A Payroll Entry is a specialized Operating Expense only utilized to record payroll information and generate Checks for Employees in Design Manager.
When adding a Payroll Entry, the Vendor Deposit, Invoice, or Operating Expense Window has the following fields:
Pay With: The Pay With selection allows the user to choose the method of payment for the Vendor Deposit, either by Check/Wire Transfer or a Credit Card. The "A Check" will be the only selection that can be made until a Credit Card Account has been defined in the Accounts Glossary or additional Accounts Payable Payment Type has been created. For more information on defining Credit Cards in Design Manager, see Paying a Vendor with a Credit Card while adding additional A/P Payment Types is described in under Accounts Payable Payment Types and the Company Information Window - A/P Payment Types.
Employee: The Code of the Employee which the Payroll Entry is being recorded. The Employee Name will be displayed upon entering or selecting a valid Employee Code. Further, all of the Employee Payroll Accounts from the Employee / Manager / Salesperson Window - Payroll Tab will be displayed in the Payroll Account Distributions Grid. To locate the desired Employee Code using the Employee / Manager / Salesperson Search Window, click the Search button.
Period: The Period is used to record a description of the Payroll Entry, most commonly the date range for which the Payroll Entry covers (i.e. “10/30/08 through 11/10/08”). A Period, however, must be entered.
Check Date: Input the date that will appear on the Payroll Check into the Check Date field. A Check Date must be entered.
Due Date: The Due Date is the date by which the Employee should receive payment for the Payroll Entry and will default from the Check Date.
Transaction Description (Trans. Desc.): This is an optional field which allows the user to enter a brief description of the Payroll Entry transaction.
Payroll Account Distributions Grid: All of the Employee's Payroll Accounts will automatically be displayed in the Payroll Account Distributions Grid. The Payroll Accounts are the Expense Accounts for the salary, bonus, commissions, etc. for Employee along with any Liability Accounts for federal and state withholdings, health insurance, Social Security, etc. The grid has the following columns:
| • | Account Number: The Account Number for the Expense or Liability Payroll Account. |
| • | Account Name: The Account Name for the Expense or Liability Payroll Account. |
| • | Amount: The proper amount attributed to the Account. |
Add and Edit: The Add and Edit buttons allow the user to enter a new Payroll Account Distribution or revise an existing Distribution on the Payroll Account Distribution Window, respectively.
Delete: To remove a Payroll Account Distribution, highlight the entry on the Payroll Account Distribution Grid and click the Delete button.
Net Pay: The Net Pay is the sum of the Amounts of all Payroll Accounts and represents the total amount that will ultimately be paid to the Employee for the Payroll Entry.
Notes: Any internal information regarding the Payroll Entry can be entered in the Notes field. The Notes will be displayed on the Existing Vendor Payables Grid of the Vendor Deposits, Invoices, and Operating Expenses Window - Existing Tab and certain Accounts Payable reports.
Hand Check/Wire Transfer (Hand Chk / Wire Trans): If a hand written check, wire transfer, or debit card is used to pay the Vendor Deposit, click this button to open the Hand Check / Wire Transfer Window. The Hand Check / Wire Transfer Window allows the user to enter a Check Number, or automatically create a Wire Transfer Number, and date to record the payment in the Checkbook.