Hierarchy of a Standard PEO. Company

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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

25 Client Options Bypass A/R Post Window If marked, the Receivables Transaction Entry window will auto-post when the Invoice Entry window is posted. Commission Options Mark one of the available options to automate commission calculations when the invoice is posted. Automatically Calculate Commissions will calculate automatically when the invoice is posted. Never Calculate When marked commissions will not calculate when the invoice is posted. 401k Waiting Period Note number of days, months, or quarters in the box provided. When a number To Begin Eligibility is entered a drop down box will display from which you choose Days, Month, or (days) Quarter. This is used in the calculations for the Deferrals Reports. Overtime Factor SIC Code Generate Certified Payroll No Agency Checks Use Job Costing Use Blended OT Rate Automate Agency Check Batch Processing Enter the overtime factor to be used by Darwin to calculate pay rates for pay codes that have a pay type of overtime. For example, if the base code s pay rate is $10/hour and an overtime factor of 1.5 is setup, Darwin will automatically calculate the employee s overtime pay code s rate to be $15/hour. When using Blended OT functionality it is still necessary to provide the factor to calculate the base hourly rate to which the Blended Overtime Premium will be added to the base hourly rate for the Blended Overtime Rate. If applicable to the client, enter or choose the Standard Industry Code. If marked, Darwin will keep track of all certified payroll information necessary for inclusion on the certified payroll reports. If this is unmarked, a certified payroll may still be created but the certified reports will print blank. If marked, Darwin will not generate agency checks (payables) or agency credits for this client. Remember that Agency Checks are made up of employee benefit or deduction amounts that are either credited back to the client on their invoice or for which a purchasing voucher is created. If marked, the job costing function for this client will be enabled. Up to five levels of job costing can be defined and assigned to employees for processing. For more information, see the JOB COSTING SETUP section of this document (below). If marked, Blended Overtime functionality will be used to calculate the Blended OT Premium. See the BLENDED OVERTIME in the PAYROLL PROCESSING section of the DARWIN 10 USER GUIDE for details on setup and processing of the Blended Overtime Premium. If marked, benefits and deductions for this client that are setup with Vendor agency information will be considered for inclusion in an automated agency check batch. The settings indicated here serve as a default when the Select Checks window displays during processing, at which time you may make a different selection. For more details, see AUTOMATED AGENCY CHECK BATCHES in the DARWIN 10 USER GUIDE - PAYABLES PROCESSING. One Payables Check Per: Indicate whether one payable check should be created for each Vendor or for each individual vendor Invoice. If per Vendor, all invoices for each vendor will be totaled and a single check ThinkWare Think About It. Darwin User Guide Page 25 of 95

26 Client Options Automatic Recapture Transaction Split Consolidation will be printed for each vendor. If per Invoice, a separate check will be created for each invoice/voucher. Payables Checkbook ID: Select the checkbook that is to be used to pay the checks in the agency batch. If marked, the automatic recapture feature will activate for this client. For more details, see AUTO RECAPTURE in the PAYROLL SETUP section of the Darwin User Guide. These settings can be altered, as desired, at the individual employee level. From Client: If chosen, Darwin will take the amounts associated with missed deductions and benefits and add them to the client invoice as a Client Benefit charge. From Employee: If chosen, Darwin will take the amounts associated with missed deductions and recapture them over the next pay run. From Client then Employee: If chosen, Darwin will take the amounts associated with missed deductions and benefits and add them to the client invoice as a Client Benefit then setup and recaptured from the Employee. If marked, the corresponding Transaction Split Setup button becomes active, enabling you to specify wages to be split by department, pay codes, position, local taxes, or workers comp codes. For more details on this feature, see the TRANSACTION SPLIT section of this document (below). If marked, the corresponding Consolidation Setup button becomes active, enabling you to specify a control code and control code name for this client. This information is used by the Transporter Interface Consolidation tool and setup is necessary for that functionality. Calc WC Multi-Comp If marked, Multi-Composite charges included on the client invoice will calculate Charge on Straight the overtime rate in the Multi-Composite charge for Worker Comp wages based Pay Rate on the straight hourly rate, rather than the overtime premium rate for OT hours. A/R Defaults If the client is assigned to a class, the A/R Default settings will populate from the class setup. For more information, refer to the CLIENT CLASS SETUP section of the DARWIN 10 USER GUIDE. Bank/Credit Card Info If you accept credit card payments from this client complete the setup information on the Bank & Credit Card Info window. Note: This window is for informational purposes only. Client Direct Debit information is setup on the Client Direct Debit Maintenance window. (Cards Sales Clients GoTo Divisions Direct Debit). EEOC Information A consolidated EEOC report can be created through Darwin. Completion of the setup information for each client will facilitate accurate reporting. ThinkWare Think About It. Darwin User Guide Page 26 of 95

27 Outstanding Balance on Client Invoice Outstanding Balance on Client Invoice Path: Cards Sales Client GoTo Options The Outstanding Balance field on the Darwin Client Maintenance Options window is used for assigning a name/label to print along with the client s outstanding balance amount on the invoice. This field must contain the name of a Darwin charge that has been created with the criteria of Memo Item. In addition, the charge must be assigned to the Client Charges window. With these setup issues taken care of, Darwin will print the client s outstanding balance on the invoice entry screen and also on the client s printed invoice. The outstanding balance will be included in the total invoice amount, though it will not be included in the distribution so it will not affect the General Ledger or increase the outstanding A/R amounts. The outstanding balance amount will print on an invoice line labeled with the charge name you indicate. While only one charge can appear in the Outstanding Balance field on the Darwin Client Maintenance Options window, any number of charges may be assigned the Criteria of Memo Item. Any charge with the Criteria of Memo Item will print on the invoice, but its amount will not post to the General Ledger. In order for a memo item charge to appear on the invoice, add it to the Client Charges window before initiating a payroll, just as you would any other charge. To determine a client s outstanding balance, Darwin looks to the information found on the Client Payment Summary Inquiry window. (Inquiry Sales Payment Summary) Darwin recognizes the dollar amount in the Balance field as representing the client s total outstanding balance. This screenshot of the Client Payment Summary Inquiry window shows the client s outstanding balance amount. ThinkWare Think About It. Darwin User Guide Page 27 of 95

28 Outstanding Balance on Client Invoice Creating the outstanding balance charge Path: Cards Darwin Charges Charge 1. In the Darwin Charge Maintenance window, enter a name for the new charge. The text entered here will print on the client s invoice next to their outstanding balance amount. 2. For Class ID, enter MANUAL and press the Tab key. If the Manual class does not yet exist, Darwin will prompt do you want to add? Click Add, enter a description for the class (i.e., Manual Class), then save and close these windows. If asked if you want to update the information from the Manual class, indicate yes. Assigning a charge to the Manual class will allow you to alter the charge amount at the Invoice Entry window, if desired. 3. For Criteria, choose Memo Item. 4. For Time Interval, choose None. 5. When finished, Save then close the Charge Maintenance window. Note: An account is not required for a Memo Item charge because it will not post to the GL. If an account is assigned it is ignored by Darwin. Assigning the charge to the client Path: Cards Sales Client GoTo Options and GoTo Charges 1. In the Darwin Client Maintenance Options window, populate the Outstanding Balance field with the charge just created. Darwin will take the charge name that is entered into this field and print it on the client s invoice to represent their outstanding balance. 2. When finished, save and close the client s Maintenance Options window. 3. From the Darwin Client Maintenance window, choose GoTo, Charges. In the Client Charges window, pull the outstanding balance charge onto a line in the Charge section of the window. 4. When finished, click Done. Then save and close the Client Maintenance window. ThinkWare Think About It. Darwin User Guide Page 28 of 95

29 Outstanding Balance on Client Invoice Examples Once the outstanding balance charge has been properly created and assigned to the Client Maintenance Options window and Client Charges window, all future invoices for the client that are generated by a payroll process will display the outstanding balance amount. As you can see, the outstanding balance is not included in the distribution to the General Ledger when the invoice is posted. ThinkWare Think About It. Darwin User Guide Page 29 of 95

30 Billing Rate Setup Billing Rate Setup Path: Cards Sales Client GoTo Divisions The Calculate Billing Rate feature allows you to pay an employee at one rate of pay, yet bill the client at another. Specify the billing amount as either a fixed amount or as an increased percentage of the pay code s pay rate. For example, you can have a pay rate of $8.00/hour yet a billing rate of $ Another option is to enter a pay rate of $10/hour and the Billing Factor of 50%, thereby resulting in an invoice charge of $15/hour (a 50% increase over the pay rate.) The Calculate Billing Rate feature consists of the following steps: (1) create a charge for the invoice and assign it to the client, (2) activate the feature for the client and specify the billing rate/factor amount, (3) create the pay code, assign it to the employee, and specify billing rate information, and (4) generate the invoice. These steps are outlined below. Create/Assign the Charge Path: Cards Darwin Charges Charge The name you assign for the charge will print on the client invoice. You must select the criteria of by EE Hour/Unit Rate. While it is not necessary to specify a Charge Amt/Limit at this level, be sure to indicate a Time Interval of None. When finished, click Save. After creating the charge, go to the Client Charges window (Cards Sales Client GoTo, Charges) and assign the charge to the client. Once there, remember to mark the Invoice Options (in the upper-right corner) as desired. Calculate Billing Rate This option is ideal for temporary service clients. This option works in union with a charge whose criteria is by EE Hour/Unit AND employee s who have a billing rate or factor specified on their pay code window. With these items in place (checkbox marked, charge assigned to client, employee pay code window completed), the charge on the invoice will be calculated based on the billing information. Therefore, you can have Darwin calculate pay information based on the pay code s rate, yet have billing calculated on a higher rate. ThinkWare Think About It. Darwin User Guide Page 30 of 95

31 Billing Rate Setup Activate the Feature and Specify Options Path: Cards Sales Client GoTo Divisions To activate the feature for a client, click to place a checkmark in the Calculate Billing Rate checkbox. After activating, decide whether you want to identify billing options at this level. For example, if you have a client whom you re going to charge 10% more than what you pay the employees, you may find it convenient to specify the billing rate here at the client level. On the other hand, if the billing rate or factor will differ depending on the pay code being used, then you would indicate the rate/factor at the pay code setup level. Further still, if the rate or factor varies by employee, then you would not need to specify such settings at the client or pay code setup level. Instead, you would do so at each individual Employee Pay Code Maintenance window. If this box is marked, even if by mistake, the invoice will not contain a dollar amount on the gross payroll line. To specify options, click the Billing Rate Options button. If you have not yet created the pay code to be used, or have not yet assigned the pay code to employees, then you may want to return to this window later in order to specify options. When applicable, in the Billing Rate Options window, pull up the pay code that will be used for the employees. Text that you enter into the Billing Info field will print on the custom Billing Rate Invoice. Also, indicate whether the client will be billed a flat rate per employee/per hour or at an increased percentage. When finished, save these settings. Once saved, Darwin will ask if you want to roll down changes to all employees with this code. Think twice before doing so, especially if you re using a generic pay code such as HOURLY. The Billing Info/Rate/Factor settings you indicate in this window can be changed at the individual Employee Pay Code maintenance window, if desired. ThinkWare Think About It. Darwin User Guide Page 31 of 95

