For information about the data entry fields and options in this window, select from the links listed below.
To find an existing manual checks, use the navigation buttons or the Finder 
in this field.
Enter the employee number of the employee for whom you want to enter or modify a manual check.
Click to select the employee from the Finder.
Select the Print Check check box on the Manual Checks window if you want to print a manual check. If you select the Print Check check box, the system skips the Check, Bank, and Check Stock fields; you enter that information when you print the check using the Print/Post Checks window.
Enter the manual check number or click the Finder . The Finder at the Number field lists existing manual checks for the employee number you entered.
A manual check you intend to print in Payroll is assigned the number 0 until you actually print it in the Print/Post Checks window.
Enter a description, such as the full name or purpose, of the bank.
Enter the check stock (or click the Finder) on which you wrote the after-the-fact manual check. To have a check stock code always display automatically in the Check Stock field, set up the default code on the Processing tab of the Options window (from Payroll Setup).
You set up the check stock when you set up bank accounts in Bank Services.
Enter the start date of the pay period covered by the manual check. The start date also prints on the check advice and reports.
If you process payroll for employees in a state, such as California, that requires the reporting of pay period start dates, the Pay Period Start Date field allows you to specify the start date for the pay period covered by the manual check. The start date is printed on the check stub.
Enter the end date of the pay period covered by the manual check.
The system compares an earning/deduction's start and end dates to the period end date you enter on the manual check to determine whether the earning/deduction is eligible for entry. To be eligible, an earning/deduction's start date must be the same as or earlier than the period end date. The end date must be the same as or later than the period end date.
The period end date is also used to determine whether vacation, sick, and compensatory/banked time carry-over dates have been reached. For Canadian payroll, the period end date is also used for calculating EI.
Enter the date the manual check was issued. If you chose Use Check Date As Journal Entry Date on the Payroll G/L Integration window, the system associates the manual check date with transactions posting to G/L expense and employer liability accounts as well as with transactions posting to the bank and employee liability accounts.
You can enter a description or name of up to 15 characters for the manual check. The description is printed on manual check listings.
You can enter the number of times during the pay period the employee was late to work, to update the employee's life-to-date number of times late.
By selecting the Active check box, you indicate that the system can process the manual check. If you do not select the Active check box, the system bypasses the manual check when you process manual checks.
Fields related to jobs, such as the Job Related and Jobs field, display only if you use Sage 300 Project and Job Costing
To enter job-related information for an earning/deduction selected on the timecard or manual check, use the following fields:
- Job-Related. You must select this option, located in the top area of the window, to display additional fields that let you enter job-related information for each earning/deduction line.
- Jobs. For each earning/deduction selected, you can distribute its job-related information among several jobs.
- Jobs allocated based on calculation base (on detailed timecard only).
Select the earnings/deductions for which you need to enter information for the manual check.
You must enter an earning/deduction assigned to the employee or press the Finder icon and select a code from a list of earnings/deductions assigned to this employee.
When you enter an employee earning/deduction onto a manual check, the system draws information for the earning/deduction from the Pay tab of the Employee Payroll window. On the manual check, several fields display defaults, such as:
- Hours
- Rate/Amt/Pct
- G/L Distribution Code
- Regular Expense
- Liability
- Overtime Expense
- Shift Expense
- Advances Receivable
- WCC Group
- Workers' Compensation Code
- Work Classification Code
The G/L accounts displayed on the manual check are those associated with the G/L distribution code entered on the Employees Pay tab.
You can override the default at any of these fields.
Note: Only certain fields listed are applicable to any given earning/deduction type.
If the earning/deduction is an accrual, you must choose whether to accrue or pay this pay period. If you enter an Hourly Rate, Flat, or Fixed earning, you must indicate whether the employee worked regular, overtime, or shift hours.
Enter a date for compensatory/banked time accruals, any accrual payments, and employee earnings that use the calculation methods Flat, Fixed, Hourly Rate, Piece Rate, and Sales Table.
