... Evo-Remote User s Manual

Transcription

1 Evolution By Evo-Remote User s Manual

2 EVO-REMOTE 4. Reporting 1. Employee Maintenance 4 EASY STEPS TO A SUCCESSFUL PAYROLL 3. Pre- Process/Submit 2. Entering Payroll Legend UPPER CASE BOLD = Vertical Menu lower case bold = Secondary Vertical Menu Italics Bold = Tab

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4 A. ADDING A NEW EMPLOYEE 1. Click on the EMPLOYEE button on the vertical menu and select employee. 2. Select your company and click on the Open Company button. 3. Click on the green add employee sign at the top of the screen. This will direct you to the EE Entry Tab. 4. Start filling in the blanks with your new employee information. The fields with the red asterisks are required. 5. Be sure to enter the applicable department for your new employee. After entering the employee s gender, you can hit F4 on your keyboard or click on the DBDT button in the Labor Defaults box. Step #5 6. When entering new employees, note the hire date. If the hire date falls after the current payroll s period end date, that employee will not be included in the current payroll. 7. If your employee is salaried, enter the salary amount under Salary Amount. Under the words Rate Number, leave the default set at 1, and under the words Rate Amount leave the default set at Save by clicking on the save and commit buttons. Property of Payroll Link, Inc Page 1.1

5 B. SETTING UP EMPLOYEES WITH MULTIPLE RATES 1. Click on the EMPLOYEE button on the vertical menu and select pay rate info. 2. Click on the green button at the top of your screen and in the lower right-hand corner, fill in the rate amount. 3. Leave the Rate Number at 2, and under the words Primary Rate, be sure it reads NO. Step #3 Step #2 Property of Payroll Link, Inc Page 1.2

6 C. SETTING FLAT, ADDITIONAL OR PERCENTAGE BASED OVERRIDES FOR FEDERAL OR STATE WITHHOLDING 1. Click on the EMPLOYEE button on the vertical menu and select employee. 2. Select the employee, and go to the Federal Tax Tab. In the Override Fed Tax Type drop down menu, select the override method. 3. In the Override Fed Tax Value, enter the applicable dollar amount or percentage. Step #3 Step #4 State Income Tax Overrides 1. Click on the EMPLOYEE button on the vertical menu, and then select states. 2. Select the employee, and go to the Tax Overrides Tab. Repeat steps 3 and 4 from above. Property of Payroll Link, Inc Page 1.3

7 D. REHIRING A TERMINATED EMPLOYEE 1. Click on the EMPLOYEE button on the vertical menu and select employee. 2. When on the Browse Tab, click on the red question mark (middle right-hand side of your screen) next to the EE Code bar. 3. When the Filter Records to View box pops up, click on the CLEAR-ALL button located in the lower left-hand corner of the pop-up box. This will allow you to see any terminated employees. 4. Additionally, this filter can be used to show only Terminated or employees currently on a Leave of Absence, etc. Step #2 Step #3 5. Highlight the terminated employee you want to rehire and double click. You will be directed to the EE Entry Tab. Property of Payroll Link, Inc Page 1.4

8 6. Erase the termination date by clicking on any number under Current Termination Date and hitting delete on your keyboard. Then under Current Status Code, click the drop-down arrow and change the status to ACTIVE. 7. You can also change the current hire date. Put the date the employee was rehired in the Current Hire Date Field. In the original hire date field, you can leave the original start date of your employee. Step #6 Property of Payroll Link, Inc Page 1.5

9 E. ADDITIONAL EMPLOYEE SCREENS (OPTIONAL) **These screens offer more functionality, but are not required Details Tab Address Tab W2 Tab Notes Tab HR Tab Documents Tab Property of Payroll Link, Inc Page 1.6

10 Details Tab 1. Click on the EMPLOYEE button on the vertical menu and Select employee. Click on the Details Tab. 2. This screen has fields where you can enter time clock numbers, positions, position effective dates, working status (part time, etc.). 3. There is a button near the top right hand corner (YTD F3) that if clicked on will show year to date wage information for that employee. 4. If you have a special check template for a person, you can select Generate Second Check = yes and pull in the second check template below. Step #3 Step #4 Property of Payroll Link, Inc Page 1.7

11 Address Tab 1. Click on the EMPLOYEE button on the vertical menu and select employee. Click on the Address Tab. 2. You can add an additional address to the employee record if the employee s checks and W-2 s should be mailed to different addresses. 3. You also have several fields to keep track of the employee s different phone numbers and addresses. 4. If you have Employee Self Serve (ESS) enabled, Employee controls are located at the bottom right of the screen. You choose who is enabled to use ESS, whether you want their direct deposit voucher to print, and you can designate their username and password (however it is not necessary, employees can set up their own usernames and passwords when registering). Step #4 Property of Payroll Link, Inc Page 1.8

12 W-2 Tab 1. Click on the EMPLOYEE button on the vertical menu and select employee. Click on the W-2 Tab. 2. This is where you can mark the pension box on the W-2 if the employee has a pension plan that they are not contributing to via payroll deductions. 3. This screen also has a name field in the lower left. This field represents the legal name of the employee. If your employee wants you to issue the payroll check in a name other than the name that appears on the social security card, you can put the alternate name on the EE Entry Tab and the social security name on the W-2 Tab. Property of Payroll Link, Inc Page 1.9

13 Notes Tab 1. Click on the EMPLOYEE button on the vertical menu and select employee. Click on the Notes Tab. 2. You can record notes for an employee. Payroll notes will show up on the person when you are entering payroll (On the batch entry, the employee line will be highlighted in yellow). General notes will only appear on this screen. Property of Payroll Link, Inc Page 1.10

14 HR Tab 1. Click on the EMPLOYEE button on the vertical menu and select employee. Click on the HR Tab. 2. You can load the employee pictures here. You also have fields to keep track of the employee supervisor, Driver s License number, insurance carrier. Property of Payroll Link, Inc Page 1.11

15 Documents Tab 1. Click on the EMPLOYEE button on the vertical menu and select employee. Click on the Documents Tab. 2. You can upload documentation from your scanner, or another source, about your employee. Examples would be resumes, applications, driver s license, annual reviews, written notes, etc. 3. Click on the Load tab and find the information you would like to load, and then save. Property of Payroll Link, Inc Page 1.12

