PayWindow Payroll System

Transcription

1 PayWindow Payroll System User guide 2016

2 Table of Contents PayWindow Payroll System...5 About ZPAY...7 Technical Support...14 Purchase PayWindow...16 Mail Order Form...17 Enter Registration Code...18 Ordering Forms...25 Our Other Software...27 AutoLogonWindow...28 TimeClockWindow...29 TimeBillingWindow...30 InfoPro...31 Getting Started...32 Bug Reporting Tool...35 Importance of Updating PayWindow...37 Shareware Evaluation Window...39 Welcome (Login) Window...42 How to Enter Year to Date Information...46 GDI Plus Errors...51 PayWindow Main Menu...53 Create New Company...70 Company Setup and Editing...73 Company Settings Tab...74 Multi-State Settings...78 Department Titles Tab...83 Deductions Settings Tab...85 SUTA Rate / SDI Override Tab...89 Direct Deposit / ACH Tab...93 Direct Deposit Step by Step...97 Direct Deposit Data Items Employee Setup and Editing Employee Tab Payrate Tab Salaried and Commissioned Hourly Single Department Hourly Multiple Departments...125

3 Non-Employee Payee Pay Tab Pay Tab Non-Employee Note on CA SDI / CA ETT Deductions / Taxes Tab Notes Tab Direct Deposit Tab Accrual Tab How to Pay Employees Employee Pick List Pay Salaried / Commissioned Employee Pay Hourly Employee Pay Hourly Multiple Departments Pay Non-Employee Payee Printing Checks and Reports List of Reports Available Payroll Reports Center The Two Most Important Reports Printing Checks Printing Direct Deposit Stubs Printing Tax Forms Printing 2015 Reports in Printing 941 Form Step by Step Printing W2 Forms W2Express and 1099Express Printing 1099-MISC Forms Custom Reports Install a Printer Other Tools in PayWindow Backup and Restore Backup Company Database Restore Company Database Change Payroll Date Company Organizer File Search Window End-of-Year Tool Copy and Rename Files...272

4 Import From Time Clocks Synel Time Clock Acroprint Time Clock QQest Time Clock Count Me In Time Clock TimeClockPlus Time Clock OnTheClock.com Time Clock TimeTrax Bio Time Clock QuickBooks Export Quicken Export GL Export Tax Tables Federal Tax Record State Tax Records Local Tax Records Transactions List Update Checker Alternate Update Download Auto-Update Checker Vacation Accruals List Options Network Tax Tables How to Move PayWindow to a New Computer How to Move Company File to Default Folder Instructions for Windows XP Become an Affiliate Express / W2Express DGR Software State Forms MAGGEY Child Care Management Software Shepherd's Staff Church Management TRAMS Travel Agency Back Office...393

5 PayWindow Payroll System Welcome to PayWindow, the affordable, easy to use payroll software for Microsoft Windows XP, Windows 2003, Windows Vista, Windows 7, Windows 8 and Windows 10. PayWindow is the fully featured payroll package from ZPAY Payroll Systems, Inc. ZPAY has been developing payroll software since ZPAY develops software packages for personal computers, for the Windows platform. PayWindow was originally developed for the HeathKit computer (from Zenith Data Systems) then made for CP/M, then MS-DOS, and the old Windows 16-bit operating system. It is now only available for Windows 32-bit and runs well under 64-bit Windows as well. PayWindow is designed with easy-to-use functionality and user- friendliness in mind. PayWindow is made for accountants and laymen who have need to do their job quickly and fast as possible. We have tried to make the help file as complete as we can. This will help you get started. We hope the help file will answer many of your questions, guide using PayWindow and for your future reference needs. We have tried to keep our software simple to use and simple for most computer beginners. PayWindow has won just about every award possible which you can see on our website at and we are very proud that so many have found PayWindow to be so excellent as we hoped it would be. Just some of the features found in PayWindow: You can edit the Federal Tax Tables You can edit the State Tax Tables You can edit the Local Tax Tables See real-time pay calculations on the fly Pay by Hourly, Salaried, Commissioned and even non-employee payees and report on 1099-MISC - Forms

6 Pay by any pay period, Weekly, Monthly, Biweekly, Semi monthly, Quarterly or Semi annually Handles Regular Pay, Two Overtime Rates, Commission, Vacation Pay, Holiday Pay, Sick Pay, Reported Tips, Collected Tips and Allocated Tips Password protected Six user configurable deductions in addition to normal tax deductions Maintain payroll for multiple companies Perform After-the-Fact Payroll Prints on any Windows printer with print preview before printing Built-in Backup and Restore Export Payroll Entries to ACH. Import from Time Clocks. I hope that you find PayWindow the solution for your payroll needs. Thanks, Paul Paul Mayer, President ZPAY Payroll Systems, Inc. Past President of the Association of Shareware Professionals Shareware Industry Conference Hall of Fame Inductee 1997 Association of Shareware Professionals Hall of Fame Inductee 2000 Shareware Industry Conference Lifetime Achievement Inductee 2002 Website:

7 About ZPAY Origins ZPAY Payroll Systems, Inc., actually started in 1978 or 1979 when Paul Mayer, the President created his first payroll program for the old Heathkit computers. He came up with the name ZPAY when Heathkit was bought by Zenith. ZPAY Payroll System, Inc., was incorporated in About Paul Mayer Paul Mayer, our President, was the forum manager of the Shareware Forum on the Microsoft Network On-line from when it started in 1995 through 2000 when they closed down. Paul is a Past President of the Association of Shareware Professionals and the President of a shareware company, ZPAY Payroll Systems, Inc. which markets its products through Shareware. Paul is also a Freelance Web Designer who's designed pages for the Microsoft Network and the Government as well. The History of ZPAY Payroll Systems, Inc. Back in 1976, Paul Mayer our President, had a friend that worked at Heathkit, who was very persistent that Paul buy one of their new build your own computer kits. The H8 kit was just out and Paul's friend Al Olander brought one of these new toys home that he had built and invited Paul over. There was not much software back in 1976 for personal computers but Al did have a copy of the original Adventure Game. He sat Paul down at his new H8 computer and showed him the adventure game. Paul loved the challenge provided by this logical problem solving text game. It must have been about 2AM when Al finally demanded that Paul stop playing the game and go home so he could go to bed and get some sleep. That next morning, Paul who was down at his downtown Chicago photography studio, called Al at the Downers Grove, IL Heathkit store. Paul told Al to wrap one up one of those kits for him and be sure to include the adventure game. That was the first of six computers that Paul would build for himself and others. Now that he had a computer, he needed to find some software that could be used in his Photography business. As this was the early dawn of personal computers, not much was available. There was a simple payroll program in the Heath Users Group Library that was written in Basic for HDOS, the Heath Computer's operating system. Even though the studio's payroll by hand took up to four hours a week, this clumsy basic program didn't save as much time as Paul wanted. Paul bought books on programming and started to become a self taught programmer. He wrote his first payroll program from a users perspective about the time that Zenith bought Heathkit and called it ZPAY. Paul had learned Basic first and used the MBasic compiler to compile his programs to make them run faster.

8 After a number of his business friends saw what he had, they urged him to sell the software commercially. So in 1983, ZPAY Payroll Systems was born. At that time, ZPAY was available for HDOS, CP/m, ZDOS and the new DOS from IBM. Early ads in computer magazines, business newspapers and magazines were the vehicle to launch sales for this new commercial venture. This is an early 1983 ad that we believe is one of the oldest ads for ZPAY. Here is an ad that was in a number of publications in 1984 and Most sales during these years was a result of print ads.

9 Paul also appeared at Computer User Groups with ZPAY to sell his software. One of the earliest was the Heath Users Group Convention in Chicago, Illinois. Here is a photo of Paul in his first computer show booth.

10 After creating ZPAY in Basic, Paul taught himself to program in Pascal using the Borland Turbo Pascal compiler and spent a year creating ZPAY II. This new release was designed for DOS as that was the future at the time. So CP/m, HDOS and ZDOS were dropped as supported platforms. ZPAY II was also uploaded to Bulletin Board Systems, CompuServe (actually called MicroNet in the early days), GEnie and passed out as Shareware any place Paul could find. This was the new way to go where you'd give out trial versions of your software and if someone liked it, they would buy it. As you can see by this next ad, the price was dropped to be compatible with other Shareware programs.

11 It was 1986 and Shareware was growing as the new way to buy software. Low cost and the 100% guarantee, you tried it before you bought it! Paul was writing the Beginner's column in Shareware Magazine during the 1980's and in exchange received free advertising in the magazine and with the release of his new improved ZPAY 3, took advantage of it with large display ads like this one.

12 Paul was one of the first members of the Association of Shareware Professionals and their third President. This allowed him to appear at many large computer shows such as PC Expo and COMDEX where the ASP would have a booth where members like Paul could display their software to users, buyers and the computer press. There were great times as Paul got to know many in the industry that came to know the quality of his software. In 1993, Windows was becoming the operating system of choice and PayWindow was released. Created for Windows 3.1, this program was the payroll from ZPAY for the next ten years.

13 Then on the 20th Anniversary of ZPAY Payroll Systems, Inc., we released PayWindow The new state of the art payroll program that had incorporated users suggestions and feature requests accumulated over 20 years. This new release has won just about every award there is including the top honor of being chosen as the Best Business Application for the year 2003 and again in 2008 by the Shareware Industry Conference. PayWindow was also the People's Choice Award winner for the Best Business Application at the 2004 and again the 2009 Shareware Industry Conference. That my friends is the story of ZPAY Payroll Systems, Inc. It's been one heck of a ride from the beginning of personal computers to the day where almost every home and office in America has one!

14 Technical Support For Technical Support always be sure you have the latest release of PayWindow before contacting us. (Click Help, Updates and Check for Updates and install the latest if needed.) ZPAY does not charge from $200 to over $2000 a year for updates like our competition does. We rely on our users to take advantage of our on-line help system so we don't have to pay for a support staff to answer your questions which have all been asked and answered before and posted on-line for you. If you need step by step assistance showing you what to do, use the Tutorials by selecting Tutorials on the top menu if that does not help, then look for the answer in the Support Forum by using the menu selection for Support above. If you do not find a solution, please use the support forum to ask your question. This is how we can afford to only charge $45 a year for upgrades by "sharing" the support with all of our users. As a last resort you can contact us directly. is preferred so we can give you links to the solution that you may need. Support Choices: This Help File. We've tried to get as much information as possible to guide you through the setup and use of PayWindow. This should be your first choice. You can view the Tutorials. They are small movies that take you by the hand, step by step through the setup and use of PayWindow. Visit Our Support Forums. We prefer you use this as it allows us to share the questions and answers with all of our users. Visit The PayWindow Frequently Asked Questions Forum has the most common asked questions about PayWindow. It has screen shots to show you how to do things and more. If you call or write us in , we will most likely send you here so see the answer rather than trying to talk you through it. Visit forumdisplay.php?f=10 The Site Search. The Site Search is powered by Google but specific to our website. Enter a search term such as "printing 941 form" and it will give you the relevant pages found on our website. Visit

15 Please try to use the above methods before contacting us direct so we can continue to give you truly affordable software and maintain the high quality that we have for over 25 years. Our hours are Monday through Friday from 9:30 AM to 5:00 PM Central Time Zone. ZPAY Payroll Systems can be contacted at: ZPAY Payroll Systems, Inc Serenity Lane Savanna, IL Phone: Thanks, Paul Mayer, President

16 Purchase PayWindow TRY-BEFORE-YOU-BUY As our products are sold through Shareware marketing (try-before-you-buy), where you download and actually use the program for 30 days on your computer, we do not have a return policy. We want you to be sure that this is the program that fits your needs before you pay a penny for it, that's why we have the 30 day trial period. So if you have not yet downloaded and used the program, please do so first at and be sure that this is the program that you want to use before making your purchase. Use our on-line store on the secure servers of esellerate.net to purchase our products. First time users of PayWindow, the price is $89.95 and every December, we release the next year's program and the upgrade is only $45.00 a year. Those first time users that purchase in the last four months of the year will automatically receive the free upgrade. The prices shown here are effective 9/22/2015. For New Customers: PayWindow First Time Purchase - Only $89.95 (FREE Annual Upgrade if purchased in the last four months of this year) For First Time Purchasers of PayWindow. For Existing Registered Customers: PayWindow Annual Upgrade - Only $45.00 each year Available December of each year and you will receive a new unlock code. If you have problems accessing any of the links in this help file, please visit our website at and use the "Purchase" menu selection at the top of the website.

17 Mail Order Form PayWindow 2016 Printable Order Form ++PLEASE PRINT THE INFORMATION BELOW++ We prefer that you place your order on-line using our on-line store but as an option, you can also phone or mail your order in. Print out and complete this form and send it to us. Since we sell through Shareware (Try-Before-You-Buy), do not order this program if you have not yet downloaded, tried it and are sure this is the program that you want. We do not have a return policy. This is why we give you a 30 day trial period. Your purchase options are: Preferred Method: On-line: Order Phone: Or by mail: ZPAY Payroll Systems, Inc Serenity Lane Savanna, Illinois, IL [email protected] Phone: Contact Name: Company Name: Address: City: State: ZIP: Phone: PayWindow Payroll new customer $89.95 PayWindow Payroll Upgrade from prior version $45.00 Total Due Payment must be by check if using this form, insure the check is included with this form.

18 Enter Registration Code Simplified Copy - Paste Registration in PayWindow and Our Other Software There is a new simplified way to copy and paste your registration information into PayWindow and Our Other Software. Once you have received the Registration from [email protected], open the and using your left mouse button, click any place above the registration code and holding the mouse button down, drag to any spot below the code and release marking it as seen below. The with the mouse, Right Click and from the popup menu, select the Copy option as seen below. We also have a video that shows you how to do this on our Tutorials page (third Tutorial down the page) titled "How to Complete the Registration Process" at

19 Then start PayWindow or our other software and click on the Enter Unlock Code Button as seen below.

20 Then click on the "I received the letter by " selection and click the "Next" button as shown below.

21 Then click on the large button as seen below to paste in the Registration Name and Code as shown below.

22 You should get a "Thank you for registering" message as seen below. Click "OK".

23 Finally click the "OK [ENTER]" button and that's all it takes!

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25 Ordering Forms We recommend that you order your Checks, W2 Forms, 1099-MISC and other forms from Forms Fulfillment Center at All of our products are designed around the forms from Forms Fulfillment Center products and to insure proper alignment and placement of text on the forms we strongly suggest ordering your needs from them. To get the 25% discount on your first order of payroll checks, direct deposit slips or envelopes, be sure to give them this Discount Code: P You can see scanned in images of what the different checks we support look like in this FAQ (Frequently Asked Question) on our website:

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27 Our Other Software ZPAY Payroll Systems as a line of products to make your life easier just as PayWindow was designed to do. Take a few minutes to see what we have below. As with PayWindow, you can download all of our software to try it for 30 days for free before you pay a penny for it. If you like it, then you go back to our website and pay for it. If you don't like it, simply uninstall it and let us know what you didn't like about it to help us make it better. AutoLogonWindow TimeClockWindow TimeBillingWindow InfoPro

28 AutoLogonWindow AutoLogonWindow - Secure Password Manager in convenient Tray Icon application that automatically logs you in to secure websites. Securely stores passwords and logon information that you can access with a single master password. Quick and easy to use! AutoLogonWindow automatically memorizes and securely stores your passwords and logon information, so you will never forget them again. Enjoy easy, one-click logins to your online accounts. So many websites now requires a password, and it's becoming difficult to remember and manage them all. With AutoLogonWindow, you remember one password, AutoLogonWindow remembers the rest. AutoLogonWindow memorizes and securely stores your passwords and logon information, so you will never forget them again. Enjoy easy, oneclick logons to your online accounts. AutoLogonWindow allows you to: Manage your Internet passwords and Logon to websites automatically. Supports Internet Explorer 7 and 8 and runs under Windows 2003, XP, Vista, Windows 7 and Windows 8. From a Tray Icon, pop up a menu of your favorite websites and password protected websites and log on with a single click. Store all of your passwords and logon information in an encrypted database and use a single master password for access. Backup and and copy your passwords between computers. Automatically retrieve the logon information to store in the secure database the first time you use a password protected website. Learn more about AutoLogonWindow at

29 TimeClockWindow TimeClockWindow - The best news is that our software time clock is network ready and can be installed on all of your workstations and used by all of your employees in the same office. No extra costs for workstations or for the number of employees in the company, no limits! Do you keep a manual record of employee attendance information? Are you stuck adding up hours each pay period from an old paper punch time clock card system? Do you want payroll records that are accurate to the second and that use your complex payroll rules? Do you want this in an easy to use system that doesn't cost a small fortune? Do you want just one software time clock system on which all your employees can clock in or out? Do you want this same system to provide you with real time, accurate reporting that uses YOUR payroll rules? If you said yes, then our low cost time clock software package, TimeClockWindow is for you. TimeClockWindow allows you to use a PC to record and report on employee work hours. It completely replaces manual time card machines or your hand written time and attendance records. It also eliminates the need for you to spend hours each week compiling your manual systems into a report to supply to your payroll department. TimeClockWindow our time clock software provides LIVE payroll reports generated in just moments that are accurate to the second. No more managing hours by hand! No more spending half a day trying to add up the employee time and pulling your hair out because of messy employee cards that you can't decipher! Automation with our time clock software is the answer! The best thing about TimeClockWindow is that it has full integration with PayWindow. That means full importing employee, company and departments data from PayWindow and pushing the employee hours direct into PayWindow each payday! Learn more about TimeClockWindow at

30 TimeBillingWindow TimeBillingWindow - No more managing hours by hand! No more spending half a day trying to add up the billed hours and pulling your hair out because you lost the notes that you kept your time on or cannot read them! Automation with our time Billing software is the answer! The best thing about TimeBillingWindow is that it is always ready sitting as a tray icon in the bottom corner of your screen. That means you are only a mouse movement away from logging your time as you work with clients on the phone or in the office! Starting with the time billing interface it shows you exactly which tasks are open and being timed while collecting the time worked for fast and easy billing. It's so easy to use that you don't need to be a computer expert to set up and start using this time Billing software immediately. In fact it's so easy that we sell through the Try-Before-YouBuy method of marketing known as Shareware and we want you to download and see for yourself before you buy it. Learn more about TimeBillingWindow at

31 InfoPro InfoPro - InfoPro is an application to manage your bits and pieces of information without having to manage multiple files. It can handle anything from a to-do list to complex notes. You can collect all your bits and pieces of information into a "hierarchical collection of notes" inside a "list of lists". InfoPro is designed to store information in a free-form way that does not limit your imagination. InfoPro is designed with easy-to-use functionality. We have tried to make the help file as complete as we can. This will help you get started. We hope the help file will answer many of your questions, guide using InfoPro and for your future reference needs. If you have never used our software before, you should become comfortable by following instructions in the Startup Tutor located on our website. As always, the folks at ZPAY try to make using the computer simple, easy, as well as fast, and efficient as possible. We know as a user you don't need or require to know complicated procedures. Learn more about InfoPro at

32 Getting Started To get started, it is important that you use the step by step numbered instructions below so it is done in the order that the software is designed to be used. The Shareware Evaluation Information Window is the first thing that you see when you run PayWindow. During your 30 day trial, simply click the OK [Enter] button to enter PayWindow. That will then open PayWindow and the Welcome (Login) Window which requires that you select a pay date to use and to click the "Next" button to login to PayWindow.. First get acquainted with the software by going through this help file as well as the online Tutorials we have at zpay.com. Play with PayWindow a bit using our sample company file. Do not use that company file to enter your employees as we may need to show you how to do something in the future and do not want to damage your data but are happy to damage our own for the sake of teaching you something. Attention New Users: GDI Plus Errors can stop PayWindow on start-up. If you download and run PayWindow during the trial period and it stops and pops up the Bug Report tool described below, see this page on what most likely caused the problem. Very important: Our software has built-in problem solving code that if you do something to break the program, it will pop up a bug reporting tool that looks like this: You should check on-line to see if you have the most current release of PayWindow and if not, install the current release. The download page at download.htm displays the current version number for each download link. In most cases if you get a bug report request like this and do not have the current release, the problem was already fixed. With that said, click here to learn how important it is to keep PayWindow updated and learn how to use the Update Checker.

33 If you see that pop up and do have the current release, please use the bug reporting tool by providing the contact information and a brief description of what you were doing that caused the tool to pop up. The tool will send us a bug report so we can assist you with the problem and possibly code the program to trap such a problem in the future with a message telling the user what they did wrong and how to correct the problem. Follow the instructions in this link for using the bug reporting tool. Once you feel ready to start creating your own company database and adding your employees, follow the steps below. If you are starting out in mid-year and have been performing payroll manually or with some other software, you should enter the year to date information before actually paying your employees after following the set up instructions below. To see how to enter the year to date information see this topic: How to Enter Year to Date Information. 1. First order of business is to create your own Company Database. Go to the Create New Company help topic now and return to this topic when you are done creating your company file. DO NOT under any circumstances create your company file in the installed program directory. Windows does not allow accessing data files from the "Program Files" folder nor sub-folders since Windows Vista was released. 2. If you did not use the link that took you to the Company Setup and Editing topic at the end of the Create New Company help topic, go to the Company Setup and Editing topic now and follow the instructions to enter all of your company information and settings and return to this topic when you are done. 3. Now it is time to add your employees. We have instructions for creating entries for Salaried, Commissioned, Hourly, Hourly in multiple departments with different pay rates and non-employee payees too. So now go visit the Employee Setup and Editing topic for instructions and set up your employees. When you are done, return to this topic to continue. Did I say it is as simple as ? Believe it or not, you are now ready to pay your employees. 1. Click on this link to open the How to Pay your Employees topic. Be sure to review all of the Employee types that pertain to your company setup.

