The M3 Payroll Cycle. M3 Training Manual MPI Software

Transcription

1 The M3 Payroll Cycle M3 Training Manual MPI Software

2 Starting The Payroll Cycle You can start the payroll cycle by going to the payroll entry area off of the main menu.

3 Setting the check date The first thing you will need to do is to verify that Millennium is using the correct check date.

4 Setting the check date If the check date displayed on the top of the pay cycle screen is incorrect you can change it by left clicking on it. This will bring up a list of all of the check dates set up on the company. Select the check date you need from this list. If the check date you need is not on this list you will need to add it to the company calendar.

5 Setting the check date Be very careful when adding or removing dates from the company calendar. MANY FEATURES IN MILLENNIUM, INCLUDING THE CREATION OF TAX DEPOSITS, RELY ON THE CALENDAR. BE EXTREMELY CAREFUL WHEN ADDING OR REMOVING CHECK DATES.

6 Start Payroll Once you have selected the correct check date you can press the Start Payroll link.

7 Start Payroll Once you press start payroll Millennium will display information about the batches that will be created.

8 Start Payroll The Overall Payroll Options area displays information that applies to all batches. Period Begin / End These fields are used to configure the period beginning and ending dates that will be used for all new batches you MANUALLY create AFTER the payroll has been started.» The period beginning and ending dates for the batches that are created automatically can be changed using the fields located next to the batch on the bottom half of this screen.

9 Start Payroll Each batch that will be automatically created will be displayed on the bottom half of the screen. You can change the set up information for the batch directly in this section.

10 Start Payroll Period Begin / End These fields are used to override the period beginning and ending dates for the batch. The values entered here will be used for all checks created in this batch. Pay Group This field is used to limit the employees initially placed in this batch to employees in a specific pay group. Empl Filter This field is used to limit the employees initially placed in this batch by using an employee filter.» Employee filters can be set up under company setup on the Misc tab.

11 Start Payroll Default Pay Type This field is used to specify which check type will be given to all checks created in this batch. Frequency This field is used to limit the employees initially placed in this batch to employees with a specific pay frequency. Empl Type This field is used to limit the employees initially placed in this batch to employees with a specific employment type. Auto Pay If this box is checked Millennium will automatically give a check for default hours or salary to all employees in this batch who are set up for auto pay (Rates/Reviews Tab)

12 Start Payroll Recurring Pays Checking this box tells millennium to give the recurring pay amounts to all employees in this batch who are set up with recurring pays.

13 Start Payroll Autoposting is used to automatically post earning and/or deduction codes to all new checks created by Millennium. These settings apply to checks in ALL batches.

14 Start Payroll Code This field is used to enter the earning, deduction, or tax code that you want to post. Description This field displays the description of the selected code. It will automatically be filled in Millennium when the record is saved. Hours This field is used to enter the hours you want automatically posted with the code. Amount This field is used to enter the amount you want automatically posted with the code.

15 Start Payroll Once all of the batch and autoposting information is correct, press Start Payroll Now to automatically start the payroll.

16 When Millennium is finished creating all of your batches a green arrow will appear next to Payroll Entry. Press the Payroll Entry link to work on your payroll.

17 Millennium will now display all of your open batch. To work on a batch, select the link corresponding to that batch. To create a new batch, press the Add a New Batch link and enter a new batch code and description.

18 To the right of each batch is a list of functions you can perform on that batch. Control Pressing this link will bring you to a screen where you can enter control totals for all earning/deduction/tax codes in the batch. These control totals will be displayed next to the actual totals on the batch totals screen. Batch Totals Pressing this link will bring you to the batch totals screen. From this screen you can view the batch totals and run a pre-process register.

19 Delete Pressing this link will delete the batch. Deleting a batch will remove all of the checks from the batch. It will also remove the batch, and all of the associated setup information for the batch, from the company calendar. To recreate the batch you will need to re-add all of the setup information onto the Calendar tab located under company setup. If you simply want to remove all keyed in payroll information without deleting the batch set up, press restart instead of delete. Restart Pressing this link will remove all keyed in payroll information for this batch and will return it to the state it was in after the start payroll button was pressed.

20 Selecting a batch will bring you into the Pay Entry screen and will automatically select the first employee.

21 The Pay Entry screen is used to view and modify all of the checks in your batch. You can also use this screen to add or delete checks from the employees.

22 The top of the screen displays some basic setup information about the employee. Pressing one of the Go ( ) buttons will bring you directly into the employee setup area related to the items being displayed on the screen. For example, pressing the go button next to Rate Code will bring you to the employees Rates/Reviews tab.

23 The fields directly above the pay entry grid are used to add, delete and change the configuration of all of the employees checks in the batch. Pay 1 Each of the employees checks will have its own tab. Pay 1 is the first check, Pay 2 is the second check, etc., etc.» Select the tab that corresponds to the check you want to work with.

