Tax & Accounting Blog

Entering Historical Payroll Data in Accounting CS

CS Professional Suite Accounting & Auditing Solutions, CS Professional Suite Payroll Solutions June 9, 2014

Accounting CS enables you to enter historical payroll data by creating handwritten checks in the Enter Transactions screen. You can also choose which liabilities to generate from that data, and you can choose whether they should be generated as open or closed.

Historical checks do not post to any general ledger accounts and will not appear in a bank reconciliation. You can enter historical checks one at a time, or you can combine them into month-to-date, quarter-to-date, or year-to-date wage amounts.

Here’s how to enter historical payroll data:

  1. Choose Actions > Enter Transactions.
  2. Enter the paychecks for each employee, either separately or as monthly, quarterly, or annual amounts for each. Be sure to specify a check number for each check, creating it as a handwritten check. For more information about entering payroll checks, please see the Entering individual payroll checks topic.
  3. When you’ve finished entering the check information, click the Generate Liabilities for Handwritten Payroll checks link at the bottom of the screen.
  4. In the Generate Liabilities dialog, use the Filter field to filter the list of handwritten payroll checks that are available to generate liabilities.
  5. From the Select the check type drop-down list, choose the check type that the handwritten checks represent. You can choose from 3rd Party Sick Pay, Handwritten Checks, or Historical Checks.
    • 3rd Party Sick Pay: When you choose this option, the liabilities generated for the checks in the Checks grid will be open for all employer taxes (FICA-SS, FICA-Med, FUTA, and in some cases, SUI and Local). No liabilities will be generated for employee taxes (including the employee portion of FICA-SS and FICA-Med).

      Note: If the employee status on a payroll check is Independent Contractor, the check will not be associated with any employer taxes and will therefore not generate any liabilities.

    • Handwritten Checks: When you choose this option, all liabilities, both the employee and employer portions, will be generated as open. This includes liabilities associated with tax agents and payroll agents.
    • Historical Checks: When you choose this option, all tax agent liabilities associated with the employee, both employee and employer portions, will be generated. When you click the Generate button, the Select Liabilities dialog displays to enable you to choose which liability types to generate as open or closed. Closed liabilities flow to the payroll tax forms as payments. Open liabilities will be available to process tax payments in the Payroll Liabilities tab of the Print Checks screen or the Manage Impound Payments screen. You can also choose to exclude from fund processing any open liabilities that you generate.
  6. The Checks grid displays the list of all handwritten payroll checks for the current client that meet the criteria you specified in the Filter field and for which liabilities have not already been generated. Mark the checkboxes next to the checks for which you want to generate liabilities.
  7. When you have selected all the appropriate checks, click the Generate button to generate the liabilities as you have specified and return to the Enter Transactions screen.
    • For third-party sick pay and handwritten checks: The liabilities will be created as specified in step 5 and the Generate Liabilities dialog will close.
    • For historical checks: You can choose whether specific types of liabilities are generated as open or closed in the Select Liabilities dialog.

    Note: Choosing Closed will generate both the liability and a payment for the full amount of the liability, recording it as paid. Choosing Open will generate only the liability, recording it as unpaid.