The Manual Payroll Cheque module allows the input of a manual cheque paid to an employee. It includes the updating of the YTD earnings and deductions for the employee. A record in the cheque file is created, and a report of the manual cheque is produced.
This process creates an interface file of all GL distributions related to the Manual Cheque. This file can be interfaced as soon as you want. If you enter several Manual Cheques in one or more entry sessions, the entries will accumulate in the same interface file. When the Finance interface is run, it deletes the interface file after the interface is completed. This means that your next entry session will create a new interface file.
An interface file named ###%%%%PRIN04.YPP, is created or added to by this process. Where YPP is the last three digits of the current pay period, ### is the Finance interface code from the Payroll Master Profile, %%%% is the payroll ID code from the Payroll Master Profile. The interface will include decommitment when the commitment system is active for a payroll.
When AUTO INTERFACING is active:
Upon exiting from this process, you will be prompted:
Do Auto Interface
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Enter 'N' to omit the auto interfacing currently.
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Enter 'Y' to auto interface Journal Entries and Invoice Entries interface files.
For Canadian payrolls, the employee's EI deduction values will be automatically calculated based on the earnings entered when an EI deduction code is entered. We suggest that you enter the manual cheque details into the program and prepare the cheque after you have made the entry since the EI deduction amounts will be calculated by the program and out of your control. If a Cheque Cancellation is necessary, the cheque cancellation MUST BE DONE BEFORE the manual cheque in order to cancel the previously taken EI values.
You can override the automatic EI calculations by setting the OVERRIDE EI to 'Y'es on the initial screen. Overridden or manual EI entries will not be entered into the EI system (ROE reporting) – only to the employee's history record.
Manual Cheque Entry will also calculate pension credits when required. The amount is calculated when an entry for any pension deduction is accepted. The pension credits are displayed on the deduction screen at the top right, as well as on the final report. The Manual Cheque will not process a cheque with zero earnings. If you wish to adjust pension credits without generating earnings, use the Pension Credit Change module.
The Manual Cheque Entry process will calculate the employee's storage bank amounts based on earnings entered following the same rules applied to the payroll stream. Storage bank transactions in Manual Cheque entry include storage bank withdrawal and deposits based on the pay codes used as well as full accrual costing of liabilities, when costing has been setup for the storage banks. Costing of accrual banks only occurs when a Liability GL has been defined on the storage bank table code.
Throughout the Manual Cheque process, the History Memo function is available. When the screen displays memo, you can access existing or add new history memos for the employee's pay period.
NOTE: MANUAL Cheques MUST BE RUN ONLINE WITH the OUTPUT TO the Disk OR A PRINTER.
Pay Period
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Enter the period of the cheque.
Employee #
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Enter number of employee(s). Use look-up to select the employee by name.
Employee Name
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The employee's name will automatically display.
Override EI
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Enter 'N' to accept automatic EI calculation based on the earnings entered.
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Enter 'Y' to override all automatic EI calculations. Values entered using the override method will not be entered into the EI file system and therefore will not be available for ROE reporting.
Cheque $
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Enter the amount of the cheque.
Cheque #
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Enter the number of the cheque. This number must be numeric. The system will append an 'M' to the number to signify a manual cheque.
Cheque Date
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Enter the cheque date for the current date.
Earnings Screen
All fields allow you to up arrow to the previous field.
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Enter the pay code which was paid on the cheque. The description displays.
Earning entries with a pay code defined as a deposit to a storage bank will be displayed with the description 'BNK DEP'. No EI transactions will apply to bank deposit earnings. Deposited earnings will not be included in the final net pay amount and will be reported separately on the manual cheque report. Bank deposit earnings will be omitted from GL costing distributions.
The following prompt relates ONLY to Canadian payrolls & when there is NO override on the EI automatic calculation.
Period
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Enter to indicate the hours and moneys for this entry is to be distributed into the period of the manual cheque for the distribution of the EI.
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Enter a pay period prior to the manual cheque pay period to indicate the hours and moneys for this entry should be distributed into that period. This entry allows you to distribute EI insurable earnings to periods prior to the one that the manual cheque is currently being generated for.
Hours
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Enter the number of hours for the pay code.
Amount
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Enter the $ amount for the pay code.
CCOST
The initial default will be the costing from the master function line. After the initial entry, the costing default will be the last costing value entered.
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Enter a valid cost center or costing distribution. Enter Dist. 01 or EMP 01 for employee-based costing. The number following the Dist. or EMP represents the function line number.
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Select Function Lines to view or select costing from a specific function line for this employee.
When Function Lines is pressed:
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Select GL Costing to view the costing details of the current function line.
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Select Close to return to the previous screen without selecting a costing distribution.
Function Line 2 is a Distribution.
