How editing a pay run affects other parts of your payroll
Description
There will be times you need to edit a completed pay run in Sage Payroll. It's important to understand how any changes impact other parts of your payroll.
You need to update some parts of the payroll yourself with the edited values.
If you edit a completed pay run, you may need to give your employees a new payslip.
To print or save the payslip:
Select Pay Runs.
Choose the relevant period.
Under Employee Pay Breakdown: To Print/save a single employee payslip - Next to the employee’s name, select . To Print/save all employees’ payslips - Select Export All Payslips and then select PDF payslips.
Using your Internet browser options, you can print or save the payslips.
Repeat this process for any pay run you’ve edited.
You can send or upload Salary Journals to your accounting software. The changes you have made in Payroll, and how you deal with corrections, depends on which method you use.
If you use the Payroll integration with Sage Accounting:
The information is sent to Sage Accounting automatically. When you edit a pay run, the correction will show in Accounting the next time you process a pay run.
If you don't want to wait until the next pay run, you can post a manual journal. You must then delete the automatic posting when you process the next pay run to avoid duplications.
The ledger accounts below are the default ledger accounts used in Sage Accounting. Check your ledger in Sage Accounting. Select Settings, Business settings, then Chart of Accounts.
To check the default bank account in Sage Accounting:
Open Sage Accounting.
From Settings, select Apps and Connections.
Select Sage Payroll.
If Post employee net wages to liability account shows as selected:
Use the ledger account for Net Wages (Usually 2250) instead of the bank
If you're unsure of the ledger accounts to use, refer to your accountant for advice.
NOTE:
If you use different accounting software, refer to software support for that product.
Add a journal to reverse a correction payment
Select Adjustments, then Journals, then New Journal.
Enter a reference.
Enter the same date as the edited pay run.
Enter a description for this journal.
Clear the Include on VAT return checkbox. Not included on the VAT return.
Enter a journal entry for the correction value to the following ledger accounts.
Ledger
VAT
Debit
Credit
Bank (1200 or the default for Payroll postings)
Unchecked
Value
Employee costs/Employee wages and salaries (usually 7000)
Unchecked
Value
Add a journal to reverse a correction deduction
Select Adjustments, then Journals, then New Journal.
Enter a reference.
Enter the same date as the edited pay run.
Enter a description for this journal.
Clear the Include on VAT return checkbox. Not included on the VAT return.
Enter a journal entry for the correction value to the following ledger accounts.
Ledger
VAT
Debit
Credit
Bank (1200 or the default for Payroll postings)
Unchecked
Value
Other deductions (usually 7009 or 7050)
Unchecked
Value
If you use the Salary Journal report:
After editing a completed pay run, you can run the Salary Journal report again. This doesn’t show the difference between the original figures and the newly edited figures. It shows all the figures for the period after the correction.
CAUTION:
If you have already uploaded the original report, uploading the new one will duplicate the information.
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