When a pay error needs to be corrected by reprocessing the pay, you can restore from a backup and amend the pay before reprocessing.
Before you begin
This method involves restoring your system to a previous state and reprocessing pays. This should only be used when the easiest method (correcting in the next pay cycle) is not suitable.
Scenario 1: Error in the most recent pay only
Use this when the last pay process completed and no other pays have been processed since.
Steps to restore and correct:
Go to Tools (on the blue bar).
Select Restore.
Restore from selected archive (the latest backup should already be selected, select it if it's not).
Click Restore from selected archive.
Read the warning and click Yes if you're happy to continue
Go to Payrun (on the blue bar).
You should see the pay that you had entered in the payrun screen, as it was when you originally processed it.
Amend any errors in the pay data.
Follow your normal pay process (run reports, review, process pays).
This will generate a whole new bank file.
NZ & AUS: Will also resend tax filing information
If you have already paid your staff:
This may create a difference in net pay.
Where it's an underpayment:
Manually pay the difference to the employee via your banking.
By cash in hand.
Or as a non-taxable reimbursement in their next normal pay cycle.
Where it's an overpayment:
Apply a sundry deduction in the next normal pay cycle for the difference.
Or have the employee send back the difference via their banking.
If you haven't paid your staff yet:
Simply pay your staff based on the new amended figures using your normal payment method.
Scenario 2: Error in an earlier pay
Use this when the error exists in a pay beyond the last pay you processed.
Before restoring:
It's a good idea to run a pay input summary by date range, as there could be a flow-on effect on subsequent pays if leave was paid between the pay with an error and the most recently completed pay, due to average earnings changing.
Go to Reports
Select Pays
Select Pay input summary (date range).
Run the report for the period covering the errored pay through to the most recent pay.
Save or print this report for comparison later.
Steps to restore and correct:
Go to Tools (on the blue bar).
Select Restore.
Select the backup where the error exists.
Restore from selected archive.
Go to Payrun (on the blue bar).
You should see the pay that you had entered in the payrun screen, as it was when you originally processed it.
Amend any errors in the pay data.
Follow your normal pay process (run reports, review, process pays).
Reprocessing subsequent pays:
You will then need to redo each subsequent pay (since the pay with the error), in order, from scratch. Follow your normal pay process for each subsequent pay, until you're back up to date.
Reconciling the differences:
Rerun the pay input summary by date range.
Compare the total difference in net pay against your original report.
Where it's an underpayment:
Manually pay the difference to the employee.
Or add a non-taxable reimbursement into the next normal pay cycle for the value of the difference.
Where it's an overpayment:
Have the employee pay back the money.
Or add a sundry deduction into the next normal pay cycle for the value of difference.
Scenario 3: Missing pay
Where a pay is missing altogether, simply process the missing pay.
Steps to process a missing pay:
Click Pay dates on the blue bar.
Set the dates to match the missing pay period.
Save the dates.
In the payrun screen, use Who to pay to select only the employee(s) whose pay is missing.
Follow your normal pay process.
Be mindful of whatever dates it sets for your next pay cycle. If you need to change them, amend them in the process pays screen, or use the pay dates option after you've completed the pay process.
Other methods
If the above correction methods create a considerable amount of work to redo, please contact the support team.
We have tools available to correct individual pay records or whole batches without restoring the whole database. However, these methods are not recommended and best avoided if it can be helped, but they are appropriate in some circumstances.