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Paycheck Operations

Overview

The Paychecks screen is the central hub for all paycheck processing activities. From here you can enter new payrolls, print checks and pay stubs, void or delete paychecks, view totals, and run the net-to-gross calculator.

Accessing Paycheck Operations

  1. Select a client from Payroll Functions on the ProPay Main Menu.
  2. Go to Payroll Main Menu > Paychecks.

The Paychecks toolbar appears with buttons for each operation.

> Important: The Paychecks menu is only available from the Payroll Main Menu, which appears after you select a client. It is not available from the ProPay Main Menu.

Available Operations

The Paychecks toolbar provides the following operations:

New Payroll

Enter and compute paychecks for a new pay period. You can process all employees at once or select specific employees. Supports both individual entry and batch processing modes.

Display Payroll Totals

View a summary of payroll totals for the current payroll run, including gross pay, taxes, deductions, and net pay across all employees.

Print Payroll Checks

Print checks for the current payroll. This option sends payroll checks to the printer based on the check format and printer configured for the client.

  • Menu path: Payroll Main Menu > Paychecks > Print Payroll Checks
  • Permission required: This option may be restricted for remote users.
  • See: Printing Checks

Print Standard Reports

Run the standard payroll reports after processing a payroll. This includes the payroll register, tax summary, month-end reports (if applicable), quarter-end reports (if applicable), agency reports, and new employee reports.

  • Menu path: Payroll Main Menu > Paychecks > Print Standard Reports

Enter Manual Checks

Enter paychecks that were written by hand or outside of ProPay. Manual check entry allows you to record all pay components and taxes for checks that were not printed through the system.

  • Menu path: Payroll Main Menu > Paychecks > Enter Manual Checks
  • Permission required: This option may be restricted for remote users.

Net to Gross

Calculate the gross pay required to produce a specific net pay amount. Useful for bonus payments and special one-time payments where the employee should receive an exact take-home amount.

Print Pay Stubs

Print pay stubs for the current payroll. Pay stubs show the employee's earnings breakdown, tax withholdings, deductions, and net pay.

  • Menu path: Payroll Main Menu > Paychecks > Print Paystubs

Delete Payroll Checks

Permanently remove payroll checks from the system. Deleting a paycheck reverses all YTD totals on the employee record and removes the detail record. Use this when a paycheck was entered in error and should not exist in the system at all.

  • Menu path: Payroll Main Menu > Paychecks > Delete Payroll Checks
  • Permission required: This option may be restricted for remote users.
  • Password required: If any selected checks have already been printed (assigned a check number), a supervisor password is required.
  • See: Delete and Void Checks

Void Payroll Checks

Void a paycheck by creating a reversal record. Unlike deleting, voiding preserves the original paycheck record and creates a new record with all amounts negated. The void record's check number is prefixed with "V". Use voiding when you need an audit trail of the original and the reversal.

Delete vs. Void: Which to Use

Action What Happens When to Use
Delete Removes the check record entirely; reverses YTD totals Check was entered in error before printing
Void Keeps original record; creates a reversal record with "V" prefix Check was printed but needs to be reversed with an audit trail

Keyboard Shortcuts During Paycheck Entry

When entering paychecks, the following keyboard shortcuts are available:

Key Action
F2 Skip to the next employee without posting
F3 Redo (clear and recalculate the current employee)
F5 Override (switch to manual entry mode)
F7 Open the Special/Other Pay entry dialog

Payroll Processing Workflow

A typical payroll processing session follows this order:

  1. New Payroll -- Enter pay dates and process employee paychecks.
  2. Display Payroll Totals -- Review the payroll summary for accuracy.
  3. Print Standard Reports -- Generate the payroll register and tax reports.
  4. Print Payroll Checks -- Print the physical checks or direct deposit vouchers.
  5. Print Pay Stubs -- Print pay stubs for employees receiving direct deposit.

Related Topics

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