Payroll Utility for PenSoft^®

With the Payroll Utility, also referred to as the PenSoft Payroll Interface, you can move payroll journal entries from PenSoft Payroll or PenSoft Payroll Plus into TireMaster (version 6.0.0 or higher).

Note: ASA Tire Systems does not support PenSoft Payroll or PenSoft Payroll Plus, provide training, or provide accounting advice related to the use of both PenSoft products. For employment-related tax information, refer to IRS Publication 15, Circular E, Employer’s Tax Guide and other publications for tax laws concerning payroll.

This document describes how to install and use the Payroll Utility. It also includes instructions for completing some settings in PenSoft Payroll and PenSoft Payroll Plus. The topics include the following:

• Setting Up PenSoft Payroll and PenSoft Payroll Plus
• Downloading the Payroll Utility Installer
• Installing the Payroll Utility
• Setting the Export Path
• Exporting Payroll Entries from PenSoft to TireMaster

Note: If you track sales commission in TireMaster, you can also use the utility to move sales-commission data from TireMaster to PenSoft. For information about this function, call TireMaster Support at 800-891-7437.

Once you’ve installed PenSoft Payroll or PenSoft Payroll Plus, you need to do the following:

• Add one or more custom income types
• Add one or more payroll deductions
• Add a default employee (optional) and employee records
• Add TireMaster’s general-ledger account numbers to PenSoft’s Custom Export Format

Completing these settings prevents errors in the Payroll Utility and incorrect entries in TireMaster’s general ledger.

Note: You will likely need to complete additional settings in your PenSoft program such as those for checks, deposits, and reports. For details on setting up PenSoft Payroll and PenSoft Payroll Plus, refer to the user manuals or help systems for those applications.

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Using custom income types ensures that payroll journal entries post to the correct general-ledger account in TireMaster. The number of income types that you need depends on the structure of your chart of accounts.

For example, if you use account 6300-300 for managers, 6300-400 for salespeople, and 6300-500 for mechanics, you could create three custom incomes in PenSoft. Doing so makes it possible to post separate journal entries to each of the payroll accounts. Once you create your custom income types, you can then assign them to employees.

To set up a custom income

1. In PenSoft Payroll or PenSoft Payroll Plus, select Company > Income List from the Setup menu. The Company Income List appears.
2. Click Add. The Create a New Company Income screen appears.
3. In the Title field, type the name for this income type.
   Note: Ideally, this title should match the name of the general-ledger account to which this income will post in TireMaster.
4. In the Abbreviation field, type an abbreviation that is unique and no longer than eight letters or numbers.
   Note: This abbreviation is used on reports, check stubs, and other documents.
5. From the Calculation drop-down list, select the default calculation for this income type.
   Example: If the income type is for a salaried employee, you would select Annual Salary or Fixed Amount.
6. In the Rate field, type the rate used for the calculation you selected in step 5.
7. Click OK.
8. To close the Company Income List screen, click OK.

Once you have set up all of the custom incomes that you need, set up your payroll deductions.

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If you make deductions from paychecks for items such as benefits or employee purchases, you need to set up deductions in PenSoft.

To set up a deduction

1. In PenSoft Payroll or PenSoft Payroll Plus, select Company > Deduction List from the Setup menu. The Company Deduction List screen appears.
2. Click Add. In PenSoft Payroll, the Create a New Deduction screen appears. In PenSoft Payroll Plus, the Add a New Deduction screen appears instead.
3. In the Title field, type a name for this deduction.
   Note: Ideally, this title should match the name of the general-ledger account to which this deduction will post in TireMaster.
4. In the Abbreviation field, type an abbreviation that is unique and no longer than eight letters or numbers.
   Note: This abbreviation is used on reports, check stubs, and other documents.
5. From the Calculation drop-down list, select Fixed Amount.
6. Leave 0.00 in the Amount field.
7. Click OK.

Once you have set up all of the payroll deductions that you need, set up a default employee.

