PayWindow Payroll System

PayWindow Payroll System

Table of Contents

PayWindow Payroll System ...5

About ZPAY ...7

Technical Support ...14

Purchase PayWindow ...16

Mail Order Form ...17

Enter Registration Code ...18

Ordering Forms ...25

Our Other Software ...27

AutoLogonWindow ...28

TimeClockWindow ...29

TimeBillingWindow ...30

InfoPro ...31

Getting Started ...32

Bug Reporting Tool ...35

Importance of Updating PayWindow ...37

Shareware Evaluation Window ...39

Welcome (Login) Window ...42

How to Enter Year to Date Information ...46

GDI Plus Errors ...51

PayWindow Main Menu ...53

Create New Company ...70

Company Setup and Editing ...73

Company Settings Tab ...74

Multi-State Settings ...78

Department Titles Tab ...83

Deductions Settings Tab ...85

SUTA Rate / SDI Override Tab ...89

Direct Deposit / ACH Tab ...93

Direct Deposit Step by Step ...97

Direct Deposit Data Items ...104

Employee Setup and Editing ...110

Employee Tab ...114

Payrate Tab ...120

Salaried and Commissioned ...121

Hourly Single Department ...123

Non-Employee Payee ...128

Pay Tab ...130

Pay Tab Non-Employee ...137

Note on CA SDI / CA ETT ...139

Deductions / Taxes Tab ...141

Notes Tab ...145

Direct Deposit Tab ...147

Accrual Tab ...149

How to Pay Employees ...153

Employee Pick List ...155

Pay Salaried / Commissioned Employee ...161

Pay Hourly Employee ...172

Pay Hourly Multiple Departments ...177

Pay Non-Employee Payee ...179

Printing Checks and Reports ...180

List of Reports Available ...182

Payroll Reports Center ...187

The Two Most Important Reports ...194

Printing Checks ...197

Printing Direct Deposit Stubs ...201

Printing Tax Forms ...210

Printing 2015 Reports in 2016 ...213

Printing 941 Form Step by Step ...217

Printing W2 Forms ...226

W2Express and 1099Express ...232

Printing 1099-MISC Forms ...238

Custom Reports ...243

Install a Printer ...247

Other Tools in PayWindow ...251

Backup and Restore ...252

Backup Company Database ...253

Restore Company Database ...256

Change Payroll Date ...260

Company Organizer ...264

File Search Window ...265

End-of-Year Tool ...269

Import From Time Clocks ...276

Synel Time Clock ...278

Acroprint Time Clock ...289

QQest Time Clock ...290

Count Me In Time Clock ...296

TimeClockPlus Time Clock ...299

OnTheClock.com Time Clock ...300

TimeTrax Bio Time Clock ...304

QuickBooks Export ...306

Quicken Export ...308

GL Export ...310

Tax Tables ...315

Federal Tax Record ...316

State Tax Records ...320

Local Tax Records ...323

Transactions List ...327

Update Checker ...330

Alternate Update Download ...342

Auto-Update Checker ...347

Vacation Accruals List ...351

Options ...354

Network Tax Tables ...362

How to Move PayWindow to a New Computer ...366

How to Move Company File to Default Folder ...368

Instructions for Windows XP ...376

Become an Affiliate ...382

1099Express / W2Express ...386

DGR Software State Forms ...387

MAGGEY Child Care Management Software ...388

Shepherd's Staff Church Management ...392

PayWindow Payroll System

PayWindow is the fully featured payroll package from ZPAY Payroll Systems, Inc. ZPAY has been developing payroll software since 1978. ZPAY develops software packages for personal computers, for the Windows platform.

PayWindow was originally developed for the HeathKit computer (from Zenith Data Systems) then made for CP/M, then MS-DOS, and the old Windows 16-bit operating system. It is now only

available for Windows 32-bit and runs well under 64-bit Windows as well.

PayWindow is designed with easy-to-use functionality and user- friendliness in mind. PayWindow is made for accountants and laymen who have need to do their job quickly and fast as possible.

We have tried to make the help file as complete as we can. This will help you get started. We hope the help file will answer many of your questions, guide using PayWindow and for your future reference needs.

We have tried to keep our software simple to use and simple for most computer beginners. PayWindow has won just about every award possible which you can see on our website at http://zpay.com/awards.htm and we are very proud that so many have found PayWindow to be so excellent as we hoped it would be.

Just some of the features found in PayWindow:

• You can edit the Federal Tax Tables • You can edit the State Tax Tables • You can edit the Local Tax Tables • See real-time pay calculations on the fly

• Pay by Hourly, Salaried, Commissioned and even non-employee payees and report on 1099-MISC - Forms

• Pay by any pay period, Weekly, Monthly, Biweekly, Semi monthly, Quarterly or Semi annually

• Handles Regular Pay, Two Overtime Rates, Commission, Vacation Pay, Holiday Pay, Sick Pay, Reported Tips, Collected Tips and Allocated Tips

• Password protected

• Six user configurable deductions in addition to normal tax deductions • Maintain payroll for multiple companies

• Perform After-the-Fact Payroll

• Prints on any Windows printer with print preview before printing • Built-in Backup and Restore

• Export Payroll Entries to ACH. • Import from Time Clocks.

I hope that you find PayWindow the solution for your payroll needs. Thanks,

Paul

Paul Mayer, President ZPAY Payroll Systems, Inc.

Past President of the Association of Shareware Professionals Shareware Industry Conference Hall of Fame Inductee 1997

Association of Shareware Professionals Hall of Fame Inductee 2000 Shareware Industry Conference Lifetime Achievement Inductee 2002 Website: http://zpay.com

About ZPAY

ZPAY Payroll Systems, Inc., actually started in 1978 or 1979 when Paul Mayer, the President created his first payroll program for the old Heathkit computers. He came up with the name ZPAY when Heathkit was bought by Zenith. ZPAY Payroll System, Inc., was incorporated in 1983.

About Paul Mayer

Paul Mayer, our President, was the forum manager of the Shareware Forum on the Microsoft Network On-line from when it started in 1995 through 2000 when they closed down. Paul is a Past President of the Association of Shareware Professionals and the President of a shareware company, ZPAY Payroll Systems, Inc. which markets its products through Shareware. Paul is also a Freelance Web Designer who's designed pages for the Microsoft Network and the Government as well.

