Entering summer holiday pay runs in advance

Some companies choose to pay their staff early over Christmas and New Years. MYOB Acumatica — Payroll does not have an automated workflow to assist with this, but it is often possible with careful provisional data entry and reconciliation.

If you pay employees based on timesheets, we recommend that you do the pays when they are due so that they can be based on actual time worked and leave taken. While it is possible to pay in advance following this guide, it is likely to introduce a significant amount of extra manual entry and margin for error.

Entering pays in advance

1. Create the early pay as you normally would using the normal pay periods.

   • Enter the normal period for the early pay for the pay period start and end dates.

   • If you are paying the employees early, your physical pay date should reflect the day that payment will be made to the employee.

   

   Each pay group can only have one pay run open at a time. If you are entering multiple pays in advance you will need to complete the first before moving on to the next one.

2. If employees are paid based on timesheets, import any timesheets that are already available as normal.

3. Update the pays with provisional pay items. This can be done by uploading a manual timesheet batch for the estimated timesheet entries or manually adding the pay items to the pay.

4. Complete the pay as you normally would.

Add a payslip message Use the Expand option in Pay Run Details to add a pay slip message to all the pay slips to wish employees happy holidays and let them know it's an early pay with provisional pay items.

Reconciling early pays with actuals and handling variance

After the holidays, you will need to reconcile the provisional pay items in the early pay with actual events over Christmas and New Years.

Workforce management software If you are using a workforce management system (such as MYOB Acumatica — Workforce Management), use it as normal to record and approve time worked. This will give you a record of what actually happened, but we recommend that you keep the actual timesheet record in your workforce management system only, without importing it into MYOB Acumatica — Payroll. If you do choose to import it, do not then import the batch into a new pay.

1. Manually reconcile the provisional figures recorded in the advance pay against the actual figures from your timesheets or other records.

2. If you have any underpayments, create a manual timesheet with the missing hours for each day, and import it into the next pay using the set pay period feature in Timesheets.

3. For overpayments, consider making deductions from employees next pay.
   You can only make deductions from an employee’s pay if they are required by law, agreed to by the employee or are overpayments in some circumstances. For guidance, see Employment New Zealand – Deductions.

Leave adjustments In addition to over- and underpayments, employees' leave may need to be adjusted. For more information, see MYOB Acumatica Online Help — Adjusting Pays.