PAYROLL OVERVIEW

Although you are provided with a default set of master files, they are only a guide. Check the content of these files and manipulate them for your own needs. Refer to the applicable section for more information on what to do.

Configuration Files Required for Payroll

  • Week Ending Dates.
  • Payroll Department Names (optional)
  • Company Setup Information
  • Employees Setup
  • Direct Banking Seutp (required if you pay your employees via auto deposit)
  • Recurring Employee Coded Values (optional)
  • Pay Codes (alter only With help from KLM)
  • GL Distribution Table (required to post payroll values to KLM Accounting or any other Accounting Software)

If you have purchased the "advanced" Labour Distribution version of KLM Payroll, you may need to set up the following files as well

  • Labour Number Setup (optional)
  • Customer Information (optional). If you wish to bill clients from payroll

Once all master files have been set up, you can process payroll producing both cheque history and actual pay cheques.

RUNNING A PAYROLL: CHECKLIST

The following is a check list to be used as a guideline in conjunction with the rest of this manual. The list below, if followed exactly, will result in a successful pay run, including the printing of PAY CHEQUES.

*1) Create Payroll Input FIle using PAY INPUT Menu

  • Make sure Company & Week Numbers are correct.
  • Be sure to SAVE each Input record.
  • Print a listing of all Input records and check it carefully.

2) PROCESS Payroll INPUT File using PAYROLL CALCULATION Menu.

  • Process as TEST RUN first time, to verify work.
  • Make sue to select correct Company & Week Numbers for processing
  • Test RUN produces a Cheque History Report but NO files are altered or cheques created.

3) If everything looks OK, PROCESS the Payroll Input File again

  • Process as NORMAL RUN not a test
  • Make sue to select correct Company & Week Numbers for processing
  • The program will print a Cheque History Report. Keep this report
  • The program will also create historical payroll records (one for each employee paid)
  • Once the Cheque History report is printed, you can thenprint actual pay cheques and/or bank stubs

After Payroll Has Been Run

While the following steps are not necessary, they are recommended.

1) Run Earnings Reports for both the current and YTD payroll. Compare the current with the Cheque Register Report. They should match.

2) If you use the labour distribution portion of our payroll system, you should run Labour reports for the current pay period.

3) Once payroll has been processed, you can then POST the results to KLM Accounting. If you do not have our accounting package, you can still run the posting report, using the results for reference purposes.

  • Make sure Company & Week Numbers are correct.
  • Do a TEST run first. This will produce a posting report but will NOT create journal records.
  • If the report is correct (in balance), do a** NORMAL run** so the data can be posted to the accounting system.