34 2. Click on this link to learn How to open the Report Center and print Checks and Reports. Of course now that you are up and running, be sure to go through the rest of this help file to become familiar with all other features we have in PayWindow.

35 Bug Reporting Tool When you see the bug reporting tool pop up like this: Click the "send bug report" button as seen above. Then to allow us to work with you and get you past any problem, enter your name and address in the Window that looks like this: Click the "Continue" button to open the next Window and enter as much detail as you can to help us understand what you were doing at the time as seen below:

36 It may even take a screen shot of PayWindow to show us what you had done and ask your permission to send it to us. We will get back to you as soon as possible to assist you in .

37 Importance of Updating PayWindow We cannot tell you enough, how important it is to insure that your software is kept up to date. Here are a few examples of changes that affect your payroll processing and reporting. Taxes can change during the year. Forms are not released by the IRS until a month or so before their use is authorized. An example is the 941 Form is released in the third month of the year so employers do not use the new form to report their last Quarter report. Bugs may be reported by a user and we fix them as soon as possible. So if the bug report should pop up on you, it has most likely been fixed already. It is your responsibility to check for updates throughout the year. We suggest at least once a month. Click here to view how to use the Update Checker. If for some reason, the Update Checker does not work on your computer as we use Internet Explorer technology and you may be using a different browser, click here for an alternate method of updating your software. IMPORTANT NOTE: By Default, PayWindow will check for updates the first time you start PayWindow on any given day. There is an option available to turn that off if your computer is not on the Internet under Tools and Settings. If you do turn off the Update Checker, it should only be done on a computer that is not on the Internet. And if you do that, you should check our website on another computer to see if there are updates at least before each pay day and download to a USB drive and take and install them on your payroll computer. In the past, users have turned of the update checker and used outdated tax tables, forms and important program updates and when the IRS has done spot audits, it has

38 cost them hundreds of dollars in penalties. You would be prudent to keep that tool turned on if your computer is on the Internet.

39 Shareware Evaluation Window This is the Shareware Reminder screen that you will see during the 30 day trial. Once you've decided that this is the payroll software for you and purchase PayWindow, you will receive the registration name and code to enter and will not see this Window again until you install a new year's release. Information

40 This is the Shareware Information Window that displays how long you have been on the 30 day trial. Once it gets to day 30, if you have not decided to purchase it and received and entered the registration name and code to unlock PayWindow, it will stop working. The OK [ENTER] Button During the 30 day trial period, simply click this button to enter PayWindow. Enter Unlock Code When you have decided that PayWindow is the payroll software that you want to use, this is the button that you will click on to enter the registration name and code that you will receive when you purchase PayWindow. We have instructions on how to enter that to unlock PayWindow. Order Online This button will take you to our Purchase page for PayWindow on our website. Close This will close this Window and exit without loading PayWindow. Order Form

41 This button opens an order form to place your order by mailing in a check. This does take longer than the instant purchases online and you may be locked out of PayWindow for some time if you use this option. Information More information on purchasing PayWindow.

42 Welcome (Login) Window This is the Welcome "startup" screen. To enter PayWindow, you must get past this screen by selecting the date to use and then clicking on the "Next" button. It can also be used to select a different company file if you are an accountant that manages many companies. Select Pay Date

43 Use the calendar to select the pay date to use when you enter PayWindow. "Today" is circled in red as you can see in the example. Clicking a date will select it. Then to enter PayWindow, simply click on the "Next" button. Select Company For single company users, you will never need to use this selection. This is for accountants with many companies to manage. By clicking on the three dot [...] button, it will open the File Open Window where they can select the company file to use. Tax Table Location If you are ever asked by our technical support for the location of your tax tables, this is the location. Data Directory

44 If you are ever asked by our technical support for the location of your company data files, this is the location. The "Next" Button This is the button that you click to login to PayWindow after selecting the pay date to use. Note: You cannot do anything in PayWindow until you click this button to "log in". Turn off Getting Started Help File When you first start using PayWindow, we automatically pop up the Getting Started Topic in the help file. Once you are familiar and no longer need that opened automatically for you, check this check box to turn that feature off. Exit Program If you change your mind and want to close PayWindow before logging in, simply click this Exit Program button. Date Selection Buttons

45 See this set of instructions for these button. Year Selection Button See this set of instructions for this selection.

46 How to Enter Year to Date Information What we will show you below is how to enter year to date information. This method of entering the payroll data may also be used by accountants for after-the-fact payroll entry. If you are on this page, you have already followed the instructions on creating your own company file and completed setting up the company and added your employees. You can do this as an annual total for each employee or if you want payroll records for each pay date, you can enter each individual payroll manually, saving and changing the date and repeating for each pay date. If you elect to enter the totals for the year it is best to start after the last quarter's pay date. In the example below we will assume that you are starting out in April and you last pay day in March was March 25th. In the Quick Launch click on Date as seen below: That will open the Dialog to change the date. You will use the arrows in the month view to get to the month you want and click on the date to select it and then click on the Change Date and Close button as seen in the example below.

47 The click on Employees from the Quick Launch to open the employee list and click to select the first employee that you will be entering the payroll totals up to that pay date. Press the F6 key or click the small Pay Button above the list of employees.

48 That will open the employee in Pay mode. Enter the total earnings for the year up to the date you selected and press F6 or click the Pay button as shown below to calculate the payroll and set the date for what you are about to do.

49 Then you will take your payroll reports for that quarter and edit the figures to match what your report has for the year to date as of the date you selected. Do not click that Pay button a second time as it will revert to the figures calculated if you had to make any changed like we did below. Notice that items like the Federal and state taxes are different (it was calculated on a weekly tax structure) as well as the totals for the miscellaneous deductions which were all edited. Once you have rechecked and made sure it all balances, click the Save and Close button or press F11.

50 If you did pay the employees in the current month (April in our example), you can do the above by setting the date to the first payroll, and enter the information for that payroll and repeat as needed to get up to date changing the date for each payroll. Again, this is also the method of performing after-the-fact payrolls for accountants that receive the payroll information from their clients and want to be able to have payroll history and reports for their clients.

51 GDI Plus Errors GDI+ Errors can be caused by two different problems which we have covered below with their solutions/ Before you read about the GDI+ problem below, we have now had a large number users that use Kaspersky Internet Security software and found that it was blocking access to the gdiplus.dll file. This is what one wrote to us: "I just noticed my Kaspersky internet security had some corrupted files and it recommended I reinstall the program. I did. And now PayWindow is working correctly again! I apologize for taking so much of your time today. I really appreciate the great customer service and I'm glad the problem was finally resolved. Thank you so much!" So simply reinstalling Kaspersky fixed the problem. If that is not your case then read on The error is: exception class : EdxGdipException exception message : Invalid operation in GDI+ (Code: 1). It appears that your computer has an outdated version of the gdiplus.dll file which causes problems with PayWindow and other newer programs that use that Windows DLL. It's possible that you installed some shareware or freeware that installed an old version on your computer or that your computer has not been kept up to date with the Windows updater. If it was installed by some other software setup, you would need to find the old version and remove it. Search your computer for gdiplus.dll the default location is in the C:\Windows \System32\ folder. Normally the bad files will be in the program's installation folder and should be removed. It is most important to remove or rename any gdiplus.dll files found in the sub-folders of the Program Files folder that are installed by any software you have on your computer. Also you may need to restart your computer to delete the bad DLL as it may be locked by Windows as once it is launched (by the program that installed it) it is loaded in memory and only restarting can flush it out. Restarting the computer is required to then start PayWindow as PayWindow will load the DLL from the default Windows location then. We found a great $15 Shareware program that makes this task easy to do. Watch this video:

52 The link to their website for that Duplicate File Finder tool is: A real quick fix is to shut down the computer and restart it and when it is back up, start PayWindow before any other software. That way the culprit DLL will not be loaded.

53 PayWindow Main Menu The Main Menu in PayWindow allows you to easily access all functions in the software. Use this section to become familiar with all of the options. File Menu The File selection from the main menu looks like this:

54 Logon - This will allow you to close the existing file that you are working on and take you to the "Calendar" sign in Window. Logout - This will close the company file that you have open and are working with. Passwords - This will allow you to set a password or change an existing password for access to PayWindow.

55 Hide - This will hide (minimize) PayWindow to the system tray. Activate Screen Saver - It does just what it says. New Company - This selection will allow you to create a new company database. Open Company - This will allow you to open existing companies that you've created including our sample file paywin.dxi.

56 Close Company - This will close the company that you are working on. Report Center - This will open the Report Center where all reports and check printing is done. Backup Company - This will open the Backup tool. We suggest that you backup after every pay day. Restore Company - The will open the Restore Tool and allow you to restore a previously created backup. Directory - This opens this submenu:

57 These are tools that we have when we need to have you perform tasks for us during support. The selections are: Company Organizer - This Company Organizer tool will search your hard drive for all PayWindow data files in case you lost the pointer in PayWindow to the folder you were using. Copy Filepath to Clipboard - We would ask you to do this to paste into an if we need. Open Container Folder in Explorer - This will open the folder currently selected as holding your data files. Shell to Command Prompt - Another tool to help us if we need. Exit - Close PayWindow Edit Menu The Edit selection from the main menu looks like this:

58 The Edit Menu is active when you are in a Window that allows editing such as editing an employee's information. There are standard Windows selections. Undo - Undo what you just changed. Copy - Copy selected text. Cut - Cut selected text. Paste - Paste text that was previously copied. Select All - Select all text in area where your cursor is. View Menu The View selection from the main menu looks like this:

59 The View Menu only has two selections. This will hide or display the Quick Launch / Open Windows section of the main Window that you see above. And you can use Full-Screen MDI Tabbed windows. See more on that under Options in this help file. Payroll Menu The Payroll selection from the main menu looks like this: These are the Payroll related functions.

60 Company - Opens your Company Edit tools. Employee - Opens the Employee List for Paying or Editing the employees. Transaction - Opens the Payroll Transactions List. Here you can delete a Transaction if you had an error and then repay the employee properly. Vacation, Sick Accrual - This opens the Accruals List where you can manually add accruals if needed. Report Center - This will open the Report Center where you will print payroll reports, checks and reporting forms. Custom Reports - This will open the Custom Reports tool where you can create simple lists from your payroll data. Import Timesheets - This is a tool that allows you to import from a number of time clocks into PayWindow. If you use our time clock software TimeClockWindow, that software will automatically insert the time into PayWindow for you. Export to TimeClockServer - This will allow you to export the Company, Departments and Employees to a "Backup" file that is used to import the information into our new TimeClockServer Intranet and Internet time clock system. Tools Menu The Tools selection from the main menu looks like this:

61 The Tools Menu is for other tools related to payroll. Federal Tax Table - This will open the Federal Tax Table where you can verify that you have the current data. State Tax Table - This will open the list of State Tax records from our tax table databases. Local Tax Table - This will open the tool where you can create a local tax record if you have a local tax. End-of-Year - This will open the end of year tool that can remove all employees that have been terminated and marked as unemployed as well as delete all past year payroll transactions to make the current year database more compact. Always be sure that you have a backup before using this tool. Calendar - Will open a Calendar for you to see if you need. Change Date - This will open the tool that will allow you to change the date in PayWindow. QuickBooks Export - This will open the tool to export today's payroll data to QuickBooks.

62 Capture Full Screen - This is a screen capture tool in case we need you to get us a screen shot during support. Options - This will open a window to allow you to change some of the program options. As you see below, one is to turn off the "Are you sure you want to quit" notice, you can have the program check for updates when it starts up and you can use full screen Tabbed MDI screens in PayWindow. Under the Background Tab, you can change the background image in PayWindow.

63 Under the Themes Tab, you can change the look of PayWindow.

64 Under the Welcome Tab, you can clear the recently used file list. This is useful for accountants that use many company files. Under the Idle time Tab, you can set the idle time before the company database is closed. Microsoft Data Access tools disconnects from the company database after inactivity. We have found that this can cause data corruption so added this option to close the database properly when there has been no activity in PayWindow for a number of minutes that are set in this option. We suggest that you set this not longer than two hours to be on the safe side. If you are done working in PayWindow, you should shut down the program.

65 Window Menu The Window selection from the main menu looks like this:

66 This is the standard "Window" menu found in all Windows programs. If you find that you cannot see a window when you select to open one such as the Report Center or whatever, use the Windows, Cascade selection to see if it brings it in focus. It will also list all open Windows in PayWindow at the bottom of this menu. Help Menu The Help selection from the main menu looks like this:

67 On-Line Help - Opens this help file. Frequently Asked Questions - Opens the Frequently Asked Questions Forum at zpay.com. Ordering Forms - Opens a page with an 800 phone number, the part numbers for the Checks, W2 Forms and 1099-MISC Forms and a code to give them for a 20% off on first time orders. Technical Support - Opens a page with information on how to get technical support. ZPAY's Website - Opens our website at Order Online - Opens the order page at zpay.com where you can purchase PayWindow and our other products. More Order Information - Give you more options for ordering PayWindow. Tutorials - Opens the web page with our Tutorials at zpay.com. Support BBS - Opens the support forums on our website at zpay.com.

68 View Program Updates - Opens the page were we list the PayWindow program updates on zpay.com. Updates - This is the Update Checker where you should check once a month to see if you are current and install the updates when they are released. About - Opens the About Window with our information. Employee List The Employee List Quick Button will open the Employee List. Transactions List The Transactions List Quick Button will open the Transactions List. Report Center The Report Center Quick Button will open the Report Center. Custom Reports The Custom Reports Quick Button will open the Custom Reports. Accruals The Accruals List Quick Button will open the Accruals List.

69 Import The Import Time Clock Data Quick Button will open the Time Clock Import Tool. Change Date The Change Date Quick Button will open the Change Date Tool. Login The Login Quick Button will open the Calendar Start Up Page. Logout The Logout Quick Button will close the current company file you have open. Hide The Hide Quick Button will minimize PayWindow to the system tray.

70 Create New Company To Create a new Company Database, in PayWindow select File from the Main menu and then select New Company like shown below. REMINDER: DO NOT under any circumstances create your company file in the installed program directory. Windows does not allow accessing data files from the "Program Files" folder nor sub-folders since Windows Vista was released. If you presently have a company file created in an older version of PayWindow, go to this page in the help file "How to Move Company File to Default Folder". This will open the New Company Database Window like you see below. If you are on a single user computer and are not sharing your database over a network, the preferred folder to use it our default folder. Ad if this is your first time, you should see our sample company file like below "paywin.dxi" and the "Wallpaper: sub-folder. Type in your company name like we did below. For this example we typed in "Sample Software Company". Then click Save to create the new company. Note: To not have any problems down the line, do not use and punctuation in the file name as we have found that recent updates to the

71 Microsoft Data tools seem to crash when handling databases with punctuation in the file names. You should get a message like this if it was successful. Click OK to continue. For the information on setting up the company go to the Company Setup and Editing help topic which is your next step.

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73 Company Setup and Editing This topic will show you how to set up or edit your company settings. You can access the company settings by selecting Payroll and then Company from the main menu or simply select "Company" from the Quick Launch window as seen below.

74 Company Settings Tab This is the page is where you will enter in the information used on Federal Forms and such to identify the company and the contact person. Company Name Enter your company name in this entry field. Multi-State Processing Select this check box if you have employees in more than one state. Click here for important details for multi-state use.

75 Trade Name If you use a trade name that is different from your company name, enter it here. Street Address Enter your street address here. If at all possible, use the US Postal abbreviations as they prefer that the entire address be entered on one line. Street Address 2 This is an old entry item that if used does not follow the US Postal address formatting conventions. City Enter the city name in this entry. ZIP Code Enter the Postal ZIP Code here. State Enter the US Postal two character State abbreviation here. Area Code Enter the area code for your phone number here. Phone

76 Enter the phone number here. Federal ID Enter your Federal tax ID number here. Also known as a FEIN or an EIN. State ID Enter your state tax ID number here. Local ID If you have a local tax, enter the local tax ID here. Contact Name Enter a contact name here. Address Enter an address for the contact person here. Fax Area Code Enter the Fax Area Code here. Fax Number Enter the Fax number here. Save & Close

77 The Save & Close button will save all data entered and any edits made and close the company settings window. Cancel The Cancel button will cancel any changes made and close this window. Help The Help button will open this help file.

78 Multi-State Settings If you are setting up a company to support Multi-State Employees, you need to know the following information. We only support the multi-state function on the company level. An example is you can have employees living and or working in different states but no single employee can work in more than one state in the year. You will need a method to select your employees for reports by state. To do this, when setting up your employees, use the employee codes to help you in selecting the employees for reporting. An example is to use employee codes like this: Employees working in Illinois would be IL-0001, IL-0002, etc. Employees working in Oregon would be OR-0001, WI-0002, etc. And example of an Oregon Employee: Then to select your employees by state when printing reports, you would uncheck the All Employees checkbox as seen here:

79 Then click the small drop list button to select the start record like seen above and then select the employee to start with like seen below.

80 Repeat for the stop record which in our case for Illinois would be the IL-0004 record seen above. Then print your report. The Employer Totals Report has a feature where you can select by State as seen below. Select the State and check the Filter by State checkbox.

81 At the end of the year, be sure to enter the state tax ID's into the State Tax Records under Tools and then State Tax Table as it is needed for the W Forms. When you open the State Tax records used for the employees in the different states, enters your state tax ID as shown below.

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83 Department Titles Tab On this page, you will set up the departments to use for your company. In our example we set up six different departments but you can have up to twenty departments. These will allow you to track expenses to the different departments in your company. You will see later when setting up your employees how to assign the departments to each employee. For hourly employees, you can set them up to be paid different rates for work performed in different departments. Department Label

84 Enter the Department name that you want in each numbered entry. Do not skip lines as shown in our example. Save & Close The Save & Close button will save all data entered and any edits made and close the company settings window. Cancel The Cancel button will cancel any changes made and close this window. Help The Help button will open this help file.

85 Deductions Settings Tab As you can see we allow up to six miscellaneous deductions in PayWindow. These are user configurable and in our example you can see we have set up five of the six possible deductions. The first line we entered a 401 K Plan which we will discuss here as it is set as nontaxable deduction exempt from Federal Income Tax. You will note that we have selected checkboxes and entered a dollar amount in the cutoff which will be explained below for those items. The other four deductions we set up in this example are all taxable and do not stop deduction through the year and are not exempt from any taxes and do not need to display on the W2 Form. NOTE: Be sure to set up the deductions constant's for nontaxable deductions when setting up the employees.

86 Deduction Title Enter the name for each Deduction that you will set up in this column. Percent of Gross Check this box if the deduction will be calculated as a percentage. If it will be a flat dollar amount each pay day, leave it unchecked. Cut Off Amount If this deduction is not meant to go forever but to reach a limit each year, enter the dollar amount that the deduction will stop when the amount is reached. The next two check boxes work with this amount. As you can see, we have checked "Wages" which means once this employee earns $ , the deduction will stop. If you checked "Deduction", it will stop when the the total amount of $9, has been deducted from their pay. Base Cut Off on Wages If this is checked, and an amount is entered in the "Cut Off Amount", the deduction will stop when the employee's wages reach that amount. Base Cut Off on Deduction If this is checked, and an amount is entered in the "Cut Off Amount", the deduction will stop when the employee's deduction reaches that amount. Exempt From Taxes? IMPORTANT NOTE: Make sure that you absolutely know which taxes are exempt when checking the boxes in this area. If you get it wrong and change it after performing payrolls, those payrolls already performed have previously

87 stored the data for the tax exempt or not exempt status by using the state of the checkboxes at that time. If you change the checkboxes, your reports will be using the new state of the checkboxes, but will be pulling the stored data and any new data from new payrolls making it look out of balance on the reports. So make sure that you get it right the first time. This line of check boxes matches for the corresponding deduction number above. In this example we are setting deduction number 1 to be exempt from Federal Income Tax by checking this checkbox as seen. The checkboxes are left unchecked if they are to pay taxes on the pay before taking out the deduction. You must consult with your accountant before checking any of these boxes making the deduction nontaxable per the warning notice above. FIT is Federal Income Tax, FICA is FICA, Medi is Medicare, SIT is State Income Tax, SUTA is the State Unemployment Tax, SDI is State Disability Insurance (same as Workman's Comp, and Local is Local Tax. The Pension Box should be checked if you want the Pension box on the W2 Forms checked. The 941 box must be checks if the deduction is exempt from FIT so it is not included in the taxable wages on the W2 Forms and the 941 Forms. Display on 941 and W2? If this box is checked, the deduction will not be included in the taxable wages on the 941 Form and the W2 Forms. W2 Form Code Enter the code to display in the box that you select in the next column. See your accountant for the W2 Form codes to use on the various nontaxable deductions. W2 Form Box Select the box to display the code and wages that are exempt from FIT with this pick list. See your accountant to be sure that you use the proper W2 Form boxes.

