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More Accounting



If you purchased the Full Accounting and Payroll version of Childcare Professional then you have the added capability of handling employees, employee timecards, calculating payroll, budgets and enterprises.
Employees
How do I enter an employee’s information?


  • To enter an employee’s information:




  1. Select Employees from the Payroll Submenu of the Accounting Menu. The Employee List will appear.

  2. Click on the Add button. The Modify Employee Information window will appear.

  3. Enter the Name of the employee.

  4. Enter the Payroll Expense Account for the employee. If you need to add an account, click on the Locate button next to the account list.

  5. Enter the Schedule for the employee. If you need to add a schedule, click on the Locate button next to the schedule list.

  6. Enter any special Certification number that the employee has attained.

  7. Enter the Social Security number for the employee.

  8. Enter the number of Exemptions the employee is claiming.

  9. Enter the employees Wage and Wage Period.

  10. Enter the Federal Tax Percentage to withhold.

  11. Enter the State Tax Percentage to withhold.

  12. If state taxes are a percentage of the gross wages, check the box in the square at the right of the window. If state taxes are a percentage of the federal taxes, do NOT check the box in the square at the right of the window.

  13. Click on the Update button.


The employee is setup and the information can be used by Childcare Professional to log work hours and calculate payroll information.
Employee Roster
The Employee Roster is the employee time clock for Childcare Professional. You can check employees in, check them out or just log their hours. If you have schedules set up for your employees, the Employee Roster will use them.
How do I check an employee in?


  • To check an employee in:




  1. Select Employee Roster from the Payroll Submenu of the Accounting Menu. The Employee Roster window will appear.

  2. Select Not Present from the Status list. The list of employees who are not already checked in will be displayed.

  3. Double-click on the employee that you want to check in.

  4. Click on the Check In button.

  5. If the employee has a schedule selected, the Employee Roster will automatically use the schedule and check the employee in at that time. If the employee doesn’t have a schedule for that day, the Modify Employee Roster window will appear so that you can manually enter the date and time. After you enter the date and time, click on the Update button.


The employee will be moved to the present list with the check in time and date listed.
How do I change the check in time?


  • To change the check in time:




  1. If the Employee Roster window is not open, select Employee Roster from the Payroll Submenu of the Accounting Menu. The Employee Roster window will appear.

  2. Select Present from the Status list. The list of employees who are checked in will be displayed.

  3. Select the employee whose check in time you want to change.

  4. Click on the Edit Times button. The Modify Employee Roster window will appear.

  5. Change the Time In to the correct time.

  6. Click on the Update button.


The corrected time will be listed beside the employee’s name.
How do I check an employee out?


  • To check an employee out:




  1. If the Employee Roster window is not open, select Employee Roster from the Payroll Submenu of the Accounting Menu. The Employee Roster window will appear.

  2. Select Present from the Status list. The list of employees who are checked in will be displayed.

  3. Double-click on the employee to be checked out.

  4. Click on the Check Out button.

  5. If the employee has a schedule selected, the Employee Roster will automatically use the schedule and check the employee out at that time. If the employee doesn’t have a schedule for that day, the Modify Employee Roster window will appear so that you can manually enter the date and time. After you enter the date and time, click on the Update button.

  6. The Timecards Created window will appear so that you can double-check the timecards that were created.

  7. If you want to change the times of a timecard, select the timecard and click on the Modify button.

  8. If you don’t want a particular timecard, select the timecard and click on the Remove button.

  9. Click on the Done button when you are finished.


The employee is checked out and a timecard was created unless you removed it from the Timecards Created list.
How do I log the hours for employees?


  • To log hours for an employee:




  1. If the Employee Roster window is not open, select Employee Roster from the Payroll Submenu of the Accounting Menu. The Employee Roster window will appear.

  2. Select Not Present from the Status list. The list of employees who are not checked in will be displayed.

  3. Double-click on the employee for whom you want to log hours..

  4. Click on the Log Hours button.

  5. If the employee has a schedule selected, the Employee Roster will automatically use the schedule. If the employee doesn’t have a schedule for that day, the Modify Employee Roster window will appear so that you can manually enter the date and time. After you enter the date and time, click on the Update button.

  6. The Timecards Created window will appear so that you can double-check the timecards that were created.

  7. If you want to change the times of a timecard, select the timecard and click on the Modify button.

  8. If you don’t want a particular timecard, select the timecard and click on the Remove button.

  9. Click on the Done button when you are finished.


The employee’s hours have been logged and timecards created unless you removed them from the Timecards Created list.
Employee Timecards
The employee timecards are used by the Calculate Payroll Wizard for figuring the hours worked for hourly employees. It is also used by the Time-Space Calculator to figure the total number of hours the business is in use.
How do I change a timecard for an employee?


  • To change an employee’s timecard:




  1. Select Employee Timecards from the Payroll Submenu of the Accounting Menu. The Employee Timecard List will appear.

  2. Select the employee’s name from the Employee list. The timecards for the selected employee will be displayed.

  3. Select the timecard to be changed.

  4. Click on the Modify button. The Modify Employee Timecard Information window will appear.

  5. Change the times to the correct times.

  6. Click on the Update button.


The timecard has been modified. If the employee is paid hourly and this timecard already has been included in a payroll transaction, you need to remove the payroll transaction from the Transaction register and use the Calculate Payroll Wizard to recalculate it.
Payroll
How do I calculate the payroll?


