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FINANCE MANAGER II PAYROLL MODULE LITE USER'S MANUAL Version 1.3f Hooper International P.O. Box 62219 Colorado Springs, CO 80962 Copyright (C) 1986-1989 by Hooper International All rights reserved. COPYRIGHT NOTICE FINANCE MANAGER is not a public domain program. It is Copyright (C) 1986-1989 by Hooper International. No part of this manual may be reproduced, translated, in any form or by any means, without the prior written permission of Hooper International. The software described in this manual is protected by copyright laws. Copyright (C) 1986-1989 Hooper International RESTRICTED PERMISSION TO COPY Clubs and other non-profit organizations are granted permission by Hooper International to copy the evaluation version of this program, as well as its documentation, for member use only. It is imperative that you be aware that said member use is subject to the following strictly-enforced restrictions: No price may be charged, by club or user group, for the software or documentation. A distribution fee may be charged solely for the cost of the diskette, as long as the total charge does not exceed $8. It is imperative that club members be informed of the user-support concept, which allows them to become familiar with FINANCE MANAGER through evaluation and hands-on use. It is also imperative that member users be informed that the program as well as its documentation is the sole property of Hooper International. Members, without exception, must be encouraged to support its use by sending their user payments directly to Hooper International. This software and documentation is fully copyrighted by Hooper International and may not be modified in any way or manner whatsoever. The complete package must be distributed intact, as a self-complementing unit. i WARRANTY INFORMATION HOOPER INTERNATIONAL LICENSES THIS SOFTWARE AND MANUAL "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE PARTICULAR PURPOSE. HOOPER INTERNATIONAL DOES NOT WARRANT THAT THE "FINANCE MANAGER" SOFTWARE WILL MEET YOUR REQUIREMENTS, OR THAT THE OPERATION OF FINANCE MANAGER WILL BE UNINTERRUPTED OR ERROR FREE. IN NO EVENT WILL HOOPER INTERNATIONAL BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, INDIRECT OR OTHER DAMAGES, INCLUDING ANY LOST PROFITS, LOST SAVINGS, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OF, OR INABILITY TO USE, THESE PROGRAMS, EVEN IF HOOPER INTERNATIONAL HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY OTHER PARTY. Please keep in mind, WE DO NOT ACCEPT RETURNS OR GIVE REFUNDS ON REGISTERED COPIES. Instead, we give you every opportunity to try the software before you decide to register your copy. We will, however, replace defective disks for a minimal shipping and handling charge of $5.00, for up to a period of 90 days from initial shipping date. Please note that defective disks must be returned prepaid and insured by sender. In this way, we are assured of complete customer satisfaction. And, as you can see, we value your business. Information in this manual is subject to change without notice and does not represent a commitment on the part of Hooper International. This product could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes may be incorporated in new additions of this publication. PRODUCT INFORMATION FINANCE MANAGER II is an extraordinary, easy-to-understand, user-supported software package. Since we are dedicated to customer satisfaction, we heartily recommend that you take advantage of the incredible money-saving opportunity that we offer, allowing you to use the evaluation copy in order to determine its suitability to your individual financial application. Please do this, and discover for yourself that this software is easy to use and certainly what you've been hoping it would be, before registering your copy with us. We sincerely value customer satisfaction. Since we are so confident of your satisfaction with our software, we are able to offer evaluation copies at an unbelievable minimal cost to you. We therefore urge you to take advantage of inspecting and evaluating this software, including hands-on use for your particular needs and financial applications. This is an unprecedented opportunity for complete customer satisfaction before you make any outlay of money for an individually-registered copy. We want your name to be added to our ever-growing list of satisfied customers throughout the world! ii Finance Manager II is User-Supported (Shareware) software. If you are using this software, and find it to be of value to you, your payment is necessary and appreciated. You are encouraged to copy this software and share it freely with others. You have the luxury of trying out the complete programs, at your own pace and in the comfort of your own home or workplace. This is not a crippled or "demo" copy, but the complete working version of the program. After you have used Finance Manager for a reasonable evaluation period you should either discontinue use of the program or purchase a licensed copy from Hooper International or from an authorized dealer. Your support is important and greatly appreciated. With it, User-supported (Shareware) authors are encouraged to design and distribute new products. Without it, a great deal of high quality, low cost software will cease to be available. _______ ____|__ | (tm) --| | |------------------ | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |-------------------- |___|___| MEMBER Hooper International is a member of the Assocication of Shareware Professionals and agrees with the association's standards of integrity in software distribution. iii FINANCE MANAGER II - Payroll TABLE OF CONTENTS COPYRIGHT NOTICE ............................................... i RESTRICTED PERMISSION TO COPY .................................. i WARRANTY INFORMATION ........................................... ii PRODUCT INFORMATION ............................................ ii SECTION ONE - GETTING STARTED 1a - Introduction .......................................... 3 1b - System requirements ................................... 4 1c - System Flowcharts ..................................... 5 1d - Using the demo accounts ............................... 6 1e - Running the Payroll module ............................ 6 SECTION TWO - THE PAYROLL MAIN MENU ............................ 8 SECTION THREE - EMPLOYEE ACCOUNTS .............................. 9 3a - What are employee accounts ............................ 9 3b - Employee accounts organization ........................ 9 3c - Employee accounts data fields ......................... 9 3d - Getting familiar with employee accounts ............... 12 3e - Entering your own employee accounts ................... 12 3f - Changing existing employees ........................... 17 3g - Deleting employees .................................... 17 3h - Suggested method for setting beginning balances........ 18 SECTION FOUR - TRANSACTIONS .................................... 20 4a - What are transactions ................................. 20 4b - Transaction data fields ............................... 20 4c - Getting familiar with transactions .................... 21 4d - Entering transactions ................................. 21 4e - Changing existing transactions ........................ 23 4f - Deleting transactions ................................. 25 4g - Points to remember .................................... 25 SECTION FIVE - REPORTS ......................................... 26 5a - General instructions for generating reports ........... 26 5b - Printing the Payroll Journal .......................... 27 5c - Printing the Payroll Register ......................... 28 5d - Printing the Check Register ........................... 29 5e - Printing the Vacation and Sick Report ................. 29 5f - Printing the Employee Listing ......................... 30 5g - Printing the Employee Address Labels .................. 32 5h - Printing the Paid Payroll Recap Report ................ 33 5i - Printing the Quarterly Tax Summary .................... 34 5j - Printing the Non-Posted Transaction Journal ........... 34 5k - Printing the General Ledger Distribution Report........ 34 SECTION SIX - WRITING EMPLOYEE PAYCHECKS ....................... 36 6a - Printing Checks ....................................... 36 6b - Voiding printed checks ................................ 37 6c - Entering manual checks ................................ 37 Page 1 FINANCE MANAGER II - Payroll SECTION SEVEN - OTHER FEATURES AND FUNCTIONS ................... 39 7a - Configuration settings ................................ 39 7b - Sorting transactions .................................. 43 7c - Posting to the General Ledger ......................... 44 7d - Payroll tax tables .................................... 45 7e - Printing end of year W-2s ............................. 47 SECTION EIGHT - ENHANCEMENTS & HINTS ........................... 49 8a - Enhancements by version ............................... 49 8b - Helpful hints and suggestions ......................... 49 SECTION NINE - PAYROLL DISK FILE NAMES ......................... 51 APPENDIX A - SAMPLE REPORTS .................................... 52 USER COMMENT FORM .............................................. 63 ORDER FORM ..................................................... 64 Page 2 FINANCE MANAGER II - Payroll SECTION ONE - GETTING STARTED 1a - INTRODUCTION The FINANCE MANAGER Payroll module gives you comprehensive, accurate payroll-related information on as many as 1,000 employees. This easy to learn, easy to use module provides a very efficient way for you to record important employee information such as hire date, earnings, deductions, sick leave, overtime, vacation, holiday and extra income/deductions. It also provides automatic tax calculations for your deductions and liabilities, printing of payroll checks and W-2s, supports both hourly & salaried employees either paid weekly, biweekly, semi-monthly or monthly and is fully integrated into the General Ledger Module. Some of the helpful, time-saving and outstanding features of this module are as follows: * Employee accounts features - Up to 1,000 employees - Alpha/Numeric account numbers - Allows Extra Income and Deductions for each employee - Automated calculation of payroll deductions - Enter prior payroll beginning balances - Supports weekly, biweekly, semi-monthly or monthly payroll - Employee listing - Three sorting options on employee labels - Pop-Up window displays employee account numbers * Transaction entry features - Automatic multiple G/L distribution - Up to 32,000 transactions per year - Allows changing of calculated payroll deductions - Pop-up window displays employees and account numbers - Enter any extra income or deductions - Multiple field transaction search capabilities - Sort by date, employee, check # and transaction input order - Ability to delete paid and posted payroll transactions * Check writing features - Use standard window envelopes (same envelopes as A/R and A/P modules) - Can input manual checks - Ability to void checks - Uses continuous form checks (Nebs check # 9001) - Select checks by any pay period * Reports features - Provides full range of reports including: Page 3 FINANCE MANAGER II - Payroll Payroll Journal Payroll Register Check Register Vacation and Sick Report Employee Listing Address Labels Paid Payroll Recap Quarterly Tax Summary Non-Posted Transaction Report General Ledger Distribution Prints employee's W-2s - Print reports on your printer, or - Save reports on disk - Display reports on screen - Reports may be printed multiple times * Integration - Transactions can be posted to the General Ledger with no additional inputs required * Fiscal year features - Use with any fiscal year - Multiple years on-line at one time - Books need not to be closed in order to begin next month or year * System features - Post to G/L in summary or detail format - Posts each check written to proper G/L account - User modifiable tax table - Usable in every state - Automatic calculations for State deductions in most States - Select location of Employee address on check - No monthly closing hassle to go through - Allows you to post or pre-date all transactions - Posts only Paid Payroll to G/L 1b - SYSTEM REQUIREMENTS - FINANCE MANAGER II General Ledger version 1.3 - IBM PC, XT, AT, PS/2, or compatible - 384K memory (more memory allows more employees) - Two 360K disk drives (or 1 DSHD or Hard disk) - Dos 2.0 or higher Page 4 FINANCE MANAGER II - Payroll 1c - SYSTEM FLOWCHARTS ---------------------- | PAYROLL MAIN MENU | ---------------------- | ----------------------------------------------------------- | | | | | | INPUT CHANGE/DELETE REPORTS UPDATE PAYROLL PAYROLL TRANSACTIONS TRANSACTIONS MENU EMPLOYEE CHECKS UTILITY ACCOUNTS MENU MENU ------------------------ | PAYROLL REPORTS MENU | ------------------------ | --------------------------------------------------------------- | | | | | | | | | | PAYROLL | CHECK | EMPLOYEE | PAID | NON-POSTED | JOURNAL | REGISTER | LISTING | PAYROLL | TRANSACTIONS | | | | RECAP | JOURNAL | | | | | | PAYROLL VACATION EMPLOYEE QUARTERLY GENERAL REGISTER & SICK ADDRESS TAX LEDGER REPORT LABELS SUMMARY DISTRIBUTION ----------------------- | PAYROLL CHECKS MENU | ----------------------- | --------------------------------------------------- | | | PRINT VOID MANUAL CHECKS CHECKS CHECKS -------------------------- | PAYROLL UTIILITY MENU | -------------------------- | ----------------------------------------------------------- | | | | | | SORT | END OF | PAYROLL | TRANSACTIONS | PERIOD | TAX | | POSTING | TABLES | | | | POST PAYROLL PRINT END TRANSACTIONS CONFIGURATION OF YEAR TO G/L SETTING W-2s Page 5 FINANCE MANAGER II - Payroll 1d - USING THE DEMO ACCOUNTS Included at no extra cost with the "Payroll" module, is a set of sample/demo accounts for practice use. On your disk are some files with the name of "WORK". In order to use these demo files, simply copy all of the "WORK.