PayrollCS > Payroll > Payroll menu > PR Prepare Payroll window
 
PR Prepare Payroll window
Use this window to define your criteria for the current payroll.
Payroll Description 
Enter a description of up to 50 characters for this payroll. The description appears on the Edit Report and Employee History Report.
Check Comment 
If you want a comment to appear on the payroll checks, you can type up to 50 characters in this field. This comment will only appear for the current payroll.
Pay Period 
From the drop-down, select the pay period to process. This period refers to the week within the month. You can select 1-5.
Check Date 
Enter the pay date for this payroll or select it from the drop-down. This date appears on the employee’s check or direct deposit stub.
Payroll Period End Date 
Enter the period end date for this payroll or select it from the drop-down. This date appears on the check or direct deposit stub and the edit report.
GL Expense Date 
Enter the date you want to expense this payroll or select it from the drop-down.
Update All Checks 
If you make changes to the description, comments, or dates in the top portion of the window after you add checks to the grid, you can select this button to update the related fields for each transaction.
Update missing values only 
Select this check box if you only want to update blank descriptions and blank comment fields for the checks in the grid. Comments or descriptions that already appear on individual transactions will not be affected. All dates will be updated to match any changes to the date fields.
Minimize/Maximize button 
This button appears next to the Save button and you can use it to minimize or maximize the top portion of the window. Minimize the top portion of the window to give you more space to view the grid.
Employee Information
Use this section of the window to select the employees for whom you want to process payroll.
Pay Type 
From the drop-down, select the pay type for which you want to add employees to the grid. If you want to include employees with all pay types, select All, otherwise, you can select Hourly, Salary, or Combined.
Start and End: Employee Number, Department or Program 
The Start and End boxes allow you to define the range of items to include in the grid. Type in the fields or use the Lookup to select your criteria. To include a single employee/department or program, enter the same value in both boxes. The default for the Start boxes is Start, and the default for the End boxes is End.
You can only include employees that have a status type of active or temporary. Inactive or terminated employees will not appear in the Lookup and cannot be included in the grid.
Include daily units 
Select this check box to include daily units from the Enter / Edit Daily Units window in the payroll.
Add to Grid 
Click this button to add the employee records to the grid based on the criteria you set. If you click this button and are importing daily units, the Daily Units Date Range window will open so you can choose the specific date range to import units for.
Clear Grid 
Select this button to clear the grid.
Prepare Payroll Grid
The grid displays information for each employee transaction. There is only one transaction row per employee and each row generates a separate check or direct deposit transaction. If an employee has multiple pay rates, you can view them in the Enter Units window.
A red cell in the grid indicates you need to make a change before you can save the payroll. For example, if you have an employee with a negative pay amount. A yellow cell in the grid is a warning that you might want to make a change before you save, but you can continue your payroll. For example, if you have an employee with 0 units.
Click on the column heading to sort the grid by Transaction Number, Employee Number, Employee Name, or Net Pay. Click the heading again to reverse the sort order.
Edit
This button appears in the Header, Total Units, Total Deductions, and Taxes columns. The window it opens depends on the column you select it in. This button allows you to make adjustments to individual employee check information for this payroll.
If there is a problem with the employee’s record, the button in the Header column will be red. If you hover over the button, a message will tell you what the problem is.
Header 
Select the Edit button to open the PR Adjust Header Information window. Use this window to edit header information for the selected employee’s check. This information appears on the employee’s check and/or Edit Report.
Trans. No. 
This column shows the transaction number for each row in the grid. It cannot be edited.
Employee Number 
This column shows the employee number for each grid entry. Each employee only appears once; if you have multiple transactions for an employee, you can select the Edit buttons in the Total Units and/or Total Benefits columns to add information.
Employee Name 
This column displays the employee’s name.
Total Units / Edit 
This column shows the total units for each employee. Zero amounts are highlighted to alert you to any employees that you did not yet enter units for. Select the Edit button to open the Enter Units window and make changes to the employee’s units worked or pay amount. If you make changes, the total units update to reflect the total of all the records for that employee. You can set default units for hourly pay rates in the Employee Management window.
Gross Pay 
This column shows the gross pay for each employee. When you make changes in the Enter Units window, the pay amount updates to reflect the total of all the records for that employee.
Total Deductions / Edit 
This column shows the total benefits for each employee. Select the Edit button to open the Enter Benefit/Deduction window and make changes to the employee’s benefits for the current pay period.
Taxes / Edit 
This column displays the taxes calculated after you enter the benefits for each employee. Select the Edit button to open the Adjust Taxes window and make changes to the employee’s taxes for the current pay period.
Net Pay 
This column displays the net pay for each employee. This is the amount that will appear on the check. It cannot be edited.
Transaction Totals 
These columns display total amounts for all employees in the grid.
Save 
Select Save to save this payroll and close the window.
Next 
Select this button to save this payroll and open the Edit Report window.
 
Published date: 12/20/2021