Category : Databases and related files
Archive : ACCOUNT.ZIP
Filename : PC-PR.DOC
PC-PR MANUAL
Version 1.4
PROGRAM DESCRIPTION
PC-PR is a payroll writing and payroll summary program for
small and medium size businesses. The program runs on a IBM PC
or compatible computer with one disk drive and 128k memory.
PC-PR is a user supported program. Your are encouraged to
give copies to anyone who might use it. Since the federal tax
tables are included in the program, you will need an updated
version of the program each year. The cost for the updated
program is $35. The program as distributed, includes the 1987
federal tax tables. To receive a copy of the program with 1988
tax tables send $35 to:
Jerry Medlin
310 S. Jefferson St.
Napa, Ca. 94559
The updated program will be available in December 1987.
Your payment will entitle you to a telephone number for limited
telephone assistance should you require it.
The system consist of two files:
PC-PR.COM - The compiled program written in Turbo
Pascal.
PC-PR.DOC - This documentation in ASCII form.
In addition, the program W2.COM will be provided to
registered users for printing employee W-2 forms at then end of
the year. This program will also be available in December 1987.
To run the payroll program, simply type "PC-PR". If you
want to specify a drive and path for your data just add the drive
and path description after the program name. i.e. type "PC-PR
B:PAYROLL\" to use the directory named PAYROLL on the B drive for
data files. If you just want the root directory on B: drive you
would type PC-PR B:
You will be asked to enter a date. This date will be used
to date all of the payroll checks written.
A menu is then displayed for operator selection:
Enter or Change Employee Data
Enter or Change Payroll Checks
Print Employee Listing
Print Payroll Check Listing
Print Payroll Ledger
Zero Employee Balances
Enter or Change Employer Data
Export Employee Data
End Processing
Use the arrow keys to highlight your selection then press
return.
PC-PR is fast because it works with data in random access
memory, but the capacity is limited by available memory.
Available memory is shared by the data. With more employees on
file, fewer payroll checks can be entered. PC-PR allows a
maximum of 500 employees and 1000 payroll checks per accounting
period with 512k of memory. With 128k the capacity is reduced to
about 200 employees and 200 checks.
Each time the menu is displayed, the number of payroll
checks that can be added with the available memory is printed at
the bottom of the screen. The number of employees that can be
added is obtained by dividing this number by 2, as each employee
takes up twice as much memory as a payroll check entry.
Since a power interruption will result in loosing all the
data currently entered into the program, you should occasionally
save your data back to the disk. This is done by selecting End
Processing from the menu. The current data will be saved to the
disk then you will be asked "Do you want to end ?". Just answer
with an "N" and you may resume processing.
THE PROCESSING CYCLE
Payroll checks may be written on any cycle from daily to
annually. After each batch of payroll checks, you should print
the Payroll Check Listing report and the Payroll Ledger report.
This will provide a printed "audit trail". Although the program
will work just fine without printing these reports, you will not
have any printed record of where you got all those numbers on the
employee's W-2.
Each time the program is run, all employee data is loaded
into memory. You will then be asked: "Do you want to start a new
payroll period? (Y/N)". Usually, you will answer Y to this
question and a new payroll period will be started. If you ended
the previous payroll without printing any reports you should
answer with a "N", and all payroll checks written since the last
"Y" answer will be loaded into memory. You can then continue
writing checks to be added to the previous batch of checks.
Payroll Checks are usually printed as the payroll data is
entered, but you have the option of entering the data and then
printing the checks one at a time. When all of the payroll
checks for the current payroll have been entered, you may begin
printing reports. Reports may be printed in any order and as
often as desired. If you discover an error in any of the reports
you may correct the problem and reprint the report. At any time
you can stop processing by choosing the End Processing selection
from the menu. Data will automatically be saved.
ENTER OR CHANGE EMPLOYER DATA
Before you can do anything with PC-PR you need to enter a
screen of employer information. This employer information need
only be entered once and then changed whenever any of the
relevant data changes. This is done by selecting ENTER OR CHANGE
EMPLOYER DATA from the main menu. When the program is first run,
most of the data is blank. By using the up and down arrows, you
can select each field to be changed then by pressing "C" you may
change the information in that field.
Space is provided for the employer name (2 lines), employer
address (2 lines) and employer federal and state identification
numbers. The first line of the employer name will be printed on
all reports. The remaining name and address information is used
only for printing W-2's at the end of the year.