Enter the hours associated with any accrual that does not use the Percentage Of Base calculation method, an accrual payment, or an earning that uses the Hourly Rate, Flat, or Fixed calculation method. Because you can use the hours for Piece Rate or Sales Table earnings in the calculation base of another earning/deduction, the system allows you to enter hours for Piece Rate and Sales Table earnings as well.
The system defaults the number of hours you entered for the earning/deduction in the Default Hours field on the Employees Pay tab of the Employee Payroll window.
If you are entering an earning/deduction that uses the Amount Per Hour, Piece Rate, Percentage Of Base, or Sales Table calculation method, in the Pieces/Sales/Base column (depending upon the type of earning/deduction you are adding), enter the number of pieces or the base hours, wages, or sales used to calculate the amount of the earning/deduction. You also enter a calculation base for Reported Tips earnings.
The hourly rate, dollar amount, or percentage in the Rate/Amt/Pct field on the manual check defaults from the Rate/Amt/Pct field on the Employees Pay tab of the Employee Payroll window. You multiply the amount, rate, or percentage by the number of hours worked, the sales or wage base, the number of pieces, or any other unit dictated by the calculation method, to compute the total amount of the earning/deduction for the period.
In this field, enter the full amount of the earning/deduction (the product of the rate, amount, or percentage times the hours, pieces, or base).
This field is only available for deductions that are setup with a Flat calculation method. Double-click the field to select or . If you select Yes:
- The rate defaults from the Employer Rate/Amt/Pct field on the Employee's Pay tab of the Employee Payroll window, and
- Whether or not you override this rate/amount in the Employer Rate/Amt/Pct field, the value entered will act as the flat primary rate and will apply to the deduction.
You can edit the Deductions Flat primary and secondary rates in Setup > Payroll> Earning/Deduction Codes.
This field is only available for deductions that are setup with a Flat calculation method. Enter an Employer contribution rate or amount to override the default when applicable. The system will warn you if the Employer contribution Maximum has been reached or exceeded.
A manual check with Override Employer Rate/Amt/Pct set to , and three segment detail rows, will distribute the rate as follows:
| Deduction | Employer Rate/Amt/Pct | Employer Amount |
|---|---|---|
| D | $10.00 | $3.33 |
| D | $10.00 | $3.33 |
| D | $10.00 | $3.34 |
A manual check with Override Employer Rate/Amt/Pct set to , and three segment detail rows, will distribute the rate as follows:
| Deduction | Employer Rate/Amt/Pct | Employer Amount |
|---|---|---|
| D | $10.00 | $10.00 |
| D | $10.00 | $10.00 |
| D | $10.00 | $10.00 |
This field defaults to the G/L distribution code specified for the earning/deduction (or tax) in the employee's record.
The system defaults the Regular Expense account you associated with the employee earning/deduction via the distribution code. If you use cost center overrides, the system replaces G/L account segments with the employee earning/deduction-specific segment codes from the Pay tab of the Employee Payroll window. You can type over the account or you can open the Segments Override window to select a different override segment code.
The system displays the Overtime Expense account you associated with the employee earning/deduction via the distribution code. If you use cost center overrides, the system replaces G/L account segments with the employee earning/deduction-specific segment codes from the Pay tab of the Employee Payroll window. You can type over the account or you can open the Segments Override window to select a different override segment code.
The system defaults the Shift Expense account you associated with the employee earning/deduction via the distribution code. If you use cost center overrides, the system replaces G/L account segments with the employee earning/deduction-specific segment codes from the Pay tab of the Employee Payroll window. You can type over the account or you can open the Segments Override window to select a different override segment code.
The system defaults the employee Liability account you associated with the employee earning/deduction via the distribution code. If you use cost center overrides, the system replaces G/L account segments with the employee earning/deduction-specific segment codes from the Pay tab of the Employee Payroll window. You can type over the account or you can open the Segments Override window to select a different override segment code.
