Payroll-Payroll Procedures by ashrafp

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									Payroll Procedures
To set up a batch using standard time records
   1. Open Lawson-Payroll, click on time record processing, and click on automatic time records.
       This takes you to PR134. This is equal to STAT on legacy system.
   2. Enter job name, company, and time record type “S”.
   3. Leave batch field blank and system will automatically set up a batch for you.
   4. Enter time record date (Last day of pay period).
   5. Enter deduction cycle (number of payroll of the month)
   6. Click the add or change button at the top of the screen as appropriate.
   7. Click the submit button. Click the green checkmark. Click ok.
   8. Go to Print Manager. Select job. Click special actions, print to screen or printer.
To set up a batch in a special payroll or without standard time records (bonuses, etc.)
   1. Open Lawson-Payroll, click on time record processing, and click on batch time control. This
   takes you to PR37.1. This is equal to STAT on legacy system.
   2. Enter the company.
   3. Put an “A” in the FC field.
   4. Click the add button at the top of the screen.
To Add an Employee’s Time Record to the Batch
   1. Open Lawson- Payroll, click on time record processing, and click on detail time entry. This
       takes you to CS35.2. This is equal to WOTC on legacy system.
   2. Key the company number, the batch number, and the employee number who you wish to enter
       time records for.
   3. Put an “A” in the FC field.
   4. Enter hours, pay code, date, and activity (work order number).
   5. Make sure the correct GL account for this work order defaults by clicking the expenses tab at
       the bottom of the screen. If not, correct it on AC10 and then on PR35.2.
   6. Click the add button at the top of the screen.
To Review Time That Has Been Entered
   1. Open Lawson- Payroll, click on time record processing, time record edit. This takes you to
       PZ135. (PR135 in Test). This is equal to PI006 in legacy system.
   2. If this is first time using this job name, enter your job name, company number, and enter your
       batch number. Otherwise, click the right arrow button (with the plus sign) and review the job
       name, the company, and enter your batch number.
   3. Click the add or the change button at the top of the screen as appropriate.
   4. Click the submit button. Click the green checkmark. Click ok.
   5. Go to Print manager. Select job. Click special actions, print to screen or printer.
To Release a Payroll Batch
   1. Open Lawson- Payroll, click on time record processing, click on batch time record update.
       This takes you to PR137.
   2. If this is first time using this job name, enter your job name, and company number. Otherwise,
       click the right arrow button (with the plus sign) and review the job name, and the company.
   3. Pick 3 under report option.
   4. Enter the batch number you wish to release.
   5. Enter appropriate number in pay frequency.
   6. Enter date to release in select date field (last day of pay period).
   7. Click the add or the change button at the top of the screen as appropriate.
   8. Click the submit button, click green check mark, click ok.
   9. Go to print manager and select report, click special actions and print to screen or printer.
   Note: Once you release your batch, you can still change an employee’s time record if you
   find something wrong when checking the trial balance.
To Make Changes to an Employee’s Record After it Has Been Released
   1. Open Lawson- Payroll, click on time record processing, click time record entry. This takes you
       to PR36.1.
   2. Enter company number and employee number.
   3. Click the inquire button at the top of the screen.
   4. Put a “C” in the function field on the line you wish to change and make necessary
       corrections/changes.
   5. Click the change button at the top of the screen.
To run a Trial Balance
   1. Open Lawson- Payroll, click on cycle processing, click on earnings and deductions calculation.
       This takes you to PR140. This is equal to STAT on legacy system.
   2. If this is first time using this job name, enter the job name, enter the company, and the payment
       date (date you wish to print on the check and cash to post in GL). Otherwise, click the right
       arrow button (with the plus sign) and review the job name, the company, process level (if
       needed) and the payment date.
   3. Deduction cycle is the number of the payroll in the month.
   4. Report only- Y
   5. Bypass Employee Errors- N
   6. Delete Error Time Records- N
   7. Click the add or the change button at the top of the screen as appropriate.
   8. Click the submit button, click green check mark, click ok.
   9. Go to print manager and select report, click special actions and print to screen or printer.
   10. After you check this report for errors and confirm that it is correct, you re-run this job with
       everything staying the same except for Report Only –N.
To Update Time Accrual
   1. Open Lawson- Time Accrual, Time Accrual Cycle, Time Accrual Update. This takes you to
       TA170.
   2. If this is first time using this job name, enter the job name and the company number. Otherwise,
       click the right arrow button (with the plus sign) and review the job name and the company.
   3. If you have limits then when you’re ready to apply them you need to put a “B” in the
       appropriate field on this job or use CS170 instead of this job during that pay period.
