How to Configure and Process Payroll

This is a walkthrough of how to set up your system and users so that you can process payroll. It will also walk you through processing payroll if you use EZ Process Pro to process payroll or a 3rd party company.

Configure System:

You will first need to set up your system with the appropriate payroll methods that you use to pay your employees. This is usually done during onboarding but there may be times when you would like to set up and use a new payroll method. For example, you may be switching from monthly to biweekly paychecks.

Follow these steps to add a new payroll method:

Go to Getting Started > System Settings > Page 1
In the top-right section of the page click on Add Another Method which is found within the "Employee Information" section.
That will open a new screen where you will select one of the four options: Weekly, Biweekly, Semimonthly, or Monthly and then you will click Submit
Now that you have created a new payroll method, you will now select whether or not you Pay Overtime, how many hours are considered a day for the state you are in, and how many hours are considered a week. (This tells the system after seeing the data for how long the employee has stayed clocked in for during a day or a week if the you need to pay this employee overtime)
The next thing you need to decide is whether or not you would like the system to automatically take our a lunch break for certain employees that have been clocked in "x" amount of minutes. This is really helpful for delivery drivers that take lunch while out on deliveries. They do not need to come back to the store to clock out, the system will take care of that automatically from them.
The last configuration you will set in System Settings is whether or not you would like to "Turn off Time Clock feature on system Home Page". If you pay all of your employees on salary or use a different program for your employees to clock in and out, then you may want to turn off the Time Clock feature. You can do so by checking the following box.

Configure Employee Profiles:

Now that you have set up your system, you now need to make sure your employees are configured with the correct information to process payroll as well.

Follow these steps to configure your employee profiles:

Go to Human Resources > Employee Information > Modify Employee
Select the employee you wish to edit and click Submit
The bottom section of the employee's profile labeled, "Basic Information: Payroll Method" is what you are going to fill out
You are going to fill out your employee's wage, and how much they make either hourly, daily, or weekly. You can also select whether or not they are wage only and do not get paid commission.
If you offer any type of Insurance for your employee you will enter in the amount that is deducted from their paycheck.
If you offer a 401K plan you can enter the percentage of their paycheck that will be taken out for the 401K for each pay period.
You also have the options of telling the system for this employee "No Time Clock Needed", "Auto Clock Out" at certain times, and whether or not this employee is a Sales Representative.
Now you will proceed to fill in the rest of the information which asks about Marriage Status, # of Exemptions, and other necessary information that is required for a W-4.
At the bottom of the screen you will see a list of "Active Deductions" and "Inactive Deductions" by clicking on the name of the deduction will either Activate or Deactivate it based off what state it is currently in.
You will then click Save to save your changes.

Process Payroll:

Scenario 1 - You are using EZ Process Pro to process payroll.

Add Bank Account:

You will need to make sure that you have a bank account added to your system in advance of processing payroll because the final step is by either printing out a physical check for your employee or telling the system that payment for your employee's paycheck was processed. Failure to do this will result in your employees' exemptions being added as payables within your Accounts Payables.

Follow these steps:

Go to Management > Reports > Financial Reports > Bank Ledger > Add/Edit Bank Account
You should now see a screen that looks like this:
Go through and fill in all of the fields and whenever you are done click "Add" to add that bank account to your system.
Your bank account has now been added to the system. To create more bank accounts you will fill in all of the fields that have just been cleared. You can then click "Add" to add your additional bank account.

Updating Employee Profile:

Go to Human Resources > Payroll Systems > Process Payroll
Select the End Day for your pay period that you are processing payroll for and click Next Step
This will now show you a list of all of your employees, the # of Days/Hours Worked, Commision, and SPIFFs that were earned during this pay period.
If you see red ?? sign within the # of Days/Hours Worked column that means your employee forgot to clock out. If click on "Detail" beneath the red ?? sign you can then correct the time for them.
You will then click Next Step to proceed to the next page.
This will now show you another list of all of your employees, # of days worked, # of hours worked, and then give you a place to adjust their day/s hours, or make any type of adjustment amount before or after tax for your employees paycheck. You simply correct any of those amounts and click Update This Row to save your changes for that row.
When you are finished with all of your adjustments you will then click the Submit button.
Your payroll has now been processed. The information on this page will give you the breakdown and Net Pay for each of your employees.
You will now click Print Check for each one of your employees
That will take you to a new screen that lists out all of your Bank Accounts, Account #s, and balances.
You will then either click Print Check for the appropriate bank account, if you are going to use our check printing feature and print out a physical check, or click Process Check if you are directly depositing the employee's payment or writing out a check outside of the system
If you click Process Check it will take you to the following screen. You will fill out all of the necessary information and click Submit.

Scenario 2 - You use a 3rd party company to process payroll.

Configure Employee Profiles:

The first thing you will need to do is make sure all deductions are deactivated for your employee. Follow these steps:

Go to Human Resources > Employee Information > Modify Employee
Select the employee you wish to edit and click Submit
Scroll down to the bottom of the screen and click on the links that are listed under "Active Deductions" and make sure those are all set as "Inactive Deductions".
You will also want to make sure no amounts are set for "Insurance" or "401K".
Click Save to save your changes.

Process Payroll:

Note: First time you ever go to process payroll you will be asked to select a Start and End date. Make sure you do not accidentally select the wrong dates.

Go to Human Resources > Payroll Systems > Process Payroll
Select the End Day for your pay period that you are processing payroll for and click Next Step
This will now show you a list of all of your employees, the # of Days/Hours Worked, Commision, and SPIFFs that were earned during this pay period.
If you see red ?? sign within the # of Days/Hours Worked column that means your employee forgot to clock out. If click on "Detail" beneath the red ?? sign you can then correct the time for them.
You will then click Next Step to proceed to the next page.
This will now show you another list of all of your employees, # of days worked, # of hours worked, and then give you a place to adjust their day/s hours, or make any type of adjustment amount before or after tax for your employees paycheck. You simply correct any of those amounts and click Update This Row to save your changes for that row.
When you are finished with all of your adjustments you will then click the Submit button.
Your payroll has now been processed. The information on this page will give you the breakdown and Net Pay for each of your employees.

Export Payroll:

You may want to export previously processed payroll at a later time so that you can give the data to your 3rd party payroll processing company, or for you to come back and check at a later time. Here are several ways you can export payroll records:

View Payroll Records within Human Resources:

Go to Human Resources > Payroll Systems > View Payroll Records
You can then either view the records based off of an Employee, or view All Employee Records for a particular time period. You select which option you would like to view and click Next Step
This will then take you to a page that will show you the payroll records for a particular employee which will show each payroll period for a particular year, or it will show you the payroll records for all employees for a particular pay period.

Export Payroll Records within Management:

Go to Management > Export
Click Export to the right of 4. Payroll
This will then export a CSV (Excel) file for you to view the payroll records for each of your employees in your spreadsheet software.
Please note that the further you scroll down this report you will see the different pay period, so you may want to sort this report by employee name or end date to quickly find the information you are searching for.

Reprocess Payroll:

Did you make a mistake when you originally processed payroll? Did you forget to make an adjustment or didn't account for something you should have? You might need to reprocess payroll for a given pay period. It is simple to do, follow these steps:

Go to Human Resources > Payroll System > Process Payroll
Select the End Day
Click Next Step
You will see a screen that states "This period's payroll sheet is already done. If you click the continue button, all the records in this period will be deleted from the system! And the most recent pay rate will apply to that period."
You then have the options of "Include Commissions" and "Include Spiffs".
When you are ready click Continue
This will take you to the next screen to being reprocessing payroll for the selected pay period.