Summary

Reconciling, or balancing reports before and after closing a pay helps to ensure that monetary discrepancies are picked up before any money is paid to employees.

When you close a pay, the audit log recommends that you complete your direct credit procedures and also lists three primary reports that you should run and print:

• Final copy of the Pay Period Calculation Listing report
• Payslips report
• Pay Sequence Detail report

You can then reconcile these reports, and correct any errors in the pay before you export it to the bank. If totals do not balance, you need to find the difference, and then determine where the problem has occurred. If there is a problem in an employee transaction, you will need to:

1. Restore from the backup that you took before closing the pay
2. Correct the problem
3. Reprocess the pay
4. Close the pay
5. Re-run the reports.

Reconciliation Tips

The PGPRPRIM001 - Pay Period Calculation Listing report 'Direct Credits total' should equal the PGPRPRIM002 Direct Credit Schedule report 'total'.

• Check to ensure that 'Total Taxable Earnings' equals 'Quantity (On Cost)' figures.
• If there is a Redundancy and/or Relocation allowance figure in the Taxable Allowances column, the ACC, Sick and Holiday on cost allowances must be calculated using the figure obtained by subtracting all amounts for 'Redundancy' and/or 'Relocation allowance' from the 'Gross Taxable' figure on the Reconciliation Report.
• Check Direct Credit totals on the Reconciliation against the Direct Credit Report. Confirm the Direct Credit total is the same as on the Direct Credit file.
• Check Direct Credit batch date is correct. Beware of American date formats. For example, 08 May 2009 might read as 05082009.
• Check Cash and Cheque Report totals against the Reconciliation.
• Ensure that the Negative Disbursements column in Reconciliation is zero.

Post Close Balancing

Run the Cost Analysis and GL Journal reports to check the totals against the reconciliation reports. Before balancing the GL Journal, confirm that the 'To Wages Clearing Account' is zero.

Check that the following match in each report: