Run payroll W/O invoice is for running payrolls where a timesheet/invoice does not need to be raised. Main examples of this are statutory payments, pension refunds or holiday pay.

The main screen is found under Payroll - Process - Run Payroll W/O Invoice, as shown below.

The main screen for payroll is called 'Payroll Summary'.

There is a weekly payroll count along with a total net pay for the week, this may be information you find useful.

This screen will also display your last 10 created payrolls by default. There is quite a bit of useful detail on this screen.

See a the table below for what each grid column displays/means.

If you are on the payroll summary screen, to create a payroll please select 'Create Pay Run' highlighted below.

You will then be taken to the 'create payroll screen' to insert the payroll details.

See completed example below with a guide to each field.

Payroll Title - This is a free type box allowing you to label the payroll whatever you want. It doesn't have to be unique but make it easy to read in case there's a query in the future.

Pay Date - Enter the date the workers would typically receive the funds.

Bank Date - Enter the date the workers will receive funds.

Bank File Type - Select the correct file type dependent on the payroll and bank you use.

Once completed, select 'Next'.

You will then be taken to the below screen which is step 2 of the payroll process.

Step 2 - Adding the Workers to Payroll & Running the Payroll

This is where you add the workers for payroll and this can be done two ways. You can either quickly add all the payments for a certain pay element, or add them worker by worker.

To add all available payments for a pay element, use the dropdown to select the pay element, as shown below. The 'Add all' button will then become available if the feature works for this payment.

You should then see all the pending payments appear on the screen.

You can then repeat this process with the other pay elements needed for payroll.

To add payments one worker at a time, use the dropdown to search for the worker, as shown below. Once selected, the employee number and person type will pre-populate. Then select the pay element for payroll using the dropdown, shown below. If there is a payment pending for that element, it will automatically filter into the amount.

You will be unable to select a pay element until the worker has been selected.

You can then select the 'Add Entry' button and repeat this process until all payments for payroll are added - this can be for multiple workers and pay elements.

Once you have added the workers, simply select 'Run payroll' button at the bottom of the screen.

You will then be taken back to the summary screen where you can see the payroll as per the below image.

The status will either be 'In Progress' or 'Verify', it may need a refresh but typically the payroll will process within a minute.

Step 2 of processing a payroll without invoice is all about verifying the data and running the payroll through to completion.

Once in verify stage, you will see these 3 icons.

The PBE report (the middle XLS icon) will allow you to download the 'Payments by employee' report (as with the run payroll - umbrella) to verify the payroll calculations. The below button leads to a guide that is aimed at helping users understand the data displaying in the report.

The final icon is 'archive' where you can archive the payroll.

The blue pen icon will take you straight through to the verify and run payroll screen (as shown below). Once you're happy with the payroll reports you can run the payroll to completion by clicking the 'Verify & Run Payroll' button, as shown below:

You will then be taken back to the summary screen and the payroll process will be done as background task. You may see the payroll in 'Pending' status, give it a minute and click refresh and it should now show as 'Complete'

The 'Complete' status is referring to the payroll run, if you click on the three dots next to it, you will then see the below actions and their current status.

The bank status will show as incomplete until you download the payment file. To do this click on the download icon under the action column, shown below.

From there, you will be given the option to download the bank file. The options may look slightly different for your company bank but the layout will be similar.

Once downloaded you can check the bank status, which should now be either complete or failed.

Complete
​

The bank status will now show as complete if there was no errors.

The system will flag that the bank has already been downloaded also just in case another user attempts to do so.

Please Note - This is purely a display message and will not stop them for re-downloading the file.

Failed

The bank status will show as failed if there was one or more errors.

The system will allow you to download a bank file for those without errors and get those paid. It will also provide you with an error CSV file which details each worker and error line by line.

You can correct the errors and then come back here to redownload the bank file. Any corrections made will automatically update the bank file.

The email status will show as incomplete until all the payslips have been sent out to the workers. This will typically be an automated system process based off the settings chosen at Settings - Company Setup.

These are the three possible options.

Once the system has sent the payslips, the email status should now show as 'Complete'.