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While setting up a default employee is not required, the benefit is that it helps you create employee records quickly. Because the default employee record includes basic payroll information, all employees whom you add to PenSoft then take on the properties set in the default employee record. The steps for creating a default employee differ depending on whether you’re using PenSoft Payroll or PenSoft Payroll Plus.

1. In PenSoft Payroll, click Employees. The Employees screen appears.
   If you’re using PenSoft Payroll Plus, click here.
2. Click Add. The Add a New Employee screen appears.
3. In the Last Name field, type Default Employee.
4. Select the Set as Default check box. The following message appears:
   "The setup for this employee, including incomes, taxes, and deductions, will be used for all new employees. Is that what you want?"
5. Click Yes.
6. Click the Incomes tab. By default, it lists regular hourly and overtime hourly wages.
   Note: If you have specific general-ledger accounts for different employee payroll types, you might want to create a custom income type to post to those accounts. For more information, see Setting up a Custom Income.
7. From the Pay Frequency drop-down list, select your company’s pay frequency.
   Tip: If you pay your employees every two weeks, select Biweekly. If you pay your employees twice a month, select Semimonthly.
8. If you pay your employees sales commission, do the following:

   a.	Click Add. The Add an Income screen appears.
   b.	Scroll to the bottom of the list, and select Commission.
   c.	Select Add to All Employees.
   d.	Click Modify. The Modify an Income screen appears.
   e.	Make sure Variable Amount is selected in the Calculation drop-down list.
   f.	Select Apply change to all employees.
   g.	Select the Apply calculation to all employees check box, and click OK.

9. Add any other commonly-used benefits or deductions to the default employee record.
   Note: Federal, state, social security, and Medicare taxes are added by default to employee records on the Taxes tab. Most other settings vary for each employee.
10. When you are finished setting up the default employee, click OK in the Add a New Employee screen. Now you can create a payroll record for each employee.
    Note: For information about adding employees, see PenSoft’s user manual or help system.
    

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1. In PenSoft Payroll Plus, click Employees. The Active Employees screen appears.
   Note: If you’re using the standard version of PenSoft Payroll, click here.
   
2. Click Add. The New Employee screen appears.
3. In the Last Name field, type Default Employee.
4. Select the Default employee check box.
5. Click the Incomes tab. By default, it lists regular hourly and overtime hourly wages.
   Note: If you have specific general-ledger accounts for different employee payroll types, you might want to create a custom income type to post to those accounts. For more information on custom income types, see Setting up a Custom Income.
6. If you pay sales commission, do the following:

   a.	Click Add. The Add an Income screen appears.
   b.	Select Commission.
   c.	Select Add to all employees.
   d.	Click OK. The Modify Income screen appears.
   e.	Make sure that Variable Amount is selected in the Calculation drop-down list.
   f.	Click Advanced. The Modify Income screen expands.
   g.	Select Apply changes to all employees.
   h.	Select the Apply calculation to all employees check box. Note: Federal, state, social security, and Medicare taxes are added by default to employee records on the Taxes tab. Most other settings vary for each employee.
   i.	Click OK.

7. Add any other commonly-used benefits or deductions to the default employee record.
   Note: Federal, state, social security, and Medicare taxes are added by default to employee records on the Taxes tab.
8. Click the Pay tab. Then select your company’s pay frequency from the Pay Frequency drop-down list.
9. When you are finished setting up the default employee, click OK. Now you can create a record for each employee.
   Note: For information about adding employees, see PenSoft’s user manual or help system.

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Before you can move payroll information from PenSoft into TireMaster, you need to add general-ledger accounts to PenSoft. Adding the accounts ensures that payroll entries post correctly in TireMaster’s general ledger. The steps for setting up accounts differ depending on whether you’re using PenSoft Payroll or PenSoft Payroll Plus.