32 Billing Rate Setup Create, Assign and Setup the Pay Code Path: Microsoft Dynamics GP Tools Setup Payroll Pay Code and Cards Payroll Employee GoTo Pay Codes If you have decided to use an alreadyexisting pay code, you may proceed to the next paragraph. Otherwise, create a pay code (Setup, Payroll, Pay Code) to be used for the employee s pay. Next, assign the existing or newly created pay code to the employee. To do so, choose Cards, Payroll, Employee, GoTo, Pay Codes. If a Pay Rate was not specified at the client or setup level, then indicate it here at the employee level. Also, if the Billing Info, Billing Rate, or Billing Factor differs for this employee, make necessary changes. Note: The billing rate/factor will not filter into the payroll processing unless it is set at the employee level. If the client level billing rate options are not rolled down to the employee, then you must individually populate the settings on each employee s Pay Code Maintenance window for the rate/factor to be recognized in processing. When finished, save the Employee Pay Code Maintenance window. Note: A message will display whenever a rate change is made to a pay code in which a billing rate/factor is specified or on which another pay code is based. The message alerts the user to Be sure to check/adjust the billing rate for pay codes based on this pay code. Darwin will not, when the billing rate feature is being used, automatically update the pay rate for based on codes when the main pay code receives a rate change. As a result, the user will need to manually make the rate adjustment for such based on codes. For example, if a billing rate or factor is specified for an hourly pay code that has a corresponding overtime code based on it, making a change to the hourly pay code s rate of pay will result in the message being displayed. Therefore, you will be reminded to manually adjust the overtime pay code s rate of pay as desired. Note: It is recommended that the Billing Factor (percentage rate) be used for Salary Type Pay Codes. ThinkWare Think About It. Darwin User Guide Page 32 of 95

33 Billing Rate Setup Generate the Invoice After posting the payroll, Darwin will display the Invoice. Print the standard invoice via the Printer icon. Print the Custom Billing Rate Invoice via the Reports drop-down list. The two invoices are shown below: The Standard Invoice shows the Billing Rate charge created earlier. Notice there is no need for a Payroll line. The Custom Billing Rate Invoice shows detailed information. ThinkWare Think About It. Darwin User Guide Page 33 of 95

34 Transaction Split Transaction Split Path: Cards Sales Client GoTo Options The Transaction Split functionality allows for dollars and hours to be split among different entities (i.e. Department, Position, and Workers Comp Codes). It also allows the split across multiple local tax codes. The split occurs during the import of the timesheet, through payroll or DarwiNet, Transaction entry, and Salary payroll processing for a single transaction entry based on the setup percentage. Setup a Transaction Split 1. Select and mark Transaction Split. 2. Click the Transaction Split Setup button. 3. Select a Transaction Type, Department, Local Tax Code, Paycode, Position, or Worker s Comp code. 4. Select a Source Code. 5. Select a Destination Code and assign a Destination Percent. The total percentage allowed is 100%. 6. Select Update Employee Assignment to assign employees for this Transaction Split. 7. Click OK when done. Note: If an employee assigned to a split is not setup with the source or destination codes a warning will present during setup. If yes is selected on the prompt a report will print which details the employee and missing codes. Note: If the roll down is performed, Darwin will present the TRANSACTION SPLIT EMPLOYEE EXCEPTIONS report that lists all employees who were missing the destination pay code. WHEN RETURNING TO THIS WINDOW TO MAKE SUBSEQUENT ROLL DOWNS, ONLY CHANGED ITEMS WILL ROLL DOWN TO THE EMPLOYEES. If roll down is not performed, the report will not print and the employee s codes will not be updated. Local Tax Codes and Paycodes must be assigned to the employee before the split allocation will work properly. An employee can only have one Transaction Type assigned to that employee. There can be up to 10 Destination Codes for every Source Code. ThinkWare Think About It. Darwin User Guide Page 34 of 95

35 Transaction Split This symbol on the Darwin Employee Maintenance window, next to Department, Position or Workers Compensation will note a Transaction Split has been assigned to the employee. 8. To modify the Transaction Split for this employee only, click the split symbol and make the necessary changes. Note: It is only necessary to review the employee-level setup if you want to make a change to the source code s percentage. If this occurs, Darwin will automatically update the destination pay code s percent accordingly. 9. To modify an employee s Transaction Split on Local Tax Codes, go to the Darwin Employee Local Tax Maintenance window and click the Transaction Split Maintenance button. 10. To modify an employee s Transaction Split on a Paycode, go to the Employee Paycode Maintenance window and click the Transaction Split Maintenance button. ThinkWare Think About It. Darwin User Guide Page 35 of 95

36 Transaction Split Timesheet Entry Path: Transactions Payroll When filling out the timesheet, enter transaction information, as you normally would do. When finished, save and close the timesheet. Timesheet Import Path: Transactions Payroll After the timesheet has been imported, Darwin will provide the opportunity to print the TRANSACTION SPLIT AUDIT report that shows details for each pay transaction that has been split. Note: Salaried employee transaction splits will be processed during the build phase for which a separate Transaction Split Audit Report will generate and print. From this point on, the payroll process can be completed as normal. Reports Related to This Function TRANSACTION SPLIT SETUP REPORT Available to print from the client-level Transaction Split Setup window. This report shows the setup information indicated in the corresponding window. TRANSACTION SPLIT EMPLOYEE EXCEPTIONS REPORT Prints after changes to the client-level Transaction Split Setup window have been rolled down. This report lists all employees who were missing the destination pay code. Transaction Split Audit Report Prints after the timesheet has been imported. This report shows details for each pay transaction that has been split. Transaction Split History Report Prints from the Advanced Payroll Reports window. Based on a Processing Date range that you enter, this report shows pay code split history for the client, employee, pay code range you specify. In addition, you can page-break report by client. ThinkWare Think About It. Darwin User Guide Page 36 of 95

37 Client Workers Comp Plans Client Workers Comp Plans The Client WC Plan Setup window is used to assign a Company WC Plan to a client. Once this has been done, you can customize the plan settings as they pertain to the individual client. For example, you can alter the rate at which the client is billed for workers comp, or alter the liability rate as it applies to this client only. In addition, you can indicate the specific codes that are to be available to this client without affecting other clients who also use the Company Plan. While multiple plans can be assigned to a client, only one plan can be active at any one time per client per carrier. Also, a WC code can only be in one plan per time frame. The Active plan will be determined by the computer system date compared to the start/end dates of the plan. Payroll/Invoicing will use the Active Plan based on the payroll check date. Important! If you do not designate an Active Workers Comp Plan on a Client, hourly employees will not process when you run payroll. Employees will also be skipped if the WC Code is expired, missing from an employee or missing on a Paycode. Various reports are available via Reports Payroll Workers Comp that are related to both Company and Client WC Plan Setups, Premium Discounts, Liability Details, Payments, etc. There are two different ways to assign a WC Plan to a client. One method is done by going to the Company WC Plan Setup window and accessing the Assign to Client(s) button. For details on this, see WORKERS COMPENSATION SETUP in the PAYROLL SETUP section of the Darwin User Guide. The other method is performed directly at the client level, as explained below. Path: Cards Sales Clients GoTo Workers Comp Assign a WC plan to a client 1. In the Client WC Plan Setup window click the Assign New Company Plan button. 2. In the Company WC Plans Lookup window, select the plan to add and click Select. 3. If the plan is currently not assigned to the client, a message will display to confirm your request to add the plan. 4. When returned to the Client WC Plan Setup window, enter the Policy Number, as it pertains to the client, and verify the Start/End dates and Carrier Information as they pertain to the client. 5. When finished, click Save. ThinkWare Think About It. Darwin User Guide Page 37 of 95

38 Client Workers Comp Plans Save Clear Delete Assign New Company Plan Plan ID Description Policy Number Carrier ID Address ID Demographic Info Start Date End Date Click to save data entered on the window. Click to empty out the fields of information, thereby providing a blank window with which to work. When the window is cleared, the displayed Plan will be saved. Click to delete the current plan. Click to assign a Company plan to the current client. Displays the ID of the current Plan. Populates from the Company plan when assigning the plan to a Client. As desired, enter a descriptive name for the WC Plan for the current client. A Description can consist of up to 30 characters. Enter the policy number for the Company plan. A Policy Number can consist of up to 30 characters. This field does not populate from the Company plan when assigning the plan to a Client. Also, when making changes to the Company plan, this field will not roll down to Client plans. Populates from the Company plan when assigning the plan to a Client. As necessary, select the Vendor ID for this WC plan. When making changes to the Company plan, this field will not roll down to Client plans. Populates from the Company plan when assigning the plan to a Client. As necessary, select the Address ID for the specified Carrier. When making changes to the Company plan, this field will not roll down to Client plans. Displays the Carrier s name, contact, address, etc. as identified for the specified Carrier ID. Populates from the Company plan when assigning the plan to a Client. As necessary, enter the date range for which this plan should be active and used based on the payroll check date for this client. The DEFAULT Company and Client plans will not have a start and end date. The DEFAULT plan will be active when no other plan has been set up for that date range. Workers Comp Codes Click to open the Client WC Plan Details window, providing the ability to assign codes to the Client plan. Experience Modifiers Click to open the Client WC Plan Experience Modifiers window, providing the ability to enter experience modifiers for the Client plan. Deposit Information Premium Discount Levels Click to open the Client WC Plan Deposit Information window, providing the ability to enter insurance deposit and payment amounts for the Client plan. Click to open the Client WC Plan Premium Discount Levels window, providing the ability to enter information regarding premium discount tiers for the Client. Certification Institute Click to open the Client WC Plan Certification Institute Information window, providing the ability to track plan certification details specifically Participant and Carrier IDs, Dates that the Client was Added/Terminated, and Policy Start/End Dates. ThinkWare Think About It. Darwin User Guide Page 38 of 95

39 Client Workers Comp Plans WC Codes Client Plan Although the Company plan contains WC codes, these codes are not automatically brought into the Client plan because different clients may need different codes. Therefore, you must add the desired codes to the Client plan. You do so via the Workers Comp Codes button on the right of the Client WC Plan Setup window. Path: Cards Sales Client GoTo Worker s Comp Workers Comp Codes button Assign WC codes to a client plan 1. In the Client WC Plan Details window, click the Code lookup button (to insert codes one at a time) or the Insert Codes button (to insert multiple codes at once). Because the rates, sales account, etc. populate from the Company Plan, you may make edits as it applies to this client. 2. When finished adding/editing codes, click Ok. To insert codes one at a time, use the Code lookup button. To insert multiple codes at one time, use the Insert Codes button. Plan ID Carrier Name Insert Codes Delete Redisplay Displays the ID of the current Plan. Displays the name of the Carrier associated with the current Plan. Allows you to insert all or a selected range of codes that have been assigned to the corresponding Company plan. Click to delete the current code from the Client plan, provided it is not assigned to a client. If the code is currently assigned to one or more clients, Darwin will display a message to that effect and will provide you with the opportunity to print an error log that identifies the clients with the code. Click to redisplay the screen, thus providing Darwin with the opportunity to alphabetize the codes in the window. ThinkWare Think About It. Darwin User Guide Page 39 of 95

