CLIENT BOOKKEEPING SOLUTION PAYCHECK. Getting Started. version 2007.x.x

Transcription

1 CLIENT BOOKKEEPING SOLUTION PAYCHECK Getting Started version 2007.x.x

2 TL (06/08/09) Copyright Information Text copyright by Thomson Reuters/Tax & Accounting. All rights reserved. Video display images copyright by Thomson Reuters/Tax & Accounting. All rights reserved. Thomson Reuters hereby grants licensees of CS Professional Suite software the right to reprint this document solely for their internal use. Trademark Information The trademarks used herein are trademarks and registered trademarks used under license. All other brand and product names mentioned in this guide are trademarks or registered trademarks of their respective holders.

3 Contents 1 Welcome!... 1 Where to begin CBS PayCheck Program Features... 3 CBS PayCheck reports... 4 CBS direct deposit feature Program Overview... 7 Menu options... 7 Predefined check and form layouts... 9 Filtering the list of paychecks CBS PayCheck Procedures Viewing company properties for CBS PayCheck Setting up PayCheck items for calculating payroll checks Setting up accruable benefit items Using employee templates in CBS PayCheck Using PayCheck departments Setting up employees Entering PayCheck checks Creating PayCheck checks for hourly employees Creating PayCheck checks for salaried employees Updating payroll tax tables Printing PayCheck checks Client Bookkeeping Solution PayCheck Getting Started iii

4 Contents Printing PayCheck reports Exporting Files to Your Accountant iv Client Bookkeeping Solution PayCheck Getting Started

5 1 Welcome! Client Bookkeeping Solution (CBS) PayCheck is an optional CBS module that adds full-featured calculating payroll to your CBS CheckWriter software. It can handle multiple departments, federal, state, and local tax withholdings, as well as special deduction calculations for both salaried and hourly employees, and it offers a number of specialized payroll reports. CBS PayCheck automates both paycheck entry and reporting and allows you to enter fully calculating payroll checks as unprinted or handwritten items. CBS also offers direct deposit features that can enhance your Client Bookkeeping Solution software package. If your accountant enables the direct deposit feature and you have established a relationship with InterceptEFT, you can use CBS to process and manage electronic payroll check deposits for your employees, as well as make electronic payments to tax deposit agencies, 401(k) plan administrators, and more. At the end of each CBS processing period, you export your transactions to your accountant. You can export your CBS PayCheck transactions along with your CBS CheckWriter data, or you can export them separately. Where to begin This getting started guide provides an overview of the features available in CBS PayCheck. Before learning about the features of CBS PayCheck, it is recommended that you first review the Client Bookkeeping Solution CheckWriter Getting Started guide. That guide includes important information on installing the CBS software, using the comprehensive help topics, using CBS CheckWriter, importing your company s setup files, and more. Client Bookkeeping Solution PayCheck Getting Started 1

6 Welcome! Please read each section of this guide and follow each of the steps. As you re working, use the context-sensitive help to view information about each field or option. For more complete information on using your CBS software, refer to the Client Bookkeeping Solution help topics. Once you have a basic understanding of the CBS CheckWriter and CBS PayCheck modules, you may find it helpful to step through the detailed exercises in the Client Bookkeeping Solution Tutorial. The tutorial is available in portable document format (PDF) in CBS. To view this tutorial, choose Help / PDF Guides / CBS CheckWriter / CBS Tutorial. You must have Adobe Reader version 7.0 or higher installed on your computer before you can view these or other PDF files that are available in CBS. 2 Client Bookkeeping Solution PayCheck Getting Started

7 2 CBS PayCheck Program Features If you and your accountant decide that the CBS PayCheck module is appropriate for your company s payroll data-entry and reporting needs, and you add this optional module to your CBS program, you can do the following: Customize your CBS PayCheck windows and dialogs. Edit federal, state, or local payroll tax tables (if enabled by your accountant). Streamline paycheck entry and reporting and enter fully calculating payroll checks as unprinted or handwritten items. Add new employee records on the fly. Automatically calculate the necessary tax and withholding amounts required for processing payroll checks, using federal tax tables or any number of state and local tax tables that can handle complex withholding calculations. Using the PayCheck Tax Calculation Diagnostics dialog, you can review exactly how CBS calculates an unprinted paycheck. Handle several different gross pay types (including reported tips, bonuses, and accrued benefits) and a variety of deductions such as 401(k) contributions and cafeteria-plan deductions. Calculate employee taxes for multiple state and local taxing entities. Track the accrual and use of benefits such as sick and vacation pay. Track costs by departments using multi-department employee setup. Track regular, overtime, and double-time amounts. Client Bookkeeping Solution PayCheck Getting Started 3

