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PAYROLL LINK

Payroll Link Overview

The Payroll Link module is a series of programs that integrates with the CheckMark Payroll software package from CheckMark Software, Inc. or the Canadian Easy Pay software.  A demo version of CheckMark Payroll can be downloaded from CheckMark's web site (www.checkmark.com).  A demo of Easy Pay can be downloaded from Easy Pay's web site (www.easypay.ca)

All payroll processing, including the printing of employee paychecks and all forms and reports, are performed within CheckMark/Easy Pay.  These payroll transactions are imported via the Payroll Link module into the General Ledger and check register.

Employer payments for tax withholding and employer tax expenses are calculated within CheckMark/Easy Pay, but are transferred to DBA/Evo~ERP for tracking and payment through the Accounts Payable system.  

Not all information flows solely from CheckMark into DBA/Evo~ERP. WO-L-E  Print/Post Labor to Payroll can produce an export file so that work order labor hours can be posted directly into CheckMark and thus don't have to be entered twice. Easy Pay does not have this capability. CS-D  Transfer Sales Commissions can optionally product a report that makes it easy to enter employee commissions that are to be paid through payroll.

Setting up GL Accounts

General Ledger accounts for all payroll-related accounts need to be set up both in DBA/Evo~ERP and in CheckMark/Easy Pay.  The account codes must be identical.

To enter GL account codes in CheckMark, click Ledger Accounts from the CheckMark main menu.

To be able to export data from Easy Pay, you must set the Easy Pay's GL accounts to DBA Style GL account codes. In Easy Pay, click on Periodic, then General Ledger, then Select GL.  Now choose DBA Software on the list.

To enter GL account codes in Easy Pay, click on Periodic, then General Ledger, then Edit Accounts.  Choose your Department then enter the General ledger account for each of the deductions in the column labeled "Account".  if you use departments enter them with a dash between the account and the department ie: 12000-0032.

Setting up Employees

It is not necessary to set up employees in DBA/Evo~ERP unless you are collecting labor through the Work  Orders and/or Data Collection module.  If this is the case, you will set up employees in both systems.  Employees are set up via SM-G  Enter Employees.

To enter employees in CheckMark/Easy Pay, click the Employees button on the main menu.

If you will be exporting job cost hours into CheckMark (not available for Easy Pay)

If you will be using WO-L-E  Print/Post Labor to Payroll to export job cost labor hours into CheckMark, you'll need to make sure that the first and last name of each employee in CheckMark is exactly the same (including upper/lower case) as the names entered in SM-G  Enter Employees.  Also, be aware that while the Last Name field is 25 characters, the CheckMark one only accepts last names of 20 characters.

Also, make sure all of the hourly categories are set up in the correct order.  The export file created from WO-L-E lists the hours for each employee in the following order: 1. Regular 2. Overtime 3. Doubletime 4. Sick 5. Vacation 6. Holiday.  In CheckMark click on Hour Categories and make sure that all 6 of the categories are defined and are in the same order, otherwise the import to CheckMark will not work correctly.  This is also the same order in which the hour categories should appear on CheckMark's Enter Hours screen.  Even if you do not use all 6, they must be defined in CheckMark.

Setting up Vendors

You must set up vendors in CheckMark for all vendors to whom you pay tax withholdings or related employer expenses.  These vendors must also be set up in AP-A  Enter Vendors using the exact same account code.

To set up a vendor in CheckMark, click Employer Payees on the main menu.  The account code for the vendor should be entered in the Reference/ID# field under Payee Information.

NOTE: If the letters of the vendor code are "fat" (e.g. with lots of W's, M's, etc.) you won't be able to fit 10 characters into CheckMark's Reference/ID# field.  If this is the case, you will have to re-assign the vendor a shorter code.

To enter vendor codes in Easy Pay, click on Periodic, then General Ledger, then Edit Accounts.  Choose your department and then enter the Vendor code for each of the deductions in the column labeled D?

Exporting Job Cost Hours to CheckMark (not available for Easy Pay)

WO-L-E  Print/Post Labor to Payroll now has an option to create an export file containing the posted job cost hours that were collected in the Work  Orders and/or Data Collection modules.  You can then use this file to import these hours into CheckMark instead of manually re-entering them.

To import the hours, in CheckMark choose Enter Hours, then Import Hours, then specify the file name that WO-L-E created.

If you are going to use this feature, be sure and switch it on in PL-E  Payroll Software Link Setup.  If you do not switch it on, the job cost hours will continue to be posted into the Payroll module.

NOTE: The CheckMark import cannot handle numbers larger than 999.99 or less than zero for any single hours category for one employee.  If this occurs, you will get a warning message and the hours exported for that employee/category will be zero.  You will then need to use the numbers from the printed report to manually adjust this employee in CheckMark.

Paying Commissions thru CheckMark or Easy Pay

If you wish to pay commissions through CheckMark/Easy Pay instead of through the Payroll module, set the switch to do so in PL-E  Payroll Software Link Setup.

This will cause CS-D  Transfer Sales Commissions to print a report of the employee commissions being transferred instead of posting them to the Payroll module.

The commission amounts on this report must then be entered manually in CheckMark/Easy Pay.

NOTE: Commissions for non-employee agents continue to be handled through the Accounts Payable module and will not be listed on the report and should not be entered into CheckMark or Easy Pay.