16 F. SETTING UP A SCHEDULED EARNINGS OR DEDUCTION (E/D) 1. Click on the EMPLOYEE button and select scheduled e/ds. On the Browse Tab, select your employee and hit the browse scheduled e/d s Tab. Verify that you do not already have the code you are going to add set up. 2. Hit the green button at the top of your screen. 3. Under E/D Code, select the desired deduction or earning code (call your CSR if you do not see the code you need, we can set it up). 4. Select the correct Calculation Method from the dropdown menu. 5. Enter the appropriate amount or percentage. If the E/D is to be deducted less often than every pay, adjust the frequency from the default value to the most appropriate. The Block Week Number option can be used to ensure a deduction is not taken for a given week in a month. If you are setting up a garnishment or Child Support, be sure to contact Payroll Link for more detailed instruction. If Evolution is producing a check for the E/D your setting up, be sure to attach the appropriate agency. Example: a 401K deduction, would have your pension administrator in the agency field in order to have that deduction included on the agency check. If you are setting up a deduction with a goal or a balance to be paid off, after entering the amount, click on the Advanced tab. In the Target Action menu, select Do Not Reset Balance, and Remove Line. Enter the balance or goal in the Target Amount field. 6. Hit the green save and commit buttons to save your changes. *If you have already started a payroll, then follow the instructions above. After saving your Scheduled E/Ds, you will need to refresh the Scheduled E/Ds by clicking on the PAYROLL button in the vertical menu. A box will pop up asking you if you would like to refresh Scheduled E/Ds. Since you have already started the payroll, you must say YES to refresh the Scheduled E/Ds in order to see your change take place in the payroll. Then a Refresh check lines box will pop up. Since the system automatically selects everyone who had a Scheduled E/D change, you will need to select the button that reads Refresh All Except Manual. Property of Payroll Link, Inc Page 1.13

17 Step #3 Step #4 Property of Payroll Link, Inc Page 1.14

18 G. PENSION SETUP NOTE: The Deduction codes for the Deferral and Pension Match must first be set up by Payroll Link. FLAT DEFFERAL: 1. Click on the EMPLOYEE button on the vertical menu and select scheduled e/ds. 2. Select the employee and check the Browse Scheduled E/D tab. If a pension code is already set up, select that code and go into details skip to step #4. tab and 3. Hit the Green button to add a deduction. This will be the employee s deferral. 4. If this is a flat amount every payroll, use the fixed calculation type. Then place the amount in the amount field. 5. When saving the information for the deferral a box will pop up on screen asking if you want to set up an agency. If Payroll Link provides an agency check for the pension administrator, answer yes, otherwise answer no. Step #4 Step #6 on next page. Property of Payroll Link, Inc Page 1.15

19 6. A box will pop up on your screen asking if there is an ER Match associated with this deduction. Select yes (if your company provides a match). The system will prompt for a match percent. This is the maximum percent the company matches, such as 4%. 7. Then the system will ask you if you would like to set up a match, select yes (again, only if your company provides a match) 8. Then the system will also ask you for the start date. Select the date you would like the deduction to start. 9. The Advanced tab on the match code will need to read Maximum E/D group = Pension Match and Maximum E/D percentage = 100. If the company matches only 50% of the employee contribution, please change the Maximum percentage on the Advanced screen to 50. Property of Payroll Link, Inc Page 1.16

20 % DEFFERAL: 1. Click on the EMPLOYEE button on the vertical menu and select scheduled e/ds. 2. Select the employee and check the Browse Scheduled E/D tab to make sure a pension deduction is not already set up. 3. After hitting the green button and pulling in the deferral deduction the calc type should be % of E/D group amount. You would then type in the percentage to be deducted. 4. Select the 401k Gross group in the E/D group field. 5. When saving the information for the deferral a box will pop up on screen asking if you want to set up an agency. If Payroll Link provides an agency check for the pension administrator, answer yes, otherwise answer no. Step #3 6. Then the system will ask you if you would like to set up a match, select yes (again, if your company provides a match) 7. Then the system will also ask you for the start date. Select the date you would like the deduction to start. Property of Payroll Link, Inc Page 1.17

21 Pension Catch Up: 1. Verify or create the Employee and ensure that a Date of Birth is entered 2. Set up the employee scheduled E/D s on the Employee - Scheduled E/Ds window as Fixed or % of E/D Group Amt. 3. Set up the Scheduled E/D s for; Employee Pension, Employer Match (if applicable), and Employee Pension Catch Up. 4. Evolution will populate the Effective Start Date for the Pension and/or Catch up Scheduled E/Ds as the latest of whichever date in the following sequence: Client E/D Effective Start Date Jan 1 st of the year the employee turns 50 Date when the employee reaches minimum age (indicated on the pension upon set up) Date when the employee s probation period ends, (as indicated on the pension upon set up) 5. Set up both employee contributions: For example, if the employee contributions are fixed amounts, you still have to put the employer match percent in the % field for both deductions. On the employer match scheduled E/D, populate the information on the Advanced tab of the Employee - Scheduled E/Ds window. 6. In the Multiple Scheduled E/D Group field, on the Details tab of the Employee - Scheduled E/Ds window verify that both the employee contribution and the catch up contribution have the E/D group 401k populated. Do not populate this field on the employer match scheduled E/D. 7. Verify the employee pension has a higher priority, in the Priority field, than the catch up; and the catch up has a higher priority then the employer match on the Details 1 tab. Property of Payroll Link, Inc Page 1.18

22 Step 7 Step 6 8. On the employee contribution, and the catch up contribution, open the tab and enter the per pay period amount in the Maximum Pay Period Amount field. This assures that when the pension reaches the annual limit, and the catch up needs to start within the same payroll, it will only take this maximum amount. If this step is omitted, Evolution will either take the full amount for both the employee pension, and catch up amount in the same period; or it will take the employee pension amount up to the annual limit, but will not start the catch up until the next pay period. Scenario of a correct setup: Weekly pension amount is $750. In the current payroll, the employee needs only $250 to reach the 401k annual limit. By entering $750 in the Maximum Pay Period Amount field on both codes, Evolution will take $250 for the employee pension, and $500 for the Catch Up contribution. The next pay period, the employee pension will stop, and the $750 will begin going towards the catch up scheduled E/D. 9. In the Threshold E/D Group field on the Details 2 tab of the catch up contribution scheduled E/D, select the 401k E/D group. Do not populate a TThreshold Amount. Check the field Use Pension Limit. This instructs Evolution to look at the E/D code type in the attached group, then use the annual limit loaded at the system level to determine the threshold amount. Using this Property of Payroll Link, Inc Page 1.19

23 method prevents an incorrect limit from getting entered. It also prevents you from having to change the threshold each time the annual limits change. When the employee pension contribution reaches the annual limit, the catch up contribution will automatically begin deducting. Step 9 Step 8 Property of Payroll Link, Inc Page 1.20

24 H. SETTING UP A DIRECT DEPOSIT Adding a new Direct Deposit Account or replacing a current one This is a two-step process and you must complete both steps, setting up the Direct Deposit and Setting up a Scheduled E/D. Remember, Evolution treats Direct Deposit as a Deduction. You must attach this new bank information to a deduction. This can have two possible scenarios: A) First time Direct Deposit Deduction OR B) Changing the Direct Deposit bank information. In this situation, simply change the EE Direct Deposit field to the newly entered Direct Deposit Account. 1. You must first set up the employee s account information by going to EMPLOYEE, and selecting scheduled e/d s. Click on the Direct Deposit Tab. 2. Key in the ABA number, the Account number, and In Prenote should always =Yes. 3. To add an additional account, click on the green plus sign just below Branch Identifier. Step #3 Step #2 Property of Payroll Link, Inc Page 1.21

25 4. After saving, move to the Browse Scheduled e/ds tab. Check to see if a Direct deposit deduction code had previously been set up and ended. If so, choose that code and click on Details 1 tab. Remove the effective end date and ensure the correct account is selected. 5. If you do not have a previous code set up, click on the green button to set up a new deduction. 6. Select E/D code DD1. (Note: The DD1 means this is the DUMP account. All remaining Net Pay, after taxes and other deductions (including other Splits for Direct Deposit); will go to this account number). Be sure to confirm the following on this deduction: A) The Calc method field is NONE B) The EE Direct Deposit is the correct account # C) The Deduct Whole Check field is set to YES Step #6b Step #6c Step #6a If you re currently adding another Direct Deposit Split: A) Click the green button to create a new E/D. Choose one of the other Direct Deposit E/D s (I.E. DD2, DD3), etc. B) Be sure to set the fields, Calc Method (Amount, %) and the EE Direct Deposit Fields appropriately. Property of Payroll Link, Inc Page 1.22

26 Note: on any Direct Deposit Splits (other than the DD1 Dump account) the field Deduct Whole Check must to be set to NO. A new Direct Deposit Account number (Once created on the Direct Deposit Tab) can be applied to any existing Direct Deposit Deduction by going to the Details Tab for the E/D and changing the EE Direct Deposit field. Remember: When an employee has both a net Direct Deposit and a Split Direct Deposit, you must set each of them up separately. It is very important that you tie the Scheduled E/D to the Direct Deposit or Split Direct Deposit. To do this under EE direct deposit (lower-middle column on the Scheduled E/Ds screen), click the drop-down arrow and select the appropriate account. If an employee has both a Direct Deposit and a Split Direct Deposit, be sure the correct account is selected for each of the Scheduled E/Ds you are setting up. *If you have already started a payroll, then after saving your Scheduled E/Ds, you will need to refresh the Scheduled E/Ds by clicking on the PAYROLL button in the vertical menu. A box will pop up asking you if you would like to refresh Scheduled E/Ds. Since you have already started the payroll, you must say YES to refresh the Scheduled E/Ds in order to see your change take place in the payroll. Then a Refresh check lines box will pop up. Since the system automatically selected everyone who had a Scheduled E/D change, you will need to select the button that reads Refresh All Except Manual. Property of Payroll Link, Inc Page 1.23

27 I. TIME OFF ACCRUALS Please note: this feature must be set up by Payroll Link, Inc. prior to use 1. Click on the EMPLOYEE button and select the Time off Accrual Tab. 2. Hit the green button at the top of your screen. 3. Under Type, select the desired time off accrual code. 4. You have a Show TOA History button on the middle right of your screen. You can click on this button and see all history attached to the time off accrual, including each time the employee accrued hours, used hours and any manual adjustments made to the current accrued or current used fields. Step #4 Property of Payroll Link, Inc Page 1.24

28 J. MASS PAY RATE CHANGES Changing all employees with a specific rate to another specific rate 1. Click on the EMPLOYEE button on the vertical menu and select pay rate info. 2. Go to the Details tab 3. Click on the Update Rates or Salaries button in the top right hand section of your screen. 4. Make sure Rates is selected 5. In Wage Range to be modified enter the pay range you would like the system to look up. 6. Select Change to an Amount and key in the amount you would like the rate changed to. 7. Click on the Select Employees button 8. Click on the Copy all button 9. A screen will pop up stating: This will overwrite existing entries! Are you sure you want to do this? Click Yes Step #3 Property of Payroll Link, Inc Page 1.25

29 A. CREATING PAYROLL, CREATING BATCH AND ENTERING CHECK DATA **Payroll is a three step process: creating a payroll creating a batch import time/entering check data Create Payroll 1. Click on the PAYROLL button on the vertical menu and select payroll. 2. Once on the Payroll tab, click on the CREATE PAYROLL button (lower right-hand side of the screen). You will then see the next scheduled payroll check date appear with your previous payrolls. 3. If the check date is correct then click the green checkmark and yellow sun to save. 4. If the check date that appears is not correct, change the date by clicking on the drop-down arrow next to the check date at the bottom of your screen, you will then be prompted: Would you like to insert a new scheduled date into the company calendar? If you are changing the check date because of a holiday or weekend, etc., you would select Replace. This will replace the current scheduled check date with the new value. If you are changing the date to process an off-cycle payroll or an additional payroll, your selection would be Yes. This inserts a new calendar line into the Company Calendar. If this is a supplemental payroll, select No. PLEASE NOTE: this option will turn off time off accruals! Save your changes by clicking on the green save and commit buttons. Step #3 Property of Payroll Link, Inc Page 2.1

30 Create Batch 1. You will then be directed to the Batch creation screen. If you are not redirected to the BATCH screen after saving, then click on the BATCH button (at the bottom of your screen). Once on the Batch Tab, click the CREATE BATCH button. You will see a period of dates pop up and also your pay frequency. If the period beginning date, period ending date and the pay frequency are correct, then click the green save and commit buttons (and proceed to step 3). If the dates or frequency is incorrect proceed to step Correct the period beginning date, period ending date or the pay frequency by clicking on the drop-down arrow to the right of each box. Once corrected, click the green check mark and yellow sun. 3. Once you have saved, a box will pop up asking: WOULD YOU LIKE TO AUTO- CREATE CHECKS FOR THIS BATCH? Clicking on YES will bring in all of your employees for the frequency selected, and clicking on NO will not bring in any employees. 4. By clicking on the Quick Entry Tab, you will be able to see your employees. Step #2 Step #1 Step #3 **If you consistently have to change your period or check dates, please contact your customer service rep so we can correct your calendar! Property of Payroll Link, Inc Page 2.2

31 Time Clock Import If you have a time clock and you import hours and pay data into Evolution you ll want to pay attention to this section. 1. Once you have created your batch in which you want to import hours and pay data, you ll now need to click the Import Tab. Note: If this is the first time you re doing an import, you ll want to contact your Support Specialist at Payroll Link to confirm the correct set up. Having Payroll Link set up the parameters will ensure an accurate import into Evolution. You can also refer to the section titled; SET UP OF TIME CLOCK IMPORT on the next page. 2. Once you ve confirmed the above, click on the box IMPORT TO THE PAYROLL Button. This will do the actual importing into Evolution. 3. Once the import is done, click the box VIEW THE REPORT FILE Button. This will detail any information that could not be imported. If any information appears here, it will need to be addressed before your payroll is processed. If you have any questions on how to address this, please contact your Support Specialist at Payroll Link. 4. If your Time clock Import Exception Report is blank, your import is finished. 5. Verify totals from the import. Click on the Earnings and Deductions Tab to view the E/D codes that were imported. 6. Click the green save and commit buttons to save the import. 7. You re free to go back to the Quick Entry Tab or your Check Lines Tab to start entering other payroll information. Property of Payroll Link, Inc Page 2.3

