PAYROLL

THE PAYROLL SYSTEM IS A SELF-CONTAINED, COMPUTERIZED PAYROLL PACKAGE WHICH IS
DESIGNED TO BE USED AS PART OF A TOTAL INTEGRATED ACCOUNTING SYSTEM.

PAYROLL PERMITS YOU TO MAINTAIN PAYROLL INFORMATION ON EXEMPT(SALARIED), NON-
EXEMPT(HOURLY), CONTRACT AND COMMISSIONED EMPLOYEES. THE COMPUTER MAINTAINS
YOUR TAX RECORDS, PRINTS THE CHECK, ADJUSTS YOUR BANK BALANCE AND MANY OTHER
RELATED FUNCTIONS NECESSARY TO MAINTAIN PAYROLL INFORMATION. IN ADDITION TO
THIS, JOURNAL ENTRIES ARE MADE BY THE PAYROLL SYSTEM PERMITTING THIS PACKAGE
TO AUTOMATICALLY INTERFACE WITH THE ACCOUNTING SYSTEM. THIS PAYROLL SYSTEM
IS DESIGNED TO SUPPORT FEDERAL, STATE, COUNTY, AND CITY INCOME TAX, AS WELL
AS EMPLOYEE AND EMPLOYER "FICA".

IN NORMAL OPERATION, WHEN PREPARING THE PAYROLL, YOU QUEUE THE PAYROLL, WRITE
THE CHECKS, WRITE THE TAX DEPOSIT CHECK AND THEN PRINT THE PAYROLL REPORT.
YOU SHOULD PERFORM THESE FOUR STEPS IN THIS ORDER EACH TIME YOU RUN PAYROLL.
IT IS NOT REQUIRED THAT YOU PRINT A DEPOSIT CHECK FOR EACH PAYROLL IF YOUR
TAX LIABILITY DOES NOT WARRANT IT. IF YOU DO PRINT A DEPOSIT CHECK, IT
SHOULD BE DONE BEFORE YOU PRINT THE PAYROLL REPORT.

THE REMAINDER OF THE PAYROLL SYSTEM CONSISTS OF AUXILIARY PROGRMS. WHILE
NECESSARY FOR FULL CONTROL OF A COMPANY'S PAYROLL, THEY ARE NOT IN THEMSELVES
REQUIRED TO PROCESS PAYROLL CHECKS ON PAY DAY. FOR EXAMPLE: "ADD/EDIT
EMPLOYEE" IS AN ESSENTIAL PROGRAM, BUT YOU ARE NOT REQUIRED TO RUN IT FOR
EACH PAYROLL.

THE FUNCTIONS OF EACH OF THE PROGRAMS COMPRISING THE PAYROLL SYSTEM IS
EXPLAINED IN DETAIL. PROGRAMS ARE PLACED ON THE MENUS SO THAT COMMONLY RUN
PROGRAMS APPEAR ON THE PRIMARY MENU, WHILE LESS COMMONLY USED PROGRAMS ARE ON
THE EXTENSION MENU.

!!READ THIS MANUAL BEFORE ATTEMPTING TO RUN A PAYROLL!! AS WITH ALL
ACCOUNTING PACKAGES, THERE ARE SOME THINGS NEEDED THAT MAY NOT BE IMMEDIATELY
OBVIOUS.

6.1 ADD/EDIT EMPLOYEES

THE "ADD/EDIT EMPLOYEES" PROGRAM CREATES EMPLOYEES (AS FAR AS THE COMPUTER IS
CONCERNED) AND UPDATES EMPLOYEE INFORMATION MAINTAINED BY THE COMPUTER. THIS
MUST BE DONE BEFORE RUNNING A PAYROLL.

THE PERSON ENTERING A NEW EMPLOYEE SHOULD ALWAYS ENTER THE "NEXT EMPLOYEE
NUMBER" DISPLAYED ON THEIR SCREEN. IF MORE THAN ONE PERSON IS ENTERING NEW
EMPLOYEES, THE NUMBER SHOWN ON THE SCREEN MAY HAVE BEEN USED BY ANOTHER
OPERATOR. ANYTIME THIS OCCURS, THE EMPLOYEE NUMBER IS UPDATED BY THE SYSTEM
TO SHOW THE NEXT FREE EMPLOYEE NUMBER.

YOU MUST PRESS {ENTER} AFTER EVERY FIELD THAT YOU ADD, OR EDIT, FOR THE
SYSTEM TO ACCEPT THE INFORMATION.

TO EDIT AN EMPLOYEE THAT ALREADY EXISTS, TYPE IN THE EMPLOYEE NUMBER TO BE
EDITED AND PRESS {ENTER}. IF YOU ARE ADDING A NEW EMPLOYEE, TYPE IN THE NEXT
EMPLOYEE NUMBER DISPLAYED AT THE TOP RIGHT OF THE SCREEN.

IF YOU WISH TO EXIT THE PROGRAM, PRESS {PF2}.

**SCREEN DISPLAY**

#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
NAME THE NAME OF THE EMPLOYEE TO BE ADDED OR EDITED. THIS IS
A 30 CHARACTER FIELD. THE NAME SHOULD BE AS YOU WISH IT
TO APPEAR ON THE PAYROLL CHECK. EACH TIME THE COMPUTER
GENERATES A PAYROLL CHECK FOR THE EMPLOYEE, THEIR NAME
AND ADDRESS IS PLACED ON THE CHECK IN THE "PAY TO"
POSITION.

ADDRESS THE EMPLOYEE'S ADDRESS. THIS IS A 30 CHARACTER FIELD AND
ACCEPTS ALPHA OR NUMERIC INFORMATION.

CITY ST ZIP THE CITY, STATE, AND ZIP CODE OF THE EMPLOYEE. TYPED
WITH A SPACE SEPARATING EACH FIELD. NO COMMAS ARE
NECESSARY. THE FIELD IS 30 CHARACTERS LONG AND ACCEPTS
ALPHA OR NUMERIC INFORMATION.

PHONE NUMBER NOT A REQUIRED FIELD. EMPLOYEE'S PHONE NUMBER.

STARTING DATE THE DATE THE EMPLOYEE WAS HIRED BY THE COMPANY.

ENDING DATE NORMALLY BLANK. IF YOU PLACE A DATE IN THIS POSITION, IT
INDICATES TO THE COMPUTER THAT THIS EMPLOYEE IS
TERMINATED. PAYROLL INFORMATION MUST BE MAINTAINED ON A
TERMINATED EMPLOYEE UNTIL THE END-OF-THE-YEAR FOR TAX
PURPOSES.

BIRTH DATE NOT A REQUIRED FIELD. THE BIRTH DATE OF THE EMPLOYEE.

REVIEW DATE NOT A REQUIRED FIELD. THE USE OF THIS DATE DEPENDS UPON
THE COMPANY.

DRIVERS LICENSE FIELD FOR THE DRIVERS LICENSE OF THE EMPLOYEE. USUALLY
MAINTAINED FOR EMPLOYEES DRIVING COMPANY VEHICLES.
EMERGENCY CONTACT COMMENTARY, ALPHANUMBERIC DATA FIELD. YOU MAY PUT
ANYTHING YOU WISH IN THIS FIELD. NORMALLY IT CONTAINS
THE NAME OF THE PERSON TO BE CONTACTED IN AN EMERGENCY
AND HOW TO CONTACT THEM.

MARITAL STATUS REQUIRED FIELD VITAL FOR THE CALCULATION OF THE PROPER
TAX AMOUNT. "MARRIED" FOR MARRIED EMPLOYEES, AND
"SINGLE" FOR SINGLE EMPLOYEES.

# OF DEPENDENTS FIELD FOR THE NUMBER OF DEPENDANTS (EXEMPTIONS) CLAIMED
BY THE EMPLOYEE. USED IN THE CALCULATION OF TAX
WITHHOLDINGS.

SOCIAL SEC. NO. THE SOCIAL SECURITY NUMBER OF THE EMPLOYEE IS REQUIRED
FOR TAX RECORDS. THIS FIELD SHOULD ALWAYS CONTAIN A
NUMBER. THE NUMBER IS PRINTED ON ALL PAYROLL CHECKS AND
IS USED AT THE END-OF-THE-YEAR WHEN "W2 FORMS" ARE
PRINTED.

LEDGER CODE THE LEDGER CODE YOU WANT THE EMPLOYEE'S PAY (AND TAXES)
EXPENSED TO. THESE NUMBERS MAY BE THE SAME FOR ALL
EMPLOYEES OR COULD BE USED TO SEPARATE EMPLOYEES INTO
DIVISIONS.

PERCENT THE PERCENT OF PAYROLL EXPENSES TO BE CHARGE TO THE
LEDGER CODE ABOVE. IF YOU WISH TO CHARGE THE EMPLOYEES
PAYROLL EXPENSE TO TWO DIFFERENT LEDGER CODES, CHANGE
THIS FIELD TO THE PERCENTAGE YOU WANT CHARGED TO THE
ABOVE LEDGER CODE.

LEDGER CODE SECOND LEDGER CODE PROVIDED FOR CHARGE OF PAYROLL EXPENSE
TO MORE THAN ONE ACCOUNT. IF YOU ARE SPLITTING THE
PAYROLL EXPENSES BETWEEN TWO ACCOUNTS, ENTER THE SECOND
ACCOUNT YOU WISH THE EXPENSE CHARGED TO IN THIS FIELD.

PERCENT SECOND PERCENT PROVIDED FOR CHARGE OF PAYROLL EXPENSE TO
MORE THAN ONE ACCOUNT. IF YOU ARE SPLITTIN THE PAYROLL
EXPENSES BETWEEN TWO ACCOUNTS, ENTER THE REMAINING
PERCENTAGE OF EXPENSES YOU WISH CHARGED TO THE ABOVE
LEDGER CODE.

WORKMANS COMP CODE FLAG USED TO CALCULATE WORKMAN'S COMPENSATION INSURANCE.
THIS FIELD IS PRIMARILY A DATA FIELD. WORKMAN'S
COMPENSATION VARIES BETWEEN STATES.

FICA EXEMP Y/N FLAG USED TO TELL THE COMPUTER IF THE EMPLOYEE IS
EXEMPT FROM FICA DEDUCTIONS.

STATE ID CODE FIELD FOR THE TWO DIGIT STATE IDENTIFICATION CODE. SUCH
AS TX, AR, MO, ETC.

PRESS {PF2} TO EXIT. THE SECOND SCREEN OF THE PROGRAM DISPLAYS.

**SCREEN DISPLAY**

#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
EMPLOYEE REMINDER DISPLAY IN INVERSE VIDEO OF THE EMPLOYEE BEING
WORKED ON.

PAY CODE CODE USED TO INFORM THE COMPUTER WHAT TYPE OF EMPLOYEE
THAT THIS PARTICULAR PERSON IS. THESE CODES CAN THE
"EXEMPT" (SALARIED), "NONEXEMPT" (HOURLY), "COMMISSION",
OR "CONTRACT". IF THE PAY CODE IS NOT ONE OF THESE
WORDS, YOU HAVE AN UNKNOWN PAY CODE. YOU MUST HAVE A
VALID PAY CODE FOR EACH EMPLOYEE OR THE PROGRAM CANNOT
CALCULATE THE PROPER INCOME TAX FOR THEM. ANYTIME YOU
ADD A NEW EMPLOYEE, OR MODIFY THE PAY CODE OF AN EXISTING
EMPLOYEE, A DETAILED LISTING TO THAT EMPLOYEE SHOULD BE
PRINTED TO MAKE SURE A VALID PAY CODE IS ENTERRED INTO
THE COMPUTER. PAYROLL CHECKS DO NOT RUN FOR EMPLOYEES
THAT DO NOT HAVE VALID PAY CODES.

