Select and edit paychecks

Task 3: Select and edit paychecks

The Select & Edit Paychecks window displays the recurring pay details and the timesheet amounts (if applicable) for employees who are paid according to the selected pay frequency.

To select and edit paychecks

1	If you want to exclude an employee from the pay run, click in the select column () next to the employee’s name.

2	If you want to view the details of your employee pays, click Preview Pay Details. The Payroll Verification reports appears.

3	If you need to change the pay details for an employee, click the zoom arrow () next to an employee’s name. In the Pay Employee window that appears, you can:

▪	change the hours worked

▪	record vacation and sick pay

▪	record any other types of pay

▪	assign job numbers to payroll category amounts

▪	change the employee’s bank account details.

If you need to make any of these changes, see the procedures below.

To change hours worked for an hourly employee

You may need to change the recurring hours worked by an employee if they are not being paid for a full recurring pay period, for instance, if they have only worked a some of their usual hours.

note : Editing hours recorded on a timesheet

You can edit an employee’s timesheet hours in the Pay Employee window. However, any timesheet adjustments you make here will not update hours entered on timesheets, timesheet reports or, if you record time‑billing activities, activity slips.

1	In the Select & Edit Paychecks window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Change the hours worked for the applicable wage categories and press Tab. The payroll category amounts are calculated automatically and displayed in the Amount column.

3	Click OK. The Select & Edit Paychecks window reappears.

4	Repeat from step 1 above for each employee whose hours you want to change.

To record vacation and sick pay

note : Vacation and sick pay hours recorded on a timesheet

If you’ve entered vacation and sick hours on a timesheet, you don’t need to follow this procedure.

1	In the Select & Edit Paychecks window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	In the Hours column for the appropriate wage category, type the number of sick or vacation hours and press Tab.

▪	If you have set up this wage category to automatically adjust the employee’s base pay details, the amount for this wage category is calculated and the Base Hourly (or Base Salary) wage category details are adjusted.

note : Automatically adjusting Base Hourly or Base Salary details

Before base pay details can be automatically adjusted, you need to select the Automatically Adjust Base Hourly or Base Salary Details option in the Wages Information window for the wage category. For more information see ‘Wages Information window’

▪	If you have not set up this wage category to automatically adjust base pay details, reduce the number of hours allocated to the Base Hourly wage category or the amount allocated to the Base Salary wage category by the amount entered for the vacation or sick pay payroll category.

For example, if you are recording eight hours of vacation leave for an hourly employee, type 8 in the Hours column next to the Vacation Pay payroll category and press Tab. The hours recorded for the Base Hourly category are automatically reduced by 8 and the amount is appropriately adjusted.

3	If you want to record the dates leave was taken:

a	Click the zoom arrow () in the Hours column next to the appropriate wage category. The Leave Tracking Information window appears.

b	Record the leave details.

Click OK.

4	Click OK. The Select & Edit Paychecks window reappears.

Note that when you record the paycheck, the number hours paid will be automatically subtracted from the number of hours the employee has accrued.

To record other types of pay

note : Other types of pay recorded on a timesheet

If you’ve entered other types of pay—such as sales commission and bonuses—on a timesheet, you don’t need to use this procedure.

Before you enter these details, the wage categories you intend to use should already be assigned to the employee. For information on assigning a wage category to an employee, see ‘Entering employee payroll information’.

1	In the Select & Edit Paychecks window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	In the Hours or Amount fields next to each appropriate wage category, type the hours or amounts you want to record.

3	Click OK. The Select & Edit Paychecks window reappears.

To assign jobs to payroll category amounts

Job numbers can be assigned to payroll category amounts to track the wage expense of work performed. You can assign one or more jobs to each payroll category.

1	In the Select & Edit Paychecks window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Type or select the job number in the Job column corresponding to the payroll category.

3	If you want to assign multiple jobs to a payroll category:

a	Click in the Job column corresponding to the appropriate payroll category and then click the search icon ().

b	In the Allocate Jobs window that appears, click the select column () next to each applicable job and type the amount in the Amount column.

c	Click OK. The Pay Employee window reappears.

4	Click OK. The Select & Edit Paychecks window reappears.

You can also assign a default job to an employee in the Recurring Pay section of the employee’s card. For more information, see ‘Entering employee payroll information’.

To assign departments to payroll category amounts

Department numbers can be assigned to payroll category amounts to track the wage expense of work performed for a specified department. You can assign one or more departments to each payroll category.

1	In the Select & Edit Paychecks window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Type or select the department number in the Dept column corresponding to the payroll category.

3	If you want to assign multiple departments to a payroll category:

a	Click in the Dept column corresponding to the appropriate payroll category and then click the search icon.

b	In the Allocate Departments window that appears, click the select column next to each applicable department and type the amount in the Amount column.

c	Click OK. The Pay Employee window reappears.

4	Click OK. The Select & Edit Paychecks window reappears.

You can also assign a default department to an employee in the Recurring Pay section of the employee’s card. For more information, see ‘Entering employee payroll information’. You can also select a department for the employee card in the Card Details tab.

Assigning a department to an employee in the Card Details tab will not affect processing payroll entries.

To change an employee’s bank account details

If you pay your employees using Direct Deposit, you can change an employee’s bank account details for this pay run.

1	In the Select & Edit Paychecks window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Click Banking Details and enter the required bank details in the Banking Details window that appears.

3	Click OK. A confirmation message appears.

4	If you want to update the employee’s bank details for all subsequent pay runs, click Yes.

5	Click OK. The Select & Edit Paychecks window reappears.

For more information on entering an employee’s banking details, see ‘Entering employee payroll information’.