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How do I create an ACH file after posting payroll?


Creating an ACH file after you post payroll requires recreating the payroll run. However, you will NOT post this payroll run.

 To create a new ACH file after posting payroll
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Enter the Time Sheets to match the payroll run you are recreating.
  4. Click OK.
  5. Click Print Payroll Checks and print these on plain paper.
  6. Click Create ACH File to process and save the file.
  7. To clear the payroll run without posting, click Reset Payroll.
  8. Click Enter Time Sheets.
  9. To clear time sheets for the next payroll run, click Clear All.

 

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Can I reprint the Payroll Journal or Check Register?


After posting payroll, you cannot reprint the Payroll Journal; however, you can print the Accumulation Report to display the same information listed on the Payroll Journal.

 To print the Accumulation Report
  1. Under Generate Reports, click the Reports tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Under Journals, select Accumulation Report.
  4. Under Report Options, enter the date of the payroll run you want to view.
  5. To customize the report, click Customize. Otherwise, click Preview or Print.



You can reprint the Check Register anytime.

 To print the Check Register Report
  1. Under Generate Reports, click the Reports tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Under Journals, select Check Register Report.
  4. Under Report Options, enter the date of the appropriate payroll run.
  5. To customize the report, click Customize. Otherwise, click Preview or Print.

 

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Why are taxes not withheld for an employee?


When taxes are not withheld for an employee, check these three areas:

  1. The appropriate tax tables are listed on the employee's record.
  2. The number of exemptions — The number of exemptions affects the amount of taxes withheld from an employee. The higher the exemptions, the less taxes are withheld. Using 99 in the number of exemptions does not withhold any taxes, but records the income as taxable on Form W-2.
  3. The appropriate tax flags are marked on the Pay Type.

 

 To verify tax table information
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Employees and click Go .
  3. Select the employee whose taxes are not being withheld, then click Edit.
  4. On the Taxes tab, under Tax Tables, verify that:
    • Federal (required) = 001 (Married) or 002 (Single)
    • EIC (optional) = 003 (Married Filing Alone), 004 (Single), or 005 (Married Both Filing)
    • State (required) = Appropriate State Tax Table
    • Local 1, 2, and 3 (optional) = Appropriate Entered Local Tax Table

Tip

The following states do not require a State Tax Table: Alaska, Florida, Nevada, New Hampshire, South Dakota, Tennessee, Texas, Washington, and Wyoming.

In Payroll Setup, you can select Warn if Federal Tax Code is not assigned and Warn if State Tax Code is not assigned to display a message if you try to save an employee's record without completing the Federal or State Tax tables.

 To verify the tax flags
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Select Pay Types.
  4. Edit the Pay Type associated with the employee in question.
  5. Verify that Federal, State, and FICA taxable are marked if they apply. The taxes do not calculate if the Pay Type is not marked as taxable.

 

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How do I void a payroll check?


Besides these steps, see the Voiding Payroll Checks help topic.

 To void a payroll check

 

  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. In Payroll, click Enter/Post Payroll, then click Reprint/Void Checks.
  4. Click Void Posted Checks.
  5. Select the appropriate Bank and Period (MTD, YTD, or ALL).
  6. Locate the check and mark the Void column.
  7. Click Void.
  8. When the confirmation message displays, click Yes.
  9. Select the appropriate GL Post Month/Year.
  10. Enter the Payroll Void Date. Make sure the void date matches the date of the actual check.
  11. Enter the appropriate Transaction Source and Void Explanation.
  12. Click Post Void.

 

 

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Why is an adjustment not calculating on a check?


When adjustments are not calculating for an employee, be sure to verify:

  1. The adjustment pay period is marked.
  2. The adjustment global limit is correct.
  3. The adjustment limit set on the employee's record.


On each adjustment, pay periods are marked to tell the program when to calculate the adjustment. When processing the Payroll Journal, you must select a pay period. If this does not match the pay period selected on the adjustment, the adjustment is not calculated on the check run.

 To verify the pay period marked
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Select Adjustments.
  4. Select the adjustment you want to verify, then click Edit.
  5. Under For Period, verify that the Periods marked match the period selected under Process Payroll Journal.



If the adjustment is a temporary addition, deduction, or contribution, set a global limit for the maximum amount or percentage. The adjustment becomes inactive when the limit is reached. If employees have a global adjustment associated with their records, the specified amount or percentage is the default on the employee records.

 To verify Global Limit
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Select Adjustments.
  4. Select the adjustment you want to verify and click Edit.
  5. Verify that the Global Limit is correct. (Enter $0.00 if there is no limit to the adjustment).



At times, you may limit temporary additions, deductions, or contributions that are different for each employee. In this case, set an individual limit when adding the adjustment to the employee's record.