88 Note that the pick list has the boxes as well as lines of the boxes. An example is Box 12 which has four lines, 12a ~ 12d. You must use a unique line for each deduction that will appear on the W2 Form in the same box. So if you have as an example, two deductions that will be displayed on the W2 in box 12, DO NOT select 12a for both of them. One would be 12a and the other 12b. Save & Close The Save & Close button will save all data entered and any edits made and close the company settings window. Cancel The Cancel button will cancel any changes made and close this window. Help The Help button will open this help file.

89 SUTA Rate / SDI Override Tab In this screen, you will set up your tax overrides to override the default (normally for a new company which is the highest rate) in the tax tables. This way when you install an upgrade or update the tax tables, your rates will be defined in the company database and not be overwritten with the defaults. Override FUTA Rate If you want to override the FUTA rate (Federal Unemployment tax) check this check box and enter the percentage in the entry below. Note that we use the default percentage which is what most companies are required to use of 0.6%. Check with your accountant to be sure you are in the norm.

90 FUTA Override Percent If using this, enter the FUTA percentage to use. Override SUTA Rate We suggest that all companies use this to enter your SUTA rate as all companies have a different rate. Generally your state will send you a letter with your rate for the year. If you do not have it, check with your accountant to get the percent that your company will use. In our example here, we have checked the checkbox to override what is in the tax tables. We strongly suggest that you do the same as when you update PayWindow and if you used the tax table entry to store your percent, it will be overwritten. using this page to enter your rate, it cannot be overwritten. You will enter your rate then on the next line. SUTA Override Percent In our example you see we entered 3.1% for the SUTA Override for our sample company. Override SDI Rate Use this checkbox if you are in a state that SDI or Workman's Comp deductions. Note that below you see there are entries for the Employer and the Employee deductions. Make sure you use the correct entry. You will also see below that there is a choice to calculate by hours worked or by a percentage. Some states like Washington State use by hours worked and it is a monetary (0.?? cents multiplied by the hours worked) entry and not a percentage. The norm for states that have an SDI tax is by a percentage.

91 SDI Employee Rate If you have an SDI or W/C tax for the Employee, this is where the percent is entered if using percentages for calculating, if you selected by hours below it will be the cents such is 0.05 or whatever. SDI Employer Rate If you have an SDI or W/C tax for the Employer, this is where the percent is entered if using percentages for calculating, if you selected by hours below it will be the cents such is 0.05 or whatever. In California, this item is the CA Training Tax. Calc by Hours This and the next check box is a toggle action, one or the other will always be selected. Check this one to calculate the SDI or W/C by hours worked. Calc by Percent This and the previous check box is a toggle action, one or the other will always be selected. Check this one to calculate the SDI or W/C by a percentage. Save & Close The Save & Close button will save all data entered and any edits made and close the company settings window. Cancel The Cancel button will cancel any changes made and close this window.

92 Client area The Help button will open this help file.

93 Direct Deposit / ACH Tab ACH Payment Settlement Automated Clearing House (ACH) File: A file with instructions for the exchange and settlement of electronic payments passed between financial institutions. It represents debits and credits to be deducted from an account automatically as they occur. Also known as a NACHA file. This link is to an Adobe Acrobat file that has the layout of the NACHA file in case you need it to work with your bank: You should also view this page for details on the settings. Since it seems every bank is different, it is best to print out the sub topic "Direct Deposit Step by Step" and take it to the bank when working with the Direct Deposit department to assist you in getting the information you need.

94 Immediate Destination Routing Number Enter the Immediate Destination Transit Routing Number provided by your bank in this entry field. Immediate Origin Routing In this field enter the Immediate Origin Routing number provided by your bank. Company Name Enter your Company Name. Note that the example is limited in length so it may be clipped. Company Entry Description Enter the Company Entry Description here. Note that we entered a description to tell us what the transaction is for. This may appear on the receiver's statement ACH Reference Enter an ACH Reference here. This is for your reference. Immediate Destination Name

95 Enter the Immediate Destination Name, normally your bank name in this entry. Company Bank Account Enter your Company Bank Account number here. Company Descretion Data Enter the Company Description data here. This is for your internal information. Company ID Enter the Company ID normally your Federal Tax ID but can be a number assigned by the bank. Originating FI RTN number Enter the Originating DFI Identification - Originating Financial Institution DFI Number. Save & Close

96 The Save & Close button will save all data entered and any edits made and close the company settings window. Cancel The Cancel button will cancel any changes made and close this window. Help The Help button will open this help file.

97 Direct Deposit Step by Step PayWindow supports Direct Deposit payments using ACH Processing. Direct Deposit is the direct payment of an employee's wages by an employer through Electronic Funds Transfer (EFT) by transmitting an NACHA formatted ACH file to their bank. The funds are transferred from the employer account into the employee bank account. The funds are deposited into the employee account for use on payday!!! How to Use Direct Deposit in PayWindow... First you will need to see if your bank supports direct deposits using the standard NACHA formatted ACH data files. If so, you will need to set up the Direct Deposit / ACH page in the Company setup in PayWindow. Click on Payroll and then Company in PayWindow. Select the Direct Deposit / ACH tab. You will need to complete the information as shown in the example screen image using the Information provided by your bank.

98 Next you will need to setup the employees that desire to use Direct Deposit. Doing so, the system will not print checks but will print just a "check stub" and will create the data export file for you to send to your bank to use when paying these employees. Click on Payroll, and then Employee in PayWindow. Double click on the employee record that you want to sign up for Direct Deposit to open the record for editing. Select the Tab labeled "Direct Deposit" and enter the information required for use by the ACH data transfer system. See the image below to see an example:

99 After entering the information save the data and repeat for all that will be on the plan. After your employees are setup, you can pay them as you normally do. When you print checks for your normal employees, you can then print the "check stubs" for the Direct Deposit employees using the Direct Deposit selection in the Check Printing page of the Print Center. In the Check Printing page of the Report Center, you will notice three tabs which are used by the Direct Deposit feature in PayWindow. If you have employees that are being paid by check, print those first. Then select the Tab labeled as "Direct Deposit" and with plain paper in the printer, print this report. That page looks like this:

100 Next to print a report or "register" of the Direct Deposit payments, select the Tab labeled as "DD Register" and print that report. That page looks like this:

101 And finally this next step is the most important; you need to select the Tab that is labeled as DD Export so you can create the file used by the bank's system to transfer the payments to your employee's bank accounts. The Period date is the pay date that you will be exporting. The date for the settlement must equal "today's date" or be later than today's date. Also there are some banks that changed the file format and we have an option to use the 2012 and old format as always or the modified 2013 format. That page looks like this:

102 After exporting the information, you will use the instructions from your bank to transfer the file and process the payments. Below is what the ACH file might look like if opened in NotePad:

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104 Direct Deposit Data Items Below we will show you what data entry items you enter into the Direct Deposit data set up screen as they appear in the NACHA file. Note: The data below is totally fictitious, do not try to use it in your settings. You can download a PDF file of the NACHA File Format in a PDF File from our website. Click here. Length of data entry items: 1. 9 characters 2. 9 characters characters

105 4. 10 characters 5. 8 characters characters characters characters characters characters Location in actual NACHA File: Item 1 (Immediate Destination, Identification Number) - This is the bank's transit routing number. This number appears in two locations in the NACHA file as you see below. Item 2 (Immediate Origin Routing, Receiving DFI Number) - This item appears once as seen below.

106 Item 3 (Immediate Origin Name, Company Name, Receiving Company Name) - Normally your company name. This item appears three times as seen below. Item 4 ( Company Entry Description) - A description of the transaction. This item appears once as seen below. Item 5 (ACH Reference, Reference Code) - An optional entry for your own internal use. This item appears once as seen below.

107 Item 6 (Immediate Destination Name) - The banking institution name. This item appears once as seen below. Item 7 (Company Bank Account - DFI Account Number) -This item appears once as seen below.

108 Item 8 (Company Discretion Data) - A description. This item appears once as seen below. Item 9 (Company ID Assigned by Bank, Immediate Destination, Company Identification) This is your IRS federal Tax ID or a number issued by the bank. This item appears three times as seen below.

109 Item 10 (Originating DFI Identification) - The Originating Financial Institution DFI Number (routing transit number).

110 Employee Setup and Editing This topic will show you how to set up or edit your employee settings. You can access the employee settings by selecting Payroll and then Employee from the main menu or simply select "Employees" from the Quick Launch window as seen below. When the Employee List is displayed you can add a new employee by clicking on the Add Record button like seen below. All of the buttons have pop up help like you see for the Add Button, simply pause your mouse over a button to display the pop up help.

111 To Edit an existing Employee Record, select an employee in the list by clicking on it and then click on the Edit Record button. A quicker method is to simply double click on the employee in the list.

112 To Delete an Employee Record, select the employee from the list and click on the Delete button as seen below. Note that the pop up help displays "Mark Employee as Inactive". That is so you cannot delete employees during the year and then not be able to print reports, W2 Forms and such at the end of the year for all employees. The Filter button will allow you to only display the Active employees or All employees by toggling the display state which is shown at the bottom of the Window.

113 When the Employee Add / Edit screen is open, there is a series of Tabs that look like this:

114 Employee Tab This page is basically the same for all employees. When there are drastic differences, we will show instructions for the different type of employees that require special handling. Employee Code

115 Enter the Employee Code. This is a number that you will make up and it must be unique for each employee. If you are using a time clock, it is important that the employee ID in PayWindow is the same as in your time clock. Note: This code may not be changed during the year without loosing payroll transactions that are tied to the employee code. The only time that you can change the employee codes is at the end of a year after printing all reports and creating a backup of the company database for future reference. We suggest that you use numbers and not alpha characters if you want to be able to make reports for certain groups of numbers. This is useful if you want to break down your expenses for different groups. An example is all Administrative employees are in the range of 1001 through 1999 and Technical Support employees from 2001 through 2999 and so on. TRAMS USERS READ THIS: The Employee ID created in PayWindow should be the same as the TRAMS Back Office interface ID so the payroll transactions can be imported into the correct employee records in TRAMS. Title This is an optional entry and is in the form of Mr, Mrs, Ms, etc. First Name Enter the employee's First Name here. Middle Initial Enter the Employee's Middle Initial here. Last Name Enter the Employee's Last Name here.

116 Suffix Enter the Employee's Suffix here. Examples are Jr, Sr, III, etc. Social Security Number Enter the Social Security Number here. If you are setting up a Non-Employee Payee that is a company, you can enter their Federal Employer ID (EIN) in this enter and check the EIN checkbox to format it properly. EIN Checkbox If this is a Company that you are setting up as a 1099-MISC Non-Employee Payee and they give you an EIN in place of a Social Security Number, check this check box. Address If you want to store the employee's Address for quick lookup, you may enter it here. This is an optional entry. Street Address Enter the Employee's Street Address here. Note that the US Government wants you to use the US Postal guidelines for addresses. This is using abbreviations to put the entire address on a single line. The Street Line 2 is below this entry is for older customers upgrading to not loose their data and should be avoided when setting up employees. And example for this address:

117 100 West Easter Street Suite 125 Using the US Postal Formatting on a single line is: 100 W Easter St Ste 125 Street Line 2 As we mentioned above, avoid using a two line address and put it all on a single line using the USPS abbreviations. City Enter the Employee's City here. State Enter the two letter postal abbreviation for the Employee's State here. ZIP Code Enter the Employee's Zip Code here. To make it more efficient for the US Post Office, you should enter the ZIP + 4 as seen in our example. You can use the US Postal Service website at where they have a ZIP Code Lookup tool that will give you the ZIP + 4 for your addresses. Area Code You can store two phone numbers for your employees in PayWindow. Enter the Area Code for the first in this entry.

118 Phone #1 Enter the phone number for the first phone in this entry. Agriculture Worker If you are setting up a farm worker, also known as an Agricultural Worker that will be reported on a 943 Form at the end of the year, you will check this box. Note: To make reporting easier, create a separate company file for Agricultural Workers and one for Regular Employees which are reported on the 941 Form. You can have as many Company files as you need with no extra cost. Area Code 2 Use this for a second phone and enter the Area Code here. Phone #2 Enter the second Phone Number here. Date Employed This is optional but useful when reviewing for pay raises and such. Enter the Date Employed for the Employee here. Last Paid The Date Last Paid will be entered when you pay the employee automatically by PayWindow.

119 Discharged This is an optional entry and is useful if you get a call for references or such and need to look up when an employee was terminated. Date of Birth This is an optional entry and is useful to look up a date of birth if needed. Enter the Employee's Date of Birth here. Additional Federal If an Employee requests that you hold additional Federal Taxes, you can enter that here. An example is they tell you they want an extra $ taken out for Federal Taxes each pay day, enter that amount in this entry. Additional State If an Employee requests that you hold additional State Taxes, you can enter that here. An example is they tell you they want an extra $30.00 taken out for State Taxes each pay day, enter that amount in this entry. Save & Close The Save & Close button will save all data entered and any edits made and close the Employee settings window. Cancel The Cancel button will cancel any changes made and close this window.

120 Payrate Tab In the Employee Settings, this is where you set up the pay rate for your employees. This page will link to setting up the pay rates for Salaried and Commissioned Employees, Hourly Employees and Hourly Employees Working in more than one department. And last but not least, the Non-Employee Payee.

121 Salaried and Commissioned This is the settings for a Salaried Employee or a Commissioned Employee that also gets a Salary besides the Commissions Earned. Department Use the drop list to select the Department this employee is working in. As you can see, we selected Accounting for this employee. If you did not set up the Departments, save your work and go back to the Company settings and do this first.

122 Pay Rate As this employee gets a flat salary, enter the pay rate for the pay period this employee is paid by. In our example this employee gets paid $52, a year and is paid weekly, so you would divide the 52, by 52 (weekly) to get the result that we entered of $1, per week above. This MUST be entered on the top line and no other entries in any of the other lines and neither of the overtime rates will be used. Save & Close The Save & Close button will save all data entered and any edits made and close the Employee settings window. Cancel The Cancel button will cancel any changes made and close this window.

123 Hourly Single Department This is the settings for an Hourly Employee that works in a single Department. Department Use the drop list to select the Department this employee is working in. As you can see, we selected Accounting for this employee. If you did not set up the Departments, save your work and go back to the Company settings and do this first. Pay Rate Enter the Regular Per Hour Pay Rate this employee receives for straight time worked in this entry.

124 This MUST be entered on the top line and no other entries in any of the other lines for a single Department Employee. Overtime One Enter the Overtime One Hourly Pay Rate in this entry. This MUST be entered on the top line and no other entries in any of the other lines for a single Department Employee. Overtime Two Enter the Overtime Two Hourly Pay Rate in this entry. This MUST be entered on the top line and no other entries in any of the other lines for a single Department Employee. Save & Close The Save & Close button will save all data entered and any edits made and close the Employee settings window. Cancel The Cancel button will cancel any changes made and close this window.

125 Hourly Multiple Departments This is the settings for an Hourly Employee that works in more than one Department. As you can see, this employee works in three different departments. Two of them are the same pay rate and the other (the top line) is a higher pay rate. Department (1) Use the drop list to select the Department this employee is working in. As you can see, we selected Administration for this employee on the top line. If you did not set up the Departments, save your work and go back to the Company settings and do this first. Pay Rate (1)

126 Enter the Regular Per Hour Pay Rate this employee receives for straight time worked in this entry for the Department selected. Overtime Rate One (1) Enter the Overtime One Hourly Pay Rate in this entry for the Department selected. Overtime Rate Two (1) Enter the Overtime Two Hourly Pay Rate in this entry for the Department selected. Department (2) Use the drop list to select the Department this employee is working in. As you can see, we selected Customer Service for this employee on the second line. Pay Rate (2) Enter the Regular Per Hour Pay Rate this employee receives for straight time worked in this entry for the Department selected. Overtime Rate One (2) Enter the Overtime One Hourly Pay Rate in this entry for the Department selected. Ovewrtime Rate Two (2) Enter the Overtime Two Hourly Pay Rate in this entry for the Department selected. Department (3)

127 Use the drop list to select the Department this employee is working in. As you can see, we selected Accounting for this employee on line three. Pay Rate (3) Enter the Regular Per Hour Pay Rate this employee receives for straight time worked in this entry for the Department selected. Overtime Rate One (3) Enter the Overtime One Hourly Pay Rate in this entry for the Department selected. Overtime Rate Two (3) Enter the Overtime Two Hourly Pay Rate in this entry for the Department selected. Save & Close The Save & Close button will save all data entered and any edits made and close the Employee settings window. Cancel The Cancel button will cancel any changes made and close this window.

128 Non-Employee Payee The setup for the Non-Employee Payee is very simple. First have a Department set up called Non-Employee and select that department in the Payrate Tab like shown above. Department Select the Non-Employee department that you created in the Company settings. Save & Close

129 The Save & Close button will save all data entered and any edits made and close the employee settings window. Cancel The Cancel button will cancel any changes made and close this window.

130 Pay Tab The Pay Tab is very important in insuring that the proper taxes are taken out of your employee's pay. Make sure that you fully understand all of the settings on this page before saving the data. Do not select that any of the taxes are Exempt from Tax in the "Exempt From" area unless they are legally exempt. Don't even set them as exempt if you do not have a State or Local tax. You should consult with your accountant if you "think" someone may be exempt from a tax. California employers see this special note regarding SDI / CA ETT. See the Sub Topic "Pay Tab Non-Employees" to set up the Tab for the Non-Employee Payees as they are set up different from the normal employees. Last Check Number

131 This number is poked into PayWindow when you pay the employee so you do not need to do anything with the Last Check Number entry. Pay Period Pay Window uses the exact calculation method with tax formulas to calculate the taxes to the penny. Since this is done by converting the pay period to an annual sallary and after getting the taxes, converting it back down to the pay period, you must select the Pay Period you pay by. Click the Drop List button and select from the possible selections. The choices are: Employee Type It is very important that you select the Employee Type to match what you set up in the Payrate Tab. Click the drop list button and select from the following: Hourly, Salaried, Commissioned or Non-Employee Worker. The Non-Employee Worker type is a contract worker that you pay and they get a 1099-MISC Form at the end of the year. You enter their payment amount when paying the employees.

132 Allocated Tips This is for Tipped Employees where you need to report Allocated Tips (not the same as collected or reported tips) on the W2 Form. You would enter the number here before printing W2 Forms if you are required to do so. Federal Marital Status Using the drop list button, select if the employee is married or single for the Federal Marital Status. The drop list looks like this: Note that there are new Status choices. This is for the new 2013 Additional Medicare deduction for high wage earners.

133 The above are the thresholds for your end of year reporting. From the IRS as to withholding from payroll when paying: Will Additional Medicare Tax be withheld from an individual's wages? An employer must withhold Additional Medicare Tax from wages it pays to an individual in excess of $200,000 in a calendar year, without regard to the individual s filing status or wages paid by another employer. An individual may owe more than the amount withheld by the employer, depending on the individual s filing status, wages, compensation, and self-employment income. In that case, the individual should make estimated tax payments and/or request additional income tax withholding using Form W-4, Employee's Withholding Allowance Certificate. State Marital Status Using the drop list button, select the State Marital Status. Only a few states have all of the choices seen below and some may only have Married and Single so make certain that you use the correct choice for your employees in this selection. The drop list looks like this:

134 Number Federal Dependants Enter the Number of Federal Dependants in this entry. They are also known as Federal Exemptions. You should have your employees complete the W4 Form every year and that is where you will get this number. Number State Dependants Enter the Number of State Exemptions here. Also known as State Exemptions. Your state will have a form similar to the IRS W4 Form to have them complete to get this number. CA-DE4/LAPE If you are in California, the Employees should complete the CA-DE4 Form, enter that number they provide here. If you are in Louisiana, it will be the LA PE (personal exemptions) number that you enter here.

135 CT-W4 If you are in Connecticut, enter the number from the CT-W4 Form here. Exempt From Tax This is the Exempt From Tax section. By Default, all tax items are set to "N" for No to the question, Is this Employee Exempt from this Tax? Do not change any of these unless you actually have an employee that is tax exempt by law. Federal Tax Selection The controls allow you to selectively change them to Y or N. All Yes The All Yes button will change all items to Y. All No The All No button will change all items to N. For CT State Only

136 If you are in Connecticut, enter the reduced withholding amount per pay period from line 3 on the CT-W4 Form, here. Save & Close The Save & Close button will save all data entered and any edits made and close the employee settings window. Cancel The Cancel button will cancel any changes made and close this window.

137 Pay Tab Non-Employee Setting up the Pay Tab for the Non-Employee Payee is different from the normal employees. All you need to do is to set the Employee Type to Non-Employee and set all of the Taxes to be Exempt as shown above. Employee Type Click the drop list button to select Non-Employee Worker from the list.

138 Exempt from Taxes Section In the Exempt From Taxes section change all items to "Y" for Yes to mark them as nontaxable. All Yes Button This button with change all items to "Y" for Yes with a single click. Save & Close The Save & Close button will save all data entered and any edits made and close the employee settings window. Cancel The Cancel button will cancel any changes made and close this window.

139 Note on CA SDI / CA ETT In PayWindow, the SDI Employer / Employee code used is shared for the California as Employer SDI / Employee CA ETT. Under certain circumstances an employee may be exempt from SDI. Do not use the Exempt from tax checkbox that you see below: If you do it will also mark the employee as exempt from the CA ETT. Instead use this work around for this employee when paying the employee that is exempt. After the taxes are calculated when entering data on pay day, simply enter zero in the SDI deduction as seen below and press the Tab key to recalculate the Net Pay before saving the transaction with the Save and Close button.

