The Payroll system is an optional module that provides the Infor Distribution FACTS user all the tools necessary to generate and maintain payroll for their employees. The system maintains up to 24 periods of employee history.
Payroll data can be segregated by departments and/or branches for reporting and posting. The system provides W-2 information electronically or on preprinted forms. Manual and system checks can be maintained. The system also stores every paycheck for each employee, along with monthly, quarterly and yearly summaries. Interaction with the General Ledger is automatic and great flexibility is available through the use of GL posting tables.
These are the Payroll menu options.
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Here employees are assigned to pay cycles (weekly, monthly, etc.), where their earnings distribution can be set up (GL purposes) and their deduction balances (loan balances) are entered. Once this is done a payroll can be run by setting the standard hours and earnings for the pay cycle, making exceptions to those standards and then checking the final list before printing checks. |
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Using the Check Writing module you can create three types of checks in the payroll system: printed (regular) checks, manual checks and void checks. |
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The inquiry menu allows you to display specific employee information by employee number of perform a search. General or detail information can be displayed for each employee. |
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Most payroll reports have the option of printing in employee number, alphabetic, branch or employee class order. In addition to the order, you can then choose the range to be printed. For example, if the order chosen is branch, the beginning and ending branch is then asked for. |
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The end-of-period menu contains programs which should be run at the end of each month, period and year to close them correctly and acquire the information needed to report to the government. (Please refer to the normal procedures section.) |
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use these programs to enter, change and delete data. Some file maintenance programs will be used often while others will be used infrequently. These Infrequent File maintenances are used mainly during the initial installation of the payroll system. |
There are a number of steps that must be taken to set up the Payroll module. The following fields are a sampling of the fields that must be set up: Up to 12 earnings codes can be used to represent regular earnings, overtime earnings, vacation earnings, etc. Earnings codes can be set up for hourly rates, such as regular overtime and double-time or for non-hourly rates, such as bonuses and commissions. Up to 6 Deductions Codes can be used to represent any deductions taken out of earnings, such as Federal, FICA, State, Local, and 2 additional miscellaneous tax codes. There can be up to 10 other deductions after taxes, such as insurance or 401K. The other deductions can work up to a balance, for example loans or advances. Pay Cycles determine how often a payroll is run, for example weekly, biweekly, semimonthly or monthly and the average number of hours worked per payroll.
Once the earnings, deductions, and pay cycles are defined, employees are set up. Employees are set up through the Employee F/M program setting parameters which determine how the system is to process transactions for each employee. Employee information is stored and available to be printed on a report or to be displayed on the screen by an inquiry. Throughout the Payroll system, whenever an employee’s number must be entered, you has the ability to search for the employee through an alpha lookup. The search capability relieves you of having to remember employee numbers.
Employee File Maintenance - add the employee to the system.
Employee Pay Cycle File Maintenance - add the employee to the appropriate pay cycle(s). For example, a company can have a weekly pay cycle for hourly employees, a semi-monthly pay cycle for salaried employees, a monthly pay cycle for salespeople and a bonus pay cycle. One employee can be set up in as many pay cycles as needed.
Earnings Distribution File Maintenance - (optional) distributes earnings between the appropriate General Ledger accounts entered from the Salaries G/L#
Employee Deduction Balance File Maintenance - (optional) if the employee has a loan that they are paying off through payroll, enter the amount of the loan balance. Deduction codes can be flagged as to whether they work to a balance, e.g., loan or advance. Balances are set up if an employee has an outstanding balance. The deduction code indicates the amount to deduct from each pay check and as the deduction is used, the deduction balance is reduced. Once the balance reaches zero, the deduction is no longer taken.
Employee Maximum Hours File Maintenance - enter the maximum hours allowed for the rest of the year for the employee earning codes maintained. Example: If the employee starts in the middle of the year and therefore, only has 40 hours (1 week) of vacation time (or sick time) remaining to be earned, enter 40 hours now. Prior to running the first payroll for next year, change the maximum hours to what this employee would normally earn.
When ready to process the first pay cycle, you runs the Initialize Pay Cycle program. This program sets all the standard earnings and deductions for each employee into a working file. Changes to standard wages can be made through the Earnings Exception Entry and programs.
The Pre-Check Edit List provides a detailed printout of the hours worked, wages earned, and the gross and net amounts of the check for each employee. You can then enter additional changes and run the Edit List as often as needed until the payroll is correct.
Printed, manual, and voided checks can be used in the Payroll system. Each type of check is updated by the Check Register program. The Check Register provides an audit trail of all checks and updates all appropriate files.
The Employee Inquiry program provides general information, past history by period, check history by check, pay cycle information, deduction balances, maximum hours tracking and period, quarter and year-to-date history for each employee. Employee notes can also be entered in the inquiry program.
All payroll reports have the option of printing in employee number, alpha, branch or employee class order. In addition to the order, you can choose the range to be printed. For example, the Employee Listing can be printed in alphabetical order. There is a wide variety of reports which print all available information stored in the Payroll system. The following Payroll reports are available:
Payroll is closed out at the end of each period, quarter, and year. Reports on the End-of-Period menu include a Period Earnings/Deductions Report, a Period GL Distribution, a Period Check Register, an Unemployment Report (for any tax district), a 941 Print, and a 945 Print. The End-of-Period Update zeros out the appropriate information for the period being closed so that the next period’s information can be accumulated.
