pay03025

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How do we manage our Payroll runs? Let's see what happens when we start a new Payroll identity.

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When we open a new Payroll identity, we have to give it a name.

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The system will automatically provide 5 potential Payroll runs, and whenever we use a Run, it will add more, so that there are always 5 programmable runs available.

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When using the type 03 Agri Flex Payroll system, any new identity we open will be of the type: 03 Agri Flex.

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Of course the system has no idea when we want to perform our 1st run for this new Payroll, but we have a way to tell the system.

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We can just use the option: Change Payroll Run Dates.

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If it is a new Payroll and no run has been performed yet, we have an option to choose the 1st Start Date for a Run.

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Even if we do not immediately make a choice, we can still do so until such time as the 1st run has been performed.

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So let us choose a date now.

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We may choose any date, but if we do not start with the 1st of a Month, then when we try to perform a Run it will complain. Why so? Simply because this is the Agri Flex Payroll, and it connects to Man Physical Journals which must always be performed for a calendar month.

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When we choose our 1st start date, the system will automatically change all subsequent dates, adding 1 day at a time. We will need to advise the system as to the end date for the 1st run. Although the subsequent start dates will always follow the previous run end dates, we can edit the end dates and other necessary fields to manage our Pay runs. Let us have a look.

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In this example, we can see our 1st Run starting at the beginning of August, and ending on the 15th. That's because this Payroll can be performed twice per month, or once.

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The next Run will automatically be from the day after the end date of the former, but then we can choose the next end date again.

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Because we did a half month run, which is type A, the next run must complete the month of August and be a B run. Any month will either have an A and a B run, or else just a C run if it is for the full month.

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We can give a Pay run any name we wish, to identify it. The run number is sequential and the system does not allow us to change it.

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We can choose the working days that apply for the month, and this parameter is used in the calculation of some Basic Daily rates for the Employees. The Value can be 25, 30, 31, etc., depending on the month. It is not a system choice, but rather the choice of the Payroll Administrator.

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We will tell the system whether we intend this to be an A, B or C run, but when we perform the run, the system will be validating our choice. For example, the system will ensure we always follow an A run with a B run, that an A or C run starts at the 1st of the month, a B or C run ends on the last day of the month, etc.

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We absolutely must connect the Pay run to a Period in the Business system, and while an A and B run should always be for the same period, the system will also force us to increase the period when a run is in a new month.

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Harvest Premi can only be performed for a B or C run, and is optional. Although multiple Payrolls are allowed in the Datamart, Harvest Premi may only be performed and used by 1 Payroll, usually the Estates Payroll.

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The system will change the 'Completed Runs' field when we perform a Pay run successfully.

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So let's see how we can edit a Pay run line. This can only be done for a Run that has not been performed, i.e. a future run.

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We cannot change the start date, which automatically follows the previous end date, but we can change the end date.

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We certainly can give the run a name.

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We can and should change the Working days parameter to a value that is suitable for the Month the run is for, and we always use the full month value, regardless of whether it is an A, B or C run type.