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This section explains how to use the Write Payroll command to calculate
deductions, set up employee payroll and write paychecks.
WRITE PAYROLL BASICS
Payroll Basics | Payroll Setup | Entering
Hours | Starting in Mid-Year
Printing Paychecks
WRITE PAYROLL COMMAND
Write Payroll Window | Pay Periods | Wage
Schedule Field
Itemized Hours | Commissions | Itemized Deductions
Itemized Category Taxes | Itemized Benefits | Itemized
Employer Taxes
PAYROLL DETAILS
Canada Payroll | US Payroll | Multiple Wage Rates | Advances
RELATED TOPICS
Benefit Items | Benefit Packages | Employee Accounts | Labor
Hours
Pay Bills command | Payroll Records | Tax Agency Payments | Tax
Items
Tax Packages | Vacation Items | Vacation Packages | Wage
Schedules
Write Payroll Window
After you have entered Labor Hours records, follow
these steps to prepare payroll from them:
- Choose Write Payroll from the Bank menu.
- You'll see a 'quick report' list of employees, hours and payroll deduction amounts.
- Double-click in the Wages column to see the itemized hours for each employee.
- Double-click in the Deductions and Category Tax column to see itemized deductions for each employee.
- Double-click in the Benefits column to see itemized benefits for each employee.
- Double-click in the Employer Tax column to see itemized employer taxes for each employee.
To write paychecks, follow these steps:
- Turn on the checkmark in the first column to mark the employees you'd like to pay now.
- Click the Write Payroll button.
- You'll be asked which bank account to use for the paychecks. Enter a bank account, and choose the checkbook from which checks
will be written. Then click OK.
- Goldenseal will create Payroll Records for each employee. If you entered a bank account, it will also
create paychecks.
HINT-- You can leave the Account field blank,
if you don't want to create paychecks immediately.
Pay Periods
Goldenseal starts out with the earliest pay period that includes unpaid
labor hours. Use the Pay Period popup menu to change to a different pay
period.
You can enter the current pay period, any of the three previous periods, or the next pay period. You can also view all labor hours, or you can enter
a custom range.
After you change to a different pay period, Goldenseal automatically adjusts the Start Date and End Date fields and fills in the appropriate labor hours.
Wage Schedule Field
Goldenseal starts by including all employee hours in the payroll report,
even if you used more than one wage schedule.
NOTE-- If you use more than one pay interval (for example, weekly and biweekly), you'll only see labor for one payroll interval
at a time.
To see the work done under just one wage schedule, enter a wage schedule into the Wage Schedule field. The Wage Schedule field is useful if you
have a mixture of salaried and hourly employees, or if you write separate paychecks for different types of work.
To write payroll for just one wage schedule, follow these steps:
- Choose Write Payroll from the Costs menu.
- Enter the wage schedule into the Wage Schedule field.
- Click the Write Payroll button.
- Repeat steps 1 to 3 for each additional wage schedule. You can also leave the Wage Schedule field blank to include all remaining work.
Itemized Hours
To see an itemized list of the hours worked, double-click in the employee's
row on the Hours column.
You'll see a list of work done during the pay period, based on the
Labor Hours records for this employee.
You can adjust the overtime hours if they are not correct. You can also decide not to include some hours in this pay period-- simply turn off the check
mark in the far left column.
When you have finished adjusting hours, click OK.
Commissions
To see an itemized list of the commissions earned by an employee, double-click
in the employee's row on the Commissions column.
You'll see a list of commissions earned during the pay period, based
on the Sales, Projects, Leases and Rental Transactions that
have this employee
as the Sales Rep. Commissions are calculated from the Commission
Rate that is listed in the Employee account.
You can also decide not to include some commissions in this pay period-- simply turn off the check mark in the far left column.
When you have finished adjusting commissions, click OK.
Itemized Deductions
To see a list of tax deductions, double-click in the employee's row on
the Deduction column.
You'll see a list of employee withholding items, with the amount for
each.
If there are some deductions that should not be included, turn of the checkmark in the first column.
HINT-- If you see X's in the first column, then you can't adjust the deductions here. You'll need to assign a new Tax
Package to the employee instead, or turn on the editable status for payroll in Expense Preferences.
When you have finished checking deductions, click OK.
HINT-- Normally you cannot change deduction amounts. If you'd like to be able to, choose Preferences from
the Options menu, choose Expenses from the submenu, and turn on the Allow Payroll Deduction Changes checkbox.
Itemized Employer Taxes
To see a list of employer taxes, double-click in the employee's row on
the Employer Tax column.
You'll see a list of employer tax items, with the amount for each.
If there are some deductions that should not be included, turn of the checkmark in the first column.
