- It is recommended to complete a backup before starting a new pay run.
- Ensure that any unprocessed working transactions are addressed to avoid discrepancies.
- SapphireOne uses the computer’s internal clock for dates; verify and adjust dates as necessary.
The normal procedure for a pay run is a three step process as follows:
- Start New Pay – This is documented in this implementation article named Initiate a New Pay Run.
- Working Transactions – This is documented in the implementation article named Manage Working Transactions for Payroll.
- Pay Run – This is documented in the implementation article named Execute a Pay Run.
The SapphireOne Start New Pay item initiates the new pay run procedure. This Procedure copies the data from the selected employees standing transactions across to the employees Working Transactions.
- Navigation – Go to Payroll/HR > Payroll > Process and the select the Start New Pay Item. SapphireOne will display the Start New Pay alert.
- Select Pay Period – Choose the appropriate pay period (e.g., Weekly, Fortnightly, Bi-Monthly, Monthly, Four Weekly).
- Select Employees – The user has three options as follows. Select the relevant employees for the pay run by entering their employee ID’s or selecting their Department or Class as required.
- Continue button – The continue button will become blue enabling the user to select it to proceed.
- Confirm alert – This would normally only be displayed if you have some remaining Working Transactions from the previous Pay Run that were not included in a previous Pay Run function being executed for them. Alternatively this might occur if a month end wasn’t completed.
- Closing Procedure – SapphireOne now processes Pay Run by copying the current Standing Transactions for each employee into the Working Transactions for each employee.
- Closing – At this point Sapphire one will close immediately ready for the user to start processing the newly created Working Transactions for each employee .
Working Transactions
This footnote serves as a reminder to users that the next step in the Pay Run process involves reviewing and modifying any employee working transactions that require adjustments. This is particularly crucial when dealing with variations in hours worked, holidays taken, or imported timesheets.
For more detailed instructions, please refer to the Payroll/HR > Payroll > Start New Pay article.