Pay Runs allow you to create multiple payroll (salary or timesheet based) transactions including payslips, emails and banking. Payroll can be processed for one employee at a time or you can process in bulk for hundreds of employees in one or more batches (runs) using advanced payroll automation.
Pay Run Date
Important Note: The Transaction Date you use will be the date that appears on your bank file. This will be the date the bank in most cases will process the pay and in many cases this might not hit your employees bank account to the following day if clearing is overnight. So this “transaction date” is not necessarily the date the money will appear in your employees bank account (where you use the bank file to process payments). To work out which day this is you will need to speak to you bank about their cutoff times each day for receipt of payment requests and also take into consideration the time and business days it takes to clear funds into different banks. Each bank differs.
Create Pay Group
Click the “+” icon next to Pay Group in the Main Menu. When the screen is available define all the Pay Group details before saving. Note these details are used for all the members you will add to this Pay Group. The idea being that you would add people to this Pay Group if they are all paid in a similar way.
Add employees to the Pay Group
Goto each ‘Employee’s Details’ screen by choosing setup > payroll > employees. Select the Pay Group you just created from the Pay Group drop down list before saving.
Pre Pay Run Tasks
- Update your payroll bank account to include your (a) Bank Code e.g. Westpac Banking Group is “WBC” and (b) your BSB and Account Number.
- Add everyone you need to the Pay Group. Open the employee details screen by choosing Payroll > Employees > Edit icon. Select the Pay Group you wish to add them to using the Pay Group drop down list and save these changes.
- Update any leave in your employees “next pay” tab. Choose Payroll > Employees > Next Pay icon.
- If emailing payslips ensure the employees email addresses are up to date
- If mailing payslips ensure the employees mail addresses are up to date
Actions
Create a Draft Pay Run
From the Pay Groups List screen click on the Pay Run icon next to Pay Group you want to process pays for. The Pay Run screen will appear allowing you to set the Pay Date before clicking the ‘Generate Draft’ icon. If you haven’t missed any important details a draft PDF file will be created of each payroll transaction giving you the ability to check each pay. If info is missing it will generate a list of required amendments in order to retry processing the pay. Note that the messages will be there until you retry processing the pay even if you have fixed them.
Approve the Draft
After you are happy click the Approve icon.
Get your Bank File and Payslip PDF
Click the Bank File icon to get you bank file for submission to an online banking website for payment processing. Click the PDF icon to view/open the PDF payslip bulk. These are the payslips you can mail when printed (they are also the same as those emailed when you set the Pay Group to email payslips).
Deleting a Pay Run
Payroll Approvers can do this if required. We allow this in the event you need to re-run payroll for manifest error reasons or to change the processing date due to banking system downtime or closure. It also allows the reversal of an accidental approval. Using this feature literally deletes all payroll transactions that relate to that Pay Run so use it wisely.