32 ONE TIME SET UP OF TIME CLOCK IMPORT Once on the Import Tab, you ll want to confirm the following: 1. The Source File Name -This field needs to reflect the location of your time clock import file. If it does not, click the box to the immediate right and locate the file. 2. The Exception report file name - Copy and paste the Source File Name into the Exception report file name. Insert the word error after the file name and before the.txt. 3. The remaining fields will vary depending on your specific time clock, and what is required to import the file correctly. TIP: Once you initially set up this screen, all fields will be saved for each payroll thereafter. When creating a new Time Clock Import file in your Time & Attendance software, you should save the file using the same name and destination as in the Source File Name field. Step #1 Step #2 Step #3 Property of Payroll Link, Inc Page 2.4

33 Entering Check Data From the Quick Entry Tab, do the following: 1. Verify that the sorting order is appropriate for entering your check data. The default sort order is set up at the company level. To change the default sort order, contact your CSR. To sort the current list differently, click the label of the column you want to sort by. The first click sorts the list in ascending order, the second click sorts the list in descending, and the third click sorts the data as it was originally displayed. 2. Type the Earnings or Hours for the codes you wish for each check. The Amt E07 Salary, Hrs E01 Regular and Amt E01 Regular columns are shown by default. Right-click on the list to add or delete other E/Ds. To move to the next column in a check, press Enter or the Right Arrow (From the last column, press Enter to move to the first column in next row.) Property of Payroll Link, Inc Page 2.5

34 3. If necessary, display the Payroll Check window to be able to enter additional detail for the check. To display the Payroll Check window, click the Check button or Double-click on the employee s name you wish to see. Step #4 4. Click the BATCH button to return to the Quick Entry Tab of the Payroll Batch window. 5. Click on the Earnings and Deductions Tab. Verify the totals for each E/D code for the batch and the number of checks. Property of Payroll Link, Inc Page 2.6

35 Step #5 Step #6 6. If the totals or number of checks are incorrect, double click the Employee s name that needs to be corrected from the table on the right. Reminder: You can filter the list and move its columns to aid in verifying the totals. Property of Payroll Link, Inc Page 2.7

36 B. CREATING A SECOND BATCH If you have multiple pay frequencies with the same check date, you will need to create a second batch to pull the employee(s) in. For example, under check date 03/03/06 you might have one batch with a pay frequency of weekly and a second batch with a pay frequency of bi-weekly. This will allow two different batches of employees to be paid under the same *check date.* 1. Once on the Batch Tab, click on the CREATE BATCH button and then adjust your period beginning date, period ending date and pay frequency. Be sure to save your new batch by clicking on the green checkmark and the yellow sun. 2. After saving the second batch, a box will pop up asking: WOULD YOU LIKE TO AUTO-CREATE CHECKS FOR THIS BATCH? Clicking on YES will bring in all your employees with that pay frequency, and clicking on NO will not bring in any of your employees. 3. By clicking on the Quick Entry Tab, you will be able to see your employees. Step #1 Step #2 Property of Payroll Link, Inc Page 2.8

37 C. CREATING A SECOND CHECK 1. While in the Quick Entry Tab, double click on the employee you need to create the second check for. 2. This will move you to the Check Lines Tab. Click on the green button at the top of the screen. This will start the Payroll Expert. 3. Select the type of check, and then click next. 4. The employee information will default to the employee you had selected earlier. Confirm the Employee information, and then click next. 5. If you use check templates, select the desired template. If not leave it blank and click next. 6. You will then be prompted: Pay Salary, & Pay Regular Hours. Answer appropriately. 7. Review the check lines for accuracy. The system will attach all of the regularly scheduled deductions for that employee. i.e. you may not want Health to be deducted on both checks. 8. Scheduled E/Ds are displayed in red. You are not able to make changes to anything red. If the amount needs to be edited do one of the following: Enter a new line with the E/D code you wish to edit, and key the difference. OR Remove the Scheduled E/D in Red and enter a new line for the amount you need that E/D to be 9. To remove a scheduled E/D from the check, click on the desired check line and press Ctrl-Delete on your keyboard. 10. Make sure to click on the green save and commit buttons. Property of Payroll Link, Inc Page 2.9

38 D. ADDING AN EMPLOYEE INTO A BATCH If you have already started a payroll and need to add either a new employee or a terminated employee that has been rehired you will have to manually add them to the batch. 1. After entering the new employee(s) and/or rehiring terminated employees, click on the PAYROLL button on the vertical menu and select payroll. Once your check date is highlighted, click on the BATCH button at the bottom of your screen. 2. You will be directed to the Quick Entry Tab. Double click on any employee and you will be taken to the Check Lines Tab. 3. Once on the Check Lines Tab, click the green button at the top of your screen. 4. A payroll expert box will pop up asking you to choose a check type. Select the type of check you d like to create, in most cases it will be REGULAR, and then click NEXT. 5. Then it will ask you to select the employee. You can sort by EE name, EE code or Social Security number. After picking the sort method, click the drop-down arrow to select the employee and click NEXT. Step #5 Property of Payroll Link, Inc Page 2.10

39 6. If you use check templates, select the desired template. If not leave it blank and click next. 7. You will then be prompted: Pay Salary, & Pay Regular Hours. Answer appropriately. 8. Now you can go back to the Quick Entry Tab and enter any regular hours, vacation, bonus, etc. or take out any deductions. Make sure you only have one check for the employee on the Quick Entry Tab. 9. Save your changes by clicking on the green save and commit buttons. Hit the BATCH button on the bottom of the screen to return to the pay grid view. Property of Payroll Link, Inc Page 2.11

40 E. STOPPING A DIRECT DEPOSIT a) Current Payroll Only * Stopping an employee s Direct Deposit for one time only MUST be done after the payroll has been started.* 1. Click on the PAYROLL button on the vertical menu and select payroll. 2. Highlight the correct check date and click on the BATCH button located at the bottom of your screen. 3. Click on the Quick Entry Tab, highlight the employee s name and double click on the employee. 4. Once on the Check Lines Tab, click over to the General Tab and where it says BLOCK DD click YES. Click on the green save and commit buttons. Click on the Check Lines Tab and make sure the DIRECT DEPOSIT check line that was in red is gone. 5. To block a partial Direct Deposit ONLY, click YES on BLOCK DD EXCEPT NET Step #4 Step #5 Property of Payroll Link, Inc Page 2.12

41 b) Unspecified Length of Time 1. Click on the EMPLOYEE button on the vertical menu and select scheduled e/ds. 2. Double click on the employee and highlight the Direct Deposit code you want to stop. 3. Then click on the Details tab and enter an Effective End Date. Be sure the date you select is any day before your check date. *If you have already created your payroll, follow the above instructions. After saving your Scheduled E/Ds, you will need to refresh the Scheduled E/Ds by clicking on the PAYROLL button in the vertical menu. A box will pop up asking you if you would like to refresh Scheduled E/Ds. Since you have already started the payroll, you must say YES to refresh the Scheduled E/Ds in order to see your change take place in the payroll. Then a Refresh check lines box will pop up. Since the system automatically selects everyone who had a Scheduled E/D change, you will need to select the button that reads Refresh All Except Manual. Step #3 Property of Payroll Link, Inc Page 2.13

