Installation

You must have BasicBooks General Ledger installed before you can install the BasicBooks Payroll program. The BBPR program must be located in your path, preferably in the same directory as BBGL, which should already be installed in the /usr/local/bin directory. The installation script (INSTALBBPR) will automatically accomplish this. To install the Payroll program complete the following steps:

1. Login as root (or ``su'' change to root).
2. Make sure you are located in the same directory in which you unpacked the BasicBooks Payroll zip file.
3. Enter the command, ``INSTALBBPR'' and press the Enter key.

The Payroll Program and associated documents are now installed in the proper locations. Next, you must use the BasicBooks General Ledger program to set up your company (if you have not already done so) and create the accounts that are required for use of the Payroll program. (See Set Up in next section.)

Set Up

Before you can use the Payroll system or enter employees in the Payroll Database you must set up certain general ledger accounts using the BasicBooks General Ledger (BBGL). Follow these steps to create the required accounts.

1. Open the BasicBooks General Ledger program and sign in under your company code. (See the General Ledger manual for an explanation of setting up the company and company codes.)
2. From the General Ledger main menu select: Ledger Accounts --> Create New Account.
   The first account you must create is a bank checking account from which payroll checks will be drawn. You must also create liability accounts for tax withholding (Federal, State, Social Security, and Medicare tax). Plus, you should create the expense accounts for the wage or salary ctegories you will be using. Supply whatever account name and number you want to use which is consistent with your account numbering scheme. (Example: ``Federal Tax Payable'', ``FICA Taxe Payable'', etc.). For the liability Account Type select either, ``Account Payable'', ``Debt Payable'' or, ``Liability - Other''. You must create at least one such liability account but may create as many as you need to conform to your bookkeeping needs. Create the bank account tyhpe as either a Checking or Savings Account. (For states which do not have a state income tax you may either use this box for a different withholding or enter a dummy account number.)
3. While in Create New Account create any other accounts needed for holding miscellaneous withholding amounts. (Examples: Pension Plans, Insurance deductions, etc.). The Account Type for these accounts should also be a liability type. Each employee can have up to two miscellaneous deduction accounts. If two such accounts are not sufficient you will need to create a consolodated account and then make manual adjustments for amounts that should be recorded in other than the first account.

When you have created these accounts you are ready to start using Payroll.

General Notes

BasicBooks Payroll is ``Intuitive''.

That is, menu selections are self-explanatory. These instructions do not cover all options from all menus. If you are not sure what a menu item does, hold the mouse cursor over the item and a short explanation will appear in a second or so. You can also click the menu item and simply see where it takes you. At any time you decide you do not want to complete the actions available under a menu selection you may click the close or cancel button to end that process.

Check Printing Note

A Postscript capable printer is required for printing checks. Most printers have this capability. If your printer is not set up as a Postscript printer you can create a ``Generic Postscript Printer'' using the printer setup tool that comes with Linux.

Check Styles

Several sources for pre-printed check styles which can be used with BasicBooks Payroll are available. Additionally, Linuxledgers offers custom check printing routines on request. Contact our Customer Service department for details (customerservice@linuxledgers.com). The standard printing routine with Payroll is designed for pre-printed checks with two vouchers below the check body.

The check printing program is designed to align the name and address of the payee to fit the standard envelope supplied by these check employees for use with each check style. (These check styles are the same styles used with Quicken®#circledR;, Quick Books®#circledR;, and Microsoft Money®#circledR;.) The following table shows two employees and two check style numbers from each employee which can be used with BasicBooks Payroll. Other sources are also available and you may be able to order similar check styles through your bank (Most banks offer Deluxe checks).

Figure: Common Check Styles

Steps for Running Payroll

The Payroll program uses the same Company Data Files as the BasicBooks General Ledger. To run BBPR you must first have the General Ledger set up and you must be located in the same directory (Folder) as you are when you run the BasicBooks General Ledger. (That is the same directory that contains your ``codata.d'' directory.) Follow these steps to run Payroll.

1. Change to the directory where you normally run the BasicBooks General Ledger. (The directory where codata.d is located.)
2. Enter the command, -> BBPR.
3. Enter the same Company Code you use when running the General Ledger for the company you have chosen. This will load the company data files for your company. You may see and/or print these data by selecting Company File from the main menu. (Note: Changes to the company data file can only be made from within the BasicBooks General Ledger program.)
4. The Payroll main menu will appear.
5. To end either click the 'X' box at top right of the screen or select File from the menu bar and click Quit.