For help about the options and fields in the Calculate Payroll window, select from the fields below.
Payroll Run Date
The payroll run date is the date you run this function. The system defaults at this field the session date you entered in the Open Company dialog box when you started Sage HRMS Payroll. If necessary, you can change the run date.
Pay Period End Date
In the Pay Period End Date field at the top of the Calculate Payroll window, the system displays the session date you entered in the Open Company dialog box when you started Sage HRMS Payroll. Be sure to enter the correct pay period end date. When you calculate payroll, the system processes only those timecards that have the same pay period end date as the date you enter here (plus all reusable timecards).
Payroll calculation uses the pay period end date to determine:
- If an employee's hire date falls after the pay period end date, payroll will not be calculated for the employee.
- If an employee's termination or inactive date falls before the pay period end date, payroll will not be calculated for the employee.
- If an employee earning/deduction's start date is later than the pay period end date, the earning/deduction is not included in the payroll calculation.
- If an employee earning/deduction's end date is earlier than the pay period end date, the earning/deduction is not included in the payroll calculation.
- If an employee accrual's carry-over date is earlier than or the same as the pay period end date, the system carries over to the next year the accrual hours or dollar amount, up to the maximum carry-over or maximum accrual that's specified on the Earning/Deduction Codes window.
Check Date
Enter the check date you want to print on the checks generated by this payroll run.
Depending on your choice on the Payroll G/L Integration window, the system uses either the check date or the pay period end date as the journal entry date when posting expenses and employer liabilities.
Selection List
You can designate employees for payroll calculation by choosing a selection list (created in the Employee Selection window).
The system will calculate payroll for the employees on the selection list who are paid accorded to the selected pay frequencies, and who are in the range of included employees and the selected classes (if any) specified on the Selection tab of the Calculate Payroll window. (The default settings for employee range and class range print all employees and all classes.)
Pay Period
The Pay Period, which is optional, can help you keep track of payroll periods. Enter any number in this field if you want to store it as a reference item. You could then use it for customized printed forms or reports, such as customized check stubs.
Create EFT Checks
Select the Create EFT Checks check box if, in this payroll run, you want to include employees who are set up for direct deposit (EFT).
To select only a few employees for direct deposit, you can set up a Selection List or specify a range of employees on the Selection tab of the Calculate Payroll window.
Note: Direct deposits are calculated only for banks with a prenote status of Approved. If an employee is set up to be paid by direct deposit, but does not have a bank with a prenote status of Approved (specified on the EFT tab of the Employees window), the employee's paycheck is created as a physical check, not a direct deposit.
Process
In the Process field of the Calculate Payroll window, choose the type of checks to process:
- All Checks. Select this option to print all checks.
- Advances Only. Select this if you want the system to include in the payroll run only payroll advances that you have assigned to employees on the Employee Payroll window. If you select this, the system ignores timecards and all other employee pay information and calculates only cash advances. Non-cash advances are not calculated.
If you do not select this, you must enter timecards to process employee advances.
- Ignore Zero and Negative Checks. Select this to skip employees whose checks have zero or negative amounts.
- Ignore Negative Checks. Select this to skip employees whose checks have negative amounts.
Frequency tab
Pay Employees in these Frequencies
In the Pay Employees In These Frequencies column on the Frequency tab of the Calculate Payroll window, select the Pay check box for each employee pay frequency you want to process. The system processes all eligible employees in each pay frequency you select.
Keep in mind that the system processes timecards for employees in the selected pay frequencies only if the timecard's period end date coincides with the payroll calculation period end date.
Include Earnings/Deductions with these Frequencies
The system calculates payroll only for those employees whose pay frequencies you select and includes only those earnings/deductions whose frequencies you choose.
As soon as you select a particular pay frequency, the system automatically selects the corresponding earning/deduction frequency for you. Select any additional earning/deduction frequencies you want to include in the calculation (select the check boxes to include or tab to them, then press the Spacebar).
Selection tab
Include Employees
You can select a range of employees for payroll calculation by entering the beginning employee's number in the From field and the ending employee's number in the To field. The system will calculate payroll for the employees in this range who are also in the selected pay frequencies, selection list (if any), and classes (if any).
Classes
You can designate employees for payroll calculation by selecting a range of class codes for each class. The system will calculate payroll for the employees who are in the selected classes (if any), who are on the selected list (if any), who fall in the selected pay frequencies, and who are in the "From-To" range of employees.
Start Dates tab
Pay Period Start Date
The Start Dates tab of the Calculate Payroll window allows you to specify the start date for each pay frequency you are going to process. The system defaults start dates for each pay frequency selected based on the pay period end date you entered at the top of the window, and the days implied by the pay frequency.
For example, a weekly pay frequency implies 7 days. If the pay period end date is November 16, then the start date for the weekly frequency is November 10 (that is, 6 days preceding the end date, plus the end date itself).
You can accept the default start date, or type another date, or click the calendar icon next to each date field to select a date.
When Payroll processes a timecard detail line whose Days Worked field is zero, the system normally uses the start date (and end date) to determine the days over which to spread (prorate) the hours entered on the timecard detail line. This is part of the procedure that determines which hours should be paid at overtime rates, as specified in the overtime schedule associated with the hours.
For more information about how Payroll uses the Start Date, see Proration of Hours.
To ensure the correct calculation of employee overtime pay, be sure to verify pay frequency start dates.
Optional Fields tab
Optional Field and Description
Use the Finder to select the optional field codes you want to use with this employee. You can select only the optional fields that you have already set up on the Payroll Optional Fields window. When you select an optional field code, the program displays the description for the optional field.
Value Set
If you want to set a default value for the optional field, double-click in the Value Set column to change it to Yes.
The Yes flag in the Value Set field alerts the data entry clerk that a seemingly blank optional field actually has an entry. By looking at the Value field, you cannot tell whether it has a “blank” default value or no value at all.
Value and Description
Type the value, or use the Finder to select one.
- If the optional field you selected requires validation, you must select a value that is defined for the optional field. However, if the optional field allows blanks, you can leave the default value field blank.
- If you select a value, the description of the value will appear in the Value Description column.