*" files onto a blank disk to be used as your demo disk. When starting up FINANCE MANAGER, use this disk as your data disk and put it in the appropriate disk drive (usually B:). When FINANCE MANAGER asks you for the File name, enter "WORK". The use of these demo files will very likely get you going faster and help you to use this module to your best advantage. It is important to remember that you do not use these demo files when you are setting up your own live data, since demo files obviously contain existing practice-only data and demo employees. Setting up a new "live" set of books, however, is very simple and is thoroughly described in the following section. 1e - RUNNING THE PAYROLL MODULE To run the "Payroll" module, you must first install it by following the instructions under "Installing FINANCE MANAGER" in the "Getting Started" Manual. After it is installed, follow the simple steps in the order given below: 1. Start up FINANCE MANAGER per the instructions in the "Getting Started" manual. Upon starting FINANCE MANAGER, you must decide to use either live data or the practice-only demo accounts data on the Payroll Documentation & Demo disk. If you prefer to practice and experiment, you should remember to use the Demo disk. If you wish to set up your own live Payroll, you should put your FINANCE MANAGER General Ledger data disk in your drive B: (not necessary if you have a hard disk). 2. At the disk drive prompt, enter the disk drive letter where you put your Demo or G/L data disk, usually drive B: (or C: if you have a hard disk). 3. At the Enter Filename prompt, enter the name of the data file you want to use ("WORK" if you have the demo disk in drive B:, or if you are using your live G/L data files enter the filename you are using for your live data). Remember, you can only use this module if you have previously set up your General Ledger data files using the General Ledger module. When using the demo data files, this has already been done for you. 4. You will now be at the FINANCE MANAGER Master Menu. 5. OPTIONAL: If you have not already done so (when you set up your G/L data files), you may go to the System Utilities Menu and change any system defaults. This may, however, be done at any time and is not necessary to run FINANCE MANAGER. We do, however, suggest you set up the "Compressed" and "Normal" print codes before printing the Payroll reports, since you will find it is required for a few of them. Page 6 FINANCE MANAGER II - Payroll 6. Next you must add several accounts to your General Ledger Chart of Accounts. See section 7a for details. These G/L accounts are required to use the Payroll module. See your General Ledger documentation manual on setting up your Chart of Accounts. If you have these accounts already set up in your General Ledger Chart of Accounts, this step is not necessary. 7. From the FINANCE MANAGER master menu: If you have floppy disks, put your Payroll program disk into drive A: (if you have not already done so). Then select menu "F5", and this will take you into Payroll. If this is the first time you are using Payroll for this set of books, the system will ask you: "Create new file (Y/N):_", which you should answer with a "Y". This procedure will create all the necessary Payroll data files. Don't worry it will not damage your General Ledger data files. 8. From the Payroll main menu select "F6", and then "F4", in order to set up your Payroll configuration settings. This step is important since it will set up the interface with your General Ledger Chart of Accounts. See section 7a for details. 9. Return to the Payroll Utilities menu and select "F5", to set up your tax tables. These tax tables will calculate federal, state and city taxes as well as Earned Income Credit. See section 7d for details. 10. Return to the Payroll main menu and select "F4" to set up your employees. See section 3 on employee accounts. 11. After setting up your employees, you may print an employee listing report. See section 5 on reports. 12. Return to the Payroll main menu and select "F1" to input transactions. See section 4 on transactions. 13. After you have entered some transactions, you may print a Payroll Register report (select "F2" from the Payroll Reports menu) to see what you have entered. See section 5 on reports. 14. Print any other reports as required. The most useful reports are "PAYROLL REGISTER" and the "PAID PAYROLL RECAP". These basic steps are merely intended to show you the order of events in setting up new Payroll books. Page 7 FINANCE MANAGER II - Payroll SECTION TWO - THE PAYROLL MAIN MENU The Payroll Main Menu is the starting point for all of the various Payroll functions. It is a sort of "Table of Contents" for the Payroll module. It can guide you to all of the other useful sub-menus and practical features of the time and money-saving Payroll module. The Payroll Main Menu appears as follows: ----------- PAYROLL MAIN MENU ---------- | | | ESC Return to Master Menu | | F1 Input TRANSACTIONS | | F2 CHANGE/Delete Transactions | | F3 REPORTS Menu | | F4 Update EMPLOYEE ACCOUNTS | | F5 Payroll Checks Menu | | F6 Payroll Utility Menu | | | | | | | | | | ENTER YOUR SELECTION: | | Payroll configuration not set up | ---------------------------------------- Note that many of the selections are used to go on to other menus. All of the menu selections are discussed in later sections in this documentation. If you get a message, as above, saying "Payroll configuration not set up" or "Tax Tables not set up" you should set up these configurations by selecting "F6", "PAYROLL UTILITIES MENU" to set these items up. For clarification, these procedures are discussed in Section Seven. As mentioned above, it is essential that you set up your configuration. Jump to Section 7a to complete that easy-to-follow procedure before continuing. The next step is to set up your employee accounts. This procedure follows in Section Three. Page 8 FINANCE MANAGER II - Payroll SECTION THREE - EMPLOYEE ACCOUNTS Your Employee Accounts are the foundation of your Payroll. To set up, or to change your employees, select "F4 Update EMPLOYEE ACCOUNTS" from the Payroll main menu. 3a - WHAT ARE EMPLOYEE ACCOUNTS Your employee accounts are used to keep track of all of your employees, their address, overtime, holiday, sick leave, the amount of time they worked, Pay frequency, deductions and liabilities. It is important to remember that any person that is drawing a paycheck from you, should be set up as an employee. Whenever you hire a new employee, you must set up this new person in the employee accounts. WHEN YOU ENTER A NEW EMPLOYEE INTO FINANCE MANAGER HAVE THE EMPLOYEES COMPLETED W-4 FORM NEXT TO YOU, AS MOST OF THE INFORMATION YOU WILL ENTER WILL COME DIRECTLY FROM THE EMPLOYEE'S W-4 FORM. Each employee must be given a unique employee account number, which can be any alphanumeric input up to four characters long. This account number will then be used whenever you are entering transactions for that employee. 3b - EMPLOYEE ACCOUNTS ORGANIZATION Your employee account numbers, and their order within the program, are totally up to you. An important consideration for your employee account numbers is to group your employees into account number ranges or in alphabetic order. For example, give all of your employees who work in shipping, account numbers 9000-9999. This may be useful when printing reports. Remember to always leave enough room for new accounts to be added within your selected range. 3c - EMPLOYEE ACCOUNTS DATA FIELDS Each account number in your employee database represents one specific employee. Along with this employee account number are kept other elements of information about each employee. When setting up an employee account, the following information will be needed: EMPLOYEE NUMBER An alphanumeric input up to four characters used to identify each employee. This can be any number or group of letters or a combination of the two. ACTIVE Enter "Y" if the employee is currently working for you or "N" if he is not and you do not want FINANCE MANAGER to continue to update his file. NAME Enter the employee's full name (how it is listed on his W-4 form). We suggest that you enter last name, comma (,), first name. FINANCE MANAGER will reverse the employee's name when printing labels, checks or W-2s. If you do not put a comma (,) between last and first names, the employee's name will be printed as input. Page 9 FINANCE MANAGER II - Payroll ADDRESS Enter employee's address. This address is used when printing address labels, employee paychecks and W-2s. ADDRESS Enter second address line if any. CITY Enter employee's city. STATE Enter employee's two digit State or Province code. ZIPCODE Enter employee's zip or postal code. PHONE Enter up to 12 characters. May be used for other information if needed. SEX(M,F) Enter either "M" for male or "F" for female. MARITAL(S,M) Enter marital status of employee as shown on his W-4, used in calculating taxes and withholding. Enter either "S" for single or "M" for married or "H" for head of household. DEPT If you are using departments, enter the department for this employee. HIRED Enter employee's actual hire date. HOURLY/SALARY(H,S) This field determines how each employee's pay is to be calculated. Enter either "H" for hourly or "S" for salary. FREQUENCY(W,B,S,M) This field determines how employee's pay and payroll deductions are calculated for taxes and withholding. Enter length of pay period. Either "W" for weekly, "B" for biweekly, "S" for semi-monthly or "M" for monthly. PAYRATE Enter amount employee is paid. Amount per hour for hourly employees. Amount per pay period for salary employees. Enter between .01 and 999999.99. OVERTIME Hourly employees only. Enter Overtime hourly pay rate. Enter between 0.00 and 99.99. HOLIDAY Hourly employees only. Enter Holiday hourly pay rate. Enter between 0.00 and 99.99. SOCIAL SECURITY NUMBER Employee's social security number as listed on his W-4. DEDUCTIONS FEDERAL Enter number of Federal deductions employee (FWH) claimed on his W-4. Enter between 0 and 99. Enter 99 if no deduction is to be taken out. Page 10 FINANCE MANAGER II - Payroll DEDUCTIONS STATE Enter the number of State deductions. This number (SWH) will be used to calculate State Payroll Deduction amounts. Enter 99 if no deduction is to be taken out. DEDUCTIONS CITY Enter the number of City deductions. This number (CWH) will be used to calculate City Payroll Deduction amounts. Enter 99 if no deduction is to be taken out. (optional) EIC 0-2 Enter the number of Advanced Earned Income Credit (if any) the employee claimed on his W-5. If employee does not fill out a W-5 form he cannot be eligible for Advance Earned Income Credit. Enter between 0-2. "0" not eligible for EIC, "1" one person in family eligible and "2" husband and wife eligible for EIC. PAY FICA, FUTA, Use if FICA (Social Security), FUTA (Federal SUTA, SDI Unemployment), SUTA (State Unemployment) or SDI (State Disability Insurance) will be paid for employee. Enter either "Y" if will be paid or "N" if will not be paid. For each category that will be paid you must set up an account in the G/L Chart of Accounts. The same account numbers must also be entered in the Payroll Configuration. See section 7a for details. OTHER Used for other payments required by law to be paid by employer (Optional). STATE ANNUAL A few States have "STATE EXEMPTIONS". If your EXEMPTIONS State does not have any skip this field (enter 0). Otherwise enter the total dollar amount for the number of exemptions employee claimed on his W-4 form. (Multiply number of exemptions on W-4 by dollar amount your state allows for each exemption claimed). NOTE: May also be used for any additional dollar amount that is needed to be subtracted from gross income if the number of state deductions on this form and the annual deduction amount in the tax table, when multiplied, are not the correct total dollar amount for deductions claimed on employee's W-4. STATE ANNUAL A few states have "TAX CREDITS". If your state TAX CREDIT does not have any skip this field (enter 0). Otherwise enter the total dollar amount of tax credit for this employee. EXTRA TAXES Enter the dollar amount for extra Federal, State or City taxes the employee wants withheld from his paycheck per pay period according to his W-4. EXTRA AMOUNTS Enter extra amounts paid to, or deducted from employee's pay (per pay period). Examples: Car Page 11 FINANCE MANAGER II - Payroll allowance added back into pay, or Insurance taken out. ACCRUAL RATES Number of hours (per pay period) of vacation and sick pay that are accrued. Enter hours accrued between 0 and 99.999. 3d - GETTING FAMILIAR WITH EMPLOYEE ACCOUNTS Before beginning to enter your own employee accounts, practice adding, changing and deleting employee accounts by using the WORK demo file. This will familiarize you with how to enter, change or delete employee accounts. Changing and deleting employee accounts is described in easy to follow lay mans terms in the following sections. 