Payroll Software Demo Video

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Installation

Start a new company, open the company. Click “Add”

  • Enter in the  company name. Click “Next”
  • The software automatically creates the company file name. Click “Finished”

Company setup

  • Enter in your company’s general information: address, contact, settings, employee names display, date format
  • Enter Options: Federal setup, your State** setup
  • To add multiple states, click “Add a State”
  • Select a state that you desire to add. Click “OK”
  • Tax items appropriate for that state will be populated, enter in the tax rate values
Direct deposit
  • Include departments and job costing - Click “Add”
  • Enter in the title of your department, and abbreviation, Click”OK”
Retirement
  • Enter in the retirement plan information
  • Enter the plan name
  • Enter the account number
  • Enter administrator contact and phone number
Signatory
  • Enter information of the person who will be signing the tax forms
  • Enter third party designee if  your company has one

You have completed your company setup, Click “OK.”
**Required:  You must include a state or province

Employee Setup

Click on the ”Employee” tab. Click “Add.”

  • Enter in the name
  • Enter the employee  number
  • Enter the employee Social Security Number
Address
Personnel
  • Enter in the date of birth
  • Enter phone numbers
  • Enter emergency contacts
  • Enter e-mail address
Employment

Describes the various components of the individual’s employment with your company

  • organization
  • company title
  • badge number
  • date hired
  • evaluation date
Pay

Set up the pay frequency and from what checking account you’ll be paying the employees

Income

Set up the type of pay the individual will receive

  • Hourly regular wages
  • Overtime hourly wages

If this does not pertain to this employee simply highlight the incomes, click “Delete.” Click “OK.”

Note** At this point you have the option to delete only from this individual employee or from all employees, such as for a company that has all  salaried employees.

  • To add salary or a different type of  income, click “Add”
  • Select the “Income” category from the list
  • Click  ”OK,” and then put in the information
  • Once you’ve done that, click “OK,” the “Income” category is setup

Taxes

Taxes are pre-populated based on the state setup

  • Uncheck for employees exempt from federal withholding
  • Uncheck for employees exempt from state and local income tax
Tax status
  • Enter the filing status of the individual
  • Enter exemptions
  • Enter state exemption information
Deductions
  • Add deductions for cafeteria plan
  • Add deductions for insurance, savings accounts, 401Ks, and any of the fringe benefit
  • Add employee’s 401K plan, enter in the rate

Note** Apply this change to this employee  only, or apply to all employees.

Select “Apply Change Calculation to all Employees.”Click “OK”

Leave

Select “Leave,” click “add,” and select the type of leave that you’ll be adding

  • Vacation
  • Sick
  • Personal

To add leave customized to your company’s setup,

  • Click “Create New,” enter in the title of the leave
  • Accrue by what type of pay period
  • Enter any beginning balance
  • Enter earned per hour
  • Enter the maximum balance and
  • Enter the maximum carry-over  for future years

Payroll

  • Click on the payroll button
  • Select your pay date
  • Lock or unlock the date
  • Enter in payroll data
  • Salary will automatically populate
  • Taxes and deductions  are automatically calculated
  • Click “Save and Next” to proceed to the next employee, or simply click “OK”
Checks
  • Click on “Checks” or Select “Direct Deposit”
  • To preview before printing, Highlight an employee’s check and click ”Display”
  • Click “Print,” or “Close” to proceed back to select multiple employees
  • Once you’ve printed your checks, simply click “Close”

Reporting

Choose from predefined reports or custom reports
To create a custom reports:

  • Under “Summary Reports,” Click on “Report Setup,”
  • You can controlling the button text for the report title
  • Select CSV format, or Print
  • Select your export type. Click “OK.” Create File

Important: Always create a backup after you’ve completed  your payroll. 

