Printing and Posting Payroll Checks

Printing and Posting

To print and post payroll checks:

1. Open the Print/Post Payroll Checks form.
2. In the Bank Code field, select the code of the bank from which the checks will be issued.
3. (Optional) The system displays the next check number in the Starting Check Number field, but you can change it if necessary.
4. In the Check Date field, enter the date you want to print on the checks, or, to use the applicable date from the Payroll Parameters form, leave this field blank.
5. In the Starting and Ending Department fields, select the range of departments for which you want to print payroll checks, or, to print them for all departments, leave both fields blank.
6. In the Starting and Ending Employee fields, select the range of employees for which you want to print payroll checks, or, to print them for all employees, leave both fields blank.
7. Select the Employee Type check box of each type of employee you want to print checks for: Hourly, Salaried, and Non-Employee.
8. (Optional) To print zero amount checks, select the Print Zero Amount Checks check box.
9. Select the Current Payroll Transactions option and then click Process.

   The system updates the upper grid with a list of the current payroll transactions to be processed, based on the selected printing options. The current payroll transactions are validated for correct G/L accounts and balanced distributions. If the distributions are not in balance, you should print the Payroll Distribution Log Report to determine the cause of the imbalance.

   When the transactions are in balance, you can print the payroll checks.

10. To print the payroll checks, select Print P/R Checks, and then click Process.

    TIP: If necessary to void checks, select the Void Check(s) option and then click Process. For more information, see the Voiding Checks in a Pay Period, Voiding Posted Payroll Checks, and Voiding a Posted Check Manually Help topics.

11. To print the final register and post the checks, select the Final Register And Post option and then click Process.

What Happens During Posting

When you post payroll, the following updates occur:

• The following fields are updated on employee records:
  • Vac Hours Due
  • Vac Hours Paid
  • Sick Hours Due
  • Loan Balance Due
  • Garnish Balance
  • All the fields on the YTD tab of the Employees form.
• For each payroll transaction that is posted, the system creates a corresponding Posted Payroll Transaction record.
• For each payroll transaction that is posted for an employee who uses direct deposit, the system creates a Direct Deposit Detail record.
• For each payroll transaction, the system creates multiple G/L Journal transactions in the PR DIST journal. If manual distributions were entered, they are also posted to the journal. If none were entered, the default accounts are updated. Any combination of the following G/L accounts can be included in journal transactions:
  • Employee's Wage account
  • Vacation Hours account
  • Holiday Hours account
  • Sick Hours account
  • Fifteen permanent Deduction and Earning Codes accounts
  • Three temporary Deduction and Earning Codes accounts
  • Cash account
  • Direct Deposit Bank Liability account
  • Federal Withholding account
  • Employer FICA Expense account
  • Employer FICA Liability account
  • Employee FICA account
  • Employer Medicare Expense account
  • Employer Medicare Liability account
  • Employee Medicare account
  • FUI Expense account
  • FUI Liability account
  • EIC Liability account
  • Company-Paid Insurance Expense account
  • Company-Paid Insurance Liability account
  • Employer Retirement Contribution Expense account
  • Employer Retirement Contribution Liability account
  • Loan Account Garnish account
  • Union Deduction account
  • State Withholding account
  • SUI Expense account
  • SUI Liability account
  • Other State Tax account
  • Workers' Comp Expense account
  • Workers' Comp Liability account
  • Supplemental Benefit Expense account
  • Supplemental Benefit Liability account
  • City Withholding account

Related Topics

Payroll Overview

Payroll Procedures

Payroll Setup