Tracking Your Payroll Through TAM (V6.2.0 and 6.1.0)

Product: WinTAM V6.2.0 and 6.1.0

Please note that TAM does not have a true payroll function, but simply a payroll reporting function. 

This is NOT a payroll program. It will not figure out your payroll taxes. This is used only for reporting payroll data that has already been entered into TAM. You are just telling the program the account numbers you use when doing payroll. It can then generate reports from your data.

This document will cover three main sections:

Create Payroll Accounts

To enter a payroll check for an employee, you must have the required payroll accounts set up in your General Ledger. The accounts below are presented as samples only; your GL accounts numbers may vary.

To install these accounts: 

  1. Access DOSTAM UT-6-1-1, and enter in the account number in the Account field. 
  2. AnswerYes to the question Is this a new General Ledger Account Number? 
  3. Fill out the appropriate Title, Level, Type, and Group for the account (typical setups are listed below).
    Account Title Level Type Group
    102 Operating Account A 1 10
    231 Federal Tax Withholding A 2 20
    232 State Tax Withholding A 2 20
    230 FICA Tax Withholding A 2 20
    632 State Unemployment Ins. A 5 60
    631 Fed. Unemployment Ins. A 5 60
    233 Employer Tax Withholding A 2 20
    630 FICA Tax Expense A 5 60
  4. You will be prompted to add the account to all agencies, all departments, and will also be asked Allow Account in GL entry programs? Answer Yes to this question. Since this is a payroll account, you will need to access the account when entering your payroll check.
  5. Enter past the Report Writer Codes until you get to the option line.
  6. (C)hange to add the next account number, and (E)nd when all accounts have been entered.

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Set Up Payroll Reports

Access the Payroll Reports Setup option from DOSTAM-UT-6-2.

Note: Payroll must be an actual check to pull into reports. Miscellaneous Disbursements do not display.

Payroll  Reports Installation

  1. Required Payroll Withholding Accounts
  2. Wage Expense Accounts
  3. Additional Withholding Accounts
  4. Subtract Tax Deferred from Gross

Required Payroll Withholding

Federal Withholding Taxes 231
State Withholding Taxes 232
Social Security Withholding Taxes 230
Unemployment Insurance - State 632
Unemployment Insurance - Federal 631
Employee FICA Expense 630
Medicare Withholding Taxes   
Medicare Expense   
Employer FICA Withholding 233

Note: On payroll for V6.2.0 and above, leave these fields blank. As of V6.2.0, Social Security and Medicare expense are not broken out on the payroll reports. To track these entries, run the schedules report.

Wage Expense Accounts

Executive Salaries 600
Office Salaries 601

The above accounts are just examples. You may enter up to 10 Wage Expense Accounts. This is the account that offsets the gross. If account number are not entered into this area of the reports installation, $0 balances will pull into the gross fields on the payroll reports. 

Additional Withholding Accounts

County Tax Withheld 235
Insurance Group Health 621
401-K 235-401

Again, the above are just examples. You may have up to 10 additional withholding accounts. 

Note: Additional Withholding appears as a lump sum on the reports, not broken down individually by account. If you need this option, please set up a schedule for the individual lines. 

Additional Withholding accounts must be set up for each state you have payroll in. When setting up Additional Withholding Accounts you will need to specify the type of withholding. The following are the choices to choose from:

Subtract Tax Deferred from Gross

State IL Illinois
Subtract tax deferred deductions from:

You would have to enter for each state in which your employees live. Reports can be run for one or all agencies. in WinReports, run the Reports-General Ledger-Payroll report. Select Payroll History orQuarterly Payroll Report. In DOSTAM, access GL-9 Payroll Reports

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Enter Payroll Checks

Follow these steps to enter a payroll check:

  1. Access the Cash Disbursements program and enter the cash journal number for the account from which you are making the employee disbursement. Select an agency if you are prompted, and you will be at the Date andMonth fields. Click to move past these fields or revise this information displayed as needed. The entry will be filled in the accounting month displayed.
  2. In the Type field, enter Employee Disbursement. This will bring you to the Payee field. Fill in your employee code or double click for a list. Verify that the Payroll radio button is selected.
  3. In the schedule field, you have the option to enter a schedule description for this item. The purpose of this is to help you keep track of your employee disbursements. For example, if entering a disbursement to Tom Johnson, you could use a schedule description of TJ-NET. To keep track his individual net earnings over a selected time period you could run a General Ledger Schedule Report for only TJ-NET.

    Note: Youmust use consistent schedule descriptions or the data that appears on the Schedule reports will be inconsistent and meaningless. We recommend that you use the initials of the person for whom you are making the entry, a dash, and then dash a description of the items that make up the disbursement (NET, GROSS, FICA, STATE, etc.). If you have more that one employee with the initials, you may have to use numbers in the schedule description (TJ1-NET, for example). Refer to the section Typical Offset Accounts for an Employee Check for an sample check.

  4. Next, enter a description for this disbursement. The Agency Manager displays the name of the employee, but you may change the description as desired. This field provides another way for you to keep track of expenditures. Again, make sure you are consistent when entering your own descriptions.
  5. In the amount field, enter the net amount of the employee’s check. Answer No to changes and you will be prompted to enter the offsetting accounts. If you have entered a payroll check for this employee before, the offsets should appear. If this is the first time you are entering a payroll check for this employee, you will need to manually enter the offsets and amounts so that debits equal credits. Refer to the section Typical Offset Accounts for an Employee Check for an sample check.

    Note: While you can separately break out Social Security and Medicare on the check, they are being offset to the same account and will file as lump sum on the Payroll History report. To run a report of their separate breakdowns, run a Schedules report for that particular schedule.

Typical Offset Accounts For An Employee Check (Tom Johnson TJ)

Account Date Schedule Description Debit

Credit

102 07/10/00 TJ-NET Operating Cash Account   1210.75
600 07/10/00 TJ-GRS Office Salaries 1500.00  
230 07/10/00 TJ-SS Social Security   93.00
230 07/10/00 TJ-MED Medicare   21.75
233 07/10/00 TJ-FICA Employer's Withholding (FICA)   114.75
630 07/10/00 TJ-FEXP FICA Tax Expense 114.75  
231 07/10/00 TJ-FW Federal Withholding   95.00
235 07/10/00 TJ-SW State Tax   35.00
621 07/10/00 TJ-GH Group Health     44.50

Note: Social Security and Medicare are offsetting the same account for reporting purposes. A journal entry can be entered to break out this account. If account 232 is Medicare, you can make a journal entry from Social Security with Holding (230) to track the breakdown in the GL.

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Last Revised:  April 06, 2011 04:23 PM

SWE13990