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Customizing the Payroll Data Grid with the Options button

Eric Updated by Eric

Options can be used to set various calculation options and to setup various layouts for the Payroll Data Grid columns.

Setting Options defaults

Many of the options described in this article can be set or cleared as the default Options. Click Configuration > Edit Default Input Options.

Options descriptions

Auto duplicate check by matching wage

This option speeds data entry by allowing a user to duplicate a previous check after entering the first hours or wages field on the check.

  • After the hours or wages are entered, the program looks back for the first check that matches the amount in that field (the W/H and UI state must match also).
  • If a matching check is found, then the rest of the fields for that check are copied to the new check. The program will then recalculate the check to determine if wage limits have been reached for various fields if the Auto Recalc option is set.
  • If the user does not want the system to automatically duplicate checks, then they should deselect Auto duplicate check by matching wage.

Auto recalc Deduction/Tax wage and W/H

This option calculates certain deduction and tax items automatically when data is entered into a field.

  • When an income item is entered, both deductions and taxes are recalculated.
  • When a deduction item is entered or overwritten, only tax items are recalculated.
  • To be calculated, the deduction or tax item must be set as a Percentage or Fixed type and the rate or amount must be entered on the Deduction or Tax setup screen.
    The LivePayroll enhancement option also calculates the federal and state taxes.
  • Variable deduction and tax items must be entered manually and are not calculated.
  • While only certain types of deductions and tax items are calculated, the subject wage field associated with each item is always calculated. This wage field is necessary to determine limits that may be associated with Maximum Wage type deductions or taxes. If an employee is not subject to an item then both the amount and the associated wage field will be calculated as zero (the field will be blank).
  • If the user does not want the system to automatically calculate social security, Medicare, etc. they should deselect Auto recalc Deduction/Tax wage and W/H.
    If this option is deselected then the option to Display Wage Columns (Deduction/Tax) must be turned on because users will be required to enter the correct amount of wages for each deduction and tax item manually.

Two-place Fixed Decimal Data Entry

Select this option to enter data without typing the decimal point. The decimal point is assumed to be before the last two digits entered.

Live Payroll Setup

For users licensed for LivePayroll.

This option helps users add the additional settings necessary to take advantage of certain LivePayroll features (calculation of wages from hours worked, calculation of federal and state income tax withholding).

Paycheck Utilities

This allows the user to perform functions (recalculate, delete, export, etc.) on a group of the employer's checks at once.

Payroll Diagnostics

This function checks the current employer, employees, and paychecks for missing or seemingly abnormal payroll settings. Potential problems for the employer and each employee are listed on the screen and can be printed. The program suggests methods for the user to correct each issue.

Run this function regularly for each employer after processing payroll data.

Insert additional paycheck for employee

This is only visible in Enter By Date mode.

The option inserts an additional check for an employee with the same pay date .

Lock or Unlock Selected Checks

For users licensed for LivePayroll.

Checks are automatically locked after they are printed to protect from accidental recalculation or printing. This menu item allows the user to manually lock the currently selected checks in the grid.

  • The user selects a check in the grid by moving the focus rectangle to any field on the check with the mouse or keyboard.
  • To select a range of checks with the current check as the first check in the range, hold down the SHIFT key and click on the last check in the range.

Display Wage Columns (Deduction/Tax)

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 circumstances, the wage amounts are calculated properly according to the setup screens and do not need to be 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 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.

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

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. If the user wants a "Not Subject Item" to appear in the grid, then select this option.

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.

Edit Default Payroll Input Options (All Clients)

This displays a dialog that allows the user to set defaults for several of the options listed on the Options menu. This dialog may also be accessed from the Configuration Options screen.

View Standard/Basic Layout

The column order (layout) of the payroll input screen can be changed by the user. There are 2 preset layout options available to choose from: Standard and Basic.

Saving Layouts

A different layout can be used for each employer by selecting Save custom layout for this Client Only or a layout can be selected as the default layout for all employers by selecting Save as Default Custom Layout (All Clients).

The default layout to use for employers that don't have a custom layout saved can be set on the Configuration Options screen or the Payroll Input Options screen. If a layout is saved for a client, that layout will be used regardless of the overall default layout selected.

The client's saved layout may be deleted by selecting Delete Custom Layout for this Client.

How did we do?

Custom Payroll Journal

Deduction Items