Applied Systems Payroll Feature

Product: WinTAM V6.0.3

Documentation for Versions 6.1.0, 6.2.0, and 6.3.0:

Applied Systems has a built in payroll feature that provides quarterly and to date reporting of entries made as payroll disbursements to employees. Aspects of the system must be set up in order for the feature to work effectively. Payroll Checks must be entered using the set up general ledger numbers in order to appear accurately on the reports.

The demo data is not necessarily an accurate depiction of how payroll entries should be made. The use of schedule fields, for example, was beneficial before payroll reporting was available but is now obsolete unless there is additional report sorts needed.

This document is presented in 4 segments:

  1. Setup
  2. Daily Entry
  3. Reporting Results
  4. Voiding Entries

Basic Setup

  1. Add general ledger numbers needed for payroll check entry. Note the required payroll withholding sample numbers listed below. (Display is sample only - use specific agency general ledger numbers.)

Add General Ledger Numbers:

  1. Install applicable payroll general ledger numbers for Withholding, Wage Expense, Additional Withholding as needed, and Subtract Tax Deferred from Gross as needed. NOTE, Additional Withholding and Subtract Tax Deferred are both optional.

Payroll Account Setup:

Required Payroll Withholding 

Expense Accounts

Federal Withholding Taxes 231 Federal Tax Withheld
State Withholding Taxes 232 State Tax Withheld
Social Security Withholding Taxes 230 FICA Tax Withheld
Unemployment Insurance - State 632 State Unemployment Ins.
Unemployment Insurance - Federal 631 Federal Unemployment Ins.
Social Security Expense 630 FICA-Taxes (Employer)
Medicare Withholding Taxes 234 Medicare Tax Withheld
Medicare Expense 634 Medicare Taxes (Employer)

Wage Expense Accounts:

600 Executive Salaries
601 Office Salaries

Additional Withholding Accounts (Optional)
Additional Withholding Accounts Type of Withholding Account
235 County Tax Withheld City Withholding Tax (CWT)
621 Insurance-Group Health Miscellaneous Deduction

Payroll History Reports have columns for "OST"= Other State Tax, "CWT" = City Withholding Tax, and "Other Deductions." Note that in the sample above, the County Tax has been designated as CWT (City W/H Tax). Provided there is not a need to show a city tax, any other tax could be designated as OST or CWT to provide a total in an otherwise unused report column.

Sample posting Entries shown below:

# B D Account Sch Description Debit Credit
1
2
3
4
5
6
7
8
9
10
11
12
1-1-102 -
1-1-600 -
1-1-230 -
1-1-230 -
1-1-234 -
1-1-234 -
1-1-231 -
1-1-232 -
1-1-621 -
1-1-235 -
1-1-630 -
1-1-634 -
Karen N. Johnson
Karen N. Johnson-Gross
K. Johnson-Employee Fica
K. Johnson-Employer FICA
K. Johnson-Employee Med
K. Johnson-Employer Med
K. Johnson-Fed Tax w/h
K. Johnson-St Tax w/h
K. Johnson-Grp Health
K. Johnson-County Tax
K. Johnson-FICA Expense
K. Johnson-Med Expense
0.00
1500.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
93.00
21.75
1210.75
0.00
93.00
93.00
21.75
21.75
95.00
35.00
39.00
5.50
0.00
0.00

Sample displays possible posting of entries to various general ledger numbers. See Sample Check Page # 7.

Daily Entry

Sample entry for sample reports following - 4 checks issued to Gary Goodman with suggested entries shown below. Date is blank - would be the date the check was issued.

Account Date Schedule Invoice # P.O.# Description

Debit

Credit

1-1-1-102
1-1-1-601-
1-1-1-230-
1-1-1-230-
1-1-1-234-
1-1-1-234-
1-1-1-231-
1-1-1-232
1-1-1-621-
1-1-1-630-
1-1-1-634-
Gary Goodman
Gary Goodman-Gross
G.Goodman-Employee FICA
G.Goodman-Employer FICA
G.Goodman-Employee Med
G.Goodman-Employer Med
G.Goodman-Fed Tax w/h
G.Goodman-ST Tax w/h
G.Goodman Grp Health
G.Goodman-FICA Expense
G.Goodman-Med Expense

1200.00







74.40
17.40
969.20

74.40
74.40
17.40
17.40
75.00
25.00
39.00

3 checks issued to Karen Johnson with suggested general ledger breakdown:

Account Date Schedule Invoice # P.O.# Description

Debit

Credit

1-1-1-102
1-1-1-601-
1-1-1-230-
1-1-1-230-
1-1-1-234-
1-1-1-234-
1-1-1-231-
1-1-1-232
1-1-1-621-
1-1-1-235
1-1-1-630-
1-1-1-634-
Karen JohnsonKaren
Johnson-Gross
K.Johnson-Employee FICA
K.Johnson-Employer FICA
K.Johnson-Employee Med
K.Johnson-Employer Med
K.Johnson-Fed Tax w/h
K.Johnson-St Tax w/h
K.Johnson-Grp Health
K.Johnson-County Tax
K.Johnson-FICA Expense
K.Johnson-Med Expense

1500.00







93.00
21.75
1210.75

93.00
93.00
21.75
21.75
95.00
35.00
39.00
5.50

Entries would be affected by applicable department and/or branch allocation as well. These samples reflect 1 department, 1 branch. Provided checks remain the same, the entries will duplicate after the first check is entered for employee as payroll check.

 


The Agency Manager, Inc.
200 Applied Parkway
University Park IL 60466
PH: 800-999-5368 Fax: Please call

 


National State Bank
Downtown Office
Your City, State Zip
PH: ###-###-####

3915

   
Pay NINE HUNDRED SIXTY-NINE DOLLARS AND 20 CENTS
 
To The
Order of
Gary Goodman
5678 N. Elm Street
Elmhurst, IL 60230
DATE 4/15/93

AMOUNT
$969.20

Sample - Void

For: ____________________________________      __________________________
                              001038 0000678941   3915

 

Account* Date Schedule Invoice # P.O.# Description Debit

Credit

1-1-1-601-
1-1-1-230-
1-1-1-230-
1-1-1-234-
1-1-1-234-
1-1-1-231-
1-1-1-232
1-1-1-621-
1-1-1-630-
1-1-1-634-
Gary Goodman-Gross
G.Goodman-Employee FICA
G.Goodman-Employer FICA
G.Goodman-Employee Med
G.Goodman-Employer Med
G.Goodman-Fed Tax w/h
G.Goodman-ST Tax w/h
G.Goodman Grp Health
G.Goodman-FICA Expense
G.Goodman-Med Expense
1200.00






74.40
17.40

74.40
74.40
17.40
17.40
75.00
25.00
39.00

*Sample check displays possible posting of entries.  Note duplicate line entries for Employee/Employer portion use the same general ledger payable account, matching the account for withholding in Payroll Installation.  If 2j-line entry is not used, the withholding amount must be doubled to display accurately on the payroll reports.  If 2-line entry is recommended for reference on the stub, indicting employer and employee FICA and Medicare amount withheld.  Actual entry is ultimately the decision of the agency.

Reporting Results

P A Y R O L L
.........................
H I S T O R Y
.........................
  R E P O R T
........................
Date:
Time:
For:

 

07/02/97
11:24:19
EX

 

A. Agency
B. Branch
C. Department
D. Date Range
E. State
F. Employees
:
:
:
:
:
:
All agencies
All branches
All departments
04/01/93 to 06/30/93
All states
All employees

 

P A Y R O L L H I S T O R Y   R E P O R T                        Page 1
Check No.         Gross
Employee

Check
Date

FWT
Gross

Soc.
Sec.
Med. FWT Other
SWT
OST CWT Ded. Net Pay
-------------------------------- ----------- --------- -------- -------- -------- -------- ------ ------ ------- ---------
GOODGA1 Gary Goodman 3915
04/01/93
1200.00
1200.00
74.40 17.40 75.00 25.00 0.00 0.00 39.00 969.20
3920
04/15/93
1200.00
1200.00
74.40 17.40 75.00 25.00 0.00 0.00 39.00 969.20
3926
05/01/93
1200.00
1200.00
74.40 17.40 75.00 25.00 0.00 0.00 39.00 969.20
3928
05/15/93
1200.00
1200.00
74.40 17.40 75.00 25.00 0.00 0.00 39.00 969.20
TOTALS: 4800.00
4800.00
297.60 69.60 300.00 100.00 0.00 0.00 156.00 3876.80
JOHNKA1 Karen N. Johnson 3921
04/01/93
1500.00
1500.00
93.00 21.75 95.00 35.00 0.00 5.50 39.00 1210.75
3925
04/15/93
1500.00
1500.00
93.00 21.75 95.00 35.00 0.00 5.50 39.00 1210.75
3929
05/01/93
1500.00
1500.00
93.00 21.75 95.00 35.00 0.00 5.50 39.00 1210.75
TOTALS: 4500.00
4500.00
279.00 65.25 285.00 105.00 0.00 16.50 117.00 3632.25

GRAND TOTALS:

9300.00
9300.00
576.60 134.85 585.00 205.00 0.00 16.50 273.00 7509.05

 

Q U A R T E R L Y
.................................
P A Y R O L L
.........................
R E P O R T
......................
Date:
Time:
For:

 

07/02/97
11:25:57
EX

 

A. Agency
B. Branch
C. Department
D. Date Range
E. State
F. Employees
:
:
:
:
:
:
All agencies
All branches
All departments
04/01/93 to 06/30/93
All states
All employees

 

Q U A R T E R L Y P A Y R O L L   R E P O R T                        Page 1
Gross Pay qtd-fwt
qtd-txb-fwt
employer
qtd-socsec
qtd-txb-ss
employee
qtd-socsec
qtd-txb-ss
employer
qtd-med
qtd-txb-med
employee
qtd-med
qtd-txb-med
qtd-fui
qtd-txb-fui
qtd-sui
qtd-txb-sui
qtd-swt
qtd-txb-sui
qtd-ost
qtd-txb-ost
qtd-cwt
qtd-txb-cwt
GOODGA1 Gary Goodman
300.00 297.60 297.60 69.60 69.60 0.00 0.00 100.00 0.00 0.00
4800.00 4800.00 4800.00 4800.00 4800.00 4800.00 4800.00 4800.00 4800.00 4800.00 4800.00

JOHNKA1 Karen N. Johnson

285.00 279.00 279.00 65.25 65.25 0.00 0.00 105.00 0.00 16.50
4500.00 4500.00 4500.00 4500.00 4500.00 4500.00 4500.00 4500.00 4500.00 4500.00 4500.00

Total IL

585.00 576.60 576.60 134.85 134.85 0.00 0.00 205.00 0.00 16.50
9300.00 9300.00 9300.00 9300.00 9300.00 9300.00 9300.00 9300.00 9300.00 9300.00 9300.00

TOTAL

585.00 576.60 576.60 134.85 134.85 0.00 0.00 205.00 0.00 16.50
9300.00 9300.00 9300.00 9300.00 9300.00 9300.00 9300.00 9300.00 9300.00 9300.00 9300.00

Note the 2nd line of Quarterly tax report would reflect any tax deferred entries, reducing the amount of gross pay as appropriate to the specific column. Setup would have been established in Payroll Installation, Payroll Setup #4-Subtract Tax Deferred from Gross.

Voiding Payroll Check Entries

If necessary to void a payroll check issued to any employee, the payroll report is corrected for the time period the check was actually issued. For example, if it is Apr. 93 accounting month and a check issued with an accounting month of Feb. 93 is voided, the Feb. 93 report will be corrected - not the Apr. 93 report.

This is based on testing of Version 5.0e. It would, therefore, be necessary if quarterly reports had already been filed for the previous quarter containing the now voided check, to manually make corrections to the next quarter’s reports subtracting the amount of the check.

If the void is accomplished in the same month or quarter, the manual correction is not necessary.

An alternative to recording a voided check from a previous quarter is to waste a check entry, using the identical entries from check to be voided preceded by "-", to enter reversing amounts. That would subtract those amounts from the current month quarterly reports. The actual check would not be voided.

Note example below - enter actual disbursement which would use the next check number. Print using the check number but do not use the check - tear it up.

Account Date Schedule Invoice # P.O.# Description

Debit

Credit

1-1-1-102 Gary Goodman -969.20
Check issuance automatically credits general ledger number for bank account
1-1-1-601-
1-1-1-230-
1-1-1-230-
1-1-1-234-
1-1-1-234-
1-1-1-231-
1-1-1-232
1-1-1-621-
1-1-1-630-
1-1-1-634-
Gary Goodman-Gross
G.Goodman-Employee FICA
G.Goodman-Employer FICA
G.Goodman-Employee Med
G.Goodman-Employer Med
G.Goodman-Fed Tax w/h
G.Goodman-ST Tax w/h
G.Goodman Grp Health
G.Goodman-FICA Expense
G.Goodman-Med Expense
-1200.00






-74.40
-17.40

-74.40
-74.40
-17.40
-17.40
-75.00
-25.00
-39.00

Do not void the check the above entries reverse. If void occurs due to lost check, simply re-issue the employee’s check.

Please note, over a period of time Applied System’s handling of payroll entries has changed. Be sure to pay attention to any update information that may affect the system’s posting to reports of payroll.

Payroll reports, provided setup has been established correctly and payroll checks to employees are entered, can produce valuable and time saving reports for any time period.

Last Revised: January 27, 2009 01:04 PM

TRE3288