The Employees (E) screen is used to enter data about your employees—name, status, the kind of labor they do, what they will get paid, how much gets withheld from their paychecks, and more.
When you press the PgDn key from the Employee screen, a second Employee screen appears, allowing you to add further information, such as emergency contact numbers, insurance company, spouse and dependent names, vehicle make and license number, and more.
Helps Accessed from the Employee (E) Screen
Ctrl+N—clears the screen, without saving or unsaving the current record, and sets the reference number to the next available number.
F5—exits lookup.
F6—opens lookup.
F9—saves record.
Shift+F9—deletes record.
F10—goes to the Selection Screen.
Shift+F10—goes to the Menu Bar.
Esc—exits one level.
Alt+F4—exits ABC.
F7—loads previous record.
F8—loads next record.
Shift+F7—When the cursor is on an indexed field, press Shift+F7 to scroll through information in reverse.
Shift+F8—When the cursor is on an indexed field, press Shift+F8 to scroll through information going forward.
Edit Help (E)
Ctrl+A—Adds a blank line at the cursor. (Works only on repeating fields.)
Ctrl+C—Copies text. Place your cursor on the field that contains the text you wish to copy and press Ctrl+C. Then move your cursor to the field you want your information copied to and use the paste (Ctrl+V) function.
Ctrl+E—Erases the line at the cursor. (Works only on repeating fields.)
Ctrl+V—pastes text. Any text that has been copied (with Ctrl+C) or cut (with Ctrl+X) may be pasted into any other field by using the Ctrl+V function. Simply place your cursor in the field you want to copy the information to and press Ctrl+V.
Ctrl+X—cuts text. Place your cursor on the field you want the text removed from and press Ctrl+X. The text will disappear. If you want to replace this text in another field, simply move your cursor to that field and use the paste (Ctrl+V) function.
Ctrl+Z—Zap! Undoes latest changes to the line the cursor is on.
Alt+D—moves cursor to Deduction/Advance section.
Alt+I—moves cursor to Tax Information section.
Home—places the cursor at the beginning of the field.
End—moves the cursor to the end of a field.
Page Up—moves the cursor to the top of the repeating fields.
Page Down—moves the cursor to the bottom of the repeating fields.
Shift+Up arrow—moves the cursor to first line of repeating fields.
Shift+Down arrow—moves the cursor to next available line of repeating fields.
Tools Help (E)
Ctrl+G—Gets or jumps to the address of a certain field. When you press Ctrl+G, a message box appears telling you the address of the field your cursor is on. You are also given opportunity to jump to another address. Enter the location number of the field you want to jump to, or enter F and the field number of the field you want to jump to.
Ctrl+J—accesses a Journal to record anything that you want to remember about this employee. To see previous notes, press Ctrl+J. When you are done, press F9. The notes will be saved with the date and time.
Ctrl+K—accesses a second journal. It is similar to the Ctrl+J journal, but saves your notes with only the date.
Ctrl+M—accesses a Memo pad for notes.
Ctrl+T—Telephone dialing. This option allows you to dial the phone # for the person or business currently on your screen. Press Ctrl+T. You will be given a choice of numbers if more than one number on record. Press Enter on the correct number and the number is dialed. (A TAPI driver must be installed on your computer to run this feature. Contact your ABC Accounting representative for further information.)
Alt+Y—Transfer Employee to Customer, Vendor or Name screen.
Shift+F3—brings up an accountant's* calculator when your press it the first time. The second time you press it, the final calculations showing are entered into the field the cursor was on.
+ adds or totals - subtracts / divides
* multiplies ) clears ( exits calculator
= totals or equals
*If you are not familiar with an accountant’s calculator, you may want to take a little time to familiarize yourself with the differences in usage here. Figures are entered as positive or negative: i.e. 100+50-75= would be entered as 100+; 50+; 75- The answer calculates each time you press the positive or negative sign. The = sign or Enter key seldom need be used unless you are multiplying or dividing.
Reports Help (E)
(The F11 hot key takes you straight to the Report Menu. Then you can just press the letter of the report you wish to run. Of course, using your mouse works too.)
C—Employee Checks Report (From Report # 4-28.)
W—Employee Wage & Deductions (From Report # 4-24.)
L—Prints Employee Address Label
E—Prints Employee Address on an Envelope
If the Code Generator has been set up on the Company Setup (#) screen, a reference code is automatically generated for the employee, after you enter his or her name in the Name field. (See instructions for how to properly enter the name in the Name field.)
If you have chosen not to use the automatic code generator, enter the code you will use to reference the Employee. It may be letters, numerals or a combination of both. Be simple & consistent.
Enter the employee's name as you want it to appear on paychecks and payroll reports.
Use a comma in the name, for what follows the comma will be placed first when it's printed on payroll reports. For example, Wengerman, T. Ray will be printed: T. Ray Wengerman.
