Payroll calculation produces a file of processed payroll data which is used to produce the Pre-Check Payroll Register, employee paychecks, and once payroll checks are printed and approved, the Payroll Register itself. The processed data is also used to update payroll totals and to generate batches for posting to the general ledger.
Paychecks are calculated in the payroll currency, while payroll entries created for general ledger batches are in functional currency. For a single currency company, the payroll currency is the same as the functional currency. For a multicurrency company, you choose the payroll currency when you activate the Payroll program.
You can calculate payroll multiple times within a pay period (that is, before printing and approving paychecks for a particular period end date). The Calculate Payroll window allows you to reprocess employees for whom you have already calculated payroll but whose pay data you subsequently corrected either in the Employee Payroll window or by entering or modifying a timecard.
Using the Calculate Payroll Window
You can use this window to:
- Enter information that pertains to the payroll run, such as the date the calculations were done and the pay period end date covered by the calculations.
- Enter an optional (user-defined) pay period number for your records.
- Limit the payroll run to advances that you have assigned to employees on the Employee Payroll window.
- Produce paycheck data for direct deposit to employees' banks. (After posting the paychecks, you use the Create EFT File function to put the paychecks data to a file for submission to the bank for direct deposit.)
- Produce paycheck data for direct deposit to employees' banks.
After posting the paychecks, you send the paychecks data to the bank from one of the following windows, depending on the direct deposit solution you use:
- Create EFT File. Use this window to put the paychecks data to a file for submission to the bank for direct deposit.
- (Undefined variable: Language.UI Process Direct Deposits). Use this window to synchronize the paychecks data with Sage 300 Direct Deposit. After you synchronize, Sage submits the data to the bank for direct deposit, and sends you a confirmation of the completed direct deposits.
Using a Selection List when calculating payroll will provide visibility to other users during the Print/Post Checks process. Selection Lists are visible in the Calculation Sequence field on Print/Post Checks.
Important! If you have multiple users processing payroll in Sage HRMS Payroll, it is recommended that users always calculate payroll just prior to printing and posting checks. By calculating payroll, the user can make sure that another payroll processor's work is not interfering or overlapping with the employee's calculation process. If an employee belongs to two different payroll processors' payroll cycle, that employee's paycheck will not be included in both payroll runs but instead be overridden by the most recent payroll calculation.
For information about the tabs on the Calculate Payroll window, view the topics below:
Delete All
From the Calculate Payroll window, you can click the button to undo existing previously calculated, unposted payroll activity. If you run Calculate Payroll while previously-calculated, unposted payroll activity exists that is associated with the same pay period end date as the run you are executing (or with a future date), an Erase/Merge/Cancel message is displayed to provide additional options for protecting your data.
Processing Exceptions
If conditions arise during payroll calculation that prevent an employee or an employee earning/deduction from being calculated, the system notes these conditions as exceptions, and prompts you to print the Payroll Processing Exceptions Report when payroll calculation is complete.
You should review the exceptions and, if necessary, correct the conditions, and recalculate payroll.
After Calculating
Print the Pre-Check Payroll Register from Payroll Transaction Reports.