The Payroll system provides a W-2 capture for the end of year processing, so that new payroll year processing can take place even though W-2’s cannot be printed yet. The system also provides for magnetic media reporting on floppies or on tape.
Transactions from Payroll can automatically post to General Ledger. The PR Static Control F/M contains flags, which determine how to post PR transactions to General Ledger.
Through the GL distribution flag you determines the detail of the journal entries posted. The flag can be set to one of these: 0-indicating no GL distribution is printed or posted; 1-indicating the GL distribution is printed (printing is in detail format) but not posted to GL; 2-indicating the GL distribution is printed (printing is in detail format) and posted to GL in summary (posting includes the total amount posted to each account number); or 3-indicating the GL distribution is printed (printing is in detail format) and posted to GL in detail (posting includes each item contributing to the amount for each account number).
Through the posting journal you determines which GL journal (where in the general ledger journal file) to post transactions.
There are standard entries made to general ledger when posting payroll. For example when an employee is written a payroll check, one debits salaries and credits cash. The user must set up where these standard GL account numbers used are and where they will come from.
The Payroll transactions are posted to General Ledger by the Payroll Check Register update. The standard account numbers posted are determined by the earnings and deductions GL posting tables. Establish your own set of valid earnings and deductions GL posting tables. Each employee by pay cycle is assigned to an earnings and deductions GL posting table which determines the correct GL account numbers to post to when posting earnings and deductions to general ledger for that employee/pay cycle.
Payroll earnings can post to the GL according to the type of payroll employee. Separate posting tables would be set up for each type of employee.
ADM - Administrative Salaries SLS - Sales Salaries
Reg 570-01-00 Adm Salaries-Reg Reg 580-01-00 Sls Salaries-Regr
Sick 571-01-00 Adm Salaries-Sck Sick 581-01-00 Sls Salaries-Sick
Vac 572-01-00 Adm Salaries-Vac Vac 582-01-00 Sls Salaries-Vac
Ovt 573-01-00 Adm Salaries-Ovt Ovt 583-01-00 Sls Salaries-Ovt
Hol1 574-01-00 Adm Salaries-Reg Hol1 584-01-00 Sls Salaries-Reg
Hol2 575-01-00 Adm Salaries-Reg Hol2 585-01-00 Sls Salaries-Reg
Com 576-01-00 Adm Salaries-Comm Com 586-01-00 Sls Salaries-Comm
The administrative employee earns: The sales employee earns:
Regular $1000.00 Regular $ 500.00
Sick $ 500.00 Sick $ 100.00
Overtime $ 250.00 Commission $1500.00
The system uses the GL table to distribute the earnings as follows:
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DEBIT |
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570-01-00 |
Adm Salaries - Regular |
$1000.00 |
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580-01-00 |
Sls Salaries - Regular |
500.00 |
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571-01-00 |
Adm Salaries - Sick |
500.00 |
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581-01-00 |
Sls Salaries - Sick |
100.00 |
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573-01-00 |
Adm Salaries - Overtime |
250.00 |
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586-01-00 |
Sls Salaries - Commission |
1500.00 |
Employee earnings consists of: Employee deductions consists of:
Regular $2000.00 Federal $100
Sick $ 500.00 FICA $ 50
Overtime $ 250.00 State $ 25
Insurance $ 10
401K $ 30
Net Check $2535
The GL distribution posts as follows:
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DEBIT |
CREDIT |
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* |
Cash |
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$2535.00 |
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** |
Salaries |
$2000.00 |
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** |
Salaries – Sick Pay |
500.00 |
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** |
Salaries – Overtime |
250.00 |
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** |
Federal Taxes |
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100.00 |
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** |
Fica Employee |
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50.00 |
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** |
FICA Employer Expense |
50.00 |
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** |
FICA Employer Payable |
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50.00 |
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** |
State Taxes |
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25.00 |
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** |
Insurance |
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10.00 |
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** |
401K Employee |
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30.00 |
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** |
401K Employer Expense |
15.00 |
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** |
401K Employer Payable |
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15.00 |
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$2815.00 |
$2815.00 |
* = G/L # assigned to bank printing checks.
** = G/L # assigned to employee GL deductions posting table, =.
In our example, all employees, regardless of department, are assigned to the same deductions GL posting table.
