Running Payroll/Payrun

Getting started with running Payroll / Payruns

• Go to Payroll > Awaiting payment
  
• There are several 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 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.

Running Payrolls and Payruns with custom file exports

The following explains how to export the files required for your custom payroll setup.

• Export Selected items in the list on the current page:
  • Use the checkboxes to the left of each shift to select them individually:
    
  • Then use With Selected > Export to payroll for just those shifts:
    
• Export All items in the list across all pages
  • Go to With All > Export for payroll
    
• The following dialogue will then appear:
  
  • Here you can:
    • Add comments for this payroll batch
    • Mark the shifts as paid
      • You can do this later if you do not wish to mark them as paid just yet
      • If you mark them as paid you are then prompted to send an email to the staff which you can cancel if you do not want to send it.
• The next dialogue will appear to prompt you to go to Payroll batches to download your payroll files
  
• Once you have run your payroll the following will happen:
  • The shifts are removed from Awaiting Payment
  • If you have selected not to mark the shifts as paid just yet the shifts are marked as Processed in the staffarea and throughout the system with a time/date stamp of this export
  • If you have selected to mark the shifts as paid just yet the shifts are marked as Paid 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.
    • See Payroll > Downloading files

Running Payrolls and payruns with the default export feature

• To export using the default export feature:
  • 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
    
• This will give you the following dialogue to select the columns you need to export for your finance system:
  
• The the following dialogue will then appear:
  
  • Here you can:
    • Add comments for this payroll batch
    • Mark the shifts as paid
      • You can do this later if you do not with to mark them as paid just yet
      • If you mark them as paid you are then prompted to send an email to the staff which you can cancel if you do not want to send it.
• The next dialogue will appear to prompt you to go to Payroll batches to download your payroll files
  
• Once you have run your payroll the following will happen:
  • The shifts are removed from Awaiting Payment
  • If you have selected not to mark the shifts as paid just yet the shifts are marked as Processed in the staffarea and throughout the system with a time/date stamp of this export
  • If you have selected to mark the shifts as paid just yet the shifts are marked as Paid 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.
    • See Payroll > Downloading files

Exporting expenses independently of main payroll

If you wish to pay staff expenses more frequently than the staff rates you can do 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 separately 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.