The invalid GL will be displayed. Distributions that produce invalid GL accounts will not be accepted. You will not be prompted for a GL account.
GL Account
GL Account is bypassed when the costing was a distribution.
By default, the GL account code for the pay code and specified costing will display. The GL account is derived following the standard GL costing rules. Refer to the Payroll GL Costing Rules document for details.
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Enter to accept the default GL account code.
Enter an override GL account code. The first 20 characters of the GL account or Distribution display.
As you scroll up and down the earning entry lines, the full GL account or costing distribution will display at the bottom of the screen.
The storage bank screen lists all storage bank transactions generated based on the employee's storage banks and the earnings previously entered. The storage banks transactions may extend to more than one screen and the number of pages of screens are listed at the top. Storage bank transactions cannot be changed within the Manual Cheque entry. The values listed duplicate the values that would be generated had the payroll stream been used.
All fields allow you to up arrow to the previous field.
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Enter the deduction code to adjust employer's share, eligible amount and deduction amount.
The deduction codes must be a valid deduction code contained in the deduction code database. The deduction code must exist on the employee's master deduction list.
When an EI deduction code is entered and OVERRIDE EI was NOT selected (Canadian only):
Enter 'V' to display the existing EI values for the period of the adjustment.
Entering 'I' to adjust the Insurable, produces the following prompt:
Reduce or Accept
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Enter 'A' to accept the EI values.
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Enter 'R' to reduce the EI values.
Hours/Amount to Reduce
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Enter 'A' followed by the amount to reduce the eligible earnings, e.g., A5.00 will reduce the eligible earnings by 5.00.
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Enter 'H' followed by the value to reduce the hours by, e.g. H1.5 will reduce the total hours by 1.5.
Once the EI insurable has been accepted, limiting EI eligible and EI amounts are calculated, the EI deduction amount and employer share is calculated based on the EI eligible shown.
Employer's Share
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Enter the amount of employer's share for the deduction.
Eligible Amount
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Enter the dollar amount of the eligible earnings for the deduction.
Deduction Amount
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Enter the dollar amount of the deduction.
Benefit Amount
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Enter the amount of taxable benefit for the deduction code, if any.
CCOST
No Cost Center will be prompted for when no Employer Share or expense has been entered.
The initial default will be the costing from the master function line. After the initial entry of the costing, the default will be the last costing value entered.
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Enter a valid cost center or costing distribution. Enter Dist. 01 or EMP 01 for employee-based costing. The number represents the function line number.
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Select Function Line to view or select costing from a specific function line for this employee.
When Function Line is selected:
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Click the function line number to be selected or using the up and down arrow keys move to the appropriate function line.
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Select GL Costing to view the costing details of the current function line.
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Select Close to return to the previous screen without selecting a costing distribution.
When the CCOST was a Distribution:
The distribution breakdown will be displayed including the percent, share, deduction amount, costing and benefit GL account per distribution.
When a Distribution contains an invalid benefit account:
When a distribution produces an invalid or empty benefit GL account, you will be prompted to supply a valid benefit GL account. You will be shown the exact distribution or cost center combination that produced the invalid results.
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Enter a valid benefit GL account.
GL Account
No expense GL Account will be prompted for when no Employer Share or expense has been entered.
GL Account is bypassed when the costing was a distribution.
By default, the benefit GL account code for the deduction code and specified costing will display. The GL account is derived following the standard GL costing rules. Refer to the Payroll GL Costing Rules document for details.
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Enter to accept the default benefit GL account code.
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Enter an override benefit GL account code. The first 20 characters of the GL account or Distribution display.
As you scroll up and down the earning entry lines the full GL accounts or costing distribution will be displayed at the bottom of the screen.
Liability GL
The default GL displayed is from the Liability GL setting in the deduction code database for this deduction.
Enter to accept this liability GL or enter an override liability GL account.
Contract Paid Employees:
When a Manual Cheque Entry is done against an employee with a contract function line the above screen will appear. This screen lists all the employee's contract function lines and allows you to adjust the contract paid to date, contract units to date, adjusted contract and units to date, and the number of pays remaining in the contract. The changes made to these fields should reflect the adjustments made by the Manual Cheque entered.
When all adjustments have been made to the contract values, you are shown the resulting entries to be generated. If the adjustment specified is incorrect, then answering 'N'o will return you to the previous screen and allow you to readjust the contract values. An adjustment of all zero entries will not produce an adjustment record in the contract history.
Accepting the adjustment to the contract will only take effect when the Manual Cheque has been accepted. Once the Manual Cheque has been accepted, the employee master contract values will be updated based on the adjustment values shown. An adjustment to a contract will list as a Transaction Type 'M' in the contract history.
After the Manual Cheque has been completed, the following prompt appears. This prompt allows you to accept or cancel all entries applied to this Manual Cheque.