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| 1 Q: Why didn't the version number change on the main menu after installing the update? A: The update did not successfully install.Try the alternate installation instructions on the reverse side of the update instructions page. Watch for any disk error/disk full essages. Please try these instructions before calling. 2 Q: Why is there a large negative or positive number on the 941 form, line 9? A: Go to 'Administration Menu' 'Modify an existing company'--Page 2, "Use Line 9 for FICA fractions" is set to YES. This option looks at withheld FICA/FWT, and the calculated LIABILITY then posts the difference to line 9 on the 941. Too little/much FICA withheld. Or an employee has been changed to FICA exempt, or to FICA taxable. 3 Q: Why do the check register numbers disagree with the Quarter & Y-T-D report numbers? A: This
is normal. There are two records kept by Insta-Pay for employee
earnings data. The first, check register is just that, a list
of checks. The second, the QTD/YTD file is a totals file that
hold each quarter's earnings & deductions. It is used
to generate ALL of the quarterly and year-end reports. Reasons
for difference between two files: Print check register &
QTD/YTD earnings report for an employee for the WHOLE year.
If the totals don't match, corrupted data--see common solutions
guide-error #6 solution. If the totals match, earnings are
in different quarters than you want. 4 Q: Why do the check register numbers disagree with the 941, etc. forms? A: Same as above. 5 Q: Why is a pre-pay with a second quarter date showing on the 941 for the next quarter? A: Same as above 6 Q: Why is there a negative number on the DE-6 or 941 form? A: Same as above 7 Q: Why aren't the 941's, etc. printing for my 'Move Single' company? A: No Depositor type. Correction: under Register/Checks/Posting: Select Y to Skip Register print, Y to Skip Check print. Enter 941/943, DE-6 type. Press F7, N to modify. 8 Q: Why didn't the check I just voided reduce the 941 or W-2 form? A: You must post the VOID. Post it by using Register/Checks/Posting option, and be sure to use the check's original check date. See also F1 Help on View/Void check screen. 9 Q: Why aren't the stub-only client's stubs printing properly on the laser printer? A: On 'Modify an existing company' enter 8 for 8 1/2 x 11 stubs. When starting Insta-Pay, type; 1995pyrl /LSTUBS. If you have a menu system, add /LSTUBS to it. 10 Q: Why doesn't the MICR check number increment automatically? A: The MICR check number is represented by the letter B for business (six digits) or P for personal (4 digits) on the MICR line-page three of company info. Many times, the actual check number of a sample check is entered. Instead of entering the check number, use the letter B or P. 11 Q: Why does the backup screen flash briefly, then return to the main menu? A: See the BACKUP PROBLEMS sheet that came with your Insta-Pay package (or request one by fax) 12 Q: Why can't I remove an employee that I paid in error? A: For AUDIT-INTEGRITY purposes, the system does not allow employees that have been paid to be removed. This applies even if all checks issued have been voided. 13 Q: How can I combine two companies for quarterly/year-end reporting? A: Under the utilities menu, choose: 'Combine Companies' Be sure to setup a third company as your 'bucket' company. If you combine one LIVE company into another LIVE company, the other company's data is unusable to further LIVE payroll. Remember to dump your 'bucket' company before doing the next quarter by selecting 'Delete YTD & Emp Info' from the Utilities Menu. 14 Q: Will combining two companies with same SSN employees combine the employees too? A: Yes 15 Q: Why are the checks from last year showing up on the View/Void checks screen? A: The checks are there so that you can print Worker's comp reports, and other check reports spanning multiple years. Last years' checks do not affect this years year-to-date earnings. 16 Q: Why are the W-2 forms from the Administration Menu wrapping around on my narrow carriage dot-matrix printer? A: The W-2 forms from the Administration Menu are designed for wide carriage printers. Try the W-2 option from the Main Menu (year-end reports). 17 Q: Why does the first W-2 form print properly, then all subsequent forms print up or down from where they should be printed? A: Top Of Form (TOF) has not been set properly. Align a W-2 form properly, then turn the printer OFF, then ON. If this does not work, check the printer's FORM LENGTH. It should be set to 11 inches. This is for dot-matrix (continuous forms) printers. 18 Q: Why didn't the version number change after I installed the update? A: The update was not installed successfully. See the reverse side of the update installation instructions for an alternate method. 