Process Payments

EBMS contains the tools to process labor payments using a variety of methods including pay checks, direct deposit, 1099 subcontractor payments, 3rd party payroll Service payments, and no payments at all.  The following steps contain instructions to make payroll payments.  Click the hyperlink for instructions on alternative payments.

Take the following steps after all timecards have been entered and verified and it is time to calculate and process worker payments:

  1. Go to Labor > Worker Payments and the following window will open:

  2. Select the appropriate Pay Period to show all timecards within a specific pay period.

  3. Click the switch in front of View All to show all the timecards.

  4. Make sure the proper Bank Account is selected. It can be changed using the drop down box to the right of the Bank Account Field.

  5. The Pay Date is the date printed on the paycheck and is the same for all paychecks within a pay period. The Pay Date is set when the Pay Period is created. EBMS allows the user to generate a paycheck for an employee before all other timecards are entered but the check date for both the employee that was paid early and the other employees is the same. Review the Open New Pay Period section for more details.

  6. To select all the timecards for payment hit the Select All button at the bottom of the window. To select each employee timecard individually, click on the timecard with a mouse, which will put a check mark in the first, or Pay column.

  7. The Payment Method column determines if employee payment processing will generate a paycheck or a direct deposit notice for the employee. This column can be ignored if payroll is not processed using the direct deposit option. Review the Direct Deposits > Worker Configuration for more details on ACH direct deposit processing.

  8. Processing payments consists of the following steps:

    1. Calculate Overtime:  Review Calculating Overtime for instructions to calculate weekly or daily overtime for hourly and piecework workers.

    2. Calculate Taxes:  Review Calculating Taxes to options when processing or view taxes and other deductions.

    3. Process Checks - Click on the Process Checks option of the Process button menu again after all taxes have been calculated. The following dialog will only appear if the Payment Method setting for any employee is set to Direct Deposit:

    4. Click on the Print Checks option if the dialog shown above appears. Review the Direct Deposit > Processing Direct Deposit Pay section for more details on processing direct deposits.

    5. Verify the First Check No and click print to generate paychecks. The user will be prompted to verify that the first check printed properly and again when all checks have printed. Do not click Yes to confirm that all checks have printed correctly until the paychecks have all successfully printed.

    6. If you click Yes all the timecards will be processed and the general ledger transactions will be created. If the checks did not print properly click No and a Check Confirmation list will appear:

    7. Remove check marks in the Printed column for all paychecks that did NOT print properly by double clicking on appropriate check. All paychecks that have a check mark in the printed column will be processed and the timecards will be marked paid. By removing the check mark, the timecard will not be marked paid and transactions will not be made. To reprint paychecks return to Employee Payment screen and start over with step one.

    8. Click OK when only the checks that printed properly are checked. Click the Cancel button to cancel the entire check run.
      Note: All payroll transactions should be posted before processing payroll. The user will be prompted during the process step to post transactions. Employee payment and tax history is updated during the post procedure.

Financial Transactions

Payroll transactions can be reported based on the pay period ending date or the pay date.    Review report options by selecting Reports > Labor > G/L Transactions from the main EBMS menu.    A recommended report to generate various transaction information generated by the Payroll Process is the Payroll Transaction Details.

  1. Select the workers or employees to include.   Select All Workers to include all financial transactions.

  2. The Date Select can be set by Pay Period or Pay Date.

  3. Select the range of pay period or pay dates.

  4. Transactions can be grouped using various options by setting the Group By drop down option.

  5. Enable the Summarize by G/L to only show totals or disable this option to show all transactions.