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Transaction Entry Buttons

Edit Payroll Checks - Transaction Entry

General Ledger Checklists

General Ledger FAQs

Edit Payroll Checks Session

Access this form using Transactions>Payroll>Edit Payroll System Checks, Edit Payroll Manual Checks, or Edit Payroll Void Checks. It is only available if the Payroll module is installed; however, it is not available for Payroll Link users.

Use this form to change payroll system generated checks, manual checks, or voided checks. You can change the Status, Description, and Date, or delete an existing session. Click Start to display the transaction entry form, which allows you to change document information or transaction line items for a particular check.

If you transfer Payroll sessions to Accounting, they are available for selection until they are posted or deleted. If you decide you do not need them, you can use this form to delete each session out of the system. However, if you do not want to delete an entire session, but want to void Payroll checks individually, use Activities>Payroll>Void Checks.

 

Session ID: Select the session ID that represents the checks you want to edit. The only sessions available for selection, are those transferred from Payroll using Activities>Payroll>Transfer to Accounting, or those imported using File>Import.

Status: Accept the existing status (assigned to the session ID when it was created), or select a different status from the drop-down list. You can only Batch-To Suspend or Batch-To Post.

Description: Accept the existing description (Transferred from Payroll), or enter a new one for this batch of checks.

Date: Accept the existing date (assigned to the selected session ID), or enter a new one.

Session Totals: The system displays the total number of documents in this session.

  • Remember, payroll checks were processed using Activities>Payroll>Print/Email Checks and Vouchers.
  • You can only edit payroll system generated checks using this form. To edit system generated documents for general ledger, accounts receivable, allocation, or accounts payable sessions, select the Edit titled forms available under the Transactions menu selections.
  • You cannot use this form to add Payroll sessions, you must add them in the Payroll module. To make a Payroll transaction available in Accounting, transfer using Activities>Payroll>Transfer to Accounting or import using File>Import.
  • When you transferred your session from the Payroll module, the session will be transferred with a status of Batch-To Post. Now, you must use Activities>Manage Sessions>Post Transactions to post the transferred Payroll entries.
    For example, if you want to transfer check 002 that is one of five checks into session PVC213. When you transfer session PVC213 to Accounting (Activities>Payroll>Transfer to Accounting), all five checks are transferred with the unposted session PVC213. Later, if you decide to void check 002 (Activities>Payroll>Void Check), you need to perform the following task:
    • Post session PVC213 (Activities>Manage Sessions>Post Transactions), essentially posting check 002. Then, you can transfer the voided check 002 (Activities>Payroll>Transfer to Accounting) with new session PVC300. Finally, post the new session.

    This way leaves a good audit trail, and there will not be any confusion about whether or not a check is transferred, posted, and/or voided.