Creating and finalising pay runs

Pay runs are used to group timesheets to be paid. First create a pay run, then add committed timesheets to it, either by using the Auto-select Timesheets function, or manually from the Timesheets screen. Once all the timesheets have been added to the pay you can finalise it and send it to your payroll software.

As you work on a pay run, the status changes:

Draft – Not yet ready to go to payroll
Finalised – Ready to be sent to payroll (includes pay runs that have been imported to payroll but haven’t finished processing)
Processed – All associated timesheets have been paid (or the pay run has been manually marked as processed)

For information on setting up pay runs, see Setting up pay run templates.

Creating a new pay run

Go to Management > Payroll > Pay Runs.
Click Add (
). The New Pay run window opens.
Enter a Name and Description for the pay.
If it's a regular pay run, select a Pay run template. The dates will be set automatically based on the last pay for that template, but you can change them if you need to.
If it's a one-off pay, leave Pay run template set to the default value. One-off pays do not use dates.
Click Save.

You can now add timesheets to the pay run.

Auto-selecting timesheets for a pay run

The Auto-select Timesheets feature adds all available timesheets to the pay run. It looks for timesheets that meet all these criteria:

Have the Committed for payroll status
Fall within the date range of the pay run
Are for employees assigned to the pay run's pay run template

To use auto-select:

Go to Management > Payroll > Pay Runs.
Open the pay run by clicking the link in the Name column.
Click Auto-select Timesheets.
Click Confirm to acknowledge the warning message.

All timesheets that meet the criteria above are automatically selected for the pay run. If there are some missing, check the timesheets are committed, and that the employees are assigned to the right pay run templates.

Manually adding timesheets to a pay run

You can manually ad a timesheet to any pay run – it's not limited by date range or pay run template.

Go to the Manage Time screen.
Find the timesheets you want to add.
- Make sure they're progressed to the Committed to payroll status.
- To easily find timesheets that belong to a particular pay run, open the Timesheet Filter panel (
  ) and filter by Pay Run Template.
Add the timesheets.
- To add a single timesheet, click the Action (
  ) and click Add to Pay run.
- To add them in bulk, select the timesheets using the checkboxes to the left of the employee name, then open the bulk edit menu (
  ) and click Add to Pay run.
The Add to pay run window opens.
Select a Pay run, and click Save.

The pays are added to the pay run.

Finalising a pay run

Finalising pay runs locks them and makes them available to be imported into your payroll software.

Go to Management > Payroll > Pay Runs.
Open the pay run by clicking the link in the Name column.
Check that all the timesheets you want to include in the pay run are shown, and that there aren't any extras that shouldn't be included.
Click Finalise.
A warning panel opens.
Click Confirm to acknowledge the warning.

The timesheet is now finalised, and the export options are available. If you use MYOB Advanced Payroll, see Importing timesheets into MYOB Acumatica — Payroll.

Fixing an error in a finalised pay run

If you've finalised a pay run in error, the Rollback to Draft function makes it possible to add or remove timesheets from it.

Before starting, make sure that the pay run hasn't already been processed in your payroll system.
Go to Management > Payroll > Pay Runs.
Open the pay run by clicking the link in the Name column.
Click Rollback to Draft.
A warning panel opens.
Click Confirm to acknowledge the warning.
Make any changes to the pay run, such as adding or removing timesheets.
Finalise the pay run and continue your payroll processes.