PAYROLL FUNCTIONAL FEATURES:
The primary objective of the Payroll System is to process payroll
information in an online environment so that specific procedures can be
performed in seconds rather than the hours required by traditional batch
methods of computer processing. This system performs the basic payroll
functions by providing a complete and accurate record of all transactions
affecting each hourly and salaried employee.
Specific functional features of this online Payroll System are
highlighted below:
1. Maintain Labor Detail Records on the number of hours worked and the
types of work done by hourly employees during a payroll period, as
well as the associated general ledger account distribution
information for labor expense.
2. Calculate gross pay for hourly employees based upon the hours
worked including overtime, if any. The gross pay for salaried
employees is predefined for each payroll period in the Employee
Master Record.
3. Automatically calculate required federal and state payroll taxes,
such as income tax withholding, Medicare, FICA and unemployment
tax, for both employees and employer.
4. Print payroll checks with stubs on preprinted forms showing current
period and year-to-date (YTD) dollar earnings and deductions.
These same multi-purpose check forms can be used by the Accounts
Payable System. Pay checks can be printed for a single employee or
for a specified group of employees.
5. Print payroll reports, such as Labor Edit Report, Hours
Distribution Report and Payroll Register, to provide an audit trail
of data entered into the system so that adequate audit control is
maintained.
6. Print generalized payroll reports with the capability to extract
specific payroll information from the online database, such as
"List the total FICA withheld this quarter for each employee".
7. Print the Payroll Posting Report summarizing general ledger
posting information by ledger account for either manual or
automatic posting to the GL System (PR09). Either the accrual or
cash accounting method is supported.
8. Print annual IRS W-2 forms and W-3 transmittal totals for each
employee paid during the year.
9. Enable the user to change the federal and state tax rates used in
calculating payroll withholding and deductions by storing payroll
tax rates in Payroll Rates Records (PR14).
10. Provide reporting capability by location (or department) and job
code (order number). Location and job codes used by this system
should be consistent with the location codes used by other modules
within the company.
11. Provide online inquiry capability to (1) display all data elements
on a single employee, and (2) display all hours and dollar amounts
associated with payroll earnings and deductions for an employee.
12. Define an Active-Flag to prohibit current online entry of an
inactive employee yet keep that code for historical reporting
purposes.
13. Maintain vacation balance (hours available) per employee and
automatically calculate vacation earned hours per payroll period
based upon hours worked (System-Option-28).
14. Automatically assign voucher numbers to each labor transaction for
positive control and audit trail.
15. Automatically code expense accounts to a labor detail entry based
upon standard expense codes setup for that employee to reduce
clerical coding errors.
16. Maintain Employee Master Records for each employee that will be
receiving computer-printed payroll checks. Information in the
Employee Master Record includes name, address, marital status,
hourly salary, voluntary deductions, labor distribution account
codes and other information affecting payroll.
17. Provide source document control over input transactions to the
computer by establishing batch numbers.
18. Provide the capability to create custom PR reports where the user
defines the data fields to be selected and printed (DB12).
19. Automatically display a detail record (Employee Master Record or
Labor Detail Record) when function key F7 is pressed while in data
entry procedure PR01 and in inquiry procedure PR10.
20. Handle any fiscal year for accounting purposes, even one different
from the calendar year, through the use of a separate accounting
period number (YRMO).
21. Verify state code and ZIP code (first 3 digits) associated with
an employee address. The Canadian province code is validated when
the ZIP code is not numeric.
22. Automatic employee number assignment whenever the employee name
initials are entered as the employee number. Employee initials
are manually or automatically set in the Employee Master Record.
23. Print quarterly and annual employer reports, including IRS 940 and
IRS 941. The California DE-3 form can be printed.
24. Provide system options in the Company Control Record to handle
6-digit or 8-digit dates for Y2K compliance.
After all detail payroll information has been entered for a payroll
period, the Labor Edit Report (PR02) is printed to verify the completeness
and accuracy of the time card data. A separate Pay code is used to indicate
the type of labor voucher entered, such as regular payroll hours, payroll
adjustments and labor hours only. If only 36.00 hours were reported for an
employee who normally works 40.00 hours a week, an error message is printed
in the report.
A General Payroll Report (PR07) can be printed at any time covering
payroll data for the year-to-date, quarter-to-date or for any payroll
period. This general report writer allows the user to define the report
columns by specifying specific dollar codes or hour codes. This report
provides a flexible method of organizing payroll data by time period and by
type of payroll activity. It can be used for management purposes and to
prepare documents for use by federal and state agencies.
MORE INFORMATION:
To receive additional information on this online accounting software,
please e-mail Bill Legler or go to the Payroll System page.
Version 7.3 - Copyright 2000 by Legler Systems Company. All rights reserved.