Table of Contents

Configuration Options

Nina Tchistiakova Updated by Nina Tchistiakova

The configuration options screen is accessed from the menu selection on the main screen. Selections made on this screen may be saved by selecting the Save Settings button. If you do not save the settings any changes will be in effect for the current session only. Preferences are saved in the PR2021.INI file (for the Network version each user's preferences are saved in that user's ini file located in the INIS directory) in the program directory. Default settings for the Display options may be retrieved at any time with the Defaults button.

Automatically check for program updates on the web

If the computer is permanently connected to the internet (cable modem, DSL, LAN, etc.) then the user can check this option to automatically check the internet for updates each time the program starts. The user can always check for updates by selecting Update from the Web on the Module Library Help menu.

Data Options

The location (drive and directory) of the database file (PR2021DT.MDB) may be set from the Configuration Options screen. Select the desired drive and directory of the data to use. Presence of a valid database file on the selected path is indicated above the path name. This option can be used to switch between multiple database files. If you do not intend to use multiple databases, it is recommended that the data reside in the default data directory, which is '\PR2021DB' off of the program directory.

Automatic Database Backup on Exit

Checking this box causes the database file (PR2021DT.MDB) to be copied to a backup file (PR2021DT.ABK) in the same directory when exiting the program if clients or employees have been added or modified. This auto-backup file may be restored manually in the event of unrecoverable data corruption, by renaming it PR2021DT.MDB.

Note that the Restore Utility does not restore the auto-backup file, only complete data sets (including any Form data files) created with the Backup Utility. When using the Restore Utility, a PR2021DT.BAK file will be created which is the database just prior to the restore.

Payroll Input Options for All Clients

A button displays another dialog that allows the user to save several default options for the payroll input screen. This dialog may also be accessed from the Options button on the Payroll Input screen. The options that can be saved are listed below.

Auto Duplicate check by matching wage - Allows the user to enter a wage amount for a new check and have the program automatically duplicate all other fields for the last previously entered check that matches that wage amount. Only the date and check number are not duplicated.

Auto recalc Wage and W/H for Social Security, etc. - This forces the program to recalculate certain fields automatically when data is entered. Fields that calculate are ones that are affected by the particular data field being entered. For example: entry in an income field recalculates deduction and tax wages and amount fields, such as social security wages and tax. Entry in a deduction field recalculates only tax wages and amount fields. Only tax and deduction fields that are set up for percent type or fixed amount calculations will be computed.

Two-place Fixed Decimal Data Entry - Allows the user (within the payroll grid) to enter amounts without the decimal. For example, entering "10000" will result in "100.00." This may make data entry easier for experienced 10-key users. This option will also be used in the 1099-MISC payment grid.

Display Wage Columns (Deduction/Tax) - This option displays the subject wages column for all deduction and tax items. Each deduction and tax item has an associated subject wages column. The column stores the amount of wages subject to that particular deduction or tax. For example, social security wages often are not the same as federal taxable wages. Since social security wages are limited to a maximum amount each year, this wage field will keep track of the wages for year-to-date purposes.

CFS suggests that the subject wages columns be not visible. This is because, under normal circumstance, the wage amounts are calculated properly according to the setup screens and do not need to overridden. Sometimes only small adjustments are necessary to the actual tax or deduction amount if it does not match the After-The-Fact amount. If the user wants to see or override the program calculated wages associated with deduction and tax items, select "Display Wage Columns (Deduction/Tax)". For example, the user could view the calculated social security wages. If the user elects not to have the program Auto recalc Deduction/Tax Wage and W/H, then the wages columns must be displayed because the user must enter the wage amounts manually. Several of the wage amounts are imported to Form W-2, such as social security, Medicare, state wages, local wages, etc.

Note that the wages associated with Federal Income Tax are an exception. They are displayed in the Taxable Comp. Field. This field is always calculated, is always displayed, and cannot be overridden by the user.

Display "Not Subject to" Item Columns - If the user wants a "Not Subject Item" to appear in the grid, then select this option. Normally, if an employee is not subject to an item and the box on the employee info screen is not checked, such as Social Security Tax, then the column for that item will not appear in the Payroll grid. To also display the wage column for this item, see the option above. Note: if data has been entered for the item, the column will still appear even if the employee is subsequently marked as "not subject to" the item. To make the column disappear, all data must be removed.

Start in "Enter By Date" mode – Payroll data may be entered "By Employee" (all checks for one employee are displayed) or "By Date" (all checks for one date are displays for all employees). To switch between the two methods users may click the "Enter By Date" or "Enter By Payee" buttons. Setting the option to Start in "Enter By Date" always starts in that mode when clicking the Payroll Data button above the Module Library.

Default Payroll Data Layout - Allows the user to select which program distributed layout to use when entering payroll data for new clients. This layout is used only if the user doesn't save a custom layout for that client.

Form Display Options

Various options for controlling the display of the Forms and Worksheets can be set from the Configuration Options screen. Display options may be reset to the original settings at any time by choosing the Defaults button.

Display State Forms - Click the button to display a list of states. Forms for states that are checked will display in the Module Library list. If you do not wish to see certain state forms, remove the check next to those states. Click OK when finished. To save the state selections for the next session click SAVE SETTINGS on the Configuration Options screen.

Field Style - AutoSelect Text - Cause the text in a field to be automatically highlighted as the user tabs from field to field for easy editing.

Field Colors

Preset Color Schemes – Two preset color schemes are provided. Classic bright is the default scheme provided in the program before 2006. Soft tones is a variety of pastel shades. Selecting Custom allows users to set each individual color for themselves by clicking the various button.

Active Field is the one currently being edited.

Inactive Fields are those not currently being edited.

Calculation Fields are those that the program calculates for the user. Typically the user does not have access to these fields, although some modules allow the user to turn off the Auto Calculation mode and override the field value. When Auto Calculation is off the Calculation Fields may be recalculated by selecting Update Calculations (CTRL+U) from the modules Options menu.

Disabled Fields are those that the user no longer has access to due to entries in other fields. The program automatically disables these fields so the user doesn't enter invalid data.

Normal Text is non-bolded text that appears on forms or worksheets. This is text that is not in fields.

Bold Text is bolded text that appears on forms or worksheets. The program does not display form and worksheet bold text on-screen as bold. Rather a different color is used to make it stand out from normal text.

Tools - Select the tools to display on the Payee input forms. These may also be selected from the Payee input form.

Tool Bar is the button bar at the top of the screen allowing quick access to certain menu items.

Help Panel is the panel at the bottom of the screen displaying a short description of the current field. Often times this same help is available as an information box by pressing <F2>.

Scroll Bars may be used to move forms whose size is larger than the display screen. The user may always use the mouse to click and push the form to view other areas whether scroll bars are on or not.

Module Library Display Options

Font size for lists in Module Library - The font size of the lists in the Module Library may be customized for easier reading by setting the size here. The font size can also be controlled by pressing and holding the CTRL key and either the plus (+) or minus (-) key while on the Module Library screen.

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Client Status Fields

Create a copy of a client