Lock or Unlock a Pay Run

Overview

When the details in a pay run are finalised and you're ready to pay the wages, the pay run needs to be locked. Then the bank file can be downloaded. Locking the pay run prevents changes from being made to any of the included pays.

Once a pay run is locked and you've validated all your data, it can be marked as Paid. Please ensure you've checked the data, as marking it as paid can not be reversed. 

Lock a Pay Run

To lock a pay run:

1. Go to Payroll > Process Payroll > Process Pay Runs.

2. Tick the checkbox next to the pay run you are locking.

3. Click ‘With selected Pay runs…’ > Lock > Go.

You can also lock a pay run from the Pay Run Details screen.

1. In the Process Pay Runs report, click the Pay Run number to view the Pay Run Details.

2. Click ‘With Pay Run…’ > Lock Pay Run > Apply.

Once a pay run is locked, you won’t see the option to ‘Remove’ a pay in the right column of the Pay Run Details report. This will be replaced by the option to ‘Preview Pay Advice’.

Unlock a Pay Run

Users with System Administrator permissions will be able to unlock a locked pay run. Unlocking a pay run will revert it to draft status, which will allow you to make changes. 

You can not unlock a pay run that has been reported via STP or a pay run that has been marked as Paid. 

To unlock a pay run:

1. Go to Payroll > Process Payroll > Process Pay Runs.

2. In Report Settings, set Pay Run Status to ‘Locked’.

3. Click Go.

4. Tick the checkbox for the pay run that you would like to unlock.

5. Click ‘With selected Pay run’ > set the drop-down field to Unlock > Go > Confirm.

You’ll also be able to unlock the pay run from the Pay Run Details screen.