6820 west snowville road brecksville, oh 44141 phone 440.717.7620 fax 440.717.7690 ahola’s...

6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com

Ahola’s Generations Software

Ahola’s Generations Softwareprovides you with the

convenienceand confidence of processing

your company’s payroll with our

easy touse software program.


Generations Software Benefits:

• Desktop Access to Employee Payroll Data

• Flexible Data Entry to enter Hours

• Edit Wages, Taxes and Deductions

• Multi User Functionality with Central Database

• User Friendly Graphical Interface

• 24/7 Access to up-to-date Payroll Information

• Ability to Store, Retrieve and Manage Payroll Data

• Encrypted Data Transfer to Ahola is secure and stable

• Reporting capabilities give you easy to read information at your fingertips

• Over 50 Payroll Reports to choose from

• Add, Terminate or Rehire Employees simply and quickly

• Optional Time Clock Interface available (additional fee)

• On-site Installation and Training


System Requirements

• Microsoft Windows XP, 2000 or NT 4.0

• 1.4 GHz or faster processor• 128MB of RAM• 600MB free hard drive

space• CD-ROM Drive• High Speed Internet

Connection - No Dial Up• 15” Monitor with resolution

set at 1024 x 768 pixels - 17” Monitor is preferred


Installation

The Generations software can

be installed for a Single User on

any PC or on a Server forMultiple User access.Multiple User installation

allows each user to access the

same database.


The Remote ProcessThe Flowchart below illustrates the Remote Process.


Secure Log In

The Generations software allows for

multiple users.

Each user is assigned a User ID and Password.


Menu Bar Features

Once you are logged in, the Generations software allows you

accessto all of the features on the Menu

Bar.

• File• Company• Payroll• Tools• Admin• Help


File Menu

The File Menu gives you the option to

Log out so another user can Log in or

to Exit the application completely.


The Company Menu

The Company Menu contains all of the information that was set up specifically

for your company.• Company Master• Bank Routes• Billing Items• Deductions• Departments• Earnings• General Ledger• Jobs• Payroll• Reports• Taxes• Time Clock


The Company Master

The Company Master lists all theinformation obtained from yourcompany to become a client of

AholaPayroll Services. Here you will find

suchinformation as:• Client #• Company Name and DBA• Contact Name• Pay CycleCertain parameters are set on theCompany Master according to yourpreferences.


Bank Routes

The Bank Route Master contains most

of the Routing or ABA #’s for Banking

Institutions nationwide. If yourCompany has signed up for Ahola’s Direct Deposit service and you

have an employee whose bank or credit

union isnot listed in the Bank Route

Master, youwill be able to add it here.


Deduction Master

The Deduction Master lists the specific

Deduction Codes that have been set up

for your company. There are two tabs.

The List Tabs shows the list ofDeduction Codes and the Detail Tab shows the information for the Deduction Code selected.

From the Deduction Master, you areable to Add, Change or Delete anyDeduction Code.


The Department Master

The Department Master lists the Departments that have been set up

forfor your company. Each employee

mustbe assigned to a department. Here

youhave the ability to Add, Change orDelete a Department. From the

DetailsTab, you can assign a Work City andState for each Department. In

addition,a NCCI or Workers Compensation Code can also be assigned.


The Earnings Master

Much like the Deductions Master, the

Earnings Master lists the specific Earning Codes that have been set

upfor your company. There are two

tabs.The List Tabs shows the list ofEarning Codes and the Detail Tab shows the information for the Earning Code selected.

From the Earnings Master, you areable to Add, Change or Delete anyEarning Code.


The Payroll CalendarThe Payroll Calendar is set up specifically for each client according toyour Payroll Schedule.As you create payroll batches the nextavailable pay cycle dates are pulled from the Calendar into Enter Time. As these cycles are processed, the entrieswith fall off of the Payroll Calendar.

TheCalendar Shows:• Pay Begin• Pay End• Check Date• Frequency• Pay #


The Payroll Control

The Payroll Control gives you a list of all

your processed payrolls and provides

such information as:• Check Date• Processed Date• Actual Gross• Taxable Gross• Net Cash• Total Checks• Total Direct Deposits• # of Employee Master Changes


Additional FeaturesAdditional Features are available on the lower portion of the Company

Menuthat not all clients will use. But so you are aware, they are briefly

outlined below:

• General Ledger - Ahola can enter your Chart of Accounts and cross reference them with specific payroll expenditures. The information is then made available to you each pay period in a General Ledger Report.