19 Q: Why do all of the reports come out in large print, and/or overflow to the next page on my printer? A: Check your printer code settings under the 'Administration Menu', System Configuration. If you have a laser printer, the codes should be "HP" for normal print, and "HP" for compressed print. If you have a DOT-MATRIX epson compatible printer, the codes should be "018" for normal print, and "015" for compressed print. For other printers, see your printer manual, or call the manufacturer for assistance. 20 Q: Why doesn't a 943 print when I request one from the Administration Menu? A: Check depositor type under Register/Checks/Posting. 21 Q: Why doesn't a 941 print when I request one from the Administration Menu? A: Check depositor type under Register/Checks/Posting. 22 Q: Why doesn't a DE-6 print when I request one? A: Check depositor type under Register/Checks/Posting. 23 Q: How can I get a copy of a prior DE-88 payment coupon (facsimilie)? A: Use Register/Checks/Posting for the same payroll period. No payroll information has to be re-entered. 24 Q: How do I get one check for SUI/SWT/SDI (all state taxes) paid with the regular SWT/SDI payment? A: Enter "D" under the SUI Tax Checks question on the 'Register/Checks/Posting' screen. 25 Q: Why do the MICR checks print with % signs, not the special symbols? A: Check page three of company info for the proper 'Shell Process to use before MICR printing" it should be "COPY SDI-MICR.BYT LPT1:/B" different printer/network configurations may have different settings--check with your computer adminstrator. 26 Q: Why can't I change an employee number? A: For AUDIT-INTEGRITY purposes, employee numbers cannot be changed. 27 Q: Can I change an employee to a 1099 mid-year? A: No, the system would treat them retroactively as 1099's which causes a problem for withheld taxes, etc. Add a new employee. 28 Q: Can I change a family member to an employee mid-year? A: No, the system would treat them retroactively as an employee which causes a problem for FICA liabilities, etc. Add a new employee. 29 Q: Can I skip "AUTO-PAYing" an employee/employees this pay period? A: Yes, after saying YES to AUTO PAY in the 'Enter Payroll' section, choose display payroll, and delete the employee/employees you are not paying. 30 Q: Why is the salary paid also when I only enter bonus/comm pay? A: Salary is an automatic calculation, to skip for one check, enter 0 in the temporary rate change on the 'Enter Payroll' screen. 31 Q: Why aren't my changes to an employee's department retroactive? A: Employee deparment changes are not retroactive to allow for ACTUAL changes in employment where an employee moves to a new department. 32 Q: Why is FICA/SDI calculating at the incorrect percentage/not stopping at the proper limit? A: Insta-Pay handles FICA/SDI as a year-to-date calculation. This means that if tax was over-withheld, Insta-Pay will compensate on future checks. 33 Q: Why don't GROSS TIP SALES show on the pay stub? A: The system has not been updated for this yet. 34 Q: How do I print another copy of the manual? A: (If
you have a laserjet printer, set it to 66 lines/page) 35 Q: How do you handle direct deposit employees pay-stubs? A: Enter D-DEP in the spouse's name field for all direct deposit employoees. 36 Q: What 1099's does the system produce? A: The system produces ONLY the 1099-MISC form. In the 1099 (Y/N) field, you may enter Y for 1099-MISC nonemployee compensation, R for Rent, or M for medical. 37 Q: What are the new requirements for 2000? A: The California DE-6 & DE-7 must be used. The California DE-3DP, DE-3B, & DE-43 can no longer be used. 38 Q: Can I re-print just one check? A: Yes, under the 'Administration Menu' choosed 'Repring payroll/checks'. Enter the check number range you would like to reprint (one check i.e. 1001, enter 1001-1001). 39 Q: What is 'Archive Daily Spools'? A: 'Archive Daily Spools' is an option to compress your spool files into an ARCHIVE. This saves disk space, and makes retrieval of Current Earnings & Check prints easier. 40 Q: Why don't the tax payments I entered post correctly to the 941? A: The payroll check date and/or quarter designation may have bee entered incorrectly. Choose 'Enter Tax Payments' Press F5 for a printout. See also question #54. 41 Q: I produced tax checks or posted tax payments, why doesn't the 941 reflect those entries? A: They may be offset by incorrectly posted negatives (voids). They may be posted into the wrong quarter. Choose 'Enter Tax Payments' Press F5 for a printout. See also question #55. 42 Q: How do I generate tax-checks for a payroll that has already been posted? A: 'Register/Checks/Posting' with the same check date. No payroll information has to be re-entered. 43 Q: I entered history payroll totals for the quarter. How do I get the liability detail to show on the 941/941-B? A: Choose 'Utilities Menu', then 'Modify Liabilities'. 