Step-by-Step Process Guide

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Step 1: Time Entry Management (If Using Time Tracking)

Purpose: Capture employee hours worked for the pay period

Import Time Entries (if using external system)
  1. Navigate to “Time Entry Import”
  2. Upload CSV/Excel file
  3. System creates Open Time Entries
Manual Time Entry (alternative)
  1. Navigate to “Open Time Entries”
  2. Create new entries for each employee
  3. Enter: Employee, Date, Pay Code, Hours
  4. Save
Client/Supervisor Approval
  1. Supervisor reviews Open Time Entries
  2. Approves or rejects with comments
  3. Approved entries move to “Approved Time Entries”

Result: Approved time entries ready for payroll batch

Step 2: Create Pay Batch

Purpose: Initialize a new payroll batch for the period

  1. Search “Pay Batches”
  2. Click “New”
Select Template (Optional)
  • Choose from existing Pay Batch Templates
  • Templates auto-populate filters and ruleset
Configure Batch Settings
  • Pay Batch Code: Auto-generated
  • Start Date / End Date: Define pay period
  • Department Filter: Select specific departments or leave blank for all
  • Position Filter: Filter by positions
  • Employee Filter: Specific employees if needed
  • Ruleset: Select calculation ruleset (e.g., “JAMAICA-STD”)
Run “Create Pay Batch Employees”

System performs the following:

  • Finds all employees matching filters
  • Creates Pay Batch Employee records
  • Populates staging lines with:
    • Pay codes from employee positions
    • Deductions from employee assignments
    • Benefits from employee assignments
    • Approved time entries (if applicable)

Result: Pay batch created with all employees and staging lines

Step 3: Review & Edit Staging Lines

Purpose: Review and adjust pay before finalizing

Open Pay Batch Employee Subform
  1. Click on an employee in the batch
  2. View “Pay Batch Employee Lines” or “Show Staging Lines”
Review Staging Lines

Each line shows:

  • Pay Code: The pay/deduction/benefit being calculated
  • Amount: Current calculated or entered amount
  • Hours: Hours worked (if applicable)
  • Priority: Processing order
  • Based On Paycode Group: Displays if calculated from group
  • Calc. Amount: Original calculated value
Make Adjustments (if needed)
  • Edit Amount field to override calculations
  • Add new lines manually (Insert)
  • Set Exclude flag to skip specific lines
  • Add Comments for audit trail
  • New lines auto-fill Employee Code and Position from previous line
Delete Staging Lines (if needed)
  • Remove unwanted lines before release

Result: Staging lines are ready for release

Step 4: Release Pay Batch

Purpose: Convert staging lines to final lines and lock for calculation

⚠️ IMPORTANT: This step is one-way. Releasing converts all staging lines to final lines and deletes the staging lines.

Run “Release Pay Batch”
  1. Navigate to Pay Batch
  2. Click “Release” action

System performs:

  • Converts all staging lines → final Pay Batch Employee Lines
  • Deletes all staging lines
  • Sets Released flag = true
  • Prevents further editing of lines
To Reopen (if needed)
  1. Click “Reopen Pay Batch” action

System performs:

  • Sets Released flag = false
  • Clears final lines
  • Recreates staging lines from scratch (recalculates)

⚠️ Warning: All manual adjustments are lost when reopening!

Result: Pay batch is released with final lines

Step 5: Calculate Payroll

Purpose: Execute ruleset calculations for all employees

Run “Calculate Pay Batch”
  1. Navigate to Pay Batch
  2. Click “Calculate” action

System processes each employee:

  • Executes ruleset lines in priority order
  • Calculates pay codes
  • Calculates deductions (NIS, Tax, etc.)
  • Calculates employer benefits (Employer NIS, etc.)
  • Updates YTD values
  • Creates Income Tax Worksheets
  • Logs all calculations
Review Calculation Results
  1. Open Pay Batch Employee Subform
  2. Check calculated amounts
  3. Verify Gross Pay, Deductions, Net Pay
  4. Review Income Tax Worksheet for each employee
Check Payroll Log (if errors)
  1. Navigate to “Payroll Log”
  2. Filter by Pay Batch Code
  3. Review error messages and warnings

Result: All payroll calculations complete

Step 6: Review & Adjust (After Calculation)

Purpose: Final verification before locking

Review Pay Batch Totals
  • Check Pay Code Total, Deductions Total, Net Pay Total
  • Ensure totals match expectations
Review Individual Employees
  • Check for red flags (Net Pay below minimum %)
  • Verify Income Tax Worksheets
  • Review unusual amounts
Manual Override Lines (if needed)
  1. Click “Manual Override Lines” on employee
  2. Mark specific lines as manual entry
  3. System will not recalculate these lines
  4. Add in Pay Batch Employee Lines directly (not staging)
Recalculate if Needed
  • Make adjustments
  • Run “Calculate Pay Batch” again

Result: Verified and approved calculations

Step 7: Lock Pay Batch

Purpose: Prevent any further changes

Run “Lock Pay Batch”
  1. Click “Lock” action
  2. Sets Locked flag = true
  3. Prevents any modifications

Result: Pay batch locked and ready for posting

Step 8: Post Pay Batch

Purpose: Create general ledger entries

Run “Post Pay Batch”
  1. Click “Post” action

System performs:

  • Creates Employee Journal entries
  • Posts pay, deductions, benefits to GL
  • Creates Posted Pay Batch record
  • Marks batch as posted
  • Sets Posting Date
Verify Posted Entries
  1. Navigate to “Posted Pay Batches”
  2. Review Posted Employee Journals
  3. Check GL entries

Result: Payroll posted to general ledger

Step 9: Generate Employee Payments

Purpose: Create payment journals for employee deposits and checks

Run “Generate Payment Journals”
  1. Navigate to Posted Pay Batch
  2. Click “Generate Payment Journals” action

System performs:

  • Reads Employee Deposit Journal records
  • Creates Gen. Journal Lines for direct deposits
  • Creates Gen. Journal Lines for physical checks
  • Uses priority-based deposit distribution
  • Populates balancing accounts from journal batch settings
Review Payment Journals

For Direct Deposits:

  1. Navigate to Employee Deposit Batch
  2. Review journal lines
  3. Verify amounts and employee accounts

For Physical Checks:

  1. Navigate to Check Payment Journal
  2. Review journal lines
  3. Verify Bank Payment Type = Computer Check
Print Physical Checks (if needed)
  1. Navigate to Check Payment Journal
  2. Filter to physical check lines
  3. Click “Print Check” action
  4. Select Payroll Check Report Layout
  5. Print checks
Post Payment Journals
  1. Post Employee Deposit Batch (ACH/direct deposits)
  2. Post Check Payment Journal (after printing checks)

System creates:

  • Bank Account Ledger Entries
  • Employee Ledger Entries
  • Records check numbers in Posted Employee Journals

Result: Employee payments processed

Step 10: Send Payslips (Automatic/Manual)

Purpose: Deliver payslips to employees

Automatic Email (if enabled)
  • System automatically emails payslips after posting
  • Uses email address from Employee card
Manual Email
  1. Navigate to Posted Pay Batch
  2. Click “Email Payslips” action
  3. Select employees
  4. System sends payslip reports via email
  1. Navigate to Posted Pay Batch
  2. Click “Print Payslips” action
  3. Generate PDF payslips for all employees

Result: Employees receive payslips

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