How To Run A Payroll
What you need to know:
Running payroll is used to create and record employee paycheques in AgExpert Accounting. You may need to run payroll to pay employees for regular wages or hours worked, issue an advance paycheque, pay out accrued vacation, recover an outstanding advance, and calculate deductions so the correct net pay is recorded. Payroll can be completed as a batch, which allows you to create multiple employee paycheques on the same screen and record them all at once.
What you need to do:
Confirm that employees are set up in Payroll
Gather pay period dates, payroll date, bank account, and cheque number(s) if needed
Prepare gross pay and hours worked for hourly employees
Review vacation payouts, outstanding advances, deductions, and net pay before running payroll
How to (Step by Step):
To produce advance paycheques:
Click Payroll on the left navigation bar and go to Transactions
Click New payroll and select Advance
Select the Date of the advance(s)
Use the drop-down menu to select the Withdrawal from bank account
Enter the Next cheque number, if applicable
Enter the advance amount for each employee requiring an advance
Click Save
Note: On advance payments, there are no deductions taken from the cheque
To produce regular paycheques:
Click Payroll on the left navigation bar and select Transactions
Click New payroll and select Paycheque
Select the Date of the paycheque(s)
Tip: The date of the cheque will determine what remittance period the cheques will show in
Use the drop-down menu to select the Bank account for the paycheques
Enter Next cheque number, if applicable
Enter the Pay period ending date
Select your employee or employees receiving a cheque with this payroll run
Note: Payroll is done as a batch in AgExpert Accounting. This means that you can complete all your paycheques on the same screen at the same time, and record them all at once, rather than having to work on each cheque individually.
On the Earnings tab you can click the dollar figure under the Amount column for each employee which gives you a slide-out from the right to enter:
a) The gross salary or number of hours worked
b) Benefit amounts for the employee, if applicable
Verify advances and accrued amounts, if applicable:
a) If your employee accrues vacation, the current accrual amount will be shown in the Vacation accrued column and you can enter any vacation paid out this cheque in the Vacation paid column
Note: Vacation paid will calculate automatically if your employee is set to pay out vacation on each paycheque and cannot be edited
b) If your employee has an outstanding advance, it will be shown in the Advance repayments column, and you can edit this number to recapture any amount up to the full amount of the advance
Click the Deductions tab to see a summary of all deductions and net pay for each employee
Click on any of the deduction amounts to get a slide out from the right, which lets you adjust any deductions amounts, if applicable
Click Run payroll to finish the payroll run or click Delete
Note: You can pause before running the payroll if you are interrupted for any reason. Click Save and continue later in the bottom right corner and select Save. You can resume the payroll run later by clicking Payroll and selecting the Continue Payroll button at the top of the Transactions screen. You can delete the payroll run with Delete saved payroll rather than finishing it with Run Payroll.
References and Additional Resources
Still have questions? Contact support
Contact us at 1-888-667-7893 or email support@fccagexpert.ca if you require additional support. You can find other help options under the Question Mark Icon in the top right of AgExpert Accounting at any time.