44 Q: How do I enter previous payroll history? A: Payroll history can be entered using the After-The-Fact payroll entry mode. Choose 'After the Fact Payroll' mode (press F9 on the 'Enter Payroll' input screen. Then enter the GROSS/FICA/ETC. one quarter at a time. Enter the check date for each quarter on the After-The-Fact screen. Choose 'Register/Checks/Posting'. Post all entries. 45 Q: How can I get earnings/employee reports to print automatically after the payroll? A: Choose 'Register/Checks/Posting' Press F1 for help on setting up "Auto Reports". 46 Q: What is the DE-34 report? A: The DE-34 reports is a listing of new employees required by the State of California. You must report all new employees withing 30 days of hire to the State of California. 47 Q: How do I print a quarterly for a company with no wage activity? A: Under 'Modify an Existing Company', Page two, enter "YES" to 'Print 941, etc. even if no wage activity. Also remember, IRS & Calif. depositor types must be answered on Register/Check/Posting screen before printing reports. 48 Q: How do I stop printing a large report that was selected in error? A: Turn the printer off. If Insta-Pay displays an error message, press Q to Quit to DOS. Otherwise turn the printer back on, and let the report finish. 49 Q: On the employee screen, what do the Y/N/U/F options for Withhold FICA mean? A: Y is for Yes, withhold FICA, subject to FUTA. N is for NO, don't withhold FICA, not SUBJECT to FUTA. U is for subject to FUTA only. F is for withhold FICA only. 50 Q: On the employee screen, what do the Y/N/U/S options for Withhold SDI mean? A: Y is for Yes, withhold SDI, subject to SUI. N is for NO, don't withhold SDI, not subject to SUI. U is for subject to SUI only. S is for withhold SDI only. 51 Q: Why don't the 403 section 125 wages appear on the quarterlies or W-2's? A: Section 125 wages are not reported on these tax reports per IRS/State guidelines. 52 Q: Can I use Piece-work & hourly at the same time? A: Yes, setup two hourly rates. Rate 1 would be for hours worked. Rate 2 would be for pieces. 53 Q: What files are need to restore one client from a disk or tape backup? A: Any file that matches your client number. Client numbers are always six digits (i.e. #1 = 000001, #25 = 000025, #422 = 000422). This will restore all employees & earnings. Company information must be setup manually on the Adminstration Menu. 54 Q: Why are my deposit checks coming out with the amount for the whole quarter/year? A: The prior deposit history has not been entered, or entered correctly. Enter any deposits already made using 'Enter Tax Payments' on the main menu. This section is mainly used internally by Insta-Pay, and the entries have to be just right. To avoid any problems, enter all deposit payment history using the first date of the quarter (i.e. quarter 1=1/1/95, quarter 2 = 4/1/95). Be sure to enter the payments for all quarters of the year 55 Q: How do I re-print a current-earnings register, checks, or stubs? A: If the information has no been posted, choose register/checks/posting again. If the information HAS been posted, choose 'Administration Menu', 'Reprint Payroll/Checks'. If you are running the 'Archive Daily Spools' routine, the numbers '01 to 99' should be changed to '01 to 01' for the first batch of payroll, or '01 to 02' for the first two batched of payroll and so on... If you are not running the 'Archive Daily Spools' routine, the numbers '01 to 99' allow you to indicate which batch of payroll you would like to reprint since the last 'Archive Daily Spools'. 56 Q: Why are my deposit checks different from the deposit coupons? A: Insta-Pay has not been enhanced yet to make the deposit coupons match the checks. If you are getting different amounts, then you are either paying taxes early or late. These features were added as 'extras'. To get the deposit coupons, and checks to match, choose 'Y'es to pay when taxes are due. Be sure to only pay on the last payroll of the month for monthly depositors. The "D" option for SUI is an exception, the coupon will match the check when paying SUI in advance with "D". 57 Q: How do I determine how many 941's, W-2's, etc. that I will be printing/need to order? A: 'Administration Menu', 'Company Statistics' 58 Q: How do I void a tax payment check with a 2000 date? (applies to all deposit checks) A: On the View/Void checks screen, highlight the check, press the delete key. Read the instructions on screen. In summary, they say to go to register/checks/posting, and use the same PAYROLL check date. This is not the actual check date. For example, a monthly depositor with payroll checks dated 12-31-2000 will have a deposit check dated 1-15-2001. After voiding the tax payment check, use the same 12-31-2000 PAYROLL date, NOT the 1-15-2001 tax payment date. The same applies to Semi-Weekly depositors. 59: Q: Why does the tax form print on one page and the actual earnings/employee info on a separate page? A:
When using Windows 95/98/NT and a local (non-networked)
printer, Laser-generated plain paper form prints on one
page, and the information prints on the next.
