Pay Run Adjustments

Sometimes you may have approved a pay run and then realize you made a mistake and need to make some adjustments. Saasu doesn’t allow you to edit the payroll entry directly because it is part of a pay run. However, there are two ways to deal with this situation.

Example: Change in hours worked or leave taken

For example, you may have entered 40 hours in the Base Pay Hourly field and then realised it should have been 32 hours because the 8 hours were taken as annual leave. :

  1. Delete and redo the pay run. If you do this, you may need to re-enter any adjustments to the next pays.
    1. Select View > Pay Run.
    2. Delete the pay run.
    3. If you just want to recreate the transactions but don’t want the emails to go out again to all employees, disable auto-email first by going into the pay group and unticking Email Payslips.
    4. Save your changes.
    5. Make adjustments for this pay run in the next pay section by selecting View > Employeesand clicking the next pay icon beside the edit/pencil icon. Using example 1 above:
      • Change the hours in Base Pay Hourly field to 32.
      • Add a new line item in the wages and salary section using the plus icon.
      • Select Annual Leave Pay.
      • Enter 8 in the hours field.
      • Save the next pay.
    6. Once you’ve made the required changes, start the pay run again, check the drafts, and approve these once you have made sure everything is correct.
    7. You might want to re-enable the Email Payslips option if you disabled this before.
  2. Create an adjustment entry. Using example 1 above:
    1. Add a new payroll entry by selecting Add > Payroll and ensure the entry has the same date as the pay run date.
    2. Use the dropdown field to select the employee.
    3. Remove all lines except Base Pay Hourly.
    4. Enter -8 hours in the Base Pay Hourly field.
    5. Add a new line in the Wages and Salary section using the plus icon and select Annual Leave Pay.
    6. Enter 8 in the hours field.
    7. Save the transaction.
    8. To email this adjustment to the employee, click the Email link after saving the transaction.

Example: Change Pay Run Date

In Saasu we restrict changing the transaction date if the payroll entries are part of the pay run. Here are three possible ways to handle this situation:

  • If you’re just trying to get the bank rec done and the dates don’t line up (eg out by 1 or 2 days) you could probably just tick the entries and move on.
  • Rerun the pay run for that period. To do this:
    1. Delete the old pay run.
    2. Edit the pay group – Change the next pay run date and pay period, untick auto email payslip to employee, and save. (You probably don’t want to re-email the payslips).
    3. Start the pay run, check, and approve it.
    4. Once you’ve finished, go back to editing the pay group and check that the next pay run date and period are correct.
    5. Re-enable auto email payslip (if applicable).
    1. Use the general journal to move the date.
    2. Move the money back into the bank account for the incorrect date.
    3. Move the money out again on the correct pay date.

    NOTE: You’ll need to set up a clearing account to do this. In the following example, the incorrect pay date is 14 May, and the correct one is 15 May.

    Journal entry 1: Moving the money back in, 14 May

    DEBIT Asset: Bank Account

    CREDIT Asset: Clearing Account

    Journal entry 2: Moving money out, 15 May, correct payment date

    DEBIT Asset: Clearing Account

    CREDIT Asset: Bank Account

Why can’t I change the date?

If we allow this, we lose the integrity and rigor of Group Payroll, which, in theory, should be final when it’s run. Companies with hundreds of staff use Saasu. Consequently, if we allow this change, it reduces the accounting compliance and integrity of Saasu payroll to below their standards. Several areas are impacted by a pay run, including the generation of bulk EFT files and leave/year end employee payment summaries. Additionally, if the emails have been sent to employees, it is good accounting practice to adjust entries rather than change and resend payslips. There are several other reasons for having this business rule in place in Saasu. These are just a few examples.