Thank you for using PAYTIME PAYROLL PROGRAM.this is a fully functional program.Created on a pc-compatible computer ,with 640k,monochrome monitor,Epson fx-85 printer,40 meg hard disk. Paytime was written and compiled using Microsoft Quick Basic. Elaborate graphics and pull down menus have been sacrificed for simplicity and and to keep PAYTIME from using unnecessary disk space. PAYTIME is intended to be a simple program designed for, small business's that have less than fifty employees, Companies that don't need complicated payroll accounting systems and for Persons who are new to computer systems. Persons who are in need of a program that can be easily updated as tax laws and tax rates change. Every effort has been made to insure there are no bugs in this program, but experience shows that there will be problems that we are unaware of. Should you have problems using PAYTIME, we beg for your indulgence and assistance in correcting these problems. You can be of assistance by notifying DataTex of problems you encounter,and also submitting suggestions for enhancing efficiency. Persons who make usuable suggestions will be given credit by recieving an extra major update,Free. We have tried to make this program as simple as possible, but we highly recommend that users have some experience in DOS operations before using this program.  You will notice that I use database terminology very loosely. For example I often use file and record interchangeably. A file is a group of records. Sometimes, files in PayTime contain only one record .Thats why we use the word database as a catch all phrase .   REQUIREMENTS   IBM or near compatible - with 256k  DOS - with Vdisk command preferred. (will work without Vdisk.)  Monochrome or graphics monitor. 1 - 360k 5 1/4 floppy drive or 2 - 5 1/4 floppy drives or Hard drive. Printer   WHAT PAYTIME WILL DO   calculate payroll for twenty employees Caculate federal income tax Allows user to enter federal tax data Calculates pay for hourly employes Calculates pay for salaried employees Calculates social security tax Allows user to enter social security tax rate Calculates state employement tax Allows user to enter state employement tax rate Calculates federal employement tax Allows user to enter federal employement tax rate Allows user to enter two optional payroll deductions  Prints payroll checks for pay period or single checks Calculates state income tax(registered version) Calculate county income tax(registered version) Calculate city income tax(registered version) Selection of pay period print out data. Selection of data to print on check-stub   PROGRAM LIMITATIONS.  The payroll calculation program does not include a module to figure Earned income credit. If you are in need of EIC calculations, then request this feature when you register your copy of PayTime.  PayTime can handle only one pay period at a time. For example if your pay period is weekly, then the program can not handle bi-weely,monthly and so on. If you have need of different pay periods,then you will have to setup a different directory and use PayTime in that directory.      Licence Agreement The material described herein is copyrighted LICENSED MATERIAL and the property of Datatex Publishing.  This material is being distributed as a Shareware product. You are encouraged to copy and distribute the product, except source code, with your friends and associates, provided you do not charge a fee. If you decide to use this product, you are urged to become a REGISTERED user.   Under no circumstances may this product be sold without the express written permission of Datatex Publishing. The material is being provided "AS IS" without warranty of any kind, either expressed or implied. The entire risk as to quality and performance of this material rest with the user. In no event shall Datatex Publishing be liable to you for any damages including any lost profits, lost savings or other incidental or consequential damages arising out of the use of this material even if we have been advised of the possibility of such damages or any claim by any other party. Use of this product indicates your acceptance of these terms and conditions.   REGISTRATION BENEFITS   1. Receive a printed manual 2. Receive a new distribution diskette with your registration number 3. One free major update 4. A $5.00 commission for each new registered user that provides us with your registration number.   Microsoft is a trademark of Microsoft Corporation Microsoft Quick Basic is a product of Borland International.    