Manage Payroll Processing

We know the images you are seeing in this article do not match the current version of Ministry Brands Accounting! Our team is working hard to ensure that all our Knowledge Base content is up to date. We are sorry for the inconvenience! Thank you for your patience and understanding!

Manage Payroll Processing allows you to pay your employees.

Filters

Use the filters for Name, Home Department, Classification, and Frequency to narrow down your results.

1. Choose the appropriate Filters as needed:
   • Name: enter * for all.
   • Home Department
   • Classification
   • Frequency
   • All Employees: all employees are displayed, including those selected through Enter Employees to Pay.
   • Employees To Be Paid: employees selected through Enter Employees to Pay are displayed.
   • Employees Not To Be Paid: employees without current payroll information are displayed.
2. Click the Search button to display a list of employees that meet your criteria, or click the Clear Filters link to reset all filters.

Payroll Processing Grid

For each employee in the grid, the Hours, Compensation, Deductions, Taxes, and Net are displayed. If using ACH, a warning symbol appears when prenotification is required or when you are within the 6-day prenotification minimum.

1. Click the Select Employees To Pay button to access the Enter Employees to Pay page (More Information). You can also click the Clear Employees to Pay button to remove all current payroll information.

Note: If you used Enter Employees to Pay to select your employees, the Distribution Selection Date field displays the date chosen at that time. Changing this date does not modify compensation or deduction distributions in the grid.

Time Clock Import

1. Click the Time Clock Import link if you are importing a TimeClock Plus file.
2. Enter the Distribution Selection Date.
3. Click the Choose File button to select the File Name of the TimeClock Plus file.
4. Click the Import button to begin the process.
5. Map your Time Off Job Codes according to the numbers set up within Time Clock Plus. You can then use the Distributions tab to map Job Codes to specific distributions:
   • Double-click a Job Code or click the Edit icon to edit.
   • Double-click a compensation distribution, or select one and click the Select button, to map it to the job code.
   • Click the Cancel link to return to the previous page without saving.
6. Click the Update button to finalize the Time Clock Import, or the Cancel link to return to the Payroll Processing page without importing.

Once you have mapped your codes, they are retained the next time you import Time Clock.

If you have salaried employees included in the Time Clock import under a different hourly compensation (but not with their salaried compensation), and you need to include both their salaried and hourly rates on the payroll run, then you must run Enter Employees to Pay for only "Salaried" employees (excluding "Hourly" employees) before you import your Time Clock file. Otherwise, those employees have only their hourly rates selected for payment.

Important: If Salaried employees are included in the Time Clock Import file, but the only hours included for those employees are Time Off Hours (such as Holiday, Vacation, Sick, or Personal), there is a risk of the salary being doubled in Payroll Processing. In this scenario, it is recommended to import the Time Clock Import file first, then run "Select Employees To Pay" to add the other employees to Payroll Processing.

2. Click the Expand icon by an employee to see their check details.
3. Double-click an employee or click the Edit icon to edit the check detail (More Information).
4. Click the Delete icon for an employee to delete the current payroll information.

Payroll Processing > Update

Payroll Processing - Update allows you to edit an employee's current payroll details.

1. To edit an employee's information, click the Edit icon or double-click an employee from the Payroll Processing page.

Compensation Grid

1. In the Compensation grid, click the Edit icon or double-click a distribution to edit, or click Add New Compensation.
2. Complete the form as needed:
   • Compensation
   • Distribution
   • # Pay/Year
   • Pay Type
   • Classification
   • Project
   • Worker's Compensation
3. Click the Update button to save this compensation record and return to the Update page, or the Cancel link to return to the Update page without saving a compensation record.

Deduction Grid

1. In the Deduction grid, click the Edit icon or double-click a distribution to edit, or click Add New Deduction.
2. Complete the form as needed:
   • Deduction
   • Distribution
   • Type (see table below)
3. Enter the Amount.