This may be used as an additional name or address line. Enter the information here as you want it to appear on paychecks and payroll reports.
Enter the employee's street address as you want it to appear on paychecks and payroll reports.
If you know the four-digit extension, enter it here.
Enter the telephone number here. If you enter 7 or 10 characters, the phone number will format automatically. This appears on Report # 4-21, EMPLOYEE PHONE, and Report # 4-23, EMPLOYEE DATA.
Worker’s Compensation Number (E.7)
Enter the Worker’s Compensation Number here. This is an informational field.
Enter the employee's Social Security #. This will print on W-2 Forms and certain payroll reports.
Enter the employee's marital status here. Enter M for Married or S for Single.
This will determine which tax table should be used for calculating the federal withholding tax.
Enter P if this record is used for Payments of tax liabilities, such as federal deposits and wage attachments.
You cannot save an employee record without an entry in this field.
Enter a code here to tell how often the employee is paid. This information is used in federal tax calculations. Following are the codes that may be used:
W—Weekly
B—Bi-weekly
M—Monthly
T—Twice Monthly
Q—Quarterly
S—Semi-annually
Y—Yearly
N—None
Federal # of Dependents (E.11)
Enter the total number of dependents the employee is claiming for calculating federal withholding tax.
Enter the employee's birth date. This is an informational field that appears on some payroll reports.
Enter the date the employee was hired. This is an informational field that appears on some payroll reports.
Enter the date of termination of employment. Enter this date only if it applies to this employee.
Entering a Termination Date will omit the employee from certain payroll reports if they are dated after the Termination Date. For example, Report # 4-27, PRINT PAYROLL CHECKS. If the report is dated after the Termination Date, it will not print a check for that employee.
Enter a future date to review this employee's records. This is an informational field that appears on some payroll reports.
Enter the date the employee was last given a pay raise. This is an informational field that appears on some payroll reports.
When a change is made to an employee's rate, up or down, you are asked, "Do you want to update the raise history? (Yes/No)." If you press Y, the increased rate is tracked as a pay raise.
Use this field if the employee has requested you to deduct more than the automatically calculated amount for this tax. Enter only the extra amount. (Usually this only applies to Federal Tax Withholding.)
Enter a Y beside any of the taxes that the employee is exempt from, so it will not be deducted from the employee’s wages.
This automatically loads from the Withholding Defaults column on the Payroll Setup ('E) screen. If a different code applies to an employee for this tax, change it here. Enter the code you have set up on the Category & Tax Tables (K) screen for this tax.
011 STATE TAX WITHHOLDING must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.
This automatically loads from the Withholding Defaults column on the Payroll Setup ('E) screen. If a different code applies to an employee for this tax, change it here. Enter the code you have set up on the Category & Tax Tables (K) screen for this tax.
012 OTHER STATE WITHHOLDING must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.
This automatically loads from the Withholding Defaults column on the Payroll Setup ('E) screen. If a different code applies to an employee for this tax, change it here. Enter the code you have set up on the Category & Tax Tables (K) screen for this tax.
013 LOCAL TAX WITHHOLDING must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.
This automatically loads from the Withholding Defaults column on the Payroll Setup ('E) screen. If a different code applies to an employee for this tax, change it here. Enter the code you have set up on the Category & Tax Tables (K) screen for this tax.
014 #1 OTHER WITHHOLDING TAX must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.
This automatically loads from the Withholding Defaults column on the Payroll Setup ('E) screen. If a different code applies to an employee for this tax, change it here. Enter the code you have set up on the Category & Tax Tables (K) screen for this tax.
015 #2 OTHER WITHHOLDING TAX must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.
Deduction/Advance Codes # 1—7 (E.35)
These lines are used for deductions and advances. The information automatically loads from the Payroll Setup ('E) screen when a new employee is entered, but may be changed or added to here in order to fit the employee's application. Deductions and advances will automatically calculate when a paycheck is entered for this employee.
The code automatically loads from the Deduction Defaults column on the Payroll Setup ('E) screen. If a different code applies to an employee, change it here.
Any code you use must first be set up on the Category & Tax Tables (K) screen. 016, DEDUCTION/EARNING #1 (or 017 DEDUCTION/EARNING #2, 018 DEDUCTION/EARNING #3, etc.), must be entered in the Amount/Tax field on the record you have set up on the Category & Tax Tables (K) screen.
Here's an example of a deduction:
Enter a deduction amount as a positive figure. Unless an amount has been entered into the TOT AMT field on this line, this amount will be deducted from each paycheck the employee receives until you come back and clear out the figure in this field.
Enter an advance amount as a negative figure. Unless an amount has been entered into the TOT AMT field on this line, the employee will continue to receive the advance on each paycheck until this field is cleared.
