Payroll wrong reference

[Al]

In setting up our payroll, our monthly employees have all income, liabilities, and deductions entered. However, we give each employee part of their salary mid-month.

In trying to figure out how to do this, I created new employees for the mid-month payroll. Their transactions are a debit to salary and a credit to cash (or bank).

In January I had to void three mid-month cheques (checks). Since then, whenever I enter data for a new month, the word "VOID" appears after the manual cheque number. Why is this?

Should I delete these employees and create three new ones?

Al

[beas]

We have our salaried people set up to receive a draw check against their pay on the 15th of each month. So I just cut them a regular vendor-type check for whatever amount we have agreed on for the 15th. This check posts against a liability account. Then at the end of the month, I do the regular payroll check with the amount of the check on the 15th being a deduction on the payroll check that posts against the same liability account (which clears the liability account, leaving it at zero at the end of the month.) Each of the salaried people that receive a draw check is set up as a vendor to make this happen. We have done this for years and it has worked great. So, you are actually doing payroll only once a month. Of course, there may be restrictions in your state that would preclude doing this.

[tborgal]

I don't understand this. Why not just pay them twice a month and be done with it? Why would it be any easier to cut a vendor check than a payroll check?

[Al]

The original question was - Why is the word "VOID" appearing on each check? What should be done to remove it.

In my case, I use the Payroll module rather than the Vendor module. One could use General, Vendor, or Fund Accounting to do the same thing, but it seems logical to try to use Payroll to get the repeating nature of the transactions.

Al

[tborgal]

I do not use manual checks so I can not help you with that problem. But again I ask the same question. Why not just pay them twice a month and not deal with the phantom employees?

[Al]

I don't just pay them twice a month, because their end-of-month pay items are set up to debit and credit several accounts, whereas the mid-month advance simply debits and credits only one account each. To use one setup for both, a person would either have to delete several lines from the detailed setup, or add several lines to the minimal setup.

Because there is a co-treasurer at this site, it's desireable to set this up so that someone with a minimal background in bookkeeping could make it work (eg. semi-foolproof).

Al