42 F. STOPPING SCHEDULED E/D S a) Current Payroll Only 1. Click on the PAYROLL button on the vertical menu and select payroll. 2. Highlight the current payroll and click on the BATCH button at the bottom of the screen. 3. Click on the Quick Entry Tab and then double click on the employee you want to stop the Scheduled E/D for. 4. Once on the Check Lines Tab, click on the General Tab. 5. Under the Blocks Scheduled E/Ds except DD, click Yes. *This will block all Scheduled E/Ds except Direct Deposit for that employee. If you don t want to block all Scheduled E/Ds you can go to the check lines tab, click on the scheduled E/D you would like to remove and press Ctrl + Delete on your keyboard. 6. Click on the green save and commit buttons to save your changes. You can review your changes by clicking on the RECALCULATE CHECK button at the bottom of your screen. Step #5 Property of Payroll Link, Inc Page 2.14

43 b) Unspecified Length of Time 1. Click on the EMPLOYEE button on the vertical menu and select scheduled E/Ds. 2. Double click on the employee and highlight the Scheduled E/D you want to permanently stop. 3. Click on the Details Tab and enter an Effective End Date. Be sure the date you select is any day before your check date. *If you have already created your payroll, follow the above instructions. After saving your Scheduled E/Ds, you will need to refresh the Scheduled E/Ds by clicking on the PAYROLL button on the vertical menu. A box will pop up asking you if you would like to refresh Scheduled E/Ds. Since you have already started the payroll, you must say YES to refresh the Scheduled E/Ds in order to see your change take place in the payroll. Then a refresh check lines box will pop up. Since the system automatically selects everyone who had a Scheduled E/D change, you will need to select the button that reads Refresh All Except Manual. Step #3 Property of Payroll Link, Inc Page 2.15

44 G. BLOCKING FEDERAL/STATE W/H ON CURRENT PAYROLL Blocking Federal Taxes Current Payroll If an employee wants to block his or her Federal Withholding on the current payroll only, follow the directions below. 1. Click on the PAYROLL button on the vertical menu and select Payroll. 2. Highlight the waiting (w) payroll and click on the BATCH button at the bottom of your screen. 3. Click on the Batch tab, select the correct batch. 4. Click on the Quick Entry Tab and then double click on the employee who wants to Stop Federal Withholding on the current payroll only. 5. Once on the Check Lines Tab, click on the Tax Override Tab. 6. Under the words Block Federal, click YES. Save your changes and click on the RECALCULATE CHECK button to review your changes. Step# 6 Property of Payroll Link, Inc Page 2.16

45 Blocking Additional Federal Taxes Current Payroll If an employee who has elected an additional Federal withholding amount coming out of each check wants to stop the additional Federal on the current payroll only, follow the directions below. 1. Click on the PAYROLL button on the vertical menu and select payroll. 2. Highlight the waiting (w) payroll and click on the BATCH button at the bottom of your screen. 3. Click on the Batch tab and select the correct batch 4. Click on Check Tab and double click on the employee who wants to Stop additional Federal withholding on the current payroll 5. Once on the Checks Lines Tab, click on the Tax Overrides Tab. 6. Under the words Additional Fed., choose the correct option from the drop down box. Save your changes and click on the RECALCULATE CHECK button to review your changes. Step# 6 Property of Payroll Link, Inc Page 2.17

46 Blocking State Taxes Current Payroll If an employee wants to block his or her State Withholding on the current payroll only, follow the directions below. 1. Click on the PAYROLL button on the vertical menu and select payroll. 2. Highlight the waiting (w) payroll and click on the BATCH button at the bottom of your screen. 3. Click on the Batch tab and select the correct batch 4. Click on the Quick Entry Tab and then double click on the employee who wants to Stop State Withholding on the current payroll only. 5. Once on the Check Lines Tab, click on the Recalculate Check Button at the bottom. 6. The system will calculate the taxes. Now click on the Tax Overrides Tab to block the State Income taxes. 7. Under the words State Overrides, under Excl State, select YES. Save your changes and click on the RECALCULATE CHECK button to review your changes. Step# 7 Property of Payroll Link, Inc Page 2.18

47 Blocking Additional State Taxes Current Payroll If an employee who has elected an additional State withholding amount coming out of each check wants to stop the additional amount on the current payroll only, follow the directions below. 1. Click on the PAYROLL button on the vertical menu and select payroll. 2. Highlight the current payroll and click on the BATCH button at the bottom of your screen. 3. Click on the Batch tab and select the correct batch 4. Click on the Quick Entry Tab and then double click on the employee who wants to stop additional State withholding on the current payroll only. 5. Once on the Check Lines Tab, click on the Recalculate Check Button at the bottom. 6. The system will calculate the taxes. Now click on the Tax Overrides Tab to block the Additional State Income taxes. 7. Under the words State Overrides, under Excl Addtl, click the correct option. Save your changes and click on the RECALCULATE CHECK button to review your changes. Step# 7 Property of Payroll Link, Inc Page 2.19

48 H. VOIDING A CHECK *It is important you void the check in Evolution so payroll records will be correct and up-to-date. Voiding a check in evolution must be done after a payroll batch has been started. *If you are voiding a direct deposit check, please notify Payroll Link immediately. 1. After starting a payroll and a batch, click on the Check Button at the bottom of the screen. If you already have a check in the batch, you will be taken to the check lines screen of that check. You will then need to click on the green button to start the wizard. Otherwise, the Payroll Expert Wizard will open up. 2. The wizard will ask you for you to choose the check type. Change it from Regular to Void by clicking on the drop-down arrow and click NEXT. 3. A check finder screen will pop up, and you can filter it by check number, check date or EE Code. It will default to EE code. Press the filter button, then a list of past checks will come up. 4. Highlight the check you want to void and click OK. You will then be directed back to the employee s check line where you can see the voided check. 5. Be sure to save your changes by clicking on the green save and commit buttons Step# 3 Property of Payroll Link, Inc Page 2.20

49 I. CREATING A MANUAL CHECK Creating the Payroll 1. (In order to create a manual check, you must first create a payroll in waiting. *If you have a payroll in waiting (W): work within that check date. DO NOT create another payroll. Simply click on Batch at bottom of screen to proceed to the Batch Screen. Waiting Payroll Creating the Batch (In order to create manual or any type of checks, you first must create a Batch) It is good practice to create one separate batch for all of your manual checks. Once you create this batch for manual checks until you actually process this payroll- You can always add more manual checks to this batch. 1. Once on the Batch Tab, click on the CREATE BATCH button and then adjust your period beginning date, period ending date and pay frequency. Be sure to save your new batch by clicking on the green check mark and the yellow sun. 2. After saving the batch, a box will pop up asking: WOULD YOU LIKE TO AUTO- CREATE CHECKS FOR THIS BATCH? Click No. Property of Payroll Link, Inc Page 2.21

