Posting Payroll Checks

Once the payroll checks have been printed, the Post to Master option is enabled. When this option is selected, AccuBuild will ask you to verify that the timecard entries should be posted through the accounting system. At this point you may still return to the Enter/Update timecards option to make any additional corrections to the timecard batch.

If the entries are ready to be posted, then remove the checks from the printer, load blank paper and select OK. AccuBuild will automatically post the check detail to the historical timecard and payroll checks files as well as update the employee earnings totals. The general ledger, job cost and certified payroll detail files will also be updated as applicable.

When the posting process has been completed, the system will automatically print the following reports:

Note: These reports may be suppressed from printing after each posting by turning off the Print Reports for Posting (Spread) Processes feature which is located on the Accounting Tab of the System Administrator > Configuration option. These reports may be reproduced for any period by simply selecting the appropriate report in the Payroll system.

Check Register:  This summary report lists the paycheck totals of the current batch in check number order.

Employee Transaction Report:  This summary report shows a breakdown of the earnings, deductions, 'subject-to-' tax wages and burden amounts for the current batch of payroll entries.  This report may be used to calculate cash transfers and the payroll tax deposits. Tax deposits must be made when your liability reaches the limit set by Federal and State governments. Check with your accountant for these limits. If you surpass the limits weekly, then your federal liability can be calculated by adding the FWH (federal income tax withheld) to both FICA amounts (federal social security tax withheld and federal Medicare tax withheld).  Remember, employers are required to match the employee portion of FICA tax. Your state liability can be calculated by taking the SWH (state income tax withheld) and adding SDI (state disability tax). If you do not reach the limit requiring deposits each week, you may wish to keep a running total of your state and federal liabilities in order to determine when you have reached the cutoff amount.                        

Note: If you own the Multi-State Payroll option, then please print the SUI Report for SUI tax deposit information.                        

Payroll Detail Report by Job - This report shows the detail of the gross payroll and burden amounts affecting the Job Cost system for the current batch of payroll entries.                        

Equipment Cost Report (Not currently available) - This report shows the detail of the gross payroll and burden amounts charged to each piece of equipment for the current payroll batch.

Note:  The automatic printing of the payroll reports can be disabled in the Payroll > Properties.  The following reports can be printed at any time which will mimic the reports that would be automatically printed during posted.  

Check Register and Burden Report

Payroll Detail by Job - Detail Option

Employee Transaction Report - Totals Only

Note: Be sure to use the transaction date (check date) when printing the reports.  Be aware that these reports will be printed based on the date criteria and will not be printed based on the individual batch.  Therefore, if more than one batch was processed with the same check date, then the reports will be a summary of all batches with the same transaction date.

It is recommended that all of the above reports, along with the most current timecard LISTING, be kept and filed to prevent possible loss of valuable reports. These reports may be discarded if new detail reports are printed at a later date that include the same payroll period. For example, a check register may be produced for the entire month and the weekly registers may be destroyed. Please note that the timecard LISTING cannot be reprinted after the data has been posted through the accounting system.