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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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
The Remote ProcessThe Flowchart below illustrates the Remote Process.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
Secure Log In
The Generations software allows for
multiple users.
Each user is assigned a User ID and Password.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
File Menu
The File Menu gives you the option to
Log out so another user can Log in or
to Exit the application completely.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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 #
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
Tools and Admin Menu
From the Tools Menu you can change
your password.
The Admin Menu allows you to add, change or delete users.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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.
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
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
6820 West Snowville RoadBrecksville, OH 44141Phone 440.717.7620 Fax 440.717.7690 www.ahola.com
For More Information
Please contact your Ahola Sales Representative
(440) 717-7620
or
Richard A. Shimko, SrRemote Payroll Technician(440) 717-7620 Ext. 125