The number of paydays per year is necessary to calculate
federal income tax to be withheld and must be a number between 1
and 52. Weekly payroll would be 52 paydays per year, semimonthly
payroll would be 24 paydays per year, biweekly payroll would be
26 paydays per year and monthly payroll would be 12 paydays per
year.
Next you must fill in the information for payroll
deductions. There are 6 deductions possible with PC-PR. The
first deduction will always be federal income tax withholding
(FWH). The remaining five deductions must be named by the user.
You may also set a limit for each deduction and the percentage to
be withheld. For instance social security tax (FICA) for 1987 is
limited to 7.15% of the first $43800 of income. Anyone who earns
more than $43800 will not have social security tax deducted after
they reach $43800.
A zero value for the limit and percentage means that this
deduction must be input by the user. Such is the case with some
state income taxes and for any miscellaneous deductions.
A negative value for deduction percent will tell the program
to calculate the tax as a percentage of federal withholding. So,
if your state income tax is 10 percent of federal income tax, you
should enter 10.00- for the deduction percent for that deduction.
A value of 99.99 for the deduction percent will tell the
program to use the California state income tax withholding
tables.
Next, you may input information for calculating up to 6
payroll tax amounts. This information is used to print at the
bottom of the payroll ledger report a summary of payroll taxes
due for the quarter. It is especially useful for calculating
employer paid payroll taxes like federal unemployment insurance
(FUI), which is based on payroll paid up to a certain amount for
each employee.
Since PC-PR requires a printer capable of printing at least
96 characters across a page, you must let the program know what
printer codes are required to set your printer to 10 and 12
characters per inch (cpi). If your printer is already set up to
print at least 96 characters or you use switches to set the
printer width then you can leave this part blank. Otherwise,
enter in Hexadecimal the code or codes required to change your
printer to 10 cpi and 12 cpi. Your printer manual should contain
this information.
If your printer does not allow 12 characters per inch, enter
the code for compressed printing. For instance, if you have an
older model Epson printer you would enter the following:
10 cpi 12
12 cpi 0F
The following is an example of a completed employer data
screen for the state of California for the 1987 tax year and
using a Prowriter or C-Itoh 8510 printer. Your data will vary
depending on state law and the type of printer you are using.
Employer Data
>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>
Name 1 JOHN HENRY'S DRILLING Printer Control Codes
Name 2 & EXCAVATING INC.
Address 1 333 OAT HILL ROAD
Address 2 CALISTOGA, CA. 94598 10 Cpi 1B4E
Federal ID 94-2678232 12 Cpi 1B45
State ID 250-7432-4
Paydays per year 26
Deduction Limit Percent P/R Tax Limit Percent
FWH None Table
FICA 43800 7.15 FICA 43800 7.15
SDI 21900 1.20 SUI 7000 2.30
SWH 0 99.99 ETT 7000 0.10
Insur 0 0.00 FUI 7000 0.80
Other 0 0.00 SDI 21900 1.20
>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>
Use the up and down arrows to move the pointer
then
ENTER OR CHANGE EMPLOYEE DATA
Employee information is entered and changed using this
selection from the menu. The following information is entered
for each employee:
Employee name - Up to 25 characters are available.
Street Address - Up to 25 characters for the street address.
City, State & Zip - Up to 25 characters for the city, state
& zip code.
Sort by - A ten character code that will be used to sort
employees in alphabetical order. Employees are sorted each
time you leave the ENTER OR CHANGE EMPLOYEE DATA section.
In most cases you will want to enter the employee last name,
followed by as much of the first name as will fit in the
remaining characters. For instance, if the employees name
is Jerry Medlin, the employee code would be MEDLINJERR.
When a new employee name is entered, the program will make a
pretty good guess and enter a sort code for you. If you
want to change it just press the escape key and you can type
the sort code.
Social Security - Enter the employee social security number
without spaces or dashes. Dashes will be added later when
the social security number is printed on reports.
Status - Marital status can be either M for married or S for
single.
Allow - The number of allowance claimed by the employee.
Enter a number from 0 to 9 or the letter E if the employee
is exempt from federal tax. Entering an S for allowance
will tell the program to input federal tax from the keyboard
instead of calculating it.
Rate - The employees hourly wage rate. If you wish, you can
enter the pay rate for a whole pay period then enter the
hours as 1 when entering payroll check data.
Dept - Enter a department number between 0 and 9. This
number will be used to summarize payroll by department at
the end of the Payroll Check Listing. When an employee no
longer works for you, you can enter an "X" for department
and the employee will be omitted from payroll and employee
listings but retained for W2 purposes.
