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Abra Suite HRMS Payroll Processing Guide

Steps to Process Payroll

The following steps will take you through the Payroll Process. Use this in conjunction with the Payroll Processes and File use document. This will ensure that all reports that are needed to run are completed and will help with an understanding of what is updated during the Payroll process.

1. Preparing for Payroll - Reform Indexes and Optimize Databases – These are 2 system processesthat must be run BEFORE payroll. These processes check for bad indexes to ensure efficientprocessing and makes sure to delete any unwanted records from the database.

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2. Performing the first back up – this is to make sure that all of the last payrolls information is save before running a new payroll. You access this process from the Task Menu or from the toolbar.

Remember – NEVER do a back up AFTER you run final payroll during a payroll process.

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3. Create Automatic timesheets

Charge Date – End Date of the pay period

Check Date – Date the check is distributed to employees

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4. Enter/Update Timesheets

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Make sure to enter the CORRECT pay period end date. Once this is entered, select the correct Companies, your applicable pay groups for the payroll as well as the employees that you want to enter your exceptions .

5. Running the Time Sheet Edit report

This is found under Payroll, Reports and Time and Labor Reports. This is where you will verify all of the timesheet entries BEFORE payroll is processed. If you need to make a change you simply go back into Edit Update Timesheets and find the employee that needs to be updated.

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6. Run Trial Payroll

Make sure to select the Gross to Net Summary and Check/Direct Deposit Details report. These are the reports you will use to balance during processing.

Once these are printed you will verify to make sure the numbers match. If they do not match, you will need to look at those records for the individual employees that are not correct.

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7. Run Final Payroll – this is the last time you will back up to ensure all of the exceptions entered are retained. NEVER do a back up AFTER running the final payroll.

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8. Print Direct Deposit Advices

This process will also ask you if the deposits printed correctly. Once that question is answered it will post the deposits to the Abra Suite Database. If they did not print correctly you say no and you can reprint the Direct Deposit Advices.

9. Print checks

Be sure that you have check stock (blank or pre-printed) loaded into your printer before you click on the “Print Checks” button.

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10. Create the ACH file

ACH is what is sent to the back to make sure the employees will be paid. You should use a new name for each ACH that is created for each payroll so you can retain history. Example is ‘payroll04162010’ which tells us when the payroll is run.

Reports to run once payroll is complete- You will also need to run the following reports – they can be found under Payroll, Reports and Standard Payroll Reports.

1. General Ledger Distribution Report – this verifies postings to the G/L 2. Payroll Deposit Requirement – This will show employer liabilities for taxes 3. Direct Deposit Register – This will give you a list of all check in the current payroll or for a date

range.

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1. What does Trial Payroll do?

The Trial Payroll process performs gross-to-net calculations for selected pay groups. It generates a Gross-to-Net summary, a Check/Direct Deposit Register and a Payroll Allocations report without making any permanent changes to employee data. Changes can be made to the Trial Payroll and repeated as often as necessary.

The Trial Payroll process does not interrupt any other activities. A single user can run multiple pay groups and multiple employers with the same charge date and check date.

Abra Payroll performs the following tasks in a Trial Payroll:

• Calculates time sheet earnings

• Calculates other earnings

• Calculates employee deductions and employer matches

• Calculates employee and employer taxes and taxable wages

• Creates check information for the current pay period

• Calculates the negative employer match amount when deductions with an employer match are reversed

If Abra Payroll encounters a regular time sheet earning, deduction or tax that is allocatable and the respective code table also defines the code as allocatable, the labor is allocated during the Trial Payroll if it isn't already allocated during time sheet entry.

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2. What files does Trial Payroll use?

The following files are written to at Trial Payroll

File Name Description Action Reports/Check Detail

PRPOST.DBF Current Postings (time sheets)

Adds time sheet earnings, flat amount earnings and calculates deductions and taxes

Time Sheet Edit Report, Check/DD Register (current), Payroll Allocations Report (current)

PRCHECK.DBF Current Check Header

Creates one line item per payment or deduction

Gross to Net Summary (current), Check Register (current), Direct Deposit Register (current), net pay on check

3. What does the Final Payroll do?

During the Final Payroll process, Abra Payroll completes all the calculations started in the Trial Payroll process and creates the detailed information necessary to print checks and direct deposit advices.

Abra Payroll performs the following tasks during a Final Payroll:

• Adds to the labor history file all check/direct deposit earnings information created during Trial Payroll.

• Updates current month, quarter and year-to-date earnings, tax withholdings, deductions and employer deduction matching.

• Updates employer tax liabilities.

• Accrues employee leave calculations.

• Creates detail employee history for all earnings, deductions and taxes.

• Creates General Ledger transactions.

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4. What files does Final Payroll use?

The following files are written to during Final Payroll:

File Name Description Reports/Check Detail

PRDETAIL.DBF Employee Current Check Detail

Current Earnings and Deductions on check

PRGLPOST.DBF General Ledger Postings

General Ledger Postings Report

PRTAXLB.DBF Employer Tax Liabilities Payroll Deposit Requirements Report

PREARN.DBF Employee Earnings Register

Employee Earnings Report, YTD earnings on check, YTD net pay on check

PRTAXES.DBF Employee Tax Withholdings Register

Gross to Net Detail Report, Tax Withholdings by Tax Code Report, YTD deductions on check, YTD net pay on check

PRDEDS.DBF Voluntary Deductions Register

Employee Deductions Report, 401K Report, Payee Withholdings Report, YTD deductions on check, YTD net pay on check

PRJOBCST.DBF Employee Job Cost and Labor Distribution

Worker's Compensation Report

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5. What database files are updated when checks and direct deposits are printed?

The following files are updated when checks are printed:

File Name Description Reports

PRDEHIST.DBF Employee Check History Detail

PRCKHIST.DBF Employee Check History Header

Gross to Net Summary (history), Check Register (history)

PRHPOST Employee Postings History

Payroll Allocations Report (history), Check/Direct Deposit Register, (history)

PRHDIRCT Employee Direct Deposit History

Direct Deposit Register (history), ACH file

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