Entering a Manual check in Coins ERP+
Use the process of entering manual checks to do any of the following:
Enter adjustments to previous checks, such as moving time from one analysis to another.
Reclass deductions.
Enter a check that has been written by hand and distributed to the employee.
Do not use this process to enter Voids. As a rule, manual checks will not result in an increase in wages or net pay except if a check is written by hand.
How to Enter a Manual check
Enter a manual check record:
In Coins ERP+ Payroll, go to Timesheet Input to add a check.
Select Manual as the check Type.
Enter a check number other than 1 through 9 to be associated with this manual payment.
As a rule, you should designate a series of check numbers outside your regular check number series for Adjustments, such as 9000-9999. The net amount of these checks will be $0.00. This will help the reconciliation process in cash manager, as well as retain the integrity of the "real" payroll check numbers.
If the check is for wages paid by hand, you will want to implement a numbering sequence to identify the number of the actual check and perhaps prefix it by the bank code.
Enter the timesheet distributions and overrides:
Adjustments and Reclasses
If you do not expect the adjusting manual check to result in Net Pay of $0, you may need to make the adjustments via a computer check. An example of when to use a computer check is when you need to correct a Union.
If the manual check is for an adjustment to the analysis (in and out transactions), the negative hours will require you to reference the Original Period, check, and Transaction Number. This transaction must match the original transaction exactly. If you intend to only move a portion of the hours, you will need to re-enter both the hours you wish to reclass and the hours you wish to keep with the original analysis.
When making adjustments to pay, it is necessary to enter overrides. Coins ERP+ automatically reverse any deductions from pay, as well as non-cash fringes and employer paid taxes and insurance associated with the negative transaction.
If you do not need the deductions or fringes in cash, delete them from overrides.
If you need to move fringes in pay or deductions, be sure to enter them to a balancing fringe or deduction so the check's net pay is $0.
Run calculations and then review the Net Detail and Burden Detail to ensure all of the values are zero ($0). If you need to make any corrections, run the Reset function and enter the appropriate overrides to reduce the overall values to zero.
Manual Check Distributed by Hand
Enter the timesheet distributions associated with the manual check. Enter overrides for fringes paid in cash and for deductions only. Non-cash fringes, employer paid taxes, and employer paid insurances will compute when Calculations is run and be added to the value of the check to create the appropriate Burdened labor amount.