Warning: The Payroll Utility posts entries to accounts in TireMaster regardless of whether those accounts are active or inactive. To ensure the accuracy of your general ledger, verify that all accounts in PenSoft are assigned the correct, active account numbers.

1. In PenSoft Payroll, click Export. The Export Data screen appears.

Note: If you’re using PenSoft Payroll Plus, click here.
2. Select Custom Export Format, and click Setup. The Export to Custom Format Setup screen appears.
3. In the Account column, type the general-ledger account number for each kind of payroll data, separating the major account from the minor account with a hyphen.
   Example: In 6300-100, 6300 is the major account, and 100 is the minor account.
   Note: If the list includes payroll data types that you do not use, leave them blank.
4. In the Export File field, change the ending of the export file name from payroll.dat to output.dat.
5. Next to the Executable field, click . The Executable Program screen appears.
6. Click the Look in drop-down list, find the TireMaster program folder (usually c:\qdstm or d:\qdstm), and select tmpensoftje.exe. Then click Open.
7. Make sure the Include Reversing Entries check box is clear. Then select Overwrite Any Existing File.
8. Select the following check boxes:

   	Include Employee SSAN/SIN
   	Include Employee Number
   	Note: By default, the Include Employee Name check box should be selected. If not, select it.

9. To save the custom format settings, click OK.
10. To exit the Export Data screen, click Close.

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1. In PenSoft Payroll Plus, click Export. The Export Data screen appears.
   If you’re using the standard version of PenSoft Payroll, click here.
2. Select Custom Export, and click Setup. The Export to Custom Export Setup screen appears.
3. Click Setup Accounts. The Export to Custom Export Setup screen for accounts appears.
4. In the Account column, type the account number for each kind of payroll data, separating the major account from the minor account with a hyphen.
   Example: In 6300-100, 6300 is the major account, and 100 is the minor account.
   Note: If the list includes payroll data types that you do not use, leave them blank.
5. To save the account numbers, click OK.
6. Make sure Overwrite any existing file is selected.
   Note: The Include tax deposit data in the export, Include deduction payment data in the export, and Include Form 1099 data in the report check boxes must be clear. Otherwise unnecessary deposits will post in TireMaster’s check register.
7. Select the following check boxes:

   	Include social security numbers
   	Include employee numbers
   	Note: By default, the Include employee’s name check box should be selected. If not, select it.

8. Click OK. The Export Data screen appears.
9. Click OK. The Export to Custom Export screen appears.
10. In the Export File field, change the end of the export name from payroll.dat to output.dat.
11. Click Advanced>>. The Export to Custom Export screen expands.
12. Next to the Program field, click . The Export File screen appears.
13. Click the Look In drop-down list, find the TireMaster installation folder (usually c:\qdstm or d:\qdstm), and select tmpensoftje.exe. Then click Open.
14. To save the settings, click Create File.
15. To return to the Export to Custom Export screen, click Close.
16. Click Close.
17. To exit the Export Data screen, click Close.

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Download the Payroll Utility installer and save it on the computer on which you do payroll. Before you can download the installer, you need to log in to the TireMaster Support site with your TireMaster customer number and password. If you no longer have your number and password, call TireMaster Support.

To download the Payroll Utility Installer

1. Close all applications.
2. Turn off all other workstations.
3. Go to http://support.tiremaster.com/downloads.
4. Type in your customer number and password.
5. Click Login. The list of update files appears.
6. In the Update Files area, click the link payutil00000000-02000000.exe. The File Download screen appears.
7. Make sure Save this program to disk is selected, and click OK. The Save As screen appears.
8. Select the location where you want to save the installer, and click Save. The Download Complete screen appears.

Note: Downloading the installer might take several minutes, depending on the speed of your Internet connection.

9. Click Close.
10. Exit the Web site.

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Before installing the Payroll Utility, TireMaster and PenSoft Payroll or PenSoft Payroll Plus must be installed on one of the computers on your network. For instructions on installing PenSoft Payroll or PenSoft Payroll Plus, refer to the documentation for those products.