1. From the Payroll Main Menu select "F4" on the menu. You will then be prompted for the following information: Employee Num:____ Active(Y/N):_ Social Security Number:_____________ NAME :_______________________ Deduction:FWH:__ SWH:__ CWH:__ EIC:_ ADDRESS:_______________________ PAY FICA:_ FUTA:_ SUTA:_ SDI:_ OTH:_ ADDRESS:_______________________ STATE ANNUAL: Exemption :_________ CITY :______________ STATE:__ Tax Credit:_________ ZIPCODE:________PHONE:_________ EXTRA TAXES: Federal :_________ State :_________ Sex(M,F):_ Marital(S,M):_ Dept:___ City :_________ Hired :__-__-__ Hour/Salary(H,S):_ EXTRA AMOUNTS:Earnings :_________ Frequency(W,B,S,M):_ Payrate:_____ Deductions:_________ Overtime:___________ Holiday:_____ ACCRUAL RATES:Vacation :_______ Sick :_______ 3e - ENTERING YOUR OWN EMPLOYEE ACCOUNTS When you actually enter your own employee accounts, it would be a good idea to collate your employees into some kind of logical order in your mind. This will be helpful to you later, each time you need to look up employees by account number. In order to enter employee accounts switch to your live data files. To do this, simply return to the FINANCE MANAGER Master Menu (press the ESC key until you are there). When you are at the Master Menu, enter one more ESC. The program will then prompt "DO YOU WANT TO RESTART (Y/N):_" enter "Y". At this point (if you have your data on floppy disks) switch from the Doc and Demo disk to your live G/L data diskette. Select your "real" data file name. From the Master Main Menu select "F5". The system should tell you that it did not find your Payroll files. Enter "Y" at the "Create new Files" prompt. From the Payroll main menu, select "F4" and you will be ready to enter your employee accounts. 1. At the input screen, the cursor will be positioned at the employee account number field. Unless you are entering your very first employee account number, there should be default data in this field. 2. Instead of using the default data (if any), enter a new employee account number of your choice. The step by step input procedure for an example employee account is as follows: Page 12 FINANCE MANAGER II - Payroll 3. First, enter the employee account number. For example: Employee Num:SMIT 4. Input if account is active or not: Active (Y/N):Y 5. Input Employee's full name as it is listed on his W4: Name:John Thomas Smith______________ 6. Input Employee's mailing address: Address:3000 Main Street______________ 7. Input Employee's mailing address: Address:Suite 300_____________________ 8. Input the city: City:Colorado Springs__ 9. Input the state: State:CO 10. Input the zip or postal code: Zipcode:80920_____ 11. Input the employee's phone number: Phone:719-123-4567 12. Input employee's sex: Sex(M,F):M 13. Input employee's marital status: Marital(S,M):S 14. Input the employee's Department (if any): Dept:____ Page 13 FINANCE MANAGER II - Payroll 15. Input employee's hire date: Hired :01-01-89 16. Input if employee is paid by the hour or is on a salary: Hourly/Salary(H,S):H 17. How often you will be paying this employee (see previous section for codes). Frequency(W,B,S,M):B 18. Input employee's payrate PER HOUR. If employee is on a salary enter total pay PER PAY PERIOD. Payrate:10.00____ 19. Input employee's overtime payrate PER HOUR when paid overtime (hourly employees only). Overtime:15.00____ 20. Input employee's holiday payrate PER HOUR when paid for a Holiday (hourly employees only). Holiday:20.00____ 21. Input employee's Social Security Number as listed on W-4 form. Social Security Number :123-45-6789 22. Input the number of Federal deductions listed on his W-4 form. Deduction FWH:1 23. Input the number of State deductions. SWH:1 24. Input the number of City deductions. CWH:1 25. Input the amount of Earned Income Credit (if any) the employee is eligible for and has listed on his W-5 form. (Enter 0 for none). EIC 0-2:1 Page 14 FINANCE MANAGER II - Payroll 26. Input "Y" or "N" if FICA (Social Security) will be due for this employee. FICA:Y 27. Input "Y" or "N" if FUTA (Federal Unemployment Tax) will be due for this employee. FUTA:Y 28. Input "Y" or "N" if SUTA (State Unemployment) will be due for this employee. SUTA:Y 29. Input "Y" or "N" if SDI (State Disability Insurance) will be due for this employee. SDI:Y 30. Input "Y" or "N" if other fees or taxes will be due for this employee. OTH:N 31. Input the total dollar amount to deduct from employee's gross income per year (if any). STATE ANNUAL Exemption:6.65_____ 32. Input the total dollar amount to deduct from employee's State Taxes per year (if any). STATE ANNUAL Tax Credit:20.00____ 33. Input the dollar amount to deduct PER PAY PERIOD for any extra taxes according to employee's W-4 form for the following: EXTRA TAXES: Federal:22.00____ State :13.00____ City :1.50_____ 34. Input the dollar amount per pay period for any extra earnings. EXTRA AMOUNTS: Earnings:20.00____ 35. Input the dollar amount per pay period for any extra deductions. EXTRA AMOUNTS: Deductions:5.00_____ Page 15 FINANCE MANAGER II - Payroll 36. Input the number of hours PER PAY PERIOD that are to be accrued for vacation. ACCRUAL RATES: Vacation:2.125__ 37. Input the number of hours PER PAY PERIOD that are to be accrued for sick leave. ACCRUAL RATES: Sick:1.50___ 38. If you make a mistake in any field, and would like to correct it, you can easily back up to a previous field by pressing the backspace key. 39. After you have entered the data in the Accrual Rates field, the message "Change Beginning Balance Data (Y/N):_" will appear. If you answer with a "N" Finance Manager will continue to item 41. 40. If you answer "Y" Finance Manager will display on the lower half of the screen the following: EMPLOYEE BEGINNING BALANCE: Earnings taxable :0_________ FICA :0_________ Extra Deduct :0___ Earnings Non-taxable:0_________ FUTA :0_________ Withholdings Federal:0_________ SUTA :0_________ Withholdings State :0_________ SDI :0_________ Vacation Hours:0___ Withholdings City :0_________ Oth Tx:0_________ Sick Hours :0___ 41. Enter any preexisting employee balances. These beginning balances will show on your year-to-date reports and W-2. NOTE: Another alternative is to enter individual transactions broken down by pay periods for each employee, and then enter manual checks to pay these transactions. Make sure that you delete any preexisting payroll transactions in the General Ledger. You do not want to have these transactions listed twice. It is always best to start this module at the beginning of the year to avoid any confusion. 42. Once all of the data has been entered correctly, answer "Y" at the "Are inputs correct(Y/N):_" prompt. If you answer with a "N", the cursor will return to the Employee Number prompt and previous input will be ignored. 43. If you answered with a "Y", the new employee account is added and you will automatically return to the employee number prompt. You are then ready for more input. NOTE: Please note that the employee number you have just added is automatically added to the "pop up" window which lists all accounts. Use the cursor keys (when at the employee number field), in order to scroll through the active employee Page 16 FINANCE MANAGER II - Payroll accounts to search for the account you have just added. If you have added your account correctly, it will automatically be in order within this list. The list reads from left to right. 44. The cursor will once again be at the employee number field. Repeat steps 2-41 until you have finished entering all of your employees. 45. Make sure you answer the prompt "Are inputs correct (Y/N):_" with a "Y" to save your inputs before pressing the ESC key. Otherwise all of the data you just entered will be lost and you will have to re-enter it. To leave the current input field and return to the previous menu simply press the ESC key. 3f - CHANGING EXISTING EMPLOYEES The steps below outline the procedure for making changes to your existing employee accounts. 1. Select "F4" at the Payroll main menu. 2. With the cursor at the employee number prompt, type in the account number you wish to change. If you wish to accept the default account press ENTER. To choose a different account, move the highlighted pointer through the account list that appears on the screen by using the up and down keypad arrows. 3. Because the account number you have entered is an existing employee number, the system prompts: ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_ Answer this prompt with "M". You are now in the change mode. 4. Make any desired changes the existing data, but you are not able to change the account number. Press ENTER to leave any field unchanged. 5. If you want to go back to a previous field while you are changing data, you may do so by pressing the Backspace key. 6. After you make the necessary changes to your data, press ENTER or the PgDn key until the system prompts "Are inputs correct (Y/N):_". Type "Y" to save your changes. If you enter a "N", the system will ignore all changes and the cursor will return to the account number field. 3g - DELETING EMPLOYEES When deleting employees, there cannot be any transactions for that employee number. If there are transactions for the account to be deleted, FINANCE MANAGER will not allow the account to be deleted. Page 17 FINANCE MANAGER II - Payroll Be sure to practice deleting accounts on your demo WORK file before you delete a "real" employee from your "real" data files. To delete an employee account follow the steps below: 1. Select "F4" at the Payroll main menu. 2. Then enter the number of the account to be deleted while at the employee account number prompt. The system will then prompt: ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_ 3. Select "D". The system will prompt you "Are you sure (Y/N):_" If you answer with "Y" the account will then be deleted. 3h - SUGGESTED METHOD FOR SETTING BEGINNING BALANCES When setting up your Payroll, as well as employee beginning balances, you must be sure that you are in balance with your General Ledger. This is a vitally important procedure to remember when setting up your books. The following steps will insure that you are in balance: 1. Set up all your employee accounts with a zero beginning balance first. 2. You then have two options to enter any prior payroll balance: 3. You may enter them in the Employee Beginning Balance input fields. These balances will then show as a lump sum on your year-to-date Payroll Register report and W-2s. If you are starting a new accounting year and have preexisting vacation and sick leave balances we recommend for those to be entered as a total sum in there corresponding fields. 4. Or you may enter them as individual transactions (see section 4), broken down by prior pay periods for each employee. We recommend entering all your prior payroll balances as individual transactions. Then enter manual checks to pay all transactions just entered. As these transactions will be posted to the General Ledger you should ensure that you have removed any previously entered G/L transactions to avoid duplicate data. 5. After all beginning balances have been entered, print a year-to-date (Jan-Dec) Payroll Register report to verify all current employee balances for your selected pay period. To verify the correct balances for sick leave and holiday print the Vacation & Sick Report. 6. After you have verified all account balances you are now up to date and fully operational. If you want your General Ledger Payroll account to reflect the current balances of all Payroll accounts, you should go to the Payroll Utility main menu and post the transactions to the General Ledger. See section 7c for detailed information. Note: Make sure that you delete any preexisting payroll Page 18 FINANCE MANAGER II - Payroll transactions in the General Ledger, so they will not be listed twice. Page 19 FINANCE MANAGER II - Payroll SECTION FOUR - TRANSACTIONS 4a - WHAT ARE TRANSACTIONS One transaction should be entered into the payroll system at the end of each pay period. Each entered transactions will become a check to the employee when paid. Thus only enter one transaction for each payroll check needed. 4b - TRANSACTION DATA FIELDS The transaction input fields are described below. Each of these fields has a default which is the last data entered into that field. This default saves keystrokes when doing repetitive inputting. EMPLOYEE NUMBER This is the account number for the employee for which you are entering a transaction. Note that the employee's name will automatically appear when an active account number is entered as well as the frequency of the employee's pay. REQUIRED. PAY PERIOD ENDING This is the last day of the pay period) not the date on the check). REQUIRED. HOURS PAID These are the total number of hours for regular, overtime, sick, vacation or holiday, the employee will be paid for this pay period. Notice that Finance Manager will automatically calculate the number of regular hours paid for each employee. REQUIRED, HOURLY EMPLOYEES ONLY. OTHER EARNINGS 1&2 These input fields would include any other compensation the employee receives (car allowance etc.) If this compensation should be taxed enter "Y" in the following "Taxable(Y/N)" field. Enter "N" if this compensation should not be taxed. If "N" is selected these amounts WILL NOT be shown on the employees W-2. OPTIONAL OTHER DEDUCTION This deduction can be used for miscellaneous deductions from the employees paycheck. If this deduction should be taxed enter "Y" in the following "Taxable(Y/N)" field. Enter "N" if this deduction should not be taxed. These amounts WILL be shown in box 10 of the employees W-2. OPTIONAL. ACCOUNT The "Account" field allows you to select the G/L account number to which the Other Earnings and Other Deduction amount fields correspond (e.g. for a car allowance other earnings you would select your G/L car allowance expense account). OPTIONAL. Page 20 FINANCE MANAGER II - Payroll 4c - GETTING FAMILIAR WITH TRANSACTIONS Before entering your "real" transactions, follow the procedures listed below by practicing with the WORK demo accounts. This will aid you in learning how to enter transactions without using live data. 1. From the Payroll Main Menu select "F1". You will then be prompted for the following information: Employee Number :_____ Pay Period Ending :__-__-__ HOURS PAID:Regular:_______Overtime:_______Sick:_______Vacation:_______ Holiday:_______ TOTAL HOURS: Other Earnings 1:__________ Taxable(Y/N):_ Account:____ Other Earnings 2:__________ Taxable(Y/N):_ Account:____ Other Deduction :__________ Taxable(Y/N):_ Account:____ 2. The cursor will be positioned at the "Employee Number" prompt. On the lower half of the screen you will see the existing employee accounts appear. Seeing these accounts is helpful when you are selecting employees. The selected employee account is highlighted. In order to move to other accounts, press the up or down arrow keys on the right keypad. If you move the highlighting pointer down a few lines, notice how the list scrolls. You may select an existing account number by moving the highlighting pointer up or down to the desired account and then pressing the ENTER key. This advanced feature allows you to scroll through your employee account listing without ever having to memorize, or even type in, an account number. 