2 Paytime Payroll Program  Registration Form    Name: ________________________________________________________  Company: ________________________________________________________  Address: ________________________________________________________ City: ________________________________________________________ State: ____________________ Zip Code: ______________  Telephone: (_________) _________ - ________________    Paytime Payroll Program Version 3.00 - 111  Payment for Registered Paytime Payroll Program manual, software and distribution diskette:  Send _______ copies at $35.00 each ___________._______  TOTAL ___________._______   [ ] Check enclosed [ ] Money order enclosed    Datatex Publishing  Rt.1 Box 43a  Buna, TX. 77612  (409) 994-5118   3 Datatex Publishing  Rt.1 Box 43a  Buna, TX. 77612  (409) 994-5118    PRODUCT FEEDBACK Help us make our product better by completing and returning this form. Your feedback will help us to improve future releases of this software.  Name:________________________________________________________  Company: ________________________________________________________ Address: ________________________________________________________  City: ________________________________________________________  State: ____________________ Zip Code: ______________  Telephone: (_________) _________ - ________________    DOCUMENTATION FEEDBACK   Help us make our documentation better by completing and returning this form.  Your feedback will help us improve future products.  Name: ________________________________________________________  Company: ________________________________________________________ Address: ________________________________________________________ City: ________________________________________________________ State: ____________________ Zip Code: ______________  Telephone: (_________) _________ - ________________     Paytime Payroll Program Version 3.00  Operating system: ____________________________________  Computer: ________________________  Memory(k): ________ Programming experience: ____ years;  Please rate the documentation on a scale of 1 to 10 where 1 is poor, 5 is average and 10 is excellent. ___ Completeness ___ Usability ___ Accuracy ___ Readability ___ Organization ___ Understandability   Was the demo program useful? ___ Yes ___ No  Is information easy to find? ___ Yes ___ No  Were errors found in the documentation? ___ Yes ___ No.If yes, please give  page number and description of the error.   Is the manual ____ too long?  ____ too short?  ____ about right?  Please write other suggestions or comments on the back of this form.     GENERAL INFORMATION.  CONFIG.SYS FILE.  A config.sys file will set the number of files that can be opened and used at the same time. This program will have several programs open at the same time, so the config.sys file should be set to handle 20 open files. The default number of open files is normally 10.  The config.sys file should be placed in the root directory. Only one config.sys file can be used on the computer system. After installing a new config.sys file, the computer will have to be turned off and back on ,to make use of the new file.   If you aren't familar with the procedures necessary to create a config.sys file then use the one on the PayTime program disk. Use the 'copy' command to copy the file to the root directory.   Example: from the C: drive prompt. Copy A:config.sys   MAKE A DIRECTORY: Usually major programs are installed on separate directories. A separate directory keeps the root directory from becoming to cluttered and hard to read. A separate directory is much safer to to use . If you make a major mistake, normally,it will not effect programs or data in other directories.  Example: from the C: drive prompt. mkdir pay.dir or md pay.dir  After you have created the pay directory then go to the  directory. Example: chdir pay.dir or cd pay dir   When you are in the pay.dir, then load all programs and files from PayTime disks.   PAYTIME installation Before using PAYTIME : Make backup copies. One floppy system Two floppy system Fixed/floppy disk system Assuming PAYTIME is in drive a: Example: copy a:*.* after all files from first disk have been copied to the fixed disk then copy all files from the second PayTime disk. SPECIAL INFORMATION FOR ONE AND TWO FLOPPY DRIVE SYSTEMS For users without a hard disk, answering DOS's request to place in drive "A" the disk with COMMAND.COM on it,is a constant chore. Swapping can be avoided by setting up COMMAND.COM on a ram disk where DOS can always find it. When Dos needs to reload* command.com , it automatically finds it on virtual drive "C". A further benefit is that COMMAND.COM loads faster from the RAM* disk than from a floppy disk in drive A Add DEVICE=VDISK.SYS 64 to the CONFIG.SYS FILE Add these two lines to the AUTOEXEC.BAT FILE COPY A:COMMAND.COM C:COMMAND.COM > NUL SET COMSPEC=C:\COMMAND.COM The first line copies COMMAND.COM from the boot disk in drive A to the newly installed RAM disk, which should be drive C on a one or two drive system. Redriction to the null device(>NUL) prevents the display of the COPY command's usual message The second line sets the inviroment variable COMSPEC (which* roughly stands for "command processor file specification"), so that DOS knows to look for COMMAND>COM in the RAM disk C rather than going to the default drive A. PROGRAMS PAYTIME.EXE - Main menu. Allows access to(Create Tax rates Menu/ view and modify menu / Print menu). TAXTBLS.EXE - Enter tax information to create tax. files.