Process Payroll

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Use this form to calculate the pays for employees for a specified pay group. The information established in employee maintenance, classifications, templates and transaction types is consolidated to calculate the net pay for each employee in the pay group.

The calculations for each employee will be listed in a grid where they can be reviewed. The pay run can then be accepted or rejected. If accepted these calculations will then be made available for payday adjustments in the pay entry. If rejected, the process may be re-run for the pay group at later date.

If you are importing timesheets for a pay group, the Process Pays form will prompt for the location and name of the file to be imported. The location of the file will be taken from the Pay Group Maintenance window.

The process payroll will also calculate and update the accruals for employees if the option is selected in the Human Resources module control. If the pay batch must be deleted after the batch is accepted, the accruals that were created in the same process are not deleted. Contact your support consultant for assistance with the deletion of accruals.

Batch Number

Enter or select the relevant batch number for the pay.

Batch Description

Enter or select the batch description for the pay.

Branch

Enter or select the branch for the pay that is to be maintained within the selected batch.

User

This is a read-only field that displays the user name that was logged into Greentree when the batch was created or edited.

Batch date

Enter or accept the default date as the batch date of the pay(s) that are to be maintained.

Posting date

Enter or accept the default date as the posting date of the pay(s) that are to be maintained. The default is the machine date. Note this date controls the date of posting of the pay amounts to the general ledger.

Batch Total

Enter the batch total for comparison to the computer batch total. This total consists of the number of individual pays that are to be processed.

Computed Total

This field displays the computed total of the batch once the pays have been entered and saved. This total number of pays is compared to the batch total for checking key punch accuracy.

Difference

This is a read-only field that displays any difference between the user entered batch total and the computed batch total. Any difference indicates a discrepancy between the combined number of pays entered and the number of pays that were intended by the user to be entered into this batch.

Save batch and enter Process Pays

This button when selected opens the Process Pays form ready for the pays that are to make up the batch to be processed.

Process Pays Window

Batch Number

This is a read-only field that displays the unique batch number that the pay is assigned when create pays runs.

Pay Group

Select a pay group that the pay process is to be created for when you click the Create Pay button.

Pay Multiple Periods

Select this option to process more than one pay period for the pay process. If selected, two additional fields must have the number of periods entered: Pay Periods and Tax Periods.

Add Bulk Leave

Select this option to add leave lines to all pays created for the period. Once selected, enter the lines in the Bulk Leave table. This option allows entering leave lines when all staff are on holidays, for example over a Christmas break.

Pay Date

If using Batches, this field is populated with the batch date if there are already pays in the current batch. If not, the date is picked up from the current period for the calendar on the pay group which is set in HR > System > Payroll > Posting Period Maintenance. You can change this pay date. When you click the Create Pays button, the pay date becomes read only.

Period End Date

This is a read-only field that displays the current period end date of the pay that is to be created. This period end date will be saved within the pay and the pay journals will be created in the general ledger with this date.

Posting Date

This field is populated with the same date as the pay period end when you select a pay group. You can change this posting date to one that better suits your needs. This date will be saved within the individual pay record information and controls the posting of the individual pay amounts into that period within the general ledger.

Advanced - Pay Multiple Periods - Pay Periods

Enter the number of pay periods to be created when you click the Create Pays button.

Advanced - Pay Multiple Periods - Tax Periods

Enter the number of Tax Periods to be calculated for employees when you click the Create Pays button.

Bulk Leave Table

Enter lines into the table that you want to add to all pays:

• Trans Type: Enter the transaction type that is to use for the line.
• Date From: Enter the start date for the line.
• Date To: Enter the end date for the line.
• Hours: Enter the number of hours that the created line will be for.

Create Pays

Click this button when you want to create the pays that meet the defined process pays criteria.

New Pays summary

This form displays a one line summary of each pay that is included in the given batch. You can choose to view more details of an individual pay record by double clicking the relevant line within the grid. To continue with the process pay procedure and maintain all pays within the batch you should click the OK button.

To terminate the process pay procedure and cancel the batch, click the Cancel button.

Warning and Errors

A read-only field which provides you with any warnings or errors that Greentree generates when you clicked the Create Pays button. You should read all warnings and errors within this field before proceeding with the Pay creation process.

Click the Save to file button to save the contents of this box.

OK

Click this button to open the Maintain Pay Run form for all new pays listed.

Cancel

Click this button to close the Process Payroll form without saving any changes.

Save to file

Click this button to save the items that appear in the Warning and Errors section.

• Accounting in Payroll
• Job Costing Integration
• Pay Hierarchy
• Template Hierarchy
• Batches
• Employee Maintenance
• Module Control
• Pay Group Maintenance
• Transaction Type

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