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The latest version of the Payroll System menu from Legler Systems identifies 21 separate payroll (PR) computer procedures that can be run by the user, provided the user has access to that procedure. Access control is specified in the User Control Record (DB08). Each PR user procedure corresponds to a separate computer program.
A sample Payroll System menu screen is shown below and followed by a definition of each user procedure.
-------------------------------------------------------------------------- | PAYROLL SYSTEM MENU (2010) 07-02-2010 13:23 | |==========================================================================| | | | No Procedure Name No Procedure Name | | -- ------------------------------- -- ----------------------------- | | 01 - Enter Labor Detail Records 11 - Enter Employee Master Record | | 02 - Print Labor Edit Report 12 - Print Employee Master List | | 03 - Print Hours Distribution Report 13 - Print Annual W-2 Forms | | 04 - Calculate Payroll Amounts 14 - Load Payroll Tax Rates File | | 05 - Print Payroll Checks 15 - Print Vacation Accrual Report | | 06 - Print Payroll Register 16 - Purge Old PR Records | | 07 - Print General Payroll Report 17 - Print PR Distribution Report | | 08 - Adjust Prior Payroll 18 - Print Employer Reports | | 09 - Post Payroll To GL System 92 - Redefine System Printer | | 10 - Inquire Employee History 94 - Search PR System | | 99 - End PR Menu | | | | Enter PR Procedure Number.......[ ] | | | |==========================================================================| | F1=Help F2=Enter F9=Print F10=Exit | --------------------------------------------------------------------------
Procedure PR01 is used to enter the number of hours an employee worked by Hours code and any special one-time dollar deductions. Computer procedure PR01 is done daily or weekly. PR01 dynamically links to procedure PR11 when function key F7 is pressed.
Procedure PR02 prints the Labor Edit Report to verify the correctness of payroll entries made in online procedure PR01 for the current payroll period. The Labor Edit Report (PR02) can be printed for a specific payroll Group Code.
Procedure PR03 prints the Hours Distribution Report showing labor hours worked by job number and expense account code for management review. The Hours Distribution Report (PR03) can be printed by job number or location code.
Procedure PR04 calculates payroll gross pay, state and federal payroll taxes, and net pay for each employee. A control report (PR04) is printed summarizing the results of these payroll calculations. Also, the results are stored in the Payroll Period Record (PR04) for each employee and payroll period.
Procedure PR05 prints payroll checks with stub for each employee for direct mailing to employees. The payroll check stub identifies the gross hours and dollars, as well as the amount of each deduction from gross pay. Check Records (CR01) are automatically written into the Check Reconciliation System by procedure PR05 when payroll checks are printed.
Procedure PR06 prints the Payroll Register identifying all hour and dollar amounts affecting each employee in the current payroll period and year-to-date. The Payroll Register (PR06) can be printed for one employee or a group of employees by location code.
Procedure PR07 prints the General Payroll Report to select up to five Hour codes or Dollar codes as column headings for any payroll period range entered by the user. The General Payroll Report (PR07) can be printed for one employee.
Procedure PR08 adjusts hours or dollar amounts by employee in the Payroll Period Record. Adjustments are entered in procedure PR01 with a Pay code of "A" and then processed by procedure PR08.
Procedure PR09 posts the PR accounting information to the GL System and prints the Payroll Posting Report. General Journal Records (GL01) are created in the GL System summarizing total amounts by GL account code when the final Payroll Posting Report (PR09) is printed. The Payroll Posting Report (PR09) should be filed with other business financial papers for audit control.
Procedure PR10 displays a window of hours and dollars for a specific employee showing reported labor hours from PR01 and pay hours from Payroll Period Records (PR04). This PR user procedure can be run at any time to display employee information.
Procedure PR11 is used to add new employees or change employee information, such as employee address, tax status, gross pay, etc. This information is stored in the Employee Master Record (PR11) and is shown on payroll reports. PR11 dynamically links to procedure DB17 when function key F7 is pressed.
Procedure PR12 prints the Employee Master List of active and terminated employees as entered in online procedure PR11. The Employee Master List (PR12) identifies all employee deduction codes that appear on the employee payroll checks printed by procedure PR05.
Procedure PR13 prints the annual IRS W-2 forms and W-3 Transmittal Statement identifying gross wages paid to employees during the calendar year. A copy of the annual IRS W-2 form is given to the employee. Copies of the annual IRS W-2 forms should be filed with other business financial papers for audit control. Computer procedure PR13 is run once a year.
Procedure PR14 is run once a year to load the current federal payroll income tax withholding rates, as well as the California payroll tax rates. A control report (PR14) is printed for audit control. Computer procedure PR14 is run once a year or whenever tax withholding rates change.
Procedure PR15 prints the Vacation Accrual Report identifying vacation hours earned and taken by each employee. The current vacation balance is shown in the Vacation Accrual Report (PR15).
Procedure PR16 purges old Labor Detail Records (PR01), Payroll Period Records (PR04) and Employee Master Records (PR11) and is infrequently run by supervisory personnel. A control report (PR16) is printed identifying the number of records in the PR System.
Procedure PR17 prints the Payroll Distribution Report of labor expense by GL account code. GL account code totals in the Payroll Distribution Report (PR17) should balance to those in the Payroll Posting Report (PR09).
Procedure PR18 is used to print quarterly IRS 941, Schedule B of 941, and the annual IRS 940 form. Also, California DE-6 form reflecting employer payroll taxes can be printed. Copies of the IRS 941 form, Schedule B form, IRS 940 form and California DE-6 form should be filed with other business financial papers for audit control. Computer procedure PR18 is run every quarter.
Redefine system printer procedure PR92 allows the user to redefine where the reports are to be printed. If a disk file is specified, the report is written to disk from which it can be displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program associated with procedure PR92 is the same for all accounting modules. Computer procedure PR92 can be done at any time.
Procedure PR94 is used to search the PR System for any dollar amount, code or text in the last x months and display a window of the search results. The computer program associated with procedure PR94 is the same for all accounting modules. This PR user procedure can be started at any time to look for payroll and employee information.
Procedure PR99 closes the Payroll System menu and displays the main financial menu. To switch to another system procedure, just enter the System-ID and procedure number, rather than PR99.
To request additional information on the PR software, please e-mail Bill Legler in the SF Bay Area, California or go to the Payroll System main page.