Every screen and control named on this page is checked against the product at build time. If a name here does not match your screen, your workspace is on an older release.

Run a pay period and sign it off

A pay run moves through four states — draft, calculated, approved, paid — and each step is a separate act by a separate authority. Nothing is worked out in your browser: every figure on the screen was produced on the server and can be checked against its own lines.

You need

• hr.payroll.create
• hr.payroll.update
• hr.payroll.approve

Steps

1. Open Payroll and press New pay run.
2. Give Period starts, Period ends and Pay date. The last of those is not the day you press the button: The day the money reaches people, not the day the run is approved.
3. Press Create. The run appears as Draft with no figures. Press Calculate on its row and it becomes Calculated, with People and Net filled in.
4. Click the run to read it before you approve it. People in this run gives each person their Gross, Deductions, Net and Employer cost. If an entry is flagged These lines do not add up, stop: the lines and the total disagree, and that is not a rounding remark.
5. A run with nobody in it has one cause and one remedy: This run paid no one, because none of your employees has pay recorded. Open an employee, go to the Pay tab and set their pay, then calculate the run again.
6. Press Approve to sign it off. It is deliberately a permission of its own, so whoever prepares a run may not be able to approve it: You can create and calculate a run. Approving it needs the Payroll: Approve permission, which is granted separately. And only a calculated run can be approved: A payroll run must be calculated before it can be approved.
7. When the money has actually left, press Mark paid and the run becomes Paid. From approval onwards the figures are closed: This payroll run has been approved and cannot be recalculated. Post a correction instead.

What is taken off for social insurance or income tax is not typed anywhere in this app — the run applies the country pack stamped on your business, which is why a run from last year keeps the rules it was calculated under. Where wages have to leave through a government-monitored transfer file, the run says what it cannot yet do rather than producing one: Your country requires salaries to be paid through a wage protection system. This product cannot produce that file yet, so it still has to be prepared outside it.

Related

• Record what somebody is paid
• Give people their payslips
• Record what somebody is engaged on