Process Payroll

Use this form to calculate the pays for employees in a pay group. The information 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 are listed in a grid, if you can review them. The pay run can then be accepted or rejected. If accepted these calculations will then be made available for payday adjustments on the Pay Entry form. If rejected, the process may be re-run for the pay group at later date.

If you are importing timesheets for a pay group, Greentree Desktop prompts you for the location and name of the file to be imported. The location of the file is taken from the Pay Group Maintenance form.

Greentree calculates and updates the accruals for employees if the option is selected on the Human Resources Module Control form. 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.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

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 you select this option, 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 on the Posting Period Maintenance form. 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 is saved within the pay and the pay journals are 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 is saved in the individual pay record information and controls the posting of the individual pay amounts into that period in 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 to add to all pays:

Trans Type: Enter the transaction type 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 is for.

Create Pays

Click this button when 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 line in the grid. To continue with the process pay procedure and maintain all pays in 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 Desktop generates when you clicked the Create Pays button. You should read all warnings and errors in this field before proceeding with the Pay creation process.

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

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.