Processing Payroll - Learning...

Processing Payroll HRMS Sage | Step-by-Step Instructions February 2017

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Processing Payroll

HRMS Sage | Step-by-Step Instructions February 2017

Table of Contents

Open Payroll Process......................................................................................................................... 3 Setup Open Payroll .................................................................................................................................................................. 3 Process Open Payroll ............................................................................................................................................................... 4 Import Time ............................................................................................................................................................................. 5

Timecards ......................................................................................................................................... 8 Timecard List ............................................................................................................................................................................ 8 TimeCard Header Screen ......................................................................................................................................................... 9

View or Edit Details ............................................................................................................................................................ 10 Timecard Report .................................................................................................................................................................... 10

To Balance Hours from the Timecards............................................................................................................................... 10

Time Entry ...................................................................................................................................... 13 To Manually Add Timecards .................................................................................................................................................. 13

Garnishment Manager .................................................................................................................... 15

Pre-Check Payroll Register............................................................................................................... 16

Process Time Off ............................................................................................................................. 18

Calculate Payroll ............................................................................................................................. 19 Selection ................................................................................................................................................................................ 20 Process ................................................................................................................................................................................... 21

Review in Detail ................................................................................................................................................................. 21

Print and Post Checks ...................................................................................................................... 22 Print EFT Checks Screen ..................................................................................................................................................... 23

Direct Deposit EFT File Creations ........................................................................................................................................... 24 Create EFT File ................................................................................................................................................................... 24


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Open Payroll Process

SETUP OPEN PAYROLL

Payroll > Tasks > Process Payroll

1. Select Profile ID.

2. Enter the start date of the payroll processing check run.

3. Enter the end date of the payroll processing check run.

a. “Active Employees” will automatically default; select “Inactive Employees”

4. Select “Terminated Employees”

5. Click on the blue Advanced Options icon.

a. Select “Calculate Pay Rates as Hourly”

b. “Overwrite Distribution Codes” is already defaulted.


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Note: Leave defaults if you want to update all benefits. If you do not want to update all benefits, click

Exclude All button and move the Benefits from the left to the right to include benefits in the open

payroll process.

1. Click Get Employees - After you click on Get Employees, employees will populate. You can

choose not to include everyone. The first column allows you do deselect those employees you

do not want to process.

2. Click Process.

PROCESS OPEN PAYROLL

This will produce the following Results report.

Click Print to review in report format

Click on Update to update the payroll database

If you do NOT want to update the payroll database, click Cancel.


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IMPORT TIME

Open PAYROLL > PROCESS PAYROLL then click on DELPHIA UTILITY

1. Select “Payroll Database” – “SagePayroll_xxx”

2. Enter “Period End Date” in correct format – mm/dd/yyyy

a. Browse to import file.

3. Select “Show Log” to see the import transaction (verify no errors).

4. Select “Import Time Card Data”


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1. Select “Data Validation” tab.

2. “View Detail Report”

a. This gives a detail listing of import source file.

3. “View Time Card Summary”

a. This gives total summary of each code for verification.

4. “View Validation Data”

a. If anything is listed on this report, you must make correction within HRMS, then go back

and re-import.


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1. After you review and determine that all is well, select “Post to HRMS” tab.

2. Select “database” – SagePayroll_ “ ”

Note: Select “Show Log” to see when it is complete.

3. Click Post to Sage HRMS.


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Timecards

4. Reports > (Under Payroll section) Transactions Reports > Timecards

5. Verify the import report(s) matches the HRMS Timecards report.

6. Go to “Timecard List” to review the imported timecards.

TIMECARD LIST


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TIMECARD HEADER SCREEN

Payroll > Tasks > Process Payroll > Timecards


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VIEW OR EDIT DETAILS

7. Click Save to keep changes and additions.

Timecard Report

TO BALANCE HOURS FROM THE TIMECARDS

Reports > Payroll > Transaction Reports > Timecards

8. In the Report Format, select “Timecard Summary” and “Print”


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TIMECARD SUMMARY SELECTION

1. Select “Timecard Summary” Report.

2. Click Print to continue.

EXPORT REPORT

Note: There are no totals. You will need to export this report to MS Excel to get total.


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Save it and then open it in MS Excel.

o Use functions to create totals and subtotals.


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Time Entry

TO MANUALLY ADD TIMECARDS

Payroll > Payroll Processes > Timecard List

Click New to create a timecard.


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Click the Finder arrow to select Employee or enter Employee ID number.

Enter “Timecard”

Enter “Period End Date”

Add Earnings/Deductions as needed.

Click Add/Save.


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Garnishment Manager

1. Select proper company.

2. Enter or select from calendar the proper period end date.

3. Select “Calculate”

4. Select “Print” to review all specifics of garnishments.

5. Select “Apply” to post to HRMS.

Go back to “Calculate Payroll” and run this process again.


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Pre-Check Payroll Register

After the Payroll has been calculated, you will need to review/print the PRE Check Payroll Register.

Payroll > Process Payroll > Pre Check Register

or

Reports > Payroll > Transaction Reports > Pre-Check Payroll Register

Select Report Format – “Detail”

Select how the report should sort.

Click Print.


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Check the calculations by using the Pre Check Register Report.

Review the following on report:

Earning/Deductions/Taxes/Check Amount (See below in yellow)

GL numbers – Asset/Expense Accounts and Liability Account (See below in blue)

Workers Compensation assignment and calculations (See below purple)

If anything is incorrect, make corrections to the Timecard or Employee Payroll Panel

Earnings/Deductions and or Taxes Screens.

Then, Calculate Payroll again> rerun the Pre Check Register again until the outcome is correct.


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Process Time Off

Payroll > Process Payroll > Process Time Off

This process needs to be done prior to printing checks.

It will accrue the time off and post the time taken from Attendance Plans set up in HR.

Enter the period end date in the “Accrue Through” field.

a. Click OK.


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Calculate Payroll

Payroll > Tasks > Process Payroll > Calculate Payroll

Enter Pay Period End Date.

Enter Check Date.

Select Process “Ignore Zero and Negative Checks”

a. unless you want to process zero checks; if so, select “Ignore Negative Checks”

Enter Employee Pay Frequency Grouping.

a. Include Earnings/Deductions with these Frequencies (On and Off Switches).


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SELECTION

Click on “Selection” tab to calculate for one employee, range, or groupings of class codes.

Click “Selection” tab.

a. If selecting a range or one employee, enter the employee in the “From” field.

b. If selecting a range or one employee, enter the employee in the “To” field.

c. If selecting a Class range, enter the “From” and “To” on proper Class.

Click Process.


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PROCESS

After you click on Process, you will get an exceptions report. Some exceptions will be justified, others

will not and are indicating an adjustment of some kind if necessary.

REVIEW IN DETAIL


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Print and Post Checks

Payroll > Process Payroll > Print/Post Checks

Enter the Pay Period End date.

Select “All Checks”

Select “Bank”

Select how to “Sort By” the checks.

Click Print/Post.


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PRINT EFT CHECKS SCREEN

Select the “Check Stock Code”

a. Verify the check number.

b. Verify “Check/Advice Form”

Click Print to continue.


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Direct Deposit EFT File Creations

Payroll > Process Payroll > Create EFT File

CREATE EFT FILE

Select “Direct Deposit EFT”

a. EFT File Type will default to “Original”

Select the EFT Bank – “ ”

Select “Use Employee Check Date”

a. Browse out to where the file to be saved when generated.

Click Process.

Go to file path (from the Browse) and send file to bank.

Processing Payroll - Learning...

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