Abc accounting 11. 0 Reference Guide

Employee Code (E)

If the Code Generator has been set up on the # screen, the computer suggests the proper code for this employee, after you type the employee's name and press Enter. (For this to work, you MUST type the Last Name, followed by a comma, and then the first name.) Press Enter again to accept the computer's suggestion, press 1 to ignore the computer's suggestion or 2 to retype the customer's name.

When you are entering a new Employee, press to blank out the existing Employee Code and then press Enter and type in the Employee's name.

If the Code Generator has NOT been set up on the # screen, enter the code you will use to reference the Employee. It may be letters, numerals or a combination of both. Be simple & consistent. View the Employee's name as listed in a phonebook. For example, Ed F. Mart, is listed as Mart, Ed F. Using the first 3 letters of the 1st word, first 2 letters of the 2nd word, first letter of the 3rd (if there is any) you'd have MAREDF. To avoid problems with similar names, end with a digit, starting with 0. Leave a blank when there is no middle initial or 3rd word.
Ed F. Mart = Mart, Ed F.= MAREDF0

Will Brown = Brown, Will= BROWI 0

Ed F. Martin = Martin, Ed F.= MAREDF1

Jane Ulrich = Ulrich, Jane = ULRJA 0

Enter the employee's name as you want it to appear on paychecks and payroll reports.

Use a comma in the name, for what follows the comma will be placed first when it's printed on payroll reports. For example, Wengerman, T. Ray will be printed: T. Ray Wengerman.

Additional Address Line (E)

This may be used as an additional name or address line. Enter the information here as you want it to appear on paychecks and payroll reports.

Enter the employee's street address as you want it to appear on paychecks and payroll reports.

See page 48 for Zip Code

Zip Code Extension (E)

If the address has a four-digit extension, enter it here.

Enter the telephone number here. If you enter 7 or 10 characters, the phone number will format automatically. This appears on Report # 4-21, EMPLOYEE PHONE, and Report # 4-23, EMPLOYEE DATA.

Enter the Workers Compensation Number here. This is an information field.

Enter the employee's Social Security #. This will print on W-2 Forms and certain payroll reports.

Enter the employee's marital status here. Enter M for Married or S for Single. This field is used to determine whether the computer uses the single or married federal tax table for calculating the federal withholding tax.

Enter P if this record is used for payments of tax liabilities, such as federal deposits and wage attachments.

The computer will not allow you to save an employee record without an entry in this field.

Enter a code here to tell how often the employee is paid. This information is used in federal tax calculations. Following are the codes that may be used:

B - Bi-weekly S - Semi-annually

T - Twice Monthly Y - Yearly

M - Monthly N - None

Enter the total number of dependents the employee is claiming for calculating federal withholding tax.

Enter the employee's birth date. This is an information field that appears on some payroll reports.

Enter the date the employee was hired. This is an information field that appears on some payroll reports.

Enter the date of termination of employment. Enter this date only if it applies to the employee. Entering a Termination Date will omit the employee from certain payroll reports if they are dated after the Termination Date. For example, Report # 4-27, PRINT PAYROLL CHECKS. If the report is dated after the Termination Date, it will not print a check for that employee.

Enter a future date to review this employee's files. This is an information field that appears on some payroll reports.

Enter the date the employee was last given a pay raise. This is an information field that appears on some payroll reports.

When a change is made to an employee's rate, up or down, the computer asks the question, "Do you want to update the raise history? (Yes/No)". If you press Y, the computer updates this field.

Extra Amount (E)

Use this field if the employee has requested you to deduct more than the computer calculated amount for this tax. Enter only the extra amount. Usually this only applies to Federal Tax Withholding.

Enter Y beside any of the taxes that the employee is exempt from. The computer will not deduct it from the employee's wage.