PAY RATE FOR EXEMPT (SALARIED) EMPLOYEES, ENTER THE GROSS AMOUNT
FOR EACH PAY PERIOD. FOR EXAMPLE: IF AN EMPLOYEE IS
PAID ON THE FIRST AND FIFTEENTH OF EACH MONTH, HIS PAY
RATE IS THE AMOUNT HE GETS EACH PAY PERIOD.

FOR NONEXEMPT (HOURLY) EMPLOYEES, THE PAY RATE IS THEIR
HOURLY RATE.

FOR COMMISSION EMPLOYEES (SALESMEN), THE RATE IS THEIR
BASE PAY FOR THE PAY PERIOD. IF A COMMISSIONED EMPLOYEE
IS ON STRAIGHT COMMISSION, THIS NUMBER IS "0".

CONTRACT EMPLOYEES HAVE A SET DOLLAR AMOUNT AS THEIR PAY
RATE.

PAY PERIOD THIS FIELD SHOULD CONTAIN THE WORD "WEEKLY","BIWEEKLY",
"SEMIMONTHLY", OR "MONTHLY". IF THE PAY PERIOD FIELD
DOES NOT CONTAIN ONE OF THESE FOUR WORDS, AN ERROR OCCURS
WHEN THE "WRITE PAYROLL CHECKS" PROGRAM ATTEMPTS TO
SELECT THE CORRECT TAX TABLE. MAKE SURE THAT A VALID PAY
PERIOD IS USED ANY TIME YOU ADD A NEW EMPLOYEE OR CHANGE
THE PAY PERIOD OF AN EXISTING EMPLOYEE BY RUNNING "LIST
EMPLOYEE DETAIL".

EXPENSE AMOUNT THE AMOUNT TO BE ADDED TO AN EMPLOYEE'S CHECK AS AN
EXPENSE ACCOUNT. IF AN EMPLOYEE HAS AN EXPENSE ACCOUNT,
PLACE THE AMOUNT TO BE ADDED TO THEIR CHECK IN THIS
FIELD. IF NO EXPENSE ACCOUNT EXISTS FOR THE EMPLOYEE,
LEAVE IT BLANK.

AUTO EXPENSE IF AN EMPLOYEE HAS A FIXED AUTO EXPENSE ADDED TO THEIR
PAYROLL CHECK, PLACE THAT AMOUNT HERE.

THE NEXT THREE FIELDS ARE FOR THREE OPTIONAL DEDUCTION CODES WHICH MAY APPLY
TO ALL EMPLOYEES. THEY ARE SET UP IN "ADD/EDIT COMPANY". POSSIBLE TYPES OF
DEDUCTIONS MIGHT BE: STOCK, DENTAL INSURANCE, OR RETIREMENT. ANY AMOUNT
PLACED ON EACH OF THESE THREE LINES IS DECUCTED FROM THE PAYROLL CHECK OF
THIS EMPLOYEE AND ADDED TO THE "YEAR-TO-DATE" DEDUCTION TOTALS FOR THE
RELATED DEDUCTION. IF THE FIELDS ARE LEFT BLANK, NO MONEY IS WITHHELD FROM
THIS PERSON'S CHECK FOR THE ASSOCIATED DEDUCTION.

ANOTHER TYPE OF DEDUCTION THAT MIGHT BE IN THESE FIELDS IS TAXES, SUCH AS
STATE, LOCAL AND CITY TAXES. WHEN ONE OR MORE OF THESE DEDUCTION FIELDS ARE
USED FOR TAXES, ANY DOLLAR AMOUNT SHOWN IS DEDUCTED FROM THE CHECK OF THE
EMPLOYEE. IF THE AMOUNT IS LEFT BLANK, THE RELATED INCOME TAX TABLE IS
CONSULTED TO CALCULATE THE AMOUNT OF TAX TO BE WITHHELD FROM THE CHECK.

DEDUCTION # 4 FIELD FOR THE NAME OF A DEDUCTION WHICH MAY BE DEFINED
DIFFERENTLY FOR EACH EMPLOYEE.

LEDGER CODE FIELD FOR THE LEDGER CODE USED FOR THE DEDUCTION NAMED
ABOVE.

AMOUNT FIELD FOR THE AMOUNT TO BE DEDUCTED FROM THE EMPLOYEE'S
CHECK FOR THE DEDUCTION NAMED ABOVE. IF THE AMOUNT
VARIES FROM ONE PAYROLL TO THE NEXT, LEAVE THIS FIELD
BLANK AND SET THE AMOUNT IN THE "QUEUE PAYROLL" PROGRAM.

DEDUCTION # 5 FIELD FOR THE NAME OF A SECOND DEDUCTION WHICH MAY BE
DEFINED DIFFERENTLY FOR EACH EMPLOYEE.

LEDGER CODE FIELD FOR THE LEDGER CODE USED FOR THE DEDUCTION NAMED
ABOVE.

AMOUNT FIELD FOR THE AMOUNT TO BE DEDUCTED FROM THE EMPLOYEE'S
CHECK FOR THE DEDUCTION NAMED ABOVE. IF THE AMOUNT
VARIES FROM ONE PAYROLL TO THE NEXT, LEAVE THIS FIELD
BLANK AND SET THE AMOUNT IN THE "QUEUE PAYROLL" PROGRAM.

EXTRA FIT THIS FIELD IS USED TO PERMIT WITHOLDING MORE MONEY THAN
IS CALCULATED BY THE TAX TABLES OF THE PAYROLL SYSTEM.
FOR EXAMPLE: IF AN EMPLOYEE WISHES TO HAVE $10.00 PER
PAY DAY EXTRA WITHHELD FOR FEDERAL INCOME TAX, (TO
PREVENT OVWING MONEY AT THE END-OF-THE-YEAR) PLACE A "10"
IN THIS FIELD.

LOAN BALANCE THIS AND THE NEXT TWO FIELDS ARE USED TO TRACK A LOAN, BY
THE COMPANY, OF AN EMPLOYEE. THIS LINE IS FOR THE LOAN
BALANCE.

# OF PAYMENTS THE NUMBER OF PAYMENTS TO BE MADE BY THE EMPLOYEE TO
REPAY THE LOAN.

PAYMENT AMOUNT THE AMOUNT OF EACH PAYMENT.


PRESS {PF2} TO EXIT. THE NEXT SCREEN IS USED TO MAINTAIN ALL YEAR-TO-DATE
PAYROLL INFORMATION. IF PAYROLL IS STARTED ON THE COMPUTER ON THE FIRST OF
JANUARY, LEAVE THIS PAGE BLANK AND THE "WRITE PAYROLL CHECK" PROGRAM ADJUSTS
THE INFORMATION EACH TIME PAYROLL IS RUN. IF USE OF THE PAYROLL SYSTEM IS
STARTED AFTER THE FIRST OF THE YEAR, ENTER THE YEAR-TO-DATE PAYROLL TOTALS
FOR THE EMPLOYEE. THIS INFORMATION IS REQUIRED BOTH FOR CALCULATION OF FICA
CUTOFF, AND THE W2 FORMS AT THE END OF THE YEAR.

**SCREEN DISPLAY**

#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
EMPLOYEE REMINDER DISPLAY IN INVERSE VIDEO OF THE EMPLOYEE BEING
WORKED ON.

YEAR-TO-DATE PAY TOTAL AMOUNT PAID FOR THE YEAR-TO-DATE TO THE EMPLOYEE.

FEDERAL TAXES TOTAL FEDERAL TAXES FOR THE YEAR-TO-DATE ON THE EMPLOYEES
PAY.

FICA TOTAL AMOUNT OF FICA FOR THE EMPLOYEE FOR THE YEAR-TO-
DATE.

STATE TAX TOTAL AMOUNT OF STATE TAX ON THE EMPLOYEE'S PAY YEAR-TO-
DATE.

COUNTY TAX TOTAL AMOUNT OF COUNTY TAX ON THE EMPLOYEE'S PAY YEAR-TO-
DATE.

CITY TAX TOTAL AMOUNT OF CITY TAX ON THE EMPLOYEE'S PAY YEAR-TO-
DATE.

DEDUCTION # 4 TOTAL AMOUNT DEDUCTED AS AN ADDITIONAL DEDUCTION FROM THE
EMPLOYEE'S PAY YEAR-TO-DATE. THE DEDUCTION IS NAMED AND
DEFINED ON THE PREVIOUS SCREEN.

DEDUCTION # 5 TOTAL AMOUNT DEDUCTED AS AN ADDITIONAL DEDUCTION FROM THE
EMPLOYEE'S PAY YEAR-TO-DATE. THE DEDUCTION IS NAMED AND
DEFINED ON THE PREVIOUS SCREEN.

EXPENSE AMOUNT TOTAL AMOUNT ADDED TO AN EMPLOYEE'S CHECK AS AN EXPENSE
ALLOWANCE YEAR-TO-DATE.

AUTO EXPENSE TOTAL AMOUNT ADDED TO AN EMPLOYEE'S CHECK FOR AN AUTO
EXPENSE ALLOWANCE YEAR-TO-DATE.

WORKMANS COMP TOTAL AMOUNT OF WORKMAN'S COMP ON THE EMPLOYEE'S PAY
YEAR-TO-DATE.

PRESS {PF2} TO EXIT. THE FOURTH INPUT SCREEN DISPLAYS.

**SCREEN DISPLAY**

#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
EMPLOYEE REMINDER DISPLAY IN INVERSE VIDEO OF THE EMPLOYEE BEING
WORKED ON.

TOTAL VAC. DAYS THE NUMBER OF DAYS OF VACATION AVAILABLE, OR THE NUMBER
OF VACATION DAYS USED BY THE EMPLOYEE. WHICH OF THESE
TWO YOU PLACE IN THIS FIELD IS YOUR CHOICE. THE SAME
INPUT SHOULD BE USED FOR EVERY EMPLOYEE.

TOTAL SICK DAYS THE NUMBER OF DAYS AN EMPLOYEE HAS BEEN OUT SICK, OR THE
NUMBER OF SICK LEAVE DAYS AN EMPLOYEE HAS ACCUMULATED.
AGAIN THE CHOICE IS YOURS, BUT ALL EMPLOYEE SICK DAYS
SHOULD BE INPUT THE SAME WAY.

FIXED FIT (Y/N) A Y/N FLAG TO INDICATE IF AN EMPLOYEE HAS A FIXED FEDERAL
INCOME TAX, OR IF NO FEDERAL TAX IS WITHHELD. IF THIS
FIELD CONTAINS A "Y", THE TAX TABLES ARE NOT CONSULTED IN
CALCULATING THE EMPLOYEE'S TAX. INSTEAD, THE NEXT FIELD
IS CONSULTED FOR THE AMOUNT OF TAX TO WITHHOLD (IF ANY).
IF THIS FIELD CONTAINS AN "N", THE TAX TABLES ARE USED
AND THE NEXT FIELD IS IGNORED.