(income tax / fica / futa / suit / overtime). VIEWADD.EXE - Enter base data for employees and company files. add records  view records  delete records undelete records modify records FIGPAY.EXE - Payroll calculation program (gross/tax/net..etc). PRTPRG.EXE - Prints employee base data,(name,address,pay,rate,etc..). Prints employee numeric data,(ytd totals ,etc)  Prints company base data.  Prints company numeric ytd totals. Prints pay period totals. Prints all payroll calculations. CKWRT.EXE - Check writing program/position data on check  select data to print on check stub. BRUN20 - Runtime prg.(c) copyright MICROSOFT CORP. 1982,1983,1984,1985,1986  Files  PAY1 - Employee base data(name/add/pay rate/allowances..etc). PAY2 - Employee numeric data file(year to date totals). PAY3 - Company base data(name/add/ein number). PAY4 - Company numeric data(year to date totals). PAY5 - Pay period totals(totals for each pay period). PAY6 - All transactions(each individual pay calculation). PAY7 - Header files. PAY8 - Record counters . PAY9 - Employee Index. PAY10 - Tax rates(FICA/FUTA/SUIT /overtime info). PAY11 - Income tax tables. PAY12 - Data to print on check stubs. PAY13 - Data to print on Pay period totals print out. PAY14 - Counters for check writing. PAY15 - Field names. PAY16 - Positioning data on checks. Pay17 - Header file for company base data. Pay18 - Header file for figpay  diskseq - disk and printer information 8 create company record -there is only one company record allowed for each payroll system. goto the view modify menu and create the company record . create income tax files - can use current file (for 1989 - weekly pay period)  pay period print out - can use current pay period print out file or got to calculate payroll and change these to your own selection check stub data can use current stub data file or goto ckwrt to change this data to your own selection. All other necessary files create automatically (index,counters..etc.).     ************* GETTING STARTED *******   PAYTIME PAYROLL PROGRAM copyright 1987,1988,1989  By: Ron Spoonemore P.O.Box 805 Buna,Tx. 77612   MAIN MENU. Date:01-01-1980   F1 - View / Modify / Add / Create / Del / Undel Records. F2 - Print Records.  F3 - Calculate Payroll.  F4 - Set Date.  F5 - Reset Payroll Records. F6 - Enter Tax Rates and Tables. F7 - Check Write. F8 - Enter Printer and Dr F10 - End Program. 9 CREATE/VIEW/MODIFY MENU. 1 - Employee Base Data.  2 - Employe Numeric Data. 3 - Company Base Data. 4 - Company Numeric Data. 5 - Pay Period Totals 6 - All Pay Transactions. ESC - Previous menu. ----------- Enter Number --------------- RESETTING PROGRAM. If there are old data records and you need to set up a new payroll records file, use menu selection from main menu. These are the files that will be effected.  Pay1(employee base data) Pay2(employee numeric data) pay3(company base data) pay4(company numeric data) Pay5(pay period totals) Pay6(All pay calculations) pay8(program counters) pay9(index file) deleting these records will not effect any other files such as the Income Tax file, Tax Rates files. VIEW EMPLOYEE BASE DATA DATE: 01-01-1980 MODE > WAITING. _________________________________________________________________  1 - Code Code [ ] 2 - Rec# EmpName [ ] 3 - Next Position [ ] 4 - Previous Street [ ]  5 - Add/Create Mail Add [ ] 6 - Delete c/s/z [ ] 7 - Modify Soc Sec [ ] 8 - Undelete Allow [ ] * - Rename Fld Mar Stat [ ] F9 - Cancel Pay Rate [ ] ESC - Previous Menu Start Date[ ] End Date [ ] Other* [ ] Other* [ ]  To insure consistency enter all charaters in upper case. This simplifies data retrieval when searching for employee numbers. Be very careful about entering data. Paytime has error checking routines, but it will not catch all data entry errors.  WARNING !! if character data is entered in a field that needs a number the pay calculation program will try to figure pay from the data it has  recieved ,and the program will give an error message   EMPLOYEE CODE .  The Employee code has to contain at least three characters. * These three characters have to be in the first three positions of the code. The employee identification number has multiple uses. Entering employee numbers seems complicated when first used, but because of The amount of information needed for a Payroll system,it is simpler, for the programmer and program user, to use codes, rather than set up the entry modules for all necessary information. Entering first three characters for CODE.  1. FIRST CHARACTER -- Can be one of two characters.  "S" to designate a (S)alaried employee.  --- OR ----  "H" to designate an (H)ourly employee.  ! no other characters can be entered in this position !   2. SECOND CHARACTER - used for social security purposes.  "F" in the second position is used to designate a family member that does not pay social security otherwise this  position can contain any alphanumeric character.  If "F" is not used in this position then an "R" can be used. This character designates a "R"egular employee.   3.THIRD CHARACTER - used for city tax  Some citys that have an income tax, have different rates for residents and non-residents of the city. The third character in the employee number should be 'R' for resident. Using  any other character designates a non-resident.  If your payroll system doesn't calculate city tax then you  can use any character in this position.  Don't use 'H,S,F,R' for default characters, in first three character positions. The program will assume you put these characters in these positions to direct the program to calculate payroll accordingly.  The other 7 characters in the 'Code' can be used for your own codes, such as employee initials or numbers to designate employee seniority.  Other information for employee records can be entered as prompted. make sure numeric entrys do not contain any commas or dollar signs. Example of right entry : 7000.00 or 7000  Example of wrong entry : $7000.00 or 7,000 Four fields are absolutely necessary for the program to calculate payroll correctly. Code Allowances. Marital status. Pay rate COMPANY RECORD. Unlike employee records the company record only has one record for base data and one record for year to date totals. The company numeric record keeps year to date totals for all pay catagories . This record sets up the 'company year to date' record to recieve data. federal ID. :federal employee identification number.Number issued by goverment for federal tax purposes.  TAX RATES   tax rates - The example tax rates file holds  FICA set at 7.51%  soc. sec limit 45000  state unemployment (SUIT) 2.31  limit on SUIT 7000  fed. unemployment (FUTA) .008%  limit on FUTA 7000  overtime pay after hours 40  percent for overtime pay 1.5  min. amt. for salaried emp. 100  max. amt. for salaried emp. 500  base hours for salaried emp. 40  State income tax (if flat rate) .6  County income tax (if flat rate) .05  City income tax (if flat rate) 1.5    'Overtime pay after hours' can be set to zero,if you do not pay overtime. Pay will be figured as straight time. minimun and maximun hours for salaried employee aren't necessary to figure pay, but are used as a safety to check for to much pay. Base hours for salaried employee aren't necessary,but are used as a time reference.  Social security tax rate.(FICA):Insure that decimals are in correct position. Social security tax rate for 1988 is 7.51 example of right entry: 7.51 example of wrong entry: 07.51 or .751 or .0751 Limit on gross to pay social security. explanation : If an employee makes over a designated amount on gross pay during the year,then that empoyee is not liable to pay social security. The limit on gross for 1988 is 45000 example of right entry: 45000 or 45000.00 examples of wrong entry: $45,000 ,$45000,$45000.00 12 State Unemployment Insurance Tax rate.(SUIT.)> Tax rates vary with state,type of business and other factors. The tax rate for our company at this time is 2.31 example of right entry: 2.31 Limit on gross to pay state unemployment.: Same explanation as above. the limit on gross for 1988 is 7000. example of right entry: 7000 Federal unemployment tax rate(FUTA.) The federal unemployment tax rate for our company at this time is .008 Example of right entry: .008 Limit on futa. The limit on gross for futa for our company at this time is 7000 example of right entry: 7000 Over this amount of hours pay overtime(0T-hrs). If your company pays overtime then enter number of hours after which you will pay overtime. Can not enter daily overtime.This number will usually be numbers such as 40,80,100 etc.... Percent to pay overtime. Enter the percentage of pay to pay for overtime. example: time and a half.This would be regular time plus half of regular time for overtime hours. example of right entry: 1.5 example of wrong entry: 1.5% State income tax (if flat rate) Flat rate means that the tax rate does not need a formula or table to calculate taxes. This entry can contain any state tax that is figured on a flat rate. If zero is entered, the program will calculate these values to 0 County income tax (if flat rate) City income tax (if flat rate) ! Warning ! These tax rates may vary for your state or company. Research current rates for your area and business type. 13 CREATE INCOME TAX FILES Income tax(inctx.) (Must have circular:(IRS. publication 15 )'EMPLOYERS TAX GUIDE' for current year. The first prompt for income tax files asks for pay period. Length of pay period entries allowed. weekly biweekly semimonthly monthly The second prompt asks for withholding