You can create your own file for import so long as it's setup properly. If you input your payroll data using a system other than what's listed in Finance (Payroll Mate, Pay Window, Quick Pay, and Paychex), follow the steps below so that you can import your payroll data and print the resulting checks.
- Open Excel and create a new worksheet
- Save the file using Excel 97-2003 Workbook (*.xls) as the type. The name can be whatever you like
- In Row 1, you are going to add in column headers making sure that column A is Employee Name
- Column B is where you can begin to add in vendor identifiers like SSN, address info, etc. Be sure that you only go as far as Column I. Only Column A is required to have a name. B thru H could be left blank but must be included.
- Beginning with Column I, you would add in a new column for each job position you write checks for. These will represent gross salary expenses. Examples here would be Administrative Assistant, Pastor, Janitor, Organist, and so on.
- Once you've laid out expenses, you would add in additional columns to represent your payroll liabilities. These represent deductions from the gross salary. Examples here would be Medicare, Social Security, Retirement, FICA, State Tax, and so on.
- Finally, with your columns now labeled you can begin to enter in your data. The key here is that if your amount is positive, the importer will think that's representing an expense. If the amount in a cell is negative, the importer will think that's representing a deduction/liability.
- Once your data is entered, be sure to save your workbook and follow the instructions for the Payroll Import. Be sure to choose Payroll Mate as the type of file to import.
- You may have noticed that there's no column for net salaries. The reason for this is because during the import process, you choose the bank account from which the money comes from and Shepherd's Staff automatically calculates the net pay for you in the Total field of the Check Transaction. The Total represents a credit to that bank account.
- This process only creates checks and does not record e-payments