STD - Standard Table Matching Expense GL#
FICA 333-00-00 Fica Taxes Employee Fica 340-00-00 Fica Taxes Employer
Fedl 331-00-00 Federal Taxes 401K 341-00-00 401K Employer
Stat 332-00-00 State Taxes
Locl 333-00-00 Local Taxes
Ins 335-00-00 Insurance
Dntl 336-00-00 Dental
401K 337-00-00 401K Employee
Advc 338-00-00 Advance
Employee earnings consists of: Employee deductions consists of:
Regular $2000.00 Federal $100
Sick $ 500.00 FICA $ 50
Overtime $ 250.00 State $ 25
Insurance $ 10
401K $ 30
Net Check $2535
The GL distribution posts as follows:
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DEBIT |
CREDIT |
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* |
Cash |
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$2535.00 |
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** |
Salaries |
$2000.00 |
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** |
Salaries – Sick Pay |
500.00 |
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** |
Salaries – Overtime |
250.00 |
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** |
Federal Taxes |
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100.00 |
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** |
Fica Employee |
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50.00 |
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** |
FICA Employer Expense |
50.00 |
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** |
FICA Employer Payable |
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50.00 |
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** |
State Taxes |
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25.00 |
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** |
Insurance |
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10.00 |
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** |
401K Employee |
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30.00 |
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** |
401K Employer Expense |
15.00 |
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** |
401K Employer Payable |
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15.00 |
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$2815.00 |
$2815.00 |
* = G/L # assigned to bank printing checks.
** = G/L # assigned to employee GL deductions posting table, =.
Through the PR Static Control F/M, you sets the Use Earnings Distribution flag to indicate if the earnings % distribution feature is used. If set to Y, the earnings percent distribution file is active and the Earnings % Distribution F/M program is available. If the system uses earnings distribution by %, and employees have earnings % distribution records, then it takes precedence over their earnings GL posting table during posting.
An employee is assigned to this earnings GL posting table:
ADM - Administrative Salaries
Reg 570-01-00 Adm Salaries-Regular
Sick 571-01-00 Adm Salaries-Sick
Vac 572-01-00 Adm Salaries-Vacation
Ovt 573-01-00 Adm Salaries-Overtime
Hol1 574-01-00 Adm Salaries-Regular
Hol2 575-01-00 Adm Salaries-Regular
Com 576-01-00 Adm Salaries-Commisions
The employee earns:
Regular $1000.00
$1000.00
If the Use Earnings Distribution flag is set to N, the system uses the GL table to distribute the earnings as follows:
Debit
570-00-00 Salaries-Regular 1000.00
If the Use Earnings Distribution flag is set to Y, the system uses the earnings % distribution from the Earnings % Distribution F/M program.
The employee earns 50% from Branch 1 and 50% from Branch 2.
The system distributes the earnings as follows:
Debit
575-00-01 Salaries-Reg Br 1 500.00
575-00-02 Salaries-Reg Br 2 500.00
Through the PR Static Control F/M you sets the post unemployment flag to indicate if the unemployment insurance (or tax) is to post to general ledger. If Y is entered, the system posts the unemployment debit and credit amounts to general ledger based on the tax districts. The Check Register GL distribution prints the unemployment GL information before posting occurs.
NOTE: If you are posting unemployment to GL, the system does not automatically post taxes payable to the accounts payable system. Therefore, the unemployment debit can be set up as the AP expense account (example, payroll tax expense) and the unemployment credit can be set up as the liability which becomes a zero-balance account when the taxes are entered in AP.
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DEBIT |
CREDIT |
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PR posting: |
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Payroll Tax Expense |
100.00 |
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Payroll Tax Liability |
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100.00 |
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AR posting: |
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Payroll Tax Liability |
100.00 |
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Accounts Payable |
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100.00 |
Through the PR Static Control F/M you sets the Post Worker’s Comp flag to indicate whether to post worker’s compensation to general ledger. If Y is entered, the system posts the worker’s compensation accrual and expense amounts to general ledger based on the employees’ worker’s compensation code (Worker’s Comp F/M). The Check Register GL distribution prints the worker’s compensation GL information before posting occurs.
NOTE: Each employee can be assigned to a branch through the Employee F/M however, the branch cannot automatically post to General Ledger. Earnings and deductions GL posting tables must be set up with branch already inserted (if applicable) to post to General Ledger.
During the Earnings Exception Entry program you can post the earnings to a job number to post to Job Cost. If job cost information is entered the debit (expense) account number comes from one of two places. If the Post Work-in-Process flag is set to Y in the JC to GL Posting F/M program, the debit account number is a work-in-process account number. Depending on the Basis flag set in this record for work-in-process, the default number is used or the work-in-process account number is assigned to the cost type for the GL posting table assigned to the job. If the post Work-in-Process flag is set to N in the JC to GL Posting F/M program, the expense account number is the standard earnings G/L # posted (same as if Job Cost is not used).
The Check Register GL distribution posts to GL as follows:
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DEBIT |
CREDIT |
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Work in Process |
Cash |
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or |
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Adjustment |
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The work-in-process or expense GL number also posts into the Job Cost Job Posting Entry file. The Job Posting Register is then run which updates the WIP or expense GL number to the Job Cost transaction file. This transaction file is used for billing purposes.
Once billing takes place, the JC Invoice Register is printed along with the Invoice Register GL distribution.
The GL distribution posts as follows:
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Accounts Receivable |
Sales |
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Tax |
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Freight |
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Cost of Sales |
WIP or Expense |
The WIP or expense GL number was originally debited in Payroll and in Job Cost is credited. This means the WIP or Expense number is a wash account with the amount posting to the Cost of Sales GL account number.