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141 Deductions / Taxes Tab Under the Deductions / Taxes Tab, you will enter any deductions that will be taken out on a recurring basis. This is REQUIRED for all nontaxable Deductions that you may have set up. In our example above we have three recurring Deductions and one is a nontaxable Deduction on the top line. Deduction 1 In our example, Deduction 1 is a 401 K Plan that we set up as a percentage of the wages. Note that it is entered as a percent in the Deductions Constant entry. Deduction 2 For Deduction 2, you can see we set up a Medical expense deduction that has a constant of $45.00 taken out each pay day.

142 Deduction 3 Here Deduction 3 is set up as Union Dues and again is a constant of $39.00 each pay day. Deduction 4 We set this Deduction up as a reimbursement for Automobile use by the Employee with their personal auto. This is left as zero as it will be used on a as needed basis. Deduction 5 In Deduction 5, this is another left at zero as it is used only when needed at the time of the payroll entry. Deduction 6 As you can see, we only used five of the available deductions and have labeled this as Not Used when we set it up in the company settings. State Tax This is very important that you select the State Tax record to attach to the Employee. Even if your State does not have a State Tax such as Florida or Texas. The reason is that the SUTA wage limit and other info is still needed from the tax record. Clicking this button will open the State Tax pick list for you to select the state tax record to attach. It will look like this:

143 Unselect State Tax This button will clear the State Tax Record selection. Local Tax The Local Tax selection will allow you to select and attach a local tax record to your employee. We do not provide local tax records but you can create and add your own to the pick list. It will be the same as selecting the State Tax record above.

144 Unselect Local Tax This button will clear the Local Tax Record selection. Round Federal, State and / or Local Taxes This option will allow you to round the Federal, State and Local Taxes. This is per employee since you may have multiple states and some states do not allow rounding. An example is if the tax set to round may have been it would round down to and if it were it would round up to Cancel The Cancel button will cancel any changes made and close this window. Save & Close The Save & Close button will save all data entered and any edits made and close the employee settings window.

145 Notes Tab The Notes Tab is a place that you can type in comments about your employees. Notes such as disciplinary notices, raises given and such. Or termination notes for future reference. Save & Close The Save & Close button will save all data entered and any edits made and close the employee settings window.

146 Cancel The Cancel button will cancel any changes made and close this window.

147 Direct Deposit Tab The Direct Deposit Tab is where you set up and enter the banking information for your employees that will be paid by direct deposit to their bank instead of by payroll checks. Is a Direct Deposit (ACH)? If this employee is to be paid by Direct Deposit and you have already set up the Direct Deposit with your bank, check this box. Bank Account Number

148 Enter the Employee's Bank Account Number here. Bank Routing Number Enter the Employee's Bank Routing Number here. Savings Account Normally the ACH file will deposit to a checking account, if this employee has asked to deposit to their savings account, check this box. Cancel The Cancel button will cancel any changes made and close this window. Save & Close The Save & Close button will save all data entered and any edits made and close the employee settings window.

149 Accrual Tab This is where you will setup vacation hours and sick hours accrual. If you want to use the accrual system for vacation hours, click the "Use Vacation Accruals" checkbox. If you want to use the accrual system for sick hours, click the "Use Sick Accruals" checkbox. In the "All Employees" section, you will enter the number of hours to accrue per year. And example is if you want to allow your employee to earn one week vacation, enter 40, for two weeks enter 80. If you want to give your employee one sick day, enter 8, two sick days, 16 and so on. The accruals are based on an employee working 40 hours a week for fifty two weeks a year. The "Hourly Employees" section is used for hourly employees. Check the appropriate box if you want to include the overtime hours they worked in calculating their accruals. Note: A person will accumulate more hours than if they just worked 40 hours a week using this feature. In the "Salaried and Commissioned Employee" area you will enter the number of hours to use when calculating their accruals. An example is a Salaried or Commissioned person who

150 is paid each week should have 40 hours entered. If they are paid every two weeks, enter 80 and so on. On the right side of the screen, you can see the accruals for this employee to date. Click the Refresh button to pull the data from the company database. The data enter field where is says "Base the normal hours an employee can work in a year on this number:" defaults to a normal 52 weeks at 40 hours a week. 52 X 40 = If your employees normal work year is different, edit this number. Use Vacation Accruals Check this box to use Vacation Accruals for the employee. Use Sick Accruals Check this box to use Sick Accruals for the employee. Vacation Hours per Year Enter the Vacation Hours that the employee can earn in a work year here. Sick Hours per Year Enter the Sick Hours that the employee can earn in a work year here. Overtime for Vacation Accruals Check this box if you want to count Overtime towards the Vacation Accruals.

151 Overtime for Sick Accruals Check this box if you want to count Overtime towards the Sick Accruals. Accrued Vacation & Sick Time The current Accruals for Vacation and Sick time for the Employee will be displayed here. Refresh Accruals Display This button refreshes the displayed current Accruals. Hours for Salaried Employees Enter the hours to use (automatically for each pay period) for a Salaried Employee here. Based on Possible Hours/Year

152 Save & Close The Save & Close button will save all data entered and any edits made and close the employee settings window. Cancel The Cancel button will cancel any changes made and close this window.

153 How to Pay Employees This Topic will show you how to pay your employees. We will cover the various types of employees as well as the non-employee payees. In PayWindow, select Payroll from the top menu and then select Employee from the submenu. That will open the employee list. Select an employee to pay by clicking on their name in the list and then click on the Pay Button as shown to open them in pay mode.

154 Click here for more details on the employee list.

155 Employee Pick List The Pick List is where you select the Employees to Pay and open their record in pay mode. Add Employee This button will open a new empty Employee Record to create a new employee record. Edit Record This button will open an employee record that you've selected in the grid below for editing. You can also Double Click an employee record to open for editing too.

156 Delete Record This will actually mark the selected Employee record as Employee Type "U" for Unemployed. We do not physically delete the employee record as you will need them all for reporting taxes at the end of the year. See the End of Year Tool for actual deletion of old employees and transactions. Refresh Grid This button will Refresh the Display Grid below. Filter Display This will toggle the Display of Employee Record in the Grid. It will hide or display Employee Records marked as Unemployed. The Status Bar at the bottom of this Window will show what is being displayed. Search You can search for Employees if you have a long list and cannot see them all in the visual display without scrolling. The search is done on the column that you have selected as the Sort Order in the Title Bar. See Item 14 for selecting the Sort Order. Print This will open the Report Center after you are done paying your employees. Help

157 This will open the Help file. Close This will close this Window. Pay Button This button will open the selected Employee in Pay Mode so you can pay them. Transactions This will open the Transactions List Window. Vacation Accrual This will open the Accruals Window. Group By Panel This is the Group by pane. By grabbing a Column Title from the Grid below with your mouse and dragging it to this area, it will group the list by that column. An example is below where we grabbed the Type and it groups all records by the type they are in, C for Commissioned, H for Hourly, N for Non-Employee payee and S for Salary. By clicking on the small + button, the groups can be expanded as you see where we clicked for the Salary type below. The display can be rest by dragging the Type label back down to the title bar.

158 Sort by Title Bar The Column Title Bar is used for sorting by the column that you want to sort your display by. Clicking on a title will sort like this where we clicked on Last Name.

159 Employee Grid The Employee Grid is the list of employees.

160 Status Bar The Status Bar at the bottom of this Window shows the Filter status and the number of employees displayed. Scroll Bar The Scroll Bar will allow you to scroll back and forth if you cannot see all of the columns in the grid. Resize Window If you click this spot in the bottom right side of the Window, you can drag it to increase or decrease the size of the Window.

161 Pay Salaried / Commissioned Employee This is the Default Window (Details 2 Tab) that opens when you select and open a Salaried or Commissioned Employee to pay. It will pull the Pay Rate and insert it automatically. If there is nothing special to do with this employee, you would simply click on the Pay Button in the bottom right corner to calculate the taxes and the Net Pay. After reviewing the results in this screen, simply click the Save & Close button to save this record and close it to proceed to the next employee. For the Commissioned Employee, the Details 1 Window opens like seen below and you must enter the commission earned as pointed to and then click on the Pay Button in the lower right to calculate the taxes before saving the transaction. That small button to the right of the commission entry will pop up a calculator to use if needed by simply entering the amout to calculate the commission on, clich teh * button, enter the percent and clicj the % button and click OK..

162 The items that are in Yellow will be calculated when you click the Pay Button. You may enter deduction amounts on the fly (except for any non-taxable deductions which must be set up in advance in the employee settings) after calculating the pay with the Pay button. Simply type in the amount in the deduction entry and press the Tab key on your keyboard to recalculate the Net Pay. Do not click the Pay button again as it will wipe out those entered on the fly like this. Marital (Fed) This displays the Federal Marital status as you set up in the Employee Settings.

163 Marital (State) This displays the State Marital status as you set up in the Employee Settings. Pay Rate This is the Pay Rate that you set up in the employee settings. Federal Exemptions This displays the number of Federal Exemptions that you set up in the employee settings. State Exemptions This displays the number of State Exemptions that you set up in the employee settings. Additional Federal Withholding This displays any Additional Federal Withholding that you set up in the employee settings. Additional State Withholding This displays any Additional State Withholding that you set up in the employee settings.

164 Pay Period This displays the Pay Period that you set up in the employee settings. Check Number This is a page that is shared with the Transaction Edit tool and the Check number will be empty if you will be printing checks in PayWindow. If you are hand writing the checks as you go along or performing an after-the-fact payroll, you can enter the check number here before saving this transaction. State Paid In This does not appear until after the calculations are made when you click the Pay button. Earnings The Earnings are displayed here when you click the Pay button. Bonus If you want to pay a Bonus in this payroll, enter the dollar amount in this entry field. before click the Pay button to calculate the taxes. Commission If this is a Commissioned Employee, enter the dollar amount of the Commissions earned in this data entry filed before clicking the Pay button to calculate the taxes.

165 Vacation If this employee is being paid Vacation Time, open the Details 1 Tab and enter the number of hours for Vacation Pay. An example is 40 hours for one week. Enter that in the Vacation Hours entry and it will calculate and be entered automatically back in the Details 2 Tab. The same procedure is used for Holiday and Sick Pay. Holiday See Vacation (Item 14) for instructions.

166 Sick See Vacation (Item 14) for instructions. Federal Tax The Federal Tax will be calculated when you click the Pay Button and you should review the results before saving. FICA Tax The FICA Tax will be calculated when you click the Pay Button and you should review the results before saving. Medicare The Medicare Tax will be calculated when you click the Pay Button and you should review the results before saving. State Tax The State Tax will be calculated when you click the Pay Button and you should review the results before saving. Local Tax

167 The Local Tax if you set one up will be calculated when you click the Pay Button and you should review the results before saving. SDI W/C The SDI or W/C Tax if your State has one will be calculated when you click the Pay Button and you should review the results before saving. Misc Deduction 1 This is one of the Miscellaneous Deductions that you may have set up in the Company and Employee settings, there are six of these and if you do not use them, it looks best if you entered "Not Used" in the name of the deduction in the Company settings. Misc Deduction 2 This is one of the Miscellaneous Deductions that you may have set up in the Company and Employee settings, there are six of these and if you do not use them, it looks best if you entered "Not Used" in the name of the deduction in the Company settings. Misc Deduction 3 This is one of the Miscellaneous Deductions that you may have set up in the Company and Employee settings, there are six of these and if you do not use them, it looks best if you entered "Not Used" in the name of the deduction in the Company settings. Misc Deduction 4

168 This is one of the Miscellaneous Deductions that you may have set up in the Company and Employee settings, there are six of these and if you do not use them, it looks best if you entered "Not Used" in the name of the deduction in the Company settings. We want to point out a little trick that we can show for this deduction. We named it Auto Expense, but will not use it as a "Deduction" but rather as a way to "Reimburse" this employee for fuel he paid for on a business trip we sent him on. If you look at the last four lines here, we already clicked the Pay button and the Net Pay has been calculated. Note that the Net Pay is $ We will now enter a "negative" number to trick the software to increase the Net Pay and not treat the entry as a Deduction. We type in in the Auto Expense entry and press the Tab key on our keyboard and it adds the $65.00 to the Net Pay making it $ now. After reviewing the page, you would NOT click the Pay button again but simply click Save & Close. Misc Deduction 5 This is one of the Miscellaneous Deductions that you may have set up in the Company and Employee settings, there are six of these and if you do not use them,

169 it looks best if you entered "Not Used" in the name of the deduction in the Company settings. Misc Deduction 6 This is one of the Miscellaneous Deductions that you may have set up in the Company and Employee settings, there are six of these and if you do not use them, it looks best if you entered "Not Used" in the name of the deduction in the Company settings. Net Pay The Net Pay will be calculated by the Pay Button as well as if you manually enter a Deduction amount and press the Tab button on your keyboard. Save & Close The Save & Close button will save this payroll transaction and close this Window so you can move to the next employee. Cancel The Cancel button will cancel anything that you've done in this Window and close the Window. Nothing will be saved. Pay Calculation Button

170 The Pay Calculation Button calculates the taxes and pokes the date into the record that you are working on. Details 3 Tab The Details 3 Tab displays other settings from the Employee record including what is marked as exempt from tax and if they are an agricultural worker. Details 4 Tab The Details 4 Tab displays the Deductions Settings from this Employee record.

171 Additional Medicare The 2013 change added this for high wage earners for the additional.9% Medicare Deduction after they reach a certain wage limit..

172 Pay Hourly Employee This is the instructions for paying an Hourly Employee. Since the screens were described in detail for the Salaried Employee, we will describe the Hourly Employee specific information and items not addressed in detail on the Salaried page here only. To learn more, be sure to go through the page for paying the Salaried Employee. Paying an Hourly Employee can be as simple as entering in the hours worked and clicking the Pay button at the bottom right of the Window. Then clicking the Save & Close button will save the payroll transaction and close the Window so you can move to the next employee. Employee Number This is the Employee ID that you assigned when setting up the Employee.

173 Employee Type This is the Employee Type that you set up and as we can see it is "H" for Hourly. Last Name This is the Employee's Last Name as entered when you set up the Employee. First Name This is the Employee's First Name as entered when you set up the Employee. Suffix This is the Employee's Suffix as entered when you set up the Employee. Regular Hours Worked Enter the Regular Hours Worked in this entry. As you move to other fields, you will notice the Earnings change to reflect the hours calculated by the Employee's Pay Rate. OT One Hours Worked Enter the Overtime One Hours Worked in this entry. As you move to other fields, you will notice the Earnings change to reflect the hours calculated by the Employee's Pay Rate.

174 OT Two Hours Worked Enter the Overtime Two Hours Worked in this entry. As you move to other fields, you will notice the Earnings change to reflect the hours calculated by the Employee's Pay Rate. Commission Paid Do not use the Commissions entry as it is not supported for Hourly Employees. Vacation Hours Enter Vacation Hours that you want to pay in this payroll here. Holiday Hours Enter Holiday hours that you want to pay here. Sick Hours Enter any Sick Hours to pay here. Date Paid The Date Paid appears when you click the Pay button to calculate the pay.

175 Calculator Button The Calculator button will open a small conversion calculator to convert Hours and Minutes to the Hours in Decimal that Payroll entry uses. Earnings The Earnings from the hours worked is displayed here. Bonus You can pay a Bonus by entering it here. Reported Tips Reported Tips are for Tipped Employees. Reported Tips are those that the Employee Reports to you each pay period and it is entered here and will be

176 taxed when you click the Pay button but not added to the employees pay It will be reported in the tax reports.. Collected Tips Collected Tips are those that you collect in Credit Card sales and you enter that amount here. That will be taxed and added to the Employee's Pay. Accruals This area displays the Accruals if you are using the Accrual system in PayWindow so you know at a glance before you pay Vacation or Sick pay. Save & Close The Save & Close button will save this payroll transaction and close this Window so you can move to the next employee. Cancel The Cancel button will cancel anything that you've done in this Window and close the Window. Nothing will be saved. Pay Calculation Button The Pay Calculation Button calculates the taxes and pokes the date into the record that you are working on.

177 Pay Hourly Multiple Departments If you've set up an Hourly Employee to work in different Departments, the differences are shown below. There is a large Enter Hours button that you will click to open the multiple Department entry Window. Clicking that button above will open this Window below. Each Department is on a line and you can enter regular time and the two overtime hours as well for each department. As you enter the hours, the total pay will be displayed at the bottom of the tool. When you are done, click the OK button and it will save the time that you entered and you will be ready to calculate the taxes and save the payroll transaction.

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179 Pay Non-Employee Payee This is the simplest to explain. Open the Payee to pay and enter the amount to pay in the middle column in the Earnings data entry, press the Tab key on your keyboard to calculate the net and click the pay button. Save & close and you are done.

180 Printing Checks and Reports After you have completed a Payroll, it is time to print the Payroll Checks and Payroll Reports. PayWindow is date sensitive, that means if you did a payroll today but didn't print the reports because it was late and you wanted to get home and left the printing for the next day, you will need to set the date in PayWindow to the date paid to print reports. If you do not have a date selected where you have actually performed a payroll, you will get an error message similar to this: If you are uncertain about what date to use, you can simply look at the dates listed in the Transactions Table. In PayWindow, select Payroll and then Transactions from the main menu like this:

181 That will open the Transaction Table like below. By clicking on the "Date Paid" column header, it will sort the list by date making it easier for you to see what date you need to set in PayWindow. Use the Change Date tool to change the date to use for the reports. The great thing about that is if you need to go back in time and print an old payroll simply setting the date will be all that you need to do.

182 List of Reports Available There are seven types of reports: Pay Period Reports Check Printing Reports Wages Reports Tax Reports Yearly Reports Miscellaneous Reports State Reports Note: If you enable Multi-State Taxes, it will filter records by that State only. Under Pay Period Reports Normal 80 Column Reports The period selection will print a report that shows the Period, MTD, QTD and YTD figures on the employees. This report is suited for the 80 column wide printers. This should be one of the two reports that you print each pay day ad that you save for seven years for your "paper trail". Wide 132 Column Reports This report will print the pay period information in landscape mode. Employer's totals This report shows the total figures for the Period, MTD, QTD and YTD as well as the Federal tax liabilities. This should be the other report that you print each pay day ad that you save for seven years for your "paper trail". Cost Accounting Report The Cost Accounting Report is useful for knowing when it's justifiable to hire new employees as opposed to paying overtime to the present staff. This report prints out by department and shows the overtime as well as the regular pay for the period. Hours Worked Report The Hours Worked Reports shows the Number of Hours worked per employee, per Period, MTD, QTD, YTD.

183 Under Check Printing Print Checks This is very important if you want the check numbers to appear in both the regular reports as well as the payroll history reports. You should get into the habit of running this selection after running the post procedure in the payroll entry procedures. Note: If you don't print checks, we still have an option for just inserting the check numbers in the files without actually having the computer print the checks. This will be explained below. Print Check Register This will print a check register that may be used in your check book if writing checks by hand or saved for future reference with other reports that you print after a payroll. This report can only be printed after running the print checks menu selection. It uses the data created by that routine for preparing the listing. Direct Deposit The Direct Deposit Report shows the earnings paid by direct deposit (rather than paid by Checks). DD Register The DD Register shows the names of the Employees paid by Direct Deposit. DD Export The Direct Deposit Export allows you to export the Direct Deposit Records to ACH format. QIF Export The QIF Export exports a QIF file for importing into Intuit's Quicken. Under Wage Reports Wage Report This will print wages subject to taxes for the month, quarterly and yearly. Under Tax Reports Tax Liability Report This report will print out the various tax liabilities needed for reporting your payroll taxes for the quarter. This report should be printed before you start a new periods payroll as the data is lost after that point in time.

184 941 Form Worksheet This report will print a 941 form worksheet giving you the information to enter on the 941 form report. This report must also be printed before starting a new quarter's payroll as with the Tax Liability Report. Hours Report The Hours report uses the rules of the state of Washington for reporting the hours work plus and any fraction of an hour rounded up. The system takes the hours from each payroll transaction, adds the regular and overtime hours together and then rounds up. So if a transaction had 45.3 total, it would be reported as 46 hours. Under Yearly Reports W2 / W3 Forms This selection will print the W2 and W3 Forms at the end of the year. You have the option of printing the 2-up, 3-up and 4-up laser pre-printed forms. W2 / W3 Forms may be orders from Forms Fulfillment Center at as seen in the Ordering Forms topic MISC Forms This selection will print the 1099-MISC forms for your contract or non-employee workers. There is an option to set the selection amount as the government changes it. These forms are also available from Forms Fulfillment Center at zpaysoftware/ as the W2s were Totals Report This will print an end of year totals report for all of you contract or non-employee workers. Export W2 Forms This will export the W2 Form data to an ASCII file to be used by the optional Magnetic Media reporting - Laser Form printing software. For more information and current pricing on the optional package, please contact ZPAY Payroll Systems. There will be two files saved in the same directory that your data files for the payroll are in. One is W2FORM.INF which is the file layout to be used by the optional software's import feature. The other is W2FORM.ASC which is a comma delimited file that will be imported by the optional software.

