Payroll processing takes in batches of payroll data and generates the final payroll for each employee in the pay run.
These batches of payroll data usually contain the earnings of the employees (additional deduction or benefit amounts or overrides for salaried employees can be included as well).
Additional deduction and benefit amounts are generated automatically during payroll processing.
Make a batch of employee earnings
To get things moving, we will add the employee earnings by hand into a batch of payroll data and then move onto payroll processing.
Batches of payroll data can be created, modified, and removed from the payroll data entry window located at
Canadian Payroll > Payroll Data Entry > Payroll Data Entry.
We need to add a batch now that will hold that payroll data for our group of employees. We add a new batch by pressing
Insert at the bottom of the payroll data entry window which opens the batch setup window.
From the batch setup window we enter a
Description of the data in the batch, the
Pay Ending Date of the pay period, and select the
Pay Group of our employees.
Descriptionof a batch is optional, but entering one will help us quickly locate this batch again if we need to make any changes later.
Pay Ending Datewe selected here corresponds to the last day of the pay period.
We then select the pay group of our employees by moving the corresponding Pay Group into the
More than one Pay Group can be selected if they all have the same Pay Ending Date.
If the selected Pay Groups have a different Pay Ending Date than the one entered for the batch you will be prompted to update the batches' Pay Ending Date to the next closest Pay Group’s Pay Ending Date.
To finish creating the batch we press
OK. The batch setup window will be replaced by the batch data window.
Entering the employee earnings into the batch
After creating the batch of payroll data, the batch data window will open. From this window the earnings can be inserted for the 5 employees in our small department.
To keep things simple, each employee will be paid 80 hours at their default pay-rate.
For each of the 5 employees we are going to perform the following steps to add the 80 hours of regular pay to their earnings.
Select the employee using the controls at the top.
Insert earnings for 80 hours of regular pay for that employee.
From the batch data window we first need to select the employee to add payroll data for. Then we can add the earnings for that employee to the batch of payroll data from the earnings tab.
We add the earnings by pressing
Insert at the bottom of the earnings tab which opens the insert earnings window.
From the insert earnings window new payroll earnings can be added, modified, or removed for the selected employee. There are many fields on this window but the ones we are interested in are the
Earning Code, and the
Rate fields. (It is alright to leave the other fields unfilled if they are unneeded.)
Datefield here should correspond to when the earnings occurred within the pay period. Because we entered a lump sum of 80 hours for the entire pay period, we have chosen to use the last day of the pay period.
Earning Codeof Earnings code used here corresponds to the employees' normal rate-of-pay.
Ratefields are used to enter the earnings for the employee. In this case the employee’s earnings are 80 hours at a rate of $25 an hour.
The type of unit for the Unit field can be changed from the drop-down to the right. In this example we have left it at Hours, which is the default for this selected Earning Code.
The employee’s regular rate of pay can be overridden on the Rate field. By default, this field will be filled using the employee’s base rate for the selected Earning Code.
We save the earnings we have entered to the batch by pressing
|The insert earnings window will remain open after you press |
- From which tab can you add earnings to the batch?
Earnings are added from the
- What happens when you press OK on the insert earnings window?
The earnings are inserted into the batch but the window remains open to allow further earnings to be quickly entered.
- How could you pay any employee $2000 dollars for a single pay period?
The easiest way to do this is to enter $2000 a period of earnings for the employee.
Change the type of unit to
Periodsand enter 1 into the
Enter $2000 into the
Confirm the batch data is correct
Once you have entered all the payroll data into a batch it is a good idea to verify that the data is all correct. The easier way to do this is to print the batch as a report. Viewing the data in a new form like this tends to let you catch mistakes you may have missed while entering data.
We will need to return to the payroll data entry window to print the batch.
Print Previewto open the report as a PDF file (or
The payroll data listing report that we see for the batch might look like the one below. You can see a listing of each employee:
Under each employee is listed the payroll data that is included in the batch: the code, how many units, and the rate of pay are all listed.
To the right, each employee’s amounts are totaled.
A grand total of all the employees is included at the bottom of the listing.
In this example we see that the employee Mell Nicholson has earnings for code
80 hours at
$26 an hour. The total earnings for Mell are shown at
$2080 (with a total of
80 hours). At the very bottom we see that the total earnings in the batch for all employees are
$9680 (with a total of
Complete the payroll data batch
The status of the batch of payroll data we created for our group of employees is
Incomplete and we need to change the status to
Complete before it will be processed with payroll.
From the payroll data entry window:
Select the batch then press
When prompted if the batch is complete press
Yes. This will change the status of the batch to
Once a batch is completed it will be available for payroll processing.
You cannot make changes to completed batches. The status of the batch must be changed back to incomplete.
You can change the status to incomplete by pressing
Continue on to Payroll Processing
In Part II of this series of articles we will cover the payroll process from start to finish: