Approve, pay and lock a payroll run
A run goes Draft → Reviewed → Approved → Final. Figures can change only in a draft. Finalising records the pay date and locks the run for good.
Before you start
- You need Salaries and payroll.
- With the two-person rule on, you need a second user with the same right. See Choose your payroll rules.
Steps
- Open the run from HR → Payroll and select Open.
- Read the Variance check: everyone whose net pay moved by more than the set percentage against the branch's previous paid run. Newcomers and leavers always appear here.
- When the figures are right, select Mark reviewed.
- Another user (if the two-person rule is on) opens the run and selects Approve.
- Under Finalise, set Paid on to the day the salaries are paid.
- Select Finalise. The run becomes Final.
[SHOT payroll-run-approve 1440x900]Screenshot to come: An approved payroll run: the status badge Approved, the variance check listing two people with their change in net pay, the two-person rule note, and the Finalise box with the Paid on date
To change a figure after Mark reviewed or Approve, select Back to draft first.
After finalising
- The Files section appears: the payroll summary, the bank transfer sheet, the register and, if anyone is paid in cash, the cash payroll sheet. See Download bank and cash salary sheets.
- Advances and loan instalments taken back are recorded against what each person owes.
- You can send payslips. See Send payslips by e-mail or WhatsApp.
Good to know
- Without the two-person rule, a draft can be finalised straight away by one person.
- With it, the person who approves cannot be the one who marked the run reviewed, and the person who finalises cannot be the one who approved.
- A final run never changes. To fix a small mistake, open the person in the final run and use Carry a correction to the next run: type the Amount, choose the Direction (owed to the person or owed by the person) and a Reason, then select Carry over. It appears as its own line in their next run.
- To redo a run, the owner can Reopen it with a reason (Why). What it recorded is taken out, the run returns to draft, and when it is finalised again it is marked Corrected. Payslips of that period then say they replace an earlier payslip.
- Each step is written to the activity log with who did it.
- Payroll does not post the run into Books. See Give your accountant the payroll figures.
- Payroll figures, especially insurance and tax, are to be checked by your accountant.
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