The History of ZPAY Payroll Systems, Inc.

Back in 1976, Paul Mayer our President, had a friend that worked at Heathkit, who was very persistent that Paul buy one of their new build your own computer kits. The H8 kit was just out and Paul's friend Al Olander brought one of these new toys home that he had built and invited Paul over. There was not much software back in 1976 for personal computers but Al did have a copy of the original Adventure Game. He sat Paul down at his new H8 computer and showed him the adventure game. Paul loved the challenge provided by this logical problem solving text game. It must have been about 2AM when Al finally demanded that Paul stop playing the game and go home so he could go to bed and get some sleep.

That next morning, Paul who was down at his downtown Chicago photography studio, called Al at the Downers Grove, IL Heathkit store. Paul told Al to wrap one up one of those kits for him and be sure to include the adventure game. That was the first of six computers that Paul would build for himself and others.

Now that he had a computer, he needed to find some software that could be used in his Photography business. As this was the early dawn of personal computers, not much was available. There was a simple payroll program in the Heath Users Group Library that was written in Basic for HDOS, the Heath Computer's operating system. Even though the

studio's payroll by hand took up to four hours a week, this clumsy basic program didn't save as much time as Paul wanted. Paul bought books on programming and started to become a self taught programmer. He wrote his first payroll program from a users perspective about the time that Zenith bought Heathkit and called it ZPAY. Paul had learned Basic first and used the MBasic compiler to compile his programs to make them run faster.

After a number of his business friends saw what he had, they urged him to sell the software commercially. So in 1983, ZPAY Payroll Systems was born. At that time, ZPAY was available for HDOS, CP/m, ZDOS and the new DOS from IBM.

Early ads in computer magazines, business newspapers and magazines were the vehicle to launch sales for this new commercial venture. This is an early 1983 ad that we believe is one of the oldest ads for ZPAY.

Here is an ad that was in a number of publications in 1984 and 1985. Most sales during these years was a result of print ads.

Paul also appeared at Computer User Groups with ZPAY to sell his software. One of the earliest was the Heath Users Group Convention in Chicago, Illinois. Here is a photo of Paul in his first computer show booth.

After creating ZPAY in Basic, Paul taught himself to program in Pascal using the Borland Turbo Pascal compiler and spent a year creating ZPAY II. This new release was designed for DOS as that was the future at the time. So CP/m, HDOS and ZDOS were dropped as supported platforms. ZPAY II was also uploaded to Bulletin Board Systems, CompuServe (actually called MicroNet in the early days), GEnie and passed out as Shareware any place Paul could find. This was the new way to go where you'd give out trial versions of your software and if someone liked it, they would buy it. As you can see by this next ad, the price was dropped to be compatible with other Shareware programs.

It was 1986 and Shareware was growing as the new way to buy software. Low cost and the 100% guarantee, you tried it before you bought it! Paul was writing the Beginner's column in Shareware Magazine during the 1980's and in exchange received free advertising in the magazine and with the release of his new improved ZPAY 3, took advantage of it with large display ads like this one.

Paul was one of the first members of the Association of Shareware Professionals and their third President. This allowed him to appear at many large computer shows such as PC Expo and COMDEX where the ASP would have a booth where members like Paul could display their software to users, buyers and the computer press. There were great times as Paul got to know many in the industry that came to know the quality of his software.

In 1993, Windows was becoming the operating system of choice and PayWindow was released. Created for Windows 3.1, this program was the payroll from ZPAY for the next ten years.

Then on the 20th Anniversary of ZPAY Payroll Systems, Inc., we released PayWindow 2003. The new state of the art payroll program that had incorporated users suggestions and feature requests accumulated over 20 years. This new release has won just about every award there is including the top honor of being chosen as the Best Business Application for the year 2003 and again in 2008 by the Shareware Industry Conference. PayWindow was also the People's Choice Award winner for the Best Business Application at the 2004 and again the 2009 Shareware Industry Conference.

That my friends is the story of ZPAY Payroll Systems, Inc. It's been one heck of a ride from the beginning of personal computers to the day where almost every home and office in America has one!

Technical Support

For Technical Support always be sure you have the latest release of PayWindow before contacting us. (Click Help, Updates and Check for Updates and install the latest if needed.) ZPAY does not charge from $200 to over $2000 a year for updates like our competition does. We rely on our users to take advantage of our on-line help system so we don't have to pay for a support staff to answer your questions which have all been asked and answered before and posted on-line for you. If you need step by step assistance showing you what to do, use the Tutorials by selecting Tutorials on the top menu if that does not help, then look for the answer in the Support Forum by using the menu selection for Support above. If you do not find a solution, please use the support forum to ask your question. This is how we can afford to only charge $45 a year for upgrades by "sharing" the support with all of our users. As a last resort you can contact us directly. Email is preferred so we can give you links to the solution that you may need.

Support Choices:

• This Help File. We've tried to get as much information as possible to guide you through the setup and use of PayWindow. This should be your first choice.

• You can view the Tutorials. They are small movies that take you by the hand, step by step through the setup and use of PayWindow. Visit http://zpay.com/help

• Our Support Forums. We prefer you use this as it allows us to share the questions and answers with all of our users. Visit http://zpay.com/vbulletin

• The PayWindow Frequently Asked Questions Forum has the most common asked questions about PayWindow. It has screen shots to show you how to do things and more. If you call or write us in email, we will most likely send you here so see the answer rather than trying to talk you through it. Visit http://zpay.com/vbulletin/ forumdisplay.php?f=10

• The Site Search. The Site Search is powered by Google but specific to our website. Enter a search term such as "printing 941 form" and it will give you the relevant pages found on our website. Visit http://zpay.com/search.htm

Please try to use the above methods before contacting us direct so we can continue to give you truly affordable software and maintain the high quality that we have for over 25 years. Our hours are Monday through Friday from 9:30 AM to 5:00 PM Central Time Zone. ZPAY Payroll Systems can be contacted at:

ZPAY Payroll Systems, Inc. 10745 Serenity Lane Savanna, IL 61074-2916 Email: [email protected] Phone: 815-273-2322 Thanks,

Purchase PayWindow

As our products are sold through Shareware marketing (try-before-you-buy), where you download and actually use the program for 30 days on your computer, we do not have a return policy. We want you to be sure that this is the program that fits your needs before you pay a penny for it, that's why we have the 30 day trial period. So if you have not yet downloaded and used the program, please do so first at http://zpay.com/download.htm and be sure that this is the program that you want to use before making your purchase.

