Overview
The Pay Checks feature in PDI CStore Essentials allows store managers and owners to record and manage employee pay checks for each payroll cycle. By using this feature, you can maintain accurate payment history, track check details, and make updates when necessary. This article covers navigation to the Pay Checks page, creating new pay checks, updating existing ones, deleting entries, and printing checks.
Prerequisites
Before managing pay checks:
Ensure employee profiles are active and required settings are made.
Confirm that timesheets have been reviewed and payroll calculations completed.
You must have Admin or Manager access to the BackOffice system.
Important Notes About Payroll Settings
The Pay Type (hourly or salary), Pay Rate, Next Payroll Period Start Date, Taxes, and Payweek Start Day are automatically determined based on:
The individual employee’s profile settings.
The overall payroll configuration settings for the store.
If your store does not use Clock In / Clock Out for employees, the system will not automatically calculate total shift hours in the Create Payroll window.
In this case, you can manually enter the total hours worked for the pay period to ensure accurate payroll calculation.
Navigation
Log in to your CStore Essentials Web Account at
https://www.pdicstoreessentials.com.From the Dashboard, go to:
Payroll > Pay Checks.
Understanding the Pay Checks Page
The Pay Checks page provides a centralized view of all employee pay checks and options to manage them. Key features include:
Search Filters:
Employee Name: Quickly locate pay checks for a specific employee.
Check Date: Filter pay checks by issue date.
Check Number: Search by check number for quick reference.
Pay Check List: Displays details such as employee name, check date, check number, and check amount.
Create Pay Check (Plus Icon): Click the + (Plus sign) to create a new pay check entry.
Edit Pay Check (Pencil Icon): Click the pencil icon to update pay check details (note: check amount cannot be edited as it is calculated automatically).
Delete (Trash Icon): Click the trash icon to remove a pay check entry if it was entered incorrectly. Use this option carefully, as deleted records cannot be recovered.
Print Options: Click the Print icon to print pay checks. You can choose:
Print on Preprinted Paper: For checks with pre-designed templates.
Print on Blank Paper: For plain paper printing.
Creating a New Pay Check
Top-Right corner Click the + (Plus sign), the Create Payroll window opens.
Follow these steps:
1. Employee Selection
Employee: Choose the employee from the dropdown list.
Pay Period: Select the start and end dates for the payroll period.
2. Wage and Hours
Displays hourly rates for:
Regular hours
1st Overtime
2nd Overtime
Enter the number of hours worked in each category.
The system automatically calculates Gross Pay based on hours and rates.
3. Taxes and Deductions
Shows breakdown of:
Federal Tax
State/Local Tax
Medicare
Social Security
Displays Total Deductions and calculates Net Pay automatically.
4. Cash Advance Pay Back
If the employee has an outstanding advance, the balance is shown.
Option to View Balance Detail for reference.
5. Payroll Remark and Bank Details
Bank: Select the bank for the pay check.
Check No: Enter the check number.
Check Date: Enter the date the check will be issued.
Remark: Add any notes related to the pay check.
6. Review and Create
Check Amount: Displays the final payable amount after deductions.
Note: This amount cannot be manually edited; it is calculated automatically.Click Create Payroll to save the pay check.
Click Cancel to discard changes.
Updating an Existing Pay Check
Click the pencil icon next to the pay check.
You can update:
Check No
Check Date
Payroll Remark
Check Amount cannot be edited, as it is calculated automatically during creation.
Click Update Pay Check to save changes.
Best Practices
Verify timesheets and payroll calculations before creating pay checks.
Double-check check number and date to avoid duplication.
Document remarks for audit and compliance purposes.
Use search filters to quickly locate pay checks.
FAQs
Q1: Can I delete a pay check entry?
Yes, if a pay check was entered incorrectly, you can delete it from the list.
Q2: What happens if I change the check amount?
You cannot change the check amount; it is calculated automatically.
Q3: Why can’t I create a pay check?
Check your user role; only Admin/Manager roles have access.
Troubleshooting
Pay Check page not loading: Check your internet connection and browser compatibility.
Missing employee in list: Verify the employee profile is active and payroll is calculated.
Unable to find Payroll menu: Ensure you have Manager/Owner Access Level permissions.