STX Desktop: Process Payroll

Processing a Payroll

Purpose

STX offers you a convenient way to process Regular Payroll on a weekly/bi-weekly basis with the added flexibility to process Other Period Pay for things such as monthly Retail commissions or quarterly bonuses. The information to calculate the gross pay comes from sales history and daily hours. 

Please note the following: 

1. If you have payroll methods with scales to calculate on a Weekly basis, your Begin Date and End Date for processing payrolls must be exactly 7 days or a multiple of 7 days apart. 

2. STX stores Service Charge and Pay Employee On amounts with transaction data. Because of this, you will not be able to adjust these items at the time you process payroll. Changes to these items will only reflect in transaction data, and thus payroll, AFTER the changes are made. In other words, changes will not be retroactive. This is to insure that past pay periods are not artificially changed. 

3. You must have hourly wages, secondary hourly wages, salaries and all payroll methods created and connected with each employee prior to Processing Payroll. Do not move forward with Processing Payroll until you have all of these items completed.

Important: STX Software has made every effort to ensure that payroll methods and payroll processing function correctly. It is your responsibility to manually check the calculated gross pay each time you add or change payroll methods or employee payroll setup. 

Process Payroll

Click the Payroll icon in the STX main toolbar and click the Process Payroll icon. Or, you can use the Payroll menu to select the Process Payroll option. The following screen will appear without any information showing. 

Enter the beginning and ending dates of the pay period.

Helpful hint: 

If the entire payroll period is occurring in the current month, all you have to do is put the day of the month in the begin and end date fields. STX will know it is the current month and year.

If the payroll period spans 2 months (or more), all you have to do is enter the month/day (mm/dd) in the begin and end date fields. STX knows you are in the current year.

Process Regular Pay

Click the Process Regular Pay radio button. A list of employee names and hours worked will appear. You may manually enter or change the data in any column except Employee and Gross Pay. These changes will only apply to this payroll and will not adjust entries in Payroll: Daily Hours

Regular Hours and Regular Overtime uses the hourly wage amount you have set for each hourly employee (please see Setup: Employees: Payroll) and are based on the time the employee clocked in and out. It also is based on the Overtime Start you have filled out in the General information section for your company. (Please see Setup: General: Company Info.)

Secondary Hours and Secondary Overtime uses the secondary wage amount you have set up for an hourly employee.  Normally, most employees will not have this set up. However, if an employee fulfills two different functions within your business and you pay different hourly wages for each position, this feature will calculate the secondary wage.

Extra Pay is any additional amount you wish to add to the gross pay calculated through the payroll methods.

Pre-Tax Deductions will decrease the gross pay calculated from the payroll methods. You may wish to consult your financial advisor before using this column. 

Pay Charges is where you can manually enter any house charge balances your employees may have incurred during the pay period. If the employee has incurred a house charge balance, you must adjust or clear the house charge balance through the transactions once you have processed the payroll for this period. The payroll will not actually remove the charges from the Gross Pay amount, as typically these types of charges are not deducted until AFTER the payroll tax deductions have been made. The payroll report, however, will show the amount you wish to have deducted.

If you want to process/print the payroll for certain employees only, click the Unselect All button. Then you can choose the employees you want by checking the box next to the employee’s name. Choose Select All and all employees will be checked for processing/printing this payroll.

 

Click the Process Payroll button to calculate the Gross Pay, which will appear in the Gross Pay column.

Process Other Period Pay

Click Process Other Period Pay if you are processing a payroll outside of your regular pay period. A list of employee names and hours will appear. You may manually enter or change the data in any column except Employee and Gross Pay. These changes will only apply to this payroll and will not adjust entries in daily hours.

Regular Hours and Regular Overtime uses the hourly wage amount you have set for each hourly employee (please see Setup: Employees: Payroll) and are based on the time the employee clocked in and out. It is also based on the Overtime Start you have filled out in the General information section for your company. (Please see Setup: General: Company Info.)

Secondary Hours and Secondary Overtime uses the secondary wage amount you have set up for an hourly employee.  Normally, most employees will not have this set up. However, if an employee fulfills two different functions within your business and you pay different hourly wages for each position, this feature will calculate the secondary wage.

Extra Pay is any additional amount you wish to add to the gross pay calculated through the payroll methods.

Pre-Tax Deductions will decrease the gross pay calculated from the payroll methods. You may wish to consult your financial advisor before using this column.

Pay Charges is where you can manually enter any house charge balances your employees may have incurred during the pay period. If the employee has incurred a house charge balance, you must adjust or clear the house charge balance through the transactions once you have processed the payroll for this period. The payroll will not physically remove the charges from the Gross Pay amount, as typically these types of charges are not deducted until AFTER the payroll tax deductions have been made. The payroll report, however, will show the amount you wish to have deducted once it is printed.

