Write and print a payroll check

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2008 only.

If you do not use the Manual Payroll Calculator in Microsoft Office Accounting 2008, you can calculate your payroll by using a different method, and then use the Pay Stub form to issue your payroll checks.

Every payroll check transaction is entered into a bank account register. After you record a payroll check, you cannot delete it. If a payroll check is not valid, you can edit it or mark it void.

Tip: *If you frequently create payroll checks that contain the same information, you can save a pay stub as a template that you can reuse. For each employee, edit the recurring pay stub template, enter employee payroll information, and then create a new recurring pay stub using the employee name. For more information, see Create a recurring document. You can also select to be reminded to record and print the checks at regular intervals.

To create a payroll check, do the following:

1. On the Employees menu, click New Pay Stub.

2. Enter the information on the Pay Stub form.

   Note: Make sure to select the To be printed check box.

3. Do one of the following:

   • To print the payroll check immediately, on the toolbar, click Issue Payment.

   • To print the payroll check later, on the toolbar, click Save and Close.

   • To save this pay stub and to create another pay stub, click Save and New.

   • To save the pay stub as a template that you can reuse, click Recurring.

Print a payroll check

If you have purchased checks from Checks and Forms for Microsoft Office Accounting 2008, you can print the checks by selecting the To be printed check box on the Pay Stub form.

1. Do one of the following:

   • On a saved Pay Stub form, on the toolbar, click Issue Payment.

   • On the Banking menu, click Print Checks.

2. In the Print Checks dialog box, click the arrow next to Account to select a bank account.

   Note: If you clicked Issue Payment on a Pay Stub form, this field displays the account entered in the Pay from field and is read-only.

3. In the Starting check no. field, specify a check number for the first check to print.

   Note: Office Accounting 2008 tracks the number of the last check printed and automatically fills in the next check number.

4. Select one or more checks you want to print.

   Note: To select all checks in the list, select the check box next to the Date heading.

5. Click Print.

6. Select options in the Print dialog box.

   Note: To print pay stubs on the payroll check, in the Print dialog box, click the arrow next to Print Style and then select Voucher check format, and then click OK

7. Confirm that the selected payroll checks printed correctly, and then click Close.

Edit a payroll check

1. On the Employees menu, point to Employee Lists, and then click Employee Payments.

2. Double-click the payroll check that you want to edit.

3. On the toolbar, click Edit.

4. Enter the information on the Pay Stubform.

   Note: We recommend that you edit only pay stubs that have Not Issued status.

5. Do one of the following:

   • On the toolbar, click Save and Close.

   • To save your changes and create a new pay stub, click Save and New.

   • To save the pay stub as a template that you can reuse, click Recurring.

Void a pay stub

1. On the Employees menu, point to Employee Lists, and then click Employee Payments.

2. Right-click the payroll check that you want to void, and then click Void.

3. To confirm, click Yes.

After you void a payroll check, Accounting 2008 does the following:

• Stamps the pay stub VOID.

• Creates a reverse posting with the same financial date, so the pay stub is financially removed from the ledger, but you have an audit trail.

The VOID stamp also appears in the Employee Payments list.

Related topics

Buy checks

Enter payroll manually