The History tab contains the employee’s recorded pay history, grouped by tax year.
It is used to:
review a summarised record of the employee’s previous pays
manually enter take-on history when migrating payroll information from another system
produce payslips, pay-history reports and other employee-specific outputs
Manually entered history is generally used as part of payroll migration rather than ongoing pay processing.
For more information about migrating payroll data, refer to:
<Payroll migration>
In New Zealand and Fiji, entering accurate take-on history may be required for compliant payroll calculations. The information required and the migration process vary by jurisdiction.
For more information about entering take-on history, refer to:
<New Zealand>
<Fiji>
Making changes
The History tab contains a data column, a detail panel and an interaction bar.
The available actions depend on how the selected pay-history entry was created.
Changes are made using the buttons on the interaction bar allowing you to:
+ button: Adds a new manual pay-history record.
− button: Removes the selected pay-history record.
Edit button: Opens the selected pay-history record for editing.
A manually created entry has a negative batch number and can be edited or deleted normally.
An entry created by a completed pay process has a positive batch number. These entries cannot normally be edited. Deleting one requires direct assistance from the support team and is only done as a last resort. Wherever possible, corrections should be made without deleting completed pay history.
For more information about making corrections, refer to:
<Making corrections>
Options, settings and fields
For ease of reference, the available information is grouped into the following areas:
pay-history data column
selected-pay summary
earnings and deductions summary
payslip note
bonus-pay indicator
take-on history fields
Pay-history data column
The data column displays the pay-history entries recorded for the selected tax year.
Each entry identifies:
the period-end date
the payday
the batch number
A positive batch number identifies an entry created by a completed pay process.
A negative batch number identifies an entry created manually.
Selecting an entry updates the detail panel with a summary of that pay.
Selected-pay summary
The summary area at the top of the detail panel displays contextual information about the selected pay.
The information shown may include:
the length of the pay period
the tax code used
other jurisdiction-specific tax or employee information
The exact contents vary by jurisdiction.
Type: Display-only information
Purpose: Provides a summary of the payroll settings that applied to the selected pay.
Dependency: A pay-history entry must be selected.
Other functionality: The information cannot be changed directly from the detail panel.
Earnings and deductions summary
The detail panel displays summarised totals for the selected pay-history entry.
The information in this panel is display-only. Where a manually created entry can be changed, the underlying values are amended through the Edit take-on history window.
Work earnings
Type: Display-only fields
Purpose: Displays the total units and monetary value associated with work earnings in the selected pay.
Dependency: A pay-history entry must be selected.
Other functionality: None
Leave earnings
Type: Display-only fields
Purpose: Displays the total units and monetary value associated with leave earnings in the selected pay.
Dependency: A pay-history entry must be selected.
Other functionality: None
Allowances
Type: Display-only field
Purpose: Displays the total monetary value of allowances included in the selected pay.
Dependency: A pay-history entry must be selected.
Other functionality: None
Gross
Type: Display-only field
Purpose: Displays the total gross earnings for the selected pay.
Dependency: A pay-history entry must be selected.
Other functionality: None
Sacrifice and pre-tax deductions
Type: Display-only field
Purpose: Displays the total value of salary-sacrifice and other pre-tax deductions applied to the selected pay.
Dependency: A pay-history entry must be selected.
Other functionality: None
Tax and other deductions
Type: Display-only field
Purpose: Displays the combined value of tax and other deductions applied to the selected pay.
Dependency: A pay-history entry must be selected.
Other functionality: None
Net pay
Type: Display-only field
Purpose: Displays the employee’s net pay for the selected pay.
Dependency: A pay-history entry must be selected.
Other functionality: None
Payslip note
Type: Display-only text area
Purpose: Displays any note recorded on the payslip for the selected pay.
Dependency: A pay-history entry must be selected.
Other functionality: The area remains blank where no payslip note was recorded.
Bonus pay?
Type: Display-only tick box
Purpose: Indicates whether the selected pay was treated as a bonus pay.
Dependency: A pay-history entry must be selected.
Other functionality: Availability and relevance may vary by jurisdiction.
Take-on history fields
The Edit take-on history window is used when adding or editing a manually created pay-history entry.
The fields available in this window may vary by jurisdiction.
Pay dates
Period end
Type: Date field
Purpose: Records the period-end date associated with the historical pay.
Dependency: None
Other functionality: Forms part of the description displayed for the entry in the data column.
Pay day
Type: Date field
Purpose: Records the date on which the historical pay was paid.