This automatically loads from the WITHHOLDING DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee for this tax, change it here. Enter the code you have set up on the Category & Tax Tables (K) screen for this tax. 011 STATE TAX WITHHOLDING must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

See page 192 for Extra Amount (E)

See page 192 for Tax Exempt (E)

This automatically loads from the WITHHOLDING DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee for this tax, change it here. Enter the code you have set up on the Category & Tax Tables (K) screen for this tax. 012 OTHER STATE WITHHOLDING must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

See page 192 for Extra Amount (E)

See page 192 for Tax Exempt (E)

This automatically loads from the WITHHOLDING DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee for this tax, change it here. Enter the code you have set up on the Category & Tax Tables (K) screen for this tax. 013 LOCAL TAX WITHHOLDING must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

See page 192 for Extra Amount (E)

See page 192 for Tax Exempt (E)

This automatically loads from the WITHHOLDING DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee for this tax, change it here. Enter the code you have set up on the Category & Tax Tables (K) screen for this tax. 014 #1 OTHER WITHHOLDING TAX must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

See page 192 for Extra Amount (E)

See page 192 for Tax Exempt (E)

This automatically loads from the WITHHOLDING DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee for this tax, change it here. Enter the code you have set up on the Category & Tax Tables (K) screen for this tax. 015 #2 OTHER WITHHOLDING TAX must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

See page 192 for Extra Amount (E)

See page 192 for Tax Exempt (E)

This line is used for deductions and advances. The information automatically loads from the Employer Setup (F) screen when a new employee is entered, but may be changed or added to here in order to fit the employee's application. Deductions and advances will automatically calculate when a paycheck is entered for this employee.

The code automatically loads from the DEDUCTION DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee, change it here. Any code you use must first be set up on the Category & Tax Tables (K) screen. 016, DEDUCTION/EARNING #1, must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

Here's an example of a deduction: On the K screen enter WA as the code and Wage Attachment as the description. Enter Wage Attach as the Stub description. Enter the Wage G/L Account #. (Our standard # is 615). Enter D in Labor Type. On the right hand side enter 016 in the Amount/Tax field and #29 in the Calculate field. Press F9 to save. Then, on the E screen, enter WA on Fld# 16 and enter the amount (to be deducted each pay period) in the PAY_DED field. Press F9 to save.

Enter a deduction amount as a positive figure. Unless an amount has been entered into the TOT AMT field on this line, the computer will deduct this amount from each paycheck the employee receives until this field is cleared.

Enter an advance amount as a negative figure. Unless an amount has been entered into the TOT AMT field on this line, the employee will continue to receive the advance on each paycheck until this field is cleared.

Total Amount (E)

Use this field if you want the employee to quit receiving a deduction or an advance after it accumulates to a certain amount. Once the accumulated deduction/advance equals the amount entered in this field, the amount entered into the PAY DED field on this line will no longer be deducted/advanced from the employee's paychecks. For example, if Joe owes the company $500 and he pays that off with a $50 deduction from each pay check, enter the $500 in this field and the $50 deduction in the PAY DED field just previous to this field. If there is no amount entered here, the employee will continue receiving the deduction or advance on all paychecks.

Deduction accumulations are zeroed at the end of each year. Therefore, at the end of each year, this field must be changed to reflect only the amount that still needs to be deducted. Lines with the total amount deducted will need to be deleted.

Deduction/Advance Code #2 (E)

This line is used for deductions and advances. The information automatically loads from the Employer Setup (F) screen when a new employee is entered, but may be changed or added to here in order to fit the employee's application. Deductions and advances will automatically calculate when a paycheck is entered for this employee.

The code automatically loads from the DEDUCTION DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee, change it here. Any code you use must first be set up on the Category & Tax Tables (K) screen. 017, DEDUCTION/EARNING #2, must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

Here's an example of a deduction: On the K screen enter WA as the code and Wage Attachment as the description. Enter Wage Attach as the Stub description. Enter the Wage G/L Account #. (Our standard # is 615). Enter D in Labor Type. On the right hand side enter 017 in the Amount/Tax field and #29 in the Calculate field. Press F9 to save. Then, on the E screen, enter WA on Fld# 17 and enter the amount (to be deducted each pay period) in the PAY_DED field. Press F9 to save.

See page 194 for Paycheck Deduction (E)

See page 194 for Total Amount (E)

Deduction/Advance Code #3 (E)

This line is used for deductions and advances. The information automatically loads from the Employer Setup (F) screen when a new employee is entered, but may be changed or added to here in order to fit the employee's application. Deductions and advances will automatically calculate when a paycheck is entered for this employee.

