The Open Payroll process is used in the Payroll Process map to update employee information between HR and Payroll. This is the first step in the payroll process that establishes the specific employee records to be processed and the methods by which they are processed. After running a payroll, the process gives you the ability to transfer transactions created in Payroll back to Time Off in Sage HRMS.
Note: The steps in this help topic apply to the Sage HRMS desktop product. Navigation and available features may differ in the premium web version of Sage HRMS.
Open Payroll
Note that only one user can access this process at a time, and when the window is open, no configuration (payroll setup) windows can be opened.
-
Select Payroll > Process Payroll (map) > Open Payroll.
- Select the Profile ID for which you want to update employee records before processing payroll.
- Enter the Period Start and End Date.
- Select the information you want to update:
- Update Time Off: Select to synchronize only time off information. This includes any changes mapped to the current Accruals tab in the Employee Configuration window as well as any predefined fields.
- Update Pay Information: When selected, only payroll information will be synced. This includes changes mapped to the current Earnings, Cost Center, and Shift Diff tab in the Employee Configuration window as well as any predefined fields.
- Update Benefits: When selected, only benefits information will be synced. This includes changes mapped to the current Deduction/Benefit tab in the Employee Configuration window as well as any predefined fields.
- Update All: Select to update all of the above.
Important! To save time, update the least possible number of records at a time. However, you should use this option if you made significant employee configuration or mapping changes, or if you imported data from another application.
- Select the type of employees you want to update: Active, Inactive, or Terminated.
- Click the button to display a list of employees who fit the selected profile.
- Click the Advanced Options arrow to expand more selections, which includes:
- Calculate Pay Rates as Hourly. Updates employees' payroll as hourly regardless of the HR setting. For example, select this to transfer the hourly rate of a salaried employee to Payroll.
- Overwrite Distribution Codes. Overwrites the existing distribution codes while updating existing records in Payroll.
Important! The default for this setting is selected, so distribution codes in payroll will be overwritten with the distribution codes mapped in the employee configuration profile you selected for updating.
Overwrite Payroll Pay Frequencies. Overwrites existing pay frequencies. Sage HRMS supports four pay frequencies (biweekly, monthly, semi-monthly, and weekly), while Payroll supports five additional pay frequencies (daily, 22 per, 13 per, 10 per, and quarterly). For example...
Overwrite Cost Center Overrides. Select this check box to overwrite or cancel any changes made to cost centers (as they apply to the selected employees' earnings, deductions, and taxes) for this payroll. This option is only available if you set up cost center overrides and defined the related segments (Setup > Payroll > Payroll G/L Integration > Integration tab).
- Use the Pay Frequency, Organization Level, Organization Code, or a specific Employee ID range options to include or exclude additional employees from the updates.
- Click the button again to update the list of employees.
- In the Include Benefits section, select the benefits to be included or excluded from the sync process.
- In the employee list, select or clear individual employees to include or exclude for processing by changing the value of the cells in the Include? column to or . You can also click Include All or Exclude All to change them all at once.
- Click . A summary of the employees and updates displays on the window for you to review before committing to the update.
- Click to complete the process and update Payroll. The update process can take several minutes. Once complete, the items in the Status column change to Updated.
- After updating, you are prompted to review the results report. View and print this report as needed.
- Click Finish and then when you are done.
Open Payroll
The Open Payroll process in the web version is organized into multiple pages, each dedicated to a specific step in the workflow.
Employee Search:
The first step in the payroll process is to identify the specific employee records to be processed. Use the steps below to search for and select these employees.
- Open Tasks and Processes > Payroll > Process Payroll and select Open Payroll.
- Select the Profile ID for which you want to update employee records before processing payroll.
- Use the fields below to search for employees to include in the update process:
- Pay Frequency
- Salaried/Hourly
- Exempt Status
- Organization Level
- Organization Code
- Employee's Payroll Status
- Termination Period Start
- Termination Period End
- Employee ID
- To use the Termination Period Start date field and the Termination Period End date field, you must first select Terminated from the Employee's Payroll Status options. Selecting this status will enable the date fields.
- You can search for a specific an Employee ID or enter a range of Employee IDs to include or exclude additional employees from the updates.
- Click the button to display a list of employees who fit the selected profile and search conditions.
- In the employee list, select or clear individual employees by selecting or deselecting the check box next to their record. To select or remove all employees, use the check box in the header row of the table results.
Warning! If there are comparison results in the process table, a warning message is displayed. Select to proceed using these comparison results, or select the check box to delete the results. Click to proceed to the page.
- Click to move to the next step.
Tip: You can click a column header in the search results to sort the table by that column.
Note: You must click the button again to update the list of employees if you change the criteria after getting your initial results.