Use our on-line store on the secure servers of eSellerate.net to purchase our products. First time users of PayWindow, the price is $89.95 and every December, we release the next year's program and the upgrade is only $45.00 a year. Those first time users that purchase in the last four months of the year will automatically receive the free upgrade. The prices shown here are effective 9/22/2015.

For New Customers:

PayWindow 2016 - First Time Purchase - Only $89.95

(FREE Annual Upgrade if purchased in the last four months of this year) For First Time Purchasers of PayWindow.

For Existing Registered Customers:

PayWindow 2016 - Annual Upgrade - Only $45.00 each year

Available December of each year and you will receive a new unlock code.

If you have problems accessing any of the links in this help file, please visit our website at http://zpay.com and use the "Purchase" menu selection at the top of the website.

Mail Order Form

++PLEASE PRINT THE INFORMATION BELOW++

We prefer that you place your order on-line using our on-line store but as an option, you can also phone or mail your order in. Print out and complete this form and send it to us. Since we sell through Shareware (Try-Before-You-Buy), do not order this program if you have not yet downloaded, tried it and are sure this is the program that you want. We do not have a return policy. This is why we give you a 30 day trial period. Your purchase options are: Preferred Method: On-line: http://zpay.com/store/shop.asp

Order Phone: http://store.esellerate.net/s.asp?s=STR6875277829&CMD=PHONE Or by mail:

ZPAY Payroll Systems, Inc. 10745 Serenity Lane Savanna, Illinois, IL 61074-2916 Email: [email protected] Phone: 1-815-273-2322 Contact Name: _______________________________________ Company Name: ______________________________________ Address: _____________________________________________ City: _________________________ State: ___ ZIP: ___________ Phone: ____________________ Email: _____________________ ____ PayWindow Payroll new customer $89.95

____ PayWindow Payroll Upgrade from prior version $45.00

Total Due _____________________

Enter Registration Code

Simplified Copy - Paste Registration in PayWindow and Our Other Software There is a new simplified way to copy and paste your registration information into PayWindow and Our Other Software.

Once you have received the Registration Email from [email protected], open the email and using your left mouse button, click any place above the registration code and holding the mouse button down, drag to any spot below the code and release marking it as seen below. The with the mouse, Right Click and from the popup menu, select the Copy option as seen below.

We also have a video that shows you how to do this on our Tutorials page (third Tutorial down the page) titled "How to Complete the Registration Process" at http://zpay.com/help.

Then start PayWindow or our other software and click on the Enter Unlock Code Button as seen below.

Then click on the "I received the letter by email" selection and click the "Next" button as shown below.

Then click on the large button as seen below to paste in the Registration Name and Code as shown below.

Ordering Forms

We recommend that you order your Checks, W2 Forms, 1099-MISC and other forms from Forms Fulfillment Center at http://www.formsfulfillment.com/zpaysoftware/. All of our products are designed around the forms from Forms Fulfillment Center products and to insure proper alignment and placement of text on the forms we strongly suggest ordering your needs from them. To get the 25% discount on your first order of payroll checks, direct deposit slips or envelopes, be sure to give them this Discount Code: P06121-199.

You can see scanned in images of what the different checks we support look like in this FAQ (Frequently Asked Question) on our website:

http://zpay.com/vbulletin/showthread.php?23-What-do-the-checks-that-PayWindow-use-look-like

Our Other Software

ZPAY Payroll Systems as a line of products to make your life easier just as PayWindow was designed to do. Take a few minutes to see what we have below. As with PayWindow, you can download all of our software to try it for 30 days for free before you pay a penny for it. If you like it, then you go back to our website and pay for it. If you don't like it, simply uninstall it and let us know what you didn't like about it to help us make it better.

AutoLogonWindow TimeClockWindow TimeBillingWindow InfoPro

AutoLogonWindow

AutoLogonWindow - Secure Password Manager in convenient Tray Icon application that automatically logs you in to secure websites. Securely stores passwords and logon information that you can access with a single master password. Quick and easy to use! AutoLogonWindow automatically memorizes and securely stores your passwords and logon information, so you will never forget them again. Enjoy easy, one-click logins to your online accounts. So many websites now requires a password, and it's becoming difficult to remember and manage them all. With AutoLogonWindow, you remember one password, AutoLogonWindow remembers the rest. AutoLogonWindow memorizes and securely stores your passwords and logon information, so you will never forget them again. Enjoy easy, one-click logons to your online accounts.

AutoLogonWindow allows you to:

• Manage your Internet passwords and Logon to websites automatically.

• Supports Internet Explorer 7 and 8 and runs under Windows 2003, XP, Vista, Windows 7 and Windows 8.

• From a Tray Icon, pop up a menu of your favorite websites and password protected websites and log on with a single click.

• Store all of your passwords and logon information in an encrypted database and use a single master password for access.

• Backup and and copy your passwords between computers.

• Automatically retrieve the logon information to store in the secure database the first time you use a password protected website.

TimeClockWindow

TimeClockWindow - The best news is that our software time clock is network ready and can be installed on all of your workstations and used by all of your employees in the same office. No extra costs for workstations or for the number of employees in the company, no limits! Do you keep a manual record of employee attendance information? Are you stuck adding up hours each pay period from an old paper punch time clock card system? Do you want payroll records that are accurate to the second and that use your complex payroll rules? Do you want this in an easy to use system that doesn't cost a small fortune? Do you want just one software time clock system on which all your employees can clock in or out? Do you want this same system to provide you with real time, accurate reporting that uses YOUR payroll rules? If you said yes, then our low cost time clock software package, TimeClockWindow is for you.

TimeClockWindow allows you to use a PC to record and report on employee work hours. It completely replaces manual time card machines or your hand written time and attendance records. It also eliminates the need for you to spend hours each week compiling your manual systems into a report to supply to your payroll department. TimeClockWindow our time clock software provides LIVE payroll reports generated in just moments that are accurate to the second.

No more managing hours by hand! No more spending half a day trying to add up the employee time and pulling your hair out because of messy employee cards that you can't decipher! Automation with our time clock software is the answer!