3. To return to the previous menu, press ESC. Before entering your own transactions, practice adding, changing and deleting transactions by using the WORK demo files. This will familiarize you with how to enter, change, or delete transactions. Changing and deleting transactions is described in the following sections. 4d - ENTERING TRANSACTIONS As you enter each transaction, FINANCE MANAGER saves this information and updates the employee listing as appropriate. 1. In order to begin entering transactions, select "F1" from the Payroll Main Menu. You will then be prompted for the following information: Page 21 FINANCE MANAGER II - Payroll Employee Number :____ Pay Period Ending :__-__-__ HOURS PAID:Regular:_______Overtime:_______Sick:_______Vacation:_______ Holiday:_______ TOTAL HOURS: Other Earnings 1:__________ Taxable(Y/N):_ Account:____ Other Earnings 2:__________ Taxable(Y/N):_ Account:____ Other Deduction :__________ Taxable(Y/N):_ Account:____ 2. When entering transactions, the last transaction entered always provides the default data (unless of course, this is your very first transaction). To accept the default data, simply press ENTER and you will move to the next field. In order to change data, simply type in the new data and then press ENTER. 3. First enter the employee number: Employee Num:SMIT The existing employees will appear on the screen. You may either select an employee from this list by using keypad arrow keys (as described earlier), or you may type in the employee number. If you are using the keypad arrow keys, be sure the Num Lock key is off. NOTE: When you enter the employee number the following message appears: FREQUENCY:BIWEEKLY This message reminds you of the employee's pay schedule. 4. Enter the date the Pay Period ends: Pay Period Ending:05-08-89 5. Enter the total number of hours for regular, overtime, sick, vacation or holiday to be paid: Regular:80.00__ Overtime:3.00___ Sick:0.00____ Vacation:0.00____ Holiday:0.00____ 6. Enter any other earnings and/or deductions, as well as taxable flags, and account numbers: Other Earnings 1:10.00_____ Taxable(Y/N):Y Account:5230 Other Earnings 2:0_________ Taxable(Y/N):_ Account:____ Other Deduction :0_________ Taxable(Y/N):_ Account:____ 7. At this point FINANCE MANAGER will calculate and display the deductions for this transaction. After the automatic calculation is made the following message will be displayed: Change Payroll Calculations (Y/N):_ Page 22 FINANCE MANAGER II - Payroll Note: Answer this message with "Y" if you need to manually change the computers calculated payroll deductions. Otherwise answer with "N". If you had preexisting payroll or were calculating earnings and deductions differently than the automatic method used by Finance Manager you would answer the above prompt with "Y". You will then be allowed to change each of the calculated amounts. 8. If you are entering a transaction and you want to go back to a previous field, use the Backspace key. 9. You may abort the transaction at any time by pressing ESC. 10. After you have entered all your transactions the system will prompt you: Are inputs correct (Y/N):Y Answer the prompt with "Y" if you wish to save the transaction. The cursor will then automatically return to the Employee Number field for the next transaction. If you answer this prompt with a "N", you will return to the Employee Number field and all prior inputs will be ignored and the cursor returns to the first input field. 11. After you have entered all your transactions, press the ESC key to return to the Payroll Main Menu. 4e - CHANGING EXISTING TRANSACTIONS If you discover an error in an earlier transaction, or if you would like to change previously entered information, FINANCE MANAGER allows you to do so. Outlined below are the procedures for changing previously entered transactions. 1. Select "F2" at the Payroll Main Menu. 2. The system prompts you for "ENTER DATA FOR PAYROLL TRANSACTION SEARCH". 3. Enter data in the fields you want to search for. For example, if you want to search for all transactions which have a pay period ending date of "05-06-89", you would move to the Pay Period Ending field and enter the date. Upper and lower case does not matter in alphanumeric fields, and you do not have to complete the field. For example, if you entered only the first part of the date "05", FINANCE MANAGER will find all dates which begin with "05" (i.e. "05-06-89"). You could also add an employee number parameter to the search and, consequently, find only the "05" pay period dates for a particular employee. Any field left blank is an assumed wild card for that field. Thus if you leave ALL of the fields blank, all transactions are selected by the search. Either press ENTER or the PgDn key until you are prompted with "Are Inputs Correct (Y/N):_". If your entries are correct enter "Y". If you enter "N" you will return to the first input screen to start again. To assist you in finding an employee or chart of accounts account Page 23 FINANCE MANAGER II - Payroll number, pressing the "F2" key while at the corresponding input field will display a pop-up accounts window. You can now scroll through your accounts listing and select the appropriate account to search for. Pressing "Enter" or "Backspace" will remove the pop-up accounts window. 4. Next, FINANCE MANAGER searches for all transactions containing the values you have specified. As each transaction is displayed, the program displays the following prompt: Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit:_ You must select M,D,C,R,B,E,+,-, or Q. Where: M = Modify (change) transaction shown. D = Delete (remove) transaction shown. C = Continue (find next transaction that matches search). R = Reverse continue (find prior transaction that matches search). B = Beginning (go to first transaction in file). E = Ending (go to last transaction in file). + = Go to next consecutive transaction in file. - = Go to prior consecutive transaction in file. Q = Quit transaction search. 5. As long as you continue to answer the above prompt with "C", FINANCE MANAGER continues searching for all transactions containing the values you have specified. Selecting "R" does the same as "C" except it searches backwards. 6. Answering the prompt with a "+", causes FINANCE MANAGER to display the next consecutive transaction; a "-" shows you the previous transaction (regardless of search parameters). 7. Entering a "B" or an "E" will take you to the Beginning or End of the transaction file respectively. It ignores search parameters. 8. When the search function displays the transaction you wish to change, answer the prompt with an "M" (Modify). 9. You are now in the change mode. Remember, ENTER leaves a field unchanged. Change data in any field by typing in the new value for the given field. If you change any payroll number FINANCE MANAGER will recalculate the earnings, deductions, employer liability and accrued vacation and sick hours at the bottom of the screen. 10. FINANCE MANAGER will tell you if the transaction has already been posted to your General Ledger. If the transaction has been posted you will not be able to make ANY changes. This is necessary to avoid out-of-balance conditions with your General Ledger. If you need to change the fields of a posted transaction we recommend that you enter a new transaction to reflect any adjustment to the original transaction. 11. If you have made a mistake, or you would like to return to a previous field, simply use the Backspace key. Use the ESC key to ignore your changes and return to the Main Menu. Page 24 FINANCE MANAGER II - Payroll 12. After you have made all necessary changes to your transactions the program will prompt you "Are inputs correct (Y/N):_". Answer "Y" if you wish to save them. The cursor will then return to the first input screen and you can continue on. Answer "N" and the system will ignore all changes and return to the first input field. 13. If you press the ESC key the system will prompt you: "FIND ANOTHER (Y/N):_" if you answer "Y" your cursor returns to the first input screen. Answer "N" you will return to the main menu. 4f - DELETING TRANSACTIONS To delete or remove a transaction PERMANENTLY, do the following: 1. Select "F2" at the Payroll Main Menu. 2. Enter search data and find desired transaction as described in "Changing Transactions". 3. When the transaction you wish to delete is displayed on the screen, answer "D" at the prompt below. Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit: 5. After you have deleted the desired transaction(s), you may use the "Sort" function. (See Section Seven "Other features and functions - Sorting Transactions.") When sorting the transactions, the program frees disk space which was formerly used by the now deleted transactions. PAID (Not posted) To delete a paid (not posted) transaction you must TRANSACTIONS: first void the check and then you will be allowed to delete the transaction. PAID & POSTED To delete a paid and posted transaction all you have TRANSACTIONS: to do is delete the transaction. Finance Manager will automatically delete the transaction and create a reversal transaction to be posted to the G/L next time you do a posting. 4g - POINTS TO REMEMBER When searching for transactions remember that the transaction file will be shown in the order it was last sorted by. See section 7b "Sorting Transactions" for more information. When you delete a posted transaction, Finance Manager will remove the transaction from the payroll system as well as make a reversing entry to be posted to the General Ledger. The net effect will be as if the transaction was never entered. Page 25 FINANCE MANAGER II - Payroll SECTION FIVE - REPORTS The Payroll Reports Menu allows you to generate a full spectrum of Payroll reports from your data base. The reports menu ("F3" from the Payroll Main Menu) appears as follows: --------- PAYROLL REPORTS MENU --------- | | | ESC Return to Payroll Main Menu | | F1 Payroll Journal | | F2 Payroll Register | | F3 Check Register | | F4 Vacation & Sick Report | | F5 Employee Listing | | F6 Employee Address Labels | | F7 Paid Payroll Recap | | F8 Quarterly Tax Summary | | F9 Non-Posted Transaction Journal| | F10 General Ledger Distribution | | ENTER YOUR SELECTION: | | | ---------------------------------------- Reports can be generated to show results for a specific month, a range of months, a quarter, a year, a pay period, etc. All reports may be generated at any time and for any 12 month range. This means that you are not limited to printing a report only once, and it also means that you can print a report for a prior period as well. Samples of each report are shown in Appendix A, and may be printed while using the DEMO accounts. 