8 CBS PayCheck Program Features Easily view an employee s earnings and withholdings / deductions detail for a month, quarter, or entire year. Set up employees to have their paychecks direct deposited to as many as ten different accounts (if your accountant has enabled the direct deposit features for your CBS software and you have established an account with InterceptEFT). Maintain payroll data for both hourly and salaried employees. You can enter either wage or net pay amounts for each employee or the number of hours worked during each pay period. Attach an electronic note to any CBS PayCheck transaction to bring it to your accountant s attention. Print payroll checks either individually or in batches. Create mailing labels for employees using the Employee List report. Export your CBS PayCheck transactions to your accountant using a monthly export frequency, either separately or together with transactions from your other CBS modules. CBS PayCheck reports Unprinted Checks and Printed Checks Payroll Journal PayCheck Items Report Earnings Report Earnings Summary Employee List SUTA Employee List Workers Compensation 4 Client Bookkeeping Solution PayCheck Getting Started

9 CBS PayCheck Program Features Deductions List Employee Benefits PayCheck Items List Data Entry Worksheet For more information about each report, search on PayCheck reports from the Index tab of the Help Topics dialog, and then select a report from the list. CBS direct deposit feature If your accountant has enabled the direct deposit feature for your CBS program and you have established an account with InterceptEFT, you can take advantage of the direct deposit capabilities for payroll checks entered in CBS PayCheck and vendor checks entered in CBS CheckWriter. InterceptEFT ( is a third-party processing agent that specializes in transferring funds electronically through the Automated Clearing House (ACH) network. InterceptEFT provides a service that converts electronic payment system (EPS) records generated in CBS into ACH-format files and then transmits the ACH files to the appropriate financial institutions. You must first establish an account with InterceptEFT before you can submit EPS records to InterceptEFT. For detailed information on setting up and using the direct deposit feature in CBS, please refer to the help topics in the program and to the direct deposit guide. To view or print this guide in PDF, choose Help / PDF Guides / Direct Deposit / CBS guide to direct deposit. Client Bookkeeping Solution PayCheck Getting Started 5

10 CBS PayCheck Program Features 6 Client Bookkeeping Solution PayCheck Getting Started

11 3 Program Overview This chapter of the getting started guide provides a brief overview of the main features in the CBS PayCheck software. Menu options When a company database is open, the menu bar across the top of the CBS application window includes options that allow you to perform various tasks or access different program features. The following table lists the CBS functions that are accessible from the menu commands. File menu Opening or closing a company database; opening the Company Properties dialog to view company information; deleting a company database; backing up and restoring company data, layouts, and CBS updates; deleting old transactions and compacting current data files (when no company database is currently open); exporting data to your accountant; importing company setup information from your accountant; setting up security privileges for the CBS users in your office; exiting the CBS program; previewing or printing reports; updating your CBS software program files using CBS Connect; printing batches of checks and forms along with one or more reports; opening recently opened company databases. Client Bookkeeping Solution PayCheck Getting Started 7