40 Client Workers Comp Plans Code State WC Method Sales Account Description Allows you to insert one code at a time from the Company plan by using the lookup button at the Code field. You can also type the code in the field. If you type in a code that is not assigned to the Company plan, you will be asked to add to the Company and Client plans. The default information will come from the Workers Compensation Setup window. If you choose one of these methods, be sure to tab through all fields for code before making any changes. Displays the state code assigned to the WC code. Displays the calculation method assigned to the WC code. Allows you to enter a GL Sales Account specific to each WC code. This is a required field. If this is entered at Company plan, it will populate when the WC code is assigned to a Client. If it is left blank at the Company plan, the GL Sales Account will populate from the Client Charges window when the code is inserted to the client plan. The GL Sales Account can then be modified as needed. This sales account will only be used when doing detail billing meaning Worker s Comp is checked at the Invoice Options on Client Charges window. It does not work with composite (bundled) billing. Displays the description for the GL Sales Account entered. Liability Amount Billing Amount Liability % Billing % Liability Per Unit Billing Per Unit Experience Modifier Adjustment Available based on the Calculation Method of the code, this is setup at the Worker s Compensation Setup window and can be modified. Available based on the Calculation Method of the code, this is, by default, the Liability Amount and can be modified. However, you may choose to use Billing Experience Modifiers instead. Available based on the Calculation Method of the code, this is setup at the Worker s Compensation Setup window and can be modified. Available based on the Calculation Method of the code, this is, by default, the Liability % and can be modified. However, you may choose to use Billing Experience Modifiers instead. Available based on the Calculation Method of the code, this is setup at the Worker s Compensation Setup window and can be modified. Available based on the Calculation Method of the code, this is, by default, the Liability Per Unit and can be modified. However, you may choose to use Billing Experience Modifiers instead. This refers to the second line of amounts and rates. This will reflect the rates after the Experience Modifiers have been applied. ThinkWare Think About It. Darwin User Guide Page 40 of 95

41 Client Workers Comp Plans Experience Modifiers Client Plan The Client WC Plan Experience Modifiers window allows you to enter or edit modifiers for the Client plan. You can enter as many modifiers as needed and you specify a sequence number to determine the order. Sequences will be used in the calculation depending on the Apply to Liability and Apply to Billing checkboxes. If Experience Modifiers were identified for the Plan at the Company level, they will be included in the Client plan. If after the plan is assigned to the client, changes are made to the Experience Modifiers at the Company level, those changes will not roll down to the Client plan. You may, however, customize this information as it pertains to the client. You do so via the Experience Modifiers button. Path: Cards Sales Client GoTo Workers Comp Experience Modifiers button Enter Experience Modifiers in a client plan 1. To insert a new modifier, start on a blank line and enter the Sequence number. 2. Enter or select the Description for the new modifier. If the description you enter has not yet been added, Darwin will prompt you with the opportunity to create it. 3. Enter the desired modifier percent. 4. As desired, mark or unmark the Apply To checkboxes. 5. When you press the Tab key to leave the line, or if you activate another line, Darwin will automatically reorder the entries to ensure all are in sequence. 6. To remove a sequence, place the insertion point in the line to get rid of and click Delete. 7. When finished, click Ok. Plan ID Carrier Name Delete Redisplay Sequence Description Modifier Displays the ID of the current Plan. Displays the name of the Carrier associated with the current Plan. Click to delete the current sequence line. Click to redisplay the screen, thus providing Darwin with the opportunity, if necessary, to take into account new, edited, or deleted entries. Enter a number to determine the order in which the modifiers are to execute. In order to add new sequences later on, consider using sequence values that contain a gap. For example, using 10, 20, 30, etc. will allow for adding new entries. The descriptions used for each experience modifier will be determined by existing values in an experience modifier description table. You will only be able to select existing descriptions, which can be added by clicking on the Description field name. These descriptions are available at both Company and Client levels. Enter the actual rate, as opposed to the amount of alteration. For example, to increase the rate by 20%, enter %. To decrease the rate by 20%, enter 80.00%. ThinkWare Think About It. Darwin User Guide Page 41 of 95

42 Client Workers Comp Plans Apply to Liability Apply to Billing If marked, Darwin will use this sequence in calculating liability amounts/rates. If marked, Darwin will use this sequence in calculating billing amounts/rates. Deposit Information Client Plan The Client WC Plan Deposit Information window allows you to enter insurance deposit and payment amounts for the Client plan. Multiple deposit payments per plan and per day are permitted. All information for this window must be entered manually. Reports are available via Reports, Payroll, Workers Comp to show the deposit and installments based on this window. If Deposit Information was identified for the Plan at the Company level, it will not be included in the Client plan. The charge criteria named by client with goal can be used to setup the deposit amount as a goal and then enter a charge amount to be billed on each invoice until goal is reached. Path: Cards Sales Client GoTo Workers Comp Deposit Information button Enter Deposit Information in a client plan 1. For Policy Deposit Amount, enter the total amount to be charged over the duration of the plan. 2. Enter payment details, including the check number, payment date, amount, and comment. 3. To remove a line, select it and click Delete. 4. When finished, click Ok. Client ID/Plan ID/ Carrier Name Policy Deposit Amount Remaining Deposit Amount Delete Redisplay Check Number Payment Date Payment Amount Comment Displays the ID/Name of the current Client, Plan, and Carrier. Enter the amount to be charged over the time frame of the plan. This will calculate automatically based on the payments entered in the grid. Click to delete the current payment line. Click to redisplay the screen, thus providing Darwin with the opportunity, if necessary, to take into account new, edited, or deleted entries. Enter the check number associated with the payment. Enter the date on which the payment was made. Enter the amount of the payment. As desired, enter a comment or explanation pertaining to the payment. ThinkWare Think About It. Darwin User Guide Page 42 of 95

43 Client Workers Comp Plans Premium Discount Levels Client Plan Premium Discount information can be entered based on tiers. These tiers will discount the total liability/billing amount calculated for the period depending on the total Premium for the Plan period. A report is available via Reports Payroll Workers Comp that will reflect the discounts calculated. This Premium Discount does not affect the liability reports or the billing on an invoice. If you choose to pass along a billing discount to the Client, you would need to manually calculate this and enter it as a credit on the invoice. This information does not populate at the Client level when assigning the Company plan to a Client. Path: Cards Sales Client GoTo Workers Comp Premium Discount Levels button Enter Premium Discounts in a client plan 1. For Premium Less Than, enter the premium s ceiling amount. 2. For Liability Discount, enter the discount percent to which you are entitled. 3. For Billing Discount, enter the discount percent to be passed on to the client. The Discount settings shown here would have this effect: Premiums from: are discounted: $ $ % $1, $49, % $50, $99, % Plan ID Carrier Name Delete Redisplay Premium Less Than Liability Discount Billing Discount Displays the ID of the current Plan. Displays the name of the Carrier associated with the current Plan. Click to delete the current premium discount. Click to redisplay the screen, thus providing Darwin with the opportunity, if necessary, to take into account new, edited, or deleted entries. Enter the amount that represents the ceiling amount applicable to the discounts entered on the line. Enter the discount that you are entitled to when making payments to the specified Carrier. Enter the discount that you will calculate to pass on to the client when the specified Carrier is being used. ThinkWare Think About It. Darwin User Guide Page 43 of 95

44 Client Workers Comp Plans Certification Institute Client Plan The Client WC Plan Certification Institute Information window allows you to enter the pertinent information to be printed on the Certification Reports available via Reports Payroll Workers Comp that Darwin will produce for you in order to provide to the Institute for Certification. Path: Cards Sales Client GoTo Workers Comp Certification Institute button Enter Certification Institute information for a client plan 1. Enter your Participant ID. 2. Verify the Carrier ID. 3. Indicate the date on which the client was added. 4. If applicable, enter the date on which the client was terminated. 5. Indicate the date on which the policy starts and ends. 6. When finished, click Ok. Client ID Plan ID Participant ID Date Client Added Date Client Terminated Policy Start Date Policy End Date Displays the ID of the current Client. Displays the ID of the current Plan. Enter your assigned Participant ID. Enter the date on which the client was added. If applicable, enter the date on which the client was terminated. Enter the date on which the policy begins. Enter the date on which the policy ends. ThinkWare Think About It. Darwin User Guide Page 44 of 95

45 Client SUTA Setup Client SUTA Setup Path: Cards Sales Clients GoTo SUTA The SUTA Setup by Client window is used to setup both billing and liability percents for a specific client. If you are not billing SUTA differently for this client or assuming your Client s SUTA rate, then you would not fill out this window. Instead, Darwin will look to the SUTA Setup window for information. For example, if you need to assume your client s SUTA rate, you can enter a liability percentage that will be calculated for this client only. You can also enter the billing rate for this client. If you have the same SUTA liability rate regardless of the client, there is no reason to change the Tax Rate on this window. If you are specifying the billing percentage of this client, enter the Billing SUTA Rate. Enter SUTA information by client 1. Enter or select the SUTA state code. 2. Enter the Employer ID Number, Tax Rate, Wage Limit, if applicable, Billing Rate and Sales Account. 3. As applicable, mark to include Previous State Wages and Tax Sheltered Annuities. 4. If including TSAs, insert desired codes into the Include as Taxable Wages box. 5. When finished, click Save. NOTE: If you assign a code at client level and do not change any values, you MUST click Save in order for this code to be saved. If you do not click Save, this code will not be saved at client level. Client ID/Name Tax Code Description Displays the ID and name of the client being edited. Enter or select a valid SUTA code, the code must be a valid two character state abbreviation. Displays the description of the indicated tax code. Employer ID Enter the client s nine-digit state employer ID number. If this information has Number already been specified in the Unemployment Setup window (Tools/Setup/Payroll/Unemployment Tax) the content of this field will automatically populate. The employer ID number will be necessary to complete your quarterly filings. Tax Rate Wage Limit Enter the liability tax rate for the displayed Unemployment tax code. This number represents the company s liability. If necessary enter the wage limit for the displayed Unemployment tax code. ThinkWare Think About It. Darwin User Guide Page 45 of 95

46 Client SUTA Setup Note: This limit will also be used for billing purposes. If you prefer to have a different limit for billing than liability, consider setting up a Composite charge. In the Composite Charge Maintenance window, you can enter a specific limit for billing only. For more details on composite billing, refer to MULTIPLE- COMPOSITE CHARGE SETUP in the CLIENT CHARGES section of the DARWIN 10 USER GUIDE. Billing Rate Enter the rate by which you want to charge your client for the displayed Unemployment tax code. If the content of this field is left blank, Darwin will calculate SUTA billing for this client using the same rate as is specified for the company s liability. Note: The FED code can be assigned at client level in order to set up a different billing limit for each client as well as the Sales Account. Sales Account Enter the General Ledger sales account that Darwin should use for this SUTA code when posting an invoice for this client. Additional FUTA Note: When posting an invoice, Darwin first looks to this window for the SUTA sales account. If no information is defined at the client level for the SUTA code being used, then Darwin next looks to the SUTA Setup window. If no sales account is defined for the code at the setup level, Darwin will utilize the sales account specified in the Client Charges window. Used for SUTA states with a reduced FUTA tax credit necessitating calculation of additional FUTA taxes. Additional FUTA assigned at the setup level and can be viewed but not modified on the client level. Include TSA Deductions Previous State Wages: If marked, wages that an employee earned in other states will be included when calculating whether the employee has reached the specified State s Unemployment wage limit. Tax Sheltered Annuities: If marked, the codes in the TSA Deductions list will be available to include as taxable wages. Displays all deductions that are sheltered from tax. Note: Remember that when a deduction code is sheltered from Federal tax Darwin automatically shelters it from FUTA. Likewise, when a deduction code is sheltered from State tax it is automatically sheltered from SUTA. If such a ThinkWare Think About It. Darwin User Guide Page 46 of 95

