFT check types, or you can display all checks that meet the other specified criteria. A range of check dates to include only checks that were posted within the specified date range. A range of years and periods to include only checks that were posted within the specified year and period range. A range of check numbers. 3. Click the Clear to permanently remove the check information from Sage Accpac ERP. Printing Payroll Services Data G/L Transactions Report in Sage Accpac ERP Sage Payroll Services Integration (in Sage Accpac ERP) lets you print the G/L Transactions report before moving the G/L transaction batch to the General Ledger for posting. The report is a list of all general ledger journal entries created from all transactions downloaded from Sage Payroll Services since the last time you created the general ledger batch (using the Create G/L Batch form). Note: The G/L transactions report is available only if you use the Create G/L Batch icon to create G/L batches. If you create G/L batches when you download the G/L Journal Entries, you will have to print the batch using the General Ledger module Sage Payroll Services

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