DEDUCTION %/$ THIS IS ONE OF THE FEW NUMERIC INPUT FIELDS WHICH ACCEPT
A "$" (DOLLAR SIGN) AS A CHARACTER. THE "$" INDICATES
THAT THIS LINE CONTAINS THE NUMBER OF DOLLARS TO BE
WITHHELD FROM THE CHECK FOR FEDERAL INCOME TAX. FOR
EXAMPLE: IF AN EMPLOYEE WISHES TO HAVE $100.00 REMOVED
FROM EACH CHECK FOR FEDERAL INCOME TAX, "$100" WOULD BE
ENTERED IN THIS FIELD.

IF AN EMPLOYEE PREFERS NOT TO HAVE FEDERAL INCOME TAX
WITHHELD, A "0" WOULD BE ENTERED IN THIS FIELD.

ANY NUMBER PLACED IN THE FIELD OTHER THAN "0", OR THAT IS
NOT PRECEDED BY A DOLLAR SIGN, IS ASSUMED TO BE THE
PERCENTAGE OF THE GROSS AMOUNT OF THE CHECK TO BE
WITHHELD FOR FEDERAL INCOME TAX. FOR EXAMPLE: IF AN
EMPLOYEE WISHES TO HAVE FIFTEEN PERCENT OF THEIR CHECK
WITHHELD FOR FEDERAL INCOME TAX, "15" WOULD BE ENTERED IN
THIS FIELD.

COMMISSION % SALESMAN'S COMMISSION PERCENTAGE. FOR EXAMPLE: A "5" IN
THIS FIELD INDICATES THAT THE SALESMAN IS TO RECEIVE FIVE
PERCENT ON ALL SALES.

PRESS {PF2} TO EXIT. THE FIFTH INPUT SCREEN DISPLAYS.

**SCREEN DISPLAY**

#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
EMPLOYEE REMINDER DISPLAY, IN INVERSE VIDEO, OF THE EMPLOYEE BEING
WORKED ON.

COMMENTS 1-15 FIFTEEN LINES AVAILABLE FOR ANY TYPE OF INFORMATION TO BE
MAINTAINED FOR THIS EMPLOYEE.

PRESS {PF2} TO EXIT. THE FIRST SCREEN OF THE PROGRAM DISPLAYS. YOU MAY ADD
OR EDIT AN EMPLOYEE, OR PRESS {PF2} TO EXIT THE PROGRAM.



6.2 LIST EMPLOYEES

THE "LIST EMPLOYEES" PROGRAM PRINTS THE INFORMATION MAINTAINED ABOUT
EMPLOYEES. THE PROGRAM PRINTS A DETAILED LISTING OF ALL INFORMATION ENTERED
IN THE "ADD/EDIT EMPLOYEE" PROGRAM.

WHEN YOU ENTER THE PROGRAM, YOU HAVE THE OPTION OF PRINTING ALL INFORMATION,
OR EXCLUDING THE COMMENTS FROM THE PRINTOUT. THIS ALLOWS YOU PRINT A LISTING
FOR EMPLOYEES WITHOUT REVEALING THE COMMENTS THAT ARE MAINTAINED ABOUT THEM.

**SCREEM DISPLAY**
PRESS {1} THEN {ENTER} TO PRINT EMPLOYEE INFORMATION WITHOUT COMMENTS.

PRESS {2} THEN {ENTER} TO PRINT EMPLOYEE INFORMATION WITH COMMENTS.

PRESS {PF2} IF YOU WISH TO EXIT THE PROGRAM WITHOUT PRINTING.

WHEN YOU SELECT A PRINT OPTION, THE PROGRAM DISPLAYS:

PRESS 'ENTER FOR ALL OR ENTER EMPLOYEE NO. TO PRINT

TYPE IN THE NUMBER OF THE EMPLOYEE YOU WISH TO PRINT AND PRESS {ENTER}, OR
PRESS {ENTER} TO PRINT ALL EMPLOYEES.

IF YOU PRESS {ENTER} TO SELECT ALL EMPLOYEES, A SELECT EMPLOYEE TYPE MENU
DISPLAYS:

PRESS {1} THEN {ENTER} TO SELECT NON-EXEMPT EMPLOYEES (HOURLY).

PRESS {2} THEN {ENTER} TO SELECT EXEMPT EMPLOYEES (SALARIED).

PRESS {3} THEN {ENTER} TO SELECT COMMISSION EMPLOYEES.

PRESS {4} THEN {ENTER} TO SELECT CONTRACT EMPLOYEES.

PRESS {5} THEN {ENTER} TO SELECT ALL EMPLOYEES.

PRESS {PF2} TO EXIT THE SCREEN.

AFTER YOU SELECT AN EMPLOYEE TYPE, THE DISPLAY RETURNS TO THE SELECT DETAIL
LEVEL. YOU MAY SELECT ANOTHER EMPLOYEE, OR EMPLOYEES, TO PRINT, OR PRESS PF2
TO GENERATE THE LISTING.

ONCE PROCESSING FINISHES, THE "REPORT SELECTIONS MENU" APPEARS.


6.3 QUEUE PAYROLL

THE "QUEUE PAYROLL" PROGRAM PREPARES THE PAYROLL SO THAT CHECKS MAY BE
WRITTEN. THE PROGRAM PULLS UP THE PAYROLL RECORD FOR EACH EMPLOYEE TO BE
PAID AND ALLOWS ENTRY OF ANY INFORMATION NECESSARY TO COMPLETE THE PAYROLL.

WHEN YOU ENTER THE PROGRAM, YOU SELECT THE PAY CODE OPTION AS FOLLOWS:

**SCREEN DISPLAY**

PRESS {1} THEN {ENTER} TO PREPARE PAYROLL FOR NONEXEMPT (HOURLY) EMPLOYEES.

PRESS {2} THEN {ENTER} TO PREPARE PAYROLL FOR EXEMPT (SALARIED) EMPLOYEES.

PRESS {3} THEN {ENTER} TO PREPARE PAYROLL FOR COMMISSION EMPLOYEES.

PRESS {4} THEN {ENTER} TO PREPARE PAYROLL FOR CONTRACT EMPLOYEES.

PRESS {PF2} IF YOU WISH TO EXIT THE PROGRAM.

ONCE YOU SELECT A PAY CODE, A LINE IS ADDED TO THE DISPLAY:

PRESS 'ENTER' FOR ALL OR ENTER EMPLOYEE NUMBER TO QUEUE.
TYPE IN THE EMPLOYEE NUMBER AND PRESS {ENTER} OR PRESS {ENTER} TO QUEUE ALL
EMPLOYEES WITH THE PAY CODE TYPE SELECTED.

AFTER YOU SELECT THE EMPLOYEE OR EMPLOYEES TO PAY, THE PROGRAM ADDS ANOTHER
LINE:

ENTER PERIOD ENDING DATE

TYPE IN THE DATE THE PERIOD ENDS AND PRESS {ENTER}. THIS DATE IS USED BY THE
PAYROLL REPORT.

ONCE YOU HAVE ANSWERED THE PAY PERIOD QUESTION, THE SCREEN DISPLAYS THE FIRST
PAYROLL INPUT SCREEN FOR THE EMPLOYEE,OR EMPLOYEES, SELECTED.

**SCREEN DISPLAY**

WHEN AN EMPLOYEE IS QUEUED, YOU ARE SHOWN THE PAYROLL INFORMATION FROM THEIR
EMPLOYEE FILE. THIS INFORMATION MAY BE LEFT UNCHANGED OR MAY BE MODIFIED BY
THE QUEUE. NORMALLY, YOU PRESS {PF2} AND LEAVE THE INFORMATION AS IS. THERE
ARE TIMES, HOWEVER, WHEN YOU WISH TO CHANGE SOME OF THE INFORMATION ON A ONE-
TIME BASIS.

NOTE: IF YOU ARE MAKING THE SAME CHANGE EVERY PAY DAY, YOU SHOULD
CONSIDER EDITING THE EMPLOYEE'S RECORD TO INCORPORATE THE REVISED
INFORMATION.

WHEN ALL EMPLOYEES SELECTED ARE ACCEPTED OR MODIFIED, THE DISPLAY RETURNS TO
THE FIRST SCREEN. YOU MAY SELECT ANOTHER PAY CODE TO "QUEUE" OR PRESS {PF2}
TO EXIT THE PROGAM.

AN EXPLANATION OF THE INFORMATION DISPLAYED FROM THE EMPLOYEE FILE FOR EACH
TYPE OF EMPLOYEE FOLLOWS.

NONEXEMPT (HOURLY)

**SCREEN DISPLAY**

#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
NAME NAME OF EMPLOYEE DISPLAYED IN INVERSE VIDEO. THIS FIELD
IS NOT EDITABLE. TO CHANGE THE NAME OF AN EMPLOYEE, YOU
MUST USE "ADD/EDIT EMPLOYEE".

PAY RATE AMOUNT THE EMPLOYEE IS TO BE PAID PER HOUR.

REGULAR HOURS THIS FIELD DEFAULTS TO THE NUMBER OF HOURS THE EMPLOYEE
WOULD NORMALLY WORK FOR THE PAY PERIOD. FOR EXAMPLE: THE
FIELD WOULD DISPLAY "40.00" FOR A "WEEKLY" PAY PERIOD,
"80.00" FOR A "BIWEEKLY" PAY PERIOD. YOU MAY EDIT THE
FIELD BY TYPING IN THE NUMBER OF ACTUAL REGULAR HOURS AND
PRESSING {ENTER}.

OVERTIME FIELD FOR THE NUMBER OF OVERTIME HOURS. TYPE IN THE
NUMBER OF HOURS AND PRESS {ENTER}, OR LEAVE THE FIELD
BLANK IF NO OVERTIME HOURS WERE WORKED.

DOUBLE TIME FIELD FOR THE NUMBER OF DOUBLE TIME HOURS (USUALLY
HOLIDAYS OR SUNDAYS). TYPE IN THE NUMBER OF HOURS AND
PRESS {ENTER}, OR LEAVE THE FIELD BLANK IF NO DOUBLE TIME
HOURS WERE WORKED.

EXPENSE AMOUNT IF AN EMPLOYEE HAS AN EXPENSE ALLOWANCE SET UP, THE
AMOUNT TO BE ADDED TO THEIR CHECK IS IN THIS FIELD. IF
NO EXPENSE ACCOUNT EXISTS FOR THE EMPLOYEE, THE FIELD IS
BLANK. IF YOU WISH TO ADD AN EXPENSE AMOUNT TO THE
EMPLOYEES CHECK FOR THIS PAY PERIOD (OR ADJUST THE
EXISTING AMOUNT), TYPE IN THE AMOUNT AND PRESS {ENTER}.

AUTO EXPENSE IF AN EMPLOYEE HAS AN AUTO EXPENSE ALLOWANCE SET UP, THE
AMOUNT TO BE ADDED TO THEIR CHECK IS IN THIS FIELD. IF
NO AUTO ALLOWANCE EXISTS FOR THE EMPLOYEE, THE FIELD IS
BLANK. IF YOU WISH TO ADD AN AUTO EXPENSE ALLOWANCE TO
THE EMPLOYEES CHECK FOR THIS PERIOD, OR ADJUST THE
EXISTING AMOUNT, TYPE IN THE AMOUNT AND PRESS {ENTER}.