50 Creating the Check 1. Click on the Check Button on the bottom of your screen. You should now be on the Check Lines Tab (if this is the first check in the batch, the Payroll Expert will open, skip to step 3) 2. Click on the green button at the top of the screen. This will start the Payroll Expert. 3. Select the type of check (manual), and then click next. 4. Choose the employee you want to issue the manual check on and then click next. 5. Enter the check number you would like to use. 6. The system will not attach any of the regularly scheduled E/Ds for that employee. 7. To add the employee s scheduled E/Ds to the manual check, click on the General Tab. Click on the REFRESH SCHEDULED E/Ds button. Step #7 Step #8 8. Click on the Check Lines Tab and enter all hours and earnings you want to appear on this manual check. If you are paying hours, Evolution won t automatically calculate the amount (as it does with regular checks). You either have to calculate the amount yourself, OR right click your mouse and Property of Payroll Link, Inc Page 2.22

51 choose Calculate Check Line. Repeat for all check lines. Click the green save and commit buttons. 9. Once saved, click the RECALCULATE CHECK button in order to preview the entire manual check. After recalculating, you will be on the Preview tab. If the check is acceptable, click on the green save and commit buttons. If the check is not acceptable, go back to the check lines screen and adjust earnings and deductions and repeat the recalculation process. Once acceptable, then proceed to printing the check. Note: If you ve already created a batch for previous manual checks, YOU DO NOT HAVE TO CREATE ANOTHER BATCH FOR NEW MANUAL CHECKS. Just create the new manual checks in the batch you ve already opened. FYI: It is a good idea to have a separate batch from your regular checks batch to store your manual checks. Printing the Check 1. Click on the REPORTS button on the vertical menu and select reprint checks/reports then click on the Browse Tab. Property of Payroll Link, Inc Page 2.23

52 2. Now choose the Payroll Checks Tab. Highlight the check(s) by clicking on the check with your mouse. (If printing multiple checks, hold your Ctrl button down when you left click your mouse.) Once selected, click the green button. Step #2 3. You will be asked: Would you like to print checks with today s date? If you select no, the date on the check will be the payroll date. 4. You will then be asked: Reprint SELECTED Payroll Checks? Select Yes. 5. You will then need to enter a reason for check reprint. This is for your own records so you can enter anything you would like (we normally key Manual Check) 6. Click Next. The Check will then be sent to the task queue to print. Now, assuming you put the check stock in your manual printer tray correctly, your manual check print job will come out correctly. FYI: If you put the check stock in wrong and the check comes out aligned wrong: Arrange your check stock accordingly. Go back to the Payroll Checks Tab and click the green plus sign to print again. NOTE: Once you create a manual check and print it, you will not be able to change that check or delete it from the payroll. If you desire to do so, please call your rep at Payroll Link, so we can delete it for you. Property of Payroll Link, Inc Page 2.24

53 J. CALCULATING NET TO GROSS a) Inside a Payroll 1. After starting a payroll, click on the Batch button and select your batch. 2. Click on the Quick Entry Tab and find the employee you need to gross up. 3. Double click on the employee. You should now be on the Check Lines Tab. 4. Click on the tax calculator button (below the magnifying glass located near the top right-hand side of the Check Lines screen). 5. Click the box to the left of the words Net to Gross. Make sure a check mark has been placed to the left of the words Net to Gross. 6. In the box below the words Net to Gross, enter the net amount of the check. 7. Then either click on the CALCULATE CHECK button or hit F5 on your keyboard. 8. Within seconds, you will see the gross amount and the taxes. 9. If you want to print a copy of the breakdown of taxes, click on the Check Preview Tab and right click on your mouse. 10. Lastly, if you already have a waiting payroll, you can click on Copy to payroll (F8), and the check will be copied into your waiting payroll for you. **Be sure you selected the correct check type! Step #9 Steps #5& 6 Step #7 Step #10 Property of Payroll Link, Inc Page 2.25

54 b) What if 1. Click on the EMPLOYEE button on the vertical menu and select employee. 2. Once on the Browse Tab, find the employee you need to gross up a check for and double click on the employee s name. 3. Then click on the tax calculator button (beside the magnifying glass located near the top right-hand side of the EE Entry screen). 4. Click the box to the left of the words Net to Gross. Make sure a check mark has been placed to the left of the words Net to Gross. 5. In the box below the words Net to Gross, enter the net amount of the check. 6. Then either click on the CALCULATE CHECK button or hit F5 on your keyboard. 7. Within seconds, you will see the gross amount and the taxes. 8. If you want to print a copy of the breakdown of taxes, click on the Check Preview Tab and right click on your mouse. 9. Lastly, if you already have a waiting payroll, you can click on Copy to payroll (F8), and the check will be copied into your waiting payroll for you. **Be sure you selected the correct check type! Step #8 Steps # 4 & 5 Step #6 Property of Payroll Link, Inc Page 2.26

55 A. RUN THE PRE-PROCESS Pre-processing allows you to check the totals of the payroll as if it were processed. Pre-Processing is not a required step in producing your payroll, but we highly recommend that you do this. 1. Click on the PAYROLL button on the vertical menu and select payroll. Click the PRE-PROCESS button. 2. The system will ask Are you sure you want to pre-process this payroll? Click OK. 3. Check the Task Queue at the bottom of the screen to see when the pre-process is complete. When the Total number and the Total Finished number are the same, your task is complete. To verify totals, click the Earnings and Deductions Tab. Step #4 Step #3 Step #1 Task Queue 4. Now you will need to run the Payroll Register. Click on the REPORTS button at the top of the screen. Property of Payroll Link, Inc Page 3.1

56 Step 5 Step 6 ` 5. Put a check mark next to Payroll Register and click on the Details Tab. 6. Select Last Waiting Payroll and click on the RUN REPORTS button. The Preprocess Payroll Register will print. 7. After you have checked the report and everything is correct, you can submit the payroll. Property of Payroll Link, Inc Page 3.2

57 B. SUBMIT THE PAYROLL This is the very last step. Once you submit the payroll, you will not be allowed to go back into that payroll you ve just completed and make changes. It is at this point, Payroll Link actually puts ink to the paper and produces your checks and reports. Submitting the payroll puts the payroll in a queue so that it may be processed. There are two methods for submitting the payroll. 1. Click on the PAYROLL button on the vertical menu and select payroll. Go to the Payroll Tab. If you do not need your CSR to review the payroll, click the SUBMITT PAYROLL button. Your payroll then processes normally. 2. If you need your CSR to review the payroll, click the SB REVIEW button on the Payroll Tab. Evolution submits the payroll, but puts it on hold and prompts you to your CSR. Your CSR then reviews the payroll, addresses any issues, and processes the payroll. If you go this route, call your CSR to follow up and make sure the was received. Step# 2 Step# 1 ` Property of Payroll Link, Inc Page 3.3

58 Once the payroll is submitted and awaiting processing, Evolution locks the Employee windows until it is processed to protect the integrity of the data in the payroll. You can verify the status of the payroll, on the Payroll Tab of the Payroll Payroll window. Look at the Status column for the Payroll Check Date that is in question. The status codes are as follows: W H C I P Payroll is waiting and HAS NOT been submitted. Payroll is in the queue, has been submitted and will be processed once a CSR at Payroll Link takes it off hold and processes it. Payroll is in the queue, waiting to be processed. Payroll has been submitted and is currently being processed. Payroll has been processed. Client is free to run any reports. Property of Payroll Link, Inc Page 3.4