12 Program Overview Edit menu Checkbook menu Tasks menu Setup menu Utilities menu Searching through a drop-down list or listview pane; cutting, copying, and pasting text; specifying fields to skip; restoring information in the current field or record; deleting, adding, copying, and pasting selected text; specifying filters; adding a note to your accountant to attach to any transaction; finding a specific record within a data-entry window; switching to Quick Add mode. For CBS PayCheck: Viewing tax calculation diagnostics for a selected paycheck; recalculating a selected paycheck; calculating paychecks using the net-to-gross method; deleting overrides; changing data-entry and calculation options. Opening a checkbook to enter checks, deposits, other bank items, and checkbook adjustments (if directed by your accountant to do so); setting up a new checkbook, including checkbook-specific security; consolidating regular checks when multiple checks exist for a single payee or vendor; choosing a default checkbook for each licensed module; viewing bank transactions downloaded from your financial institution (if enabled by your accountant). For CBS PayCheck: Opening the PayChecks window. Recording journal entries; voiding / deleting checks; creating on-demand transactions; submitting transactions to your financial institution and updating the transaction submit status (if enabled by your accountant). If your accountant has enabled the direct deposit feature: setting up and transmitting electronic payment system (EPS) records to InterceptEFT. For CBS PayCheck: Creating salaried paychecks; transferring changes to employee records; updating employee qualified plans. Adding or updating information for the Chart of Accounts, employees, vendors, memorized transactions, and financial institutions; defining filters, user-defined lists, and report groups. For CBS PayCheck: Setting up accruable benefit items, PayCheck items, departments, employee templates, and PayCheck employees; viewing federal, state, and local tax tables. Opening the Layout Editor for check and form layouts; displaying the CBS shortcut bar; setting administrator options; choosing options for using CBS (including data entry options and folder locations); customizing the display of toolbars; resetting the view defaults; importing spreadsheet data. 8 Client Bookkeeping Solution PayCheck Getting Started

13 Program Overview Window menu Help menu Arranging the open windows in your CBS workspace; switching between open data-entry windows. Opening the Client Bookkeeping Solution help topics; viewing PDF guides; viewing custom help from your accountant (if provided by your accountant); accessing the Adobe website to install Adobe Reader; viewing frequently asked questions; using the Internet to upload data to the software vendor; viewing CBS diagnostic files; viewing information about your CBS software. Predefined check and form layouts When you set up a new PayCheck checkbook in CBS, you must select the default layout to use for each transaction type for each CBS checkbook. You can select layout(s) on the General tab of the Checkbook / Setup window. A number of predefined check layouts and form layouts are included with your CBS software: Transaction type CheckWriter vendor checks PayCheck checks Noncalculating payroll checks Deposit slips Filename extension VLY ELY NLY DLY To view a PDF with descriptions of each of the predefined layouts that are included with the CBS PayCheck software, choose Help / PDF Guides / CBS PayCheck / CBS PayCheck Predefined check layouts. For information on CBS CheckWriter layouts, choose Help / PDF Guides / CBS CheckWriter / CBS CheckWriter Predefined Check and Deposit Slip Layouts. Client Bookkeeping Solution PayCheck Getting Started 9

14 Program Overview Filtering the list of paychecks You can define filters to limit the list of paychecks that appear in the listview pane of the PayChecks data-entry window. You can open the Checkbook Filters dialog using either of the following methods. Choose Setup / Filters / Checkbook(s). Choose Checkbook / PayChecks / <checkbook> (where <checkbook> represents the CBS checkbook you want to open) to open the PayChecks data-entry window. Click the Filters button. When you select a filter, CBS will display only those paychecks that meet the criteria specified in the filter. 10 Client Bookkeeping Solution PayCheck Getting Started

15 4 CBS PayCheck Procedures If your accountant has customized your Client Bookkeeping Solution software to include the calculating payroll features of CBS PayCheck, many more menu commands and window options will be available for selection, and you may find that the noncalculating payroll features of CBS CheckWriter are not present. This chapter provides a brief overview of special setup and data-entry procedures that are unique to CBS PayCheck. As you re reading this section of the getting started guide, it is recommended that you open and work with the CBS Sample Company.cbs database, which is provided with your CBS software and licensed for CBS PayCheck. All of the windows, dialogs, and procedures available in CBS PayCheck are fully documented in the Client Bookkeeping Solution help topics. Viewing company properties for CBS PayCheck When your company is licensed for the optional CBS PayCheck module, the File / Company Properties dialog will include a PayCheck tab, with special fields that are relevant to only the calculating payroll features in your CBS software. Client Bookkeeping Solution PayCheck Getting Started 11