Use this field if you want the employee to quit receiving a deduction or an advance after it accumulates to a certain amount. Once the accumulated deduction/advance equals the amount entered in this field, the amount entered into the PAY DED field on this line will no longer be deducted/advanced from the employee's paychecks.
For example, if Joe owes the company $500 and he pays that off with a $50 deduction from each pay check, enter the $500 in this field and the $50 deduction in the PAY DED field just previous to this field. If there is no amount entered here, the employee will continue receiving the deduction or advance on all paychecks.
Deduction accumulations are zeroed at the end of each year. Therefore, at the end of each year, this field must be changed to reflect only the amount that still needs to be deducted. Lines with the total amount deducted will need to be deleted.
This automatically loads from the PRVLG field in the Deduction Defaults column on the Payroll Setup ('E) screen. This code may be deleted or changed here to fit an employee's application. If a different code applies to an employee, enter the code you have set up on the Category & Tax Tables (K) screen for the tax.
092 PRIVILEGE TAX DEDUCTION must be entered in the Date & Amt field on the record you have set up on the Category & Tax Tables (K) screen.
Other One-Time Deduction (E.57)
This automatically loads from the OTHER field in the Deduction Defaults column on the Payroll Setup ('E) screen. This code may be deleted or changed here to fit an employee's application. If a different code applies to an employee, enter the code you have set up on the Category & Tax Tables (K) screen for the tax.
094 OTHER ONETIME DEDUCTION must be entered in the Date & Amt field on the record you have set up on the Category & Tax Tables (K) screen.
FICA—Social Security Tax (E.58)
This is a tax the employer is required to pay on his employee's wages. It calculates from the information that is set up on the Payroll Setup ('E) screen. Report # 4-30 QUARTERLY PAYROLL REPORT, lists the taxable wages with the amount of tax the employer should pay to the government.
If the employee is exempt from FICA, enter Y here. Report # 4-30 will not calculate this tax on the employee's wages, nor will FICA taxes be deducted from the employee's paycheck.
Enter 4 in this field if you want "FORM 4029 EXEMPT" to print in the FICA block on the employee's W-2 Form at the end of the year.
FUTA—Federal Unemployment Tax (E.59)
This is a tax the employer is required to pay on his employee's wages. It calculates from the information that is set up on the Payroll Setup ('E) screen. Report # 4-30, QUARTER PAYROLL REPORT, lists the taxable wages with the amount of tax the employer should pay to the government.
If the employee is exempt from FUTA, enter Y here. Report # 4-30 will not calculate this tax on the employee's wages.
If a portion of the employee's wage is exempt from FICA and it is also exempt from FUTA (certain accident and health premiums including some section 125 plans), enter F here and Report # 4-30 will calculate only on the FICA wages.
SUI—State Unemployment Insurance (E.60)
This is a tax the employer is required to pay on his employee's wages. It calculates from the information that is set up on the Payroll Setup ('E) screen. Report # 4-30, QUARTER PAYROLL REPORT, lists the taxable wages with the amount of tax the employer should pay to the government.
If the employee is exempt from SUI, enter Y here. Report # 4-30 will not calculate this tax on the employee's wages.
Enter the amount of insurance to be withheld on each paycheck. This refers to any insurance requested by the employee. For example, the employer may offer medical or hospitalization insurance.
For this field to work, the code that is set up for insurance on the Category & Tax Tables (K) screen must be entered in the INSUR field on the Payroll Setup ('E) screen.
This field allows you to separate your employees into classes and print out a separate report on each class. For example, office workers, production workers and salespersons.
Enter a code here to classify the employee for this purpose.
This field works with Report # 4-36, W-2 FORMS. Enter Y here if you want an X to appear in the Pension Plan box on W-2 forms for this employee.
This field is used in some cases where the state does not use the federal method of calculating who can be included as a dependent.
ABC Software allows the automatic entry of time for an employee from certain compatible time clocks. Each employee should have a number that he is assigned for punching in and out. Enter it here.
Automatic Vacation Credits Y/N (E.73)
If you are using automatic vacation credits, and this employee is not eligible (for example, a part-time employee), enter N here. (Leaving it blank has the same effect as entering Y).
See “Vacation Credits” help in the Payroll section of this manual.
This field is used with an optional auto-payment of timecards program. Report # 4-41, PAYROLL FROM TIME CARDS, updates this field automatically, using the end of the time period date.
NOTE: When you are entering a new employee, enter a date that is PRIOR to when the employee started working.
This field is used with an optional auto-payment of timecards program. Report # 4-41, PAYROLL FROM TIME CARDS, updates this field and the Period Paid field to determine which time cards are already paid.
