Process Payroll

A Payroll batch is a grouping of time entry records selected for processing to determine how much is owed to each employee for hours worked. This includes deductions (equipment or agency) and check generation.

• FLSA Overtime Adjustments

On This Page
→ Payroll Process Video → Create a Payroll Batch → Select Transaction	→ Process the Batch → Print the Checks (Paper and ACH/Direct Deposit) → Generate ACH File → Reprint Check Stubs

 

Payroll Process Video

Create a Payroll Batch

The New Batch option is available on all Payroll sub-menu pages. It creates a payroll process based on new (not previously processed) time accumulated within a stated date range.

1. Navigate to Main Menu > Back Office > Payroll > Home.

2. Click New Batch to open the New Payroll Batch wizard.

   
3. Select the appropriate Accounting Period from the drop-down menu.
4. Select the effective Check Date by clicking the drop-down calendar menu.

5. Select the Run Type for the batch:

   Field	Description
   Advance Bank Payout	If an employee has a balance to pay out in their Advance Bank, they will appear in the Payroll Selection screen to be added to the batch. Processing payroll will generate a paycheck for the employee and deplete the Advance Bank.
   Check Run	Cut paper or ACH/direct deposit checks for time worked.
   Check Reverse	Reverses a bad check allowing for cancellation or reissue.
   Check Reissue	Reissues a previously cut check with any new modifications.
   Check Void	Cancels a cut check completely.
   Clear APItems	Removes pending Accounts Payable (AP) items such as child support from this pay period.
   Deduction Authority	Pays out the pending payment from deductions withheld from this pay period.
   Subagency Pay	Pays an agency for the use of an external employee on an assignment.
   Tax Authority Pay	Pays tax agencies for the money withheld for a pay period. See Admin Tools: Tax Authority for more information.

6. Select the Bank account that will be used to generate checks for the batch.
7. Enter a Description for the batch (e.g., "This payroll batch includes year-end bonuses"). This field is optional.
8. Enter a message to appear on each paystub. This field is optional.

9. Select any applicable optional checkboxes:

   Option	Description
   Make All Checks Live	All paper checks in the batch will become "Live" checks regardless of the direct deposit or pay card set up on the payee's record. Often used when running a bonus payroll.
   Lock Printing Checks	The user will be unable to print checks until the Lock option has been unchecked.
   Ignore Permanent Deduction Setup	All checks in the batch will not account for any deductions set up on the employee record. For example, normal healthcare, child support, and expense reimbursement deductions will not be deducted.

10. Click Finish.

Select Transaction

1. From the Payroll > Home page Actions buttons, click Select Transaction.

   

   The Payroll Selection window will open.

2. Select the category by which results will be grouped:

   Group Option	Description
   Direct Deposit	Group by employees receiving direct deposit versus a paper check.
   User	Group batches by users in Avionté.
   Branch Name	Group by branch.
   Agency Name	Group by the agency's name.
   Deduction Type	Group by the type of deduction.
   Worked Week	Group by the week that was worked.

   Note: Transactions can be grouped further by selecting a column header in the grid and dragging it to the shaded blue grid header with the GroupByKey label.

3. Select the desired transactions. There are three ways to mark transactions for inclusion:

   Option	Description
   Mark Individual Boxes	Selects and adds a few transactions to the batch.
   Select All	Selects every transaction, including any that are filtered out.
   Select Filtered Item	Selects all transactions that are not filtered out and are visible in the grid.

4. Click Save & Close.

Process the Batch

1. Click the Process button on the Payroll Home tab.
2. A summary window displays the number of checks processed and time elapsed. Click OK.

3. If errors occurred during processing, they appear on the Error and Warning tab on the right side of the window. Resolve any errors and click Process again.

   

Print the Checks (Paper and ACH/Direct Deposit)

Follow these steps if you are printing paper checks or processing ACH/Direct Deposit.

1. Click Print Checks. The Payment Print window will open.

   
2. Set the Start Check Number to the number of the first check in the batch.
3. Set the End Check Number to the number of the last check in the batch.
4. Enter the total number of checks in the batch in the Check Count field.
5. Confirm the Sort Options order is correct. To change the sort order, select an item and use the Green Arrow buttons to move it up or down. The first item in the list is the primary sort, the second item is the secondary sort. For example, if "Branch" is first and "Employee Name" is second, checks will be sorted by branch and then by employee name within each branch.
6. Check Flag Print Complete to mark the batch as "printed" without printing physical copies. Check this box when processing ACH/Direct Deposit.
7. Check Print Without Preview if you do not want to preview checks before printing.

8. Click Print Checks when ready.

   Note: No additional changes can be made once checks have been printed.
9. A confirmation window will appear asking if the checks were printed correctly. Review the checks for any printing errors.

10. Click Yes to post the payroll, or No to reprint the checks:

    Selection	Resulting Action
    Yes	The payroll batch is posted. No further action is required. If paystub emailing is enabled, stubs will be emailed at this point. For more information, see Email Paycheck Stub.
    No	The user will be guided through reprinting the checks.

Generate ACH File

To generate the ACH file for Direct Deposit checks:

1. Navigate to Weekly Process > Export/Import side tab.
2. In the Select Feed drop-down, select Generate ACH.
3. Select a Payment Bank. The feed will produce an ACH file for all paychecks from this bank.
4. Select the current, open accounting period from the Accounting Period drop-down menu.
5. Choose a file path to which the ACH file will be saved.
6. Select Process Feed.
7. A confirmation will appear stating the ACH file was generated successfully. Click OK to close the window. If errors occur, a different window will appear — click Yes to go to the Errors tab to review and resolve issues. Once resolved, process the file again.

Reprint Check Stubs

Check stubs can be reprinted by generating them in PDF format.

1. Navigate to Employee > Pay History > Pay History tab.

   
2. Click Actions > Refresh to ensure the most recent history is displayed.

3. Select the checks to reprint by checking the boxes in the Select column.

   

4. Click Options > Print Paycheck Stubs.

   

5. A PDF report is generated in a browser window.

   

A separate report is generated for each selected pay stub. To combine all selected stubs into one report, set the Config Option MergeSelectedPaychecksForPrinting to True for the applicable suppliers. For details see Config Option - MergeSelectedPaychecksForPrinting – Avionte Classic.