Generating a Manual Pay Statement

These steps describe how to generate a manual pay statement in the Payroll module.

Accessing the Edit Pay Statements screen

Access the Edit Pay Statements screen for the payroll you wish to associate the manual check with. This is normally on the next Open payroll or if required, create a New Payroll.

  1. From the Menu, navigate to Payroll > Process Payroll.
  2. Select the Payroll Prep Processing Checklist next to the payroll that requires a manual pay statement .
  3. Click on Add/Edit Pay Statements .
Payroll screen with process payroll selected.

Adding a New Pay Statement

  1. Click the New Pay Statement button.
  2. Click the Employee drop-down menu and select the employee to create the pay statement for.
  3. Click the Pay Statement Type drop-down arrow, and select Manual, then click OK.
  4. Change the Check # and Check Date fields, as needed.
  5. Enter any earnings and deductions as you would for any pay statement, then click Save.
  6. Modify tax amounts as needed on the generated tax lines.
  7. Click Save once you complete all modifications.
  8. Optional: Click Preview to validate the pay statement amounts.
  9. Click Back to return to the View Pay Statements screen.

New payment statement screen with information on the Auto pull-down options and the Check Date field.

Payment statements example.

Closing the pay statement

You must close a manual pay statement before it can be printed.

  1. On the Pay Statements window, select the check box for the pay statement you wish to close.
  2. Click Utilities, and select Close Selected Pay Statements from the menu.
  3. Select the Close Manual Pay Statements check box, then click Close.
Close selected pay statement window.

 

Printing the pay statement

Once the manual pay statement is closed, it can be printed through Middleware. You must have Middleware running to complete this process.

  1. Select the check box of the pay statement you want to print.
  2. Click Utilities, and choose Deliver Selected Pay Statements from the drop-down menu.
  3. Verify that the correct printer is selected in the Destination field.
  4. Clear the Add Non-Negotiable check box if the check will be a live check. A comment is required if the Add Non-Negotiable check box is not selected.
  5. Click OK.

Result: The check prints within 1-2 minutes depending on your printer interval setting.

Middleware send to window.

Other information

Manual checks do not print during the Finalize and Deliver step when processing the regular payroll through the Payroll Prep process.

If the check does not print when following the above steps, check the following:

  • Is Middleware running? Is the status OK? If not, try restarting the middleware application.
  • Is the printer check box selected under the middleware devices? If not, check the box and repeat the steps to print the pay statement.

Is the pay statement status Closed? If not, follow the steps to close the pay statement.