Dependency: None
Other functionality: Forms part of the description displayed for the entry in the data column.
Earnings summary
Ordinary time
Type: Numeric fields
Purpose: Records the units and monetary value of ordinary-time earnings included in the historical pay.
Dependency: None
Other functionality: None
Overtime
Type: Numeric fields
Purpose: Records the units and monetary value of overtime earnings included in the historical pay.
Dependency: None
Other functionality: None
Leave taken
Type: Numeric fields
Purpose: Records the units and monetary value of leave included in the historical pay.
Dependency: The meaning of the units may vary according to the leave type and jurisdiction.
Other functionality: None
Taxable allowances
Type: Numeric field
Purpose: Records the total value of taxable allowances included in the historical pay.
Dependency: None
Other functionality: Included in the calculated Gross value.
Non-taxable allowances
Type: Numeric field
Purpose: Records the total value of non-taxable allowances included in the historical pay.
Dependency: None
Other functionality: Included in the calculated Gross value.
Gross value
Type: Calculated field
Purpose: Displays the total gross value of the earnings entered in the window.
Dependency: Calculated from the applicable earnings and allowance fields.
Other functionality: None
Superannuation
Employer contribution
Type: Numeric field
Purpose: Records the employer superannuation contribution associated with the historical pay.
Dependency: Availability and treatment may vary by jurisdiction.
Other functionality: The employer contribution is not included in the employee’s deductions total.
Deductions
Tax withheld
Type: Numeric field
Purpose: Records the tax deducted from the historical pay.
Dependency: None
Other functionality: Included in the calculated Total deductions.
Employee superannuation
Type: Numeric field
Purpose: Records the employee superannuation contribution deducted from the historical pay.
Dependency: Availability and treatment may vary by jurisdiction.
Other functionality: Included in the calculated Total deductions.
Other deductions
Type: Numeric field
Purpose: Records deductions other than tax and employee superannuation.
Dependency: None
Other functionality: Included in the calculated Total deductions.
Total deductions
Type: Calculated field
Purpose: Displays the combined value of the deductions entered in the window.
Dependency: Calculated from Tax withheld, Employee superannuation and Other deductions.
Other functionality: None
Other
Amount paid
Type: Calculated field
Purpose: Displays the net amount paid for the historical pay.
Dependency: Calculated from the entered earnings and deductions.
Other functionality: None
Auto-repeat
Type: Toggle button
Purpose: Controls whether the window automatically prepares another take-on history entry after the current record is saved and another one is created.
Dependency: Applies only when manually entering take-on history.
Other functionality: None
Additional functionality
Change the displayed tax year
The tax-year selector appears above the pay-history data column.
The tax-year end date displayed beside the selector varies by jurisdiction.
Click the left or right arrow to move backward or forward by one tax year. The data column refreshes to show the pay-history entries recorded for the selected year.
Print button
The print button appears on the interaction bar below the data column
Click the Print button to open the available payslip, pay-history and employee-output options.
Typical options are:
Reprint selected payslip: Opens the payslip for the selected pay in SmoothPay’s internal PDF viewer.
Resend selected payslip: Emails the payslip for the selected pay to the employee.
Reprint all payslips: Produces the employee’s available payslips for the displayed tax year.
Summary by paycode: Produces a summary of the employee’s pay history grouped by paycode for the displayed tax year.
Summary by classification: Produces a summary of the employee’s pay history grouped by classification for the displayed tax year.
Pay history (tax year): Produces a pay-history report for the displayed tax year.
Pay history (date range): Produces a pay-history report for a selected date range.
Costing (tax year): Produces a costing report for the employee’s pay history in the displayed tax year.
Transactions (tax year): Produces a transaction-level report for the displayed tax year.
Transactions (payslip): Produces a transaction-level report for the selected payslip.
Audit (changes): Produces an audit report showing changes made to the employee’s payroll information since the employee record was created
Superannuation contributions: Produces a report of the employee’s recorded superannuation contributions for the displayed tax year
Statement of Earnings: Produces a statement summarising the employee’s recorded earnings for the displayed tax year.
Certificate of Employment: Produces a certificate containing employment and earnings information for the employee for the displayed tax year.
Statistics: Displays statistical information calculated from the employee’s pay history.
Additional forms, reports and outputs may appear according to the payroll jurisdiction.
Refer to the relevant country-specific guide for more information about jurisdiction-specific outputs.
<Country specific section of helpcentre>