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This article applies to:

  • Product: Accounting CS Client Access
  • Subject: Payroll checks

Enter batch payroll checks

You can enter batch payroll checks or review checks entered for live payroll processing.
Before you process batch payroll checks for the 1st time, verify that you have set up all client payroll information and selected a payroll schedule for employees.
  1. Select
    Actions
    , then
    Enter Batch Payroll Checks
    .
  2. Select the client from the dropdown list.
  3. Select the payroll schedule for this batch of checks in the Payroll schedule field.
    note
    • The other fields in this row fill automatically based on the payroll schedule you select. When you select the payroll schedule, the Pay date field displays the pay date for the next unprocessed pay period, based on the system date.
    • If you're using a Time Rack, WorkforceHUB, or Employee Self-Service integration, you'll get a popup to accept or reject changes to employee setup details from the integrating application.
  4. When you select a payroll schedule, a
    Frequency
     is filled automatically based on the frequency that's defined on the payroll schedule (for new batches) or by the frequency of the earliest pending batch of checks and suspended batches.
  5. When you select a payroll schedule, a
    Pay date
     will display the next pay date based on the system date. If necessary, the pay date can be modified, but the new pay date must be:
    • Within the same year
    • On or after the current system date
    • After the previous batch's pay date
    • Prior to the next batch's pay date
    note
    When the pay date is changed in this screen, the current pay date listed for the selected payroll schedule is automatically updated in the Payroll Schedules screen.
  6. Select a
    Bank account
     to use for the batch of payroll checks.
  7. Select
    Reprocess last payroll
    if you need to void, delete, or reverse and then reprocess the last batch of payroll checks printed for a client.
  8. Use the
    Rapid
     tab to view basic payroll information and for quick entry or editing of the employee pay hours and amounts.
  9. To change more payroll information, select the
    Detail
     tab.
    note
    • To change the order in which payroll items display on the
      Detail
       tab, use the Payroll Items Sort Order window, accessed from the
      Setup
      , then
      Payroll Items
       screen. You can add or modify employee information on the fly by right-clicking in the
      Employee
       field.
    • Overridden payroll check information in the
      Rapid
       and
      Detail
       tabs and the Distributions window display in red text. The application automatically recalculates all payroll check amounts when amounts are overridden and recalculates the amounts again when you clear the overrides.
    • To revert a single overridden field to its original amount, put your cursor in the field and then select
      Edit
      , then
      Clear Override
      .
    • To revert all overridden fields in the current check to their original amounts, select
      Edit
      , then
      Clear Check Overrides
      .
  10. When you're happy with the information for this payroll schedule, select
    Enter Batch
     to save the information and create the unprinted checks. You can also select
    Suspend Batch
     to save the information and recall it later to complete the time entry.
    note
    • If an employee has no hours or amounts entered, no check will be created for that employee when you enter the batch.
    • The Hire date and Inactive date files in the
      Personal
       tab of the
      Setup
      , then the Employees screen determine if the employee is included in the batch. If an employee is missing, see Employee is missing from the Enter Batch Payroll Checks screen.
    • You can use the
      Actions
      , then the Enter Transactions screen to view and change any of the new unprinted payroll checks from the batch. This includes the ability to modify the bank account for all checks in the batch using the Edit Multiple Transactions feature.
  11. Select
    Cancel Batch
     to cancel any changes made to any employee payroll checks since they were last saved.
    important
    Canceling the batch will cause any remote payroll information that was retrieved to be lost. You can avoid losing remote payroll information by suspending the batch.

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