This guide provides a comprehensive overview of payroll processing, including how to run payroll, amend payroll, view payroll history, access reports, and more.
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Payroll Preparation – Adding Payroll Data
The first step in running payroll is adding payroll data for employees. This includes both recurring and one-off pay items. To enter payroll data, navigate to the pay data screen where you can add and manage pay items. Follow the steps outlined in the guide below to ensure payroll data is entered correctly.
Payroll Preparation - Importing Pay Items
You can also add payroll data for employees in bulk using the Import Pay Items feature. This allows you to import both one-off and recurring pay items efficiently. Please refer to the guide below for step-by-step instructions on how to import pay data in bulk.
Accessing Payroll Screen
To access the payroll screen, please follow the steps below
Navigate to the dashboard by clicking on the logo. This will take you to the "Manage Clients" list.
Find the client and click the "People" icon
in the corresponding row. This will open a list of employees.On the employee dashboard, click on the "Payroll" tab. An orange underline will indicate the active tab.
Viewing Payroll Periods
The payroll screen displays the current pay period available for processing. This includes details such as the start and end dates of the period. To learn more about payroll periods and how they impact payroll runs, refer to the article below.
Running Payroll
After payroll data is entered, the next crucial step is processing payroll. This includes submitting Full Payment Submissions (FPS), sending payslips, and generating pension reports. For detailed instructions, refer to the guide below.
Amending Payroll and Recalculating Payroll Values
After running payroll, you may need to make adjustments due to errors, missing information, or additional pay items. The ability to amend payroll depends on the payroll period’s status, whether it is completed or locked. This ensures that necessary updates can be made while maintaining accuracy and compliance.
Amending Payroll When Status is Completed
To modify a payroll with a completed period status, you can simply update or add pay data or employee details. Payroll updates automatically, but you can click the "Recalculate" button if needed to reflect changes.
Amending Payroll When Status is Locked
To make changes to a locked payroll, you must first unlock the period. Navigate to the payroll screen, select the pay period, and access the Reports section. Click on 'Unlock Current Period' to enable modifications. Once the payroll is unlocked, you can update or add payroll data as needed, and the system will redo the calculation automatically.
Accessing Payroll History
Once payroll is closed, it is stored in the payroll history screen. To view past payrolls:
Go to the Payroll screen.
Click the Payroll History tab.
For more details, see the guide below.
Rollback Payroll
In some cases, payroll may need to be rolled back to make corrections, such as adding additional payments or fixing errors. To learn how to roll back a payroll, refer to the guide below.
Lock and Unlock Payroll Period
Locking a payroll period ensures that no further modifications can be made to payroll data for that period, while unlocking allows for modifications. Payroll periods can be locked and unlocked when the payroll is in the completed status.
Locking a Payroll Period
Navigate to the Payroll screen.
Select the pay period.
Click Reports.
Click Lock Current Period to finalise the payroll and prevent any changes. Once locked, no further modifications can be made.
Unlocking a Payroll Period
Navigate to the Payroll screen.
Select the pay period.
Click Reports.
Click Unlock Current Period. Once unlocked, modifications can be made.
Payroll Reports
Various reports are available to assist with payroll processing. Below is a list of key reports and their details:
Payments by Employee Report
Pension Report
Pay Item Result Listing Report
FPS Report
For more details on accessing and using payroll reports, refer to the relevant articles linked above.
Need Further Assistance?
This guide ensures a smooth payroll process by covering all essential steps from preparation to reporting. If you need further assistance, please refer to the related articles or reach out to support! 😊