Entering New Payroll #
Table of Contents #
- Introduction
- Pay Period Selection
- Date Configuration
- Employee Selection
- Payroll Entry Methods
- Changing Pay Date on Existing Batch Files
- Payroll Totals
- Troubleshooting
- Additional Resources
Introduction #
This knowledge base article provides comprehensive guidance on entering new payroll using the ProPay payroll software. It covers key features, common processes, and troubleshooting steps to ensure accurate and efficient payroll processing.
Pay Period Selection #
When entering a new payroll, you must first select the pay period:
- Valid entries are: (W)eekly, (S)emimonthly, (B)iweekly, and (M)onthly
- Only employees under the selected pay period will be processed
- Default dates are derived from the “Scheduled Pay Dates” report
Note: If processing payroll for employees with different pay periods:
- Process (S)emimonthly, (W)eekly, or (B)iweekly first
- Re-enter “Enter New Payroll” and change to (M)onthly
- Monthly employees will now appear for payroll processing
Date Configuration #
Payroll Date #
- The default payroll date will appear
- You can accept it or change it to a new pay date
Pay Period Ending #
- Accept the default date or change it as needed
Pay Period Beginning #
- Accept the default date or change it as needed
Employee Selection #
There are two options for selecting employees:
- All Employees:
- Leave the “Enter Name To Start With” field blank
- Check the “All Employees” box
- Employees will appear on screen in alphabetical order
- Selected Employees:
- Enter the first few letters of an employee’s last name to start with a specific employee
- Click “Selected Employees” to choose specific employees from a list
- Double-click on employee names to select them
Payroll Entry Methods #
There are two methods for entering new payroll:
a) Paycheck Calculation #
- Each employee’s paycheck is calculated and posted before proceeding to the next employee
b) Batch Mode #
- Enter hours worked and/or salary amounts for all employees first
- Post the batch after all entries are complete
- Used for importing new payrolls from WEB-PAY users and Time Clock users
Changing Pay Date on Existing Batch Files #
To change the pay date on an existing batch file:
- Attempt to enter a new batch with the desired pay date
- A message will appear asking if you want to change the existing batch file’s date
- Select “Yes” to change the pay date of the batch file
This feature is useful when clients using Web-Pay and Time Clock submit payrolls with incorrect pay dates.
Payroll Totals #
After entering payroll:
- Proceed to Display Payroll Totals on your screen
- Review “hash totals” of hours and Gross Salaries
- Ensure your totals match the client’s for accuracy
- Correct any mistakes before printing checks
Troubleshooting #
If you encounter issues while entering new payroll:
- Incorrect pay period selection: Double-check the pay period selection and ensure it matches the employees you’re processing.
- Missing employees: Verify that the selected employees are assigned to the chosen pay period.
- Date discrepancies: Confirm that the payroll date, pay period beginning, and ending dates are correct.
- Batch mode errors: If using batch mode, ensure all entries are complete before attempting to post the batch.
Additional Resources #
For further assistance:
- Access the help menu within the ProPay payroll software
- Visit our website: https://www.Paysoft.com
If you have any feedback on this documentation or encounter any issues not covered here, please contact our support team.