The best thing about TimeClockWindow is that it has full integration with PayWindow. That means full importing employee, company and departments data from PayWindow and pushing the employee hours direct into PayWindow each payday!

TimeBillingWindow

TimeBillingWindow - No more managing hours by hand! No more spending half a day trying to add up the billed hours and pulling your hair out because you lost the notes that you kept your time on or cannot read them! Automation with our time Billing software is the answer! The best thing about TimeBillingWindow is that it is always ready sitting as a tray icon in the bottom corner of your screen. That means you are only a mouse movement away from logging your time as you work with clients on the phone or in the office!

Starting with the time billing interface it shows you exactly which tasks are open and being timed while collecting the time worked for fast and easy billing.

It's so easy to use that you don't need to be a computer expert to set up and start using this time Billing software immediately. In fact it's so easy that we sell through the Try-Before-You-Buy method of marketing known as Shareware and we want you to download and see for yourself before you buy it.

InfoPro

InfoPro - InfoPro is an application to manage your bits and pieces of information without having to manage multiple files. It can handle anything from a to-do list to complex notes. You can collect all your bits and pieces of information into a "hierarchical collection of notes" inside a "list of lists".

InfoPro is designed to store information in a free-form way that does not limit your imagination.

InfoPro is designed with easy-to-use functionality.

We have tried to make the help file as complete as we can. This will help you get started. We hope the help file will answer many of your questions, guide using InfoPro and for your future reference needs.

If you have never used our software before, you should become comfortable by following instructions in the Startup Tutor located on our website.

As always, the folks at ZPAY try to make using the computer simple, easy, as well as fast, and efficient as possible. We know as a user you don't need or require to know complicated procedures.

Getting Started

To get started, it is important that you use the step by step numbered instructions below so it is done in the order that the software is designed to be used.

The Shareware Evaluation Information Window is the first thing that you see when you run PayWindow. During your 30 day trial, simply click the OK [Enter] button to enter PayWindow. That will then open PayWindow and the Welcome (Login) Window which requires that you select a pay date to use and to click the "Next" button to login to PayWindow..

First get acquainted with the software by going through this help file as well as the on-line Tutorials we have at zpay.com. Play with PayWindow a bit using our sample company file. Do not use that company file to enter your employees as we may need to show you how to do something in the future and do not want to damage your data but are happy to damage our own for the sake of teaching you something.

Attention New Users: GDI Plus Errors can stop PayWindow on start-up. If you download and run PayWindow during the trial period and it stops and pops up the Bug Report tool described below, see this page on what most likely caused the problem.

Very important: Our software has built-in problem solving code that if you do something to break the program, it will pop up a bug reporting tool that looks like this:

You should check on-line to see if you have the most current release of PayWindow and if not, install the current release. The download page at http://zpay.com/

download.htm displays the current version number for each download link. In most cases if you get a bug report request like this and do not have the current release, the problem was already fixed.

With that said, click here to learn how important it is to keep PayWindow updated and learn how to use the Update Checker.

If you see that pop up and do have the current release, please use the bug reporting tool by providing the contact information and a brief description of what you were doing that caused the tool to pop up. The tool will send us a bug report so we can assist you with the problem and possibly code the program to trap such a problem in the future with a message telling the user what they did wrong and how to correct the problem. Follow the instructions in this link for using the bug reporting tool.

Once you feel ready to start creating your own company database and adding your employees, follow the steps below.

If you are starting out in mid-year and have been performing payroll manually or with some other software, you should enter the year to date information before actually paying your employees after following the set up instructions below. To see how to enter the year to date information see this topic: How to Enter Year to Date Information.

1. First order of business is to create your own Company Database. Go to the Create New Company help topic now and return to this topic when you are done creating your company file. DO NOT under any circumstances create your company file in the installed program directory. Windows does not allow accessing data files from the "Program Files" folder nor sub-folders since Windows Vista was released. 2. If you did not use the link that took you to the Company Setup and Editing topic at the

end of the Create New Company help topic, go to the Company Setup and Editing topic now and follow the instructions to enter all of your company information and settings and return to this topic when you are done.

3. Now it is time to add your employees. We have instructions for creating entries for Salaried, Commissioned, Hourly, Hourly in multiple departments with different pay rates and non-employee payees too. So now go visit the Employee Setup and Editing topic for instructions and set up your employees. When you are done, return to this topic to continue.

Did I say it is as simple as 1 - 2 - 3? Believe it or not, you are now ready to pay your employees.

1. Click on this link to open the How to Pay your Employees topic. Be sure to review all of the Employee types that pertain to your company setup.

2. Click on this link to learn How to open the Report Center and print Checks and Reports.

Of course now that you are up and running, be sure to go through the rest of this help file to become familiar with all other features we have in PayWindow.

Bug Reporting Tool

Click the "send bug report" button as seen above. Then to allow us to work with you and get you past any problem, enter your name and email address in the Window that looks like this:

Click the "Continue" button to open the next Window and enter as much detail as you can to help us understand what you were doing at the time as seen below:

It may even take a screen shot of PayWindow to show us what you had done and ask your permission to send it to us.

Importance of Updating PayWindow

We cannot tell you enough, how important it is to insure that your software is kept up to date.

Here are a few examples of changes that affect your payroll processing and reporting.

• Taxes can change during the year.

• Forms are not released by the IRS until a month or so before their use is authorized. An example is the 941 Form is released in the third month of the year so employers do not use the new form to report their last Quarter report.

• Bugs may be reported by a user and we fix them as soon as possible. So if the bug report should pop up on you, it has most likely been fixed already.

It is your responsibility to check for updates throughout the year. We suggest at least once a month.

Click here to view how to use the Update Checker.

If for some reason, the Update Checker does not work on your computer as we use Internet Explorer technology and you may be using a different browser, click here for an alternate method of updating your software.

IMPORTANT NOTE: By Default, PayWindow will check for updates the first time you start PayWindow on any given day. There is an option available to turn that off if your computer is not on the Internet under Tools and Settings. If you do turn off the Update Checker, it should only be done on a computer that is not on the Internet. And if you do that, you should check our website on another computer to see if there are updates at least before each pay day and download to a USB drive and take and install them on your payroll computer.

