Run Payroll
How to run a payrun
To run payroll you will need to proceed to Run Payroll on the main menu. You should now see all the pay periods you have for this location. Click on the edit button for the pay period you would like to edit.
After clicking on the edit button, you should be taken to a screen giving you a summary of the current pay period you have selected. To edit the payslip for a particular employee you will need to click on the edit button for that employee. On the employee payslip edit screen you are able to edit the payroll inputs, preview payslip, view the activity, and approve payslip.
Once you have completed all the payroll inputs for all the employees in the pay period you will need to Approve the payslips. You can do this on the employee payslip screen which was mentioned above or you can do a bulk approval from the Run Payroll main screen. You will need to click on the number in the draft column. You will be taken to a summary page where you can approve the payslips of all the employees once. After you approve all the payslips they will be moved to the Approved column. To complete the pay run you will need to click on the page that appears in the Completed Pay Run column.
How to view completed pay runs
To view your completed pay runs please proceed to Run Payroll in the main menu and then click on the completed tab which you will find next to the In Progress tab.
How to download EFT file
To download the EFT file which you will upload to your bank, please proceed to Run Payroll in the main menu and then click on the completed tab which you will find next to the In Progress tab. From here you will see a column called EFT. You should then see an Excel icon, PDF icon and then an icon of the bank you chose when you set up EFT payments. Click on the icon and a file in the format your bank requires will be downloaded.
How to add a loan
Proceed to Run Payroll and then select the pay period. On the summary screen please select the edit button next to the employee you would like to add the loan to.
You will be taken to the payslip inputs screen. Select Other and then select Employer Loan from the drop-down menu.
When you first payout the loan please add the amount to the Balance Increase block and then click on Save. You will notice the amount has been added to the employeeÕs payslip as an income.
On the employeeÕs next payslip, go back to the loan input screen and select the toggle called DonÕt Pay Out Balance Increase and Balance Increase At Beginning Of Period. You will also need to add the weekly/ monthly repayment amount to the Repayment Amount block. The amount added to the Repayment Amount will be deducted each week/ month until either the loan has been repaid or the amount is changed.
Bulk Updates to payslips
To make a bulk update you will need to proceed to Run Payroll on the main menu. You should now see all the pay periods you have for this location. Click on the wheel icon for the pay period you would like to make bulk updates to and select the Bulk Update option.
You have two options when it comes to making bulk updates to payslips. The first option is to download the template file and add changes to the file. Once the changes have been added and saved you can then upload the file and the changes will be uploaded to the relevant payslips. This option is great for your clients as you can send them the file each month/ week and they can make changes and send you the file to upload.
The second option is to create your own table. Once you click on Bulk Update you will then see a filter screen (see below) where you will be required to make a few selections. Once you have made your selections you will need to click on the filter button. You will now see the names of the employees you selected and the columns for each payroll item you selected. Once you have added all the correct numbers please select save and the employeeÕs payslips will be updated.
How to remove a custom pay run
It is now possible to delete a custom pay run that has been added accidentally. On the Run Payroll screen, you will see your pay period and you will see the custom pay run you have added. Click the wheel in the last column as you would if you wanted to do a bulk upload and you will see a third option called Delete Pay Run. Please note this option to Delete the Pay Run is only available for custom pay runs. You will still only be able to undo complete pay runs for your normal pay periods.
How to add a new pay type
To add a new pay type (Income, Deduction, Allowance, Benefit, Reimbursement, or Company Contribution) proceed to Settings > Payroll > Pay Types. Click on the add button and then select the pay type you would like to add and then follow the steps that will appear. Once you have added a pay type, it will immediately be available on the payroll inputs screen under the relevant section.
How to do a bulk download of payslips
To download all payslips in a bulk file, proceed to Run Payroll and click on the wheel in the last column, and select edit payslips. You will now see the summary screen for the current payroll and you will see a blue button called Bulk Download. A window will appear giving you an option to choose which employee payslips you would like to download or you can choose a specific pay point. You can also choose to include the EMP201 or not.