5a - GENERAL INSTRUCTIONS FOR GENERATING REPORTS While printing any report you may, if desired, interrupt the printing in one of two ways: PAUSE THE PRINTER: When you are printing reports on your printer, you may pause the printing by pressing any key. Please keep in mind that most printers have a print buffer. Consequently, the report continues to print until the buffer is empty. Pressing any key again will continue your printout. This function will not work if you are sending reports to the screen, since reports will stop automatically as each screen is full. STOP THE PRINTER: If while printing, you wish to stop the printer and return to the menu, all you have to do is press the "Esc" key. Please keep in mind that most printers have a print buffer, causing the report to continue to print until the buffer is empty. You will, however, return to the menu immediately. Page 26 FINANCE MANAGER II - Payroll When generating reports, you have three output destination options. First, you may send the reports to the screen. Second, if you have a printer, you can print a hard copy. Finally, you can send your reports to a disk file. With this useful option, reports can be stored and then printed at a later date. This "Destination" prompt is an option for each of the available reports. To select the destination, answer the prompt below: TO SCREEN/PRINTER/DISK (S/P/D):__ If you select "D" for disk, the system will prompt you for a disk "filename". Enter a filename of up to eight characters. The file will be saved on your data disk, with the file extension of ".RPT". If a file with the name entered already exists, the system will tell you so and ask if you want to delete the old file. If you answer "N", the new report will be appended to the already existing disk file. For some reports, you also need to specify reporting dates via the "Date" prompt. The date prompt appears as follows: ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ These dates determine which months and years are shown on your reports. The ending month and year must be within twelve months of the starting month and year (maximum 12 month range). To get a year-to-date report you might select the dates 1-89 through 12-89. Likewise, if you want a first quarter report you should select 1-89 through 3-89. When entering prompts for reports, remember that you may back up to a previous field by pressing the Backspace key. If you want to go back to the reports menu while you are at the input screen, press ESC. 5b - PRINTING THE PAYROLL JOURNAL This report is a listing of all transactions entered during a specified period of time and shows which General Ledger accounts are credited and debited. When printing the PAYROLL JOURNAL (F1), be sure to employ the following procedures: a. Select "F1" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ SELECT PAID,UNPAID OR ALL (P,U,A) :_ ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ Page 27 FINANCE MANAGER II - Payroll c. First, type in the destination for your report. d. Then, enter the type of transactions to be included in this report. If you enter "P", only the paid transactions will be printed. If you enter "U", only the unpaid transactions will be printed. If you enter "A", all transactions will be printed. e. Finally, enter the date range wanted for your report. This report is compared to the Period Ending date of the transactions. f. The report will then be printed. NOTE: If the message "LOAD PRINTER WITH AT LEAST 11" WIDE PAPER" comes up while you are waiting for the report to print, your settings for printing in compressed mode is not set up correctly in the G/L System Utilities. Please check your printer manual for the correct control codes. 5c - PRINTING THE PAYROLL REGISTER This report gives in detail a gross total of all earnings, deductions and liabilities for the selected pay period. When printing the PAYROLL REGISTER (F2), the following procedures apply: a. Select "F2" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ SELECT PAID,UNPAID OR ALL (P,U,A):_ ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ Pay frequency(A,W,B,S,M):_ EMPLOYEE ACCOUNT RANGE: STARTING EMPLOYEE:____ ENDING EMPLOYEE:____ c. First, type in the destination for your report. d. Second, select "P" for paid, "U" for unpaid or "A" for all employees. If you select "U", you will not have a date range selection. e. Third, enter the date range wanted for your report. f. Next, answer the "Pay frequency" prompt with either "A" (all), Page 28 FINANCE MANAGER II - Payroll "W" (weekly), "B" (biweekly), "S" (semi-monthly), or "M" (monthly). g. Finally, select the employee account range you want included in this report. h. The report will then be printed. 5d - PRINTING THE CHECK REGISTER This report shows the checks you have written for each pay period, including the gross pay, total deductions and the net pay for each employee. When printing the CHECK REGISTER (F3), the following procedures apply: a. Select "F3" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ c. First, enter the destination for your report. Next, enter the date range wanted for your report. This date is the paid date and NOT the transaction "Period Ending" date. d. The report will then be printed. 5e - PRINTING THE VACATION & SICK REPORT This report shows the current balance and the used year to date figure of vacation and sick hours for any range of employees selected. When printing the VACATION & SICK REPORT (F4), the following procedures will apply: a. Select "F4" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ AS OF: Month:__ Year:__ Skip Inactive Employees :_ Pay frequency (A,W,B,S,M):_ EMPLOYEE ACCOUNT RANGE: STARTING EMPLOYEE:____ Page 29 FINANCE MANAGER II - Payroll ENDING EMPLOYEE:____ c. First, type in the destination for your report. Next, enter the date wanted for your report. d. Then, answer the "Skip Inactive Employees" prompt with "Y" or "N". e. Next, answer the "Pay frequency" prompt with either "A"(all), "W"(weekly), "B"(biweekly), "S"(semi-weekly) or "M"(monthly). f. Then, enter employee account number range for which you want the report to be printed. Notice that when you reach the "Starting Employee" prompt, FINANCE MANAGER will display an employee listing on your screen so you will not have to memorize any account numbers. g. Next, the following screen will appear: ---------- SELECT SORT ORDER ----------- | | | ESC Return to Reports Menu | | F1 Employee Number Order | | F2 Zipcode Order | | F3 Employee Name Order | | | | | | | | | | | | | | | | ENTER YOUR SELECTION: | | | ---------------------------------------- h. Select either "F1", "F2", or "F3" depending on the order you want the report to print in. i. The report will be printed. 5f - PRINTING THE EMPLOYEE LISTING This report is a listing of all employees and the corresponding information in the Employee Account Number data base. Page 30 FINANCE MANAGER II - Payroll When printing this report the following procedures apply: a. Select "F5" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ Skip Inactive Employees :_ Pay frequency (A,W,B,S,M):_ EMPLOYEE ACCOUNT RANGE: STARTING EMPLOYEE:____ ENDING EMPLOYEE:____ c. Type in the destination for your report. d. Next, answer the "Skip Inactive Employees" prompt with either "Y" or "N". e. Then, answer the "Pay frequency" prompt with either "A" (all), "W" (weekly), "B" (biweekly), "S" (semi-monthly) or "M" (monthly). f. Next, enter the employee account number range which you want printed. Notice that when you reach the "Starting Employee" prompt, FINANCE MANAGER will display an employee listing on your screen so you will not have to memorize any account numbers. g. Then, the following screen will appear: ----------- SELECT SORT ORDER ---------- | | | ESC Return to Reports Menu | | F1 Employee Number Order | | F2 Zipcode Order | | F3 Employee Name Order | | | | | | | | | | | | | | | | ENTER YOUR SELECTION: | | | ---------------------------------------- Page 31 FINANCE MANAGER II - Payroll h. Select either "F1", "F2", or "F3" depending on the order you want the report to print in. i. The report will be printed. 5g - PRINTING THE EMPLOYEE ADDRESS LABELS This report provides mailing labels for your employees, sorted in employee number order, zipcode order, or employee name order. Use one-up labels with any length from 6 to 99 lines per label. When printing this report the following procedures apply: a. Select "F6" from the payroll reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ Number of lines per label:__ Skip Inactive Employees :_ Pay frequency (A,W,B,S,M):_ EMPLOYEE ACCOUNT RANGE: STARTING EMPLOYEE:____ ENDING EMPLOYEE:____ c. Type in the destination for your report. d. Enter the number of lines per label (6-99). This is the number of print lines from the top of one label to the top of the next. Usually 6 lines for 15/16 inch long labels. e. If you want labels for only employees who are currently working for you, answer the "Skip Inactive Employees" prompt with "Y". If you want labels for ALL employees answer with a "N". f. Then, answer the "Pay frequency" prompt with either "A" (all), "W" (weekly), "B" (biweekly), "S" (semi-monthly) or "M" (monthly). g. Next, enter the employee account number range which you want printed. Notice that when you reach the "Starting Employee" prompt, FINANCE MANAGER will display an employee listing on the lower half of your screen so you will not have to memorize any account numbers. Page 32 FINANCE MANAGER II - Payroll h. Finally, load your printer with blank labels. In order to be sure that they are lined up properly, answer the alignment prompt with a "Y". Repeat this until your labels are aligned properly in your printer. Then answer with a "N". This prompt will only be displayed if you are printing the labels to the printer. i. Next, the following screen will appear: ----------- SELECT SORT ORDER ---------- | | | ESC Return to Reports Men | | F1 Employee Number Order | | F2 Zipcode Order | | F3 Employee Name Order | | | | | | | | | | | | | | | | ENTER YOUR SELECTION: | | | ---------------------------------------- j. Select either "F1", "F2", or "F3" depending on the order you want the report to print in. k. The labels will be printed. 5h - PRINTING THE PAID PAYROLL RECAP REPORT This report will show TOTAL earnings, deductions and liabilities for the period you select. The data used in this report will include ONLY PAID transactions and the dates selected are the paid check date NOT the "Period Ending" date. When printing this report the following procedures apply: a. Select "F7" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER DATE RANGE FOR REPORTS: STARTING DATE:__-__-__ ENDING DATE:__-__-__ c. First, enter the destination for your report. Next, enter the starting date range and the ending date range wanted for your report. Remember, this is the "Paid Date" not the "Period Ending" date. d. The report will then be printed. Page 33 FINANCE MANAGER II - Payroll 5i - PRINTING THE QUARTERLY TAX SUMMARY This report lists each employee, social security number, taxed wages, FICA wages, and SUTA wages for the time period selected (usually one quarter). It also shows the Federal, State, and City tax liability by date payroll paid which greatly simplifies your 941 reporting. When printing this report the following procedures apply: a. Select "F8" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER DATE RANGE FOR REPORT: STARTING Month:__ Year:__ ENDING Month:__ Year:__ c. First, enter the destination for your report. Next, enter the date range wanted for your report. Usually you should select a quarter (i.e. month 1-3, January through March). d. The report will then be printed. 5j - PRINTING THE NON-POSTED TRANSACTION JOURNAL This report is a listing of transactions which have not yet been posted to your General Ledger. When printing this report the following procedures apply: a. Select "F9" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ SELECT PAID,UNPAID OR ALL (P,U,A):_ c. Type in destination for your report. d. Next, enter the type of transaction to be included. Answer either "P" (paid), "U" (unpaid) or "A" (all). e. The report will then be printed. 5k - PRINTING THE GENERAL LEDGER DISTRIBUTION REPORT This report shows the total amount of payroll transactions (including payments) posted to each General Ledger account number. This report includes both PAID and UNPAID transactions. Please remember, that only paid transactions will be actually posted to the General Ledger. Page 34 FINANCE MANAGER II - Payroll a. Select "F10" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ c. First, enter the destination for your report. Next, enter the date range wanted for your report. d. The report will then be printed. Page 35 FINANCE MANAGER II - Payroll SECTION SIX - WRITING EMPLOYEE PAYCHECKS This section will discuss how to print Payroll checks, void checks, and enter manual (handwritten) checks, if desired. In order to get to the Payroll Checks menu, select "F5" from the Payroll Main menu. It appears as follows: ---------- PAYROLL CHECKS MENU --------- | | | ESC Return to Payroll Main Menu | | F1 Print Checks | | F2 Void Checks | | F3 Manual Checks | | | | | | | | | | | | | | | | ENTER YOUR SELECTION: | | | ---------------------------------------- We will discuss each of the above menu selections in the sections which follow. 