Summary

Once timecards have been entered and payroll has been calculated (deductions, benefits and gross pays have been calculated), run through the steps on the Computer Checks batch to print the checks and commit the batch.

Once the batch is committed, any direct deposits in the batch will generate transactions in a Direct Deposits batch (CH> Direct Deposits), the checks will be created in the Bank Reconciliation module (BR> Clear Transactions), and AP module invoices (AP> Invoices) will be created for any vendor paid deductions or benefits.

Step by Step

1     Create a Computer Checks batch, generate the timecards, and calculate the payroll on the batch.

2     Generate and review the Check Proof List.

• The Check Proof List displays the deductions and benefits on the paychecks in the batch, the gross amounts (federal, state, FICA, retirement, etc), accruals that are accrued and used, and paycode details. Generate the Check Proof List Report and review the values to verify that the calculated payroll is correct. You can compare the values on the Check Proof List to a previous period in order to estimate the validity of the calculated payroll.
  • You can view the previous paychecks of an employee using the History tab of the Employee Maintenance window (PR> Maintenance> Employee> History tab).
• Select Check Proof List from the Computer Checks menu. This will open the Check Proof List window.
• The Report Type drop-down menu determines which version of the report will be generated.
  • The Summary report includes the deductions and benefits on the paychecks in the batch, the gross amounts (federal, state, FICA, retirement, etc), and the accruals that are accrued and used.
  • The Details with Codes report includes everything in the Summary report as well as pay, deduction, and benefit code totals for the checks included in the batch.
• The Group Report By drop-down menu determines how the employees will be grouped and sorted, and which totals will display on the report. These are the same options that display on the Timecard Proof List (PR> Computer Checks> Timecard Proof List).
  • Select Employee Number if you would like to sort the employees on the report by only employee number.
  • Select Last Name if you would like the employees in the batch to be grouped and sorted by the employee last name.
  • Select Department, Employee Number if you would like to group the information on the report by department and then employee number within each department. This version of the report will include gross wages (FED, FICA, STATE, etc) totaled by department.
  • Select Department, Last Name if you would like to group the information on the report by department and then by employee last name within each department. This version of the report will include gross wages totaled by department.
• The Sort Timecards By drop-down menu is used to select the order in which timecard line items will display on the report.
  • Select GL Account if the timecard line items should be sorted by the GL account number attached to the timecard line item. The generally only applies if there are GL accounts attached to the timecard line items manually added to the line item, populated from the default timecard or populated from a rate code attached to the line item. If a GL account is not attached to any of the timecard line items, the line items will be sorted by pay code.
  • Select Pay Type if the timecard line items should be sorted by the pay type associated with the pay code on the line item. Pay types are associated with pay codes using the Pay Code Maintenance window (PR> Maintenance> Pay Code> Pay Type drop-down menu).
• Check the Page break after group toggle if you would like each grouping to begin at the top of a new page. For example, if you group the report by department and you check this toggle, the first record of each department will display at the top of a new page.
  • If you group the report by employee number, checking this toggle will have the same function has checking the New page for each employee toggle because each employee number represents a new grouping.
  • If you group the report by department and employee number, or department and employee name, the report will only add a page break after each department grouping. It will not add a page break after each department and each employee record. If you would like to display each employee on a separate page, check the New page for each employee toggle.
• Check the Print employee count toggle if you would like to the report to display the number of employees included on the report. This will add a field titled Employee Count to the Report Totals section of the report. The Employee Count field will display the total number of employees in the batch and break the total number into male and female.
• Check the New page for each employee toggle if you would like each employee paycheck to display on a unique page. If you do not check this toggle, the report may display multiple employees on a single page of the report.
  • When you group the report by employee number, this toggle has the same function as the Page break after group toggle because each employee number represents a new grouping.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon   next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• The Check Proof list will display the employee number, employee name, hours, wages, deductions, benefits, Project Management module information, workers' compensation codes, GL account numbers, gross wages by category and accrual activity.
  • Both Retirement 1 and Retirement 2 gross wages will display on this report. The title of the Retirement and Retirement 2 wages is set up in the Setup window (PR> Utilities> Setup). The labels for these fields are set up in PR> Utilities> Set Up Payroll> Labels tab> Retirement and Retirement 2 fields.
• The Gross Wages column on the report will include the base amount on each timecard line item plus the premium and shift amount.
• We strongly recommend a careful and full review of the check proof list each time payroll is processed.
• The Check Proof List will display the timecard line items entered using the Timecards step (PR> Computer Checks> Timecards), deductions and benefits generated during the Calculate Payroll step (PR> Computer Checks> Calculate Payroll), calculated accruals, and any system generated timecard line items (for example, capped accruals paid out using a pay code or premiums like longevity pay). If there are pay codes attached to an employees paycheck that you do not recognize, those line items may be system generated.
• The federal and state deduction amounts that display on the check depend on the tax table (PR> Maintenance> Tax Table) and the status attached to the employee records (PR> Maintenance> Employee> Taxes tab). If an employee has a status on the Taxes tab and that status is set up on the Tax Table, but the federal or state deduction does not appear on the check, make sure the FED and/or STATE deduction is attached to the employee record and is active (PR> Maintenance> Employee> Deductions tab).
• The Net Amount field in the totals section displays the gross wages less the deduction total.
• The Total Cost field in the totals section displays the gross wages plus the benefit amount.

