Closing payroll

  1. Select Cycle > Payroll Cycle.
  2. Search for the payment schedule to close payroll for and review the status of these fields:
    Note: Depending on the work assignment setup, only some of these fields are displayed.
    Employees in Cycle
    Verify that the status is Current. This status indicates that there are employees with time records in current status.
    Payment Schedule
    Verify that the lock icon is displayed next to the name of the payment schedule.

    This icon indicates that payroll is locked for the payment schedule. The time and date that payroll was locked is displayed when you rest the cursor over the lock icon.

    If the lock icon is not displayed, lock the payroll for the payment schedule.

    See Locking payroll.

    Calculate Tips
    Verify that the status is Complete. This status indicates that tips are calculated for the payment schedule when employees have earned tips.

    If the Complete status is not displayed, you must run the Calculate Tips action.

    See Calculating tips.

    Calculate Overtime
    Verify that the status is Complete. This status indicates that tips are calculated for the payment schedule when employees have worked extra hours.

    If the Complete status is not displayed, you must run the Calculate Overtime action.

    See Using the Process Payroll Cycle action to calculate overtime, lock payroll, and calculate payments.

    Calculate Payments
    Verify that the status is Complete. This status indicates that payments are calculated for the payment schedule.

    If the Complete status is not displayed, you must run the Calculate Payments action.

    See Calculating deductions and net pay.

    Print Payments
    Verify that the status is Complete. This status indicates that payments are printed for the payment schedule.

    If the Complete status is not displayed, you must run the Print Payments action.

    See Printing payments.

  3. Click Close Payroll.
  4. Specify this information:
    General Ledger Date
    Specify a general ledger posting date to use for general ledger entries of wage and company-paid expenses.
    Run Option
    Select a run option:
    • Draft creates draft payroll distribution records. The payroll components remain in the current cycle.
    • Finalize and Close creates payroll distribution records. The payroll components are closed.
    Recreate Payroll Distributions
    Select this check box to purge existing records in draft status and recreate payroll distributions for the selected payment schedule.
    Percent Distribution
    Select whether the program should use expense pay, deductions only, or both. This selection applies to company-paid payroll distributions set up on Payroll Distribution-Employees and Payroll Distribution-Position.
    Percent Posted
    If the payroll cycle that you are closing spans two accounting periods, specify the percent to post to the previous period. If the payroll cycle falls within one accounting period, leave this field blank.
    Previous Period Time Record Date
    If the payroll cycle that you are closing spans two accounting periods, specify the time record date. Wage expenses on processed time records are calculated with a date equal to or less than the specified date.
    Previous Period Ledger Date
    Time records with a time record date that is equal to or less than the specified time record date are posted using this date.
    Include Off Cycle Payments
    Select this check box to include off cycle payments in the Close Payroll Previous Period Time Record process. Off cycle payments are adjustments, manual payments, and voids.
  5. Select Schedule or Submit.