Payroll Control Files

The first step in setting up the BasicBooks Payroll program is to complete the two Control files. Payroll Control Files includes the files containing the default numbers for General Ledger withholding accounts (liability accounts) and the settings for each pay period (start and end dates, check date, and the bank checking account number for the pay checks). The Year End Closing function is also accessed from this Payroll Control Files menu. You must complete the data boxes in these files before you can enter requests to prepare payroll checks. To access these files click Payroll Control Files from the main menu bar and then select the appropriate function.

Pay Period Setup

Select:

Payroll Control File -> Pay Period Setup to enter the dates and bank account number for a pay period.

Figure: Pay Period Setup Window

When you first set up the Payroll Program each of these fields, except Last Pay Period, are blank. You must complete these fields before entering requests for employee pay checks. Each time you prepare pay checks the date fields will be automatically blanked and must be updated with the new pay period dates before you can prepare the next payroll. The GL Bank Account field stays the same after each pay period and only changes when you click on the box and select a different account number. Dates can be entered in any form which can be interpreted as a valid date. If the date is not valid the field will display the word ``INVALID'' and you must enter a valid date before the changes can be saved.

1. Last Pay Period Date - This field is initially set to today's date. After each printing of pay checks for a pay period it is changed to the ending date of that pay period. This date is maintained for your information only and has no effect on any other function of the Payroll programs.
2. Pay Period Start Date - This is the date on which the pay period starts. You should enter the starting date for each pay period in this field. This date will print as information on the pay checks.
3. Pay Period End Date - This is the date on which the pay period ends. You should enter the starting date for each pay period in this field. This date will print as information on the pay checks.
4. GL Bank Account - This is the bank account number from the BasicBooks General Ledger upon which the pay checks will be drawn. Double click on this box to select from a list of available bank accounts.

When you have entered all the required data click Accept to save the data.

Withholding Accounts Settings

Select:

Payroll Control File -> Withholding Accounts Settings to enter the General Ledger account numbers for recording withholding from pay checks.

Figure: Withholding Accounts Settings

The Payroll Withholding Accounts are those accounts in the General Ledger in which the program will automatically enter the tax withheld from each pay check. These account numbers must be completed before you can enter requests to pay employees. To enter the account number in each field double click the box and then select the appropriate account from the list. NOTE: You must set up each of these accounts in the BasicBooks General Ledger as a liability type before attempting to set these fields in the payroll functions. Preferred useage is to create each account as either ``Accounts Payable'' or ``Liability (Other)'' type in the General Ledger.