-OR- When
using Windows 95/98/NT, The computer crashes to a “blue screen
of death” with a SPOOL32 or other PRINTER error. Do
the following: Left <click> ‘Start’, ‘Settings’,
‘Printers’, then right <click> the appropriate printer,
left <click> ‘properties’, left <click> ‘details’,
left <click> ‘port settings’, uncheck the ‘spool ms-dos’
print jobs box, left <click> ‘OK’. A:
While using a network
printer on a Microsoft network with Win95/98/NT, the form
prints on one page, and the data prints on the next page.
THIS DOES NOT APPLY TO PRINTERS PHYSICALLY ATTACHED
TO THE WORKSTATION, IT THIS ONLY APPLIES TO PRINTERS ATTACHED
TO A MICROSOFT NETWORK (MICROSOFT WIN95/98/NT PRINT SERVER). The
following procedures must be performed by the whoever setup
the network. This ensures that other network
programs/settings are not disturbed.
Read #1 & #2 completely before implementing this
solution. 1)
On the Win95 machine physically attached to the printer,
setup a new printer using the windows TI-850/855 driver (even
though your printer is NOT a TI-850/855).
Make a network sharename for that printer. Do not make
the printer the DEFAULT windows printer.
Do not print a test page.
Do not use this printer when printing from Windows
applications. 2)
On the Win95 client machine accessing the printer across
the network: setup
a new printer using the windows TI-850/855 driver (even though
your printer is NOT a TI-850/855).
CAPTURE LPT1:, or LPT2: to the sharename created in
step 1. Do not make the printer the DEFAULT
windows printer. Do
not print a test page.
Do not use this printer when printing from Windows
applications. From the Insta-Pay Main Menu, select the
Administration &
Misc menu. Update
the System Configuration screen with
LPT1:, or LPT2:, depending on what you chose above. Also update Modify Company Info, page 3 with the same information. A:
Insta-Pay is not compatible with JETDIRECT
print servers. The
JETDIRECT print server assumes end of job after our form downloads
and issues a page-eject command. This results in the form being drawn
on one page and the data being drawn on the next. HP has no remedy or workaround for
this problem. The
only solution that we have come up with is to use the parallel
port with a different 10/100 BaseT print server.
For our JetDirect printers, we use the LANTRONIX MPS-1-10T
or LPS-1-10T. The
unit costs about $100-$175 from LANTRONIX (http://www.lantronix.com). It can be configured to work in
standalone mode as a NETBIOS printer. It can also be setup as a Windows
NT LPR printer. For
further information, consult with your network administrator. Click START, SETTINGS,
PRINTERS Click ADD PRINTER,
NEXT, LOCAL PRINTER, NEXT, SELECT THE LPT PORT (usually LPT1:),
NEXT, Generic Manufacturer, Generic/Text Only Printer, NEXT,
Keep existing driver (if asked), For Printer Name, type: DOSPRINTER, Answer NO to use as
Default Windows printer, NEXT, for Share As, type: DOSPrinter,
NEXT, Answer NO to TEST PAGE, NEXT, FINISH Start the payroll
program, select the DOS SHELL, type: NET CONFIG WORKSTATION <enter> Note the Full Computer
name that prints from above, replace COMPUTERNAME below with
the Full Computer name shown from the command above. NET USE LPT2: \\COMPUTERNAME\DOSPRINTER /PERSISTENT:YES <enter> EXIT <enter> Start Insta-Pay. Select ADMINISTRATION MENU, SYSTEM CONFIGURATION. Change LPT1: to LPT2: A:
While using
a network printer with a NOVELL network
and Win95/98/NT, the form prints on one page, and the
data prints on the next page.
THIS DOES NOT APPLY TO PRINTERS PHYSICALLY ATTACHED
TO THE WORKSTATION, IT ONLY APPLIES TO PRINTERS ATTACHED
TO A NOVELL NETWORK (NOVELL PRINT SERVER). 1) Increase the spooler timeout value—Add “TI=30” to the CAPTURE command. 2)
Add “NoAutoEndCap” to the CAPTURE command. 3)
Add “NoTabs” to the CAPTURE command 4)
Add “NoFormFeed” to the CAPTURE command Q:
Why are the MICR symbols printing correctly? -or-
Why is the printer is printing in the wrong
FONT when I attempt to print a 941, 941-B or DE-6? A:
Set the printer to: DPI
= 300 RESOLUTION
= 300 FONT
SOURCE = I FONT
NUMBER = 0 SYMBOL
SET = PC-850 PITCH
= 10 CPI This
is done on the printer itself using the printer control buttons. Not all printers have all of the
above settings. Change
those that apply. A: Check
the SHELL PROCESS TO RUN BEFORE MICR PRINTING on page 3 of
the company info. It
should be set to: COPY MICRFONT.PCL LPT1:/B If your PORT is LPT2: or LPT3:, change the LPT1: above to match. |
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