In the past, users have turned of the update checker and used outdated tax tables, forms and important program updates and when the IRS has done spot audits, it has

cost them hundreds of dollars in penalties. You would be prudent to keep that tool turned on if your computer is on the Internet.

Shareware Evaluation Window

This is the Shareware Reminder screen that you will see during the 30 day trial. Once you've decided that this is the payroll software for you and purchase PayWindow, you will receive the registration name and code to enter and will not see this Window again until you install a new year's release.

This is the Shareware Information Window that displays how long you have been on the 30 day trial. Once it gets to day 30, if you have not decided to purchase it and received and entered the registration name and code to unlock PayWindow, it will stop working.

The OK [ENTER] Button

During the 30 day trial period, simply click this button to enter PayWindow.

Enter Unlock Code

When you have decided that PayWindow is the payroll software that you want to use, this is the button that you will click on to enter the registration name and code that you will receive when you purchase PayWindow. We have instructions on how to enter that to unlock PayWindow.

Order Online

This button will take you to our Purchase page for PayWindow on our website.

Close

This will close this Window and exit without loading PayWindow.

This button opens an order form to place your order by mailing in a check. This does take longer than the instant purchases online and you may be locked out of PayWindow for some time if you use this option.

Information

Welcome (Login) Window

This is the Welcome "startup" screen. To enter PayWindow, you must get past this screen by selecting the date to use and then clicking on the "Next" button. It can also be used to select a different company file if you are an accountant that manages many companies.

Use the calendar to select the pay date to use when you enter PayWindow. "Today" is circled in red as you can see in the example. Clicking a date will select it. Then to enter PayWindow, simply click on the "Next" button.

Select Company

For single company users, you will never need to use this selection. This is for accountants with many companies to manage. By clicking on the three dot [...] button, it will open the File Open Window where they can select the company file to use.

Tax Table Location

If you are ever asked by our technical support for the location of your tax tables, this is the location.

If you are ever asked by our technical support for the location of your company data files, this is the location.

The "Next" Button

This is the button that you click to login to PayWindow after selecting the pay date to use. Note: You cannot do anything in PayWindow until you click this button to "log in".

Turn off Getting Started Help File

When you first start using PayWindow, we automatically pop up the Getting Started Topic in the help file. Once you are familiar and no longer need that opened

automatically for you, check this check box to turn that feature off.

Exit Program

If you change your mind and want to close PayWindow before logging in, simply click this Exit Program button.

See this set of instructions for these button.

Year Selection Button

How to Enter Year to Date Information

What we will show you below is how to enter year to date information. This method of entering the payroll data may also be used by accountants for after-the-fact payroll entry. If you are on this page, you have already followed the instructions on creating your own company file and completed setting up the company and added your employees. You can do this as an annual total for each employee or if you want payroll records for each pay date, you can enter each individual payroll manually, saving and changing the date and repeating for each pay date.

If you elect to enter the totals for the year it is best to start after the last quarter's pay date. In the example below we will assume that you are starting out in April and you last pay day in March was March 25th. In the Quick Launch click on Date as seen below:

That will open the Dialog to change the date. You will use the arrows in the month view to get to the month you want and click on the date to select it and then click on the Change Date and Close button as seen in the example below.

The click on Employees from the Quick Launch to open the employee list and click to select the first employee that you will be entering the payroll totals up to that pay date. Press the F6 key or click the small Pay Button above the list of employees.

That will open the employee in Pay mode. Enter the total earnings for the year up to the date you selected and press F6 or click the Pay button as shown below to calculate the payroll and set the date for what you are about to do.

Then you will take your payroll reports for that quarter and edit the figures to match what your report has for the year to date as of the date you selected. Do not click that Pay button a second time as it will revert to the figures calculated if you had to make any changed like we did below. Notice that items like the Federal and state taxes are different (it was calculated on a weekly tax structure) as well as the totals for the miscellaneous deductions which were all edited. Once you have rechecked and made sure it all balances, click the Save and Close button or press F11.

If you did pay the employees in the current month (April in our example), you can do the above by setting the date to the first payroll, and enter the information for that payroll and repeat as needed to get up to date changing the date for each payroll.

Again, this is also the method of performing after-the-fact payrolls for accountants that receive the payroll information from their clients and want to be able to have payroll history and reports for their clients.

GDI Plus Errors

GDI+ Errors can be caused by two different problems which we have covered below with their solutions/

Before you read about the GDI+ problem below, we have now had a large number users that use Kaspersky Internet Security software and found that it was blocking access to the gdiplus.dll file. This is what one wrote to us:

"I just noticed my Kaspersky internet security had some corrupted files and it recommended I reinstall the program. I did. And now PayWindow is working correctly again! I apologize for taking so much of your time today. I really appreciate the great customer service and I'm glad the problem was finally resolved. Thank you so much!"

So simply reinstalling Kaspersky fixed the problem. If that is not your case then read on… The error is:

exception class : EdxGdipException

exception message : Invalid operation in GDI+ (Code: 1).

It appears that your computer has an outdated version of the gdiplus.dll file which causes problems with PayWindow and other newer programs that use that Windows DLL. It's possible that you installed some shareware or freeware that installed an old version on your computer or that your computer has not been kept up to date with the Windows updater. If it was installed by some other software setup, you would need to find the old version and remove it. Search your computer for gdiplus.dll the default location is in the C:\Windows \System32\ folder. Normally the bad files will be in the program's installation folder and should be removed. It is most important to remove or rename any gdiplus.dll files found in the sub-folders of the Program Files folder that are installed by any software you have on your computer.

Also you may need to restart your computer to delete the bad DLL as it may be locked by Windows as once it is launched (by the program that installed it) it is loaded in memory and only restarting can flush it out.

Restarting the computer is required to then start PayWindow as PayWindow will load the DLL from the default Windows location then.

http://zpay.com/PayWindowTutorials/GDIPlusDLLProblem/ The link to their website for that Duplicate File Finder tool is: http://www.funduc.com/dupfiles.htm

A real quick fix is to shut down the computer and restart it and when it is back up, start PayWindow before any other software. That way the culprit DLL will not be loaded.

PayWindow Main Menu

The Main Menu in PayWindow allows you to easily access all functions in the software. Use this section to become familiar with all of the options.

File Menu

Logon - This will allow you to close the existing file that you are working on and take you to the "Calendar" sign in Window.

