Payroll Processing

NOTES: Integral Accounting Enterprise includes a payroll framework which includes processing for multiple levels of entities, Federal, State, County, City, and Town. We include simple business logic to help process payroll. We DO NOT include current tax tables. We DO NOT include Payroll Processing Rules Specific to your country, state, county, city, or town, the rates included are samples only.  You would have to customize the software for your specific locality in order to successfully process your payroll. We recommend that you use a third-party payroll provider such as ADP or Paychex. 

Create Payroll

Select the “Pay Employees” option from the main payroll menu .This will open the pay employees form. You will use this form to create payroll register. Once payroll register are created they can be previewed before printing, or deleted and recreated. If you are satisfied with the way they have been created, you will print them from this form as well.

Select employees to pay by either clicking on the checkbox beside the based on the parameters you choose from the combo boxes. The first combo box is for pay frequency, while the second is for pay type. After these two selections are made, click the 'Select' button and all employees of the pay type and frequency you chose will be marked for payment. You may click the 'Clear' button to unmark them.

Once employees are selected and their default check values are automatically calculated, you can make necessary adjustments for each employee pay type. 

Last Hours: Enter hours worked for hourly employees. The number of hours worked will automatically default to the last number of hours entered for that employee. When hours are changed, the check amount field will re-calculate. It is helpful to sort employees by pay type when entering hours worked. This is done by clicking on the pay 'Type' label above that column heading.

Salary type employees: Check amounts for salaried employees will automatically calculate based on the annual salary and the pay frequency. If the check amount appears incorrect, verify the data entered for that employee in employee setup.

Commission type employees: This pay type is for employees who are paid on a commission only basis. Commission amounts can be selected manually by sales invoice or can be set to calculate automatically by selecting the 'Automatically pay all commissions..' box in payroll setup under the 'rates and amounts' tab. (Note: If this box is checked, the 'Commissions' button on this form will become invisible.) 

Commissions button: If you choose to manually select the sales invoices you wish to pay sales commission on, select the Commissions button and you will see a form listing line items for all Commissionable invoices where commission has not yet been paid. Select the commission amount by choosing invoice line items to apply to that employee's paycheck.

Salary + Commission type employees: This pay type is for employees with a base salary and a sales commission structure. The check amount will automatically calculate for the annual base salary amount divided by the pay frequency plus any sales invoices which are selected for that employee either manually or automatically. See commission type and salary type above.

Pay Employee Manual form is invoked from Pay Employees window by clicking pen icon in a row of employee table. This form shows you how the check amount seen on the pay employees form was calculated, and allows you to edit the hours and payroll item parameters used to derive that calculation. You may edit the check amount by marking or unmarking payroll items by checking them, or by changing their default amounts or percents.

Create payroll checks by clicking the 'Create Payroll' button. Payroll checks are "created" when they are posted to the ‘payroll register’. At this point, they have not yet been printed or posted to the ‘general ledger’. They are held in the payroll register until they are either deleted, or printed and posted to the GL. Checks will be created for all employees marked in the pay field. The pay field will then be automatically cleared. You may create multiple checks for each employee if necessary. 

Pay period start and end dates are required before payroll can be created. The pay period start date marks the beginning of the pay period covered by the current check. The pay period ending date marks the last day of the pay period covered by the current check.

Once payroll is created, the checks can be previewed and even printed on a detail report prior to printing the actual checks. This can be done from any Payroll Register or Payroll Checks list by clicking printer icon.

 

Manually Create Payroll

Payroll Employee Manual form is invoked from Pay Employees form by clicking pen icon in a row of employee table. This form shows you how the check amount seen on the Pay Employees form was calculated, and allows you to edit the hours and payroll item parameters used to derive that calculation. You may edit the check amount by marking or unmarking payroll items by checking them, or by changing their default amounts or percents.

 

Commissions

Commissions form is invoked from Pay Employees form by clicking Commissions button and represents a list of commissions which has not yet been paid yet to salesmen. Besides commissions, the list also contains commission returns for RMA.

Each line in the list can be marked as “Select to Pay”, so during the next payroll calculation for corresponding employee these commissions are accounted for in the total sum of payment.

 

Print Checks

Print Checks form is invoked from Pay Employees form by clicking Print Checks and represents a list of Payroll Registers which were created by automatic or manual Payroll creating procedures and for which no checks were created yet.

It’s possible to create checks for all or selected Payroll Registers in the list. When creating a check for Payroll Register corresponding transactions are entered into General Ledger.