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Step 5: Enter Work Hours and Process Your Payroll
This step involves entering the hours that your employees have worked for the current pay period. It will also include how to verify your payroll details before you close the pay and run the final calculation. Once the payroll is finalized, we will also discuss how to run various reports.
5A - Sign In and Open the Payroll Service:
- Sign in to eNETEmployer and choose the Payroll service icon from the Welcome screen.
Fig. 01: Choose eNETEmployer's "Payroll" service icon to begin.
5B - Enter Your Employee Work Hours
Before you can calculate a payroll, you must enter the hours that each employee has worked for the pay period. Note: Hourly-based employees will require their time to be entered for each pay period since it is assumed that these hours may fluctuate from one period to the next. Conversely, Salary-based employees do not need to have their hours entered each pay period since the program sets them to reoccur every pay period (unless you override them).
There are two methods for entering employee work hours:
- Manually: This method involves entering each employee's work hours into either the Speedy Update or Earning Items screens so that the program can calculate the wages and applicable taxes. This is typically only necessary for Hourly employees since their rates are subject to change each pay period. Note: Salary employees do not require hours entry once their time has been set in the Earning Items screen, since it is assumed that they will always work a traditional 40 hour work week. You can however, override both Salary and Hourly hours as needed to support any payroll scenario.
- Import Hours: This method involves importing data from a spreadsheet file so that you do not have to perform any manual data entry. Since the import procedure is performed in one easy step, it is not only expedient, but also reduces the chance of data entry error. Click here to learn how to import your employee work hours.
This lesson will describe the manual method of entering work hours.
- Choose the Payroll Processing - Speedy Update menu command. This opens the Speedy Update screen where you can input the hours that your employees have worked for the pay period. Speedy Update Help Screen...
Note: You are also able to enter the work hours for both salaried and hourly workers in the Earning Items screen (that is the location where you originally assigned earnings to each employee). However, when entering time for Hourly employees only, the Speedy Update page makes the data entry process more efficient by simplifying the options and including only those that pertain to hours entry.
- Move to the Reg Hours cell for your hourly employees (or the column name that corresponds to your "regular" hourly earning), and then enter the number of hours that each person has worked. Note: The Reg Hours column name (in our example) is taken from the Short Name setting for the Regular earning as set in the the Earnings screen.
- If they have worked any overtime hours, move to that earning cell and enter the appropriate number of hours for that category.
- Repeat the preceding 2 steps for any other earning type for which the employee(s) have worked.
In Fig. 02
below, we have entered the work hours for 3 sample hourly employees.
Show Me How...
Fig. 02: The Speedy Update screen with work hours entered for 3 sample hourly employees.
This completes the employee work hours. You can now continue to the next step and process your payroll.
5C - Calculate Your Payroll
Each time you make a change to your payroll, you should perform a calculation. Each time the payroll is calculated, the results of the previous calculation are erased and replaced with the new results. A payroll may be calculated as many times as needed before it is closed. This provides the opportunity for reviewing the pay run details and for other testing purposes.
- Choose the Payroll Processing - Calculations menu command. This opens the Calculations screen where you can define the required settings for performing a payroll calculation for the current payroll. Calculations Help page...
The table displays a historical list of previous calculations including pertinent data for each, such as the pay type along with the pay run's start and end dates.
Each row in the table is known as a Pay Sequence and contains all of the necessary settings that the program needs to calculate the current pay period.
- First Time Program Users - If you are using a brand new payroll, the first pay sequence will already be inserted into the table for you. The pay run details can now be changed as needed to suit the parameters of your payroll scenario (see below)
- Current Program Users (where historical payrolls already exist) - If you are new to eNETEmployer or if you are taking over the management of a current payroll where one or more closed pay sequences already exist, simply choose the New button from the Button Bar to add a new sequence to the table.
- Edit the various cells to specify the details for the current pay run (double-click on the row to activate Edit Mode if necessary).
The main items you will need to define for a typical payroll are:
- Pay Type - Use this cell to specify the calculation method that will be used.. Pay types can be any of the following; Normal, Additional, Extra, or Reversal (Special), or Reversal (All).