If you want to process/print the payroll for certain employees only, click the Unselect All button. Then you can choose the employees you want by checking the box next to the employee’s name. Choose Select All and all employees will be checked for processing/printing this payroll.

Click the Process Payroll button to calculate the Gross Pay, which will appear in the Gross Pay column.

Printing the Payroll Detail Report

Click the Print button to print the Payroll Detail report, which should be checked carefully to ensure your gross pay amounts are accurate. Once you have clicked Print, the printer dialog box will appear and you can choose to preview the report on your screen or send to the printer.

The Payroll Detail report includes the Pay Period Start Date, End Date, Employee ID, Employee Name, Payroll Method, Hire Date, totals for each day the employee had activity, including Date, Service, Retail, Service Charge and Hours, each step in the payroll method with running totals, the Gross Pay amount for each employee, and finally, a Total Payroll amount which is the Gross Pay figures for each employee added together.

Export Gross Pay for Aatrix or Checkmark

If you use payroll programs such as Aatrix or CheckMark, you are able to create an export file that those programs can read to automatically obtain the net pay, after taxes and other payroll deductions have been made, for each employee you just processed in STX. 

Click the appropriate Export button. The following drop-down sheet will appear.

The name in the Save As field will automatically be filled in with the ending date of the payroll you just processed. You can change or edit the name if you wish. Choose the location from the Where popup menu for where the export file will be created. Click Cancel to return to the Process Payroll screen. Click Save to save the export file in the desired location.

Important note: Remember this location, because you will need to find this file when you run your payroll application to import the information.

Import Gross Pay into Aatrix Payroll

Aatrix Payroll is a stand-alone payroll program. Aatrix Payroll can import employee's gross pay amounts exported from STX to automate your payroll processing. Aatrix is designed to help you with Federal and State Withholding and other tax related deductions.

Aatrix Payroll must be purchased separately from the STX program.

Important: The first and last names of employees in STX and Aatrix Payroll must be identical for the import to work correctly. 

Please Note: Support problems concerning the Aatrix Payroll application must be directed to Aatrix Support. STX Technicians will not be able to help you with importing into the Aatrix application or with troubleshooting problems within the Aatrix application itself. To contact Aatrix, please dial 701.746.6017 for technical support.

Import Gross Pay into CheckMark Payroll

CheckMark Payroll is a stand-alone payroll program. CheckMark Payroll can import employee's gross pay amounts exported from STX to automate your payroll processing. CheckMark is designed to help you with Federal and State Withholding and other tax related deductions.

Important: The first and last names of employees in STX and CheckMark Payroll must be identical for the import to work correctly. 

Please Note: Support problems concerning the CheckMark Payroll application must be directed to CheckMark Support. STX Technicians will not be able to help you with importing into the CheckMark application or with troubleshooting problems within the CheckMark application itself. To contact CheckMark, please dial 970.225.0522 for technical support.

FAQs

Question

I have processed my Regular Period Pay or my Other Period Pay and I have no gross amounts, only red error messages? What did I do wrong?

Answer

In the following example you will see common error messages associated with processing the payroll in STX.  The first error message refers to the fact you have payroll methods with scales that are set to calculate Weekly, but your Begin Date and End Date for processing this pay period are not exactly 7 days, or a multiple of 7 days, apart.

The second error message is simply what it states. There is no payroll method attached to the employee for the payroll type, regular pay or other period pay being processed.

Question

I have gone to process my Regular Period Pay and all the hours for my employees are under Regular Overtime or Secondary Overtime! What did I do wrong?

Answer

In the above example you can see all the employee hours are under the Overtime column. This is because in Setup: General: Company Info, you never set up when overtime was to start. Therefore, STX assumes any hours over 0 are Overtime hours.

Question

I am processing my payroll for a two-week period, yet my salaried employees only show totals for one week. What did I do wrong?

Answer

If you normally process payroll on a bi-weekly basis, monthly basis, or any period longer than one week, you must adjust the salary amount on the salaried employee record to reflect the amount it would be for the time period you normally run payroll. STX looks at the amount you have entered for Salary as being the total amount for the time period you are processing, regardless of what the date range is set to.

For example, if we are paying Susan $500 a week as her salary, but you run payroll on a monthly basis, Susan would need to have $2,000.00 listed on her employee card as her salary. ($500 a week x 4 week (monthly) pay period = $2,000.00) 

Using the same weekly salary amount, if you normally run the payroll every two weeks, Susan’s salary would need to be listed on her employee card as $1,000.00 ($500 a week x 2 week pay period = $1,000.00) 

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