THE NEXT THREE FIELDS ARE FOR THREE OPTIONAL DEDUCTION CODES WHICH MAY APPLY
TO ALL EMPLOYEES. THEY ARE SET UP IN "ADD/EDIT COMPANY". THE NAMES OF THE
DEDUCTIONS (IF SET UP) DISPLAY TO THE LEFT. IF AN EMPLOYEE HAS ONE OF THESE
DEDUCTIONS SET UP, THE AMOUNT TO BE DEDUCTED FROM THEIR CHECK DISPLAYS IN THE
APPROPRIATE FIELD(S). IF THE FIELD IS BLANK, NO MONEY IS DEDUCTED FROM THE
EMPLOYEES CHECK UNLESS ONE OR MORE OF THE FIELDS IS A TAX FIELD. WHEN TAX
FIELDS ARE LEFT BLANK, THE RELATED INCOME TAX TABLE IS CONSULTED TO CALCULATE
THE AMOUNT OF TAX TO BE WITHHELD FROM THE CHECK. TO EDIT ONE OF THESE
FIELDS, TYPE IN THE AMOUNT AND PRESS {ENTER}.

DEDUCTION # 4 FIELD FOR A DESCRIPTION OF A DEDUCTION UNIQUE TO THE
EMPLOYEE. TO SET UP A DEDUCTION FOR THE PAY PERIOD, TYPE
IN THE NAME AND PRESS {ENTER}. YOU MUST ALSO FILL OUT
THE NEXT TWO FIELDS.

LEDGER CODE FIELD FOR THE LEDGER CODE USED FOR THE DEDUCTION NAMED
ABOVE.

AMOUNT FIELD FOR THE AMOUNT TO BE DEDUCTED FROM THE EMPLOYEE'S
CHECK FOR THE DEDUCTION NAMED ABOVE.

DEDUCTION # 5 FIELD FOR THE NAME OF A SECOND DEDUCTION UNIQUE TO THE
EMPLOYEE. TO SET UP A DEDUCTION FOR THE PAY PERIOD, TYPE
IN THE NAME AND PRESS {ENTER}. YOU MUST ALSO FILL OUT
THE NEXT TWO FIELDS.

LEDGER CODE FIELD FOR THE LEDGER CODE USED FOR THE DEDUCTION NAMED
ABOVE.

AMOUNT FIELD FOR THE AMOUNT TO BE DEDUCTED FROM THE EMPLOYEE'S
CHECK FOR THE DEDUCTION NAMED ABOVE.

EXEMPT ADD ON
AMOUNT
TAXABLE ADD ON
AMOUNT

EXTRA FIT
LOAN PAYMENT

SECOND SCREEN HOURLY
NAME TOTAL HOURS
VACATION HOURS
SICK HOURS



EXEMPT (SALARIED)

**SCREEN DISPLAY**

#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
NAME
PAY RATE



EXPENSE AMOUNT
AUTO EXPENSE
STATE TAX
COUNTY TAX
CITY TAX
DEDUCTION # 4
LEDGER CODE
AMOUNT
DEDUCTION # 5
LEDGER CODE
AMOUNT
EXEMPT ADD ON
AMOUNT
TAXABLE ADD ON
AMOUNT
EXTRA FIT
LOAN PAYMENT

SECOND SCREEN HOURLY
NAME TOTAL HOURS
VACATION HOURS
SICK HOURS

COMMISSION

**SCREEN DISPLAY**

#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
NAME
BASE PAY
SALES
COMMISSION %

EXPENSE AMOUNT
AUTO EXPENSE
STATE TAX
COUNTY TAX
CITY TAX
DEDUCTION # 4
LEDGER CODE
AMOUNT
DEDUCTION # 5
LEDGER CODE
AMOUNT
EXEMPT ADD ON
AMOUNT
EXTRA FIT
LOAN PAYMENT

SECOND SCREEN HOURLY
NAME TOTAL HOURS
VACATION HOURS
SICK HOURS

CONTRACT

**SCREEN DISPLAY**

#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
NAME
CONTRACT PAY



EXPENSE AMOUNT
AUTO EXPENSE
STATE TAX
COUNTY TAX
CITY TAX
DEDUCTION # 4
LEDGER CODE
AMOUNT
DEDUCTION # 5
LEDGER CODE
AMOUNT
EXEMPT ADD ON
AMOUNT
EXTRA FIT
LOAN PAYMENT

SECOND SCREEN HOURLY
NAME TOTAL HOURS
VACATION HOURS
SICK HOURS



6.4 PRINT PAYROLL CHECKS

THE "PRINT PAYROLL CHECKS" PROGRAM PRINTS CHECKS. BEFORE YOU CAN PRINT
PAYROLL CHECKS, YOU MUST CHOOSE THE EMPLOYEES TO BE PAID ("QUEUE PAYROLL").

IF YOU HAVE MORE THAN ONE BANK DEFINED, THE SCREEN DISPLAYS:
ENTER BANK NO. FOR CHECKS

TYPE IN THE NUMBER OF THE BANK ACCOUNT YOU WISH TO HAVE CHECKS WRITTEN ON AND
PRESS {ENTER}. IF YOU ONLY HAVE ONE BANK DEFINED, THE DISPLAY SKIPS THIS
QUESTION.

THE OPTIONS FOR PRINTING PAYROLL CHECKS DISPLAY.

**SCREEN DISPLAY**

BEFORE YOU MAKE YOUR SELECTION, YOU SHOULD PLACE CHECKS IN THE PRINTER. YOU
MAY PRINT THE CHECKS ON PLAIN PAPER AND HAND WRITE THEM, IF YOU WISH. IF YOU
DO NOT KNOW WHERE TO POSITION THE CHECKS IN THE PRINTER, YOU SHOULD EXIT THIS
PROGRAM AND RUN THE "ALIGN CHECK FORM" PROGRAM FOUND IN THE EXTENSION MENU.

ONCE CHECKS ARE IN THE PRINTER CORRECTLY, YOU ARE READY TO MAKE A SELECTION

PRESS {1} THEN {ENTER} TO PRINT PAYROLL CHECKS FOR NONEXEMPT (HOURLY)
EMPLOYEES.

PRESS {2} THEN {ENTER} TO PRINT PAYROLL CHECKS FOR EXEMPT (SALARIED)
EMPLOYEES.

PRESS {3} THEN {ENTER} TO PRINT PAYROLL CHECKS FOR COMMISSION EMPLOYEES.

PRESS {4} THEN {ENTER} TO PRINT PAYROLL CHECKS FOR CONTRACT EMPLOYEES.

PRESS {PF2} IF YOU WISH TO EXIT THE PROGRAM.

THE CHECKS BEGIN PRINTING. WHEN CHECKS ARE PRINTED FOR THE TYPE SELECTED,
YOU ARE RETURNED TO THE SELECTION SCREEN. YOU MAY CHOOSE ANOTHER TYPE OF
EMPLOYEE TO PRINT OR PRESS {PF2} TO EXIT THE PROGRAM.

WARNING: DO NO MOVE THE CHECKS IN THE PRINTER UNTIL YOU EXIT THE "PRINT
PAYROLL CHECKS" PROGRAM. IF YOU DO, INFORMATION WILL BE LOST FOR THE
LAST CHECK. THIS IS DUE TO THE BUFFERING OF INFORMATION BY THE CUMPUTER
SYSTEM. EXIT THE PROGRAM BEFORE TAKING CHECKS OUT OF THE PRINTER.

NOTE: EVEN WHEN ALL EMPLOYEES CHECKS ARE PRINTED, THERE IS ONE
MORE CHECK TO PRINT. SEE THE "PRINT DEPOSIT CHECK" PROGRAM.



6.5 PRINT PAYROLL REPORT

"PRINT PAYROLL REPORT" IS A LISTING OF INFORMATION ON THE TOTAL PAYROLL.
THERE ARE TWO MENU TYPE SCREENS IN THIS PROGRAM.

WHEN YOU ENTER THE PROGRAM THE OPTIONS FOR PRINTING EMPLOYEE INFORMATION ARE
DISPLAYED.

**SCREEN DISPLAY**

PRESS {1} THEN {ENTER} TO PRINT A REPORT FOR NONEXEMPT(HOURLY) EMPLOYEES.

PRESS {2} THEN {ENTER} TO PRINT A REPORT FOR EXEMPT(SALARIED) EMPLOYEES.

PRESS {3} THEN {ENTER} TO PRINT A REPORT FOR COMMISSION EMPLOYEES.
PRESS {4} THEN {ENTER} TO PRINT A REPORT FOR CONTRACT EMPLOYEES.

PRESS {5} THEN {ENTER} TO PRINT A REPORT FOR ALL CONTRACT EMPLOYEES.

PRESS {6} THEN {ENTER} TO PRINT A REPORT FOR ALL EMPLOYEES.

PRESS {PF2} IF YOU WISH TO EXIT THE PROGRAM.

THE PROGRAM THEN DISPLAYS THE TIME PERIOD OPTIONS.

**SCREEN DISPLAY**

IF YOU PRESS {1} THEN {ENTER} TO PRINT A REPORT FOR THE PAY PERIOD, THE
PROGRAM DISPLAYS:

SELECT PAY PERIOD (MM/DD/YY)

TYPE IN THE DATE OF THE PAY PERIOD YOU WISH TO PRINT THE REPORT FOR AND PRESS
{ENTER}.

IF YOU PRESS {2} THEN {ENTER} TO PRINT A REPORT FOR THE MONTH, THE PROGRAM
DISPLAYS:

ENTER MONTH NUMBER

TYPE IN THE NUMBER OF THE MONTH YOU WISH TO PRINT THE REPORT FOR AND PRESS
{ENTER}.

IF YOU PRESS {3} THEN {ENTER} TO PRINT A REPORT FOR THE QUARTER, THE PROGRAM
DISPLAYS:

SELECT QUARTER (1 - 4)

TYPE IN THE NUMBER OF THE QUARTER YOU WISH TO PRINT THE REPORT FOR AND PRESS
{ENTER}.

IF YOU PRESS {4} THEN {ENTER} TO PRINT A REPORT FOR THE YEAR-TO-DATE, THE
REPORT IMMEDIATELY PROCESSES.

PRESS {PF2} IF YOU WISH TO EXIT THE PROGRAM.

ONCE THE REPORT FINISHES PROCESSING, THE "REPORT SELECTIONS MENU" DISPLAYS.


6.6 PRINT DEPOSIT CHECK

THE "PRINT DEPOSIT CHECK" PROGRAM WRITES THE TAX DEPOSIT CHECK. BOTH FIT AND
FICA ARE INCLUDED ON THE CHECK. THE CHECK DOES NOT INCLUDE THE DEPOSIT
AMOUNT FOR STATE, COUNTY AND CITY INCOME TAX. THESE CHECKS SHOULD BE WRITTEN
MANUALLY USING THE THE ACCOUNTS PAYABLE "WRITE A CHECK" PROGRAM.