47 Client SUTA Setup deduction is to be subject to FUTA or SUTA, you must display the appropriate tax code and insert the deduction code into the Include as Taxable Wages list. Insert Remove Include as Taxable Wages If clicked, the selected code in the TSA Deductions list will insert to the Include as Taxable Wages list. If clicked, the selected code in the Include as Taxable Wages list will be removed. Displays the deduction codes that are to be included in wages subject to the specified unemployment tax code. ThinkWare Think About It. Darwin User Guide Page 47 of 95

48 Client Charges Client Charges Path: Cards Sales Clients GoTo Charges or Cards Sales Clients GoTo Divisions Charges The Client Charges window is used to setup client sales accounts and charges. You will setup how you want to bill your client, from the type of charges and how they calculate, to how you want the actual invoice to look. If you had previously created a client class, then you will be able to pull in the class values to this client. For information on setting up a client class, refer to the CLIENT CLASS SETUP section of the DARWIN 10 USER GUIDE. If the client is flagged as an ASO Client (on the Client Maintenance window) the Sales Account fields and Invoice Options check boxes on the Client Charges Maintenance window will be display only. For details on setting up an ASO Client, refer to the ASO SETUP section of the DARWIN 10 USER GUIDE. When assigning a multi-composite charge to a client, the WC and SUTA components pull into this clientlevel as follows, based on your choosing company, class, or cancel when assigning the charge: Company: all items set up at company charge will populate in from Darwin Charge Maintenance. This includes Type, Code, Rate, Use Limit, and Limit. Class: all items set up at company charge will populate in from Client Class Charges. This includes Type, Code, Rate, Use Limit, and Limit. Cancel: produces a blank screen with which to manually enter in new types, following the path as outlined below. For more details on composite billing, refer to MULTIPLE-COMPOSITE CHARGE SETUP in the CLIENT CHARGES section of the DARWIN 10 USER GUIDE. Setup client charges 1. Enter the client start date. 2. Click the Class Values button to copy the default settings from the class ID assigned to this client, if one is assigned. 3. If settings in this window populated from the client class, make any desired changes. Otherwise, enter default sales accounts, mark desired invoicing options, indicate the manner in which sales should be recorded, and assign desired charges. 4. If desired, enter sequential numbers in the Sort column for the invoice options and/or by each charge to specify the order in which the items will appear on the invoice. 5. When finished, click Done. Note: Every client has a default division. If the client only has a default division the Client Charges window will display from the GoTo menu BUT if the client has two or more divisions, it will be necessary to select the applicable division before you can display the Client Charges window. ThinkWare Think About It. Darwin User Guide Page 48 of 95

49 Client Charges The expansion buttons for SUTA WC and Benefits provide the opportunity to select a desired sales account, but does not allow for editing the information. The expansion buttons for Benefits and Client Benefit result in displaying the Account Setup window. This allows you to define posting accounts based on Position or Code and selecting the desired sales account. Client/Client Name Division Client Start Date Client Termination Date Sales Accounts Record Sales at Gross Amt./Record Sales with Detail Display only. Shows the client for whom you are entering information. Display only. Shows the Division ID for whom you are entering information. Enter the date on which doing business with this client began. Enter the date on which doing business with this client ended. Enter or select the GL sales accounts for each of the sales fields to be affected when an invoice is posted. While each type of sales account is self explanatory, the Client Benefit type may not be. This sales account is made up of the money associated with a recaptured benefit or deduction. Choose whether you want to have the sales recorded at a gross amount or with detail. Typically, you will want to select Record Sales with detail so that Darwin will post each item to the account specified on the left side of this window. If you Record Sales at Gross Amount, Darwin will combine all sales amount into one number and will post that to one sales account, as specified in the Account Maintenance window. Note: ThinkWare, Inc. recommends marking Record Sales with detail. ASO: If the client is an ASO Record Sales with detail should ALWAYS be marked, never use the gross amt. option as ASO will not record properly. ThinkWare Think About It. Darwin User Guide Page 49 of 95

50 Client Charges Invoice Options Identifies the items that are to appear on the invoice and, if desired, the order in which they ll print. Print: If marked, the corresponding item will print as a separate line item on the invoice. Also, the item s Sort field will become available. Sum: If marked, the corresponding item will be combined with other items marked to Sum and print as one line item on the invoice, called Other Taxes. Also, the Other Taxes Sort field will become available. Note that the Other Taxes charge name may be renamed at either the company level (Microsoft Dynamics GP Tools Setup Company Company Invoice Setup) or the client level (Cards Sales Client GoTo Options). Cpnt: If Component Billing functionality is setup on the Client Maintenance Options window marking the respective checkboxes will note inclusive options. See the Component Billing section below for more details. Sort: If numbered, Darwin will generate the invoice line items in the specified order. For additional details, see the SPECIFYING THE SORT ORDER FOR INVOICE CHARGES section of this document (below). An individual item s sort field will only be available if the corresponding Print box is marked. The Other Taxes Sort field will only be available if one or more item s Sum box is marked. Inv ID: Used to designate bundling of options for Component Billing. See the Component Billing section below for more details. Rpt ID: Used to designate bundling of options for Component Reporting. See the Component Billing section below for more details. NOTE: If neither Print nor Sum is marked, Darwin will not charge the client for the corresponding item, unless it is included within a charge. Typically, if you don t want to Print or Sum an item, you would include it within an Administration Fee or a composite charge. Multiple Button Class Values Min. Billing Options Delete Refresh These settings pull from the charge setup. When a composite charge is selected, click to open the Multiple Charge window and insert the code(s) who s corresponding wages should be used in calculating the charge amount. For more details on composite billing, refer to MULTIPLE-COMPOSITE CHARGE SETUP in the CLIENT CHARGES section of the Darwin User Guide. Click this button in order to populate the fields in this window based on those specified for the client class to which this client is assigned. When a minimum billing charge is selected, click to open the Minimum Admin Fees Setup window and specify the method by which the minimum admin fee should be calculated. For more details on minimum billing, see MINIMUM BILLING CHARGE SETUP in the CLIENT CHARGES section of the Darwin User Guide. Click to delete the selected charge. Click to refresh the screen display. ThinkWare Think About It. Darwin User Guide Page 50 of 95

51 Client Charges Charge Code Criteria Time Interval Charge/Limit Percentage Goal Charge Description Valid Until Default Charge Inactive Tax Print Dtl. Enter or select any charge that is to be part of this client s invoice. If any charge populated from the class setup, you may make any edits necessary to ensure the charge is setup correctly for this client. This pulls from the charge setup. If the charge you have selected has a criteria of by % Gross WC or % Gross Dept this window will be active. If you are using a charge with a different criterion, then this field is not applicable. Specifies how a charge will be calculated, on what it will be based. Typically, you will always leave this marked as none. If a time interval other than None is chosen, the charge will be annualized, then divided back down based on the number of days in the pay period. When a time interval other than none is chosen, the charge amount on the invoice typically fluctuates from one payroll to another, due to the fact that there may be a different number of days in one pay period or another. Indicates the amount or limit of the specified charge if the criterion is based on a dollar figure. It is this amount that will appear on each invoice for this client. Indicates the percentage of the specified charge if the criterion is based on a percentage. It is this percentage that will appear on each invoice for this client. Indicates the overall limit that the client will be charged if the criterion is by Client with Goal. The specified charge amount will appear on the client s invoice until this goal is met. A running total of the amounts charged thus far is automatically updated by Darwin and reflected in the Accumulated field. Displays the description of the chosen charge. Indicates the date until which the charge is valid. This field is optional and does not need to be entered if the charge is continually recurring. By design, Darwin only uses the valid until date of a charge if: (a) Time interval is NOT none or one time, AND (b) Criteria IS either by client, by employee, by new employee, or by Active Employee. Specifies a default charge amount, if applicable. If marked, the charge will be inactive and will not calculate on the client invoice. A display-only field. Indicates whether the charge is subject to sales tax. If marked, details of the charge will print on the invoice. Empl Dtl. If marked, the total charge amount will be broken down on a per employee basis and will print on related invoice reports. ThinkWare Think About It. Darwin User Guide Page 51 of 95

52 Client Charges Min Calc Accumulated Invoice ID Report ID If marked, the total charge amount will be used in determining whether a specified minimum admin fee has been reached. For more details on minimum billing, refer to MINIMUM BILLING CHARGE SETUP in the CLIENT CHARGES section of the Darwin User Guide. For a charge with a criterion of by Client with Goal, this amount represents the sum that has been charged to the client thus far on all invoices. This amount can be compared to the goal amount to see if the charge will continue to register amounts on new invoices. By definition, a charge of this type will continue billing the client until the goal is met. Each time the charge is generated, the accumulated field updates to register the ongoing total. Used to designate bundling of charge for Component Billing invoicing. See the Component Billing section below for more details. Used to designate bundling of charge for Component Billing reporting. See the Component Billing section below for more details Specifying the Sort Order for Invoice Charges Path: Cards Sales Clients GoTo Charges Darwin allows you to specify the order in which invoice items will print on a client s invoice. If no order is specified, invoice charges appear on the invoice in alphabetical order. You can specify a sort order for all invoice items or just a select few. Any item that is not assigned a sort number will be alphabetized beneath sorted items. Sort orders are defined for an individual client in the Client Charges window. The Sort column, on the Client Charges window, allows you to specify the order in which items will appear on the invoice. If some items are given a sort order but others are not, unnumbered items will print in alphabetical order after the sorted lines. If no order is specified, Darwin will print items alphabetically by the charge names. No two items can be given the same sort number, except when using Component Billing. Bundled items should have the same sort number. Like the Invoice Options, Client Charges may also be assigned a sort order. ThinkWare Think About It. Darwin User Guide Page 52 of 95

53 Client Charges This invoice reflects the sort order established above. Note: Separate invoice charges and sort orders can be setup for each division. ThinkWare Think About It. Darwin User Guide Page 53 of 95

54 Component Billing Setup Component Billing Component Billing functionality is available in Darwin which allows custom invoicing and reporting. User defined invoicing and reporting components allows custom bundling and labeling of charges on the invoice and the components in reporting. Create Component Billing Bundles Path: Cards Sales Client Go To Options Setup 1. Mark the checkbox Use Invoice Component Billing on the Darwin Client Maintenance Options window. 2. Use the Component Setup button to open the Client Invoice Component Billing Setup window. 3. In the Client Invoice Component Billing Setup window select Mark to define components for Invoicing and Reporting. The categories used to bundle the invoice components and charges assigned in the next step are created in the Client Invoice Component Billing Setup window, accessed from the Client Maintenance Options window. To allow flexibility for both the Invoice and Reports, which could use the same or different categories, two setups are provided; one for the invoice and one for reports. a. Invoice to assign ID and Charge Name for the invoice, or b. Report to assign ID and Charge Name for the report. i. A second line is available, accessed with tab from Charge Name line, for an expanded component report name ThinkWare Think About It. Darwin User Guide Page 54 of 95

