Change the run date of an existing payroll

You have an existing pay run for this client and pay cycle

  1. The client is changing the pay run date or

  2. Clients / Packaging Defaults "Payroll Date" is not correct

Process

  1. Go to Fleet / Administration / Clients

    1. Client Code - enter the required client code

  2. Go to Clients / Packaging Defaults

    1. Payroll Date - update the date to store the new date for the selected pay cycle.

    2. Save

  3. Go to System / Scheduler

  4. Find and run the Scheduler Exceptions Report SP - Contract Billing Date Checks

  5. This will provide a list of contracts that need to be updated to match the new payroll date.

  6. If the client has 50 or less active contracts linked to the changed pay cycle, go to the System Updates section.

  7. If the client has 50 or more active contracts linked to the changed pay cycle, go to the Bulk Update section.

System Updates

  1. Go to Packaging / Pay Runs

    1. Client Code - enter the required client code

    2. Pay Cycle - enter the required pay cycle

    3. Status - select 'Pending'

  2. Click on Go

    1. Period Date - select the next pending date and tab off to populate the Invoice Date field. (This should be an incorrect Pay Run Date).

    2. Contract ID - click through to the first contract.

  3. Go to Contracts / Billing

    1. Click on Vary

    2. Next Periodic - select the correct next pay run date

    3. Save

  4. Click on the Back button 2-3 times to return to Packaging / Pay Runs

  5. Refresh the screen selection

  6. Repeat this update process until all contracts have been updated

Bulk Update

If the client has more 50 active contracts linked to the changed pay cycle, Catch-e can help you with a bulk update

  1. Email your Account Manager with the details of the records to update:

    1. Client Code

    2. Pay Cycle

    3. Old Payroll Date

    4. New Payroll Date

    5. Date of change. Ideally nominate a pending pay run (i.e. in the future).

      1. Eg 1. Old date is ‘01/04/2021’, new date is ‘30/03/2021’, days of change are -2 (ie. two days earlier)

      2. Eg 2. Old date is ‘14/04/2021’, new date is ‘15/04/2021’, days of change is 1 (ie. one day later)

  2. Your Account Manager will raise a task to do this and then email you a confirmation when it has been done.

    1. Support Note: see Internal Wiki → Support → Salary Packaging Processes

Check Updates

  1. Go to System / Scheduler

  2. Find and run the Scheduler Exceptions Report SP - Contract Billing Date Checks

  3. No report should generate