The Payroll > Process Payroll > Process Payroll screen lists the active pay cycles for an entity and any employee groups within that pay cycle.
To view the pays that are ready for payroll processing, you will need to either select a pay cycle, employee group or use the Report Settings drop-down to filter for specific criteria.
The report will load any employee pays that match the pay cycle, employee group or filter criteria that you enter. It will show an overall summary at the top of the screen, with each individual employee pay listed on a separate line underneath.
You can expand an employee pay line to view more detail by clicking the ‘+’ icon.
Some pays may be marked with a red exclamation mark. There are a few common reasons that this can happen:
- there is a calculation in the pay that needs to be manually checked;
- the employee has not been assigned as tax table; or,
- there is a recoverable deduction associated with the employee.
If you have entered manual changes to a pay item in an employee pay, you can revert these changes by clicking the reset icon that appears to the left of the pay item name. Resetting a pay item will restore the data associated with that item when it was first linked to the pay.
Pay items can also be removed from an employee pay. You will need to select whether to mark the items to be paid later or never paid.
History and Pay Advice Notes
The expanded view of the pay includes the Pay Date, Pay Advice Notes and History the right of the pay item details.
The History section details the changes that have been made to the pay, including any tax recalculations and other deductions which are affected by a change to the total gross wage.
Each History entry includes the date, time and user who made the change. You can manually enter other information by clicking ‘+ Add Payroll note’.
The Pay Advice Notes section is a record of any notes that are to be added to that employee pay advice. You can add a note in the free-text field and it will display on the pay advice when it is generated.
The History and Notes will also appear on the Reports > Payroll > Payroll Report.