6a - PRINTING CHECKS Load your printer with your pre-printed continuous-form checks and check to be sure you have set up the Payroll configuration (utilities menu) for the checks you will be using (Nebs check form # 9001). Select "F1" from the checks menu and you will be prompted for the following information: NOTE: In order to print continuous form checks you need an 85 column printer. Enter DATE for Checks:__-__-__ Enter NEXT Check Number:____ G/L Check Account Number:____ Payroll for type(A,W,B,S,M):_ a. Enter the date you want printed on your checks. b. Enter the check number of the first check in the printer (FINANCE MANAGER will not print the check number on check lineups). If your checks do not have pre-printed check numbers, enter the number you wish to have printed on the first LIVE (non-line up) check. FINANCE MANAGER will automatically increment the checks numbers for the live printed checks. Page 36 FINANCE MANAGER II - Payroll c. Enter the General Ledger checking account number for the checks you are writing. It is important that you use the correct G/L account number otherwise your funds for this check(s) will come out of the wrong account. Notice when you reach this section, how FINANCE MANAGER will display the account number listing on your screen so you will not have to memorize any account numbers. d. Enter the category for which you want checks to be printed. Enter "A" (all), "W" (weekly), "B" (biweekly), "S" (semi-monthly) or "M" (monthly). e. After entering the category FINANCE MANAGER will ask you if you want printer lineup. Print Alignment Pattern (Y/N):_ Answer with a "Y" until you have the checks properly lined up. When you answer this prompt with a "N", your checks will be printed. Until you answer the alignment pattern with a "N", you may at any time abort the check printing process and return to the menu by pressing the ESC key. 6b - VOIDING PRINTED CHECKS Check written to a specific employee may be voided by selecting "F2" from the checks menu. This function will allow you to void the last check written and also mark the transaction(s) unpaid again, either computer generated or manual. Upon selecting this function the following screen will appear: Enter Check Number to Void:____ If you cannot remember which check number you wanted to void simply hit ENTER. FINANCE MANAGER will display on the lower half of the screen all checks written, starting with the last one. 6c - ENTERING MANUAL CHECKS Another great feature included in the FINANCE MANAGER Payroll module is the ability to enter checks manually. This allows you the flexibility of hand writing checks. You simply write the check by hand if you do not want to do a full check run or do not have pre-printed checks. In order to use this feature, select "F3" from the Checks menu. Upon selecting this function you will be prompted as listed below: Enter DATE for Checks :__-__-__ Enter NEXT Check Number :____ G/L Check Account Number :____ Payroll for type(A,W,B,S,M):_ Enter the DATE, CHECK NUMBER, G/L ACCOUNT NUMBER AND PAY FREQUENCY as Page 37 FINANCE MANAGER II - Payroll in section 6a. This procedure is just like printing computerized checks, except that no check will be printed. Finance Manager will then display all the transactions (one at a time) that are not paid so you can select which ones to pay. When a transaction to be paid is found you will be prompted for "PAY THIS EMPLOYEE". Answer with a "Y" to pay or "N" to skip and not pay the transaction. After all non-paid transactions are shown you will then be returned to the Checks Menu for further processing. Page 38 FINANCE MANAGER II - Payroll SECTION SEVEN OTHER FEATURES AND FUNCTIONS The remainder of the features and functions of the Payroll Module are contained on the Payroll Utilities Menu. These features are also very powerful and important functions of this module. To use these features select "F6" from the Payroll Main Menu. The following menu will be shown: -------- PAYROLL UTILITIES MENU -------- | | | ESC Return to Payroll Main Menu | | F1 Sort Transactions | | F2 Post Transactions to GL | | F3 End of Period Posting | | F4 Payroll Configuration Setting | | F5 Payroll Tax Tables | | F6 Print End of Year W-2s | | | | | | | | | | ENTER YOUR SELECTION: | | | ---------------------------------------- In this section we will discuss each function as well as its uses and features. Since setting up the Configuration settings are required before you will be able to enter any transactions, we will discuss this selection first. 7a - CONFIGURATION SETTINGS The configuration settings allow you to configure this module to your specific company, and to its specific General Ledger account numbers. This configuration is very important to your transactions, for pre-printed continuous form checks and to the General Ledger account numbers used. We recommend using Nebs checks form #9001 and either standard business window envelopes or Nebs form #775 DU-O-VUE Dual window envelopes. For the W-2s we recommend using Nebs W-2s form #9852. Nebs toll free order number is 1-800-225-9550. Page 39 FINANCE MANAGER II - Payroll By selecting "F4" from the utilities menu you will see the following screen: ID#'S FED:____________ STATE:____________ Detail posting to G/L(Y/N):_ COMPANY :_______________________________ Work days/year :___ ADDRESS 1:_______________________________ HOURS PER: Day:_____ ADDRESS 2:_______________________________ Week:_____ CITY :__________________ STATE:__ Semi-Month:______ ZIPCODE :_________ Month:______ FICA :_____% LIMIT:__________ G/L ACCOUNTS:Liability:____ Expense:____ FUTA :_____% :__________ Liability:____ Expense:____ SUTA :_____% :__________ Liability:____ Expense:____ SDI :_____% :__________ Emply Pays:_ Liability:____ Expense:____ OTHER:_____% :__________ Liability:____ Expense:____ G/L ACCOUNT for EXTRA Deductions:_____ G/L LIABILITY ACCOUNTS:Federal withholding:_____State withholding:_____ City withholding:_____ G/L EXPENSE ACCOUNTS: Salary & Wages:_____ Row Col CHECK WRITING:Print Check#(Y/N):_Print Address(Y/N):_Name Location:__ __ The configuration settings must be set up for each set of books you have. Be sure to carefully employ the following procedures when setting up the configuration settings. Prior to setting up this configuration, you must set up (add) several Payroll accounts to your G/L Chart of Accounts. These accounts must be active accounts in your G/L Chart of Accounts in order to be able to use the Payroll Module correctly (i.e. do not use these account numbers for any General Ledger transactions - only for use by the Payroll module). These accounts are used as interface accounts and posting accounts between the Payroll module and your General Ledger module. You can not use the Payroll module without these important accounts even if you want to use the Payroll module as a stand alone module. Set up one of each, of the following accounts in your G/L Chart of Accounts for Payroll: a. FICA Liability (type L) account b. FICA Expense (type E) account c. FUTA Liability (type L) account d. FUTA Expense (type E) account e. SUTA Liability (type L) account f. SUTA Expense (type E) account g. SDI Liability (type L) account h. SDI Expense (type E) account i. Other payroll tax Liability (type L) account j. Other payroll tax Expense (type E) account k. Federal Withholding (type L) account l. State Withholding (type L) account m. City Withholding (type L) account n. Salary & Wages (type E) account o. Checking account (type A) if not already set up p. Extra Deductions (type L) account Page 40 FINANCE MANAGER II - Payroll When setting up the Payroll check printing feature for your continuous checks and other forms, you must specify in the following configuration what and where you want to have the following fields printed: ID#'S FED Enter your employer federal identification number as it will be listed on your W-2 forms. STATE Enter your employer state identification number as it will be listed on your W-2 forms. COMPANY Enter your company name as it will be listed on your W-2 forms. ADDRESS 1 Enter the address of your company as it will be listed on your W-2 forms. ADDRESS 2 You may enter a second address for your company as it will be listed on your W-2 forms. CITY Enter your company's city. STATE Enter your company's two letter state or province code. ZIPCODE Enter your company's zipcode or postal code. DETAIL POSTING Allows the option of posting transactions to your TO G/L (Y/N) General Ledger in detail or summary format. Selecting detail posting will post each Payroll transaction as a individual General Ledger transaction and you can post at any time; while answering "N" will cause the Payroll transactions to be grouped and summarized when posted to the General Ledger. Which ever method you choose the financial results will be the same. There is one other difference, however, if you select the detail posting, the actual Payroll transaction date will be used when posting to the General Ledger, while summary posting will prompt you for a POSTING DATE and will post every entered transaction to the posting date (even those with different month dates). If you are a beginner and do not have many transactions, we suggest that you select "Y" at this prompt. WORK DAYS/ Enter the actual number of days your employees YEAR will work each year including all holidays, usually 260 (52x5) days. HOURS PER Enter the number of hours your employees will work DAY, WEEK, for the pay periods listed. When calculating for SEMI-MONTH, Semi-Month and Month, calculate the hours per MONTH year. Example: If your employees work 40 hours per week and are paid semi-monthly, multiply 40 by 52 weeks in the year, divided by the 24 pay periods per year to equal 86.67 hours per pay period. FICA, FUTA, SUTA, For these fields, enter the percentage of tax, the Page 41 FINANCE MANAGER II - Payroll SDI, OTHER yearly maximum taxable income limit, and the G/L employer liability accounts as well as employer expense accounts for these taxes. FICA is paid by both the employee and employer at the percent input. FUTA is paid by the employer. SUTA is paid by the employer. SDI is paid by either the employer or the employee. Answer the "EMPLY PAYS" prompt with "Y" to have the employee pay this amount, or enter "N" to have the employer pay. In most states this is paid by the employer ("N"). G/L ACCOUNTS Enter here the account numbers you have created for: FICA, FUTA, SUTA, SDI, Other and Extra Deductions in the G/L Chart of Accounts in their respective fields. An account number listing will appear on the screen when you are at this prompt. These accounts are used to keep track of the total amounts deducted for liabilities and expenses. If you do not deduct from the employee's paycheck or you do not pay a particular amount you may enter a "0" for this account number. G/L LIABILITY Enter here the account numbers you have created ACCOUNTS for: Federal withholding, State withholding and City withholding in the G/L chart of Accounts. If you are not required to pay any one of the above withholding taxes, and have not set up an account in the General Ledger you may enter "0" for this account number. G/L EXPENSE Enter here the account number you have created for ACCOUNTS the Salary & Wages account in the G/L chart of accounts. REQUIRED. CHECK WRITING At the "Print Check#(Y/N):_" prompt answer "Y" if you want the check number to be printed and "N" if you have the check number already printed on your checks." At the "Print Address(Y/N):_" prompt, answer "Y" if you want your employee's address to be printed on his check, or "N" if you do not want his address to be printed on his check. At the "Name Location:__ __" prompt. Enter a number between 32 and 36 in the row field (which indicates the number of lines from the top of the check starting with the first line on the stub) and a number between 2 and 29 in the column field (which indicates the number of columns from the edge of the check, after the perforations). These Page 42 FINANCE MANAGER II - Payroll numbers will place the name and address so that it will show correctly when using a window envelope. (Standard business window envelope uses Row 34 and COL 11). FINANCE MANAGER will then ask you "Are inputs correct (Y/N):Y". If you take the default of "Y" then you be notified that FINANCE MANAGER is saving your configuration and then you will return to the Payroll Utilities menu. If you answer "N" the cursor will return to "ID#'S FED" field and you can start again. 7b - SORTING TRANSACTIONS The Payroll module normally keeps transactions organized in the order in which they are input. The Sort function allows the user to sort or organize the transactions by: date of input, transaction date, employee order or check number order. The sort procedure is not a required feature but it is useful, for example, when printing transaction journals or employee balance reports and you would like to insure that all transactions are in date order. To accomplish this, all you have to do is select date order sort. It would be a good practice to sort the transactions once a month before printing your reports. The sort order does not affect any report balances and it is purely for cosmetic purposes. When sorting transactions this will also free up disk space which was formally occupied by deleted transactions. To start sorting transactions, select "F1" at the Payroll Utilities Menu. The following screen appears: ----------- SELECT SORT ORDER ---------- | | | ESC Return to Utilities Menu | | F1 Transaction Input Order | | F2 Date Order | | F3 Employee Order | | F4 Check Number Order | | | | | | | | | | | | | | ENTER YOUR SELECTION: | | | ---------------------------------------- 1. Select the order in which you would like to sort the transactions by. 2. FINANCE MANAGER automatically sorts all transactions. 3. Press any key to exit and return to the Payroll Main Menu when the sort is completed. If you have more transactions than memory can hold at one time, the Page 43 FINANCE MANAGER II - Payroll default disk drive is used to store a temporary file while sorting transactions. It is important to remember, therefore, that the default drive must have adequate remaining disk space, and it must NOT be "write protected" . The system will tell if there is not enough memory on your default drive to sort your file, the sort will abort and you must put a formatted, blank disk in your default drive (usually drive A:) before selecting your sort order again. 