Enter the codes that are set up on the Category & Tax Tables (K) screen for the wage or deduction categories that apply to this employee. The deductions entered here will be deducted from the employee's wages in addition to the ones that are set up in other fields on this screen. The information entered here loads to the Paycheck Entry (P) screen when a paycheck is entered for this employee.
The information entered in the CALCULATION & AUTO POST INFORMATION section on the Category & Tax Tables (K) screen determines how the wage or deduction is calculated, and where the information is stored.
Codes for records with a number from 009 to 015 in the Amount/Tax field on the Category & Tax Tables (K) screen should not be entered here. These numbers are reserved for the records that are set up for the automatic tax deductions in Section 2 of this screen. Any such codes entered here will be wiped out by the automatic tax deductions on the Paycheck Entry (P) screen.
The code that is set up for the employee's normal wage should be entered on the first line. If a code that is not entered here is entered on a paycheck for this employee, the program uses the rate on the first line to calculate the employee's wage.
There are four basic wage types. Following are some examples of codes that could be used:
JL—Job Labor
JLO—Job Labor Overtime
PR—Piece Rate
SL—Salary
RT—Regular Time
OT—Overtime
SLW—Salary + Wages
NOTE: If you enter hours on a Time Card for a salaried employee, enter JL or RT on the first line with the rate per hour which you wish to use for job costing reports. Enter SL or SLW as the code on the second line and his salary as the amount.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
Rate/Wage/Deduction Amount (E.81)
Enter the rate or amount the employee receives.
Enter a wage or earning amount as a positive figure, and a deduction amount as a negative figure.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
This field is used with Job Costing. A code may be entered here to track the level of labor this employee is credited for. The available codes are:
1—Apprentice
2—Journeyman
3—Master
B—Benefit (Used for hours like Vacation, Holiday, etc.)
I—Indirect (Used for hours that do not necessarily apply to a specific job, like secretary time, shop cleanup, etc.)
M—Material (Used mostly for mileage and other things that are not labor, but for which the employee is reimbursed.)
If this field is left blank, the Labor Type that has been set up on the K screen is used for this Labor Category. This is used for calculations on the T screen and for Job Costing, though it isn't displayed here.
Helps Accessed from Employee Screen 2
(You get to this second employee screen by pressing the PgDn key while on the first employee screen.)
Employee Code (E2.0)
The employee code loads from the 1st Employee Screen along with the employee’s name.
Spouse Name (E2.1)
Enter the spouse’s first name. Last name is unnecessary unless different from Employee’s last name.
Work Phone # (E2.2)
Enter the spouse’s work phone number, if applicable.
Insurance Company (E2.3)
Enter the spouse’s insurance information here.
Emergency Contact Name (E2.4)
Enter the name of your employee’s desired emergency contact person.
Relationship (E2.5)
Designate the relationship of this emergency contact to your employee.
Telephone # (E2.6)
Enter the telephone number of this emergency contact.
Vehicle Make (E2.7)
Enter your employee’s vehicle make. Also include the model here, if desired.
License # (E2.8)
Enter employee’s driver’s license number.
Drug Test Date (E2.9)
If you require drug testing for employees, enter the date of the last drug test here.
Raise Date (E2.12, 13, 14)
Track employees’ raise history in these fields. Enter the dates when they were awarded a pay raise and the new pay rate in the corresponding fields.
Pay Rate (E2.15, 16, 17)
Enter the amount the employee is being paid as of the date to the left of each pay rate field. This gives you some history of your employee’s past raises and rates.
Names of Dependents (E2.21—28)
There are 8 fields here for listing the employee’s dependents.
If the employee has more than eight dependents, I would suggest you list them in a journal entry. If you do this, consider leaving field 8 as a comment field, saying that there are further dependents listed with Ctrl+J. Then press Ctrl+J and list the rest of the dependents there. Pressing Ctrl+J again at any time from this second employee screen will return you to this continued list of dependents.
Employees—Setting Up (E)
To set up a new Employee:
1. Press Ctrl+N to clear the screen.
2. Type the name the way it appears in the telephone book—last name, comma, and then the first name and middle name or initial.
3. Press Enter.
4. Enter the employee's marital status.
5. In the Pay Period field, note how often the employee will be paid.
6. In the Pay field, enter a date PRIOR to the first pay date.
7. In the center section of the screen, enter Y in any field where the Employee is exempt from one of the listed taxes.
8. You may set up deductions and advances in the middle, right-hand section of the screen, though this information typically carries over from the setup you did on the Employer Setup (‘E) screen.
9. In the bottom section of the screen, enter codes (previously set up on the K screen) to show the employee’s Labor Category. For example, JL is the code for Job Labor and 001 is the code for Regular Wages. (Use F6 to see available codes.)
10. Under the RATE/WAGE/DED AMT, enter the rate you will pay this employee for each category of labor listed.
11. Press PgDn to open the second employee screen and add any further information about this employee that you wish to track.