Data Update Options:
On the second page of Open Payroll, select the information you want to update and the methods by which the data will be processed. A list of employees that were selected on the first page are displayed in the table under the update fields.
Select the information you want to update.
- Calculate Pay Rates as Hourly. Updates employees' payroll as hourly regardless of the HR setting. For example, select this to transfer the hourly rate of a salaried employee to Payroll.
- Overwrite Distribution Codes. Overwrites the existing distribution codes while updating existing records in Payroll.
-
Important! The default for this setting is selected, so distribution codes in payroll will be overwritten with the distribution codes mapped in the employee configuration profile you selected for updating.
- Overwrite Payroll Pay Frequencies. Overwrites existing pay frequencies. Sage HRMS supports four pay frequencies (biweekly, monthly, semi-monthly, and weekly), while Payroll supports five additional pay frequencies (daily, 22 per, 13 per, 10 per, and quarterly). For example...
- Suppose the existing pay frequency is daily in Payroll. If you select this check box, the system overwrites the existing pay frequency (daily) with the value retrieved from HR; otherwise, the system does not update the existing five specific pay frequencies.
- Overwrite Cost Center Overrides. Select this check box to overwrite or cancel any changes made to cost centers (as they apply to the selected employees' earnings, deductions, and taxes) for this payroll. This option is only available if you set up cost center overrides and defined the related segments (Setup > Payroll > Payroll G/L Integration > Integration tab).
To update additional types of information such as Pay Information or Benefits, select the proper check box(es) from the Update field. To select All options, select both the Pay Information or Benefits check boxes. Time Off is automatically selected and disabled by default.
- Time Off: Select to synchronize only time off information. This includes any changes mapped to the current Accruals tab in the Employee Configuration window as well as any predefined fields.
- Pay Information: When selected, only payroll information will be synced. This includes changes mapped to the current Earnings, Cost Center, and Shift Diff tab in the Employee Configuration window as well as any predefined fields.
- Benefits: When selected, only benefits information will be synced. This includes changes mapped to the current Deduction/Benefit tab in the Employee Configuration window as well as any predefined fields.
Tip: When Benefits is selected, all of the current company Benefits are selected by default. Use the Select All or Deselect All to change which Benefits are included in the update. To select individual Benefits, click Deselect All and manually select the individual Benefit plans you want to include.
Important! To save time, update the least possible number of records at a time. However, you should use this option if you made significant employee configuration or mapping changes, or if you imported data from another application.
- Click to move to the next step.
Open Payroll Criteria Results:
When you click on the previous page, the options you selected are applied to the employees selected on the first page. If updates are found, you will see a summary table for review. If no updates exist, only the breadcrumb navigation is displayed, and the and buttons are disabled.
When the summary table is available, follow the steps below to print and review the Open Payroll Criteria Results report and proceed with updating your data.
- To view the report, click . A preview window opens and displays the report.
- Click on the report window to print or save the report.
- The Open Payroll Criteria Results report provides the same details as the summary table and includes the date and time the report was generated.
- To close the report, click the X in the top right-hand corner of the report window.
- After reviewing the report, click to submit the Open Payroll process.
After submitting the process
A confirmation message appears stating that “The Open Payroll process has been submitted. You can check the status of this process on the Process Management page.”
Process Management:
Note: The shows only the Processes you have submitted or scheduled. Users in the Masters security group have access to all processes scheduled by everyone.
- Select the Process Management icon from the top tool bar in the premium web version of Sage HRMS and select Process Log.
- The Process Log opens and displays a table with the following columns:
- Process Name
- Requested By
- Scheduled
- Started
- Ended
- Status
- Action icons (Rerun, Report, Delete)
- The Process Name column displays the process name followed by the company code, such as 'Open Payroll – DEC'.
- The Requested By column provides the name of the individual who submitted the process.
- The Scheduled, Started, and Ended columns display information for troubleshooting potential issues.
- The Status column shows one of the following Statues:
- In Progress
- Pending
- Completed
- Failed
- When the process returns a Status of Completed, a icon is displayed to the right of the Status column.
- To view the report, hover your cursor over the icon and select the Modified Employees Report link.
- If the process has Failed, a icon is also displayed next to the icon.
- To resolve the failed process, complete the following steps:
- Hover your cursor over the icon and select the Invalid Employees Report link.
- Review the Error Description column for each issue on the report.
- If appropriate, correct the errors and Rerun the process
- To Rerun a process:
- Select the icon.
- The Status column will update as the process runs.
- Click the Refresh button to view the updated Status.
- Review the report if the process fails again.
- Click to delete the process record.
- Click to update the page content as needed
Important! If any data on the report is listed with an error, the data was not transferred in the update process.