The following sections describe each of the fields on the header portion of the screen.
The pay period indicates the starting and ending dates of the pay period. The starting date goes in the first box. The ending date goes in the box following the word to. The ending date controls the accounting period in which the voucher is included for month end financial reports. A January date includes the transaction in all of the January financial reports.
Each voucher is cataloged with a unique identification code within the file system. Once a voucher code is used, no other voucher within the Payroll System can use the same code. It is possible to have the voucher number automatically incremented. As each voucher is stored, the voucher number is saved. If the RETURN key is pressed in the Voucher field and the field is blank, this saved number is incremented and displayed in the field. Each time this screen is invoked from the menu the first voucher number of the sequence must be entered. After that, the automatic increment feature may be used.
The Employee field holds the unique code of the employee entered in the Employee Master File.
If you are having trouble remembering the employee code to enter here, press the VALID button (GOLD <F1> key and the letter V) to display a second screen that can be used to access the Employee Master file. QUERY <F2> and FIND <F3> the desired employee. With the desired employee displayed, press the GOLD <F1> key and then press the E key to redisplay the Manual Payroll screen with the employee entered into the Employee field.
When the Employee field is exited, the employee's full name, as it is stored in the Employee Master File, is displayed.
All vouchers require a date when payment is expected to be made to the employee. This date can be updated later, so changes in your company's cash flow do not require you to follow through on each original planned payment date.
You specify the bank account you intend to use to pay this voucher. The bank account is the general ledger account representing the appropriate bank account. It is possible to use multiple bank accounts to pay these vouchers with the Payroll System.
If you are having trouble remembering the general ledger account to enter here, press the VALID button (GOLD <F1> key and the letter V) to display a second screen that can be used to access the General Ledger Account file. QUERY <F2> and FIND <F3> the desired general ledger account. With the desired general ledger account displayed, press the GOLD <F1> key and then press the E key to redisplay the Manual Payroll screen with the general ledger account entered into the Bank field.
The Hours field records the total number of hours worked by the employee during the pay period.
The gross pay is the total compensation being paid to the employee.
The net pay (gross pay - deductions) is entered here. All distribution to expenses and deductions are entered on the detail lines which appear on the lower half of this screen. The sum of the distribution in the lower half of the voucher screen must equal the amount in this field.