3     Print a GL Distribution Report.

• The GL Distribution Report will display the journal entry created by the Computer Checks batch.
• Select GL Distribution from the Computer Checks menu.
• The Journal Entry Date field determines which fiscal period and fiscal year the journal entry generated by the Computer Checks process will be posted to. Enter a journal entry date in the field and the Fiscal Period and Fiscal Year fields will populate based on the journal entry date.
• The Fiscal Period and Fiscal Year fields are not enabled. The values in these fields are calculated based on the date entered in the Journal Entry field.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• If the GL accounts are incorrect on the GL Distribution and you make changes to any of the records used to generate the journal entry (for example, if you change a GL account attached to a deduction or benefit), you will have to rerun the Calculate Payroll step (PR> Computer Checks> Calculate Payroll) to get the GL Distribution Report to reflect the changes.
  • An exception to this is if you create a new GL account. For example, if you get an exception error because a GL account used in the journal entry doesn't exist, you can create the new GL account in the Chart of Accounts Maintenance window without rerunning the Calculate Payroll step.
• You will receive an error message on the Jobs Viewer window if the journal entry generated by the Computer Checks process is being posted to a fiscal period that has been locked out using the Lockout Periods feature (GL> Utilities> Lockout Periods).

4     Print an AP Distribution Report.

• The AP Distribution Report will display the invoices that will be generated in an Accounts Payable module Invoices batch (AP> Invoices) when the Payroll Computer Checks batch is committed (PR> Computer Checks> Commit). The AP invoices are generated for payments to AP module vendors.
  • Deductions and benefits that are set up with Vendor in the Payee Type field (PR> Maintenance> Deduction/Benefit> General tab) will generate an invoice. The invoice will be for the AP module vendor in the Vendor Number field (PR> Maintenance> Deduction/Benefit> General tab).
• Select AP Distribution from the Computer Checks menu (PR> Computer Checks> AP Distribution). This will open the AP Distribution window.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• The AP Distribution Report will display the AP module vendor name and number, the deduction that generated the AP distribution, the GL account that will be attached to the AP invoice line item, and the amount.

5     Print a PM Distribution Report. This is an optional report.

• The PM module Distribution Report displays all of the timecard line items in the batch that are attached to Project Management module task and type codes. This option will only display on the Computer Checks palette if the Project Management module is installed on the application and is set up to interface with the Payroll module (PR> Utilities> Setup> General> Enable Project Management Interface toggle).
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• Each timecard line item attached to a PM module task code will create a PM module transaction. For example, if there is a timecard line item for 10 hours at $17.50 per hour, the timecard line item will create a PM module transaction of $175 on the selected task code. If there are any benefits associated with the timecard line item attached to the PM task code, those benefits will also create a PM module transaction.
• Deductions on the paycheck will not affect the PM module transaction (They will not reduce the PM module transaction amount).
• For example:
  • There are two line items on a paycheck, each with 10 hours at $25 an hour and total $250.
  • Only one of the line items is attached to a PM module task code.
  • Total benefits on the check equal $200.
  • Total deductions on the check equal $100.
  • The paycheck will result in a PM module transaction of $350 ($250 + (.5 *$200). The $100 of deductions will not affect the PM transaction generated by the line item.

6     Print the WO Distribution Report.

• The WO Distribution Report displays the Fund, Account Number, Account Description, Debit Amount, Credit Amount, and transaction Description. The report will provide totals by fund as well as a report total.
• This step will create any work order distribution records for each timecard line item that is associated with a work order. The WO distribution is generally set up to credit the Salary account and debit the Work in Progress account.
• This step will only be available if the Distribute values for PR toggle is checked on the WO Setup window (WO> Utilities> Setup).
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