The code automatically loads from the DEDUCTION DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee, change it here. Any code you use must first be set up on the Category & Tax Tables (K) screen. 018, DEDUCTION/EARNING #3, must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

Here's an example of a deduction: On the K screen enter WA as the code and Wage Attachment as the description. Enter Wage Attach as the Stub description. Enter the Wage G/L Account #. (Our standard # is 615). Enter D in Labor Type. On the right hand side enter 018 in the Amount/Tax field and #29 in the Calculate field. Press F9 to save. Then, on the E screen, enter WA on Fld# 18 and enter the amount (to be deducted each pay period) in the PAY_DED field. Press F9 to save.

See page 194 for Paycheck Deduction (E)

See page 194 for Total Amount (E)

Deduction/Advamce Code #4 (E)

This line is used for deductions and advances. The information automatically loads from the Employer Setup (F) screen when a new employee is entered, but may be changed or added to, here, to fit the employee's application. Deductions and advances will automatically calculate when a paycheck is entered for this employee.

The code automatically loads from the DEDUCTION DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee, change it here. Any code you use must first be set up on the Category & Tax Tables (K) screen. 019, DEDUCTION/EARNING #4, must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

Here's an example of a deduction: On the K screen enter WA as the code and Wage Attachment as the description. Enter Wage Attach as the Stub description. Enter the Wage G/L Account #. (Our standard # is 615). Enter D in Labor Type. On the right hand side enter 019 in the Amount/Tax field and #29 in the Calculate field. Press F9 to save. Then, on the E screen, enter WA on Fld# 19 and enter the amount (to be deducted each pay period) in the PAY_DED field. Press F9 to save.

See page 194 for Paycheck Deduction (E)

See page 194 for Total Amount (E)

Deduction/Advance Code #5 (E)

This line is used for deductions and advances. The information automatically loads from the Employer Setup (F) screen when a new employee is entered, but may be changed or added to here in order to fit the employee's application. Deductions and advances will automatically calculate when a paycheck is entered for this employee.

The code automatically loads from the DEDUCTION DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee, change it here. Any code you use must first be set up on the Category & Tax Tables (K) screen. 020, DEDUCTION/EARNING #5, must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

Here's an example of a deduction: On the K screen enter WA as the code and Wage Attachment as the description. Enter Wage Attach as the Stub description. Enter the Wage G/L Account #. (Our standard # is 615). Enter D in Labor Type. On the right hand side enter 020 in the Amount/Tax field and #29 in the Calculate field. Press F9 to save. Then, on the E screen, enter WA on Fld# 20 and enter the amount (to be deducted each pay period) in the PAY_DED field. Press F9 to save.

See page 194 for Paycheck Deduction (E)

See page 194 for Total Amount (E)

Deduction/Advance Code #6 (E)

This line is used for deductions and advances. The information automatically loads from the Employer Setup (F) screen when a new employee is entered, but may be changed or added to here in order to fit the employee's application. Deductions and advances will automatically calculate when a paycheck is entered for this employee.

The code automatically loads from the DEDUCTION DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee, change it here. Any code you use must first be set up on the Category & Tax Tables (K) screen. 021, DEDUCTION/EARNING #6, must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

Here's an example of a deduction: On the K screen enter WA as the code and Wage Attachment as the description. Enter Wage Attach as the Stub description. Enter the Wage G/L Account #. (Our standard # is 615). Enter D in Labor Type. On the right hand side enter 021 in the Amount/Tax field and #29 in the Calculate field. Press F9 to save. Then, on the E screen, enter WA on Fld# 21 and enter the amount (to be deducted each pay period) in the PAY_DED field. Press F9 to save.

See page 194 for Paycheck Deduction (E)

See page 194 for Total Amount (E)

Deduction/Advance Code #7 (E)

This line is used for deductions and advances. The information automatically loads from the Employer Setup (F) screen when a new employee is entered, but may be changed or added to here in order to fit the employee's application. Deductions and advances will automatically calculate when a paycheck is entered for this employee.

The code automatically loads from the DEDUCTION DEFAULTS column on the Employer Setup (F) screen. If a different code applies to an employee, change it here. Any code you use must first be set up on the Category & Tax Tables (K) screen. 022, DEDUCTION/EARNING #7, must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.