Pressing the Escape key during entry takes you back to the
previous field. Pressing the Escape key at the first entry takes
you to the command mode. The command mode allows you to scroll
up and down through the employee names, delete employees and
change employee information. Pressing the Escape key from
command mode takes you back to the menu.
If you don't know the employee's address or social security
number, you can leave that information blank for now and fill it
in later using the
The
quarter and year to date balances for an employee. Be careful!
The principal purpose of this selection is to allow you to enter
opening balances when you first begin using PC-PR. I will also
allow you to enter incorrect balances!
At times you may want to find an employee without scrolling
through the entire employee list. The
selection from the command mode allows you to do this. Just
enter the employee's name or even the beginning of the name and
the program will take you immediately to that employee.
The acceptable commands at any point are printed at the
bottom of the screen.
ENTER OR CHANGE PAYROLL CHECKS
Payroll checks are printed on a common check form with the
check stub on the bottom of the check. The checks should be
ordered pre printed with your company name and account number.
The following is a partial list of suppliers, their toll free
order number and their catalog number for the pre printed check
forms you will need:
NEW ENGLAND BUSINESS SERVICES (NEBS) 800-225-9550 Form 9022
CHECKS TO GO 800-854-2750 Form 188-01
800-552-8817 In Calif.
FORMS SERVICE INC. 800-553-5125 Form 3020
312-671-2821 In Illinois
MOORE BUSINESS FORMS 800-323-6230 Form M17566
With the PRCONFIG program provided to registered users you
can elect to print on a top stub check such as the NEBS form
number 9020. There is no way for you to change the layout of
checks.
The ENTER OR CHANGE PAYROLL CHECKS selection allows you to
enter or change payroll checks. Payroll checks are normally
printed as the payroll information is entered. This normally
causes no delay with most printers and results in a shorter
overall time for doing a payroll. If you prefer, you can skip
printing the checks as they are entered and print them one at a
time using the
Print command.
Before any payroll checks can be entered you must have your
employer information entered into the program as explained in the
previous section. The following information must be entered to
calculate a payroll check:
Date - The date entered at the beginning of the processing
period is automatically entered for each payroll check. The
only way to change the date is to go back to the date entry
at the beginning of the program and enter a new date.
Employee Name - No, you don't have to type in the employees
name. Just use the up and down arrows on the number pad to
search for the employee you want to pay. When you find the
right employee just press the return or enter key. There is
no need to memorize employee numbers. Payroll checks are
entered by name only.
Check Number - Up to 4 characters for the check number.
Alphabetic characters are allowed. Pressing the return or
plus <+> key enters a number equal to the previous check
number plus one.
Total Hours - The total hours worked by this employee for
the pay period. This will be multiplied by the rate entered
for the employee to determine regular pay. The total hours
should include any overtime hours to be entered below.
O.T. Hours - Overtime hours worked for the pay period. This
number will be multiplied by one half the rate entered for
the employee to determine the overtime excess pay.
Other Income - Enter the dollar amount of any other income
to be paid during this pay period. You could use this entry
for entering total pay for salaried employees.
Non Taxable - If you want to add a non taxable payment to
the check such as an auto allowance or reimbursement for
supplies paid for by the employee, you can enter it here.
Be sure the amount you are entering is, in fact, non
taxable. The amount will simply be added to the net check
with no deductions taken.
The program will then instantly calculate the payroll
deductions that are supposed to be calculated and prompt you to
enter the deductions which are not calculated. You will then be
presented with four choices:
Normally you will press the return or plus key and the check
will be printed. If you made an error in one of the steps above,
or if you want to change one of the deduction amounts you should
select
the check information and then returned to the above four
choices. Should you not want to print the check at this time you
can press the X key. The
used when you want to enter a manually written check into the
payroll. Pressing the Escape key will cancel the check just
entered.
Pressing the Escape key during entry takes you back to the
previous field. Pressing the Escape key at first entry position
(Name) takes you to the command mode.
The command mode allows you to scroll up and down through
the entries, delete entries, change entries, and print any checks
you left unprinted. From the command mode you may press the
Total key to print the total all of the payroll checks written so
far.
Pressing the Escape key from command mode takes you back to
the menu. All the available commands are printed at the bottom
of the screen and may be chosen by a single keystroke.
PRINTING REPORTS
When you first enter the PC-PR program you will be asked to
enter a report date. This date will be used on all reports. If
you want to change the report date you must end processing and
start over, otherwise the same report date is used on all reports
and checks printed during a payroll session.
PRINT EMPLOYEE LISTING
This is a listing of all current information for each
employee. You may use this sheet as a payroll input sheet for
the next pay period and to check addresses and social security
numbers for accuracy.