7     Print the checks.

• The Checks step is used to generate the physical checks. The format of these checks and the order they will print is defined on the Checks tab of the Payroll module Setup window (PR> Utilities> Setup> Checks tab).
  • Checks can be generated in long or standard format. The long check format will display up to 30 deductions/benefits on the check. The standard check format will display up to 18.
  • The order the checks will print is also defined on the Setup window (PR> Utilities> Setup> Checks tab> Computer Checks Sort drop-down menu). The checks will print by employee number or by department and employee number (by employee number grouped by department) based on the selection in that field.
• If a portion of an employee's check is a direct deposit, the physical check will print on this step, but the ACH check will not display on the ACH checks step (PR> Computer Checks> ACH Checks). Checks will only display on the ACH Checks step if the entire check amount is a direct deposit.
• Select Checks from the Computer Checks menu (PR> Computer Checks> Checks). This will open the Checks window.
• The Check Date field is used to set the check date of the checks in the batch.
  • The check date is used by many Payroll and Bank Reconciliation module processes to select checks. For example, the check date can be used in the Void Checks (PR> Void Checks> Select) process to select which checks to void, and in the Clear Transactions process (BR> Clear Transactions> Select Transactions) to select which checks to clear.
• The Memo field will print on the memo line of the check. Only the first 62 characters entered in this field will display on the check.
• The Stub Message field is used to add a message to the top of the each pay stub in the batch. The first 90 characters entered into this field will display on the check stubs.
• The Starting Check Number field is used to enter the starting check number of the checks in the batch if you are using blank check stock. If you are not using blank check stock, this field will be disabled and you will enter the check numbers on the Check Register step (PR> Computer Checks> Check Register).
  • This field will only be enabled if the Use blank check stock toggle is checked on the Payroll module Setup window (PR> Utilities> Setup> Checks tab> Use blank check stock toggle).
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon   next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• Once the report has been generated, print the report on a printer that has been loaded with the check stock.
  • You can adjust the upper margin of the checks on the check stock using the Check Offset field on the Payroll module Setup window (PR> Utilities> Setup> Checks tab> Check Offset field). Increase the value in the Check Offset field to print the checks lower on the page (increase the margin), or lower the value to print the checks higher on the page (reduce the margin).
• Any direct deposit amount will be excluded from the net pay and total deduction fields that display on the check.

8     Print the Check Register.

• The Check Register step is used to set the check numbers of the checks in the batch and generate a report that displays the net check amounts in the batch. The check numbers entered during this step will be used to generate the checks in the Bank Reconciliation module when the Computer Checks batch is committed (PR> Computer Checks> Commit).
• Select Check Register from the Computer Checks menu (PR> Computer Checks> Check Register). This will open the Print Computer Check Register window.
• The Auto-number subsequent checks toggle is used to auto-number all of the checks in the batch based on the check number entered on the first check in the batch. For example, enter 100 in the Check Number column on the first row and check the Auto-number subsequent checks toggle. All checks in the batch will automatically be assigned the subsequent check numbers after check number 100.
• Enter the check number of the first check in the Check Number column. The other checks will automatically be sequentially numbered.
• The Check Number column is used to enter the check number of each check in the batch. The check number can be up to nine digits long.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• The check totals that display on the report are the net check amounts on the physical checks.

9     Generate a positive pay file. This is an optional step.

• If the Payroll module is set up to use positive pay (PR> Utilities> Setup> General tab> Use Positive Pay toggle), there will be a Positive Pay option on the Computer Checks palette. The Positive Pay option is used to generate an export file that contains all of the checks in the batch. This electronic file is sent to the bank where the checks are drawn and as checks are processed, the bank will verify that the amount on the physical check matches the amount on the Positive Pay file. In order to use this feature, you must set up a Positive Pay relationship with your bank. Your bank will determine the format of the positive pay file and how the positive pay file will be delivered to them.
• Select Positive Pay from the Computer Checks menu to generate a positive pay file. This is an optional step, meaning if you don’t want to generate a positive pay file for the checks in the batch, you can skip this step and you will still be able to commit the batch.
• The standard positive pay file format is:

010840880220 000000001500000065980009222010020840880220 0000000001000000659800

• The Numbers on the first line correspond to:
  • 01 = indicates the beginning of the individual transaction line
  • 0840880220 = Bank Account
  • 0000000015 = Check Number
  • 000000659800 = Amount
  • 09222010 = Check Date
• The numbers on the second line correspond to:
  • 02 = indicates the beginning of the total line
  • 840880220 = Bank Account
  • 0000000001 = Total Number of Checks
  • 000000659800 = Total Amount

• The Configuration field is used to specify the configuration for the export file.
  • Export file configurations are created and maintained on the Export Configuration Maintenance window (SS> Maintenance> Export Configuration).
  • Once a configuration is selected, click EXPORT SETTINGS to display the expected file layout.
• Click the Submit button to generate the export file.
• Once the export has finished processing, the export file can be opened from the Notifications screen.
• Send the positive pay file to your bank.