WHEN YOU ENTER THE TAX DEPOSIT PROGRAM, THE SCREEN DISPLAYS:

ENTER BANK NO. FOR CHECKS

TYPE IN THE NUMBER OF THE BANK YOU WISH TO WRITE THE CHECK ON AND PRESS
{ENTER}. IF ONLY ONE BANK IS DEFINED, THIS QUESTION IS SKIPPED.

THE PROGRAM DISPLAYS THE CURRENT BANK BALANCE AND THE CURRENT TAX LIABILITY.
IF THE TAX LIABILITY SHOWN IS THE AMOUNT THAT YOU WISH TO PAY, PRESS {ENTER}.

IF THE TAX AMOUNT IS NOT THE AMOUNT THAT YOU WISH TO PAY, TYPE IN THE NEW
AMOUNT AND PRESS {ENTER}. THE AMOUNT SHOULD INCLUDE FIT, THE EMPLOYEE
PROTION OF FICA AND THE EMPLOYER'S PORTION OF FICA. ONCE THE TOTAL AMOUNT OF
THE DEPOSIT IS ENTERED, THE PROGRAM ASKS YOU ONE AT A TIME, STARTING WITH
FIT, FOR THE EXACT AMOUNT OF EACH. THIS INFORMATION IS NECESSARY TO MAKE THE
PROPER JOURNAL ENTRIES. THE THREE AMOUNTS ENTERED MUST EQUAL THE AMOUNT OF
THE DEPOSIT OR THE CHECK WILL NOT PRINT. IF THIS HAPPENS, RECHECK THE NUMBERS
AND ENTER THE AMOUNTS AGAIN.

THE SCREEN ADDS A MENU SELECTION FOR PAYEES
where ;does hibernia and irs get set up or are they hard coded
HIBERNIA NATIONAL OPERATING 1
INTERNAL REVENUE SERVICE 2
END F2

need to figure out how to write up



ONCE YOU SELECT THE PAYEE, THE CHECK IS PRINTED AND A "REPORT SELECTIONS
MENU" APPEARS.














6.7 VOID PAYROLL CHECK

"VOID PAYROLL CHECK" REVERSES THE ENTRIES MADE TO THE PROGRAM WHEN A PAYROLL
CHECK WAS WRITTEN. IT ALSO CORRECTS THE JOURNAL ENTERIES AND CHECK REGISTER.


WARNING! DO NOT USE THE "VOID CHECK" PROGRAM IN ACCOUNTS PAYABLE TO
VOID A PAYROLL CHECK. THIS PROGRAM DOES NOT ADJUST THE TAX LIABILITY OF
THE EMPLOYEE'S PAYROLL RECORD. YOU MUST USE THE "VOID PAYROLL CHECK"
PROGRAM TO ADJUST PAYROLL CORRECTLY.


THE FIRST THING YOU ARE ASKED TO DO WHEN YOU ENTER THE PROGRAM IS:

ENTER BANK NO. FOR CHECKS

TYPE IN THE NUMBER OF THE BANK YOU WISH TO VOID A CHECK ON AND PRESS {ENTER}.
IF ONLY ONE BANK IS DEFINED, THIS QUESTION IS SKIPPED.

ENTER CHECK NO. TO VOID.
TYPE IN THE NUMBER OF THE PAYROLL CHECK YOU WISH TO VOID AND PRESS {ENTER}.
THE PROGRAM THEN DISPLAYS THE CHECK NUMBER, WHO IT IS MADE OUT TO, THE AMOUNT
AND DATE FOR VERIFICATION.

**SCREEN DISPLAY**


IF YOU WISH TO VOID THE CHECK, PRESS {Y} THEN {ENTER}. THE CHECK IS VOIDED
AND THE PAYROLL RECORDS ARE UPDATED TO INDICATE THAT THIS CHECK WAS VOIDED.

THE COMPUTER DISPLAYS EACH PORTION OF THE PAYROLL CHECK ONE BY ONE. YOU MUST
ANSWER "Y" TO EACH OF THE LINES IN ORDER TO VOID THE CHECK.

IF YOU PRESS {N} THEN {ENTER}, OR ANYTHING EXCEPT "Y", THE CHECK IS NOT
VOIDED AND THE DISPLAY RETURNS TO THE "ENTER CHECK NO. TO VOID" SCREEN.

NOTE: IF YOU HAVE POSTED TO THE JOURNAL SINCE THIS CHECK WAS WRITTEN,
THE JOURNAL ENTRIES ARE NOT REVERSED. THE "VOID PAYROLL CHECK" PROGRAM
ONLY VOIDS JOURNAL ENTRIES THAT ARE NOT POSTED. IF THE CHECK WAS POSTED
TO THE JOURNAL, YOU MUST MAKE MANUAL REVERSING ENTRIES IN THE ACCOUNTING
SECTION TO REVERSE THE ORIGINAL ENTRY. YOU FIND THE ORIGINAL ENTRIES BY
LOOKING AT THE PRINTOUT OF THE JOURNAL MADE PRIOR TO POSTING. LOOK FOR
ENTRIES OF TYPE "PR" (PAYROLL) WITH THE CORRECT CHECK NUMBER, THEN MAKE
MANUAL ENTRIES TO REVERSE AMOUNTS.

PF2 PAST ALL SCREENS TO EXIT.










6.8 PRINT LOAN CHECK

THE "PRINT LOAN CHECK" PROGRAM WRITES A LOAN CHECK TO AN EMPLOYEE AND RECORDS
THE LOAN IN THEIR EMPLOYEE RECORD.

THE FIRST THING YOU ARE ASKED WHEN YOU ENTER THE PROGRAM IS:

ENTER BANK NO. FOR CHECKS

TYPE IN THE NUMBER OF THE BANK YOU WISH TO WRITE THE CHECK ON AND PRESS
{ENTER}. IF ONLY ONE BANK IS DEFINED, THIS QUESTION IS SKIPPED.

ENTER EMPLOYEE NO. FOR LOAN

TYPE IN THE NUMBER OF THE EMPLOYEE AND PRESS {ENTER}.

IF THE EMPLOYEE HAS A PREVIOUS LOAN, THE NAME DISPLAYS AND AN INVERSE VIDEO
MESSAGE DISPLAY:

** CURRENT LOAN EXISTS; CONTINUE (Y/N) **

PRESS {Y} THEN {ENTER} IF YOU WISH TO WRITE ANOTHER LOAN CHECK TO THIS
EMPLOYEE. IF YOU PRESS {N} THEN {ENTER}, YOU ARE RETURNED TO THE EMPLOYEE
NUMBER QUESTION.

IF NO PREVIOUS LOAN EXISTS, THE EMPLOYEE NAME IS DISPLAYED AND YOU ARE ASKED
TO:

ENTER AMOUNT OF LOAN

TYPE IN THE AMOUNT OF THE LOAN AND PRESS {ENTER}.

YOU ARE SHOWN THE NEW LOAN BALANCE AND ASKED TO:

ENTER NUMBER OF PAYMENTS

TYPE IN THE NUMBER OF PAYMENTS AND PRESS {ENTER}. ONCE THE QUESTION IS
ANSWERED, THE LOAN CHECK IS PRINTED AND THE COMPUTER RETURNS TO THE EMPLOYEE
NUMBER QUESTION.

YOU MAY ENTER ANOTHER LOAN TO AN EMPLOYEE OR PRESS {PF2} TO EXIT THE SCREEN.

IF YOU ARE FINISHED ENTERING LOANS, PRESS {PF2}. A "REPORT SELECTIONS MENU"
DISPLAYS. YOU MAY USE THIS TO PRINT A LISTING OF LOANS MADE OR FOR REVIEW.














6.9 EDIT TAX TABLE

THE "EDIT TAX TABLE" PROGRAM IS USED TO ENTER OR EDIT TAX TABLES. ONLY THE
TAX TABLES WHICH ARE APPROPRIATE TO YOUR PAYROLL NEED TO BE ENTERED OR
UPDATED WHEN TAX TABLES CHANGE.

THE SCREEN DISPLAYS A TAX TABLE MENU WHEN YOU ENTER THE PROGRAM.

**SCREEN DISPLAY**

PRESS {1} THEN {ENTER} TO SELECT FEDERAL TAX TABLES TO EDIT.

PRESS {2} THEN {ENTER} TO SELECT STATE TAX TABLES TO EDIT.

PRESS {3} THEN {ENTER} TO SELECT COUNTY TAX TABLES TO EDIT.

PRESS {4} THEN {ENTER} TO SELECT CITY TAX TABLES TO EDIT.

WHEN YOU SELECT A TAX TABLE TO EDIT, THERE ARE A SERIES OF QUESTIONS TO BE
ANSWERED.


IF YOU SELECT THE FEDERAL TAX TABLES TO EDIT (OPTION 1), YOU ARE ASKED:

DO YOU WANT TO SET UP FEDERAL WITHHOLDING TABLES (Y/N):

IF YOU ARE SETTING UP THE FEDERAL WITHHOLDING TABLES, PRESS {Y} THEN {ENTER}.

IF YOU ARE NOT SETTING UP THE FEDERAL WITHOLDING TABLES, BUT EDITING EXISTING
TABLES, PRESS {N} THEN {ENTER}. (IF YOU ANSWER "N" THE PROGRAM SKIPS THE NEXT
2 SCREENS AND DISPLAYS "SOCIAL SECURITY RATE FOR EMPLOYEE IS".)

THE NEXT SCREEN DISPLAYS"

**SCREEN DISPLAY**

WEEKLY DEDUCTION
BIWEEKLY DEDUCTION
SEMIMONTHLY DEDUCTION
MONTHLY DEDUCTION

TYPE IN THE AMOUNT FOR EACH DEDUCTION, PRESSING {ENTER} AFTER EACH ENTRY.
PRESS {PF2} WHEN FINISHED WITH THE SCREEN.

THIS INFORMATION IS AVAILABLE FROM THE CIRCULAR E FEDERAL BOOKLET. IT IS THE
AMOUNT OF ALLOWANCE FOR EACH DEDUCTION.

THE NEXT SCREEN DISPLAYS:

SOCIAL SECURITY %
MEDICARE %

THESE TWO FIELDS MUST BE ENTERED AS DECIMALS. THEY ARE THE TOTAL PERCENTAGES
FOR EACH DEDUCTION. THE EMPLOYEE AND EMPLOYER SHARE IS DEFINED WITH THE NEXT
TWO QUESTIONS. PRESS {PF2} WHEN FINISHED WITH THE SCREEN.

THE NEXT SCREEN DISPLAYS:

SOCIAL SECURITY RATE FOR EMPLOYEE IS

TYPE IN THE EMPLOYEE PORTION OF THE SOCIAL SECURITY(FICA) PERCENTAGE, AS A
DECIMAL, AND PRESS {ENTER}. IF YOU DO NOT WISH TO CHANGE THE RATE DISPLAYED,
PRESS {ENTER} NOT {PF2}. THE DISPLAY ADDS A LINE:

SOCIAL SECURITY RATE FOR EMPLOYER IS

TYPE IN THE EMPLOYER PORTION OF THE SOCIAL SECURITY (FICA) PERCENTAGE, AS A
DECIMAL, AND PRESS {ENTER}. IF YOU DO NOT WISH TO CHANGE THE RATE DISPLAYED,
PRESS {ENTER} NOT {PF2}. THE DISPLAY ADDS A LINE:

MAXIMUM FICA DEDUCTION IS

THIS NUMBER IS NOT THE LIMIT OF THE SALARY BUT THE MAXIMUM NUMBER OF DOLLARS
WHICH MAY BE REMOVED FROM THE CHECK AS FICA. IT IS THE FICA PERCENTAGE TIMES
THE MAXIMUM AMOUNT OF PAY SUBJECT TO FICA. TYPE IN THE AMOUNT AND PRESS
{ENTER}. IF YOU DO NOT WISH TO CHANGE THE AMOUNT DISPLAYED, PRESS {ENTER}
NOT {PF2}. THE DISPLAY ADDS ANOTHER LINE:

MAXIMUM WORKMANS COMPENSATION IS

TYPE IN THE LIMIT AMOUNT OF WORKMANS COMPENSATION AND PRESS {ENTER} NOT
{PF2}.