• Jobs - Commonly used with Construction Companies, the Jobs Master allows you to set up Jobs that occur in different cites and are used for Labor Distribution.

• Payroll - This commonly used feature highlights your payroll Calendar and Payroll Control.

• Taxes - The Tax Master shows the tax setup for Federal, State, Local, School District, NCCI and Misc. The Tax Master is meant for viewing purposes only. Any changes should be made only by the Ahola Tax Department.

• Time Clock - Ahola offers an optional Time Clock Interface which can be set up here.

• Unions - This feature is currently under development for future use.


The Payroll Menu

The Payroll Menu offers you features to

maintain employee payroll data, enter

payroll and run reports.• Employee Master• Enter Time• Quick Checks• View Checks• View YTD• Retrieve Update• Report Catalog


The Employee Master

The Employee Master allows you to Add

New Hires, make changes to existing

employee’s data and TerminateEmployees. There are 7 Tabs in theEmployee Master to store pertinentdata that relates to payroll.• Address• Status• Fed/State/Local• Earnings• Deductions• Direct Deposit• Labor


The Address Tab

The Address tab is the first tab in the Employee Master. To add a New Hire,you would click the Add button in thelower right corner.On the Address tab, in addition to the employee’s name and address, you

willenter the Date of Birth, Hire Date,

TermDate or Rehire Date.The employee’s home department isalso listed on the Address Tab.


The Status TabThe Status Tab is designed for internal information. There is nothing in the

Status Tab that is required to process your company’s payroll, however, you may

chooseto use it to keep track of such

information as:• Gender• Ethnic Origin• Salutation• Nickname• Employee Type• Badge #• Date of Seniority• Next Pay Raise• New Hire File Date


The Fed/State/Local Tab

The Tax Tab is divided into 4 sections.

• Federal• State• Local• Withholdings

Here you will enter the employee’s Filing Status, Exceptions,

Additional Withholdings, Fixed Withholdings

and NCCI Code.


The Earnings Tab

The Earnings Tab is where you will designate the Pay Type of each employee. Ex. Salary or Hourly

The Earnings that you add for each employee are pulled from the

Earnings Master.Here you can enter the employee’s

BaseRate and/or Annual Pay. In

addition, you can designate when an

Earning ispaid in the “Apply to Month’s Pay” section.


The Deductions Tab

Similar to the Earnings Tab, the Deductions Tab is where you willspecify any voluntary or

involuntarydeductions for a specific employee.For Deductions with a limit, like

401(k),the limit can be entered and as thededuction is applied, the limit will

beadjusted. When the limit is

reached,the deduction will no longer come

outof the employee’s pay check.


The Direct Deposit Tab

The Direct Deposit Tab is where you will

add your employee’s checking orsavings account information. Bydefault, each employee can have up

to3 Direct Deposit Accounts. However, if more are needed, Ahola

can accommodate up to 11 accounts peremployee.A specific amount or percentage can

bechosen for an account with the netamount going to another account.


The Labor Tab

If you have employees whose time is

always divided between the sameDepartment or City, you can

designatethat on the Labor Tab.For example, an employee spends 50% of her time in the Bakery and

50%of her time in the office. Her

hours, wages and taxes will be distributed evenly to each department and willshow the same way on all payrollreports.


Find Employee

From the Employee Master, you can

easily search for employees using the

Find Employee button. You can also

sort on any of the 5 headers by clicking

on them. To view Terminated, Inactive

or Lien employees, check the box under

the Look for Name field.


View YTD

From the Employee Master, you can

view any employees Year-To-Date totals. This window will show you

YTDtotals for:• Earnings• Deductions• Employee Taxes• Employer Taxes


Other FeaturesOther Features available from the

Employee Master are:• View Checks• Quick Checks

View Checks gives you the Earnings, Deductions and Taxes for each check for

anyemployee.

Quick Checks allows you to create a payroll batch for one of the types of checks listedbelow for one specific employee.• Regular• Manual• Net-To-Gross• 3rd Party Sick Pay


Enter TimeThe first step in Enter Time is to createyour payroll batch. You have the abilityto create multiple batches, however,most of the time you will only createone batch for your regularly scheduledcycle. The Batch/Selection and Creationwindow will open with all fields grayedout. When you are ready to create

yourbatch, click the ADD button or OK toexit.


