Downloading files

  1. Payroll batches explained
  2. Downloading your Payrun files for your Freelance shifts
  3. Downloading your Payroll files for your PAYE staff
  4. Exporting files for payroll with PayCircle custom file exports
  5. Exporting files for payroll with BrightPay custom file exports

Payroll batches explained

Under Payroll > Payment batches you will see all the payroll exports you have ever run via Staffwise. Each batch has the following information:

  • ID
    • This is an automatic ID given to the batch for reference
  • Created
    • This is the user account and date and time that the batch was created on
  • Shift range
    • This will tell you the first shift date and the last shift date contained in that batch
  • Shifts Qty
    • This will tell you how many shifts are contained within this batch
  • Staff Qty
    • This will tell you how many staff are contained within this batch
  • New starters
    • This will tell you how many new starters are contained within this batch
  • Total amount
    • This tells you the total amount to be paid
  • Comments
    • You can click in this column to add any comments relating to this payroll batch

You also have the following actions for each batch:

  • Payroll / Payrun files > Download files
    • Here you can download your payroll or payrun files
  • Xero files > Xero files
    • Here you can download your Xero template files
  • Quikbooks files > Quickbooks files
    • Here you can download your Quickbooks template files
  • Expenses > Expenses
    • Here you can download your Expenses file and images
  • Paid
    • Mark your shifts as Paid
  • Actions
    • View shifts
      • This will allow you to view a list of shifts contained within the payroll batch
    • Cancel the batch
      • This will allow you to reverse this payment batch if it was made in error. This will:
        • Move the shifts back into awaiting payment
        • The shifts will no longer be marked as paid in the staffarea and throughout the system
        • Remove the payroll batch from Payroll > Payment batches
    • Email staff
      • This allows you to email staff contained within this payroll batch

Downloading your Payrun files for your Freelance shifts

  • Once you have run a Payrun in Awaiting Payment (see: Running payroll/payrun). You will need to retreive your files in Payroll Batches:
  • In Payroll batches you will see your new batch:
  • You can now download the files you require for your payrun:
    • Go to Payroll/Payrun files > Download files
    • Typical PAYRUN FILES for Freelancers files will include:
      • Your main payrun file
      • Your main payrun file split down by staff 
      • A new starter report with a list of staff that have never worked for you before
      • A BACS files to allow you to upload to your online banking to pay staff
      • Self-billing invoices generated automatically for your staff
    • Xero files can be downloaded in the Xero Files column:
    • The expenses list and receipt images can be downloaded in the Expenses column:
    • Once your payrun has been paid you can then mark the shifts as paid:

Downloading your Payroll files for your PAYE staff

  • Once you have run a Payroll in Awaiting Payment (see: Running payroll/payrun). You will need to retrieve your files in Payroll Batches:
  • In Payroll batches you will see your new batch:
  • You can now download the files you require to run your payroll or payrun:
    •  Go to Payroll/Payrun files > Download files
    • Typical CUSTOM PAYROLL FILES might include
      • Your main payroll file can be uploaded directly into your payroll provider system
      • A new starter report with a list of staff that have never worked for you before. This would allow for these new staff to be added to your payroll system before paying these new staff and issuing their payslip
      • A change of details report to see which staff have changed any of their details such as an address, bank details, etc
    • Xero files can be downloaded in the Xero Files column:
    • The expenses list and receipt images can be downloaded in the Expenses column:
    • Once your payroll has been paid by your payroll provider you can then mark the shifts as paid:

Exporting files for payroll with PayCircle custom file exports

To export the files required for PayCircle you can export the whole list by clicking on With All > Export for payroll:

Or use the checkboxes to the left of each shift to select them individually:

Then use With Selected > Export to payroll export function for just those shifts:

There will be 2 files downloaded:

  • Payroll: This is the main payroll file to import into PayCirvle which contains the following columns:
    • Tax month
    • Month commencing date
    • Emp Ref (Payroll no.)
    • Title
    • Forename
    • Surname
    • PAYE/Freelance    Location
    • Client name
    • Job ID
    • Date
    • No of Hours
    • Subsistence
    • Break
    • Rate
    • Rate type
    • Expenses
    • Deductions
    • Bonus
    • Wage
    • Wage Subtotal
    • Non-taxable expenses
    • Holiday pay accrue
    • Address 1
    • Address 2
    • Address 3
    • Address 4
    • Address 5
    • Post Code
    • E-mail Address
    • Gender
    • Date of Birth
    • NI Number
    • Payment Frequency
    • Work Start Date
    • Sort Code
    • Bank Account Number
    • Bank Account Name
    • Building Soc Number
    • Job Title
    • P45StarterDeclaration
    • P46Statement
    • Telephone Number
    • Mobile Number
    • Nationality
    • Ethnic Origin
    • Marital Status
    • Previous Surname
  • Payroll New Starters: This file contains new starter information to add to PayCircle before being able to run payroll against their Payroll ID. It contains the following information:
    • Payroll No.
    • First name
    • Surname
    • Email
    • Gender
    • Address 1
    • Address 2
    • Address 3    
    • Town/City
    • Postcode    
    • NI No.
    • Date of birth
    • Start date
    • Sort code
    • Account no.    
    • Employee statement
    • Have a Student Loan?
    • Are you repaying your
    • Student Loan directly?
    • Student Loan Type
    • Finish studies before 6 April?

Once you have run your payroll the following will happen:

  • The shifts are removed from awaiting payment
  • The shifts are marked as Processed in the staffarea and throughout the system with a time/date stamp of this export
  • A payment batch is created under Payroll > Payment batches which contains all these shifts that have been exported

Exporting files for payroll with BrightPay custom file exports

To export the files required for Brightpay you can export the whole list by clicking on With All > Export for payroll:

Or use the checkboxes to the left of each shift to select them individually:

Then use With Selected > Export to payroll export function for just those shifts:

There will be 2 files downloaded:

  • Payroll: This is the main payroll file to import into Brightpay which contains the following columns:
    • Employee Works Number
    • Employee Name
    • Amount
    • Description
    • Is Tax Deductible
    • is NIC Deductible
    • Is Employee Pension Deductible
    • Is Employer Pension Deductible
  • Payroll New Starters: This file contains new starter information to add to Brightpay before being able to run payroll against their Payroll ID. It contains the following information:
    • Works Number
    • Payroll ID (RTI)
    • StartDate
    • Title
    • Name
    • Surname
    • Email
    • Gender
    • Date of Birth
    • Address 1
    • Address 2
    • Address 3
    • Address 4
    • Postcode
    • National insurance Table
    • National Insurance number
    • Payment Bank Sort Code
    • Payment Bank account

Once you have run your payroll the following will happen:

  • The shifts are removed from awaiting payment
  • The shifts are marked as Processed in the staffarea and throughout the system with a time/date stamp of this export
  • A payment batch is created under Payroll > Payment batches which contain all these shifts that have been exported