Select Client
Overview
Use the Select Client screen to view your client list and choose which company's payroll to process. This screen is the starting point for all payroll processing functions in ProPay.
Accessing the Client List
- From the main menu, click Payroll Functions
- The client list displays all companies in your system
Selecting a Client for Payroll
To process payroll for a client:
- Double-click on the company name, or
- Click once to highlight the company, then click Enter Payroll
Client List Columns
CALL (Red Check Mark)
The red check mark indicates clients scheduled for payroll this week.
To add or remove the check mark:
- Highlight the client by clicking on their name
- Right-click to add the red check mark
- Right-click again to remove it
Why use check marks: This feature helps you focus on clients scheduled for payroll this week. Use the List Clients button to toggle between showing all clients and showing only those with red check marks.
Call Day
Shows the day of the week or day of the month when you should call the client for payroll information.
Purpose: Helps you identify who must be called today, which is crucial when managing many clients. Clients depend on their payroll service provider to call them on the pre-agreed date and time.
Call Time
The scheduled time to call the client for payroll information.
Type
Indicates the client's pay frequency:
- (W) Weekly
- (B) Biweekly
- (S) Semimonthly
- (M) Monthly
File ID
The 3-character file identifier for this client. Use this ID when copying or restoring files.
Phone
The primary phone number for obtaining payroll information from the client. A secondary phone number can be stored in the client's full information screen (Client Functions > Edit Client).
Contact
The designated contact person who submits payroll hours and other payroll information.
Pay Day
The client's scheduled payday.
Comment
Enter temporary notes such as "Client not in yet. Call back at 1:30 pm."
Important: Comments entered here automatically erase before the next pay date. Press Enter after typing to save the comment.
Reminder
Permanent reminder notes display every time you process payroll for this client.
Example: "Do not talk to anyone about payroll except the owner."
To change reminders: Go to Client Functions > Edit Client.
Screen Functions
Find Client
Use this feature to quickly locate a client:
- Click List to display the full client list (not just those with red marks)
- Type the first 1-3 letters of any client name
- The letters appear in the "Find Client" box
- The list automatically scrolls to matching clients
Tip: This feature becomes essential when your client list grows to 2-3 screens full.
List Clients
Click this button to toggle between two views:
- All clients - Alphabetical list of every client
- Scheduled clients - Only clients with red check marks (scheduled for payroll this week)
Phone
Click this button to dial the client's phone number automatically.
Requirement: Your telephone must be connected to a modem for automatic dialing.
Print List
Click to print the current client list.
Enter Payroll
Click to begin processing payroll for the highlighted client.
Exit
Click to exit the Payroll Functions menu and return to the main menu.