allowance.Withholding tables can be found in 'publication 15 EMPLOYERS TAX GUIDE 'enter allowance that corresponds to pay period and press enter. Entering income Tax Rates Look in EMPLOYERS TAX GUIDE (circular E ,Publication 15) and locate tax table that corresponds to pay period.Enter information exactly as shown. (DO NOT USE COMMA'S).Do not enter dollar signs or percent signs. You must enter decimals in front of percentage rates.Make sure you use decimal in the correct position. Place cursor on dashed line [_____] for numbers you want to enter.Then enter amount that corresponds to that location. example:$[20______] $[363_____] [.15_]% While entering information the cursor keys can be used to move around the screen.To remove unwanted charaters move cursor over charater to be removed and use space bar to delete the unwanted character. Be very careful about entering income tax information.Any numeric values entered incorrectly will give incorrect calculations when figuring income tax. It is easier to enter the amounts column by column instead of line by line.When all information has been entered press f1. Should you want to cancel data entry press < Q > the program will be returned to the main menu and the current Income Tax file will not change. Use figpay to test income tax information and check payroll calculations for correct entry. VIEW / MODIFY RECORDS E)mployee number: To display a record by using Employee number press < E >, then at the bottom of screen you will be prompted to enter the Employee number. Enter code and press < return > 14 R)ecord number: to display a record by record number press < R > then at the bottom of function box you will be prompted to enter record number. enter number of record to view and press < return > N)ext record: View next record in ascending sequential order press < N > P)revious record: View record descending sequential order press < P > A)dd Record:Add records press and enter new information. When all information entered into record press < F10 > to file the record. Add records is also used to create a new file after initialize has set record counters to zero. M)odify record: To modify/edit a record that is displayed on screen press < M > and modify the record. When modification complete press to file the modified record. D)elete :To delete, display the record that you want deleted and press < D >. Using the delete option does not remove the record from the file. A code is placed in the index file to prevent the record from being used in the pay calculation program. The file can still be viewed ,modified and printed. U)ndelete: To undelete a record that has been deleted with the DELETE option, display the record on the screen and press < U >. Undelete renoves the deleted code placed on a deleted record. ESCAPE) to cancel: If you are adding / modifying / viewing a record . Escape will allow canceling any operation on the record and leave the record unchanged. Q)uit: Pressing < Q > returns the program to the View/modify menu. The Quit option does not file records or change any record values. Except for the Add option, the same view/modify options apply for other files. RENAME FIELDS In the EMPLOYEE BASE DATA MENU there are two field names that end in an Asterisk character.Pressing the "*" character allows the user to change field names.These fields contain names for items that are removed from gross pay. 15 PRINT RECORDS 1 - Start field selection Places cursor in position to start sleecting items to print. Enter the number 1 for first item to print,enter 2 for second item..... The char count display keeps track of how many characters are used, for each selection.Item selection does not have to be in sequential order. When you put a 1 by item ten, item 10 will be printed first,item 2 second..... 2 - Compressed OFF.: Pressing 2 turns compressed on and off. Compressed OFF, allows 80 characters(cols) to be printed before the printer uses a carriage return. Compress ON, allows 132 chara cters to be printed without a carriage return, printing 132 charaters across. The compressd code is for the Epson FX printer. The brand of printer you are using may or may not be able to print in compressed mode,using these code settings.(if this code is not appropriate for your printer, please , notify Datatex.) 3 - Print all records: Prints selected information for all records. 4 - Search for records:Prints selected information for the selected records. 5 - Goto print menu: Returns print menu. E)SCAPE to cancel: This option cancels the current print selection F10 - End Selection: After selecting fields to be printed, pressing F10 ends selection and allows the computer to set up for printing selected fields. The same general instructions apply for all other print modules. CALCULATE PAYROLL A)ll employees:Calculates payroll for all active employees. Salaried employee's pay calculations are done automatically. When the program retrieves a hourly employee record, it will prompt the user to input the hours for the pay period. Employee records that haave been deleted will not be retrieved for pay calculations. S)elect employees:Calculates payroll for selected active employees. 16 P)ause OFF :The default setting for this switch is OFF. In this position as soon as employee pay period hours are entered and < enter > is pressed the program calculates pay and prints out the pay period totals for the employee. By pressing < P > the program will wait until < enter >is pressed before printing pay period totals. This switch gives the user a chance to check the data before printing. WRITE CHECKS: The write checks program can be reached through the Main Menu or the Calculate Pay Menu. Print checks: After pay calculations are complete the information for these calculations are filed on disk and used for printing checks. Only the most recent data is used.If new pay calculations are done then the old data is deleted and replaced by the new data. The check writing program uses NEBS form 9024,multipurpose checks. Using this option will print checks for all employees who have had pay calculated by the last use of the Calculate Pay prog- ram. Check number: Most printer feed checks have ascending numbers printed on the checks, this option lets you enter a number of your choice. Each consecutive check printed will be incremented by one. Stub Data: Usually payroll checks have information printed on stubs for the employee's use. The Stub Data program lets the user select information to be printed on the check stub. To select data press < S > in the check write menu. You will be taken to the Stub Data menu. When in the Stub Data menu use the cursor key to move to the fields you want printed and press < C > to select data to be printed on the stub. There are thirty six items on the screen to select from, But only twenty-six items can be printed on the stub. You can choose to print fewer fields . A)lign check data This option allows users to make small adjustments in positions for information being printed on checks. When the data positioning program is brought, up on the screen, previous data will be displayed in the position for the data that will be effected. It is a good idea to make a back up copy of the check movement 17 file,before making changes.The check movement file is Pay16 Line spacing: The line spacing is set to n/72. Where n is the number of 72nds distance between lines.You will need to keep in mind that if you change line spacing,all data positions on the check will be effected. Also when you move data down, all data below that data will be moved down. Very small movements can cause radical diferences in data positions. FEED top of check: This feed option controls the distance (line feeds) between bottom of check stub and the check . moving data: When the check is displayed on the screen, each data item has sets of closed brackets on the left side of each item. The first item is for moving the data item down, the second item is for spacing data to the right. M)ain menu REGRISTRATION AND GENERAL INFORMATION. Persons using this program should be aware of the User Supported program concept and realize that the only way to keep recieving quality software at bargain prices, is to register programs . The registration fee of for PayTime is $35.00. Persons who use this program will find it to their benefit to register with the author. This small fee is necessary for materials and other items that will enable the author to make this program more functional and professional. Do not let this request for registeration deter you from submitting suggestions or asking for assistance in using this program.Should you have a problem using this program it will not be intentional on the programmers part.All precautions have been taken insure that users do not get trapped and have to send the author money before they can make use of the program. Registered users needing a state income tax program integrated into Pay-Time, send necessary information for their state. The income tax module will be installed free. Also registered users may request the program be set up to use other types of checks. Programmers, who want to customize this program for thier personal needs can purchase source code for $65.00. Also Datatex Publishing will customze Paytime for users who have special needs. Contact author for details. 18 REGISTRATION FOR PAYTIME ------------------------------------ $35.00 SEND REGISTRATION FEE,QUESTIONS,AND SUGGESTIONS TO: Ron Spoonemore P.o.box 805 Buna,TX. 77612 409-994-5118 base data - A mixture of character and numeric data. For employee information name,date,pay rate...etc. numeric data - Data that holds employee pay totals, pay period totals...etc * - denotes fields names that can be changed. Changing these names do not change their function.