 To verify individual limit
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Employees and click Go .
  3. Select the appropriate employee and click Edit.
  4. Edit the appropriate adjustment.
  5. Verify that the Individual Limit is correct. (Enter $0.00 if there is no limit to the adjustment).

 

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What do I do if an employee loses a check?


If an employee loses a check, you can reprint the payroll check with the original check number or a new check number.

Tip

Remember to call the appropriate institution to place a stop payment or hold on the lost check.

 To reprint a check using a different check number
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Reprint/Void Payroll Checks.
  4. Click Reprint Posted Checks.
  5. Select the appropriate Bank and Period (MTD, YTD, ALL).
  6. Locate the check and mark the Reprint column.
  7. Click Print.
  8. When the confirmation message displays, click Yes.
  9. Enter the check number to be printed in the First Check Number field.
  10. Click Print. This changes the check number on the check that was originally posted.

 

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What if I accidentally close the month in Payroll?


If you accidentally close the month in Payroll, you can change the Posting Month in Payroll Setup. You can change the Posting Month at any time in Payroll, and it is independent of all other Financial modules.

 To change the Posting Month
  1. Under Advanced Tools, click the Settings tab.
  2. In the drop-down list, select Payroll and click Go .
  3. On the Posting tab, select the correct Posting Month in the drop-down list.
  4. Click OK.

 

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How do I correct a payroll void date on a voided check?


Sometimes when a check is voided, the Void Date is entered incorrectly. These mistakes are usually found when completing Forms 941 or W-2.

You can correct the void date by making a backup then using the PRVOIDFX utility.

 To make a backup
  1. Have everyone exit ACS People and Financial Suites.
  2. On the Windows Taskbar, click Start > All Programs > ACS Technologies > ACS Tools > ACS Backup. On versions prior to ACS 2006, point to ACS>Backup.
  3. Login with your normal user name and password.
  4. Under Files to Backup/Restore, select Financial Modules, then click Backup.
  5. At the top of the next screen, select the location where you want to save the backup.
  6. Once you select the location, give the backup a name. The default is awfndata.zip for Financials.
  7. Click Save.
  8. When the confirmation message displays, click Yes.
 To correct a payroll void date
  1. Open Utility Manager, then click Support Programs.
  2. Enter the Support Password. You must call ACS Support at 800.669.2509 to obtain this password.
  3. On the Financials tab, click Payroll.
  4. Double-click PRVOIDFX.EXE.
  5. Click Run Utility.
  6. Select the appropriate Dataset.
  7. If changing for one employee, select the Employee Number. If changing for multiple employees, skip this step.
  8. Enter the original Check Date.
  9. If changing only one check enter the Check Number. If changing multiple checks, highlight each check to change by holding down the Ctrl key and clicking each check.
  10. Enter the New Void Date and click Apply.
  11. When the confirmation message displays, click Yes.
  12. Click OK, then Close.


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My Payroll did not post to General Ledger. Checks are not in GL Inquiry


First, verify that the checks are not in General Ledger. Then, reset payroll and process the payroll journal again. Mark the checks as printed and post them. 

 To locate a transaction using specific text
  1. Under Manage Records, select the Transactions tab.
  2. In the drop-down list, select General Ledger Transactions and click Go.
  3. Click Add/Edit Transactions.
  4. Click Filter by, then click Find Transaction.
  5. Click on the Text Search tab.
  6. Select Explanation or Comment.
  7. In the search text box, enter the text.
  8. Under Match, select an option for matching upper or lower case, Case Sensitive, Ignore Case, or Exact Match.
  9. Click Find Text.
  10. On the Search Results tab, select the transaction you want to view, then click Return Selection.
 To reset payroll
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks, then click Go .
  3. Click Reset Payroll.
  4. If there are checks in the system, a confirmation message displays. Click Yes.
 To process and print the Payroll Journal report
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Process Payroll Journal.
  4. Select the Pay Period with the adjustments that you want to process for the employees' checks. 
  5. Select the Period Start and Period End dates.
  6. In the Check Date field, enter the date you want to print on the checks.
  7. Select the appropriate option to print the journal in summary or in detail.
    • The summary includes the total number of ACH checks, gross wages, additions, taxes deducted, other deductions, employer and employee federal tax liability information, and any other employer contributions.
    • The detail includes the summary report's information as well as each individual employee's wage totals, taxes and deductions, accumulated time, and net and gross pay.
  8. Click OK.
  9. To print the report, click Print. To preview before printing, click Preview.
 To mark checks as printed
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Preview/Issue Checks.
  4. Click Preview Current Checks.
  5. Select Printed? to mark this check as a printed check. When you select this, the check does not print, but it does post to the general ledger. Make certain to enter the correct check number of the printed check in the Check No. field.

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