The system defaults the Advances Receivable account you associated with the employee earning/deduction via the distribution code. If you use cost center overrides, the system replaces G/L account segments with the employee earning/deduction-specific segment codes from the Pay tab of the Employee Payroll window. You can type over the account or you can open the Segments Override window to select a different override segment code.
The workers' compensation group (policy) entered on the employee's record will automatically display for the earning/deduction on the manual check, but you can override it.
You can override the displayed Worker's Compensation Code for the earning/deduction on a manual check.
For reported tips earned by Quebec employees, enter an amount in the Pooled Tips field that represents:
- Tips not based on tippable sales. An example would be tips received by a cloakroom attendant.
- The net amount of tips paid to (and received from) other employees through a tip-sharing arrangement.
Note: Tippable sales means the sales amount on which tips are collected.
If you want to assign optional fields to this earning/deduction or tax, click the Use Optional Fields column to open the Optional Fields entry table. You must have already defined optional fields in Payroll Setup Optional Fields setup, as described in Optional Fields.
On the Optional Fields entry table, enter or change optional field information as you require.
- You can accept or change any default values that appear.
- To add a different optional field, press Insert on the keyboard, then use the Finder to select the code for the optional field you want to use. Note that you can select only optional fields that you set up previously for the earning/deduction or tax, using the Optional Fields setup window.
- If an optional field requires validation, you must enter a value that is specified for the optional field in Common Services. (If the optional field allows a blank, you can leave the field blank.) Otherwise, you can enter any combination of characters that is consistent with the type of field (text, amount, date, and so on).
- To delete an optional field, click it on the list, and press Delete on the keyboard.
When you are finished, click the button to return to the previous window.
You can specify the account for employer expense, if applicable.
You can specify the account for employer liability, if applicable.
The work classification code entered on the employee's record will automatically display for the earning/deduction on the manual check, but you can override it.
All of the taxes with employee withholding that are assigned to an employee automatically display in this field. Enter each applicable tax withholding amount from the manual check.
Enter the withholding amount for each applicable tax from the manual check.
If you are overriding an Amount Per Hour or Percentage Of Base tax that is calculated by the week (such as Hawaii SDI or New York SDI) rather than on an annualized basis, enter the number of taxable weeks worked for the pay period.
Enter the factor by which wages subject to the tax should be annualized. For example, if you are paying two weeks' wages to a weekly employee, enter 26 as the annualization factor.
If you leave the Annualization field blank, the system uses the employee's frequency to annualize the tax.
If you want to assign optional fields to this earning/deduction or tax, click the Use Optional Fields column to open the Optional Fields entry table. You must have already defined optional fields in Payroll Setup Optional Fields setup, as described in Optional Fields.
On the Optional Fields entry table, enter or change optional field information as you require.
- You can accept or change any default values that appear.
- To add a different optional field, press Insert on the keyboard, then use the Finder to select the code for the optional field you want to use. Note that you can select only optional fields that you set up previously for the earning/deduction or tax, using the Optional Fields setup window.
- If an optional field requires validation, you must enter a value that is specified for the optional field in Common Services. (If the optional field allows a blank, you can leave the field blank.) Otherwise, you can enter any combination of characters that is consistent with the type of field (text, amount, date, and so on).
- To delete an optional field, click it on the list, and press Delete on the keyboard.
When you are finished, click the button to return to the previous window.
The Optional Fields tab displays only if you use the Sage 300 Transaction Analysis and Optional Field Creator.
Optional fields that you set up for automatic insertion in manual checks automatically display on this tab, along with their default values. For information about setting up optional fields before you use them here, see About Optional Fields.
Note: You can accept or change any default values that display on this tab.
Use the Finder to select the optional field codes you want to use for each type.
You can define an unlimited number of optional fields for each type, providing the optional fields are set up in Payroll Setup Optional Fields for use in your system. When you select an optional field code the program displays the description for the optional field.
Note: If you want to retain Sage HRMS Payroll optional field information when you create batches for General Ledger, you must use the same optional fields for transactions in Payroll as you use in General Ledger.
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.
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.