   4. Click the add or the change button at the top of the screen as appropriate.
   5. Click the submit button, click green check mark, click ok.
   6. Go to print manager and select report, click special actions and print to screen or printer.
To List What Will Post To G/L
   1. Open Lawson- Payroll, click on cycle processing, distribution edit. This takes you to PR197.
   2. If this is first time using this job name, key the job name and the company. Otherwise, click the
       right arrow button (with the plus sign) and review the job name and the company.
   3. Key the general ledger date (last day of pay period or payment date). If you accrue payrolls
       where time worked is spread over two months, see other notes passed out of the screenshots.
   4. Report Sequence- P
   5. Update Option- 1 (Report Only)
   6. Percent Distribution-B
   7. Employee Detail Report- Y
   8. Click the add or the change button at the top of the screen as appropriate.
   9. Click the submit button, click green check mark, click ok.
   10. Go to print manager and select report, click special actions and print to screen or printer.
To Produce and Print Payroll Checks
   1. Open Lawson- Payroll, click on cycle processing, payment print. This takes you to PR160.
       This is equal to STAT on legacy system.
   2. If this is first time using this job name, put in job name and company. Otherwise, click the right
       arrow button (with the plus sign) and review the job name and the company.
   3. Hourly Rate, Type: -N
   4. Print Time Accrual- Y
   5. Enter Bank Code
   6. Report Option- 1
   7. Starting Payment- (Beginning check number)
   8. Starting Receipt and Tape date if using direct deposit.
   9. Click the add or the change button at the top of the screen as appropriate.
   10. Click the submit button, click green check mark, and click ok.
   11. Go to print manager and select report, click special actions and print to screen or printer.
Note: PZ160 should be run now if you use direct deposit.
To Run A Payment Register (Optional)
   1. Open Lawson- Payroll, click on cycle processing, payment register. This takes you to PR162.
   2. If this is first time using this job name, enter the job name and the company. Otherwise, click
       the right arrow button (with the plus sign) and review the job name and the company.
   3. Bank Code
   4. Current Payments- Y or N (If no, then enter date range. Good for reconciling bank acct.)
   5. Click the add or the change button at the top of the screen as appropriate.
   6. Click the submit button, click green check mark, and click ok.
   7. Go to print manager and select report, click special actions and print to screen or printer.
To Run The Check Register
   1. Open Lawson- Payroll, click on cycle processing, payroll register. This takes you to PR141.
       This is equal to STAT on legacy system.
   2. If this is first time using this job name, enter the job name and the company. Otherwise, click
       the right arrow button (with the plus sign) and review the job name and the company.
   3. Enter Bank Code
   4. Enter Employee Sequence (“N” for numeric or “A” for alphabetic)
   5. Leave Summary Option blank (Employee Detail).
   6. Click the add or the change button at the top of the screen as appropriate.
   7. Click the submit button, click green check mark, and click ok.
   8. Go to print manager and select report, click special actions and print to screen or printer.
To List What Will Post To G/L
   1. Open Lawson- Payroll, click on cycle processing, distribution edit. This takes you to PR197.
   2. If this is first time using this job name, key the job name and the company. Otherwise, click the
       right arrow button (with the plus sign) and review the job name and the company.
   3. Key the general ledger date (last day of pay period or payment date). If you accrue payrolls
       where time worked is spread over two months, see other notes passed out of the screenshots.
   4. Report Sequence- P
   5. Update Option- 2 (Update)
   6. Percent Distribution-B
   7. Employee Detail Report- Y
   8. Click the add or the change button at the top of the screen as appropriate.
   9. Click the submit button, click green check mark, click ok.
   10. Go to print manager and select report, click special actions and print to screen or printer.
To Post The Payroll Cycle to the General Ledger
   1. Open Lawson- Payroll, click on cycle processing, payroll close. This takes you to PR198.
   2. If this is first time using this job name, enter the job name and the company. Otherwise, click
      the right arrow button (with the plus sign) and review the job name, and company.
   3. Update Option- 2 (Update)
   4. Click the add or the change button at the top of the screen as appropriate.
   5. Click the submit button, click green check mark, and click ok.
   6. Go to print manager and select report, click special actions and print to screen or printer.
To Check Work Order Time Distribution and Interface Payroll to MWIS (if applicable)
   1. Open Lawson- Hit F8 and jump to PZ199.
   2. Enter job name, company number, calendar month number (i.e., June = 6), and calendar year.
   3. Click the add or the change button at the top of the screen as appropriate.
   4. Click the submit button. Click the green checkmark. Click ok.
   5. Go to Print manager. Select job. Click special actions, print to screen or printer.
To Run The Time Accrual Report (Optional)
   1. Open Lawson- Time Accrual, Time Accrual Cycle, Time Accrual Report. This takes you to
      TA175.