59 A. RUNNING REPORTS 1. Click on the REPORTS button on the vertical menu and select run reports. 2. Put a check mark on the report(s) you want to run and click on the Report Parameters Tab. 3. On the Payrolls Tab, you can select the payroll(s) you want included in the report. Make sure the Type Column has an R for Regular Payroll. 4. On the Misc Tab you can change the order of the report. You can change to sort by Division, Branch, Department or Company. You can summarize the report, or have it give you detail. When selecting a payroll register for more than one date you can select Show Only Summary for Multiple Check Dates to see all dates combined into one. 5. On the Employee Filter Tab you can select certain employees to appear on your report. If nothing is selected, the report will show all employees for the dates you have chosen. 6. On the DBDT Tab you can select which DBDTs you want to appear on your report. 7. Once you make all your selections, select either Print from the dropdown menu on the right to print the report right away, or Preview if you would like to preview it. 8. Click on the Run Reports button and the report will process. 9. Watch the queue at the bottom of your screen. When # total = # finished, your report will start to print if you selected print. 10. If you selected Preview, click on the View button in the bottom left hand corner of your screen. This will take you to the queue where you can preview and print your report. Property of Payroll Link, Inc Page 4.1

60 B. REPRINTING CHECKS AND CHECK STUBS There are two ways to reprint checks & stubs in this system. These instructions will show you both. 1. From the EMPLOYEE > employee Screen a) Select the employee you wish to reprint the check for. b) Click on the check finder button c) Click on the filter button at the top of the window d) A list of checks from the current quarter will appear, select the check you would like to reprint and click on Show e) Click on the print check button f) A window will pop up and ask you for the reason for the check reprint. Input the reason g) The check will start to print 2. From REPORTS > reprint checks/reports a) Select the payroll that includes the check you need to reprint from the Browse tab b) Go to the Payroll Checks tab c) Click on the employee(s) you need to reprint the check for. To select multiple employees, hold down your Ctrl key while selecting employees. d) Once all employees are selected, click on the green button to print e) Reprint selected payroll checks? Yes f) Enter a reason for the check reprint g) Your check(s) will start printing ****Please be aware that both of these steps will print LIVE checks. BE SURE TO REMOVE THE CHECK if this is just to supply the employee with a new stub! Property of Payroll Link, Inc Page 4.2

61 C. EXCEL REPORTING TOOL You can export any grid-like" screen within Evolution into Excel. In this example, we decided to display the Employee-employee page 1. Be sure that any box within the grid is highlighted 2. On your keyboard, hit ctrl-e 3. A screen will pop up asking you where you want to save your file. The file type should remain SYLK Files (*.slk) 4. Name the file whatever you would like and click on Save 5. Go to the location that you saved your file in, and double click on it to open. It will open in Excel. Property of Payroll Link, Inc Page 4.3

62 D. AD-HOC REPORTING The Ad Hoc Report writer is a simple report writer. It has its limitations, so you will not be able to run complicated reports. It is however, perfect for those easy reports, where you just need to get some information out of the system. 1. Access the Ad-Hoc Report writer by going to Reports > Ad Hoc Reports 2. Once you have written a few reports, they will be listed on the right hand side. To create a new report, click on the Details tab at the top, and then click on the green button to insert. 3. Click on the Report dropdown and determine what type of report you need to write. Your three choices are Company, Employee, or Payroll. Property of Payroll Link, Inc Page 4.4

63 Company will give you company level information such as Departments set up on the company, Tax Deposits and liabilities, etc. All company level settings. For example, you can run a report on the Workers Comp codes in the system, but at the company level, it will not tell you which employee s are assigned to the codes. So just remember, it is the company level. Employee will give you employee level information such as rates, scheduled E/Ds, Address, department, workers comp code, etc. So, anything that is set up on the employee, you should be able to find in an employee level report. Employee will give you the information about the actual employee. Payroll is going to give you the information that was processed on a payroll. The amount of taxes withheld, Hours entered, amounts paid. **Please note: you will not be able to combine any two report types together 4. Once you determine the report type and enter a name, click on the Report Parameters button 5. Click on the Columns Tab. Click on the Add Column button at the bottom of the screen. 6. Select the appropriate column Type 7. Select the appropriate description 8. Change the name of the column (if desired) in Column Title 9. Be sure to increase the Column size if needed 10. Click on Apply Changes and repeat steps 6-10 as needed Step #5 Step #10 Property of Payroll Link, Inc Page 4.5

64 Misc Tab Functions: Employee Report The misc tab will give you the option to sort your report. Simply enter the column number(s) that you wish to sort by. You can also choose to filter the report by employee status code. Put a check mark next to the status codes that apply to the employee s you wish to see on your report. You can also choose to run this report as an ASCII file. Put a check mark next to Print ASCII Result. This will produce a Comma Separated file that you can then pull into Excel. Payroll Report The misc tab on the payroll report has an additional feature of Grouping and Sorting your report by Division/Branch/Department/Team (DBDT). A group type of Summary Detail will give you employee detail, summarize each group and give you totals for each Department. Summary will give you only totals for each group, and no employee details, while Details will give you only employee details with no group summary. Another option in the payroll report is the Detail Item box. This selection will allow you to choose to show check detail in your report, or to summarize for each employee. So, if an employee has two checks in the payroll you select to run this report on, you will see two lines on the report for this employee. If you choose payroll, the report will summarize the information for you. Property of Payroll Link, Inc Page 4.6

65 11. Once all of the columns are set up click ok at the bottom of the report parameters window. Be sure to save your report by clicking on the green save and commit buttons 12. To run your report, go back to the browse tab, select your report, and click Run Report 13. The Report Parameters screen will come up, and you can choose to make temporary changes to your report at this time, and click ok to run 14. The report will be added to your queue just like any other report **You can also run this report by going into Reports > Run Reports as this report will now be in your library Property of Payroll Link, Inc Page 4.7

66 E. REPORT WRITER 1. Click on MISC from the vertical Menu 2. Select Report Writer 3. Click on Report Writer Designer 4. You will be asked what type of report do you want to create, answer Report Writer 5. Start the Wizard by clicking the Report Writer Wizard button and then by clicking Payroll Report. Step #5 Property of Payroll Link, Inc Page 4.8

67 6. The Designer displays the Primary Information tab of the Wizard. Because this is a payroll report, you specify the payroll dates when you actually use the report. To develop the report, however, you need some test data to verify that the report runs. Therefore, specify one or more payrolls that have data that represent the type of data you want to report on. To specify payrolls, select the payrolls in the Payrolls box that you want to use for test data by clicking in the box to the left of the date. 7. Then click the Main Query tab. Step #6 Step #7 Property of Payroll Link, Inc Page 4.9