Batch Selection/CreationWhen creating a batch, you have the ability to select certain parameters. Forinstance, you can create a batch for Hourly employees only.When creating a batch for Commissionsonly, you can select that earning only and uncheck the deductions.There is a Batch Check Stub Message window where you can enter a messagethat will print on all checks.When you have set your parameters, you will save your batch.


The Detail Entry Tab

Entering a batch brings you to the Enter Time window where you can enter hours for your hourly

employees on the Detail Entry Tab.Salaried employee’s per pay rate is automatically pulled into the batch

from the Employee Master.Any one time changes to Earnings and/or Deductions can be made on

the Details Tab in Enter Time.


The Check TabAfter entering hours on the Detail

EntryTab, you can view the employees Gross-To-Net wages on the Check Tab.You also have the ability to enter one time fixed or additional withholdings

forFederal or State taxes.On the bottom on the Check Tab is a Check Stub Message window where

youcan enter a message that will print on the selected employee’s check only.


Punch Detail Report

After you are done entering hours and/or editing earnings and

deductions,you can print a Punch Detail Report that will allow you to review your

data entry. This report will print each employee in the batch whether or

not that are being paid. It allows you to double check your work and verify if everyone who is suppose to be paid, gets paid.


Payroll Batch Totals

The Sigma button on the Enter Time

window will bring up the Payroll Batch

Totals. This is a snap shot of all totals

for the current batch. This tool allows

you to balance your payroll and verify

totals.


Enter Time - Other Features

• The Spreadsheet Mode can be activated at anytime in Enter Time and is useful for quick data entry.

• Labor Distribution can also be activated at any time in Enter Time allowing you to distribute employee hours or wages among multiple departments, cities or jobs.


Transmitting PayrollWhen you have completed balancing

your batch entries, you are ready to

transmit this data to Ahola. The

Transmit feature in Enter Time,

compresses your data and encrypts it

preparing it for transfer to Ahola.

Using your existing Internet

Connection, the Transmit feature will

connect to Ahola’s FTP site and transfer

your data to Ahola making it available

to your Ahola Payroll Processor who will

verify your batch totals and run your

payroll.


Retrieve Update

The Retrieve Update features allows you to connect to Ahola’s FTP site

and retrieve the payroll data that was processed. This feature updates all YTD Totals.In addition, if software changes

and/orenhancements have been made,

they will be updated at the same time.The Retrieve Update should be performed each and every time you receive your payroll delivery.


The Report Catalog

The Report Catalog gives you access to

over 50 Payroll and Employee Reports

that you can preview and print.After choosing a specific report,

you canselect various parameters to run

the report.• Date Range Hire Date• Pay Cycle Check #• Employee # Department


Tools and Admin Menu

From the Tools Menu you can change

your password.

The Admin Menu allows you to add, change or delete users.


The Help Menu

From the Help Menu you can access the

Generations Reference Guide, viewable

in Adobe Acrobat Reader.There are also the following

features:• Ahola Payroll on the web• Technical Support• Calculator• About Generations


Additional FeaturesAccrualsVacation Accruals can be set up so thateach employees earns the appropriate amount of time per pay, month or othertime frame designated.

Accrual Balances can be printed on each employees pay stub, if desired, showing Beginning Balances, Amount Accrued, Amount Used and Balance Available.


Time Clock Interface

Ahola’s Generations Software has an optional interface for the following Time and

Attendance Software Applications:• Attendance for Windows• Attendance Professional• MITC• Qquest Gold• Time Trak• Tru Time• Versys

Additional Time Clock Interfaces can be developed by our IS Staff with custom

programming.

•Advance Time

•Cleveland Time

•Magna HR

•Quetzel

•Unix Windows Facetwin


For More Information

Please contact your Ahola Sales Representative

(440) 717-7620

or

Richard A. Shimko, SrRemote Payroll Technician(440) 717-7620 Ext. 125

[email protected]


Thank you for your time and attention.

6820 west snowville road brecksville, oh 44141 phone 440.717.7620 fax 440.717.7690 ahola’s...

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