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Set up client information

Set up payroll schedules

You can use the
Payroll Schedules
 screen to set up one or more payroll schedules for your clients based on specified pay frequencies and, optionally, time entry methods. Setting up a payroll schedule and using it for a client auto-fills the period dates and check dates for payroll check entry and also enables you to plan staffing levels based on the resulting payroll processing schedules.
Each client needs to have at least 1 payroll schedule set up. Setting up a payroll schedule automatically fills in the payroll periods and check dates for payroll check entry.
  1. Select
    Setup
    , and then
    Clients
    .
  2. Go to the
    Payroll Information
     tab, and select the ellipsis in the
    Payroll Schedules
     field.
  3. Enter a
    Description
     for the schedule, and select the time entry method.
  4. Choose a time entry method:
    • Manual
      :  If you choose the
      Manual
       option, the selections in the
      Source
       drop-down list are:
      • Email in Time
      • Fax in Time
      • Other
      • Phone in Time
    • Import
      : If you choose the
      Import
       option, the selections in the
      Source
       drop-down list are:
      • Excel Time Entry
      • Remote payroll
      • Time Clock
      • Time Rack
    • Enable Employee Time Entry.
       This checkbox displays only when Employee Self-Service has been enabled on the Payroll Information tab of the
      Clients
       screen. Mark this checkbox to enable Employee Self-Service employees to enter their own time.
  5. Select the options to set up for this schedule:
    • Pay frequency
      :  Select the pay frequency to be used for this pay schedule. The application will use this frequency to fill the Schedule grid when you click the Schedule button (once you've entered information into the first one or two lines, depending on the frequency you've selected).
    • Adjust check date for non-business days
      : Check dates occasionally fall on holidays or other non-business days. If you want to adjust the check dates in the schedule to account for non-business days, mark this checkbox and then choose one of the following options for adjusting the date.
      • Use next business day
      • Use previous business day
      • Use closest business day
    • Include date for time due in from client and checks due out to client
      : If you want the Schedule grid to include the date by which time must be entered into the application and the date checks are due out, mark this checkbox and then enter the appropriate number of business days before the check date for both due dates.
    • Payroll Schedule grid
      : The grid contains the check date, period begin and end dates, time in date, checks out date, and the status for each pay period. If you are adding a new payroll schedule, enter one or more lines and then click the Schedule button to allow the application to automatically fill the rest of the schedule. If you are modifying information, do so and select
      Update
       to modify all future pay periods within the schedule. You can't change the pay period if the check date has already passed.
    • Schedule, Update, and Clear
      : To auto-fill the Schedule grid based on the information you have entered, select
      Schedule
      . If you've made changes to the pay schedule information and want to update the Payroll Schedule grid to reflect those changes, select
      Update
      . To clear the Payroll Schedule grid, select
      Clear
      .
      note
      The application displays a message that says "Payroll schedules cannot be cleared because one or more are linked to existing checks" if one or more rows has any status other than
      Not processed
      .
  6. In the grid, enter dates for at least 2 rows (pay periods).
  7. Select the
    Schedule
     button.
    The application uses the information you entered to create the rest of the payroll schedule.

This article applies to:

  • Product: Accounting CS Client Access
  • Subject: Clients,Setup

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