Here's an example of a deduction: On the K screen enter WA as the code and Wage Attachment as the description. Enter Wage Attach as the Stub description. Enter the Wage G/L Account #. (Our standard # is 615). Enter D in Labor Type. On the right hand side enter 022 in the Amount/Tax field and #29 in the Calculate field. Press F9 to save. Then, on the E screen, enter WA on Fld# 22 and enter the amount (to be deducted each pay period) in the PAY_DED field. Press F9 to save.

See page 194 for Paycheck Deduction (E)

See page 194 for Total Amount (E)

Privilege Tax (E)

This automatically loads from the PRVLG field in the DEDUCTION DEFAULTS column on the Employer Setup (F) screen. This code may be deleted or changed here to fit an employee's application. If a different code applies to an employee, enter the code you have set up on the Category & Tax Tables (K) screen for the tax. 092 PRIVILEGE TAX DEDUCTION must be entered in the Date & Amt field on the record you have set up on the Category & Tax Tables (K) screen.

Other One-Time Deduction (E)

This automatically loads from the OTHER field in the DEDUCTION DEFAULTS column on the Employer Setup (F) screen. This code may be deleted or changed here to fit an employee's application. If a different code applies to an employee, enter the code you have set up on the Category & Tax Tables (K) screen for the tax. 094 OTHER ONETIME DEDUCTION must be entered in the Date & Amt field on the record you have set up on the Category & Tax Tables (K) screen.

FICA - Social Security Tax (E)

This is a tax the employer is required to pay on his employee's wages. It calculates from the information that is set up on the Employer Setup (F) screen. Report # 4-30 QUARTERLY PAYROLL REPORT, lists the taxable wages with the amount of tax the employer should pay to the government. If the employee is exempt from FICA, enter Y here. Report # 4-30 will not calculate this tax on the employee's wages, nor will FICA taxes be deducted from the employee's paycheck.

Enter 4 in this field if you want "FORM 4029 EXEMPT" to print in the Fica block on the employee's W-2 Form at the end of the year.

FUTA - Federal Unemployment Tax (E)

This is a tax the employer is required to pay on his employee's wages. It calculates from the information that is set up on the Employer Setup (F) screen. Report # 4-30, QUARTER PAYROLL REPORT, lists the taxable wages with the amount of tax the employer should pay to the government. If the employee is exempt from FUTA, enter Y here. Report # 4-30 will not calculate this tax on the employee's wages. If a portion of the employee's wage is exempt from FICA and it is also exempt from FUTA (certain accident and health premimums including some section 125 plans), enter F here and Report # 4-30 will calculate only on the FICA wages.

SUI - State Unemployment Insurance (E)

This is a tax the employer is required to pay on his employee's wages. It calculates from the information that is set up on the Employer Setup (F) screen. Report # 4-30, QUARTER PAYROLL REPORT, lists the taxable wages with the amount of tax the employer should pay to the government. If the employee is exempt from SUI, enter Y here. Report # 4-30 will not calculate this tax on the employee's wages.

Insurance (E)

Enter the amount of insurance to be withheld on each paycheck. This refers to any insurance requested by the employee. For example, the employer may offer medical or hospitalization insurance. For this field to work, the code that is set up for insurance on the Category & Tax Tables (K) screen must be entered in the INSUR field on the Employer Setup (F) screen.

Classification (E)

This field allows you to separate your employees into classes and print out a separate report on each class. For example, office workers, production workers and salespersons. Enter a code here to classify the employee for this purpose.

Pension (E)

This field works with Report # 4-36, W-2 FORMS. Enter Y here if you want an X to appear in the Pension Plan box on W-2 forms for this employee.

Other # of Dependents (E)

This field is used in some cases where the state does not use the federal method of calculating who can be included as a dependent.

Time Clock # (E)

ABC Software allows the automatic entry of time for an employee from certain time clocks. The computer downloads the information from the time clock and uses this field to cross reference the employee number used by the time clock to the employee.

Period Paid (E)

This field is used with an optional auto-payment of timecards program. Report # 4-41, PAYROLL FROM TIME CARDS, updates this field automatically, using the end of the time period date.

