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139
3 Tutorials
Getting Started Guide


Using the Payroll Register
After you have entered paychecks in payroll entry, look at the postings for
accuracy before you print the checks. The Payroll Register is an excellent
report to use before you print checks.
1 From the Reports menu, select Payroll. Peachtree displays the Select a
Report window.

2 Select Payroll Register, and then select the Screen button.

3 In the Filter tab, select the Date drop-down list.




4 You have a variety of choices on how you print this report. Select Today
from the drop-down list. The dates now display the range 3/15/03 to
3/15/03. Using this filter, we will view paychecks entered today only.
Today™s date represents the system date (computer date). Our sample
company system date is always set at 3/15/03 for tutorial purposes.
5 Select OK. The Payroll Register appears.
The two checks we just entered display, outlining each payroll field and
the amounts deducted. These appear accurate. However, let™s examine
one of the payroll entries in more detail.

6 Place your cursor on the transaction line that represents Michelle Wang™s
paycheck. A blue box outlines the report line, and the cursor changes to a
magnifying glass.
This indicates you can examine the transaction in more detail.
7 Double-click the area outlined in blue. The Payroll Entry window displays
the original transaction we just entered.
Double-clicking transaction lines in reports displays the window where
the transaction was originally entered. This is known as the drill-down
feature. You can drill down on most transactions displayed in reports.
One advantage of using the Payroll Register is that we can actually edit
the transaction at this point.
8 Give Michelle four hours of overtime by typing 4 in the Overtime Hours text
box and pressing e. Notice how the amounts are automatically
adjusted.




140
Lesson VI”Payroll
Print Paychecks


9 Select Post to save the change.

10 Select Close to close the Payroll Entry window. You return to the Payroll
Register report window.
Notice the report reflects your change. We have just demonstrated that
you have the ability to edit transactions from reports and have the
reports update for you at the same time.


Not all reports have the drill-down feature. The majority of task-related
reports and ledgers contain the drill-down feature; maintenance list reports
do not. The best way to determine this is by observing the cursor shape when
Note
placed on the report window in the detail area.
Everything appears ready for you to print your checks.
11 Press q twice to close the report windows.


Print Paychecks
Just as in vendor disbursements, you can print a batch of checks or print from
the Payroll Entry window.
For this tutorial, you can use plain paper for printing checks. Or, if you like,
you can test the alignment of forms. (If you are using a dot matrix printer, you
can align the print head with the perforation of the paper forms.)
1 From the Reports menu, select Payroll. Peachtree displays the Select a
Report window.

2 Scroll down the Report List and open the Payroll Checks form folder by
double-clicking it.

3 Double-click any of the displayed paycheck forms, such as PR Preprint 1
Stub.
The Filter tab of the PR Preprint 1 Stub window appears.
Type 9999 for the first check number and press e.
4

5 Change the G/L Cash Account to 10300”Payroll Checking Account, if it is
not already selected, and press e.

Press e to accept the displayed last check date for which checks will
6
print.




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3 Tutorials
Getting Started Guide


7 Select OK to print the checks.

8 The Print window appears. Select OK if the printer settings look correct.
A window appears, asking if the checks printed properly and if it™s okay
to update the journal. In real life, always look carefully at the checks
before you answer Yes because Peachtree Accounting updates check
numbers and flags these checks as printed.
9 Select Yes.
Take a moment to look at the two checks you just printed. The employee
statement information is printed first, then the actual check.

What Happens During Payroll Posting
In the simplest, most-common case, the cash account that you entered in the
Employee Defaults window is automatically credited for the net paycheck
amount when you post payroll checks. The employee salary expense is debited
for the gross amount of the check, and any deductions you use are credited,
to make up the balance of the gross.
DEFAULT INFORMATION MAINTAIN
DEDUCTIONS RATE OF PAY FREQUENCY
FICA
$20 / HR WEEKLY
FIT
SIT




PAYROLL

PAYCHECK NET
$500.00
DEBIT CREDIT
SALARIES 750.00
FICA 95.00
FIT 125.00
SIT 30.00
CASH 500.00




142
Lesson VI”Payroll
Analyzing Employee Earnings


Analyzing Employee Earnings
At the end of a period, quarter, or year, typically you need to examine the
accrued employee earnings. You may need to track certain payroll fields for
one reason or another. These reports also detail what is printed on your 941
forms as well as W-2s.
1 From the Reports menu, select Payroll.

2 Scroll down and double-click the Quarterly Earnings report. Peachtree
displays the Quarterly Earnings report.
Scroll down and notice that every payroll transaction is included for
each employee for the quarter and broken down by each payroll field.
There are subtotals for the quarter as well as year-to-date totals. If you
scroll to the very bottom, there are company totals for each payroll field.
Also, this report has the drill-down feature, shown by the blue outline
that appears when you click a transaction.
We want to see the employee totals in a summary format, rather than
listing every transaction.

3 Select the Options button. The Filter window appears.

4 Select the Show Totals Only check box, and then select OK. The report
reformats and shows a summarized version of the Quarterly Earnings
report.
When any report is displayed onscreen, you can select the Options
button to modify the filter or layout.
Select q twice to close the report windows.
5


Review of Lesson VI
Let™s review some of the things we learned in this lesson:
• Payroll fields are holding areas within each employee record for any
accumulating amount, dollars or otherwise, that should be updated
by payroll processing.
• Once you establish Default Information and employee pay records,
regular paychecks calculate automatically based upon frequency, rate
of pay, valid deductions, and their corresponding tax tables.
• Adjusted gross is the gross pay plus any amounts you must add for
tax purposes (such as restaurant tips), minus any amounts you must
deduct for tax purposes (such as 401(k) contributions).




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3 Tutorials
Getting Started Guide


• Double-clicking transaction lines in reports displays the Task
window where the transaction was originally entered. This is referred
to as the drill-down feature. One advantage is you can edit the
transaction, save/post it and return to the report. The report
automatically updates. The majority of task-related reports and
ledgers contain the drill-down feature; maintenance list reports do
not. The best way to determine this is by observing the pointer shape
in the report window detail area. If the pointer is the shape of a
magnifying glass, you can drill-down on the transaction.
• When any report is displayed onscreen, you can select the Options
button to modify the filter or layout.
Now that you have been introduced to the payroll module of Peachtree
Accounting, you are ready to proceed to Lesson VII”Inventory.




144
Lesson VII”Inventory
Beginning the Lesson


Lesson VII”Inventory

Tu This lesson shows you how to implement and use Peachtree Accounting™s
inventory system.

You will learn how to:
• Set up an inventory item
• Use inventory with purchases
• Use inventory with sales
• Use inventory reports
• Make adjustments to inventory levels
• Maintain item prices
Estimated Lesson Time: 20 Minutes

Beginning the Lesson
If you are continuing from Lesson VI, skip this section and proceed with the
lesson.
If you are just starting the lesson, do the following:
1 Start Peachtree Accounting and open up the sample company, Bellwether
Garden Supply.

2 If the Action Items window appears, close it for right now.

3 From the Options menu, select Global. Peachtree displays the Maintain
Global Options window.
You need to make sure that the tutorial global options are set up
properly.
4 In the Accounting tab, do the following:
Select Manual Decimal Entry and 2 as the number of decimal places.

• Clear the Hide General Ledger Accounts option for all modules
(Accounts Receivable, Accounts Payable, and Payroll).
• Select the “Warn if inventory item is out of stock” option.
• Select the “Recalculate cash balance automatically in Receipts and
Payments” option.




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3 Tutorials
Getting Started Guide


5 In the General tab, do the following:
• Make sure the Line Item Entry Display option is set to two lines.

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