55 Component Billing Setup Assign Component Charges Path: Cards Sales Client Go To Charges 1. To designate a charge s inclusion in Component Bundle or Category, mark the checkbox found in the Cpnt column under the Invoice Options section of the Client Charges window. a. Use the Inv ID column to designate the appropriate bucket to which the charge component should be included on the Component Charge invoice. b. Use the Rpt ID column to designate the appropriate bucket to which the charge component should be included on the Component Billing report Note: The Invoice and Report assignments are flexible. Components can be in different buckets on the Invoice and Report. The Invoice can be broken out one way, such as a summary approach while the report can be more detailed. The setup is purely at the users discretion for both Invoice and Report. c. Charges such as Administration Fee can also be included as a component by noting the appropriate invoice and/or report (component) ID in the sections provided on each invoice charge. Assign a Report ID and mark Empl Dtl to include a charge, by employee, on the Invoice Component Billing Detail report. Otherwise, it will be included in the report as a lump sum charge at the bottom of the report under Other Charges. A Rpt ID must be assigned to Invoice Options items, except Gross and Non-Gross wages, for the Invoice Options item to be included on the Invoice Component Billing Detail report d. If desired, an invoice sort order can be designated for each component. The component sort order will default for all equivalent component items that already exist. e. When using the Invoice Component Billing Detail report, all Invoice Options included in the Invoice Charge Breakdown window, other than Gross Wages and Non-Gross Wages, must be specifically assigned a Rpt ID to be included in the report. By default Invoice Options items are included on the Invoice, but not on the Invoice Component Billing Detail report. Only Gross Wages and Non-Gross Wages appear by default on the Invoice Component Billing Detail report. All other Invoice Options items, listed in the Invoice Charge Breakdown window, need to be assigned a Rpt ID to be included on the report. 2. Click done after finishing charges setup. ThinkWare Think About It. Darwin User Guide Page 55 of 95

56 Component Billing Setup Reporting Setting default reports for Component Billing Path: Cards Sales Client Go To Reports 1. Mark the Component Charge Invoice and Component Billing Report from the list of reports on the Report Profile Maintenance window Note: Both the Component Charge Invoice and Component Billing Report can be printed and included in the Invoice Preview reports sent to clients. 2. Click Save Generating Component Billing Invoice and Report 1. Run payroll for client setup with Component Billing 2. From the Darwin Invoice Entry window select the printer icon to open the DarwiNet Export window to print the Component Charge Invoice and Component Billing Report. Sample Invoice: ThinkWare Think About It. Darwin User Guide Page 56 of 95

57 Component Billing Setup Sample Report: ThinkWare Think About It. Darwin User Guide Page 57 of 95

58 Client Direct Debit Direct Debit Path: Cards Sales Clients GoTo Divisions Direct Debit or Cards Sales Clients GoTo Direct Debit The Client Direct Debit Maintenance window is used to enter client bank information that is necessary to create an ACH file. The NACHA file instructs the bank to debit the client account and deposit money into the PEO account. For additional information on direct debit, see the ACH SETUP section of the Darwin User Guide. Enter client direct debit records 1. Mark to Use Direct Debit. 2. If the next direct debit record for the client should be created as a precheck, mark the Pre-Note checkbox. 3. Enter or select the client s bank 4. Select the client s account type. 5. Enter the client s bank account number 6. Select a Receivables Profile ID. Note: A blank will default to the Receivables Profile ID setup on the Company Payroll/ACH Maintenance window. This is available for both ASO and PEO clients. 7. When finished, click Save. The Generate Receivables Offset Record and corresponding Receivables Offset Checkbook ID fields are only available for ASO Clients. Note: A separate Direct Debit is setup for each client division. The setup can be the same or customized by division. Client ID/Name Use Direct Debit Pre-Note Displays the ID, type, and name of the client being edited. If marked (and other necessary ACH setup information has been entered), direct debit for this client will be enabled. If marked, Darwin will format the next direct debit record for this client as a test record. A prenote is used by the bank to verify that the file is readable and acceptable, though no action will be taken based on the information in the file. If the Auto-Remove Prenote checkbox is marked in the ACH Profile Maintenance window, this checkbox will automatically be unmarked after the next payroll has been run for this client. ThinkWare Think About It. Darwin User Guide Page 58 of 95

59 Client Direct Debit Bank Account Type Account Number Enter or select the client s bank. Select the client s account type: Checking or Savings. Enter the client s bank account number. Receivables Profile ID A separate ID can be setup, by client, specific for that client s bank information. This feature is available for both ASO and PEO type clients. Generate Receivables Offset Record Receivables Offset Checkbook ID Receivables Offset Days If the client is flagged as an ASO, this checkbox will be available. If marked, the NACHA file will contain an additional record that represents the credit to offset the client debit. The bank will specify whether this offset record is desired. If marked, the resulting NACHA file may be referred to as a Balanced File. If the client is flagged as an ASO and the corresponding Generate Receivables Offset Record checkbox is marked, this field will be available. Specify the checkbook that should reflect the credit that offsets the client debit. Available for both ASO and PEO clients, if this field is left blank, the companylevel setting (Company Payroll/ACH Maintenance) will be used in order to calculate the ACH settlement date. If populated with either a 0 (zero) or another valid positive or negative digit, the specified value will instead be used. ThinkWare Think About It. Darwin User Guide Page 59 of 95

60 Client RDE Profiles RDE Profiles Path: Cards Sales Clients GoTo RDE Profiles The Data Entry Profile Maintenance window is used to setup the parameters of the timesheet, which is used to enter payroll for clients. The Remote Data Entry function extracts pertinent employee information for a specified group of employees and creates a database that will be used to create a timesheet when processing a payroll. This timesheet can be used to process payroll internally as well as for remote time entry by a branch office or a client. You can have multiple profiles for a client. For example, you may setup a profile for regular payroll called REG, but a profile called HOL may include specific holiday codes that would not normally be used when processing payroll. In doing so, you are able to easily work with the employees and codes needed for any given pay run. Enter RDE profiles 1. If necessary, enter or select the Client ID. 2. Enter a profile ID (an ID that you will recognize when processing payroll for this client) Note that this must be done before continuing to the next step. 3. Mark to indicate this timesheet will be used for Regular payrolls. 4. Enter the pay period dates for the next payroll in the From and To fields. 5. If desired, mark to have the pay period dates Auto Increment for each new timesheet. 6. Specify the frequency with which the timesheet will be exported and the payroll will be run. 7. Choose the range of employees to be included on the timesheet. 8. Based on the selection made in the Range field, enter the range of employees to be included on the timesheet in the From and To fields. 9. If desired, enter a maximum pay rate and number of hours. 10. Mark desired checkboxes, which control the kind of information that will be included on the timesheet. 11. Mark desired security options to control the amount of information that will display on the timesheet and/or print on the timesheet report. 12. Mark desired edit/hide checkboxes to control the display and/or editing capabilities of information on the timesheet. 13. Enter or select the pay codes and variable deductions/benefits to be included on the timesheet. 14. If desired, enter a default number of hours, days and weeks for this particular profile. 15. Specify a location to which the exported timesheet will be saved. 16. Mark to create a new timesheet with each export. 17. When finished, click Save. ThinkWare Think About It. Darwin User Guide Page 60 of 95

61 Client RDE Profiles Client ID Profile ID Range From/To Regular/Certified Enter or select the ID of the client pertaining to the profile. Enter an ID of up to six characters to identify the profile. Indicate who is to be included on the timesheet. Choose between client, employee, employee class, department, and master client. Based on the indicated Range, enter the desired beginning and ending values. If the selected range is department, then the From/To will be the only departments available in the department column drop down list. NOTE: this department range restriction is for RDE timesheets only, not DarwiNet timesheets. Indicates whether the profile will be used for regular/standard payrolls or for government certified payrolls. Note that the Manual Check option is reserved for future development. RDE/CPE Select regular data entry or Darwin transactional job costing data entry timesheet Darwin Job Cost Trx format. For more details on job costing timesheet see the Job Costing section below. From/To Auto Increment Frequency Max Rate Max Hours Defaults: Hours/ Days/Weeks Timesheet Default Export ALL Departments Enter the starting/ending values for the range determining who is to be included on the timesheet. Along with other settings in this window, this helps determine the employees who will be eligible to display on the timesheet. If marked, the pay period dates on each new timesheet will automatically increment based on the specified frequency. Indicate the frequency with which the client payroll will be run. Choose between weekly, biweekly, semimonthly, monthly, quarterly, semiannually, annually, and daily/miscellaneous. Defines a maximum pay rate that can be entered on the timesheet. If a pay rate greater than the Max Rate field is entered, an error message is displayed until the amount is changed to an amount lower than the Max Rate. Defines a maximum number of hours that can be entered on the timesheet. If the number of hours is greater than the Max Hours entered on the timesheet, an error message is displayed until the number is changed (to an amount lower than the Max Hours). If specified, the ability to populate the timesheet with these default values will be available by clicking the right mouse button when filling out the timesheet. If marked, you ll have the ability to print a blank timesheet report for this client directly from the client s Report Profile Maintenance window that is based on this specific RDE profile. For additional information on the printing of a blank timesheet, see the PRINTING A BLANK TIMESHEET section of this document (below). Determines the scope of departments exported from Darwin and accessible on the timesheet. If the option is marked, all departments in the Darwin department table are exported to the timesheet and are available in the drop-down list. If the option is unmarked, only valid client departments will be accessible. The valid client departments are determined based on the first three characters of the Department ID. ThinkWare Think About It. Darwin User Guide Page 61 of 95

62 Client RDE Profiles Display ALL Employees Allow Modified Rate Allow DNet Export Security Options Determines the scope of employees displayed on the timesheet. If the box is marked then ALL employees for the selected client are included regardless of the default codes for the timesheet. If the box is unmarked, employees not matching any of the Payroll Codes will not be displayed on the timesheet. Security flag to determine if employee pay rate changes are allowed on the timesheet. If the box is marked, employee pay rates may be overwritten (within the guidelines of the Max Rate field). If the box is unmarked, pay rate overrides will not be allowed on the timesheet. If marked, the timesheet will export to DarwiNet. DarwiNet 3 is required for this. These options control the display of information on both the timesheet and the timesheet report. If marked, the associated information will be displayed. If unmarked, the information will not display. The security options exist for Rate (employee pay rates for selected Payroll Codes); Soc Sec (employees social security number); and YTD (employee year-to-date wage information). Use DNet If marked, the ability to specify a range of clients or employees to be included on Department Security the timesheet is restricted to a range by department. As a result, the Range and To fields become unavailable, but the From field is available for you to specify the desired department. To use this feature, the Allow DNet Export checkbox should be marked. Edit/Hide boxes Payroll Codes Export Folder Create New Export Only Comments These options control the display and edit ability of information on the timesheet. The first security column determines whether the corresponding item may be changed on the timesheet. The second security column determines whether the column is visible on the timesheet. If the information is invisible (hidden), the information cannot be viewed or changed for any of the employees. Enter or select up to eight payroll codes for your timesheet. A payroll code may consist of a valid pay code, variable deduction code, or variable benefit code. Indicates where Darwin is to store a saved timesheet file. If marked, a new timesheet file will be created each time data is exported. If unmarked, the last export file is overwritten with new data. If marked, the export function will create an export file and stop. If unmarked, the timesheet window will automatically open after the export is finished. Provides the opportunity to enter up to three lines of text, each of which can consist of up to 60 characters. By default, the comment lines do not print. For information on how the comments can be added to any of the timesheet reports, contact ThinkWare Support. Allow EE Time Entry If marked, the ability to restrict time entry will appear for each pay code and the EE Time Entry button becomes available. If using this feature, you would also need to have the Allow Dnet Export checkbox marked. This will enable or restrict employees (depending on if marked) to logon to DarwiNet and enter their hours for a particular pay period or for each day of a pay period. Print Timesheet Click to print a blank timesheet according to the criteria specified for the current profile. This provides the ability to print a blank timesheet without having to export data. ThinkWare Think About It. Darwin User Guide Page 62 of 95