68 8. You need to start by selecting the primary table you want to base the report on. To view the tables, click the Add button. 9. The Wizard displays the Add Table window with a list of tables. When a table in the list is selected, The Wizard displays the fields in that table in the Fields of Payroll Check box. For this example, you would click the Payroll Check table and then click OK Property of Payroll Link, Inc Page 4.10

69 10. The Wizard displays the Main Query tab with the Payroll Check table in the Selected Tables box. To add specific fields to the report, select the table from which you want to add fields and then click the Edit button. In this example, you would click the Payroll Check table and then click the Edit button. Property of Payroll Link, Inc Page 4.11

70 11. The Wizard displays the Add Fields window with a list of fields in the table, Payroll Check. For this example report, you would click the Gross Wages field in the Fields of Payroll Check box and then click the Right arrow. 12. The Gross Wages field is then displayed in the Selected Fields box. You would then continue to add fields to your report. Step #14 Step # To include information about an employee, you need to access the Employee table. Fortunately, the Payroll Check table includes a link (called a join) to the Employee table. These linked tables are shown as folders. To display the fields in a table, double-click the table in the Fields of Payroll Check box. 14. In this example, then, you would double-click the Employee table. Property of Payroll Link, Inc Page 4.12

71 15. The Wizard opens the Employee table (folder) and displays its fields in the Fields of Payroll Check box. For this example report, you would add the EE Number and Full Name fields as you did with the Gross Wages field by selecting each field and clicking the Right Arrow button. 16. The Full Name field is a calculated field that combines the Last Name and First Name fields and displays them as "Last Name, First Name." 17. The Wizard displays EE number and Full Name fields in the Selected Fields box. Step # Once the employee fields have been added, you need to go back up to the Payroll Check table. To do so, scroll the Fields of Payroll Check box up to the top and double click the open folder. 19. The Wizard displays the fields of the Payroll Check table. For this example report, you would then add the Amount field from the Payroll Check subtable. Property of Payroll Link, Inc Page 4.13

72 20. The fields of the Payroll Check sub-table are displayed. To add the Amount field, select it and click the Right Arrow button. Step # The Amount field is shown as part of the report. This example report includes the amount for both E01 and E07 earnings. So, this report needs another instance of the Amount field from the Payroll Check table. The Wizard doesn't allow you to add a second instance of a field to a table, but it does allow you to add a second instance of a table. To do this you need to return to the Payroll Check table. 22. To return to the Payroll Check table, you would double-click the Open Folder icon. 23. At the Payroll Check level, you would click the Payroll Check sub-table and then click the Right Arrow button. Property of Payroll Link, Inc Page 4.14

73 24. Now that there is a second instance of the Payroll Check sub-table in the Selected Fields box, you would double-click the Payroll Check sub-table in the Fields of Payroll Check box to display its fields. 25. Select the Amount field and click the Right arrow. The Wizard adds a second instance of the Amount field, which is the last field to add to this example report. 26. Because this is the last field, you would click the OK button. 27. The Wizard asks if you want to create columns for each field you selected. In some cases, you may want to add a field to a report that you don't want to create a column for. For example, if you want to use a field only to filter a report, not to appear in the report. In this example, as in most cases, all fields should have a column in the report, so you would click yes. 28. The Wizard displays the fields for this example report in the Selected Fields box. The next step is to assign an E/D code to each instance of the Amount field. To do this, you would click the first instance of the Amount field. Property of Payroll Link, Inc Page 4.15

74 29. The Main Query tab displays the If there is no data do not show information from parent level check box. Selecting this check box prevents Evolution from displaying the parent fields if a field is empty. In this report, for example, if this box is selected and either the E01 and E07 amount is empty for an employee, then Evolution won't print the line for that employee. For this report, clear this check box. 30. It also displays the ED Code of Line check box. To select an E/D code, you first need to select this check box. 31. The Main Query tab then displays the ED Code of Line box with a list of E/D codes. To view the codes, click the ED Code of Line arrow. 32. For this example report, you would select E01 from the list. Then, to help identify which Amount field is which, type E01 in the Note box. Step #28 Step #29 Step #30 Step #32 Step # Once you've specified the first instance of the Amount field, you would repeat the process for the second instance. 34. To repeat the process, you would click the second Amount field you added, click the ED Code of Line check box, select E07 in the list, and type E07 in the Note box. Property of Payroll Link, Inc Page 4.16

75 35. With all fields specified for this sample report, the next step is to format the columns. To begin, you would click the Columns tab. 36. The Columns tab displays the fields you selected. On this tab, you can specify the order from left to right in which the columns will appear in the report. To change the order of the columns, select the column and click the Up or Down button. 37. You can also edit the Title and formatting of each column. By default, each Title is the name of the table and field. To edit the column, select the column you want to edit and click the Edit button. Property of Payroll Link, Inc Page 4.17

76 38. The Wizard displays the Column window. To change the title, type the new title in the Column title box. You can also apply other formatting to the column. When done, you would click OK. Property of Payroll Link, Inc Page 4.18

77 39. For this example report, the Title for each column was shortened to fit better on the report. Once the columns have been formatted, the next step is to specify the grouping and sorting of the report. So, you would click the Grouping and Sorting tab. 40. On this tab, you can specify how the report groups and sorts the data. In addition, you can select Summary Columns. Property of Payroll Link, Inc Page 4.19

78 41. This example report groups and sorts the data by Full Name. It also summarizes the Gross Wages, Amount (E01), and Amount (E07) columns. 42. This completes the specification of the example report, so you would click OK. Property of Payroll Link, Inc Page 4.20

79 43. Evolution asks you if you want to replace the report in the Report Writer Designer with the report in the Wizard. Because the report in the Report Writer Designer is what you started with, you can click yes. Warning: If you click No, you'll lose the report you created in the Wizard. 44. Evolution closes the Wizard and displays the report in the Report Writer Designer. To preview the report, you would click the Run Report button, which runs the report with sample data. Property of Payroll Link, Inc Page 4.21

80 45. Evolution displays the report. To return to the Designer, click the Report tab. 46. To edit the report further in the Wizard, click the Report Writer Wizard button, select Payroll Report, and select Yes when asked if you want to "Show stored wizard's information? Property of Payroll Link, Inc Page 4.22

81 F. REPORT MASTER *** In order to utilize this program, it is required that you have experience in SQL or Crystal report writer. Payroll Link, Inc does not offer support on Report Master. 1. Click on MISC from the vertical menu 2. Select Report Writer, then click on the Report Writer Designer Button 3. A Screen will pop up asking What type of report do you want to create? Select Report Master Property of Payroll Link, Inc Page 4.23

82 G. QUERY BUILDER Query Builder is used to build queries that are then pulled into the report a report using Report Writer or Report Master. *** In order to utilize this program, it is required that you have experience in SQL or Crystal report writer. Payroll Link, Inc does not offer support on Query Builder. 1. Click on MISC from the vertical menu 2. Select Query Builder 3. Select your company, and click on the Create New Query Button Step #3 Property of Payroll Link, Inc Page 4.24