16 CBS PayCheck Procedures When setting up CBS PayCheck for your own company, use the PayCheck tab of the Company Properties dialog to select all of the states for which CBS will calculate state withholding and SUTA information. Enter the states and the SUTA rates and limits in the State tax information group box. Note: The rates shown in the illustration above are for demonstration purposes only. Please consult with your accountant for the specific rates and limits applicable to your state(s). 12 Client Bookkeeping Solution PayCheck Getting Started

17 CBS PayCheck Procedures For details about using the fields in this dialog, search on Company Properties:PayCheck tab from the Index tab of the Help Topics dialog. Setting up PayCheck items for calculating payroll checks Typically, your accountant will set up all of the pay, withholding, and deduction items that you ll use in CBS PayCheck and include them in the accountant s transfer files that you import during the initial company setup process. If you need to set up a new PayCheck item, you can do so by choosing Setup / PayCheck Items. Pay items To set up a pay item, select Pay Item from the drop-down list in the Payroll Type field. Pay type items include such things as gross pay amounts, wages, or salaries; bonus pay; vacation pay; sick pay; tip pay; commissions; EIC (earned income credit) advance payments; and so forth. Client Bookkeeping Solution PayCheck Getting Started 13

18 CBS PayCheck Procedures Note: Your accountant selects the applicable earned income credit table based on your EIC status. CBS does not allow you to edit the EIC Table field. Deduction items To set up a deduction item, select Deduction Item from the drop-down list in the Payroll Type field. Deduction type items include such things as union dues, employee loan payments, direct deposits, employee contributions toward 401(k) plans, health insurance premiums, and so forth. 14 Client Bookkeeping Solution PayCheck Getting Started

19 CBS PayCheck Procedures Withholding items To set up a withholding item, select W/H Item from the drop-down list in the Payroll Type field. Withholding type items include such things as FICA Social Security and FICA Medicare, federal tax withholding, state tax withholding, state disability insurance, state unemployment insurance, and local withholding. You cannot modify the following default tax withholding items in CBS PayCheck. FICA Social Security FICA Medicare Federal withholding Client Bookkeeping Solution PayCheck Getting Started 15

20 CBS PayCheck Procedures Setting up accruable benefit items Your accountant may have already set up all of the benefit items that you will need when processing calculating payroll checks for your company s employees. However, if you need to create additional benefit items, choose Benefit Accruals from the Setup menu. Note: For more information on using benefit accruals in CBS PayCheck, search on Benefits (CBS PayCheck):accruable benefits setup from the Index tab of the Help Topics dialog. 16 Client Bookkeeping Solution PayCheck Getting Started

21 CBS PayCheck Procedures Using employee templates in CBS PayCheck CBS PayCheck allows you to set up templates that provide default information for the different types of employees in your company for example, Officers, Salaried Employees, Hourly Employees, and so forth. When setting up new employees you can select an employee template, and CBS automatically enters all applicable information from that template. If necessary, you can edit the information for an individual employee in the PayCheck Employees window. To create or modify a template, choose Setup / Employee Templates. Client Bookkeeping Solution PayCheck Getting Started 17

22 CBS PayCheck Procedures Tips For each template, enter only the data that you want CBS to automatically fill in when you select that template for an employee. If you modify the information that is recalled from a template in the employee s record, it will not affect the data saved in the template. You can use the Tasks / Transfer Changes to Employees command to add, modify, or delete department, SUTA, benefit accrual, or PayCheck item information and then transfer these changes to all departments for selected employees or to a single department for all employees. If you modify a saved employee template, CBS will not update any employee records that had already been created from that template. For more information, search on Overview:employee templates in CBS PayCheck from the Index tab of the Help Topics dialog. Using PayCheck departments CBS uses departments to categorize groups of employees for reporting purposes. If enabled by your accountant, you can use the Setup / PayCheck Departments window to add new or modify existing PayCheck departments. 18 Client Bookkeeping Solution PayCheck Getting Started

23 CBS PayCheck Procedures Tips For each department, enter only the data that you want CBS to automatically fill in when you select that department for an employee. If you modify the department information that is recalled when you select a department in the employee s record, it will not affect the data saved in the department record. You can use the Tasks / Transfer Changes to Employees command to add, modify, or delete department, SUTA, benefit accrual, or PayCheck item information and then transfer these changes to all departments for selected employees or to a single department for all employees. If you modify a saved department record, CBS will not update any employee records that had already been created using that department. For more information, search on Departments:CBS PayCheck from the Index tab of the Help Topics dialog. Client Bookkeeping Solution PayCheck Getting Started 19

