Payroll Management

Before starting to create pay runs "payroll", you must setup the following:

• Employees salary details such as payment cycle, base hours, number of hour per week, etc
• Employees leave entitlements
• Employees superannuation
• Tax withheld configuration for each employee
• Bank accounts for employee, used when generating a bank file

Adding a Pay run

When you add new pay run, the system evaluates and prepares active employees' payroll based on the last pay run details and the employee's pay cycle frequency, when there is an out of cycle employees, the payroll system excludes those employee from this pay run.

For first time employees, make sure to set the correct pay cycle date for the employee, all future pay cycle dates will be managed by the payroll system based on the last pay and payment cycle frequency

Follow the next steps to create a pay run:

1. Access the Payroll window form the application toolbar
2. Click New
3. The new pay run window appears
• Payment Cycle select the payment cycle
• Out of cycle employees select this option if you want to include the out of cycle employees in this pay run

If this is the first pay run, make sure to select the correct date range. All future pay runs, will be configured based on the last pay run and the employee's pay frequency.

• Payroll Date Range select the period's start and end dates
• Pay Date select the pay run's pay date

When updating pay cycle dates or pay date, you must click on Update Dates to refresh the current dates for all available employees

• Review Payroll click on the edit icon to view the required payroll payment
• Payment to flag this pay run as paid, check the option Paid and select the bank account

You can also flag all payroll transactions as paid when generating a bank file

• Add Pay run check all payments that you want to include in this pay run and click Generate Pay run

Updating a Payroll

Follow the next steps to update a payroll:

1. Access the Payroll window from the application toolbar
2. Double click on the required pay run
3. The selected pay run transactions appear
4. Double click on the required employee's payroll
5. The payroll details window appears
6. Check and review the current payroll details
7. Click Save

Generating a bank file

Follow the next steps to prepare a bank file:

1. Access the Payroll window from the application toolbar
2. Select the required pay run
3. Click Bank File
4. The bank file window appears
5. Review the bank file details
6. Check all payment to include in this bank file
7. Click Save Bank File

The downloaded bank file can be used to import all payments into the bank online banking portals

8. To mark paid payrolls as paid, click Update Paid Status

Emailing Pay Slips

Follow the next steps to email employees' payslips:

1. Access the Payroll window from the application toolbar
2. Click Pay Slips
3. The email pay slips window appears
4. Select the payrun date and click Find
5. Select the payment slips that you want to send
6. Click Send Email

Sending emails require a valid email address for the employee, you must also setup the business email profile under the Setup tab - Email Settings

Deleting a Pay Run

Select the pay run and click Delete, confirm the delete request

To delete one more payrolls within the pay run, double click on the required pay run, select all payrolls to delete and click Delete and confirm the delete request

When deleting a pay run, all payrolls within the pay run will be deleted, paid payrolls can not be deleted

Deleting multiple Payrolls for an Employee

Follow the next steps to delete multiple payroll for an employee:

1. Access the Payroll window from the application toolbar
2. Click Advanced
3. The delete payroll window appears
4. Select the date range
5. Select the required employee
6. Check all payroll that you would like to delete
7. Click Delete

Finalsed, locked or closed payrolls can not be deleted, payrolls with not enough available annual leave will not be deleted.