If you have Contractors in your workforce who are invoicing you for their time, these pays are processed separately to the rest of your workforce.
Set and Review Supplier Pay Run Details
When a contractor’s timesheet is finalised or an expense is approved, the payments are processed in Payroll > Process Payroll > Process Supplier Payroll. This screen will list the Pay Cycles that are relevant to the contractors set up in your entity.
You’ll be able to select a Pay Cycle, employee group or apply filters in the Report Settings drop-down list to set which contractor pays will appear in the report.
To view the details of a contractor’s pay, click the + icon next to their name.
You can add and edit items in the expanded view of a pay, with the tax recalculating automatically if items are added or changes are made when units or rates are edited.
The data that you will need to enter will depend on the item type that you are adding:
- Pay Items, Expense Reimbursements or Leave items
- Deductions or Contributions
- Sales Tax
You’ll have the option to create a new pay run to process a Supplier pay, or to add the pay to an existing draft pay run. When Supplier pay runs are created, they will be labelled with an S as part of the pay run number (eg #S3).
Create a New Supplier Pay Run
To create a Supplier pay run from the Process Payroll screen:
Tick the checkbox next to a contractor pay.
Click Create Pay Run.
Select Create Pay Run from the first drop-down field.
Enter the Pay Date, which is the date that the funds will be released from the bank. If Transaction Dates are enabled in your portal, you will also be able to nominate a separate Transaction Date for reporting purposes.
Select the Pay From bank account.
Enter a Payment Ref. This will appear on the pay advice that is sent to the Supplier. If nothing is entered, this will default to the Recipient Statement Message set in Config > Company Management > select the entity > Accounts.
- Click Create Pay Run.
Once the Pay Run is created, a Processing Summary popup window will confirm the pay run details. Supplier Pay Runs are differentiated from employee pay runs with an S before the pay run number (eg S3).
Add a Pay to an Existing Supplier Pay Run
Contractor pays can be added to an existing pay run, as long as that pay run is in Draft status.
To add a pay to a pay run from the Process Payroll screen:
Go to Payroll > Process Payroll > Process Supplier Payroll.
Select the pay cycle, employee group or filter criteria to apply.
Tick the checkbox for each pay that is being added to the pay run.
Click Create Pay Run.
In the first drop-down, select ‘Add to Pay Run’.
Choose the draft pay run to add the selected pays to. If there are no existing Draft pay runs, you’ll receive an error message advising that no existing pay runs are available.
- Click Add to Pay Run.
Pays that are added to a draft pay run will not appear in the Process Payroll report any longer as they have been linked to a pay run.