HINT-- If you see X's in the first column, then you can't adjust the deductions here. You'll need to assign a new Tax
Package to the employee instead, or turn on the editable status for payroll in Expense Preferences.
When you have finished checking deductions, click OK.
HINT-- Normally you cannot change deduction amounts. If you'd like to be able to, choose Preferences from
the Options menu, choose Expenses from the submenu, and turn on the Allow Payroll Deduction Changes checkbox.
Itemized Category Taxes
Goldenseal calculates some taxes based on the category of work entered
in the Labor Hours records. For example, some
states base worker's comp rates on the actual work done.
To see a list of category taxes, double-click in the employee's row on the Category Tax column.
You'll see a list of category taxes and cost categories, with the amount of tax for each.
If there are some deductions that should not be included, turn of the checkmark in the first column.
HINT-- If you see X's in the first column, then you can't adjust the deductions here. You'll need to assign a new Tax
Package to the employee instead, or turn on the editable status for payroll in Expense Preferences.
When you have finished checking deductions, click OK.
HINT-- Normally you cannot change deduction amounts. If you'd like to be able to, choose Preferences from
the Options menu, choose Expenses from the submenu, and turn on the Allow Payroll Deduction Changes checkbox.
Itemized Benefits
To see a list of benefit deductions, double-click in the employee's row
on the Benefits column.
You'll see a list of benefits, with the amount for each.
HINT-- Some benefits include a payment to the employee, some include a deduction from the employee, and some
include an employer payment that goes to a tax or insurance
agency.
If there are some benefits that should not be included, turn of the checkmark in the first column.
HINT-- If you see X's in the first column, then you can't adjust the benefits here. You'll need to assign a new Benefit
Package to the employee, or allow payroll deductions to be changed in Expense Preferences.
When you have finished checking benefits, click OK.
Itemized Vacation
To see a list of vacation items, double-click in the employee's row on
the Vacation column.
You'll see a list of vacation items, with the amount for each.
If there are some vacation items that should not be included, turn of the checkmark in the first column.
HINT-- If you see X's in the first column, then you can't adjust the deductions here. You'll need to assign a new Vacation
Package to the employee instead, or turn on the editable status for payroll in Expense Preferences.
When you have finished checking benefits, click OK.
Multiple Wage Rates
When you pay one employee more than one wage rate during a pay period,
enter Labor Hours records for all the work done by that employee, and change the Wage Schedule field so it has the proper rate
for each piece of work.
When you write payroll, you'll need to use the Write Payroll command once for each wage schedule.
To do so, follow these steps:
- Choose Write Payroll from the Costs menu.
- Enter one of the wage schedules into the Wage Schedule field.
- Click the Write Payroll button.
- Repeat steps 1 to 3 for each additional wage schedule. You can also leave the Wage Schedule field blank to include all remaining work.
Goldenseal will create a separate payroll record for each wage rate. To
pay them all at once with a single check, follow these steps:
- Choose Checking Transactions from the Bank menu, and choose an account from the submenu.
- Click the New button.
- Choose Employee in the Pay To field, and enter the employee into the Account field.
- Click on the Breakdown popup and enter Payroll. Goldenseal will fill in all unpaid payroll records for this employee.
- Turn off the checkbox for any items that you don't want to pay now.
Advances
In most tax districts, you need to base deductions on the actual amount worked in each payroll period, and then give advances (or subtract the repayment
of advances) after that is calculated.
To give an advance to an employee, follow these steps:
- Choose Payroll Records from the Costs menu.
- Click the New button.
- Enter the Employee into the Employee field.
- Enter Advance into the Transaction Type field.
- Enter the amount in the Amount field.
To deduct the repayment of an advance from an employee, follow these
steps:
- Choose Payroll Records from the Costs menu.
- Click the New button.
- Enter the Employee into the Employee field.
- Enter Repay Advance into the Transaction Type field.
- Enter the amount in the Amount field.
To combine advances and advance repayments with a regular paycheck, follow
these steps:
- When you use the Write Payroll command for the regular pay period, do not enter a checking account for the payment.
- Goldenseal will create a Payroll Record for the regular pay period, but no paycheck.
- Choose Checking Transactions from the Bank menu, and choose a checking account.
- Click the New button.
- Enter Employee into the Pay To field.
- Enter the employee into the Account field.
- Enter Items into the Breakdown popup field on the left side of the window.
- Goldenseal will automatically enter all unpaid Payroll Records for this employee.
To include advances and advance repayments in with a cash payroll payment,
follow the steps above but use a Cash Transaction and enter a Cash account.
Goldenseal keeps track of the advances owed by each employee-- to see it, check the Advances Owed field in the Employee account records.
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