CenterPoint® Payroll - Creating a New Payroll Database

When you install CenterPoint Payroll, the installation will determine if you have CenterPoint Accounting and automatically integrate CenterPoint Payroll with CenterPoint Accounting. If you do not have CenterPoint Accounting, CenterPoint Payroll will be installed as a standalone product.

Once integrated, the CenterPoint Payroll transaction screens and setup screens can be accessed from the standard CenterPoint menus. Creating the database is completed through the CenterPoint Accounting product when CenterPoint Payroll is integrated with accounting. A default set of earnings, deductions, benefits, and other payroll setup items will be added to your existing database.

If you are transferring from Perception or Red Wing Payroll, do not use the New Database Wizard. You will access all setup information from the Setup menu selections.

The New Database Wizard is a step-by-step guide to help you with Payroll Setup. The New Database Wizard allows you to:

  • Setup a new company/employer
  • Setup general ledger accounts used with CenterPoint Payroll.
  • Setup a default set of earnings, deductions, and benefits.

Before beginning the creation of a new database, it is important to understand the tax entities represented in the database. A “company/employer” is defined as a tax entity with financial activity. Multiple companies/employers can share a database if they are part of the same operation. This allows the companies/employers to share accounts and analyze the combined data. At the same time, each company/employer maintains separate financial records.

  • • If you have more than one company AND …
  • • they do NOT share the same type of business activities,
  • • they do NOT share the same type of accounts,
  • • you do NOT wish to combine data from all companies in an analysis

... it is recommended to create separate databases. You may have as many databases as needed.

The New Database Wizard screens include instructions and guidelines as you work through each step of the process.

Step 1 - Create the Database

  • To start the New Database Wizard, click File > New > New Database Wizard.
  • To move through the New Database Wizard, review the information on each screen, enter the information that is required, and then click Next.
  • If you need to go back to a previous screen while creating a new database, click Back.
  • Click Next.

Set Up Database Options

    • If you are just starting the Wizard, select Set up a new Database. Click Next.
      • Enter the database name.The database name must be at least five and at most 30 alpha-numeric characters (avoid using special characters). An extension of .mdf is appended to the file name automatically. The database name identifies the entire database and stores your payroll data. This name does not print on reports and does not have to be the formal company name. Use a name that easily identifies the database; CenterPoint Payroll processes that refer to this name are Open, Close, Backup, and Restore. Click Next.
    • If you are creating a new database but wish to copy setup information from an existing database such as accounts, earnings, deductions, or local taxes, select Copy from an existing company.
    • If you are continuing a previously saved database in progress or if you have saved a completed database for future use of a new database, select Resume from a saved database setup.

Finish Later

If you need to resume creating the database at a later time, click Finish Later.

  • When you wish to continue, select File > New.
  • On the Set Up Database Options screen, select Resume from a saved database setup.
  • Use the Navigator Control menu on the left side of the screen to quickly determine where you previously stopped. In the Navigator Control menu, select the point you wish to continue.

Step 2 - Chart of Accounts

  • The wizard creates a payroll specific chart of accounts. You may add, edit, or delete accounts after the wizard is complete.
  • Click Next.

Step 3 - Start Date

  • Enter the date you will enter first transactions in CenterPoint Payroll. If you are planning on either entering previous payroll details or quarterly payroll totals for the year, we recommend that you start at the beginning of the payroll calendar year.
  • Click Next.

Step 4 - Use Account Numbers

The chart of accounts can have numbers assigned to each account as well as the names and abbreviations. Accountants or tax advisors that use your financial reports may request reports ordered by account number.

  • When you create a new database, the default is set to Yes which will add a six-digit account number to each of your general ledger accounts using standard accounting numbering sequences. You can add separators (periods or dashes) between account segments or increase the length of your account numbers after you complete the Wizard in the Set Account Number Mask section in File > Preferences > Accounts > Accounts Settings. See the Accounts Preference topic for more information.
  • If you want to have your account numbers be any other length than six-digits, you will need to change the account number mask in in the Set Account Number Mask section in File > Preferences > Accounts > Accounts Settings, then you will need to enter the account number on each of your accounts in Setup > Accounts > Accounts. See the Accounts Settings Preference topic for more information.
  • If you do not want to use account numbers, change the default value to No.
  • Click Next.

Step 5 - Accounts

A payroll specific chart of accounts will be added to your database. Accounts can be added, modified, or deleted after completing the Wizard in Setup > Accounts > Accounts where the list is sorted by the account type (Assets, Liabilities, etc.)

  • You may review the chart of accounts detail by clicking on the account in the list. The detail about the account will be displayed in the Detail box below the list.

Additional Payroll Accounts

    • If you are using CenterPoint Payroll with another CenterPoint product (integrated), the CenterPoint Payroll program needs additional general ledger accounts in specific account categories entered into the chart of accounts. The additional accounts and the account category they must be in are listed in the Additional Payroll Accounts procedure.
  • Click Next.

Step 6 - Save the Setup for Future Use

  • If you have other databases that require a similar setup, choose to save the setup for future Yes.
  • Click Next.

Step 7 - Building the Database

  • ClickBuild New Database.
  • The screen to build the database displays the default locations for the new database. We recommend using the defaults.
  • Click Build Data. A message will display when the process is successful.
  • Click OK.
  • Congratulations, you have completed the New Database Wizard process.
  • When you open your new database you will be given options for setting up your employer(s)/company(s) information along with payroll taxes, earnings, and deductions and benefits, etc.
  • Click Next
  • If an Update screen displays, click OK. At the Update completed successfully message, click OK.
  • If an Install Modules screen displays, click OK. At the Configuration completed successfully message, click OK.

Step 8 - Welcome to CenterPoint Payroll

  • Please see the Payroll Setup Wizard procedure for a detailed explanation about the tool that will assist you in setting up employer, taxes, earnings, and deductions/benefit information.

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