Computer Checkbook Reports and Their Options

940/941 Reports

You need Advanced Payroll turned on to use this report.

• Payroll Reporting -> Payroll Liability Lists
  
  
  1. 940/941 Report - Prints a report showing the figures that will appear on the Laser 941. It also includes Federal and State Unemployment figures and rates.
     
     
  2. 940/State Liability Calculation - Prints a report showing the total wages, taxable wages earned by QTR (all 4) and YTD. It also shows Federal Unemployment Rate an Liability (taxable wages X rate).
     
     
  3. 940 Liability Detail List - Prints a report listing each employee that received a check in the current QYR. Lists the gross amount of the check and any Federal unemployment liability for the check.
     
     
  4. State Liability Detail List - Prints a report listing each employee that received a check in the current QYR. Lists the gross amount of the check and any State unemployment liability for the check.
     
     
  5. 941 Liability Summary - Prints a report summarizing the payroll by week. It shows total FICA wages, Medicare wages and the amount of Federal Withholding and the Total Payroll Liability.
     
     Fed W/H + (Med Wages * .029) + (FICA Wages * .124) = Total Liabilities
     
     
  
  
• Payroll Reporting -> Federal Liability Report - This prints a 941 Liability Summary Report for the Current Period. It shows the Total Taxable Wages, Total FICA Liability, Total Medicate Liability and Total Federal Tax Liability. It also shows the break down by employee W/H and employer's matching contribution.
  
  Note: The option does allow you to select any date range you want.
  

Payroll Reporting

This menu option will be grayed out (unavailable) if the client does not have the Advanced Payroll option turned on.

Bank Report

• L (Ledger) - All ledger entries will have the letter "L" after the reference number.
  
  
• D (Deposit) - Deposit entries will have the letter "D" after the reference number.
  
  
• P (Payroll) - Payroll entries will have the letter "P" after the referenece number.
  
  
• The report will lump payroll transactions into a summary entry if the Trans Prep has been run.
  
  

  02/28/01	CKS      L	Net Payroll Checks (regular)
  
  
  02/28/01	CKS      P	{employee name}
  02/28/01	CKS      P	{employee name}
  				Reference Total  (advanced payroll)
  

  Note: Trans Prep is usually never run on the Computer Checkbook System.
  
  Note: Running Trans Prep removes All payroll transactions from the Bank Report unless you enable the Process Payroll Transactions Checkbox. If you do not enable the Checkbox and take the Normal Trans Prep there will be NO payroll amounts listed on the Bank Report.
  
  If this happens you will have to run one of the following procedures to get the payroll transaction to appear on the Bank Report.
  
  Utilities -> Fix Credits to Cash or Trans Prep -> Process Payroll Transactions
  
  Note: If you have run a Trans Prep and want to separate the checks back out, run:
  
  Utilities -> Fix Credits to Cash
  
  Note: This will only separate the payroll checks for the Current Reporting Period. So if you need to do it for the full year you would have to change the number of reporting periods to (1) run this option and change the reporting periods back to the correct number.
  
  

Bank Reconciliation Worksheet

• CF (Carry Forward) - These are checks that were not marked as cleared last month. This includes checks that were manually entered into the system to start a set of books.
  
  Setup -> Bank Reconciliation -> Edit Carry Forwards
  
  
• GL (General Ledger Entries) - These are G/L entries made in the current period. These include deposits and checks
  
  
• PR (Payroll Checks) - These are payroll checks entered in the current period.
  
  
• Duplicate Entries - Are most likely the result of transferring in a group of transactions twice. To check and see if this is the case run:
  
  Reports -> File Listings -> Ledger Transactions -> Journal Reports
  
  This will list the journals in check number order, which is a quick way to see if you really have duplicate entries. (ie: Check 100 shows twice with different Transaction numbers)
  
  If this is the case then run:
  
  Reports -> File Listings -> Ledger Transactions -> List General Ledger Transactions
  
  Look for a group of transactions that repeat (1000-2000 repeat again at 2500-3500) and if so remove them using.
  
  Utilities -> Transaction Utilities -> Delete a Group of Transactions -> Enter the range of duplicates (2500-3500) and click OK.

Hours and Earnings Register

• This report was requested by Plenary Systems and show the hours and earnings (additions) by type of hours (Regular, Overtime, Sick, Vacation, etc). It also shows the total earnings and hours for the period selected.
  
  Note: The system allows total earnings to be incompletely derived from hourly earnings. Therefore, a column is added to print any type of Addition that is not tied to the timecard(s). It is also possible for an addition that is tired to hourly earnings from a timecard to contain an amount that does not equal to the amount from the timecard. If there are any such discrepancies, they will be assigned to the regular earnings. For the purpose of this report Notations, such as Cash Tips are not considered earnings.
  

Laser 941

• If you want to print a Third Party Designee on the 941.
  
  
  1. Payroll Reporting -> Laser 941
  2. Enable the Use Designee checkbox in the IRS Designee section of the first screen.
  3. Fill in the Designee's Name, Phone Number and PIN Number if desired.
  
  
• Nothing will print on the Laser 941 line 17 - Monthly summary of Federal Tax Liability if the amount for line 13 - Net Taxes Due is less then $2,500.
  
  Note: The system will show any amounts due by month on the screen. Even if they total up to less then $2,500. So its possible to have figures showing up on the screen but not printing out.
  
  Note: The monthly figures shown on line 17 should add up to figure shown on line 13.
  
  
• Unless you select Produce Schedule B off the Choices (Tab), nothing will print in the total fields on the Schedule B (Tab).
  
  

Payroll Summary

• To run the report for an entire year
  
  
  • Change the Stare Date to the beginning of the year.
  • Change the 1st Day of Quarter to the 1st Day of the Year
  
  
• Print FICA, Medicare in Separate Columns - This option allows you print FICA and Medicare figures in separate columns.
  
  Note: This option will only print figures if the employee(s) was setup with both FICA and Medicare Payroll Items. If the employee(s) was setup with only the FICAMD Payroll Item then you will get zeros in the columns. As the system will not figure the amounts.
  

Print G/L Transactions (File Listing)

• Posting Summary - Shows the total debits and credits posted to each account for the period.
  

Print Payroll Transactions (File Listing)

• Print FICA, Medicare in Separate Columns - This option allows you print FICA and Medicare figures in separate columns.
  
  Note: This option will only print figures if the employee(s) was setup with both FICA and Medicare Payroll Items. If the employee(s) was setup with only the FICAMD Payroll Item then you will get zeros in the columns. As the system will not figure the amounts.
  

Record Taxes Paid

Transmittal Work Sheet

This report allows you to print a worksheet listing each employee and a blank field for the various types for hours worked. You would use this report to enter the various hours worked by employee and then use the report to enter Time Cards.

• Advanced Options -> Advanced Payroll -> Transmittal Sheet

Unemployment Reports

• You can select how the system determines the number of employees that worked in the quarter starting with version 5.37.01.
  
  
  • Setup -> Payroll -> Payroll Setup -> Unemployment Page 1 (Tab)
    
    
  • Count Employees for Unempl/941 by:
    
    
    1. Hire/Term Date
    2. Check Dates
    
    Hire/Term Date - The system checks the employee's Hire and Termination date to see if they were employed during the quarter. If they were a valid employee for any month in the quarter they will be added to the appropriate monthly count. Even if they received NO payroll checks for the quarter.
    
    Check Dates - The system checks to see if the employee had any checks written to them that falls within the quarter. The employee is added to the count for any month in which they received a check.