Exporting payroll

  1. Filtering shifts to export for payroll
  2. Exporting a payroll trial run
  3. Exporting files for payroll with default system export
  4. Exporting files for payroll with PayCircle custom file exports
  5. Exporting files for payroll with BrightPay custom file exports
  6. Exporting expenses independently of main payroll

Filtering shifts to export for payroll

Under 'Payroll > Awaiting payment' there are a number of search filters at the top that you can use to filter the shifts to the ones that need to be paid.

Exporting a payroll trial run

Once you have a list of staff ready to be paid you can export a trial run payroll file which won't:

  • Commit the shifts
  • Create a payroll batch
  • Remove the shift from awaiting payment

You can export the whole list by clicking on on 'With All > Export to CSV':

Or use the checkboxes to the left of each shift to select them individually and use 'With Selected > Export to CSV' export function just those shifts:

This CSV export will allow you to sense check the data before committing to an actual payroll export.

Exporting files for payroll with default system export

To export the file required for Brightpay you can export the whole list by clicking on 'Export current list to 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:

This will give you the following dialogue to select the columns you need to export for your finance system:

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 payrment batch is creating 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 Deductable
    • is NIC Deductable
    • Is Employee Pension Deductable
    • Is Employer Pension Deductable
  • 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 payrment batch is creating under 'Payroll > Payment batches' which contains all these shifts that have been exported

Exporting expenses independently of main payroll

If you wish to pay staff expenses more frequently than the staff rates you can so in Awaiting payment:

  1. Filter and select the shifts whereby you wish to export just the expenses.
  2. Select With Selected > Export expenses only for payroll or With All > Export expenses only for payroll
  3. Press OK to confirm
  4. Add comments that relate to this batch for future reference
  5. The expenses file will now be downloaded to your pc
  6. Theses shifts will now have a note on this to let you know:
    1. That the expenses have already been exported for payment
    2. The date and time of the download
    3. Who performed the download
    4. And the batch number with which this download pertains to

Should you make an error with the download you can go to Payroll batches to cancel the batch and start again:

Please note that you cannot export rates seperately to expenses, so when you run a full payroll for the shifts whereby you have already exported the expenses, any missed expenses in this main payroll run will be exported as well.