NOTE: When you are entering a new employee enter a date that is PRIOR to when the employee started working.

Next Time Card to Pay (E)

This field is used with an optional auto-payment of timecards program. Report # 4-41, PAYROLL FROM TIME CARDS, updates this field and the Last Paid Date field to determine which time cards are already paid.

Category (E)

Enter the codes that are set up on the Category & Tax Tables (K) screen for the wage or deduction categories that apply to this employee. The deductions entered here will be deducted from the employee's wages in addition to the ones that are set up in other fields on this screen. The information entered here loads to the Paycheck Entry (P) screen when a paycheck is entered for this employee.

The information entered in the CALCULATION & AUTO POST INFORMATION section on the Category & Tax Tables (K) screen determines how the wage or deduction is calculated, and where the information is stored.

Codes for records with a number from 009 to 015 in the Amount/Tax field on the Category & Tax Tables (K) screen should not be entered here. These numbers are reserved for the records that are set up for the automatic tax deductions in Section 2 of this screen. Any such codes entered here will be wiped out by the automatic tax deductions on the Paycheck Entry (P) screen.

The code that is set up for the employee's normal wage should be entered on the first line. If a code that is not entered here is entered on a paycheck for this employee, the computer will use the rate on the first line to calculate the employee's wage.

There are four basic wage types. Following are some examples of codes that could be used:

JLO- Overtime OT - Overtime

PR - Piece Rate

SL - Salary SLW- Salary + Wages

NOTE: If you enter hours on a Time Card for a salaried employee, enter JL or RT on the first line with the rate per hour which you wish to use for job costing reports. Enter SL or SLW as the code on the second line and his salary as the amount.

Rate/Wage/Deduction Amount (E)

Enter the rate or amount the employee receives. For Regular Time, enter the regular amount earned per hour. For Overtime, enter the overtime amount per hour. If the employee receives a piece rate, enter the amount earned per piece. If the employee is on a salary, enter the amount earned per pay. For a deduction, enter the amount to be deducted from the employee's paycheck. Enter a wage or earning amount as a positive figure, and a deduction amount as a negative figure.

Labor Type (E)

This field is used with Job Costing. A code may be entered here to tell the computer the level of labor under which this employee is working. The available codes are: 1 - Apprentice, 2 - Journeyman, 3 - Master, B - Benefit, I - Indirect, M - Material.

B is used for hours like Vacation, Holiday, etc.

I is used for hours that do not necesarily apply to a specific job, like secretary time, shop cleanup, etc.

M is used mostly for mileage and other things that are not labor, but for which the employee is reimbursed.

If this field is left blank, the computer uses the Labor Type that has been set up on the K screen for this Labor Category. This is used for calculations on the T screen and for Job Costing though it isn't displayed here.

See page 52 for City

See page 37 for State or Province

Employees - Setting Up (E)

To set up a new Employee on the E screen, press Ctrl+N to clear the screen and then press Enter, and then type the Name the way that it appears in the telephone book--the last name, then a comma, and then the first name and middle name or initial.

After you have typed the name, press Enter. The computer beeps and displays this message at the bottom of the screen: "Code does not match Name. 1-Ignore, 2-Redo Name, Enter use XXXXX ". Press Enter to accept the code the computer has suggested. (If you do not see this message, make sure the Code Generator has been setup for Employees on the Setup Company G/L screen.) You must enter the employee's

Name, Status, and Pay Period. In the Pay field, enter a date PRIOR to the first pay date. In the middle part of the screen, enter Y if the Employee is exempt from any of the listed taxes. Deductions or Advances are setup after the numbers 16 to 22. At the bottom of the screen, enter a code (previously setup on the K screen) to show their labor Category. For example, JL, is the code for Job Labor. Under RATE/WAGE/DED AMT, enter the rate that you pay your employee.

When you are done, press F9 to save. The cursor returns to the Code field. To enter another Employee, press Ctrl+N and press Enter.

P - Payroll Screen
PAYROLL SCREEN EDIT HELP

Add blank line at cursor (repeating fields).

Erase line at cursor (fepeating fields).

Undo present changes to line cursor is on.

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