THE NEXT SCREEN IS A TAX TABLE NUMBERS MENU. IF YOU SELECTED THE STATE,
COUNTY, OR CITY TAX TABLES TO ADD OR EDIT (OPTIONS 2, 3, AND 4 ON THE FIRST
SCREEN OF THE PROGRAM), THIS IS THE NEXT SCREEN THAT DISPLAYS:

**SCREEN DISPLAY**

PRESS {1} THEN {ENTER} TO ENTER OR EDIT THE WEEKLY TAX TABLES.

PRESS {2} THEN {ENTER} TO ENTER OR EDIT THE BI-WEEKLY TAX TABLES.

PRESS {3} THEN {ENTER} TO ENTER OR EDIT THE SEMI-MONTHLY TAX TABLES.

PRESS {4} THEN {ENTER} TO ENTER OR EDIT THE MONTHLY TAX TABLES.

PRESS {PF2} TO EXIT.


WHEN YOU SELECT A TABLE, THE SCREEN DISPLAYS:

ENTER '1' FOR SINGLE OR '2' FOR MARRIED

PRESS {1} THEN {ENTER} IF YOU WISH TO EDIT THE SINGLE TABLE FOR THE PAY
PERIOD TYPE SELECTED. PRESS {2} THEN {ENTER} IF YOU WISH TO EDIT THE MARRIED
TABLE FOR THE PAY PERIOD TYPE SELECTED.

ENTER THE TAX TABLES USING THE "TABLES FOR PERCENTAGE METHOD OF WITHHOLDING"
IN THE "CIRCULAR E EMPLOYER'S TAX GUIDE" FOR FEDERAL INCOME TAX, OR USE THE
APPROPRIATE COMPATIBLE TABLE FOR STATE, COUNTY, OR CITY INCOME TAX.

ALL TAX TABLES ARE INPUT USING A SPECIAL INPUT SCREEN. THE NAME OF THE TABLE
YOU ARE EDITING DISPLAYS AT THE TOP OF THE SCREEN. THIS SCREEN DOES NOT
FUNCTION THE SAME AS MDS' STANDARD INPUT SCREEN. CAREFULLY READ THE
FOLLOWING DESCRIPTION OF HOW THIS DATA IS INPUT INTO THE COMPUTER.

A SAMPLE OF THE INPUT SCREEN FOLLOWS:

SEMIMONTHLY
MARRIED


OVER NOT OVER TAX PLUS %

O.OO O.OO O.OO O
O.OO O.OO O.OO O
O.OO O.OO O.OO O
O.OO O.OO O.OO O
O.OO O.OO O.OO O
O.OO O.OO O.OO O
O.OO 9999.OO O.OO O

TO SIMPLIFY THE EXPLANATION OF INPUTING THE DATA, A MODIFIED FORM OF THE
SCREEN IS SHOWN.

A B C D

1 O.OO O.OO O.OO O
2 O.OO O.OO O.OO O
3 O.OO O.OO O.OO O
4 O.OO O.OO O.OO O
5 O.OO O.OO O.OO O
6 O.OO O.OO O.OO O
7 O.OO 9999.OO O.OO O

WHEN YOU ENTER A TABLE, THE CURSOR IS POSITIONED TO EDIT THE NUMBER IN COLUMN
A, ROW 1. YOU CAN MOVE THE CURSOR AROUND THE TABLE USING THE ARROW KEYS. IF
THE CURSOR IS ON ROW 1 OF ANY COLUMN AND YOU PRESS THE UP ARROW, THE CURSOR
MOVES TO THE BOTTOM OF THAT COLUMN (ROW 7). IF THE CURSOR IS AT THE BOTTOM
OF A COLUMN AND YOU PRESS THE DOWN ARROW OR THE {ENTER} KEY, THE CURSOR MOVES
TO THE TOP OF THAT COLUMN. IF THE CURSOR IS IN COLUMN A AND YOU PRESS THE
LEFT ARROW KEY, THE CURSOR MOVES TO COLUMN D OF THE SAME ROW AND VICE VERSA
FOR THE RIGHT ARROW.

IF YOU TYPE IN "100" IN COLUMN A, ROW 1, THEN PRESS {ENTER}, THE CURSOR MOVES
TO COLUMN B ROW 1. "100" IS NOW DISPLAYING IN COLUMN A, ROW 1. NEXT, TYPE
IN THE INFORMATION FOR COLUMNS B, C, AND D. WHEN YOU PRESS {ENTER} AFTER
TYPING IN THE INFORMATION IN COLUMN D, THE CURSOR MOVES TO COLUMN A OF ROW 2.
CONTINUE INPUTING INFORMATION IN THIS MANNER UNTILL ALL COLUMNS AND ROWS ARE
FILLED IN.

NOTE: EACH FIELD HAS A MAXIMUM SIZE. WHEN THE MAXIMUM NUMBER OF DIGITS
ARE TYPED IN, THE INFORMATION IS AUTOMATICALLY STORED AND THE CURSOR
MOVES TO THE NEXT COLUMN. IF YOU THEN PRESS {ENTER}, YOU END UP
SKIPPING A COLUMN OR IN ANOTHER ROW. USE THE ARROW KEYS TO RETURN TO
THE PROPER COLUMN OR ROW.

IF YOU HAVE A FIXED AMOUNT FOR STATE, LOCAL OR CITY TAXES, PLACE THE AMOUNT
IN THE DEDUCTION COLUMN OF "ADD/EDIT EMPLOYEE". IF YOU HAVE A FIXED
PERCENTAGE RATE, REGARDLESS OF INCOME, INPUT THE FOLLOWING IN ROW 1 SO IT
READS "O 9999.99 0 4" IF THE PERCENTAGE IS 4%. (COLUMN D IS THE ONLY COLUMN
THAT WOULD CHANGE IF THE PERCENTAGE IS NOT 4%.) YOU SHOULD BE ABLE TO FIT
VIRTUALLY ANY TYPE OF STATE, COUNTY, OR CITY TAX INTO THESE TABLES USING THIS
METHOD.

WHEN YOU FINISH ADDING OR EDITING A TAX TABLE, PRESS {PF2} TO EXIT AND SAVE
THE DATA. YOU ARE RETURNED TO THE "TAX TABLE NUMBERS" MENU SCREEN. YOU MAY
CHOOSE ANOTHER TABLE TO ADD OR EDIT OR PRESS {PF2} TO EXIT. THE PROGRAM
RETURNS TO THE FIRST SCREEN. YOU MAY CHOOSE ANOTHER TYPE OF TAX TABLE TO
EDIT, OR PRESS {PF2} TO EXIT THE PROGRAM.


6.A YEAR-END CLOSE

THE "YEAR-END CLOSE" PROGRAM CLOSES THE PAYROLL AT THE END OF THE YEAR AND
PREPARES FOR THE NEXT YEAR. IT CLEARS ALL PAYROLL YEAR-TO-DATE TOTALS.

IMPORTANT! MAKE A FULL BACKUP BEFORE RUNNING THIS PROGRAM.

WHEN YOU FIRST ENTER THE PROGRAM YOU ARE ASKED:

CLEAR WORKMAN'S COMP TOTALS (Y/N)

THIS QUESTION SHOULD BE ANSWERED BY PRESSING {N} THEN {ENTER}.

THE NEXT QUESTION IS:

HAVE YOU PRINTED THE W2 FORMS (Y/N)


PRESSING {Y} THEN {ENTER} INDICATES THAT W2 FORMS ARE PRINTED AND ALL YEARLY
TOTALS SHOULD BE CLOSED, AND PAY HISTORY REMOVED FOR THE PREVIOUS YEAR.

PRESSING {N} THEN {ENTER} INDICATES THAT W2 FORMS ARE NOT PRINTED.


6.B EXTENSION MENU

THE "EXTENSION MENU" CONTAINS PROGRAMS WHICH ARE EITHER NOT RESTRICTED TO
PAYROLL ONLY, OR ARE USED ONLY OCCASIONALLY.

**SCREEN DISPLAY**


6.B.1 ALIGN CHECK FORMS

THE "ALIGN CHECK FORMS" PROGRAM PRINTS A DUMMY CHECK. IT IS AVAILABLE TO
ASSIST IN ALIGNING UP THE CHECKS IN THE PRINTER. AFTER RUNNING PAYROLL FOR
A WHILE, YOU LEARN WHERE THE CHECKS NEED TO BE ALIGNED AND WILL NOT NEED THIS
PROGRAM.

WHEN YOU ENTER THE PROGRAM, YOU ARE ASKED IF YOU WANT TO:

PRINT CHECK ALIGNMENT FORM ( Y/N )

PRESS {Y} THEN {ENTER} IF YOU WISH TO PRINT THE FORM. THE FORM PRINTS AND
YOU ARE ASKED IF YOU WANT TO REPEAT.

PRESS {N} THEN {ENTER} IF YOU DO NOT WISH TO PRINT THE FORM. YOU ARE
RETURNED TO THE MENU.


6.B.2 PRINT CHECK REGISTER

THE "PRINT CHECK REGISTER" PROGRAM PRINTS A LISTING OF ALL CHECKS WRITTEN
USING THE COMPUTER SINCE THE LAST CLOSE OF THE CHECK REGISTER. IT IS ALSO
USED TO RECALCULATE THE ENDING BANK BALANCE TO ASSIST IN RECONCILIATION OF
YOUR CHECKBOOK.

WHEN YOU ENTER THE PROGRAM THE SCREEN DISPLAYS:

ENTER BANK NUMBER FOR CHECKS ?

TYPE IN THE NUMBER OF THE BANK YOU WISH TO PRINT A CHECK REGISTER FOR AND
PRESS {ENTER}. IF YOU ONLY HAVE ONE BANK DEFINED, THE DISPLAY SKIPS THIS
QUESTION AND A SELECTION MENU DISPLAYS.

**SCREEN DISPLAY**

PRESS {1} THEN {ENTER} IF YOU WANT A LISTING OF CHECKS WRITTEN FOR THE
PERIOD.

PRESS {2} THEN {ENTER} IF YOU WANT ASSISTANCE IN RECONCILING YOUR CHECKBOOK.

THE DISPLAY ADDS A LINE:

ENTER STARTING CHECK NUMBER ('ENTER' FOR ALL)

TYPE IN A CHECK NUMBER TO START THE LISTING WITH AND PRESS {ENTER}, OR PRESS
{ENTER} FOR A LISTING OF ALL CHECKS.

