Use the Check Register to obtain a report of all regular, manual, and void check information since the last Check Register was updated. The program writes all checks to the bank transaction files and posts to the bank’s GL account number and optionally updates the bank balance.
The optional update following the register updates all necessary files. The records are written to SMTRNH file with a status of "C" for complete; all check information such as check number, payee and register number is stored.
This register is an audit trail of all hours, earnings, taxes and other deductions and should be printed, verified and updated each time a pay cycle is run. It may also be printed after field of manual or void checks. If the register is not printed directly after field of manual or void checks, the information appears on the next register with regular checks.
Information for the register comes from three programs - Check Print, Manual Check Entry and Void Check Entry.
The user has the option to:
Update the check history, employee history, department history, employee past history earnings and deductions files.
Update the monthly GL distribution and check file.
Update the maximum hours, deduction balances, bank transaction files and the appropriate control records.
Register information includes the following:
Register: For each employee, employee number, name, check number, department, regular and premium hours and earnings, taxes and other deductions and net pay. Regular, manual, void and register totals are printed. The total number of checks listed are also included.
Detail recap: For each employee, hours and earnings amounts for each category, tax and other deductions amounts for each category and net pay. Employee and report hours, earnings, taxes and other deductions totals are printed.
Tax recap: For each tax type, tax code and description, amount, matching, total, unemployment earnings, taxable and tax and tax type totals.
Deduction recap: For each deduction, deduction code, description, amount, matching and total. Deduction totals are also included.
The following fields are involved in printing the Check Register:
1. Pay Cycle
Enter the pay cycle for which the register should print. The entry must be a valid pay cycle.
2. Check register date
Enter the date on which the Check Register is being printed. Enter (CR) defaults to the system date. Any valid date in the current payroll period is accepted.
NOTE: Payroll can only be run in the current period due to government reporting requirements.
3. Regular Checks
Enter Y or N to indicate whether information regarding regular checks (checks generated through the Check Print program) should print. Enter (CR) defaults to N automatically if there are no regular checks to print. Enter (CR) defaults to Y automatically if there are no manual and void checks to print.
4. Manual/Void Checks
Enter Y or N to indicate whether information regarding manual and void checks should print. Enter (CR) defaults to N automatically if there are no manual or void checks to print. Enter (CR) defaults to Y automatically if there are no regular checks to print.
5. Scope
Enter N or Y to indicate whether to print detail recap (prints same information as Pre-Check Edit List). Enter (CR) defaults to N.
6a. Check Register. OK To Print GL distribution?
After printing the Check Register, verify the printout. If there is a correction to be made, enter N to exit the program. After the correction is made, the register can be rerun. If everything is correct, enter YES to continue. The program then prints the GL distribution. Once the GL distribution is printed, proceed to field #8.
For users not printing the GL distribution, the following field is displayed:
6b. Check Register. OK To Update?
After printing the Check Register, verify the printout. If there is a correction to be made, enter N to exit the program. After the correction is made, the register can be rerun. If everything is correct, enter YES to continue and no GL distribution will be printed, the following field (#8) is skipped and the program proceeds with the update.
7. Check GL distribution. OK To Update?
After printing the GL distribution, verify the printout. If everything is correct, enter YES to continue. The program proceeds with the update. If there is a correction to be made, enter N to exit the program. After the correction is made, the entire register process begins again.