Performing a Payroll Export to Payroll City

Transcription

1 One Blue Hill Plaza, 16 th Floor, PO Box 1546 Pearl River, NY PC-AMERICA, (Voice) (Fax) Performing a Payroll Export to Payroll City Both Cash Register Express and Restaurant Pro Express have the ability to export your payroll information to Payroll City. This can be useful when using CRE/RPE to track your employee s time and wages. The following is included with this export: Overtime Wages Earned Commissions 1 P a g e

2 TABLE OF CONTENTS REVISION HISTORY 3 CONFIGURATION 4 WORK WEEK STARTS ON CONFIGURATION 6 CONFIGURING EMPLOYEE PAYROLL INFORMATION 7 PAYROLL EXPORT CONFIGURATION 9 PAYROLL EXPORT TO FILE 11 PAYROLL EXPORT TO 13 SAMPLE EXPORT ON PAYROLL CITY 15 Important Notes: Before you can perform an export with CRE you must have the following; o You MUST have an account with Payroll City from the following website: o You MUST receive the Key required for the export (this Key provides encryption for the export). o You MUST receive the address that should have all of the payroll information sent to. Salaried employees will be included in the export for updating information such as tax and address information. As the employee is salaried the Payroll City system will ignore any hours and wages earned. Any bonuses or wage changes for salaried employees will need to be reported to Payroll City separately as the wages in the upload will be ignored. o If an Employee needs to be changed from hourly to salary it must be done on Payroll City directly. If there is an employee who works in two separate stores then they would get two paychecks as each location is regarded as a separate business, even if the same SSN (Social Security Number) is entered at both locations. o The Employee wages will be combined between locations for the quarterly and annual tax filings at which time extra tax withholdings (due to thresholds) will be refunded back to the employer. o At the end of the year, all employee information will be combined and the employee will receive a single W-2. o Reporting and management can be broken out between each location independently and each location can submit, preview, and process payroll independently. The locations do not rely on each other location reporting in before the payroll can be processed, this can be done at any time. If no SSN (Social Security Number) is entered then the employer would be contacted to get the number so Payroll City can track it in their system. As of CRE version and newer, you must select the payroll export type from the payroll settings tab under System Access in the Setup Screen. Previous versions of CRE require you to select the payroll export type from System Access in the Setup Screen. 2 P a g e

3 Revision History Document Version Date Author Description of Changes 1.0 May 1, 2012 RH 1st Release 1.1 RH 1.2 RH 1.3 TR 2.0 July 17, 2017 MP Updated Payroll Configuration steps to include the payroll export type selection Updated steps for accessing the Payroll City export screen for the sections; Payroll Export Configuration Payroll Export to File Payroll Export to 2.1 November 17, 2017 MP Added steps for choosing the Payroll Export type from the payroll settings tab in Payroll Export Configuration Section 3 P a g e

4 Configuration 1. Select the Manager or Options button. 2. Enter the administrator password (default: admin) where applicable. 3. Select Setup then, Setup Screen. 4. Select the Internet Features tab. 5. At the Left of this screen under SMTP Options the following information will need to be entered in order for the mass s to be sent. Note: This information can be acquired by contacting either the network administrator (who runs your ) or the company who is in charge of your account (e.g. AOL, Yahoo, Gmail, etc. ). 6. Under SMTP Server enter the address of your outgoing mail server. For example: If you are using Gmail, this field should contain smtp.gmail.com. 7. Under SMTP Server Port enter the port used to communicate with your outgoing mail server. If you are using Gmail, this field should contain 587 or P a g e

5 8. Under Connection Timeout enter a value (in seconds) that the program will attempt to connect to the server. Note: If the value is left at 0 then the connection attempt will not timeout, and will continuously try to connect to the server. 9. Under SMTP Authentication Type select the server s authentication method. If you are using Gmail, Basic (Clear Text) should be selected. 10. Check Use SSL if the server requires the use of a Secure Sockets Layer to communicate with it. If you are using Gmail, check this. 11. These fields should contain a valid username and password for an address on the mail server. If you are using Gmail, your username is your full address. 12. This field should contain the domain that you are a part of. For more information please contact your network administrator. 13. This field should contain the address you would like displayed in outgoing s. 14. If you would like to Blind Carbon Copy the to another address enter the address under BCC. 15. Select Update at the bottom of the Setup Screen. 5 P a g e

6 Work Week Starts on Configuration 1. Select the Manager or Options button. 2. Enter the administrator password (default: admin) where applicable. 3. Select Setup then, Setup Screen. 4. Select the Company Info tab. 5. At the right of this screen use the dropdown to select the day of the week on which the work week starts for Work Week Starts On: 6. Select Update when finished. This information is configured for the payroll export in order to calculate overtime wages. For example: If the Work Week Starts On is configured for Monday and you send an export for Thursday through Sunday, the information from the previous Monday (the beginning of that work week) will also be sent. This is done in order to calculate the overtime wages correctly, as the system must know how many hours the employee worked for the total week so far. 6 P a g e

7 Configuring Employee Payroll Information 1. Select the Manager or Options button. 2. Enter the administrator password (default: admin) where applicable. 3. Select Administrative then, Employee Maintenance. 4. At the Employee Maintenance screen use the Dropdown and/or the Previous and Next buttons to find the employee you would like to edit. 5. Under the Personal Info tab, make sure that the SSN / ID field has the Social Security Number entered. 6. Select the Payroll Info tab: 7 P a g e

8 7. Optionally you can select Exclude from payroll this will exclude each employee (where the option is checked) from the export to payroll city. 8. Enter the following employee tax information: Federal Allowances Additional Federal Withholding Amount State Allowances Additional State Withholding Amount State Additional Credits Exempt Filing Status 9. When finished entering the above information select Save Changes then select Exit. 8 P a g e

9 Payroll Export Configuration 1. Select the Manager or Options button. 2. Enter the administrator password (default: admin) where applicable. 3. Select Setup followed by Setup Screen. 4. Select System Access 5. Select Payroll Settings 6. Under the Payroll Export Type section, select Payroll City 7. Select Update 8. Select Tools 9. Select Payroll 9 P a g e

10 10. Select Payroll City 11. Enter the Export address that you would like to the information to (this should be provided from Payroll City). 12. Enter the Export Key you received from Payroll City. 13. Select Exit when done. This will save your Export and Export Key so you don t have to reenter your and export key for every payroll export. Payroll Export There are two types of exports that can be performed: Export Payroll Export Payroll to 10 P a g e

11 Payroll Export to File 1. Select the Manager or Options button. 2. Enter the administrator password (default: admin) where applicable. 3. Select Tools 4. Select Payroll 5. Select Payroll City 6. Select Export to File 1. Select the location to save the file to. Note: Optionally you can create a new folder from this menu if the location you prefer does not exist. 2. Select OK. 11 P a g e

12 3. You will then be prompted if the date range is correct. 4. If the range is correct select Yes. 5. When the export has been completed you will receive notification, select OK. After the export has completed the file should be in the location that you specified earlier with the following naming convention: [Company Name] Payroll [Date Range for Export].pce With this example: Restaurant Service w/rpe Payroll to pce 12 P a g e

13 Payroll Export to 1. Select the Manager or Options button. 2. Enter the administrator password (default: admin) where applicable. 3. Select Tools 4. Select Payroll 5. Select Payroll City 1. Select Export Payroll & Send. Note: This export will export the information to the address specified (in the Payroll Export Setting Window). 13 P a g e

14 2. You will then be prompted if the date range and address to send the information to be correct. 3. If the range and address are correct select Yes. 4. When the export has been completed you will receive notification, select OK. The recipient will receive an with the payroll file attached in the following format: [Company Name] Payroll [Date Range for Export].pce With this example: Restaurant Service w/rpe Payroll to pce 14 P a g e

15 Sample Export on Payroll City 1. After sending the export and it has been processed we can then logon to Payroll City s website. 2. Select Enter Payroll Hours. 3. Under that we can view the Rate at which the employee is paid as well as the amount of hours that the employee worked for the export range selected. 4. At the bottom of that page we can then view the fixed earnings (in this case the commission that each employee earned if applicable). 15 P a g e