REGARDLESS OF HOW YOU ANSWER THIS QUESTION, THE ENDING BANK BALANCE IS
RECALCULATED USING THE STARTING BANK BALANCE, EACH CHECK, DEPOSIT, OR SERVICE
CHARGE ENTERED INTO THE CHECK REGISTER. THE LISTING BEGINS WITH THE CHECK
NUMBER SELECTED. ONCE THE LISTING FINISHES PROCESSING, THE "REPORT
SELECTIONS MENU" APPEARS.

IF OPTION 2 IS SELECTED, ADDITIONAL INFORMATION IS REQUESTED BEFORE A LISTING
IS GENERATED.

ENTER OUTSTANDING CHECK NUMBER ('0' - END)

TYPE IN THE NUMBER OF AN OUTSTANDING CHECK AND PRESS {ENTER} OR PRESS {ENTER}
IF THERE ARE NO OUTSTANDING CHECKS. YOU ARE REPEATEDLY ASKED FOR CHECK
NUMBERS UNTIL YOU PRESS {ENTER} WITHOUT FIRST TYPING IN A CHECK NUMBER.

THE NEXT INFORMATION REQUESTED IS:

ENTER AMOUNTS OF OUTSTANDING DEPOSITS ('0' - END)

TYPE IN THE AMOUNT OF THE DEPOSIT AND PRESS {ENTER}. IF THERE IS MORE THAN
ONE BANK DEPOSIT OUTSTANDING, ENTER THE AMOUNTS ONE AT A TIME PRESSING
{ENTER} AFTER EACH AMOUNT. WHEN ALL OUTSTANDING DEPOSITS ARE ENTERED, PRESS
{O}, INSTEAD OF ENTERING AN AMOUNT, THEN {ENTER}.

THE LAST INFORMATION REQUESTED IS:

ENTER AMOUNT OF UNRECORDED SERVICE CHARGE:

TYPE IN THE AMOUNT OF THE SERVICE CHARGE AND PRESS {ENTER}. IF THERE IS MORE
THAN ONE SERVICE CHARGE, ENTER THE AMOUNTS ONE AT A TIME PRESSING {ENTER}
AFTER EACH AMOUNT. SERVICE CHARGES ARE ENTERED, PRESS {O}, INSTEAD OF
ENTERING AN AMOUNT, THEN {ENTER}.

A LISTING OF THE CHECK REGISTER WITH CHECKS AND DEPOSITS THAT ARE NOT ON THE
BANK STATEMENT GENERATES AND THE "REPORT SELECTIONS MENU" APPEARS.

6.B.3 PRINT JOURNAL

THIS PROGRAM IS SELECTED TO PRINT JOURNALS. IN MOST CASES JOURNALS ARE RUN
BY SUMMARY. THE ONLY REASON FOR RUNNING A DETAILED LISTING IS FOR ARCHIVE OR
BALANCING. A DETAIL LISTING IS HUNDREDS OF PAGES LONG.

THE SCREEN DISPLAYS A SERIES OF QUESTIONS TO ANSWER.

ENTER TYPE (AR, AP, PR, IV, VN, ... OR <ENTER> OR ALL)

ENTER MONTH (1 - 12) OR <ENTER> FOR ALL

ENTER DAY (1 - 31) OR <ENTER> FOR ALL

PRINT DETAIL (Y OR N) ?

MOST OF THE QUESTIONS ARE SELF-EXPLANATORY. THE ONLY QUESTION YOU MIGHT NEED
HELP WITH IS THE FIRST. THE TYPES ARE:

GL GENERAL LEDGER
AR ACCOUNTS RECEIVABLE
AP ACCOUNTS PAYABLE
PR PAYROLL
IN INVENTORY
IV INVOICING
RT ROUTING
RN RENTAL
ET EQUIPMENT TRACKING

ONCE ALL QUESTIONS ARE ANSWERED, THE SYSTEM PROCESSES THE JOURNAL REQUESTED.
ONCE THE PROCESS IS COMPLETE, THE "REPORT SELECTIONS MENU" APPEARS.

PRINT JOURNAL PROGRAMS ARE IN MOST OF THE MODULES. ALL THE PRINT JOURNAL
PROGRAMS ARE EXACTLY THE SAME.


6.B.4 CLEAR CHECK REGISTER

THE "CLEAR CHECK REGISTER" PROGRAM REMOVES A SELECTED MONTH'S CHECKS FROM THE
CHECK REGISTER. IT DOES NOT WIPE OUT THE CHECK REGISTER BUT INSTEAD REMOVES
CHECKS FOR THE SELECTED MONTH AND RESETS THE BEGINNING BANK BALANCE TO
REFLECT THE REMOVAL. THIS IS USUALLY DONE TO DECREASE THE AMOUNT OF DISK
SPACE USED BY THE CHECK REGISTER. ONCE ALL CHECKS FROM A GIVEN MONTH CLEAR
THE BANK AND YOU PRINT A COPY OF THEM, THERE IS LITTLE REASON FOR LEAVING
THEM IN THE CHECH REGISTER.

WHEN YOU SELECT THE PROGRAM THE SCREEN DISPLAYS:

ENTER BANK NO. :

TYPE IN THE NUMBER OF THE BANK YOU WISH TO REMOVE CHECKS FROM AND PRESS
{ENTER} OR PRESS {PF2} TO EXIT THE PROGRAM. IF ONLY ONE BANK IS DEFINED,
THIS QUESTION IS SKIPPED.

THE SCREEN DISPLAYS THE BANK NUMBER WITH IT'S DESCRIPTION AND THE COMPANY'S
ACCOUNT NUMBER WITH THE BANK FOR VERIFICATION AND ASKS YOU TO:

ENTER MONTH TO CLEAR ('1' - JAN, '12' - DEC )

TYPE IN THE NUMBER OF THE MONTH FOR CHECKS YOU WISH REMOVED FROM THE CHECK
REGISTER AND PRESS {ENTER}.

THE DISPLAY ADDS A LINE:

ENTER YEAR TO CLEAR (YY) :

TYPE IN THE LAST TWO DIGITS OF THE YEAR FOR THE MONTH SELECTED TO CLEAR FROM
THE CHECK REGISTER AND PRESS {ENTER}.

THAT MONTH'S CHECKS ARE REMOVED AND YOU ARE RETURNED TO THE FIRST SCREEN.

YOU MAY ENTER ANOTHER BANK OR PRESS {PF2} TO EXIT THE PROGRAM.

6.B.5 EDIT JOURNAL

THE EDIT JOURNAL PROGRAM IS USED TO MODIFY JOURNAL ENTRIES BEFORE THEY ARE
POSTED TO THE GENERAL LEDGER. THE PRIMARY PURPOSE OF THE PROGRAM IS RECOVERY
FROM NON-POSTABLE JOURNAL ENTRIES.

THERE MAY BE CASES WHEN THE DATE OF A JOURNAL ENTRY IS INVALID OR INCORRECT,
OR WHEN EITHER THE ACCOUNT TO DEBIT, THE ACCOUNT TO CREDIT, OR BOTH ARE
INCORRECT OR INVALID. THIS IS THE PRIMARY USE FOR THIS PROGRAM.


THE SCREEN DISPLAYS:

ENTER JOURNAL ENTRY NUMBER TO EDIT?

TO CORRECT A NON-POSTABLE ENTRY, YOU USE THE JOURNAL ENTRY NUMBER INDICATED
ON THE "NON-POSTABLE ENTRIES REPORT" (PRINTS OUT AFTER "POST JOURNAL" (8.6)
PROGRAM) OR THE JOURNAL ENTRY NUMBER INDICATED ON THE JOURNAL LISTING.
("PRINT JOURNAL"(5.B.1)) TYPE IN THE NUMBER AND PRESS {ENTER}. AN "EDIT"
PAGE IS DISPLAYED.

**SCREEN DISPLAY**

###########################################################################
SCREEN FIELDS DESCRIPTION
###########################################################################
ACC CREDITED THIS IS THE GENERAL LEDGER ACCOUNT CODE FOR THE ACCOUNT
CREDITED BY THE AMOUNT SHOWN ON THE "AMOUNT" LINE.

ACC DEBITED THE GENERAL LEDGER ACCOUNT CODE FOR THE ACCOUNT DEBITED
BY THE AMOUNT SHOWN ON THE "AMOUNT" LINE.

AMOUNT THE AMOUNT OF THE TRANSACTION. THE AMOUNT IS ATTACHED AS
A CREDIT TO THE ACCOUNT CREDITED AND AS A DEBIT TO THE
ACCOUNT DEBITED.

DATE THE DATE THAT THIS PARTICULAR JOURNAL ENTRY WAS MADE. IF
THIS FIELD IS BLANK, OR IF THE DATE IS NOT IN VALID MDS
DATE FORMAT, THE ENTRY WILL NOT POST.

REFERENCE NO. THIS NUMBER IS USED IN DEVELOPING AN AUDIT TRAIL FOR THE
JOURNAL ENTRY. IF THE ENTRY IS PRODUCED BY PAYROLL, THE
FIELD CONTAINS THE NUMBER OF THE CHECK WHICH PRODUCED THE
ENTRY.

COMMENT COMMENT ATTACHED TO THE JOURNAL ENTRY.

TYPE IDENTIFIES THE SYSTEM THAT PRODUCED THIS PARTICULAR
JOURNAL ENTRY.

GL - GENERAL LEDGER
AR - ACCOUNTS RECEIVABLE
AP - ACCOUNTS PAYABLE
PR - PAYROLL
IN - INVENTORY
IV - INVOICING
RT - ROUTING
RN - RENTAL
ET - EQUIPMENT TRACKING

ENTRY NO THE JOURNAL ENTRY NUMBER FOR THIS PARTICULAR JOURNAL
ENTRY. THE NUMBER IS USED IN IDENTIFYING THE JOURNAL
ENTRY TO EDIT.

WHEN YOU FINISH EDITING THE SCREEN PRESS {PF2}. YOU ARE RETURNED TO THE FIRST
SCREEN OF THE PROGRAM. YOU MAY EDIT ANOTHER JOURNAL ENTRY OR PRESS {PF2} TO
EXIT THE PROGRAM.


6.B.6 ENTER BANK DEPOSITS

THE "ENTER BANK DEPOSITS" PROGRAM IS USED TO ENTER DEPOSITS OR SERVICE
CHARGES INTO THE CHECK REGISTER.

THE DISPLAY ASKS YOU TO:

ENTER BANK NO. FOR CHECKS

TYPE IN THE NUMBER OF THE BANK YOU WISH TO ENTER DEPOSITS FOR AND PRESS
{ENTER} OR PRESS {PF2} TO EXIT THE PROGRAM.

THE PROGRAM DISPLAYS THE CURRENT BALANCE OF THE BANK SELECTED AND GIVES YOU
OPTIONS FOR ENTERING DEPOSITS OR SERVICE CHARGES.

**SCREEN DISPLAY**

PRESS {1} THEN {ENTER} IF YOU WISH TO ENTER A DEPOSIT FOR THE BANK.
PRESS {2} THEN {ENTER} IF YOU WISH TO ENTER A SERVICE CHARGE FOR THE BANK.

PRESS {PF2} IF YOU WISH TO EXIT THE PROGRAM.