185 Export 1099-MISC Forms This will export the 1099-MISC Form data to an ASCII file to be used by the optional Magnetic Media reporting - Laser Form printing software. For more information and current pricing on the optional package, please contact ZPAY Payroll Systems. There will be two files saved in the same directory that your data files for the payroll are in. One is 1099.INF which is the file layout to be used by the optional software's import feature. The other is 1099.ASC which is a comma delimited file that will be imported by the optional software. 943 Form The 943 Form is for reporting the wages of agricultural workers at the end of the year. 944 Form Some small businesses may get a letter from the IRS to use the 944 Form annually in place of the Quarterly 941 Forms. 940 Form This is to report the annual FUTA taxes to the Federal Government. Miscellaneous Reports Payroll history This report can print out a history of your payroll for the year or any selected pay period during the year. Useful for selecting a specific employee to print a running payroll information report for a specific time period. This report is selective by the dates entered by the operator. An example is that you could enter a starting date of 01/01/93 and an ending date of 06/30/93 and enter employee number 101's employee number and print out all of that employee's payrolls from January 1, 1993 through June 30, By omitting the employee number, you will print the payroll information for all employees paid during the period. Phone List This is a list of the employee's phone numbers and addresses. Similar to a "company phone book" or contact list if you wish. Short Employee List The short employee list is useful for hanging near the time clock. It lists the employees along with their "clock number" or employee code as we call it.

186 Paycheck Envelope Labels The paycheck labels are printed on the one-up six line labels for impact printers and on Avery 5160/5260 labels for laser printers. This selection will print the employee name and department they work in as well as the employee number. Mailing Labels The mailing labels are just that. They are used for mailing pay checks to the employees. This selection prints on the same labels as the paycheck envelope labels do. GL Export The GL Export allows you to export the payroll information used by a number of back office and accounting programs that support PayWindow use to import our data. Anniversary The Anniversary report will show you how long an employee has been with you as well as how old they are if you've set up their hire date and birth date in the employee settings. Accruals The Accruals report will show you the Vacation and Sick Accruals if you are using the Accruals system in PayWindow. State Reports If you purchased and installed the State Report tools from DGR Software there will be a link to the State Report program on this page.

187 Payroll Reports Center This is the Reports Center where all of the reports you need can be found. The default view when it opens is the Pay Periods section of the Report Center. The Default Report that is ready to print is the Normal 80 Report and will be our starting example to explain the general settings in the Report Center. This report is one of two that you should print after every payroll and save for seven years in case of an audit. The Normal 80 Column Report gives you and any auditors all the payroll information that you would need for the employees. The other "Default" report that you should also print and save each pay day is the third on to the right in the screen above and is the Employer Totals Report. That report gives you all of your tax liabilities in a single page that is easy to read.

188 Report Categories This area lists the Report Categories. The "Default" selected category is "Pay Periods" when you open the Report Center. By clicking on the category name it will open the selected category in the right side of the Window. An example is to print checks, you would click on "Check Printing". Category Tabs By selecting the Category Tabs, you will open the different Reports in each Category. In our example, the Normal 80 Column report is selected. Sort By Option

189 The Sort By option allows you to select the Sort Order for printing the reports. The employees can be sorted by the Employee Code or the Employee Name. Group By Option The Group By option will allow you to select the employees that you want to display on the reports. It will allow you to keep from printing employees that were not paid or who are no longer employed in your company. The three options are: Current Employees - Only those that were paid on this Pay Date. Active Employees - All Employees except those marked as Type U for Unemployed. Complete Employees - All Employees including those marked as Type U for Unemployed. Employee Range Selection

190 The default selection is All Employees which will print all employees using the Sort By and the Group By selections. If you need to print one employee only or a rage of employees, you would uncheck the check box and then select the Start Record and the Stop Record. Start Record Set the sort order above to sort by Employee Code, then click the pick button to open the pick list and select the record to start with: Stop Record Set the sort order above to sort by Employee Code, then click the pick button to open the pick list and select the record to start with:

191 Period Date PayWindow is date sensitive and you must have a date selected to the Pay Period that you want to print reports or checks for. Clicking the drop button on the right side of this control will open the date change tool. Left Margin Adjustment If you need to move the left margin in, this will allow you to override the default settings. Start with a number like 20 and print a test and adjust from there.

192 Top Margin Adjustment If you need to move the top margin down, this will allow you to override the default settings. Start with a number like 20 and print a test and adjust from there. Restore Default If you want to restore the default margin settings, click the Restore Default button. Print Preview The Print Preview button will allow you to view the report before actually printing it. In the Print Preview Window there are also options to export the report to a number of formats. Simply click the Export / Save to File button and a Windows File Save As Window will open. The File Save As Window will have a Save as Type drop list like seen below. This makes it easy to save to a PDF file to send to your accountant in as an example.

193 Print Now The Print Now button will print to your printer. Close The Close button will close the Report Center. Help The Help button will open this help file.

194 The Two Most Important Reports The two most important reports are found under the Pay Periods and they are the Normal 80 Column Report and the Employer Totals Report as pointed to in the screen shot of the Report Center below. These reports will tell all the information about your payroll to any accountant and more important, and auditor that you may have to present a paper trail to in the future. You should print these two reports each pay day and save them for seven years. (See examples below) Example of the Employee's information as seen in the Normal 80 Column Report. Note that it displays the totals for the Period, the Month to Date, the Quarter to Date and the Year to Date.

195 Example of the Employer Totals Report. This is the report that you use to pay your taxes as it has all of your tax liabilities for the company. Note that it displays the totals for the Period, the Month to Date, the Quarter to Date and the Year to Date.

196

197 Printing Checks Be sure you are familiar with the instructions explaining the general controls in the Report Center in the Payroll Reports Center topic before reading this. Don't Print Checks If you check this box, PayWindow will not print the checks, it will just save the check numbers into the payroll transactions. This is used if you are manually had writing checks or using some other software to print checks. Print Check Number If the Print Check Number is checked, PayWindow will print the check numbers on the checks. Normally when you purchase checks from Forms Fulfillment Center at

198 for PayWindow, they come with the check numbers pre-printed on them. Check Stub On Top? If the checks your purchased have the check stub on top of the three perforated sections, check this box. If the check is in the middle of the three perforated sections, leave it unchecked. Dot-Matrix Code This is a historical selection for the old Dot Matrix printers. As they fade away in history, this item may be removed in the future. QuickBooks Checks Select this to use QuickBooks compatible checks. Print / Hide Social Security Number Some states require that the Social Security Number not be displayed on the check stubs. The drop list has three choices and they are: Show SSN will print the social security number. Last 4 SSN will print the format XXX-XX-1234 displaying the last four of the social security number which is now a California requirement. Hide SSN will not print the social security number.

199 Print / Hide Company Address The Print / Hide Company Address is an option for California's new requirement for check stubs. Most companies when they have the checks printed have just the company name on the stubs. This option will allow you to print the company address on the stubs if that is the case. There are two simple choices, to print or not print and the installed default is not to print. Comment Line Period Date Don't forget that this date must match the date that you actually paid the employees in PayWindow. Starting Check Number Enter the Starting Check Number to use even if you are not printing the checks and want the number to appear in the Check Register report. If you are feeding the checks to the printer, look at the starting number to enter from the checks.

200 Print Pay Period If you want to print the Pay Period on the checks, you would check this check box and enter the start date and end date in the two boxes to the right of this item. Start of Period Date End of Period Date Design This is an unsupported feature for those that have a stock of old checks when they start using PayWindow. See this Frequently Asked Question on how to use the tool.

201 Printing Direct Deposit Stubs If you are using Direct Deposits for some or all of your employees, you can print "stubs" for their information. The setup Dialog is basically the same as it is for printing checks with the exception of four formats for the "Stubs". The Default is a simple stub printed on plain paper. The other three options are printed on special "check" stock specially personalized for your company which can be purchased for that more professional look from our forms supplier. Use Template

202 This will allow you to print the "stubs" on plain paper or a choice of three personalized forms from our check supplier. Default This is the default stub that PayWindow will print on plain paper. It looks like this:

203 Stub on top

204 See Ordering forms in the help file to purchase this form. The printed form may look like this:

205

206 Stub on bottom See Ordering forms in the help file to purchase this form. The printed form may look like this:

207

208 QuickBooks See Ordering forms in the help file to purchase this form. The printed form may look like this:

209

210 Printing Tax Forms Be sure you are familiar with the instructions explaining the general controls in the Report Center in the Payroll Reports Center topic before reading this. Tax Forms Such as the 941 Form, 940 Forms, etc. are printed through the official IRS Forms in Adobe Acrobat format. You must have Adobe Acrobat installed on your computer to print these forms. If you do not have the Adobe Acrobat installed, you can download and install the FREE Adobe Acrobat Reader from this link: Some of these Forms are not released by the IRS until they are actually needed for use. An example is the 941 Form which is generally released at the end of February or early in March as the IRS does not want people to report the last Quarter of the previous year with the new forms. We add them to PayWindow as soon as we can when they are released. Options About You

211 The different Tax Forms will ask you to complete some information about your status before printing. Like in the 941 Form, you must tell it what type of depositor you are. This is determined by the IRS and if the status changes, they will send you a letter before the new year starts. Period Options If you see a selection like this, the pick list will allow you to select the Quarter that you want to report on. Print Help A Print Help button in addition to the normal Help button at the bottom of a Window is for specify instructions. Print Preview / Print Now The 941 Form prints by loading an Adobe Acrobat PDF file. For these type or reports, both the Print Preview and the Print button perform the same task. Employee Count

212 Amount of Taxes you Paid PayWindow assumes that you've been paying your taxes as displayed in the Employer Totals Report either after each pay day or, Monthly or even Quarterly. So if you leave this blank, it will enter the Quarter total for you. If you are not current with the payments for the quarter, enter what you've paid so far. and you will need to send a check with the report for the balance. No Payment Made If you didn't make any payments this Quarter, check this box and it will display the amount due for you to send a check in with the report.

213 Printing 2015 Reports in 2016 There is nothing special for 2016 as the FICA Wage Limit will remain at $118, for We are leaving the info below for future use when the wage limit is raised again. You should follow the instructions below on selecting the date to print. In order to print the 2014 Reports with PayWindow 2015, because of tax changes there are a number of things that you must change. Change the Employee FICA Rate and the FICA cut off in the Federal Tax record for the year that you are printing The FICA Cutoff for 2014 was 117, Follow the instructions below: In PayWindow click on Tools and select Federal Tax Table... Edit the FICA cut off to be 117, as seen below:

214 Click Save and Close to save the changes. Then click on Tools and select Change Date and set the date in PayWindow to 12/31/2014 using the "Last year, 4th Q." button as seen below:

215 Click on Change Date and Close to set the date. Now you can print your 2014 end of year reports! VERY IMPORTANT... When you are finished, it is most important that you use these instructions to set the FICA information back to 2015 before doing any 2015 payrolls. Your settings should be set back to the FICA cut off of $118, Your settings will look like this when set back:

216

217 Printing 941 Form Step by Step How to Print the New Adobe Acrobat 941 Forms First in order to use the new Adobe Acrobat 941 Forms, you must have at a minimum, the FREE Adobe Acrobat Reader installed. This can be downloaded and installed from get.adobe.com/reader/. SPECIAL NOTE: The 941 Form is NOT a report to print each month or whatever to see what your tax liabilities are. It is an official Quarterly Report for reporting the wages and taxes to the IRS. The report that gives you *all* of your tax liabilities is the Employer Totals Report under the Pay Periods section of the report center. This screen shot shows the selection for this report:

218 Now to print the 941 Form for Quarterly Reporting, open PayWindow and then open the Print Center and select Tax Reports and then the 941 Form tab. Look at the example below. Select the type of depositor that you are. In our example, we selected Semi-Weekly Depositor so we can create both the 941 Form and the Schedule B for Semi-Weekly Depositors. Next, select the quarter to report on, we selected 2 for the second quarter. Enter the number of employees you had on the date shown below, in this case the date was June 12th and we had 44 employees on that date. The other options are in case you did not pay what was expected or if you made no payments at all. When ready, click the Print Preview button.

219 PayWindow will create an Adobe Acrobat file from the official IRS Acrobat template we have installed on your computer. You must tell it where to place the file. As you can see, we chose the PayWindow Payroll folder. We suggest that you do not change the default file name that we assign as it has the company name, quarter and year in the file name so you can find and open the files again in the future if needed. Click the Save button and PayWindow will create the files and open Adobe Acrobat for you with the forms ready to print.

220 Adobe Acrobat will open with the 941 Form ready to print. You can edit any of the fields in this form if you wanted to. This is useful if you forgot to make a payment or possible paid too much.

221 You would be done if you were not a Semi-Weekly Depositor like we used in our example. Since we have two forms to print, select Window in Adobe Acrobat and then select the b941 file as you see below which is the window that is not checked. The check indicates which window you are presently viewing.

222 And that will open the window with the Schedule B Form that you see below. Simply click on the Print button to print this form. That's all there is to printing your 941 forms.

223 Where to File the 941 Form? The following is from the 941 Form Instructions:

224

225

226 Printing W2 Forms PayWindow is date sensitive so if you are printing the W2 Forms and have NOT yet run the end of year routine, set PayWindow to the last day of the year you are REPORTING on, December 31, (reporting year). If you already ran the end of the year and you've performed a payroll for the new year. Make sure that you've made a backup of the current payroll and restore the last backup of the last year. After doing the following, restore the current payroll to continue with the new year. You will also have to enter the FICA cut off in the Federal Tax record for the year that you are printing if the employees exceeded the wage limit and you did not print your W2's before the 2015 tax tables were installed. Don't forget to change that back when you are done printing the W2 Forms. The Cutoff for 2014 was and for 2015 is , see this screen shot below where to set this cutoff. To get to that screen, in PayWindow select Tools and then Federal Tax Table.

227 When printing the W3 Form, you will need to check the "Kind of Payer" you are and the "Kind of Employer" you are. This is what that area at the top of the W3 Form looks like: Have your forms ready to insert into the printer. We will use the standard 2-up forms in this example. The Forms come in sets for Federal, State, Employee Copy, etc. Load the printer with the red set first. Open the Report Center in PayWindow and select Yearly Reports. Make sure that Laser 2-Up is selected and click the Print button. Repeat this process for each set of the black forms and collate your forms after done printing. To purchase the forms, click "Help" and then select "Ordering Forms" in PayWindow. You will find an 800 number to call and the part numbers for the W2 Forms on that page.

228 You should check the printer alignment as all printers are not alike. Print a test on plain paper and hold the test and form together against a window so the light shines through and you can see the alignment. You may need to change the settings in the W2 Form print setup Dialog. You can adjust the left margin and the top margin. As an example, to move to the right enter a starting number like 20 in the left adjustment for the form type you are using and test again and then adjust your numbers to get it where you want it. Note that the Top Adjustments line are for the 2-Up W2 Forms and the other lines are marked for 3-up, 4-up and the W3. Note that these forms can be ordered by clicking Help and Ordering Forms in PayWindow. The 2-Up forms have two employees on a page NOT one employee on a page as some users have asked in the past. If it is overprinting both employees on the top half of the form, you lost the settings for the distance between forms. Use the "Restore Default" button to restore the defaults settings. NOTE: If you have a printer such as the Hewlett Packard Photo Smart When you ask to print the document a printer window comes up to allow you to change settings, add copies, etc. be sure to change the "page scaling" setting from "fit to page" to "none". Sort By You can sort the W2 Forms by Employee Code, Employee Name or Social Security Number. Smart Tip: If you have a printer that is prone to paper jambs, it is smart to select order by Employee Code as the Employee Selection tool is limited to a single item to select by for sorting. If you use Employee Name and have more than one employee with the same name, you would not be able to simply use the next tool (Employee Selection) to print the missing forms you need. Employee Selection

229 The Employee Selection should be set to "All Employees" when printing the W2 Forms and for printing the W3 as well as for exporting. If you want to preview a specific employee, you can select the employee and use the Print Preview button below to view the employee. Margin Settings If you need to move the printed information up or down or left our right, this is where you enter the changes. The left margin is controlled by the left column entries and the top margin is controlled by the right column. The top line is for the standard 2Up W2 Forms and the other lines are labeled for the other forms as well as the W2 Form. The measurement is in micro pixels so to say move the left margin down for the 2-Up W2, enter a starting number of 20 to test with and then print on plain paper and hold it up with the form to a window to see the placement of the information. If it needs further movement, adjust and repeat the testing process until you are satisfied. Negative numbers will move in the opposite direction. Print Preview Button The Print Preview button is used to preview the information on screen.

230 Close Button The Close button will close this setup screen. W2 Type Selection The W2 Type Selection is where you select the form that you will be printing on. In the example we are printing on the 2-Up W2 Forms. You can also select the Export as well to export to a Comma Delimited file. The W2Express Export option will open the export file in the W2Express program. The W2Express program from 1099Express.com will allow you to print W2 Forms on plain paper and submit the data to the SSA website for reporting. This is a requirement for large companies. W1099Express has set up a special landing page that will give you a highly discounted price for purchasing W2Express and / or 1099Express. Do not purchase though their normal purchase page. The link to the special landing page is: Click here to learn more about W2Express. Distance Between Forms The Distance Between Forms is important for the 2-Up W2 Form. The default distance is 500, if you were to lose it and a zero is in that box, the forms will print on top of each other.

231 Restore Settings The Restore Default button will restore the margin settings to the default settings. Print Now Button The Print Now button will print the data on your W2 Forms in your printer. Help Button The Help file pops up this help file.

232 W2Express and 1099Express The W2Express and 1099Express are add-on programs for PayWindow from our partners at 1099Express.com. These software packages will allow you to print the W2 Forms and 1099 Forms on plain paper as well as have the ability to edit before print and even create the files to submit on-line to the government. The folks at 1099Express.com have set up a special purchase page with a very generous discount from their standard prices. So please use this link to go to their special discounted price landing page: Just as with our software, you can download and try it out for free before deciding to purchase it. Please see below on this page how the PayWindow interface makes it easy to put the data into their software. Here is a little information from their website: 1099 Express files IRS Forms 1096, 1098, 1099, 5498, and W2 Express files the W-2 and W-3. Some features: Supports NEW FORMs 3921, 3922, 8935, 1099-K, 1097-BTC. Supports Paperless! recipient copies. Creates protected PDF files. Warning, dangerous new penalty. Get the solution you should know. The only program to import by Copy and Paste from Excel! Great for Excel users! Sample spreadsheet included. Download and test, without cost or obligation. Prints approved forms blank paper for all tax years (current and past years). Free e-filing directly from your computer to the IRS and SSA with confirmation. Free State e-filing under the IRS CFSF program or IRS Pub 1220 file. Supports corrections for current and all past tax years. Import 1099s from Quickbooks, Peachtree and many others with PrintCapture. No need to purchase pre-printed forms or special envelopes. Allows paper filing to IRS or SSA (without e-filing). Great for CPAs. Unlimited client/companies. Unlimited payees in each company. W-2 Express is Approved by the SSA for W-2, W-3 laser forms to the SSA. We are an IRS Quality Supplier since 1996, the software is tested and reliable.

233 Supports ALL 1099 SERIES FORMS (1098, 1098-C, 1099s, 5498s, W-2G). Our TIN/Name Matching Service can help Avoid IRS Penalties S Express Enterprise is used for payments to foreign persons. Works with Windows 8, Windows 7, VISTA and all previous versions back to Win95. Editing is in a familiar looking layout making any needed additions or changes a snap! MAJOR DEADLINE: Copy B to Recipients Due January 31, Both programs CREATE COMPLETE APPROVED FORMs, on Blank Paper FREE! So you never order W-2 or 1099 Copy B or Copy 2 for the PAYEES/Employees. MAJOR DEADLINE: PAPER Copy A to the IRS/SSA Due by February 28, 2015.

234 2. W-2 Express is APPROVED by the SSA to CREATE A SCANNABLE black and white COPY A on blank paper using your laser printer. So you never need to order W-2 Copy A or any other W-2 forms. The W-3 Transmittal is also created automatically. This is legal for up to 249 forms. FREE with W-2 Express! Just forget all forms orders for W-2 forms! Copy A to the IRS MUST BE ORDERED (the red ink, scannable Copy A). Same for IRS 1096 Transmittal. IRS does not allow black and white Copy A for 1099 forms. To avoid this problem, you can e-file 1099 forms, see below. MAJOR DEADLINE: e-file Copy A to the IRS/SSA by March 31, Instead of Paper Copy A on February 28, 2015, upload Copy A to the IRS or SSA! (called efiling). E-Filing is FREE 1099 Express and W-2 Express! Thus AVOID ORDERING ANY FORMS, EVER! Getting started e-filing to the IRS is easy. Just click the "e-file" Menu inside the 1099 Express Enterprise program Express is an IRS e-file for Business Partner and an Authorized IRS e-file and software provider. The PayWindow Interface: Note that you must have 1099Express installed for 1099 Forms and W2Express for the W2 Forms. In the Report Center under Yearly Reports and the first Tab for W2 / W3 Form as in the example below, you would simply select the W2Express choice as shown and click the Print Now button.

235 That will open a simple Dialog like seen below. As you can see, we show you where the file was saved and give you an option to open the folder where the file was saved or to launch the saved file into W2 Express. If you have W2Express installed, clicking that button will open that program and load your data ready to use. The instructions are the same for 1099Express as it with W2Express.

236 Once W2 Express is opened, you can edit the W2 Forms, print them on plain paper and even create the file to submit the W2 Forms on line to the government..

