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Payroll Start Page
From the Payroll Start Page you can easily access all processes within the Payroll program. The Smart Accountant allows you to have multiple processes open at the same time. The Payroll Module will automate the Payroll process, increasing the accuracy of payroll while decreasing the time spent generating payroll.
Employee
To set up an Employee enter in the basic information. Employee number, Department, Name, Status, Job Title, Hire Date, SSN number, Date of Birth, Sex and whether or not they are a Citizen of the United States. The first tab is the Personal Information such as address, phone numbers and emergency contact information. The note area allows you to enter in comments that pertain to the employee.
Taxes
The Smart Accountant Payroll program will automatically calculate all of the company and employee required Federal Taxes.
Deductions
To create a Payroll Deduction enter in a code, description and the frequency that the deduction will be withheld from the employee's payroll. There are two tabs. One for the Employee's contribution information which includes the deduction amount, what taxes the deduction will be exempt from and the liability general ledger account number. Next, enter in the information about to whom the liability payment will be made to, their account/identification number and how often you will be paying this liability.
Generate Payroll
To Generate payroll select the Pay Cycle and all employee's that are set up for that pay cycle will be displayed on the Generate Payroll screen. The system will use the default checking account that is selected under the Payroll default settings however you can select a different checking account. Based on the employee's set up, the system will auto fill in the default pay type, wage type, hours, rate, and amount. If the employee has taken sick or vacation time, enter in the pay type, the wage type will auto fill, enter in the number of hours taken and the system will calculate the amount. It is important to note that if you need to make a change to the employee's settings you can do so by simply clicking on the employee's name and the system will take you to the employee's settings. Make any necessary changes save and the system will take you back to the Generate Payroll screen. Click the refresh button so that any changes made to the employee will be reflected. Once you have reviewed the employees payroll information click the Next(deductions) button.
Print Checks
Once you have Generated Payroll you can print the checks. Under the Print Checks section, the system will auto fill the default checking account and starting check number. If you need to change the starting check number simply type in the check number you want to use. Under the Checks to Print section you will see a list of all checks to be printed, the type of check you are printing, the date, the name of the person to be printed on the check, the check number, and the amount. Based on which check(s) to be printed you select, the system will display the number of checks that will print. The Check Layout is based on your default Payroll settings however you can select a different Check Layout should you need to. If you tell the system that you want to include Labels or Envelopes, when you click the print button the system will give you a dialog box asking what type of label or envelope you want to print. The system will then give you a preview of each check that is going to be printed. Once you click the printer icon and the checks print, the system will ask you if all of the checks printed successfully. If you click yes then the system will flag all checks as having been printed. If you click no, the system will let you print them again. This is helpful in the event you have a problem with your printer and need to print the checks again.
Pay Liabilities
To pay the Payroll Liabilities you first select which type of payroll liability you want to pay and the Payment Schedule. click the Load\Refresh button and the system will go and find all of the outstanding Liabilities to be paid and display them on the screen. To quickly view the individual items that make up the total liability, double click on a line item and the system will display the information. The system also lets you group liabilities that are being paid to the same institution to one check. The date on the check and the default checking account the liabilities will be paid out of are also displayed as well as the balance of the checking account after you pay the liabilities. Click on the Create Checks button then when you are ready to print the liability checks go to the Print Checks section.
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