24 CBS PayCheck Procedures Setting up employees Use the Setup / PayCheck Employees window to enter and maintain general information about each of your company s employees and to enter information necessary for creating employee payroll checks and keeping track of benefit accruals. When you print the payroll checks, CBS automatically updates the earnings information in this window for each employee. When you export data to your accountant at the end of each month, CBS the includes information for each employee. Tips CBS PayCheck allows you to set up user-defined lists for sort codes, cities, and ZIP codes. If your Chart of Accounts mask includes location and/or department digits, you can also set up user-defined lists for general ledger (GL) departments and/or GL locations. For more information on user-defined lists, search on User-defined lists from the Index tab of the CBS Help Topics dialog. 20 Client Bookkeeping Solution PayCheck Getting Started

25 CBS PayCheck Procedures You can add an employee on the fly during PayCheck data entry in the PayChecks data-entry window. Simply enter a unique name or ID number for the new employee in the appropriate field. CBS will display a message prompt asking if you want to add the employee to the system. If you click Yes, the program automatically opens a new record in the PayCheck Employees window. Enter the appropriate information for that employee and save the record. If you enter a date in the Inactive date field on the Personal tab, the program considers that employee inactive and automatically excludes that employee from data-entry lists when the next export date is after the employee s inactive date. (Note that CBS does not allow you to delete the record for any employee for whom there are any current-year earnings or unprinted check records.) During the year-end export, you will have the option to delete all inactive employees. CBS allows an unlimited number of pay item ID and account number combinations for each employee. (A pay item ID can be repeated, with each repetition using a different description. The same GL account number may be required.) Example: Wages 600 Wages 602 You can select a combination of both hourly and salaried pay items for an employee, depending on the individual pay item settings in the employee record. To view an employee s year-to-date earnings information, select the employee record and then click the Details button in the Setup / PayCheck Employees window. For more information, search on Overview:employee setup in CBS PayCheck from the Index tab of the Help Topics dialog. Client Bookkeeping Solution PayCheck Getting Started 21

26 CBS PayCheck Procedures Entering PayCheck checks Use the PayChecks data-entry window to create, edit, view, or delete calculating PayCheck checks. Choose Checkbook / PayChecks and then choose the PayCheck checkbook you want to work with. In order to use a checkbook for CBS PayCheck transactions, the PayCheck Checks checkbox must be marked and an appropriate check layout must be selected for that checkbook on the General tab of the Checkbook / Setup window. Creating PayCheck checks for hourly employees When you begin to record a new PayCheck check for an existing employee, CBS automatically retrieves all required personal and PayCheck item information saved in that employee s record. You can then enter the number of hours that hourly employee worked or make any necessary edits to a PayCheck check. 22 Client Bookkeeping Solution PayCheck Getting Started

27 CBS PayCheck Procedures Note: During PayCheck data entry, the following employees and pay items are available for selection based on the payroll frequency selected in the Checkbook Data Entry Options dialog (accessed by clicking the Options button). Employees with at least one pay item matching the selected payroll frequency and those with a valid employee template selected in their employee record. Pay items for which the payroll frequency for the item matches the selected frequency. Creating PayCheck checks for salaried employees For employees with salaried pay items, you can enter PayCheck checks in one easy step. Choose Tasks / Create Salaried Checks to open the Create Salaried Checks dialog, in which you can enter default information for the program to use when creating salaried checks. Client Bookkeeping Solution PayCheck Getting Started 23

28 CBS PayCheck Procedures Note: By default, the program uses the default PayCheck checkbook selected in the Checkbook / Default Checkbook dialog. However, you can select a different checkbook from the Checkbook drop-down list in the Create Salaried Checks dialog. The drop-down list includes only those checkbooks for which a PayCheck layout has been selected and for which you have security rights to access. Tips During the automatic salaried check creation process, CBS creates checks for only those salaried employees with at least one pay item that matches the frequency selected in the Payroll frequency field. If you specify an inactive date for an employee, CBS will remove that employee from the Create Salaried Checks process only if the next export date is after the inactive date in the employee record. To specify the withholding, deduction, or benefit accrual items to exclude from the paycheck calculation in the current data-entry session, click the Options button in the Checkbook / PayCheck / <checkbook> data-entry window, click the PayCheck Calculation 24 Client Bookkeeping Solution PayCheck Getting Started

