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Untitled Document CLS Frequently Asked Questions

G. Payroll

1.  An employee's payroll check doesn’t appear on the payroll journal.

  • It’s possible that payroll transactions have been entered with the wrong dates.

In TR, Menu Selection 1, display the transaction register and verify the dates.  If the transaction dates are incorrect:

    • Unpost the transactions in PT, Menu Selection 2.  Edit the payroll transactions in ET; press F2 and use page-up/page-down and the arrow keys to locate the payroll check(s) that didn’t show up on the payroll journal.

    • Press F3 to block the transactions with incorrect dates, press Y to change the year or press M to change the month, then enter the correct year or month.

    • When finished, leave the ET program and repost the transactions using PT, Menu Selection 1.

  • If the transaction dates are correct on the transaction register, the Calendar Quarter or Calendar Quarter Ending Date is incorrect for the ledger in LI 3(1).

    • Correct the Calendar Quarter or Calendar Quarter Ending Date, press the Escape key once and enter A to accept the change.

    • Using the PT program, then unpost (PT 2) and repost (PT 1) the transactions.

  • It is also possible that the employee number/name combination has been saved as a memorized description, and that’s keeping the transactions from being recognized as payroll-related.

    • In TR, Menu Selection 1, display the transaction register and make sure that all payroll checks show an employee number in the Empl column.  If an employee number and name show up in the Description column instead, the employee is being treated by CLS as a memorized description.

    • To remove a memorized description, use DM, Menu Selection 2.  Press F1 at the Description key prompt and search the list for the employee number/name; it will be near the beginning of the list. If you find it, press Enter and then enter Y to delete the description.

    • Now, unpost the transactions using PT, Menu Selection 2.  Edit the payroll transactions in ET; press F2 and use page-up/page-down and the arrow keys to locate the payroll check(s) that didn’t show up on the payroll journal.

    • At the first transaction for each paycheck, press Enter to move to the description field, enter the employee number and then press Enter repeatedly until you see the Y at the end of the line.

    • Next, select each of the other transactions for this paycheck and press Enter repeatedly until you see the Y at the end of the line.  This step must be performed to assign the remaining transactions to columns on the payroll journal.  It’s not necessary to reenter the employee number.

    • When finished, leave the ET program and repost the transactions using PT, Menu Selection 1.

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2. I can't print 1099 forms
There are several possible causes for this type of problem:

First, check the Series Type assigned to your vendor series in PF 1.

Also check your column setup in PF 3; make sure the column types are correct.  CLS uses the box numbers for each 1099 type as column types.  The column types tell CLS where to place amounts on the 1099 forms. If they’re not correct, either amounts will be printed in the wrong boxes or the 1099 will not be printed at all.

Last, check the vendor balances in EF 2.  1099 forms will not print correctly if balances are incorrect or are in the wrong column.

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3.  I can’t print corrected 1099 forms
Be sure to assign a C option to each corrected vendor in EF 1, before attempting to print the corrected 1099s.

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4.  Payroll tax forms are printing j’s and g’s
The soft tax fonts used by CLS are not being downloaded to, or haven’t been accepted by, your printer.  This type of problem can have several causes:

  • If the forms have been printing properly, it’s possible that the printer was turned off while you were in CLS and the downloaded fonts were lost.  Run TF 7 or TW 9, Download Soft Tax Fonts.  You should see the ‘downloading’ message on your screen, with a 10-30 second pause.  Now try to print the form again.
It may also be possible to lose the fonts downloaded by CLS if you print a Word document or an Excel spreadsheet while CLS is running.
  • Make sure that you are set up to automatically download the soft tax fonts in SI 1 (3,2).  In the left-hand column of that screen, you will see Download Soft Tax Fonts.  This option should be set to 1, Download once per session.  If it is set to 0, the tax fonts will not be automatically downloaded.
  • If you are using Windows 95,98 or Me, turn off print spooling for MS-Dos programs.  Click on Start, Settings, Printers.  Right-click on your printer and select Properties.  Select the Details tab, then click on Port Settings.  Remove the check mark from Spool MS-Dos print jobs. Click OK to accept the change.
  • If you are using a desk jet or ink jet printer, you won’t be able to print payroll tax forms with CLS.  (Normally, these printers do not work at all with CLS).

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5.  Which W-2 forms do I need to order?
FMSI has teamed up with Nelco to provide you with CLS-compatible, govenrment-approved payroll tax forms. Visit our W-2 checklist page to determine which paper types CLS 5.5 supports for 2004 and the Nelco form number needed to order those forms.

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6.  Which 1099 forms do I need to order?
FMSI has teamed up with Nelco to provide you with CLS-compatible, govenrment-approved payroll tax forms. Visit the 1099 checklist to determine which paper types CLS 5.5 supports for 2004 and the Nelco form number needed to order those forms.

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