The following Type options are available:

Type	Description
Fixed Dollar	Enter a fixed dollar amount to be deducted from the individual's check before taxes (for example, $50.00).
% Federal Gross	The percentage entered calculates the amount deducted from federal gross wages (including housing).
% Net	The percentage entered determines the amount deducted from net pay (after taxes and deductions).
Per Hour	Enter the hourly amount to be deducted from the individual's check (for hourly employees).
% Federal Taxable	The percentage entered calculates the amount deducted from federal taxable wages (excluding housing).
% State Taxable	The percentage entered calculates the amount deducted based on state taxable wages.
% Local Taxable	The percentage entered calculates the amount deducted based on local taxable wages.
% County Taxable	The percentage entered calculates the amount deducted based on county taxable wages.
Per Reg./OT Hour	Enter the amount per regular/overtime hour to be deducted from the individual's check (for hourly employees).
% Gross	The entered percentage calculates the amount deducted from gross wages.
% Federal Gross Without Non-Cash	The deduction is based on all compensations except non-cash compensations.

Note: Using a percent of the taxable base before the taxable base has been calculated is not a standard accounting procedure. Therefore, % Federal Taxable is calculated as a percent of the gross for deductions that are not subject to federal taxes. Even though these deductions are federally taxed, the federal basis amount is reduced by the amount of the deduction. Any overtaxed money will be refunded when filing taxes next year.

4. Click the Update button to save this deduction record and return to the Update page, or the Cancel link to return to the Update page without saving a deduction record.

NonCash Grid

1. In the NonCash grid, click Add New NonCash if applicable.
2. Complete the form as needed:
   • Non-Cash Compensation
   • Distribution
   • # Pay/Year
   • Pay Type
   • Amount
   • Project
   • Worker's Compensation
3. Click the Update button to save this NonCash record and return to the Update page, or the Cancel link to return to the Update page without saving a NonCash record.

Payroll Edit Report

Payroll Processing - Edit List of Payroll allows you to preview, check, and voucher details before printing.

1. Click the Payroll Edit Report button to preview the details of the checks and vouchers before printing.
2. Click the Process Payroll button to begin posting all checks and vouchers in the grid (More Information).

Note: If there are employees to pay who are set to use ACH Direct Deposit and have not been included in an ACH Prenotification, or who are within the minimum 6-day waiting period, you will receive a notification when you click the Process Payroll button. Click the OK button to continue, or the Cancel link to return to the Payroll Processing page.

Note: If you are using a free trial of the Financials, you will see an Email Vouchers button on the Payment Processing page when emails are queued to send. Click this button to send your emails. When the button disappears, your emails are sent.

Report Preferences

Once the preview displays, you can navigate the pages, export to several formats (such as PDF, Excel, or Word), and Print.

Filters

1. Choose the appropriate Filters as needed:
   • Classification

Options

1. Choose the appropriate Options as needed:
   • Change Appearance?
   • Include Compensations
   • Include Deductions
   • Include Taxes
   • Print in Home Department Sequence

Report Preview

1. If you have changed the selected options, click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. You can also use the navigation in the left panel to jump to the different sections of the report:
   • Edit List of Payroll: displays all payroll details broken down by employee.
   • Compensation Summary: displays compensation distribution detail broken down by employee.
   • Deduction Summary: displays deduction distribution detail broken down by employee.
2. Click the Close Report button to return to the Payroll Processing page.

Payroll Processing > Process Payroll

Payroll Processing - Process Payroll allows you to print your checks and vouchers and finalize your payroll run to the General Ledger.

1. Click the Process Payroll button to continue.

Check Information

1. On the Check Information page, enter the Check Date.
2. Select the Pay Period from date and to date.
3. Enter the First Check #. The number of checks and vouchers displays to the right of the First Check # field.
4. You have the option to Email Vouchers:
   • Print Emailed Vouchers
5. Choose the Payroll Check Register Settings:
   • Do not process ACH direct deposits (Print checks for all): prints checks regardless of ACH Direct Deposit settings on the employee's record.
   • Do not accrue Time Off Hours: prevents Time Off Hours from accruing for this payroll run.
   • Print in department sequence: groups and prints checks by department.
   • Print time off available hours: prints remaining Time Off Hours on the check stub.

Emailing Vouchers - Setup

When the option to Email Vouchers is selected, an employee must have a valid ACH account on their employee record set to Distribute by Percentage or Distribute by Dollar Amount to receive a voucher by email. In addition, they must have both of the following:

1. Active email address on employee record.
2. Social Security Number on the employee record (used to secure the voucher PDF).

If an employee has no active email address, a voucher is printed for that employee. If an employee has an active email address but no Social Security Number, a voucher does not print for that employee, and they are not emailed. The administrator is notified by email of any employees who do not have Social Security Numbers on their records. Once the Social Security Number is added to an employee record, the voucher is queued for email.

Emailing Vouchers

When the option to Email Vouchers is selected, and the check run has been finalized, any voucher emails are queued for delivery to your mail server. Make sure the email configuration is properly set up (More Information). Vouchers are sent as secure PDF files. The password is the last four digits of the vendor's Social Security Number or Federal ID (for organizations).

Note: Customers who are self-hosted cannot email vouchers unless their user agent is properly configured. Refer to How to Use User Agents in the Financials for instructions.

6. Click the OK button when ready to proceed with the posting process. There are up to three stages of the posting process before finalization:
   • Print Checks
   • Print Vouchers (if applicable)
   • Print Reports and Generate Files
7. If you do not wish to continue, click the Close link to return to the Payroll Processing page.

Preview Checks

1. Preview the checks before printing. Once the preview displays, you can navigate the pages, export to several formats (such as PDF, CSV, or Word), and Print. The Reprint Checks button allows you to select the Reprint From # and Reprint To # along with the First Check #. You can then click OK to reprint checks, or the Cancel link to return to the check preview page.
2. Once you have finished printing checks, click the Continue button to proceed with posting. Alternatively, click the Cancel link to stop processing payroll and return to the Payroll Processing page.

Preview Vouchers

1. Use the navigation links in the left panel to access previews of the ACH Verification Report and Vouchers before printing. The ACH Verification Report has a column for Emailed Voucher that shows whether a particular employee had their voucher emailed. Once the preview displays, you can navigate the pages, export to several formats (such as PDF, CSV, or Word), and Print.
2. Once you have finished printing your report and vouchers, click Continue to proceed with posting. Alternatively, click the Cancel link to stop processing payroll and return to the Payroll Processing page.

Reports and Files

1. Use the navigation links in the left panel to access previews of the following sections of the Payroll Payment Register report before printing:
   • Payment Register: displays a breakdown of all checks and vouchers by employee. Final Totals at the bottom display totals for every compensation, deduction, and tax, along with the associated General Ledger accounts.
   • Distribution Summary: displays cash and non-cash compensation amounts for each employee, grouped by compensation distribution.
   • Deduction Summary: displays deduction amounts for each employee, grouped by deduction distribution.
   • Employer Matching Contribution Report: displays detailed deduction and matching information for each employee with a matching deduction in the current payroll run, grouped by deduction distribution.
2. Once the preview displays, you can navigate the pages, export to several formats (such as PDF, Excel, or Word), and Print.
3. Click the Download Positive Pay File or Download ACH File button to be prompted to download the respective file.

Important: This is your only chance to download these files. Make sure you do so before finalizing the payroll process.

Finalize Post

1. Edit the Posting Date if desired.
2. Click the Finalize Post button to finalize your payroll run and post it to the General Ledger.

Note: The Post Directly to General Ledger without Editing option allows you to have your journal entry posted all the way through to the General Ledger History, so that it can be viewed on reports and on the View Posted Journals page within General Ledger. This allows you to skip having to edit and post the journal entry in the Manage Unposted Journals page in General Ledger.

Emailing Vouchers

When the option to Email Vouchers is selected, and the payroll run has been finalized, any voucher emails are queued for delivery to your mail server. Make sure the email configuration is properly set up (More Information). The program sends jobs to your mail server approximately once per day. Vouchers are sent as secure PDF files. The password is the last four digits of the employee's Social Security Number.

Note: Customers who are self-hosted cannot email vouchers unless their user agent is properly configured. Refer to "How to Use User Agents in the Financials" for instructions.

If you do not wish to finalize your payroll run, click the Cancel link to return to the Payroll Processing page.

Updated June 17, 2026 05:46