- Start Date - Use this cell to specify the beginning date of the current payroll run. This date represents the start of the current period in which employees worked or earned wages. For example, if your company is set up for semi-monthly payrolls (24 per year) and you are in the fourth week of January 2015 (having already ran your first payroll of the year), this cell would show Jan/16/2015 (i.e. the second semi-monthly pay run of the year begins on the 16th of January).
- End Date - Use this cell to specify the closing date of the current payroll run. For example, if your company is set up for semi-monthly payrolls (24 per year) and you are in the fourth week of January 2015 (having already ran your first payroll of the year), this cell would shows Jan/30/2015 (i.e. the second semi-monthly pay run of the year ends on the 30th of January).
- Pay Date - Use this cell to enter the actual date on which the employees receive their pay (e.g. cheques are distributed or EFT transactions occur) - commonly referred to as "Pay Day". This date is used to determine when payroll liabilities are due, based on deposit schedules. This date also is used to determine when any assigned tax calculation formulas may be applied.
- Save the row once you have completed the settings for the pay sequence.
- Choose the Calculate button from the Button Bar located above the table. Once the calculations are complete, a message will appear indicating the successful payroll calculation.
In our example below, it is the first sequence of the year and the pay type has been set to Normal
Fig. 03: A sample pay sequence from January 1st through 15th.
Now that the payroll has been calculated, the Status cell updates to read Calculated. This cell will read Closed once the the payroll is finalized and closed.
This completes the payroll calculation. You can now continue to the next step and review your payroll.
5D - Review Your Payroll
Once your payroll is calculated, you should view the Payroll register report to verify your payroll numbers.
- To view this report, move to the Generate Report column and select the Generate Report button (scroll to the right if you need to bring this column into view). You can also choose the Report button from the Button Bar. When you choose either button, the Payroll Register report is generated as a PDF file. Depending on your browser settings, the resulting PDF report will either be stored in your Downloads folder or you may be presented with a dialog box that will prompt you where to save the file. In some browsers, the PDF report is made available as a PDF button that appears at the bottom of your screen.
- Choose your preferred method to open the PDF report. When the report appears on the screen, the word "Interim" will appears as a watermark in the background. This watermark will be removed once you close the payroll and regenerate the report. As you scroll through the PDF document, you will see that each employee has been paid accordingly - both Salary and Hourly types. And once you reach the end of the employee list, the overall employee totals are shown. Scroll down further to the last page in the report and you will see the business accounts that are being used along with the Federal Tax, CPP and EI amounts.
- When you have finished reviewing your payroll results, close the report and return to eNETEmployer.
In our sample Payroll Register below, we have 5 employees who have been paid for the current pay period.
Fig. 04: The Interim Payroll Register report allows you to verify the results of your payroll calculation.
This completes the calculation process. You can now continue to the next step and backup your payroll.
5E - Backup Your Payroll
Before any payroll can be closed and finalized, a backup must be performed. eNETEmployer requires that you perform this step so that you always have a fall-back point should you ever need to restore a payroll for a future need. Use the following steps to perform a payroll backup.
- Choose the Backup button from the Button Bar. After the program is finished processing the file, eNETEmployer stores the backup in a file with extension of .DAT. Depending on your browser settings, the file will either be stored in your Downloads folder, or you may be presented with a dialog box that will prompt you where to save the file. Whichever option you choose, the important point is to remember to store the file in a secure location for future use, in the event that a complete database restore is needed.
- Once you have created the backup file, you can open its corresponding storage folder to view the file naming details if you wish. The name of the .DAT file is prefixed with the payroll's Closing Date, the payroll's run Type, and various other identifiers. If you wish to save the backup in a different location (a different folder, an external drive, etc.) , simply move the file as needed.
- Return to the program when you have finished reviewing the backup file and its location.
In our example below, the backup file has been stored in our Downloads
Fig. 05: The name of the .DAT file is prefixed with the payroll's Closing Date, run Type, and other identifiers.
Periodic Backups - As mentioned earlier, the backup process is mandated at the end of each pay cycle before the pay sequence can be closed. From an administrative standpoint, many payroll practitioners also choose to make regular backups at various other times during the payroll cycle. Perhaps after they've entered employee hours, or after they have made some other significant changes.
