Pay Stub form: options and information

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2009 only.

Use the Pay Stub form to issue manual payroll checks to your employees. When you use pay stubs to issue payroll, you can view payment details grouped by pay type on the Transactions by Pay Type report.

Tip   *If you frequently create pay stubs 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. You can also select to be reminded to record and print the checks at regular intervals. For more information, see Create a recurring document.

Open the form

  • On the Employees menu, click New Pay Stub.

You can print checks without closing the Pay Stub form or record credit card and cash payments directly from the form by clicking Issue Payment on the toolbar. You can choose to issue payments later from the Select Payments to Issue dialog box.

Form options

Form options and descriptions



Top section of form


Displays the current date. To enter another date, click the arrow next to Date to open the calendar.


Displays a unique identifier for the document. It is based on incremental sequencing from the previous form of the same type. You can enter a different pay stub number.

Pay to

(Required.) Click the arrow next to Pay to to select an employee or select Add a new Employee.


If you entered address information when you created an employee, the home address appears in the Address field. Click the arrow next to Address to select another address,

Pay from

(Required.) Click the arrow next to Pay from to select the account from which you are making the payment.


(Read-only.) Displays the amount of the payment in dollars and cents, for example $101.56. Whenever you leave an Amount field in the Earnings and deductions table, Microsoft Office Accounting 2009 automatically updates the Amount field.

Payment method

(Required.) Type of payment that you are making. Click the arrow next to Payment method, and select Cash, Check, or Credit Card.




Payment is recorded when you save the form.


The Print Checks dialog box opens when you save the form and click Issue Payment on the toolbar.

Credit Card

Payment is recorded when you save the form. If you have signed up for credit card processing, the Windows Live ID sign in box opens.

To be printed

If you select Check as the payment method, the To be printed check box is automatically selected. This allows you to save a payment form to print later and causes the Check no field to be unavailable. If you are recording a handwritten check, clear the To be printed check box, and then type the check number in the Check no field. If you select Cash or Credit Card, the field is unavailable.

Check no

If you are recording a handwritten check, type the check number. The field is unavailable unless you selected Check as the payment method and cleared the To be printed check box.

Ending balance

(Read-only.) Displays the current book balance of the selected bank account. Office Accounting 2009 updates the balance when you enter an amount in the Amount field.

Earnings and deductions table

Pay Type

Click the arrow next to Pay Type to select a pay type category for a line item.


Type a description of the line item. For example, wages, overtime, federal income tax, or Medicare.


(Read-only.) Displays the category corresponding to the pay type. For example, a Regular pay type would be an earning; an FIT pay type for federal income tax withheld would be a deduction.


Type an amount for the earning or deduction.

Note   Type a positive amount for a deduction type to reduce the total amount.


Displays the sum of the table line items.

Bottom section of form


Type information or comments that you want to be printed on a check or recorded for the payment.


Type a reference number that relates to the payment.


(Read-only.) Displays the sum of the table line items.

Additional actions

Actions menus commands

On the Actions menu, you can select the following commands.



New Pay Stub

Open a new Pay Stub form.


Edit a saved pay stub with a Not Issued status.

Note   A pay stub that has been issued cannot be edited; it can only be voided.


Void a saved pay stub with an Issued or Not Issued status.

Issue Payment

Issue an employee pay check.


Save the document as a template that you can reuse.

Mark as Issued

Change the status of a saved pay stub to Issued.

Transaction History

Open the Transaction History report for the open record.

Transaction Journal

Open the Transaction Journal report for the open record.

Related topics

Create an employee record

Find employee records in a list

Access employee services

Select payments to issue

Applies To: Accounting 2009

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