Logout - This will close the company file that you have open and are working with. Passwords - This will allow you to set a password or change an existing password for access to PayWindow.

Hide - This will hide (minimize) PayWindow to the system tray. Activate Screen Saver - It does just what it says.

New Company - This selection will allow you to create a new company database. Open Company - This will allow you to open existing companies that you've created including our sample file paywin.dxi.

Close Company - This will close the company that you are working on. Report Center - This will open the Report Center where all reports and check printing is done.

Backup Company - This will open the Backup tool. We suggest that you backup after every pay day.

Restore Company - The will open the Restore Tool and allow you to restore a previously created backup.

These are tools that we have when we need to have you perform tasks for us during support. The selections are:

• Company Organizer - This Company Organizer tool will search your hard drive for all PayWindow data files in case you lost the pointer in PayWindow to the folder you were using.

• Copy Filepath to Clipboard - We would ask you to do this to paste into an email if we need.

• Open Container Folder in Explorer - This will open the folder currently selected as holding your data files.

• Shell to Command Prompt - Another tool to help us if we need.

Exit - Close PayWindow

Edit Menu

The Edit Menu is active when you are in a Window that allows editing such as editing an employee's information. There are standard Windows selections. Undo - Undo what you just changed.

Copy - Copy selected text. Cut - Cut selected text.

Paste - Paste text that was previously copied.

Select All - Select all text in area where your cursor is.

View Menu

The View Menu only has two selections. This will hide or display the Quick Launch / Open Windows section of the main Window that you see above. And you can use Full-Screen MDI Tabbed windows. See more on that under Options in this help file.

Payroll Menu

The Payroll selection from the main menu looks like this:

Company - Opens your Company Edit tools.

Employee - Opens the Employee List for Paying or Editing the employees. Transaction - Opens the Payroll Transactions List. Here you can delete a Transaction if you had an error and then repay the employee properly.

Vacation, Sick Accrual - This opens the Accruals List where you can manually add accruals if needed.

Report Center - This will open the Report Center where you will print payroll reports, checks and reporting forms.

Custom Reports - This will open the Custom Reports tool where you can create simple lists from your payroll data.

Import Timesheets - This is a tool that allows you to import from a number of time clocks into PayWindow. If you use our time clock software TimeClockWindow, that software will automatically insert the time into PayWindow for you.

Export to TimeClockServer - This will allow you to export the Company,

Departments and Employees to a "Backup" file that is used to import the information into our new TimeClockServer Intranet and Internet time clock system.

Tools Menu

The Tools Menu is for other tools related to payroll.

Federal Tax Table - This will open the Federal Tax Table where you can verify that you have the current data.

State Tax Table - This will open the list of State Tax records from our tax table databases.

Local Tax Table - This will open the tool where you can create a local tax record if you have a local tax.

End-of-Year - This will open the end of year tool that can remove all employees that have been terminated and marked as unemployed as well as delete all past year payroll transactions to make the current year database more compact. Always be sure that you have a backup before using this tool.

Calendar - Will open a Calendar for you to see if you need.

Change Date - This will open the tool that will allow you to change the date in PayWindow.

QuickBooks Export - This will open the tool to export today's payroll data to QuickBooks.

Capture Full Screen - This is a screen capture tool in case we need you to get us a screen shot during support.

Options - This will open a window to allow you to change some of the program options. As you see below, one is to turn off the "Are you sure you want to quit" notice, you can have the program check for updates when it starts up and you can use full screen Tabbed MDI screens in PayWindow.

Under the Welcome Tab, you can clear the recently used file list. This is useful for accountants that use many company files.

Under the Idle time Tab, you can set the idle time before the company database is closed. Microsoft Data Access tools disconnects from the company database after inactivity. We have found that this can cause data corruption so added this option to close the database properly when there has been no activity in PayWindow for a number of minutes that are set in this option. We suggest that you set this not longer than two hours to be on the safe side. If you are done working in PayWindow, you should shut down the program.

Window Menu

This is the standard "Window" menu found in all Windows programs. If you find that you cannot see a window when you select to open one such as the Report Center or whatever, use the Windows, Cascade selection to see if it brings it in focus. It will also list all open Windows in PayWindow at the bottom of this menu.

Help Menu

On-Line Help - Opens this help file.

Frequently Asked Questions - Opens the Frequently Asked Questions Forum at zpay.com.

Ordering Forms - Opens a page with an 800 phone number, the part numbers for the Checks, W2 Forms and 1099-MISC Forms and a code to give them for a 20% off on first time orders.

Technical Support - Opens a page with information on how to get technical support. ZPAY's Website - Opens our website at http://zpay.com.

Order Online - Opens the order page at zpay.com where you can purchase PayWindow and our other products.

More Order Information - Give you more options for ordering PayWindow. Tutorials - Opens the web page with our Tutorials at zpay.com.

View Program Updates - Opens the page were we list the PayWindow program updates on zpay.com.

Updates - This is the Update Checker where you should check once a month to see if you are current and install the updates when they are released.

About - Opens the About Window with our information.

Employee List

The Employee List Quick Button will open the Employee List.

Transactions List

The Transactions List Quick Button will open the Transactions List. Report Center

The Report Center Quick Button will open the Report Center.

Custom Reports

The Custom Reports Quick Button will open the Custom Reports.

Accruals

Import

The Import Time Clock Data Quick Button will open the Time Clock Import Tool.

Change Date

The Change Date Quick Button will open the Change Date Tool.

Login

The Login Quick Button will open the Calendar Start Up Page. Logout

The Logout Quick Button will close the current company file you have open.

Hide

Create New Company

To Create a new Company Database, in PayWindow select File from the Main menu and then select New Company like shown below.

REMINDER: DO NOT under any circumstances create your company file in the installed program directory. Windows does not allow accessing data files from the "Program Files" folder nor sub-folders since Windows Vista was released.

If you presently have a company file created in an older version of PayWindow, go to this page in the help file "How to Move Company File to Default Folder".

This will open the New Company Database Window like you see below. If you are on a single user computer and are not sharing your database over a network, the preferred folder to use it our default folder. Ad if this is your first time, you should see our sample company file like below "paywin.dxi" and the "Wallpaper: sub-folder. Type in your company name like we did below. For this example we typed in "Sample Software Company". Then click Save to create the new company. Note: To not have any problems down the line, do not use and punctuation in the file name as we have found that recent updates to the

Microsoft Data tools seem to crash when handling databases with punctuation in the file names.