24 New Paycheck Select this tab to enter a new paycheck for the employee. Check Number This field is used to enter a check number if you are creating a manual check. If you enter a number other than 0 in this field THE CHECK WILL NOT PRINT. Auto Pay Check Box If this box is checked the employee will be automatically given pay based on the setting of the Auto Pay field on the employees Rates/Reviews tab. Pay Type This field is used to select the check type for the check.

25 Override Press this button to override the properties of the check type selected in the Pay Type field to the left.

26 The following configuration items can be found on the override properties for a check type.» Tax Frequency - This is used if you want to use a pay frequency other than the employees default frequency to calculate the taxes for the employee.» Special Payment Flag - Check this box if the check is being used for supplemental payment that should get taxed at the supplemental rate (fed 28% for example).» Deduction Multiplier - If a number greater than 1 is entered in this field, Millennium will multiply all of the employees deductions by that number. This is used if you are creating a single check that is for several weeks worth of pay.

27 » Override FITW, SITW Percentage - These fields are used to enter a specific rate to be used for federal and state taxes on this check.» Block Labor Allocation - Checking this box will block the auto labor allocation for this check.» Block Direct Deposit - Checking this box will block all direct deposits on this check.» Block Earnings/Deductions/Direct Deposits - These fields are used to block specific earnings, deductions and direct deposits on this check. All codes with a check mark next to them will be blocked.» Check stub Memo - This field is used to enter the check stub memo for this check.

28 » Notes - This field is used to enter notes about this check type. These notes will NOT be displayed on the check.» Save Changes This Paycheck Only - Pressing this button will save any changes you have made for this check only. No other checks will be effected.» Save Changes This Employee Only - Pressing this button will save your changes for all checks with the same check type on the same employee.» Revert to Company Defaults - Pressing this button will clear all changes you have made and will revert back to the company defaults.

29 Save and Calculate Pressing this button will save all of the information in the pay entry grid and will update the calculated information displayed at the bottom of the page. Delete Check X Pressing this button will delete the current check. Pressing the X button will delete the currently selected line in the pay entry grid. Pressing this button will not delete the check.

30 The Payroll Entry grid is used to enter payroll information for the employees check. The fields displayed on this grid can be configured by right clicking in the grid and choosing Pay Entry Field Selection. The order of the fields can also be displayed using this feature.

31 All fields with a check mark next to them will be displayed on the pay entry screen. The fields will be displayed on the order they appear in this list.» To change the order, select the field and use the up and down arrow buttons.

32 After entering information into the pay entry grids press the Save and Calculate button to update the detailed pay information displayed on the bottom to the screen. This can also be done by pressing the F11 key. NOTE: IF YOU ENTER TAX CODES ON THE PAY ENTRY GRID, MILLENNIUM WILL USE THE AMOUNT YOU ENTER IN PLACE OF THE CALCULATED TAX AMOUNT.

33 The bottom section of the pay entry screen displays detailed pay information for the check you are working on. All recurring earnings and deductions are shown. All calculated employee taxes and the taxable wages for the employer taxes are shown.

34 Once you have entered pay information for all employees you will be placed on the batch totals screen.

35 The batch totals screen will display totals for all earning/deduction/tax codes entered. The control totals are displayed next to the actual totals. Any differences between the actual and control totals will be highlighted.

36 The screen will also display the total number of checks in the batch. Millennium will automatically recalculate the batch totals if any changes in pay entry are made. If the word (calculating) appears next to the total # of paychecks, Millennium is in the process of recalculating. When the word calculating disappears the totals will be up to date.

37 The options at the bottom of the screen will allow you to run pre-processing reports and to close the batch.

38 Run Preprocess Register This Batch - This will print preview the pre process register for the current batch. The pre-process register will display all of the same information that Payroll Register report displays, including employee taxes and net check information. Run Preprocess Register All Batches - This will print preview the pre process register for all batches.

39 Close Batch and Continue Pressing this link will close the current batch and bring you back to the batch control screen. All batches must be closed prior to processing the payroll. Leave Batch Open and Continue Pressing this link will bring you back to the batch control screen without closing the batch.

40 Once all batches have been closed you are ready to process the payroll. Press the Back to Payroll Menu link to return to the main payroll menu.

41 Submit Payroll If all batches are closed a green arrow will appear next to the Submit Payroll link. Press this link to go to the start payroll screen.

42 Submit Payroll Press the Submit Payroll Now link to begin processing the payroll.

43 Submit Payroll After pressing the Submit Payroll Now link you will be returned to the main payroll cycle screen. There will be a blue check mark next to each item while your payroll is processing. When the processing is finished this screen will be updated and the next scheduled check date will appear along with a green arrow next to the Start Payroll link.

44 Submit Payroll NOTE: The screen does not update instantaneously and it may be several seconds after the payroll has finished processing before you see the next check date appear. You can always press the refresh button to force the screen to refresh. In order to monitor the status of the payroll processing you will need to switch to the Job Queue tab in the Operations area.