237

238 Printing 1099-MISC Forms Sort By You can sort by Employee Code or Employee Name.

239 Select Employees You can reprint select employees if needed with this tool MISC Forms Use this selection to print the 1099-MISC Forms on pre-printed forms. You can order the forms from our forms supplier MISC Totals This option will print a list of the 1099-MISC Totals for you. Export to file This option will export the 1099-MISC data to a CVS file that can be imported into other software Form This option will print the 1096 Form on a pre-printed Form available from our forms supplier. 1099Express

240 This will export the data into 1099Expresss. This add-on software can be purchased from 1099Express MISC Cut-Off Amount You will need to set the wage cut-off in this entry. It has been $ for many years and if it changes, this is where you enter it. Left Margin 1096 Margin Distance Between Forms There are two forms printed on a page. This is the distance from the top of the fisrt form to the top of the second form. Top Margin This is to set the Top Margin for the 1099-MISC Form. If you need to move the printed information up or down or left our right, this is where you enter the changes. The Top margin is controlled by the 1099-MISC Top Margin item. This instruction set applies to the other margins in the items below. The measurement is in micro pixels so to say move the Top margin down, enter a starting number of 20 to test with and then print on plain paper and hold it up with

241 the form to a window to see the placement of the information. If it needs further movement, adjust and repeat the testing process until you are satisfied. Negative numbers will move in the opposite direction Top Margin This will set the Top Margin for the 1096 Form. Suppress SSAN This checkbox will suppress the SSAN when printing the 1099-MISC Forms. Close Button This will close the Report Center. Print Preview button This is to preview the results. Print Now button This will start the printing.

242 Default Margins button This will return the margin settings to the default. Help [F1] button This will open the help file.

243 Custom Reports Custom Reports The Custom Reports tool will allow you to create your own report needs such as an employee list to include with your State Taxable Wages and such. NOTE: The Custom Reports do not have the capability to do the complex calculations as those in the Report Center do so only use the Custom Reports for simple lists. The Field Settings Tab The Field Settings Tab is where you select the data fields that you want to display. An example is that if you want a wage report to attach to a state tax report showing your employee names, their social security number, the wages subject to state income tax and the state income tax withheld, simply do the following:

244 Double click on Name, SSAN, Wages ST SIT and SIT Withheld. That will select the items and move them to the list of items to print on the right. You could simply print this report by just clicking on the Print Now or the Print Preview button. You can also export the report to a number of formats with the Export button. The Report Settings Tabs For more flexibility, select the first Report Settings tab. Here you can set how you want to sort, which records to print, and for which period. You would need to select the State under the State tab, and you can adjust the printer margins with the Printer tab. Selecting the next Report Settings tab, you can add a title, a summary line, a page header and page footer if you like. You can also change the fonts used in the report. And you can select Portrait for simple reports or Landscape for those that need more room.

245 Save Settings Tab The Save Setting Tab allows you to save the Custom Report settings. Click on the "Save Settings" to save the custom settings to Disk, and "Load Settings" to load custom settings from Disk.

246

247 Install a Printer You must have a printer driver installed in order to print any reports or preview any reports in PayWindow. The instructions below are for Windows Vista and Windows 7 followed by Windows XP. Install a printer Windows Vista and Windows 7 There are several ways to connect a printer to your computer. Which option you choose depends on the device itself, and whether you're at home or at the office. Always consult the information that came with your model for specific instructions. Click here to view a video for installing a printer under Windows Vista / Windows 7. Local printers The most common way to install a printer is to connect it directly to your computer. This is known as a local printer. If your printer is a universal serial bus (USB) model, Windows should automatically detect it and begin installation when you plug it in. If you're installing a wireless printer that connects to your computer over a wireless network (Wi-Fi), you can use the Add a device wizard to install the printer. If it's an older model that connects using the serial or parallel port, you might have to install it manually. To install (add) a local printer 1. Open Devices and Printers by clicking the Start button, and then, on the Start menu, clicking Devices and Printers. 2. Click Add a printer. 3. In the Add Printer wizard, click Add a local printer. 4. On the Choose a printer port page, make sure that the Use an existing port button and the recommended printer port are selected, and then click Next. 5. On the Install the printer driver page, select the printer manufacturer and model, and then click Next.

248 If your printer isn't listed, click Windows Update, and then wait while Windows checks for additional drivers. If none are available and you have the installation CD, click Have Disk, and then browse to the folder where the printer driver is located. (For additional help, consult the printer manual.) 6. Complete the additional steps in the wizard, and then click Finish. Network printers In the workplace, many printers are network printers. These connect directly to a network as stand-alone devices. Inexpensive network printers are also made for the home. To install a network, wireless, or Bluetooth printer If you're trying to add a network printer at the office, you'll usually need the name of the printer. If you can't find it, contact your network administrator. 1. Open Devices and Printers by clicking the Start button, and then, on the Start menu, clicking Devices and Printers. 2. Click Add a printer. 3. In the Add Printer wizard, click Add a network, wireless or Bluetooth printer. 4. In the list of available printers, select the one you want to use, and then click Next. (If your computer is connected to a network, only printers listed in Active Directory for your domain are displayed in the list.) 5. If prompted, install the printer driver on your computer by clicking Install driver. If you're prompted for an administrator password or confirmation, type the password or provide confirmation. 6. Complete the additional steps in the wizard, and then click Finish.

249 Install a printer driver on a Windows XP-based computer To connect directly to a Plug and Play printer To install a Plug and Play printer that is connected directly to your computer, you must have Administrator privileges. 1. Connect the printer cable to the appropriate port on your computer according to the printer manufacturer's instructions. 2. Plug the power cord of the printer into a wall outlet and turn the printer on. Windows detects your Plug and Play printer and, in many cases, installs it without requiring you to make any selections. The printer is ready to print. 3. If the Found New Hardware Wizard appears, select the Install the software automatically (Recommended) check box, click Next, and then follow the instructions. Note You can also add a printer by clicking Add a printer under Printer Tasks on the left side of Printers and Faxes. This option is available only if folders are set to look like a Web page, and if a printer is not currently selected. If Windows does not detect your Plug and Play printer, try to install it as a device using the Add Hardware Wizard. For more information, click Related Topics. When you are finished, printer appears in the Printers and Faxes folder. If you want to print a test page, first make sure your printer is turned on and ready to print. To connect directly to a non-plug and Play printer To add and set up a non-plug and Play printer connected directly to your computer, you must have Administrator privileges. 1. Connect the printer cable to the appropriate port on your computer according to the printer manufacturer's instructions. 2. Plug the power cord of the printer into a wall outlet and turn the printer on.

250 3. Open Printers and Faxes 4. Under Printer Tasks, click Add a printer to open the Add Printer Wizard, and then click Next. 5. Click Local printer or stand-alone network printer, clear the Automatically detect and install my Plug and Play printer check box, and then click Next. 6. Most computers use a parallel port (LPT1) to send information to a printer that's directly attached to the computer. So in the Use the following port list, click LPT1: (Recommended Printer Port), and then click Next. Some plotters, however, may connect to the computer through one of the serial (COM) ports. If that's the case for you, click one of the serial (COM) ports. 7. Follow the directions that appear. When you are finished, the printer appears in Printers and Faxes. If you want to print a test page, first make sure your printer is turned on and ready to print.

251 Other Tools in PayWindow PayWindow has a number of Other Tools that we will list under this topic that will help you keep up to date, help you recover lost data and more.

252 Backup and Restore The Backup and Restore Tools are your best friends. We've had customers through the years in tears when they lost a hard drive in December and never made any backups at all during the year. They had nothing... It just takes less than a minute to make a backup after every payroll and then you have the security that no matter what, you can always get your data back. Learn to use these tools and use them every pay day.

253 Backup Company Database The Backup Tool will compress your database into a ZIP file and put it on a drive of your choosing. You should always use a removable drive in case your computer should get hit by lightning or have a voltage spike that destroys the hard drive. The small USB Memory Sticks are a great choice as you can store them in the file folder with the payroll reports in your filing cabinet. Backup To Drive This displays after we select the Drive to backup in item 2, the Pick Backup Drive tool. Pick Backup Drive

254 We clicked on Computer to display the possible drives and then selected out USB Memory Stick which in our case was the N: Drive with the LEXAR name. Selected Directory We are using the root of that drive as that it the only purpose so after selecting the drive, the root to the N: drive is displayed as the location. Set Backup Password

255 With new privacy laws, you can set a password for your backup files. Make sure that you remember what you use as this is a password we cannot help you reset if you forget it. To use simply check the Password checkbox and enter the password you want to use. You can click the Show Password checkbox to see what you are entering if you want. When you restore a backup you will be prompted for the password. Map Network Drive This is for Network users that need to Map a network drive if they want to backup to one. Backup Once the location is set, simply click on the Backup button to complete the backup. Close The Close button will close this Window.

256 Restore Company Database The Restore tool will restore your backup file and put you right back in business after a loss of data on your computer allowing you to pay your employees without delay. If you look at the Restore tool, when you open it, you will see that it remembers your last backup and automatically enters it into the File to Restore entry for you. In that case, all you need to do is to click the Restore button. If you want to restore an older backup file, use the tools to select the drive and then pick the file that you want to restore. The Default folder to restore to is the My Documents selection you see above. That is the Microsoft preferred data file location and it will be: My Documents\PayWindow Data Files

257 After restoring your company file, if the name was different from what you presently had open in PayWindow, select File and then Open Company from the main menu and locate your database in the "My Documents\PayWindow Data Files\" folder and open it. Selected Folder If not using the last backup created this will display the folder selected in the list below when looking for your backup files to restore from. Selection Control

258 If not using the default last file backed up, use this to locate the drive and folder where your backup files are located. List File To Restore The Last File Backed Up will display here. And if you select a different backup file, it will display here. My Documents Directory option The Microsoft default data file location. Restore

259 Click to Restore when ready. Close Click to close this Window.

260 Change Payroll Date Select Date from Calendar You can select the date that you want to use for today's payroll or use this tool to select a past payroll date to print reports for the past payrolls.

261 End of 1st Quarter This button will automatically select the date to the end of the 1st Quarter of the current year. End of 2nd Quarter This button will automatically select the date to the end of the 2nd Quarter of the current year. End of 3rd Quarter This button will automatically select the date to the end of the 3rd Quarter of the current year. End of 4th Quarter This button will automatically select the date to the end of the 4th Quarter of the current year. Last Year 4th Quarter

262 This button will automatically select the last day of last year which is useful for printing W2 Forms and other end of year reports. Recently Selected Dates You can pick past selected dates quickly using this pick list. Year Selection Use this to select the year for printing the 940, 941, 943, W2 or 1099 Forms. Change Date and Close This button will change the date in PayWindow and close this Window. Apply Change

263 This button will apply the selections to PayWindow. The same as number 9 but does not close this Window. Close This will close this Window.

264 Company Organizer Over the years, many of our users have installed PayWindow into many different locations and lost control of where their data files are located. With Microsoft changing the location for storing data files, moving them to the new storage location can be a real problem for the computer newbies. As a result, we created a tool that we call the Company Organizer in PayWindow. The tool is under the File menu selection in PayWindow as you can see above. This tool will search your hard drive and list all PayWindow data files that you have. As you will see, you will be able to determine which is the current file or files and open them in PayWindow.

265 File Search Window Search For The Search For is set to the default file extension to locate all PayWindow Company databases on your computer. Leave this as is to search for your file(s). Search In The Search In enter is set to the computer's main hard drive. If you have kept files on a different drive, you can change this to search then one drive at a time..

266 Include Subfolders The Include Subfolders box must be checked to search for PayWindow data files. Search Button Clicking the Search button will start the search. Stop Search Button The Stop button can stop a search before it is completed. File Open Button The Open button will open a file in PayWindow that is selected below in the Search Results Grid. Pause Search Button The Pause button will pause a search.

267 Status Bar The Status Bar will display when the search is completed with the count of PayWindow data files found. Move to Common Folders The Move to Common Folders will move the database selected to the Common Files Folder for you. This is a location that can be shared by other computers on a network. Help The Help button opens this help file. Close The Close button will close this tool when you are done using it. Search Results Grid

268 The Search Results Grid will display the files located on the hard drive so you can make a decision which is the file or files you are looking for so you can open it. Simply select the file to open, click on the Open button and then close this tool and click on the "Next" button in the PayWindow sign in calendar to open the file for use.

269 End-of-Year Tool The End of Year tool will allow you to keep your database at a neat and trim size by removing past year payroll transactions and permanently deleting terminated employees. Make sure that you have made a backup of your Company Database before running the tool in case you ever need to access that data again in the future. A number of our users copy and past the company databases and then rename them to have past years available at the click of the mouse. An Example is if your company database name is "Sample Software Company.dxi", they will have "Sample Software Company 2008.dxi", "Sample Software Company 2010.dxi" and "Sample Software Company 2011.dxi" Copying and renaming files is something every Windows user should know how to do. For those that never learned how to use their computer, we have a short set of instructions found here. Delete Transactions

270 Check this check box to delete payroll transactions from the database for the selected year or all as selected. Delete Unemployed Check this box to delete all employees set as Employee Type "U" for Unemployed. All Years or Specific Year The Drop list will allow you to delete transactions from specific years as you can see. Cancel The Cancel button will cancel and close this Window. Previous

271 The Previous button will allow you to back up when you are in the following screens. Next The Next button will move to the next step in the process.

272 Copy and Rename Files This is an actual Windows function and really should not need explanation as it is basic use of Windows and has nothing to do with any specific program. It is the same for any data file be it a Word Document, a spreadsheet or a payroll company database. Using the Windows File Explorer (Stop here if you do not know what the Windows File Explorer is and see about getting into a basic Windows class at the local College or High School Continuing Education facility.) navigate to the "My Documents\PayWindow Data Files" folder. Then Right Click on the database that you want to copy and give a new name to. In our example, the database is "ZPAY Payroll Systems Inc 2010" and when we right clicked, the popup menu gives us choices. We will select Copy while will copy the file to the clipboard. Next Right Click into the free white space under the files listed and select Paste from the popup menu.

273 That will paste the file in and if you then click on the file name and wait a second and click again, it will highlight the file name allowing you to rename it. In our example we renamed it to be the same name with the exception of the year which we changed as you can see.

274 Then in PayWindow to use the new file we need to open it. So click on File and select Open Company from the drop menu. Select the file to open, and in our case it is the copy we renamed for 2011 and click Open.

275 It is that easy, if you know how to use Windows.

276 Import From Time Clocks Pay Window has a tool to import hours from a number of time clocks. The first time clock we support is our own TimeClockWindow. This is a software based time clock that can be installed on your computer or network of computers and will poke the time into PayWindow without having to use the Import tool for time clocks. You can download and try TimeClockWindow for FREE for 30 days. Learn more about TimeClockWindow on our website at PayWindow currently supports the following Time Clocks: Synel Time Clock Acroprint Time Clock QQest Time Clock Instructions Count Me In Time Clock TimeClockPlus OnTheClock.com TimeTrax Bio Time Clock The Time Clock Import tool is found under the Payroll menu selection and looks like below. You simply select the Time Clock from the list, use the file pick list to locate the export file from your time clock and then click the Next button and follow the instructions.

277

278 Synel Time Clock Instructions Synel Time Clock Setting up the Synel software to export to PayWindow requires that you set a number of data items to match PayWindow. The First is the Employee ID. In PayWindow, this is found at the top of the Employee Edit Window under the Employee Tab and is labeled as "Employee Code". In the Synel software, select Manage Personnel Data as shown below:

279 You must use the same number in the Synel Time Clock software in the Employee Tab where is shows "Employee ID". Enter this number as shown in the Payroll ID Number field as shown below:

280 The next is the Department Codes assigned to your employee. These are found on the Department Title Tab in the Company setup in PayWindow. It is the Department numbers and descriptions that you need to enter into Synel.

281 In Synel, this is found selecting System Setup, Customize Drop-Down Lists then select Departments and enter the data as shown below:

282

283 And finally, we need the export labels assigned to link to PayWindow. There is a template from Synel that is specifically setup for PayWindow. You will need to select the path where you want to save the files to be imported by PayWindow. You will use the same menu selections to get to the file export tool. Click the Prepare Export File for Payroll System first:

284 Then select the Additional Settings for Export button:

285 Use the Browse button to select the folder on your computer that you want to export the time clock data to each payday for importing into PayWindow: This would only need to be done once and clicking the OK button will store the settings and return you to the export page. The final steps are to export your data. Just click the Create Payroll File button:

286 A message box will open, select To File and Click OK:

287 That's all it takes to create your export file that you will import into PayWindow. You would then use the Time Clock import tool in PayWindow to locate the zpay.txt file that was written to the folder you selected above and import into PayWindow. An example exported file from Synel software would look similar to this: Regular,103,Jerry,,Lewis,2,,7/5/05,Worked,0.50 Overtime1,103,Jerry,,Lewis,2,,7/8/05,Worked,9.18 Regular,103,Jerry,,Lewis,3,,7/7/05,Worked,4.18 Holiday,103,Jerry,,Lewis,1,,7/4/05,Worked,8.00 Regular,103,Jerry,,Lewis,1,,7/13/05,Worked,1.02 Regular,103,Jerry,,Lewis,1,,7/13/05,Worked,4.12 Regular,103,Jerry,,Lewis,5,,7/5/05,Worked,4.50 Regular,103,Jerry,,Lewis,6,,7/12/05,Worked,1.08 Regular,103,Jerry,,Lewis,2,,7/4/05,Worked,7.43 Regular,103,Jerry,,Lewis,2,,7/5/05,Worked,2.73 Overtime2,103,Jerry,,Lewis,2,,7/9/05,Worked,0.12 Regular,103,Jerry,,Lewis,2,,7/6/05,Worked,1.05 Regular,103,Jerry,,Lewis,2,,7/5/05,Worked,0.02 Regular,103,Jerry,,Lewis,2,,7/15/05,Worked,1.02 Regular,103,Jerry,,Lewis,5,,7/6/05,Worked,4.50

288 Regular,103,Jerry,,Lewis,5,,7/6/05,Worked,2.22 Regular,103,Jerry,,Lewis,5,,7/12/05,Worked,3.98 Regular,103,Jerry,,Lewis,2,,7/6/05,Worked,3.62 Regular,103,Jerry,,Lewis,2,,7/7/05,Worked,4.45 Regular,103,Jerry,,Lewis,2,,7/13/05,Worked,0.33 Regular,103,Jerry,,Lewis,2,,7/7/05,Worked,5.42 Regular,103,Jerry,,Lewis,2,,7/8/05,Worked,0.00 Overtime1,103,Jerry,,Lewis,3,,7/8/05,Worked,0.75 Overtime2,103,Jerry,,Lewis,3,,7/9/05,Worked,5.42 Regular,103,Jerry,,Lewis,2,,7/13/05,Worked,4.40 Regular,103,Jerry,,Lewis,2,,7/7/05,Worked,3.33 Overtime1,103,Jerry,,Lewis,2,,7/7/05,Worked,0.07 Regular,103,Jerry,,Lewis,2,,7/7/05,Worked,1.05 Vacation,103,Jerry,,Lewis,2,,7/14/05,Worked,8.00 Regular,103,Jerry,,Lewis,2,,7/15/05,Worked,6.00 Regular,103,Jerry,,Lewis,2,,7/5/05,Worked,3.58 Sick,103,Jerry,,Lewis,2,,7/5/05,Worked,3.58 Regular,102,Tom,,Jones,3,,7/5/05,Worked,0.50 Overtime1,102,Tom,,Jones,3,,7/8/05,Worked,9.18 Regular,102,Tom,,Jones,3,,7/7/05,Worked,4.18 Holiday,102,Tom,,Jones,3,,7/4/05,Worked,8.00 Regular,102,Tom,,Jones,3,,7/13/05,Worked,1.02 Regular,102,Tom,,Jones,3,,7/13/05,Worked,4.12 Regular,102,Tom,,Jones,3,,7/5/05,Worked,4.50 Regular,102,Tom,,Jones,3,,7/12/05,Worked,1.08 Regular,102,Tom,,Jones,3,,7/4/05,Worked,7.43 Regular,102,Tom,,Jones,3,,7/5/05,Worked,2.73 Overtime2,102,Tom,,Jones,3,,7/9/05,Worked,0.

289 Acroprint Time Clock Setting up the Acroprint software to export to PayWindow requires that you set the Employee IDs in PayWindow to match the ID in the Acroprint time clock. As this can only be done at the beginning of the year, you will only be able to use this clock starting in January. An example exported file from Acroprint time clock would look similar to this: EmployeeNumber, ShiftCode, RegularHours, FirstLevelOvertime, SecondLevelOvertime, LastName, FirstName, BadgeNumber ,01,12.85,0.00,0.00,Jerry Lewis, ,01,34.85,0.00,0.00,Tom Jones, ,01,31.62,0.00,0.00,Fred Smith, ,01,21.00,0.00,0.00,Mary Martin, ,01,33.12,0.00,0.00,Fran Smith,0004

290 QQest Time Clock Setting up the QQest software to export to PayWindow requires that you set a number of data items to match PayWindow. The First is the Employee ID. In PayWindow, this is found at the top of the Employee Edit Window under the Employee Tab and is labeled as "Employee Code". You must use the same number in the Qqest Time Clock software in the Employee Tab where is shows "Employee ID".

291 The next is the Department Codes assigned to your employee. These are found on the Payrate Tab in PayWindow. It is the number that you need to enter into QQest.

292 In Qqest, this is found in the Admin Tab where you see Departments. Note that PayWindow will allow up to 20 different departments with five used by each employee and we use the number to link the information when importing from Qqest.