10     Print the direct deposit stubs.

• The ACH Checks and ACH Register steps will only display on the Computer Checks palette if the Payroll module is set up to interface with the Clearing House module.
• The ACH Checks step is used to generate the direct deposit check stubs. The ACH checks will look similar to the physical checks, but they will not include the signature.
• If only a portion of an employee's check is a direct deposit, that partial check will not display on the ACH Checks step. The ACH Checks step will only include checks where the entire amount is a direct deposit. You can view the partial ACH transactions on the ACH Register if you check the Include partial ACH checks toggle when they are generated (PR> Computer Checks> ACH Register> Include partial ACH checks toggle).
• Select ACH Checks from the Computer Checks menu to open the ACH Checks window.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon   next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• Once the report has been generated, you can print the report. If you have check stock loaded in the printer, you should remove the check stock before printing the ACH check stubs on the actual check stock.
• The ACH Checks look like just like the physical checks, but they will not include the signature.

11     Print the ACH Register.

• The ACH Register Report displays all of the ACH checks that have been generated in the Computer Checks batch. These are the direct deposits that will be processed in the Clearing House module Direct Deposits process once the Computer Checks batch has been committed.
• Select ACH Register from the Computer Checks menu. This will open the ACH Check Register window.
• Check the Include “partial” ACH checks toggle to include employees that have only a portion of their income deposited using direct deposit. For example, if an employee has $2000 of their paycheck deposited in a bank account and the rest made out on a physical check, check the Include "partial" ACH checks toggle to include that employee on the report.
  • When this toggle is checked, columns will be added to the report that display which portion of the paycheck is being paid using the Direct Deposits process. This will add the following columns to the report: Partial ACH, Partial ACH Total and Regular ACH Total.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

12     Commit the Computer Checks batch.

• The Commit step will:
  • Generate checks in the Bank Reconciliation module.
  • Generate direct deposit transactions in the Clearing House module Direct Deposits process if there are direct deposits in the batch.
  • Generate invoices for the deductions and benefits that are set up to be paid to AP module vendors.
• Select Commit from the Computer Checks menu. This will open the Commit window.
• The AP Batch field is used to select an AP module Invoices batch. The selected batch will populate with invoices that are generated for deductions and benefits set up to be paid to AP module vendors (PR> Maintenance> Deduction/Benefits> Select Vendor in the Payee Type drop-down menu).
  • This field is only enabled when there are invoices that need to be generated and the Payroll module is set up to interface with the Accounts Payable module (AP> Utilities> Setup> General tab> Enable Accounts Payable Interface toggle).
  • If you add invoices to a batch that has been processed past the Invoices step (AP> Invoices> Invoices), the Invoices batch will return to the Invoices step. For example, if you have already printed a GL Distribution Report for an Invoices batch, selecting the batch will return it to the Invoices step and you will have to regenerate the GL Distribution Report.
  • If you would like to add the invoices to an empty Invoices batch, enter a new AP Invoices batch number in the AP Batch field and the invoices will be added to this new batch. You can also create a new Invoices batch (AP> Invoices> Select New from the Invoices palette drop-down menu), and then select the new batch in the AP Batch field.
• The CH Batch field is enabled if there are direct deposit transactions in the Computer Checks batch. This field is used to select a Clearing House module batch that will be used to process the direct deposit transactions. Click the CH Batch field to select an open Clearing House module Direct Deposits batch.
  • This field is only enabled when there are direct deposit transactions in the Computer Checks batch and the Payroll module is set up to interface with the Clearing House module (PR> Utilities> Setup> General tab> Enable Clearing House Interface toggle). If the field is not enabled but there are direct deposit transactions in the batch, make sure the direct deposit deductions are attached to a bank (PR> Maintenance> Deduction/Benefit> Open the direct deposit deduction> Payee field> Select Bank).
  • If you would like to add the transactions to an empty batch (a batch that has no other direct deposit transactions), create a new Direct Deposits batch (CH> Direct Deposits) and then select the new Direct Deposits batch in the CH Batch field.
  • This field will not be enabled if the Payroll module isn’t set up to interface with the Accounts Payable module (AP> Utilities> Setup> General tab> Enable Accounts Payable Interface toggle).
  • You cannot attach the computer checks to a Clearing House Direct Deposit batch that has already been exported to an ASCII file.
    • If the CH Direct Deposit batch has a check on the Export to ASCII step, you cannot export the transactions to that batch. An information window will open when you try to commit the PR Computer Checks batch.
• The Transaction Date field is used to enter the transaction date of the Project Management module transactions generated by the batch. This field only applies to the Project Management module.
  • This field will only be enabled if the Project Management module is set up to interface with the Payroll module (PR> Utilities> Setup> General tab> Enable Project Management Interface toggle).
• Click the Commit button to commit the batch.
  • A warning message will display to alert users about their current ESS configuration when committing a batch that includes configurable check layouts. ESS configurations that do not include configurable layouts for ACH and printed checks will not generate the expected check reprint for ESS display.