7c - POSTING TO THE GENERAL LEDGER Payroll Utilities Menu selection "F2" will post transactions entered into this module to your General Ledger accounts. Depending on whether you selected the detail or summary post option in the configuration (described above) your Payroll transactions are posted according to the option you selected. You'll be pleased to know that this posting procedure is a smart procedure. It will only post the transactions which have not already been posted. Because of this incredible time saving feature, you may accidentally post as many times as you wish without worry of any errors or double posting. Note: This posting procedure will only post the transactions (checks) which have already been paid. This posting process is mandatory in order to interface with the General Ledger. Without running this procedure, no transactions or activity from this module will shown on your General Ledger reports. NOTE: After this posting procedure is complete, the transactions which were posted can no longer be changed. Because of this unique safety feature, we recommend that you only post after you are absolutely sure all transactions have been entered correctly and that any adjustments have been made. Generally, a good rule for you to follow is to post transactions once a month, on the last day of that month. After you have run this procedure, you can print any General Ledger reports, and all paid payroll from this module will be automatically included in your General Ledger reports. In order to run this procedure, select "F2" on the Payroll Utilities menu. If you selected the detail posting option the posting will commence. If you did not select detail posting you will then be prompted for a posting date. This prompt is as follows: Enter Post Transaction Date:__-__-__ When using the summary post option this date will show for all of your Payroll transactions in the General Ledger as the date of posting. Usually this date should be the current date (i.e. the last date for the current month). If detail posting was selected the Payroll transactions in your General Ledger will have the same dates as they do in the Payroll Journal. Page 44 FINANCE MANAGER II - Payroll 7d - PAYROLL TAX TABLES WARNING: It is very important that you enter your Tax Table data correctly. Hooper International assumes no liability for errors. We consider it mandatory to test your payroll deductions by manually calculating your payroll to verify that all deductions are correct. The payroll tax tables contain all of the Federal, State and City tax information as well as any other information about Earned Income Credit for your particular state. FINANCE MANAGER needs these numbers to calculate your employee's taxes and withholdings. Many states and cities have different percentages and these percentages are liable to change every year. With FINANCE MANAGER you can modify the tables yourself to keep them current with changing tax laws. By selecting "F5" from the Payroll Utilities menu you will see the following screen: TAX TABLE(F,S,C,E):_ DEDUCT FED TAX(Y/N):_ Max Amount:__________ MARITAL TABLE(M/S/H):_ ANNUAL DEDUCTION:Amt:________ Pct:______%Greater:_ ANNUAL WAGES OVER:__________TAX AMOUNT:__________PLUS PERCENTAGE:_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% :__________ :__________ :_______% To set up the Payroll Tax Tables enter the following: 1. Enter the type of Tax Table you will be entering on this screen. "F" Federal, "S" State, "C" City and "E" Earned Income Credit. TAX TABLE (F,S,C,E):F 2. For state and city tax only. Use if you are in a state which allows you to deduct the amount of Federal tax you have already paid. (optional). DEDUCT FED TAX (Y/N):Y Page 45 FINANCE MANAGER II - Payroll 3. For state and city tax only. Use with item two above to specify the maximum federal tax deduction allowed in your state. If there is no maximum enter 999999.99 (optional). Max Amount:999999.99_ 4. Specify the type of tax table you will be entering. "M" married, "S" single, "H" head of household. MARITAL TABLE (M/S/H):M 5. Enter the ANNUAL amount for a SINGLE person with ONE WITHHOLDING ALLOWANCE. Refer to the Federal Employer's Tax Guide Publication 15, page 20 (Income tax withholding percentage method). ANNUAL DEDUCTION Amt:1950______ 6. For state or city tax only. Enter the percentage your state income tax guide allows an alternative to entering a dollar amount. You can also use this field if your state gives the option of a dollar amount or a percentage amount as the annual deduction amount. Pct:17____% 7. For state or city tax only. Use if you are in a state or city which requires you to take either a dollar amount or a percentage amount and gives a qualifier. For example, your state income tax guide tells you to take either $5,000 or 17% of the gross income which ever is greater. Enter "Y". Or your state income tax guide may tell you to take either $5,000 or 17% of the gross income which ever is less. You enter "N". Greater:Y 8. Enter the beginning wage amount your state specifies from which you will begin deducting taxes. Refer to page 23 in your Federal Tax Guide, table 7. ANNUAL WAGES OVER:3050______ 9. Enter the dollar amount you will withhold in addition to the percentage listed in section 9. TAX AMOUNT:0.00______ Page 46 FINANCE MANAGER II - Payroll 10. Enter the percentage of the employee's wages you will withhold. Refer to the same page in the Federal Tax Guide as you did for number 7. PLUS PERCENTAGE:15_____% When you finish entering all of the amounts in their respective fields press the PgDn key and FINANCE MANAGER will prompt "Are Inputs Correct (Y/N):_". If you answer "Y" FINANCE MANAGER will save your inputs and the cursor will return to the Tax Table field. Continue to enter your other tax tables. If you enter "N" at the prompt, the cursor will return to the Tax Table field and will allow you to reenter your inputs. It is very important that you enter the correct data into the correct fields otherwise all of your tax calculations will be wrong for the entire year. Continue entering the Tax Table information for your City and State and the information for Earned Income Credit. Please refer to the Tax Guides for your respective City and State. Repeat steps 1-10 for each of the Tax tables you will need for your particular City and State. After you have entered all your Tax Table information for each table that is necessary for your City and State and the Advanced Income Credit information, make sure you have saved your inputs by answering "Are Inputs Correct" before you return to the Payroll Utlilities main menu. 7e - PRINTING END OF YEAR W-2s This feature of FINANCE MANAGER will print W-2 forms automatically without you having to figure out any of the amounts. Load your printer with your pre-printed continuous W-2 forms. Continuous W-2s can be ordered from Nebs. Nebs toll free order number is 1-800-225-9550. If you do not have continuous W-2 forms the same information can be obtained from your Payroll Register Report. Select "F6" from the Payroll Utilities Menu and FINANCE MANAGER will ask you to enter a city short name (to be placed in box 22 on the W-2) and ask if you want a test printer lineup printed. These prompts are as follows: Enter City short name:________ Print Alignment Pattern (Y/N):_ First enter a eight character city short name. Next enter the "Print Alignment Pattern" prompt with a "Y" until you have the W-2s properly lined up. When you answer this prompt with an "N", your W-2s will then be printed. Until you answer the alignment pattern with a "N", you may abort the W-2 printing process and return to the menu by pressing the ESC key. NOTE: Notice the warning at the bottom of the screen that warns about Extra-Deductions and Non-taxable Other Earnings being not included on the W-2 statement. These amounts must be entered manually in Box 16 or 16a as appropriate. Page 47 FINANCE MANAGER II - Payroll After the W-2 forms have been printed, FINANCE MANAGER will return to the Payroll Utilities menu. Page 48 FINANCE MANAGER II - Payroll SECTION EIGHT - ENHANCEMENTS & HINTS 8a - ENHANCEMENTS BY VERSION Version 1.2 - First release of the Payroll Module. Version 1.3 - All system enhancements included in version 1.3 of the General Ledger module. - Pop-up employee/chart of account window while entering transaction search parameters. - Added city name shortname override for W-2s. - Ability to delete paid or posted payroll transactions. - Ability to select number of city deductions independent of the state deductions. - Added two other earnings and one additional other deduction categories with the ability to select G/L account number. - Taxable Y/N option for above other earnings/deductions. - Payroll recap report format enhanced. - Added select employees option to Payroll Recap Report. - Added new Tax Summary Report which greatly eases 941 reporting requirements. - SDI payable by employee or employer option. 8b - HELPFUL HINTS AND SUGGESTIONS * Keep a CURRENT backup copy of all your data files. Each time you have finished entering new data make a copy of your data files and have at least four set's which you rotate. This will safeguard against loss of data due to a power failure or other problems. * Use the Shift PrtSc keys to make a hard copy of current screen display. * You may run this module WITHOUT the interface to the General Ledger module simply by not posting to the General Ledger (F2 on the Utilities Menu). The system will, however, post to your General Ledger when you do an End of Period Posting (F3 on the Utilities Menu). To totally avoid any interface, simply set up this module with a separate data file, using a different name than your General Ledger data file name. You will, however, have to set up a few dummy G/L accounts (the required G/L accounts need to run this module). * When printing checks, be sure that your printer can print 85 column across. Deviation from this will result in the inability to line up your pre-printed checks. * The following explains how FINANCE MANAGER figures taxes: 1. FINANCE MANAGER figures the yearly gross income by multiplying amount paid per pay period by either: 12 for those employees paid monthly 24 for those employees paid semi-monthly 26 for those employees paid biweekly 52 for those employees paid weekly 2. Subtracts deductions. Page 49 FINANCE MANAGER II - Payroll Deductions = Annual tax deduction amount (on the tax table) times the number in the State deduction field (in the employee account data base) If the employee has more than one deduction and the annual tax deduction amount (on the tax table) multiplied by the number in the state deduction field (in the employee account data base) is not correct according to the state tax guide, then you can add any additional amounts in the state exemption field (in the employee account data base). For example, the annual tax deduction amount for a single deduction is $2,500 and the annual tax deduction amount for two deductions is $3,000. If the employee has two deductions you will enter $2,500 in the annual tax deduction amount field (on the tax table) and a "1" in the state deduction field (in the employee account data base). 1 times $2,500 = $2,500. Enter the remaining $500 in the state annual exemption field (in the employee account data base). 3. Subtracts amount in State annual exemption field (in the employee account data base) 4. Subtracts Federal Income Tax already paid if you answered "Y" on the tax table and your state allows it to be deducted. 5. All of the above equals the annualized Taxable Income. 6. From the Taxable Income FINANCE MANAGER will calculate the taxes that the employee will pay. 7. Finally, if your state gives you a tax credit enter the total dollar amount in the State Annual Tax Credit field in the employee account data base. 8. The annualized Payroll deduction is then divided by the number of pay periods in one year to give you the deduction for this pay period. * If you have multiple state payroll you have two options: A. Set up a set of books for each state and then use the G/L merge transactions function to combine the G/L transactions into one set of books. B. Using the DOS copy command, create different tax tables for each state and save each one as a seperate filename. Copy the one you need to the filename of your set of books (e.g. COPY COLORADO.TAX WORK.TAX to use Colorado tax tables). Page 50 FINANCE MANAGER II - Payroll SECTION NINE PAYROLL DISK FILE NAMES Listed below is a description of files on your payroll disk. File name Description ------------- --------------------------------------------- FMPR 000 - Payroll overlay file 0. FMPR 001 - Payroll overlay file 1. FMPR 002 - Payroll overlay file 2. FMPR 003 - Payroll overlay file 3. FMPR 004 - Payroll overlay file 4. FMPR CHN - Payroll module. CONV-PR COM - Conversion program for version 1.2 datafiles. README BAT - Displays this file on screen. ORDER DOC - Blank order form which can be printed. FMPR-DOC ARC - Payroll documentation manual (Archived). PRINT-PR BAT - Prints manual for printer. PKUNPAK EXE - De-Archive program for manual. WORK CHR - Work Demo - GL Chart of accounts data file. WORK CNF - Work Demo - System Configuration data file. WORK EMP - Work Demo - PR Employees data file. WORK GLT - Work Demo - GL Transaction data file. WORK PRF - Work Demo - Payroll Configuration file. WORK PRK - Work Demo - PR Check Configuration data file. WORK PRT - Work Demo - PR Transactions data file. WORK TAX - Work Demo - PR Federal & Colorado tax file. Page 51 FINANCE MANAGER II - Payroll APPENDIX A - SAMPLE REPORTS Table of Contents Payroll Journal . . . . . . . . . . . . . . . . . . . . . . . . . 53 Payroll Register . . . . . . . . . . . . . . . . . . . . . . . . 54 Check Register . . . . . . . . . . . . . . . . . . . . . . . . . 55 Vacation & Sick Report . . . . . . . . . . . . . . . . . . . . . 56 Employee Listing . . . . . . . . . . . . . . . . . . . . . . . . 57 Employee Address Labels . . . . . . . . . . . . . . . . . . . . . 58 Paid Payroll Recap . . . . . . . . . . . . . . . . . . . . . . . 59 Quarterly Tax Summary . . . . . . . . . . . . . . . . . . . . . . 60 Non-Posted Transaction Journal . . . . . . . . . . . . . . . . . 61 General Ledger Distribution . . . . . . . . . . . . . . . . . . . 