IF YOU PRESS {1} A DEPOSIT INPUT SCREEN DISPLAYS

**SCREEN DISPLAY**

######################################################################
SCREEN FIELDS DESCRIPTION
######################################################################
DEPOSIT AMOUNT TYPE IN THE AMOUNT OF THE DEPOSIT AND PRESS {ENTER}.

COMMENT LINE FOR ANY EXPLANATORY COMMENTS YOU WISH ATTACHED TO
THE DEPOSIT.

DATE DEFAULT IS THE SYSTEM DATE. YOU MAY TYPE IN ANOTHER DATE
IF YOU WISH.

ACCOUNT DEBITED THE SYSTEM AUTOMATICALLY PUTS THE BANK'S CASH CODE ON
THIS LINE.

ACCOUNT CREDITED THIS LINE AND THE "AMOUNT" LINE ARE REPEATED 4 TIMES.
THIS ALLOWS YOU TO ALLOCATE THE DEPOSIT TO SEVERAL
DIFFERENT ACCOUNTS. TYPE IN THE ACCOUNT YOU WISH
CREDITED AND PRESS {ENTER}.

AMOUNT TYPE IN THE AMOUNT YOU WISH CREDITED TO THE ACCOUNT
ENTERED ABOVE AND PRESS {ENTER}

WHEN YOU ARE FINISHED ENTERING THE DEPOSIT, PRESS {PF2} TO RETURN TO THE
FIRST SCREEN.

IF YOU PRESS {2} A SERVICE CHARGE INPUT SCREEN DISPLAYS.

**SCREEN DISPLAY**

######################################################################
SCREEN FIELDS DESCRIPTION
######################################################################
SERVICE CHARGE TYPE IN THE AMOUNT OF THE SERVICE CHARGE AND PRESS
{ENTER}.

COMMENT LINE FOR ANY EXPLANATORY COMMENTS YOU WISH ATTACHED TO
THE SERVICE CHARGE.

DATE DEFAULT IS THE SYSTEM DATE. YOU MAY TYPE IN ANOTHER DATE
IF YOU WISH.

ACCOUNT CREDITED THE SYSTEM AUTOMATICALLY PUTS THE BANK'S CASH CODE ON
THIS LINE.

ACCOUNT DEBITED TYPE IN THE ACCOUNT YOU WISH DEBITED AND PRESS {ENTER}.

WHEN YOU ARE FINISHED, PRESS {PF2} TO EXIT THE SCREEN. YOU MAY ENTER ANOTHER
DEPOSIT OR SERVICE CHARGE FOR A BANK OR PRESS {PF2} AGAIN TO EXIT THE
PROGRAM.

NOTE: IF YOU ARE USING THE ACCOUNTS RECEIVABLE SYSTEM DO NOT MAKE DEPOSITS
FOR CUSTOMER PAYMENTS. THE ACCOUNTS RECEIVABLE SYSTEM DOES THIS FOR YOU.


6.B.7 FILE MAINTENANCE

THE FILE MAINTENANCE PROGRAM IS USED TO REMOVE DATA FILES. THE ONLY DATA
FILES CURRENTLY AVAILABLE FOR REMOVAL USING THIS PROGRAM ARE THE JOURNAL AND
THE CHECK REGISTER. THESE FILES CAN BE REMOVED TO OBTAIN MORE DISC SPACE IF
YOU ARE NOT USING THEM AS PART OF YOUR SYSTEM. THE FILE MAINTENANCE PROGRAM
IS ALSO AVAILABLE IN OTHER MODULES.

THE OPTIONS ARE DISPLAYED WHEN YOU ENTER THE PROGRAM.

**SCREEN DISPLAY**

PRESS {1} THEN {ENTER} TO REMOVE JOURNAL DATA FILES.

PRESS {2} THEN {ENTER} TO REMOVE CHECK REGISTER DATA FILES.

PRESS {PF2} TO EXIT THE PROGRAM.

WHEN YOU SELECT OPTION 1 OR 2, THE PROGRAM REMOVES THE FILES AND RETURNS YOU
TO THE MENU.


6.B.8 ADD/EDIT BANKS

THE "ADD/EDIT BANK" PROGRAM DEFINES THE BANK(S) USED BY YOUR COMPANY. IF THE
COMPANY REQUIRES MORE THAN ONE CHECKING ACCOUNT, MDS CAN EASILY SUPPORT THIS.

WHEN YOU ENTER THE PROGRAM, THE NEXT AVAILABLE BANK NUMBER IS DISPLAYED AT
THE TOP OF THE SCREEN. TO VIEW/PRINT A LISTING OF THE BANKS DEFINED IN THE
SYSTEM PRESS {PF3}. THE "REPORT SELECTIONS MENU" APPEARS.

ENTER BANK NO. TO EDIT

TO ENTER A NEW BANK PRESS {ENTER}.

TO EDIT AND EXISTING BANK, TYPE IN THE BANK NUMBER AND PRESS {ENTER}.

THE NEXT SCREEN DISPLAYS WITH THE NUMBER OF THE BANK YOU ARE ADDING OR
EDITING AT THE TOP OF THE SCREEN. YOU MUST PRESS {ENTER} AFTER EACH FIELD
ENTERED OR EDITED.

**SCREEN DISPLAY**

######################################################################
SCREEN FIELDS DESCRIPTION
######################################################################
NAME THE NAME OF THE BANK.

ADDRESS THE ADDRESS OF THE BANK.

CITY ST & ZIP THE CITY, STATE AND ZIP CODE OF THE BANK.

ACCOUNT # THE COMPANY'S CHECKING ACCOUNT NUMBER AT THE BANK.

NEXT CHECK # THE NEXT CHECK NUMBER THAT IS TO BE WRITTEN ON THIS
ACCOUNT. THE NUMBER IS AUTOMATICALLY INCREMENTED EACH
TIME A CHECK IS WRITTEN.

BEGINNING BAL. SET TO THE CHECKBOOK BALANCE BEFORE THE FIRST CHECK IS
WRITTEN BY THE COMPUTER IF YOU ARE ADDING THE BANK. THIS
NUMBER ONLY CHANGES WHEN "CLEAR CHECK REGISTER" IS RUN.

ENDING BAL. WHEN ADDING A BANK THIS SHOULD BE SET EQUAL TO THE
"BEGINNING BAL." AMOUNT. THE NUMBER CHANGES WITH EACH
CHECK REGISTER TRANSACTION SO THAT IT ALWAYS REFLECTS THE
CURRENT BALANCE OF THE CHECKING ACCOUNT.

LEDGER CODE THE GENERAL LEDGER CODE FOR THIS BANK. EACH BANK SHOULD
HAVE A DIFFERENT LEDGER CODE.

PRESS {PF2} WHEN FINISHED TO EXIT TO THE FIRST SCREEN. YOU MAY NOW ADD/EDIT
ANOTHER BANK OR PRESS {PF2} TO EXIT THE PROGRAM.



6.C QUARTERLY REPORT

THE "QUARTERY REPORT" PROGRAM GENERATES A REPORT TO PROVIDE INFORMATION
REQUIRED IN REPORTING THE TAX WITHHELD FROM EMPLOYEE PAYROLL CHECK.

THE SCREEN DISPLAYS:

SELECT QUARTER (1 -4)

TYPE IN THE NUMBER OF THE QUARTER YOU WISH THE REPORT TO BE GENERATED FOR AND
PRESS {ENTER}.

WHEN THE REPORT FINISHES PROCESSING THE "REPORT SELECTIONS MENU" APPEARS.


6.D STATE EMPLOYMENT

THE "STATE EMPLOYMENT" PROGRAM GENERATES A REPORT OF THE MONEY THE COMPANY
OWES IN UNEMPLOYMENT COMPENSATION INSURANCE. YOU ARE ASKED THREE QUESTIONS
BY THE PROGRAM. THE FIRST IS:

ENTER STATE UNEMPLOYEMENT RATE

TYPE IN THE CORRECT RATE AND PRESS {ENTER}. THE RATE SHOULD BE A FRACTIONAL
AMOUNT. FOR EXAMPLE: IF THE STATE RATE IS 5%, THE RATE ENTERED SHOULD BE
".05". IF YOU ANSWER WITH "5", THE CONTRIBUTIONS ARE COMPUTED INCORRECTLY.

ENTER FEDERAL UNEMPLOYMENT

TYPE IN THE CORRECT RATE AND PRESS {ENTER}. THIS RATE SHOULD ALSO BE A
FRACTIONAL AMOUNT.

THE SCREEN THEN DISPLAYS:

SELECT QUARTER (1-4)

TYPE IN THE NUMBER OF THE QUARTER YOU WISH TO GENERATE THE REPORT FOR AND
PRESS {ENTER}.

WHEN THE REPORT FINISHES PROCESSING, THE "REPORT SELECTIONS MENU" APPEARS.

6.E EMPLOYEE SUMMARY

THE "EMPLOYEE SUMMARY" REPORT PROVIDES AN EMPLOYEE SUMMARY LISTING WITH THE
EMPLOYEE NAME, SOCIAL SECURITY NUMBER, AND ONE OF THE THREE FOLLOWING ITEMS:
BIRTH DATE, EMPLOYMENT DATE, OR PAY RATE.

**SCREEN DISPLAY**

PRESS {1} THEN {ENTER} TO PRINT THE BIRTHDATE ON THE LISTING.

PRESS {2} THEN {ENTER} TO PRINT THE EMPLOYMENT DATE ON THE LISTING.

PRESS {3} THEN {ENTER} TO PRINT THE PAY RATE ON THE LISTING.

PRESS {PF2} TO EXIT THE PROGRAM.

WHEN THE REPORT FINISHES PROCESSING, THE "REPORT SELECTIONS MENU" APPEARS.

6.F DEDUCTION REPORT

THE "DEDUCTION REPORT" PROVIDES A QUARTERLY SUMMARY OF ALL DEDUCTIONS FROM
COMPANY EMPLOYEE CHECKS BY EMPLOYEE.

THE REPORT BEGINS PROCESSING WHEN SELECTED. WHEN PROCESSING IS FINISHED, THE
"REPORT SELECTIONS MENU" APPEARS.

6.G GENERATE MANUAL CHECK

THE "GENERATE MANUAL CHECK" PROGRAM SHOWS CHECKS THAT ARE QUEUED AND LETS
YOU MAKE CHANGES. THE CHECKS ARE DISPLAYED ONE AT A TIME WHEN YOU ENTER AN
EMPLOYEE NUMBER.


6.H QUEUED CHECK REPORT

THE "QUEUED CHECK REPORT" PRINTS BY EMPLOYEE EACH CHECK IN THAT IS "QUEUED"
TO BE PAID, BUT NOT YET PAID. THIS REPORT IS USEFUL FOR CHECKING FOR ERRORS
BEFORE RUNNING THE "PRINT PAYROLL CHECKS" PROGRAM, AS IT LISTS EVERYTHING
THAT IS TO BE PAID.


6.I PRINT W-2 FORMS

W-2 FORMS CAN BE PRINTED BY EMPLOYEE SPECIFIC OR FOR ALL EMPLOYEES. AFTER
PRINTING IT DISPLAYS THE VIEW/PRINT SCREEN AND ALLOWS THE OPTONS TO BE CHANGED.