When a customer first installs the application, once completed, they’ll click on the icon on the desktop. From there, they will start a new company, open their company. They can simply click “Add.” Enter in the company name. Click “Next.” The software automatically creates the company file name. Click “Finished.” And you’ll be taken to the company setup. From the company setup, you will enter in your company’s general information. You have an address tab, contact information, settings, how you would like the employee’s names displayed, date format. Options. These options give you the ability to control how the software behaves. Federal setup, your state setup. To add multiple states, click “Add a State.” Select a state that you desire to add. Click “OK.” The tax items appropriate for that state will be populated, and you can enter in the tax rate values. If you’ve elected to include direct deposit, you will have a direct deposit tab. If you’ve elected to include departments and job costing, this is where you’d set up your departments and job costing. Very straightforward. Click “Add.” Enter in the title of your department, and abbreviation. Click “OK.” If you have a retirement plan, there’s a retirement plan tab where you can enter in the retirement plan information, the plan name, account number, who your administrator is and a phone number. We also offer a signatory tab so you can put in the information of the person who will be signing the tax forms. Also, we have a third party designee. If this pertains to your company, you would enter in their information. From that point forward you have completed your company setup, and you’d click “OK.” One required item, when setting up a company, is that you include a state or province. You’re done. Now you’re ready to proceed to adding your employees. Click on the “Employee” tab. Click “Add.” Once again, you’re going to see a very simple format. A new employee screen comes up, and here’s where you would enter in the employee information. You have the employee’s name, the employee number, and Social Security Number. You have an “Address” tab, a “Personnel” tab where you can enter in the date of birth, phone numbers, emergency contacts, e-mail address. There’s an “Employment” tab to describe the various components of the individual’s employment with your organization, company title, if you have a badge number, date hired, evaluation date. Your “Pay” tab is where you’ll set up the pay frequency and from what checking account you’ll be paying the employees. The “Income” tab is where you’ll set up the type of pay the individual will receive. In this example we have hourly regular wages, and overtime hourly wages. If this does not pertain to this employee simply highlight the incomes, click “Delete.” At this point you have the option to delete only from this individual employee or from all employees. This would pertain to a company that has all salaried employees. Click “OK.” To add salary or a different type of income, click “Add.” Select the “Income” category from the list. Click “OK,” and then put in the information. Once you’ve done that, click “OK,” and the “Income” category is in the employee setup. Taxes are pre-populated based on the state setup that you have established. For employees that have filled out their tax forms that say do not withhold federal income tax because they’re exempt, here’s where you can take the check mark out to set that up to be exempt. The same with the state income tax and local income tax. The tax status is where you will put in the filing status of the individual, their exemptions, and to the right you will see the state income tax status. Each of these screens will be based on the various state setups. “Deductions” is where you will add deductions for cafeteria plan, insurance, savings accounts, 401Ks, and any of the fringe benefits that you’ve established with your organization. You can add the 401K plan for the employee, enter in the rate. And one of the wonderful options that we have within our software is you can apply this change to this employee only, or apply to all employees. So if you have a change in your company’s setup, you won’t have to go into each individual employee to make this change. So I’m going to select “Apply Change Calculation to all Employees.” Click “OK,” and you’re done. We also offer the ability to enter in leave information. If you track “Leave,” click “add,” and select the type of leave that you’ll be adding. The system defaults to the three standards; vacation, sick, and personal. But you can add leave customized to your company’s setup. All you have to do is click “Create New,” enter in the title of the leave, accrue by what type of pay period. You can by pay period, or hours worked, or percentage of incomes. We’re going to select “By Hours Worked.” Click “OK.” And now you have your customized leave time for this employee. When you add a leave you have the option to entering in a beginning balance, and earned per hour, as well as controlling the maximum balance and the maximum carry-over for future years. Once you’re done, click “OK.” It’s as simple as that. PenSoft has allowed you to set up your employee with just a few clicks. For entering in payroll once all of your employees have been entered, simply click on the payroll button. Select your pay date. You can lock or unlock the date. So we’re going to select “Friday”. Enter in payroll data. The salary employees, salary for this pay period based on the pay frequency will automatically populate. To the right you will see taxes and deductions which are automatically calculated based on how you set up the employee. And once you’ve done that, all you have to do is say “Save and Next” to proceed to the next employee, or simply click “OK.” It’s that simple. You’ve paid your employees. When you’re ready to enter in and print checks, click on “Checks.” You’ll see the individuals listed here that are to be paid by check. If you’ve selected that they’re direct deposit, they will have a direct deposit code in their employee setup. Simply select “Direct Deposit.” One of the great features of PenSoft is you can highlight an employee’s check and click “Display.” And you will actually see what the printed check will look like before printing. From there you could click “Print,” or “Close” to proceed back to select multiple employees. Once you’ve printed your checks, simply click “Close” and you’re done. Reporting within PenSoft is very robust. You can see here we have numerous tabs of predefined reports. In addition to predefined reports we also offer users the ability to customize reports. Under “Summary Reports,” to the right, you will see there are six options for creating customized reports. It’s a very simple process. Click on “Report Setup,” and a screen comes up where you can control the information that will be displayed in this report, as well as how many rows and the columns per page. You can also structure the report to include employees with pay records, employees with non-zero data, or you can include all active and inactive employees depending on the type of report that you designed. Once you get your report set up, it’s a very straight forward process. Drag and drop. So we’re going to include regularly, hourly paid wages. And I also want to include federal income tax in my report. I want some management data, so I’m going to come down here and I’m going to say I want the employee number. Drag and drop. And I’ve completed my report. You also have the option of controlling the button verbiage. So right here I’m going to enter in a title for the type of report I want. Once you’ve entered it in, click “OK.” You will notice that the button title now shows to the right, instead of user one and when you’re ready to run this report simply click the report. Select the reporting period. As you can see here we have various options that can be selected. I’m going to select a single pay day. Click “OK,” and the report is generated. You’re done. From here, you can file it into a CSV format, or you can print it. Very easy. Once you’ve done that, click “OK.” Your print is reported. Close and you can proceed to the next tab of reports that you have decided you need to print. When you’re ready to export, simply go to export. Select your export type. Click “OK.” Create File. This file will reside on your computer, and when you go into your financial software you open it up, locate this file, and import. And always we like to remind customers, do a backup after you’ve completed your payroll. It’s a very simple process; it safeguards the data that you’ve entered in. Your company name will be at the top. It will provide a backup file name and location. Click “OK,” and the system will backup your data. And now you’ve safeguarded all of the information you’ve entered in. It’s that simple. You’ve now set up your company, your employees, processed payroll, printed checks, generated your reports, and backed up your data.