Payroll: Getting Started

Greg Hatfield Updated by Greg Hatfield

There are several resources available to help with the use of our software:

  • When you are at the main screen of the program (i.e. the screen you see when you first open the program), you can access Knowledge Base articles at our website under the Help menu.
  • When you are in a module, use the Help menu to access a searchable Windows Help file. You can also access instructions specific to the module you are in by pressing the F1 key when you are in the module, or by choosing Instructions/Module Overview from the Help menu.
  • In most modules, help for the current field is displayed in a yellow Help panel at the bottom of the window. Field help can also be displayed by pressing the F2 key.
  • Our Instructional Videos page contains links to many short, silent, online videos that can assist you with various tasks. Select "Instructional Videos" from the "Support" menu on our website, or click on the "Instructional Videos on the Web" link in your program's Help menu.
  • Our easy-to-search Knowledge Base contains answers to frequently asked questions and detailed instructions for various modules.

Following is a brief written tutorial to help the user begin to productively use Payroll System.

Add a Client

In order to create and save data for employees/recipients, you must first add a client from the Client List. The Client List is presented when the program begins.

Click the Add Client tool icon to load the Add Employer/Payer Information screen.

The information entered will be used to complete various forms and reports and should be completed as thoroughly as possible. See the Add Employer/Payer Information for more detail concerning field input.

When finished, click the Save and Close buttons. The client should now appear in the list. You may add new clients by clicking the Add Client tool icon.

Enter Employee/Recipient Data

Payroll System is comprised of several individually licensed products:

  • 941/940 Payroll (After-the-Fact and Live versions)
  • W-2/1099 Information Returns
  • (W-2/1099) e-file/MagMedia ("Add-on" software)
  • Payroll Corrector
  1. Select the type of employee/recipient data to enter by choosing from the Select Program to Display dropdown list just above the Module Library on the left and in the middle of the screen.
  • Choose 941/940 After-the-Fact or 941/940 Live Payroll to enter employees and checks for payroll data reports.
  • Choose W-2/1099 Information Returns to complete Forms W-2 and 1099/1098.
  • Choose Payroll Corrector to complete Form W-2c, 941-X and other related forms.
  • The Module Library list will change with each selection to reflect those forms and features available in the selected type.
Only the program portions for which you are licensed will be available for data input.
  • A General Forms/Utilities section is available to all users.
  1. To enter data, choose the desired form or module from the Module Library by double-clicking the list entry. Alternatively, you may click the list once to highlight the desired module and press the <Enter> key. A Payroll Data icon (center of the screen) is also present to go directly to the Payroll Data entry screen. The module will load and any pertinent client information will be automatically entered into the module input fields.

Complete the Module

For further general information on the form interface, see Module Interface. See the Help menu for available options. Pressing F1 will usually bring up an overview of the module. Pressing F2 provides help in completing the current field.

When finished, choose Close from the File menu. Answer YES to the prompt to save the data.

You may add another payee without leaving the input screen by selecting New Payee from the File menu.

Edit the Data

To edit data that was just entered:

  1. Select the form type in the Client Folder list. A list of employee/recipients should expand.
  2. Double-click the desired entry in the list or single-click the entry and click the Open File button above the Client Folder. The input form will be loaded with the data filled for the desired payee.

For all other employee/recipient modules, once you are already in the form as described in Step 1 and 2, records may be navigated using the File menu or the navigation button on the toolbar or by selecting the payee from the dropdown list on the toolbar.

Use the Data for Reports and to Print Forms

  1. From the Module Library screen, select the desired form from the list (Form 941, Form 940, Form W-3, etc.).
  2. To fill out a payroll form, select 941/940 After-the-Fact or Live Payroll from the "Select Program to Display" dropdown list.
  • Double-click the desired form from the list. The form will be presented on the screen.
  • Most payroll forms have an Import menu item to import the 941 Payroll data previously entered. Select the menu item to import the data.
  • Complete any other fields on the form.
  • Print by selecting Print from the File menu or clicking the Print tool icon (top middle of the screen).
  • The data file may be saved by selecting Save or Save As from the File menu.

Information Returns, such as W-2, 1099/1098, and W-2c, can be printed by double-clicking the Print Forms W-2/1099/1098 (or Print Forms W-2c) list item. A screen with several print options will be displayed. Select the desired options and click the Print button to print the Information Returns. See Printing Information Returns for further details.

How did we do?

Payroll System Overview

Printing a Custom Report displaying active employees

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