The batch view is the traditional, grid-style form of processing payroll. This allows you to see multiple employees on a single page for quick data entry.

Understanding the Menu Options

As the menu is quite dense, we have broken down the options in the following sections, starting from the top.

Company Selector, Detailed View, and Check Calculator

• Company: This drop-down menu allows you to toggle between multiple companies (if applicable) by selecting the company in the drop-down list. After selecting your company, click "Go."
• Detailed View: This button takes you to the detailed grid view. The detailed grid view allows you to see each employee in more detail, allowing for overrides and more customization. For more information about the Detailed View, you can view the following article: 
• Check Calculator: The check calculator is used for calculating pay for an employee and for saving and/or printing manual checks. For more information about the check calculator, you can jump the following section: Check Calculator

Payroll Controls

The options under Payroll Controls affect the payroll in its entirety.

• Start Payroll: This button starts and allows for the entry of payroll. All other buttons will not be clickable until payroll has been started.
• Configure Grid: Allows for customization of the grid based on the needs of the company. Customized features include Earning/Deduction Codes, Show/Hide miscellaneous columns (ex: Employee ID), Group By Columns. For more information, please refer to the Configure Grid section.
• View Notes: Allows you to see Company Default Notes as well as viewing/adding Payroll Specific Notes.
• Import Time: Used to import data into the grid from the time and attendance module. The grid will be populated with the information entered on the spreadsheet. Imports must be in .csv and formatted per the specifications configured in payroll. Please reach out to your Account Manager for details on your specific setup.
• View Pre-Process: View the pre-process register for the entire payroll. 
• Submit Payroll: When payroll is complete, this button will submit the payroll for processing.

Batch Controls 

These options affect a particular batch, but not necessarily the payroll in its entirety.

• Restart Batch: Restart the batch by clearing out any information entered and return it to its default state.
• Add Batch: Add a new batch if needed.
• Delete Batch: Delete batches that are not needed or added in error.
• Add Employee: Add an employee to the batch. This option will not be present if using the "Detailed View."
• View Totals: View Total Hours, Dollars, and Checks in the batch. This can also be used as a review tool, before submitting payroll.
• View Pre-Process: View the Pre-Process Register for this batch only.

Check & Payroll Information

• Check Date: The date of the payment for this payroll.
• Period Begin: The beginning of the pay period.
• Period End: The end of the pay period.
• Status: Shows current status of payroll, based on the below:
  • Scheduled: Payroll Not Started
  • Open: Payroll started and available for data entry.
  • Closed: Data Entry Completed
  • Submitted: Data sent to be processed.
  • Queued: Data received and ready to be processed.
  • Processing: Data is being processed.
  • Processed: Payroll Complete.
• Batch: All batches in payroll will be listed here. Allows for quick access to each individual payroll batch.

Pay Grid

1. Other Columns:  Default columns that can be shown/hidden from the "Configure Grid" menu. The "Name" column cannot be hidden.
   • Clicking the name of the employee will take you to the detailed view for the employee. 
   • Clicking the icon next to an employee name shows any associated payroll notes. These payroll notes can be found for an employee by navigating to: Employee > Demographics > EEOC/Additional Info tab.
2. Earnings/Deductions: Any columns to denote the earnings or deductions for an employee. These columns are configured from the "Configure Grid" menu.
3. Total Hours/Total Dollars: These columns will detail the information entered into the pay grid.
4. Search Boxes: Search for an employee on the pay grid by Employee ID or name, respectively.
5. Check Options: 
   • Preview Check: View check details, including hours, dollars, deductions, direct deposits, and taxes.
   • Add Check: Add an additional check for the employee within the same batch.
   • Delete Check: Delete the check for the employee.

Configure Grid

The "Configure Grid" menu allows you to adjust the columns from the pay grid.

• Up to 10 columns can be enabled and allow you to specify the code and type for a column.
• Some columns can only be enabled/hidden such as the employee ID, SSN, Total Hours, etc.
• Employees can be grouped by their department.

Using the Batch View for Payroll

These are our recommended steps for processing payroll from the Batch View.

1. Review the Payroll Details of the current Pay Period for accuracy.

   

   • The "Status" field should read Scheduled.
   • If processing payroll for multiple payroll companies, be sure to select the appropriate company from the Company drop-down.
2. From the Payroll Controls options, click Start Payroll.

   

3. Read the confirmation and click Yes to proceed. This will open up the batch for processing.

   

4. Within a given company, payroll can also be processed for various batches. Before performing any data entry, be sure to select the desired batch from the Batch drop-down menu.

   

5. If not already done, the pay grid can be configured to display the desired earning or deduction columns. To do this, click Configure Grid from the Payroll Controls.
   1. For each column, choose the appropriate code and type (units used to enter data).