293 And finally, we need the export labels assigned to link to PayWindow. In Pay Window we use Regular, Overtime1, Overtime2, Sick, Holiday and Vacation. So you need to edit the export labels to match.

294 This is done in the Admin Tab of the Qqest software so it looks like this. An example exported file from QQest software would look similar to this: Hour Code,Employee ID,FirstName,MiddleName,LastName, DepartmentID,ShiftID,HoursDate,HourType,Hours Regular,103,Jerry,,Lewis,2,,11/5/02,Worked,0.50 Overtime1,103,Jerry,,Lewis,2,,11/8/02,Worked,9.18 Regular,103,Jerry,,Lewis,3,,11/11/02,Worked,4.18 Holiday,103,Jerry,,Lewis,1,,11/4/02,Worked,8.00 Regular,103,Jerry,,Lewis,1,,11/13/02,Worked,1.02 Regular,103,Jerry,,Lewis,1,,11/13/02,Worked,4.12 Regular,103,Jerry,,Lewis,5,,11/5/02,Worked,4.50 Regular,103,Jerry,,Lewis,6,,11/12/02,Worked,1.08 Regular,103,Jerry,,Lewis,2,,11/4/02,Worked,7.43 Regular,103,Jerry,,Lewis,2,,11/5/02,Worked,2.73 Overtime2,103,Jerry,,Lewis,2,,11/9/02,Worked,0.12 Regular,103,Jerry,,Lewis,2,,11/6/02,Worked,1.05 Regular,103,Jerry,,Lewis,2,,11/5/02,Worked,0.02 Regular,103,Jerry,,Lewis,2,,11/15/02,Worked,1.02

295 Regular,103,Jerry,,Lewis,5,,11/6/02,Worked,4.50 Regular,103,Jerry,,Lewis,5,,11/6/02,Worked,2.22 Regular,103,Jerry,,Lewis,5,,11/12/02,Worked,3.98 Regular,103,Jerry,,Lewis,2,,11/6/02,Worked,3.62 Regular,103,Jerry,,Lewis,2,,11/11/02,Worked,4.45 Regular,103,Jerry,,Lewis,2,,11/13/02,Worked,0.33 Regular,103,Jerry,,Lewis,2,,11/7/02,Worked,5.42 Regular,103,Jerry,,Lewis,2,,11/8/02,Worked,0.00 Overtime1,103,Jerry,,Lewis,3,,11/8/02,Worked,0.75 Overtime2,103,Jerry,,Lewis,3,,11/9/02,Worked,5.42 Regular,103,Jerry,,Lewis,2,,11/13/02,Worked,4.40 Regular,103,Jerry,,Lewis,2,,11/7/02,Worked,3.33 Overtime1,103,Jerry,,Lewis,2,,11/7/02,Worked,0.07 Regular,103,Jerry,,Lewis,2,,11/11/02,Worked,1.05 Vacation,103,Jerry,,Lewis,2,,11/14/02,Worked,8.00 Regular,103,Jerry,,Lewis,2,,11/15/02,Worked,6.00 Regular,103,Jerry,,Lewis,2,,11/5/02,Worked,3.58 Sick,103,Jerry,,Lewis,2,,11/5/02,Worked,3.58 Regular,102,Tom,,Jones,3,,11/5/02,Worked,0.50 Overtime1,102,Tom,,Jones,3,,11/8/02,Worked,9.18 Regular,102,Tom,,Jones,3,,11/11/02,Worked,4.18 Holiday,102,Tom,,Jones,3,,11/4/02,Worked,8.00 Regular,102,Tom,,Jones,3,,11/13/02,Worked,1.02 Regular,102,Tom,,Jones,3,,11/13/02,Worked,4.12 Regular,102,Tom,,Jones,3,,11/5/02,Worked,4.50 Regular,102,Tom,,Jones,3,,11/12/02,Worked,1.08 Regular,102,Tom,,Jones,3,,11/4/02,Worked,7.43 Regular,102,Tom,,Jones,3,,11/5/02,Worked,2.73 Overtime2,102,Tom,,Jones,3,,11/9/02,Worked,0.

296 Count Me In Time Clock Count Me In Time Clock Instructions Count Me In uses some pay categories that we do not support. Below is a list of their default time categories and we have strikethroughs in the categories that we do not use. OFF: a period of time considered too long to be a break REGULAR: regular time worked OVERTIME: time worked that is considered overtime DOUBLETIME: time worked that is considered overtime BREAK: time not worked that is considered a break period PAID BRK: time not worked that is considered a paid break period SICK: time not worked that is considered as sick time PERSONAL: time not worked that is considered as personal time HOLIDAY: time not worked that is considered as holiday time VAC: time not worked that is considered as vacation time REGULAR is inserted into our Regular Hours. OVERTIME is inserted into our Overtime 1 Hours. DOUBLETIME is inserted into our Overtime 2 Hours. SICK will be inserted into our Sick Hours. HOLIDAY will be inserted into our Holiday Hours VAC will be inserted into our Vacation Hours. You will also need to use corresponding numbers from our Departments to be used in Count Me In for Job Categories. If you setup Department 1 as Administration in PayWindow, use a 1 in the Job Category in Count Me In and the same for other Departments so the proper time is recorded in PayWindow for the proper Departments. To export the data from Count Me In the instructions from their manual is as follows: You begin by transferring your pay period's data. This can be done from the "Transfer Pay Period..." option in the File menu. It will then ask you which pay period you would like to transfer. Select the pay period in which you are interested, and then use the Transfer button. The Transfer Files will be created wherever the pay period has been configured to create them. This was designated when you did the initial set up in Pay Frequencies. These are the screens you should see:

297 The result file should look like this example: Location, EmployeeID, FirstName, LastName, Date, ShiftNo, TotalHours, TypeOfHours, JobCategory, PayPeriodEndDate "????","102","Tom","Jones",10/12/2005,1,7.75,"REGULAR","1",10/12/2005 "????","102","Tom","Jones",10/12/2005,1,1.00,"BREAK"," ",10/12/2005 "????","102","Tom","Jones",10/15/2005,1,8.00,"REGULAR","1",10/15/2005 "????","102","Tom","Jones",10/15/2005,1,1.00,"BREAK"," ",10/15/2005 "????","102","Tom","Jones",10/16/2005,1,7.75,"REGULAR","1",10/16/2005 "????","102","Tom","Jones",10/16/2005,1,1.25,"BREAK"," ",10/16/2005 "????","102","Tom","Jones",10/17/2005,1,8.00,"REGULAR","1",10/17/2005 "????","102","Tom","Jones",10/17/2005,1,1.00,"BREAK"," ",10/17/2005

298 "????","102","Tom","Jones",10/18/2005,1,7.75,"REGULAR","1",10/18/2005 "????","102","Tom","Jones",10/18/2005,1,1.25,"BREAK"," ",10/18/2005 "????","102","Tom","Jones",10/19/2005,1,8.25,"REGULAR","1",10/19/2005 "????","102","Tom","Jones",10/19/2005,1,1.00,"BREAK"," ",10/19/2005 "????","102","Tom","Jones",10/22/2005,1,8.00,"REGULAR","1",10/22/2005 "????","102","Tom","Jones",10/22/2005,1,1.00,"BREAK"," ",10/22/2005 "????","102","Tom","Jones",10/23/2005,1,8.00,"REGULAR","1",10/23/2005 "????","102","Tom","Jones",10/23/2005,1,1.00,"BREAK"," ",10/23/2005 "????","102","Tom","Jones",10/24/2005,1,7.75,"REGULAR","1",10/24/2005 "????","102","Tom","Jones",10/24/2005,1,1.00,"BREAK"," ",10/24/2005 "????","102","Tom","Jones",10/25/2005,1,8.00,"SICK"," ",10/25/2005 "????","102","Tom","Jones",10/25/2005,1,40.00,"VAC"," ",10/25/2005 "????","102","Tom","Jones",10/25/2005,1,7.00,"HOLIDAY"," ",10/25/2005 "????","102","Tom","Jones",10/25/2005,1,1.85,"PAID BRK"," ",10/25/2005 "????","103","Jerry","Lewis",10/12/2005,1,7.75,"REGULAR","2",10/12/2005 "????","103","Jerry","Lewis",10/12/2005,1,1.00,"BREAK"," ",10/12/2005 "????","103","Jerry","Lewis",10/15/2005,1,8.00,"REGULAR","2",10/15/2005 "????","103","Jerry","Lewis",10/15/2005,1,1.00,"BREAK"," ",10/15/2005 "????","103","Jerry","Lewis",10/16/2005,1,8.00,"REGULAR","3",10/16/2005 "????","103","Jerry","Lewis",10/16/2005,1,1.00,"BREAK"," ",10/16/2005 "????","103","Jerry","Lewis",10/17/2005,1,7.75,"REGULAR","3",10/17/2005 "????","103","Jerry","Lewis",10/17/2005,1,1.25,"BREAK"," ",10/17/2005 "????","103","Jerry","Lewis",10/18/2005,1,8.00,"REGULAR","2",10/18/2005 "????","103","Jerry","Lewis",10/18/2005,1,1.00,"BREAK"," ",10/18/2005 "????","103","Jerry","Lewis",10/19/2005,1,7.75,"REGULAR","3",10/19/2005 "????","103","Jerry","Lewis",10/19/2005,1,1.00,"BREAK"," ",10/19/2005 "????","103","Jerry","Lewis",10/22/2005,1,8.00,"REGULAR","3",10/22/2005 "????","103","Jerry","Lewis",10/22/2005,1,1.00,"BREAK"," ",10/22/2005 "????","103","Jerry","Lewis",10/23/2005,1,8.00,"REGULAR","1",10/23/2005 "????","103","Jerry","Lewis",10/23/2005,1,1.00,"BREAK"," ",10/23/2005 "????","103","Jerry","Lewis",10/24/2005,1,8.25,"REGULAR","2",10/24/2005 "????","103","Jerry","Lewis",10/24/2005,1,1.00,"BREAK"," ",10/24/2005 "????","103","Jerry","Lewis",10/25/2005,1,8.00,"REGULAR","1",10/25/2005 "????","103","Jerry","Lewis",10/25/2005,1,1.00,"BREAK"," ",10/25/2005 "????","103","Jerry","Lewis",10/25/2005,1,4.00,"OVERTIME","1",10/25/2005 "????","103","Jerry","Lewis",10/25/2005,1,3.00,"DOUBLETIME","1",10/25/2005

299 TimeClock Plus Instructions TimeClockPlus Time Clock TimeClock Plus exports a.dat file that is a CSV file that PayWindow imports from and the data fields they export are:"number","export Code","SSN","Job Code","Rate","Regular","Overtime #1","Overtime #2","Tips","Track2","Track3". We use the Number which you must assign to be the same as the Employee Code assigned in PayWindow so we can match the imported records with the proper employee. We also use their Job Code which will match up with our Departments. You must match their Job Code with the DEpartments your employees are assigned to. In we import the Regular Hours, and two Overtime Hours. To export the data from TimeClock Plus, use the instructions from their manual. The result file should look similar this example: "Number","Export Code","SSN","Job Code","Rate","Regular","Overtime #1","Overtime #2","Tips","Track2","Track3", 102,""," ",1,0.00,32.00,1.00,0.00,0,0,0, 102,""," ",1,0.00,0.00,3.00,0.00,0,0,0, 102,""," ",1,8.00,8.00,0.00,0.00,0,0,0, 102,""," ",1,7.00,32.00,0.00,0.00,0,0,0, 102,""," ",1,0.00,39.00,0.00,0.00,0,0,0, 102,""," ",1,0.00,16.00,0.00,0.00,0,0,0, 103,""," ",2,0.00,16.00,0.00,0.00,0,0,0, 103,""," ",2,0.00,8.00,0.00,0.00,0,0,0, 103,""," ",3,0.00,32.00,0.00,0.00,0,0,0, 103,""," ",3,0.00,40.00,0.00,0.00,0,0,0, 103,""," ",1,0.00,40.00,0.00,0.00,0,0,0, 103,""," ",1,0.00,40.00,8.00,0.00,0,0,0, 103,""," ",1,8.00,40.00,0.00,0.00,0,0,0,

300 OnTheClock.com Time Clock OnTheClock.com Instructions OnTheClock.com exports an Excel.csv file that PayWindow imports from and the data fields they export are:"employee Name","Employee Number","Date","Total Hours","Regular Hours","Overtime 1 Hours","Overtime 2 Hours","Overtime 3 Hours","Vacation Hours","Holiday Hours","Sick Hours"," Personal Hours"," First Punch In"," Last Punch Out". We use the Employee Number which you must assign to be the same as the Employee Code assigned in PayWindow so we can match the imported records with the proper employee. See this screenshot of their on-line setup: We only support two overtime rates so we cannot import their Overtime 3 Hours. And we do not have Personal Hours so do not use that field either.

301 They also have Departments but do not export the data that we can use for multiple department hourly employees. They may change that in the future and we would be able to link that with our Departments if that happens. To export the data from OnTheClock.com, use the Export button in the administration tools under Time Cards. Make sure that the only item checked is "Show Totals" like seen below and click the Export button. You will then get a message box similar to what you see below and need to click the Save button.

302 And finally save it to a location where you can find it when you use the Import tool in PayWindow like shown below:

303 Then simply use the import tool in PayWindow to read the saved file into PayWindow.

304 TimeTrax Bio Instructions TimeTrax Bio Time Clock TimeTrax Bio exports a text file that is a TXT file that PayWindow imports from and the data fields they export are:"employee Number","Pay Date","Time In","Time Out","Regular Hours","Overtime #1 Hours","Overtime #2 Hours". We use the Employee Number which you must assign to be the same as the Employee Code assigned in PayWindow so we can match the imported records with the proper employee. In we import the Regular Hours, and two Overtime Hours. To export the data from TimeTrax Bio, use the instructions from their manual. The result file should look similar this example: EmpNo,PchDate,PchIn,PchOut,RegHrs,OT1Hrs,OT2Hrs 070, ,17:15,19:15,2:00,, 070, ,19:30,21:15,1:45,, 070, ,17:15,19:15,2:00,, 070, ,19:30,21:15,1:45,, 070, ,17:15,19:15,2:00,, 070, ,19:30,21:30,2:00,, 047, ,17:00,19:15,2:15,, 047, ,19:30,21:15,1:45,, 047, ,17:00,19:15,2:15,, 047, ,19:30,21:15,1:45,, 047, ,17:45,19:15,1:30,, 047, ,19:30,21:15,1:45,, 047, ,17:00,19:15,2:15,, 047, ,19:30,21:15,1:45,, 021, ,16:00,18:30,2:30,, 021, ,18:45,21:00,2:15,, 021, ,17:15,19:15,2:00,, 021, ,19:30,21:15,1:45,, 021, ,17:15,18:30,1:15,, 021, ,17:00,19:15,2:15,, 021, ,19:30,21:15,1:45,, 085, ,16:00,18:30,2:30,, 085, ,18:45,21:00,2:15,, 085, ,17:00,19:15,2:15,,

305 085, ,19:30,21:15,1:45,, 093, ,16:00,18:30,2:30,, 093, ,18:45,21:00,2:15,, 093, ,17:15,19:15,2:00,, 093, ,19:30,21:15,1:45,, 093, ,17:00,19:30,2:30,, 093, ,19:30,21:15,1:45,, 093, ,17:00,19:15,2:15,, 093, ,19:30,21:15,1:45,,

306 QuickBooks Export What is PayWindow QuickBooks Export? PayWindow comes with a data transfer utility to post transactions to QuickBooks 2002 to This is an easy to use way to transfer your payroll entries to QuickBooks. NOTE: This requires you have PayWindow 2009 Version 7.0, Build 15 or newer installed. You must have Internet Explorer 6.0 or newer installed with all updates from Microsoft in order to recognize the PayWindow application certificate. QuickBooks Foundation Classes "QBFC": This large installer download is required for all version of QuickBooks as it is not shipped by Intuit as it was in the previous releases of QuickBooks. Make sure you download and install the QBFC files for QuickBooks. In order to use the PayWindow Export for QuickBooks you need to download the QuickBooks Foundation Classes Installer. The new release allows you to assign whether an item is a credit or a debit making it useable for those items like auto expense reimbursement and such. The program also has it's own certificate making it interface to QuickBooks with less effort when setting up. Quick Book Requirements: Please ensure that you have Quick Books Unfortunately, Quick Book 2001 and previous versions are not supported. For Quick Books 2002, please ensure you have all the latest service packs and updates installed. Please ensure your Quick Books has Service Pack 3 installed. For Quick Books 2003, please ensure you have Service Pack 1 to continue. For Quick Books 2004, please ensure you have Service Pack 2 to continue and NET 1.0 installed. For Quick Books 2005, please ensure you have Service Pack 1 to continue and NET 2.0 installed. For Quick Books 2006 and newer, please ensure you have all latest service packs and versions to continue and NET 2.0 installed.

307 Make sure that you have the Intuit Foundation Classes installed. These are the tools from Intuit that make data transfers possible. We have the downloads from Intuit on our website on our download page at A long time QuickBooks user created a set of step by step instructions to set up the export for QuickBooks. You can view these instructions in an Adobie Acrobat PDF file that we have on our website at

308 Quicken Export Exporting payroll to an Intuit Quicken OIF File is simple. After performing the payroll for your employees open the Report Center, select Check Printing and click on the QIF tab as seen below: That will open the Intuit Quicken QIF export tool as seen below.

309 Then click the Export button and save the QIF file to a location where you want it to be imported into Quicken from. You can download a PDF file that also shows how to set up Quicken and more details for exporting and importing the QIF files. Use this link:

310 GL Export The GL Export tool is found under the "Misc. Reports" section of the Report Center. Some general ledger software products use this export file to import from PayWindow into their software. The layout of the data is as follows: Export Information Normal Export The payroll export file can be a Comma Separated Variable, CSV file (aka Excel format) or a tab-delimited ASCII file. Field No Name Type Description 1 Employee ID String (10) Code to match Employee Code 2 First Name String (20) Optional 3 Last Name String (20) Optional 4 Fed Tax Decimal

311 5 State Tax Decimal 6 FICA Decimal 7 Medicare Decimal 8 Local Tax Decimal 9 SDI or W/C Decimal 10 Misc. Ded. 1 Decimal 11 Misc. Ded. 2 Decimal 12 Misc. Ded. 3 Decimal 13 Misc. Ded. 4 Decimal 14 Misc. Ded. 5 Decimal 15 Misc. Ded. 6 Decimal 16 Compensation 1 Decimal Earnings 17 Compensation 2 Decimal Bonus 18 Compensation 3 Decimal Commission 19 Compensation 4 Decimal Reported Tips 20 Compensation 5 Decimal Collected Tips 21 Compensation 6 Decimal Vacation 22 Compensation 7 Decimal Holiday 23 Compensation 8 Decimal Sick 24 Emp. SDI Decimal Not currently used. 25 Emp. FUTA Decimal Not currently used. 26 Emp. SUTA Decimal Not currently used. 27 Date Paid Date Date of Paycheck 28 Check No Numeric (6) Check Number 29 Paid By String (5) "Check" or "ACH" 30 Emp. FICA Decimal Export Information TRAMS

312 The payroll exported file is a tab-delimited ASCII file. The TRAMS Format (a Travel Agency Back Office System) selection exports the following data: Field No Name Type Description 1 Employee ID String (10) Code to match Employee Code 2 First Name String (20) Optional 3 Last Name String (20) Optional 4 Fed Tax Decimal 5 State Tax Decimal 6 FICA Decimal 7 Medicare Decimal 8 Local Tax Decimal 9 SDI or W/C Decimal 10 Misc. Ded. 1 Decimal 11 Misc. Ded. 2 Decimal 12 Misc. Ded. 3 Decimal 13 Misc. Ded. 4 Decimal 14 Misc. Ded. 5 Decimal 15 Misc. Ded. 6 Decimal 16 Compensation 1 Decimal Regular pay + Tips + Holiday Pay + Sick Pay 17 Compensation 2 Decimal Bonus 18 Compensation 3 Decimal Commission 19 Compensation 4 Decimal Vacation Pay 20 Emp. SDI Decimal Not currently used. 21 Emp. FUTA Decimal Not currently used. 22 Emp. SUTA Decimal Not currently used. 23 Date Paid Date Date of Paycheck

313 24 Check No Numeric (6) Check Number - Blank if printed in TRAMS 25 Paid By String (6) "Check" or "ACH" 26 Emp. FICA Decimal Select Export Format This is where you select the format of the export file. We export to CSV (comma separated values) also known as Excel Format. The Tab separated format and a special TRAMS format. You can see the data fields that are exported above. Set the Sort Order Set the sort order here and the choices are by check number or employee number. Check Printed By The Checks Printed by Accounting System should be checked if you are NOT printing checks with PayWindow but are doing so with the accounting software. Use Headers The Use Headers checkbox should be checked if you want the titles of each data field to be exported on line one of the export file.

314 Period Date The Pay Period should be set to the pay date you are exporting. Export Button The Export Button will export the data for you to the file type you've selected above.

315 Tax Tables PayWindow comes with the Federal Tax Tables as well as all US States and Territories. For Local Tax Records, we show you an example with the most complex local tax ever devised which is New York. In our Local Tax Record subtopic we will show you how to create a simple straight percentage local tax record to attach to your employees if needed. Periodically during the year, there are tax updates available. By using the Update Checker, you can download and install them to keep current and up to date.