To install the Payroll Utility

1. Close all other applications.
2. Go to the directory where you saved the Payroll Utility installer.
3. Double-click tmpensoft.exe.
4. In the TireMaster - Installation Program screen, click OK.
5. In the TireMaster - Search Results screen, select the installation location for TireMaster (usually c:\qdstm or d:\qdstm), and click Update. At the end of the installation, the TireMaster - Installation Program screen appears and displays the following message: "The PenSoft interface installation is complete."
6. Click Finish.

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Before you can move payroll journal entries into TireMaster, you need to set the export path. Setting the export path links the Payroll Utility to the PenSoft Payroll program folder.

To set the export path

1. From the Start menu, go to Programs > TireMaster (or QDS TireMaster) > PenSoft. The Login screen appears.
2. Enter your user ID and password, and click OK. The TireMaster - PenSoft Payroll Export screen appears.
3. From the File menu, select Setup Paths. The Setup Employee Link / Paths screen appears.
4. Make sure one of the following is in the PenSoft EXE field:

   	For PenSoft Payroll, the file name should be S05P_PS.exe.
   	For PenSoft Payroll Plus, the file name should be N05.exe.

5. In the PenSoft Year field, select the current year. The end of the path listed in the PenSoft BIN Path and Output Path fields is changed to the match the current year.
   Example: If you select the year 2005, the path name changes to c:\program files\pensoft\payroll 2005\ or d:\program files\pensoft\payroll 2005\.
   The year listed in the installation folder must match the year listed in the PenSoft Year field.
6. Click OK.

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Once you have completed payroll for your employees, you need to move the data from PenSoft into TireMaster. This process ensures that the appropriate payroll journal entries post to TireMaster’s general ledger.

1. In PenSoft Payroll, click Export
   Note: If you’re using PenSoft Payroll Plus, click here.
2. In the Export Data screen, select Custom Export Format, and click OK.
3. Select the employees whose payroll needs to be moved into TireMaster.
4. Click Create File. The following message appears:
   "The export file has been created successfully."
5. Click OK.
6. Click View File. The file opens.
7. After you’ve viewed the file, click Run Program. The Login screen appears.
8. Type in your TireMaster user name and password, and click OK. The JE Configure screen appears.
9. If you don’t want to post the journal entry for a check, clear the check box next to the employee’s name.
10. In the Checking Accounts area, select the bank account from which you wrote the checks.
11. Click OK. The Report screen appears and displays details about the exported payroll entries.
    Note: Some errors might indicate problems with the general-ledger account settings. For other export errors, call TireMaster Support at 800-891-7437.
12. Verify that the payroll entries posted correctly in TireMaster by checking the entries in the GL Transaction View and Check Reconciliation screens.

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1. In PenSoft Payroll Plus, click Export. The Export Data screen appears.
   Note: If you’re using PenSoft Payroll Standard, click here.
2. Select Custom Export, and click OK. The Export to Custom Export screen appears.
3. Select the starting and ending dates for the export period.
   Note: To successfully export payroll journal entries, the export period must include today’s date.
4. Click Create File. The Report window opens and displays details about the entries to be exported.
5. Click View File. The file opens.
6. After you’ve viewed the file, click Run Program. The Login screen appears.
7. Type in your TireMaster user name and password, and click OK. The JE Configure screen appears.
8. If you don’t want to post the journal entry for a check, clear the check box next to the employee’s name.
9. In the Checking Accounts area, select the bank account from which you wrote the checks.
10. Click OK. The Report screen appears and displays details about the exported payroll entries.
    Note: Some errors might indicate problems with the general-ledger account settings. For other export errors, call TireMaster Support at 800-891-7437.
11. Verify that the payroll entries posted correctly in TireMaster by checking the entries in the GL Transaction View and Check Reconciliation screens.

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Payroll Utility 02000000R1.0
Copyright 2005 by ASA International, Ltd.
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