Tips & Troubleshooting

Pay Employees tips

Unable to view some employee information

If you are unable to view employee payroll details, contact information, banking details or payroll reports, your user access may be restricted to prevent you viewing and editing this information. If you need access, contact your system administrator.

Restrict user access to employee information

User IDs can be set up to restrict access to employee payroll, banking and contact information stored in the card file and on reports. You can select broad restrictions, such as disallowing access to the employee card file, or you can set specific restrictions, such as viewing employee banking details. If you want to prevent a user from editing and viewing all payroll details, you need to restrict access to payroll reports as well as to employee card information and payroll command center functions.

An employee doesn’t have a card

Before you can pay an employee, you need to create an employee card and set up their payroll details, such as taxes, wage categories, entitlements, etc. For more information, see Creating employee cards and Entering employee payroll information.

The paycheck number displayed is incorrect

If you want to use a different paycheck number when paying an employee, enter the correct number in the Check No. field. The next paycheck you enter will be assigned the next available number.

There is a duplicate paycheck number

You can assign the same check number to multiple paychecks.

However, if you want to be warned before duplicate check numbers are recorded, select the Warn for Duplicate Check Numbers [System-wide] option in the Banking tab of the Preferences window.

Once a paycheck is recorded, the check number can’t be changed. If you want to fix a duplicated paycheck number, open the payroll transaction with the duplicated check number in the original transaction window. You can only delete or reverse the transaction as your system allows, then reenter the transaction. For more information, see Changing or deleting a transaction.

I recorded a paycheck but the balance of my paycheck account is unchanged

This may occur if you did not select the correct account for the transaction. To fix this, open the transaction in the original transaction window. Delete or reverse the payroll transaction as your system allows, then reenter the transaction. For more information, see Changing or deleting a transaction.

I want to record a paycheck, but I have already written the check

Enter the check as you normally would using the Process Payroll Assistant. In the Review & Edit Paycheck section, click the zoom arrow next to the name of the employee whose check is already printed. The Pay Employee window appears. Select the Already Printed option, then click OK. Continue processing the pays as you normally would.

Assigning a paycheck to more than one job

If you want to split an employee’s wages or salary across multiple jobs, click in the Jobs column in the Pay Employee window and select the required job.

If you enter activity slips, you can assign a linked hourly wage payroll category to a job. The jobs you enter in this way are automatically linked to the employee payment when you use the Process Payroll Assistant.

Payroll transactions are calculated incorrectly

Payroll transactions are calculated using the payroll details you have entered in each employee card. This is where you assigned payroll categories, entitlements, deductions, taxes, etc.

If you think an employee’s pay has been incorrectly calculated, check that:

■	the correct payroll details are entered in their card, including entitlements, deductions, etc.

■	your payroll categories are set up correctly, including taxes and formulas.

■	you have entered the correct payroll period.