RIMAS for UNIX Software Installation

To: All Users of SLG Payroll System

From: The SHARED LOGIC Group, Inc.

Re: Processing Voided Payroll Checks

Date: August 1, 2000

If a payroll check has been written and fully processed, the transaction that reverses the original check (void) must be processed in a similar manner. This is necessary to report and post the voided check to the same accounts as the original check, which includes running the various update programs.

To void, or reverse, a fully processed payroll check, a complete payroll cycle must be run by performing these steps:

1. Finish the previous payroll, even though it may include the check to be voided.

2. Run the following programs as you would for a normal payroll, except that the “Payroll Cycle Type” will be “S” to designate a special payroll.

a. Update to Clear Previous Cycle

b. Maintain Pay Options

3. Then skip to the end of the menu on page 1 and run:

a. Maintain Void/Manual Checks

This program is used to enter the data from the check to be voided. A minus (“-“) sign should precede the amount.

You may also use this program, and this entire procedure, to enter, report and update manual checks. These are checks that you prepared manually to pay an employee, which must later be added to the payroll system.

4. The Maintain Void/Manual Checks program will substitute for running the following programs:

a. Maintain Pay Hours/Earnings

b. Print Pay Hours/Earnings List

c. Update with Pay Calculation

d. Print Checks

5. The rest of the programs are run for the void (and manual) check, just as they are for a normal payroll. While all of these programs will not be listed here, they include:

a. Create & Sort for Check Register, through

b. Update Payroll to Employee Master

In summary, you will see that processing voided payroll checks is like running a regular payroll, except that “Maintain Void/Manual Checks” is used instead of the programs normally used to enter time, calculate the payroll and print checks.