This completes the payroll backup procedure. You are now ready to close the payroll.
5F - Closing Your Payroll
With the backup now complete, it’s time to close the payroll. Once the pay is closed, you will no longer be able to make changes to the pay run.
- Choose the Close button from the Button Bar located above the table. After the program is finished the closing process, eNETEmployer displays two messages above the table; 1) An indicator that the pay was closed successfully, and 2) a reminder that you can insert a new pay sequence any time you ready to begin your next payroll.
Notice how the Status column now reads Closed and the Pay Sequence has incremented by 1. These indicators will be useful as you proceed with your payrolls each successive period.
In our example below, our first pay sequence has been closed and we can begin a new sequence by choosing the New
Fig. 06: The pay sequence is closed successfully.
With the payroll now closed, you can create a variety of reports as needed to complete the pay cycle.
5G - Payroll Reports
eNETEmployer provides many report options that allow you to review and anaylze your payroll from every angle. Standard reports are included such as payroll registers, statements, cheque registers, journal entries and more. Powerful features are also provided via the program's unique "Print Any View" approach and "Customized Views" features. All reports are fully customizeable and can help you to achieve a better understanding of your payroll.
For this section of the tutorial, we will produce three standard reports:
• Employee Pay Statements
- Choose the Payroll Processing - Reports menu command. This opens the Reports screen where you can work with all aspects of program reporting including printing, viewing, and exporting. You can generate pre-defined reports that are included with the program or you can create customized reports to suit your specific situation. Reports Help page...
- To view a list of available reports, select the drop down list that appears beside the New button.
In our example below, we can add the Payroll Register
report to our list of reports. This report will then be available for us to use for subsequent payroll sequences.
Fig. 07: Numerous reports can be generated for current and historical payrolls.
For our first report, we will create our employee pay statements.
- Choose the Pay Statements option from the drop down list, and then choose the New button. This action inserts a new reports row into the table with its cells ready for editing.
Each report in eNETEmployer is unique and comes with a pre-defined set of applicable options. Based on the requirements and purpose for the report, some will allow you to modify many of the columns in the table. Other reports may only provide a few user-definable options and will therefore have a limited amount of editable options.
In our example below, the new report row is inserted and its cells are ready for editing as needed..
Fig. 08: The Pay Statements report row, ready for editing.
Scrolling through the available options for the Pay Statements report, you are allowed to modify such details as:
• Email Statements - check this box to send an email copy to all employee that have a valid email address defined.
SIN, Birth Date - check this box to include these details on the employee's pay statement.
Background- check this box to include a background with outlines and borders (useful if you are not using custom-background statements in your printer)
Employee - use this option to specify the employees that should be included when the report is created.
For our tutorial, we will include a background on the report facilitate easier viewing of the statement details.
- Place a check in the Background cell, and then Save the report row. This change will now be stored for the next time that we create this report.
- To create the report, choose the Generate Report button. Depending on your browser settings, the resulting PDF report will either be stored in your Downloads folder or you may be presented with a dialog box that will prompt you where to save the file. In some browsers, the PDF report can be accessed via a PDF button that appears at the bottom of your screen.
- Choose the preferred viewing option in your browser to open the PDF report. The report shows each employee's current pay information along with their year-to-date, Federal Tax, CPP, and EI amounts.
- When you have finished reviewing your payroll results, close the report and return to eNETEmployer.
In our example below, the pay statement provides the necessary details for our employee, including the current pay totals and the accumulated year-to-date values.
Fig. 09: The employee Pay Statements are presented in PDF format.
• Email Pay Statements
In Fig. 10
below, we have used the Email
option to send our pay statements to each employee.
Show Me How to Email Pay Statements...
Fig. 10: Place a check in the Email cell, and then choose the Send Email button to email the statements.
• Electronic Funds Transfer (EFT)
In Fig. 11
below, we have used the Generate EFT
report option to create the electronic file that is required for our bank to make direct deposit payments via the Electronic Funds Transfer
Show Me How to Generate an EFT File...
Fig. 11: Insert a "Generate EFT" row and then choose the Generate Report button to create the EFT file.
Congratulations - you've created and processed your first payroll with eNETEmployer!
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