Summary

You cannot reverse a closed pay. Ensure that accumulator settings are correct before you close a pay as incorrect accumulator settings will have a major impact on your system.

After you close a pay period, you cannot change any employee pay details. Any changes that you make to the employees’ tax or permanent transactions after closing the pay will only take effect in the next pay that you process.

Processes

When you close a pay period, PayGlobal completes the following processes:

• Updates leave balances and employee year-to-date balances in the employee record.

  Note: PayGlobal does not update leave balances when you close a Manual pay.

• Adds the current period transactions to history.
• Updates accumulators in the employee record.
• Writes termination dates to the terminated employees’ records.
• Rolls awards and leave tables in the employee record.

  Note: PayGlobal will not let you close a pay while a user is editing an employee record. When you close a pay, it updates the employee’s details, such as their liabilities, accumulators and roll over. When a user locks the employee table, these details cannot be written back to the record.

Employees with Pending Updates

If Employee | Integration tab Has pending update = "Yes" for an employee, this indicates that there are outstanding changes that should be applied to the employee before they are paid. A warning to this effect will be added to the Audit log but this will not prevent the opening, processing or closing of the pay.

Leave accruals

You must close standard pay periods in chronological order to ensure that leave accruals are updated correctly.

When you close a Manual pay, PayGlobal updates leave balances only if the leave table has Method of unit accrual = 'Prop'.

Check Pay Status

Before you close a pay, you need to check its status. You cannot close an unprocessed pay because unprocessed pays do not appear in the Processed Pay Sequences list.

Note: If you double-click Close Pay and you have not opened any pays or you have not processed all transactions in any open pays, then the following message appears:
'There are no valid pay sequences'.

Click the Pay Status icon in the main toolbar or press Ctrl+Y to see the Pay Status window.

Take a backup

PayGlobal does not prompt you to take a backup, but you should still take regular backups, especially before closing a pay. You do not require exclusive access to the database when you take a backup.

Note: When you run the Backup command, PayGlobal does not backup any subfolders. You have to set up an external backup for subfolders containing reports, grid layouts and .ini files.

Close Pay Procedure

1. Double-click the Close Pay command.
2. In the Processed Pay Sequences window, click the check box for the required Pay Sequence.
3. Click OK.

   The Payroll Accumulator Periods form appears.

4. Check the accumulator periods and Payment date.

   Important: You cannot change accumulators in the Payroll Accumulator Periods form.

   If your accumulators are incorrect, then click Cancel, open Transaction View, select the pay sequence, and then press Ctrl+A to edit the accumulators. After you correct the accumulators, use the Process Pay command to apply the accumulators to all employees in the pay sequence.

5. Click OK.

   A Closing Pay Procedures progress bar appears followed by an audit log Confirm box.

6. Check the audit log to confirm that you closed the pay successfully.

If you cannot close the pay successfully, then use the audit log to locate and correct the problem. For more information, see Troubleshooting Unsuccessful Pay Closing.

AU Database - STP enabled customers only

7. Closing a pay will prompt a declaration message to be displayed which must be completed and accepted for the payroll event to be submitted to the ATO. The details will be automatically filled in based on the last successfully completed declaration.

Note: If multiple pays are being closed only one declaration will appear for covering all the pays. If the declaration is canceled the close pay is also canceled.

Important: Each organisation can set their own start date to make STP submissions (or a start date by subset (Internal Companies) of the organisation. The start date can be unique to each ABN and Branch number combination. Any internal companies that share the same ABN and Branch number will have the same STP start date and entering a Start date for one will add it for all that share the same ABN and Branch Number. Pay details will only be submitted to the ATO for pays with a start date greater than or equal to the STP submission start date.

For more information on STP start dates please see the STP manual.

Recovery logic

PayGlobal 1.94 includes recovery logic in the unlikely event that:

• The procedure fails part-way through pay closing.
• Not all entities were updated at the time of closing because the applicable record(s) were locked.

For more details, see Rollback Pay.

Reports

We recommend the following reports be printed and balanced after successfully closing a Pay:

• Direct Credit Schedule
• Employee Pay Slip Report
• Pay Sequence Detail Report

Database speed issues

See Database Maintenance Plan