      

   2. Specific columns can be hidden or displayed: Employee ID, SSN, Clock #, AutoPay, Totals Hours, and Total Dollars.
   3. Click Save to save any changes made in the "Configure Grid," otherwise, click Cancel.
6. Review any payroll memos added to the employee prior to entering data by clicking the icon to the left of their name. Memos can be associated with the employee by navigating to: Employee > Employee > Demographic Info >EEOC/Additional Info tab.

   

7. Time can be imported into the pay grid by clicking "Import Time" from Payroll Controls. If this button is disabled, please contact your Payroll Service Provider and ask to have Time Imports added as a service. The Payroll Service provider can also configure/clarify the import layout.

   

   1. On the "Time Import" screen, click the Select button to browse and upload the file from your computer. Each batch requires a unique file.
   2. Click Upload File.
   3. Click Import to fill the pay grid with the time data.
8. Continue entering any payroll item directly into the grid by clicking any empty field and entering the appropriate amount. To make it easier, use the Tab key to move between the entry cells.

   

9. Your payroll may or may not be organized into a series of batches. If there are multiple batches, you can use any of the following Batch controls.

   

   • Restart Batch: Batches can be restarted at any time. Restarting a batch will clear any data previously entered and all data must be entered again.
   • Delete Batch: This will delete the batch. Please contact your Payroll Service Provider prior to doing this.
   • View Totals: Batch totals can be viewed at any time and will provide code totals, the total number of paychecks in batch, and total dollars of the batch. 
10. The following Payroll Control options may be applicable:

    

    • View Notes: Company Default and Payroll Specific Notes can be edited and saved. Only the Payroll Service Provider can edit Company Default Notes. 
    • Add Batch: Add an additional batch to organize payroll data.
11. Clicking any of the following buttons towards the right-hand side of an employee entry allow you to:

    

    • Preview Check: View check details, including hours, dollars, deductions, direct deposits, and taxes.
    • Add Check: Add an additional check for the employee within the same batch.
    • Delete Check: Delete the check for the employee.
12. Continue processing payroll for all employees by navigating to additional pages. The number of pages is dictated by the number of employees for that specific payroll. The number of checks displayed can be changed between 10, 20, or 50 checks.

    

13. After all payroll data has been entered into the pay grid, a Pre-Process Register can be viewed, at the payroll or batch level, by clicking the appropriate "View Pre-Process" button. A download will open in your browser and a PDF of the Pre-Process Register can be viewed, saved locally, and/or printed.

    

14. After payroll totals have been verified for accuracy, payroll may be submitted. Click Submit Payroll from the Payroll Controls.

    

    • Payroll notes can be viewed or edited prior to submitting payroll. Payroll will then be submitted according to client-specific settings for remote payroll submission. If you have any questions about your payroll submissions or payroll processing, contact your Payroll Service Provider. When you are ready to submit payroll, click Submit Payroll from the "Payroll Submit" window.

    

Check Calculator

The check calculator is used for calculating pay for an employee and for saving and/or printing manual checks such as for an employee's last day.

The check calculator provides the ability to calculate checks in a "what if" mode and create actual manual checks.

Various overrides/settings can be applied to the calculation or creation of a check:

• Auto pay hours/dollars
• Block Automatic Pays
• Block Deductions
• Block Direct Deposits
• Block Labor Allocations
• Block Accruals
• Override the tax frequency
• Override FITW by %
• Override SITW by %
• Use supplemental tax rates

Gross to Net Calculations and/or Manual checks

1. Enter earnings using the pay grid.
   1. Click Add New Record.

      

   2. Enter necessary information such as the code, rate, hours, amount, etc.

      

   3. Click Insert.
   4. To modify an existing record, click Edit, make any necessary changes, then click Update.
2. Click Calculate. The payroll system will develop a gross amount, deductions, and taxes for the check.

   

3. Review net pay information in the paycheck preview area.

   

4. Change blocks or overrides if needed, then click Calculate to recalculate the check and preview. 
5. To reset the calculation previously entered, click Reset.

   

6. If the check amounts are correct, click Save to create VM Batch and process check with next payroll.

   

7. After saving the check, the following can now be entered: pay period dates for the check, bank account to draw funds, and check number.
8. Click Print to print the check locally.

   

9. To cancel, leave the screen.

Net to Gross Calculations and/or Manual Checks

1. 1. Check the Net to Gross checkbox and enter data in the data entry field next to "Net to Gross."

      

   2. Click Calculate. The payroll system will develop a gross amount, deductions, and taxes for the check.

      

   3. Review net pay information in the paycheck preview area.

      

   4. To reset the calculation previously entered, click Reset.

      

   5. If the check amounts are correct, click Save to create VM Batch and process check with next payroll.

      

   6. After saving the check, the following can now be entered: pay period dates for the check, bank account to draw funds, and check number.
   7. Click Print to print the check locally.

      

   8. To cancel, leave the screen.