The Payrun screen is the drafting area used to prepare employee pays. Following the pay process takes the information prepared in the Payrun screen and converts it into a completed pay.
For more information about the Payrun screen and its individual components, refer to:
The pay process at a glance
A typical pay process follows five main stages:
Select employees to pay
Enter your pay inputs
Audit your pay inputs and perform corrections
Produce your payslips
Finalise your pay process
The pay process is primarily controlled through the Payrun control bar, using three main functions:
Who to pay
Pay reports
Process pays
For more information about the controls available in this area, refer to:
Before starting a new pay process:
check that the pay dates displayed in the Payrun screen are correct
make sure there are no employees already loaded into the current pay
Under normal circumstances, the Payrun screen should be empty both before beginning a new pay process and after the pay process has been completed.
1. Select employees to pay
A manually prepared pay normally begins by choosing which employees will be included in the pay process.
Who to pay
Click Who to pay on the Payrun control bar.
Select the employees you want to pay, or If everyone is being paid, click All.
Click OK to load the selected employees into the Payrun screen.
The selected employees now appear in the Employee column and are ready for pay inputs to be entered.
Importing pay information
Importing provides an alternative way of beginning the pay process.
Depending on the import being used, an import can both:
select and load the employees being paid
create their pay transactions
This can therefore complete both the employee-selection and pay-input stages of the process at the same time.
For more information about importing, refer to:
If your import has already loaded the required employees and pay transactions, proceed to 3. Audit your pay inputs and perform corrections.
2. Enter your pay inputs
Once the required employees have been loaded, enter the pay information needed for each employee.
It is generally easiest to work through the employees one at a time.
For each employee:
Select the employee from the Staff column.
Select the relevant Payrun tab for the type of transaction you need to enter.
Use the available controls to create the required pay transaction.
Repeat until all required pay transactions have been entered for that employee.
Select the next employee and repeat the process.
Continue until every employee in the current pay has the required pay transactions.
The Payrun screen contains different tabs for different types of pay input.
For more information about the different tabs, refer to:
3. Audit your pay inputs and perform corrections
Once all employees and pay transactions have been entered, the current pay should be audited before proceeding.
The main way of doing this is through Pay reports, which allows you to produce reports based on the current draft pay.
For a very small pay containing only one or two employees, it may sometimes be easier to review the individual employee using Payslip or Summary from the Payrun control bar.
Pay reports
Click Pay reports on the Payrun control bar.
Select the reports you want to use to audit the current pay.
Click OK.
SmoothPay collates the selected reports into a single PDF file.
The reports can then be reviewed on screen or printed for checking.
Correcting errors
If you identify an error while reviewing the reports:
Return to the affected employee or transaction.
Correct the pay information.
Run Pay reports again.
Review the updated reports.
Repeat this process until both the pay transactions and the reports produced from them are accurate.
4. Produce your payslips
Once the current pay has been checked and is correct, produce the employee payslips.
Payslip production is available through Pay reports.
Depending on your payroll and individual employee settings, you can:
produce payslips as a PDF for printing
send payslips electronically
use a combination of both methods, where some employees receive printed payslips and others receive them electronically
For more information about producing and delivering payslips, refer to:
<Payslip production>
5. Finalise your pay process
Before finalising, you should have:
selected all employees being paid
entered all required pay inputs
audited the current pay
corrected any errors found
produced the required payslips
Once these steps have been completed, the pay is ready to be finalised.
Process pays
Click Process pays on the Payrun control bar.
Review the next suggested dates and adjust them if required.
Click Process.
The dates shown at this stage are the suggested dates for the next pay process. They are not the dates of the current pay being finalised.
Processing the pay converts the current draft into a completed pay process.
After completing the pay process
Once processing has completed:
the Payrun screen should be empty
the pay dates should have moved forward to the next suggested dates
the completed pay is recorded in payroll history
any applicable payroll outputs generated as part of processing are produced
If employees remain in the Payrun screen after the pay process has been completed, refer to:
<Unprocessed employees>
If your payroll is configured to produce a bank file, the applicable bank file and direct credit report are produced as part of completing the pay process.
For information about locating and using these outputs, refer to:
<Direct credit report & Bank file>