316 Federal Tax Record To view the Federal Tax Tables, in PayWindow, Click on Tools and Select Federal Tax Table. The Federal Tax Record is comprised of three screens. All taxes in PayWindow are set as Annual figures as that is how the Exact Calculation Method works when using a computer to calculate withholding.

317

318

319

320 State Tax Records To View the State Tax Tables, in PayWindow click on Tools and Select State Tax Table. The State Tax Records are shown in a list and the Year and Month displayed is the last time the taxes were updated. You will notice that not every state changes every year. If you see a note in the comments that tells you to see the tax notes, that was a page that was displayed when you installed PayWindow with the bold red text telling you to read it as some states have additional settings that you must make.

321 Editing the tax records can be made in the edit pages but since so many people broke their taxes, we do not suggest that you do this. That's why we added the Company Override for the SUTA and the SDI or W/C rates in the Company Edit screens.

322

323 Local Tax Records Important Note: If you create a local tax record keep in mind to never to change the default setting when installing updates to PayWindow as shown in the screenshot below. There are two choices when initially installing and updating PayWindow, one is "For all users" and the other is "For the current user only". The "For all users" option installs your tax tables in the "Public Documents\PayWindow Tax Files\" folder that can be shared on computers which have multiple users that can log in. The "For the current user only" option installs them in the "My Documents\PayWindow Tax Files\" folder only accessible for the user account you are logged in with. By changing that option during an upgrade, you will lose your local tax record that you created with the instructions below on this page. When we say "lose" we mean it will not be in the location that PayWindow will look for it.

324 To create a Local Tax Record, in PayWindow Click on Tools and select Local Tax Table. As you can see, the Local Tax Record list just has the New York City example. Do NOT use the example to create a tax record for your locality unless you are actually in New York City. To create your own Local Tax record, click on the Add New Tax Record button.

325 That will open a new empty tax record for you to create what you need. In this example we will show you how to create a simple flat percentage tax record. Select a year and month to let you know when you set this up. Enter your local tax name where we typed in "My City Name". Check the box that reads as "Is there Local Withholding". Check the box that reads as "Percent". Enter the percent to use in the item that reads as "Rate" where we entered 1.1%. Then check the box that reads as "Base On Gross". It is that simple, Click Save and Close to save the new Local Tax Record. Then go in and attach it to each of your employee under the "Deductions / Taxes" tab in the Employee Edit Screens.

326 If you need local tax records for employees living in more than one locality, create as many as you need to attach to the applicable employees.

327 Transactions List When you click on the menu item for Transaction, you will see the Transactions List as seen below. You can browse the list, and even sort by date by clicking on the top of the Date Column to make finding a specific transaction easier. Do NOT use this tool to view transactions as they may be changes accidentally when open. Review your payroll with the Report Center using the Print Preview buttons. If you made an error in paying an employee and want to void a transaction, the easiest fix is to locate the transaction in this list, select it and press the Delete key on your keyboard. After confirming the deletion, close this list, set the date to that transactions date and open the Employee list and repay that employee properly. Of course you can edit a transaction in this list too. When you double click on any of the entries in the Transactions list, you see the following message. This is to stop you from attempting to use this list to Pay the employees. But to edit the selected transaction, click on the Edit button as shown below.

328 That will open the payroll transaction for editing as seen below. You can edit the existing information and even open the hours for the multiple department employee below to edit those values too.

329 Enter in the payroll values. Once you have finished, press [F6], or click on the Pay button to calculate the taxes or if you were manually entering them, simply save and close the edited transaction..

330 Update Checker IMPORTANT NOTE: By Default, PayWindow will check for updates the first time you start PayWindow on any given day. There is an option available to turn that off if your computer is not on the Internet under Tools and Settings. If you do turn off the Update Checker, it should only be done on a computer that is not on the Internet. And if you do that, you should check our website on another computer to see if there are updates at least before each pay day and download to a USB drive and take and install them on your payroll computer. In the past, users have turned of the update checker and used outdated tax tables, forms and important program updates and when the IRS has done spot audits, it has cost them hundreds of dollars in penalties. You would be prudent to keep that tool turned on if your computer is on the Internet. The Update Checker will test our website to see if your program and tax tables are up to date. From the main menu select Help and then from the drop menu select Updates. Note: Possible Update Checker Problems...

331 If your computer is not on-line the update data area of the screen will be empty when checking and if nothing found like seen below, you can close it. This screen should also automatically close if you should walk away when starting PayWindow after about 30 seconds after detecting there is no Internet connection. If this happens all of the time or you get a "download incomplete" message, then use the Alternate Update Checker method to download and install the PayWindow update. Click here to open those instructions. Note: The Update Checker can be set to run when you start up PayWindow automatically by clicking on Tools and then selecting Options from the main menu.

332 Help Selection Click Help to open the sub menu. Updates Then Select Updates which will open the Check for Updates Window. Click Check for Updates as seen below. Notice that the status Window below has a scroll bar so you can read the information to make an educated decision if you should download and install an update or not. An example is that there may be only a tax table update for a single state that does not affect you. In that case you should do nothing. If both the Update Program and the Update Tax Tables buttons are enabled, then only select the Update Program button as it contains the tax update as well.

333 In our example below, only the Update Program button is enabled, which means that you just need to update the program. Click on the Update Program button. If you have a problem with the Update Checker not being able to download, you can download from our website by following the instructions on our Alternate Download page. If you use those instructions, return to this page to continue in the installation instructions. The message shown below should pop up telling you the Application will close and install the updates. Click the OK button and PayWindow will shut down and the download assistant will start.

334 The download assistant as seen below will download the setup package and launch it when the download is completed.

335 Once the download is completed, the Setup Package will start and look like what you see below. It is important when installing over your current installation, that you keep the default settings that you are shown in this series of windows. Simply click the Next button for each Window. On the License Agreement page you must select the "I accept the agreement" button to enable the "Next" button.

336 When you get to this page it is a good idea to at least read it or print it out with the Print button in case there are important notes about your state.

337 Once more we urge you to NOT CHANGE any of the current settings when going through the pages like the one you see below to have a smooth and easy update.

338 The last page will have an Install button, clicking that will install the update on your computer.

339 When the installer is done, it will start PayWindow and you will see a message box like below telling you it is going to install the tax tables. Click OK and it will install the tax tables and shut down PayWindow.

340 You can then click Finish to close the Setup program.

341 And finally click Close to close the download assistant.

342 Alternate Update Download If you have a problem with the Update Checker checking for and downloading the PayWindow Setup package to update PayWindow, download and run the setup from our website using these instructions. 1. Look at the title bar in PayWindow and make note of the version number that you are using. In this example it is Using Internet Explorer go to and click on the main menu selection that says "Download" as seen in the example below. (Note, we assume that you are using Internet Explorer, if you are using another browser, we hope you know what you are doing as the instructions may be a bit different than this explanation.)

343 3. Once the download page has opened, scroll down to the PayWindow download links which look like you see below. As you can see, we have three download links, a primary and an alternate in case you have a problem with the primary and the Download Assistant if you are on a slow dial-up Internet connection. Click on the download link to start the download. Look a the version number and if it is newer that what you saw in step 1 above, you need to upgrade and can click on one of the download links and move to step 4.

344 4. A message box like seen below will open asking you if you want to Run or Save the file. To make this as automated as possible, select Run. 5. After you clicked that Run button, the download will start as shown below.

345 6. Once the download is complete, you will see another message box asking if you want to Run and that is what you should select. You might also get a security message asking if you want to give permission and you should allow it to run.

346 If you came here from the Update Checker page, click here to return to that page to continue with the update instructions.

347 Auto-Update Checker The Auto-Update Checker is turned on by default. It can be disabled and enabled by clicking Tools from the main menu and then selecting Options: Checking the option will Enable the automatic check for updates when PayWindow starts. Un-checking the option will disable the feature. IMPORTANT NOTE: By Default, PayWindow will check for updates the first time you start PayWindow on any given day. There is an option available to turn that off if your computer is not on the Internet under Tools and Settings. If you do turn off the Update Checker, it should only be done on a computer that is not on the Internet. And if you do that, you should check our website on another computer to see if there are updates at least before each pay day and download to a USB drive and take and install them on your payroll computer. In the past, users have turned of the update checker and used outdated tax tables, forms and important program updates and when the IRS has done spot audits, it has cost them hundreds of dollars in penalties. You would be prudent to keep that tool turned on if your computer is on the Internet.

348 When PayWindow starts the first time on a given date, the Auto-Update checker will check to see if there are any updates, it will display like this if it finds an update:

349 Just like the regular manual update checker, the buttons are enabled if the program or tax tables need updating. If there are no updates, this Window will not be displayed. If your computer is not on-line the update data area of the screen will be empty when checking and if nothing found like seen below, you can close it. This screen should also automatically close if you should walk away when starting PayWindow after about 30 seconds after detecting there is no Internet connection. If this happens all of the time or you get a "download incomplete" message, then use the Alternate Update Checker method to download and install the PayWindow update. Click here to open those instructions.

350

351 Vacation Accruals List Vacation Accruals tells the Holiday and Sick vacation accruals for each employee. When you edit a Vacation Accrual entry, you can choose either to add or subtract vacation/ holiday hours.

352 The second tab is for you to write down notes.

353

354 Options Under the Tools menu selection is an Options selection which has three options. The first option is Prompts. Checking the top checkbox will turn off the "Are you sure you want to quit?" prompt when shutting down PayWindow. The second item when checked will run the update checker when you start PayWindow for the first time of the day. The third option is to Use Tabbed MDI Full-Screen windows in PayWindow. The fourth option allows you to clear the recent used company files from the pick list in the Welcome screen. IMPORTANT NOTE: By Default, PayWindow will check for updates the first time you start PayWindow on any given day. There is an option available to turn that off if your computer is not on the Internet under Tools and Settings. If you do turn off the Update Checker, it should only be done on a computer that is not on the Internet. And if you do that, you should check our website on another computer to see if there are updates at least before each pay day and download to a USB drive and take and install them on your payroll computer. In the past, users have turned of the update checker and used outdated tax tables, forms and important program updates and when the IRS has done spot audits, it has cost them hundreds of dollars in penalties. You would be prudent to keep that tool turned on if your computer is on the Internet.

355 The difference between the Full-Screen windows and normal windows is shown below. The normal MDI windows display looks like this. The windows are overlapping in PayWindow work area. You can select them by clicking on one in the main work area or by selecting from the left panel under Open Windows. The Tabbed MDI Full-Screen windows option looks like this. You can switch between windows by using the Open Window panel or by clicking on the Tabs at the top of the main work area.

356 Under the Background Tab, you can change the background image in PayWindow.

357 Under the Themes Tab, you can change the look of PayWindow.

358 Under the Welcome Tab, you can clear the recently used file list. This is useful for accountants that use many company files.

359 Under the Idle time Tab, you can set the idle time before the company database is closed. Microsoft Data Access tools disconnects from the company database after inactivity. We have found that this can cause data corruption so added this option to close the database properly when there has been no activity in PayWindow for a number of minutes that are set in this option. We suggest that you set this not longer than two hours to be on the safe side. If you are done working in PayWindow, you should shut down the program.

360 When the database has been closed after inactivity, if you attempt to do anything like select Employees or such, the sign in Window will pop up allowing you to log back in and get back to work. Simply click the "Next >" button to log back in.

361

362 Network Tax Tables This topic is for Network Administrators. If you are not a network administrator with knowledge of setting up a network and settings, do not try this yourself is it is an unsupported feature. A few notes first: 1) If you are using Windows XP home, this does not apply to you because Windows XP home does not include multi-user mode. 2) If you are using Windows XP without any service packs, please upgrade to WIndows XPSP3 to use multi-user mode. 3) This is valid only for multi-user networking. If you are using Windows XP Professional, Vista or Windows 7, multi-user single-computer mode is already enabled. A network administrator can set PayWindow to use a shared folder for the tax tables. You will need to be made aware when changes occur to the tax tables so you can reinstall them for your network users. *XP computer Administrators should have the knowledge to set this up without the Windows 7 screen shots and instructions seen on this page. At the bottom of this article we have a note from an Administrator that was working with older XP computers. The tax table are normally installed in a sub-folder of the local user's My Documents folder. The sub-folder is named "PayWindow Tax Files". In the image below, we have two Windows open, the top one is the public folder on your server or a selected computer that all users on the network have access to. The bottom one is a local users tax file folder as described above. Drag and drop the "PayWindow Tax Files" folder from the local machine to the shared "Public" folder as seen and drop the folder to copy to the shared folder.

363 One that is done, double click to open the folder so you can see the tax tables inside like below:

364 Then to get the path that will be needed for the PayWindow Registry entry click in the white area to the right of the path displayed like seen below: That will select the path as seen below so you can copy it. Then using RegEdit Go to HKEY_LOCAL_MACHINE --> SOFTWARE --> ZPAY --> PayWindow and open the InstallTax registry item and paste in the path obtained above.

365 Note: You may need to add a trailing backslash "\" to the entry in the registry if it is not shown as the above example. The results would look similar to this when done:

366 How to Move PayWindow to a New Computer These instructions are for moving from an old computer to a new computer as well as starting over on a computer where you reformatted the hard drive. The process that we suggest to make sure that you have the latest and do not damage your data is to do the following: 1. Download the latest version of PayWindow from our download page at download.htm. DO NOT use a saved Setup File as the newest release is always on the download page. If you are new to downloading and installing, watch this video at zpay.com/paywindowtutorials/downloadandinstall/ 2. Install it by double clicking the file you downloaded or when Downloading, select the "Run" option. 3. After installation, enter the registration name and code so the program will not stop after 30 days. This is on your original receipt. If you do not have that, send an to [email protected] asking for them to resend it. Be sure to supply your name and company name to assist them in finding your record. 4. If moving from one computer to another, make a backup first on the old computer as shown in this Tutorial: If you created and local tax records, you will need to copy them from the location on the old computer to the new computer. The location is shown when you start PayWindow as seen in the yellow highlighted area in this screen shot: Open that folder with the file explorer and copy the two files named to a removable drive: ppltax09.dat

367 and ppltax09.idx Then after installing PayWindow on the new computer, copy the two files to the new PayWindow tax files folder. Then Run PayWindow on the new computer, insert your backup disk and click File and Restore. Follow the instructions on-screen and locate your most recent backup file on that backup disk and restore it to the "My Documents" folder (select the "My Documents" radio button to select that folder for restoring.) The tutorial titled as "How to Restore Data Files in PayWindow" found at this link: RestoreCompanyDatabase/ will also help you in this area. NOTE: Never place your company database in the "Program Files" folder or any subfolder of the Program Files folder. 5. Click "File" and then select "Open Company" and locate your company file in the "My Documents\PayWindow Data Files" folder, select and open it. 6. That's it, you are done.

368 How to Move Company File to Default Folder As Windows evolved and users upgrade to newer versions of Windows, there are new rules that must be followed. One very important rule is the location of databases. The cannot be stored in the Program Files folder or any sub-folder of the Program Files folder any longer. With users upgrading, they are finding that the files are write protected and they cannot access their data. The default folder is the "PayWindow Data Files" sub-folder in the "My Documents" folder. Since this has become a major support issue, we have added checks to block access to databases in the Program Files folder now. NOTE: If you see that your company file is not in the Program Files folder (hint: you will not get the warning message) the startup screen shows the location as seen below and you do not need to do anything. However if you are blocked from accessing and the error message tells you that your file is in the Program Files folder, the following applies to you. If you are using Windows XP, see this set of instructions, Click Here. The following instructions will show you how to move your files and the open them in PayWindow after moving to get the file pointer changed. First open the file explorer (Use the Computer or My Computer Icon) and go to the C: \Program Files\PayWindow Payroll\ folder as seen below. Locate your company file which under File Type is labeled as a "PayWindow File". In our example the company file is named "Your Company Name.dxi", your file should have your company name.

369 Right click on your company database and from the pop up menu select "Move To folder..." as seen below.

370 That will pop up a Move Items pick list as seen below. Find your User Name and click on the small arrow in front of the User Name to drop the list of folders for your user account.

371 Scroll down to the "My Documents" folder and click the small arrow to open the list of subfolders.

372 Scroll down to the sub-folder "PayWindow Data Files" and select it and click the Move button.

373 You will need to give it permission by clicking Continue.

374 The File is now moved, in the Windows file Explorer that is still open, locate the "Documents" folder and open the drop list and do the same for the "My Documents" folder to expand the list of sub-folders.

375 Then locate the "PayWindow Data Files" folder and select it to open the contents in the right side of the Window. Double click on your company file to open it in PayWindow and set the file location pointer to the new location. That's it, the file is now moved.

376 Instructions for Windows XP Instructions for moving the Company file from the Program Files folder to the Documents folder. Click Start and select My Computer:

377 Then Double Click to open the C: Drive Icon: Then scroll down and Double Click on the Program Files Icon: Then scroll down and Double Click on the PayWindow Payroll Icon:

378 Then locate your company file like shown below. Note that under Type it is listed as a PayWindow File, you can also check the file date to see if it is current: Then Right Click on the Company File Icon and select Copy from the pop up menu:

379 Then on the left side of the file explorer, click on the link to select the My Documents folder:

380 Then locate and open the PayWindow Data Files folder by double clicking on the Icon: Then Right Click in the open "white" space and select Paste from the pop up menu:

381 You should see your file appear: Finally Double Click on the Company File Icon to open PayWindow with the file pointer pointing to the newly placed company file:

382 Become an Affiliate If you have a website, newsletter or other means of promotion, you can share this great tool with your readers and help us promote PayWindow... and earn a 25% commission on all sales you help generate. Just take a few minutes and sign up as a PayWindow Affiliate, and you can soon be earning easy revenue and providing a key service to your customers or readers who will surely enjoy this award winning payroll system as much as you do! It's really easy to sign up. Just visit esellerate, our on-line eseller to sign up as an affiliate with these easy steps: Go to and read the information on that page. Then click on sign-up as seen below.

383 Then follow the links and supply all the needed information to setup and an affiliate account with esellerate so that can pay you for any affiliate products that you sell. After you are signed up as an affiliate you will need to add PayWindow to your line of products to sell. Sign into the affiliates pages again using the affiliate home page at affiliates.esellerate.net/affiliates/home.aspx and after logging in, select Available Products as shown below. This will take you to a page which lists the product categories but for simplicity, just type in paywindow and click the Go button like shown below.

384 Then click the Sell this product link and follow the instructions on-screen as shown below.

385 Once you are approved, you will receive an letting you know that you have been approved. Read all of the information on the esellerate pages to see how you can download an affiliate branded PayWindow setup package that when you make available to your customers will insure you getting credit and commission paid for those sales. There are also links that you can use with your affiliate ID to place on your website to again, give you credit for any sales.

386 1099Express / W2Express 1099 Express and W2 Express are powerful add-ons for PayWindow that will allow you to edit W2 Forms and 1099 Forms and print them on plain paper and then e-file them with the government. The e-filing is a requirement for large companies and convenient for small ones as well. Click here to learn more and see how it interfaces with PayWindow. Use the link below to purchase as a PayWindow user at a discounted price. Note: The discount is only available from this link:

387 DGR Software State Forms DGR Software using the PayWindow database will print the state reports on plain paper. State Payroll Forms is a Software Program that creates State Payroll Reports/Forms that must be filed with your state. No need to manually create these forms. State Payroll Forms creates them in Seconds! It also provides additional management reports. State Payroll Forms produces reports for Arizona, California, Illinois, New York, North Carolina and Texas. State Payroll Forms also includes 3 payroll journal reports and 3 general unemployment reports that most other states accept. If your state is not listed, contact them as with enough interest they will add new states. Click here to see a video on the Internet on how this tool works.

388 MAGGEY Child Care Management Software MAGGEY Child Care Management Software is from and is a back office system for Child Care providers. Maggey supports PayWindow and interfaces into PayWindow to make it easy for you. One thing they do is to export much of the information directly into PayWindow to get you started. This page will point out things that you will need to do before your first payroll as they can only export information they have in Maggey. After exporting the information from Maggey into PayWindow, you will need to edit each employee record to enter the missing data before you can pay. The first is the Employee Tab, if you look at the screen below, we have highlighted the information that needs to be entered that Maggey cannot insert if you did not enter these items in Maggey before exporting into PayWindow..

389 The next screen is the Payrate Tab, be sure to enter the employee pay rate in this screen as seen below. Note that Maggey will export the pay rate if it is an hourly employee and you did enter the rate into Maggey before exporting. If it is a Salaried employee, you will need to enter the salary figure for the pay period. The next screen we have highlighted the items that must be set. Click the tiny down arrow you see in the highlighted Marital Status fields and select Married, Single or others if supported in your state. For the Exempt From selections, simply click on the "All No" button to set the default and then if actually have employees that are exempt from certain taxes, you can set those. None of these items can be left blank like the Maggey Exports creates.

390 Finally you must select a State Tax record as shown below even if your state does not have a state tax.

391

392 Shepherd's Staff Church Management Shepherd s Staff is fully integrated church management software currently being used and appreciated in approximately 6,200 churches nationwide. It is the only church management software on the market today both developed and sold exclusively through a not-for-profit Christian organization, making it genuinely a computer product designed "by church people, for church people." Click here to learn more and see how it interfaces with PayWindow.

393 TRAMS Travel Agency Back Office Accounting & Reporting - Trams Back Office System for Travel Agencies. This locally installed solution allows your agency to effectively manage your entire accounting and reporting process. Click here to learn more and see how it interfaces with PayWindow.