   2. If this is first time using this job name, enter the job name and the company. Otherwise, click
      the right arrow button (with the plus sign) and review the job name and the company.
   3. Period End Date- (last day of pay period)
   4. Employee Plan- 1
   5. Employee Sequence- N
   6. Click the add or the change button at the top of the screen as appropriate.
   7. Click the submit button, click green check mark, and click ok.
   8. Go to print manager and select report, click special actions and print to screen or printer.
To Close The Cycle And Update Employee Balances
   1. Open Lawson- Time Accrual, Time Accrual Cycle, Time Accrual Close. This takes you to
      TA199.
   2. If this is first time using this job name, enter the job name and the company. Otherwise, click
      the right arrow button (with the plus sign) and review the job name and the company.
   3. Report Sequence- 1
   4. Enter Employee Sequence-(“N” for numeric or “A” for alphabetic)
   5. Click the add or the change button at the top of the screen as appropriate.
   6. Click the submit button, click green check mark, and click ok.
   7. Go to print manager and select report, click special actions and print to screen or printer.
To Update MWIS (if applicable)
   1. Start up CSA Legacy System.
   2. Type “IFMS” and press control on your keyboard.
   3. Select Payroll Option and press control on your keyboard.
   4. Enter System1, your payroll password, calendar month, and last payroll (yes or no).
   5. Press the control button on your keyboard and then F7 on your keyboard to submit it.
   6. After PF7, go to SPLP. There should be a P702 report that lists the total amount posted. If
      there is a P701 report, print it. You can also run a PL85 to check this. This report shows if
      there is difference between what is posted in MWIS and Orbit FMS. The difference should be
      corrected in MWIS and/or Orbit FMS as appropriate. Orbit FMS changes should be done on
      PR82.1 and then PR199 and PZ199 should be rerun. If changes are made in MWIS, then no
      changes need to be made in Orbit FMS.
   Quarterly Tax Report: This is equal to PI68 on legacy system
                                                              PZ290
   Standard 941 Report: This is equal to PI68 on legacy system
                                                              PZ291
   Tennessee Unemployment Report: This is equal to PI68 on legacy system
                                                              PZ292
   Alabama Unemployment Report: This is equal to PI68 on legacy system
                                                              PZ295
   Add Employee: This is equal to AEMP on legacy system
                                                              HR11.1
   Change Employee Wages:                                     HR11.1
   Change Fed or State Taxes:                                 PR13.1
   Assign Deduction to Employee: This is equal to ADED, PDED, & UDED on legacy system
                                                              PR15.2
   Assign Employees to Deduction:                             PR15.1
   Change or Add Fixed Distribution: This is equal to AFIX, DFIX, & UFIX on legacy system
                                                              PR23.1
   Add or Change Deductions: This is equal to PDST on legacy system
                                                              PR05.1
   Individual Earnings Report                                 PZ165
   Individual Deduction Report:                               PZ166
   Current Period, Month, Quarter, and Year to Date Report PZ240
   To Adjust Vacation or Sick Balances: This is equal to ALEV, DLEV, & ULEV on legacy
   system                                                     TA70.1
   To See Time and Attendance Records:                        TM70.1
   Gross Wages with Hours Report: This is equal to PI65 on legacy system
                                                              PZ125
   ACH File Conversion Report:                                PZ160
   Time Accrual Report:                                       TZ265
   Payroll Calendar :                                         PR21.2
   Payment Detail Listing:                                    PR260
   Year to Date Payment Report:                               PR265
   Employee Wage Report:                                      PR270
   Deduction Report:                                          PR275
   Employee Deduction Report:                                 PR276
   GL Distribution History:                                   PR295
   To See Tax for an Employee: This is equal to CTAX on legacy system
                                                              PR89
   To see payroll transactions that hit GL                    GZ290
   To see Time Accrual Liability Report                       TZ170

To print a Work Order Distribution Detail, Work Order Summary, and Work Order by GL
Accounts
   1. Open Lawson, hit F8 and go to HR170. This is equal to PWMD & PWMS on legacy system.
   2. Enter job name, author (CSA), company, and payroll ending date in both fields in the bottom
       right of screen.
   3. Click the add or the change button at the top of the screen as appropriate.
   4. Click the submit button, click green check mark, and click ok.
   5. Go to print manager and select report, click special actions and print to screen or printer.

								
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