29 CBS PayCheck Procedures tab, and then mark the checkbox associated with the items to exclude. You can use the Tax Calculation Diagnostics dialog (accessed by choosing Edit / Tax Calculation Diagnostics in the PayChecks data-entry window) to verify the withholding calculations for an unprinted check before you print the check. If you know the final check amount but do not know the gross wage amounts, you can use the Edit / Net-to-Gross calculation feature to have the program back-calculate the correct tax amount for the check. To print a check dated for a future year, you must enter the check date in the PayChecks data-entry window. You must specify a period end date if you will calculate deductions for which a special timing (on the Deduction Item tab of the Setup / PayCheck Items window) is specified. Updating payroll tax tables Depending on how your accountant has configured your CBS software, you may be able to update your tax tables in CBS using any of the following methods. Import updated tax tables from your accountant. Your accountant will update the tax tables and then provide you with an updated accountant s transfer file. To update the tax tables in your CBS program, choose File / Import / Payroll tax data from your accountant. If you are licensed to use CBS for more than one company, you must complete this import for each company licensed for the CBS PayCheck module. Import payroll tax updates. If your accountant has given you security rights to do so, you may import the updated tax tables via CBS Connect. To do this, choose File / Update CBS to download the updated file via CBS Connect, and then choose File / Import / CBS Payroll tax data updates. Edit the tax tables. If your accountant has given you security rights to do so, you can edit the payroll tax data by choosing Setup / Tax Tables / <table>, where <table> represents the tax table to edit (Federal, State, or Local). Client Bookkeeping Solution PayCheck Getting Started 25

30 CBS PayCheck Procedures Printing PayCheck checks The procedures for printing checks in CBS PayCheck are similar to the procedures in CBS CheckWriter. If your company s CBS software has been licensed to include the CBS PayCheck module, you will see a PayCheck tab in the File / Print Checks dialog. For more information, search on Checklist:for printing checks and deposit slips from the Index tab of the Help Topics dialog. 26 Client Bookkeeping Solution PayCheck Getting Started

31 CBS PayCheck Procedures Printing PayCheck reports The procedures for printing reports in CBS PayCheck are similar to the procedures in CBS CheckWriter. If your company s CBS software has been licensed to include the CBS PayCheck module, you will see a PayCheck tab in the File / Queue Reports dialog. The checkbook selected in the Checkbook field applies to the reports listed on the left side of the dialog. The reports listed on the right side of the dialog are not checkbook-specific. Click the Options button associated with a report to choose print options for that report. You can define PayCheck item groups for reporting purposes by choosing Setup / Groups / PayCheck Items. Client Bookkeeping Solution PayCheck Getting Started 27

32 CBS PayCheck Procedures You can preview the selected reports (but not checks) by clicking the Print Preview button. From the Preview window, you can save these reports in a variety of file formats or save them as attachments to messages by clicking the Export button on the toolbar. For details on viewing and printing reports, search on Checklist:for previewing or printing reports from the Index tab of the Help Topics dialog. 28 Client Bookkeeping Solution PayCheck Getting Started

33 5 Exporting Files to Your Accountant CBS PayCheck uses a monthly export frequency. The program allows you to export transactions from all CBS modules at one time, or you can export CBS PayCheck data separately. Each time you export CBS PayCheck transactions, the program zeroes all current-period earning amounts for each employee. The program also adds and designates as current any checks dated within the new period. The export process also triggers the program to update automatic benefit accruals (for example, at month end for benefits that use a monthly accrual method or at year end for benefits that use a yearly type of accrual calculation). The export feature is not available if you are using any of the sample databases provided with your Client Bookkeeping Solution software, as they are for demonstration purposes only. Client Bookkeeping Solution PayCheck Getting Started 29

34 Exporting Files to Your Accountant 30 Client Bookkeeping Solution PayCheck Getting Started