How to run a payrun
To run payroll you will need to proceed to Run Payroll on the main menu. You should now see all the pay periods you have for this location. Click on the edit button for the pay period you would like to edit.
After clicking on the edit button, you should be taken to a screen giving you a summary of the current pay period you have selected. To edit the payslip for a particular employee you will need to click on the edit button for that employee. On the employee payslip edit screen you are able to edit the payroll inputs, preview payslip, view the activity, and approve payslip.
Once you have completed all the payroll inputs for all the employees in the pay period you will need to Approve the payslips. You can do this on the employee payslip screen which was mentioned above or you can do a bulk approval from the Run Payroll main screen. You will need to click on the number in the draft column. You will be taken to a summary page where you can approve the payslips of all the employees once. After you approve all the payslips they will be moved to the Approved column. To complete the pay run you will need to click on the page that appears in the Completed Pay Run column.
How to view completed pay runs
To view your completed pay runs please proceed to Run Payroll in the main menu and then click on the completed tab which you will find next to the In Progress tab.
How to download EFT file
To download the EFT file which you will upload to your bank, please proceed to Run Payroll in the main menu and then click on the completed tab which you will find next to the In Progress tab. From here you will see a column called EFT. You should then see an Excel icon, PDF icon and then an icon of the bank you chose when you set up EFT payments. Click on the icon and a file in the format your bank requires will be downloaded.
How to add a loan
Proceed to Run Payroll and then select the pay period. On the summary screen please select the edit button next to the employee you would like to add the loan to.
You will be taken to the payslip inputs screen. Select Other and then select Employer Loan from the drop-down menu.
When you first payout the loan please add the amount to the Balance Increase block and then click on Save. You will notice the amount has been added to the employeeÕs payslip as an income.
On the employeeÕs next payslip, go back to the loan input screen and select the toggle called DonÕt Pay Out Balance Increase and Balance Increase At Beginning Of Period. You will also need to add the weekly/ monthly repayment amount to the Repayment Amount block. The amount added to the Repayment Amount will be deducted each week/ month until either the loan has been repaid or the amount is changed.
Bulk Updates to payslips
To make a bulk update you will need to proceed to Run Payroll on the main menu. You should now see all the pay periods you have for this location. Click on the wheel icon for the pay period you would like to make bulk updates to and select the Bulk Update option.
You have two options when it comes to making bulk updates to payslips. The first option is to download the template file and add changes to the file. Once the changes have been added and saved you can then upload the file and the changes will be uploaded to the relevant payslips. This option is great for your clients as you can send them the file each month/ week and they can make changes and send you the file to upload.
The second option is to create your own table. Once you click on Bulk Update you will then see a filter screen (see below) where you will be required to make a few selections. Once you have made your selections you will need to click on the filter button. You will now see the names of the employees you selected and the columns for each payroll item you selected. Once you have added all the correct numbers please select save and the employeeÕs payslips will be updated.
How to remove a custom pay run
It is now possible to delete a custom pay run that has been added accidentally. On the Run Payroll screen, you will see your pay period and you will see the custom pay run you have added. Click the wheel in the last column as you would if you wanted to do a bulk upload and you will see a third option called Delete Pay Run. Please note this option to Delete the Pay Run is only available for custom pay runs. You will still only be able to undo complete pay runs for your normal pay periods.
How to add a new pay type
To add a new pay type (Income, Deduction, Allowance, Benefit, Reimbursement, or Company Contribution) proceed to Settings > Payroll > Pay Types. Click on the add button and then select the pay type you would like to add and then follow the steps that will appear. Once you have added a pay type, it will immediately be available on the payroll inputs screen under the relevant section.
How to do a bulk download of payslips
To download all payslips in a bulk file, proceed to Run Payroll and click on the wheel in the last column, and select edit payslips. You will now see the summary screen for the current payroll and you will see a blue button called Bulk Download. A window will appear giving you an option to choose which employee payslips you would like to download or you can choose a specific pay point. You can also choose to include the EMP201 or not.