Process Payroll

Payroll processing converts employee compensation, deduction, and tax information into timecard data displayed on an Edit List, then processes payments as checks or ACH direct deposits. This article covers bi-weekly processing for salaried and hourly employees.

Set up employees to pay

1. From the Payroll menu, select Enter → Employees to Pay.
2. Check whether the Clear Employees to Pay button (on the right) is active. If active, hover to see how many employees are set to pay. Click to clear them or leave them alone to add more. Normally, the button is inactive (grayed out) because employees' pay is cleared automatically after processing.
3. Select # Pay/Year, Deduction Cycle, and Pay Group from the drop-down lists.
4. Enter the Distribution Selection Date. This date determines which compensations and deductions apply to the payroll run. The system uses the most current Distribution Starting Date on or before this date.
   • For example, if an employee has a pay increase effective Aug 8th and your payroll run covers Aug 1–14, enter Aug 14 to include the increase (or Aug 1 to exclude it).
5. Select the appropriate check boxes. In this example, both Salaried and Hourly employees are selected, but Salaried records are excluded when entering hours. 

Note: Use Regular Hours information from last payroll? option populates hour fields with data from the previous payroll run.

6. Check Include Scheduled Time off hours? and enter the date range. The system uses these dates to select which time-off hours to include.
   • For example, if an employee has 40 hours of vacation scheduled in this range, "40.00" automatically appears in the Vacation field on the timecard.
7. Select the Sort By option and click OK.

Enter employee hours

1. The Time Entry page appears. Enter the hours for the first employee, then click Next. Continue entering hours for each employee.
2. When you reach the last employee, enter hours and click Finish.

Review and edit timecards

1. The Payroll Processing page appears with employee timecard information. Click the Edit icon to modify compensation or deduction details. Click the Delete icon to remove an employee from this payroll run.
2. Click Payroll Edit Report to view a printable timecard summary. Reviewing this report for errors is recommended.
3. After the Edit List appears, click Print to print the report, or Export to download it. Click Close Report to return to the Payroll Processing page.
4. Verify your Current Financial Settings are correct. For example, if the Period is set to "July" but you want to post to "August", click the change link, adjust the period, and click OK to save.

Process payroll

1. Click Process Payroll to convert timecard information into paychecks and/or ACH deposits.
2. The Check Information window appears. Specify the dates and processing options, then click OK to continue.
3. If employees receive physical paychecks, they display them now. Click the Print icon to print them. Review for accuracy. If reprinting is needed, click Reprint Checks and specify which to reprint. Once all checks print correctly, click Continue.
4. The ACH Verification report displays the following. Click the Print icon to print it. Review for errors and click Continue.

Finalize and post payroll

1. The final reports display. Before printing, click Download ACH File (the file sent to your bank for ACH processing). Then click each report in the left navigation pane and click the Print icon for each.
2. After all reports are printed and the ACH file has downloaded, verify that the Posting Date is correct, then click Finalize Post.
3. The Finalize Post window appears. Verify that Fiscal Year, Period, and Date are correct, then click OK. Your payroll process completes, and a corresponding journal entry posts to the General Ledger.

Updated June 17, 2026 15:36