Let's start with processing a very simple payroll. We will login, view a list of all our payrolls, start the pay prep process, enter hours, and submit the payroll.
Login to start: https://secure.beyondpay.com/ta/XXXX.login
Replace XXXX with your company code. You may also login to our generic login site here: https://secure.beyondpay.com/ta/
Then, you may simply type your company short name, which is your 4-digit Company Code. This examle uses "ZZTA" as the company code/shortname.
Notice the "https" and "beyondpay.com" in blue, so you can ensure you are accessing our site securely!
Enter your username and password and click "Login"
You are now logged in!
Your first screen may vary, but a majority of users are setup to see the dashboard as their first screen.
Click on Manage Payroll --> Manage Payrolls --> View All Payrolls as seen below
TIP: On your dashboard, you can enter Quick Links to common screens, such as this one to avoid menu's!.
You will now see a list of all your payrolls. You want to find the next "Open" payroll and click on the left-most icon on that row to enter the "Pay Prep Process".
TIP: Remember to check your filters on this menu, add columns, organize, and save your settings to your liking/preference. Search for "Saving Reports" to see more articles relating to customizing, filtering, and saving reports.
Click on "Initiate Payroll"
We will assume you do not have to edit any employee settings, or add new employees. However, this can be done as a first step if necessary.
Check the boxes for "All Active" and be sure to select "Regular" as the PST Type as below.
The Initiate Payroll step adds all active and/or all on assigned pay period employees to the payroll. It also brings in any auto pay amounts for base compensation, i.e. Salary employees that are paid the same every time, along with scheduled earnings and/or deductions. This screenshot has the boxed checked for "All On Assigned Pay Period", but this will bring in any inactive/terminated employees, so probably would not often be used.
Then click "Add/Edit Batches".
After the payroll is initialized, feel free to check the box to get the green check box as below.
Click on the left-most icon to open the batch for edit.
You may think of a batch as a group of pay statements that may be edited all at once. It works similar to an excel spreadsheet, where one may enter hours, rates, bonuses and more in a "heads down" fashion. The Batch Edit is optional and it is perfectly possible to simply edit each pay statement, rather than using a batch. Most users will find batch edit to be the fastest/easiest method of entering hours, bonuses, commissions, or other earnings with multiple changes.
You may always try the other links. From Left to Right the icons are:
Open Batch for Edit
Edit Payroll - You may edit the Pay Statement Types for all pay statements in the batch. For example, if you are doing a batch of bonuses or manuals.
View Detailed Records - Allows a simple read-only view of all items in batch.
Import - Provides a template excel file that may be used to import items into the batch, rather than entering them manually. Useful for external Time & Attendance systems or the Excel aficionado.
You may now enter your hours, earnings, deductions, and more
It is time to bring out your BeyondPay 2.0 Custom Report skills. Search for "Custom Reports" for other tutorials about reports. It is time to choose your columns, your order, filters, groups, and to then save them, make them your default, and simplify your payroll entering life forever.
Feel free to give us a call, ticket, or e-mail or chat for help setting up the batch report layout how you want it.
Remember to check your totals when your done entering!
When Finished entering your hours, click on "Save & Update Payroll" as in the picture above.
Click "OK" here. Sorry, no undo button if you save a mistake. It is easy enough to edit/change something back though.
Wait for update. (It should be real fast, though. Don't worry!)
CLOSE THE BATCH!
Remember to always close the batch. You may forget to close the batch, and you will receive a warning later when you try to edit something, close the payroll, or finalize. You will call us and ask, "hey, what's up!", and we'll say, "Close the batch!".
This will Close the Batch. Remember to always close the batch. :)
Click "Previous Screen" on the floating bar
If the icon is red above, then you forgot to close the batch. Simply check the box, and click "Close Selected Batches".
TIP: Always try to use the "Previous Screen" button when available, rather than your browser's "Back" button.
Next, click "Close Payroll" to Close and Lock the payroll from changes.
You can always "Re-open", so it is a good idea to lock anything for editing. Then, you can check your reports, totals, and such.
Click "OK" confirming you want to close and lock pay statements
Try out some of the available reports. Click on "Payroll Recap & Funding"
Try out the other reports. Find the ones you want. Check for errors.
TIP: Payroll Register "By PST" means by pay statement, so there is one line per check or voucher in the system. "By Account" means one line per employee paid. "By CC", means by Cost Center, and has one line per Cost Center you allocate against. A Cost Center can be a department, job code, division, location, customer, or anything else you want to track.
Review the Recap to get an idea for the total payroll expense and check for errors.
The graphs and charts help track the amounts spent on subsequent payrolls comparatively. Helpful to catch mis-keyed hours or amounts.
Note: We haven't processed or finalized our payroll yet. Reports are instant and awesome in BeyondPay 2.0. Never wait for pre-process reports again. Have them available instantly, and know exactly how much payroll will cost before Finalizing or Submitting your payroll.
Click "Finalize Payroll", "Submit Payroll", or "Finalize & Delivery Payroll", depending on what displays.
When you click "OK"...
CONGRATULATIONS! You processed and finalized a payroll.
Give us a call if you made a mistake and need to make any adjustments. Once a payroll is finalized, only BeyondPay may make corrections, or "Rollback" the payroll so that you may continue editing.
Payrolls may never be rolled back after an ACH or Tax File is sent by BeyondPay. Any adjustments after they are sent are done through correction payrolls, or as adjustments to subsequent payrolls.