Payroll Calculator (PayCalc)
Quick Start Tutorial

Installing PayCalc:

  1. Goto the Downloads page and Click on the Payroll Calculator program icon.

  2. When the File Download dialog box appears, click on Save.

  3. When the Save As dialog box appears, select the Desktop or the folder where you normally save your downloaded files.

  4. Once the download process has completed, double click the file you just downloaded to execute the program's installation process.

Starting PayCalc for the first time:

Click on the PayCalc icon in the program group. The Payroll Calculator Program Main window will appear. The first order of business when starting PayCalc for the first time is to create a Company. Here's what to do:

  1. Click on the File | New command, and enter a file name, when finished, click on the Ok command to accept the file name.

  2. PayCalc will respond by automatically displaying the Company data entry form. Complete all the required fields, and when finished, click on Ok to close the form.

  3. PayCalc will now respond by automatically displaying the State data entry form. Select the Company's resident state and if the state imposes an income tax, then reach for the state's withholding tables to complete the form. If you are unsure as to how to complete the state fields, strike the F1 function key to get immediate help on the subject. If the Company or the companies you will be creating have employees in more than one state, then now will be a good time to enter the withholding tax information for those other states.

  4. Finnaly, the City data entry form will be displayed. Create the city or cities which impose a city income tax. This data entry form is similar to the state data entry form, you will need the City's withholding tables to complete this form.

Note: Once a state's tax information has been entered, it will apply to other companies you create.

Congratulations! You have just created a Company.

Creating Employees:

Click on the File | Employees command. PayCalc will respond by displaying the Employee File Maintenance date entry form. Since this is the first time you are running PayCalc, what you will see is an empty employee record. Complete all the fields that apply. Some fields are required (e.g. employee name, address, social security number, payroll frequency, rate of pay, etc.). Again, if you have a problem completing this form, hit the F1 function key for help. Once you have completed all required and applicable fields, click on Ok to close the form or on New to create additional employees. PayCalc will analyze all the fields to ensure that you have accurately completed the form. If the data was not accurately completed, you will receive an error message, and the cursor will be placed on the field which was incorrectly completed.

Recurring Payroll Deductions:

Now that you have your Company and employees setup, there is one more step that you may have to accomplish before you can start processing the payroll. Let's say you have an employee or employees that have a deduction for health insurance each pay period of $20.00. Click on the Tools | Recurring command. PayCalc will respond by displaying the Recurring Entries form, complete the form as applicable, and then click Ok to close it.

Congratulations! You are now ready to begin payroll processing.

Processing a Payroll:

To process a payroll, do the following:

  1. Click on the Processing | Pay Period command. PayCalc will respond by displaying the Payroll Processing Setup dialog window: (i) Enter the Pay Period and Pay Date. (ii) If you want PayCalc to track your payroll checks, then enter a starting check number, otherwise enter "0". (iii) Click on the Payroll Frequency to be processed. Finally, click on the Process command to process your entries.

  2. Click on the Processing | Automatic command. PayCalc will respond by processing the payroll of all employees in the data base at once. It will compute the wages of all employees based on the Standard Regular and Overtime hours/days you entered in the Employee File Maintenance data entry form for each employee.

  3. Click on the Processing | Manual Entry command. PayCalc will respond by displaying the Manual Entry form. For those employees who are on salary or they worked the Standard working hours/days for the period, you will not normally be required to make any changes. However, for those employees who worked less than the Standard working hours/days, or have bonuses, tips, sick pay, etc., you will be required to perform manual entry. Just make the necessary modifications and click on the Process command to re-process their payroll, once you have made all the required modifications, close the Manual Entry form.

  4. Click on the Processing | Reports | Standard/Departmental command, PayCalc will respond by displaying a dialog window which will allow you to a) preview; b) print; or c) send your report to a disk file. It is recommended that you preview the report first, then print it, and then save it to a disk file just in case the print outs get lost or damaged. If you are not going to print payroll checks from within PayCalc, then these reports can be used as Earnings Statement to give to the employees.

  5. If you are going to print payroll checks, now is the time to do it. Click on the Processing | Checks command, PayCalc responds by displaying the Check Printing dialog window. Here you may print one or all employees checks. However, before you can print payroll checks you must setup PayCalc to do so. Click on the Setup command, and then strike the F1 function key for a detailed explanation on how to setup PayCalc to print checks.

  6. Create a backup onto an external drive by clicking on the File | Backup command. This will ensure that you have an un-posted payroll copy of the files, just in case we later uncover an error.

  7. Click on the Processing | Posting command, and post the payroll, but only after you have completed step 6 above.

TIP !: Instead of manually performing steps 1 through 7 above, simply click on the Processing / Express command and PayCalc will automatically perform the steps for you.

Congratulations! You have just processed your first payroll.

Other Operations:

At the end of each payroll month:
  1. Backup your files.
  2. Print all month-to-date payroll reports you require to printer and disk.
  3. Close the month.

At the end of each payroll quarter:
  1. Backup your files.
  2. Print all quarter-to-date payroll reports you require, Form 941, Schedule B, if applicable, to printer and disk.
  3. close the quarter.

Backup your data:
We simply can't stress this enough, ALWAYS, but ALWAYS backup your data in case of a power failure, or an error to the processed payroll.

Getting Help:
PayCalc comes equipped with context sensitive help. Just strike the F1 function key if you get stuck, or you don't understand something.

You can also obtain free technical support via the following:
Telephone: 908-354-3441 (9 a.m. to 5 p.m. Eastern time)
Fax: 888-875-2019 (24 hours a day 7 days a week)
E-Mail: support@hjpassociates.com

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