62 Page 52 FINANCE MANAGER II - Payroll JUL-5-89 WORK DEMO ACCOUNTS PAGE 1 9:43am Colorado Springs, CO 80920 PAYROLL JOURNAL MAY-89 Through JUL-89 -- G/L DEBIT -- -- G/L CREDIT -- DATE EMPL EMPLOYEE NAME TYPE CD ACT# AMOUNT ACT# AMOUNT -------- ---- ------------------ -------- ---- ---------- ---- ---------- 05-27-89 1 First Employee EARNINGS 5010 1,500.00 1010 1,231.72 FED WITH 2050 113.75 STATE WH 2051 41.88 FICA 5011 112.65 2053 225.30 FUTA 5012 9.00 2054 9.00 SUTA 5014 46.50 2055 46.50 SDI 5015 6.15 2056 6.15 06-30-89 1 First Employee EARNINGS 5010 1,500.00 1010 1,231.72 FED WITH 2050 113.75 STATE WH 2051 41.88 FICA 5011 112.65 2053 225.30 FUTA 5012 9.00 2054 9.00 SUTA 5014 46.50 2055 46.50 SDI 5015 6.15 2056 6.15 06-30-89 COLO Colorado Employee EARNINGS 5010 1,500.00 1010 1,231.72 FED WITH 2050 113.75 STATE WH 2051 41.88 FICA 5011 112.65 2053 225.30 FUTA 5012 9.00 2054 9.00 SUTA 5014 46.50 2055 46.50 SDI 5015 6.15 2056 6.15 07-14-89 COLO Colorado Employee EARNINGS 5010 1,500.00 0 1,231.72 FED WITH 2050 113.75 STATE WH 2051 41.88 FICA 5011 112.65 2053 225.30 FUTA 5012 9.00 2054 9.00 SUTA 5014 46.50 2055 46.50 SDI 5015 6.15 2056 6.15 ---------- ---------- 6,697.20 6,697.20 Page 53 FINANCE MANAGER II - Payroll JUL-5-89 WORK DEMO ACCOUNTS PAGE 1 9:43am Colorado Springs, CO 80920 PAYROLL REGISTER MAY-89 Through JUL-89 DATE EMPL EMPLOYEE NAME EARNINGS: Hours Amount -------- ---- ------------------------------ -------- ------- ---------- 05-27-89 1 First Employee Regular: 0.000 1,500.00 Overtime: 0.000 0.00 Sick: 0.000 0.00 Vacation: 0.000 0.00 Holiday: 0.000 0.00 Other: 0.00 EIC: 0.00 Extra: 0.00 ------- ---------- TOTAL: 0.000 1,500.00 06-30-89 1 First Employee Regular: 0.000 1,500.00 Overtime: 0.000 0.00 Sick: 0.000 0.00 Vacation: 0.000 0.00 Holiday: 0.000 0.00 Other: 0.00 EIC: 0.00 Extra: 0.00 ------- ---------- TOTAL: 0.000 1,500.00 06-30-89 COLO Colorado Employee Regular: 0.000 1,387.50 Overtime: 0.000 0.00 Sick: 5.000 43.27 Vacation: 8.000 69.23 Holiday: 0.000 0.00 Other: 0.00 EIC: 0.00 Extra: 0.00 ------- ---------- TOTAL: 0.000 1,500.00 07-14-89 COLO Colorado Employee Regular: 0.000 1,500.00 Overtime: 0.000 0.00 Sick: 0.000 0.00 Vacation: 0.000 0.00 Holiday: 0.000 0.00 Other: 0.00 EIC: 0.00 Extra: 0.00 ------- ---------- TOTAL: 0.000 1,500.00 ---------- GRAND TOTALS GROSS: 6,000.00 Page 54 FINANCE MANAGER II - Payroll JUL-5-89 WORK DEMO ACCOUNTS PAGE 1 9:44am Colorado Springs, CO 80920 CHECK REGISTER MAY-89 Through JUL-89 CHK # DATE EMPL EMPLOYEE GROSS PAY DEDUCT NET PAY ----- -------- ---- -------------------------- --------- -------- --------- 1005 05-31-89 1 First Employee 1,500.00 268.28 1,231.72 1006 06-30-89 1 First Employee 1,500.00 268.28 1,231.72 1007 06-30-89 COLO Colorado Employee 1,500.00 268.28 1,231.72 --------- --------- ---------- TOTAL CHECKS: 3 4,500.00 804.84 3,695.16 Page 55 FINANCE MANAGER II - Payroll JUL-5-89 WORK DEMO ACCOUNTS PAGE 1 9:44am Colorado Springs, CO 80920 EMPLOYEE VACATION & SICK IN ACCOUNT ORDER As of JUL-89 ---- VACATION ---- ------ SICK ------ EMPL EMPLOYEE USED YTD CUR BAL USED YTD CUR BAL ---- ------------------------------ -------- -------- -------- -------- 1 First Employee 0.000 0.000 0.000 0.000 COLO Colorado Employee 8.000 -8.000 5.000 -5.000 -------- -------- -------- -------- 8.000 -8.000 5.000 -8.000 Page 56 FINANCE MANAGER II - Payroll JUL-5-89 WORK DEMO ACCOUNTS PAGE 1 9:44am Colorado Springs, CO 80920 EMPLOYEE LISTING IN ACCOUNT ORDER 1:First Employee ********************************************************** Status :ACTIVE SS Num:111-22-3333 PAY FICA:Y FUTA:Y SUI:Y SDI:Y Other:N Address:123 Your Street State Annual Exemption: 0.00 :P.O. Box 1234 Tax Credit: 0.00 City :Colorado Springs State:CO Extra Taxes: Federal : 0.00 Zipcode:80900 Phone:719-123-4567 State : 0.00 Sex :F Marital:S City : 0.00 Hired :01-01-89 Hourly/Salary:H Extra Amounts: Earnings : 10.00 Frequency:Bi-Weekly Payrate: 10.00 Deductions: 10.00 Overtime : 15.00 Holiday: 20.00 Accrual rates: Vacation : 0.000 Deductions Fed: 1 State: 1 EIC:0 Sick : 0.000 ----------------------------- Beginning Balances ----------------------------- Earnings Taxable : 0.00 FICA : 0.00 Extra Deduct: 0.00 Non-taxable: 0.00 FUTA : 0.00 Withholdings Federal: 0.00 SUTA : 0.00 State : 0.00 SDI : 0.00 Beg Vac hours : 0.000 City : 0.00 Oth Tx: 0.00 Beg Sick hours: 0.000 COLO:Colorado Employee ******************************************************* Status :ACTIVE SS Num:123-45-6789 PAY FICA:Y FUTA:Y SUI:Y SDI:Y Other:N Address:100 Main Street State Annual Exemption: 0.00 : Tax Credit: 0.00 City :Colorado Springs State:CO Extra Taxes: Federal : 0.00 Zipcode:80900 Phone:719-123-1234 State : 0.00 Sex :M Marital:M City : 0.00 Hired :06-17-89 Hourly/Salary:S Extra Amounts: Earnings : 0.00 Frequency:Monthly Payrate: 1,500.00 Deductions: 0.00 Overtime : N/A Holiday: N/A Accrual rates: Vacation : 0.000 Deductions Fed: 3 State: 3 EIC:0 Sick : 0.000 ----------------------------- Beginning Balances ----------------------------- Earnings Taxable : 0.00 FICA : 0.00 Extra Deduct: 0.00 Non-taxable: 0.00 FUTA : 0.00 Withholdings Federal: 0.00 SUTA : 0.00 State : 0.00 SDI : 0.00 Beg Vac hours : 0.000 City : 0.00 Oth Tx: 0.00 Beg Sick hours: 0.000 Page 57 FINANCE MANAGER II - Payroll JUL-5-89 WORK DEMO ACCOUNTS PAGE 1 9:45am Colorado Springs, CO 80920 EMPLOYEE LABELS 1 First Employee 123 Your Street P.O. Box 1234 Colorado Springs CO 80900 COLO Colorado Employee 100 Main Street Colorado Springs CO 80900 Page 58 FINANCE MANAGER II - Payroll Jul-5-89 WORK DEMO ACCOUNTS PAGE 1 9:45am Colorado Springs, CO 80920 QUARTERLY TAX SUMMARY JAN-89 Through MAR-89 SS NUMBER EMPLOYEE TAXED WAGE FICA WAGES SUTA WAGES ----------- ------------------------------ ---------- ---------- ---------- 111-22-3333 First Employee 2,430.00 2,430.00 2,430.00 123-45-6789 Colorado Employee 3,000.00 3,000.00 3,000.00 ---------- ---------- ---------- 5,430.00 5,430.00 5,430.00 FUTA TAXES 18.00 SDI 22.26 FEDERAL TAX LIABILITY (FWH & FICA) DATE WAGES PAID JAN FEB MAR QTR TOTAL ----------------- ---------- ----------- ---------- --------- 1st through 3rd 0.00 0.00 0.00 0.00 4th through 7th 0.00 0.00 0.00 0.00 8th through 11th 0.00 0.00 0.00 0.00 12th through 15th 0.00 226.90 0.00 226.90 16th through 19th 0.00 0.00 0.00 0.00 20th through 22nd 0.00 0.00 0.00 0.00 23rd through 25th 0.00 0.00 0.00 0.00 26th through 31st 565.95 565.95 0.00 1,131.90 ---------- ----------- ---------- --------- 565.95 792.85 0.00 1,358.80 STATE TAX LIABILITY DATE WAGES PAID JAN FEB MAR QTR TOTAL ----------------- ---------- ----------- ---------- --------- 1st through 3rd 0.00 0.00 0.00 0.00 4th through 7th 0.00 0.00 0.00 0.00 8th through 11th 0.00 0.00 0.00 0.00 12th through 15th 0.00 34.73 0.00 34.73 16th through 19th 0.00 0.00 0.00 0.00 20th through 22nd 0.00 0.00 0.00 0.00 23rd through 25th 0.00 0.00 0.00 0.00 26th through 31st 76.61 76.61 0.00 153.22 ---------- ----------- ---------- --------- 76.61 111.34 0.00 187.95 Page 59 FINANCE MANAGER II - Payroll JUL-5-89 WORK DEMO ACCOUNTS PAGE 1 9:45am Colorado Springs, CO 80920 PAID PAYROLL RECAP (Taxable) MAY-1-89 Through JUL-31-89 ------ EMPLOYEE EARNINGS ------- Description Amount ----------------- ------------ Regular 4,387.50 Overtime 0.00 Sick 43.27 Vacation 69.23 Holiday 0.00 Other Taxable 0.00 EIC 0.00 Extra 0.00 ------------ GROSS EARNINGS 4,500.00 ------ PAYROLL DEDUCTIONS ------ Description Amount ----------------- ------------ Federal Withhold 341.25 State Withholding 125.64 City Withholding 0.00 FICA 337.95 Extra 0.00 ------------ TOTAL DEDUCTIONS 804.84 ------------ NET EARNINGS 3,695.16 ============ ----- EMPLOYER LIABILITIES ----- Description Amount ----------------- ------------ Federal Withhold 341.25 State Withholding 125.64 City Withholding 0.00 FICA 675.90 Extra Deductions 0.00 FUTA 27.00 SUTA 139.50 SDI 18.45 Other 0.00 ------------ TOTAL LIABILITY 1,327.74 ------------ TOTAL PAYROLL COST 5,022.90 Page 60 FINANCE MANAGER II - Payroll JUL-5-89 WORK DEMO ACCOUNTS PAGE 1 9:45am Colorado Springs, CO 80920 NON POSTED TRANSACTIONS JOURNAL MAY-89 Through JUL-89 -- G/L DEBIT -- -- G/L CREDIT -- DATE EMPL EMPLOYEE NAME TYPE CD ACT# AMOUNT ACT# AMOUNT -------- ---- ------------------ -------- ---- ---------- ---- ---------- 04-30-89 1 First Employee EARNINGS 5010 1,500.00 1010 1,231.72 FED WITH 2050 113.75 STATE WH 2051 41.88 FICA 5011 112.65 2053 225.30 FUTA 5012 6.00 2054 6.00 SUTA 5014 46.50 2055 46.50 SDI 5015 6.15 2056 6.15 06-30-89 COLO Colorado Employee EARNINGS 5010 1,500.00 1010 1,231.72 FED WITH 2050 113.75 STATE WH 2051 41.88 FICA 5011 112.65 2053 225.30 FUTA 5012 9.00 2054 9.00 SUTA 5014 46.50 2055 46.50 SDI 5015 6.15 2056 6.15 07-14-89 COLO Colorado Employee EARNINGS 5010 1,500.00 0 1,231.72 FED WITH 2050 113.75 STATE WH 2051 41.88 FICA 5011 112.65 2053 225.30 FUTA 5012 9.00 2054 9.00 SUTA 5014 46.50 2055 46.50 SDI 5015 6.15 2056 6.15 ---------- ---------- 5,013.90 5,013.90 Page 61 FINANCE MANAGER II - Payroll JUL-5-89 WORK DEMO ACCOUNTS PAGE 1 9:45am Colorado Springs, CO 80920 PAYROLL G/L DISTRIBUTION JUN-89 ACT# ACCOUNT NAME DEBITS CREDITS ---- ------------------------- ----------- ----------- 1010 Checking Account #1 2,463.44 2050 FEDERAL WITHHOLDING TAX 227.50 2051 STATE WITHHOLDING TAX 83.76 2053 FICA PAYABLE 450.60 2054 FUTA PAYABLE 18.00 2055 SUTA PAYABLE 93.00 2056 SDI PAYABLE 12.30 5010 Salary & wages expense 3,000.00 5011 FICA Expense 225.30 5012 FUTA Expense 18.00 5014 SUTA Expense 93.00 5015 SDI Expense 12.30 ----------- ----------- 3,348.60 3,348.60 Page 62 FINANCE MANAGER II - Payroll FINANCE MANAGER II USER COMMENT FORM _ _ Product being used: |_|General Ledger |_|Account Reconciliation _ _ |_|Accounts Receivable |_|Accounts Payable _ _ |_|Financial Utilities |_|Payroll Version of Finance Manager being used:________________________________ _ _ _ Use of product: |_|Business |_|Personal |_|Other____________________ What type of computer are you using:__________________________________ Do you have a unique use for this product?_____ If so please explain. ______________________________________________________________________ Please circle your rating: Poor Fair Average Very Good Excellent ---- ---- ------- --------- --------- Performance. x x x x x Documentation. x x x x x Ease of learning. x x x x x Ease of use. x x x x x Manual Reliability. x x x x x Error Handling. x x x x x Support. x x x x x Value. x x x x x Did you find any problems in using this product? Please describe. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Do you have any suggestions for improving this program and/or documentation. Use the reverse side of this form if necessary: ______________________________________________________________________ ______________________________________________________________________ Please add any other comments about product on reverse side of form. RETURN THE COMPLETED FORM AND HOOPER INTERNATIONAL ANY ADDITIONAL CORRESPONDENCE TO: P.O. Box 62219 Colorado Springs, CO 80962 Page 63 FINANCE MANAGER II - Payroll ----------------------------------------------------------------------- | F I N A N C E M A N A G E R II O R D E R F O R M | | | | MAIL:Hooper International 24 Hr ORDER LINE:1-800-245-7789 | | TO P.O. Box 62219 24 Hr FAX line:(719) 528-8997 | | Colorado Springs, CO 80962 | | U.S.A. Tech Support:(719) 528-8989 | |---------------------------------------------------------------------| | Mastercard:___ Visa:___ Amex:___ Check:___ (U.S. FUNDS ONLY) | | | | Card Number:________________________________ Expiration:__________ | | | | Name:______________________________ Signature:_____________________ | | | | Company Name:_______________________________ PC Brand:_____________ | | | | Address:____________________________________ DISK SIZE:3"___ 5"___ | | | | City:____________________________ State:____ Zipcode:____________ | | | | Country:______________________________ Phone:(____)_____________ | | | | Registration number on disk you were evaluating:___________________ | | | | How did you hear about FINANCE MANAGER?____________________________ | |---------------------------------------------------------------------| | ITEMS ORDERED - Version 1.3 |QTY|UNIT PRICE| AMOUNT | |--------------------------------------------|---|----------|---------| | FINANCE MANAGER II - REGISTERED COPIES: | | | | | | | | | | GENERAL LEDGER (Main module) | _ | $49.95 | $ | | | | | | | Accounts Receivable | _ | $36.95 | $ | | | | | | | Accounts Payable | _ | $36.95 | $ | | | | | | | Payroll | _ | $41.95 | $ | | | | | | | Account Reconciliation | _ | $14.95 | $ | | | | | | | Financial Utilities | _ | $25.95 | $ | | | | | | | | | | | | EVALUATION COPY of General Ledger Lite | _ | $ 3.00 | $ | |-----------------------------------------------------------|---------| | SUBTOTAL | $ | |-----------------------------------------------------------|---------| | LESS QUANTITY DISCOUNT SCHEDULE PER ORDER | | | 3 or 4 modules = 10% discount, 5+ modules 15% discount|$< >| |-----------------------------------------------------------|---------| | ADD Shipping/Handling charge | $ 3.00 | |-----------------------------------------------------------|---------| | ADD AIR MAIL POSTAGE for orders $3.00 | | | shipped out of North America per module | $ | |-----------------------------------------------------------|---------| | TOTAL | $ | |-----------------------------------------------------------|---------| | Colorado residents add 6.5% sales tax | $ | |-----------------------------------------------------------|---------| | Prices subject to change. | | | All amounts in US currency. GRAND TOTAL (US $) | $ | ----------------------------------------------------------------------- Page 64