You should get a message like this if it was successful. Click OK to continue. For the information on setting up the company go to the Company Setup and Editing help topic which is your next step.

Company Setup and Editing

This topic will show you how to set up or edit your company settings. You can access the company settings by selecting Payroll and then Company from the main menu or simply select "Company" from the Quick Launch window as seen below.

Company Settings Tab

This is the page is where you will enter in the information used on Federal Forms and such to identify the company and the contact person.

Company Name

Enter your company name in this entry field. Multi-State Processing

Select this check box if you have employees in more than one state. Click here for important details for multi-state use.

Trade Name

If you use a trade name that is different from your company name, enter it here. Street Address

Enter your street address here. If at all possible, use the US Postal abbreviations as they prefer that the entire address be entered on one line.

Street Address 2

This is an old entry item that if used does not follow the US Postal address formatting conventions.

City

Enter the city name in this entry. ZIP Code

Enter the Postal ZIP Code here. State

Enter the US Postal two character State abbreviation here. Area Code

Enter the area code for your phone number here. Phone

Enter the phone number here. Federal ID

Enter your Federal tax ID number here. Also known as a FEIN or an EIN. State ID

Enter your state tax ID number here. Local ID

If you have a local tax, enter the local tax ID here. Contact Name

Enter a contact name here. Email Address

Enter an email address for the contact person here. Fax Area Code

Enter the Fax Area Code here. Fax Number

Enter the Fax number here. Save & Close

The Save & Close button will save all data entered and any edits made and close the company settings window.

Cancel

The Cancel button will cancel any changes made and close this window. Help

Multi-State Settings

If you are setting up a company to support Multi-State Employees, you need to know the following information.

We only support the multi-state function on the company level. An example is you can have employees living and or working in different states but no single employee can work in more than one state in the year.

You will need a method to select your employees for reports by state. To do this, when setting up your employees, use the employee codes to help you in selecting the employees for reporting. An example is to use employee codes like this:

Employees working in Illinois would be IL-0001, IL-0002, etc. Employees working in Oregon would be OR-0001, WI-0002, etc. And example of an Oregon Employee:

Then to select your employees by state when printing reports, you would uncheck the All Employees checkbox as seen here:

Then click the small drop list button to select the start record like seen above and then select the employee to start with like seen below.

Repeat for the stop record which in our case for Illinois would be the IL-0004 record seen above. Then print your report.

The Employer Totals Report has a feature where you can select by State as seen below. Select the State and check the Filter by State checkbox.

At the end of the year, be sure to enter the state tax ID's into the State Tax Records under Tools and then State Tax Table as it is needed for the W Forms. When you open the State Tax records used for the employees in the different states, enters your state tax ID as shown below.

Department Titles Tab

On this page, you will set up the departments to use for your company. In our example we set up six different departments but you can have up to twenty departments. These will allow you to track expenses to the different departments in your company. You will see later when setting up your employees how to assign the departments to each employee. For hourly employees, you can set them up to be paid different rates for work performed in different departments.

Enter the Department name that you want in each numbered entry. Do not skip lines as shown in our example.

Save & Close

The Save & Close button will save all data entered and any edits made and close the company settings window.

Cancel

The Cancel button will cancel any changes made and close this window. Help

Deductions Settings Tab

As you can see we allow up to six miscellaneous deductions in PayWindow. These are user configurable and in our example you can see we have set up five of the six possible deductions. The first line we entered a 401 K Plan which we will discuss here as it is set as nontaxable deduction exempt from Federal Income Tax. You will note that we have selected checkboxes and entered a dollar amount in the cutoff which will be explained below for those items.

The other four deductions we set up in this example are all taxable and do not stop

deduction through the year and are not exempt from any taxes and do not need to display on the W2 Form.

NOTE: Be sure to set up the deductions constant's for nontaxable deductions when setting up the employees.

Deduction Title

Enter the name for each Deduction that you will set up in this column.

Percent of Gross

Check this box if the deduction will be calculated as a percentage. If it will be a flat dollar amount each pay day, leave it unchecked.

Cut Off Amount

If this deduction is not meant to go forever but to reach a limit each year, enter the dollar amount that the deduction will stop when the amount is reached. The next two check boxes work with this amount. As you can see, we have checked "Wages" which means once this employee earns $9.000.00, the deduction will stop. If you checked "Deduction", it will stop when the the total amount of $9,000.00 has been deducted from their pay.

Base Cut Off on Wages

If this is checked, and an amount is entered in the "Cut Off Amount", the deduction will stop when the employee's wages reach that amount.

Base Cut Off on Deduction

If this is checked, and an amount is entered in the "Cut Off Amount", the deduction will stop when the employee's deduction reaches that amount.

Exempt From Taxes?

IMPORTANT NOTE: Make sure that you absolutely know which taxes are exempt when checking the boxes in this area. If you get it wrong and change it after performing payrolls, those payrolls already performed have previously

stored the data for the tax exempt or not exempt status by using the state of the checkboxes at that time. If you change the checkboxes, your reports will be using the new state of the checkboxes, but will be pulling the stored data and any new data from new payrolls making it look out of balance on the reports. So make sure that you get it right the first time.

This line of check boxes matches for the corresponding deduction number above. In this example we are setting deduction number 1 to be exempt from Federal Income Tax by checking this checkbox as seen. The checkboxes are left unchecked if they are to pay taxes on the pay before taking out the deduction.

You must consult with your accountant before checking any of these boxes making the deduction nontaxable per the warning notice above.

FIT is Federal Income Tax, FICA is FICA, Medi is Medicare, SIT is State Income Tax, SUTA is the State Unemployment Tax, SDI is State Disability Insurance (same as Workman's Comp, and Local is Local Tax. The Pension Box should be checked if you want the Pension box on the W2 Forms checked. The 941 box must be checks if the deduction is exempt from FIT so it is not included in the taxable wages on the W2 Forms and the 941 Forms.

Display on 941 and W2?

If this box is checked, the deduction will not be included in the taxable wages on the 941 Form and the W2 Forms.

W2 Form Code

Enter the code to display in the box that you select in the next column. See your accountant for the W2 Form codes to use on the various nontaxable deductions. W2 Form Box

Select the box to display the code and wages that are exempt from FIT with this pick list. See your accountant to be sure that you use the proper W2 Form boxes.

