Payroll calculation produces a file of processed payroll data which is used to produce the Pre-Cheque Payroll Register, employee paycheques, and once payroll cheques are printed and approved, the Payroll Register itself. The processed data is also used to update payroll totals and to generate batches for posting to the general ledger.
Paycheques are calculated in the payroll currency, while payroll entries created for general ledger batches are in functional currency. For a single currency company, the payroll currency is the same as the functional currency. For a multicurrency company, you choose the payroll currency when you activate the Payroll program.
You can calculate payroll multiple times within a pay period (that is, before printing and approving paycheques for a particular period end date). The Calculate Payroll window allows you to reprocess employees for whom you have already calculated payroll but whose pay data you subsequently corrected either in the Payroll Employees window or by entering or modifying a timecard.
Using the Calculate Payroll Window
You can use this window to:
- Enter information that pertains to the payroll run, such as the date the calculations were done and the pay period end date covered by the calculations.
- Enter an optional (user-defined) pay period number for your records.
- Limit the payroll run to advances that you have assigned to employees on the Payroll Employees window.
- Produce paycheque data for direct deposit to employees' banks
Note: If your company uses Employee Level Security and you are generating EFT cheques, a payroll
Using a Selection List when calculating payroll will provide visibility to other users during the Payroll Cheques process. Selection Lists are visible in the Calculation Sequence field on Payroll Cheques.
Important! If you have multiple users processing payroll in Sage 300 Payroll, it is recommended that users always calculate payroll just prior to printing and posting cheques. By calculating payroll, the user can make sure that another payroll processor's work is not interfering or overlapping with the employee's calculation process. If an employee belongs to two different payroll processors' payroll cycle, that employee's paycheque will not be included in both payroll runs but instead be overridden by the most recent payroll calculation.
For information about the tabs on the Calculate Payroll window, view the topics below:
Delete All
From the Calculate Payroll window, you can click the button to undo existing previously calculated, unposted payroll activity. If you run Calculate Payroll while previously-calculated, unposted payroll activity exists that is associated with the same pay period end date as the run you are executing (or with a future date), an Erase/Merge/Cancel message is displayed to provide additional options for protecting your data.
Processing Exceptions
If conditions arise during payroll calculation that prevent an employee or an employee earning/deduction from being calculated, the system notes these conditions as exceptions, and prompts you to print the Payroll Processing Exceptions Report when payroll calculation is complete.
You should review the exceptions and, if necessary, correct the conditions, and recalculate payroll.
After Calculating
Print the Pre-Cheque Payroll Register from Payroll Transaction Reports.