63 Client RDE Profiles Printing a Blank Timesheet There are several different ways to print a blank timesheet. You can do so from within the RDE program or directly from within Darwin. If printing from within the RDE program, each of the timeshet reports available through RDE have been created using Crystal Reports software. If printing from within Darwin, the blank timesheet report is a Report Writer report and is therefore available for you to make modifications using standard Report Writer capabilities. A sample blank timesheet: In conjunction with the ability to print a timesheet from within Darwin, the Data Entry Profile Maintenance window includes a checkbox labeled Timesheet Default and a button labeled Print Timesheet. The function of each is detailed below. For instructions on printing timesheet reports from within the RDE program, see FILLING OUT THE TIMESHEET in the PAYROLL PROCESS section of the DARWIN 10 USER GUIDE. ThinkWare Think About It. Darwin User Guide Page 63 of 95

64 Client RDE Profiles Printing a blank timesheet from the RDE Profiles window Path: Cards Sales Client GoTo RDE Profiles 1. In the Data Entry Profile Maintenance window, display the desired Client ID and Profile ID. 2. Click the Print Timesheet button. 3. Select a destination for the report and click Ok. 4. If you ve chosen to print to screen, once the Screen Output window displays you will have the opportunity to print the report to the printer (via the Print button) and/or send the report to someone via (via the Send To button). If sending to an recipient, you can choose between sending the report in an Adobe PDF file format, or a TXT file format. Printing a blank timesheet based on the Client Report Profile Path: Cards Sales Client GoTo RDE Profiles and Cards Sales Client GoTo Reports and Transactions Sales Invoice Entry 1. In the Data Entry Profile Maintenance window, display the desired Client ID and select the Profile ID for which you want the blank timesheet to print. 2. Mark the Timesheet Default checkbox. Only one profile per client may be flagged as the default. When finished, save and close the window. 3. In the Report Profile Maintenance window, mark the Print checkbox for Blank Timesheet. When finished, save and close the window. 4. Once the above has been setup, a blank timesheet can be printed from the client s invoice. In the Invoice Entry window, with the desired client/invoice displayed, click the Printer icon. If desired, mark additional reports to print, indicate a desired number of copies for the reports, etc. When you execute the print request, all marked reports will print. If desired, you can mark the Preview checkbox to view the reports on screen. Printing a blank timesheet from the Sales Report Palette Path: Cards Sales Client GoTo RDE Profiles and Reports Sales Setup 1. In the Data Entry Profile Maintenance window, display the desired Client ID and select the Profile ID for which you want the blank timesheet to print. 2. Mark the Timesheet Default checkbox. Only one profile per client may be flagged as the default. When finished, save and close the window. 3. In the Sales Setup Reports window, choose Client Blank Timesheets from the Reports drop-down list. 4. If a usable option does not already exist, click New to create one. After providing an option name, indicate the desired client to be included and select a print destination. When finished, save and close the Sales Setup Report Options window. 5. In the Sales Setup window, insert the desired option into the Print List. 6. When finished, click Print. The report will print to the option s specified destination. ThinkWare Think About It. Darwin User Guide Page 64 of 95

65 Client Report Profile Report Profile Path: Cards Sales Client GoTo Reports or Class ID Reports Button The Client Report Maintenance function allows you to maintain a report profile for each client. The profile contains a list of standard reports available to automatically print each time a client s invoice is printed. Having the desired reports marked in a profile will eliminate the need to manually print each report, one at a time. Create a report profile 1. Mark the Print checkbox corresponding to each desired report. 2. Indicate the number of Copies desired for each report to print. 3. Enter the Sort, as applicable. 4. When finished, click Save. Client ID/Name Report Category Setup Assignments Displays the ID and name of the client being edited. Report categories can be setup for use in reports that use this functionality. Up to 12 report categories are available for setup for each Report Profile, per client. For details on the Report Category functionality in Darwin, refer to the REPORT CATEGORY SETUP section later in this document. Provides the opportunity to enter the Assigned To or Notification To for DarwiNet enabled clients. This allows the processing of Change Requests by Assigned to and for the User to be ed when a certain task has been updated in DarwiNet. ThinkWare Think About It. Darwin User Guide Page 65 of 95

66 Client Report Profile Options Provides the opportunity to control the amount of information that is included on certain invoicing reports. Also allows User to set Sort Options for particular reports. Select desired option then click the Select Option button to open the DarwiNet Enabled Export Employee Transaction History Print Copies Sort Report Description If marked, triggers the additional export of the client s employee data, provided DarwiNet is registered and setup. If marked, the employee transaction history information will export and be available to the DarwiNet user. If marked, the corresponding report will automatically print at the same time the client invoice prints. If DarwiNet enabled, the report will be made available to the client via DarwiNet. Indicate the number of copies that should print. This functionality is used when Executing/Printing for non-darwinet enabled clients. This does not work with Preview. Indicate the sort order for the reports to be used when Printing for non-darwinet enabled clients or when Previewing. The reports with a sort entered will print in the order of lowest to highest. Any remaining reports without a sort will print in the order listed in this window. Displays the list of available reports to automatically print. ThinkWare Think About It. Darwin User Guide Page 66 of 95

67 Report Category Setup Report Category Setup Report categories are set up to be used in reports that use this functionality. Up to 12 report categories are available for setup for each Report Profile, per client. Each report, however, varies with the number of RptCats that it actually uses. Benefits and/or client charges are chosen to be included in each report category (RptCat), so that they may be included as fields or columns in reports, as chosen. This allows the user flexibility in changing which Benefits/Charges to use in a report. The reports in Darwin that use RptCats are the Invoice Detail by Report Category report (accessed from the Invoice Entry window s Reports drop-down list), the Invoice Breakdown: Payroll Department Summary and the Departmental Cost Allocation report (both accessed via Reports, Sales, Invoicing/Payroll), and a custom report accessed from the Shortcut bar. Path: Cards Sales Clients GoTo Reports Report Category Setup Button The above path to access the report category setup window is the only way to enter report category setup for the Invoice Breakdown: Payroll Department Summary Report. Create a report category 1. If necessary, enter the client ID. 2. Enter a category profile name. 3. Select a category location. 4. Enter a category name. 5. Enter a print name. 6. Insert the desired benefit codes and/or admin fees. 7. When finished, click Save. Client ID/Name Category Profile Category Name Category Location Print Name Benefits Displays the ID and name of the client to whom this category applies. Enter a name for the profile being created. This will be the name used when a specific report is called from its own window. If entering a new category profile name, Darwin will give you the opportunity to add it and provide a description of the category. After selecting a Category Location, enter a category name. Before entering a Category Name, select a category location from the lookup list. After selecting a Category Location, enter a name that will display on the report as the title of that report category. Select and insert the desired benefits to be included in the category. The list of available benefits will include all that are setup in the current company. ThinkWare Think About It. Darwin User Guide Page 67 of 95

68 Report Category Setup Admin Fees Select and insert the desired admin fees to be included in the category. The list of available admin fees will include all charges that are setup in the current company. If a report will use multiple clients, be sure the clients are setup under the same Report Profile name. Some reports windows have the option of selecting the Report Profile to use for the report. Be careful when setting up RptCats for a report, so that you do not include the same benefit or charge in more than one RptCat. This will most likely repeat the values for that item in the report. The Report Category Setup window is setup so that, if a Report Profile is selected, the user can use record change buttons (for Client and RptCat) to quickly check and change RptCats for each client for that profile. There are buttons on the control area of the window for the user to easily create a new profile, delete a profile, and to delete a RptCat (from within a profile). Below is an example of the Invoice Breakdown: Payroll Department Summary report with two report categories included in the setup (RptCat7: DEN benefit, and RptCat10: ADM client charge). Setup for the above report s Category Profile included, as shown to the right, the Category Profile named InvcBD. The particular Category Location for the RptCat shown below is RptCat7 (could have been RptCat1 thru RptCat8, for benefits, in this report), with Category Name b7, and print name (for display on report) DEN. The system benefit named DEN was selected to be included in this report category. The report example also included (setup not shown) in Category Profile InvcBD, RptCat10 with print name ADM. This included a client charge. Up to 12 RptCat s could be included in this profile, however in the above report example (Invoice Breakdown: Payroll Department Summary), only two are included, and there are 11 RptCat positions on the report (RptCat1 thru RptCat8 for benefits, RptCat9 thru RptCat11 for charges). Note: RptCat1 thru RptCat8 for benefits RptCat9 thru RptCat11 for charges ThinkWare Think About It. Darwin User Guide Page 68 of 95

69 DarwiNet Setup DarwiNet Setup Path: Cards Sales Clients GoTo DarwiNet Setup The DarwiNet Client Setup window is used to indicate whether or not clients will be permitted to add new employees via DarwiNet, along with related settings, as well as whether or not company level setup information should be utilized. The DARWINET documentation provides details on DarwiNet functionality. ThinkWare Think About It. Darwin User Guide Page 69 of 95

70 Job Costing Job Costing There are two different Job Cost functionalities available in Darwin each with different Job Definition setup, Time Entry, and Reporting options. The two Job Costing options are 1) JBS and 2) Transactional Job Costing. Clients can be setup and processed using one or both Job Costing options. See the Darwin 10 User Guide Job Costing for details on setting up and using both types of Job Costing Options. ThinkWare Think About It. Darwin User Guide Page 70 of 95

71 Client Commissions Client Commissions The commission feature provides the following functionality: - Ability to have an unlimited number of salespeople assigned to one client - Ability to have the same salesperson assigned to an unlimited number of clients - Ability to setup a commission grading scale - Ability to define different calculation methods There is also the ability to store historical commission setup records for each salesperson. This will allow the ability to have a grading scale for commission percentages. For example, a salesperson may get 5% commission the first year, 3% the second year and 1% for each subsequent year. The calculation methods are: gross payroll, administration fees, gross margin, and total invoice amount (less any sales tax). Because the Client Commissions window cannot be filled out until other items have been setup (commission scales, territories, salespeople, etc.), we must first cover those topics. Create the Commission Scale The first step in using commissions is to setup grading scales, if desired. Use of commission scales is optional. If you choose to not use a scale, you will indicate a salesperson s commission method and percentage at the Salesperson Maintenance window. Path: Microsoft Dynamics GP Tools Setup Sales Commissions Scale ID Description Method Enter an ID that will identify the scale you are setting up. For example, you may have a scale ID of ADM FEE -MGR to indicate that this scale is applicable to sales managers. Enter a description of the scale ID. Select a method of calculation from the drop-down list. Gross Payroll: calculates commission based on the gross payroll amount listed on the invoice. Client Charges: calculates commission based on the commissionable client charge(s). Charges are defined as commissionable on the Charge Maintenance window. This setting is a default at the company level and cannot be changed per client. Gross Margin: calculates commission based on the calculated gross margin for the invoice. Total Invoice: calculates commission based on the total amount of the invoice less any sales tax. ThinkWare Think About It. Darwin User Guide Page 71 of 95

