Summary

After the manual checks have been added to the batch, generate the reports and commit the batch.

The Commit step will create the following:

• Generate a check in the Bank Reconciliation module
• Post a journal entry to the General Ledger module
• Generate an invoice in an Accounts Payable module Invoices batch (if there is a deduction or benefit attached to a check in the batch that is set up to be paid to an AP vendor)
• Generate a direct deposit transaction in the Clearing House module Direct Deposits process (if there is a direct deposit deduction attached to the manual check)

Step by Step

1     Create or open the Manual Checks batch.

2     Enter the manual checks into the batch.

3     Print a Timecard Proof List.

• The Timecard Proof List displays all of the line items on the manual check. This is an optional report. If you do not to generate the report, skip to the Check Proof List step.
• Open the Timecard Proof List window (PR> Manual Checks> Timecard Proof List).
• Most of the fields on the window will already be populated with the information of the Manual Checks batch. This is because the Timecard Proof List can also be run from the Reports menu (PR> Reports> Timecard Proof List).
• Select how you would like the information on the report to sort using the Sort By drop-down menu.
• Check the Subtotal by Day toggle if you would like the detail line items on the manual checks to be sub-totaled by the timecard date on each detail line item.
• Check the Include Premium toggle if you would like to include premiums on the report. This will include aggregate premiums and standard premiums on the report.
  • If there are timecard line items generated by aggregate premiums, these timecard line items will only display on the report if the Include Premiums toggle is checked.
• 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.

4     Generate the Check Proof List.

• The Check Proof List displays the deductions and benefits on the checks in the batch, the gross amounts (federal, state, FICA, retirement, etc), and the accruals that have been accrued and used. Generate the Check Proof List Report and review the values to verify that the checks are correct.
• Select Check Proof List from the Manual 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 that display on the report will be grouped and orders on the report.
  • Select Department if you would like the employees in the batch to be sorted by the department code attached to their employee record and then by the employee number.
  • Select Employee Number if you would like to sort the employees on the report by only employee number.
• The Sort Timecards By drop-down menu is used to select what order the timecard line items will display on the report.
  • Select GL Account if you would like to sort the timecard line items by the GL account number attached to the line item. A GL account will only appear on the line item if it was manually added to the line item on the Timecards step (PR> Manual Checks> Timecards).
• Check the Page break after each 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 using the Group Report By drop-down menu 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.
• 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 PR> Utilities> Set Up Payroll> Labels tab> Retirement and Retirement 2 fields.

5     Generate the GL Distribution Report.

• The GL Distribution step defines the journal entry date of the transaction in the batch and generates the GL Distribution Report, which displays each journal entry line item generated by the batch.
• Select GL Distribution from the Manual Checks menu. This will open the GL Distribution window.
• Enter the journal entry date of the journal entry created by the batch in the Journal Entry field. The journal entry date determines which fiscal period and fiscal year the journal entry is posted to.
• Check the Break by fund and department toggle if you would like to insert a page break on the report after each fund and department included on the report.
  • This toggle is only recommended for organizations with a GL account format that has exactly three GL account sections (for example, the format of your GL accounts looks like this one with four sections: XXX-XXX-XXX-XXX).
• 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.

6     Generate the AP Distribution Report.

• The AP Distribution Report will display the Accounts Payable module invoices that will be generated by the Manual Checks batch. Deductions and benefits will only generate an AP module distribution if there is an AP module vendor attached to the deduction/benefit record (PR> Maintenance> Deduction/Benefit> General tab> Vendor is selected in the Payee Type field).
• Select AP Distribution from the Manual Checks menu.
• The AP Distribution Report does not have any sort or filter options.
• 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 Accounts Payable Distribution report will display the deduction/benefit code, deduction/benefit name, accounts payable vendor number, accounts payable vendor name, general ledger account number, amount, and report total.
  • The GL account that displays on the report is the same GL account that is attached to the deduction or benefit on the Deduction/Benefit Maintenance window (PR> Maintenance> Deduction/Benefit> Account tab> Default Credit Account section).

7     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.

8     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.

9     Generate the Check Register Report.

• The Check Register will display the check amount less the amount being paid to the employee using the Clearing House module Direct Deposit process. If the entire manual check will generate an ACH transition, that manual check will not display on the report.
• Select Check Register from the Manual Checks menu.
• The Check Register window will display the manual checks created in the batch, including the check numbers that were entered on the Timecard Maintenance window (PR> Manual Checks> Timecards), and the manual check amounts.
• 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 register will display the Check Number, Check Date, Employee Number, Employee Name, Amount, Total Number of Employees, and Report Total.

10     Commit the Manual Checks batch.

• The Commit step is used to generate the AP Invoices batch for the deductions and benefits paid to AP module vendors, and it generates the Clearing House module Direct Debits batch if there is a direct deposit deduction set up an employee in the batch.
• Select Commit from the Manual Checks menu. This will open the Commit window.
• The AP Batch field is used to select the AP Invoices batch where the invoices will be created. This field is only enabled if there are deductions or benefits attached to the manual checks that are paid to AP module vendors (PR> Maintenance> Deductions/Benefit> General tab> Select Vendor in the Payee Type field).
  • Click the AP Batch field search button   to select an AP module Invoices batch from a list. The list will only display uncommitted batches. If you would like to add the invoices in a new batch, create the batch (AP> Invoices), then select it from the window.
• The CH Batch field is used to select the Clearing House module Direct Deposits batch where the direct deposits in the batch will be created.
• Click the CH Batch field search button to select an open Clearing House module Direct Deposits batch.
  • This field will only be enabled if there is a direct deposit deduction attached to a manual check in the batch (deductions are attached to manual checks using the Deductions tab on the Timecards Maintenance window in PR> Manual Checks> Timecards> Select an employee on the Selection tab> Deductions tab).
  • Click the CH Batch field label to select an open Direct Deposits batch from a list. If you would like to create a new batch, create the batch (CH> Direct Deposits), then select it from the window.
  • If there are direct deposit transactions in the batch but the CH Batch field is not enabled, If the toggle is not checked but there is direct deposit transactions in the batch, make sure the direct deposit deductions are attached to a bank (PR> Maintenance> Deduction/Benefit> Payee field> Select Bank).
• Enter a PM Transaction Date for project management. This field will only be enabled if you have set up Payroll to interface with the Project Management module.
• Click the Commit button to commit the batch.
• Once the Manual Checks batch is committed, a check will be created in the Bank Reconciliation module.