The first step in processing payroll is to prepare your draft pay by selecting employees and entering their pay data.
Before your first payrun
Payruns typically vary from one period to the next. If this is your first pay process, save time by setting up template pays for any standard entries.
To create a template pay for all staff:
Use the Who to pay button to select all staff with standard hours or allowances.
Enter their standard pay inputs (such as regular hours or board allowance).
Click the Template button for each employee.
From then on, any time those employees are loaded into a pay, their template entries will appear automatically.
Selecting employees
Click the Who to pay button.
Select the employees for the current pay period.
Employees are colour-coded to help you identify who should be paid:
Black: not due for these dates.
Green: due for these dates.
Gold: currently on hold.
Colour coding is based on pay cycle settings and last paid date for each employee.
It's a guide only and may be incorrect if an employee is casual and does not receive pays each pay period, you're running an off-cycle pay or contract pay cycle settings are wrong.
Selected employees will appear in the staff list (yellow and white column on the left).
Entering pay data manually
Enter or adjust pay inputs using the interaction bar at the bottom of the transactions list (green and white column to the right of staff list).
Use the tabs (Work, Leave Taken, Allowances, etc.) to choose the type of pay input.
Input methods:
Enter one total per pay code for the whole period (most efficient).
Enter transactions per day if you need detailed breakdowns later on.
The timesheet button provides a quick way to enter ordinary time per day.
Importing pay data
Use the Import button and select the appropriate option.
Imported data will select employees listed in the file or date range and generate their transactions.
Review the Audit Trail Report (produced automatically or via the Print screen). This report shows what was imported and what failed.
Make corrections as required.
Importing twice will duplicate transactions. Use Who to pay > None to clear all entries, then re-import.
Note: If employees also have a template pay, template entries will load alongside imported data.
Combination of both methods
You can mix methods by importing data for some employees and using manual entry for others.
Next step
After preparing your draft pay, proceed to review and audit the draft before finalising.