The SMS status will show as incomplete until you manually select the text icon. Once you hit this button, a pop out screen will ask you who on the payroll you would like to send a message to (you can select all or a few):

You will then see the below screen. From here you amend the text and send the SMS. The standard SMS template is 'We have now processed your payment and [pay_amount] will credit your nominated bank account on [bank_date]'

​Please Note - It is important to select 'Mark as complete' as shown below. This is what the status column looks at for determining if the process is complete.

Once sent, the status should now be 'Complete'.

If you want to send messages from the software, we use TxtAnywhere. For more on their pricing please see - https://www.textanywhere.com/pricing/

The FPS status will show as incomplete until the FPS has been sent to HMRC. This can either be sent manually via the FPS screen, or we have a scheduler which automatically sends all FPS at the chosen time.

FPS Scheduler

To use the scheduler, you first need to have it configured. This is found under Settings - Company Setup. It is found under the PAYE section and is a simple tickbox and dropdown for selecting the time.

What this means, is everyday at 8pm, the system will go through and submit any FPS with a pay date of today where there FPS status is 'Pending'.

The FPS scheduler wont work if one of the below conditions are met:

Submitting An FPS Manually

Submitting an FPS manually can be good for peace of mind or in the event one of the conditions listed above are met.

To do so, first make a note of the FPS ID linked to the payroll you've just processed. In my example it's 15115 as shown below.

Now you need to go to Payroll - RTI eSubmission - Full Payment Submission.

You should see the FPS ID with an FPS status of 'Pending'.

First you need to download and verify the FPS report which will be in excel format, this allows you to verify the correct TAX, NI, SL are being reported for example.

Once verified, you can now submit the FPS using the button highlighted below.

If the FPS is late, the system will ask you to submit a late reason,

Once submitted you should get a success message and notice the FPS has changed to success status.

And now the payroll status should show the FPS as 'Complete'.

FPS Statuses And What They Mean

The FPS page has six possible statuses, please see below each status and what they mean.

Pending - The FPS has been created and is waiting to be verified and submitted.

Verified - The FPS report has been downloaded, the user can now submit the FPS to HMRC.

Failed - The FPS has failed, you view the errors by clicking the eye icon under the action column.

Acknowledge Received - The FPS has been sent, but HMRC have sent a holding response. This usually means they are experiencing high volumes so cannot confirm receipt. You can check the status by using the 'Check Status' button.

Fail Please Retry - The FPS could not be sent, there will be a retry button under the action column.

Successful - The FPS has been submitted and HMRC have confirmed receipt.

Sometimes the FPS can fail during the submission part and there are a number of possible reasons for this, these are the most common:

PAYE Authentication Failed - This error message usually means the PAYE details entered into the system are wrong, please check the details by going to Settings -> Company Setup. If you have checked these and they are correct please get in touch with us for further help.

Any other fail reasons can be viewed using the eye icon under the action column. There will then be an error message containing the details received back from HMRC on their response. If you are unsure of what these messages mean or how to correct them please get in touch.

Once everything for the payroll has been completed, the payroll itself can be marked as completed. This allows everyone who is looking at the summary screen to see the payroll has been completed and there is nothing left to do, this is an especially useful tool when you have multiple processors.

To do this click on the green page icon under the action column, shown below.

You will then be asked to confirm the process.

Now you should see that payroll ID highlighted as green.

If you mistakenly mark a payroll as complete, it can be reversed. the icon is now a red page and clicking this will reverse that process, removing the green highlight.

There is sometimes the need to archive/delete a payroll run, for example if you've entered the wrong pay or bank date.

IMPORTANT - You can only archive a payroll if it's not yet been verified.

To archive a payroll, select the cabinet icon under the action column, shown below.

The payroll has now been archived and can be viewed from the 'Archived Run List'

You will then see a list of all the historical payrolls that have been archived with the option to filter by the below parameters.

From this screen you can view historical PBEs if you wish, or even restore the payroll by selecting the cabinet icon again, once restored the payroll will then appear in the main summary screen again.
​