PRINT PAYROLL CHECK LISTING
This report list all of the payroll checks written for the
payroll period. At the end of the payroll check listing the
total of all checks is printed followed by a breakdown of payroll
by department. This report should be printed and retained after
each payroll for a permanent record.
PRINT PAYROLL LEDGER
The payroll ledger is an important "audit trail" for the
PC-PR program. It lists each employee with his or her payroll
balance at the beginning of the payroll period. Then each
payroll check for the employee is then printed followed by the
quarter to date and year to date balances for the employee at
then end of the payroll period.
Important! If you don't print the Payroll Ledger Report
before starting a new payroll period, you will not have a
permanent record of how the payroll balances arrived at their
total for the year or quarter. This means that you won't be able
to show the employee or the IRS where all those numbers on the W2
form came from. The Payroll Ledger should be printed after each
payroll.
At the end of the Payroll Ledger report the quarterly
payroll tax liabilities are calculated and printed. These
numbers have no effect on payroll, but are there to help you fill
out the various state and federal payroll tax forms. The
calculations are based on information you entered in the ENTER OR
CHANGE EMPLOYER INFORMATION section of the program.
EMPLOYEE HISTORY REPORT
The program retains payroll checks from the last 14 payroll
periods on your data disk. The employee history report allows
you to review those checks for any or all employees. This report
is sometimes helpful in filling out state or local reports that
request the number of payroll periods worked.
ZERO EMPLOYEE BALANCES
At the end of each quarter, before you print the first
payroll check for the new quarter, you should use this selection
to set all employee quarter to date balances to zero. At the end
of the year you should set all employee year to date balances to
zero. When you select this choice from the menu you will be
asked to enter a "Q" to zero quarter to date balances or a "Y" to
zero year to date balances. Hitting any other key will return
you to the menu with no changes made. It is up to the user to
remember to set quarter to date balances to zero at then end of
each quarter and to set year to date balances to zero at then end
of the year.
EXPORT EMPLOYEE DATA
This selections allows you to print at least some of the
employee data to a file called PR.PRN. This file can then be
read into many spreadsheet and database programs, allowing you to
use the employee data for other purposes.
The file PR.PRN is created as soon as you select this option
from the menu. You can view the file after you exit PC-PR by
typing TYPE PR.PRN. You can also load the resulting data into
LOTUS 123 using the import/numbers option.
The Export Employee Data option is provided only as a
convenience for those advanced users who need the data for other
purposes.
SAVE DATA AND END
When processing is completed you must exit the program using
this selection. If you just want to save the current data to
the disk without ending, you may answer "N" to the question "Do
you want to end processing?" and you will be returned to the
menu.
PROGRAM LIMITATIONS
I have tried to write a simple payroll writing program that
complies with the multitude of laws regarding payroll. As a
result, the program works for most payroll situations, but not
all.
The program is not recommended for many payroll applications
that require FICA wages to be different from taxable wages. This
includes companies that deduct for pension and deferred
compensation plans, supplemental unemployment compensation plans
and students working for private schools.
The program will handle tips declared by employees, but the
tax summaries at the end of the Payroll Journal will always
include the tips, which may not be correct in some situations.
If you have different payroll periods for different
employees the program won't work for you.
In addition, the following situations will require amounts
to be manually entered or changed before the check is printed:
State Income Tax Withholding - Many state legislatures have
created withholding schemes that are even more complicated than
the federal system. With the exception of those states that use
a fixed percentage or a percentage of federal taxes, and the
state of California, I am unable to support state withholding.
Most users have found that it doesn't slow them down too much to
manually enter state withholding. If you wish to purchase the
program source code (see last page) a reasonably good programmer
should be able to program your state's tax calculation.
Family employees - If you are a sole proprietorship and you
pay family members you must manually change the FICA deduction to
zero. Remember that the tax due calculations at the end of the
Payroll Journal will include the family employee, so that amount
must be subtracted before calculation the tax due.
Earned Income Credit - I have never known an employee to
claim this credit. If you have one, you must manually calculate
the amount and enter it in the federal withholding field and keep
a separate manual record of the amount.
Additional withholding amount - If an employee wants an
additional amount added to his or her federal withholding, you
must enter it manually.
