Pay employees

You pay employees by using the tools in Microsoft Office Accounting 2009 for printing cheques and for paying by BACS, or by paying employees in cash. You can pay employees immediately after calculating pay or at any time before you close a payroll period.

  1. On the Employees Home page, click Pay Employees.

    – Or –

    In the Process Payroll dialog box, click Pay Employees. The Pay Employees dialog box opens.

  2. In Pay from, select the bank account from which you want to pay the employees.

    Amount displays the current balance of the account.

    Ending balance displays the balance that will remain in the account after you pay the employees.

  3. In Employee payments due, select the payment method for the employees you are paying. Your selection will filter the employees to be paid by payment method.

    Employee payments due lists the employees to be paid, the pay date, payment method and amount due.

    Note: If you have any employees with negative pay, that is, whose deductions are greater than their payments, those employees will not appear in the list.

  4. Do one of the following:

    • Click Record Payments to post the payments to the nominal ledger if the payment method is Cash or Cheque and you are going to write cheques manually. If you have any items with a Payment Method of Cheque, the Add Memo and Cheque Number dialog box will open, and you can choose the Write cheques manually option.

    • Click Issue Payments to post the payments to the nominal ledger and complete the payment process if the payment method is Cheque or BACS. If you have any items with a Payment Method of Cheque, the Print Cheques dialog box will open. If you have any items with a Payment Method of BACS, the Select payments to be issued dialog box will open.

  5. Do any or all of the following:

    Write cheques manually

    1. In the Select payments to be issued dialog box, click Write cheques manually.

    2. Do one of the following.

      • To use the cheque number sequence that is already associated with the account that you chose earlier, click Prefill Cheque Numbers.

      • To use different cheque numbers, in the Number column, type the cheque number for each payment.

    3. (Optional.) In the Memo column, type a memo for each payment.

    4. Click OK.

    Print cheques

    1. In the Print Cheques dialog box, in Starting cheque no, type the starting number for the cheques, if you want to use a different starting number from the one that is automatically displayed. This should be the first cheque number of the preprinted cheque stock.

    2. Under Cheques to be printed, select the payroll liability suppliers for which you will print cheques.

    3. Click Print.

    4. In the Print dialog box, under Printer, select the printer on which you want to print the cheques.

    5. Under Print Style, select the print style you want; for example, Standard cheque format.

    6. Under Cheques on first page, type or select the number of cheques to be printed on the first page of the preprinted cheque stock.

    7. Click OK.

    Pay through BACS

    1. In the Select payments to be issued dialog box, next to Payment method, select BACS.

    2. Next to Account, select the account from which you want to issue the BACS payments.

    3. Under Payments to be issued, select the check box next to each payment that you want to issue.

      Tip: You can select or clear all check boxes at once by using the check box in the upper-left cell of the table.

    4. Click OK. The BACS Payment Confirmation dialog box opens.

    5. Review the information in the BACS Payment Confirmation dialog box and then click OK.


Related topics

About processing payroll

Pay employees manually

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