  • To calculate the payroll:




  1. Select Calculate Payroll from the Payroll Submenu of the Accounting Menu. The Calculate Payroll Wizard will appear.

  2. Enter the Payroll Starting Date.

  3. Enter the Payroll Ending Date.

  4. Click on the Next button. The Select Employees Step of the Calculate Payroll Wizard will appear.

  5. Select the employee or employees for whom you want to calculate payroll.

  6. Click on the Next button. The Calculate Payroll Wizard will begin to step through all the employees that you selected in step 2.

  7. Check the figures for hours and wages that the Payroll Wizard calculated from timecards and entered from the employee’s record.

  8. Click on the Next button. When you have finished stepping through all the employees chosen, the Calculate Payroll Wizard will end at the Finish step.

  9. If you want to print the payroll stubs or summary reports, make your selection and then click on the Finish button.


The Calculate Payroll Wizard will create all the transactions necessary to complete the payroll calculation. If you want to view the transactions, open the Transaction Register and find the payroll liability accounts. You will find the transactions there.
How do I pay employees?


  • To record the employees’ paychecks:




  1. Select Pay Employees from the Payroll Submenu of the Accounting Menu. The Pay Employees Wizard will appear.

  2. Select the employee or employees for whom you want to record payments.

  3. Click on the Next button. The Pay Employee Wizard will begin stepping through all the employees that you selected in step 1.

  4. Check to make sure that the checking account, check numbers and amounts are all correct.

  5. Click on the Next button. When you are finished stepping through all the employees chosen, the Pay Employees Wizard will end at the Finish step.

  6. Enter the Date for the payroll checks.

  7. Click on the Finish button.


The employees’ paychecks have been entered into the Transaction Register.
How do I pay the payroll taxes?


  • To pay the payroll taxes:




  1. Select Pay Taxes from the Payroll Submenu of the Accounting Menu. The Pay Taxes Wizard will appear.

  2. Enter the Name of the vendor to whom you are paying the taxes is filled in.

  3. Check the Account, Memo, Date and Check Number to make sure they are correct.

  4. Select the taxes to pay by checking the boxes to the left of the tax names. If you want to only pay part of the tax in the amount box, enter only the amount you want to pay.

  5. Click on the Finish button.


Budgets
Childcare Professional assists you in creating budgets that you can use to compare how you want to do with how you are actually doing. You can use the budgets to see if there are any income or expense categories that are going over or under budget too much. You may need to monitor those categories more closely.
How do I create a budget?
When you create a budget, you have several choices. You can duplicate an existing budget, create a budget from scratch, create a budget with the complete list of income & expense accounts or create a budget with the complete list of income & expense accounts along with the balances from a certain time period.


  • To duplicate an existing budget:




  1. Select Budgets from the Accounting Menu. The Budget List window will appear.

  2. Select the budget that you want to duplicate from the list.

  3. Click on the Duplicate button. The Modify Budget Name window will appear.

  4. Enter the Name of the new budget.

  5. Click on the Update button.




  • To create a budget:




  1. Select Budgets from the Accounting Menu. The Budget List window will appear.

  2. Click on the Add button. The Modify Budget Name window will appear.

  3. Enter the Name of the new budget.

  4. If you want to create a budget and want to manually add accounts, select Create from Scratch.

  5. If you want to have all the income and expense accounts added but without preset balances, select Insert Account Names Only.

  6. If you want to have all the income and expense accounts added and include balances for a specified period of time, select Insert Account Names & Balances. Enter the Start Date and End Date for the period of time for which you want to calculate the balances.

  7. Click on the Update button.


Childcare Professional created a budget and added the accounts and balances if you specified that you wanted them.
How do I add an account to a budget?


  • To add an account to a budget:




  1. Select Budgets from the Accounting Menu. The Budget List window will appear.

  2. Select the budget to which you want to add an account.

  3. Click on the Accounts button. The Budget Accounts window will appear.

  4. Click on the Add button. The Modify Budget-Account Information window will appear.

  5. Select an Account from the account list. If you need to add an account, click on the Locate button next to the account list.

  6. Enter the monthly, quarterly and yearly budget amounts.

  7. Click on the Update button.


The account and budget information was added to the list of accounts for this budget.
Enterprises
In Childcare Professional, you can create an enterprise, which is like a business within a business. For instance, you can keep track of your meal income and expenses as an enterprise to see whether you should provide the service yourself or possibly hire it done by an outside agency.
How do I create an enterprise?


  • To create an enterprise:




  1. Select Enterprises from the Accounting Menu. The Enterprise List window will appear.

  2. Click on the Add button. The Modify Enterprise Name window will appear.

  3. Enter the Enterprise name.

  4. Click on the Update button.


The enterprise has been added to the list of enterprises.
How do I add an account to an enterprise?


  • To add an account to an enterprise:




  1. Select Enterprises from the Accounting Menu. The Enterprise List window will appear.

  2. Click on the Accounts button. The Enterprise Accounts window will appear.

  3. Click on the Add button. The Modify Enterprise-Account Information window will appear.

  4. Select the Account from the account list. If you need to add an account, click on the Locate button next to the account list.

  5. Enter the Percentage of the account balance that should be credited to this enterprise.

  6. Click on the Update button.


The account has been added to the selected enterprise.

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