72 Client Commissions Days Enter the number of days that the salesperson should receive the corresponding percentage. For example, if the salesperson is to receive 2% for the first 365 days, 1% for the next 730 days, and 999,999 at.25%, your scale may look like the screen print above. As you can see, the upper limit is defined as 999,999. If the commission should continue indefinitely, enter a large amount in this field. If this line were not in the above table, the commission calculation for this client would end after 730 days. Percent Delete Line Enter the percentage the salesperson should receive that corresponds with the day s restriction. If clicked, Darwin will delete the active row in the Days/Percentage chart. Create the Territory Once the scale(s) have been setup, you will need to create territories. A territory is a division of the regions in which a company s products are sold, separated from other divisions often times by geographical location. Darwin can track sales and commissions for each sales territory. Path: Cards Sales Sales Territory Territory ID Description Country A required field. Enter an ID for the territory being created. Enter a description for the territory being setup. Enter the country in which the territory is located. Last Name, If applicable, enter or First, Middle select the sales territory manager s name. Total Commissions Commissioned Sales If applicable, enter the YTD and Last Year s total commissions (for both sales commissions and non-commissioned sales) for beginning balance purposes. Once the territory is involved in commissions, the fields will automatically update. If applicable, enter the YTD and Last Year s total sales commissions for beginning balance purposes. A commissioned sale is the sale amount on which the commission is calculated. For example, if a $150 sale was made and the commission is to be based on $100 of the total, the commissioned sale would be $100 and the non-commissioned sale would be $50. Once the territory is involved in commissions, the fields will automatically update. ThinkWare Think About It. Darwin User Guide Page 72 of 95

73 Client Commissions Non-Commissioned Sales Cost of Sales Maintain History History If applicable, enter the YTD and Last Year s total non-commissioned sales for beginning balance purposes. A non-commissioned sale is the sale amount on which the commission is not calculated. For example, if a $150 sale was made and the commission is to be based on $100 of the total, the commissioned sale would be $100 and the non-commissioned sale would be $50. Once the territory is involved in commissions, the fields will automatically update. If applicable, enter the YTD and Last Year s total cost of sales for beginning balance purposes. When invoices are manually created outside of the payroll process, Darwin updates this amount with the result of calculating the commission percent amount times the cost. Mark to maintain year history for this territory, if desired. Calendar-year history includes sales and commission amounts for individual calendar months. Fiscal Year history keeps fiscal year history for this territory, if desired. Fiscal-year history includes sales and commission amounts for individual fiscal periods. Click to view or edit historical information for the selected sales territory. Assign the Territory to the Client Path: Cards Sales Clients Once the Territory has been setup, you must assign the Territory ID to the Client. To do so, go to the Client Maintenance window and select the desired Territory ID. When finished, click Save and close Client Maintenance. ThinkWare Think About It. Darwin User Guide Page 73 of 95

74 Client Commissions Create the Salesperson Once the scale(s) have been setup, if scales are to be used, you can assign the scale to the various salespeople, as it applies. Some salespeople may not have a grading scale, and will only require a method and percentage for the calculation of their commissions. Path: Cards Sales Salesperson Salesperson ID A required field, enter an ID for the salesperson being setup. The ID should be something that you will recognize when you assign the salesperson to a client(s). For example, the salesperson s name. Last Name, Enter the salesperson s last name, first name, and middle name or initial. First, Middle Address, State, City, Zip, Country Employee ID Territory ID Vendor ID Phone1, 2, Fax Commission Scale Percent Method Enter the salesperson s address information. If the salesperson is included on the company s payroll, enter their employee ID. A required field. Enter the territory ID pertaining to the salesperson. If the salesperson is considered an independent contractor and isn t on the company s payroll, enter their vendor ID. Enter the salesperson s phone and fax information. Select or enter the commission scale to be used for this salesperson, if any. If using a commission scale, the Percent and Method fields will be left blank. If you are not using a scale for this salesperson then enter the percent this salesperson will be receiving for commissions. You will not use the commission scale if using the Percent and Method fields. If you are not using a scale for this salesperson, select a method of calculation from the drop-down list: Gross Payroll: calculates commission based on the gross payroll amount listed on the invoice. Client Charges: calculates commission based on the commissionable charge(s). Charges are defined as commissionable on the Charge Maintenance window. This setting is a default at the company level and cannot be changed per client. Gross Margin: calculates commission based on the calculated gross margin for the invoice. ThinkWare Think About It. Darwin User Guide Page 74 of 95

75 Client Commissions Total Invoice: calculates commission based on the total amount of the invoice less any sales tax. Total Commissions Commissioned Sales Non-Commissioned Sales Cost of Sales Maintain History History If necessary, enter the YTD and Last Year s total commissions (both sales commissions and non-commissioned sales) for beginning balances. Once the salesperson has been given commissions, the fields will automatically update. If necessary, enter the YTD and Last Year s total sales commissions for beginning balances. A commissioned sale is the sale amount on which the commission is calculated. For example, if a $150 sale was made and the commission is to be based on $100 of the total, the commissioned sale would be $100 and the non-commissioned sale would be $50. Once the salesperson has been given commissions, the fields will automatically update. If necessary, enter the YTD and Last Year s total non-commissioned sales for beginning balances. A commissioned sale is the sale amount on which the commission is not calculated. For example, if a $150 sale was made and the commission is to be based on $100 of the total, the commissioned sale would be $100 and the non-commissioned sale would be $50. Once the salesperson has been given commissions, the fields will automatically update. If applicable, enter the YTD and Last Year s total cost of sales for beginning balance purposes. When invoices are manually created outside of the payroll process, Darwin updates this amount with the result of calculating the commission percent amount times the cost. If marked, calendar-year history for this salesperson will be kept. Calendar-year history includes sales and commission amounts for individual calendar months. Fiscal Year history keeps fiscal year history for this salesperson. Fiscal-year history includes sales and commission amounts for individual fiscal periods. Click to view or edit historical information for the selected salesperson. ThinkWare Think About It. Darwin User Guide Page 75 of 95

76 Client Commissions Assign the Salesperson After the salespeople have been setup, you can assign each salesperson to the appropriate client(s). This can be done on an individual client basis, or by adding the salespeople to a client class. Path: Cards Sales Client GoTo Commissions Client ID/ Client Class Sales Territory Displays the client ID or class ID that is being edited. Salesperson Enter or select the salesperson to add to the client. Commission Percent Method Inactive If the salesperson was setup to have their commission calculate based on a scale, the commission scale assigned to them will display. You can change the scale ID if necessary. If a scale is not being used, this field will display the percent of commission assigned to the salesperson, but may be changed if necessary. The percent of the commission scale can be viewed by clicking on the expansion button to the right of the Percent column heading. If a scale is not being used, this field displays the calculation method for the specified salesperson and may be changed if necessary. If marked, the salesperson will be inactive for this client and their commission will not be calculated. This provides a means to cease calculation of a commission without being forced to remove the salesperson from the client. ThinkWare Think About It. Darwin User Guide Page 76 of 95

77 Client Commissions Post the Invoice to Calculate Commissions Once commission scales have been setup, if being used, and the salespeople have been created and assigned to clients, the next step takes place when you post an invoice. At that time, Darwin asks if you want to include Commissions on the invoice. To do so, click Yes. In the resulting Receivables Transaction Entry window, click the Commissions button to view Commission details. Ok If clicked, the window will close and changes save. Delete Allows you to delete the commission distribution information. Customer ID Document No. Name Type Sales/ Invoice Total Salesperson ID Territory ID Displays the ID of the client pertaining to the invoice. Displays the sales document number from the Receivables Transaction Entry window. Displays the name of the client for whom the invoice generated. Displays the document type chosen on the Receivables Transaction Entry window. Choose whether the commissions will be applied to the sale amount or the invoice total. For PEO clients, it is appropriate to choose Sales. The ID of the salesperson receiving commissions. The ID of the territory in which the salesperson is assigned. ThinkWare Think About It. Darwin User Guide Page 77 of 95

78 Client Commissions Comm Percent Percent of Sale Commission Sale Amount Commission Amount Total Commission Amount Displays each salesperson's commission percentage. You may change the commission percentage for this document, though edits will not roll backward to salesperson or commission setup widows. Displays the percentage of the sale on which each salesperson's commission is calculated. Displays the amount of the sale on which each salesperson's commission is calculated. Displays the commission amount that the salesperson will be paid. If you enter an amount, the system will calculate the percentage. Likewise, if you enter a commission percentage, the system will calculate the correct commission amount. Displays the total amount of commissions distributed to the salespeople. Automate Commission Calculation The prompt to calculate commissions can be automated to alleviate the interruption of clicking Yes or No on the commissions prompt when the invoice is posted. To automate the commissions prompt go to the Client Maintenance Options window. Under the Commission Options section, mark either: Automatically Calculate Will always calculate commissions based on setup. Never Calculate Will never calculate commissions regardless of setup. ThinkWare Think About It. Darwin User Guide Page 78 of 95

79 Client Invoice Notes Client Invoice Notes Path: Cards Sales Clients GoTo Invoice Notes The Client Invoice Notes window allows a user to enter notes or reminder messages about a client and their invoice, which will display in the Invoice Entry window. This provides an effective means, for example, to remind the payroll processor to add a charge to an invoice or to alter the amount of a charge. Invoice Notes will not print on the invoice and do not print on the standard invoicing reports. Create an invoice note 1. Confirm the correct client ID is indicated. 2. Into the Subject field, enter text for the note. 3. If the note is to be valid between a specific date range, indicate the valid from/to dates. 4. As desired, enter more details about the invoice note. 5. When finished, click Save. Click to print a report showing all invoice notes for a specified client ID and date range. Darwin looks at the computer date to determine if a note is within the valid from/to range. Browse through multiple notes that exist for the client. Choose to browse by creation date or user ID. Client ID Name Subject Valid From/To Inactive Created By Enter or select the ID of the client for whom the note will pertain. Displays the name of the client being edited. Enter up to 45 characters of text to represent the invoice note. It is the subject that displays on the Invoice Entry window. Enter the dates between which the note is to be valid. Darwin looks to the computer date to determine if a note is within the valid from/to range. If marked, the invoice note will be flagged as inactive and will not display. Displays the ID of the users, who created the note as well as, the date and time the note was created. ThinkWare Think About It. Darwin User Guide Page 79 of 95

80 Client Invoice Notes Updated By Displays the ID of the users, who updated the note last, as well as the date and time the note was updated. As you can see in the screen print below the note s Subject displays in the Invoice Entry window. If multiple notes exist for the client and fall within the valid from/to dates, access the Notes field drop-down list to see them. Click the Notes drop-down arrow to see all notes pertaining to this invoice. ThinkWare Think About It. Darwin User Guide Page 80 of 95