USING THE CONFIGURATION PROGRAM
The configuration program (PRCONFIG.COM) is provided to all
registered users. It allows you to change certain features of
PC-PR. The PRCONFIG.COM program and the main program (PC-PR.COM)
should both be on the same disk drive when you configure your
copy of PC-PR. Just run the program by typing PRCONFIG at the
Dos prompt. Use the up and down arrows to move the pointer and
then press
the following information:
Display Colors - If you have a color adapter and monitor,
you can change the colors for screen borders, program
prompts, data, and background. Allowable colors are from 0
to 15 except for background color which can only be from 0
to 7. The display will be instantly updated as you enter
the new colors.
Laser Printer? - You will also be able to change the way PC-
PR starts a new page. Usually, PC-PR starts a new page by
counting lines until the page total equals 66 lines (or 42
lines for checks). If you enter a "Y" for the laser printer
question, PC-PR will start a new page by issuing a form
feed command. This would work just fine on most other
printers too, but requires that you set the top of form
before you start printing.
Disk Drive and Path - Enter a drive and path designation for
PC-AP data. If you want the program to read data from the B
drive just enter B:.
Non Taxable Name - Normally this is just called "Non
Taxable", but if you want to get more specific by calling it
"Auto Allowance" or "Expense Reimb" you can do so.
Payroll Periods to Save - The PC-PR program saves previous
checks on your data disk for later review with the Employee
History Report option. Normally the payroll checks for the
previous 14 payroll periods are saved. You may modify this
number to be anywhere from zero to 30 payroll periods.
Remember, the more data you save, the more room you need on
the data disk and the more time it will take to review an
employee's history.
Top or Bottom Stub Check - PC-PR normally prints on a check
form with the stub on the bottom. (NEBS form number 9022 or
equivalent). You may choose to use a check form with the
stub on the top. (NEBS form 9020 or equivalent). Enter a
"T" for top stub or a "B" for bottom stub.
When you have finished making your changes, press the escape
key to exit the program. You will then be asked if you want to
save the changes. If you answer with a Y, both the configuration
program and PC-AP will be changed until you run the configuration
program again.
HELPFUL HINTS
The program makes liberal use of the ten key pad for both
numbers and commands. The Num Lock can be on all the time.
When inputting information, the plus <+> key has the same
effect as the return or enter key. Numerical information is
entered "calculator style". The decimal point is placed
automatically. The minus <-> key enters a negative number. This
makes using the numeric key pad even easier.
The escape key is always used to go back to the previous
operation. From anywhere in the program if you continue to press
the escape key you will eventually return to the opening date
question.
The first 13 times you start a new payroll period more disk
space is required for historical files. If you have a large
business and you are using floppy disks for data storage, you
could run out of disk space. Check available disk space with
Dos's DIR command occasionally.
If you void a payroll check before you start a new payroll
period, you may simply delete the check from the payroll checks
by pressing the delete key when the check is displayed on the
screen.
If you void the check after a new payroll period has
started, you must enter the check as a negative payroll check so
that the amounts will be reversed from the employee's payroll
totals. Negative numbers are entered by first entering the
amount then pressing the minus <-> sign.
The California withholding tables are already built into the
program. California withholding taxes will be calculated if the
deduction percentage for state withholding is entered 99.99. Go
to the employer data selection and change the deduction
percentage for state withholding to a minus 99.99. (Press C for
change then 9999 and the minus <-> sign.)
PC-PR is written in Turbo Pascal and the source code is
available for $125.
SPECIAL WARNING: Garbage In - Garbage Out.
Although I have made every effort to eliminate the most
common operator errors, it is still possible to enter complete
nonsense into this program and get incorrect payroll from the
program. Just because it is a computer doesn't make it
automatically correct. Look at the checks and printouts and make
sure the numbers are reasonable. If you enter an incorrect
check, be sure and void it. It is your responsibility to see
that your employees and the government get correct information.
ADDING A LITTLE COLOR
If you have a color monitor and wish to have colors other
than the normal black and white you may specify the colors when
you run the program. Just include the decimal values for the
colors after the path description. The numbers specify the
colors for border, data, prompts and background in that order.
For example, if you run the program by typing: PC-PR C:PR\ 6 14
10 1 you will be telling the program to look for data on drive C
in the sub directory PR and use brown borders, yellow data, light
green prompts on a dark blue background. Beware - the program
does not check to see if the colors are valid or tasteful. Once
you decide what you want, put the command in a batch file to
avoid typing errors. If you want colors, but don't want to
specify a path, you must still specify the drive designation. So
to get the same colors while using drive B: you would start the
program by typing: B: 6 14 10 1.
TO PRINT THIS MANUAL:
1. Turn your printer on.
2. Set the printer to the top of the page.
3. Type: COPY PC-PR.DOC LPT1.
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