Execute a Pay Run

The normal procedure for a pay run is a three step process as follows:

1. Start New Pay – This is documented in the implementation article named Initiate a Pay Run.
2. Working Transactions – This is documented in the implementation article named Manage Working Transactions for Payroll.
3. Pay Run – This is documented in this implementation article named Execute a Pay Run.

After completing all necessary adjustments in the Working Transactions area, including updates to hours worked, allowances, deductions, and other payroll elements, ensure the pay period dates (start, finish, and pay date) are accurate. If discrepancies are found, make the necessary corrections to align with the current pay run before proceeding.

This Pay Run function in SapphireOne is used to post payroll transactions, including PAYG calculations, directly to each employee’s history. This step ensures all payroll data is recorded accurately, updates accounting totals, and generates the necessary General Ledger journals and transactions automatically. This process maintains seamless integration between payroll and financial records, ensuring accurate tracking and compliance with organisational and regulatory requirements.

1. Navigation – Go to Payroll/HR > Payroll > Process and then select the Pay Run item. Sapphire one will display the Pay Run list screen, ready for the user to select the employees for this pay run.
   • Checking Employees – Examine the list of employees included in the pay run.
   • Employee Selection – Select/Mark the employees for the pay run. A or + symbol will be displayed in the column after the Pay Run column indicating that the employee has been selected.
   • Proceeding – Once you have selected the employees select the Process button.
2. Pay Run Details – SapphireOne will now display the Setup Reports screen. From here the user is able to select reports and other options.
   • Options area – From the the user is able to select a number of options from printed reports to to electronic files for EFT transfer for the payment of employees.
3. Executing the Pay Run – Click the Process button to initiate the pay run.
   • Alerts – The first alert will ask the user if they want to proceed with the payrun. Then respond to any prompts or alerts that appear.
   • Final Alert – The final alert will confirm the successful completion of the pay run.
   • Grouping – One alert the user will find is, Do you want to group EFT payments on the Bank Rec. Answer as required!
4. Printing – If any of the options have been selected, SapphireOne will print payslips, generate the ABA file, and send batch emails as required or selected.
5. Post Pay Run Procedures – The following procedures should be completed after any pay run.
   • Generate and review necessary reports as required.
   • Make a final backup of the data for this pay run and store it securely.

For more detailed instructions, please refer to the Payroll/HR > Payroll > Pay Run article.