Note that the pick list has the boxes as well as lines of the boxes. An example is Box 12 which has four lines, 12a ~ 12d. You must use a unique line for each deduction that will appear on the W2 Form in the same box. So if you have as an example, two deductions that will be displayed on the W2 in box 12, DO NOT select 12a for both of them. One would be 12a and the other 12b.

Save & Close

The Save & Close button will save all data entered and any edits made and close the company settings window.

Cancel

The Cancel button will cancel any changes made and close this window. Help

SUTA Rate / SDI Override Tab

In this screen, you will set up your tax overrides to override the default (normally for a new company which is the highest rate) in the tax tables. This way when you install an upgrade or update the tax tables, your rates will be defined in the company database and not be overwritten with the defaults.

Override FUTA Rate

If you want to override the FUTA rate (Federal Unemployment tax) check this check box and enter the percentage in the entry below. Note that we use the default percentage which is what most companies are required to use of 0.6%. Check with your accountant to be sure you are in the norm.

FUTA Override Percent

If using this, enter the FUTA percentage to use. Override SUTA Rate

We suggest that all companies use this to enter your SUTA rate as all companies have a different rate. Generally your state will send you a letter with your rate for the year. If you do not have it, check with your accountant to get the percent that your company will use.

In our example here, we have checked the checkbox to override what is in the tax tables. We strongly suggest that you do the same as when you update PayWindow and if you used the tax table entry to store your percent, it will be overwritten. using this page to enter your rate, it cannot be overwritten.

You will enter your rate then on the next line. SUTA Override Percent

In our example you see we entered 3.1% for the SUTA Override for our sample company.

Override SDI Rate

Use this checkbox if you are in a state that SDI or Workman's Comp deductions. Note that below you see there are entries for the Employer and the Employee deductions. Make sure you use the correct entry. You will also see below that there is a choice to calculate by hours worked or by a percentage. Some states like Washington State use by hours worked and it is a monetary (0.?? cents multiplied by the hours worked) entry and not a percentage. The norm for states that have an SDI tax is by a percentage.

SDI Employee Rate

If you have an SDI or W/C tax for the Employee, this is where the percent is entered if using percentages for calculating, if you selected by hours below it will be the cents such is 0.05 or whatever.

SDI Employer Rate

If you have an SDI or W/C tax for the Employer, this is where the percent is entered if using percentages for calculating, if you selected by hours below it will be the cents such is 0.05 or whatever. In California, this item is the CA Training Tax. Calc by Hours

This and the next check box is a toggle action, one or the other will always be selected. Check this one to calculate the SDI or W/C by hours worked.

Calc by Percent

This and the previous check box is a toggle action, one or the other will always be selected. Check this one to calculate the SDI or W/C by a percentage.

Save & Close

The Save & Close button will save all data entered and any edits made and close the company settings window.

Cancel

Client area

Direct Deposit / ACH Tab

ACH Payment Settlement

Automated Clearing House (ACH) File:

A file with instructions for the exchange and settlement of electronic payments passed between financial institutions. It represents debits and credits to be deducted from an account automatically as they occur. Also known as a NACHA file.

This link is to an Adobe Acrobat file that has the layout of the NACHA file in case you need it to work with your bank:

http://zpay.com/pdf-files/NACHAFormat.pdf

You should also view this page for details on the settings.

Since it seems every bank is different, it is best to print out the sub topic "Direct Deposit Step by Step" and take it to the bank when working with the Direct Deposit department to assist you in getting the information you need.

Immediate Destination Routing Number

Enter the Immediate Destination Transit Routing Number provided by your bank in this entry field.

Immediate Origin Routing

In this field enter the Immediate Origin Routing number provided by your bank.

Company Name

Enter your Company Name. Note that the example is limited in length so it may be clipped.

Company Entry Description

Enter the Company Entry Description here. Note that we entered a description to tell us what the transaction is for. This may appear on the receiver's statement

ACH Reference

Enter an ACH Reference here. This is for your reference. Immediate Destination Name

Enter the Immediate Destination Name, normally your bank name in this entry.

Company Bank Account

Enter your Company Bank Account number here.

Company Descretion Data

Enter the Company Description data here. This is for your internal information. Company ID

Enter the Company ID normally your Federal Tax ID but can be a number assigned by the bank.

Originating FI RTN number

Enter the Originating DFI Identification - Originating Financial Institution DFI Number.

The Save & Close button will save all data entered and any edits made and close the company settings window.

Cancel

The Cancel button will cancel any changes made and close this window. Help

Direct Deposit Step by Step

PayWindow supports Direct Deposit payments using ACH Processing. Direct Deposit is the direct payment of an employee's wages by an employer through Electronic Funds Transfer (EFT) by transmitting an NACHA formatted ACH file to their bank.

The funds are transferred from the employer account into the employee bank account. The funds are deposited into the employee account for use on payday!!!

How to Use Direct Deposit in PayWindow...

First you will need to see if your bank supports direct deposits using the standard NACHA formatted ACH data files. If so, you will need to set up the Direct Deposit / ACH page in the Company setup in PayWindow.

Click on Payroll and then Company in PayWindow. Select the Direct Deposit / ACH tab. You will need to complete the information as shown in the example screen image using the Information provided by your bank.

Next you will need to setup the employees that desire to use Direct Deposit. Doing so, the system will not print checks but will print just a "check stub" and will create the data export file for you to send to your bank to use when paying these employees.

Click on Payroll, and then Employee in PayWindow. Double click on the employee record that you want to sign up for Direct Deposit to open the record for editing. Select the Tab labeled "Direct Deposit" and enter the information required for use by the ACH data transfer system. See the image below to see an example:

After entering the information save the data and repeat for all that will be on the plan. After your employees are setup, you can pay them as you normally do. When you print checks for your normal employees, you can then print the "check stubs" for the Direct

Deposit employees using the Direct Deposit selection in the Check Printing page of the Print Center.

In the Check Printing page of the Report Center, you will notice three tabs which are used by the Direct Deposit feature in PayWindow. If you have employees that are being paid by check, print those first. Then select the Tab labeled as "Direct Deposit" and with plain paper in the printer, print this report. That page looks like this: