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This screen is for use with multiple payrolls only: When you sign up with Canadian Payroll Systems, your initial account is provided with the first payroll setup and ready to use. The options on this screen should only be used if you are working with multiiple payrolls, over and above your original payroll.
This screen allows you to calculate multiple payrolls at the same time. It differs from the Calculations screen found under the Payroll tab (which allows you to calculate only the current payroll at any one time). You can calculate a payroll as many times as you need before you close it. When working with multiple payrolls, the recommended approach is to choose the Calculate button on this screen, and then calculate a payroll, then to use the Generate Report button for each payroll to review the results. These steps can be repeated until the payroll register displays the expected results.
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Visit the Button Descriptions help page to view detailed descriptions of every button that appears on your screen (whether in the Button Bar at the top of the table, or in the table itself). Note: If a button's text appears in a Grey color, either the command is not applicable to the current page, or its function has already been applied (e.g. some items can only be added once, therefore the New button will be unavailable on certain screens after it is used).
Calculate - This button allows you to initiate the payroll calculation process for each payroll that has its the Calculate option set Yes. Choosing the button displays a status indicator as each pay-sequence is processed.
Backup - This button allows you to create a backup file that contains your complete company database. This includes the payroll, company information, employee information and all the necessary data required to restore you to the last saved program state.View the Backup command's help description for more information.
Close - This button allows you to finalize the pay sequence by closing the pay. Selecting the button displays a pop-up message notifying you that closing the pay will prevent you from making any further adjustments to this pay. Choose Yes to proceed or No to cancel the close request.
Backup Procedure Required: Before closing a pay, a backup file must be created! This step is required in the event that the close pay procedure encounters an unexpected error. The backup procedure will create a file that will allow you to restore the pay to its current state if required. View the Admin Tools help page for more information on this procedure.
Note: Pay sequences must be closed before you can print cheques or process EFT transactions. This restriction ensures that there are no discrepancies between the values stored in the permanent payroll history file and any disbursements used for the employees' pay. The close process also generates the information necessary to create a Journal Entry report for the payroll.
The following section displays help for the various cells and columns shown in the main table on this screen. If you see a help description on this page for a column that does not appear on your screen, you can add the additional column to your view by using the Customize option under the Views button (located at the left side of the screen just above the main table). Refer to the Customize View help page for more help on this feature.
Use this cell to specify if the payroll is to be included when the Calculate button (in the button bar) is selected. Editing the cell will display a checkbox where you can specify the two available options: Yes (the payroll will be included in calculations) or No (the payroll will be not included in calculations).
Use this cell to enter a description of the pay. This is an optional field used for administrative purposes only (it does not appear on any reports). For example you can enter "This is the first pay with the new pension deduction" or any other pertinent text.
Use this cell to specify if the payroll is to be used in any calculations. Editing the cell will display a checkbox where you can specify the two available options: Yes (the payroll is active and enabled) or No (the payroll is inactive).
Use this cell to specify the closing date of the current payroll run. For example, if your company is set up for semi-monthly payrolls (24 per year) and you are in the fourth week of January 2015 (having already ran your first payroll of the year), this cell would shows Jan/30/2015 (i.e. the second semi-monthly pay run of the year ends on the 30th of January).
Generate Report - This button allows you to create an Interim Payroll Register report so that you can review the current pay run for accuracy, prior to finalizing the run. When you select the button, the program calculates the current pay and the results are then presented in a PDF file. Depending on your browser settings, any of the following three may occur; 1) the PDF file may open in a window for you to view, 2) the file may be sent to your Downloads folder where you can access it for viewing, 3) you may be presented with a window that will prompt you where to save the file.
The Payroll Register report provides a complete description of all calculations performed for each employee, including: Employee Name and Address, Current and Year-to-Date values for Gross Wages, Deductions, Benefits, Current Net Pay, Insurable Earnings, Transfers to bank accounts and Accumulators. The payroll register is assigned a sequential run number - stored reports should be filed according to this run number. This run number automatically increases by one each time the payroll is calculated and cleared. The run number will revert back to 1 for the first payroll of the new year. The last page of the report provides the accumulated totals for the current payroll, including Earnings, Hours, Deductions, Benefits, Net Payroll Value, and other statistical information.
Checking Balances - Each time the payroll register is created, you can check the balance by adding the current gross earnings to the previous register's year-to-date gross, which should be equal to the current year-to-date gross. This will confirm that your payroll is in order.
Lock - Select this button to prevent the current pay run from being calculated. This can be useful in cases where you have multiple users who access the payroll, but one user needs to make important changes without the payroll being affected by another logged in user who is also making changes. For example, you should avoid calculating the payroll while another user is adding new employees to the payroll. In such a case, you would choose the Lock button during the add-employee process, and then unlock the payroll once the employees are added.
Use this cell to enter a name for the payroll in order to differentiate it from other payrolls on the screen.
Use this cell to specify if the payroll is active and to be used in calculations. Editing the cell will display a checkbox where you can specify the two available options: Yes (the payroll is active and open for use) or No (the payroll is inactive and closed).
Use this cell to specify the actual date on which the employees receive their pay (e.g. cheques are distributed or EFT transactions occur) - commonly referred to as "Pay Day". This date is used to determine when payroll liabilities are due, based on deposit schedules. This date also is used to determine when any assigned tax calculation formulas may be applied.
Use this cell to specify the calculation method that will be used when the payroll is processed. Pay types can be any of the following:
The "Special" Status - Additional, Extra and Reversal pay types will only calculate employees that have their Status set to "Special". This status can be set via the Employee - Status Parameters menu command. The employee's Status setting will remain in force until your manually reset it back to the Active state. Therefore, once a special pay run is calculated and closed, you must remember to return to this screen and reset it accordingly. Leaving their status set to Special will not prevent an employee from being paid on a subsequent Normal pay run, however, the employee could be mistakenly included in a subsequent Special pay run that is created for some other employee.
This cell displays the current pay period, which can be defined as the current time frame for which employees are being paid. For example, if your payroll is set to semi-monthly, this cell will begin incrementing from 1 through 24 throughout the year (24 pays per year). This cell is uneditable and is generated sequentially by the program after each successful pay run.
Additional and Extra Pay Types - In terms of pay periods, there is a notable difference between Additional and Extra pay types. An Additional pay has its values added to the previous Normal pay. An Extra is a pay is calculated in advance of the current Normal pay period and is therefore assigned an incremented Period from that of the current pay. Once the next Normal pay is run, it will be assigned the same Period as the Extra pay.
If you are employing the services of Canadian Payroll Systems (CPS) to process your payroll, use this cell to enter the email address of your CPS payroll representative. This is useful in two ways; 1) The representative listed here may be contacted if you have any questions or concerns regarding your payroll, and 2) Each time you close a payroll, the CPS person listed here will be sent an email message notifying them of the action. This notification will let the representative know that the payroll is closed and ready for processing.
If you are not using CPS to process your payroll (e.g. you are peforming these services in-house), you can either leave this cell blank or enter the email address of your own company's payroll representative.
Valid email addresses, such as firstname.lastname@example.org are made up of the name, followed by the @ symbol, followed by a domain. The domain part is not case-sensitive, but the name portion may be, depending on the persons email server settings. Underscores and hyphens are permitted, but other special characters (e.g. #, $, !, quotes and spaces) are not.
Use this cell to specify if the payroll is to be included when generating various program reports. Editing the cell will display a checkbox where you can specify the two available options: Yes (the payroll will be included in reports) or No (the payroll will not be included in reports).
This cell displays a list of the previously closed pay runs so you can choose the run that is to be reversed. Reversal pays are best used in cases where the taxes must be corrected immediately (e.g. an employee has been overpayed). You could also use a Reversal pay feature if an employee has been underpayed, however an alternative would be to simply add the amount as an additional to their next pay if the employee agreed. Note: Reversal pays can only be run for pays in the current year.
This cell displays payroll sequence number, a number that is sequentially assigned and increments for every pay calculation regardless of the calculation type. For example, if your payroll is set to semi-monthly, and you calculated only Normal pay types throughout the year (i.e. no other special pay types), the final sequence at year-end would be 24 (24 normal pays per year). Each time you run other pay type (e.g. Additional, Extra, Reversal, etc.), this number increments accordingly. This cell is uneditable and is generated by the program after each pay is closed. This number is for convenience only and can be used to track specific pay runs for historical or review purposes.
Use this cell to specify the beginning date of the current payroll run. This date represents the start of the current period in which employees worked or earned wages. For example, if your company is set up for semi-monthly payrolls (24 per year) and you are in the fourth week of January 2015 (having already ran your first payroll of the year), this cell would show Jan/16/2015 (i.e. the second semi-monthly pay run of the year begins on the 16th of January).
This cell displays the current status of the pay calculation. It is uneditable and included for reference only. A pay sequence's status may be any of the following:
Select the button in this column to unlock a previously locked payroll so that it can be modified or calculated. Payrolls may need to be unlocked in cases where multiple users have access the payroll, but where one user has locked the payroll for a period of time..