81 Client Check Note Maintenance Client Check Note Maintenance Path: Cards Sales Clients GoTo Check Notes The Client Check Note Maintenance window is used to enter up to three lines of text that will print on the paychecks for all employees of this client. Don t get this feature confused with the check note button at the employee level that prints on individual employee checks only. Enter a client check note 1. If the message is to automatically stop printing as of a certain date, enter a valid until date. 2. Enter the message that is to print on the paychecks. 3. When finished, click Save. Client Valid Until Check Note Displays the ID of the client being edited. Enter the date on which the message should stop printing on the employee checks. Darwin looks to the computer s date to determine if the valid until date is reached. If left blank, the check note will print indefinitely. Enter the message to print on all checks for all employees of this client. Each line holds up to 50 characters. The Check Note can be used as a means of communication between the PEO and the employees. You can notify people of enrollment periods, company events, or provide standard greetings. ThinkWare Think About It. Darwin User Guide Page 81 of 95

82 Payroll Tax Identification Setup Payroll Tax Identification Setup Path: Cards Sales Clients GoTo Tax ID The Payroll Tax Identification Setup window is used to identify the State Employer ID number associated with the client. The information in this window is used for ASO clients only. This window is not the same as the one accessed by way of choosing Setup, Payroll, Tax ID. Furthermore, neither of the Payroll Tax Identification Setup windows populates the other. The two windows are not connected. This means that changes made to one setup window will not roll down or affect the other. The Quarterly 941 Schedule B Prep Report, the Form 8027 report, and the Year-End Employee Wage Report each pull information based on the settings in this window. ThinkWare Think About It. Darwin User Guide Page 82 of 95

83 Client ACH Setup Client ACH Setup Path: Cards Sales Clients GoTo ACH Setup The ACH Setup option is available for both PEO and ASO Clients. The Client ACH Setup window is used to specify default ACH-related information for a Client. 1. If payroll checks will be written out of your checkbook (and the NACHA file will be sent to the your bank), enter your banking information. If payroll checks will be written out of the client s checkbook (and the NACHA file sent to the client s bank), enter the client s banking information. For Company ID, enter a 1 or 9 prefix number (as directed by the bank) followed by the appropriate Federal ID number. For Origination ID, enter the first eight digits of the bank s transit number (also referred to as the ABA or Routing Number). 2. Select a Payroll Profile ID 3. When finished, click Ok. For details on setting up ACH for an ASO Client, refer to the ASO SETUP section of the DARWIN 10 USER GUIDE. ThinkWare Think About It. Darwin User Guide Page 83 of 95

84 Client EFTPS Setup Client EFTPS Setup Path: Cards Sales Clients GoTo EFTPS Setup The EFTPS Setup option at the client level is only available if the client is flagged as an ASO Client. The Client EFTPS Setup window is used to specify default EFTPS-related information for an ASO client. For details on setting up EFTPS for both PEO and ASO Clients, refer to the EFTPS SETUP section of the DARWIN 10 USER GUIDE. ThinkWare Think About It. Darwin User Guide Page 84 of 95

85 Client EFTPS Setup Client EFTPS Summary Path: Cards Sales Clients GoTo EFTPS Summary The EFTPS Summary option at the client level is only available if the client is flagged as an ASO Client. The Client EFTPS Schedule & Summary window is used to display EFTPS payment history for an ASO client. For details on setting up EFTPS for both PEO and ASO Clients, refer to the EFTPS SETUP section of the DARWIN 10 USER GUIDE. ThinkWare Think About It. Darwin User Guide Page 85 of 95

86 941 Tax Deposits 941 Tax Deposits Path: Cards Sales Clients GoTo 941 Tax Deposits The 941 Tax Deposits option is only available if the client is flagged as an ASO Client. The 941 Tax Deposits window is used to allow tracking of 941 deposits for ASO Clients. This provides the opportunity to populate the appropriate lines on the ASO Client s Quarterly 941. If you are using EFTPS, User can update this window based on EFTPS records at the click of the button. For details on tracking 941 deposits for an ASO Client, refer to the ASO SETUP section of the DARWIN 10 USER GUIDE. ThinkWare Think About It. Darwin User Guide Page 86 of 95

87 Client Plans Client Plans For complete details on client level benefits plans and the resulting Client Contributions window, see the PLAN MAINTENANCE section of the DARWIN 10 USER GUIDE. ThinkWare Think About It. Darwin User Guide Page 87 of 95

88 401K Plans 401k Plans For complete details on client level 401k plans and the resulting Client 401k Plan Demographics window see the 401K PLAN section of the DARWIN 10 USER GUIDE. ThinkWare Think About It. Darwin User Guide Page 88 of 95

89 Client FMLA Client FMLA Path: Cards Sales Clients GoTo FMLA The FMLA Setup window is used to specify the FMLA settings that pertain to this client. Client ID/Name FMLA Period Update Calendar Save Cancel Displays the ID and name of the client being edited. Indicate the option that represents the method on which the 12-month FMLA period should calculate. Click to open the Calendar Maintenance window, providing the opportunity to designate any day as a non-working day. For more details, refer to CALENDAR MAINTENANCE in the PAYROLL SETUP section of the Darwin User Guide. Saves settings as marked. Close window without saving changes. Update Calendar 1. Click the Update Calendar button to access Calendar Maintenance window. 2. Mark the applicable Weekend down radio button; None, Sunday only, or Saturday and Sunday, to note applicable weekend done days. 3. Click Print to print company calendar for year selected ThinkWare Think About It. Darwin User Guide Page 89 of 95

90 Client PTO Setup Client PTO Setup Path: Cards Sales Clients GoTo PTO For details on setting up and utilizing PTO functionality, see the PTO SETUP section of the DARWIN 10 USER GUIDE document. ThinkWare Think About It. Darwin User Guide Page 90 of 95

91 Risk Management Risk Management Path: Cards Sales Clients GoTo Risk Mgmt The Client Risk Management window is used to track all risk management events from training to inspections. You can keep track of who the risk management person is, the date and time, and the events that occurred. Enter Risk Management records 1. Enter a description of the risk management event. 2. Select a risk management type. 3. Enter the date, time and who the inspector/trainer was. 4. Enter who attended. 5. Enter the results of the visit. 6. When finished, click Save. Client/Name Transaction Number Description RM Type Date Time Inspector/Trainer Attendees Results Displays the ID and name of the client being edited. A sequential number automatically assigned by Darwin to each risk management event. A description of the risk management event. A required field. Select the type if risk management event. A required field. Enter the date of the risk management event. Enter the time of the risk management event. Enter the name of the person who performed the risk management function. Enter the names of the people that attended the risk management event. Enter the results of the risk management event. ThinkWare Think About It. Darwin User Guide Page 91 of 95

92 Client User Defined Fields Client User Defined Fields A total of 20 user-defined fields are available at both the Client and Employee level. These fields are organized according to a pre-defined field type. Five fields have a Text field type, five are reserved for Date entries, five for Currency, and five for Numeric. By default, the fields are named User-Defined 1 through User-Defined 20, but these labels may be changed. These fields are available to print on client and employee related reports. Path: Microsoft Dynamics GP Tools Setup Sales User Defined Fields Change the user-defined field labels 1. If DarwiNet is enabled and in use, select the level of DarwiNet export desired for the user defined fields. 2. For each of the remaining fields, as desired, enter labels and select the DarwiNet export setting (if DarwiNet is being used). 3. When finished, click Ok. UserDefined 1/2 DarwiNet Export Text Field Labels Currency Field Labels Date Field Labels Provide a name of up to 20 characters for each of these two fields, as desired. These two user defined fields appear on the Client Maintenance window. If DarwiNet is properly enabled and being used, select the level of export desired. If exporting, the option you choose will determine whether the client and/or employee will be able to view and/or edit the content of these fields. Choose from: (1) No DarwiNet Export, (2) Client Display-Employee Hidden, (3) Client and Employee Display Only, (4) Client Edit-Employee Display, (5) Client Edit- Employee Edit. Provide a name of up to 20 characters for up to each of the five user defined fields that are formatted for text entry. Provide a name of up to 20 characters for up to each of the five user defined fields that are formatted for currency entry. Provide a name of up to 20 characters for up to each of the five user defined fields that are formatted for date entry. Numeric Field Labels Provide a name of up to 20 characters for up to each of the five user defined fields that are formatted for numeric entry. ThinkWare Think About It. Darwin User Guide Page 92 of 95

93 Client User Defined Fields Path: Cards Sales Clients GoTo User Def. Fields Display/edit the content of the user defined fields for a client 1. Into each field, enter the desired information. 2. When finished, click Save. Text fields can contain up to 30 alpha/numeric characters. Currency fields can contain up to five eleven digits. Numeric fields can contain up to ten digits. You can display the calendar to select a date. ThinkWare Think About It. Darwin User Guide Page 93 of 95

94 Client Copy Client Copy The Client Copy utility provides the ability to duplicate a client. The client setup records as well as the employee setup records, and, optionally, the employee s successor tax information can all be copied to a new client ID. One use for this utility is when a client s status has changed between PEO and ASO. Because Darwin does not allow the status of a client to be changed once a payroll has been processed for the client, this utility provides a way to easily setup the client under a new ID with the desired new status. Path: Microsoft Dynamics GP Tools Utilities Sales Client Copy Duplicate a client 1. Open the Client Copy window 2. Enter the ID of the client to be copied. 3. Enter the client s new ID. 4. Enter a name for the new client. 5. Mark desired client options to be copied. 6. If desired, mark the employee options to be copied. 7. When finished, click Copy. Client ID Client Type/Name New Client ID New Client Name Transfer to Client Maintenance Client Options Client Charges Client PTO Copy Employee Enter the ID of the client whose setup is to be copied. Displays the status and name of the client to be copied. Enter the ID to be assigned to the new client. Enter the name to be assigned to the new client. If marked, Darwin will automatically display the Client Maintenance window for the new client, once the copy is finished. If marked, Client Maintenance Options settings will be copied to the new client. If marked, the Client Charges settings will be copied to the new client. If marked, the PTO settings will be copied to the new client. If marked, the employees belonging to the client being duplicated will be copied to the new client, along with all settings pertaining to each option marked. ThinkWare Think About It. Darwin User Guide Page 94 of 95

95 Client Copy Department\Divisional Copy When copying a client with multiple departments not all departments may be created that exist on the original source client. Departments will only create/copy: Based on the client ID Departments that are assigned to employees on the Employee Maintenance window. If your client is using a Divisional setup with multiple departments and related divisions, Client Copy will create divisions in the new company but all departments will be assigned to the default division. None Traditional Department ID Structure ThinkWare recommends that client departments include the Client ID in the first three characters of the Department ID. If non-traditional Department ID structures are used it can affect how the Department ID is created during client copy. Client copy from 002 to 222 would create department IDs from to , to , etc Client copy form 002 to 222 with department IDs of ABC001 would client copy as ABC001 to , ABC002 to , etc Client Charges Client charges only copy from the old client default division to the new client default division. All other divisions do not have charges information and must therefore be either manually setup or copied from the default to each division. The Sales Accounts and Invoice Options settings do copy from the source division to the new division for all divisions not just the default division. Direct Debit Direct Debit information does copy from the original client division to the new client division for all divisions not just the default. Bill Rate The Client Copy copies the default division Bill Rate information but similar to the client charges not copying to the non-default divisions, Bill Rate will need to be updated for all other divisions on the new client. ThinkWare Think About It. Darwin User Guide Page 95 of 95